HomeMy WebLinkAboutBoard of Commissioners - Minutes - 01/21/1999•
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Call to Order
Present: Al Anderson, Leon Anderson, Steve Andrews, Sharon Bjork, Jack Dawkins, Joanne
Derby, Sandi Gundberg, Mike Hanan, David Hauser, Chuck Kitzman, Larry Krohn, Malcolm Lee,
Lane Magnusson, Wendy Metcalf, Lori Morrell, Bud Pierce, Virginia Partmann, Vicki Schwanke,
Todd Smedstad, Dennis Soderstrom, Rick Sytsma, Doug Walvatne, and Gary Waskosky.
Absent: Brooks Andersen, Rolene Davis, and Mark Morris.
Todd Smedstad called the Labor/Management Committee meeting to order at 1 :04 p.m.
The following individuals notified the Coordinator's Office of their planned absence: Pauline Barry,
Cheryl Jones, Kathy Ouren, Michele Petterson, and Rick West.
Approval of Agenda -January 21, 1999
Committee members approved the agenda of January 21, 1999 with the following changes:
From: Sixth Step Problem Solving
To: Six Step Problem Solving Model
Table the Committee Lists agenda item until the next committee meeting.
Approval of Minutes -December 17, 1998
Committee members approved, as presented the minutes of December 17, 1998.
Communication
Six Step Problem Solving Model is as follows:
1. Identify the symptoms, urgency and tentative definition of the problem.
2. Diagnose and determine the problem.
3. Develop and look for solutions.
4. Select a solution.
5. Implement a solution.
6. Evaluate the implementation and solution on an ongoing basis.
Discussion followed on how to find time to hold meetings. The following is a list of how
departments fit meetings in during their workday:
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Department Meeting Arrangements --====-----·---------.. ----------========---Attorney
Social Services
Secretaries answer phones during department meeting.
Has several unit meetings every week -while one unit meets, a
different unit answers phone calls_ ---------------------------------------------------------------
Highway Office has meetings every couple of weeks. Department disseminates
information to all those who are unable to attend meeting.
Building Maintenance Have departmental meetings every couple of months_ Housekeeping
Otter Tall County Labor/Management Committee
January 21, 1999
Page 2
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Department Meeting Arrangements
has five-minute meetings before every shift. (: ---·········--···--·----··········-·····--·····--·-----------···----------------------
Coordinator's
Sheriffs
Have more meetings on a regular basis. Coordinator's Office and
Court Services office works back and forth covering while meetings
are taking place.
Have Supervisor meetings every second Wednesday. We have four
teams that meet with the Sheriff on a regular basis. ____ ................................................................ .
Solid Waste
Public Health
Social Services-WA
Have monthly staff meetings. With our nine different sites, we get
together once a year for a meeting. ---------------------·············-···-····----------
Have unit meetings every other week. Has office staff meetings
monthly.
Financial Workers prepare written agendas for Tuesday weekly
meetings; department is closed to the public on Tuesday mornings. ---------------------------------------------------------------···-····-----------··-··--------Recorder's Cannot schedule department meetings due to the frequency of
customer contact; squeeze short meetings in-between customers. ---------------------------··--·---·--
Assessor's Appraisers have meetings monthly.
-----------·······-····-···-----························---·············-·--·-··-------------------Extension-NYM Meetings every Monday morning. __________________________ ........................................................... ..
Jail
Court Services
Treasurer's Office
By state standards, we are required to have meetings once a quarter. --------------
Fergus Falls and New York Mills office locations have meetings
monthly and quarterly. Court Services agents meet as often as
needed.
When a meeting topic comes up, the department employees discuss it
in-between customers.
This can be a panacea for the group even though some departments are not represented in this
list.
It was reported that e-mail should be activated in approximately six months.
The possibility of creating an Otter Tail County phone directory was discussed, which would be a
listing of all Otter Tail County building locations, employees' names, and titles. A subcommittee of
Sharon Bjork and Larry Krohn was named by group consensus, to establish a list of
recommendations and uses this type of directory would provide. GroupWise software was
discussed.
Lori Morrell informed committee that she will be absent for February meeting.
Discussion on supervisor to employee communication:
1. Identify problem --supervisor to employee.
2. Diagnose problem --getting information to employees.
Discussion regarding supervisory classes and seminars. MCIT has an employment trilogy seminar
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for supervisors. In law enforcement, due to the unique duties, we have a series of classes that all
supervisors are required to take. Group consensus to look into supervisor and employee classes.
Consensus of committee that anyone that has information regarding courses, media, should bring C
to next month's meeting. J
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Otter Tail county Labor Management Committee
January 21, 1999
Page 3
Otter Tail County now has job descriptions rated through DMG, which lists individual position
requirements, and aids in rating the job performance evaluations. Discussion in regard to
individuals that have not received an appraisal.
Open Forum
Status of the Otter Tail County Personnel Rules was discussed by Larry Krohn. He indicated the
final draft is nearing completion. He outlined the remaining process. Donation of sick leave could
be added to the Rules as an addendum.
Adjournment
At 2:54 p.m., Todd Smedstad declared the meeting of the Otter Tail County Labor/Management
Committee adjourned until 1:00 p.m. on Thursday, February 18, 1999.
/srb
Attachment
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LABOR/MANACEMENT COMMITTEE ATTENDANCE/SICN IN CHECK SHEET
MEETINC DATE: January 21, 1999
Name
Al Anderson ..\.<l\\n-..Q \-• )
Brooks Andersen
Leon Anderson
Steve Andrews, __ .;4~!..,L~'W.~L _____ _
Pauline Barry Excused ---~~~~---------
Sh a ro n Bjork __ ~ __ u:q_---,'"-'rY'~lC _______ _
CRoleneDa~
Jack Dawkins_--,.,,..if-t>~----"· =-----.P.,---------
Joanne Derby _ __::7f1.~Y....!ru.,~~~~~-,-----
sandi Gundb~er'-"""::..i..e=--""'""-"-L...l.:.l.l.1...LL--'L,,l~JC......l..l;:z:.J----
Mike Hanan---'~!i:-.:=......,-:-t-------~L_ __
David Hauser_~~~";;;f=.=~r---------
Cheryl Jones, _ __:____,W!,,_L..!<~=----------
Merle King __ -1:+--t-+-+-----------
Chuck Kitzman,_..l,_~.p~~~~~f-------
Kathy ouren ___ C-,_x~c~v_s_<>_JJ _________ _
Michele Petterson Excused c
Norman "Bud" Pierce CBJ ~U
Virginia Partmann ;;;Ji -~~-----------
Vicki Schwanke __ z~)_.~X~:A~----------
Todd Smedstad,_--1.:....,:,,.....l..~----------
Dennis soderstrom_Jr1',-·,+r-S~ .. ----------
Rick Sytsma tl {j.
6ett ThomfsQV ~
Doug Walvatne.,,1!bdi>'--'-L---.'f-----'"',l'+~--'--~1--------
Gary waskosky ~ --=
Rick West &usecO