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HomeMy WebLinkAboutCOM 0583.000 2002-2004 +~v or lyL Harry Kim r~;~~ William Takaba Mayor : i l~ec[ur Nancy E. Crawford Depury Director •••r~•nG•M~.~ County of Hawaii Finance Department 25 Aupuni Steee[, Room I IS • Hilo, Hawaii 96720 (808) 961-8234 • Fax (808) 961-8248 April 7, 2004 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution to Amend Resolution No. 37-03 Multi-year Lease for Office Space for the Kona Driver License Section On February 20, 2003, the County Council adopted Resolution No. 37-03. Resolution 37-03 authorized the payment of funds of a later fiscal year and more than one fiscal year for the multi-year lease of 2,000 square feet of office space for the Police Department's Kona Driver License Section at 75-5722 Hanama Place, Kailua-Kona. When this lease was originally negotiated, the Police Department felt that 2,000 square feet would be adequate for the Kona Driver License section, which issues personal and commercial (CDL) driver licenses, and performs periodic motor vehicle inspections (PMVI). No scaled floor plan was actually used to determine the actual space needed. Upon receiving Council approval to lease the facility, the supervisor of the Driver License section began working with the landlord's architect to lay out a scaled floor plan for the facility. Conditions not considered in the original 2,000 square feet estimate, but later deemed necessary, were: • Meeting all ADA accessibility requirements (new design has been approved by Disability Accessibility Board); • Providing enough space in the reception area so applicants and their families would not have to wait outside when busy (should accommodate 15 - 20 people); • Establishing a separation between the Driver Licensing and PMVI/CDL sections to improve work flow and avoid confusion by the public; • Providing an interview room for PMVI applicants, where each person could be tested and interviewed in private; and • Designing an office within the confines of an existing wall that contained plumbing and electrical material, such as pipes and wires, and walls that could not be torn down due to the existence of adjacent space already leased. iQes . 178-0~- Comm. No. .S g3 - Ref. To: ry- Ref. Uate-J4 Honorable James Arakaki, Chairperson Page Two April 7, 2004 Afrer the drawings were complete, it was determined that the office space needed to effectively cazry out the functions of the Driver License section and meet the conditions listed above is 2,622 square feet. Resolution No. 163-04 was submitted to the Council in Februazy 2004 to amend Resolution No. 37-03 by increasing the size of office space and the monthly lease amount, and changing the Realtor's name in the Kona Driver License Section's multi-year lease. Resolution No. 163-04 was filed at the March 5, 2004 Council meeting when information to justify the space increase was not presented at the Council meeting. We are submitting the enclosed resolution to you to enable the County to execute the changes needed to our lease, as outlined above. Members of the Police Department will be present when the resolution is taken up to answer questions and provide additional information that you may need to justify the changes. If there are any questions, please do not hesitate to call me. Thank you very much. Willia~a Director of Finance APPROVED: V V Harry Kim ~r Mayor Enc. cc: Police KONA CENTER BUILDING 04/06/04 _ - EXST PMVI DL WOMEN'S TESTING ; li ENTRY i RECEPTION ~ EXST ~ O ~ 'CORR e I ~ ~T ' ~ ~ - ~I i - - I EXST _ MEN'S ~ I i ~ I PMVI SECTION 'STAFF - - ROOM STORAGE ~ III a- - - - - - - - - - J - I ~ ~ _ ~ ~ CORR - - I INTERVIEW CLOSET I ROOM - - - 0 0 _ o DRIVER'S LICENSING BUREAU scALE: i/~s" = i'-o"