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HomeMy WebLinkAboutItem 7.2 Shannon Center Lease Renewal (2) 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. -----------------------------7---------------------------------------------- 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 I maintain the Shannon Park Community Center in the following particulars : l 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. i 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