HomeMy WebLinkAboutSS3 - City Hall Facilties Needs AssessmentCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Study Session Item No. SS3
April 8, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen G. Badum, Director
949 -644 -3311
Sbadum@city.newport-beach.ca.us
SUBJECT: CITY HALL FACILITIES NEEDS ASSESSMENT
ISSUE:
Based upon the results of the City Hall Facilities Needs Assessment, should the City
Council explore options to reconstruct or replace City Hall facilities?
RECOMMENDATION:
Provide direction to staff on whether to proceed with the next steps necessary to further
explore City Hall facilities modification or replacement options.
DISCUSSION:
In July 2001, Council directed staff to pursue a long -term strategic plan in the form of a
City Hall Facilities Master Plan, that would map our facility requirements in order to
better serve the public. At the January 8, 2001 City Council meeting, Griffin Advisors,
Inc. was hired to develop a City Hall Facility Needs Assessment as Phase I of the City
Hall Facilities Master Plan process.
The City Hall Facility Needs Assessment (See attachment) incorporates a long -term,
integrated approach, addressing current and long -term workspace needs with respect
to staffing, facilities access, mobility, storage, parking and customer service. In general,
the report states that the current City Hall campus is seriously deficent in serving the
current and future needs of the City. The existing buildings range in age from 23 to
over 60 years old and have exceeded their useful life. Current deficiencies in the
following areas were investigated and documented in the report :
• Customer Service interface — Poor circulation and lack of a central lobby or entry
point is confusing to the public. For example; Public counter is disjointed with key
functions such as the Cashier and Building permit issuance separated in different
buildings.
SUBJECT: City Hall Facilities Needs Assessment
April 8,2003
Page 2
• Employee Workspace — Many employees share workspace or have workspace
in areas that were once conference rooms or even hallways. There is no room
for expansion to accompodate future public needs.
• Records Storage — Some records are currently stored offsite. With the inflow of
Newport Coast plans and potential future annexations, we are using storage
container bins within the City Hall parking lot.
• Meeting Rooms - Existing spaces are cramped and some have been converted
to office space.
• Seismic building code compliance — None of the City Hall buildings including the
Fire Station would survive a major seismic event without significant structural
damage.
• ADA compliance — There are widespread problems requiring costly
improvements.
• Parking — Many employees currently park off site. Customer parking is very
difficult at various times of the day.
Griffin Advisors recommends that an appropriately sized City Hall that would
accommodate current and future needs is estimated at 62,000 square feet (current size
is approx. 44,000 sqft ). The following Powerpoint presentation by Griffin Advisors
explores various scenarios to modify and replace various portions or all of the City Hall
campus to achieve the recommended expansion. Griffin's recommended solution is to
construct an entirely new facility including the replacement of Fire Station #3 and the
construction of a 350 space parking structure. The estimated cost of such a project is
estimated at 28 million dollars. Taking advantage of the current interest rates, the City
could finance the project over 30 years at an annual cost of approximately two million
dollars. The annual costs could be offset by the savings in capital maintenance and
improvement costs, operational efficiencies due to centralization of employees and
records, and potential parking revenues from adjacent uses which badly need
additional parking.
The next step, or Phase II, in the Master Plan process would be to establish schematic
plans that would provide a detailed concept of the proposed City Hall replacement
project. Staff would also encourage an economic analysis that would review potential
offsetting cost factors such as parking revenue, building maintenance savings, and
operating efficiencies. This project phase would provide enough information in the
areas of space allocation and cost so that a decision could be made to proceed with
Phase III which is the preparation of construction plans and specifications.
Prepared by:
Step G. Badum
Pu Works Director
Attachments: Exhibits
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
We have performed a review of the drawings made available by the City of
Newport Beach (1945 City Hall, 1975 Counsel Chambers, 1984 Community
Services building and miscellaneous other additions). We also conducted a
site observation tour of the referenced project on March 7, 2002. This review
consisted of an overview of each building's shell as well as a walk -thru of the
interior spaces. The buildings' assessment is one of the first steps in the
Griffin /LPA team's scope of services to understand what improvements need
to be made to the City Hall Campus to better serve the citizens of Newport
Beach. No testing of materials or removal of finished materials for
observation of concealed construction was done.
GENERAL BUILDING ASSESSMENT CONCLUSIONS
• Overall the complex has responded to short -term needs without a
master plan to guide the expansion and changing needs of the City.
Many of the current problems with the work environments, space
allocations, lack of adequate parking, and inefficiency in systems are
caused by this lack of planning.
• Confused circulation and a lack of a central lobby or entry point
make many departments too accessible to the public. Lack of control
and security are an issue with all buildings.
• No building meets current practices for seismic design. Of the four
• buildings where seismic systems could be reviewed all buildings
would experience varying degrees of structural damage in a major
seismic event.
• The existing Fire Station very likely does not meet the requirements
of an essential facility and would likely sustain significant structural
damage in a major seismic event.
• ADA violations are widespread with no building complying with ADA
requirements leaving the City expose to litigation.
• HVAC systems and Electrical systems are all individual building
based which causes energy inefficiency while being costly to maintain
and service.
This evaluation represents our opinion of the conditions of the construction
based on our general review of the drawings and our site observation. It is
not in the scope of this report to extensively evaluate code compliance, or
determine probable damage and losses caused by seismic activity. In making
a general review, it should be recognized that conditions and deficiencies
might exist which we have not been able to identify specifically. This review
is not intended to preempt the technical or professional responsibility of the
project design consultants in any way, and does not represent a warranty or
guarantee on our part that other problems may not exist.
Please find herein a building -by- building review.
•
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1'
F
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
BUILDING A- COUNCIL CHAMBERS
General Building Data
Building area:
3,578 s.f.
Numbers of floors:
One
Construction type:
V N
Occupancy Group:
B -3
Architect:
Kermit Dorius
Structural Engineer:
Floyd Weaver
Construction Date:
Circa 1975
Building Function:
Council Chambers, Conference
Room and Restrooms
Does Not
Number of Restrooms:
Does Not
Men
3 W/C 1 Urinal 2 Lavatories
Women
2 W/C 2 Lavatories
Building type:
Single- story, wood framed.
Roof construction:
Tapered steel girders supporting 4x16 purlins,
Comply
2x6
Sub - purlins and plywood
Exterior wall construction:
Wood studs with 4" thick masonry veneer
Foundations:
Spread footing (no piles)
Lateral system:
Plywood shear walls
hitecture
The lobby space is adequate
for the size of the existing council chambers.
The finishes are worn
and dated. Audiovisual /television broadcasting
capabilities are well below
current standards for Council Chambers. The
existing electronic voting system is adequate, but could be incorporated into a
future audiovisual system.
ADA /Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
Clearance
Fountains
Seating
Hardware
Comply
Does Not
Does Not
Does Not
Does Not
Does Not
Does Not
Comply
I Comply
I Comply
I Comply
Comply
Comply
Structural
The drawings do not indicate mechanical anchorage of the 4" thick masonry
veneer to the supporting wood stud walls. Current codes require much larger
design anchorage forces and mechanical anchorage to the supporting walls.
It is possible that the veneer could sustain significant damage in a major
seismic event.
E
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
The design force for the out of plane connection of walls to wood diaphragms
in current codes is as much as 3.8 times higher than what was used in the
original design. A major seismic event could cause the walls to separate from
the roof diaphragm and cause substantial damage to the structure.
The overall building lateral design forces have changed substantially since
1975. Current code lateral forces are based on geological information that is
unknown at this time, but using information from a near by site produces
design forces as much as 30% larger than the forces used in the original
design.
The majority of the front of the building is glass with a small shear wall on
the east side. Architectural features of the building create an unusual load
path for lateral force delivery to the shear wall.
These features coupled with the lower design lateral forces described in the
previous paragraph could lead to significant damage in a major seismic event.
Mechanical
There are six (6) AC units serving the building. Three (3) gas /electric units
and one (1) cooling only unit serve the Council Chambers, one (1)
gas /electric unit serves the Entry Lobby and one (1) gas/electric unit serves
0 Meeting Room. The restrooms are ventilated with ceiling mounted
aust fans.
The AC units are at the end of their service life and are scheduled for
replacement in the next year. When replacement is considered the existing
mechanical well does not provide adequate space for all units with proper
service clearances.
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition. Toilet fixture count is not up to current code.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in a serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
L J
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
Electrical
The electrical panel is located in a small room behind the Council Person's
Bench. The panel appears to be fed from the Main complex and while old
appears to be in operating condition.
The lighting, while recently upgraded to T -8 fluorescent lamps, is inadequate.
We would recommend adding fixtures and controls to provide more light and
more flexibility. The space has little lighting control and flexibility to
properly display and feature presentation to the citizens and staff.
F- I
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0
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
BUILDING B — MAIN BUILDING
General Buildinq Data
Building area:
Number of stories:
Construction type:
Occupancy Group:
Architect:
Structural Engineer:
Construction Date:
Building Function:
Number of Restrooms:
Men
Women
Building type:
Roof construction:
Exterior wall construction:
Foundations:
Lateral system:
hitecture
12,803 s.f.
One
not available
assumed B
Ralph Flewelling
Ralph Flewelling
Circa 1945
Office space
2 W/C 2 Urinal 2 Lavatories
3 W/C 2 Lavatories
Single -story (with a small mechanical
mezzanine) reinforced concrete
Reinforced concrete pan joists
Predominantly reinforced concrete with brick
in some locations.
Pile foundations
Reinforced concrete shear walls
Historic 1945 Main Complex is board formed concrete and brick structure
and has a strong relationship to Newport Beach Boulevard with a large
formal entry park. Mature manicured landscaping enhances the building
aesthetic. New exposed electrical panel and roof top mechanical equipment
visible from the entry speak to the age of the building. These elements also
point out the need for the building to be modernized for they detract from the
overall building appeal, especially at a front door.
The width of the building is not ideal for an interior double loaded corridor
office layout and tends to make departments spread out and very inefficient.
The building depth dimension would be more appropriate as a single - loaded
building from the exterior. There are no common office furniture
components. Many configurations, colors and sizes create an inefficient and
confusing working environment.
ADA /Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Dr
Access
Clearance
Fountains
Seating
Haroodware
Comply
Does Not
Does Not
I Does Not
Does Not
N/A
Does Not
Comply
Comply
Comply
Comply
Comply
Structural
Although the quality of the construction appears to be good, significant
changes have taken place in recent building code requirements for concrete
*ctures. Current design lateral forces could be as much as 60% higher
n those used in the original design. Also, new code requirements for
ductile seismic performance of concrete has increased the amount of
reinforcement required and changed the way it is detailed and installed.
8
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�I IF
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
Calculations have not been performed to determine if the building would be
overstressed based on current building code standards, but based on the
comments provided in the previous paragraph, it is quite likely that
overstressing would take place. Also, seismic performance would be
negatively affected based on the lack of ductile reinforcement now required in
the code.
Mechanical
This is the oldest building in the complex and has operable windows
throughout. Until recently, the building was conditioned with a forced air
heating system only, along with natural ventilation.
New rooftop package AC units and split- system heat pumps with variable
volume variable temperature controls (VVT) were installed in this building
last year. The units are generally in good repair and have not been operated
extensively due to recent efforts to minimize energy consumption. The split
system heat pump system does not incorporate airside economizers for free
cooling making this an inefficient system to operate for the City.
Plumbing
�ce most plumbing piping is concealed, detailed evaluation of existing
ditions was not possible. However, based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again, based on previous experience, it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
The main electrical system for this building is very new and appears to be in
the best condition of all the buildings in the complex. The Main Electrical
Service is located on the west side of the building on an outside wall along
with a transfer switch for connection to a generator for select loads within
the facility. All building subelectrical panels are new with plenty of spare
capacity.
The lighting has been upgraded to T -8 lighting and appears adequate
throughout.
0
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
BUILDING C - PROFESSIONAL SERVICES BUILDING
General Building Data
Building area:
Number of stories:
Construction type:
Occupancy Group:
Architect:
Structural Engineer:
Construction Date:
Building Function:
Number of Restrooms:
Men
Women
Building type:
Roof construction:
Floor construction
Exterior wall construction:
Foundation:
Lateral system:
Ohitecture
13,489 s.f.
Two
5 -N
B -2
Wilson Woodman
Faisal Jurdi
Circa 1985
Office space
3 W/C 1 Urinal 3 Lavatories
4 W/C 3 Lavatories
Two -story steel frame with wood in -fill
Steel beams supporting manufacturer
web [- joists and plywood
Steel beams supporting manufactured
web [- joists and plywood
Studs and plaster
Pre -cast, pre- stressed concrete piles
Steel braced frames
plywood
plywood
The Professional Services building is the most recent addition to the campus
(1985) with the entry hidden behind the existing buildings.
The interior space is organized around a second floor overlook /skylight that
feeds the ground floor with light and connects the interior spaces. Public
access is limited to the service counters at the Building Department, Planning
and Public Works. The area allotted for waiting is too small and needs more
provision for seating. It also appears that there is a need for conferencing
space. Overall the personnel spaces are too tight to be efficient working
environments.
ADA/Access Compliance
Building T,
hreshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
I
Clearance
I
Fountains
I Seating
Hardware
Does Not
Does Not
Look
Does Not
Does Not
Does Not
Daes Not
Comply*
I Comply
Comply
Comply
Comply
Comply
*No elevator to the second floor
Structural
The drawings appeared to be well detailed and consistent with engineering
practices used at that time.
Current building lateral design forces are actually slightly less than those
lWd in the original design, however, individual member design has changed
ificantly as discussed below.
U
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
Z
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7
m
The poor performance of braced frames and drag struts in recent earthquakes
have brought about significant changes In the design of members and
connection in the seismic system of braced frame buildings. Braces, struts
and connections must now be designed for forces that are more than two
times what they were in 1984.
In a major seismic event, it is possible that members or connections in the
lateral system could be damaged leading to significant damage to the
structure.
Mechanical
This is newest building in the complex constructed in 1984. The mechanical
system consists of fourteen (14) split- system heat pump units. The units are
nearing the end of their expected service life and three (3) units have recently
been replaced. Incremental unit replacement is expected in the near future.
The split system heat pump system does not incorporate airside economizers
for free cooling making this an inefficient system to operate for the City.
Plumbing
ce most plumbing piping is concealed, detailed evaluation of existing
ditions was not possible. However, based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in a serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
As the newest building in the complex, it appears to be in relatively good
shape. In speaking with the electrical staff, the building is apparently served
by the Building D electrical service /generator system. The staff believes the
Southern California Edison transformer located outside Building C to be
disconnected from the Building C electrical service. Additionally, very few
spare circuit breakers remain in the existing electrical panels.
The lighting in this facility is generally good and has been upgraded to T -8
lamp technology.
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
BUILDING D/E —ANNEX BUILDINGS
General Building Data
Building area:
13,489 s.f.
Number of stories:
Two
Construction type:
5 -N
Occupancy Group:
B -2
Architect:
Wilson Woodman- Unknown
Structural Engineer:
Unknown
Construction Date:
Circa 1945 -1960
Building Function:
Print Shop, Computer technology, Central
phone server, Fire Department and the office
of the City Attorney
Number of Restrooms:
Men
2 W/C 3 Urinal 4 Lavatories
Women
5 W/C 0 Lavatories
Building type:
Two - story, wood framed
Roof construction:
Wood joist and plywood
Floor construction:
Wood joist and plywood. It is unknown if the
wood joists are sawn lumber or manufactured
joists
Exterior wall construction:
Unknown, but the exterior finish is stucco so
based on the age of the building and other
•
features it is assumed that the walls are wood
studs
Foundations:
Unknown
Lateral system:
Unknown but probably plywood shear walls
Additions:
There have been some additions to this
building and some structural drawings were
reviewed. The addition construction is
consistent with that described for the original
building
Architecture
The annex building is a compilation of buildings. The original police and jail
facilities plus numerous other additions have created a less than functional
structure. The building has points of entry on all sides. There is also an
exit courtyard that has only one exit that could be a hazard in an emergency
situation.
Because of the number of changes and their random nature, the spaces are
not well planned and do not function at a high level. The office spaces have
been adapted as well as possible but are below current standards for office
environments.
•
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
ADA /Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
Clearance
Fountains
Seating
Hardware
Does Not
Does Not
Does Not
Does Not
Does Not
N/A
Does Not
Comply
Comply
Comply
Comply
Comply
Comply
Structural
Seismic design forces, required by current building codes, are as much as
30% higher as discussed in the comments for the Council Chambers building.
The seismic performance of this building is unknown at this time and depends
on whether the lateral forces are resisted by plywood shear walls or by other
means. The code in force at the time allowed lateral forces to be resisted by
gyp board and stucco. Since that time, buildings using stucco or gyp board
shear walls have experienced poor performance in major seismic events,
consequently recent codes have eliminated the use of these systems for lateral
bracing.
In order to determine how this building might perform in a major seismic
event, drawings would have to be made available for review or finish material
could be removed to reveal the concealed type of construction.
chanical
Two (2) split- system heat pump units serve the two sides of the original 1st
floor Community Annex. A rooftop package unit serves the Telecom Room,
and a window mounted package terminal AC unit serves the Computer
Services room, both located in the original 1st floor Community Annex.
Three (3) rooftop package AC units serve the 1st and 2nd floor Fire
Department Services area and the 2nd floor Fire Department Services
Conference Room.
Two (2) rooftop package AC units serve the 1st and 2nd floor MIS, City
Attorney and Print Shop areas.
A dedicated 7.5 TR packaged AC unit located on grade serves the MIS
Computer Room.
The split-system heat pump system does not incorporate airside economizers
for free cooling making this an inefficient system to operate for the City. In
addition, if existing functions were to remain, new systems should address
functional and zoning requirements of specific areas, such as the MIS
Computer Room and Print Room.
•
0
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7
CI
i
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in a serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in a serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However, again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
This building appears to have the oldest electrical system in use at the
complex coupled with a relatively new generator system. This facility houses
the data center, PBX room and print room among others functions. We
G mmend replacing as much of the electrical backbone as possible during
enovation of the facility.
The lighting in the facility is still being upgraded to T -8 lamp technology and
appears adequate throughout.
•
Z
S
5
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
FIRE STATION
The following observations and comments are based on a site visit. No
drawings have been made available for review.
General Building Data
Building type
Date of construction
Roof construction:
Floor construction:
Exterior wall construction:
Foundations:
Lateral system:
aratus room
Two - story, wood framed with some masonry
walls
Estimated to be mid- 1950's with a
remodel /addition in the mid - 1980'5. A weight
room was added over the Apparatus Room in
the mid- 1990's
Wood
Wood
Living Areas: Masonry for the first six feet
with wood stud walls and plaster above
Apparatus Room: Masonry walls
Additions: Wood stud walls and plaster
Unknown, but it appears that the additions
used spread footings due to saw cuts in the
existing slab at various locations
Shear walls.
Since no drawings were available for review and finish materials conceal
most of the structure, the following comments are based on judgment only
and would require more investigation to completely confirm.
The east exterior wall is masonry and extends from the ground level to the
roof /floor over the Apparatus Room. It appears that the masonry wall stops
slightly below the finish ceiling, and the only connection to the roof /floor is
with a single bolt to the roof /floor beams spaced at about 15 feet on center.
The type of connection observed has not performed well in major seismic
events and would be significantly overstressed based on current codes. In a
worse case scenario, a failure of this connection could lead to the wall pulling
away from the roof /floor allowing it to collapse on the fire trucks and
equipment below.
Lateral bracing of the new weight room over the Apparatus Room seems
questionable since it does not appear that additional lateral bracing was
added to the existing structure when the room was added.
The tower previously used for hose drying has questionable lateral bracing on
the north side. Current codes would require a lateral bracing force as much
as five times greater than the design force used at the time.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
•
Main Fire Station
In many areas of the building, the exterior wall has an 8 inch -thick masonry
base wall about 6 feet high. On top of that, a wood stud wall extends to the
roof. It is unusual to change construction types of a wall at a location that is
not braced by a floor or roof, and without more information and study it is
not known how this condition will perform in an earthquake; but it Is
irregular and seems to have an increased potential for damage.
The rear (north) wall lateral capacity is questionable due to the number and
random alignment of window and door openings. Damage to this wall in a
major seismic event is likely.
The front (south) elevation has five different roof /floor elevations with a
masonry shear wall located at the west end. The method of directing the
lateral loads from the different levels to the shear wall is concealed and
unknown. The irregularity of the structure coupled with current design forces
that are significantly higher than those originally used suggest the possibility
for structural damage in a major seismic event.
Overall Fire Station
Ise original structure with its numerous remodels and additions, has evolved
o a very irregular structure. In plan, there are jogs, re- entrant corners and
non - stacking shear walls. In elevation, there are numerous levels creating a
series of structural diaphragms that may or may not be adequately tied
together and braced. Based on the observations and comments listed above it
is quite possible that this building would sustain structural damage in a major
seismic event, with the areas of biggest concern being the connection of the
east wall of the Apparatus Room to the roof /floor and the lateral stability of
the tower.
The amount of work required to bring this building into conformance with the
current building code requirements for an essential facility is likely to be
substantial and very costly.
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NEWPORT BEACH CIVIC CENTER
CITY HALL FACILITIES NEEDS ASSESSMENT
• REPORT ON
SPACE UTILIZATION ASSESSMENT
9 August 2002
Griffin Advisors
38S Second Street • Laguna Beach, CA 9265 I • 949- 497 -9000
•
•
•
TABLE OF CONTENTS
I. INTRODUCTION ................
Whatis in This Report ............................................................................................................................................... ............................... I
Objectives............................................................................................................................................................... ............................... I
Methodology........... .............................................................................................................................................. ............................... I
Reviewof This Report by the Cit y ............................_................................................................................. ..............................2
Findings................... ............................................................................................... ........................................................... ......................._......2
2. SPACE ALLOCATIONS ....................................................... ...............................
SitePlan _ ......................................................... ........ .........................................................................................................................................
3
Buildings............................... . ....................... . ........... . ..............................................................................................................................
3
Parking._._._____..._...._....._.._..__._........_........_._..... m...._.._._. _.__..___.._._..__.._.__._.___.
...____..__._ 3
Plansof Individual Buildings ......................................................._................................................................................
..............................5
TotalBuilding Space Allocated .................................................................................................................................
..............................5
HowAreas Are Measured._ ................................................ _ ............. .........................................................................................
5
Summaryof Space by Department and Building.............. ............................................................................................
....... 6
Tableof Detailed Existing Space Allocations .......................................................................................................
..............................8
3. ANALYSIS OF SPACE ALLOCATIONS ............................................................. ............................... 9
WorkstationCounts and Sizes ......................................................... .......... .......... ........................................................................
....... 9
IdentifyingWorkstations and Equipment Areas............ ........................................................................
..............................9
Total Workstations and Distribution by Size ......... ................................................................................
..............................9
GroupingWorkstations by Position ..........................................................................................................
.............................10
Department -Level Comparisons .................. ...................... ............ .......................................................................................
13
Benchmarksof Space Utilization ..................... .......... ................ ........................................................................................................
15
General Services Administration Guidelines ........................................................................................
............................... 15
Local Government Workstation Standards by Position .............................. ....................................
............................ 17
Qualityof Workst ations ..................................................................................__.......................................................
.............................19
OtherAreas ...................................................................................................................................................................
.............................19
Conferenceand Meeting Rooms .............................................................................................................
.............................19
PublicAreas ................................... ............. ... .................................................................. ............................................................
.20
Conclusions..................................................... ................ ................................... .......................................................................................
22
4. EXISTING BUILDING CONDITIONS ................................................................ .............................23
Approach........................................................................................................................................................................ ............................... 23
General Building Assessment Conclusions ......................................... ............................................................................................ 23
S. PROPOSED SPACE STANDARDS ........................... ...............................
.......... 24
Introduction........... ............................ ................................... ...... ...................... .......................................................................................
24
Workstation Standards — Private Offices ........... _......... ..................................................................................
.............................26
Workstation Standards — Traditional Open Workstations .......................................................................
..........................31
Workstation Standards — System Work Stations
Open Area Equipment and Related Standards........
Conference Room St andards ......... ...............................
Standards for Other
APPENDIX A — FLOOR PLANS OF EXISTING BUILDINGS
APPENDIX B — DETAILED EXISTING ALLOCATION OF SPACE
APPENDIX C — DEFINITION OF TERMS
APPENDIX D — EVALUATION OF EXISTING BUILDINGS
Table of Contents
33
39
40
51
Page i Space Utilization Assessment Report
•
I. INTRODUCTION
WHAT IS IN THIS REPORT
Objectives
This is the first report requested by the City regarding possible improvements to the existing Civic
Center. The objectives of this report are
1. To illustrate how space is used in the City Hall today, especially for staff areas, visitors and
customer service operations, shared areas, specialized equipment areas, and site area. These
illustrations, in particular, show areas of constraint and inefficiency.
2. To analyze and describe the space allocations today, and, for each functional area, discuss the
amount of space, the quality of space, points of constraint and inefficiency, and unit averages
which can be used in benchmark comparisons.
3. To identify proposed and recommended space standards which can be used for assessing
space requirements for improved City Hall facility planning.
4. To identity benchmark criteria and use them for comparison of existing space allocations in a
range of measurements, including space per work station, usable space per person, space per
capita, and the like.
5. To identify the existing physical conditions of the separate buildings making up the Civic
Center complex, and discuss the apparent constraints and opportunities for long term use of
• these buildings for City operations.
Methodology
Our approach and methodology for accomplishing these objectives is outlined in the statement of
work which was approved by the City and in which scope this work is undertaken.
To identify the spaces in use, we have undertaken a comprehensive survey of operations and space
utilization, accompanied by interviews with many staff occupying space in City Hall regarding the
adequacy of space assignments, workstations, conference areas, counters and public meeting areas,
and the other components which make up City Hall operational areas.
Benchmarks were obtained from Federal and local sources, and space allocations were also compared
to a selection of other Civic Center facilities. One key source for space allocation benchmarks has
been an ongoing program of office space review conducted by the U.S. General Services Administra-
tion, Office of Govemment -wide Policy, Office or Real Property. This program has evaluated current
practices of space use nationwide (and some sources in Canada), both in the public sector and in pri-
vate enterprise. The latter is important, because when examining City Halls as a whole, there are
many elements in the operations of City Government which align to the private sector, especially
when Council areas and other spaces are included.
Existing physical conditions of the City Hall buildings was undertaken by examination of existing
building documents and plans, discussions with City building management and maintenance person-
nel, and physical survey and observation by engineers, designers, and experts with experience in City
Hall design and reuse.
Report to the City of Newport Beach Page I Space Utilization Assessment Report
• Review of This Report by the City
•
Several reviews are required by the City to maintain project schedules and progress of work. The re-
view and approval of space standards is important to the next phase of work, and it is incumbent on
the City to review and approve these standards for use in computing space requirements. Also, it is
important to review the evaluation of physical conditions inasmuch as these findings will contribute
to possible recommendations regarding reuse, replacement, and reconfiguration of existing buildings
on the Civic Center campus for meeting future space requirements.
FINDINGS
1. The Civic Center occupies over 44,000 gross sq. ft. of space in 5 buildings. Using definitions
taken from the Building Owners and Managers Association (BOMA definitions), these buildings
contain about 37,880 usable sq. ft. of space or about 41, 460 rentable sq. ft. of space.
2. The survey found a total of 189 workstations in the Civic Center. There is a total of 206 persons
working out of the Civic Center, but this includes interns which may work split shifts, and some
persons for whom no unique designated workstation is allocated (including some staff also with
field -based workstations, general Council Members, and others).
3. The space allocations in the Newport Beach Civic Center are smaller than the benchmarks of
comparable jurisdictions by between 11% and 25 %, and space conditions are functionally and
qualitatively below desirable levels. It is also the opinion of the survey team that the nature of
workstations in use do not allow for adequate flexibility to meet technological, operational, or or-
ganizational changes and advancements that typically occur over time.
4. Standards have been proposed for use in estimating space requirements for the functions in the
Civic Center (the needs requirements will be the subject of the next report). These standards
compare favorably with other jurisdictions, and are tailored to reduce the space shortfalls that oc-
cur today. The actual person -by- person assignment of standards will be discussed with City pro-
ject staff in the course of review of this report.
5. A physical survey of buildings has been completed by the architect and consulting team working
on this project. The results show specific code deficiencies, especially relating to accessibility
and to seismic requirements. This is the subject of a separately bound survey document which
accompanies this report.
Report to the City of Newport Beach Page 2 Space Utilization Assessment Report
2. SPACE ALLOCATIONS
SITE PLAN
Buildings
The City supplied base drawings of the Civic Center to our project team and we have used these as a
starting point to examine both the site conditions and the specific spaces within each of the buildings.
Exhibit I shows the site as a whole, including parking areas, building footprints, walkways, and gen-
eral landscaping. The buildings are shown in relative scale, with parking areas shown in light -gray.
The total building sizes, again taken from the plans provided to us, are measured as follows:
Building
First Floor GSF
Second Floor GSF
Total Gross Sq. Ft.
Building
3,622
—
3,622
Building B
12,242
—*
12.242
Building C
6,300
7,277
13,577
Building D
9,222
4,283
13,505
Building E
1,078
—
1,078
Total
44,029
* There is a small storage area which also serves as mechanical (HVAC) space on an up-
per level of Building B. The area was not shown on the City plans. Unconfirmed esti-
mate of room size is about 600 sq. ft.
• Parking
According to the plans, there are about 160 parking Civic Center spaces on -site. This excludes the
Fire Station and its parking, and also excludes the metered parking on 32nd Street, even that amount
which is adjacent to the Civic Center itself. The parking on the plan provided us by the City shows
the 160 stalls divided into the following types of parking areas:
Type of Parking Area
Total Stalls
Designated Public Visitors
10
Reserved Employee (by named position or by group)
73*
Reserved for General Employees (un- designated)
65
Reserved for Electric Vehicles
9
Reserved for Disabled Persons
3
* I 1 of these are available to Public Visitors on a limited basis. Also, two of these are lo-
cated inside Building E.
The gross building space of 44,000 gsf is divided into conference rooms, assembly space (Primarily
Council Chambers), office areas, storage, and other functional areas, as described elsewhere in this
report. Based only on total undifferentiated GSF, at 4 parking stalls per 1000 gsf, an on -site parking
requirement of 176 stalls is computed. But this fails to account for times when the public assembly
spaces are in use, for the special demand for visitor parking which is always higher at City offices
than at commercial offices (for which the 4- per -1000 rule was developed), and fails to account for
City vehicles which are parked at the site (including electric vehicles) which effectively doubles the
• parking required for those employees who drive City vehicles in the course of their work day.
Report to the City of Newport Beach Page 3 Space Utilization Assessment Report
•
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• PLANS OF INDIVIDUAL BUILDINGS
As shown on the site plan, there are 5 buildings on the Civic Center site. The headquarters fire sta-
tion is also located there, adjacent to the Civic Center, but this is not part of this project.
The exhibits in Appendix A show the layouts of these buildings, with the illustrations presented in the
following order:
Building A and the south end of Building B,'
Building B, central section.
Building B, north end.
Building C, first floor.
Building C, second floor.
Building D, first floor, and Building E (in proximity),
Building D, second floor.
The plans are all in scale (1116" = 1' -0 "), and are color coded to illustrate functional and department
areas. Colors are reused for various departments where the separation of department areas is clear, but
colors for core and circulation areas are consistent across all sheets.
TOTAL BUILDING SPACE ALLOCATED
How Areas Are Measured
• Boundary Lines for Rooms and Measurable Areas
Our approach has been to measure smallest areas first and then to aggregate these into various totals
for comparison and analysis. We measure all areas to the centerline of the bounding partition
(whether an office or a panel -based workstation), or in the case of thick exterior walls we use a typi-
cal wall thickness to measure that side of the room involved. This provides that each room be meas-
ured consistently, and also provides that the sum of the areas equals the total, less a measured strip of
wall thickness around the perimeter of the building.
Generally, this is similar to the BOMA' guidelines for measuring floor area in office buildings, but in
some ways our approach deviates from the BOMA guidelines. It should be noted that the BOMA
guidelines are very specific and allow for a method to compute building rentable space in manner
which is consistent across buildings and across various user types. The American National Standards
Institute, Inc., has accepted this standard in its ANSI guidelines and the U.S. General Services Ad-
ministration also uses the BOMA method for computing and comparing space utilization by the Fed-
eral Government.
A Small Difference from the BOMA Measurement Method
BOMA method entails several definitions, which are presented in Appendix C of this report. Mainly,
there are three or four key concepts involved, Most importantly, BOMA allows for measurements on
the outside perimeter to be to the "dominant portion" of the exterior wall, which (in most cases) may
be either the glass line or the inside surface of that wall. The glass line is approximately the center-
' The plan sections for Building B are arranged so that they can be cut and pasted together along the invisible
• match lines on each sides of the continuing plan.
z Building Owners and Managers Association. The guidelines are published in "Standard Method for Measur-
ing Floor Area in Office Buildings," ANSI/BOMA Z65.1 -1966. See www.boma.org for details.
Report to the City of Newport Beach Page 5 Space Utilization Assessment Report
•
•
•
Department/Are;
Administration
Administrative S
Building Dept.
City Attorney
City Clerk
Community Sen
Fire Department
General Service
Human Resourc
Planning Dept
Public Works De
General Buildinc
Unassigned B
Major Circulat
Stairwells
Atrium Openir
Other Vert. Pe
Mechanical R�
Lavatories
Lunch Room I
Parking /Garac
Totals (Measure
Added remaining
Grand Total Bu
Exhibit 2
Summary of Space Allocations by Building and Department
Bldg A
Bldg B
1st A
Bldg C
2nd A
Bldg C
1st Fl
Bldg D
2nd A
Bldg D
Bldg E
Total
3,191
1,636
-
-
-
-
-
4,8271
;rvices Dept. -
3,491
-
4,555
311
8.357
-
-
1,013
2,975
-
-
-
3,988
-
-
-
1,466
-
1,466
-
824
-
-
-
-
-
8241
ices Dept. -
1,029
-
-
1,047
-
-
2,076
(Admin) -
-
-
-
957
2,218
2,
3,417
Dept. -
-
-
-
155
-
-
155
:s Dept.
1,200
1,200
-
-
474
3,001
-
-
-
3,475
pt. -
1,572
4,151
-
-
-
-
5,7221
Areas
wilding Lobby -
532
-
-
-
-
-
532
on Corridors -
768
-
407
1,172
131
61
2,539
-
-
216
-
32
100
-
3481
g
-
395
-
-
-
395
netrations /Shafts -
-
-
87
-
14
-
101
)oms 12
195
55
13
291
23
-
5891
292
404
292
247
266
251
-
1,752
Storage Rooms -
-
-
-
540
-
-
540
e -
-
-
-
-
-
427
4271
id Gross SF) 3,495
11,651
6,201
7,125
9,015
4,203
1,041
42,730
I wall thicknesses 127
591
99
152
212
80
37
1 299
Iding Gross Sq. Ft. 3,622
12,242
6,300
7,277
9,227
4,283
1,078
44,029
9,000
6,000
7.000
6,000
5.000
4,000
3,DDD
2.000
1,000
0
Summary of Space Allocated to the Department
(omits Building A)
Oapy Ompy 000, �`p\
cp"0,
Report to the Clry of Newport Beach Page 7
Oe4�. oc 4 0a eQI 0& �.
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Space Utilization Assessment Report
• In the above table, all areas except the General Building Areas have been allocated to one department
or another. In particular, all conference rooms appear in one of the departments (Council areas in
Building A are listed with Administration here, but are omitted from the graph), and smaller circula-
tion pathways within department areas also are allocated with the associated department.
BOMA Usable and Rentable Approximations
Because the BOMA standards are used for many benchmarks, it is necessary to estimate the existing
BOMA usable and rentable space allocations. Definitions of these and other terms appear in Appen-
dix C to this report. It should be noted, too, that the size of the existing General Building Area is
misleading since so much access space is outside the buildings themselves; this may make the "ren-
table efficiency appear higher than otherwise in some cases.
We generally treat the entire complex as "the building" for applying BOMA rules;' this approach is
suggested as a useful alternative in the clarifying notes in the case of building campus complexes, and
seems particularly appropriate where the buildings are all low -rise and function in such and integrated
manner. Referring to the table above, we have taken the following approach:
1. We add the (a) department areas (equivalent to BOMA Tenant areas'), (b) unassigned lobby, and
(c) lunchroom and its storage areas to obtain BOMA Usable. We exclude the mechanical spaces
because they appear to fit the BOMA definition of "Floor
2. We add Major Circulation, Mechanical Rooms (which includes janitor rooms in this calculation),
and Lavatories to obtain the BOMA Rentable
3. We use our measured totals for the BOMA Measured Gross, even though this is slightly too
• large. BOMA would not add any wall thicknesses where windows are not dominant, for exam-
ple. We do exclude parking (in Building E) in accord with the BOMA guideline.
The results of the calculations are as follows:
TABLE OF DETAILED EXISTING SPACE ALLOCATIONS
A detailed listing of space allocations by room, workstation, position, file and equipment area, and
other component of the space -in -use is presented in Appendix B. This information in this table is
analyzed in the next section of this report, and is used along with the summary data above in com-
parisons with benchmark standards and space allocated at other City civic centers.
