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HomeMy WebLinkAboutItem 6c 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 Date: June 15, 2019 Subject: City Hall Master Plan In 2014, the city hired Wold Architects to review internal workflow, office spaces, and conference rooms to identify any revisions that should be considered to increase internal and external operational efficiencies and customer service. This review resulted in the completion of a City Hall Space Utilization Report. The most significant changes recommended in the report was to relocate the Community & Economic Development Department from its current location in the west wing of the building to the north wing to be adjacent to the Engineering and Inspections Departments; and to relocate the Marion Conference Room from the back of the building to the front of the building to be adjacent to the main lobby and entrance. These revisions would address several issues including: eliminating the need for residents and developers to shuttle between the north and west wing of the building to obtain permits, get answers to their questions, or to resolve development or construction related issues. It would also provide efficiencies in staff and project coordination between engineering, planning and inspections. The city consistently receives comments from developers, residents and visitors at City Hall regarding the need for a “one stop” window for zoning, building, and engineering permits and related development requests. Another benefit from relocating departments is the ability to create a more functional, large conference room off the main front lobby of the building for the public and staff to utilize. Relocating the Marion Conference Room to the front of City Hall would provide more direct and easy access for the public attending City Council work sessions and advisory board meetings, and a room configuration that is better suited to accommodate presentations and larger discussion groups. Staff has also looked at preliminary plans to relocate the reception desk to a window based out of the human resources office. This would provide a more secure location for our front desk staff while still allowing for a window to greet and conduct business with visitors to city 2 hall. The reception staff currently share duties with human resources, and having them physically located in that area will also create efficiencies in their work flow. Staff has attached the City Hall Space Utilization Study for your reference during our discussion at the City Council retreat. If you have any questions before then, please contact me. 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 $ 170,000 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 $1,380 - 1,605,000 Proposed Implementation Schedule A proposed implementation schedule has been developed reflecting the multiple construction phases recommended by the Core Planning Group. BLUE LINEXEROX3030PLOTTERLAMINATORPRINTERSHELVINGTABLEOVENDISHWASHERUPPH ONEFEXTFAFAFEXTFEXTFAFEXTCED/ PLANNINGADMIN.FINANCEINFO SYSTEMSHRCOMMUNICATIONSINSPECTIONSENGINEERINGENV. RES/ GISPARKS & RECCONF.CONF.CONF.CONF.CONF.S:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:45:34 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 30 3/64" = 1'-0"EXISTING FLOOR PLAN/DEPARTMENT LAYOUT16' 32' COMMUNICATIONSFINANCEINFO