REVENUE BUREAU LABOR-MANAGEMENT COMMITTEE
August 26, 2014
Stephen Bouffard, Adrienne Brown-Dunn, Rachel Cleveland, Leroy Creel, Karla Frahler, Josh Gregor, Scott Karter, Thomas Lannom, Karen Obana, Terri Williams
Draft July 30, 2014 Meeting Notes version 2; Principles, Constraints, and Considerations for Office Moves (June 18, 2012)
- New Members / Introductions
- Labor: Adrienne Brown-Dunn
- Review of April 22, 2014 Meeting Notes
- Change – 3.a
i. Bureau of Revenue and Financial Services
- Change – 3.a.iii.:
(1) Delete Financial Services
- New Business
- LMC of Revenue; question of an expansion to BRFS LMC
i. Do the other units (Grants, Accounting, and Treasury) have represented staff?
ii. Ultimately a CFO question of whether there is an expansion?
- Proposal from Labor: regularly paid 1-hour meeting for all AFSCME members
ii. Management: if possible, what is the proposal for the timeframe in relation to the caucus and the monthly LMC meeting
iii. Management: COPPEA, is there a need to have something similar to that represented group?
iv. Management: if possible, what would be the structure of the meeting? Example, agenda, leadership (steward or co-chairs)
- Bureau of Revenue and Financial Services
i. CFO recruitment is ongoing, projected to conclude in November
ii. Extend lease of up to 3 years for Revenue Staff goes to Council 08/27
(1) Future of Portland Building is unclear
(2) Labor: What happened to moving to the 1900 Building?
(a) Management: BDS is expanding their staff dramatically
(b) Management: The need for the walk-in friendly area, mostly from Regulatory Division, is no longer a need for BRFS.
(3) Labor: Is Grants and Treasury in City Hall?
(a) Management: No, they are in the Portland building
- Regulatory Division Move
i. Thomas met with PBOT and the Regulatory Staff will continue to be physically located with Revenue until the end of the calendar year, 12/31/2014.
ii. Complete supervisory oversight is going to PBOT as of 09/01/2014.
iii. Most likely, Allison will be moving sooner than the rest of the division as she is supervised by a different group.
- Labor: what will the All Staff Meeting agenda look like?
i. Introductions; Terri Williams
ii. Equity Committee Update; Diana Marshall
iii. Green Team Update; Josh Gregor
iv. LMC Committee Update; Karla Frahler
v. Bureau of Revenue and Financial Services (BRFS), CFO, office space; Thomas Lannom
vi. Regulatory move; Thomas Lannom
vii. Transportation User Fee (TUF); Thomas Lannom
viii. 311; Thomas Lannom
- Principles, Constraints, and Considerations for Office Moves
- No 10.: Consider special accommodations if needed? Limited feedback or no feedback due to privacy issues, typically a medical need
- No. 11: Consider business / supervisory needs
- Move forward with the changes listed above
- Training / professional development / advancement opportunities
- Formation of the Training (Steering) Committee
i. Assist the trainer and the bureau – assist in coordination and research
ii. Joe: Will it address all three topics or just training?
(1) Management: It will assist training, coaching, and mentoring; which leads toward professional development and advancement opportunities.
(2) Labor: it is targeting the underlying base of normal work needs so that employees can have professional development and advancement opportunities
iii. Labor: What is the composition of the committee?
(1) Labor and management: should be composed of both labor and management
(2) Participation of employees outside of LMC
iv. Management: What is the scope and structure of the committee?
v. Labor: Is this a Revenue Division? Or the expansion of BRFS?
(1) Management: Set-up as Revenue Division
(2) Management: “White Board Exercise”
(a) Problem statement: How do we help staff achieve professional development and advancement opportunities?
(i) A need exists to … better
- coordinate training opportunities
- focus limited training resources
- identify specific bureau-wide training needs and issues
- develop and/or identify coaching and/or mentoring programs
- Some may be outside of the Revenue Bureau
- certification and accreditation for advancement
- show an advancement path within bureau, OMF, City-wide
- develop “in-house” trainer resources
- offer cross-training / job-shadowing
- Labor: is there a Working Out of Class issue?
- Management: training does not, only a certain % of their time
- participate in on-boarding of new employees
(b) How can the committee assist in these needs?:
(c) Are there other Training Committees in the City or Governments that we can look at?
(d) Develop structure to coaching / mentoring / job shadowing programs
(i) Similar to Equity Committee
(e) Membership should be bureau-wide from all workgroups
(f) Manage expectations; participating … does not guarantee advancement opportunities
(g) Produce tangible results
(3) What’s next?
(a) Management: would like to see a working model
(b) Karla to research and present to Thomas
- 2014 Employee Survey
- Thomas will be talk to Fred regarding adding the other units in BRFS
- Labor: maintaining the integrity of the baseline and closed ended questions and finding a way to present the open ended questions to everybody so that they are not associated with the demographic identifies. Create more anonymous feedback – the spirit behind answering the open-ended questions is providing feedback.
- Leroy to distribute LMC proposal of a regularly scheduled meeting
- Karla to research training committees and present information to Thomas