Document Actions
May 25th, 2007 Update
AHSBDOWeeklyBuilding Relocation Update
Friday, May 25, 2007
I. Meeting Notes
A. 1193 North Ave. Building Relocation Meeting
May 21, 2007
ESD Staff in Attendance
Anne McBee Bill Ploof Lynn Labonte
Leslie Brown Peggy Heath Penny Myers
Jan Nickel Misty Woodard Julie Rollo
Chris Weber Linda Gilbert Gail Fiske
Allen Palmer (BGS) Bill Kendl (Vermont Commercial)
Goal: Site visit at 101 Cherry St. to review layout and work flow
Both levels of the building were toured; proposed floor plans were reviewed. Allen informed the group the plan had not yet been finalized. The tour lasted for approximately 30 to 40 minutes.
Following the visit and a discussion with staff, two significant issues/questions were raised:
- Size of the cubicles in the floor plan (8’ by 8) - This is not large enough for a worker and family to conduct an interview. The current ESD cubicles are approximately 10’ by 10’and this is a challenge at times when multiple family members are involved as well as strollers, wheelchairs, crutches etc. The current plan would not provide a respectful interview process for customers. Client interviews are a major component of the work of ESD. Can we reconfigure the space to accommodate larger cubicles?
- Wall/barrier between the waiting room and ESD office - This wall or barrier needs to be secure and sound proof for confidentiality purposes and noise reduction. The latest data collected regarding “foot traffic” in the BDO ESD Office is a daily average count of 191. (This includes both scheduled appointments and drop-ins) It seems likely this could increase with the more accessible downtown location.
B. 1193 North Ave. Building Relocation
BDO Management Team Meeting – Burlington
May 23, 2007
In Attendance
Tom Rotella Kelly Sargent – OCS
Anne McBee Julie Rollo – ESD
Marc Carr – FSD
Nancy Menard – VDH
Mark Ciociola - VR
Jane Helmstetter Mark Schroeter – Field Services
Goal: To review relocation plan, update progress, and begin discussion of new AHS Service Structure in district created by the relocation process.
1. 101 Cherry St. –
- It is anticipated there could be increased traffic for current services in the downtown campus with the relocation of ESD at 101 Cherry St. OCS, VR and DOC are asked to consider this with staff and plan accordingly.
- There will also be a greater need for sharing resources such as parking and conference room space. Carolyn Antone had provided us with the Conference Room Spreadsheet for 101 & 108. Jane will follow up with Chris Brock (Courthouse) and John Vowels (DOL) for information from those buildings.
2. Williston -
- We are still waiting to hear if the proposed plan for use of the space has been accepted by the developer.
- Nancy and Mark had a brief discussion regarding the need to shift some of the proposed office space for both departments because of the VDH need of a sink for clinic use. They will follow up with Guy Norwood.
3. WIC Clinic Update
- In preparation for relocation, Nancy shared that her staff has agreed they would begin to shift the location of the WIC Clinics that currently take place at 1193 North Ave. to 108 Cherry St. and Winooski effective July 1. The Hinesburg and Milton WIC Clinics schedules will remain the same.
- Security has been informed of this change and will make arrangements to accommodate the evening clinic at 108 Cherry St
4. Additional Considerations of Relocation for the District
- How can we take advantage of the close proximity of service providers in scheduling appointments for clients with multiple needs? Agreed to raise this issue with department staff.
- Concern expressed about the “trunk capacity” of the fiber optic system currently in place in the Cherry Street corridor. How will this be managed with Verizon?
- Will we be able to keep phone numbers and when not possible – will there be capacity for extended call forwarding in place?
- Can we get scanners set up at multiple sites to allow for records to be scanned and emailed to meet the needs of clients dropping in at multiple sites?
- Management Team will forward other considerations to be added to the “Relocation Nuts & Bolts” list in the FD Office.
C. 1193 North Ave. Building Relocation
Weekly Staff Update Meeting
May 24, 2007
In Attendance
Penny Myers (ESD) Diane LeClair (ESD)
Janet Wiatrowski (VDH) Gail Fiske (ESD)
Jeanne Lickwar (VDH) Carol Czina (ESD)
Lynne DellAmico (VDH) Wanda Cosman (VDH)
Sarah Jane Ploof (ESD) Mike Daniels (BGS)
Andrea Bisson (VDH)
Mark Schroeter (Field Services) Jane Helmstetter (Field Services)
Following the weekly update, questions and concerns were noted. This Includes:
- Will we be able to store equipment/furniture that cannot be moved to either site because of space issues at 1193 North Ave. until we have a permanent site 2 years from now? If not – where can we have items safely stored?
- Downtown Parking continues to be raised as a huge issue – not only for the folks who will be relocating in this area but also for staff who are currently working downtown. Although there is a commitment to providing the same access to parking that current staff enjoy, there will be no additional parking spaces added. Additional Fleet Vehicles must be available – particularly for ESD RUCM who will need to be increasing out of office contact with clients. Staff will also be encouraged to utilize CCTA for travel to work and Mark offered to gather more detailed information regarding off-site park & shuttle options in Burlington for the next meeting. Mike spoke a bit about the current parking garage practice at 108 Cherry St. and suggested we follow up with how relocating staff will be authorized for access cards. These questions will be sent to the Relocation Implementation Team.
- IT issues were also raised by the group and a suggestion was made from VDH regarding the use of a webcam for client appointments. Is SKYP a possibility? This will be added to the growing list to address IT issues for the relocation.
- Final discussion point was in regard to security. Will the sites (101 Cherry St. & Williston) have swipe card access? If so – be sure to start this process early enough in the timeline.
II. Other Considerations/Updates
A. Williston
It has been confirmed the plan submitted to the Williston site contractor has been accepted with minor modifications. The next step in the process involves the acceptance by the Select Board of Williston of the proposed zoning changes by the Zoning Board. This meeting will take place in June. BDO AHS and BGS will continue to refine the floor plan of the Williston site and conduct an inventory of cubicles and furniture that can be relocated with staff.
B. Mapping AHS in the District
As the relocation plans are finalized Field Services will be working with BGS to develop a comprehensive map for consumers, partners and staff which will show locations, hours and parking access for all services provided by the district.
