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2003-137-Minutes for Meeting February 14,2003 Recorded 2/26/2003COUNTY NANCYUBLANKENSHIP,FCOUNTY CLERKDS COMMISSIONERS' JOURNAL 02/26/2003 04:30:14 PM 11111111 11[11111111111111111111 2 03-01 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MINUTES OF MEETING DESCHUTES COUNTY TRAINING COMMITTEE FRIDAY, FEBRUARY 149 2003 Present were Commissioner Dennis Luke; Marty Wynne, Finance; Dave Peterson, Information Technologies; Debbie Legg, Personnel; Mark Amberg, Legal Counsel; Tom Anderson, Community Development; Mike Viegas, Risk Management; and Anna Johnson and Bonnie Baker, Commissioners' Office. Marty Wynne opened the meeting at 1:30 p.m. 1. Summary of Training Recommendations. Marty Wynne gave a brief overview of the Training Committee's recommendations, based on previous meetings. (A copy of a memo detailing the recommendations is attached as Exhibit A) Anna Johnson said that there are a few types of training now occurring in departments that can be applicable to other departments. Mr. Wynne explained that the initial training is the most important. The members of the Training Committee recommends that a video be produced for viewing by all new employees; the information on the video would be that which is felt is necessary for all employees. It should be supplemented with staff in person who can answer specific questions. Commissioner Luke said that he feels hire dates should fall on two dates per month to make sure employees get the required training immediately after being hired, before starting at their jobs. Minutes of Meeting Friday, February 21, 2003 Deschutes County Training Committee Page 1 of 5 Pages 2. Budget Overview. Commissioner Luke stated that $50,000 per year has been budgeted for training, which includes the video, speakers, and tuition reimbursement. 3. Budgeting Issues. Debbie Legg asked if each department has its own training budget. Commissioner Luke replied that some of them do, but the training tends to be specialized, depending on the requirements of the department and the position. The new budget amount should be applied to overall training for all employees. Mr. Wynne said that perhaps departments could be charged based on usage; Commissioner Luke replied that in his opinion this type of training would be beneficial to the County as a whole and some departments may not set aside enough, which wouldn't be equitable. This issued could be addressed during budget preparation. After further discussion, it was decided that Mr. Wynne should bring up this issue with the Commissioners for their input. 4. Internal Training Calendar Items. Commissioner Luke said he is concerned about the lack of orientation for newly hired employees in the past. This basic training should include presentations by Personnel, Risk Management, Information Technologies, and Legal Counsel. It should include the video plus staff in attendance to answer specific questions. Mark Amberg added that the greatest advantage is consistent training practices, which is good evidence in the event of a lawsuit. Mary Wynne suggested that a survey be done to help decide what should be on the video. Debbie Legg and Anna Johnson will work on a list of what is needed and an outline of how it could be presented. Two contact persons from each department involved in providing training should be available in case the primary trainer is unable to attend. Additional video footage could be developed for other types of training, such as use of the County intranet. Minutes of Meeting Friday, February 21, 2003 Deschutes County Training Committee Page 2 of 5 Pages 5. Internal Requests for Training. Tom Anderson said that Community Development has a survey format that's used for determining results; and his department could help with a questionnaire format. The group reviewed the information he provided and discussed how it might work in this situation. Commissioner Luke recommended that if trainers and speakers can be brought to the County, some of the training can be opened to other local agencies, and a fee could be charged to offset expenses. 