BODY and MIND. Guiding Document for the Larimer County Wellness Program

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BODY and MIND

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Guiding Document for the Larimer County Wellness Program

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BODY and MIND

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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

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 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/department-level 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

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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)

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 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

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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

10) Communication

 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.

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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 benefit-eligible 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

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17) Decision Making Process

 Consensus whenever possible.

 When consensus is not possible, democratic process will be employed (majority rules).

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WSC Decision

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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

 Recommendations should be in writing and should be provided to WSC members prior to discussion (whenever possible).

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WSC discusses recommended plan(s)  WCC provides clarification when needed.

 WSC works with WCC to gather additional information if needed.

A WSC agrees to recommended wellness plan as is B WSC agrees to recommended plan with modifications C WSC disagrees with recommended plans

Recommended plans are approved and implemented into the wellness program for the

year Recommended plans go back to WCC for discussion and modification (at a WCC meeting or

via email, depending on timeliness of the issue) Wellness Benefits Coordinator reports reasons for denial/disagreement to WCC WCC reviews, discusses and modifies plan

Record Keeping of Decisions: The Wellness Benefits Coordinator will record actions taken and decisions made throughout this decision making process. WCC reviews, discusses and modifies recommended plan  Employee Input  HRA

 Interest Survey and Culture Audit Survey

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Employees

 Input from BAM members

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BAM

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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

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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. Appendix A-1

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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. Cross-departmental 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

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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:

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Appendix B-1

Wellness Supervisory Committee (WSC)

Committee Members

Roles and Rationale

County Commissioner 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

County Manager 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

Health Representative Senior level support; assist with providing a best practice approach for wellness program; provide expertise regarding data analysis and strategic planning

Human Resources Director Assist with providing rationale for wellness program;

communicate future needs and successes to commissioners and policy makers

Benefits Administrator Assist with providing rationale for wellness program,

specifically related to benefits; communicate future needs and past successes to commissioners and policy makers

Wellness Benefits Coordinator Provide program updates, outcomes, and rationale;

communicate future goals and needs of the wellness program

 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

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Appendix B-2

Wellness Coordinating Committee (WCC)

Committee Members

Roles and Rationale

Wellness Benefits Coordinator Design, monitor, and update program; answer employee questions; provide wellness insight

Benefits Administrator Provide insight on how benefits and wellness rewards can align with wellness program

Human Resources Director Provide insight on the wellness program from the WSC viewpoint

Risk Management Staff Person Provide insight on necessary precautions to address and policies that need to be followed when

implementing wellness activities

Health Representative Offer expertise on evidence based wellness programs and proper public health practices

BAM Committee Spokesperson Represent employees & BAM committee; offer insight into what may be included in the wellness program; non-voting member of WCC

Benefits Consultant Supportive role only; stay up-to-date on wellness program and incentives that are offered; provide assistance with medical claims data

Meetings & Expectations

 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

Overall Purposes

 Wellness plan design

 Create yearly operating plan

 Communication to employees

 Vendor management

 Integration

 Approve/disapprove proposals for department-level activities

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Appendix B-3

BODY and MIND (BAM) Wellness Committee

Committee Members

Roles and Rationale

Wellness Benefits Coordinator Committee Chairperson

Provide expertise, guidance, resources, and communication regarding wellness program

Representative from Each

Department Serves as wellness liaison for each department; voting member of BAM committee Alternate from Each Department Support Department Representative and can represent

department at BAM meetings; non-voting member of BAM committee

Overall Purposes

 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

Meetings & Expectations

 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)

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Appendix C-1

Assessor Treasurer

Commissioners County Manager Asst. County Manager

Budget Public Info Commissioners’ Staff

Criminal Justice Rural Land Use Center

Sheriff District Attorney FC & LV

Clerk & Recorder FC & LV

Elected Official Offices

BODY and MIND (BAM) Committee Structure

(page 1 of 2)

This document depicts the BAM committee structure. There is one BAM representative per vertical stack of gray boxes. Coroner

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Appendix C-2

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

Human Resources Planning & Bldg Division

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BODY and MIND (BAM) Committee Structure

(page 2 of 2)

Estes Park Campus Bldg Inspections Clerk & Recorder Health & Environment Health & Human Services

Sheriff

Extension

Divisions and Departments

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.

Health & Environment Workforce Center Community Corrections and

Alternative Sentencing Human Services (including CYF)

(More than one Rep))

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Appendix D-1

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: ______________________

BAM Committee Representative

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Appendix D-2

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: ______________________

BODY and MIND. Guiding Document for the Larimer County Wellness Program

BODY and MIND

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Guiding Document for the Larimer County Wellness Program

Table of Contents

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