I. Introductions and Good News

Attendees: Donovan Workman, Dr. John Bradley, Kevin Sheppard, Terry Smith, Phil Paar, Pat Mogan, Larry Blake, Bryon Hall, Maria King, Leah Davis, Pete Hanlon, Laura Dolan, Cyndi Baker, Dana Fritzsche, Regina Lurry, Brenda Livisay, Ms. Jennifer Roach

II. Review of Last meeting's minutes: 10/18/11

Approved.

1. Budget--No changes since last meeting. No cuts discussed, but Governor has asked for cost savings. Budget was to be reviewed mid-year; Larry Blake will check on status of review.

2. Closures--No new closures on the horizon.

1. Vacancies - Mr. Blake has updated facility vacancies and will distribute them with the meeting minutes.

Scioto: 2 Nurse 1 vacancies (applicant pending); Nurse 1 (applications being scored). Psych MR nurse posting. 2 Mental Health Nurse coordinator positions. Psych positions: 1 Psychologist vacancy, 1 SW 3 vacancy.

Other vacancies by institution:

IRJCF: SW 3, SW 2, Nurse 1, Psych Nurse Coordinator
CJCF: Nurse 1, PT Nurse, Psychologist, 2 SW 2
CHJCF: SW 2

Vacancies by Parole Region:

Cleveland: 0
Akron: 0 (1 pending disability retirement)
Columbus: 1 SJPO
Dayton: 0
Toledo: 0

Personnel Announcements for management staff. Effective February 12, 2012.

2. Separation Rates--Ms. Jones will have the information by next meeting.

3. SW Schedules--further discussion needed

4. SW Duties - consolidation of databases would facilitate equalization of duty:time ratio. Overwhelming number of duties continues to be a problem. (When OYAS goes live, and there's one treatment plan, will be easier to keep up.)

5. Reclass Agreements - removed from agenda; agreements have become effective.

6. Seniority Rosters--Seniority rosters by institution distributed.

1. See discussion #8 and #4.

2. Checks on youth while in seclusion - the list of personnel does not mandate that all of those services check on the youth. Should not be required of the staff in the institutions. Goal is to streamline processes, not to make them redundant.

3. Expectations for CBT programming--point was to give teams more authority over the youth. Youth are not mandated to have 4 groups per week, SW are required to run 4 groups per week. Need clarification at the facility level regarding the number of groups youth should be in, and who should be running the groups. (Shouldn't be just the SW's.)

4. CBT progress through Core A: Problem is created as youth move around -not all youth are at same level or book in CBT program, which can prevent progress. Ms. Dolan will discuss with supervisors and will get clarification on how to proceed.

5. Reentry OYAS scores are artificially low due to the time frames involved in the questioning; creating problems when kids are mixed on the units: If OYAS and security classification seems artificially low, override the score and bump them down. Ms. Dolan will work with other personnel to look at the scoring questions to see if they need to be modified to create more accurate scores. Proper weighing of youth responses will be included in the booster training. Speak with SW supervisor if you have concerns about a score. Override may be necessary.

6. Trainings on policy and in-service - redundant or irrelevant for certain classifications. Mr. Blake will look into a way to modify the requirements on policy training so people aren't being trained on unnecessary items. Union will provide specific examples of unnecessary in-service trainings so they can be appropriately condensed. Discussion around creating a joint committee that would provide training opportunities and a clearinghouse for CEU's.

7. 30-day revocations: Ohio Revised Code dictates minimum sentence and revocation sentence. Minimum sentence date is generally the release date. Narrow exceptions provided by ORC, and makes it difficult to extend release date. Stipulation agreement affects the ability of the release authority to extend release date; that order is at the core of the problem.

30-day sentence - creates staffing problems because per policy, staff must follow same processes for youth regardless of length of sentence. Ties up a tremendous amount of staff time. Can policy be changed? No - would have to change the law. Kevin Sheppard will email a copy of the agency's user's guide to the HB 86 to Pete Hanlon.

