Facilities Notices and Policies to Employees
Announcing policy for reservation of conference rooms
From Office Services to employees
Conference rooms at Consolidated Intergalactic may be reserved as much as thirty days in advance of a scheduled meeting. An online request for use of rooms can be found on the Office Services Web site.
There are six available conference rooms.
• Conference Rooms A and B have a capacity of twenty-five persons.
• Conference Rooms C, D, and E can each accommodate forty-eight persons.
• Our largest facility, Conference Room F can be used by forty-eight persons in its ordinary configuration or ninety-six persons when its rear wall is retracted to make it an extension of Conference Room E.
In general, use of rooms is on a first-request basis. However, Office Services maintains the right to cancel a reservation when another meeting with a higher priority must be scheduled at the same time.
Conference rooms are ordinarily available for eighty-minute blocks of time; this is intended to allow ten minutes for clean-up and preparation between meetings. For meetings that will require more than ninety minutes, special approval is required from the Office Services Department.
All conference rooms include the following facilities: a projection screen for use with presentations, one or more amplified speakerphones for use in telephone conferences, and chalkboards or whiteboards.
Confirming reservation of conference room with details
From Office Services to employees
Your request for use of Conference Room B on Tuesday, April 30, has been approved.
The room will be available to you from 1 P.M. until to 2:20 P.M. Please plan on ending your meeting at that time and removing all materials before 2:30 P.M. to allow other staffers to use the room.
Reminder of reservation of conference rooms
From Office Services to employees
This is a reminder of your reservation of Conference Room B for tomorrow, April 30, from 1 P.M. until 2:20 P.M.
If your department’s plans have changed, please notify Office Services immediately so that we can release the room for the use of other departments. Thank you.
Policy on use of off-site facilities for meetings
From Office Services to employees
All requests to use off-site facilities for meetings are required to be approved by the Office Services Department.
Consolidated Intergalactic has negotiated special rates at several area hotels and conference centers. We also have specific requirements for insurance coverage for our staffers as well as any service providers.
Approval of use of off-site facility for meeting
From Office Services to employees
We have approved your request for use of an off-site facility for a departmental meeting on June 17. The proposed contract with the Lumbertown Marriott has been signed and delivered to the hotel.
Please notify the department if the meeting is cancelled or postponed; note that penalties will be assessed by the conference center in that instance.
Denial of approval of use of off-site facility for meeting
From Office Services to employees
We are unable to approve your request for use of a conference room at the Knights of Columbus meeting hall on July 5. This facility is not on our list of pre-approved conference sites.
If you would like to request evaluation of that facility for future meetings, please provide a contact name and phone number and details on your expected requirements.
Please feel free to call the Office Services department to discuss other options for your meeting. Whenever possible, we prefer to use our own onsite facilities. Outside facilities are booked only when available meeting rooms are too small or are not available.
Personal letter regarding handicapped access to building
From employee to Office Services
Since I returned from work two weeks ago after my automobile accident, I have become aware of several obstacles put in the way of persons with permanent or temporary physical handicaps.
As a long-time employee of Consolidated Intergalactic, I am well aware of the company’s commitment to supporting the needs of all employees, and I am certain CI has followed all of the elements of federal and state laws mandating accommodations for persons with disabilities.
However, I feel it is worth pointing out that I have found—from personal experience—that the curb cuts in the south parking lot are on a stretch of pavement that is not level, making use of a wheelchair very difficult. Further, the lunch counter at the CI Café is completely unusable for someone in a wheelchair and the otherwise friendly staff at the lunchroom have obviously not been trained in assisting someone in a wheelchair.
I would be happy to share my experiences with Office Services and assist in any way in improving access for all employees and visitors to Consolidated Intergalactic.
Response to letter about handicapped access
From Office Services to employee
Thank you for your thoughtful letter about deficiencies in access for the handicapped at our headquarters building.
