Minutes 03-11-2014 - Laserfiche WebLink

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She said if the discussion is about consolidation, staff should try to figure out some way that is convenient in order to eliminate the need for people to drive their cars to get to different departments. Jeff Thompson said this has been done, and EAC has been consolidated and co- located, though the facility is depreciated. He said he is not asking to move people out. Commissioner Gordon said her point is that consolidation should be done to as few locations in Hillsborough as possible. Jeff Thompson said that point is intact. Commissioner Gordon said it would be good have another space needs work session. She said the idea of having the recreation folks come over to Whitted is a good one, as the recreation building is not a great space. She also thinks recreation needs expansion. Commissioner Price would like to see more consideration of the fact that we are in a digital age. She said this needs to be considered when looking at what the modern space needs really are for the people in each department. She said a huge desk is no longer a requirement. Jeff Thompson said this has been discussed, and modernization of offices does require less square footage, however technology does not address meeting spaces and customer service spaces, and size is needed in these spaces. He said there is adequate space for growth, and there will be more once the storage policy is tightened up. Commissioner Pelissier said she has struggled because there are CIP decisions to be made, and the Board does not have all of the information. She said this is really more about best use of facilities. She would like to see how much actual space is being used for storage. She said there is no way to know how much less space is needed until the policy is developed and implemented. Jeff Thompson said the big CIP discussion is what to do about EAC. He said this is really the only facility in need of direction, outside of optimal use, which is not a CIP issue. Commissioner Pelissier asked how long it will take to find out how much less space is needed. Jeff Thompson said that is a challenge, because there are so many regulatory groups to deal with. He said 6 months is probably a fair timeline. Commissioner Rich asked what happens to the CIP if departments start digitizing items. Jeff Thompson said there is a line item for that. Chair Jacobs said there seems to be a lot more work to do on analyzing storage space. He said it would be good to have a matrix showing the overlapping needs of departments, and an analysis of office space. He said the Board also needs to come back to the issue of the EAC and how it fits into the CIP. He said there is agreement not to put EAC functions at Blackwood Farms, and it seems there is no other space that would allow the co-location. He said the Board would like to have three alternatives in the CIP for EAC: 1) keep it as is; 2) renovate; or 3) build a new building on the same site. Jeff Thompson said a major renovation, adaptive reuse or a deconstruction could be done. He said these options could be presented, as well as what is currently in the CIP. Commissioner McKee asked for a consensus again on the current uses at EAC to be maintained at the site on Revere Road and not moved to Blackwood Farms. Commissioner Price said she really wants to stay on top of the technology issue as it relates to the space study and the effect on office space. Jeff Thompson said staff can specifically report on this. Commissioner Price said she was also voting in favor of the straw poll. Commissioner Dorosin asked for clarification on the purpose of the straw poll. He reviewed the three options for the site. Chair Jacobs said another option is to leave the building as it is.