DATE:     November 17, 2005

 

TO:          State FSA Committee

                State Executive Director

 

FROM:    NDASCOE Members           

 

 

SUBJECT:     Negotiation/Consultation Items for 2005/2006

 

 

 

1.    We would like to keep the lines of communication open between you and NDASCOE.  One area of concern is when decisions are made regarding filling COT positions, filling PT vacancies, and decisions to not fill CO PT vacancies. We realize these decisions are management decisions, but we do get questions about the process from employees and would like to be able to explain how the decisions were made.

 

Response: I appreciate NDASCOE’s stand on FSA Tomorrow and will keep NDASCOE informed and involved in the process. 

 

There have been no new hires for some time.  We try to hire COT’s based on anticipated vacancies.  When filling positions, DD’s and CED’s are consulted. 

 

There will be some shared management offices for a while.  Don’t know when we can fill positions.

 

2.    We would like to request county office employee ID cards be updated statewide.  Many of the ID cards are inaccurate in regard to the county office of employment.  The recent completion of the Emergency Operations Plan brought to light the out dated photographs of employees on the ID cards.  We also request the social security number be removed from the ID cards because of the concern of identify theft.

 

Response:  The STO will pursue and start the process.

 

3.    We would like to request continued authority to send PT’s with new program assignments and newly hired PT's to the STO portion of the COT training program for the applicable programs.  Due to limited staffing and CED's having to spend more time doing program related work, there is no time at the local office to conduct this necessary training.  We would like to extend this training to PT’s with new program assignments due to retirements, Buy Outs, or reassignments.  Please allow PT’s in neighboring county offices to assist when training these PT’s with new assignments.  NDASCOE currently feels off-site training would be more effective and especially beneficial to the PT and our customers.

 

Response:  We have tried to do this when possible; one of the variables is what programs the COTS are training on at the time.  Will continue on a limited basis as we cannot handle high numbers.  Work with your DD if you want to send a PT in for training. 

 

Sending neighboring counties PT’s to train will be done as the travel budget allows.  Budget is short again for 2006 so there will be more Net Meetings, specialists coming out rather than state wide meetings. 

 

4.    Please continue the policy of hiring PT's to back fill retiree positions before the person retiring leaves.  This does allow for initial training of new hires and best utilizes the skills of the experienced employee retiring. 

 

Response:  This has been a policy with me.  Would like to continue once we are able to backfill positions.

 

5.    Please consider creating a team of “efficiency experts” comprised of county office employees to help streamline tasks.  As we strive to become more efficient with fewer employees, there are skilled employees currently on board in the county offices that have first hand experience using processes and tools with a time saving benefit.

 

Response:  I support this, we need to streamline the work in the county office.  Will put together a ‘package’ of information on what works, asking for ideas from county offices.  This will be disseminated through the DD’s.  If a county is looking for help on spreadsheets, query’s etc, make a ‘wish list’ and submit to the DD.

 

6.    We would like to request county office employees nearing retirement be allowed to contact the State Office Administrative staff directly to assist them with the completion of their retirement paperwork.

 

Response:  We have and will continue.

 

7.    Please consider having the Farm Program Specialists send out an email to all county office staff when answering a program question submitted by a county office, which required additional procedural research by the Specialist or required contact with WDC.

 

Response:  Will consider and discuss with program specialists.

 

8.    Please consider publishing a new listing of State Office Staff duties, especially in regard to financial services and eGov.  It has been awhile since such a listing was distributed to the county offices.  The CO staff is unaware who at the State Office has been assigned to handle these new programs.

 

Response:  Contact the applicable program specialist first, many of the questions are routed through Brian Natwick.

 

9.    Please consider having the Farm Program Specialists attend District Manager Meetings, such as the Farm Loan Program Specialists do.  We feel this would be helpful to the county office employees, especially during a signup such as disaster.

 

Response:  Would like to send specialists out more, this too is budget driven.

 

10.We would like to request a day of training for the Point of Contact, System Administrator, and System Console operator (CED and 2 PT’s) from the IT Department.  It is becoming increasingly important for employees to understand the terminology of IT.  A day of training in regard to computer maintenance and terminology would be very beneficial to maintaining properly functioning machines and systems in the field offices.

 

Response:  This will be at the discretion of the IT staff.  I will take to them and respond after.

  

11.We would like to request an update on the current staffing situation.  We would like to know what progress was made in the past year in regard to the overstaffed FTE’s.

 

Response:  WDC is hoping to get the staff and budget numbers out by January to the states and counties.  The buyouts taken did get ND to its ceiling, when we are under ceiling numbers, we can then hire. 

 

DD’s will be coming in to the STO to determine how and where to reassign and fill.  There are counties that are critical on staffing numbers. 

 

Will request volunteers to transfer, if no volunteers will reassign.  Relocation will be paid if the move is more than 50 miles.

 

12.We request you continue to proactively support the concept of one FSA.  We would like to see more cooperation of Farm Loan Program and Farm Program employees when assisting in the completion of daily tasks.

 

    Response:  So would I.  DD’s have been given the authority to assign  

    work.  We will continue to work on this. 

 

13. We would like to continue to work in a pro-active manner regarding the needs of CO employees.  In addition we would like to be allowed the opportunity to meet with the STC and/or the SED throughout the year if the need arises.

 

Response:  There is a good working relationship between the STO/STC and NDASCOE.  Will continue with this policy.  There are issues that cannot be discussed until permission is given, but I will continue to be upfront and honest in what is happening. 

 

 

We would like to request a written response to the above items within 30 days from the date of this meeting.