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HomeMy WebLinkAboutCC Resolution 7364 (TL Rec Center Renovations)RESOLUTION 7364 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING AN APPLICATION TO THE SAN FRANCISCO FOUNDATION FOR $140,000.00 FOR THE RENOVATION OF THE TERRA LINDA RECREATION CENTER. WHEREAS, the City of San Rafael manages and operates the Terra Linda Recreation Center; and WHEREAS, the Terra Linda Recreation Center is in need of major renovation to continue to be a viable community resource; and WHEREAS, the San Francisco Foundation makes grants in Marin County for capital improvements through the Leonard and Beryl Buck Trust; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby authorizes an appli- cation to the San Francisco Foundation for funds for the Terra Linda Recreation CEnter renovation. I, JEANNE M. LEONCINI, City Clerk of the City of San Rafael hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a ReQuiar meeting of the City Council of said City held on Mondav the 16th day of June 1986, by the following vote, to wit: AYES: COUNCILMEMBERS: Breiner, Nave, Russom & Mayor Mulryan NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Frugoli A. Q .. JE NE M. LEONCIN , City Clerk -,-. -'r-D �'�� INAI X36 � ,{ ATTACF.MENT II PFDJECT BUDGET TERRA LINDA RECREATIO14 CENTER RENOVATIO111 I. Recreation Building Interior structural work 41,500 install steel framework relocate storage dividers replace doors to meet fire code Heating and ventilation system 43,000 Restroom remodeling 44,500 Kitchen Renovation 5,000 Interior Remodeling 40,500 paint, lighting, carpets, floor, tile Exterior Work 20,000 security lighting, paint, roof edge replacement II. Pool Bathhouse Handicapped access 22,000 Restroom Rehabilitation 70,000 Exterior light and paint 3.1,000 Resurface pool 72,000 III. Park Area Relandscape for security 15,500 Restrooms 10,000 TOTAL 395,000 '400 FIFTH AVENUE P O BOX 60 SAN P'QFAF, -ALIFCRNIA 94 9 1 5 -0060 I.,June 30, 1986 1-r ti' 'IAF '.(f• Faith Mitchell Program Executive The San Francisco Foundation 500 Washington Street Eighth Floor San Francisco, California 94111 RE: LOI #4192 Dear Ms. Mitchell: Enclosed is our formal application for a Capital Grant for the Terra Linda Recreation Center. The specific questions requesting additional information in your letter are attached as Exhibit I. The project timeline is important to this proposal and warrents a brief outline. The City is presently negotiating with a local architectural firm to begin plans and specifications for the project. We expect to have these completed plans and specifications in October of this year, and be ready to go to bid in November. We hope to start construction in January of 1987 and complete the project in March. The support of the San Francisco Foundation in approving a capital grant will be important in the proposed timeline. The final scope of the project will be directly related to the funds available. We feel the project is efficient and complete in terms of scope and budget. Phasing the project, an alternative if funding is unavailable, will increase costs and extend delays in facility use. Please consider these comments in your assessment of our need. I look forward to hearing from you the Terra Linda facility. Please questions or need further details. Sincerely, Sharon McNamee Recreation Director enc. to schedule a tour of call if you have Y ( -/ VA - Please read the entire application before filing it out. The information provided in the Letter of Intent will be considered part of the application. Should additional space be required to answer any question, use the back of the page or add additional pages to the application form. Applicants are invited to call the Program Executive assigned to their proposal. ROUND VII APPLICATION FOR A CAPITAL GRANT FROM THE'SAN FRANCISCO FOUNDATION I. Citv of San Rafael Name of Service Organization P.O. Box 60 Address San Rafael, California 4$5-3337 Telephone Sparon McNamee Recreation Director Chief Executive or Project Contact II. PROJECT SUMMARY Ia. Years in Operation 75+ Years in Operation in Marin County 75+ Ib. Prior SFF Grants 1983 Albert Park $13,531. 1984 Pickleweed Community Center $500,000, a. Project location: Terra Linda Recreation Center 670 Del Ganado Road, San Rafael. California b. Date project will begin; anticipated date of project completion; comments concerning the project schedule: Project design to begin July 1986 Construction anticipated January 1987 Completion anticipated May 1987 C. Total project cost: $ 418,000.00 Amount requested from The San Francisco Foundation: $140,000.00 d. The San Francisco Foundation funds are the last dollars to be spent on a project (except in special cases). What is your best estimate of when Foundation funds would be disbursed? Date Amount Estimated schedule of funds' disbursement: 2/87 $14C.000.00 -2- e. Other project funds (Note: the total of these funds plus the amount requested must at least equal total project costs.) Source Amount Status (be explicit) City of San Rafael 40,000 Committed in 1986-87 Budget City of San Rafael 90,000 Spent'86 on pool resurfacing State of Calif -1984 Park 120,000 Grantecontract signed Bond Act Grant State of Calif.Roberti- 23,000 Grant contract signed Z'berg Grant Inter Arts 5,000 Pending approval Total 278,000 III. PROJECT CAPITAL BUDGET Budget SFF a. Projects with new construction or remodeling: Amount Fundinq Site acquisition Site work 110,500(1) 30,000 New construction, including fixed equipment 10,000(2) Remodeling, including fixed equipment 267,500(3)100,000 Movable equipment, purchased Movable equipment, leased Architect fees _2_Q,Q00 (4) 10,000 Planning, studies, consultants Government permits, studies, fees 0 (5) Contingency 0 (6) Other TOTAL (see notes on following page) 4.18.000 140,000 b. Projects to purchase capital assets: Purchase price: Building Equipment, incl, installation Land Renovation costs Other Total „ c. Who prepared the capital budget in a & b above? How were budget amounts determined? The amounts shown in the capital budget reflect cost estimates prepared by a local architect and reviewed by Sharon McNamee, San Rafael Recreation Director and Public Works Contract Manager, Tom Orovitch. 2a III. PROJECT CAPITAL BUDGET NOTES: 1) Site work includes resurfacing community pool @ $90,000 and landscaping @ $20,500. 2) New construction includes installation of bathrooms in park area @ $10,000. 3) Remodeling includes the remainder of the project scope: the actual renovation of the pool building and recreation center and handicapped access, a total of $267,500. 4) Architect fees are estimated at $30,000. 5) Government Permits and Fees are waived since this is a City building. 6) Included in itemized estimates for site work, remodeling and architect fees are contingency costs for inflation. d. Discuss how price escalation/inflation was considered in cost estimates? The original cost estimate was done in September, 1989, updated in October 1985 with an inflation factor built in to project construction costs for 1986. e. Number of squate feet: New construction Remodeling _ 9,345 Building Berea Additional land Cost per square foot New construction Remodeling S25.68 R mnd 7inv Additional land f. Terms of lease, if applicable: R/A (1) Is the lease in effect or proposed? (2) What property does the lease cover? (3) Number of square feet of land ; of building (4) Monthly rent ; provisions for rent increases (5) When will the lease expire? (6) Describe any option to renew: (7) Other special conditions: g. What i®.the status of required project approvals? e.g. Zoning, environment impact, licensing, accreditation. Do you expect to encounter any difficulties? No difficulties are expected in the project. Zoning is not a concern because the building use will remain the same. An envir- onment impact statement is not required because the project is categorically exempt under Section 15301 of CEQA as a renovation project on an existing structure. The project will receive a Design Review permit and Planning Commission review. The building contractor will be required to get a building permit. The fees will be waived as this is a City project. AN IV. IgUIPMENT IST (itmms ovar 0300 only) Item . a • - RPfri Pr tnr -Micrcwa7f�- Ovpjl_ lNumber of Price Source of data: Ea.g. mfg. a Units per Unit catalog ®, name of vendor • fi7A41; 1f r 41Q Rm 1 Aii Q9 Hohart 252-1A. l S205Q Panasonic 1600 tat NF' 167Q V. Khat energy efficiency considerations have been included in your project's design? The renovation will include necessary insulation for efficient heating and ventilation as well as re-desigri•for maximum use of natural air flow through the buildings. Set back thermostats will be installed with timers to regulate energy consumption. Low flow shower and toilets will be included. Lighting will have an automatic control system, more energy efficient fixtures and ballasts. Skylights will be installed in the pool bathhouse for natural daylighting. VI. Describe likely sources of operating funds for the next five years. Comment on the reliability of these sources. How do they differ from historical sources? Historically, operating funds for the City's recreation facilities have come from several sources: the City's general fund; revenues generated from fees and charges for use of facilities and partici- pation in programs; donations and fund raising events. This year the City's Recreation Department is approximately 80% self- sustaining with only 20% of its budget coming from the City's general fund. Operation of the renovated TLRC will be funded through these traditional sources. We anticipate added revenues from increased rentals and programs due to increased space and flexibility made ailable by the renovation. VII. STAFFING PAZiERN Number of Paid Employees (Add Volunteers in Parenthesis) Current After Project Completion Administrative Staff 1 ( ) 1 ( ) Professional Staff ( ) ( ) Technical Staff ( ) ( ) Clerical Staff - 1 ( ) 1 ( ) Other 13� ( ) 1 ( ) TOTAL 2;5 ( ) 3 VIII. THE NEED AND THE COMMUNITY a. Define and document the problem, issue or need to be addressed by this capital grant request. Also, discuss how this particular grant will serve your ends by presenting specific, realistic, time - related and measurable project objectives. See page 5a b. Briefly describe the history which led to this proposal. How did your agency arrive at the conclusion that this request was most appropriate? See page 5b c. Describe .ne project's service area &.id the detailed characteristics of the people this program is designed to serve (number of people, ages, income levels, ethnicity, disability, etc.). See page 6a d. Describe in specific terms how this project will increase access to minorities, the economically disadvantaged, the disabled and other groups which have a significant unmet need for the program you offer: See page 6a e. If you are organized to serve a specific population during a specific period of time (e.g. students while at school, senior citizens during the day) how will the project's land, building and/or equipment be made available to others; during what time periods; how will program and supervision responsibilities be treated? See page 6a 5a VIII THE NEED AND THE COMMUNITY a. Define and document the problem, issue or need to be addressed by this capital grant request. Also, discuss how this particular grant will serve your ends by presenting specific, realistic, time -related and measurable project objectives. The Terra Linda Recreation Center is in need of major rehabilitation due to its age, the extensive demand and varied use throughout the years. Currently, the community room has a maximum capacity of 125 and limits the use and revenue potential of the site for group rentals. The rest - rooms in the Recreation Center and the Pool Bathhouse are inaccessible to the handicapped and senior adults. Currently, we are unable to provide accessibility for all potential users and we are often unable to accomodate requests for use due to our current limited size. Over the years we have had to turn away many educational, service and social groups' requests for use. With this renovation project, we can increase our large -group capacity over thirty percent and still accomodate all local community groups. All that is being proposed in this grant application is within the existing structure, - the goal is to maximize the usage of our current square footage by moving an interior wall and redesigning bathrooms and entries. OBJECTIVES Primary objectives of project are: - To provide handicapped access to both pool area and multipurpose facility - To provide toilet and shower facilities for the handicapped and elderly users - To improve capacity of existing pool deck area and multipurpose rooms, to enhance kitchen facilities, improve storage areas and decrease energy usage through use of energy-saving devices and materials. Upon completion of this project, we will be able to offer programs for handicapped as well as large groups (225), all of whom have had to be excluded due to the physical layout of this site. 5b b. Briefly describe the history which led to this proposal. How did your agency arrive at the conclusion that this request was most appropriate? This project is based on a long list of concerns from current or potential users of the Terra Linda Recreation Center regardinc their needs and how this site can, or cannot, meet their existing or future needs. This proposal is a composite list of these needs; prioritized, reviewed by staff and developed into the existing scope of work. General recreation multipurpose - use space, especially that which is available year round, is difficult to locate in the community. Our aim - by creating a 2800 sq.ft. community room, is to accomodate larger group use requests and allavfor handicapped access which gives more flexibility to our existing programming potential. From a logistics standpoint, we are maximizing the use of existing space and the entry/exit movement of people around the complex. Restroom and kitchen improvements are needed to accomodate demand of a larger and.more efficient recreation center. In the aquatics area, bathhouse and pool entry will be renovated to remove existing entry barriers to allow handi- capped access. The project was ranked as a top capital improvement priority in late 1984 by the staff and City Council. A goal was established to generate funds to complete the renovation project. 