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INSIDETRACK Newsletter March/April 2016 I By employees, for employees, about employees Take a walk with Mayor Caldwell Heidi Olmedo — HR Get your free ticket to the second-annual Mayor’s Walk on May 20 at 6 pm. This one-mile walk will start at the High Adventure Park located on Grant Avenue and end at the Ogden Marathon finish line. Registered walkers will receive a shirt and a special commemorative coin from the Mayor himself! Any City employee who would like to participate in the Mayor’s Walk should contact Human Resources for their ticket. Spouses, children, or other interested parties are $10 per person. Grab a Bite at Ogden Restaurant Week Kelsy Thompson — Marketing On April 7 -17 enjoy uniquely priced specials at more than a dozen downtown Ogden restaurants. Get two-course lunches for $10 or three-course dinners for $17. It’s a great time to explore and experience Ogden’s great restaurants and their delicious menus. Visit www.visitogden. com/restaurantweek for participating restaurants. Make A Difference Day is an invaluable tradition in our community. Hundreds of volunteers clean up all the debris that winter left behind and preparing for the summer months ahead. April 30 kicks off this city-beautifying event with the rivers and parkway trail cleanup, and we’ll keep the momentum going by sponsoring and supporting projects in the community, including a food drive for the local food banks. On May 12, you’ll find employees painting the stadium and the Junction parking lot and prepping and planting flower beds in the Municipal Gardens and both golf courses. The Police department is taking donations for the children of Bonneville Elementary, and our Fire department will be feeding lunch to everyone who volunteers for Make a Difference Day. It’ll be a great day of spending time outdoors with your coworkers and making a difference in our community. We hope to see you there! More volunteers are needed on April 30! Contact Stacy at x8214 for more information. Stacey Olsen — Public Services Make A Difference The future of Ogden’s identity combines its edgy, railway roots with our much-loved downtown atmosphere and unbeatable outdoor opportunities to create an untamed mountain-metro. Watch the full brand presentation to learn more. The marketing team is here to facilitate your department’s efforts to share your product with your audience. We have many communication channels to share your product with the citizens of Ogden, such as our website, city newsletter, social media channels, employee newsletter, or even topic-specific videos to drive your message home. Ogden City: Still Untamed Kelsy Thompson — Marketing Kelsy Thompson — Marketing Join us for the Bark in the Park Pet Fair Bring your mutt (or other pet) and join Animal Services Saturday, May 7 at 8 am. for Mutts on the Mountain, a 5k run on the beautiful Bonneville Shoreline Trail. Registration costs $25 and covers entry to the race and a backpack stuffed with goodies! Race ends at Lorin Farr Park. After the race, join us for the Bark in the Park pet fair at 10 am. This non-profit pet fair will have low- cost vaccines, educational booths, free pet goodies, and fundraisers to help raise money for homeless pets and vet care. To register, call Animal Services at x8244 or visit them in person at 2186 Lincoln Ave. Learn more about both events at barkinthepark.ogdencity.com. ---PAGE BREAK--- Employee Spotlight Mark Johnson Chief Administrative Officer Where were you born and raised? Born in Salt Lake City—raised in Roy. Where did you work before you came to work for the City? MarketStar. If you could have any job you wanted, what would it be? CAO of Ogden City. Where did you go to school? Weber State University. Tell us about your family: I have a great wife named Gayle, four children, and nine grandchildren. What are some of the things you like about Ogden City? Hiking, people, events, people, mountains, people, rivers, people. What is your dream vacation? Australia and New Zealand Who is your hero? My wife. What do you think of when you wake up in the morning? It can’t be time to get up already. Tell us something very few people know about you. I was extremely shy when I was younger. What is your favorite sound? My wife’s laugh. Where is your favorite place to shop? Eddie Bauer. What is your favorite candy? Wintergreen Lifesavers. What characteristics do you most admire? Honesty, a sense of humor, and hard work. What are your favorite foods? Good steak and dessert. What was the last book you read? The Metropolitan Evolution. Emergency Preparedness: Earthquake Safety April 4-8 is the State’s Be Ready Utah week, and April 21 is The Great Utah Shakeout. Use this month to prepare yourself to Drop, Cover, and Hold On wherever you are on April 21. What can you do now: • Move or secure things that could fall on you. Look for books, potted plants, and heavy objects that could injure you during an earthquake. • Heavy objects, such as computer terminals and top-heavy furniture may be a threat. Determine how they can be secured. If they cannot be secured, be ready to move away from them in an earthquake. • Ensure your water heater and other major appliances are strapped down appropriately and have flexible connectors. • Be ready to move away from windows. They can break during an earthquake. • Store emergency supplies. • Know the emergency procedures of your home, workplace, children’s schools, etc. • Register for CODE RED for emergency notifications. For more tips and ways you can protect your family go to Putting Down Roots in Earthquake Country: Your Handbook to Earthquakes in Utah or check out The Great Utah Shakeout’s website to learn more about how to prepare for an earthquake. Ryan Perkins — Emergency Management Jennifer Deachin — IT Be Aware on the Web Computer security is the protection of computers, networks, and all the data one stores and/or enters into a public or personal computer system. The definition of computer security can range from malicious software and the negative effects it imposes on a system to the protection of personal information from theft or fraud. The City is responsible for maintaining computer security standards set by: • PCI (Payment Card Compliance) • HIPAA (Health Insurance Portability & Accountability Act) • UCJIS (Utah Criminal Justice Information System) • FBI (Federal Bureau of Investigation) To keep yourself safe on the web, make sure to change your password periodically and use common sense when opening emails or giving out personal information. TECH TIME ---PAGE