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CC.V OF SAN BERNARLHO - REQlO$T FOR COUNCIL A-:.tION
From: John Matzer, Jr. City Administrator
Subject: City Hall Office Space Study
Dept: City Administrator's Office
Date: May 22, 1986
Synopsis of Previous Council action:
At the June 25, 1985 Council meeting, the City Administrator was instructed
to conduct an office space study in City Hall and determine if a space
shortage exists.
Recommended motion:
Receive report submitted by the City Administrator, and refer it to
Legislative Review Committee for consideration of the recommendations
set forth.
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Contact person:
John Matzer, Jr.
FUNDING REOUIREMENTS:
Amount:
N/A
Phone: 5122
Ward: N/A
Source: N/A
Finance:
Supporting data attached:
Yes
Council Notes:
75.0262
Agenda Item No. /~tI
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CITY HALL
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OFFICE SPACE STUDY
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Prepared by
The city Administrator's Office
May 22, 1986
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CONTENTsO ,
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PAGE
INTRODUCTION 1
BENEFITS OF SPACE PLANNING 2
FINDINGS 3
RECOMMENDATIONS I 6
RECOMMENDATIONS II 10
FUTURE OFFICE SPACE NEED IN 1990 AND 1995 13
PROCEDURE USED IN MAKING SPACE STUDY 16
DETAILED FINDINGS
Table 1
Existing Personal & Special Use
Space by Floor
Existing Office Space Compared
to standards
20
Table 2
25
Table 3
5 and 10 Year Projected Growth
by Department
26
APPENDIX
1
Office Space Standards
44
2
Space Requirements Survey Question-
naire
45
3
Memo from the Assistant Director of
Emergency Services and Risk Manage-
ment
49
4
Additional Office Space Request
by R. D. A.
50
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This report contains the findings and recommendations of the
office space study of the City of San Bernardino which
encompasses the departments and divisions located within the
City Hall. Offices of the Mayor and City Council were exclu-
ded from the study because they have recently undergone
extensive remodeling and improvement.
The study compares existing usable office space occupied by
each department and division to predefined space standards
adopted from the Counties of San Bernardino and Los Angeles
and the City of Los Angeles (see Appendix 1). By doing so,
the study was able to provide an objective review of the
existing space use in City Hall and to develop realistic
requirements for each department and division taking into
account the number of persons, their classifications, the
equipment required in carrying out the specific work activity
and the particular functions of the department itself. In
addition, the study also projects the amount of office space
required by each department over the next 5 and 10 year
periods based upon personnel and equipment.
This report is being organized this way: Following this
Introduction is a list of Benefits to be expected as a result
of proper space planning. Then the Findinqs highlight the
major facts and concerns brought out by the study. This is
then followed by two separate sets of Recommendations. After
the recommendations, comes the Future Office Space Need in
1990 and 1995. Then comes the Procedure Used in Makinq the
Space StudY. This section discusses the techniques used in
data gathering and the methods of analysis. In the next
section, details of the findings are outlined in several
tables and charts for easy reference. Details of the findings
include the current amount of space, types of space use by
each department and division by floor, a comparison between
occupied space and space standards, and space projection for
1990 and 1995.
The r~s~ng cost of office operations has prompted both the
public and private sectors to make effective utilization of
office space. After President Reagan announced his goal to
strengthen the management and improve the efficiency of the
Federal government, the regulation entitled Government Work
Space Manaqement Reform was published in 1985. The program
emphasizes the improvement in the utilization of Government
work space and resultant cost savings. It is interesting to
note that the goal for office space utilization is to
achieve, by the end of the fiscal year 1990, an average
workstation space utilization rate of 135 square feet or less
per person. The head of each Federal Agency is required to
submit an annual work space management plan to indicate how
the goal will be achieved.
It is hoped that the information provided in the study will
aid the Mayor and Council in developing a policy to ensure
the efficient utilization of City Hall space and to address
the shortage of space expressed by a number of departments.
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BENEFITS OF SPACE PLANNING
Following are some of the benefits which can be expected
through the planning and developing of better office layouts:
a. Imoroved Production. Streamlining the flow of work
increases production and improves quality. Labor
costs are correspondingly lowered. Every moment
saved in travel and delay increases the production
rate.
b. Reduced Labor Turnover. A more comfortable,
attractive office assists in recruiting better
employees and helps to retain present employees.
Consideration of the individual employee creates
pride and loyalty.
c. Imoroved Suoervision. Controlling the flow of
work, inspection and discipline are all made easier
for the supervisor through careful planning of the
layout.
d. Imoroved Qualitv. A better layout reduces
distractions, reduces worker fatigue and eliminates
frustration and undue pressures. When these are
reduced, the quality of workmanship improves.
e. Better Soace Utilization. Valuable floor space can
be used more efficiently through effective planning
and layout.
f. Savinq Monev. All the benefits mentioned have the
end result of saving money.
It is mentioned last as it is the most forceful reason of
all. Speeding production, controlling waste, reducing labor
expenses, and optimize use of city Hall space, all represent
savings to the taxpayer.
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C FINDINGS
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1. The City Hall houses eleven (11) City departments,
the Water department and the Redevelopment Agency
(RDA). The emergency dispatch operation of both
the Fire and Police Departments is also located in
the basement of City Hall. The snack shop located
next to the employee's lounge is operated by a
private vendor under an agreement with the State
Department of Rehabilitation Business Enterprise
Program for the Blind.
2.
Approximately 308
full time employees
Hall.
or 24% of the 1,285 permanent
occupy office space in city
3. The total amount of usable office space within City
Hall (excluding the offices of the Mayor and City
Council) is 58,549 square feet. This does not
include employees' lounge in basement, common
corridors, stairwells, restrooms, utility rooms and
the entire first floor (lobby and Council Chamb-
ers).
4. Of the above total, personal space where staff
occu~i7s space constitutes 31,045 square feet. The
rema1n1ng 27,504 square feet is special use areas
such as storage rooms, vaults, conference rooms,
libraries, employees' lounges and computer room,
etc. The standard office space requirement as
determined by this study is 58,576 square feet.
5. The total available space in City Hall is below the
standard by 27 square feet. Yet, this does not
account for the additional space requested by the
Water Department and RDA. Both agencies plan to
expand their present occupied space to accommodate
new programs and increased staffing.
6. By applying the space standards, the following
departments and divisions are found to be deficient
or below standard in regard to existing office
space:
Department/Division
Sa. Ft. Below Standard
Data Processing
Emergency Services
(based on Federal Emergency
Management Standards)
city Attorney
Finance
Planning
Police Dispatch
RDA
Water
221
2,060
145
147
300
500
219
161
7. Problems contributing to the shortage of space in
the above offices include:
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a.
EXistin~ffice space ~s not being utilized
efficiently and basic principles of office
layout have not been observed. This results
in the "under utilization" of approximately
8,000 square feet for internal isles and
unusable area.
