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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 01/20/2005• MINUTES OF THE OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE Government Services Center Dead Lake Room Thursday, January 20, 2005 1:00 p.m. Call to Order Sharon Wicklund called the Labor/Management Committee meeting to order at 1:07 p.m. Attendance: Brian Armstrong, Karen Cannell, John Dinsmore, David Hauser, Karan Johnson, Cheryl Ranum, Heather Severson-Tanez, Tina Tungseth, and Sharon Wicklund. Excused Absence: Rick Denzel, Larry Krohn, Sydney Nelson, and Jodi Wentland. Unexcused Absence: Dwight Serven, Tim Brand, and Mark Englund. Review of Mission and/or Norms of Behavior Karan Johnson read the Norms of Behavior. Review of Minutes Committee members approved as presented, the minutes of December 16, 2004 by consensus. Review of Agenda .. ommittee members approved as presented, the agenda of January 20, 2005 by consensus with two (2) 9;iditions: Under Discussion Items: A. Problem Solving Form-Insurance Coverage for Health Clubs B. Problem Solving Form-Plug-Ins Discussion Items A. Problem Solving Form-Insurance Coverage for Health Clubs • Identified Issue: Blue Cross/Blue Shield is making available to policyholders a benefit of $20/month if policyholder actively participates in a health club. Description of Current Situation: This benefit is not available to Otter Tail County employees due to our status of being "self-insured". Recommended Options: The County to provide the same financial benefit to their employees, as in the long run, it would help to decrease funds paid out for health care needs. Form Competed by: Kim Kampbel-Seufert on 01/03/05, presented by Karan Johnson. Action Agreement by LMC: The Labor/Management discussed the following: • Would Otter Tail County provide this benefit? • Apparently Blue Cross/Blue Shield is offering a $20 rebate to their insured; not to the self-insured. • If people stay physically fit, there is a cost savings in the long run. • Blue Cross/Blue Shield administers Otter Tail County's health insurance; we are self-insured through Lakes Country . • The County is pooled together with other counties and cities. • Possibly have Kathy Domholt present up-to-date information. Labor/Management Committee Minutes January 20, 2005 Page 2 of 3 • If all employees received the health benefit of $20 month, that would be an approximate total of $96,ooo. A • Discussed the possibility of the Wellness and Insurance Subcommittees getting together to revieJ!I' • Whenever something is subsidized, it's not long before the initial cost rises. The following consensus was reached by the Labor/Management Committee: • Sharon Wicklund will discuss with the Wellness Committee and report status at the March meeting. • John Dinsmore will check into health related grants and report back at the March meeting. • Heather Severson-Tanez will research to see if there are programs offered through the Public Health Department. B. Problem Solving Form-Plug-Ins Identified Issue: Revisit the issue of Plug-Ins for County Night workers; many private companies provide this service for their night staff. Description of Current Situation: Presently when temperatures are extremely cold, night workers need to leave the Detention Facility to start vehicles numerous times during their shift or fluids gel in their vehicles which can damage the automobile motor. The County has provided a battery pack which only deals with the issue if staff have a poor battery in their vehicle. The fluid gelling in cold temperatures, becoming too thick to circulate which ultimately damages the staff vehicles, is the real issue. Sheriffs Department employees work 24 hours/7 days a week no matter what the weather is. It is important that we be able to get back and forth from work. If we have difficulty getting our vehicles going in the morning and we have to work again that night shift, it can be an undue hardship on the staff, some who drive quite a distance to work. The battery pack has been depleted on numerous mornings and not available for all workers because ii needs to be charged in between. It is helpful, but not a solution to the problem. Recommended Options: Provide 6 plug-ins for the Detention Facility night shift workers and 2 plug-ins • Dispatchers. Sheriff's Department Deputies drive their squads to work with little down time, so it does not become an issue for them. Check with other County Department Heads who have night workers to determine a need within their departments, if they pole their department and determine that the request is valid then this should be provided to them. In 2001 discussion item listed an approximate cost of 200-amp circuit with 20 plug-ins at $5,000, we are only asking for 6-8 plug-ins, which would be less than half of that cost. Form Completed by: Tina Tungseth on 01/19/05. Action Agreement by LMC: Consensus reached by the Labor/Management Committee that this is a department issue that should be addressed to the Department Head. C. Create List of Discussion Items John Dinsmore distributed a list of Examples of Work Site Labor/Management Committee Topics to the LMC Committee members. The Labor/Management Committee reviewed the distributed list and created the list below as items the committee would like to discuss: Rank Topic ·No. of " No. ·No. Votes Items for Discussion 1 8 7 Fitness Programs 2 22/42 6 Reclassification of Positions Procedure/Job Reclassification 3 7 4 Comparable Worth 4 35 3 Employee Training Needs (e.g.; meth) 4 41 3 Training: Supervisory/Leadership/Time Management • Rank Topii: ._. No. of __ No . No~ -Votes 4 67 3 5 38/71 * 2 5 15/4 2 5 46 2 6 45 1 6 63 1 6 53 1 6 72* 1 6 60 1 6 73* 1 * Added to List of Topics Labor/Management Committee Minutes January 20, 2005 Page 3 of 3 Items for Discussion -- . Employee Security Work Efficiency Strategies/Workload Analysis Employee Suggestion System/Surveys of Employees Confidentiality Dress Code What's Working, Good News Workplace Behavior Guidelines Insurance Citizen Survey/Citizen Information Method E-Government (Use of Website) Consensus was reached by the Labor/Management Committee to discuss this list further at the March meeting. Public Health and Human Services Labor/Management Updates The Public Health Labor/Management Committee has been working on: • Held Flu Shot Clinics. The Human Services Labor/Management Committee has been working on: • • John Dinsmore distributed information that the Human Services LMC has or is working on, which included: o Mission Statement o Worksite Human Services LMC Goals o Membership o BMS Problem Solving Method o Worksite LMC Priorities -2004 o Accomplishments Since 2001 Inception of Worksite LMC Human Services Labor/Management Topics Hiring Process Flex Time/4-10 Hour Days Compensatory Time Performance Appraisal System Conferences Funeral Leave for Co-Workers Clean Windows Food Machines Safety Workload Diversity Training Next Meeting The discussion items for the March agenda include: • Update of Insurance Coverage for Health Clubs • List of Discussion Items New York Mills Office Office Aids (Printers, Cell Phones) Vacation Request Program Coverage Communications Administrative Time (Income Maintenance) First Aid -Hepatitis B Shot ID Tags Office Space Telecommuting Adjournment .t 3:00 p.m., Sharon Wicklund declared the meeting of the Otter Tail County Labor/Management Committee adjourned until 1:00 p.m. on Thursday, March 17, 2005. '" Attachment PROBLEM SOLVING FORM Subcommittee Formed: □Yes [gJ No Identified Issue: Blue Cross/Blue Shield is making available to policyholders a benefit of $20/month if policyholder actively participates in a health club. Description of Current Situation: This benefit is not available to Otter Tail County employees due to our status of being "self-insured". Recommended Options: The County to provide the same financial benefit to their employees, as in the long run, ii would help to decrease funds paid out for health care needs. Form Completed by: Kim Kambel-Seufert (Karan Johnson) Date: 01/03/05 Completed forms should be routed to: LMC Representative Date Reviewed by LMC: 01/20/05 Action Agreement by LMC: The Labor/Management discussed the following: • Would Otter Tail County provide this benefit? • Apparently Blue Cross/Blue Shield is offering a $20 rebate to their insured; not to the self- insured. • If people stay physically fit, there is a cost savings in the long run . • Blue Cross/Blue Shield administers Otter Tail County's health insurance; we are self- insured through Lakes Country. • The County is pooled together with other counties and cities . • Possibly have Kathy Domholt present up-to-date information . • If all employees received the health benefit of $20 month, that would be an approximate total of $96,000. • Discussed the possibility of the Wellness and Insurance Subcommittees getting together to review. • Whenever something is subsidized, it's not long before the initial cost rises . The following consensus was reached by the Labor/Management Committee