HomeMy WebLinkAboutAgenda Report - May 21, 2002 D-01 SMAGENDA TITLE: Adopt Resolution Authorizing City Manager to Start the Process for Finance Department
Relocation within the Civic Center and Execute Contracts and Purchases; and
Appropriate Funds
MEETING DATE: May 21, 2002 (Special Meeting)
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to
start the process for the relocation of the City's Finance Department within
the Civic Center and execute contracts and purchases; and appropriate
funds.
BACKGROUND INFORMATION: The Finance Department has been located in leased space in the
City Hall Annex, 212 West Pine Street (the Beckman Building), for
approximately eight years. The lease expires on August 31, 2002.
The owners of the building, Beckman Investment Securities, have
not offered acceptable terms for extending the lease_
Given the issues surrounding air -borne PCE/TCE contamination relating to this facility, staff has pursued
other alternatives to extending the lease, particularly providing trailers to temporarily relocate the
Finance Department, the Information Systems Department (a portion of whom also occupy the City Hall
Annex), and the Fleet and Facilities Manager.
Options for leasing and/or purchasing trailers are being pursued, with a recommendation that the
majority be placed in the City's parking lot east of Fire Station #1, with one or two in the grass area at
the east side of the Carngie parking lot (see Exhibit A). Because of the short time frame available to
obtain trailers and coordinate a move, the City Council is asked to give the City Manager authority to
negotiate and execute contracts, as needed, for lease and/or purchase of trailers, connection of utilities
and data/voice cabling, architectural services, construction of required decking, stairs, and walkways,
relocation/purchase/installation of office system furniture, and contracting of moving services.
FUNDING: General Fund Capital: $600,000 will be offset by lease reduction of $372,600 (four years).
Richard . Prima, Jr.
Public Works Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
RCP/DJC/lm
Attachment
cc: Dennis Callahan, Fleet and Facilities Manager
Randy Hays, City Attorney
Vicky McAthie, Finance Director
Jerry Adams, Police Chief
Steve Mann, Information Systems Manager
Mike Pretz, Fire Chief
Gary Wiman, Construction Project Manager
Joel Harris, Purchasing Officer
APPROVED:
H. Dixon Flynn -- City Manager
CFINANCEDEPTRELOCATION 05/16/02
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RESOLUTION NO. 2002-110
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXPEDITE THE PROCESS FOR CITY
DEPARTMENT RELOCATIONS WITHIN THE CIVIC CENTER,
OR OTHER APPROPRIATE LOCATIONS, AND AUTHORIZE THE
CITY MANAGER TO EXECUTE ANY AND ALL CONTRACTS
AND PURCHASES, AND FURTHER APPROPRIATE FUNDS
FOR THIS PROJECT
WHEREAS, the Finance Department has been located in leased space in the
City Hall Annex at 212 West Pine Street, (also known as the Beckman Building) for the
past eight years; and
WHEREAS, the lease expires on August 31, 2002, and while acceptable short-
term arrangements for extending the use have been offered, given the issues
surrounding the air -borne PCE/TCE contamination relating to this facility, staff
recommends pursuing other alternatives, to relocate the Finance Department, the
Information Systems Department (a portion of whom also occupy the City Hall Annex),
the Fleet and Facilities Manager, and/or other departments; and
WHEREAS, options for leasing and/or purchasing trailers are being pursued;
and
WHEREAS, due to the short time frame available to obtain trailers and
coordinate a move, staff recommends that the City Manager be given authority to
negotiate and execute contracts, as needed, for lease and/or purchase of trailers,
connection of utilities and data/voice cabling, architectural services, construction of
required decking, stairs, and walkways, relocation/purchase/installation of office system
furniture, and contracting of moving services to assist in relocations.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to expedite the process for City department relocations
within the Civic Center, or other appropriations locations, and authorizes the City
Manager to execute any and all contracts and purchases for this project; and
BE IT FURTHER RESOLVED, that funds in the amount of $600,000.00 be
appropriated from the General Fund Capital for this project.
Dated: May 21, 2002
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I hereby certify that Resolution No. 2002-110 was passed and adopted by the
Lodi City Council in a special meeting held May 21, 2002 by the following vote:
AYES: COUNCIL MEMBERS — Howard, Land, and Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Hitchcock and Mayor Pennino
ABSTAIN: COUNCIL MEMBERS — Non
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2002-110
May 16, 2002
To: The Honorable Mayor Phil Pennino
The Honorable Council Member Susan Hitchcock
The Honorable Council Member Emily Howard
The Honorable Council Member Keith Land
The Honorable Council Member Alan Nakanishi
We are writing this letter to let you know how we, the employees of the Finance
Department, feel regarding extension of the City Hall Annex lease.
We do not want to work in the City Hall Annex. We want to leave the building as soon
as possible due to health concerns, including but not limited to the potential effects
from PCE/TCE contamination. It is the position of the Finance Department employees
that this is a "sick" buildidg. You should know that complaints have been filed with
Finance Administration, City Hall Administration, OSHA, and Cal -OSHA since the building
was occupied, but to no avail.
The question of whether or not to move the Finance Department came up for
consideration at the May 15th City Council meeting. In anticipation of the opportunity
to voice their concerns and opinions, over ten (10) Finance Department employees
attended the meeting. The motion was pulled from the agenda at the last minute per
the City Manager's request.
Our desire is that the relocation moves forward as soon as possible. The Finance
Department personnel need a safe working environment.
If there is even a hint that the health of a City of Lodi employee is in danger, and the
City has in its power to prevent the employee from being exposed to this potential
hazard, we feel the City has a good -faith obligation to do so.
Sincerely,