You are absolutely correct that Consolidated Intergalactic is fully committed to supporting the needs of all employees. It is our hope that we far exceed the minimum requirements in federal and state law.
We do face several difficulties here at our Lumbertown headquarters. First of all, there is very little flat land anywhere on our property which means that we have slopes and stairs almost everywhere. Secondly, the main building itself is forty years old, predating the founding of our company.
I hope you have noticed that we have added a small asphalt berm alongside the curb cuts in the south parking lot that you mentioned, and we have also instructed the head of Food Services to assign at least one staffer in each shift to be available to assist persons with disabilities in the cafeteria.
As far as your offer to consult with Office Services on suggestions to improve our accommodations for persons with disabilities: We gladly accept. Please contact me at your convenience to schedule a meeting to begin the process.
From Employees to Office Services
Requesting reservation for conference room
From employee to Office Services
I would like to request use of Conference Room A or B on Tuesday, April 30, from 1 P.M. to 2:30 P.M. for a team meeting to discuss an upcoming product launch.
We will be using a laptop for a PowerPoint presentation and have requested use of an LCD projector from Information Technology.
Request from department for approval of use of off-site facility for meeting
From employee to Office Services
Enclosed please find a proposed contract for use of conference facilities at the Lumbertown Marriott on June 17 for an all-day training session for the Facilities Management Department.
The contract is based on the negotiated master contract between Consolidated Intergalactic and the hotel. The meeting includes a breakfast buffet at registration and a lunch buffet at midday.
Food Services and Catering Notices and Policies to Employees
Announcement of cafeteria hours and policies
From Food Services Department to employees
The CI Café has extended its hours in order to accommodate the increasing number of employees taking advantage of flextime schedules.
Effective May 1, the cafeteria will be open for breakfast snacks beginning at 7:45 A.M. daily. Lunch will be served from 11:45 A.M. until 2:30 P.M., and sandwiches and other snacks will be offered for the remainder of the day until 5 P.M.
Each day’s menu will be posted on the CI Café Web site.
Announcement of outdoor picnic area
From Executive Department, Office Services, or Human Resources to employees
Now that warm weather has finally arrived, we are pleased to announce that we have added six picnic tables and umbrellas on the patio outside the CI Café.
During regular hours for the cafeteria, the emergency exit door just past the cashier’s station will be unlocked to allow direct access to the patio.
Please help us keep the area clean by using the trash cans (divided into paper, plastic, and food bins), and please return all utensils, plates, and trays to the collection stations inside the cafeteria.
Policy on use of cafeteria and break rooms for meals
From Food Services Department to employees
Employees are reminded that company policy prohibits eating meals at your desk. You may bring your meal to the cafeteria and eat it there, or use one of the break rooms located on each floor of the headquarters building.
Policy regarding guests in cafeteria
From Food Services Department to employees
Employees are reminded that they are welcome to bring guests to the cafeteria; all visitors must register with the security desk when they enter the building.
Policy regarding catering of departmental meetings by in-house Food Services
From Food Services Department to employees
The CI cafeteria is available to offer catering for in-house meetings and seminars. Because the Food Services Department is subsidized by Consolidated Intergalactic, its prices are generally considerably lower than those charged by outside vendors.
Catering must be arranged at least forty-eight hours in advance; for details please contact the CI Café at extension 8383.
Policy regarding use of outside vendors to cater departmental meetings
From Food Services Department to employees
Consolidated Intergalactic recommends the use of our in-house Food Services Department to cater informal gatherings and meetings held on company premises. CI Café services are generally much less expensive than outside vendors.
If a department chooses to use an outside catering service for a function that takes place on company property, the company must be among those on the pre-approved vendor list maintained by the Office Services Department. The proposed contract for catering must also be approved by Office Services, and must show evidence of current workers compensation, liability, and other insurance as well as all necessary health department permits for food service.
