Category: Administration

Check out some of these great photos from Monday’s Leadership Team Retreat.

 

Here is Brad with an update this week:

City Manager Dave Hansen opened the meeting in true fashion with all the passion for the City he’s been known for.

• He thanked all the administrative professionals all over the City who have all our backs.

Deputy Chief Tony Zucaro

• College Beach Week AKA Week 17, was a success in the sense that it was mostly peaceful
• Limited crowd Friday night due to rain
• Crowds were large Saturday afternoon and into the night
• 320 calls for service Saturday night, several hundred citations issued, 2 guns confiscated
• Department of Justice and Human Rights Commission members were on site as VBPD requested monitoring the department’s performance
• This is a non-sanctioned event
• Department has been monitoring social media channels to keep abreast of where activities would be held
• Several command centers were established including EOC and the Second Precinct
• Public Works performed an important role in keeping trash cans emptied
• Emergency Communications Department performed a great service
• ComIT’s support with new HD cameras was very helpful

Catheryn Whitesell (Director of Management Services and all things budget)

• City council reconciled department’s budgets
• Nothing was cut, $2 million was added
• Very smooth process this year

Dave Hansen – Leadership Survey

• A retreat will follow to address leadership concerns citywide

Alliance for Innovation presentation

• Dave introduced Sallie Ann Burnett, Eastern Region Director, Alliance for Innovation
• Jim Spore was actively involved in this organization and attended their conference, Transforming Local Government
• Many of us have submitted innovation projects to this group over the years
• Alliance seeks to provide new ways for Cities to succeed
• Case studies, webinars and white papers available online
• City of Virginia Beach has a Citywide membership that is available to all members
• transformgov.org Create a username and password to access. Your vbgov address will be recognized

Records Management

• Administrative process to enforce Virginia Public Records Act
• Authorizes transfer of records (storage or destruction)
• Agencies must destroy records as prescribed by the policy
• See City AD 2.10 for details and mandatory compliance
• Format of records doesn’t matter. Records can be digital, written or recorded
• Official City email should always be written in a professional manner
• Four Rs
  • Retrieval – file in such a way that they are easily located
  • Retention – know how long you have to hold records
  • Reduction – get rid of in a timely manner
  • Recovery
• Don’t be in the headlines
• Use Department’s Records Manager as a resource

Cyber Security – Ernie Forni – (ComIT’s Cyber Cop)

• Cyber criminals are the new bad guys attacking corporations
• Malware is easily downloaded on unsuspecting apps every day on mobile phones – be careful
• Check out this scary map: http://map.norsecorp.com/#/ where cyber-attacks are tracked in real time.
• 10,000 attacks or “door knockings” occur every day where cyber-criminals try to infiltrate corporate networks
• Nearly 35,000 attempts were made to infiltrate Virginia Beach networks in 2015
• ComIT sent out a test message to members a few months ago. It was designed to look like a phishing attempt, probably having like sounding names like Comit (rather than ComIT), addresses like networkadmin@vbgov.com, and the deadly, “CLICK HERE” to fix your problem. Out of 1,400 messages sent to members 162 people clicked on the “CLICK HERE” button. 23% opened the message, 11% clicked the attachment. Not smart folks. This is how crooks get into our network and steal information, and it could be something personal about you.
• Members are encouraged to store critical information on network drives, and not on flash drives or local computer drives
• Jigsaw Ransomware is the newest threat. Cybercriminals access your computer, encrypt all your files, and hold you hostage for a set amount of money. It happens to unsuspecting businesses and individuals.
• Ever get a pop up on your home computer that reads something like this? “Hi, I’m from the Microsoft Support Team and we’ve detected a virus on your computer. Click here to remove.” Ernie suggests not going there unless you want to pay the crook $149 to unencrypt your machine.
• Phishing Consequences Install ransomware
  • Install hacker code
  • Theft of data
  • Theft of services
  • Loss of reputation

• Another phishing test will be broadcast this summer. Don’t get caught by this trap! This type of human error is now being considered negligence.
• Infosec awareness is required training of everyone
• Social Security Numbers should never be sent by email

Monica Kopin – Human Resources – New Taleo application

• Taleo, the new front end for WAVE is rolling out soon
• Training will be required of all hiring managers
• The entire WAVE application will be down at the end of June while the transition occurs
• If you have an active application in WAVE now, it will not be moved to the new system. Download and copy it now if you want to save it

Doug Smith – Introduced Brad as a first timer at the meeting.

