HomeMy WebLinkAboutItem 7.2 Shannon Center Lease Renewal CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 22, 1985
SUBJECT Shannon Center Lease Renewal
EXHIBITS ATTACHED Lease Agreement
RECOMMENDATION 1 ) Agree to the 6-month extension of the Shannon
Center Lease
2 ) Appoint representatives of the City Council and the
City Manager to meet with the District ' s Park
and Recreation Committee to discuss the District ' s
concerns regarding the Shannon Center
FINANCIAL STATEMENT: None
DESCRIPTION At its meeting of April 8 , 1985 , the City Council
authorized Staff to notify the Dublin San Ramon Services District of the
City ' s intent to renew the Shannon Center Lease . The Council was also in
favor of extending the lease for longer than one year and authorized Staff
to negotiate the terms of the lease with DSRSD .
A draft lease was prepared and presented to the Dublin San Ramon Services
District Board of Directors at their April 16 , 1985 meeting (Exhibit A) .
The proposed lease was for two years , through June 30 , 1987. The DSRSD
Board of Directors was not in favor of a two year lease but agreed to extend
the current lease for six months with the stipulation that the City meet
with the District Park and Recreation Committee to discuss the District ' s
concerns . Areas of concern are summarized as follows :
1 ) The District is not in favor of continuing to pay the City the $2 ,000
monthly management fee .
2) The District continues to maintain the building, so why should they pay
someone to manage it .
3 ) What percentage of the buildings useage is from San Ramon residents .
4) What are the City' s expenditures and revenues as they relate to the
Shannon Center.
5 ) The ownership of the building could be uncertain if the District is
dissolved as a result of the study being conducted by the Cities of
Dublin and San Ramon.
It is Staff' s recommendation that the City agree to the six month extension
of the Shannon Center Lease . It is further recommended that representatives
of the City Council and the City Manager meet with the District ' s Park and
Recreation Committee to discuss the District ' s concerns regarding the
Shannon Center.
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COPIES TO :
ITEM NO . aZ
E X H I B I T A
AGREEMENT FOR LEASE OF
SHANNON PARK COMMUNITY CENTER
THIS AGREEMENT is made and entered into this day of
May , 1985 , by and between the CITY OF DUBLIN (hereinafter
"Dublin" ) ,' a municipal corporation, and the DUBLIN SAN RAMON
SERVICES DISTRICT ( hereinafter "District" ) , a political sub-
division of the State of California , based on the following
understandings :
WI TNESSETH:
WHEREAS , the Shannon Park Community Center is a facility
owned by' the District and used for public recreation and social
purposes ; and
WHEREAS , the District desires to preserve the facility for
public use and foster an increase in the public recreational and
social programs ; and
WHEREAS , Dublin has established a recreation department for
the purpose of organizing and increasing the number and quality
of recreation programs available for residents within the
boundaries of the ,District ; and
WHEREAS , Dublin desires to lease Sharron Park Community
Center for use as the offices of the recreation department and
for use as a facility for public recreation and social purposes ;
NOW, THEREFORE , based on the foregoing mutual understandings,
Dublin and District agree as follows :
1 . RESPONSIBILITIES OF DUBLIN.
,s
For the term of this Agreement , Dublin agrees to manage and
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maintain the Shannon Park Community Center in the following
particulars :
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a . Dublin shall plan, schedule , coordinate , supervise
and evaluate all recreation and/or social programs
conducted on the premises of said facility.
b . Dublin shall schedule the use of the said facility
on the basis of "first come, first served" , for
activities which are not sponsored by the City of
Dublin . All residents of the District shall be
Page 1 i
treated equally in terms of access to the facility .
Advertising of programs, services , availability,
etc . , of the Shannon Center site shall be conducted
equally within the District boundaries .
c . Dublin shall provide personnel to supervise all
programs and to maintain the facility as set forth
hereafter.
d . Dublin shall provide adequate security for the
premises and shall be responsible for and hold
District harmless from any damage which is the
proximate result of a breach of premises security.
