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LMC Meeting Notes 09/24/2013

REVENUE BUREAU LABOR-MANAGEMENT COMMITTEE
September 24, 2013

 

Attendence: Din Belderrain, Stephene Bouffard, Karlan Frahler, Marian Gaylord, Kathy Goss, Scott Karter, Karen Obana, Julie Shervey, and Terri Williams
Facilitator: Joe Hertzberg
Note Taker: Meghann Fertal
Handouts Distributed: Draft August 27, 2013 meeting notes, Draft LMC Retreat Agenda, LMC Governance Revised June 29, 2010

AUGUST MEETING NOTES
1.The August 27, 2013 meeting notes were approved after the correct of the following:
     a. TIME WELL SPENT Item 1a,  discussing old items without an introduction

NEW BUSINESS
1. No new business.

UPDATES
1.OMF LMC
     a. Revenue Labor, Stephen (AFSCME), attended OMF’s LMC 09/19/13.
     b. Revenue Management, Thomas, made clear that the Revenue Bureau LMC would like to have a larger role in the budget process.
          i. Mention of the retreat being a great time for gathering / sharing information regarding the budget process; building a list of shared values, budget, and feedback for cuts and building revenue
          ii. The OMF LMC has many new members, mostly from the COPPEA labor side
     c. OMF discussions surrounded the OMF Strategic Plan, bureau updates (Fleet, Revenue, and BTS), and a briefly the budget.
2. Union time – SAP
     a. Management has verified that the Attendance / Absence Type for Union Time is still available for use in SAP.
          i. As a bureau, is it important to track this information?
               1. Currently, the bureau does not have an expectation for this
          ii. Management, Terri, to request the importance of this information from Human Resources Business Partner, Maria Eldred.
          iii. Labor asked if the stubs / cards could be saved for a larger or another drawing
3. Recognition
     a. Program initiated September 3, 2013 and three people were awarded $20 each at the Staff Meeting September 24, 2013.

          i. Labor asked if the stubs / cards could be saved for a larger or another drawing.
          ii. Management informed that if the amount of the award goes up it could be a taxable amount.  Also Management reminded that the percentage of winning is much higher than the prior OMF program.

          iv. Labor asked if the winners from one quarter are eligible for the next quarter.
          v. Management confirmed that winners from one quarter are eligible for the next quarter.
          iv. Facilitator, Joe Hertzberg, suggested that we should wait for program to develop for a few drawings before we change it, but remember feedback for future.
4. All-Bureau Survey

     a. As of September 24, 2013 there are 59 completions to the 2013 Employee Satisfaction Survey; Thomas will review results once the information is compiled.
          i. Review is done by management because there is a possibility that some comments are attributable to specific individuals and there may be offensive language that needs to be redacted.
     b. Note taker, Meghann, to close poll and gather information for Management.
     c. Management to have results for the next LMC Meeting allowing for framework for the retreat on 11/13.

CUSTOMER SERVICE SURVEYS – POST PHONE CALL
1. A review of prior March and August meeting minutes was conducted by the facilitator, Joe, with request of current update
     a. Conclusion that of review of prior questions formulated by Barbra Rice needs to be presented at next meeting.
2. Because there will not be an automated system, through ACD phone system, LMC needs to revisit manual polling option of inbound / outbound calls and/or postcards.
     a. Opportunity to share link through e-mail, website, or introductory phone message
3. Management shared that the Water Bureau still has not implemented this option for their bureau.  Currently, there is no specific timeline for the project, but the hope is that they will be completed by the end of 2013.
4. The purpose of the survey is to get feedback from customers in regards to all divisions of the bureau. 
     a. To do this the LMC has decided to invite Barbra Rice and Jen McFarland for the next meeting to discuss questions, placement on website, an easy website link, and an intercept phone message.

LMC TEAM-BUILDING RETREAT
1. The retreat will be November 13, 2013 from 8am to 4pm and at theMcMenamins Kennedy School in the Library.
     a. Breakfast will be served upon arrival
     b. Lunch will be in the restaurant
     c. Snack will be served towards the end of the day
     d. Casual dress is appropriate
     e. Facilitator, Joe, has requested that all members of the LMC speak with members of outside and/or other LMC members to find out how their meetings operate member interaction, and governance.

LMC GOVERNANCE REVIEW AND REVISIONS
1. SCOPE
     a. Third point: Remove “Issues”, replace with ‘Items”
     b. Sixth point: Remove “Bargaining subjects, referring”, replace with “Refer”
2. COMPOSITION
     a. Add: “Management may provide a neutral facilitator.”
3. AGENDAS
     a. Second point: Remove “at the end of”, replace with “in the”
     b. Add third point: “The LMC will include a decision-key in all agendas”
4. DECISION-MAKING
     a. This section will be postponed until the retreat due to the tasks that the facilitator, Joe Hertzberg, has set for the LMC members.
          i. In addition, the facilitator, Joe Hertzberg, has requested that we actively think what support means, specifically looking at the second point.
5.CAUCUSES
     a. Sixth point: Remove whole entry, replace with “Labor can have up to two 60-minute caucuses which can be held between LMC meetings”
          I. Labor has requested to set a caucus for mid-month in addition to caucus prior to monthly LMC meeting.
6. GROUND RULES
      a. Eighth point: Add at end of existing sentence “or call a caucus.”

HOW CAN WE DO THINGS BETTER?
1. No new ideas or new issues

DID WE FULLY ADDRESS ISSUES AND WAS OUR TIME WELL SPENT?
1. All members in agreement, yes.