R-01-12-20-10A1 - 12/20/2001RESOLUTION NO. R- 01- 12- 20 -10A1
WHEREAS, the City of Round Rock desires to retain professional
consulting services for the development of employee assistance program
policies and procedures, and
WHEREAS, the Workers Assistance Program, Inc. has submitted an
Agreement to provide said services, and
WHEREAS, the City Council wishes to enter into said agreement
with the Workers Assistance Program, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City an agreement with the Workers Assistance Program,
Inc. for the development of employee assistance program policies and
procedures, a copy of said agreement being attached hereto as Exhibit
"A" and incorporated herein for all purposes.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
. :ODMA\ WowD OX\ o: \WDOX \RESOLUTI \R1122OA1.WPD /sc
AT.E T:
RESOLVED this 20th day of December 2001.
CHRISTINE R. MARTINEZ, City Secretary
2.
1
Agrh. 40141
ROBE ' STLUKA, JR., A yor
City of Round Rock, Texas
CITY OF ROUND ROCK, TEXAS
AGREEMENT FOR PROFESSIONAL SERVICES
WITH WORKERS ASSISTANCE PROGRAM (WAP)
Agreement
THIS AGREEMENT is made and entered into by and between the Workers
Assistance Program, Inc. (WAP, Inc.) and the City of Round Rock, Texas, a
Texas Home Rule Municipal Corporation (CITY) and is as follows:
1. SERVICES TO BE PERFORMED BY WAP, Inc. Subject to the terms and
conditions described herein, WAP, Inc. will provide consultation and technical
assistance for the development of employee assistance program policies and
procedures, sessions of employee assistance program (EAP) training for the
supervisory staff of the City which shall focus on orientation to the EAP and
procedures for intervention and referral of troubled employees. WAP, Inc. will
provide materials for staff orientation. WAP, Inc. will provide assessment &
referral services to City of Round Rock employees and their immediate family
members, former City employees (up to six (6) months), and City retirees ,
hereinafter, collectively referred to as "Covered Clients." After assessment is
made of the covered client within one (1) to six (6) sessions and if further care is
indicated, WAP, Inc. will refer the client to the treatment resource WAP, Inc.
considers appropriate, including but not limited to financial and legal advisors,
physicians, psychologists, public and private agencies, and in- and out - patient
treatment facilities for chemical dependency within the financial means of the
client. WAP, Inc. will provide appropriate follow -up and statistical reporting on
a regular basis to City management subject, however, to the restrictions under
applicable laws and regulations relating to client confidentiality and privacy.
Please see Exhibit 1 for additional services which are included in this agreement.
2. SCOPE OF SERVICES. WAP, Inc. agrees to perform the services outlined in
paragraph 1, above, and described in greater detail in Exhibit 2, the Proposal for
An Employee Assistance Program, which is incorporated fully herein, in a
professional manner and in compliance with applicable City ordinances and
State and Federal laws.
3. FEES. Payment shall be made by City to WAP, Inc. in the form of a fee for all
services in the amount of $1.63 per employee per month covered under the
contract. This amount shall be invoiced on a monthly basis. The initial fee is
based on the number of employees covered at the time of the contract agreement
and will be adjusted monthly in response to a decrease or increase in the number
of employees covered.
EXHIBIT
a ”An
4. TERM. This Agreement shall commence on December 1, 2001 and shall be for
a term of 12 months. This agreement may be renewed for four (4) additional
terms with the consent in writing of both parties. The rate charged by WAP, Inc.
will remain fixed at $1.63 per covered employee for the first thirty-six (36)
months of the agreement. Thereafter any fee increase requested shall be in
writing and agreed to in writing by the City. Notwithstanding anything to the
contrary contained herein, this Agreement may be terminated by either party
upon thirty (30) days written notice to the other party.
5. NON - APPROPRIATION. This Agreement is a commitment of the City's
current revenues only. It is understood and agreed the City shall have the right
to terminate this Agreement at the end of any City fiscal year if the governing
body of the City does not appropriate sufficient funds.
6. LOCATION. All initial training and consultation for City personnel shall take
place on premises provided by City. Evaluation and referral services with
respect to covered clients will be conducted at the closest proximity WAP, Inc.
office or at an agreed to alternative site accessible by the client and WAP, Inc.
staff.
7. AMENDMENTS. This Agreement may be amended at any time by mutual
agreement of the parties hereto, but any such amendment shall not be operative
or valid unless the same is reduced to writing, executed by the parties and
attached hereto.