8. Consolidation of databases: JJCMS will ultimately be the sole database, but no plan or timeline at this point. Databases must connect to one another and populate one another; meetings have been held to discuss making this happen. OYAS does not talk to JJCMS now, and unsure when it will occur. (June, 2012 is a possibility.)

9. Efficiency team for DYS--Mr. Blake will try to find out what's happening with this initiative to determine whether the team is still meeting.

10. Work force planning initiative - same as #9.

11. Recruitment and Retention issues - Discussion of the handouts on retention in juvenile correctional facilities.

12. Pysch MR Nurse Coordinator and OT opportunities - Per management, they are eligible to volunteer for OT. Any of the nurses can volunteer for OT. Central Office prefers to use agency nurses rather than mandating anyone. Mgmt is aware of the retention issues, particularly at IRJCF, and is trying to remedy it.

13. www.studentaid.ed.gov. Public service loan forgiveness program. Website explains eligibility for loan forgiveness. Mr. Blake will send out information to delegates.

14. Grievance on step movement pending; item tabled for discussion.

15. Professional committees - equal numbers of reps for each side.

Today, the Service Employees International Union (SEIU) District 1199 reached a tentative agreement with the State of Ohio that would extend the current collective bargaining agreement until 2015.

"Today marks an historic agreement that is both economical and equitable given the current fiscal challenges that Ohio is facing," said Becky Williams, President of SEIU District 1199. "Ohio's public employees are committed to building better communities for everyone and this agreement demonstrates shared sacrifice in the spirit of cooperation."

The employees of the State of Ohio are dedicated to the delivery of quality and efficient public services. We want to work with our fellow citizens, elected officials and managers to save taxpayers money while investing in good jobs and our local communities.

Over the last decade, state employees have worked within their agencies to identify cost savings for taxpayers while improving services for the public. Today's settlement reassures that collective bargaining works in the State of Ohio.

As we move forward, we call upon state leaders to use a balanced approach to the challenges facing our local communities. We need to continue in the spirit of cooperation by creating good jobs that allow Ohioans to support their families. This can be done by reinvesting in our cities and towns while increasing revenue, closing unnecessary tax loopholes and supporting the values of middle-class Ohioans.

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Bargaining Unit Present: Emily Paine, AO SEIU; Ed D'Angelo, E Board London; Carl Bridgeforth, E Board PCI; Patrick Powell, E Board London; Janice Vurginac, Lebanon; Leticia Kelley, FMC; Norm Evan, WCI; Les Smith, MCI; Kevin Krenisky, BeCI; Chad Lee, ToCI; Ron Mowery, GCI; Joan Tidd, OCF; Teri Lovett, RiCI; Jeremy Estes, SOCF; Leon Walker, PCI; Sandra Smith, MaCI; Pam Kelly, London; Vicky Muncy, OSC; Rod Krausher, LoCI; Greg Morrow, ManCI; African Grant, TCI; Ken Confer, CRC; Diana Aziz, HCI; Tracy Calloway, DCI.

Management: OSC-Dir. HR Al Lazaroff, OSC- Mang. Labor Chris Lambert, OSC-LRO3 Venita White, BOMS-Chief Stuart Hudson, BOMS-Director of Nursing Jennifer Clayton, BOMHS-Chief-Dr. Bob Hammond, Office of Prisons-North Regional Human Services Administrator-Brian Byorth, Office of Prisons-South Regional Human Services Administrator-Rona Dorsey

1. RN Job Duties- Jenny Clayton advised that the HCA Assistant is not a clinical position. The QIC is a pay range 12 that's why they are not clinical. They can do business not clinical- scheduling, inventory and other work. RN2s predated the HCA assistants. The HCA assistants are taking on those roles and every prison is unique. The PD is on the intranet for the RN1 that starts on 1/1/12. Per Jenny, the "Charge Nurse" position-people won't have to do. HCA's are trained. They will be rotated in a fair manor but some institutions may not have at all. Locally it will be decided. The core PD will cover all RN duties. Those who don't have a "Charge Nurse" don't need it. You can run without it. The HCA's have been told not to force people to do it. Talk to the staff and ask who wants to do it. Rotate it amongst those who want to do it. The RN2 duties are to be in the percentage of the new RN 1 PD and HCA's and assistants.

Kelley FMC asked if they are rotating assignments they are training people to be in charge because not everyone is cut out to be "charge nurse"? Jenny advised that the HCA will make the determination and there is a meeting on 12/1/11.

Krausher Lorain- functions as a "charge rn"? Jenny advised that it will vary at each prison. Example is at a parent institution the captains' office calls a squad and at FMC it's different.

2. Posting for RNS- Stuart Hudson advised that Lebanon posted all ready. Next wave 14/15 posted. First wave was 66 posted. They are filling those right now.

3. Ambulance Contracts- Powell - London brought up vendor that covers Madison, London and ORW and the incidents that have occurred with response times etc. Who is overseeing contracts, etc? Stuart Hudson advised that DAS oversees contracts on vendors and complaints. They are routed and they deal with. If no resolution in sight that gives DRC 2 options. 1. Back to bid or to mediation/payout. The vendor that covers Madison and London advised he did have some vandalism to their business- Fire Bombed and is being investigated by an outside county. Jenny Clayton advised that past cases have been investigated by HCA at London and the DW. Stuart Hudson advised that we have to call them first or we have to pay twice. There was an issue at CCI, and PCI. But Madison County was the largest problem. Aziz - Hocking- advised they couldn't find Hocking once. Contractually we have to call them first and if they don't respond in the appropriate time we can call the County Squad then. Concern was then what about RN Licensure asked by Confer out of CRC- Stuart Hudson advised you're fine if you follow policy for your license. Stuart Hudson said that the Dept. of Public Safety gave layers of legal blessings

4. General Medical Questions-

Lebanon Question- 4B unit in C Block RNs- other duties not worked with this level before then 4A?

Stuart Hudson advised that they would get with the HCA Amy about this issue.

5. NCCTF Staffing Levels- Per Stuart Hudson

2 Recovery Services 2 RNs 2 CMs (in Addition)

Al Lazaroff advised that it's a part of the main institution so there is no official funding letter. An example would be like E Unit PCI. Mowery GCI asked since the population jumped to 700 from 150 why only 2 more RNs when the current staff is 5 RNs, 7 LPNs. Stuart Hudson said the entire complex (GCI) would have 13 RNs total and it would give the "camp" 2 RNs and 3 LPNs. Jenny Clayton advised that Belmont has a Large Camp and they are not staffed with medical 24/7. An LPN will be there at night but not an RN.

6. Teleconferencing-It was brought up that at some locations it has become a burden and not cost effective. Also, the employee is being made to flex their time to avoid the payment of overtime. Dr. Hammond advised that teleconferencing is used to fill the gaps where there are no psychiatrists or cnps. Kelly from London brought up that the CNP is not on time for the teleconferencing, returning the scanned items, the physician monitoring the externship is never available to the cnp and they have to hunt him down and wait on him. Dr. Hammond said there are temporary bugs in it but I said it's been going on since he has been there. Dr. Hammond said he would check on.

7. Involuntary Med Hearings- Kelly from London brought up issues with this process. Example being why would there need to be a hearing to place an inmate on meds like this at an institution that does not have an RTU? Why shouldn't they be sent to an RTU? What are the criteria for mandated meds? Dr. Hammond said that if an inmate is stable on meds leave them but if they are not stable and no RTU bed is available that is not a reason not to send them. The movement at GCI, CCI has bottlenecked the RTU"s but inmates still need sent. Dr. Hammond said a peer review should be done for the Mandated Medication hearing if it's inappropriate or even a MH Care Occurrence. He will be contacting London about this. -

8. Posting of OT in Medical/Posting Schedule in Medical/RTU - It is not being done. Al said will follow contract on posting schedules and OT.

1. Case Managers CaseLoads/Staffing- Case Loads are currently:
Walker PCI- 400
Morrow ManCI-400
Evans WCI -252
Powell London-480
Smith MCI-284
Grant Trumbull -284
Bridgeforth PCI-264
Toledo- 400
Lebanon- 296
Belmont- 252
Jan Lebanon- 444

Al Lazaroff said that vacant case manager jobs can be requested may be done by a 29.06 agreement for those who want to move around in Jan/2012. May be post Dec 5th/10th. Rona Dorsey advised that Jan 1 2012 is Phase 1 is 75 Case Managers but there is no agreement for where they should go. There is a 3 tier system recommended on they why should do. Al Lazaroff said it is general 250/500 for a unit. 1/250- CM ratio and 1/500 for UM ratio.

Evans-WCI asked what the timeline on this was and Rona advised that the 1/1/12 is still on target. She also advised that Dir. Mohr knows that there is a great budget deficit and 76 understaffed. They have to relook at, but it does not change the vision. Al Lazaroff said the budget is 11-12 million dollars short and no idea what it's going to be like come the new budget in July 2012. The Director is looking for savings from the contract and now won't be getting from OCSEA and is looking to get some from our (SEIU) contract.

Emily asked how can the vision remain if the money is not there for the staffing. Rona said again, the vision will remain the same.

2. Case Manager/Job Duties- With ORAS, Programming, Visibility in the unit, etc, Leads, Records consolidating.

Rona asked who gave LEADS. Al said with all the increasing concern with "Joe the Plumber" LEADS is highly regulated. D'Angelo advised that LEADS is SORC now as well. Al advised that even when he was a Warden he had to do an annual refresher but he never used it. Ron advised that there is a huge push to get the information out to case managers and allows CM to have access to gang information. Lee-Toledo brought up that 400/1 is still not in line for the vision example- Case Managers 400/1, plus programming, ORAS, etc. Rona advised that it will be going to 250/1. There have been meetings at CTA with 4 committees that have 40 case managers on them and they listed out everything they did and list the top 10 things. Ron Patterson from Dayton headed up but, per Rona, it didn't help as much as we thought it would. DRC is trying to sub prioritize. They have 10/15 butcher block sheets full of duties. Bridgeforth - PCI advised that while the committee was fine duties are added daily/weekly that Case Managers have never had before. Vurginac - Lebanon added yet nothing is being added to the UM. Rona advised that CM are not responsible for all the programming: UM, Sgts, UMAs can all do programming. Walker -PCI advised that the UM's not picking up the slack. Bridgeforth - PCI advised that the Vision of the Director vs. the Vision of the UMA vs. the Vision of the Institution do not match. Byron Byorth advised that the UM, Correctional Counselors and UMAs are all being redefined. Rona advised that the Captains do not like it. Al Lazaroff advised that the UM Scheduling that the Director wants is 12 hrs of unit coverage on the weekday and 8 on the weekends. This is to include ALL UNIT STAFF NOT JUST CASE MANAGERS. Al proposed that CM come up with alternative schedules and present them at the next APC on 2/15/12.

1. Vacations- not honoring. Not returning leave forms within the 10 days. Al Lazaroff advised that vacations will be followed via the contract and the leave forms whether approved or denied will be returned within 10 days.

1. Josh Norris is now the Director of the Public Division SEIU District 1199 WV/KY/OH.
2. Chris Lambert is now the Manager of Labor ODRC.

The first Agency Professional Committee meeting between 1199 delegates and DP&CS will be held on February 16, 2012 at the 1199 union hall in Columbus, Ohio. In the meantime, a few important questions related to the canvass and recall process have arisen, and since the facts inherent to the questions are relevant to officers across the state, 1199 requested that the agency provide a written response to them. The questions and answers are reprinted below. While question number 3 is specific to Miami County, the response applies to problems the agency has had recalling officers to vacancies statewide.

1. When new Senior Officer positions are posted statewide, will former senior officers who bumped into regular PO spots have to re-apply for those positions, or as former Seniors, will they simply have the right to canvass into them (even though they're no longer technically Seniors)? Parole Officers who were bumped from Senior positions will not be eligible to canvass to available Senior assignments until they become Senior Parole Officers again through recall or Article 30 hiring.


