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Cultural Competency Training

Why do I need to have a Cultural Competency Training?

You may not realize it, but Bowling Green’s population is drastically changing.  According to the US Census, nearly 11% of Bowling Green’s residents are foreign-born (which is the higher than any other City in Kentucky).  Currently, residents in our City speak 49 languages and represent 39 different countries. As demographics change in our community, the importance of staff training to enhance customer service is undeniable.

What can I expect from the training? 

The cultural competency training will help you build awareness, knowledge, and skills through a variety of teaching methods including direct instruction, role playing, case studies, facilitated group discussions, and technology/media.
There are no more slots available for my Department during the training sessions, what do I do?
Don’t worry!  Every employee will have an opportunity to participate in the training.  Training sessions will be available monthly for the next (2) years.  Trainings will be available at different City Departments, at times and dates that best fit your schedule.

Who will facilitate the training?

The training will be facilitated by Leyda Becker, the City’s International Communities Liaison.  Mrs. Becker holds a training license in Cultural Competency from the nationally recognized Cross-Cultural Health Care Program in Seattle, Washington.  If you have any questions or concerns related to the training contact Mrs. Becker at leyda.becker@bgky.org or at (270) 393-3766.

Upcoming Training Schedule

Thursday, July 31st @ 1:30pm – 3:30pm @ Fire Community Room

Thursday, August 28th @ 1:30pm – 3:30pm @ Police Community Room

Tuesday, September 30th @ 8:30am – 10:30pm @ Parks Community Room

Thursday, October 30th @ 1:30pm – 3:30pm @ NCS Community Room

Tuesday, November 18th @ 8:30am – 10:30am @ Fire Community Room

Wednesday, December 10th @ 8:30am – 10:30am @ Police Community Room


BENEFIT BRIEF - JULY 18

Humana VISA FSA cards with an expiration of 06/2014 were mailed from Humana on July 10.  If your card had that expiration and you do not receive your new FSA card,  please contact Lori Gray at lori.gray@bgky.org or x3644.
 


BENEFIT BRIEF - JULY 8

Employee Medical Plan Routine/ Preventative Child Care Limits:
- Unlimited per covered child from birth to age 1
- 2 visits per covered child, including sports and school physicals, for ages 1 to 18
 


FY2014 Internal Services Employee Survey

Dear City Employee:

As part of the annual performance measurement reporting process for Fiscal Year 2014, the City will once again be reviewing several of its internal service areas.  These service areas include: Facilities Management, Fleet Maintenance, Human Resources, Communication Equipment Services, Information Technology Services, Legal Services, Procurement, Risk Management, Financial Services, and new for this year Public Information Services.

To aid in this process, every employee is being asked to complete a short survey.  The survey allows you to rate each internal service area and to provide feedback which will help identify any areas still needing improvement and/or the areas that continue to perform well.   Without your input, it is difficult to gage the City's overall customer service performance.

The survey will remain open through July 31, 2014.   Please click on the below link to access the survey electronically: 

https://www.surveymonkey.com/s/FY14BGKYSurvey

Or, a PDF of the survey is attached if you would rather print out a paper copy to complete.  Simply forward the completed survey back to me through inter-office mail.  Your name is NOT required.

Supervisors, you are asked to forward a copy of the survey to any employees that do not have access to email.  You can direct them to the City Employee Home Page (http://www.bgky.org/employee_only/) to access the survey link or provide them with a paper copy to complete and return.

I greatly appreciate your time and consideration with completing the 4th annual Internal Services Employee Survey as we continue to improve our organization.

Thank you,

Katie Schaller
Assistant City Manager/City Clerk
PO Box 430
1001 College Street
Bowling Green, KY  42102-0430
270.393.3632 (office)
270.393.3698 (fax)
270.792.6571 (cell)


Bereavement Leave

A significant change in the revised personnel manual effective July 1 has to do with funeral leave.  It will now be called “bereavement leave” and will be a more flexible benefit for eligible employees who suffer the loss of a family member.

Full-time and permanent part-time employees have been eligible to use funeral leave for paid time off between the death and funeral of a loved one.  But, the number of allowed days off was dictated by the relationship to the deceased as well as the dates of death and the funeral.  This led to unequal treatment depending on the circumstances of the death and did not take into account other factors such as a later memorial service or the employee needing to take time off after the date of the funeral to deal with grief and family matters.

The revised bereavement policy is very similar to the old policy but it will allow the employee to take an established number of days off when he/she most needs them, to deal with the death, funeral arrangements, to attend the funeral or service, and to deal with other matters afterward.  For an immediate family member (spouse, parent, child, or sibling) the employee will be allowed a paid absence of five working days.  Fire shift personnel receive two shift days.  For other family members (listed in the policy), the employee receives three days (one day for fire shift personnel).  One day is still provided for the death of the employee’s aunt or uncle.

The employee must still provide his/her supervisor with appropriate information and submit a leave request for an approved absence.

Note that the new July 2014 employee manual for classified employees is now posted on the CLICK under Documents - Human Resources, in the section called "Manuals & Policies".  The changes  made since the 2011 manual are listed in the Human Resources section called "Policy Changes".  New manuals will be printed and distributed.

Contact Michael Grubbs in the Human Resources & Risk Management Department if you have any questions.
 


FY2015 Pay Increases

The FY2015 budget was approved on first reading and includes the following for City employees:

Full-Time:  2% Cost of Living increase (which is more than the 1.5% increase that occurred in the Consumer Price Index); plus step increase for those employees who are eligible (satisfactory performance; not at maximum for pay grade, not hired or promoted in FY2014)

Part-Time:  $.20/hour increase, plus $.20/hour for those in grades 70-78 (starting at less than $11/hour); plus $.10 step increase for those employees who are eligible (satisfactory performance; not at maximum for pay grade, not hired or promoted in FY2014)

The pay increases will be effective July 1.


