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11.B. EMERGENCY SERVICES -NONE <br />11. C GENERAL SERVICES <br />11.C.1. POLICY ON USE OF CONFERENCE ROOMS IN NEW COUNTY <br />ADMINISTRATIVE BUILDINGS <br />General Services Director Tom Frame reviewed his memorandum of November 6, <br />2007, and reminded the Board that in the past, there had been scheduling difficulties relative to the <br />conference rooms. The new Administrative Buildings have a significant increase in conference <br />rooms, but Mr. Frame was concerned about the Board and staff being unable to schedule the rooms <br />in a timely manner once the rooms became available to non -Board groups. Mr. Frame advocated <br />establishing a policy limiting the use of the conference rooms to Board functions, agencies, <br />committees, staff members, and Constitutional Officers, and he read the proposed Administrative <br />Policy as presented on page 138 of the backup. <br />Administrator Baird commented that the proposed policy was suggested as a <br />means to avoid scheduling conflicts in the conference rooms. He expressed concerns about the <br />expenses, such as overtime and lighting, which would be incurred with keeping the building <br />available after hours, and noted that the County's business should proceed first. Administrator <br />Baird talked about other meeting venues citizens might utilize, such as schools and libraries. He <br />stated that the policy would be totally at the Board's discretion, with exceptions to the policy <br />presented to the Board for their consideration. <br />Commissioners O'Bryan, Flescher, and Davis agreed that the proposed policy was <br />too restrictive. All Commissioners were in agreement that the building should be accessible to the <br />public, but expressed concerns regarding security, maintenance, charging for use of rooms, and <br />staff availability for securing the building, if used after hours. <br />November 13, 2007 10 <br />