broward county courthouse · 12/19/2016 - move begins. the relocation to our new broward county...

Broward County Judicial Complex

DRAFT February, 2016


Broward County CourthousePre-Move Package

December, 2016



The new Broward County Courthouse will be ready soon! The Broward County

Courthouse Move Team has been working to make this a smooth transition for all

employees involved in the move. In the following weeks a substantial amount of

important activities will take place, some key dates to keep in mind during the move

process include the following:

12/19/2016 - Move Begins. The relocation to our New Broward County Courthouse will

occur in phases. December 19th marks the beginning of the first relocation phase.

This book is intended to provide each of you with the information you need to have at

your fingertips prior to the move. It includes pre-move tasks, move instructions and

contact information of individuals that can help you should you need any further

assistance.

As the move planning process continues, it is our goal to ensure that you feel educated,

prepared and aware of all the necessary steps that it will take to make these moves as

efficient & effective – as well as stress free -- as possible! Thank you for being on this

journey with us.

Sincerely,

Broward County The Weitz Company AECOM

Facilities Management Division HOK Heery International

Construction Management Division Catalyst Planning Group Cartaya & Associates

Enterprise Technology Services James A. Cummings /

TPBC

It’s time to move!

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Pre-Move Guide

To help facilitate a comfortable and productive relocation, the

following tips and recommendations were developed to assist

Broward County Courthouse employees proactively approach the

move process.

Move Schedule

Chronological Move Phases

Pre-Move Considerations

Planning Ahead

Pre-Move Tasks

Business Cards & Stationary

Mail & E-Mail

Packing & Labeling Instructions

Office Items

Computer Desktop Equipment

Laptops

Telephones & Headsets

Records Management Instructions

Post-Move Information

Access

Unpacking Instructions

Leave Behinds


Mail & E-Mail

Parking & Urban Context

Staying Positive

Additional Resources & Information

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Planning Ahead

• Items that will be moved to the new courthouse include:

• Office documents : Please pack and label all your office

documents.

• Individual office items : Please pack and label all your

office items such as staplers, pens, reference materials

personal files, etc.

• Computers and equipment : Please label your computer

and associated equipment such as screens, power strips,

etc.

• Telephone : Please label your telephone for relocation

unless specified by your agency representative.

• Agency records : All agency records and departmental

files will be relocated. Please do not label file cabinets

located in your work area. These will not be relocated to

our new workspace.




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Planning Ahead

Items that will NOT be moved to the new courthouse include:

• Existing Furniture : Existing file cabinets and desks as

well as much of our existing furniture will not be

relocated. Please contact your agency representative

with questions.

• Existing Chairs : You will receive a new chair in your new

location, please do not label your existing chair to be

moved unless specifically instructed to do so or unless

you specifically requested for your chair to be relocated

for ergonomic reasons.

• White boards : Whiteboards have already been installed

at the new courthouse and will not be relocated.

• Floor Mat : Please do not label your current floor mat for

relocation.

• Personal Belongings : Please take all your personal

belongings home before the move date.

• Art, Diplomas, and Fragile or Valuable Items: Please

take all your personal art and valuable items home,

these will not be relocated to the new courthouse.

• Power Strips : Do not pack power strips, your IT agency

representative will set-up your computer at your new

location.

• Personal Refrigerators or Appliances : Items should be

energy star rated and can only be placed in a break area

or designated kitchenette space.

• Plants : All plants are encouraged to be taken home.

The county does not recommend live plants in county

office areas.




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Pre-Move Tasks

• Please do not move any items to your new workstation/office.

All approved and properly labeled items will be moved by the

Third Party Move Vendor.

• Please pack all office items and documents and label them.

• You must label ALL items that you wish to have moved to your

new location using the provided labels please see the

photograph of the approved move label and packing and

labeling instructions provided in the following sections of this

document.

• Items that are not labeled will not be moved. Items that are

not labeled with the provided labels may not be recognized

and may not be moved.

• Please leave any door keys in the locks in the

workstation/office you are vacating.

• On your first day in the new space, easels with floorplans

denoting your seating location will be provided at each

elevator vestibule for easy wayfinding.

• Your new workstation or office will have newly branded

signage that has been pre-planned with your departmental

contact.

• All employees should take personal items home with them

prior to their relocation day. Personal items will not be

relocated.




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Pre-Move Tasks

• Cleaning out, purging, shredding, recycling and disposing of

old items, including files is very important. Please make every

effort to purge ahead of time and remember to refer to our

Records Management policies.

• Please remove posters, thumb tacks, plants, food and all other

items from work stations/offices, bulletin boards, filing,

common areas, break rooms, refrigerators and storage areas

in your current location.

• A clean and fully packed office/workstation is requested for

every employee.

• Departmental printers must be properly labeled using the

provided labels if they are approved to be moved; these labels

must be properly affixed and reinforced if there is risk that they

will not adhere to the surface.