"In particular, most of the mechanical and support areas are treated as "Floor Common Areas."
• 5 This is overstated slightly, since we have measured the Tenant areas in all cases to the middle of the bounding
wall, and BOMA would not do this for rooms on the exterior which had less than 50% window area (among
other things).
Report to the City of Newport Beach Page 8 Space Utilization Assessment Report
1st A
2nd FI
1st A
2nd A
Department/Area Bldg A
Bldg B
I Bldg C
Bldg C
I Bldg D
Bldg D
Bldg E
Total
BOMA Usable (see text) 3,318
10,875
5,737
6,128
7,466
3,764
590
37,878
BOMA Rentable 3,495
11,651
5,985
6,643
8,983
4,089
614
41,459
BOMA Measured Gross Sq. Ft. 3,495
11,651
6,201
7,125
9,015
4,203
614
42,303
TABLE OF DETAILED EXISTING SPACE ALLOCATIONS
A detailed listing of space allocations by room, workstation, position, file and equipment area, and
other component of the space -in -use is presented in Appendix B. This information in this table is
analyzed in the next section of this report, and is used along with the summary data above in com-
parisons with benchmark standards and space allocated at other City civic centers.
"In particular, most of the mechanical and support areas are treated as "Floor Common Areas."
• 5 This is overstated slightly, since we have measured the Tenant areas in all cases to the middle of the bounding
wall, and BOMA would not do this for rooms on the exterior which had less than 50% window area (among
other things).
Report to the City of Newport Beach Page 8 Space Utilization Assessment Report
• 3. ANALYSIS OF SPACE ALLOCATIONS
WORKSTATION COUNTS AND SIZES
Identifying Workstations and Equipment Areas
The plans presented in Appendix A illustrate the areas we have used in identifying space allocated to
each office and open -area work station. The table in Appendix B shows the sizes of these areas as
indicated by the CAD system used to make the drawings.
Note that we used City - supplied drawings as the basis for these computations, but have modified the
base drawings in some cases to reflect updated partition relocations and otherwise to show the loca-
tions of movable partitions, cabinetry, and furnishings where this was necessary. In some cases, the
shown sizes and locations are only approximate, so that our workstation boundaries are reasonably
close estimates that may be off by several inches one way or the other.
Similarly, the equipment and file areas are estimated, and especially where passageways and equip-
ment areas meet we have had to make some judgment as to where the boundary is drawn. Our objec-
tive was to allocate all areas to one function or another so that these could be totaled without overlap.
Total Workstations and Distribution by Size
We found a total of 189 workstations, for a total of 206 persons. The staff count includes interns and
part -time persons, and does not match the number of "authorized" budgeted fte positions. Some staff
• are not shown with Civic Center workstations (such as 6 Council Members, some persons also with
field offices, and others), even though we included the person in the count of people working there.
The workstations include all stations even if unassigned, as well as four positions which are in "shop"
areas and were not separately measured as workstation areas on the drawings. These "shops" are the
print shop (two work stations) and the mail room (two work stations), and in the analysis of space per
workstation and other benchmark results, we subtract these four so as not to report incorrect averages.
As a result, we have the following summary of workstations:
Total Persons Identified
206
Total Workstations
189
Total Workstations excluding Shop -based
185
Largest Workstation
294 sf
Smallest Workstation
16 sf
Average Size of Workstation (excl. shop - based)
95.4 sf
Standard Deviation
57.1 sf
Median Size of Workstation (excl. shop - based)
82.0 sf
Report to the City of Newport Beach Page 9 Space Utilization Assessment Report
•
•
The chart below plots the 185 workstations by size. The smallest workstation (16 sf) is first on the
left, and the largest workstation (294 sf) is last on the right. Each workstation is included, so hori-
zontal segments of the graph indicate that there is more than one station of that size.
The median workstation (the half -way point on the horizontal x -axis) is clearly less than 100 sq. ft.
In fact, this median is computed (in the tablejust above) to be about 82 sq. ft.
The somewhat horizontal or small -slope shape at the beginning of the graph means that more work-
stations have the indicated smaller size. The scoop up at the end of the graph means that only a few
workstations are of the larger sizes. Very few workstations are above 250 sq. ft. but visually about
20% of them are below 50 sq. ft.
Distribution of Workstation Sizes
300
250
200
LL
V
N
O
150
�i
O
rn 100
50
0
Each Workstation
Grouping Workstations by Position
The above counts each workstation separately, so that if eight Fiscal Clerk positions have eight dif-
ferent workstation sizes ranging from 16 sf to 64 sf, then they are each are shown in the chart. We
also have grouped workstations into clusters of similar job position, in order to begin analysis of
workstation standards which would be assigned on a position basis.
The first level of grouping by positions resulted in 54 categories, as shown in the table below, for the
185 different persons noted above. After grouping the positions, we totaled the space for the grouped
workstations and averaged them for each category; to arrive at the average workstation size for a
given position group. The total of the resulting 54 averaged workstation sizes is 6,180.8 sq. ft., for an
Report to the City of Newport Beach Page 10 Space Utilization Assessment Report
• average size for all 54 (grouped) workstations of 114.5 sq. ft. This effectively smoothes out the raw
185 workstation sizes into 54 grouped sizes.
Even so, it is necessary that the total number of workstation standards be reduced to many fewer, ei-
ther for computing proper needs or eventually for providing required facilities. Workstation stan-
dards should number about 10 for a typical City government. Also, we note that many positions have
average workstation sizes that are below the expected size for similar positions. This disparity is dis-
cussed under the "Benchmark" heading later in this section of the report.
•
The data in this chart are shown graphically on the following page. In the chart, the positions are or-
dered by average workstation size.
Note that the dark red bars indicate the size of the average workstation for the indicated job category,
and the blue bars indicate the number of positions which were found to make up that category and are
used to make the average size.
Report to the City of Newport Beach Page I I Space Utilization Assessment Report
Grouped Workstations by Category of Similar fob Titles
No.
Tot.
Avg
No.
Tot.
Avg.
Position
WS
SF
SF
Position
Ws
SF
SF
Accountant
2
175
87.5
Director
8
1769
221.1
Aide, Engineering
1
39
39
Engr., Assoc. CE
5
496
99.2
AnalystfTrainer
5
567
113.4
Engr., CE
4
430
107.5
Analyst, GIS Syst.
1
148
148
Engr., City Engr
1
185
185
Analyst, HR
2
134
67
Engr., Development
1
148
148
Asst., Administrative
1
93
93
Engr., Jr. CE
3
137
45.7
Asst., Clerical (pt)
1
45
45
Engr., Princ. CE
5
697
139.4
Asst., Department
10
693.6
69.4
Exec. Asst. to City Mgr.
1
186
186
Asst., HR
2
162
81
Field Staff (Insps, etc.)
18
722
40.1
Asst., Management
8
767
95.9
Field, Insp, Pr. Bldg.
2
130
65
Asst., Mapping
2
160
80
Film Liaison
1
36
36
Ass., Office
5
325
65
Finance Officer
1
121
121
Chief Bldg. Insp.
1
180
180
Hearing Officer
1
35
35
Chief, Training
1
163
163
Insp., Fire Dept
1
108.6
108.6
City Atty., Asst.
•
1
208
208
Intern (may incl file area)
6
365
60.8
City Atty.
1
273
273
Manager (all types)
12
1778
148.2
City Clerk
1
125
125
Mayor
1
144
144
City Manager
1
294
294
Mayor, Asst. to
1
58
58
City Mgr., Asst.
2
391
195.5
Officer -Code Enf
1
91
91
Clerk, Fiscal
8
384
48
PIO
1
152
152
Clerk, Fiscal, Sr.
5
259
51.8
Planner, Associate
2
225
112.5
Community Relations Ofcr.
1
100
100
Planner, Asst.
4
322
80.5
Coordinator (all types)
9
922
102.4
Planner, Sr.
5
557
111.4
Deputy Bldg. Official
1
168
168
Specialist (all)
11
645
58.6
Deputy City Atty.
1
153
153
Superintendent
1
168
168
Deputy City Clerk
2
152
76
Supervisor
1
91
91
Deputy Fire Marshal
1
108.6
108.6
Technician (all)
11
668
60.7
•
The data in this chart are shown graphically on the following page. In the chart, the positions are or-
dered by average workstation size.
Note that the dark red bars indicate the size of the average workstation for the indicated job category,
and the blue bars indicate the number of positions which were found to make up that category and are
used to make the average size.
Report to the City of Newport Beach Page I I Space Utilization Assessment Report
City Manage
City At!!
Direct(
City Ally. Ass
City Mgr., Ass
Ease Asst to City Mg
EngnCily Eric,
Chief Bldg. Insl
Superinlendei
Deputy Bldg. OHici,
Chief- Tramin
Deputy City AR,
PI
Manage
Engr-Devalopmer
Ana".MS Sys
Mayc
EngrPdna.L
City Clcr
Finance Office
AnalystlTraine
PWnner- Associat
Planners
Inap, Fire Dep
Deputy Fire Marsha
• EngoCl
LoortlinaW
Community Relations Ofca
Engr.ASSOC Cl
Asst- Managemen
Asst- Adminisorathn
Superviso
Officer4Code En
Accountant
Asst -HF
Planner�ASs
AssbMappint
Deputy City Cled
Asst -0epartmenl
Analys4RR
Fielddnsp, Pr. BWg
Asst-Office
Intern (may [net rile areal
Technician (all)
Specialist (all]
Mayor, Asd. W
Clerk -Final. Sr.
Clerk -Fiscal
EngrJr. LE
Ass4Cledul(pt)
W Staff (Inspa. etc.)
AidnEngineering
Film Liaison
Nearing Officer
All Workstations by Type of Staff Position
Sq. Ft. per Workstation
0.0 50.0 100.0 150.0 200.0 250.0 300.0
•
0 2 4 6 8 10 12 14 16 18 20
No. of Workstations of Type
E
•
Department -Level Comparisons
The space occupied by the various Departments is summarized as follows:
No. of No. of Total Sq. Ft. per
Persons Workstations So. Ft. Workstation
City Clerk
3
3
824
274.7
City Attorney
5
6
1,466
244.3
Fire Department (Admin)
16
15
3,417
227.8
Administration
14
8
1,636
204.5
Planning Dept
21
20
3,475
173.8
PWD
38
33
5,722
173.4
Administrative Svcs. Dept.
57
54
8,357
154.8
Community Services Dept.
18
14
2,076
148.3
Building Department
25
27
3,988
147.7
Human Resources Dept
9
9
1,200
133.3
General Services Dept.s
0
0
155
0.0
These figures omit Building A, and also omit non - department ( "General Building ") areas, so no
grand totals are given here. These figures allow comparison of workstations "densities" across de-
partments, and show, among other things, that on the average smaller departments have higher
amounts of space per workstation on the average. This is due mainly to the fact that support spaces
(such as the vault and counter space in the City Clerk's office) are distributed across fewer staff (in
the case of the City Clerk, there are only 3 staff), so that the averages get larger.
The following three charts show, respectively, the following:
1. Chart 1 shows the total net sq. ft. for each Department and the total number of workstations in
each. The scale to the left applies to the vertical bars; the scale to the right applies tot he line.
2. Chart 2 shows the total number of workstations (vertical bars) and the average square footage per
workstation ( "density "). Note that all the larger Departments are well under 200 sq. ft. per work-
station. The Departments are ordered by number of workstations in this chart.
3. Chart 3 shows the total space per workstation and the total space allocated to each Department.
The Departments are ordered by space per workstation, from high to low.
The key observations are (a) the larger departments are all below 200 sq. ft. per workstation, (b) small
departments may deceptively appear to have larger space per workstation„ (c) on balance, density,
when used as a measure of efficient space use, does not take special needs for public counters, store-
rooms, and other non -staff areas into account, even though it is commonly used as a benchmark.
b The General Services Department space consists solely of a building maintenance room, and no "workstation"
as such.
Report to the City of Newport Beach Page 13 Space Utilization Assessment Report
0
0
9.000
6.000
*.000
6,000
N 5.000
1.000
3
3.000
2.000
1.000
0
Adllurvseative POW Works 6ui e,e, Copt. Planning Dept Fie CwmeunM CM CM AOUrney Human
Svcs. Dept. Dept. DepaNnent Svcs Dept Meeiniseetion Resources
(Morin) Dew
Total Net Sq. Ft and Total Workstations
aISF —�• WS
Total Workstations and Avg. SFIWorkstation
16" t6s t SFWVkG
60
50
40 `o
30
3
20 d
2
10
0
CM CICk General
senlcas not.
60.0
300 0
50 0
250.0
a 10.0
200.0 9
9
C
a 30.0
Me 0
3
`g
i 20.0
too o '��
100
500
0.0
00
MlnnistlaOve Pudic Works 6uileirg Dept FleMllg Dew FOB CommunM City City Momey Human CM Clerk Gmmral
sv Dew. Dew. Department Svn. Dept Admiwstratnn ReSe..' Servims Dew.
(Admen) Dept.
Ti
C
E
a
Avg. SI'Morkstation and Total Net Sq. Ft.
®SFhVkstn —�— To1 SF�
CM Clerlt co money FFB CM Men" Dew pudb Woks Mretre five C,e n erly 9upwng Dew. Hu—n General
De,vUeent AdRnnlwrtten new Svcs, Dept 6 ' Dew. Resources Services Dew.
(Admen) Dept.
Report to the City of Newport Beach Page 14
Space Utilization Assessment Report
LL
a
• BENCHMARKS OF SPACE UTILIZATION
General Services Administration Guidelines
Beginning in the mid- 1990's and continuing into the present, the U.S. General Services Administra-
tion's Office of Governmentwide Policy began to adapt the approach taken in allocating Federal of-
fice space to the practices and experiences which were occurring in the private sector as well as in
other quadrants of the public sector. This came about as the Federal Real Property Asset Manage-
ment Principles were examined and as recommendations for improvements and the adoption of "best
practices" into the Federal community.
The result has been movement toward an approach that emphasizes flexibility, individual agency re-
sponsibility, strategic planning for real property needs, and adoption of space -use efficiency standards
as measured in private sector terms.
Ultimately, there are several measures of space utilization that can come into play, depending upon
the criteria or factors which are to be tested. Space per person, space per workstation, cost of space
per person, and others all are the kinds of measures that have been examined.
While the principles are easy to express, the details are very difficult to implement. For example, it is
difficult to agree on common definitions of "workstation," "person," "cost," "space -in -use;' and other
factors. Are part -time persons counted as fractions or as whole numbers, are dual - assignment work-
stations (as for interns in Newport Beach) counted only once, and when costs' are considered, how
are they computed? Is space measured as gross space, workstation space, rentable space, or other
mix?
• The basic approach has been to move toward the BOMA definitions and to use measures common in
the private sector for most benchmarking. This is not universal, since there are some extreme situa-
tions which just do not fit into the private sector model. Moreover, it is important to take care that the
measures used for benchmarking do not drive policies to the wrong conclusions: efficient space use
does not mean making workstations small, at least not to the point of lost functionality, and it is
fruitless to compare the space needed by attorneys, say, and clerk- interns. Benchmarks have to be
taken as averages over large numbers of operations, and where possible similar operations should be
used in comparison.
An important benchmark document for space standards produced by the U.S. GSA is Office Space
Use Review: Current Practices and Emerging Trends, printed in 1979 by the Office of Real Property.
This document surveys numerous private and public sector sources for space standards and utilization
ratios. In it they also observe:
1. The workspace is changing, and evaluating space use is more complex as a result.
2. All organizations surveyed look at some type of square feet per person measure.
3. The U.S. Government average for space use is 200 usable s.f. per person, as compared to the
U.S. private sector average of 250 usable s.f. per person.
' For example, costs may include operating costs, costs of equipment and furnishings, costs of original con-
struction, cost of replacement facilities, cost of special equipment associated with the functions examined, and
so on, and these may or may not be useful in examining space utilization effectiveness, efficiency, or produc-
tivity.
Report to the City of Newport Beach Page 15 Space Utilization Assessment Report
•
•
•
The following table is a summary of selected office space utilization rates which were obtained by the
U.S. study team and reported in the referenced document:
Source
Group /Component/Measure
Usable SF /Person
BOMA Experience Report
U.S. Private Sector
245`
Bldg E
U.S. Government Sector
204`
Arthur Anderson LLP
Private Sector Target Value
250
6,128
Technology Finns (Sample)
206
Lucent Technologies
Occupancy Density Targets (depends on types)
174 -190
Mobil Corporation
Overall Density Target
225
Dun & Bradstreet Corp n
Headquarters Density Standard
190 -200
State of Virginia
Maximum per Person
250
State of Texas
Statewide Average
234
State of Missouri
Statewide Average
200
State of Oregon
Maximum Allocation (average)
200
U.S. Government
Overall Average (GSA)
200
`Converted from BOMA Rentable where reported, but using the BOMA definition for Usable
The GSA Document goes to lengths to point out that these numbers are specific in what they refer to
and may not be valid comparisons for different agencies that have a different mix of functions, needs,
and support components. Among the caveats: (a) this applies only to "office type buildings," (b) us-
able sq. ft. is measured using the BOMA method ( "the space where a tenant normally houses person-
nel or furniture "), and (c) the persons used are the persons housed during a peak 8 -hour shift, includ-
ing temporary, part-time , other - agency, budgeted vacancies, and other persons who are intended to
be officed in the area.
The space utilization at Newport Civic Center is repeated in the table below, based on using the
BOMA methods for space use calculations. See the earlier discussions for how BOMA Usable is
computed in Newport Beach. Also, note that we have used workstations as a measure of persons
since this seems to capture the intent of the measures above, by including some field staff where they
use the Civic Center offices and otherwise omit persons who are housed off -site.
Department/Area Bldg A
Bldg B
1st Fl
Bldg C
2nd Fl
Bldg C
1st Fl
Bldg D
2nd Fl
Bldg D
Bldg E
Total
B /C /D /E
Total
All
BOMA Usable (see text) 3,318
10,875
5,737
6,128
7,466
3,764
590
34,560
37,878
BOMA Rentable 3,495
11,651
5,985
6,643
8,983
4,089
614
37,964
41,459
Total Persons (workstations) 0
68
32
39
34
17
0
189
189
Usable SF/Workstation n/a
159.9
179.3
157.1
219.6
221.4
n/a
179.7
200.4
The following chart illustrates these figures. Note that the average for all buildings is about 200 sf
per workstation, and when Building A is omitted, the number is about 180 sf per workstation.
Report to the City of Newport Beach Page 16 Space Utilization Assessment Report
u
E
250.0
200.0
C
0
i 150.0
`0
3
v
n
100.0
LL
D-
N
50.0
0.0
Usable Sq. Ft. per Person (workstation)
Newport Beach Civic Center
Bldg CA Bldg C.2 Bldg D.1 Bldg D.2 B /C /D /E All Bldgs.
There are two ways to compare Newport Beach Civic Center to the GSA benchmarks. Either com-
pare the figure for all buildings to the commercial office (private sector) measure of 250 sq. ft. per
person, or if the Council Chambers facility (Building A) is omitted, compare the result to standard of-
fice average of 200 sq. ft. per person. In either case, the City is significantly below the benchmark.
The GSA points out, further, that older facilities typically show inflated averages, which may signify
a greater present need than do the above ratios.
Local Government Workstation Standards by Position
The GSA report referenced above contains a number of example standards at the State level, and also
notes that local and other government standards have been developed according to their needs. Most
space standards apply to individual positions, and not to overall densities.
We made a survey of local governments, and while some of this data is old, it is still in use in various
jurisdictions. In any event, the following table of standards represents an example of comparison lo-
cal governments and the approach they take at allocating offices.
We have not yet assigned persons to these standards, but will ask the City's help in identifying the
appropriate job description categories to go with the associated workstation space standard. This
process will be part of the review of this report with the City.
Report to the City of Newport Beach Page 17 Space Utilization Assessment Report
0
•
•
Selected Aqencies
GSA (Typical)"
LA County (Social Svc)
LA County (General)
Orange County
Riverside County
San Bernardino County
San Diego County
LA City...
Selected Publications
Open Office
Architect's Journal
Summary
Avg of Other Sources
Proposed Standards
Private Office
I Typical Open Systems
Exec'
Mana- Super-
er visor
Other
Ofc
Basic
Ofc I
Drafting
Supv. I
Gen I
300 -400
225 -300
225
150
100
100
60-75
250
150 -225
130 -150
-
80 -130
-
65 -90
56 -85
250 -350
250
120 -160
-
80
79 -90
-
50
270
180
144
-
108
-
-
-
300 -375
225
150
-
144
69
-
57
150 -200
150
120
120
70 -90
50-85
-
50 -80
300
250
120
-
-
n/a
120
50-100
250
140 -180
140 -180
140
120
85 -110
100
60 -85
200 -350
100 -250
100 -150
-
80 -150
80 -150
-
50-90
247 -452
194 -247
151 -194
-
86 -118
75
97
48 -75
304
208
151
137
108
86
99
65
300 -240
210
150
150
120
75 -90-
96
60 -75
120
Compares to City Manager and Department Heads, as well as higher positions in some agencies.
" Old standard for individual office assignments.
Various office enhancement provisions are also described for various job classifications.
The proposed drafting stations are 75 sf for a basic table /user- chair; 90 sf for table, user - chair, and drafting -
sized back - table;
and 120 sf for table, chair, back -table (drafting size), guest seating, and file space.
Enclosed area is 96 sf; the allocation may also include circulation which adds to this allowance.
Note: Sources for some entries are from materials of a wide range of dates, and are available on request
Illustration of Proposed Standards Compared to Other jurisdictions
350
300
250
200
150
100
50
Executive' Manager Supervisor Other Oro Basic Ok crafting Supv. Gmwral
O Average of listed Otner SOUM6S ■ Proposed StacdarM1e
Report to the City of Newport Beach Page 18
Space Utilization Assessment Report
• QUALITY OF WORKSTATIONS
In all the above review of quantity of existing space allocations, we have not addressed the quality
and functionality of the workstations. Generally, from our experience as well as from the reports of
the users, the existing staff workstations are generally not well designed and do not make for more
efficient office functioning. This is not true in all cases, however, and some workstations are ex-
tremely efficient in how they function as well as how they utilize space.
Part of this situation comes from the fact that many workstations are custom - built, in some cases for
the persons who are now in those workstation and in some cases for persons who are no longer there.
While technology, organization, and operational procedures are generally slower to change in Gov-
ernment office spaces, in time hard -built workstations become less convenient or appropriate to their
originally designed function.
There is another class of workstation in the Civic Center which is not so custom -made as it is assem-
bled from available materials and equipment. And this is not so much for efficiency as for the avail-
ability of components. There are examples in the Planning and Building Department staff areas espe-
cially, where individuals make do with all sorts of odd collections of equipment or ad hoc
furnishings.
There is also an issue of design and quality from an aesthetic viewpoint. This is not discussed much
here, since our purpose is to focus on amount and functionality of spaces, but it is a real
Overall, it is clear that some part of the crowding, inefficiency, and functional overhead is due to im-
proper or inadequate workstation design, layout or use.
OTHER AREAS
Conference and Meeting Rooms
There are several conference and meeting spaces in City Hall, but even so these are inadequate to
meet the routine needs there. The conference spaces which exist are listed as follows.
Building /Conference Area Sq. Ft.
Building A
Council Chambers (meeting area only`)
11819
Council Conference Room
400
Building B
Lobby Conference Room
244
Building C
Public Works Conference Room
176
Building Department Conference Room
178
Planning Conference Cubicle
84
Building D
Fire Department Conference Room
555
Legal Department Conference Room
258
` Council Chambers (storage, vestibule, etc.) adds 865 sq. ft.
Excluding the Council Chambers, this amounts to a total space of 1,895 sq. ft. for conference areas,
• serving 189 workstations, or about 10 sq. ft. per workstation.
Report to the City of Newport Beach Page 19 Space Utilization Assessment Report
• The basic planning guide we use is minimally 15 sq. ft. per workstation, with between 5 -10 sq. ft. ad-
ditional space for "special" meeting areas, such as interview rooms, plan check meeting rooms, de-
partment libraries, and the like. This partly accounts for more space per seat than the existing spaces
now allow, and partly accounts for more meeting rooms in general. One major problem today is that
there are few rooms big enough for mid -size meetings.
It should also be noted that the location of the existing rooms is also very inconvenient. For example,
the conference room in Building A might be even better used if it were not so remote from most de-
partments. A group meeting there can "cost" an extra 10 or 20 minutes in logistic overhead, allowing
for walking both ways, getting materials there, and the occasional unexpected need to go back to
one's office for some information. Disability access is a related issue which is addressed more fully
in the review of existing building conditions and code deficiencies. It is enough to say here that of
the conference areas listed above, half the rooms are inaccessible, accounting for even more than half
the total meeting space aside from the Council Chambers.
It is also important to stress the need for some specialized meeting spaces which serve unique pur-
poses. For example, most One -Stop Shops provide for at least one meeting room equipped to allow
visitors to review plans in a private (or semi - private) space, away from the main public counter.
These rooms may be equipped with typical tables and chairs, so that the room can be used for differ-
ent purposes when available, or may be equipped with a standing- height table (or counter) and no
seating.
Most departments have some special meeting needs, none of which are provided today, except for the
City Attorney office area which is provided with a small (and ill - fumished) law library. Other typi-
• cally needed special - purpose areas include meeting space for labor negotiations and hearings, auditor
workrooms, workrooms that provide space for packet assembly or for special project team meetings,
and department libraries which may contain meeting and reading areas.
Public Areas
The public areas at the Civic Center include (a) the main building lobby, (b) the access -ways between
and reception points at each building and Department, (c) all public counters, (d) waiting areas at
each Department, (e) the Council Chambers vestibule and main meeting room. These can be evalu-
ated in terms of amount of space, functionality of space, and design of space. We leave the last of
these to a later report on implementation strategies, design guidelines, and other design considera-
tions.
Main Building Lobby
The building lobby appears adequately sized, but this is partly due to the fact that there are so many
entry points to the Civic Center that this area serves only the first -time Civic Center visitor and those
visitors who are coming to an adjacent department. Uses are mixed, with Revenue functions and
Administrative functions merged, so that the visitors using the lobby are not very well segregated by
purpose of visit. Ile area also does not serve informational purposes well, since signage is limited
and the take -away materials are not very well organized or displayed according to the visitors' needs.
Ile adjacent conference room, being open to the lobby, allows both areas to function less well than
they should.
Access Paths and Building Entry Points
• It is difficult for visitors new to the Civic Center (or new to a different Department than they usually
visit) to find their way from the parking areas to the function they are seeking, assuming that they are
able to park near the building in the first place. Visitor parking is deficient, as noted elsewhere, and it
Report to the City of Newport Beach Page 20 Space Utilization Assessment Report
• is dispersed between three or four primary areas' none of which are signed as to what functions are
best reached from any location. The general signage in the passage areas is also not very good, espe-
cially in directing persons both according to function and to Department name.
E
•
While the weather allows for less discomfort in the outside passages most of the year, it is at other
times not so pleasant. All movement between buildings is open at least to the side, and the number of
entry points to the campus are as numerous as there are spaces between buildings. There are, fur-
thermore, awkward passages through Departments (such as through City Clerk offices to get to Hu-
man Resources, or to access the upper floor areas) which are disruptive and confusing. Most of the
visitors are not first - timers, of course, and so the problems apply mainly to those who come once, or
those who come rarely, but for these persons the visit is not easy.
Public Counters and Related
There are a number of public counter areas and department reception points:
Building
Area
Description
Building B'
Community Svcs. Dept. Counter /Lobby
16 Counter with 2 built -in workstations
Admin. Services Dept. /Revenue
11 Counter with 2 workstations
Main Lobby /Asst. to Mayor
6 -1/2 Counter at workstation
Main Lobby /Exec. Asst. to City Mgr.
18 Counter at workstation
Administrative Svcs. Dept. /Cashier
13 3- station Counter
City Clerk
11 Counter /limited waiting
Human Resources
12 Counter at workstation + display
Building C
Public Works Department Counter
18-1/2 Counter+ 6 seats
Building Department Counter
24 Counter + 6 seats
Planning Department Counter
(included)
Planning/Building Dept. Waiting
6 seats + others near Director
Building D
Print Shop
Workstation
Mail Room
Workstation
Fire Department/Prevention
6 -1/2 Counter
Fire Department/Admin.
Workstation
MIS
(no clear reception point)
City Attorney
Counter at workstation + 1 seat
`Omits a non - public area for Payroll, consisting of 1 guest seat at workstation
Note: all dimensions are approximate, from plans supplied by City.
At quiet times, these amounts of space are generally adequate, but this is not often the case. Espe-
cially City Clerk and Human Resources areas are crowded, not just because of counter length but also
due to the absence of space for waiting and passing on the visitor side. All counters are crowded on
the staff side, including those serving the development functions, and the existing counter space could
be doubled (that is, doubled in depth) merely to provide the same counter length in an adequate work
space.
As to required counter "stations" (which is to mean counter length), all Departments report significant
problems at many times. For development - related functions, we generally assume a 5' counter length
as equal to one "station." For other functions we usually assume a counter length of 4' although in
s There is a dedicated area on the north side, for about 10 persons, a time - limited area for about 1 I more persons
on the back side of the Civic Center, metered parking behind the Council Chambers, and on- street parking
along 32' Street and nearby.
Report to the City of Newport Beach Page 21 Space Utilization Assessment Report
• some cases, when there are suitable separations for visitor privacy and security, as well as suitable
equipment for staff to conduct business, it is possible to reduce a counter station to 3' of length.
Staff space deficiencies have in part led to building staff workstations into the counters in an effort to
create more efficient work areas. This limits the use of the counter even when business is heavy to
the few workstations which are constructed (as at Human Resources), but does allow for staff to al-
ternate from their work surface to the visitor more easily. This is fine for those situations where (a)
future growth in work volume, (b) changes due to new equipment and technology, (c) staff work
functions, and (d) seasonal and workday visitor peak volumes are all generally unchanging. Hexibil-
ity over time is provided, however, when the staff workstations are not integrated into the counters
themselves.
Department Waiting Areas
The above table also indicates the character of Department waiting areas other than counters. As
shown, these are in almost all cases minimal, and Departments report a general need for more space
and accommodation (as at the offices of the City Attorney, where visitors cannot wait comfortably at
the point of reception). This is all part of the general conversion of available space into staff and op-
erations work areas, whether for desks, storage, or other uses, and contributes in no small part to the
sense of crowding and limitation of office space.
In particular, there is limited space for departments to display informational materials and to conduct
reception -area business (such as space for applicants in Human Resources). Most of these reception
points seem, at least to us, not so much to convey a sense of efficiency in government and space use,
which is appropriate, as a sense of clutter, constriction, and inefficiency, which is not.
• CONCLUSIONS
L_J
The space allocations in the Newport Beach Civic Center are smaller than the benchmarks of compa-
rable jurisdictions by between 11% and 25 %, and space conditions are functionally and qualitatively
below desirable levels. It is also the opinion of the survey team that the nature of workstations in use
do not allow for adequate flexibility to meet technological, operational, or organizational changes and
advancements that typically occur over time.
Report to the City of Newport Beach Page 22 Space Utilization Assessment Report
4. EXISTING BUILDING CONDITIONS
APPROACH
LPA, Inc., and its consultants have reviewed the existing Civic Center drawings made available by
the City of Newport Beach. These drawings include 1945 City Hall, 1975 Council Chambers, 1984
Community Services building, and miscellaneous other additions.
They also conducted a site observation tour of the project area on March 7, 2002. This tour and re-
sulting review consisted of a overview of the building shell as well as a walk -thru of the interior
spaces. The buildings assessment is one of the first steps in the scope of services of this project to
understand what improvements need to be made to the City Hall Campus which will better serve the
citizens of Newport Beach. No testing of materials or removal of finished materials for observation of
concealed construction was undertaken.
GENERAL BUILDING ASSESSMENT CONCLUSIONS
The evaluation of the buildings by LPA and its consultants is presented under separate cover in a
document accompanying this report.
This evaluation represents the survey team's opinion of the conditions of the construction based on a
general review of the drawings and on personal site observation. It is not in the scope of this report to
evaluate code compliance extensively , or to determine probable damage and losses caused by seis-
• mic activity. In making a general review, it should be recognized that conditions and deficiencies
might exist which the team has not been able to identify specifically. This review is not intended to
preempt the technical or professional responsibility of the project design consultants in any way, and
does not represent a warranty or guarantee on our part that other problems may not exist.
The findings are summarized generally as follows:
• Overall, the complex has responded to short -term needs without a master plan to guide the
expansion and changing needs of the City. Many of the current problems with the work envi-
ronments, space allocations, lack of adequate parking, and inefficiency in systems are related
to this lack of planning.
• Confused circulation and a lack of a central lobby or entry point make many departments ei-
ther too accessible to the public or difficult to find. Lack of control and security are an issue
with all buildings.
• No building meets current practices for seismic design. Of the four buildings where seismic
systems could be reviewed, all building would experience varying degrees of structural dam-
age in a major seismic event.
• The existing Fire Station very likely does not meet the requirements of an essential facility
and would likely sustain significant structural damage in a major seismic event.
• ADA violations are widespread with none of the buildings complying with ADA require-
ments.
• HVAC systems and Electrical systems are all individual - building - based. This causes energy
inefficiency and is costly to maintain and service.
•
Report to the City of Newport Beach Page 23 Space Utilization Assessment Report
S. PROPOSED SPACE STANDARDS
INTRODUCTION
A space standard is defined as a specific square footage allocation for an operation, an item of equip-
ment, or a functional area, to which is added a description of what functions can be performed in that
area. Thus, for example, once the functions and activities of a person are known, it is possible to se-
lect a workstation and a square footage allowance that are appropriate for that person. The following
pages contain a description of the proposed workstation and private office standards, and also related
definitions.
Development of Space Standards
What is Included in the Standard
Equipment standards are based on the item footprint, workspace for operating the equipment (opening
drawers, for example, and access to or around the equipment. Workstation standards are based on the
work surface needs (equipment, papers, writing space, reference space, and so on, on the desk or
work plane), on filing needs, on bookshelf requirements, and on guest seating. There is a distinction
between enclosed (office) workstations and stations in "an open area."
• For enclosed offices, our standards are measured to the center line of the boundary walls of the
room, and include no access space outside. It is assumed either that access will be directly off
major circulation networks or that it will be off unit circulation areas provided with other open
work rooms.
• • For elements in an open area, an allowance for access is added to the workstation footprint in the
space standard. Similarly, for panel - enclosed stations, we include an allowance for access in the
standard (to account for inner circulation).
•
Access Around Workstations and Equipment
Access is the space around the footprint of the item of equipment and open workstations, and it is
used to create side aisles into a cluster of desks, or to allow for opening file drawers, cabinet door
swings, and so on. As noted, we include this in the standard allowance for panel - enclosed or for open
workstations. The item allowance and access comprise the equipment or workstation standard, as il-
lustrated in Exhibit 1.
EXHIBIT I
An Open Workstation
FA 1
L - -i
B J
- -- C
A = Item Footprint; B = Access;
C = A +B = Standard
Report to the City of Newport Beach Page 24 Space Utilization Assessment Report
• Unit Circulation and Layout Factor
Unit circulation is a network of main aisles, generally passing in front of offices or to shared work ar-
eas. An additional factor sometimes must be added to account for layout variances, which in the
amount of space required to account for non - rectilinear design, design features which are peculiar to a
given plan or existing facility, including such factors as disproportionate number of offices, column
placements, design flexibility, extra sense of openness, and so on. Generally, however, we include
the layout factor in the unit circulation allowance rather than accounting for it separately.
•
\J
Exhibit 2 illustrates these separate concepts: item space allowance, access, total standard, circulation,
and layout. It shows a series of workstations, an area for "circulation," and an extra need for 'layout"
contingency due, in this case, to the location of a building column.
EXHIBIT 2
Unit Circulation And Layout
Inner Circulation
D
C = Standard D = Layout Allowance (due to column)
Computing Building Circulation, Core, and "Gross" Square Footage
The estimated net square footage needed equals the sum of the required standard areas, the unit cir-
culation, and the other factors described above.
To estimate the size of (gross) building floors, it is necessary to add further allowances for the major
circulation areas, mechanical areas, and building core. These additions are based on typical percent-
ages encountered in actual building experience, and the ratio of total net to total gross square footage
on an entire floor (or entire building) is the assumed "efficiency" of that floor (or building). See Ap-
pendix C for definitions.
Space Standards Presented Here
Space standards are presented for the following types of areas:
Workstations — Private Offices
Workstations — Traditional Open Stations
Workstations — Systems Furnishings
Open Area Equipment
Conference Rooms
Other Rooms and Areas
Report to the City of Newport Beach Page 25 Space Utilization Assessment Report
• WORKSTATION STANDARDS— PRIVATE OFFICES
Private office standards are designated by the letters "PO" and are in most cases defined as having
floor -to- ceiling walls and a door. The walls may be partially glass or may be equipped with pass -
through openings, but such refinement considerations are noted in the program notations and not in
the standard allowance itself.
We also provide for some private offices to be shared by two or more persons, and adapt the private
office allocations to "shared" private office standards where needed. In this case we generally use the
symbol "SPO" rather than "PO."
