HomeMy WebLinkAboutMINUTES - 02121985 - FC.1 To: a0.,RD-- 0F SUPERVIB')RS `ra
FROM: Fin"Ince Committee
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DATE: Fel uary 11, 19-85 VlJl.1
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SUBJECT: Rep?rt on Use of Vacant County Building at
.. 100 Glacier Drive, Martinez
SPECIFIC RE^';tST(S) OR RECOMMENDATION(S) at BACKGROUND AND JUSTIFICATION
RE C OMME N_1 ,.T IONS
I. ApN: ove an alternative to the initial proposal for remodeling of
10,J Glacier Drive, Martinez, for use as an Emergency Operating Center
and space for Sheriff' s Dispatch, Investigations, Patrol and Communica-
tions Repair so that the building may continue to be used for children' s
services; the recommended alternative provides for remodeling of
50 Glacier Drive as the County' s Emergency Operating Center with a
building addition for Sheriff' s Dispatch, and a new building on-site
to provide for Sheriff' s Patrol, Investigations and Communications
Repair and parking for Patrol vehicles.
2. Authorize implementation of the alternative plan based on deferred
financing of the required additional $1. 8 million so that lease pay-
ments and other cost offsets result in no net cost increase to the
General Fund when payments to the Retirement Board (approximately
$80, 000 annually) terminate in February, 1987.
3. Authorize staff to immediately proceed to work out the various admin- r
istrative, contractual, design, and financing issues, and return to
the Board as approval is required for specific implementing actions.
4. Establish a cooperative arrangement with Alameda County, as well as
working with othercounties, to defeat current legislative proposals
to change the''95-5% cost sharing ratio for child care placements, and
seek to develop improvements in the formula such as what items are
included in the reimbursable costs.
BACKGROUND
The Finance Committee met again on February 11, 1985, with Finance Com-
mittee Chairman Sunne McPeak in attendance, with representatives of
concerned county departments, advisory boards, representatives of Health
Care Delivery Services, Inc. and employee unions for further examination
of the program, cost, legal and building space issues of an alternative
building plan to provide for required emergency services and Sheriff ' s
facilities, and yet conserve use of 100 Glacier Drive for children' s
purposes. The committee was advised that the net county cost of the
alternative under consideration is still estimated at $1.8 million
reflecting a total of about $3 million as against the original proposal
CONTINUED ON ATTACHMENT: x YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE (� OTHER
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SIGNATURE(S) S. W. McPeak R. I. Schroder (Absent)
ACTION OF BOARD ON APPROVED AS RECOMMENDED X OTHER X
Although Supervisor Schroder was absent , be concurred with the recommendations
as set forth above . The Board also requested the Welfare Director to assist
in the relocation of the Polywog Child Care/Preschool Center currently a
tenant at the Shelter.
VOTE OF SUPERVISORS
X UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
CC: See Page 3 ATTESTED February 12, 1985
Phil Batchelor,Clerk of the Board Of
Supmisora and Couaty AdmiaisiraW
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M3e2/7-83 BY� DIPUTY
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of $1. 2 million, and that the program alternative is acceptable to
the county departments involved. The committee then examined each
of the remaining .issues cited in the committee' s report of February 4 ,
1985 beginning .with program considerations.
Program Considerations
The County Welfare Director and representatives of FACSAC and
HSAC indicated they had reviewed the proposal for use of the Edgar
Children' s Shelter Building submitted by Health Care Delivery Services,
Inc. on February 4 , 1985. Under this proposal the contractor would
operate a 45-bed residential program for hard-to-place children between
the ages of 13 and 18 . It was noted that the county now places approxi-
mately 300 children in facilities throughout the state, and that 12 of
the 42 children in the proposed contractor' s facility in Solano County
are now children from Contra Costa County. The view was expressed
that the proposed program is workable and would better provide for
disturbed children from the county now in placement, that the proposed
contractor--Health Care Delivery Services, Inc. --has worked well with
county staff and especially with the families of the children involved.