SYSTEMSINSPECTIONSCONFERENCE/TRAININGPARKS ANDRECREATIONCOPY/MAILPARKSSTOR.CONF.CONF.HRADMINISTRATIONCONFMUD ROOM/STOR.CONF.COMMUNITY & ECONOMICDEVELOPMENT/ PLANNINGPLANREVIEWOFFICEWSWSWSWSWSWSCONF.LOBBYWSWSS.WSF.WSWSWSF.OFF.F.WSE.S.OFFICEWSWSFIN.VAULTOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICES.WSS.WSOFFICESERVEROFFICEOFFICEOFFICEF.WSOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEF.WSWSWSWSWSCOPYBLG. STOR.PRINT/STOR.NEW DOORWSWSWSWSWSWSWSF.WSF.WSF.WSPLANSTOR.WSWSWSLOBBYNEW COUNTERCLOSETNEW WALLLONGERCOUNTERF.WSENGINEERING/ ENV.RESOURCES/ G.I.S.CONF.WSWSNEW DOORF.WSREMSTARREMSTARREMSTARREMSTARREMSTARREMSTARNEW WINDOWSFULL HT WALL &WINDOWSNEWDOORNEW DOORF.WSOFFICEFRONTDESKF.WSF.WSNEW DOORCOPIERF.WSNEWWINDOWNEW WINDOWNEW WINDOWS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:40:33 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 40 3/64" = 1'-0"MASTER PLAN16' 32' 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. BLUE LINEXEROX3030PLOTTERLAMINATORPRINTERSHELVINGTABLEOVENDISHWASHERUPPH ONEFEXTFAFAFEXTFEXTFAFEXTCED/ PLANNINGADMIN.FINANCEINFO SYSTEMSHRCOMMUNICATIONSINSPECTIONSENGINEERINGENV. RES/ GISPARKS & RECCONF.CONF.CONF.CONF.CONF.S:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:38:38 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 100 3/64" = 1'-0"EXISTING FLOOR PLAN/DEPARTMENT LAYOUT16' 32' 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. COMMUNICATIONSFINANCEINFO SYSTEMSINSPECTIONSCONFERENCE/TRAININGPARKS ANDRECREATIONCOPY/MAILPARKSSTOR.CONF.CONF.HRADMINISTRATIONCONFMUD ROOM/STOR.CONF.COMMUNITY & ECONOMICDEVELOPMENT/ PLANNINGPLANREVIEWOFFICEWSWSWSWSWSWSCONF.LOBBYWSWSS.WSF.WSWSWSF.OFF.F.WSE.S.OFFICEWSWSFIN.VAULTOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEOFFICES.WSS.WSOFFICESERVEROFFICEOFFICEOFFICEF.WSOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEF.WSWSWSWSWSCOPYBLG. STOR.PRINT/STOR.NEW DOORWSWSWSWSWSWSWSF.WSF.WSF.WSPLANSTOR.WSWSWSLOBBYNEW COUNTERCLOSETNEW WALLLONGERCOUNTERF.WSENGINEERING/ ENV.RESOURCES/ G.I.S.CONF.WSWSNEW DOORF.WSREMSTARREMSTARREMSTARREMSTARREMSTARREMSTARNEW WINDOWSFULL HT WALL &WINDOWSNEWDOORNEW DOORF.WSOFFICEFRONTDESKF.WSF.WSNEW DOORCOPIERF.WSNEWWINDOWNEW WINDOWNEW WINDOWS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:38:06 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 170 3/64" = 1'-0"MASTER PLAN16' 32' PLANNINGADMIN.FINANCEINFO SYSTEMSHRCOMMUNICATIONSINSPECTIONSENGINEERINGENV. RES/ GISPARKS & REC- BUILD PLAN ROOM STOR. AND OFFICEFOR PLANNING- REMODEL ADMIN. AND INSTALL TEMP.WORKSTATIONS FOR CEDCEDOFFICEPLANSTOR.REMSTAR- FINANCE MOVES OFF-SITE- CED MOVES INTO ADMIN. TEMPORARILY- PLANNING MOVES INTO ENGINEERINGTEMPORARILY- SOIL BORINGS AND MUD JACKING AT WESTADDITION- REMODEL AREA FOR FINANCE AND PARKSPHASE 1A:PHASE 1B:PHASE 1BCONSTRUCTIONPHASE1AF.WSE.S.OFFICEOFFICEOFFICEOFFICEWSLOBBYREMSTARF.WSF.WSPHASE 1AS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:36:24 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 180 1" = 30'-0"1CONSTRUCTION- PHASE 122'-6" 45' ADMIN./ CEDENGINEERING/PLANNINGPARKS & RECPHASE 2:FINANCE MOVES INCOPY/MAILCONF.F.WSWSWSF.OFF.OFFICEWSWSOFFICEOFFICEOFFICENEW COUNTERWSREMSTARF.WSTEMPORARY HR /COMMUNICATIONS/INFO SYSTEMSPARKSSTOR.LOBBYS.WSOFFICEOFFICEOFFICES.WSS.WSWSWSCOPIEROFFICEPLANSTOR.REMSTARNEW WINDOWSINSPECTIONSENV. RES/ GISPHASE 2CONSTRUCTION- FINANCE MOVES INTO NEW AREA- HR, COMMUNICATIONS AND