October 1, 2013...• 9/25 Mtg with Dr. Adam Kirkpatrick ... • Weekly mtg with Police Chief (AIC),...

City Manager Report – September 2013 of 12

TableofContents

I. ADMINISTRATION ........................ 1

II. LEGISLATIVE / CITY CLERK ............ 3

III. COMMUNITY DEVELOPMENT ....... 4

IV. ENGINEERING SERVICES ............... 5

V. FINANCE SERVICES ........................ 6

VI. INFORMATION & GIS SERVICES .... 7

VII. LIBRARY ........................................ 9

VIII. MAINTENANCE ........................... 10

IX. POLICE ........................................ 11

X. SENIOR SERVICES ........................ 12

REPORTINGPERIOD: September2013

I. ADMINISTRATION – Dana Hlavac, City Manager

Economic Development

I attended the Governor’s Regional Solutions Team Meeting (RST) held in Sweet Home on September 5. The RST

is a Governor‐appointed group representing several State agencies that work with local jurisdictions to identify

priorities, solve problems, facilitate opportunities, and streamline processes with regard to economic development

projects.

• 9/6 Mtg with Rick Ely re: Ridgeway Butte and Ridgeway Landing

• 9/10 Attended Lebanon Merchant & Business Watch Mtg

• 9/10 Attended Downtown Merchant Mtg

• 9/11 Mtg with LBCC re: Advanced Automotive Tech School

• 9/12 Attended Partners for Progress meeting

• 9/13 Mtg with Weyerhaeuser re: vacant mill site off of Grant Street

• 9/17 Mtg with Larry Schrock, Manager – Laticrete

• 9/18 Mtg with Pam Silbernagel, COG Community & Economic Development

• 9/18 Mtg with Darla Pitts owner of Kuhn Theater (at the Kuhn)

• 9/23 Outreach to OTRADI (Oregon Translational Research & Development Institute) re: bioscience incubator success

• 9/24 Made contact with Dan Whitaker, Oregon Entrepreneurs Network (OEN)

• 9/26 Attended Chamber’s Economic Development Committee Meeting

• 9/25 Correspond with Robert Dorgan, Institute for Small Town Studies

• 9/26 Provided quotes for Downtown banners to Partners for Progress

• 9/26‐28 Made contact with three advanced automotive companies

• 9/26 Mtg with Port of Portland

• 9/30 Mtg with Albany & Eastern Rail

• 10/1 Mtg with Doris Johnson, Pacific Power

• 10/2 Jamie will be attending Governor’s Marketplace Roadshow @ LBCC

CITY MANAGER REPORT October 1, 2013


Local Outreach

• 9/12 Mtg with Ronn Passmore of Lebanon Community Foundation

• 9/18 Mtg with Chamber Director Shelly Garrett

• 9/18 Tour of Boys & Girls Club of Lebanon

• 9/19 Attended Chamber After Hours @ Farmers Market

• 9/20 Attended Chamber Greeters

• 9/20 Mtg with Dan Schneider of Lebanon Skate Park

• 9/23 Mayor Luncheon at Ixtapa

• 9/25 KGAL/KSHO Interview in Albany

• 9/25 Attended Governor’s Youth Council Meeting at B&G’s Club

• 9/25 Mtg with Dr. Adam Kirkpatrick

• 10/1 Mtg with Greg Roe, United Way of Linn Co.

• 10/1 Tour of Planting the Seeds of Change

• Attended weekly Rotary and Optimist Club meetings

Committees/Commissions

• 9/17 Attended Parks Committee / Tree Board

• 9/24 Mtg with Lebanon Trails Committee

City/Staff Meetings

• 9/4 Attended Library Staff mtg

• 9/19 Mtg with AFSCME local leadership

• 9/24 Mtg with LPD staff and city attorneys re: code enforcement and warrants

• 9/24 Mtg with Walt and city attorneys and staff re: marijuana dispensaries

• 9/24 Mtg with Dean and city attorney re: utility collections

• 9/25 Attended Senior Center staff meeting

• 9/30 Mtg with Lt. Bressler re: code enforcement

• 9/30 Mtg with staff & Udell Eng. Re: CIP project

• 9/30 Mtg with staff re: Brewster property sale

• 9/30 Mtg with Kindra Oliver & Dial‐a‐Bus ride‐along

• Department Managers Meeting on 9/5, 9/12, 9/19

• Met with Department Managers individually regarding department and personal goals

• Weekly mtg with Police Chief (AIC), Frank Stevenson

Other Agencies

• 9/4 Attended Linn Co. Local Coordinating Council

• 9/12 Mtg with Willamette Neighborhood Housing Services

• 9/20 Attended COG – Government Managers Meeting

• 9/20 Mtg with Country Administrator Ralph Wyatt

• 9/23 Mtg with Cynthia Solie, Director Council of Governments

• 9/25 Mtg with Linn Co. Commissioner Roger Nyquist

• 9/25 Mtg with Louise Birk, BizOregon Infrastructure Financing Authority


Other

• 9/26 – 28 Attended Annual League of Oregon Cities’ Conference in Portland

• 10/2 – 4 Main Street Conference in Astoria

Human Resources

• The employees were sent the mandated Affordable Care Act (ACA) notice on the new health insurance marketplace coverage options on September 19, 2013. Federal law requires they receive notice no later than October 1, 2013. A second notice on options regarding Medicare Part D coverage was issued on September 27, 2013. This notice is due no later than October 15, 2013.

