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The Commonwealth of Massachusetts
Executive Office for Administration and Finance
Bureau of State Office Buildings
Neil R. Kilpeck
Superintendent
Revised, January 2002
The Bureau of State Office Buildings manages the state office buildings located at the Government Center Complex in Boston including the State House, John W. McCormack, Charles F. Hurley and Erich Lindemann Buildings - as well as two state facilities in Pittsfield and one in Springfield. The mission statement of the Bureau follows.
The Bureau mission is to carry out the goals and initiatives of the administration and the statutory responsibilities of Massachusetts General Laws, Chapter 8; to provide a safe, secure workplace for customers, ensuring that all who enter Bureau facilities have a pleasant business environment and can transit common areas without incident; and to efficiently maintain Bureau managed assets within budget, recognizing that they function as places of business, museums of art and history, and sites for public congregation.
The Bureau is organized into five divisions: State House Operations; Building Operations; Planning and Engineering; Safety, Security and Administration.
State House Operations – oversees the operation of the State House: monitors performance of and manages private contractors for cleaning, mechanical maintenance and life safety systems; and sanctions, organizes and supervises all State House events and functions, working closely with personnel in the Legislative and Executive Branches.
Building Operations – efficiently and economically operates and manages Bureau facilities (other than the State House) to provide safe, comfortable accessibility to assigned areas, and to maintain working environments and public areas within funding limits.
Planning and Engineering – oversees mechanical maintenance of all facilities, including HVAC systems, elevators and fire protection. Plans future needs of buildings, including operating and capital expenditures. Supervises all construction projects and manages air quality issues.
Safety, Security and Parking – ensures a safe and secure workplace for employees and state building customers by managing contracts for security, and by overseeing the Photo ID Access Card System, as well as locks, and parking operations.
Administration – provides support, oversight and direct assistance to all Bureau activities and programs, working with the Administration and Finance Central Business Office and other state agencies in the areas of procurement, MIS, personnel, legal compliance and assistance, and budget control. This component also includes the Art Commission.
The Bureau of State Office Buildings established written policies in January 1994. Since then, there have been several revisions, which are outlined below. We ask all who use our facilities to review these policies carefully and to refer to them when questions arise, understanding that in special circumstances policies can be amended or waived. Inconsistencies of policy or application should be reported to the Superintendent.
Many of the policies are based on previously unwritten practice. As the Bureau establishes new policy and reaffirms old practice, changes will occur. The Bureau welcomes customer opinions on policy. Neil R. Kilpeck, the Superintendent of the Bureau, encourages all customers who have questions, concerns or suggestions to contact his office by letter or by calling (617) 727-1100.
HISTORY OF REVISIONS
|
Date of Revision |
BSB Policies Revised |
|
April 1995 |
All |
|
July 1995 |
1-2, 1-3 |
|
November 1995 |
4-3 |
|
February 1996 |
1-1 |
|
April 1996 |
17-4 |
|
July 1996 |
17-1 |
|
January 1997 |
All |
|
March 1997 |
3-1 |
|
September 1997 |
3-1 |
|
November 1997 |
4-8 |
|
March 1998 |
3-1 |
|
June, 1998 |
1-2, 1-3,1-4,1-5 |
|
March, 1999 |
All |
|
April 1999 |
4-8, 15-6 |
|
May 1999 |
1-1, 4-1, 4-4, 4-7, 4-9,15-6 |
|
October 1999 |
4-1, 4-2, 4-5, 4-6, 4-8, 11-1 |
|
January 2000 |
1-2 |
|
May 2000 |
9-1, 10-1, 13-1, 15-6 |
|
August 2000 |
4-8, 18-2 |
|
November 2001 |
1-1, 1-2, 1-4, 2-1, 4-1, 4-2, 4-4, 4-7, 8-1, 15-2 |
|
December 2001 |
15-6, 15-7 |
|
January 2002 |
1-2, 1-4, 1-5, 4-9, 5-1, 9-1, 13-1, 15-2 |
BUREAU RESPONSIBILITIES
Bureau responsibilities are outlined in Chapter 8 of the Massachusetts General Laws; a hyperlink to Chapter 8 appears in Appendix A.
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AGENCY - Any entity under the jurisdiction of an Executive Office or a Constitutional Office that occupies space in any of the buildings that are managed by the Bureau of State Office Buildings.
AGENCY LIAISON - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, Photo ID Access Cards, etc.
[Senators and Representatives shall communicate with the Bureau through the persons designated by the Senate President and the Speaker of the House of Representatives.]
BUREAU - The Bureau of State Office Buildings, sometimes referred to as State Office Buildings or BSB.
CUSTOMERS - Elected officials, state employees, members of Boards and Commissions, visitors, function attendees and those having business with the Commonwealth.
HOURS OF OPERATION AND OFF-HOURS - Normal business hours are 8:00 A.M. to 6:00 P.M., Monday through Friday. Business hours for Events purposes are 8:00 A.M. to 5:00 P.M. During normal business hours, indoor space temperatures shall be at least 68° F during heating season and no more than 78° F during cooling season. Off-hours are between 6:00 P.M. and 8:00 A.M., all weekends, and holidays, during which periods indoor space temperatures shall be at least 60° F during the heating season and no more than 80° during the cooling season.
The normal hours of operation for Building Lighting are from 7:00 A.M. to 7:00 P.M.
The normal hours of operation for Security in the McCormack Building are 7:00 A.M. to 6:00 P.M. weekdays and 9:00 A.M. to 5:00 P.M. weekends. The State Police are available to respond to emergencies at the State House 24 hours per day, 7 days per week.
INCIDENT REPORT - A form generated by the Bureau of State Office Buildings for the purpose of documenting all safety or security related incidents occurring in or on the grounds of any Bureau facility. Incident reports are available through Agency Liaisons and via the Bureau’s website: www.state.ma.us/bsb.
POLICY MANUAL -A compilation of policies, procedures and practices - many previously unwritten - designed to ensure that all Bureau customers receive fair and consistent consideration.
STATE OFFICE BUILDING - A building under the control and responsibility of the Bureau of State Office Buildings. Included are the State House, the McCormack, Saltonstall, Hurley and Lindemann Buildings in Boston, and the Pittsfield State Office Building, the Allen House, and the Liberty St. Building in Springfield.
SUPERINTENDENT - The Agency Head in charge of the Bureau of State Office Buildings.
