HomeMy WebLinkAboutItem 7.1 Shannon Center Lease Renewal (2) . � co,?_0
CITY OF DUBLIN
AGENDA STATEMENT
MEETING DATE: August 12, 1985
SUBJECT Shannon Center Lease Renewal
EXHIBITS ATTACHED A. District-wide Utilization Report
B. Proposed Lease Agreement
RECOMMENDATION: Consider
FINANCIAL STATEMENT See Discussion Below
DESCRIPTION At the City Council Meeting of April 22 ,
1985, the Council authorized a six month extension of the Shannon
Center Lease . In addition, Council members Snyder and Vonheeder
were appointed to meet with the DSRSD Liaison Committee for the
purpose of discussing the future disposition of Shannon Center.
A meeting of the City=District Liaison Committee was held July
10, 1985 . The following items were discussed pertaining to
Shannon Center.
Capital Improvements
The kitchen, social hall floor and stage, parking lot and deck
have been identified by either the District or City as needed
capital improvements . The District expressed hesitation about
putting any money for improvements into Shannon Center. City
staff questioned the use of Park Dedication monies and suggested
that they could be used towards certain projects . It was decided
that District staff would work with . City staff to prioritize
improvements and that input from City staff would be sought
before actual improvement projects are begun.
Maintenance Cost -Responsibility
City staff voiced dissatisfaction with the level of maintenance
by DSRSD both at the Center and in the park. Written maintenance
requests have been left undone for three months . The District
has budgeted for a Maintenance Supervisor, who will devote more
time to preventive maintenance at Shannon Center and other
District facilities . This person should be hired by July 15,
1985 .
District-wide Utilization Report
As per the District ' s request staff prepared utilization reports
for the Fi�cal Year 1984-85 (Exhibit A. ) The Expenditure and
Revenue Report shows expenditures of $73, 134 and revenue of
$75, 338 with a net gain of $2 , 204 . This report did not take into
consideration administrative overhead costs from the City '
Manager ' s office . The Comparison of User Groups is broken down
by class enrollment and private rentals . Classes are comprised
of 57% Dublin Residents , 31% San Ramon Residents with 12% from
other areas . 50% of the building rentals are from groups other
than DSRSD residents . Dublin accounts for 28% and San Ramon
accounts for 22% . Facility Utilization has increased each
quarter from 15% in Summer of 1984 to 24% in Spring of 1985 .
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ITEM NO. '
AGENDA STATEMENT - Shannon Center Lease Renewal
Page Two
The District thanked the City for the report and stated that they
never received such comprehensive reports from SRVCC.
Management Fees
The District would like the City to consider forfeiting the
$2 , 000 per month management fee. It was pointed out that the
District ' s revenues are being reduced each year and that the
$24, 000 paid to the City could be better utilized elsewhere . It
was the City ' s contention that the District benefits by the
City ' s utilization of the Shannon Center and that it would cost
the District that much or more if the building were left vacant.
Lease Agreement
Attached is a copy of the proposed Lease Agreement suggested by
DSRSD (Exhibit B) . You will notice that the few deletions are
lined out and proposed new language is underlined. The District
agrees to provide a higher level of maintenance at Shannon Center
while the City agrees to forfeit the management fee . The
proposed lease is for two years .
At this time, staff feels it would be appropriate to discuss the
proposed changes to the Shannon Center Lease Agreement. If the
Council concurs with the District and deletes the management fee,
staff would recommend that the District be requested to clarify
what it means by "higher level of maintenance" .
