HomeMy WebLinkAbout1981-03-18 - City Commission Workshop Meeting MinutesF 1
5811 NORTHWEST 88TH AVENUE 9 TAMARAC, FLORIDA 33321
TELEPHONE (305) 722-5900
March 10, 1981
CITY COUNCIL OF TAMARAC, FLORIDA
There will be a Workshop Meeting of the City Council on Wednesday, March 18,
1981 at 1:30 P.M. in the West Conference Room at City Hall, 5811 N. W. 88th
Avenue, Tamarac, Florida.
The purpose of the Workshop is to discuss building space.
The City Council may consider such other items as may come before it.
The Public is encouraged to attend.
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Marilyn Btxtholf, City C yl��
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CITY OF TAMARAC, FLORIDA
CITY COUNCIL WORKSHOP MEETING
MARCH 18, 1981
FUTURE SPACE REQUIREMENTS
CALL TO ORDER:
ROLL CALL:
Mayor Falck called the meeting to order at 1:40 P.M.,
Wednesday, March 18, 1981, in the West Conference
Room at City Hall.
PRESENT:, Mayor Walter Falck
Vice Mayor Irving M. Disraelly
C/M Philip B. Kravitz
C/M Irving Zemel
C/W Helen Massaro (at 2:30 PM)
ALSO PRESENT: Acting City Manager, Laura Z.
�� ^^ Stuurmans
Clerk/Steno Pat Eisen
Mayor Falck indicated that this is a Workshop Meeting to discuss building
space.
Mr. Bob Sayers of Michael S hiff and Associates stated that the major
modification to the document is only in the section headed Police Depart-
ment. They made an analysis of spacial needs by a narrative program as
written by Chief McIntosh and by his personal interviews with Lieutenant
Roche. He did not speak directly to the Chief, which was very unfortunate,
as the Chief has very different ideas. However, he got together with the
Chief several weeks ago, who expanded on his needs and the program has
been re -written for the Chief's space. The space as initially represented
was 16,258 sq. feet which has been expanded to 22,326 sq. feet. He
indicated that the latter number is large and sometimes Department Heads
ask for more space than is needed, and at other times, they fail to pro-
vide for space that is needed. Linda Finch, their interior designer,
has had experience with the Margate Police Dept. where their needs were
reduced 50% due to reviewing drawings.
V/M Disraelly referred to the fact that there were no confirmations in
relation to square footage as to whether there will be one, two or three
floors, or where they will be located in relation to the drawings.
Mr. Sayers stated that this is not a finished document as originally
agreed, but they wish to refine it in the Workshop Meeting before going
on.
V/M Disraelly asked if there will be room in the City Attorney's Depart-
ment for the Word Processing Department, or will this be, located else-
where?
Mr. Sayers indicated that the Word Processing Department may go into
the City Clerk's space, into the Finance space, or it may go into some
other space; at this moment they are including it in the City Clerk's
space.
V/M Disraelly pointed out that there is a large copy machine and a
Recordax Room with equipment in the City Clerk's office,and asked if
they had made provisions for that.
Mr. Sayers said this would be included in Administrative Services, Item
16, which includes Central Supply, etc.
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V/M Disraelly mentioned Item 6, C., Drafting Room & Open Space, and
asked if Mr. Sayers is satisfied with the amount of room that is
needed for drafting space and he replied that in interviewing the
City Engineer, he predicts his build -out needs for drafting space to
be substantially reduced; the character of the work will change, so
that there will be far less design drawing review, and more in terms
of record --keeping and inspection services.
V/M Disraelly said that there aren't 8 people in the whole Engineering
Department right now.
Ms. Stuurmans asked if this provided for the merging of any of the
supervisory personnel in the utility operation and Mr. Sayers replied
that it provides for a future combination of three areas, Community
Development, Engineering and Planning into a shared space, defined more
by furniture than walls. The spaces currently occupied by Evan Cross
and the engineers were the numbers that were developed.
V/M Disraelly asked if Evan Cross would be moved to that area which
is indicated and Mr. Sayers concurred.
C/M Zemel inquired if he is referring to partial petitions between
groups and Mr. Sayers indicated there will be non -fixed walls so that
needs can be changed.
Mayor Falek asked if the Building Department had been included
in the future combination of Community Development, Engineering and
Planning and Mr. Sayers clarified that these departments together with
the Building Department will be one central space; they see a need for
common record storage.
V/M Disraelly questioned him as to whether he had a separate sheet and
several thousand feet for Community Development in addition to this,
and Mr. Sayers replied that the total spacial need as reflected by
that department stands as it reads; at build --out these three departments
are seen as becoming a central spacial center and, therefore, some of
these departments will absorb other departments.
Ms. Stuurmans discussed the original question which related to the
numbersof personnel --regardless of any type of merger, the City Engineer's
projection of the need for 10 people is what has been indicated to Mr.
Sayers and they have provided space for those 10 people as he was
advised by the City Engineer.
V/M Disraelly asked if under City Engineer where 10 people are indicated,
shouldn't it be 11 people,and Mr. Sayers replied that he is correct.
