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Executive Board Agenda Department of Commerce

1011 Plum Street SE Olympia, Washington 98504 Tuesday, June 20, 2017

1:00 PM – 4:00 PM

Main Outcomes July Transition Meeting Conference Planning

Welcome & Agenda Review

☒ Leatta Dahlhoff, Chair

☒ Missy Lipparelli, Vice Chair (New Vice Chair Erika Summers)

☒ Erika Summers, Leadership Conference / Vice chair

☐ Jennifer Kennedy, Communications (Departing)

☐ Meagan Renick, Communications co-chair (Starting July)

☒ Amanda Cassidy, Communications co-chair (Starting July)

☒ Amee Bahr, Historian

☒ Ann Bartholomew, Health and Wellness (Open in July)

☒ Lonna Hocker, Legislation and Policy co-chair (Outgoing)

☐ Melissa Cheesman, Legislation and Policy Chair

☒ Ariel Kay, Legislation and Policy co-chair (Starting July)

☒ Andrea Duane, Treasurer (Starting July)

☐ Debbie Holcomb, Treasurer (Outgoing)

☐ Karin Johnson, Membership (Outgoing)

☒ Jeni Kido, Membership (Starting July)

☒ Michelle Jorgensen, Public Outreach

☒ Kristin Ramos, Executive Secretary

☒ Rachel Friederich, Professional Development Chair

☒ Cindy Varley, Information Secretary

Leatta Dahlhoff

Approval of General Membership Minutes o Approved via email following the General Membership

Meeting (Insert link to the minutes) and document approval via

email Kristin to send out invites to EB meeting as

placeholder – Kristin to book room

All

Agenda Items o SharePoint site

o Subcommittees o Click “New Document” o Find the desired document via “browse” o Select the appropriate committee

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o Select document type o Select year, as applicable o Amee is on the SharePoint site for her work and is happy to

help organize the site for review during the Executive Board retreat September 12

Send comments, issues, and questions to Amee for troubleshooting consolidation

o Health and Wellness o Fair overview/summary: o Went well – over 57 vendors and over 457 participants o New ideas to share for next year – a couple of vendors did

not show and won’t be invited again o Tuesday, May 22, 2018 is the next Health and Wellness Fair o There is a “Lessons Learned” document in progress to be

discussed at the retreat o Binders to be constructed at the next EB with policies and

procedures, to include tabs Subcommittees Meeting Minutes Policies and Procedures

o Matched vendors to tables, which worked well this year o The only swag left are the plastic litter bags and a few pens

– new swag needed – will develop swag list, how much was used, and what the anticipated needs are for next year

o Public Outreach o Toiletry drive – has a rough draft of flyer – will work with

communications chair for clean-up – content is there and only minor editing is needed

Process document distributed Distribute via appropriate electronic and social media

channels (Chaney Curry will be covering Michelle while she is on maternity leave)

July 10 – July 21 for “The Other Bank”

No room for bar soap or toilet paper Amanda will start coordinating with Cheney (Cheney

to be added to the distribution list) o Out of swag for Public Outreach – determine needs and

costs to be presented at the EB retreat on September 12th – three bids are requested, with current state contracts (women, minority, or veteran owned)

Budd Bay is women owned Would like to document how to order swag for the new

notebooks Membership will order pens for Conference (style with

stylus on top) – Conference goes with gel highlighter

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option and Public Outreach would go with similar but without the gel highlighter

Motion to approve the above propose to order 1000 pens with the current gel highlighter

Missy Lipparelli

Second Andrea Duane

Discussion – none

Motion carried unanimously Erika to include this topic on the Conference costs for

the General Membership voting email o Policies and procedures-Missy/Andrea/Cindy

o Amee printed out copies of the History Committee policy o Update archives manifest and will keep an archival file on

