Agenda - 04-09-2015 - 2 - Laserfiche WebLink

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Numerous updates to the original 2001 report have been provided to the Board including: • September 4, 2001 - Hillsborough Judicial Facilities Expansion Planning Process • November 7, 2001 - Justice Facilities Site Expanded Master Plan • January 28, 2002 - County Supported Facility Needs • April 30, 2002 - Justice Facilities Development: Expanded Master Plan Presentation • May 6, 2002 - Justice Facilities Development • December 10, 2002 - Justice Facilities Expansion and Other County Space Needs • October 21, 2004 - SportsPlex /Facilities Study Re- orientation • March 31, 2005 - 2005 County Space Needs Report • October 17, 2005 - 2004 Facilities Study Group Key Issues Report • November 9, 2006 - Orange County Space Needs Update • January 16, 2008 - Space Study Update: Human Services Operational Space and Link Center • February 9, 2010 - Space Issues - Update, Revere Road Reallocation, Divestiture, Hillsborough Commons Next Steps • May 21, 2013 - Space Study Update • June 18, 2013 — Board Adopted Framework for Iterative, Continuous Space Study • November 12, 2013 - Space Study Update • March 11, 2014 - Space Study Follow -Up to November 12, 2013 BOCC Work Session In keeping with the 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 will provide an additional need for space and facility planning for the next ten to twenty year period, AMS staff proposed the establishment of a new Space Study Work Group to include key County staff members and two Board members. The Board approved the formation of this group in June, 2014. The 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. The Work Group began its work in earnest in August of 2014. The group initially confirmed its mission with the framework and charge of the Board, performed initial assessments of the County facilities, and has reached consensus on findings and recommendations for space utilization, policy formation and management, and continued study in support of efficient space management and to continuously inform the Board during the ongoing Capital Investment Planning process.