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June 22, 2007 Update
AHSBDOWeeklyBuilding Relocation Update
Friday, June 22, 2007
I. Meeting Notes
A. 1193 North Ave. Building Relocation
Weekly Staff Update Meeting
June 21, 2007
In Attendance
Sarah Jane Ploof (ESD) Jan Nickel (ESD)
Steve Woodward (AHS IT) Mark Schroeter (AHS Field Services)
Patty Hennard (VDH) Ann Williamson (VDH)
Pat Hennard (VDH) Tanya Beaudoin (VDH)
Mike Daniels (BGS) Jane Helmstetter (Field Services)
Updates on sites – no updates to announce since last meeting. Notes from meeting later this morning with BGS & AHS in Waterbury will be included in the Weekly Electronic Update. (see below)
Discussion generated questions and issues for the consideration of the Implementation Team:
1. Q: Parking is a major issue for ESD staff but what about VDH staff when they hold clinics in 108 Cherry Street?
A: All parking issues are being explored by BGS and the Implementation Team.
2. Q: Is there an imaging system that can be put into place for VDH walk-ins at 101 Cherry Street? Can we set up a video-conferencing system among 101 Cherry Street, Williston and DOL?
A: We will explore this issue for use with client interviews, meetings and training purposes. In terms of accessing files, it may be necessary to utilize multiple fax machines until we can get a better system in place.
3. Q. When will the Commissioners be coming back to meet with the staff at North Ave.?
A. This request will be sent to both BGS & AHS. It seems as though late July might be a good time, after the new BGS Commissioner comes on board and we have contracts signed with both sites, to invite them both to attend a Thursday morning staff meeting.
Steve posed a few questions for the Department Directors regarding IT setup. Jane will follow up for next week. Also – Steve will need the layout plans for both sites as soon as they are finalized to get lines installed. Questions:
- Will there need to be ESD access at 108 Cherry Street for use during WIC Clinics?
- Does Family Services want to have a computer hook up in the Visit Room Space at 101 Cherry Street?
- How many computers will be needed at the DOL space for Field Services?
B. 1193 North Ave. Building Relocation
Implementation Team Meeting – Waterbury
June 21, 2007
In Attendance
Joe Patrissi Anne McBee – ESD
Allen Palmer Guy Norwood – BGS
Charly Dickerson - AHS
Scott Johnson Jane Helmstetter – Field Services
Meeting called to discuss the concerns of privacy and noise at the 101 Cherry Street site, to look at the retrofitting expenses for multiple scenarios and to address other relocation logistics
1. Noise/Privacy
The current plan calls for a privacy wall with a height of 9 feet separating the waiting area space from the reception/work space. Staff had expressed concern this would not be adequate to address both noise and privacy. Guy presented some changes including privacy screens for each of the reception windows. Information was shared regarding this issue at other state building sites, use of white noise machines, additional privacy screens and speculation of cost for various options. It was agreed we would move ahead with the plan as it stands with an understanding we would assess noise levels once we have staff and clients on site and if it is unacceptable, work incrementally to rectify. Solutions to be considered include sound barriers and drop ceilings. Given this is a 2 year temporary move, we agreed this plan is the most fiscally sound.
2. Furniture/Cubicles
The plan calls the purchase of 35 (8’x 8’) work stations. Current ESD furniture will not fit into the cubicles and allow for the needed space to meet with clients. It was agreed it would be more efficient to purchase the workstations with attached furniture and that these could then be moved with ESD staff after the lease expires at 101 Cherry St. Scott and Charley will follow up with the Secretary for authorization for approximately $100,000 to cover the cost of the work stations. It will take approximately 4 weeks from order placement for the delivery of this furniture.
3. Cost of Retrofitting
Allen shared he has not yet received word from the contractor on the bid cost for retrofitting the site. He hopes to have it by the end of next week.
4. Parking
This issue continues to be explored for state employees in the downtown “campus”. Assignments were given for follow up:
- Allen will continue to work with Bill Leferriere and the city on identifying all parking options available in the downtown area and the costs associated with them.
- Jane will follow up with Carolyn Antone from VDH and VocRehab to ascertain the number of staff who currently have parking passes in the 108 Cherry St. garage.
II. Other Considerations/Updates
Williston – The Select Board will meet on Monday, June 25 to give final approval for the use of the Industrial Ave. space for office use. Allen Palmer will attend that meeting and send an update to the Implementation Team. Guy Norwood will meet with AHS staff at North Ave. to finalize layout plans.