Not the worst way to start a busy day. Thanks to Cliff Myers, for sharing!

 

CVB’ers Cliff Myers and Karen Kephart are taking part in the VA SHRM State Conference this week at the Omni Homestead Resort in Hot Springs, VA. The conference offers 45+ Breakout sessions that promote idea sharing, 8 Masters sessions for in-depth discussion, 5 big-idea, motivational Keynote sessions, along with plenty of time for team building and camaraderie.

Congratulations are in order for our very own Karen Ovalle (Account Clerk III/Administrative Services), who completed the “Foundations for New Supervisors” course last week at the Municipal Center. Karen was one of 26 participants, representing 10 departments throughout the city, who dedicated themselves to five days of intense learning. Throughout the process, they remained open to new ideas, willingly shared their knowledge and valued diverse thinking ‐ truly exhibiting our Organizational Values.

Way to go, Karen!

 

 

 

 

It is with great excitement that we introduce to you, our CVB family, our new director, Mr. Brad Van Dommelen! Mr. Van Dommelen comes to us from Traverse City, Michigan where he was the president of the Traverse City CVB (Traverse City Tourism). Under his leadership, the Traverse City Tourism organization received the “Best CVB in Michigan” award by the readers of Michigan Meetings & Events magazine an unprecedented six out of the last seven years. He has worked in the hospitality industry throughout his career and has considerable expertise in management, sales, research and analysis to drive growth and development in the convention and tourism industries.

Let’s get to know him a little better:

Do you have any children, a significant other, siblings, or pets?

We (my wife Doreen and I) have three children – 2 girls and a boy.  Jamie is my oldest daughter who got married last June and lives in metro Detroit.  Both her and her husband, Eric, are CPAs. Our son, Derek, also lives in metro Detroit and works as an engineer for Ford.  Our youngest daughter, Kaylee, is in her first year of medical school at the Univ. of Miami Miller School of Medicine.  So moving to VB puts us between the two in Detroit and the one in Miami. Unfortunately, at this time we do not have any pets.  We had a dog, Cody, but sadly had to put him to rest last July after 15 1/2 years of being a fantastic companion.

What is your all-time best Halloween costume?

I’m not sure I ever had a “best” Halloween costume but perhaps my most spontaneous one was when I lived in Aspen and we were following an Aspen tradition of going door to door “adult trick or treating” with an empty glass and I didn’t have a costume so I wrapped myself completely in aluminum foil and went as “foil man”.  I don’t recommend it – there is a reason aluminum foil is used for baking.  

How do you relax and recharge?
Relaxation for me is participating in a fun outdoor activity such as cycling on either my mountain or road bike, kayaking, golfing, playing Frisbee on the beach or going for a ride on my Harley to discover new places.  I’m not much for sitting around.  

Who would you want to play you in a movie about your life?
As far as an actor to play me in a movie – I had to consult with my wife on that one and she picked Tom Hanks.  I’m not sure why, but I’m going with it.

Have you ever played any musical instruments?
With regards to music – not my strong suit.  As a kid I had attempts at piano and the trumpet and neither stuck.  Later in life I’ve taken up the guitar – and still working on it.

What is your favorite food or drink?
For a favorite food – it’s pretty much whatever is put in front of me.  I love to try new food and have a very diverse palate.  I am really looking forward to enjoying some east coast seafood.

What is the first live concert you can remember seeing?
The earliest concert I can remember attending is the early Rock & Roll band of Sha Na Na.  Now that’s a throwback.

Who is your favorite sports figure ever?
I would have to pick Muhammad Ali as my favorite sports figure.  He had incredible skill and was always ready to entertain.  His interviews with Howard Cosell have to be among the best in history.

What is your favorite place that you have vacationed?
My favorite vacation was a Mediterranean cruise that we took with stops in Sicily, Greece, Turkey and Crete and then spent 5 days in Rome afterwards.  The history, architecture and beauty of that part of world amazed me.  My wife kept making fun of me as I kept taking pictures of the mosaic tile floors in the incredible cathedrals.

What is one piece of advice you would give others about life?
My piece of advise on life is to live, love and be loved.  Pretty simple – but it works.

Please join us in welcoming Mr. Van Dommelen to Virginia Beach!

 

PHOTO: Recent snow storm from the Van Dommelen’s backyard, in Michigan.

