Monday, December 15, 2008
Required Action: Important Message About Timesheets/Addendum Forms for Dec. 31 Payroll
Staff members are reminded of the four-day timeframe for turning in timesheets and addendum pay forms to the Payroll Department. These forms need to be submitted to Payroll within four working days after the end of the pay period. It will be critical to observe this timeline for the December 31 payroll. Any timesheet or addendum pay form not turned in by the close of business on December 19 may not get paid until January.
Required Action: Identification Name Needed on Out-of-Area Travel Form if Requesting Airline Tickets
It is important for staff members who are requesting airline tickets as part of an out-of-area trip to write their name as it appears on the form of identification they will use at the airport (e.g., driver’s license, passport) on their Out-of-Area Travel form. The Business Office needs to know this so it can make airline reservations using the exact name that is printed on a person’s identification. The name that appears on your identification must match the name on your airline ticket. Many people use nicknames for their first name, and this is very confusing for the Business Office when trying to make reservations. Staff members can write their ID name in the “other comments” section of the Out-of-Area Travel form.
6445 Relocation Information and Update
The relocation of staff to the 6445 building is on schedule to take place December 22 and 23. Departments that will be moving include the Business Office, Human Resources/Benefits, Communications and all cabinet members and their executive/administrative assistants, except Arletta Dawson. Everything is in place for the move to go successfully, but unforeseen circumstances such as weather or other issues could delay the move a few days. If this happens, there are plans in place to accommodate these circumstances. Hopefully there will be minimal interruption in services to our staff and clients. All departments will be staffed during the move; if you need to contact a department, you should be able to reach someone.
Payroll Dates & Information for 2009
Due Dates
Staff members frequently inquire when timesheets, addendum pay forms, direct deposit forms, income tax withholding forms and other changes need to be turned in to the Payroll Dept. in order to be processed for a particular pay date. To assist in your planning, below is a list of 2009 pay dates and corresponding due dates. Payroll needs to receive all information by the end of the day on the due date to ensure payments and/or changes are made on the corresponding pay date. Any information received in Payroll after the due date may be processed during the next payroll cycle.
For those staff members paid from a timesheet or addendum pay form, please keep in mind these items are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Any forms received after the due date may be processed on the next payroll.
Pay Dates & Due Dates
The first column lists pay dates and the second column lists due dates.
01/15 01/07
01/30 01/21
02/13 02/05
02/27 02/19
03/13 03/05
03/31 03/19
04/15 04/06
04/30 04/21
05/15 05/06
05/29 05/21
06/15 06/04
06/30 06/19
07/15 07/07
07/31 07/21
08/14 08/06
08/31 08/20
09/15 09/07
09/30 09/21
10/15 10/06
10/30 10/21
11/13 11/05
11/30 11/19
12/15 12/04
12/31 12/21
Addendum & Overtime Forms
As noted above, these forms are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Once a supervisor has signed these forms, the supervisor will return the pink copy of the form to the employee for their records. For addendum forms, the white and yellow copies are both to be submitted to Payroll. For overtime forms, only the white copy is to be submitted to Payroll.
PDF/Faxed Timesheets
Questions have been raised about the use of PDF or faxed copies of timesheets. We recognize geographic location sometimes makes it difficult for employees and supervisors to consistently have timesheets to Payroll within four working days after the end of the pay period. Payroll will process pay from a PDF or faxed copy (a PDF copy is preferred) of the timesheet (must be signed by the employee and supervisor) so there is no delay in payment. However, the original copy of the timesheet must still be sent to Payroll for its permanent records.
Questions
Please contact Jami Johnson at ext. 14311 or Steve Jordan at ext. 14908 if you have any questions about payroll or forms.
Staff members frequently inquire when timesheets, addendum pay forms, direct deposit forms, income tax withholding forms and other changes need to be turned in to the Payroll Dept. in order to be processed for a particular pay date. To assist in your planning, below is a list of 2009 pay dates and corresponding due dates. Payroll needs to receive all information by the end of the day on the due date to ensure payments and/or changes are made on the corresponding pay date. Any information received in Payroll after the due date may be processed during the next payroll cycle.
For those staff members paid from a timesheet or addendum pay form, please keep in mind these items are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Any forms received after the due date may be processed on the next payroll.
Pay Dates & Due Dates
The first column lists pay dates and the second column lists due dates.
01/15 01/07
01/30 01/21
02/13 02/05
02/27 02/19
03/13 03/05
03/31 03/19
04/15 04/06
04/30 04/21
05/15 05/06
05/29 05/21
06/15 06/04
06/30 06/19
07/15 07/07
07/31 07/21
08/14 08/06
08/31 08/20
09/15 09/07
09/30 09/21
10/15 10/06
10/30 10/21
11/13 11/05
11/30 11/19
12/15 12/04
12/31 12/21
Addendum & Overtime Forms
As noted above, these forms are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Once a supervisor has signed these forms, the supervisor will return the pink copy of the form to the employee for their records. For addendum forms, the white and yellow copies are both to be submitted to Payroll. For overtime forms, only the white copy is to be submitted to Payroll.
PDF/Faxed Timesheets
Questions have been raised about the use of PDF or faxed copies of timesheets. We recognize geographic location sometimes makes it difficult for employees and supervisors to consistently have timesheets to Payroll within four working days after the end of the pay period. Payroll will process pay from a PDF or faxed copy (a PDF copy is preferred) of the timesheet (must be signed by the employee and supervisor) so there is no delay in payment. However, the original copy of the timesheet must still be sent to Payroll for its permanent records.
Questions
Please contact Jami Johnson at ext. 14311 or Steve Jordan at ext. 14908 if you have any questions about payroll or forms.
Agency Receiving Has Now Moved to the Johnston Office
Receiving for the Agency has moved to the Johnston office from the warehouse on Dixon Street. All packages will now be shipped to the Johnston office and distributed from there. The warehouse will continue to be used for bulk and long-term storage. This move will save agency resources and will allow for faster delivery of packages. This change in receiving location has been noted in the IFAS purchase request system. Any questions about receiving can be directed to Doug McVey at ext. 14467.
No DM Register Story Last Sunday, Will Appear Dec. 28
As you all may know by now, the story about the AEAs did not run in Sunday's Des Moines Register. The story got "bumped" by the ISU football coach's resignation. The story will now run on December 28. Thanks for your patience.
December 9, 2008 Board Meeting Recap
This is an unofficial recap of the major actions taken at the December Heartland Board of Directors meeting. Complete minutes are available after the President’s approval on the Heartland server under Meeting Notes.
The December 9, 2008, Board of Directors meeting was held electronically because of inclement weather. It is necessary to hold this meeting by electronic means pursuant to Iowa Code Section 21.8.
Dr. Kilcrease made a request to the Board from staff asking that the current retirement policy be extended another year. The current policy expires June 30, 2009, and changes in the new policy negatively impact many long-term employees. By extending the policy an additional year, employees would have sufficient time to plan. The Board approved the extension to run through June 30, 2010.
The Board moved to have the Agency participate in the Iowa School Cash Anticipation Program (ISCAP). This is a preemptive move that allows the Agency to participate should the Agency experience cash flow issues.
The Board approved the authorization to utilize designated and undesignated fund balance that allows the Agency to put into the amended budget the potential for utilizing these balances for current facility needs or to reduce the outstanding debt on the Adel facility.
The December 9, 2008, Board of Directors meeting was held electronically because of inclement weather. It is necessary to hold this meeting by electronic means pursuant to Iowa Code Section 21.8.
Dr. Kilcrease made a request to the Board from staff asking that the current retirement policy be extended another year. The current policy expires June 30, 2009, and changes in the new policy negatively impact many long-term employees. By extending the policy an additional year, employees would have sufficient time to plan. The Board approved the extension to run through June 30, 2010.
The Board moved to have the Agency participate in the Iowa School Cash Anticipation Program (ISCAP). This is a preemptive move that allows the Agency to participate should the Agency experience cash flow issues.
The Board approved the authorization to utilize designated and undesignated fund balance that allows the Agency to put into the amended budget the potential for utilizing these balances for current facility needs or to reduce the outstanding debt on the Adel facility.
Staff Advisory Council Chat Session Notes
Click here for the notes from the Staff Advisory Council's November ICN chat session.
Some of the topics covered include:
Some of the topics covered include:
- Cell phones for staff members
- Why all Heartland offices were put on the same phone system
- How to respond to questions about the 6445 remodel
- When the future of 6500 will be decided
- Professional development for staff
- Discounts for staff at gyms
North Star Project Update: Technology Infrastructure
Name of Project: Technology Infrastructure
Name of Initiative: Initiative Four: Systematic Development of Agency Infrastructure
Team members: The entire technology team serves on one or more sub-committees related to the North Star Technology Action Plans, and three PLLC staff members also participate on the Technology Staff Development committee.
Team members include Sherise Ahlers, Sara Becker, Dave Booth, Sarah Brown, Joshua Burke, Judy Cleveland, Truong Dao, Tuan Dao, Arletta Dawson, Barb Dietrich, Monte Heeren, Rod Howell, Jim Lagnese, Thanh Le, Francis Musignac, Mike Permann, Jane Quanbeck, Russ Richards, Julie Schendel, Dough Schuster, Julie Sypersma, Lori Thelen, Mien Tran, Maureen Whited.
Give the gist of what your project is about including the long-term goal.
The Technology Infrastructure project is intended to develop and maintain the technology infrastructure to support the work of Heartland staff and the operation of the Agency.
There are six major focus areas in the Technology Infrastructure project: 1) Technology Infrastructure, which includes networks, servers, security, disaster recovery and hardware, 2) Business Practices, which includes policies, procedures and systems integration, 3) Technology Staff Development, 4) Document Management, Retention and Retrieval, 5) Web site Redesign and 6) Telecommunications.
What are the things that your team has been working on?
The tech team has focused on continuously improving the infrastructure and technology tools to help staff and organizational systems perform more efficiently and effectively.
1) Technology Infrastructure: We are devising plans to rework our entire network to provide improved bandwidth and better support for Internet access and phone systems. Plans are underway to consolidate and virtualize many of our server-based applications in order to reduce energy costs and space requirements. A disaster recovery plan is under development, which will guide Heartland management and technical staff in the recovery of telecommunication, computing and network services if a disaster causes severe interruption or cessation of services. We are updating and expanding the technology available for checkout in each branch office and the Johnston central equipment pool. We are installing sound systems and projection equipment in conference rooms that are heavily used to better support staff and reduce the time spent reserving, setting up and returning equipment. Computer replacement, software updates and staff training are on-track with a four-year replacement cycle.
2) Business Practices: Work has begun on development of policies and procedures for a variety of technology systems. We are continuing to develop applications to improve business operations such as leave online, expense online, applicant online, employee online, timecard online and many more that are in process.
3) Technology Staff Development: Basic technology competencies have been identified and a plan developed for piloting an online assessment with several work groups. Next steps include identifying work group-specific competencies and screening tools for new hires.
4) Document Management, Retention and Retrieval: We have planned a situation analysis with broad staff representation in January to help determine priorities for expansion and development of our document management system.
5) Web site Redesign: We are working on a complete redesign of Heartland’s Web site in order to improve searchability, balance and currency.
6) Telecommunications: We are identifying specific technology solutions and how or when each is best utilized. A wide variety of phone conferencing, video conferencing and Web delivery technologies are available such as iChat, Polycom, XMeeting, ICN, Webinar, Video Streaming, Flash and QuickTime video. Each has certain strengths and weaknesses that will dictate appropriate use.
What has your team accomplished?
• Anti-static mats, a backup generator and a backup cooling system installed in the Johnston server room.
• IFAS Dashboard provides staff with Intranet access, which includes a Technology Information Archive and a central archive of agency forms and information.
• Leave Online, Expense Online, Applicant Online and Calendar Online.
• Security measures for data transmission and Web applications have been implemented.
• PeopleBox database is now available with Web access, e-mail, labels and auto-update from IFAS.
• Temporary audio/video production facility.
• Local hosting of unitedstreaming video content.
• Identification and purchase of our new Kerio e-mail server/application with calendaring capability.
• Phone system enterprise manager and VoIP phone systems implemented in all offices.
• A closed wireless network has been created for security purposes.
• Document management system implemented in Human Resources and Business Office, with implementation soon to begin in Professional Development.
• Over 100 cell cards provided for staff.
• Solutions found for network access issues, printing and e-mail issues in many area schools.
• Heartland logo flash drives provided for all staff.
• High quality photos of all staff members and an automated badge process.
• Successful filing of E-Rate resulting in funding in the amount of $304,960.65.
• Tech information provided in nearly every Connection newsletter.
• Created “Web Receptionist” concept for responding to questions from Web site visitors.
Why are these important to the Agency’s goal of increasing student achievement?
By improving the efficiency and effectiveness of our staff, we are providing indirect but critical support for the task of increasing student achievement. Staff will communicate better, learn more, work more efficiently and be able to base decisions on data and information.
What can staff expect in the future?
The technology team will continue to improve and refine the technology tools and supports provided for our staff and will continue to develop more integrated and efficient technology systems.
Name of Initiative: Initiative Four: Systematic Development of Agency Infrastructure
Team members: The entire technology team serves on one or more sub-committees related to the North Star Technology Action Plans, and three PLLC staff members also participate on the Technology Staff Development committee.
