HomeMy WebLinkAboutItem 09
City of Lakeville
Administration Department
Memorandum
To: Mayor and Members of the City Council
From: Allyn G. Kuennen, Assistant City Administrator
Copy: Justin Miller, City Administrator
Chris Petree, Public Work Director
Date: March 20, 2015
Subject: Packet Material for the March 23, 2015 City Council Work Session.
Agenda Item: Review of City Hall Space Utilization Plan and Update on City Hall
2014/2015 Improvements and Renovations.
The original section of City Hall was completed in 1989 and the west wing addition was
completed in 2001. Since the addition, no significant improvements have been
completed to City Hall, except for addressing required maintenance issues. In addition,
a comprehensive review of the physical internal layout of City Hall and how the
departments interact with each other and the public has not been completed since the
original building was designed in 1987.
The Administration Department periodically receives suggestions from visitors at City
Hall and members of staff regarding physical improvements that could be made to
improve customer service and work efficiency. In 2013 staff began to review possible
renovations within City Hall to improve customer service and the customer’s overall
experience when visiting City Hall, as well as safety and work flow improvements for
staff. This review resulted in the completion of a City Hall Space Utilization plan in 2014
and the inclusion of minor City Hall renovations within the 2014 and 2015 budgets.
Space Utilization Study –
The goal of the study was to review the internal operations, office spaces, and
conference rooms within the various departments and divisions to identify if any
revisions should be considered to increase internal and external operational efficiencies
and customer service for staff, the general public and community organizations that use
City Hall.
2
The attached City Hall Space Utilization Study, as completed by Wold Architects,
outlines the results of the analysis, including a phased reorganization of departments
within City Hall. The proposed reorganization of departments recommends areas of
City Hall to be remodeled resulting in a more effective delivery of service to residents
and visitors and more efficient internal communications between departments by
appropriately clustering those that frequently interact and collaborate. Portions of the
reorganization and remodeling would also improve the overall security of the building for
the public and staff.
2014/2015 City Hall Improvements –
The 2014 and 2015 budgets included several improvements or renovations within City
Hall. These renovations are consistent with internal department reorganizations
previously approved by the City Council, addressing service delivery issues raised by
the public, and ongoing required building maintenance. These improvements include:
• Construction of new offices in the Engineering Department.
• Replacement of carpeting in the north wing and City Council Chambers.
• Replacement of the counter tops at the Engineering, Inspections and Parks
Department windows.
• Construction of a customer service window and counter in the Finance
Department.
• Investigation and correction of the floor settling in the west wing (which may also
require the replacement of carpeting in the west wing).
Staff will be available at the March 23 rd City Council work session to review the City Hall
Space Utilization Plan and to provide an update and status report regarding current
2014/2015 City Hall improvements. If you have any questions before the work session,
please contact me at 952-985-4402 or at akuennen@lakevillemn.gov.
305 Saint Peter Street
Saint Paul, MN 55102
tel 651 227 7773
fax 651 223 5646
mail@woldae.com
Minnesota
Illinois
Michigan
Colorado
CITY OF LAKEVILLE
City Hall
Space Utilization Study
Lakeville, Minnesota
October 1, 2014
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Commission No. 132251
Table of Contents:
Executive Summary
A. Introduction, Recommendations of the Core Group Committee Page 1
B. Estimated Budgets and Implementation Schedule Page 2
C. Existing City Hall Utilization Plan Page 3
D. Proposed City Hall Master Plan Page 4
Main Report
1. Introduction
A. Objectives & Participants Page 5
B. Study Methodology Page 6
2. Needs and Objectives
A. Guiding Principles Page 7
B. Summary of Deficiencies Page 8
C. Existing Floor Plan/ Department Layout Page 10
D. Proposed Space Program Page 11
3. Recommended Solutions
A. Summary of Recommendations Page 16
B. Proposed Masterplan Page 17
C. Proposed Phasing Plans Page 18
D. Proposed Project Budget Page 23
E. Proposed Project Schedule Page 24
Appendices
A. Meeting Minutes
- Core Group Meetings
- Department Interviews
B. Alternative Plans
C. Departmental Survey Responses (digital files only)
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 1
Executive Summary
Introduction
Wold Architects and Engineers is pleased to submit this City Hall Space Utilization Study to the Lakeville City Council.
