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HomeMy WebLinkAbout116-84 RESOLUTION• • RESOLUTION ND. 116-84 A RESOLUTION AUTHORIZING AND PROVIDING THE FUNDING FOR AONE YEAR AGREEMENT WITH ORGANIZATIONAL RESOURCES FOR THE ESTABLISHMENT OF AN EMPLOYEE ASSISTANCE PROGRAM. _ 1. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That there shall be included in the 1985 General Fund Budget an appropriation of $5.00 per employee to fund an Employee Assistance Program administered by Organizational Resources. Section 2. That the proposal of Organizational Resources for the establislm&ent of an Employee Assistance Program attached hereto marked Exhibit "A" and made a part hereof is hereby approved and the Mayor and City Clerk are hereby authorized and directed to execute a one year agreement with Organizational Resources in accordance with said proposal. PASSED AND APPROVED this 2nd day of October , 1984. e ATTEST liiCl"e)e * - ' )ar' N in f' 4 .. ,.,.. v` i «, ✓%• tr, Via. EMPLOYEE ASSISTANCE PROGRAM AGREEMENT THIS AGREEMENT is made this 2)4 day of 19 85 by and between Organizational Resources, an affMate of Charter Vista Hospital, located at 2704 American Str-et,pS.ringdale, Arkansas tion wig its principal offices located 72764 ("OR"), and a at WHEREAS, the Company desires to contract with OR to operate the Company's Employee Assistance Program (the "Program") for the period set forth below; and tot WHEREAS,'OR desires to operate the program on the terms and condi- tions set forth below; NOW, THEREFORE in consideration of the mutual premises and covenants provided herein and other good and valuable consideration, the Company and OR agree as follows: 1. Appointment of Program Coordinator. The Company shall designate an employee or other. person to act as the Program Coordinator for the Company, to monitor the Program for the Company, to cooperate with OR in OR's operation of the Program, and to perform the other services required of the Program Coordinator in this Agreement. • 2. Services Provided by OR. During the term of this Agreement, OR agrees'to operate the Program as provided in this Agreement and in accordance with written policies and procedures adopted by the Canpany from time to time during the term of this Agreement, provided that such written policies and procedures shall not be inconsistent with the terms and conditions of this Agreement. Without limiting the foregoing, OR agrees to provide the following services: (a) gConsultation with the Program Coordinator regarding the Program, including the overall design, development, management and implementation of the'program. - (b) Information and training sessions for management and supervisory personnel of the Company, directed toward informing them of methods for the early detection and referral of employees whose work performance or behavior is being adversely affected by personal problems. The Company shall provide sufficient space for such training sessions and shall permit management and supervisory personnel to attend the training sessions on Company time.. OR shall conduct the training sessions in coordination with the Program Coordinator • (c) Camiunication with employees of the Company to make them aware of services offered by the Program and to encourage them to seek help in resolving problems before they became debilitating. (d) Accepting initial referrals of employees of the Company and members of their families made by the Company, by the employee or by a family member of the employee. Referrals may be made for any personal problems effecting job performance, including, but not limited to, alco- holism, drug abuse, psychiatric or psychological problems, family or marital: difficulties, emotional problems and financial problems. All such persons referred to OR shall be interviewed at the offices of OR by an approved counselor of OR within two working days of the referral. (e) If an employee is referred by the Company, OR shall advise the manager or supervisor of the employee whether the employee made and kept the appointment. OR shall not provide case management, imnitoring and'progress reports on an employee to the Company without the written consent of that employee. (f) After OR has conducted appropriate initial evaluation and counseling sessions with each referred employee or family member, OR shall assist the employee in finding qualified resources in the community and in making initial contacts with such resources. OR shall evaluate referral resources to determine suitability through recognized evaluative mechanisms. OR has no financial responsibility for treatment provided to the employee or family member by such referral resources. OR agrees to attempt to make all treatment referrals in the most cost-effective manner and to recommend appropriate levels of care to serve the employee's or family member's needs at the lowest possible cost. OR shall maintain familiarity with the Company's benefits programs, including group insurance, workman's canpen- sation and sick leave. (g) OR shall monitor all referred employees and family members to determine whether they are receiving needed services in accordance with their mutually agreed upon assistance plan, including subsequent referral and reintegration at work in cases where hospitalization or extended absence has occurred. Tam - 4 - _ .