Agenda - 09-04-2014 - 6a - Laserfiche WebLink

Browse Search

37 1 2 The proposed charge for the Work Group is to: 3 1) Work with County staff to provide recommendations to the Board on the utilization of 4 space within existing County facilities as well as the need for new or renovated space, to 5 include but not be limited to, approved master planned County campus sites, and; 6 2) Consider record retention regulations and recommend longer retention periods for select 7 records, if desired, and; 8 3) Develop a records retention policy to be managed by Asset Management Services as part of 9 an annual records destruction event, and; 10 4) Develop a comprehensive policy for storage of non-record items, and 11 5) Assess and recommend structural or procedural mechanisms in support of these goals. 12 Staff also proposes that the Work Group be directed to work with staff to present a draft plan 13 for consideration to the Board of County Commissioners by March 2015. 14 Staff recommends that the Space Study Work Group include two County Commissioners and 15 the following representatives: 16 • Asset Management Services —Wayne Fenton/Jeff Thompson 17 • Clerk to the Board — David Hunt 18 • Information Technology— Jim Northrup or designee 19 • Department on Aging — Janice Tyler or designee 20 • Health — Colleen Bridger or designee 21 • Social Services — Nancy Coston or designee 22 • Department of Environment, Agriculture, Parks and Recreation — Dave Stancil or 23 designee 24 • Manager's Office— Cheryl Young or designee 25 • Emergency Services — Jim Groves or Designee 26 • Court system — Judge Joe Buckner or designee 27 28 All County departments will be worked with to identify current and future space needs, and 29 participation from other departmental representatives will be requested based on study focus 30 throughout the process. 31 32 Chair Jacobs noted that the Board did a total revamp of the space study in 2006. 33 Commissioner Pelissier suggested inclusion of the Sheriff's department as part of the 34 work group. She noted that the new jail is being built, and the sheriff's office uses space, and 35 she feels they need to be included. 36 Chair Jacobs said there were discussions in the jail alternatives workgroup about what 37 will be done with the old jail, and that is certainly relevant to this discussion. 38 Commissioner Gordon said staff is proposing a draft plan be brought back March, 2015. 39 She would like to see a staff progress report in late October or early November. 40 Wayne Fenton said this can be done. 41 Chair Jacobs said he spoke to Peter Sandbeck, who is a cultural resources specialist for 42 the County. He said Peter Sandbeck takes a little different view about records retention. Chair 43 Jacobs said we can't destroy our present history fast enough, and we have almost no retention 44 of what is going on now. He would like to encourage the group to include Peter Sandbeck in 45 the records retention discussion. 46 Chair Jacobs referred to page 8, and said there were some expressed needs for 47 recreation space at the Whitted Campus. He said there is no work group emphasis on this in 48 their proposal. He suggested this be included. 49 Chair Jacobs said he does not understand why Economic Development is part of the 50 southern campus planning, but he is sure this will be explained at some point in the future.