AGENDA MEMORANDUM

 

Meeting Date:           June 1226, 2006

From:                          Edward F. Smyth, Jr., Assistant City Manager

Subject:                      RA resolution of the City Commission of the City of Leesburg, Florida, authorizing the Mayor and City Clerk to  executione of  the lease with Sun Trust Bank for leased space for the Community Development Department located at 1300 Citizens Boulevardlvd, , Leesburg, Florida; and providing an effective date.Resolution authorizing leasing Proposal for Leased Ooffice Sspace for the Community Development Department at 1300 Citizens Blvd, Leesburg, Florida with Sun Trust Real Estate Corporation

Staff Recommendation:

Staff Recommendation:

Staff recommends adopting the attached resolution, authorizing execution of the lease with Sun Trust Bank for space for the Community Development Department.the Mayor and City Clerk to execute the lease proposal.

Analysis:

The Community Development Department employs a total of 18 people and consists of the Planning & Zoning Division and the Building Services Division that employs a total of 18 people.  They are all currently housed at 214 North 5th Street, across from City Hall, in the former Newman Building. This building was purchased by the City in 1998 with the intention to utilize the building for 5 years, and then demolish it for additional downtown parking. Originally, tThere were originally only 8eight people in this building. 

The department is responsible for all of the regulatory activities associated with planning, zoning and construction throughout the City and within the areas being annexed into the City.   They are the official keeper of all records connected with any development or improvement through project closed-out, many of which remain in process for 18 months or more.  With the current level of development and construction that is occurring within our areas ofr responsibility, the department’s usable floor space is rapidly being taken over for records retention purposes, reducing the available space available for people to perform their daily activities.

Industry standards for both private and public sector office space recommend that clerical workers should be allocated approximately 48 square feet for each FTE.  This does not include hallways, restrooms,; file storage, copy spaces, storage (records and/or supplies), telephone, data or equipment room spaces, or public spaces (such as meeting rooms, reception areas, and counter space).

In addition to space for clerical activities, Planners, Building Inspectors and others in the department who are required to review building and site plans, require an additional 48 squpare feet of space to accomplish this function.  Taking Considering the current number of employees, and the space requirements necessary for them to perform their daily work, the department’s space requirements exceed the currently available space.

Although we anticipate having some space available in the remodeled library building, and perhaps enough space to fully meet this departments needs, construction delays to-date have delayed this option.  It is expected that this newly remodeled space will not be available for occupancy for two (2) years.

There is not any space available in City owned facilities that is capable of accommodating this department, thus we propose to lease space from Sun Trust in the 1300 Citizens Blvd building.  The location is adjacent to downtown, easily accessible by the department’s customers and citizens, and will provide the space necessary for the department to accomplish its mission and adheres to the Values of Excellence, Open & Accessible Government, Fiscal Responsibility, Professionalism and a Caring Organization.

The lease agreement is for three (3)two (2) years with three (1)a one (1) year options at a rate of $18.00 per billable square foot ($124,866 the first year) increasing by 3.5% each year.  The rental rate includes utilities, taxes and janitorial services.  The lease includesis for  6,032 square feet of area for office space, 904.8 square feet of common space (restrooms, entry foyer, elevators, etc.), and use of the third floor conference space for any City or City sponsored meetings.

Options:

1.  Adopt the attached resolution;

2.  Such alternative action as the Commission may deem appropriate.

Fiscal Impact: 

Authorized funds were not specifically appropriated in the adopted budget policy. $20,811 (2 months rent) is available within the building permit fees category in the Fiscal Year 2006 budget for this purpose.  A budget amendment will be available for the full amount of this portion of the lease.  In the Fiscal Year 2007 budget $99,892.80 (80% of the annual lease amount) will be allocated for this purpose from building permit fees and the remaining 20% ($24,973.20) will be budgeted in the Planning & Zoning operating budget, pending approval of the budget by the Commission.

 

Authorized funds were not specifically appropriated in account number __________________ in the adopted budget. policy.  $___________ is available within the __________ category for this purpose.  A budget amendment will be available for the full amount of this lease.

Submission Date and Time:    6/22/2006 10:24 AM6/21/2006 10:49 AM6/20/2006 8:45 AM6/19/2006 4:38 PM6/19/2006 9:06 AM6/19/2006 8:51 AM6/16/2006 1:10 PM5/31/2006 6:46 PM____

Department:  Administration

Prepared by:  E.F. Smyth, ACM                     

Attachments:         Yes  X    No ______

Advertised:   ____Not Required  X                       

Dates:   __________________________                      

Attorney Review :       Yes X   No ____       

Revised 6/10/04

Reviewed by: Dept. Head ________

Finance  Dept. __________________                                     

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager _________RS__________

Account No. _________________

001-6131-524-44-10

Project No. ___________________

WF No. ______________________

Budget  _____$20,811_________________

Available ____$20,811_________________

 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE PROPOSAL LEASE AGREEMENT WITH SUN TRUST REAL ESTATE CORPORATION FOR LEASED SPACE FOR THE COMMUNITY DEVELOPMENT DEPARTMENT LOCATED AT 1300 CITIZENS BLVD, LEESBURG, FLORIDA; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement  withagreement with Sun Trust Real Estate CorporationBank  whose address is 200 South Orange Avenue, M.C. 2032, Orlando, Florida 32801,  to, to accept execute the lease proposal for 6,032 square feet of office space located at 1300 Citizens Blvd., Leesburg, Florida, for a term of four three (43) years with two three (23) onefour (41) year options.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _2612th__ day of __June__ 2006

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk