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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/17/2005• MINUTES OF THE OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE Government Services Center Dead Lake Room Thursday, March 17, 2005 1:00 p.m. Call to Order Sharon Wicklund called the Labor/Management Committee meeting to order at 1:05 p.m. Attendance: Tim Brand, Karen Cannell, Rick Denzel, David Hauser, Karan Johnson, Larry Krohn, Sydney Nelson, Cheryl Ranum, Tina Tungseth, Jodi Wentland, and Sharon Wicklund. Excused Absence: Brian Armstrong, Dwight Serven, John Dinsmore, and Mark Englund. Review of Mission and/or Norms of Behavior Rick Denzel read the Norms of Behavior. Review of Minutes Committee members approved as presented, the minutes of January 20, 2005 by consensus. Review of Agenda Committee members approved as presented, the agenda of March 17, 2005 by consensus with the additional .em of Problem Solving Form: Respectful Workplace Policy Discussion Items A. Update of Insurance Coverage for Health Clubs Group consensus was reached that this topic is resolved. B. Problem Solving Form: Respectful Workplace Policy Identified Issue: • Respectful Workplace Policy Description of Current Situation: Otter Tail County currently has a Harassment Policy for all County employees. The Human Services Management Team received a copy of a Respectful Workplace Policy developed by Crow Wing County. It was the recommendation of the Human Services Management Team that this policy be shared with the County LMC for their review and analysis. Recommended Options: Consideration of the development of a subcommittee to do a comparative analysis of the OTC policy and the Crow Wing policy and to provide further recommendations from this analysis. Form completed by John Dinsmore on March 17, 2005. Action Agreement by LMC: The Labor/Management Committee discussed the following information: • Should there be a comparative analysis of the Crow Wing County and Otter Tail County policies? • The Otter Tail County Harassment Policy was handed out at the Right-to-Know Training held last year. • There are procedures in place for reporting harassment conduct. • Is there a need for further clarification? . ' ' Labor/Management Committee Minutes March 17, 2005 Page 2 of 3 • • Employees do not always report when they are being offended . • Individuals need to know that if they are offended, there is some recourse. • Current policy is less than a year old; is there a need to modify this policy? Recommended solutions: • Tiny Holm could include this policy in new employee orientations. • Send out regular reminders. • Pass information on to Tiny Holm for his review and analysis. • No further action. • Form a subcommittee. Group consensus reached to pass this information on to Tiny Holm, Safety and Emergency Service Director for his review and analysis. After review, Tiny can notify this committee if he feels a need to update Otter Tail County's present policy. C. Review of Bylaws Labor/Management Committee discussion: Sharon Wicklund stated that Cheryl Ranum originally filled a Non-Union Labor representative spot at the New York Mills Office and that Cheryl is a union member and needs to find a replacement that is non- union. Sharon also reported that the Labor/Management Committee needs a Public Health representative to replace Heather Severson-Tanez. Group discussion followed regarding Labor/Management Committee end of terms in July, 2005. • Solutions: • 1. Have a few members remain for one additional year to allow overlap (60%/40%) or 50%. We will need a County Commissioner replacement, and term out two of the five management group members. Larry Krohn could resolve this at a Department Head/Management meeting. 2. Exiting members stay on for two additional committee meetings to help with transition. 3. Co-Chairs term limit currently is one year. 4. Commissioner representative needs to be replaced. 5. Incorporation of representation/reporting from Public Health and Human Services Labor/Management Committees. 6. Eliminate term limits. Recommendation: Group consensus was reached by committee to choose solutions number 1 and 4: 1. Have a few members remain for one additional year to allow overlap (60%/40%) or 50%. We will need a County Commissioner replacement, and term out two of the five management group members. Larry Krohn could set that up at a Department Head/Management meeting. 