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b. A lot of valuable office space is used for
records and supplies storage. Departmental
active records are presently stored with
inactive records and are often scattered about
in various department locations which make the
offices look small and cluttered.
The offices of the city Clerk, city Attorney
and departments of Finance, Personnel, Engine-
ering, Water and RDA maintain a lot of files
on the premises as required by their work.
Efforts should be taken to remove the inactive
records to an off-site location, and a records
disposition schedule be developed to eliminate
unused records on a regular basis.
c. Much of the furnishings and filing equipment
is obsolete and requires a lot more space than
their more modern counterparts. As examples,
the Planning Department has some horizontal
map holders that are taking up a lot of room
while not efficiently storing the maps. The
Engineering Department has large drafting
tables that do not provide storage space for
neither plans nor drafting equipment. Con-
sequently, large reference tables and separate
plan holders are necessitated.
d. with the advent of the personal computer,
make-shift furniture is used to accommodate
this new piece of equipment. This usually
means an extra typewriter stand in addition to
a regular secretarial desk.
e. The majority of the departments have their own
employees' lounge. Lounges vary in size from
96 sq. ft. to 409 sq. ft. totaling almost
2,000 square feet. The conversion of this
space to offices in some of the departments
should alleviate the space problem.
8.
In regard to future office space requirements,
1990, City Hall departments will require 64,787
ft.; an increase of 6,211 sq. ft. By 1995,
requirement is 71,902, an increase of 13,296
ft.
by
sq.
the
sq.
9. Many departments have a lack of privacy, a high
noise level and public distraction.
10.
There is no logical assignment
space resulting in employees
office who don't require it for
of private office
having a private
their work and vice
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versa.
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The employees'
underutilized
more welcome
1,023 sq. ft.
12. In a number of departments, extra office equipment
and files are scattered throughout many offices in
a disorderly manner. The housekeeping function is
handicapped in many areas by work surfaces such as
desks, tables, file cabinets being piled high with
papers, reports and books.
11.
lounge in the basement appears to be
and needs improvement to provide a
atmosphere. This lounge occupies
13. The storage areas in the City Hall basement are
cluttered with old records, obsolete surplus and
unusable chairs and materials.
14. The Emergency Operations Center (E. O. C.) located
in the basement is grossly below the standards
established by the Federal Emergency Management
Agency.
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R~OMMENDATIONS ~
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The f~llowing recommendations are summarized as a means of
improv1ng the office space usage in City Hall. They are
based on the finding from the Office Space Study. All of the
recommendations focus on one important consideration -- our
environment affects our ability to perform physical and
mental tasks. Intangibles like pride, loyalty, labor
stability and greater happiness are also positively affected
by better environment.
1.
Immediate actions should be
additional office space for
processinq and Police Dispatch.
standards, Planning requires an
ft., Data Processing requires
Police Dispatch requires 500 sq.
taken to provide
Planninq, Data
According to the
additional 300 sq.
221 sq. ft. and
ft.
Three options can be used to meet Planning's office
space needs:
a.
Close the open space next to the
connecting the 2nd and 3rd Floors.
create more space for the planners
space deficiency exists.
stairwell
This will
where the
b. Expand into the Building and Safety
Department. The study shows that this
department has an excess of approximately 400
sq. ft.
c. Redesign the existing layout to make better
utilization of the space.
Currently, a lot of space is used for internal
corridor, and the counter area. Obsolete map
filing equipment also takes up a lot of valuable
office space while not storing the maps in the most
efficient way.
The expansion of the Data Processing Office is
necessitated because of the recent acquisition of
the CAD system and the addition of one computer
operator. This can be accomplished by converting
the existing storage room where the subflooring is
already in place into additional office area and
relocate the storage room to the Print Shop.
Although, no standard was applied to the Print
Shop, it appeared to have excessive space once the
room is better organized.
Police Dispatch also requires more space because of
the additional equipment associated with the
operation of the CAD system. Each dispatcher will
have a CRT. The three radio positions will have
both a CRT and a status screen. To properly
accommodate the new equipment, new furniture is
being considered. The Police Department has
proposed a 500 sq. ft. expansion. However, there
is no room to expand without encroaching into the
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EOC. This is only a short term solution since the
EOC is also deficient on space.
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Fire Dispatch has no immediate plans for expansion
at the present time. However, the Fire Department
has been discussing a joint partnership agreement
with a number of surrounding cities (Redlands,
Colton, Rialto, Central Valley) to centralize
dispatch and share in the cost of the computer
aided dispatch system. This will require two to
three additional dispatchers during the next 10
years.
2. The Emergency Operations Center (EOC) is grossly
deficient in space according to the standards from
the Federal Emergency Management Agency (FEMA). The
requirement specifies 50 sq. ft. per person with
bathrooms (with showers) and kitchen/lounge for
those who work at the center during major
disasters. There is presently no sufficient space
to enlarge the EOC in the basement. The Print Shop
is located adjacent to it. A conference room can
be set up by clearing out a storage room where
police dispatch cards and old civil defense mater
ials are kept.
The proposal to move the EOC and the police and
fire dispatch centers to a site on Little Mountain
is on the long range capital improvement plan. An
estimate of space need and cost breakdown is listed
in Appendix 3 submitted by the Assistant Director
of Emergency Services. This proposal should
receive more attention in order to achieve the
standards as established by the federal government
and provide the additional space needed by Police
and Fire DispatCh.
3. The space deficiency found in the city Attorney's
Office, Finance, RDA and Water are due in part to
the large quantity of records storage in the
offices. Inefficient layout of the open general
office area is also a major contributor to the
cause. Several studies showed that people working
in wide open areas not only find it difficult to do
the concentrated thinking required for their work
but also lack the privacy needed for some conversa
tions. For example, in Finance, the payroll clerk
is seated in an open office area where confidential
information is frequently inquired about and given.
It is recommended that the current layout in these
departments be studied so that the offices can be
arranged to allow logical flow of work and have
economy of space and motion.
The use of movable partitions should also be
explored for some of the areas. They are
attractive, reduce noise, provide some privacy and,
at the same time, more access which closed offices
tend to discourage. Partitions also give employees
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a sense of
being part
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their own space, less
of an assembly line.
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of
a feeling of
The City Clerk's Office, even though it
ficient space for the current level of
should also have the layout studied because
same problems.
has suf
staff,
of the
4. The layout study should integrate the personal
computer and other peripheral equipment such as
keyboards, printers, diskette files. The proper
placement of this new office equipment with regard
to efficiency, worker comfort and many other
important factors has become a new and important
responsibility. There are work stations engineered
to house the computer and eliminate time consuming
sideward head turns, relieving neck and eye fa
tigue, all very important for maximum productivity.
Noisy equipment such as the printer should be
isolated or insulated to reduce noise distraction.
