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Administrative Services Business Bitz Volume 1 Issue 4 May 2007 Special Highlights Purchasing card PROCUREMENT CODE ADOPTED BY CITY COUNCIL items posted from The City Council has between $10,000 and all contracts whether its April 11th— amended the Municipal $29,999. Verbal quotes capital or catsup. Also May 10th Code by adopting a new are documented by the contract change orders will be transferred Chapter 3.12, entitled purchaser whereas that cumulatively have from the website Procurement. This documentation for changed an original to the iSeries on updated code section written quotes are contract by 20% and Tuesday, May touches on several provided by the vendor result in the contract 29th. aspects of the purchasing directly via fax, letter or total hitting the $500,000 So please review process. A new email. threshold, need Council your items before procurement manual is in approval. that date. draft form. The formal bid level has Thank you! been raised from $25,000 The new rules will go into Now that the code has to $30,000. These new effect May15th – 10 days been adopted, the manual levels will increase the after the ordinance is will be finalized and the efficiency of our published. Finance Department will purchasing process and be holding training still provide an sessions to go over the appropriate details. level of ily lower: L oversight and May’s F For now though, here are due diligence some basics about the for the vast Inside this issue: new rules. majority of Information Technology 2 dollars spent. Budget 3 The limits when quotes Finance 3 or bids are required have The new code Human Services 4 been raised. Quotes are also requires City Clerk no longer required for ALL 5 any purchase less than contracts of Calendar of Events 6 $2,500. For items above $500,000 or Safety Tip 7 that but less than more be Birthdays & 8 $10,000, three verbal submitted to Anniversaries quotes are required and City Council Flight Tracker 8 three written quotes are for approval. required for items This applies to mation Page 2 Business Bitz Infor gy WHAT’S THE DEAL WITH THE V DRIVE? c h nol o Many of you can lose track of one or over the period of a Te felt the impacts more of the files it is weekend. Faced with this of the problems responsible for tracking. fact, IT was forced to IT encountered on This is called file system create a fresh, clean, the V drive in April and corruption, and all volume and painstakingly you’re probably modern operating move the contents of the wondering what systems have tools to V drive to this new happened and if it will detect and attempt repair volume. happen again. Without of corrupt file systems. getting too technical, the Microsoft’s tool is called We are working on V drive is a volume that is CHKDSK (pronounced several approaches to shared over the network check disk). To run making the data stored to all City computer CHKDSK, the volume on this volume more users. That volume must be taken offline, manageable. Eliminating contains hundreds of which means that no one old, unneeded files and thousands of files. can access it. To make splitting the V drive into Information about every matters worse, CHKDSK smaller logical chunks will one of those files and is a time consuming both reduce the potential where they are stored on process, compounded by for corruption and make the physical disk drives is the size of a given for more timely recovery kept track of by volume. The short story from such a situation, something called a file is that the V drive is so should it arise. system. Despite built-in large that a CHKDSK safeguards, a file system process could not finish FAQ OF THE MONTH – OUTLOOK SEARCH FOLDERS Search folders in Outlook updated automatically as Choose… button. help you find the new emails arrive or messages you're looking moved. You can perform Enter the number of days, for, based on their normal email operation weeks or months you content or some other from a search folder, want . For example, if you significant attribute such as deleting, moving specify 36 months, the (such as whom they're and responding to items. search folder will find any from or how old they Look for the folder called emails older than 3 years. are). With a little know- search folders and click on When