Ms. Stuurmans also referred to the City Attorney reflecting 5 people
instead of 4.
Mr. Sayers requested that this be corrected on the document to indicate
4 people instead of 5 and after checking his figures in the Engineering_
Department, indicated that he will reduce the drafting room and open
space to 7, and the total number will be 10.
C/M Zemel asked if he is referring to drafting personnel that are pro-
jected or other types of personnel and Mr. Sayers said that usually
that space isn't occupied by people who draw 8 hours a day --a field
person who comes in to run off his notes on a drafting surface, or
someone who brings records of maps or drawings to be reviewed could be
using this space.
V/M Disraelly suggested that the drafting room should be changed as
to how many are in the drafting room and how many are in open space.
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Mr. Sayers stated that he will return to Mr. Keating's department to
find out that number.
C/M Zemel asked how many people are projected for the Engineering
Department itself -- one secretary, an assistant, a City Engineer, a
City Planner, his secretary? He felt that there was a duplication.
Mr. Sayers explained that as these departments work today, March, 1981,
there is a space allocated for Community Development, Engineering, and
Building; that will continue that way in this facility, or in a new
facility, for quite some time during the period of build -out. At build -
out, or the transition period into build -out, the character of the work
of each of these departments will, change somewhat, with project development
being different once built, and after routine inspections.
Eventually, some of the physical and psychol-
ogical barriers that separate these three departments will probably dis-
solve and there will be a marriage of these three departments into a
spacial whole. At that time they don't see any reduction of the numbers
of personnel predicted here, but they do see the possibility of an
inter -change of personnel doing other kinch of activities.
V/M Disraelly referred to the City Engineer space and wondered how he
arrived at 7 people, and Ms. Stuurmans said Mr. Keating will have to
answer that question.
C/M Zemel felt that when dealing with Department Heads, actually it is
a matter of empire builders, and that must be taken into consideration.
V/M Disraelly stated that if the figure is reduced to two people, there
is a 400 sq. ft. reduction.
Mr. Sayers stated that there is a need for him to return to Mr. Keating
to discuss this with him; he indicated further that he may have made
the mistake in entering the number.
V/M Disraelly referred to No. 7., wherein they indicated a need for
18 people, plus a Director and a Chief Building Official --he didn't
know a classification like that existed.
C/M Zemel thought that perhaps Council should have asked for a Workshop
with each Department Head as to what they required.
Mr. Sayers indicated that in essence, it is their responsibility to
take the load off the shoulders of Council and various personnel and that
is why they are being paid.
Ms. Laura Stuurmans referred to a copy of a summary report sent around to
the Department Heads and she got quite a bit of reaction --Finance Director
was really surprised at the reflection of 41 people«.plus 6 people in the
Purchasing Department and felt that what may have occurred,is that in
talking to Mr. Sayers about the various functions that are performed,
people were added where actually the people duplicate services. She
suggested a Staff conference with Mr. Sayers in her office. The
Finance Department does recognize his calculations as to the inclusion
of the Finance administrative personnel of the Utilities into the City
Hall Finance personnel.
Ms. Stuurmans felt that they shouldn't discuss the Finance Department,
because there is not a lot of clear understanding there.
V/M Disraelly asked about the 6 people in the Purchasing Department
and Ms. Stuurmans replied that the Finance D it ecto r was astounded
at the numbers mentioned in the Finance Department and also in the
Purchasing area; there isn't that type of projection for additional
personnel and feels people may have been counted twice.
Mr. Sayers said his notes indicated that Utility West has 21 employees
on board in that location and has 13 here in City Hall, making a total of
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34, then expanding that total to reflect the needs of build -out, the
number given to him was 41; it appears that there is a repetition of
services compared to bodies.
Ms. Stuurmans mentioned the many people will be gone after the
utility refund.
Mr. Sayers stated that he will get together with Ms. Stuurmans and
Mr. Wood to discuss this further.
V/M Disraelly asked if Mr. Sayers was figuring Recreation to be here
in this building and he replied, "No sir, it is here in the document,
but it would more properly be as an addendum or as an errata with the
total space."
V/M Disraelly questioned the one lavatory in City Commission Offices
and felt that since there is a mixed Council, a second lavoratory
should be indicated.
Mr. Sayers said he thought there was an error in the description and
asked Ms. Linda Finch which way it was done in Margate --she indicated
that there was one in the Mayor's suite and one in a private alcove
for the Commissioners which was considered unisex.
Mayor Falck said he had a problem with private lavoratories and the
extent to which they are used and does not feel they justify the
expense that is involved.
V/M Disraelly said he suggested this, because the public lavatory is
so far from the Commission offices.
There was a discussion on Council Chambers and Mayor Falck felt that
he didn't want anything for show, but it shoulclbe a multi -purpose room;
he is definitely not interested in fixed seats.
V/M Disraelly asked about the Board & Committee Rooms and Mr. Sayers
explained that there is a separate room for conference purposes and it
will be apart from the board and committee room-, it will be adjoining
Chambers, not Council offices.
