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HomeMy WebLinkAboutAgenda - 06-29-1993 - III-E 1 ORANGE C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 29, 1993 Action Agenda Item # Jmr-E SUBJECT: Employee Assistance Program Contract Renewal DEPARTMENT: Personnel PUBLIC HEARING: Yes X No ATTACHMENT(S) : INFORMATION CONTACT: 1 -Initial agreement Elaine Holmes, Personnel Director 2 -1993-94 amendment dated May 26, 1993 TELEPHONE NUMBERS: 3 -Draft memorandum of agree- Hillsborough-732-8181 ment with Town of Hills- Durham-688-7331 borough Mebane-227-2031 4 -Supplemental memorandum Chapel Hill-967-9251/968-4501 from HAI Account Executive Gary Romich PURPOSE: To approve continuation of the Employee Assistance Program (EAP) contract with Human Affairs International (HAI) for the period July 1, 1993 through June 30, 1994 . 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, 1992 through March 31, 1993, 25 Orange County employees and their dependents accessed the EAP. This is an overall EAP utilization rate of 5 percent. HAI projects an overall utilization target of 5 to 6 percent based on HAI experience with similar municipalities. In addition to individual employee assistance during the past year, the EAP provided two critical incident debriefings, two stress management training sessions for EMS employees, and management consultation on various employee issues. 2 The Attachment 2 Contract Amendment provides for the following changes: 1. Addition 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. This amendment permits Hillsborough to participate as a subgroup on the Orange County contract with HAI. Attachment 3 is a draft agreement with the Town. The County would invoice and collect payment from the Town for the annual Town share of the EAP cost (estimated at about $1400) . HAI would provide 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. A rate increase from $1. 63 to $1.80 per employee per month The annual estimated cost of the EAP will increase by about $1,600 (from $9, 702 to $11,318) . The rate increase results from an increase in HAI ' s monthly charge from $1. 63 per employee to $1.80 and an increase in the number of employees covered to 524 . Funds for the Employee Assistance Program were included in the budget for fiscal year 1993-1994 . The Attachment 2 contract amendment also refers to changes in the contract provisions for training and publications. These services will be provided by HAI ' s Raleigh Office as explained in the Attachment 4 memorandum from HAI Account Executive Gary Romich. RECO!II4ENDATION: The manager recommends the Board authorize the Board Chair to sign the contract amendment with Human Affairs International. ATTACHMENT 1 3 AGREEMENT THIS AGREEMENT is entered into as of this 6th day of February, 1990 , at Salt Lake City, Utah , by and between HUMAN AFFAIRS INTERNATIONAL , INCORPORATED, a Utah corporation ( "HAI " ) and ORANGE COUNTY , a political subdivision of the State of North Carolina ( "Employer" ) , with its principal place of business in Hillsborough, North Carolina . WHEREAS , Employer wishes to provide a program for its employees under which they and their dependents will be able to obtain appropriate and necessary care for mental/nervous and chemical dependency problems from which they may suffer, and for such other personal problems as may interfere with their productivity and general well-being , and yet wishes to control the costs of such a program; and , WHEREAS , among its business activities , HAI organizes , operates and evaluates such programs for employers ; NOW, THEREFORE, in consideration of the mutual covenants , conditions , representations and promises contained herein, HAI and Employer agree as follows : 1 . Establishing Employer' s Procram . HAI agrees to Provide the services to Employer defined in this Agreement and the Exhibits hereto . 2 . Area of Service . HAI shall furnish services to designated employees and dependents in the service area ( s ) specified in Exhibit B, Geographic Area of Service . Scope of Services . 'HAI shall provide the services set forth in Exhibit A, Scope of Services . 4 . Payment to HAI . Employer agrees to pay to HAI such sums , at such times , and under such conditions as set forth in Exhibit C , Schedule of Payments and Adjustments . All payments due to HAI hereunder shall be addressed to : Human Affairs International , Incorporated P . O. Box 27727 Salt Lake City , Utah 84127-0727 Employer agrees to pay interest at the rate of one and one-half percent ( 1 1/2% ) per month on all payments due hereunder which are not received by HAI within thirty ( 30 ) days of Employer' s receipt of HAI ' s invoice . 5 . Term of Service . This Agreement shall commence on the date set forth above , and shall remain in full force and effect unless terminated as provided herein. • 4 6 . Standard Report Form . Attached hereto as Exhibit E , Standard Employer Report Form, is the standard form which will be used for reporting to Employer under this Agreement , unless HAI and Employer agree to a different form . 7 . Exhibits Incorporated into Agreement. Attached hereto and by this reference incorporated into and made part of this Agreement are the following exhibits : ( 1 ) Exhibit A - Scope of Services ( 2 ) Exhibit B - Geographic Area of Service ( 3 ) Exhibit C - Schedule of Payments and Adjustments ( 4 ) Exhibit D - General Provisions ( 5 ) Exhibit E - Standard Employer Report Form ( 6 ) Exhibit F - Other Provisions IN WITNESS WHEREOF , HAI and Employer have affixed their signatures to this Agreement with the intention of being bound thereby . HAI : EMPLOYER: HUMAN AFFAIRS INTERNATIONAL, ORANGE COUNTY INCORPORATED By : By : 1//' James A. Plack Title :C �///HAIR, C.'+AVCS C•7 U�TY Chief Operating Officer BOARD OF D=NIM:SSIONERS Date : ZA\--( \\ Date : - 7 - °/ W' ness : (� Witness : T , 0 _ ! • • • 2 5 EXHIBIT A - SCOPE OF SERVICE The Employee Assistance Program ( "EAP" ) services provided Employer by HAI shall consist of the following components : 1 . Counseling Services . HAI shall provide Employer ' s designated employees and their eligible dependents ( " clients " ) counseling services 24 hours per day , 7 days per week. Non-emergency sessions may be scheduled during regular business hours . HAI shall provide 1 to 3 sessions per client per episode . For the purpose of this Agreement , " sessions " shall mean each separate occasion when HAI provides counseling to a client , whether by telephone or in person, provided that post-counseling evaluation sessions and post-referral telephone follow-up calls shall not count as a session. 2 . Evaluation and Reporting. HAI shall maintain records for each client who contacts HAI for assistance , and shall monitor that client until the problem is resolved . if referral to a non-HAI provider is required, HAI agrees to provide follow-up monitoring of that referral . HAI will provide Employer a statistical report of all contacts and use of the EAP . Attached hereto as Exhibit E , Standard Employer Report Form, and incorporated herein, is the form which will be used for reporting under this Agreement, unless a different form is agreed to by HAI and Employer . HAi will provide these reports to Employer on a cuarterly basis . 3 . Publications and Documents . Pursuant to this Agreement , HAI agrees to provide various publications and documents . All generic materials ( i . e . , employee guides , wallet cards and supervisory guides ) shall be provided by HAI at no extra cost . Any additional materials requested by Employer shall be provided at an additional cost to Employer . HAI agrees that dissemination of such materials will be in accordance with Employer' s policies and e.nly with Employer' s prior approval . 4 . Training . During the first year this Agreement is in effect , HAI will provide training to Employer' s employees and supervisors as negotiated between the parties , or as specified in Exhibit F . Supervisory training involves training supervisory personnel to recognize employee problems and to encourage employees to make use of the EA? . Employee training involves explainine to employees how they can make use of the EAP . Employer shall designate those supervisory personnel who are to .receive training . Unless otherwise negotiated by HAI and Employer , all training sessions shall be group sessions . 5 . Full-Time Resident Offices . In locations where Employer has more than 5 , 000 employees , HAi shall maintain a full-time resident office . 6 . Account Executive. An HAI account executive based in Raleigh , North Carolina shall administer Employer' s account . 3 6 EXHIBIT B - GEOGRAPHIC AREA OF SERVICE HAI shall provide services pursuant to this Agreement with Employer in the following geographic areas : • Employee Location Emplovee Count Hillsborough, NC 450 4 7 . . EXHIBIT C - SCHEDULE OF PAYMENTS AND ADJUSTMENTS 1 . Rate . For the first period February 6 , 1990 through and including June 30 , 1990 , Employer shall pay HAI at a rate equal to the number of persons on Employer ' s payroll times one dollar and fifty-one cents ($ 1 . 