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4.0. SR 04-05-2004City MEMORANDUM Item 4. TO: FROM: DATE: SUBJECT: Mayor and City Cour~cil _ Michele McPherso~irector of Planning April 5, 2004 Lions Park Center Remodeling Attachments · List of General Building Repairs - January 15, 2004 · Lions Park Center Remodel Floor Plan · Lions Park Center Remodel Floor Plan and Reflected Ceiling Plans Overview The Council has discussed the Lions Park Center remodel project at its March 15 and 22, 2004 City Council meetings. At the March 22, 2004 City Coundl meeting, the Council asked for more specific details regarding the remodeling proposal. This memo and attachments serve to provide a detailed description and cost estimate of the proposed remodeling project. Description of Remodeling Components The remodeling project for Lions Park Center can be broken into four distinct projects: 1. Construction of wall within the existing storage room to separate the storage/mechanical area from the office space. 2. Conversion of the existing restrooms to a 9'x15' break room. 3. Securing of the old serving kitchen to provide new storage space. 4. Removing the existing storage room wall and constructing a new wall to create a private office for the Recreation Manager. This would also expand the open office space that currently exists. Memo to Mayor and City Council April 5, 2004 Page 2 Also included in the total remodeling costs are additional cubicles for staff. 1. Wall Construction - Cost: $3,000 Included in the wall construction would be installation of framing members, application of sheetrock, primer, paint and labor. This component is needed to prevent access to the office area after hours from the large meeting room area. 2. Restroom to Break room Conversion - Cost: $11,000 Included in the restroom to break room conversion is the removal and capping of existing plumbing fbmares, blocking in one restroom door, vinyl tile, furring the walls, sheetrock, primer, paint, texturing the ceiling, and installation of two 2'x4' fluorescent light fNmres. 3. Kitchen to Storage Conversion - Cost: $3,000 Included with this portion of the project includes removing existing the serving window doors and constructing solid wall space in the openings to provide a permanent secured 4. Storage Room Wall Removal and Office Wall Construction - Cost: $8,100 Included in this cost are removing the existing wall located between the open office space and storage room, constructing a wall to create a private office for the Recreation Manager, installation of new carpet in that portion which was previously storage room, and installation of a dropped ceiling along with five 2'x4' fluorescent light fixtures. The total cost of the above projects is $25,100. This is $2,100 over the original estimate due to staff calculating items such as profit and dumpster charges individually for four projects as opposed to one charge for an entire project. Furniture and Fixtures The current proposed budget for furniture and fixtures is $20,000. The following spaces will be existing and proposed, once the remodeling is done: Existing Cubicles/Office Proposed Cubicles/Office Recreation Manager (office) Marketing Assistant Customer Service (front desk) Facility Coordinator Director (office) Marketing Assistant Customer Service (front desk) Facility Coordinator Summer Help and Other Vendors Recreation Manager (office) Park Foreman Senior Coordinator Future Staff (vacant) SAPLANNINGKMichele McPhersonMvIEMOSKLPC Remodel.doc Memo to Mayor and City Council April 5, 2004 Page 3 The furniture portion of the furniture and fixtures budget with new furniture was $15,000 as provided by Facility Systems. Staff has been working with Commercial Environments in order to find used furniture compatible with the existing furniture. They have provided an estimate of $4,200 in order to create the same number of cubicles. This number includes panels; work surfaces, pedestal files, and the cost to recover the panels in a fabric that would somewhat match the existing furniture at LPC. The fabric on the panels currently in place is proprietary and only available from Herman Miller. The cost of installation is not included, and staff estimates this at another $4,000. Additional phones, computers, and cabling are anticipated to cost approximately $5,000. No cost estimates have been obtained for the additional repairs listed on the e-mail dated January 15, 2004 or for painting the hallway and large meeting room space. SAPLANNINGMvlichele McPherson\MEMOS~LPC Remodel.doc Clear Day Page 1 of 1 Klaers, Pat From: Bergh, Michele Sent: Thursday, January 15, 2004 10:36 AM To: Leeseberg, Chris Cc: Klaers, Pat Subject: Issues with Lions Park Center Wall in SW cormer of the office area leaks Floor in SW corner of the office area leaks Lights flicker with a/c or heat comes on Air exchanger squeels C/'t:~ ¢_ --~¢- a/¢/flt"c~.x'. '~-~ ° 43 ..