2. It appears that DAS is taking an inordinately long time to process the personnel actions from the canvass. Is there anything DRC can do to speed up the process? There has been no hold up processing the personnel actions for canvassing. The process itself is time consuming, mostly because we have to post for 10 days and then process the "bids," but DAS is not holding up any personnel actions.


3. Is the Miami County position that wasn't bid on going to be filled through recall? (It sounds as though the position has been sitting vacant for a while, and the members are wondering when recall will begin.) If there is a candidate listed for recall, yes the Miami positions will be filled through recall. It is taking a very long time to receive a recall candidate (1 at a time) back to DRC Personnel from DAS. Once that occurs, Personnel has to exhaust a process of contacting the recall candidate, which includes calling and sending a certified letter. Again, one candidate at a time. This can be a time consuming process. This issue has been addressed with DAS. We were told they are currently processing layoffs for other agencies as well as our own and will send the requested lists as soon as they can. We want to fill these positions as soon as possible.


4. Do you have an update you can give us regarding the agency's budget given the issues from last fall? We have no news on how the economy and the State's budget will impact our operations beyond what was announced in March. DRC continues to monitor the budget and the various reorganization and cost savings initiatives put in place by the agency since March of 2011. This has been and will be a continuous process throughout the biennium. As we have said in previous APC meetings, we can make no promises moving forward about the budget's operational impact on us, but as of right now there are no planned cuts impacting APA operations or staff.

If you have questions or issues that should be discussed at the February APC meeting, please email them to an 1199 APA delegate in your region, or to the 1199 Administrative Organizer, Leah Davis, at ldavis@seiu1199.org.

Innovation Ohio, a nonpartisan think tank, recently developed an interactive map showing an estimate of money each Ohio County has lost due to the Kasich Administration's policies.

"When Gov. Kasich boasts about balancing the state budget without raising taxes, he always forgets to mention that it came at a terrible cost for schools, local governments, and all Ohioans who depend on these services," says Innovation Ohio President, Janetta King.

The map shows the total dollar losses for all 88 counties and is accompanied by a chart breaking down the losses into school cuts, cuts to local government funds, dollars lost through the elimination of the estate tax, and dollars lost through elimination of reimbursements for the tangible personal property tax (TPP).

Click here to access the map here.

Click here to see the chart.

Persons in Attendance:

For 1199:
Amanda Schulte, Chuck Guerrieri, Debbie Nooks-Comeriato, Jeff Buffer, Kay Lauener, Mary Albayati, Ruth Wagner, Amy Hoops

For Management:
Brian Walton, Toni Brokaw, Doug Farmer, Brad Nielsen, Dee Seidenschmidt, Karen Fitzsimmons, Debbie Zebar

1. Review of Last Meeting's Minutes of August 16th, 2011 - Approved

2. Rumor Mill

Employee Meeting/Return to Work

• • The Administrator addressed Return to Work (RTW) as a main focus for the agency at the recent All-hands Employee Meeting.
• • As recommended in the Rehab workgroups, our goal is to reach out to employers and discuss Transitional Work Plans or create new ones for the employers.
• • We need to work with employers to identify more return to work opportunities.
• • DMCs will take on a larger more consultative role.
• • Union feels MCOs have room for improvement in this area
• • We need to hold MCOs accountable.
• • Audits and financial implications will be imposed.
• • Administrator would like to use the DMCs in the most efficient way.
• • Debbie Nooks-Comeriato suggested that we should be proactive instead of using retro audits that don't work.

