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Chief Administrative Office, Facilities Management Division, and Health and Human Services Agency, Community Services Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Joint Use Agreement 303-O1511 with El Dorado Hills Community Services District (CSD) to use space located at 990 Lassen Way, El Dorado Hills, for senior services activities provided by CSD, for the period of July 1, 2015 through June 30, 2018, thereby reimbursing the County for CSD’s pro rata share of costs to operate the facility;
2) Authorize the County Contract Administrator to exercise the option(s) for additional terms, if determined to be in the best interest of the County; and
3) Authorize the Chair to execute further Amendments, if any, relating to Joint Use Agreement 303-O1511, that do not decrease the dollar amount or change the term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: El Dorado Hills Community Services District.
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DEPARTMENT RECOMMENDATION:
Chief Administrative Office, Facilities Management Division, and Health and Human Services Agency (HHSA) recommend approval of Joint Use Agreement 303-O1511 (JUA), to establish a share of cost methodology for the El Dorado Hills Community Services District (CSD) use of the facility. The County owns the property located at 990 Lassen Way, El Dorado Hills. CSD and the County collaborate at this facility to provide recreational programming and activities for senior adults age 50 and over.
Under a separate Board Action, the Facilities Management Division and HHSA are recommending approval of Facilities Use Agreement (FUA) 527-O1511 with Cornerstone Christian Church of El Dorado Hills (File 15-0947), contingent upon approval of this JUA 303-O1511 with CSD. If approved, FUA 527-O1511 would establish reimbursement by CSD to the County at the same percentage of 52.13% for the cost of paying the Church for the use of fifteen (15) parking spaces.
DISCUSSION / BACKGROUND:
Under Government Code Section 25526.6, the County may authorize use of County-owned property by the CSD. It is also in the public’s interest that the facility be cooperatively and jointly used as a Senior Center by the County and CSD to maximize the benefit to seniors residing in that area of the County.
This JUA formalizes CSD’s use of the facility as a place to provide senior recreation activities, and establishes the methodology for CSD to pay their share of cost for the facility. Based on CSD’s use of the facility, this JUA 303-O1511 defines CSD’s pro rata share (52.13%) of a fixed monthly amount of $800 to cover the costs of all repairs, maintenance, replacements, renovations, capital improvements, other building costs, and landscaping; 52.13% of the facility’s third party costs (security alarm, fire alarm and suppression systems, utilities, refuse disposal, and janitorial services); and 100% of special projects requested by CSD of the County (e.g., installation of a flat screen television). CSD's share of thrid party actual costs and the fixed monthly repair costs are projected to total $31,000 per year.
Appropriately allocating cost to CSD based on facility use will mitigate some cost of programs provided to seniors under Title III of the Older Americans Act.
ALTERNATIVES:
Disapproval of JUA 303-O1511 would result in the County continuing to pay all costs associated with use of the Senior Center facility located at 990 Lassen Way, El Dorado Hills, including use of the facility by CSD.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Chief Administrative Office through its Facilities and Procurements Divisions and County Counsel.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
Approval of this JUA will result in a decrease to Net County Cost by 52.13% of some of the operating costs associated with the facility.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Clerk of the Board to obtain the signature of the Chair on two (2) originals of JUA 303-O1511.
2. Clerk of the Board to return one (1) fully signed original JUA 303-O1511 to HHSA at 3057 Briw Road.
STRATEGIC PLAN COMPONENT:
Health and Human Services Agency Strategic Plan Objective 4.2.4 - Complete the space for the new El Dorado Hills Senior Day Care that incorporates the needs of both clients and staff.
CONTACT
Don Ashton, M.P.A., Director