EXHIBIT
Private Office Standards
•
Report to the City of Newport Beach Page 26 Space Utilization Assessment Report
Space Std
Typical
Typical
Symbol
f-tp't/Acc'srrot'I
Assignment
Furnishings
PO -1
90
— 90
Cubicle Once
Desk and chair, file, seating for 1 -2 guest Often may not be a full
height office. This standard is rarely allocated, and is included for
completeness in these standards.
PO -2
120
— 120
Supervisor
Desk and chair, credenza or back table, file, seating for up to 2
guests.
PO -3
150
-- 150
Special cases
Desk and chair, credenza, 2 guests at desk, side seating for up to
two persons.
PO-4
180
— 180
Manager
Executive desk and chair, credenza, 2 guests at desk plus side
seating for 2.
PO -5
210
-- 210
Special cases
Executive desk and chair, credenza, 2 guests at desk plus side
•
seating for 2 or small conference table.
PO -6
240
— 240
Division Head
Executive desk and chair, credenza, 2 guests at desk plus side
seating for 4 or small conference table.
PO -7
300
— 300
Department Head;
Executive desk and chair, credenza, 2 guests at desk, club seating
City Manager
for 4 -6 or conference table.
PO-8
360
— 360
Unassigned
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus small conference table.
PO -9
400
-- 400
Unassigned
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus conference able.
•
Report to the City of Newport Beach Page 26 Space Utilization Assessment Report
0
•
•
Illustration - Private Office Standards
...-- Fr _—
El
ri
n U
PO -3
150 sf Private Office
FJ
LM DEA
PO -4
180 sf Private Office
Report to the City of Newport Beach Page 27 Space Utilization Assessment Report
•
•
•
Illustration — Private Office Standards
PO -5
210 sf Private Office
i
El
Ll
5^tiss�
2 0 sf Private Office , \
Report to the City of Newport Beach Page 28
Space Utiliution Assessment Report
11
•
•
Illustration — Private Office Standards
u \
IEI
O
UU
a�
3
PO -7 `\
300 sf Private Office
Report to the City of Newport Beach Page 29 Space Utilization Assessment Report
•
•
•
Illustration — Private Office Standards — Shared Offices
SPO-3
150 sf Shared Office
SPO -4
180 sf Shared Office
S PO-2
120 sf Shared Office
�� -fi
.1/
Shared
E71office
SPO -5
210 sf Shared Office
Report to the City of Newport Beach Page 30
Space Utilization Assessment Report
•
•
WORKSTATION STANDARDS — TRADITIONAL OPEN WORKSTATIONS
Traditional open stations are defined as having no integral panels as part of the stations, but are desks
and work units which are found in traditional offices. These stations may have surrounding panels,
for privacy or acoustic reasons, but traditional furniture is assumed. Open stations usually occur in
groups of several stations or in conjunction with a block of filing or other unit equipment items. In
some cases, the program may designate two (or more) open stations to be located in a room, as in a
shared office.
The following Exhibit summarizes the space standards allocated to traditional open area workstations.
Standards for System Work Stations are presented following.
EXHIBIT
Traditional Open Workstation Standards
Space Std Typical Typical
Symbol Ftp't/Acc'srFot'I Assignment Furnishings
cws
30
30
60
Staff with std. desk
ews
30
30
60
Staff with std. desk
/r
10
5
15
as required
/s
5
10
15
as required
ews /r
40
35
75
Staff with exec. desk
sws
20
25
45
Staff with small desk
dws
40
35
75
Staff with drafting stn
dws/r
60
30
90
Staff with large
drafting station
uws
60
30
90
"U "- workstation
Report to the City of Newport Beach Page 31
Clerical work station (cws), with lowered side return for termi-
nal or typewriter. May include desks without a return, in some
cases.
Work station (executive work station) without a typing or
equipment return (double pedestal desk) or else with a return
at executive height.
Indicates the addition of a reference unit (back table or lateral
file) behind and as part of a work station.
Indicates the addition of a guest side -chair beside and as part of
a work station.
Executive work station (see "ews ") with back unit
Small work station (desk 36" - 48" wide); may be a single -
pedestal desk
Drafting table and chair.
Drafting table, reference unit or work desk, and staff chair.
Some plan storage at the station may be included.
"U "- station for Records Clerks, including a desk, computer
work station, and side surface for reference materials, radio, etc.
Space Utilization Assessment Report
• Illustration
Traditional Open Workstation Standards
10,-0, 8.-0. 101-01 81-0.
i
o I io
75 sf 60 sf
90 sf 75 sf cws /s cws
cws/r /s cws /r
12'- 6'( *) 9'- 6' I 9'- 6'( *)
a �
m i
0
• 75 sf
120 sf 90 sf dws (drafting station)
dws/r /s dws/r
6--0- 101-01 4--0-
J public side
I
0 0
o In of
F — aD
OP O 12Ffi * service side
60 sf 100 sf 120 sf
Seating (sm group) Seating (Ig group) Public Counter - 12'
f� J
(allow 10 sf ea, lin. ft.)
or 3 stations @ 40 sf each
Report to the City of Newport Beach Page 32 Space Utilization Assessment Report
• WORKSTATION STANDARDS— SYSTEM WORK STATIONS
The enclosures in an open furniture system are generally structural; that is, the panels carry the
weight of surfaces, storage modules hung on the wall, and so on. The panels usually also have built -
in chase -ways for electrical and communications lines (data and telephone), as part of an integrated
wire management design. System work stations are designated by "en" which begins the symbol for
the standard. The "en" is followed by a letter, which indicates the general size category for the work-
station. The space provides for the possible inclusion of one or more back tables, lateral files, ex-
tended side reference surfaces, side chairs, or other components as shown.
•
Therefore, there are alternative configurations that a given space standard can have, so that, for ex-
ample, an "en -c" space allowance can accommodate different work requirements. Also note that
these allowances are generic, in that no one vendor is used. Different vendors may have various di-
mensions and components available in a system line. The following Exhibit identifies the range of
features that each of these standards [[tight have, noting total surface size, length of shelving and fil-
ing, and so on. This is followed by additional illustrations showing conference spaces and reception
stations developed with systems furnishings, and other possible allocations.
EXHIBIT
Analysis Of Open System Standards
(Showing Various Alternative Configurations)
Symbol
Used
Total
SF'
Encl.
SF
Surf.
SF
Peds
No.
Shelf
LF
Files
LF'
Seats
No.
Illustration of the Standard
Reference
& Notes
en -a
58.5
36
20
1 -2
6
—
—
A
standard
it
clerical desk
en -b
76.5
48
18
1 -2
4
—
1
B
compare to
cwsts
• ' This is the total typical "cost" of space for this station, when an access aisle allowance is added. The actual
station size is the "Encl. SF' in the next column.
Not counting files in pedestals.
Report to the City of Newport Beach Page 33 Space Utilization Assessment Report
•
•
•
Symbol
Total
End.
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF'
SF
SF
No.
LF
LF'
No.
Illustration of the Standard
&Notes
en -b
76.5
48
17.5
1 -2
6
—
I
C
an altema-
tive config'n
for B
en -b
76.5
48
24
1 -2
—
6t
—
D
shown with
a data sur-
face
en -b
76.5
48
34
1 or
8
8 -16
—
E
more
compare to
In lieu
cws/r
of files
optional file
en -c
93.5
64
28.5
1 -2
8
8 -16
1
F
®
compare to
cwslr /s
a return is
an option
en -c
93.5
64
31
1 -2
8
6 -12
1
G
+top
or
of file
more
optional
file
Report to the City of Newport Beach Page 34 Space Utilization Assessment Report
0
•
u
Symbol
Total
End.
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF'
SF
SF
No.
LF
LF-
No.
Illustration of the Standard
& Notes
en -c
94.5
60
28
1 -2
7
6 -8
1
H
like D, but
longer for a
LI
guest chair
en -d
115.5
80
33
1 -2
5
roll
I
I
file
drafting sta-
tions are
less flexible
when
smaller than
this
en -d
115.5
80
51
1
10
0 -6
1
J
+roll
drafting
shown with
file
. table
data or
Pas
CAD sur-
face
cno
station
en -d
115.5
80
39.5
1 -2
8
6 -12
—
K
opt
opt
opt
with a
deeper data
work sur-
face than D
or H
Report to the City of Newport Beach Page 35 Space Utilization Assessment Report
0
•
•
Symbol
Total
Encl.
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF'
SF
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -e
137.5
96
43
1 -2
12
6 -12
1
L
longer than
K to fit the
guest chair
better
(shown
with shelv-
ing)
en -e
137.5
96
56.8
2
12
11 -20
—
M
(see L)
added sur-
face and
files replace
the guest
chair
en -e
137.5
96
46.5
1 -2
12
12
1
N
may
also
re-
place
+roll
file
may
also
r eraRing
Da nia
+
lar er ver-
g
Sion of I or
side
re-
guest chair
chair
place
is an option
side
chair
en -e
137.5
96
36
2 -3
8
6
2
O
smallest of-
fice configu-
ration (see
P)
Report to the City of Newport Beach Page 36 Space Utilization Assessment Report
0
•
•
Symbol
Total
Encl.
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF'
SF
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -f
162.5
120
42
1 -3
10
10 -12
2
P
much more
open than
O fora
small addi-
tion of
space
en -f
162.5
120
49
1 -2
12
12
2
Q
+roll
small office
file
version of a
plan- review
station
LI
en -f
162.5
120
66
2-4
20
12 -24
—
R
33
1 -2
10
6 -12
can
can be as-
each
each
each
each
add 2
signed to
but
one person
cuts
needing a
surf
large data
and
station
files
en -g
187.5
144
52.5
2 -3
12
6 -18
2 -3
S
larger ver-
sion of P
with an
added guest
chair
LIU
Report to the City of Newport Beach Page 37 Space Utilization Assessment Report
•
•
0
en /reception
115 sf allowance
64 sf inside
Illustration
System Standards — Miscellaneous Elements
en /reception
185 sf allowance (colored)
72 sf station footprint
48 sf inside
en/conf -8 seats
240 sf allowance
192 sf inside
Report to the City of Newport Beach Page 38
en/pinwheel
300 sf allowance
145 sf inside (total)
en/conf -6 seats en/conf ---4 seats
190 sf allowance 135 sf allowance
144 sf inside 96 sf inside
Space Utilization Assessment Report
• OPEN AREA EQUIPMENT AND RELATED STANDARDS
There are three primary considerations in determining the space requirements for a particular piece of
equipment: (1) the area occupied solely by the equipment item, (2) the space required for the equip-
ment user or operator, and (3) the need for access to the item.
Exhibit 4 outlines the equipment dimensions and square footage allocations for frequently used items.
The total space requirement of each piece of equipment of this nature is determined by increasing the
actual footprint area of the item to allow for access and use. This factor has been determined from
previous experience in developing layouts for similar facilities; space for non - standard equipment is
calculated on an individual item basis.
EXHIBIT 4
Typical Standards For Open Area Equipment
•
Report to the City of Newport Beach Page 39 Space Utilization Assessment Report
Symbol
Typical
Standard
Item
(If Any)
Item Size
Base
Access
Total
Bookcase
be
36" x 12"
3
7
10
Card File
81e
18" x 28"
4
6
10
Coat Rack
coat or ctrk
24" x 48"
8
12
20
File Cabinet — Traditional File
file or sf
18" x 28"
4
6
10
File Cabinet —S- drawer
f -S
18" x 28"
4
6
10
•
File Cabinet — Lateral File
9
36" x 18"
4
6
10
42" x 18"
S
10
Is
48"x 18"
6
14
20
Side Chair
chair
24" x 24"
4
11
IS
Storage Cabinet
stg cab
36" x 18"
S
10
Is
Table
table
60" x 30"
12
28
40
Table—Extra Access Space
table
60" x 30"
12
48
60
Typewriter Stand/Cart
type
12" x 24"
2
8
10
24" x 30"
S
10
Is
Guest Seating -4 lounge
seat -2
—
80
20
100
Guest Seating -2 -3 chairs
seat -I
—
40
20
60
Coffee Station— counter
cof -I
—
10
20
30
Coffee Stationenclosable
cof -2
—
Is
3S
- 60
•
Report to the City of Newport Beach Page 39 Space Utilization Assessment Report
• CONFERENCE ROOM STANDARDS
The size of conference rooms depends on (a) the number of persons seated at the table, (b) the size of
the table (to accommodate bulky items, for example), (c) the possible requirement for spectators
seated away from the table, and (d) presentation or display space. The last may include such needs as
a projector area at the back of the room as well as a screen and presentation area with podium and
such at the front. The standards we have used in this report are summarized in Exhibit 5.
EXHIBIT
J
C -1 1 720 34 Person Conference
- 22 at main table
- 12 at side seating
C -12 800 34- Person Conference
Divisible: 8 -10 person
20 -22 person
Conference seating 22 at table, plus 10 -12 persons at the side,
with a presentation area at the end of the room; and cabinet (pos-
sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet.
Modular combination of C -9 and C-4 conference rooms which
open into one large room using room - divider partitions. Full room
seats 24 at the main table and 10 persons at the side. Cabinet at
one end of room.
Report to the City of Newport Beach Page 40 Space Utilization Assessment Report
Summary Of Conference Room Standards
SpaceCapacity and
Type
Typical
Symbol
Std
of Conference Room
Furnishings
C -1
90
2- Person Interview Room
Table, 2 or 3 chairs.
C -2
120
2-4 Person Interview
Table, 2 -4 chairs.
C -3
180
6 Person Conference
8 ft table, 6 chairs, possible writing surface on wall.
C-4
240
8 Person Conference
8 ft table, 8 chairs, possible tack boards or writing surface. Table
can seat 10, but crowded.
C -5
300
8 -12 Person Conference
12 ft table. 12 chairs. Can add library at one end and seats 8, or
add presentation area and room seats 8.
C -6
360
12 -16 Person Conference
12 ft table, 12 chairs, presentation area at end of room. Can ac-
commodate 16 persons if presentation space is converted to con-
ference space.
C -7
420
16 -20 Person Conference
16 ft table, 16 chairs, presentation area at end of room. Can ac-
•
commodate 20 persons if presentation space is converted to con-
ference space.
C -8
480
18-22 Seat Conference Room
20 ft table, 18 chairs, presentation area at end of room; cabinet
(possibly with coffee service) at other end of room. Can accom-
modate 22 persons if presentation space is converted to confer-
ence space.
C -9
560
22 Person Conference
Conference seating 14 at table, plus 6-8 persons at the side, with a
- 14 at main table
presentation area at the end of the room; and cabinet (possibly
- 8 at side seating
with coffee service) at other end of room. Seats 16 at main table if
no cabinet.
C -10
640
28 Person Conference
Conference seating 18 at table, plus 8 -10 persons at the side, with
- 18 at main table
a presentation area at the end of the room; and cabinet (possibly
- 10 at side seating
with coffee service) at other end of room. Seats 20 at main table if
no cabinet.
J
C -1 1 720 34 Person Conference
- 22 at main table
- 12 at side seating
C -12 800 34- Person Conference
Divisible: 8 -10 person
20 -22 person
Conference seating 22 at table, plus 10 -12 persons at the side,
with a presentation area at the end of the room; and cabinet (pos-
sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet.
Modular combination of C -9 and C-4 conference rooms which
open into one large room using room - divider partitions. Full room
seats 24 at the main table and 10 persons at the side. Cabinet at
one end of room.
Report to the City of Newport Beach Page 40 Space Utilization Assessment Report
•
•
•
C -3
I80 sf • 6-8 Persons
Illustration
Small Conference Rooms
is
C -1
90 sf Interview Rm
C -2
120 sf • 4- persons
nnn
C -4
240 sf • 8 Persons
8 Persons with Presenution Area
C-5
300 sf • 8 -12 Persons
Report to the City of Newport Beach Page 41
12 Persons Without Presenation Area
Space Utilization Assessment Report
E
•
C -6
360 sf • 12 -16 Persons
C -7
420 sf • 16 -20 Persons
Illustration
Medium Conference Rooms
nnnnnrin
UUUUUUU
16 Persons Without Presentation Area
12 Persons With Presentation Area
Report to the City of Newport Beach Page 42
16 Persons With Presentation Area
20 Persons Without Presentation Area
Space Utilization Assessment Report
0
•
•
Illustration
Large Conference Rooms I
C-8
480 sf • 18-22 Persons
18 Persons With Presentation Area
22 Persons Without Presentation Area
MINE in, -
MIM-1M, NI il�
*�**
- - - - - --
C -9
560 sf • 14 Persons at Table (16 Without Built -in Cabinet); 6-8 Side Seating
Report to the City of Newport Beach Page 43
Space Utilization Assessment Report
,,
E
—
C-8
480 sf • 18-22 Persons
18 Persons With Presentation Area
22 Persons Without Presentation Area
MINE in, -
MIM-1M, NI il�
*�**
- - - - - --
C -9
560 sf • 14 Persons at Table (16 Without Built -in Cabinet); 6-8 Side Seating
Report to the City of Newport Beach Page 43
Space Utilization Assessment Report
0
•
u
Illustration
Large Conference Rooms II
Report to the City of Newport Beach Page 44 Space Utilization Assessment Report
0
•
•
Illustration
Divisible Conference Room
24 Persons at Table with 10-I I Side Seating
16 Persons at Table #I with 8 -9 Side Seating • 8 -10 Persons at Table #2
C -12
800 sf • Divisible Conference Room
Report to the City of Newport Beach Page 45
Space Utilization Assessment Report
,I
1'
I,
1'
I
I
1
2
�
16 Persons at Table #I with 8 -9 Side Seating • 8 -10 Persons at Table #2
C -12
800 sf • Divisible Conference Room
Report to the City of Newport Beach Page 45
Space Utilization Assessment Report
�J
CJ
•
Illustration
Training or Meeting Room 1
i
i
i
i
u -
Computer Training Arrangement
Fl Fl Fl FJ Fl
i
i
Symposium Arrangement
Training or Symposium Room
540 sf • 12 -15 Persons
Report to the City of Newport Beach Page 46 Space Utilization Assessment Report
0
is
•
Illustration
Training or Meeting Room 11
Symposium Seating
Meeting Room
700 sf • 20.24 Persons
Report to the City of Newport Beach Page 47
Presentation Seating
Space Utilization Assessment Report
0
0
•
Illustration
Sample Assembly and Meeting Room
(Flat Floor Multi-use Room)
Auai"cewavng
for 70 is shovm.
Report to the City of Newport Beach Page 48 Space Utilization Assessment Report
Video Control Booth
(incl. optional Voice-over booth)
(I 80sf)
Hospitality/
Coffee
(I 20sf)
Stora el
(I 20sf !'l
Provide jacks for cable TV and
I..— =J)
I
communications interface to outside
-F-1 1
: � 1
.1
7
L. i
j I
i
0
rF-
Ll LL J
s�
I
Fi—I
IF] il
L,
I
F
U..'!
F.
L I
F'
I
L] L
r=L
J]
TV
J
Assembly Room
(1,41 Osf)
Board Room/Multi-Purpose Complex
(1.650sf + circulation allowance)
Auai"cewavng
for 70 is shovm.
Report to the City of Newport Beach Page 48 Space Utilization Assessment Report
•
•
•
Illustration
Sample Small Board and Commission Meeting Room
(Flat Floor Multi -use Room)
Audience seating
for 53 is shown.
Report to the City of Newport Beach Page 49 Space Utilization Assessment Report
Video Control Booth
(incl, optional Voice -over booth)
(I80sf)
Hospitality/
Coffee
-
(120sf)
Storage;
i I
F
F-
{ { Searing for 53 shovm. With front able extended,
5 Members plus 4 saff at table in basic
u-z J remove 2 rows for a capacity of
about 40 seats.
position.
Add 4 at able in extended
�f
position.
Flat floor area required.
'�i
!,
,
jr�
LI 1
-F -r
-F11
-
;;
I;
ILIJ
IF-1 Ilf 1J
.G1J
�1_�_I
I.LJJ
�
r�Tl
(7-1.
r =,
J-
,
I, -a�
I
. _.
J.- �I
Provide jacks for able N and
Assembly y Room
communications interface to outside
Movable display area
(1,41 Osf)
Board Room /Multi- Purpose Complex
(1,650sf + circulation allowance)
Audience seating
for 53 is shown.
Report to the City of Newport Beach Page 49 Space Utilization Assessment Report
•
•
Illustration
Sample Medium Board and Commission Meeting Room
(Flat Floor Multi -use Room)
Control Booth
ptional Voice-over booth)
P.Ade jacks for cable TV and
communications interface to outside
_TD IF - Cr
TIF
is
Hospitality/
Coffee
(120so
Storage[)
(120s
Assembly Room
(1,410so
—ter jLi 4��ALA t !L
Board Room/Multi-Purpose Complex
(1,650sf + circulation allowance)
Audience seating
for 42 is shown.
Report to the City of Newport Beach page so
Space Utilization Assessment Report
•
STANDARDS FOR OTHER ROOMS
Other rooms, such as copy rooms, computer rooms, mail rooms, storage rooms, and so on are sized
based on individual content needs. That is, standard requirements for the workstations, unit equip-
ment, counters, and other items in the room are added together, with an allowance for extra circula-
tion (when needed) and for the use of the items. The need for added circulation allowance is typically
based on test layouts to assure an efficient yet workable standard is developed. As with other rooms
is this project, we have generally sized the (smaller) rooms in multiples of 60 sq. ft., to allow the de-
sign and layout process greater flexibility and modularity. Illustrations of standards and assumptions
for selected "other rooms" appear below.
Typical Break Room
WOMEN:
(standard cof-4 )
Report to the City of Newport Beach Page 51
Contains sink coffee,
refrig, Go, trash.
opel DW, MW.
60 sf
Coffee (type 4)
shown as an alcove
Space Utilization Assessment Report
360 sf
Typical Breakroom
Typical Coffee /Service
Counter (small area)
(standard cof -2)
unraim
un4, coRee
20 sf
Coffee (type 2)
Typical Coffee /Service
Counter
(standard cof -3)
-
Content IIn4,
coRee, GD, erssh
30 sf
Coffee (type 3)
Typical Coffee /Service Al-
cove
(standard cof-4 )
Report to the City of Newport Beach Page 51
Contains sink coffee,
refrig, Go, trash.
opel DW, MW.
60 sf
Coffee (type 4)
shown as an alcove
Space Utilization Assessment Report
0
0
Appendices
APPENDICES
Space Utilization Assessment Report
• APPENDIX A — FLOOR PLANS OF EXISTING BUILDINGS
•
The following pages present detailed CAD drawings of the existing Civic Center buildings under the
scope of this project. The base outlines and major partitions represented in these drawings were ob-
tained from the City and were modified in some cases according to observed field conditions at the
time of our physical survey.
We also identified the functions of each space, and have color -coded the areas according to depart-
ment and use. Some colors are reused, so a general knowledge of the buildings and the location of
occupants is needed to track the designations we have used. The area quantities shown on the draw-
ings are given in square feet. Faint red lines bound the areas, so that the exact assumptions of areas,
work station sizes, and allocations used in this report are discernable. In some cases, access space is
included in the workstation, where this appears to be integral to it, but generally this is not the case.
In applying space standards, however, some access and circulation allowances are incorporated into
the standard, and so it may not be true that a direct correlation between an allocation identified in the
drawing will equal the size of a comparable space standard.
Appendix A Page I Space Utilization Assessment Report
•
•
•
Building A
Building B (south section)
11 Community Svcs: Usable Assigned
Community Svcs- Usable CiraM.
i] City Man>,gemenc Councd Area& Unable A igned
EjC+ry Management Council Areas: Unable Cir ,d don
Building Rairwell& Corridors
M&ng Ua mne& Janimr Rooms. Mechanical Rooms
® Building WeN Re.rovadom. Shafo. Oemm�
1 114 f
149 sf
90 sf
46
x
1070
it 55x
16 If
Bsf
34 sf
1
3 sf
99 sf
62 sf
61 x
Sx
x
•
•
Building A
Building B (south section)
11 Community Svcs: Usable Assigned
Community Svcs- Usable CiraM.
i] City Man>,gemenc Councd Area& Unable A igned
EjC+ry Management Council Areas: Unable Cir ,d don
Building Rairwell& Corridors
M&ng Ua mne& Janimr Rooms. Mechanical Rooms
® Building WeN Re.rovadom. Shafo. Oemm�
Building B (central section)
•
E
❑ ❑ Admire S. .: Usable Assigned
1-1 Admin. Svcs.: Usable Circuiavon
E] City Managemc Usable Assigned
Building Soirwelb. Condors
Building Ua Wries, foniwr Rooms. Me anial Rooms
Building Vertical Pd.. Sub. FJ v wrs
s 0 El i95bfi< Works; Usabl¢ Assigned
0 "u Wa Usable Orculadon
EI HR: Usable A,N,n
• EI HR: Usable Circubdon
IM si
iI Ory Oerk Usable Asaigr¢d
iI Ciry Oerk Usable CircNauon
EI ❑ E] Admm Svcs.. Usable As,Wp
❑ Admin. S, Usable CirN1.1On
L1 Ciry Usable Assigied
DBuilding Swrxeps. Corndas
Building Caw[ad¢s, fanimr Rooms. Mah Nn l Rooms
36S N
BON R3 Budding Vemll Penttndons, Sha(rs. Elemors
13
138,f
81 sf Trm"y'�a
• }.`.� F 3795f
I sf
Building B (north section)
I
105 N
101 N 3� 95 sf
P®
rM
N
5IN85f
e,f
7151
37 5f
138,f
81 sf Trm"y'�a
• }.`.� F 3795f
I sf
Building B (north section)
I
105 N
101 N 3� 95 sf
P®
rM
N
•
•
•
Building CA
0 O 0 ❑ ®Publk Works Usable Assigned
Mblle WorW UPWe Omuhuon
❑ Boildin$ Usable Assigned
Building Usable Omulabw 563red with %nning
❑ PbnninV Usable Assigned
Running WWa Cmubdon U.,d wiA Buildim
pfi
WSL�����
L
0 5 IB 20
•
•
•
Building C.2
❑ Building: Usable Assigned
Building Usable dreulauon
ElNaming Usable Assigned
Nanning: Usable Circulanon
❑ Building Suirxdk, Corridors
8WIding Lawmrio faNmr Rooms, Mechanic) Rooms
Building Ve O Pe Lions, Shafu, Ele.ors
303 If
Bo If
>oIt
4 If —4qf 1 1 I 660 If
84 If
IIOsf 115 If 104 If IN It f01 sf 138 If
'a
182 If
5 If
130 sf
I IS If
175 If
135 It
283 sf .:
CHER AIR
0131(
93 If
1050.
105 If
D7 if
168 If
178 If
51 sf
30 sf.
14 If
Bo If
>oIt
4 If —4qf 1 1 I 660 If
84 If
IIOsf 115 If 104 If IN It f01 sf 138 If
'a
182 If
5 If
130 sf
I IS If
175 If
135 It
283 sf .:
CHER AIR
0131(
108#
Building DA
•
132 if
Building E
48 #
99„
Fir, Usable Assigned
3201
21
Fire Usable Circulation
#
Adm. Svcs.. MI5: Usable Assigned
4119
Adm Svt.. M15: Usable Grculatian
0'
Ccrnmuniq Svcs. Usable Assigned
ElAdministrative Svcs.: Usable Assigned
ElGeneml Acs.: Usable Assigned
ElBuilAng Shared Usable (e.g., lunchroom)
Building Sobwvelb. Ca radon
719 if
'
513#
Bonding tawcone %)animr Rooms, Mnc+, Rooms
Building Vertical PeneUations, Shaft. Elea s
45 if
165 if
58 if <
11 if
21 if
60 if
60 if
142 s, �
121 #
42 s
22 s!
125 if
30
#
BS
#
75 if
78
42 s
_
#
•
I 126 if
`
27 sf
n#
mi
295 #
l
nsf
82
61 #
403 if
3
`:33,01
1 16 if
#
14
'.
�
155 #'
I 15901
E
32 if
21.�
J,
IL
_
427 #
16 01I
1
102#
25
66 if
472 if
33 #
584 if
168 if
96 #
129 if
tA sf
10701
11
if
190 if
60sf
2 sf
6 sf
58
117 if
141 if
121 if
132 sf
•43
#
131 if
Os
70 sf
�
EIC
• APPENDIX B — DETAILED EXISTING ALLOCATION OF SPACE
•
•
The following table presents a detailed listing of the existing spaces in the Newport Beach Civic
Center, and indicates, in particular, the space presently allocated to each person who has a worksta-
tion there.
Appendix B page I Space Utilization Assessment Report
Y.5
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• APPENDIX C— DEFINITION OF TERMS
The following terms are closely related, and the definitions for these terms often vary from user to
user. Care should be taken to verify the definitions when these terms are encountered in other
sources.
Gross Building Area BOMA does not make much use of this figure, but for us the term means
the total area of the building enclosed by the bounding walls, exclusive
of overhangs and areas (including docks) outside the building line.
The gross square footage of a building is the sum of the gross sq. ft. on
each floor, which is measured to the outside finished surface of the per-
manent outer building walls. Basements, mechanical equipment areas,
penthouses, etc., are all included. Note that this is sometimes referred to
as the "construction area." Patios, overhangs, and similar elements are
(usually) not included.
Gross Measured Area
BOMA defines Gross Measured Area to exclude the area outside the
"dominant portion" of the bounding wall, and also excludes overhangs,
areas (docks) outside the building line, and enclosed parking.
The dominant portion is usually either the inside face of the wall or the
glass -line of the wall, depending on whether windows make up more or
less than half the wall surface. There are exceptions, however, as in the
case of street -front storefronts.
•
For us, this area differs from the Gross Building Area (by the thickness
of the wall areas which are not included in the "dominant portion" and
also by parking which is included in the Gross for Building E.
Vertical Penetrations
BOMA defines major vertical penetrations to include elevator shafts,
mechanical shafts, and other areas "without a floor," including the
bounding walls of these areas. We measure to the average thickness of
these bounding walls, however.
Tenant Area
BOMA defines the area of a tenant (the "Office Area ") to be the area
where the tenant normally houses personnel, furniture, and operations
under its sole control.
Floor Common Area
BOMA defines the Floor Common Area to be the areas on that floor
available primarily for the use of tenants on that floor, such as wash-
rooms, janitorial closets, electrical rooms, telephone rooms, mechanical
rooms, elevator lobbies, and public corridors.
The Rentable Area for a Tenant on a floor includes its prorated share of
the Floor Common Area for that floor.
Building Common Area
BOMA defines the Building Common Area to be areas to exclude the
Floor Common Areas and Vertical Penetrations, but to include areas
which provide service to (all) building tenants, such as building lobbies
and atria (at the floor level, not the shaft space above), building elevator
lobbies, building mail rooms, and building core service rooms. The
point is to identify areas servicing all tenants rather than just tenants on
•
one floor.
Appendix C
Page I Space Utilization Assessment Report
• In the case of a campus setting, especially where the buildings are each
low -rise as at Newport Beach, it is useful to think of each building as a
"floor" in the BOMA definitions. At Newport City Hall, the lunchroom
would be such an area.
Usable Area BOMA defines the Usable Area as the sum of the Tenant Areas and the
Building Common Areas. Floor Common Areas are omitted. Thus,
typically, the usable area equals the tenant spaces plus the areas which
are shared by all tenants (such as main building lobbies and corridors,
but not floor corridors, for example).
In the case of Newport Beach Civic Center, we are approaching this as if
the entire complex were "the building" and each floor were a floor in it.
Further, each department is treated as a separate tenant. Consequently,
there are only a few areas which are "Building Common Areas," such as
the main building lobby and information area, the lunchroom, and com-
plex -wide mechanical rooms.
Net Sq. Ft
This is the same as usable interior area in this report, and is the space
which is listed in the program tabulation.
Modified Usable Area
In this study, especially where needs are to be computed, it is useful to
distinguish all the main circulation corridors rather than to divide this
between "Building Common" and "Floor Common" allowances. Simi-
larly, it is useful to identify all mechanical spaces needed by the build-
ing, not to distinguish the mechanical areas for a floor from those for the
building as a whole. Consequently, where we make this distinction, we
•
identify the Usable as being Modified accordingly. The usable space is
always defined when the definition is being modified in this way.
Tenant's Rentable Area
BOMA defines the rentable area of a tenant to be Tenant Area (Office
Area), plus the prorated share of Floor Common Area (computed on a
floor -by -floor basis and added) plus the prorated share of the Building
Common Area.
Rentable area for a floor usually includes everything except Vertical
Penetrations.
Building Rentable Area
BOMA defines the total rentable area of a building to be the sum of the
rentable for each tenant (which equals the sum of the rentable for each
floor). Rentable area usually includes everything except Vertical Pene-
trations.
Tenant Usable Area
This is the same as the Tenant Area, above. It equals the Tenant Assig-
nable Area plus the Tenant Assignable Circulation.
Tenant Assignable Area
This is the tenant usable area less the tenant assignable circulation. It in-
cludes (a) the area of rooms or offices, (b) the open areas by or "foot-
prints" of desks, equipment, and so on, (c) the access area around such
furniture or equipment (unless this is part of the "unit circulation" aisle).
Assignable Circulation
This area is equal to the walkways and defined aisles within the tenant
usable area. Access space around open -area desks and equipment is not
included, unless it is overlapped with such well - defined aisles. Unit cir-
•
culation is included in the net sq. ft.
Appendix C
Page 2 Space Utilization Assessment Report
• Inner Circulation This allowance is added inside rooms or areas to provide needed access
to equipment or work stations that are listed there, especially when it is
judged that the total allowance for access which is part of the items'
space standard will otherwise be insufficient for proper layout. Inner
circulation is part of the net sq. ft. of a room.
Efficiency The efficiency of a building is the ratio of net sq. ft. to gross sq. ft., usu-
ally expressed as a percentage. While the "gross" is usually well de-
fined, there are several ways that "net" can be calculated.
Major Circulation This area typically consists of stairwells and corridors defined by fire -
rated partitions and in a multi - tenant building is that corridor space
which is shared by all tenants.
Total Building Area This may be larger than the gross sq. ft. of the building (but never less)
and includes any balconies, constructed covered areas which are part of
the building but exterior to it, and the like. We generally do not compute
a "Total Building Area" beyond the gross sq. ft. figure, unless these ele-
ments are essential to the functional requirement.
Outdoor elements are usually treated as separate items in this report.
•
J
Appendix C Page 3 Space Utilization Assessment Report
• APPENDIX D — EVALUATION OF EXISTING BUILDINGS
J
The evaluation of existing buildings is presented as a separately bound document. A summary of se-
lected findings appears in Section 4 of this report.
Appendix D Page I Space Utilization Assessment Report
U1i i1' a� • _
. 'K'.i
m7NEWPORT BEACH CIVIG.GENTER .-'
W%LrFACILITIES rf
NEEDSAD'SESSMENT
Ar
ej4"�' a :Ckj 0fNewport Beach »
( � '. + it ♦ 6 "� PPP � '.
�r
w +
I Irk enfs
•' `may v Y • �, y
!J• f
t J. '
Bubble Diagram
Administrative Services -pg. I
•
•
ASD, Financial Operations
& Administration
Mmn Payments
Public Counter
for the Building
Payroll functions
•Primary Passage or Access Regular
Access Required Access or Egress
Point Access Needed Periodic
(Optional Passage) Access or Egress
Security .
Barrier
Counter
Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
Administrative Services - pg. 2
• ASD, MIS
•
•Primary
Access
Point
Primary
contact
Significant cs staff for
access for
operations support
Griffin Advisors, Inc.
MIS
GIs
1,056 sf
MIS
Operations
742 sf
ASD, Fiscal Svcs., Mail and Print
These rooms need
access to the
warehouse storage
faciliry. and also to
loading and
delivery.
Convenient City
staff access is also
required.
Access to
application user
departments
MIS
Applications
910 sf
MIS
secure
P
MIS
Computer Rm
550 sf
6
Administration
Access by
ng and
220 sf
various MIS
stall
Fiscal Services
Mail Roomfikemittance
880 sf
MIS
Telecomm
896 sf
tAmke,,ss to
ng and
rage
Fiscal Services
Print Shop
880 sf
Passage or Access Regular Security
Required Access or Egress Barrier
Access Needed . . . Periodic ....> Counter —,
(Optional Passage) Access or Egress Access
Newport Beach Civic Center Needs Assessment
Bubble Diagram
Building Department
•
Access to
parking. Also,
access to public
counter and
1141111
Inspection
some public
visitor craft
Plan Check &
Access to
Division
Permitting
Department
department
1,210 sf
Administration
2S0 sf
Plan Check &
1,431 sf
Permitting
Access to
parking. Also,
access to public
counter and
some public
visitor craft
Plan Check &
Permitting
Controlled
Admin
Public Access
2S0 sf
Plan Check &
Permitting
Office - Plan Ch.
_ 8S0 sf
• Convenient
Building Dept, Office Areas access to OSS
8 P areas a needed
Plan Check &
Permitting
OSS - Plan Ch.
240 sf
Plan Check &
Public Counter Permitting
for OSS OSS - Cust Svc.
