title
Adopt a Resolution to Approve Transfer of and Appropriate Funds from Previously Budgeted Amounts for City Hall Access Control Enhancements and City Hall Workspace Renovation
body
In recent years security needs around government buildings has increased. The City has continued to monitor security at and around all of its facilities. With the recent news that San Leandro Unified School District is vacating their leased office space within City Hall, staff recommends that the City Council appropriate funds from FY 2024-2025 to a two-part project: (1) enhance building security by replacing existing roll-down gates with secure access-controlled doors, and (2) renovate the vacated office space to accommodate a realignment of City Hall to allow multiple departments to relocate to more functional and collaborative spaces in the building. The realignment will also make it possible for departments currently located around City Hall to collocate.
Staff recommends City Council authorize the City Manager to transfer $505,750 of previously budgeted funds from the General Fund to Capital Project Fund (Fund 210) to allow for this work.
Background on City Hall Access Limitations
Beginning with the onset of the COVID-19 pandemic, the main public entrance to City Hall has remained closed, and internal office doors throughout the building have been manually locked to limit access and enhance safety. These temporary measures, while necessary, have not provided a long-term or operationally efficient solution for secure public access and internal staff movement. In the absence of a comprehensive access control system, staff have relied on ad hoc methods to manage building entry, which poses ongoing security and service challenges. This project seeks to address those issues with a permanent, secure, and functional access system.
DISCUSSION
As part of ongoing efforts to modernize and secure municipal facilities, City staff have identified the opportunity to improve physical access controls within City Hall, particularly considering the San Leandro Unified School District's departure from the leased office space.
Access Control Enhancements
The current roll-down gates, initially installed for physical security after hours, do not meet modern operational needs for controlled access and monitoring. Upgrading to secure access doors will allow for:
• Integration with the City's current electronic badge system.
• Improved management of staff-only zones.
• Streamlined visitor management using existing security systems that will open the main entrance on East 14th Street again.
• Enhanced safety for staff and public users of the building.
• Improved aesthetics in the building, while enhancing security.
Renovation of Vacated Space
The recently vacated office space formerly occupied by the San Leandro Unified School District presents a timely opportunity to relocate and modernize multiple departments and centralize other administration departments currently in field offices to City Hall. This work would allow for:
• A more efficient office layout that includes consolidated and functional workspaces for dedicated offices for departments.
• Private meeting and conference rooms to support collaboration and public interface.
• Enhanced proximity to the City Council Chambers and Legislative staff, improving alignment between departments.
This project will utilize the existing building security systems and infrastructure, including employee badge access and the ability to allow controlled access to visitors into designated entrances and areas of the building while reducing access to potential threats to employee personal safety. These improvements align with the City’s broader goals of maintaining a secure, modern, and functional civic facility.
This strategic relocation supports a long-term vision for improved building safety, internal coordination, service delivery, and space optimization within City Hall.
FISCAL IMPACT
The scope of work and cost estimates for the proposed security and renovation projects will be conducted in coordination with the Public Works and IT Departments. Staff anticipates that project costs may be covered using unspent budget allocation from the General Fund in Fiscal Year 2024-2025. Staff is recommending the use of previously budgeted amounts in the General Fund and will require a transfer to the General Capital Fund (Fund 210). This action, however, does not require a new appropriation of funds that would impact the General Fund.
NEXT STEPS
If authorized, staff will:
1. Finalize project specifications for secure access door replacements.
2. Coordinate renovation design and space planning for City Hall office spaces.
3. Identify potential funding strategies and return to Council for contract award or budget amendment, as required.
PREPARED BY:
Kelly Clancy, CMC
City Clerk
City Manager’s Office