Document Actions
7.11.07 Update
AHSBDOWeeklyBuilding Relocation Update
Friday, July 13, 2007
I. Meeting Notes
A. 1193 North Ave. Building Relocation
BDO Management/BGS Meeting
July 11, 2007
In Attendance
Larry Martineau, Tammy Saltus, Marc Carr - FSD
Anne McBee– ESD Sally Tappen, Lisa Fitzgerald – VDH
Guy Norwood - BGS
Mark Schroeter, Jane Helmstetter – Field Services
The meeting was set up with Guy Norwood to discuss the layout of both 101 Cherry St. and 426 Industrial Ave., Williston sites. Staff location, IT and phone outlets are being finalized. Concerns/details to be addressed included:
- Intercom Systems at both sites – can this be addressed within the context of the phones system? Guy will follow up.
- Mail process – pick up and drop off – What is the current system with each of the 3 departments? Can one system be utilized for each building? Mark S. will research and report back on most cost effective/expedient process.
- Mailing addresses/ordering stationary – Guy will check in with both developers to determine address.
- Signage – This is being explored by BGS
- Cable and Phone hookups – All 3 departments have identified work stations that will require ISDN units to meet the needs of answering phones – as well as location of phone and IT jacks for all staff. Agreed it is better to include additional hook-ups as the space is designed rather than add later. It appears ESD phone numbers (and anyone else relocating in a downtown space) can remain the same; not so for VDH or Family Services.
- Some question whether or not the breakroom identified at the Williston site is actually included in the plan. Guy will follow up. FSD and VDH explored other possible scenarios if this room is not available for use.
- Need to assure FSD Investigative Unit can be moved by Aug 31 as this is the end of their lease at AppletreeBay. This seems likely.
- Explored the waiting room area to accommodate both VDH and FSD in Williston. There will be minimal VDH traffic at this site; most FSD traffic will involve supervised visitation and some case reviews.
- The date for the actual move has yet to be determined but it will most likely be scheduled for a Saturday. This will allow for staff to have their spaces packed up by Friday at the end of the work day and start work on Monday at the new site. Guy will provide staff with a list of guidelines to prepare for the move. Staff will be meeting with supervisors prior to the move to discuss expectations and their responsibility in preparing their space for the move.
- Boxes WILL be provided by the moving company prior to the move date...
- The issue of cleaning the new space prior to the move is the responsibility of the landlord. Ducts, windows, floors ceilings will all be cleaned. Guy will check with both sites as to their process and also in regard to radon testing.
- Prior to the move, Guy will arrange for Maintenance to have additional recycle bins and shredders onsite to deal with the increased refuse.
- Each department is requested to inventory and identify additional computer need and get this information to Steve Woodward. Current identified needs include the WIC Clinic in the Winooski Site and Field Services at DOL and Williston.
- Security needs were discussed. Guy will follow up with BGS to determine the current status of contractor responsibility and report back to the group. Each department was asked to write up security need and secure support from respective Commissioner.
- Bids for the cubicle furniture for the 101 site were reviewed and a decision was shared for a local contractor. It was agreed we would wait for the finalization of the fit-up cost bids for 101 before the office furniture is ordered.
- Staff lists were distributed for update on current staff and relocation plans. This will be compiled by Jane and sent to Guy and the Implementation Team.
A. 1193 North Ave. Building Relocation
Weekly Staff Update Meeting
July 12, 2007
In Attendance
Mark Carr (FSD) Larry Martineau (FSD)
Mike Daniels (BGS) Susie Dudak (ESD)
Mark Schroeter (Field Services) Jane Helmstetter (Field Services)
A very brief update was provided as there were so few staff in attendance. Most of the discussion revolved around Maintenance and the Williston site.
- FSD has requested one more site visit to the Williston space for finalization of staff work station layout. A request was put in to Allen Palmer to arrange this. Mike and others from BGS will be at the site on Monday, July 16 to assess maintenance needs. Jane will get in touch with Allen to see if they can coordinate with this visit.
- 1193 North Ave. staff gives glowing praise to the maintenance staff at our site and have requested they be able to continue to be a part of our “work family”. Mike shared it was possible for the Williston site but not the 101 Cherry St. site as this leased space comes with maintenance attached.
- A request was made to have many of the picnic tables currently in the courtyard at the 1193 North Ave. site be moved to the Williston site. This will be included in the relocation plan.
- Jane raised the issue of some community concern regarding access to services for consumers who rely on public transportation. This is not an issue for VDH or ESD clients as these services will take place downtown and at the Winooski Office – both accessible and on the bus line. It may be an issue for consumers involved with FSD. Most do have transportation and will be well served in the Williston site. Larry and Mark both agreed this will continue to be an ongoing discussion with workers and supervisors to provide accessible options for consumers who need this choice. There will be visit spaces at both 101 and the Winooski Office. There will be 2 work stations set up for FSD in the DOL space. There will be conference room space at 101, 108 and even the courthouse which can be scheduled for Treatment Teams and Case Reviews. We will be asking the AHS Regional Advisory Council to address this issue and will explore other avenues of information sharing – perhaps community forums – to address these concerns. We will also be setting up a system to assess the ongoing accessibility and viability of our service delivery model as it develops.
II. Other Considerations/Updates
A. 426 Industrial Ave., Williston Site
Following the positive vote by the Williston Select board at their meeting on July 25, the relocation process received a green light to move forward. The initial date for the lease was set for Aug. 1, 2007 provided the contractor/landlord is ready.
The contractor has been busy with cleaning and the fit-up of this site. One more visit is planned to ensure staff work space location and traffic flow. The Regional Advisory Council for AHS will be consulted on how we can ensure a “warm and welcoming” space for consumers here and at the 101 Cherry St site.
B. 101 Cherry Street Site
The final fit-up cost bid is expected to arrive by the end of the week. As soon as AHS approves this, reconstruction can begin……
C. Security
Currently there are 2 FT security personnel onsite at all times at 1193 North Ave. to meet the needs of Family Services, Economic Services, Health Dept. and Motor Vehicle. All three AHS departments involved in this relocation have been asked to assess perceived need in the new locations and make appropriate requests for security staff. ESD has submitted a request for one FT officer onsite at 101. VDH and FSD are working on a joint request for the Williston site. The use of security personnel is a sensitive issue and requires a level of sophistication to be both effective and gentle. The AHS staff at 1193 has been most satisfied with the current Security Team and would like to commend their work. The essence of this service was captured in the recent request by ESD.
“As you know, security has long been a presence in BDO. While we hope to be welcoming to our customers, we also recognize the need for our staff and customer to feel safe in this environment; for workers to do their jobs and clients to receive necessary services. We have used security to help alleviate hostile and volatile situations, escort people from the building if de-escalation is not possible or contact Burlington Police Department in extreme situations. They have been helpful in medical emergencies while waiting for medical assistance to arrive, and to maintain some sense of order and safety in vehicular accidents.”
We will continue to strive for this level of professionalism, security as well as being “warm and welcoming” as we make our security plans for the new locations.
D. Parking
We continue to gather data regarding the staff parking issue in the downtown Burlington campus. A recent inventory of the DOL Parking Lot showed 39 spaces (2 of which are reserved disability spaces) and 35 current staff. The AHS relocation plan for this site calls for 9 staff – some shared space/some part time – but more than the parking lot can accommodate.
AHS and BGS will continue to work on this issue and include this latest information as we attempt to resolve access to parking for all state employees in the downtown campus.
