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HomeMy WebLinkAboutM- 5 Staff Report West Wing Improvements Plans and Specs11 CONSENT CALENDAR TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROY BRUCKNER, DIRECTOR OF COMMUNITY DEVELOPMENT VIA: RICK COLE, CITY MANAGER DATE: JUNE 16, 2003 SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS FOR WEST WING IMPROVEMENTS, AND AUTHORIZATION TO COMMENCE THE BID PROCESS. RECOMMENDATION It is recommended that the City Council approve the plans and specifications for the West Wing Improvement Project, and authorize commencement of the bid process. BACKGROUND The West Wing was remodeled originally in 1987, which created a “one-stop” permit counter. Immediately after completion, however, modifications needed to be made in order to make the counter more customer- friendly. The original design screened the staff from customers waiting at the permit counter, and it was difficult to view the counter from the workstations to determine if someone needed assistance. Workstations were relocated in closer proximity to the counter, and a window was installed in the wall of the cash register location, in order to be able to better view the public counter area. This configuration exists to this day. Further enhancements aimed at improving customer service are still needed, however. To this end, the CIP contains funding for a limited remodel of the West Wing. The goals of this remodeling project are as follows: 1.To make the counter more customer-friendly by creating a better relationship between the workstations and the counter. 2.To provide updated workstations for staff that are ergonomically designed, and provide improved work and file storage area. 3.Provide better utilization of space to accommodate future growth and more meeting space. APPROVED AT THE MEETING OF JUNE 16, 2003 2 The attached plans and specifications achieve the aforementioned goals. Community Development Staff has been involved in the layout of the floor plan, providing comments concerning the orientation of the permit counter, and location of workstations, printers, cash register, and other office equipment commonly used at the counter. Input was also sought concerning workstation type, color, and ergonomic chairs. In addition, recommendations of a Feng Shui consultant, who was retained to review the plan, have been incorporated into the design. (The consideration of Feng Shui was suggested at a recent Council meeting.) Generally, the Improvement Plans and Specifications comprise the following main features: 1. A new single-door entry into the West Wing, closer to Human Resources (this was the original door location prior to the 1987 remodel). 2. A re-aligned new permit counter that runs east-west, so that a larger open office area is provided behind the counter to accommodate work stations within view of the public counter. 3. New larger workstations arranged in a more efficient manner providing additional office space. 4. Added private office space in the rear of the building. 5. An optional added large conference room in the rear of the building. Two sets of Plans and Specifications have been drafted, one for the construction work, and the other for the work stations/furniture and new public counter. This will create better efficiency in undertaking the project. FISCAL IMPACT This project is currently funded in the CIP budget. At the June 2nd meeting, the Council approved the reprogramming of undesignated CIP funds in the amount of $25,000 to the West Wing Improvement Project. With the reprogrammed funds, the total budget for the West Wing would be $90,000, which is expected to be adequate to complete the project.