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HomeMy WebLinkAbout1997-07-22; City Council; 14286; City hall space needs & leased space acquisition. .- t a 2i U e, .rl 4-1 w 0 rl rd .rl u -rl a a (d 4-1 0 a cn a a, rl g a, G 4J 0 4J .rl n c 24: OU -rc 03 -rl U a wa wcn cd UW cn a* aa 4JU U(d aa LJcn .rl aa 43 m -rl 0 U& !.jh OE Fa, 3 b m \ hl N \ b z 0 F 0 J z 3 0 0 mm a 5 a '-1 i& , 9lTY OF CARLSBAD - AGENb BILL , I AB# jy T&h MTG. 7/22/97 DEPT. HD. 1 TITLE: CITY MGR Z DEPT. CSD CITY ATTY. 4 CITY HALL SPACE NEEDS AUTHORITY TO ACQUIRE ADDITIONAL LEASED SPACE - I I I RECOMMENDED ACTION: Authorize staff to lease approximately 15,000+/- square feet of office and warehou! to relieve the overcrowding at City Hall. ITEM EXPLANATION: Several space needs studies dating back to 1977 have indicated a need for additior space for those departments located at City Hall. The 1989 analysis by Michael Fet Associates identified a shortage of more than 6,000 square feet at City Hall. And, s study the number of employees located at city has expanded, adding to the demanc working space. The Human'Resources, Information Systems, Finance, and Risk Management dep2 are considered overcrowded based on space standards and current observation, S offices designed for one are now shared by two staff members, while others do thei~ passageways or in spaces between file cabinets. The overcrowded conditions affec productivity, efficiency and employee morale. In addition, the inadequate file space lack of meeting rooms is also a significant problem as the pace and activity level inc in the City. The 1997-98 Capital Improvement Program indicates the City Council's intent to cor new City Hall complex to provide adequate space for all city departments five to ten the future. However, in the interim, staff is proposing that the City Council consider' lease of additional space to relieve the current crowded conditions. The staff from the Human Resources, Purchasing and Risk Management departmer could be relocated to another facility thereby freeing space in the City Hall complex ' departments which remain. While these are the departments anticipated to make thi other departments could be included. Such a facility could also provide adequate s space for the purchasing warehouse and library storage space now leased in other buildings. The incorporation of storage space would help offset the cost of the new lease and 1. result in improved economies and efficiencies for the Purchasing Department. Staff considers the consolidation of the three departments into a new facility would result additional operational and staffing economies for the clericaVreception positions. Ar important benefit would be improved security and controlled access for both Human Resources and Risk Management personnel and their sensitive files. Finally, the Sp; vacated at City Hall would allow Information Systems and Finance to expand which relieve their overcrowded conditions. Restrooms could be installed in the existing m buildings to serve those employees remaining at that location. With Council's concurrence, staff intends to find space as close as possible to an ex br PAGE 2 OF AGEND Ab ILL NO. 14,28d4 II) City facility, preferably Community Development, in order to minimize the inconvenic establishing another facility location and to take advantage of the favorable lease ra that area. Currently lease costs for suitable buildings are quite reasonable but rising. Staff rec authority to take advantage of the present rental market and the ability to respond q when a suitable facility becomes available. FISCAL IMPACT: The FY 1997-1998 Capital Improvement Program includes $100,000 for this project a suitable leased facility has been identified, staff will return to Council with firm cos1 lease, move, and remodeling. The following table summarizes the cost to lease the necessary space and make thc improvements to the building: Cost Summary Current Costs First Year Cost Annual Cost Warehouse space (5,760 sq ft) Library book storage (2,000 sq ft) Total current lease payments $36,600 14,832 $51,432 New Lease of Combined Office and Warehouse Space Single building (15,000 sq ft +/-) 126,000 $1 26,000 Operating costs 45,000 45,000 Tenant improvements (phone, computer, moving, furniture, security, design) 146,000 Approximate total first year costs 31 7,000 Total ongoing costs $1 71,000 Net increased annual costs $1 19,568