• IMPORTANT : Any items left behind without proper labeling

will be removed immediately following your move and will not

be available to you.





• Please ensure to coordinate with your agency

representative to order your new business cards ahead of

time.

• Your new office or workstation location will be available to

all agency representatives to assist you with this process.

Mail & E-Mail

• Please make sure to notify all relevant parties about the

Judicial Courthouse relocation on a timely manner. In order

to do so, coordinate with your agency representative.

• We recommend that you include a note at the end of your e-

mail signature to notify your contacts in advance of the

Courthouse relocation. Your IT department or agency

representative will provide guidelines for doing so.

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Office Items

• You MUST use the move labels provided to you with the

move vendor’s logo as noted below.

• Each item moving must have a move label.

• Unlabeled items will not be moved.

• Place your assigned labels over any old or existing labels,

or remove the old labels.

• Label boxes and/or totes on the end, not the top or the

sides! This will allow quick access to the label information.

• Use a heavy black marker when filling out the labels

• Write the move identification number provided to you per

page 1 in large numbers; please fill out the label with your

assigned cubicle/office number and first initial/last name

• Sample move label is shown below:

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1125 John R. Smith




Computer Desktop Equipment

• Shut/Power down your computer.

• Do NOT Disconnect ANY cables and cords, including the

patch cable connected to the port on the wall.

• Label all parts of your PC (Keyboard, monitor, CPU, mouse,

keyboard, etc.)

• All cables and computer peripherals, as well as

mouse/keyboard will be moved for you; please do NOT

pack any of these items in your boxes.

• Items not labeled, not labeled properly or with labels that

have fallen off in transport will be returned to IT inventory

and there is no guarantee that you can or will receive your

actual same equipment back.

• IT will reconnect and test your desktop computer.

• Sample diagram depicting how to label your computer

equipment is shown below:

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Move Label




Laptops

• All laptop computers are to be taken home with you the day

before the move.

• Leave ALL docking stations, cords, etc. prior to your

departure.

• Please label your docking station and any other laptop

related equipment you want moved.

• Do NOT Disconnect ANY cables and cords

• All cables and computer peripherals, as well as

mouse/keyboard will be moved for you; please do NOT

pack any of these items in your boxes.

• Please place a label on your mouse and keyboard, if

applicable.

• Items not labeled, not labeled properly or with labels that

have fallen off in transport will be returned to inventory and

there is no guarantee that you can or will receive your

actual same equipment back.

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Telephones

• In some instances, new phones will be provided and

programmed at the new location by ETS; in other instances,

your existing phone will be relocated to your destination

location.

• Please consult your designated agency representative to

identify if you must label your telephone for relocation.

• If you are receiving a new or existing phone, your existing

phone number will be transferred automatically to your new

phone and be back in service by 7:00 am on the following

business day in the new courthouse.

• Once existing phones have been deactivated, employees

will not be able to make/receive calls.

• Calls received during the period phone service has been

disconnected will go directly into voice mail.

Headsets

• If you have been provided a headset and wish for your

headset to be moved, please disconnect it from your phone

and pack the headset and all associated headset

cords/power adaptors, etc. in one of your boxes being

moved.

• You will then be able to reconnect it to you phone at your

new location. Non-packed headsets will not be moved and

will be returned to your IT agency representative or ETS;

labeled headsets left on your work surface will not be

moved.

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Records Management Instructions

Records Management Move Instructions

• Please do not mix different types of files or years in the

same box. This creates problems when applying retention

to a box and many times results in extra cost to clean up or

maintain records past their life cycle.

• If a box has several types of files such as office leases, try

to provide as much information as possible so the records

in the box can be retrieved 5, 10, and in some cases up to

20 years later. Retention is a long-term process.

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Access

• All employees will be required to have and wear access cards to

enter the Broward County Judicial Complex.

• Access cards will be provided by the Facilities Management

Division (FMD) to your agency representative.

• A list of designated agency representatives is provided below

and at the end of this document for your reference.

Designated Agency Representatives

Broward Sheriff's Office Lt. Eduardo Rosende [email protected]

Clerk of Courts Karen Joiner [email protected]

State Attorney’s Office Paula Gauch [email protected]

Court Administration Meredith Bush [email protected]

Law Library Arlene Elias [email protected]

Public Defender Michele Grzybowski [email protected]

If you misplace your card please contact your agency

representative to request an access card replacement. There is a

replacement fee for each access card lost.

mailto:[email protected]









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Access

• All employees will be required to go through security screening

to access the Broward County Judicial Complex.

• Two (2) security screening lanes will be provided for employee

access during peak hours in the West Building.

• All employees and visitors will queue in the West Building main

entrance lobby unless they are accessing the complex from the

East Parking Garage via the bridge across SE 3 Avenue.

• Below is a diagram of the first floor of the West Building to help

you get acquainted with entrances and security screening

checkpoints.

SE 6th Street

SE

1stA

ve

nu

e

Public Areas

Public Elevators

Restricted Elevators

Emergency Stairs

Main Entrance

Exit




Unpacking Instructions

• When unpacking boxes, unpack the entire box contents

before you lift it.

• If you must lift a box please consider our Office Safety

Guidelines regarding “Lifting and Carrying Safely” included

at the end of this document.

• After a box is unpacked, please take the broken

down/flattened boxes to one of the nearest designated

mailstop pickup stations.

• If you have totes for your move, please follow the same

procedure.

• Please remove all labels on relocated equipment promptly

after the move. It will be more difficult to do so after the

label adhesive sets.

Leave Behinds

• Remove all belongings from refrigerators in the

breakrooms one week prior to your scheduled move date.

Signs should be posted on each refrigerator by your team

as a reminder.

• Janitorial will remove all items after that date and all items

remaining will be disposed prior to the move.

• Empty all file cabinets; any remaining files will be reviewed

by Records Management and handled accordingly.

• Empty all supply storage in in filing cabinets, copy rooms

and any other supply storage areas.

• Any remaining supplies will be not be relocated.

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• After the move has occurred please make sure to dispose

of old stationary and business cards and use stationary

and business cards that showcase our new Judicial

Complex address.

• Please coordinate with your agency representative if you

have not received your new business cards or stationary.

Mail & E-Mail

• All packages will be received and scanned prior to entering

the building.

• US Postal mail will continue to be delivered to the mail room

located on the first floor of the East Building.

• Agencies, judges and magistrates will continue to pick up

US Postal mail and packages in the mail room.

• If you have any questions regarding mail please contact your

agency representative, a list of agency representatives is

included in this Pre-Move package.

• Please make sure to update your electronic signature to

reflect your new Judicial Complex address and contact

information. Your IT department or agency representative

will provide guidelines for doing so.

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Office Guidelines And Etiquette

Staying Positive

• We realize that no matter how refreshing this change may be,

it may require some adjustment to office protocols as well as

a possible change in mindset.

• Please keep our vision of collaboration and communication

in mind as you adjust to the change, and please do not

hesitate to talk to your agency representative and/or send us

an email at [email protected] regarding specific

concerns.

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Additional Resources And Information

Agency Leaders

Your agency leadership is here to support you during our relocation.

Broward Sheriff's Office Lt. Eduardo Rosende

Clerk of Courts Dian Diaz/Karen Joiner

State Attorney’s Office Monica Hofheinz/Paula Gauch

Court Administration Cheryl Anderson/Meredith Bush

While it is everyone’s responsibility to be respectful of each other’s space and adhere

to established guidelines and etiquette, Agency leadership will have the ultimate

responsibility of ensuring space is used effectively.


In addition to agency leadership and your direct manager, your agency representatives

will continue to be a resource after move-in. Feel free to bounce ideas off of them or

ask them any questions about the new work area.

Routine building maintenance issues are to be reported to your designated agency

representatives. Designated agency representatives are then to report all issues to the

applicable Facilities Management Division Building Manager, unless it is an

emergency, so a work order can be created to document the issue.


Broward Sheriff's Office Lt. Eduardo Rosende – [email protected]

Clerk of Courts Karen Joiner - [email protected]

State Attorney’s Office Paula Gauch - [email protected]

Court Administration Meredith Bush – [email protected]

Law Library Arlene Elias [email protected]

Public Defender Michele Grzybowski - [email protected]

Facilities Brenda Kirk- [email protected]

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Additional Resources And InformationFacilities

As you settle into your new workspace there may be building issues that

require immediate attention from the Facilities Management Division (FMD).

For emergency maintenance and temperature issues please ask your

agency representative to contact FMD Work Control Center at 954-397-

6600.

For building warranty and routine building maintenance issues please ask your

designated agency representative to contact the applicable Facilities

Management Division Building Manager.

West Building : Brenda Kirk 954-831-6540

954-9318591 [email protected]

North, East & Midrise Building : Lucinda Fleming 954-831-6132

954-770-7597 [email protected]

East & South Garage : Geoffrey Cacurak 954-357-5711

[email protected]

Emergency security issues are to be reported to Broward Sheriff Office

Main Control Room at 954-831-7330.

IT

For technology related issues please contact your agency’s Information

Technology Department. A list of relevant contacts is included below:

Broward Sheriff's Office Wil Marsal

[email protected]

Clerk of Courts 954-831-5589 (COC-help desk)

[email protected]

State Attorney’s Office 954-831-8016 (SA-IT)

Court Administration 954-831-7722 (JIS Help Desk)

[email protected]

Public Defender 954-831-8693 Michele Grzybowski

[email protected]

If you were referred to ETS by your IT representative you can reach them 24/7

at 954-357-8500.

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broward county courthouse · 12/19/2016 - move begins. the relocation to our new broward county...

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