Initiation of the DUR process and the final division of duties

• • Hearing many rumors that despite the fact that pharmacy now has four of its own nurses. The MCOs are still going to be determining what is going to be an appropriate review.
• • Union questioned what the four intermittent nurses are doing and when will they be working on the DUR backlog.
• • The DUR backlog issue will be discussed further in the near future (2012).
• • Chuck stated that he was told by Tina Kielmeyer intermittent nurses may start on the DURs early.
• • Union would like answers to this issue by the next meeting.
• • Union asked if MCOs will be doing final orders and drug denial orders.
• • Union feels our nurses should be doing referrals.
• • Union asked: Who will the intermittent nurses report to? Who will be training them? What will their work schedule look like? Who will be accountable for their work?
• • The field is responsible for all current back log of DURs. The intermittent nurses will be used to help address the back log. Eventually the new ones will be handled by the nurses in pharmacy.
• • Union said they will work with management on offering overtime to nurses in clearing up the DUR backlog. Chuck said he will train HSQI (formerly ADR) nurses to do DURs, if necessary.
• • Tina has approved blocks of overtime to cover DUR backlog.
• • To assist with the backlog management may permit CAT nurses to work overtime but would like to limit it to CAT nurses who are experienced in DURs.

3. Schedules

• • There was discussion on who is responsible for getting coverage if a DMC wants to leave early on any given day.
• • Since hub nurses do not need to find their own coverage when they want to leave early, DMCs feel that they are being penalized and it is management's role to find coverage for them.
• • Management responded that there is a list on SharePoint and that management feels that the employee should be proactive to find their own backup.
• • No employee has been denied requested leave.
• • Union needs to log how much time they are spending trying to find coverage. Doug Farmer said he will send a link to the backup schedule to SOMs and DMCs again as a resource for everyone.

4. DEP training (from November 3rd) discussion

• • Union was concerned that nurses were not invited to the training given to physicians by attorneys. Nurses are the front line and actually do the work.
• • This was the first of this kind of training in quite some time.
• • We will continue to hold these trainings/meetings on a quarterly basis.
• • The union requested information regarding the how many people attended the training. Karen said she would get that figure.
• • The union raised the issue that in the past that DEP's were required to be accredited and the training was mandatory. This has not been done in 5 years.
• • Union feels the lack of a Medical Director causes problems for the BWC when dealing with DEP docs.
• • Union feels training should be peer to peer presented by medical professionals to medical professionals. They also would like to see psychiatrists and psychologists included in the training.
• • Union believes one significant issue with DEPs is the quality of their reports. We need to provide training to address this.
• • We need to be proactive as an agency and work with providers from the beginning.
• • Providers need training because they have not had to be accountable in the past.
• • Things should improve once performance measures are in place for the providers.

5. Technical Medical Specialist (2) Positions posted in October

• • Union is concerned that the position doesn't require a medical professional (nurse). How can a technical medical specialist do the job without a medical background?
• • Director of Personnel responded that the posting states that a nurse is a preferred qualification for one of the two Technical Medical Specialist (TMS) positions. An applicant could have and undergraduate in pre-medicine and meet the minimum qualifications according to the class spec.
• • The second TMS posting included preferred quals regarding research and writing. The union believes this position sounds like an analyst position.
• • This position will report to Freddie Johnson. This position will write voc rehab, claims and medical policy. SME will review and draft policy.
• • The union commented that the nurses used to write policies.
• • Management commented that bargaining unit employees should not be writing policies. Also, we have always had the TMS positions.
• • The union again expressed concerns regarding the lack of a Medical Director.
• • Management is working to recruit/find a Medical Director. However, the search has been difficult due to the amount of money we can offer. The union suggested that more doctors may be interested in the position if they were able to work from a regional location instead of Columbus.

6. C92 AA & 90 Day Exam responsibilities going to CSS

• • Currently, we have 32 nurses and several nurses are leaving the agency.
• • Union doesn't want nurses duties to move to the CSS.
• • The nurse should have the responsibility.
• • CSSs can't interpret medical. No medical intervention in the claim.
• • Administrator stated that claims are down. However, the union believes tasks are up.
• • They want to make sure the nurse resources are being properly utilized.
• • Nurses believe they are losing an impact on a claim.
• • Three of the nursing hubs are working well.
• • Dayton/Toledo nursing hub is not working efficiently. Process is non-transparent.