5. A survey should be made to determine the cost of
rehabilitating all office space within City Hall.
The rehabilitation program should be broken down
into such categories as the cost of painting the
offices, replacing worn out carpeting and dra
peries, etc. Priorities should be established for
the implementation of such a rehabilitation
program. Such maintenance would greatly improve
existing working conditions. An improvement in
such conditions would not only boost employee
morale, but would increase productivity as well.
6. A records management study should be conducted to
provide proper guidelines to departments in regard
to record keeping, storage, timely disposition and
equipment selection. A microfilming program should
be considered to properly preserve official docu
ments and minimize record storage areas. An off
site records center for inactive records is needed
to allow better utilization of valuable city Hall
space. The records center located in the City
Yards is not managed and records are not properly
protected from the elements.
The City Clerk's Office is prepared to undertake
the records management study.
7. The department (Finance, Engineering, Emergency
Services, Police and Fire Dispatch) having storage
areas within the basement should take immediate
steps to put these areas in order. This work will
involve a review of present record storage and the
disposal of records no longer necessary along with
the proper storage and filing of the remaining
records. It would also involve the disposal of
obsolete and broken chairs and supplies. This
would represent a major step in putting our house
in order.
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8.
Initiate
offices.
possible
a c~prehensive Cl~-UP program in all
Work surfaces should be kept as clear as
in order to allow proper cleaning.
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9. Eliminate items of furniture and equipment not
actually required in the operation of the office or
no longer functioning.
10. Replace obsolete equipment and furniture that take
up a lot of space while not serving the function.
11. Re-examine the assignment of private offices based
on the job requirement of the employee.
12.
Consolidate individual departmental
lounges into one on each floor. This will
maximize the use of space but also
intradepartmental working relationships.
employee
not only
promote
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R~MMENDATIONS l~
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This second set of recommendations is offered based on the
assumption that additional office space be rented to RDA and
the Water Department. It is intended to be carried out in
conjunction with the first set of recommendations.
RDA has expressed a need for an additional 3,000 square feet.
This expansion is contingent upon approval from the Community
Development Commission for additional staffing. The RDA
Director is projecting that in three years, two more project
areas will be adopted. The existing staffing level is not
sufficient to handle the additional work. Currently, the
Agency's office is deficient by 219 square feet compared to
the space standards. This is assuming all other special use
areas remained the same size.
The Water Department has plans to redesign the customer
service area by removing the service card wheel and replacing
it with portable work stations. This will accommodate the
increased counter traffic and create a better working
environment for the customer service representatives. The
expanded area will allow the department to provide a suitable
working area for 2 meter service supervisors and 5 meter
readers who are currently using a make-shift office in the
hallway. It will also provide for the added staff in both
the accounting and personnel sections.
To accommodate the expansion of both the RDA and the Water
Department, and at the same time, create a functional align-
ment of our government operations, the rearrangement of
offices among departments is recommended. The following
sequence is recommended in order to minimize disruption to
the normal office operation:
1. Relocate the Department of Parks, Recreation and
Community Services to an old IRS building at the
Seccombe Lake State Urban Recreation Area. The
necessary clearance to occupy the building for
administrative function is obtained from the State
Department of Parks & Recreation.
This will provide the department with an ideal
location to interface with the community and other
service groups. When the facility is fully
developed, it will also house the staff responsible
for recreational programming at Seccombe Lake and
other arts and crafts activities as required by the
agreement.
The estimated total cost for building renovation is
$31,373 ($27,281 performed by contract, and $4,092
by Public Buildings). The improvements will
include the construction of private offices and
conference room, installation of new ceiling,
flooring and lighting structure, rewiring, painting
and reconditioning of air conditioning units. No
exterior improvement is required.
This move will free up approximately 3,600 sq. ft.
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on the 5th F~r of City Hal~
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2.
Expand the Water Department into this space
approximately 1,300 sq. ft. This will increase
total usable office space to 8,483 sq. ft. on
5th Floor.
for
the
the
The current rental agreement with the City is for
30 years until the year 2000. After that, they
have the option to renew for two 30-year terms for
$1.00. The annual rent is $60,546 (at $0.63/sq.
ft.) based on 7,902 sq. ft. There is no provision
in the agreement limiting the city from negotiating
for a higher rent (market rate is $1.25/sq. ft.)
for the additional 1,300 sq. ft.
3. Relocate the Department of Public Services into the
remaining 2,300 sq. ft. of space next to the Water
Department.
This is a logical relocation because both depart-
ments work together frequently on sewer maintenance
and refuse billing. The space study indicates that
Public Services requires 2,234 sq. ft. since its
operation is field oriented. It currently occupies
2,930 sq. ft. on the 4th Floor.
4. Exchange RDA office with Public Works, Engineering
Division. This will place RDA on the 4th Floor
with the additional 3,000 sq. ft. it requested. A
breakdown on the proposed use of the space prepared
by the RDA Director is on Appendix 4.
The Director of RDA has agreed to increase the
current rental rate per sq. ft. from $0.51 to $.90
including tenant improvement on the 4th Floor. This
will generate an additional annual rental income of
$75,900 over the existing rental of $35,078.
This additional rental income should be set aside
for other City Hall improvements and rehabilitation
work.
The remodeling of the offices has to be done in
phases to minimize disruption to the delivery of
services to the pUblic. Temporary offices may have
to be set up elsewhere in City Hall during
construction.
5.
Public Works will
Floor adjacent to
Safety Departments.
move into RDA space on the 3rd
the Planning and Building and
This move will centralize the three development
departments all on one floor with more public
accessibility through the open stairwell. This
will allow the three departments to interact more
conveniently on all development matters on a daily
basis. It will also help the public to obtain the
necessary permits without having to go between
floors.
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Currently, the Planning and Building and Safety
Departments share one conference room and Engine-
ering has its own. They occupied a total of 430
sq. ft. Building and Safety and Engineering also
have separate employees' lounges totaling 373 sq.
ft. In order to maximize the use of office space,
one main conference room is recommended with a
moveable par~ition to divide the room into two if
required. Additional space can be acquired by
closing up the open space next to the stairwell.
The counter can also be redesigned to accommodate
all three departments under one roof. An unused
area next to the balcony can be converted to a
central employees' lounge for all three depart-
ments.
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FUTURE OFFIC~PACE NEED IN~90 & 1995
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In order to plan for the future, the study also projects the
amount of office space required by each department over the
next 5 and 10 year periods based upon personnel, equipment
and program projections over that period of time. The study
has indicated that, overall, the space deficit is 27 sq. ft.
less than a reasonable standard would allow. This only
accounts for a partial increase of space as requested by RDA
and the Water Department. By 1990, the deficit will increase
to 6,211 sq. ft., and 13,296 sq. ft. by 1995. This is based
on the assumption that existing space usage is allowed to
continue and no change is implemented.