8. NOTICES. Any notices required or permitted to be given hereunder shall be
mailed, postage prepaid, certified mail, return receipt requested, or delivered in
person to the parties at the following addresses:
Workers Assistance Program, Inc.
2525 Wallingwood Drive, Building 5
Austin, Texas 78746
Assistant City Manager
City of Round Rock
221 E. Main Street
Round Rock, Texas 78664
Other addresses may be designated by either party on written notice to the other
party. All communications, notices, or other written instruments shall be
deemed to have been delivered when actually delivered in person to the
respective party, or if mailed postage prepaid in accordance with this paragraph,
on the mailing date.
9. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement of
the parties relating to the matter discussed herein, and no prior,
contemporaneous or subsequent oral agreement, understanding, representations
or agreement shall be binding unless this agreement is amended in writing
pursuant to the terms of Paragraph 7, above.
10. APPLICABLE LAW. This agreement shall be governed by the laws of the
State of Texas. No rights, remedies, and warranties available to the City under
this agreement or by operation of law are waived or modified unless expressly
waived or, modified by the City in writing.
11. INDEMNIFICAITON. WAP, Inc. agrees to and shall indemnify, defend, and
hold harmless the City, its officers, agents, and employees, from and against any
and all claims, losses, damages, causes of action, suits, and liability of every kind,
including all expenses of litigation, court costs, and attorney's fees arising out of
or in connection with any act or omission, negligence, willful misconduct in the
performance of this Agreement done by WAP, Inc., its officers, agents,
employees, or subcontractors under this Agreement.
12. ASSIGNMENT. WAP, Inc.'s rights and duties awarded by this Agreement
may not be assigned to another without the written consent of the City and
signed by the City's authorized agent. Unless specifically stated to the contrary,
in any written consent to an assignment, no agreement will release or discharge
the assignor from any duty or responsibility under this Agreement.
EXECUTED day of December, 2001.
Workers Assistance Program, Inc.
By:
Terrence R. Cowan, Chief Executive Officer
ATTEST:
City of Round Rock
By:
Name, Title
Exhibit 1
The following service has been added to this contract at no additional cost:
LawAccess
This legal consultation service covers all 50 states, Canada and Puerto Rico. The
service includes a free online law library with many common legal documents
available such as bills -of -sale, free 30- minute consultation by phone or in person
with a licensed attorney for most legal issues including civil issues, consumer
issues, personal /family law, business legal issues, real estate and IRS matters.
(Labor relations issues are specifically excluded.) If after the free visit the
participant decides to go forward with a network attorney a 25% discount from
the standard fees will be applied. Free financial consultation with licensed CPAs
is also included for such issues as income tax preparation.
EAP Questions
& Answers
Q. How does the EAP work?
A. Call the toll free number (800.343.3822)
anytime, 24 hours a day, 365 days a year, to
speak to one of our professionals or to set an
appointment with an EAP counselor. During the
assessment, a licensed counselor
objective, appropriate solutions t
Q. Does the EAP cost':
A. There are never any charg
for EAP services. Assessment
intervention counseling, and sho
counseling are provided free of
any additional help which may
are usually based on what you c
some cases, may be covered by
other benefits.
Q. Is the EAP confide
A. Yes! Workers Assistance Pro
all applicable state and federal co
laws. We strictly protect the rig4
all employees and their family
Q. Whatiflhaveac
A. Licensed clinicians are avai
a day, 365 days a year to help w
crisis. Simply call your EAP,
immediately connected to a pro
can help.
411/■4
WAP
www.wa peap.com
"The EAP Specialists"
For further
information or
assistance
with a problem,
please call
Workers Assistance Program
Austin Area - 512.328.1144
Toll Free - 800.343.3822
Toll Free Teen Helpline
800.334. TEEN
(8336)
Telecommunication Device for the
800.448.1823
e handle life's stresses in a number of
ways, and usually we cope quite well.
Sometimes, however, things can get out of
hand and may disrupt our wa , our lives and
s-
the lives of thug around us,
Your Employees sistan P m (40}
is designed' to c jadeuiial�� Y deal
with life's stresses a tlzlery persohtff
problems'that candevelop fran.f
RELATIONSHIP PROBLEMS
One of the most common problems we can face
is difficulty communicating with those close to us.
This can be a break -down in the relationship
between parents and children, partners or any
other family members. Stress in a relationship
e most emotional problems we
e you feel "stuck" or otherwise
our EAP can provide confidential,
al help to rebuild a loving relationship.
RESSION OR ANXIETY
ds to the point that our emotions
d the problem continues
e may become fearful or
times both. When this happens,
needirofessional help to get back on
is available to help reduce the
sions that arise on and off the
ree and confidential.
CHILD AND ELDER CARE
Whether you are a single pnt,or both of you
work, child care can be an i.S,, en you are
trying to juggle career and r. ou may
need help locating quality e.y b o have
relocated, or you may' <'' a problem
rrent child care provider. Perhaps
advice about a stage o
you n
developmentrliat your child
EAP can provide help wrtn, 1 of these'issues.
Many adults today findthenfselves in the
position of providing care for or needing to
identify proper cator a parent or another elder:'
You may nett trtfinmation.# tt#inw to
approach ceatptcs
as movingtk.nik
EAP has th ianswgr
egal problemsi
members are
EAP can provide,
resources to addre
divorce or DWI, to a di
mortgage. Yopr call is free
Again,*
or family
FINANCIAL ISSUES
cal problems are often a cause of distress
in our lives. Your EAP can pr ort -term
counseling and referrals to fa experts
within your community. T unity
resources can help with debt, credit rating, and
udgeting problems, as well as many other types
financial difficulties.
A L AND
OTHE G PROBLEMS
The ongoing alcohol or other drugs
rescription and illicit drugs) often results in
, legal, financial, career an ..+.'tual
oholism and o ons
s family tlln family
ngly affecte� �`.ythe addiction
the signs of addiction are
ontrol, continued use
equences.
ne ques
et.
Professional help is a
s of problems throu
ith any questions.
at you or some
th alcohol or any othe
es alcohol (or
you name the
or those around
," confidential,
u and y
ur EAP. You
OTHE BLEMS
or many other
EAP. Give us a
DATE: December 14, 2001
SUBJECT: City Council Meeting — December 20, 2001
ITEM: 10.A.1. Consider a resolution authorizing the Mayor to execute an Agreement
with the Workers Assistance Program, Inc. for the development of
employee assistance program policies and procedures.
Resource: Teresa Bledsoe, Human Resources Director
History: This will be our first official Employee Assistance Program. The EAP will
provide confidential and voluntary assistance to all employees and their family
members who may be faced with dynamic challenges of financial concerns, legal
issues, alcohol or drug problems, marital problems, illness, etc.
EAP services encourages employees to seek help for problems such as depression,
relationship issues, substance abuse problems, legal problems, financial problems
and child and elder care. The services provide supervisors with consultation
training, and win -win processes to deal with difficult or problem employees. The
professional resource increases the opportunity for an employee to maintain
confidentially and frees supervisors and managers to attend to other business
issues.
Funding:
Cost: Not to exceed $15,000 ($1.63 per eligible employee per month)
Source of funds: General Fund, Human Resources
Outside Resources: N/A
Impact: Provide a reasonably safe and healthful environment for employees and the public.
Benefit: Utilizing EAP service would help reduce the utilization of the health cost.
Public Comment: N/A
Sponsor: N/A
CITY OF ROUND ROCK, TEXAS
AGREEMENT FOR PROFESSIONAL SERVICES
WITH WORKERS ASSISTANCE PROGRAM (WAP)
Agreement
THIS AGREEMENT is made and entered into by and between the Workers
Assistance Program, Inc. (WAP, Inc.) and the City of Round Rock, Texas, a
Texas Home Rule Municipal Corporation (CITY) and is as follows:
1. SERVICES TO BE PERFORMED BY WAP, Inc. Subject to the terms and
conditions described herein, WAP, Inc. will provide consultation and technical
assistance for the development of employee assistance program policies and
procedures, sessions of employee assistance program (EAP) training for the
supervisory staff of the City which shall focus on orientation to the EAP and
procedures for intervention and referral of troubled employees. WAP, Inc. will
provide materials for staff orientation. WAP, Inc. will provide assessment &
referral services to City of Round Rock employees and their immediate family
members, former City employees (up to six (6) months), and City retirees ,
hereinafter, collectively referred to as "Covered Clients." After assessment is
made of the covered client within one (1) to six (6) sessions and if further care is
indicated, WAP, Inc. will refer the client to the treatment resource WAP, Inc.
considers appropriate, including but not limited to financial and legal advisors,
physicians, psychologists, public and private agencies, and in- and out - patient
treatment facilities for chemical dependency within the financial means of the
client. WAP, Inc. will provide appropriate follow -up and statistical reporting on
a regular basis to City management subject, however, to the restrictions under
applicable laws and regulations relating to client confidentiality and privacy.
