from Debbie’s notes
Present: Kerry Graber, Alisa Huckaby, Kasey Ignac, Sandra Lange, Roger Johnson, Marcie Mangold, Rebekah Padgett, Susanna Fenner (WFSE), Debbie Brookman (WFSE), Ted Sturdevant (last 25 minutes only), Polly Zehm, Amy Heller, Corrina McElfish, Chris Parsons, Pat McLain, Carol Fleskes, Maia Bellon
(We got a late start due to VC technical issues)
Agenda and Discussion:
Energy Projects Feasibility Study – Carol Fleskes
(Hand-out: McKinstry FIM Matrix Report) Ecology’s goal is carbon neutrality by 2020, per challenge the Governor has given the agency. They’ve been looking at facilities to see what changes can be made to get us closer to the goal. The handout shows a list of feasible, short-term ideas for the buildings owned by Ecology: HQ; Spokane; and Padilla Bay. Most of ideas are around lighting as this is where the most savings and greatest return can be achieved. Some controversy may come up over removal of paper towels from most restrooms but the hand dryers they will be providing are high efficiency and very quick drying.
Kerry asked about the changes to the key card system. Carol explained it the idea is to remove it from the electrical system and put it on the IT network to run off the IT power system resulting in a lower use of electricity. In the long run, it has the capability to be sophisticated enough to turn on your computer, turn on your office or work space lights, etc. when you arrive/depart from work (these capabilities are not proposed for the immediate future – fyi).
Inclement Weather - Because Carol was available, Kerry asked if there were any remaining issues from the 2009 “inclement weather hot wash.” Carol responded that there will be a communication going out – we anticipate a challenging winter weather season – directing folks to the on-line info on policies regarding building closures, fleet closures, etc.
HQ’s dusty rocks – Again, because Carol was available, Kerry raised a safety issue for those with breathing issues. Is it possible to address the issue of the dusty indoor rock garden through the energy feasibility project funds? No but Carol explained they have good cost estimates on addressing the issues with the rocks, just no $$. They also need to re-carpet the 2nd floor, also due to indoor environmental issues. Carol is aware of the issue.
Budget Update/Issues:
(See hand-outs: Temporary Layoff Savings Report, 2011-13 Capitol Budget Proposal Summary, 2011-13 Operating Budget Proposal Summary, and an Inside Ecology article “Ecology submitting budget proposals as landscape keeps shifting”)
Furloughs - The furloughs have resulted in $1,694,613 in savings to-date. Rebekah asked what will happen when Ecology meets the overall $3.2 million goal? It appears we will before the March furlough dates. If so, can we avoid the “double whammy” in February? Pat responded that they talked to OFM to see if an alternative date can be worked out – they didn’t get anywhere. If there is an opportunity to eliminate a day, that will be the top of their priority list. They are hoping to have enough data after the beginning of the New Year to make a decision on whether all the days will be needed or not. Kerry expressed that employees know as soon as possible.
Overall Budget - The next revenue forecast is due on 11/17 or 11/18. It will include impacts from the tax rollbacks, information on the state’s caseload, revenue projections, and a truing up of actual revenue versus prior estimates on some of the dedicated funds (there will be minimal adjustments). The Governor has already given a heads up that there could be additional budget reductions over the 6.3% reductions already implemented. If so, Ecology is looking at work funded by the State Toxics account as there is some flexibility to use that account to pay for work currently being paid for out of the General Fund.
Alisa asked about the budget summaries, capitol and operating – where is the Hanford clean-up on the hand-outs?
Pat explained that things where they are not changing their prior requests are part of the maintenance level budget. Those items are not identified as line-items. Instead, they are included in the overall base budget amount (this is the status of the Hanford clean-up budget). They’ll make an effort to make this clearer to non-budget folks in the future.
Privatization of Bargaining Unit work – Kerry asked if the legislature has been asking Ecology to look for work that can be privatized? If so, what is Ecology’s position on this?
Pat responded that there were eight questions the legislature asked each agency to answer, including a list of work that could be privatized. Ecology did develop the requested list. However, none of those ideas are going forward, no discussion with staff and stakeholders have occurred. Pat anticipates we’ll get more questions about how state government can do things differently, including privatization. Polly further explained that every time they make a hiring freeze exemption request, OFM asks them if they’ve considered any and every alternative to hiring on a state employee, including contracting the work out.
