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<br />, <br /> CITY OF ARDEN HILLS <br />. MIHlRl\NOOM <br /> TO: Mayor and counci '""""hA"'9 <br /> FIlCH: Dorothy A. Person, city 1ldministrator <br /> DATE: SeptAnhAr 24, 1993 <br /> SllBJEC'l': City Hall needs <br /> As you know, the work envirorunent for City Hall staff and current storage <br /> needs have been inadequate for quite sameti1ne. The following corrlitions need <br /> to be addressed: <br /> 1) The high visibility and public accessibility positions are not <br /> located near the public. <br /> 2) The ability to work closely together in cammunications with inter- <br /> related positions is extremely limited. <br /> 3) Confidentiality is extremely limited for certain positions. <br />. 4) Official City records have greatly increased. staff has reviewed <br /> records and during the past year has made strides to reduce record <br /> space needs per the Government Records and Retention guidelines. <br /> This is a continuing project, and the requirement to retain <br /> additional records of City services are demanding more space. <br /> In essence, our efforts at increased effectiveness are hampered because of <br /> physical work site layout which is illogical and unnatural. <br /> The City has also postponed any changes to the current site because of an <br /> anticipated move into a new City Hall pending a final site. This move =urse <br /> has not yet happened. staff realizes that this may not occur for 2-3 years. <br /> There are several options to obtaining additional work space for the next 2+ <br /> years. Options #3 (a) and #3 (b) would displace the current Council meeting <br /> location. <br /> 1. Rent terrporary office space off-site. ($l,OOO+- average monthly <br /> rent) . <br /> 2. Add additional city Hall space such as a modular unit ($3,700 year <br /> or between $225 and $250 month for a 12 I x 60" unit). <br /> 3. utilize current space within city Hall. <br /> a. Add 2 office enclosures, enclosed work space for 3 offices, <br /> (Administration and Accounting) . Quotes received at <br /> $15,000+- including a conference room. <br /> b. utilize existing offices, partially enclose Council counter <br />. area and utilize workstations, no conference roam except <br /> Public Works lunchroom. ($2,000-$3,000) <br />