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HomeMy WebLinkAboutPersonnel 07-18-01 ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Tom Dorsey, St. Croix County Board Chairman FROM: Gerald Peterson, Personnel Committee Chairman COMMITTEE TITLE: Personnel DATE: July 18, 2001 TIME: 8:30 a.m. LOCATION: Government Center, Hudson CALL TO ORDER ROLL CALL ADOPTION OF THE AGENDA ACTION ON PREVIOUS MINUTES from June 20, 2001 UNFINISHED BUSINESS: Update on Human Services Professional Union arbitration Health Insurance Update Employee Picnic dates Inventory of banked positions — review and possible action Review procedure for position requests Job description review and reclassification requests for 2002 NEW BUSINESS: New and upgraded position requests for 2002 budget 9:30 Emergency Communications Center 9:50 Sheriff's Department 10:30 Health and Human Services 11:00 Zoning Department 11:15 Parks Department - - -- Personnel Department ANNOUNCEMENTS AND CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING ADJOURNMENT NOTE THAT THE AGENDA ITEMS ARE NOT NECESSARILY PRESENTED IN THIS ORDER. SUBMITTED BY: Debra Kathan, Personnel Director DATE: July 13, 2001 COPIES TO: County Board Office, County Clerk, News Media, Notice Board, Committee Members UNOFFICIAL PERSONNEL COMMITTEE MEETING Date: July 18, 2001 Location: Government Center, Hudson The Personnel Committee meeting was called to order at 8:30 a.m. by Chairman Gerald Peterson. Members present: Peterson, Mary Louise Olson, Ralph Swenson, Julie Speer, and Art Jacobson. Also present: Debra Kathan. Chuck Whiting had other committee commitments and was present for a time during the meeting. Moved (Olson, Speer) and approved to adopt the agenda as presented. Moved (Swenson, Jacobson) and approved to accept the minutes of the June 20, 2001 meeting. The Committee discussed a memo from labor attorney Steve Weld regarding the final offers for arbitration. Weld recommended that the County go forward with two major areas of disagreement (wages, health insurance) rather than three areas (on -call pay). His memo noted that other areas of the contract had been agreed to including the actual re- writing of the contract as independent from the former joint labor agreement. Moved (Swenson, Jacobson) and approved to set the implementation date for on -call pay at January 1, 2000. Weld also noted that the union had dropped the health insurance grievances. Preliminary indications are that the health insurance fund is in much better financial shape that last year at this time. There are no immediate plans to increase the monthly rates in preparation for the 2002 budget. It has been requested that Preferred One provide the County with data regarding projected usage to better assess the anticipated demands for service in the next fiscal year. The Personnel Office will set the picnic dates and notify the Committee members. It was decided that the employees would be surveyed regarding the continuation of the picnics, the format for picnics, and the interest in an off -duty time picnic for employees and families. Discussion regarding the "banking" of positions. This occurs when a position is vacated and not immediately refilled, leaving a "space" on the department's organizational chart that can be filled at a later date if funding is available. Swenson, speaking on behalf of concerns raised in the Finance Committee, indicated dissatisfaction with an open -ended bank— meaning that positions could be retrieved years after they were originally banked. Swenson asked that consideration be given to sunsetting the banked positions after an extended period of time. Once the position had been sunsetted, it would need to be brought back into the budget through the approved procedures as a "new" position. A list of banked positions was distributed. Discussion regarding the grandfathering of current banked positions. Moved (Swenson, Speer) and approved that effective immediately any position "banked" more than one year from the date it was vacated will not be automatically filled, but must come through the "new position" request process. Furthermore, any position banked prior to July 18, 2001 may be brought forward for approval as a new position at the August 18 Personnel Committee meeting. This does not include highway worker positions and direct care nursing home positions. It was noted that this was a unanimous vote. Kathan is to notify the affected departments. Discussion regarding the selection of new positions to continue in the process for 2002 budgeting. Concerns were expressed regarding the large number of requests (14) and the cost of the positions ($900,061). Swenson noted that financial parameters have not been set by the Finance Committee. Chuck Mehls and Gary Kollman appeared before the Committee on behalf of requests for an Assistant Director and second Lead Worker in the Emergency Communications Center. Kollman indicated that expanded training of staff has been initiated since he took over the center. He states that more aggressive shift supervision is advisable and more emphasis on interactions with staff would improve operations. Members of the Sheriff's Department: Patrol Captain Bob Klanderman, Sheriff Dennis Hillstead, Jail Captain Karen Humphrey, and office manager Mary Martell appeared before the Committee on behalf of six new position requests. Public Protection Chairman Speer was already at the meeting as a member of the Personnel Committee. Humphrey asked that the 3 /4 -time Jail Programs and Volunteer Coordinator position be made full -time. She cited an increase in inmate programming as necessitating the increased staff time. A shortage of Huber space has necessitated that request for a full - time Corrections Officer to provide for electronic monitoring of inmates that would be on home sentencing. Martell noted that an increase of 6 positions since 1999 has increased the amount of paperwork generated by staff and therefore justified the need for an additional Law Enforcement Clerk to process the paperwork. Klanderman noted that there are delays in responding to calls for assistance and