SharePoint Motion to approve as amended by Kristin Second by Andrea Duane Discussion Motion carried unanimously

o Procedure not needed at this time but a procedure can be addressed at a later date (Amanda to address History Subcommittee Policy and compare formatting to other policies for consistency) – Policy 1000

o Send information on inspiring women to Amee o Budget-Andrea

o Passed around updated Policy and Procedure for review o Contracts and purchasing

Orally reviewed what changes were made on both the policy and procedure documents

Tracked change version is available upon request Amanda to clean up documents under “Policy

Revision”

Amanda will review with fresh eyes, PDF, and posting to SharePoint on the appropriate page

Cindy to post on the website EB to send comments to Amanda on the 21st

o Budget Development and Tracking No longer in tracked changes and posted in the

website Other recommended changes discussed

o Supply and Asset Management Proposed edits discussed Inventory discussed and will be part of the binders

o Motion to approve these policies and procedures as amended

Kristin Ramos

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Second by Erika Summers Discussion – None Motion carried unanimously

o Current expenditures updated since the last meeting and is on SharePoint under the Budget folder

Up a couple of thousand dollars from last update Cash flow document is on SharePoint under

Executive Board/Treasurer/Cash Flow Approximately $68,582

There are line items for all income and expenditures

All subcommittee leads to come to the retreat with anticipated needs for the next biennium to prevent repeated General Membership voting approvals

Budget needed for Transition Meeting

Computer updates would fall under Communications subcommittee

Erika would like “Collected by” to be by the subcommittee name and not a particular person

Amanda will remove the redundancy in the headers and footers for all document

o Leg & Policy – Lonna/Ariel

o Transitioning and tracking legislation o Mentor program draft (following the notes) o Next step is to schedule a meeting with Paulette, but will

wait until the session is over – possibly the last week of July Erika, Lonna, Erika, Melissa, and Leatta to attend the

meeting as well – last time was just the Chair and subcommittee chair

o Lonna to edit punctuation (commas) o The Governor had asked for ideas for childcare – to be

looked into by Leg & Policy – inquire of Paulette if this is still on the Governor’s “radar”

o Motion to approve the Mentoring Program as amended unanimously voted by the Executive Board

o Transition Meeting – July 18 o Rachel Friederich is working on the program and Amanda

Cassidy is working on the presentation Rachel sent out the draft program via email and

provided a draft hard copy at the meeting 2016-2017 Board in the program and 2017-2018 will

be updated on the PowerPoint Add Everlasting Award

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Add section for new members Invite agency directors Awardee supervisors to be invited Second bullet in Professional Development section Accessible database for Professional Development

speakers Ariel will follow up with Rachel and Amanda with

proposed edits Section needed for Executive Board above

Communications Inconsistent formatting with spacing Amee Bahr appointment to be moved to Executive

Board, with a positive spin on the filled ten-year vacancy

o Agenda Add Theme Remove text box frame Leg and Policy reduced by 15 minutes and Meet Our

Members increased by 15 minutes Five minutes needed for each blue line Erika to add to RSVP name of outgoing and incoming

member and alternates Cindy and Andrea to check with respective agencies

to print 125 copies on nice paper Skip raffle for transition meeting

o Conference – August 16 o Professional Development o Information is on SharePoint o Email EB vote on swag and contract

Motion to approve swag by Kristin Ramos Second Missy Lipparelli Discussion – None Carried unanimously

o Total for facilities, room, AV, and food is $18,571 Over the $18,000 maximum Removing some catering options to reduce the price Erika to email the per person cost to the Executive

Board Michelle will vote as proxy for Ann

o Membership-Jeni o Membership meetings

DOT and DOR options for September 2017, August 2018, and September 2018

o EB open positions – Conference and Health and Wellness o Pending

o Strategic planning meeting - September 12

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o More to come o Historian Documents (See end of agenda for document image)

