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HomeMy WebLinkAbout2003-057 Appropriation for Municipal Court Expansion • ORDINANCE NO. 2003- 57 AN ORDINANCE amending the 2003 budget for the City of Yakima; and making an appropriation of $381,361 in the 333 — Law and Justice Capital Fund for expenditure during 2003 to provide for building expansion/remodel to accommodate Municipal Court. WHEREAS, the amount of $381,361 must be appropriated within the 333 — Law and Justice Capital Fund for expenditure during 2003 to provide for building expansion/remodel to accommodate Municipal Court, and WHEREAS, at the time of the adoption of the 2003 budget it could not reasonably have been foreseen that the appropriation provided for by this ordinance would be required; and the City Council finds that an emergency exists of the type contemplated by RCW 35.33.091 and that it is in the best interests of the City to make the appropriation herein provided, now, therefore, BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. The amount of $381,361 - is hereby appropriated from the Unappropriated Fund Balance in the 333 — Law and Justice Capital Fund to the following accounts in the following amounts as a 2003 appropriation: Account Number Amount 333 - 333 -518- 2018 - 594.12 -410 — Professional Services $35,797 333 - 333 -518- 2018 - 594.12 -620 — Buildings (Muni. Court Expansion) $345,564 Section 2, This ordinance is one making an appropriation and shall take effect immediately upon its passage, approval and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL,, si n d and approved this 2nd day of September 2003. • A ' Y PLACE, MAYOR ATTEST: / Ke ,— ;d CITY CLERK First Reading: 8 -19 -2003 Publication Date: 9 -5 -2003 Effective Date: 9 -5 -2003 cje 8/7/2003 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT + Item No. r - For Meeting of At:m ust -19, 2003 - 5 eri-t a, ITEM TITLE: A. Consideration of a Resolution Authorizing and Directing the City Manager and the City Clerk of the City of Yakima to Authorize an Architectural Services Agreement with Wardell Architects, P.S., for Expansion of the Police Station /Legal Center /Municipal Court R /a /03 Ordinance Appropriating Funds for Municipal Court Expansion Project SUBMITTED BY: Susan J. Woodard, Municipal Court Presiding Judge Roy Willson, Interim Chief of Police Cindy Epperson, Finance CONTACT PERSON/TELEPHONE: Linda Morris, Court Services Manager — 576 -3050 SUMMARY EXPLANATION: The resolution authorized and directs the City Manager to execute an agreement with Wardell Architects for architectural design work for the Municipal Court expansion project. The ordinance appropriates funds for the project. The initial expansion project was a policy issue budgeted for 2003. An initial plan was drafted to add a courtroom and administrative space in the southeast parking area east of the jail. As a project developed, the requirement for building security became apparent. It was realized that this plan did not adequately address concerns for juror, public and staff access. The plan would further fragment Municipal Court administrative space and compromise building security. In consideration of these concerns, it became necessary to revise the expansion plan. The scope of the expansion project has increased to achieve the objectives of comprehensive delivery of criminal justice services the city has undertaken to provide in a secure and easily accessible environment. The critical elements of the expansion include single point of entry security, jury accommodations, formal second courtroom and a larger, centralized administrative space. The plan restores the space appropriated by the Municipal Court in 1997 to the Police Department. This reallocations of space in turn will alleviate record storage and staff workspace deficiencies in the Police Department. The revision to the plan is not a temporary fix and will not create obstacles to future expansion efforts. In fact, it provides a logical interim expansion in line with the master plan for expansion of the Police /Legal Center as outlined in June 2002. This proposal has been presented to and approved by the City Council Public Safety Committee. The increased scope of the project increased the cost for completion. The estimated construction cost for the revised plan is $715,565 with a total project cost of $866,361. The 2003 Budget currently includes $485,000 for the project. An additional $381,361 is being proposed as a Budget amendment. After the amendment, the Capital Fund would estimate a balance of $180,000. Resolution X Ordinance X Contract X Other (Specify) Funding Source: Law & Justice Capital Fund APPROVED FOR SUBMITTAL: -�,- —_ J City Manager STAFF RECOMMENDATION: 1) Council enact the resolution authorizing execution of the agreement 2) Read ordinance by title only at August 19, 2003 meeting; pass ordinance after second reading at the September 2, 2003 meeting. BOARD /COMMISSION RECOMMENDATION: COUNCIL ACTION: (A) Resolution authorizing execution of contract with Wardell Architects Resolution adopted. RESOLUTION NO. R- 2003 -114 (B) First Reading of ordinance amending the 2003 budget and appropriating funds for expansion. project. First reading by title only; second reading scheduled for 9 -2 -2003. 