HomeMy WebLinkAbout8.6 Lease Civic Ctr Office Space CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 14, 1992
SUBJECT: Consideration of Provision of Satellite Field Office
Space for Congressman Baker
(Prepared by: Paul S. Rankin, Assistant City Manager)
EXHIBITS ATTACHED: None.
RECOMMENDATION: Consider whether this type of use is appropriate. If
2, /1/ the City Council concurs, authorize the City Manager to
yr negotiate a lease.
FINANCIAL STATEMENT: The conceptual lease terms would provide the City
with approximately $540 in revenue, which recovers
the direct operating expense.
DESCRIPTION: Staff have met with representatives of Congressman-
Elect Baker's Field Staff to discuss the potential provision of a satellite
field office. These discussions have included conceptual lease terms.
The current concept would be to provide Congressman Baker's Staff with use
of the vacant office adjacent to the City Manager's Conference Room. This
office is fully finished and is currently used for file storage. These
items can be moved to the unfinished expansion space.
The intent would be to provide office space for Erlene DeMarcus, who will
be serving as Congressman Baker's Field Representative. Ms. DeMarcus will
also have another person working with her and the use of the office would
be on a part-time basis. Based upon discussions with Staff, the lease
agreement would stipulate that no campaign related work would be performed
from this office. The overall purpose is to improve public access to
Federal elected officials.
In considering an appropriate rental rate, Staff considered the public
service aspect of having a Congressional Field Office located at the Civic
Center. Ms. DeMarcus indicated a willingness to pay some form of rent for
the space. Staff reviewed the budgeted cost of utilities, maintenance, and
insurance attributable to the Civic Center. The direct cost averaged
approximately 40 cents per square foot. Based upon the size of the office,
this would produce a monthly rental rate of $45 per month.
Ms. 'DeMarcus has indicated that something in this range would be
appropriate. Congressman Baker would be responsible for providing all
furnishings for the office. In the event that there are any direct
expenses, the lease agreement would need to address the method for
reimbursement. For example, Staff would develop a per copy rate for
reimbursement of any photocopies. The City would not be providing direct
secretarial services beyond the reception function. It is anticipated that
the_ phone lines would be separate and City Staff would not provide any
telephone support.
Staff would recommend that the City Council provide direction on the
following issues:
1 . Should this excess space be made available to Congressman Baker.
COPIES TO:
Erlene DeMarcus
ITEM NO. 4646
ICITY CLERK
FILE IIoIoHII 0
2. If the space is made available, are the conceptual lease terms
described above acceptable? The City Council may wish to provide
additional direction on terms to be addressed.
3. If the City Council concurs with pursuing a lease, the City Council
should authorize the City Manager to negotiate a lease which will be
presented at a future meeting.
a:1214bakr.agenda#10