03. Office & AV Room Remodel Project Proposal Staff Report
Date of Meeting: April 3, 2024
For: Mayor and City Council
From: Colleen Firkus, City Treasurer
Subject: Community Center AV Room and Office remodel Project 2024
Background: The Scandia Community Center was built in 1986 to provide a community gathering
space and town hall meeting and office space. Since that time the office staff has expanded from
one full-time town clerk and part-time treasurer to four full-time employees. A hodge-podge of
workspace has developed with the addition of employees, electronic equipment and storage space
needs.
Other areas of the community center have seen upgrades over the years:
• Early 1990’s: Three oak desks and storage cupboards added
• 1999: Addition of new kitchen and Heritage Room
• Old kitchen area partitioned to make an office and a beverage serving area for the hall.
• 2007 purchased 300 padded chairs for hall $6,207
• 2008: Upper walls in the large hall painted; wallpaper on lower section is perhaps original or
installed in 1999.
• 2011: Restored vinyl flooring in the large hall -- stripped of old wax and sealed with VCT (vinyl
composite tile) finish ($3,700). Regular waxing applications approximately twice per year.
• 2011: Carpeted the entryway ($1,200)
• 2013: Reroofed the building ($39,461)
• 2014: Painted the restrooms in the main entry, Administrator’s office (Sentence to Serve)
• 2018: LED Lighting Improvements ($18,420 after rebate)
• 2018: Installed window in Administrator’s office ($3,200)
• 2019 Handicap Doors $15,807
• 2019: Audio installation in Council Chambers $11,775
• 2020: Community Center AV upgrades using State and Local Fiscal Recovery Funds $84,825
• 2020 Security Service Window $5,760
• 2021: Replaced front door; installed new locks $48,950
• 2022: Council Chambers AV upgrades
• 2023: Remodeled Council Chambers $7,061
Proposals: 1) Refresh the look of the City’s office space from the early 90’s décor with carpet, paint,
window treatments, new desks, storage cabinet and constructing a new service window. We propose to
keep a friendly small town feel by adding an ADA accessible spacious service window in the hall and
secure the office staff space by limiting public traffic in the office. The new security window in the
entranceway would remain for possible future lockdown events. Removal of 4 file cabinets will make
room for an additional work station.
2) Make better use of the space in the AV Equipment Room by closing up the wall of the old kitchen
window and secure the new AV equipment, remove sinks, wall tile, frig and old cupboards, and add in
new shelving or cupboards and carpet tiles. This makes room for moving two large file cabinets of little
accessed historical documents out of the office into the AV Room providing the space in the office for a
4th workstation. Move 50” screen out of AV Room and mount on Community Center wall similar to
Council Chambers.
3) Potentially add in repairs and new paint for upper walls of Community Center hall due to frequent
requests from public.
Office Disruption: Office staff could move into Council Chambers with portable work stations for the
Clerk, Treasurer & Office Assistant who each have laptops that can access the network. Two extra
tables are already in place in the Council Chambers and internet can be accessed by hard-wire from the
equipment closet and Wifi on the laptops. A phone line can be run from the closet and from behind the
Council dias. Fortunately, the city has already established a strong online presence through their
website to process permits and an online payment process limiting the need for foot traffic.
Fiscal Impact: The 2024 Budget includes $67,548 for Community Center upgrades to the office and AV
Room. Since we are changing walls in a commercial/public structure, it will be necessary to hire a
licensed contractor to close up the wall to the AV Room and install a service window and security screen
to the office. As in the Council Chambers remodel, the removal of wall paper, painting and new carpet
tiles will also most likely be done by a contractor. The cost of the furniture disposal and moving of heavy
cabinets will also be factors.
Quotes will need to be obtained for this work, but initial rough cost estimates are:
$25,000 office furniture – 4 desks with partitions, cupboards
$ 6,000 office carpet
$ 3,000 office wallpaper, trim removal and paint
$ 6,000 new service window with security screen and labor to install
$ 3,000 close up AV Room window
$ 3,000 remove wall tile, paint, carpet tiles
$ 3,000 new shelving and/or cupboards
$ 1,000 new laminate/covering for Council dias
Rough estimate total $50,000. Quotes will be obtained for any projects using contractors.
Remodel Committee: Colleen Firkus, Kyle Morell, Charlie Fischer, Council Member
City of Columbus service window