Lakeville City Hall was originally constructed in 1989 and an addition was completed in 2001 bringing to gross area of
the facility to 32,350 square feet. The facility houses multiple departments including Administration, Finance, Human
Resources, Communications, Information Systems, Community & Economic Development, Parks and Recreation,
Planning, Engineering and Inspections. The facility also houses the Council Chambers and numerous conference rooms.
The facility is located at 20195 Holyoke Ave, Lakeville.
Wold Architects and Engineers was commissioned in late 2013 to perform a City Hall Space Utilization Study. The
objective of this study was to identify potential operational and functional efficiencies that could be implemented, before
or concurrent with the investment in scheduled maintenance and security upgrades already planned in the city’s Capital
Improvement Plan. The intent of the study is to determine how to best reorganize or reconfigure departments within the
existing City Hall facility to streamline public service, improve safety and efficiency and maximize internal collaboration
between departments and staff, while also planning for the future potential growth of each department.
Since the addition was completed thirteen years ago, numerous changes in the organization of city departments have
occurred as well as the manner in which departments interact with the public. Incorporation of technology has changed
business practices and how staff have worked too. A select few are:
• Developers or homeowners looking to improve their residence or business must shuttle between opposite ends
of the City Hall to meet with Economic Development & Planning, and then Engineering and Inspections.
• Finance, while handling the confidential transactions of the citizens, has many visits from in-person paying
utility customers who are able unabated to enter directly into the Finance office work area. Sometimes, these
customers are also arriving frustrated by a billing and escalate the interaction to the point where some staff do
not feel safe.
• Engineering is separated from one of its divisions – Environmental Resources.
• Council Work Sessions and staff meetings are held in the ill-proportioned Marion Conference Room, leaving
meeting attendees and participants unduly separated by distance from the discussions that occur.
Core Group Recommendation
With the conclusion of this City Hall Space Utilization Study, the Core Planning Group recommends that the City Council
consider implementing the proposed, phased reorganization of City Hall with minor remodeling to facilitate the effective
delivery of customer service by the appropriate clustering of departments, to improve safety for public and staff, and to
foster the collaboration of staff by providing better internal adjacencies and efficiencies. Implementing these proposals
concurrent with planned capital improvements will minimize costs compared to any other time. As well, this proposed
reorganization will create space efficiencies which will delay any additions to the facility from being needed for the
foreseeable future.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 2
Executive Summary (Cont.)
Phased Reorganization Project Cost Estimate
Construction Costs
Proposed Remodeling of 9,000 SF $ 790-1,015,000
C.I.P. 2014/15 Projects required as part of remodeling $ 80,000
C.I.P. 2014/15 Projects that should be included in project $ 17 0,000
Subtotal Construction Costs $1,040 - 1,265,000
Other Costs
Fees, Printing, Testing, Misc. Costs $ 110,000
Furniture, Fixtures and Equipment (includes $ 7,000 of C.I.P.) $ 80,000
Project Contingency $ 150,000
Estimated Total Project Cost $1,3 80 - 1,605,000
Proposed Implementation Schedule
A proposed implementation schedule has been developed reflecting the multiple construction phases recommended by
the Core Planning Group.
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CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 5
Introduction – Objectives
Wold Architects and Engineers is pleased to submit this Space Utilization Study at the City Hall to the Lakeville City
Council.
Lakeville City Hall was originally constructed in 1989 and an addition was completed in 2001 bringing to gross area of
the facility to 32,350 square feet. The facility houses multiple departments including Administration, Finance, Human
Resources, Communications, Information Systems, Community & Economic Development, Parks and Recreation,
Planning, Engineering and Inspections. The facility also houses the Council Chambers and numerous conference rooms.