Next General Membership Meeting – Transition Meeting Columbia Room, Legislative Building, Olympia, WA Theme: ________________________ Current Drive: ________________________ 8:00 am Check-in and Converse All 8:30 am Let’s Get Started Communications 8:45 am Meet Our Members Membership -------------- 9:25 am ICSEW … Celebrate Our Success! All (see end of agenda for Annual Report details) -------------- 9:45 am ICSEW Future and YOU! Leg & Policy 10:00 am Alfie Alvarado-Ramos 10:30 am Break and stretch 10:45 am ICSEW …A Look Back (5min) History -------------- 11:00 am Jhenifer Moffitt 12:00 pm Gab and Grub 1:00 pm Campus Tour – Get your steps in! H&W -------------- 1:30 pm Conference Update and Registration Conference 2:00 pm Subcommittee Speed Dating Chair 2:30 pm Linda Williams 3:00 pm Break 3:15 pm Activity TBD…YWCA EEP??? Public Outreach – Leatta to schedule and have Cheney introduce -------------- 3:45 pm Wrap-up, Empower, & Engage - Leatta

Closing Remarks/To Dos/What’s Next

Appreciation expressed to the EB for staying late Leatta Dahlhoff

Accomplishments: 1. Provided over 15 hours of Professional Development to members through 14 special guests/groups

presentations. 2. Presenters include:

a. Stacy Duhon, b. Governor’s Office RaShelle Davis, Paula Avelos and Deb Merle c. Dr. Karin Johnson d. Monica Alexander e. Cyndi Pollard f. Meg Martin g. Amy Blondin/Cheryl Moore h. Vini Samuel i. Tom Mitchell

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j. Tumwater Talkers k. Susan Rohrer and Shanna Stevenson l. Catherine Cadoo m. Cathy Johnson n. Becki Parsons

3. Updated Bylaws, policies and procedures 4. Started using RSVP for meetings, via Survey Monkey 5. Increased catered lunch meeting- up to 3 times per year. 6. Increased budget for promotional materials 7. Appointed Historian position to Amee Bahr, a position that has been vacant for 10 years. 8. Increased average website visitors to 465 people per month. 9. Increased usage of social media.

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Professional Development Conference Voting (Approve/Disapprove options) The Conference subcommittee is recommending that ICSEW order giveaway items for each conference attendee. Water bottles and lunch bags were selected to encourage healthy eating choices and increased water consumption in compliance with the governor's related directives. In years past, these items have been sponsored by various agencies, therefore they have historically presented minimal cost to ICSEW. While we have increased sponsorship this year, we only have partial sponsorships for these specific items, therefore, the Conference subcommittee is needing approval for the expense, estimated at $3,000.00.

https://docs.google.com/forms/d/e/1FAIpQLSfnpklveubx3u6qDtoI8NIvr46WBQTX

M9PH5ZdmEnIKv9PY-A/viewform

Notebook: The Conference subcommittee of ICSEW recommends that the General Membership approve and complete orders for the Notebook at a cost (to ICSEW) not to exceed $700.00 for the 2017 leadership conference.

Water bottle: The Conference subcommittee of ICSEW recommends that the General Membership approve and complete orders for the Water bottle at a cost (to ICSEW) not to exceed $1600.00 for the 2017 leadership conference.

Lunch bag: The Conference subcommittee of ICSEW recommends that the General Membership approve and complete orders for the Lunch bag at a cost (to ICSEW) not to exceed $700.00 for the 2017 leadership conference.

The Conference subcommittee of ICSEW recommends that the General Membership approve and complete orders for the member shirts at a cost (to ICSEW) not to exceed $700.00 for the 2017 leadership conference. One shirt will be given to each representative or alternate member of ICSEW who is working at conference and has not previously received an ICSEW logo'd clothing item.