Security. service shall consist of security alarm
service and police patrol .
e . Dublin shall be responsible for all utility service
within the building, including gas and electricity,
telephone , refuse removal , sewer, water service ,
and pest control .
f . Dublin shall be responsible for the maintenance and
replacement , if necessary, of all items of
equipment listed on the inventory of personal
property and fixtures attached hereto as Attachment
1 , which are damaged or lost and not caused by
normal wear. Normal wear shall be defined as the
loss of capacity given the age of the item and -the
type of use . It shall not refer to destruction or
breakage caused by inappropriate use , intentional
destruction, or, negligence on the basis of the
user.
g. Dublin shall be responsible for the maintenance of
the interior of the buildings of the facility ,
including the floors , walls, ceilings , doors and
windows , as defined in Attachment 2:
Page 2
h . Dublin agrees to be responsible for enforcing
and carrying out the code provisions , ordinances
and regulations of the District as they relate to
the operation of the Center. Dublin further agrees
to adhere to the following conditions in operating
the Center.
1 ) Submitting written work orders to DSRSD to
perform needed repairs. This will help
determine responsibility of repair work
2 ) Keeping a supply of touchup paint for all
painted surfaces
3 ) Enforcing key checkout procedures and reporting
any missing keys
4) Insuring only Shannon users are utilizing
storage areas and instituting a yearly check of
these areas in December
5 ) Not allowing round tables downstairs
6) Allowing ample time between scheduled events to
allow janitorial staff to perform necessary
duties . Janitorial staff may be required to
perform evening maintenance if needed for early
morning users
7 ) Assuring only round tables and brown chairs
will be allowed in the East Room
8 ) Assure that attendants wear identifying
clothing
9 ) Keeping bridge clear of leaves and debris
10) Having staff enforce all rules
11 ) Reporting any vandalism or abuse in writing
within twenty-four hours of the incident and
reporting occurrences to appropriate law
enforcement agencies . The District shall
receive copies of all incident reports
12 ) Providing district with copies of user
correspondence relative to complaints ; meeting
with District representatives as needed to
review as appropriate
13 ) Repairing tables damaged by user or attendant
abuse
14) Instituting a thorough facility item checkout
procedure
15 ) Prohibiting removal of furnishings or any other
contents of the building without prior District
approval
i . The City of Dublin shall be responsible for setting
reasonable fees for use of the Community Center for
recreation and/or social programs conducted within
the facility. All individuals or organizations
residing or located within the boundaries of the
District shall be treated equally with respect to
fees charged for use of the facility.
Page 3
j . City is authorized to make minor modifications to
the Center to enhance its use as the administrative
offices of the Dublin Recreation Department and to
enhance its use for recreation programs conducted
at the Center. Such modifications include but are
not limited to an identification sign on the
exterior and interior of the building, modification
of non-bearing partitions , etc . Such minor
modifications will be made at Dublin' s expense and
with District ' s prior approval.
2 . RESPONSIBILITIES OF DISTRICT.
For the term of this Agreement , District agrees to
maintain the buildings and the grounds of said facility in
such a condition as to permit Dublin to conduct , without
disruption, all scheduled recreation and social programs .
Specific District responsibilities shall include the
following:
a . Replacing all overhead light bulbs (not covered by
Dublin)
b . Any building or equipment repairs not damaged due to
tenant usage
C . Inspecting facility to determine whether agreement is
being upheld on a monthly basis. The District ' s
representative shall meet on a regular schedule with a
Dublin representative . A written evaluation sheet
shall be the outcome of his meeting to determine needs
of both agencies involved -
d . Approving general activity uses allowable in each room
relative to safety and maintenance
e . Completely painting appropriate surfaces within the
facility
f . Maintain the facility in a structurally safe condition.
Page 4
3 . CONSIDERATION FOR AGREEMENT.
Dublin shall pay to District the sum of One Dollar ($1.00)
per year as and for rent for the Shannon Park Community Center.
District shall pay to Dublin the sum of $2 ,000.0.0 per month as
and for consideration for the management services to be performed
by Dublin pursuant to paragraph 1 hereof. In addition to the
foregoing, Dublin shall receive all revenues generated from the
use of the facility .
4. INSURANCE AND INDEMNIFICATION.
Dublin shall assume liability and pay all costs of defense ,
including legal fees and court costs, and hold the District
harmless from loss , damages , costs or expenses caused by any
negligent or wrongful acts , errors , or omissions of Dublin' s
employees , agents and subcontractors which may occur in the
performance of the terms , duties and obligations of this
Agreement . Dublin shall provide a certificate of insurance to
the District , to be included as part of this Agreement , which
will give evidence of general liability insurance of not less
than One Million Dollars ($1 , 000 ,000.00) for personal injury,
accidental death and property damage . District shall be named as
an additional insured in any such liability insurance policy.