Team members include Sherise Ahlers, Sara Becker, Dave Booth, Sarah Brown, Joshua Burke, Judy Cleveland, Truong Dao, Tuan Dao, Arletta Dawson, Barb Dietrich, Monte Heeren, Rod Howell, Jim Lagnese, Thanh Le, Francis Musignac, Mike Permann, Jane Quanbeck, Russ Richards, Julie Schendel, Dough Schuster, Julie Sypersma, Lori Thelen, Mien Tran, Maureen Whited.
Give the gist of what your project is about including the long-term goal.
The Technology Infrastructure project is intended to develop and maintain the technology infrastructure to support the work of Heartland staff and the operation of the Agency.
There are six major focus areas in the Technology Infrastructure project: 1) Technology Infrastructure, which includes networks, servers, security, disaster recovery and hardware, 2) Business Practices, which includes policies, procedures and systems integration, 3) Technology Staff Development, 4) Document Management, Retention and Retrieval, 5) Web site Redesign and 6) Telecommunications.
What are the things that your team has been working on?
The tech team has focused on continuously improving the infrastructure and technology tools to help staff and organizational systems perform more efficiently and effectively.
1) Technology Infrastructure: We are devising plans to rework our entire network to provide improved bandwidth and better support for Internet access and phone systems. Plans are underway to consolidate and virtualize many of our server-based applications in order to reduce energy costs and space requirements. A disaster recovery plan is under development, which will guide Heartland management and technical staff in the recovery of telecommunication, computing and network services if a disaster causes severe interruption or cessation of services. We are updating and expanding the technology available for checkout in each branch office and the Johnston central equipment pool. We are installing sound systems and projection equipment in conference rooms that are heavily used to better support staff and reduce the time spent reserving, setting up and returning equipment. Computer replacement, software updates and staff training are on-track with a four-year replacement cycle.
2) Business Practices: Work has begun on development of policies and procedures for a variety of technology systems. We are continuing to develop applications to improve business operations such as leave online, expense online, applicant online, employee online, timecard online and many more that are in process.
3) Technology Staff Development: Basic technology competencies have been identified and a plan developed for piloting an online assessment with several work groups. Next steps include identifying work group-specific competencies and screening tools for new hires.
4) Document Management, Retention and Retrieval: We have planned a situation analysis with broad staff representation in January to help determine priorities for expansion and development of our document management system.
5) Web site Redesign: We are working on a complete redesign of Heartland’s Web site in order to improve searchability, balance and currency.
6) Telecommunications: We are identifying specific technology solutions and how or when each is best utilized. A wide variety of phone conferencing, video conferencing and Web delivery technologies are available such as iChat, Polycom, XMeeting, ICN, Webinar, Video Streaming, Flash and QuickTime video. Each has certain strengths and weaknesses that will dictate appropriate use.
What has your team accomplished?
• Anti-static mats, a backup generator and a backup cooling system installed in the Johnston server room.
• IFAS Dashboard provides staff with Intranet access, which includes a Technology Information Archive and a central archive of agency forms and information.
• Leave Online, Expense Online, Applicant Online and Calendar Online.
• Security measures for data transmission and Web applications have been implemented.
• PeopleBox database is now available with Web access, e-mail, labels and auto-update from IFAS.
• Temporary audio/video production facility.
• Local hosting of unitedstreaming video content.
• Identification and purchase of our new Kerio e-mail server/application with calendaring capability.
• Phone system enterprise manager and VoIP phone systems implemented in all offices.
• A closed wireless network has been created for security purposes.
• Document management system implemented in Human Resources and Business Office, with implementation soon to begin in Professional Development.
• Over 100 cell cards provided for staff.
• Solutions found for network access issues, printing and e-mail issues in many area schools.
• Heartland logo flash drives provided for all staff.
• High quality photos of all staff members and an automated badge process.
• Successful filing of E-Rate resulting in funding in the amount of $304,960.65.
• Tech information provided in nearly every Connection newsletter.
• Created “Web Receptionist” concept for responding to questions from Web site visitors.
Why are these important to the Agency’s goal of increasing student achievement?
By improving the efficiency and effectiveness of our staff, we are providing indirect but critical support for the task of increasing student achievement. Staff will communicate better, learn more, work more efficiently and be able to base decisions on data and information.
What can staff expect in the future?
The technology team will continue to improve and refine the technology tools and supports provided for our staff and will continue to develop more integrated and efficient technology systems.
Technology Update
New Conference Room Equipment
Additional equipment has been purchased for use in conference rooms. By permanently installing equipment in some of the more frequently used meeting spaces, we hope to reduce the amount of time staff devote to reserving, picking up, setting up and returning equipment.
Johnston Office
In the Johnston office, new projectors have been installed in conference room 8 and on the cart in conference rooms 3 and 4. A wireless lavaliere microphone has also been added to the installed sound system in conference rooms 3 and 4. In the normal course of operation, the sound system itself is always on and the lavaliere microphone wireless body pack can be turned on to use the system.
To use the system, pick up the microphone from the receptionist and return it to the receptionist when done. DO NOT leave the microphone in the meeting room or put it in the ICN room. Please check the batteries and replace them when necessary. Spare batteries are also available from the receptionist. Battery life is eight hours under the best possible conditions, so put in fresh batteries before a long meeting. The original system was installed in a way that makes adjustment very difficult, so changes are not recommended.
The wireless microphone is set up so that a presenter near the screen in the "Room 4" location will be heard on the speakers in the back of the room (or the "Room 3" location.) The presenter should not take the microphone near the speakers in the back of the room or feedback will result. It is possible to reconfigure the system if the wall between 3/4 and the ICN room is open, but you are asked to seek help from David Booth or Jane Quanbeck if you wish to do this. It takes at least 1/2 hour to make sure everything is working in the new setup and staff is not available on short notice. Ideally, please call a week in advance.
Woodside Office
A pole-mounted speaker/amplifier has been purchased for the Woodside 2 conference room. This is similar to the system which used to be located at 6445 in room I, except there are two wireless microphone receivers which are built into the main unit (no cables to move around and trip over). It is possible to add a second speaker to the system if it becomes necessary, and additional sound sources can be connected as needed. Simplified instructions will be delivered along with the system.
Zion Lutheran Church
Zion Lutheran Church has had a wireless microphone added to its sound system and a data projector and powered speaker system have been placed in a cabinet for use by Heartland staff. A screen has been ordered that will be added to the Zion location as well.
Additional equipment has been purchased for use in conference rooms. By permanently installing equipment in some of the more frequently used meeting spaces, we hope to reduce the amount of time staff devote to reserving, picking up, setting up and returning equipment.
Johnston Office
In the Johnston office, new projectors have been installed in conference room 8 and on the cart in conference rooms 3 and 4. A wireless lavaliere microphone has also been added to the installed sound system in conference rooms 3 and 4. In the normal course of operation, the sound system itself is always on and the lavaliere microphone wireless body pack can be turned on to use the system.
To use the system, pick up the microphone from the receptionist and return it to the receptionist when done. DO NOT leave the microphone in the meeting room or put it in the ICN room. Please check the batteries and replace them when necessary. Spare batteries are also available from the receptionist. Battery life is eight hours under the best possible conditions, so put in fresh batteries before a long meeting. The original system was installed in a way that makes adjustment very difficult, so changes are not recommended.
The wireless microphone is set up so that a presenter near the screen in the "Room 4" location will be heard on the speakers in the back of the room (or the "Room 3" location.) The presenter should not take the microphone near the speakers in the back of the room or feedback will result. It is possible to reconfigure the system if the wall between 3/4 and the ICN room is open, but you are asked to seek help from David Booth or Jane Quanbeck if you wish to do this. It takes at least 1/2 hour to make sure everything is working in the new setup and staff is not available on short notice. Ideally, please call a week in advance.
Woodside Office
A pole-mounted speaker/amplifier has been purchased for the Woodside 2 conference room. This is similar to the system which used to be located at 6445 in room I, except there are two wireless microphone receivers which are built into the main unit (no cables to move around and trip over). It is possible to add a second speaker to the system if it becomes necessary, and additional sound sources can be connected as needed. Simplified instructions will be delivered along with the system.
Zion Lutheran Church
Zion Lutheran Church has had a wireless microphone added to its sound system and a data projector and powered speaker system have been placed in a cabinet for use by Heartland staff. A screen has been ordered that will be added to the Zion location as well.
Behavior Classes to be Offered This Spring
Below are two behavior classes that were just added to our spring calendar. Please pass this information on to teachers who may be interested in learning more about these important topics.
Behavior Strategies Class
Description: This class will focus on preventative strategies based on effective classroom management, as well as individualized strategies for behavior change. Dates and Times: April 10 and May 8 (8:00 a.m.-4:30 p.m. both days)
Location: Zion Lutheran Church, Des Moines
Activity Number: IS001199990902
De-escalation Strategies Class
Description: This is a course designed to most appropriately address potential problematic situations of students whose behaviors exist with a supplemental level of need.
Dates and Times: January 13 (8:30-11:30 a.m.), February 3 (12:30-3:30 p.m.) Location: St. Mary of Nazareth Church, Des Moines
Activity Number: CM002099990902
Behavior Strategies Class
Description: This class will focus on preventative strategies based on effective classroom management, as well as individualized strategies for behavior change. Dates and Times: April 10 and May 8 (8:00 a.m.-4:30 p.m. both days)
Location: Zion Lutheran Church, Des Moines
Activity Number: IS001199990902
De-escalation Strategies Class
Description: This is a course designed to most appropriately address potential problematic situations of students whose behaviors exist with a supplemental level of need.
Dates and Times: January 13 (8:30-11:30 a.m.), February 3 (12:30-3:30 p.m.) Location: St. Mary of Nazareth Church, Des Moines
Activity Number: CM002099990902
Reminder: United Way Drive Going on Until Friday
Reminder: Heartland's United Way drive will run until the end of the day on December 19. Employees wishing to contribute to the United Way can do so through payroll deductions or a one-time check or credit card payment. Payroll deductions must be in whole dollar amounts ($10 per check vs. $10.21 per check).
Employees can designate on their pledge form where they would like their contributions to go to: United Way of Central Iowa, United Way of Story County, United Way of Carroll County, Marion County United Way or United Way of Jasper County. Employees can also direct their contribution to any 501(c)3 (non-profit) organization. We're hoping to meet or exceed our Agency total of $8,850 raised last year.
Paper pledge forms are available in the regional offices or you can download an electronic version by clicking here. All forms need to be printed, signed and returned to Carolyn Jones in the Johnston office by the end of the day on Dec. 19.
Employees can designate on their pledge form where they would like their contributions to go to: United Way of Central Iowa, United Way of Story County, United Way of Carroll County, Marion County United Way or United Way of Jasper County. Employees can also direct their contribution to any 501(c)3 (non-profit) organization. We're hoping to meet or exceed our Agency total of $8,850 raised last year.
Paper pledge forms are available in the regional offices or you can download an electronic version by clicking here. All forms need to be printed, signed and returned to Carolyn Jones in the Johnston office by the end of the day on Dec. 19.
Last Day to Donate to the Heartland Cares Drive
If you haven't contributed to the Heartland Cares drive yet, you have until the end of today to do so! Items collected from the drive will be distributed to schools in each of our regions in the near future.
Jeans Day Will be December 19
Since the last Friday of the month will be during the holiday break, the monthly jeans day for December will be on the 19th.
Reminder: Heartland Logo Clothing Available Online
Reminder: Heartland’s Lands’ End e-store is up and running at ces.landsend.com/heartland. Bookmark this site so you can visit it whenever you like! Heartland logo clothing can be purchased directly from Lands’ End through the e-store. Staffers can visit the site at any time and order any and all items in the colors available.
Logo clothing can be worn on any workday, as long as it is appropriate for your work environment. Any questions about dress should be directed to your supervisor. We hope you find this to be an easier way to order Heartland clothing. Happy shopping!
Logo clothing can be worn on any workday, as long as it is appropriate for your work environment. Any questions about dress should be directed to your supervisor. We hope you find this to be an easier way to order Heartland clothing. Happy shopping!
January Issue of HeartBeat on Jan. 9
The January issue of HeartBeat will be sent out on January 9 rather than January 2.
Monday, December 8, 2008
December 9 Board of Directors Meeting Agenda
Heartland Board of Directors meetings are held the second Tuesday of each month. December's meeting will be held tomorrow, December 9, beginning at 5:30 p.m. in the Johnston office. Click here for the meeting agenda.
Consider Giving to the 2008 United Way Campaign
This year's Heartland AEA United Way campaign will begin on December 8 and run through December 19. Employees wishing to contribute to the United Way can do so through payroll deductions or a one-time check or credit card payment. Payroll deductions must be in whole dollar amounts ($10 per check vs. $10.21 per check).
Employees can designate on their pledge form where they would like their contributions to go to: United Way of Central Iowa, United Way of Story County, United Way of Carroll County, Marion County United Way or United Way of Jasper County. Employees can also direct their contribution to any 501(c)3 (non-profit) organization. We're hoping to meet or exceed our Agency total of $8,850 raised last year.
Paper pledge forms are available in the regional offices or you can download an electronic version by clicking here. All forms need to be printed, signed and returned to Carolyn Jones in the Johnston office by the end of the day on Dec. 19.
United Way funds go to support educational, income and health organizations throughout the United States.
Employees can designate on their pledge form where they would like their contributions to go to: United Way of Central Iowa, United Way of Story County, United Way of Carroll County, Marion County United Way or United Way of Jasper County. Employees can also direct their contribution to any 501(c)3 (non-profit) organization. We're hoping to meet or exceed our Agency total of $8,850 raised last year.
