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�
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s � � a � �
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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
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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.
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\� �,�`�.'J , D a t e : March 24, 1976
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T O : �c�i;�# Paut �i�� Gvu���1 i . _
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F��7i�� = Co��i�ie� �n FzN�,rTCE � i . � - - _ -
- Robert Sylvester , ch�irman, makes the fotioY+ing � _ ,
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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.
; � .
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_ ' - This resolution was approved by unanimpus vote
and is hereby returned to the City 'Clerk for action.
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CFTY HALi. 5�S`EitiT�I �'LOUR S.�[?`T Pf.UL, 1IF�:�ESJTA SSi02
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