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HomeMy WebLinkAbout18. City Hall Meeting Room Scheduling during Elevator Modernization ProjectCity f Oshkosh DATE: October 3, 2018 TO: All City Hall Departments FROM: John Fitzpatrick, Assistant City Manager/Director of Administrative Services RE: City Hall Meeting Room Scheduling during Elevator Modernization Project Project Background: Between November 15 - December 31, 2018 the City Hall elevator will be updated with new mechanicals, electrical components and new cab interiors. During this time the elevator will be out of order. To minimize this inconvenience and to ensure we provide adequate ADA accessibility for any meeting attendees, all City Hall public meetings scheduled during November 15 — December 31, 2018 have been moved to first floor meeting rooms within the Safety Building at 420 Jackson Street. Meeting attendees should use the Safety Building's main public entrance directly across the City Hall parking lot. This main entrance provides ramp accessibility. A complete list of all impacted meetings during this project, their new Safety Building meeting room locations, and any AN features of the three Safety Building meeting rooms are listed below. Safety Building Meetings November 15 — December 31, 2018*: Date/Time Meeting SB Meeting Room 11/15/18: 4:00 pm Bike & Pedestrian Committee SB 1 11/20/18: 8:00 am B.I.D. Board SB 1 11/20/18: 1 m Sawdust District Advisory Group SB 1 11/20/18: 4 m Plan Commission (Televised) SB 1 11/21/18: 4 m R.D.A. (Televised) SB 1 11/21/18: 4 m Transit Review SB 2 11/27/18: 6 m Common Council (Televised) SB 1 12/3/18: 6 m Sustainability Advisor Board (Televised) SB 1 12/4/18: 8am Committee on Aging (Videotaped) SB 1 12/4/18: 3 m Police and Fire Commission SB 1 12/4/18: 4 m Plan Commission (Televised) SB 1 12/5/18: 5 m Long Range Finance Committee SB 1 12/10/18: 6 m Advisory Parks Board (Televised) SB 1 City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 http://www.ci.oshkosh.wi.us 12/11/18: 7:30am Greater Oshkosh SB 3 12/11/18: 4 m Traffic & Parking Advisor (Televised) SB 1 12/11/18: 6 m Common Council (Televised) SB 1 12/12/18: 3:30pm Board of Appeals SB 2 12/12/18: 3:30pm Rental Housing Advisory Board SB 1 12/12/18: 4:00pm Landmarks Commission SB 3 12/13/18: 1 m Special Events Review Committee SB 1 ,12/18/18: 8am B.I.D. Board SB 1 12/18/18:1 m Sawdust District Advisory Group SB 1 12/18/18: 4 m Plan Commission (Televised) SB 1 12/19/18: 4:10pm Transit Review SB 2 12/20/18: 4 m Bike & Pedestrian Committee SB 1 12/27/18: 3 m Public Arts & Beautification Committee SB 1 *Staff liaisons for these meetings are asked to communicate these room location changes to their meeting attendees. Please note that this meeting schedule is subject to change. Safety Building Meeting Rooms, audience seating, AN features: All meeting rooms will remain locked when not in use. Facilities Maintenance staff will open meeting rooms approximately 15 minutes prior to the scheduled meeting time. Oshkosh Media staff will open up SB1 earlier for any televised meetings. Meeting organizers should contact Facilities Maintenance at 236-5100 when a meeting is concluded or cancelled. During non- business hours meeting organizers should contact Terry Smith (920) 379-2262 when a meeting is concluded or cancelled. SB 1: Largest of the three meeting rooms. Can be set up for larger meetings to accommodate 16+ around large table setting, and audience seating as well. Room is also reconfigured to accommodate council meetings and other televised meetings. Any of the meetings listed above to be held in SB 1 that are televised now will continue to be televised live during this time. AN capabilities for government meetings will only be available in SBI. A networked laptop with a projector and screen will be made available for meetings that wish to utilize graphics, maps, PowerPoint presentations or tools on the internet. The Sharp Aquos touchscreen smartboard will not be available in SB1, nor will the Elmo presenter currently located in the Council chambers. SBI will be equipped with one podium for staff and the public to utilize. Staff, presenters and any other speakers will be required to bring any content (maps, graphics, PowerPoint presentations, etc.) with them on a USB drive or be able to access their content on the City network or internet. Media Services staff will not have the ability to remotely control the laptop in SBI, nor the ability to manage content during government meetings. Staff is encouraged to bring any available maps or other documents to present at meetings, and easels will be made available in SB1. SB 2: Medium sized meeting room to with a large table setting that will accommodate 16+ around large table setting and audience seating. No AN capabilities. Public Podium can be provided. SB 3: Smaller meeting room that will accommodate 10-14 around a medium table and some audience seating. No podium or AN. Public Walk -In Accommodations: Regarding public walk-ins that need to receive assistance, signage will be located in the lobby area of first floor directing citizens to the counter just left of the Utility Accounting area. A phone will be on this counter, directing citizens to call 5002. Diane Moran will field any calls and direct them to the appropriate department/staffer in City Hall and ask that they meet the individual on the first floor, direct the individual to alternate location or take a message for call back. Pam Ubrig has indicated staffers can utilize the first floor conference room in the City Clerk's area if necessary. Scheduling Additional Public Meetings: Any additional meetings that the public may attend during November 15 — December 31, 2018 must be scheduled at the Safety Building. Reservations can be made by calling the General Services office at 236-5100. Scheduling Staff/Contractor/Vendor Meetings within City Hall• Any additional staff/contractor/vendor meetings during November 15- December 31, 2018 can still be scheduled within City Hall meeting rooms using Outlook, provided the meeting organizer has confirmed all attendees will have no difficulties utilizing the stairs to access the meeting rooms. If any difficulties are anticipated the meeting organizer should schedule the meeting at the Safety Building. Call the General Services office at 236-5100 to schedule the meeting. Staff ADA Accommodations: Temporary offices can be set up within the Safety Building if any staff condition necessitates this kind of arrangement. Please contact HR at 236-5110 and they will help coordinate this set up. Please let me know if you have any additional questions regarding these temporary arrangements, and thank you for your assistance during this project.