WELLNESS GRANTS February 2014 – June 2015. WELLNESS GRANTS Welcome! What? Why? Who? How? When? Where?

WELLNESS GRANTSFebruary 2014 – June 2015

WELLNESS GRANTS

• Welcome! • What?• Why?• Who?• How?• When?• Where?

WELLNESS POLICY

• The new 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 Grant are monies that have been

set aside specifically for Departments to spend on their employees– Supports individual and collective 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 $5.

• Refer to Authorized Position SummaryIn FY13-15 Adopted Budget, pg A18 -19e.g. Human Resources Department has 64 positions, so

$1,000 + (64 x $5) = $1,320 maximum allocation

WHY?• The Wellness Grants are tied to ensuring

compliance with the Wellness Policy.• Acknowledges 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 cultivate a “Culture of Health” at the County.

• Three year process. This is Year 2.• It is voluntary AND we believe worthwhile!

WHO?• Department Wellness Champions will

lead the project in their departments.– Departments without DWC have until March 15,

2014 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

Department Wellness

Champions

As of 2/27/14

Organization NAME

Agriculture Weights & Measures Carole Holomuzki

Assessors /Clerk / Elections Julieta Fernandez

Board of Supervisors Juda Tolmasoff

Child Support Services Manuela Sugars

Controller’s Office Harshil Kanakia

Coroner’s Office

County Counsel Jennifer Stalzer

County Counsel Jan Ellard

County Manager’s Office Stephen Stolte

….Public Safety Comm Jennifer Key

….Public Safety Comm Patricia Rito

District Attorney’s Office

First 5 Commission Emily Roberts

Health Systems

….Aging & Adult Services

….Behaviour Health Jairo Wilches

….Correctional Health

….Environmental Health Greg Smith

….Environmental Health Joanne Jarin

….Family Health Shaunda Scruggs

….Family Health Eliana Schultz

….Health Admin Angela Sajuthi

….Public Health / EMS Teresa Lopez

….Public Health / HPP Jennifer Gross

....SMMC & Clinics Angela Gonzales

....SMMC & Clinics Jennifer Baxter

....SMMC & Clinics Kristin Gurley

....SMMC & Clinics Hemal Mehta

Housing Norman Pascoe

Human Resources Cristina Heinz

Human Resources Jeffrey Lew

Human Services Agency Shannon Speak

Human Services Agency Carmen O'Keefe

Information Services Dept Tony Yuson

Information Services Dept Gina Wegner

Library Alex Perez

Parks Lanelle Duran

Planning Mike Schaller

Probation Todd Perras

Probation Danielle Barringer

Public Works Jeff Weaver

Public Works Greg Birnie

SamCERA Darius Nagal

Sheriff’s Office Jason Peardon

Sheriff’s Office Donna Nielsen

Sheriff’s Office Shannon M. Brooks

Treasurer / Tax Collector Laura Williams

HOW?Between February 24 – April 30, 2014

Complete “Culture of Health” Assessment(s)

Gather Employee Interest Information+¿

Develop & Submit Department Wellness Plan

=

Calculate Wellness Grant Allocation+

HOW

• Complete a “Culture of Health” Assessment for your Work Location(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 next year

HOW

“Culture of Health” Assessment• 67-item checklist– Minimum of 32 items checked in 2014 to be eligible for

a Wellness Grant– A Few “Mandatory” items that either must be checked

or must be fixed in 2014 *• Sets Wellness Baseline across County

• Aligns with seven sections of County Wellness Policy and “Culture of Health” touch points

• Electronic

HOWGather Employee Interest InformationGive every department employee the opportunity to participate and provide input about what’s important to his/her health, well-being and work-life balance while at work. • Goal: >25% response rate, representative of all selected WorkUnits• Recommendation: Allow at least 2 weeks for employees to provide input /

ideas / 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 the Wellness

Committee

HOW

Survey Monkey Toolhttps://www.surveymonkey.com/s/WCCHA2014• 72 items to choose from, with open-ended sections

for ideas and suggestions– Aligns with County Wellness Policy sections, guidelines

and expectations– Offers “Culture of Health” touch points for transformation

• Available Countywide • Department Wellness Champions have

administrative rights to view data and create department reports

HOW

Calculate Wellness Grant Allocation• Minimum = $1,000 • Maximum = $1,000 + (#FTEs x $5)• For Departments with multiple worksites, need

to determine #FTEs (authorized positions) for each unique Work Location. • If Department is submitting multiple Work

Plans (one for each Work Location, e.g.), the total $$ cannot exceed the amount determined by the formula above.

HOW

Develop & Submit Department Wellness Plan by April 30, 20141) Summarize “Culture of Health” Checklist results–Attach completed Checklist(s)– Identify items that need to be fixed to bring

Department into compliance in 2014

HOW

2) Summarize results from Employee Interest Process– If you use our Survey Monkey, report top

responses aligned to each section of the Wellness Policy

– For all other processes, briefly describe your process, # employees participating, and your findings.

HOW

3) Outline Department Wellness Plan– Describe generally how you propose to use the

Wellness Grant monies in your Department, at the Work Locations you’ve identified.

–This year’s Wellness Themes:• Stress Management• Move More / Sit Less

• For Year 2 funding cycle, identify at least one Wellness Activity or Program that your Department will sponsor that aligns with one or both of the 2014-2015 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 2015• it is a project or activity that employees at the identified Work Units

can experience and enjoy.• it can be completed by June 2015• 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)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); pedometers or other activity monitoring devices; 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; water testing and water filters for faucets.

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.

WHAT’s NEW for 2013 Wellness Grantees

• 2013 “Culture of Health” Checklist information has been put into Access file, and is available electronically– UPDATES ONLY requested for work locations that

were assessed in 2013 – can be done on paper or electronically

– Any work locations not assessed in 2013 will use the 2014 version of “Culture of Health” Checklist

What’s New . . .

• 2014 “Culture of Health” Checklist includes a Stretch Goal for Department– Short list of options to further cultivate a “Culture of

Health” in your organization, for example . . . • Form a Dept Wellness Committee• Prohibit smoking on campus• Use the Wellness Bulletin Board to post department

policies around work breaks, alternative work schedules, tele-work

• Create a “Quiet Room” to re-focus or rest

– Create your own STRETCH GOAL

What’s New . . .

• 2013 Wellness Grantees will include their Wellness Grant Final Report in the 2014 Application– Last page offers a simple template to summarize

major wellness activities, #staff participating and cost.

WHEN?Key Dates / Deadlines• January 23 – Notice to Executive Council• February 13 – Wellness Committee final overview• February 24 – Program Launch• March 4 – Informational session for Wellness

Champions and Department Directors / Managers• March 15 – Last day to designate Wellness

Champion to be able to participate in Wellness Grants Process for 2014

• April 30– Deadline to submit Wellness Plan to Employee Wellness Program

• May – Wellness Committee WorkGroup Reviews Wellness Plans and documentation

• June 12 – Wellness Committee Approves Department Wellness Grants + Notifies Department Wellness Champions

• 3rd week in July 1 – Funding available to Departments

• June 30, 2015 – End of Year 2

WHERE?For more information –

All documents are posted on Employee Wellness Website ~ hr.smcgov.org/wellness-grants

Employee Interest Survey ~https://www.surveymonkey.com/s/WCCHA2014• Administrative URL and password have been emailed to

Wellness Champions; it will not be posted on website

WELLNESS GRANTS

• Questions? • What?• Why?• Who?• How?• When?• Where?