�-� _ _ ...r_ �.,.. . 3.. Tenn. The term of this eement shall be for t tt yearjaf commencing on the date of a 19. This Agreement may be renewed or exten at the end of its term by written agreement of both parties. Notwithstanding the foregoing, this Agreement may be terminated at either time by either party upon sixty days written notice of termination to the other party. 4. Fees. In consideration of the services provided by OR under this agreement, the Company agrees to pay OR the fees set forth on Schedule A attached hereto and incorporated herein by reference and in accordance with the terms and conditions set forth on Schedule A. OR agrees not to accept payment from any employee of the Company or family member for any services rendered by OR under this Agreement. • 5. Periodic Reports. OR shall supply the Company with monthly information,and statistics for analysis and monitoring of Program activity. The information and statistics shall include, but not necessarily be limited to, the number of employees served; the number of hours of service rendered to the employees; the age, race and sex of self-referred and supervisor -referred employees; and the problem areas involved, categorized in terms of alcoholism, drug or other substance abuse, marital or family, mental health, financial, and "other" problems. 6. Exclusive Provider of Services. The Company agrees that during the term of this Agreement OR shall be the exclusive provider of services for or with respect .tothe Program. 7. Records. All records and data maintained by OR.concerning the Program, including client records, shall'bethe sole property of OR;''regardless of their physical. location, and shall be confidential. Except in the case of a government agency or court order, client records shall not be released to the Company or anyone else without the written authorization of the employee or family member involved. 8. Program Offices. OR shall provide an office for the Program which shall be accessible to employees and family members. OR shall maintain within such office a Program telephone line which shall be answered by OR personnel in a manner identifying it as the Program. The telephone line shall be answered 24 hours a day, seven days a week, by OR personnel or telephoneanswering device. 9. Assistance Provided by the Company. The Company shall assist OR in the operation of the Program, in addition to as otherwise provided in this Agreement, as follows:. (a) The Company, through the Program Coordinator, shall provide to OR data on each referred employee concerning job performance, attendance, accidents, medical claims and other job-related information. (b) 'The Company shall assist OR in communicating and explaining the Program to empl-oyees-through appropriate--means-such as newsletters, bulletin boards, letters, memos and payroll stuffers. (c) The Company shall provide OR with the necessary clearance and assistance to make such on-site visits to meet supervisors and employees as OR determines necessary. 10. Insurance. OR shall maintain, during the term of this Agreement, liability insurance against claims or suits for negligence or malpractice based on services rendered to employees of the Company or family members pursuant of this Agreement. • 11. Notices. All notices required hereunder shall be in writing and shall be deemed to have been duly given if either hand -delivered or mailed by certified or registered mail,. postage prepaid, addressed to the party to whom intended at the address provided above or at such other address as such party shall hereinafter designate to the other party in writing. Any notice so mailed shall be deemed to have been given and received by the party to whom anaressed on the fourth day after the date said notice was properly deposited in the mail. 12. Assignment. This Agreement may not be assigned by either party without the written consent of the other party. 13. Entire Agreement. This Agreement constitutes the entire agree- ment between the parties hereto and may not be modified or amended except . in writing signed by both parties hereto. Time. is of the essence of this Agreement and all of its provisions. 14. Severability. If any part or provision of this Agreement is held invalid orunenforceable under applicable law, such invalidity or unenforce- ability shall not in any way affect the validity or enforceability of the remaining parts and provisions of this Agreement. 