YOUR CITY. YOUR NEWS. JANUARY 2015 TAKE 5 Page 2 Reporting to Work During Winter Weather Page 4 Conversion of Banking Services to Wells Fargo Page 6 Wood Stove Program IN THIS ISSUE Page 2 BUZZWORTHY Page 3 OUT ON THE TOWN Page 4 WELLNESS Page 7 PERSONAL TOUCH CELEBRATIONS Page 8 CITY EXCHANGE KUDOS CONTENTS TABLE OF UNITED WAY CAMPAIGN EXTENDED TO JAN. 9 There is still time to help Change the Story for children and families in our community. The United Way General Government Campaign has been extended to Jan. 9. Just one of the services your donation can go to support is United Way’s 2-1-1 call center that connects people in crisis to housing, food, utility assistance, job training and other vital services. Your donation of next week’s coffee fund can go a long way. A gift of $25 will answer five calls, and $5 a week would ensure 52 people get connected because of you. See how you can make a difference.
Transcript
Y O U R C I T Y . Y O U R N E W S . J A N U A R Y 2 0 1 5
TAKE5
Page 2Reporting to Work During Winter Weather
Page 4Conversion of Banking Services to Wells Fargo
Page 6Wood Stove Program
IN THIS ISSUE
Page 2BUZZWORTHY
Page 3OUT ON THE TOWN
Page 4WELLNESS
Page 7PERSONAL TOUCHCELEBRATIONS
Page 8CITY EXCHANGEKUDOS
CONTENTS
TABL
E OF
UNITED WAY CAMPAIGN EXTENDED TO JAN. 9There is still time to help Change the Story for children and
REPORTING TO WORK AT THE CITY OF TACOMA DURING WINTER WEATHERThe winter season is here, bringing with the change colder temperatures and the possibility of snow and inclement weather. This information provides an overview of what is expected of you when reporting to work during inclement weather emergencies.
If a work location becomes non-operational (closed) due to inclement weather, non-emergency employees should be allowed to use Personal Time Off (PTO), vacation or compensatory time for the duration of the disruption to services. Only City Manager T.C. Broadnax and Tacoma Public Utilities Director/CEO Bill Gaines, or their designees, can make the decision about whether City offices or work locations are considered to be non-operational.
Employees who report to work during non-operational times will be paid their regular wages for their scheduled time worked.
If the work location is fully operational but the employee is unable to report to or remain at work due to inclement weather, or the employee needs or chooses to stay home, the employee must get approval from his or her supervisor to take vacation leave, PTO or earned compensatory time. If such leave is not available, then leave without pay may be authorized by the supervisor.
If employees report to work but are late, they may be allowed to adjust their work schedule for that week if their supervisor approves the schedule change, and the adjustment aligns with the responsibilities of the job and does not require overtime pay.
Employees are expected to notify their supervisor of their inability to report for work as scheduled, in the same manner as any other occasion. Managers and supervisors must ensure adequate work area coverage for each circumstance to ensure that necessary City services continue.
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NOTE TO MANAGERS
ON ESSENTIAL EMERGENCY EMPLOYEES
All departments in the City of Tacoma should have identified critical, essential
services and functions that need to continue in the event of an extreme emergency. An
“essential emergency employee” is a specific employee whose duties are of such a nature that
they are required to report to work or remain at the work site to continue department operations
during an emergency situation. Generally, essential emergency personnel are those individuals identified to
answer phone calls and those who have the business knowledge to be responsive to critical department
business services provided to both external and internal customers. Backup personnel for those
individuals considered essential emergency personnel should also be identified in the
department’s “Continuity of Operations” plans. Phone trees and processes for communicating
with staff should be identified and established. This is a good time to
practice the use of the phone communication process within
your departments and divisions.
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*Also Available Online
TAKE5 JANUARY 20153
NEWSBUZZWORTHY...