The following is a detailed discussion of each type of space
projection:
Personnel proiection (in city Hall only)
The number of employees in 1990 and 1995 is projected by each
department using past and present workload information and
future trends. Presently, in 1985-86, 308 fUll-time,
permanent and 51 part-time, temporary employees utilize
office space in City Hall. In 1990, five years later, this
figure is estimated to grow to 441 (383 full-time and 48
part-time) which is an increase of 20% or 72 employees. In
1995, 10 years later, the number of employees occupying
office space in city Hall is projected at 506 (457 full-time
and 49 part-time) which is 41% or 147 employees over the
current level.
Personal Space
This is the amount of work
employees. Space standards
used as guidelines in the
office space.
area currently occupied by the
are applied to each position and
planning of present and future
According to standards, employees should occupy 25,456 sq.
ft. In 1990, the requirement increases to 29,976 sq. ft. with
72 additional employees. In 1995, the space requirement is
further increased to 34,671 sq. ft. with 147 additional
employees.
Special Use Space
This consists of a variety of uses in the departments,
including storage room, computer room, conference, election
room, counter/reception area, employees' lounge, library,
vault, alarm room, copy room, emergency radio room and E.O.C.
Some departments have more special use space than others
based on special requirements. A detailed description of the
types of special use space in each department is shown on
Table I. At a minimum, a majority of the departments have a
conference room, a storage room and an employee lounge. No
evaluation was made on any special use space (except the
E.O.C. and Police Dispatch) or whether they are adequate to
meet the needs of the departments.
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File Space
This is determined by actual measurement
filing equipment that is for community use.
the space occupied by the equipment to allow
files.
of each piece of
20% is added to
access to the
Currently, approximately 6,000 sq. ft. of space is occupied
by filing equipment (both in general office area and storage
rooms.) 10% is added to 1990 and 1995 to project for file
increase with the assumption that current records management
practices will continue.
Internal Access Space
These are the circulation arteries to allow access within the
department. The main hallway is not included in the calcula-
tions. As mentioned before, the layout of the offices are
such that approximately 8,000 sq. ft. is used for internal
access space. Some departments have wide internal corridors
separating offices on both sides.
To allow for internal access, a standard 10% is added to the
total space use needed to achieve a gross space projection.
Total Space Required
The sum of the above uses is the gross space needed for each
department at the present time, in 1990 and 1995.
The result of the space projection indicates that in 10
years, we will need to add another floor in City Hall to
accommodate the growth in personnel as well as equipment.
This can be both expensive and even impractical. An alterna-
tive is to relocate some departments outside of City Hall,
especially those operations that are field oriented. The
implementation of a city-wide records management program will
recover approximately 2,000 sq. ft. of floor space. Some
studies have shown that, on an average, the following results
will occur:
One-third (1/3) of the records are destroyed.
One-third (1/3) of the records are transferred to
low cost storage areas.
One-third (1/3) of the records are retained in
prime office areas.
A closer review of how each department utilizes its space
will possibly produce some space to accommodate the immediate
future needs. Moreover, the current trend of government
toward privatization -- hiring private concerns to perform
municipal tasks or services -- may lead to a decrease in the
actual number of City employees because contracting out for
services frees the city from directly managing the services
and the responsibility for hiring workers.
c: A combination of the abo~ suggestions ~l
needs.
meet future space
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PROCEDURE ~ IN MAKING SQE STUDY
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six steps were taken to determine the current space usage by
each department.
STEP 1. A questionnaire (see Appendix 2) was developed and
distributed to all department and division heads.
Six (6) categories of questions were asked in this
initial data gathering stage.
I. Number of full-time employees by classification
who worked in City Hall and future personnel
projection for the next 5 and 10 year periods.
II. Adjacency requirements to establish the
relationship with divisions and other depart-
ments based on the work flow and frequency of
communication and interaction.
STEP 2.
STEP 3.
STEP 4.
STEP 5.
III. Conference requirements based on number and
frequency of meetings and average number of
persons attending meetings.
IV. visitor's traffic flow to determine the quan-
tity of visitor traffic.
V. Public contact to determine counter traffic.
VI.
Equipment
equipment
equipment
storage
office
requirement for records
and other community use
and furniture.
Data reported via the questionnaire was verified by
a walk-through survey of each office. Community
file equipment was measured to determine the amount
of office space it occupied.
Space standards are consistent with those developed
by the County of San Bernardino and Los Angeles,
and the City of Los Angeles. Appendix 2 specifies
the standards which were formulated for this study.
They are not, however, intended to be inflexible
rules by which space assignments or changes are to
be made. Standards, at best, give an indication of
space needed by an employee based on his work
activity and equipment requirement in order to
perform most efficiently. Each standard also
accounts for the employee's personal equipment such
as a double pedestal desk, chair, filing cabinet or
book case.
Office space occupied by each employee
special use areas are attained by taking
ments of the floor plans. This was done
to avoid unnecessary disruption.
Personal interviews were conducted with selected
department heads to obtain any new of planned
activities and services for which the department is
responsible and to obtain information of any other
and all
measure-
in order
,~
c
.
STEP 6.
space deficie~ies which may~ve existed.
Data from the questionnaire and survey was compared
with the space standards. No standards were
applied to special use space; only to personal
space. Input from departmental interviews were
incorporated to formulate specific recommendations.
-
,
'J
--
c
TABLE I
TABLE 2
TABLE 3
-
-
-,
v
,....>~
~
DETAILED FINDING
Existing Personal and Special Use Space by
Floor
Existing
Standards
Office
Space
Compared
to
5 and 10 Year Projected Growth by
Department (Departments arranged by Floor)
-1R-
c
DESCRI~I6N OF EXISTI~SPACE
J
For the purpose of analysis, this study divides occupied
departmental space into two categories. The first category
~s personal space which includes private offices, shared
private offices by two or more individuals and general office
area where staff occupies space. The second category is
special use space which includes other space uses such as
conference room, library, employee lounge, vault, storage
room and internal hallways. Space usage such as common
building corridors, stairwells, restrooms and utility room
for electrical and alarm equipment is not included in the
calculations.
Table I provides a description of the total usable (usable
space means all floor area measured from wall to wall,
excluding space occupied by outside walls) for each depart-
ment and division by floor. It shows how much square feet of
space each department and division presently occupies and
describes what type of offices and specia~ use areas exist
within each department/division. Presently, occupied depart-
mental space in city Hall totals 58.509 square feet.
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U"l
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<!l -'
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1-0 O'l q- 0
Vl Vl M 0 M
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X"" .
