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SR-6-J (25) \ t b -J CDD:CNS:PC:BS:sl:xkecsr MAR j ,,.. ;:Jj{. council Meeting: February 25, 1992 Santa Monica, California TO: Mayor and City Council FROM: City Staff SUBJECT: Recommendation to Adopt Resolution Setting Rental Fees for the Ground Level of the Ken Edwards Center for community Services INTRODUCTION This report recommends the adoption of a resolution setting the rental fees for the ground level of the Ken Edwards Center for Community Services. Rental fees differ according to the following types of organizations: City-funded human service agencies, City departments, divisions, boards and commissions, other non-profit human service organizations, senior service organizations, and private organizations. BACKGROUND In December of 1990, the Ken Edwards Center for community Services was dedicated as a resource for local non-profit agencies striving to meet the human service needs of Santa Monica residents, especially those of low income and the senior population. The Center is comprised of three components: the Community Conference and Meeting Space, the senior Multi-Service center, and Common Areas. six meeting rooms are included in the Community Conference and Meeting Space on the ground level. This area is intended primarily for use by grantee agencies funded by the City and the City'S senior Nutrition Program, secondarily for 6-r - 1 - M'~~ " '997 ii-\K .5 --- - use by City Departments, Divisions, Boards and Commissions conducting human service oriented meetings, and lastly by other non-profit or private organizations convening meetings focused on human service issues affecting Santa Monica residents. The Senior Multi-service Center consists of the facility's second and third levels leased from the City by two non-profit senior service organizations; Common Areas refer to sections of the facility shared by its occupants and users and include lobbies, second level courtyard and visitor parking. Rental fees discussed in this report apply to the ground level conference and meeting rooms. Senior Health and Peer Counseling Center and WISE Senior services became the first occupants of the new facility in mid-1990. These long-term tenants cover 100% of the operating costs associated with their area of the building as well as a prorated share of common area costs. The City's Senior Nutrition Program began operation from the Center early in January of 1991 and the additional meeting space was ready for use by March of 1991. Since March, human service organizations have eagerly utilized the meeting space to conduct meetings and special events. The ground level has served approximately 15,000 users in a nine month period. Occupancy levels have steadily increased throughout the year and are moving toward the goal of 80% occupancy. After sufficient evaluation, research, and implementation of an interim fee policy for the first part of this fiscal year (that was consistent with the fee schedule for Cultural and Recreation - 2 - Services (CARS) facilities), city staff is recommending a permanent structure for user fees associated with use of the ground level of the Ken Edwards Center. The accompanying resolution details the proposed fee schedule. Section 1 of the resolution describes instances in which fees will be charged. City human service grantees which are funded directly by the city of Santa Monica will receive 300 meeting hours each fiscal year free of charge as a part of the City's support program to local non-profit organizations that provide proven, effective services to the community. When City grantees exceed the annual hourly cap, the non-profit fee schedule will take effect. City Departments, Divisions, Boards, or Commissions will not be charged a fee. Varying fees will be charged to other organizations depending on their status - private, non-profit, or non-profit senior services. Non-profit human service organizations serving Santa Monica residents and that are not funded by the city will be charged a non-profit fee. Private groups which convene meetings (that are free and open to the public) and that address human service issues affecting Santa Monica residents will be charged a private fee. Senior service non-profit organizations not funded by the City will be offered a 25% discount on the non-profit rate when utilizing the Senior Nutrition Program Room. Use of the facility by any organization which requires building coverage or maintenance beyond that normally provided or use which results in damage to the facility will result in an additional fee equivalent to the cost incurred. - 3 - section 2 of the resolution defines the actual fees to be charged to each user group. The fees vary according to user group and room size. The non-profit fee schedule was designed to be consistent with the Cultural and Recreation Services Department fee schedule, although variations in the facility size, quality and level of amenities make it difficult to charge identical fees. City staff is proposing a fee schedule for private use based on input from the Convention and visitors' Bureau. FISCAL/BUDGETARY IMPACT The fees established by this resolution are designed to partially cover the operating cost of the facility's ground level. City staff projects that approximately $5,000 in fees will be earned annually. Current year's projections are also estimated to be $5,000, including those fees collected in the interim period consistent with the council-approved CARS fee schedule. Fees collected are deposited to revenue account 01-200-263-00000-0476-10000. RECOMMENDATIONS city staff recommends that the City council: (1) approve the accompanying resolution setting rental fees for the use of the ground level of the Ken Edwards Center for Community services operated by the Community Development Department of the City of Santa Monica, and (2) increase the revenue budget for FY 1991-92 by $5,000 for account 01-200-263-00000-0476-~0000. Prepared by: Barbara stinchfield, Acting community Development Director Department of Community Development Attachment - 4 - . RESOLUTION NO. 8363(CCS) (CITY COUNCIL SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA DECLARING RENTAL FEES FOR THE USE OF THE GROUND LEVEL OF THE KEN EDWARDS CENTER FOR COMMUNITY SERVICES OPERATED BY THE COMMUNITY DEVELOPMENT DEPARTMENT OF THE CITY OF SANTA MONICA WHEREAS, the Ken Edwards Center for Communl.ty Services is a resource and meeting center for organlzations which strive to meet the human service needs of low lncome Santa Monica resi- dents; and WHEREAS, in determining policy l.n regard to the use of the Ken Edwards Center for community Services, primary consideration should be gl.ven to the social service needs of the people of San- ta Monica; and WHEREAS, the Ken Edwards Center for community SerVl.ces is comprised of three components: a COMMUNITY CONFERENCE AND MEET- ING SPACE intended primar~ly for the use by Grantee Agenc1es fun- ded by the City of Santa Monlca and by the City's Senior Nutri- tion Program, secondarily for use by City Departments, Divisions, Boards, or commissions conducting human service oriented meet- lngs, and lastly by other non-profit or pr1vate organlzations convening meetings focused on human service issues serving Santa Monica residents: a SENIOR MULTI-SERVICE CENTER consisting of the second and third levels leased by non-profit senior service or- ganizations: and COMMON AREAS including the lobby, courtyard and parking which are all shared by the tenants and owner of the fa- cillty; and WHEREAS, the Ken Edwards Center for community Services- - 1 - Community Conference and Meetlng space is intended for uses such as human service-related conferences, direct service delivery to low income residents, forums, publlC hearings, trainlng sessions, volunteer meetings, staff meetings, Board of Directors' Meetings, and other approved actlvlt~es which promote the success of local human service non-proflt organlzations: and WHEREAS, access to the facility should be available to all people without discr~minatl.on as to race, disability, religion, sex, marital status, economic status, or sexual preference: and WHEREAS, all organizations which use the facl.llty follow the established procedures for application, payment when applicable and adherence to facility guidel~nes; and WHEREAS, the human servl.ce organizations not funded directly by the City of Santa Monlca making use of a limited public facil- ity pay their just share of the cost of operating and maintaining the facility, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: SECTION 1. The followl.ng factors will be considered in charging fees for the use of