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Home My WebLink AboutBoard of Commissioners - Minutes - 04/15/1999. ·' .. ..,,,,,;;,./1-------------------------------------- • • • MINUTES OF THE OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE Otter Tail County Courthouse Commissioners' Room, Floor 1-B Thursday, April 15, 1999 1 :00 p.m. Call to Order Larry Krohn called the Labor/Management Committee meeting to order at 1 :05 p.m. Attendance: Al Anderson, Steve Andrews, Sharon Bjork, Joanne Derby, Pauline Fitch, Mike Hanan, David Hauser, Cheryl Jones, Chuck Kitzman, Larry Krohn, Malcolm Lee, Lane Magnusson, Wendy Metcalf, Lori Morrell, Mark Morris, Michele Petterson, Bud Pierce, Vicki Schwanke, Todd Smedstad, Dennis Soderstrom, Rick Sytsma, and Doug Walvatne. The following individuals notified the Coordinator's Office of their planned absence: Brooks Andersen, Leon Anderson, Jack Dawkins, Sandi Gundberg, Kathy Ouren, Virginia Portmann, Gary Waskosky, and Rick West. Absent: Merle King Rev.iew of Mission and/or Norms of Behavior Committee reviewed the Norms of Behavior List. Review of Minutes Committee members approved, as presented the minutes of March 18, 1999. Review of Agenda Committee members approved, as presented the agenda of April 15, 1999 with the following additions: C. Training/Technology and the County List of Committees; D. Personal Time Off (PTO); E. Replacement of committee members plus promotional aspect for the future; F. Terms for committee group members; and G. New training opportunities. Subcommittee Reports Training Issues David Hauser presented the following from the Supervisor Training Subcommittee: The subcommittee met again on April 8, 1999, and reviewed some additional information received. The committee understood that they were to make some specific recommendations for training and how best to handle it; they considered the cost of training, they reviewed the Supervisors Manual which Larry Krohn had been working on, and considered how to define Supervisor for purposes of training. The committee made the following recommendations: New Supervisor Orientation: Each new supervisor should receive an orientation not unlike the one received by new employees. They should be given a basic handbook regarding supervision (such as The First-Time Manager by Loren B. Belker). They should receive an update on Otter Tail County personnel procedures including a copy of the Personnel Policy or union contracts, if appropriate. Otter Tall county Labor/Management Committee April 15, 1999 Page 2 Quarterly Meetings: Supervisors should meet periodically. Someone among the group r should lead a discussion on basic supervisory responsibilities, perhaps using a chapter from \__ a management book. There would also be open discussion on topical issues of concern. The meetings should be regularly scheduled for a limited period of time. Start-up Training for All Current Supervisors: Since there has been no orientation or supervisor training to date, it would be appropriate for all supervisors within the county to participate in a training giving some basic information and some specific information about Otter Tail County procedures. The Otter Tail County Supervisor Book: The committee felt that this book should just review Otter Tail County policies and procedures, and be simpler than the work in progress. The book should not include general supervisory information, which should be available in a supervisor handbook of general interest. Supervisor Definition: The subcommittee felt that the definition should be expansive to include all persons who are supervising others. The skills and concepts would be helpful to all. Mr. Hauser suggested that there should be a quarterly supervisor meeting where people could then share their particular problems, etc., on an informal basis; they could have their own forum. Lane Magnusson recommended that the quarterly supervisor meeting be mandatory for all supervisors. Group consensus to start scheduling quarterly supervisor meetings starting with the top-level supervisors. Mr. Hauser mentioned that the County Attorney's office is working on a new data practices policy. Discussion Items A. Replacement of committee members who retire --the bylaws recommend that the original committee members should be the same members for two years, which is followed by half of the members