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INSIDETRACK Newsletter January 2016 I By employees, for employees, about employees Try the new portal manager City employees can use a new portal manager to install and update certain software without requiring permission and assistance from IT. 1. Go to your start menu. 2. Click on Landesk Management. 3. Click on Portal Manager to open a list of options. 4. Put a check mark in the box of the software you wish to install or update. 5. In the gray bar, click Launch. 6. Software will begin to download or update. If the software requires a reboot, this will happen automatically. So make sure all your work is saved and programs are closed before beginning. Fill Up Without Fattening Up Want to eat more and weigh less? Think “density” when choosing foods. Juicy melons, pears, cucumbers, broccoli, and berries have lots of water and fiber while containing little fat and calories. When you eat foods dense in everything but fat and calories, it not only keeps you slim, it also revs up the nutritional quality of your diet. Source: www.realage.com TECH TIME HEALTH TIP Heidi Olmedo — HR Jennifer Deachin — IT Council Members and 2016 Leadership Sworn into Office Brittany Griffin — Council The newest Ogden City Council members were sworn into office on January 4th, and the new Council has elected its leadership for the year. Council members Ben Nadolski, representing Municipal Ward 4, and Luis Lopez, holding an At-Large seat on the Council, took their places on the Council. Council Member Richard Hyer, representing Municipal Ward 2, was also re-elected this year. Council Member Marcia White, who has served on the Council since 2014 and on Council leadership in 2015, was elected as Council Chair, and Council Member Bart Blair, who has served on the Council since 2010 and on Council leadership in 2012 and 2013, was elected as Vice Chair. Council leadership serves for one year and is responsible for giving direction to the Council Executive Director to set the agenda for all City Council meetings. The Council Chair presides at all City Council meetings, signs all ordinances and resolutions passed by the Council and serves as a representative of the Council as a whole. The Vice Chair performs all duties and functions of the Chair in her absence as well as specific assignments for the Vice Chair. From left to right: Council members Ben Nadolski, Richard Hyer, and Luis Lopez Mayor Mike Caldwell elected to second term Cami Orr — Marketing In his inauguration speach, Mayor Caldwell commended the great work being done by City employees and said he is grateful for all they do. Looking ahead, Caldwell said he expects to have a busy four years, focusing on sustainable economic development and continuing the trend of being a fast-growing city with safe neighborhoods and a robust downtown atmosphere. Subscribe to Ogden’s YouTube Channel ---PAGE BREAK--- Diana Lopez Police Where were you born and raised? I was born in Michoacan, Mexico and moved to good old Ogden at the age of four. I still visit family in Mexico regularly and love going back! (Update: my town recently got paved roads! Ya, it’s really small.) Where did you work before you came to work for the City? Juvenile Court—I was a juvenile probation officer in Ogden. If you could have any job you wanted, what would it be? I would own a spa so I could get massages whenever I wanted! Where did you go to school? I graduated from Ben Lomond High School, Weber State, and the University of Phoenix. Tell us about your family: I live with my boyfriend and we have his two boys (two and four years old) every weekend. They are super boys and they have no fear! When our immediate families get together, we have about forty loud, crazy, fun, and loving Mexicans driving each other nuts! What are some of the things you like about Ogden City? There is so much to do, the mountains are ridiculously close, the diversity continues to grow, and the people are kind. There is no place like Ogden. What is your dream vacation? Backpacking through Europe so I can sleep in a different place every night. What characteristic do you most admire? Strong morals that people truly live by. What do you think of when you wake up in the morning? I sure do wish I could see without my contacts! Who are your heroes? My parents. Being the first in our family to leave Mexico and come to the U.S. without knowing the language took a tremendous amount of courage, strength, and faith. I KNOW my life would be much more difficult if they had not brought me here. Employee Spotlight Here are a few examples of City divisions and the records they create and are responsible for from creation through the required retention and finally disposition: • Parks and Recreation has 14 record series with retention ranging from one year to permanent retention. These records include public and private designations. • Planning and Zoning has 16 record series; all but one of them require permanent retention and all are public. • Public Utilities has 37 record series with retention ranging from one year to permanent. Some have event- based retention, meaning the retention period begins when a certain event occurs such as replacement of a meter or when a new property owner signs up for services. These records include public, private, and PROTECTED designations. How long is forever? When we talk about records being “permanent,” that means forever—not 100 years, 500 years, or even 10,000 years. Yes, there are record series with a retention period of 10,000 years, but “permanent” means those records must be kept until the end of time. They can never be destroyed. Do you have records stored on floppy disks, CDs, or thumb drives? The software and hardware we are using now won’t be around forever. How will you access that information in the future? If you store electronic