Members present – Scott Kalis, Judy Weiss, Herb Maher, Renee Jackson (Recorder), Barry Shockley, Jim Todd, Reggie Padgett, Talmadge Piland, Terri Hoppel, Frank L. Fentress, Jarvis Lynch, John Hixon, Lisa Hicks, Karen Kephart, Jason Stroud, and Mike Shahsiah.

Review of January meeting minutes – No corrections.  Minutes were approved.

Taleo presentation – Will be presented at a future date.  Technical difficulties.

Introduction of Scott Kalis – Herb introduced Scott Kalis, the new Occupational Health and Safety Manager.  Scott has worked previously, for 27 years, as an Occupational Health & Safety Manager and as a volunteer paramedic, for 25 years,  with VB EMS.

SRC’s presentation for MLT – Scott, Judy, Herb, Jeff, and Frank will be attending.  Herb gave a brief run-thru of the slide presentation to solicit input before finalizing.  Jason Stroud mentioned EMS will determine who will be Bill Kiley’s replacement on the SRC.  Note to grab the AEDs before the fire evacuation drills.  Scott suggested sending out Safety grams to other departments after an incident.  Human Services Department is finally starting a Vehicle Accident/Incident Review Board.  The Backing AD & Distracted Driving Policy will be routed for signatures.  Fleet Management will furnish traffic cones and magnetic stickers.  Herb will email the Backing AD.  It was suggested to remove drinking and eating & personal music devices while driving out of the proposed distracted driving policy and replace with any activities that may distract the driver/operator.  Policy violators will be subject to disciplinary action but remove may be liable for damages.

OSHA reporting of fatalities & severe injuries – Scott discussed reporting, to OSHA, fatalities within 8 hours and hospitalizations within 24 hours.  Supervisor needs to notify the Safety Office.   It is a violation if not reported.

OSHA 300A 2015 data  – Judy passed out a handout, by Department, which listed 2015 OSHA log data.  The data is posted on Beachnet and on the bulletin board in Building 18.

Forklift Training – New employee 2 hour training.  Each Department has an evaluator.  For example:  Public Utilities- David Doss and Parks & Recreation- Mike Barlow.  The Lift Operator Skills Evaluation Form is completed and Herb submits to Renee to type up the training cards which are good for 3 years.  If an incident occurs, (operating recklessly, horseplay, unsafe) they need to retake the training, beginning with the classroom portion.

Upcoming Cut-Saw training (May, June & July) – There are 8 upcoming classes, mostly classroom.  Herb will send out an email confirming dates of the training.  Encourage storeroom employees to come.  Classes will be small in number, 20 each.

Safety-Reports.com – Lisa Hicks, discussed a mobile app that will tabulate a safety inspection report for you.  Initially, she did the 14 day free trial.  Cost is approximately $47 for one user, $500 annually.  Discount is available for more users.  Lisa passed around a sample inspection.  The program allows for pictures to be downloaded.  Lisa noted they conduct safety inspections annually and allow thirty days to make corrections.

SRC member departmental update – Karen Kephart- a new director has been selected for the CVB.  Frank Fentress-Upcoming Live Wire Training with Dominion Power in response to an incident.  Scott asked about block training for Live Wire.  Frank Fentress also mentioned the upcoming Safety & Health Fair, Wednesday, September 21^st, 2016.  Reggie stated departments are trained before new equipment & vehicles are put in service.  Jason Stroud mentioned the EMS transition with Bruce’s retirement. 

Old/New/Unfinished Business – Frank Fentress, looking at pre-manufactured ladders to access the bed of trucks.  Talmadge, Possible use of ladders on trucks for morning observation to ensure bed is empty.

Next CS&HC meeting, May 19^th, 10:00 am, VBCC 

Next SRC meeting, Wednesday, May 4^th, 8:00 AM

Dave Hansen opened the meeting talking about the budget. We’re in much better shape this year than we thought six months ago. His highlights were in Ask Dave sent yesterday. He encourages everyone to check out the Budget link on VBGOV.com which is here: http://budgetdata.vbgov.com/#!/year/default The public can drill down on every detail of our budget. Hint – We are under Economic Vitality. Give it a try. Want to see part of what it cost to operate VBCC? Check out our power bill here, among other things. http://budgetdata.vbgov.com/#!/year/2017/operating/0/business_area/Economic+Vitality/0/department/Convention+and+Visitors+Bureau/0/budget_unit/Virginia+Beach+Convention+Center/0/appropriation_category/Other+Charges/0/fund

• Dave announced a few structural changes to the organization including a plan to move Strategic Growth Areas Office under the Planning Department. Agriculture and Parking would also go under Planning. He announced the creation of a new Deputy City Manager for Safety and apparently the Resort Management Office will be returning to the CVB.