remaining on the committee for one additional year. In regard to the labor committee members representing the Sheriffs Office, two additional members are needed now. Group consensus to continue more discussion on this item at the next meeting. B. Supervisor "rough draft" manual --this was covered above under training issues. C. Training/technology and County List of Committees --Larry Krohn reported that the Coordinator's Office now has e-mail, which appears to be a good software product. Mr. Krohn discussed on how he and Sharon Bjork are continuing to work on the county list of committees. D. Personal Tme Off (PTO) --Joanne Derby discussed two of her groups have changed to PTO's. Joanne gave an overview of the Personal Time Off program. Ms. Derby suggested on presenting the concept here and getting feedback from employees. Group consensus to continue more discussion on this issue at next month's meeting. E. Replacement of committee members plus promotional aspect for the future -Discussion addressed a promotion in the Sheriffs Department, which will change the committee member from labor to management. This replacement needs to be made by that specific supervisory unit. F. Group term limits overview by Lori Morrell --will be presented at the next meeting. C G. New training opportunities --Discussion on sexual harassment training provided by Minnesota C Counties Insurance Trust (MCIT). Consensus was to proceed with harassment training for county employees; Sharon Bjork and David Hauser will look into further. • • • ' . Adjournment otter Tail county Labor Management Committee April 15, 1999 Page 3 At 3:30 p.m., Larry Krohn declared the meeting of the Otter Tail County Labor/Management Committee adjourned until 1 :00 p.m. on Thursday, May 20, 1999. /srb Attachment • • • TO: FROM: DATE: MEMO OTTERTAIL COUNTY ATTORNEY 218/739-2271, Ext. 200 LABOR MANAGEMENT COMMITTEE SUPERVISOR TRAINING SUBCOMMITTEE 4-12-99 The subcommittee met again on April 8, 1999, and reviewed some additional information we received. We understood that we were to make some specific recommendations for training and how best to handle it. We considered cost of training. We reviewed the Supervisors Manual which Larry Krohn had been working on and considered how to define Supervisor for purposes of training. The committee makes the following recommendations: New Supervisor Orientation: Each new supervisor should receive an orientation not unlike the one received by new employees. They should be given a basic handbook regarding supervision (such as The First-Time Manager by Loren B. Belker, now in its fourth edition). They should receive an update on Otter Tail County personnel procedures including a copy of the Personnel Policy or union contracts, if appropriate. Quarterly Meetings: Supervisors should meet periodically. Someone among the group should lead a discussion on basic supervisory responsibilities, perhaps using a chapter from a management book. There would also be open discussion on topical issues of concern. The meetings should be regularly scheduled for a limited period of time. Start-up Training For All Current Supervisors: Since there has been no orientation or supervisor training to date, it would be approp.riate for all supervisors within the county to participate in a training giving some basic information and some specific information about Otter Tail County procedures. The Otter Tail County Supervisor Book: The committee felt that this book should just review Otter Tail County policies and procedures, and be simpler than the work in progress. The book should not include general supervisory information which is information which should be available in a supervisor handbook of general interest. Supervisor Definition: The subcommittee felt that the definition should be expansive to include all persons who are supervising others. The skills and concepts would be helpful to all. Attached is a copy of the Table of Contents from the Belker book. MEMO OTTER TAIL COUNTY ATTORNEY 218/739-2271, Ext. 200 TO: FROM: LABOR MANAGEMENT COMMITTEE SUPERVISOR TRAINING SUBCOMMITTEE 3-11-99 DATE: The general feedback that we had received prior to our meeting was that there is not really a major problem. Some people did believe that their supervisors would benefit from some training, and some supervisors felt it would be helpful. Issues that should be dealt with