51 ) per month . For the period July 1 , 1990 through and including June 30 , 1991 , Employer shall pay HAI at a rate equal to the number of persons on Employer' s payroll times one dollar and sixty-five cents ($ 1 . 65 ) per month . These total numbers shall include all designated personnel employed by Employer , including any who are absent for illness or injury or on leave of absence and any who are on lay-off with re-employment rights , or who are determined by Employer to qualify under COBRA. Commencing July 1 , 1991 , Employer shall pay HAI the "new rate" pursuant to the provisions of paragraph 3 of this Exhibit . Employer shall furnish HAI an employee count at the commencement of this Agreement and acain on July 1 , 1991 . Thereafter , Employer shall furnish HAI an employee count on every one-year anniversary ( i . e . , from July 1 , 1992 ) (the " contract anniversary" ) . 2 . Payments . Employer shall pay HAI quarterly_ in advance during the term of this Agreement . The initial payment by Employer to HAI shall be made February 6 , 1990 . 3 . Renegotiation of Rate . Prior to July 1 , 1991 , and thereafter, prior to each contract anniversary , HAI and Employer shall reach agreement as to a new rate of payment under this Agreement, to go into effect on that date . If no such agreement is reached by thirty ( 30 ) days after that date , then this Agreement shall terminate immediately . • 5 8 EXHIBIT D - GENERAL PROVISIONS 1 . Professional Qualifications . All counseling , assessment and referral services pursuant to this Agreement shall be provided by qualified , experienced clinicians with advanced degrees of at least a master' s level , with special training both in short term counseling and in unmasking , assessing and treating substance abuse problems . HAI , in its sole discretion, shall provide such professional counselors either from its employees or by retaining such qualified professionals as independent contractors to provide services under this Agreement . In the event that independent contractors are utilized , HAI shall nevertheless be solely responsible for ensuring that services are provided by such independent contractors as required by this Agreement . 2 . Status of the Parties . HAI and Employer agree that HAI is an independent contractor and , except as otherwise provided in this Agreement or the exhibits hereto, neither is the agent of the other , nor is either authorized to act on behalf of the other in any manner. HAI shall be required , at its sole expense , to provide all supplies , equipment and personnel necessary for its performance as required herein . All personnel performing obligations of HAI hereunder shall either be employees of HAI or independent contractors retained by HAI , 3 . Compliance with Law. HAI shall be recuired to obtain, at its sole expense , all licenses and permits necessary for it to perform its obligations hereunder. Whenever necessary , Employer agrees to cooperate with HAI in providing such information and/or documents as may be necessary to obtain such licenses cr permits . Both HAI and Employer agree to comply with all applicable local , state and Federal laws , rules and regulations prohibiting discrimination or otherwise regulating the terms and conditions of employment . 4 . Confidentiality . Employer agrees that all participation by its employees and their dependents in programs hereunder is voluntary and confidential , except as required otherwise by applicable law. HAI shall not be compelled to disclose to Employer any information with respect to program participants obtained by HAI pursuant to their participation in programs hereunder, except with the written consent of those -participants , or as required by law. HAI agrees that all information pertaining to Employer obtained by its employees or any persons retained by it pursuant to this Agreement shall be kept confidential , except as required otherwise by applicable law . 5 . Employer' s Richts Respecting Employees . In entering into this Agreement , Employer is not relincuishing any of its rights and obligations to control any facets of the employment relationship between Employer and participants in programs hereunder , including all rights to take disciplinary action relating to any employee of Employer . HAI agrees that the programs it provides for Employer 6 9 hereunder will not be made available as a sanctuary of disciplinary immunity for employees of Employer. Employer agrees that HAI shall bear no responsibility with respect to Employer ' s discipline or termination cf its employees . 