"" Q. - -
+>
e
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VI E
e a>
~ VI
a> '"
+> ..c
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- .~ VI
+> a> .~
e +> a> ~
Z 0 VIe ~ ""
0 u ~ a> a> VI u ""
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U"l +> +> >,::1 ~ a> Q. Z
- e '" o+> e >, U"l :::>
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- E +> ~ ~ "" -'
Cl +> VI EN ~ ~ w
...... ~ .~ "" Ll'> e -
I- '" e c> - "" u.. U"l
Z .~ ~e ~ u.. ""
"" a> E <Xl'~ ~ 0 ""
::E: 0 "0 ~"O a> e 0 >-
l- e:( ::I U a> - -' 0
0:: ~ +>~ e a> ~ e:( -'
e:( a> ..cu '" +> I- Q.
Q. +> +> c>e e .... +> e 0 ::E:
'" -'" .~ .,....,... .~ .~ .~ a> I- ""
""
w
e:(
Q.
U"l
<!l
Z
-
I-
U"l
-
X
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u..
o
Z
o
-
I-
Q.
-
0::
U
U"l
""
Cl
'"
a>:>::
~I-
e:(x
-
a>U"l
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a>
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e:(
a>
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o
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a>
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VI
~ !5
ua> 0
.,... U 0:::
.....~
........ '"
06!5~
a> 0 e:( a> a>
....,.,,0::: s..
"'a> >,a>o
> s.. >t.o I+- _
or- ra Q...c c:
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Q..V')<..)-IUW
M......-4.-4N......
.~
---
-
c
-. -\
'-' TABLE 2 -...I
EXISTING OFFICE SPACE COMPARED TO STANDARDS
'""'\
J
npp~rrm~n~. nivi~inn
Existing Usable Standard
~~ Ft Rc~irement(u
City Administrator-Admin.
2,081
2,000
1,629
993
3,690 (2)
2,335
2,058
2,706
2,465
Data Processing
1,408
Risk Management
Emergency Services
1,285
1,630
City Attorney
Building & safety
city Clerk
Emergency Dispatch
(Police and Fire)
2,190
2,463
2,718
1,965
Finance
Print Shop & Mail Room
3,071
2,154
3,218
No Standards
Applied
Park, Rec. & Corom. Services
3,577
3,100
Personnel
3,120
2,670
Planning
2,481
2,781
Public Services
2,930
2,234
Public Works/Engineering
Public B1dgs.-Admin.
custodial Maintenance
6,170
2,212
1,653
5,823
1,673
No Standards
Applied
Redevelopment Agency (RDA)
5,276
5,495
Treasurer
1,931
1,594
\'iater
Cashier (2nd Floor)
7,183
1,051
7,344
961
TOTAL
58,549
58,576
1.
Standards are adopted from
Bernardino and Los Angeles and
No standard is applied to the
(i.e. conference room, storage
department/division.
the Counties of San
City of Los Angeles.
special use space
room, etc.) in each
Sq. Ft.
Below
St"nn"rn
Sq. Ft.
Above
~t'Anrl~,...ri
+ 81
(- 221)
+ 292
(-2,060)
(- 145)
+ 405
+ 12
(- 500)
(- 147)
+477
+ 450
(- 300)
+ 696
+ 347
+ 539
(- 219)
+ 337
(- 161)
+ 90
(-3,753)
+3,726
2. Based on standards from the Federal Emergency
Management Agency (FEMA)
-
c
---
'-'
-
....,;
"
,./
TABLE 3
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
CITY ADMINISTRATOR'S OFFICE
Personnel Projection
1985-86
8 (1)
1990
9 (1)
1995
9 (1)
PRESENTLY
OCCUPYING STANDARD (:!:) 1990 (:!:) 1995 (:!:)
Persona 1 Space 739 1,005 (-266) 1,065 (-326) 1,065 (-326)
Special Use Space 776 776 776 776
Internal Access Space 566 182 188 209
Fi 1 e Space 37 40 43
TOTAL SPACE OCCUPIED 2,081
TOTAL SPACE REQUIRED 2,000 (+81) 2,069 (+12) 2,093 (-12)
------------------------------------------
------------------------------------------
(1) Includes 2 student interns.
-26-
~
-
-
c
,--
\..."
"
'~
",-..".1
5 AND 10 YEAR PROJECTED GROWTH 6Y DEPARTMENT
DATA PROCESSING
Personnel Projection
1965-66
6
1990
10 (1)
1995
13 (1)
PRESENTLY
OCCUPYING
STANDARD (:!:)
1990 (:!:)
1995 (:!:l
Personal Space
Special Use Space
Internal Access Space
460
846
102
635 (-175)
846
148
23
945 (-485) 1,300 (-840)
Fll e Space
846
199
30
846
218
32
TOTAL SPACE OCCUPIED 1,408
TOTAL SPACE REQUIRED
1,629 (-221)
2,020 (-612) 2,396 (-998)
============================================
(1) Assuming a 24-hour, 7 days a week operation.
~.,
.
c
c
~""'
"\
-'
v
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
R I S K MANAGE~1ENT
Personnel Projection
1985-86
6
1990
10
1995
14
PRESENTLY
OCCUPYING
STANDARD (:!:)
1990 (:!:)
1995 (=)
Personal Space
955
855 (+l00)
1,225 (-270) 1,545 (-590)
Special Use Space
Internal Access Space
Fil e Space
(1)
330
90
48
128
53
160
57
TOTAL SPACE OCCUPIED 1,285
TOTAL SPACE REQUIRED
993 (+292)
1,406 (-121) 1,762 (-477)
-------------------------------------------
-------------------------------------------
(1) Risk Management has 3 private offices, 1 Nurse's Office and 1 general office area.
No special use space.
EMERGENCY SERVICES
Personnel Projection
4
6
9
Internal Access Space
TOTAL SPACE OCCUPIED
TOTAL SPACE REQUIRED
485
1,080
65
1,630
435 (+50)
3,255
615 (~130) 875 (-390)
3,255 3,255
Personal Space
Special Use Space (2)
3,690 (-2,060)
3,870 (-2,240) 4,130 (-2,50C
----------------------------------------------
----------------------------------------------
(2) Based on standards from the Federal Emergency Management Agency for the
Emergency Operations Center (E.O.C.).
_?O_
,
L
r'
'-
/",,",
~
,~
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
EMERGENCY DISPATCH CENTER
Personnel Projection (Police Dispatch)
(Fire Dispatch)
Police Dispatch
Personal Space
Special Use Space
Internal Access Space
File Space
PRESENTLY
OCCUPYING
740
523
TOTAL SPACE OCCUPIED 1,263
TOTAL SPACE REQUIRED
Fire Dispatch
Persona 1 Space
Special Use Space
TOTAL SPACE OCCUPIED
TOTAL SPACE REQUIRED
390
312
702
-29-
1985-86 1990 1995
8 11 14
2 2 3
STANDARD (:1:) 1990 (:1:) 1995 (:~ )
950 (-210) 1,310 (-570) 1,670 (-930)
813 (-290) 813 (-290) 813 (-290)
1,763 (-500)
2,123 (-860) 2,483 (-1,220)
==============================================
390
312
390
312
390
312
702
702
702
-----------------------------------
-----------------------------------
- -
c
r
......,.