The use of an advisory committee was favored, together with an
evaluation component, in the contractual agreement. Under the
proposed program, priority for placement would be given to children
from Contra Costa County with no legal obligation to get or guarantee
a minimum number of Contra Costa County children.
Legal Considerations
The committee was advised that several legal requirements must
be adhered to, particularly that concerning competitive bidding for
lease of the facility inasmuch as the probable contractor is not a
non-profit organization. It was pointed out that also the building
is still the property of the Retirement Board and that the Retirement
Board' s concurrence on an alternative use would be required. A
finding that the building is surplus to county needs would also be
part of the process.
Potential lease terms were explored as cited in the attached
memorandum dated February 11, 1985 (Attachment #1) , Subject: Lease
Considerations, with primary attention focusing around the initial
lease cost of $6, 686 per month and escalation of that amount. Rather
than the schedule cited, an escalation based on the adjustment in the
approved rate provided by the state annually appears most feasible,
but further discussion around this figure is required taking into
account the 12% annual cost reimbursement specified in state regulations.
Financial Considerations
A considerable part of the committee ' s consideration was directed
toward the financial aspects of the alternative proposal . The com-
mittee' s financial review was based on an analysis submitted by the
County Administrator and shown as Attachment #2. Supervisor McPeak
asked if the figures were realistic and staff expressed the view that
they are. It was noted, however, that the approximate $80, 000 lease
payments now made by Social Service are not included in the analysis,
and that when the outstanding balance of $237, 000 is paid off in
February, 1987 , that this sum can be redirected to offset the remaining
$80, 000 otherwise required.
Building Program Considerations
The Sheriff and representatives of the Office of Emergency
Services and Emergency Medical Services indicated that the alternative
plan would satisfactorily meet their needs, but the Sheriff pointed
out that a remaining complication is relocation of the Sheriff ' s Com-
munications Repair function at 50 Glacier Drive to allow remodeling
for the Emergency Operating Center. Staff was requested to further
examine the alternatives of a relocation on the existing site through
initial construction of space for this purpose, or remodeling only a
portion of the building at the present time to allow Communications
Repair functions to remain while alternative space is developed.
Otherwise, an interim move to a similar facility operated by another
public agency or to rental space may be required.
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CONCLUSION
Supervisor McPeak indicated that time constraints are such that
this issue must be submitted to the Board tomorrow taking into
account the deadline for obtaining the federal matching money for
remodeling of the Emergency Operating Center, and that her overall
perspective is that the alternative proposal makes the best use of
the children' s campus site and facilities.
Orig: County Administrator
cc: Director, Emergency Services
Sheriff-Coroner
Public Works Director
Health Services Director
County Welfare Director
Retirement Administrator
Attachment #1
OFFICE OF COUNTY ADMINISTRATOR
CONTRA COSTA COUNTY
Administration Building
Martinez, California
To: Finance Committee Date: February 11, 1985
From: Phil Batchelor! Subject: LEASE CONSIDERATIONS
By: D. Bell
The following lists recommendations for leasing the former Children's Shelter
from the point of view of sound property management considerations:
1. Include exact description of what portion of the property is to be
leased, including specific parking areas.
2. In view of the requested 10-year lease commitment, rental adjustments
based upon the following schedule is proposed:
Year 1 - 3 ---------------------$6,686 per month
Year 4 - 6 ---------------------$7,740 per month
Year 7 - 8 ---------------------$8,815 per month
Year 9 - 10 ----------------------$9,315 per month.
Additional adjustments based upon State changes in program child-care
rate increases if they exceed the above listed adjustments during the
same time periods.
3. Phase the improvements so that the Pollywog program is not required
to vacate until after June 1985.
4. Rental to commence 90 days after commencement of the lease or
July 1, 1985, whichever is later.
5. Require segregation of utilities in some manner agreed by both parties.
6. Lessee accept total responsibility for maintenance.
7. Reimburse the County for fire insurance and provide adequate liability
coverage naming the County as additional insured.
