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HomeMy WebLinkAboutOption Refine/Butow & AssocBU AND ASSOCIATES INC AN ARCHITECTURAL R ES COMPANY E,= 2345 Rice Street suite 210 St. Paul, Minnasata $5113 Letter of Transmittal: To: The City of Oak Park Heights Date: October 19, 2007 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Attn: Eric A. Johnson, AICP, City Administrator Project Number: 0707 Project Name: Oak Park Heights Facilities and Space Needs Study The following items are enclosed and sent via: Mail FedEx Fax 1 hour Courier X 3 hour Courier Delivered Siqned: Randv Enqel, Pri teF 651 463.6701 fax 951 483.2574 www -bustowarchilects.com Copies 1 Number Set Description Colored Drawings depicting: Option A, Option B.2, Option B.3 and Option D all dated 10/23/07 in 11" x 17' format Siqned: Randv Enqel, Pri teF 651 463.6701 fax 951 483.2574 www -bustowarchilects.com LoLg -m 1Ls9> vios3NNiW inrd is e►oseuU ft IS IGH Ted )IL-0 mtu�s za'�aals 331M q;= F N Apn ;S SPOON e0edS V C aowmau�eao+�nw"1O awni°n rv'o' AN\/dW0'J S33IAL3S ltl2JfLL3311H02N'. M/ o 981311108= 834010H 31J¢d 3180 931VIDOBSV v Molina z o u¢mewnnxiwnui.v�vi �MY3lwoMYav/M�3'rdK�uwwldm Ha19N3M 31Y0 'ON ■ co mo ■ m ° Q C Lo F o FF OZLL (n Z_ ■ ��■ g MIR CD co a �' E ` 0 z W w g _ q� s� � Z to 'om LL - I, a oa w 0 { O.Y -O IL 0D . Y Ya 0 0 I. 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Johnson, AICP, City Administrator City of Oak Park Heights 14168 Oak Park Boulevard North Oak Park Heights, MN 55082 Re: Current Facilities and Space Needs Analysis Oak Park Heights Professional Services Proposal: Additional Services BA #0707 Mr. Johnson: We are very pleased that the City of Oak Park Heights has selected Buetow and Associates to provide Additional Services to supplement the Space Needs and Facility Use Study that we prepared earlier this year. These Additional Services include the provision of preliminary design drawings that further present concept B and Concept C through the provision of sketch format drawings: site plan, floor plan • and a front building elevation. Buetow and Associates will provide Professional Services within the Project Scope for a Fee of $8,400.00 (Eight thousand four hundred dollars) plus Reimbursable Expenses. Please refer to the attached Appendix A for a description of these Reimbursable Expenses. We look forward to continue to work with the City of Oak Park Heights on this exciting project. If this proposal is acceptable, please sign both sets of this Agreement and return one to us. We are prepared to start work immediately. Sincerely, UETOW ASSOCIA S, INC. City of U Randy L Engel, RA, By,% Vice Pre 'dent e Date: Enc. Exhibit A • tel 651 483 -6701 fax 651 483 -2574 www.buetowarchitects.com Heights -V • 9= BUETOW AND ASSOCIATES INC AN ARCHITECTURAL SERVICES COMPANY C= � 2345 Rice Street Suite 210 St. Paul, Minnesota 55113 EXHIBIT A Buetow and Associates' Reimbursable Expenses incurred on behalf of a project are as follows: Computer Plots Facsimile Transmissions Messenger Service Mileage Photo copying Postage Printing of Bid Documents Reproduction of Drawings $20.00 per sheet $2.00 per sheet at cost $.48 per mile $.15 per 8 1/2 x 11 sheet at cost at cost $3.00 per sheet tel 651 483 -6701 fax 651 483 -2574 www.buetowarchitects.com • RE: OAK PARK HEIGHTS FACILITIES AND SPACE NEEDS STUDY (BA #0707) Page 1 of 2 Eric Johnson From: Randy Engel [ randy _engel @buetowarchitects.com] Sent: Monday, October 22, 2007 11:11 AM To: Eric Johnson Subject: RE: OAK PARK HEIGHTS FACILITIES AND SPACE NEEDS STUDY (BA #0707) October 22, 2007 Eric: FYI: Please be aware of updated estimates of project costs included in the updated/new Options sent to your office Friday the 19th of October. Those updated estimates modify what is shown in our Space Use and Facility Needs Study (issued May 17, 2007 /revised June 4, 2007). This is why: (1) The Estimated Project Cost for Option A (Deferred Maintenance) has risen from • $1,750,000 to $1,950,000 That is as as a result of a recent space request received by Public Works for the proposed Public Works Garage Expansion. The Study shows one (1) drive - through bay that would require 1,080 square feet in floor area. Public Works recently requested two (2) drive- through bays that would add an additional 1,080 square feet of floor area to accommodate new and anticipated equipment and vehicles. This request was mentioned at the City Council Work Session of October 9, 2007. (2) The Estimated Project Costs for Option B.2 and Option B.3 each are $6,200,000 as compared to the $5,800,000 estimated for Option B in the aforementioned Study. That is as as a result of the Public Works Garage Expansion request mentioned above as well as the request by the City Council on October 9th for an attached enclosed impounded vehicle area. Because Police vehicle parking is also proposed to be contained within that enclosure, the proposed square footage in the City Hall Building would be reduced. However, additional site work (and costs) would be required for that enclosed impounded vehicle area. (3) The Estimated Project Cost for Option D is $6,500,000 because of additional site costs as well as the requirement for remedial work at the Public Works Garage and Water Treatment area that would remain after the existing City Hall would be demolished. That remedial work includes selective replacement of exterior walls, roofing and perimeter foundations. • 10/22/2007 C] 0 • RE: OAK PARK HEIGHTS FACILITIES AND SPACE NEEDS STUDY (BA #0707) Page 2 of 2 BUETOW AND ASSOCIATES, INC. Randy L. Engel, RA, AS Vice President Voice: (651) 483 -6701 Fax: (651) 483 -2574 Cellular: (952) 237 -5932 10/22/2007 0 • Page 1 of 1 Eric Johnson From: Eric Johnson Sent: Wednesday, October 10, 2007 2:37 PM To: 'Randy Engel' Subject: City Hall Facility Randy: As a follow -up from last night's work session; the City Council did provide the following additional direction: • Building design will be similar is style to the facility in Winneconne, Wi - As opposed to a modern style FI-Wright -type or greek revival, etc • Shall have an indoor impound lot. • Building shall be pushed as far north as possible / Maintain green field • A Flat roof is not an option Hopefully this is enough direction when combined with the other work session commentary ..... So off you go! eric 10/11/2007 • UAK PAX& I- 1h1U111 N NPAUE NEELKS a l UV Y (13A #U' /U' /) Eric Johnson From: Randy Engel jrandy _engel @buetowarchitects.com] Sent: Monday, September 24, 2007 7:05 AM To: Eric Johnson Subject: OAK PARK HEIGHTS SPACE NEEDS STUDY (BA#0707) September 24, 2007 Mr. Johnson: Thank you for conveying the City's request for Buetow and Associates, Inc. to provide Additional Professional Services to the City of Oak Park Heights. Page 1 of 2 (1.0) We understand that these Additional Professional Services: (1.1) Are the preparation of preliminary design drawings of Option B (Administration/Police Department Replacement) and of Option C (New Building) as described in the Space Needs Study (modified June 4, 2007). (1.2) Are intended for inclusion in information the City will prepare to inform City residents of proposed capital improvements to municipal facilities. (2.0) The scope of these services are described as follows: (2.1) Preparation of Preliminary Drawings (Site Plan, Floor Plan and Building Elevations) each for Option B and Option C. (2.2) These Preliminary Drawings would generally propose site use, individual departmental areas and the building's exterior appearance for each of those two options. (2.3) The process could be as follows: (2.3. 1) Initial discussion with a small committee of City officials and staff to identify the process, overall goals, general intentions, specific desires and aesthetic expectations. (2.3.2) Updating of Site and Floor plans depicted in the Study and preparation of building elevation sketches for presentation to and review by a small committee of City officials and staff for approval. (2.3.3) Modification of those drawings and presentation to that same small committee for approval. (2.3.4) Preparation of these Preliminary Drawings for use by the City to inform City residents as discussed above. 9/24/2007 ev �- OAK PARK HEIGHTS SPACE NEEDS S'1'UD Y (BA#U- /U' /) rage z or z 0 -- ""'D Our fee to prepare the above would be $4,200.00 plus reimbursable expense for each option. We can immediately commence with these services. I O O D C7 We look forward to continuing our work for the City of Oak Park Heights. Thank you again for considering the firm of Buetow and Associates. Inc. tu---k - BUETOW AND ASSOCIATES, INC. Randy L. Engel, RA, AS Vice President Voice: (651) 483 -6701 Fax: (651) 483 -2574 Cellular: (952) 237 -5932 • 9/24/2007 Y 0 > _ T 0 33 CD U3 Oz � �wJ A �� ■w��. cn Syr CD CD r _ City of Oak Park Heights Space Needs and Facilities Use Study BA #0707 • Site Plans and Floor Plans E1 Existing Site Plan E2 Existing Floor Plan E3 Existing Exterior Elevations ElA Site Plan: Option A -S it E1B Site Plan: Option B E1C Site Plan: Option C x130 ElD Site Plan: Option D 5.85' E2A Floor Plan: Option A E2B Floor Plan: Option B E2D Floor Plan: Option D • • May 17, 2007 0 • 1 m I v Oak Heights Facilitie 3 I 0 BUETOW & ASSOCIATES ° &Space N eeds S tudy s I =� aH MpeTEGfURRL sEavcES coucwr ��..�. 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PAUL, MINNESOTA (651) 4836701 �usnxnw .rew nvi a b n II X II rt II It :3 II II TII II m II II < II 01 I I o II II II II II II It II II II It II II II II II L}- 0 o � m y z z o v s m N z Vf O � 0 _ 8 0 0 0 x II X I I I� m II b co I I II Oz II m II m Il � I1 o II � I1 II II II !I 11 II II I! II II II II II II I'1 II li 11 it tl Lt-- II II II II II II II II II II II II II II II II II it 11- 11 II II 11 II it II 11 II II II r1-- - II II II II II II II II II !I 1. II II I! II I II II II II I II II II II !I 11 II II II II LJ-- 9 t a t n- II r II II II II o II c II � II m II OR- � II II II 0 I! II II II !I II II II I! II II II II U Ir II II II II it II it I1 II II II II II II II II it II II II II II II II II II II II H-- II 11 II II II I! II IL_ n II II II I1 II II II II 1! 