BODY and MIND Wellness Program Charter Guiding Document for the Larimer County Wellness Program Document last updated January 2012 1
Table of Contents Vision 3 Mission..3 Program Goals. 3 Core Principles..3 Guiding Documents... 3 Criteria for Publicizing or Promoting Campaigns, Events, Goods, or Services......4 Criteria for Physical Wellness Activities Held Off or On Site.. 4 Criteria for Wellness Education Activities Held Off or On Site....5 BAM Wellness Program Committee Structure....5 Wellness Supervisory Committee (WSC).....5 Wellness Coordinating Committee (WCC)...6 BODY and MIND (BAM) Committee........6 Communication. 7 Accountability and Performance Measurement....7 Participation. 7 Yearly Wellness Incentive Eligibility and Distribution.......8 BAM or Department-Level Prizes....8 Decision Making Process 9 Appendices A-1: Physical Wellness Activity Acknowledgment and Release Form. 11 A-2: Department-Level Wellness Activity Submission Form 12 B-1: Wellness Supervisory Committee (WSC).... 13 B-2: Wellness Coordinating Committee (WCC)......14 B-3: BODY and MIND (BAM) Committee........15 C-1: BAM Committee Structure (Elected Offices)....16 C-2: BAM Committee Structure (Divisions and Departments)..17 D-1: BAM Committee Representative: Responsibilities/Memo of Understanding.18 D-2: BAM Committee Alternate: Responsibilities/Memo of Understanding..19 2
BODY and MIND Wellness Program Charter 1) Vision Living Well and Leading the Way. 2) Mission Larimer County is committed to creating a healthy culture by providing education, programs, and support to encourage lifestyle choices that enhance employees' physical, mental, and emotional well-being. 3) Program Goals Improve physical, mental, and emotional health of employees. Improve productivity. Minimize the impact of rising health care costs on employees and our organization. 4) Core Principles A comprehensive, evidence-based approach is necessary for long-term disease prevention and disease management. Components of a wellness program should be readily accessible to all employees; the wellness program should not discriminate. 5) Guiding Documents The BAM wellness program uses the following resources to determine evidence-based guidelines and best practices: Centers for Disease Control Guidelines and Reports Institute of Medicine Guidelines USDA Dietary Guidelines Surgeon General Guidelines American College of Sports Medicine Guidelines for Physical Activity NIH Clinical Guidelines on the Identification, Evaluation, and Treatment of Overweight and Obesity in Adults Colorado Physical Activity and Nutrition State Plan 2010 3
Colorado Physical Activity and Nutrition Program Experts from Colorado State University Original research papers published in peer-reviewed science journals 6) Criteria for Publicizing or Promoting Campaigns, Events, Goods, or Services Campaigns, events, goods, and services must align with the mission of the BAM wellness program. Campaigns, events, goods, and services must meet current evidence-based guidelines or be considered a best practice in the health promotion and/or disease management arenas. 7) Criteria for Physical Wellness Activities Held Off or On Site Contracted service providers must have general liability and professional liability insurance as follows: o General Liability Insurance with a minimum limit of liability of $1 Million per occurrence o Professional Liability Insurance with a minimum limit of liability of $1 Million o Service providers must furnish a Certificate of Insurance to Risk Management prior to beginning any class Classes must be taught in a safe environment with appropriate, well-maintained equipment. Participation, unless noted otherwise, is completely voluntary, unpaid, and on participants personal time. Participants are required to sign a release and waiver of any liability and Workers Compensation claims before participating in physical wellness activities. Workers Compensation coverage does not cover injuries that occur when participants voluntarily participate in wellness activities. See Appendix A-1. o Exception to Waiver: If employees want to voluntarily participate in an off-site physical activity event (i.e. 5K charity run) as an extra/departmentlevel activity (see next paragraph), and there is no expectation from the County that employees are expected to participate, no waiver is required. If a Larimer County Department wants to organize an extra/department-level physical wellness activity associated with the BAM wellness program, the department must first submit a Department-Level Wellness Activity Submission Form, signed by the department director or designated supervisor, to the Wellness Benefits Coordinator for review. See Appendix A-2. o The Wellness Benefits Coordinator, and if necessary, members of the Wellness Coordinating Committee (WCC) (see appendix B-2), will review the submission 4