On a case-by-case basis and depending on the nature of the job, managers can assign employees to work from home, as long as they ensure that legitimate, productive work is being accomplished and that the time worked is documented. Checking e-mail and voice mail alone does not constitute time worked. Permission to work at home should be documented with an understanding of what work will be accomplished, with follow-up on what was completed for the time period worked.
The media will be notified by appropriate staff if any City facilities will be closed or have a late start time.
Employees who are required to report to work during an authorized closure will be paid their regular rate of pay for all hours worked, pursuant to Personnel Management Policy 110.
Please check cityoftacoma.org for notification on the status of City facilities and service delivery to the public. In addition to checking in with your manager or supervisor, you can listen to local news radio stations such as KIRO 710 AM, KOMO 1000 AM or check local TV news for notice of any closures. Also remember to call and check your voicemail for messages.
WINTER WEATHER continued from page 2
LIVE IN DOWNTOWN TACOMADid you know that living in Downtown Tacoma has unique benefits thanks to the Downtown On the Go’s Live Downtown program? Learn more on their website.
Occasionally, training schedules are revised. For the latest information, please view the Human Resources Department’s intranet site.
19 Forklift SW Olympics 8:30 - 10:30 a.m.
Basic First Aid/CPR TPU Auditorium 8 a.m. - 4 p.m.
DID YOU KNOW?The recent Judas Priest event at the Tacoma Dome, with special guests Steel Panther, was the most successful date in their U.S. tour. For more information on upcoming events at the Tacoma Dome, please visit tacomadome.org.
Check out the special events calendar for more information on other upcoming events around Tacoma.
NEWSBUZZWORTHY...CITY OF TACOMA COMPLETES CONVERSION OF COMMERCIAL AND MERCHANT BANKING SERVICES TO WELLS FARGOThe City of Tacoma successfully completed the conversion of its commercial banking and merchant banking services to Wells Fargo from Bank of America.
This effort took the greater part of last year, and involved many within the City Treasurer’s Office and other City staff. The conversion provided the City with an opportunity to examine processes and seek out efficiencies and/or enhancements in its banking processes. It also allowed for a deeper understanding of the business practices and unique needs between various departments throughout the City and Tacoma Public Utilities.
In all, the conversion involved:
• The transfer of all City and TPU bank accounts from Bank of America to Wells Fargo • The review of all petty cash accounts and the closure of those that no longer served a
business need; • The transfer of 31 merchant accounts and closure of one, resulting in the setup and
transfer of 34 total merchant card accounts which receive electronic payments;• The delivery of handheld payment devices to TAGRO drivers so they may now accept
electronic payment upon product delivery;• The elimination of printed payroll checks and implementation of direct deposit or paycards
as payment media for all employees and retirees; and• The conversion of the City’s digital, online payment and invoicing system
This transition required the configuration of data files to ensure secure transmission between the City and the bank, and to ensure that information received from the bank could be fully integrated into the City’s SAP system. In addition, it required the education and training of staff across the organization so they can utilize new services and/or access information through a new platform. Vendor outreach was essential as payments made to the City had to be redirected to its new bank.
“While the banking conversion was completed on schedule and within budget, and did not encounter any critical operational or functional obstacles, there were a few minor issues along the way that required creative problem solving by the City Treasurer’s Office, Information Technology, other City/Tacoma Public Utilities departments, and Wells Fargo,” said City Treasurer Teresa Sedmak. “We are very grateful for everyone’s support.”
HEALTH + WELLNESS
BE W
ELL
IMPROVE YOUR HEALTH, BOOST YOUR ENERGY AND DECREASE YOUR STRESS!Your Tacoma Employee Wellness Program – Growing With Better Health – is here! This program gives you the encouragement and tools you need to take charge of your health. The program, open to all City of Tacoma Employees, is simple and customized just for you. Want to fit into your skinny jeans? Chase your kids on the soccer field without feeling winded? Banish some stress? Join coworkers in cool activities? This program gets you there. And it’s easily accessible through your computer, laptop, smart phone, or tablet.