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II it 11 (I 11 II II II II II II K- II it II II II II II II II I II II II II 11 II II II II II II II II II II II it 11 11 I II II II I II II LI- - III1 � N � g V wre rtensoN BUETOW & ASSOCIATES AN ARCHITECTURAL SERVICES COMPANY 2345 RICE STREET, SUITE 210 ST. PAUL, MINNESOTA (651)4636701 �.��,�,,,�„��,,,,�,�u„,a� .rem. wnm� e.scti Oak Park Heights Facilities & Space Needs Study Oak ParkHelghtS,Minnesota • • -®OUETOW AND, ASSOCIATES INC AN i4RVATECTUR'.At UERMES COMPANY - 2346 Rico Street Suites 210 St.. Raul, Mknna *ta 55113 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 Revised April 25, 2007 PLEASE CIRCLE THE NAME OF YOUR DEPARTMENT: ADMINISTRATION FINANCE POLICE PUBLIC WORKS B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title expected in each of the upcoming 5 years: Job Title 2008 2009 2010 2011 2012 tel 651 483x6701 tax B61 493.2674 www.buctowarchitects.c•:arrr • SDace Planninif Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Department: Date: Name of Person Completing this Form: Title: Telephone Number: (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type of work do you do ?) 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, ^2007 A DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? 5. With which other County departments does your department most frequently come into contact? 6. What work is accomplished and what issues are resolved when those contacts occur? 7. How often do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? 9. What work is accomplished and what issues are resolved when those contacts occur? (continued) Space Planning Survey. to Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? 11. Is there a preferred meeting place or type of room for those meetings? 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? 13. Is it important to provide a service counter and /or a security window to transact business with or to provide information to visitors? B. STAFFING 1. Please provide an organizational chart of your department. 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) Space Planning Survey to Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6,T2007 • B STAFFING (continued) Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Work pace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name /Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 1999 2000 2001 2002 2003 C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? 0 -- (continued) • Space Planning Survey_ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA##0707 March 6, 2007 C. DEPARTMENT OPERATIONS (continued 3. Does your department require a copier /printer /fax area? How many ? 4. Are the copiers /printers /fax machines _ centralized or — dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: _ an enclosed room or _ in an open area? 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and /or postage meters)? Unit of Equipment How Many? Shared with Others? 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 8. How is mail collected, sorted, distributed within your department? (continued) s U SDaee Plannin2_Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? 10. What special communication needs does your department have:? Additional telephones or telephone outlets? Additional internal computer network (LAN) outlets? Additional electronically- linked personal computers or terminals? Teleconferencing provisions? 11. Does your department have any special requirements? D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT D1. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and /or chalk boards, projection screens and /or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St, Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, ^2007 D1. CONFERENCE AREAS (continued): 2. Describe needs for conferencing /training within your department. Are meetings held: — daily _ weekly _ monthly — occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? 2. What are your requirements for area seating (maximum and minimum number of seats)? 3. What are your requirements for display and distribution of pamphlets, publications, forms and documents? D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area? 2. How many coats will be stored for visitors and employees? D4. COMPUTER/TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? 2. Is an electronic workstation desired at each Workstation? 3. Is a central Information services area (computer room) and /or File Server Room(s) present or required? If yes, describe what is, generally, present and /or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light andfor operable windows so as to improve operations? 2. (continued) • J Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically power- operated No. of Cabinets Cabinet Size (W x D x H) No. of Drawers 3 "wide 42 "wide 2 Drawer file E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? (continued) Legal Size Letter Size 30" wide 3 "wide 42 "wide 2 Drawer file 3 Drawer file 4 Drawer file 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA40707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually? 4. Is the record storage capacity in your department adequate? If not, what should be improved? 5. Describe any desired or anticipated changes in your departmental record storage: 6. Should your record storage be made secure? (if so, how ?): 7. Describe current shelving uses and planned needs: 8. Should paper storage be minimized in favor of electronic storage capacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 2. What actions have to be undertaken to overcome and /or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) City of Oak Park Heights May 17, 2007 Space Needs and Facilities Use Study BA #0707 • Organization Charts and Staff Rosters .11 Eric A. Johnson From: Eric A. Johnson *bject: t: Thursday, March 15, 2007 8:56 AM 'Randy Engel' RE: OAK PARK HEIGHTS FACILITIES AND SPACE NEEDS STUDY (BA#0707) Attachments: Buetow Survey Responses #2.pdf Buetow Survey Responses #2.pdf.,. I did not see Jack D or the Mayor yesterday both of which is rare, stand by on those. The 22 is good for me I have also attached the final three survey responses. Eric - --- -- Original Message---- - From: Randy Engel [mailto: randy _engel @buetowarchitects.com] Sent: Thursday, March 15, 2007 9:51 AM To: Eric A. Johnson Subject: OAK PARK HEIGHTS FACILITIES AND SPACE NEEDS STUDY (BA #0707) 3/15/07 Interviews: love not heard back from Mayor Beaudet - perhaps on vacation? I will reschedule with him another day. My last interview on 3/22/07 is planned to start at 3:00 PM. Do you want to meet after that meeting on that day or on another day? • 1 1 • • City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007.Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7`h, 2007 TO: Judy Holst Lindy Swanson Jim Butler Julie HultmarC- Julie Jo on FROM: E c Johns, ini for RE: Faci Ne ysis As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12ei, 2007. Please put it in my mail box. Thanks Eric l] a • SDace Planning SUrye Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Department• t1 Aao m 5fr (i.b tii 3-0-011 Name of Person Completing this Form: , 1 t Z. J 'lVl son Title: ( 41 r to L1 QQij[i l 0lerk- Telephone Number: (You can attach additional information and /or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type of work do you do ?) N cat strout o', &O-L- % r c t iL MCU n e oAT ek+'c e- io Ci -In `Iro lAt ciels - , Rflcorci" -S Slard� e , 0.1�} �1�c►1e� C612fer ia�e p► cY�r- J ( -e e t p tk U 1 c, (ir; V (Gt e, i r4D 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? J u'�A Ck t- S C,i m � ('c SS ice; l (:In of le 'a r rAs A.ec 'ocl ((a It 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? NV , (continued) 0 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Page 2 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? tit - - - - -- 5. With which other C-444 departments does your department most frequently come into contact? -Fi` bq;k r terac1fi'on wi-b CIO( CU - (5, on G YeU�ii.(ar I)C�S;� i�S rf,- L4 r �:1 �r�r � '�oc�1h GpE7rzs: ti�r1 U v 6. What work is accomplished and what issues are resolved when those contacts occur? 40 -file r Cl p t tz S�► 5 ft2 rrc�� _� >'1(a ��lvl inGhr QJI1Cr JXt7tS ProviGLe a'rvice (k--t • 7. How often do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? -A (1 c -( 4A, ab c ver- `1j o 5i. -tr a�-i c. i's yes IA.c M i pa'w'n 6-ii It I � � S G i^ � C C �C, t h .�� 111't D r f�1�.T1 Z;v� � it,Z (G�(h. , �' �' (h -'i �' -2'� C • �i:�tl CZC `(ar �r arc. i(� -�e eij'if eery-ntfs 'ufSttbri some `�c� -1c'S Ire 5 Cone in Qh E��k7<<c WC�r�S 9. What work is accomplished and what issues are resolved when those contacts occur? CLALISeu -$St n - or t-e'iA -eck . Sbme -ec 1e r -teed iv Wt itc C6 c.ic�-' or' f] I ( 0LkA -Farrns . (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? _BPS T `r]t'� y2 ce S i h Ye-ce- ft b r si mAJ t �rn�tlw►PS CA6 :s Lorne ne -to 11-,e It to Ms tier o, l,f e Stf' o ns J 4i? -1 C 11. Is there a preferred meeting place or type of room for those meetings? 111 o-_,t W,11k vvc:t c-kn GWOOt gj W e,-L_ &r-e_ JC 'c (_Lk c.v i l tl a- -V d 4 C:e r oy- fi C. t,n e rene.e_ ir o v f n 0(- 44-ve. A(b1,UvLt'� TT6L s i12. Can some of the information or services that your department provides be accomplished by the • introduction of an electronic lobby station where visitors can obtain information? +'.e WOkXj, I 1i 13. Is it important to provide a service counter and/or a security window to transact business with or to provide information to visitors? T fi �j �IV�S j c'c��1z [ti �� Li r.h'�� Jf�irrl at' � r ViS1fi La a- (iewtr-1 r�ta�e � h��� �rtC�irw�c�fii�n Ct,U�ilc�+�tF . B. STAFFING 1. Please provide an organizational chart of your department. 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P).or Workstation (W }. Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name /Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 2 r Jo 11 v\5c' P fit` 4 �Sfi' c= fic� vnt c - .ice 3 I�hUViis w.rr 5 7 8 10 11 12 13 14 15 1 17 1 1 20 (continued) Liman. Sec. is Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 2002- ice- Zoc.) :R�, 2oo a -21-10 171 ZjD 0 to a 111 t-o r t l ec re- +v r (, 1 l 1. � his a 0 C-) TvAi e r n 0 D v 117 C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member -------------------------- - - - - -- 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? IQ 0 (continued) 0 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C. DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier /printer /fax area? GA How many ? 4. Are the copiers /printers /fax machines centralized or — dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: v"an enclosed room or _ in an open area? 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and /or postage meters)? Unit of Equipment How Many? Shared with Others? VD v' 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? , � r t C) on `k n -.e_cQ -b b-e 8. How is mail collected, sorted, distributed within your department? pouct 0�-'Pt - 1pI'cks 1A u4) 4rare Ro boy . I i���?� -n If C.r� A t S AY i 6t4 :I -� f-0 6k, Lk alp ` ° -e x Ct D P. 17 (continued) • • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? hak 10. What special communication needs does your department have:? Additional telephones or telephone outlets? GAD Additional internal computer network (LAN) outlets? Alk) Additional electronically- linked personal computers or terminals? r D Teleconferencing provisions? n0 11. Does your department have any special requirements? D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT Dl. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and/or chalk boards, projection screens and /or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Dl. CONFERENCE AREAS (continued): 2. Describe needs for conferencing /training within your department. Are meetings held: — daily _ weekly _ monthly — occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area ?. 2. What are your requirements for area seating (maximum and minimum number of seats)? tt r j 3. What are your requirements for display and distribution of pamphlets, publications, forms and documents? tj etA �� I' 61- 0f � Mct for 1r rvl�) c:nn V( lam D3. COAT STORAGE AREAS: I 1. Does your department require a coat storage area? j` 2. How many coats will be stored for visitors and employees? 1 Y� ' Z V I �1 tDj " �' � D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office?� 2. Is an electronic workstation desired at each Workstation? y 3. Is a central Information services area (computer room) and/or File Server Room(s) present or required? If yes, describe what is, generally, present and/or desired: �i'S i n -fti 0 e r 0 0 M Vs D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and /or operable windows so as to improve operations? 2. i`riore. (-)&74tr aJ' (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically power- operated No. of Cabinets Cabinet Size (W x D x H) No. of Drawers a. c 42 "wide (A'K n 4 (it, v E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? yu (continued) Legal Size Letter Size 30" wide 36 "wide 42 "wide 2 Drawer file 3 Drawer file 4 Drawer file 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? yu (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually? 4. Is the record storage capacity in your department adequate? If not, what should be improved? 5. Describe any desired or anticipated changes in your departmental record storage: . 6. Should your record storage be made secure? (if so, how ?): 7. Describe current shelving uses and planned needs: 8. Should paper storage be minimized in favor of electronic storage capacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? 16 (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): • 2. What actions have to be undertaken to overcome and/or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) . R • '-TE Fr ELL 0 6 City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007.Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 70', 2007 TO: Judy Holst Lindy Swanson Jim Butler Julie Hultm Julie Jo on FROM: RE: As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12'", 2007. Please put it in my mail box. Thanks Eric E • G Space Planning Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Department: �vt �r'� -C� �� Date: 310 9 LD 7 Name of Person Completing this Telephone Number: 6 S% — 7 75 - X177 (You can attach additional information and /or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type of work do you do ?) 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten ye, to<--e c P (V. ) 3. Are there any federal or state rules or mandates that over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? (continued) w 40 Suace Planning Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of an "'U� Ti1( upcoming such rules or mandates that will affect the work that you do? n n _ 1. C 5. With which other County departments does your department most frequently come into contact? 1.1 FIVIRT, "M What work is accomplished and what issues are resolved when those contacts occur? 7. How often do visitors come in o contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? 9. What work is accomplished and what issues are resolved when those contacts occur? (continued) r Space Planning Survey - - Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? We WE 9 11. Is there a preferred meeting place or type of room for those meetings? 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? 13. Is it important to provide a service counter and /or a security window to transact business with or to provide information to visitors? B. STAFFING 1. Please provide an organizational chart of your department. 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. 1 (continued) 1 Ll Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name /Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 1 2 3 4 5 7 8 9 10 11 12 13 14 15 I F17 1 19 20 (continued) Space Planning_ Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 1999 2000 2001 2002 2003 C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? vv - - - - - -- - - - -- (continued) Space Planninp-Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study is2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) ®Q 3. Does your department require a copier /printer /fax area? c/ How many ? 4. Are the copiers /printers /fax machines _ centralized or dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: — an enclosed room or,� in an open area? 7 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? 0 Unit of Equipment • How Man v? Shared with Others? Are any of the-following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 8. How is mail collected, sorted, distributed within your department? (continued) L' Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? 10. What special communication needs does your department have:? Additional telephones or telephone outlets? A _ A Additional internal computer network (LAN) ou ets? `S Additional electronically - linked personal computers or terminals? Teleconferencing provisions? 10 11. Does your department have any special requirements? ` &'t 0A _ � D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT DI. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and/or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information (continued) 6 Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 D1. CONFERENCE AREAS (continued): 2. Describe eds for conferencing /training within your department. Are meetings held: daily weekly — monthly _ occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? Vo .42G''t 'we ce u etP' &VUzj 2. What are your requirements for area seating (maximum and minimum number of seats). 3 What are your requirements for display and distribution of pamphlets, publications, forms and documents? D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area? CA . end' 2. How many coats will be stored for visitors and employees? X-6 A Z� D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? 64t4L ' 2. Is an electronic workstation desired at each Wo kstation? .�;r a ce- 3. Is a central Information services area (computer room) and /or File Server Room(s) present or required? If yes, describe what is, generally, present and/or desired:N +r D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and /or operable windows so as to improve operations? 2. —'M / h (continued) • • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type No. of Cabinets Cabinet Size No. of Drawers (manual or electrically 42 "wide (W x D x H) power- operated 3 Drawer file v``L 15�ir�x �6�1>X 50 `'H L/ l��v A vc" 5a "IY E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? (continued) Legal Size Letter Size 30" wide 36 "wide 42 "wide 2 Drawer file 3 Drawer file 4 Drawer file Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually ?�k.�2��t -C 4. Is the record storage capacity in your department adequate? If not, what should be improved? 5. Describe any desired or anticipated changes in your departmental record storage: 6. Should your record storage be made secure? (if so, how ?): 7. Describe current shelving uses and planned needs: 8. Should saner storage be minimized in favor of electronic storage capacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? (continued) M • SDace Plannine Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: r F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): A'U 2. What actions have to be undertaken to overcome and/or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007.Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7s`, 2007 TO: FROM: RE: Judy Holst Lindy Swanson As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 120', 2007. Please put it in my mail box. Thanks Eric 0 SDace Planninlr Surve s Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Department: A orA i N i s Tf -A:10 rI Date: 3- t S-- O '7 Name of Person Completing this Form: t=2i S'a�tN So N Title: C t rY A- D nR t N t s r 1Z A-T d n, Telephone Number: Gs-i - 4 39 - y `-( 3 q (You can attach additional information and /or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type of work do you 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? _r . 