TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Linda Robb, Senior Management Analyst
SUBJECT:Title
Request from Sandpipers for Dedicated Use of a Room at a Discounted Rate at the Senior and Scout Community Center for Ten Years in Exchange for a $50,000 Donation to Friends of the Senior and Scout Community Center (Parks and Director Leyman).
(Estimated Time: 15 Mins.)
DISCUSS AND PROVIDE DIRECTION
Body
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RECOMMENDATION:
Staff recommends that the City Council discuss and provide direction on the request from Sandpipers for dedicated use of a room at a discounted rate at the Senior and Scout Community Center for a ten-year term, in exchange for a $50,000 donation to Friends of the Senior and Scout Community Center (FSSCC).
FISCAL IMPLICATIONS:
If the City Council approves the request, $50,000 will be donated by Sandpipers, to the FSSCC, and used to fund contractual obligations for the design phase. In addition to the initial contribution, Sandpipers will pay 50% of the proposed non-profit rental rate for ten years. Using the current proposed non-profit rental rate of $105 per hour, Sandpipers’ discounted rental cost for ten years is $9,450 (18 hours/year x $52.50 x 10 years). Sandpipers’ rental cost without a discount is $18,900.
BACKGROUND:
At the March 19, 2024 City Council meeting, Mayor Franklin and Councilmember Montgomery requested staff bring this item forward for City Council consideration.
The Sandpipers propose a $50,000 contribution to the FSSCC to name the 2nd Floor Art/Makers Space, in addition to receiving a reduced rental rate. These dollars will be used to fund Friends' contractual obligations for the design phase. All other community based nonprofits in Manhattan Beach were given the opportunity to participate in the project, but only Sandpipers expressed interest. The Sandpipers rental request is for a guaranteed three-hour, weeknight evening reservation, six times per year, during the months of September, October, February, March, April and May. There were multiple discussions over the past year between staff, the FSSCC and Sandpipers to determine the rental request and contribution towards the project.
DISCUSSION:
Staff received a proposal from the Sandpipers through the FSSCC representatives for a $50,000 donation towards the Senior and Scout Community Center in exchange for dedicated use of a room rental at a reduced rate for 10 years. The proposed reservations for weeknight evenings six times per year would be utilizing the Scout scheduling time identified in the Memorandum of Understanding. The attached MOU was approved by the City Council at the May 17, 2022 Council meeting which includes exhibit D - Irrevocable License, outlining the facility scheduling:
Scheduling. Friends and its designees (“Friends Users”) shall have the right to use the New Facility (other than the approximately 1,000 square foot designated for the sole and exclusive use for the City's older adult programming (“Older Adult Space”) from 3:00 p.m. each weekday, except Wednesdays which will be from 1:30 p.m., and 24 hours on Saturday and Sunday. If such areas are not being used by Friends Users, the New Facility or portions thereof may be used by entities other than Friends Users as may be scheduled by such other entities no more than 30 days prior to an event and no less than 10 days before an event, if space is available. Friends shall schedule any Friends Users pursuant to the use scheduling system used from time to time by the City. Use by Friends and Friends Users shall be subject to all applicable terms and conditions for use of City facilities and Friends and Friends Users shall be required to execute a Use Agreement in the same form as other users of City facilities. Such terms and conditions may be updated from time to time by the City and Friends and Friends Users shall comply with the then-applicable terms and conditions
Previous contribution agreements have been made by community based youth sports groups towards turf replacement projects at Manhattan Village and Marine Avenue soccer fields to offset capital costs. However, this contribution model changed with the most recent Marine Avenue turf replacement project. City Council elected to fund the project out of the Capital Improvement Program (CIP) and the use of grant funds instead of accepting contributions from user groups in exchange for dedicated field time. This policy change was made at the June 20, 2023 City Council meeting to provide the City flexibility in scheduling fields versus allocating reserved time for 10 years for specific user groups that had contributed towards the project.
Separately, the City entered into a Contribution and Use agreement with Beach Cities Health District (BCHD) in February 2023 which provides for 96 hours of community room and kitchen use in the new facility for the City’s older adult programming, BCHD events and support group services, in exchange for a $150,000 contribution. All BCHD programming will be open to the general public.
The Friends understand that the contribution model has changed, but believe that this partnership is unique as it is using existing Scout time identified in the MOU during off-peak hours, and that all other community non-profits were given an opportunity to participate. The FSSCC also have an existing partnership with the Sandpipers, who partner on projects with the Scouts and would be sharing the space for programs throughout the year. Boy Scouts Troop 849 and the Manhattan Beach Girl Scout Service Unit also are in favor of this agreement.
Staff recommends that the City Council discuss and provide direction on the request from the Sandpipers for dedicated use of a room at a discounted rate at the Scout House/Community Center for a ten-year term in exchange for a $50,000 donation to the FSSCC.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. MOU - Friends of Senior and Scout Community Center and the City of Manhattan Beach
2. Community Center Proposed Rental Rates
3. Agreement - Beach Cities Health District