C/M Zemel indicated that it would be desirable to have a private
secretarial area where everyone would have to pass the secretary in
order to enter.
Mr. Sayers pointed out that the Secretary & Reception and open space
is a catch-all for whatever kind of administrative space that the two
board rooms might require --in the planning stage, it might be found
that this space is not needed.
V/M Disraelly felt that these larger rooms could be divided so that two
committees could meet and Mr. Sayers explained that sub -divided space
never achievesany single purpose 100%; it is always a compromise, but
if Council sees a need to do that, it can be done.
Ms. Linda Finch mentioned that she thought it would be too small to
divide and Mayor Falck agreed.
There was a discusson on the spacial needs of the Charter Board and
Board of Adjustment and V/M Disraelly thought they just need a space to
have a filing cabinet or to do research and the same for other committees.
Mr. Sayers asked if they were indicating that they can eliminate the
Secretary, Reception and Open Space from the board and committee rooms
and Council agreed.
March 18, 1981
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C/W Massaro joined the meeting at 2:30 P.M.
Mr. Sayers mentioned that he had discussed with Mr. Keating and Mr.
Cross the possibility of including a conference room and one of the
rooms could be called a Board of Adjustment Meeting Room.
Ms. Stuurmans indicated that the rooms should be referred to as Room
1 and Room 2 and not allocated to a particular group.
V/M Disraelly asked if there was a provision for the site review
committee, as they meet every Thursday and will need a large size room
with a conference table.
Mr. Sayers explained that there are two-320 sq. foot conference rooms in
Building and Community Development. Item C was intended to reference
the Board of Adjustment and site review board rooms.
Mr. Sayers indicated that Community Development has a room 12' x 16',
which is a little bit smaller than the one referred to.
V/M Disraelly asked where Administrative Services would be located and
Mr. Sayers explained that it could be totally different than as
indicated in A., B., C., and D.
Ms. Stuurmans suggested to Mr. Sayers that individual allocations of
space could be lumped together into a central record storage area in
connection with the City Clerk's Office.
Mr. Sayers mentioned that Ms. Bertholf indicated to him that there are
11 employees on board, or 112, and 14 are predicted at build -out.
Mayor Falck inquired as to where the phone equipment would go and Mr.
Sayers replied that this is included in the circulation, restrooms,
and mechanical equipment computed at 15% of the total instrument area.
V/M Disraelly asked about personnel and insurance, Mr. Sayers indicating
that B. & C. may be merged, but that this was all figured in.
V/M Disraelly questioned Mr Sayers as to whether there would be a
Personnel Director and three other people and he replied there will be
six within 20 years.
V/M Disraelly wondered if this was too big a build-up and the Mayor
indicated that his thinking about expanding the self-insurance program
and there would be more help in the City Attorney's office needed to
handle the insurance claims and litigation.
V/M Disraelly suggested two people instead of three people in the general
office area, as there would be a savings of 200 square feet.
Mayor Falck asked if we are approaching the stage where we would have a
pool transcription operation and Ms. Stuurmans replied that this question
will be answered within the next three months --clerical support could
be changed drastically by the word processing operation.
The Mayor said that not only would there be a significant savings in
personnel, but it is one operation that offers an opportunity to pay
incentive compensation --a base rate is established and the City can then
pay for production over and above that rate. He felt that
down the road, we are going to have to increase productivity and he felt
that incentive compensation is the answer.
C/M Kravitz asked if the City has ever contrasted the services of an
efficiency expert going from department to department and the Mayor
replied that to his knowledge -the City has not done this.
Ms. Stuurmans indicated that this subject was addressed a couple of years
ago as far as a person al survey, and it was not well -received; she
will obtain literature and pass it along.
Mr. Sayers asked if the City still considers. . that a Civic
Center may be part of the Government complex, as their next exercise will
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be to obtain building sites.
Mayor Falck pointed out that he would rather call it a Community Center
and from a personal standpoint, only half of the parking space would
be needed --most of the community use would be at night --there would be
considerable savings as far as parking space is concerned.
C/M Kravitz mentioned that it is done that way up North --they combine
the two and parking can be used for both activities.
V/M Disraelly asked if part of Public Works and a portion of the
utility personnel might be in City Hall. Mr. Sayers replied that this
was discussed with the director, but will probably have to be discussed
further. Mr. Thissen was of the opinion he, or the man in his position,
is best located at the yard or at the Public Works Building. The Utilities
Director sees a possible problem of being separated from his personnel if
the management level of that office were at City Hall and the other people
at Utility West.
C/W Massaro indicated that it is not reasonable to have Public Works
anywhere bu:tin the Public Works building and also feltthat the office
staff of the utilities should be at City Hall.
MAYOR FALCK ADJOURNED THE MEETING AT 3:00 P.M.
This public document was promulgated at a cost of $67.85, or $4.45 per
copy, to inform the general public and public officers and employees
about recent opinions and considerations by the City Council of the
City of Tamarac.
Carol A. Evans
Assistant City Clerk
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