~ Little to no heat in my office, the Lions office, the main bathrooms, and the back portion of the building My office door doesn't close tight unless locked Cold air blows out above the front desk when heat is on - it does this on and off throughout the day Outside doors are not insulated well - what has been put on is coming off Doors all need to be rekeyed to be able to put a lock box on the outside of the building for PD and fire (I have a quote on this and Bruce and Lori have discussed - $1600) Security system under the shelter no longer works - scanner was ripped off the wall and had to be disconnected Walls very difficult to clean - paint is coming off concrete blocks Ithink that's it. Michele 3/30/2004 LIONS OFFICE P&R DIRECTOR (OFFICE PLAN VESTIBULE R E A K ,,,'" CON F / / STORAGE KITCHEL STORAGE I [ L_ OPEN OFFICE WORK AREA I I STOR PARK FOREMAN REC SENIOR MANAGER COORDINATOR ~ OPEN AREA II River 3/22/200¢ CMl. ,, . ,LT , i ..... , , ] ~ INFILL OPENINGS WITH 2x6 STUDS ~ 16" C.C., R i9 BA~ I C 0 N F ~ ~ I~ I ~ REPAIR FLOOR DAMAGE FROM DEMOLITION OF WALL AND PLUMBING ~ I .... I ~ HRE STROBE (FROM EXIStiNG MEN'S ROOM) I I ~ SALVAGED DOOR A FRABE FROM EXISTING STORAGE ~ I I ~ ~ -- a ~ INFILU W/STUDS G 16" OC WITH 5/8" GYP. BD ON EACH S~DE = ~ ~ INSTALL 7/8" HAT CHANNEL 24" OC AND INSU~TION I ....~~ $~' ~ ..... :~ SELECTED BY OWNER ' ~ ~ 2x4 STUDS ~ 24" O.C. WITH 5/8" GYP BD EACH SIDE I ' ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ INSTALL CARPE[ TO MATCH EXISTING I ~ ~ I ~ - ~ .,~N~ WA,~ ~0 ~A~. ~X,~,NO OPEN I ,~ I~' ~ GYP BP SOFFIT 4" LOWER THAN EXIS[INO CEILING HEIG"[ I O F FIC E EXISTING IN THE OPEN OFFICE. NEW LIGHT FIXTURES SHALL I I OPERATE WITH EXISITNG LIGHTS FIXTURES. I I I -- S ~ ()R A G E -- ~ ELEC, PHONE AND CABLE CONNECTIONS FROM SERVING/BREAK ' DIREC FOR I I ~ ', , LI J I ~ __ NOTE: ALL PAINTED ,ALLS AND CIELINCS SHALL HAVE ONE COATpRiMER AND ~0 FINISH COALS. ~ ~ ~_ , x 7 ITC;HE , ) L -- MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor and City Coun~l Pat Klaers, City Adr~trator April 5, 2004 Lions Park Center Improvements Building improvements in Lions Park Center (LPC) have been discussed at the last two City Council meetings. The City Council requested that this topic be added to the special meeting agenda for April 5, 2004. As such, I requested that the special meeting be moved to LPC so that everyone can walk around the facility and better understand the options that are being considered. HI ST ORY / BACKGROUND City office space at LPC has been a topic of discussion ever since the Lion's Club came for, vard with the building project in fall 2000. (In fact, recreation office space was discussed with the Lion's Club prior to LPC being btrilt when the club approached the city about a partnership in a teen center in 1997. This project eventually became the Boys and Girls Club.) With the LPC project, the Lion's Club made a commitment to put $240,000 into the project which included a kitchen, large meeting room space, office space for City Recreation, and office space for the club. In spring 2001, the city added money to the project to expand the building footprint so that additional City Recreation office space could be created. In addition to this expenditure the city also spent money for office FFE, SAC and WAC, landscaping, engineering site work, and the parking lot. The Lion's Club expenditure was a maximum of $240,000. When this funding was exhausted, the project was ninety nme point something completed and construction work essentially stopped except to get the final occupancy permit. This is likely the main reason why the city could not get all of the needed end of the project corrections accomplished and why now after only txvo years there are a few repairs that are required so that the building is sound, functional, and comfortable. With that being said, I would also like to state that the Lion's Club (and city) project has turned out to be a tremendous community benefit. This project has helped to address a large meeting room space need that existed in the city, has made it easier for the city to invest additional funds for improvements in Lions Park, and ultimately has lead to the expanded use of the park. CURRENT STATUS As previously noted, office space has always been