The meeting was called to order at approximately 2:05 PM.

1. Additions or Deletions from the Agenda
Mr. Proto said there would be no update on property negotiations today, so section 3 of the agenda will be omitted.

2. Approval of Minutes from May 14, 2003 Meeting
Action on the minutes was deferred to the next meeting due to the absence of Heather Stewart.  Ms. Kiefer will provide Heather with her changes to the draft minutes.

4. Discussions
a. Space Standardization Update
Ed Marx and Crystal Buck provided handouts of a chart of draft recommended space standards.  They are developing working standards for use with existing department allocations and working with Personnel to identify current staff and classifications.  There was discussion about office space needs of staff who normally see their clients in the clients’ homes.  Ms. Buck noted that three items in bold type are smaller than NYS recommendations for State offices.  State standards have adjustments for furniture types and shared space.  There was discussion on the need for even small departments to have conference space, and the need for conference spaces in departments that meet with the public.  A list of recommended definitions was also distributed and reviewed.

b. Welliver McGuire Spreadsheet Status
Mr. Marx said he thinks the County has not received all the deliverables that are in the contract, and he will be contacting Welliver McGuire on that.  Ms. Robertson said she thought we expected information on all County buildings expressed in standard definitions, but it may be difficult to track changes made last fall.  Mr. Winch said the County should not pay more, but simply hold them to the contract.

c.  Downtown Space Availability re COFA
Ms. Buck has been researching spaces in the downtown area.  COFA currently has 2,400 square feet and she is looking at spaces that are slightly larger, but COFA needs accessibility that is not available with some downtown facilities.  Mr. Proto suggested she pursue this with Irene Stein, COFA Director, who will be familiar with their needs for accessibility.

d. Health Department Location & Space Issues
Mr. Marx provided a summary of the long-term discussion on the Health Department, including building deficiencies, operational issues, and accessibility issues.  Alice Cole said parking seems to be their largest issue.  They have 36 cars in their fleet, and are examining reduction of the fleet but that would mean some use of personal vehicles.  Employees find the amenities enjoyable and they all have private offices, although the space is not configured well for offices.  Ms. Kiefer asked what the ideal location would be for the Public Health department.  Ms. Cole responded that the location does not matter since most of the employees are on the road all day.  Also, employees don’t have to leave from their offices to go to work – they can leave from their homes. Because many of the workers are in the field, it is not comparable to other departments. Although the location of the Health Department does not matter Ms. Cole also stated that they would prefer to stay where they are. Ms. Cole said the heat/air conditioning problems make the space uncomfortable, and Ms. Robertson said Biggs B was the most efficient per the energy audit.  Arel LeMaro said the lack of air conditioning keeps the costs down.  Mr. Todd asked if the HVAC solution could be separate from a total renovation.  Mr. LeMaro said the chiller could be replaced, but would be a major investment of about $50,000 and he would only recommend that if the decision were made to keep the department at Biggs B.  Mr. Proto suggested committee members review the section on Biggs B in the Welliver McGuire report.

e. Facility Analysis Factors Affecting Demand for Parking
Mr. Marx provided a handout of factors, including summarization and current status of his discussions with Personnel Commissioner Anita Fitzpatrick.  He reviewed the feasibility of the various ideas that have been raised.  The enforcement of new rules by the City for two-hour limits (meters can’t be fed) and the various parking areas for County employees were discussed.  Mr. Marx said the County currently has bus passes available for employees, but that is not a well-used policy.  In order to get staff to use alternatives, access is needed for transportation in emergencies.  In order for Alternative Shifts to work, there is a need for a time gap between shifts.  Flex schedules are not used much by County employees, and regular office hours can be important in their obligation to serve the public.  In his summary, Mr. Marx added that proper use of the records storage facility could free up more office space, and what the City is promoting as “new” parking is basically replacement spaces and will be closely regulated.

5. Additional Items
a. Tour Old Library
The committee meeting next month will begin by meeting at the steps in front of the old library, and Brooke Kominos will provide a tour of the records storage facility and explain how retrieval of long-term and short-term records is being addressed.

6. Next Steps
In August, Mr. Proto expects an update from the Jail Administrator and a status report on the new communications building.  Mr. Marx expects to bring updates on downtown space availability, Health Department space needs, and framework for the Work Plan.  Ms. Kiefer and Ms. Robertson expressed interest in updates on other real estate parcels for sale in the City.
Kathy Herrera will not be able to attend the July meeting.

7. Adjournment
The meeting was adjourned at 3:55 PM.