Paper pledge forms are available in the regional offices or you can download an electronic version by clicking here. All forms need to be printed, signed and returned to Carolyn Jones in the Johnston office by the end of the day on Dec. 19.
United Way funds go to support educational, income and health organizations throughout the United States.
North Star Project Update: Physical Structures & Supports
Name of Project: Physical Structures & Supports
Name of Initiative: Infrastructure
Team members:
Mark McMurry, Doug McVey, Jason Elliott, Dustin Gean, Scott Mayne, Nancy Penley, Sherise Ahlers, Paul Lauritsen
Give the gist of what your project is about including the long-term goal.
To develop and maintain adequate facilities and supports that promote efficient and effective services to staff and schools.
What are the things that your team has been working on?
The three main projects that the team is currently working on include:
• Coordinating the warehousing (storage) and distribution of supplies, materials and equipment for the entire Agency.
• Developing guidelines and procedures for distributing supplies, materials and equipment.
• Implementing systemic controls to enhance operational efficiency and ensure adequate warehouse space. This includes developing guidelines that stipulate space allocation, storage methods, maintenance requirements and storage criteria for all supplies, materials and equipment and making this information available on the server.
What has your team accomplished?
The results of the Kaizen event in 2007 led to the redesign of the Agency’s distribution system to integrate it more closely with the schools the Agency serves. The staff participating in our Kaizen helped identify what the current distribution system looked like and areas of weakness or concern and then redesigned a new system of distribution. We have continued to improve upon the original implementation to include other aspects of distribution.
The new distribution system also creates more efficiency for our staff in the lending libraries, staff who use specialized equipment and materials to serve children, staff who work in regional offices and staff who organize events in which they need significant amounts of materials and equipment. Instead of having multiple delivery methods of Heartland equipment and supplies, we are using our vans to deliver it all.
Why are these important to the Agency’s goal of increasing student achievement?
The more efficient our Agency’s support staff is, the more time and resources can be devoted to helping children. This example may say it best: If Heartland can save money and become more efficient in certain areas, more funds can be made available to purchase audiology equipment or time for a physical therapist to work with a child.
What can staff expect in the future?
The team is continuing to redefine and update our project to become more efficient and streamline the Agency’s receiving, warehousing and distribution systems. For example, we are currently in the process of bringing the OT/PT equipment to the warehouse to take advantage of our improvements in distribution. By moving the equipment to the warehouse, we will be able to realize a dramatic decrease in cycle time, thus, getting the equipment from one child to the next much sooner. We are also expanding our original North Star Initiative team to capture other perspectives on distribution.
Name of Initiative: Infrastructure
Team members:
Mark McMurry, Doug McVey, Jason Elliott, Dustin Gean, Scott Mayne, Nancy Penley, Sherise Ahlers, Paul Lauritsen
Give the gist of what your project is about including the long-term goal.
To develop and maintain adequate facilities and supports that promote efficient and effective services to staff and schools.
What are the things that your team has been working on?
The three main projects that the team is currently working on include:
• Coordinating the warehousing (storage) and distribution of supplies, materials and equipment for the entire Agency.
• Developing guidelines and procedures for distributing supplies, materials and equipment.
• Implementing systemic controls to enhance operational efficiency and ensure adequate warehouse space. This includes developing guidelines that stipulate space allocation, storage methods, maintenance requirements and storage criteria for all supplies, materials and equipment and making this information available on the server.
What has your team accomplished?
The results of the Kaizen event in 2007 led to the redesign of the Agency’s distribution system to integrate it more closely with the schools the Agency serves. The staff participating in our Kaizen helped identify what the current distribution system looked like and areas of weakness or concern and then redesigned a new system of distribution. We have continued to improve upon the original implementation to include other aspects of distribution.
The new distribution system also creates more efficiency for our staff in the lending libraries, staff who use specialized equipment and materials to serve children, staff who work in regional offices and staff who organize events in which they need significant amounts of materials and equipment. Instead of having multiple delivery methods of Heartland equipment and supplies, we are using our vans to deliver it all.
Why are these important to the Agency’s goal of increasing student achievement?
The more efficient our Agency’s support staff is, the more time and resources can be devoted to helping children. This example may say it best: If Heartland can save money and become more efficient in certain areas, more funds can be made available to purchase audiology equipment or time for a physical therapist to work with a child.
What can staff expect in the future?
The team is continuing to redefine and update our project to become more efficient and streamline the Agency’s receiving, warehousing and distribution systems. For example, we are currently in the process of bringing the OT/PT equipment to the warehouse to take advantage of our improvements in distribution. By moving the equipment to the warehouse, we will be able to realize a dramatic decrease in cycle time, thus, getting the equipment from one child to the next much sooner. We are also expanding our original North Star Initiative team to capture other perspectives on distribution.
6445 Administration Building Photos
New photos of the 6445 remodeling are posted on the Intranet under the Facilities tab. The building is still slated to open this month.
The Parent-Educator Connection Needs Your Input
My hope is that the Short and to the Point newsletter is helpful to you and the families you serve by providing information about topics related to living, learning and working for our students, both now and in the future.
As always, we are looking for ways to improve our newsletter and its delivery methods, so I have developed a short survey and ask that you please take the time to fill it out if you read the newsletter and find it applicable to your position. Your response is important and will help determine the future of the newsletter. You can access the survey online at http://www.aea11.k12.ia.us/pareduc/STTP_news.html. It is a part of the Fall 2008 newsletter.
I look forward to hearing from you.
Terry Mendell
Lead Parent-Educator Coordinator
As always, we are looking for ways to improve our newsletter and its delivery methods, so I have developed a short survey and ask that you please take the time to fill it out if you read the newsletter and find it applicable to your position. Your response is important and will help determine the future of the newsletter. You can access the survey online at http://www.aea11.k12.ia.us/pareduc/STTP_news.html. It is a part of the Fall 2008 newsletter.
I look forward to hearing from you.
Terry Mendell
Lead Parent-Educator Coordinator
Your Heartland Logo Clothing is Now a Few Clicks Away!
Heartland’s Lands’ End e-store is now up and running! As was mentioned in the November 17 Connection, Heartland logo clothing can now be purchased directly from Lands’ End. A Heartland e-store (Web site through which to purchase products) has been set up through Lands’ End for Heartland staff members. Staffers can visit the site at any time and order any and all items in the colors available.
The Web address of the e-store is ces.landsend.com/heartland. From there you can choose your item, size and logo. You will be given two logo options—the Agency logo and the Heartland Cares logo. The Heartland Cares logo choice was provided for staff who may want to represent the Agency while participating in volunteer opportunities.
As a reminder, there is a $5.95 charge for adding the Agency logo and an $8.50 charge for adding the Heartland Cares logo to a piece of clothing and there is a shipping fee. Offices or groups of co-workers can place an order together to save on shipping costs.
Logo clothing can be worn on any workday, as long as it is appropriate for your work environment. Any questions about dress should be directed to your supervisor. We hope you find this to be an easier way to order Heartland clothing. Happy shopping!
The Web address of the e-store is ces.landsend.com/heartland. From there you can choose your item, size and logo. You will be given two logo options—the Agency logo and the Heartland Cares logo. The Heartland Cares logo choice was provided for staff who may want to represent the Agency while participating in volunteer opportunities.
As a reminder, there is a $5.95 charge for adding the Agency logo and an $8.50 charge for adding the Heartland Cares logo to a piece of clothing and there is a shipping fee. Offices or groups of co-workers can place an order together to save on shipping costs.
Logo clothing can be worn on any workday, as long as it is appropriate for your work environment. Any questions about dress should be directed to your supervisor. We hope you find this to be an easier way to order Heartland clothing. Happy shopping!
Community Resource Information for the Des Moines Area
Are you looking for community resources to use with the students and families you serve? The Cultural Competence and Diversity team has identified two community resource booklets that contain information on numerous Des Moines-area resources.
The booklets list medical center resources, Dept. of Human Services contacts, addiction services, reduced price clothing, counseling services, dental services, disability insurance application and assistance, educational resources, employment services, ESL classes, family planning, financial assistance, food pantries, furniture and appliances, free and subsidized health services, housing facilities, legal services, older adult services, parenting programs, shelters, translation, vocational rehabilitation, and other services. We hope these will be helpful to you since they list so many resources around the area.
Click here for the United Way booklet and click here for the Visiting Nurse Services/Drake University Law School booklet.
The booklets list medical center resources, Dept. of Human Services contacts, addiction services, reduced price clothing, counseling services, dental services, disability insurance application and assistance, educational resources, employment services, ESL classes, family planning, financial assistance, food pantries, furniture and appliances, free and subsidized health services, housing facilities, legal services, older adult services, parenting programs, shelters, translation, vocational rehabilitation, and other services. We hope these will be helpful to you since they list so many resources around the area.
Click here for the United Way booklet and click here for the Visiting Nurse Services/Drake University Law School booklet.
Technology Update
What is the Open XML File Format Converter for Mac and why do I need it?
The Open XML File Format Converter for Mac gives Microsoft Office 2004 users the ability to open files that were created using the Microsoft Office 2007/2008 suite of applications (e.g. Word, Excel and PowerPoint). If you have Microsoft Office 2004 and you receive files that have .docx, .xlsx or .pptx extensions on the end of the file name then you will want to read and follow the instructions below. The converter will give you the capability to open those file types. If you have Microsoft Office 2008, you do not need to install or use the converter.
In order to be able to use the Open XML File Format Converter for Mac, you must have Mac OS 10.4.9 or later installed. To check if you have 10.4.9 or later, go to the Apple menu and choose “About this Mac.”
If you have Mac OS 10.3.9 or earlier, you cannot install and use the converter, so you can stop reading this now. If you have Mac OS 10.4 but it is earlier than 10.4.9 then you can use Software Update under the Apple menu to update your computer to the latest version. Then you can continue with these instructions.
You now need to make sure that Microsoft Office 2004 is up-to-date before you can install the converter. To do that, locate the Macintosh HD icon located on your desktop and double-click it. Then locate and double-click the Applications folder. Locate and double-click the Microsoft AutoUpdate application. Click the “Check for Updates” button. If you get an error message, make sure that your computer is connected to the Internet before clicking the “Check for Updates” button a second time. It will check for any updates. If there are updates available, it will alert you, and you can download and install them right from that application. The most recent update is Microsoft Office 2004 for Mac 11.5.2 Update. If you have never updated your Microsoft Office Application, you will likely have several updates to download and install.
Once you have updated Microsoft Office 2004 to the latest version, you can click http://download.microsoft.com/download/f/4/f/f4f487c3-2d94-4641-937e-0e7564c754bc/OpenXMLConverter101.dmg to download the Open XML File Format Converter for Mac. Once the file is downloaded, you will need to locate and double-click on the file named OpenXMLConverter101.dmg. It will probably be located on your desktop. A new window will appear. Double-click on the file named Open XML File Format Converter for Mac 1.0.1.mpkg to start the installation. You will need to click the Continue button several times and the Agree button. You will need to click on the Macintosh HD icon then click the Continue and Install button to start the install. You will need to enter the admin password (which is usually aea11) and click the OK button. It will then install the converter. Click the Close button to exit the installer.
That completes the installation of the Open XML File Format Converter for Mac. You should now be able to open documents that were created with the latest version of Office.
The Open XML File Format Converter for Mac gives Microsoft Office 2004 users the ability to open files that were created using the Microsoft Office 2007/2008 suite of applications (e.g. Word, Excel and PowerPoint). If you have Microsoft Office 2004 and you receive files that have .docx, .xlsx or .pptx extensions on the end of the file name then you will want to read and follow the instructions below. The converter will give you the capability to open those file types. If you have Microsoft Office 2008, you do not need to install or use the converter.
In order to be able to use the Open XML File Format Converter for Mac, you must have Mac OS 10.4.9 or later installed. To check if you have 10.4.9 or later, go to the Apple menu and choose “About this Mac.”
If you have Mac OS 10.3.9 or earlier, you cannot install and use the converter, so you can stop reading this now. If you have Mac OS 10.4 but it is earlier than 10.4.9 then you can use Software Update under the Apple menu to update your computer to the latest version. Then you can continue with these instructions.
You now need to make sure that Microsoft Office 2004 is up-to-date before you can install the converter. To do that, locate the Macintosh HD icon located on your desktop and double-click it. Then locate and double-click the Applications folder. Locate and double-click the Microsoft AutoUpdate application. Click the “Check for Updates” button. If you get an error message, make sure that your computer is connected to the Internet before clicking the “Check for Updates” button a second time. It will check for any updates. If there are updates available, it will alert you, and you can download and install them right from that application. The most recent update is Microsoft Office 2004 for Mac 11.5.2 Update. If you have never updated your Microsoft Office Application, you will likely have several updates to download and install.
Once you have updated Microsoft Office 2004 to the latest version, you can click http://download.microsoft.com/download/f/4/f/f4f487c3-2d94-4641-937e-0e7564c754bc/OpenXMLConverter101.dmg to download the Open XML File Format Converter for Mac. Once the file is downloaded, you will need to locate and double-click on the file named OpenXMLConverter101.dmg. It will probably be located on your desktop. A new window will appear. Double-click on the file named Open XML File Format Converter for Mac 1.0.1.mpkg to start the installation. You will need to click the Continue button several times and the Agree button. You will need to click on the Macintosh HD icon then click the Continue and Install button to start the install. You will need to enter the admin password (which is usually aea11) and click the OK button. It will then install the converter. Click the Close button to exit the installer.