Activity Logs - Printed information recorded by the card readers installed at the entrance and exit of each Bureau-managed building entrance, turnstile, and parking facility. [BSB Policy 4-8]
Agency Chargeback for Bureau Services - A fee for certain Bureau services, administered by EOAF’s Central Business Office. The fee schedule was established by the Superintendent in January 2000 and will be periodically reviewed. [BSB Policy 7-1]
Ashburton Park - The park area outside the State House bounded by the State House Annex, Bowdoin Street, Mount Vernon Street and Derne Street. [BSB Policy 1-4]
Bulletin - Any printed material, poster, computer-generated paper or paper sign posted for the purpose of publicizing information. [BSB Policy 2-1]
Bureau Conference Rooms - The McCormack conference rooms are Rooms 1, 2, and 3 on the 21st floor. [BSB Policy 10-1]
Bureau Parking Administrator - The person in the Bureau responsible for handling parking requests, assigning temporary parking spaces and resolving various parking issues. [BSB Policies 4-2, 4-4, 4-5, 4-7, 4-8]
Bureau Parking Facilities - All parking facilities owned by the Commonwealth of Massachusetts and managed by the Bureau. They include the State House Garage, the McCormack Garage, the Saltonstall Garage, the Hurley Garage and the Merrimac Street parking lot. [BSB Policies 4-1, 4-2, 4-5, 4-6, 4-8]
Children’s Center Access Card – The numbered ID card issued by the Bureau to parents/guardians of children enrolled in the Commonwealth Children’s Center, located in Room 105A of the McCormack Building, which provides access to the McCormack Building pedestrian doors and lobby turnstiles. [BSB Policy 15-6] [Repealed September 2001]
Common Space - Any area within or around a Bureau facility that is not considered Office Space. This includes all lobbies, grounds, parking areas, stairwells, elevator banks, etc. [BSB Policies 1-1, 4-9, 19-1]
Community Team - Inmate workers from the Department of Correction and the Essex County Sheriff’s Department whose services are used by the Bureau for general maintenance and groundskeeping under the supervision of the Department of Corrections. [BSB Policy 8-1]
Contractor Work Permit - A five part form that must be signed by the Superintendent before an agency may have materials delivered or work begun by an outside contractor. Contractor Work Permit Stipulations are available for review on the Bureau’s website (www.state.ma.us/bsb). [BSB Policy 6-1]
Damage (to vehicles)- Scrapes, dents, stains, broken glass, etc., which occur while a vehicle is parked in a Bureau parking facility. [BSB Policies 4-1, 4-5]
Emergency Evacuation Plan - The specific evacuation plan established for Bureau buildings. Copies of the Emergency Evacuation Plan are available in each Building Manager's office and the Bureau’s Administrative Offices (State House, Room 72). The plan is posted on the Bureau’s website (www.state.ma.us/bsb). [BSB Policies 14-1, 15-4]
Flag Code - Title 36, Chapter 10, Section 173-178 of the United States Code. The customs and traditions of the United States Flag have been codified for the purpose of establishing a common and accepted usage throughout the United States and its possessions. The Code specifies the proper treatment of the Flag and outlines situations in which the United States Flag should be flown at Half-staff on federal properties and jurisdictions. [BSB Policies 17-1, 17-2, 17-3]
Floor Evacuation Team Leader - Agency personnel trained to advise and direct tenants during emergency evacuations and drills . [BSB Policy 14-1]
Foreign Flag - Any flag or emblem of a foreign country. [BSB Policy 17-3]
Front Lawn - The lawn surrounding the front steps of the State House. [BSB Policy 1-4]
Front Sidewalk - The area on the north side of Beacon Street between the front gate and curb. [BSB Policy 1-4]
Front Steps - The area between the Main Gate and Doors 2 and 4 at the front of the State House. [BSB Policy 1-4]
Governmental Entities - State agencies under the executive branch, constitutional offices, legislative bodies, boards and commissions. [BSB Policy 1-2]
Half-staff - The flying of flags at a position half way between the ground and the top of the flag pole. Flying flags at half-staff is a traditional way of showing respect for the dead and sympathy for the survivors and/or the cause in which death occurred. [BSB Policy 17-1]
Handicapped Accessible Parking Space - Any space marked with an HP sign that is designated
strictly for the use of physically disabled persons. [BSB Policies 4-1, 4-2, 4-6]
Illegal Parking Space - Any space within the facility that is marked with a "NO PARKING" or a "FIRE LANE" sign, and other area which is clearly hazardous. [BSB Policies 4-1, 4-2, 4-6]
Loading Dock Hours of Operation - The hours designated by the Superintendent of State Office Buildings during which vendors may deliver goods and or/services. [BSB Policy 5-1]
Loss - The theft of items from a vehicle that is parked in a Bureau parking facility or the theft of the vehicle itself. [BSB Policies 4-1, 4-5]
Lost and Found Center - The location where property lost in Bureau facilities can be claimed, and where property found can be deposited. The Lost and Found Center is located in the Bureau’s Operations Office (Room 107, McCormack) and the MDC Ranger Station (Room 5, State House). [BSB Policy 18-1]
Lost Property - Any item of personal property that is found in any of the Government Center Bureau buildings. This includes clothing, jewelry, checks, credit cards and money. [BSB Policy 18-1]
Modification - Any work done to substantially replace or reconfigure office space. Any work that will require additional electrical or heating and cooling or will impact the air distribution systems in an office area. This includes changing carpets, moving portable wall partitions, etc. [BSB Policy 6-1]
Non Governmental Entities - Individuals, businesses, private groups and non-profit business corporations. [BSB Policy 1-2]
Office Space - The space in a Bureau facility that is set aside for agency use, staffed by state employees or others appointed by the Governor, and allocated by the Division of Capital Asset Management in conjunction with the Bureau. [BSB Policies 1-1, 4-9, 19-1]
Official Sponsor - A constitutional officer, secretariat head, senator, representative or agency head who agrees to be the sponsor for an entity holding a function in any State House Function Space during State House Non-Business Hours. [BSB Policy 1-2]
Parking Violation Notice - A four-part Bureau notice placed on the windshield of a vehicle that is either illegally parked or is without a placard displayed on the dashboard. The notices serve as a courtesy warning; no fines are attached. The first copy is left on the windshield of the vehicle, the second copy will be sent to the vehicle owner’s Agency Head/Liaison, the third copy will be sent to the Bureau Parking Administrator and the fourth will be sent to the Superintendent. [BSB Policy 4-2]
Photo ID Access Card - The photo ID card the Bureau issues to state employees which provides access to Bureau facilities. [BSB Policies 4-1, 4-8, 15-2, and 15-6]
Placard - A 5" x 8" card issued by the Bureau that is marked with the designated facility in which the vehicle is authorized to park, the corresponding access card number, and the number of a reserved space, where applicable. The Placard must be displayed on the driver’s side of the dashboard while the vehicle is parked in the Bureau parking facility. [BSB Policies 4-1 and 4-2]
POW/MIA Flag - The name given to the National League of Families POW/MIA Flag. [BSB Policy 17-4]
Recyclable Material - Materials used within the office environment that can be reused or reprocessed for future use. The Bureau’s recycling contractor collects mixed paper, including adding machine tape, catalogs and brochures, computer paper, envelopes, manila file folders, letterhead, bond paper, post-it notes, fax paper, newspaper, phone books, boxes, etc. [BSB Policy 12-1]
Regular Working Hours - Normal business hours are determined by the Bureau to be 8:00 A.M. to 6:00 P.M., Monday through Friday. During these hours it is the mechanical maintenance contractor's responsibility to adequately maintain the HVAC equipment to assure an indoor space temperature of 72° F and 50% Relative Humidity with a range of plus or minus 2° F and plus or minus 10% RH. Normally the temperature in any area of the building shall not fall below 68° F during occupied heating hours and above 78° F during occupied cooling hours. [BSB Policy 13-1]
Renovation - Any major work done to alter office space. This would include ceiling work, floor work, adding or removing walls, and any work that could disrupt the flow of ventilation, heating and cooling. [BSB Policy 6-1]
Service Charge - Charge for employee labor costs for State House personnel or contractors to oversee an event. [BSB Policy 1-2]
State House Business Hours - Monday to Friday, 8:00 A.M. to 6:00 P.M. [BSB Policy 1-2]
State House Function Space - All areas in the State House deemed suitable for supporting a function. Areas include the Great Hall, Nurses’ Hall, the Grand Staircase and Gardner Auditorium. Memorial Hall and Doric Hall are available under specific circumstances when approved by the Superintendent. [BSB Policy 1-2]
State House Non-Business Hours - Weekdays, 6:00 P.M. - 8:00 A.M., and Saturdays, Sundays and Holidays. [BSB Policy 1-2]
Temporary Visitor Parking - The limited number of spaces that the Bureau makes available for parking on a temporary basis. Vehicles occupying these spaces, which are assigned for one day only, do not need to have a Placard displayed on the dashboard. However, a Visitor Access Card is required to enter the parking facility. Visitor parking spaces are located in the McCormack Garage in unreserved spaces on the third and fourth levels [BSB Policies 4-1, 4-4]
User Fee - A flat fee paid by function organizers to the State House Special Event Fund to compensate for wear and tear on the building, utility costs and other general operating expenses. [BSB Policy 1-2]
Utility Chargeback Fee - A fee charged to tenants for maintenance and operation costs for the heating and cooling plant and all associated utility costs including gas, electricity, water, and steam. The fee is assessed when a tenant agency requests utility use outside of normal working hours. [BSB Policy 13-1]
Visitor Access Card - The card issued by the Bureau to persons authorized to park in a Temporary Visitor Parking space which is programmed to allow access to the appropriate parking facility for one day only (one time in, one time out). [BSB Policies 4-1, 4-4]
West Lawn - The lawn surrounding the West Wing of the State House. [BSB Policy 1-4]
Work Order System - A system for the timely completion of work by Bureau Trades Staff. The Trades Manager assigns Bureau Staff to electrical, carpentry, painting and masonry projects in accordance with priorities established by the Superintendent. [BSB Policy 7-1]
BSB POLICY 1-1 NOVEMBER 2001
PURPOSE
To establish clear, consistent guidelines for the control of the use of office building space.
DEFINITIONS
Common Space - Any area within or around a Bureau facility that is not considered Office Space. This includes all lobbies, grounds, parking areas, stairwells, elevator banks, etc.
Office Space - The space in a Bureau facility that is set aside for agency use, staffed by state employees or others appointed by the Governor, and allocated by the Division of Capital Asset Management in conjunction with the Bureau.
POLICY
It is the policy of the Bureau of State Office Buildings to limit the use of Office Space and Common Space to its tenants and other state agencies. Solicitation, sales, charity, recruitment, and distribution of information in Bureau facilities are prohibited unless approved by the Superintendent. [See BSB Policy 1-2 for the Use of State House Function Space]
PROCEDURE
Any group that wishes to use state office building space for other than work-related purposes must file a written request in advance with the respective building manager and receive written approval from the Superintendent.
