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2011-2950-Minutes for Meeting June 13,2011 Recorded 7/11/2011COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKS CJ 1011' 950 COMMISSIONERS' JOURNAL O~lil'~~11 11;30;25 AM 11111111111111111111111111111111111111 2011-2950 Do not remove this page from original document. Deschutes County Clerk Certificate Page 6 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, JUNE 139 2011 Present were Commissioners Tammy Baney, Alan Unger and Anthony DeBone. Also present were Dave Kanner, County Administrator; Anna Johnson, Communications; David Givans, Internal Auditor; Scott Johnson, Health Services; Tracy Scott, Personnel; and Hillary Borrud of The Bulletin. Chair Baney opened the meeting at 1:33 p.m. 1. Update on County Social Networking Sites. Anna Johnson explained that the County site has been updated with social media applications. The County will be able to communicate with the public through Facebook and Twitter. Chair Baney asked who will monitor and respond to contacts. Ms. Johnson said a staff person would be assigned to respond to specific inquiries; program managers would be trained and required to keep it active. Joe Sadony stated that program managers filled out forms to give an idea of what they are trying to achieve with their social media base. They may be trying to attract certain target markets or enhance services. Assistance would be provided to set it up. The County has a Facebook site - not yet activated - and all County programs would go under that site. Pages could be delegated to specific programs. Ms. Johnson stated that Fair & Expo has a Facebook page that is very effective; and 911 has a heavily used Twitter account. The Children & Families' Commission and Health Services has sites waiting to be activated. She will manage the Board site. At least one post a week would be ideal. Mr. Sadony said that the site does not need to be kept as an archive although some comments might need to be. Minutes of Board of Commissioners' Work Session Monday, June 13, 2011 Page 1 of 4 Pages The State of the County presentation is Friday, with a basic question & answer forum. Ms. Johnson talked about the general concept and who will be participating. It will be held from about 7:30 to 9:30 a.m. 2. Discussion of Amendment to Personnel Rules regarding On-Call Employee Evaluations. Dave Kanner said the first amendment would extend the prohibition of using relatives of employees sent to the County by temporary placement agencies, if the person is going to be directly supervised by the relative. The second change would clarify when an on-call employee must have an evaluation. These employees are eligible for the same COLA's, but no step increases. Some may put in a few hours a year, while others put in many hours. About a third of missing evaluations are for on-call employees. They are due to for an evaluation after they have worked 1,000 hours, but no more than once a year. They would be eligible for a step increase. If someone is not called in to work for a long period of time, they can be dropped from the payroll. Non-represented employees have always been eligible for on-call pay, and this has been fixed at the equivalent of two hours straight salary for standby. Upper management would not be eligible for this. There are not that many non- represented, non-exempt employees who would be eligible for on-call pay. The Board was open to these suggested changes. Under ORS 294, the County has to designate a budget officer. A Commissioner used to do this. Other counties usually designate the County Administrator as the budget officer. Chair Baney stated that she would rather wait on this due to some of the issues that have come up lately concerning the role of the County Administrator. Minutes of Board of Commissioners' Work Session Monday, June 13, 2011 Page 2 of 4 Pages 3. Discussion of AFSCME Request for Extended Leave without Pay. Mr. Kanner stated that this is a Board decision. All of her family leave has been exhausted and she is not ready to come back to work. She has also applied for LTD. He and Marty Wynne recommended a three-month period. At that point, Finance will need to have a person in the position. UNGER: Move approval of three months of extended leave without pay for Rebecca Starkey. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. 4. Update of Commissioners' Meetings and Schedules. Commissioner Unger said that he is attending an Oregon Watershed Enhance Board meeting, and has a Deschutes Watershed meeting this week. He is attending the Northwest Water Conference in Vancouver as well, to discuss issues relating to the Deschutes and Yakima basins. Commissioner DeBone is attending the DEQ Steering Committee meeting this week. He is also going to concentrate more on connecting with La Pine City Councilors as well. He is attending the Bend MPO meeting this week, but would like to see the program expanded to a greater area. Change is needed to the structure, to give a greater voice in transportation. Chair Baney stated that she has a couple more meetings of the Governor's early design team to attend. She