• The Library Assistant 1 recruitment received 64 applications. 49 of the applications met minimum qualifications. Interviews are scheduled take place the week of October 9.

• Managers were introduced to the new Return‐to‐work injury packets. The new policy (see attached) will be submitted to City Council for approval at the October 2013 City Council meeting, and SAIF will provide training to the Managers on October 24, 2013.

• The safety committee approved the latest draft of the Safety Policies & Procedures manual. The document will be finalized and presented to City Council for approval at the November 2013 meeting.

• The first edition of the Employee Buzz newsletter (see attached) was issued and covers events for September and October. The second edition will be issued the first of November for the months of November and December.

• Employees received Harassment and Retaliation training on September 17 and 18 of this month. Libet Hatch from LGPI provided the training and Dana Hlavac gave the opening introduction. This was a great opportunity for Dana to get in front of all the employees.

• Began research on the dress code policy the first of the month, and just finished conducting the survey. Will be working on new language based on recommendations offered from other cities in Oregon this month.

• Just finished preparing the employee satisfaction survey, which will take place during the month of October, with results to be made available at the November City Council meeting.

II. LEGISLATIVE / CITY CLERK – Linda Kaser, City Clerk

• Employee Satisfaction Survey. We are now ready to go live with our first Employee Satisfaction Survey. This survey will give all employees an opportunity to have frank discussions in nine areas relating to: Personal Work Experience, Employee Development and Retention, Organizational and Performance Culture, the City's Leadership, Job Satisfaction, Recognition and Rewards, Working Conditions, Pay and Benefits, as well as general questions regarding overall operations. Survey Monkey is being used to ensure anonymity of the employee. The employees will have from October 1 until October 30 to complete the survey.

• Public Records Requests. Requests continue to be few, which I contribute to staff being proactive in getting the information out to the public in a timely manner. I received one public records request last month for the "top three proposers and the corresponding scoring sheets for those proposers for the RFP ‐ City of Lebanon Water Treatment Plant." However, our engineering staff had already sent the information out to all contractors who submitted proposals as it is part of their regular routine.

• Citizen Inquiry. I received an inquiry regarding the petition process for a city ballot measure to eliminate fluoride in the City's water. The deadline has passed for the November election. However, this process may resume later or be brought up during Citizens Comments at a future Council Meeting.

• Mayor's Youth Council. A collaborative effort to revise the Advisory Groups Member and Staff Manual was completed so that steps can be taken to establish the Mayor's Youth Council. The proposal to create a new


Council advisory committee is slated for the October 9 City Council Meeting. The Youth Council will give youth the opportunity to become more involved in City Government and a platform to be heard.

III. COMMUNITY DEVELOPMENT – Walt Wendolowski, Manager

Planning

• The Planning Commission met on September 18 to review a proposed street name change. The proposal would change North 5th Street ‐ between Reeves Parkway and Mary Street ‐ to “Patriots’ Place”. While previously approved by the City through an administrative action, the process did not follow procedures in ORS 227.120, which requires the review and recommendation of the Planning Commission. After discussion, the Commission recommended the Council not approve the name change citing emergency service concerns. The issue will go before the Council at their October 9 meeting.

• The Planning Commission will review a Conditional Use application in October for establishment of a “public use” facility on the Lebanon Community Foundation property. Approval would effectively allow public events at the site, such as the Strawberry Festival, without the need for separate public event permits.

• The Department received four partition applications for lots located on the north side of Sand Ridge Court. The partitions would allow for the creation of attached townhomes on the new created parcels. This will not only increase the housing stock but provide another housing option in the City.

Building

• Building Services did very well in September adding to our good start for Fiscal Year 2013‐14. For the first three months of FY 2013‐14 fee totals were $163,938 on a $14,847,480 valuation. This compares to $57,329 in fees and $3,230,356 valuation for the first three months of FY 2012‐13.

• According to the contractor the Veterans’ Home is seven weeks ahead of schedule. The Event Center project is on schedule to open on October 12 and our Building Official, Shawn Eaton is working with the development team on the final check list for occupancy. The City received a building permit to begin construction of the Gazebo at Academy Square.

Public Events. The Rollin’ Oldies held their car show on September 21. Not only was River Park busy but the Gill’s Landing RV park was full.

Other

• The Department is in the process of completing a contract with our backflow contractor. This unique City service schedules an annual test at a cost of only $10.

• Adopt a Park Partnership Agreement was renewed for Ground Force at Cheadle Lake.

• Gill’s Landing Reservations continue to come in with no signs of slowing down with 11 Monthly campers in September.

• As expected, Shelter Reservations are slowing down for fall/winter.

• Staff assisted Engineering in coordinating the following Capital Improvement Projects:

Fifth Street Waterline Replacement Fifth Street Reservoir Westside Interceptor Maple Street Sanitary Sewer Replacement Vine Street Sanitary Sewer Replacement Hobbs St and Arlene Ave Water Treatment Plant Storm Inlet Replacement


IV. ENGINEERING SERVICES – Ron Whitlatch, Manager

• The Westside Interceptor Project is nearing completion. All paving and striping has been completed. There are a few minor areas of concrete that need replaced and the box culvert at Burkhart Creek needs to be completed. The project is expected to be complete mid to end of October.

• The Fifth Street Water Reservoir Contractor has poured the floor for the new reservoir. The Contractor will soon begin constructing the walls and columns. The project is still on track to be complete by June 2014.

• Udell Engineering has completed the design of the Maple Street Small Sewer Replacement Project. Staff will be requesting quotes over the next few weeks to have the project constructed. Udell Engineering is also working on the design of the Vine Street (Williams St to dead end) sewer replacement. This project is planned to go out for bids in spring 2014.

• Staff met with the developer proposing to construct multifamily housing and storage units off of Sunset Drive. The project was approved by Planning Commission and City Council several years ago. As part of this project, Staff is proposing to re‐construct an existing segment of sewer on Vine Street (from 12th to 14th) which would then provide service to Industrial areas to the west of Airway road in the future. The City portion of the sewer would be $90k to $130k. The Developer would then be responsible for the extension to their site as well as all costs associated with it. A more formal plan along with details will be brought to the City Council for approval.

• The Hobbs Street and Arlene Avenue Neighborhood Improvements Project is well under way. The Contractor has installed the new sanitary sewer and majority of the waterline. Once all of the utilities have been installed, the roadway work will be completed. The project is still on schedule to be completed in late October or early November.

• Carollo Engineering submitted their Statement of Work (SOW) for preliminary design to provide design services for the New Water Treatment Plant Project. It is anticipated that the fee for the SOW will be received next week. Staff is proposing to have a work session in late October to go over the scope and fee with City Council as well as request approval of the contract.

• The Fifth Street Waterline Replacement Contractor is continuing to make good progress. The Contractor and Staff are continuing to ensure that access is provided to East Linn Christian School. The Contractor’s latest schedule indicates completion of the project in mid‐October.

• Public Works and Police Department Staff met in September to discuss and begin planning for an Emergency Management Training Drill. The drill/table top exercise is tentatively scheduled for early next year.

• Construction of the Conference Center at the Samaritan Health Campus is nearing completion. Staff reviewed preliminary plans for the Conference Center tent with the Fire District and Building Department to define possible options to meet code. Site paving is expected during the first week of October. Staff is anticipating more development plans to be submitted for additional buildings (hotel/restaurant) in the near future. The new 12” water line was recently relocated under City observation to accommodate a longer hotel building.

• Construction of the McKinney Lane Apartments project is complete. Final grading and seeding of the McKinney Lane ditch is expected in the coming weeks.

• Construction of the Edward C. Allworth Veterans’ Home continues. Building shells have been constructed over approximately half the site. The public water lines passed testing, and all fire hydrants are operable. A revised site grading plan is currently under review by staff.

• Construction on the Kellenberger Appliances project is nearly complete. Revisions are expected to their parking plan.


• Construction of the middle Commercial/Residential building for the Cascade Ridge project along Reeves Parkway is nearly complete.

• Construction continues on the Entek/Teklon project.

• Construction began for the Gazebo by the Lebanon Optimist Club near the Library.

• Staff met with the Developer to discuss dividing the land and construction of new homes along Sand Ridge Court.

V. FINANCE SERVICES – Dean Baugh, Manager

• Per Article 5, section 2 of the AFSCME contract the City will contribute $1,337.25 towards health insurance and a flat amount toward an HRA deposit. Any funds remaining after the HRA and insurance payments are paid will be distributed to the HRA accounts per the Union’s directions by December 15 each year of the contract. In the current fiscal year the remaining balance is $56,285.54. The Union has requested that an additional HRA contribution of $1,000 to employees choosing the low deductible health plan and 2,310.91 to employees choosing the high deductible health plan. These payments will be made with the Oct 2013 payroll. June 30 Fiscal Year end audit field work completed Sept 23‐26. This year the City has contracted with a new audit firm (Accuity LLC). They have provided helpful recommendations on how to improve our financial reporting and budgeting. A copy of the breakdown is attached to this report.

