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HomeMy WebLinkAboutAGENDA REPORT 1992 0916 CC REG ITEM 11DMOORPA /fir V. y ITEM 11,6M4 CALIFOR, 0 Meeting 799 Moorpark Avenue Moorpark, California ffA864 ACTION- wri 401-041- - a- W TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Services Manager DATE: September 11, 1992 SUBJECT: Consider the Termination of the Senior Center Lease Agreement Staff is proposing that the City Center Lease Agreement ( "Lease ") Senior Citizens, Inc., ( "Club "), assume the responsibility for t beginning October 1, 1992. terminate the current Senior between the City and Moorpark and consider having the City he Senior Center, ( "Center ") In order to begin City operation of the Center October 1, 1992, the development of an ad hoc Senior Advisory Board is recommended to be considered by the Council after the City completes its transition. This arrangement is recommended to expedite the transition process. Background On July 15, 1992, the City Council directed staff to proceed with the transition of the responsibility of the Center from the Club to the City. Five components had to be coordinated in order to accomplish this task, which include: 1) establish temporary staffing for the Center while other options are being evaluated; 2) reassignment of the existing Area Agency on Aging , ( "AAA "), grant, ( "grant "), that provides funds for the staffing of the Center from the Club to the City; 3) recruitment for permanent staff at the Center; 4) the State to adopt its budget and; 5) the termination of the current Center lease agreement. In a letter dated July 31, 1992, (Attachment "A"), the Club requested from AAA that the grant be terminated on September 30, 1992. In order to proceed with the grant termination and reestablishment, (or "reassignment "), staff was asked to estimate the amount funds needed for the temporary services. Temporary staff has been provided to the Center since July 28, 1992, between the hours of 9:00 A.M. and 4:00 P.M. on weekdays, excluding holidays. The Club's grant of $12,000 for the current fiscal year is paying for the temporary services, estimated by staff to cost $2,155. MAOF PAUL W. LAWRASON JR. JOHN E. WOZNIAK SCOTT MONTGOMERY BERNARDO M. PEREZ ROY E. TALLEY JR. Mayor Mayor Pro Tem Councilmember Councilmember Councilmember At the August 19, 1992, Council meeting staff was directed to apply for the grant, which after the cost of temporary service ($2,155) is deducted will be $9,845. AAA anticipates bringing the City's application to the Board of Supervisors for approval on September 22, 1992. It is anticipated that the Council will amend the adopted 1992/93 City budget making changes where needed to adjust to the State's reduction of property tax revenue, allowing final determination of full or part -time staffing at the Center for the remainder of the fiscal year. Using $9,845 as the anticipated grant amount, staff has advertised for both a part -time and full -time position. These ads were published during the week of August 31, 1992, and will close September 21, 1992. If the recruitment is not successful or if there are delays in procuring a permanent staff person as Senior Coordinator, the City is able to continue to use the grant to fund interim staffing arrangements after it has been transferred to the City. The grant application is for part -time staff, which can easily be modified to include City funding for a full -time position. The final step is terminating the Lease and establishing a City administration for the Center. On August 31, 1992, staff discussed this matter with the Council's Public Works /Facilities Committee, (Councilmember Montgomery and Mayor Pro Tem Wozniak). Attachment "B" is a copy of the information, (referred to as draft "Operating Guidelines "), provided to the Committee for discussion, (those paragraphs not underlined). Discussion Attachment "B" was created after several meetings between representatives of the Club and staff. On September 11 1992, staff met with these same representatives of the Club and shared the Committee's input and concerns. There was very little discrepancy between the Committee's interests for the Center and those expressed by Club representatives. The underlined paragraphs represent changes to the Operating Guidelines that staff understood were desired by either the Club or the Committee, presented for the Council's consideration. Essentially, the Committee and the Club agree that the Center is to remain at its current level of service, to be increased in a way that leaves the existing programs in place. Some storage of equipment would be permitted, but the City reserves the right to limit the amount of equipment to be stored. The City will schedule reserved uses for the facility as a benefit to all seniors in Moorpark. The "Hours of Operation" Section "B" of Attachment "B" is in need of more precise definitions applicable to the availability of City staff. Only the staff mentioned in this report, (relative to custodial services and coordinator services), will be available to the Center. When staff is absent for health or vacation purposes, seminars and meetings, it is our understanding