form and notify the department if the submission is 1) approved, 2) needs more information, or 3) denied. o Estimated time for review process by WCC committee: 10 business days 8) Criteria for Wellness Education Activities Held Off or On Site Wellness educational activities must align with the vision, mission, and criteria of the BAM wellness program as outlined in the BAM Charter. Contracted service providers must have and show proof of general and professional liability insurance. Participation, unless noted otherwise, is completely voluntary, unpaid, and on participant s personal time. At the discretion of the employee s supervisor, travel time to and from an onsite Wellness Education Activity (i.e. Lunch and Learn) may be on paid time so that the employee can get to the activity on time and stay for the duration of the activity. If a Larimer County Department wants to organize an extra/department-level educational wellness activity associated with the BAM wellness program, the department must first submit a Department-Level Wellness Activity Submission Form, signed by the department director or designated supervisor, to the Wellness Benefits Coordinator for review. See Appendix A-2. o The Wellness Program Coordinator, and, if needed, members of the Wellness Coordinating Committee (WCC) (see appendix B-2), will review the submission form and notify the department if the submission is 1) approved, 2) needs more information, or 3) denied. Estimated time for review process by WCC committee: 10 business days 9) BAM Wellness Program Committee Structure The BAM Wellness Program is composed of three committees: Wellness Supervisory Committee (WSC) Wellness Coordinating Committee (WCC) BODY and MIND (BAM) Committee 5
Wellness Supervisory Committee (WSC): made up of members from the BOCC, County Manager, Senior Management Team, Human Resources, Benefits, and Wellness Program. o Overall Roles: 1. Oversee the wellness program 2. Provide insight regarding the wellness needs of employees 3. Offer senior level support and guidance 4. Approve, refine, and/or decline plans, recommendations, and decisions made by the WCC 5. Detailed roles are explained in Appendix B-1. o Responsibilities of the Wellness Program Coordinator: 1. Schedule WSC meetings at least once per year 2. Make the agenda for WSC meetings 3. Ensure meeting minutes are recorded 4. Help communicate the WCC plans/recommendations to the WSC Wellness Coordinating Committee (WCC): made up of members from Human Resources, Benefits, Wellness Program, Risk Management, Health and Environment, and a BAM Committee member. The benefits consultant provides a supporting role to this committee. o Overall Roles: 1. Design yearly operating plan for the wellness program 2. Communicate the wellness program to employees 3. Help integrate wellness into the Larimer County culture 4. Oversee department-level wellness activities 5. Ensure that the wellness program is following evidence-based research and best practices 6. Detailed roles are explained in Appendix B-2. o Responsibilities of the Wellness Program Coordinator: 1. Schedule WCC meetings approximately quarterly or three times per year 2. Make the agenda for WCC meetings 3. Ensure meeting minutes are recorded 4. Communicate recommendations and feedback from the WSC and BAM committee to the WCC BODY and MIND (BAM) Committee: made up of members (representatives and alternates) from elected official offices, divisions, and/or departments. Members are selected after going through an application process in their respective office, division, or department. The structure of this committee is provided in Appendix C-1 and C-2. o Overall Roles: 1. Understand the components of the wellness program 2. Serve as advocates for the employees they represent 3. Be liaisons between the wellness program and the employees 4. Serve an advisory role to the BAM wellness program 6
10) Communication 5. Detailed roles and responsibilities are explained in Appendix B-3. 6. Memo of Understanding documents for representatives and alternates are in Appendix D-1 and D-2. o Responsibilities of the Wellness Benefits Coordinator: 1. Schedule BAM committee meetings (monthly or bi-monthly) 2. Make the agenda for BAM committee meetings 3. Ensure that minutes are recorded 4. Communicate the wellness program components to the BAM committee members 5. Communicate the BAM committee recommendations to the WCC The committees are structured to ensure that communication can occur between committees and between all levels of employees. Communication between committees and between the wellness program and employees will occur via meetings, email, meeting minutes, telephone, and/or in person. The Wellness Benefits Coordinator will serve as the main communication link between the committees and between the wellness program and employees. 11) Accountability and Performance Measurement The Wellness Benefits Coordinator, with assistance from the WCC, will prepare year-end reports with outcomes based on the wellness program s yearly operating plan. Examples of tools used to create this report will include aggregate Health Risk Assessment results, Health Plan Intelligence Reports, BAM evaluations, Wellness Tracking Tool, a year-end BAM survey, and year-end reports from our Insurance Administrator and Employee Assistance Program. The Wellness Benefits Coordinator will use these tools and other resources available to estimate a Return on Investment for the wellness program. 12) Participation All employees can participate in the wellness program, regardless of their eligibility to receive medical insurance through the County s medical insurance plan. Participation in wellness activities, unless noted otherwise, is completely voluntary, unpaid, and on participant s personal time. Workers Compensation coverage does not cover injuries that occur when participants voluntarily participate in wellness activities. Participants are required to sign a release and waiver of any liability and Workers Compensation claims before participating in a wellness activity that involves physical activity. 7