done, click OK in how, search folders can the + sign to expand this window and in the be a quick, convenient, them. Notice that New Search Folder and powerful way to Microsoft creates 3 for window. You can use organize collections of you: For Follow Up, this to create additional e-mail messages based Large Mail, and Unread search folders based on on their content. Mail. To create a new other criteria, such as Search Folder, right click mail from specific These folders do not Search Folders, and then individuals or with a move any of your email, click New Search Folder particular string of text. but they provide a way and the window opens. For more detail on this to view email organized Scroll down to Old Mail and other useful tips from by whatever criteria under Organizing Mail. IT, please check our you select. Your Highlight Old Mail, and FAQs and Tips link on searches are saved and then click on the the IT Intranet site. Volume 1 Issue 4 Page 3 CAPITAL PROGRAM IS UNDERWAY… May will be a busy month for the Budget Division as the budget process moves into high gear. The forecast estimates what the total spending for the General and Internal Service Funds will be preparing the core budgets for the departments and division. The Core Budget Budget City Manager has based on the first four provides a baseline from submitted the months of history and which the 2008 Budget “The Core Recommended Five-Year known seasonal or one- will be developed. budgets will Capital Program to City time expenditures that Preliminary salary and be delivered Council. The Program will occur later in the benefits projects and will be discussed with year. It also will forecast changes to the known to the Council at a study session the General Fund fixed costs are provided departments on May 8. The City Revenues for 2007. The for the departments to by the last Council, at their retreat, purpose of the forecast is begin developing their provided direction on the to provide an early 2008 budget submission. week of this formation of the 2008- warning indicator for The Core budgets will be month.” 2012 Capital Program. management in case delivered to the The study session will there appear to be departments by the last provide further direction significant over- week of this month. This to finalize the Capital expenditures, or if is the first step into the “[Budget] Program. The first year of revenues are significantly full budget process. Submissions the program is included behind budget, so that Submissions will be due in will be due in in the Adopted Budget, corrective action can be June, and conferences June, with with the remaining years determined in a timely with the City Manager approved in concept. fashion. The forecast also held in July and August. conferences provides a basis for Following the with the City When the Accounting revenue assumptions conferences, City Manager in Division closes the books used to develop the 2008 management will make on the month of April, budget. the final decisions on the July and we will begin the 4- 2008 Recommended August.” Month Forecast. This The Division is also Budget. Finance GRADUATION IS AROUND THE CORNER As most they both participated in Geri and Tayler for all of you the Business Work their hard work and wish know , we Experience (BWE) them well as they move have enjoyed having two Program through the forward high school interns Thompson School with working in Finance this District. They have both their past year and now must been a much welcomed plans for say good-bye as they and appreciated asset and the prepare to graduate. Geri we wish them the best future. Echelberger will be as they go forward with graduating from Berthoud some new skills acquired High and Tayler Scheere during their internship will be graduating from with the City. Please take Loveland High where a moment to thank both Page 4 Business Bitz uman LOVELAND HONORS AWARD NOMINEE— WILL GRESHAM H Heather Meyer wrote in recruited and accounted Service, submitted a grant to nominate Will for the volunteers who application to the City in ervices Gresham for the helped him in this effort. hopes of securing funding Loveland Honors Award Most importantly Will’s so that an emergency S for his service with the compassion for people shelter from the cold Loveland Homeless Task who are often might