6a VIII THE NEED AND THE COMMUNITY c. Describe the project's service area and the detailed characteristics of the people this program is designed to serve (number of people, ages, income levels, ethnicity, disability, etc.) The Terra Linda area of San Rafael is primarily single family homes, with a mix of condominium and rental apartments. The population of 14,200 residents is approximately 22% adults over 55; 22% ages 35-54; 30% ages 18-34; 18% ages 5-17 years and 4% of children under 5. The Terra Linda area is well served for youth recreation activities with sports fields, park areas and playgrounds. Underserved are the young adults and senior adults in need of access to recreation programs and facilities. The Terra Linda Recreation Center renovation will allow flexibility and space for programs for these age groups. The disabled population is small in the total area, only 8%, but the immediate neighborhood houses two complexes of disabled adults who presently frequent the swimming pool. The building and pool bathhouse will better serve this population specifically, as well as the adult seniors, with the proposed handicapped access. d. Describe in specific terms how this project will increase access to minorities, the economically disadvantaged, the disabled and other groups which have a significant unmet need for the program you offer. The proposed renovation project will be designed to be completely barrier -free and in conformance with all state and local codes. Access to all parts of bathhouse, recreation building and park will be made possible for the handicapped and senior adult. After the renovation, the City will be able to offer programs in the recreation center building and the swimming pool to meet the needs of the local community, primarily the senior adult and disabled population. e. If you are organized to serve a specific population during a specific period of time (e.g. students while at school, senior citizens during the day) how will the project's land, building and/or equipment be made available to others; during what time periods; how will program and supervision responsibilities be treated? The Recreation Department's entire program offering is open We to the public with all classes, events, and rentals available to all populations. The Recreation Department will continue to offer a complete range of recreational and educational programs at the Center weekdays, evenings and weekends. The buildings and grounds are available on a rental basis, to any interested individuals, groups or organizations for meetings and events. The redesigned multipurpose room will accomodate groups up to 225 persons or be available for three individual smaller meeting room spaces. Program decisions are based on community need and demand. Supervision is the responsibility of the Recreation Center staff who directly monitor the community programs and needs. IX. CAPACITY AND ,,ILIZATION a. On a given day, how many people are you able to serve now? 100-300 b. On a given day, how many people will you be able to serve when the project.is completed? 100-500, depending on season C. How many people actually used your services in the past year? 78,000 (bathhouse, recreation building, park site) d. Please justify the increase in capacity or use that will result from this project: are you proposing to serve a new population target group? Presently, the Terra Linda Recreation Center is the only community center facility for use year round seven days a week and fourteen hours per day. With this renovation, we will be able to accomodat as many as 225 participants in our multipurpose room, an addition of 75 above our existing limit. New populations will consist of handicapped; currently excluded due to inaccessibility. e. Open: Hours of the day 8:30AM - 12:00 Midniqht (14 hours) Days of the week Monday through Sunday (7 days) Months of the year January through December (12 months) X. Are there other organizations providing a similar or competing program in your service area: who are they; what public value does your organization offer to the community that others do not offer? In the immediate service area, the local schools provide similar facilities, but