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Home My WebLink AboutAGENDA REPORT 1995 1101 CC REG ITEM 08SCITY OF MOORPARK CITY COUNCIL, AGENDA REPORT TO: The Honorable City Council FROM: Donald P. Reynolds Jr., Administrative Services Manager r DATE: October 24, 1995 (CC Mtg. 11/1/95) L1�n SUBJECT: Consider City Lease with Chamanreal, Inc. (owners of the Town Center) of 23 W. Los Angeles Avenue for Relocation of the Police Resource Center SUMMARY Staff is returning to Council as directed October 4, 1995, to present a proposal from the Carlson Company representing the owner of the Town Center for consideration of a lease to relocate the Police Resource Center to 23 W. Los Angeles Avenue. Staff is asking for an appropriation to relocate the Resource Center. For the tenant improvements, staff is asking that $2,745 be appropriated from the donations received by the Resource Center (39.2.210.2712) and that the balance of costs estimated to be $2,092, be funded by the undesignated fund balance of the Police Facilities Fund (20). The operational costs estimated to be $1,702 are proposed to be paid from an estimated surplus of funds in the Public Safety budget. BACKGROUND On October 4, 1995, Councilmember Hunter moved and Councilmember Montgomery seconded a motion to negotiate with the Town Center for rental of space for the Moorpark Police Resource Center and retain the space presently used for the Moorpark Police Resource Center at 18 High Street for a use to determined at a later meeting. The motion carried by a unanimous vote. Staff provided estimated cost figures to pay for relocation consisting of "Required Costs," ($2,985), and "Preferred Costs" ($5,296). The "out -of- pocket" costs, excluding the Sergeant's staff time estimated at $459, reduces the Required cost to $2,526 and Preferred costs to $4,837. Staff also mentioned in the October 4, 1995, report, that perhaps some of the costs could be reduced by applying a portion of the $2,800 of donations currently being held in reserve. DISCUSSION The Carlson Company provided a proposal for the City's use of the Town Center which is presented in Attachment "A." The conditions of the proposed lease appear to be consistent with the City's verbal understandings. The final language of the lease agreement will be completed subject to final approval by the City Manager and City Attorney, and is proposed to be executed by the City Manager. M0097 Comparing the "Preferred" to the "Required" costs to move in the amended Attachment "B," staff proposes to use all but $400 of the balance available from Resource Center donations, which as of October 31, 1995, is $2,745. The $400 will be held in reserve for use by the volunteers, leaving $2,345 to be applied to the relocation. By applying the donations, both Preferred and Required items may be purchased with a lower expenditure of Police Facilities (Fund 20) monies than proposed in October for the Required costs alone. The net impact on Fund 20 would be reduced from the October 4, 1995, estimate of $2,526 for Required costs, to $2,492. The use of Fund 20 for capital improvements is consistent with the original development at 18 High Street. The operating costs presented in Attachment "C" will also require adjustments to the current budget. The original estimate of $5,112 is based on an annual figure, and is $2,918 above the current cost. By reducing the operational costs to meet the balance of the fiscal year, (7 of 12 months, or 58.3 percent of the annual costs), the year- end requirement is calculated at $1,702.17. These costs are proposed to be funded by the current surplus of funds in the Public Safety Budget of $8,277, which will then need to be spread to the various line items presented in Attachment "C" (by year -end, the surplus is estimated to be more than $50,000). Most of the surplus available will originate from the Professional Services Line item 121.641, which needs only $448 of the $1,702. The remaining $1,254 will need to be redistributed within the Department as follows: Special Supplies 629 $128; Utilities (new line item) 652 $840; Telephones 653 $210; Small Tools 657 $76. The City Manager has the authority to approve transfers within a department's operational budget and will make these amendments. 