become a more Force. Here is what she misunderstood and streamlined and wrote: rejected by society came consistent resource for through loud and clear as homeless persons in the I am writing to nominate he shared the lives and future. He has attended Will Gresham for the stories of the people meetings, above and Loveland Honors award. staying at the Pulliam beyond the Loveland I have only known Mr. Building. For the Pulliam Homeless Task Force, Most Gresham for about 6 Building Shelter with homeless service importantly months, connected by operations alone, Will providers to strategize on Will’s mutual participation in served 50 hours and how best to meet the the Loveland Homeless recruited and needs of some of our compassion for Task Force, but what I coordinated 17 other neediest community people who are know of him is that he volunteers over the 18 members. often has amazing dedication to days the building was misunderstood serving the homeless in opened in January and On top of all of these and rejected by our area! Mr. Gresham February. He spent activities, Mr. Gresham society came represents his primary additional, countless still found time to volunteer organization, hours on the planning and volunteer with Loveland through loud Loveland Cares, on the advocacy efforts he Cares, a group that and clear as he Loveland Homeless Task undertook as well. provides meals to the shared the lives Force. homeless on Saturdays, and stories of For this year’s cold among other things. the people This winter, a plea was season, the daytime I strongly believe that the made to the City to open shelter was very “on the heart and dedication that staying at the a daytime, emergency fly,” but Will made it Will has shown to our Pulliam shelter to keep our local work, and work well, community is exemplary Building. homeless out of the heeding City policies for and worthy of the dangers of severe volunteers, effectively recognition your award Congratulations, weather. City Manager communicating with the provides. Will! Don Williams obliged this facilities staff, and overall request, on the condition management of the Sincerely, that it would be staffed project. Additionally, by volunteers. The initial when the Loveland volunteer met the Homeless Task Force Heather Meyer, City of demand for the first 5 was charged to develop a Loveland Human Services days of operation, then plan for future Administrative Specialist decided it was too much. operations, with policies This is where Mr. and procedures, as well Gresham came in. Not as projected costs, Will only did he “man the was the one who made it station,” for long hours, happen. He, with the help but he also diligently of House of Neighborly Volume 1 Issue 4 Page 5 2007 DOCUMENT MANAGEMENT PROGRAM UPDATE By now, (all comments and questions C ity C l er k you have employees to any member of the no of the City) review team (listed doubt for this below). We are heard project. A anticipating a 2007 that the Review approval date for the City of Team of 15, policy, with Loveland from various implementation has city projected for the begun departments, beginning of 2008. REVIEW TEAM the will begin For information on Carol Wallace, Parks & Rec. process for creating a the arduous process of members of the review Debbie Kwaiser, Airport Ginny Johnson, Finance Standard Document gathering current team, please contact Jodi Lessman, Public Works Management Policy practices, legal Mary Skipworth, 962- Karen Skillman, IT (DMP). Along with the requirements and other 2392. Kathy Gross, W&P creation of the DMP are policies to begin the task Larry Howard, Raw Water Lorna Holmes, Facilities the Open Record Policy of drafting the City of Mary Skipworth, City Clerks and an updated Email Loveland policy. Our first Natalie Allen, HR Policy. There are meeting will be May 9, Patty Goodwine, Library currently 56 Stakeholders 2007. Please direct your Rich Hoskinson, Dev. Svcs. Roylene Sterkel, Fire Teresa Andrews, City Clerks Tom Greene, Engineering LOCAL LICENSING AUTHORITY—MARCH 2007 MEETING Vickie Lehmkuhl, Police Renewals: Country Junction, 119 E. 4th Street; Henry’s Pub, 234 E. 4th Street; Blue Moon Wine & Spirits, 228 W. 1st Street; Rod’s Liquor, 1904 W. Eisenhower Boulevard; Charlie Ell’s, 271 SE 14th Street; Chipotle Mexican Grill, 1421 W. Eisenhower Boulevard; Residence Inn – Loveland, 5450 McWhinney Boulevard; Diamond Shamrock #0645, 2500 W. Eisenhower Boulevard; Diamond Shamrock #0698, 1040 S. Lincoln Avenue; Diamond Shamrock #1186, 126 S. Taft Avenue; Diamond Shamrock #1130, Next 3675 N. Garfield Avenue. meeting scheduled Special Events Permit: for Special Olympics Colorado, 5971 Sky Pond Drive, was approved for an event, Taste of Centerra, on June 30, 2007 from 8 AM to 10 PM at the Promenade Shops at Thursday, Centerra. May17th at 8:30 AM in Loveland-Berthoud Association of Realtors, Inc., 1730 W. 12th Street, was approved for the Council an event on May 10, 2007 from 6 PM -10 PM at the Knights of Columbus Hall. Chambers. Transfer of Ownership: Ronald D. Albright d/b/a Woody’s Saloon, 126 E. 29th Street was approved to transfer the ownership of Club Corona LLC d/b/a Club Corona. A temporary transfer permit was signed on March 1, 2007. Damosso Ristorante LLC d/b/a Ristorante Damosso, 1120 N. Lincoln Avenue, was approved to transfer the ownership of Sweet Rosies Too Inc. d/b/a Sweet Rosies Too. A temporary transfer permit was signed on March 8, 2007. Page 6 Administrative Services Business Bitz MAY 2007 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 SAB YAC 6 7 TAB PCAB 8 9 10 AHC PRC 11 12 CFAC OLAC VAC 13 14 PC DAC 15 16 LUC 17 18 19 FRAC LB 20 21 HPC 22 23 CAB GAB 24 HSC EPB 25 26 CSB HA 27 28 PC 29 30 31 CTC SCHEDULE OF EVENTS • May 1—Council Meeting in Council Chambers @ 6:30PM • May 8—Council Study Session in Council Chambers @ 6:30PM • May 14—Executive Safety Committee Meeting in Parks & Recreation Conference Room @ 1:30PM • May 15—Council Meeting in Council Chambers @ 6:30PM • May 17—Local Licensing Authority Meeting in Council Chambers @ 8:30AM BOARDS & COMMISSION MEETINGS • May 2—Senior Advisory Board (SAB) Meeting in the Gertrude Scott Meeting Room in the Library @ 10:30AM • May 2—Youth Advisory Commission (YAC) Meeting in the Loveland Museum/Gallery @ 5:00PM • May 7—Police Citizens Advisory Board (PCAB) Meeting in the Police & Courts Building @ 5:30PM • May 7—Transportation Advisory Board (TAB) Meeting in the Council Chambers @ 4:00PM • May 9—Citizens’ Finance Advisory Commission (CFAC) Meeting in the Council Chambers @ 6:00PM • May 9—Open Lands Advisory Commission (OLAC) Meeting in the Parks & Recreation Conference Room @ 6:00PM • May 10—Affordable Housing Commission (AHC) Meeting in City Manager’s Conference Room @ 6:15PM • May 10—Parks & Recreation Commission (PRC) Meeting in the Parks & Recreation Conference Room @ 4:30PM • May 10—Visual Arts Commission (VAC) Meeting in the Loveland Museum/Gallery @ 5:00PM • May 14—Disabilities Advisory Commission (DAC) Meeting in Gertrude Scott Meeting Room in the Library @ 6:30PM • May 14 & 28—Planning Commission (PC) Meeting in the Council Chambers @ 6:30PM • May 16—Loveland Utilities Commission (LUC) Meeting in the Service Center Board Room @ 4:00PM • May 17—Fire & Rescue Advisory Commission (FRAC) Meeting at Fire Station #1 @ 6:30PM • May 17—Library Board (LB) Meeting in the Library @ 5:00PM • May 21—Historic Preservation Commission (HPC) Meeting in the Council Chambers @ 6:00PM • May 22—Cultural Services Board (CSB) Meeting at the Loveland Museum/Gallery @ 4:30 PM • May 23—Construction Advisory Board (CAB) Meeting in the Council Chambers @ 6:00PM • May 23—Housing Authority (HA) Meeting at 375 W. 37th Street @ 7:00PM • May 23—Golf Advisory Board (GAB) Meeting in the Parks & Recreation Conference Room @ 5:15PM • May 24—Human Services Commission (HSC) Meeting in City Manager’s Conference Room @ 6:00PM • May 24—Employee Pension Board (EPB) Meeting in Main Floor Conference Room in the Civic Center @ 2:00PM • May 28—Communications Technology Commission (CTC) Meeting in City Manager’s Conference Room @ 5:30PM Volume 1 Issue 4 Page 7 ANSI CLASS 2 VESTS Safety Tip #35 Question: Since 2002 I’ve factors, colorfastness and material and tape must be asked work groups to wear durability. The fabric must independently certified by ANSI Class 2 safety vests always be tested by a third an outside lab. The material while working in, or near party for compliance. If you has to do more than just the roadway or while begin making a garment with reflect light, it has to be working around heavy the wrong background bright. ANSI-compliant equipment. ANSI class 2 is material, the