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Revenue Division

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Business Taxes: 503-823-5157

111 SW Columbia St, Suite 600, Portland, OR 97201

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LMC Meeting Notes 10/22/2013

REVENUE BUREAU LABOR-MANAGEMENT COMMITTEE
October 22, 2013

Attendance: Din Belderrain, Stephen Bouffard, Frank Dufay, Karla Frahler, Marian Gaylord, Joe Hertzberg, Scott Karter, Julie Shervey, and Terri Williams
Facilitator: Joe Hertzberg
Note Taker: Meghann Fertal
Handouts Distributed: Draft September 24, 2013 meeting notes, Draft LMC Retreat Agenda, LMC Governance revised September 24, 2013, Framework for Citywide Labor-Management Committee

SEPTEMBER MEETING NOTES
1. Approved

UPDATES
1. Union time – SAP
     a. Management, Terri, to speak with BHR, Maria Eldred, to find out whether it is important to City / Bureau
2. Recognition
     a. Revisit topic after tentative All Staff Meeting in January

3. 2014-2015 budget process 
     a. The budget process has just begun, the Mayor proposes for a stabilization budget in which the General Fund Bureaus remain at current level
          i. There are potential add requests
          ii. City Council will have a retreat with city budget office in the upcoming month
          iii. OMF Advisory Committee met 10/21/13 and requested that all bureau directors speak about their issues, needs, concerns
a. Outside OMF Bureaus to talk about service needs due to budget cuts
     b. Revenue Bureau conversation to move to the LMC Retreat

RE-VISIT GROUND RULES
1. Last bullet point under GROUND RULES
     a. Observers are to contact their caucus chair before they attend a meeting i. Bring to retreat and talk about language
2. Note takers – reports, action items, or assignments to be attributed to names, comments to be attributed to caucus
     a. Add MINUTES section to Governance
          i. Add above language to speak attribution of names / caucuses
          ii. Formatting – add yellow highlight to action items
3. The LMC can consider PILOT PROJECTS – change from piloting

LMC TEAM-BUILDING RETREAT
1. Review of Draft Retreat Agenda Items
     a. Add: What one question would you like to ask the other caucus? 
     b. Add: What are your highest goals for the Revenue Bureau **and/or the City of Portland**?
     c. Meghann and Joe to convene on supplies needed for retreat
     d. Check cashing policy 
          i. Management working on drafting information to Thomas 
               1. Looking through internal controls and overall City accounting rules and guidance
          ii. Labor asked why this is brought to the LMC
               1. Management: To find out whether there are any instances with labor
               2. Labor Question: Dialogue from labor – practical application of process
               3. Management: yes
          iii. Shared values around budget and team goals
               1. To advance and further framework for future discussions 
                    a. Looking at principles / shared values on 06/15/13 specifically look at the OCT move information
                    b. Looking for budget LMBAC notes about shared values
          iv. Addition: All-Bureau survey
               1. Repeat issues of scoring and comments
                    a. Motivation, morale, job satisfaction
                         i. Meghann to send results
          v. Joe to send revised copy of draft LMC Retreat Agenda
     e. CHANGE NOVEMBER AND DECEMBER MEETING TO ONE DATE IN BEGINNING OF DECEMBER
     f. Dress casually
     g. Start at 8am – please be ready at 8am.

ALL-BUREAU SURVEY
1. Executive Team is still reviewing comments and scoring
2. Meghann will send results when approved by Executive Team

NEW BUSINESS
1. POST PHONE CALL SURVEY
     a. Postponed until next meeting due to Barbra attending a Barbara Burke Customer Service Conference October 28-30
          i. Feedback and input from conference may help shape our question content and simplicity
2. CONTRACT UPDATES
     a. Labor asked whether the City had declared an impasse on the DCTU AFSCME contract negotiations
     b. Management responded that the City had not declared an impasse and no information had been given at this point.

DID WE FULLY ADDRESS ISSUES?  TIME WELL SPENT?
1. Yes  - appreciation express for the preparation happening for the retreat

**Meghann to change November and December LMC meetings to one date in the beginning of December due to holiday schedules and LMC Retreat.