Agenda Packets - 2002/03/11 - Laserfiche WebLink

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7 responsible for determining what documents should be retained. The committee will also determine the length of time documents need to be retained – as governed by State. This committee will review various methods of imaging and submit a recommendation to Administration. The final charge of the committee will be to find and organize a place where these documents can be archived and accessed. One person from each department was named to the committee. Public Works will have the Administrative Assistant represent the department. The Engineer / MIS Technician from Public Works will also serve on this committee as technical support. NEW EMPLOYEE The Public Works Department would like to welcome Tom Haack. The employment of Mr. Haack was approved by City Council on January 7, 2002 and started work on Monday, January 14th. Mr. Haack was recently employed with GM Contracting as a laborer in the sewer and water department. His responsibilities included installing and repairing water and sewer distribution systems. Mr. Haack has also worked for the cities of Mankato and Maple Lake. Again, the Public Works Department welcomes Mr. Haack and look forwards to working with him. PUBLIC WORKS WEEKLY MEETING The Public Works Department has instituted a meeting weekly (Monday afternoons) of Public Works supervisors and office staff to discuss events and issues pertaining to the Public Works Department. These meetings also provide an opportunity to share weekly schedules, crew assignments, and anticipated activities for the week. An inherent benefit of this meeting is the increased communication within the Public Works Department. OUTLOOK 2000- CALENDAR / TASKS / CONTACTS The Public Works Department has a need and would benefit from a broader use of Outlook 2000 computer software. Components of Outlook 2000 that may allow Public Works to operate more efficiently include a minimum of “Calendar”, “Tasks”, and “Contacts”. Calendar – allows those who attend meetings and / or have scheduled time commitments to have this schedule on the computer. This allows the user to better organize his/her time. It also serves as a reminder for time commitments. Calendar can also be used to check someone else’s schedule to determine if they will be available at a particular time. Tasks – allows for better organization and management of tasks to be completed. It also serves as a way to track requests that have been made and give reminders when necessary. Contacts – This is a great feature that allows for the creation of a departments wide electronic Rolodex, thus reducing the need for duplication of information. It also allows for a more efficient creation of mailing labels, letters, and envelopes. It will even create a map of the address on the contact list with a click of one button. To encourage the use of these items, a demonstration will be given to the Pubic Works supervisors and office staff. If this is successful in the Public Work Department, similar needs for other departments will be evaluated. RECYCLING UPDATE The duties of Recycling Coordinator have recently been assigned to the Public Works Administration Assistant. The 2001 2nd half Recycling Report was due February 15; unfortunately, this report was not kept up to date and therefore missed the deadline. The Public Works Administration Assistant contacted the County to explain the situation. She then finished the data input for the 2nd half of 2001, compiled the necessary information, and forwarded the report to Ramsey County on March 5, 2002.