Development Team Meeting Notes (96-99)

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~ Courthouse Square Manager's Meeting March 19, 1997 Present: Randy Curtis, Elyn Lyon, Bob McCune, Dan Wilson, Laurie Steele Lease Update: Randy opened the meeting with discussion around the Annex (Best building). The lease was signed yesterday. The agent for the owners is Frank Dunn, of Portland. He is our contact person to notify and coordinate any improvements, access or maintenance to the building. The lease requires that they certify that everything is in good working order prior to occupancy. Occupancy: Randy has become aware that the employees moving to the Annex have some concems around the environment, as compared to their current office space. He is being stopped by employees on weekends and whenever they recognize him, with questions around the move. There are concerns about allergies and the air quality in the Annex. Part of the concern, as he understands it, is that the majority of the employees moving to the Annex have no understanding of what their new environment will be like. Randy asked that this staff become more proactive to meet our customers needs. Randy has told the department heads that we will continue to make improvements to the working ~ environment after they move in. Our immediate concerns are signage, data, telephone service, security, the leaking roof and necessary occupancy improvements. Three employee issues have been identified. They are painting, lighting and carpeting. Painting: Randy would like the looks of office space to be improved as much as possible. Departments will be encouraged to bring in whiteboards, bulletin boards, pictures and plants to improve the space. The parameter of the interior, which is unpainted, will be painted. ACTION: Bob will coordinate with the painter and get an estimate to Randy. Lighting: Many of the lights are burned out. Randy will look at the details of our lease, but he thinks it is our responsibility to replace the light bulbs. If we can get the keys to the building, Bob will have maintenance replace the lights bulbs next week. Once the light bulbs are replaced, Mike will go through and check the light levels. Carpeting: Bob has instructed Bruce to get three quotes and to arrange to have the carpet cleaned. If we can prepare employees for some of the problems they will encounter when they initially move into the Annex, they will be able to start looking for solutions. A related issue is the salvage and use of all the equipment, furniture and fixtures that might be left ~ behind in the buildings on the Senator block. Departments should not be leaving useful furniture and furnishings, thinking they will have new furnishings in the new structure. To keep the cost down,