a concern at LPC. I think most everyone knew when LPC was built that if City Recreation was successful and if a Park and Recreation Department was established, then the office space at LPC would not be sufficient to meet our needs. Nonetheless, at that time in 2000-2001 a larger footprint did not seem reahstic considering the location of existing facilities that were on site (bandshell, sliding hill, skating rinks, parking lot, etc), the soil corrections that were needed, and the additional funds that would be required. Now, in 2004, since City Recreation is successful and given that a Park and Recreation Department is being established, the city has to address the office space issue and there are viable options available for the City Council to consider. The attached memo from Director of Planning Michele McPherson presents these options for City Council consideration. I continue to support the plan that was presented to the City Council on March 15 and 22, 2004. This is the maximum plan that can be accomplished at LPC without breaking out a wall; enclosing the shelter (or part of the shelter); having the Lion's Club move and using their space (incredibly unlikely scenario); or making the large meeting room smaller. Once the City Council sees the old bathroom and kitchen areas and the existing office space and storage areas, hopefully support will be obtained for the staff recommendation. Everyone knows that $50,000 for the office remodeling project, building repairs, and FFE for new offices is a lot of money and I don't think anyone is overly happy about using park dedication monies for this project. Nonetheless, the Council should keep in mind that the park dedication fund has a balance in excess of $1.2 million. Also, over the years there have been park acquisitions and improvements that have been made with money outside of the park dedication fund such as use of the NSP reserve for the acquisition and development of the Oak K_noll Complex and the Youth Athletic Complex. Additionally, the Council recently authorized the expenditure of $33,000 from the 2004 contingency fund for the Park and Recreation Commission requested Natural Resource Inventory project. MISCELLANEOUS COMMENTS An additional comment for the City Council to consider is that doing this entire project now may save a little money as compared to if the City Council decided to do only part of the project now and then in two-three years decided to do the balance of the project. It should be noted that doing all of the project now will send a very positive message to the park and recreation staff and to the new director that, as city employees located outside of the City Hall complex, they also deserve good functional office space and a designated break/lunch room. Part of the Council discussion at the March 22 meeting centered on the policy for and usability of just the old bathrooms and kitchen area. Information on this use is included in the attached memo to me from Michele Bergh. Michele also approached me with a question regarding the handicap accessibility law. In this regard, I asked Lead Building Inspector Terry Zajac about this law and was advised that the "guidelines" are that if we have indoor bathrooms available for the public, then they need to be handicap accessible. An outside handicap accessible port-a-potty being available while using indoor non-handicap accessible bathrooms is not an acceptable situation. Essentially, this means that we have not been following the handicap accessible guidelines in the past and we need to adjust our policies if these old bathrooms are to remain available for public use. A likely result of this discussion is that if the old bathrooms are to be available to the public, then the new bathrooms also need to be available to the public as these are the only inside bathrooms that are handicap accessible. (As this is the guideline that ~ve should be following, then the next question is...why would anyone use the old bathrooms if the new ones are available.