December 2019

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TABLE OF CONTENTS

4. EMPLOYEE APPRECIATION RAFFLE WINNERS

4. PIERCE TRIPS’ MILESTONE REWARDS

5. NEW DEPUTY CHIEF OFFICER

5. 2020 WAGE ADJUSTMENTS

6. UPDATED INCLEMENT WEATHER POLICY

7. VESTING

7. SALLY SHERMAN’S RETIREMENT

7. JANUARY TRAINING CALENDAR

8. 2019 SHIPPING DEADLINES

9. NEW SAFETY DIRECTOR

10. INFORMATIONAL SESSION AVAILABLE ON ZOOM

11. ACCESS CHANGES COMING TO TMB NORTH

11. RETIREMENT SYSTEM UPDATES

12. RESIDENTIAL CURBSIDE RECYCLING CHANGES

13. MONSTER JAM

14. T-TOWN

14. EMERGENCY NOTIFICATIONS

15. SYSTEM ONE SCHEDULE

15. KUDOS

16. BIA SECURITY ESCORTS

16. DONATED LEAVE

17. PST FILES

17. CLEANING OUT OLD DATA AND DEVICES

18. BLOCKING UNWANTED CALLS & TEXTS

19. VANPOOL RIDERS

20. TRANSLATION SERVICES CONTRACT AVAILABLE

23. HOW TO RECEIVE AND SHARE INFO

24. WHAT TO DO THIS WEEKEND

25. PRESENTATIONS TO THE CITY COUNCIL

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AN IMPORTANT REMINDER ABOUT PERSONAL PACKAGES DELIVERED TO EMPLOYEES AT THE TACOMA MUNICIPAL BUILDING (TMB) AND TMB NORTH

During the holidays, shipments of personal packages create a burden upon Mail Services staff and impact their ability to complete City work.

Employees are asked not to ship personal packages to their City work addresses. If personal packages are sent to TMB or TMB North, please be aware of the following:

Some personal packages for employees are delivered directly to departments (for instance: UPS, FedEx, and Amazon).

• PLEASE DO YOUR BEST TO MINIMIZE THE IMPACTS OF THESE DELIVERIES ON STAFF Some personal packages for employees have to be picked up by Mail Services (for instance, United States Postal Service).

• MAIL SERVICES WILL NO LONGER DELIVER PERSONAL PACKAGES TO EMPLOYEES

• MAIL SERVICES WILL NOT NOTIFY EMPLOYEES THAT THEY HAVE RECEIVED PERSONAL PACKAGES

• MAIL SERVICES CANNOT ACCEPT LIABILITY FOR PERSONAL PACKAGES

Please be aware that the City’s Ethics Code prohibits employees from using City staff, property, or resources for personal gain. TMC 1.46.030.

REMINDER ABOUT PERSONAL PACKAGES DELIVERED AT WORK

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Thank you to everyone who attended this year’s Employee Appreciation Breakfast. Several lucky employees won some great door prizes!