BSB POLICY 1-2 January 2002
State House Functions/Use of State House Space
PURPOSE
To establish clear, consistent guidelines for the control of the use of State House Function Space for public functions and hearings.
DEFINITIONS
Governmental Entities - State agencies under the executive branch, constitutional offices, legislative bodies, boards and commissions.
Non-Governmental Entities - Individuals, businesses, private groups and non-profit business corporations.
Official Sponsor - A constitutional officer, secretariat head, senator, representative or agency head who agrees to be the sponsor for an entity holding a function in any State House function space.
State House Business Hours - Monday to Friday, 8:00 A.M. to 6:00 P.M.
State House Event Hours - Monday to Friday, 9:00 A.M. to 11:00 P.M.
State House Function Space - All areas in the State House deemed suitable for supporting a function. Areas include the Great Hall, Nurses' Hall, the Grand Staircase and Gardner Auditorium. Memorial Hall and Doric Hall are available under specific circumstances when approved by the Superintendent.
State House Non-Business Hours - Weekdays, 6:00 P.M. - 8:00 A.M.; and Saturdays, Sundays and Holidays.
POLICY
It is the policy of the Bureau of State Office Buildings to require that events to be held in any State House Function Space be arranged through the Director of State House Operations at least 7 days but not more than 6 months in advance and have an Official Sponsor. No weddings, graduation parties, birthday parties or political fund raising activities are allowed in the State House or on State House grounds. Events having in excess of one hundred (100) attendees require additional security and cleaning staff. Fees may be charged to the user to cover the Bureau's extraordinary expenses. The Superintendent reserves the right to make the final decision to accept or deny any function application.
PROCEDURE
Any state agency head or constitutional office may reserve function space for a constituent group. Private groups and other Non-Governmental Entities must obtain sponsorship from an Official Sponsor. Any party wishing to hold a function or event in the State House must request an application form from the Director of State House Operations Office in Room 115. Applicants will receive a copy of the Bureau's "Terms, Conditions and Policies for Functions" booklet and must agree in writing to adhere to the terms therein. Event/promotion businesses and function coordinators must identify their clients and obtain the signature of an officer of any corporate client on the application. Daytime event applications must be completed with a floor plan and submitted to the Director of State House Operations no less than 2 weeks prior to the scheduled event. After-hours event applications must be completed with a floor plan and submitted to the Director of State House Operations no less than 30 days prior to an event. Applications for events for more than 750 attendees will not be accepted. Upon approval of the application, the Director of State House Operations will arrange an appointment to walk through the area with the applicant. Non-Governmental Entities will be required to enter into a written agreement indemnifying the Commonwealth against any claims for casualty liability.
ROOM CAPACITY
Great Hall Seated – 240 guests
Stand up – 400 guests
Grand Staircase Seated – 100 guests
Stand up – 250 guests
Nurses’ Hall Seated – 50 guests
Stand up – 100 guests
Gardner Auditorium Seated – 600 guests
RESTRICTIONS
· The Superintendent may, at his discretion, postpone or cancel any function if the security and safety of the State House, or its occupants or visitors may be compromised or conflict with any security measures in place.
· The superintendent may, at his discretion, postpone or cancel an event, or alter the security requirements of an event if the Department of Homeland Security raises the warning level on the Terrorist Threat Alert System.
· Attendees of State House functions during and after regular business hours are required to enter and exit through set checkpoints staffed by security personnel.
· Attendees of State House functions during and after regular business hours must submit to security screening of themselves and personal affects.
· Attendees of after-hours functions are limited to the physical space in which the function is reserved. Attendees may not leave the designated function space unless exiting the facility. Attendees touring the facility or in otherwise restricted areas will be escorted from the facility.
· No smoking is allowed in state buildings. Attendees who leave the function for any purpose, including smoking will be subject to screening at the security checkpoint upon reentry.
· Any attendee who purposely or inadvertently compromises the security or safety of the building or occupants will be removed from the function and subject to prosecution.
· Events are limited to the attendance level requested during the application process. Events exceeding the registered attendance will be subject to the additional charges, consistent with the actual attendance number. Under no circumstances may the maximum attendance limit be exceeded. Security personnel will shut the door and bar further entrance when the maximum attendance has been reached.
· Food may be served only in the Great Hall, Grand Staircase area and Nurses' Hall, located on the second floor of the State House.
· Ice sculptures are not allowed in any State House Function Space.
· Balloons are not allowed in any State House Function Space.
· Handheld signs on sticks are not allowed anywhere in the State House.
· Open flames are not allowed in any State House Function Space.
· Event signage is limited to bulletin boards and easels; no signs may be taped to walls or elevators.
· Entrance through the front center stairs is strictly limited to official State events.
· The Landing atop the Grand Staircase is not State House Function space and may not be used for events.
· The use of Memorial Hall is strictly limited to Veterans groups.
· Activities in support of political candidates or ballot questions are not permitted on Bureau grounds.
FEES
A user fee has been established for the daytime use of State House function space. This fee includes the reservation of the physical space, Bureau staff to monitor and assist in the event set-up, breakdown and operation, and an appropriate cleaning staff. The fee structure is as follows:
1-150 guests $1,800.00
151-450 guests $3,100.00
451-750 guests $4,650.00
A user fee has been established for the after-hour use of State House function space. All fees include the reservation of the physical space, Bureau staff to monitor and assist in event set-up, breakdown and operation, and an appropriate cleaning staff. The fee structure is as follows:
1-150 guests $3800.00
151-450 guests $5100.00
451-750 guests $6600.00
All fees must be paid 2 weeks prior to the event, with absolutely no exceptions. The Director of State House Operations may cancel any event not paid in full by the payment deadline. See the State House event packet for details on payment.
All after-hour events are subject to additional security personnel. Due to the varying types and circumstances of events, the exact number of additional security personnel and/or State Police Troopers will be determined on a case-by-case basis by the Ranger Captain and the State Police Lieutenant in consultation with the Bureau Director of Security. Circumstances that may effect the security personnel assigned include but are not limited to; size of the event, whether alcohol is served, any special security issues at the building and the nationwide terrorist threat alert level.
Minimum security requirements include sufficient security personnel to:
- screen all attendees,
- screen all deliveries and service personnel,
- secure perimeter of event location, and
- provide for necessary emergency and routine patrol response.
The cost for additional security is the responsibility of the private function coordinator and must be paid directly to the agencies providing the security services a minimum of 3 days prior to the event’s scheduled date.
BSB POLICY 1-3 Repealed March 1999
BSB POLICY 1-4 January 2002
PURPOSE
To establish clear, consistent guidelines for the control of the use of the grounds of the State House.
DEFINITIONS
Ashburton Park - The park area outside the State House bounded by the State House Annex, Bowdoin Street, Mount Vernon Street and Derne Street.
Front Lawn - The lawn surrounding the Front Steps of the State House.
Front Sidewalk - The area on the north side of Beacon Street between the front gate and curb.
Front Steps - The area between the Main Gate and Doors 2 and 4 at the front of the State House.
West Lawn - The lawn surrounding the West Wing of the State House.
POLICY
It is the policy of the Bureau of State Office Buildings to allow only official state functions within the exterior grounds of the State House. All official state functions must be arranged through the Director of State House Operations at least 7 days but not more than 6 months in advance. Agencies requesting events in excess of (100) attendees will be responsible for security and cleaning fees charged back to the host agency.
PROCEDURE
Any agency wishing to hold an official state event on the grounds of the State House must request an application from the Director of State House Operations in Room 115. Applicants will receive a copy of the Bureau's "Terms, Conditions and Policies for Functions" booklet and must agree in writing to adhere to the terms therein.
RESTRICTIONS
1. Only State Agencies are permitted to hold functions in Ashburton Park
2. Excess noise is prohibited
3. Music and/or amplified sound after 5:00 P.M. is prohibited
4. Parking within the park is prohibited. Agencies requesting parking may make arrangements with the House and Senate Rules Committees for street parking
Front Sidewalk ·
No BSB or State House restrictions exist, as this area is under the jurisdiction of the City of Boston. A permit must be obtained by the City of Boston
BSB POLICY1-5 JANUARY 2002
Guidelines for State House Special Event Fund
The Special Event Fund was established in 1995 with the enactment of Massachusetts General Laws Chapter 10, section 35P. Also in 1995, Chapter 8 of the General Laws, which governs the operation of the Bureau of State Office Buildings, was amended to add section 9A. Both statutes authorize the Superintendent, after consultation with the Secretary of State, to expend up to $50,000 from the fund for educational and cultural programs at the State House.
The following guidelines are used by the Superintendent in authorizing disbursements from the Special Event Fund.