Please see Exhibit 1 for additional services which are included in this agreement.
2. SCOPE OF SERVICES. WAP, Inc. agrees to perform the services outlined in
paragraph 1, above, and described in greater detail in Exhibit 2, the Proposal for
An Employee Assistance Program, which is incorporated fully herein, in a
professional manner and in compliance with applicable City ordinances and
State and Federal laws.
ORIGINAL
3. FEES. Payment shall be made by City to WAP, Inc. in the form of a fee for all
services in the amount of $1.63 per employee per month covered under the
contract. This amount shall be invoiced on a monthly basis. The initial fee is
based on the number of employees covered at the time of the contract agreement
and will be adjusted monthly in response to a decrease or increase in the number
of employees covered.
4. TERM. This Agreement shall commence on December 1, 2001 and shall be for
a term of 12 months. This agreement may be renewed for four (4) additional
terms with the consent in writing of both parties. The rate charged by WAP, Inc.
will remain fixed at $1.63 per covered employee for the first thirty-six (36)
months of the agreement. Thereafter any fee increase requested shall be in
writing and agreed to in writing by the City. Notwithstanding anything to the
contrary contained herein, this Agreement may be terminated by either party
upon thirty (30) days written notice to the other party.
5. NON - APPROPRIATION. This Agreement is a commitment of the City's
current revenues only. It is understood and agreed the City shall have the right
to terminate this Agreement at the end of any City fiscal year if the governing
body of the City does not appropriate sufficient funds.
6. LOCATION. All initial training and consultation for City personnel shall take
place on premises provided by City. Evaluation and referral services with
respect to covered clients will be conducted at the closest proximity WAP, Inc.
office or at an agreed to alternative site accessible by the client and WAP, Inc.
staff.
7. AMENDMENTS. This Agreement may be amended at any time by mutual
agreement of the parties hereto, but any such amendment shall not be operative
or valid unless the same is reduced to writing, executed by the parties and
attached hereto.
8. NOTICES. Any notices required or permitted to be given hereunder shall be
mailed, postage prepaid, certified mail, return receipt requested, or delivered in
person to the parties at the following addresses:
Workers Assistance Program, Inc.
2525 Wallingwood Drive, Building 5
Austin, Texas 78746
Assistant City Manager
City of Round Rock
221 E. Main Street
Round Rock, Texas 78664
Other addresses may be designated by either party on written notice to the other
party. All communications, notices, or other written instruments shall be
deemed to have been delivered when actually delivered in person to the
respective party, or if mailed postage prepaid in accordance with this paragraph,
on the mailing date.
9. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement of
the parties relating to the matter discussed herein, and no prior,
contemporaneous or subsequent oral agreement, understanding, representations
or agreement shall be binding unless this agreement is amended in writing
pursuant to the terms of Paragraph 7, above.
10. APPLICABLE LAW. This agreement shall be governed by the laws of the
State of Texas. No rights, remedies, and warranties available to the City under
this agreement or by operation of law are waived or modified unless expressly
waived or, modified by the City in writing.
11. INDEMNIFICAITON. WAP, Inc. agrees to and shall indemnify, defend, and
hold harmless the City, its officers, agents, and employees, from and against any
and all claims, losses, damages, causes of action, suits, and liability of every kind,
including all expenses of litigation, court costs, and attorney's fees arising out of
or in connection with any act or omission, negligence, willful misconduct in the
performance of this Agreement done by WAP, Inc., its officers, agents,
employees, or subcontractors under this Agreement.
12. ASSIGNMENT. WAP, Inc.'s rights and duties awarded by this Agreement
may not be assigned to another without the written consent of the City and
signed by the City's authorized agent. Unless specifically stated to the contrary,
in any written consent to an assignment, no agreement will release or discharge
the assignor from any duty or responsibility under this Agreement.
EXECUTED Of day of December, 2001.
Workers Assistance Program, Inc.
By:
Terrence R. Cowan, Chief Executive Officer
.naktfil.
617 SEG/WI y
11/12/2002 13:07 5123283129 WAP
NOU -07 -2002 15:28 CITY OF ROUND ROCK
9. ENTIRE AGREEMENT. This Agreement constitutes the entire agreement of
the parties relating to the matter discussed herein, and no prior,
contemporaneous or subsequent oral agreement, understanding, representations
or agreement shall be binding unless this agreement is amended in writing
pursuant to the terms of Paragraph 7, above.