4. Commissioner representative needs to be replaced. Larry Krohn will meet with the Department Head/Management team before July and Syd Nelson will meet with Commissioners. Group consensus was also reached by the Labor/Management Committee that new member training at the July meeting will be provided by current LMC members. Labor/Management Committee Minutes March 17, 2005 Page 3 of 3 • List of Discussion Items • '11.·Rank':::: •:\ :~ ••,;, •. ,, '"1 1'i >'." ' I!•, 'Iii!~ "·I~' ~i?~Y;t:<·::~I ,,, .'' l T T i ' • i ' ' ' ''' ''', .· ,. ' • ::~:;::.,. "' : ;;::::\ •• I·,,Topici' :"-'.·:ENotof'•!'Il ,<;ii:<~' 1'.,'.r:'y_:1 .. : ,->:1·., !,<··r\1t :r.:·,;: ·-''"',".:,1.: :!'1!1.?,ii'.',\i::;-:_x,;,1. 1\.,-.; ._ _1·•.>::,11•;\•l,, .. :-:.I ''G·••i•"·'·?L''I "1''-h ,.~:.,, '"':',,,;1\f.l'I ~-;.' '/".IJ'''"',~•t.·J\,!'.'t':' 11\ .. , ,.,:., .,l;,t,:£ltemst,for,,D1scussion,· \•.,·l'r' •,'.,:_\",,,·,:/'. /fl,1 \1.No"J•.:: 1 2 3 4 4 4 5 5 5 6 6 6 6 6 6 Rank No. 11 Rank No. 21 Rank No. 3: 'i·,·,No., .. :.;,-,,,.;,,Votes,:,,:· \1 \1 ·,, _,1::i\'.\<1111\;"'<.'• j !·-'<if,;:;· ':\\\'.\-,',,:?1;,-hl;>:'::3.1\ \, ·<'•','I.\[.''''. i·.·•\, './ . . : \,';'. 8 7 Fitness Programs 22/42 6 Reclassification of Positions Procedure/Job Reclassification 7 4 Comparable Worth 35 3 Emolovee Trainino Needs (e.o.; methl 41 3 Training, Supervisory/Leadership/Time Management 67 3 Emolovee Securitv 38/71 * 2 Work Efficiency Strategies/Workload Analysis 15/4 2 Emplovee Suaaestion Svstem/Survevs of Emplovees 46 2 Confidentialitv 45 1 Dress Code 63 1 What's Workino, Good News 53 1 Workplace Behavior Guidelines 72* 1 Insurance 60 1 Citizen Survey/Citizen Information Method 73• 1 E-Government (Use of Website) Fitness programs have been resolved. Reclassification of positions procedure/job reclassification. David Hauser reported that the County Board did have a moratorium on this issue and as of Tuesday, March 15th that moratorium has now been removed. Comparable worth is assigned through pay equity. Pay equity is based on market values. Further discussion by the committee. Consensus was reached by the Labar/Management Committee to remove the fitness programs, reclassification of positions procedure/job reclassification, and the comparable worth items from the list of discussion items. Rank No. 4: Employee training needs (e.g., meth). WACCO, Someplace Safe, and the Sheriffs Department are resources that would be able to provide further information. Consensus was reached by committee for David Hauser to research the Meth item and present additional information at the May meeting. Next Meeting The discussion items for the May agenda include: • Meth Safety-David Hauser • Continue Review of Discussion Items • Scanning of LMC Minutes-Pat Larum Adjournment At 2152 p.m., Sharon Wicklund declared the meeting of the Otter Tail County Labor/Management Committee .djourned until 1:00 p.m. on Thursday, May 19, 2005. '" Attachment PROBLEM SOLVING FORM Subcommittee Formed: □Yes ~No Identified Issue: Respectful Workplace Policy Description of Current Situation: Otter Tail County currently has a Harassment Policy for all County employees. The Human Services Management Team received a copy of a Respectful Workplace Policy developed by Crow Wing County. It was the recommendation of the Human Services Management Team that this policy be shared with the County LMC for their review and analysis. Recommended Options: Consideration of the development of a subcommittee to do a comparative analysis of the OTC policy and the Crow Wing policy and to provide further recommendations from this analysis. Form Completed by: John Dinsmore Date: March 17, 2005 Completed forms should be routed to: LMC Representative Date Reviewed by LMC: March 17, 2005 • Action Agreement by LMC: The Labor/Management Committee discussed the following information: • Should there be a comparative analysis of the Crow Wing County and Otter Tail County policies? • The Otter Tail County Harassment Policy was handed out at the Right-to-Know Training held last year. • There are procedures in place for reporting harassment conduct. • Is there a need for further clarification? • Employees do not always report when they are being offended . • Individuals need to know that if they