If you would like to earn the 2015 Wellness Incentive ($20 monthly credit), be sure to take 15 minutes out of your day – sometime between Jan. 1 and 31 – to complete your initial Health Compass questionnaire. For more information and/or to complete your questionnaire visit the RedBrick Health Portal. To successfully register for this site, you must use your personalized registration token provided to you in the RedBrick Health Launch Letter (mailed to your home on Dec. 26).
We promise you don’t have to run a marathon or climb a mountain to participate (although you’re certainly welcome to). This Wellness program is personalized to your own interests and health. So log on and begin!
Questions? Email Shannon Carmody at [email protected]. She will also be available at the TMB computer lab on the 15th floor on Jan. 14 from 8 a.m. - 4 p.m. if you have questions or would like assistance with the Health Compass (15-minute questionnaire).
CITY OF DESTINY AWARDS NOMINATIONS ACCEPTED NOW THROUGH JAN. 16Nominations for the City of Tacoma’s 29th annual City of Destiny Awards, which spotlights exceptional volunteers who have worked to drive Tacoma forward, are being accepted now through Jan. 16, 2015.
Eligibility requirements for each of the award categories are available on the current nomination form, which is available in hard copy at the various Tacoma Public Library branches and the TacomaFIRST 311 Customer Support Center (Tacoma Municipal Building, 747 Market St., 2nd Floor).
The current nomination form, and additional details about the City of Destiny Awards, is also available at cityoftacoma.org/destinyawards.
11 D AY S I N T H E L I F E O F
DR. MARTINLUTHERKING, JR.H O N O R I N G H I S L E G A C Y I N 2 0 1 5 T H R O U G H C O M M U N I T Y S E R V I C E
MONDAYJANUARY 19, 201511 a.m.GREATER TACOMA CONVENTION AND TRADE CENTER1500 Broadway in Downtown Tacoma
FESTIVAL OF TREESLast month, the Festival of Trees brought the
sights and sounds of the holidays to the families of Western Washington with a glittering display
of 54 exquisitely decorated trees. This annual event benefits our many children and families at Mary Bridge Children’s Hospital and Health
Center and is organized by a passionate group of community volunteers, the Mary Bridge
Brigade and Mary Bridge Children’s Foundation. Watch the magic unfold at the Greater Tacoma
Convention and Trade Center.
A QUICK LOOK BACK AT THE HOLIDAYS
2014 EMPLOYEE APPRECIATION BREAKFASTEnvironmental Services Director Mike Slevin, Public Assembly Facilities Director Kim Bedier and Tacoma Police Chief Don Ramsdell, along with other members of the City of Tacoma’s Executive Leadership Team, spread some holiday cheer at the 2014 Employee Appreciation Breakfast.
WOOD STOVE PROGRAMIf you live in the Tacoma-Pierce County Smoke Reduction Zone you:
• Can get up to $350 to recycle your old wood stove or insert, or a $1,500 discount towards replacing it with a cleaner device.
• Can find out if you qualify for FREE heating replacement options as a low income household.
• Are required to remove, or render inoperable, any uncertified wood stove by Sept. 30, 2015.
Visit airsafepiercecounty.org or call (253) 798-4540 to learn more.
The City of Tacoma recently finished its American Heart Association fundraising campaign as the second leading fundraising organization in the South Sound.
There were 13 teams and 114 individuals who participated from the City, and the leading City teams were from Community and Economic Development,
Information Technology and Fire. Fred Chun in Public Works was the top individual fundraiser
in the City. Of the $12,176 raised by the City, he raised $657.