Dublin' s insurance shall be designated as primary to any
insurance carried by the District . Dublin shall pay all premiums
for said insurance .
Dublin shall also provide the District with a certificate
of insurance , to be included as part of this Agreement , which
! will give evidence that Dublin' s employees are covered by -
worker' s compensation insurance .
District shall assume liability and pay all costs of
defense , including legal fees and court costs , and hold Dublin
harmless from loss , damages , costs or expenses caused by any
negligent or wrongful acts , errors , or omission of District ' s
employees , agents and subcontractors which may occur in the
performance of the terms , duties and obligations of this ;
Agreement .
Page 5
5 . DESCRIPTION OF LEASED PREMISES .
The property , which is the subject, of this Lease Agreement ,
is the grounds and buildings known as Shannon Park Community
Center, 11600 Shannon Avenue , Dublin, California 94568.
6 . TERM OF AGREEMENT.
The term of this Agreement shall be from July 1
19 85 to June 30 19 87 This Agreement may be renewed
in writing by both parties at any time prior to June 1
19 87 This Agreement may be cancelled by either party by
written notice to the other party at least thirty (30) days prior
i to the date of termination.
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t 7. AMENDMENTS .
t
i The terms of this Agreement may be amended with written
! consent of both Parties .
8 . DISCRIMINATION .
District and Dublin shall neither discriminate nor
permit discrimination against any person or group of
persons on the ground of race , color, sex, age , national
origin, religion or marital status in any manner prohibited
by law. Non-compliance with this paragraph shall
constitute a material breach, and the other party may
terminate this Agreement .
9 . NOTICES .
Any written notices to the parties hereto shall be
sufficient if they are deposited in the United States Post
Office , in envelopes , postage prepaid by registered or certified
mail , and addressed as follows :
DUBLIN : City Manager
City of Dublin
6500 Dublin Boulevard
Suite 101
Dublin, California 94568
DISTRICT : General Manager
Dublin San Ramon Services District
7051 Dublin Boulevard
Dublin , California 94568
Pa—e 6
IN WITNESS WHEREOF , the parties hereto have executed this
Agreement in duplicate at Dublin, California, the day and, year
first above written .
CITY OF DUBLIN
By
Mayor
ATTEST :
City Clerk
DUBLIN SAN RAMON SERVICES DISTRICT
E By
i President of Board of Directors
ATTEST:
Secretary
Page 7
A T T ACHME!1T 1
Jl1rE4
ITEM DESCSIr"TIC I LOCATIO ON AMOUNT UNDITIO;(
------------------------------------------------------------------------------------------- -- .
Wall Plaques 4 Lobby 4 Eocd
Bulletin Beard 60" Lobby 1 Nor
Chalk Board Small Lobby 1 Fair
Chess Board Large lobby 1 6ocd
Trash Recpt. "etas Lobby 1 Eccd
Chair BrCMn Lobby 1 Good
Ash Tray lo" Lobby l Fair
Rect. Table 60" Lobby 1 Eccd
Desk 60"x30"Metal Office l G:ej
Desk Chair Green Office 1 Pccr
Tripods Small Alumn. Office 3 Fair
Ladder 14' Wood Office 1 6cod
Stea:i Trays Stain. Steel Office 10 Gccd
Trash Recpt. Metal Office 3 Geed
z Rect. Table 36'x72" Office 1 Good :
Metal Table 60" Office I Goad
File Cabinet 4 Drawer Office l 6cod
U001. Chair ?rown Office 3 Fair
rN Vinyl Coy. Chair Brown Office 1 Psor
Port. Metal Closet Gray Office 1 Good
Round Table: 5 ft East P.occ 5 Goed
Chairs Brown East Rocz 42 Bead
Chairs P.ed East Room 5 Goad
Chairs Yellow East Rcc:: 3 Goad
Chalk Board 6 ft. East pee: I 6ocd
Trash P.ecept. Meta! East Roos 2 Good
Pact. Tablas_ eft.x3ft. West Rc^-! 22 Po .
Rect. Tables 8f t.- West Rcoa 10 Pc:r
Round Tables 6 0° West Room 13 Good
Tabu Carts West R-ocz 4 Gc-.d
CS air Carts West Root 1 Gc.d
Table Carts(Round) West Roca 3 60 cd
Fadiu_ !wood West Rocco I Fai-
Chair Doiley Pipe West Roo: 1 Gc,
Chairs Brown West Roc:: 54 Goad
Chairs Orange West Roo_ 134 Eccd
Trash Recept. Metal West Room 1 Geoj
Chairs Red A B Roca 62 Good
Chairs Yellow A B Ricca I9 Good
Trash Recpt. Metal A B Room 1 Geed
Balance Bear: AMF A B Race 1 Gacj .
Metal Frace 5e"xJJ" A B Roan I Pccr
Table Tennis Table Folding A B Rooi(stor.) ., . 1 Gcod
Floor Mat 1Z'xb'(Orange) A B Roor.(stor.) I goad
Floor Mat 4.5'x4.5'(Green) A B Rocm(stor.) 4 Fair
Floor Mat 8'x4'(Blue-Yhite) A B Roon(stor.) 4 Gacd l l
Floor Mat 10'x57(Oranoe) A B Room(ster.) 1 Good
Floor Mat 6'x4'(Blue-White) A B Room(stor.) 1 Ecod
Medical Stretcher A B R,=:(st.r.) 1 6ocd
Rect. Tables Bft.x36" A B Room 4 Fair
Chairs SaaII Preschool 20 Gccd
Tables Era!! Preschool 3 Gaed
Trash Recpt. Metal Preschool 1 Geed
Elect Kiln Cress Elect. Lang Ster. i Gccd
Elect Pot Wheel Rcbert Brent Long Stor. 2 Gccd
Chairs Brown Behind Stage 28 6cod
Chairs Orange Behind Stage t0 Gccj'
Ladder 6' Alucn. Behind Stage 1 Fair
Ladder 8' Wood Behind Stage 1 6ocd
Card Table 30" Behind Stage 1 P_c-
Card Table 36" Behind 111..3ge 2 Fair
P.A. Syste: ALTS" Stage 1 Good
Chair Brown Pali I 6cod
Chair Fianno Ha!1 1 Fair
Pianno Upright Ha11 1 Fccr
Trash Recpt. Metal Hall l Gacd
Table J°" ?S ' Hall 1 ?nor
Chairs Red Etor. Rcca 72 Pcor _
Chairs Yellcw Star. Roca 1 ?ccr
ATTACHMENT 2
SHANNON MAINTENANCE SCHEDULE - City of Dublin
Office; West Room/Carpets y=
Shall be vacuumed twice per week '
Shall be cleaned once per year and treated with a soil
repellant
Cabinet finish shall be protected once per month
East Room/Wood Floors
Shall be dust-mopped daily
Any machine applications on this floor shall be done with
used buffing pads
Main Hall/Floors
Shall be damp-mopped daily
Shall be wax-restored (waterbase) twice per week
Floors shall be stripped, neutralized and waxed (waterbase)
once per year to coincide with the start of the contract year,
and more often as needed
Hallway; Main Lobby/Floors
Shall be damp-mopped every.,other day
Wax-restored once per week
Shall be stripped, neutralized and waxed (waterbase) once per
year to coincide with the start of the contract year
Kitchen/Restrooms
Shall be damp-mopped daily
Wax-restored twice per week
Shall be stripped, neutralized and waxed (waterbase) once per
year or more often if needed
All plumbing fixtures shall be cleaned daily with a
germicidal cleaner
Ceramic tiles in restrooms should be cleaned daily and sealed
(solvent base ) once per year
Aroma screens or equivalent shall be used in men 's urinals
Kitchen appliances and any stainless steel shall be polished
once per week to restore to original finish
Cabinet finish shall be protected once per month
Meeting Room/Concrete Floors (Downstairs)
Shall be damp mopped twice per week
Preschool (Downstairs )
Shall be vacuumed twice per week
. Shall be cleaned once per year and be treated with a soil
repellant
Entire Building/Walls
Wallpaper shall be spot cleaned every two weeks
Painted walls shall be touched up as needed
Graffiti shall be removed immediately when observed
Lower Windows (Under 10 ' )
Shall be cleaned once per week
Upper Windows (Over 10 ' )
Shall be cleaned twice per year
Light Fixtures--Inside Building & Bridge
Shall replace all burnt out light bulbs that can be reached
by a 6 ' ladder