COLEMAN CAMPING GEAR #1 - ALAN OAK, PUBLIC WORKS

COLEMAN CAMPING GEAR #2 - JEFF NANAKUL, ENVIRONMENTAL SERVICES

NESPRESSO ESSENZA - YEFIM STRUPINSKIY, ENVIRONMENTAL SERVICES

2 TICKETS TO SPONGEBOB THE MUSICAL - FRANK SARMIENTO, ENVIRONMENTAL SERVICES

FIRE HD 8 - BEN THURGOOD, HUMAN RESOURCES

FIRE HD 8 - GREGORY ERNSBERGER, PUBLIC WORKS

YETI COOLER - ERIC TATE, ENVIRONMENTAL SERVICES

$50 FANDANGO GIFT CARD + MOVIE CANDY - BELINDA GALLOWAY, MUNICIPAL COURT

$50 FANDANGO GIFT CARD + MOVIE CANDY - AMANDA THIBEAULT, INFORMATION TECHNOLOGY

$50 FANDANGO GIFT CARD + MOVIE CANDY - LINA HAMMOND, TACOMA PUBLIC UTILITIES

$50 FANDANGO GIFT CARD + MOVIE CANDY - DAN TAYLOR, ENVIRONMENTAL SERVICES

MEAL PREP CONTAINERS - SUSAN HAIGH, CITY ATTORNEY’S OFFICE

INSTANT POT - MARK THESSEN, PUBLIC WORKS

$60 PACIFIC GRILL #1 + $25 UBER - JOHN MCCLEES, TACOMA VENUE AND EVENTS

$60 PACIFIC GRILL #1 + $25 UBER - JOHN SHELL, INFORMATION TECHNOLOGY

BABY/PET MONITOR - WENDY HOBSON, HUMAN RESOURCES

65” TV - ANGIE SKRABAK, TACOMA POLICE DEPARTMENT

65” TV - SAMOL HEFLEY, FINANCE

Pierce Trips’ Milestone Rewards program ends soon! But wait! There’s still time to win! Smart commuters have until Tuesday, January 7 to log their 2019 smart trips to earn their Milestone Reward.

Check out the Pierce Trips Campaigns page to learn about other opportunities to win, be a super commuter and continue to take smart trips! Need other information about the Employee ORCA cards? Check out the Commute Smarter intranet page.

Pierce Trips' Milestone Rewardsends soon

2019

Nick Bayard most recently served as Director of The REACH Center, an organization that provides education, housing, employment, leadership development, and behavioral health resources to thousands of youth and young adults throughout Tacoma/Pierce County. Over the past five years, he has played a pivotal role in expanding the region’s continuum of care and services for youth and young adults experiencing homelessness. Bayard developed and leads a course at the University of Washington/Tacoma focused on institutional and structural racism within the nonprofit sector, and has led equity initiatives in both nonprofit and government arenas. He is a Returned Peace Corps Volunteer from Paraguay and speaks Spanish and Guaraní (Paraguay’s indigenous language). Bayard is also a certified mediator, a musician, an Eagle Scout, and the Scoutmaster of Tacoma’s Boy Scout Troop 299.

Bayard holds a master’s degree in Public Administration in International Development from Harvard University’s John F. Kennedy School of Government and a bachelor’s degree in Environmental Studies from Brown University. He and his wife, Sedia, live in Tacoma with their three children.

CITY WELCOMES NEW DEPUTY CHIEF OFFICER OF EQUITY NICK BAYARD

WAGE ADJUSTMENTS FOR NON-REPRESENTED EMPLOYEES EFFECTIVE JANUARY 1, 2020

The City Council has approved an ordinance that provides a general wage increase of 3 percent for all non-represented classifications, excluding the City Manager and TPU Director, which will go into effect Wednesday, January 1, 2020 and be reflective in the paycheck provided on Friday, January 10, 2020.

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UPDATED INCLEMENT WEATHER POLICYEmployees who are unable to report for work because of inclement weather should follow the department/section’s process for calling in an absence, and indicate the type of leave they will be using when calling in. The following leave may be used: accrued compensatory time, personal time off, or vacation leave; accrued sick leave (up to three days each calendar year); or leave without pay. Employees may designate the absence as MPSL (Mandatory Paid Sick Leave) when qualified. The City Manager and Public Utilities Director may authorize up to two hours of paid time for tardiness and/or early departure when inclement weather conditions warrant.

This policy replaces PMP 110 to reflect Tacoma Municipal Code section 1.12.280, “Inclement Weather or conditions,” which provides that the City Manager and Director of Utilities may declare an inclement weather condition to exist, and addresses potential allowances for tardiness or early departure and available leave usage upon such declaration. Please refer to this policy, your collective bargaining agreement (if applicable) and Tacoma Municipal Code section 1.12.280 for additional information and for instructions regarding essential personnel.

During inclement weather, information may be available on the City’s webpage, social media outlets, local TV, and radio stations. The City’s emergency phone line is (253) 591-5333. For information on road conditions, winter driving, and travel alerts, please refer to information provided by the Washington State Department of Transportation.

TACOMA EMERGENCY MICRO-SHELTERS SITEThe City Council recently approved a contract with the Low-Income Housing Institute to operate a temporary emergency micro-shelters site at 802 Martin Luther King Jr. Way for a duration of eight months including setup and removal.

The site is expected to be operational in December.

The site is in response to the health and safety concerns from the growing encampment at People’s Park.

Several City departments are assisting with the construction and implementation of the site. If you have questions, concerns or comments, please contact Allyson Griffith at *5119.

For more information about the City’s Authorized Encampment Sites visit us online at cityoftacoma.org/authorizedencampments.

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While vests may no longer be popular, vesting will continue to be a big deal. If you are a member of the Tacoma Employees’ Retirement System (TERS), a milestone occurs when you reach five years of credited service.

