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 CITY COUNCIL AGENDA ITEM NO. 22


Meeting Date: September 10, 2002

Subject/Title: Accept the City Hall Needs Assessment Report. Direct Staff to prepare a strategy to address interim space needs for City Hall employees. Direct Staff to prepare a strategy to plan for the construction of a new City Hall.

Submitted by: John Stevenson, City Manager
Craig Bronzan, Park and Recreation Director
Howard Sword, Economic Development Director

Approved by: John Stevenson, City Manager


RECOMMENDATION
Accept the City Hall Needs Assessment Report prepared by the Gibson/Salmon Group. Direct Staff to prepare a strategy to address interim space needs for City Hall employees and authorize a not to exceed $15,000 professional services contract with the Gibson / Salmon Group for programming and alternative development. Direct Staff to prepare a strategy to plan for the construction of a new City Hall.

PREVIOUS ACTION
Council previously an agreement for professional services with Gibson/Salmon Group for the Needs Assessment of City Hall which is presented to Council for acceptance this evening.

BACKGROUND
The Need Assessment addressed the present, five-year projection and build-out space requirements for the following City Departments.

 Administration
 Community Development (Planning and Building)
 Finance
 Engineering
 Parks and Recreation
 Economic / Redevelopment

The Assessment also addresses coordination with the following Departmental functions:

 Police (security issues)
 Information Systems (network and communications)
 Public Works (other functions needing Corp. Yard interface)

Summary of Findings

1. The existing City Hall offices comprise 19,046 square feet of space in six city assets. These locations include:

 150 City Park Way (Administration, Finance, Engineering)
 104 Oak Street (Community Development)
 730 / 740 Third Street (Parks and Recreation and some Finance)
 161 Sycamore (Parks and Recreation)
 101 Sand Creek, The Tech Center (Economic Development)
 120 Oak Street (Engineering Inspectors)

2. Present space needs reflecting Model Employee Standards and Model Shared Space would require 46,496 square feet. 

3. The five-year projection of space needs is 51,508 square feet.

4. The City Build-Out projection of space needs is 57,604 square feet.

Staff believes there are two separate and distinct projects necessary to address the space requirements for City Hall once City Council has accepted the Needs Assessment Report. These would be an interim space solution for City Hall and the planning and construction of a new City Hall.

The first project is to determine the best interim solution to relieve the present overcrowded conditions that are an inefficient and under-productive working environment. It will take from three and a half to five years to plan and construct a new City Hall if City Council were to authorize the start of the project in the near future. That timing is too long for the existing overcrowded conditions and too short for significant financial expenditures that are temporary. Staff recommends that a committee comprised of the City Manager and Directors of Parks and Recreation, Finance and Economic Development investigate alternatives and recommend a strategy for an interim space plan. Councilman Hill, who has extensive experience in corporate site selection and facility planning, has offered to assist Staff as a Council liaison for this project. Staff also recommends the continuing use of the Gibson / Salmon Group for programming and alternative development for this project.

The second project is the planning and construction of a new City Hall. Staff recommends that the committee investigating interim space plan solutions also prepare a strategy to develop the new City Hall. This strategy is envisioned to be a phased structure that will provide City Council site, design and financing alternatives at key milestones. Staff intends to present both the interim space plan and new City Hall planning strategy recommendations at the October 23, 2002 City Council meeting.

FISCAL IMPACT
A $15,000 contract for professional services by the Gibson / Salmon Group. 


Attachments:
Needs Assessment Report


City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov