City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an extension of the contract with
Cedars-Sinai Medical Center’s Work ‘n Life Matters to continue providing an
Employee Assistance Program (EAP) to Culver City employees.
BACKGROUND:
On November 12, 2001, the City Council approved a contract, renewable annually,
with Cedars Sinai Medical Center Work ‘n Life Matters to provide an EAP to all
Culver City employees. On September 13, 2004, the City Council approved a two-
year extension of the contract through September 30, 2006.
Staff is currently recommending that the City Council extend the contract for one
year effective October 1, 2006 through September 30, 2007. Attached is the Scope
of Work and Fee Schedule from Work ‘n Life Matters which includes a summary of
services provided to Culver City from October 1, 2001 through September 6, 2006.
DISCUSSION:
Staff contacted two (2) Culver City providers of health services, Didi Hirsch
Community Mental Health Center and Brotman Hospital, however, neither
organization is currently offering an EAP.
Due to the sensitive nature of EAP services, staff is recommending that the City
extend the current contract with Work ‘n Life Matters. A positive, trusting
relationship has been established between Work ‘n Life Matters, the City and the
Meeting Date: 11/13/06 Item Number: C-4
AGENDA ITEM: Approval of Contract Extension with Cedars-Sinai Medical
Center, Work ‘n Life Matters to Continue Providing an Employee Assistance
Program to Culver City Employees.
Contact Person/Dept.: Mary Ortiz Phone Number: 310-253-5640
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Cedars-Sinai Medical Center, Work ‘n Life Matters via email, and
Master Notification List on November 8, 2006
Department Approval:
Serena Wright (11/06/2006)
City Manager Approval:
Jerry B. Fulwood (11/08/2006)
City Controller Approval:
Marlee Chang (11/07/2006)City of Culver City, California
City Council Agenda Item Report
City’s employees, and extension of the contract will ensure a continuity of services.
In addition to individual services provided to employees and their families, Work ‘n
Life Matters provides services to the City ranging from Staff/Management
Development to one-on-one Critical Incident Management/Trauma Response.
Over the years, the City has developed a strong partnership with Work ‘n Life
Matters and programs have been developed to address the specific needs of various
City departments. For example:
City management has been collaborating with Work ‘n Life Matters specialists to
develop training specifically targeting change management. The goal is to
increase the understanding of how changes in leadership may impact individual
employees and/or existing teams, and to assist management in the creation of
strategies for helping their employees deal with change.
A Team Building program is currently underway with the goal of improving
employee morale, instilling trust and respect, and providing assistance with
conflict resolution between management, supervisors and their subordinate staff.
The program is in its initial stages but has already experienced significant
participation and positive responses from management and employees involved.
In addition, Work ‘n Life Matters has agreed to keep the cost per employee level with
no increase proposed in the attached Scope of Work and Fee Schedule. Staff
recommends, and believes it to be in the best interest of the City and employees,
that the Work ‘n Life Matters contract be extended for one (1) additional year in order
to avoid a disruption of sensitive EAP services at a cost equal to the current
contract
FISCAL ANALYSIS:
Work ‘n Life Matters has agreed to keep the cost per employee at the current
contract rate of $2.50 per employee per month. In FY 2004-05 and FY 2005-06, the
City spent $24,990 and $25,013, respectively, on EAP services. Sufficient funds are
available in the adopted Personnel Department budget for FY 2006-07.
ATTACHMENTS:
1. Scope of Work and Fee Schedule Effective 10/01/06City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
1. Approve an extension of the contract with Cedars-Sinai Medical Center, Work ‘n
Life Matters, to continue providing an Employee Assistance Program to Culver
City Employees, effective October 1, 2006 through September 30, 2007; and
2. Authorize the City Attorney to prepare the proper documents and authorize the
City Manager to execute the Agreement on behalf of the City.
11/13/06
Consideration of approval of an Extension of a contract with
Cedars-Sinai Medical Center, Work 'n Life Matters, to
Continue Providing an Employee Assistance Program to
Culver City Employees.
MEETING DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| Scope of Work and Fee Schedule Effective 10/01/06
1-7Os)
CEDARS-SINAI HEALTH SYSTEM.
WORK IV LIFE MATTERS TM
SCOPE OF WORK AND FEE SCHEDULE
PREPARED FOR
CITY OF CULVER CITY
SUBMITTED BY
CEDARS-SINAI HEALTH SYSTEM
WORK `IV LIFE MATTERS
October 9, 2006Cedars-Sinai Medical Center (CSMC) was formed in 1961 with the merger of
Cedars of Lebanon and Mount Sinai Hospitals, whose predecessor organizations
were founded in 1902 and 1918 respectively. It has evolved to become one of
the largest not-for-profit academic medical centers in the western United States
with an international reputation for excellence in patient care, education,
research and community service.
