DATE:                                                                                    December 15, 2006     

 

TO:     State FSA Committee

            State Executive Director                                     

 

FROM:                                                                                   NDASCOE Members

 

 

SUBJECT:                                                                           Negotiation/Consultation Items for 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 NDASCOE does get questions about the process and we would like to be able to explain how the decisions are made.

 

1a. The COT positions are a very fluid area in regards to the staffing ceiling. The National FSA Office is dictating how many can be put on board.  The STC and Mr. Nelson know the COF’s are facing concerns with regards to retirements.

 

2.   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 program area.  Due to limited staffing and CED’s having to spend more time doing program related work, there is little time at the local office to conduct this necessary training.

     

      NDASCOE currently feels off-site training would be more effective and especially beneficial to the PT and to our customers.

 

2a. At any given time there may be up to 7 PT’s who need training, and the timing is not always a match to what the COT’s are doing. In all fairness to the COT’s, their schedule is important due to the fact of an opening coming up and the need to make sure they are trained.  One suggestion is to have PT meetings alongside the managers meetings.

 

3.   Please continue the policy of hiring PT’s to back fill retiree positions before the person retiring leaves the Agency.  This will facilitate training for the new hires and best utilizes the skills of the experienced employee that is retiring.

 

3a. When possible this will be done, but remember what do you do when a PT announces they are retiring and we hire a replacement and ,,,,,a change of plans comes up?

 

4.   Please consider having the Farm Program STO specialists attend District Manager Meetings, such as the Farm Loan Program STO specialists have done in the past.  We feel this would be helpful to the county office employees, especially during the 2006/2007 eligibility review process.

 

4a. Mr. Nelson encouraged this practice.  One district is already trying this and has had a very positive reaction; it is good for moral, and a good way to keep in touch.

    

5.   We would like to request a day of training for the county level IT Point of Contact and System Console operator ( CED and at least 1 PT ), 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 IT equipment and operating systems in the field offices.

 

5a   Mr. Nelson will communicate with the STO IT, or Camille.  Maybe there could be some local IT training.

 

6.   In light of the Improper Payments Information Act of 2002, which is requiring all FSA offices to review all 2006 eligibility documents on file, more face-to-face program training be provided by the ND State Farm Program specialists.  Conference calls and Net Meetings alone do not provide adequate training.

 

6a. Mr. Nelson agreed that more face-to face training is needed, but it takes money.  This is a budget driven item.  Mr. Nelson agreed that conference calls do not let you see body language, facial expressions.  Mr. Nelson agreed that Net Meetings are better than conference calls but person to person training is better.

 

7.        Please consider granting county offices the option of reducing/limiting customer office hours to enable employees to work on the 2006/2007 eligibility review, LDP’s, FSA to GIS conversion, etc.   We are currently doing our best to serve our customers, but feel we are failing and would like to provide better service, but the only way to accomplish that would be to close during certain periods of the day or week.

 

7a. This can be a double-edged sword.  It was discussed that if you are 1 of 2 PT’s in the office almost impossible to accomplish anything with the phone, and the counter traffic. Also discussed when it was optional to close the doors, how difficult it can be for a County office that was open and surrounded by offices that closed; maybe this should be a uniform closing, either by districts, or Statewide.  A very difficult decision and will be discussed with the DD’s.

 

8.  We would like your assistance in obtaining adequate computer training for all employees.   We understand that cost is an issue, but we also understand that other states have allowed 24 hours of training time at a local vo-tech school (off-site).

Could funds allocated in the "training" budget be utilized for this need?   NDASCOE feels this type of training should be a priority.  Only effective off-site training will allow COF employees to utilize new PC's to the fullest extent possible.

8a. Once again $$$$$$ is the biggest concern.  Our budget could very well affect us very soon. We need to remember to hang on to the $. We discussed the locales in which we could receive training.  In a small town maybe the high school could provide the training; it is different for the rural areas to come up with places to train.

 

9.   Please consider detailing COT’s to help county offices in time of need when there are no funds available to hire temporary employees.  Generally, COT’s have some county office experience and this experience could be used to quickly reduce overwhelming workload.

 

9a. This is not a good situation any way you explain it.  We would not want to delay placing a COT when there is a county waiting for a CED.  When would we draw the line to helping County Offices and training the COT’s?

 

10. NDASCOE would like to request an update on the current staffing situation.  We have not seen a staffing chart in quite some time and we would like to know if ND is over or understaffed in FTE’s.

 

10a. A staffing chart was presented.  It is as current as possible; however the FY2006 workload numbers are not entered into the equation, nor are the FY2007 budget.  We will keep you informed as we find out numbers. The budget will have a lot to do with this.

 

11. We request you to 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.

 

11a. A lot of progress has been made in this area.  There is a good working relationship in the majority of our offices.  We need more FLP and FP interaction to get ALL work done.

 

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

 

12a  The line of communication is always open, and should be kept this way.

 

We are requesting a written response to the above items within 30 days from the date of this meeting.