>) Long term City Park and Recreation Department office space was also discussed at the last Council meeting. No long term plans have been fncmly established as we are just now establishing the department, expanding recreation offerings, and learning all at the same time. I do believe that the Recreation staff will gro~v in the future and that the recommended improvements will ultimately be necessary. Space issues may eventually require that the director relocate out of LPC and I think that this will be acceptable once the department is better established and up and running. This relocation of the director would likely gain us a few more years in addressing office space needs. Nonetheless, after the director has been on board for a while, a master plan for office space needs should be put in place. RecommeNdatioN It is recommended that the City Council authorize the expenditure of approximately $50,000 from park dedication money for Lions Park Center building repairs, building remodeling, and office FFE. S:~CouncilNPat~2004Nlpc40S04.doc TO: FROM: DATE: Morch 24, 2004 SUBJECT: Lions Perk Center MEMORANDUM Pet Kloers Michele Bergh, Recreotion Monoger Original Policy for Use of Serving Kitchen and/or Back Bathrooms The original policy was $20 for access to the building and keys were issued to the user. policy changed mid-2002 due to security issues at Lions Park Center. The Updated Policy for Lions Park Center · Building supervision is required for all access to Lions Park Center, including back bathrooms and serving kitchen. · Fee for kitchen and/or interior bathroom use is still $20 but additional charges for building supervision are incurred if use does not occur during business hours. New bathrooms are now used instead since the building is open and supervised. Please note that if the building is open for another activity, access to the interior bathrooms is available to anyone using the park. 2002-03 Use Summary 2002 · 2 rentals for use of interior bathrooms only · 2 rentals for use of the serving kitchen 2003 · 0 rentals for interior bathrooms only · 3 rentals for use of the serving kitchen No rental requests for summer of 2002 were affected by the policy change - they were not charged for building supervision. Possible Solutions/Course of Action To Make the Space Usable Without Supervision I would recommend the following: · Addmg a deadbolt to the door between the backspace and the new kitchen for better security. · A deposit be required to cover potential damage if the buildmg is not secured properly and cleaning. Other Considerations · Flushing portable toilets are now available and may be worth exploring for Lions Park. · Serving kitchen has been used for two reasons: the refrigerator, which is not ours and no longer functions well, and the serving counter, which was proposed in the remodeling to be placed on the outside of the building under the shelter and would serve the same purpose. · Storage is already an issue. Cleaning supplies are kept in a closet located in the serving kitchen. This would need to be locked. Vacuum, mops, janitors cart, and some overflow supplies, etc. are all located in the serving kitchen itself as there is no other place to store them. · Bathrooms are in need of constant maintenance and do not always function properly. · Employees do not have a break room. We currently eat at our desk or in the middle of the office area. Use of the meeting room for this would depend on availability and we would have to set up and take doxvn a table and chairs each time we wanted to use it. · There is no conference area. Meetings are held in the middle of the office area or in the large room if available and, again, this option requires set up and take down of tables and chairs each time. Holdmg meeting in the middle of the office is disruptive to anyone not in the meeting and is uncomfortable for customers. · Staff is currently in 6x7 cubicles. These are very tight working areas - the cubicle sizes at city hall are mainly 8x10 with a few being 8x8. · We have no room for growth under the current conditions. We do have one cubicle that is not assigned to anyone as we need space for deposits to be done away from the front window and we need an extra phone and computer for all of the part time staff coming in to take care of program needs. · We have no work area separate from the general office. Copier, printers, assembly areas, etc. are spread through the office. Final Thoughts I recommen~ completing the remodeling at this time. The Recreation Department has moved/changed office settings every couple of years since it's inception as Community Recreation. This plan allows for slightly larger cubicles, a break/conference area, better storage, a common work area on one side of the office, additional staff for parks and the senior center, and an extra cubicle for clerical staff which may be needed in 2005. If these changes are not made and we add even one person to the mix, it will affect the efficiency of the department. I believe the proposed plan will cover department needs for at least 5 years, and potentially longer, depending on the direction of the Park and Recreation Director.