TERS service credit begins when you join the retirement system, not necessarily when you start working with your respective employer. Some positions are exempt from TERS membership, and other interruptions in your employment such as a temporary position, leave without pay or military leave can cause your credited TERS service to be different than your employment service time.

If you separate from employment before you have five years of credited TERS service, you are entitled to a refund of all of the contributions you have made as well as the interest that has been credited.

Once an employee has accrued five years in TERS, however, they are categorized as “vested”. This provides you with additional benefits. You can also vest in TERS at age 60 or through a combination of five years with portable retirement systems.

In this case, if you separate from employment you can now leave your contributions in TERS by electing to “defer” in writing. This means that TERS will continue to credit you with interest on a quarterly basis. You can then elect to retire from TERS once you meet retirement eligibility requirements. Alternatively, if you have accrued five years in TERS and then separate you can withdraw all of the contributions you have made as well as the interest that has been credited. And because you are vested you are also granted an additional amount. So if you are getting close, pay attention to your five year anniversary with TERS.

Additional information is available at cityoftacoma.org/ters. If you have questions about retirement, contact TERS at TERSretirement@cityoftacoma.org or (253) 502-8200.

Vests May Have Gone Out of Style, Vesting Has Not

IT Department Invites You to Celebrate

Sally Sherman’s Retirement on

DECEMBER 30Potluck Celebration:TMB North, Room 16

When:Monday, December 30, 201911:30 a.m. - 1 p.m.

Questions? Contact Kathy Lapp at klapp@cityoftacoma.org or (253) 502-2271.

JANUARY TRAINING CALENDAR

CLICK HERE

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2019 SHIPPING DEADLINES

FIRST-CLASS MAIL® SERVICE Dec. 20 Hawaii Dec. 19 Alaska Dec. 18

PRIORITY MAIL® SERVICE Dec. 21 Hawaii Dec. 19 Alaska Dec. 19

PRIORITY MAIL EXPRESS® SERVICE Dec. 23 Hawaii Dec. 21 Alaska Dec. 21

NEW MEASUREMENTS FOR SHIPPING RESTRICTIONS

If you are using regular postage stamps when shipping packages, and the item is more than ½” thick, or weighs more than 10 ounces, you must take the item to a USPS retail counter (the Post Office). Here are some options:

1) Go to USPS.com, sign up for Click-n-Ship, pay for postage online and print off your label.2) Use the Post Office self-service kiosk to purchase a postage label (debit or credit only).

For details, please visit the USPS website .

Have questions pertaining to mailings that your department is planning to do? Contact Senior Stock and Mail Processor Wayne Birdsell at wbirdsell@cityoftacoma.org or (253) 594-7866 or Mail Services Supervisor Eileen Foraker at eforaker@cityoftacoma.org or (253) 502-8140.

LOSS OF CITY-OWNED PROPERTY OR FUNDS

Do you know what you are supposed to do when you have lost your City-issued phone, or if you have had your car broken into and your work tablet stolen? How about when City-owned equipment or materials disappear from a job site? As a public entity, the law requires the City to report to the State Auditor missing or stolen items, or any indication of fraud as soon as we know of it.

Currently, many departmental processes and procedures exist throughout the City to handle the loss and at times the loss is not reported at all. In an effort to improve this process, Risk Management has created a SharePoint site that centralizes the process with a Loss of Property or Fund form. The form should be completed by the employee who discovered the loss.

Once completed, a notification will be sent to the employee’s supervisor to approve and add additional information if needed. Depending on what the user selects as the type of loss or issue, notifications are sent automatically to Finance, Risk, IT/UTS Security, and Treasury so each department can follow the necessary procedures as required.

If you have questions, please reach out to Kristy Baker at (253) 591-5458 in Risk Management.

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City Manager Elizabeth Pauli and Tacoma Public Utilities Director Jackie Flowers have selected Laurie Hardie for the position of Safety Director. Hardie assumed her new role effective December 2, 2019.

“Our joint efforts to establish an organization-wide safety program support our overarching commitment to cultivating a safer workplace environment where employees can grow and thrive,” said Pauli. “Our new Safety Director was selected through an extremely competitive recruitment process that encompassed three months of extensive review and vetting, and we are confident that she has the knowledge, skills and experience necessary to lead this important work.”