6 . HAI Proprietary Data and Materials . Employer agrees that all publications furnished by HAI pursuant to this Agreement shall remain HAI ' s sole property and that Employer will do nothing to interfere with and/or appropriate HAI ' s proprietary rights therein. At the termination of this Agreement , Employer agrees to return all such materials remaining unused to HAI . Further , Employer agrees that it will not appropriate for its own use the systems or knowledge acquired from HAI hereunder . Employer agrees to keep confidential and not to disclose to any person or entity the information and/or management reports or systems utilized by HAI in discharging its responsibilities hereunder . 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 ( 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 ( in excess of deductible amounts) . 8 . Termination . a . For Cause . If either party fails to perform as required herein, the other party may terminate this Agreement by giving the non-performing party seven ( 7 ) days written notice of its intention to do so and specifying the effective date of such termination. b . Without Cause . ' Either party hereto may terminate this Agreement , for any reason or no reason, by giving the other party forty-five ( 45 ) days written notice of its intention to do so and specifying the effective date of such termination. 9 . Procedures upon Termination . a . Generally . Upon termination of this Agreement , I shall deliver to Employer final reports reflecting utilization cf Employer ' s program hereunder . Employer shall deliver to HAI all unused proprietary materials . HAI and Employer agree that the confidentiality and nondisclosure provisions of this Agreement shall survive termination . Employer shall pay HAI for all services provided prior to termination in accordance with Exhibit C , • Paragraph 1 , provided that Employer shall be entitled to reimbursement of prepaid amounts applicable to periods following termination 7 1C • b . Existing Clients . Employer acknowledges that , at the time of termination of this Agreement , some clients may be engaged in counseling as set forth in Exhibit A , Scope of Services , and it may be unethical and/or illegal to terminate such counseling without providing ongoing treatment for such clients . Upon receipt of Notice of Termination ( if termination is by Employer) or upon its Notice of Termination ( if termination is by HAI ) , HAI will furnish Employer a listing of the number of existing cases which fall into this category, together with its certification that it has examined the nature of the counseling and that ongoing treatment is required . Employer shall allow HAI to continue to provide such services at the rate of fifty-five dollars and no cents ( $55 . 00 ) for each hour or session of counseling (whichever is less ) , or to make other clinically acceptable arrangements for continued services . 10 . Assignment.. HAI and Employer agree that neither may assign their rights hereunder without the prior written consent of the other , provided, however, that either party may make such an assignment to a subsidiary or parent entity , as long as such assignment does not result in a material change in the other party ' s rights and/or duties hereunder . 11 . Entire Agreement . This Acreement , including all exhibits hereto, contains all .of the terms and conditions of the agreement between HAI and Employer, and there are no representations or understandings between them except as are contained herein . This Agreement may only be chanc=^ by a writing signed by the party to be charged with such change -,2 Nroz ` w 12 . Governi aw. This r.g ment has been ente`ec into between the parties in the State of dLt�n and the laws of s rate c- /., - 6_ shall govern its interpretation and enforcement . 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 : HAT : T Human Affairs International , Incorporated 5501 South Fashion Ilvd . , Suite 255 Murray_ , Utah 54107 ATTN : Jill Winslow, Contracts Manager EMPLOYER: ATTN : 8 • 11 • 14 . Dispute Rem olution. In the event that a dispute arises concerning this Agreement or the performance of any obligations it establishes , either Employer or HAI (the " Parties " ) may refer the dispute to a neutral adviser ( "Adviser" ) for resolution. The Adviser shall be any person or organization mutually agreed upon by the Parties . Within twenty ( 20 ) days of the submission of the dispute to the Adviser, the Adviser shall meet with the Parties . At this meeting, the Adviser will attempt to assist the Parties in