are offended, there is some recourse . • Current policy is less than a year old; is there a need to modify this policy? Recommended solutions: • Tiny Holm could include this policy in new employee orientations . • Send out regular reminders . • Pass information on to Tiny Holm for his review and analysis . • No further action . • • Form a subcommittee . Group consensus reached to pass this information on to Tiny Holm, Safety and Emergency Service Director for his review and analysis. After review, Tiny can notify this committee if he feels a need to update Otter Tail County's present policy. ' \ i • Crow Wing County Social Services Policy and Procedure Title: Respectful Workplace Policy Effective Date: 12-1-04 Review Date: 12-1-06 Board Action: 11-23-04 Policy: Crow Wing County Social Services is committed to creating and sustaining a vibrant, healthy, safe and caring work environment for its staff. To do so, all staff and clients will be treated with respect, honesty and dignity. Behavior or situations that run contrary to such treatment will not be tolerated. Attachments: 1 . POLICY: Crow Wing County Social Services (CWCSS) is committed to creating and sustaining a vibrant, healthy, safe and caring work environment for its staff. To do so, all staff and clients will be treated with respect, honesty and dignity. Behavior or situations that run contrary to such treatment will not be tolerated . • CWCSS recognizes that conflicts and disagreements will occur. We.expect all employees to resolve these issues in a manner that contributes to a healthy and productive workplace. • CWCSS is committed to responding quickly to complaints about inappropriate behavior in the workplace, and to resolve issues speedily, openly, honestly and with appropriate privacy. OBJECTIVES: CWCSS is committed to working in collaboration with its employees, unions and work partners to create a respectful workplace by: • Promoting and maintaining a common understanding of the behaviors considered appropriate and inappropriate in the workplace and wherever services are provided or accessed. • Taking action to prevent and/or deal with inappropriate behavior where county business is conducted . They are: • • Disrespectful behavior • Discriminatory behavior • • Damage to people or property A. Disrespectful Behavior: Examples include, but are not limited to: • Written or verbal comments, behaviors or jokes that are rude, degrading or offensive • Jokes which are demeaning and result in embarrassment or insult • Bullying, shouting which demeans, teasing or taunting • Deliberate exclusion of a particular employee from relevant work communication, activities or decision-making · • Attempting to discredit an employee by spreading false information about him/her B. Discriminatory/Harassment Behavior: • Behaviors, practices, policies or systems which have an adverse impact based on age, ancestry, color, family status, marital status, mental or physical disability, place of origin, race, religious beliefs, sexual orientation, source of income or gender, including pregnancy and sexual harassment. See Section XXVII of the Crow Wing County Personnel Manual. C. Damage to people or property: 1. Vandalism or destruction on county property 2. Threats i. Any act, gesture or statement that gives an employee reasonable cause to believe that there is risk of injury to themselves, another person or county property. ii. Any statement, either verbal or written, that is reasonably interpreted by a person to be menacing or taunting in nature. This could include, but is not limited to, such things as coercion, intimidation, persecution, humiliation, bullying, ridiculing or belittling. 3. Violent Acts i. Violent acts are defined as any act that causes, or may cause, physical harm or significant emotional distress to a county employee or member of the public. ii. Behaviors that are threatening to personal safety or are violent require immediate action to prevent escalation and ensure the safety of employees. Incidents of threats or violence should be reported immediately to a supervisor. Every employee has the right to be treated in a fair, reasonable and respectful manner. For this • to be a normal part of our environment, we must find ways that prevent our differences from escalating and resolve them quickly when they occur. As a Social