“Employees across all City departments – including Tacoma Public Utilities – have demonstrated great support and energy toward this effort,” said Flowers. “We are grateful for this support, which will be

foundational to our success as One City.”

Over the course of her 16-year career in the field of safety, Hardie has worked in strategic policy development, implementation and compliance, management of U.S. Department of Transportation safety, compliance, alcohol and substance abuse programs, and building safety compliance programs for private corporations from the ground up.

Hardie has served as divisional safety manager for the WestRock Corporation of Atlanta, Ga. with 22 sites nationwide; operations supervisor for the industrial and commercial operations of Republic Services in Bellevue, Wash.; senior safety specialist for the FedEx Corporation in Pittsburgh, Pa.; and in logistics for the U.S. Army based in Kitzingen, Germany.

“I am honored and humbled by the opportunity to serve the City of Tacoma and Tacoma Public Utilities in this capacity,” said Hardie. “I look forward to getting to know the employees who work so hard each day to ensure that the needs of our community members and customers are met.”

Hardie has a Bachelor of Science, cum laude, in transportation and aviation management from the University of Central Missouri, and an Associate of Arts in business from Shasta College in Redding, Calif.

CITY MANAGER AND TACOMA PUBLIC UTILITIES DIRECTOR SELECT LAURIE HARDIE AS NEW SAFETY DIRECTOR

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ZOOM MEETING AUDIO RECORDING OF DECEMBER 6 INFORMATIONAL SESSION FOR ALL CITY EMPLOYEES WITH CITY MANAGER ELIZABETH PAULI AND TACOMA PUBLIC UTILITIES DIRECTOR JACKIE FLOWERS NOW AVAILABLE

On November 15, November 18 and December 6, City Manager Elizabeth Pauli and Tacoma Public Utilities Director Jackie Flowers hosted information sessions to provide all City employees with an overview of what the City has learned thus far about the experiences that employees of color have had at the City of Tacoma, and the actions the City plans to take moving forward.

A Zoom meeting audio recording of the December 6 informational session for all City employees is available here.

At informational sessions for all City employees, they shared some examples of the City’s ongoing work to address the issue of equity which include:

• Equity 101 training• Implicit bias training for hiring panels• A workforce disparity study• An Environmental Services Department-specific Equity Advisory Group• TPU adoption of equity related goals, establishment of an Equity Committee and establishment of an Office of

Equity and Human Rights office at TPU which has conducted Equity 101 training with 21 percent trained thusfar in 2019

In collaboration with other staff across our organization, the Office of Equity and Human Rights is spearheading the City’s ongoing work to address the issue of equity. Some examples shared were:

• Establishment of employee resource groups• Development of self-care models for those doing equity work• Developing an equity training continuum• Conducting equity mapping to capture all equity work that the City is doing, internally and externally• Considering creating a Citywide employee equity and inclusion commission. (More information will follow on

this effort.)

Please contact Lisa Woods at lisa.woods@cityoftacoma.org or (253) 591-5179 with any questions that you may have.

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In a continued effort to consolidate public access activities to the first three floors of the Tacoma Municipal Building, Facilities Management is changing access to Tacoma Municipal Building North. With this consolidation, Facilities Management is now in a position where they can limit the access to TMBN staff only.

Starting Thursday, January 2, during regular business hours and beyond, staff will be required to scan their City-issued badge to gain access to TMBN from either entry on Market or St. Helens streets.

By making TMBN staff only, it eliminates any confusion to community members as to where services are located and instead will direct them to TMB. The exception is that TMBN will be open to public access on Tuesdays for Study Session between the hours of 11:30 a.m. to 3:30 p.m.

Click here to view a list of frequently asked questions available on GNET.

If you have any questions, please contact Facility Operations Manager Jeff Paradee at jparadee@cityoftacoma.org or (253) 591-5466.

Access Changes Coming to Tacoma Municipal Building North Starting January 2

RETIREMENT SYSTEM UPDATES EFFECTIVE 2020

In 2017, the Tacoma Employees’ Retirement System (TERS) Board of Administration made some updates to the Plan, including the adoption of an updated mortality table which projects that today’s members will live longer than previously expected. These updates were made to help ensure the long-term sustainability of the Plan. That means your retirement benefit will be there for you when you retire and for other members as well.

The impact of the changes are different for each member because they take into account your specific contributions, years of service and average final compensation. The revisions that produced positive impacts already took effect at the beginning of 2018. The change that could potentially reduce some of that increase will take effect January 1, 2020. The Board decided to delay the implementation to give TERS members the opportunity to evaluate the implications of retiring in 2019 versus 2020.