• Attended the Lowe’s tax appeal hearing in Salem on Sept 11

• Worked on Insurance and Banking service RFPs

• Began work on updating Finance policies

• Worked with Springbrook software (financial software) preparing for conversion to their cloud based platform, Conversion was postponed

• Worked on revised Utility billing process for Council, prepared ordinance to adjust City code based on new procedures, met with attorney and City Manager to discuss Ordinance

• Payroll conversion; still working with ADP to close out the last few item on our contract with them to process payroll, almost done with this item

• Had Premier Flooring give us a quote to mark the carpet in the hall way where the floor level changes, we have had a few people stumble at that spot this month.

• Completed the process on the new HRA Employer Adoption agreements

• Attended safety committee meeting, held the 3rd Tuesday of each month at the Senior Center

• Working with safety committee to update city safety policies

• Met with Dana, City Manager Ron, Engineering and Jason, PW to discuss water meter upgrades and financing

• Met with Frank, Police Chief and Scott, Police Lt. to discuss the Equitable Sharing and DAG71 reports due to Dept. of Justice (DOJ), completed the reports

• Completed annual Oregon Department of Transportation (ODOT) Streets and Roads Report

• Worked with staff and customers on water/sewer collections issues

• Staff attended Harassment & Retaliation training arranged by HR

• SAIF the City’s Worker Comp provider performed air quality test on parts of City Hall, results due by end of Sept.

• Met with Dana, City Manager and Debi, HR to discuss HR issues


• Met with Dana, City Manager and Willamette Neighborhood Housing Services, discussed our housing partnership and funding issues

• Utility application updated to be more customer friendly

• Accounts Payable; 461 invoices were processed for payments of $848,302.50

• Utility Billing:

August:

5629 Billing statements mailed by the end of July

968 Accounts received a $10 late fee

375 door hangers were processed

11 Payment arrangements were set up

36 Lock offs

September

5615 Billing statements mailed by the end of August

929 Accounts received a $10 late fee

419 door hangers were processed

Lock offs are scheduled for October 2

VI. INFORMATION & GIS SERVICES – Brent Hurst, Manager

Information Services

• Reconfigured scan to printer and scan to file functionality for the KIP700M plotter in Engineering Department following vendor reformatting plotter to resolve issues.

• Resolved user account issues on TV van workstation and cleared production structure for TV video capture.

• Updated City logo and branding information link on Apollo.

• Reinstalled video camera at Santiam Travel Station with new mount.

• Troubleshot GIS01 memory issue; allocated more space and extended drive.

• Resolved copier issues with KMC35 at Maintenance Department.

• City Hall camera in Finance area has sound issues. This is the only camera at CH with sound capability. Troublshot and resolved. Also placed an extender cable on the microphone to reach the front of the Finance counters.

• CRO Officer had computer issues with setting up for the new school year. Worked with LHS tech support staff to resolve.

• Built new VDI for Senior Center and the Dial‐a‐bus drivers are using the new VDI.

• IT department received some basic Cistera (phone system) training.

• The Library had two YA computers crash. Revived one and it is working again. The second is dead with a power issue. Have replacement in stock; need to build a security profile for Windows 7 system before pushing out the Windows 7 computer to the public.

• Moved Executive Assistant to new office just outside of City Manager’s office at City Hall.

• Built new NetBackup server with the Tape Backup device connected to it.

• IT completed annual CJIS training.


• LFD Station 32 network went down. Fire staff or vendor moved the network cable on switch to incorrect port. After swapping back network is up.

• Performed a Bibliotheca inventory at the Library.

• Installed software upgrade in Sweet Billing for the Fire Department.

• Worked on our GPO issues and found why people were losing My Documents. Resolved issue.

• Reprogrammed additional Wi‐Fi Access Points. They are all ready to be installed. The AP for the Court Room is installed. The Senior Center AP is on hold until wiring is in place.

• Added City Manager extension to Executive Assistant phone.

• Had DNS issues at the Library on the Public network. Repointed to new Name Servers to resolve.

• We had printer issues thru out the City Departments. Printers where reverting back to the old print server. Since the old print server was offline people were unable to print. This was fixed by deleting their printers and installing printers from the correct print server.

• Configured switch at City Hall to allow City Auditors ability to connect in Conference Room using GB wired connection to public network rather than WiFi already provided at request of Finance.

• Phone system stopped recording radio traffic for Police. Break‐fix issue resolved.

• Replaced battery pack in LFD Station 31’s server room.

• Executive Assistant’s workstation downloaded virus\malware. Issued a new workstation and wiped old hard drive after two attempts to clean failed to pick up and scrub virus successfully.

• Library has an issue with the public printing currently. IT is working with the software vendor to resolve.

• Performed workstation inventory to identify number of XP workstations left to be upgraded before XP reaches end of life next spring.

• Attended CJIS conference to understand and prepare for Justice Center CJIS audit.

GIS Services. The primary focus for this month has been the continued training of City staff on the new GIS system and web maps. We have also focused heavily on fine‐tuning and customizing the web maps to suit the needs of individual departments. Along with the weekly and monthly work order requests received by the GIS Department, we are currently prioritizing the next few large‐scale projects.

