The Oak Ridge Operations Office (ORO) has basic medical and counseling services for its employees. However, a third component is required: physical fitness capabilities. With overall reduction in staffing within the Department, existing employees will be required to shoulder a greater workload which can be expected to contribute to increased levels of stress. A well-crafted exercise program will help to offset the deleterious effects of that stress. It has been documented in the literature that physical wellness programs also promote good mental health. The Tennessee Valley Authority has determined from experience in its Live Well Program/Fitness that the benefits are: increased employee morale (management cares about employees' well being), increased productivity (mental fitness), decreased medical costs (reduced sick leave and insurance claims), and the benefit can be used as a recruitment tool (new workers look for benefits they can use now). The ORO Manager, therefore, has approved the addition of a fitness component to the overall wellness program of the office.

In 1990, Congress approved the use of appropriated funds for employee wellness measures such as fitness centers. The appropriation language provides latitude to executive branch agencies in their development of viable wellness programs. DOE Orders No. 3790.1B and 5 USC Section 7901 (1998) also provide relevant guidance. Some agencies, such as the Tennessee Valley Authority, have chosen to build and equip on-site fitness centers at the work place. Others have chosen to allow employees to become members of commercial health club/ fitness centers. However, at DOE's field offices it would be difficult to find one center, or even one chain of centers that will be convenient for a majority of potential users. The ORO is a good example of an operations office having authority over sites located in five different states. Several DOE offices, including the Ohio Field Office and others, have elected to provide a set stipend for employee fitness. These programs established a set amount as the government's share of an individual's fitness program. When an employee presents a receipt for annual membership from an accredited health club/fitness center, that employee receives a treasury check for the government's share of that program. Under this scenario, each employee may choose a center that best fits his/her needs in the areas of: location, types of equipment and programs, and hours of operation. Individual employees who live in the same area and elect to join the same club would still be able to negotiate lower group rates or to make such arrangements with friends and family apart from the job. The requirements for reimbursement is that proof of payment in terms of a receipt and proof of usage of the health club/fitness center in terms of a log documenting monthly usage shall be submitted along with a reimbursement voucher. This type of program has been determined as the least costly and most fair for the ORO and its employees.

Based on the foregoing information, the ORO has determined that the most flexible and beneficial plan is to allow each employee to select his/her own fitness facility and provide membership reimbursement up to the amount of $200.00 per year. The amount of $200.00 contributes substantially toward an employee fitness program while requiring some financial commitment by the individual. Local health club/fitness center memberships were checked randomly and found to range from $360.00 to $681.00 per year. One consideration that needs to be emphasized is that reimbursement funds provided to ORO employees for the fitness program is considered as income and therefore taxable. This is an IRS ruling that employees need to be made aware of when signing up for corporate memberships under an employee recreation association. Each employee can decide how much he/she wants to spend for the membership. While some persons want only a basic program, some are more committed to a highly specialized program and want a facility with options that correspond to specific personal goals. Members may acquire family memberships for an added discount and still receive reimbursement at the set government rate for the individual employee. Under this scenario, the health club/fitness center agreement is with individual employees. The ORO Wellness Committee will review submitted vouchers at the end of a six-month usage period. Upon verification of satisfactory proof of usage, the ORO Wellness Committee will submit a report to the proper ORO office, and the Government will then reimburse the employee for half of the total annual stipend. Attachment I identifies the approval criteria for private health club/fitness centers. In order to qualify for the fitness allowance, the ORO Standard Operating Procedure (SOP) (Attachment III) requires that the individual employee show that he/she has used the membership a minimum of 52 times during the year. Official travel and illness are considered extenuating circumstances and may affect the annual minimum usage. Attachment IV is the reimbursement voucher and Attachment V is the application for participation in the ORO Fitness Plan. It is anticipated that this ORO Fitness Plan will provide maximum flexibility to our employees as to where and when they are able to achieve the optimum health benefits of physical exercise, and afford them control over their individual fitness goals.