EXHIBIT A
EXPENDITURE AND REVENUE REPORT
SHANNON COMMUNITY CENTER
July 1984 - June 1985
EXPENDITURES
Personal Services
Director of Recreation - 25% $ 9, 560 . 00
Secretary - 30% 6, 511.00
Building Attendants 18, 597 .00
Total Personal Services $ 34 , 668.00
Contract Services
Maintenance Contract $ 10, 230 . 00
Alarm/Exterminator 1,991.00
Total Contract Services $ 12 , 221 . 00
Services and Supplies
Office Supplies $ 478. 00
Postage 1, 075. 00
Reproduction 129 . 00
Maintenance Supplies 2, 562 . 00
Telephone 3, 458. 00
Advertising 59 . 00
Printing 3, 409 . 00
Repairs/Maintenance 27 .00
Utilities 11, 012 . 00
Capital Outlay 4 , 036.00
Total Services and Supplies $ 26, 245. 00
TOTAL EXPENDITURES $ 73 , 134 . 00
REVENUE
Rental Fees
Private Rentals $ 33, 088.00
Sustaining Contracts . 18, 251.00
Total Rental Fees $ 51, 339 . 00
Management Fee $ 23, 999 . 00
TOTAL REVENUE $ 75, 338 . 00
SUMMARY
Total Expenditures $ 73, 134 . 00
Total Revenue $ 75, 338 . 00
Net Gain $ 2, 204 . 00
COMPARISON OF USER GROUPS
SHANNON COMMUNITY CENTER
JULY 1984 - JUNE 1985
CLASS ENROLLMENT - (Department Sponsored)
QUARTER DUBLIN SAN RAMON OTHER TOTAL
SUMMER 1984 126 9 24 159
FALL 1984 321 116 47 484
WINTER 1985 232 176 57 465
SPRING 1985 127 143 46 316
. . .
TOTAL 806 444 ( 174 1, 424
PRIVATE RENTALS
. MONTH DUBLIN SAN RAMON OTHER TOTAL
� . JULY . . 2 2 . 4 ) . 8
AUGUST . . . . . 3 . 3 5 11
SEPTEMBER. . 1 2 6 9
OCTOBER 4 0 8 12
NOVEMBER . 3 3 T 4 10
DECEMBER. . . . 2 . . . . . 2 . . . . . 9 13
JANUARY . . . . 2 . . . . . . 1 . 2 . . . . 5
. FEBRUARY . . . 1 . . . . . 3 . . . 1 . . . . 5
MARCH . . . . . . 5 . . . 3 . 5 . 13
APRIL . 3 . . 1 . 4 8
MAY .
. 3 . . . . . 2 . 4 . 9
JUNE . 3 3 . 6 . 12
TOTAL 32 ( 25 58 115
FACILITY UTILIZATION
SHANNON COMMUNITY CENTER
JULY 1984 - JUNE 1985
Summer 1984
Available Hours Percentage
Room Hours Utilized Occupied
Social Hall 824 395 48%
East Room 824 73 9%
West Room 824 57 1/2 7%
AB Room 824 80 1/2 10%
Preschool Room 824 . 16 . 3%
Total 4 , 120 622 15%
Fall 1984
Available Hours Percentage
Room Hours Utilized Occupied
Social Hall 1169 519 44%
East Room 1169 145 12%
West Room 1169 191 16%
AB Room 1169 180 15%
Preschool Room 1169 216 18%
Total 5, 845 1, 251 21%
Winter 1984
Available Hours Percentage
Room Hours Utilized Occupied
Social Hall 1170 534 46%
East Room 1170 137 12%
West Room 1170 191 16%
AB Room 1170 170 15%
Preschool Room 1170 252 22%
Total . 5, 850 1, 284 22%
Spring 1985
Available Hours Percentage
Room Hours Utilized Occupied
Social Hall 810 430 1/2 53%
East Room 810 114 1/2 14%
West Room 810 152 19%
AB Room 810 98 1/2 12%
Preschool Room 810 181 22%
Total 4 , 050 976 1/2 24%
Based on Sunday through Thursday from 9 : OOam-10: 00pm; Friday and
Saturday from 10 : 00am-12 : 00 midnight.
DUBLIN SAN RAMON SERVICES DISTRICT
General Offices: 7051 Dublin Boulevard o Dublin, California 94568 (415) 828-0515
July 17 , 1985
Mr. Richard Ambrose , City Manager
City of Dublin
P. 0 . Box 2340
Dublin, CA 94568
Dear Richard: Re : Shannon Park Community Center
Lease Agreement
As a follow-up to the City-District liaison committee
meeting of July 10 , you and I were to rework the instru-
ment and present it to our governing bodies in the near
future . Here are the pages containing the changes that
Dave Schricker , our legal counsel , and I prepared . You
will notice that the few deletions are lined out and pro-
posed new language is underlined . Since the original is
on your word processor, we did not redo the entire instru-
ment . Please call me if you have any problems with these
changes. We feel it is more appropriate to explain rea-
sons for the changes in this communication rather than in
the agreement itself.
