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19. Lease City Attorney's officeOFFICE OF ADMINI;>TRATIVE SERVICES CUPERTINO CITY HALL 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) ''77-3220 • FAX: (408) 777-3366 SUM(M[ARY Agenda Item No: ~ `~ SUBJECT AND ISSUE Meeting Date: October 21, 2008 Consider extension of the current lease for the City Attorney's office space. BACKGROUND The City currently leases approximately 1,500 :square feet of office space for the City Attorney and his staff at 20410 Town Center Lane in Cupertino. The current lease expires on April 30, 2009 and requires notification of our intent to extend the lease no later than October 31, 2008. We currently pay rent of $46,980 annually for this space. The new rate will increase to $53,100 annually (13% increase) and options include ext~:nsions for one, three or five years. In lieu of renting outside office space, the city staff looked at other options within our own facilities. We addressed accommodation for the attorney's staff, the new Environmental Green Coordinator position, coverage needs, departme~7t working relationships and staff accessibility as part of our objectives. Attachment A is presented as a second option for Council consideration and provides for the following: / Relocates City Attorney and his/her staff to City Hall; / Provides backup for both Executive Adn-inistrative Assistants; / Enhances Council Office space with eas}~ access to mail and Conference Room A; / Provides office space for the new Invironmental Green Coordinator close to their supervisor; / Relocates the Code Enforcement divisi~~n to Quinlan Community Center for a continued central location for citizen and beat acce:;s; / Relocates the outreach program staffing to Quinlan Community Center for Disaster Preparedness, Neighborhood Watch and Block Leaders to enhance communication and shared functions. Continues to provide a. central location for citizen access; / Eliminates the need for leased office spa~~e, thus saving $53,100 annually in rent expense. Staff is currently considering the conversion o;F the Quinlan Music Room to accommodate the above personnel needs. This area provides an added benefit as it is adjacent to the Sheriff substation, which will enhance communication ~~vith the code enforcement officers. ~s-~ Our music program provides popular class offerings to the public and currently utilizes space at the Quinlan Center, the Joyful Melodies Music School and the Melody Academy of Music. Please see Attachment B for a summary of facility usage. It is proposed that the music classes would be relocated to either the Quinlan Conference Room (former location of these classes) or the Blackberry Farm Nelson house upon opening of the park. Staff feels that we have ample time to transition staff and relocate the music room over the next 6 months before the lease expires, if Council prefers this option. RECOMMENDATION Staff recommends that Council not extend the current lease for the City Attorney's office space and authorizes the City Manager to adopt the attached transition proposal. Submitted by: Approved for submission: .~ Carol A. Atwood David W. Knapp Director of Administrative Services City Manager G/admin services/staff report for office space transition 19-2 Attac}unent A -~ 101 ~N1~1~1`dd ld :-~:: ~~~'~~ 1NIOd J1~8W3SSb J~ON~O~I~W~ _ N :~1: ~. o ~ ~`~ ~ ~p ~ w ~ j ' Q z A ~ ~ >- F- ~-. U ' ~ -- a .~ © ~ ~- ~_ i ~~- ~ ~ as ~~~ Z ~ © O ~_ ~ ~ ~ nn'' ~ ~ _ N ~.~L ,?' ~ (~ }- ~ X v p ~ ' z o I J ~ ~ H W ~ ~[ X UU ~ ~~' ~~J w W ~ 0' W ~ ~ ~ ~ Z I~ ,~ ~.. ~a~ ~ o u d 0 w a ZW QQ ~ N RECEPTION ~ ° Q~ =o Z ~ V U Q W ~~ ~ f -11X3 ' _~ ~~~ ~~ - , ~ ~ ~" ~ p v ~~ W ~ ~ z z ~~ Q o °~ 4 z woos ~ ~ Q p~ ~- 30N3~3~N0~ ~ i, ~ ~ ~ rr U °o C a c_ .~ ~~ ~ a~ 00 N 0 N L a~ .C U A I M L a~ .C d a~ ~o i ,~ ,_..; ~ 0 ~~ x ~~ o ~: 0 0 ~~ ~. `^ O ~ '-; M L CC N ~ O ~ I ~ x ~ ~ ~ ca ¢' Sri o M M M ~2, ~ t/'t ~ .--~ rn ~ ~--~ L ~ N ~ ~ h ~ 0 .~~~~ E"" c~ l~ o M M M ~ ~ ~ ~ ~ ~ ~ „_., L ~ N ~ 7 v --~ c =i~x 3~~~ `~o~' O M M ~ M V'1 uj CC ~' ~ '~ .-~ O ~~ x ~~ o c3 c} O ~ a~-'`O o c ~ I x ~ ~ v, ~o`* M O M .--~ 0 O s U u .~ .'~ v 0 a 0 h 00 N M L a~ ~i v A s. d u ~ .r N ~ o0 O ~ .Q O cc ~ ~o ~ ~ ~ ~ .a a~ O ~ ~ ~ r..i C. o L ~ ~ 0 _ ~ ~ ~ x o o `~' 0 N c3 ~ .'". ~ O ~ Q" O ~ L L ~ ~' ~ ~ ~ ~ ~ ~ C x r ~ p ~ O O OM vi O .--~ [~ ~ o M L -a ~ ~ " ~ ~ ,.L O o M ,a h o M ~ ~ L ~ C ~ .^~. O 3 ~' 0 M Attachment B 19-4