3. Are there any federal or state rules or mandates that - over the last 5 years - have changed (increased or decreased) yo workload or the type of work that you do? I Ton ry a w-�, I . P� r ^ .tiw I-, Rn ratOV'' u t-- 0 (continued) • • Space Plannine Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? Sans. a s � 3 5. With which ethe+ County departments does your department most frequently come into contact? F� ! S r- 6. What work is accomplished and what issues are resolved when those contacts occur? T" `K'( 4 �. po ll'' SUS e- ,'t- d "Vow 7. How to do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private ipdividu s or sTes representatives)? 9. What work is accomplisheq and what issues are resolved when those contacts /> > " A.1 n . Mu Jt (continued) 0 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department EDb visitors directly or after they have been received by someone else (such as a receptionist? 11. Is there a preferred meeting place or type of room �for those meetings? ►V! vah !> AC Go,v�pX1 I% 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? A16 , 407, 13. Is it important to provide a service counter and /or a security window to transact business with or to provide information to visitors? �} D �'�' � ft. y.0 G 1/ �7tl1Yr►�(/` i r'f"i�l � Lte�' l� �$ S J, i i i B. STAFFING W A 1. Please provide an organizational chart of your department. 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) 0 • • H x U O z C7 O a U O U p cn C,00 UU - - - - -- G a O H H Q a d c7 w a ° U � O cis W ° .th � -8 U to a r-+ a aa~ Q, o + U .r Q o ° 0 W N 'r a� c� CL F- w C7 0 D m J Q z LL N 0 0 N U_ a oU,O a ° 0 W N 'r a� c� CL F- w C7 0 D m J Q z LL N 0 0 N • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) T--\,. QZGQ 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 1999 2000 2001 2002 2003 C. DEPARTMENT OPERATIONS Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member :Two" S-f�" 11-te- A ----------------- 69- -Z- -- 7 �� �G✓d2KS�� �v %/G�j 071' 2. Would your department function properly and efficiently in an open office layout with individual workstations with few offices (why or why not)? --------- -6A4M- -- - -- -Q� V MAgf ---------------- - - - - -- (continued) C • Space Plannine Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name[Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons?) 1 CS,h►tir. G P4 ,• . P 14 Y, 2V t x 2 a'`'' , Iva (off w 10 x f �- X � 3 WU /2- awl 7 8 10 11 1 13 14 1 lb 17 1 19 0 (continued) !GG6-1T` • Administration • City Administrator • Dept. Secretary / Deputy Clerk • Local Gov. Intern (when applicable) • Building Official • Planning and Code Enforcement Officer • Finance • Finance Director • Senior Accountant / Payroll Technician • Accountant • Public Works • Public Works Director • Public Works Foreperson • Public Works Maintenance Operator • Park Attendant • Ice Rink Attendant • Police • Police Chief • Sergeant — Patrol • Patrol Officer • Communications Operator • Investigator (ASSIGNED POSITION) • School Liaison (ASSIGNED POSITION) • Inactive • Administrative Assistant • Account Clerk / Personnel Technician • Utility Billing / Account Technician • Seasonal Parks / Utilities Maintenance Worker • Community Development Director • Department Secretary -- Community Development • Acting Supervisor — Police • Community Service Officer 0 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Page 6 C. DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier /printer /fax area) How many ? 4. Are the copiers /printers /fax machines /centralized or ^ dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: —L,�n enclosed room or _ in an open area? 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? 0 Unit of Equipment lr — • How Man v? Shared with Others? 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be lopted nearby? �� s (continued) Space Planning Survey 41 Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 • C. DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? 10. What special communication needs does your department have:? Additional telephones or telephone outlets? Additional internal computer network (LAN) outle s? Additional electronically- linked personal computers r terminals? Teleconferencing provisions? 11. Does your department have any special requirements? A � )t fNiv,r,irss v)c 0 D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT otto> iU.alCy U e, ko."t 7 Co4� �-e, roof-V), o sv�u Lt1 °"'�- ~e ► C, D1. CONFERENCE AREAS: a //, 'j> �S �. q� ed.- ,� st Ki'e N kM na'„*l 5 wnud 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and/or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Specia Requirements Additional Information (continued) ep r Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 DI. CONFERENCE AREAS (continued): 2. DesqAbe needs for conferencing /training within your department. Are meetings held: &*daily _ weekly _ monthly _ occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? 2. What are your requirements for area seating (maximum and minimum number of seats)? T%-4T z lL Cotn.Ytt.x( Sig S . 3. What are your requirements for display and distribution of pamphlets, publications, forms and documents? We k c,4 fGeA 17 5 )V4( Sam /v« ' /t'd C .Setid15 & .toe eff=c6FZ-C_ , b"v - ':X I-Aes; U A�.,.f /Q v o t f , ev), an h v+n s c.'V �W, ',4Zt- D3. COAT STORAGE AREAS: el 1. Does your department require a coat storage area? '" 2. How many coats will be stored for visitors and employees? D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? Ve 5 2. Is an electronic workstation desired at each Workstation? j 3. Is a central Information services area (computer room) and/or File Server Roo r l(s) present required? If yes, describe what is, generally, present and/or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and/or operable windows so as to improv� oper 1 ion si n 2. .�^ 11 `r _- 1Vw1kK 1l (OWD Ujf LW af9"''c. (continued) E7 • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA##0707 March 6, 2007 E. RECORD STORAGE E1. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically power- operated No. of Cabinets Cabinet Size (W x D x H) No. of Drawers 3 "wide 2 "wide 2 Drawer file E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your epartment categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper recor s currently stored? ke VA ( V'4 Alt- -ro Vo jk RotrW.5 d'kp s . (continued) Legal Size Letter Size 30" wide 3 "wide 2 "wide 2 Drawer file Drawer ile 4 Drawer ile 5 Drawer file 1. Are the electronic paper records in your epartment categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper recor s currently stored? ke VA ( V'4 Alt- -ro Vo jk RotrW.5 d'kp s . (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Page 10 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: �J 3. What percentage of filing growth occurs annually? G ti 4. Is the record storage capacity in your department adequate? If not, what should be improved? 5. Describe any desired or anticipated changes in your departmental record storage: i6. Should your record storage be made secure? (if so, how ?): 7. Describe current shelving uses and planned needs: 8. Should paper storage be minimized in favor of electronic storage japacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic (continued) Jb Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 2. What actions have to be undertaken to overcome and /or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. i (End of Planning Survey) 11 Eric A. Johnson From: Eric A. Johnson Sent: Monday, March 12, 2007 3:14 PM To: 'Randy Engel' Subject: Survey Responses Attachments: Buetow Survey Responses #1.pdf Randy, The enclosed PDF file contains survey responses from Lindy Swanson, Building Official Jim Butler, Building Official Judy Hoist, Finance Director Julie Hultman, Building Dept/ Code Enf. Tom Ozzeilo, Public Works Director. Please let me know if you would like me to send you a hard copy. Thanks Eric 3/12/2007 Page 1 of 1 l • S Ask City of (yak Park Heights 14168 Oak Park Blvd. N • Box 2007. Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7m, 2007 TO: Judy Holst Lindy Swanson Jim Butler Julie Hultman FROM: RE: Facility s Ne .4rffalysis As I discussed at the Staff Meeting today, possible. I need it completed not later box. Thanks Eric 16—need of ybu to fill out the attached; form as extensively as am Monday, March 12'h, 2007. Prise put it in my mail • • Space Planning Surv_e Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March b, 2007 Department: 46ewc oebgj' 4 - Date: cal ! " Name of Person Completing this Form:`77a— Title: e. 44-J Pl eeez- e- a Telephone Number: (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type of work do you do ?) 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? V F2=1 5 V415 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? y 49-S 0 (continued) • Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? 5. With which other County departments does your department most frequently come into contact? ��� c ��.rych sRes�e�►�a'.�.- 6. What work is accomplished and what issues are resolved when those contacts occur? 7. How often do visitors come into contact with your department? hourly * daily weekly 8. What kinds of visit our department receive and communicate with (such �pubficfici ivate individua s o sales representativ )? i�iVGtt�t � 9. What work is accomplished and what issues are resolved when those contacts occur? (continued) SAace Planning_ Survey_ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? B0 —7 /+ 11. Is there a preferred meeting place or type of room for those meetings? I h/b 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? v �► 13. Is it important to provide a service counter and /or a security window to transact business with or to provide information to visitors? B. STAFFING 1. Please provide an organizational chart of your department. 