records, such as a database, you need to have a plan for migrating those records until they meet their retention, even if it’s forever. You may not know it, but CDs are not recommended for long-term storage. Why? Because the materials in a CD breakdown. CDs are not recommended for storage longer than five years. That means every five years you should be copying all the files from the old media to new media and migrate the information to new software versions for continued readability. This is something that should be included in your budget as it is an ongoing process and expense to your division. Are you scanning everything to create a paperless office? Scan and destroy is not a recommended method of records management. Scanning documents is fine, but destroying the original has serious consequences in the records world. If you are scanning documemts and then destroying the original paper record, please stop. Tired of hearing about records? Keep reading! Julia LaSeure — Recorders Office We’re here to help! Can I come visit with you and take a look at your records? Call me at ext 8152 Together we can come up with a plan to better serve your needs and to protect the City’s records for the future. ---PAGE BREAK--- Safety Tip: Safe Snow Removal Heather Briskey — Risk Management Shoveling snow can be strenuous, particularly because cold weather can be taxing on the body. There is a potential for exhaustion, dehydration, back injuries, or heart attacks. Warm-up before going out to shovel. Scoop small amounts of snow at a time, and when possible, push the snow instead of lifting it. Be sure to takes breaks inside to stay warm and give your muscles a rest. CAREER SERVICES 30 Years Chris McAllister — Police 20 Years Ron Dunn — Water 15 Years Casey Wettstein — Fire 5 Years Bryce Cantwell — Police Map of the Month: Ogden City Cemetery Jennifer Deachin — IT Resolve to prepare for emergencies Each month read and practice the new tip provided here from Ogden City’s Emergency Preparedness Manager. Find more tips and tools at the Emergency Preparedness website. The most effective method for surviving a disaster is to be prepared: • Know ahead of time what types of disasters are likely for your area. • Practice your plan often. • Decide how you’ll stay in touch with loved ones. Set up a meeting place right outside of the home as well as another location outside your neighborhood in case of evacuation. • Establish an out-of-town point of contact who knows your emergency plan; make sure children know how to contact this person. • Learn about existing preparedness plans in your area and make sure your plan correlates. Ryan Perkins — Emergency Management Ogden City Cemetery records are online and searchable cemeterymap.ogdencity.com Search for residents of the cemetery by name, birthday, death date, or name of a parent. Proper technique for shoveling snow ---PAGE BREAK--- 2015 in Review Award-winning work by Engineering Our Engineering division has been recognized with two awards for their work on the Grant Avenue Promenade. The 2015 Active Transportation & Health Summit recognized Ogden City with their award for Outstanding Project, and the American Council of Engineering Companies (ACEC) Utah Chapter presented Ogden City with their Grand Award in Transportation. This wasn’t just regular street maintenance. Justin Anderson, City Engineer, tells us “the functionality of the street was put back differently following a complete-streets model.” Teaming up with Caldwell Richards Sorensen (CRS) and Big D Construction, they didn’t just rehabilitate the street, they created a new corridor that invites and draws people into the downtown area. Engineering was commended for the work, but Justin is quick to point out that it was a collaborative effort between the Planning division, Community and Economic Development and Public Services that made it a success. “The project finished on time and within budget,” adds Frank Hammond, Principal Engineer, “because everyone pitched in and did their part.” Take a walk, drive, ride, roll, or stroll along the Grant Avenue Promenade to experience it for yourself. With a dedicated bike lane and landscaped areas separating the street and sidewalk along with beautification of the intersections and medians, you’ll quickly see what all the fuss is about. Watch for sign markers of the awards to be installed in the spring at either end of the promenade. Cami Orr — Marketing Perfect Score On Sanitary Survey Kenton Moffet — Water Services Utah Division of Drinking Water gave Ogden City a better than perfect score on its drinking water system. Kenton Moffett, Public Utilities Manager, said “recent projects funded by rate payer dollars have helped bring the Water Utility to this accomplishment. These projects, coupled with some of the best operators in the state, have brought Ogden City’s water system to this level of excellence.” Hello, Public Ways and Parks Division of Ogden City; I want to express my appreciation for all the hard work your employees perform to help our city be a great place to live. They keep it clean, keep the leaves out of the street gutters (today for the third time in as many weeks), clear the city streets of snow, and of course they, along with the community service workers, set up our beautiful downtown Christmas Village over many weeks of hard work. Thank you so much! 7,857 I.T. work orders 3,808 Dial-A-Dumpsters 53 recreation programs 3.3 billion gallons treated at Water Treatment Plant 52,400 rounds p l a y e d a t E l M o n t e a n d M t O g d e n G o l f C o u r s e s 139 new trees planted 494 volunteer projects 8 major engineering projects completed 6,361.5 lbs donated by City employees our Ton of Love goal P ol ic e re sp on d e d t o 8 4 , 4 1 7 c a l l s 138 resolutions, proclamations, and ordinances adopted by City Council 172 boxes archived