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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 05/15/2003• . -. --... MINUTES OF THE OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE Otter Tail County Courthouse Commissioners' Room, Floor 1-B Thursday, May 15, 2003 1 :00 p.m. Call to Order Sharon Wicklund called the Labor/Management Committee meeting to order at 1 :05 p.m. Attendance: Tonya Anderson, Carol Brause, John Dinsmore, Sue Ewy, Chuck Grotte, David Hauser, Chuck Kitzman, Cheryl Kottom, Larry Krohn, Don Larson, Mick McCormick, Barbara Molter, Dennis Mosher, Sydney Nelson, Heather Severson, James Stewart, Jodi Wentland, and Sharon Wicklund. Excused Absence: Richard Akerman, Brian Armstrong, Rick Denzel, Barb Jongeling, Anne Mueller, Kirsten Olson, Wayne Roisum, and Wayne Stein. Unexcused Absence: Dwight Serven, Tim Brand, and Doug Cannell. Review of Mission and/or Norms of Behavior Charles Kitzman read the Norms of Behavior. Review of Minutes .ommittee members approved as presented, the minutes of March 20, 2003 and April 17, 2003. Review of Agenda Committee members approved as presented, the agenda of May 15, 2003. Discussion Items A. Insurance Subcommittee Update: The following items were discussed: • The representatives from Blue Cross and Lakes Country Services are working on new figures for a medical plan in which the plan would have slightly a higher deductible but would also include a medical savings account. This medical savings account would carry over from year to year. The out- of-pocket expenditures would change very little. Blue Cross and Lakes Country will be providing the Insurance Subcommittee with more information on this. The County probably will not offer this medical savings account insurance option until after 2004. B. Changing the Labor/Management Committee Charter-Meeting Once Every Two Months?: The following suggestions/ideas/concerns were discussed: • C. • • • • • • • Cut LMC Committee Meetings in half and end at 2:00 p.m . Have meetings every other month . The LMC hasn't had any immediate issue in almost a year; do we need to continue on with this committee? Could the co-chair contact the members when a concern is brought forward to scheduling a committee meeting? Have everyone check with their departments for topics and this committee will surely have issues . Contact Lori Morrell as to what is the purpose of this committee is; what is Lori's opinion as to what do we do if we can't find any more problems/concerns to discuss? Feedback surveys distributed and collected by the co-chair at the end of meeting . Parking Lot Issue: The following parking spot issues were discussed: • Too difficult to find parking in the northeast lot. • People other than county employees are parking in county parking lots. • Prisoner parking area needs to be monitored more closely. .. L -•• > •---•--- Labor/Management Committee Minutes May 15, 2003 • There are 47 parking spots in the north lot, and there are many more spots in the First Lutheran parking lot. Q • Possibly bring back parking stickers for all county employees to put on their vehicles. • The authority is there to hand out fines and tickets, periodically the city does make a sweep. • Some of the Detention Facility inmates drive to the jail and park their vehicle for 20 days until their release. • Is there a need to form a subcommittee on this parking issue? • The purpose of having county employee parking lots is so street parking is available for customers visiting the courthouse. D. Access to "Tuition Assistance" Problem Solving Form: Sue Ewy, Public Health Associate presented the attached. Discussion followed. Consensus was reached for David Hauser to present at the neJC! Personnel Board meeting. Public Health and Human Services Labor/Management Updates The Human Services Labor/Management Committee has been working on: • Continuing Education • Mandated Versus Non-Mandated • Overnight Lodging for Training • GSC Workstation Assignment Process • Control of Work Atmosphere Information Sharing/Announcements • For those members whose terms will be ending, please invite your replacement to the June meeting. Next Meeting • The discussion items for the June agenda include: • Results of Feedback Survey • Parking Lot Subcommittee 0 • Names of July New Term Members Adjournment At 3:07 p.m., Sharon Wicklund declared the meeting of the Otter Tail County Labor/Management Committee adjourned until 1 :00 p.m. on Thursday, June 19, 2003. ,; Allaavnont 0 • • PROBLEM SOLVING FORM Subcommittee Formed: D Yes Identified Issue: Access to "Tuition Assistance" (County Personnel Rules, page 9-see attached) Description of Current Situation: As described in the County Personnel Rules, this benefit appears to be for "improving the quality of services rendered to the County and to assist employees to prepare themselves for advancement". When the criterions established by the County Personnel Committee (see attached) are applied, it would appear that this benefit would never apply and not be accessible to employees. Recommended Options: 1) Reconsider the criteria established, specifically the criteria that relate to the education being "necessary or mandatory for the employee to complete of their job" and "the minimum position requirements of the position require the training/education or higher degree". 