--.
.....,)
""'-.,
-J
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
FINANCE DEPARTMENT
PRESENTLY
OCCUPYING
19B5-86 1990 1995
15 20 23
4 5 6
19 25 29
STANDARD (:t) 1990 (:!:) 1995 (:!:)
1,780 (+24) 2,180 (-416) 2,470 (-706)
891 891 891
293 335 366
254 274 295
Personnel Projection (Finance)
(Print Shop)
Personal Space 1,804
Special Use Space 801
Internal Access Space 466
Fil e Space
TOTAL SPACE OCCUPIED 3,071
TOTAL SPACE REQUIRED
3,218 (-147)
3,680 (-609) 4,022 (-951)
-------------------------------------------
-------------------------------------------
PRINT SHOP (1)
TOTAL SPACE OCCUPIED
SPECIAL USE SPACE
~'!l~~
Private Office 96
Supplies & Storage Room 192
Photographic Lab 184
Mail Room 96
General Use Area 1,586
2,154
(1) This space, located in the basement, was not evaluated against any standards.
The rooms are utilized by 4 employees.
-30-
- --
c
--
'-'
'"
v
:)
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
CITY ATTORNEY'S OFFICE
Personnel Projection
1985-86
10
1990
13
1995
16
PRESENTLY
OCCUPYING
STANDARD (:t)
1990 (:!:)
1995 (:!:)
Special Use Space
Internal Access Space
Fil e Space
1,330
553
307
1,280 (+50)
553
212
290
1,560 (-230) 1,880 (-550)
Personal Space
553
243
312
553
277
337
TOTAL SPACE OCCUPIED 2,190
TOTAL SPACE REQUIRED
2,335 (-145)
2,668 (-478) 3,047 (-857)
-------------------------------------------
-------------------------------------------
-<,-
-
L
,-..
"-'
"'"-
:)
'-"
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
WATER DEPARTMENT
Personnel Projection (5th Floor)
(2nd Floor)
Total
1985-86
57
5
62
1990
59
6
65
1995
64
7
71
PRESENTLY 1990 (=) 1995 (=)
OCCUPYING STANDARD (t)
(5th Floor)
Personal Space 4,256 4,305 (-49) 4,405 (-149) 4,745 (-489)
Special Use Space 1,927 1,927 1,927 1,927
Internal Access Space 1,000 668 690 729
Fil e Space 444 571 615
TOTAL SPACE OCCUPIED 7,183
TOTAL SPACE REQUIRED 7,344 (-161) 7,593 (-410) 8,016 (-833)
--------------------------------------------
--------------------------------------------
(2nd Floor)
Persona 1 Space 446 360 (+86) 440 (+6) 520 (-74)
Special Use Space 476 476 476 476
Internal Access 129 87 96 104
Fil e Space 38 41 44
TOTAL SPACE OCCUPIED 1,051
TOTAL SPACE REQUIRED 961 (+90) 1,053 (-2) 1,144 (-93)
-----------------------------------------
-----------------------------------------
??
c
.....---
--.,
v
.......,
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT
1985-86
Personnel Projection
(for City Hall only)
18
PRESENTLY
OCCUPYING
STANDARD (:t)
Personal Space
2,112
859
606
1,910 (+202)
859
281
50
Special Use Space
Internal Access Space
Fil e Space
TOTAL SPACE OCCUPIED 3,577
TOTAL SPACE REQUIRED
3,100 (+477)
-------------------------------------------
-------------------------------------------
3,104 (+473) 3,263 (+314)
-33-
1990
18
1995
20
1990 (:t)
1995 (:t)
1,910 (+202) 2,050 (+62)
859
282
53
859
297
57
.
c
~''"',
,-,
-..)
'-'
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PUBLIC WORKS - ENGINEERING
Personnel Projection
1985-86
31 (1)
PRESENTLY
OCCUPYING
STANDARD (:t)
Personal Space
Special Use Space
Internal Access Space
Fil e Space
3,240 (+626)
1,804
529
250
3,866
1,404
900
TOTAL SPACE OCCUPIED 6,170
TOTAL SPACE REQUIRED
5,823 (+347)
---------------------------------------------
---------------------------------------------
6,745 (-575) 8,423 (-2,253)
(1) Includes 1 part-time stenotypist.
-14-
. -,,I
1990
41
1995
57
1990 (:t)
1995 (:t)
4,010 (-144) 5,510 (-1,644)
1,804
613
318
1,804
766
343
c
,......
v
'"""
v
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PUBLIC BUILDINGS - ADMINISTRATION
Personnel Projection (Admin.)
(Custodial Maint.) (2)
Total
PRESENTLY
OCCUPYING
19B5-86
11
61
72
STANDARD (:!:)
Personal Space 1,359
Special Use Space 407
Internal Access Space 446
Fll e Space
1,035 (+324)
407
152
79
TOTAL SPACE OCCUPIED
TOTAL SPACE REQUIRED
2,212
1,673 (+539)
==========================================
1,990 (+222) 2,175 (+37)
CUSTODIAL MAINTENANCE (1)
TOTAL SPACE OCCUPIED !~2~~
SPECIAL USE SPACE
Supplies & Storage Room 944
Equipment Repair Room 176
Parts Room 280
Custodian Report Room 253
1,653
,
......""
1990 1995
17 19
61 61
78 80
1990 (t) 1995 (::)
1,300 (+59) 1,460 (-101)
407 407
181 198
102 110
(1) This space, located in the basement, was not evaluated against any standards.
(2) The rooms are utilized by 61 employees, including 19 full-time custodians,
1 Skilled Laborer from the Building Maintenance Divisionf and 41 part-time
custodians. Any increase in personnel in the future Iii 11 be stationed
outside of City Hall, i.e. City yard.
_"t;._
c
'""'
'-'
o
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PUBLIC SERVICES DEPARTMENT
Personnel Projection
(for City Hall only)
1985-B6
15
PRESENTLY
OCCUPYING
STANDARD (t)
Personal Space
Special Use Space
Internal Access Space
Fll e Space
1,720
640
570
1,235 (+485)
640
203
156
TOTAL SPACE OCCUPIED 2,930
TOTAL SPACE REQUIRED
2,234 (+696)
-------------------------------------------
-------------------------------------------
2,357 (+573) 2,724 (+206)
-36-
,)
1990
16
1995
20
1990 (t)
1995 (=)
1,335 (+385) 1,655 (+65)
640
214
168
640
248
181
.
c
~
,-..
\.".
").
