Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to California Government Code 25526.6 that the Veteran's Memorial Building of El Dorado County Veteran's Building Council, Inc.’s use of the El Dorado County Veteran’s Memorial Building provides a public benefit and will not substantially conflict or interfere with the use of the property by the County;
2) Authorize the Purchasing Agent to sign Facility Use Agreement (FUA) 9257 between the County and Veteran's Memorial Building of El Dorado County Veteran's Building Council, Inc. (Building Council) for the no-cost use of the County property (Veteran’s Memorial Building) located at 130 Placerville Drive, Placerville, for the term of March 28, 2025 through March 27, 2030 with two optional three-year renewal periods, for the purpose of providing a premises for local veterans organizations’ use; and
3) Authorize the Purchasing Agent to execute further documents relating to FUA 9257, including future options and amendments that do not have a fiscal impact, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The building located at 130 Placerville Drive has been used by local veteran organizations for nearly 30 years. Formal agreements with local veteran groups for the use and management of the building have been in place since 1996.
Local veteran groups and organizations use the building for meetings, social events, memorial services, and fundraisers, providing benefits for retired as well as active-duty veterans. Non-veteran groups and organizations are also permitted to use the premises when such use is for the benefit of veterans or to provide a veteran-related activity that will not unduly interfere with the use of the premises by veteran organizations. In addition, El Dorado County departments and agencies that are conducting official County business are permitted use of the premises. The Building Council is a veterans’ organization that coordinates with other veteran organizations and will manage requests to use the building.
The building has two stories. The first story has a large commercial-style kitchen, built-in freezers, restrooms, a dining room, and a lounge. Upstairs includes a large banquet room, known as the East Room, that can accommodate a number of people for seating, dancing, or events. There is also a meeting room called the East Annex Room, restrooms, and an office for the Veterans Building Manager. The remaining upstairs space is occupied by the El Dorado County Department of Veteran Services, staffed by County employees.
The County is responsible for all utilities, repairs, maintenance, insurance, and taxes for the building. Funding is included in the Facilities budget and generally ranges from approximately $40,000 to $60,000 annually. The costs include the space occupied by the County Department of Veteran Services as well as space used by the Building Council.
On March 28, 2017, the Board authorized the Chair to sign FUA 255-O1611 (FENIX 3460) between the County and the Building Council for use of the building for a period of five years, and authorized the Purchasing Agent to execute options to extend. On March 28, 2022, the Purchasing Agent signed Option 1 to extend the FUA for three years.
ALTERNATIVES
The Board could choose not to sign the FUA between the County and the Building Council for use of the Veteran’s Memorial Building. Not approving the Agreement today would result in there being no agreement in place after March 28, 2025.
If the Board wishes to approve the FUA but would like to explore options related to cost recovery, the Board could ask staff to pursue cost recovery models that offset the cost of utilities, repairs, maintenance, insurance, and taxes associated with the Building Council's proportionate use of the building. Staff could incorporate any changes and return to the Board at a later date with an amendment to the FUA.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Health and Human Services Agency
Procurement and Contracts
PRIOR BOARD ACTION
Legistar file 17-0283 - March 28, 2017 - The Board authorized the Chair to sign FUA 255-O1611 between the County and Building Council for use of the Veterans Memorial Building for a period of five years with options to extend.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
The County is responsible for all utilities, repairs, maintenance, capital improvements and insurance for the building. Funding is included in the FY 2024-25 budget and will be included in future year budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on the Facilities Use Agreement and forward a signed copy to the Facilities Division.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager