To: Sonoma County Board of Supervisors
Department or Agency Name(s): Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
License Agreement for Cloverdale Veterans Memorial Building
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Recommended Action:
Recommended action
A) Delegate authority to the Director of Public Infrastructure to execute a license agreement with William Russell Ledford Post #293, American Legion, for three (3) years commencing July 1, 2023, and with two (2) one-year options, for management and operations services at the Cloverdale Veterans Memorial Building for Veteran and community use, substantially in the form of the agreement attached to this report and in form approved by County Counsel. (4/5th Vote Required)
B) Delegate authority to the Director of Public Infrastructure to exercise the options to extend the subject agreement.
(4/5th Vote Required)
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Executive Summary:
The County of Sonoma owns seven Veterans Memorial buildings. These facilities serve residents by providing facilities where Veterans groups, individuals, non-profit and fraternal organizations may gather, and provide arts, faith-based, and other events supporting the community. Veterans’ organizations use the facilities for regular meetings and memorials. In addition, some Veterans’ organizations conduct fundraising events. The buildings also function as emergency evacuation centers and shelters in the event of disaster. Over a few years, the County has explored several different models for event management, facility operations, and maintenance at the Veterans buildings. This item seeks authority to continue the existing arrangement with American Legion Post #293 for management, operations, and rental of the Cloverdale Veterans Building.
Discussion:
Currently the Department of Public Infrastructure (SPI) manages, operates, and maintains Veterans buildings in Sonoma, Guerneville, Petaluma, and Cotati. The Cloverdale Veterans Memorial Building is currently managed and maintained by the Cloverdale American Legion Post #293 (“American Legion”) under a license agreement with the County, the term of which is set to expire June 30, 2023. SPI ensures that all Veterans Buildings are maintained within resources available and managed consistently to ensure use by Veterans and the community.
SPI staff recommend that the Board approve a further license with the American Legion for continued operations and licensing of the building for Veterans related and public, community uses, on terms and conditions substantially as follows:
Three-year term, with two additional one-year extensions.
American Legion to:
• manage and operate the Premises;
• handle reservations, renting for permitted uses, meetings, events, and classes; manage the programming of the Premises for veteran’s use, public uses and private events;
• market with goal to maximize the Premises’ economic value;
• pay for building repairs, maintenance, decorations, and alterations from building revenues;
• deposit rents, fees, charges, and other funds collected from the operation of the Premises, in Operating Account set up with County;
• maintain and manage detailed records of all payments and deposits; and
• be entitled to full recovery of all operating expenses associated with its obligations under the license. Recovery shall be limited to revenues derived from rental of the Premises, and are not guaranteed by County; and
• use revenues towards improvements to the premises.
County to:
• maintain and repair the structural parts of the Building and major building systems;
• administer a preventative maintenance program for all mechanical, electrical, and plumbing systems;
• pay for all normal utilities, including water, sewer, garbage, recycling, electricity, and gas; and
• share any remaining net rents, reservations, fees, charges, and other income (excluding refundable deposits) collected from use of the Premises after American Legion first covers its allowed expenses and costs to improve the Premises.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Procedural Authority. Government Code Section 25536 allows the Board to contract for use of dedicated Veterans buildings and to enter into leases, concessions, and management contracts involving County-owned property devoted or held for special purposes, on a four-fifths (4/5) vote without further required process.
Prior Board Actions:
September 18, 2018 - Adopted the updated Veterans Memorial Building Use Policy.
June 5, 2018 - Approved multiple actions: Adopted a resolution amending the Board of Supervisor’s Resolution #94-0290 regarding the County’s Veterans Memorial Buildings Advisory Committee; and Authorized execution of the license agreement for building licensing and operations services with William Russell Ledford Post #293, American Legion, for up to five years commencing July 1, 2018, for certain management and maintenance of the Cloverdale Veterans Memorial Building.
June 23, 2015 - 1) Authorized General Services Director to authorize adjustments to the current rate structure on a case-by-case basis for the Cotati, Guerneville, Petaluma, Santa Rosa, Sebastopol, and Sonoma buildings to allow rentals for smaller blocks of time. 2) Authorized General Services to establish a rental rate pilot program in Cloverdale to determine a market-based fee structure that will result in increased facility use. 3) Authorized General Services Director to execute a license agreement with the Cloverdale Veterans group for transfer of operational and management control of the Cloverdale Veterans Building.
July 26, 2005 - Adopted the Veterans Memorial Building Use Policy.
March 2, 1994 - Approved resolution #94-0290 adopting updated administrative policy on advisory body roles and relationships for the Veterans Memorial Buildings Advisory Committee.
Fiscal Summary
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Narrative Explanation of Fiscal Impacts:
There is no direct fiscal impact as a result of this Board Item. Per terms of the license agreement, American Legion Post #293 is responsible for the ordinary financial and operational management of the Cloverdale Veteran’s building, therefore there are no appropriations for this location programmed into the Veteran’s Buildings (10005-21030200) Recommended annual budget.
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Proposed (draft) Revocable License Agreement with William Russell Ledford Post #293, American Legion, for Cloverdale Veterans Memorial Building
Related Items “On File” with the Clerk of the Board:
None