HomeMy WebLinkAboutAgenda - 06-26-1995 - VIII-R 1
ORANGECOUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 1995
Action Agenda
Item #V=-k
SUBJECT: Employee Assistance Program Contract Renewal
DEPARTMENT: Personnel PUBLIC HEARING: Yes X No
ATTACHMENT(S): INFORMATION CONTACT:
1 - 1995-96 Contract Amendment Elaine Holmes, Extension 2550
2 -Draft updated Memorandum of Agreement
with Town of Hillsborough
TELEPHONE NUMBERS:
Hillsborough- 732-8181
Durham- 688-7331
Mebane - 227-2031
Chapel Hill -967-9251/968-4501
PURPOSE: To approve continuation of the Employee Assistance Program(EAP)
contract with Human Affairs International (HAI)for the period
July 1, 1995 through June 30, 1996.
BACKGROUND: The Employee Assistance Program contract was initially approved by the
Board of County Commissioners in February 1990. The EAP provides
Orange County employees and their dependents with confidential face-
to-face assessment and counseling services, 24-hour a day emergency
service, referral to community resources as needed, coverage for any
personal problems and follow-up on all cases. The EAP also provides
supervisory consultation for dealing with employee personal problems,
and provides training on a variety of mental health topics such as stress
management, depression and conflict management.
The Employee Assistance Program currently serves as our referral
agency for any employee problems related to substance abuse. The
County is developing a Drug and Alcohol Testing Policy to comply with
the Federal drug and alcohol testing requirements which are effective for
Orange County on January 1, 1996. The federal regulations require that
an employee who tests positive for drugs or alcohol be referred for
substance abuse treatment services, even if the employee is dismissed
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based on the positive test results. The EAP will act as the required
referral service for substance abuse treatment once the County's Drug
and Alcohol Testing policy is adopted in 1995-96.
For the period July 1, 1994 through May 25, 1995 there was a 2.5%
utilization rate of employees and dependents who accessed the EAP for
face to face counseling sessions. Three of the employees assisted by the
EAP were emergency referrals made by the department involved and/or
Personnel in response to the employees experiencing a crisis situation at
work.
In addition to the face-to-face counseling sessions provided to
employees, the EAP has provided telephone consultation to the
Personnel Department and various supervisors in the County on
prevention/intervention strategies to use in managing situations in which
employee personal problems affect the workplace such as issues related
to depression.
The Attachment 1 Contract Amendment provides for continuation of the
original Agreement and succeeding amendments. This includes:
1. Continuation of the Town of Hillsborough as a Subgroup
Because of its size, the Town of Hillsborough has not been able
to independently identify an EAP provider. In 1993 the Board
approved including the Town as a subgroup on Orange County's
EAP contract. Attachment 2 is a draft updated memorandum of
agreement with the Town.
Under the agreement, the County invoices and collects payment
from the Town for the annual Town share of the EAP cost
(estimated at $1447). HAI provides an annual report to the
Town on its utilization.
The inclusion of the Town has no adverse impact on the County's
EAP rate or level of service.
2. EAP Rate
The annual EAP rate will remain at $1.80 per employee per
month. The annual estimated cost of the EAP is $12,312. Funds
for the Employee Assistance Program were included in the
budget for 1995-96.
RECOMMENDATION: The Manager recommends the Board authorize the Board Chair to sign
the contract amendment with Human Affairs International to continue
the EAP for 1995-96.
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;j 1TC3 ATTACHMENT 1
HI 1 /� /ti 1 Salt South y,Utah V��I�L'7J'v Salt Lake City,Utah 64107
AFrAIRS M Phone:(801)268-0553
Parr V'he 4ema Ae300 Plans family
May 22 , 1995
Orange County
109 Court Street Annex
Hillsborough, North Carolina 27278
To Whom It May Concern:
On behalf of Human Affairs International, Incorporated, I propose
to amend our agreement with you entered on February 6, 1990 (and
amended by prior amendments through June 30 , 1995) (the
"Agreement" ) , which established an employee assistance program for
Orange County employees and their dependents, as follows :
1 . The first sentence of Exhibit C, Paragraph 1 of the
agreement is to be deleted in its entirety and the following is to
be inserted in its place ��n���L`'id S
For th --Ip eriod July 1, 1995.1' through and including June
30 , 1996, -Employer shall pay HAI at a rate equal to the number
of peas on Employer ' s payroll times one dollar and eighty
cents ( $1 . 80 ) per month.
