HomeMy WebLinkAboutSS4 - City Hall Space OptionsJ
• July 10, 2001
STUDY SESSION
ITEM NO. SS4
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: CITY HALL SPACE OPTIONS
RECOMMENDATION:
Receive and file.
DISCUSSION:
Two surveys have been distributed to Department Heads requesting information
regarding current office space requirements and the condition of those spaces. The
data contained in both of these surveys indicate there is a deficit of space for employee
work areas on the City Hall Campus of approximately 4,300 square feet.
There is an immediate need to provide additional space for existing employees, some
•
of which are working in aisle ways. Many work areas are already overcrowded and
have limited storage or work surfaces. The following summary additional floor space
needs was developed from the survey information received from each of the
Department Heads. A detail of the space needs by area is included as an attachment.
Several of the surveys indicated there was a need for even more space for conference
rooms, temporary staff, and file storage and those items are included in the Comments
column of the detail sheets. A summary of the shortage of space is identified by
building in the following table :
Summary
Additional
Floor Space
Needs
Total Building B (Acct/CityMgr)
1,800
Total Building C (Prof/Tech)
1,700
Total Building D MIS /A
840
Grand Total
4,340
On Page No. 4 of the FY 2001 -02 Preliminary CIP Budget, there is a project entitled
City Hall Space Expansion — Phase I. This project will provide $345,000 to address the
office space shortage that exists on the City Hall Campus. Five possible expansion
opportunities have been identified as follows:
•
SUBJECT: CITY HALL EXPANSION
July 10, 2001
Page 2
A. Engineering expansion •
B. Temporary office buildings at rear of Prof/Tech Building C
C. Expansion of lobby area into walkway of Prof/Tech Building C
D. Addition of a 2nd story over the Revenue offices
E. Demolition of the old City Jail and installation of temporary office buildings
Staff has reviewed each of these options and recommends the selection of both B and
D as the most cost effective and the quickest to implement. These alternatives would
provide an additional 1,344 square feet of office area. The mobile office spaces can be
installed quickly and easily, possibly within sixty days. The offices would not be
provided with water or wastewater services, but would have electricity, phone, and data
lines.
The mobile offices would be made to order for the City and painted to match the City's
other buildings. Attractive landscaping and skirting will be installed to create the look of
an actual office site. Mobile office spaces can be installed at a cost of approximately
$60 per square foot. Construction of a permanent office space could not be
accomplished for less than $200 per square foot, making the mobile office space a
viable consideration. Staff has analyzed the cost to lease versus the cost to purchase
and the break -even point is at four years. If installed, it is unlikely the City would not
utilize the office space for less than four years, so staff recommends the City consider
purchasing instead of leasing. The total cost of purchasing four mobile office units,
including setup, skirting, tie - downs, landscaping, and ramping is estimated at less than
$90,000. •
Mobile offices are most suited to staff that are not in the office area for the full workday.
Construction Inspectors, Surveyor Crews, and Building Inspectors could be likely
candidates for this type of office use. As these staff members are relocated to the
mobile offices, work areas will be made available in the City Hall Campus.
Resp c Ily submitt
PUBLIC WORKS DEPARTMENT
Don Webb, Director
By: d�, �Zuvwyrrr,>�
Lois Thompson
Administrative Coordinator
Attachment: Detail of Space Needs — City Hall Space Analysis •
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Current Conditions
• Public Works
surveyor's
office in
Professional &
Technical
Building
Current Conditions
Public Works
inspector's
office in
Professional &
Technical
Building
Current Conditions
• Plan storage
and work area
in hallway in
Professional &
Technical
Building
• Note use of
ladder for plan
accessin
background
Current Conditions
• Front counter
area for the
general public,
Building,
Planning, and
Public Works
staff
Current Conditions
• Workstations
are in entrance
path to other
offices in
Planning area
on 2nd floor of
Prof/Tech
Building
Current Conditions
• Vault storage
area for
Planning, note
the file drawer
on lower right
prevents the
opening of
other file
drawers
Current Conditions
• Hallway and
workstations in
Planning
Department,
2nd floor of
Prof/Tech
Building
7
Current Conditions
MIS storage of
large items in
hallway to
offices in
Community
Services/MIS/
Admin.
