Wellness Grants Informational Meeting • This information is being presented on Monday, September 14, 2015 @ 10:30am. • It is being recorded and will be posted on the Wellness Grants website and available on demand at: – http :// hr.smcgov.org/2015-wellness-grants-instruc tions-application-materials • A copy of the Powerpoint slides are posted at the same website address. • Contact Pamela Gibson ( [email protected]) with any further questions you may have.
Transcript
Wellness GrantsInformational Meeting• This information is being presented on Monday,
September 14, 2015 @ 10:30am.• It is being recorded and will be posted on the
Wellness Grants website and available on demand at:– http://
• The County Wellness Policy establishes County and Department guidelines and expectations for:– Healthy Work Environment• E.g. Lactation rooms, break rooms, fitness centers,
healthy food
– Healthy Work Practices• E.g. Approval of use of County time to attend training• Employee and Supervisory/ Management Training• Alternative Work Schedules
WELLNESS POLICY
“The Healthy choice is the Easy Choice”
“Employees should see, feel, experience Wellness every day”
WHAT?• Wellness Grants are monies that have
been set aside specifically for Departments to spend on their employees– Supports individual, group and organizational efforts
for good health, well-being and work-life balance– Improves physical work environment– Instills a “Culture of Health” at work
• Supports / Expands behaviors, traditions, rewards, rites and symbols that indicate that health is valued here
• Diminishes/ Minimizes behaviors, traditions, values that undermine health, well-being and work-life balance
• Wellness Grants allocated based upon department size– Minimum Grant = $1,000– Additional funds calculated
based upon #FTEs x $4.• Use FY2015-2016 Authorized Position Summary in
FY15-17 Recommended Budget, B37-38 (pg 106-107)• e.g. Human Resources Department shows 69 positions
under Recommended FY15-16 column$1,000 + (69 x $4) = $1,276 maximum allocation
WHY?• The Wellness Grants are tied to ensuring
compliance with the County Wellness Policy.• Recognizes what County and Departments are
already doing to support a Healthy workforce and sets a baseline for future comparison
• Identifies opportunities for further change and transformation to create a “Culture of Health” at the County.
• Three year process. This is Year 3.• It is voluntary AND we believe worthwhile!
Are Departments participating? YES!
• Currently 22 County Departments and Health Divisions receive Wellness Grants.– 55 Unique Work Units– Almost 4,300 employees– Smallest Department: First Five Commission (9)– Largest Department: Medical Center (964)
• $83,386 has been distributed thus far.• $49,714 is available this year.
WHO?• Department Wellness Champions will
lead the project in their departments.– Departments without DWC have until October 30,
2015 to add one or more to the list. Contact Pamela Gibson to update your information.
• Department Director / Manager will review and co-sign all required documents.
YES .. SMMC & Clinics Kristin Gurley, Jennifer Baxter
YES Housing Norman Pascoe
YES Human Resources Jeffrey Lew
YES Human Services Agency Stephanie Perrier, Jamie Davis
YES Information Services Dept Gina Wegner, Monique Paixao
YES Library Elena Valle, Thomas Fortin
YES Parks Alberto Cruz
Planning
YES Probation Todd Perras, Steve Sheldon
YES Public Works Jenell Manion , Greg Birnie
YES SamCERA Darius Nagal
YES Sheriff’s Office Donna Nielsen
YES Treasurer / Tax Collector Tiffany Hwte
HOW?Between August 31 – October 30, 2015
Complete “Culture of Health” Facility Assessment(s)
Gather Employee Interest Data+¿
Develop & Submit Department Wellness Plan
=
Calculate Wellness Grant Allocation
+
HOW
• Complete a “Culture of Health” Assessment for your Work Units(s)– Small Departments: one worksite = one
assessment– Large Departments : multiple worksites = multiple
assessments• Can do every worksite this year• Can do some worksites this year, other sites later
HOW
“Culture of Health” Assessment• 67-item checklist– Minimum of 34 items check-marked “YES” to be eligible
for a 2015-2016 Wellness Grant– A Few “Mandatory” items that either must be checked
or must be fixed in 2015-2016 *• Establishes a consistent Wellness Baseline across County
• Aligns with seven sections of County Wellness Policy and “Culture of Health” touch points
• Electronic
HOWGather Employee Interest Data
Give every department employee the opportunity to participate and provide input about what’s important to his/her health, well-being and work-life balance during the workday.
• Goal: >25% response rate• Recommendation: Provide sufficient time (about 2
weeks) to ensure a good response rate and enough time for employees to provide input, ideas or suggestions.
Some Examples Include:• Brainstorm ideas at a regularly scheduled staff meeting• Special meetings / focus groups within department or
Work Location• Create a pencil /paper survey or survey monkey to ask
open-ended questions• Create a suggestion box or other anonymous process to
gather employee input• Use a standardized Survey Monkey tool developed by
Calculate Wellness Grant Allocation• Minimum = $1,000 • Maximum = $1,000 + (#FTEs x $4)• For Departments with multiple worksites, need
to determine #FTEs (authorized positions) for each unique Work Unit– e.g. Probation - EPA
HOW
Submit Completed Wellness Grant Application by October 30, 2015
1) Summarize “Culture of Health” Checklist results–Attach completed COH Checklist(s)– Identify items that need to be fixed to bring
Department into compliance in 2016
HOW
Submit Wellness Grant Application (10/30/15)
2) Summarize results of Employee Interest Process– If you use the generic Survey Monkey, report top
responses from each section on the Application as requested
– For all other processes, briefly describe your process, # and %employees participating, and your findings.
