City Wide EAC Quarterly Meeting

1. City WideEAC Quarterly Meeting March 14, 2012 (First, Quarterly Meeting)

2. Welcome and Purpose • Skot Welch, Global Bridgebuilders opened the workshop and welcomed all attendees. The meeting was hosted by the Department of Aviation at The Frontiers of Flight Museum, Auditorium. The following departments were represented • Sanitation Department (SAN) • Department of Street Services (STS) • Dallas Water Utilities (DWU) • Communication Information Systems (CIS)

3. Aviation • Aviation was established April 2010. They presented the following accomplishments: • Transportation to and from the terminal, including Lucy Love (car) and Louie Love (truck) • Simplified Procurement Process by shortening the time that it takes to get mate • Employees approved to wear blue jeans on Fridays • Uniform employees receive 5 complete sets of uniforms 2 times a year

4. Aviation • 4th Friday Initiative provide employees the opportunity to come together for the purpose of celebrating teamwork, recognizing WOW recipients and brainstorming Customer Service standards • Improvement Teams (iTEAMS): 8 teams consisting of employees from several divisions/levels of the department are assigned focal areas to make recommended improvements.

5. SANITATION • Sanitation EAC was established 2007. Mary Nix the Director is involved in the operations and functions of the SAN EAC.EAC members • presented the following: • The Z A A button (Zero Accident Attitude • drivers receive different color stars for good driving record • A board is established for each district/division • Monthly reports are provided to employees • Organized a basketball team/co-ed

6. SANITATION Highlights • SAN EAC members were instrumental in getting employees salary increases • SAN EAC holds election process by providing a pamphlet of the what the EAC is about: each employee is allowed to vote. • SAN EAC keeps employees informed by posting information on Bulletin Boards

7. STREETS Highlights • STREETS EAC organized in 2009. Each District and division is represented on the EAC. • STREETS EAC presented the following: - Suggestion boxes are placed throughout the department/division. • EAC organized a Uniform Cleaning Service • Implemented basic computer training classes • Streets organized bowling and soccer teams: The teams participate in tournaments • EAC host a Holiday Dinner/Dance. Tickets are sold to offset cost

8. WATER Highlights • WATER EAC was established in 2008. There are approximately _______ employees • Water EAC has a website with the following information • Minutes • Opportunity for Improvement (OIF) Form • Utilities Management Information (UMI) /ISO Processes

9. WATER Highlights cont. • Provided computer workstations • Have suggestion boxes • Place a poster in each session • Developed an EAC logo

10. Questions required Employee Advisory Council response • How Should COD Build A City-Wide EAC • How would It Look?

11. CIS Highlights • CIS EAC is newly formed. They have only had 2 meetings; however, 17 members attended the meeting. • CIS EAC has created surveys and welcome other departments to use it

12. Molly McCall, HR Director • Molly McCall, HR Director is definitely on board with integrating EACs into a City Wide EAC. She major focal point was on the COD Health insurance. She also addressed future program for diabetes and hypertension. In addition, she briefly discussed related safety/health issues that could possible affect employees.

13. Group Team Building Exercise • Skot divided the EACs into 4 groups. The next few slides are the summaries of the group discussions. • The following questions were addressed by each group: (1) How Should We Build A City-Wide EAC? (2) What does a City Wide EAC look like?

14. Group 1’s Recommendations • City EAC should have an internal Executive Team • City EAC should have guidelines or by laws with respect to term limits, election process, etc • City EAC should have representatives from all departments whether that department has a EAC or not

15. Group 1 • City EAC members should be nominated from existing EAC’s • The goal of a City EAC should be to share ideas across all EAC – what works and doesn’t work • City EAC would report to CMO (small group) • City EAC could be structured so that members are elected on a proportioned basis. To be written into by laws, like the house of representative vs. senate

16. Group 2 • City EAC should have a set number of representatives for the City-Wide EAC based on the number in their department • There should be some sort of website or portal for idea exchange and task accomplishments from each of the EAC. This will allow other EAC’s to view the problem and resolutions that other Ac’s have and tacked provide insight for how they could approach their current challenge(s)

17. Group 2 • Establish an executive voting council and secondary voting council in each of the Eac’s and City-Wide council • Develop subject matter experts for each EAC that would assist in information gathering • Create agendas for the City-Wide EAC meetings • City-Wide Facilitator/Charter

18. Group 2’s Recommendations • Develop a EAC election committee to determine who would serve on a City-Wide EAC • Directors rotate at each EAC City-Wide meeting. • Create a diverse City-Wide EAC

19. Group 3’s Recommendations • Have a representative from each existing EAC • Make up should be diverse and include at a minimum ethinicities, jobs, titles and ages

20. Group 4’s Recommendations • Have a #of representatives per department • Use web portal to collect issues/concerns • Have a facilitator/Charter members, Subject Matter Experts (SME) • Have a Gathering • Establish an Agenda • Solicite Supportive idea, • Use a council to vote and establish a secondary voting council • Collect city-wide suggestions/feedback on issues • Consider establishing it much like congress and house of representatives

21. End of Meeting • The meeting was adjourned. • Next Steps - Select a department to sponsor the next quarter CW EAC • Send EAC minutes to departments • Establish Agenda for next EAC