0 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) • GITy� Ab t jttbY . � �I1A v J t�t�►� � V) 171 r I wr��c ,�woy 3 0 Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 200.7 B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 2 }1 Z.. 4 Nb u a 5 7 8 9 10 � 11 12 � �- 13 14 v pJ 15 16 17 19 20 (continued) �i I 0 • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: •• Title ••• 111 11 11 11 C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? --** ------------------------ ------- — ---------- (continued) z r7 SDace Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier /printer /fax area? How many _? 4. Are the copiers /printers /fax machines _ centralized or4 dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: _ an enclosed room or k in an open area? 6. What types of copiers does your department utiliz nd white copies, co ies a or large quantity copying)? 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and /or postage meters)? Unit of Equipment How Many? Shared with Others? 7. Are any of the following items of equipment essential to your departure ak sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator. ose essential items, which should be made available within your department and which can be located nearby? 4nos 5'1 #y..< 8. How is mail collected, sorted, distributed within your department? (continued) Space Planning _Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? _s4z_,p - I CO- 10. What special communication needs does your department have:? Additional telephones or telephone outlets? Additional internal computer network (LAN) outlets ?•�..� Additional electronically - linked personal computers or terminals? Teleconferencing provisions? 11. Does your department have any special requirements? is D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT D1. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do t��ences re uire: audio /visua�eoffee, refreshments, a countertop and sink, bulletin boards arker boar ojection screens and/or special projectors? ofe wfiicTee mes i visitors oted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information (continued) • Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Dl. CONFERENCE AREAS (continued): 2. Describe iiepds for conferencing /training within your department. Are meetings held: _ daily weekly _ monthly _ occasionally? D2. RECEPTION AREAS: k� 1. Does your department require a reception area? '1!1' o 2. What are your requirements for area seating (maximum and minimum number of seats)? What are your requirements for display and distribution of pamphlets, publications, forms and documents? &;EA' - D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area? r A" 2. How many coats will be stored for vis' and employees? /-4 D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS:: 1. Is an electronic workstation desired at each Private Office? 2. Is an electronic workstation desired at each Workstation? 3. Is a central Information services area (computer room) and/or File Server Room(s) present or required? If yes, describe what is, generally, present an or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and/or operable windows so as to improve operations? to 2. Nn (continued) • • SDace Plannine Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type No. of Cabinets Cabinet Size No. of Drawers (manual or electrically 42 "wide (W x D x H) power- operated 3 Drawer file 4 Drawer file E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? ,E114,tLy w'Ors•c'� (continued) Legal Size Letter Size 30" wide 36 "wide 42 "wide 2 Drawer file 3 Drawer file 4 Drawer file 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stored? ,E114,tLy w'Ors•c'� (continued) Space Plannint _Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually? 4. Is the record storage capacity in your department adequate? If not, what should be improved? /1O 5. Describe any desired or anticipated changes in your departmental record storage: 6. Should your record storage be made secure? (if so, how ?): Yr.,< 7. Describe current shelving uses and planned needs: ,E� P , �A�ti�LR -tl � -� •� v��k �� � 8. Should paper storage be minimized in favor of electronic storage capacities? y /L-S 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? `� T to (continued) Space Planning Survey 46 Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 0 2. What actions have to be undertaken to overcome and /or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that `describe contents of added pages. 7 (End of Planning Survey) of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007. Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7*, 2007 TO: Judy Iiolst Lindy Swanson Jim Butler Julie Hultm Julie Jo on FROM: RE: As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12'", 2007. Please put it in my mail box. Thanks Eric • it, 5C;- • • Space PlanninLy Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March b, 2007 Page 1 Department: �-~I ` I , u n C •e_.. Date: Name —o-ff Person Completing this Form: Title: E/�,o� (� rK % 1= i'0 w�«� --.`11te 4 e Telephone Number:S/ (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS Describe your department and its major functions (what type of work do you do ?) F,f44n c.. :Q- , Ls' ce5aoosd'I 1 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? -1 � ' S !D e S s �b (..,C__ * o q d'-4 a 0"t t?, y. f 1 4y's h4 ri r -e (24,` ) n- It'-1131 al n ti- 4C IL $H !:X Sfk��i`rc r C�4n� h t��� /7�l�f S~L�/'S l euknn /`s l x'11 U erg d` ' t3 f `3 c`✓ c�c !i.` aso �•y r.CG1,44 ct (Z rn v� "� h 5' cc�r� c �c �`a /` ✓ r S1�c v�� H7�i+a � iY� C1rn �( Gy9-S 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? saeL/Cy ►�-,e c)/,f- n2 U' `e� k� rtrric� S �vr Pw� IcCin s ��c-CS tJ �i -f,`,a acs � t.c- ('J•- e�.,+,5 a � h:c -r+h ..� < %/r f"h�- 7�/�/I'1•�- �'"h ✓� n / ...e ion r-+,, A h � G,f'�Lt'Y�y. -e a/ �- � {'`G,,"O�"��`/i� �vr.rr�c.�` 7��i�.3•. 6Lu�s i(�L /�•,°ar,S•G�f l,��l.v' ljlJf�/` /��f�¢v� a n n " u,-( 4k 7`" r 'a'/✓ v nti`- /(conuu ed) SDace Planning Survev 16 Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? N t- e"t -rk i 5 -f With which other County departments does your department most frequently come into contact? e- S g Tu.4 u. a 4, f s s t s �r> ,✓i` �S ✓. c �s 6. What work is accomplished and what issues are resolved when those contacts occur? t O-x �s e � ue �✓ j -f" - / G r�2o`�.`c.'� -� o�a� Lea es u -ss �'ssrr7ti, ro1(5. 7. How often do visitors come into contact with your department? hourly -X daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? f2f i" I/ c %�Y )` -A Ci .' ✓ vf'� C s (���r. �r` cT r` c c ` �' S S c� l� t j^ Nar^ �r 5 yc �`u ��`U `°'S �cc ,119/1 �, 71�, (Jr 9. What work is accomplished and what issues are resolved when those contacts occur? 1 / G "ssct -e s 1 YoIttL C /`a�S-- -4SS YS Gr't !G�' Ti/Idrrci s�73i i�Sy�s uzr-c /`t5ol✓P� `�4i�uo.zduw.l,'� At.+/`k5 A�c'z.�7` s'vf'�c7io. --S --v continued u C� rd r — 5�1 v ti FSS w 5( vn whir �r�'4'��s r b u a -.✓7` d k r ,v ,�� �f, r :'d K S f� r P c k rc l7�ie -r v�S SDace Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? i -):h® 6-7 ✓es� Ears �r,r�c Pty c, ��� b„t���_ v n f /'� rce �i`'i p .'� Q a" p•C � �l c L czS i o /«e: i � � LG '7r", ` �, � �' v c' c.L � 7`'.� /r� � f^DS 4A-< 11. Is there a preferred meeting place or type of room for those meetings? L l �5 �"a .� �c r s tA,y �-i. '['{� -,L � Oc -�„yyL 1`�.Z.f' Lti.l",- cc.- Lj, jn e g S f�_eP „f ",5 _�'- e,"^en e- Y'_ _ Co -/-,y r s t,c S 2 p� if` e 7`t,, / a ©r z o r C o �7 LLn cj` I Lo Cvrn -e i /i, ,> 1h�/ ��,` c`-C —7 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? 1 / e— 13. Is it important to provide a service counter and/or a security window to transact business with or to provide information to visitors? r J B. STAFFING 1. Please provide an organizational chart of your department. 0 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) Space Planning Survev toBuetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 • ICJ B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name/Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) I Pn n P l ), D'p c(-t fll 2 Cz k r i� r C 5 / i- 54 3 ! oX6LAri 12Lndoz- Vt7 e v< tf :5 q 4 5 E 7 8 9 10 11 12 13 14 15 1 17 1 1 20 (continued) Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 1999 2000 2001 2002 2003 G O &L n C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member -- -------------- �u✓ f -------- - - - - -- — ---------------- - - - - -- 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? y (continued) • C Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier /printer /fax area? S How many I ? 4. Are the copiers /printers /fax machines X centralized or _ dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: _ an enclosed room or _ in an open area? P- i i I\Yr 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? / 01 V �J�. "tr off' 4// Q�i�G /c /'�ce�cr' ✓ -r 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? Unit of Equipment How Many? Shared with Others? -�o e4., C'om,Ow %ar" 3 4/0 h & e .S c a r1 ✓►tee r 41 — 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 1 n (k- liiJlCS C dl S 6z1J z 4r ,,e `S i b l -� tai {-�► ,' ti -. 8. How is mail collected, sorted, distributed within your department? (- e at- ;,o Ji'Sf rtn/ �4�n -.-- i`th- r-T ktc e Z i'n /%���c� ✓r'.'�Rn� c_ jf/,?6ne-e_ 7d✓Crvac t L�[/id�cly/ �o. ti u n L �-L f�i7 LL� T : �//� 6J crA -+G,S / (continued) • Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? �e_ --t- 10. What special communication needs does your department have:? Additional telephones or telephone outlets? /" 0, Additional internal computer network (LAN) outlets? Additional electronically- linked personal computers or terminals? 3 &a r r e,tom— Teleconferencing provisions? u -s -e- 11. Does your department have any special requirements? -�[7 cl�Le..r� `J �J � `� w c. f i4-�L � ���R � J�,��� � S D ✓' `-e L .0 4 IQ-CZ / v `I Of-00+ h o 7c D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT D1. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and /or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information ct5 Cam u,f.e� Trai's d g L'oIn cfar �ku�g Cad c S a�) c✓ .reps k%-c� �` N r (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 D1. CONFERENCE AREAS (continued): 2. Describe needs for conferencing /training within your department. Are meetings held: _ daily _ weekly — monthly -g occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? e S — C. yc.e w 'jQ r- P c�e�2 i' ory 2. What are your requirements for area seating (maximum and minimum number of seats)? 3. What are your requirements for display and distribution of pamphlets, publications, forms and documents? / r n o'f 11.i n r dt-5 12 Q,z h (-r {tS , Poll reoc; 6`o —S ac-e- i' d ('CLc-*c er- in �]fu7C ��.%I�tr I"'�9I'vn5 G�P�L- �t`St'�'�` W���T �.c�fan t^�4z� -�-�sT Pw1tG� c e��.t�c� Cif- -ect -4vr Ji rris cdDwloc 6-e / fci D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area ?�5 2. How many coats will be stored for visitors and employees? P1 i n, yin u vn 3 c ou., f d ' 'r't p to (® D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? Is an electronic workstation desired at each Workstation? 4e5 Is a central Information services area (computer room) and /or File Server Room(s) present or required? If yes, describe what is, generally, present and /or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and /or operable windows so as to improve operations? 2. . N&-j ✓ ec-e-s j ee /�7 'a v t p,p-efaA'dns. Y4ot ppov-e— (continued) 0 • SDace Planning Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Page 9 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type No. of Cabinets Cabinet Size No. of Drawers (manual or electrically 42 "wide (W x D x H) power- operated Cbl 3 Drawer file 6 -n5 X�3 ;a �r 4 Drawer file U cY`�t is cl. in j V7.7 , (D J I �it5�t��4rcr•ccs - Jnc- ..c...� t� -CO E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 1 Alai (cr`f�t �r�! r �� cp �� t 01 -t S cr r + C -L a j- b y 2. Where are those paper records currently stored? r zcoe- S �-or-cc _ t ✓1 fk-C CL (2t, (4,w (continued) beaks Legal Size Letter Size 30" wide 3 "wide 42 "wide 2 Drawer file Cbl 3 Drawer file 4 Drawer file CD) ' ��� (D J I 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 1 Alai (cr`f�t �r�! r �� cp �� t 01 -t S cr r + C -L a j- b y 2. Where are those paper records currently stored? r zcoe- S �-or-cc _ t ✓1 fk-C CL (2t, (4,w (continued) beaks • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: y 3. What percentage of filing growth occurs annually? JS / y to / 7o 4. Is the record storage capacity in your department adequate? If not, what should be improved? /U0' AUZ-c C,t rn6r -c eAoe a `f- v 5 f o " c. l 01� -e ,-j o V-f- .ir,o�;��'v� ArAi`v-F- P. -d-cLl c'5 Sul( us I'S (eC01'J9 (- oof✓z-. jnunti CouAc,( b`-c- Cond -c.rL c-( -to /'-e cyrJs t)✓ rrti�r'/y� i`cGt -c_ 5. Describe any desired or anticipated changes in your departmental record storage: u r��zr i^,e« ��r c bus e f or^cls j'•-er 1 /le. -✓t -t 6. Should your record storage be made secure? (if so, how ?): yZC o eer -e C'L WJ,Yk t221'.' r'rn�e�t ��� -��� r -q.cc.ess. L,vLk _je, c lC ,' %c 4x.(o:'n��`s e,J�`�f. S�✓aSr`! i'y-t ✓Ila.7f��fecrs i 1 e-�t[-/e7_ Cacti' -cs �� c(- c,00sr'fs LGcr� Goq�'i��r>�,'a,l i���vl'rn�,`or -- 7. Describe current shelving uses and planned needs: i r, 4-V'N F K"efy" S vr�inj�r elm /Yrr�rcrs YLGJrv� `�/�rth`JrS. / GAL i`S S�ulvfnc, !� i`nti3`f - of /! C' Or�^�d,,Jf K r � o v k i `v� I I `vitc t c..c_ �-/' -C �t 1 L✓ yvC rf' j: � <c.� °-F o tnl y y-� C o�r^�ou,�c � S �l�c.Ll/ i`�� L! / c cccti k� v, `r t Io 1� °F S re eGe nu7`v 4 uPl' /i`YS. u%� iJaC� Vl�edri 4 `� Ct � tas Sisk "A0 8. Should paper storage be minimized in favor of electronic storage capacities? l C C .•LS i�.� 1 � `� � `1 oa i `•C- �' c� n� -t � ti U ('c, •Z v � e U •� � U r. 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? (continued) • Space Planning Survey _ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: t. 1 1 onti,e -r I StJ C �i[,[S ` o C��c�/yn�� !?r rY1lClU ic'il�C o('t Ll- 9yrf r4f -t .-2 X2ass14 l,c 5 6o�la b-,- an., 1'tn -i o(Jvv- ✓e razes I00 Y-4& . nu nc ,'(acs t JAa. -(.d 6-e- 7- n d o P l4t V- rsus 3 P Jz'L F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sallies representatives): Af frrn-CS .1h7vr,- —6'e, urA /n�i d-e-x c t)�i`c_ P "g �JJ�YS "%a 6-'< �1C11 f C�� 2. What actions have to be undertaken to overcome and /or to resist these challenges? ,' 42c e 10" at' -e-- ✓i'C� yr s u1. fh tic 16`p -tee oc c eSS +y in c4 wi :?L& [, - -jam —Gu u u f o4c1A d rcLw -e � zZ a r- e,G� -,-& -s 1 � ¢ s �l / �c c,`�a � c,✓ r �� /,',z—? ' r�/ Qc -e -S 5 .1 nl k -r 8 t-CS J A —C G. MISCELLANEOUS DEPARTMENTAL NEEDS: Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. re,--er- a-C-.(— co ! , Call (� a�,o a�. ,� ✓e.2 � �,nOe� ��a/�. (End of Planning Survey) • • 0 H U a O H N L7 O v a� rn m a F- LU 0 m J Q z 0 0 N a� U U cd N cd 0 0 Q 3 r-+ U cq Q O � U U � U I I Cj cd Q o ,N .n I x o� v a� rn m a F- LU 0 m J Q z 0 0 N City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007. Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7'h, 2007 TO: W-MO " M Judy Holst Lindy Swanson 7;- D -A- As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12'b, 2007. Please put it in my mail box. • Thanks Eric • 0 Space Planning Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 � z Department: - _ID v t r Date: �f� �G 2e:, -K i Name of Person Completing this For Title: ['moo � C 1 n 2 �+ <' i F1 Telephone Number: �, 51 —a S (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1. Describe your department and its major functions (what type Of 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? I �_' LCCcQ 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work t at you do? 1 t t- k 'l {4 �...,1• -ter N. '°� �.� S � � U� �-c� r\ � i i� V � i �� `-'L' R � i c3—,r� (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study Is 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? 5. With which other `County departments doe your department most frequently come into contact? c, t'<- C- YA L C' C a, �e S r l� I- f I 6. t work is ac 0 TP, —IS n I V • what issues are resolved when those contacts occur? 7. How often do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? ((�� '-- i A 1� _ t E 7S i CQ C,4'-N4 S F'r 9. W t work is accomplish d and hat i s$ ues are resolved when those contacts occur? ex r4 N (continued) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A. DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by ___�_omeone else (such as a receptionist? _ , n :.Ili Ps .r� K-e- 11. Isthere a preferred meeting place or type of room for those meetings? 1 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? /') 13. Is it important to provide a service counter and/or a security window to transact business with or to .provide information to visitors? B. STAFFING 1. Please provide an organizational chart of your department. 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. t (continued) n t sI 1 CST A�e-i^- o V,^,- vvk- C7 • 0 C Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Page 4 B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name /Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 1 kk I ' L 3 4 5 7 8 9 10 11 12 13 14 15 16 17 1 19 20 (continued) 1rn� 0 • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: Job Title 1999 2000 2001 2002 2003 C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member `f I 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? �J- LA :t� ----- L--c) (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C. DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier/ rinter /fax area? How many --LZ? E� —�\ 4. Are the copiers /printers /fax machines centralized W_ dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: _ an enclosed room or ! in an open area ?i 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantity copying)? n O tt 10 (- 0�CO 0 1 5 �i C 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? 0 Unit of Equipment if How Man v? Shared with Others? 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 8. How is mail collected, sorted, sorte d,distributed within your department? � � � �. J,, . V),,+,-Z -, i J �S ./1 e%—.A '. '9, �- Q( L) 11- PIN (continued) • • Space Planning Survey- Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? 10. What special communication needs does your department have:? Additional telephones or telephone outlets? 7 v 1^ s 11 Additional internal computer network (LAN) outlets? 1 Additional electronically - linked personal computers or terminals? Teleconferencing provisions? Does your department have any special D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT Dl. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and /or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information n 1 (continued) Space Planning Survey__ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Dl. CONFERENCE AREAS (continued): 2. Describe needs for conferencing/ r^aining within your department. Are meetings held: _ daily _ weekly _ monthly f� occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? 2. What are your requirements for area seating (maximum and minimum number of seats)? —� inn, , V \ vv l, -r`t 3. What are your requirements for display and distribution of pamphlets, publications, forms and documents? D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area? I A 2. How many coats will be stored for visitors and employees? C } c> D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? k S 2. Is an electronic workstation desired at each Workstation? ' n 3. Is a central Information services area (computer room) and/or File Server Room(s) present or required? If yes, describe what is, gene rall resent and/or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and/or operable windows so as to improve operations? 2. ; �}- r a (continued) C Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically No. of Cabinets Cabinet Size (W x D x H) No. of Drawers power - operated 2 "wide 2 Drawer file 4 3 Drawer file ff 0 k 1 eF �-t'RIQVN Z- C- E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stor d? (continued) Legal Size Letter Size 30" wide 36 "wide 2 "wide 2 Drawer file 4 3 Drawer file 4 Drawer file 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): 2. Where are those paper records currently stor d? (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually? 