in the training included: • Evaluations How to do them Their value • How to conduct effective meetings Agenda Minutes . Group discussions • Employee morale • Communications • Otter Tail County personnel procedures We agree that it would be appropriate for new supervisors to receive an orientation, not unlike that which new employees received. It could be either included in a day-long in-house training or could be in addition to a general class on supervision received elsewhere. It would be helpful to have a basic handbook available, preferably one which would be coordinated with the in-house training if that was the method chosen. Supervisors should be encouraged to work through the Coordinator's Office for certain personnel issues. • Hiring • Serious discipline problems The Coordinator's Office could maintain a library on supervision and personnel issues for specific problem areas. A list of the titles and subjects should be made available to the supervisors. C C It may also be helpful to have periodic countywide supervisor meetings to discuss some particular topics and have open forums. This is recommended in lieu of other forms of continuing training. It is felt that Q periodically supervisors do need to be refreshed on ideas and principles that they are aware of, but need to keep in practice. . . • • • Contents Acknowledgments Introduction Part One The New Kid on the Block 1. How People Are Chosen as Supervisors 2. The First Few Months 3. Building Confidence 4. Leaming to Listen 5. We, They, and My 6. Change: Moving From Details to the Big Picture 7. Looking Above and Below 8. The Informal Organization Chart 9. Management Style/feam Building Part Two The End of the Honeymoon 10. The Art of Appreciation 11. Changing the Employee U. The In-Betweener 13. Disciplining the Employee ix xi 1 3 9 16 20 26 29 33 41 44 47 49 51 60 62 .. _j ...... ,. viii Contents C 14. Hiring and Training New Employees 74 15. "Oh My God, I Can't Fire Anyone!" 93 Part Three The Manager as Administrator and Counselor 103 16. Secrets and Perceptions 105 17. Your Relationship With the Human Resources Department 108 18. Personal and Organizational Loyalty 111 19. Job Descriptions, Performance Appraisals, and Salary Administration 113 20. It May Not Be the Money U7 21. Is There Such a Thing as Motivation? 129 22. The Generation Gap 135 23. Helping to Prepare for the Gold Watch 138 Part Four Preparing and Improving Yourself 145 24. The Role of Self-Discipline 147 C 25. "How Am I Doing?" 151 26. Organizing Your Own Tllile 167 27. The Written Word 172 28. The Telephone 176 29. The Grapevine 181 30. A Sense of Humor: A Trusted Friend 183 31. Managing, Participating in, and Leading Meetings 186 32. A Touch of Oass 191 33. The Role of Public Speaking in Your Career 193 34. Stress and Intensity Levels 197 35. The Complete Person 201 Conclusion 204 Index 207 C ' . ~ · lABOR/MANACEMENT COMMITTEE ATTENDANCE/SIGN IN CHECK SHEET • • • MEETINC DATE: April 15, 1999 Name Brooks Andersen __ ~E=xc=u=se=d~ ____ \ ____ _ Al Anderson o ~ . l\, . ......,__ ) Leon Anderson....._~~,..,.........,'--+--,~------ Steve Andrews_~'."fi~"'7-~~~~~=----- Sharon Bjork. _ __,,, ........ '--"--c.c;.,-\-''-'-=='--------- -R 121:e oav1S_C.>_,_~_. _____________ _ Jack oawkins_~=---!"'x=c'-" .u.=se _=d~ -~=-...------- Joanne Derby ~~------:--'c)· Pauline Fitch ~\VI..L , Sandi Gundberg · &~ Mike Hanan_.L!.'4'C¥='=r4-/-+------ oavid Hauser_~zt:2'..:ir&~,f'...,k,../...._--=='--- Cheryl Jones,_~...l!b.i...i....~~t,,,i."ii"--------- Merle King,_-'--'-P,lll-'-'-l'~---11-+-\--------- chuck Kitzman~....d00/J.JG.Q_4 2\t~Cl!:~3': ___ _ Larry Krohn _ __,_'.::,.g~l--h)~~..::..... ______ _ Malcolm Lee __ ~./7--~=-----~-------./4 --.......... Lane Magnusson .N':91\. • 'l:;J:;,.n .... ...) Wendy Metcalf Lori Morrell_---t~~~-P-'..l..!<=~!,!l,.,,,...------ Mark Morris _ _!~!,!lS~~1J........;.,,,~------- Kathy Ouren Excused Michele Petterson __ ~.,,__,'--.'+~---------- Norman "Bud" Pierce~~--~-'-F;~-~------- Virginia Portmann_~CK<~=~=~--------- Vicki Schwanke __ e_.!::,~J..---,,--------- Todd smedstad __ ...!:::.!~~:e....---:-----\--4--l-- oennis Soderstro ',\....,,.-_,b.~;.LJ.W~--~Ull.~~!')....- Rick sytsma. __ -'=c_,_---~~-~----- ooug walvatne-~~~-:i.,,._..t::.AJ.~~~~...'.:::::~----- Garv waskosky _ __,_ ..... ~~-=~'='-..... ~sedl;=,,,<>------- Rick west ___ ----'-""'-'-"""'-:0 ... J"--"-----------