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Home My WebLink AboutMINUTES - 05251999 - D2 t ' TO: BOARD OF sciPcRvrsaRs Contra FROM: PML BATCHELOR, COUNTY ADMINISTRATOR Costa M q y,. County DATE: �y �, t ;�r� ,� SUBJECT: UPDATE ON PLANNING FOR COUNTY FACILITIES IN MARTINEZ SPECIFIC RFOUEST(S)OR RECOMMENDATION'S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS.- EW CONTRA COSTA GOVERNMENTAL COMPLEX I. NOTE that the County Seat of Contra Costa is Martinez and under State law, Government Cade Section 25081, the Board of Supervisors must hold their regularly scheduled meetings In the County Seat. 2. ACKNOWLEDGE that core administrative functions which serve the Board of Supervisors should be located adjacent to the Board of Supervisors',Chambers. 3. RECOGNIZE that these administrative core functions include the following County Departments: Clerk of the Board County Administrator (Central Administrative Functions) Risk Management `'raining Institute County Counsel Human resources 4. ACKNOWLEDGE that finance and land-record related functions in County government should be located together to enhance operational efficiency and improve service to the public. 5. RECOGNIZE that these finance and land-record related functions include the following county departments: Auditor-Controller Treasurer/ ax Collector Clerk/Recorder CONTINUED ON ATTACHMENT: YES Ase616NATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES: ACTION i3F 6OARD ON - may 25. 1999APPROVED AS RECOMMENDED X OTHER SEE ADDENDUM FOR BOARD ACTION VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT '10 n E ) AND CORRECT COPY OF AN ACTION TAKEN AYES. _- NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT, ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. Contact: ATTESTED CC: PHIL BATCHELOR,CLERK OF THE BOARD OF S' PI RVISORS AND COUNTY ADMINISTRATOR DEPUTY ADDENDUM TO ITEM D.2 May 25, 1999 On this date, the Board of Supervisors considered a preliminary report from the County Administrator regarding which County function should remain in downtown Martinez,the future location of other County functions now housed in downtown Martinez, and preliminary recommendations from consultants regarding potential site for the Family Law Court and new Martinez Governmental Center. The following person appeared to speak: Rob Schroder, City of Martinez, 100 Green Street,Martinez. Following discussion.,the Board took the following actions: 1. ACCEPTED the report with the following amendments: a. Add to item number 18 of the report language to reflect the concept that the Tax-Collector, Assessor, Clerk-Recorder and Auditor-controller be essentially co-located in terms of their functional inter-relationship ; b. Change the phrase "as well as one or more new buildings" in item number 8 to read"as well as one or more new or existing buildings", c. Requested that Planning ensure that the new Board Chambers remain approximately the same size. 2. REQUESTED a supplemental report'Brom the County Administrator outlining a possible timeline and cost estimates,to be brought to the Board at the earliest possible date. 6. NOTE that there are operational efficiencies in locating the County's administrative core departments in close proximity to the finance-related departments,particularly the Auditor- Controller and the Treasurer-Tax Collector Departments. 7, CONCUR that to best serve the citizens of Contra Costa County, the entire administrative core, finance and land-record departments of the County should be located in proximity to each other. 8. CONCLUDE that if the planned Contra Costa Governmental Complex is located in downtown Martinez, it should incorporate the existing Finance Building as well as one or more new buildings which will house the following County functions and departments: Board of Supervisors Chambers and Conference Rooms Clerk of the Board County Administrator Risk Management Training Institute County Counsel Human Resources Supervisor,District 11 Auditor-Controller Treasurer-Tax Collector Assessor Clerk-Recorder 9. ACKNOWLEDGE the positive working relationship between the City of Martinez and the County in the planning for a new Governmental Complex. 10. CONSIDER incorporating the City of Martinez's administrative operations in the new Governmental Complex in order to more efficiently share use of the Board Chambers, conference rooms and information counters serving the public. 11. RECOGNIZE that in order to assemble a large enough building site in downtown Martinez for a new Governmental Complex, it may be necessary to close segments of Pine and Main Streets near the existing Administration Building as well as to reconfigure other downtown streets to improve overall traffic circulation. 