The facility is located at 20195 Holyoke Ave, Lakeville.
Wold Architects and Engineers was commissioned in late 2013 to perform a City Hall Space Utilization Study. The
objective of this study was to identify potential operational and functional efficiencies that could be implemented, before
or concurrent with the investment in scheduled maintenance, security and accessibility upgrades such as public service
counters already planned in the city’s Capital Improvement Plan. The intent of the study is to determine how to best
reorganize or reconfigure departments within the existing City Hall facility to streamline public service, improve safety
and maximize internal collaboration and efficiencies between departments and staff, while also planning for the future
potential growth of each department.
Introduction – Participants
We wish to thank the Core Group and all of the study’s participants for their efforts in providing Wold’s team with the
information necessary to complete this report in a thorough and timely fashion.
Core Group Committee
Steve Mielke, City Administrator
Allyn Kuennen, Administrative Services Manager
Dave Olson, CED Director
Daryl Morey, Planning Director
Chris Petree, Public Works Director
Brett Altergott, Parks and Recreation Director
Dennis Feller, Finance Director
Danny Barth, IS Manager
Cindi Joosten, HR Manager
Sue Palm, Communications Manager
Gene Abbott, Building Official
Zach Johnson, City Engineer
Thank you for your consideration of this Space Utilization Study assessment.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 6
Introduction – Study Methodology
To arrive at the conclusions in this report, extensive meetings and discussions occurred between the Wold team, the
Core Group Committee and stakeholders. This effort included department tours, staff interviews and information
gathering.
The following goals for the study were outlined early in the process:
Step 1: Meet with Core Group to clarify Study Objectives
Step 2: Interview and tour the existing departments and review Space Utilization Assessment surveys.
Step 3: Development of consensus on deficiencies and ideal operational models.
Step 4: Development of solution options to address deficiencies and ideal operational models.
Step 5: Demonstrate implementation phasing and cost impacts to the solutions.
Step 6: Development of consensus on solutions.
Step 7: Documents findings in a report.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 7
Needs and Objectives – Summary of Deficiencies
At the kick-off meeting, the group generated a list of goals and objectives to help direct the purpose of the study.
Consensus by the Core Planning Group was developed surrounding the following list, which helped keep the team
focused during the decision making process.
Guiding Principles:
• Generate efficiencies while balancing cost.
• Prioritize public interaction per department - Departments being in appropriate locations of the building based
on how much public interaction and staff interaction (internal customer service) they have.
• Utilize technology to improve efficiency.
• Friendly, inviting space for public to come in and have a conversation conveniently located off the Main Entry.
• Parking: accessibility for customers and staff parking.
• Storage: how to efficiently store documents that need to be kept as hard copies.
• Storage of items that get moved in and out of building (Parks and Recreation Department and Engineering
Department equipment).
• Conference space: proximity, function, and layout of space should be examined.
• Security within building should be considered.
• Customer way-finding should be considered. The group discussed it might be helpful to customers to add a
signage display / Map at main entry for customers and schedule of events.
It was determined that although some future growth of staffing may occur, it was instinctively felt that the building likely
had sufficient space to accommodate that growth. Therefore, accommodating future growth was not a guiding principle.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 8
Needs and Objectives – Summary of Deficiencies (Cont.)
Each department head completed a survey helping the team identify functional requirements for the department, including
necessary adjacencies with other departments or rooms within the City Hall, current and projected staffing needs, security
and technology needs/ deficiencies, type and amount of public interaction and type services provided. Informational
interviews and tours of departments solidified the needs and deficiencies for each department.