That completes the installation of the Open XML File Format Converter for Mac. You should now be able to open documents that were created with the latest version of Office.
Reminder: Show Your Caring Spirit Through the Heartland Cares Campaign!
As has been announced in The Connection and HeartBeat, the Agency is participating in a charitable drive called Heartland Cares.
The campaign will run until December 15, and Heartland staff members are encouraged to donate items for children in need in our Central Iowa area. Collection tubs have been placed in all 10 regional offices and in the Johnston central office lobby. One school building in each region has been selected to be the recipient of the items collected in the corresponding regional office. The schools were listed in the November 24 edition of The Connection.
After the items are collected, Heartland staff members will deliver the items to each schools’ school nurse who will be responsible for giving the items to children in need. Please consider making a donation to the Heartland Cares drive! With your help, we can make a difference for kids!
Examples of items to donate:
• Toiletries (Kleenex, shampoo, toothpaste, toothbrushes, combs, hairbrushes, deodorant)
• Socks
• Belts
• Underwear
• Sweat pants
• Mittens/gloves
• Hats
• Scarves
• Cash or gift cards (to be given to school nurses to make purchases)
The campaign will run until December 15, and Heartland staff members are encouraged to donate items for children in need in our Central Iowa area. Collection tubs have been placed in all 10 regional offices and in the Johnston central office lobby. One school building in each region has been selected to be the recipient of the items collected in the corresponding regional office. The schools were listed in the November 24 edition of The Connection.
After the items are collected, Heartland staff members will deliver the items to each schools’ school nurse who will be responsible for giving the items to children in need. Please consider making a donation to the Heartland Cares drive! With your help, we can make a difference for kids!
Examples of items to donate:
• Toiletries (Kleenex, shampoo, toothpaste, toothbrushes, combs, hairbrushes, deodorant)
• Socks
• Belts
• Underwear
• Sweat pants
• Mittens/gloves
• Hats
• Scarves
• Cash or gift cards (to be given to school nurses to make purchases)
Monday, December 1, 2008
Maxine's Message
Communication Matters
Communication matters more than most anything else whether in our personal lives or here at the Agency. Miscommunication, missed communication or absence of communication can cause problems while good communication can increase effectiveness and increase trust.
During challenging economic times, it’s more important than ever to provide information more often and for staff members and other stakeholders to take advantage of the many opportunities for input, participation and communication.
As we move toward the new year, it’s critical for you to be aware of the latest information in the following priority areas: budget and finance, staff allocation, media coverage of the Agency, construction and upcoming changes in the delivery of occupational and physical therapy equipment. Agency leaders will be providing regular updates in The Connection and meeting agendas and minutes will continue to be posted on the Intranet. When you have questions, send the authors of the articles your questions and recommendations and they will respond in subsequent issues of The Connection.
As a reminder, there are many ways to access information about the Agency which include, but are not limited to, The Connection; HeartBeat; minutes from all of the advisory councils, North Star meetings and Board of Directors meetings and regional and office meetings; the Web site and reports to your office or job-alike groups from your Staff Advisory Council representative.
Any staff members can provide feedback by using comment cards available in every office, e-mail, input to supervisors, Staff or Secretary Advisory Council, feedback to leaders during job shadow visits, ICN sessions when scheduled, occasional all-staff e-mails, online surveys or at office or regional meetings. It’s important for you to sign your name if you would like an answer. It can be frustrating when more information or clarification of an issue is needed or there’s no way to provide feedback. Help by providing recommendations or suggestions.
Cabinet members carefully consider all feedback and countless improvements have been made at the Agency based on recommendations and ideas from staff members. Communication has played a significant role throughout North Star. Data tells a story about the difference communication is making for improvement of services, staff satisfaction and trust and changes in infrastructure. Thanks to all staff for efforts to do their part by staying informed, giving input and participating in councils, projects and committees. It takes all of us to make a difference in improving communication.
As I finish writing this, snow continues to fall, quieting the world and slowing things down. During winter break, I wish you and your family all the best for a healthy, happy season. As always, thank you for the difference you make every day.
Maxine
Communication matters more than most anything else whether in our personal lives or here at the Agency. Miscommunication, missed communication or absence of communication can cause problems while good communication can increase effectiveness and increase trust.
During challenging economic times, it’s more important than ever to provide information more often and for staff members and other stakeholders to take advantage of the many opportunities for input, participation and communication.
As we move toward the new year, it’s critical for you to be aware of the latest information in the following priority areas: budget and finance, staff allocation, media coverage of the Agency, construction and upcoming changes in the delivery of occupational and physical therapy equipment. Agency leaders will be providing regular updates in The Connection and meeting agendas and minutes will continue to be posted on the Intranet. When you have questions, send the authors of the articles your questions and recommendations and they will respond in subsequent issues of The Connection.
As a reminder, there are many ways to access information about the Agency which include, but are not limited to, The Connection; HeartBeat; minutes from all of the advisory councils, North Star meetings and Board of Directors meetings and regional and office meetings; the Web site and reports to your office or job-alike groups from your Staff Advisory Council representative.
Any staff members can provide feedback by using comment cards available in every office, e-mail, input to supervisors, Staff or Secretary Advisory Council, feedback to leaders during job shadow visits, ICN sessions when scheduled, occasional all-staff e-mails, online surveys or at office or regional meetings. It’s important for you to sign your name if you would like an answer. It can be frustrating when more information or clarification of an issue is needed or there’s no way to provide feedback. Help by providing recommendations or suggestions.
Cabinet members carefully consider all feedback and countless improvements have been made at the Agency based on recommendations and ideas from staff members. Communication has played a significant role throughout North Star. Data tells a story about the difference communication is making for improvement of services, staff satisfaction and trust and changes in infrastructure. Thanks to all staff for efforts to do their part by staying informed, giving input and participating in councils, projects and committees. It takes all of us to make a difference in improving communication.
As I finish writing this, snow continues to fall, quieting the world and slowing things down. During winter break, I wish you and your family all the best for a healthy, happy season. As always, thank you for the difference you make every day.
Maxine
Required Action: New Survey Links for Nov. 18 Meeting Evaluation
The comments section of the November 18th meeting evaluation does not appear in the survey link provided in the November 24 Connection. We value your comments as much as the multiple-choice items, so we have created another link for those of you wishing to provide additional input regarding the regional meetings and special education professional development. Please use the link below to provide any written comments. http://tp2.aea11.k12.ia.us/018/CommentsOfficeMtg_PolishingPractice.tp4
In our attempts to correct the error, we inadvertently lost input from those of you who had provided feedback on either Monday, November 24 or Tuesday, November 25 prior to 4:30 p.m. If you provided input during that time frame, please feel free to complete the evaluation again using the link below; we appreciate the additional time taken to provide feedback. http://tp2.aea11.k12.ia.us/018/OfficeMtg_PolishingPractice.tp4
If you have not yet provided feedback on the November 18 meetings, please use both links above. Your feedback will be used to plan future agency meetings. Thank you for your input.
In our attempts to correct the error, we inadvertently lost input from those of you who had provided feedback on either Monday, November 24 or Tuesday, November 25 prior to 4:30 p.m. If you provided input during that time frame, please feel free to complete the evaluation again using the link below; we appreciate the additional time taken to provide feedback. http://tp2.aea11.k12.ia.us/018/OfficeMtg_PolishingPractice.tp4
If you have not yet provided feedback on the November 18 meetings, please use both links above. Your feedback will be used to plan future agency meetings. Thank you for your input.
Pioneer Parkway Closed Near Johnston AEA Office
The City of Johnston has closed portions of Pioneer Parkway to repair and install new sewage lines. Click here for a map that shows the effected area of the road. To get to the Johnston office, you will need to take NW 62nd Avenue which is the street that goes by Johnston Middle and High School. You will be able to connect to Pioneer Parkway via this route as well and avoid any detours. The road is projected to reopen on December 15.
United Way Campaign to Launch Next Week
This year's Heartland AEA United Way campaign will begin on December 8 and run through December 19. Employees wishing to contribute to the United Way can do so through payroll deductions or a one time check or credit card payment. You will also be able to contribute to the United Way of your choice, e.g., United Way of Central Iowa, United Way of Story County, etc. We're hoping to meet or exceed our Agency total of $8,850 last year. More information will follow in next week's Connection.
No Expense Payments During Holiday Break
There will be no payments for on-line expense accounts or out-of-area travel during the week of the winter holiday break.
IPI Training Opportunity in Fontanelle December 18
Jerry Valentine is coming to the Green Valley AEA area for IPI training on December 18. The training isn’t full, so Green Valley is looking for others who would be interested in attending the training. Click here for an informational flyer about the training. If you’re interested in attending, contact Kathy Lockard, Professional Development Coordinator at Green Valley, at (800) 362-1864 or at klockard@aea14.k12.ia.us.
Monday, November 24, 2008
Required Action: November 18 Regional Meeting Evaluation
In order to best plan for future agency meetings, we need your feedback on the regional meetings that were held on November 18. Please use the link below to complete a short evaluation. Thank you for your input. http://tp2.aea11.k12.ia.us/018/OfficeMtg_PolishingPractice.tp4
Required Action: Clarification of Inclement Weather Policy
The November 17 Connection Update featured an article about the Inclement Weather policy. The article stated, “The policy provides guidance for those who complete timesheets.” Consequently, some salaried employees contacted Human Resources to ask if the policy applied to them. The Inclement Weather policy applies to all Heartland employees. Salaried employees who do not complete timesheets should read and understand the Inclement Weather policy as well.
Check it Out—Updated Heartland Style Guide
The Heartland Editorial Style Guide has been updated. Some new components include a template for developing Agency manuals and a guide on how to properly format a business letter. Please use the manual template when producing any sort of manual or booklet for the Agency.
The Style Guide can still be found on the Intranet under the Critical Communication tab and then under the Communication Assets link. You can also click here to download it.
Under Communication Assets you will also find an example of a manual, the new PeopleBox e-mail style guide and new media consent forms. These forms are to be used when taking video or photos of students or school staff or of Heartland staff when the video or photos will be used outside of the Agency.
The Style Guide can still be found on the Intranet under the Critical Communication tab and then under the Communication Assets link. You can also click here to download it.
Under Communication Assets you will also find an example of a manual, the new PeopleBox e-mail style guide and new media consent forms. These forms are to be used when taking video or photos of students or school staff or of Heartland staff when the video or photos will be used outside of the Agency.
Two More Days to Enroll in 403(b) Plan
Employees wishing to enroll in the State of Iowa’s 403(b) plan effective January 1, 2009, have until Wednesday, November 26 to get their election/salary reduction form to Kathy Martin, Benefits Specialist.
Those missing the deadline but still desiring to enroll in the plan will have an opportunity each month. Other than during the first enrollment period, applications received at any time during the month will become effective and payroll deductions will begin on the 15th of the following month. Any applications received between November 27, 2008, and January 31, 2009, will become effective and payroll deductions will begin with the first paycheck in February.
Questions may be directed to Steve Jordan at ext.14908 or Kathy Martin at ext. 14385.
Those missing the deadline but still desiring to enroll in the plan will have an opportunity each month. Other than during the first enrollment period, applications received at any time during the month will become effective and payroll deductions will begin on the 15th of the following month. Any applications received between November 27, 2008, and January 31, 2009, will become effective and payroll deductions will begin with the first paycheck in February.
Questions may be directed to Steve Jordan at ext.14908 or Kathy Martin at ext. 14385.
Two More Days to Enroll in Dependent Care Flex Benefit Plan
Employees interested in participating in the Dependent Care Flex Benefit plan for 2009 have until Wednesday, November 26 to get their enrollment form to Kathy Martin, Benefits Specialist. If you are currently participating and wish to continue doing so, you MUST re-enroll. Enrollment forms may be downloaded from the Benefits section on the Intranet.
Questions may be directed to Kathy Martin in the Johnston office at ext. 14385.
Questions may be directed to Kathy Martin in the Johnston office at ext. 14385.
Session 3 of Iowa Core Curriculum Training Quickly Approaching
Session 3 of the Leadership for the Iowa Core Curriculum training is quickly approaching. Registered participants received an e-mail reminder of their session's date, time and location. The session will focus on building capacity for alignment and assessment and on a preview of the implementation plan.
Please note: The session held in Indianola will be offered only in the morning on December 3 and will move to the Trinity United Presbyterian Church, 200 S. Howard, Indianola, for the December session only. If you have questions, contact Linda Biermann Hoobin, Teaching and Learning Consultant for the Iowa Core Curriculum, at ext. 14327 in the Johnston office.
Please note: The session held in Indianola will be offered only in the morning on December 3 and will move to the Trinity United Presbyterian Church, 200 S. Howard, Indianola, for the December session only. If you have questions, contact Linda Biermann Hoobin, Teaching and Learning Consultant for the Iowa Core Curriculum, at ext. 14327 in the Johnston office.
New Meeting Supplies/Equipment Available at Zion Lutheran Church
We have exciting news for you! Heartland now has a locked 3-drawer lateral file cabinet at Zion Lutheran Church to hold the Agency’s equipment and coffee supplies for meetings. The cabinet is located in the Fellowship Hall against the windows. Keys to the cabinet are available from Anita Davids. The secretary at Zion also has a key that can be used in an emergency.
