To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Informational Only
Supervisorial District(s): Countywide
Title:
Title
Veterans Buildings Maintenance and Management Update
End
Recommended Action:
Recommended action
Receive staff update regarding recent maintenance and management activities for the Veterans Memorial Buildings in Santa Rosa, Petaluma, Sonoma, Guerneville, Cloverdale, Sebastopol, and Cotati
end
Executive Summary:
Sonoma County currently owns and manages Veterans Memorial buildings in Santa Rosa, Petaluma, Sonoma, Guerneville, Cloverdale, Sebastopol, and Cotati, all of which were constructed between 1948 and 1961.
Over the past six fiscal years, the Sonoma County Public Infrastructure Department (SPI), formerly General Services, has provided approximately $2,080,900 of operating support for the Veteran’s Buildings and overseen $6,611,578 in capital projects. This report seeks to provide an update on recent maintenance and management activities for these buildings.
Discussion:
The County’s Veterans Memorial Buildings stand as integral parts of the cultural and social fabric of community, providing a dedicated space for veterans to gather and receive support. These facilities also enhance the county’s emergency preparedness capabilities and facilitate educational and cultural activities.
All seven facilities, being constructed in the mid-20th Century, are all in need of ongoing maintenance and management, as well as significant repairs that far outweigh available resources. Sonoma County Public Infrastructure (SPI) strives to support these facilities through regular maintenance efforts provided by the Facilities Operation Division, management of long-term lease renewals and agreements through the Real Estate Division, coordination of capital improvement projects, and event management at the Petaluma and Sonoma locations.
Operating support includes one, full-time Event Services Supervisor, 10+ extra help event services workers, and the equivalent to 1.6 full-time building mechanics. In addition, SPI provides administrative, accounting, and IT support.
Capital Projects - Past Five Fiscal Years
A complete report with brief description on Capital Projects spending for the past five fiscal years is attached as Exhibit C. Significant items include:
Santa Rosa
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
New roof |
FY 2017/18 |
$1,420,878 |
|
New backup generator |
FY 2021/22 |
$582,218 |
|
Assisted listening system |
FY 2019/20 |
$44,498 |
|
Energy Upgrades (solar, battery backup, LED lighting) |
In progress |
$3,546,720 |
Petaluma
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
Seismic Upgrade |
FY 2023/24 |
$2,124,001 |
|
New backup generator |
FY 2022/23 |
$352,676 |
|
Kitchen renovation |
FY 2018/19 |
$190,713 |
Sonoma
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
Kitchen renovation |
FY 2018/19 |
$432,875 |
|
Reroof |
FY 2020/21 |
$472,495 |
|
New backup generator |
FY 2021/22 |
$257,086 |
Guerneville
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
HVAC |
FY 2019/20 |
$213,859 |
|
Seismic Evaluation |
FY 2020/21 |
$140,791 |
Cloverdale
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
Pool ADA Parking |
FY 2018/19 |
$239,967 |
|
Solar and safety upgrades |
FY 2022/23 |
$41,948 |
|
Pool Cover |
FY 2022/23 |
$45,000 |
|
Battery Backup with Generator |
FY 2023/24 |
$285,000 |
Sebastopol
|
PROJECT |
YEAR COMPLETE |
TOTAL COST |
|
Fire Sprinkler system |
FY 2017/18 |
$397,355 |
Facilities Operations Activities
Petaluma and Sonoma - New Event Management System
In addition to building maintenance and repair, SPI manages and staffs reservation booking and events for the facilities in Petaluma and Sonoma. In December 2023, staff replaced the antiquated scheduling system with a new cloud-based system that includes a live public-facing events calendar, intake forms, a client portal, payment tracking, a Customer Relationship Management component, and robust reporting features, all available via computer and mobile devices.
A complete report on Veterans Building Maintenance costs for the past five fiscal years is attached as Exhibit B. Significant items include:
Petaluma
|
WORK |
COST |
|
Add Electrical Outlets in Veterans Lounge |
$9,663 |
|
New conduit and wiring for patio lighting |
$3,010 |
|
Boiler Repair |
$3,132 |
|
Ceiling Repair Women’s Restroom |
$4,681 |
Sonoma
|
WORK |
COST |
|
Dining room floor strip, repair and refinish |
$12,210 |
|
Repair underground water leaks |
$9,208 |
|
Repair Ductwork |
$4,541 |
|
Wall repair due to water damage |
$14,242 |
Guerneville
|
WORK |
COST |
|
Replace section of roofing |
$33,692 |
|
Interior dry rot and sheetrock repair |
$30.697 |
|
Replace exhaust fan |
$6.922 |
|
Provide electrical circuits for cooling units |
$7,762 |
Cloverdale
|
WORK |
COST |
|
Reattach light fixtures in auditorium |
$3,243 |
|
New shelving and clean up in pump room |
$6,766 |
|
Replace main breaker in electrical panel |
$4,324 |
Real Estate Activities - 2022-present
Santa Rosa - Professional Services Agreement with Sonoma County Fair & Expo for 7/1/23 through 6/30/24, with two 1-year extension options; County pays the Fair $10,000 per month to manage event rentals and building; Fair reports quarterly on revenues vs expenses and reconciling payment is made if revenues exceed expenses or vice versa. On 6/30/23, the County also commenced a Memorandum Of Understanding (MOU) with the Department of Health Services (DHS) to conduct trainings and testing of future employees from rooms, DHS to pay costs of Fair, and County to rent and staff test events. Term is annual with up to four 1-year extensions. Staff are currently working with American Legion Post 21 for free use of the club room for a new term.
Petaluma - License dated 2/3/2023 for use of office space with Vietnam Vets Assn #563 for financial and counseling purposes, on month-to-month basis through 12/31/24. Extension of agreement issued to Veterans of Foreign Wars #1929 through 3/31/24 for use of the club/lounge room; Legion is considering rental and management of entire building.
Guerneville - MOU with DHS for a term commencing 7/1/23 for continued operation of Homeless services at Vets Building; program contracted by DHS to West County Community Services (WCCS); WCCS pays rent of $11,569/mo. based on program funding from DHS. Term is through 6/30/24 with four additional annual extensions.
Cloverdale Vets - License agreement with William Ledford Post 293 for a term of 3 years commencing 7/1/23 for the Post to make highest economic use of the building, conduct rentals and perform certain building maintenance. Post keeps some revenues to cover expenses and fund certain cap improvements, otherwise they are to share net revenues with County.
Cloverdale Pool - License with City of Cloverdale for use of the pool, locker rooms and surrounding grounds for a term commencing 7/1/23 and expiring 6/30/2028, for the City to run swim programs done through the local YMCA; City pays County rent of $3,500/year.
Cotati - County executed a one-year pilot project license agreement on 7/1/2023 with City of Cotati to run rentals and be responsible for certain maintenance. Parties to share revenues after City first deducts appropriate building expenses. Term expires 6/30/24.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
July 11, 2023 - Petaluma Veterans Memorial Building Seismic and Reroof Project
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
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Additional Appropriation Requested |
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Total Expenditures |
N/A |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
N/A |
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Narrative Explanation of Fiscal Impacts:
This Board Item is informational only and there is no direct fiscal impact.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1-Exhibit A (Photos)
2-Exhibit B (Maintenance and Capital Projects Summary)
3-Exhibit C (Project Spend)
Related Items “On File” with the Clerk of the Board:
None.