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R-23-15VILLAGE OF DEERFIELD RESOLUTION NO. 2023- R-23-15 A RESOLUTION APPROVING AN AGREEMENT FOR PROFESSIONAL THERAPY SERVICES WITH FIRST RESPONDERS WELLNESS CENTER, LLC WHEREAS, the Village desires to provide support services to Village police officers to help cope with the stress of being a police officer ("Services'); and WHEREAS, the Village has budgeted sufficient funds in the 2023 fiscal year for the Services; and WHEREAS, the Village has identified and negotiated a agreement with the First Responders Wellness Center, LLC ("Consultant") to provide the Services at a cost of $175.00 per employee with a cost not to exceed $10,000.00 ("Agreement"); and WHEREAS, the Village Board has determined that it will serve and be in the best interests of the Village and its residents to approve and enter into the Agreement with consultant; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows: SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2: APPROVAL OF AGREEMENT. The Village Board hereby approves the Agreement by and among the Village and Consultant in substantially the form attached to this Resolution as Exhibit A and in a final form approved by the Village Manager. SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The Village Board hereby authorizes and directs the Village President and the Village Clerk to execute and seal, on behalf of the Village, the final Agreement. SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval according to law. [SIGNATURE PAGE FOLLOWS] {00131303.11 AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim, Seiden NAYS: None ABSTAIN: None ABSENT: None PASSED: March 20, 2023 APPROVED: March 20, 2023 RESOLUTION NO: R-23-15 - -- - b--- -- - - Daniel C. Shapiro, Mayor ATTEST: Kent h. Street, VillagJ Clerk 100131303.11 2 EXHIBIT A Agreement {00131303.11 FIRST RESPONDERS WELLNESS CENTER 477 E. Butterfield Rd. Suite 408 Lombard IL 60148 100 Tri State International Suite 260 Lincolnshire, IL 60069 1412 W. Washington Blvd. 2nd floor Chicago, IL 60607 Main: 630-909-9094 Fax: 630-597-2583 Agreement for Professional Therapv Services for Wellness Prove ram This Agreement was made on this 01 March 2023 between the First Responders Wellness Center (Hereafter "Contractor") and Deerfield Police Department (Hereinafter "Agency"). Whereas "Contractor" is an independent therapy provider formed to render therapeutic Officer and/or Firefighters Yearly Wellness Checks as part of an overall police and/or fire wellness program which incorporates therapeutic services, psychoeducation, and building coping strategies for individual law enforcement officers, firefighters, and personnel who work for the Agency. Whereas Agency is desirous of securing the services of Contractor and the Contractor will provide services to individuals of the Agency. The Agency will not be privy to the content or conversations during the sessions or any therapeutic notes. The Agency will only be given a brief written or verbal notification that an individual member of the Agency, has attended and completed their wellness check on a specific date. The Agency will not have access to any other documents or information about a specific individual member of the Agency. In consideration of the mutual covenants and conditions hereinafter expressed, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, and parties hereto covenant and agree as follows: DUTIES OF CONTRACTOR: jFIRST RESPONDERS WELLNESS CENTER? hereby appoints contractor to serve and perform therapeutic officer wellness checks to each member of the Agency in a confidential meeting space (477 E. Butterfield Road Suite 408 Lombard, IL 60148, 100 Tri State International Suite 260 Lincolnshire, Illinois 60069, 1412 W. Washington Blvd. 2na floor Chicago, Illinois 60607, telehealth, or agreed upon location). During this time, the contractor will spend 55 minutes in a therapeutic, private office to assess the individual of the Agency's psychological strengths and weaknesses to increase the member's coping skills, give the member psychoeducation about any specific needs and/or trauma, and/or give suggestions for overall mental wellness during the term of this Agreement. The Contractor will not diagnose a member of the Agency with a mental illness or determine their psychological suitability nor fitness for police work during the wellness check. The contractor will not provide any information or notes to the Agency other than attendance of the member. 2. CERTIFICATION/LICENSE_: Contractor shall at all times be duly certified/licensed to practice in the state of Illinois. 