15. Nonwaiver Forbearance or indulgence by either party in any regard whatsoever shall not constitute a waiver of the condition or covenant to be performed to which the same may apply, and until complete performance of said condition or covenant such party shall be entitled to involve any remedy available to it under this Agreement or by law or in equity despite said forbearance or indulgence. 16. Offset. The Company hereby waives any .and all existing and future claims and offsets against any fee or other payment due hereunder and agrees to pay the fee and all other amounts hereunder regardless of any offset or claim which may be asserted by the Canpany or on its behalf. 17. Governing Law. This Agreementand the rights, obligations and remedies of the parties hereto shall in all respects be governed by .and construed in accordance with the laws of the State of Arkansas. IN WITNESS WHEREOF, the parties have executed this Agreement pn the date first above written. OR: ORGANIZATIONAL RESOURCES By: Title: THE .COMPANY: By:, re eve Title: //%ad Da— • • SOURCES An Affiliate Of Charter Vista Hospital_ � Lhe.dlet le_ Vic/I/ � September 24, 1984 // Mr. Sturman Mackey, Purchasing Officer City of Fayetteville Fayetteville, AR 72701 Dear Mr Mackey: Please find enclosed a document from Organizational Resources proposing an Employee Assistance Program for the City of Fayetteville. As Director of Organizational Resources, I have been developing and implementing such programs for over a year, and now provide EAP services for several companies in Northwest Arkansas (see attached list). The usual fee for such services is $5.00 per employee per year. This retainer fee includes all meetings involved in developing a policy, all supervisor and manager tra-ining, employee oriene tation, and all use of the Employee. Assistance Program. Alternatively, Organizational Resources can bill the City for each employee who uses the Employee Assistance Program. This per -use arrangment covers all policy development meetings, training sessions, and orientation sessions; thereafter, Organ- izational Resources will bill the City $45.00 for each employee who receives the assessment, referral and follow-up service provided through the Employee Assistance Program. (Please note that this is not an hourly fee.) Thank you for the opportunity to provide the City with a proposal for an Employee Assistance Program. Please feel free to call me with any •uestions Sincerely, -241-1=4 � ESP tili;v�._` �2GtUie�ai B+ Gfu� " " "`Or actGt.�*eL a !� Q P4°14 . GycGL{� �� er r1 4.Kay Schriner, Ph.D. lij Oc2Ck ) 10444 -retic: 6I741C.. UDS Director .Cl -�- Gq�,ti�,ttst,eerefi ify OS pb efigt -1244W* 9/a-1 /eY "3 orv9�� 2704 American Street • Springdale, Arkansas 727 •4 • (501) 751-2676 City of Fayetteville, Arkansas Request for Proposals Employee Assistance Program Issued September 12, 1984 The City of Fayetteville Purchasing Office will accept sealed pro- posals from liscensed, Arkansas health professionals qualified in the field of industrial psychology or psychiatry for the purpose of perfecting an Employee Assistance Program for the City of Fayetteville. The structure of the program and guidelines for submission of a proposal may be obtained at the Purchasing Office at 113 West Mountain Street, Second Floor, City Administration Building. All bid proposals are due no later than 10:00 A.M. on September 24, 1984 at the City Purchasing Office. Any proposal received after the date and time set for receiving proposals will not be considered. Any questions regarding the format and con- tent of the proposal should be directed to Jeanette Crumpler, Personnel Director, P.O. Drawer F, Fayetteville, AR 72702, or call 521-7700 Ext. 318. Only proposals will be accepted from persons who have satisfactorily completed a course of study at a North Central Association Certified school of study in Psychiatry and/or Psychology. Persons submitting proposals shall be appropriately liscensed to practice Phychiatry and must have passed the Arkansas medical ex- amination prior to submitting the proposal and should have practiced Psychiatry for at least two years and shall show some expertise in conducting. Employee Assistance Programs in the industrial psychology field. A professional Psychologist appropriately liscensed by the State of Arkansaand:.havin-g practiced in thefield of psychplogy..at a school of higher education and who has in the past established Employee Assistance Programs may also submit a proposal. Whether the proposal is submitted by a Psychiatrist or a Psychologist the City would like for the person submitting the proposal to be the person who signs the proposal in their own handwriting and submit with the proposal a list of clients whom they have served in the Employee Assistance Program area in the past three years. We are especially interested in looking into proposals that have been set up for other area agencies in Northwest Arkansas. The guidelines submitted with the proposal shall essentially follow