For TERS members looking to retire in 2021 or beyond, these changes will simply take effect and no action is needed at this time. In addition, periodic adjustments to the actuarial option and annuity factors will occur in the future as needed.

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Recent changes in the international recycling market created a need to make adjustments right here in Tacoma. Strict material quality policies took effect in January 2018 when China stopped accepting many recyclables due to high contamination from garbage.

Solid Waste Management identified options to respond to these changes and conducted outreach between January and March and received feedback from over 6,100 customers about how these adjustments could work in Tacoma. Over 75% of respondents to the City’s survey supported continuing the recycling program as is and enhancing it through additional education and outreach.

In October, the City Council passed an ordinance approving changes to Solid Waste Management’s residential curbside recycling program.

THESE CHANGES INCLUDE:

• Maintaining residential curbside commingled recycling service, with minor adjustments to the accepted curbside recyclinglist.

• A new recycling surcharge of $2.82 per month for all residential recycling customers, which will take effect on Jan. 1, 2020.

• As well as a plan to replace curbside glass collection with five glass drop-off stations throughout the city. Curbside glass collection will continue until these locations are finalized in early 2020.

Part of the monthly surcharge ($2.32) will cover the increased processing, marketing, and shipping of recyclables due to global recycling industry changes. This portion of the surcharge is set to be reexamined in December 2022. The remainder of the monthly surcharge ($0.50) will fund increased education and outreach for the City’s residential curbside recycling program. This portion is set to sunset on Dec. 31, 2023.

These changes will be identified on customers’ bills as “Recycle Reset Surcharge.” Customers who participate in the Tacoma Public Utilities and Environmental Services bill payment assistance programs will be waived from this surcharge.

Residential Curbside Recycling Changes Coming to Tacoma in 2020

For more information on these changes check out the Recycle Reset document, visit TacomaRecycles.org/Changes or contact Solid Waste Management at (253) 502-2100.

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MONSTER JAM T R I P L E T H R E A T S E R I E SJanuary 10-12, 2020 at the Tacoma Dome

DISCOUNT AVAILABLE FOR THE FOLLOWING PERFORMANCES

Friday, January 10 at 7 p.m.Saturday, January 11 at 7 p.m.Sunday, January 12 at 6:30 p.m.

CITY OF TACOMA EMPLOYEE DISCOUNT

A $5 discount is available for select seating for the above shows:

200 Level Sides200 Level Corners and Ends

Not all price levels offer a discount. Prices above do not include a facility fee or Ticketmaster fees. Children who have reached the age of two will need a ticket. Discounts are not available on Saturday, 1 p.m. or Sunday, 1 p.m. performances.

TO PURCHASE TICKETSVisit this site.

Click Monster Jam “Buy Tickets” link to be directed to Ticketmaster.

Choose the date of your choice and click “See Tickets”.

Enter your code, TDOME, and click “Unlock”. Make sure the Tacoma Dome Super Group Offer is unlocked before proceeding.

Select your seats in the map or from the best available to the right.

This offer is INTERNET-ONLY and is not valid at the Box Office, charge-by-phone, or Ticketmaster outlets. It is also not available for previously purchased tickets.

Regular Ticketmaster fees apply to all orders.

This offer expires Friday, January 3 at 11:59 p.m. or while supplies last.

To purchase 15 or more tickets, please call (253) 573-2350.

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Every other year, the City of Tacoma hosts a City services expo for the residents of Tacoma.

T-Town is a way for us to engage with our community while providing opportunities for playing, exploring, and learning. Last year, attendees were able to learn about City services, explore the work done in General Government (GG) and Tacoma Public Utilities (TPU), and play with cool City trucks and utility equipment at this free, interactive community event. Make a note on your calendar and invite your family, friends and neighbors:

All TPU Section Managers and GG Department Directors will soon be asked to identify their T-Town Booth Captains.

That role is central to the success of T-Town. Booth Captains help design booths and facilitate communication between workgroups and T-Town planners. If you are interested in helping out with your department’s booth, please talk with your supervisor.

Once the planning process is further along, you will be provided with more detailed information.

SATURDAY MARCH 28, 2020 | TACOMA DOME

Click here and sign up today to receive emergency notifications.

