INFORMATION 09-06-2011Information
MEMORANDUM
ver
TO: City Council
FROM: Robert Thistle, Interim City Administrator
DATE: September 6, 201 I
SUBJECT: Recreation Division Office Relocation
The Recreation Division is currently in the process of relocating to city hall. They will be
utilizing the office space previously occupied by the Minnesota Board of Firefighter Training
and Education. Staff has been evaluating the costs and tasks associated with this office
relocation.
Area Cost
Relocation of Lions Park Center (LPC) color copier to City Hall
copy room that will be available to all City Hall staff. It is too large
and would take up too much space in the new recreation area.
This copier will give the entire City Hall staff access to a color copier
if needed. P&R would have utilization priority on the copier. 500
Small desk top printer for P&R area for copying point of sale transactions 300
Service Desk Revision
Option 1 -Replace glass windows with new counter and 9,000 (high end)
pull down locking gate similar to others
in building (staff recommended)
Option 2 -Allow customers inside office and install gate 1,000
to prevent customers from moving beyond
service desk. This option would leave bullet proof glass
in place. Not exactly the friendly image the P&R wants
to present to our citizens.
Parks and Recreation signage in front of building (see attachment) 3,500
This would identify location of P&R and help citizens get directly
to P&R and provide some dedicated parking spots.
4 signs -`l'arks and Kecreation Customer Parking Only" 40
Painting/ Cleaning
If needed
Technology Set-Up -Utilizing current equipment and city No direct cost
staff including:
• Phone
• Computer
• Internet
• Print instillation
Furniture/Equipment Move -Utilizing city staff No direct cost
Total estimated cash cost for the move, as proposed, would be in the range of $10,000 to
$12,000 and would come from the government building fund.
The Remstar Electric Vertical File System will be removed from the office space as it is
19 years old, is no longer needed, and takes up valuable floor space in the area. Mid-
America Business Systems, the firm who maintains these file systems for the city, have
offered to remove the required components from the file and reinstall them in the Planning
Division area in order to make that file system operational again. We previously had a quote
to repair that file system for $1,500. They will then dismantle the file and remove it from
City Hall and use it for parts. They will do all of this at no cost to the city. In order to try
and establish a potential market value for the file system, we advertised it for sale on the
League of Minnesota Cities website for $3,500 unti14:00 p.m. on Friday, September 2. If it
does not sell and no interest has been received to date, Remstar will be instructed to make
the parts transfer and remove the file.
The above activities reflects changes needed to provide the same level of functionality and
service as is currently available at Lions Park Center and City Hall.
The target completed office space transition time is late September or early October.
i
it
n,1q, ~
..,a * .r
t;
M '~
r
~:,
,~
~
~
N
" .~ fi ~ _ k..
~~ ~ y~ k~~,_ F
'del? "~
,~ ~.
'~~., 1 . m ~ .,
4 w,~
~ ~ ~
t4 ~ i d
~ - =
~ 1 ' ~fi
~ ~ ~ ~
a
. ~k
,r
~ ~
$~
P
Ae
~ ~
' ~ ~~qq ~~gg
7~ r
1r~ ~ Y_ ~.
~1~ d x
Y` ~)
~
f
i ~ ~~
~ ~
~ ~~~~ 1
~:
~
/~ ~
~
g-
i~lf _
o, ~ f r
,, ~ V
{
l
~~ :. ~ ~. w
S e tember 2011
p
Meeting Calendar
1 2 3
Aug 2011 Oct 2011
S M T W T F S S M T W T F S
1 2 3 4 5 6 1
7 8 9 10 11 12 13 2 3 4 5 6 7 8
14 15 16 17 18 19 20 9 10 11 12 13 14 15
21 22 23 24 25 26 27 16 17 18 19 20 21 22
28 29 30 31 23 24 25 26 27 28 29
30 31
4 5 6 7 8 9 10
City Offices 5:30 PM Special 1:00 PM Elk River
Closed -Labor Closed Special City Public Safety
Day immediately Council Open
following closed Meeting House/Dance
meeting
(Approx. 5:40
p.m.) SPECIAL
CITY COUNCIL
11 12 13 14 15 16 17
5:30 PM EDA(all 3:30 PM 6:30 PM Park 9:OOAM -4:00
b/c are invited) Utilities & Rec PM Fell Arts,
Final Branding &
Marketing Plan
Commission
Commission
CraftS,Antique,
& Home
Immediately
following EDA 6:30 PM
Plannin
g Business
Show Arena
@
meeting-CITY Commission
COUNCIL
WORKSESSION
7:00 PM SCHOOL
BOARD
18 19 20 21 22 23 24
10:OOAM 6:30 PM City
-2:00 PM Fall Council
Arts, Crafts,
Antique, &
Home
Business
Show @Arena
25 26 27 28 29 30
7:00 PM 6:30 PM
School Board Library Board
6:30 PM
Planning
Commission
Wrkshp