Meetings supplies available at Zion Lutheran Church include:
• 3 extension cord reels
• 1 easel w/paper
• 1 LCD projector
• 1 powered speaker for a computer
• 1 projection screen
• 1 presenter’s box (stapler, staple remover, staples, Post-it notes, scissors, markers, pens, paper clips, masking tape, Scotch tape)
• Extra batteries
• 1 30-cup coffee pot
• A wireless microphone has been added to the sound system at Zion Lutheran Church. The receiver is inside the electronics cabinet and always on. You just need to turn the system master key-switch on to operate. The body pack transmitter and lavaliere microphone are in Heartland's locked cabinet.
The drawer that holds coffee supplies contains coffee, cups, cream/sugar and napkins. If you notice that these supplies are getting low, please contact Anita Davids at ext. 14613 or Chris Jeffryes at ext. 14367.
Meetings supplies available at Zion Lutheran Church include:
• 3 extension cord reels
• 1 easel w/paper
• 1 LCD projector
• 1 powered speaker for a computer
• 1 projection screen
• 1 presenter’s box (stapler, staple remover, staples, Post-it notes, scissors, markers, pens, paper clips, masking tape, Scotch tape)
• Extra batteries
• 1 30-cup coffee pot
• A wireless microphone has been added to the sound system at Zion Lutheran Church. The receiver is inside the electronics cabinet and always on. You just need to turn the system master key-switch on to operate. The body pack transmitter and lavaliere microphone are in Heartland's locked cabinet.
The drawer that holds coffee supplies contains coffee, cups, cream/sugar and napkins. If you notice that these supplies are getting low, please contact Anita Davids at ext. 14613 or Chris Jeffryes at ext. 14367.
Reminder: Poverty Simulation December 1
Reminder: A poverty simulation will be held on December 1 from 1:30-4:00 p.m. at the Johnston Lions Club. Register through the Universal Registration system using Activity Number HU016199990902.
The simulation is designed to help participants begin to understand what it might be like to live in a typical low-income family trying to survive from month to month. The object is to sensitize participants to the realities faced by low-income people. During the simulation, participants assume the roles of up to 30 different families facing poverty. The task of the “families” is to provide for basic necessities and shelter during the course of four 15-minute weeks.
The simulation is designed to help participants begin to understand what it might be like to live in a typical low-income family trying to survive from month to month. The object is to sensitize participants to the realities faced by low-income people. During the simulation, participants assume the roles of up to 30 different families facing poverty. The task of the “families” is to provide for basic necessities and shelter during the course of four 15-minute weeks.
“Heartland Cares” Schools Announced
The following schools will be the recipients of the items collected through the Agency’s Heartland Cares campaign, which was announced in the November HeartBeat. Any questions about the campaign can be directed to Brenda Gustafson at bgustafson@aea11.k12.ia.us.
Region 1 Fairview Elementary, Carroll
Region 2 Exira Elementary, Exira
Region 3 Winterset Elementary, Winterset
Region 4 Perry Elementary, Perry
Region 5 Boone High School, Boone
Region 6 Fellows Elementary, Ames
Region 7 Central Elementary, Nevada
Region 8 Anderson Elementary, Bondurant-Farrar
Region 9 Cornell Elementary, Saydel
Region 10 Crossroads Elementary, West Des Moines
Region 11 Carlisle Elementary, Carlisle
Region 12 Northstar Elementary, Knoxville
Region 13 Pleasantville Elementary, Pleasantville
Region 14 Berg Elementary, Newton
Region 15 & Johnston Central Office, Stowe Elementary, Des Moines
Some school nurses have also suggested other possible items for donation.
Berg Elementary
snow boots, sizes 13-3
Northstar Elementary
snow boots, sizes 13-3
snowpants, sizes 8,10, 12
Crossroads Elementary
snow boots, sizes 4, 5, 6
snowpants, sizes 8, 10, 12
Boone High School
fleece blanket
Region 1 Fairview Elementary, Carroll
Region 2 Exira Elementary, Exira
Region 3 Winterset Elementary, Winterset
Region 4 Perry Elementary, Perry
Region 5 Boone High School, Boone
Region 6 Fellows Elementary, Ames
Region 7 Central Elementary, Nevada
Region 8 Anderson Elementary, Bondurant-Farrar
Region 9 Cornell Elementary, Saydel
Region 10 Crossroads Elementary, West Des Moines
Region 11 Carlisle Elementary, Carlisle
Region 12 Northstar Elementary, Knoxville
Region 13 Pleasantville Elementary, Pleasantville
Region 14 Berg Elementary, Newton
Region 15 & Johnston Central Office, Stowe Elementary, Des Moines
Some school nurses have also suggested other possible items for donation.
Berg Elementary
snow boots, sizes 13-3
Northstar Elementary
snow boots, sizes 13-3
snowpants, sizes 8,10, 12
Crossroads Elementary
snow boots, sizes 4, 5, 6
snowpants, sizes 8, 10, 12
Boone High School
fleece blanket
Parent-Educator Connection Short and to the Point Newsletter
Click here for the Fall 2008 issue of the Parent-Educator Connection’s Short and to the Point newsletter.
Share Your Holiday Memories!
Share with us some of your favorite holiday memories or tell us about your favorite family holiday traditions, and we’ll print them in the December 5 issue of HeartBeat! Send your submissions to comms@aea11.k12.ia.us by December 1.
“Go Green” Tip of the Week
10 Ways to Have a Green Thanksgiving
Thanksgiving is around the corner for some of us. If you celebrate the holiday, you know how non-environmentally friendly it can be. If you’re looking for ways to green it up this year, here are some quick green tips to make your Thanksgiving as eco-friendly as possible.
1. Turkey compromise. The most obvious eco-solution is to not buy a turkey and just have a complete vegan meal. But if your family has decided it would like turkey, buy an organic free-range turkey. An organic free-range turkey is one that has not been in a cage and has been allowed to move about the yard.
2. Organic. Buy everything you can buy organic, milk, meat, veggies, fruits, etc. This includes any boxed or canned items you may purchase. Remember to go online and search for organic coupons.
3. Packaging. When you go to the store buy things that have the least amount of packaging and try to buy packaging that is environmentally friendly.
4. Don’t cook so much. Think about all the leftovers you had last year and then cut down on that amount of servings if you are going to have the same amount of people over this year. If you accidentally do make too much food or someone cancels, give the leftovers away to family and friends. Don’t let them mold up in the fridge.
5. Dinnerware and silverware. It’s okay to use your good dishes or even your regular dishes for Thanksgiving. It is a celebration after all, but if the thought of washing so many dishes is terrifying look into biodegradable or bamboo disposable dishes.
6. Decorations. Reuse your old decorations from last year in new way or just make some new ones. Use items from your back yard and fall fabric colors if you have any to make a nice centerpiece. As always, the Internet is a great resource for creative ideas. Any purchased decorations should also be environmentally friendly, that includes flowers, plants and so on.
7. Plant a tree. Winter season is a good time to plant trees and shrubs so take this time to plant a tree and keep the green growing.
8. Carbon credits. If you must fly or drive to visit family this Thanksgiving, consider purchasing carbon credits to make up for it.
9. Donate your turkey fat. No, not the fat you put on from eating the turkey, but the actual fat from the cooked turkey. Can you believe a Tucson-based company recycles turkey fat into biofuel? Check to see if a company in your community does too.
10. Say thanks.
Thanksgiving is around the corner for some of us. If you celebrate the holiday, you know how non-environmentally friendly it can be. If you’re looking for ways to green it up this year, here are some quick green tips to make your Thanksgiving as eco-friendly as possible.
1. Turkey compromise. The most obvious eco-solution is to not buy a turkey and just have a complete vegan meal. But if your family has decided it would like turkey, buy an organic free-range turkey. An organic free-range turkey is one that has not been in a cage and has been allowed to move about the yard.
2. Organic. Buy everything you can buy organic, milk, meat, veggies, fruits, etc. This includes any boxed or canned items you may purchase. Remember to go online and search for organic coupons.
3. Packaging. When you go to the store buy things that have the least amount of packaging and try to buy packaging that is environmentally friendly.
4. Don’t cook so much. Think about all the leftovers you had last year and then cut down on that amount of servings if you are going to have the same amount of people over this year. If you accidentally do make too much food or someone cancels, give the leftovers away to family and friends. Don’t let them mold up in the fridge.
5. Dinnerware and silverware. It’s okay to use your good dishes or even your regular dishes for Thanksgiving. It is a celebration after all, but if the thought of washing so many dishes is terrifying look into biodegradable or bamboo disposable dishes.
6. Decorations. Reuse your old decorations from last year in new way or just make some new ones. Use items from your back yard and fall fabric colors if you have any to make a nice centerpiece. As always, the Internet is a great resource for creative ideas. Any purchased decorations should also be environmentally friendly, that includes flowers, plants and so on.
7. Plant a tree. Winter season is a good time to plant trees and shrubs so take this time to plant a tree and keep the green growing.
8. Carbon credits. If you must fly or drive to visit family this Thanksgiving, consider purchasing carbon credits to make up for it.
9. Donate your turkey fat. No, not the fat you put on from eating the turkey, but the actual fat from the cooked turkey. Can you believe a Tucson-based company recycles turkey fat into biofuel? Check to see if a company in your community does too.
10. Say thanks.
Monday, November 17, 2008
Required Action: Be Aware of the Agency Inclement Weather Policy
The policy for Inclement Weather Office Closings is available on the Heartland Intranet. This policy contains decision-making guides for staff members to use during inclement weather. The guide describes your options when snow or other inclement weather impedes your ability to get to and from work or when your work site is closed. The policy provides guidance for those who complete timesheets.
All staff members who complete timesheets need their supervisor’s approval before scheduling make-up time. Any make-up time must be scheduled by the end of the following pay period.
All staff members who complete timesheets need their supervisor’s approval before scheduling make-up time. Any make-up time must be scheduled by the end of the following pay period.
Required Action: Registration Process for Staff Members for Heartland Professional Learning Opportunities
Heartland staff members have had questions regarding the registration process for professional learning opportunities. The following is meant to provide clarification on this process. Prior to registration, staff members must receive approval from their supervisor to attend the professional learning opportunity.
• If taking the opportunity for advancement on the salary schedule:
- Days must be off contract.
- The employee must pay registration fee.
- Course approval must be completed and approved by supervisor. PRIOR TO beginning the course.
- Universal Registration is used for registration.
• If taking the opportunity but not using it to advance on the salary schedule:
- If no special course fee: register using Universal Registration and selecting “Heartland employee fee” option.
- If course fee: Call Carol Naylor in Professional Development (ext. 14443) to register.
Also, if you are registered for a course and then cannot attend, please contact Professional Development to cancel your registration. This is necessary for several reasons. First, spaces in courses are limited. Additionally, there will be no fee so the money that your supervisor paid for the course will remain in your budget. Last, food and handout numbers will then be accurate. Thank you for following this process.
Click here for a chart showing this process.
• If taking the opportunity for advancement on the salary schedule:
- Days must be off contract.
- The employee must pay registration fee.
- Course approval must be completed and approved by supervisor. PRIOR TO beginning the course.
- Universal Registration is used for registration.
• If taking the opportunity but not using it to advance on the salary schedule:
- If no special course fee: register using Universal Registration and selecting “Heartland employee fee” option.
- If course fee: Call Carol Naylor in Professional Development (ext. 14443) to register.
Also, if you are registered for a course and then cannot attend, please contact Professional Development to cancel your registration. This is necessary for several reasons. First, spaces in courses are limited. Additionally, there will be no fee so the money that your supervisor paid for the course will remain in your budget. Last, food and handout numbers will then be accurate. Thank you for following this process.
Click here for a chart showing this process.
Availability of Personal Information on the Web
In response to concerns, we have moved staff members’ personal information (home address, phone number and photo) from our online staff directory to PeopleBox, which requires a password to login. This means that school staff or community members will not be able to access personal information. They will still have access to your professional contact information, but only other Heartland staff members can see your personal information. For business purposes, photos and phone numbers will remain available through the secured PeopleBox site.
Providing home addresses is a positive way to develop a Heartland culture of community. It gives staff members the opportunity to send cards and invitations to co-workers. But we realize that for some, this is not desirable. If you wish to suppress access to your personal information, send your request to Carolyn Jones at cjones@aea11.k12.ia.us. If suppressed, your personal information will not be given out by Human Resources or the Business Office.
We realize many offices keep written lists of personal information available. If you are printing information, be careful, as paper is less secure than our solution.
Providing home addresses is a positive way to develop a Heartland culture of community. It gives staff members the opportunity to send cards and invitations to co-workers. But we realize that for some, this is not desirable. If you wish to suppress access to your personal information, send your request to Carolyn Jones at cjones@aea11.k12.ia.us. If suppressed, your personal information will not be given out by Human Resources or the Business Office.
We realize many offices keep written lists of personal information available. If you are printing information, be careful, as paper is less secure than our solution.
403(b) Update – Start Saving Now!
When it comes to planning for a secure financial retirement many people ask, “When should I start saving?” The answer is that it’s never too late, but it’s always better to start early and save regularly.
Saving early allows you to take advantage of the power of compound interest, in other words, earning interest on your interest. Saving regularly means a steady and systematic build-up of your retirement funds. If you invest in stocks, regular savings helps smooth out the day-to-day fluctuations in market prices. This is called dollar cost averaging.
Click here for an example of why saving early is so important.
