Unified Personnel Policy Committee August 26, 2008
Members Present		Others Present
Grace Hutchinson Jeanne Hubbard Clyde E. Brown Eleanor Riss Paula Sample Sims Minnie McCray Debbie Stamson Mark Luttrell Mike Lewis Dewun Settle Paul Matilla Betty Loveless Members Absent		Chris Packard Brenda Greene Lee Wessels Paula Lewis Jim Martin Mike Swift Cindy Donaldson Shasta Sharp
James Bostick
Ms. Grace Hutchinson, Chairman, called the meeting to order.   Motion was made to approve the minutes of May 15, 2007 by Minnie McCray.  Seconded by Jeanne Hubbard.  Motion carried.     Presentation of Service Provision Options for EAP Services - Jim Martin   The County is in the middle of a fiscal crisis, and therefore the County Commission has asked the Mayor to shrink the size of County Government or face a massive tax increase.  Over the years, the cuts have been from the operating maintenance budget, and there is not much left to cut.  The Employee Assistance Program (EAP) is one area that is being evaluated for the potential of cost savings by engaging an external provider for this service.  The current EAP programs is staffed and operated by County employees.   A request for proposal (RFP) was sent out to see if it was possible to outsource these services and save the County money.  Five responses were received - three from national companies and two from local companies.   The national companies did not provide a local office or a full service office that provided the same service we currently provide.   It was concluded that the two local companies (Baptist & Methodist) can provide the same type of service that we are currently providing but at a reduced cost.  The initial savings to the County would be approximately $90,000.  The amount of savings would grow from year to year.   One of the largest clients that EAP provides service to are the County School Board employees.  If we were to outsource, the County School Board could also outsource with County Government's bid price and also realize an initial savings of $30,000 - $40,000.  All clients serviced by the internal EAP are aware of County's bid process.   There is an advantage in choosing an external EAP, mainly because some employees do not feel comfortable going to an internal EAP because of perceptions that their access to EAP services will not be totally confidential.  This is not the case, but perception does create a barrier for some employees who would otherwise seek these services when warranted privacy.  Although privacy is not an issue with our internal EAP, the issue is perception in the minds of some employees.   Currently in the County EAP department there are six employees and one vacant position.  If EAP is outsourced, the County is prepared to offer jobs within County Government to all six employees with their current pay and benefits.   Chris Packard, EAP department manager, explained that the employees of EAP have the knowledge and experience of the County, the County's culture, County policies, County resources and the interest in County employees.  Mr. Packard further explained that the internal EAP not only provide services to the County School Board, but also to the Med, the City of Millington, the City of Bartlett and the Town of Collierville.  These entities offset some of the EAP's operating cost with their revenue.   After much discussion, motion was made by Mark Luttrell to recommend to the County Commission to outsource the County's Employee Assistance Program.  Seconded by Jeanne Hubbard.  Motion passed. (Six - yes, four - no and two -passes).      Alternative Work Schedule - Mike Lewis   About 1 and 1/2 months ago, the County Commission approved by resolution an Alternative Work Schedule policy.  The purpose of the policy is for various departments of County to explore the possibility of a 4-day work week.  A review process has been established to ensure compliance with the Fair Labor Standards Act (FLSA) and County policies.   Various departments and areas have proposed work schedules depending on the nature of their particular operations, and about 10-12 departments have been reviewed.  Most of these departments have been approved as they were received.   Other departments have chosen a trial work schedule to make sure they can continue the work schedule without a negative impact on service delivery to the public or the County.   FLEX Leave - Mike Lewis    Human Resources has received hundreds of responses, suggestions and recommendations regarding FLEX leave from employees.  HR has received numerous suggestions on how to improve the model policy, and a revised model will be presented to the Elected Officials, Board and again to the employees prior to submitting it to the Commission.     Adjournment   Motion was made to adjourn by Paul Mattila.  Seconded by Dewun Settle.  Meeting adjourned.   Respectfully submitted,       __________________________________ Shasta L. Sharp, Committee Recorder September 30, 2008