12. AGREE that in planning for a new Governmental Complex in downtown Martinez, the following criteria should be used in evaluating building sites: • height and size restrictions • departmental adjacencies • impact on traffic flow and parking • cost • impact on adjacent neighborhoods • logistics and time frames related to land assembly • environmental conditions survey 13. CONCUR that if possible, future County buildings in downtown Martinez should have lower elevations in keeping with the scale and historic nature of downtown Martinez, 14. CONSIDER Ross Drulis Architects&Planners' preliminary findings that the best sites in downtown Martinez for a new Governmental Complex include the parking lot immediately adjacent to 1111 Ward Street,the parking lot behind 651 Pine Street,or the parking lots directly to the north of the Finance Building and 651 Pine Street. 15.NOTE that the County Administrator's Office has circulated a Request for Information to real estate owners and developers for 150,000 to 250,000 square feet of office space to determine 2 if property is available for a new Governmental Complex near major highway corridors and public transportation in areas of the County Cather than downtown Martinez. 16. DIRECT the County Administrator to report back to the Board of Supervisors on June 15, 1999 regarding the results of the RFI sent to real estate owners and developers regarding other passible locations for a new Governmental Complex. ASSESSOR'S OFFICE 17. RECOGNIZE that the Assessor's office at 834 Court Street is currently housed in a building that is functionally inadequate and has building systems which are substandard. 18. ACKNOWLEDGE that the Assessor's office may need to be relocated on an interim basis while the new Governmental Complex is developed. 19. DIRECT the County Administrator to determine if space is available at the Summit Center or elsewhere in Martinez to house the Assessor's staff on an interim basis while the new Governmental Complex is developed. APPLICATION PERMIT CENTER. 20.NOTE that for the convenience of the public who may be processing building permits or pursuing development of property, it would be desirable to co-locate employees of Building Inspection, Community Development,.public Works and other affected agencies at a one-stop Application Permit Center. 21. RECOGNIZE that the operations of the Building Inspection and Community Development Departments do not require that they be located directly adjacent to the County's administrative core. 22. ACKNOWLEDGE that land is available adjacent to the Public Works.Building at 255 Glacier Drive which may be able to accommodate this type of one-stop Application.Permit Center. 23.DIRECT the County Administrator to explore the feasibility of relocating the Building Inspection and Community Development Departments. ELECTIONS OFFICE 4. oRECOGNIZE that the Elections office is currently housed in a building that is seismically substandard and functionally inadequate. 25. DIRECT the County Administrator to research the feasibility of relocating the Elections office as soon as is practical, given the logistical and scheduling requirements of the election cycle process. SHERIFF'S EXECUTIVE & ADMINISTRATION OFFICES 26. RECOGNIZE that the Sheriff Executive office and Sheriff Records and CIS, now housed at 651 fine Street will need to be relocated as a new Governmental Complex is developed. 27. DIRECT the County Administrator to work with the Sheriff to explore alternative locations for these Sheriff's offices. DISTRICT ATTORNEY -SPECIAL OPERATIONS 28. RECOGNIZE that the District Attorney- Special Operations unit, now housed on the 12`' Floor of 651 Pine Street, needs housing adjacent to the Courts and District Attorney's office in Martinez. 29. DIRECT"the County Administrator to find alternative office space for the District Attorney- Special Operations in the downtown Martinez area. 3 FAMILY LAW CENTER 30. CONSIDER Ross Drulis Architects&Planners' preliminary findings that the most suitable sites in downtown Martinez for a new Family Law Center are either the parking lot adjacent to 1111 Ward Street or the block where the Assessor's Office is currently housed(834 Court Street). 31. AGREE that the siting of the Family Law Center on the Assessor's block may be desirable because it does not reduce the already limited number of parking spaces available near County buildings nor does it impact sites now under consideration for the new County Governmental Complex. 32. ACKNOWLEDGE that each site being evaluated by Ross Drulis,for the Family Law Center and the new Governmental Complex has constraints and opportunities that require further exploration and analysis. 