AGRICULTURE AND MARKETS
STATEWIDE L/M MEETING
JUNE 24, 2004
MINUTES
Present:
|
PEF Priscilla Sweet, Chair Matthew J. Brower Bill Lyons Sue Santamarina Robert Somers
Josephine Rice – Recorder |
MANAGEMENT Karen Stenard, Chair Joseph Corby Dolores Dybas Will Francis Thomas Lindberg Robert Mungari Lucy Roberson |
ISSUE
A. Printers for Field Staff
DISCUSSION
These are issued to field inspectors based on supervisor and director requests.
ISSUE
B. Notification of Update Meetings
DISCUSSION
PEF requested that management remind the meeting coordinators to provide sufficient notice to the PEF Council Leader and Executive Board Member of the scheduled meetings. PEF should be viewed as any other speaker and given ample time to secure guests and review the agenda. Milk Control just finalized their next meeting for October 19-21 at the Ramada Inn in Utica. Food Safety will meet on September 28 and 29 and October 26 and 27. Farm Products will not meet until February and March 2005. Plant Industry provides as much notice as possible. Their regional meetings are much smaller groups of 6-9 inspectors.
PEF requested 2 representatives be allowed to attend updates rather than just one.
PEF also requested that the time slot be moved to 15 minutes before and after the lunch break rather than being scheduled as the last item. This would allow time for questions and answers. PEF was concerned with traveling and weather conditions when leaving the meeting late. Management suggested PEF be scheduled on the half day but Food Safety is scheduled for 2 full days.
ACTION
Karen Stenard will remind directors of the agreements and copy Priscilla Sweet and Matt Brower on the communication. Management will approve 2 PEF representatives attending the updates. Management will work with PEF to schedule their time slot on the agenda.
ISSUE
C. VPN Software Status for Laptops
DISCUSSION
Virtual Private Network (VPN) provides security for those who connect to a particular network using high speed or broad band in lieu of dialing in with phone lines. The policy that was considered provides good guidelines to build protocols for implementing VPN. Upon completion of the risk analysis, it will be forwarded to the Information Security Officer for recommendations. VPN roll out will begin with veterinarians, based on demand. Support will only be provided for state-owned laptops, not home computers.
ISSUE
D. Career Paths for Each Division
DISCUSSION
PEF wanted career paths established for other than food safety inspectors. Management explained that food safety inspectors are viewed differently. They enter at Grade 13, move to 14 and then 18. The successful completion of a traineeship leads to Grade 18. The journey level for farm products is 14 and management doesn’t believe that will change. PEF argued that an inspector who has more licenses and experience is more valuable and should be given some type of incentive. The test offers limited opportunities for promotions. Automatic advancement steps would help employee retention. Management did not believe Civil Service would entertain any changes at this time.
ISSUE
E. Status of Converting Inspector Forms to Electronic Media
DISCUSSION
PEF was interested in converting existing forms to computer templates. Management added that they may develop a program to connect these forms with some type of database. One of the Department’s priorities is to transfer everyone to electronic reporting. A grant application was submitted last week to assist in that objective. A new help desk position was authorized in addition to a mapping technologist. Everyone agreed GIS information is important to security. The new help desk position released one individual previously performing that function to concentrate on programming.
ISSUE
F. Agreements in Telecommuting, Compressed Pay Period, and Flex Time
DISCUSSION
PEF expressed a large interest in these alternatives among the membership, particularly in the Albany office. PEF provided management with a copy of the Office of the State Comptroller MOU on telecommuting and the Public Service Commission on compressed pay period. Most agreements have been left to the discretion of the division director. Management recalled the arrangement causing arguments in the past and being difficult to administer among field workers. Parameters would need to be set. The option may not apply to everyone.
ACTION
A subcommittee of Karen Stenard, Tom Lindberg, Bob Somers, and Sue Santemarina will meet to explore various options.
ISSUE
G. Employee Handbooks
DISCUSSION
The draft handbook is completed and, after final evaluation, a copy will be provided to employees as well as posted on the H-Drive. Delivery date expected before Christmas’04.
ISSUE
H. Smart Cards
DISCUSSION
Management was following OGS policy (wasn’t aware OGS did not agree with GOER’s policy) when they charged the replacement fee for ID cards. They apologized for the misunderstanding and will work to issue the refunds.