for: • Sharon Wicklund will discuss with the Wellness Committee and report status at the March meeting. • John Dinsmore will check into health related grants and report back at the March meeting. • Heather Severson-Tanez will research to see if there are programs offered through the Public Health Department. PROBLEM SOLVING FORM Original Subcommittee formed on 10/18/01. Subcommittee Formed: □Yes [gj No Identified Issue: Revisit the issue of Plug-Ins for County Night workers; many private companies provide this service for their night staff. Description of Current Situation: Presently when temperatures are extremely cold, night workers need to leave the Detention Facility to start vehicles numerous times during their shift or fluids gel in their vehicles which can damage the automobile motor. The County has provided a battery pack which only deals with the issue if staff have a poor battery in their vehicle. The fluid gelling in cold temperatures, becoming too thick to circulate which ultimately damages the staff vehicles, is the real issue. Sheriff's Department employees work 24hr/7 days a week no matter what the weather is. It is important that we be able to get back and forth from work. If we have difficulty getting our vehicles going in the morning and we have to work again that night shift, it can be an undue hardship on the staff, some who drive quite a distance to work. The battery pack has been depleted on numerous mornings and not available for all workers because it needs to be charged in between. It is helpful, but not a solution to the problem. Recommended Options: Provide 6 plug-ins for the Detention Facility Night shift workers and 2 plug-ins for Dispatchers. Sheriff's Department Deputies drive their squads to work with little down time, so it does not become an issue for them. Check with other County Department Heads who have night workers to determine a need within their departments, if they pole their department and determine that the request is valid then this should be provided to them. In 2001 discussion item listed an approximate cost of 200-amp circuit with 20 plug-ins at $5,000, we are only asking for 6-8 plug-ins, which would be less than half of that cost. Form Completed by: Tina Tungseth Date: 01/19/05 Completed forms should be routed to: LMC Representative Date Reviewed by LMC: 01/20/05 Action Agreement by LMC: Consensus reached by the Labor/Management Committee that this is a department issue that should be addressed to the Department Head . • 11/30/00 • EXAMPLES OF WORK SITE LABOR MANAGEMENT COMMITTEE TOPICS 1. Communications -internal 2. Communications -external 3. Scheduling -developing alternative work schedules 4. Surveys of employees -various types, including communications, employee satisfaction, etc. 5. Personal Time Off (PTO) 6. Leave accrual process 7. Comparable Worth 8. Fitness programs 9. Reassignment of work 10. Safety -various areas 11. Use of hazardous chemicals 12. Public relations 13. Uniforms 14. Redesigning work areas or equipment 15. Employee suggestion system 16. Employee picnic 17. Diversity training 18. Employee exchange of shifts 19. Employee access to TV sets • 20. Donated Leave Program -for employees w/severe health problems 21. Job Evaluation 22. Reclassification of positions procedure 23. Hiring process review 24. Human resource policy and procedure review and update 25. Job design 26. Internal and External telephone directories 27. Indoor Air Quality 28. Parking Issues 29. Parking lot design 30. Promotional campaign 31. Employee recognition 32. Equipment purchasing 33. Equipment Use 34. Office/Wall decorating policy 35. Employee training needs 36. Employee resource manual (Policies, Procedures, Practices) 37. Restructuring the committees of the organization by moving the various committees' objectives to the LMC 38. Work efficiency strategies (previously referred to as time-motion studies) 39. Staff 'Wall of Fame" and directory 40. Drug testing/education 41. Training: supervisory, leadership, time management 42. Job reclassification -reducing classes/titles/redefining duties 43. Customer service -who and how • 44. Planning -job specific/organizational 45. Dress code Confidentiality Equipment evaluation (before/after purchase) Equipment replacement schedules Equipment preventive maintenance schedule Electronic work order system (computer e-mail base) 11/30/00 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. "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 Cell phone discount Code of Ethics review