BREAK--- Employee Spotlight Where were you born and raised? Here in good ol’ Ogden. Where did you work before you came to work for the City? I was a cosmetologist and dance teacher. If you could have any job you wanted, what would it be? An actress, but I can’t act! Haha. Where did you go to school? Ben Lomond High School and the Ogden- Weber Applied Technology College. Tell us about your family: I have two wonderful parents and an amazing sister and brother-in-law. I am currently engaged to my best friend and the love of my life, Mitch, and will be gaining a sweet step-daughter. I have three darling nephews and will soon have two more, along with four nieces. What are some of the things you like about Ogden City? I love our mountains! They are so beautiful to look at during all of our seasons, and I love that they are so close to our homes. I am proud of the way our city is growing, and I like the fact that it offers something for everyone. What is your dream vacation? To travel to New Zealand or Italy to meet my family that lives there. Who is your hero? My parents. I look up to both of them so much and I am thankful I was raised by such incredible people. Tell us something very few people know about you. I am deathly afraid of snakes. What is your favorite sound? My nephews’ voices. What is your favorite candy? Swedish fish. What is your favorite food? Sushi is my Italian, Mexican, Chinese—I am not a picky eater and pretty much love every kind of food. Abbie Zampedri Recorders Office Injured on the job? Heather Briskey — Risk Management Follow these steps if injured at work: • Employee will immediately go to WorkMed with their direct supervisor for a drug screen. • Employee must completely fill out employee report of accident form. • Employee’s supervisor must fill out the supervisor report of accident form. • Send the accident reports to Heather Briskey in HR/Risk Management within 24 hours of the injury. • Please follow up with Heather Briskey after every doctor’s appointment that involves your industrial accident. Workers Compensation Information TriStar Risk Management: Address: 45 West 10000 South #307 Sandy, Utah 84070 City claim adjustor: Jolene Bell — [PHONE REDACTED], Ext:2213 If the medical facility needs a claim number, have them contact Heather or Jolene. Call Heather Briskey [PHONE REDACTED] if you need any other additional information regarding your claim. Map of the Month: Mailing Tool Have you ever needed to send out many letters to the public in a certain geographic area? It can be a very daunting task, but the GIS team has created a simple tool that will create mailing labels instantly. You can search by address, roads, or various administratve boundaries inside the city. This will help you quickly generate the labels and save you hours of work. Give it a try today! Kolt Wright — GIS Analyst Congratulations to Abbie on receiving a Certified Municipal Clerk Designation! ---PAGE BREAK--- Am I doing this right? Julia LaSeure — Recorders Office Creation Know which copy is your “record copy” and minimize duplicates. Use centralized filing systems if necessary. Duplicates can pile up, costing organizations much in terms of space, filing equipment, and sometimes litigation costs if the original record was (and all copies should have been) destroyed according to an approved retention schedule. Active Use Records in active use need to be found quickly. They also receive frequent handling, and so should be housed in such a way that would minimize damage. • A properly-managed file drawer will use no more than 23 to 24 inches of the 27 inches of clear capacity (if using traditional upright file drawers). • Active file drawers should have between 5 to 20 file guides (based on the classification scheme (e.g. A-F, or 1000-3999). • File folders should all have the same basic tab style. The folders should be durable, at least 11-point for frequent use out of the file and 14-point pressboard for heavy use. • Standard folder labels should be used, and they should be typed rather than handwritten. • Manila folders are designed to hold a maximum of 3/4” of paper. An optimum folder should contain from 20-50 pages. • Hanging file folders should only be used in conjunction with manila folders, not with papers stuffed into the hanging file alone. • Filing systems should only be used for storing files. Books, office supplies, and lunch should not be stored in filing cabinets. • Centralize the filing of common interest records to one location under one supervisor. File specialized records in departments where handled and establish handling procedures. • The use of microfilm or imaging systems will reduce the need for space, mitigate damage through handling, as well as facilitate the search for records. • Remove files from active file space when they are used less than once per month. A Record or Not a Record That is the Question Title 63G, Chapter 2 of the Utah State Code – Government Records Access and Management Act (GRAMA) spells it out for us: A record IS a book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material regardless of physical form or characteristics. GRAMA states that a record is information “prepared, owned, received, or retained” by a governmental entity and must be reproducible. Information not related to government business or not “prepared or received” in an official capacity is not a record. We would be happy to assist you if you have questions and will work with you to create a plan for retention/destruction as necessary. Contact Julia at x8152. CAREER SERVICES 20 Years Troy Burnett — Police 15 Years Kevin Judkins — Water Jon Fretwell — Fire 10 Years Elias Castellon — Fleet & Facilities Debi Colvin — Justice Court Brandon Woods — Fire 5 Years Levi Coleman — Fire Ty Veenendaal — Fire Ryan Hyland — Fire Erick Gonnuscio — Police Jared Nielsen — Police Matt Ward — Police Douglas Dunbar — Police Thomas Caygle — Police Justin Richins — Police Retirement Chris McAllister — Police Kevin Mann — Police 30 Years Simone Penrod — PW&P Kent Killpack — PW&P 25 Years Colleen Simpson — Water Martha Reynolds — Water Rehabilitated homes available for purchase by fire or police employees Lloyd Parry — Community and Economic Development There’s never been a better time to buy a home in Ogden. These are just two of several that homes have been rehabilitated by licensed contractors including plumbers, electricians, and heating and air-conditioning professionals. These and other homes may be purchased by fire fighters and police officers. Learn more about the program and see more houses on our website.