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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 18, 2018 <br />TITLE: <br />EXECUTE AN AGREEMENT WITH BASIC <br />HR SERVICES FOR ADMINISTRATION <br />AND TRACKING SERVICES OF <br />EMPLOYEE LEAVES OF ABSENCE AND A <br />BUSINESS ASSOCIATE AGREEMENT <br />(STRATEGIC PLAN NO. 7,5A) <br />Y MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />r_\:7C 100A ; <br />❑ As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 18' Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />1. Authorize the City Manager and Clerk of the Council to execute an agreement with <br />BASIC HR Services for an annual reoccurring amount of $16,660 for Family Medical and <br />Leave Act "FMLA" Administration and other qualified leaves under Federal and State Law <br />and Tracking Services of these leaves and other employee leaves of absence, for three <br />(3) years for the period of September 1, 2018 through August 31, 2021 and with two (2) <br />one year renewals of $17,500 each additional year, not to exceed $85,000 over a five (5) <br />year period. Subject to non -substantive changes approved by the City Manager and City <br />Attorney; and <br />2. Authorize the City Manager and Clerk of Council to execute a business associate <br />agreement with BASIC to supplement the BASIC "FMLA" Administration agreement and <br />outline each party's privacy rights and obligations under the BASIC agreement. <br />DISCUSSION <br />In alignment with the City Strategic Plan, which promotes innovation and efficiency, staff <br />recommends adopting an agreement with BASIC; in order to provide a FMLA administration and <br />tracking services for employee's leave of absence. The agreement will help automate business <br />processes for greater efficiency, process improvement and compliance with the Department of <br />Labor. The services will assist the City's Human Resources Department with Federal and State <br />qualified leave record keeping and notification regulations by recording dates and increments of <br />time pertaining to qualified leaves of absence taken by eligible employees storing copies of <br />employee histories, created for purposes of FMLA. The services will also include; providing timely <br />notices, forms and determination letters to employees; provide consistent, non -biased qualified <br />leave administration; track employee 12 -month qualifying period and produce reports based on <br />Employer data; collect medical certification forms; provide a web and phone reporting system for <br />employees to report their request for leave time that may qualify them for federal and state <br />qualified leaves and to notify the Employer of those requests; provide a web based dashboard to <br />designated staff of Human Resources for review and intake review; and review City's Family and <br />Medical Leave Policy and recommend changes if necessary; to attend an audit held by the <br />25A-1 <br />