If you have questions about the notification system or a safety related concern, please call (253) 591-5745.

Sign Up Today to Receive Emergency Notifications

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Tacoma Public Library will start standardizing hours of operations at all eight of its branch locations. On Thursday, Jan. 2, TPL’s Main Library, located at 1102 Tacoma Avenue South in downtown Tacoma, will align its hours with the rest of the library system under the One System, One Schedule campaign.

Currently, downtown’s Main Library operates on a different schedule from its system counterparts. However, on Jan. 2, it will adjust its operating hours to match the rest of the library system: noon to 8 p.m. on Tuesdays and Wednesdays, and 10 a.m. to 6 p.m. on Thursdays, Fridays, and Saturdays.

With one set of hours across the system, it will be easier than ever to plan regular visits to Tacoma’s libraries to check out materials, attend programs, and utilize all of the in-branch and online services available to TPL card holders!

Learn more at tacomalibrary.org.

CITY CLERK’S OFFICE CONTINUES TO DELIVER EXCEPTIONAL SERVICE It’s no secret that City Clerk Doris Sorum is amazing, and so is her staff in the City Clerk’s Office, a part of the City Attorney’s Office. The stories just keep coming in. Recently, Louisa Legg in the Hearing Examiner’s office shared that staff was trying to locate records from 2008. After an exhaustive search by several City departments, City Clerk’s Office Records Management Supervisor Susan Haigh found a series of meeting minutes that solved “a puzzling mystery”. “It was apparent she comprehensively researched numerous archived records to find the ones needed,” said Louisa. “When I sent Susan my appreciation, she humbly replied saying the research project was good for her and explained how she used it as a learning experience. I want to share my gratitude for Susan’s enthusiastic assistance and thorough efforts. Susan is a vital and valuable City staff resource!”

HUMAN RESOURCES EMPLOYEE RECOGNIZED BY LOCAL RADIO STATIONMarie Angel in Human Resources also happens to be the president of a youth football league in North Tacoma called Norwest Rams Football and Cheer. This is a volunteer gig she devotes a good portion of her time to outside of her day job. She was nominated for the 98.9 The Bull radio station’s Community Heroes Award and won! Congratulations, Marie, on this awesome accomplishment!

PUBLIC WORKS’ FACILITIES DIVISION CONTINUES TO GET CUSTOMER PRAISE Chrisy Vindivich with the Community and Economic Development Department would like to thank Public Works’ Facilities Division Manager Justin Davis and his Facilities Maintenance team for their amazing support of the relocation and removal of several pieces of surplus furniture and equipment on the 9th floor. “The staff on the 9th floor sends their thanks for the responsiveness and care that was recently demonstrated by Justin and his team,” she wrote.

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BIA Security Escorts Available to Accompany You to Your Car

Are you often here late or outside of normal business hours?

You don’t have to walk to your car alone.

Simply give BIA Bike Patrol a call at (253)

383-1131, give them the street address and

exact location of where you would like them

to meet you, and get a free escort to your car.

The BIA Security Patrol, in their yellow and black uniforms, are a readily identifiable presence in Downtown Tacoma. They provide a constant security presence in Downtown Tacoma 24 hours on weekdays, and most weekend hours.

CITY MANAGER’S OFFICEDONLISA SCOTT

ENVIRONMENTAL SERVICES WADE IVERSON JETTA ANTONAKOS VANESSA SIMPSON LIZ TATTERSALL

FIRE BRIAN HARDYJACK HAWKINSPDS MAURICE MILBRANDT SUSAN COFFMAN

TVE ANDREA HITLIN

PUBLIC WORKSRUSSELL OLSON BEN MERKOW KODY AGUE

TACOMA PUBLIC UTILITIESLOUIS DELICINOSHANNA TIPTON RICHARD CRAIGANGELA AMBROSIO

TV TACOMA JOHN PHILLIPS

Employees who are eligible to receive donated leave are listed here. If you wish to donate leave, please contact your timekeeper, or Human Resources at (253) 591-5400, to submit a Sick Leave/PaidTime Off Donation Form.