Services employee, you are responsible for creating a respectful workplace environment by: • Ensuring your behavior is respectful and appropriate at all times • Accepting responsibility for your own reactions and behaviors and your impact on others • Making your concerns known promptly and directly if something is troubling you • Being a "part of the solution" • Immediately informing a supervisor if there is an imminent threat or risk of harm As a Supervisor, you have additional responsibilities to create and sustain a respectful workplace environment. They include: • Being a role model for "Behavior at its Best" • Ensuring awareness of and compliance with this policy in your areas of responsibility • Taking appropriate action in a prompt, impartial and confidential manner when issues come to your attention • Making sure no person suffers reprisal as a result of making a complaint or for providing information • • • 03/19/04 • County of Otter Tail Labor/Management Committee Bylaws Article I Representatives The Labor/Management Committee shall be made up of Labor and Management representatives, comprised of the following: • • Eight (8) Five (5) ManagemenUSupervisory Personnel including: In addilion to the five ManagemenUSupervisory Personnel: One (1) County Commissioner The County Coordinator and County Attorney will be Permanent Management Members. Eight (8) Labor Personnel including: Two (2) Teamsters Professionals [one (1) Public Health and one (1) Human Services] Three (3) Non-Union [one (1) of the three from the New York Mills Office] Two (2) Teamsters Law Enforcement [one (1) from the Sheriffs Department and one (1) from the Detention Facility] One (1) AFSCME Highway Maintenance Personnel Four (4) Ex-Officio Members including: Two (2) Representatives of Teamsters 320 One (1) Representative of AFSCME One (1) Recording Secretary There will be no alternates for members' attendance at meelings. This structure shall be reviewed by the committee after one (1) year of committee operation . Article II Officers/Recording Secretary The Officers of the Labor/Management Committee shall be co-chairs, one (1) Labor and one (1) Management. TERM: The Officers will serve a term of twelve (12) months. The twelve (12) month term will expire June 30th of each year. SELECTION: To be a co-chair, the individual must have been a committee representative a minimum of six (6) months, except for the initial year. Officers will be chosen by their respective parties (Labor and Management) by June. The co-chair's term will begin in July. DUTIES: The co-chairs will perform the following duties: Conduct meetings Finalize agenda (including content and time limits) Clarify action points at each meeting The recording secretary's responsibilities will include the following: Keep minutes and attendance Provide miscellaneous support (purchasing, communications) Provide meeting agenda one (1) week in advance of scheduled meeting Maintain permanent file of the meeting and attendance records Distribute approved minutes for posling. Article Ill Terms of Service Representatives will commit to a minimum of a two (2) year term. The number of consecutive terms will be limited to two (2) in order to provide the opportunity for new representatives to participate in the Labor Management Committee. The County Coordinator and County Attorney shall be permanent positions . 03/19104 Article IV Committee Meetings • The meetings will be held every olher month on the third Thursday of the month unless co-chairs feel a monthly meeting · necessary. The duration of the meetings will be two (2) hours, unless extended by consensus. The meetings will be from 1 :00 p.m. until 3:00 p.m. in the County Commissioners' conference room unless otherwise arranged. Special Meetings: Special meetings shall be called by the co-chairs with the approval of at least two (2) other representatives, one (1) Labor and one (1) Management. Article V Quorum/Attendance There must be one Labor representative and one Management representative plus one co-chair needed to convene the meeting. A representative who has two (2) consecutive unexcused absences will be terminated from the committee. The representatives should contact the County Coordinator's office if they are unable to attend a meeting. An excused absence is defined as providing advanced notice