Working Group Recommendations

RECOMMENDATIONS
AND OBSERVATIONS

Presentation to the Allen County Board of
Commissioners and Mayor Henry
By the City-County Facilities Working Group
September 30, 2009

1

BACKGROUND
June 23, 2009 - City announced proposal to relocate
Police Department, Neighborhood Code and its
operation now housed in City-County Building to 200
East Berry Street (Renaissance Square).
June 23, 2009 - Resolution introduced into City Council.
June 29, 2009 - Letter from Commissioners to Mayor
Henry proposing that existing Sheriff Department
operations now located at the Kidder Building be located
at 200 East Berry under a lease arrangement with the
City and that many City functions remain in the City-
County Building under a lease arrangement with the
County.

2

BACKGROUND

July 14, 2009 – Allen County Commissioners present
their “Renaissance Square Proposal”, including
proposing joint-ownership in the two buildings, with
equity exchange in buildings once the City purchases the
200 East Berry facility, and County financial participation
in the renovation of 200 East Berry.
August 4, 2009 – Mayor Henry responds to the
Commissioners’ proposal suggesting a Memorandum of
Understanding be entered into outlining many of the
components of County’s July 14th proposal, but suggests
terms similar to dual lease arrangements rather than
joint ownership.
3

BACKGROUND

August 10, 2009 – The Commissioners respond to the
Mayor’s letter of August 4th offering a modified
Memorandum of Understanding that proposes joint
ownership and suggests some changes to the
occupancy and funding parameters.
August 25, 2009 – The Fort Wayne City Council passes
Resolution No. R-47-09 approving the Sale and
Purchase Agreement for the property at 200 East Berry
Street on a 6-3 vote.

4

BACKGROUND

August 26, 2009 - Mayor Henry signs the Purchase
Agreement for 200 East Berry Street.
August 27, 2009 – The suggested Working Group of Pat
Roller, Mark Royse and John Stafford provide a Letter of
Understanding to Mayor Henry and the Board of
Commissioners outlining their understanding of the
expectations of the Working Group.
To date, no Memorandum of Understanding as been
executed.

5

WORKING GROUP LETTER OF
UNDERSTANDING
What was the “charge” to the Working Group:
Because both the City of Fort Wayne and Allen
County have important facility decisions that must be
finalized in the near future, a deadline of September
30th for the group to report out its recommendations
was established.
Because this issue had been previously under
consideration, the Working Group would, to the
greatest extent possible, rely on past space studies for
information and would not be presenting a detailed
architectural/engineering and final financial analysis.

6

UNDERSTANDING
Our recommendations were limited to
consideration of occupancy of the City-County
Building and the 200 East Berry Street facility.
The acquisition of other buildings and the option
of doing nothing were not scenarios that we
considered.

7

UNDERSTANDING
There were no pre-established limitations
regarding what functions, departments and
operations of City and County government could
be considered for location in either of the two
facilities in question nor were there pre-
established limitations regarding the required
location for any functions.

8

THE WORKING GROUP PROCESS

Identify External Understandings
Identify Underlying Limitations
Place City and County operations into functional teams
Identify a series of alternative functional configurations (these
became the four scenarios)
Review each scenario from three critical perspectives
Do the potential scenarios make sense from a citizens
perspective?
Do the potential scenarios make sense from an internal
management perspective for the City and the County
respectively?
Do the potential scenarios make sense from a financial
perspective for each the City and the County respectively?
Report out the results of the tri-perspective review along with some
basic pros and cons for each of the potential scenarios

9

EXTERNAL UNDERSTANDINGS
Identify External Understandings –
The Board of Commissioners do not want its proposal to slow
down the City’s decision-making process on the purchase of the
200 East Berry Street facility.
The current proposal that the Sheriff has brought before the
Board of Commissioners is to spend approximately $2,900,000
for the construction of a new facility to house the operations
currently at the Kidder Building to be located at the Adams Center
Road site. The Board of Commissioners do not view the Kidder
Building as a viable long-term home for the Sheriff’s Department
operations now housed there.
The City of Fort Wayne’s lease for the Police Department space
at the Creighton Avenue facility expires on September 30, 2009
and the City does not view this building as a viable alternative as
a home for the Department.