Employees Approved for Donated Leave

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Do you use .pst files to archive email? The Information Technology (IT) Department’s work to migrate the City’s email and other office productivity applications to the cloud-based Office 365 is ongoing and, by July 2020, the entire organization will be able to access Office 365 on City-issued desktops, laptops, tablets and smartphones. One of the biggest advantages of having Office 365 is that you’ll have much more storage for email, which eliminates the need to create .pst files to archive email. To prepare you for this migration, IT

has increased the size of your current e-mail storage based on your consumption. With this new expanded limit, most people should no longer need to create new .pst files, or add to existing .pst files. If your mailbox appears to be approaching the new expanded limit, IT will work with you to address your storage needs. FAQs regarding the use of .pst files can be found here. If you use .pst files for different business needs, or have additional questions, please reach out to the Office 365 Project Team.

Please Discontinue Use of Outlook “.pst” Files

Cleaning Out Old Data and Devices

Over the years, many of us have accumulated a mountain of CDs, hard drives, devices, online accounts, and other mediums that store information that are out there and unused. Outside of the key information you kept stored on purpose for long term use or retrieval, The Information Technology Department advises that is good to periodically assess and dispose of unneeded storage media and information. Learn more about how to better manage your information and data, as well as how to safely dispose of those pieces you do not need any longer.

Check out the City’s established records management guidelines here . Not sure if it’s ok to get rid of old emails and files? Please check with your supervisor.

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The Information Technology Department consulted with AT&T Mobility and Verizon Wireless to address an increase in the number of unwanted wireless calls and text messages received on City-owned wireless devices. IT staff also researched applications that could potentially address this issue.

While there is currently no way to prevent all unwanted phone calls and text messages, there are options available to decrease the number of unwanted calls and text messages. These options are detailed here.

If you wish to purchase and install applications on your City-owned wireless device, please check first with your supervisor. For Verizon Account Call Filter Premium or Call Filter Basics, please coordinate with your department’s Telecom coordinator .

ENVIRONMENTAL SERVICES EMPLOYEE PRESENTED WITH ENVIRONMENTAL JUSTICE SERVICE AWARD Kudos to Environmental Services Engineering Technician III Raeshawna Ware who recently received the Environmental Justice Service Award from Citizens for a Healthy. Raeshawna received this award for her work over the past summer where she partnered, with other organizations, in three 2-day weekend Environmental Justice Camps for young girls (primarily girls of color). These camps taught the girls about impacts on the environment. Raeshawna spoke at each event about Tacoma’s history, redlining, and environmental choices that impact our waterways. Raeshawna created a learning experience for the young ladies by using City materials as well as sharing her personal stories and information.

Blocking Unwanted Calls and Texts on City-Owned Wireless Devices

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Vanpool Riders NeededHave you thought about the many benefits of ridesharing to work? Carpooling, riding the bus, vanpooling and taking the Sounder train are examples of ways you can save money, make your commute more relaxing and reduce two things that negatively impact our community: air pollution and traffic congestion.

If you have been thinking about vanpooling to work, now is the perfect time to get started! Pierce Transit is offering a variety of incentives to those who would like to join (or rejoin) the ranks of vanpoolers. Additionally, the City of Tacoma currently subsidizes the vanpool monthly fee, so all you need to do is visit the Human Resources Department in the Tacoma Municipal Building (TMB) Room 1420 and request an ORCA card. The ORCA program is available to permanent and temporary City of Tacoma employees, as well as City of Tacoma volunteers and interns.

Here is a list of vanpools who are seeking riders right now:

• Gig Harbor 6:30 a.m. – 4 p.m. work shift

• Lacey 6:45 AM – 4:45 p.m. work shift

• Puyallup 7 a.m. – 3:30 p.m. and 7:30 a.m. - 4 p.m. work shifts

• Summit / Midland 7:30 a.m. - 4 p.m. work shift

• University Place 8 a.m. – 4:30 p.m. work shift

• Renton 8 a.m. – 5 p.m. work shift

Get information about starting a vanpool or joining an existing Pierce Transit or other regional vanpool, or check out the Commuter Board in TMB Room 708. Questions? Please email benefits@cityoftacoma.org or call (253) 573-2345.

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Translation Services Contract Now AvailableThe City’s Finance Department has a City-wide contract with TeleLanguage to provide interpretation by phone, video and in-person and print translation services.

To access the contract, you will need to:Identify a need for interpretation and translation services.Contact TeleLanguage, tbernal@telelanguage.com, please cc Alex Clark, senior buyer and your office administrator.TeleLanguage will send an access code that will be connected to your department’s cost center.Download the TeleLangauge outreach materials from GNET.Start translating!

TeleLanguage supports over 240 languages and is available anytime you need assistance.

