City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council approve an amendment to an existing
professional services agreement with Cedars-Sinai Medical Center’s Work ‘n Life
Matters, to continue providing an Employee Assistance Program (EAP) to Culver
City employees.
BACKGROUND:
On December 3, 2007, the City Council approved a two-year professional services
agreement with Cedars Sinai Medical Center Work ‘n Life Matters to provide an EAP
to all Culver City employees and their immediate family members. The professional
relationship with Work ‘n Life Matters began in 2001; subsequent contract renewals
have resulted in the establishment of a positive and trusted partnership while
maintaining continuity of these sensitive services for employees.
Staff recommends that the City Council approve an amendment to the existing
agreement with our current EAP provider.
DISCUSSION:
Services Provided
Work ‘n Life Matters provides support, resources and education in a variety of areas
including, but not limited to:
Meeting Date: 02/01/10 Item Number: C-4
AGENDA ITEM: Approval of an Amendment to an Existing Professional Services
Agreement with Cedars-Sinai Medical Center, Work ‘n Life Matters, to Continue
Providing an Employee Assistance Program to Culver City Employees
Contact Person/Dept.: Linda Coll Phone Number: 310-253-5645
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (E-Mail) Meetings and Agendas – City Council (01/27/10)
Department Approval:
Serena Wright (01/26/2010)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/27/10)
Chief Financial Officer Approval:
Mark Scott (by M. Noller) (01/27/10)
City Manager Approval:
Mark Scott (01/27/10) City of Culver City, California
City Council Agenda Item Report
Personal Issues
• Family Relationships
• Work Relationships
• Substance Abuse
• Legal & Financial Problems
• Grief Counseling
• Relocation Assistance
Aging Parents
• Housing Concerns
• Caregiver Burnout
• Long Distance Caregiving
• Transportation Services
• Education & Support
• Eldercare Resources
Stress
• Time Management
• Health Resources
• Child Care Referrals
• Parenting Problems
• Life Goals
In addition, Work ‘n Life Matters provides services on an as needed basis to the City
ranging from Staff/Management Development to one-on-one Critical Incident
Management/Trauma Response.
Work ‘n Life Matters has collaborated with City Management in response to specific
organizational needs with the goal of improving departmental communication and
public service. Items addressed include:
• Management leadership;
• Assistance to various staff in order to strengthen and enhance working
relationships;
• Development of collaborative approaches to problem solving; and
• Customized professional training programs
Renegotiated Fee Structure 12/1/09 through 11/31/10
Work ‘n Life Matters is keenly aware of the significant budget constraints currently
facing the City and the responsibility to prudently allocate limited resources. In
response to the current economic constraints, and to ensure continuity of services to
employees and their families during this difficult time, Work ‘n Life Matters agreed to
an approximate 50% rate reduction. The reduced rate will be in effect December 1,
2009 through November 31, 2010, at which time it will be reevaluated.
Proposed Rate
12/1/09 – 11/31/09
Contracted Rate
2008 - 2009
Monthly Rate per Employee: $1.49 $2.91
Number of Employees: 781 781
Monthly Cost: $1,164 $2,273
Annual Cost: $13,964 $27,276
Projected Savings: $13,312 City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
Sufficient funds are available in the adopted Human Resources Department budget
(10122100) for FY 2009-2010. Funds may need to be requested for FY 2010-2011
to satisfy the remainder of the contract that occurs in that fiscal year. This will be
addressed during the upcoming budget process.
ATTACHMENTS:
1. Proposed Work ‘n Life Matters Scope of Work and Fee Schedule
MOTION:
That the City Council:
1. Approve an amendment to the existing professional services contract with
Cedars-Sinai Medical Center, Work ‘n Life Matters, to continue providing an
Employee Assistance Program to Culver City Employees, effective December 1,
2009 through November 30, 2010 in an amount not-to-exceed $14,000; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 02/01/10
AGENDA ITEM: Approval of an Amendment to an Existing Professional
Services Agreement with Cedars-Sinai Medical Center,
Work 'n Life Matters, to Continue Providing an
Employee Assistance Program to Culver City
Employees
ATTACHMENT
Pages|1010| Proposed Work 'n Life Matters Scope of Work and Fee 1 —6
ScheduleIC62
CEDARS-SINAI HEALTH SYSTEM.
WORK 'N LIFE MATTERS TM
• SCOPE OF WORK AND FEE SCHEDULE
Amendment - December 1, 2009 through November 31, 2010
PREPARED FOR
CITY OF CULVER CITY
SUBMITTED BY
CEDARS-SINAI HEALTH SYSTEM
WORK gN LIFE MATTERSCedars-Sinai Health System (CSHS) is 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/EAR is a highly valued, robust program that serves an employee
population of 15,000 employees and their immediate family members or significant
others in the greater Los Angeles community. Established as an EAR in 1984, it
evolved quickly into an integrated EAR and Work/Life program which includes a
monthly newsletter, personalized child care resource and referral, parenting
consultations, resources and newsletter, a maternity registry, career counseling,
relocation resources, collaborations with an external senior care organization for elder
care resources, work relationship consulting and interventions, safety and threat
assessment resources, and critical incident stress management. 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
Career Management and Development
Healthy Integration of Work & Personal Life
Return to Work Consultations & Support
Work Group Interventions
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
Bereavement
Maternity Registry/Child Care Needs
Elder Care Concerns & Resources
Relationship struggles
Domestic & Elder Abuse
Parenting Tools & Tips
Relocation Resources
Monthly Newsletter
(A)
Cedars-Sinai Health System
Work 'n Life MattersExpert assessment, follow-up and monitoring as required, are core elements of the
program. Referrals are made keeping in mind the individual's insurance coverage
and/or 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
• 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. 3rd
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.
CONFIDENTIALITY
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.
Cedars-Sinai Health System
Work 'n Life MattersAMENDED FEE SCHEDULE 12/1/09 through 11131/10
Work 'n Life Matters' commitment to the City of Culver City remains strong. As a
result, during a time of budget constraints, we have adjusted the costs of the
services downward. The rate per employee per month has been reduced in
acknowledgement of the very real need of the City to be the responsible steward of
limited resources. This amendment applies for twelve months. The budget will be re-
evaluated at the end of that timeframe and appropriate adjustments made in
consultation with Human Resources.
Below is a summary of the services, fees and billing agreements:
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
• attendance at Benefits Fair
• One management orientation
FEE SCHEDULE
Amended annual
rate 12/1/09
through 11/31/09
Previous
Contracted
Annual Rate
2008/2009
Monthly rate per
employee
Headcount
Monthly Amended
Rate (1.49 x 781)
Annual Rate
Two workshops! year
Critical Incident Stress
Management
Response
Safety/threat assessment
$ 1.49
$ 2.91
781
781
$ 1,163.69
2,272.71
$13,964.28
$29,545.22
$250 per workshop Included in fee
At hourly
At hourly
provider rate
provider rate
At hourly
provider rate
Cedars-Sinai Health System
Work n Life MattersCedars-Sinai Health System
Work 'n Life Matters
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.