Disability Determination Services Meet and Confer
February 28, 2008
IN ATTENDANCE:
For MAPE: Tom Dougherty (Business Agent), Pat Kennedy, Hanz Lehrke and Bob Mayer
For State: Greg Dietl, Dean Kalmoe, Sue Kehoe-Katula, Chris Kennedy and Mary Oman (Human Resources Director)
BUILDING
The bank now owns Metro Square. The DDS lease at Metro Square has been extended from October 2007 to December 2012. DDS has no control over areas not directly leased by DDS. State Administration’s Real Estate Management monitors building issues in the common areas of buildings where any state office leases space. The building management has experienced numerous problems resulting in delays in repairing the escalators. Administration’s Real Estate Management continues to monitor the situation. DDS management was unaware of ongoing problems with the elevators or the fourth floor woman’s bathroom. All employees should report any building issues or concerns to their immediate supervisor, who should then inform Chris Kennedy. If a building problem, such as an overflowing toilet, presents an immediate health or safety issue, it is appropriate to directly report the problem to Chris Kennedy. If she is unavailable, immediate health and safety issues should be reported directly to any member of the management team. MAPE expressed appreciation for the email updates on the heat repairs and encouraged management to continue to provide updates on building issues. Management stated that an email update on the status of the escalators would be sent to employees.
BREAKROOM POLICY
Management stated that many employees have expressed approval of the policy. Management denied that two weeks notice was needed since the previous policy stated that food left in the refrigerator would be thrown away after three days. Director Kehoe-Katula stated that no one who does not use the refrigerator would be required to clean it. If asked by their supervisor to clean the break room, employees can refuse without facing disciplinary action. Management noted that management could exercise its right to remove the appliances if cleanliness becomes a problem.
PEER EVALUATION
Management stated that there is no “peer evaluation policy”. At a recent DDS Leadership Meeting, a supervisor expressed concern that there was no mechanism to report developmental practices problems that supervisors became aware of while discussing Reconsiderations with Specialists in their unit. At a later Supervisor Meeting, an informal mechanism was developed for the supervisors to report developmental practices issues to the Area Supervisors. Management’s intent is to determine patterns of problems and identify training needs. No tallies will be kept of the names of Examiner/Specialists involved in the Initial claim and no disciplinary actions will be taken.
CASE ASSIGNMENT
MAPE presented Management with a written summary of concerns regarding the DDS Case Assignment Policy. MAPE’s position was that the assignment of cases while on leave negated MAPE members’ contractually accrued Annual and Sick Leave. MAPE also stated that the policy is discriminatory to older workers, to those exercising their right to leave under the Family Medical Leave Act and to those serving in the military. MAPE stated under a fair policy, each examiner should be assigned cases in proportion to the number of days the examiner is paid to perform work. MAPE noted that no other state contacted by MAPE assigns cases to examiners on leave. MAPE reminded management of a recent SSA study which found that examiner stress was a significant problem in employee retention.
MAPE noted that the current policy places undue stress on examiners.
Management stated they had no intention of changing the policy. Management stated that it is a management right to assign work, as long as there is a fair, written policy that is uniformly applied. Management stated that POMS charges each state Director with the responsibility of completing disability claims. Management also stated that POMS directs the DDS Director to consider the experience of examiners in case assignment. Management stated that the current policy is fair as all examiners receive the same number of cases per year. Management stated that some examiners have informed management that they like the current policy. Management noted that “staging cases” is not prohibited by SSA.
SSA is concerned with clearances. Management noted that they have at times staged Reconsideration to allow examiners the 10 discretionary days of no intake, previously agreed to in the 2004 Meet and Confer. Management noted that they retain the right to suspend this option. Management noted that “stress is not necessarily bad” and it is unrealistic to expect a stress-free work life. Management stated they would only be willing to even review a case assignment proposal from MAPE, if all examiners approved of the proposal before submission to management.