the format of the Employee Assistance Program outlined on the attachment dated September 10, 1984. The presentation of the proposal submitted should follow chronologically the format which the Employee Assistance Program is outlined so that we may be able to more adequately compare the proposals submitted to determine which proposal best meets the needs of the City of Fayetteville. A fee schedule shall also be submitted outlining the fees which will be charged by the type of professional assistance to be rendered, whether that assistance is to be rendered in groups or on an individual basis. The fees submitted shall be guaranteed maximums and the fees shall be good and firm and shall not be subject to change for a period of one year after the date of bid award. After the City has evaluated all proposals submitted, a recommendation will be perfected and presented • • i l • Page 2 ° to.the City Board of Directors for approval. Upon approval by the City -Board of Directors the City's Attorney, Jim McCord, will perfect a brief contract incorporating therein, by reference the attached Employee Assistance Program guidelines and the actual proposal accepted by the City. Any proposal accepted by the City will be as stated above and formalized in a contract to be executed by both the City and the Contractor. Any verbal statements, written proposals=or letters, memorandum, sales literature, or other brochures submitted to the City of. Fayetteville prior to the date scheduled for opening the bid proposals shall not be considered in any way in the draftingof the proposal being requested by this invitation. Nothing submitted previously to any City employee or nothing said to any City employee will in any way be construed by either party as a guarantee or acceptance of or the establishment of any term or condition surrounding the proposed Employee Assistance Program for the City of Fayetteville. The only statements which should govern the preparation of a proposal should be the statements made in these instruc- tions and statements outlined in the attached Employee Assistance Program dated September 10, 1984. If anyone has any questions regarding the technical aspects of this -in- vitation, shoUld contact .Sturman Mackey, Purchasing -Officer at.521-. 7700 during normal business hours. 40,(7,444,, pi pc/9r FAYETTEVILLE, ARKANSAS F. 0. DRAWER F M102 (501) 521-1700 10, 1984 CITY OF FAYETTEVILLE EMPLOYEE ASSISTANCE PROGRAM 1. Provide an Employee Assistance Program for the City of Fayetteville in accordance with the policies of the city. This program will emphasize comprehensive services to all employees and family members of the city. This proposal describes a comprehensive Employee Assistance Program. 2. Assist the city in formulating and writing a policy statement that intergrates an Employee Assistance Program into the current policies and procedures of the city. 3. Provide training and orientation for management and supervisors to inform them of their role in early detection, intervention, referral, and follow-up services. Provide audio/visual aids as necessary to conduct such training and orientation. Also, provide all appropriate handouts including information regarding the details of the city's Employee Assistance Program, including the office location and telephone numbers of the organization. 4. Provide orientation to all employees by mailing a brochure to each employee's home. Futhermore, the organization will communicate with employees on a regular basis to ensure they are aware of the availability of Employee Assistance Services. Display posters on a monthly basis at places to be designated by the city. Provide semi-annual mailings to the names of all employees of the city regarding their Employee Assistance Progaram. 5. Develop an internal marketing plan which will outline meetings between personnel of the city and the organization on a regular basis. These will take place at such places as safety meetings and departmental meetings. 6. Insure that the policy statement, management training and orientation, and general mailings to all employees will be completed within the first quarter of the contract. 7. Arrange for treatment for troubled employees. Therefore, a close relationship will be developed with both public and private treatment resources. An informal service agreement will be made with each treatment resource. The organization should develop a comprehensive resource manual and have knowledge of and working agreements with a wide variety of resources. 8. Accept all referrals from the supervisors, self, or family members, for any personal problem and will interview the employee or family member within two (2) working days. This appointment will be made at a time which is convenient to the employee which is not during his or her working hours. 9. After conducting an initial evaluation and counseling session, if it is determined the employee or family member needs treatment in order to resolve his or her personal problem, the provider will assist the employee in locating and PAGE 2 establishing an appointment with a qualified community resource which is appropriate for his or her needs. 10. Monitor these referrals on a bi-weekly basis by receipt of written or verbal status reports. Once an employee or family member is discharged by the treatment resource, the organization will make an appointment to see that employee or family member six (6) weeks following discharge. For alcoholism and drug abuse cases, follow-up will be at least monthly for one year. 11. In cases of a supervisory referral, the organization will require information from management concerning the employee's job performance. This information may be given verbally either in person or by telephone. Unless the employee signs an internal authorization for release of confidential information, the only information conveyed back to the employer will be whether the employee is or is not participating in the Employee Assistance Program. If the employee signs the release of confidential information, the only information conveyed back to the employer will be whether the employee is or is not participating in the Employee Assistance Program.. If the employee signs the release of confidential information, additional information may be provided as outlined. At no time will an employee's diagnosis be disclosed. Regulations regarding confidentiality will be strictly enforced. 12. Recognizing that cost effective treatment is necessary, the organization will discuss in detail with each employee or family member any costs for treatment. The organization will become familiar with the City's benefit program. Although continued treatment will be the financial responsibility of the employee of family member, an effort will be made to insure that the employee or family member fully understands what those responsibilities involve. The organization will not provide any treatment, beyond services outlined above. There will be no charge to the employee or family member for the services provided by this organization. The sole reimbursement will be dictated by the contract fee. 13. Maintain a program evaluation system consistent with the rules of confidentiality. This system will concern itself with the performance of the three (3) primary components of the program — the employee's activities, the organization's activities, and the activities of the treatment resource. 14. Provide both a monthly and an annual report. The organization and the city will jointly decide how effectiveness is to be measured and will monitor whatever information is necessary to provide this. 15. All records and data other than the monthly and annual reports belong solely to the organization. These records will be maintained as required by the rules of confidentiality. 16. The organization should offer services through its office. A full-time secretary should be available during normal business hours and should be supplemented by an answering service on a 24-hour a day basis. RGANIZATIONAL ESOURCES An Affiliate Of Charter Vista Hospital September 26, 1984 Sturman Mackey, Purchasing Agent City of Fayetteville Fayetteville, AR 72701 Dear Sturman: Organizational Resources has proposed to provide a complete and professional Employee Assistance Program to the City of Fayetteville for a one-year period for a total fee not to exceed a sum equal to $5 per employee. (For 349 employees, this total would be $1745.) Our complete proposal specifies in detail the activities involved in providing such a program. The following is a brief summary of activities and services, not necessarily in chronological order: 1) Evaluation, referral and follow-up services for troubled employees. This includes initial interviews with employees and, usually some or all family members for assessment purposes, referral of employees and/or family members to qualified professional caregivers, monitoring of their progress in treatment, and follow-up contacts with the employee(s) and/or family member, treatment source, and, in some cases, supervisors or co-workers; 2) Training for supervisors and managers; 3) Brochure distributed as part of employee or- ientation sessions; 4) Posters included as part of internal marketing plan; 5) Consulting on policy statement development; 6) Meetings to develop internal marketing plan; 7) Reports on monthly and annual basis. 2704 American Street • Springdale, Arkansas 72764 • (501) 75i -z676 • I hope this brief summary will be helpful in considering proposals for an Employee Assistance Program for Fayetteville city employees. I look forward to further discussions. Sincerely, Kay Schriner, Ph.D. Director TRW Carbide Tools Division 205 N. 13th Rogers, AR 72756 Contact Person: Jim Mote, Director of Industrial Relations Crafton Tull, Spann & Yoe Highway 94 N - Rogers, AR 72756 Contact Person: Lem Tull, Partner Preformed Line Products 2740 S. First St. Rogers, AR 72756 Contact Person: Bill Sutton, Plant Manager Kawneer 600 Kawneer Dr. Springdale, AR 72764 Contact Person: Steve Strickland • PROPOSAL EMPLOYEE ASSISTANCE PROGRAM FOR CITY OF FAYETTEVILLE FAYETTEVILLE, AR 72701 • Presented By Oroanizational Resources 2704 American St, Sprinodale, AR 72764 751-2676 • 1NTRODUCTION Employee Assistance ProgramS are designed to assist individuals in obtaining help for personal problems that are either currently effectino job performance or could effect job performance if left unresolved. Research indicates between fifteen and twenty percent of employees in the general work force are experiencing some type'of personal problem -- be it marital, family problems, psychological, alcohol or drug problems. A National Council on Alcoholism survey found alcoholism and problem drinking prevalent in four to eleven percent of the work force causing an economic loss to the employer of at least twerty-five percent of the employee's waoes. Additional studies indicate that people with the problem of alcohol abuse have absenteeism two to four times the normal rate, and use three times the amount of sickness and accident benefits than the non -troubled employee. It is apparent that personal problems of employees become performance problems for employers. Employee Assistance Programs offer employers a cost effective way to deal with these problems. EPPs are designed to provide effective assistance to individuals experiencing Personal problems and to help companies deal more effectively with employees whose job performance is declining. The proposal to provide the Employee Assistance Program is made by Organizational Resources, an affiliate of Charter Vista Hospital. The purpose of Oroanizational Resources is to provide comprehensive Employee Assistance Programs to business and industry. Organizational Resources provides assessment, referral, and follow-up for a wide variety of personal problems which are currently affecting or have the potential to affect job performance. This includes, but is not limited to, alcoholism, drug abuse, psychiatric or psychological problems, fancily or marital difficulties, emotional problems, financial problems, and legal problems. The Director of Organizational Resources is Dr. Kay Schriner. Dr. Schriner is a behavioral psychologist with experience iri providing technical. assistance to a variety of organizations. A resume is enclosed. Dr. Schriner has overall responsibility for developing, rnarketino and implementing employee assistance programs it Northwest Arkansas and reports to Gerald Frost, Administrator of Charter Vista Hospital in Fayetteville. • • • Organizational Resources has adequate liability insurance and is willing to provide a letter confirming this is requested. The office of Organizational Resources is located at 2704 American St., Springdale, Arkansas. It is accessible to the handicapped, and has adequate free parking. • . a • CITY OF FAYETTEVILLE EMPLOYEE ASSISTANCE PROGRAM PROPOSAL BY ORGANIZATIONAL RESOURCES Organizational Resources (hereafter Contractor) w ill provide an Employee Assistance Program for the City of Fayetteville in accordance with the policies of the city. This program will emphasize comprehensive services to all employees and family members of the city. This proposal describes a comprehensive Employee Assistance Program. The Contractor will assist the city it formulating and writing a policy statement that integrates an Employee Assistance Program into the current policies and procedures of the city. The Contractor will provide training and orientation for management and supervisors to inform them of their role in early detection, intervention, referral, and follow-up services. The Contractor will provide audio/visual aids as necessary to conduct such training and orientation. The Contractor will also provide all appropriate handouts including, information regarding the details of the city's Employee Assistance Program, including the office location and telephone numbers of Organizational Resources. The Contractor will provide orientation to all employees by mailing a brochure to each employee's home. Furthermore, the Contractor will communicate w ith employees on a regular basis to ensure they are aware of the availability of Employee Assistance Services. The Contractor- will display posters on a monthly basis at places to be designated by the city. The Contractor will provide semi-annual mailings to the homes of all employees of the city regarding their Employee Assistance Program. ' An internal marketing plan will be developed which w ill outline meetines between personnel of the city and the Contractor on a regular basis. These will take place at such places as safety meetings and departmental meet- ings. See Exhibit I for an example of an internal marketing plan. • The Contractor will insure that the policy