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HomeMy Public PortalAboutAgmt 1998-99OEM THE CENTER FOR FAMILY SERVICES OF PALM BEACH COUNTY, INC. EMPLOYEE ASSISTANCE PROGRAM AGREEMENT made this 1st day of October 1998, between THE CENTER FOR FAMILY SERVICES OF PALM BEACH COUNTY, INC., hereinafter referred to as "CFS" and the TOWN OF GULFSTREAM referred to as "the company." WHEREAS the Company desires to retain CFS with expertise in the Employee Assistance Program (EAP) and CFS agrees to be retained to provide services as called for in this agreement; Therefore, in consideration of the mutual promises and covenants contained herein, the parties hereby agree as follows: TERM OF AGREEMENT This Agreement shall be in full force and effect for the period beginning October 1, 1998 and ending September 30, 1999, unless terminated earlier pursuant to Section XI. SERVICES TO BE PERFORMED BY CFS; A. CFS shall perform for the Company's employees and their eligible family members, the following EAP services: 1. Marital counseling; 2. Divorce adjustment counseling; 3. Job-related counseling; 4. Parent/child counseling; 5. Substance abuse assessment and counseling or referral; 6. Counseling related to the problems of older persons; 7. Counseling or referral related to physical or developmental disabilities; 8. Mental Health assessment and counseling; AND NEW AND EXPANDED SERVICES: 9. One (1) thirty minute legal / financial consultation, up to three (3) separate matters per contract year; 10. Employees/eligible family members shall be entitled to a total of six (6) counseling sessions per covered family member per contract year. Additional services after EAP will be provided at a flat -rate of $20 per session. B. CFS further agrees to provide to the Company: Technical assistance in the development of EAP policies & procedures; 2. Case management (coordination of community resources, follow-up and case advocacy); 3. Referral to specialized services not offered by CFS, but required by an employee/eligible family member; 4. One two hour training session for supervisory personnel to sensitize them to the services of CFS and to instruct them on using the services; 5. Telephone consultation with EAP staff or CFS as necessary; 6. On-site consultation by CFS staff in those cases where CFS deems it necessary; 7. Priority for EAP appointments. III. SERVICE LOCATIONS: The services under this Agreement will be provided at CFS locations or those of its network agencies. IV. METHOD OF INTAKE: Employees/eligible family members desiring counseling or assistance should call be designated CFS location for their area. Within 24 hours of an initial call, CFS will notify employees/eligible family members of an appointment time to occur within five (5) working days. For those employees/eligible family members which CFS considers to have an emergency, CFS will grant an appointment within 24 hours of an initial call. V. EMPLOYEE AWARENESS: Whenever the Company deems it necessary to communicate the benefits of the counseling program to the Company's employees/eligible family members, the Company shall provide for and incur all related mailing expenses. CFS agrees to provide the printed material to be enclosed. VI. REPORTING: CFS agrees to provide annual utilization reports to the Company. The reports will include statistics for the preceding year including the number of new employees/eligible family members seen, the number of new cases opened, and the number of cases closed, as well as year-to-date statistics. The Company agrees to provide CFS with a quarterly computer print-out of the names and social security numbers of each of its current employees, in order that CFS can determine eligibility for counseling. VII. CONFIDENTIALITY: Employees/eligible family members who utilize the counseling services are entitled to privacy. CFS will maintain a confidential relationship with all employees/eligible family members within the limitations of the law. No reports which contain any identifying information will be provided to the Company without the knowledge, approval and written consent of the employee or eligible family member. Likewise, information learned about the Company, such as salaries, personnel problems, etc., are treated in a confidential manner. VIII. PAYMENT OF CFS: The company agrees to pay CFS for all services performed pursuant to this Agreement at the rate of: $4.60 per employee per month, based upon 15 employees, payable in advance at the beginning of each service quarter of the year and by the first of each quarter (October 1, January 1, April 1, July 