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HomeMy WebLinkAboutAGENDA REPORT 1991 0306 CC REG ITEM 11BMOORPARK ITEM//. B PAUL W. LAWRASON JR. P„K cap Mayor OORPARK, CALIFORNIA P° 0 0 BERNARDO M. PEREZ City Croy it Meeting F i Mayor Pro Tern of 3 1991 SCOTT MONTGOMERY O z Councilmember ACTION: JOHN E. WOZNIAK 90 Councilmember LILLIAN KELLERMAN By City Clerk M E M O R A N D U M TO: THE HONORABLE CITY COUNCIL FROM: RICHARD HARE, DEPUTY CITY MANAG J - c; DATE: February 28, 1991 SUBJECT: CONSIDER ADDITIONAL FUNDS FOR CITY HALL PORTABLE OFFICE TRAILER FURNITURE, WALLS AND RELATED ITEMS Background STEVEN KUENY City Manager CHERYLJ.KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development JOHN F. KNIPE City Engineer JOHN V. GILLESPIE Chief of Police RICHARD T. HARE City Treasurer In July, 1990 the planning for the construction of a City Hall annex began. At that time consideration was given to retaining a portable building once used for recreation programs. The City Council appropriated $1,800 from the City Hall Construction Fund for one month of continued use of that building, however, agreement on the sale of the used building could not be reached and it was determined that a new portable building could be purchased, delivered and setup with skirting for less cost. The following month the City Council appropriated $52,200 from the City Hall Construction Fund and $12,000 from the General Fund for the purchase of a new portable office building and the associated setup costs. The bids for the portable office building exceeded the appropriation, so the City Council appropriated another $6,400 from the General Fund to cover the increased purchase costs. Thus far, the total appropriation for this project is $72,400 which includes the $1,800 spent terminating the lease agreement with Gelco. The General Fund appropriation is $18,400 and the City Hall Construction Fund appropriation is $54,000. The above setup costs included items such as utilities and phones. Remaining costs include the building of interior offices and work areas, as well as, the purchase of office equipment and furnishings. This report requests the appropriation of an additional $30,600 for this purpose with $20,400 from the General Fund and $10,200 from the Gas Tax Fund. Public Works personnel 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 The Honorable City Council March 1, 1991 Page 2 will be officed in the annex, therefore the use of Gas Tax funds for this purpose is appropriate. If this appropriation is approved, the total project appropriation split between funds would be: CITY HALL CONSTRUCTION FUND $54,000 GENERAL FUND 38,800 GAS TAX FUND 10,200 TOTAL Office Equipment $103,000 The typical office configuration would consist of a desk, return or credenza, executive chair, and two guest chairs. At this time, it is estimated that ten work stations are required to accommodate current staffing with regular and contract personnel while anticipating for growth or seasonal needs. The Resolution Trust Corporation warehouse in Simi Valley is currently negotiating with us for the sale of used equipment obtained from the failure of several financial institutions. Vendors have also been contacted to determine the market for these furnishing. The approximate cost for each unit work station would be $1,650 (desk - $600, return /credenza - $500, exec. chair - $250, two quest chairs - $300). Miscellaneous purchases include window blinds, desk accessories, and a general work table. The appropriation of $1,500 would be adequate for this purpose. Interior Work Areas Staff considered the building of permanent walls or the use of portable office walls similar to the office systems used in City Hall. It was determined that the construction of offices was slightly cheaper; $1,100 versus the purchase of portable units which cost approximately $1,500. Six offices would be constructed along the outside walls of the annex and a cluster of four work areas would be purchased and placed in the middle of the annex. This will allow for flexibility in the future configuration of the annex if its use changes. The cost for construction of the offices and the purchase and setup of four portable work areas would be $12,600. The Honorable City Council March 1, 1991 Page 3 The total appropriation requested is $30,600. This request does not include computers or file cabinets which have been funded in the current budget. The Cannon copy machine may also be relocated to the annex. Recommendation Appropriate $20,400 from the General Fund and $10,200 from the Gas Tax Fund to Administrative Services account 01.4.117.907 for the construction, purchase and installation of office equipment and furnishings for the work areas in the City Hall annex.