current requests for facility use indicate that these sites are not conducive to use needs, especially on a long-term basis due to educational schedules competing for the same space. XI. What alternatives did you consider for this project and+why were they discarded? The only alternative to the renovation project was to do small segments of the project each year as city funds became available. We analyzed this as a piecemeal, reactive mode. The process would be unending, inefficient use of dollars and the potential use and revenue would remain several years away. We chose the proactive approach to complete the renovation as one project, raise the necessary funds and renovate a valuable resource quickly and return the value to the community. -ts- XII. Describe huw you plan to maintain the land, building and/or equipment which is part of this project. Discuss maintenance needs and responsibilities over the short and long term, related costs, sources of revenue and funding or reserves/ Maintenance of the building will be the responsibility of three city departments. The Recreation Department custodian will be responsible for daily maintenance of the buildings and grounds. The Parks Department and General Services will',ptovide.needed manpower and expertise on pool and grounds maintenance and electrical and building repair items. The costs of ongoing maintenance, short and long term will be stet by City general fund dollars combined with the revenue gene- rated by the recreation programs, rentals and special events. XIII. Provide any other information not presented in the Letter of Intent or this application that you feel will aid the Foundation's understanding of your program and the importance of the proposed project. REQUIRED ATTACHMENTS a. Proof of non-profit status: N/A - Government agency. b. Resolution of the San Rafael City Council authorizing the project and application for a San Francisco Foundation Capital Grant (attached) Exhibit 2 c. City of San Rafael Financial Statement - Year ended June 30, 1985 (enclosed) Exhibit 3 d. Projected Financial Statement of 1987-1988 (attached) Exhibit 4 COMPLETED BY: Mail or Deliver to: Signature The San Francisco Foundation 500 Washington St. Print name, title Eighth Floor San Francisco, California 94111 Date ATTN: Marin Capital Grants EXHIBIT 4 LOI #4192 PROJECTED TLRC FINANCIAL STATEMENT JULY 1987 - JUNE 1988 FIRST OPERATIONAL YEAR REVENUE General Fund EXPENDITURES 66,550. (1) Revolvinq Fund 124,600 (2) 124,600 (3) Notes: (1) General Fund dollars allocated to cover administration, basic supplies and services and ongoing maintenance costs. (2) Revolving Fund revenue generated through program fees, rentals and special events at the Recreation Center, pool and park area. (3) Revolving Fund expenditures pay costs of programs such as contract instructors, supplies and equipment costs. EXHIBIT I LOI#4192 ADDITIONAL INFORMATION QUESTIONS 1) Current Scope of Services Presently the Terra Linda Recreation Center houses a full spectrum of recreation programs available for the community. Programs range from children's dance or ceramics to adult exercise and an adult seniors club that offers socials, health screening and special events. The swimming pool offers swim lessons, water safety training, water exercize and lap swimming nine months a year. The facilities are available for individuals and group use, both the recreation center rooms and the park area which has picnic, barbeque and playgrounds areas. 2) Specific Demands Placed on the Facilities The facilities are booked continuously by our own programs weekdays and evenings. We cannot meet the demand for groups larger than 80 seated and are therefore limited in the -types of programs and group use we can accomodate. At present we are limited to also booking incompatible uses if the groups are small and must share a room divided by a folding partition. The renovation will allow more flexibility in our planning because the,partitions will be soundproof. A demand that the facility be handicapped accessible is one we hear from users, general public, special interest groups such as the physically disabled and senior adult groups. Generally the demands for use based on hours, size and accessibility are the key concerns. 3) Discussion of the Kinds of People We Envision Serving After the Renovation We will continue to serve the full spectrum of the community we now serve. Our facility will be more accessible to and therefore useable by the disabled and senior adults. We envision more special program offerings for special interest groups serving the d_sabled population and developing special programs to meet their needs.