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HomeMy WebLinkAbout1998-04-27 City Council (25)City 12 City of Palo Alto Manager’s Report TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT:CITY MANAGER DATE:APRIL 27, 1998 CMR:204:98. SUBJECT:STATUS REPORT ON SPACE PLANNING EFFORTS AND REQUEST FOR APPROVAL OF BUDGET AMENDMENT ORDINANCE IN THE AMOUNT OF $138,050 TO CONVERT DOWNTOWN COMMUNITY ROOM TO OFFICE SPACE TO ADDRESS CIVIC CENTER OVERCROWDING RECOMMENDATION Staff recommends that Council approve a Budget Amendment Ordinance in the amount of $13 8,050 and establish Capital Improvement Program Project # 19819, "Planning Office Space." BACKGROUND Over the past several months, the City Manager has been meeting with department work groups to discuss what constraints keep employees from being able to do their jobs effectively. In the course of those conversations, it became clear that a major issue for virtually all City departments was the lack of space in City facilities due to the growth in the employee work force, increased records storage and other changes in workplace space requirements. Consequently, the City Manager appointed a task force charged with pursuing various options for ,the creation of additional work space. The plan to be developed is intended to cover the next 5 years. If the Council approves the construction of a public safety facility, the City Hall space currently occupied by Police and Fire would be made available by that time. If the Council’s decision is to build up above the current Police Department wing of the City Hall complex, the same time frame would be appropriate to evaluate and acquire or construct additional office space elsewhere in the City.~ All City-owned property is being considered in the development of the plan, as well as the potential for leasing additional space. The immediate goal is to develop space that can be occupied in the next 6 to 12 months. CMR:204:98 Page 1 of 6 On March 16, 1998, the City Manager forwarded to the City Council an organizational evaluation of the Planning Division of the Department of Planning and Community Environment. That report indicated that the Planning Division staff’s office space was one of the most crowded that the consultant had seen, and that this "substantially impacts" the work being done by the Division. The report said further that "the shortage of space is not a minor item and deserves immediate, serious attention." The consultant suggested that, pending the long-term relief that would be achieved by development of a one-stop permit center, that "short term relief is imperative." Specifically, the consultant recommended: Recommendation 47: A serious effort should be launched to solve the long-term space problem; and Recommendation 48: A short-term strategy should be developed to provide some relief until a long-term solution is found. DISCUSSION Conversion of Downtown Library_ to Office Space In response to the City Manager’s direction to develop a short-range (5 year) space plan, the senior managers reviewed all available space options and developed a list of possible options. This list was circulated to all employees to solicit additional suggestions. Attachment A reflects the revised options list. When the critical need for a space solution for the Planning Division was documented by the organizational review, staff began work immediately on the most viable option for short-term relief, which was the conversion of the community room at the Downtown Library to office space. Estimated costs for the conversion of the Downtown Library Community Room consist of the following: Renovation of D0wntown Library as Office Space: $57,050 The meeting room at the Downtown Library will be modified for the Planning Division’s use as temporary office space. The scope of work will include construction of a sound deadening wall between the meeting room and the Library ($7,750); minor electrical work ($4,000); security hardware for the exterior gate ($300); carpeting ($3,500), installation of 5 modular work stations and a conference area ($30,000); and moving expenses ($2,000). There will be equipment costs for phones ($4,500) and copy and fax machines ($5,000). Voice and Data Communications Link from City Hall to Downtown Library: $30,000 CMR:204:98 Page 2 of 6 The Downtown Library does not currentlyhave any data networking capability and the telephone support is limited to a small key system that supports just the Library staff. To provide data commtanication service to the building, a fiber optic cable will be pulled from the Civic Center "A" level to a panel at the back of the Library building. This cable will provide data communications through a Wide Area Network, for both relocated Planning Division staff and the Library staff, eliminating the need for modems by Library staff and reducing payments to Pacific Bell for this capability. The cost of installing the fiber cable connection is $35,000. This cost was partially included in a 1997/98 CIP project # 19418, "Library Automation Services" ($20,000). Voice services, including phones and voice mail, will be provided by "copper" cable, pulled again from Civic Center "A" level to a panel behind the Library. This will allow the relocated Planning Division staff and Library staff to take advantage of the Civic Center PBX system and voice mail. The cost of pulling cable for voice services is $15,000. o Reconfiguration