Document Actions
May 18th, 2007 Update
AHSBDOWeeklyBuilding Relocation Update
Friday, May 18, 2007
I. Meeting Notes
A. 1193 North Ave. Building Relocation Meeting
May 14, 2007
In Attendance
Anne McBee (Economic Services) Guy Norwood (BGS)
Larry Martineau ( Family Services) Marc Carr ( Family Services)
Nancy Menard (VDH) Mark Schroeter (Field Services)
Jane Helmstetter (Field Services)
Goal: Review second draft architect plans for both 101 Cherry St. and
Williston sites and make final recommendations for proposal.
- 101 Cherry St. – Anne voiced her concern regarding the issue of security and how this would be addressed in the 2 levels of space. ESD is requesting stations/staff on both levels. Three Supervisor Office spaces have been included on the top level as requested. The entrance/reception area has been designed for consumers to enter from the side door, avoiding the need to enter the mall space except for use of the elevator. Most clients will be able to be served on the main level. It does not appear the drive up window will be available for use.
- Williston – The Preliminary Plan was reviewed to determine common areas and shared rooms. Some confusion regarding a room with a sink for VDH clinic use resulted in arranging a site visit following the meeting for Nancy and Larry. As offices are being assigned for VDH & FSD staff, the need for space for the Field Director Office, Fraud Investigation and Community Partners must also be included.
- DOL – Jane and Mark met with John Vowels, DOL District Manager to tour the site following the Relocation Meeting. He will send a list of the space needs we requested to DOL Central Office. DOL space proposal – all on 2nd floor includes:
- Conf. Room #5 – Shared office space for FD and Assist. FD as well as small conference table
- 5 Cubicles in the West Wing – Service Coordinator
Peer Navigator
2 MSW Interns
DOCIWIState Coor.
· 3 Cubicles in the East Wing - 2 FSD Staff spaces
ESD Fraud Investigator
There is one additional available cubicle on site which could be held for the CDD Child Care District Licensing Office.
- Guy will submit proposal to BGS for review.
B. 1193 North Ave. Building Relocation
Admin Meeting – Waterbury
May 16, 2007
In Attendance
AHS – Steve Gold Charly Dickerson
BGS – Allen Palmer Guy Norwood
Field Serv. - Scott Johnson Jane Helmstetter Mark Schroeter
Goal: To review site plans, update progress, outline project tasks and identify Implementation Team
1. 101 Cherry St. –
- A letter of intent has been signed by BGS and sent to the owner of the property and VT Commercial(Agent for the owner) is beginning the process of securing the lease. This is a 2 year lease; changes to the site will be kept to a minimum.
- The establishment of a security wall between the waiting area and work area is being researched by Guy in terms of providing both a safe and “welcoming” reception area.
- Jane will follow up with ESD to determine if the ESD Fraud Investigator can have an office in this building.
2. Williston -
- The proposed plan for use of the space has been submitted to the developer for their comment and approval.
- The zoning issue will go before the Williston Select Board for approval on June 25.
3. Projects Tasks and Implementation Team
- Charly shared a list of items that need to be considered in the relocation process. Several additions were made (mail, signage, security) – Charly will amend.
- Aside from those in attendance, suggestions were generated for additional representation from critical offices. Steve will follow up with representation from Business Office and IT. Guy will reaffirm with Eric Amaliksen regarding telecommunications. As these members are identified, they will be added to the weekly communication sent from the BDO Field Services Office.
C. 1193 North Ave. Building Relocation
Weekly Staff Update Meeting
May 17, 2007
In Attendance
Peggy Heath (ESD) Jan Nickel (ESD)
Elizabeth Ching ( FSD) Misty Woodard (ESD)
Penny Myers ( ESD) Ann Williamson (VDH)
Brenda Yelle (VDH) Maxine Holmes (ESD)
Jeanne Lickwar (VDH) Linda Gilbert (ESD)
Sara Moran (VDH) Nina Buss (VDH)
Tanya Beaudion (VDH) Barbara Parfume (VDH)
Sarah Jane Ploof (ESD) Patty Hennard (VDH)
Mark Schroeter (Field Services) Deb Lindelof (VDH)
Mark provided an update on both building sites as reported at the meeting on the 16th. A few issues were raised:
- Parking continues to be a concern at both Burlington and Winooski sites.
- Questions regarding the size of cubicles and whether or not the cubicles at 1193 North Ave. would be relocated with staff. Concern with having cubicles cleaned in light of air quality issues at 1193.
- Given this is a 2 year interim move, what is the next plan? Has the state been in contact with the developer for the other Cherry St. site? How about the ShaNaNa site?
- Timetable discussed and Implementation Team Tasks reviewed.
II. Other Considerations/Updates
A. Field Services Structure
In tandem with the relocation work, we are in the process of re-designing our Field Services Office to accommodate the changing district configuration to a model that includes both a major downtown Burlington “campus” as well as 2 other significant staff locations. Williston will house office space for almost 1/3 of the BDO AHS staff and Winooski will see a major increase in consumer usage for both WIC Clinics and supervised visitation. Field Services will have onsite offices at both the Burlington and Williston sites and will explore how to establish a presence at the Winooski site as well.
B. Proposed Timetable
The current proposed timetable targets Labor Day as the anticipated date to complete the moves from North Avenue to other locations, unless there are delays associated with zoning and/or renovations. The relocation is likely to happen in stages, as sites are retrofitted. The plan being considered is a 2 year interim plan until a permanent site can be identified.
