HomeMy WebLinkAbout22 - City Hall RemodelingCity Council Agenda
Item No. 22
December 14, 1998
TO: Mayor and City Council
FROM: General Services Director
SUBJECT: City Hall Remodeling
Recommendation:
Approve the remodeling of a portion of the City Hall lobby to provide for staff and
Councilpersons' work stations, a remodeling of the Mayor's office, and the
construction of a secretary's desk.
Background:
An extensive amount of remodeling of City Hall has been undertaken over the past
five years to adapt to the changes of staffing and organization. Improvements have
mainly been to work areas to improve the efficiency and productivity of our
employees.
What has not been addressed through this process has been the development of
appropriate work and meeting areas for the Mayor and the City Councilmembers.
Mayor O'Neil has requested staff to evaluate City Hall for the placement of a
combination office /meeting area for the Council and explore other options to
improve the working spaces in City Hall.
Discussion:
Staff has evaluated all of the floor space available for conversion and is
recommending the use of a portion of the City Hall lobby space as depicted by
Attachment A. In addition, staff is recommending the reconfiguration of the
Mayor's office to improve usefulness for the Mayor and other Councilmembers
(Attachment B). The reconfiguration would closely match the office layout of the
Assistant to the City Manager's office.
The Councilmember's working area would include three separate work areas that
could be used simultaneously and would be equipped with computers and phone
systems. The central area, which includes a large table and chairs, would be used
for larger meetings. Staff would also use the area when not in use by the Council.
A separate workstation would have to be constructed for the secretary who now
occupies the area to be remodeled. A desk in the location of the current
volunteers' podium would be built for this purpose.
The cost for the remodeling and equipping of the three areas (lobby, Mayor's
office and secretary's area) would be $18,500 which would include two new
computers, phone systems, building materials, carpet, and furniture. A cost
breakdown by item is provided by (Attachment C). The construction would be
done by City carpenters with assistance from City telephone and computer
technicians.
The capital improvement fund (City Hall, Corporation Yard, and Public
Restrooms) normally used for this type of improvement was not budgeted for the
proposed improvements. In addition, Council directed earlier this fiscal year that
at least 60% of that account be used for public restroom improvements, which has
been accomplished. Therefore the attached budget amendment is necessary to
undertake this project.
The recommended improvements would significantly enhance the efficient use of
City Hall at a reasonable cost.
Very respectfully,
David E. Niederhaus
DEN/kr
Attachments: (A) Proposed City Hall Lobby Improvements
(B) Proposed Mayor's Office Improvements
(C) Cost Breakdown of Improvements
(D) Budget Amendment
N �.,���
�f,
Estimated Cost Breakdown of City Hall Improvements
Building Materials
Computers (2)
Chairs (12)
Phone Systems (4)
Carpet
Total
$9,000
$4,000
$3,000
$ 700
$1,400
$18,500
Attachment C
CITY OF NEWPORT BEACH
REQUESTS FOR FUNDS
Date December 1, 1998
TO: Administrative Services Director
FROM: General Services Director
SUBJECT: Request for Funds
Request for additional funds, $18,500
Funds are not available in the current budget.
Additional appropriation to the Account Number 7011 - 0120363 is requested.
Additional funds are needed for:
Remodeling City Hall for: Councilmembers' work stations, Mayor's office,
and Secretary area.
General Services Director
Approved:
City Manager
Administrative Services Director
City of Newport Beach
BUDGET AMENDMENT
1998-99
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Budget Appropriations AND X
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
NO. BA- 030
AMOUNT: $1e,5oo.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate additional funds needed for remodeling of City Hall for Council members' work stations,
Mayor's office and Secretary area.
ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE Debit Credit
Fund Account Description
Gen Fund 010 3605 Fund Balance Control $18,500.00 '
REVENUE APPROPRIATIONS (3601)
Fund /Division Account Description
EXPENDITURE APPROPRIATIONS (3603)
Signed:
Signed:
Signed:
City Council Approval: City Clerk
Automatic
$18,500.00
�eZ -S ->6
Date
Date
Date
Description
Division
Number
7011 Facilities Rehab /Remodel
Account
Number
C3120363 City Hall, Corporate Yard & Beach Restrooms
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
City Council Approval: City Clerk
Automatic
$18,500.00
�eZ -S ->6
Date
Date
Date
0
Z
W
n
O
5
W
cc
n
/W
P1
O
n
O
cc
i..L
W
M
W
O
J
J
J
a
W,
LJ
OD
o>
o�
T
�i
W
m
2
W
V
W
G
CV
O
H
N
W
J
Q
U
M
MAYORS OFFICE
PROPOSED REMODELING PROJECT
11'.7"
-- - - - - - - - - - - - - - - - - - - - - - f - - - - - - - -
.
OVERHEAD CABINETS 13"
-- -------------- - -- --- -
11'.2"
NOTE: HANG DOOR ON REVERSE
10 LATERAL FILE CABINET 18 "x48"
20 2 DRAWER FILE CABINET 22 "x36"
30 3 DRAWER CRADENZA 18 "x22"
® UNDERCOUNTER BOOKSHELF 18 "x36"
SCALE: 1 " =2'
GENERAL SERVICES DEPARTMENT- O.S.DIVISION 02.DECEMBER 1998