SR-12-09-1986-11A
II-A-
DEe 9 1986
C/ED:CNS:BS
Council Meeting 12-9-86
Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation for conceptual Approval of the
Community Services Center Design and Authorization
to the City Manager to Negotiate and Execute
an Amendment to Agreement with Santa Monica
Place Associates regarding Offsite Permit Spaces
INTRODUCTION
This report provides an update on the status of the community
Services Center project, discusses schematic design concepts and
replacement parking issues and recommends various actions to
implement the next stage of the design process.
BACKGROUND
On August l3, 1985, the City Council approved a site for the
construction of a 25,000 square foot facility to house local
nonprofit social service agencies.
In addition, the Council
approved the submittal of an application for State Senior Center
Bond Act funding to assist in the construction of a senior
mul ti-service center component of the building and identified
westside services to the Elderly eWISE} and Senior Health and
Peer Counsel ing Center (SHPCC) as maj or tenants.
In July of
1986, the City was awarded $700,000 in State funds, supplementing
$1.67 million in General Funds, $650,000 in Community Development
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DEe 9 1986
Block Grant e CDBG) funds, and $ 200 , 000 to be raised by senior
agencies that would be primary tenants of the building. The
Council and the Parking Authority also approved the use of public
parking lot #22 for the project site.
On July 8, 1986, the city Council approved the award of a
contract
to
Koning
Eizenberg
Architecture
to
provide
architectural and engineering services for the project. A
special consultant to assist in the complex programming phase of
the project was also included. With the contract executed on
August 1st, the architects, special programming consultant,
community agencies and City Commissions set out to define the
requirements and parameters of the project.
The following
discussion outlines this process in more detail.
DISCUSSION
programming
Based on Council approved parameters that
approximately 16,000 square feet be allocated to the senior
component and the remainder of space allocated to other
compatible community service uses, the programming process
proceeded to solicit input from a wide range of groups and
individuals. Activities included:
o Interviews with Senior Agencies - Detailed interviews with
WISE and SHPCC staff, .clients and volunteers were held to
address specific space and usage issues. In addition, an
interview was held with the staff of the LIEU-CAP Minority
Outreach Program to obtain input from senior programs that
may refer individuals to the Center.
o Interviews with Recreation and Parks Department Senior
Nutrition Staff - The submission for State funds included
the option to have a Senior Nutrition Program onsite. In
reviewing the City's proposal, both County and State
reviewers felt that to meet the State definition of a
senior multi-service center this should be an essential,
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not optional, component of the project. In response, this
has been included in the architectural program.
o Interviews with Non-Senior Agencies - A letter was sent to
all City-funded grantees inviting staff and clients to be
interviewed by the programming consultant for input on
general uses for the building. There was also an
opportunity to discuss agency-specific needs. These
interviews yielded some creative and innovative suggestions
for the use of the unallocated community service space.
o Survey of Non-Senior Agencies To further test ideas
resulting from the above interviews, a detailed survey esee
Attachment I} was sent to all City-funded agencies asking
for an indication of interest in three different uses: the
use of community meeting rooms on a scheduled basis, the
use of a large assembly room, and an area for "tenant"
agencies sharing joint reception, xerox and storage areas.
Agencies also had the opportunity to suggest other uses.
o Input by City Commissions - The Social Services commission
and Commission on Older Americans have both established
"Community Services Center" subcommittees to work closely
with staff on the various phases of the project. Meetings
were held with these groups as well as with the Commissions
as a whole to regularly review the status of the project
and to provide comments during the programming process.
o Development of a Programming Document - utilizing the above
input, the consultant developed a comprehensive document to
be used by staff and architects in continuing the
programming and space planning process. It outlines
general requirements for the proj ect as a whole, for the
community service component and, because senior tenants are
identified, further articulates the requirements of the
senior component. In the next several months, the
architects and City staff will be carefully evaluating the
document to create a proposed space and allocation plans
that meet the objectives of the Center.
