Title
Chief Administrative Office, Facilities Division, and Health and Human Services Agency recommending the Board:
1) Approve and authorize the Chair to sign Facility Use Agreement 4614 with California Conservation Corps, for the joint use of the Greenwood Community Center located at 4411 Highway 193, Greenwood, California; for use by the Senior Nutrition Program, with an estimated annual amount of $7,000, and a term of five years beginning April 1, 2020 through March 31, 2025; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Facility Use Agreement 4614, including future options to extend the term of the Facility Use Agreement and amendments which do not increase the maximum dollar amount of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 4% State funds, 22% General Fund, 24% Fees/Donations, and 50% Federal funds.
Body
DISCUSSION / BACKGROUND:
In 1998, the California Conservation Corps (CCC) recorded a land patent with the United States government for 69.66 acres located on Highway 193 in Greenwood, California. Additionally, the County entered into a Memorandum of Understanding (MOU) with the CCC for a twenty-year term that began on January 1, 1999 through December 31, 2018 for approximately three (3) acres of the CCC’s parcel. Additionally, the MOU allowed for the operation of a (to be built) County facility on a portion of the three (3) acres. The MOU authorized the County to construct a community center, and furnish equipment for the kitchen; the County was responsible for the payment of all services, utilities, repairs and maintenance of the building. Lastly, the County was responsible for sharing the maintenance and repair costs of the water line and the road (from Highway 193 to the entrance road of the community center) at the rate of 4% of the total costs.
Also, in 1998, the County’s Community Services Department (now part of the Health and Human Services Agency) successfully applied for and received a State of California Community Development Block Grant in the amount of $500,000 to construct the community center. The County issued a Special Use Permit on February 16, 2000, allowing for the construction of the 3,350 square foot, single story structure and parking area. The Senior Nutrition Program (Program) was the primary user of the facility.
The County had the building constructed and the grand opening for the Greenwood Community Center (Center) was held on February 5, 2001. Until the Center’s opening, the Senior Services Nutrition program (Program) served meals from the Methodist Church in Georgetown. Currently, approximately twenty meals are served to seniors each day that the site is open and the Program delivers an additional ten mobile meals to homes in the area.
Under the terms of the MOU, upon its expiration on December 31, 2018, the premises and equipment became the property of the CCC. The expiring MOU escaped the CCC's and County's scrutiny which is why a replacement MOU is now being brought to the Board for approval. Fortunately, the relationship between the CCC and the County allowed Program to continue use of the facility as if the expired MOU was still in effect. As the need for the Program in the Greenwood area continues to exist, a new Memorandum of Understanding 4614 (MOU 4614) with the CCC was prepared. The new MOU allows for the continued daily use (11:00 am to 2:00 pm, Monday - Friday) of the facility and equipment for the Senior Nutrition Program; and additionally for the Health and Human Services Agency (HHSA) to have access to the building for up to 20 hours per year for other programs and services offered by HHSA. The initial term is for five years and there are two (2) three-year option terms available that may be exercised by the County with ninety (90) days prior written notice.
Under MOU 4614, the County is responsible for paying the monthly PG&E bill, providing certain cleaning supplies, and providing repair and maintenance of County-owned equipment that is to remain in the kitchen. Based on historical data, the average annual cost for PG&E is estimated to be $6,100 per year.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would need to identify an alternate location that includes a commercial kitchen and adequate seating to accommodate the number of seniors who normally go to the Center. The potential cost and location of such a facility could be much higher than the required maintenance, supplies, and utilities costs in MOU 4614.
PRIOR BOARD ACTION:
1) 03-24-1998, Resolution 56-98 approving an application and contract execution for funding from the State Community Development Block Grant Program.
2) 02-16-2000, S99-26, Greenwood Community Center.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, CAO - Facilities, Human Resources, and Risk Management.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
Based on historical data, the estimated PG&E cost is $6,100 per year. The annual cost of providing cleaning supplies for the kitchen, and repair and maintenance of County-owned equipment are estimated to be $900 per year. As these costs have been covered by the County under the prior MOU, there is no increase to Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2019-2020 Budget, and will be included in future budgets for the term of MOU 4614.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) originals of MOU 4614.
2) Clerk of the Board to return one (1) fully executed MOU to Health and Human Services Agency, Contracts Unit.
STRATEGIC PLAN COMPONENT:
County’s Strategic Plan: Provide, operate, and maintain our infrastructure, public facilities, and associated services that protect our community, environment and economic well-being.
CONTACT
Don Semon, Health and Human Services Agency Director
Russ Fackrell, Facilities Division Manager