HomeMy WebLinkAbout208-18 RESOLUTIONn YET
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hnti'•F
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 208-18
File Number: 2018-0513
BOARD OF TRUSTEES OF THE UNIVERSITY OF ARKANSAS:
A RESOLUTION TO APPROVE A SERVICES AGREEMENT WITH THE BOARD OF TRUSTEES OF
THE UNIVERSITY OF ARKANSAS ACTING FOR AND ON BEHALF OF THE UNIVERSITY OF
ARKANSAS FOR MEDICAL SCIENCES' PSYCHIATRIC RESEARCH INSTITUTE, ARKANSAS
EMPLOYEE ASSISTANCE PROGRAM FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES FOR
POLICE, FIRE, AND COMMUNITY RESOURCES EMPLOYEES IN THE AMOUNT OF $26.00 PER
COVERED EMPLOYEE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves and authorizes
Mayor Jordan to sign a Services Agreement with the Board of Trustees of the University of Arkansas
acting for and on behalf of the University of Arkansas for Medical Sciences' Psychiatric Research Institute,
Arkansas Employee Assistance Program for employee assistance program services for Police, Fire, and
Community Resources employees in the amount of $26.00 per covered employee.
PASSED and APPROVED on 10/2/2018
Attest:
Sondra E. Smith, City Clerk ,reqs}r II 11101
Cj. olY ❑F •per.
FAYI=TTEVILLE1
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Page 1 Printed on 1013118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2018-0513
Agenda Date: 10/2/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 6
BOARD OF TRUSTEES OF THE UNIVERSITY OF ARKANSAS:
A RESOLUTION TO APPROVE A SERVICES AGREEMENT WITH THE BOARD OF TRUSTEES OF
THE UNIVERSITY OF ARKANSAS ACTING FOR AND ON BEHALF OF THE UNIVERSITY OF
ARKANSAS FOR MEDICAL SCIENCES' PSYCHIATRIC RESEARCH INSTITUTE, ARKANSAS
EMPLOYEE ASSISTANCE PROGRAM FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES
FOR POLICE, FIRE, AND COMMUNITY RESOURCES EMPLOYEES IN THE AMOUNT OF $26.00
PER COVERED EMPLOYEE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section l: That the City Council of the City of Fayetteville, Arkansas hereby approves and authorizes Mayor
Jordan to sign a Services Agreement with the Board of Trustees of the University of Arkansas acting for and on
behalf of the University of Arkansas for Medical Sciences' Psychiatric Research Institute, Arkansas Employee
Assistance Program for employee assistance program services for Police, Fire, and Community Resources
employees in the amount of $26.00 per covered employee.
City of Fayetteville, Arkansas Page 1 Printed on 10/312018
David Dayringer
Submitted By
City of Fayetteville Staff Review Form
2018-0513
Legistar File ID
10/2/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/13/2018
5ubmlttea nate
Action Recommendation:
Fire /
Fire Department
Division / Department
Staff recommends Council Approval and Authorization of the Mayor's signature on a Services Agreement between
The University of Arkansas for Medical Science and the City of Fayetteville Fire Department, Police Department, and
Community Resources for the amount of $26.00 per covered employee. This will include 122 employees for the
Fire Department, 182 employees for the Police Department, and 20 employees for the Community Resources
Department for a total expense of $8,424 per year. This agreement with quarterly invoicing per each department
shall remain in effect for the following period: October 1, 2018 through December 31, 2020.
Budget Impact:
1010.300.3020-5314.00 1010.200.2900-
5315.00
010.300.3020-5314.001010.200.2900-
5315.00 1010.671.2720-5315.00
General
Account Number
Fund
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$
414,637.06
Funds Obligated
$
338,016.07
Current Balance
$
76,620.99
Does item have a cost? Yes
Item Cost
$
8,424.00
Budget Adjustment Attached? NA
Budget Adjustment
Remaining Budget
$ 68,196.99
IVIUJL !ILIOW I V VII IF/IGLGV L UULJ L + %Aj"ail IIVI IL:
V20'140710
Previous Ordinance or Resolution #
Original Contract Number:
Approval Date:
Comments: Cost: $26.00 per covered employee. This will include 122 employees for the Fire Department, 182
employees for the Police Department, and 20 employees for the Community Resources Department for
a total expense of $8,424 per year.
