MEETING MINUTES – July 9th, 2003

Minutes of the Regular Meeting of the Association held on Wednesday, July 9th, at the Renaissance Hotel in Asheville.  Should you have any questions, comments or corrections, please contact Bridget Downey, PHR, our Chapter Secretary.  

BUSINESS MEETING

Chapter Business:
The meeting was opened by President Lorraine Poe, SPHR. 

Frank Pomeroy introduced Scott Prichard, area executive for First Citizen’s Bank.  The Asheville Citizen Times voted First Citizens the best bank in Western North Carolina.  First Citizens provides a variety of information to help Human Resources professionals look good in the eyes of management and employees including:

1.      Rollover IRAs featuring one-on-one consultants to help manage the process.

2.      Bank @ Work.  Free bank package to employees if the business uses First Citizens for their banking needs.

3.      Designing creative executive compensation programs.

Brochures available for members this month included:

·        Asheville Buncombe Coalition for Prevention of Family Violence – provides resources for domestic violence situations

·        MAHEC Health Career Education Awareness Conference

·        Our Community, Our Children – Child Protection Services

The next edition of our newsletter is being put together.  Please send all submissions, career or personal information, potential job openings, or articles to Lisa Claxton.

Congratulations to Carol Rovello on passing the SPHR!!

The WNC Human Resources Association Fall Workshop will be held on Tuesday, October 7, 2003.  The theme is Building Commitment.  The committee could use some additional help.  Members interested in volunteering should contact Renee Anderson.

Program Highlights:
Bettina Hall introduced Michel Vaughan, an attorney with the Equal Employment Opportunity Commission (EEOC) in Charlotte, who presented an overview of the EEOC Mediation Program.  She is now the Alternative Dispute Resolution Coordinator at the Mecklenburg County Dispute Resolution Center. 

The EEOC can choose to take any of 3 actions: Investigate, Mediate, or Litigate.  The Mediation program was established in 1996 in all 23 District Offices.  It is voluntary, confidential, easy, and neutral.

Cases brought to the EEOC fall into 3 categories:

1.      A Charges – At first glance appear to be a cause charge, or an issue the EEOC is interested in pursuing. A Charges may be mediated.

2.      B Charges – More information is needed to determine the situation.  Most B Charges are suggested for mediation.

3.      C Charges – Charges not pursued, generally types of cases the EEOC has no jurisdiction over, such as employers with less than 15 employees, sexual preference issues.

The Mediation process generally begins at the intake stage, in a discussion with the charging party.  A letter offering mediation goes out with the charge notification.  Also included are a Mediation Fact Sheet, a Confidentiality Agreement, and an Agreement to Mediate. 

Most mediators are former investigators.  There are also some contract and volunteer mediators.  Mediators are trained in the process by the EEOC, and during mediations.  The only information the mediator is provided with is the formal charge.  A single mediator model is normally used, but more difficult cases may require two mediators.  One technique often used is a caucus – private conversations between the mediators and each party separately.  Unless the party requests otherwise, anything discussed during the caucus may be disclosed once the mediation reconvenes.  The goal is to resolve mediated cases in less than 90 days, but the average is closer to 45 days, a much shorter length of time than cases that are investigated. 

When employers attend the mediation, it is important that someone with decision-making authority be present.  Important concepts in mediation include exploring options and focusing on interest rather than position.  The parties are not required to submit a position statement until 10 days after the mediation.  The purpose of mediation is to foster understanding. 

83% of charging parties agree to mediate.  Not all resolutions include money.  Some advantages include the ability to address concerns together, and the opportunity for the charging party to be fully heard. Because the employee’s interests are addressed, this improves morale and productivity.  Time and money are also saved.  A mediation conference usually lasts 3 ½ - 4 hours, but it is important to plan to spend the entire day.  There is no cost for an EEOC mediation.  69% are successfully resolved.  If you have originally declined mediation, but change your mind during the investigation, you can request a mediation at that time. 

To prevent the types of problems that lead to EEOC charges:

• Talk to your employees – keep them informed about what is happening and why.  Listen to their concerns.

• Follow standard grievance procedures.  Make sure employees understand what the procedure is before it is needed.

• Treat equal situations equally.

• Remember that employees are people.  If you respect them, they will give you more.

• Don’t be afraid to apologize if you are in the wrong.

• Be aware that the way an action is carried out sometimes has more impact than the action itself.

• Accept suggestions only if you intend to act on them.

• Constantly train managers and supervisors.

• Constantly train everyone on policies.

Ms. Vaughan’s personal philosophy is to follow the Golden Rule.  She believes that if we truly lived by this, we wouldn’t need policies.

Lorraine gave members the opportunity to make announcements.  With no further business, the meeting was adjourned.