9 -2 -2003: Ordinance passed. ORDINANCE NO. 2003 -57 MEMORANDUM • Date: August 6, 2003 To: The Honorable Mayor and City Council Members From: Susan Woodard, Municipal Court Presiding Judge Roy Willson, Police Department Acting Chief Re: Police/Legal Center Building Expansion This memorandum summarizes the revised building expansion plan developed for the Municipal Court portion of the Police/Legal Center. Background The original Municipal Court facilities were designed to accommodate as a satellite court of the Yakima County District Court, primarily to conduct hearings involving inmates from the city Detention Facility. As such, a single courtroom, minimal administrative space, and no long -term file storage were provided. The city created a full service municipal court to begin operation in 1997 in response to state legislation concerning delivery of criminal justice services by municipalities. The effective date of the state mandate required the city to respond quickly with modifications to provide these services in the existing space. These modifications included: • Reconfiguring a police training room to second courtroom • Utilizing the police fingerprint identification space as a probation office, and later, as administrative space for file storage and court clerk ' workstations. • Converting the jury deliberation room into a judges chambers • Reallocating a portion of the Police file storage area for court files. Current Needs As the court caseload has grown, administrative space has not grown proportionately, and is currently fragmented into work zones that are not contiguous. This creates challenges to effective administration and delivery of services to the public. Clerical workstations must be within close proximity to one another. Court staff is required to interact frequently and directly to perform a wide range of clerical tasks. At the same time, they must be readily available to respond to the requests for service in person, from the public, transacting business at the front counter. The public is often funneled into crowded areas that interfere with courtroom access and security while trying to transact court business. The administrative challenges include inadequate file storage for pending court files, which are accessed by staff on a daily basis. The court is utilizing filing space originally designated for police records. The storage of active court files has reached maximum capacity and is encroaching on police record storage at crisis levels. While off site file storage is available for closed or inactive cases, it is imperative that staff is able to immediately access pending files. Of paramount concern, is lack of a dedicated place for prospective jurors to congregate, thereby limiting the potential for impermissible contact with witnesses, lawyers, defendants and the general public. The existing facility does not provide a dedicated deliberation room for an empanelled jury. Building security will be enhanced by a single point of entry design. The demand for safe public facilities has escalated with concerns for homeland security. The Municipal Court and those who access it would benefit from security measures in the physical design, as would the legal, police, detention and communications divisions that share the facility. Initial Plan In October of 2002, the council authorized the City Manager to execute an agreement with Wardell Architects for preliminary architectural design work for the Municipal Court. The initial plans for expansion considered adding a courtroom and administrative space in the southeast parking area, adjacent to the east wall of the jail. As the project developed, however it was realized that this not only failed to adequately address the concerns for juror, public, and staff access, but also would also further fragment Municipal Court administrative space and compromise building security. In consideration of these concerns, it became necessary to revise the expansion plan. Revised Plan The scope of the expansion project has increased to achieve the objectives of delivery of criminal justice services the city has undertaken to provide. The revised plan more comprehensively addresses the challenges currently by the existing facility by including the following elements: • Single point of entry security design • . Prospective juror waiting room