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HomeMy WebLinkAbout02-25-2008 - Agenda PacketMEDINA, WASHINGTON CITY COUNCIL AGENDA MEDINA CITY HALL COUNCIL CHAMBERS FEBRUARY 25, 2008 6:30 PM MAYOR MARK NELSON DEPUTY MAYOR JIM LAWRENCE COUNCIL MEMBERS LUCIUS BIGLOW DREW BLAZEY BRETJORDAN BOB RUDOLPH SHAWN WHITNEY CALL TO ORDER ROLL CALL FLAG SALUTE PRESENTATION CITY MANAGER MARK F. WEINBERG CITY ATTORNEY WAYN E TANAKA CITY CLERK RACHELBAKER 6:30 PM P-1: Presentation by Waldron and Associates regarding City Manager search and Council direction on process and/or qualifications. EXECUTIVE SESSION (Any action of the Council will be taken in open session.) ES-1: Executive session pursuant to RCW 42.30.110(1)(g), to evaluate the qualifications of an applicant for public employment and RCW 42.30.140(4) regarding professional negotiations. Following executive session, consideration and action on a motion to authorize hiring of an interim city manager and specifying salary and other benefits. Following executive session, consideration and action on a motion to authorize the City Manager to sign a contract for City Manager search, or authorize further negotiations with executive search firm. ES 2: Executive session pursuant to RCW 42.30.110(1)(i) to discuss with legal counsel pending litigation. Following executive session, consideration and action on a motion to authorize the City Manager and City Attorney to make and/or accept offers of settlement as discussed in executive session. ES-3: Executive session to review negotiations on the performance of publicly bid contracts pursuant to RCW 42.30.110(1)(d). Medina City Hall • 501 Evergreen Point Road • Medina WA 98039 425-233-6400 ph • 425-454-8490 fx • www.medina-wa.gov OTHER BUSINESS OB-1: Discussion of temporary City Hall facilities and consideration and action on a recommendation to the Mayor and Council Members to authorize the City Manager to approve lease agreement(s) not to exceed a total cost of $50,000 for "Temporary City Hall" space and facilities to be used during the renovation of the existing City facility. ADJOURNMENT Next meeting: Monday, March 10, 2008; 6:30 pm NOTE. Council may elect to re -order agenda at time of meeting. Medina City Council February 25, 2008 Page 2 of 2 ITEM OB-1 CITY OF MEDINA Public Works Department February 19, 2008 TO: MAYOR AND CITY COUNCIL FROM: DIRECTOR OF PUBLIC WORKS SUBJECT: CITY HALL RENOVATION - TEMPORARY QUARTERS RECOMMENDATION It is recommended that the Mayor and Council Members authorize the City Manager to approve lease agreement(s) not to exceed a total cost of $50,000 for "Temporary City Hall" space and facilities to be used during the renovation of the existing City facility. It is recommended that commercial lease space be pursued first. POLICY IMPLICATION This action is consistent with the adopted City Capital Improvement Program for 2008-2013, however the cost for the temporary facility was not included in the 2008 Budget. BACKROUND The City consultant, Johnston Architects, has advertised for bids for the renovation of City Hall and bids are to be opened on March 4th. The work detailed within the contract documents includes a number of items that cannot reasonably be accomplished while the building is occupied. In the interest of the City and the public, a temporary location for City Hall is needed and time is of the essence; waiting for a normal scheduled council meeting for approval may not be possible or expedient. DISCUSSION The housing rental market is limited and renter inquiries are numerous. Landlords are very interested in prompt rental commitments, often with deposits and first month rent due prior to move in. The commercial market is presently over supplied with lease space, so some property managers are more willing to negotiate. The draw back is that the commercial buildings available are either in downtown high-rises, where parking is a main consideration, or they are on the east side of 1-405 with parking provided onsite. I_kt*", Wei :IN Alternatives that have been considered include: Two Portable Buildings on leased space: discussions with the 1st Church of Christian Science indicated that their site would accommodate two stand alone portable trailers in their south parking lot at a lease rate of $4,000 per month. Since the property is within the City of Bellevue, a special use permit is required. The estimated cost of moving in the portables and renting them for five months is $ 29,000, utility connections are estimated at $ 6,000 plus moving costs of approximately $ 5,000 for a total cost of $ 60,000 (placing the portables on City property could save $ 20,000 leasing cost, however site preparation work will need to be added to this cost). House Rental: rental properties evaluated to date include: a 3 bedroom; 2 bath 1,450 sf home for $2,950/month (9 month minimum) and a 4 bedroom; 2 %2 bath 2,200 sf home for $ 2,850/month for 6 months. Estimated rental cost of $ 43,650 plus moving costs of approximately $ 5,000 for a total cost of $ 48,650. At this point, both residential homes would be required to provide sufficient space for staff with limited parking available. Commercial Office Lease: rates vary by location but the average is $ 2.00/sf per month. A commercial office space (Banner Bank) on Belt -Red Road at 124th Ave NE for example offers 3,500 sf for $ 7,000/month or $ 42,000 for 6 months with adequate on -site parking, while that space in the Skyline Towers on NE 4th in downtown Bellevue runs $ 7,300/month or $ 43,800 for 6 months with limited parking. Adding moving costs of approximately $ 5,000 equals a total estimated cost for six months of approximately $ 47,000 to $ 49,000 for this alternative. FISCAL CONSIDERATIONS AND IMPACT Funds for the temporary City Hall will initially be appropriated from the City Hall capital improvement budget, however if project funds are not sufficient after all bids have been received, a budget amendment will need to be presented to the Council transferring necessary funds from either the unallocated General Fund budget, or from cash reserves. LEGAL REVIEW This report has been submitted to the City Manager's Office for review.