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7.6.07 Update
AHSBDOWeeklyBuilding Relocation Update
Friday, July 6, 2007
I. Meeting Notes
A. 1193 North Ave. Building Relocation
BDO Management Team Meeting
June 27, 2007
In Attendance
Anne McBee– ESD Larry Martineau - FSD
Tom Rotello – OCS Nancy Menard – VDH
Deb Thibault – DOC Jane Helmstetter – Field Services
In addition to other district business, the Management Team addressed a few issues regarding the relocation process:
- Services at 101 Cherry St. – VDH will have a daily presence here along with the ESD staff. OCS will not have an onsite staff person; consumers will be directed across the street to the OCS Office as appropriate. FSD will conduct supervised visitation at this site as needed by appointment. Ongoing assessment of service provision will be in place with accommodations made as needed.
- Downtown Parking - BGS and AHS continue to explore this issue. The Management Team provided an inventory of the current AHS staff usage of 108 Parking Garage and anticipated needs with relocation. Currently permits are issues to 22 OCS staff and 33 VR staff. Given the relocation, 63 additional permits would be needed: 50 ESD, 2 VDH + 7 for Wed.WIC Clinic, 2 Field Director, 2 Security.
- Moving Contract – Some discussion regarding the logistics of the physical move of the staff. Managers are encouraging staff to begin sorting, boxing and discarding in anticipation of the move. BGS is handling the contract – Jane will follow up and provide more details as they unfold.
A. 1193 North Ave. Building Relocation
Weekly Staff Update Meeting
July 5, 2007
In Attendance
Sarah Jane Ploof (ESD) Penny Myers (ESD)
Steve Woodward (AHS IT) Patty Hennard (VDH)
Nina Buss (VDH) Sara Moran (VDH)
Sara Lane (VDH) Janet Wiatrowski (VDH)
Lynne DellAmico (VDH) Elizabeth Ching (FSD)
Linda Gilbert (ESD) Maxine Holmes (ESD)
Jane Helmstetter (Field Services)
Brief update on sites followed by questions and issues for the consideration of the Implementation Team:
1. Q: How will the cubicles be set up in each of the departments? Will there be full cubicles or partition walls and can we move the current cubicle furniture without setting up the whole cubicle?
A: Aside from the cubicles purchased for ESD for the 101 Cherry St. site, we will be reconfiguring the existing furniture we have in the Williston site for FSD, VDH and Field Services as well as in 101 Cherry St. for staff who will not be issued a new cubicle. Decisions regarding partitions and cubicle use is internal to each department and individual staff, dependent on service delivery needs. The Management Team members will each make decisions with staff regarding furniture and it is the expectation we will be able to “share” those items not selected by one department for other department use.
2. Q: Can we work with other community partners (i.e. UVM Art Students) to design the 101 Cherry St. space with some form of functional, sound absorbent art installation?
A: The plan to address the noise concerns at 101 Cherry St. include a multi-level approach beginning with the most simplistic and ramping up as needed. The idea of utilizing community partners in an aesthetically pleasing process can certainly be a part of this plan.
3. Q: What process is being used to clean both of the sites?
A: This question is being forwarded to BGS for a response.
4. We have heard that we will be moved by Labor Day and given the way we
schedule appointments for ESD (3 weeks out) it is important to have an actual
date for the move. This need is true for all departments – as well as IT as expressed by Steve – because of the need to order materials and schedule installation. When will we have an actual target date for the move?
A.: At this time, there is not an actual target date for the move. It all hinges on the fit up schedule at 101 Cherry St. As of right now, we do not have prices back from the developer on this cost. It is expected they will be arriving this week.
5. Q.: Since we will be holding multiple WIC Clinics at the Winooski site, will we have more than one VDH computer hook-up there?
A.: This question is being forwarded to the VDH District Director and Central Office as it is an internal service delivery issue.
6. Q.: On the day of the move, how will service delivery occur?
A.: The Management Team has discussed assigning some staff coverage from each department assigned to the Winooski Office and having emergency calls sent to there. No scheduled appointments will be made for the actual moving day.
7. Q.: Who will hold the contract for the moving process and will there be boxes
available from them ahead of time to begin the packing process?
A.: Staff are encouraged to begin to sort out their offices and discard what they
can prior to the move. Each Department Director will get information regarding the boxing process – including tagging office items – within the month.
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.
A site visit took place on Friday, June 29 at the 426 Industrial Ave., Williston with the AHS IT staff, VDH Supervisors, FSD Supervisors and Field Services. Discussion of staff placement, IT needs, security needs, joint reception and waiting areas and final plans for space “fit-up” took place.
B. 101 Cherry Street Site
A request for a Management Team onsite visit was submitted to BGS; we are waiting to receive the final fit-up cost bid before this occurs. Permission was granted from the AHS Secretary for the acquisition of up to 37 modular units at 101 Cherry Street to accommodate DCF-Economic Services. The bid process for this has begun. ESD staff are working on staff placement and consumer flow of service at the site. It is anticipated there will be multiple questions regarding optimal service delivery at this site and ongoing assessment – particularly in the first few months – to assure both privacy and security for consumers and staff.