Employee Manual Changes Adopted

The proposed administrative personnel policy & procedures manual for classified (full-time) employees was presented to the BOC in work session on 4/15.  It was then approved at the May 21 BOC meeting, but will not go into effect until July 1.  The manual with changes marked, and a synopsis of the changes, are posted on the CLICK under Documents-Human Resources-Policy Changes.  The manual is being updated for the changes, will be sent for printing and then distributed.


Internal Text Messages

You can now sign up to receive internal text messages regarding potential City-wide closings, important deadlines/requirements, or information regarding severe weather or natural disasters. The intention will be to use this feature rarely and only when necessary, but it will be a simple and effective way to get important information to all of our employees as quickly as possible.

You can receive these messages by texting "Join Employees" to 270-681-3828.  Employees are not required to sign up but it is highly encouraged.

If you have any questions or concerns about receiving text messages please feel free to contact Kim Lascaster. You can opt out of this program at any time. 


Important Outlook Information

The final migration of the City’s email system over to Microsoft Outlook occurred this weekend. Users should now be able to access their email using Microsoft Outlook (on their individual PCs). If you have any issues, please review the following guides and notes:

  • Microsoft Outlook (Reference Guide)
     
  • Using the Outlook Web App
     
  • How to Configure MessageScreen
     
  • If you have a problem with Outlook (desktop client) or cannot find it on your computer, you can still use http://email.bgky.org to access your email. If you need assistance with intial setup and are unable to email, please contact IT at one of these extensions for assistance 3708, 3190, 3634, 3710.
     
  • Some computers that are always logged in under a generic ID with multiple users will not have the Outlook client on their PC and will need to use the web version (http://email.bgky.org )
     
  • For any issues with Outlook where you need assistance but are able to send emails, please email helpdesk@bgky.org with those problems and requests.
     
  • If you believe you are missing any emails or data in Outlook, please check all folders first to see if it is in any of the folders. If you still believe there may be missing email that did not migrate over, please email helpdesk@bgky.org with any details of the missing data you can.
     
  • Also, please be aware that in Outlook, we now have a “Junk Email” folder in addition to MessageScreen. So even if email message gets through MessageScreen, it still may end up in your “Junk Email” folder. Please make sure to check this occasionally. You may also change the default settings on your junk email folder and may block or allow individuals or companies. For assistance with this, please email helpdesk@bgky.org.
     
  • Due to the timing of the migration of email, there is a good possibility that some of the items you deleted in Groupwise may show up in Outlook.
     
  • Reminder that when opening the Outlook client, you may also be prompted to login to DM. You can go ahead and login or just cancel out of the DM login screen.
     
  • If you would like to sync up your email account to your smartphone and haven’t signed the agreement form, just sign that form send to IT, and we will send you instructions on how to enable the email on your phone. The form is available on the CLICK, under “Training”, and “Outlook”.
     
  • Additional training classes will be offered in the near future.

 

 


Important information about the e-mail migration to Outlook

We will begin the final process of switching from Groupwise to Microsoft Outlook at noon on Friday, January 10. At that time, Groupwise will be shut down and e-mail will not be available until Monday morning (13th) with Outlook. 

1) We will be removing the Groupwise client from city computers over that weekend beginning on the 10th and installing the Outlook client. We will do this for as many as time permits and that we have access to. If your PC is updated that weekend, there will be a new icon on your desktop called Microsoft Outlook 2010 as well as a few documents left at your desk. The documents will explain what to expect the first time you open Outlook and also how to enable Messagescreen. 

2) If you have any additional changes to make to your existing address books, please have those completed prior to next Friday. Also keep in mind that:  Trash folder, frequent contacts, proxy rights, calendar history, signatures, and rules will not be migrated. Also meeting appointments for approximately 2 months forward will be brought over but not long term re-occurring events. You may want to print out copies of future events in your calendar so you can re-post those if necessary or print any needed past calendar events.   

3) If you do not see the Outlook icon on your desktop or see it under All Programs, Microsoft Office, Microsoft Outlook 2010, we will get to remaining PCs as quickly as possible after the cut-over. In the meantime, you can still access your e-mail via the web using OWA (Outlook Web App) by simply going to mail.bgky.org  in your internet browser. We will provide documentation for using OWA and it will also be posted on the Click.  

4) Your e-mail address will be the same as it is now. However, your Outlook login id and password will be the same as your network login id and password. Whenever your password changes for the network login, it also changes for Outlook and will always be the same as the network login id and password.

5) The first time you login to Outlook with the client on a work PC, it will download all e-mail to your PC and then synchronize with the primary server as needed. This will result in an improved speed, but the initial download of information may take several minutes to complete depending on the size of your mailbox. 

6) Since Outlook interfaces with DM (document management), when you open Outlook it will also bring up the DM login screen unless you already have DM open. You can login to DM or just cancel out of it if you don't plan on using it to send any attachments. 

7) Smartphone users who wish to utilize the mail function on your phone instead of your browser to access City e-mail can complete the attached form (if you have not already done so) and we will provide the necessary information to you on how to set that up on your phone. Return the form to me. It can also be found on the Click. 

8) For those of you who were unable to attend a class, we will likely offer classes again after the cut-over. Also, there are Outlook how-to documents on the Click under Computer Training. 

We will make every effort to assist folks with issues or questions and will be coming around during that first week to help out with any setup questions. Feel free to contact me, Emilee Woods, or Larry Duncan prior to cut-over with any questions.  Watch for more communication about the project via e-mail next week. 

 


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