Building-Wide Programmatic Deficiencies:
• Conference Rooms
- Incorporate technology into rooms
- Marion Conference room size and configuration needs improvement
- Inspections and Finance would like small conference rooms within their departments
• Dedicated storage rooms are lacking within departments
• No receiving area or staging area for deliveries
• Mail room is not centrally located
• Security is a big concern across all departments
• Hard copy filing is diminishing- filing areas could be reduced or eliminated
• Proximity to exterior door requested by: Engineering, Inspections, and Parks & Rec
• Seasonal staff affect the area requirements for: Engineering, Environmental Resources, and Parks & Rec
• Various ADA and accessibility improvements
Department-Specific Programmatic Deficiencies:
• Planning and CED interact with Engineering and Inspections on a frequent daily basis, therefore closer
proximity to each other would increase efficiency.
• Inspections and Parks and Recreation have a lot of public interaction, therefore larger public counters for both
departments are desired.
• Communications department is only department without exterior windows
• Finance needs a secured public counter or sub-lobby
• Server Room would be difficult to move
• Info Systems would like a work bench/ staging area outside of the Server room since the room is too cold to
work in from cooling the servers.
• HR has privacy concerns with the open layout and would like to be closed off from adjacent departments.
• Elections storage and staging area is needed within the building.
• The Recreation Program Supervisor would benefit from acoustical privacy due to the type of work performed.
• Planning needs a better public counter for reviewing plans with a visitor.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 9
Needs and Objectives – Summary of Deficiencies (Cont.)
Following the exploration of programmatic needs, the City of Lakeville shared its 2014-18 Capital Improvement Plan for
City Hall. Ever since the facility was originally constructed 25 years ago and added onto 13 years ago, it appears to have
been well-maintained. An exhaustive study of facility conditions was therefore not part of the scope of this study, nor was
it needed due to the general good condition beyond those projects already identified in the CIP. Below is a summary of
the items being planned for implementation.
Facility Issues:
• Repair sinking City Hall west wing floor slab.
• Carpet Replacement: Engineering, Inspections, Parks & Rec, North Hallway.
• Replace Public Counter laminate countertops in Parks & Rec, Engineering, and Inspections.
• Fire Alarm System Upgrade
• Paint Walls in Engineering, Environmental Resources, Inspections and Parks & Rec.
• Smartstruxure HVAC system software server and remote for City building BAS future updates
• Smartstruxure HVAC system integration hardware and software updates.
• Replace exit and emergency lights.
• Replace rooftop air handling unit S3.
• Repair and refinish wood doors.
• New high efficiency boilers.
• Reroof area D – 2001 new addition.
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CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 11
Proposed Space Program Summary
Spaces needed to support City Hall operations were developed and reviewed with the Core Group Committee. The
following pages summarize, and then detail room by room, the space needs generated to allow the City Hall to operate
effectively and efficiently both today and into the foreseeable future.
Existing
Building
Proposed
Program
Departmental Summary
1.000 Shared Spaces USF Needed
6,067 s.f. 6,580 s.f.
1.100 Administration Bldg USF Needed
2,182 s.f. 2,182 s.f.
1.200 Communications USF Needed
1,030 s.f. 1,195 s.f.
1.300 Human Resources USF Needed
900 s.f. 902 s.f.
1.400 Finance USF Needed
1,936 s.f. 2,126 s.f.
1.500 Info. Technology USF Needed
726 s.f. 1,040 s.f.
1.600 Parks & Recreation USF Needed
1,916 s.f. 2,240 s.f.
1.700 Econ. Dev./Planning USF Needed
2,112 s.f. 1,793 s.f.
1.800 Inspections USF Needed
2,258 s.f. 2,220 s.f.
1.900 Engineering USF Needed
3,709 s.f. 3,027 s.f.
Total City Hall USF 22,836 s.f. 23,305 s.f.
x 1.42 x 1.39
Total City Hall GSF
32,350 s.f. 32,350 s.f.
Total Potential Staff Positions
÷ 64 ÷ 67
Staff Space Efficiency Ratio
505 s.f./staff 483 s.f./staff
Detailed Space Program
1.000 Shared Spaces
1.001 Council Chambers
2,919 s.f. 2,919 s.f.