10

EXTERNAL UNDERSTANDINGS
Identify External Understandings –
The current lease for space in the City-County Building by the
City from the County expires on December 31, 2010.
The City’s bond issue for financing the purchase and renovation
of the 200 East Berry Street facility must close by December 31,
2009.
That neither the City of Fort Wayne nor Allen County want their
respective decision-making process regarding space issues to
become intertwined with the internal decision-making process of
the other unit of government to the extent that it significantly
slows down or inhibits the other from acting.

11

UNDERLYING LIMITATIONS

While the Letter of Understanding noted that “there
are no pre-established limitations regarding what
functions, departments and operations of City and
County government could be considered for location
in either of the facilities in question nor are there
pre-established limitations regarding the required
location for any functions”, the Working Group did
take note of the following as it began its study:
Both the City and County 911 Emergency dispatch
operations need to stay in the basement of the City-County
building because of the significant amount of electronic
connectivity previously installed and the expense to move
those electronics.

12


The only Board of Health operations that will remain
downtown after remodeling of the New Haven Avenue
facility will be general administration, vital records, and the
on-site sewage disposal permitting functions.
The ATOS functions currently located on Wallace Street
should be moved to the basement of the City-County
Building where other ATOS operations are located.
The City’s Traffic Control computer operations currently
located on the 3rd floor of the City-County Building should
stay in its current location.

13


The Omni Room as been equipped as an emergency
operations command center and the need to recreate that
center in another location should be avoided if possible.
While we initially considered the Adult Probation,
Prosecutors Office, the Fort Wayne Parks Department
Administrative offices, and the Allen County Purdue
Extension Office for relocation, for reasons respective to
each they were not part of the final recommendations.

14

THE FUNCTIONAL TEAMS

We next attempted to place all City and County
operations with potential for location in either the
City-County Building or at 200 East Berry into a
relatively small number of “functional teams”. In
formulating these “teams” we looked at functions (a)
that would attract common citizen audiences, (b)
that had internal City or County management
relationships, and (c) combinations that would pay
attention to and promote existing and potential
cross-jurisdictional working relationships between
City and County operations.

15


Management Team
Tax Team
Public Safety Team
Core Development Team
Expanded Development Team
City Utilities
Customer Service Team
Internal Service Team
Public Spaces
Independent Functions