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EXECUTIVE ORDER 17-XX

IMPLEMENTING A STATE EMPLOYEE MENTORSHIP PROGRAM

WHEREAS, Washington’s state employees provide vital public services to the citizens of this

state;

WHEREAS, attracting talented, qualified individuals to state employment and public service is

critical to continuing to provide the vital public services to the state’s citizens;

WHEREAS, to be an employer of choice and better support the needs of multiple generations,

Washington state government must provide a variety of programs supporting employee growth

and development;

WHEREAS, Results Washington Goal 5: Efficient, effective and Accountable Government

establishes measures to increase Washington as an employer of choice, increase percentage of

state employees who respond positively to engagement questions, and increase the percentage of

state employees who said their leaders create a culture of respect, feedback, and recognition;

WHEREAS, employee retention and succession planning are both current issues facing

Washington and both issues are positively impacted by mentorship relationships and programs;

WHEREAS, a few state agencies have implemented agency-wide mentorship programs and

there is a clear desire for a statewide mentorship program among state employees;

WHEREAS, a statewide mentorship program would provide professional and personal growth

opportunities for state employees;

NOW, THEREFORE, I, Jay Inslee, Governor of the state of Washington, reaffirm my

commitment to state employees and supporting their professional development and growth. It is

therefore directed that:

1. The state of Washington implement a statewide mentorship program open to all employees

in state government and higher education;

2. This statewide mentorship program will provide opportunities for interagency participation

for mentors and mentees;

3. The program will have management and oversight by the Department of Enterprise

Services;

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4. The program will have participation goals set and tracked by the Office of Financial

Management.

5. This program will be available to state employees no later than July 1, 2018.

This order is effective immediately.

Signed and sealed with the official seal of the state of Washington, on this [date] day of [month]

2017, at Olympia, Washington.

By:

/s/

Jay Inslee

Governor

BY THE GOVERNOR:

/s/

Secretary of State

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Statewide Mentorship Program Recommendation

Interagency Committee of State Employed Women Legislation and Policy Subcommittee

May 15, 2017

Executive Summary

At the July 2016 Interagency Committee of State Employed Women (ICSEW) General

Membership meeting, Governor Jay Inslee asked ICSEW to provide input into the idea of a

statewide mentorship program for state employees.

The mission of ICSEW is to better the lives of state employees by advising the Governor and

agencies on policies that affect state-employed women. The concept of a statewide mentorship

program directly ties to this core mission. A mentorship program would provide opportunities for

the professional and personal development of state employed women (and men) by:

Empowering state employees to positively shape their lives.

Developing practical soft and hard skills.

Increasing knowledge of best practices across state agencies and higher education.

Increasing participants’ knowledge and insight about issues and concerns that impact

state employees.

Contributing to the attractiveness of state employment by promoting inclusion and

cultural competency among state employees.

Enhancing interagency collaboration, cooperation and knowledge sharing.

This report is the result of research completed by the ICSEW Legislative and Policy

subcommittee. The subcommittee recommends that a statewide mentorship program for state

employees be established with oversight by a single agency, Department of Enterprise Services

(DES), for accountability and with participation goals created and tracked by the Office of

Financial Management (OFM).

A statewide mentorship program would support multiple goals in Results Washington as well as

provide another avenue for employee growth and development.

This report discusses the value of a mentorship program, discusses the gaps between the

mentorship programs that currently exist in state government and what a successful mentorship

would look like in Washington State.

Mentorship Overview

Mentorship is a formal relationship between two individuals. The relationship takes place outside

of the supervisory chain of command with the purpose of growing, broadening, and

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strengthening personal and professional skills and knowledge. Participation can be within a

single division, agency-wide, or statewide.

The goal of a mentorship program within state government is to provide professional and

personal growth opportunities for participants. By creating relationships between mentors and

mentees, the participants have the opportunity to grow. This could happen within an agency or

across agencies; and within a career field or through a more interdisciplinary approach.

A formal mentorship program would also be a tool to attract talented individuals to state

employment while increasing job satisfaction and retention of existing state employees. A

mentorship program can also aid in agency succession planning and knowledge transfer. With a

successful mentorship program, the state will improve effectiveness and development of current

employees to serve the citizens of Washington in the best and most economical way possible.

