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Agenda 11/13/2012 Item #11M11/13/2012 Item 11.M. EXECUTIVE SUMMARY Recommendation to consider options for re- structuring the Board Office OBJECTIVE: For the Board of County Commissioners to consider options for re- structuring of the Board office. CONSIDERATIONS: At the Board of County Commissioners meeting held on September 25, 2012 (reconvened on September 26), the Board directed the County Manager to bring back options for restructuring the Board office. The following options are offered for consideration: A. Maintain the current office structure with one executive office manager and five executive aides working under the supervision of the office manager. The executive manager would report directly to either the County Manager or the County Attorney as determined by the Board. B. Eliminate the office manager position and maintain five separate commissioner offices. Each of the five aides will work at the will of the commissioner which he /she serves. Each commissioner will be responsible for hiring, perfonnance reviews and other routine personnel and employee relations matters with assistance from the Human Resources Department. The County Manager will assume the duties associated with advisory committee vacancies /advertising, boardroom scheduling, annual budget development, procurement and expenditure oversight and other related administrative duties. The County Attorney will assume duties related to processing of official documents associated with Board approved ordinances, resolutions, contracts, etc. requiring signature of the BCC Chair. A variation of this option would be to replace the executive manager position with a customer service specialist position reporting to the County Manager. FISCAL IMPACT: Option A. maintains the existing FY 13 budget for the BCC Office. Option B. provides a reduction in the FY 13 BCC Office budget of approximately $89,486 based upon the elimination of the Executive Manager position. If the Executive Office Manager position is downgraded to a Customer Service Specialist position, the projected annual savings is reduced to $40,096. Packet Page -1010- 11/13/2012 Item 11.M. Additionally, under either option, the Board has expressed an interest in reconfiguring the office space to improve efficiency and functionality. A general revised floor plan of the proposed reconfiguration is enclosed. The proposed renovation to the BCC Office suite to install these improvements would cost approximately $165,000 and would require approximately 4 -5 weeks to complete construction. GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal issues, and requires majority support for direction. -JAK RECOMMENDATION: That the Board of County Commissioners selects one of the proposed options and authorizes staff to execute the plan. PREPARED BY: Leo E. Ochs, Jr. County Manager Packet Page -1011- 11/13/2012 Item 11.M. COLLIER COUNTY Board of County Commissioners Item Number: 11.M. Item Summary: Recommendation to consider options for re- structuring the Board Office. (Leo E. Ochs, Jr., County Manager) Meeting Date: 11/13/2012 Prepared By Name: BrockMaryJo Title: Executive Secretary to County Manager, CMO 11/6/2012 7:07:45 AM Submitted by Title: Executive Secretary to County Manager, CMO Name: BrockMaryJo 11/6/2012 7:07:48 AM Approved By Name: OchsLeo Title: County Manager Date: 11/6/2012 12:21:51 PM Packet Page -1012- 11/13/2012 Item 11.M. y I r w 8 Ha INMIM M LN3W39WWW 33/1nD%(4 A4NnO:)rMOJ bEm VOIMO'H 0V08 5713N01SSIWWOJALIJnOJ� 0M f 1 fln ¢ m 1 U � W V El V, it I wi vi w= 'i Jr I U,j �S OLD �pr Packet Page -1013- 11/13/2012 Item 11.M. From: Dalas Disney [ mailto :DalasDOdisneyarchitect.net] Sent: Monday, November 05, 2012 12:11 PM To: NesbittClaude Cc: Dalas Disney Subject: BCC Renovation Admin Assistants Claude, Based upon the information you have provided and our walk thru the space please accept this preliminary cost and fee information. 1. Area of impact = 2,000 sf (approximate) 2. Area subdivided to accommodate 5 separate Admin Asst. Spaces per the plan sketch of Workplace Resource dated 10- 31 -12. 3. Walls are to be Gyp. Bd to terminate at the line of the ceiling. 4. Batt insulation over ceiling (if possible in plenum). 5. Wood veneer solid core doors. 6. Aluminum frames with tempered glass sidelights. 7. Furnishings separately provided by others. 8. Fire Alarm system is capable of device expansion without upgrade. 9. Field investigation by Engineer is required and not completed due to time of response. 10. Presumes HVAC system is redistribution of existing supply air and use of ceiling R/A plenum is maintained. 11. Presumes Re positioning of existing lighting to the extent possible with supplement of matching fixtures. 12. Work will occur as a single stage and is not phased in 5 segments. 13. Commissioners and Staff will be displaced during construction period estimated to be 4 -5 weeks. 14. Premium cost is not included for access and work after 5 pm and weekend work. 15. Project shall be awarded using the continuing services construction GCs via bid or direct award. 16. SDP modification is NOT required. 17. Architect and Engineers have NOT conducted field investigation and costs are subject to modification. 18. IT and phone costs not included Please note that there are many unknowns with the project prior to any field investigation and all professional fees and construction costs are subject to adjustment as the investigation continues. Construction cost is estimated based upon one phone conversation with Surety Construction who has completed other work in the building and understands access requirements. Anticipated construction cost range stated was $60 -$70 / sf. Construction cost 2,000 sf x $65 = $130,000 Professional Fee = $15,000 - $18,000 Permit Fees = $4,500 In the event you have question please advise for our further reply. Thank you, Dalas Disney, AIA Disney & Associates, PA 1865 Veterans Park Dr., Suite 301 Naples, Florida 34109 (v) 239.596.2872 (f) 239.596.2874 DalasD(a)DisneyArchitect.net Packet Page -1014-