CITY OF
FAYETTEVILLE
W4O ARKANSAS
MEETING OF OCTOBER 2, 2018
TO: Mayor and City Council
FROM: David Dayringer, Fire Chief
DATE: September 13, 2018
CITY COUNCIL MEMO
SUBJECT: Council Approval & Authorization for the Mayor to sign a Services Agreement
between the University of Arkansas for Medical Science Arkansas Employee Assistance
Program (AEAP) Counseling Services and the City of Fayetteville Fire Department, Police
Department, and Community Resources
RECOMMENDATION:
Staff recommends Council Approval and Authorization of the Mayor's signature on a Services
Agreement between The University of Arkansas for Medical Science and the City of Fayetteville
Fire Department, Police Department, and Community Resources for the amount of $26.00 per
covered employee. This will include 122 employees for the Fire Department, 182 employees for
the Police Department, and 20 employees for the Community Resources Department for a total
expense of $8,424 per year. This agreement with quarterly invoicing per each department shall
remain in effect for the following period: October 1 through December 31, 2020.
BACKGROUND:
The mission of AEAP is to increase organizational productivity and effectiveness through two
core functions. The first function is working directly with employees toward the resolution and
prevention of personal problems that may impact work performance. The second function is
providing worksite problem services including consultation with managers, assessing
organizational needs, and education/training on a variety of topics relevant to the organization
climate.
DISCUSSION:
After discussion amongst the three distinct departments of Fire, Police, and Community
Resources, there was agreement that the Employee Assistance Services provided from the
University of Arkansas for Medical Science would prove beneficial to the unique characteristics
and job hazards associated with these departments. The work-related traumatic stress and
secondary trauma exposure that occurs within these public service professions and job duties
reflects the need to provide access to solution -focused counseling. AEAP is the only service
that includes counseling for family members. This feature is essential for addressing
mental/behavioral health issues for these employees.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
Funds are available in the Fire, Police, and Community Resources Budget and Works Programs
for these professional services to be paid to DAMS on a quarterly basis upon the approval of the
Services Agreement. Fire will pay $3,172, Police will pay $4,732, and Community Resources
will pay $520 per year.
Attachments:
Contract Services Agreement
DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
SERVICES AGREEMENT
Arkansas Employee Assistance Program
This Agreement is made effective October 1, 2018, between The Board of Trustees of the
University of Arkansas acting for and on behalf of the University of Arkansas for Medical
Sciences, Psychiatric Research Institute, Arkansas Employee Assistance Program (collectively
referred to herein as ("AEAP"), and the City of Fayetteville ("COF").
WHEREFORE, the parties wish to enter into an agreement in which certain employee
assistance services are made available and provided by the AEAP to the employees of City of
Fayetteville.
THEREFORE, in consideration of the foregoing, the mutual obligations of the parties,
and other good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, the parties agree to the following provisions of this Agreement:
1. Term The "Term" of this Agreement shall be TWO (2) years, commencing on [October 1,
2018 and ending on September 30, 2020. Either party may terminate this Agreement, however,
prior to the end of the Term. To effectively terminate this Agreement, the party terminating the
Agreement must provide the other party with sixty (60) days written notice.
2. "Covered Employees" Eligible to Obtain AEAP Services The employees who may
obtain the services set forth in this Agreement are employees of —City of Fayetteville who are
eligible for employee benefits provided by City of Fayetteville ("Covered Employees"). The
number of _City of Fayetteville Covered Employees eligible to obtain AEAP services as of the
date of this Agreement is _Three Hundred and twenty-four3( 24).
3. Famil • Members of City of Fayetteville: Employees All "Family Members" of Covered
Employees of City of Fayetteville shall be eligible for AEAP services set forth in this
Agreement, as long as AEAP determines that the provision of such services does not adversely
affect AEAP's ability to provide services to the Covered Employees. For purposes of this
Agreement, "Family Members" is defined as follows:
a. current spouse of the Covered Employee;
b. minor children of Covered Employee; and
c. members of the Covered Employee's household.
4. Compensation for Services City of Fayetteville agrees to pay AEAP at the rate of
_Twenty-six Dollars ($26.00) per Covered Employee per year for the services provided as set
forth in this Agreement. Payment shall be made on a monthly basis, with an invoice to be
submitted to Fire Chief David Dayringer, 303 W. Center Street Fayetteville AR 72701 for 122
employees), Police Chief Greg Tabor, 100A W. Rock St. Fayetteville, AR 72701 (for 182
Page 1 of 6
DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
Em to ees , Communily Resources Division Director Yolanda Fields 113 W. Mountain St.
Fayetteville, AR 72701 for 20 em to ees .
Remit To: UAMS AR Employee Assistance Program
Attn: Treasurer's Office — Slot 560
4301 West Markham Street
Little Rock, AR 72205
5. AEAP Staff The following staff will provide the appropriate AEAP services described in
this Agreement:
a. AEAP Program Director who is a Licensed Professional Counselor and
Board Certified Telemental Health Provider;
b. AEAP Administrative Assistant;
C. Behavioral Health Counselors who are Licensed Mental Health
Counselors or Social workers; and
d. Contract Manager, who is a Licensed Clinical Social Worker.
6. ASAP Services AEAP will provide the following services during the Term of this
Agreement to the Covered Employees and their Immediate Family (jointly referred to as
"Client"):
6.1 Assessment.
AEAP will assess problem areas and assist Clients to develop a plan of action.
Assessment also includes evaluation of Covered Employees in the area of
behavioral health.
6.2. Referral Services.
AEAP will refer Clients to the appropriate resource should AEAP determine that
a referral is necessary. if AEAP determines that disorders of a moderate to severe
psychiatric nature or other problems outside the scope of AEAP practice are at
issue, AEAP will refer these Clients out to the appropriate treatment providers. If
or when the Client accepts a referral, the cost of services provided outside AEAP
will be born by and the responsibility of the Client.
6.3 Short -Term Problem Resolution.
AEAP will provide to the Client short-term problem resolution services, including
solution -focused counseling, in the form of one 1 to seven 7 sessions, and
AEAP counselors will make every reasonable attempt to resolve the issues within
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DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
the program. if AEAP determines that the Client should be referred to an outside
treatment provider, AEAP will make such a referral.
6.4. Case Management.
AEAP provides case management services to help clients effectively utilize
insurance dollars and community resources, and these services are used to avoid
duplication of services.
6.5 Crisis Intervention.
AEAP will provide to the Client the following crisis intervention services,
available during regular business hours, after regular business hours, and on
weekends and holidays, 24 hours a day, as needed:
a. In the event of a traumatic event occurring in the _City of Fayetteville
workplace, AEAP will provide Critical Incident Stress De -briefings; and
b. Telephone crisis counseling, case management and referrals on an emergency
basis.
6.6 Orientation.
AEAP will provide to the City of Fayetteville Covered Employees written
information and a brief presentation about the Employee Assistance Program
services available to the employees as set forth in this Agreement, including how
to access the AEAP services.
6.7 Supervisor Training.
AEAP will provide training to the appropriate _City of Fayetteville supervisors on
how to help employees access the AEAP services, how to help employees whose
job performance has been affected because of personal problems, and how to
make employee referrals to the AEAP.
6.8 Management Consultation.
AEAP will assist _City of Fayetteville in developing policy and procedures
relating to EAP services, including substance abuse and other EAP related issues,
AEAP will assist City of Fa etteviIIe in developing programs related to personal
and professional growth and development for _City of Fayetteville ernployees.
6.9 Promotion of Program.
Page 3 of 6
DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
AEAP will provide to _City of Fayetteville the appropriate AEAP brochures for
its employees, distribute posters for a break room bulletin board, maintain the
AERP Web page, and contribute to —City of Fa etteville internal newsletters or
other communications with its employees relating to AEAP services.
6.10 Training Workshops.
During the Term of this Agreement, REAP will provide up toeighteen (18)
hours of training to employees and supervisors on such topics as anger
management, assertiveness, conflict resolution, crisis management, addictive
behavior, stress management, team -building, and related topics.
6.11 Information Center.
AEAP will provide to Clients access to books, videos, audiotapes and other
materials to facilitate personal and professional growth, at no cost to the Client.
6.12 Wellness Activities.
AEAP will make available to Clients various materials relating to wellness issues,
such as weight management, smoking cessation, and exercise. AEAP will also
make available to Covered Employees counseling on developing a wellness
program for improved health.
6.13 Reports.
AEAP will provide to City of Fayetteville annual reports to summarize the
AEAP activities in connection with the services provided to _City of Fayetteville_
employees pursuant to this Agreement, including the number of new Clients, the
problem category, effect of problem on job performance, and demographic
information. AEAP will not include in its annual reports any information that
would breach client confidentiality under applicable state and federal laws. The
reports also will include a listing of non -client activities.
7. Confidentiality AEAP agrees that it will maintain the confidentiality of Client
information in compliance with applicable state and federal laws.
S. Binding Effect This Agreement, and any term, obligation, rights or condition of this
Agreement, shall not be assigned, unless both parties consent in writing.