13) Yearly Wellness Incentive Eligibility and Distribution Benefit-eligible employees, as well as employees from CSU Extension and Colorado Department of Labor and Employment who work at Larimer County facilities, can track wellness points through the BAM wellness program over the course of the year for the opportunity to earn a yearly wellness incentive. Details of this program, the amount of wellness points needed, and the tracking system are located on the Bulletin Board s BAM Webpage (http://bboard/hr/wellness.htm). In order to receive a yearly wellness incentive, employees must be current and benefiteligible on the last day of the wellness program and must be active in the Larimer County payroll system when incentives are distributed. Yearly wellness incentives will be distributed in a timely manner after the last day of the wellness program year. Earned wellness days (aka: paid time off) must be used during the following year in which they were earned; they cannot be carried over from year to year. They cannot be cashed out during the year and have no cash value when the County employment is ended. Yearly wellness incentives will be determined on an annual basis. 14) BAM or Department-Level Prizes All employees, regardless if they are benefit-eligible or not, are eligible for other prizes offered throughout the year by the BAM wellness program or by their respective departments. 8
1. Employees Employee Input HRA Interest Survey and Culture Audit Survey 2. BAM Input from BAM members 17) Decision Making Process 6. WSC Decision Consensus whenever possible. When consensus is not possible, democratic process will be employed (majority rules). 3. WCC generates recommended plan(s) for change, improvement, expansion, or no change to wellness program Recommendations follow careful analysis of data and consideration of options. Recommendations are based on consensus of the WCC members to the extent possible. When consensus is not possible, democratic process will be employed (majority rules). Recommendations from WCC should include: - Input from the WCC members, employees, and BAM committee - Brief summary of analysis - Any other information to support the recommendations - Options that have been considered - Desired outcomes - Rough estimate of cost and potential funding options (if appropriate) 4. Recommended plan(s) presented to WSC by WCC members as appropriate A WSC agrees to recommended wellness plan as is Recommended plans are approved and implemented into the wellness program for the year B WSC agrees to recommended plan with modifications Recommended plans go back to WCC for discussion and modification (at a WCC meeting or via email, depending on timeliness of the issue) C WSC disagrees with recommended plans Wellness Benefits Coordinator reports reasons for denial/disagreement to WCC Recommendations should be in writing and should be provided to WSC members prior to discussion (whenever possible). 5. WSC discusses recommended plan(s) WCC reviews, discusses and modifies recommended plan WCC reviews, discusses and modifies plan WCC provides clarification when needed. WSC works with WCC to gather additional information if needed. Record Keeping of Decisions: The Wellness Benefits Coordinator will record actions taken and decisions made throughout this decision making process. 9
APPENDICES A-1: Physical Wellness Activity Release and Waiver Form A-2: Department-Level Wellness Activity Submission Form B-1: Wellness Supervisory Committee (WSC) B-2: Wellness Coordinating Committee (WSC) B-3: BODY and MIND (BAM) Committee C-1: BAM Committee Structure (Elected Offices) C-2: BAM Committee Structure (Divisions and Departments) D-1: BAM Committee Representative: Responsibilities/Memo of Understanding D-2: BAM Committee Alternate: Responsibilities/Memo of Understanding 10
Appendix A-1 Physical Wellness Activity Acknowledgment and Release Form LARIMER COUNTY, COLORADO ACKNOWLEDGMENT AND RELEASE In consideration for being permitted to participate in the event, I, the undersigned, acknowledge and agree to the following: A. Acknowledgment: I acknowledge that the event is a voluntary activity and not a condition of my job duties or employment with Larimer County. I understand that my participation in the event is entirely my decision and no employment benefit or penalty will occur whether or not I choose to participate. B. Release: I, my personal and legal representatives, heirs, successors, and next of kin, forever release, waive, discharge, and relinquish Larimer County from any and all actions, causes of action, claims, charges, demands, losses, damages, costs, attorney s fees, judgments, liens, indebtedness, and liabilities of every kind and character, whether known or unknown, including foreseen or unforeseen bodily injury and personal injuries and property damage that may be sustained by me in any way connected to, related to, or arising out of participation in the event, regardless of any negligence of Larimer County. C. Good Health: I do not know of any physical condition that would prevent me from participating in the event. I have carefully read this Agreement and fully understand its contents. I am aware that I have given up substantial rights by signing the Agreement, and I am signing the Agreement voluntarily. I have no obligation to participate in this event or sign this Agreement, but I desire to do so. I certify that I am at least eighteen years of age. PLEASE PRINT Event: Event Date: Activity Date of Activity(s) Executed at: Colorado on City at Time of Signature Date of Signing Name of Participant: Street Address: City: Zip Code: Telephone: Email (Optional): Signature: Emergency contact/phone number: Document last updated by Risk Management in September, 2008. 11