Funds are used to cover certain expenses for:
The actual production costs incurred by BSB associated with the specific events, specifically the cleaning, staffing and management costs.
Major annual State House events sponsored by the Bureau or executive branch offices, such as the annual Christmas Tree Lighting Ceremony, Chanukah Ceremony, Governor’s State of the State Address, etc.;
Special events sponsored by the Governor’s Office;
Musical performances by school groups during the winter holiday season;
The summer concert series sponsored by the Secretary of State. Participants in these concerts may include military bands, school music groups,* community bands and choruses,** and bands sponsored by community groups or veteran’s organizations.
- The Bureau accepts suggestions from the State House community for other educational and cultural events that are of general interest and would draw a large audience. Proposals for possible performances at the State House sponsored by this Fund may be made to the Superintendent, and must be in writing. They may include:
· chamber concerts;
· lectures;
· demonstrations of historical or scientific nature;
· seminars.
- The Superintendent will approve funds for reimbursement for the following costs associated with special events:
· Transportation, including bus rental;
· Food to be served to guests or to performing groups;
· Rental or purchase of equipment related to performances or media presentations, such as special audiovisual, sound, or lighting equipment.
- The Superintendent will authorize payment for a contribution to non-profit performing groups to help offset their operating expenses or expenses incurred to enhance public performances and events. These operating expenses may include the costs of rehearsal halls, piano tuning and the purchase of printed music and music stands, etc.
- The Bureau will not pay salaries or stipends for any group’s staff expenses.
- The funds are not used to pay for professional entertainers.
- All programs that encourage taxpayers and citizens from across the state to visit their State House and better understand its history and present day use as the Seat of Government will be considered on their merits for funding.
*School groups may be public, private, or parochial, and may include students of all ages.
**Community bands and chorus groups may include VFW or American Legion Bands, drum and bugle corps, community choral societies, or musical groups that are sponsored by non-musical organizations such as women’s clubs, Kiwanis or Rotary Clubs, etc.
BSB POLICY 2-1 November 2001
BSB POLICY 2-1 November 2001
PURPOSES
To provide an orderly and professional appearance in all state office buildings. To prevent the posting of material not pertaining to State Government or state buildings.
DEFINITIONS
Bulletin - Any printed material, poster, computer-generated paper or paper sign posted for the purpose of publicizing information.
POLICY
It is the policy of the Bureau of State Office Buildings to limit the placement of Bulletins to bulletin boards. No posted material shall be affixed to walls, doors, or elevators. No political campaign signs shall be displayed or posted in Bureau facilities.
PROCEDURE
All Bulletins must be preapproved by the Superintendent of State Office Buildings or his designee. If approved, Bulletins may be posted on the bulletin boards provided in each building. Failure to adhere to this procedure will result in the removal of posted material. The person who posts the Bulletin must also remove it at the time it becomes obsolete.
When permanent signs are needed, the Bureau will install them. Bureau Staff shall solicit suggestions for permanent signs from agency liaisons.
Agencies may install signs with Bureau consent, provided that they are consistent with other signs on the same floor and are ADA compliant.
BSB POLICY 3-1 March 1999
Smoking in State Office Buildings
PURPOSE
To promote a safe and healthy environment for Bureau Customers by reducing the health risks associated with exposure to tobacco smoke in the state office buildings under the jurisdiction of the Bureau.
DEFINITIONS
Customers - Elected officials, state employees, members of boards and commissions, visitors, function attendees and those having business with the Commonwealth.
State Office Building - A building under the control and responsibility of the Bureau of State Office Buildings. Included are the State House, and the McCormack, Saltonstall, Hurley and Lindemann Buildings.
POLICY
Effective August 25, 1997, the Bureau’s Smoking Policy prohibits smoking in any area of any State Office Building, including bathrooms, stairwells, and garages, with limited exception, in accordance with M.G.L. Chapter 270, section 22. This law supersedes Administrative Bulletin 87-1 promulgated by the Executive Office of Administration and Finance, which was the basis of previous Bureau Policy. Section 22 provides, in pertinent part:
No person shall smoke in the state house or in any building owned by the commonwealth or in any space occupied by a state agency or department of the commonwealth which is located in another building, including any private office in any such building or space mentioned in this sentence, notwithstanding the provisions of the last paragraph. The provisions of the foregoing sentence shall not apply to residents or patients of state hospitals, the Soldiers’ Home in Massachusetts, the Soldiers’ Home in Holyoke and any substance abuse treatment center under the jurisdiction of the commonwealth.
Lindemann Building - The smoking policy at the Lindemann building requires staff who smoke to use the bus stop type areas on the mezzanine of the building. For the inpatients who smoke, there is a smoking room within the patient area of the building. This building falls within the exception for substance abuse treatment centers.
PROCEDURE
Any person who observes a violation of this policy should report the violation to the agency head, cabinet officer or legislative chairman supervising the offending employee. The person observing the violations should also alert the Director of State House Operations for violations observed in the State House, or the Deputy Superintendent for Operations for violations observed in the other Bureau facilities in Government Center. Bureau staff members have an obligation to help identify the agency of an offending party and to report or verify violations to the agency head.
BSB POLICY 4-1 November 2001
PURPOSES
To provide orderly and safe parking in Bureau Parking Facilities for authorized personnel and visitors. To avoid confusion related to parking or the acquisition of parking privileges. To set forth responsibilities of persons authorized to park in Bureau Parking Facilities.
DEFINITIONS
Agency Liaison - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, Photo ID Access Cards, etc.
Bureau Parking Facilities - All parking facilities owned by the Commonwealth of Massachusetts and managed by the Bureau. They include the State House Garage, the McCormack Garage, the Saltonstall Garage, the Hurley Garage and the Merrimac Street parking lot.
Damage (to vehicles)- Scrapes, dents, stains, broken glass, etc., which occur while a vehicle is parked in a Bureau Parking Facility.
Handicapped Accessible Parking Space - Any space marked with an HP sign that is designated
strictly for the use of physically disabled persons.
Illegal Parking Space - Any space within the facility that is marked with a "NO PARKING" or a "FIRE LANE" sign, and any other area that is clearly hazardous.
Loss - The theft of items from a vehicle that is parked in a Bureau Parking Facility or the theft of the vehicle itself.
Photo ID Access Card - The photo ID card issued by the Bureau to state employees which provides access to Bureau buildings.
Placard - A 5" x 8" card issued by the Bureau that is marked with the designated facility in which the vehicle is authorized to park, the corresponding access card number, and the number of a reserved space when applicable. The Placard must be displayed on the driver’s side of the dashboard while the vehicle is parked in the Bureau Parking Facility.
Temporary Visitor Parking - The limited number of spaces that the Bureau makes available for parking on a temporary basis. Vehicles occupying these spaces, which are assigned for one day only, do not need to have a Placard displayed on the dashboard. However, a Visitor Access Card is required to enter the parking facility. Visitor parking spaces are located in the McCormack Garage in unreserved spaces on the third and fourth levels.
Visitor Access Card - The card issued by the Bureau to persons authorized to park in a Temporary Visitor Parking space which is programmed to allow access to the appropriate parking facility for one day only (one time in, one time out).
POLICY
It is the policy of the Bureau of State Office Buildings to allow only authorized personnel to park in Bureau Parking Facilities. The use of a Bureau-issued Photo ID Access Card shall be required for admittance into a Bureau Parking Facility, and a Bureau-issued Placard shall be displayed on the dashboard of any vehicle so parked. Unauthorized vehicles parked in any Bureau Parking Facility will be removed at the owner’s expense.
By accepting parking privileges, users agree to save harmless the Commonwealth and its agents from any Loss or Damage incurred while using Bureau parking facilities.
PROCEDURE
Constitutional officers, cabinet secretaries, legislative leaders, independent agency heads and designated Agency Liaisons shall make any requests for parking to the Superintendent in writing. Such persons are responsible for assigning all parking spaces allocated to their agencies by the Bureau, determining the needs of employees with handicaps and meeting those needs through the agency’s allocation.
It is the responsibility of the Agency Liaison to provide a vehicle registration number for each person who is assigned parking. Employee parking in Bureau Parking Facilities is limited to those who work in Bureau buildings.
No vehicle shall park in an Illegal Parking Space. No vehicle shall park in a Handicapped Accessible Parking Space without proper HP identification. Illegally parked vehicles are subject to tow and/or the loss of parking privileges.
A Placard must be displayed on a vehicle’s dashboard while it is parked in any Bureau Parking Facility. No vehicle shall gain access to such facility except by the use of a Photo ID Access Card. (The Photo ID Access Cards of personnel authorized to park in Bureau facilities will be programmed to allow access into the appropriate garage.)