,43S sf
Integrated with •'-
Building Dept, One Stop Shop other OSS
S e P P P components
Passage or Access Regular Security
Primary Access Required Access or Egress Barrier
Point Access Needed . . . Periodic ...... _
)Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
City Attorney, City Clerk, Community Services
E
City Clerk
Primary
Access
Point
Considerable access by
City Staff, Council
Members, aml Others.
Access to Chambers
City Attorney
City Clerk
1.173 sf
Public
Acces
Community Services Department
City Attorney
20S7 sf
Access to Limited Public
City Access
Manager
Public Counter
(Includes Recreation
Access to Parking for Services)
staff movement from HQ
w lleld locations � �
Passage or Access Regular Security ,
Required Access or Egress Barrier
Access Needed Periodic ......> Counter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Community Services
Community Services
Adminisvation
Recreation
N
1,174 sf
1,760 sf
Public Counter
(Includes Recreation
Access to Parking for Services)
staff movement from HQ
w lleld locations � �
Passage or Access Regular Security ,
Required Access or Egress Barrier
Access Needed Periodic ......> Counter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
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Bubble Diagram
Planning Department
Access to
Assstant City
Manager
Economic
Development `I Advance Planning
404 sf 420 sf
Code
Enforcement
360 sf
•
Planning Dept., Office Areas
Controlled
Public Access
•Primary
Access
Point
Grim Advisors, Inc.
Passage or Access
Required
Access Needed
(Optional Passage)
Administration
630 sf
Planning Dept., One Stop Shop
Public Counter
for OSS
Regular
Access or Egress
Periodic��
Access or Egress
Newport Be
Current Planning
Main Ofc
780 sf
Convenient
access to OSS
areas as needed
Current Planning
OSS
812 sf
Integrated with
other OSS
components
Security
Barrier
Counter -
Access
ach Civic Center Needs Assessment
Planning
Department
Access to
Shared Areas
parking for field
I.44D sf
access. Also,
periodic public
visitor access.
•
Planning Dept., Office Areas
Controlled
Public Access
•Primary
Access
Point
Grim Advisors, Inc.
Passage or Access
Required
Access Needed
(Optional Passage)
Administration
630 sf
Planning Dept., One Stop Shop
Public Counter
for OSS
Regular
Access or Egress
Periodic��
Access or Egress
Newport Be
Current Planning
Main Ofc
780 sf
Convenient
access to OSS
areas as needed
Current Planning
OSS
812 sf
Integrated with
other OSS
components
Security
Barrier
Counter -
Access
ach Civic Center Needs Assessment
Bubble Diagram
Public Works Department
• Public Works Dept, Office Areas
•
•Primary
Access
Point
Trans & Dev Svcs
Dev. Services
1,379 sf
Trans & Dev Svcs
Transportation
1,750 sf
Administration
780 sf
rans & Dev Svc
Administration
198 sf
Engineering
Administration
241 sf
Convenient to
all parts of the
department
PW Shared Areas
S00 sf
Convenient access to
OSS areas as needed
Public Works Dept, One Stop Shop
Passage or Access
Required
Access Needed
(Optional Passage)
Public Counter
for OSS
Integrated with
other OSS
C.Ponents
Regular
Access or Egress
Periodic ��
Access or Egress
Engineering
Engineering Work Areas
241 sf
Engineering
Engineering Work Areas
1.743 sf
Administration
OSS Areas
I,IOS sf
Security ,
Barrier
Counter
Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
City Hall Shared Areas
•
•
Large Conference
560 sf
Conference &
"Hearing Room"
300 sf
CH Lobby
Access by all
City Staff
OSS Added Areas
Integrate with waiting
Access or Egress
area programmed with
- -- — - ------- ---
the departments.
------------
-------
Access or Egress
VisiCOr �
i Counter
Researc h i
1
' stations for 1
200 sf
' Other Users
' Combine counters to
Conf Rm
i others programmed
180 s(
i
' with each department
'
PC Stations to be located
behind department counters
-- - - -- - -
I and convenient for shared use
PC Stations i
(9 stations programmed),
•Primary
Access
Point
Griffin Advisors, Inc.
Passage or Access
Required
Access Needed
(Optional Passage)
CH Lobby
Main Public
Access Point m
the Building
Lunchroom Areas
Access by all
Ciry Staff
Lobby Allowance
1,000 sf
Note that Staff listed with City
Administration is to be located in
and added to lobby space.
Lunchroom
500 sf
Storage
80 sf
Warehouse
Access especially to Print
Shop and Mail Room, but
accessible to all departments
Warehouse &
General Storage
690 sf
Regular —3111,
Security ,
Access or Egress
Barrier
Periodic .....>
Counter
Access or Egress
Access
Newport Beach Civic Center Needs Assessment
0
•
u
APPENDICES
Report to the City of Newport Beach Appendices City Hall Space Needs Analysis
• APPENDIX A — GUIDE TO READING REQUIREMENTS TABLES
READING THE DATA SHEETS
Layout of the Data Sheets
The tabulation sheets are divided into columns which are grouped as follows:
Item
These columns list the personnel position, room, area, or equipment item described on that row of
the data sheet. Column indents are important, and signify that the indented items are "attached" to
the element out - dented just above.
Space Standard
• The first column identifies either a symbol for the area (such as "PO -4" for private office of type
4) or else identifies that a general allowance ( "allow ") for the item is used.
The second column identifies the size of the item, such as "180° to indicate an allocation of 180
square feet. See the separate discussion of space standards for a presentation of the standards used
and the symbols for them. In some cases, the standard increases in time, and "varies" may appear
in the size column to call attention to this fact.
• At Present
• Actual Sq. Ft. — This is the existing size of the area corresponding to the programmed area. In
some cases, however, the program breaks down the existing area into components, so that several
program lines may have to be added to arrive at the existing sq. ft. figure
•
• Actual WS — This is the number of existing workstations.
• Qty — This is the quantity of items which are required, and applies to the item description for this
line. This is generally based on our survey of existing conditions and on interviews or question-
naires.
• Required Sq. Ft. — This is the required net required square footage, based on the space standards
used, the quantity of items, and the other indicated assumptions, and allows a comparison to the
existing actual sq. ft.
Projected Future Requirements (Each PL)
• WS — This is the number of workstations provided for in the Program.
Qty — As at present, this is the quantity of items which are required, and applies to the item de-
scription for this line. Growth over existing levels may be given as a percentage increase.
Sq. Ft. — This is the required net required square footage, based on the space standards used, the
quantity of items, and the other indicated assumptions.
Report to the City of Newport Beach Appendix A —Page I City Hall Space Needs Analysis
• Abbreviations
A number of regular abbreviations may be used in the space standard column and occasionally in the
item description
column. The following is a list of most abbreviations which might appear on the
data sheets:
allow
Allowance. Often used to describe the allocation of a non - standard space.
be
Bookcase.
C
Conference room of various standard sizes (C -I, C -2, etc.).
clos
Closet. Standards are developed for 5 closet sizes (clos -I, clos -2, etc.).
cntr
Counter. As in a public counter station, abbreviated "cntr stn."
cof
Coffee station, with cabinet and plumbing for a bar sink, water supply to a coffee maker,
and (typically) a garbage disposal unit. Various coffee stations are used in this report
(cof -1, cof -2, etc.).
cws
Clerical work station or desk, with or without return, though generally with one.
dws
Drafting work station.
en
A panel - enclosed workstation of various sizes (en -A, en -B, etc.).
ews
Executive work station. Same as `cws' but specifically without a return (a double ped-
estal desk); or else with a return at executive height.
I
File cabinet, standard type, either of legal or letter size. A number following (f -4, f -5)
•
indicates the number of drawers. Generally these can be converted into lateral files or
other filing configurations in the design process, if new furniture is to be acquired. We
use this notation when it is of interest to indicate the type of file cabinets in use currently.
file
File cabinet or file unit. Often either a generic item, meaning the same as "f' as noted
above, or a special file such as a card file or other unspecified file cabinet (possibly con-
verted from a built -in unit in existence at the time of inventory) or else a non - standard
item.
flat plan
A file unit for holding flat plans, either hanging vertically (flat plan -v) or stacked hori-
zontally in drawers (flat plan -h).
inner circ
Inner circulation allowance. This is space added within a room or area to provide access
to the items in it. It is added when a room's size is based on a listing of items, and it is
determined that the allowances of space for each of those items is in the aggregate likely
not to have enough access space for proper layout,
lat file
Lateral file cabinet, typically 42" wide or more. Standard is larger to allow for more
frontal access.
lav
Lavatory or wash room, typically with water closet or toilet.
PO
Private office of various standard sizes (PO -I, PO -2, etc.).
print
An office printer, either on an integral cabinet or on a separate piece of furniture suited to
the printer's size. Standard may be of various sizes (print -I, print -2, etc.).
recept
Reception area with clerical staff work stations and waiting for visitors.
• sch
Side chair. See also `/s'.
Report to the
City of Newport Beach Appendix A — Page 2 City Hall Space Needs Analysis
seat
Allowance for a seating area. Seat -1 represents a seating space for 2 -3 in smaller -scale
•
chairs, Seat -2 represents a seating space for about 4 persons in larger -scale chairs (with
side table), Scat -3 allows for a larger grouping,
SPO
Shared private office. An office for two or three persons.
stg cab
Storage cabinet. May be either a metal cabinet (traditionally 36" x 18" x 72" high) or an
executive cabinet of lower height, etc. The meaning should be made clear by the context
of spaces in the `item description' column.
sws
Small work station or system work station, used for small single - pedestal desks or, when
in conjunction with a 'cws' it may represent a computer system table. The item descrip-
tion column entry should clarify the meaning.
table
A table used typically for equipment, but also as a stand -tip work table or where a chair
can be pulled up on occasion. A table used as a workstation (with a desk chair at which
someone is often seated) is programmed as a "tws."
tws
Table work station. A table and a chair.
Unit Cite
This is circulation required for the unit, to access between rooms and areas. It is to be
added to the open spaces of the unit, as determined during design, or else provided in lat-
eral corridors or access ways. A range of values may be used depending on the degree of
openness and design freedom intended (angled layouts, for example, require a higher al-
lowance).
• Data Sheet Conventions
There are a number of conventions which we have adopted in the listing of items on the space re-
quirements sheets that refer to how the space is to be configured. The following refer to example I
which appears below.
Indents
Indenting indicates that the indented items are to be with or else make up the item that they are in-
dented from. In the example, each of the three major components (an `office,' a `room,' and an
`area') are made up of the items that are indented and listed below. Also, within the Clerical Area,
the Tub File(s) are to be located with the Secretary /Clerk. Finally, the closet listed below the `Visi-
tor's Office' is to open to that office.
Room or Area
The words `room' and 'area' each mean slightly different things. `Room' (or `Office,' etc.) refers to
an enclosed space, generally with a door. Typically, the only rooms further opening off a `room' are
closets or the like, that serve that room specifically. `Area' refers to a space through which the other
spaces in the unit may be accessed, and so can be termed `an open area.' Unit circulation, when
added at the end to a unit's space, might typically be added, in the design process, to the space re-
quirement for the `area' so as to provide for access aisles through it.
Circulation
Note that `Inner Circulation' differs from 'Unit Circulation.' Inner Circulation is added within a
• room or area when the list of items is sufficiently complex, or otherwise when it is felt that the space
will need some added access allowance for the designers to accommodate the items comfortably.
Report to the City of Newport Beach Appendix A — Page 3 City Hall Space Needs Analysis
• Listing of Items
In the first example, the Projects Office is comprised of a list of items which make up the SPO, a
shared private office. The list is unchanging in the projection, and as a short cut to listing the quanti-
ties in each period, the quantities are noted in the item description column and the SPO allowance is
projected as a single line.
In the second example, the Clerical Area components are listed in the item description column, but
the quantity of each item is listed in the quantity column. The total space (3 10 sf at present, 340 sf at
PL -I) is the result of multiplying the space standard by the quantity and adding; the circulation factor
is applied to the subtotal and is included.
Rounding
Generally, we have developed standards for room to be in multiples of 60 (which appears to fit vari-
ous modules that the design may be based upon) so that the design will be more regular and the lay-
out process will be easier. In order to be consistent, in computing the space requirement in a very
small room by adding up the component parts (see `Work Room' in the example), we have rounded
the total requirement to the nearest multiple of 60. This is may further be noted with a comment be-
low the list of items explaining why the total may not match the space allocation for the room.
In other cases where an inner circulation is added (which adds a percentage and therefore may arrive
at a fractional or odd size for the area or larger room), then we have rounded the total to the nearest
multiple of 10 square feet.
• Example I — Program Tabulation
•
Report to the City of Newport Beach Appendix A - Page 4 City Hall Space Needs Analysis
At Present
Projected
Existin
Re 'd
PL -I
Space Standard
Item
Code SF
SF Staff
Qt SF
Staff Q SF
Project Office
SPO 240
28S 2
1 240
2 1 240
Sr. Planner (1)
cws 60
Planner (1)
Cws 60
Files (3)
file 10
Work Table (1)
tws 60
Clerical Area
310
340
Sec'y /Clerk
cws/r 7S
I
I
I I
Tub File
file 10
2
2
Data Entry Op'r
sws 4S
I
I
I I
Guest Seating
seat -2 loo
I
1
Filing
file 10
4
7
Circ'n Allowance
inner circ 10%
Work Room
180
180
Card File
file 10
1
1
Photo File
file 10
2
2
Process Camera
allow 60
1
1
Desk
cws 60
1
1
Circ'n Allowance
inner circ 10%
(Round to nearest 60)
Visitor's Office
PO -2 120
I I S
1 120
1 120
Closet
clos -1 30
20
1 30
1 30
Report to the City of Newport Beach Appendix A - Page 4 City Hall Space Needs Analysis
•
•
•
Example 2 — Program Tabulation
Lavatory/Storage
Manager
Staff
Field Team
Clerical Area
Sec'y /Clerk
Clerk/Reception
Seating/Guests
Work Room
Copier
Storage Area
Shelving
Microfilm Station
Counter (12/ -14')
Circ'n Allowance
(Round to nearest 60)
Subtotal
Unit Circulation
Total
Example 2 — Illustration Of Program
(all figures in net sq. ft.)
Allow 120
PO -3 180
PO -2 120
SPO -2 120
cws /r /s 90
cws /r 75
seat -1 60
copy 40
allow 40
shy 10
cws 60
allow 70
inner circ 10%
Circ'n 20%
fIO:
180
120
120
225
300
Report to the City of Newport Beach Appendix A – Page 5
City Hall Space Needs Analysis
• Illustration of Unit Circulation vs. Net -to -Gross Areas
The purpose of the following illustration is to show that there are other components required to arrive
at the gross sq. ft. of the building, beyond the net sq. ft. which is calculated for each of the operational
units. Generally, we may provide some elements in the program, where allowances may be quanti-
fied, but the remainder of this space is provided by a statistical calculation. We make an assumption
about the "efficiency of the building" which is the ratio of the net (programmed) sq. ft. and the gross
sq. ft., and use this factor to arrive at the total building size once the net sq. ft. figure is obtained by
adding the detailed program tabulations. The reader should consult the Space Standards section for a
discussion of related terms, including "assignable sq. ft.," "building core," efficiency," "gross sq. ft.,"
"net sq. ft.," and others.
u
•
Illustration Showing Gross SF Areas of Building
and Showing Hypothetical Office Suites
Report to the City of Newport Beach Appendix A — Page 6 City Hall Space Needs Analysis
•
APPENDIX 13— SPACE STANDARDS
INTRODUCTION
A space standard is defined as a specific square footage allocation for an operation, an item of equip-
ment, or a functional area, to which is added a description of what functions can be performed in that
area. Thus, for example, once the functions and activities of a person are known, it is possible to se-
lect a workstation and a square footage allowance that are appropriate for that person. The following
pages contain a description of the proposed workstation and private office standards, and also related
definitions.
Development of Space Standards
What is Included in the Standard
Equipment standards are based on the item footprint, workspace for operating the equipment (opening
drawers, for example, and access to or around the equipment. Workstation standards are based on the
work surface needs (equipment, papers, writing space, reference space, and so on, on the desk or
work plane), on filing needs, on bookshelf requirements, and on guest seating. There is a distinction
between enclosed (office) workstations and stations in "an open area"
• For enclosed offices, our standards are measured to the center line of the boundary walls of the
room, and include no access space outside. It is assumed either that access will be directly off
major circulation networks or that it will be off unit circulation areas provided with other open
• work rooms.
• For elements in an open area, an allowance for access is added to the workstation footprint in the
space standard. Similarly, for panel - enclosed stations, we include an allowance for access in the
standard (to account for inner circulation).
•
Access Around Workstations and Equipment
Access is the space around the footprint of the item of equipment and open workstations, and it is
used to create side aisles into a cluster of desks, or to allow for opening file drawers, cabinet door
swings, and so on. As noted, we include this in the standard allowance for panel - enclosed or for open
workstations. The item allowance and access comprise the equipment or workstation standard, as il-
lustrated in Exhibit I.
EXHIBIT I
An Open Workstation
A
B
f- G
A = Item Footprint; B = Access;
C = A +B = Standard
Report to the City of Newport Beach Appendix B — Page 1 City Hall Space Needs Analysis
0
•
0
Unit Circulation and Layout Factor
Unit circulation is a network of main aisles, generally passing in front of offices or to shared work ar-
eas. An additional factor sometimes must be added to account for layout variances, which in the
amount of space required to account for non - rectilinear design, design features which are peculiar to a
given plan or existing facility, including such factors as disproportionate number of offices, column
placements, design flexibility, extra sense of openness, and so on. Generally, however, we include
the layout factor in the unit circulation allowance rather than accounting for it separately.
Exhibit 2 illustrates these separate concepts: item space allowance, access, total standard, circulation,
and layout. It shows a series of workstations, an area for "circulation," and an extra need for "layout"
contingency due, in this case, to the location of a building column.
EXHIBIT 2
Unit Circulation And Layout
C C ► D 1 C
C = Standard D = Layout Allowance (due to column)
Computing Building Circulation, Core, and "Gross" Square Footage
The estimated net square footage needed equals the sum of the required standard areas, the unit cir-
culation, and the other factors described above.
To estimate the size of (gross) building floors, it is necessary to add further allowances for the major
circulation areas, mechanical areas, and building core. These additions are based on typical percent-
ages encountered in actual building experience, and the ratio of total net to total gross square footage
on an entire floor (or entire building) is the assumed "efficiency" of that floor (or building). See Ap-
pendix A for definitions.
Space Standards Presented Here
Space standards are presented for the following types of areas:
Workstations — Private Offices
Workstations — Traditional Open Stations
Workstations — Systems Furnishings
Open Area Equipment
Conference Rooms
Other Rooms and Areas
Report to the City of Newport Beach Appendix B — Page 2
City Hall Space Needs Analysis
• WORKSTATION STANDARDS — PRIVATE OF'F'ICES
Private office standards are designated by the letters "PO" and are in most cases defined as having
floor -to- ceiling walls and a door. The walls may be partially glass or may be equipped with pass -
through openings, but such refinement considerations are noted in the program notations and not in
the standard allowance itself.
We also provide for some private offices to be shared by two or more persons, and adapt the private
office allocations to "shared" private office standards where needed. In this case we generally use the
symbol "SPO" rather than "PO."
EXHIBIT
Private Office Standards
Symbol
Space Std
Fcp'ttAcc s/Tot I
Typical
Assignment
Typical
Furnishings
PO -1
90
-- 90
Cubicle Office
Desk and chair, file, seating for 1 -2 guest. Often may not be a full
height office. This standard is rarely allocated, and is included for
completeness in these standards,
PO -2
120
-- 120
Supervisor
Desk and chair, credenza or back table, tile, seating for up to 2
guests.
PO -3
ISO
-- ISO
Special cases
Desk and chair, credenza, 2 guests at desk, side seating for up to
two persons.
PDA
180
-- 180
Manager
Executive desk and chair, credenza, 2 guests at desk plus side
seating for 2.
PO -S
210
— 210
Special cases
Executive desk and chair, credenza, 2 guests at desk plus side
•
seating for 2 or small conference table.
PO -6
240
-- 240
Division Head
Executive desk and chair, credenza, 2 guests at desk plus side
seating for 4 or small conference table.
PO -7
300
-- 300
Department Head;
Executive desk and chair, credenza, 2 guests at desk, club seating
City Manager
for 4 -6 or conference table.
PO -8
360
-- 360
Unassigned
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus small conference table.
PO -9
400
-- 400
Unassigned
Executive desk and chair, credenza. 2 guests at desk, club seating
for 4 plus conference table.
u
Report to the City of Newport Beach Appendix B — Page 3 City Hall Space Needs Analysis
•
I
L I
Illustration — Private Office Standards
PO -4
180 sf Private Office
Report to the City of Newport Beach Appendix B — Page 4 City Hall Space Needs Analysis
•
•
•
Illustration — Private Office Standards
i
PO -5
210 sf Private Office
El [E]
�s�30
PO -6
240 sf Private Office
Report to the City of Newport Beach Appendix B — Page 5
City Hall Space Needs Analysis
\_J
•
•
Illustration — Private Office Standards
ILI
O
PO-7
300 sf Private Office
Report to the City of Newport Beach Appendix B — Page 6 City Hall Space Needs Analysis
•
•
Illustration — Private Office Standards — Shared Offices
SPO -3
150 sf Shared Office
SPO -4
180 sf Shared Office
SPO -2
120 sf Shared Office
Shared
Office E71
SPO -5
210 sf Shared Office
Report to the City of Newport Beach Appendix B — Page 7
City Hall Space Needs Analysis
• WORKSTATION STANDARDS — TRADITIONAL OPEN WORKSTATIONS
Traditional open stations are defined as having no integral panels as part of the stations, but are desks
and work units which are found in traditional offices. These stations may have surrounding panels,
for privacy or acoustic reasons, but traditional furniture is assumed. Open stations usually occur in
groups of several stations or in conjunction with a block of filing or other unit equipment items. In
some cases, the program may designate two (or more) open stations to be located in a room, as in a
shared office.
The following Exhibit summarizes the space standards allocated to traditional open area workstations.
Standards for System Work Stations are presented following.
EXHIBIT
Traditional Open Workstation Standards
Symbol
Space Std
Ftp't/Acc's/Tot'I
Typical
Assignment
Typical
Furnishings
cws
30
30
60
Staff with std. desk
Clerical work station (cws), with lowered side return for termi-
nal or typewriter. May include desks without a return, in some
cases.
ews
30
30
60
Staff with std. desk
Work station (executive work station) without a typing or
equipment return (double pedestal desk) or else with a return
at executive height
/r
10
S
IS
as required
Indicates the addition of a reference unit (back table or lateral
file) behind and as part of a work station.
• A
S
10
IS
as required
Indicates the addition of a guest side -chair beside and as part of
a work station.
ews /r
40
35
75
Staff with exec. desk
Executive work station (see "ews") with back unit.
sws
20
2S
4S
Staff with small desk
Small work station (desk 36" - 48" wide); may be a single-
pedestal desk
dws
40
3S
7S
Staff with drafting stn
Drafting table and chair.
dws/r
60
30
90
Staff with large
Drafting table, reference unit or work desk, and staff chair.
drafting station
Some plan storage at the station may be included.
uws
60
30
90
"U "- workstation
"U "- station for Records Clerks, including a desk, computer
work station, and side surface for reference materials, radio, etc.
LJ
Report to the City of Newport Beach Appendix B — Page 8 City Hall Space Needs Analysis
• ILLUSTRATION
Traditional Open Workstation Standards
101-01 81-01 101-01 81- 0"
o
m
� 75 sf 60 sf
90 sf 75 sf cws/s cws
cws/r/s cws/r
12'- 6 '(f) 9'- 6" 9'- 6'(t)
\ \ r
�n —J o
iD
o
• t 75 sf
120 sf 90 sf dws (drafting station)
dws/r/s dws/r
6'-0* 101-0* 4'- 0'
public side
o ® o
o ® o
O 000 service side
60 sf 100 sf 120 sf
Seating (sm group) Seating (Ig group) Public Counter - 12'
(allow 10 sf ea. lin. ft.)
or 3 stations @ 40 sf each
•
Report to the City of Newport Beach Appendix B – Page 9 City Hall Space Needs Analysis
• WORKSTATION STANDARDS — SYSTEM WORKSTATIONS
The enclosures in an open furniture system are generally structural; that is, the panels carry the
weight of surfaces, storage modules hung on the wall, and so on. The panels usually also have built -
in chase -ways for electrical and communications lines (data and telephone), as part of an integrated
wire management design. System work stations are designated by "en" which begins the symbol for
the standard.
The "en" is followed by a letter, which indicates the general size category for the workstation. In this
report, the standard size is based on the enclosed footage of the station. We generally have based the
standards on a 2 -foot grid ( 6x6, 6x8, 8x10, 10x10, and so on). The specific standard provides for
various configurations: possible inclusion of one or more back tables, lateral files, extended side ref-
erence surfaces, side chairs, or other components as shown in the examples below.
In a few situations, for different proportions on this grid, the enclosed size is essentially the same and
we use the same standard in each case. Using en -C as an example, we allocate 100 sq. ft. for either a
12 x 8 dimension (98 sq. ft.) or a 10 x 10 dimension (100 sq. ft.). Furthermore, note that these allow-
ances are generic, in that no one vendor is assumed. Different vendors may have dimensions and
components available in a system line that deviate from these generic standards in some small degree.
The following Exhibit illustrates a range of features that each of these standards might have, noting
total surface size, length of shelving and filing, and so on.
• The 1" column indicates the symbol used for the standard and the square footage allocated. Note
that the standard (en -C, for example) provides an amount of space (100 sq. ft. in this example)
• into which a number of different configurations may be provided.
• The 2 " column indicates the enclosed square footage for the illustration. Note that this may dif-
fer slightly from the allocated square footage for the standard.
• The 3' column indicates the "real' space required for the station when panel thickness and a 30-
inch aisleway on the open side are added. This is accommodated by a programmed "inner circu-
lation' allowance.
• The 4' column indicates the sq. ft. of worksurface provided in the illustrated layout.
• The 5" — 8" columns identify the feasible number of desk pedestals, feet of overhead shelving,
linear feet of lateral files (this can be traded off against pedestals), and added side seating, all as
suggested by the associated illustration.
• The 9'" column presents an illustration for this particular variation of the standard.
• The 10" column supplies some notes and comparisons.
•
This table is followed by a page of illustrations showing conference spaces and reception stations de-
veloped with systems furnishings. The interior of the station excludes the panel thickness and the ac-
cess space required in front of it.
Report to the City of Newport Beach Appendix 8 — Page 10 City Hall Space Needs Analysis
u
•
EXHIBIT
Analysis Of Open System Standards
(Showing Various Alternative Configurations)
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -A
6x6
58.5
20
1 -2
6
—
—
a
(36)
36
standard
clerical desk
en -B
6x6
76.5
IB
1 -2
4
—
I
b
(48)
48
compare to
cws /s
El
en -B
6x8
76.5
17.5
1 -2
6
—
1
c
(48)
48
an alterna-
tive config'n
for b
en -B
6x8
76.5
24
1 -2
—
63
—
d
(48)
48
shown with
a data sur-
face
' This is the total typical "cost" of space for this station, when an access aisle allowance is added. The actual
station size is the "Encl. SF' in the next column.
Not counting files in pedestals.
Report to the City of Newport Beach Appendix B — Page I I City Hall Space Needs Analysis
•
•
•
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -B
6x8
76.5
34
1 or
8
8 -16
—
e
(48)
48
more
compare to
in lieu
cws /r
of files
optional file
en -C
8x8
93.5
28.5
1 -2
8
8 -16
1
f
(64)
64
compare to
cws/r /S
a return is
an option
en -C
8x8
93.5
31
1 -2
8
6 -12
1
9
(64)
64
+top
or
of file
more
optional
ne_
en -C
6x10
94.5
28
1 -2
7
6 -8
1
h
(64)
60
like d. but
longer for a
guest chair
en -D
8x10
115.5
33
1 -2
5
roll
I
i
(80)
80
file
drafting
drafting sta-
table
lions are
less flexible
when
smaller than
this
Report to the City of Newport Beach Appendix B – Page 12 City Hall Space Needs Analysis
0
•
•
Symbol
Used
Encl.
SF
Total
SF'
Surf.
SF
Peds
No.
Shelf
LF
Files
LF'
Seats
No.
Illustration of the Standard
Reference
& Notes
en -D
8x10
115.5
51
1
IO
0 -6
1
j
(80)
80
+roll
file
le
T7d ing
shown with
data or cad
surface
CAD
station
en -D
8x10
115.5
39.5
1 -2
8
6 -12
—
k
(80)
80
opt
opt
opt.
with a
deeper data
work sur-
face than d
or h
en -E
8x12
137.5
93
1 -2
12
6 -12
1
1
(100)
96
longer than
k to fit the
guest chair
better
(shown
with op-
tional angle
to allow
pathway
variation)
en -E
8x12
137.5
56.8
2
12
11 -20
—
m
(100)
96
(see 1)
added sur-
face and
files replace
the guest
chair
Report to the City of Newport Beach Appendix B – Page 13 City Hall Space Needs Analysis
•
•
•
Symbol
End.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -E
8x12
137.5
46.5
1 -2
12
12
1
n
(100)
96
+roll
drafting
largerver -
table
slon of i or
May
-- guest
also
File
chair is an
re-
option
place
may
side
also
chair
re-
place
side
chair
en -E
8x12
137.5
36
2 -3
8
6
2
0
(100)
96
smallest
configura-
tion with
opposing
guest chairs
en -E
IWO
133.9
61
2
6
6 -12
p
(100)
100
d.b,
larger ver-
lion of n.
+roll
��
with cad
option
CkD
c
=don
en -E
IWO
133.9
61
2
6
6 -12
1
q
(100)
100
- dnron5
variant of n
�y
showing a
File
guest chair
may re
place
many op-
side
tions are
chair
possible.
meows
Report to the City of Newport Beach Appendix B — Page 14 City Hall Space Needs Analysis
0
•
•
Symbol
Used
Encl.
SF
Total
SF'
Surf.
SF
Peds
No.
Shelf
LF
Files
LF'
Seats
No.
Illustration of the Standard
Reference
& Notes
en -E
IOx10
133.9
37
2 -3
6
18 -20
1
r
(100)
100
+file
larger ver-
tops
sion of m
with guest
chair and
files
en -E
IOx10
133.9
47
3 -6
17
6 -12
s
(100)
100
+pads
similar to r
but illus-
trating 2 ft
De-
desk depth
pends
and more
on mix
overhead
Of
shelving
p
MIS
ale
units
and file
draw
ers
Report to the City of Newport Beach Appendix B —Page IS City Hall Space Needs Analysis
0
•
•
en /reception -1
64 sf inside
80 sf station footprint
(with counter, panels)
115 sf allowance
(shaded area)
Illustration
System Standards — Other Configurations
en /reception -2
48 sf inside
72 sf station footprint
(with counters & panels)
185 sf allowance
(shaded area)
en /conf -8 seats
240 sf allowance
192 sf inside
enfpinwheel
300 sf allowance
145 sf inside (total)
MMIN
en /conf -6 seats en/conf--- 4seats
190 sf allowance 135 sfallcwance
144 sf inside % sf inside
Report to the City of Newport Beach Appendix B — Page 16
City Hall Space Needs Analysis
• OPEN AREA EQUIPMENT AND RELATED STANDARDS
There are three primary considerations in determining the space requirements for a particular piece of
equipment: (1) the area occupied solely by the equipment item, (2) the space required for the equip-
ment user or operator, and (3) the need for access to the item.
The exhibit below outlines the equipment dimensions and square footage allocations for frequently
used items. The total space requirement of each piece of equipment of this nature is determined by
increasing the actual footprint area of the item to allow for access and use. This factor has been de-
termined from previous experience in developing layouts for similar facilities; space for non - standard
equipment is calculated on an individual item basis.
EXHIBIT
Typical Standards For Open Area Equipment
l J
Report to the City of Newport Beach Appendix B - Page 17 City Hall Space Needs Analysis
Symbol
Typical
Standard
Item
(If Any)
Item Size
Base
Access
Total
Bookcase
be
36" x 12"
3
7
10
Card File
file
18" x 28"
4
6
10
Coat Rack
coat or ctrk
24" x 48"
8
12
20
File Cabinet — Traditional File
file or sf
18" x 28"
4
6
10
File Cabinet -5- drawer
f -S
18" x 28"
4
6
10
File Cabinet — Lateral File
If
36" x 18"
4
6
10
•
42" x 18"
S
10
Is
48" x 18'*
6
14
20
Side Chair
chair
24" x 24"
4
11
is
Storage Cabinet
stg cab
36" x 18"
S
10
IS
Table
table
60" x 30"
12
28
40
Table Extra Access Space
table
60" x 30"
12
48
60
Typewriter Stand /Cart
type
12" x 24"
2
8
10
24" x 30"
S
10
Is
Guest Seating -4 lounge
seat -2
—
80
20
100
Guest Seating -2 -3 chairs
seat -I
—
40
20
60
Coffee Station- counter
cof -I
—
10
20
30
Coffee Station -- enclosable
cof -2
—
IS
3S
60
l J
Report to the City of Newport Beach Appendix B - Page 17 City Hall Space Needs Analysis
• CONFERENCE ROOM STANDARDS
The size of conference rooms depends on (a) the number of persons seated at the table, (b) the size of
the table (to accommodate bulky items, for example), (c) the possible requirement for spectators
seated away from the table, and (d) presentation or display space. The last may include such needs as
a projector area at the back of the room as well as a screen and presentation area with podium and
such at the front. The standards we have used in this report are summarized in the following exhibit.
•
•
EXHIBIT
Summary Of Conference Room Standards
Space Capacity and Type
Typical
Symbol
Std of Conference Room
Furnishings
C -1
90 2- Person Interview Room
Table, 2 or 3 chain.
C -2
120 2-4 Person Interview
Table, 2 -4 chairs.
C -3
180 6 Person Conference
8 ft table, 6 chairs, possible writing surface on wall.
C-4
240 8 Person Conference
8 ft table, 8 chairs, possible tack boards or writing surface. Table
can seat 10, but crowded.
C -5
300 8 -12 Person Conference
12 ft table, 12 chairs. Can add library at one end and seats 8, or
add presentation area and room seats 8.
C -6
360 12 -16 Person Conference
12 ft table, 12 chairs, presentation area at end of room. Can ac-
commodate 16 persons if presentation space is converted to con-
ference space.
C -7
420 16 -20 Person Conference
16 ft table, 16 chairs, presentation area at end of room. Can ac-
commodate 20 persons if presentation space is converted to con-
ference space.
C -8
480 18 -22 Seat Conference Room
20 It table, 18 chairs, presentation area at end of room; cabinet
(possibly with coffee service) at other end of room. Can accom-
modate 22 persons if presentation space is converted to confer-
ence space.
C -9
560 22 Person Conference
Conference seating 14 at table, plus 6 -8 persons at the side, with a
- 14 at main table
presentation area at the end of the room; and cabinet (possibly
- 8 at side seating
with coffee service) at other end of room. Seats 16 at main table if
no cabinet.
C -10
640 28 Person Conference
Conference seating 18 at table, plus 8 -10 persons at the side, with
- 18 at main table
a presentation area at the end of the room; and cabinet (possibly
- I Oat side seating
with coffee service) at other end of room. Seats 20 at main table if
no cabinet
C -11
720 34 Person Conference
Conference seating 22 at table, plus 10 -12 persons at the side,
- 22 at main table
with a presentation area at the end of the room; and cabinet (pos-
- 12 at side seating
sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet
C -12
800 34- Person Conference
Modular combination of C -9 and C-4 conference rooms which
Divisible : 8-10 person
open into one large room using room - divider partitions. Full room
20 -22 person
seats 24 at the main table and 10 persons at the side. Cabinet at
one end of room.
Report to the City of Newport Beach Appendix 8 — Page 18 City Hall Space Needs Analysis
•
E
•
Illustration
Small Conference Rooms
C- I
90 sf Interview Rm
C -3
180 sf • 6 -8 Persons
8 Persons with Presentation Area
C-5
LIDO sl • 8 -12 Persons
C -2
120 sf • 4- persons
C -4
240 sf • 8 Persons
i
Report to the City of Newport Beach Appendix B —Page 19
FIrIvIrIrl
Q_r:iUUUU
12 Persons Without Presentation Area
City Hall Space Needs Analysis
•
•
Illustation
Medium Conference Rooms
16 Persons Without Presentation Area
MEXXXI
ILI
C -b
360 sf 12 -I6 Persons 12 Persons With Presentation Area
0 nnnmnnn
i
16 Persons With Presentation Area
C-7 20 Persons Without Presentation Area
420 sf 16 -20 Persons
Report to the City of Newport Beach Appendix 8 — Page 20
City Hall Space Needs Analysis
u
•
C -8
980 sf- 18 -22 Persons
Illustration
Large Conference Rooms 1
D!
