Agenda - 06-17-2014 - 7h - Laserfiche WebLink

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2 The Board-adopted study framework is illustrated in Attachment 1 entitled "Board-Adopted Framework for Iterative, Continuous Space Study". The framework is founded in the original 2001 framework and guiding principles as well as the major space study framework update in 2005 and further updated and adopted by the Board on June 18, 2013. In keeping with the Board's intention and need for the space study to be "iterative and continuous", and coordinated with the annual capital investment planning process, and recognizing that site approval of the Southern campus property, anticipated in June, 2014, will provide an additional need for space and facility planning for the next five to twenty five year period, Asset Management Services (AMS) staff propose the establishment of a new Space Study Work Group to include key County staff members and two Board members. Attachment 2, "Facilities Disposition and County Services Illustrative", was originally presented to the Board on May 21, 2013 and represents this ongoing space discussion relative to constructed and renovated County facilities, as well as a "going forward" point for discussion within this proposed Work Group. The Work Group should also be tasked with considering a centralized, County wide records and physical storage policy as discussed with the Board in the spring of 2013. The proposed charge for the Work Group is to: 1) Work with County staff to provide recommendations to the Board on the utilization of space within existing County facilities as well as the need for new or renovated space, to include but not be limited to, approved master planned County campus sites, and; 2) Consider record retention regulations and recommend longer retention periods for select records, if desired, and; 3) Develop a records retention policy to be managed by Asset Management Services as part of an annual records destruction event, and; 4) Develop a comprehensive policy for storage of non-record items, and 5) Assess and recommend structural or procedural mechanisms in support of these goals. Staff also proposes that the Work Group be directed to work with staff to present a draft plan for consideration to the Board of County Commissioners by March 2015. Staff recommends that the Space Study Work Group include two County Commissioners and the following representatives: • Asset Management Services—Wayne Fenton/Jeff Thompson • Clerk to the Board — David Hunt • Information Technology— Jim Northrup or designee • Department on Aging —Janice Tyler or designee • Health — Colleen Bridger or designee • Social Services — Nancy Coston or designee • Department of Environment, Agriculture, Parks and Recreation — Dave Stancil or designee • Manager's Office— Cheryl Young or designee • Emergency Services —Jim Groves or Designee • Court system —Judge Joe Buckner or designee