16

Square Ft.
Required County City 7) Independent Functions
1) Development Team Metro Human Relations 3,000 3,000
Building Department 6,000 6,000 Victims Assistance 150 150
Land Use Planning 1,200 1,200 Hispanic Liaison 150 150
Surveyors 4,600 4,600 Public Defender 3,800 3,800
Total 11,800 11,800 Board of Health Admin 15,000 15,000
2) Management Team County Solid Waste 4,000 4,000
Commissioners Office 6,600 6,600 D&M 1,000 1,000
County PIO (3) 0 0 Joe 150 150
City PIO and Legislative Liaison 650 650 Atos 8,000 8,000
County Council Office/Conference Room 850 850 County Clinic 1,500 1,500
City Law 2,200 2,200 Veterans 700 700
Mayor/Deputy Mayor 3,050 3,050 Total 37,450 34,150 3,300
311 450 450 7.5) Misc. Team
Neighborhood Advocates 1,800 1,800 Prosecutor's Office 39,000 39,000
City Council Resource Office 625 625 Purdue Extension 3,500 3,500
City Clerk 1,600 1,600 Parks & Rec 11,808 11,808
Controllers Office 3,450 3,450 CCB Storage 22,000 11,000 11,000
Total 21,275 7,450 13,825 Total 76,308 53,500 22,808
2.5) Courthouse Annex 8) Expanded Development Team
Court house Annex Small Claims (Clerk) 17,000 17,000 County Highway 9,600 9,600
Courthouse Annex 4-D Program (Circuit Ct) 3,100 3,100 City Traffic Signal Control (CC Bldg) 400 400
Total 20,100 20,100 Board of Works Administration 1,100 1,100
3) Internal Service Team Barrett Law 225 225
City HR 4,600 4,600 Solid Waste 550 550
County HR 1,200 1,200 Traffic Engineering 3,875 3,875
City Purchasing 3,625 3,625 Transportation Engineering 4,475 4,475
City Property Management 375 375 Right of Way 1,575 1,575
County Purchasing 1,200 1,200 Flood Control 950 950
IT Admin - City (2) 375 375 Greenway Department 300 300
IT Admin - County (3) 925 925 Public Works Conference Room 625 625
Payroll 1,700 1,700 Transportation Administration 1,475 1,475
City Risk Management 1,200 1,200 GIS - County 1,200 1,200
County Printing 2,500 2,500 County Plan 5,900 5,900
Internal Audit 750 750 City Community Development 11,500 11,500
State Board of Accounts 1,000 1,000 NIRRC 3,000 3,000
Total 19,450 6,825 12,625 Neighborhood Code enforcement 6,600 6,600
4) Customer Service Team Total 53,350 19,700 33,650
Voters Registration 4,500 4,500 9) Tax Team
Election Board 4,000 4,000 County Auditor 7,000 7,000
Total 8,500 8,500 County/Wayne Assessors 11,000 11,000
5) Public Safety Team County Treasurer 3,000 3,000
Fort Wayne Police Department 80,000 80,000 County Recorder 3,900 3,900
Sheriff 22,000 22,000 Total 24,900 24,900
Lock up 5,000 5,000 10) Public Spaces
City/County Communications 911 6,000 3,400 2,600 City Council Chambers 3,700 3,700
Fire Department 11,000 11,000 Commissioners Court 1,300 1,300
Coroner 1,500 1,500 Omni Room 1,750 1,750
Total 125,500 31,900 93,600 Building Training Room 1,000 1,000
6) City Utilities HR Training Room 950 950

Customer Relations 4,200 4,200 Total 8,700 4,050 4,650

Data Control 1,500 1,500

Financial Services 2,800 2,800 Total Square Feet 437,158 222,875 214,283

Administration 2,100 2,100 Less:

Engineering Support Services 2,100 2,100 Prosecutor's Office 39,000 39,000

City GIS 1,600 1,600 Purdue Extension 3,500 3,500

Planning and Design Services 4,350 4,350 Parks and Rec. 11,808 11,808

Water Permits/Development Services 3,175 3,175 Square Feet to be allocated 382,850 180,375 202,475

Additional Space Requirements 8,000 8,000

Total 29,825 - 29,825
City County Building 214,496
200 E Berry 215,011
429,507

17

THE SPACE AND OPERATING COST
ASSUMPTIONS
The City-County Building was considered to have
261,477 square feet of gross footage and 214,496
square feet of net space that could be allocated to
various uses. The most current overall operating
annual expense was $2,062,237 (including ongoing
capital expenditures of $356,000).
The facility at 200 East Berry was considered to
have 252,175 square feet of gross footage and
215,011 square feet of net space that could be
allocated to various uses. The estimated annual
operating cost for the facility is $1,468,831
(including ongoing capital expenditures of $300,000
per year).

18

THE SPACE AND OPERATING COST
ASSUMPTIONS
We recognize that, beyond this conceptual
allocation of space, both buildings contain multiple
floors and other physical characteristics that will
impact the specific allocation of uses in a much
more detailed analysis than we were able to
undertake. For example, portions of the basement
of the City-County Building are appropriate only for
storage. However, there appears to been enough
excess capacity to accommodate these more
detailed space allocation issues.

