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266975 WHI7E - CITY CLERK ������ PINK - FINANCE COUI1C11 CANARV - DEPARTMENT GITY OF SAINT PAUL BLUE - MAYOR File NO. � � ncil Resolution Presented By Referred To Committee: Date Out of Committee By Date WHEREAS, the City Council and the Joint City Ha11-Court House Committee have authorized the expansion of the space used by the City Personnel Office; and WHEREAS, that space will be remodeled into an open office employing current business office standards for the treatment of the air, ceilings, floors and lighting; and WHEREAS, The Council has determined that Personne:l Office productivity will be increased and better service be provided if the employees are provided modern office furnishings at their work stations; and WHEREAS, the Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul does certify that there are available for appropriation total revenues in excess of those estimated in the budget; and WHEREAS, the Mayor recrnrnnends that the following additions be made to the 1976 Budget Financing Sum�ary 00000 Operation and Maintenance --6 Miscellaneous Revenue -69 Other Miscellaneous Revenue $�;� Appropriation Summary Operation and Maintenance Personnel Office � 00155-�8T0-,OOO Desks, Chairs & Tables $12,412.00 00155-�810-000 Cabinets, Bookcases, etc. 11,372.00 00155�810--000 Other Furniture 14,306.00 $_��� RESOLVED, that the Council of the City of Saint Paul accepts the Mayor's recaamnendation and adopts the above additions to the 1976 Budget. Appr as to Funding: A proved: ������ Dir Finance & t. Servi��s d et Director � M� g COUIVCILMEN Requested by Department of: Yeas Nays Christensen Finance and M�anagement Services J�blk�f�( }(u►�,t [n Favor Levine , Roedler �_ Against BY Sylvester � T���Gi� President {�OZZ[i Form Approved by Ci At , rney Adopted b uncil: Date � ° Cert' 'ed Passed ounc' ecretar � BY Y Approv y Mayor: ate Approved b aybr sio Council By By �t�► AP� 3 �7� il . s � � a � � � i � � a-�. CIviI Service'Commission S I � � + � PAUL �� '�-'��rector of Personnel Mrs. Ruth D.Schwarzwalder,Chairman ' i � p � Thomas D. Gleason Mr. Harry H.Gaston PERS ' L OFFICE Mr.A. R. (Dick)Zangs : , Assistant Director Bernard P.Wright � � • e m � � e w �+ ST. PAUL, MINNESOTA 55102 February 19, 1976 MEMORAND�+I To: Thoa�s J. Kelley, City Administrator From: Thomas D. Gleason,l Director of Personnel �`f , Re: Fund Rransfer Requ�st for Personnel Off3.ce Furnishings Attached is a green sheet, Council resolution and supporting brief to transfer ftiinds tA finance the open office system flu�nishings for this office. It is proposed that funding be aecomplished in tFro phases. Phase I srould b� $38,090.00 to be ftinded Prom Contingemt Reserve, General and Phase II would be $14,589.00 as part of this oft'ice's 1977 budget apprapriation. This proposal complenents the remodeling of th� Personnel Office xhich was approved by the Joint CH-CH Co�nittee on Fe�bruary 17, 19'T6 and will provide Personnel Office emplayees witb "state-of-the-art" office tools � with which to serve clienta and to increase productivity. This proposal was prepared by and agreed to by 'Richard L. Manning, Acting Manager, Property Management Division. Attachments: Green sheet . Couneil Resolution Brief (1� copies) cc's: , Roger Mattson Richard L. Manning ���r�Arrr�a �� 9�� �� v z O U) 4 Z � �U 2�„ `� �c� �Ar"RGE.M4NtP , MfMBER ` �per`sonnel Office Furnishings 8rief 2 �p�����8, 1976 . �� Had the City contracted with GOP for this system design,, the usual fee would have been $3,776 at fifty .