HomeMy WebLinkAbout1B, Office Expansion Plan
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Request for Council Action
Prepared By: Ron Moorse
Budgeted Amount:
$42,000
Council Work Session Date: October 27, 2008
Office Expansion Plan
Actual Amount:
$29,364.39
Supporting Documents:
1. Memorandum dated October 27,2008 from Ron Moorse
Funding Source:
2008 Capital Budget
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MEMORANDUM
DATE:
October 27, 2008
TO:
SUBJECT:
Honorable Mayor and City Council
Ron Moorse, City Administrator fit
Upstairs Office Construction
FROM:
Back2round
The 2008 Capital Improvement Plan (CIP) includes $42,000 for construction of additional office
and work space on the second floor of City Hall. The second floor was designed to hold three
additional offices and additional cubes and work space in the remaining area to accommodate
work space needs of existing and future staff. In 2007, the City Council moved forward on a
portion of that plan by approving the purchase of two cubicles for $12,938.70. The 2008 budget
includes $42,000 for the remaining three offices to be completed.
The office expansion plan originally called for three modular-type offices, in addition to the two
existing cubicles. As the plan was reviewed for implementation, it was determined that private
offices could be constructed at a cost approximately $2,000 less than the cost of the modular
offices, and an expansion plan could be developed that provided the benefits of private offices,
modular work spaces, and open (shared/team) work space.
Based on this, an office expansion plan has been developed that includes the opportunity to have
a combination of cubicle-type work spaces, open (shared/team) work spaces and private offices.
The cubicle-type work spaces provide individual modular work space. The open work spaces
provide and encourage the opportunity for employees to work together on projects. The private
offices provide the opportunity to have a quiet work space in close proximity to both the open
work space and the modular work space.
The proposed plan places the private offices mostly on internal walls, so that the other work
spaces can take advantage of the natural light from the windows on the south and west sides of
the buildingo The layout of the private offices enables them all to face a shared work space area.
The remainder of the upstairs space is available for modular work spaces.
\ \Metro-inet.us\ardenhills\PR&PW\Parks\Memos\Council Memos\City Hall Expansion Memo08 10-27 -08.doc
Staff obtained the following quotes. for constructing and furnishing three offices:
A. Construction of frame, walls, doors, and windows:
a. P.G. Painting & Decorating - $11,854.00
b. Norway Builders, Inc. - $13,281.60
c. Kraus-Anderson - $24,275.00
B. Electrical and data cabling - Master Electric Co. Inc - $2,480.00
C. Furniture - Fluid Interiors - $15,030.39 (State contract price)
If the lowest quotes are accepted, the total price is $29,364.39. Staffhas included a preliminary
layout to show how the offices would be arranged. The existing cubicles would be aligned in the
open space.
Benefits
Moving forward with the office expansion would provide the following benefits:
1. The City will have greater flexibility and efficiency for each Department. Specific
examples include:
a. The intention is to move the Public Works Director, Consultant Engineer, and
Parks and Recreation Manager into offices upstairs. The Recreation
Programmer is currently in a work space upstairs. It would be more efficient
for this position to be located near the Parks and Recreation Manager due to
the amount of cooperative work they are responsible for.
b. The proposed layout of the upstairs office space would enable the Public
,Works staff to have similar offices, while having open work space directly
adjacent to their office space. This would facilitate joint work on projects,
particularly the ability to spread out large maps and plans for review and
discussion.
c. The relocation of the Public Works positions upstairs would open up three
offices downstairs, enabling reuse and reorganization of both the private
office spaces and the modular work spaces.
d. The Code Enforcement Officer spends significant time speaking with and
responding to residents regarding code enforcement issues and complaints.
These phone calls tend to be sensitive conversations often involving
confidential information. This position would benefit from having a private
office.
e. The City does regularly have interns and temporary employees that need
work stations. The added office space will allow for additional work stations
upstairs, as well as increased flexibility on the main floor.
2. The construction quotes received include matching the interior to the existing offices
and pricing came in lower than expected. It would benefit the City to move forward
now to avoid future price inflation.
\\Metro-inet.us\ardenhills\PR&PW\Parks\Memos\Council Memos\City Hall Expansion Memo08 10-27 -08.doc
3. With the redevelopment of TCAAP, additional office space will be needed in the
future.
Financial Implications
The 2008 Capital Improvement Plan (CIP) included $42,000 from the general fund for this
project. The cost of constructing and furnishing the three offices would be $29,364.39.
Council Action Reauested
Provide direction regarding proceeding with the office expansion.
\\Metro-inet.us\ardenhills\PR&PW\Parks\Memos\Council Memos\City Hall Expansion Memo08 10-27-08.doc
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