negotiating a resolution of the dispute . If that is not possible , the Adviser will recommend in writing , within ten ( 10 ) days of this meeting , a procedure for resolving the dispute . This procedure may be either non-binding or binding , with the agreement of the Parties . The procedure may be conducted by the Adviser or by another person or organization which the Parties , with the assistance of the Adviser, may agree upon, and will be subject to such ground rules as may be recommended by the Adviser . These ground rules will include provisions for information exchange , format and location of the procedure , and a time for completion of the procedure . If the Parties cannot agree on a procedure , they shall agree to attend a non-binding mediation session presided over by the Adviser. I_f the dispute cannot be resolved within such time as the Adviser deems reasonable , the Adviser shall , at the request of either Party , certify in writing that the dispute is incapable of resolution. No litigation, or' formal filing of a complaint with relevant licensing bodies , shall be commenced by either Party in the absence of this written certification, except that either Party may commence same ( 1 ) in order to prevent the barring of the claim by an applicable statute of limitations or ( 2 ) if litigation is otherwise necessary to prevent irreparable harm to that Party . The Parties agree , however, (unless prohibited by court order) to continue to participate in the resolution process described in this section despite the commencement of litigation or licensure disciplinary proceedings . • 9 12 EXHIBIT E - STANDARD EMPLOYER REPORT FORM See attached computerized report form . 10 13 .. Generic Report ="PAR D : 9�2 /j E9 For Contract Year : CURRENT PERIOD TH7S Y---AR CATEGORY JANUARY YEAR-TO-DATE PART I : NEW CASES CLIENT STATUS Employee 0 0 . 0 % 0 0 . 0 Employee ' s Spouse 0 0 . 0 % 0 0 . 0 Employee ' s Child 0 0 . 0 % 0 0 . 0 Retiree 0 0 . 0 % 0 0 . 0 Retiree ' s Spouse 0 0 . 0 % 0 0 . 0 Retiree ' s Child 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 COUNSELOR CODE Number of Cases Seen by HAI Staff 0 0 . 0 % 0 0 . 0 Number of Cases Seen by :^:AI Affiliates 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 CASE STATUS New 0 0 . 0 % 0 0 . 0 Reactivated 0 0 . 0 % 0 0 . 0 Reopened 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 ss 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 PRIMARY REFERRAL SOURCE Self-Referral 0 0 . 0 % 0 0 . 0 Employer Suggestion 0 0 . 0 % 0 0 . 0 Employer re : Work Performance 0 0 . 0 % 0 0 . 0 Family =n_t, ated -0 0 . 0 % 0 0 . 0 Nedical Department 0 0 . 0 % 0 0 . 0 HAAI " S00 line" staff 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 14 .=AN AFFAIRS IN,E?NATIO1A.., INC. Generic Report _ REPARED : • 9/27/E9 Fcr Contract Year : CURRENT PERIOD THIS " ._R CATEGORY JANUARY YEAR-TO-DAT= ------------------------------------------------------------------------------ INT'ORMA:TION SOURCE Home Mailing 0 0 . 0 % 0 0 . 0 Literature/Poster 0 0 . 0 % 0 0 . 0 Training Session 0 0 . 0 % 0 0 . 0 Family Member 0 0 . 0 % 0 0 . 0 Co-worker/Employee 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 PART II : NEW EMPLOYEE CASES EMPLOYEE STATUS Full-time 0 0 . 0 % 0 0 . 0 Part-time 0 0 . 0 % 0 C . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 JOB CATEGORY Administrative/Manacement 0 0 . 0 % 0 0 . 0 Professional/Technical 0 0 . 0 % 0 0 . 0 Sales/Marketing 0 0 . 0 % 0 0 . 0 Clerical 0 0 . 0 % 0 C . 0 Operations/Maintenance 0 0 . 0 % 0 0 . 0 Labor/Manufacturing 0 0 . 0 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 JOB LEVEL Executive/Manacement 0 0 . 0 % 0 0 . 0 Supervisor 0 0 . 0 % 0 0 . 0 Exempt Non-Supervisory 0 0 . 0 % 0 0 . 0 Non-Exempt 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTA',_,_, 0 0 . 0 % 0 0 . 0 • 15 • H;,TMS.%N ?.FFAIRS INTE? ATICN. , INC . Generic Report . .._?ABED . 9/27/E9 For Contract Year : :CI . ------------------------------------------------------------------------------- CURRENT PERIOD THIS YEAR CATEGORY JANUARY YEAR-TO-DATE ------------------------------------------------------------------------------. SHIFT 1st. 0 0 . 0 % 0 0 . 0 ` 2nd. 0 0 . 0 % 0 0 . 0 3rd. 0 0 . 0 % 0 0 . 0 Rotating 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 • Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 LENGTH OF SERVICE Less than 1 Year 0 0 . 0 % 0 0 . 0 1 year but less than 5 years 0 0 . 0 % 0 0 . 0 5 years but less than 15 years 0 0 . 0 % 0 0 . 0 15 years but less than 25 years 0 0 . 0 % 0 0 . 0 25 years or more 0 0 . 0 % 0 0 . 