statement, management training and orientation, supervisor training and orientation, and general mailings to all employees will be completed within the first quarter of the contract. The Contractor will arranoe for treatment fc.r troubled employees. . Therefore, a close relaticn•nship w ill be developed with both public and private treatment resources. An informal service apreernent w ill be made with each treatment resource (see Exhibit 2). The Contractor has developed a comprehensive resource manual and has knowledge of and working agreements with a wide variety of resources. The Contractor will accept all referrals from the supervisors, self, or family members, for any personal problem and will interview the employee or family member within two (2) working clays. This appointment will be made at a time which is convenient to the employee which is not during his or her working hours. After conducting an initial evaluation and counseling session, if it is determined the ernployee or fancily member needs treatrnent in order to resolve his or her personal problem, the provider will assist the employee in locating and establishing an appointment w ith a qualified community resource which is appropriate for his or her needs. To assure effective treatment, the Contractor will monitor these referrals ori a bi-weekly basis by receipt of written or verbal status reports. Once an employee or family member is discharged by the treatment resource, the Contractor will make an appointment to see that employee or fancily member six (6) weeks following discharge. For alcoholism and drug abuse cases, follow-up will be at least monthly for one year. In cases of a supervisory referral, the Contractor w ill require information from management concerning the employee's ,lob performance (see .Exhibit 3). This information may be given verbally either in person or by telephone. Unless the ernployee signs an internal authorization for release of confidential information, the only information conveyed back to the employer will be whether the employee is or is not participating in the Employee Assistance Program. If the ernployee signs the release of confidential information, additional information may be provided as outlined. At no time w ill an employee's diagnosis be disclosed. Regulations regarding confidentiality will be strictly enforced. Recognizing that cost effective treatrnent is necessary, the Contractor will discuss in detail with each employee or family mernber.any costs for treatment. The Contractor will become familiar with the city's benefit program. Although continued treatment will be the financial responsibility of the ernployee or family member, an effort will be made to insure that the employee or fancily member fully understands what those responsibilities involve. The Contractor will not provide any treatment, beyond services outlined above. There will be no charge to the employee or family member for the services provided by this Contractor. The sole reimbursement will be dictated by the Contract fee. The Contractor will maintain a program evaluation system consistent with the rules of confidentiality. This system will concern itself with the performance of the three (3) primary components of the program -- the employee's activities, the Contractor's activities, and the activities of the treatment resource. The Contractor will provide both a monthly and an annual report. The Contractor and the city will jointly decide how effectiveness is to be measured and will monitor whatever information is necessary to provide this. An example of a monthly report, which can be made available, is Exhibit 4. A narrative report will accompany all monthly and annual reports. A11 records and data other than the monthly and annual reports belong solely to the Contractor. These records will be maintained as required by the rules of confidentiality. The Contractor will offer services through its office at 2704 American St., Springdale, Arkansas. A full-time secretary will be available during normal business hours and will be supplemented by an answering service on a 224 -hour a day basis. EXHIBIT 1 INTERNAL MARKETING PLAN for - CITY OF FAYETTEVILLE I. Objective: To provide employees and their families with information about the Employee Assistance Program, and how to use it effectively. P lan: Letters and brochures will be mailed to employees and their families by the city introducing the Program. A follow-up mailing will occur six months later by Organizational Resources. II. Objective: To enhance the visibility of the Employee Assistance Program. • P lan: 1. Each month, a new poster will be dis- played within the city regarding EAP. Objective: To promote regular communication between City officials and Organizational Resources. P lan: 1, The Director of OR will meet with the city liaison once each month. 2. The Director of OR will meet with department heads on a quarterly basis.