• Made changes and updates to the web map gallery:

Updated Sanitary Sewer symbology for TV Main differentiation. Completed configuration of Police web map and created link on Apollo. Added date range query for infrastructure mains in multiple web maps. Migrated Street Names and Landmarks layers out of basemap services and into Library, Planning,

and Police Operational Layer services which serve all web maps. Regenerated Aerial, Streets, and Library Basemap map service tile caches. Added 12 individual layer configurations to the Identify widget in the Community Development

web map. Added 2005 Aerial Photography layer to Community Development web map.

• Scheduled and conducted 5 web map trainings with various Dispatch staff members.

• Transferred, linked, and configured updated video data from TV inspection van for use in Community Development and Engineering web maps.

• Transferred TV video data for special project to City Engineer.

• Coordinated, updated, printed, and delivered 10 copies of Flush Map Books to Maintenance Department.

• Created and delivered Wetlands Focus Map and Trail System Maps to Maintenance Manager.


• Created and delivered Neighborhood Watch Focus Map to Community Service Officer.

• Created Workstations layer in Information Services dataset and began digitizing features.

• Updated Taxlot layer from Linn County.

VII. LIBRARY – Carol Dinges, Manager

• We received more than 60 applications for the Library Assistant I (part‐time) position. Debi Shimmin and I are in the process of evaluating the applications, and interviews are tentatively scheduled for the week of October 7‐11. In addition to filling the vacant position, we hope to select a pool of 3‐4 applicants to fill any future openings.

• During the month of August, 3500 Internet sessions were logged on the patron‐access computers. This sets a record for the highest usage of patron computers in any single month.

• I have scheduled a phone meeting to discuss details for implementing credit/debit card processing for the library and other city departments. Dean Baugh, Sarah Bishop, Reva Frost and I will “meet” via phone with a representative from Elavon, the company that currently processes credit/debit cards for the Planning Department, on October 9.

• I completed and submitted the annual Oregon Public Library Statistical Report to the State Library. A copy is attached.

• Oklahoma Correctional Industries (similar to Oregon Corrections Enterprises, who designed and built all of our tables and children’s room furnishings) contacted me regarding their Yearbook Project – they apparently have a grant to digitize high school yearbooks from around the United States. They would like us to send our collection of yearbooks (they pay shipping), which they will scan and digitize, then return to us with disks of the digitization (which we can make available on the library website). The Library Advisory Committee asked me to further research this, which I did. According to Oregon librarians who have submitted their books, the digital quality is fairly good, and they use top‐end equipment and follow “best practices” to avoid potential damage to the books. Since we have duplicates of many of our yearbooks, I will recommend to the LAC that we submit those books for which we have duplicates.

• We had several instances of male patrons telling us that they found notes soliciting sex in the men’s restroom. We notified LPD right away and gave them the notes as they were found. They identified the person responsible and issued a trespass notice.

• The ADA door‐opening mechanism on the main (south) entrance to the library malfunctioned (wouldn’t close). Chris Simmonds determined the source of the problem and notified the company that installed it. They were supposed to be here to fix it on September 20, but have rescheduled twice. In the meantime, we posted a sign directing those needing an ADA door to the north entrance and notified Dial‐a‐Bus to let passengers off at the north entrance until the door is repaired.

• The cyber‐lock on the same entrance door also malfunctioned (this door gets a lot of use). Chris Simmonds repaired it, and then had a locksmith check the repair.

VIII. MAINTENANCE – Jason Williams, Manager

Water

• Completed 118 water department service orders

• Re‐connected 7 residents to service

• Locked 6 other residents off

• Only repaired 1 service line leak this week. Fixed a 12” main leak on Hiatt


• Repaired/replaced 8 service line leaks, including 5 lines hit by a contractor on Hobbs St.

• Fixed a 12” main leak on Hiatt

• Repaired 6’’ of 4’ water main in river park

• Installed a new 2” meter and backflow device for Christopher Columbus Park

• Completed 19 water samples

• Worked on 3 well/cross connection issues two have been completed and one is awaiting final inspection after repairs are made

• Completed 32 utility locates (one being 5 blocks long from right of way to right of way)

• Assisted Engineering with the flushing and testing on the South 5th water line/reservoir.

• Poured 8 sidewalk panels. as well as 2 large driveway sections

• Built, installed and tested a hydrant meter

• Tested a 2” new construction backflow device for the school dist.

