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8.3.07 Update

AHSBDOWeeklyBuilding Relocation Update
Friday, August 3, 2007
 
I.          Meeting Notes
A.        1193 North Ave. Building Relocation
Weekly Staff Update Meeting
                                                      July 26, 2007
 In Attendance
Sarah Jane Ploof (ESD)                        Peggy Heath (ESD)
Mike Daniels (BGS)                             Misty Woodard (ESD)
Steve Woodward (IT)                          Carol Czina (ESD)
Dawn Barrett-Barring (ESD)                Mark Schroeter (Field Services)
Jane Helmstetter (Field Services)                     
 
Updates provided on both sites. Issues addressed included:
  1. Mike addressed the safety and cleaning issue for both sites. He shared that BGS will follow the same protocol it does with all leased spaces to assure the buildings we lease are clean and safe for staff and clients. He did send the request from BDO for documentation on this process to Bill Laferriere and Allen Palmer and is awaiting a response. A request will be made to have BGS attend one of the weekly update meetings in August.
  2. Parking – Patrick Food has moved into the position of Dep. Secretary for AHS and as such – he will be managing the parking issue on both a short term and long term basis. A meeting for the short term solution is set for early August.
A question was raised regarding using the secure bike rack inside the 108 Cherry St. garage for ESD staff biking to work. Mike agreed to follow up with BGS on this question.
  1. IT – Steve will be meeting on Monday with DII contractors to discuss the needs for both sites as part of the bid process.
  2. A request was made by ESD to have a “closure” BarBQ at the 1193 North Ave. site in August. ESD will take the lead and work with the other departments to organize this celebration
  3. A question was raised regarding the use of 1193 following our relocation. Mike shared the current plan which calls for keeping DMV on this site and closing off the rest of the building. The long range plan for the site remains unknown at this time.
 
B.        Meeting with Management Team
                        July 25, 2007
In Attendance
Julie Rollo (ESD)                      Marc Carr (FSD)
Nancy Menard (VDH) Mark Ciociola (VR)
Tom Rotella (OCS)                  Mark Schroeter (Field Services)                      
Jane Helmstetter (Field Services)
 
Aside from other district business, the relocation issues discussed by this Team included:
  1. Arrival of 1300 boxes for use by staff to begin to pack their offices happened this week and was distributed throughout the building. Secure Shredder bins will arrive next week with a weekly pick up that can be increased as needed.
  2. Each department will need to do an extensive inventory of the furniture they will be bringing to the new sites and to label those items no longer needed by their department for recycling to other departments. Given that ESD will be getting new cubicle units with built-in furniture, it is most likely their actual furniture move will be minimal. The cubicles have been ordered and will arrive before the target move date of Sept. 1.
  3. Mark has been working on the maps for AHS district offices and will have them completed this week. We will look into having multiple color copies made for use with clients and partners. 
 
C.        1193 North Ave. Building Relocation
Weekly Staff Update Meeting
                                                      August 2, 2007
 In Attendance
Linda Gilbert (ESD)                             Peggy Heath (ESD)
Steve Woodward (IT)                          Penny Myers (ESD)
Larry Martineau (FSD)             Marc Carr (FSD)
Mark Schroeter (Field Services)           Jane Helmstetter (Field Services)                     
 
Updates provided on both sites. Issues addressed included:
  1. Steve reminded FSD and Field Services they needed to go through their respective departments to make requests for additional computers. Larry and Jane will follow up on this.
  2. The latest editions of the maps for AHS offices in the county were distributed. It was suggested phone numbers be included in the next version as soon as they are identified. Although ESD will be able to keep their current phone numbers, VDH, FSD and Field Services will all be issues new numbers. Additional copies of the current map are available in Jane’s office for staff to share with clients. They will be posted in reception areas now for consumers.
  3. Mark shared information regarding free/low cost parking sites in the downtown area to supplement staff parking. Jane will be meeting with BGS and AHS on Aug. 6 to discuss the current parking plan for the downtown campus.
  4. Jane shared the response from Bill Leferrier (BGS) to the question regarding the safety and environmental concerns expressed by staff at previous meetings. After
expressing shared concern regarding any new space leased or owned for the use of state employee offices, he went on to describe what has occurred to date:
“Our Employee Health and Safety Coordinator visited the Industrial Ave.  site a couple weeks ago and performed a walk thru with an associate.  He documented his findings and they were shared with the owner, who has favorably responded.   Subsequent to that visit, an independent environmental testing firm was contracted by the owner and tests were done for particulate, voc’s, oxygen levels, carbon dioxide, carbon monoxide, temp and relative humidity.  The owner has offered to send us the test report when they receive it and we will make it public at that point.  Additionally the HVAC system was inspected and likewise when we receive the data from this inspection, we will make it public.”
“The 101 Cherry St site is being constructed to specifications as defined by BGS and the new tenants, and before we occupy, we will make certain that baseline testing is performed covering the same above mentioned attributes.   Once complete, this data will be available to occupants”
He said he hoped to have the test results from Williston available for the 8/9 staff meeting. 
  1. Jane shared she received a call from Todd Fitch (Furniture) regarding the cubicle          
furniture installation. They will be ready to install the units on Aug. 26 and anticipate completion by Aug. 30.
  1. Staff have begun to pack in anticipation of the move. Staff have been issued relocation ID numbers and are requested to clearly label each box to assist the movers. Each of the three departments has been asked to inventory furniture for their use and to allow other dstaff access to unwanted items.
  2. Management team members for all 3 departments have been given the inventory list of conference room space in the downtown campus – including contact information – to begin to schedule activities.
  
II.        Other Considerations/Updates
 
A.        426 Industrial Ave., Williston Site
White Cap Development continues forward with cleaning and fit-up of this site. The Regional Advisory Council will be visiting both the Williston and 101 Cherry St. sites to assess both accessibility and a “warm and welcoming” climate. There was some discussion at a recent RAC meeting regarding furniture for the waiting rooms. Currently there is no budget for this and options are being explored.
 
B.        101 Cherry Street Site
ESD and Field Services did a tour of the conference room space at both 101 and 108 Cherry Street which will be an integral piece of the service delivery system in the downtown campus. It appears there will be more than enough space and flexibility to accommodate this need for FSD, ESD and VDH. A grid with information regarding access and scheduling has been provided to the 3 department directors.
 
C.        Security
The plan for security at the sites continues to be negotiated.
D.        Parking
Dep. Secretary of AHS, Patrick Flood is examining BDO downtown campus parking issue from 2 perspectives: the need to provide an immediate solution for the September move and the long range solution that includes all departments of the Agency and some community and state partners.