0 . Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 EMPLOYEE GENDER Male 0 0 . 0 % 0 0 . 0 Female 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 EMPLOYEE ' S AGE Under 25 years 0 0 . 0 % 0 0 . 0 25-34 years 0 0 . 0 % 0 0 . 0 -44 years 0 0 . 0 % 0 0 . 0 45-54 years 0 0 . 0 % 0 0 . 0 55 years or more 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 0 0 . 0 TOTAL 0 .0 . 0 % 0 0 . 0 • • 16 ^.'=N AFFAIRS S INTERNATIONAL, - Generic Report PREPARED : c!",7/S9 Contract Ye,--r: - CURRENT PERIOD THIS YEAR CATEGORY JANUARY YEAR-"_'O-D.._= EMPLOYEE ' S ETHNIC ORIGIN White , Non-Hispanic Oricin 0 0 . 0 % 0 0 . 0 Black, Non-Hispanic Origin 0 0 . 0 % 0 0 . 0 Hispanic 0 0 . 0 % 0 0 . 0 Asian ,' Pacific Islander , Indian Sub-cont. 0 0 . 0 % 0 0 . 0 American Indian/Alaska Native 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 EMPLOYEE ' S HIGHEST LEVEJ.. OF EDUCATION Grades 1-12 0 0 . 0 % 0 0 . 0 S Graduate or Equivalent 0 0 . 0 % 0 C . 0 Completed 1-4 years of College o 0 . 0 % 0 0 . 0 College Graduate 0 0 . 0 % 0 0 . 0 Completed Graduate Decree 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Av a' l ,='-l e 0 0 . 0 % 0 C . 0 TOTAL 0 0 . 0 % 0 C PART III : CLIENT DATA - NEW CASES GENDER Male 0 0 . 0 % 0 0 . 0 Female 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 , 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 AGE Under 25 ye,--r= 25-34 years 0 0 . 0 % 0 0 . 0 35-44 years 0 0 . 0 % 0 0 . 0 45-54 years 0 0 . 0 % 0 0 . 0 55 years or more 0 0 . 0 % 0 0 . 0 Not Available- 0 0 . 0 0 o . ,. TOTAL 0 0 . 0. % 0 0 . _ 17 • r TtkN ,1,77A-7-Rs T .ERNAT_TONAL , -� Generic Report .. . EPAR_D : 9/27/69 For Contract Year : CURRENT PERIOD ... S `-=z.? CATEGORY JANUARY Y_AR-TO-D.._ ETHNIC ORIGIN White , Non-Hispanic Origin 0 0 . 0 % 0 0 . 0 Black , Non-i- ispanic Origin 0 0 . 0 % 0 0 . 0 Hispanic 0 0 . 0 % 0 0 . 0 Asian, Pacific Islander , Indian Sub-cont. 0 0 . 0 % 0 0 . 0 American Indian , /Alaskan Native 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 MARITAL STATUS Married • 0 0 . 0 % 0 0 . 0 Never Married 0 0 . 0 % 0 0 . 0 Separated 0 0 . 0 % 0 0 . 0 Divorced 0 0 . 0 % 0 0 . 0 Widowed 0 0 . 0 % 0 0 . 0 Co-habitating 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 HIGHEST LEVEL OF EDUCATION Grades 1-12 0 0 . 0 % 0 0 . 0 High School Graduate or Equivalent 0 0 . 0 % 0 0 . 0 Completed 1 - 4 years of College 0 0 . 0 % 0 0 . 0 College Graduate 0 0 . 0 % 0 0 . 0 Completed Graduate Degree 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 ' 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 18 . , - • . HUMAN. AFFAIRS I1'_ ERNATIONAi,, INC Generic Report PREPARED: 9/27/93 For Contract Year : PA CURRENT PERIOD THIS YEAR CATEGORY JANUARY YEAR-TO-DATE PART IV: CLI .NT PROBLEM DATA - NEW. CASES PRIMARY PRESENTING PROBLEM Alcohol 0 0 . 0 % 0 0 . 0 Drugs 0 0 . 0 % 0 0 . 0 Emotional 0 0 . 0 % 0 0 . 0 Marital 0 0 . 0 % 0 0 . 0 Family 0 0 . 0 % 0 0 . 0 Physical Health 0 0 . 0 % 0 0 . 0 Another ' s Drug/Alcohol Problem 0 0 . 0 % 0 0 . 0 Another ' s Emotional/Health Problem 0 0 . 0 % 0 0 . 0 Lecal 0 0 . 0 % 0 0 . 0 Financial Hardship 0 0 . 0 % 0 0 . 0 Housing O 0 0 . 0 % 0 0 . 0 ccupational 0 0 . 0 % o 0 . 0 Family Violence 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 PART V: STATISTICS ON INACTIVATED CASES PRIMARY ASSESSED PROBLEM Alcohol 0 0 . 0 % 0 0 . 0 Drugs 0 0 . 0 % 0 0 . 0 E motional 0 0 . 0 % 0 0 . 0 Marital 0 0 . 0 % 0 0 . 0 Family 0 0 . 0 % 0 0 . 0 Physical Health 0 0 . 0 % 0 0 . 0 Another ' s Drug/Alcohol Problem 0 0 . 0 % 0 0 . 0 Another ' s s Emotional/Health Problem 0 0 . 0 % 0 0 . 0 Lecal - 0 0 . 0 % 0 0 . 0 Financial Hardship 0 0 . 0 % 0 0 . 0 Housing 0 0 . 0 % 0 0 . 0 Occupational 0 0 . 0 % 0 0 . 0 Family Violence 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 % 0 0 . 0 Not Available 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0. % 0 0 . 0 • 19 . 1-7U- AN A FAIRS ;�_E NATTor.AI , INC. Generic Report PREPARED : 9/27/E9 For Contract Year : . . _ CURRENT PERIOD THIS YEAR CATEGORY JANUARY YEAR-TO-DATE FREQUENCY DISTRIBUTION OF SESSIONS Number of cases seen for 1 session 0 --- 0 --- Number of cases seen for 2 sessions 0 --- 0 --- Number of cases seen for 3 sessions 0 --- 0 --- Number of cases seen for > 3 sessions 0 --- 0 --- TOTAL NUMBER OF SESSIONS 0 0 AVERAGE NUMBER OF SESSIONS PER CASE 0 . 0 0 . 0 REFERRAL Yes 0 0 . 0 % 0 0 . 0 No 0 0 . 0 % 0 0 . 0 TOTAL 0 0 . 0 % 0 0 . 0 TYPE OF REFERRAL Inpatient Mental .Health 0 0 . 0 % 0 0U^ Inpatient Alcohol and Drugs 0 0 . 0 % 0 0 . 0 Inpatient Other 0 0 . 0 % 0 0 . 0 Inpatient Total 0 0 . 0 % 0 0 . 0 Outpatient Counseling-Private 0 0 . 0 % 0 0 . 0 Outpatient Counseling-Public 0 0 . 0 % 0 0 . 0 Outpatent Alcohol and Drugs 0 0 . 0 % 0 0 . 0 Outpatient Other 0 0 . 0 % 0 0 . 0 Outpatient Total 0 0 . 0 % 0 0 . 0 Self-Hein p Grou AA Group: 0 0 . 0 % 0 0 . 0 Self-Help Group : NA 0 0 . 0 % 0 0 . 0 Self-Help Group: Al-Anon 0 0 . 0 % 0 0 . 0 Self-Help Group: ACOA 0 0 . 0 % 0 0 . 0 Self-Help Group: Other 0 0 . 0 % 0 0 . 0 Self-Help Group Total 0 0 . 0 % 0 0 . 0 Legal 0 0 . 0 % 0 0 . 0 Financial Hardship 0 0 . 0 % 0 0 . 0 Other 0 0 . 0 .% 0 0 . 0 TOTAL TYPES OF REFERRALS 0 0 . 0 % 0 0 . 0 20 _ HUMAN AFFAIRS TNTERATIONAL, C . . Gener : Report PREPARED: 9/27/89 For Contract Year : - - PACE : CURRENT PERIOD THTS YEAR CATEGORY JANUARY YFAR-TO-DAT7 TRZATMENT PLAN ACTED ON Yes 0 0 . 0 % 0 0 . 0 S Modified 0 0 . 0 % 0 0 . 0 5 No 0 0 . 0 % 0 0 . 0 S Not Available 0 0 . 0 % 0 0 . 0 s TOTAL 0 0 . 0 % 0 0 . 0 s EMPLOYEES SEEN DURING WORKING HOURS 0 0 TOTAL NUMBER OF SESSIONS FOR EMPLOYEES SEEN DURING WORKING HOURS 0 0 21 EXHIBIT F - OTHER PROVISIONS In addition to the terms and conditions contained in the Agreement between HAI and Employer , the following provisions shall apply : 1 . Training. HAI shall provide eight ( 8 ) employee and/or supervisory group orientation/training sessions as defined in paragraph 4 of Exhibit A, free of charge . If additional training is requested by Employer , Employer shall pay HAI , upon receipt of HAI ' s invoice , the sum of ninety-five dollars and no cents ( $95 . 00 ) per hour, plus expenses . 2 . Health Education Seminars . As requested by Employer, HAI shall provide to Employer' s employees health education seminars at a rate of ninety-five dollars and no cents ( $95 . 00 ) per hour , plus expenses . • • 11 ATTACHMENT 2 22 HU/144N a 5801 South Fashion Blvo. AF64IRSr� Salt Lake City,Utah 84107 r Phone:(801)268-0553 Fart a'tne Aetna Health Plans lamrl y May 26, 1993 Orange County 109 Court Street Annex Hillsborough, North Carolina 27278 Dear Gentlemen: 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, 1993) (the "Agreement") , which established an employee assistance program for Orange County employees and their dependents, as follows: 1. The second sentence of Exhibit A, Paragraph 3 of the Agreement is to be deleted in its entirety and the following is to be inserted in its place: All generic materials (i.e. , employee guides, wallet cards and supervisory guides) shall be provided by HAI at a price mutually agreed upon, in writing, between HAI and Employer. 2 . Paragraph 5 of Exhibit A of the Agreement is to be deleted in its entirety. 3 . Exhibit B of the Agreement is to be deleted in its entirety and the following is to be inserted in its place: Employee Location Employee Count Orange County 524 Hillsborough, NC 63, Total 587 4 . Exhibit C of the Agreement is to be deleted in its entirety and the following is to be inserted in its place: 23 Orange County May 26, 1993 Page Two 1. Rate. For the period July 1, 1993 through and including June 30, 1994 , Employer shall pay HAI at a rate equal to the number of persons on Employer' s payroll times one dollar and eighty cents ($1. 80) per month. This total number shall include all designated personnel employed by Employer, including any who are absent for illness or injury or on leave of absence and any who are on lay-off with re-employment rights, or who are determined by Employer to qualify under COBRA. Employer shall furnish HAI an employee count on July 1, 1993 and again on July 1, 1994 . Thereafter Employer shall furnish HAI an employee count on every one-year anniversary (i. e. , from July 1, 1995) (the "contract anniversary") . For the convenience of HAI and Employer, Employer shall make payments to HAI based on the employee count submitted on the last contract anniversary. A4 each contract anniversary, Employer's payments to HAI for according to an HAI account of the average number of designated cmployece during that period, based on the new and old employee counte. However, if Employer beoomec aware of a change in the contract anniversary, it shall notify HAI, and payments chall bey on such a contract anniversary, HAI shall have the option—o4' €4.thcr determining the final amount owed by Employer on thc bacic of cuch an average or on thc bacic of thc last employee count Submitted by Employer. 2 . Payments . Employer shall pay HAI quarterly in advance during the term of this Agreement. 