7. Follow-up from previous meeting

• • As follow-up from the August 16th 1199 APC meeting, Doug Farmer shared with the union the DMC caseload realignment document prepared by Debi Kroninger. The document was just completed yesterday and sent out to the SOMs.

8. 2012 APC meetings

• • February 7th, alternate day 14th
• • August 14th
• • November 13th

9. Agenda items for next meeting

• • Medical Director
• • Performance Measures for nurses
• • C92 QA process
• • All Hands Connect meeting follow-up
• • Agency Specific for 1199 - Get scheduled usually on Monday or Friday

10. • Meeting adjourned at 2.34 p.m.

SEIU/1199 & ODH APC Meeting
SEIU 1199 Columbus Headquarters
September 13, 2011
1:00 PM - 3:00 PM
MINUTES

Persons in Attendance:
Amanda Schulte, Shannon Richey, Rebecca Groves, Maria Rackham, Cathy Mockus, Carol Todd, Pamela Mets, Lesley M. Davis, Barb McCoy, Barb Stewart, Kate Harvey, Dustin Ellinger, Vince Borell, Rick Hoover, Roy Croy, Jamie Blair, Jamie Blair, Monica Rausch, Julie Bellman

1. Review of Last Meeting's Minutes- Minutes were approved

2. OAKS

a. Possibility for Oaks on Weekends?

i. Concern: Due to the hours of OT worked by Surveyors lately, many have requested the ability to enter the system on the weekends to add the OT, make changes to leave, et cetera.
ii. Current availability can't be changed unless done through DAS. ODH does not have that ability.
iii. Monica passed out OAKS availability and explained that if someone works in the middle of the pay-roll weekend, he/she can just access OAKS on Monday or Tuesday.

3. Surveyor Scheduling

a. Inexperienced Surveyors

i. Concern: Full teams are not available for entire surveys, so inexperienced surveyors are going together without tenured staff. This results in the surveyors feeling like they have failed when they do not get done.

1. Vince pointed out that everyone is trained, Kate asked if they're being trained in areas like complaints that QIS doesn't cover.
2. In all examples that Dustin had heard every team member on the team was qualified. Over the last month, at mgmt. team meetings, mgmt. has been evaluating the training and discussing how to improve it. This is a problem nationwide.

a. Union suggested they include surveyors in these discussions.

b. Schedules v. Amounts of Work

i. Concern: Often Surveyors are scheduled five days a week with assignments that require more than 8 hours a day to complete. Knowing how long the work will take them, Surveyors feel like they have "automatic" OT before the week even begins.
ii. Happens all the time, people are just sick of this and want to bring it up again
iii. It's like the people need to figure out how to use all their hours before Friday, but some will call in on Friday and say I have a half hour left, well once you start the survey, you have to finish it
iv. Management is interviewing five people tomorrow for vacant surveyor positions, but not sure how many vacant positions exist. Eight new people started yesterday. This should help alleviate the scheduling problem somewhat. Also added additional start days- from 4 to 6.

1. Barb explained that the problem is that Surveyors are pre-assigned 5 days a week. They have flex hours, so if they get to Thursday and have done all 40 hours, then they have to do OT on Thursday.
2. Recommendation for individuals to talk to mgmt. about the schedule to see if something could be done about it. Suggested that mgmt. staff think about this a little more while scheduling. Maybe this is more a scheduling problem than it is a problem with Surveyors completing their work on time.
3. What about part time positions for people who just retired or something or like an intermittent employee? Mgmt stated that they have tried this, but ODH had to start taking away intermittents' travel reimbursements, so most of them left.
4. Talked about independent contractors, but these have to go through Kasich's office. This would possibly save money because not as much OT and no benefits. But there is still the problem with the lack of persons willing to do this.
5. Asked if a particular person applied for one of these positions. Rebecca will find out her last name and let her know.