a prioritizing of less serious calls due to the increased workload of the patrol officers. Officers are doing some reports via the telephone because of a lack of time to respond in person. The Sheriff requests that three patrol officers be added this year as part of a long -range plan to add one new shift (which at 24/7 would require 5+ new officers). John Borup came before the Committee to request consideration of two positions. In granting agent status to the County, it would be necessary to create a position of Registered Sanitarian (restaurant inspection, etc.). Funding for the position would be through fees for service and would not include County dollars. The position of MH/CSP Social Worker, working with the chronically mentally ill population has been a full -time temporary position since earlier this year. Borup is requesting that it receive permanent status as of January 1, 2002. Prior to the inclusion of this position, a waiting list was used for this particular client population. Ron Raymond and Buck Malick from the Planning, Zoning, and Parks Committee and Steve Fisher, Zoning Administrator, discussed the request for a Zoning Technician to be assigned full -time septic inspections and the granting of septic permits. This would be the second full -time position with that assignment —an acknowledgement of the development currently taking place in St. Croix County. Malick and Raymond also spoke on behalf of a re- organization of the Parks Department and the addition two new positions -- Parks Administrator and Site Manager for Homestead Parklands at Perch Lake. Raymond noted that the PZP Committee was interested in aggressive parks administration and that the Perch Lake property provided opportunities for creative parks management. Also present for the discussion were Parks Director Joe Grant and Assistant Director David Larson. Kathan reviewed the request for a part-time assistant in the Personnel Office. The position would be available for taking phone calls, reviewing benefit issues with employees, and building a data base of employee information. Discussion regarding the process for determining which positions would be forwarded to the Finance Committee for review and action. All positions were listed on the display board and the Committee reviewed and voted on each request. The following positions received the approval of the Committee and will be forwarded to the Finance Committee with a recommendation to add the positions to appropriate departmental budget in 2002: 1.) Staff Supervisor for Emergency Communications at a cost not to exceed $60,000 2.) Two patrol officers (Deputy Sheriff/Primary Services) with the Sheriff's Department at a cost of $187,490 3.) Public Health Sanitarian (restaurant inspector, etc.) at no additional County cost 4.) Site manager (parks foreman) with a primary assignment at Homestead Parklands at a cost of $47,610 5.) Confidential Secretary /Benefits Specialist with the Personnel Department at a cost of $30,326 Positions that were not selected to continue in the process: 1.) Lead Telecommunicator 2.) Jail Programs and Volunteer Coordinator 3.) Corrections Officer — electronic monitoring 4.) Patrol Officer, Sheriff's Department 5.) Zoning Technician 6.) Parks Administrator 7.) Law Enforcement Clerk 8.) MH/CSP Social Worker The Committee decided to postpone discussion on the reclassification requests until the August meeting. Moved by Jacobson and approved to adjourn at 3:15 p.m. Respectfully submitted, Mary Louise Olson, Secretary PERSONNEL COMMITTEE MEETING (as amended, August 22, 2001) Date: July 18, 2001 Location: Government Center, Hudson The Personnel Committee meeting was called to order at 8:30 a.m. by Chairman Gerald Peterson. Members present: Peterson, Mary Louise Olson, Ralph Swenson, Julie Speer, and Art Jacobson. Also present: Debra Kathan. Chuck Whiting had other committee commitments and was present for a time during the meeting. Moved (Olson, Speer) and approved to adopt the agenda as presented. Moved (Swenson, Jacobson) and approved to accept the minutes of the June 20, 2001 meeting. The Committee discussed a memo from labor attorney Steve Weld regarding the final offers for arbitration. Weld recommended that the County go forward with two major areas of disagreement (wages, health insurance) rather than three areas (on -call pay). His memo noted that other areas of the contract had been agreed to including the actual re- writing of the contract as independent from the former joint labor agreement. Moved (Swenson, Jacobson) and approved to set the implementation date for on -call pay at January 1, 2000. Weld also noted that the union had dropped the health insurance grievances. Preliminary indications are that the health insurance fund is in much better financial shape that last year at this time. There are no immediate plans to increase the monthly rates in preparation for the 2002 budget. It has been requested that Preferred One provide the County with data regarding projected usage to better assess the anticipated demands for service in the next fiscal year. The Personnel Office will set the picnic dates and notify the Committee members. It was decided that the employees would be surveyed regarding the continuation of the picnics, the format for picnics, and the interest in an off -duty time picnic for employees and families. Discussion regarding the "banking" of positions. This occurs when a position is vacated and not immediately refilled, leaving a "space" on the department's organizational chart that can be filled at a later date if funding is available. Swenson, speaking on behalf of concerns raised in the Finance Committee, indicated dissatisfaction with an open -ended bank— meaning that positions could be retrieved years after they were originally banked. Swenson asked that consideration be given to sunsetting the banked positions after an extended period of time. Once the position had been sunsetted, it would need to be brought back into the budget through the approved procedures as a "new" position. A list of banked positions was distributed. Discussion regarding