Item 4DCITY OF
SOUTHLAKE
MEMORANDUM
(November 28, 2018)
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Item 4D
Subject: Authorize expenditures with M.T. Casey & Associates for
cubicles in the Finance department, in an amount not to
exceed $70,000
Action
Requested: Authorize expenditures with M.T. Casey & Associates for cubicles
in the Finance department, in an amount not to exceed $70,000.
Background
Information: With the opening of Champions Club, the Community Services
Department will be relocating staff from Town Hall to the Marq.
This will allow the City to relocate a couple of departments of
Finance and Human Resources. In the FY 2019 adopted budget,
City Council allocated funds to complete the space reconfiguration
and relocation of the departments within Town Hall. The project,
referred to as the Town Hall Space Reconfiguration Project,
includes the remodeling of Suites 420 & 430 to convert the space
from the Library Administration offices to the new Finance &
Technology Services Department.
In 2006 the City conducted a space needs analysis for each of the
departments. This study provided projected office space
requirements for 2016 and 2026.
Currently the Finance Department has its administrative staff split
between two different office spaces on the 4th floor. With this
remodeling initiative all of the administrative staff in the Finance
Department will be able to co -locate together in the same office
suite. This new office suite will be on the 4th floor where there is
currently several different office spaces shared by Community
Services, Finance, and the Library administrative staff. This new
office suite location will put the Finance Department in line with the
office space study.
The existing cubicles in Suite 440 will remain and will be utilized by
the Office of Marketing & Communications (OMC) which will be
moving into this suite once the Finance Department relocates to the
reconfigured space in Suites 420 & 430.
Page 1 of 2
Item 4D
Financial
Considerations: The City's purchasing policy for the cubicles is met through the
National Joint Powers Alliance (NJPA) Contract #031715-KII. The
NJPA purchasing contract for furniture and storage solutions is
valid through April 9, 2019.
Funding for the cubicles is available in the TIF Operating Expense
Budget as part of the FY 2019 Town Hall Space Reconfiguration
Project.
Strategic Link: The item relates to the City's strategy map focus area of
Performance Management & Service Delivery. It specifically relates
to the City's Corporate Objectives of (F2) Invest to provide and
maintain high quality public assets and (132) Collaborate with select
partners to implement service solutions.
Citizen Input/
Board Review: N/A
Legal Review: None
Alternatives: The City Council may approve or deny these expenditures.
Supporting
Documents: M.T. Casey & Associates Proposal
Staff
Recommendation: Authorize expenditures with M.T. Casey & Associates for cubicles
in the Finance department, in an amount not to exceed $70,000.
Staff Contact: Sharen Jackson, Chief Financial Officer
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
Page 2 of 2
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