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Summary <br />Redesign the layout of the Finance Department, replace cubicles and furniture as needed to implement the new <br />design. <br />Description <br />Replace and redesign outdated and inefficient cubicle space in the Finance Department with modern cubicle walls <br />and furniture so as to improve efficiency, team collaboration, and workflow while also maximizing limited space. <br />Project would also include remodel of Finance cashiering space to better secure financial assets, provide better <br />customer service, and meet other objectives outlined above. Cubicle space in the Finance Department was last <br />redone in the mid-2000s. Since that time, staff size has decreased and the office space needs of the department <br />have changed. The project would re-design the office to provide appropriate workspace for each team member, <br />space for team collaboration and meetings, and space to store required records. It would also allow room for <br />volunteers and options for future expansion should staffing needs increase. In the 1st floor cashiering area, cubicles <br />would also be replaced with a more modern, open, and less cluttered layout. If funds allowed, the Finance <br />Department would also like to move the customer service window for cashiering so that it was not behind a column <br />and to provide more room for internal office space. In addition, the City will need to hold large amounts of cash from <br />medical marijuana business license tax payments until deposited, and thus, a small, secure, and ventilated vault <br />room may be necessary. <br />Justification or Benefit of Project <br />Current Finance Department office space is poorly configured and inefficient. There are several cubicles that are <br />unoccupied since staff members that once used them were eliminated in the last round of budget reductions. The <br />result leaves many staff with offices that don’t fit their needs, no space to collaborate and meet, and no space to <br />store necessary accounting, payroll, purchasing, accounts payable, accounts receivable, budget, risk management, <br />business licensing, and other records. The public is also not well served with the Finance Department’s current <br />reception area and the configuration of the 1st floor cashiering window. This project would thus meet the needs of <br />City while also better serving the community. <br />Consequences of not doing the Project <br />If this project is not undertaken, core financial functions will still be performed, but the office space will remain <br />inefficient, less than fully effective, and not allow for easy team collaboration. This causes stress on existing staff and <br />can have impacts on morale. With increased efficiency, effectiveness, and collaboration, the Finance department <br />could reduce time spent in some areas and have more time for other areas of City need. Additionally, storage of <br />records Citywide is becoming an issue due to decreasing space. City retention policies regarding financial and <br />payroll records require significant space. While the Finance Department will also look to digitize records in the future, <br />it will still need adequate, organized, and safe space for any needed records in the interim and any needed records <br />that aren’t appropriate for scanning in the future. <br />Project Numb 2018.1260Project Typ City Hall and South Offices <br />Detailed Cost Status Active <br />Department/Sponsor Finance <br />Impact to Operation Cost Impact to Maintenance Cost <br />Likely Cost $100k to $200k <br />Categor Buildings <br />Project Name Finance Department Remodel <br />146