1.002 Archive Storage
402 s.f. 402 s.f.
1.003 Kingsley Conference Room
215 s.f. 300 s.f.
1.004 Marion Conference Room
609 s.f. 293 s.f.
1.005 Lee Conference Room
197 s.f. 197 s.f.
1.006 Orchard Conference Room
288 s.f. 292 s.f.
1.007 Break Room
705 s.f. 705 s.f.
1.008 Supply Storage
155 s.f. 155 s.f.
1.009 Vault Storage
220 s.f. 0 s.f.
1.010 Library Storage
140 s.f. 0 s.f.
1.011 Copy/Work Room
217 s.f. 274 s.f.
1.011 New West Conference Room
n/a 323 s.f.
1.012 New Training Room
n/a 720 s.f.
Shared Spaces Net Area Total:
6,067 s.f. 6,580 s.f.
Net to Usable SF Factor
x 1.00
Shared Spaces USF Needed
6,067 s.f. 6,580 s.f.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 12
Program Summary (cont.)
Existing
Building
Proposed
Program
1.100 Administration
1.101 City Administrator Office
306 s.f. 306 s.f.
1.102 Administrative Services Manager Office
148 s.f. 148 s.f.
1.103 City Clerk Office
148 s.f. 148 s.f.
1.104 Mayor & Council Office
296 s.f. 296 s.f.
1.105 Reception Workstation
86 s.f. 86 s.f.
1.106 Empty Reception Workstation
94 s.f. 64 s.f.
1.107 Public Seating
58 s.f. 58 s.f.
1.108 Administrative Conference Room
210 s.f. 210 s.f.
1.109 Work Area
35 s.f. 35 s.f.
1.110 Coat Storage
41 s.f. 15 s.f.
1.111 Kitchenette
33 s.f. 33 s.f.
1.112 Elections Storage
n/a 65 s.f.
1.113 Future Workstation (2@56sf)
112 s.f.
Administration Net Area Total:
1,455 s.f. 1,399 s.f.
Net to Usable SF Factor
x 1.50 x 1.50
Administration Bldg USF Needed
2,182 s.f. 2,182 s.f.
1.200 Communications
1.201 Communications Manager Office
92 s.f. 218 s.f.
1.202 Communications Specialist Workstation
70 s.f. 80 s.f.
1.203 Video Office
212 s.f. 212 s.f.
1.204 Video Office
129 s.f. 129 s.f.
1.205 Video Workroom
50 s.f. 50 s.f.
1.206 Video Control Room
289 s.f. 289 s.f.
Communications Net Area Total:
842 s.f. 978 s.f.
Net to Usable SF Factor
x 1.22 x 1.22
Communications USF Needed
1,030 s.f. 1,195 s.f.
1.300 Human Resources
1.301 HR Manager Office
191 s.f. 245 s.f.
1.302 Payroll Technician Office
114 s.f. 114 s.f.
1.303 Benefits Specialist Workstation
96 s.f. 110 s.f.
1.304 Empty Workstation (future)
84 s.f. 84 s.f.
1.305 Public Seating
48 s.f. 48 s.f.
Human Resources Net Area Total:
533 s.f. 601 s.f.
Net to Usable SF Factor
x 1.69 x 1.50
Human Resources USF Needed
900 s.f. 902 s.f.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 13
Program Summary (cont.)
Existing
Building
Proposed
Program
1.400 Finance
1.401 Finance Director Office
159 s.f. 180 s.f.
1.402 Sr. Accountant Office
117 s.f. 148 s.f.
1.403 Sr. Accountant Office
118 s.f. 150 s.f.
1.404 Sr. Accountant Office
160 s.f. 158 s.f.
1.405 Utility Reception Workstation
130 s.f. 104 s.f.
1.406 Utility Workstation
90 s.f. 104 s.f.