4. Is he record stora e capacit in your department adequate? If not, what hou roved? ® tom- n C- F 12i I A- f, S 5. Describe any desired or anticipated changes in your departmental record storage: 0 6. Shoqld your record storage be made secure? (if so, how ?): • r , - -I - I -- I - - - - - - - - - - - -"-, _1 --- -a - ---3 -. 7, 8. Should paper storage be minimized in favor of electronic storage capacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? (continued) • • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 2. What actions have to be undertaken to overcome and/or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) Z— City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007. Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 71, 2007 TO: Judy Holst Lindy Swanson Jim Butler Julie Hultm Julie Jo on FROM: RE: As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12*, 2007. Please put it in my mail box. is Thanks Eric 0 L7 0 • Space Planning Surve Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 _ 1 P9ann vac Lz) Department: Adm t n � t n A crn I Date: 3 - 12. - 01 Name of Person Completing this Form: Title: Telephone Number: (o S - K ! -1 In is l (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS Describe your department and its major functions (what type of work do you do ?) �:�:Wf • a i+ 1TT�� =1R �1Fi`�.��'s�c��Tr!s!•IF 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? U k oil OAC,10A VJod 3. Are there any federal or state rules or mdndates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? La NJ 1 J &I'U, r (continued) SDace Plannine Survev 40 Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 �b • • A DEPARTMENT CHARACTERISTICS (continued 4. Are you aware of any upcoming such rules or mandates that will affect the work that you do? � f10 i "\ 0 , - (\ 4,r , . r -A r, Y-) 1) oN A. rn A n a Cn 11v . . � k 9 I l 5.. With which other County departments does your department most frequently come into contact? i4LL �- p)6uc, 6. What work is accomplished and what issues are resolved when those contacts occur? 7. How often do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? 9. What work is accomplished and what issues are resolved when those contacts occur? (continued) �� "J)Ixt�- F SAace Plannine Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A DEPARTMENT CHARACTERISTICS (continued 10. Does the staff in your department meet with visitors directly or after they have been received by someone else (such as a receptionist? 11. Is there a preferred meeting place or type of room for those meetings? '.n 4 1 --, — t) 0 n rYS rv"1 I 01 � �- � f' 1"Q ��% n � �1 � � 0 40 12. Can some of the information or services that your department provides be accomplished by the introduction of an electronic lobby station where visitors can obtain information? o� - d �. PQ_ 13. Is it important to provide a service counter and /or a security window to transact business with or to provide information to visitors? B. STAFFING 1. Please provide an organizational chart of your department. 0 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) 0 Co rn� ill C,®un C 1 L. C(Y1ale 4 CoufNo, � Bu G— v 1 Cans ) 5 F',N Acv c Plan( —) v- C k �on��ny , �a � dJ�� � Sr AccA, En L . U���ca ( `� �'�`ri¢u `n` 2 PW VVv�k�w1 R c C-J. 0 l • • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 4D 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 • • B. STAFFING (continued) — " 1 PL 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W). Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name/Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) 1 ►f. (3 L4 ►, 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 17 18 19 20 (continued) :4 • Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued) 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: .-7 00 zM 2-Co4 ;zoos- 206(,o Job Title x.494 M68— 3A94, -200 —2003 r I (�W. I I C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member &ln 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? 1t _ _ - -� -- � — D1V� @L -------- - - -- (continued) 4-nary,z 21�1(- Suace Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) ' r 3. Does your department require a copier /printer /fax area? How many ? 4. Are the copiers /printers /fax machines X centralized or _ dispersed throughout your department? 5. Should the copier /printer /fax area be placed in: Y an enclosed room or _ in an open area?( 110��'� 6. What types of copiers does your department utilize (black and white copies, color copies and/or large quantit copying)? a�� C0[V R1 • M Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? i � P -PL` 4-i -- a-- — /Jo Unit of Equipment How Man v? Shared with Others? 1)0 R 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 8. How is mail collected, sorted, distributed within your department? i 0 wow 1�417& AN (continued) h) • Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? V M. 10. What special communication needs does your department have:? Additional telephones or telephone outlets? Additional internal computer network (LAN) outlets? Additional electronically - linked personal computers or terminals? Teleconferencing provisions? 11. Does your department have any special requirements? D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT D1. CONFERENCE AREAS: 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and /or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: \% 0 b I Conference or Training Sze RAI) No. of People Purposes of Conferences ,,IZ�' o.p r p Special Requirements Additional Information P¢ 0-:3 t -n c� V It. O-LLdU 0 oWntJ (continued) Space PlanningSurvey Buetow and Associates, Inc. 2007 Facility Space Needs Study 10 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 D1. CONFERENCE AREAS (continued): 2. Describe needs for conferencing /training within your department. Are meetings held: _ daily weekly _ monthly _ occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? ..A((TL 2. What are your requirements for area seating (maximum and minimum number of seats)? 3. What are your requirements for display and distribution of pamphlets, publications, corms ana documents? D3. COAT STORAGE AREAS: 1. Does your department require a coat storage area? U,i4 2. How many coats will be stored for visitors and employees? 'ji D4. COMPUTER /TELECOMMUNICATION REQUIREMENTS: 1. Is an electronic workstation desired at each Private Office? 2. Is an electronic workstation desired at each Workstation? no- r\lr—L � w — U "� �o� uols� -• 1��� mbj� "� 3. Is a central Information services area (computer room) and/or File Server Room(s) present or �► required? If yes, describe what is, generally, present and/or desired: D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and/or operable windows so as to improve operations? F] IN EMM �. d . U A , - 11 Space Planning Survev 10 Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 • E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically power - operated No. of Cabinets Cabinet Size (W x D x H) No. of Drawers Mao-tcd 42 "wide � �a X) `` 3 F-- I E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 9 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): Ptr PL �. i -- k, An +o -e Air\nr\ .nI-)cw1 A. R)nnrara - ° 4 V t < 2. Where are those paper records currently stored? PL— r I (1 n'0n nA S.3"' Ln � - n , Vn e 4, Y rvut) - Q n °v-- -Zi (continued) Legal Size Letter Size 30" wide 36 "wide 42 "wide 2 Drawer file 3 Drawer file 4 Drawer fi le cme —hao t4\ cl+ti \t 5 Drawer file - Ef) F -j 9 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): Ptr PL �. i -- k, An +o -e Air\nr\ .nI-)cw1 A. R)nnrara - ° 4 V t < 2. Where are those paper records currently stored? PL— r I (1 n'0n nA S.3"' Ln � - n , Vn e 4, Y rvut) - Q n °v-- -Zi (continued) • r SAace Planning_ Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 7 3. What percentage of filing growth occurs annually ?, 4. Is the record storage capacity in your department adequate? If not, what should be improved? t _ q- Q uiJ s� 5. Describe any desired or anticipated changes in your departmental record storage: 6. Should your record storage be made secure? (if so, how ?): 7. Describe current shelving uses and planned needs: S. Should paper storage be minimized in favor of electronic storage capacities? 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? J{n1b,(c b 6.e .--. (1l.in le—n ?. lrn n0,-- + 'cd (continued) • to Since Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: 1. Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 2. What actionWs have to be undertaken to overcome and/or to resist these challenges? G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) R t�0Y 5'wAK[Sary City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007.Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 March 7'a, 2007 TO: Ju indy Swanson FROM: I" As I discussed at the Staff Meeting today, I am in need of you to fill out the attached form as extensively as possible. I need it completed not later than 9:00 am Monday, March 12th, 2007. Please put it in my mail box. Thanks Eric • e w C Space Planning Sur -v-e Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Department: I—C'�iI 1 C t, I)ate: J Name of Person Completing his Florm: L-- N i W AKK 56 N t Title: 1� O F d l t� C! Telephone Number: /— (You can attach additional information and/or write on the backs of pages if you find that necessary) A. DEPARTMENT CHARACTERISTICS 1, Pqcribe your department and its major functions (what type of work do you do ?) 