3 . Renegotiation of Rate. Prior to July 1, 1994 and thereafter, prior to each contract anniversary, HAI and Employer shall reach agreement as to a new rate of payment under this Agreement, to go into effect on that date. If no such agreement is reached by that date, then this Agreement shall terminate immediately. 5 . Paragraph 1 of Exhibit F of the Agreement is to be deleted in its entirety and the following is to be inserted in its place: 1. Training. As requested by Employer, HAI shall provide employee and supervisory group orientation/training sessions as defined in paragraph 4 of Exhibit A, of the Agreement at the rate of one hundred ninety dollars and no cents ($190 . 00) per hour, plus expenses. 24 Orange County May 26, 1993 Page Three 6. The term of the Agreement is hereby extended through and including June 30, 1994 . I would further propose that this Amendment be deemed effective as of July 1, 1993 . If the foregoing is acceptable, please sign both of the originals of this letter and return them to me for signature. Very truly yours, HUMAN AFFAIRS INTERNATIONAL, INCORPORATED By: James A. Plack Chief Operating Officer Date: Witness: AGREED TO AND ACCEPTED BY: ORANGE COUNTY Cire By: . Title: mZ Date: Witness: Orange County May 26, 1993 Page Three 6 . The term of the Agreement is hereby extended through and including June 30, 1994 . I would further propose that this Amendment be deemed effective as of July 1, 1993 . If the foregoing is acceptable, please sign both of the originals of this letter and return them to me for signature. Very truly yours, HUMAN AFFAIRS INTERNATIONAL, INCORPORATED Z54217.--,1174/7/7 By: // ) games A. Plack thief Operating Officer Date: 6 - Witne-s: mk, 41110, AGREED TO AND ACCEPTED BY: q11411 ORANGE COUNTY By A( - • : itle: ir Date Witness: ./ ATTACHMENT 3 25 (6-7-93) 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, 1993 through June 30, 1994, unless the County should terminate its EAP contract with HAI prior to this date. 4 . Costs The cost is $1 .80 per employee per month. The estimated annual cost for Hillsborough' s 63 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 1993-94 fiscal year. For additional information, please refer to the original contract and amendments sent earlier for your review. 26 -2- 5. Training The attached memorandum from HAI Raleigh Account Executive Gary Romich outlines the training services HAI will provide to Hillsborough within the contract cost. 6. EAP Utilization Information HAI will provide Hillsborough with a separate utilization report at the end of the first year (i.e. , July 1, 1994 ) . 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 ATTACHMENT 4 27 HU/441N 2700Wydif Roarolinae308 Raleigh,North Carolina 27607 iF 4I '* Phone:(919)881-0300 FAX:(919)881-8345 �yiK17� . Dart ntthe Aetna Health Plana'I A 6/02/93 Elaine Holmes, Personnel Director Orange County Administrative Offices P.O. Box 8181 Hillsborough, N.C. 27278 Dear Elaine, This letter is being provided to document our verbal agreements regarding additional trainings commitments between Human Affairs International and Orange County for the 1993-1994 contract year covering the time periods of July 1, 1993 through June 30, 1994. I have agreed to provide Orange County with 4 sessions of training to be used by Orange County for any kind of trainings as needed. In addition, I will provide one employee training session and one supervisory session to the Town of Hillsborough to help roll out the EAP program. Any trainings provided in addition to those mentioned above will be provided at the fee for service rate of $190.00 per hour or session, whichever is longer. In the contract amendment dated May 26, 1993, item 1 referencing Exhibit A, indicates that generic materials will be provided by HAI at a price mutually agreed upon in writing. The $1.80 per employee per month rate for the EAP, includes an allowance of $.05 per employee per month for printed generic materials. Finally, under item 4, Exhibit C, No.1, indicating the rate for the EAP; Orange County will be billed at the rate of $1.80 per month times the headcount of 587 employees as delineated under item 3. The headcount will stay the same during the contract year and will not be adjusted unless mutually agreed upon by both Orange County and Human Affairs International due to unusual or unforeseen circumstances. For all intents and purposes, the headcount will not be updated or adjusted during the year so that Orange County can budget and anticipate EAP costs for the duration of the contract. Please contact me if this varies from your understanding or you have any questions or concerns. Sincerely, lizuf Gary Romich, M.A. Account Executive