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5.9. SR 03-22-2004POver TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and Council Pat Klaers, City Administrator March 22, 2004 Consider Lions Park Center Building Changes Item 5.9. Following the City Council discussion on March 15, 2004 on the proposed improvements to Lions Park Center (LPC) and the officing of the park and recreation director at LPC, I visited with the Mayor on this topic. The Mayor and I agreed that there is additional information that needs to be presented and discussed with the City Council regarding this issue. With the Mayor's approval, this item is again on the City Council agenda for further discussion. From my point of view there are some significant benefits to having the director located at LPC. Discussion points for the City Council to consider in their deliberations, and ~vhich will be elaborated on at the March 22 meeting, include the following: The remodeling of LPC alloxvs for the consolidation of the park and recreation staff at one location (except Rich) for the frrst time.., this leads to much better communication, fewer misunderstandings, and better coordination of services and programs. The director needs to be officed at LPC to observe direcdy and learn first hand the City Recreation operation, the customer service expectations, and the public involvement in our programs. In order to best supervise the recreation manager and the recreation staff it is imperative that the director be officed where his/her employees are located. The department organizational chart calls for the director to supervise the customer service (front desk) staff and this would be nearly impossible if the director is officed at City Hall. S: \Council\Pat~2004\lpcchanges2.doc Having the director at LPC will facilitate good communication with the public and the director will be able to immediately address public concerns and internal staff issues that may arise as compared to not being onsite and being offlced at City Hall. · By having the director at LPC he/she can have direct involvement in recreation program development and implementation. The City Recreation division of the Park and Recreation Department is only t~vo years old. In the future it is expected that the recreation division will add employees and need more office space at LPC for these employees. The approach of having the director imtially office at LPC and then move out later to City Hall, if necessary, makes more sense then having the director initially officed at City Hall and then possibly moving to LPC. Overall, I have a concern about the director being isolated at City Hall and not being connected to Ns/her staff. This same type of arrangement for Phil Hals (or Gary Leirmoe or Rich Czech) would not work out very well and I don't think it will work very well for the new park and recreation director. Improvements to LPC to house the director are consistent with the original Park and Recreation Commission recommendations and have been the basis of staff planning for the past three plus months. The recommendation as proposed are economically feasible and includes some necessary building repairs since the initial construction, plus about 30 percent of the cost is for office cubicles, furniture, fLxtures, etc. S: \Council\Pat~ 2004\lpcchanges2.doc City MEMORANDUM TO: FROM: DATE: SUBJECT: Patrick Klaers, City Administrator Michele McPherso~irector of Planning March 22, 2004 Lions Park Center Remodeling Costs Attachment · Final Remodeling Plan Overview You requested additional information regarding the remodeling of Lions Park Center in regards to cost and analysis of options. First, the ultimate remodeling plan assumes that the Director will be located at Lions Park Center and takes into account the following items: The need for a break/conference room. Currently, there is no separate place for staff to eat their lunches other than at their desks. Conferences occur in the middle of the office space and meetings with outside vendors must occur either in the Recreation Manager's office or in the large meeting room. The need for privacy for employee coaching/supervising/discipline. The Recreation Manager, currently, and after the Director is hired, will be responsible for the supervision of two staff and multiple seasonal staff - many are high school or early college age. It is important to have private space for the noted activities with the age of the employees, hence the need to create a more private office for the recreation Manager. Additional space for the Park Foreman and Senior Coordinator. In order to create a cohesive team that provides park development and maintenance and recreation programming, it is important for these staff to have space near their immediate supervisor. Memo to City Administrator Lions Park Center Remodeling March 22, 2004 Page 2 · Long-term office planning. Community, and now City Recreation staff have continually moved on about a two-year rotation, first at Community Education, then the Emporium, and now at Lions Park Center. Staff believes the ultimate plan will allow City Recreation a more stable "home" for at least five years if not longer. There are potential opportunities in the future for additional office space: the YMCA, a community center, an interpretive center at Woodland Trails Park, or a relocated Public Works Facility. However, given the information we know today, the ultimate plan allows for staff additions and changes foreseen in the immediate future. Cost Breakdown The following items are included in the funding request from Park Dedication: $30,000: Includes converting the bathrooms in the old shelter to a break/conference room, converting the serving kitchen to storage, removing the wall between the offices and current storage room, creating an office for the Recreation Manager, and miscellaneous building repairs such as painting the hallway and large meeting room. $15,000 Furniture to create offices for Park Foreman, Senior Coordinator, Recreation Manager, and summer help (this will also be used by outside vendors such as the Skate Academy Coordinator). The furniture in the Recreation Manager's current office will remain there. $5,000 Phones, computers, cabling, security $50,000 Total Gary Santwire who has experience with commercial and industrial tenant space construction provided the construction estimate. The furniture vendor, based on the attached plan provided the furniture estimate. S:~PLANNINGX,Michele McPherson~PARKNREC\Department Investigation\3 22 04 LPC Remodel.doc 0 > 0 LIONFLoOR PLANsPA~ CENTER ~MODEL