Each person authorized to park in the McCormack Garage will be assigned a reserved parking space and must park his/her vehicle in that reserved space. Persons issued Visitor Access Cards for Temporary Visitor Parking shall park only in the visitor parking spaces. (See BSB Policy 4-4.) If a driver forgets his/her Photo ID Access Card, the driver must proceed to the Bureau’s Executive Offices in Room 1 of the State House to secure a Visitor Access Card. If the Photo ID Access Card or the Visitor Access Card is lost, there is a $10 replacement fee.
All vehicles parking in the Saltonstall Garage must do so in an orderly manner. No vehicle shall park on the first level unless it is assigned a reserved parking space on that level. All spaces on the second level are occupied on a "first come, first served" basis. If a driver forgets his/her Photo ID Access Card, the driver must proceed to the Bureau’s Executive Offices in Room 1 of the State House to secure a Visitor Access Card. If the Photo ID Access Card or the Visitor Access Card is lost, there is a $10 replacement fee.
If no legal spaces are available in the Saltonstall Garage, the vehicle must proceed to the lot at the corner of Merrimac and Staniford Streets adjacent to the Lindemann Building.
The following applies to the Hurley Garage:
- Certain spaces are assigned to employees of the Department of Mental Health. These spaces are not reserved, but DMH-authorized parkers must display Placards in their windshields.
- All other spaces are reserved and authorized parkers must display Placards in their windshields.
- No Temporary Visitor Parking is available from the Bureau.
BSB POLICY 4-2 November 2001
Return to IndexPURPOSES
To ensure a safe and orderly parking facility for authorized personnel. To set forth the procedure for removing vehicles using Bureau Parking Facilities without proper authorization.
DEFINITIONS
Agency Liaison - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, Photo ID Access Cards, etc.
Bureau Parking Administrator - The person in the Bureau responsible for handling parking requests, assigning temporary parking spaces, and resolving various parking issues.
Bureau Parking Facilities - All parking facilities owned by the Commonwealth of Massachusetts and managed by the Bureau. They include the State House Garage, the McCormack Garage, the Saltonstall Garage, the Hurley Garage and the Merrimac Street parking lot.
Handicapped Accessible Parking Space - Any space marked with an HP sign that is designated strictly for the use of persons with physical disabilities.
Illegal Parking Space - Any space within the facility that is marked with a "NO PARKING" or a "FIRE LANE" sign, and other area which is clearly hazardous.
Parking Violation Notice - A four-part Bureau notice placed on the windshield of a vehicle that is either illegally parked or without a Placard displayed on its dashboard. The notice serves as a courtesy warning; no fine is attached. The other three copies are sent to the vehicle owner’s Agency Head/Agency Liaison, the Bureau Parking Administrator, and the Superintendent.
Placard - A 5" x 8" card issued by the Bureau that is marked with the designated facility in which the vehicle is authorized to park, the corresponding access card number, and the number of a reserved space when applicable. The Placard must be displayed on the driver’s side of the dashboard while the vehicle is parked in the Bureau Parking Facility.
POLICY
It is the policy of the Bureau of State Office Buildings to have vehicles that have received three or more Parking Violation Notices removed from Bureau Parking Facilities.
In addition, it is the policy of the Bureau of State Office Buildings to have any vehicles which create a hazard to the facility or its occupants towed.
Further, the Bureau of State Office Buildings reserves the right to have any vehicle which does not have the proper credentials displayed removed without warning during times of heightened security or times in which a threat is made to the facility.
Such vehicles will be towed under Bureau supervision and at the owners’ expense.
PROCEDURE
Any person who fails to follow designated parking procedures will receive a Parking Violation Notice. In addition to the copy of the notice left on the windshield, copies will be sent to the vehicle owner’s Agency Head/Agency Liaison, the Superintendent of State Office Buildings, and the Bureau Parking Administrator.
Unacceptable parking procedures include:
Any vehicle receiving three Parking Violation Notices will be subject to removal at the owner's expense. [Upon issuing the third violation notice, the Bureau will make an attempt to contact the owner of the vehicle in danger of being towed.] Unidentifiable vehicles may be towed without prior notice.
Chronic violations may result in the suspension or forfeiture of parking privileges.
BSB POLICY 4-3 Repealed, March 1999
BSB POLICY 4-4 November 2001
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PURPOSE
To accommodate agencies and constitutional offices by providing limited Temporary Visitor Parking for persons needing to travel to the Government Center Complex to conduct business with agents of the Commonwealth of Massachusetts.
DEFINITIONS
Agency Liaison - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, Photo ID Access Cards, etc.
Bureau Parking Administrator - The person in the Bureau responsible for handling parking requests, assigning temporary parking spaces and resolving various parking issues.
Temporary Visitor Parking- The limited number of spaces which the Bureau makes available for parking on a temporary basis. Vehicles occupying these spaces, which are assigned for one day only, do not need to have a Placard displayed on the dashboard. However, a Visitor Access Card (an electronic access card) is required to enter the parking facility. Visitor parking spaces are located in the McCormack Garage in unreserved spaces on the third and fourth levels.
Visitor Access Card - The card issued by the Bureau to persons authorized to park in a Temporary Visitor Parking space, which is programmed to allow access to the appropriate parking facility for one day only (one time in, one time out).
POLICY
It is the policy of the Bureau of State Office Buildings to provide temporary parking whenever possible for the use of visitors of tenant agencies and constitutional offices. Arrangements for Temporary Visitor Parking must be made between the Bureau Parking Administrator and the Agency Liaison.
PROCEDURE
All requests for Temporary Visitor Parking must be received by the Bureau Parking Administrator at least forty-eight (48) hours in advance. All requests must be in writing and must include the visitor’s name, and the make, model and registration number of the visiting vehicle. All other requests will be disregarded. The Bureau will assure a fair and equitable distribution of the limited visitor parking spaces. All Temporary Visitor Parking users must follow the guidelines set forth in BSB POLICY 4-1.
Visitors who are granted a Temporary Visitor Parking space must report to the Bureau’s Executive Offices in Room 1 of the State House (by entrance door #21 on Derne Street) to receive a Visitor Access Card. To receive the access card, the visitor must submit a Driver’s License, which will be held until the card is returned. If the Visitor Access Card is lost, the visitor will be charged a $10 replacement fee.
Those persons using Visitor Parking must present the Visitor Parking Card and a valid Massachusetts Driver’s License to the State Police at the garage entrance.
BSB POLICY 4-5 October 1999
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Loss of or Damage to Vehicles in Bureau Parking Facilities
PURPOSE
To establish guidelines for any tort claims that arise as a result of loss of or damage to a vehicle while parked in a Bureau Parking Facility.
DEFINITIONS
Bureau Parking Administrator - The person in the Bureau responsible for handling parking requests, assigning temporary parking spaces and resolving various parking issues.
Bureau Parking Facilities - All parking facilities owned by the Commonwealth of Massachusetts and managed by the Bureau. They include the State House Garage, the McCormack Garage, the Saltonstall Garage, the Hurley Garage and the Merrimac Street parking lot.
Damage - Scrapes, dents, stains, broken glass, etc., which occur while a vehicle is parked in a Bureau Parking Facility.
Loss - The theft of items from a vehicle parked in a Bureau Parking Facility or the theft of the vehicle itself.
POLICY
It is the policy of the Bureau of State Office Buildings to assume NO responsibility for Loss of or Damage to vehicles parked in Bureau Parking Facilities. By accepting parking privileges, users agree to save harmless the Commonwealth and its agents from any such Loss or Damage.
PROCEDURE
Although the Bureau assumes no responsibility, any incidents regarding the Loss of or Damage to a vehicle or its contents should be reported to the Bureau Parking Administrator. Claims may be forwarded to the Executive Office for Administration and Finance, Attention: Tort Claims, State House, Room 373, Boston, Massachusetts 02133. All claims should include the following language: "This letter serves as a notice of presentment as required by Massachusetts General Laws Chapter 258, Section 1 et seq."
BSB POLICY 4-6 October 1999
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Handicapped Accessible Parking
PURPOSE
To provide Handicapped Accessible Parking Spaces and ensure a fair and equitable distribution of handicapped parking privileges.
DEFINITIONS
Agency Liaison - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, photo ID access cards, etc.
Bureau Parking Facilities - All parking facilities owned by the Commonwealth of Massachusetts and managed by the Bureau. They include the State House Garage, the McCormack Garage, the Saltonstall Garage, the Hurley Garage and the Merrimac Street parking lot.
Handicapped Accessible Parking Spaces - Any space marked with an HP sign that is designated strictly for the use of persons with physical disabilities.
POLICY
It is the policy of the Bureau of State Office Buildings that requests by Agency Liaisons for Handicapped Accessible Parking Spaces be made in the same manner as requests for regular spaces as outlined in BSB POLICY 4-1.