If you haven’t started saving for your retirement, the time to start is now. If you are already saving, continue to do so. Sign up now to be a part of the new 403(b) program effective January 1, 2009. Enrollment forms must be returned to Kathy Martin, benefits specialist, in the Johnston office by the end of the day on November 26, 2008, in order to be effective with your January 15, 2009, paycheck.
Provider Fairs
It’s not too late to participate in the 403(b) provider fairs. The last two fairs are being held on November 18. One fair is being held at the Annunciation Parish Hall at 723 Elm Street in Coon Rapids from 4:30-5:30 p.m., and the other is in the ICN room at the Johnston office from 4:00-7:00 p.m. You are welcome to bring a spouse or friend and come and leave as your schedule permits.
Questions
Your 403(b) questions may be directed to Steve Jordan at ext. 14908 or Kathy Martin at ext. 14385.
Saving early allows you to take advantage of the power of compound interest, in other words, earning interest on your interest. Saving regularly means a steady and systematic build-up of your retirement funds. If you invest in stocks, regular savings helps smooth out the day-to-day fluctuations in market prices. This is called dollar cost averaging.
Click here for an example of why saving early is so important.
If you haven’t started saving for your retirement, the time to start is now. If you are already saving, continue to do so. Sign up now to be a part of the new 403(b) program effective January 1, 2009. Enrollment forms must be returned to Kathy Martin, benefits specialist, in the Johnston office by the end of the day on November 26, 2008, in order to be effective with your January 15, 2009, paycheck.
Provider Fairs
It’s not too late to participate in the 403(b) provider fairs. The last two fairs are being held on November 18. One fair is being held at the Annunciation Parish Hall at 723 Elm Street in Coon Rapids from 4:30-5:30 p.m., and the other is in the ICN room at the Johnston office from 4:00-7:00 p.m. You are welcome to bring a spouse or friend and come and leave as your schedule permits.
Questions
Your 403(b) questions may be directed to Steve Jordan at ext. 14908 or Kathy Martin at ext. 14385.
Heartland Logo Clothing Options Increase
Agency staff will now be able to purchase any item of clothing from Lands' End in any color with an agency logo. Lands' End will provide clothing and embroidery of our logo along with an e-store for easy purchase of items. Watch for a Web site address where employees can log on to order any clothing item in the Lands' End catalog. The cost to add the logo to clothing is $5.95. As with any catalog order, there will be a shipping and handling fee.
Lands' End was chosen as our vendor by the Special Events Committee because employees can order whatever items they would like, the items can be ordered directly from the vendor and they can be shipped directly to employees’ homes. This streamlines the process, and items are available on demand rather than when a large enough order is assembled.
We look forward to seeing Heartland logos everywhere!
Lands' End was chosen as our vendor by the Special Events Committee because employees can order whatever items they would like, the items can be ordered directly from the vendor and they can be shipped directly to employees’ homes. This streamlines the process, and items are available on demand rather than when a large enough order is assembled.
We look forward to seeing Heartland logos everywhere!
October and November Board Minutes Now Available
The minutes from the October and November Board of Directors meetings are available on the server in draft form for your review. Go to the Workgroups volume, Meeting Notes folder then the Board of Directors folder and look for the October and November dates.
Core Values Awards Presented at Office Meetings
The previously-mentioned Core Values Awards will be presented at the November 18 office meetings. Those honored and an excerpt from their nomination will be featured in the December issue of HeartBeat.
Kabel Business Services Holiday Hours
Kabel Business Services, the company that handles Heartland’s flex and HRA claims, will have the following holiday hours:
Thanksgiving
Closed on Thursday, November 27 and Friday, November 28. There will be no disbursements for claims on these days.
Christmas
Closed at noon on Wednesday, December 24. Claims will be processed in the morning. Closed all day December 25.
New Year’s
Closed at noon on December 31. Claims will be processed in the morning. Closed all day January 1.
Thanksgiving
Closed on Thursday, November 27 and Friday, November 28. There will be no disbursements for claims on these days.
Christmas
Closed at noon on Wednesday, December 24. Claims will be processed in the morning. Closed all day December 25.
New Year’s
Closed at noon on December 31. Claims will be processed in the morning. Closed all day January 1.
Co-Teaching Professional Development Opportunity
Co-Teaching: Creating and Sustaining Classroom Partnerships
Presented by Dr. Marilyn Friend
Monday, February 16, 2009 – Fort Dodge, Iowa
OR
Tuesday, February 17, 2009 – Sioux City, Iowa
Dr. Marilyn Friend, an expert in the field of co-teaching, is coming to Iowa this winter. If your district is attending one of Dr. Friend’s presentations, or if you would like to attend, please contact your partnership director/supervisor for approval for travel. Click here for a flyer that provides more information on her presentations, including registration information.
Presented by Dr. Marilyn Friend
Monday, February 16, 2009 – Fort Dodge, Iowa
OR
Tuesday, February 17, 2009 – Sioux City, Iowa
Dr. Marilyn Friend, an expert in the field of co-teaching, is coming to Iowa this winter. If your district is attending one of Dr. Friend’s presentations, or if you would like to attend, please contact your partnership director/supervisor for approval for travel. Click here for a flyer that provides more information on her presentations, including registration information.
Stay Connected to The Connection
Heartland has multiple avenues for two-way communication: The Connection, e-mail, talking with your Staff Advisory Council representative, comment cards, phone calls and face-to-face meetings. Several of these options provide you a way to make comments anonymously.
The Connection, which is now in blog form, provides critical information for providing our services. For this reason, we are asking you to identify yourself when you make a comment. We want to be able to provide feedback to you quickly to clear up misinformation or to help clarify. Comments provided to the blog have already been instrumental in making changes and alternate solutions. Leaving your name gives us the opportunity to contact you for more specifics as well as for your suggestions. Please help us by leaving your name with your comment.
Reminder: To make a comment about an article, click on the title of the article and scroll down to the bottom of the article and click on the link that says Post Comment. You can then write in your comment.
The Connection, which is now in blog form, provides critical information for providing our services. For this reason, we are asking you to identify yourself when you make a comment. We want to be able to provide feedback to you quickly to clear up misinformation or to help clarify. Comments provided to the blog have already been instrumental in making changes and alternate solutions. Leaving your name gives us the opportunity to contact you for more specifics as well as for your suggestions. Please help us by leaving your name with your comment.
Reminder: To make a comment about an article, click on the title of the article and scroll down to the bottom of the article and click on the link that says Post Comment. You can then write in your comment.
Technology Update
Phone System Update
The branch office telephone systems have recently been converted to the new Voice over IP system, except Indianola, which will be converted the week of November 24 and Carroll, which is scheduled for mid-December. This new system offers a lot of new functionality and connects our offices in new and meaningful ways. Changing telephone systems is a big shift for everyone and now is the perfect time to offer some “tips and tricks” on how to use the new system effectively.
Once all offices are completed…
• Staff members will no longer need to “call an office” to talk with someone. Simply dial a person's five-digit extension number, and you will be connected to them directly regardless of their office assignment.
• There will be no need to call long-distance between offices. By using the extension numbers for staff members, you can call between offices without incurring long distance charges.
• Caller ID. Need we say more?
• You won't have to tell a client to “please hang-up and dial...” to reach another office or staff member. Any phone on the new system can transfer a call to any other extension regardless of their office assignment.
• As part of our commitment to customer service, someone from Heartland will always answer the phone. The systems are being programmed so that callers will never hear a busy signal when calling Heartland. If your branch office lines are full, calls will roll to the receptionist in Johnston and be routed back accordingly.
• To check your new voicemail, you will have several options. You can call your local office after hours and press # or you can call the Johnston auto-attendant 800 number at (800) 255-0405, press # and follow the prompts.
• To find the new five-digit extension numbers for staff, you can use the PeopleBox online directory for the most up-to-date and accurate information. Extensions will be updated in PeopleBox the same day the new extensions take effect. Please check the Technology Information Archive on the Intranet under “Phone System” for user guides and quick reference sheets.
The new Voice Over Internet Protocol (VoIP) phone system may take some getting used to, but it has been worth the wait. Our new phone system is already helping us serve our clients and communities more effectively while allowing us to deliver improved customer service to our partners in learning.
Internal Calendar Link
The link to the Internal Calendar has been removed from the Intranet. The Intranet calendar link allowed view-only access and was creating some confusion. The internal calendar is available to all staff members through Kerio e-mail, which provides the ability to view events as well as add them to your personal calendar.
The branch office telephone systems have recently been converted to the new Voice over IP system, except Indianola, which will be converted the week of November 24 and Carroll, which is scheduled for mid-December. This new system offers a lot of new functionality and connects our offices in new and meaningful ways. Changing telephone systems is a big shift for everyone and now is the perfect time to offer some “tips and tricks” on how to use the new system effectively.
Once all offices are completed…
• Staff members will no longer need to “call an office” to talk with someone. Simply dial a person's five-digit extension number, and you will be connected to them directly regardless of their office assignment.
• There will be no need to call long-distance between offices. By using the extension numbers for staff members, you can call between offices without incurring long distance charges.
• Caller ID. Need we say more?
• You won't have to tell a client to “please hang-up and dial...” to reach another office or staff member. Any phone on the new system can transfer a call to any other extension regardless of their office assignment.
• As part of our commitment to customer service, someone from Heartland will always answer the phone. The systems are being programmed so that callers will never hear a busy signal when calling Heartland. If your branch office lines are full, calls will roll to the receptionist in Johnston and be routed back accordingly.
• To check your new voicemail, you will have several options. You can call your local office after hours and press # or you can call the Johnston auto-attendant 800 number at (800) 255-0405, press # and follow the prompts.
• To find the new five-digit extension numbers for staff, you can use the PeopleBox online directory for the most up-to-date and accurate information. Extensions will be updated in PeopleBox the same day the new extensions take effect. Please check the Technology Information Archive on the Intranet under “Phone System” for user guides and quick reference sheets.
The new Voice Over Internet Protocol (VoIP) phone system may take some getting used to, but it has been worth the wait. Our new phone system is already helping us serve our clients and communities more effectively while allowing us to deliver improved customer service to our partners in learning.
Internal Calendar Link
The link to the Internal Calendar has been removed from the Intranet. The Intranet calendar link allowed view-only access and was creating some confusion. The internal calendar is available to all staff members through Kerio e-mail, which provides the ability to view events as well as add them to your personal calendar.
Winter Travel Safety Tips
Winter travel is potentially dangerous, and Heartland staff members are encouraged to take precautions to ensure their safety. Heartland employees are trusted to make decisions regarding their own safety and should never drive if they believe it would be unsafe.
The Centers for Disease Control (CDC) and the Federal Emergency Management Agency (FEMA) offer the following tips:
* Listen for radio or television reports of travel advisories issued by the National Weather Service.
* Do not travel in low visibility conditions.
* Avoid traveling on ice-covered roads, overpasses and bridges if at all possible.
* If you must travel by car, take a fully charged mobile phone with you.
* If you must travel, let someone know your destination and when you expect to arrive. Ask them to notify authorities if you are late.
* Check and restock the winter emergency supplies in your car before you leave.
According to FEMA, you should consider carrying the following items if possible:
* shovel
* windshield scraper and small broom
* flashlight
* battery-powered radio
* extra batteries
* water
* snack food
* matches
* extra warm clothing
* first aid kit with pocket knife
* necessary medications
* blanket(s)
* tow chain or rope
* road salt and sand
* booster cables
* emergency flares
* fluorescent distress flag
* tire chains
* Never pour water on your windshield to remove ice or snow; shattering may occur.
* Don’t rely on a car to provide sufficient heat; the car may break down.
* Always carry additional warm clothing appropriate for the winter conditions.
The Centers for Disease Control (CDC) and the Federal Emergency Management Agency (FEMA) offer the following tips:
* Listen for radio or television reports of travel advisories issued by the National Weather Service.
* Do not travel in low visibility conditions.
* Avoid traveling on ice-covered roads, overpasses and bridges if at all possible.
* If you must travel by car, take a fully charged mobile phone with you.
* If you must travel, let someone know your destination and when you expect to arrive. Ask them to notify authorities if you are late.
* Check and restock the winter emergency supplies in your car before you leave.
According to FEMA, you should consider carrying the following items if possible:
* shovel
* windshield scraper and small broom
* flashlight
* battery-powered radio
* extra batteries
* water
* snack food
* matches
* extra warm clothing
* first aid kit with pocket knife
* necessary medications
* blanket(s)
* tow chain or rope
* road salt and sand
* booster cables
* emergency flares
* fluorescent distress flag
* tire chains
* Never pour water on your windshield to remove ice or snow; shattering may occur.
* Don’t rely on a car to provide sufficient heat; the car may break down.
* Always carry additional warm clothing appropriate for the winter conditions.
“Go Green” Tip of the Week
Greener Purchasing
Purchasing seems like such an innocent act. Yet it can do significant environmental damage when we are not aware of the impact of our choices. Purchasing has an enormous effect on what processes are used to make and sell things, on pollution and on those resources that are taken out of their places in Earth’s living systems. That is because every product is tied to the processes used to make it. A product can have powerful environmental impacts throughout its entire life cycle, from the extraction of resources to its production, use and eventual disposal.
Keep these things in mind when purchasing:
• Avoid buying more than you need by rotating products with limited shelf lives.
• Buy products manufactured with non-toxic materials to be safer and kinder to ecosystems by checking the labels.
• When purchasing cleaning products, buy products without hazardous contents that require special handling and disposal.
• Ask if the product will biodegrade, or will it add to the waste system?