that while the Center could be opened and closed, it would not be staffed unless by volunteers. Custodial services will be maintained during staff absences, but the hours that the Center will be available could be limited to 5:30 P.M. rather than 8:30 P.M. because it is assumed that no City staff would be available to secure the Center after City Hall closes. The "Use of the Facility" Section "C" of Attachment "B," second paragraph, will need to become more specific as the transition nears implementation. For example, the Center shall be open for the Brown Bag Program preparation and distribution, but the City will not be involved with deliveries. Grey Law can become a City responsibility. If the volunteer support for crafts, cooking and card games remains in tact, then activities such as piano lessons, bridge lessons and cooking classes can become part of the City's responsibility to schedule. New uses not directly related to benefit all seniors will be permitted only after the City Manager or his designated representative has approved them. The Director of Community Services would be the designated representative. The Committee agreed to permit storage in cabinets as presented by staff. On September 1, 1992, staff realized that the Club's bingo equipment is too large to fit in cabinets. As a result, this aspect of storage was not addressed. At the Club's expense, storage cabinets might be able to be built to secure the equipment, (in much the same way as the Rotary Club equipment is stored in the Citrus Room). Outstanding Matters Issues that are not addressed in Attachment "B" involve the past relationships within the Club's organization, and providing continued input from the Club to the City as the plans for transition are implemented. The Club Board has expressed a concern that their ability to provide input to the development of the Center will cease when the Lease ends. It has been explained by staff to the Board that the input will be reduced, but that perhaps a "Senior Advisory Board" can be developed. Many details relating to the development of an Advisory Board need to be considered if it is to be designed to reach its maximum potential. The main benefit to the City would be to establish a channel for input from the senior population to this Board, and allow the Board to make preliminary recommendations to staff. The Committee and staff.felt that establishing the City's presence at the Center was paramount to establishing an Advisory Board, and therefore recommend that consideration of creating an Advisory Board be deferred by the Council until after the transition. 3 The final matter involves funds raised by the Club prior to its split in 1990, (which resulted in two senior non - profit organizations). Staff's opinion is that the City's role in this matter is one of being able to accept a donation should one be offered, and use it according to the non - profit organization's request. The City should not become involved in any dispute concerning the disposition of funds controlled by either of the two Moorpark based senior citizen's organizations. Summary Terminating the lease, establishing the grant in the City's name, finalizing the budget and making changes as deemed appropriate to the attached draft "Operating Guidelines," are the final steps required for the City to conclude the transition of the Center from the Club to the City. By September 22, the City will know if the grant has successfully been transferred to the City. Recommendation That the City Council: 1) Terminate the Senior Center Lease with Moorpark Senior Citizens Inc., effective October 1, 1992; 2) Make changes as deemed appropriate to the draft Senior Center Operating Guidelines as presented in Attachment "B". 3) Consider developing a Senior Advisory Council and direct staff and the Public Works /Facilities Committee to report back to Council on this matter October 7, 1992. Attachments: A) Club Letter to AAA B) Draft Senior Center Operating Guidelines 4 ATTACHMENT A Moorpark Senior Cffizena Mo Li 9( Oki S, L July 31, 1992 Joann Wilson AAA Grants Manager L #4450 505 Poli Street Ventura, California 93001 Dear Ms. Wilson: The Moorpark Senior Citizens, Inc. (MSCI) and the City of Moorpark have been holding meetings to establish criteria for the transfer of the management of the Senior Center from our organization to the City. The transfer bf management will enable the Senior Center to provide more services to greater numbers of senior citizens and relieve MSCI of the responsibility of maintaining the Senior Center which is an ever increasing burden on our budget. Therefore, MSCI is requesting the termination of Contract Number 3B- 0260- 79212R1 ;on or before September 30, 1992 and the transfer of this grant at that time to the City of Moorpark. The City of Moorpark will use the funds to provide permanent staffing for the Senior Center and the City will absorb the cost of maintaining the building. The City of Moorpark plans are to recruit and hire a Coordinator for the Moorpark Senior Center by September 1992. The termination of the contract with MSCI and the subsequent transfer of grant funds to the City of Moorpark is vitally