Building
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Current Conditions
• Revenue office
staff and
storage area
Current Conditions
• Human
resources front
counter and
waiting area
• No existing
seating
available for
visitors
10
"{
Current Conditions
• Engineering
Interns office
area
• Work stations
are in aisle
and prevent
passage
11
l` City Hall Campus ! --
/ ..
Existing Building Footprint -
TLl
I
.I
J i
12
,3
I
13
B: Ptof/Tech.
Expansion
A: Mobile
offices, -
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14
emolition -
B; Prof /tech rjob a Offices
Lobby Expansio
i
A:
i Offices o4 '
15
�. B: Pro
Lobby
A: Mobile —
0 Icesr
D: Engineering: �s
Expansion
u
Jail Demolition
— pbile Offices
9
16
C: Jail Demolition
B: Proffrech - 1 &Mobile Offices
,• Lobby Expansion' r'�
A Mobile • �,; "13 -
Offices
'— E':i2eVenue 2nd -.. ._.
,., . / �. `•. -- . - -- - r, =i Story Addition- -
r I
Expansion`; >� /�/ -_•.:, �T �l. ' .
-i
17
A: Mobile Offices
Additional 864 SV
i
••. of
Traffic
III
u
Option A — Site View
• Back lawn area
of Prof/Tech
Building
• Installation
between
landscaping
19
A: Mobile Office will provide
space for 18 employees t: "
furnishings
Total Cost $54,000
EIL
°J 6
/J d
\ N
20
i
B: Prof/Tech
Lobby Expansion
4 - C
1
Remove existing counter, glass
walls, and room dividers.
Expand the reception area to the
existing columns.
[� �j \; F �� ,•�`�_ The existing area provides
87 sf counter space
151 sf traffic area
360 sf waiting area
EI I a. Office space for 8 staff
L
f C `
1 `
21
Option B — Site View
• Reception are
expansion into
existing open
walkway
22
Option B — Site View
• New
meandering
concrete
walkway on
exterior
through
landscaping
23
C
,v_3
B: Prof/Tech
Lobby Expansion
The proposed expansion
will provide
115 sf counter space
225 sf traffic area
824 sf waiting area
office space for 10 employees
Approximately 750 sf of new
area + furnishings
Total Cost $120,000
I
C: Jail Demolition
& Mobile Offices
705 sf existingjail area
287 sf existing parking area
-- I
I
�
a
I
I
25
Option C — Site View
• Demolition of
jail building
and installation
of mobile
office
26
IIC:
Jail Demolition
&Mobile Offices
Proposed addition will provide:
1 LL
576 sf office space for
6 employees + storage for Fire,
Telecommunications, and MIS.
yI !r
Includes, demolition, furnishings
!I
and office space
Total Cost $34,000
C �1, C
27
D: Engineering &
Human Resources - n
Expansion
,U
IL
Option D — Site View
• Engineering
and Human
Resources
expansion site
M
.1k
D: Engineering & Uuman '
Resources Expansion
Construction of office space +
furnishings
Total Cost $140,000
i
i
r
0
Proposed 795 sfadditional - �: • - -- —I'm'p
office space will-provide a
conference room, space for
3-6 employees, and extra
storage areas.
A42.
30
.t
Option E — Site View
2nd story
addition over
Revenue
offices
31
.f'`
32
.%-
Summary
Phase I
Cost
Sq Ft
Option A
$ 54,000
864
Option B
$ 120,000
750
Option C
$ 34,000
576
Option D
$ 140,000
795
Total
$ 348,000
2,985
Phase II
Cost
Sq Ft
Option E
$ 250,000
1,820
33