Kerry posed the dilemma about staff hearing rumors about privatization and not really having full information. We need to be sensitive to these things and try to do what we can to keep employees informed about what’s a real concern versus a rumor. Pat suggested that UMCC is a good forum for these kinds of concerns, too.
10% budget cut exercise – Kerry asked on behalf of the UMCC team if it is true that an excersize to reduce the budget by 10% was done? Pat confirmed it was done early in the biennium, at the request of OFM. All the program managers (PMs) were asked to identify where they would go if they had to take additional reductions. It is not a written plan but Polly and Pat met with each PM to see what they were thinking about. Before Ecology received direction to implement the 6.3% budget reduction, they had been told by OFM to prepare for a 5-10% reduction. Vacancies were held and, as a result, layoffs were avoided. They are worried the November forecast may be bad and that additional budget reductions will be ordered. They’ve asked PM’s to revisit the previously discussed ideas, in case further reductions need to be implemented. There’s nothing written down that they can just pull off the shelf – the ideas evolve with discussion and consideration of how deeply cuts may be needed.
Workload Impacts from Furloughs and Budget cuts - Kerry explained that there’s not a lot of staff-level communication with management about how, exactly, they’re going to prioritize their workload and “do less with less.” What staff need is to have that translated into something real, with practical application to day-to-day workload. Managers need to participate in decisions about what will not be accomplished to keep staff from feeling they are stepping out on a limb. Many employees feel uncertainty about supervisor/managers really understanding the implications of certain decisions. It should be an interactive process – not one-sided on the part of either line-level employees or supervisors. Can you direct each PM to direct each middle level manager and on down have these conversations with staff? The conversations should include where priorities are being shifted and how expectations are being adjusted.
Polly explained that she thinks managers may feel they are doing this more than line-level employees think they are. She will continue to reinforce the example Kerry’s manager, Kay, set with this issue.
Kerry explained she knows it is a complicated discussion. Polly reiterated that she understands it’s a constant process and on-going conversation that should be taking place between every employee and supervisor. Pat chimed in that she’s putting a lot of pressure on the PM’s to tell her what is no longer going to get done, based on budget changes. She asking them to identify not just how this impacts workload but also how it impacts the public. The agency needs to have a full understanding of this.
Rebekah feels there is a lack of connection between the messages the PM’s send out to staff with high level items that aren’t going to be a priority anymore and what decisions staff need to make about what they are actually going to do (or not do) on a day-to-day basis. She knows it’s a challenge because not all supervisors understand what their staff are doing on a day-to-day basis. As a line-level employee, its good to feel empowered and be able to manage and prioritize day-to-day work but does leave employees in a difficult place if they have to make decisions that feel like they’re not doing their jobs.
Marcie expressed concern with how this fits in the evaluation process and overall morale. If we can’t do the job as well as we could before because of a furlough, it’s very difficult.
Polly understands that challenge – she feels it too. She wants to hear ideas from us on how to effectively fill the gap between what employees think should happen and having the difficult conversation with management. “It’s a journey, not a destination."
Kerry thinks what often happens is the task doesn’t get removed from the workload but the timeframes to accomplish it get stretched out. Are supervisors/managers going to back up employees when external customers complain about response times? Polly committed to reinforce this. In return, she asks that when employees need to explain to a customer that they can’t meet the customer’s expectations, the employee should give the supervisor a heads-up explaining the situation, asking for support, and reminding the supervisor that the decision is consistent with the employee’s understanding of their conversations about workload prioritization.
Kerry asked for Polly to close the loop with the team over this issue and share with us what she did she do as a result of this conversation.
Non-Budget Issues:
Environmental Specialist Class Study – Kerry asked what process they are using to accomplish the class study and when staff input would be included?
Chris Parsons explained that the Department of Personnel has agreed to do an interagency review of the ES series. A schedule has been developed with an ambitious deadline at the end of February. Eva Santos, DOP’s Director, is interested in the issues around the ES series so they have good commitment from DOP for resources but everyone is pretty busy. So far, DOP has recently been provided with approximately 400 PDF’s to review. The next step is for DOP to interview the Program Managers. In addition, DOP has a lot of internal processes plus there are other agencies that use this class series and must be included. Union/staff participation is a good question but one he doesn’t know the answer to.
