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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. Z--/ 41 Yn /. - � z"41 Marilyn Btxtholf, City C yl�� /1c 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. -1- March 18, 1981 /pe J 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. -2- March 18, 1981 /pe 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 INN March 18, 1981 /pe 1.. F -.1 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 /pe r 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 -5- March 18, 1981 /pe I � � r 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 -6- March 18, 1981 /pe