• Look for products that are certified as green.
• Check to see that wood products do not contain threatened tropical hardwoods, such as mahogany or teak.
• When possible, buy products that are easy to maintain and inexpensive to repair or upgrade.
• For battery-operated products, favor rechargeable batteries over disposable ones.
• Use products completely before discarding them.
• For products used infrequently, consider renting or sharing a product.
Purchasing seems like such an innocent act. Yet it can do significant environmental damage when we are not aware of the impact of our choices. Purchasing has an enormous effect on what processes are used to make and sell things, on pollution and on those resources that are taken out of their places in Earth’s living systems. That is because every product is tied to the processes used to make it. A product can have powerful environmental impacts throughout its entire life cycle, from the extraction of resources to its production, use and eventual disposal.
Keep these things in mind when purchasing:
• Avoid buying more than you need by rotating products with limited shelf lives.
• Buy products manufactured with non-toxic materials to be safer and kinder to ecosystems by checking the labels.
• When purchasing cleaning products, buy products without hazardous contents that require special handling and disposal.
• Ask if the product will biodegrade, or will it add to the waste system?
• Look for products that are certified as green.
• Check to see that wood products do not contain threatened tropical hardwoods, such as mahogany or teak.
• When possible, buy products that are easy to maintain and inexpensive to repair or upgrade.
• For battery-operated products, favor rechargeable batteries over disposable ones.
• Use products completely before discarding them.
• For products used infrequently, consider renting or sharing a product.
Monday, November 10, 2008
Required Action: Employee Addresses Will Be Displayed in the Internal Directory Unless Significant Reason is Given
In the past the Agency has allowed employees to suppress their home address from internally published Heartland employee directories. The Agency is moving to a new online system that allows employee photos and addresses to be viewed from computers connected from Heartland’s internal network only. Photos and personal information cannot be seen from outside the Agency’s network.
Due to this change, the Agency is making a policy that a staff member’s address can only be removed from our listing if there is a significant and direct safety reason (i.e., restraining order, harassment, etc.) for doing so. If you want to suppress your home address from the Heartland internal directory, please send an e-mail with your reason directly to Chris Pierson, Director of Human Resources, at cpierson@aea11.k12.ia.us for consideration.
Due to this change, the Agency is making a policy that a staff member’s address can only be removed from our listing if there is a significant and direct safety reason (i.e., restraining order, harassment, etc.) for doing so. If you want to suppress your home address from the Heartland internal directory, please send an e-mail with your reason directly to Chris Pierson, Director of Human Resources, at cpierson@aea11.k12.ia.us for consideration.
Required Action: Mark Your Calendar for November 18 Office Meetings
November 18 will be a day of professional learning and office meetings. Professional development for special education is a continuation of the Polishing Practices learning. The attached schedule shows the location of each meeting. All morning meetings start at 8:30 and all afternoon meetings start at 1:00. Please note that Regions 9 and 10 meet in separate locations in the morning but will be together in one location for the afternoon. All other Johnston office staff will attend an office meeting in the afternoon at New Hope Assembly church.
Click here for a listing of all meeting locations.
Click here for a listing of all meeting locations.
November 11 Board of Directors Meeting Agenda
Heartland Board of Directors meetings are held the second Tuesday of each month. November's meeting will be held tomorrow, November 11, beginning at 5:30 p.m. in the Johnston office. Click here for the meeting agenda.
In next week's Connection you will find a summary of the November meeting. After the October minutes are approved at this month's meeting, they will be posted on the Heartland server under the WorkGroups volume, under Meeting Notes and in the Board of Directors folder.
In next week's Connection you will find a summary of the November meeting. After the October minutes are approved at this month's meeting, they will be posted on the Heartland server under the WorkGroups volume, under Meeting Notes and in the Board of Directors folder.
North Star Project Update: Leadership Development
Name of Project: Leadership Development
Name of Initiative: Initiative One: Comprehensive Services to Schools
Team members:
Sharon Kurns
Cheryl Risen
Rob Brookhart
Roger Scott
Dick Sundblad
Mary Petersen
Dave Stickrod
Give the gist of what your project is about including the long term goal.
The Leadership Development project is intended to improve professional learning opportunities for Heartland leaders. There are two major strands to the professional learning that will be available. One is for LEA administrators and another is for internal Heartland leaders. Eventually the program will provide learning opportunities for aspiring leaders, new leaders and veteran leaders.
What are the things that your team has been working on?
The team has been working on creating a cohesive program for LEA administrators. The Agency made great strides over the past few years to develop a cadre of individuals who are qualified to deliver McCREL’s Balanced Leadership Program which is based on the research of Dr. Bob Marzano in his book Leadership that Works. This program serves as the basis for leaders to begin their learning with a focus on instructional leadership. The team supported a second year of learning for leaders who participated in Balanced Leadership through work with Dr. Bob Marzano and Dr. David Livingston. They will begin the planning for year three of the learning experience over the next few months.
Other learning for LEA administrators supported by the team is through on-site coaching provided by partnership directors, Roger Scott and Dick Sundblad. Additionally, the team will be supporting a pilot of a Superintendent Network based on the medical rounds model developed by Richard Elmore. The team has also been working on development of a Leadership Academy for Heartland leaders. This will begin with leaders having an opportunity to receive feedback on their leadership through a 360 Degree Survey. This survey is based on the Iowa Standards for School Leaders and will be used by leaders to determine their professional learning needs.
The Leadership Academy will meet for the first time on December 15. This will be an opportunity to dig deeper into Fierce Conversations. There will be two additional large group learning sessions this year. Participants of the Academy will also form smaller learning communities to study areas of specific need with a small group their colleagues.
What has your team accomplished?
We are developing as a team. The group was newly formed at the onset of this school year. We plan to utilize the background and expertise of each of the team members to learn from one another. So far, the team has accomplished a smooth delivery of three learning sessions attended by over 275 members of administrative teams from across Heartland. We have developed a system of on-site support for superintendents and their administrative teams. We are also very excited about the Leadership Academy for Heartland leaders. It is just kicking off this week as leaders learn about the 360 Survey and begin to gather data for their own learning. We are engaged in planning and developing high quality learning opportunities for all leaders in our agency.
Why are these important to the Agency’s goal of increasing student achievement?
A quote from Dennis Sparks, Executive Director of the National Staff Development Council, highlights the importance of learning for leaders... “I believe that it is essential that senior leaders first make deep changes in themselves before they expect changes in others.”
We know that significant changes are necessary to provide the schools and the instruction that will be needed for our students to compete and thrive in our global society. Strong school leaders, both LEA and AEA, are the key to this change and ongoing student achievement.
What can the staff expect in the future?
The Leadership Development team at Heartland is building on the strong foundation built through previous efforts. We will continue to work toward having a comprehensive and cohesive set of learning offerings for all leaders.
Name of Initiative: Initiative One: Comprehensive Services to Schools
Team members:
Sharon Kurns
Cheryl Risen
Rob Brookhart
Roger Scott
Dick Sundblad
Mary Petersen
Dave Stickrod
Give the gist of what your project is about including the long term goal.
The Leadership Development project is intended to improve professional learning opportunities for Heartland leaders. There are two major strands to the professional learning that will be available. One is for LEA administrators and another is for internal Heartland leaders. Eventually the program will provide learning opportunities for aspiring leaders, new leaders and veteran leaders.
What are the things that your team has been working on?
The team has been working on creating a cohesive program for LEA administrators. The Agency made great strides over the past few years to develop a cadre of individuals who are qualified to deliver McCREL’s Balanced Leadership Program which is based on the research of Dr. Bob Marzano in his book Leadership that Works. This program serves as the basis for leaders to begin their learning with a focus on instructional leadership. The team supported a second year of learning for leaders who participated in Balanced Leadership through work with Dr. Bob Marzano and Dr. David Livingston. They will begin the planning for year three of the learning experience over the next few months.
Other learning for LEA administrators supported by the team is through on-site coaching provided by partnership directors, Roger Scott and Dick Sundblad. Additionally, the team will be supporting a pilot of a Superintendent Network based on the medical rounds model developed by Richard Elmore. The team has also been working on development of a Leadership Academy for Heartland leaders. This will begin with leaders having an opportunity to receive feedback on their leadership through a 360 Degree Survey. This survey is based on the Iowa Standards for School Leaders and will be used by leaders to determine their professional learning needs.
The Leadership Academy will meet for the first time on December 15. This will be an opportunity to dig deeper into Fierce Conversations. There will be two additional large group learning sessions this year. Participants of the Academy will also form smaller learning communities to study areas of specific need with a small group their colleagues.
What has your team accomplished?
We are developing as a team. The group was newly formed at the onset of this school year. We plan to utilize the background and expertise of each of the team members to learn from one another. So far, the team has accomplished a smooth delivery of three learning sessions attended by over 275 members of administrative teams from across Heartland. We have developed a system of on-site support for superintendents and their administrative teams. We are also very excited about the Leadership Academy for Heartland leaders. It is just kicking off this week as leaders learn about the 360 Survey and begin to gather data for their own learning. We are engaged in planning and developing high quality learning opportunities for all leaders in our agency.
Why are these important to the Agency’s goal of increasing student achievement?
A quote from Dennis Sparks, Executive Director of the National Staff Development Council, highlights the importance of learning for leaders... “I believe that it is essential that senior leaders first make deep changes in themselves before they expect changes in others.”
We know that significant changes are necessary to provide the schools and the instruction that will be needed for our students to compete and thrive in our global society. Strong school leaders, both LEA and AEA, are the key to this change and ongoing student achievement.
What can the staff expect in the future?
The Leadership Development team at Heartland is building on the strong foundation built through previous efforts. We will continue to work toward having a comprehensive and cohesive set of learning offerings for all leaders.
Don’t Let Your 403(b) Contributions Stop!
Are you currently contributing to Heartland’s 403(b) plan or is the Agency contributing on your behalf? Those contributions will STOP December 31, 2008, if we don’t receive a new 403(b) election form from you by November 26.
Even if you have not participated in the 403(b) plan in the past, this is an excellent time to plan for your retirement. Take advantage of one of the Provider Fairs and meet one-on-one with an agent to start preparing for your financial future.
The provider fairs are scheduled as follows:
Beginning January 1, 2009, you will be permitted to direct money to more than one of the providers for investing if you choose to do so. Currently, you are limited to investing with only one provider. We encourage you to work with your financial advisor to determine what investment options are best for you. While you have the ability to invest in more than one of the providers if you choose, each individual provider has a broad range of investment options that will likely meet your needs. Using multiple providers may mean using multiple financial advisors, which may make it more difficult to manage your overall investment strategy. If you choose to use multiple providers, you will be required to complete a separate Salary Reduction Form for each provider, which will require a signature from each provider’s agent.
Investing 101 Seminar Video Available
In October, Robbie Stoecker from the Iowa Department of Administrative Services’ Retirement Investors Club presented Investing 101 seminars. Go to http://www.aea11.k12.ia.us/intranet/403b/ to view this presentation. It has been divided into chapters so you can view as much or little of the presentation as you want at a time.
Even if you have not participated in the 403(b) plan in the past, this is an excellent time to plan for your retirement. Take advantage of one of the Provider Fairs and meet one-on-one with an agent to start preparing for your financial future.
The provider fairs are scheduled as follows:
- November 12 4:00 – 7:00 p.m., Ames AEA office
- November 13 4:00 – 7:00 p.m., First United Methodist Church (new section), 307 W. Ashland Ave., Indianola
- November 18 4:00 – 7:00 p.m., Johnston AEA office, ICN room
- November 18 4:30 – 5:30 p.m., Annunciation Parish Hall, 723 Elm Street, Coon Rapids
Beginning January 1, 2009, you will be permitted to direct money to more than one of the providers for investing if you choose to do so. Currently, you are limited to investing with only one provider. We encourage you to work with your financial advisor to determine what investment options are best for you. While you have the ability to invest in more than one of the providers if you choose, each individual provider has a broad range of investment options that will likely meet your needs. Using multiple providers may mean using multiple financial advisors, which may make it more difficult to manage your overall investment strategy. If you choose to use multiple providers, you will be required to complete a separate Salary Reduction Form for each provider, which will require a signature from each provider’s agent.
Investing 101 Seminar Video Available
In October, Robbie Stoecker from the Iowa Department of Administrative Services’ Retirement Investors Club presented Investing 101 seminars. Go to http://www.aea11.k12.ia.us/intranet/403b/ to view this presentation. It has been divided into chapters so you can view as much or little of the presentation as you want at a time.
Winter is Approaching…Be Ready for Inclement Weather
As winter approaches, we’re all reminded that inclement weather is around the corner. If winter weather forces the closing of any Heartland offices, please stay tuned to the following radio and TV stations for closing information. Closings will also be posted to the Heartland Web site.
Radio
1040 WHO
95 KGGO
97.3 The Hawk
92.5 KJJY
TV
KCCI Channel 8
WOI Channel 5
WHO Channel 13 (posted on www.whotv.com)
Radio
1040 WHO
95 KGGO
97.3 The Hawk
92.5 KJJY
TV
KCCI Channel 8
WOI Channel 5
WHO Channel 13 (posted on www.whotv.com)
Jeans Day Will be November 21
Since the last Friday of the month will be during the Thanksgiving break, the monthly jeans day for November will be on the 21st.
United Way Campaign Drive Coming Soon
We wanted to let you know that the Agency will be participating in a United Way drive this year. We are in the process of identifying the dates of the drive and will have more information available in next week’s Connection.