19

CRAFTING THE ALTERNATIVE
SCENARIOS
After careful consideration of (a) space
availability in each building (b) our collective
judgment of logical use relationships, and (c)
a need to keep the process as conceptual as
possible (recognizing that delving into too
much detail was beyond our scope and would
destroy any hope of meeting the September
30th deadline); we ultimately crafted four
potential scenarios:

20

THE BASELINE PROPOSAL

This is the proposal originally suggested by the City of Fort
Wayne on June 23rd. The Fort Wayne Police Department
and Neighborhood Code Enforcement, along with all City
functions (other than 911 and the Traffic computer)
currently located in the City-County Building would locate at
200 East Berry Street. All County functions currently
located in the City-County Building, the Sheriff Department
operations currently located at the Kidder Building and
some County functions currently located in other downtown
locations would locate at the City-County Building. It was
important to include this as a scenario so that cost
comparisons with other alternatives could be made.

21

THE BASELINE PROPOSAL
City at Berry St. County at City/County Bldg.

Square ft. County City Square ft. County City

City Police 80,000 80,000 Sheriff 22,000 22,000
Fire Department 11,000 11,000 Lock Up 5,000 5,000
City Utilities 29,825 29,825 Coroner 1,500 1,500
Storage 11,000 11,000 Development Team 11,800 11,800
City Expanded Development 33,250 33,250 Storage 11,000 11,000
City Management Team 13,825 13,825 Building Training Room 1,000 1,000
Internal Service Team 12,625 12,625 County Expanded Development 19,700 19,700
Other City 3,300 3,300 County Management Team 7,450 7,450
HR Training Room 950 950 Internal Service Team 6,825 6,825
Council Chambers 3,700 3,700 Other County 34,150 34,150
Tax Team 24,900 24,900
Customer Service Team 8,500 8,500
Courthouse Annex 20,100 20,100
Commissioners Court 1,300 1,300
City Traffic Signal Control 400 400
911 6,000 3,400 2,600
Omni Room 1,750 1,750

Total Square ft. allocated 199,475 - 199,475 Total Square ft. allocated 183,375 180,375 3,000
Total Square ft. available 215,011 0% 100% Total Square ft. available 214,496 84% 1%
Excess (Short) 15,536 Excess (Short) 31,121

Notes:
Three P's removed from Other
Courthouse Annex removed from Other

Total Space Allocated 382,850 180,375 202,475

22

PUBLIC SAFTEY CO-LOCATED AT 200
EAST BERRY STREET
This proposal would co-locate the public
safety functions (City Police, County Sheriff,
and City Fire Administration) at 200 East
Berry; Those functions related to the
development process would also be
relocated to this facility. The Management
Team, the Internal Services Team, City
Utilities and the Tax-related functions would
remain in the City-County Building.

23

PUBLIC SAFTEY CO-LOCATED AT 200
EAST BERRY STREET
Public Safety at Berry St. City/County Bldg.


Fort Wayne Police Department 80,000 80,000 Management Team 21,275 7,450 13,825
Sheriff 22,000 22,000 Internal Service Team 19,450 6,825 12,625
Fire Department 11,000 11,000 City Utiliites 29,825 29,825
Coroner 1,500 1,500 Other 37,450 34,150 3,300
Development Team 11,800 11,800 Tax Team 24,900 24,900
Expanded Development Team 52,950 19,700 33,250 911 Communications 6,000 3,400 2,600
Storage 11,000 11,000 City Traffic Control 400 400
Building Training Room 1,000 1,000 - Customer Service Team 8,500 8,500
HR Training 950 950
Omni Room 1,750 1,750

Commissioners Courtroom/Council Chambers 5,000 1,300 3,700
Lock Up 5,000 5,000
CCB Storage 11,000 11,000

Total Square ft. allocated 191,250 56,000 135,250 Total Square ft. allocated 191,600 124,375 67,225
Total Square ft. available 215,011 Total Square ft. available 214,496 65% 35%
Excess (Short) 23,761 29% 71% Excess (Short) 22,896


24

PUBLIC SAFETY CO-LOCATED IN
THE CITY-COUNTY BUILDING
This proposal would co-locate the public
safety functions (City Police, County Sheriff,
and City Fire Administration) at the City-
County Building; The tax-related functions
would also remain at the City-County
Building. The Management Team, the
Internal Service Team, Development-related
functions and City Utilities would be relocated
to the facility at 200 East Berry Street.