4. Surveyor Auditing

a. Surveyors have been told that their time/travel will be audited periodically. For many of the same reasons Surveyors are being audited, will Supervisors' have similar monitoring? .

i. Everyone will be audited at least once on a quarterly basis.
ii. Compared this to non-field staff with sign-in and sign-out sheets, and this is a way to have that same accountability for field staff. No one person will be singled out with more frequent audits. Might even audit more frequently once the Agency sees how much time it takes.
iii. Managers get monitored every 2 weeks.
iv. Who will do it? Direct Supervisor or other Supervisors

5. Vacation

a. Surveyors have been told that they need to give 30 days' notice for vacation requests. This mandate is in violation of contract Article 10.03

"Requests made later [than 30 days out], if granted, shall be granted on a first-come, first-serve basis."

Therefore, members are permitted to make vacation requests less than 30 days out from the requested dates, and management must grant and deny those as prescribed by Article 10.
b. One supervisor requested that employees turn in vacation requests at least 30 days out, but this is only a request, and management agrees to follow the contract.

6. Proposed Class Plan Changes (sent in email by Chris Keppler) a. Concern: If the HSPC position is not attracting the candidates with the right qualifications, why are all of the positions filled? There appears to be no problem filling the positions with the minimum qualifications listed. And if this is true then we should offer a supplement to the BU positions to attract the right candidates, not change them to management positions.

i. Management stated that it is not changing anyone to a mgmt. position.
ii. Actually making a BU classification in the series for this position. So there will be different minimum quals in the classification.
iii. Do we know how many positions? Class plan has not even been finalized yet. But someone already in the position will not be misplaced. It is more for as vacancies come up, the new positions will have these minimum quals.

7. Workplace Mediation

a. How can we get people involved with using the process?
b. EAP does mediations, and in addition there is commission on dispute resolution. Cannot force supervisors to go through mediation, which seems to be a large part of the problem.

i. Monica said if we told her the situations she could certainly suggest that the Supervisor(s) involved attend mediation. Cannot force them, but can have the conversation.
ii. Can go to Deborah Payne through the EEO process.
iii. These were manager positions, but nonetheless still laid off.

8. Update for SRIs and progress of streamlining on-site review process

a. During the training on July 7th, a number of issues were brought up regarding the program populating SRIs and the time it takes to bring them up in the field with an air card. b. Agency is meeting with staff to look at technology issues. VPN access through air card is difficult. Sharepoint also, online SRIs

i. Said that there are a number of ways that surveyors can access these
ii. From a tech standpoint, to close out an SRI it just needs a date to complete

c. There was a problem where the list was not highlighted properly, but that has been fixed.
d. At our last APC we were told that there would be a filter.

i. The filter is that there is the highlighting, and the hovering over the date to see whether it is closed. So if a Surveyor is out in the field and looking at it, it highlights pink if it requires an action and needs looked at. If the Surveyor is somewhere and has a lot of them that are pink, call Supervisor to ask how to handle.

e. Dustin will take idea of a date filter back to IT to see if that would speed up the process.
f. Dustin will consider how to globally get feedback on IT stuff like this (loading portable document files).
g. Working on a project with the Affordable Care Act, can help with certain actions. Doing this now in Indiana. Timeline for this is sometime in 2012.

9. Follow up: Mileage Reimbursement

a. Federal rate increasing to 50.5 cents per mile-Has there been any new discussions with OBM or ODH to change the rate for mileage?

i. Nothing in the works. Pointed out that other reimbursement rates are by federal standards, but the mileage is not.

10. Senate Bill 2

a. What is ODH's plan besides just changing the Employee Performance Evaluations?

i. There was a recent training done. Not everyone has done the training, and it has to do with customer service. Now employees are being tested on this, and it has been added to evaluations.
ii. All that will change (and already has) as a result of the Bill is the training requirement and the evaluation form. That is all.
iii. Monica explained that the law has very high standards, so the evaluations are meant to accurately reflect this.

1. Obviously no one wants to be dinged on evaluations for this, but that is why there is an evaluation appeals process.

11. Date of Next APC

a. Thursday, December 1, 2011