Martin Brothers Named AEA Nutritional Support Vendor
The Area Education Agencies are pleased to announce that Martin Bros. Distributing Company, Inc. will be the nutritional support service for schools throughout the State of Iowa. The company will provide nutritional information on school foodservice products in accordance with Chapter 273.2 sub.7 of the Iowa Code. This agreement will begin December 1, 2008, for a one-year period. The contact person at Martin Bros. will be Chris Timmons, RD, LD. She can be reached at (800) 847-2404 ext. 3333. She will respond in a business-like time frame to any questions.
“Go Green” Tip of the Week
Do you ever find yourself searching for the perfect Iowa gift? Merchants from the Downtown Farmers Market and the Iowa Food Cooperative have teamed up to put together a CSA (community supported agriculture) of sorts, which is a virtual shopping network. You can now shop the Farmers Market year round and support local merchants. Foods and products are delivered to Merle Hay Mall once a month and shoppers can order online.
One of the many selections this month is apples and poinsettias from The Homestead. The Homestead is an organic farm and learning center for autistic adults in Runnels. For more information about the network visit www.iowafood.org/shop.
One of the many selections this month is apples and poinsettias from The Homestead. The Homestead is an organic farm and learning center for autistic adults in Runnels. For more information about the network visit www.iowafood.org/shop.
Monday, November 3, 2008
Maxine’s Message
Hitting the Pause Button
Being out of the office was like hitting the pause button on the television. It’s a rare opportunity and a gift. I recommend that you try it, not by having surgery so that you are out of the office, but by setting aside some time for reflection. You work very hard. You think about work. You dream about work. You think about how you could do even more. You worry that you haven’t done enough. You constantly strive for perfection and the highest degree of excellence. You are dedicated to each other and to those you serve. In addition to the pressure of work the Wall Street/Main Street/recession events, family concerns and sometimes health issues crowd into your thoughts. Why not take some time out and ask yourself the following questions. Find a buddy or peer and do it together.
• Is your life in balance? Do you have personal, social and family time scheduled at least weekly?
• Are you fully present in conversations?
• How well are you sleeping?
• Are you enjoying life?
• Do you feel you are making a difference?
• On a scale of one to ten with ten being high, how much life energy do you have? • Is everything that you are doing absolutely necessary? Is the investment of time and talent achieving results commensurate with effort?
• Who else could do some of the tasks?
• How good is good enough?
• What could happen if you made some changes?
• How could you carve out time for yourself?
• What will happen if you don’t change your habits? How high will the price be?
It may seem strange to you that I am using my column for this purpose. It’s perfectly sensible from my point of view because while the work we do is critical and makes a powerful difference for those we serve, it is vitally important that you have balance in your life and that you enjoy your friends, family and colleagues. As Jim Stumme used to say all the time, “Life is a marathon, not a sprint.”
Think ten years from now. Imagine what you would say about family, friends, community and/or your accomplishments. Is the life you are living now going to create those memories? Decide what counts. Begin making change. Make the most of every day.
Hitting the Pause Button: Construction
Another area where we are about to hit the pause button is construction projects at the Agency. Since July 2006, Heartland has completed the construction of the Adel office, and the 6445 remodeling is scheduled for completion by late December. The purpose of these construction projects was to improve working conditions for staff, ensure fiscal responsibility of facilities use and costs, transform the use of space from warehousing and storage to teaching and learning and attend to health and safety issues.
Adel is complete and now it’s important to remember the original impetus for remodeling 6445 and 6500. First, more space for educational activities is desperately needed. The Agency has very little professional development space and what is available does not meet our need for quality. Second, the Agency is spending a lot of money renting a broad range of facilities (churches, hotel space, etc.). The Agency gets no return on investment and people have to drive to locations farther from their offices and homes.
Third, the 6500 building has a roof that leaks and needs major repairs/replacement. The HVAC system is not functional and does not ensure that we have comfortable working conditions. Carpeting is buckling throughout the building. The electrical system is maxed out and the servers are in danger of being destroyed by sprinkler systems. The water pressure is low and this has a major impact on the odor in the restrooms, as it’s difficult to flush things out of the system. The 6500 building hasn’t had major work done in over 25 years and must be repaired. Fourth, utilization of space is weighted toward storage and warehousing materials not instruction. Next, the configuration of the building is not client-centered. We need client services right at the front door, readily accessible. We also must take Woodside into consideration as it costs the Agency about $200,000 per year and after the money is spent, we have no investment in property. So in summary, remodeling is necessary for financial, health, safety and needs for improved working conditions.
The 6445 building will be the administration center. It is designed so that staff services are front and center, and offices are in the rear of the building. The staff members who are moving will have smaller spaces with smaller workstations. Therefore, it is not possible to move the modular furniture currently being used in 6500 to 6445. This paring down is by design to create more space for the Education Center.
Please know that we are also working on several regional improvements and have been for several months. They are still very much part of the conversation. It’s about everyone’s needs, not just Johnston’s.
Right now in the midst of the process, economic conditions across the nation and within Iowa have changed. The needs have not changed, however, and therefore, we must pause and re-evaluate the situation. There are several options such as putting everything on hold, moving ahead with the expenditures knowing that in this economy there will be very competitive bidding or finding another location.
The Board will meet in a work session in November to discuss information presented by Steve Prall. We will keep you posted on the Board’s directions. This “pause” is prudent, and at the same time, raises my level of concern, as I promised that working conditions would improve. I am asking for your patience as the agency progresses through a decision-making process about what to do next. Your input on this is welcome, and I encourage you to send me your suggestions and ideas.
Hitting the Pause Button: Compensation
In light of the current economic climate, Laura Gillon, Steve Prall, Sheila King, Cindy Yelick and I have made a request to the board executive committee that we receive no salary increases for 2009-2010. It is our way of acknowledging the current state of the budget.
Hitting the Pause Button: Those in Need
Many of us are contributing to charitable organizations and schools this fall, perhaps now more than ever because food pantries are empty and winter is coming so children and adults need warm clothing. This is important and necessary. It has come to my attention that we may also have people in need of food or clothing working here at Heartland. Some of you may need food or clothing for you or your children. If this is the case, please contact me at mkilcrease@aea11.k12.ia.us and identify your needs. I will keep the information confidential within my office (Jenny Ugolini, Terri Barnes and me). We will then request what’s needed and then address those needs confidentially. We will arrange for items to be delivered or picked up in a way that protects your privacy. Or, if you know an employee who needs something and would not ask for it, I think we should also address those needs, again, protecting privacy. It’s a good thing to help organizations and people outside the agency, but we need to take care of Heartland staff, too.
Hitting the Pause Button: Giving Thanks
Thanksgiving is this month and as a nation, thankfulness is a major focus. I, like others at Heartland, am very grateful for my job at Heartland, especially as so many around me are losing jobs, benefits and even their homes. Heartland provides stable employment and an excellent compensation package (salary, health and prescription insurance, dental insurance, life insurance, long-term disability insurance, Iowa Public Employees Retirement System contributions, salary and more leave days than any other organization where I have been employed) (18 sick days, three other paid leave days, two floating days for year-round employees, the Friday following Thanksgiving for year-round employees, six holidays, up to five days for bereavement and professional leave). I’m also thankful for every one of you, for your dedication, the high quality services you provide and the difference you make for children, families, teachers, administrators and our partners. I wish you and yours a blessed Thanksgiving and hope that you will take time to pause. It’s a good thing.
All the best, Maxine
Being out of the office was like hitting the pause button on the television. It’s a rare opportunity and a gift. I recommend that you try it, not by having surgery so that you are out of the office, but by setting aside some time for reflection. You work very hard. You think about work. You dream about work. You think about how you could do even more. You worry that you haven’t done enough. You constantly strive for perfection and the highest degree of excellence. You are dedicated to each other and to those you serve. In addition to the pressure of work the Wall Street/Main Street/recession events, family concerns and sometimes health issues crowd into your thoughts. Why not take some time out and ask yourself the following questions. Find a buddy or peer and do it together.
• Is your life in balance? Do you have personal, social and family time scheduled at least weekly?
• Are you fully present in conversations?
• How well are you sleeping?
• Are you enjoying life?
• Do you feel you are making a difference?
• On a scale of one to ten with ten being high, how much life energy do you have? • Is everything that you are doing absolutely necessary? Is the investment of time and talent achieving results commensurate with effort?
• Who else could do some of the tasks?
• How good is good enough?
• What could happen if you made some changes?
• How could you carve out time for yourself?
• What will happen if you don’t change your habits? How high will the price be?
It may seem strange to you that I am using my column for this purpose. It’s perfectly sensible from my point of view because while the work we do is critical and makes a powerful difference for those we serve, it is vitally important that you have balance in your life and that you enjoy your friends, family and colleagues. As Jim Stumme used to say all the time, “Life is a marathon, not a sprint.”
Think ten years from now. Imagine what you would say about family, friends, community and/or your accomplishments. Is the life you are living now going to create those memories? Decide what counts. Begin making change. Make the most of every day.
Hitting the Pause Button: Construction
Another area where we are about to hit the pause button is construction projects at the Agency. Since July 2006, Heartland has completed the construction of the Adel office, and the 6445 remodeling is scheduled for completion by late December. The purpose of these construction projects was to improve working conditions for staff, ensure fiscal responsibility of facilities use and costs, transform the use of space from warehousing and storage to teaching and learning and attend to health and safety issues.
Adel is complete and now it’s important to remember the original impetus for remodeling 6445 and 6500. First, more space for educational activities is desperately needed. The Agency has very little professional development space and what is available does not meet our need for quality. Second, the Agency is spending a lot of money renting a broad range of facilities (churches, hotel space, etc.). The Agency gets no return on investment and people have to drive to locations farther from their offices and homes.
Third, the 6500 building has a roof that leaks and needs major repairs/replacement. The HVAC system is not functional and does not ensure that we have comfortable working conditions. Carpeting is buckling throughout the building. The electrical system is maxed out and the servers are in danger of being destroyed by sprinkler systems. The water pressure is low and this has a major impact on the odor in the restrooms, as it’s difficult to flush things out of the system. The 6500 building hasn’t had major work done in over 25 years and must be repaired. Fourth, utilization of space is weighted toward storage and warehousing materials not instruction. Next, the configuration of the building is not client-centered. We need client services right at the front door, readily accessible. We also must take Woodside into consideration as it costs the Agency about $200,000 per year and after the money is spent, we have no investment in property. So in summary, remodeling is necessary for financial, health, safety and needs for improved working conditions.
The 6445 building will be the administration center. It is designed so that staff services are front and center, and offices are in the rear of the building. The staff members who are moving will have smaller spaces with smaller workstations. Therefore, it is not possible to move the modular furniture currently being used in 6500 to 6445. This paring down is by design to create more space for the Education Center.
Please know that we are also working on several regional improvements and have been for several months. They are still very much part of the conversation. It’s about everyone’s needs, not just Johnston’s.
Right now in the midst of the process, economic conditions across the nation and within Iowa have changed. The needs have not changed, however, and therefore, we must pause and re-evaluate the situation. There are several options such as putting everything on hold, moving ahead with the expenditures knowing that in this economy there will be very competitive bidding or finding another location.
The Board will meet in a work session in November to discuss information presented by Steve Prall. We will keep you posted on the Board’s directions. This “pause” is prudent, and at the same time, raises my level of concern, as I promised that working conditions would improve. I am asking for your patience as the agency progresses through a decision-making process about what to do next. Your input on this is welcome, and I encourage you to send me your suggestions and ideas.
Hitting the Pause Button: Compensation
In light of the current economic climate, Laura Gillon, Steve Prall, Sheila King, Cindy Yelick and I have made a request to the board executive committee that we receive no salary increases for 2009-2010. It is our way of acknowledging the current state of the budget.
Hitting the Pause Button: Those in Need
Many of us are contributing to charitable organizations and schools this fall, perhaps now more than ever because food pantries are empty and winter is coming so children and adults need warm clothing. This is important and necessary. It has come to my attention that we may also have people in need of food or clothing working here at Heartland. Some of you may need food or clothing for you or your children. If this is the case, please contact me at mkilcrease@aea11.k12.ia.us and identify your needs. I will keep the information confidential within my office (Jenny Ugolini, Terri Barnes and me). We will then request what’s needed and then address those needs confidentially. We will arrange for items to be delivered or picked up in a way that protects your privacy. Or, if you know an employee who needs something and would not ask for it, I think we should also address those needs, again, protecting privacy. It’s a good thing to help organizations and people outside the agency, but we need to take care of Heartland staff, too.
Hitting the Pause Button: Giving Thanks
Thanksgiving is this month and as a nation, thankfulness is a major focus. I, like others at Heartland, am very grateful for my job at Heartland, especially as so many around me are losing jobs, benefits and even their homes. Heartland provides stable employment and an excellent compensation package (salary, health and prescription insurance, dental insurance, life insurance, long-term disability insurance, Iowa Public Employees Retirement System contributions, salary and more leave days than any other organization where I have been employed) (18 sick days, three other paid leave days, two floating days for year-round employees, the Friday following Thanksgiving for year-round employees, six holidays, up to five days for bereavement and professional leave). I’m also thankful for every one of you, for your dedication, the high quality services you provide and the difference you make for children, families, teachers, administrators and our partners. I wish you and yours a blessed Thanksgiving and hope that you will take time to pause. It’s a good thing.
All the best, Maxine
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