2) More clearly define the rational for the policy in the first place. If indeed it is for "improving the quality of services rendered to the County and to assist employees to prepare themselves for advancement", this may be more equitable done with an increase in pay for those who obtain an advanced degree applicable to their job. Tuition costs can vary greatly depending on the school and program, and planning for those variations by a Department Head to include in budget planning would be difficult and has the potential for great variation from department to department. Without a required amount of time to remain in the County's employment following tuition assistance, there is the potential for the County to invest in an employee without receiving the benefit of utilizing the advanced training/knowledge. By replacing "tuition assistance" with a pay change after obtaining advanced training/education, the County would eliminate this risk and budgeting would be predictable and assurance of equitable treatment across departments would be more easily assured. The employee's advanced training/knowledge would be recognized and valued by the County and the potential for recruitment and retention of employees with advanced training/knowledge would be increased. Form Completed by: Sue Ewy ---~--------------Date: 05/15/03 Comp I et e d forms should be routed to: LMC Representative Date Reviewed by LMC: 05/15/03 ----------------1 t--------------------------------------1 Action Agreement by LMC: David Hauser will present to the Personnel Board. 3. Training/Development/Performance .epartment Heads are responsible for determining appropriate training of employees for the purpose of improving the quality of services rendered to the County and to assist employees to prepare themselves for advancement. • 3.10 A. Conferences, Workshops and Training: Conferences and workshops must be job related and used to develop the information and skills of staff. Examples of training programs are workshops, University of Minnesota extension courses, and sessions held on specialized service areas. These sessions may be attended upon approval of the Department Head. Out-of-state conferences or seminars must be approved by the County Board in advance. The following criteria will be used: I. Topic has application to the employee's job. 2. Attendance will allow for making essential contacts or obtaining information important to the improved operations and functions of the department. 3. Information needed to complete or meet changes in job responsibilities because of statutory changes. B. Tuition Assistance: An employee may request tuition assistance for educational courses taken which are relevant to the job and the result is directly beneficial to Otter Tail County. The request must be reviewed by the Department Head prior to final approval by the County Board. The individual will be reimbursed for the tuition cost upon evidence the approved course has been satisfactorily completed. Supervisors may allow class attendance during normal work hours if the workload permits and the individual uses vacation or compensation time. Performance Evaluations: Department Heads are expected to prepare a written performance evaluation on an annual basis corresponding with the employee's anniversary date of employment. The Department Head or supervisor performing the evaluation will review the evaluation with the employee and have the employee acknowledge in writing that the employee has seen the evaluation and had an opportunity to discuss it with his or her supervisor. Anniversary dates will be adjusted forward for the duration of any unpaid leave of absences. 3.20 Employee Assistance Program: The Employee Assistance Program (EAP) is an employer-sponsored program that provides assistance to employees. This program is contracted through Sand Creek, Inc. The program provides confidential, professional assistance to help employees and their families resolve problems that are affecting their personal lives or job performance. After contacting Sand Creek, Inc., a private appointment will be scheduled and confidentiality is assured. If a need is indicated, other members of the family may be encouraged to participate in the program. However, a supervisor may encourage the use of the EAP when a job performance problem becomes obvious. There is no charge to the employee for the initial assessment and counseling service. If further assistance is necessary, the employee's health insurance and/or other benefits will be considered. If services are not covered by insurance or other benefits, the counselor will make referrals to the most appropriate agency to minimize costs. These costs are the responsibility of the employee and may be based on .the employee's ability to pay. 9 "LABOR/MANAGEMENT COMMITTEE ATTENDANCE/SIGN IN CHECK SHEET MEETING DATE: MAY 15, 2003 • Richard Akerman Tonya Anderson Brian Armstrong Dwight Serven Tim Brand Carol Brause Doug Cannell Rick Denzel John Dinsmore -ueEwy Chuck Grotte David Hauser Barb Jongeling Chuck Kitzman Cheryl Kottom • Excused Larry Krohn Don Larson Excused' Mick McCormick Barbara Molter Dennis Mosher c~~) Anne Mueller Sydney Nelson Excused Kirsten Olson Excused Wayne Roisum Heather Severson Wayne Stein James Stewart Jodi Wentland Sharon Wicklund Joanne Derby Cheryl Jones Merle King Lori Morrell