HR Roundtable Minutes |
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| Present: Mary (Neidig) Adams Jeff Cartwright David Collier Susan Collins-Scott Laurie Conroy Dolores Cooper Carol Crossen Julie DeBoever Marianne DeMers Christine DiRito Arlene Doern Steve Doolittle Kristine Dupille Sandi Free |
Kelley Graham Brenda Hamilton Mona Jamison Joe Larson Mary Lozeau Janice McCarthy Ruth Moore Rick Palmer Michelle Parvinen Diane Price Rob Riner Marnie Slakey Jean White. |
Introduction Arlene Doern Ice Breaker Brenda Hamilton OPERATOR RECRUITING CHALLENGES AND SOLUTIONS Julie DeBoever Julie presented information about the ongoing challenges facing transit agencies in the areas of recruiting and retaining employees. She shared some of C-TRAN’s solutions as well as some of the best ideas from other Washington and Oregon transits districts. With C-TRAN currently hiring only one out of every 13 applicants, and with operator turnover at 12.26%, the question becomes - how do we find good operators, and once hired, how do we keep them? To give an idea as to how C-TRAN promotes its operator program to prospective employees, Julie conducted a coach operator orientation for the group, the same presentation that applicants receive prior to taking the video test. C-TRAN presents its information in a straightforward and frank fashion, preferring to give people all the information they need to make an informed decision before proceeding to the testing and interview phases. Training, benefits, pay and scheduling information are discussed thoroughly at each orientation. It is not uncommon for one or two people to leave at the break. One of the great challenges for C-TRAN new hires is that it can take four years or longer to become a full-time employee. Additionally, union agreements can dictate what practices are implemented, such as the requirement that part-time operators be available to work all shifts and all hours and receive their schedules daily. C-TRAN recently conducted a survey of the transit districts in Washington and the three largest districts in Oregon to find out what others are doing in these areas and how they address their specific challenges. Areas covered included advertising and recruitment, the selection process, training methods, benefits and turnover, etc. Recruiting and Advertising Like other transit districts in attendance, C-TRAN is thinking ‘outside the box’ in its recruiting and advertising. One of the first changes C-TRAN made in its recruiting methods was to revise ads to focus on the positive aspects of driving. After a lot of input from inside and outside the organization, Marketing came up with “Ready for a Road Trip?” as the best slogan. Ideas about how to use the slogan have included a ‘post-it note’ on the front page of The Columbian, and advertising on C-TRAN buses. Other methods and places transit agencies have found to be successful for recruiting candidates include advertising on Jobdango, Craig’s List, in local VA offices, daycare centers, retail stores, table tents at fast food outlets, employee referral programs, booths at fairs and other major events, and a website that targets vets, www.ajb.gov. Additional innovative recruiting ideas include partnering with employers experiencing downsizing and layoffs, partnering with local chambers of commerce, conducting an open house where people can ask questions and talk one-on-one with operators, and posting job vacancies on community billboards, readerboards, and cable access networks. C-TRAN is in the process of developing business cards that operators can hand out to individuals when they receive outstanding customer service, or give a “job interest” card to those who inquire about an operator position. Intercity Transit works with an agency that specializes in finding jobs for minorities. What doesn’t work? Methods most generally found to not be successful are advertising in Nickel Ads, channel cards, and websites including monster.com and militaryresumes.com. Application Process To find out which advertising methods worked, and where best to spend advertising dollars, C-TRAN developed a tracking form asking applicants where they had heard of the position. The form can be easily modified as different recruiting sources are used. Three of the ten transit agencies participating in the survey currently have online capability to fill out applications. C-TRAN requires a 5-year abstract at the time of second interview, but may require it at the first interview in the future. They also put a ‘schedule of availability’ in the application. If applicants are not able to work the schedule required, the applicant will not be considered further. Orientation – C-TRAN’s effective and very up-front orientation includes “the good, the bad, and the ugly” – applicants learn about all aspects of the job before making the choice of continuing on in the testing and interviewing processes. Testing – All transits surveyed use the Ergometrics ‘Start’ Test. Most transits use 70%-75% as pass rate. Tri-Met uses the Ergometrics ‘Drive’ Test very successfully. This test assesses multi-tasking skills. Spokane says the ‘Select, Inc.’ Paratransit Operator test is very helpful. Ben Franklin Transit and Tri-Met have found other testing, including personality tests for customer service, as expensive and have, overall, not been pleased with the results. Candidate Selection – C-TRAN always conducts two interviews, the second interview includes a physical agility exercise and written exercise. Extensive reference checks are conducted after the interviews. Intercity does a mass physical agility test. Pierce Transit has retrofitted all buses to adjust to all possible operator heights. Reference Checks – C-TRAN conducts extensive reference checks going back five years. Kitsap Transit outsources their reference checking at the cost of $100 per applicant. The check includes verification of dates worked, why left, if rehirable and accident history. Training – There is a lack of CDL testers in the state. C-TRAN challenges include lack of operator staffing, which results in not enough operator trainers being available. There is a need to hire, train, and retain 36 individuals by next September 2007. PT Status – C-TRAN’s full-time positions often take 4-5 years. Being direct in the orientation has helped C-TRAN, plus highlighting the benefits is effective. Much like C-TRAN’s “Good, Bad and Ugly” approach, Pierce Transit gives each new operator the booklet, “Life of a Relief Operator,” then has them sign that they’ve read it. This ensures there are no surprises later on for the operator. Benefits - C-TRAN guarantees 80 hours/month. Pierce guarantees 25 hours/week and Lane is 60 hours every two weeks, which also constitutes a FT position there. Medical/Dental – there’s no waiting period for insurance at C-TRAN. Most others have a waiting period. Tri-Met offers retiree medical benefits, and Salem and Lane operators are offered VEBA accounts. Turnover – C-TRAN currently has 173 operators and is budgeted for 189. By end of 2010, 16.9% of the workforce will be eligible for retirement. In 2005 the operator trainee turnover rate was 33.3%, but has gone down to current rate of 21.5%. C-TRAN is currently hiring people now that they would not have hired in the past, due to far fewer applications received. Driving Record – C-TRAN requests employee-paid driving abstracts going back five years. Ben Franklin transit also requests the abstract, but picks up the tab. GRIEVANCE PROCEDURES Arlene Doern The large number of operator grievances are posing challenges for C-TRAN, with nearly as many grievances filed this year as have been filed for the last two years, 46 so far in 2006. It is getting harder to keep up with the load, as many of the challenges are frivolous. The union goal seems to be to not resolve issues. C-TRAN has in the past attempted to have a union representative attend executive leadership meetings, but the process deteriorated as it was used by union as an ‘information gathering’ tool and the representative eventually refused to attend meetings. C-TRAN management would like to build in a step before the issue gets to the grievance level. How much time are other transit agencies spending on grievances? What is their process? Are there any time-saving tips about how to be thorough yet economical? Pierce had four grievances in 2006 out of 800 represented employees. Marnie Slakey indicated a good relationship with the union, and an emphasis on talking and communication. They talk to managers, then to Human Resources. If merit, try to resolve. Their joint labor meeting every month is very effective. Agreed that there is not much you can do about frivolous grievances, but said that C-TRAN’s new Executive Director may help in that area. Salem had less than ten grievances in 2006. Lane has a joint union/management committee and a joint insurance committee that works well for them. At Intercity, all grievances go through the GM. Very effective has been a weekly Operations Committee and Planning Committee meeting (two unions involved – Operators and Maintenance) where concerns are aired. It’s expensive to relieve four or five managers to attend these meetings, but it works. The Planning Committee is involved as it helps address the “you-didn’t-understand-our-routes” issues. The group meets every week for 90 minutes. Information from the meeting is shared through distribution of minutes. LABOR AND OTHER UPDATES Kitsap Transit – Jeff Cartwright