of Space on 5th Floor after Movement of Staffto Downtown Library Conference Room: $51,000. Approximately half of the 5th floor will require reconfiguration to accommodate contract staff after the relocation of 5 staff persons to the Downtown Library. This will include design and layout modifications using existing furniture ($4,000); minor construction including electrical, phone, and carpet repair ($20,000); furniture ($8,000); moving costs ($4,000); and computer and other equipment costs ($15,000). The office space conversion is projected to be completed by June 1998. Ci _tywide Space Planning The comprehensive project of developing options for additional space will not include the following facilities, for the following reasons: O o o o ~o Public Safety: Police and Fire Department space needs will be addressed by the effort currently underway to study the feasibility of a new public safety facility. Municipal Services Center (MSC): Space needs at the MSC will be addressed as part of the long-term planning effort initiated by the seismic needs study. Libraries: These space needs are presumed to be addressed as part of the Library Master Plan process. Cultural Center: The Center is in the process of developing a plan for additional space independent of this effort. One-stop Permit Center: Because the priority is to develop additional space for CMR:204:98 Page 3 of 6 o. existing staff who are seriously overcrowded now, this will take a lower priority. However, this option wouldn’t be entirely ruled out if space could be made available that could accommodate the one-stop center as a part of easing overcrowding. This leaves the Civic Center; and the three community centers - Lucie Stem, Cubberley and Mitchell Park. The latter 3 facilities will be considered as a "package" in that Cubberley will be considered as the site where additional space needs associated with Stem or Mitchell Park will be accornnaodated, if possible. Criteria have been developed to evaluate depart, ment space needs, after receiving input from staff in all City departments. The criteria are: O o o o Square footage required on a per employee basis (note: this is NOT what currently exists in terms of square footage per employee but based on guidelines provided by Public Works Facilities as to the space requirements for different job types, such as support staff, planners, engineers, managers, etc.) Customer service needs (includes such things as average daily number of customer visits, public waiting space needs, etc.) Safety requirements and issues (includes ventilation, earthquake safety, fire access, etc.) Work group dependencies and need for physical proximity Unique space/equipment requirements (this includes such things as need for storage space, computers, other special equipment, need for confidential meeting space, need for group meeting space, requirements for quiet office space due to proximity to public counter area, vaults, engineering drafting tables, etc.) The Space Planning Committee’s next step is to develop a format for departments to submit their requests for space, to be evaluated using the criteria above. Departments will be asked to submit requests by work group within the department. The department head will be responsible for prioritizing work group needs within the department. The Space Planning Committee will receive all the requests, evaluate them carefully, and develop a prioritized citywide list of space needs by workgroup. This list will be matched with potential additional space opportunities, and as many work groups as possible will be matched with additional space as it becomes available. The "request for proposals"for additional space are anticipated to be distributed to departments in mid-April. Relocation of Utilities Engineering and Conversion of Level A Archival Space Two of the most viable proposals to be pursued from staff’s viewpoint are the relocation of Utilities Engineering from the third floor of City Hall to leased facilities on East Bayshore CMR:204:98 Page 4 of 6 Road, proximate to the MSC; and the transfer of archival records from Level A of the Civic Center to leased space, and conversion of the vacated space to storage of records that require frequent access. Both have been assigned to staff committees to develop further, on a parallel track with the development of detailed work group space needs. Utilities currently occupies the entire third floor in the Civic Center, and pays rent to the General Fund based on the cost of comparable office space in the Downtown area. For approximately the same amount of money, Utilities could lease 50 percent more space on the East/West Bayshore corridor. As with other work groups in the Civic Center, Utilities Engineering staff is desperately in need of additional space. They are currently working in crowded cubicles/offices, with storage of reference material in the hallways, and have no space for any additional equipment or staff. Moving to a site nearer to the MSC.will provide better communication and coordination between engineering and operations personnel. The Utilities Funds have adequate reserves to fund the initial move, with repayment made to reserves through the savings in rent. The loss of income to the General Fund from the rent paid by the Utilities Funds can be planned for and accommodated in long-range financial planning. Approximately 1,275 square feet could be made available