Project Concepts - The programming document outlines a number of
general concepts that have guided the schematic design phase of
the project. The concepts include:
o The Center should be a "community focal point" for
residents and agencies in Santa Monica and should not only
provide direct client services but also serve to enhance
the awareness of all human service programs available
throughout Santa Monica.
o Services provided in the building should complement each
other to avoid issues of incompatibility of client
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populations and encourage maximum use of the Center by
those coming for service.
o Spaces should be used efficiently and creatively, with
sharing of space whenever possible.
o Spaces should be flexible to accommodate future changes in
use.
o In addition to providing permanent space for selected
agencies, the Center should provide opportunities for use
by other community groups needing meeting rooms on a
regular or intermittent basis.
o The senior multi-service center component must meet the
broad definition provided by the State that the facility be
a focal point for senior services, providing a broad range
of social services, educational, nutritional and advocacy
activities. The senior center should not be construed as
just "office space" for senior agencies but as an important
congregate space for seniors of the community -- as
volunteers and as recipients of services.
o The Center should not attempt to be "all things to all
people". Care should be exercised to judiciously assess
the needs of senior agencies and other community service
functions; however, given the space and budgetary
constraints of the project and the fact that all needs
cannot be met, it is important to ensure that design
decisions avoid overcrowding and incompatible arrangements.
o Final shared space decisions and space allocations between
the senior and non-senior components should be decided in
the next stage of the process edesign development) when the
programming concepts and requirements are translated into a
space plan. The schematic design should consider the
general uses identified and build in flexibility to
accomodate final space decisions in the next phase.
Proposed Schematic Design - The design for the center will be
presented to the Council for conceptual approval on December 9th
by the project architects. Of major importance is the ability of
the design to meet the needs of proposed clients and users for a
friendly, pedestrian-oriented building and also be sensitive to
the surrounding neighborhood.
Parking,
circulation, height,
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placement of the building on the site and parking requirements
have been carefully considered.
The proposed design addresses the major project concepts outlined
above by dividing the building into several components:
(1) Entry and Information and Referral - This area, to be located
on the ground floor and accessible from 4th street, will provide
a "resource and welcome area", providing assistance to those
interested in the services available at the Center or those
wishing information on the range of services available in Santa
Monica. Staff assistance and written resource materials will be
available in an inviting and informal area. Seniors will be
greeted by a trained staff person who will then refer them to the
range of activities available in the building.
e 2} Senior Congregate Programs and Assembly Area - Adj acent to
the entry, the assembly area will provide for a senior nutrition
site, operated by the Recreation and Parks Department, for up to
100 senior citizens each day. In addition to noon meals, related
recreational programming will also be provided. Tenant senior
agencies may also use this space for congregate senior activities
before and after the lunch program. In addition, other agencies
surveyed have identified a range of daytime, evening and weekend
uses primarily for large community meetings, fundraising events,
and community education and training events.
(3) Senior Social Services - All direct social, mental health and
health services for senior citizens will be housed in once
component to be occupied by SHPCC and WISE. This area will have
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clear and direct access from the entry and senior congregate
areas of the facility. The agencies will provide all direct
client services on one floor, thus easing the use of the facility
by seniors. This component will include shared spaces as well as
separate areas for each agency will emphasize ease of use by
senior citizens.
(4) Unallocated Community Service Space - The interest survey
indicated a high level of interest in small and medium-sized
meeting rooms for both tenant agencies and other community
organizations for community meetings, training sessions, staff
and Board meetings and some client services. The
proposed design places these rooms adjacent to the assembly area,
creating the potential for important community events,
conferences and workshops. In addition, consideration will be
given to providing permanent space to smaller social service
programs that would benefit from sharing common areas and other
program resources and that would be compatible with the services
provided by the senior component. As space requirements are
finalized, staff recommendations will be developed on the
specific use of this space whether it be for specific "tenant
agencies" that are interested in sharing common areas, additional
space for the senior component or community meeting rooms. The
proposed design allows for this flexibility as will be discussed
at the December 9th presentation.
eS) Parking The project not only includes the dedicated
parking for the Center itself but also the replacement of those
public parking spaces currently located on the site that are used
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by clientele of adjacent businesses. The Initial study and
Negative Declaration certified by the Council on August 13, 1985,
included a provision for replacing a portion of these spaces
onsite. In assessing the number that should be replaced onsite,
several factors were considered: the level of usage, at peak
hours, by clientele of adjacent businesses; cost; the impact on
the design of the building; and any site conditions that would
limit the number of spaces that could be included.
