PEF/ORPS STATEWIDE L/M MEETING
16 SHERIDAN AVENUE, ALBANY, NY
SEPTEMBER 29, 2006
MEETING MINUTES
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Present: PEF Jim Haskell, Chair Bruce LaVoy Mike DeVoe Jim LaPlante Jim McGovern Jack E. Herb Ree Slater Brian Pavlock Kurt Minersagen, Field Representative Josephine Rice, Recorder
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MANAGEMENT Donald Parker, Chair Jeff Green Dick Harris Gail Casey Randy McGough Tom Bellard Steve King Kathryn Bohacek Jim O’Keeffe Donald C. DeWitt, Executive Director Tammy Tedisco Monica Vasto
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ISSUE
Budget Briefing
DISCUSSION
Regional people were asked to look into travel patterns. Budget issues related to appropriations and revenues were brought in for state support. Appropriations need to be raised for next year. The biggest problem for Real Property is sales seem to be slowing down. We’re seeking solutions to lessen the impact on that fund. We just received the call letter from DOB. About 80% of travel is incurred by regional staff. There are issues related to official stations, planning work assignments more logically. Need a funding source for the $750,000 Marshall/Swift initiative. Steve K.: This year it came as a surprise, but in out years, most will be coming from the increase in licensing fees. Mike D: Do you see any latitude to move NPS monies to travel? Steve K.: To move money from NPS requires authorization from DOB, OSC and the legislature. Opening two new offices this year will cost a couple hundred thousand dollars.
ISSUE
Building Access
DISCUSSION
Hand out. Current security won the new bidding process. The Health and Safety team met with the unions and Don Parker to see how employees could be safer, more responsible. Changes were made in the book and will be sent to employees. Management asked staff for their cooperation in showing their ID cards. Guards will no longer routinely press the button. OGS charges $10 for ID cards, second time ordered it’s $20. There may be a $10 charge for lost or stolen cards. The same recommendations apply for regional employees. They need to sign in and out and should be showing their cards. Employees should be carrying the card at all times and present it upon request. Jim H.: How many replacement cards in a year. Tammy T: approximately 20. They do wear out. Employees will be notified of implementation. Routine rounds on weekends and at night were discussed. Don P.: Employees will see this roll out in about a month.
Relocations
Long Island is set for October 28 into a state office building in Hauppauge. Many were pleased that the issues were being resolved. A memo was sent to the OGS project manager, noting things that were completed. Brand new furniture will be brought into the downsized, modular space. The space is 700 square feet smaller and includes training space. Something will need to be sent through the assessment community. There will be a cost savings from no longer having to pay rent or utilities.
Saranac Lake: Signed lease with landlord since March 31. There were problems with approvals from the town board and strict regulation issues with building permits. Construction crew is ready to go. OGS is extending the current lease until we can move. New furniture is included with the modular units. The space is 4800 square feet with training and conference rooms.
ISSUE
Inventory Initiative
DISCUSSION
An annual inventory is mandated by OGS for equipment assigned to each person. The last audit noted outdated items and new software was ordered. Data is outdated. The striker system is an asset. Lack of staff and IT knowledge prevented us from bringing that on line. Team did a tremendous amount of work to get it done. With any new software purchase, an initial inventory must be taken. We will be starting fresh. No one will be held accountable for any furniture from when they started with the agency. The form was handed out. Everything has to be assigned to a custodian/employee. The information will be used for space planning in relocations and leases. Future uses will be for maintenance schedules and updating warrantees. The fiscal office will test the form in November. We will meet with business units and designate a day to collect forms. Jim H: I have a problem signing a form stating I’m custodian of equipment. Tammy: We will not hold anyone accountable. You print your name. This is part of OSC internal control procedures. Mike D: A scanning system would be nice. Tammy: The problem is that labels wear out. We are a small agency. Tax and Finance uses the scanner but have 6,000 people. Mike D.: Suggest the form be included in new employee packets. Employees will receive an annual printout for verifications in subsequent years. Each manager will designate a liaison from units. Surplus room was inventoried, with a dollar amount associated with it. Only larger items and electronics need to be inventoried.
ISSUE
Records Retention
DISCUSSION
Patty LeBlanc will help develop a database. She and Paul Szwedo and Jim McGovern will attend training to determine if they can feed into the data software. Data classification and data retention is very important in recovery and emergencies. A disposition schedule needs to be kept for a certain time and then it can be disposed. Archives go to different areas, different laws. Several individuals are being brought in because courses are business units. We don’t anticipate rollout until 2007. You will be asked to review records. E-mail is considered a business record. The original person has to keep that record, not anyone copied on it.
ISSUE
Trauma Policy
DISCUSSION
Minor updates were made to streamline the existing policy. Manager will bring it to our attention when advised. Sometimes personal instances may affect work.
ISSUE
Newburg Air Quality Testing
DISCUSSION
Results were basically positive. There were many issues with employees having respiratory problems. The landlord tried to address staff’s concerns. Several sites were tested, specifically areas of concerns. Mold levels were low. It was noted that the ceiling-mounted vents were high. Mix of outside air was high. The report included recommendations which will be requested of the landlord to address with his HVAC contractor. Staff will receive a copy of the report. PEF thanked management for taking the positive step of bringing the indoor air quality inspector there.
Jim Haskell announced his appointment to the PEF/GOER Joint Health Benefits Contract Group.
Tentative Date for Next Meeting: March 2, 2007 at 10:00am.