10. APPLICABLE LAW. This agreement shall be governed by the laws of the
State of Texas. No rights, remedies, and warranties available to the City under
this agreement or by operation of law axe waived or modified unless expressly
waived or, modified by the City in writing.
11. INDEMNIFi
[A1TON. WAP, Inc. agrees to and shall indemnify, defend, and
hold harmless the City, its officers, agents, and employees, from and against any
and all claims, losses, damages, causes of action, suits, and liability of every kind,
including all expenses of litigation, court costs, and attorney's fees arising out of
or in connection with any act or omission, negligence, willful misconduct in the
performance of this Agreement done by WAP. Inc., lts officers, agents,
employees, or subcontractors under this Agreement.
12. ASSIGNMENT. WAP, Inc.'s rights and duties awarded by this Agreement
may not be assigned to another without the written consent of the City and
signed by the City's authorized agent. Unless specifically stated to the contrary,
in any written consent to an assignment, no agreement will release or discharge
the assignor from any duty or responsibility under this Agreement.
EXECUTED d O day of December, 2001.
Workers As am, Inc.
NOU -12 -2002 12:22
Ci
By:
Name, isle
ecutive Officer
Ci ry 66c+eE771RY
5123283129
98%
PAGE 82
5122187097 P.04'55
P.02
Exhibit 1
The following service has been added to this contract at no additional cost:
LawAccess
This legal consultation service covers all 50 states, Canada and Puerto Rico. The
service includes a free online law library with many common legal documents
available such as bills -of -sale, free 30- minute consultation by phone or in person
with a licensed attorney for most legal issues including civil issues, consumer
issues, personal /family law, business legal issues, real estate and IRS matters.
(Labor relations issues are specifically excluded.) If after the free visit the
participant decides to go forward with a network attorney a 25% discount from
the standard fees will be applied. Free financial consultation with licensed CPAs
is also included for such issues as income tax preparation.
* * * ** * * * * * * * * ** -COMM. JOURNAL- * * * * * * * * * * * * * * * * * ** DATE NOV -07 -2002 * * * ** TIME 15:29 * ** P.01
MODE = MEMORY TRANSMISSION
FILE NO.= 044
STN NO. COM ABBR NO. STATION NAME /TEL.NO. PAGES DURATION
001 OK s 93287384 005/005 00
-CITY OF ROUND ROCK
***** * * * * * * * * * * * ** * * * * * * * * * * * * * * * * ** - 5122187097
II - '7 -
FAR COVER SHEET
DATE:
�� ATTENTION: / y{ ,�,,
ev'_`-�li
- e )
. �a s- 738 �
FAX N:
TOTAL PAGES (INCLUDING COVER SHEET):
FROM: Christine Martinez
DEPARTMENT: Administration
START= NOV -07 15:27 END= NOU -07 15:29
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY
- * * * ** - 5122187097 * * * * * * * **
5
PHONE: 218 -5404
COMMENTS:'
( JN- / V a / ' / 4
,2 2 4 A
1 j
y .■
N 1. � i9 • 1 (.9" -A .197 •
1 ••_ + A11. +i ♦. WJL ._III • . ••
— 0l— /e— a0 = /OW/ .
Please call if you do not receive all the pages. City of Round Rock - Administration
Phone: (512) 218 -5401 Fax: (512) 218 -7097
11/12/2002 13:07 5123283129
WAP
Workers Assistance Program, Inc.
To:
1 C.hr;s+ine rnartne
Company /Organization : • - City of Round Rocr.
Fax Number :
From :
Date :
Materials Sent :
NOU -12 -2002 12:21
215 - - 3-0q}
1
1 Laurol Lyons
1 1 1 / 1 2 7 o 2
coma 54 G'c4
Comments :
0/1 6 a 7`
WAP
FAX
Number of Pages Sent:
( Including cover sheet )
2
Notice: The information contained in this fax is confidential and intesed only forth i di A ual or to which it is
addressed. It may contain Information that is privileged, confidential, and exempt from disclosure under the law. hf the
reader of this message is not the intended recipient, or the employee or agency responsibe fodeliveri mthe esnageto
the intended recipient, you are hereby notified that any dissemination, distribution or copying f
herein is strictly prohibited. If you have received this transmission in error, please notify us immediately by telephone and
return the message to the address below. You will be reimbursed for the postage.
2525 Wallingwood Dr., Bldg. 5 Austin, TX 78746 -6900
Telephone Number : (512) 328 -1144 WAP Fax Number: (512) 328 - 3129
5123283129
98%
HAUL 01
P. 01