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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 07/20/2000MINUTES OF THE OTTER TAILCOUNTY LABOR/MANAGEMENT COMMITTEE Otter Tail County Courthouse Commissioners' Room, Floor 1-B Thursday, July 20, 2000 1 :00 p.m. Call to Order Todd Smedstad called the Labor/Management Committee meeting to order at 1: 12 p.m. Attendance: Brooks Anderson, Blake Johnson, Leon Anderson, Sharon Bjork, Jack Dawkins, Rick Denzel, Wade Erickson, Pauline Fitch, Malcolm Lee, Roger Froemming, Sandi Gundberg, David Hauser, Dave Jennen, Amy Kampa, Mick McCormick, Syd Nelson, Michele Petterson, Todd Smedstad, and Rick West. Excused Absences: Dawn Godel, Terry Hoff, Dennis Soderstrom, Larry Krohn, and Wendy Metcalf. Unexcused Absences: Tim Brand, Joanne Derby, Cheryl Jones, Marion Kershner, Lori Morrell, Cheri Schultz, Joe Thompson, Gary Waskosky, and Merl King . • , Co-chair Todd Smedstad asked for a show of hands to determine if a quorum was present. Over -, ___/ one-half of the Management representatives and over one-half of the Management representatives were present to have a quorum and the meeting convened. Co-chair Todd Smedstad suggested that the sign-in sheet be separated between Labor representatives and Management representatives to aid in determining if a quorum is present. Review of Mission and/or Norms of Behavior Blake Johnson read the Norms of Behavior list. Pauline Fitch read the By-laws. Updated By-laws will be provided for the new representatives. Review of Minutes Committee members approved as presented, the minutes of May 18, 2000, by consensus with the following changes: Jack Dawkins should have an excused absence, and Dawn Godel should be added under Discussion Items under C)New Labor Committee Members. Jack Dawkins informed the committee he is now available through email. Review of Agenda Committee members approved as presented, the agenda of July 20, 2000, by consensus with the following change: Under Discussion Items the items should read 1 )Welcoming of New Members, 2)Review of By-laws and Norms of Behavior, and 3)Prioritize topics. • Otter Tail County Labor/Management Committee July 20, 2000 Page 2 Discussion Items A. Welcoming of new members was dcine by Todd Smedstad. Todd gave a brief history of the Labor/Management Committee which started approximately two years ago. Issues worked on have been Communication and the Sick Leave Policy. Labor/Management Committee discussed providing certificates to representatives who have served their terms. Committee members approved of certificates by consensus. Certificates will be signed by the County Board Chair and one of the Co-chairpersons. B. Review of Bylaws and Norms of Behavior was completed. David Hauser briefly went through the Mission Statement stating representatives will commit to a two-year term, meetings are held once a month on the third Thursday from 1 p.m. to 3 p.m. Labor/Management Committee decisions are recommendations only. All recommendations will receive a response from the County Board. Todd Smedstad also added that recommendations are approved by consensus only and if one representative is against a recommendation it is not approved. C. Prioritize topics was discussed at length. Old topics were mentioned and it was decided to start a new list because the new representatives would have fresh ideas. David Hauser informed the committee that the Personnel Policy is being updated. Personnel Policy rules were sent to departments for review and comments should be back by August 1, 2000, as the Personnel Board meets on August 4, 2000. There were concerns as many of the representatives did not know that the Personnel Policy was being reviewed. After discussing the concerns, the Labor/Management committee approved by consensus to keep the deadline of August 1, 2000, for comments on the Personnel Policy. After these changes the County Board reviews the Personnel Policy. After a short break, the prioritize list was again discussed. Old topics included: vacation/donation, communication, department head meetings, flex guidelines, supervisor training, storm day policy, meal reimbursement, use of county cars, skate boarders/roller bladers on county property, having plug-ins available in winter months for employees that do shift work, and employee parking on county property. The Labor/Management committee started a new list which included: 1. Storm days 2. Use of county vehicles 3. Skate boarders/roller bladers on county property 4. Having plug-ins available during winter months for employees that work shift work 5. County employee parking 6. Security at county offices 7. Courthouse hours 8. Equal treatment between departments 9. Funeral leave (also notification of deaths of employees to staff and County Commissioners) Representatives should take these ideas to the employees they represent and get feedback as