1.407 Accountant Workstation
122 s.f. 98 s.f.
1.408 Accounts Payable Workstation
94 s.f. 98 s.f.
1.409 Admin. Assistant Workstation
81 s.f. 115 s.f.
1.410 Future Office
n/a 124 s.f.
1.411 Future Workstation (2@98sf)
n/a 198 s.f.
Finance Net Area Total:
1,071 s.f. 1,477 s.f.
Net to Usable SF Factor
x 1.81 x 1.43
Finance USF Needed
1,936 s.f. 2,126 s.f.
1.500 Information Technology
1.501 IT Manager Office
160 s.f. 160 s.f.
1.502 IT Staff Workstation
82 s.f. 82 s.f.
1.503 IT Staff Workstation
82 s.f. 82 s.f.
1.504 IT Server Room
305 s.f. 305 s.f.
1.505 Workbench
n/a 120 s.f.
Info. Technology Net Area Total:
629 s.f. 749 s.f.
Net to Usable SF Factor
x 1.15 x 1.38
Info. Technology USF Needed
726 s.f. 1,040 s.f.
1.600 Parks & Recreation
1.601 Parks & Rec Director Office
190 s.f. 160 s.f.
1.602 Recreation Supervisor Office
142 s.f. 122 s.f.
1.603 Rec Program Supervisor Office
100 s.f. 122 s.f.
1.604 Sr. Administrative Assistant Wkstn.
90 s.f. 70 s.f.
1.605 Administrative Assistant Wkstn.
82 s.f. 70 s.f.
1.606 Seasonal Worker Workstations (3@95sf)
286 s.f. 285 s.f.
1.607 Front Counter/ Lobby
60 s.f. 209 s.f.
1.608 Archive File Room
100 s.f. 0 s.f.
1.609 Storage Room
388 s.f. 630 s.f.
Parks & Recreation Net Area Total:
1,438 s.f. 1,668 s.f.
Net to Usable SF Factor
x 1.33 x 1.34
Parks & Recreation USF Needed
1,916 s.f. 2,240 s.f.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 14
Program Summary (cont.)
Existing
Building
Proposed
Program
1.700 Economic Development / Planning
1.701 Economic Development Director Office
140 s.f. 218 s.f.
1.702
Economic Development Specialist
Workstation
112 s.f. 120 s.f.
1.703 Empty Workstation (future)
96 s.f. 96 s.f.
1.704 Planning Director Office
173 s.f. 207 s.f.
1.705 Associate Planner Office
119 s.f. 145 s.f.
1.706 Associate Planner Workstation
120 s.f. 130 s.f.
1.707 Future Code Enforcement Officer Wkstn
120 s.f. 81 s.f.
1.708 File Storage / Workarea
272 s.f. 86 s.f.
1.709 Reception Workstation
102 s.f. 68 s.f.
1.710 Empty Reception Workstation (future)
90 s.f. 68 s.f.
1.711 Public Seating
96 s.f. 0 s.f.
Econ. Dev./Planning Net Area Total:
1,440 s.f. 1,219 s.f.
Net to Usable SF Factor
x 1.47 x 1.47
Econ. Dev./Planning USF Needed
2,112 s.f. 1,793 s.f.
1.800 Inspections
1.801 Public Counter
72 s.f. 115 s.f.
1.802 Building Official Office
204 s.f. 214 s.f.
1.803 Plumbing/Mech. Inspec. Wkstn.
72 s.f. 126 s.f.
1.804 Empty Workstation (future)
72 s.f. 88 s.f.
1.805 Library/Coffee Station
52 s.f. 0 s.f.
1.806 Building Inspector Workstation
78 s.f. 126 s.f.
1.807 Building Inspector Workstation
78 s.f. 126 s.f.
1.808 Empty Workstation (future)
78 s.f. 95 s.f.
1.809 Sr. Building Inspector Workstation
78 s.f. 126 s.f.
1.810 Empty Workstation (Counter)
56 s.f. 0 s.f.