(50) cents per square foot. The furnishings system proposed is manufactured by three� or four companies and can be. bid on by several area vendors. Phase I does not include new desk chairs or side chairs nor new desks except for the director of personnel who will have a new working surface to replace the formica and wood slab now supported by a wall and a file cabinet. Phase I includes a new filing and storage system utilizing lateral shelf filing systems and hardware. This system will have three specific benefits: (1) it will save half the floor space now occupied by files, (2) it will permit efficient placement of files close to the people who will use and maintain them and (3) there will be a forty (40) percent increase in the efficiency with which filing and file retrieval is accomplished. Once the system is installed, Personnel Office employees can physically change work station locations and components whenever organizational, functional or employes changes occur. In Phase II, system working surfaces and accessories will replace desks and all desk chairs will be replaced. Open office systems such as the one to be employed in the Personnel Office have the following benefits as verified by the federal General Services Administration: 1. The most effioient use of space. 2. Reinforcement of lines of communication. 3. Conservation energy in lighting, heating and cooling� 4. Access to available natural light in all areas of the office, not just at the periphery. 5. Improved work flow within and between work groups. 6. Reduced maintenance costs. 7. Reduced construction costs. 8. Reduces the cost of future office changes and makes tthem easy to accomplish. � , . � � PERSONNEL OFFICE FURNISHINGS BRIEF �;���'��y�� February 18, 1976 f SUI�I�ARY ' � On June 9, 1975, the Joint City Hall-Court House Committ�e approved the use of the vacated Purchasing Division space by the Personnel Office. The Personnel Office now occupies 6,552 square feet which includes 2,510 square feet for a conference room, examination room and a.vault. The net square foot�ge is 4,042 square feet for 32 employess or 126 square feet per employee. On Fe ruary 17, 1976, the Joint City Hall-Court House Committee approved an expenditure of $40,152.00 to create an open office area of the 4,042 square foot area. On February 13, 1976, General Office Products (Sperry Of�'ice Furniture of Saint Paul) presented a revised Personnel Office layout and phased furnishings schedule and budget which totaled $52,678.64. FURNISHINGS BUDGET DETAIL � Phase I, 1976 Panels and Attaching Hardware $13,659.90 Filing and Storage 11,371.05 Power Poles 646.00 Furniture as follows: 12,412.86 $38,089.81 Panel Accessories Mobile Tables and Side Chairs Replacement of Four Desks Replacement of Two Chairs Work Surface Replacement for Director Phase II, 1977 Includes the following: System Work Surfaces and $7,214.82 Work Surface Accessories Desk and Side Chairs 5,205.20 Reception Area Furniture 842.56 Phase II, 10� Contingency 1,326.25 $14,588.83 Total, Two Phases $52,678.64 BACKGROUND ' General Office Products (GOP), as a speculative venture, performed an office layout design study and furnishings schedule for the Personnel Office. The schematic proposal and furnishings schedule had a budget of $66,681.70. A revised office layout and a phased installation and budget schedule were requested of GOP. The response to that request was a three phased installation: Phase I, �25,676.95; Phase II, �12,412.86 and Phase III, $13�537.28. Those three phases were combined into two phases as shown in the budget detail abo�e. s k J � a � ,• tF� �.. y� '� fn �.� ��_.. -���"�+�F�� S;°'sr + a r � +N.: f � '�3�j � ._� ,.�:,� .2:* ...� ,� i ..�: t+x : �Y} . S rtq :. . �.:.� ::� ,.' � .. . �' . .,. ,� ' � ' �t'`# 1+�� �� �+ , . . �•. �`"� r � �� '�7���"S"� i � . .. .. . , ,.. `. ,� ..'.. ■ .. � . �� ` ' .� � �.. , : ; .. , . '. �� E�PLFiN�T ON OF AD�SINTSTR�'�I�TE .�: �� � '' �a 5}�`�*a:�x�r g�� y� �t *�,� p� �* y� �.:t �-.k' � . �aG�` L�EY� i!#�� Ol��Y�l1{ 4�r ' :��. � . -s. 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F��7i�� = Co��i�ie� �n FzN�,rTCE � i . � - - _ - - Robert Sylvester , ch�irman, makes the fotioY+ing � _ , r : re port o n C. F. � Ordinance _ . . � R�sotuti�on -� . . �( O t t�2 r . - ; . - � ��L.� : Resolut3on transferring funds for Pfiasje 1 of the _ � ; Personnel Office furnishing and remode�ling. ; � . � _ ' - This resolution was approved by unanimpus vote and is hereby returned to the City 'Clerk for action. I - - - � . . i . . � - � j _ i � _ , _ � CFTY HALi. 5�S`EitiT�I �'LOUR S.�[?`T Pf.UL, 1IF�:�ESJTA SSi02 I