Facilities committee hears staff warnings about office security, space and aging systems

At a Richland County Facilities Planning Committee meeting on Jan. 29, staff from the registered deeds, treasurer, clerk, zoning and maintenance offices warned committee members that cramped layouts and weak security measures are creating safety and privacy risks for employees and the public.

Staff from the registered deeds office told the committee their office ‘‘door locks from the outside’’ so ‘‘in the case of an active shooter or some kind of disturbance’’ employees must step into the hallway to secure the door, a practice the staff member said ‘‘doesn’t make sense.’' A separate staffer recommended installing a doorbell outside the office to help handicapped or elderly visitors who need assistance.

The real property lister said much historical material remains in physical form and that current workspace is badly constrained. ‘‘I’ve heard some hostile encounters…people say ‘here’s your blood money’ and toss money across the counter,’’ the lister said, describing verbal confrontations and unsecured cash drawers; the lister recommended glass barriers, fob-access doors or a secure payment slot and more on-counter computer access so staff can transact business without leaving confidential conversations in earshot.

Treasurer’s-office staff described a crowded, shared footprint with limited counter access and a vault that is ‘‘open most of the day.’’ Staff said sensitive taxpayer conversations — including bankruptcy and payment-plan discussions — are regularly audible at the public counter and urged two staffed counters with computers and a secure drop for cash to protect privacy and speed transactions.

County-clerk staff and other office representatives described similar concerns on the third floor, where employees take marriage-license payments and conduct other conversations that can provoke strong public reactions. Committee members argued that modest reconfiguration — shortening counters, adding internal barriers, installing motel-style slide locks, and putting up protective panels — could improve safety without wholesale reconstruction.

Maintenance reported a mix of short- and long-term work: routine fixes and LED lighting upgrades done in phases, alongside higher-cost capital needs. A maintenance official described problems with the courthouse generator and related systems and said a 48-kilowatt replacement had been informally priced ‘‘between $70,000 and $80,000’’ by a vendor. Committee participants also flagged larger potential repair costs for building systems and discussed prioritizing items that protect critical operations such as power to 911 and the jail.

Committee members and staff repeatedly emphasized digitization as a long-term space-saver but noted it is a multi-year project requiring investment. Zoning staff said migration of permit records into a new system called Catalyst will take multiple years unless additional help is hired.

Throughout the meeting, committee members urged a two-track approach: pursue low-cost, rapid mitigations (door-slide plates, monitored cameras, door buzzers, glass panels and reworked counters) while preparing budgets and plans for more structural fixes (vault repair, HVAC corrections and generator replacement). Multiple speakers suggested that some straightforward measures could be implemented immediately, and a number of speakers volunteered to cost out options.

No policy votes were taken on capital projects during the session. The committee approved the meeting agenda, accepted the prior meeting’s minutes as presented and set its next meeting for Thursday at 5:00 p.m.; Perry moved to adjourn and Frank seconded. The committee adjourned with no further action on major capital items.

The article draws only on statements made during the committee’s discussion and labels cost figures that were presented in the meeting as vendor estimates rather than final quotes.