18 Persons With Presentation Area
22 Persons Without Presentation Area
q__UU
UU
C -9
560 sf- 14 Persons at Table (16 Without Built -in Cabinet); 6 -8 Side Seating
Report to the City of Newport Beach Appendix B — Page 21
City Hall Space Needs Analysis
0
•
•
Illustration
Large Conference Rooms II
ICI �! ICI ICI N ICI � ICI f-I
C -10
690 sf • 18 Persons at Table (20 Without Built -in Cabinet); 8 -10 Side Seating
Nix, I M, ITIMMINIZIMEM111
C -1 1
720 sf • 22 Persons at Table (24 Without Built -in Cabinet); 10 -12 Side Seating
Report to the City of Newport Beach Appendix B — Page 22 City Hall Space Needs Analysis
•
•
1101 I
C -12
800 sf • Divisible Conference Room
Illustration
Divisible Conference Room
24 Persons at Table with 10 -11 Side Seating
16 Persons at Table #1 with 8 -9 Side Seating • 8 -10 Persons at Table #2
Report to the City of Newport Beach Appendix 8 — Page 23
City Hall Space Needs Analysis
E
•
Illustration
Training or Meeting Room 1
1
C EU
T
Computer Training Arrangement
F1 0 F1 CO rq
i
Symposium Arrangement
Training or Symposium Room
540 sf • 12 -15 Persons
Report to the City of Newport Beach Appendix B — Page 24 City Hall Space Needs Analysis
•
•
•
Illustration
Training or Meeting Room II
Meeting Room
700 sf - 20 -24 Persons
Report to the City of Newport Beach Appendix B — Page 2S
Symposium Seating
Presentation Seating
City Hall Space Needs Analysis
•
•
•
Illustration
Sample Assembly and Meeting Room
(Flat Floor Multi -use Room)
Video Control Booth
(incl. optional Voice -over booth)
(180sf)
Provide jacks for cable N and
communications interface to outside
Board Room /Multi- Purpose Complex
(1,650sf + circulation allowance)
Audience seating
for 70 is shown.
Hospitality/
Coffee
(120sf)
Report to the City of Newport Beach Appendix 8 — Page 26
Storage
(120sf)
N
i
Assembly Room
(1,41 Osf)
City Hall Space Needs Analysis
•
Illustration
Sample Small Board and Commission Meeting Room
(Flat Floor Multi -use Room)
Video Control Booth
(incl. optional Voice -over booth)
(180sf) Hospitality/
Coffee
(I 20sf)
Storage
...., (120sf)
Seating for 53 shown. With front table extended. 5 Members plus 4 staff at table in basic
remove 2 rows for a capacity of about 40 seats. position. Add 4 at table in extended
position. Fla[ Door area required.
L
I
_ Provide jacks for cable N and Assembly Room
communications interface to outside _ Movable disp{ay area (1,410sf)
Board Room /Multi- Purpose Complex
(1,6SOsf+ circulation allowance)
Audience seating
for 53 is shown.
Report to the City of Newport Beach Appendix B — Page 27
City Hall Space Needs Analysis
• We also program a conference room (similar in size to the room allocated today to the Building
Department, but programmed as an enclosed room, not an open, panel - enclosed space). This
room also is to be used for packet preparation, but will further be useful not only for conferences
and meetings but to serve as workspace for special projects (or consultants) when this is needed.
• The department vault is sized based on the equipment located in it, and because it is so over-
crowded the need is computed at 415 sq. ft. This also includes space for the items currently lo-
cated under the stairs. In total, the existing storage space amounts to 257 sq. ft.
Code Enforcement
• Code Enforcement staff currently share one large office. In the future we have programmed the
Code Enforcement Supervisor with an office based on the standard for division managers, and
provided a basic (120 sq. ft.) office for the assistant.
• This approach provides the most flexibility in the future, and also allows space to be allocated in
different ways if the function is changed in the future.
Summary
The requirements are summarized as follows:
Item
Administration NSF
Economic Development NSF
Current Planning
is Office Areas NSF
OSS Areas NSF
Advance Planning NSF
Shared Area NSF
Code Enforcement NSF
Total Planning Dept
•
Pres Pres
Actual Req'd Level Leve12 Level
579 630 630 630 630
360 404 404 404 404
564
710
670
780
780
378
747
812
812
812
309
420
420
420
420
1054
1280
1350
1350
1,440
231
360
360
360
360
3,475 4,551 4.646 4.756 4.846
Report to the City of Newport Beach Page 31 City Hall Space Needs Analysis
• Public Works Department
Administration
• We have programmed a private office for the Director, and note that the standard for this position
is essentially the same size office as that now provided.
• The Administrative Manager is programmed with an office here, and is presumed to remain with
the Administrative area even if the One -stop Shop (OSS) functions which are supervised are lo-
cated farther away in the future.
• A work area is programmed with the Director (similar to the configuration today) for a possible
administrative assistant and reception space in the administrative area. This space is used for
general filing today.
One $top $hop Areas
• OSS staff and support areas are programmed separately. These areas would be located near the
public functions making up the City Hall OSS, including those for Building, Planning, and Public
Works Departments.
• The area includes an allocation for 3 counter stations today, and increasing to a requirement for 4
stations in the future (at PL -1). This is in line with the guidelines approved (via questionnaire) by
the OSS review team and discussed in the white papers which have been submitted under sepa-
rate cover.
• The OSS functions include a public waiting area. This, and the counter stations as well, should
be examined in relation to the other OSS counter and waiting areas which are programmed for the
• building (see discussion below with City Hall Shared and Common Areas).
En¢ineering
• Engineering requirements are divided into three parts: Administration (City Engineer), General
Engineering, and Inspection/Survey.
• The City Engineer is allocated space for a Deputy Department Director. Other engineers are al-
located workstations according to the standards discussed elsewhere in this report.
• There are three open work areas allocated to Engineering, but they can be combined based on
building configuration and convenience. But each open area should be kept together for opera-
tional efficiency. The three areas are (a) Engineering Open Work Area, (b) Inspection Open
Work Area, and (c) Survey Open Work Area..
Transportation and Development Services
• Transportation and Development Services requirements are divided into three parts: Administra-
tion (the T &DS Manager), Transportation, and Development Services.
• As with Engineering (noted above), each engineer is allocated a workstation according to the
standards discussed elsewhere in this report.
• Two open work areas (Transportation, and Development Services) are programmed separately,
but these can be combined in design and layout, as long as the staff workstations and items of
equipment programmed in each one are kept together.
• Note that in some cases we have programmed layout tables, copy and blueline equipment, and
- other items which require general access by various staff from any part of the Department.
Report to the City of Newport Beach Page 32 City Hall Space Needs Analysis
• A Traffic Control Room is programmed with Transportation and should be designed with its
electronic systems and other requirements in mind. This room will have display panels and com-
puter equipment that connects to the traffic sensors and control devices throughout the City.
• A Plan File Room ( "vault ") is programmed with Development Services to contain the archive of
plans for the City's public works as well as the scanning and printing system which the City is
moving to. The room size is based on current equipment, with some allowance for growth. But,
due to current crowding, the present need is 610 sq. ft. compared to 458 sq. ft. today (this existing
figure includes the plan storage rooms in both buildings).
Shared Areas
• Three areas are programmed as "shared" by the department: a conference room, a coffee area,
and a general storage room.
• The program includes space for a department conference room somewhat larger than the present
one (to accommodate 8 persons comfortably). This should be located for general City use, as
well as occasional public access, but it is expected that Public Works will make significant use of
it. All conference rooms, whether allocated to a specific department or not, should be reserved
through a central system.
• Note that a separate conference room is allocated with general OSS areas, similar in size to the
existing Public Works conference room. See discussion with City Hall Shared and Common Ar-
eas.
• The coffee area and general store room should be convenient to all staff areas. The store room
corresponds to the space currently under the back stairs.
isSummary
The requirements are summarized as follows:
•
Item (Net Sq. Ft.)
Administration NSF
OSS Areas NSF
Engineering NSF
Transportation & Dev. Svcs. NSF
Shared Areas NSF
Total, Public Works Dept
Pres Pres
Actual Req'd Level I Level Level
714
780
780
780
780
642
1040
1105
1105
11105
1903
2300
2385
2530
2.530
2099
2782
2852
3122
3.327
365
500
500
500
500
5,723 7.402 7.622 8.037 8.242
Report to the City of Newport Beach Page 33 City Hall Space Needs Analysis
• City Hall Shared and Common Areas
Conference Rooms
• Two conference rooms are programmed with City Hall Shared and Common Areas: a 300 sq. ft.
conference room seating up to 12 persons (8 -10 with a presentation area), and a large conference
room of 560 sq. ft. intended to serve as the "Fire Department" conference room does today.
• In addition, a number of conference rooms are programmed with the departments as primary us-
ers, though it is understood that all' conference rooms will be accessible for use by any depart-
ment if it is so scheduled. The use of conference rooms should be scheduled through a central re-
source (via computer). Each conference room programmed with a department should be located
in close proximity to it.
• The following table summarizes the programmed conference rooms, and compares them to the
corresponding areas where feasible. Note that there are 4 new conference rooms in the program:
City Manager conference, Administrative Services conference, Human Resources inter-
view /conference, and a new, smaller Fire Department conference in lieu of the larger one now
listed with Shared & Common Areas.
Existing Standard Required
Sq. Ft. if any Code Sq. Ft.
Programmed with Shared & Common Areas
Hearing Room ('Lobby Conf Rm" today) 244 C -5 300
Large Conference Room (general use) (see Fire Dept) C -9 560
Programmed with Departments
City Admin- Council Conference Room 400 (Existing) 400
City Mgr. Conference Room none C -3 180
• Admin. Svcs. Conference Room none C -5 300
Bldg. Dept. Conference Room/Library 178 C -3 180
City Any. taw Library 258 C -5 300
Fire Department Conference Room 555 C -6 360
HR Conference/Interview Room none C -3 180
Planning Dept. Conf Rm /Packet Prep 84 C -3 180
Public Works Conference Room 176 C-4 240
Shared Areas -OSS Conference Rm none C -3 180
Total SF. all Conference Rooms 1,895 3,360
Total No. of Conference Rooms 7 12
Avg. SF /Room 271 280
Building Lobby and Related Areas
The existing building lobby (excluding the workstations and lobby conference room) amounts to
532 sq. ft. today. In keeping with this conservative approach we have programmed only 1,000
net sq. ft. into lobby space. Additional space may be derived from the net -to -gross circulation
allowance, but this depends entirely on circumstances of design and layout.
Public lavatories are not separately programmed and are assumed to be contained in the 80%
building efficiency used to calculate gross space requirements.
Lunchroom
• We have programmed a modest lunchroom facility similar to that which exists today. The City
has recently invested space and funds to provide a newly configured lunchroom, and the consen-
sus obtained in our interviews suggests that this size facility meets the City Hall requirements.
1 There may be exceptions to this. based on City policy. For example, the Law Library might be off - limits. due
to valuable books there, unless cleared with the City Attorney.
Report to the City of Newport Beach Page 34 City Hall Space Needs Analysis
• One -Stop Shgp Facili
• One -stop Shop (OSS) facilities are programmed with the departments that each have some OSS
functions (Building, Planning, Public Works). There are additional areas which are not allocated
to the needs of one department, however, and these are programmed here with City Hall Shared
and Common Areas.
• The additional items programmed here include
(a) Counter space (2 stations) for other users, such as on call or on periodic scheduled bases.
These may include Utilities, Harbor, General Services, Police, and others. In addition, even
though the Fire Department is programmed space for public counter functions with the Fire
Marshal, it may be desired to have the Fire Department physically locate some staff resources
to the central OSS on a scheduled bases, and this counter allowance would serve such a plan.
(b) Visitor research space, including provision for 2 -3 PC terminals, file areas, and two work ta-
bles.
(c) Space behind the public counter for 3 -4 department PC terminals for staff use.
(d) A conference room, similar in size to the existing Public Works conference room, and for use
exclusively by OSS functions.
• The areas programmed with the three main OSS departments include the following:
(a) Building counter stations (4 now, then 5) each about 5 -ft 6 -in wide)
(b) Planning counter stations (1 now, then 2) each about 5 -ft 6 -in wide)
• (c) Public Works counter stations (3 now, then 4) each about 5 -ft 6 -in wide)
(d) Waiting Areas with each department, totaling 480 sq. ft.
(e) Staff workstations and work areas with each department.
•
• The total OSS space requirement, including the department areas, conference room, visitor areas,
counters, etc., is 4,237 net sq. ft. at present and 4,642 net sq. ft. at PL -2/3.
Warehouse and Storage
• The existing warehouse space is 445 net sq. ft. (including interior aisles), and we have pro-
grammed a requirement of 600 net sq. ft. plus 90 sq. ft. for net circulation areas. The added space
should accommodate both the increase need due to the small amount of City Hall growth over
time, and also integration of file storage space into a warehouse area (now in the attic of Building
B).
Summary
The requirements are summarized as follows:
Item
Conference Center NSF
Building Lobby & Related NSF
Lunch Room NSF
OSS Facility Additions NSF
Warehouse NSF
Total, Shared /Common Areas
Pres Pres
Actual Req'd Level) Level Level 3
244
1080
1080
1080
1,080
S32
1000
1000
1000
1.000
S40
730
730
730
730
0
690
690
710
710
44S
690
690
690
690
1,761 4.190 4,190 4,210 4,210
Report to the City of Newport Beach Page 3S City Hall Space Needs Analysis
• REQUIREMENTS DETAILS — DATA SHEETS AND BUBBLE DIAGRAMS
The following pages present the requirements detail computation sheets. The conventions used and
other information which may assist in reading the data sheets are presented in Appendix A of this re-
port. The standards which underly the requirements are presented in Appendix B.
•
•
Report to the City of Newport Beach Page 36 City Hall Space Needs Analysis
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall • Page I
Griffin Advisors, Inc.
Printed 8/26102
At Present
Projected
Requirements
Actual
Re uired
Level 1
Level 2
Level 3
Space Standard
ITEM
Code S
. Ft.
S . Ft
WS
S . Ft
WS
S . FC
r
(Administration
Office of Mayor and Council
.
Office Areas
,
Mayor
PO -3
I50
144
1
1 I50
I I
I50
I I
I50
I I
150
Council Member
0
0
0 0
0 0
0 0
Dept Asst to Mayor
en -D
80
58
1
I. 80
1 1
80
1 1
80
1. 1
80
Subtotal Assigned SF
202
2
230
2
230
2
230
2
230
Circulation Allowance
Unit Circ -4
25%
60
60
60
60
Total, Council Office Areas. NSF
202
2
290
2
290
2
290
2
290
Council Chambers Areas
Existing Complex is assumed to remain
.
Council Conference Room
400
400
400
400
400
Council Lavatory
42
42
42
42
42
Chambers, Front Area
735
_
735
735
_
735
735
Chambers_, Seating Area
1084
1084
1084
1084
1084
Chamber, Projection
_
96
_
96
96
96
96
Chambers, Storage
148
148
148
148
148
Chambers,Lobby
621
621
621
621
621
Chambers, Inner (Net) Circulation
65
65
65
65
65
Chambers, Lobby Lavatories
292
292
292
292
292
Chambers, Misc Mechanical Areas
12
12
12
12
12
Chambers, Misc. Wall Thickness
127
127
127
_
127
127
Subtotal Assigned SF
3.622 3.622
0 3.622
0 3,622
0
3,622
Circulation Allowance
(11m ded above)
.0
--
—
3.622
0
3,622
0
3,622
0
3.622
0
3.622
Total. Chambers Areas, GSF
Office of City Manager
APO -
_
Chty.Manager
-7
300
294
1
1 300
1 1
300
I 1
300
1 1
300
Exec Asst to City Mgr.
,Recepu2
180
186
I
1 180
I, I,
180
1. 1
180
1 1
180
Asst City Mgr.
PO -5
210
235
1
1 210
1 1
210
1 1
210
1 I
210
Asst Gcy Mgr.
00-5
210
156_
I
210
1 1
210
1 1
210
1 1
210
Flo
PDA
180
152
1
1 180
1 1
180
1 1
180
1 1
180
Copy RoomlSupplles
dos -4
60
50
1. 60
1
60
1
60
1
60
Lobby Reception Area
.Dept Asst
en -D
80
117
1
1 80
2 2
160
2 2
160
2 2
160
Equipment/Files
allowance
40
incl
1. 40
I
40
1
40
I.
40
Conference Room
C -3
180
none
1 180
1
180
1
180
1
180
- Subtotal Ms ed SF:
1.190_ 6 1.440
7 1.520
7 L_52_0
7
1,520
Circulation Allowance
Unit Circ -4
25%
_
360
380
_
380
380
1.190
6
1.800
.7
1.900
7
1.900
7
1,900
- ToW City Manager, NSF,
Total, Administrative Areas
5,014 8 5,712
9
9 5,812
9
5,812
.
Area less chambers complex
- _
1,392
2,090
_5.812
090
2,190
2.190
Density (sf /workstation)
174.0
- 261.3
243.3
243.3
243.3
Griffin Advisors, Inc.
Printed 8/26102
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 2
Griffin Advisors. Inc.
Printed 8/26/02
At Present
Pro'ected
Re uirements
Actual
Re uired
Level I
Level 2
Level
5 ace Standard
Code S
. FC
S . Ft. WS
S . Ft I
WS I Qtyj S
. Ft I
WS I Qtyj S
. Ft
WS Q S
. Ft
ITEM
Administrative Services Department
Administration7Resource Management
D,reccor/Treasurer PO -66
280
177
I
I 280
I 1
280
1 1
280
1 1
280
Deputy Director PO -5
r
210
I80
I
I 210
I I
210
I I
210
I I
210
Adm. Asst en -E
100
57
1
1 100
I 1
100
I 1
100
1 1
100
[Conference Room (none at present) C -5
300
1_ 300
1
300
1
300
1
300
Subtotal Assigned SF
414
3
890
3
890
3
890
3
890
Circulation Allowance Unit Circ -3
20%
105
180
1801
I80
180
519
3
1.070
3
1.070
3
1.070
3
1.070
Total ASD Administration, NSF
Fiscal Services
Administration
Fiscal Ops. Mgr. P6-4
184
101
I
I I80
I I
l00
I I
I80
I I
I80
_ --Subtotal Assigned SF
101 ...
1
.. 180
1
180
..
1
I80
I .... .
180
Circulation Allowance Unit Grc -3
20%
40
40
40
40
101
1
220
1
220
1
220
I
220
Tota]. ASD. Fiscal Svcs. Adm. NSF
Cashie ring &Collections
_
Cashiering Open Work Area
[417]
[631]
[631]
[631]
[63I
Fiscal Specfsupervisig) en -C
64
55
1
1 64
1 I
64
1 I
64
1 I
64
(near Supervisor)
32
.Equipment
File Lat File
IS
1 IS
I
IS
_
I
IS
1
IS
Typewriter station stand
IS
I IS
I
IS
I
IS
I
IS
Sr. Fiscal Clerk en -C
64
59
1
1 64
1 1
64
I 1
64
1 1
64
Fiscal Clerk en -C
64
42
1
1 64
1 1
64
1 1
64
1 1
64
Fiscal Clerk( pt) en -C
64
102
2
2 128
2 2.
128
2 2
128
2 2
l28
Equipment (Counter and Behind)
Public Counter (each "station) cntr stn
40
127
3 120
3
120
3
120
3
120
Supplies (now closet) Sqg Cab
IS
ind.
I IS
I
IS
I
IS
I
IS
Printer prim
20
ind.,
1 20
1
20
I
20
t
20
_(other items included in cnrr standard)
_
Circulation inside work inner ner circ2
25%
126
126
126
126
Subtotal Assigned SF
417 5 631
5 631
5 631
5
631
_
Circulation Allowance Unit Circ -2
15%
95
90
90
90
90
512
5
721
S.
721
5
721
5 _
721
. Total. ASD. Fiscal Svcs.Cashiering NSF
Accounts Payable _-
CashieringOpenWorkArea
11741
(340]
(340)
[340]
[340
Fiscal Spec en -C
64
33
1
1 64
1 1
64
1 1
64
I 1
64
Sr. Fiscal Clerk en -C
64
46
1
1 64
1 I
64
1 1
64
2 1
64
Fiscal Clerk (pt) en -C
64
1
1
I, 64
I, 1
64
I I.
64
1 1
64
-6
79
.Equipment
Files
10
6 60
6
60
6
60
6
60
_file
Printer _ _ _ _mint
20
1 20
I_
20
1
20
I
20
Circulation inside work area inner circ2
25%
68
68
68
68
Subtotal Assigned SF.
174 3 340
3 340
3 340
4 _ _
340
Circulation At Unit Circ -2
I5%
31
50
50
50
S0
Total. ASD. Fiscal Svcs. A(P. NSF
205
3
390
3
390
3
390
4
390
Print Shoe _
_
Work Room allow
800
719
1 800
1
800
1
800
I
800
_Manager
mcl.
I
I
I
I
Specialist
incl.
I
I
I
I
Equipment
Incl.
Subtotal Assigned SF
719
2
800
2
800
2
800
2
800
Circulation Allowance Curt.
10%
incl.
80
80
80
80
_Unit
Total. ASD. Fiscal Svcs. Prinq Shop NSF
719
2
880
2
880
2
880
2
880
Griffin Advisors. Inc.
Printed 8/26/02
•
E
I
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 3
Griffin Advisors, Inc.
Printed 8126102
At Present
Pro ected Requirements
Space Standard
Actual
Re wired
Level 1
Level 2
Level 3
ITEM
Code
lSq.Ft
MailroomlRemittance Processing
Work Room
allow_
600_
513
1 600
1
600
1
600
1
600
Coordinator /Fiscal Clerk
Incl.
I
I
Fiscal Clerk (pt)
Incl.
I
I
1.
I
Equipment
incl.
Subtotal Assigned SF
513
2
600
2
600
2
600
2
600
Circulation Allowance
Unit Circ -1
10%
60
601
60
60
513
2
660
2
660
2
660
2
660
Total. ASD, Fiscal Svcs, Mailroom NSF
Total, Fiscal Services
2.050 13 2,871
13 2.871
13 2971
14
2,871
Management Information Systems
-
Administration
Manager
PDA
180
141
1
1 )80
1
I
180
I
I
I80
I
I
_
180
Subtotal Assigned SF
141
1
IBO
I
180
1
180
I
180
Circulation Allowance
_.__.
Unit Circ -3
20%
40
40
40
40
Total. ASD, MI5, Administration NSF
141
I
220
I
220
I
220
I
220
Applications
Coordinator
PO -2
120
121
1
1 120
I
1
120
1
1
120
1
1
120
Senior Analyst
PO42
120
1261
1 120
1
1
120
1
1
120
1
1
120
Analyst.
1O -2
120
381
3
3 360
3
3
360
3
3
360
3
3
360
MIS Technician
en -D
80
B2
I
1 80
2
2
160
2
2
160
2
2
160
Subtotal Assigned SF
710 6 680
7 760
7 760
7
760
Circulation Allowance
Unit Circ -3
20%
25
140
150
150
150
Total, ASD, MI5, Applications NSF
735
6
820
7
910
7
910
7
910
GIS
GIS Open Work Area
_
[467]
[669]
[733]
[733]
[733)
GIS Coordinator
en -D
80
58
1
1 80
1
1
80
1
1
80
1
1
80
GIS Analyst
en -E
100
60
1
1 100
I
I
100
I
I
100
I
I
100
MappiAsst
en -E
100
160
2
2 200
2
2
200
2
2
200
2
2
200
PT/Te.p/Intern
en -C
64
56
1
1 64
2
2.
128
2
2
128
2
2
128
Equipment
133
-.
Counter /Reception (access control)
cnh stn
40
1 40
1
40
1
40
1
40
Plotter _
prino3
30
2 60
_
2
60
2
60
2
60
Pnnter(sharedt
print -I
10
1 10
I
10
I
10
t
f0
Files
file
10
6 60
6
60
6
60
6
60
Horizontal Batplan fileSstack)
fiat plan -h
40
1 40
1
40
1
40
1
40
Vertical rolled plan file
roll plan_v
5
3 IS
3
IS_
3
IS
3_
Bookcase
be
2
_I5_
Circulation inside -work area
Inner circ2
25%
- 167
183
183
183
._ - -, Subtotal Assigned SF
_
467 5 836
6 916
6 916
6
916
Circulation Allowance
Unit Circ -2
I5_%
190
130
140
140
140
Total, ASD, MI5, GIS NSF
657
5
966
6
1.056
6
1.056
6
1,056
Operations
—_
Operations Open Work Area
j390]
[552]
[552]
(552
[552]
_ _Coordinator
en -D
80
77
1
1 80
1
1
80
1
1
80
1
1
80
MIS Tech Supp SLeec -
64
197
3
3 192
3,
3-
19.2
3
3
192
3_
3
192
Equipment
.en-_C
116.
Work Table(large)
table
40
1 40
I
40
I
40
I
40
Printer (shared)
not -2
20
1 20
1
20
1
20
I
20
N CartlTraining Tapes
cart
10
-
1 10
10
_
1
10
10
Storage
stg ab
IS
3 45
3
45
3
45
3
45
Book cases (reference)
be
10
_
2 20
2
20
2
20
2
20
Coffee
cof-I
IS
I IS
I
IS
I
IS
I
IS
Mist. storage area/floor space
allowance
20
I 20
I
20
I
20
I
20
,Circulation inside work area
inner circ2
25%
110
110
11. 0
110
iStoreroom
Clos -5
90
_
58
I 90
I
90
I
90
I
..._
90
note that items now also in circulation corridors
Griffin Advisors, Inc.
Printed 8126102
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 4
Griffin Advisors. Inc.
Printed 8/26/02
At Present
Pro'ected
Requirements
Actual
Required
Level
Level2
Level
Space Standard
_ ITEMSubtoral
Code
S . Ft
Sq.
Ft
W
�
W �
S
W
S
W �
S •
Assigned SF
4
4
6 2�
48 642
4 642
4 642
Circulation Allowance Unit Grc -2
15%
125
100
100
100
100
. Total. ASD. MIS. Operations NSF
573
4
742
4
742
4
742
4
742
Computer Room
Computer Room Allowance
500
443
1
500
I
500
I
500
I
500
Subtotal Assigned SF
443
0
500
0
500
0
500
0
500
Circulation Allowance Unit Circ -I
10%
incl.
50
50
50
50
Total. ASD. MI5, Computer Room M.F.
443
0
550
0
550
0
550
0
550
Telecommunications /networks
Telecom Open Work Room
Comm. Coordinator en -D
(Combine with pay phone ws. below)
80
[209]
82
_
P8 11
BO
I I
[381]
80
I
[381]
80
I
[381]
80
Comm. Spec en -C
.Equipment._.
64
42
85
1 1.
64
I 1
64
1 1
64
1 1 .
64
Storage wall (equipment) stgcab
IS
7'
105
7
105
7
105
7
105
Filing file
Cart ,cart
Workstation (pay phone control) en -A
Circulation inside work area inner circ2
10
10
36
25%
1
1
1
10
10
36
76
1
1
1
10
10
36
76
1
1
I
10
10
36
76
1
1
1
10
10
36
76
Pay Phone Control Equipment Rm Clos -3
Storage Room Allowance
45
350
42
311
1
I,
45
350
1
I.
45
350
1
1
45
350
1
1
45
350
'i elephone Equipment Room
Na listed here. See Building Support/Common Areas
Subtotal Assoed SF _
Circulation Allowance Unit Circ -2
Total. ASD. MIS. Telecoms NSF
15%
_562 2 _ 776
78 120
2 776
120
2 776
120
2
776
120
_ 640 2 896
2 896
2 896
2
896
Total. MIS
3,189 18 4,194
20 4.374
20 4,374
20
4,374
Revenue
Manager _PDA
180
153_.
1. 1_
180
I. 1
180
1 1,
180
1 I
180
Revenue Open Work qLR ception) _
Counter (can integrate with WS's) on or stn
Fiscal Clerk en -C
,Other Equipment
40
64
[1201_
120
2
2 2
[228]
60
128
-
2
2 2
[228]
80
128
2
2 2
[228]
80
128
2
2 2
[228]
80
128
File file
Circulation Included)
10
_
2
20
2
20
2
20
2
20
Revenue Open WOrk Area
Rev.Tech. en_D
Fiscal Spec en -C
Fiscal_ Spec (pt) en_C
Sr. Fiscal Clerk enC
Fiscal Clerk _en_C
License Inspector en -A
on
Film Liaison en -A
80
64
_ C4 -
_ 64
64
36
36
[595]
62
98_
36 ___
35
64
72
36
1 1
2. 2
1 1
_ I 1
-- 2 2
I I
[912]
80
128
64
64
64
72
36
1 1
2 2
1 1
1 1
1 1
2 2
1 I
L91>)
80
128
64
64
64
72
36
I I
2 2
1 1
1
2 2
2 2
1 I
[992]
80
128
64
64
128
72
36
I I
2 2
1 1
I 1
3 3
2 2
I I
[1,072]
80
128
64
64
192
72
36
Hearing en -A
Files and Equipment
36
35
1 1
36
1 1
36
1 1
36
1 1
36
Coffee (see Department Shared Areas).__
20
y _Worktable table
y Printer .prinn2
Copy copy -2
Can cart
Bookcase/Reference Materials be
Coatrack coat
.Circulation inside work area inner circ2
- 40
_ 20
_ 40
10
10
6
25%
137
incl.
incl.
Ind.
Incl.
Incl.
2
2
1
I-
I
1
80
40
40
10
10
6
182
2
2
1
1
1
1
80
40
40
10
10
6
182
2
2
1
1
1
1
80
40
40
10
10
6
198
2
2
1
I _
1
80
40
40
_ __10
10
6
214
Hearing Room (listed with shared/common areas)
. Subtotal Assigned SF
Circulation Allowance Unit Circ -2
- Total. ASD_ Revenue NSF
If
868 13 1.320
216 200
13 1.320
200
14 1_.400
210
IS
1.480
220
_ 1.084 13_ _ 1.520
13 1.520
14 1.610
is.
1:700
Griffin Advisors. Inc.
Printed 8/26/02
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 5
Griffin Advisors, Inc.
Printed 8/26/02
At Present
Rmiected
Reci.irements
Space Standard
Actual
I Required
Level
Level
Level
ITEM
Code
I S . Ft
S . Ft
WS I Qtyj
S . Ft
WS I Qtyj
S . Ft
WS I Qtyj
S . Ft
WS I Qtyj
S . Ft
Accounting
Finance Ofcr,
POA
180
121
1 1
180
1 1
I80
1 1
180
1 1
180
Accounting Open Work Area
[395]
[550]
[550]
[550]
(650]
Accountant
en -D
80
175
2 2
160
2 2
160
2 2
160
3 3
240
Mgt Asst.
en -D
80
92
1 1
80
I I
80
I 1
80
1 1
80
Fiscal Clerk
en -C
64
40
1 1
64
1 1
64
I 1
64
1 1
64
PT/Temp Wkstn
en -C
64
69
1. 1
64
1 1
64
1 1
64
1 1
64
Files & Equipment
19
Files
file
10
4
40
4
40
4
40
4
40
Printer
print
20
1
20
1
20
1
20
1
20
Storage Cabinet (or equal)
ng cab
IS
2,
30
2
30
2
30
2
30
Circulation inside work area
inner arcl
2S%
92
92
92
112
Payroll Work Area
[111].
(268]
[268]
[268]
[268]
Note: This area requires some privacy.
Fiscal SPec_ayrolq
en -D
80
_
75
_
_ I
80
1 I
BO
I, 1
80
1 I.
80
Files & Equipment
36
_
Waitin 8 area .
_._
chair
IS
2
30
2
30
2
30
2
30
.
_ Counter {can incl with W52
-_-...
cnv stn
.
_ —.
90
I
90
I
40
I
90
I
40
Files
file
10
2'
26
2
20
2
20
2
20
Storage Cabs {mainly primouu2
cab
15
3
45
3
45
3
45
3
45
,Circulation inside work area
inner circ2
25%
53
53
53
53
Subtotal Assigned $F_
627 7 998
7 998
7 998
8
1,098
Circulation Allowance
Unit Circ -2
15_%
126
_
150
ISO
ISO
160
Total FSD_ Accounting NSF
753
7,
1.148
7
1,148
7
1.148
.8
1.258
Department Shared Areas
Vault _ _
Wgh_Density Shelving (37 units)
Each Unit
_6
300
-
25
[350]
150
2$
[350]
ISO
25
(350]
150
25
-
[350]
ISO
Coin Counter
Allowance
20
_
_
1
20
1
20
1
20
1
20
Hoist for lifting collec,tion bins
_Allowance
25
1
25
1
25
1
25
I
_
25
Bagging Area
Allowance
80
1
80
1
80
1
86
1
80
Endorser
Allowance
5
1
5
1
5
1
5
1
5
Circulation inside work area
,inner circ2
_
25%
-
76
70
70
70
Coffee Area _
col -3
- 30
17
1.
30
I.
30
1
3.0
I
30
(Note, no coffee programmed in other dinsions
_
except for MIS which has night activity.
-
Subtotal Assigned SF
_
_
317 0 380
0 380
0 380
0
- Circulation Allowance
—.
Unit Circ -2
IS%
—Inc[.
_
66
60
_
60
_380
60
Total, ASD, Shared Areas NSF
317
0
440
0
440
0
440
0
440
_. _.. _..
Total Admin., Svcs. Department
7,912 54 11,243
56 11,423
57 11,513
60
11,713
Density {s( /worksrauon�
—...
146.5
208.2
204.0
202.0
5
195.2
Griffin Advisors, Inc.
Printed 8/26/02
E
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 6
Griffin Advisors, Inc.
Printed 8/26/02
At Present
Prc
ected
R uiremente
Space Standard
Actual
I Required
Level I
Level
2
Level 3
ITEM
Code
S . Ft.
S
. Ft
WS
So.
Ft
WS Q S
. FC
WS
Qtyj S . Ft
WS I Qtyj
S . Ft
Building Department
Administration
Budding Director
PO -66
280
272
1 I I
280
1 1
280
1
1 280
1
1 280
Open Work Area
[319]
[51 f)
[631]
[631]
[631]
Admin. Asst.
en -D
80
93
1 1
80
1 1
80
1
1 80
1
1 80
Dept. Asst.
en-6
64
51
1 1
64
1 1
64
1
1 64
1
1 64
Office Asst.
en- recep -1
100
76
1 1
100
1 1
100
I
I 100
I
I 100
Aide
en -B
�-
48
0
0 0
2 2
96
2
2 96
2
2 96
,Equipment
99
--
MF Reader /Printer
sws_
45
1
45
1
45
1 45
1 45
MF Files
file
10
2
20
2
20
2 20
2 20
_Table with Fax. PC
table
40
1
40
1
40
1 40
1 40
-File-General
file
_
10
5
50
5
50
5 50
5 50
Fite -Dep. Director
b1e
10
I
10
1
10
1 10
1 10
,Circulation inside work area
Inner circ2
25%
ind.
102
126
126
126
Copy Centerl(or dtpartment)
copy -3
- 60
43
1
60
1
60
1 60
1 60
Supplies Closet
clos -2
30
20
1
30
1
30
I 30
1 30
Coffee Niche
cof -4
60
47
_
1
60
1
60
I 60
1 60
Conference RooMLibrary
C-3
-I80
178
I
180
I
180
1 I80
I I80
Subtotal Assigned SF
879 4 1,121
6 1,241
6 1,241
6
1,241
_ Circulation Allowance
Unit Circ -2
15%
- 276
170
190
190
190
Total, Bldg Dept, Admin NSF
1,155
4
1.291
6
1,431
6
1,431
6
1 431
Plan Check & Permitting
Administration
Deputy Bldg. Official
PO,-5
210
168
1 1,
210
1 1
210
1
1 210
1
1 210
_ Subtotal Assigned SF
168
1
210
1
210
1
210
I
210
Allowance
Unit Circ -3
20%
53
40
40
40
40
_Circulation
Torsi, Bldg Dept, Plan Check Adm NSF
_221
1
250
1
250
1
250
1
250
Customer_Service - One Stop Shop
_
Customer Work Area (at One -Stop Shop)
[3461
_
[710
[770]
[770]
[770]
Sr. Permit Tech.
en -E
100
105
1 1
100
1 1
100
1
1 100
I
I 100
Permit Tech &Intern
_— - ';n-B
en -B
48
124
3_ 3
144
4 4
192
4
4 192
4
4 192
InterdAlde
4B
ind
I_ 1
48
1 1
48
1
1 48
1
1 48
Files & Equipment _
_
I I17.
Table with printers (2)_
table
40
1
40
1
40
1 40
1 40
Files (back of work areal
file
10
14
140
14
140
14 140
14 140
Plan File Bins (back of work area)
allow ea If
6
16
96
16
96
16 96
16 96
_ (Note bins now above files: so ladder
is needed. But space is programmed
_
as if it is a se grace file unit)
Circulation inside work area
inner nrQ
25%
Inc[.
_
142
154
154
154
Counter Allocation
Public Counter
cntr nn.Ig
55
239
4
220
5
275
5 275
5 275
Waiting (allocation) .allowance
_
200
_
168
_
1
200
I
200
_
I 200
I_ 200
Subtotal Assigned SF
_
753 5 1.130
6 1,245
6 1,245
6
1.245
Circulation Allowance
Unit Circ -2
IS%
158
170
190
190
-
190
Total Bldg. Deft., Cun 9r1O55Z NSF
911
5
1.300
6
1,435
6
1,435
6
_ 1,435
Plan Check _One Sn Shop
Civil Engr
en -E
100
102
1 1
100
2 2
200
2
2 200
2
2 200
- _Subtotal Assigned SF
102
1
100
2
2.001
2
200
2
200
. Circulation Allowance
-
Unit Circ -3
20%
_
rcl.
