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7.20.07 Update

AHSBDOWeeklyBuilding Relocation Update
Friday, July 20, 2007
 
I.          Meeting Notes
A.        1193 North Ave. Building Relocation
Weekly Staff Update Meeting
                                                      July 19, 2007
 In Attendance
Sarah Jane Ploof (ESD)                        Peggy Heath (ESD)
Mike Daniels (BGS)                             Penny Myers (ESD)
Steve Woodward (IT)                          Ann Williamson (VDH)
Pat Hennard (VDH)                             Brenda Yelle (VDH)
Jonathan Goddard (VSEA)                   Gretchen Naylor (VSEA)
Jane Helmstetter (Field Services)                     
 
Updates provided on both sites. Questions raised included:
  1. There remains some concern regarding the cleaning of the air duct system at the 426 Industrial Ave. site – particularly in light of the fact the building has been vacant for some time. Since this will be a leased space, the developers will be responsible for providing standard renovation and cleaning of the site – including the air duct system – and then a state maintenance crew will be responsible for ongoing care and cleaning. Vacuums were discussed. Mike shared information regarding heppa filter vs. non-heppa filter vacuums noting that the variable that made the most difference regarding air quality had to do with timely filter change. At this time, new vacuums will not be purchased for the relocation.
  2. The bid for the purchase of modular furniture for the 101 Cherry St. site has been awarded to Office Environments. A meeting with the company representation will take place later in the day to finalize the order. A question regarding the height of the units was raised. They are units with lockable doors and are 70 inches high – just slightly taller than the current ESD units..
  3. A question was raised regarding the staffing in the Winooski Unit. Peggy shared there are 2 ESD work stations in Winooski and although the details of staffing have not been finalized, it appears this will happen on a rotating basis with both Benefits Program Specialist Services and Reach Up Case Management Services being offered. Staff preference will play a part in making decisions regarding rotation schedule.
  4. Mike shared he believes we will be issuing new State ID badges which can serve as swipe access cards. It is not yet determined whether or not keypads or swipe cards will be used for door access given these are temporary office sites and leased spaces.
  5. Additional shredders are being ordered for use by all 3 departments in anticipation of the move. Also, boxes will be made available for staff to begin the process of packing up their belongings. Guy Norword sent a list for staff use in preparing for relocation. (Attached)
 
 
B.        Meeting with Office Environments
                        July 19, 2007
In Attendance
Anne McBee (ESD)                 Jane Helmstetter (Field Services)
Todd Fitch (Office Environments)
 
The product bid was reviewed and color selection discussed. A request was to increase the size of the storage unit (currently one 2 drawer file) and to substitute an additional overhead shelf for a locked shelf unit was discussed. Todd agreed to draw up the changes to the invoice and submit for consideration. When this issue is resolved, the order will be placed. A four week wait time is anticipated. Todd believes it will take 3 days for the installation of the units. This fits in well with the estimated timeframe for the project.  
 
II.        Other Considerations/Updates
 
A.        426 Industrial Ave., Williston Site
The final field trip to the site took place on Monday, July 16 with Maintenance Staff, FSD Staff and Allen Palmer. Both VDH and FSD have finalized workspace floor plans and have submitted this information to IT and BGS in anticipation of phone and computer hook ups.
White Cap Development continues forward with cleaning and fit-up of this site.
There had been some confusion regarding a separate break room at the sit that had been identified in an early floor plan. This space is not included in the plan as it was determined there is a break area with sink/counter in the Family Services space adjacent to the large conference room which will meet this need.
 
 
B.        101 Cherry Street Site
The final tour of the site took place on Monday, July 16 with ESD Staff and Allen Palmer. With the signing of the lease early this week, plans were put in place for the retrofit of the space and the ordering of work station units. The contractor plans to begin the reconstruction work on July 23. The goal is to have construction completed by Aug. 31, barring any unforeseen obstacles.
 
 
C.        Security
Given the change in staff at BGS and the current timeline for this project, the BDO Leadership Team is requesting an extension on the current security contract until Dec. 31, 2007 to allow for both a smooth transition as well as time to adequately address the bidding process for a new contract. We would locate one security personnel at each of the 2 sites as well as make arrangements for evening clinics at 108 Cherry St.
The discussion regarding keypads vs. a card reader system for door access continues. Based on information from BGS Security, the card reader system would cost approximately $2,500/door which would translate to roughly $10,000 for 101 Cherry St. and $17,500 for 426 Industrial Ave.
D.        Parking
As BGS continues to gather information related to parking costs and availability in the downtown Burlington area, we have secured a list of the 108 Cherry Street parking permit holders to check for current use patterns. As this is an issue that impacts all AHS staff across 6 departments, the newly appointed Dep. Secretary of AHS, Patrick Flood will be working with BDO to address this issue.