• Delivered 415 Door Hangers

• Worked on flush maps

• Reset 3 water meter boxes

Collections—Sanitary/Storm

• Cleaning and TV‐ing the sanitary sewer system remains top priority for the crew

• Tv’d 2,100’ of sanitary sewer pipe

• Collections crew completed extensive alley trimming to allow for the vactor to access manholes

• Worked 8 hours with OMI cleaning out the aeration basins at the WWTP with OMI

• Staff worked with a boring contractor with the power company on 10th Street trying to pothole un‐locatable sewer laterals before any boring was started

• Fell and removed several dead trees that were in the city’s drainage ways

• Mowed all city ditches and drainage ways

• Installed a catch basin on 3rd Street

• Assisted the Water Crew with concrete

• Vehicle maintenance on S9, D4 and D6

• Excavated out the vactor dump and spread spoils

• Flushed 4,800’ of sewer mains from our flushing list to aid in odor control

• Cleaned 1,200’ of sanitary pipe as well as ran the root cutter through the mains

Streets

• Sweeping rounds continue, including the highways – see attached Street Sweeping map

• Removed a large downed tree from Ralston Park

• Worked on the grading and leveling at Christopher Columbus Park

• Trimmed a tree in the vision triangle at Ralston Dr. and Park Dr. per Councilor Elliott’s citizen complaint

• Lowered and raised the flags per the Presidents order


• Vehicle maintenance on S‐12, J‐11 and S‐18

• Re‐programmed the school zone flashing lights after a power outage

Parks

• Completed all parks mowing, edging and weeding

• Daily opened, closed and cleaned all facilities

• The STS has been completely painted by contractor. City crew replaced all exterior signs and stair nonskid pads

• Playground safety inspections were completed

• Laid out and started installing the irrigation system at Christopher Columbus park

• Setup for the Rollin Oldies car show at River Park

• Pre‐emergent chemical applications made in the following parks: Academy, Ralston, Bob Smith, Booth and Gills Landing

• Completed daily trash rounds in every park ‐ emptying 45 trash cans and 11 doggie stations

• Completed the Downtown core area trash rounds

• Placed fall material at the Booth Park playground

• Reservations remain steady for the park shelters as well as the campground

• Rebuilt 4 picnic tables that were vandalized

General Division

• All staff attended harassment and diversity training

IX. POLICE – Frank Stevenson, Chief of Police

• The Lebanon Jail was inspected (at different times) by the following: Department of Corrections, Linn County Health Department, Lebanon Fire Department and Intergraded Electronic Systems (IES) and received high marks, passing all inspections.

• On September 20th Dylan Lawrence, our newest communications specialist, graduated from a two‐week telecommunications academy held at the Department of Public Safety Standards and Training (DPSST)(police academy). He returned to work and is now in the process of finishing up with his field training program. Once that is complete, he will be operating “solo” as an emergency police dispatcher.

• The Police Department is applying for two small grants, which are part of ODOT’s Speed Enforcement/Overtime Program. One is for the purchase of radar equipment for a patrol vehicle; the other is funding for DUII enforcement.

• The Police Department received several applications for reserve officer during this current recruitment process. Testing and interviews were conducted and the applicants have been narrowed down to three finalists who are currently beginning the background investigation process.

• During the month of September, 110 individuals were booked and released, brought to court, transported to/from Linn County Jail or sentenced in the Lebanon Municipal Jail. A combined 198 days were served by inmates in the Lebanon Jail this month.

• The Detective Division has been working on several involved cases including: a missing persons case, where the male subject was located; theft of a firearm, where a male subject was arrested and the firearm located; numerous child abuse cases; 3 drug‐related search warrants (1 in Lebanon and 2 in Linn County),


Lebanon Senior Center Upcoming Activities:

See October Calendar

which involved Linn County Sheriff’s Office, Drug Enforcement Agency, Albany Police Department and the Linn County Regional SWAT Team.

• Map Your Neighborhood classes for disaster preparedness were held at the Lebanon Justice Center on 2 separate days, at 2 separate times. The participants received information on what to do when a disaster strikes and how to be prepared in advance. Several community members took advantage of the free class and received a free disaster kit from the Lebanon Police Department.

• The Patrol Division remains active, with approximately 1,700 calls‐for‐service for the Month of September. A traffic stop was conducted which lead to a search warrant of the driver’s residence where several items of evidence relating to narcotics were seized. Assistance was provided by the Detective Division as well as the Linn County Sheriff’s Office and the Drug Enforcement Agency. LPD also responded to a burglary in progress and were able to locate and arrest the person responsible. All items stolen during the burglary were recovered and returned to the owner.

• The Community Policing Division remains busy. This week, time was mainly spent on the Map Your Neighborhood presentations. Preparations are being made for an upcoming Teen Academy and a Peer Court training session.

X. SENIOR SERVICES – Kindra Oliver, Manager

• I should have the final certification application completed and to the Oregon Department of Energy by the end of this week, so we’ll be in the queue for a pass‐through partner for our 2012 Business Energy Tax Credits (BETC). We have 2011 credits available also.

• I am attending an Oregon Transit Association conference, in Bend, on October 7th and 8th. Four of my drivers will also be participating in training on Sunday afternoon and two of them on Monday. Registration fees for all will be covered by Oregon Department of Transportation (ODOT) and three of us will receive mileage reimbursement through ODOT, so costs to our program are minimal.

• We kicked off our Lunch and Learn Series on Monday, September 23rd, with an audience of 50 people. The fall series is comprised of local history topics, which generally draw a good number of people.