important to the future success of the operation of the Senior Center. Thank you for your consideration and approval of our request. Sinc i-elylr s, i Lin sa Burola MSC P esident LB:mrs CC: Colleen house, AAA Director Steve Kueny, Moorpark City Manager Richard Hare, Moorpark Deputy City Manager Donald Reynolds, Moorpark Administrative Services Manager PO. Box 702 Moorpark, CA 93020 -0702 799 Moorpark Ave., Moorpark, Calif. Tel. (805) 529 -4016 pace ATTACIIIKENT ^B^ DRAFT SENIOR CENTER OPERATING GUIDE (Revised September 9, 1992) The following information is the outline presented to the Council's Public Works /Facilities Committee on August 31, 1992. The underlined portions are staff's interpretation of input received from the Committee members and Club Representatives. The transition of Senior Center Responsibilities from the Club to the City, involves a variety of different considerations in order to occur in an organized and methodological fashion. These considerations make up what is referred to as a "Draft Operating Guide," and include the following: A) Staffing If a full time position is possible, available for 40 hours of operation time position is all that can be anticipates to keep the Center open then the Center will be per week, but if a part - funded this year, staff 20 to 24 hours per week. Staffing janitorial services will result in reduction of available staff time for the rest of the Community Center facilities. Both the Committee and the Club appear to agree to this arrangement. B) Hours of Operation Dependent upon the staffing mentioned above, a full time position would be able to operate the Center from 9:00 A.M. until 4:00 P.M. No weekends or holidays will be staffed by the City. If part -time staff is all that is available, then staff is considering 4 hours per day to be open 2 hours prior to lunch, and 2 hours after lunch. A 24 hour week would allow for one 8 hour day, most likely to be a Monday or Friday. If volunteers are available, this can be expanded, (no weekends or holidays). The Center can be used for as long as staff is here at City Hall. Therefore, the Center is available between 6:30 A.M. and 9:00 P.M. Any hours which exceed these times would cost approximately $25 per hour, minimum of one hour, billed in half hour increments after the minimum. M -- B) Hours of Operation, (Continued) If only part -time help is to be employed at this time the Club requests that the _Center be staffed in the afternoons after the lunch meal is served They did not see a ing staff, need for morn The Club representatives agreed to allow the Center to close at 8:30 P.M. to low for c ea ning that same evening.---Any use that went longer then 8.30 P.M. would be subject to associated costs of cleaning the facility. Variations of the hours of operation may have to occur because of the available staff on any given day. If either the custodial staff or coordinator staff person is absent, hours may have to be temporarily adjusted as mentioned in staff's report to Council, September 11, 1992 C) Use of the Facility Staff proposes that all current activities be left in place as long as the day, time and duration remain the same. Club or organizationally sponsored activities such as board meetings and fund raisers, (i.e., Bingo), shall be staffed by the organization. All other scheduled events would become part of the City's responsibility. Insurance may be needed for the non -City sponsored special events. Staff supports the concept to keep the Center available for seniors whenever possible, closing rental of the facility to outside parties that are not intended to benefit seniors. City events may use the facility only as a last resort, and as long as no regularly scheduled senior activity is scheduled. Other uses can be reserved using a system parallel to the current park and facilities reservation process, within the hours scheduled above, or as stipulated to reimburse the City for the cost of keeping the Center open. The concept of keeping the Center available for senior activities was favored. If a senior re guests to use the Center. (i.e wedding reception or anniversary party), and has the sponsorship of a senior organization in town then this use would be made available if possible, to be determined on a case by case basis. If the activity is not deemed to be of benefit to ll seniors. then the use request would have t apply to renting the Citrus or Apricot rooms 7 r- D) Storage of Equipment The Club would like to store their bingo equipment at the Center. By doing this, the City may be inviting other organizations to also store their equipment here. This could become a complicated matter. The Club the e ressed an i t r st ' n do a ure of th s at equipment Center to The Committee the City with the exception of the bingo cabi by ets can be arranged agreed for equipment that some storage that is use in existing frequently an organization but that this use of the facility is to be provided to all organizations reserving sRace for the City to use as existing we cabinets The bingo equipment wi i not fit into the to remain hanging as first perceived by staff, and will have on the wall, and stored on th flppr