is meeting with representatives of the Boys & Girls Club concerning their missing out on community investment funds. Commissioner Unger noted that it is an important program that impacts a lot of people. He would like to find a way to help them get solid funding. Chair Baney said that she is on the Oregon Transportation Committee meeting, but will not be able to participate in their meetings until July. She found her trip to Washington DC was very worthwhile. She was able to concentrate on leadership issues and other matters there without too many distractions. Minutes of Board of Commissioners' Work Session Monday, June 13, 2011 Page 3 of 4 Pages Mr. Kanner asked if it is safe to schedule meetings for July 13 and/or July 20. Chair Baney said that she would be busy on the 20'h5. Other Items. Executive Sessions under: ORS 192.660(2)(b), Personnel Issue ORS 192.660(2)(f), to Consider Information or Records that are Exempt by Law from Public Inspection The meeting ended at 3:10 p.m. DATED this % Day of 2011 for the Deschutes County Board of Commissio rs. Tammy Baney, Chair ATTEST: U4UA__ Recording Secretary Minutes of Board of Commissioners' Work Session Page 4 of 4 Pages Anthony DeBone, Vice Chair a G,.,- V Alan Unger, Commissioner Monday, June 13, 2011 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, JUNE 13, 2011 1. Update on County Social Networking Sites - Anna Johnson, Joe Sadony, Jen Floyd 2. Discussion of Amendment to Personnel Rules regarding On-Call Employee Evaluations - Dave Kanner 3. Discussion of AFSCME Request for Extended Leave without Pay - Dave Kanner 4. Update of Commissioners' Meetings and Schedules 5. Other Items Executive Sessions under: ORS 192.660(2)(b), Personnel Issue ORS 192.660(2)(f), to Consider Information or Records that are Exempt by Law from Public Inspection PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (h), litigation; ORS 192.660(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates, times and discussion items are subject to change. A11 meetings are conducted in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bench unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information. V--4 M U 4J O O ~ O O U ~ 0 ~ o ~ o . O Ct 0 0 0 0 o N Cfd Q V ~ U o o.~ ~ mwv o y x I- G) OOC O a w O o 3°, H D LL ti U MP74 40.4 H Date: June 6, 2011 To: Board of County Commissioners From: Erik Kropp, Deputy County Administrator Re: DRAFT UPDATE TO PERSONNEL RULES Attached please find a draft update of the Personnel Rules, the proposed additions are underlined. These proposed changes will be discussed with you at the June 13, 2011 work session and are summarized below. 1. Adds language to prohibit County employees from hiring, providing oversight, and/or supervising contracted staff who are relatives (Chapter 3.16.040, Section Q. Currently, the Personnel Rules prohibit a County employee from hiring, providing oversight, and or supervising another employee who is a relative. This addition would expand these prohibitions to situations involving contracted staff, such as through a temporary staffing agency or a personal services contract. 2. Adds language to clarify when on-call and hourly employees shall receive a scheduled performance evaluation and be eligible for a merit increase (Chapter 3.24.030, Section B). The draft language requires supervisors to complete a scheduled performance evaluation after the on-call or hourly employee has been employed at least 12-months and worked 1,000 hours. This change would provide consistency among departments and guidance to supervisors. 3. A non-represented (not represented by a union) employee is eligible to receive on-call pay at a compensation rate of two hour per day at their current hourly rate (Chapter 3.24.030, Section E). On-call pay is compensation paid to an employee required to be available to be called into work on a scheduled day off. The proposed draft language would specify that the on-call compensation rate is up to the equivalent of two hours per day at the hourly rate, allowing the department to pay less. Dave Kanner, County Administrator Debbie Legg, Personnel Services Manager DRAFT Chapter 3.16. RECRUITMENT AND APPOINTMENT OF EMPLOYEES 3.16.040. Hiring Relatives, Domestic Partners and Personal Acquaintances of Employees. 3.16.040. Hiring Relatives, Domestic Partners and Personal Acquaintances of Employees. A. The County's employment goal is to hire employees who are qualified and competent, using a competitive process that is valid and fair. The County will maintain impartiality in recruitment and hiring. The County will not give hiring preference to relatives, domestic partners or personal acquaintances of current employees. B. Pursuant to ORS 659A.309 as it currently exists or as amended, the County shall not refuse to hire or employ an individual, bar or discharge an individual from employment, or discriminate against an individual in compensation or in terms, conditions or privileges of employment solely because a relative or member of an individual's family works or has worked for the County. C. No member of an individual's family, as the term "member of an