Agenda - Council - 11/24/1998 - Laserfiche WebLink

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Project Approach and Methodology The City of Ramsey is confronted with the lack of adequate and proper space for its City Hall. As the City looks to expand and reconfigure the available space, two main objectives should be considered, a safe and controlled staff environment, and service to the public. Consideration needs to be given to portions of the building used by the general public. The access required of the city offices should not be in conflict with public functions. The arrangement of space is a prerequisite to city hall. Proper programming in respect to size, location, and configuration of city functions is essential as a planning tool for an efficient and effective facility. A serious planning effort should anticipate future services of the city as well as providing for the current needs of the City. A farsighted approach to city hall develop- ment is one which determines the long-range plan and systematically moves toward a comprehensive resolution. One of the most important criteria throughout the study process is the user input from the city staff. It is important for the consultant to listen, advise, and act on information, suggestions, and insights offered by each department. Every conununity is unique. This is a process of consensus building where, through meetings and work sessions with the leadership group, key issues are identified, alternatives can be considered, debated, accepted, rejected and prioritized. This is a profound team effort. Phase ~: Space Needs Assessment Deporlmental Interviews Division heads and key representatives from city hall will be interviewed using questionnaires and information forms which establish pertinent information on security, privacy, work-flow, paper-flow, special areas, communication needs, and inter divisional adjacency and support area requirements. The staff organization and hierarchy is documented. Potential work station and enclosed work space standardization is reviewed and defined. Through input of the administrative staff we will review a&rfinis- trative and operational service demand as well as specialized functions that are part of each department. Document Flow A~alysis As in a corporate environments, departmental work efficiency maximizes services. The document and work-flow analysis is a crucial step, insuring the establishment of an appropriate level of service. I I I I I I I I I I I I I I I I I I I