HOWSubmit Wellness Grant Application (10/30/15)
3) Outline Department Wellness Plan– Describe generally how you propose to use the
Wellness Grant monies in your Department, at the Work Units you’ve identified.
–This year’s Wellness Themes:• Mental Well-being• Move More / Sit Less
• For Year 3 funding cycle, you are encouraged to identify at least one Wellness Activity or Program that your Department will sponsor that aligns with one or both of the Wellness Themes.
HOW
3) Outline Department Wellness Plan (cont’d)Consider projects or activities that are “possible and doable”.• it corrects a key item on “Culture of Health” checklist ( marked *)• it increases the number of checked items on the “Culture of Health”
checklist for future Wellness Grant applications• it is a project or activity that employees at the identified Work Units
can experience and enjoy.• it can be completed by December 2016 • it doesn’t require significant contingencies in order for it to be
completed (e.g. you want to create a workout room, but don’t have the space)
• it can be fully funded by the Wellness Grant or, if not, the department is willing to fund all excess costs or get external funding
HOW
3) Outline Department Wellness Plan (cont’d)Examples of What can be purchased, What cannot.• Access to Healthy Food: monthly fruit bowls or produce delivery; nutrition speakers/chefs;
educational materials/posters ; nutrition challenges or competitions (incentives); water pitchers/carafes & glasses/mugs;
• Physical Activity at work: pre-work stretch programs, exercise instructors, TV monitors, DVRs and exercise DVDs, activity challenges or competitions (incentives); FitBits or other wearable technology; bicycles; health club day passes;
• Mental Well-being: wellness event or training for staff; stress management training; incentives.• Work-Life Balance: trainings on managing organizational change and processes that support
health, well-being and work-life balance; • Managing Health: blood pressure monitors; weight scales; glucometers; department incentives
for Wellness Screening participation;• Physical Work Environment: energy-efficient appliances, facility improvements, countertop
appliances for upgraded employee break rooms; fitness equipment and/or workout supplies; facility improvements for a dedicated workout area or fitness center; upgraded lactation rooms, facility improvements to create dedicated lactation room(s); facility/space improvements for dedicated quiet room.
HOW
3) Outline Department Wellness Plan (cont’d)Items that cannot be purchased include but are not limited to:• Pre-packaged snacks and beverages that do not meet 35-10-35 Nutrition
standards• Any prepared foods or beverages that are generally considered high fat
and/or high sugar in content.• Any beverages or products containing alcohol.• Any smoking-related products or accessories.• Individual Massage therapy appointments. However, departments can
hire a massage therapist for staff events and/or provide individual gift cards that can be used for a massage.
Important Reminders
First-time Grantees• Two “Culture of Health” Facility Checklists to
choose from-- Shorter Version for small Work Units (<15 employees) NEW!-- Standard COH Facility Checklist is now targeted to Work Units with 15+ employees
Important Reminders
Returning Grantees• 2014 “Culture of Health” Facility Checklist
information available– Separate PDF file for each unique Work unit that
applied in 2014 (N=55)• Removed 2014 Organizational Commitment +
Employee Engagement checkmarks (need to re-certify this information for 2015-2016)• Not “fillable”, Download, print and hand checkmark.• Option to use “Blank” version with fillable sections.
Important RemindersReturning Grantees (cont’d)
• NEW Work Units not included in previous Wellness Grant applications– -- Follow same instructions for first-time grantees to fully complete the BLANK “Culture of Health” Facility Checklist
• Standard Version of Checklist for Work Units with 15+ employees
• Shorter Version of Checklist for Work Units with <15 employees
• Small Department / Work Units (<15 employees) – -- Option to complete the Short Version BLANK “Culture of Health” Facility Checklist this year, even if you completed the Standard version last year.
Important RemindersReturning Grantees (cont’d)
Attestation of Corrective Action• Department Wellness Champions are asked to sign-off on
corrective actions required to be completed during 2014-2015. Supporting documentation may be requested.
• Download Document on Wellness Grants Website, attach to 2015-2016 Application
Wellness Grant Final Report (2014-2015)• Simple template to summarize major wellness activities,
participation numbers and cost during 2014-2015.• Last Page of Wellness Grant Application
WHEN?Key Dates / Deadlines• August 13 – Wellness Committee final overview• August 24 – Executive Council notification• Week of August 24 – Program Launch• Sept 14 – Informational session for Wellness
Champions and Department Directors / Managers (live-stream)
• October 30 – Last day to designate Wellness Champion to be able to participate in Wellness Grants Process for 2015-2016
• October 30 – Deadline to submit Wellness Grant Application and Department Wellness Plan to Employee Wellness Program
• Nov + Dec – Wellness Committee Reviews Wellness Plans and documentation
• January 14, 2016 – Wellness Committee Approves Department Wellness Grants + Notifies Department Wellness Champions
• January 19, 2016 – Funding available to Departments• December 31, 2016 – Deadline to spend Wellness
Grant funds
WHERE?For more information –
All documents are posted on Employee Wellness Website ~ http://hr.smcgov.org/wellness-grants