......~
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
REDEVELOPMENT AGENCY (R,D,A,)
Personnel Projection
1985-86
31 (1)
PRESENTLY
OCCUPYING
STANDARD (10)
Personal Space
2,986
1,420
870
3,125 (-211)
1,420
500
451
Special Use Space
Internal Access Space
Fil e Space
TOTAL SPACE OCCUPIED 5,276
TOTAL SPACE REQUIRED
5,495 (-219)
---------------------------------------------
---------------------------------------------
6,342(1,066) 6,423 (-1,147)
1990
39 (1)
1995
39 (1)
1990 (:t)
1995 (=)
3,905 (-919) 3,905 (-1,319)
1,420
531
486
1,420
575
523
(1) Includes 3 part-time employees; 1 graphic consultant, 1 receptionist and 1
computer worker.
-37-
....
c..
,'-
'-
-.,
~
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
REDEVELOPMENT AGENCY (R.D.A.)
Personnel Projection
1985-86
31 (1)
PRESENTLY
OCCUPYING
STANDARD (:!:)
Personal Space
Special Use Space
Internal Access Space
Fil e Space
2,986
1,420
870
3,125 (-211)
1,420
500
451
TOTAL SPACE OCCUPIED 5,276
TOTAL SPACE REQUIRED
5,495 (-219)
---------------------------------------------
---------------------------------------------
6,342(1,066) 6,423 (-1,147)
:)
1990
39 (1)
1995
39 (1)
1990 (t)
1995 (:,:)
3,905 (-919) 3,905 (-1,319)
1,420
531
486
1,420
575
523
(1) Includes 3 part-time employees; 1 graphic consultant, 1 receptionist and 1
computer worker.
-37-
c
,.....,
...,;
-
,
'-"
-../
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PLANNING DEPARTMENT
Personnel Projection
PRESENTLY
OCCUPYING
Personal Space
Special Use Space
Internal Access Space
File Space
1,782
274
425
TOTAL SPACE OCCUPIED 2,481
TOTAL SPACE REQUIRED
(1) Includes 1 temporary receptionist.
_'1Q_
1985-86
17 (1)
STANDARD (:t)
1,845 (-63)
474
253
209
2,781 (-300)
1990
20
1995
26
1990 (:t)
1995 (:<:)
2,125 (-343) 2,685 (-903)
474
282
225
474
340
242
=============================================
3,106 (-625) 3,741 (-1,260)
-
-
c
c
-
.....;
:)
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
BUILDING & SAFETY DEPARTMENT
Personnel Projection
1985-86
16
1990
28
1995
39
PRESENTLY
OCCUPYING
STANDARD (;0)
1990 (:!:)
1995 (::)
Persona 1 Space
Special Use Space
Internal Access Space
File Space
1,579
524
360
1,065 (+514)
524
187
282
1,770 (-191) 2,430 (-851)
524
260
304
524
328
327
TOTAL SPACE OCCUPIED 2,463
TOTAL SPACE REQUIRED
2,058 (+405)
2,858 (-395) 3,609 (-1,146)
---------------------------------------------
---------------------------------------------
c
~
'.",...i
o
:)
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
PERSONNEL DEPARTMENT
Personnel Projection
1985-86
13 (1)
1990
16
1995
17
PRESENTLY
OCCUPYING STANDARD (:!:) 1990 (:!:) 1995 (=)
Persona 1 Space 1,666 1,310 (+356) 1,370 (+296) 1,450 (+216)
Special Use Space 1,014 1,014 1,014 1,014
Internal Access Space 440 242 250 259
Fll e Space 104 112 121
TOTAL SPACE OCCUPIED 3,120
TOTAL SPACE REQUIRED 2,670 (+450) 2,746 (+374) 2,844 (+276)
-------------------------------------------
-------------------------------------------
(1) Includes 1 JTPA worker.
-40-
c
c
,-,
'-'
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
CITY CLERK'S OFFICE
Personnel Projection
1985-86
15 (1)
PRESENTLY
OCCUPYING
STANDARD (t)
Personal Space
1,155 (+123)
1,247
246
58
1,278
Special Use Space
Internal Access Space
Fil e Space
1,197
243
TOTAL SPACE OCCUPIED 2,718
TOTAL SPACE REQUIRED
2,706 (+12)
------------------------------------------
------------------------------------------
1990
16 (l)
1990 (t)
""".'.'.
.~..I
1995
19 (1)
1995 (::)
1,185 (+93) 1,395 (-117)
1,247
249
62
1,247
271
69
2,743 (-25) 2,982 (-264)
(1) 1985-86 and 1990 personal projections include 2 student interns, and 3 in 1995.
_111_
~
c
c
o
:)
5 AND 10 YEAR PROJECTED GROWTH BY DEPARTMENT
CITY TREASURER'S OFFICE
Personnel Projection
1985-B6
6
1990
8
1995
11
PRESENTLY
OCCUPYING STANDARD (t) 1990 (t) 1995 (::)
Persona 1 Space 996 685 (+311 ) 845 (+151) 1,085 (-89)
Special Use Space 683 683 683 683
Internal Access Space 252 145 162 186
Fll e Space 81 88 95
TOTAL SPACE OCCUPIED 1,931
TOTAL SPACE REQUIRED 1,594 (+337) 1,778 (+153) 2,049 (-118)
=============================================
.~
c
....
--
-
c
.-,
v
APPENDIX
1. Office Space Standards - Used in the Study
2. Space Requirements Survey Questionnaire
3. Memo from the Assistant Director of Emergency
Services and Risk Management
4. Additional Office Space - Request by RDA -Prepared
by RDA Director
.~
:)
-.
.
c
".-
V
........
......;
--'
APPENDIX 1
OFFICE SPACE STANDARDS
Type of Space (1)
City Administrator
Occupational Health Nurse
Deputy City Administrator
Department Head
Space standard (2)
in sauare feet
300
225
Division Head
Sr. Asst. City Attorney
Asst. City Attorney
Deputy City Attorney III
Principal Planner
Traffic Engineer
175
150
Asst. to City Administrator
Business License Supervisor
Cable TV Coordinator
Civil Engineering Assistant
Deputy City Attorney I & II
Deputy City Clerk II
Draftsperson
Engineer
Sr. Accountant
120
Executive Secretary
Professional Staff
Supervisor
100
Account Clerk
Emergency Services Aide
Information Aide
parking citation Coordinator
Planning Aide
Secretary
Sr. Custodian
80
Receptionist
Typist Clerk
Field Personnel (i.e. Inspector)
Part-time & Student Worker
60
30
(Desk & Chair)
(1) Type of space is listed to give a general idea. Not all
the positions are listed.
(2) Adopted from the Counties of San Bernardino and Los
Angeles and City of Los Angeles.
-44-
I..' Depart~t/Division " APPENDIX 2 I
C." '-' ,
SPACE REQUIREMENTS Location
SURVEY Approved by Date Phone
.
..
j
PERSONNEL REQUIREMENTS
1. Please indicate the total number of personnel in your department/division within
each of the categories noted below. whose primary work office is located in City
Hall. Be realistic and conservative when projecting number of personnel
anticipated for the future years. (Use separate sheets if additional space is
required.)