6. Status of New Hire Orientation. Commissioner Luke said that firm start dates are critical. Mike Viegas added that there are OSHA mandates that come in to play as well. Mark Amberg stated that consistent training is important. He also suggested that a form and a checklist be developed for employees to sign, indicating that they obtained certain training and understand the reasons for the training. Commissioner Luke suggested that two orientation dates per month should be firmly established, and that an employee should not start working at his or her new position until the basic orientation is completed. Mark Amberg emphasized that in the past situations where training was not given, was not provided in a timely fashion, or was incomplete has greatly impacted employers in a negative way. Commissioner Luke suggested that training begin on the first workday of the month, and again mid -month. 7. Tracking Training. Marty Wynne explained that the HTE system has the capability of handling the tracking of training. The training could be logged in by the department head, or County -wide by Personnel. Access would be allowed by the department head (so that additional, specialized training could be input), and viewing access by the employee. Additionally, recurring notifications could be set up in the case where repeat training is necessary. Minutes of Meeting Friday, February 21, 2003 Deschutes County Training Committee Page 3 of 5 Pages 8. Training Research. Feedback on previous courses could be obtained by those who have already attended; or a representative could be sent to other courses or seminars to evaluate them. As a rule, these would be courses of general interest to the County. Debbie Legg and Anna Johnson will provide information on some suggested courses at the next meeting. These are likely to include class information related to customer service, safety issues, middle manager training, supervision, and so on. 9. Training Strategy. Debbie Legg asked how many classes should be offered. Commissioner Luke said either this could be driven by the budget, or perhaps the budget would drive it. Marty Wynne stated that if something is mandated, it drives the budget. Commissioner Luke suggested that some training or seminars be repeated over two days, perhaps on an afternoon and a morning, in order to meet the needs of more employees, in the event some are not able to attend on a specific day due to shift work or lack of personnel in their departments. This would not apply to the mandatory training that would take place prior to the person starting work. Marty Wynne asked who would be mandated to attend. It was suggested that department heads have some input on the training and education that would extend beyond the required orientation and training. 10. Surveys. Commissioner Luke said that the completion of a survey after each class should be mandatory. This will provide necessary input to make sure the training remains valuable and complete. It would also help to narrow the range of who might benefit from taking the class. He said he has a sample of a survey used by others that he will share with the group. Minutes of Meeting Friday, February 21, 2003 Deschutes County Training Committee Page 4 of 5 Pages 11. Next Meeting. It was decided that the next meeting should be held as soon as possible. Mid - March seemed to be a reasonable time. Anna Johnson will coordinate a date and time that works for the group. Being no further items brought before the group, the meeting adjourned at 3: 00 p. m. Respectfully submitted, Recording Secretary Minutes of Meeting Friday, February 21, 2003 Deschutes County Training Committee Page 5 of 5 Pages TO: Administrative Team FROM: Training Committee RE: Committee Recommendations "As you are aware, the Training Committee was formed at your direction to look at training needs in Deschutes County and make recommendations regarding how to provide comprehensive training for the County. As a result, members of the Training Committee met on four different occasions and recommend the following for your consideration: • Attached is a Training Plan Outline — to be refined with input from all departments. _ • Included in this plan is the recommendation that the Commca:d6fr s Coordinator be assigned to work with Personnel to �ng"ure that the Training Plan is implemented successfully. • It is recommended that all new employees begin work with the County on one of two scheduled days each month. This will enable Personnel, in conjunction with other departments, to better plan for comprehensive employee orientation sessions. • It is recommended that a video tape be prepared and included as part of new employee orientation that will include such basics as a brief description of all departments, where County buildings are located, etc. It is suggested that the same firm that produces "Inside Descutes County" be hired to prepare this video tape in order to have a professionally prepared product. • Finally, it is recommended that you let us know what role this Training Committee should have in the future. For your information, the staff that have contributed to these recommendations are: Dennis Luke, Mike Maier, Tracy Goodman, Becky Jackson, Mike Viegas, Mark Amberg, Bonnie Baker, Debbie Legg, Tom Anderson, Marty Wynne MANAGER AND EMPLOYEE TRAINING REQUESTS Mental Health Training Suggestions 1. Supervisors performance evaluations 2. Stress reduction 3. Continue skid car and other safety trainings 4. Abuse reporting 5. Understanding employment laws Law Library Training Suggestions I. Finance training such as: payroll, ordering supplies, expense reporting/bookkeeping 2. Computer training: Outlook, Word, & Excel Parole & Probation Suggestions 1. Personnel matters: Hiring, discipline skills, and termination protocol Juvenile Department Suggestions 1. Money management 2. Public speaking -interacting with the media 3. Teamwork or building effective teams 4. Dealing with different personalities/dealing with difficult people 5. Crisis management 6. Skid car training --greater availability 7. Self defense 8. Confidentiality --new HIPPA requirements 9. Any supervisory training 10. Leadership series --dealing with issues of change 11. Time management 12. Stress management 13. Professional ethics -1- Health Department Suggestions 1. Formal orientation for new management staff including: Training in Personnel policies and how Personnel operates Training on how legal operates Training on how the office of the County administrator operates 2. A "how to" 101 class for managers Mental Health Suggestions 1. How to create performance evaluations that are quantifiable 2. How to write grants (not all departments have access to the County grant writer) Sheriff's Department Suggestions 1. Management and Supervisor training Assessor's Department Suggestions 1. Training for employees: Customer service skills Dealing with irate and angry customers 2. Training for Management: Training on the union contract Hiring, Discipline and Firing procedures specifically in Deschutes County Interview do's and don'ts Leadership classes - team building, goals, communication, etc.. Clerk's Office Suggestions 1. Computer Training including: Excel, Word 2. Business writing & grammar 3. Teambuilding 4. Customer service 5. Web Site, Internet & Intranet 6. Helion software 7. Ergonomics -2- 1 Finance Department Suggestions 1. Computer Training Including: Excel, Word 2. Communication Throughout the Organization 3. Organizational Skills -Integrating computerized calendar & palm pilots 4. Supervisory Training 5. Anger Management Skills 6. Customer Service Training Community Development Department Suggestions 1. Coaching 2. Communication (skills, styles, specific situations like difficult people & customers)(2) 3. Computer training on the CDD systems 4. Consensus Building (conflict resolution, mediation, meeting facilitation) 5. CPR (4) 6. Customer Service Skills 7. Diversity 8. Division Trainings (to get a better understanding of what other divisions in CDD do) 9. Ergonomic Self -Assessment 10. Computer training including Excel (2) 11. First Aid (3) 12. Team building and Team Communication 13. Guest Speakers: Planners, Environmental Engineers, or Attorneys from DLCD, the Division of State Lands, and the Army Corps of Engineers to get acquainted and teach us about their responsibilities, regulations and rules that overlap what we do. 14. Innovation training 15. Interdepartmental Trainings (Assessor, Clerk, Records, Road Department (learn what records they have and how to access them) 16. Legal Issues (easements, what is public record and what isn't?) 17. Motivation 18. Non -Harassment 19. Non-violent Communication 20. OSHA training at job site for CDD Field Inspectors 21. Computer training including Outlook (3) 22. Problem Solving Techniques 23. Public Speaking and Presentation (2) 24. Self Defense 25. Stress Management (yoga, biofeedback) (2) 26. Telephone Communication Skills 27. Time Management 28. Writing skills including business, grammar, technical, policy and grant writing (2) -3- Risk Management Training Suggestions 1. Budget Development 2. Communication & Speaking Skills 3. Team Communication 4. Self -Directed Work Teams/Team Management 5. Conflict Management/Defusing Anger 6. Coaching Skills for Managers/Supervisors 7. Criticism/Discipline Skills for Managers 8. Managing Diversity in the Workplace Property Management Training Suggestions 1. Budget process training 2. Finance functions: differentiating between departmental funds, what those funds are allocated for and why. Road Departments Suggestions 1. Computer training including Basic Excel and Word -4- CLASS OFFERINGS TAUGHT INTERNALLY Mental Health Training 1. Depression and suicide prevention 2. How to deal with elderly relatives (financial and health issues) 3. Dealing with people who have disabilities 4. Dealing with difficult people/de-escalation 5. Training for law enforcement personnel on how to deal with mentally ill people Legal Council Training: Mark Amberg 1. Property Issues training could be called "Real Property Basics." 2. Litigation training- how it affects employees, working with Legal Department, the County's duty to defend and indemnify employees, the employee's duty to cooperate, etc. J Finance Training's 1. H.T.E. Training: Vendor Look -up Expenditure Report—Budget/Actual Detail making up an Expenditure Item 2. Payroll Training 3. Budget Training (Supervisor Level) 4. Fixed Assets Law Library 1. Can provide Law Library tours to any County employee or department -5- Training Categories From Materials Received from Training Vendors Support Staff Skills Communication Conflict Management Credibility/Composure Diversity Training HR/Personnel Training Management Skills Project Prioritizing Team Building & Coaching Writing Skills Business Development Computer Training Creativity Camp Customer Service Emergency Response Planning Leadership Training Personal Law for Managers State & Federal Personal Laws Vendor/Supplier Negotiation UVL) Unline Survey Application Page 1 of 4 Online Survey Report CDD Staff Training Idea Survey Results Q- 1 Communication: Enhancing skills to effectively interact with internal and external customers, in terms of both listening and speaking. Most Important 22 55.00% Somewhat Important 12 30.00% Least Important 6 15.00% Q- 2 Computer training: CDD systems such as Accuterm, LAVA, LaserFiche, scanning equipment, etc. Most Important 21 52.50% Somewhat Important 16 40.00% Least Important 3 7.50% Q- 3 lConsensus Building: Including conflict resolution, mediation, and meeting facilitation. Most Important 13 32.50% Somewhat Important 20 50.00% Least Important 7 17.50% Q-4 ICPRTraining Most Important 8 20.00% Somewhat Important 17 42.50% Least Important 15 37.50% Q-5 I Customer Service Skills Most Important 16 40.00% Somewhat Important 20 50.00% Least Important 4 10.00% Q- 6 Diversity: Enhance communication and understanding. Most Important 12 30.00% Somewhat Important 18 45.00% Least Important 10 25.00% Q- 7 - Division Training: Enhanced knowledge of the mision, regulations, and practices of other CDD divisions in order to better serve customers. Most Important 13 32.50% Somewhat Important 17 42.50% Least Important 10 25.00% Q-8 lEgonomic Self -Assessment: Learn to evaluate your work space and make adjustments/changes that will reduce risk of injury. Most Important 4 10.00% Somewhat Important 17 42.50% http://www.deschutes.org/cdd/surveys/index.cfm?fuseaction=report&sid=1006 2/6/2003 CDD Online Survey Application Page 2 of 4 Least Important 19 47.50% I Q- 9 1 Excel Most Important 8 20.00% Somewhat Important 15 37.50% Least Important 17 42.50% Q- 10 ITeam Building: Related to consensus building, in a structured team environment. Most Important 6 15.00% Somewhat Important 20 50.00% Least Important 14 35.00% Q-11 IFirstAid Most Important 7 17.50% Somewhat Important 18 45.00% Least Important 15 37.50% Q-12 Guest Speakers: Such as planners, environmental engineers, attourneys from DLCD, the Div. of State Lands, and the Army Corps of Engineers to network and share with us their responsibilities, regulations, and current mission priorities. Most Important 10 25.00% Somewhat Important 17 42.50% Least Important 13 32.50% Q- 13 1 Innovation: New technologies, industry best practices, and fostering an environment for improvement. Most Important 18 45.00% Somewhat Important 16 40.00% Least Important 6 15.00% Q- 14 1 Interdepartment Training: Learning about the missions of other departments and how CDD can work effectively with them. Could include Assessor, Clerk, Road Dept. or others. Most Important 11 27.50% Somewhat Important 19 47.50% Least Important 10 25.00% Q-15 1 Legal Issues: Current issues associated with CDD's mission. Topics would be varied and based on current needs. Most Important 12 30.00% Somewhat Important 22 55.00% Least Important 6 15.00% Q- 16 1 Motivation: Techniques to keep your job interesting and fulfilling. Most Important 15 37.50% Somewhat Important 13 32.50% Least Important 12 30.00% http://www.deschutes.org/cdd/surveys/index.cfm?fuseaction=report&sid=1006 2/6/2003 CDD Online Survey Application Page 3 of 4 Q-17 1 Non -Harassment: Understanding what various kinds of harassment mean and avoiding those types of situations. Most Important 3 7.50% Somewhat Important 16 40.00% Least Important 21 52.50% Q-18 1 Non -Violent Communication Most Important 6 15.00% Somewhat Important 13 32.50% Least Important 21 52.50% Q-19 JOSHA On-site Training for Field Inspectors Most Important 13 32.50% Somewhat Important 10 25.00% Least Important 17 42.50% Q- 20 1 Outlook: Learning more about the features of the Outlook program for email, your calendar, meetings, planning, etc. Most Important 13 32.50% Somewhat Important 15 37.50% Least Important 12 30.00% Q- 21 jProblem Solving: Issue identification, causes of problems, and generating solutions. Most Important 11 27.50% Somewhat Important 24 60.00% Least Important 5 12.50% Q- 22 1 Public Speaking and Presentation Most Important 11 27.50% Somewhat Important 15 37.50% Least Important 14 35.00% Q- 23 1 Self Defense Most Important 3 7.50% Somewhat Important 11 27.50% Least Important 26 65.00% Q- 24 Istress Management: Classes such as Yoga, Biofeedback, or others. Most Important 11 27.50% Somewhat Important 12 30.00% Least Important 17 42.50% Q- 25 ITelephone Use: Learning about Audix and features available to you. I Most Important 5 12.50% http://www.deschutes.org/cdd/surveys/index.cfm?fuseaction=report&sid=1006 2/6/2003 CDD Online Survey Application Somewhat Important 13 32.50% Least Important 22 55.00% Q- 26 Writing: Professional business writing. Most Important 13 32.50% Somewhat Important 14 35.00% Least Important 13 32.50% Page 4 of 4 http://www.deschutes.org/cdd/surveys/index.cfm?fuseaction=report&sid=1006 2/6/2003 Visual Thinking, Inc. 20340 NE Empire Ave. E-8 Bend, OR 97701 541-317-0619 541-317-0371 (FAX) kr@visual-thinking.com (e-mail) Tuesday, February 11, 2003 PRODUCTION PROPOSAL Deschutes County SUBJECT: Creating an orientation video for new employees. COST ESTIMATE: • PRE -PRODUCTION (PREP) This includes script writing, graphics/animation preparation, music selection, location scouting, video digitizing and other tasks essential to the production. Rate: $40.00 per hour Estimated hours needed: 12 .................................................. TOTAL: $480.00 • LOCATION SHOOTING: BetaCam SP This includes necessary crew and equipment. Rate: $850 per day or $100 per hour Estimated hours or days needed: 1 Day .................................TOTAL: $850.00 • POST -PRODUCTION This is the editing of the finished product and includes video and audio mixing, adding graphics and logos, plus various video transitions like dissolves and wipes. This rate also includes 3D DVE effects like flying logos, page turns, ripples, tear drops, etc. Rate: $125.00 per hour Estimated hours needed: 23 ............................................... TOTAL: $2,875.00 • TAPE STOCK............................................................................. TOTAL: $190.00 • SUMMARY: This includes a finished master on BetaCam SP and ten VHS copies. TOTAL: ................................................................................. $45395.00 Deschutes County 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.or TRAINING COMMITTEE AGENDA FRIDAY FEBRUARY 14, 2003 1:30 TO 3PM Hearing Room B, Administration Building 1) Summary of Training Recommendations 2) Budget Overview, 2003 3) Budget Overview, 2002 -2003- -Training research -Orientation video -Trainer fees 4) Internal Training Calendar Items: what classes should be taught internally? 5) Recent Internal Requests for Training: please see attachment 6) Status of New -Hire Orientations: -Two orientation dates per month -Mandatory new hire start dates -Are there enough new hires to justify two full-day orientations per month? 7) Training Tracking: what is the strategy for tracking trainings? 8) Training Research: who will attend and screen training seminars? 9) Training Strategy: i.e.; one training session for managers and one for employees per quarter until attendance increases and budget dollars become available. 10) Surveys: after each training, distribute a class survey to employees that asks them which topics listed are of interest to them. This information would benefit class planners with potential attendance numbers in relationship to a topic of training. Budget dollars would be spent more efficiently when applied to requested classes.