for storage needs of several departments, including Planning, Administrative Services and the City Attorney’s Office, if the archival records currently stored in this area could be relocated to leased storage space. This option may also provide a more secure environment for these records. The cost of converting this area to accessible storage is far less than the estimated cost of renovating it as office space, an effort made problematic by the ventilation challenges posed by A Level space in general. RESOURCE IMPACT Funding for the conversion of the Downtown Library Communit~ Room to office space and the remodel of the 5th floor will come from the Budget Stabilization Reserve. Funding for the implementation of future space planning initiatives will come from either the General Fund or Enterprise Funds, as appropriate. POLICY IMPLICATIONS The recommendations in this report do not represent a change to existing City policies. ENVIRONMENTAL REVIEW The work being done is exempt under Section 15301 of the California Environmental Quality Act (CEQA) guidelines, which is minor alternation of existing facilities. CMR:204:98 --Page 5 of 6 ATTACHMENTS Attachment A Budget Amendment Ordinance PREPARED BY:Emily Harrison, Assistant City Manager CITY MANAGER APPROVAL: ~FanLEMINGager CMR:204:98 Page 6 of 6 ATTACHMENT A OPTIONS FOR ADDITIONAL OFFICE SPACE 5. 6. 7. 8. 9. 10. Meeting room at Downtown Lib_rary Mitchell Park - parking adjudicator space Mitchell Park Community Center/Cubberley - relocation of community center activities at Mitchell to Cubberley Relocation of Utilities Engineering to E. Bayshore Terman Buildout of Level A records storage area/relocation of archival records Relocation of Print Shop to MSC Relocation to relocatable buildings Cubberley T Wing space buildout University Avenue Depot (transit functions) ORDINRNCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 1997-98 TO PROVIDE AN ADDITIONAL APPROPRIATION OF $138,050 TO CREATE CAPITAL IMPROVEMENT PROJECT,NUMBER 19819,PLANNING OFFICE SPACE WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 23, 1997 did adopt a budget for fiscal year 1997-98; and WHEREAS, on March 16, 1998, the City Manager forwarded to the City Council an organizational evaluation of the Planning Division of the Department of Planning and Community Environment; and WHEREAS, the evaluation indicated that the Planning Division staff’s work space was overcrowded, which substantially impacts the work being done by the Division; and WHEREAS, for an immediate short-term solution, the Downtown Library community room is being converted to office space and the fifth floor of City Hall is being reconfigured for Planning Division staff at a cost of $138,050; and WHEREAS, the budget must be amended to create and fund Capital Improvement Project Number 19819, Planning Office Space; and WHEREAS, City Council authorization is needed to amend the 1997-98 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo ~Ito does ORDAIN as follows: SECTION i. Capital Improvement Project (CIP) 19819, ~Planning Office Space" is hereby created. .A description of. CIP is show on Exhibit ~A" attached hereto and made a part of this ordinance. SECTION 2. The sum of One Hundred Thirty Eight Thousand Fifty Dollars ($138,050) is hereby appropriated to Capital Improvement Project No. 19819, and the Budget Stabilization Reserve is correspondingly reduced. SECTION 3. This transaction will reduce the Budget Stabilization Reserve from $16,694,041 to $16,555,991. SECTION 4. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTION 5. The Council of the City of Palo Alto hereby finds that this project is exempt from the California Environmental Quality Act, pursuant to Section 15301 (Existing Facilities), and, therefore, no environmental impact, assessment is necessary. SECTION 6. As provided in Section 2.04.350 of the Pal0 Alto " Municipal Code, this ordinance shall become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:APPROVED: - City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Acting Director, Administrative Services Department Director of Public Works ¢IP Exhibit "A" PROJECT DESCRIPTION This project will convert the Downtown Library community room to office space and reconfigure the fifth floor of City Hall for Planning Division stafl~ work space. PROJECT JUSTIFICATION The Planning Division organizational review identified several areas of concern, one being limited office space for staff. In order to address space issues, a citywide comprehensive study of office space is being conducted by a task force created by the City Manger. As an interim solution to alleviate the problem in the Planning Division, the Downtown Library community room will be converted to office space and the fifth floor will be reconfigured. The creation of additional work space will address the consultants recommendation for an immediate solution to provide relief in order to reduce the substantial impacts of overcrowded work areas. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR AMOUNT PY Budget 1997-98 $138,050 1998-99 1999-00 2000-01 2001-02 Sources of Funding: General Fund IMPACT AND SUPPORT ANALYSIS Environmental:None. Design Elements:None. Operating:None. Telecommunications:None. COMPONENTS Design, construction, furnishing, and data and communications link. COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or programs directly related to this project.