20
40
40
_
40
Total. Bldg. Dept.. Plan Ch (O55). NSF
102
120
2
240
2
240
2
240
Griffin Advisors, Inc.
Printed 8/26/02
•
`J
u
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 7
Griffin Advisors. Inc. Printed 8/26/02
At Present
Pro
ected Re
uirements
Space Standard
Actual
Re wired
Level I
Level 2
Level 3
ITEM
Code
S . Ft.
S . Ft.
WS
S . Ft.
WS
S . Ft.
WS I QtYj
S . Ft
WS I QtyFSq.
Ft
Plan Check - Back Office
Civil Engr
1`0.2
120
328
3
3 360
3 3
360
3 3
360
4 4
460
Vault/Plan File Storage Boom
Allowance
180
139
1 180
1
180
1
180
1
180
Plan Rack/ Forms (in open area)
Allowance
50
34_
1 5o
I
50
I
50
I
50
Subtotal Assigned SF
501 3 590
3 590
3 590
4
710
Circulation Allowance
Unit Circ -3
20%
157
120
120
120
140
Total. Bldg. Dept. Plan Ch (055)_ NSF_
658
3
710
3
710
3
710
4
850
Total. Plan Check & Permitting
1.892 10 2.380
12 2.635
12 2.635
13
2.775
Inspection Division. _..
..
_
.
Administration
Chief Bldg. Insp, F0-3
(Note that library n added to conf rm_ above)
- I50
180
I
1 150
1 1
150
1 1
150
1 I
I50
PC Station (oare) (in open area)
en -A
36
22
1 36
1
36
1
36
1
36
Res'I BuildiiN Record
'
Res. Bldg. Record Insp. .en
-B
48
31,
I.
1. 48
1 1
48
1
48
1 1
48
Residential Inspection
'
Pr Bldg. InsR.
en -D
- 80
65
1
1 80
1
80
1 1
80
1 1
80
5r. Bldg. Inp.
Bldg, Insp.
en -C
en -B
_ 64
48
31
198
I
6
1 64
6 288
I 1
7 7
64
336
I I
7 7
64
336
I I
7 7
64
336
Commercial Inspection
Pr. Bldg. Insp.
en -D
80
65
1
1 80
1 1
80
1 1
80
1 1
80
Sr. Bldg. Insp. _
en -C
64
62
2
2._ 128
2 2
128
2 2
128
2 2
128
Bldg. Imp. .en
-B -
48
- --
1 1
48
1 1
48
Subtotal Assigned SF.
654 874
14 922
Is 970
15
970
Circulation Allowance
Unit Circ -4
25%
287
_ _13
220
230
240
240
Total. BIdg Inspection NSF.
_
941
13
1.094
14
1.152
IS
1.210
15
1.210
Total Building Department
3,988 27 4,765
32 5,218
33 5,276
34
5,416
,Density(sf /workstation)
147.7
176.5
163.1
159.9
1593
Griffin Advisors. Inc. Printed 8/26/02
•
I
Newport Beach Civic Center Space Needs Analysis
City Hall - Page B
Griffin Advisors. Inc.
Printed 8/26102
At Present
Pro'ected
Re
uirements
S ce StarMard
Actual
Re
wired
Level I
Level 2
Level 3
ITEM
Code
S . FC
S . FC
WS
S . FC
WS
S . FC
WS I Qtyj,Sq.
Ft
WS I Qtyj
S . Ft
City Attorney
City Any
PO -6b
280
273
1 1
280
1
1 280
1
1 280
1
1 280
Asst. City Atty.
PO -5
210
208
1 1
210
1
1 210
1
1 210
1
1 210
Dep. City Any.
PO -5
210
153
1 1
210
1
1 210
2
2 420
2
2 420
Open Work Area
[262]
[397]
[397]
[397]
[397]
Adm. Assc
en -E
100
_1.74
1 1
100
1
1 100
1
1 100
1
1 100
Law Clerk/intern
en -C
64
35
1 1
64
1
1 64
1
1 64
1
1 64
Dept. Asst.
en -C
_
64
35
I.
64
1
1 64
1
1 64
I
1 64
.Equipment _
allowance
75
18_
Copy & paper storage
copy.1
20
_
1
20
1 20
1 20
1 20
files
file
10
2
20
2 20
2 20
2 20
coffee
cof -2
20
I
20
1 20
1 20
1 20
Guest Seating
chair
IS
2_
30
2 30
2 30
2 30
Circulation inside work area
inner circ2
25%
79
79
79
79
Law Library
_C -5
258
1
300
1 300
1 300
1 300
Supplies
Clos -2
_300
30
IS
_
I.
30
1. 30
1 30
1. 30
He Room
I I.B.
I
150
I I50
I 150
I 150_
Litigation Files
file
10
4
4
4
4
Code Enforcement Files
file
10
3
3
3
3
Subject Files
file
10
4
4
4
4
Storage for 26 cartons _sig
cab
Is
_
2
2
2
2
shredder
allowance
10
I
II
I
Subtotal Assigned 5F
_ ___ _
1.287_ ___ 6 1,577
6 1.577
7 1.787
7
1.787
_ .. Circulation Allowance
Unit Orc -2
- 15%
179
240
_
240
270
270
. Total City Attorney NSF
1,466
6
1.817
6
1.817
7
2,057
7
2,057
Total City.Attorney
1,466 6 1,817
6 1,817
7 2,057
7
2,057
. Density(sf /workstation)
244.3.
_
302.8
302.8
293.9
293,9
Griffin Advisors. Inc.
Printed 8/26102
•
C�
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 9
Griffin Advisors. Inc.
Printed 8126/02
At Present
Pm
ected
Requirements;
Space Standard
Actual
Re
wired
Level I
Level
2
Level 3
IT
Code
S . FC
S
. FC
City Clerk
City. Clerk
PO -66
280
125
I I.
280
1_
1
280
1
1
280
1
1 280'
Public Counter Area (allow 12)
cntr stn
40
66
3
120
3,
120
3
120
3 120
Open Work Area
[259]
[423]
[423]
[423]
[423]
,-.Dep. City Clerk
en -D
80
75
1 1
80
I
1
80
1
1
80
1
1 80
Dep. City Clerk
en -D
80
77
I. 1
80
1
I
80
1
1
80
1.
1. 80
Equipment
_
Scanning Station
sws
45
33
1
45
1
45
1
45
I 45
Work Counter /Packet Prep (10 k)
cncr -Ink
6
74
10
60
10
60
10
60
10 60
C opy
topy_2
40
incl.
_.
I
.
40
I
40
I
40
I 40
Council Mail Racks
allowance
20
ind.
1
20
1
20
1
20
1 20
Supplies
Sig cab
IS
incl._
2
30
2.
30
2
30
2. 30
Circulation inside work area
inner circ2
25%
Incl.
68
68
68
68
Vault _
145
1
200
1
200
1
200
1 200
Shelving unit - Minutes
shv
IS
I
I
I
I
Shelving unit - Resolutions
shv
15
-
-
2
2
2
2
Shelving unit - General (hi- density)
be
10
10
10
10
10
Files _
file
10
3
_
3
3
3
C&Tub fie
art
can
10
2
2.
2
T. _
Subtotal Assigned SF
595 3 1.023
3 1,023
3 1.023
3.
1,023
Circulation Allowance
Unit Circ -2
15%
229
_ _
150
150
150
150
Tool. Net Sq. Ft. Block Area
.814
3
1,173
3
1,173
3
1,173
3
L473
Total CittClerk
824 3 1,173
3 1,1.73
3 1,173
3
1,173
Density (sf /workstation)
274.7
391 0
391.0
391.0
391.0
Griffin Advisors. Inc.
Printed 8126/02
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall -Page 10
Gnffn Advisors. Inc.
Printed 826/02
At Present
Pro
ected Require en
Space Standard
Actual
Re wired
Level I
I Level 2
Level 3
REM
Cade
jSq. Ft
S . Ft
WS
Q S
. FC
WS I tyf
S . Ft
I WS I Qtyj
S . Ft
WS
S . 7
Community Services
Administration_
Director
PO -6b
280
199
I. I
280
1 1
280
1 11
280
1 1
280
Reception Area/Counter
Counter/Wamng Area
allowance
120
[3q
114
1
[472]
120
1
[472]
120
1
[472]
120
1
[472]
120
Office Asst
en -C
64
149
2 2
128
2 2
128
2 2
128
2 2
128
Integrate work stations into counter.
Equipment
58
Copy
copy.l
20
1
20
1
20
1
20
1
20
Work Counter (8)15toragefl` x
allow
40
1
40
1
40
1
40
1
40
Table
table
40
1
40
1
40
1
40
1
40
Coffee
cof.3
30
61
1
30
1
30
1
30
1
30
_ Circulation inside work area
inn, circ2
25%
incl.
94
94
94
94
Administration Open Work Area
(150)
_
[272]
[272]
1272
[272]
Adm. Asst.
en -C
64
45
1 1
64
1 1
64
1 1
64
1 1
6_4
Sr. Fiscal Clerk
,en-C
_
64
43.
I 1
64
1_ 1.
64
1 I
64
1. 1
.Equipment
.64
Work counter (IS)withstg
cntr_In ft
6
62
IS
90
IS
90
I5.
90
IS
90
Circulation inside work area
inner circ2
25%
incl..
54
54
54
54
City Hall space not provided for.
(Media Coordinator)
(Graphic Spec)
Subtotal Assigned SF
_
731
5
1.024
5
1.024
5
1,024
5
1.024
Circulation Allowance
Unit G_r_c_ -2
IS%
162
I50
I50
1150
I50
Total. Community SKs.. Admin. NSF
893
5
1.174
5
1.174
5
1.174
5
1.174
Recreational Services
Recreation Supt
PO _44
180
_
168
1 1
180
1 1
180
1 1
180
1 1
180
Recreation Manager.
P0.3
I50
263
2 2
300
2 2
300
2 2
300
2 2
300
Recreation Coordinator
PO -2
120
484
4 4
480
4 4
480
4 4
480
4 4
480
Recreation Open Work Area _._
_
1136]_
[245]
(390]
[390]
(390
(Can combine with A_dm_ in Open Area, above)
Dept Asst
en.D
80
90
1 1
80
2 2
160
2 2
160
2 2
160
Field Desk
en.A
36
incl.
1 I
36
2 2
72
2 2
72
2 2
72
Equipment
46
Files
file
10
8
80
8
80
8
80
8
80
Circulation inside work area .inner
circ2
25%
incl..
_
49
_
78
_
78
78
Closet QBe&ard uniforms, etc.)
clos-2
30
30
1
30
1
30
1
30
1
30
Store Room _
102
- 1
[1 50]
_ 1
[150]
1
(150
1
[I 50 )
SheMng
shv
IS
3
45
3
45
3
45
- _
3
45
Storage Cabinet (supplies, etc.)
stgcab
IS
1
15
1
IS
I
IS
I
IS
. File
file
10
1
10
1
10
_
I
10
I
10
AlY Cart ._
cart
10
1
10
I
10
I
10
I
10
Easels. screens. flat storage
allowance
..
IS
�
.. ..
I_
IS
1
IS
I
IS
I
—
IS
Open floor storage, misc. items
allowance
25
- 1
25
1
25
1
25
I
25
Circulation inside work area
inner circ2
25%
ind.
30
_
30
_
30
_
30
City Hall space not provided for.
(Rea Maint Wkr.)
Subtotal Assigned SF
1.183 9 1.385
It 1,530
II 1,530
II
1,530
Circulation Allowance
Unit Circ.2
15%
210
230
230
230
Total, Community Svcs., Rec. Svcs. NSF_
1,183
9
1,595
11
1,760
11
1,760
11
1,760
Total Community Services
2,076 14 2,769
16 2.934
16 2,934
16
Density (sf /workstation)
148.3.
197.8
183.4
183.4
_
_2,934
_ 183.4
Gnffn Advisors. Inc.
Printed 826/02
E
Newport Beach Civic Center Space Needs Analysis
City Hall - Page I I
Griffin Advisors. Inc.
Printed 8/26/02
At Present
Projected
Requirements
Actual
Re wired
Level I
Level
Level
Space Standard
Code S
. Ft
S . Ft
WS
Q S
. Ft
WSTQtyj
S . Ft
ITEM
Fire Department
Office of the Chief
_
Fire Chief PO -6b
280
234
1 1
280
1
1 280
1
1 280
1 1
280
Adm Asst. Recept -2
180
174
1 1.
180
1
I 180
I
1 180
1 1
180
Subtotal Assigned SF
408 2 460
2 460
2 460
2
460
Circulation Allowance Unit Circ -4
25%
60
120
120
120
120
Total. Fire Dept, Ofc. of Fire Chief NSF
468
2
580
2
580
2
580
2
580
Support Services
Manager PO-4
180
198
I 1
180
1
1 180
1
1 180
1 1
180
Sr Fiscal Clerk en -C
64
76
1 1
64
1
1 64
1
1 64
1 1
64
.. . -.
Added equipment allowance {in WS) allowance
60
I
60
I 60
I 60
I
. —
60
Administrative Area Reception Point_
_
Oft. Asst. en- recep -1
100
48
1 1
100
I
I 100
I.
I. 100
I. 1
100
Open Work Area .. _
..
[75]..
[76]
[76]
[76
..
[76]
Field Work Station/Aide en -A
36
36
1
36
1 36
1 36
1
36
Copier copy -1
20
20
1
20
I 20
1 20
1
20
.. _
Coffee Area cof-2
20
19
.Fire
1
20
1 20
1 20
1
_
20
Conference Room C -6
360
SSS-
1
360
1 360
1 360
1
360
See discussion with CH Shared/Common Areas
Staff relocated out of City Hall complex
,
Supp Svcs Capt
Facility & Supply Coord.
-
-
--
-_
_.
Subtotal Assigned SF
952
3
840
3
840
3
840
3
840
_
Circulation Allowance Unit Circ -3
20%
140
170
170
170
170
_ _. _ —. ..__. __._
Total, Fire Dept, Supp. Svcs. NSF
I.092_.._._3.
1,010
3
1,010
3
1,010
3
1,010
Fire Prevention
Fire Marshal PO -5
210
220
1 1
210
I
I 210
1
1 210
1 1
210
Fire Prevention Open Work Area_ _
[543].
[692]
[785]
[857]
_
[857]
Dep Fire Marshal en -O
80
543
1 1
80
1
1 80
1
1 BO
I 1
80
Fire Pre, Spec en -C.
64
Incl.
1 1
64
2
2 128
2
2 128
2 2
12B
Inspector en- B
48
incl.
I I
48
1
1 48
2
2 96
2 2
96
_
Dept Ass t_ en -C
_ 64
ina1.-
I 1
64
1
I, 64
1
1 64
1 F
64
_
Equipment & Files
_.
Work Station dfc
75
I
75
1 75
I 75
1
75
_Draping
Verticalplan files roll elan -v
5
2
10
2 10
2 10
2
10
Storage Cabinet_ stg cab
i5
I
15
I IS
I IS
I
IS
Table with printers {2] table
40
I
40
1 40
1 40
1
40
_ _
Work counter with cabs above cnv -In ft
6
B
48
B 48
8 48
8
48
.... _. Fire. Fire ...._
Fil. es 8le
10
3
30
4
4 40
...—
5 50
5
50
Public counter (4 it ea section) cnv stn
40
2
BO
2 80
2 80
2_
80
Circulation inside work area inner circ2
25%
rcl.
138
157
171
_
171
Subtotal Assigned SF,
763 S 902
6 995
7 1,067
7
1,067
- _
Circulation Allowance Unit Circ -2
15%
146
t40
150
160
160
._ —.
Total, Fire Dept. Fire Prev_ NSF
909
S
1,042
6
1.145
7
1,227
7
1.227
- ......_ Fire_...
EMS Management _ _
..
Fire
..
.
Manager PO -4
180
102
1 I
180
1
1 180
1
1 180
1 1
180
-- -- _-
EMS Open Work Area
[107]
[144 ]
[144]
[I4J4-
[144)
_
Dept. Asst. -C
64
107
1 1.
64
1
1 64
1
1 64
1 1.
64
.en
Equipment
Files file
6
60
6 60
6 60
6
60
_ _
Misc equipment/shredder .allowance
_ ..
.20
_incl.
in
- I
20
1 20
1 20
.1.
20
.. Subtotal Assigned SF.
209
2
324
2
324
2
324
2
324
Circulation Allowance Unit @c.2
IS'.
31
_ _
SO
SO
SO
SO
Total. Fire. Dept_ EMS Mgc NSF
240
2
374
2
374
2
374
2
_374
Griffin Advisors. Inc.
Printed 8/26/02
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall -Page 12
Griffin Advisors. Inc.
Printed 8126/02
At Present
Pro
etted Requirements,
Space Standard
Actual
Re wired
Level I
Level 2
Level
ITEM
Code
S . Ft.
S . Ft.
WS
I Qty S
. Ft.
TrainingCommunity RelationslES
Training Chief
P0-4
180
163
1 1
180
I I
I80
I I
180
I 1
180'
Comm Reis /ES Open Work Area
[241]
[343]
_
[343]
[343]
[343]
Comm Relations Ofcr.
en -D
80
100
I I
80
I 1
80
1 1
80
1 1
80
Emerg. Svcs. Coord.
en -D
80
100
1 1
80
1 1
80
1 1
80
I 1
80
Equipment (emerg Svcs)
41
Storage Cabinets
IS
6
90
6
90
6
90
6
90
.Printers (2)
.stgcab
print -1
10
2
20
2
20
2
20
2
20
Fax
allow
5
1
5
1
5
1
5
1
5
Circulation inside work area
inner circ2
_ 25%
Ind.
68
68
68
68
Located out of City Hall complex:
Lifeguard Capt.
—
--
--
--
Subtotal Assigned SF_
404 3 523
3 523
3 523
3
523
Circulation Allowance
Unit Grc -2
15%
62
80
80
80
80
Total. Fire Dept. Training/CR/ES NSF
466
3
603
3
603
3
603
3
603
Department General Storage
General Storage
AIIOw
240
242
1
240
1
240
1
240
1
240
Subtotal Assigned SF
242 0 240
0 240
0_ 240
0
240
Circulation Allowance
Unit Circ -2
IS%
Na
q0
40
40
40
Total, Fire Dept, Gen. Smrage NSF
242
0
280
0-
280
0
280
0
280
Total Fire Department {Admin)
3,417 15. 3,889
16 3,992
17 4,074
17,
4,074
Density (sf /worksration)
227.8
259.3
249.5
239.6
239.6
Griffin Advisors. Inc.
Printed 8126/02
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall • Page 13
Griffin Adv sors. Inc.
Printed 8/26/02
At Present
Prc
ected Re uirennents
S ace Standard
Actual Re mired
Levell
Level
Level
ITEM
Code S . Ft.
So. Ft WS Q S . Ft
WS I Qtyj S . Ft.
—W—S7—Qtyl Sq. Ft
WS I Qtyl S . Ft
General Services
Facilities Maintenance Center _
I55
Facilities Maintenance Workstation desk included
0 1 0
1 1 0
1 1 0
1 1 0
Storage Area allowance 180
1 180
1 180
1 180
1 180
Note: general janitorial rooms and related areas are accounted in the
Net to-Gross allowance.
Subtotal Assigned SF_ _
I55 0 180
I 180
1 180
1 180
Circulation Allowance Unit Circ_ -2 15%
30
30
30
_
30
Total General Services NSF
155 0 210
1 210
1 210
1 210
Total General Services
155 0 210
1 210
1 210
1-210
Density (sf /workstation)
n/a n/a
n/a
n/a
n/a
Griffin Adv sors. Inc.
Printed 8/26/02
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall- Page 14
Griffin Advisors, Inc.
printed 8/26/02
At Present
Pro
jected Requirements
Space Standard
Actual
I Required
Level
Level
Level
ITEM
Code
S . Ft.
Ft WS
I Qtyj S
. Ft
WS Q
. FC
WS Q
S . Ft
WS Q
S . Ft
Human Resources Department
_5_q.
Director
P0.66
280
144 I
I
280
I
I 280
I I
280
I
I 280
1 Risk Mgr.
PO -4
180
148 1
1
180
1
1 180
1 1
180
1
1 180
HR Ops. Mgr.
PDA
180
138 1
1
180
1
1 180
1 1
180
1
1 180
HR Analyst
PO -2
120
134 2
2
240
2
2 240
2 2
240
3
3 360
HR Asst
PO-2
120
162 2
2
240
2
2 240
3 3
360
3
3 360
HR Open Work Area
[305]
[478]
[478]
[478]
[608]
Adm. Asst
en -C
64
52 1
1
64
1
1 64
1 1
64
2
2 128
Ofc. Asst.
en -C
64
52 1
1
64
1
1 64
1 1
64
1
1 64
Equipment
-
127_
Supplies
- stg cab
15
2
30
2 30
2
30
2 30
Copy
copy -2
40
1
40
1 40
1
40
1 40
_
Fax
allow
5
1
5
1 5
1
5
1 5
Counter (4' ea "station
ch
cntr stn
40
.ncl.
2
80
2 80
2
80
_
3 120
_
Display/Application Area
allowance
100
74
1
100
1 100
1
100
I 100
_Wainn
Circulation inside open area
inner circ2
25%
incl.,
95
95
95
_
121
Conference/Intevlew Room
C-3
I80
1
180
1 180
I
I80
1 180
File Room (employee, files - secure)
Allowance
120
1
120
1 120
1.
120
I 120
Subtotal Assigned SF-
IA31 9 1.898
9 L898
10 2A18
12
2.268
Circulation Allowance
Un_it_ Circ -2
15%
_
169
280
280
300
340
Total Human Resources N5F
1.200 9
2.178
9
2.178
10
2.318
12
2.608
Total Human Resources
1,200 9 2,178
9 2,178
10 2,318
12
2,608
Density (sf /workstation)
133.3
_
242.0
242.0
231.8
2173
Griffin Advisors, Inc.
printed 8/26/02
•
•
I
Newport Beach Civic Center Space Needs Analysis
City Hall - Page IS
Griffin Advisors, Inc.
Printed 8/26/02
At Present
Pro
ected Requirements
Space Standard
Actual
Re wired
Level 1
Level 2
Level 3
ITEM
Code
S . Ft.
S . Ft
WS
S . Ft
WS
S . Ft
WS
S . FG
WS I Qtyl
S . Ft
Planning Department
Administration
Director
PO -6b
280
283
1
1. 280
1
1 280
1 1
280
1 1
280
Administrative Open Work Area
[173)
(220)
[220]
[220)
(220)
Adm. Asst
en -E
100
138
1
1. 100
1
1 100
1 1
100
1 1
100
Addioonal Equipment
-
Reception area for 2 persons
allowance
60
35
1 60
1 60
1
60
1
60
Files at workstation
file
10
4 40
4 40
4
40
4
40
.Mail center
allowance
20
incl.
1 20
1 20
1
20
1
20
Subtotal Assigned SF
456_ 2 500
2 500
2 500
2
500
- Circulation Allowance
Unit Circ -4
25%
123
130
_
130
130
130
Total, Planning, Admin. NSF
579
2
630
2
630
2
630
2
630
Economic Development
_
Sr. Planner
PO -3
ISO
104
_
I
1 ISO
I
I ISO
1 1
150
1 1
150
Assoc Planner
PO -2
120
115
1
1_ 120
1
I. 120
1 1
120
1 1
120
Open Work Area
Dept Asst
_en -C
64
64
1
I. 64
1
I 64
1 1
64
1 1
64
Note: combine these open work areas.
Theme are listed separately m show organizational
and adjacency requirements.
Subtotal Assigned SF
2.83 3 334
3 334
3 334
3
334
Circulation Allowance
Unit Circ -3
20%
77
70
70
70
70
. Total. Planning_ Econ. Dev_ NSF,
360
3
409
3
409
3
409
3
404
Current Planning'
Main Office Are.
Sr_ Planner
PO -3
ISO
120
I ISO
I
1 150
I I
150
1 I
150
Sr. Planner
P6-3
150
125
1
1 150
1
1 ISO
I 1
150
1 1
ISO
Assoc Planner
PO -2
120
115
1
1 120
1
1 120
1 1
120
1 1
120
Current Planning Open Work Area
Asst Planner.
en -E
100
[84)
48
1
(200)
1 100
1
[160]
1 100
2 2
(260)
200
2 2
[260)
Files /Egupment _
36
_200
Files
file
10
,
2 20
2 20
2
20
2
20
Files fneedecD
file _
10
1 10
1 10
1
10
1
10
.- Cart _
can
10
1 10
1 10
1
10
1
10
ocase
_ok
be
10
2 20
2 20
2
20
2
20
Circulation inside work area
inner circ2 _
25%
Incl.
_
40
Subtotal Assigned SF
444 4 620
4 580
5 680
5
680
Circulation Allowance
- - -_...
Unit Orc -2
IS%
120
90
90
100
100
Total, Planning. Curr. Ping: Olc. NSF
564
4
710
4
670
5
780
5
780
_
One, A—
St> op Shop rea _ --p0 ..
Plammng Dept One Stoo shop open Area _...__..
%anningTech. .en-D
..__
80
(2201 __
45
1
_ [512]
1 80
1
X512)
1 80
- _.,
1 1
[512
80
1 1
[512)
80
.. Asst Planner
en -E
100
159
2
2 200
2
2 200
_.
2 2
200
2 2
200
File_s/E uq IPment
. -16.
..
.. _..
.
File
file
_
IO
5 50
5 50
5
50
5
50
Plan Storage (and overflow)
allowance
80
_
1 80
1 80
1
80
80
_Circulation inside work area
inner circ2
25%
inch,
_
102
102
102
_ l00
_ ___
Counter Alloca
cation
_
Public Counter
mtr stn -Ig
55
0
1 55
2 1 IO
2
110
2
I IO
Waiting (allocation) ,allowance
80
0
_
1- 80
80
1
80
I
80
Subtotal Assigned SF
220 3 647
3 702
3 702
3
702
- Circulation Allowance
_Unit Grc -2_ _
._ 1S% 1AJ
158
_
1001
110
10
110
Total. Planning. O55 NSF
378
J.
747
3
812
3
812
3 -
812
Griffin Advisors, Inc.
Printed 8/26/02
•
0
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 16
Griffin Advaors, Inc
Printed 8126102
At Present
Pro'ected
Re
uirennents
Space Standard
Actual
Re wired
Level 1
Level 2
Level 3
ITEM
Code S
. FC
. FC
WS
S . FC
WS I
Qtyi
S . i
WSJ Q tyj
S . FC
I WS I Qtyj
Sq.-R.
Advance Planning
Sr. Planner
PO -3
150
208
2
2 300
2
2
300
2 2
300
2
2
300
Files & Equipment (in open area near offices)
35
Files (EIR's)
file
10
3 30
3
30
3
30
3
30
File (general)
fle
10
1 10
1
10
1
10
I
10
Bookcase
be
10
1 10
1
10
I
10
1
10
Subtoal Assigned SF
243 2 350
2 350
2 350
2
350
Circulation Allowance
Unit Grc -3
20%
66
70
70
70
70
Total, Planning, Adv. Ping, NSF
309
2
420
2
420
2
420
2
420
Shared: EDICP /AP
Planning Dept Shared Functions Open Area
-[4881
_ [500]
[560]
[560]
[6401
Asst- Planner
en -E
too
110
I
1 100
1
1
100
1 1
100
1
1
100
Dept. Asst-
en--C
64
49
I_
I 64
1
1
64
1 1.
64
2
2
128
Clerical Asst (Pt)
en_C
64
45
1
_ 1 64
1.
I
64
1 1
64
1
1
Interns
en -8
48
41
I 48
2
2
96
2 2
96
2
2
_64
96
Intern Wk Stn (area being re- designed
135
Equipment & Filing_.
_
_
.
Tract Map counter /work area
table
40
1 40
-
1
40
1
40
1
.
40
. Copier
copy -2
40
1 40
I
40
1
40
1.
40
-Typing Stand_
stand
IS
I_ IS
I
IS
I
IS
I
IS
Department Reception/Seat�
seat -1 _
60
73
1 60
1
60
1
60
1
60
Circulation inside work area
inner orc2
25%
mcl.
69
81
81
97
Conference/Packet Preparation
C -3
180
84
1 180
1
180
1
180
1
180
Supplies Closet
clos -I
IS
I IS
I
IS
I
IS
I
IS
Vault_
_
161
[415]
[415]
[415]
[415)
Files (with storage above
file
10
17 170
17
170
17
170
17
170
Microfilm File
file
10
I 10
I
10
1
10
1
10
Microfilm reader /printer
sws
45
I 45
I
45
1
45
I
45
Bookcase
be
10
_
2 20
2
20
2
20
2
20
Table _ / Workstation
tws
60
1 60
1
60
1
60
1
60
Card file
file
10
_ _
_ _
1 10
1
10
1
10
1
10
General storage (boards_ etc)
.allowance
100
_
_ _
1 100
1
100
1
100
1.
100
Storage Room (under stairs)
96
_..
(Requirement is included in Vault)
_
Subtotal Assigned SF
829 4 1.110
5 1,170
5 1.170
6
1.250
__..
Circulation Allowance
Unit Grc -2
_
IS%
225
170
180
180
—.
190
Total. Planning. Shared Area NSF
1.054
4
_ 1,280
5
1.350
5
1,350
6
1.440
Code Enforcement
Code Enforcement Supv._
PO_4
180
182
1
1 180
1
1
180
1 1
180
1
1
180
Code Enforcement Officer
PO -2
120
1
1- 120
1
1
120
1 1
120
1
I
120
(Spacers flexible to allow for possible growth)
_
_
_.. _. _.
._Subtotal Assi ned SF
00
2 300
2 300
2
300
Circulation Allowance
Unit Circ -3
20
60
60
60
_
60
Total. Planning, Code Enforcement NSF_
_ 231
2
360
2
360
2
360
2
360
Total Planning Dept
3,475 28_ 4,551
21 4,646
22 4,7_56
23,
4,846
Density (sf/worksmoon)
_
173.8.
- -._ _ 227.6
221.2
216.2
210.7
Griffin Advaors, Inc
Printed 8126102
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 17
Gruen Advisors. Inc.
Printed 8/26/02
At Present
Pro
iected Re uirensents
S ace Standard
Actual
Re mired
Level I
Level 2
Level 3
ITEM
Cade
S . Ft
S . Ft WS
Q S
. Ft
WS I
Qtyj S
. Ft
WS Q
tyj S . Ft
WS
S . Ft
Public Works
Administration - Office Area
Director
PO -6b
28_0
280 1
1
280
1
1
280
1
1 280
1
1 280
Adm Mgr.
.POA
180
166 1
1
180
1
1
180
1
1 180
1
1 180
Administrative Open Work Area
Exec Sec'y (Intern WS)
en-E.
100
141 1
1
100
I
I
100
I
1 100
1 100
Equipment. Etc.
Recepuon area for 2 persons
allowance
_
60
incl.
I
60
I
60
I 60
I 60
Subtotal Assigned SF
587 3 620
3 620
3 620
3
620
Circulation Allowance
Unit Orc -4
25%
127
160
160
160
160
Total Public Works. Admin. NSF
714 3
780
3
780
3
780
3
780
Administration- One -stop Shop Area
Planning Dept One Stop Shop Open Area
[236].
[465]
[465]
1465]
[465
Adm. Asst.
_.._
en -C
64
35 1
1
64
1
1
64
1
1 64
1
1 64
Dept. Asst.._
_
e n - —C
64
102
2
128
2
2
128
2
2 128
2
2 128
Files/EquiQment
,,.2
99
File can ..
can
10
1
10
1
16
1 10
I 16
Vertical Plan Files
eat plan -v
20
...._.
3
60
3
60
3 60
3 60
Work table
cable
40
1
40
1
40
1 40
1 46
Copier
copy -2
_
40
1
40
1
40
1 40
_
1 40
_Printer
print
_
20
_ .___
1
20
1
20
1 20
1 20
File
file
10
1_
10
{
10
1 10
{ 10
Circulation insidework area
inner circ2
_
25%
ind.
93
93
93
93
Count Allocation_
-�
-_–
-
Public Counter
cntr stn -dg.
55
185
3
165
4*
220
4 220
4 220
Waiting(allocation),
allowance
200
107
-
I.
200
1
200
1 200
_
1 200
. Includes display area/counter
_ _...
Subtotal Assigned SF
528 3_
830
3
885
3
885
3
885
Circulation Allowance
_
Circ -4
25%
114
210
220
220
220
_ Total Public Works. 055 NSF
_Unit
_
_
642 3
1,040
3
11105
3
L.105
3
1.105
Engineering _...
-
AduninistratiordCit -y Engineer
City Engineer
PO -5
210
185 1
_ I.
210
I.
1 _
210
1 .
1 216
1 _
1 210
Engineering
_._
.._
..
.....
_.
__
Principal Civil Engineer
PO -3
_ 150
432 _ _ 3
3
450
3
3
450
3_
3 450
3
3 450
Engineering Open Work Area
[446].
/L60]
[940]
[I A65]
(1,065)
Assoc. CE
en -E
100
190 2
2
200
2
2
200
3
3 300
3
3 300
Sr. Eng. Tech,
en-1.
100
94 I
I
100
I
I
100
I
I 100
I
I 100
Jr. CE
en -E
100
43 I
I
100
I
I
100
I
I 100
I
I 100
Interns)
en- B-
48
23 I
1
48
2
2
96
2
2 96
2
2 96
Contract Engineers
48
0
6
2
2
96
2
2 96
2
2 96
Files &Equipment
_e�_B .,.
....
96
_
Files (near City Engineer)
-hies
file
10
incl.
2
20
.
2
20
2 20
2 20
Files (general)
_- _
__._
file
10
.. _ _
Incl.
_
2
20
2
20
2 20
2 20
Copy
copal
_
20
incl.
1
_
20
1
20
1_ 20
1 20
Plotter
2
46
incl.
1_
40
1
40
_
1 40
I 40
Print (blueline)
_m
copy -2
40
in_c1.
_
1
40
1
40
1 40
1 40
_C_o_ffee_ _
cof -2
26
inc1.
I
1
20
1
1 20
Grculation inside work area
_ _
inner circ2
25%
Ind. �
_20
152
Ise
_ _20
213
213
Field, Inspection & Survey
Principal Civil Engineer
. PO-3
I50
138. I
. 1
150
1
1.
150
I _
I I50
I .
I 150
_. ...
[continued)
Gruen Advisors. Inc.
Printed 8/26/02
11
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 18
Griffin Advisors. Inc.
Pru- ed 8126102
At Present
Pro'ected
Rectuirememns
Actual
Re
wired
Level
Level
Level
Space Standard
ITEM
Code
S . Ft
S
. Ft
WS
Q
S . Ft.
WS I Qtyl
S . Ft.
WS
Inspection Open Work Area
[193].
[285]
[180]
[180]
[180]
PW Inspector
en -B
48
193
3 3
144
3 3.
144
3.
3
144
3 3
144
Contract Inspectors
none
0
Equipment
Layout table
dh
75
incl.,
1
75
Vertical flat plan file
Flat plan -v
20
incl
1
20
File
file
10
incl.
1
10
Circulation inside work area
tuner circ2
25%
incl.
36
36
36
36
Survey Open Work Area
[105]
[145]
[145]
[1451
[145]
Survey Parry Chief
en -B
48
53
1 1
48
1 1
48
1
1
48
1 1
48
Survey Inst. Worker.
en -B
48
52
1 1
48
1 I
48
1
1
48
1 1
48
Allowance for shared equipment
allowance
20
Incl.
I.
20
1
20
1
20
1
20
Circulation inside work area
inner circ2
25%
Ind.
29
29
29
29
Subtotal Assigned SF
1,499 Is 2,000
18 2,075
19_ 2,200
19
Circulation Allowance
Unit Circ-2
15%
404
_
300
310
330
_2.200
330
Total Public Works, Engineering Nff
1.903
15
2.300
18
2.385
19.
2,530
19
2,530
Transportation and Development Services
Administration
Manager
PO -4
180
l48
_ _
l 1
180
1 1
180
1
1
180
I I
180
Transportation
Pr. CE_ Transportation Manager
PO -)
I50
127
I_ 1,
150
V. 1
150
1
1
150
i 1
150
Transportation Planning Open Work Area
[107]-
[125]
[1251
[250]
Q10
Assoc. CE
_
en-E
100
107
1 1
100
1 1
100
2
2
200
2 2
200
{Needs added privacy)
Eng. Aide/Intern
en -8
48
0
0
0
0
1 1
48
Circulation inside work area
inner circ2
25%
incl-
25
25
50
62
Transportation Ops. Open Work Area
[369L
[535]
[595]
[595]
__
[595]
Assoc. CE
en -E
100
107
1 1
1.00
1 1
100
I
I
100
I 1
100
TE Tech.
en -D
80
93
1 1
80
1 1
80
1
80
1 1
80
jr. CE
en -E
100
61
_
I I
100
I I
100
_I
1
100
1 1
100
Eng. Aide
-B
48
39
I I
48
2 2
96
2--
2
96
2 2
96
.en
Fites ik Equipment
_
69
Lateral Files
_.
