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2002-1040-Minutes for Meeting July 11,2002 Recorded 7/17/2002COUNTY v�ES C MARYHSUE SPENNOLLOW, COUNTY IBJ �VO�•1040 COMMISSIONERS JOURNAL 07/17/1001 01;40;37 PM 0 Board of Commissioners AMA AAA 1130 N.W. Harriman St., Bend, Oregon 97701-1947 (541) 388-6570 • Fax (541) 388-4752 www.deschutes.org Tom De Wolf Dennis R. Luke MINUTES OF MEETING Mike Daly COUNTY TRAINING COMMITTEE THURSDAY, JULY 119 2002 Present were Dennis Luke, Marty Wynne, Becky Jackson, Debbie Legg, Mike Maier, Mike Viegas, Tom Anderson, Mark Amberg, Dave Peterson and Bonnie Baker. The meeting began at 10:00 a.m. 1. Introduction of New Committee Members. Marty Wynne thanked Mike Viegas, Dave Peterson and Tom Anderson for joining the committee. 2. Define Basics of Overall Employee Training. The group reviewed the minutes of the last meeting, and answered a few questions from the new members. It was determined that the basics of a training schedule need to be drafted in order to plan ahead, preferably for a year's time. It was also decided that training needs to be categorized into what should be mandated and what can be considered optional. Discussion occurred. regarding the possible eventual conversion of training to the intranet; and professional videotaping of certain training; and allowing employees time to view the videotapes during their regular work hours. Minutes of Training Committee Meeting Page 1 of 5 Pages Quality Services Performed with Pride Thursday, June 20, 2002 Mike Maier stated that he feels that basic, live training should be addressed first, with other options to come as time and budgeting allows. Also discussed was how training should be tracked. Dave Peterson and Marty Wynne indicated that the HTE system should be able to handle this tracking, as it is tied into Personnel. The database is already in place, with a file on every employee, so it could perhaps be enhanced to do this kind of tracking. Debbie Legg stated that she is not familiar with the training module in the system; Marty Wynne said he'd research it for her. Mike Maier said that it would be easier on Personnel if the department heads were responsible for tracking training, especially since some departments will have specialized training that is required of specific employees. Mike Viegas agreed, as he has noted that department heads will often tell employees to contact the trainer of a specific program - for instance, risk management - and don't follow up to make sure the training has been completed. He added that it is important to go out for a year so that it can be shown a training program is in place with specific requirements; this minimizes the County's risk. Becky Jackson said her department keeps training logs, as it also allows for equity in training opportunities. In this way, one person doesn't take up the entire training budget with others being left out. Tom Anderson observed that there are many positions in the County that require mandatory classes for certification, and this is one area to track. These could be listed in the employee's evaluation - what they should take, what they have taken - and used for evaluation purposes. He said there should also be a training overview for managers and supervisors so they will know what is appropriate for each employee or position. 3. Survey Results. Dennis Luke indicated that the surveys included comments that the departments do want to see more proactive employee training, and a long-range plan for the training. Minutes of Training Committee Meeting Thursday, June 20, 2UU2 Page 2 of 5 Pages 4. Training Coordinator. Mike Maier and Dennis Luke had discussed the coordinator responsibility with Jenny Scanlon, the previous Communications Coordinator, and she indicated that this would be a natural extension of those duties. The other Commissioners have indicated agreement. This person would take the lead on researching classes, setting up training schedules, publicizing the classes to employees, getting a calendar into the intranet system, setting up training locations, and generally getting the basic program established. Mike Maier said that it estimates this would take perhaps 20% of the person's time, but it's unknown at this point. The basics would be addressed first, and the program expanded as it goes. It was decided that the Committee would need to remain involved indefinitely. Mike Maier said that it could be that additional support staff may be needed; perhaps a half-time person. Also, the coordinator might need to actually attend some classes outside of the County to determine if a class would be useful enough to be offered at the County. Dennis Luke added that the coordinator should survey those employees who have attended specific classes to get their input as to how helpful a specific class was. He also said that perhaps the County could contract with someone who is familiar with this kind of work. Tom Anderson stated that the College has a new Business Learning Center, and will be offering generic classes. Mike Maier asked that Personnel contact other agencies to find out what kind of training they have been requiring, and how they track it. 5. I.T. Training - Website and Database. Dave Peterson indicated that the Sheriff's Office, and perhaps Juvenile Justice, have been doing some tracking of training through HTE. He said it should be possible to develop an overall calendar and set up the mechanisms and tools for this program. Marty Wynne and Dave Peterson stated that they would look into the database and intranet functions and how they might be utilized. Minutes of Training Committee Meeting Thursday, June 20, 2002 Page 3 of 5 Pages 6. Other Steps. a. Develop Handbook. Mike Maier said that it would be very helpful for new employees to have a handbook that gives them the structure of the County, who to contact for specific information, and all of the other basics. Some of this is available on the intranet, but not all. b. Interview Directors. Dennis Luke indicated that the Commissioners and Mike Maier could get information regarding training from Department Heads during their regularly scheduled meeting with the Department Heads as their liaison person. This will give the Department Head an opportunity to detail what training is important to the department, specifying what should be mandatory. The Department Head can also explain how the department is currently tracking training. c. Develop a "Checklist" Procedure. Marty Wynne said that the immediate task would be to draft a training plan for the Board to review. This should include an overview of the plan, including ideas regarding a database, a training calendar, the position that's responsible for overseeing the plan, what can or should be placed on the intranet, and the development of a training handbook. At this point, Mark Amberg explained that many companies and agencies require orientation be completed before a newly hired employee actually goes to work in their position. Dennis Luke added that some companies and agencies require a full day of orientation; Marty Wynne and Mike Viegas explained that some positions often have mandated additional training. Mike Maier observed that the Commissioners might be hesitant to require this, as departments usually want a new employee to start working right away; Mike Vegas replied that it then sometimes becomes a problem for those new employees to get away from their work to take the required training. Mike Maier said that taking the orientation before beginning the job makes sense, and perhaps hiring dates could be adjusted to the 1 st and 15th of each month so that a newly hired person could take an orientation class prior to beginning their job. This would insure that they actually get the basic training they need. Mark Amberg indicated that this type of policy could save the County many dollars later on. Minutes of Training Committee Meeting Thursday, June 20, 2002 Page 4 of 5 Pages Mike Viegas explained that Risk Management is given a very minimal amount of time to provide require training to new employees. He said it would be easy to fill a full day with basic training in regard to equipment use, risk management issues, personnel rules, benefits, the organization of the County, and much more information that new employees should have before beginning their jobs. 7. Deadline: August 31, 2002 Marty Wynne reminded everyone that the deadline for a basic plan to be developed is August 31. The Commissioners would like this information prior to their next meeting with the Department Heads, which is scheduled for August 19. It was decided that Marty Wynne, Debbie Legg, Dave Peterson, Dennis Luke and Bonnie Baker would work together to create an outline of the plan prior to the next meeting date. 8. Next Meeting Time. The next meeting of this committee is scheduled for Tuesday, August 13, at 8:00 a.m., in Conference Room B of the Administration Building. Being no further discussion, the meeting ended at 11:00 a.m. Respectfully submitted, Bonnie Baker Recording Secretary Minutes of Training Committee Meeting Thursday, June 20, 2002 Page 5 of 5 Pages