**DRAFT**

**MINUTES**

**BUREAUS/OFFICES ASSET MANAGEMENT DIRECTORS' FORUM**

**NOVEMBER 7, 2001**

**1425 NEW YORK AVENUE**

**ROOM C-110**

**2:00 PM - 4:05 PM**

**[PURPOSE:]{.underline}**

This is our fourth quarterly meeting. The purpose of the meeting
primarily is to present the application of a share-in-savings concept
being approached by a bureau and provide an update on the Treasury
mailroom operations and the anthrax bacterium.

**[DISCUSSION:]{.underline}**

The agenda for the meeting consists of the Federal Law Enforcement
Training Center Information Technology Strategic Planning, Energy
Management, Anthrax -- Mail Room Operations, International Development
Research Council -- Washington Discover Forum --Effective Workplace
Disaster and Real Estate Management, Office of Asset Management Study.

Carolyn Austin-Diggs began by thanking everyone for coming and stated
that the goal for this upcoming fiscal year was to assess the Asset
Management Study, and move forward on agreed upon recommendations,
including developing an asset management strategic plan.

[Federal Law Enforcement Training Center (FLETC) Information Technology
Strategic Planning and Share- in-Savings Assessment]{.underline} --
Sandy Peavy, Chief Information Officer gave a presentation on FLETC's
approach to strategic planning. FLETC is having to address several
business challenges, relating to a weak information technology
infrastructure which has been under-funded for several years, and
increased workload particularly in light of the September 11^th^
attacks, the need for new technology to address automated registration
and scheduling, and better desktop technology/seat management. The lack
of funding has created the opportunity to explore other avenues to
provide the needed infrastructure. The options available were to divert
from existing in-house funds, seek money for initiatives in the budget,
partner with other agencies, and look for innovative alternatives. FLETC
followed the innovative alternative approach and is considering the
share-in-savings concept to identify specific projects that would be
funded out of cost savings. Currently FLETC has completed has
approximately 30 percent of its strategic plan and its efforts in
assessing potential projects for a share-in-savings concept.

[Energy Management]{.underline} -- Bill McGovern discussed Treasury's
efforts in promoting more efficient energy practices to conserve
consumption. There is an Executive Order 13123, "Greening the Government
Through Efficient Energy Management" which identifies several goals to
be achieved in the 2005 through 2010 timeframe, relating to reducing
energy consumption in standard buildings/facilities -- 30 percent in
2005 and 35 percent in 2010; and reducing industrial and laboratory
energy consumption by 20 percent in 2005 and 25 percent in 2010. Eleven
bureaus are required to submit energy statistics either for standard
buildings or industrial intensive building. Based on preliminary data
for fiscal year 2001, Treasury consumption at standard buildings is --7
percent and the goal is --22.4 percent, and for consumption at
industrial/energy intensive buildings is -- 8 percent and the goal is
--13.75 percent.

[Anthrax -- Mail Room Operations]{.underline} - Howard Diltz provided an
overview of the Departmental Offices mail handling operations for
Treasury. He stressed that trying to achieve a solution or form of
operational process that could be applied Departmentwide is a challenge;
one solution may not be the most appropriate for all cases that are
confronting the bureaus. All mail is currently being screened in a
facility adjacent to the Main Treasury building. Mail packages are being
reviewed by employees wearing protective clothing, whereby mail is
opened, undergoes microscopic detection, resealed and then passes
through to normal mail distribution.

In the handling of packages suspected of anthrax contamination, the
employee is to notify the supervisor, the supervisor notifies the Secret
Service, which then secures the impacted areas and notifies other
appropriate organizations. The Departmental Office organization notifies
the appropriate management, and the Secret Service conducts an onsite
investigation, interviews, field tests and has as necessary additional
tests conducted.

[International Development Research Council -- Washington Discovery
Forum -- Effective Workplace Disaster and Real Estate
Management]{.underline} Carolyn referenced the forum she recently
attended held by this council which has as it mission to conduct and
promote research in corporate real estate. The forum discussed several
topics imminent to real estate subsequent to September 11; that being
the business environment and how it is impacted by the economy, risks
and security, the workplace performance and workplace security and
disaster response.

[Analysis of Asset Management Activities]{.underline} -- Carolyn briefly
mentioned that the study had been concluded and to express appreciation
for the participation by the bureaus. The Executive Summary highlighted
the finding and recommendations, particularly the need to approach the
management of capital assets in a Treasury-wide perspective.

# **Announcements**

Personal Property Assistance Visit Program

Suspension of the FY 2001 Worldwide Real Property Inventory