File
10
6
60
6
60
6
60
6
60
,., ,Bookcaze
be
10
2
20
2
20
2
20
2
20
Storage Cab (now over files)
stg =b
I5
3
45
_
3
45
3
45
_
3
45
Circulation inside work area
Inner circ2
25%
_
ind.
82
94
94
94
Traffic Control Room
Allowance
200
200
200
I
200
1
200
T_ here staff not provided space in CH:
Parking Meter Supv
_
0
0
0
0
0
Parking Meter Svc Worker.
0
0
0_ _
0
_
0
Development Services
Develo�ment Engr
PO -3
_ 150
14fl
1 1
150
1 1
150
l
l
150
1 1
_—
150
D_evel. Svcs. Open Work Area _- . -_-
-.
[356]_
-00
- [600
_
[725]
_
[850)
Assoc CE
._ .- -_
.en -E
.
100
92
1 1
100
1 1
100
I
I
100
2 2
200
-.
Gi55ystAnalyst
._.
en -E
_.
100
_._..
149
_-
V 1
ICO
..
I 1
100
__.
f
I
..
_
i
.-
ICO
Eng:Tech.
en -D
80
63
_ .. _.
I I
80
I I
80
—
I
I
_1C0
80
__1_
I I
80
)r. CE
en -E
100
33
I I�
100
I I
100
2
2
200
2 2
200
Files &_ Equipmeint
20
_
Drahing /Layout table (gen use)
_
table
40
1
40
1
40
1
40
1
40
Print (blueiinel
copy -2
40
1
40
1
40
1
40
1
40
Copy /print_ {need)_
copy -1
20
1.
20
I�
20
1
20
_
I
20
Circulation inside work area
inner circ2
25%
incl.
120
120
145
170
Griffin Advisors. Inc.
Pru- ed 8126102
E
•
I
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 19
Griffin Advisors. Inc.
Printed 8/26/02
At Present
I'miected
Reci.irenne
nts
S ace Standard
Actual
I Required
Level I
Level 2
Level 3
ITEM
Cade
. Ft
Sq. Ft
WS
I Qtyj Sq. Ft
WS Q
S . Ft
WS I Qtyl
S . Ft
WS I Qtyj
Scl. Ft
Pian File Room (combines both existing vaults)
Verncal Flat Plan File Bat plan -v
12
458
[592]
27 324
27
[5921
324
27
[592]
324
27
[592]
324
Files (standard) fie
10
5 50
5
50
5
50
5
50
(Storage on wall above all files)
5wnner Print -3
30
1 30
1
30
1
30
1
30
Printer Pnno3
30
1 30
1
30
1
30
1
30
Work Table table
40
1 40
1
40
1
40
1
40
,Added circulation inside room inner orc2
—Ni
incl.
tie
118
118
118
_.
Subtotal Assigned SF
1.713 12 2.532
13 2.592
IS 2.842
17
3.027
Circulation Allowance Unit Circ -1
10%386
250
260
280
300
Tom Public Works. Transp. & DS NSF
2.099
12
2.782
13
2.852
IS
3,122
1.7
3,327
Department Shared Areas
Conference Room C -4
240
176'
I 240
1
240
1
240
1
240
Coffee _ ,c04-4
60
48
I, 60
1
60
1
60
_ I.
60
General Storage (now under stair) .Allowance
120
95
1 120
1
120
1
120
1
120
- Subtotal Assigned SF
319 0 420
0 420
0 420
0
420
Circulation Allowance Unit Circ -3
20%
46
80
80
80
80
Total Public Works, Shared Areas NSF
365
0
Soo
0
Soo
0
Soo
0
500
Total Public Works Dent _
Density (sf/workstation)
5,723 33 7,402
173.9 224.3
37 7,622
206.0
40 8,037
200.9
42
8,242
196.2
Griffin Advisors. Inc.
Printed 8/26/02
•
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 20
Griffin Adnscrs. Inc.
Printed 8/26/02
At Present
Pro'ected
Re uirements
Actual
Re wired
Level I
Level 2
Level
Space Standard
ITEM
Code
S . Ft
S . Ft WS
S . Ft
WS
S . Ft
WS
. Ft
WS FQtYT
S . Ft
City Hall Shared /Common Areas
Conference Areas
Hearing Room ("Lobby Conf Rm" today) C -5
300
244
1 300
1
300
1
300
1
300
Large Conference Room (general use) C -9
560
now FD
1 560
1
560
1
560
1
560
Other Conference Rooms programmed with Depanments
City Admin- Council Conference Room Existing
400
[4001
[400]
[400]
[400]
[400]
City Mgr. Conference Room C -3
180
none
[180]
[180]
[180]
[180]
Admin. Svcs. Conference Room C -5
300
none
[300]
[300]
[300]
[300]
Bldg. Dept Conference Room/Library C -3
180
[178]
[180]
[1 SO]
[180]
[IBO]
City Any. Law Library _ C -5
300
[2581
[300]
[300]
[300]
[300]
Fire Department Conference Room C -6
360
[551
[360]
[360]
[360]
[360]
HR Conference/Interview Room C -3
180
none
[180]
[180]
[180]
[180]
Planning DeEt,Conf Rn!Tai;6t Prep C -3
180
[84]
[180]
[1 SO]
[180]
(180]
Public Works Conference Room CA
240
[176)
[240]
[240]
[240]
[240]
Shared Areas -O55 Conference Rm C -3
180
none
180
180
11801
rIB 0
Total SF. ail Conference Rooms
[1.895]
[3.360]
(3.360]
(3.360]
[3.360]
Total No. of Conference Rooms
[7]
[I2]
[12]
[12]
[I2]
Avg. SF/ Room
[271]
[280]
[280]
[280]
[280]
Subtotal Assigned SF
244
0
860
0
860
0
860
0
860
Circulation Allowance Unit Grc-4
25%
220
220
220
220
Total Conference Center NSF
244 _
0
1.080
0
1,080
0
1.080
0
1,080
Building Lobby and Related
Lobby Allowance Allowance
1000
532-
1 1.000
.
1.
1.000
1
1,000
1
1.000
Public Lavatories (see n -t -g)
_
Subtotal Assigned SF
532__
0
11000
0
11000
0
11000
0
1.000
Circulation Allowance Unit Grc -0
0%
0
0
0
0
Total Boilding Lobby & Related NSF_
532
0
1.000
0
1.000
0
11000
0
19.0.0
Lunch Room
lunchroom .Allowance
500
472
1 500
I
5.00
I
500
I
500
Storage Allowance
80
68
1 80
180
1
80
I
80
- - Subtotal Assigned SF_ _
540
0
580
0
580
0
580
0
580
Circulation Allowance Unit Grc -4
-
25%
.__.
..
150
150
150
_...
150
Total Lunch Room NSF _
540
0
730
0
730
0
730
0
730
One Stop Shop Facility
-
Staff & Counter Areas Programmed with Department Requ..
Spice
Stns Space
Stns
Space
Stns
Space
Sms
Space
Bldg. Dept, Cust Svc (O55), NSF
Bldg. Dept, Plan Ch (055). NSF
1911]
[102]
(4] [1300]
[ - -] [120]
(5]
[ - -].
[1435)
[240)
[5]
[ - -],
1.
[1435]
[140]
[5]
[ - -]_
[1435]
[240]
Planning, 055 NSF
Public Works, 055 NSF -
[378]
[642]
[I] [747]
[3]- [1040]
[2]
[4)
[812]
[1.105]
[2
(4]
[812
[1,105]
[2]
[2]
[812]
[1,102]
Noce that HR. CS, FD counters are not
accounted for in the 655 allowance.
_
-
Additional items
- --
-
Counter Stations for other users cntr sm -Ig
55
incl._
2 110
2
110
2
110
2
110
Visitor Research Area _ allowance
Incl.
1 200
1
200
1
200
1
200
Waiting Area (included in Dept areas above)
_2_00
incl.
[480]
_
[480
_
[480)
[480]
Department PC Stations allowance
20
incl.
3 60
3
60
4
80
4
80
.055 Shared Conference Rm C -3
180
none
I ISO
1
180
1
180
1
180
Subtotal Assigned SF
0 0 550
0 550
0 570
0
570
Circulation Allowance Unit C_irc
_ -4
25%
140
140
140
_
1 40
Total 055 Facili� Additions NSF _
_
0
0_
690
0
690
0
710
0
710
Warehouse
- - -
Purchasing Warehouse Allowance
600
445,
1. 600
1
600
1
600
I
600
Subtotal Assigned SF
445_ 0 600
0 600
0 600
0
600
. Circulation Allowance U_ Circ -2
15%
90
90
90
90
_nit
Total Warehouse NSF
445
0
690
0
690
0
690
0 _
690
.Total City Hall Shared/Common Areas
1,761 0 4,190
770 4,190
0 4,210
0
4,210
Griffin Adnscrs. Inc.
Printed 8/26/02
•
•
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 21
Griffin Advisors. Inc.
Printed 8126/02
At Present
P.
Re uirements
ITEM
Space Standard
Actual
Re wired
Level 1
%ted
Level 2
Level 3
Code . Ft
S . Ft WS
Q S . FC
WS Q
. Ft
Total Net Sq. Ft.
Total City Hall, NSF Calculations
—37,011
189 49,899
206 51,215
215 52,370
224
53,295
Council Chambers Building (from above)
3,622,
_ 3,622
3,622
3.622
3,622
Total City Hall NSF, excluding Chambers _
33,389 169 46,277
206 47,593
215 48,748
224
49,673
Calculation of Gross Sq. Ft.
Total non- chambers NSF from Above
33.389_
46.277
47,593
48,748
49,673
Statistical N -o-G Allowance Net/Gros's
80%
_
1 1,569
1 1298
12.187
12,418
Actual Existing Elements of Net- to-Gross:
(excluding chambers. listed on its page)
"
Circulation - horizontal
1539
Circulation- Vemcal
348
Atrium _
395
--
_-
Other Shafts and Penetrations
101
Mechanical Rooms
_577
-_ - --
Lavatories (public 8 stall)
-
1.460
Other
427
Misc Wall Thickness
1.171
Subtotal N-T -G allowance -
[7018]
- -
-
Total City Hall, Gross Sq. Ft, Excluding Chambers
40,407 189 57,846
2 06 59,491
215 60,935
224
62,091
. Density(gsf /person) -
_ 306
289
283
277
Council Chambers Building (from above)
3.622
_ 3,622
-
3.622
3.622
3.622
Total City H-11, Including Chambers
44_029 189 61,468
206 63,113
215 641557
224
65,713
' The Council Chambers component however. is based on GSF.
This
is subtracted as noted in the subsequent
totals.
Griffin Advisors. Inc.
Printed 8126/02
•
•
Bubble Diagram
City Administration
Primary
Access
Point
Council Chambers Building
Council Chambers Complex
3.622 (gross) sf
Reception City Manager
180 sf 1 300 sf
Asst. CM
NO 210 sf
180 sf
Office of the City Manager
Passage or Access Regular Security , ,
Required Access or Egress Barrier
Access Needed _ Periodic ......� Counter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Conference
180 sf
Lobby Reception
200
Locate in the Building Lobby
FAss'
CM
210 sf
Copy
60 sf
Asst. CM
NO 210 sf
180 sf
Office of the City Manager
Passage or Access Regular Security , ,
Required Access or Egress Barrier
Access Needed _ Periodic ......� Counter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
0 xg
NEWPORT BEACH CIVIC CENTER
CITY HALL FACILITIES NEEDS ASSESSMENT
• REPORT ON
SPACE REQUIREMENTS
•
9 August 2002
Griffin Advisors
385 Second Street • Laguna Beach, CA 92651 • 949 -497 -9000
•
J
TABLE OF CONTENTS
I. INTRODUCTION
What is in This Report
Objectives
Methodology
2. PROTECTIONS OF WORKSTATIONS __
Growth Model
Approach
Summary of Workstation Projections
3
3. SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE _ I I
Summary of Space Requirements
Functional Requirements for the Building As a Whole
General Design Guidelines
Building Systems (Communications, Electrical /Lighting, HVAC, Acoustics, Loading, Plumbing)
Security and Fire Safety Requirements
Summary of General Design Requirements and Guidelines
4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT _
Presentation of the Requirements
General Allocation of Space Standards
Comparison of Space Standards to Existing Spaces
Data Sheets
Bubble Diagrams
Discussion of Allocations
City Administration
Administrative Services Department
Building Department
City Attorney
City Clerk
Community Services Department
Fire Department (Administration)
General Services
Human Resources Department
Planning Department
Public Works Department
City Hall Shared and Common Areas
Requirements Details — Data Sheets and Bubble Diagrams
I
14
14
15
16
16
17
17
18
IS
19
20
20
21
23
24
25
26
27
28
29
30
32
34
36
APPENDIX A — GUIDE TO READING REQUIREMENTS TABLES A -1
APPENDIX B — SPACE STANDARDS B- I
Introduction
Workstation Standards — Private Offices
Workstation Standards — Traditional Open Workstations
Workstation Standards — System Work Stations
Open Area Equipment and Related Standards
Conference Room Standards
Standards for Other Rooms
10
17
18
29
APPENDIX C — OCCUPANCY OF EXISTING BUILDINGS C -1
Table of Contents
Page 1
City Hall Space Needs Analysis
E
•
E
1. INTRODUCTION
WHAT IS IN THIS REPORT
Objectives
This is the second report requested by the City regarding possible improvements to the existing Civic
Center. The objectives of this report are
I. To identify a draft assessment of space needs for the functions housed in the Newport Beach
civic center (City Hall) facilities.
2. To analyze and describe these space requirements, the assumptions and calculations driving
the requirements, and the components from which they are made.
3. To identify proposed and recommended space standards by position, which are used to com-
pute the space requirements.
4. To identity the assumptions of City Hall staffing and growth which support the space re-
quirement calculations.
5. To provide a basis for City review and analysis of our findings and for validations with ap-
propriate City personnel.
Methodology
Determining the space needs of City Hall is a process of several steps, as outlined below. This meth-
odology is at it was outlined in the statement of work under which the scope of work has been under-
taken.
Step ]—Determination of Operations
Source Four levels of information have been obtained. First, we obtained general infor-
Information mation from specific City sources, such as historic or annual reports, plans of ex-
isting buildings, and so on. Second, we distributed questionnaires to each em-
ployee in the scope of our work, both of a general nature to regular staff and of
more detail to management staff. Third, we surveyed the operations in each area
and noted space usage, equipment, and other factors. Fourth, we interviewed
most senior staff, managers, and department heads.
Projection The projection of operations and staff is based on using two growth parameters:
Model increases related to annexation of South Coast, increases related to observed gen-
eral trends over past years, as a response to legislation, demands for service, tech-
nology, environmental issues, and the like.
The projections are based on workstations, not on FTE, because we are interested
in computing space needs. We divide the increases (which actually amount to a
small number of workstations over present) into three factors: the annexation
consideration, historic trends carried forward for 10 years, and historic trends car-
ried forward for an additional 10 years.
Report to the City of Newport Beach Page I City Hall Space Needs Analysis
• Stejp.2 —Space Standards
Development The development of space standards has been the result of (a) review of existing
of Standards operational requirements and working conditions for each person, (b) considera-
tion of existing and projected activities, (c) analysis of established standards in
use in other cities and public offices, and (d) consideration of future trends and
the needs for flexibility and adaptability to new and even unexpected activities.
•
Step 3= Space Requirements
Department The calculation of space requirements for each of the functions and operations in
Work Areas City Hall is accomplished mainly by applying space standards to the staff levels
and to the support areas which each division or department requires to perform its
function. For equipment areas, we use the existing count of files and other items
as a baseline, and increase this square footage in the future projection periods
based on identified growth factors.
The requirements details are tabulated on data sheets for each department. These
detail sheets show the items, the space standards used, and the projected quantity
and well as square footage requirement at each of the projection levels. This al-
lows the City to analyze the needs on an individual basis, and also to examine
how requirements change from each Planning Level to the next.
Special Special areas were examined separately and needs were arrived at using a combi-
Areas nation of interview results, observations, and experience in other Cities. These
areas include (a) the One -stop Shop area, (b) the meeting and conference room
requirements, and (c) assessment of City Hall shared -use or common areas.
Adjacency We analyzed the non - quantitative space requirements, including proximity and
and Other adjacency requirements, requirements for security, lighting, power, and other
Requirements systems, and other functional needs.
Adjacency needs within the department work areas will be presented using
graphic bubble diagrams that are drawn using blocks in scale with the actual
computed requirements for the corresponding functions. These diagrams are not
contained in this draft document.
Review The review process is based on allowing a period of individual department review
Process of the assumptions and conclusions for operations and space projections. The
procedures will be worked out during the interim review of this draft document.
Report to the City of Newport Beach Page 2 City Hall Space Needs Analysis
•
2. PROJECTIONS OF WORKSTATIONS
GROWTH MODEL
Approach
The following observations were made in advance of any projections for future requirements above
and beyond present needs. These observations led us to the approach we have taken:
I. The City is essentially built -out, except for (a) the annexation area of South Coast and (b) poten-
tial annexation of smaller pockets in the north east.
2. The City is generally conservative in respect to growth, and any additions should be directly re-
lated to demand for services, legislated mandates, and factors of this type.
3. The affected departments have indicated that selected functions will experience about 15% more
workload from the South Coast annexation. This is mainly the permitting and inspection func-
tions. This effect is delayed, however, due to the fact that initial processes will be handled by Or-
ange County and turned over to the City later.
4. We have obtained past City staffing data from annual reports, and note that there has been a slow
rise of somewhat less than 1/2 of one percent per year in total staff (and in staff housed in City
Hall). This is understood to be due to some transfer of functions and duties (via mandate, mostly)
to local government, and also due to some new services which are demanded over time by the
citizens. An example of this includes an expected future interest in greater attention to water
• quality and environmental control along the coastal areas. This very slow growth is not linear:
there are periods of ups and downs. But the trend is slowly upward. A table is given below that
shows this total staffing data.
5. The above slow "background" trend of 1/2 does not amount to much addition in workspace, once
the core requirement for conference areas, counters, vaults, and other basic needs are met. There-
fore it seems to provide a reasonable contingency in facility planning.
Based on these observations, we have computed requirements under several scenarios, so that the
City can see the impacts of the underlying assumptions, and also select the appropriate level to use as
the basis for a building program. We have provided projections of workstations (not staff, since we
are interested in computing space needs, though there is a clear relationship) under the following sce-
narios:
• Present requirements — this is the computation of needs based on the existing number of worksta-
tions, but includes added conference rooms, adequate vault and storage areas, and other func-
tional spaces needed today. Note that there is a distinction between workstations actually pro-
vided and workstations needed today, however.
• Planning Level 1 (PL -1) — this is based on adding an amount of staff (up to 15% in some catego-
ries of staff, but amounting only to a few positions in total) to appropriate job functions to ac-
count for possible impacts of the annexations which are completed or planned.
• Planning Level 2 (PL -2) — this is based on adding 0.4% workstations per year for 10 years, or a
total of about 4% to the total staff levels of PL -1.
• Planning Level 3 (PL -3) — this is based on adding a second 10 -year period of increase, or an
• added 4% overall onto the PL -2 figures.
Report to the City of Newport Beach Page 3 City Hall Space Needs Analysis
0
•
•
EXHIBIT
Historic Growth Rates
City Staff, Newport Beach, California
State mandates and statutes, technological effects, and social demands and interests all add pressure
for City services. This often results in City staff and resource increases, some of which require office or
function spaces in City Hall. We note that it may be prudent in long -term facility planning to provide for
these effects using historic trends as a guideline.
The following chart is derived from historic City figures. We do not have the actual numbers of persons
housed in City Hall, but we do have budgeted numbers of City staff by department function. By remov-
ing life safety, library, and other functions, we get an approximation of staff functions which are in City
Hall today. The City Hall numbers are shown in black print:
1990 1991 1992 1993 1994 1995 12202 1996 1998 1999 2000 2001
General Government
City Clerk 4 4 4 3 3 3 2 3 3 3 3 3
City Manager /Dep CM 4 4 4 4 4 4 4 4 4 12 18 12
Human Res /Personnel 6 5 5 5 5 0 0 0 0 0 0 9
City Attorney 4 4 4 4 3 5 5 6 6 5 5 5
Administrative Services 0 0 0 0 0 46 48 49 50 49 49 49
Telecommunications 2 2 2 2 2 0 0 0 0 0 0 0
Community Development
Planning 23 23 22 20 18 17 12 15 16 16 18 18
Building 22 22 21 19 18 W 20 21 21 23 24 25
Public Works
Public Works & Utils 0 0 0 0 0 32 33 33 34 35 37 38
Public Works 36 35 35 29 29 0 0 0 0 0 0 0
Utilities 5 5 5 5 4 0 0 0 0 0 0 0
Community Services
Administration 2 2 2 2 3 2 2 2 2 2 2 2
Recreation 11 11 12 11 10 8 8 8 8 8 9 11
.. -r C'i.•. , ..
Total all 666 659 658 613 586 620 626 636 645 660 683 695
Total CH (black lines) 119 117 116 104 99 134 134 141 144 153 165 172
Total CH (adjusted)' 165 163 162 150 145 134 134 141 144 153 165 172
Growth year -to -year — -1.2°/ -0.6% -7.4% -3.3% -7.6% 0.0% 5.2% 21% 6.3% 7.8% 4.2%
The total staff has increased over the 11 years by 4.4 %. or about 0.4% per year (compounded). The
growth for the adjusted CH total line is similar to that for the total staff: 4.2% overall or 0.38% per year
compounded.
Thus, trends in legislated mandates, technology, service demands, and political and other factors seem
to show an overall increase in the past 11 years averaging something less than 4- tenths % /year, though
the number has bounced plus -or -minus 7 -1/2% in any one year.
' The lines for Administrative Services (included with City Hall ) and General Services (excluded from
City Hall ) show a transfer of staff from General Services to Administrative Services in 1995. The true
number for earlier years is unknown, but we compute an adjusted CH line by adding the 1995 amount
(46 persons) to the earlier years.
Report to the City of Newport Beach Page 4 City Hall Space Needs Analysis
• SUMMARY OF WORKSTATION PROJECTIONS
The following table shows the number of workstations provided by this forecast model at each of the
planning levels. It also indicates the methodology of projection for each category of staff. The space
requirements are computed for each of these levels, and the City may then elect to provide space for
present only, for PL -I, PL -2, or PL -3. The differences between these levels in terms of space needs,
however, will be shown (later in this report) to be very small, once the core requirements are met and
suitable additions are made to workstation sizes that are too small based on our analysis of bench-
marks (see our previous report for this analysis).
Orcaniution /Position /Item
Administration
Office of City Manager
City Manager
Asst City Mgr.
Asst City Mgr.
PIO
Exec Asst to City Mgr.
Dept Asst
Office of Mayor and Council
Office of Mayor
Mayor
is Dept Asst to Mayor
Council
Council Member
Exhibit
Projection of City Hall Workstations
Staff WS WS WS WS WS
Now Now Need PLI PL2 PL3 Projection Notes
I I I
I I I
I I I
I I I
I I I
2 1 2
I
I
I
I
I
2
I
I
I
I
I
2
I
I
I
1
I
2 Note that 3rd Dept Asst is listed with Mayor
7 6 7
7
7
7
I
I
6
I
I
0
I
I
0
I
I
0
I
I
0
I
I
0 At this time. Council offices are not added.
8
2
2
2
2
2
Total Administration 15 8 9 9 9 9
Administrative Services Department
Administration /Resource Management
Director/Treasurer I I I I I I
Deputy Director I I I I I I
Adm. Asst I I I I I I
Fiscal Services
Administration
Fiscal Ops. Mgr.
Cashiering & Collections
Fiscal Spec.
Sr. Fiscal Clerk
Fiscal Clerk
Fiscal Clerk (pt)
Accounts Payable
Fiscal Spec.
Sr. Fiscal Clerk
Fiscal Clerk (pt)
Print Shop
Manager
Specialist
Mailroom/Remittance Processing
Coordinator /Fiscal Clerk
Fiscal Clerk (pt)
I I I I I I
I I I I I 1
I I I I I I
I 1 I I I I
2 2 2 2 2 2
I I I I I I
I I I 1 1 2 Based on 4% general total City trend L213
I I I I I I
1 I I I I I
1 I I I I I
I I I I I I
I I I I I I
13 13 13 13 13 14
Report to the City of Newport Beach Page 5 City Hall Space Needs Analysis
•
Report to the City of Newport Beach Page 6 City Hall Space Needs Analysis
Staff
WS
WS
WS
WS
WS
Organization /Position /Item
•
Nov&
Now
Need
PL I
P12
P13
Projection Notes
Management Information Systems
Administration
Manager
I
I
I
I
I
I
Applications
Coordinator
I
I
I
I
I
I
Senior Analyst
I
I
I
I
I
I
Analyst
3
3
3
3
3
3
MIS Technician
I
1
1
2
2
2
A second pos'n is unfilled today, shown at PL -I
GIS
Coordinator
I
I
I
I
I
I
Analyst
I
I
I
I
I
I
Mapping ASSL
2
2
2
2
2
2
PTrremp /Intern
2
1
1
2
2
2
Operations
Coordinator
I
I
I
I
I
I
MIS Tech Supp Spec
3
3
3
3
3
3
Telecommunications/networks
Comm Coordinator
I
I
I
I
I
I
Comm Spec
I
I
I
I
1
1
19
IB
18
20
20
20
Revenue
Manager
I
I
I
I
I
I
Rev. Tech.
I
I
I
1
I
I
Fiscal Spec.
2
2
2
2
2
2
Fiscal Spec. (pt)
I
I
I
I
I
I
Sr. Fiscal Clerk
I
1
I
I
I
1
Fiscal Clerk
3
3
3
3
4
S
Based on 4% general total City vend L213
License Inspector
2
2
2
2
2
2
Film Liaison
I
I
I
I
I
I
Hearing Officer
3
1
1
1
1
1
Assumes Hearing Officers share a desk.
IS
13
13
13
14
IS
Accounting
•
Finance Ofcr.
I
I
I
I
I
1
Accountant
2
2
2
2
2
3
Based on 4% general total City trend 1213
PT/Temp Wkstn
I
I
I
I
I
I
Mgt ASSL
I
I
I
I
I
I
Fiscal Spec.
I
1
I
I
1
I
Fiscal Clerk
I
I
I
I
1
1
7
7
7
7
7
8
Total Admin. Svcs. Dept
S7
S4
S4
S6
S7
60
Building Department
Administration
Building Director
I
I
I
I
I
1
Adm.in Asst.
I
I
I
I
I
1
Dept. Asst.
I
I
I
I
I
I
Office Asst.
I
1
I
I
I
I
Aide/intern
2
0
2
2
2
2
Workstations provide some contingency.
6
4
6
6
6
6
Plan Check & Permitting
Administration
Deputy Bldg. Official
1
I
I
I
I
I
Customer Service
Sr. Permit Tech.
I
I
I
I
I
I
Permit Tech
3
4
4
S
S
S
IS %at Ll
Intern/Aide
I
--
—
--
—
—
Included with Permit Tech for projection & WS
Plan Check
Civil Engr
4
4
4
S
S
6
IS% at L1; 4% total department 1213
10
10
10
12
12
13
•
Report to the City of Newport Beach Page 6 City Hall Space Needs Analysis
•
Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis
Stan
WS
WS
WS
WS
WS
Organ ut'onlPos t on /Item
•
Now
Now
Need
PLC.
PL2
PL3
Projection Notes
Inspection Division
Administration
Chief Bldg. Insp.
I
I
I
1
I
I
Rest BuildingRecord
Res. Bldg. Record Insp.
I
1
1
1
1
1
Residential Inspection
Pr. Bldg. Insp.
I
I
I
I
I
I
Sr. Bldg. Insp.
I
I
I
I
I
I
Bldg. Insp.
5
6
6
7
7
7
1 S% at L I: rounds to allow 4% L213
Commercial Inspection
Note one Insp. is unfilled now.
Pr. Bldg. Insp.
I
I
I
I
I
I
Sr. Bldg. Insp.
2
2
2
2
2
2
Bldg. Insp.
0
0
0
0
1
1
4% total department 1_213
12
13
13
14
IS
IS
Total Building Department
28
27
29
32
33
34
15% growth on 28 is 32.2; +4% +4% is 34.8
City Attorney
City Atty.
1
I
I
I
I
1
Asst, City Atty.
I
I
I
I
I
I
Dep. City Atty.
I
I
1
1
2
2
General increases in litigation.
Adm. Asst.
I
I
I
1
1
I
Law Clerk/Intern
0
1
1
1
1
1
Law Clerk WS is required. even if unfilled today.
Dept. Asst.
I
I
I
I
I
I
Total City Attorney
S
6
6
6
7
7
City Clerk
City Clerk
I
I
I
I
I
I
Dep. City Clerk
I
I
I
I
I
I
Dep. City Clerk
I
I
I
I
I
I
• Total City Clerk
3
3
3
3
3
3
Community Services
Administration
Director
1
I
I
I
I
I
Adm. Asst,
I
I
I
I
I
1
Sr. Fiscal Clerk
I
I
I
I
I
I
Office Asst.
4
2
2
2
2
2
O.A. staff share workstations (part -time staff)
(Media Coord)
I
--
--
--
--
--
Position is located outside of City Ha11.
(Graphic Spec)
I
--
—
--
--
--
Position is located outside of City Hall.
9
S
S
S
S
S
Recreational Services
Rec. Supt
I
I
I
I
I
I
Rec. Mgr.
2
2
2
2
2
2
Rec Coord.
4
4
4
4
4
4
(Rec Maint Wkr.)
1
0
0
0
0
0
No workstation required at City Hall.
Dept Asst,
1
1
1
2
2
2
Based on interviews: need for customer service
Field Desk
1
1
2
2
2
Add one more desk (at LI) based on interviews.
9
9
9
II
II
II
Total Community Services
18
14
14
16
16
16
Fire Department
Office of the Chief
Fire Chief
I
I
I
I
I
I
Adm. Asst
I
I
I
I
I
I
Comm Relations Ofa.
i
I
1
I
I
I
Emerg. Svcs. Coord.
I
I
I
I
I
I
•
Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis
• Staff WS WS WS WS WS
OrZaniution/Position /Item Now Now Need PL P12 PO Projection Notes
Support Services
Manager I I I I I I
Sr. Fiscal Clerk I I I I I I
Supp Svcs Capt — — -- — — -- Position is located outside of City Hall.
Facility & Supply Coord. — -- -- -- -- -- Position is located outside of City Hall.
Oft. Asst I I I I I I
Fire Prevention
Fire Marshal I I I I I I
Dep Fire Marshal I I I I I I
Fire Prev Spec I 1 1 2 2 2 Based on I S% at L I
Insp I I 1 1 2 2 Based on 4% general total dept. vend for 1213
Dept Asst I I I I I I
5 5 S 6 7 7
EMS Management
Manager I I I I I I
Dept Asst I I I I I I
Training
Training Chief
I
I
I
I
I
I
Lifeguard Capt.
1
0
0
0
0
0
Position is located outside of City Hall.
2
1
1
1
1
1
Total Fire Department (Admin)
16
IS
IS
16
17
17
General Services
Facilities Mantenance
--
0
1
1
1
1
Desk is needed for general use in City Hall
Total General Services
0
0
1
1
1
1
Human Resources Department
Director
•
I
I
I
I
1
I
Risk Mgr.
I
I
I
I
I
I
HR Ops. Mgr.
I
I
1
I
I
I
HR Analyst
2
2
2
2
2
3
Based on 4% general total City vend L2 13
HR ASSL
2
2
2
2
3
3
Based on 4% general total City trend 1.214
Adm. AssL
I
I
I
I
I
I
Oft. ASSL
I
I
I
1
1
2
Based on 4% general total City vend 1-2/3
Total HR Department
9
9
9
9
10
12
Planning Department
Administration
Director
I
I
I
I
I
I
Adm. Asst
I
I
1
I
1
1
2
2
2
2
2
2
Economic Development
Sr.. Planner
I
1
1
I
I
I
Assoc Planner
I
I
I
I
I
I
DepL Asst
I
I
I
I
1
1
3
3
3
3
3
3
Current Planning
Sr. Planner
I
I
I
I
I
I
Sr. Planner
I
I
I
I
I
I
Assoc Planner
I
I
I
I
I
I
ASSL Planner
3
3
3
3
4
4
Based on 4% general total City trend 1-2/3
Planning Tech.
I
I
I
I
1
1
7
7
7
7
B
8
Advance Planning
Sr. Planner
2
2
2
2
2
2
2
2
2
2
2
2
•
Report to the City of Newport Beach Page 8 City Hall Space Needs Analysis
Report to the City of Newport Beach Page 9 City Hall Space Needs Analysis
Staff
WS
WS
WS
WS
WS
•
Organization/Position /Item
Now
Now
Need
PL I
PL2
p13
Projection Notes
Shared: ED /CP /AP
Asst Planner
I
I
I
I
1
I
Dept Asst
I
I
I
1
1
2
Based on 4% general total City trend 1213
Clerical Asst (pt)
I
I
I
I
I
I
Interns
2
1
1
2
2
2
Increase to two desks (interns now share)
S
4
4
S
5
6
Code Enforcement
CE Supv.
I
I
I
I
I
I
CE Ofcr.
I
I
I
I
1
1
2
2
2
2
2
2
Total Planning Dept
21
20
20
21
22
23
Public Works
Administration
Director
I
I
I
I
I
I
Intern
I
I
I
I
I
I
Adm. Mgr.
I
I
I
I
I
I
Adm. Asst.
I
I
I
I
I
I
Dept Asst
2
2
2
3
3
3
IS %at L1
6
6
6
7
7
7
Engineering
Administration /City Engineer
City Engineer
I
I
I
I
I
I
Engineering
Pr. CE
3
3
3
3
3
3
Assoc. CE
2
2
2
2
3
3
Engineer added for Water Quality
Jr. CE
I
I
I
I
I
I
Sr. Eng. Tech.
I
I
I
I
I
I
Intern(s)
2
1
1
2
2
2
Increase to two desks (interns now share)
ract Engineers
[2]
0
0
2
2
2
Workstations provided as contingency
•
Field. Inspection & Survey
Cr.
P CE
I
I
I
I
I
I
PW Insp.
3
3
3
3
3
3
Contract Inspectors
[2]
0
0
0
0
0
No space assumed at City Hall
Survey Party Chief
I
I
I
I
I
I
Survey Inst Wrkr.
I
I
I
I
1
1
16
IS
IS
18
19
19
Transportation and Dev. Svcs.
Administration
Manager
I
I
I
I
I
I
Transportation -Admin
Pr. CE
1
1
I
1
I
I
Transportation -Trans Plan
Assoc CE
I
I
1
1
2
2
Eng. Aide
0
0
0
0
0
1
Based on 4% general total City vend 1213
Transportation -Trans Ops
Assoc. CE
I
I
I
I
I
I
TE Tech.
I
I
I
I
I
I
Jr. CE
I
I
I
I
I
I
Eng. Aide
2
1
1
2
2
2
Parking Meter Supv
1
0
0
0
0
0
No workstation required
Parking Meter Svcwkr.
2
0
0
0
0
0
No workstation required
Development Services
Development Engr
I
I
I
I
I
I
Assoc. CE
I
I
I
1
1
2
Based on 4% general total City trend 120
Jr. CE
I
I
1
1
2
2
Based on 4% general total City trend 1-20
CIS Syst Analyst
I
I
I
I
I
I
Eng. Tech.
I
I
I
I
1
1
16
12
12
13
IS
17
Total PWD
38
33
33
37
40
43
Total All Workstations
210
4% on PL base of 207 is 8.28 for total
189
193
207
216
22S
•
of 216 and 224 for levels L2 and U.
Report to the City of Newport Beach Page 9 City Hall Space Needs Analysis
• Note that there are 189 workstations observed in City Hall today, but there are 210 staff. Some of
these staff are actually provided space elsewhere (such as a graphics artist in Community Services)
and others do not need workstations here (such as parking meter staff). But some staff, particularly
intems (two, for example, in the Building Department) need workstations but either have to share or
just inefficiently move from spot to spot. The third column (total = 193) identifies these presently
needed workstations.
is
•
The final three columns of the table above show the PL -I, PL -2, and PL-3 projections, respectively.
The increases are broken down as follows:
Growth rate on existing WS
Growth rate on required WS
Growth due to annexation effects
First 10 -yr increase cue to trend
Second 10 -yr increase cue to trend
Annual rate for 20 years on PL -1 base
Overall annual rate including PL -1
Pres.
Actual
Pres.
Req d
PL -1
PL -2
PL -3
1.000
1.095
1.143
1.190
1.000
1.073
1.119
1.166
7.3%
4.7
4.7
0.45%
0.77%
Comment
Used to check benchmarks over pre-
sent
Measures true growth from present
For the increase from present to PL -1
For the 1st 10 -year period to PL -2
For the 2nd 10 -year period to PL -3
per year for 20 years (PL -1 to PL -3)
per year for 20 years (present to PL -3)
Report to the City of Newport Beach Page 10 City Hall Space Needs Analysis
• 3. SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE
SUMMARY OF SPACE REQUIREMENTS
The table below presents a summary of the existing and required space for City Hall at each of the
Projection Levels. The rationales for the projections are presented with the other requirements de-
tai Is.
