Meet and Confer Meeting mins
Sept 11, 2019
Publish Date
Committees
Meet and Confer Team MINUTES SEPTEMBER 11, 2019 10:30AM RM 4709
MEETING CALLED BY Alyssa Haugen
FACILITATOR Kristine Moody
NOTE TAKER Sally Wakefield
TIMEKEEPER Kristine Moody
ATTENDEES Lee Ho, Alyssa Haugen, Her Yia, Sara Westly
MAPE ATTENDEES Kristine Moody, Nikki Engen, Brian Fischer, Emily Moen, Ann Adkisson, Sally Wakefield
Agenda topics 10 RCO REALLOCATION BRIAN & ANN
DISCUSSION Brian, Any update on HR finishing with the final process for RCO reallocation?
CONCLUSIONS Alyssa, We are checking with Shawn. Yes we are working with MNIT on a fillable form rather than using the Word Doc. We are using the document that we drafted together. This will make it fillable and more easily accessible.
ACTION ITEMS PERSON RESPONSIBLE COMPLETED Alyssa was going to check with Shawn to see where the form is at. Alyssa No
10 CONFLICTS OF INTERESTS KRISTINE
DISCUSSION Kristine- could you please define a conflict of interest. Point of clarification on the Code of Conduct- page 3. Asking about relational conflict of interest, what would be an appearance of a conflict of interest? Lee- typically it is outside employment, tax prep outside the agency. May or may not affect a conflict. Can take various forms. Kristine- Appearance of conflict leading to/stemming from bias? What might be an internal bias? Lee- interviewing someone you know well – may or may not lead to a conflict. HR has taken precautions in the interview process. Kristine- what about instances when supervisors and managers are related? Alyssa- this is in relation to the nepotism section. MMB may be re-visiting this portion. If so, Revenue will participate. The code is Saying you should report instances of bias in the workplace. Kristine – there are instances where people couldn’t report within the Division as the conflict of interest and or bias was between A direct supervisor and a director/manager. There is a greater potential for retaliation. In the event there is retaliation HR is now Responsible for both investigation on nepotism and retaliation. Can we go to an nonaffiliated independent source for an Investigation? Alyssa – If a concern about HR’s role, the employee could have an investigation through MMB internal audit shop. If an individual Is not able to go directly to their director, there are controls so that there are multiple options in which people can address reports. If needed employees could take specific instances of nepotism directly to the commissioner’s office. Kristine – Could we have steward representation in this process? Alyssa – Not sure, we would need to follow up on that.
CONCLUSIONS If employees need to report nepotism or workplace bias and they are uncomfortable going to management they Should report these items to HR or to MMB’s internal audit.
ACTION ITEMS PERSON RESPONSIBLE COMPLETED MAPE reps will compile information about reporting to MMB and release to Kristine No Membership
5 MINS REMOTE ACCESS NETWORK TOKENS – UPDATE NIKKI
DISCUSSION Nikki – Winter is coming, do we have an update on the remote access tokens for those without them in the Ely Office? Sarah – Ely employee names have been received and passed along to MNIT. We assume they will have access soon. CONCLUSIONS We are waiting on MNIT to provide the tokens for anyone that want access to work from home in Ely.
ACTION ITEMS PERSON RESPONSIBLE COMPLETED MNIT release tokens to Ely MNIT N/A
15 MINS HARASSMENT COMPLAINT PROCEDURES – UPDATE EMILY
DISCUSSION Emily – We are requesting to see the Affirmative Action Plan and Investigative Procedures per the harassment Policy. We are also asking for an update on the checklist for management when an incident is reported. This would create checks And balances of the process. What is success and how are you tracking how well this policy is working? The current online Training was not related. Is training supervisors happening separately? Can we see the training? Alyssa: Affirmative action plan is located on the website. Is this a follow-up or a second question? Emily – Who will be overseeing management in those investigations? Alyssa: update, meeting next week. We will be issuing an update. We are working with Margaret Klein – on a draft investigation Procedures. Also we have worked with MMB in the past. There is a multiple page FAQ and process document. This is still in draft Then expect final draft soon. We are conducting agency wide listening sessions so input can be gathered. EAI leadership wants to Own it. Understanding what is behind members concerns and feel confident we understand. Member said they wished this existed When they were going through the process. Each meeting finding small improvements. In addition, there is an internal audit shop That did a review with members last year. Management hasn’t seen the training yet but will soon. Training materials will be Developed. Expect training in February – June timeframe. Brian: At the end – will there be a checklist for management – to protect both management and employee. Alyssa: Opt out form now that you would have to opt-out to have a steward. As part of the process, forms will be attached. As the Links are updated – links on Equity, Access and Inclusion website. Help everyone understand where they are in the process. Users are able to look at it and understand where they are in the process. Once finalized, this will be a agency-wide shared Process.
CONCLUSIONS Expect an agency wide training on the Harassment complain process in February-June.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE Follow up after June if training has not been implemented. N/A June
10 TRAVEL POLICY - UPDATE ANN
DISCUSSION Ann: Kathy got an e-mail from MMB on last day regarding a response regarding this issue but it was not shared. E-mail detailed two hours for domestic, and three hours for international. Last meet and confer Kathy had said she received a Response from MMB – she has said they needed to review and would let Gretchen know. We don’t know what was sent from MMB. Alyssa: Sorry there was a delay. This release from MMB may have an adverse impact on employees. For any exempt employee There would be no travel time reimbursement – just managing time. Significant change. Non-exempt employees – traveling on Non-work day but during shift. Work from 8-4 normally, but travelling on Sunday. Would only be paid during shift time. So wouldn’t Get pay for before or after work travel time. Maybe next time – have some significant discussion about what could be done. Outside Of normal work week – if travelling evening of work day. All balancing hours. Brian: I don’t think that is what we brought up. Talking about “at the plane.” Alyssa: they are recommending we reduce travel allowances. Brian: That covers time from the hotel until they land, and that would be considered work time? Alyssa: Yes
CONCLUSIONS We will table this item, and bring to contract negations.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE Update contract language to follow Federal guidelines. Ann N/A
10 CONTACT LIST FOR APPOINTED AUTHORITY KRISTINE
DISCUSSION Kristine: Since the “appointed authority” is changing, can we have an updated list for all instances when Appointed authority language is listed within the contract? Alyssa: Yes, please provide us a list and we can give you names. Kristine: This has come up already with weather. Kathy was the POC in the past with weather related updates. Now that she is Gone, we’d like an updated list. Ann: E-mail to Yia – request that one of the MAPE business agents be allowed to access a public meeting room. Can we be granted Permissions? Yia: yes, I already sent an e-mail. Facilities manager gets that e-mail that provides permission. I’ll check with her today. Nikki: We would like to have our pre-meet and confer in Ely – will do the same.
CONCLUSIONS We will provide a list of all times “appointed authority” language is listed.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
Send an list of assigned duties for Appointed Authority to Alyssa Kristine ASAP