is the new Human Resources Director at Kitsap and began his position on October 16th. He reported that ATU operator contract was settled after two years, so negotiations begin again next year. Access group starts in three months. Negotiations were stymied after six months, with union and management headed for impasse. Were close to arbitration, but settled in the 11th hour. Issues came down to wages and break periods. Settled on increase of 3.5%, 3.5% and 3.5%, with a $300 sign-on bonus for new hires. Spokane Transit – Steve Doolittle reported that they had a similar experience with ATU at Spokane – operator negotiations went to arbitration and the whole process took 18 months. Operators ended up with a 2.25% increase in wages. They’re now in year three and negotiations begin again soon. Steve also reported on results of a market study of all represented and non-represented positions at ST. Drivers in paratransit and fixed route were in line with other transits. The clerical classification salaries were below market value, and are being adjusted. The study was conducted after the operator arbitration, but was not conducted because of the arbitration. Skagit Transit – Mary Lozeau reported that there are currently no active grievances. Operators are currently the only represented group at Skagit. Pierce Transit - Marnie Slakey reported that Pierce is currently in mid-contract with operators, due to expire in 2008. Last negotiated increase was 2.5%, 2.0% and 3.0%. Operators are paying tiered monthly insurance rates with the highest payroll deduction at $90 per month and lowest at $20 per month. Marnie also announced her retirement effective January 1, 2007, after many years in the transit business. Lane Transit District – David Collier reported that Lane will start operator negotiations sometime after January 1, with expiration of current contract June 30, 2007. Lane just received new health insurance quotes. Changes to benefit portion of contract include a higher insurance deductible, 8.62% increase in rates, overall benefit structure is increased by 3.6%. David wants feedback from other transits on VEBA, says employees seem to like it, but some don’t understand it. The HR department at Lane doesn’t give employees VEBA information. Administration at Lane didn’t go with VEBA as it has Section 125 plan, which suited that group better. Twin Transit – Janice McCarthy reported that the operator contract has expired and negotiations are rescheduled for the week of Thanksgiving. Management is proposing no changes to contract. Ben Franklin Transit – Mona Jamison reported two union contracts ending in May 2007. Benefits are going up - BFT currently pays $775/mo for medical/dental. Three of their unions have composite rates, only one group has tiered. Intercity Transit – Christine DiRito reported that operator contract settled at increases of 3.5%, 3.0% and 3.0%. Management ok’d an extra vacation day to settle the contract, based on specified increases in ridership. With new DASH service, think operators will meet performance measures. Intercity is currently in negotiations with IAMAW. The Union wants 7.0% increase, and wants to go directly to arbitration. In other news, management/union is going to arbitration on a termination – at issue is an employee out of control while on duty in front of customers and Intercity feels it’s a fitness-for-duty issue. This has been a long, drawn-out process and union members are upset at this use of their money. New HR Director Ed Ruttledge begins on 20th of November. He comes from City of Portland and has extensive labor negotiations experience. C-TRAN – Arlene Doern reported on operator negotiations that began at the end of July. ATU has changed nearly every article in the agreement. Since the ballot measure passed in September 2005, the union believes there is lots of extra money. Management is introducing changes, particularly in health benefits. The union has shown a greater willingness to talk during these negotiations. SURPRISE PRESENTATION Kristine Dupille Kristine presented a gift from Washington State Transit Association to retiring Marnie Slakey. She introduced Marnie as a founding member of the HR Roundtable and a “great resource to all transit agencies in the state.” Marnie is officially retiring on January 1, 2007, but her last day will be December 1st, as she embarks on a much-deserved vacation. She is currently making plans for a trip to Europe in May 2007. Marnie will be greatly missed. NEXT HR ROUNDTABLE / ADJOURN Intercity Transit will host next HR Roundtable on March 2, 2007. Lane Transit District has offered to host the following meeting. The meeting adjourned at approximately 3:20 p.m. |
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