PROCEDURE
All spaces in Bureau Parking Facilities, including Handicapped Accessible Parking Spaces, are assigned through Agency Liaisons. Agencies can meet their needs for handicapped parking in two ways.
Regulation Spaces. There are 13 regulation Handicapped Accessible Parking Spaces in the McCormack Garage and 12 in the Saltonstall Garage, all of which are assigned according to a waiting list. Historically, these spaces have been assigned to employees with permanent disabilities with HP license plates on a "first come, first served" basis. Once the user leaves state service, the parking space reverts to the Bureau for reassignment to the next person on the waiting list. An HP license plate is required in order for a person to be considered for assignment to one of these Handicapped Accessible Parking Spaces
Non-Regulation Spaces (out of agency allocation). Regularly allocated spaces may be used by Agencies to meet their needs. These spaces are NOT regulation size.
It is the responsibility of the agency to determine the needs of its employees and assign the allocated spaces justly. If an agency needs a Handicapped Accessible Parking Space and is at its space allocation, that agency must reassess its parking allocations and make adjustments to accommodate the handicapped parking need.
BSB POLICY 4-7 November 2001
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Access to the State House Garage
PURPOSE
To ensure the security of the State House Garage and the vehicles within by establishing a clear procedure for the opening and closing of the entrance gates.
DEFINITIONS
Bureau Parking Administrator - The person in the Bureau responsible for handling parking requests, assigning temporary parking spaces and resolving various parking issues.
Photo ID Access Card - The photo ID card issued by the Bureau to state employees that provides access to Bureau buildings.
POLICY
It is the policy of the Bureau of State Office Buildings to keep the iron gate to the State House Garage secured except between the hours of 7:00 A.M. and 6:00 P.M, Monday through Friday. During these hours, the iron gate shall remain open but admittance to the garage shall be by Photo ID Access Card only.
PROCEDURE
The iron gate entrance to the State House Garage is controlled by a timer and should remain open only between the hours of 7:00 A.M. and 6:00 P.M., Monday through Friday. If the gate is found open at any other time, the Bureau Parking Administrator and the Park Rangers should be notified.
The Photo ID Access Cards issued to authorized users are programmed to open both the iron gate and the electronic doors at the entrance to the garage. Therefore, authorized users have access to the garage 24 hours per day, 7 days per week.
The Senate President and the Speaker of the House shall designate and assign all spaces in the State House Garage to members of the General Court. Their offices hold the members responsible for the proper use of the Photo ID Access Cards issued to them. If a Photo ID Access Card is lost, there is a $10 replacement fee. Authorized users should report any safety or security issues to the Park Rangers and should file Bureau incident reports for specific breaches of security.
BSB POLICY 4-8 August 2000
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Maintenance of Records of Photo ID Access Card Activity
PURPOSES
To track the improper use of Photo ID Access Cards for access to Bureau facilities. To determine whether a particular card is being used regularly. To determine time periods when system problems, vandalism, or other security issues are most likely to occur. To develop histories of high/low period activity.
DEFINITIONS
Photo ID Access Card - The photo ID card issued by the Bureau to state employees that provides access to Bureau facilities in Government Center.
Transaction Log - Information recorded by the card readers at access points in all Bureau facilities where a Photo ID Access Card is required for access.
POLICY
It is the policy of the Bureau of State Office Buildings to maintain Photo ID Access Card activity records that are useful in sustaining and/or improving security and parking operations, such as lists of cardholders and a Transaction Log.
The Superintendent will release Photo ID Access Card activity records pursuant to state and federal laws.
PROCEDURE
Each time a Photo ID Access Card transaction is completed, information from that transaction is stored in the security/access system as a record. The stored records make up the Transaction Log. The Bureau maintains one week’s worth of transactions; that is, at any given time, the Transaction Log contains records of all Photo ID Access Card activity from the preceding seven days.
BSB Policy 4-9 January 2002
Return to IndexPURPOSE
To identify safe locations for the parking of bicycles used by employees who work in Bureau facilities. To keep Office Space and Common Space, unless so designated, clear of bicycles which could pose a safety hazard by falling, or blocking the exit routes of customers.
DEFINITIONS
Common Space - Any area within or around a Bureau facility that is not considered Office Space. This includes all lobbies, grounds, parking areas, stairwells, elevator banks, etc.
Office Space - The space in a Bureau facility that is set aside for agency use, staffed by state employees or others appointed by the Governor, and allocated by the Division of Capital Asset Management in conjunction with the Bureau.
POLICY
It is the policy of the Bureau of State Office Buildings to provide outdoor and/or indoor bicycle racks for the use of state employees who work in Bureau facilities. Bicycles shall not be ridden or walked through the lobbies/hallways of Bureau buildings or parked in any Office Space or Common Space, except where designated for bicycle parking.
PROCEDURE
Employees who work in the State House should use the bicycle rack located on the loading dock of the State House Garage.
Those who work in the McCormack Building should use the bicycle racks provided in the Plaza areas of the building or on the first level of the McCormack garage. The Photo ID Access Cards of all employees who work in this building have been programmed to allow access to the garage through the pedestrian doors only.
BSB POLICY 5-1 January 2002
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PURPOSES
To ensure the security of state office buildings by setting and enforcing hours and conditions for loading dock operation. To minimize damage to loading dock doors.
DEFINITIONS
Loading Dock Hours of Operation - The hours designated by the Superintendent of State Office Buildings during which vendors may deliver goods and/or services.
POLICY
It is the policy of the Bureau of State Office Buildings to limit the Loading Dock Hours of Operation and to require prior written authorization for contractors who wish to utilize the loading dock after hours.
PROCEDURE
The following are the designated hours of operation for Bureau loading docks:
State House Monday through Friday 7:00 A.M. - 5:00 P.M.
McCormack Monday through Friday 8:00 A.M. - 4:00 P.M.
Hurley Monday through Friday 7:00 A.M. - 5:00 P.M.
Lindemann Monday through Friday 8:00 A.M. - 4:00 P.M.
The hours of operation are posted at each loading dock. All vendors must sign a logbook and provide the following information: name, date, time, company, destination, and vehicle registration number. All contractors must show written proof that the work scheduled has been pre-approved by the Bureau or the Division of Capital Asset Management. It shall be the responsibility of the respective Building Manager to review and initial the logbook on a weekly basis. The Building Manager shall report all infractions to the Bureau’s Director of Safety and Security and file appropriate incident reports. No contractor shall be given access to the loading docks without producing a contractor work permit signed by the Superintendent.
All off-hours deliveries must be scheduled in advance. Off-hours deliveries to the State House shall be scheduled with the Director of State House Operations; all other off-hours deliveries shall be scheduled with the Deputy Superintendent for Operations. Delivery trucks are generally limited to 30 minutes at a loading dock. Delivery and construction personnel must shut off the engines of their vehicles, leave the keys with a Bureau staff member, and follow all instructions of the Bureau staff. If a company or individual repeatedly fails to follow procedures, that company will be given a warning. If problems persist, that company will be banned from Bureau facilities for at least thirty days.
When a contractor is working in the building after hours and is using the loading dock on a regular basis, the Bureau may, at its discretion, require extra personnel, such as Bureau staff, private security through its contractor or personnel from the agency having the work done.
BSB POLICY 6-1 March 1999
Return to IndexRenovation/Modification of Office Space by Bureau Tenant Agencies
PURPOSE
To regulate the structure of office space within Bureau facilities and to improve the safety of tenants by ensuring that all construction meets building codes and does not compromise the structural stability of the building.
DEFINITIONS
Contractor Work Permit - A five part form that must be signed by the Superintendent before an agency may have materials delivered or work begun by an outside contractor. Contractor Work Permit Stipulations are available for review on the Bureau’s website (www.state.ma.us/bsb).
Modification - Any work done to substantially replace or reconfigure office space. Any work that will require additional electrical or heating and cooling or will impact the air distribution systems in an office area. This includes changing carpets, moving portable wall partitions, etc.
Renovation - Any major work done to alter office space. This would include ceiling work, floor work, adding or removing walls, and any work that could disrupt the flow of ventilation, heating and cooling.
POLICY
It is the policy of the Bureau of State Office Buildings that any agency wishing to modify or renovate office space must notify and receive written approval from the Bureau on the Contractor Work Permit form prior to beginning any such projects.
PROCEDURE
Any Bureau tenant agency wishing to modify or renovate its office space shall notify the Bureau and the Division of Capital Asset Management (DCAM) in advance through the permit application process. Permit forms are available from the Bureau’s Operations Office located in Room 107 of the McCormack Building or in Room 115 of the State House. The notification shall include the scope of work, the hours during which work will be performed, and the names of the contractors performing the work. The agency shall also notify the Building Manager of any projects. A substantial Renovation will require approval from the DCAM Space Planner. Outside contractors hired by agencies to perform services must show written proof of Bureau and/or DCAM approval.
