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Home My WebLink AboutMINUTES - 01221985 - 2.2 t' r'• TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator Costa DATE: January 17; 1985 ""urly SUBJECT: Use of Vacant County Building at 100 Glacier Drive, Martinez SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . Approve use of the currently vacant County building at 100 Glacier Drive, Martinez for use as an emergency operating center for the Office of Emergency Services, the Dispatch Center for the Sheriff, and office space for Emergency Medical Services, Sheriff's Investigations, and the Sheriff's Patrol Division. 2. Authorize the County Administrator and Public Works Director to proceed with environmental , financial , and architectural planning for the necessary remodeling project in such a way as to expedite completion of the project and maximize federal participation in the funding of the project. REASONS FOR RECOMMENDATIONS: o The Social Service Department is currently paying $101 ,234 per year in rent and upkeep on what is essentially a vacant building. The current proposal will eliminate this problem. o The downtown Martinez Civic Center area faces a critical parking problem. Implementation of this proposal will add badly needed parking at the Glacier Drive site thereby removing the Sheriff's patrol cars from the Civic Center area. o The Federal Emergency Management Agency has expressed concerns about the adequacy. of the County' s emergency operating center (EOC). Failure to provide for a more adequate facility subjects the County to the possibility of having federal funds withdrawn from the Office of Emergency Services. o Federal funds in the amount of $320,000 are available to provide 50% of the cost of the necessary remodeling and other related expenditures. If this money is not used, the funding may be withdrawn. o The building in question is deteriorating because funds have not been available to remodel or even to maintain the interior of the building. The use of these funds will allow the County to repair and remodel the space thereby preserving the County's investment. o The risk of needing to activate the EOC is relatively high in this County and the County, therefore, needs to have an adequate EOC facility readily available in case of a major earthquake or other equivalent disaster. CONTINUED ON ATTACHMENT: X YES SIGNATURE: O v X_ RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE X APPROVE OTHER SIGNATURE(S) PkJ P� u ACTION OF BOARD ON January 22 F 198-5 APPROVED AS RECOMMENDED OTHER REFERRED same to the Finance Committee (Supervisors McFeak and Schroder) for review on January 28, 198>. VOTE OF SUPERVISORS XX UNANIMOUS (ABSENT II, IV ) 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 County Administrator OF SUPERVISORS ON THE DATE SHOWN. Director, OES 3 Januar T 22 1965 CC: Public Works Director ATTESTED Health Services Director PHIL BATCHELOR, CLERK OF THE BOARD OF County Welfare Director SUPERVISORS AND COUNTY ADMINISTRATOR Sheriff-Coroner Finance Committee Msec/�-Bs BY Y�� • ��-*�� DEPUTY -2- o From a tactical standpoint, it makes little sense to have the Sheriff's Communications Center on the 7th floor of the County Administration Building where, in case of a major emergency, the elevators will be inactivated and structural damage to the building may preclude its use as a communications center. Moving the Sheriff's Communications Center to the proposed site will eliminate this risk. o By utilizing the previously approved County funding in the manner recommended, the County will receive the maximum leverage by generating additional state and federal matching funds which would otherwise not be available. o There are substantial operational efficiencies in co-locating the Sheriff' s Communications Center with the Office of Emergency Services' emergency communications which are not possible under the existing arrangement where the Sheriff's communications are located at some distance from the existing emergency operating center. FINANCIAL IMPACT: The entire project has been broken into two phases: Phase I, including the remodeling of the existing space for the Office of Emergency Services and the Sheriff's Communications, and Phase II for the Sheriff's Patrol and Sheriff's Investigations. The projected cost for Phase I is approximately $615,000. Of this amount, $150,000 is available from a prior year appropriation intended for the relocation of the Sheriff's Communication Center. An additional $110,000 was approved in the final budget actions for the current fiscal year to provide a portion of the matching funds necessary for the Office of Emergency Services. In addition, up to $320,000 in federal funds can be made available on a 50/50 matching basis. In addition, some of the Emergency Services' and Sheriff's Communications equipment now available may be used for additional "in kind" match in order to obtain the maximum amount of federal funds. It is proposed that the Phase II portion be funded as a part of the deferred financing planned for the Superior Court Annex. The timing of the necessary con- struction should coincide with the construction of the Superior Court Annex. In addition, the relocation of the Patrol and Investigation divisions will provide the parking needed for the courthouse project. The space vacated by the Sheriff in the County Administration Building by the move of the Patrol Division would be a good location for the development of a central permit bureau since the Planning, Public Works, and Building Inspection departments are all adjacent to this location. BACKGROUND: The former Edgar Children's Shelter has been unused, except for a pre-school program in one wing, for the last six years. Numerous proposals have been considered for children' s programs during this time, but none of the proposals has been determined to be viable for programmatic or financial reasons. All alternative proposals (non-children oriented uses) have been withheld due to the priority given to the children' s program needs. During this time the Social Service Department has continued to pay the cost of debt service and maintenance on the facility, offset somewhat by the small fee charged to the pre-school program. The current facilities for the County Office-of Emergency Services, including a space designated as the Emergency Operating Center on the 7th floor of the Admini- stration Building, are extremely inadequate. A review of alternatives for location and suitable space determined that the former Children's Shelter is well suited for conversion to combined quarters for the Office of Emergency Services, Emergency Operating Center and Communications functions. In addition, space can be provided at the site for the Sheriff's Patrol and Investigations divisions so they can be relocated from the Civic Center. That relocation will make parking available for the new Superior Court Annex project in the Civic Center, thus avoiding construction of an expensive parking structure to provide the parking required for the new Court Annex. i -3- The Sheriff' s Communication Repair.`Shop is already at the site in an adjacent building on Glacier Drive. Relocating Patrol., Investigations, and Communications, along with Emergency Services, to the same complex will improve operations for all of the entities. In addition, such a move will reduce costs and avoid duplication, especially the duplication of communications required for the Emergency Operating Center which can be shared with the Sheriff if co-located. In addition, the project proposal includes space for the Emergency Medical Services personnel to improve their coordination with the Office of Emergency Services. Emergency Services has obtained approval from the Federal Emergency Management Agency for a 50/50 matching grant for certain aspects of the project up to $320,000 of federal funds. The grant provides matching for expenditures in the area of communica- tions and the emergency operating center. The project must be approved by the State Office of Emergency Services by the end of March, 1985 in order for the federal funds to be assured for the project. In order to proceed on the portion of the project subject to federal participation and meet the schedule, the Emergency Services and Sheriff's Communication Dispatch Center are considered for the first phase of the project. Remodeling the remaining space in the Shelter plus construc- tion of new space, parking, and related improvements for the Patrol and Investigation units would constitute the second phase of the project. a