HomeMy WebLinkAbout03/24/1998 Minutes - Special MeetingMINUTES OF THE CITY COUNCIL
SPECIAL MEETING OF THE CITY OF DIAMOND BAR
MARCH 2s4, 1998
CALL TO ORDER: Mayor Herrera called the meeting to order at 4:10
p.m., in the City Hall Conference Room, 21660 E. Copley Drive, Diamond
Bar, California.
ROLL CALL: Council Members Huff, O'Connor, MPT/Chang,
M/Herrera. Council Member Ansan was excused.
Also present were Terrence L. Belanger, City Manager; Linda Magnuson,
Assistant Finance Director; Anne Haraksin, Administrative Assistant and
Tommye Cribbins, Deputy City Clerk.
2. NEW BUSINESS:
2.1 APPROVAL OF PURCHASE OF OPEN SPACE LANDSCAPING FOR
CITY HALL OFFICE SPACE - CM/Belanger stated that Council had
approved expansion of City Hall Administrative space earlier in the
year. Staff retained the services of a consultant for an "open space"
design of the work areas. After providing the design, staff then asked
for a quote for the purchase of the open office system. The
recommended vendor is Haworth. The reason is 2 -fold: Haworth is
a vendor under the County contract and currently there are 5 open
office spaces that use Haworth equipment and those 5 spaces will be
incorporated in the design. The value of these office spaces is
approximately $17,000. These office systems are all portable and it
would be the expectation that such time as the City constructs its own
permanent office facility/civic center, these office systems would be
incorporated into the design.
M/Herrera asked if that is an assumption and should staff get
clarification from the vendor.
CM/Belanger stated that the systems are completely portable and
when the design of the civic center takes place, it is certain that the
architect will recommended that you do not devote all your office
spaces to enclosed drywall office space, because it is very difficult to
make changes. He further stated that the County contract provides
for the purchase of Haworth equipment. The discount is 69% of the
list price and, therefore, the City is getting a good price for the
systems. The total cost of the "open office" landscaping is
$64,547.66. Broken down into three categories: price of the
equipment, installation costs and sales tax. The actual cost of the
panels is about $51,423.30 plus sales tax for the new work stations
and installdtioo is $4,858.36; installation of the new,panels is $7,466.
Also tear down and reinstallation of the existing panels would be
$800. He displayed the proposed design of the new Suite 100 and
where staff will be housed. Desks currently being used by the City
MARCH 24, 1998
3.
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Manager's Secretary and the City Manager will be used for the new
Council offices. All three Council offices will have the cherrywood
furniture. All the furniture now being used will be used in the new
office space, and if needed will be replaced over time, not all at one
time.
C/O'Connor asked if the conference room located next to the
Communications/Marketing Office could be enlarged by moving the
wall.
CM/Belanger asked AA/Haraksin to check with the contractor
regarding this request.
C/Huff asked if the proposal includes the furniture for the City
Manager's Office and the Secretary to the City Manager.
CM/Belanger stated that it did not, and that when the time comes,
another proposal will come to Council for approval.
CM/Belanger stated that when the suite is relocated, the telephone
system will be moved on a Saturday, so that on Monday, all the
telephones will be up and operational. It is suggested that Suite 100
be closed on a Friday, Suite 190 remain open. Staff would work, but
most of the move would be done on that Friday, with staff working on
Saturday, putting their work stations up.
C/O'Connor asked if staff would be doing the move, or would it be
done by a moving company.
CM/Belanger stated that the move would be done by a moving
company because they know what to do.
C/O'Connor asked when the move is anticipated.
CM/Belanger stated that if the order is placed tomorrow, it takes
approximately 5 weeks. The first date of the contract for the space is
June 1 st. The move could be done during the month of May.
C/Huff moved, MPT/Chang to approve the recommendation by staff.
Motion carried 4-0 (C/Ansari absent).
ADJOURNMENT: There being no further bus;ness, M/Herrera adjourned
the meeting at 4:50 p.m.
TommyeCribbins, Deputy City Clerk
MARCH 24, 1998 PAGE 3 CITY COUNCIL SPEC. MTG.
ATTEST:
Mayor