CCP 11-15-2004 - Laserfiche WebLink

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. Meeting Room Policy Page 3 At the request of the City Council, staff members have compared the salary cost associated with hiring a seasonal staff membcr, offering overtime pay to mcmbcrs of the Operations and Maintenance Department, and asking salaried City staff members to monitor the use of the facility in the evening. Staff also received a pricc quote from A-] Cleaning (City Hall Cleaning Service) for cleaning the facility, setting-up meeting rooms, and monitoring evening activities from 5:30 PM to 10:30 PM. The price quote was $750 additional fee to the current cleaning contract of$],235 per month. This would be $1,985 per month and $23,820 per year. The City also contacted ADT (City's security system) to see if they were interested in monitoring this facility in the evening, but they did not express an interest in offering a price quotc for this servIce. e ]n staffs opmlOn, it would be more cost effective to utilize seasonal staff members for monitoring City Hall programs and activities in the evening. The overtime costs associated with utilizing the Operations and Maintenance staff members would bc very costly. A cost comparison and breakdown of the pro's and con's for each staffing proposal is attached for your revIew. Currently, some recreation classes are conducted in City Hall during the evening hours. For these classes, the instructors are issued a card with a key and sccurity code. The Recreation Supervisor provides them with written instructions and demonstrates how to enable and disable the alarm system. ]n the past, we have had several false alarms because of the security system not being used properly. . In addition to the challenges regarding the security system, staff has experienccd problems with the setting up and taking down of meeting room furniture and supplies. If a meeting continues late into the evening and has tables that need to be taken down before another meeting occurs the following day, there isn't always suff,cient time to move the tables (if the meeting is scheduled for early morning). In the cvent that there is enough time to move the tables, 0 & M staff would usually be called to City Hall to set up for the next meeting. Options for the Council are as follows: I. Do not offer outside groups the opportunity to use the building during evening hours. Instructors will continue to teach evening classes and be responsible for proper alarm use. 2. Offer evening use of the building. For this option, City Council needs to consider how the building will be staffed: a. Hire a part time/seasonal/temporary person to staff as needed. b. Offer overtime to City staff or 0 & M staff on a voluntary basis. c. Have a salaried staff person open and close the building in the evemng. Recommendation .