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HomeMy WebLinkAbout2016-05-10-minutes-hr-study-sessionCOMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON BOCC CONFERENCE ROOM REGULAR MEETING HR STUDY SESSION TUESDAY 10:00 AM MAY 10, 2016 Board members present: Obie O’Brien, Paul Jewell, Laura Osiadacz Others: Lisa Young, Doc Hansen, Christopher Horner 1) Call to Order – 10:02 AM 2) Staffing Discussion and/or Requests – Interim CDS Director Hansen requested the ability to offer higher wages to two Planner I candidates. He said one requested a higher starting wage and the other has a pending offer somewhere else. The Board authorized up to midpoint for candidate #1 and quarter point for Candidate #2. 3) Request to Approve a Resolution Authorizing HR Director Signature on RSVP MOU – HR Director Young presented a Resolution that would authorize her to sign the annual MOU with RSVP (Retired Senior Volunteer Program). She reported that the RSVP program required an annual MOU so it could not auto-renew; this would create a more efficient process. The conditions of the Resolution require DPA review and the assumption that there are no significant changes to the MOU. Commissioner Jewell moved to approve the Resolution as presented; Commissioner Osiadacz seconded. The motion was approved 3:0. (Resolution 2016-066) 4) Executive Session – Union Matters RCW 42.30.140 (4)(b) that portion of a meeting during which the governing body is planning or adopting the strategy or position to be taken by the governing body during the course of any collective bargaining, professional negotiations, or grievance or mediation proceedings, or reviewing the proposals made in the negotiations or proceedings while in progress. The Board entered Executive Session at 10:15 AM to discuss negotiation strategies. Anticipated length: 20 minutes; anticipated action: Direction to staff. The Board exited Executive Session at 10:35 AM with direction to proceed with negotiations. 5) Other Business – None 6) Adjourn – 10:36 AM KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Lisa Young Obie O’Brien, Chairman KITTITAS COUNTY Human Resource Department AGENDA STAFF REPORT AGENDA DATE: May 10, 2016 ACTION REQUESTED: REQUEST TO APPROVE A RESOLUTION AUTHORIZING THE HR DIRECTOR'S SIGNATURE ON THE AGREEMENT WITH RSVP AND VOLUNTEER CENTER OF KITTITAS COUNTY BACKGROUND: In September of 2012 Kittitas County and RSVP and Volunteer Center entered into a Memorandum of Understanding (MOU) naming the County as a volunteer station for the RSVP program. This allows participants in the RSVP and Volunteer Center program to receive credit for time spent providing volunteer services for various departments of the County. This agreement is renewable annually, and RSVP requires a signed document each year. To create greater efficiency, the attached Resolution grants authority to the HR Director to sign these annual agreements, so long as it receives prior Prosecutor's review and there are no substantive changes. INTERACTION: Kittitas County Human Resource Department Carol Findley, RSVP Program Director Prosecutor's Office Kittitas County Board of County Commissioners RECOMMENDATION: The Human Resource Department recommends approval of the Resolution. HANDLING: Original Resolution will be submitted with the minutes of the 5/1/16 HR Study Session. ATTACHMENTS: Resolution LEAD STAFF: Lisa Young, Human Resource Director/Risk Manager BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON A RESOLUTION AUTHORIZING THE HR DIRECTOR'S SIGNATURE ON THE AGREEMENT WITH RSVP AND VOLUNTEER CENTER OF KITTITAS COUNTY. RESOLUTION NO.2016 - Whereas: Kittitas County and RSVP and Volunteer Center of Kittitas County wish to enter into an Agreement, attached, to provide volunteers to Kittitas County; Whereas: RSVP and Volunteer Center of Kittitas County has requested the Agreement be renewed each year, requiring a signature from a Kittitas County representative each year; Whereas: It is not an efficient use of staff time and resources to submit this Agreement for Board signature each year; NOW, THEREFORE, BE IT RESOLVED, the Kittitas County Board of County Commissioners authorizes the HR Director to sign and execute the Agreement with RSVP and Volunteer Center of Kittitas County. NOW, THEREFORE, BE IT ALSO RESOLVED, the HR Director is authorized to sign this Agreement each year when it becomes renewable, provided the Agreement is first submitted to the Prosecutor's Office for review, and provided there are no substantive changes to this Agreement. Any future Agreement containing substantive changes must still be submitted to the Board for review and signature. APPROVED, this day of r i .'; ;:.' 