2. Do you expect any changes in: operations, service philosophy, technology or staffing that may affect the size of your department in the next five years? In the next ten years? r__ In ion n t_ \c 0*17 rti . i rl t 1A I r %k 3. Are there any federal or state rules or mandates that — over the last 5 years - have changed (increased or decreased) your workload or the type of work that you do? Kl-& (continued) • 0 Space Plannine Sur_v_ev Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March b, 2007 A DEPARTMENT CHARACTERISTICS (continued) 4. Are i you aware of any upcoming such rules or mandates that will affect the work that you do? n L 5. With which other Count d artments dqoes your department most frequently come into contact? 6. What work is accomplished what issues are resolved when =_V �kSS('S4tnlco contacts occur? N l to i Sv-tt~ 7. How often do visitors come into contact with your department? hourly daily weekly 8. What kinds of visitors does your department receive and communicate with (such as vendors, public officials, private individuals or sales representatives)? 1 Maraffm. 64T. 9. What work is accomplished and what issues are resolved when those contacts (continued) <4 Space Planning Survey______ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 A DEPARTMENT CHARACTERISTICS (continued) 10. Does the staff in your department meet with visitors directly or after they have been received by 11. Is there a referred meeting place or type of room for those meetings?� 5 r' t t i A : (IN Can some 12. Ca K, of the information or services �at your department provides be accomplished by the V Wz W introduction of an electronic lobby station where visitors can obtain information? -. 13. Is it important to provide a service counter and/or a security window to transact business with or B. STAFFING 1. Please provide an organizational chart of your department. 0 2. Please provide a list of staff and their respective positions. Please also list any part -time staff. (continued) C� T F C • Saace Planning Survey_ op Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 is B. STAFFING (continued 3. Complete the following table and include all staff positions even if any position is not currently filled. Assign a workstation or office to each staff position as well as a size for each such workstation or office. Also list workstations and offices shared by employees but not specifically assigned to anyone. (Workspace type should be noted as either Private Office (P) or Workstation (W }. Adjacencies between individuals within your department should be noted and listed by the reference number (Ref) found in the first column): Ref No. Name/Job Title Work Space (P) or (W) Work Space Size (10' x 12') Existing Position or Title Future Position or Title Adjacencies (locate next to which person or persons ?) I L. w 1AkV5-'(W & 16 X 7 C,1n teP -- Z- 2 W 5VE+.Y '5' -4. jp (7 3 4 ` 5 1'5e-L 1141<40a if g tatQ- 13 1 C �. 7 Aruptcsaw 11 g 9 10 S , 11 12 13 14 15 16 17 1 19 20 (continued) is • Space Planninp- Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 B. STAFFING (continued 4. List specific numbers of personnel sorted by Job Title in each of the past 5 years: •• •'• 11 11 11 11 W_#A.,b 4 MOM C. DEPARTMENT OPERATIONS 1. Does your department have any special adjacency requirements with other departments or staff members? List by department or staff member's position and name: Department or Staff Member Locate near this Department or Staff Member —1) ------------------- - - - - -- ----------------------------- - - - - -- -------------------------- 2. Would your department function properly and efficiently in an open office layout with individual workstations with fewer offices (why or why not)? Y1nln � hG� r a c+o (continued) Space Planning Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 3. Does your department require a copier /printer /fax area? How many 3 ? 4. Are the copiers /printers /fax machines _ centralized or _ ispersed throughout your department? 5. Should the copier /printer /fax area be placed in: _ an enclosed room or`Z41'n an open area? 6. What types of copiers does your department utilize (black and white copies, color copies and/or 6. Within your department is there other equipment that is utilized (such as service number ticket distribution, cash registers, receipt printers, special printers, scanners, sorters, microfiche readers, mail sorters and/or postage meters)? iUnit of Equipment Do 1 A"[Pife- How Man v? Shared with Others? Z- 7. Are any of the following items of equipment essential to your department: coffee maker, sink, beverage dispenser, waste disposal, dishwasher, vending machine or refrigerator? of those essential items, which should be made available within your department and which can be located nearby? 8. How is mail collected, sorted, distributed r department? LO s. 4o to wlnc, saWS -� (continued) �1 LJ Space Plannin2_ Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 C DEPARTMENT OPERATIONS (continued) 9. How is mail collected, sorted and delivered to your department? 10. What special communication needs does your department have:? L V 6ZVZCNi Additional telephones or telephone outlets? 0 Additional internal computer network (LAN) outlets? G Additional electronically- linked personal computers or terminals? V Teleconferencing provisions? Ngnr�- N E. ZD �M - 11. Does your department have any special Iequirements? OA�"ko 104'%_ -E57�� k (JN tky. D. SPACE AND FUNCTIONAL NEEDS WITHIN THE DEPARTMENT Dl. CONFERENCE AREAS: hm r� - 1. On the chart below, indicate the typical number of people involved in conferences or training. Do those conferences require: audio /visual equipment, coffee, refreshments, a countertop and sink, bulletin boards, marker boards and/or chalk boards, projection screens and/or special projectors? Note which meetings include visitors or that are conducted with other departments: Conference or Training No. of People Purposes of Conferences Special Requirements Additional Information // r- E - . T�C�rc< t F r E�.`36Aif (M is C �t�Ir C SI (continued) A 0 Space Planning Surv_ev_ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 Dl. CONFERENCE AREAS (continued): 2. Describe needs for conferencing /tra* ing within your department. Are meetings held: _ daily ^ weekly _ monthly X occasionally? D2. RECEPTION AREAS: 1. Does your department require a reception area? 2. What are your requirements for area seating (maximum and minimum number of seats)? OIL A&VA What are your requirements for display and distribution of pamphlets, publications, forms and rinrnmPntei � D3. COAT STORAGE AREAS: wk 1. Does your department require a coat storage area? 2. How many coats will be stored for visitors and employees? (6-61 6W, 1, 1b41C 96106 I6\d�E�'� D4. COMPUTER /TELECOMMUNICATION REQUIREMENT;: �� t (� �J 1. Is an electronic workstation desired at each Private Office? J 2. Is an electronic workstation desired at each Workstation? 3. Is a central Information services area (computer room) and/or File Server Room(s) present or required? If yes, describe what is, generally, present and/or desired: . J�eCo" V,s v.)( C4`1 S 4 S-E Elnk t<,. labwl l hf . 14 V& . D5. NATURAL LIGHT AND OPERABLE WINDOWS: 1. Describe if the performance of work and activities in your department requires natural light and/or operable windows so as to improve operations? r ' 2.�t * 11l ,.�- 5�- -�r4�1 Lt alt S�� C3 �1 Cks Cby )d (�1U2�V{l�Vt h1�v l�`.� 111 �•1'DbU.� l'N. E,VrC -�, �0� � 5�1►9�� � (continued) `J � � o� dLo�o� . Space Planning Survev Buetow and Associates, Inc. 2007 Facility Space Needs Study Is 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 • • E. RECORD STORAGE El. CARD FILES/MOBILE FILES/MISCELLANEOUS FILES: File Cabinet Type (manual or electrically No. of Cabinets Cabinet Size (W x D x H) No. of Drawers power- operated 42 "wi e 2 Drawer file z-- Zeal 3� �z 3 3 Drawer file �_ D 4 Drawer file E2. VERTICAL AND LATERAL FILING: Please indicate the number of shared existing file cabinets in your department and distinguish between vertical, lateral and miscellaneous (such as, fireproof file cabinets). Please note the locations of file cabinets — either in the department (D) or remotely stored (R) in other areas. VERTICAL FILES LATERAL FILES 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): ot:� — IA6 1 �LE-'�- 11N b4C 2. e are those aper records currently stored? (continued) Legal Size Letter Size 30" wide R wide 42 "wi e 2 Drawer file 3 Drawer file �_ D 4 Drawer file 5 Drawer file 1. Are the electronic paper records in your department categorized as active, inactive and dead? (if not, how are they categorized ?): ot:� — IA6 1 �LE-'�- 11N b4C 2. e are those aper records currently stored? (continued) Space Planninu Survey_ Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E. RECORD STORAGE (continued) E3. STORAGE SYSTEMS AND STRATEGIES: 3. What percentage of filing growth occurs annually? 4-4 4. Is the record storage capacity in your department adequate? If not, what should be improved? 5. Describe any desired in your departmental record storage: is6. ShoAild your record storage be made secure? (if so, how ?): t 7. Describe current shelving uses and planned needs: 8. Sh u d paper storage be minimized in favor of electronic storage capacities? - wx 6 �S I 9. Can the floor area in your department be more efficiently utilized with the use of electronic storage systems rather than paper storage units? 06-2 (continued) me,-a • • Space Planning_ Survey Buetow and Associates, Inc. 2007 Facility Space Needs Study 2345 Rice Street Suite 210 City of Oak Park Heights St. Paul, MN 55113 Oak Park Heights, Minnesota BA#0707 March 6, 2007 E3. STORAGE SYSTEMS AND STRATEGIES (continued): 10. Please provide your ideas as to how to manage files and records in terms of quantity control, accessibility and ease of retrieval: F. WORKPLACE SECURITY: Describe the types of security challenges your department currently faces when conducting meetings, and/or transactions with visitors (such as vendors, public officials, private individuals or sales representatives): 2. W t actions have to be undertaken to overcome and/or to resist these challenges? �t G. MISCELLANEOUS DEPARTMENTAL NEEDS: 1. Please add pages as necessary to describe additional needs and requirements and list subjects or titles that describe contents of added pages. (End of Planning Survey) W