Chris asks that he talk to DOP about this question and get more information on the process, explaining the Federation is asking about involvement, and that he will get back to us with more information.
In the meantime, Debbie will gather some general information on how DOP does class studies these days, including when and at what steps employee and/or union involvement occurs. She will follow-up with Chris in a week to find out what he’s found out.
Water Resources Process Improvement - Maia Bellon, Deputy PM for the Water Resources program, explained their intention to do some process improvement regarding water rights processing. This is a major activity for the program. The last legislative session passed SB6267, requesting the program prepare a report analyzing the activities of the program, funding and fee structure, and provide recommendations on self-sustainability and efficiencies. The program did so. Several efficiencies were identified. Currently, 7,000 water rights permits are backlogged, including 5,500 new applications plus 1,500 seeking changes and transfers of existing permits. The legislature has asked Ecology to identify how to get a handle on the backlog. As a result, the program has reviewed process improvement strategies and chosen “Lean Methods” offered through DOP. Training on the process will be offered on 11/22 and 11/23 to 18 program employees (more signed up than there was room for but additional training may be offered at a later date). After the training, several “LEAN events” will be scheduled to look at the steps/phases in the permit process. The goal is to empower staff to identify ways to move permits through the process more efficiently, manage workload, and increase morale.
Due to time constraints, the follow agenda items didn’t get fully addressed:
NWRO After-Hours Spill Responder in BFO – Debbie and Kasey will send a letter following-up on this issue and explaining our concerns.
Employee communication – This was a follow-up item. Chris Parsons will send an update.
PDP Training – Chris will send an e-mail, explaining where they are at with this issue.
Posting out-of-state Travel Freeze – This issue was to explain the agency’s response to a safety concern with posting information about out-of-state travel. They will not be posting this information until after the travel takes place, to protect employees from possible theft, etc. Unfortunately, Ecology doesn’t have control over when OFM puts the information on-line but they will control the timing of the information that Ecology posts.
Next meeting – We’ll start looking at dates in January.
Rebekah asked if the agency can notify everyone that the 9-80’s pilot (Furloughs MOU) is being extended? –Yes
She also asked about the commitment to get an e-mail out to all to make sure retirement contributions were not impacted for part-timers out on a furlough. Polly explained she did make this commitment but hasn’t followed through yet because she had a mistaken understanding of what the furlough law protects. They are trying to figure it out. Chris will send out a communication on this, too. (FYI - The confusion is whether or not the law protects, in addition to the “Average final compensation” calculation, full service credits for parttime employees who work less than 90 hours in a month due to a furlough). Chris intends to talk to DRS about this and get it clarified as the law doesn’t specifically address is, though everyone thinks that was the intent.
We’ll follow up with the remaining issues via e-mail.
The Director did show up at 4:06. Kerry shared that we were happy with the improvements at the last all-staff meeting – a definite improvement over what happened at the prior one. A lot of issues were raised that we’ve been bringing to UMCC, which was good because it allows a much broader audience to hear the answers to questions.
Rebekah agreed the format was better but more than one week lead time would be better. Polly’s facilitation was good. We liked the thoughtful responses. Having the meeting on a day other than Friday would be great.
Rebekah responded to his request at the last all-staff for personal impacts from the furloughs. She knows of one employee who is cashing in some of her retirement to pay for firewood this winter. Another is being forced out of her house and into their parent’s house and is considering leaving her job. Choices between medications and food are being made by some employees. (NWRO employees are impacted severely due to the high cost of living in that area). She’d like to see him participate more in UMCC – we really appreciate Polly, Pat, Chris, the others, - but think that this is a good way for him to be involved with staff and the regions.
Also, we’d like to see a meeting with Ted and the stewards and UMCC team. Ted would be happy to meet. Kerry will have someone call his assistant and get that scheduled.
Ted asked if there were other ideas to identify and solve problems and identify solutions?
Kerry suggested that Ecology implement DSHS’s on-line forum similar to DSHS’s iESA – which allows employee feedback and comments to articles on their internal web page. Debbie will identify a DSHS contact for Ecology to talk to about what kind of capacity it requires, what problems it creates/solves, etc.