whole garment reflective material needs to the recommended for is wrong. be of sufficient power – for working in and around level 2, a minimum of 330 traffic with speeds greater Design: A manufactured vest candlepower at certain than 25 mph but less than must meet or exceed specific angles. In addition, 45 mph. Currently the City several design requirements. certain reflective tape can purchases ANSI class 2 For example, there must be be classified as “combined safety vests for employees. a minimum amount of performance material.” For From time to time visible fluorescent fabric to instance, lime reflective tape The answer is supervisors and employees meet the standard. A Class (not white) can be used on supplied by: ask what makes a vest or T- 2-compliant vest must have a fluorescent garment Greg Hayward, shirt a class 2. What makes 775 square inches of visible without decreasing its Vice President a garment compliant? background material and visible background material and General 201 square inches of area. Answer: Not only are reflective material. Add just Manager, M.L. some vest manufacturers one extra white (non- Next time you place an Kishigo, Santa oblivious to what the ANSI/ combined performance) order, ask for the third- Ana, CA. via ISEA 107-2004 standard reflective stripe and the vest party compliance Workplace really means, but some are could become out of certificates. In addition, Solutions, placing inaccurate, incorrect compliance because the area manufacturers are required and misleading information of background material has to supply an ANSI/ISEA 107- National Safety on the garment label itself. been altered and is now 2004 Apparel Compliance Council below the 775-square-inch Certificate, signed by an The International Safety minimum. (This minimum is authorized company Equipment Association why you can’t buy some representative. A establishes performance vests in a small – not manufacturer can self-certify criteria for safety garments enough fabric.) An ANSI- that its completed and their classifications. compliant garment also product (made from These guidelines include must have 360 degrees of ANSI-compliant basic performance criteria horizontal reflective tape components) has and testing requirements with no more than a 2-inch met all ANSI 107- that manufacturers must gap in the tape (at front or 2004 requirements meet to certify that a side closures). Look for a and can garment meets the label stating the name of the legitimately standards. standard – ANSI/ISEA 107- label the 2004, the class of garment garment as Background material: This is and the level of reflective compliant. the large piece of fabric material. Many quality high- Third-party from which the garment is visibility garment testing is made. Making something manufacturers will use a not fluorescent and fade- computer-aided drafting required resistant is a specific system to closely inspect on a process, and a noncompliant and measure the design and finished garment can begin to fade in ensure that every garment garment. Asking for all the a matter of days. Dyed meets the standard. certificates ensures garment material is tested and compliancy, worker safety evaluated for brightness Reflectivity: Reflective and accurate recordkeeping. CITY OF LOVELAND Civic Center 500 East Third Street Loveland, CO 80537 Flight Tracker Thru March 2007 Phone: 970-962-2396 Fax: 970-962-2918 E-mail: email@example.com 6,649 Passengers www.cityofloveland.org www.allegiantair.com Birthdays Brian Moore—May 6 Heather Meyer—May 9 Cindy Scymanski—May 10 JR Rodriguez—May 17 Bettie Greenberg—May 19 Joan Schultz—May 28 COMPREHENSIVE ANNUAL ns FINANCIAL REPORT 2006 latio ngratu ll! The 2006 Co to a Comprehensive Annual Finance Report’s theme for this year is Public Works. This report, prepared by the Finance Anniversaries Department Alan Krcmarik—2 Years under the Bonnie Carpenter—2 Years direction of Jeff Jacque Hughey—2 Years Barnes, is Stacey LeRoux—6 Years expected to go before Council on May Steve Johnson—9 Years 22nd for acceptance. Once accepted, it will Laura Shannon— 17 Years then be available to view on the City’s Tim Hedgespeth—19 Years website at: www.ci.loveland.co.us/finance/ Accounting/CAFR.htm or on CD available in the Finance Department.
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