3. RELATIONSHIP BETWEEN PARTIES: A) In the performance of the work, duties, responsibilities, and obligations involving Contractor under this agreement, it is expressly understood and agreed between the parties that Contractor shall at all times act and perform as an independent contractor, specializing in the provision of wellness check therapeutic services. Nothing in this agreement shall be deemed to constitute the parties as joint ventures or partners or anything other than independent contractors. B) As an independent contractor, Contractor will not be eligible to participate in any employee benefit program of agency and will not be eligible for vacation or holiday compensation. C) Agency shall neither have nor exercise any control or direction of the methods by which Contractor's work is performed, except that Contractor agrees to perform at all times in strict accordance with the currently approved practice of police psychology and ethics. Furthermore, Contractor shall follow all guidelines, policies, and procedures of Agency. D) Contractor assumes all liabilities and responsibilities concerning the withholding of federal, state, and local taxes and social security taxes, worker's compensation, disability, and unemployment insurance obligations if applicable. Contractor agrees to indemnify agency for any liability (including legal fees and costs) incurred as a result of Contractor not withholding income tax and social security or any other taxes, worker's compensation, disability and unemployment compensation obligations or contractor's failure to pay required income tax and social security or any other taxes, worker's compensation, disability, and unemployment obligations. 4. WRITTEN ALLOCATION AGREEMENT AND ACCESS TO RECORDS: Contractor agrees to not maintain any records for Wellness Checks to the Agency other than the name and date of attendance of service. The Contractor will not maintain any records or notes for individuals of the Agency other than exceptions that are in accordance with Illinois law, these exceptions are if they are immediate harm to themselves or others, or report that they are abusing a child, elderly or disabled person. Exception see below. Exce,r tion• If a member of the Agency discloses to the Contractor that the member is an immediate harm to themselves or another, is abusing a child, elderly or disabled person, the Contractor may have to contact 911 or the nearestpolice department and/or hospital to ascertain their safety. Additionally, if a member of the Agency discloses that they are abusing a child, disabled or an elderly person. The Contactor will notify the appropriate agency and limit the disclosure to the minimum necessary to achieve the purpose and to be in compliance with Illinois law. If this exception would occur the Contractor will keep a report of the actions taken to be in compliance with the law and within the limits of confidentiality and HIPPA. 5. INSURANCE: A) Contractor shall, at its own expense, carry and maintain occurrence type professional liability insurance in amounts not less than one million dollars ($1,000,000.00) per occurrence and three million dollars ($3,000,000.00) in the aggregate. If occurrence type liability insurance is not available, Contractor shall purchase claims -made type professional liability insurance amounts not less than one million dollars ($1,000,000.00) per occurrence and three million dollars ($3,000,000.00) in the aggregate. Upon request, contractor shall provide to Agency certificates of insurance evidence of the above coverage and renewals thereof. B) Upon termination of this agreement for any reason if Contractor shall have purchased and carries claims -made professional liability insurance during the term of this Agreement pursuant to subparagraph (a) above, Contractor shall purchase all professional liability coverage in amounts no less than one million dollars ($1,000,000.00) per occurrence and three million dollars ($3,000,000.00) in the aggregate covering the acts and omissions of Contractor in the event that it terminates its Claims Made Policy or ceases to be insured in the State of Illinois. 6. TERAHNATION: Either party may terminate this Agreement at any time without cause, upon no less than (30) day's written notice given to the other party. In the event of termination, the final check shall be released 90 days after all required documentation is submitted to the agency. 7. DISAGREEMENTS: All matters of policy, rules, regulations, services, fees, and other items of induct. wherein Contractor may be involved in carrying out responsibilities, shall be jointly determined by Contractor and Agency. 8. TERM: The term of this Agreement shall be for a period of twelve (12) months once the first wellness check has been scheduled. 9. AMENDMENTS: This agreement may be amended at any time by written instructions executed by the authorized official of Agency and Contractor. 10. LOCATION OF SERVICES. If the location of services will be at a location other than the FRWC offices, it is required that there will be a minimum of six members during the daytime hours or four members in the evening or weekend hours to be seen consecutively on the date the therapist is scheduled to meet at the department with a usual goal of 7-8 members. Generally, wellness check meeting times can be scheduled between 0800-2000 hours, but they will need to be consecutive meeting times. For example, 0800-1630 or 1200-2030 hours if seeing eight members. FRWC may be able to meet outside of these hours based on clinicians' availability. 11. AMENDMENTS: This agreement may be amended at any time by written instructions executed by the authorized official of Agency and Contractor. 12. BILLING: The Agency will pay bills within the requirements of the Local Government Prompt Payment Act (50 ILCS 505/). A wellness check is $175.00 per 50-55 minute session with one person. 13. CANCELLATIONS/NO-SHOW: We require a 24-hour notice for cancelations of wellness checks. We do understand that your department works in emergency services, so if there is an emergency, we suggest you have a backup for each wellness check. We will grant up to two (2) emergency absences, but all others will be a charge of $75.00. If there is a no show with no emergency, there is a $75.00 fee for the therapists time. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first above written. AGENCY: Deerfield Police Department Authorized Official for Agency: .^� OK1a SG / D �� Date: 3 .9 V Signature: /-%-� _ 4 CONTRACTOR: First Reslxonders Wellness Center/Dr. Carrie Steiner Authorized Official for Contractor: Dr. Carrie Steiner Date: 03/01/2023 Signature: C/-ti— 5'- Signs you may need help: • Changes in appetite &/or sleep • Weakness/Fatigue • Anxiety/Panic attacks • Depression/Sadness • Headaches • Nausea and stomachaches • Muscle Tension/ Twitches • Changes in sexual function or libido • Poor concentration/ Forgetfulness • Flashbacks • Daymares/nightmares • Anger, irritability • Low frustration tolerance • Intrusive memories • Avoiding others or places • Crying/Unexpected crying • Hypersensitivity • Burnout • Lack of enjoyment y FIRST RESPONDERS WELLNESS �CENTER Officer Wellness Brochure Main: 630-909-9094 Fax: 630-909-9094 wwxv.firstresponderswellnesscenter.com info@firstresponderswellnesscenter.cbm Our Services We offer Individual, couples, & group therapy for first responders, veterans and their family members. Eye Movement Desensitization and reprocessing (EMDR): EMDR is well studied therapy to help resolve unprocessed traumas in the brain through bilateral stimulation. Cognitive Behavior Therapy is designed to help change your feelings, thinking and behaviors. Psious Virtual Reality Exposure provides over 80 immersive environments to decrease anxiety and physical reactivity. Prolonged Exposure Therapy will work on developing an anxiety hierarchy to gradually work towards fears, anxiety and trauma(s). • Wellness Checks for preventive care. ® Critical Incident Debriefing for an individual or groups. • Public Speaking, Training & Consultation. • We see clients for a variety of needs including the following: anxiety, panic attacks, depression, post -traumatic stress disorder, trauma, loss and grief, adjustment, addictions, divorce, preventive wellness and more. Wellness Checks Wellness Checks are offered for every member of a police or fire departments as well as for individual officers. A 'wellness check' is a 55 minute one-on-one session with a licensed mental health professional to exlpore an officer's current abilities to cope with job stressors and to learn additional healthy ways to deal with these and future stressors. The wellness check is not a fitness for duty evaluation and is not a form of punishment. The wellness check is not intended to screen for a mental health diagnosis or disorder. The wellness check offers an opportunity for an officer to discuss coping strategies and solutions to deal with the various stressors of being a first responder as well as be given psychoeducation about individual mental health wellness. What may be covered during a wellness check: +Proactive wellness strategies +Education about sleep hygiene E nutrition +Practice relaxation exercises +Learn common reactions to trauma +Create a family wellness plan for a critical incident +Develop your support system j f rJ Deerfield ••' • • ' • nt Date: March 20, 2023 To: Kent Street, Village Manager From: John J. Sliozis, Chief of Police Subject: Request for Board Action — Resolution Approving an Agreement for Professional Therapy Services with First Responder Wellness Center LLC. On March 20, 2023 at the regularly scheduled meeting of the Mayor and Board of Trustees, the Police Department will seek authorization to enter into an "Agreement for Professional Therapy Services for Wellness Checks" with First Responders Wellness Center, of Lombard, IL. 60148. BACKGROUND As part of Officer and Staff Wellness the Police Department desires to begin scheduling all employees for a "Wellness Check" with staff from the First Responders Wellness Center of Lombard, Illinois. The "check" is a 55 minute one -on one session with a licensed mental health professional to evaluate an employee's current abilities to cope with job stressors and to offer additional healthy ways to deal with current and future stress. The clinicians are primarily former first responders which helps build a professional rapport during the wellness check which is not a fitness for duty evaluation, is not a form of punishment, and is not intended to screen for a mental health diagnosis or disorder. The department is not given any information that is shared in session unless of an emergency nature or required by law. Department and union representatives have met with Center personnel to discuss session benefits and methodology and are in agreement concerning the checks. This will be the third time scheduling these "Wellness Checks" with the First Responders Wellness Center and meets the requirements of the Illinois SAFE-T Act. The cost is not expected to exceed $10,000 and is included in the FY 2023 Budget. The agreement has been reviewed by Village Counsel. RECOMMENDATION The Department recommends the Mayor and Board of Trustees approve the Resolution authorizing the Police Department to enter into the agreement to provide a Wellness Check for each employee of the Police Department. This service will be provided by First Responders Wellness Center, Lombard, IL 60148. John J. diozis Chief of Police