and revision Travel Expense policy Mentorship program Interdepartmental training requirements Perfom,ance review process Citizen survey/citizen information method Photocopy policy for citizens Workplace pet peeves -EX: Automatic bay doors not opening/closing pro0per1y What's working, Good News Joint Shop Steward/Supervisor Labor Relations Training Conference Attendance Policy Recruitment program Employee Security Lost property process (Jail) Skill based compensation -requirements/ratings of various skill levels of jobs Call-in process County-Wide LMC Potential Topics as of 8-31-00 1. Storm day policy 2. County Cars 3. Skateboards/roller blades on county property 4. Car plug-ins for employees 5. County parking problems 6. Building security 7. County Work Hours 8. Equality between departments 9. Funeral Leave Policy Current County-Wide LMC Topics: • • • • • • Otter Tail County Human Services Work-site Labor Management Committee Board Presentation Overview Miaio,, !it1! ii The Wmksile Homan Services Labor Maoag,cm,:ot Committee exists to creatc an enviroomeot in which all employees of Otter Tail County Homan Services mutually participate to improve the wmk eovironmeot and to improve employee inpo1 in the decision making process. Worl<sile Boman Senica LMC Goals: D Develop a system that promotes open, two-way O(ffl)PPorirarion and an alllloSphere of boocsty. trusl, and respect. D Creale an environmem whad,y individual employees feel they are an unpo,twl part of the o,-gaui:zation and are uwting the 0\/Cl'all COUPty goal of providing quality public servitt. □ lmpro\-e wmk relationships bet .. eeo LJhor and lll3ll3gi:IIICI □ Develop a framework for identifying and solving problems as well as migmdcrslandings □ Eorourage aeativity and the sharing of job related information. □ Strive to respect each olbcr's position on issues and view harriers to action as opportuoilies for improvement. Mmlbenhip: Six labor member represeotatives (lhree from each baigaioioi; uoil); fot,r managemmt pe1sonucl and one couoty commissioner; and two ex-officio membeis (husioess apt and recorder) BMS l'lloblrm Solving Mdbod: Step I: Definition of Problem/Issue • Nature of Issue • Groups Alfectal • When Issue ls Most Noticeable Step U: Problem Analysis • Underlying Caose(s) of Problem/Issue Step Ill Brainstorm Possible Solutions • Each Participant Write Down Ideas Step IV: Select/Evaluate Most Feasible Solutions • Will the selected solotion solve part or the -..twle problem? Step V: Make a Recommeodatiou • Summarize agreed definition 'lf the probtemrlSSUe • Decide who receives the recommendation • S111111113riz£ recommendation and n,que<0 f.....thad< Step VI: Develop an Action Plan/Follow Up Plan • When shall the co-chairs receive f Pftlback • What action was taken (If oone, why?) • O,mroiuee ~<:lion (closure) Wort.sile LMC Priorities -2004 • Hiring Process (I ) Workload (2) • Public Daia Maoeg,:u=t (6) • Divenity Training (7) • Cantinnn1 Education (8) • Office Space/Client Privacy Issues (3) • Safety (4) • Performance Appraisal System(5) • T ela:ommutiog (9) 5:J( ;t ~ Se1t1toI of donations ( 10) • Selliog of Ma-cbandise (11) • Wmdow Cleaning (12) Accomplishments Since 2001 Inception ofWorksite LMC Labor ManAoement Tonic Status of Topic • Hiring Process Created a set of "Reassignment of Duties and Responsibilities Guidelines" to be implemented effective August I. 2004 to compliment the aeencv' s selection and hiring process New York Mills Office New York Mills Office was opened with full time Staff. Tonic Comnleted. Flex Time/ 4-10 hour days Alternative Work Schedule was implemented on March 2002. Tonic Comoleted. Office Aids (Printers, Cell Phones) Stipend Funded Cell Phone Policy was implemented effective Jwte 2003. Periodic Reviews scheduled. Topic Comoleted Compensatory Time Topic Completed. Vacation Request Format of Vacation Request Slip was changed. Supervisor will return vacation slip to employee within 2 wor•;"" davs. Topic Completed. Performance A=;sal Svstein Focus on comnletion of all staff armual evaluations Program Coverage Topic Completed. Conferences Referred to Management. Topic Completed Communications Topic Completed. Fum:ra.1 Leave for Co Worker Completed through labor negotiations Administrative Time (Income Maintenance) Topic Completed • Clean Windows Topic Completed First Aid -Hepatitis B Shot Topic Completed Food Machines Topic Completed ID Tags Topic Completed Added locks to 505 lobby + Doors were installed at 121 Safetv Building. Office Snace Moved toGSC Workload Currentlv workin2 on this tonic T ele-Commut;no Uncom;no Tonic Diversity Training Members suggested this training be looked at for the Snrin• 2004 Aoencv Wide M...