9. Choice of Law The validity, enforceability and interpretation of any of the clauses of this
Agreement shall be determined and governed by the laws of the State of Arkansas.
10. Entire Awreement This Agreement constitutes the entire agreement between the parties
with respect to the subject matter hereof and supersedes all prior and contemporaneous
agreements, understanding, negotiations and discussions of the parties, whether written or oral.
Page 4 of 6
DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
11. Amendment No amendment, modification, supplement or waiver of any provision of
this Agreement shall be effective unless in writing and signed by both parties.
12. ' Severability If any provision of this Agreement is held to be inoperative, unenforceable
or invalid under present or future laws effective during the Term of this Agreement, such shall be
inoperative, unenforceable or invalid without affecting the remaining provisions. The remaining
terms 'of this Agreement shall be construed and enforced as if such illegal, invalid or
unenforceable provision had never comprised a part of this Agreement and, to that end, the
provisions of this Agreement are declared to be severable.
13. Authority of Signators The individuals executing this Agreement represent and warrant
that they are duly authorized to do so.
14. Dion -Waiver Any failure of any party hereto, on one or more occasions, to enforce and
require the strict performance of or compliance with any terms or conditions of this Agreement
shall not constitute a waiver of any such term or condition at any future time and shall not
prevent such party from insisting on the strict performance of or compliance with such terms and
conditions at any later time.
15. Independent Contractor No relationship of employer and employee, partnership, joint
venture, business associate, third -party administrator or agency relationship between the parties
is created by this Agreement. The parties understand, acknowledge and agree that UAMS AEAP is
at all times acting and performing as an independent contractor in providing the services set
forth iii this Agreement.
16. Notices Any notice, demand, or communication required, permitted, or desired to be given
herein shall be in writing and shall be deemed effectively given on the earlier of. (i) actual delivery
to the intended recipient or its agent, (ii) upon the third business day following deposit in the
United States mail, postage prepaid, certified or registered mail, return receipt requested but only if
accompanied with a copy of such communication mailed by regular United States mail, postage
prepaid, or (iii) the next business day following deposit with a recognized national overnight
courier, prepaid and designated for next day delivery, addressed as follows:
AR Employee Assistance Program UAMS - General Counsel UAMS - Contracts Admin.
5800 West 10'h Street 4301 W. Markham St., #860 4301 W. Markham St., #743
Little Rock, AR 72204 Little Rock, AR 72205 Little Rock, AR 72205
17. Restriction of Boycott of Israel Certification. In accordance with Ark. Code Ann. § 25-1-503,
COF hereby certifies to AEAP that COF (a) is not currently engaged in a boycott of Israel and (b)
agrees for the duration of this Agreement not to engage in a boycott of Israel. A breach of this
certification will be considered a material breach of this Agreement. In the event that COF
breaches this certification, AEAP may immediately terminate this Agreement without penalty or
further obligation and exercise any rights and remedies available to it by law or in equity.
18. Force Majeure. AEAP shall not be liable for any delay in performance or any failure in
performance of services under this Agreement caused in whole or in part by reason of force
majeure, which shall be deemed to include the occurrence of any event beyond the control of
AEAP, such as war (whether an actual declaration thereof is made or not), sabotage, insurrection,
riot and other acts of civil disobedience, action of a public enemy, or acts of any national, state or
local government (or any agency, subdivision or instrumentality thereof), judicial action, accident,
fire, explosion, flood, storm or other act of God, and national shortage of fuel or raw materials, or
interruption of telecommunications services.
Page 5 of 6
DocuSign Envelope ID: F7F96549-C98A-4539-A3D4-2FBA025A19D7
IN wrrNESS WHEREOF, the parties hereto have cursed this Agreement to be
effective as of DAn.
City of Fayetteville ARKANSAS EMPLOYEE
113 W. Njountuln Street ASSISTANCE PROGRAM
Ffiyette lle, AR 72701
By. h, Xrector
on Id Jo AN,r
11//'5
October 2, 2018 Date
Date University of Arkansas for Medical
Sciences Psy esearch Institute
By:
, M
.D..
Behavioral Health Service Line
Director, Psychiatric Research
Institute r
°
Date V117B
The Board of Trnsteu of the University of
Arksnsss Acting for and an lsehaif of the
UBiversity of Arkansas for Medical Sciences
4301 West Mares
Little Rock, AR 72205
L'Andefiemp,
3ecu Signed W,
By; AJA Gt ov
MHSA, CPA
Co -Interim Sr.Vice
Chancellor for Finance & CFO
12/12/2018
Date
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