Development Team Meeting Notes (96-99)

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~ whatever useful furnishings and fixtures that we can salvage will be used in Courthouse Square. Elyn said that this may not have been fully communicated to the departments. One of the reasons the move to the Annex is becoming a sensitive issue is that there may be some feelings around HR and Administrative Services going to the fifth floor of the Courthouse. When this decision was made, we were planning on leasing the Fox Building. There was a space problem and Risk Management offered to share their space with General Services. When the Fox deal fell apart and the Best building became the next most suitable space, there was still not enough room for all of General Services. Randy asked his staffto give some extraordinary service to our customers' needs when they move in and in the months that follow as issues emerge. Elyn suggested inviting more employees to tour the Annex space. More employees will be able to see the space and look at the floor plans to see what they have to work with. It was also suggested that Elyn and Dan go to the departments and help facilitate staff meetings to discuss the move and the layout of the Annex. Kier has been working with the managers to determine what break room supplies are going out the Annex and how the break room will be set up. ACTION: Elyn will arrange another tour of the space next Thursday, 3/27, and invite additional employees to walk through. Randy asked for another general meeting where we go back to the customer to talk about these ~ issues, further refine the plans and ensure/identify someone in each department who will be taking care of the employee issues. Parking is also going to be an issue. Randy suggested that Richard Stnckland be our "in house" person to coordinate building issues and maintenance. The building will not have individual thermostat settings. This will have to be coordinated at the site. Richard can be equipped with a portable thermometer to check variables throughout the building. Mr. Dunn is responsible for turning the keys over to us, which is scheduled for 3/25. Dan doesn't expect a problem, but we need a continency plan in case we cannot get the keys. There is a Best employee who has a key to the building, if we are unable to get the keys from Mr. Dunn, we should make contact with this employee this week. With a signed lease, it may be possible to get the key from her. ACITON: Bob will contact Mr. Dunn to make arrangements to get the keys Electrical: There is some preliminary demolition to be done in the Annex. Bob is ready for the phone technicians and electricians to start in the Annex this week. They need to run the phone lines and do the electrical pre-work. Security issues were discussed. Once we have access to the building, we will be re-keying it. Other: Dan reported that one process that the Annex will have to go through a plans review with the county for occupancy. ACTION: Bob will contact Community Development and ask for a waiver for the $35.00 fee.