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HomeMy WebLinkAboutItem 4.04 AssemblymnRaineyLeaseSpace ..~ -. ( I e e CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 28,1993 Proposed Lease of Civic Center Space For State Assemblyman Richard K. Rainey (Prepared by:paul s. Rankin, Assistant City Mgr) EXHIBITS ATTACHED: NONE RECOMMENDATION: /1f\{) /Authorize Staff to execute a lease based upon the ~terms discussed in this report. SUBJECT: FINANCIAL STATEMENT: The current proposed lease rate is $45.00 per month. DESCRIPTION: At the City council meeting on April 26[ 1993, councilmember Houston indicated that State Assemblyman, Richard Ra1ney had expressed an interest in locating an office in the Dublin Civic Center. The exact needs were unclear at that time and City Staff was directed to enter into discussions with the Assemblyman Rainey's staff to clarify the potential opportunities for a lease. As discussed at the April meeting, Staff had envisioned an opportunity to utilize open office area in the Planning Department. Staff anticipated that a segregated work area could be provided, with minor reconfigurations to the partitions. Further disouss1ons with Assemblyman Rainey'S Staff found that this would not serve their needs. They anticipate that this office will be used for constituent consultations and these may involve confidential topics (i.e. discussion of a Medi Cal problem, etc.). Therefore, it appeared that a confidential office space was required. In addition, Staff was also advised that the requirements included a furnished area and a separate telephone line. statf identified the best location to accommodate this use as the Internal Library, adjacent to the City Manager's Office. As requested by the city Council, Staff have also reviewed the impacts of this use on the ci ty organization. It is anticipated that the intermi ttent use would not be detrimental to the city's operations. The nature of this lease is somewhat different than the Satellite Office leased by Congressman Baker. The Assembly Office would be scheduled for use on the second and fourth Tuesday from 8am - 12 noon. The intent was to have a local meeting place where Assemblymember Rainey'S Staff could meet with constituents from this part of their District. They would also have the ability to have a local telephone number. The Staff representative has indicated that they would not require any signs. Proposed General Terms Given that the Civic Center Use POlicy would typically not allow for an on- going regular use by another entity, Staff would recommend that the city enter into a formal lease, similar to the one entered into with congressman Baker. Staff has been advised that the Assembly Rules Committee has a _.L__ -"'___-'" .. ____ _______"- ._.~.; _~ _.._... h... ....._A mloo'; ~ ~.......n"'aYl"" WS:Uif nYlRVRi 1 Ahl A e e r I: ..... .. i r.: I, 1. The monthly lease amount would be $45.00 per month. Although this is the same amount paid by the Federal Government for Congressman Baker, the Federal Office is unfurnished. It should be noted that the proposed fee does not account for Administrative time expended administerinq the lease or any costs incurred by the Secretary directing c11ents from the city Council/City Manager Reception area to the office. 2. The Assemblyman would be responsible for all telephone charges. This includes installation and monthly service, as well as any wiring modifications. In the event that the city had to complete any wiring modifications, they would be charged at the city's cost plus 25 percent. 3. No signs for the office would be allowed. 4. city would provide for the use of the furnishings, which are currently in the office. 5. The office could not be utilized for any campaign activity and must only be used for official government business. 6. Use of the office would be limited to 10 hours per month and they would need to occur on two different days, which would be scheduled with the city. Recommendation staff recommends that the city Council authorize the execution of a lease which encompasses the- terJE noted above and any addi tional prOVisions recomaended by the City Council. "