A mentorship program is not intended to replace existing employee development activities such

as developmental job assignments, classroom instruction, on-the-job training, job shadowing, or

coaching.

Discussing the GAP

Currently no interagency mentorship program exists in state government or higher education.

There are few agencies with agency-wide mentorship programs. A number of agencies have

identified the need for a mentorship program in their strategic planning but few have

implemented an agency-wide mentorship program.

There is a clear desire among state employees for a statewide mentorship program. As part of its

research, the Legislation and Policy subcommittee collected feedback from ICSEW

representatives and alternates that represent their respective state agencies. Subcommittee

members also talked to agency staff about the concept of a statewide mentorship program and

what would be needed to ensure success. The results are detailed below:

What a Successful Mentorship Program Would Look Like

A successful statewide mentorship program would be developed by a committee of multi-agency

stakeholders (ICSEW would like to participate). The program would have oversight by a central

agency, DES, with program and participation goals tracked by OFM. The mentorship program

itself would include:

Interagency participation for mentees and mentors.

Executive endorsement.

Supervisor support for participation.

A formal online application process. The application would include, but would not be

limited to:

o A way to identify goals for the mentee and the mentor.

o A method to match mentors and mentees, based on goals, expertise,

personalities and preferences.

A mentorship plan with an agreement between the mentor and mentee for establishing

goals, expectations, time commitment and tracking progress.

A curriculum or list of activities from which mentor and mentee will choose from so

they have a roadmap of things they will discuss during the mentorship.

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Formal training provided and an orientation for both mentee and mentor. The formal

training/orientation would include, but would not be limited to:

o Diversity competency covering multi-generation, ethnicity, race, gender.

o Conflict resolution.

o Communication styles.

o SMART goal setting.

At least two evaluations for program participants – a mid-term survey and an end-of–

mentoring relationship evaluation.

A Mentorship Handbook including, but not limited to:

o Program Instructions and Procedures.

o Roles and Responsibilities.

o Conflict resolution.

o Mitigation plan in the event of problems in the relationship or either the

mentor or mentee leaving state employment.

o Resources and references.

o Frequently Asked Questions.

A certificate of completion.

A Statewide Mentorship Program Supports Results Washington

Implementation of a statewide mentorship program supports the Governor’s Results Washington

program. It would specifically align with:

Goal 2: Prosperous Economy: Thriving Washingtonians.

Objective 1.2 focuses on increasing the average earnings of Washington workers. A

statewide mentorship program for state employees would support this goal by:

o Providing an opportunity for employees to obtain the knowledge, skills, and

abilities to take advantage of future advancement.

o Expanding employees’ professional network within and outside their agency.

Goal 5: Efficient, Effective and Accountable Government: Employer of Choice

Objective 1.3 specifies three areas related to state employees’ satisfaction with their jobs:

increasing the number of state employees satisfied with their job; increasing the

percentage of state employees who respond positively to engagement questions; and

increasing the percentage of state employees who said their leaders create a culture of

respect, feedback, and recognition. A statewide mentorship program would support these

goals by:

o Providing a program for professional and personal development beyond the

assigned job duties and an opportunity for employees to participate in the

program, increasing engagement and job satisfaction.

o Attracting talent to state service because the state, as an employer, sees and acts

on the need to provide mentorship to its employees.

o Providing opportunities to broaden participants’ knowledge base and experience.

o Expanding participant’s global view of state employment.

o Creating an environment for the employee to receive and share safe, immediate

feedback outside of the chain of command.

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o Fostering an environment that inspires participants to treat each interaction with

consideration and goodwill.

Recommendation

The Legislation and Policy subcommittee recommends the Governor’s Office review and

approve this report and Executive Order establishing a statewide mentorship program be

implemented.