As part of its mission, CSHS has a longstanding commitment to community
service. The same passion for quality patient care and dedication to patient
satisfaction that are the cornerstones of CSMC are also the cornerstones of the
Work 'n Life Matters services. The quality is reflected in high user satisfaction
scores and excellent intervention outcomes.
Work 'n Life Matters/EAP (WnLM)
Work 'n Life Matters/EAP is a highly valued, robust program that serves an
employee population of 17,000 employees and their immediate family members
or significant others in the greater Los Angeles community. Established as an
EAP in 1984, it evolved quickly into an integrated EAP and Work/Life program
which includes personalized child care resource and referral, parenting
consultations and resources, a maternity registry, career counseling, relocation
resources, collaborations with an external senior care organization for elder care
resources, work relationship consulting and interventions, and much more. The
EAP created and manages the Critical Incident Stress Management Team that
utilizes mental health personnel to respond to events that have been particularly
distressing to staff. An example of such an event might be the unanticipated
death or injury of a co-worker. Work 'n Life Matters participates as a partner in
supporting the City's key administrative and staffing goals, including those of
retaining and supporting highly productive and valued employees, enhancing
morale, and working to resolve work group tensions when they arise.
Cedars-Sinai Medical Center Work 'n Life Matters specialists offer expert
professional assistance for a broad range of work and personal problems,
including but not limited to:
Performance Management
Burnout and work load
Consultation & monitoring of Last
Chance/Return to Work agreements
Diversity issues
Change management
Job loss
Morale issues
Impulse control, anger management
Cedars-Sinai Medical Center
Work 'n Life Matters
Personal Challenges
Stress and health problems
Alcoholism and drug abuse
Eating disorders, gambling,
computer, sexual addictions
Anxiety, depression, phobias
Crisis intervention; critical
incident stress management
BereavementCareer Management and Development
Healthy Integration of Work & Personal Life
Return to Work Consultations & Support
Work Group Interventions
Maternity RegisttylChild Care Needs
Elder Care Concerns & Resources
Relationship struggles
Domestic & Elder Abuse
Parenting Tools & Tips
Relocation Resources
Monthly Newsletter
(asterisks indicate new resources and services added at no charge since
last agreement renewal)
Expert assessment, follow-up and monitoring as required, are core elements of the
program. Referrals are made keeping in mind the individual's insurance coverage,
ability to pay, along with the availability of community resources and the employee's
specific needs.
OVERVIEW
Our focus is on prevention, early intervention and the development of personal
resilience. Work 'n Life Matters provides comprehensive assessment, referral, time
efficient problem-solving, effective conflict management, crisis intervention, and
follow-up by telephone or face to face. Clients with recurring or chronic problems
are often offered follow-up sessions and support to meet the challenges of:
managing stress, coping with change, coping with treatment or recovery, and
integrating work and family issues. This model includes, at a minimum, incorporation
into existing corrective action procedures, fitness for duty, prevention of violence in
the workplace, and return to work policies.
Knox-Keene Status
Cedars-Sinai has a State of California Department of Corporations Knox Keene
waiver. The Knox Keene Act distinguishes between HMOs engaged in therapeutic
interventions and organizations such as ours that offer core EAP services including
assessment and referral. When employees require on-going care, it is in their best
interests to be linked with an appropriate resource as promptly as possible.
CORE SERVICES
PROGRAM PROMOTION
We will continue to consult with Human Resources to determine what information
vehicles may be most suitable for disseminating information to employees.
Typically, Work 'n Life Matters provides the following:
• Guidance to management on how introduce the services to employees
• A reminder letter sent every few years from the City Manager legitimating
Work 'n Life Matters and describing the benefits to employees and their
family members
Cedars-Sinai Medical Center
Work 'n Life Matters
.3• Informational brochures
• Monthly newsletter on a variety of topics including relationship challenges,
stress and burnout, anxiety and depression, alcohol and drugs, parenting
tips, and others
• Eye catching and informative posters on a variety of topics
• Participation at Health & Benefit Fairs.
MANAGEMENT DEVELOPMENT AND ORIENTATION
Manager skill building in identifying and referring troubled employees is encouraged
and is offered in modules designed to suit the City's needs. These sessions are
designed to:
• Remind and/or acquaint managers with the basics of the services
provided - how the program works, and why it supports them in doing their
jobs more effectively
• Provide managers with the tools to effectively use Work 'n Life Matters
services
MANAGEMENT AND HUMAN RESOURCES CONSULTATION
Anyone in a management position and the City's Human Resource professionals
can receive expert consultation by calling the office directly. Consultations are
encouraged and are available during normal business hours for such issues as:
• Conflict, stress or crisis in the workplace
• Fitness for duty; last chance agreements; return to work consults
• Troubled or disruptive employee behaviors
• ADA, sexual harassment, complex diversity issues; leaves of absence,
FMLA
• Strategies for referring troubled employees
• Managing troubled work groups; concerns with morale
• Addressing performance problems when personal problems are
suspected
Utilization reports describing client characteristics, assessed problems, client case
activity, management consultations and organizational activities are provided
quarterly. Information is aggregated so that an individual's identity is never revealed.