CONGRATS!CELEBRATIONSPERSONAL TOUCH
PERS
ONAL EMPLOYEES APPROVED
FOR DONATED LEAVEMellissa Andrews Environmental ServicesChiquata ElderNeighborhood and Community ServicesJacqueline Fuller Environmental ServicesTerry Nord Environmental ServicesJohn Suveg Environmental ServicesVictor Workman Planning and DevelopmentServicesRebecca Weeden Public Assembly FacilitiesLaminda Lawyer Tacoma Municipal CourtKelly Carter Tacoma Public UtilitiesAlan Roberts Tacoma Police DepartmentMichel Rene Volk Tacoma Police DepartmentDavid Anthony Tacoma Public UtilitiesRamona Goree Tacoma Public UtilitiesKarel Wells Tacoma Public UtilitiesNola Spice-Wise Tacoma Public UtilitiesCatherine Violette Tacoma Public UtilitiesWanda Walloe Tacoma Public UtilitiesLloyd Wood Tacoma Public Utilities
If you wish to donate leave, please contact your timekeeper or Human Resources, (253) 591-5400, for a Sick Leave/Paid Time Off Donation Form.
CITY OF TACOMA JOBSFor the latest City of Tacoma job postings, and to submit an application, visit cityoftacoma.org/jobs. Occasionally, closing dates are revised. For additional assistance, call (253) 591-5400, Ext. 1.
CITY CONTINUES TO SUPPORT MILITARY SERVICEA note of gratitude from Timothy M. McKeithen, Brigadier General (P), USARCENT G4 was sent to City Manager T.C. Broadnax for the City of Tacoma’s support of Colonel Molly Harris, and for the City’s commitment to allowing citizen soldiers to serve their country.
ENVIRONMENTAL SERVICES AND INFORMATION TECHNOLOGY DEPARTMENTS CONTINUE TO IMPROVE PROCESSESWith assistance from John Shell, J.R. Smith and Bob Saucier in Information Technology, Erik Carlson in Environmental Services rebuilt the Call-2-Haul appointment database to improve processes for his colleagues and ultimately enhance their customer service capabilities.
ENVIRONMENTAL SERVICES EMPLOYEE CONTINUES TO MAKE A DIFFERENCEKudos to Shauna Hansen in Environmental Services from a local area program for her efforts to engage the community in a thoughtful way, offering creative suggestions and providing great insight on all things having to do with canvassing, event planning and the execution of community activities.
EMPLOYEES IN FINANCE AND PUBLIC ASSEMBLY FACILITIES CONTINUE TO PROVIDE GREAT CUSTOMER SERVICEKudos to Seth Hartz, Christopher Bloom and Marie Holm in Finance, and Amanda Paris in Public Assembly Facilities, for the level of service and attention they put into their work. “They always respond in a timely fashion and are very efficient in processing any of the questions we have,” wrote a customer.
RESIDENTS APPRECIATIVE OF TPD OFFICER’S SERVICEKudos to Tacoma Police Department Officer Craig Bennett from community members for his service and guidance in dealing with a difficult situation. “Keep up the excellent work,” they wrote.
COMMUNITY MEMBER IMPRESSED WITH NCS EMPLOYEE Neighborhood and Community Services’ Crime Free Housing Program helps landlords create a more safe and healthy environment for their tenants. ChiQuata Elder, who coordinates the program for Community Based Services, was recognized for her professional, organized presentation at a recent training by one of the event attendees who referred to her as “a professional, who is competent in her field and represents the City as well as our Mayor.”
WAY TO GO!KUDOSEXCHANGE
CITY There are no new items listed.
For full details about items available through City Exchange, please visit the Green Team site at gnet/greenteam, go to “Waste Reduction,” then “City Exchange.” Contact the Office of Environmental Policy and Sustainability at [email protected] or (253) 502-2223 if you would like to add or remove items from the list.
Would you like to see the great things your
department is doing highlighted in Take5? Have workplace tips, kudos, fun
stories and more that you’d like to share with your fellow employees? Submit content for the
February 2015 issue of Take5 by Jan. 15 at 10 a.m. to [email protected]. If you have
general comments, questions or suggestions about Take5, contact Maria Lee in the Media