25

PUBLIC SAFETY CO-LOCATED IN
THE CITY-COUNTY BUILDING
Berry St. City/County Bldg.


Development Team 11,800 11,800 Fort Wayne Police Department 80,000 80,000
Management Team 21,275 7,450 13,825 Sheriff 22,000 22,000
City Utiliites 29,825 29,825 Lock-Up 5,000 5,000 -
Storage 11,000 11,000 Fire Department 11,000 11,000
Expanded Development Team 52,950 19,700 33,250 Coroner 1,500 1,500
Internal Service Team 19,450 6,825 12,625 Storage 11,000 11,000
Other, less D&M and Atos 37,450 34,150 3,300 Tax Team 24,900 24,900
HR Training Room 950 950 Customer Service 8,500 8,500
Commissions/Council Chambers 5,000 1,300 3,700 Courthouse Annex 20,100 20,100
Building Training Room 1,000 1,000
City Traffic Control 400 400
911 Communications 6,000 3,400 2,600
Omniroom 1,750 1,750


Notes:
Three P's removed from Other
Courthouse Annex removed from Other


26

PUBLIC SAFETY NOT CO-LOCATED

This alternative would move the City Police
and Fire Administration to 200 East Berry and
move the County Sheriff to the City-County
Building; Development-related functions and
the Tax-related functions would be located in
the City-County Building. The Management
Team, the Internal Services Team, and City
Utilities would be located at 200 East Berry
Street.

27

PUBLIC SAFETY NOT CO-LOCATED

Berry St. City/County Bldg.


Fort Wayne Police Department 80,000 80,000 Sheriff 22,000 22,000
Fire Department 11,000 11,000 Lock Up 5,000 5,000
City Utilities 29,825 29,825 Coroner 1,500 1,500
Storage 11,000 11,000 Storage 11,000 11,000
Management Team 21,275 7,450 13,825 Building Training Room 1,000 1,000
Internal Service Team 19,450 6,825 12,625 Development Team 11,800 11,800
Other 3,300 3,300 Expanded Development Team 52,950 19700 33,250
HR Training Room 950 950 Other 34,150 34,150
Commissioners/Council Chambers 5,000 1,300 3,700 Tax Team 24,900 24,900
Customer Service Team 8,500 8,500
City Traffic 400 400
911 Communications 6,000 3,400 2,600
Omni Room 1,750 1,750



28

SUMMARY OF SPACE ALLOCATIONS

Baseline Public Safety at Public Safety at Public Safety not
Proposal 200 East Berry the City-County Bldg Co-Located

County Share Space at Renaissance 0 61,500 73,225 15,575
City's Share of Space at Renaissance 199,475 129,750 108,325 166,225
Total Space Allocated at Renaissance 199,475 191,250 181,550 181,800

County's Share of Space at CCB 180,375 118,875 107,150 164,800
City's Share of Space at CCB 3,000 72,725 94,150 36,250
Total Space Allocated at CCB 183,375 191,600 201,300 201,050

Total Space Allocated 382,850 382,850 382,850 382,850

Excess (Surplus) at Renaissance 15,536 23,761 33,461 33,211
Excess (Surplus) at CCB 31,121 22,896 13,196 13,446

Total Space Taken by County in Both Buildings 180,375 180,375 180,375 180,375
Total Space Taken by City in Both Buildings 202,475 202,475 202,475 202,475

29

OBSERVATIONS FOR THE
BASELINE PROPOSAL
From the citizen perspective:
Continues a separation of several portions of the “development
team”
Accentuates the public perception that the City and the County
cannot get along
From the internal management perspective:
Allows the City to have ownership of its own building
Allows the County to divest from several satellite facilities and
concentrate its operations under one roof
Significantly reduces the opportunities for the City-County merger
of operating functions such as personnel and payroll
Is likely the most expedient to implement

30

OBSERVATIONS FOR THE
BASELINE PROPOSAL
From the financial perspective:
The costs to the City would be those outlined in the
presentation made to the Fort Wayne City Council.
Estimated cost to Allen County is approximately
$2,524,000 over a twenty-year period, assuming that
several County functions are re-located into the City-
County Building.

31

ALTERNATIVE PROPOSALS

The last three proposals’ financial numbers
are based on a joint ownership relationship.
The numbers will vary somewhat in a dual
lease relationship.

32

OBSERVATIONS FOR THE “PUBLIC SAFTEY CO-
LOCATED AT 200 EAST BERRY STREET”
PROPOSAL
Both City and County public safety functions will be in one
location
Allows for the co-location of other common functions that cross
jurisdictional lines such as the development-related functions

33

PROPOSAL
Provides an opportunity for enhanced cooperation among City
and County public safety functions
Separates the development-related functions from the property
tax-related functions
Continues the separation of the City Police and County Sheriff’s
operations from 911 and the existing lock-up
Requires City/County collaboration on either joint ownership of
both buildings or negotiation of dual leases

34

PROPOSAL
Estimated to cost the City approximately $1,837,000
over a twenty-year period compared with the Baseline
Proposal.
Estimated to cost Allen County approximately
$228,000 over a twenty-year period compared to the
Baseline Proposal, assuming that several County
functions are re-located into the City-County Building
and a joint ownership relationship.
$2,065,000 combined cost over twenty years relative
to the Baseline Proposal (approximately $103,250
annually in today’s dollars)
35

OBSERVATIONS FOR THE “PUBLIC SAFETY CO-
LOCATED IN THE CITY-COUNTY BUILDING”
PROPOSAL
Both City and County public safety functions will be in one
location
Allows for the co-location of other common functions that cross

36

PROPOSAL
Provides and opportunity for enhanced cooperation among City
and County public safety functions
Requires relocation of more functions than placing the Public
Safety functions at 200 East Berry
Takes best advantage of those public safety physical features of
the City-County Building such as the lock-up, the tunnel to the
Courthouse, 911 operations, and the Omni Room emergency
command capacity

37

PROPOSAL
Proposal.
Estimated to save Allen County approximately
$110,000 over a twenty-year period compared to the
functions are re-located into the City-County Building.

38

OBSERVATIONS FOR THE “PUBLIC SAFETY NOT
CO-LOCATED” PROPOSAL

Keeps the Tax Team and the Development-related functions in
the same facility
Appears to have the least public support
Retains the current physical separation of the City and County
Public Safety operations
Allows for the co-location of some common functions that cross
39

OBSERVATIONS FOR THE “PUBLIC SAFETY NOT
CO-LOCATED” PROPOSAL

Proposal.
Estimated to save Allen County approximately
$1,025,000 over a twenty-year period compared to the
functions are re-located into the City-County Building.

40

CONCLUDING OBSERVATIONS

There is some excess space (approximately
45,000 sq. ft. combined) that could (a) be leased
to other entities to offset some of the annual
operating expenses; (b) could be used to
relocate additional local governmental
operations not considered in the above
proposals; or (c ) be reserved for future use in by
the functions that would be occupying the
respective buildings.

41


It appears that there is a price, although
relatively modest, for co-location and we must
therefore determine the difficulty to measure
value of co-locating similar activities compared
with this cost.
Any co-location proposal must make financial
and operational sense for both the City and the
County in order for their to be a successful
partnership. One cannot convince the other that
a given proposal makes sense, that conclusion
must come from its own analysis.

42


Conversely, we must recognize that in many
respects the City of Fort Wayne and Allen
County share a common base of citizens – 72%
of Allen County residents live in Fort Wayne –
and a common tax base – 66% of the assessed
value of Allen County is located within the Fort
Wayne corporate limits.

43


It is the observation of the chair that the best,
and perhaps only workable, arrangement for
co-location of the City-County Building and
200 East Berry Street by the City and the
County is some form of joint ownership where
both units must come to agreement annually
on the total operating cost for both facilities to
subsequently be allocated on the basis of
used space.

44

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