1.811 Sr. Administrative Assistant
74 s.f. 90 s.f.
1.812 Administrative Assistant
74 s.f. 90 s.f.
1.813 Plan Review Workstation
64 s.f. 92 s.f.
1.814 Plan Review Workstation
64 s.f. 0 s.f.
1.815 Empty Copy Room
118 s.f. 0 s.f.
1.816 Plan Room
125 s.f. 214 s.f.
1.817 File Area
268 s.f. Incl. 1.816
Inspections Net Area Total:
1,627 s.f. 1,502 s.f.
Net to Usable SF Factor
x 1.39 x 1.47
Inspections USF Needed
2,258 s.f. 2,220 s.f.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 15
Program Summary (cont.)
Existing
Building
Proposed
Program
1.900 Engineering
1.901 City Engineer Office
218 s.f. 190 s.f.
1.902 Asst. Engineers Workstation
119 s.f. 120 s.f.
1.903 Empty Workstation
119 s.f. 90 s.f.
1.904 Library
96 s.f. 0 s.f.
1.905 Civil Engineer Workstation
119 s.f. 120 s.f.
1.906 Empty Workstation (future)
116 s.f. 90 s.f.
1.907 Sr. Construction Rep. Workstation
160 s.f. 120 s.f.
1.908 Empty Workstation
110 s.f. 0 s.f.
1.909 Active File/Equipment Storage Wkstn
104 s.f. 0 s.f.
1.910 File Area
96 s.f. 93 s.f.
1.911 Administrative Assistant Wkstn
150 s.f. 80 s.f.
1.912 Service Counter
60 s.f. 60 s.f.
1.913 Print Room
284 s.f. 284 s.f.
1.914 Environmental Resources Manager Office
161 s.f. 161 s.f.
1.915 Environmental Resources Specialist Wkstn
100 s.f. 120 s.f.
1.916 Future City Forester Wkstn
100 s.f. 90 s.f.
1.917 Environmental Resources Storage
35 s.f. 35 s.f.
1.918 G.I.S. Coordinator
112 s.f. 100 s.f.
1.919 G.I.S. Analyst
112 s.f. 100 s.f.
1.920 Open Resource/ Plan Review Area
n/a 320 s.f.
1.921 Mud Room/ Storage
n/a 168 s.f.
Engineering Net Area Total:
2,371 s.f. 2,341 s.f.
Net to Usable SF Factor
x 1.56 x 1.30
Engineering USF Needed
3,709 s.f. 3,027 s.f.
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 16
Recommended Solutions – Summary of Recommendations
During the course of the study, the Core Group identified the highest priorities that would help improve the efficiency of
the departments within City Hall. The biggest concern is the need for Engineering, Inspections, Planning and Community
& Economic Development departments to be located adjacent to each other within the building. This provides for not only
better staff collaboration, but more importantly better customer service. The master plan recommended by the Core
Planning Group addresses this issue by proposing the relocation of Planning and Community & Economic Development
to the same wing as the other departments, essentially taking over the north wing. The goal is to centralize the
development services counters to provide better customer service and encourage staff interaction and communication
between similar departments.
To accommodate the moves of Planning and Economic & Community Development to the north wing, the relocation of
Parks & Recreation must occur. The need to relocate Parks and Recreation to the opposite end of the building allowed
the Core Group to reassess how the organization of the west wing could foster better customer service as well as staff
collaboration. The final proposed reorganized layout addresses the desire for the two areas of the Communications
department to be located next to each other. It allows Parks & Recreation to be located next to an exterior entrance and
have a large storage area. It allows Human Resources to be reconfigured to increase privacy by creating their own
conference room and be closed off to adjacent departments. It allows a more effective workspace for Information
Systems. Finally, it proposes that Finance be located adjacent to Administration and within a secured area that public
can access for service, but cannot penetrate into the work area without authorization.