2 (P ufns Recommendation That the City Council: Accept the proposal submitted by the Carlson Company provided in Attachment "A," and authorize the City Manager to execute a lease for 23 W. Los Angeles Avenue with Chamanreal, Inc. (owner of the Town Center) subject to final language approved by the City Attorney and City Manager; 2. Appropriate the available balance of Resource Center Donations in the amount of $2,745 from 39.2.210.2712 to 01.4.121.903, and appropriate $2,092 from the undesignated balance of the Police Facilities Fund (20), estimated have a year end balance of $482,477, to the General Fund (reducing the Police Facilities Fund (20) to a year -end estimate of $479,590), to line item 01.4.121.903, for the balance of capital expenses related to site improvements at 23 W. Los Angeles Avenue, for a total cost not to exceed $4,837. Attachments: A) Proposal from the Carlson Company B) Relocation Costs C) Operational Costs THE October 20, 1995 Mr. Richard Hare CITY OF MOORPARK 799 Moorpark Avenue Moorpark, CA 93021 4 -/ G! in 'ox n 6 A �� ,� e isAi� E CITY OF MOORPARK 7$9 MOORPARK AVENUE MOORPARK, CA 93021 (805) 529 -6864 Via Facsimile (805)529 -8270 Re: Proposal to Lease 23 W. Los Angeles Avenue, Moorpark, CA Dear Mr. Hare; On behalf of CHAMANREAL, INC., N.V., we would like to present the following Proposal to Lease. As a proposal, it is not intended to bind or create any obligation upon Landlord, Tenant or The Carlson Company. This is intended to outline the material business points upon which an agreement could preface the preparation, review and execution of a mutually acceptable Lease. Premises: Approximately 1,200 square feet as indicated on the attached site plan. Minimum Rent: Waived Term: Ninety (90) days with an automatic ninety (90) day renewal, unless canceled by either party with a ninety (90) day written notice. Commencement Date: Upon Landlord's tender of possession. Use: The premises shall be used as an administrative resource center for the Moorpark Police Department. Lease Type: The lease shall be an "absolute net" lease providing for Tenant to pay for all utilities that are separately metered to the premises and for the repair and maintenance of the premises to maintain it in a good state of repair. Condition of Premises: Tenant shall except the premises in its as -is condition. CORPORATE OFFICE: 3 Corporate Plaza, Suite 100, Newport Beach, CA 92660 ;K :1 (714) 640 -1922 FAX (714) 640 -2043 � �'1 BRANCH OFFICES: ❑ 2092 Omega Road, Suite C-2 ❑ 1876 E. Main Street ❑ 1411 Harbor Bay Parkway, Suite 1001 ❑ 23353 Mulholland Dr. San Ramon, CA 94583 Barstow, CA 92311 ❑ 325 E. Hillcrest Dr., Suite 200 (510) 838 -8581 FAX 510 838 -0135 Alameda, CA 94502 Woodland Hills, CA 91364 Thousand Oaks, CA 91360 ( ) (619) 256 -8747 FAX (619) 256 -0018 (510) 769 -4444 FAX (510) 769 -4450 (818) 222 -2044 FAX (818) 591 -8822 (805) 495 -4410 FAX (805) 495 -9570 818 N. Mountain Ave., Suite 116 ❑ 39261 Fremont Hub J 3 Corporate Plaza, Suite 104 E/165 E. Thousand Oaks Boulevard, Suite 280 Upland, CA 91786 Fremont, CA 94538 Newport Beach, CA 92660 (909) 949 -2216 FAX (909) 982 -4174 (510) 792 -1720 FAX (510) 792 -2785 Westlake Village, (714) 729 -9260 FAX (714) 729 -9266 (805) 496 -2991 FAX (8800 5) ) 497-3392 97 -3392 Additional Terms & Conditions: 1) Tenant shall install signage consistent with the Landlord's sign criteria. 