the Ken Edwards Center for Community services: A. Fees will be charged and assessed for use of the facility when: (1 ) The organization applying to use the facility is not a human service organ~zation funded directly by the City - 2 - of Santa Monica, or 1S not a City of Santa Mon1ca De- partment, Division, Board or COmID1ssion. ( 2) A City-funded organization exceeds its annual cap of meeting hours without charge. Additional fees may be charged when: (1) Use of the facility by any organization requires build- lng coverage or maintenance beyond that normally provided. ( 2 ) Use of the facility results in permanent damage to the facility interlor, exterior or its furnishings. B. Definitions: ( 1 ) City Funded Agencies. Non-profit human service or- ganizations which are funded through the Commun1ty De- velopment Program of the City of Santa Monica. Funded programs are allowed use of the facility at no charge for 300 meeting hours each fiscal year. (2 ) Other Non-Profit Human Servlce Organlzations. Non-profit arganlzations WhlCh strive to meet the human serVl.ce needs of Santa Monlca residents which are not funded dlrectly by the City of Santa Monica. Such organl.za- tions are charged the non-profit fee. (3) Senior Service Organizations. Non-profit organizations, not funded by the City of Santa Monica, that provide senior programming consistent with the City's senior - 3 - Serv1ces Division and meet the needs of Santa Mon1ca' s senior citizens. To encourage a full range of senior services, such organizations are glven a reduction 1n the non-profit fee when utilizing the Senior Nutrlt10n Program Room of the ground floor. When using other ar- eas of the facility, such organizations are charged the non-profit fee. (4 ) Private Organizat1ons. Those pr1vate groups convening meetings, free of charge and open to the public, that , . . focus on human serVlce 1ssues that wlll beneflt low and moderate lncome Santa Monica residents. Such organ1za- tions are charged the prlvate fee. SECTION 2. The followlng rental fees are established for the ground level of the Ken Edwards Center for Community services except for filming or taking pictures for commercial purposes. A. FEE SCHEDULE - CITY FUNDED AGENCIES There is no fee charged for city-funded agencies for the first 300 meeting hours each fiscal year. Agencies using more than 300 hours during any fiscal year will be charged the non-profit fee. B. FEE SCHEDULE - CITY DEPARTMENTS, DIVISIONS, BOARDS AND COMMISSIONS There 1S no fee charged to City Departments, Divisions, Boards or commissions. - 4 - ------- - -- -- - --- . C. FEE SCHEDULE - OTHER NON-PROFIT HUMAN SERVICE ORGANIZATIONS Fees are based on an hourly rate accord1ng to room size. ROOM HOURLY FEE Small Conference Room (100A/B, 103-05, 107) $10.00 Senior Nutrition Program Room (100 A&B) $20.00 Large Conference Room (103, 104, 105) $25.00 D. FEE SCHEDULE - SENIOR SERVICE ORGANIZATIONS Fees are based on an hourly rate according to room S1ze with a 25% reduction in fees when utilizing the Senior Nutrition Program Room. ROOM HOURLY FEE Small Conference Room (103-05, 107) $10.00 Senior Nutrition Program Room (IOOA or B) $ 7.50(1 room) Sen10r Nutr1tion Program Room (100A&B) $15.00(2 rooms) Large Conference Room (103, 104, 105) $25.00 E. FEE SCHEDULE - PRIVATE ORGANIZATIONS Fees are based on three hour increments 9:00a.m.-12:00p.m., 1:00-4:00p.m., and 7:00-10:00p.m. according to room size. ROOM FEE Small Conference Room (100A/B, 103-05, 107) $100.00 Senior Nutrition Program Room (100 A&B) $200.00 Large Conference Room (103, 104, 105) $250.00 - 5 - --- --- - - ------ . SECTION 3. Individuals or bUS1nesses shall not be permitted use of the facility for the purpose of commercial gain. SECTION 4. The city Clerk shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: .. \.r'I"'\, "fYV\ ,,"'^'~ C~.~ t' ~ ROBERT M. MYERS City Attorney :kecprl - 6 - . . - Adopted and approved this 3rd day of March, 1992. Mayo&ro~'fore I hereby certify that the foregoing Resolution No. 8363(CCS) was duly adopted by the city council of the City of Santa Monica at a meeting thereof held on l-!arch 3, 1992 by the following Council vote: Ayes: Councilmembers: Holbrook, Katz, Olsen, Vazquez, Zane, Abdo Noes: Councilmembers: None Abstain: Ccuncilmembers: None Absent: Councilmembers: Genser ATTEST: ~L/:;;~ ---- City Clerk /