• Our 5th annual Living Well Retreat, on September 26th, was successful. We had approximately 70 participate this year, an increase from last year. Attorney Steven Heinrich presented valuable information dealing with estate planning and elder law, Patty Dunning (from Samaritan) spoke on living with chronic pain and demonstrated ways to help ease the pain and speaker Lori McNulty shared some organization tips with writing “your own story” to hand down to their family. We had representatives and information booths for 12‐15 senior agencies and businesses in our area as well, including Linn/Benton Housing Authority, Senior Services Agency, AARP, and much more!

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www.ci.lebanon.or.usP: 541-258-4900

925 S. Main Street Lebanon, OR 97355

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City Council 6 p

11:30a-1p Forum Lunch “Invest in Linn Co Future” @ SLC Hosp.

School Brd Mtg: 6 pm @ District

Office

Women In Bus Lunch – 11:30 Self Defense Presentation

@ River Center

2-6p Dwntn Farmers Market: @ Grant/Main

Senior Center: 10a-1p Living Well Retreat

Friends of Library:

Used Book Sale9a Senior Ctr

RUNAWAY PUMPKIN HALF

MARATHON 9 am @ Cheadle

Lake

Lebanon Trails Mtg 7 pm @

Lebanon Hospital

2-6p Dwntn Farmers Market: Grant/Main Sts

2-6p Dwntn Farmers Market @ Grant/Main

Sts LAST ONE!

2-6p Dwntn Farmers Market: @ Grant/Main

MAP YOUR NEIGHBORHOOD

Presentation (Emergency Prep)

Justice Center 6 pm

Planning Commission 6p

Chamber Greeters: 8:30a B & W

Builders 20 E. Airport Rd

Chamber Greeters: 8:30a Samaritan

Event Center

Chamber Greeters: 8:30a TBD

Chamber Greeters: 8:30a CWC-CU 625 N 5th St

5-7p Bus. After Hrs @ Advance Auto Transport Tech Center 2000 W. Oak

Ladies Night Off @ B&G Club 5:30 – 8:30 pm

10a-12p Lebanon Trails

NEW TRAILS Construction @ Cheadle Lake

SoGo: Downtown Stroll 10a

SoGo: Corn Maze

9:30a

Sr Ctr: 1:00p Movie

“Ghostbusters”

SoGo: Bowling @

Linn Lanes 9a

SoGo: Halloween

Treating 10a

SoGo: Miniature Golf 9a

Sr Ctr: 1-3p Halloween

Bingo

Sr Ctr: 1:30p Legal Aid

Sr Ctr: 12:30p Birthday/Ice Cream Social

Sr Ctr: 12:30p Lunch & Learn “Willamette Valley Pleistocene Project”

Sr Ctr: 12:30p Lunch & Learn

“History of Spiritualism & Spirit

Photography”

Sr Ctr: 12:30p Lunch & Learn “OR Donation Land

Claim Pioneers”


“Scroggins Mill”


“Log of the Dirty Four”

Sr Ctr: 1:00p Movie “The Spiderwick Chronicles”

Sr Ctr: 1:00p Movie

“Unfinished Song”

Sr Ctr: 1:00p Movie “The

Great Gatsby”

Sr Ctr: 1-5p Harvest Fest!

Sr Ctr: 10a Learn to crochet w/

plastic bags

Sr Ctr: Noon Potluck –

Celebrate Halloween

Sr Ctr: 10:30a Secret Pals

Sr Ctr: 9a-3p Fall Foliage

Trip

Sr Ctr: 1-3:30p “Powerful Tools for Caregivers”



Return-To-Work Policy

Note: This document is not designed as a substitute for reasonable accommodation under any applicable federal or state laws, such as Americans with Disabilities Act, The Rehabilitation Act of 1973, or other applicable laws.

To preserve the ability to meet company needs under changing conditions, this company reserves the right to revoke, change, or supplement guidelines at any time with written notice. The policies and procedures in this return-to-work program are not intended to be contractual commitments and they shall not be construed as such by our employees. This policy is not intended as a guarantee of continuity of benefits or rights. No permanent employment for any term is intended or can be implied by this policy.

Objectives City of Lebanon has developed a return-to-work policy. Its purpose is to return workers to employment at the earliest date following any injury or illness. We desire to speed recovery from injury or illness and reduce insurance costs. This policy applies to all workers and will be followed whenever appropriate.

City of Lebanon defines “transitional” work as temporary modified work assignments within the worker’s physical abilities, knowledge, and skills.

Where feasible, transitional positions will be made available to injured employees in order to minimize or eliminate time loss.

For any business reason, at any time, we may elect to change the working shift of any employee based on the business needs of this company. The physical requirements of transitional/temporary work will be provided to the attending physician. Transitional/temporary positions are then developed with consideration of the worker’s physical abilities, the business needs of City of Lebanon, and the availability of transitional work. In case of an on-the-job accident If you have a work-related injury and are missing time from work, contact your Supervisor, or the Human Resource (HR) Department or SAIF Corporation for details regarding time loss.