The Bureau is not responsible for providing materials or labor for any Modification or Renovation of office space. Overtime costs for the use of Bureau employees for such purposes shall be paid by the agency receiving the services.
Terms and Conditions for Renovation or Modification of Office Space by outside vendors:
BSB POLICY 7-1 March 1999
Return to IndexConstruction and Renovation of Office Space by BSB
PURPOSE
To establish a clear procedure for Bureau employees and management to ensure that all work is done on a priority basis and that the Bureau is reimbursed for services where appropriate.
DEFINITIONS
Agency Chargeback for Services - A fee for certain Bureau services, administered by EOAF’s Central Business Office. The fee schedule was established by the Superintendent in January 2000 and will be periodically reviewed.
Agency Liaison - The person designated by a Department Head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, photo ID access cards, etc.
Work Order System - A system for the timely completion of work by Bureau trades staff. The Trades Manager assigns Bureau staff to electrical, carpentry, painting and masonry projects in accordance with priorities established by the Superintendent.
POLICY
It is the policy of the Bureau of State Office Buildings that any request for a construction or renovation project to be performed by the Bureau must be reviewed and approved by the Superintendent or his designee through the Work Order System. Certain Bureau services are reimbursable through an Agency Chargeback for Services.
PROCEDURE
The Work Order System must be used for any modification or renovation, including masonry, locksmith, electrical, carpentry or painting work to be performed by Bureau trades staff. The only exceptions are for routine maintenance and emergencies. Where the cost of work is to be reimbursed to the Bureau, the Trades Manager will generate a quote for the cost of the project which must be signed by the Agency Head. In this situation, no work shall be started until funds have been encumbered for payment by the agency.
Any problems that appear to be the result of abuse by a tenant agency or of vandalism will be reviewed individually to establish responsibility. All such cases shall be reported to the Deputy Superintendent for Operations and the Director of Security. An incident report shall be filed by the appropriate Bureau employee to ensure a clear and accurate account of the situation.
BSB POLICY 8-1 November 2001
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PURPOSE
To ensure that all work performed by the Community Team is done on a priority basis.
DEFINITIONS
Community Team - Inmate workers from the Department of Correction and the Essex County Sheriff’s Department whose services are used by the Bureau for general maintenance and groundskeeping under the supervision of the Department of Corrections.
POLICY
It is the policy of the Bureau of State Office Buildings that all work to be performed by the Community Team in the State House shall be scheduled by the Director of State House Operations and all work to be performed in other Bureau facilities shall be scheduled by the Deputy Superintendent for Operations.
PROCEDURE
All work to be performed by the Community Team shall be scheduled and prioritized by the State House Manager and the Deputy Superintendent of Operations. All work requests will be processed through their offices.
BSB POLICY 9-1 January 2002
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To establish and maintain an orderly and professional appearance within Bureau facilities.
POLICY
It is the policy of the Bureau of State Office Buildings to enhance the appearance of state office buildings by prohibiting the use of paper signs in Bureau facilities.
PROCEDURE
McCORMACK
The Bureau is responsible for placing informational signs in common areas, including lobbies and corridors. Signs required for individual office areas shall be the responsibility of the tenant agency. Paper signs are unacceptable in Bureau facilities except for temporary signs used while awaiting the production of permanent signs. All paper signs used shall be posted on bulletin boards following the procedures outlined in Bureau POLICY 2-1. Failure to adhere to this policy will result in the removal of the signs.
STATE HOUSE AND HURLEY-LINDEMANN
No paper signs shall be allowed except on a temporary basis. Agencies needing signs may order them independently or through the Bureau. Any temporary paper signs must be posted following Bureau POLICY 2-1. Failure to adhere to this policy will result in the removal of the signs.
ADA COMPLIANCE
Bureau signs shall conform to ADA requirements. Signs not conforming to ADA standards will be replaced as time and materials permit.
BSB POLICY 10-1 May 2000
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To establish guidelines for the control and use of the conference rooms within Bureau facilities. To avoid any confusion and/or conflicts in the scheduling of conference rooms.
DEFINITIONS
Bureau Conference Rooms - The McCormack conference rooms are Rooms 1, 2 and 3 on the 21st floor.
POLICY
It is the policy of the Bureau of State Office Buildings that requests to reserve the use of Bureau Conference Rooms must be made by completing a Conference Room Application Form. The user agency shall be responsible for leaving the room in a reasonable state of cleanliness, disposing of trash in receptacles and removing signs, decorations, fasteners and tape.
PROCEDURE
Only state entities may reserve Bureau Conference Rooms. An agency wishing to reserve a conference room in the McCormack Building may do so by completing a Conference Room Application Form no later than 1:00 PM on the Friday preceding the date requested. The applicant must provide the name and telephone number of the agency contact and the number of participants expected. The Bureau’s Operations Office produces conference room schedules by 1:00 PM on Fridays. These schedules are posted by 7:00A.M. the following Monday on the lobby bulletin boards in the State House and McCormack Building, outside each conference location, and in the Superintendent’s Office.
Reservations are accepted on a "first come, first served" basis determined by the time of receipt of the completed Application Form. The Bureau reserves the right to move an agency’s meeting from one conference room to another. If an agency is moved, every effort will be made to provide early notification. Cancellations may be telephoned but must be followed up in writing.
It is the responsibility of the Bureau to provide routine maintenance to all conference rooms. All rooms will be cleaned and prepared each morning for that day. During the course of the day, it is the responsibility of the parties using the rooms to maintain their cleanliness. The Bureau will provide labor to those who find the rooms unacceptable.
All postings for meetings must comply with Bureau POLICIES 9-1 and 2-1.
State House rooms are reserved in accordance with the Events Policy (BSB Policy 1-2).
BSB POLICY 11-1 Repealed October 1999
BSB POLICY 12-1 March 1999
Return to IndexPURPOSE
To establish and maintain a clear policy and procedure for the recycling of office materials used in Bureau buildings, working with the Executive Office of Environmental Affairs to follow the directive of the Clean State Initiative.
DEFINITIONS
Recyclable Material - Materials used within the office environment that can be reused or reprocessed for future use. The Bureau’s recycling contractor collects mixed paper, including adding machine tape, catalogs and brochures, computer paper, envelopes, manila file folders, letterhead, bond paper, past-it notes, fax paper, newspaper, phone books, boxes, etc.
POLICY
It is the policy of the Bureau of State Office Buildings to follow and provide means for tenants to follow the Clean State Initiative. The Bureau encourages all tenant agencies to collect all Recyclable Material for pick-up by the recycling contractor.
PROCEDURE
All agencies are encouraged to recycle office waste using the desk-side receptacles that have been provided. In addition, all plastic and aluminum products should be cleaned and left for pick-up by the cleaning contractors.
BSB POLICY 13-1 January 2002
Return to IndexAfter-Hours Energy Consumption
PURPOSES
To ensure that all Bureau tenants have a comfortable working environment when conducting business after regular working hours. To conserve energy and taxpayers' money through efficient use of the buildings' heating, ventilation and air conditioning (HVAC) equipment. To establish a policy and procedure to charge-back agencies for off-hour operation of the HVAC equipment.
DEFINITIONS
Regular Working Hours - Normal business hours are determined by the Bureau to be 8:00A.M.to 6:00 PM, Monday through Friday. During these hours it is the Contractor's responsibility to adequately maintain the HVAC equipment to assure an indoor space temperature of 72° F and 50% Relative Humidity with a range of plus or minus 2° F and plus or minus 10% RH. Normally the temperature in any area of the building shall not fall below 68° F during occupied heating hours and above 78° F during occupied cooling hours.
Utility Chargeback Fee - A fee charged to tenants for maintenance and operation costs for the heating and cooling plant and all associated utility costs including gas, electricity, water, and steam. The fee is assessed when a tenant agency requests utility use outside of normal working hours.
POLICY
It is the policy of the Bureau of State Office Buildings to provide a comfortable working environment during Regular Working Hours. The Bureau reserves the right to charge back agencies for all off-hour operating costs. Due to the high cost of providing utility service during off-hours, the Bureau does not encourage selective after-hours usage.
PROCEDURE
An agency wishing to continue its utility service after established regular working hours or on weekends, must submit its request to the Bureau in advance. The Bureau will provide the requested services and, at the discretion of the Superintendent, may impose a Utility Chargeback Fee to the agency requesting the services. Weekend usage will be charged back with an additional three hours added to account for the additional time required to bring the building to a comfortable temperature.