to other topics they would like to have discussed. The prioritize list will be worked on at the next meeting. Information Sharing/Announcements There will be no August meeting because of the Trilogy scheduled for August 17, 2000. Next meeting will be September 21, 2000 . Sub-committees and supervisor training will be set up at a later time. Commissioner Lee informed the committee that the Budget Committee stated that the levy limits have been lifted. • • / • Otter Tail County Labor Management Committee July 20, 2000 Page 3 Pauline reminded the representatives of the County Employee picnic for the Fergus Falls area is August 1, 2000, and for the New York Mills area is August 8· 2000. Pauline stated that the Employees' Committee has also been working on personnel rules and the Christmas Party. It was suggested that an updated list of County employees be emailed to everyone and also given to the County Commissioners. A list of representatives should be done of the Labor/Management committee and who they represent. Next Meeting The discussion items for the September agenda include: • List topics • Prioritize topics • Hot topics Adjournment At 2:45 p.m., Todd Smedstad declared the meeting of the Otter Tail County Labor/Management Committee adjourned until 1 :00 p.m. on Thursday, September 21, 2000. aeb Attachment POSSIBLE TOPICS FOR LABOR/MANAGEMENT COMMITTEE FOR FUTURE MEETINGS TOPIC COMMENTS Communications - internal Communications - External Scheduling - Developing alternative work schedules Surveys of employees - Various types, including communications, employee satisfaction, etc. Personal Time Off (PTO) Comparable Worth Fitness Programs Reassignment of work Safety -various areas Use of hazardous chemicals Public Relations • Uniforms Redesigning work areas or equipment Employee suggestion system Employee picnic Diversity training Employee exchange of shifts Employee access to TV • sets Donated Leave Program Job Evaluation Job design Internal and External telephone directories Indoor Air Quality Parking Issues Parking lot design Promotional campaign Employee recognition • • Equipment purchasing Equipment Use Office/Wall decorating policy Employee Training Needs Employee resource manual (Policies, Procedures, Practices) Restructuring the committees of the organization by moving the various committees' objectives to the LMC Work efficiency strategies (previously referred to as time-motion studies) • Staff "Wall of Fame" and directory Drug testing/education Training: Supervisory, leadership, time management Job reclassification - reducing classes/titles/redefining duties Customer service -who and how Planning -job specific/organizational Dress code Confidentiality • Equipment evaluation (before/after purchase) Equipment replacement schedule Equipment preventive maintenance schedule Electronic work order system ( computer email base) "Can't do it" list for custodial staff -e.g. no starting of personal cars in winter Project specialist teams e.g. waxing floors Workplace behavior guidelines • • OTTER TAIL COUNTY LABOR/MANACEMENT COMMITTEE MEMBERSHIP DISTRIBUTION LIST • Mail Name Department Phone / E Brooks Andersen social services 305 E Leon Anderson social services 415 E Sharon Bjork social services 475 E Tim Brand MIS 287 E Jack Dawkins Sheriff 314 E Rick Denzel Solid waste/Recycling 736-4400 E Wade Erickson court services -NYM 385-3831 E Pauline Fitch social services 304 1/0 Roger Froemming county commission 264 E Dawn Godel Auditor's 241 E Sandi Gundberg social services 447 E David Hauser Attorney 200 E Terry Hoff Building Maintenance 770-0313 1/0 Dave Jennen Sheriff 311 E Blake Johnson court services E Amy Kampa court services 220 E Marion Kershner Public Health 739-2528 • E Larry Krohn county coordinator 265 1/0 Malcolm Lee county commission 264 , j E Mick McCormick Sheriff 337 E Wendy Metcalf Recorder 246 1/0 Syd Nelson county commission 264 E Michele Petterson Solid waste 492 E Cheri Schultz Public Health 739-7115 E Todd smedstad Highway 370 1/0 Dennis Soderstrom Highway 346-7205 1/0 Joe Thompson Highway 864-5607 E Gary waskosky Sheriff 352 E Rick west Highway 269 (Ex Officio Members> M/FAX Lori Morrell Bureau of Mediation M/FAX Joanne Derby Teamsters 320 M Merle King Teamsters 320 M Cheryl Jones AFSCME LABOR/MANACEMENT COMMITTEE ATTENDANCE/SICN IN CHECK SHEET MEETINC DATE: July 20, 2000 • Brooks Andersen Blake Johnson Leon Anderson Sharon Bjork Tim Brand Jack Dawkins • Joanne Derby _/ Rick Denzel Wade Erickson Pauline Fitch ,t,; I[_, ,L £r cc~~ Roger Froemming ~ --~~------- Dawn Godel Sandi Gundber David Hauser Terry Hoff a,,n, SoJ~rsJ-1u,-.,. Excv.s=s;!, Dave Jennen Cheryl Jones Amy Kampa Marion Kershner Larry Krohn Mick McCormick Wendy Metcalf Lori Morrell Syd Nelson Michele Petterson Cheri Schultz Todd smedstad Joe Thompson Gary waskosky Rick west F:IUSERSIHUMANRES\Labor Managementlattendancesheetrevised.doc