Extra Wellness Activity or Campaign Submission Form Department Name Today s Date Name of Contact Person (Person submitting form) Department Director or Designated Supervisor Name Instructions 1. Identify the *Activity or *Campaign: Employee identifies a wellness-related activity or campaign that he or she thinks should be worth wellness point(s). Examples of 1-point Extra Wellness Activities include a hike, use the stairs competition, etc. To be considered a 5-point campaign, it must be somewhat equivalent to a BAM campaign, be 6+ weeks in length, and involve at least 5 employees. Examples include a 6+ week pedometer challenge, Biggest Loser Competition, etc. 2. Submit the Form: After identifying the wellness-related activity or campaign, the contact person must complete this form (and, if sponsored at or by a County Dept, get the department director or designated supervisor s signature showing his or her approval of the activity). The completed form should then be submitted to the Wellness Program in Human Resources at least three weeks prior to the proposed start date. 3. Approval Process: The Wellness Benefits Coordinator, and if necessary member(s) from the Wellness Coordinating Committee, will review the submission and respond to the contact person within 10 business days. In the response, the contact person will be notified if the activity is approved as an Extra 1-point Wellness Activity or 5-point Wellness Campaign; is denied; needs a waiver; etc. * Extra Wellness Activities and Campaigns are organized and promoted by employees and/or departments. Crossdepartmental activities are also encouraged. If approved, benefit-eligible employee participants can count them towards points on the Wellness Tracking Tool: www.wellnesstrackingtool.com Note: Employees and/or Departments are responsible for any funding associated with these extra wellness activities. Extra Wellness Activity or Campaign Information I Is this submission for an extra ACTIVITY or an extra CAMPAIGN? Date(s) of Proposed Activity/Campaign Contracted Service Provider (if applicable): Activity/Campaign Name: Description of Activity/Campaign (Use separate sheet of paper if needed): How this will be promoted to fellow employees: If approved, do you wish for BAM to post this on the Bboard s Wellness News and Events Section so that other employees can see it and possibly participate, as well? Department Director or Designated Supervisor s Signature (or write NA if not an onsite or dept-sponsored activity): Decision Upon Review (for office use only) Decision: Approved 1 Point Activity Approved 5 Point Campaign Waiver Needed Needs Additional Information Denied Send BAM List of Finishers Send BAM Short Summary of Results Must be completely voluntary Must be on personal time Additional Comments: Signature from WCC Member: Date Returned to Contact Person: 12
Appendix B-1 Wellness Supervisory Committee (WSC) Committee Members County Commissioner County Manager Health Representative Human Resources Director Benefits Administrator Wellness Benefits Coordinator Roles and Rationale Senior level support; stay up to date on progress of wellness program; offer insight and support for future wellness needs of employees; provide insight on wellness funding and county policies Senior level support; stay up to date on progress of wellness program; offer insight on future wellness needs of the county employees; provide insight on wellness funding and county policies Senior level support; assist with providing a best practice approach for wellness program; provide expertise regarding data analysis and strategic planning Assist with providing rationale for wellness program; communicate future needs and successes to commissioners and policy makers Assist with providing rationale for wellness program, specifically related to benefits; communicate future needs and past successes to commissioners and policy makers Provide program updates, outcomes, and rationale; communicate future goals and needs of the wellness program Overall Purposes Meetings & Expectations Program support Program oversight Provide expertise and guidance Meet at least yearly Have an ongoing position on WSC Committee member is asked to notify WSC if he or she needs to give up the position o Assist with recommending a replacement 13
Appendix B-2 Wellness Coordinating Committee (WCC) Committee Members Wellness Benefits Coordinator Benefits Administrator Human Resources Director Risk Management Staff Person Health Representative BAM Committee Spokesperson Benefits Consultant Roles and Rationale Design, monitor, and update program; answer employee questions; provide wellness insight Provide insight on how benefits and wellness rewards can align with wellness program Provide insight on the wellness program from the WSC viewpoint Provide insight on necessary precautions to address and policies that need to be followed when implementing wellness activities Offer expertise on evidence based wellness programs and proper public health practices Represent employees & BAM committee; offer insight into what may be included in the wellness program; non-voting member of WCC Supportive role only; stay up-to-date on wellness program and incentives that are offered; provide assistance with medical claims data Overall Purposes Meetings & Expectations Wellness plan design Create yearly operating plan Communication to employees Vendor management Integration Approve/disapprove proposals for department-level activities Follow best practices guidelines Meet approximately 3 times per year Members, except the BAM Committee Spokesperson, have an ongoing position on WCC Member is asked to notify WCC if he or she needs to give up the position o Assist with recommending a replacement BAM Committee Spokesperson is chosen by the BAM committee on an annual basis 14