Another benefit from rearranging departments is the ability to create a more functional, large conference room, as well as
adding a few mid-sized conference rooms off the main hallway for public and staff to utilize. A large
conference/community room is located off the Lobby and can be used for Council Workshops or Planning Commission
meetings during evening hours. Locating the conference/community room at the front of the building also provides for
more direct and easier access for the public attending meetings at City Hall and an improved room configuration that is
better suited to accommodate presentations and larger discussion groups. In total, the proposed reorganization adds two
new conference rooms and relocated/ renovated an additional three conference rooms. The ability to improve technology
within these spaces meets one of the original guiding principles established by the Core Planning Group.
Because the facility must remain operational during construction, the Core Planning Group has developed a phasing plan
that would break down the construction by department in order to keep inconveniences at a minimum and maximize the
efficiencies of the renovation process. Because the building is near capacity, at least one department needs to move off-
site to start the process.
In addition, a major factor in the development of an implementation plan was the need to accommodate the city’s planned
capital improvements to City Hall, such as the repairs to the sinking slab in the 2001 addition. This work requires the
vacating of the entire area to allow the slab to be raised all at once to minimize the cracking of the existing slab or walls.
This is disruptive, but allows the start of the phased construction to occur while departments will be relocated off site
anyway. The following pages depict the proposed phasing diagrams suggested order of implementation for the
masterplan.
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CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 23
Proposed Project Budget
Estimated 2014 Construction Costs 9,000 sf $790-1,015,000
Marion Conversion to Finance Offices 610 sf $75 -100/sf $46 -61,000
Finance Reception Counter 355 sf $150 -175/sf $54 -62,000
Election Storage 70 sf $75 -100/sf $6 -8,000
Parks Storage 415 sf $25 -32/sf $10 -14,000
Communications / HR Remodel 1,670 sf $75 -100/sf $125 -167,000
Engineering 3,440 sf $75 -100/sf $260 -345,000
Inspections Office & Storage 415 sf $75 -100/sf $3 0-42,000
Planning & Economic Development 1,310 sf $75 -100/sf $100 -131,000
Large Conference Training Room 720 sf $75 -100/sf $54 -$7 0,000
Miscellaneous Doors $40 -50,000
Lobby Information De sk Upgrades $50,000
Upgrade Data Cabling throughout to CAT 6 $15,000
C.I.P. 2014/15 Projects required as part of remodeling $ 80,000
Carpet Replacement: Engineering, Inspections, Parks & Rec, North Hallway.
Paint Walls in Parks & Rec. and Environmental Resources.
C.I.P. 2014/15 Projects that should be included in project $ 170,000
Repair sinking City Hall west wing floor slab .
Replace laminate countertops in Parks & Rec, Engineering, and Inspections.
Fire Alarm System Upgrade
Paint Walls in Engineering and Inspections
Replace exit and emergency lights.
Replace emergency generator and add controls to monitor generator.
Replace rooftop air handling unit S3.
Repair and refinish wood doors.
Subtotal Construction Costs $1,040,000 -1, 265,000
Other Costs
Fees, Printing, Testing, Misc. other Costs $ 110,000
Furniture, Fixtures and Equipment (includes $7,000 of C.I.P.) $ 80,000
Project Contingency (10%) $ 150,000
Estimated Total Project Cost $1,3 80,000 - 1, 605,000
Additional Costs - C.I.P. Projects that are NOT included in project
Smartstruxure system software server and remote (2014) $ 6,000
Parking reclamation (2015) $ 204,000
High Efficiency Boilers (2017) $ 120,000
Smartstruxure system integration, hardware and software updates (2018) $ 15,000
Reroof Area D – 2001 Addition (2018) $ 62,000
Future City Hall Improvements $ 407 ,000
CITY OF LAKEVILLE
City Hall Space Utilization Study
October 1, 2014
Page 24
Proposed Project Schedule
A proposed implementation schedule has been developed reflecting the multiple construction phases recommended by
the Core Planning Group.