The computation of Net Sq. Ft. requirements (NSF) is presented in the detailed tabulations later in
this report. Conversion of NSF to Gross Sq. Ft. (GSF) is based on several considerations, and can be
approached in a number of ways. In this report, we include the following items in the addition be-
tween net and gross s.f.:
•
Electrical and communications equipment rooms
•
Mechanical equipment rooms
•
Data/communications risers (each floor)
•
Public lavatories (each floor)
•
General staff lavatories beyond those specified
•
Janitor closets and storage
•
Drinking fountains
•
Trash rooms or general recycling areas
•
Main corridors and stair wells
•
Elevator shafts
Other risers or shafts
Structural elements (columns, exterior thickness, etc.)
wall
•
We include an allowance for smaller internal corridors (as part of the NSF "inner" circulation as de-
fined in the Appendix), and have added a minimal contingency of 1,000 NSF for a building lobby.
The assumptions of lobby size (the existing City Hall has about 500 sq. ft.), scale, openness, and
other design decisions all affect the allowance for increase from NSF to GSF.
Our approach is to examine the typical ratio of net -to -gross and use that factor in computing GSF. As
a rule, multi -floor City Halls and general government office buildings are found to have a net -to -gross
ratio of about 80 %, though this can range to 75% or less for buildings with more monumentality,
wider corridors, more generous common areas, and the like. We have assumed a fairly efficient
building here, and have based the net -to -gross ratio at 80 %.1 In addition, note that the GSF omits all
outdoor elements, such as balconies, structural overhangs or awnings, and terraces,. It also omits
large atria and courtyards. The net -to- gross, however, may allow for an enclosed atrium of smaller
scale, or various sky - lighted shafts which penetrate to the lower floor.
' Some analysts take the approach of adding a percentage of the NSF onto itself to obtain GSF. A net- to-gross
ratio of 80% amounts to adding 25% onto the NSF to obtain GSF.
Report to the City of Newport Beach Page I i City Hall Space Needs Analysis
0
Item (Net Sq. Ft.)
Administration
Council Office Areas, NSF
Chambers Areas, GSF (see note)
City Manager, NSF
Total Administrative Areas
Administrative Services Department
Administration, NSF
Fiscal Services
Fiscal Svcs, Adm. NSF
Fiscal Svcs, Cashiering NSF
Fiscal Svcs, A/P, NSF
Fiscal Svcs, Print Shop NSF
Fiscal Svcs, Mailroom NSF
Management Information Systems
MIS, Administration NSF
MIS, Applications NSF
MIS, GIS NSF
MIS, Operations NSF
MIS, Computer Room NSF
MIS, Telecoms NSF
Revenue NSF
Accounting NSF
Total Admin. Svcs. Department
Building Department
Administration NSF
• Plan Check & Permitting
Plan Check Adm NSF
OSS Customer Service, NSF
OSS Plan Check, NSF
Back Office Plan Check, NSF
Inspection NSF
Total Building Department
City Attorney
City Clerk
Community Services
Administration NSF
Recreation Services NSF
Total Community Services
Fire Department
Office of the Fire Chief NSF
Support Services NSF
Fire Prevention NSF
EMS Management NSF
Trainmg/CR/ES NSF
General Storage NSF
Total Fire Department ( Admin)
General Services
• Human Resources Department
Pres Pres
Actual Reu'd Level Leve12 Leve13
202
290
290
290
290
3,622
3,622
3,622
3,622
3,622
1,190
1,800
1,900
1,900
1,900
5,014
5,712
5,812
5,812
5,812
S19
1,070
1,070
1,070
1,070
101
220
220
220
220
S12
721
721
721
721
20S
390
390
390
390
719
880
880
880
880
S13
660
660
660
660
141
220
220
220
220
73S
820
910
910
910
6S7
966
I,OS6
I,OS6
I,OS6
S73
742
742
742
742
443
SSO
SSO
SSO
SSO
640
896
896
896
896
1,084
I,S20
I,S20
1,610
1,700
7S3
1,148
1,148
1,148
1,258
7,912 11,243 11,423 1 I,S I3 11,713
I ISS 1291 1431 1431 1,431
221
2S0
2S0
2S0
2S0
911
1,300
1,435
1,435
1,435
102
120
240
240
240
6S8
710
710
710
8S0
941
1094
IIS2
1210
1,210
3,988 4,765 5,218 5,276 5,416
1,466 1,817 1,817 2,OS7
824 1,173 1,173 1,173 1,173
893 1174 1174 1174 1,174
1183 IS9S 1760 1760 1,760
2,076 2,769 2,934 2,934 2,934
468
S80
S80
S80
S80
1092
1010
1010
1010
1,010
909
1042
1145
1227
1,227
240
374
374
374
374
466
603
603
603
603
242
280
280
280
280
Report to the City of Newport Beach Page 12
3,417 3,889 3,992 4,074 4,074
ISS 210 210 210 210
1,200 2,178 2,178 2,318 2,608
City Hall Space Needs Analysis
•
*Includes Council Chambers actual space as GSF.
*` Using a Net -to -Gross ratio of 80 %,
' This figure is the actual Net -to- Gross.
Report to the City of Newport Beach Page 13 City Hall Space Needs Analysis
Pres
Pres
•
Item (Net Sq. k)
Actual
Req'd
Level I
Level 2
Level 3
Planning Department
Administration NSF
S79
630
630
630
630
Economic Development NSF
360
404
404
404
404
Current Planning
Office Areas NSF
S64
710
670
780
780
OSS Areas NSF
378
747
812
812
812
Advance Planning NSF
309
420
420
420
420
Shared Area NSF
IOS4
1280
1350
1350
1,440
Code Enforcement NSF
231
360
360
360
360
Total Planning Dept
3,475
4,SS 1
4,646
4.756
4,846
Public Works
Administration NSF
714
780
780
780
780
OSS Areas NSF
642
1040
IIOS
IIOS
I,IOS
Engineering NSF
1903
2300
2385
2530
2,530
Transportation & Dev. Svcs. NSF
2099
2782
2BS2
3122
3,327
Shared Areas NSF
36S
S00
S00
S00
S00
Total, Public Works Dept
5,723
7,402
7,622
8,037
8,242
City Hall Shared /Common Areas
Conference Center NSF
244
1080
1080
1080
1,080
Building Lobby & Related NSF
S32
1000
1000
1000
1.000
Lunch Room NSF
S40
730
730
730
730
OSS Facility Additions NSF
0
690
690
710
710
Warehouse NSF
44S
690
690
690
690
•
Total, Shared/Common Areas
1,761
4,190
4,190
4,210
4,210
Total Net Sa. Et.
Total City Hall. NSF From Above*
37,011
49,899
S 1,21 S
52,370
53,295
Programmed Amount for Chambers
-3,622
-3,622
-3,622
-3,622
-3,622
Total City Hall NSF, excluding Chambers
33,389
46,277
47,593
48,748
49.673
Total Net Sq. Ft.
Total Gross Sq Ft. (without Chambers)
Total non - chambers NSF from Above
33,389
46,277
47,593
48,748
49,673
Statistical N -t -G Allowance
7,018
I I,S69
11,898
12,187
12,418
Total City Hall, GSF, excluding Chambers
40,407
57,846
59,491
60,935
62,091
•
*Includes Council Chambers actual space as GSF.
*` Using a Net -to -Gross ratio of 80 %,
' This figure is the actual Net -to- Gross.
Report to the City of Newport Beach Page 13 City Hall Space Needs Analysis
• FUNCTIONAL REQUIREMENTS FOR THE BUILDING AS A WHOLE
The following information is presented as a guideline in assumptions which will eventually drive cost
estimates, and which will give some basis for design considerations in master planning the facilities.
This information is also important as part of the architectural program to guide the Architect when
design specifics are required.
General Design Guidelines
• All appropriate codes apply, including accessibility requirements of the ADA.
• City guidelines must be consulted, including those developed and distributed by the various mem-
bers of any future project advisory committee. At present, City building regulatory agencies must
be contacted individually to obtain available published guideline materials.
• Major building corridors should be 6 to 8' wide. Other corridors preferably should be T -6" to 6-0"
wide, and must have a minimum width of 5'. Exposed "outside" turns in these corridors should be
reinforced (though this may be hidden by design treatment) - This is especially true of facilities
which will be occupied by the Police Department.
• Doors with heavy, active use should be designed with metal kick plates. Where possible, each ac-
tively used door onto a major corridor should be equipped with a small window or side - light, es-
pecially doors serving larger assembly areas or meeting rooms.
• Wherever rooms have large items of equipment or often produce large volumes of records, the
room should be designed with some access having double doors; examples include the computer
isroom, etc.
• Throughout the facility, the design should provide unobtrusive and adequate storage locations for
recycling bins. Recycled materials include, at a minimum, paper and soft drink bottles or cans,
deposited into separate containers.
•
• All lavatories should have locked storage inside or nearby for supplies (paper, soap, etc.) and some
provision for extra capacity in the dispensers themselves.
• Carpet tiles or modular carpet design is suggested in heavy -use carpeted areas to facilitate re-
placement of soiled and damaged areas.
• Floor in copy rooms, file rooms, storage rooms, and related areas should be designed with hard
and durable finishes. Static resistant floors are required in areas where banks of sensitive com-
puter and related equipment are located.
• Rooms and areas with heavy traffic, as well as selected workrooms, should be equipped with du-
rable wall coverings.
• Wherever system furnishings are programmed, it is assumed that the panels will have wire man-
agement for power and communications.
• Cabinets in coffee areas should be designed so that coffee makers do not have upper cabinets di-
rectly above them, but otherwise designed with as much storage cabinets as possible.. All such
cabinets should be designed for heavy use and easy cleaning.
• Where more than one multi -staff work room or open work area is programmed within the same
operational unit, it may be possible to integrate these separate work areas into a single larger work
room or area.
Report to the City of Newport Beach Page 14 City Hall Space Needs Analysis
• Building Systems (Communications, Electrical /Lighting, HVAC, Acoustics, Loading, plumbing)
• General office requirements for good lighting, heating, and air conditioning prevail. The designer
must assure that future building systems are fully integrated with other city control systems where
feasible. Lighting design must take into account the general use of computer monitors throughout
the facility.
• All work stations should be wired for computer LAN, telephone, one computer dedicated duplex
power outlet (verify this requirement with MIS), and one double duplex convenience power outlet.
Offices require additional power outlets on opposing or adjacent walls.
• In addition, selected areas (such as for system printers and copiers) will require a separate com-
puter LAN drop; this should be verified at time of design.
• Large conference rooms and all Department Head offices (or equivalent) should have CCTV lines,
connected to local cable TV. They also should be switchable to other feeds (such as press releases
and central DVD/Video Tape) at a central location, when desired.
• Computer systems must be verified with MIS staff at time of building design.
• HVAC zones should be liberally provided, and must be approved specifically by appropriate De-
partment representatives. All conference and meeting rooms require an independent zone.
• Four levels of acoustic control are needed in the building: general office acoustics, sound attenua-
tion for special equipment, sound insulated rooms (acoustic batt in partitions and above ceiling
surfaces), and acoustic isolation for rooms. The last of these is assumed to include (at a minimum)
insulated slab -to -slab construction, sound baffles in ducts, acoustically sealed doors, and insulated
• penetrations (including outlets and switches). This requirement is identified in room -by -room dis-
cussions elsewhere in this report.
• Offices of City Manager and all Department Heads should be acoustically isolated. All conference
and meeting rooms should be sound insulated, or better if so noted.
• Copy equipment may require "special equipment" acoustic attenuation, but this depends on the
machine. In any event, including some separation from other work areas is needed (distance, low
walls, or movable partitions).
• File storage areas (file banks and special file rooms) listed in the program may require extra floor
load capability so that high density filing systems can be used either now or in the future. Simi-
larly, all bulk storage rooms (such as central stores) require high floor load capability.
• Large copy equipment requires both 220v and 110v power, as well as LAN access, for flexibility
in future equipment selection.
• Closets and infrequently used rooms should have lighting on motion detectors (or timer switches)
to assure that lights are turned off when the rooms are not used. Consider such systems through-
out the building as well; this may result in construction or utility -use credits. Verify current local
code requirements with the Building Department.
• Conference rooms should be equipped with a separate, switchable exhaust system, with the motor
somewhat isolated or acoustically insulated, besides the regular HVAC system on an independent
AC zone. Wall timers and control switches may be appropriate in conference areas to activate AC
systems when the rooms are used after hours.
Coffee service areas, where programmed, require (at a minimum) above - counter power, cold water
supply (114" copper line with shut -off) to a coffee maker on the counter, and a nearby sink with
• provision for a garbage disposal.
Report to the City of Newport peach Page IS City Hall Space Needs Analysis
• Where copy or fax equipment is programmed with coffee service areas, the functions must be
separated to keep copy and fax areas clean and dry.
• Wherever coffee stations are programmed, in the event that a microwave oven is provided at the
coffee station, then provision for a separate, switchable exhaust fan is also required.
Security and Fire Safety Requirements
• Where door control is required, it is recommended that a proximity reader card key system be
used. The control center should be in a secure area near the building computer or telecom-
munications mechanical spaces.
• Where provided, security wiring should be in rigid conduits, to improve the security level.
• It is assumed that the entire building will be fire sprinkled. Some areas require non - standard fire
protection systems, such as chemical systems or use of pre- action controls, high- temperature
heads, integrated pre- discharge alarm systems, earthquake switches, and the like, which will sub-
stitute for or add to the traditional water -based sprinklers. Areas requiring such systems include
the computer room, communications electronics rooms and equipment riser rooms, electrical
equipment rooms, and UPS areas, where they are provided.
• The sprinkler heads should be semi - recessed except where fully recessed heads are required either
to prevent accidental damage or release due to equipment or activity in use there, or due to special
design appearance considerations.
• A separate CCTV security monitoring system may be required for the building. The extent of
such a system, and the location of monitors, should be identified at the time of building design,
• Areas to be camera monitored for security may include each exterior door, parking facilities, se-
cure storage areas, and the main lobby area.
• Selected doors may require security alarm sensors, even including doors which may not be card
key operated (such as certain closets or store rooms).
SUMMARY OF GENERAL DESIGN REQUIREMENTS AND GUIDELINES
The City has indicated a number of desires for a new City Hall. Where feasible, these are reflected in
the requirements tabulations and discussions, and the following summary is presented here to give
further assistance in eventual cost estimating, master plan design, and general indication of functional
overview.
• A One -stop Shop concept is assumed, with a long and probably continuous counter serving
Building and Safety, Planning, and Engineering. The counter for Cashiering, should be nearby.
Other counters and reception areas, including Revenue, Human Resources, Personnel (in Admin-
istrative Services) and Fire Department should be convenient to a central "front door" of the facil-
ity.
• The possibility of co- locating Fire Prevention with the other One -stop Shop functions must be ex-
plored.
• There is a desire for more conference rooms rather than fewer, and the program lists some which
are associated with specific departments or functions, and some which are to serve general pur-
poses. Even so, the department - related conference rooms should be designed so that they serve
• multiple uses and general City needs,
Report to the City of Newport Beach Page 16 City Hall Space Needs Analysis
• 4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT
PRESENTATION OF THE REQUIREMENTS
The Space requirements are divided into department groupings as follows:
• City Administration (Council, City Manager)
• Administrative Services
• Building Department
• City Attorney
• City Clerk
• Community Services
• Fire Department
• General Services (only a central janitor facility)
• Human Resources Department
• Planning Department
• Public Works Department
• City Hall Shared/Common Areas
In each case we present first a brief discussion of how the space requirements were arrived at, with
• some comments which clarify the requirements, followed by a tabulation ( "data sheets ") of the re-
quirements and finally illustrations ( "bubble diagrams ") which graphically (and in scale) represent the
proximity requirements between the functions of the grouping.
General Allocation of Space Standards
Space standards are presented in an Appendix to this report.
In summary, we have made the follow-
ing general allocations:
Position
Standard
So. Ft.
City Manager
PO -7
300
Department Head
PO -6b
280
Deputy Department Head; Attorney
PO -S
210
Division Head
PO-4
180
Typical Manager Requiring an Office
PO -3
150
Other Offices (based on function)
varies
180 -120
Large Cubicles (100 sl)
en -E
10' x 10'
Most Cubicles (80 sf to 64 sl)
en -C /D
8' x 10' or 8'x B'
Other Cubicles (48 so
en -B
6' x 8'
Field -based Staff (36 sl)
en -A
6' x 6'
�J
It is an easy matter to adjust the standard allocations since all data sheets are entered into our com-
puter systems. If the City in its review should wish to examine the effects of larger (or smaller) stan-
dards, then this can be computed by changing an appropriate reference table.
Report to the City of Newport Beach Page 17 City Hall Space Needs Analysis
0
is
•
Comparison of Space Standards to Existing Spaces
The following table identifies a selected list of space allocations from Report I and the space stan-
dards which have been allocated for them in the analysis which follows. The "Std" columns identify
the space allocated (required) and the "Pres" columns identify the average amount of space now oc-
cupied by the indicated staff position and the numbers of workstations used in computing the indi-
cated averages. Ranges are noted where we have used different standards based on actual job activi-
ties and functions.
Details of allocations made are presented on the requirements computation data sheets in this report,
and details of the present actual space occupied are presented in Report 1.
Space Standards Assigned
Selected List of Grouped Workstations
by Category of Similar Job Tides
Data Sheets
Std
Std
Pres
Pres
Position
Code
SF
Avg
No
Accountant
en -D
80
87.5
2
Aide -eng
en -B
48
39.0
1
Analyst
en -E
100
104.0
2
Analyst
PO -2
120
106.8
6
Asst - Administrative
varies
varies
96.0
8
Asst - Clerical
en -C
64
45.0
1
Asst - Department
en -C
65
61.2
11
Asst -Human Resources
PO-2
120
81.0
2
Asst - Mapping
en -E
100
80.0
2
Asst- Management
en -D
80
92.0
1
Asst -Office
varies
varies
65.0
5
Deputy City Clerk
en -D
80
76.0
2
Clerk - Fiscal
en -C
64
48.0
8
Clerk -Sr. Fiscal
en -C
64
51.8
5
Asst City Manager
PO -5
210
195.5
2
Coordinator
en -D
80
79.3
4
Coordinator
PO -2
120
121.0
5
Director
PO-6b
280
227.0
7
Eng -CE Assoc
en -E
100
99.2
5
Eng -CE, Jr
en -E
100
45.7
3
Data Sheets
A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap-
pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre-
sponding space standard, and then, in columns for each Planning Level we identify the quantity and
extended value or space required. Items which form sub - categories of space are indented in the item
name column.
We have listed equipment now in use as a baseline, and have applied standards to the list to show
what space is needed today, but we would obviously not advocate building the "present required"
amount of space since it has no expansion or contingency built in. To allow for increases in equip-
ment, where this is logical and advisable, we have added a growth factor, which is identified on the
data sheets.
Note that each block of required space also has a inner circulation allowance ranging from 10% to
20 %. Where a unit has significant amounts of open plan workspace, we typically use a lower total-
Report to the City of Newport Beach Page 18 City Hall Space Needs Analysis
Std
Std
Pres
Pres
Position
Code
SF
Avg
No
Eng -Civil
varies
varies
107.5
4
Eng -PCE
PO-3
150
139.4
5
Insp -Bldg /Eng
en -B
48
43.4
9
Insp -Bldg, Chief
PO -3
150
180.0
1
Insp -Bldg, Principal
en -D
80
65.0
2
Insp -Bldg, Sr
en -C
64
31.0
3
Intem(s)
en -B
48
34.7
3
Intern(s)
en -C
64
53.3
3
Manager
PO -3
150
131.5
2
Manager, Div & Admin
PO-4
180
143.9
9
Planner- senior
PO -3
150
111.4
5
Planner -Assoc
PO -2
120
115.0
2
Planner -Asst
en -E
100
79.3
4
Specialist -fiscal
en -C
64
44.4
5
Specialist-fiscal (Payroll)
en -D
80
75.0
1
Specialist -other
en -C
64
55.8
5
Technician
en -D
80
69.0
5
Technician -Sr
en -E
100
99.5
2
Technician- permit
en -B
48
41.3
3
Field Staff (most)
en -A
36
35.6
5
A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap-
pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre-
sponding space standard, and then, in columns for each Planning Level we identify the quantity and
extended value or space required. Items which form sub - categories of space are indented in the item
name column.
We have listed equipment now in use as a baseline, and have applied standards to the list to show
what space is needed today, but we would obviously not advocate building the "present required"
amount of space since it has no expansion or contingency built in. To allow for increases in equip-
ment, where this is logical and advisable, we have added a growth factor, which is identified on the
data sheets.
Note that each block of required space also has a inner circulation allowance ranging from 10% to
20 %. Where a unit has significant amounts of open plan workspace, we typically use a lower total-
Report to the City of Newport Beach Page 18 City Hall Space Needs Analysis
• unit inner circulation. The open work areas themselves have a built -in circulation allowance of up to
25 %, based on the items located there.
•
•
The inner circulation allows for depart ment -based circulation and not the main building corridors or
lavatories, etc. An example of existing "inner circulation" space is shown on the existing City Hall
space plan which is presented in our earlier report.
Bubble Diagrams
The bubble diagrams are also presented according to a logical convention that illustrates the priorities
of adjacency and functional proximity. A legend is supplied which keys the symbols used. Note that
open areas generally can be combined, but we suggest that the departments remain somewhat distinct
for security and privacy, and also for efficient work flows.
The bubble diagrams are also presented in relative scale, so that similar rooms on each drawing are
similarly presented. This also allows for easier understanding of the tabulation of requirements,
which are fully presented on the bubble diagrams. The Planning Level used is PL -2, which is ap-
proximately the mid -point of the projection window.
Report to the City of Newport Beach Page 19 City Hall Space Needs Analysis
• DISCUSSION OF ALLOCATIONS
City Administration
City Council
• The Council Chambers is programmed exactly as it is today, under the assumption that the facil-
ity will remain in the renovation plan.
• One office of size similar to the room used today is programmed for use by the Mayor. We do
not program separate offices for each of the other council members.
• The space for the Department Assistant to the Mayor is increased, and it is assumed that this will
(continue to) be located in the building lobby in the future.
Cir Manager and Related
• The office -based staff are allocated rooms of similar average size, though it is noted that these
rooms vary quite a bit today due to the existing building configuration.
• The space allocated for the Department Assistant is similar to that today, and a second person is
programmed in the future (PL -2). It is assumed that these persons will be located in a reception
or lobby area near the Administrative offices.
• We program a conference room in the requirements at present. The CM's office is used often as
a conference area (by others when the CM is away), and a separate room to seat 6 or so appears
needed.
• Summary
The requirements are summarized as follows:
f 1
L_J
Item (Net Sq. Ft.)
Administration
Council Office Areas, NSF
Chambers Areas, GSF (see note)
City Manager, NSF
Total Administrative Areas
Pres Pres
Actual Req'd Level I Level2 Leve13
202
290
290
290
290
3,622
3,622
3,622
3.622
3,622
1,190
1,800
1.900
1.900
11900
5,014
5,712
5,812
5,812
5,812
Report to the City of Newport Beach Page 20 City Hall Space Needs Analysis
• Administrative Services Department
Adminiscrat'
• Aside from increases due to application of proposed space standards, the major increase in Ad-
ministrative areas is due to the addition of a conference room for this department. There is no
such room today. This room, if located accordingly, should serve all divisions of the Department,
including Revenue (personnel) for private meetings, but also to meet a range of other needs.
Fiscal Services
• The workstations of Fiscal Services are in some cases very much below the recommended stan-
dards, and this accounts for the greatest part of increase in requirement.
• Print Shop and Mail Room are programmed essentially on the basis of current operational levels,
and assume that the functions now in place will continue. Also, some increase is programmed for
the Print Shop, to account for overcrowding today.
• Note that the warehouse area is programmed with City Hall Shared and Common Areas, below,
but should be located very close to these operations.
MIS
• MIS is the largest component of the department, and represents the greatest total square footage
increase, though not the largest amount on a percentage basis.
• A significant part of the requirement is driven by application of appropriate work station sizes,
• especially for GIS functions (but also others).
• An increase in the Computer Room requirement is based on contingency assumptions (we allow a
15% increase).
• Telecommunications workspace includes storage facilities which are now provided in the old jail
building adjacent to the current work areas.
• No separate conference room is programmed with this division, but the Department is allocated
its own conference room, and it is expected that MIS could make good use of it.
Revenue
• Even though this area was recently renovated, our calculations suggest that this function requires
more space than it is currently allocated. Part of this is due to the layout constraints imposed by
the existing building.
• We have noted that the hearing officers programmed here (we program a shared workstation) also
use the central hearing room in the Building Lobby. We program conference space that can be
used for hearing room functions with City Hall Shared and Common Areas.
Accountinf
• We have programmed this area with the Finance Officer nearby in a private office. That position
is today remotely located from the other functions.
• Payroll functions are given increased work areas, and space is allocated to allow for increased
privacy.
Report to the City of Newport Beach Page 21 City Hall Space Needs Analysis
• Shared Area
• The department is programmed with two support areas: a vault and a coffee area. These should
be located in an area convenient to all functions, though the vault itself is more closely related to
Fiscal Services and should be nearest to it.
The vault is programmed for (continued use of) high- density shelving systems, and so needs
added floor loading capacity. The vault also contains items of value, including some cash, and
should be designed with this heightened security in mind.
Summary
The requirements are summarized as follows:
L
Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level 1
Level 2
Level 3
Administrative Services Department
Administration, NSF
S19
1.070
1.070
1.070
1.070
Fiscal Services
Fiscal Svcs, Adm. NSF
101
220
220
220
220
Fiscal Svcs. Cashiering NSF
S12
721
721
721
721
Fiscal Svcs, A/P, NSF
20S
390
390
390
390
Fiscal Svcs, Print Shop NSF
719
880
880
880
880
Fiscal Svcs, Mailroom NSF
S13
660
660
660
660
Management Information Systems
MIS. Administration NSF
141
220
220
220
220
MIS. Applications NSF
73S
820
910
910
910
MIS, GIS NSF
6S7
966
I.OS6
I.OS6
I.OS6
MIS, Operations NSF
S73
742
742
742
742
MIS. Computer Room NSF
443
SSO
SSO
SSO
SSO
MIS, Telecoms NSF
•
640
896
896
896
896
Revenue NSF
1.084
I,S20
I.S20
1,610
1.700
Accounting NSF
7S3
1,148
1.148
1.148
1.258
Total Admin. Svcs. Department
7,912
11.243
11,423
1 1513
11.713
L
Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis
• Building Department
Administration
• The Director and the department clerical staff are programmed with Administration.
• We program a conference room (not an enclosed open area) of similar but slightly larger size than
the existing panel - enclosed space, which should be located also for use by other department.
• We assume this conference room will be located near the administrative functions, however,
rather than near the One -stop Shop functions which would have a more public location.
Plan Check and Permitting
• Plan Check and Permitting is divided into four areas: Plan Check/Permitting Administration (the
Deputy Building Official), One -stop Shop (OSS) Customer Service, OSS Plan Check, and Back -
room Plan Check.
• It is assumed that the administrative and back room areas will be located near to but not with the
OSS functions which would be located at a central counter for all development functions. Cur-
rently, these other areas are located upstairs with the OSS operations downstairs. This is not
ideal, but it is workable, as long as there is convenient access between the areas.
• The office of the Deputy Director should be near to the department administration, discussed
above.
• The OSS operations should be integrated with other OSS functions allocated to other depart-
ments, as well as general OSS spaces allocated with City Hall Shared and Common Areas (see
• discussion under that heading).
Ins ections
• Inspection functions are programmed open work areas, in concept similar to the facilities today
but enlarged according to proposed and recommended workstation space standards. The work
areas today are improved from earlier conditions, but are constrained by the existing building de-
sign.
•
Summary
The requirements are summarized as follows:
Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft)
Actual
Req'd
Level I
Level 2
Level 3
Building Department
Administration NSF
1 155
1291
1431
1431
1.431
Plan Check & Permitting
Plan Check Adn NSF
221
250
250
250
250
OSS Customer Service, NSF
911
1,300
1,435
1,435
1.435
OSS Plan Check, NSF
102
120
240
240
240
Back Office Plan Check, NSF
658
710
710
710
850
Inspection NSF
941
1094
1 152
1210
1.210
Tout Building Department
3.988
4.765
5.218
5.276
5.416
Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis
• City Attorney
0
• All attorneys are provided offices of the same size, except for allocating the standard for depart-
ment heads to the City Attorney.
• The law library is allocated a slightly larger space, assuming law books will be located here. The
current library in the City Attorney's office is assumed (eventually) to be allocated space in the
main library, once it is configured and located appropriately.
• We also program a small guest receiving area and assume that the clerical areas are sized for
open -area work stations that have both some improved privacy but also ability to observe the
point of entry and guest seating areas.
Summa
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft) Actual Req'd Level I Level 2 Level 3
City Attorney 1,466 1,817 1,817 2,057 2,057
Report to the City of Newport Beach Page 24 City Hall Space Needs Analysis
• City Clerk
• The City Clerk is allocated an office based on the proposed standard for department heads, which
is notably larger than the current office size.
• Deputy staff are programmed work areas similar to that today, but assuming better configuration
and circulation to and around the required counters and equipment.
• Some added space is programmed for scanning functions and work area, though it is assumed that
each department will retain responsibility for conducting its own scanning programs and that re-
cords management will be accomplished through guidelines and programs which the individual
departments will carry out.
• The vault is sized to accommodate some increases in time (we program a 25% increase at pre-
sent), but also to provide for needed circulation and access within the vault itself.
• A general store room is currently provided upstairs, and contains some records from each of sev-
eral departments. Corresponding space is not programmed with the City Clerk, but is listed with
City Hall Shared and Common Areas, discussed separately.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft) Actual Req'd Level I Level 2 Level 3
City Clerk 824 1,173 1,173 1,173 1.173
•
•
Report to the City of Newport Beach Page 25 City Hall Space Needs Analysis
• Community Services Department
Administration
• The items included with Administration are those that were present at out survey of operations.
That is, some staff, such as Media Coordinator and Graphic Specialist, which are listed with Ad-
ministration but located elsewhere, are not allocated City Hall space.
• We do not allocate a dedicated conference room for this department since many meeting areas are
provided in off -site facilities, and it appears possible for the department to meet it's City Hall
meeting needs by sharing one of the other conference rooms in the program.
Recreation Services
• The staff who now have offices (even shared ones) are programmed private offices in the future.
Our standards provide for no space smaller than the present allocation, and some are larger.
• The open work area includes a larger work station for visiting (field) staff, and two such work
stations in the future. This allows for some flexibility in regard to City Hall staff as well, since
the added station could be converted to various uses if needed.
• The store room allocation is enlarged by 50%, based on our survey, but the allocation is only an
estimate of future needs.
Summary
The requirements are summarized as follows:
Pres
Pres
• Item (Net Sq. ft.)
Actual
Req'd
Level I
Level 2
Level 3
Community Services
Administration NSF
893
1174
1174
1174
1,174
Recreation Services NSF
1183
IS9S
1760
1760
1,760
Total Community Services
2,076
2,769
2,934
2.934
2,934
•
Report to the City of Newport Beach Page 26 City Hall Space Needs Analysis
• Fire Department (Administration)
• The Fire Chief is allocated office space for a department head, and the secretary is assumed to
remain in a separate reception room (rather than in a shared open work area) as is the case today.
• Support Services functions are programmed in a central open work area (with the Manager in a
private office). The office standard is similar to the take -off for the existing room (slightly
smaller), but the present room is made somewhat dysfunctional due to its shape.
• The conference room allocated to the department is smaller than present, with a larger conference
room listed with City Hall Shared and Common Areas. This allows smaller training and meeting
sessions in the department conference room (2/3 the existing large room) and larger sessions in
the room shared by all in the City Hall.
• Fire Prevention areas are programmed with the Fire Marshal allocated space for a deputy depart-
ment director (in terms of City Hall based Fire administrative staff). Other staff are provided
space in an open work area, with a public counter and waiting area. This may be combined with
the City Hall One -stop Shop (OSS) functions if it is so desired.
• EMS Management functions are programmed with the Manager in a private office (based on ex-
ecutive manager office standards), and the other staff in an open work area. The open work areas
of the department can be combined in the final layout, but this is an issue for the Fire Department
to determine once a design approach is selected by the City.
• We have added Training, Community Relations, and Emergency Services under the same head-
ing on the data sheets. The Training Chief is allocated a Manager -level private office (a bit larger
than the existing office), and the other staff are, as is the case today, provided space in open area
• work stations. In total, the requirement is about 30% greater than the space allocated today.
• General storage is also allocated to the department based on the space taken now in the old jail
building (adjacent to the current office facility), but we allocate only an area which is equal in
size to this.
•
Summary
The requirements are summarized as follows:
Report to the City of Newport Beach Page 27 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Fire Department
Office of the Fire Chief NSF
468
S80
S80
S80
S80
Support Services NSF
1092
1010
1010
1010
1,010
Fire Prevention NSF
909
1042
114S
1227
1.227
EMS Management NSF
240
374
374
374
374
Training/CR/ES NSF
466
603
603
603
603
General Storage NSF
242
280
280
280
280
Total Fire Department (Admin)
3.417
3,889
3,992
4.074
4.074
Report to the City of Newport Beach Page 27 City Hall Space Needs Analysis
• General Services
• We have programmed a central work room for janitorial supplies and coordination. The room
should be equipped with shelving, open floor storage space, and a small desk for management
purposes.
•
•
• The allocation we have made is contingent upon various design decisions and development, and
must be reviewed again by General Services once space planning is underway.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. rt.) Actual Req'd Level I Level 2 Level 3
General Services ISS 210 210 210 210
Report to the City of Newport Beach Page 28 City Hall Space Needs Analysis
• Human Resources Department
• The biggest increase in space required over space currently occupied is driven by upgrading
workstations to the proposed standards for these positions.
• The Director is allocated a department -head office standard, which is nearly double the present
size, and other staff, some of whom are in shared offices, are each allocated private offices due to
the need for privacy and confidentiality.
• An open work area is also allocated for support staff and related functions. The space also in-
cludes adequate circulation and access space, which accounts for most of the increase in need to-
day.
• A department conference room is allocated for interviews and some small -group or individual
testing, though the room should be located for general use by other departments when available.
All conference rooms, whether allocated to a specific department or not, should be reserved
through a central system.
• A separate file room is programmed for employee files, even though these are in an open area to-
day. We believe the added security and the increased flexibility in providing ample storage space
overcome any inconvenience from having the files more accessible in an open area.
• Note that this department staffing is increased on the basis of total City growth as well as other
needs (such as improved attention to risk management) based on our interviews with City staff.
The space requirements take the staff projections into account.
• Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. k.) Actual Recid Level 1 Level 2 Level 3
Human Resources Department 1,200 2,178 2,178 2,318 2,608
Report to the City of Newport Beach Page 29 City Hall Space Needs Analysis
• Planning Department
Administration
• We have programmed a private office for the Director, and note that the standard for this position
is essentially the same size office as that now provided.
• The Administrative Assistant is allocated an open work area (not unlike the space today), includ-
ing some added seating for visitors to the Director's office.
Economic Development
• Economic Development staff are allocated private offices of appropriate workstation standard,
and an open workstation for the department assistant. This open area should be near to the of-
fices, but can otherwise be combined with the open work areas for the department so that support
staff can communicate and work with one another as required.
Current Planner
• Current Planning is divided into two areas: the main office (which would be located with the rest
of the department) and One -stop Shop (OSS) functions (which would be located with the central
OSS counter and work areas for the City Hall). These functions are today on separate floors, but
this need not be the case. The functions require convenient access between them both for staff
and for public visitors.
• The main office functions are provided with private offices (for Senior and Associate Planners),
plus an open work area for Assistant Planner staff and equipment. Note that Senior Planners in
is the Department are allocated offices of slightly larger size than Associate Planners, based on a
possible need for more visitor seating or more special project storage space.
• The OSS functions include a counter allocation and a public waiting area. These should be ex-
amined in relation to the other OSS counter and waiting areas which are programmed for the
building (see discussion below with City Hall Shared and Common Areas).
• Note that there is only a small counter area which can be ascribed to Planning today; in the pro-
jection of needs, we identify the need for one Planning counter station today and two in the future
(but these should be shared as needed with other departments).
• Staff work space in the OSS area is included for the Planning Technician in charge of counter
functions and for two Assistant Planners who are programmed to be located in this vicinity.
Advance Planning
• Advance Planning staff are allocated private offices of appropriate workstation standard, and an
open workstation for the department assistant. As noted above, Senior Planners in the Depart-
ment are allocated offices of slightly larger size than Associate Planners, based on a possible need
for more visitor seating or more special project storage space.
• The Advance Planning open area (files and equipment only) should be near to the offices, but can
otherwise be combined with the open work areas for the department.
Shared Areas
• A number of staff and items of equipment are shared by the planning functions of the department
• and are listed separately under the "shared" heading. This provides information for the designers
so that these operations can be located for most convenient operations.
Report to the City of Newport Beach Page 30 City Hall Space Needs Analysis