Appendix B-3 BODY and MIND (BAM) Wellness Committee Committee Members Wellness Benefits Coordinator Representative from Each Department Alternate from Each Department Roles and Rationale Committee Chairperson Provide expertise, guidance, resources, and communication regarding wellness program Serves as wellness liaison for each department; voting member of BAM committee Support Department Representative and can represent department at BAM meetings; non-voting member of BAM committee Overall Purposes Meetings & Expectations Understand the components of the comprehensive wellness program Serve as advocates for the employees they represent Be liaisons between the wellness program and the employees Serve an advisory role to the BAM wellness program Estimated Time Commitment: 1 to 2 hours per week Meet approximately bi-monthly Complete application annually and submit to department for approval to serve on committee Supervisor approval needed annually Must sign Memo of Understanding (MOU) Serve a minimum 1-year term 15
Appendix C-1 BODY and MIND (BAM) Committee Structure (page 1 of 2) Elected Official Offices Coroner Clerk & Recorder FC & LV Assessor Treasurer Public Trustee Commissioners District Attorney FC & LV Sheriff County Manager Asst. County Manager Budget Public Info Commissioners Staff Criminal Justice Rural Land Use Center This document depicts the BAM committee structure. There is one BAM representative per vertical stack of gray boxes. 16
Appendix C-2 BODY and MIND (BAM) Committee Structure (page 2 of 2) Divisions and Departments Health & Environment Workforce Center Community Corrections and Alternative Sentencing Human Services (including CYF) (More than one Rep)) Extension Estes Park Campus Bldg Inspections Clerk & Recorder Health & Environment Health & Human Services Sheriff Financial Services Division Accounting Purchasing Risk Management Accounting Operations Facilities & Info Technology Division Business Admin Tech Support Software Application Facilities Public Works Division Engineering Public Works Division Fleet Services Public Works Division Solid Wastes Public Works Division Natural Resources Public Works Division Fairgrounds Public Works Division Road & Bridge County Attorney Human Resources Planning & Bldg Division Planning, Building Inspection, and Code Compliance This document depicts the BAM committee structure. There is one BAM representative per vertical stack of gray boxes; exception is Human Services, which has more than one BAM representative. 17
Appendix D-1 BAM Committee Representative Responsibilities / Memo of Understanding Name: Office/Division: Department(s): I, (insert name), agree to serve a one-year term on the BODY and MIND committee. By checking the following items, I acknowledge my responsibilities as a representative on this committee. Note: Representatives may serve more than one 1-year term. Serve as main liaison between the BAM wellness program and those I represent. Attend BAM meetings; share wellness needs, challenges, & successes of those I represent. Provide input and ideas for five wellness categories in the BAM program. Serve as an advocate for the BAM program. Serve as a voting member on the BAM committee. Help organize department activities using best practice guidelines. Provide event support (i.e. health fairs or department activities). Distribute necessary updates to fellow staff after receiving it from the Wellness Benefits Coordinator. Understand that the necessary time commitment is approximately 1 to 2 hours/week. Understand that my supervisor will be notified if I miss 3 consecutive BAM meetings or if I am not meeting these responsibilities; I also understand that he/she will have authority to re-evaluate my position on the BAM committee. Representative Signature: Date: Supervisor Signature: Date: 18
Appendix D-2 BAM Committee Alternate Responsibilities / Memo of Understanding Name: Office/Division: Department(s): I, (insert name), agree to serve a one-year term on the BODY and MIND committee. By checking the following items, I acknowledge my responsibilities as an alternate on this committee. Note: Alternates may serve more than one 1-year term. Assist the BAM representative in his/her liaison role between the BAM wellness program and those he/she represents. Attend BAM meetings if representative is unable to attend; share wellness needs, challenges, & successes of those I represent. Provide input and ideas for five wellness categories in the BAM program. Serve as an advocate for the BAM program. Serve as a non-voting member on the BAM committee. Assist the representative with department activities using best practice guidelines. Provide event support (i.e. health fairs or department activities). Understand that the necessary time commitment is approximately 1 hour/week. Understand that my supervisor will be notified if I am not meeting these responsibilities and that he/she will have authority to re-evaluate my position on the BAM committee. Alternate Signature: Date: Supervisor Signature: Date: 19