Meeting Minutes

9:00 - 11:30 a.m.
1102 Q St. - Conf. Rm. 5000-01
Sacramento, California

Attendees:
Cheryl Fuller, Fuller Coe
Craig Zimring, Consultant
Lee Willoughby, PMB
Norton Chapman, PSB
Lisa Drury, CAM
Steve Durham, PMB
Deborah Hysen, BPM
Fred Luzzi, BPM
John Otto, PMB
Bettie Tsuda, PMB

Purpose of the Meeting: POE Contest Results; review of the Draft Goals and Objectives for the POE program, and GSA/CBE meetings for the development of the on-line POE survey questionnaires.

POE CONTEST RESULTS
Of the over 20 responses received, 18 were eligible for review. The Charter Team members read and scored the eligible entries. After compiling the scores, it was determined that Nick Cimino, BPM San Francisco Regional Manager, was the winner.
It was decided to invite all contest entrants to the May 22 Joint RESD/DSA Managers Meeting where they would receive letters of appreciation, and the winner would be announced and would receive the monetary award. A follow-up article will be placed in the next department newsletter.
The POE Contest entries will be posted on the POE website - which the RESD IT staff has moved over to the main DGS website.
GSA/CBE POE SURVEY DEVELOPMENT SESSIONS
Mr. Willoughby announced that representatives from GSA and CBE would be meeting with interested State representatives on the development of the State's POE on-line survey questionnaires. The sessions would be held over three days (May 21 - 23) in conference rooms at 1102 Q Street, Sacramento.
Mr. Willoughby encouraged members of the Charter Team to attend as many of the sessions as possible as their input would be very valuable. However, team members should make it a point to attend those sessions that were applicable to their office activities. Specifically, BPM should attend the O&M session, and CAM would be involved in the Customer and Process sessions.
A question was raised as to whether a Sustainability module should be added to the survey.
DRAFT GOALS AND OBJECTIVES
Copies of the Draft Goals and Objectives were distributed to the Charter Team members. Although they will be reviewed and discussed at this meeting, Ms. Fuller encouraged team members to forward any subsequent thoughts or suggestions to her via e-mail.
The following is a brief recap of observations/comments that were voiced during the walk-through of the document.
- It was suggested that the three-part goal - 1) Document and benchmark; 2) Monitor; and 3) Learn - be expanded to include a fourth goal for 'Implementation.'
- A goal is to make POE a part of normal work activities; however, because of the quantity of data to be gathered, we should be specific on what we track - collect what is important.
- The "balanced scorecard" will include
  - Financial performance
  - Business success
  - Customer satisfaction
  - Impacts on stakeholders
Other target areas suggested were: Commissioning, quality assurances, facilities management industry, local community feedback, and general and 'green' building industries.

Since POE provides feedback after a facility is built, the question was raised that it would seem worthwhile to develop performance standards before a project is built. The 15 projects targeted for the new Excellence in Public Buildings program plans to have performance standards at the front-end of the process. Building commissioning would be included in the standard specifications to make sure the building performs to the level of its design.
There was concern about the lack of input or communication with local communities and governments when the State builds a facilities. DMV, which has a high volume of public traffic, does make the effort to meet with local focus groups to get comments on siting of DMV buildings. Their outreach program has been very effective in the siting of their facilities for easy public access while also being good neighbors to adjacent properties. Seattle, WA, also has a good program on integrating state and local governments on public building activities. We may want to look at their programs as examples.
It was suggested that the State promote the use of 'green' products. By the sheer volume of our building projects, we can have a major impact on the building industry. Using more 'green' products will ultimately reduce the cost of those products, making it more fiscally attractive for others to incorporate into their building plans.
FY 2001-02 POE CANDIDATE PROJECTS
Ms. Drury collected and compiled a list of 57 recommended projects submitted by the various branches. Ms. Fuller asked what criteria would be used for the selection process. A few that came to mind were Do we want a specific client?
- Do we want a 'Signature' building?
- Do we want a high profile or unique building?
- Do we want a building type that is replicated?
- Do we look at funding in the project that allows it to be a good candidate?
Team members were asked to review the list and select a minimum of 15 projects for participation in various levels of POE in FY 2001-02. Mr. Zimring added that the POE would be a three-part process:
1. QRS
2. POE Level I - III (one-year out)
3. Ongoing monitoring of performance (Annual survey? 12 key questions tracked over time?)
The attached table is a list of those projects selected by the team.
NEXT MEETING
Mr. Willoughby indicated that the consultants would have the draft Strategy Plan language ready by the end of the month and hoped to get it disseminated to the team members shortly after that. A presentation of the plan could be given to the Steering Committee in late June (possibly June 22) with a final presentation to be given to the Executive Committee in mid-July.
It was determined that there was no further need for the POE Charter Team to meet before these presentation meetings.

I, Bettie K. Tsuda, do hereby certify that, to the best of my knowledge, the foregoing is a true and correct copy of the minutes of the Post Occupancy Evaluation Meeting held on the May 17, 2001.

Respectfully submitted,

Bettie K. Tsuda
Assoc. Govt. Program Analyst
Phone: (916) 323-1481