2) Tenant will be permitted the exclusive use of two (2) parking stalls for the sole purpose of parking marked police patrol cars. Said location of the stalls shall be directly in front of the premises within the designated parking areas. Tenant shall submit to the Landlord for their prior approval, a rendering of the pole signage that they intend to install in front of the designated stalls. Certificate of Insurance: Tenant shall provide the Landlord with evidence of their General Liability Insurance coverage a required under the Lease. Terms of Proposal: This proposal is submitted to you as a framework for discussign. It is not intended to be contractual in nature rather it is an expression of the basis on which the Landlord would consider entering into a Lease Agreement for the subject space. The Landlord shall not be obligated to lease space to you unless and until a written Lease, in form substance, satisfactory to the Landlord has been executed by both your organization and the Landlord. This offer may be withdrawn at anytime by the Landlord without prior notice. The proposal, withdrawn if while not binding upon any party, shall be not accepted by Novemeber 6, 1995. Sincerely, THE CARLS COMPANY Shirl a J. Bra ley, C Area Ma cc: Joseph Dobronyi File THE CARLSON COMPANY RESOURC CENTER COSTS ATTACHM NT B" - -j — The costs identified below distinguish ir6provements that are requireid from those hich would make the facili complete "Preferred PROPOSE _ .COSTS -- - - -___ _ — MOVE TO TOWN PREFERRED TO MOVE --- - -___- CENTER i — REQUIRED PL VS COSTS TO -MO - - - - - -- - -- - - - -- PREFER E -- - - - - -- — i COST ITEW — � jj � COSTS REQUIRED TO MOVE +--- - - - - -- DONATED ! —� - - - -- "PERSONN 1 2 _ -------------- - - - - -I T I L FSET -UP AND ORIENTATIlN CSGT @ 20 RS) !MOVING EQUIPMENT -- �- DONATED - -- — CAPITAL I - -- —1 — MOVEMENTS PHONES — — — PHONE INES _ MMOVE + 'SEDOITY MOINITORING CUR TWO NEW PH NE !ADD TWO NE JACKS y � I — _ 90I - -_ - - -- —� 90' INE ' -- - -158 - - ^— 3501 p i 0 -- � 158 - - -- — — — 215 146 — - - 200_+ II-- 1,2501 146 350 - -__- — 200 — 1,250;! _ - 2_ SECURITY 3 rWINDOW TREATMENT 4 CARPET -- (INSTALLATION' — -- — —_ — 5 6+S 7 WALL -PAPER — -- GNS �MIN1 BLINDS — — — — - — 0 — — — 500 5001 — — — — - — — —r—i 1,470 i 1,470 _' _ -- - -- ---- - - - - -- _ - 2,311 � 1 -------- DONATED }------- - - - - -- 4,$37 a � —� --- - - - - -� - -- �— I _ _ - - - -- - -- - -- -- � - - - � - - -- -- — - - -300 ' 8 --- - - - - -- � — FURNITURE - - - - -- ----- - - - - -- � - DONATED - - - - -- - - -- —, - 2,526 - -- - Less resource center donations - - - -- -_ - - -- - -- - 2,345 i 2,345 � ___= 1- = == - ______ 2,492 ________ - -------- - - - - -- --- - - - - -, _ -- _- -_____ - - 2,526 -- - - - - -- � ________ — 35 -- — �ES 5�—LQFR—�—Cl :—C E N T E —R ANNUAL OPERATION A7TTACHM TIO AN the Cit t T CURRENT 0 444 100 NT C MAINTENA14CE �seneral distribution �MOVE 1 �to COST%i, account, Town Cen 0— 444 — 100 but are r distinguished t ie�re COST DIFFERENCE 01 0 0 —for a cornparative _______POST L 24-Oct-95 analyslis DIFFERENCE VEAR END CALC. 01 (58.33%)1 L�R ��me of thE current costs shown beICvY COST ITEN !RENT 620 OMPUTER. SUPPORT rom -are being paid from 1 626 PRINTING 150 500 150 100 120 370 500 220 0 1 ot- 629 —Janitorial SPE I L SUPPLIES AND Finger Printin Materials Special Small Needs Supplies -UNIFO—R—MS----- ERVICE 150 0 0 0 ---- 0 420, 1501 198 768 768 — 4481 641 F— PROFESSIONAL SERVIC Security Monitoring Carpet Cleaning -S 0— Bottled Water 0 1,440 1440 2101 T IUITIES 1,360 360 "5— 657 SMALL TOOLS --- 0 130 -- 1�0 76 Vacuum 6§8-- 1 NANCE AND REPAIRS 0— 0(-l) 0 0 0 — AC —Unit 2,194 5,112 2, 9 f8- �,ity's res sibili to re air, but no costs are ant cipated for the fi year. �st year. (*l)TheAC Unitatthe Town C nterwillbethe i -- . 1. C,