8. Construction drawings and specifications to be approved by the County.
9. Require lessee to contract with a State licensed operator.
10. Define use of the building in the lease restricting to the intended
occupancy.
11. Provide for cancellation if changes in legislation alter the program so
as to be economically unfeasible.
I
Finance Committee -2- February 11, 1985
12. Lease subject to Retirement Board approval.
13. Sub-lease to be approved by the County.
14. Lessee liable for any possessionary interest tax.
15. Prohibit any encumberence being placed upon the property by the lessee.
The initial rental proposed to be paid to the County covers only the present
County payments to the Retirement Board leaving no differential for amortization
of major maintenance items such as a new roof or exterior painting. While the
lease proposal plans significant alterations to the building, most of the
expenditure is required in order to meet State license requirements and is
not necessarily along-te=n benefit to the building considering the lease tern►.
PH:DB:gm
Attachment #2
Financing
15 years on 1.8 million additional cost @ 10% _ $230,000 Annually
less rent 80,000
150,000
less value of north wing 50,000
100,000
less saved maintenance costs 20,000
NET COST INCREASE PER YEAR $ 80,000
Range of increased interest costs
@ 7% interest - annual cost of $194,000
@ 12% interest - annual cost of $260,000
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RECEIVED
Pittsburg,
11 1985
Pittsburg, California FEB R,
February 8, 1985 PM BATCNfLOA
;1K BOARD OT SUPERVISORS
CONTRA COSTA COQ
The Honorable Nancy Fanden, Supervisor, Contra Costs County
RELOCATION OF COUNTY COMMUNICATIONS FACILITY
We support the move of the County Office of Emergency Services
from the current building to the former Juvenile facility.
Our organization, the Delta Amateur Radio Club, is organized
for the primary purpose of providing public service and
emergency communications in Contra Costs County. Many of our
members are affiliated with County OES through the Radio
Amateur Civil Emergency Service (RACES) . In the event of a
major disaster in this county with lose of telephone service,
Amateur Radio will provide essential communication between
various county offices and other agencies.
The current OES building is very small, and the main operating
room will be excessively crowded and noisy during a disaster
situation. Efficient operation of an Amateur Radio message
center will be nearly impossible. The current plans for the
move to the former Juvenile building provide space for such a
message center, with room for operating positions and status
boards. This will allow Radio Amateurs to respond more quickly
and effectively to the County's emergency communication needs.
We urge the Board to act favorably and expeditiously on this
proposal.
Sinjcerely,
Charles B. Grant KB6UY
President, Delta Amateur Radio Club
1448 Diokno Court
Pittsburg, CA, 94565
TO: BOARD OF SUPERVISORS
Contra
o
FROM: Ida Daniel Berk, Director, Community Services Department CCo to
DATE: May 7, 1985 Oi) County
SUBJECT: Acceptance of United Way Emergency Food and Shelter Program Appropriation
(FEMA Round IV Contract)
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
ACCEPT Emergency Food and Shelter Program appropriation in the amount of $25,,000
(checks #20195 and 19380), and AUTHORIZE the Director, Community Services Department, to
implement the program. These .funds are to be earmarked for the payment of utility bills
under the FEMA program. L.•
FISCAL IMPACT:
None. The program will be operated in tandem with the department's other utility
bill payment programs and require no County match.
REASON FOR RECOMMENDATION/BACKGROUND:
The Community Services Department has operated a utility bill program for fixed
income seniors and other low income persons for the past three years. Over five thousand
families have been assisted.
The first three rounds of the FEMA program provided food and shelter assistance
only. In Round Four funds became available for utility bill payments also. The County
applied and was awarded this part of the FEMA program.
CONTINUED ON ATTACHMENT: YES SIGNATU �a-
■
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON ' APPROVED AS RECOMMENDED OTHER
i
VOTE OF SUPERVISORS
i
UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISOR N THE DATE SHOWN.
CC: County Administrator ATTESTED 9 85-5
Auditor-Controller
PHIL BATCHELOR, CLERK OF THE BOARD OF
Social ,Services SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-63
BY , DEPUTY