33. DIRECT the County Administrator to report back to the Board of Supervisors on June 15, 1999 regarding preliminary feasibility of locating the Family Law Center on the Assessor's block-. BACKGROUND In May 1998 the Board of Supervisors agreed to retain O'Brien Kreitzberg to prepare a Building Evaluation Report on the North Wing and the South Tower at 651 Pine St. O'Brien Kreitzberg and their consultants, The Ratcliff Architects, Forell Elsesser Structural Engineers and Gayner Mechanical/Electrical/Plumbing Engineers, completed the Building Evaluation Report in November 1998. The report concluded that the,building had outlived its useful life and that replacement of the Administration building was less costly than repairing and upgrading the building. In December 1998 the Board of Supervisors authorized the financing of a new Family Law Center in downtown Martinez. In April 1999 the Board of Supervisors agreed to retain Ross Drulis Architects&Planners, to design the new Family Law Center. In addition, the Board authorized Ross Drulis to study potential alternative sites for the Family Law Center to assure that the new courthouse is not built on a site that would be better suited to the new County Governmental Complex. On April 25, 1999 the County Administrator provided a briefing to the Board of Supervisors regarding planning to date on new county facilities in downtown Martinez. The Board Order before the Board today reflects the planning decisions which must be made at this juncture regarding those departments which need to be co-located for the convenience of the public and for operational efficiency. Contact: LAURA W. LOCKWOOD cc: O'Brien Kreitzberg Marcia Raines, City of Martinez Auditor-Controller Treasurer-Tax Collector Assessor Clerk-Recorder Community Development Department Building Inspection Department Sheriff's Office District Attorney General Services Department J9 QO.�� c CA 4 .. � c, ce a . � 43 H Cdl _ o r o� 0( aC) (D i A � �V M•t Fye V `= Summary of Forecast Space needs for County Departments May is,1999 Now Located In Downtown Martinez' Net Usable Sq. Ft.' Gross Sq. FV Group One 19994 20035 1999 2003 General Government Board of Supervisors 8,327 8,587 9,992 10,304 County Administrator 8,541 8,606 10,249 10,327 Clerk of the Board 3,168 3,344 3,802 4,013 County Counsel 12,306 16,056 14,767 19,267 Human Resources 13,932 17,138 16,718 20,566 Supervisor,District 2 Office 1,546 1,936 1,855 2,323 General Services/Support Services 3,826 6,848 4,591 8,218 Miscellaneous Space 1,300 2,600 1,560 3,120 Training Institute 6,278 6,301 7,534 7,561 Risk Management 51001 6,278 LQ01 7.534 Subtotal Group One 64,225 77,694 77,069 93,233 Group Two Finance/Administration Assessor 29,752 30,763 35,702 36,916 Auditor/Controller 18,500 18,500 22,200 22,200 Treasurer/Tax Collector 4,800 4,800 5,760 5,760 Clerk/Recorder 14,679 16,183 17,615 19,420 Elections Office 14,0{10 15,434 16,800 18,521 Subtotal Croup Two s 58,431 62,380 70,117 74,857 Group Three Sheriff's Office Executive/Administration 14,619 15,999 17,543 19,199 Technical Services 7,698 8,848 9;238 �1�0,6��18� Crime Lab/CIS 38,629 41,784 1 141 Subtotal Sheriff's Office 60,946 66,631 73,136 79,958 Justice Related Services Court Administration 10,415 13,387 12,498 16,064 District Attorney-Special Operations 2,564 4,443 3,077 5,332 Sheriff-Custody Services 2,963 31098 2196 3.718 Subtotal Justice Related Services 15,942 20,928 19,131 25,114 Application Permit Center Building Inspection 16,723 18,468 20,068 22,162 Community Development 14,589 16,284 17,507 19,541 CiAUEPA 807 943 968 I13_2 Subtotal Application Permit Center' 32,119 35,695 38,543 42,835 Subtotal Group Three 109,007 123,254 130,810 147,907 TOTAL SQUARE FEET NEEDED 231,663 263,328 277,996 315,997 Space forecasts based on interviews of affected departments using standardized office configurations based on job assignments i Net usable area includes internal circulation factor 9 Gross sq ft equals net usable sq ft plus 200%building gross factor Source:Contra Costa County Source:Ratcliff Architects Excludes Auditor/Controller and Treasurer/Tax Collector Includes Redevelopment Agency .o epi ;zq V 1 ED J ut WILLOW S7 ' n I z Ld LEI ' z d LD ' LU COURT ST F17—3 f I • jj 'tom$ JUNTAS fij I! ) I t W Ld Li 7 ff.RRY ST r`r� 1 i _F-� F'c.Rf2Y 5T I I _ Hil i - i w NLES, ------------ -FF PINE S ❑ �: �r — ST F 1 �. COUR` ST I �n n, � ;— 24 cn w Q Li ICn----------- ❑ LFw 1 COD d❑ COURT ST -LknQn#T TO SPZAX FORK .: iT=x ts) 1 Complete this farm and place it in the box near the speakers* rostrum before addressing the Board. Hamas KO 3 phone: Address: � y� city: IA - Z so speaking for myself or organisationt _ i 6 . t�we �t er�rr+s�tlrn� Cr O)MI I vish to speak on Agenda Item # � Dates My ccnne¢nts vill be: general . for against Z wish to speak on the subject of _,. . l do not wish to speak but leave these co=unts for the Board to considers