and deliberation room •. Formal second courtroom to accommodate a jury • Larger administrative space for municipal court staff to centralize court operations and file storage The increased scope of the project necessarily increases cost of completion. The original estimated construction cost for the addition to the east of the detention facility, which was determined unfeasible, was $370, 000 with a total project costs of $485, 000. The estimated construction cost for the revised recommended addition including creating a vestibule for security screening is $715, 565 with a total project cost of $866,361. Since the 2003 Budget includes $485,000, the additional funds of $381,361 are being proposed as a Budget amendment in the Law and Justice Capital Fund. After this amendment, the Capital Fund would estimate a balance of $180,000. The revised recommendation for expansion does not interfere with further expansion as outlined in the June 2002 Master Plan. This proposal has been presented to and approved by the City Councils Public Safety Committee. 1 E S. 3RD STREET (7— r ----- ( __ ____ 1 I I I .� .� I 1_ I _✓ I P�4RKING I I I I I PARKING ' ° o ° ' , pry y'�Y " ,. PARKIN 1 I I - YA. i."< �/l �t� 'l.!�A.FF�A/ ✓ / /��'�f'�il�'+Y.I � p�, ij �` PARKING L I (NEW) w w . REMODELED ENTRY . "—A (SECURITY SCREENING) i ill t EXISTING BUILDING OC 1 /� t I / nCirL-. / 1 f' \ "--,,,,, I \ ,.. \ ■■ ■ . ---:\ SITE PLAN 1/1/03 NTS A L • I ARC"HTTTC"'T' ARCHITECT Yakima Police and Legal Center Municipal Court Expansion Project Budget 8/8103 Construction Cost Probable Construction Cost $710,064 including WSST and construction contingency Soft Cost A/E Fees $76,000 Printing /Bid Costs/Reim bursables (allowance) $5,000 Furniture, Fixtures & Equipment (FF &E) (allowance) $36,710 Permits (allowance) $2,500 Testing (allowance) $3,000 Miscellaneous $12,700 Total soft costs $135,910 Additional Soft Cost Allowance @ 15% $20,387 TOTAL PROBABLE PROJECT COST $866,361 509 W. Chestnut • Yakima • WA • 98902 Yakima Police and Legal Center Municipal Court Expansion Page 1 Construction Budget Synopsis 8/8/03 Courtroom Expansion & Court Support Improvements Spec Section Item Cost 02200 Earthwork / Demolition $36,698 03300 Concrete Work $21,639 04000 Masonry $29,940 05000 Metal $26,170 06000 Wood & Plastics $16,965 07000 Thermal and Moisture Protection $29,978 08000 Doors & Windows $21,868 09000 Finishes $50,243 10000 Specialties $2,660 12000 Furnishings $21,296 15000 Mechanical , $116,600 16000 Electrical $27,500 Entry Vestibule Improvements Spec Section Item Cost • 02200 Earthwork / Demolition $5,529 03300 Concrete Work $4,556 07000 Thermal and Moisture Protection $280 08000 Doors & Windows $46,980 09000 Finishes $6,532 15000 Mechanical $30,460 16000 Electrical . . $3,500 SUBTOTAL $499,394 Design Contingency @ 10% $49,939 SUBTOTAL $549,333 Contractor's OH © 7% $38,453 SUBTOTAL $587,787 Contractor's Profit @ 7% $41,145 SUBTOTAL $628,932 TOTAL PROBABLE CONSTRUCTION COST $628,932 WSST @ 7.9% $49,686 Subtotal $678,617 Construction Contingency @ 5% $31,447 TOTAL CONSTRUCTION COST PLUS WSST $710,064 Cost per sf (2,708 new, 863 vestibule) $199 Wardell Architects, P.S. 8/8/03 Yakima Police and Legal Center Municipal Court Expansion Page 2 • Construction Budget Synopsis 8/8/03 . Courtroom Exp Spec Section Notes 02200 +$20,000 rework on Spruce 03300 04000 05000 06000 07000 08000 09000 10000 add 6 whiteboards @ $410 12000 space save files = $18,000 15000 16000 Entry Vestibule Spec Section 02200 03300 07000 . 08000 09000 15000 16000 Wardell Architects, P.S. 8/8/03 • Yakima Police and Legal Center. Municipal Court Expansion page 1 FF and E Budget 8/8/03 Item Number price Total cost Notes Courtroom No. 2 Audience chairs 44 $110.00 $4,840.00 Chairs (counsel, jury, witness) 11 $245.00 $2,695.00 Judge's chair Reuse $0.00 Clerk's chair 1 $445.00 $445.00 Counsel tables 2 $300.00 $600.00 Clerk's files 4 $205.00 $820.00 include 2 for Court #1 Jury box, judge's bench, clerks desk $0.00 inc in construction cost Whiteboard 2 $0.00 inc in construction cost Jury Selection /Meeting Chairs 32 $110.00 $3,520.00 Tables (4 seats per) 8 $220.00 $1,760.00 Whiteboard 2 $0.00 inc in construction cost Jury Deliberation Chairs . 7 $110.00 $770.00 Table (conference) 1 $750.00 $750.00 Whiteboard 1 $0.00 inc in construction cost Coatrack 1 allow $200.00 Court Support Filing ( "spacesaver ") $0.00 inc in construction cost Work stations 2 $3,800.00 $7,600.00 Linda's office Desk or workstation 1 $3,800.00 $3,800.00 Chair 1 $445.00 $445.00 Small round table . 1 $450.00 $450.00 Chairs 2 $110.00 $220.00 Files Reuse $0.00 Security Breakroom Table 1 $450.00 $4 Chairs 2 $110.00 $220.00 . Subtotal $29,585.00 Contingency @ 15% $4,437.75 Subtotal $34,022.75 WSST © 7.9% $2,687.80 . TOTAL FF&E $36,710.55 Wardell Architects, P.S. 8/8/03