As discussed at the liaison committee meeting , our
agency has already hired an additional Maintenance and
Construction Worker, thus permitting the District to be
far more responsive to the maintenance needs at Shannon.
This will allow the City to concentrate on recreation pro-
gramming , rather than worrying about how to effectuate
repairs to the premises. The District 's Board is deter-
mined to cooperate to the fullest extent , as evidenced by
employing this individual prior to meeting about"the
Shannon agreement . In like manner, the consideration set
forth in Section 3 of the agreement has been deleted as an
offset to the District 's increased commitment to mainten-
ance of the facility .
Our members felt the meeting was very productive , and
we look forward to the conclusion of a mutually satisfac-
tory arrangement.
Very truly yours,
PR: r j PAUL RYAN
General Manager
encls .
A POLITICAL SUBDIVISION OF THE STATF.OF CALIFORNIA PROVIDES MUNICIPAL TYPE SERVICES TO CITIZENS OF AMADOR-LIVERMORE AND SAN RAMON VALLEYS
AI-AMECA AND CONTRA COSTA COUNTIES.
DRAFT - Attachme o Letter from Ryan to AmbrosE ed July 17, 1985
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 , 1985, by and between the CITY OF DUBLIN (here-
inafter "Dublin") , a municipal corporation , and the DUBLIN SAN
RAMON SERVICES DISTRICT (hereinafter "District" ) , a political
subdivision .of the State of California , based on the following
understandings :
W I T N E S S E T H
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 boun-
daries of the District; and
WHEREAS , Dublin desires to lease Shannon Park Community
Center for use as the offices of the Recreation. Department and
.for use as a facility for public recreation and social
purposes ; and
WHEREAS , the District agrees to provide a higher level of
maintenance than that heretofore provided under prior agree-
ments ;
NOW , THEREFORE, based on the foregoing mutual understand-
ings , Dublin and District agree as follows:
1 . RESPONSIBILITIES OF DUBLIN
For the term of this Agreement , � Dublin agrees to man-
age and maintain the Shannon Park Community Center in the fol-
lowing particulars :
a. Dublin shall plan, schedule , coordinate , super-
vise and evaluate all recreation and/or social
programs conducted on the premises of said
facility .
b,. Dublin shall schedule the use of said facility on
tie basis of "first come , first served" for acti-
vities which are not sponsored by the City of
Dublin . All residents of. the District shall be
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
l 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 :
f
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 DSKSD 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 this meeting to determine needs
i
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 OF AGREEMENT
Dublin shall pay to District the sum of One Dollar
($1 .00) per year as and for rent for the Shannon Park Community
Center. �XXtXrX/g�S�XX/���y/X�5/p�6�d�rs/XVi�/ tic /USX/$��00�J[OJ0
0&1 Al
b4tr��f!//XvS/�drB�XibvS/XIS/ yid/X�Str�/���5/ 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 , cost 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 pol-
icy . Dublin ' s insurance shall be designated as primary to any
insurance carried by the District . Dublin shall pay all pre-
miums 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
workers ' 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 omissions of District 's
employees, agents and subconstrctors which may occur in the
performance of the terms , duties and ;6bligations of this
Agreement .
Page 5
5 . DESCRIPTION OF LEASE 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 00Z�/X,(
Z794 January 1 , 1986 Y010Vvf0130. 1191M December 31 ,
1987. This Agreement may be renewed in writing by both parties
at any time prior to 0Vvf0 1Y, IX9'88 December 1 , 1987. This
Agreement may be cancelled by either party by written notice to
the other party at least thirty . (30) days prior to the date of
termination.
7. AMENDMENTS
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 certi-
fied 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
Page 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 DUBLI
B y
Mayor
AT
City Clerk
DUBLIN SAN RAMON SERVICES DISTRICT
By
Pres de of Board of Directors
ATTEST:
i
Se tary
f
Page 7
SHANNON INVENTORY
ATTACHMENT 1
5/1;84 .
ITEM DESCRIPTION LOCATION AMOUNT CONDITION
-------------------------------------------------------------------------------------------
Wall Plaques 4 Lobby 4 Good
Bulletin Board 60" Lobby 1 Poor
Chalk Board Small Lobby 1 Fair
Chess Board Large Lobby a 1 Good
Trash Recpt. Metal Lobby I Good
Chair Brown Lcbby 1 Good
Ash Tray 18" Lobby 1 Fair
Rect. Table 60" Lobby 1 Good
Desk 601Ix70 1IMetal Office 1 Good
Desk Chair Green Office 1 Pcer
Tripods Small Alumn. Office 3 Fair
Ladder 14' Wood Office I Good
Steam Trays Stain. Steel Office 10 Good
Trash Recpt. Metal Office 3 Good
Rect. Table 36"x72" Office 1 Good
Metal Table 60" Office I Good
File Cabinet 4 Drawer Office 1 Good
Upol. Chair Brown Office 3 Fair
Vinyl Coy. Chair Brown Office 1 Poor
Port. Metal Closet Gray Office 1 Good
Round Tables 5 ft East Room 5 Good
Chairs Brown East Room 42 Good
Chairs Red East Room 5 Good
Chairs Yellow East Room 3 Good
Chalk Board 6 ft. East Room 1 Good
Trash Recept. Metal East Room 2 Good
Rect. Table=_ eft.x3ft. West Rcom 22 Poor
Rect. Tables Bft.x 30, West Roo* 10 Poor
Round Tables 60" West Room 17 Good
Table Carts West Room 4 Good
Chair Carts Nest Room 1 Good
Table Carts(ncund) West Roos. 7 Goad
Podium Wood West Room 1 Fair
Chair Dolley Pipe West Roo-, 1 Good
Chairs Brown West Room 54 Good
Chairs Orange West Room 133 Good
.Trash Recept. Metal West Room I Good
Chairs Red A B Room Al
Good
Chairs Yellow A B Roam 19 Good
Trash Recpt. Metal A B Ru,om 1 Good
Balance Beam AMF A B Room. 1 Good
Metal Fraoe 58 11x55" A B Room 1 Poor
Table Tennis Table Folding A B Room(stor.) 1 Good
Floor Mat 127x6'(0range) A B Room(stor.) 1 Good
Floor Mat 9.5'x4.5'(Green) A B Room(stor.) 4 Fair
Floor Mat B'x4'(Blue-White) A B Room(stor.) 4 Good
Floor Mat 10'r.5'(Ora'nge) A B Room(stor.) I Good
Floor Mat 6'x4'(Blue-White) A B Room(star.) 1 Good
Medical Stretcher A B Room(star.) I Good
Rect. Tables 8ft.x36" A B Room 4 Fair
Chairs Small Preschool 20 Good
Tables Small Preschool 7 Good
Trash Recpt. Metal Preschool 1 Good
Elect Kiln Cress Elect. Long Star, I Good
Elect Pot Wheel Robert Brent Long Stu. 2 Good
Chairs Brown Behind Stage 29 Good
Chairs Orange Behind Stage 10 Good
Ladder 6' Alumn. Behind Stage 1 Fair
Ladder 8' Wood Behind Stage 1 Good
Card Table 70" Behind Stage 1 Poor .
Card Table 36" Behind Stage 2 Fair
P.A. Syste: ALTEC Stage 1 Good
Chair Brown Hall 1 Good
Chair Pianno Hall 1 Fair
Pianno Upright Hall 1 Poor
Trash Recpt. Metal Hall 1 Good
Table 59%'IB" Hall 1 Poor
Chairs Red Stor. Room 28 Poor
Chairs Yellow Star. Room 1 Poor
ATTACHMENT 2
SHANNON MAINTENANCE SCHEDULE - by City of Dublin
Office/Carpets
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
Shall be spot-coated with identical polyurethane sealer as
needed
Do not use any machine applications on this floor
Shall be refinished every year with a polyurethane sealer
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 or more often if needed
West Room; 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
Kitchen; Restrooms
Shall be damp-mopped daily
Wax-restored once 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 F-lbors ( 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 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