 

• Dave wants to make sure we all have the City’s Core Strategic Principals close by. They include:
  • Engage in Systems Thinking
  • Achieve multiple positive outcomes
  • Maintain a long term view
  • Be proactive, prevent problems
  • Create positive community image
  • Create relationships and partnerships
  • Value and promote diversity
  • Ensure sustainability

 

• Jeff Rodarmel gave a presentation on his agency, Risk Management
  • Escalation of costs to the City’s self-insurance program
  • Encourage everyone to create a Culture of Safety
    • The doors to safety swing on the hinges of common sense
  • Four City employees are injured every day on the job – a factor four times higher than many area cities.
  • The City pays the first $1.25 million in workers comp claims
    • Legislation this year may allow for reductions in reimbursements for many of these claims.
  • Auto Liability – Self-insured for the first $2 million
  • City has been self-insured since 1976
  • City’s expense for insurance is $17.2 million, 78% of this is for workers compensation
  • Top 10 departments = 99% of claims (CVB isn’t one of them)
  • Self-insurance for the first $50,000  in property damage
    • VBCC is the City’s most valued insured asset by a long shot at $147 million – no other structure is even close
  • The City has a future liability of $31 million (think long term disability or long term medical claims yet to be paid each year)
  • Jeff encourages us to
    • Speak with staff about these numbers
    • Promptly file DF 75 (accident report form)
    • Provide good background investigation of accidents, the who, what, where, when, and witnesses
    • Build a Culture of Safety
  • Dave Hansen followed up the meeting indicating he was going to start holding department directors responsible for workplace safety

 

• Judy Weiss followed up Jeff’s presentation about Occupational Safety & Health
  • Introduced new Occ Safety and Health Manager Scott Kalis. He’ll be coming around to all departments meeting leadership to best determine needs.
  • Stressed regulatory compliance
  • Encouraged all to use good practices and share lessons learned
  • Encouraged everyone to take advantage of services they offer including safety training, drills industrial hygiene, First Aid & CPR training, CDL and defensive driving, lock out tag out – and more
  • 6,000 participants in programs in 2015
  • Future – Make safety personal and decentralize safety

 

• Rod Ingram, Deputy City Attorney, presented FOIA (freedom of information act)
  • Nancy Bloom has left his office to join Dave Hansen’s team
  • New FOIA paralegal is Melena Johnson 385-4052
  • All FOIA requests should be sent to FOIA@vbgov.com
  • State laws provide public access to most records
  • Act applies to existing documents
  • Act is very broad and includes just about any kind of communication imaginable. Partial list includes:
    • Emails relating to City business (but not non city business like a message from your vbgov account to your spouse to pick up a gallon of milk on the way home)
    • Letters
    • Texts
    • Recordings
    • Hand written notes
    • Messages to and from your personal devices if they relate to City business
    • In most cases, non-citizens of Virginia or prisoners can’t file FOIA requests – but there are exceptions
    • Requests must be reasonably specific
    • Requests are time sensitive and the City only has 5 business days to respond from date and time of receipt. Date stamping requests is critical.
    • Compliance with destruction of documents helps. Example: A request can be made for 10 years’ worth of documents, and we would have to comply if we have them. But State records retention laws only require that we hold records for a prescribed number of years.
    • If we wish to withhold documents, we must be very specific why and cite the code section under which the denial is being requested. Some exemptions include: personnel records, medical records, documents marked with attorney client privilege (never forward a message with this information, or the privilege is lost), land appraisals prior to purchase, closed sessions of City Council meetings, tax records – to name a few. If in doubt, ask the CAO.
    • Administrative Directive 8.01 discusses City employees requirement to comply
      • Identifies one person per department to coordinate FOIA requests – for us, it’s Brande
      • Photo copy or scans are charged at $.03 per page
      • Staff time to copy records is billed at the lowest wage of the qualified staff person
      • Requestors are made to pay for time to locate and duplicate. Deposit must be paid if estimate is over $200 per request.
      • FOIA office can often deter requests based on dollar estimate to locate and copy information. Often refining the scope of a request helps.
      • Requesters can review volumes of documents if they wish to narrow the scope
      • Employees can be held civilly liable if they knowingly withhold information
    • Last Meeting – Deputy City Manager Cindy Curtis
    • Interim DCM, Human Resources Director Regina Hilliard