PEF/AGRICULTURE & MARKETS STATEWIDE
LM COMMITTEE
2 WINNERS CIRCLE, ALBANY, NY
November 13, 2003
MINUTES
Present:
|
PEF Priscilla Sweet, Chair, Food Lab Ron Brown, Div. of Milk and DIS John Connery, PEF Field Rep. Bill Lyons, Farm Products
Josephine Rice- Recorder |
MANAGEMENT Joe Corby, FSI Joseph Donahue, Fiscal Management Will Francis, Milk Control & Dairy Services Thomas Lindberg, Assistant Commissioner Robert Mungari, Plant Industry Lucy Roberson , Fiscal Management Karen Stenard, Human Resources Director |
ISSUE
1. Agency Proposed Budget 2004-2005
DISCUSSION
Management reported that the next budget reflects the current year (2003-2004) level spending budget with no increases or decreases. Increases were requested in SRO for fringe benefits as well as an increase in appropriation authority for federal grants. Management cannot request increases in general funds. PEF expressed their concerns regarding decreased personal services. Management assured everyone that they are fully funded for those services. Appropriations are available for unfilled positions but require freeze waivers from DOB.
ACTION
Management will check what information can be shared at this time.
ISSUE
2. Fertilizer Analysis – Contracting Out
DISCUSSION
PEF asked if Plant Industry proposes to contract out the fertilizer analysis which is currently the responsibility of the food laboratory. Management replied that they had a contract with Cornell in 1991-1992 to run analyses until the fertilizing and lime sampling was stopped. When sampling was resumed, it was run internally by the food lab. Currently there is a problem with the analytical results not being received in a timely manner which delays halting the sale of a product not in compliance. That has been the argument for outsourcing the analyses for the past 2-3 years but they felt it was unlikely due to budgetary constraints. PEF opined that filling an existing vacancy would expedite the process and produce timely results. Management was uncertain if the seasonal work could fund the positions. PEF believed the funds were already appropriated because several vacancies exist.
ISSUE
3. Senior Bacteriologist Position -- 6 month leave
DISCUSSION
PEF questioned if the work was being completed out of title. Management explained that this was a short term solution. Many of the duties were broken down and distributed among other staff. Work which needed to be performed by an FDA certified person was temporarily delegated to a certified person. The duties collectively, were considered a Grade 18 position.
ISSUE
4. Farm Products Inspectors vs. Food Inspectors
DISCUSSION
PEF questioned if farm products inspectors should supervise at the grade 18 level when food inspectors don’t supervise till the grade 23 level. They asked if the original intent of the reallocation was to have the grade 18 supervise as much as they do or to make it equal with the food inspectors. Management explained that much of the supervision of the food inspectors in the field was removed because the data was electronically transmitted to the central office to reduce the work load. Farm products inspectors still perform the majority of their duties in the field and are unique because of the seasonal employees. Management added that grade 18’s supervising is very common among other agencies.
Another difference is that food inspectors have traineeships and a career ladder that is not available to farm products inspectors. Farm products inspectors are required to pass the Civil Service exam in order to advance from a grade 14 to 18. PEF wanted to see those same traineeships and career ladders open to farm products inspectors. Management suggested those interested in advancing to a grade 18 do so with a transferability of title or lateral transfer.
ISSUE
5. Civil Service Exam – See Above
ISSUE
6. Employee Handbook
DISCUSSION
Management is making a few revisions and expects to release the handbook by the end of December 2003. PEF reported that the IP settlement decisions have not been disseminated to all employees. The first addressed the policy on lap top computers and the second pertained to downloading computers on personal phones. Management was informed by the IT Director that the first policy was given to everyone. They will verify that the second policy has also been disseminated, and if not, will be.
ISSUE
7. Study Guides
DISCUSSION
PEF asked if there were study guides for promotional exams available and how employees could obtain them. Management replied that the guides were available and copyrighted by PEF. PEF asked how employees would access information that’s specific to their specialty, above the guides. Management believed that information was derived from the manual and regulations. PEF requested that management remind employees that some study guides are available from PEF.
ISSUE
8. New Offices
DISCUSSION
Information was included in the October newsletter. Management expects the new building to be completed by April 1, 2004. Employees were surveyed for their work station needs. Professional moving companies are being hired in addition to a relocation management company to oversee the transition. The new site does have a provision to build a laboratory in the near future and will survey employees at that time for their input. OGS is in charge of the lease negotiations for the site. PEF was concerned with Building 7A on the State Campus closing and if the Weights and Measures Division in that building will be relocated. Management will look into it.
ISSUE
9. Fill Procedure for Vacancies
DISCUSSION
Management explained that the procedure starts with the Division Director submitting the forms to fill a vacancy to the Commissioner’s office where the final determination is made. Typically it’s done in batches rather than individual requests. Positions related to health and safety are given first priority and usually approved. PEF felt that all the field positions, analytical and legal staff are all tied to health and safety. PEF offered their assistance in the process. Management will continue to search for the best approach on a case by case basis.
ISSUE
Automated Time Cards
DISCUSSION
Management announced that the Department has contracted with CMA for the automated time system to replace the paper accrual sheets. Most agencies who have already implemented this system have reported positive feedback. They anticipate the entire agency to be on-line within the next 4-5 months. They will need to address situations where someone may not have computer access.