McCORMACK BUILDING
Because it is not possible to heat or cool just one area of a high rise, it is necessary to provide heating or cooling to half the building. Therefore, the charge to the agency for heat or A/C after-hours reflects the cost of heating or cooling of half the building. If more than one agency within the same zone requests after-hour utilities, the costs will be equally divided.
ERICH LINDEMANN CENTER
The Bureau provides heating and cooling twenty-four hours per day.
CHARLES F. HURLEY BUILDING
The procedure is the same as for the McCormack Building. However, due to the costs associated with utilities, DET prohibits its employees from working after hours and on weekends.
STATE HOUSE
Like the high-rises, the HVAC equipment at the State House does not allow for zone heating. Heating one area of this building cannot be accomplished without heating or cooling the entire building. A mechanical engineer must be present to ensure quick reaction to any related problems. [The Utility Chargeback Fee policy does not apply when the Legislature is in session.]
Under certain circumstances, the Utility Chargeback Fee may be waived by the Superintendent.
BSB POLICY 14-1 March 1999
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Fire and Emergency Evacuation Plan
PURPOSE
To ensure that procedures are in place for the safe evacuation of occupants of state buildings during emergencies.
DEFINITIONS
Emergency Evacuation Plan - The specific evacuation plan established for Bureau buildings. Copies of the Emergency Evacuation Plan are on file in each Building Manager's office, and in the Bureau’s Administrative Offices, State House, Room 72. The plan is posted on the Bureau’s website (www.state.ma.us/bsb) as well.
Floor Evacuation Team Leader - Agency personnel trained to advise and direct tenants during fire drills and actual emergency.
POLICY
It is the policy of the Bureau of State Office Buildings that Bureau buildings have a detailed Emergency Evacuation Plan, which shall include the maintenance of a network of Floor Evacuation Team Leaders from every agency and work area. These Floor Evacuation Team Leaders are trained tenant agency personnel familiar with the Emergency Evacuation Plan. In addition, they appoint agency personnel to various Evacuation Team positions, assist the Bureau with fire safety issues on their floors and advise and direct tenants during fire drills and actual emergencies. Bureau staff shall meet routinely with Floor Evacuation Team Leaders.
PROCEDURE
It shall be the responsibility of all Floor Evacuation Team Leaders to be familiar with the Emergency Evacuation Plan and keep current records of all personnel with handicaps. All tenants of a work area are required to obey the direction of their Floor Evacuation Team Leaders during an emergency situation and adhere to the Emergency Evacuation Plan. Floor Evacuation Team Leaders are responsible for the entire floor, not just the agency/area in which they work. If for any reason a Floor Evacuation Team Leader leaves his or her position in State Government or transfers to another location, it is his or her responsibility to inform the Bureau of his or her departure.
BSB POLICY 15-1 March 1999
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To ensure the safety and security of all customers in Bureau buildings.
DEFINITIONS
Agency Liaison - The person designated by a department head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, photo ID access cards, etc.
Dangerous Weapon - Any "firearm," "rifle," or "shotgun," as defined in section 121 of Chapter 140 of the Massachusetts General Laws, whether loaded or unloaded, or any weapon listed in section 10(b) of Chapter 269 of the Massachusetts General Laws.
POLICY
It is the policy of the Bureau of State Office Buildings to provide a safe and secure working environment for employees of all Bureau tenant agencies. The Director of Security is available to assist agencies seeking advice on security-related issues. Any security system procured by a tenant agency becomes the sole responsibility of that agency.
PROCEDURE
The Bureau works with the following agencies/companies to maintain secure facilities:
The following are not permitted inside Bureau facilities:
BSB POLICY 15-2 January 2002
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PURPOSES
To establish and enforce the access times of Bureau buildings. To maintain the security of Bureau buildings by limiting off-hour access.
DEFINITIONS
Photo ID Access Card – The photo ID card the Bureau issues to state employees which provides access to Bureau facilities.
POLICY
It is the policy of the Bureau of State Office Buildings that buildings shall be kept open and accessible throughout the customary working hours of building tenants.
The Bureau recognizes its obligation to meet the needs of those with disabilities. The Bureau will comply with all state laws requiring handicapped accessibility and have a goal of complying with all components of the ADA as soon as possible.
PROCEDURE
STATE HOUSE - The State House is open all workdays, Monday through Friday, from 8 A.M. to 6 P.M. Because of the unique situation of the State House, access is allowed 24 hours per day, seven days per week for authorized employees and elected officials, through the use of electronic key cards, or upon request at the Hooker Entrance. The State House is open to the public, in limited areas, on Saturdays and holidays from 10 A.M. to 4 P.M. The State Police are available to respond to the State House 24 hours per day, 7 days per week.
The general public is always allowed access when either house of the Legislature is in session. However, the State House will close to visitors immediately upon adjournment.
LINDEMANN CENTER-HURLEY BUILDING - The Lindemann Center and Hurley Building are open from 8:30 A.M. to 5:00 P.M. all workdays, Monday through Friday. The access times to these buildings are at the discretion of their respective tenant agencies.
McCORMACK BUILDING - This Bureau building is open from 8:00 A.M. to 6:00 P.M., Monday through Friday. The only off-hour access to this building shall be to authorized employees who have valid Photo ID Access Cards. Private security will be on duty in the McCormack Building Monday through Friday from 7:00 A.M. to 6:00 P.M. to monitor the X-ray imaging machines and metal detectors in the lobbies. On Saturdays, Sundays and State Holidays from 9:00 A.M. until 5:00 P.M., one private security guard will be on duty. The State Police provide 24-hour security to this building.
BSB POLICY 15-3 March 1999
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PURPOSE
To maintain the safety and security of Bureau buildings by ensuring Bureau, Police and Fire Department access to all Bureau tenant agencies.
POLICY
It is the policy of the Bureau of State Office Buildings to maintain access to all tenant agencies in case of emergency.
PROCEDURE
All Bureau tenant agencies shall supply the Bureau with a key for access to their office areas to ensure quick response to fire, leaking water or personal safety of any agency employee.
An agency may request a waiver of this requirement if good reason can be provided therefor. The Agency Head of any agency desiring a waiver must submit its request, with reasons, in writing to the Superintendent for approval. If the waiver is granted, the agency must provide the name and a 24-hour phone number for a person authorized to provide access to the Bureau at any time in case of an emergency.
BSB POLICY 15-4 March 1999
Return to IndexBomb Threats/Scares in Bureau Buildings
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PURPOSE
To establish guidelines for the handling of bomb threats and bomb scares in Bureau facilities.
DEFINITIONS
Emergency Evacuation Plan - The specific evacuation plan established for Bureau buildings. Copies of the Emergency Evacuation Plan are available in each Building Manager's office and the Bureau’s Administrative Offices (State House, Room 72). The plan is posted on the Bureau’s website (www.state.ma.us/bsb) as well.
POLICY
It is the policy of the Bureau of State Office Buildings to follow General Order SOC-02 of the Department of the State Police in the event of a bomb threat or bomb scare. As the State Police are properly trained and best suited to handle such matters, the Superintendent or his designee will consult with the State Police Officer in Charge during a bomb threat/scare situation. At all times safety is of paramount concern.
PROCEDURE
In the event a tenant agency receives a threatening call, note or letter, the State Police should be contacted immediately at 727-2917. The State Police will contact the Superintendent’s office, at which point a determination on evacuation will be made. In the event of an evacuation, agency staff are advised to follow the building’s Emergency Evacuation Plan.
In the event a tenant agency notices a suspicious package or device, staff are advised to leave the area in question and call the State Police.
In either of these situations, the following safety reminders should be considered:
BSB POLICY 15-5 March 1999
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PURPOSE
To establish clear procedures in the event a tenant is locked out of an office area and needs assistance to gain access to that area.
POLICY
It is the policy of the Bureau of State Office Buildings to accommodate tenants who lock themselves out of their offices if and only if there are capable Bureau staff on duty.
PROCEDURE
The Bureau will assist a tenant who is locked out of his/her office if the following conditions are met:
If an outside locksmith is called, it will be at the calling agency’s expense and must first be approved by the Director of State House Operations or the Deputy Superintendent for Operations.
BSB POLICY 15-6 December, 2001
Return to IndexPURPOSE
To enhance safety and security for Bureau facilities and customers by providing a vehicle for identifying state employees and controlling access to state buildings using a standardized photo identification card system.
DEFINITIONS
Agency Liaison - A person designated by a Department Head to communicate with the Bureau on behalf of the Agency for maintenance requests, parking issues, Photo ID Access Cards, etc.
Photo ID Access Card - The photo ID card issued by the Bureau to state employees which provides access to Bureau facilities.
POLICY
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