INFOSYSTEMS MOVE INTO NEW PARKS AREATEMPORARILY- REMODEL AREA FOR HR,COMMUNICATIONS AND INFO SYSTEMS- REMODEL FRONT DESK IN LOBBYF.WSE.S.OFFICEOFFICEOFFICEOFFICEWSLOBBYREMSTARF.WSF.WSPHASE 2S:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:36:04 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 190 1" = 30'-0"1CONSTRUCTION- PHASE 222'-6" 45' PHASE 3A:FINANCECOPY/ MAILCONF.F.WSWSWSF.OFF.OFFICEWSWSOFFICEOFFICEOFFICEWSREMSTARF.WSPARKSAND RECPARKSSTOR.LOBBYS.WSOFFICEOFFICEOFFICES.WSS.WSWSWSCOPIEROFFICEPLANSTOR.REMSTARCOMMUNICATIONSHRCONF.OFFICEOFFICEOFFICEF.WSWSREMSTARNEW WINDOWSOFFICECONFF.WSE.S.OFFICEOFFICEOFFICEOFFICEOFFICEOFFICEWSLOBBYCONF.REMSTARF.WSF.WSENGINEERING/PLANNINGINSPECTIONSINFO SYSTEMSWSWSOFFICESERVERNEW WALLNEW DOORADMIN./ CEDENV.RES/ GISPHASE 3ACONSTRUCTIONPHASE 3B- HR, COMMUNICATIONS AND INFOSYSTEMS MOVE INTO NEW SPACE- PARKS MOVES INTO NEW SPACE- REMODEL PARTIAL AREA FORENGINEERINGPHASE 3B:- GIS/ ENVIR. RES. MOVES INTOENGINEERING TEMPORARILY- REMODEL PARTIAL AREA FORENGINEERINGFRONTDESKS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:35:44 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 200 1" = 30'-0"1CONSTRUCTION- PHASE 322'-6" 45' INFO SYSTEMSPHASE 4A:FINANCECOPY/MAILCONF.F.WSWSWSF.OFF.OFFICEWSWSOFFICEOFFICEOFFICEWSREMSTARF.WSPARKSAND RECPARKSSTOR.LOBBYS.WSOFFICEOFFICEOFFICES.WSS.WSWSWSCOPIEROFFICEPLANSTOR.REMSTARCOMMUNICATIONSHRCONF.OFFICEOFFICEOFFICEF.WSWSREMSTAROFFICEMUD ROOM/ STOR.CONF.OFFICEOFFICEWSWSCOPYBLG. STOR.NEW DOORWSWSWSWSWSF.WSF.WSF.WSENGINEERING/ ENV.RESOURCES/ G.I.S.REMSTARNEW DOORNEW WINDOWCONFF.WSOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEWSLOBBYCONF.FRONTDESK- ENGINEERING/ ENV. RESOURCES/ G.I.S.MOVES INTO NEW SPACE- INSTALL NEW FURNITURE IN NEWINSPECTIONS AREA- INSPECTIONS MOVES INTO NEW AREAWSWSOFFICESERVERADMIN./ CEDPLANNINGINSPECTIONS/PHASE 4BCONSTRUCTIONCONF.PLANREVIEWWSWSWSWSPRINT/STOR.WSWSF.WSF.WSPHASE4APHASE 4B:- REMODEL PLANNING/ CED AREAE.S.REMSTARF.WSF.WSS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:35:17 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 210 1" = 30'-0"1CONSTRUCTION- PHASE 422'-6" 45' INFO SYSTEMSPHASE 5:FINANCECOPY/MAILCONF.F.WSWSWSF.OFF.OFFICEWSWSOFFICEOFFICEOFFICEWSREMSTARF.WSPARKSAND RECPARKSSTOR.LOBBYS.WSOFFICEOFFICEOFFICES.WSS.WSWSWSCOPIEROFFICEPLANSTOR.REMSTARCOMMUNICATIONSHRCONF.OFFICEOFFICEOFFICEF.WSWSREMSTAROFFICECONF.OFFICEOFFICEWSWSCOPYBLG. STOR.WSWSWSWSWSF.WSF.WSF.WSENGINEERING/ ENV.RESOURCES/ G.I.S.REMSTARCONFF.WSOFFICEOFFICEOFFICEOFFICEOFFICEOFFICEWSLOBBYCONF.- CED/ PLANNING MOVES INTO NEW AREAWSWSOFFICESERVERCONF.PLANREVIEWWSWSWSWSPRINT/STOR.WSWSF.WSF.WSCONFERENCE/TRAININGCOMMUNITY & ECONOMICDEVELOPMENT/ PLANNINGWSWSWSWSOFFICEOFFICEF.WSNEW DOORREMSTARNEWDOORF.WSNEWWINDOWINSPECTIONSE.S.CLOSETF.WSF.WSADMINISTRATIONFRONTDESKREMSTARS:\CI-Lakeville\City Hall\132251 Space Needs Study\City Hall Study.rvt10/9/2014 11:34:44 AMCITY OF LAKEVILLECity Hall Space Utilization StudyOctober 1, 2014Comm No: 132251Page 220 1" = 30'-0"1CONSTRUCTION- PHASE 522'-6" 45' 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 $30-42,000 Planning & Economic Development 1,310 sf $75-100/sf $100-131,000 Large Conference Training Room 720 sf $75-100/sf $54-$70,000 Miscellaneous Doors $40-50,000 Lobby Information Desk 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 $1,380,000 - 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.