1.) This amount to four (4) payments of $207 or $828 per year. If the number of employees varies (+) or (-) 5% the necessary cost adjustments will be made on a quarterly basis. Supervisory training sessions, other than the initial session provided for in Section Il. B4, shall be performed at a cost of $175.00 per hour. In addition to those services performed pursuant to this Agreement, additional services, including employee seminars on a variety of subjects, may be performed based upon a flat per -service amount mutually agreed upon in writing by the parties. IX. RELATIONSHIP BETWEEN THE PARTIES: CFS's relationship to the Company created by this Agreement is that of an independent contractor and not an employee, agent, partner or joint venturer with the Company. The Company is only interested in the results of CFS's performance under this Agreement. No agent, employee or servant of CFS, including the EAP Director will be or will be deemed to be, the employee, agent or servant of the Company and the Company agrees not to hire any such individual during the course and duration of this Agreement. CFS shall assume all responsibility for the payment of wages and benefits to its agents, employees, and servants, if any, for services performed by them under this Agreement. None of the benefits provided by the Company to its employees, including, with limitation, compensation insurance and unemployment insurance, will be available to CFS or its agents, employees or servants. CFS will assume full responsibility for the payment of all federal, state and local taxes or other contributions imposed or required under unemployment, social security and income tax laws, with respect to CFS's engagement by the Company under this Agreement. X. CONTINUITY OF CARE: Should the counseling needs exceed the designated number of sessions allowed pursuant to Section II, employees / eligible family members may continue sessions without interruption at a flat rate of $20 per session or, should this Agreement terminate pursuant to Section XI or by non -renewal, employees / eligible family members may elect to convert to CFS's fees schedule without interruption of counseling sessions and shall be responsible for their own fees. Upon termination of an employee, the employee / eligible family member receiving services may also convert to CFS' fee schedule and shall be responsible for her/his own fees. XI. TERMINATION: This Agreement is subject to termination, prior to its expiration, upon either party delivering to the other a written notice of intention to terminate this Agreement, which shall become effective ninety (90) days thereafter. Unless otherwise terminated by either party, this Agreement is to be renegotiated at the end of each contract period. XII. DEFINITIONS: "Eligible family member" includes an employee's spouse, an employee's unmarried children under the age of 19, and an employee's unmarried children under the age of 21 who are full-time students. "EAP" is the employee assistance program. XIII. MISCELLANEOUS: A. Enforceability If any term or condition of this Agreement shall be invalid or unenforceable to any extent or in any application, then the remainder of this Agreement, and such term or condition except to such extent or in such application, shall not be affected hereby and each and every term and condition of this Agreement shall be valid and enforced to the fullest extent and in the broadest application permitted by law. B. Notice All notices or other communications required or permitted to be given pursuant to this Agreement shall be in writing and shall be considered as properly made if hand delivered, mailed from within the United States by certified or registered mail or sent by prepaid telegram. If to the Company in care of Kristin Garrison Town Manager Town of Gulfstream 100 Sea Road, Gulfstream, FL 33484 2. If to CFS in care of Dorla Leslie Acting President The Center For Family Services 471 Spencer Drive West Palm Beach, Florida 33409 or to such other addresses as any other party may have designated by like notice forwarded to the other party hereto. Notices other than those dealing with a change of address shall be deemed given when mailed, telegraphed or hand delivered. Change of address notices shall be deemed given when received. C. Application of Florida Law This Agreement, and the application or interpretation thereof, shall be governed exclusively by its terms and by the laws of the State of Florida. D. Counterparts This Agreement may be executed by any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. E. Assignment