2 . Paragraph 7 of Exhibit D of the Agreement is to be
deleted in its entirety and the following is to be inserted in its
place :
7 . Insurance. HAI agrees to obtain and maintain during
the term of this Agreement the following insurance : (i)
comprehensive general liability in a minimum amount of five
million dollars ($5, 000 , 000 . 00 ) in the aggregate and per
occurrence (in excess of deductible amounts) ; and, (ii)
professional liability insurance (malpractice) in a minimum
amount of five million dollars ($5, 000, 000 . 00) in the
aggregate and per claims made (in excess of deductible
amounts) .
3 . Paragraphs 1 and 2 of Exhibit F of the Agreement are to
be deleted in their entirety and the following is to be inserted in
their place :
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Orange County
May 22 , 1995
Page 2
1 . Training. As requested by Employer, HAI shall provide
employee and supervisory group orientation/training sessions as
defined in paragraph 4 of Exhibit A, at the rate of one hundred
fifty dollars and no cents ( $150 . 00 ) per hour, plus expenses .
Employer shall notify HAI, in writing, thirty (30) days in
advance of the desired location for these sessions for HAI ' s
approval .
2 . Health Education Seminars . As requested by Employer,
HAI shall provide to Employer ' s employees health education
seminars at a rate of one hundred fifty dollars and no cents
($150 . 00 ) per hour, plus expenses . Health education seminars
address topics of interest to employees regarding health and
wellness . Employer shall notify HAI, in writing, thirty (30 )
days in advance of such seminars of the desired location for
approval by HAI .
4 . The term of the Agreement is hereby extended through and
including June 30 , 1996 .
I would further propose that this Amendment be deemed effective as
of July 1, 1995 .
If the foregoing is acceptable, please sign both of the originals
of this letter and return them to me for signature .
Very truly yours, AGREED TO AND ACCEPTED BY:
HUMAN AFFAIRS INTERNATIONAL, ORANGE COUNTY
INCORPORATED
By: By:
Jack Williams Title :
President/Chief Executive
Officer
Date : Date :
Witness : Witness :
t
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ATTACHMENT 2
DRAFT
(June 16, 1995)
Memorandum
To: Eric Swanson, Hillsborough Town Manager
From: John Link, Orange County Manager
Subject: Memorandum of Agreement for Employee Assistance Program
This memorandum outlines the approved agreement between the Town of Hillsborough
and Orange County to include the Town of Hillsborough as a subgroup under Orange County's
contract with Human Affairs International (HAI) for an Employee Assistance Program(EAP).
1. General
The Town of Hillsborough accepts and will abide by the terms and conditions of
Orange County's contract with HAI.
2. Coverage
The Town of Hillsborough's permanent employees and their eligible dependents.
3. Period Covered
The coverage will extend from July 1, 1995 through June 30, 1996 unless the County
should terminate its EAP contract with HAI prior to this date.
4. Costs
The annual EAP rate will remain at $1.80 per employee per month. The estimated annual
cost for Hillsborough's 67 employees is about $1,447. As agreed, the Town of
Hillsborough will pay Orange County in full for EAP participation at the beginning of the
1995-96 fiscal year. For additional information, please refer to the original contract and
amendments.
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5. EAP Utilization Information
HAI will provide Hillsborough with a separate utilization report at the end of the fiscal
year(i.e., July 1, 1996).
If the foregoing agreement is acceptable, please sign the original of this letter and return it
to me for signature.
TOWN OF HILLSBOROUGH ORANGE COUNTY
By: By:
Eric Swanson John M. Link, Jr.
Town Manager County Manager
cc: Elaine Holmes
F:\ELEANOR\EAPMEMO.WPD