2016, at Ellensburg, Washington. ATTEST lvl,� z�& Clerk f the B I rd --DeQU BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON i Laura Osiadacz, Commissioner RSVP and Volunteer Center of Kittitas County 707 N. Pearl Suite I Ellensburg, WA 98926 _ 509-962-4311 Fax 509-925-1730 4! I•NGF4 707 N Pearl Street, Suite I Ellensburg, WA 98926 Phone: (509)962-4311 email-rsvp@fairpoint.net Fax: (509)925-1730 MEMORANDUM OF UNDERSTANDING An agreement between RSVP and Volunteer Center of Kittitas County And Volunteer Station: Kittitas County (the "Station") Contact Person: Lisa Young, Human Resources Director Mailing Address: 205 W 5th Ave # 107, Ellensburg, WA 98926 Phone: 509 962-7082 Fax 509-962-7083 Email: lisa.young@co.kittitas.wa.us The Memorandum of Understanding is a letter of agreement between Kittitas County and RSVP and Volunteer Center of Kittitas County. The MOU identifies the rights and responsibilities shared by the Volunteer Station and RSVP and the Volunteer Center. This agreement will be renewable every year. RSVP AND VOLUNTEER CENTER WILL RECRUITMENJ AND PLACEMENT Recruit, interview, and register volunteers. RSVP and Volunteer Center will refer volunteers to the Station upon request of the Station. VOLUNTEER IJENEFITS INSURANCE COVERAGE: RSVP and Volunteer Center will furnish excess personal liability and auto liability insurance coverage for volunteers registered with RSVP and the Volunteer Center. RECOGNITION: Provide formal recognition to all active volunteers. STATION REVIEWS STATION MEETINGS: Periodically meet with Station supervisors to review the program and activities. Involve the Station in the goals of the organization, and assess, discuss, and update the needs of the Volunteer Station and volunteers, plus update Station records, as needed. VOLUNTEER APPEALS: In cooperation with the Station and the RSVP and Volunteer Center Advisory Council, arrange for an appeals procedure to address problems between the volunteer, the Station, and/or RSVP and the Volunteer Center, consistent with the RSVP and Volunteer Center Grievance Policy. VOLUNTEER RECORDS: Provide printouts, as requested, of RSVP and the Volunteeh Center records on active volunteers and hours at the Station. OTHER RELIGIOUS AND POLITICAL ACTIVITIES: RSVP and Volunteer Center will inform active volunteers that volunteers may not engage in religious or political activity or instruction while volunteering for the Station. DISCLAIMER: RSVP and the Volunteer Center accept no responsibility for the acts or omissions of RSVP and Volunteer Center reeistered volunteers. THE STATION WILL INFORMATION AND REPORTIN(i STATION INFORMATION: Update RSVP and the Volunteer Center on changes to the agency program, volunteer openings, supervisors, and/or general agency information. The Station may provide contact information for RSVP and Volunteer Center of Kittitas County to interested prospective volunteers. VOLUNTEER ASSIGNMENTS: Consider RSVP volunteers for assignments as opportunities arise. Brief, written job descriptions may be provided to volunteers and to RSVP and the Volunteer Center. TIME SHEETS: Sign and validate volunteer timesheets. Volunteer or the Station may submit timesheets to RSVP and the Volunteer Center. Timesheets should be received in the RSVP and the Volunteer Center office, or postmarked, no later than the 5"' of the month for activities of the proceeding month. The Station has no obligation to provide mailing services or costs. IMPACT REPORT: Answer a yearly survey to show the impact RSVP and the Volunteer Center volunteers make to the community in providing needed services and goods. TRAINING. RECOGNITION AND SUPPORT ORIENTATION AND TRAINING: Will be responsible for volunteer orientation, in-service instruction, and may provide additional special training or certification for volunteers. SUPPORT, RECOGNITION, AND SUPERVISION: Provide supervision of volunteers on assignments and may provide related follow-up support and recognition. HEALTH AND SAFETY: Follow health and safety requirements as set forth by State and Federal law for protection of volunteers. STATION MEETINGS: Meet with the RSVP and the Volunteer Center staff at least once a year to assess, discuss, and update the needs of volunteers and the Station, and to update Station contact information. OTHER The Station is under no obligation to accept any volunteers from RSVP and the Volunteer Center, and may terminate a volunteer's status at any time. Likewise, the volunteer may terminate their volunteer status with the Station at any time. The Station may terminate this MOU with only five (S) days notice to RSVP and the Volunteer Center. The Station does not provide L & I Workman's Compensation coverage for RSVP volunteers. RSVP and the Volunteer Center will provide this coverage for registered volunteers through Central Washington University. ACCIDENTS_ The Station will notify RSVP and Volunteer Center office in the event of reported injuries or accidents involving registered volunteers. DISPLACEMENT OF EMPLOYEES: Ensure that registered volunteers will not be given any assignment that would displace employed workers. Ensure that volunteers will not be paid compensation for volunteer service while at the Station. NON-DISCRIMINATION: Qualified individuals with disabilities and diverse backgrounds are encouraged to volunteer. The Station will provide reasonable accommodations and accessible settings for qualified volunteers. The Station will comply with all State and Federal non-discrimination laws. CRIMINAL CHECK: Agencies placing volunteers in positions working with youth or vulnerable adults or sensitive information are responsible for their own criminal background checks in accordance with state law. The Station will perform such background checks when required. /j Agreed to on this day of y 2016 and affirmed by signature, below_ Kittitas Cou oluntee tion Representative Lisa Young, NR Director/Risk Manager 91-6001349 Station EIN or Mon -Profit Status RSVP and Vo unteer Center Officia Oul� Print Name RSVP and Volunteer Center of Kittitas County is sponsored by Central Washington University who serves as the fiscal agent.