HomeMy WebLinkAboutAgenda - 06-28-1994 - VIII-K O R A N G E C 0 U N T Y
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 28, 1994
Action Agenda
Item #
SUBJECT: Employee Assistance Program Contract Renewal
DEPARTMENT: Personnel PUBLIC HEARING: Yes X }}No
ATTACHMENT(S) : INFORMATION CONTACT:
1 - 1994-95 Contract amendment Elaine Holmes, Personnel Director
dated May 26, 1994 Extension 2550
2 - Draft updated memorandum TELEPHONE NUMBERS:
of agreement with Town Hillsborough-732-8181
of Hillsborough 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, 1994
through June 30, 1995.
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.
From April 1, 1993 through March 31, 1994, 20 Orange
County employees and their dependents accessed the
EAP. This is an overall EAP utilization rate of 3.8
percent. HAI projects an average utilization rate of
3. 1 percent for public employers with employee
assistance programs similar to Orange County' s.
For comparison, the Town of Chapel Hill's
utilization rate is 3.7 percent and Durham County' s
is 4. 1 percent.
In addition to individual employee assistance during
the past year, the EAP provided four conflict
resolution sessions, one "Stress Management" training
session for employees, and management consultation on
various employee issues.
In the coming fiscal year, a key service it is
anticipated that HAI will provide is to advise and
assist management in employee drug and alcohol
testing and substance abuse programs. It appears
extensive new Federal drug and alcohol testing
requirements will mandate testing for certain County
positions. HAI has considerable expertise in this
area.
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
had not been able to independently identify an
EAP provider. In 1993 the Board approved
including the Town as a subgroup on the 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 about
$1400) . HAI provides an annual report to the
Town on its EAP utilization.
Inclusion of the Town has no adverse impact on
the County' s EAP rate or level of service.
2. Annual rate remains at $1.80 per employee
per month
The annual EAP rate will remain at $1.80
per employee per month. The annual estimated
cost of the EAP will increase by about $562 (from
$11,318 to $11,880) . The cost increase results
from an increase in the number of County
employees covered to 550.
Funds for the Employee Assistance Program were
included in the budget for fiscal year 1994-1995 .
RECOMMENDATION: The Manager recommends the Board authorize the Board
Chair to sign the contract amendment with Human
Affairs International.
ATTACIMNT 1 j
HU/ I 4N r=l=' SMI SouN Fuw eftd
AF541RS N Pw K°`) `M °'
May 26 , 1994 0 �:���2ss-�
Orange County
109 Court Street Annex
Hillsborough, North Carolin,. s�
NNMWAM MOM Ilu"0"
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, 1994) (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:
For the p od July 1 , 1994 through and including June
30 , 1995, loyer shall pay HAI at a rate equal to the number
of .. on Employer ' s payroll times one dollar and eighty
cents ($1 . 80 ) per month.
2 . Paragraph 13 of Exhibit D of the Agreement is to be
deleted in its entirety and the following is to be inserted in it
place :
13 . Notices . All notices or demands in connection with
this Agreement given to or made upon either party shall be in
writing and sent to that party at the following address, as
modified from time to time by written notice:
HAI :
Human Affairs International , Incorporated
5801 South Fashion Blvd. , Suite 255
Murray, Utah 84107
ATTN: Kathy Oberlander, Legal Assistant
EMPLOYER:
ATTN:
3 . Paragraph 2 of Exhibit F of the Agreement is to be
deleted in its entirety and the following is to be inserted in its
place :
2 . Health Education seminars . As requested by Employer,
HAI shall provide to Employer ' s employees health education
seminars at a rate of one hundred ninety dollars and no cents
Orange County
May 26, 1994
Page 2
($190 . 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 following provision is to be added to Exhibit F of
the Agreement :
3 . Critical Incident Debriefina. HAI shall provide
Critical Incident Debriefing ( "CID" ) to Employer ' s management ,
employees, and their dependents to counter emotional distress
caused by catastrophic or traumatic events . CID educational and
clinical services provided shall be at the initial request of the
Employer and shall be coordinated by HAI ' s designated Account
Executive. Counseling services that may be related to critical
incidents shall be provided at HAI service sites within the
capitated fee outlined in Exhibit C of this Agreement . CID
debriefings with employees and/or crisis intervention provided
outside of HAI service sites shall be provided at the rate of cne
hundred ninety dollars and no cents ($190 . 00) per hour, plus
expenses .
E . The term of the Agreement is hereby extended through and
including June 30, 1995 .
I would further propose that this Amendment be deemed effective as
of July 1, 1994 .
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
ts�
tWilliams Title :
President/Chief Executive
Officer
Date: Date :
W' \ witness :
ATTACHMENT 2
(6-15-94)
DRAFT
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, 1994 through
June 30, 1995, 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 64 employees is about $1,400. As
agreed, the Town of Hillsborough will pay Orange
County in full for EAP participation at the
beginning of the 1994-95 fiscal year. For
additional information, please refer to the original
contract and amendments.
-2-
5. EAP Utilization Information
HAI will provide Hillsborough with a separate
utilization report at the end of the fiscal year
(i.e. , July 1, 1995) .
If the foregoing 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 Link
Town Manager County Manager
cc: Elaine Holmes