The City’s contracted rates are:

Click Here for Language List

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To view the contract with TeleLanguage visit the Finance Department GNET page.To view the contract with TeleLanguage visit the Finance Department GNET page.If you have questions about the contract or how to use the contract, please contact Alex Clark at aclark3@cityoftacoma.org or (253) 502-8431.

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Receive Employee News and InformationYou can opt in to receive general City of Tacoma news releases, news releases from our Mayor and City Council Members, and updates on City programs or initiatives. Simply click on this link to get started .

Receive City of Tacoma News and InformationCity of Tacoma employee news updates are posted on our running intranet blog, the Gnet News Snapshot, the moment they become available.

Besides bookmarking the Gnet News Snapshot landing page, you can also subscribe to the Gnet News Snapshot RSS feed or opt in to have Gnet News Snapshot updates delivered directly to your work email in whatever frequency you prefer..

Share Employee or City of Tacoma News and Information

Have news that you’d like to share with your fellow employees or members of the media? Need to develop materials for community members or a specific group you are trying to reach? Pl ease contact your communications staff liaison for assistance.

Megan SnowLand (253) 591-5051 | Mobile (253) 219-7083msnow@cityoftacoma.org

• City Manager’s Office

• Hearing Examiner’s Office

• Office of Equity and Human Rights

• Neighborhood and Community Services

• Planning and Development Services

• Tacoma Fire Department (serving as Media and Communications Office liaison to Tacoma Fire Department communications staff)

• Tacoma Police Department (serving as Media and Communications Office liaison to Tacoma Police Department communications staff)

Maria LeeLand (253) 591-2054 | Mobile (253) 534-5915maria.lee@cityoftacoma.org

• City Attorney’s Office

• City Manager’s Office

• Customer Support Center

• Government Relations Office

• Mayor and Council (in conjunction w/ Council staff)

• Community and Economic Development

• Finance

• Human Resources

• Information Technology

• Tacoma Employees’ Retirement System

• Tacoma Municipal Court

• Tacoma Venues and Events (Office of Arts & Cultural Vitality only)

• Tacoma Public Utilities (serving as Media and Communications Office liaison to Tacoma Public Utilities communications staff)

Stacy EllifrittLand (253) 591-2005 Mobile (253) 241-1232stacy.ellifritt@cityoftacoma.org

• Environmental Services

• Public Works

• Tacoma Public Library (serving as Media and Communications Office liaison to Tacoma Public Library communications staff)

• Tacoma Venues and Events (serving as Media and Communications Office liaison to Tacoma Public Venues and Events communications staff; excluding Office of Arts & Cultural Vitality)

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How to Receive or Share News and Information

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Check out the Special Event Calendar at cityoftacoma.org/events to see events for which permits have been issued or are pending through the Special Events Office.

For other events not represented on that calendar, go to their Partner Organizations page.

WONDERING WHAT TO DO THIS WEEKEND?

Here is the PowerPoint template that departments should be using for Study Sessions, Council Meetings and Standing Committee Meetings. All PowerPoint presentations should be on this template.

Please remember to have PowerPoint presentations for Study Sessions and City Council Meetings to LaTasha Ware, copying the Management Fellow inbox, by no later than the Monday prior to your presentation, at noon. For Study Sessions, you will also need to provide copies of your handouts and PowerPoint presentations, 14 color and 20 black and white, to LaTasha Ware in TMB North, Room 16, by no later than 11:45 a.m., on the day of your presentation. The Standing Committee timeline for items to be submitted to the Committee support staff: Bucoda Warren (CVS), Lynda Foster (EDC), LaTasha Ware (GPFC), and Claire Goodwin (IPS) are as follows:

• Memorandums are due 14 calendar days in advance

• Advance materials are due 7 calendar days in advance

• PowerPoints are due 7 calendar days in advance

PRESENTATIONS TO THE CITY COUNCIL AND STANDING COMMITTEES

CITY OF TACOMA

JOBS

For 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 of Tacoma747 Market Street, Tacoma, WA 98402

311 Within Tacoma City Limits

cityoftacoma.orgWe want to hear from

YOU!

Submit content for the January

2019 issue of Take5 by December

19 at 10 a.m. to your respective

communications staff liaison.

If you have general comments, questions or suggestions about Take5, contact Maria Lee in the Media and Communications Office at maria.lee@cityoftacoma.org or (253) 591-2054.

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?