EAP SERVICES and LOCATIONS
For employees who are contending with personal problems, it is a relief for them to
know that they will be assured of confidential, professional consultation, time
efficient, focused problem solving, well-matched referrals and follow-up support
including a 24 hour toll-free crisis line. The office of Work 'n Life Matters is located
in a professional suite adjacent to Cedars-Sinai Medical Center at 8631 W. 3'
Street, Suite 535E. Parking is validated.
Hours are flexible and designed to meet the needs of the busy employee and family
member. The Work 'n Life Matters suite is accessible for physically challenged
clients.
Cedars-Sinai Medical Center
Work 'n Life Matters
AtCONFIDENTIALITY
The Cedars-Sinai Work 'n Life Matters Specialists recognize that confidentiality is
the cornerstone of a successful program and must be carefully protected. No
confidential information relating to a client will be disclosed outside of the service,
except as requested by a client or required by law.
Summary of Services Provided from October 2001 through September
2006
Number of employees who accessed services
Number of family members who accessed services
61|1010|Occupation of Employees who accessed services
Manager 13
Professional 6
Technical 4
Office/clerical 15
Craft Workers/Machine/Transport Operator 14
Laborer 1
Service Worker 7
Other Occupation 1
Primary Assessed Presenting Problem
Drug/Alcohol Abuse 2
Family/Marital/Relationship Problems 24
Psychological/Emotional Problems 10
Work-Related Concerns 18
Financial/Legal Concerns 7
Severity of Issues — Most are Moderate to Severe
Challenge — To receive referrals in early stages of distress
Number of Services Provided to the Clients 195
Number of Services Provided to the Organization 200
Staff/Management Development Sessions 17
Management Consultations 15
HR Consultations 31
CISM/Trauma Response (one on one) 12
Newsletters/Promotional Activities (including
Health Fair participation) 95
Summary of organizational interventions:
Over the last four years, WnLM specialists have worked with several different
departments and the City management with the objectives of building trust,
improving communication and problem solving skills and offering these selected
Cedars-Sinai Medical Center
Work 'n Life Mattersdepartments the opportunity to dialogue and interact in a direct and forthright
manner.
Through these interventions, WnLM has been effective in raising awareness that
making a commitment to change is an essential component of improving workgroup
relationships and creating a committed, engaged, productive workforce.
Three departments were provided with training programs dealing with change
management and how to cope with change at work, including helping supervisors
deal with resistant staff. The objectives were to increase understanding of how
change impacts employees and teams and help supervisors create strategies for
helping employees deal with change.
Other interventions included, in two respective departments, conflict
resolution/mediation sessions between a staff member and a supervisor, and
between a manager and director.
Long term outcomes of these programs are hard to determine although follow up
shortly after the delivery indicated that staff were happy with the information they
gained and found it useful in their jobs. Since some programs and people
'overlapped', the specialist was able to inquire as to the benefits of those people
seen in multiple programs. They believed that continuing the efforts of these kinds of
interventions beyond the initial program was important in order for the culture to
adapt and change to the needs and demand of the city government.
Building Loyalty and Healthy Integration of Work and Personal Life are two new
seminars that are relevant to the organization and employee needs. We welcome
the opportunity to continue to offer more management consultations and support
employees at all levels of the organization.
Cedars-Sinai Medical Center
Work 'n Life MattersFEES, SERVICES AND BILLING SCHEDULE
CORE SERVICES CAPITATED
• 1-3 face to face or telephone assessment sessions
• focused, time efficient problem solving
• follow up as appropriate
• crisis intervention for personal issues
• dependent (child/elder) care resource/referral
• career consultation
• relocation expertise
• unlimited consultations to management and HR
• promotional items and publicity
FEE SCHEDULE
10/01/06 — 10/01/07 $2.50/employee/month
At any time, the City may add any or all services as follows. Fees will be quoted at
time of request and are dependant on scope and nature of the request.
• Critical Incident Stress Management (CISM) response to events that are
particularly distressing to employees (e.g., death or serious injury of an
employee; line of duty death; safety or security/assault of employee, etc.)
• Consultation by Work 'n Life Matters' consulting psychologist regarding safety
concerns related to violence prevention in the workplace
• Workshops, retreats, and workgroup interventions to strengthen relationships
and build staff loyalty and commitment
BILLING SCHEDULE
Capitated billing occurs at the beginning of each quarter and is based on the number
of employees on the payroll two weeks prior to the start of the quarter. Fee for
service billings occur at the end of the month in which the service was provided.
Performance of any requested service will commence with verbal direction, to be
followed by a written communication within two working days.
Cedars-Sinai Medical Center
Work 'n Life Matters