-t;no. • • • • Sharon Jewell -Re: LMC Problem solving form? From: To: Date: Subject: CC: Sharon Jewell Tina Tungseth 1/14/2005 8:51 AM Re: LMC Problem solving form7 Jodi Wentland; Sharon Wicklund Page I of I Tina, I have attached the problem solving form for you. The Plug-In issue was discussed back in 2001, so I have also included the LMC minutes from October 18, 2001 and November 15, 2001 for your information. Sharon R. Jewell Human Resources Specialist Otter Tail County Coordinator's Department Government Services Center 520 Fir Avenue West Fergus Falls, MN 56537 Direct Phone: 218-998-8064 Office Phone: 218-998-8060 Fax: 218-998-8075 email: ~jewell@co.otter-tail.mn.us >>> Tina Tungseth 01/14/05 01:04AM >>> Dear Sharon, Just a quick note to see if you had the LMC Problem Solving Form to send me on line so I complete the issues that I have to present and return them to you via email. If not I can fill out the hand written forms and bring them with to the meeting. One of the issues that has been brought up to me is that county workers that work night workers would like to have car plug ins available which is fairly standard practice for companies that have night workers. The car power packs that have been provided are not the full answer, although they have been used quite a lot by staff,~jumping the cars in the cold weather is not a lot of fun and the power packs get worn down with frequent usage. Departments who have night workers would like to have enough plug ins available for the staff that are working~many of the staff are not driving new vehicles that start well, it can be a real hardship when they have to stay late trying to start their vehicles in the morning. Thank you! Tina file:/ IC :\Documents%20and%20Setti ngs\sj ewe! I\Loca1%20Settings\ Temp\G W} 0000 I . HTM 2/2/2005 • • • Sharon Jewell -Re: Request for LMC From: To: Date: Subject: Sharon Jewell Tina Tungseth 1/19/2005 8:29 AM Re: Request for LMC Page I of I Thanks Tina, would you like me to make copies of this problem solving form for the committee or will you be bringing them with you tomorrow? Sharon R. Jewell Human Resources Specialist Otter Tail County Coordinator's Department Government Services Center 520 Fir Avenue West Fergus Falls, MN 56537 Direct Phone: 218-998-8064 Office Phone: 218-998-8060 Fax: 218-998-8075 email: sjewell@_c_o.otter-tail.mn.us >>> Tina Tungseth 01/19/05 03:12AM >>> Dear Sharon, Thank you for the problem-solving form you forwarded to me along with the prior information. I remember when it was discussed at the jail and when the power pack was provided. It has been brought up to me by several of our staff at a request to revisit this issue since the power pack was not the full answer in question, so that is what I am doing. I did talk with one of the dispatchers who did not think he would use the plug-ins but did not have time to pole the rest and felt that that could be done by department _heads if they felt it to be a valid issue for therr staff Thank you. Tina file://C:\Documents%20and%20Settings\sjewell\Loca1%20Settings\ Temp\G W} 0000 I .HTM I /19/2005 ~ Shar,Dn Je~II -Request for LMC • • • From: To: Date: Subject: Dear Sharon, Tina Tungseth Sharon Jewell 1/19/05 3:12AM Request for LMC Thank you for the problem-solving form you forwarded to me along with the prior information. I remember when it was discussed at the jail and when the power pack was provided. It has been brought up to me by several of our staff at a request to revisit this issue since the power pack was not the full answer in question, so that is what I am doing. I did talk with one of the dispatchers who did not think he would use the plug-ins but did not have time to pole the rest and felt that that could be done by department heads if they felt it to be a valid issue for their staff Thank you. Tina CC: Jodi Wentland; Sharon Wicklund; Tina Tungseth Page 1 j • • • LABOR/MANACiEMENT COMMITTEE ATTENDANCE/SICiN IN CHECK SHEET MEETINCi DATE: January 20, 2005 Brian Armstrong 134 / ~-~ ~ Ln_, Dwight Serven fhw/c,,40# Tim Brand lk>u/-cu o e .£} Karen Cannell ~w~ Rick Denzel Excused John Dinsmore Mark Englund David Hauser !A ' Karan Johnson v1~~k~ Larry Krohn ¼o 4 o& Sydney Nelson ¼«,0 £J -t::::ft,(;:=:-Cheryl Ranum Heather Severson-Tanez Tina Tungseth I / lLfJ------: I Uy (FA /2 _) Jodi Wentland ~ Sharon Wicklund Joanne Derby Merl King Lori Morrell James Moore