of absence in the manner stated above. Article VI Committee Actions Actions by the committee will be by consensus only. Only committee members can participate in consensus decision making. Labor/Management Committee decisions are recommendations only. All recommendations will receive a response from the County Board. The committee is not a collective bargaining forum. However, the committee recommendations can be forwarded to negotiators for consideration and incorporation into collective bargaining. The Labor/Management Committee may form sub-committees. Article VII Committee Agenda A tentative agenda shall be determined at the end of each committee meeting by consensus. The agenda and the minutes from the previous meeting will be distributed to all committee representatives one (1) week in advance. The co-chairs will finalize the. agenda. Any additions to the agenda shall be routed to the co-chairs and they will contact the recording secretary regarding the changes. Article VIII Assessment/Feedback An assessment/feedback will be done annually by the committee. This Mission Statement will be reviewed at the time of the assessment/feedback. A special meeting may be called in order to complete the assessment/feedback and review the Mission Statement. An assessment/feedback by the employees (Labor and Management) will be done annually. A sub-committee will be formed to compose the assessment/feedback form, distribute the form to the employees, review the responses and prepare a final report for the Labor/Management Committee. The sub-committee shall be formed one (1) month prior to the assessment/feedback date. Article IX Compensation Participation by representatives will be considered time worked. Article X Other Sub-committees: Appointment of sub-committees shall be approved by consensus. Amendments to Bylaws: Changes and amendments to these Bylaws may be proposed at any meeting of the Labor/Management Committee and shall be approved by consensus at the next meeting. • • • • OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE MEMBERSHIP DISTRIBUTION LIST Mail E M E E E E E E E E 1/0 E E E E E M/FAX M M M/FAX L-Labor M-Management M L M L M M L M L M M L L L M L Name Department Brian Armstrong GIS Dwight Serven Highway Tim Brand MIS Karen Cannell Coordinator Rick Denzel Solid Waste/Recycling John Dinsmore Human Services Mark Englund Sheriff David Hauser County Attorney Karan Johnson Human Services Larry Krohn County Coordinator Syd Nelson County Commissioner Cheryl Ranum Human Services -NYM Jodi Misegades Public Health Tina Tungseth Sheriff Jodi Wentland Human Services Sharon Wicklund Highway (Ex Officio Members) Joanne Derby Merl King James Moore Lori Morrell Teamsters 320 Teamsters 320 AFSCME Bureau of Mediation Phone 998-8315 342-2324 998-8121 998-8076 736-4400 998-8172 998-8534 998-8406 998-8252 998-8068 998-8060 385-3945 998-8336 998-8556 998-8211 998-8482 l'lec\SJl',u.Hrs\l-lurnan ResourceslLlbo< Manaoe~nt'Olslrlbulion Usts\Dksllbullon Us! 200s 01·20 ooe 04/06/05 • • • LABOR/MANAGEMENT COMMITTEE ATTENDANCE/SIGN IN CHECK SHEET MEETING DATE: March 17, 2005 Brian Armstrong Dwight Serven Tim Brand Karen Cannell Rick Denzel John Dinsmore Mark Englund David Hauser Karan Johnson Larry Krohn Sydney Nelson Cheryl Ranum Tina Tungseth Jodi Wentland Sharon Wicklund Public Health Union Rep. Joanne Derby Merl King Lori Morrell James Moore Excused Excused • • • County of Otter Tail Labor/Management Committee Representatives Eight (8) Management Personnel including: Seven (7) Mana cement p ersonne Representative Term Expires Brian Armstrong 2005 Tim Brand 2005 Rick Denzel 2005 John Dinsmore 2005 Jodi Wentland 2005 David Hauser Permanent Larry Krohn Permanent One (1) CountyrC~o~m~m=is=si~o~n=er~-----~--------~ Representative Term Expires Sydney Nelson 2005 Eight (8) Labor Personnel including: One (1) Teamsters Professional Re resentative Tenn Ex ires 2006 Term Ex ires Karan Johnson 2005 Three (3) Non-U nion /one from New York Mills Office•) Representative Term Expires Karen Cannell 2006 Chervl Ranum• 2005 Sharon Wicklund 2005 Two (2) Teams ters Law Enforcement (one from Sheriffs Office, one from De Representative Mark Enalund Tina Tunaseth One (1) AFSCME Hiahwav Maintenance Personnel Representative Dwiaht Serven Term Expires 2006 2005 Term Expires I 2006 I 04/06/05 tention Facility)