NUMBER OF PERSONS TO BE ACCOMMODATED
DEFINITIONS 19S5[Leave Blank 1990!Leave Blank 1995 Leave Blank
\ \ ,
1. PRIVATE OFFICE SPACE ,
,
a. Dept. Head I
I i
,
b. Asst. Dept. Head
1
c. Division Head I I I I
I
I : !
d. Supervisory : I I
Profess iona 1 : I ! , I
e. 1 I
(Analytical/Technical) i
I
,
f. Other (specify) , ,
i
I
,
2. NON-PRIVATE OFFICE SPACE I I \
a. Clerical I
b. Secretarial , I \
i
Other (specify) , i ,
C. I I
, ,
1 ,
I !
I
I i
i
I i i i
I
,
I I I
, I
I , I
i ,
TOTAL i I I i
I I
-45-
-
~
II.
:)
.~DJACENCY REQUIREMENTS
The establishment of adjacency requirements is fundamental to any office
space survey. There are two important adjacency relationships which must
be established:
""
--,
'....I
c
v
1. INTRA-DEPARTMENTAL ADJACENCIES - activities which involve other
divisions of your own department.
2. INTER-DEPARTMENTAL ADJACENCIES - activities which involve other
departments or divisions.
Using the criteria defined below, indicate your adjacency requirements by
listing the name of the departments and/or divisions with which an
adjacency relationship exists. In the right hand column, briefly describe
the nature of your contact with these agencies.
PRIMARY
It is imperative that the two agencies be physically adjacent in order to
operate effectively.
SECONDARY
It would be highly desirable if the two agencies could be physically close
or on adjacent floor, but effectiveness would not be impaired by separation.
LIST DEPARTMENTS/DIVISIONS PRIMARY SECONDARY NATURE OF CONTACT
....
4(
...
z
w
~
...
"'
~
'"
0
I
4(
"'
...
Z
....
<(
...
z
w
~
...
'"
<(
..
w
0
,
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w
...
Z
...
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c
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-
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.-
CONFERENCE REQUIREMENT~
I
,
!
c.
Average number of meetings per week
Average number of persons attending meetings
Current number of meeting rooms in the Department
Maximum number of persons that can be accomodated
I I l.
a.
b.
d.
in each meeting room
e. Other meeting rooms outside of Department required
Frequency per month
Average number of persons
VISITOR'S TRAFFIC FLOW
IV. Please observe the quantity of public and official visitor traffic for each
department/division, and indicate the amount of typical and peak day traffic.
TIME ALLOTMENT AND REASONS
a. Typical Day: Pub 1 i c
Official
b. Peak Day: Publ ic
Official
c. Other: Publ ic
(Specify) Official
PUBLI C CONTACT
V. Please record counter traffic for 1 week, and report the average number of
visitors and time duration per visit on a daily basis.
a. If counter is used in the department/division, how many counter
positions are available? Indicate full- or part-time.
Currently: Estimated by 1995:
b. How many total visitors are serviced over the counter on a typical day?
Typical Day: Estimated by 1995:
c. What is the average time duration of over the counter service?
minutes
Percentage of total servicing requiring additional service or time?
%
j~---~---~------
__-1
-47-
...
-
-
---
c
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~
-,
'-'
"',
....,,,,/
VI. Please list the total number of office equipment and community furniture 1
by type in you department that are located in City Hall.
1985 Leave Blank 1995 Leave Blank J
I :
1. RECORDS STORAGE EQUIPMENT
Vertical-letter 2-drawerl , i
a. I :
Fil e Cabi net 3-d rawer I ,
i ,
, 4-drawer , i
I b. Vertical-legal 2-drawerl I , I
,
- -1
: File Cabinet 3-drawer I
, ._.......-_._----~ !
4-drawer I
i --,
Lateral 3-drawer i
c. , i
, --_.--- ..-- ._--
File Cabinet 4-drawer 1
,
-,_.., I
i d. Open file shelf i
1
I e. Other (specify) i
- I
:
I !
,
2. COMMUNITY USE OFFICE EQUIPMENT AND FURNITURE
Bookshelves , I
a. I I
b. Work tables I
I
I ------
c. Cabinets I
I
-+----~ -...
d. Sofas ,
e. Chairs
f. Others (specify)
-- ---_. ~------ ----
--- ----------
-..- -- -----J
.. .- .------ ------- ~--- I-
EQUIPMENT REQUIREMENT
no
From
'.. .. ~ '", ,--,' ~.....,:..~. ,. --',
Bruce Gadboi s /'l7
Assistant Director /
October 4, 1985
7""--..--.-. t"""...-
'- Ronald l.i. Solheim, Direct~
To Emergency Services & Risk Management
Subject Proposal for Construction of Communications
Center/Emergency Operations Center
.--....
-...,I
Date
Approved
Date
APPENDIX 3
We ~ave discussed in the past the possibility of moving police and fire
dispatch centers and the emergency operations center to a site on Litt:e
~ountain. This site would relieve the cramped situation we now have,
would free up substantial office space in City Hall, and would provide
more security for our transmitters and related equipment. Additionally,
such a site would be far more likely to survive a great earthquake.
I have worked up a rough estimate of space needs and costs as shown.
Space Usa~ Square Footage
Fire Dispatch - includes two dispatCher positions, 440
storage area, and supervisor's office
Police Dispatch - includes six dispatcher positions, 840
storage area, and supervisor's office
Communications - includes transmitter room, phone 260
equipment room, and repair/work area
Emergency Services - includes Emergency Operations Center, 3566
Director's office, conference room, staff offices,
storage area, bathrooms, and kitchen/lounge
Costs
Office and dispatch areas @ $70.00 per square~foot:
Emergency Operations Center @ $40.00 per square foot:
Antenna tower, erected on site:
Total cost, not including fencing or parking area:
$ 125,840.
96,000.
30,000.
$ 251,840.
,
cc: Gerald Newcombe
Benjamin Gonzales
,I
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REDEVELOPMENT AGENCY (R.O.A.)
ADDITIONAL OFFICE SPACE
Small Meetlng Room
Ml cro Flle Area
Audit/Consultant Work Area
Deputy Offl ce
12 x 14
12 x 14
12 x 14
12 x 14
2 - Development SpecIalIsts
- wlthout office on staff 8 x 10
7 - Work statIons addItIonal space
8 x 10
Computer Room
Account Area addItIonal space
EngIneering & DesIgn work area 8 x 10
Common areas
Housing SpecIalIst
New - 2 Development 86/87
1 Secretary
New - Development 87/88
Secretary
New - Development 88/89
8 x 10
8 x 10
7 x 10
8 x 10
7 x 10
8 x 10
Approxlmate Total
Prepared by the RDA Director.
_I;(L
168
168
168
168
160
490
80
196
80
100
80
160
70
80
70
160
lJUJ sq,ft.
APPENDIX 4
:)