CFS may not assign or subcontract its rights or obligations under this Agreement without the prior written consent of the Company. The Company may not assign its rights or obligations without prior written consent of CFS. F. Entire Agreement This Agreement represents the entire agreement and understanding between the parties and supersedes all prior negotiations, understandings, representations (if any), and agreements made by and between the parties. This Agreement shall not be subject to modification or amendment by any oral representation, or any written statement by either party, except for a dated written amendment to this Agreement signed by CFS and an authorized representative of the Company. G. Litigation In the event of litigation between the parties hereto arising out of or to settle issues or disputes arising under this Agreement, the prevailing party in such litigation shall be entitled to recover against the other party its costs including reasonable attorney's fees, which shall include any fees and costs attributable to trial, appellate, or post -judgment proceedings. IN WITNESS WHEREOF, the parties hereunto executed this Agreement the day and year first above written. WITNESSES: /� Its /v (2) "the Company" (2) Tic THE CENTER FOR FAMILY SERVICES OF PALM BEACH COUNTY, INC. By: /� Air Acting Executive Director "CFS" DESCRIPTION OF LEGAL AND FINANCIAL SERVICES OVERVIEW: Most employees have been faced with some type of legal issue during the last year. We live in an age where the divorce rate exceeds fifty percent and the number of lawsuits has risen from 12 million in 1982 to over 100 million in 1995. In order to meet this need, The Center For Family Services, your EAP provider, contracted to provide professional legal and financial services for your employees. The company we selected has been providing legal benefits to individuals for more than a decade and currently serves over two and one-half million people at workplaces like yours across the nation. With this new program, your employees will have rapid access to fully credentialed, competent legal and financial counsel in the areas of marital, child custody, tax, financial, consumer protection or virtually any other legal issue affecting themselves or their immediate family. However, any issue where you, the plan sponsor, is involved as an adverse party is not eligible for legal services. Now, professional assistance is no longer a privilege only accessible by the wealthy. The following are a few of the benefits the program has had in the lives of employees: • Increased employee morale and productivity • Decreased employee absenteeism • Enable valued employees to have peace of mind • Further enhancement ofyour benefits portfolio Consultations may be accessed via telephone or in person, and the ease of access has been specially designed to meet the needs of today's employee/family. WHO IS COVERED? The program covers not only employees and spouses, but unmarried dependent children as well. THE DELIVERY SYSTEM: Preferred providers (attorneys, paralegals, CPA's and former senior level Internal Revenue Agents and Auditors) are under contract to provide the covered services in accordance with the parameters of the program. Each of the providers are thoroughly credentialed and must, as a minimum, meet the following criteria: • Minimum of five (5) years in practice • Must be a member of their local bar association or appropriate authority in good standing • Must provide a copy of their license • Must provide verification of current malpractice coverage Each employee referred to a network firm is assured of compatibility with the lawyer. In the event an employee is not able to work with a particular attorney, the employee will be referred to another provider. When in need of an attorney or financial consultant, employees simply call The Center for Family Service's nationwide toll free line, 1-800404-7960, and are walked through a simple intake process. Employees are given all the necessary information and instruction concerning their benefits and initial contact with the provider. The employee's case is tracked for quality assurance, and utilization reports are generated for employers. In the event of a grievance between an employee and one of the providers, the service will conduct an investigation obtaining reports from both parties. All information is reviewed by the service's executive committee, as well as its quality assurance attorney. The service will use its best efforts to resolve such matters to the mutual satisfaction of the parties. Quality of service includes: • 98% turnaround for immediate referral to a requested professional in the member's local area • Other cases are referred within 24/48 hours • Will recruit specific attorneys for special cases • Takes the guesswork out of selecting an attorney or financial professional • Access to an attorney in any city, any state, at any time • Confidentiality of members is protected PLUS....... Utilization Reports Summary of Member Satisfaction Surveys EMPLOYEE MEMBERS • Referral staff interviews employees to provide education about the plan, and questions are answered concerning accessing a provider firm • Eligibility verification • Assessment of legal matter and referral • Members are called after each referral to assess satisfaction. • Compatibility assurance with lawyer • Staff attorney on call SERVICES • No cost to the employee legal and financial consultations (up to three thirty minute consultations per year, one per problem area). Over 70% of employee concerns are satisfactorily resolved without the need for further services. • Reduced rates for employees wishing to access further services. • Civil/Consumer Issues • Personal/Family Legal Service • Financial Matters • Business Legal Services • Real Estate • IRS matters: These services are performed by former, senior level IRS employees. These specialists possess the ability to negotiate with the IRS, whether in an audit environment or to assist with a lien or a balance due, in order to effect the most favorable outcome • Consumer credit services: The program provides employees the ability to obtain valuable information concerning their rights and remedies regarding consumer credit issues. Whether there are matters involving erroneous information appearing on a credit report or a employee has simply fallen prey to a `debt ridden' lifestyle and needs a way out other than filing for bankruptcy, a toll free telephone call can open the door to the most appropriate solution. • Estate Planning Law • Financial Planning, both personal and business • Tax Preparation Component (optional and subject to an average fee of $59) — Employees can call on the phone and have their taxes prepared by phone. All they have to do is gather their tax information, then call the 800 number. No appointment is necessary. CPA's are ready and waiting to conduct a comprehensive interview that averages 15 to 30 minutes. Costs vary according to the complexity of the return. Preparation of both the federal form 1040 and one state return is only $59.00 in most cases. Based on the information provided, the CPA will not only help the employee determine what income is subject to tax, but help the employee maximize deductions so that they are taxed at the lowest possible amount. Upon completion of the interview, the employee will receive a confidential letter that summarizes the tax information given the CPA. Upon confirmation that the information is correct, the tax return is finalized. The return can either be filed electronically with a copy for the employee or mailed to the employee for filing. LEGAL AND FINANCL4L SERVICES ARE PART OF YOUR EAP BENEFIT PACKAGE! Do you need advice from an attorney? Want to talk to a financial consultant about retirement planning or budgeting? Now all you need to do is pick up your phone and call 1-800-404-7960, the nationwide 800 number for The Center For Family Services, choose the new client option on the menu (#1), and tell the operator you want to use your legal or financial services benefit. You'll be connected to a specialized service who will arrange for you to have a 30 minute consultation at no charge to you. Don't want to leave home? You can arrange for the consultation to be held on the telephone. Prefer to meet with an attorney or financial expert face to face? You can arrange for an in person consultation. The choice is yours. You can use this service up to three times a contract year; however, there is only one consultation provided per problem. If you wish to continue with the same attorney or financial expert, you can do so at discounted rates. The service reports that most people (over 70%) get their needs met through the consultation and do not need further help. If you are not happy with the professional assigned to you, you can get another referral. Who is covered? The program covers not only employees and spouses, but unmarried dependent children as well. Please feel free to contact the EAP at 616-1251, 616-1259, or 616-1263 if you have any questions about this or any other services. Use the 800 number, 1-800-404-7960 to access your services. THE CENTER FOR FAMILY SERVICES �I= OF PALM BEACH COUNTY, INC. Counseling Program • Emergency Assistance/Shelter Program (REACH) Employee Assistance Program • Substance Abuse Recovery Program November 9, 1998 Kristin Kem. Garrison Town Manager Town of Gulfstream 100 Sea Road Gulfstream, FL 33484 Dear Ms. Garrison: Administrative Office 471 Spencer Drive West Palm Beach, FL 33409 Telephone: (361) 616-1222 Fax: (561) 616-1230 If you would like to continue with the same services you now have, please sign the approval below. We look forward to providing our services to your employees for the next contract year of October 1, 1998 through September 30, 1999. The administrative fee will be $30 per month. There will be no increase in the per session fee of $65. The fee for trainings and workshops beyond those provided for in the contract is $175 an hour. Otherwise, with your approval, all terms and conditions of your EAP Agreement will remain in effect. Please sign this letter of continuance below, retaining one copy for your files, and return this original. We are happy to be your EAP provider, and look forward to providing you with the highest quality service possible. Your annual utilization report will be forwarded shortly. ,�& �k� h-4A4,2"�, Shirley Hendersor4 LMHC, CEAP, CAP Dorla Leslie — Director -Employee Assistance rogram Acting Executive Director / a, 9e To of Gulfstream Representative Dlate µatrf `• :� . + Jvw,„� r ro oa•� Branch Offices �QIMKI5 SC1�IK.fi CQllti'CIL ACCREDITED /� �11iy) 471 Spencer Drive 9045 La Fontana Blvd, 11440 Okeechobee Blvd. 772 US Hwy. 1 Program REACH West Palm Beach, FL 33409 Suite C5 Suite 216 Telephone: 1561) 616-1222 Boca Raton, FL 33434 Royal Palm Beach, FL 33411 Fax: (561)615-1230 Telephone: (561) 451-9212 Telephone: (561) 793-1698 Suite 100 North Palm Beach, FL 33408 Telephone: (800) 404-7960 29 West 14th Street Riviera Beach, FL 33404 Telephone: (561) 845-0515 Fax: (561) 451-9106 Fax: (561)705-7513 Fax: (561) 616-1230 Fax: (561) 845-7685 United Way of Palm Beach County • Palm Beach Community Chest • Family Service America Accredited by the Council on Accreditation of Services for Families and Children • Licensed by the State of Florida, Department of Children and Families November 6, 1998 THE CENTER FOR FAMII-,Y SERVICES OF PALM BEACH COUNTY, INC. Counseling Program • Emergency Assistance/Shelter Program (REACH) Employee Assistance Program • Substance Abuse Recovery Program Kristin Garrison Town Manager Town of Gulfstream 100 Sea Road, Gulfstream, FL 33484 Dear Ms. Garrison: Administrative Office 471 Spencer Drive West Palm Beach, FL 33409 Telephone: (5611616-1222 Fax: (561) 616-1230 I enjoyed our conversation the other day. Enclosed are two options for you which I think you will find attractive. Option #1: Continue on an administrative fee per month basis, with the fee reduced to $30 a month and continuing with $65 a session for counseling services. We will include at no charge our legal and financial service package. Enclosed you will find descriptive information about the legal and financial service program 2. Option #2 — Or you can choose our expanded services: • Each employee and each covered dependent will have six problem -solving sessions per contract year. • We guarantee continuity of care — Additional services after EAP will be provided at a flat rate of $20 per session. This allows for a greater level of confidentiality because your employee will not have to access his / her insurance and create a record with insurance diagnosis. Please select the one you prefer and return the appropriate paperwork. Sincerely, Shirley Hender 'n, LMHC, CEAP, CAP EAP Director Accredited by the Council on Accreditation of Services for Families and Children • Licensed by the State of Florida, Department of Children and Families pnaf Q U IILDPC S L�C:[S ACCREDITED VVV��.... �,�••�e wv r°°Q` Branch Offices `d'd 471 Spencer Drive 9045 La Fontana Blvd. 11440 Okeechobee Blvd. 772 US Hwy. 1 Program REACH West Palm Beach, FL 33409 Suite C5 Suite 216 - Suite 100 29 West 14th Street Telephone: (561) 616-1222 Boca Raton, FL 33434 Royal Palm Beach, FL 33411 North Palm Beach, FL 33408 Riviera Beach, FL 33404 Fax: (561) 618-1230 Telephone: (561) 451-9212 Telephone: (561) 793-1698 Telephone: (800) 404-7960 Telephone: 1561) 845-0515 Fax: (561)451-9100 Fax: (561) 795-7513 Fax: (561) 616-1230 Fax: (561) 845-7885 United Way of Palm Beach County Palm Beach Community Chest • Family Service America Accredited by the Council on Accreditation of Services for Families and Children • Licensed by the State of Florida, Department of Children and Families