individual's family" is defined in ORS 659A.309(3) (wife, husband, son, daughter, mother, father, brother, brother- in-law, sister, sister-in-law, son-in-law, daughter-in-law, mother-in-law, father-in-law, aunt, uncle, niece, nephew, stepparent or stepchild of the individual), or domestic partner of the individual, who is a County employee, shall be permitted to serve in a direct supervisory capacity over or under that individual. If the hiring, assignment, transfer or promotion of an individual would place the individual in a position of exercising supervisory, appointment or grievance resolution authority over a member of the individual's family or in a position of being subject to the exercise of such authority by a member of the individual's family, the county may deny such hiring, assignment, transfer or promotion of that individual. These provisions shall also apply to the hiring, providing oversight, and/or supervising of contracted staff i.e., through a temporary staffing agency or a personal services contract). (Ord. 2009-027, § 1, 2009; Ord. 2007-017, §2, 2007; Ord. 86-011, § 1, 1986; Ord. 81-053, § 1, 1981) DRAFT Chapter 3.24. WAGE AND SALARY ADMINISTRATION 3.24.030. Wage and Salary Adjustments. 3.24.030. Wage and Salary Adjustments. A. New employees. New employees shall generally be hired at the first step of the pay grade. When a new employee has extensive prior experience and the department head believes it is justified, an employee may be hired at the second step of the pay grade. Hiring at Step 3 or above requires prior approval by the County Administrator and will only be granted in extraordinary circumstances. B. Merit step increases. In addition to cost-of-living pay increases, if funds are available and appropriated, employees are eligible for merit step increases, provided their performance has met or exceeded performance standards established by the department head and/or the employee's supervisor. For an employee to receive a merit step increase, the employee's department head must complete a written performance evaluation of the employee with a recommendation for the increase. The amount of an authorized merit step increase will be determined by the adopted pay plan. Employees who are at the top step in their pay grade are not eligible for merit step increases. Employees shall be eligible for merit step increases on their eligibility date. An employee's eligibility date is based on the employee's date of hire as follows: If hired on or before the fifteenth (15'`) of the month, the employee's eligibility date shall be the first day of the month in which the employee was hired; if hired on or after the sixteenth (16'') of the month, the employee's eligibility date shall be the first day of the month following the month in which the employee was hired. Supervisors shall complete a scheduled performance evaluation for on-call and hourly employees after the employee has been employed for at least 12-months and worked 1,000 hours. Subsequent scheduled evaluations shall be when the employee has worked at least another 12-months and an additional 1,000 hours. On-call and hourly employees are eligible for a merit step increase when receiving a scheduled performance evaluation. A department head may authorize a performance evaluation for an on-call or hourly employee before the required hours have been worked. In unusual circumstances and with County Administrator approval, a department head may authorize a merit increase along with an un-scheduled performance evaluation. C. Cost-of-living increases. As part of the annual budget adoption process, the Board will determine what cost-of-living increase, if any, will be applied to the County's pay plan. Increases are contingent upon the availability and appropriation of funds. Cost-of-living pay increases are not guaranteed and are subject to the discretion of the Board. D. Upon prior approval by the County Administrator, a non-represented employee is eligible to receive a 5% or 10% differential for performing lead work. The lead work must be assigned in writing by the employee's department head. Lead work may include the coordination and assignment of work duties to assigned employees and/or the review of employee work to ensure work quality and compliance with applicable methods, policies, and procedures. Examples of lead work include distribution of work assignments to employees, maintaining a balanced workload among a group of employees, or reviewing the completed work of employees. The lead pay must be approved by the County Administrator in advance of the employee receiving the assigned lead duties. Retroactive lead pay is not allowed. E. Upon prior approval by the County Administrator, a non-represented employee is eligible to receive on-call pay at a compensation rate of up to the equivalent of two hours per day at their current hourly rate. An employee receiving on-call pay must be able to be contacted by phone or pager during the on-call period and respond in a timely manner as determined by the department. (Ord. 2009-027, §1, 2009; Ord. 2007-017, §2, 2007; Ord. 86-011, §1, 1986; Ord. 81-053, §1, 1981)