HomeMy WebLinkAboutAGENDA REPORT 1992 0219 CC REG ITEM 08F M14143 t 50160)
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TO: HONORABLE CITY COUNCIL
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FROM: RICHARD HARE, DEPUTY CITY MANA i_ 199
DATE: February 13, 1992 CTIOi,/
SUBJECT: Consider Amending the FY 91/92 ' A t,t
Budget for Work Area Reconfiguration
In the City Hall Building
Background
The City Council authorized the expenditure of forty-five
thousand dollars ($45, 000) for the purchase and installation of
work areas in the City Hall Annex, as well as the reconfiguration
of work areas in City Hall. The work is being performed by NOVA
Business Furnishings, which is the sole distributor in Ventura
County of All-Steel partitions, work surfaces, accessories and
furnishings which the City has installed.
All work performed by NOVA honors the government discount of the
City' s original 1987 contract. Of the original allocation, a
total of $41, 387 was expended to purchase and install the work
areas in the City Hall annex. The installation included
partitions, work surfaces, storage bins, file space, and chairs.
The reconfiguration of the City Hall to accommodate the optical
disk system cost another $1,829. This cost was kept to a minimum
by combining materials from two work stations. The area to house
the optical disk system is approximately the same size as two
work areas. This resulted in the relocation of one work area
from the south grouping of work stations to the central grouping
of work stations.
The dislocation of one work area to the central grouping of work
stations presents an opportunity to improve the work areas of the
senior planners, make functional use of the partitioned office
spaces at the northeast end of the City Hall, and to provide a
work area for the duplication and assembly of documents away from
the front counter.
The rearrangement of the central grouping of work stations
includes shifting and expanding the Recreation Coordinator 's work
area, the Community Services Secretary's area, and the
Administrative Services Secretary's area, while constructing a
work station to house the copier, mail metering machine and the
facsimile machine. This is accomplished by shifting the front
PAUL W.LAWRASON JR. JOHN E.WOZNIAK SCOTT MONTGOMERY BERNARDO M.PEREZ ROY E.TALLEY JR.
Mayor Mayor Pro Tern Councilmember Councilmember Councilmember
Printed On Recycled Paper
Honorable City Council
Reconfiguration in City Hall
February 13 , 1992
Page Two
wall of the grouping forward one foot and adding some additional
wall sections, then purchasing the appropriate additional work
surfaces to finish out the areas. The cost is $11, 256.70.
Moving the Senior Planners will allow the Community Development
Secretary, who supports the Code Enforcement Officers, to move
next to them and she will be able to network to the department's
printer. It will also allow for shifting the Associate Planner
into the work area next to the Administrative Secretary for the
department and across from the Senior Planners.
Improvements in the arrangement of work areas in Accounting will
also be possible. Currently, two work stations are side by side
in the Accounting office and there is not enough clearance to use
the keyboard trays simultaneously for data entry. The
reassignment of work areas will open one work area across the
hall from the Accounting office. The Account Clerk can move into
this vacated space. The space opened by the relocation of the
Account Clerk will then be used on an intermittent basis by
auditors, clerical aides, and department personnel researching
financial records. It will no longer be necessary to remove the
financial records from the office and the Account Technician can
maintain better control over the records. This will satisfy one
of the recommendations for improvements in procedures cited in
the FY 89/90 audit of our accounting practices.
Some of the materials from the optical disk reconfiguration and
the central grouping rearrangement would be used to set up work
areas for the Senior Planners. Also, new work surfaces, file
drawers, and associated materials would be purchased to complete
their work areas. The cost for the Planners' work areas is
$9, 455.
The total cost of the work remaining is $20,712 . Only $1, 784
remains in this project category, therefore if this work is to be
completed, the budget would have to be amended and another
$18,928 should be appropriated from the general fund reserve to
this project (01. 4 . 117.902) .
Honorable City Council
Reconfiguration in City Hall
February 13, 1992
Page Three
Funding Alternative
Within the same budget, there have been significant savings in
line item 905 - office equipment related to the rental of a plain
paper fax, and the repair of the copier which was scheduled for
replacement. We now have available $18, 500 which can be
transferred from line item 905 to line item 902 . The remaining
$428 can be transferred from line item 903 , which was slated for
City Hall exterior improvements. Nothing has been spent towards
exterior City Hall improvements thus far this year.
Installation
If the funding for this project is approved, an order will be
placed with NOVA Business Furnishings. Some of the materials
must be shipped from the All-Steel factory, which takes six to
eight weeks, so installation will be scheduled for the last week
of April.
Recommendation
Staff favors the funding alternative as described above, thereby
staying within the same capital budget for the Administrative
Services Department.
Staff recommends authorizing the City Manager to transfer all
surplus funds from line item 905 - office equipment, and $428
from line item 903 - improvements other than buildings, to line
item 902 - buildings, to complete the above described project,
using the services of NOVA Business Furnishings for the remaining
work, for a total cost of $20, 711. 70.
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