In arriving at the most feasible scenario, the City's Parking and
Traffic Engineer assessed the usage of these 74 spaces,
concluding that 40 of these spaces are used at peak hours by
adjacent business clientele. The remainder are used by holders
of parking permits. Additionally, the project architects
developed a range of parking scenarios, assessing both the design
and cost impacts for each scenario. This study concluded that
large parking areas either on grade or above grade were not cost
effective nor did they allow for a low-scale pedestrian-oriented
facility. A soils study also indicated that no more than two
subterranean levels could be provided due to the high cost of
shoring of any additional levels. Thus, the most feasible
parking configuration calls for 40 replacement public parking
spaces and the required number of dedicated parking for the
Center on site with a small number of surface parking spaces and
the remainder in two subterranean levels.
This proposed configuration also calls for the transfer of the
remaining 34 spaces utilized for permit parking to Parking
structure #5, one-half block from the site. In order to effect
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this transfer without reducing current public spaces available in
the structure, it was determined that all or a portion of the
permit spaces currently leased in structure #5 to Santa Monica
Place, could be administratively transferred to the civic
Audi torium parking lot, pursuant to the City's Agreement with
Santa Monica Place Associates. Initial discussion with Santa
Monica Place indicates interest this arrangement. It is
recommended that the City Manager continue these discussions and
negotiate terms for an amended Lease Agreement with Santa Monica
Place.
Community Review of the Proposed Schematic Design - In order to
receive comments on the schematic design from surrounding
businesses and residents, notices were sent to approximately 300
tenants and owners of property in the adjacent neighborhood. The
notice invited interested community members to a meeting at Santa
Monica Place community Room on November 24th for a presentation
by archi tects, staff and senior agencies. Approximately ten
people attended the meeting, two from surrounding businesses and
the remainder from the Salvation Army Senior Residence. Comments
were received and considered and, where possible, included in the
final design of the building. In addition, a presentation to the
Santa Monica Area Chamber of Commerce Board of Directors on
November 25th resulted in a resolution of unanimous support of
the project esee Attachment 2).
As in the programming phase, the Social Services commission and
the Commission on Older Americans reviewed the proposed design
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and offered comments, with the final scheme receiving very
positive comments from both Commissions.
Project Timeline - It is projected that construction will begin
in January of 1988 with project completion scheduled for June of
1989. This time1ine takes into consideration all necessary
Planning Commission and Architectural Review Board reviews as
well as required time for design development, development of
construction documents, and bidding. Final recommendations on the
use of currently una110cated space will be made as soon as
possible but must be done concurrently with initial space
planning of the senior center component. Using the programming
document as a guideline, the architects will maximize the use of
shared space and the placement of specific functions within the
Center. At that time, a final assessment can be made as to the
appropriateness of estimated allocations and the use of remaining
space.
FISCAL/BUDGETARY IMPACT
Council approval of the schematic design for the Center has no
direct budgetary impact at this time. Three cost estimates,
performed during the three major design phases of the project,
will ensure that the project is cost-effective and conforms to
the funding available for the project.
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RECOMMENDATIONS
City staff recommends that the city Council (1) approve the
schematic design for the community Services Center and authorize
the submittal of all necessary documents to the Planning
Commission, and (2) authorize the city Manager to undertake all
necessary activities to effect the transfer of at least 34 Santa
Monica Place permit spaces from Lot #5 to the civic Center
Parking Lot and to negotiate terms and execute the necessary
amendment to the Lease Agreement with Santa Monica Place
Associates.
Prepared by: Barbara Stinchfield, Community Development Manager
Department of Community and Economic Development
Attachments
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