Transitional temporary work assignment City of Lebanon will determine appropriate work hours, shifts, duration, and locations of all work assignments. City of Lebanon reserves the right to determine the availability, appropriateness, and continuation of all transitional assignments and job offers.

Communication It is the responsibility of the worker and/or supervisor to immediately notify HR of any changes concerning a transitional/temporary work assignment. Personnel will then communicate with the insurance carrier and attending physician as applicable.

RTW Policy August 2013 Page | 1

Employee responsibilities

Accident reporting

An accident is any unplanned event that disrupts normal work activities and may or may not result in injury or property damage. All work-related accidents, injuries, and near misses must be reported immediately to Personnel.

If an accident occurs, but does not require professional medical treatment, the supervisor should immediately be informed so that an accident analysis can be completed. If first-aid treatment is needed, it should be sought on-site.

If an accident occurs which requires professional medical treatment, the worker should follow the emergency response plan. The worker must fill out a workers’ compensation 801 form as soon as possible.

Worker’s physical condition

If professional medical treatment is sought, the worker should inform the attending physician that City of Lebanon has a return-to-work program with light duty/modified assignments available.

The worker should obtain a Release to Return-to-Work form and completed Job Description form (if available) from HR. This should be provided to the treating physician and should be returned to HR following the initial medical treatment.

Worker able to return to work

If the attending physician releases the worker to return to work, as evidenced by completion of a Release to Return-to-Work form and Job Description Form, the form(s) must be returned to HR within 24 hours for assignment of light duty/modified work. The worker must report for work at the designated time.

The worker cannot return to work without a release from the attending physician.

If the worker returns to a transitional/temporary job, the worker must make sure that he or she does not go beyond either the duties of the job or the physician’s restrictions. If the worker’s restrictions change at any time, he or she must notify his or her supervisor at once and give the supervisor a copy of the new medical release.

Worker unable to return to work

If the worker is unable to report for any kind of work, the worker must call in at least weekly to report medical status.

While off work, it is the responsibility of the worker to supply HR with a current telephone number (listed or unlisted) and an address where the worker can be reached.

The worker will notify HR within 24 hours of all changes in medical condition.


Employer responsibilities

Accident reporting

The supervisor will conduct an accident analysis on all accidents, regardless of whether an injury occurs.

When an accident occurs which results in injury requiring professional medical treatment, HR will forward a completed workers’ compensation 801 form to the insurance carrier within five (5) calendar days of knowledge of the injury or illness.

Other information will be forwarded as soon as developed, including:

o Name of worker’s attending physician

o Completed Release to Return-to-Work Form from attending physician and medical documentation, if appropriate

o Completed transitional/modified or regular Job Description

o Job Offer letter and responses

The supervisor will notify the insurance carrier of any changes in the worker’s medical or work status as soon as possible.

Medical treatment and temporary/transitional duty physical condition

A Release to Return-to-Work form and a completed Job Description form (if available) will be provided to the worker to take to the attending physician for completion and/or approval.

At the time of first medical treatment the Release to Return-to-Work form must be completed and returned to Personnel. If one is not, Personnel will request one from the attending physician.

The completed Release to Return-to-Work form will be reviewed by HR. A temporary/transitional Job Description form will be prepared from information obtained from the attending physician for review and approval.

Job Offer letter

Upon receipt of a signed temporary/transitional Job Description form from the attending physician, a written Job Offer letter will be prepared by the employer. It will be mailed by both regular and certified mail to the worker’s last known address or presented to the worker.

The letter will note the doctor’s approval and will explain the job duties, report date, wage, hours, report-time duration of transitional work assignment, phone number, and location of the transitional assignment.

The worker will be asked to sign the bottom of the Job Offer letter indicating acceptance or refusal of the offered work assignment.

Copies of the Job Description, Work Releases, and Job Offer letters will be forwarded to the insurance carrier.


Supervisor

The supervisor will monitor the worker’s performance to ensure the worker does not exceed the worker’s physician release.

The supervisor will monitor the worker’s recovery progress through regular contact to assess when and how often duties may be changed. The supervisor will assess the company’s ability to adjust work assignments upon receipt of changes in physical capacities.

Worker acknowledgment

The return-to-work policy and procedures have been explained to me.

I have read and fully understand all procedures and responsibilities.

I agree to observe and follow these procedures.

I have received a copy of this policy and procedure.

I understand failure to follow these procedures may affect my re-employment, reinstatement, and vocational assistance rights.

________________________________________________________________ Worker signature Date


October 1, 2013...• 9/25 Mtg with Dr. Adam Kirkpatrick ... • Weekly mtg with Police Chief (AIC),...

Documents

Transcript of October 1, 2013...• 9/25 Mtg with Dr. Adam Kirkpatrick ... • Weekly mtg with Police Chief (AIC),...