7/19/12 MSH Meeting Minutes

Present- Labor: Tim Headlee, John Collins, Chuck Carlson, Scott Grefe, Molly Kennedy and Andrew Jones. Management: Elizabeth Blomberg, Melissa Gresczyk, Tom Christensen, Carol Olson and Colleen Ryan.

Management Agenda Items: 1. Update on MSH pre-design Carol Olson will be sending out an email this week with the pre-design update. This email will include information about the 9 different user groups (see table below).

SOFS Pre-design

BWBR User Group Meetings

8 am to 10 am

Transition Services




Low Acuity Units             (200, 300, 600, South, BH 1S, include visitation of family and others)            


10 am to 12 noonVocational/Canteen            


Med. Clinic/Lab/Dental            


High Acuity Units             (700, 800, 900, YAPP – includes admission process)            


1 pm 3 pm

Physical Plant            




CRP/Rule 20 Outpatient services            


3 pm 5 pmAdmin (include HR, SD, HIMS, Business)            




Pre-Transition (BH 2-No and 2-So)            



There was discussion on both sides about labor’s involvement in the process. Management added that they are currently at the 100,000 foot level and as the process moves closer there will be more opportunity for involvement.

2. Licensing updates Carol Olson is waiting on feedback from licensing. Colleen Ryan and Gloria Zimmerman are working on the updated restraint and seclusion procedure which will be a “package deal”. Carol also sent out an email yesterday regarding the use of handcuffs. There is an open house tomorrow from noon to 4:00 PM for all staff to evaluate different restraint products. This is an opportunity for hands on testing of the various products available as well as a chance to provide feedback.

3. Celebrate Us Event A flyer was sent out to save the date for this upcoming event in September. Management is still working out the details and is open to suggestions/ideas for recognizing staff as well as patients.

4. New Chief Operating Officer – Thomas Kolstad Thomas Kolstad began on July 18th and is currently in orientation. He will have direct oversight of support services on this campus. He will also act as the “budget liaison”. Tom will join next month’s meeting.

5. Firefighters Leave There has been a mixed practice between Forensics and MSOP regarding Volunteer Firefighter Leave. This leave does not apply to Unit 4 employees employed in direct care of patients. Melissa Gresczyk was going to send out a communication that restates the contract language to provide clarity. After further discussion, it sounds as though Forensics is following the language so there may be no need for clarification.

6. Vacancy Filling Process – Central Office Melissa Gresczyk gave a FYI update on local HR involvement in the vacancy filling process. Jenn Frew will act as a liaison between Central Office Staffing and Forensics to address current and ongoing issues.

7. Tomlinson Pool Carol Olson said that a group will be meeting next week to look at the costs versus use of the Tomlinson Pool to determine whether or not it is worth the upkeep. The decision will be sent out to all staff via email.

AFSCME Agenda Items: 1. IOD and Light Duty Follow-up A) Light Duty Coordinator B) Peer Support (From Dr. Dillon’s Committee) C) Staff Support at time of injury A-Melissa Gresczyk is waiting on one piece regarding Work Comp prior to implementing the “Light Duty Coordinator”. Elizabeth Blomberg was named as the local contact for coordination of light duty-return to work employees. HR is currently drafting a procedure for light duty work for employees with non-work related injury/illness. When the procedure is approved, there will be further communication. B-HR connected with Dr. Dillon regarding the critical incident review committee. Dr. Dillon reports that the use of peer supports is no longer recommended. There were too many issues related to integrating their role and the ability to keep up the qualifications for performing this function. C-John Collins questioned if staff were still driving themselves to the hospital after an injury/incident. Management reported that things have improved and the only reason why an employee would drive themselves after an incident is if they declined assistance numerous times. It was reiterated that staff are always offered a ride and assistance. There was further conversation regarding the recent incident on Unit 800 last week. Carol Olson commented that there was follow up to the incident from Infection Control and management including education to staff, follow up plans and leave for several of the employees directly involved. The A-team concept was also mentioned by Chuck Carlson in that it could assist and be used as a deterrent with these types of incidents. Tim Headlee noted that the A-team would be the best negotiators as well as the ones who are highly trained and equipped for these situations – but it doesn’t mean we don’t train everyone in PST/TI. Management is still looking into the idea of an A-team.

2. Military Leave returns – history of holding placements Elizabeth Blomberg mentioned that she spoke with John Knobbe earlier in the week regarding management’s ability to hold these placements. At this time, every position is critical and we need the staff. When military employees return from leave, management has found them a spot through temp reassignments and encouraged the staff to bid on posted positions –the postings are required by contract language. Chuck Carlson mention the most recent case in which a position was posted on South Unit and everyone believed it to be Matt Eucker’s position. Elizabeth clarified that it was not Matt’s position but it may have been easily perceived that way. In the end, Matt was able to bid on that posting and was awarded the permanent spot on South – problem resolved. HR is also currently working on an internal checklist for employees returning from military leave to ensure no steps are missed in the process.

3. Tardy Policy and its impact combined with adherence to progression of discipline This was discussed earlier today at MSOP where it was agreed that we need to look at our discretion when it comes to unforeseen emergencies.

4. How will Labor be represented during new construction design? This was covered previously by management.

5. Implementation of new “Zero Tolerance” policy. Carol Olson wanted to make sure that everyone saw the announcement on the SOS iNET so she sent out an email to all staff as an additional notice. Scott Grefe noted that the perception around zero tolerance makes people think they will get fired on any first offense. This will also be brought forth at the upcoming Statewide Labor Management meeting as this is a SOS Policy. HR mentioned that this does not replace the current procedures in place at Forensics.

6. Update on Schedule Anywhere issues. Elizabeth Blomberg provided a copy of the enhancement requests which was found on the Schedule Anywhere SharePoint site. Melissa also mentioned that Elizabeth sent out an email last month to remind all staff to utilize this SharePoint site – everyone should have received the email with a link to access the site.

7. OT procedure in CRP (mixed pool?) There is a meeting scheduled for next Wednesday with HR and CRP management to review John Knobbe’s proposal.

8. Nursing work rules and how they are organized (do we need this meeting, or should it be a part of MOU? 9. Look at updating campus MOU now that negotiations are done. #8 & #9 were combined-HR will follow up with MMB to see if they will open up the supplement for negotiations.  

10. Part time probationary staff bidding – placed on a new probation period. Chuck Carlson said that a MSH Security Counselor bid from a .50 FTE to a .80 FTE on the same unit and was placed on a new probationary period. He said that this was never done in the past. Elizabeth Blomberg noted the language (AFSCME Article 12, Section 6) which requires a probationary part-time employee to serve a new probationary period. There was some conversation as to why the language existed – most likely due to those who bid between different programs (ex. MSH to CARE or CBHH to MSOP). Scott Grefe noted that it does not seem right but he did say that it is contact language. Melissa Gresczyk added that this shows how centralizing the staffing function has brought consistency into how contract language is applied throughout DHS.  

11. Light duty employees requesting vacation Chuck Carlson questioned how light duty employees would request off vacation. Do they request the time off from their permanent supervisor or from the supervisor they report to for the light duty assignment? HR said they would follow up on this question.

Submitted by: Elizabeth Blomberg, HR 8/6/12