the grandfathering of current banked positions. Moved (Swenson, Speer) and approved that effective immediately any position "banked" more than one year from the date it was vacated will not be automatically filled, but must come through the "new position" request process. Furthermore, any position banked prior to July 18, 2001 may be brought forward for approval as a new position at the August 18 Personnel Committee meeting. This does not include highway worker positions and direct care nursing home positions. It was noted that this was a unanimous vote. Kathan is to notify the affected departments. Discussion regarding the selection of new positions to continue in the process for 2002 budgeting. Concerns were expressed regarding the large number of requests (14) and the cost of the positions ($900,061). Swenson noted that financial parameters have not been set by the Finance Committee. Chuck Mehls and Gary Kollman appeared before the Committee on behalf of requests for an Assistant Director and second Lead Worker in the Emergency Communications Center. Kollman indicated that expanded training of staff has been initiated since he took over the center. He states that more aggressive shift supervision is advisable and more emphasis on interactions with staff would improve operations. Members of the Sheriff's Department: Patrol Captain Bob Klanderman, Sheriff Dennis Hillstead, Jail Captain Karen Humphrey, and office manager Mary Martell appeared before the Committee on behalf of six new position requests. Public Protection Chairman Speer was already at the meeting as a member of the Personnel Committee. Humphrey asked that the 3 -time Jail Programs and Volunteer Coordinator position be made full -time. She cited an increase in inmate programming as necessitating the increased staff time. A shortage of Huber space has necessitated that request for a full - time Corrections Officer to provide for electronic monitoring of inmates that would be on home sentencing. Martell noted that an increase of 6 positions since 1999 has increased the amount of paperwork generated by staff and therefore justified the need for an additional Law Enforcement Clerk to process the paperwork. Klanderman noted that there are delays in responding to calls for assistance and a prioritizing of less serious calls due to the increased workload of the patrol officers. Officers are doing some reports via the telephone because of a lack of time to respond in person. The Sheriff requests that three patrol officers be added this year as part of a long -range plan to add one new shift (which at 24/7 would require 5+ new officers). John Borup came before the Committee to request consideration of two positions. In granting agent status to the County, it would be necessary to create a position of Registered Sanitarian (restaurant inspection, etc.). Funding for the position would be through fees for service and would not include County dollars. The position of MH /CSP Social Worker, working with the chronically mentally ill population has been a full -time temporary position since earlier this year. Borup is requesting that it receive permanent status as of January 1, 2002. Prior to the inclusion of this position, a waiting list was used for this particular client population. Ron Raymond and Buck Malick from the Planning, Zoning, and Parks Committee and Steve Fisher, Zoning Administrator, discussed the request for a Zoning Technician to be assigned full -time septic inspections and the granting of septic permits. This would be the second full -time position with that assignment —an acknowledgement of the development currently taking place in St. Croix County. Malick and Raymond also spoke on behalf of a re- organization of the Parks Department and the addition two new positions -- Parks Administrator and Site Manager for Homestead Parklands at Perch Lake. Raymond noted that the PZP Committee was interested in aggressive parks administration and that the Perch Lake property provided opportunities for creative parks management. Also present for the discussion were Parks Director Joe Grant and Assistant Director David Larson. Kathan reviewed the request for a part -time assistant in the Personnel Office. The position would be available for taking phone calls, reviewing benefit issues with employees, and building a data base of employee information. Discussion regarding the process for determining which positions would be forwarded to the Finance Committee for review and action. All positions were listed on the display board and the Committee reviewed and voted on each request. The following positions received the approval of the Committee and will be forwarded to the Finance Committee with a recommendation to add the positions to appropriate departmental budget in 2002: 1.) Staff Supervisor for Emergency Communications at a cost not to exceed $60,000 2.) Two patrol officers (Deputy Sheriff /Primary Services) with the Sheriff s Department at a cost of $187,490 3.) Public Health Sanitarian (restaurant inspector, etc.) at no additional County cost 4.) Site manager (parks foreman) with a primary assignment at Homestead Parklands at a cost of $47,610 5.) Confidential Secretary /Benefits Specialist with the Personnel Department at a cost of $30,326 Positions that were not selected to continue in the process: 1.) Lead Telecommunicator 2.) Jail Programs and Volunteer Coordinator 3.) Corrections Officer— electronic monitoring 4.) Patrol Officer, Sheriffs Department 5.) Zoning Technician 6.) Parks Administrator 7.) Law Enforcement Clerk 8.) MHICSP Social Worker It was noted that the Jail Programs and Volunteer Coordinator position would continue in its current status of % time. The Committee indicated that they would approve the Law Enforcement Clerk as a temporary, part -time position, to be submitted with the other temporary help requests as part of the 2002 budget process. The Committee decided to postpone discussion on the reclassification requests until the August meeting. Moved by Jacobson and approved to adjourn at 3:15 p.m. Respectfully submitted, Mary Louise Olson, Secretary