Policy regarding special meal requests for medical or other reasons
From Food Services Department to employees
CI Café is pleased to offer meals to employees with special needs or requirements. These include low-fat, low-salt, gluten-free, kosher, halal, and other diets. In some cases the meals will be prepared by an outside vendor and shipped frozen to the cafeteria for reheating.
Arrangements for such meals require a minimum of one week’s advance notice. Please call the cafeteria at extension 8383 to request special meals.
Janitorial and Recycling-Related Notices and Policies to Employees
Procedure to request emergency clean-up
From Janitorial Services, Office Services, or Maintenance to employees
If you require assistance in cleaning up a spill or liquid or other substances in the workplace, please call the Janitorial Department at extension 2348. There are “danger” cones located in closets located next to the elevator banks that can be used to mark slippery areas before the janitorial staff arrives.
Procedure to request after-hours emergency clean-up
From Janitorial Services, Office Services, or Maintenance to employees
If you have need for emergency assistance in cleaning up a liquid or other spill after ordinary office hours, please contact the Security Office at extension 9111. Depending on the nature of the spill, we have twenty-four-hour coverage from an outside vendor.
Policy regarding spills of toxic or dangerous substances
From Janitorial Services, Office Services, or Maintenance to employees
Employees are asked to be careful when handling toxic or dangerous substances including solvents, toner cartridges, and certain cleaning supplies. If any of these items spill or are otherwise released, please immediately contact the Security Office at extension 9111. That department will coordinate response by the janitorial staff or by outside specialists.
Limited janitorial services during holiday period
From Office Services to employees
Although our offices will be open during the three-day New Year’s weekend, please be advised that there will be only limited janitorial and maintenance services available.
Restrooms and break rooms will be cleaned once daily, during the night shift. Office equipment services, including maintenance and repair of copying machines, printers, and computers will only be available on an emergency basis and will be provided at the discretion of the on-call Office Services supervisor.
Any employee who comes to work during the holiday weekend is required to enter through the main lobby entrance and to check in with the security desk on arrival and departure.
Request for weekly cleaning of refrigerators in break room
From Janitorial Services, Office Services, or Maintenance to employees
The Janitorial Services Department reminds all employees who use the facilities of the break room that they are expected to clean up after themselves. Please deposit all trash in the provided receptacles and clean up any spills in the microwave and on the tables.
All food stored in the refrigerator must be labeled with the name of its owner. Any food left in the refrigerator after 5 P.M. on Friday of each week will be thrown away.
The janitorial crew will clean the rooms once each night.
Policy on recycling of paper
From Office Services to employees
Consolidated Intergalactic is committed to supporting the environment through recycling of paper products. The Office Services Department has begun distribution of special bins that will be located near copying machines and in central locations throughout the building.
In the first phase of our program, we will concentrate on recycling office paper (the type used in copy machines, laser printers, and inkjet printers). We ask all employees to make a special effort to separate this type of paper and place it in the marked bin.
Departments that use paper shredders can also deposit cut paper of this type in the bins.
Policy on recycling of toner cartridges
From Office Services to employees
As part of our recycling effort, we ask all employees to store emptied laser printer, photo copier, and inkjet cartridges in special containers that have been placed near these machines in all departments.
Recycling these cartridges helps prevent release of dangerous chemicals and substances. In addition, Consolidated Intergalactic will receive an estimated savings of as much as $10,000 per year.
Installation of recycling bins in break rooms and cafeteria
From Janitorial Services, Office Services, or Maintenance to employees
Consolidated Intergalactic is committed to reducing waste and helping the environment. All break rooms and the CI Café are now equipped with recycling bins for deposit-back cans and bottles, and recyclable cans and bottles.
Please make use of the appropriate bins.
All monies received from the return of bottles and cans with deposits will be contributed to local charities.
Installation of recycling bins near photocopy centers, printers
From Janitorial Services, Office Services, or Maintenance to employees
Please make use of the recycling bins near all photocopy machines and printers in the office. There are separate bins for white paper, colored paper, and ink or toner cartridges.