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Facilities, a division of the Chief Administrative Office, recommending the Board approve and authorize the Purchasing Agent to execute Amendment IV to Joint Use Agreement 303-O1511 (FENIX 8736), with the El Dorado Hills Community Services District (CSD), extending their use of the county-owned space located at 990 Lassen Way in El Dorado Hills for six months, beginning July 1, 2025, through December 31, 2025, reimbursing the County for the CSD’s pro rata share of costs to operate the facility, estimated to total $15,000.
FUNDING: El Dorado Hills Community Services District.
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DISCUSSION/BACKGROUND:
On September 15, 2015 (Legistar file 15-0946) the Board approved Joint Use Agreement (JUA) 303-O1511 (FENIX 8736) for the CSD’s use of county-owned space at 990 Lassen Way, El Dorado Hills. On the same day (Legistar file 15-0947), the Board approved Facilities Use Agreement (FUA) 527-O1511 for the County’s use of Cornerstone Church’s parking lot as overflow parking for the Senior Center at 990 Lassen Way.
In 2018, Cornerstone Church merged with the entity Vintage Grace Church. On June 5, 2018 (Legistar file 18-0846), the Board authorized the termination of FUA 527-O1511 and authorized a new FUA (203-0180) for use of the parking lot under the name Vintage Grace Church.
On April 16, 2018, the CSD exercised its first Option to Extend JUA 303-O1511 (FENIX 8736) for an additional three-year term beginning July 1, 2018, and expiring June 30, 2021.
On June 8, 2020, the Board approved JUA 303-O1511 (FENIX 8736) Amendment I, temporarily modifying property usage during the COVID-19 pandemic.
On October 12, 2020, the Board approved JUA 303-O1511 (FENIX 8736) Amendment II, suspending the CSD’s responsibility to pay their portion of utility and maintenance costs while the El Dorado County Office of Education leased 990 Lassen Way, El Dorado Hills.
On May 24, 2021, the CSD exercised its second Option to Extend JUA 303-O1511 (FENIX 8736) for an additional three-year term beginning July 1, 2021, and expiring June 30, 2024.
On June 25, 2024 (Legistar file 24-0765), the Board approved JUA 303-O1511 (FENIX 8736) Amendment III, renewing the JUA for an additional year through June 30, 2025.
Amendment IV would renew the JUA for six months through December 31, 2025.
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 the CSD’s use of the facility as a place to provide senior recreation activities and establishes the methodology for the CSD to pay their share of cost for the facility. Based on the CSD’s use of the facility, this JUA defines the 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 the CSD of the County (e.g., installation of a flat screen television). The CSD's share of third-party actual costs and the fixed monthly repair costs are estimated to total $15,000 for the next six months.
Appropriately allocating cost to the CSD based on facility use mitigates some cost of programs provided to seniors under Title III of the Older Americans Act.
The agreement is only recommended for a six month renewal to give staff time to work with the CSD on re-negotiating terms based on the upcoming changes to the Senior Day Care services.
ALTERNATIVES:
Disapproval of the Amendment would result in the County not continuing to receive funds for the space utilized by the CSD at 990 Lassen Way, El Dorado Hills after June 30, 2025.
PRIOR BOARD ACTION:
Legistar file 15-0946 - September 15, 2015 - The Board approved Joint Use Agreement 303-O1511 for the CSD’s use of space at 990 Lassen Way, El Dorado Hills.
Legistar file 15-0947 - September 15, 2015 - The Board approved a Facility Use Agreement for the County’s use of Cornerstone Church’s parking lot as overflow parking for the Senior Center.
Legistar file 18-0846 - June 5, 2018 - The Board authorized the termination of FUA #527-O1511 with Cornerstone Church and authorized a new FUA (#203-0180) under the name Vintage Grace Church for use of the neighboring parking lot.
Legistar file 24-0765 - On June 25, 2024 - The Board approved JUA 303-O1511 (FENIX 8736) Amendment III, renewing the JUA for an additional year through June 30, 2025.
OTHER DEPARTMENT/AGENCY INVOLVEMENT:
Health & Human Services Agency
Procurement and Contracts
County Counsel
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Approval of this Amendment will result in a decrease to Net County Cost by 52.13% for some of the operating costs associated with the 990 Lassen Way, El Dorado Hills facility.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
N/A
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Chuck Harrell, Facilities Division Manager