HomeMy WebLinkAboutWatershed District Relocation 0 1 Pup
u 4646 Dakota Street S.E.
Prior Lake, Minnesota 55372
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WORK SESSION MEMORANDUM
ITEM: WATERSHED DISTRICT RELOCATION
DATE: February 10, 2014
PREPARED BY: Kelly Meyer, Asst. City Manager 4
As you know, the City has actively pursued options to fully utilize City Hall until the space is needed for City services.
Currently PLAY leases an office, and the Technology Village project has been initiated. We also have provided storage space
in the past for Beyond the Yellow Ribbon, and are currently discussing space for the Prior Lake Savage Soccer Club. We
have looked for opportunities that either support a non - profit organization, or further the concept of City Hall as a "one -stop
shop" to improve convenience for our customers. For example, at one time we pursued having the driver's license bureau
relocate to City Hall, and also discussed satellite County services that might be provided at City Hall.
Over the last several years, we have also had conversations with the Watershed District. The City shares similar water quality
goals with the Watershed, and the City and Watershed staffs work closely together to best accomplish various initiatives that
lead us toward our 2030 Vision goals. Additionally, the Watershed is funded mostly by Prior Lake taxpayers. Given the
common goals, mission, customer, and funding, it seems there is a good rationale to have the Watershed located at City Hall.
The Watershed Board has recently been looking for opportunities to minimize overhead costs, and that they have already
made staff reductions. It is my understanding that the Watershed has budgeted $60,000 in 2014 for their rent and office
expenses. It is possible that the City could assist in the effort to minimize overhead by relocating the Watershed offices to City
Hall. Any savings achieved through the collaboration could allow the Watershed to reallocate the savings to projects that
support the City's Water Resources priorities.
For the purposes of discussion, attached is a list of the areas where the City might mitigate some of the overhead costs of the
Watershed. The questions before the Council are
(1) is the Watershed an suitable tenant ?;
(2) what is the appropriate level of assistance, if any ?; and
(3) under what conditions?
Mayor Hedberg is the liaison to the Watershed District and may be able to provide additional detail on the Watershed
discussions.
The Watershed is awaiting an offer from the City.
Ph. 952.447.9800 * Fax 952.447.4245
t Service Cost to Cost to City Value (est. annual) Notes
Watershed
Office Space within City 0 0 $13,800.00/yr. The City currently utilizes the space in question for
Hall (space for 1 office ($900 /mo. plus ins., Recreation, but could relocate two staff. No cost to
and up to 3 work util, maint.) Watershed for rent, insurance, utilities, or common
stations) area maintenance since the City would pay the costs
whether the space was used by City or tenant. We do
charge PLAY and would charge Soccer ($225 /work
station /mo.).
Printer / Scanner 0 0 $5500.00 /yr. Watershed staff could utilize the City's existing multi -
Hardware & Supplies ($3500 hardware function printer, sharing with the City staff. The City
lease, $2000 maint also has a large- format scanner and plotter. The City
agt.) could assume on -going costs for hardware,
maintenance or supplies. (with the exception of large -
scale projects)
Work Station Furniture 0 $10,000 $10,000 (one -time) The City could assume the one -time costs for
providing furniture and relocating existing staff;
provided that the City determined the configuration,
the work stations are consistent with the City's existing
design, and the City keeps the furniture upon vacation.
Telephones & Service 0 $2050 $2050 (one -time) The City Could provide telephones and incorporate the
($1600 for phones; Watershed into our phone system. There would be no
$450 tech support cost but the Watershed may have to change its phone
for setup) number (unless the existing number could be added to
No on -going phone the City's direct dial numbers by Integra).
service fees.
Computer Network na City staff / $1200 for time for Watershed would keep its existing network, and would
consultant config. have the ongoing costs for maintenance. If the
time (one $3000+ for future Watershed was willing to be integrated into the City's
time 8 hours) network hardware network (with appropriate segmenting and security), it
could save future network hardware costs. The
Watershed would provide its own pcs and some other
equipment for joint use.
IT Support 0 City staff / $7800.00 With a full -time IT Coordinator, the City could provide
consultant (52 hours @ network support, help desk support as needed, but it
time 52 $150 /hr) would impact the time dedicate to City needs.
hrs /yr.
City Attorney services At cost 0 Watershed currently Potential for the Watershed to utilize GR and perhaps
budgets $30k extend the City's current rate to the Watershed. (This
annually for prof. would need to be confirmed with Gregerson Rossow).
services.
Web Site 0 City staff time $960 The City could assist in web site maintenance if not
(2 hrs /month) currently completed by in -house Watershed staff.
Cable TV Studio 0 City staff time $960 Convenient access to Tricaster equipment and
(2 hrs. /mo. @ assistance and /or training of staff to produce
40 /hr.) commercials or other programming for the Community
Access cable channel.
Staff/Board Training 0 0 0 Watershed District staff could be included in any on-
site OSHA, computer, personnel or customer service
training the City may be providing to City staff.
Likewise, the Board could participate in training
provided the City Council.
Meeting Rooms No 0 0 Meeting rooms would continue to be provided as they
change are at present.
Staffing unknown Water Quality unknown While the City's current staff is small and already at
Fund impact capacity, we would like to understand the staffing
for sharing in objectives /direction at the Watershed, and where there
consultant might be opportunities for collaboration.
and /or staff
position
Total 0 $12,050 $42,270