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Home My WebLink About07/13/2004 Adjourned Meeting '278 CITY OF YAKIMA, WASHINGTON ADJOURNED MEETING OF THE CITY COUNCIL JULY 13, 2004 - 5 :30 P.M. - 7:00 P.M. SOUTHEAST COMMUNITY CENTER -1211 S. 7 STREET 1. Roll Call Present: Council: Mayor Paul George, presiding, Council Members Ron Bonlender, Dave Edler, Neil McClure, and Susan Whitman Staff: Dick Zais, City Manager; Chris Waarvick, Director of Public Works; Denise Nichols, Parks and Recreation Manager; and City Clerk Roberts Absent: Council Members Mary Place and Bernard Sims, (excused) 2. Study Session regarding operation of the Southeast Community Center • The Staff Report is Reviewed Denise Nichols stated the purpose of the Study Session is to discuss the operation of the Southeast Community Center (Center). The former operator, Substance Abuse Coalition, came to Council about one year ago stating they could no longer manage the Center. The Parks Division was given the interim task of operating it and putting out a Request For Proposal for management of the Center. Three proposals were received. In addition to that task, the Division is recruiting for members to serve on an advisory committee for the operation of the Center. Because the advisory committee was not formed, staff took the three proposals to the Parks Commission for review. Their recommendation is to contract with 010 to operate the Center. She referenced a chart in the packet that compares the proposals from 010 of Washington, International Technology and Education Institute, and Open Arms Crisis Center, Inc. The OIC proposal included four conditions: 1) Negotiation of an agreement with the City to continue support of the Center for approximately 6 months. Staff estimates this would cost $45- $50,000 for the remainder of 2004. 2) OIC wants to do.a complete analysis of facility maintenance needs and negotiate an annual maintenance agreement similar to the Capitol Theatre and Convention Center. The City currently provides $25,000 a year for capital improvements to the Center. 010 believes they would need financial support for approximately 1 -3 years in the amount of $75,000 per year, to assist with paying a facility coordinator and offsetting utility costs. 3) OIC wants to negotiate controls in regard to the rental of the gym. They are considering the ability to serve alcohol for rentals and parties. 4) OIC wants to make immediate application for block grant funding for start -up costs for a program manager and youth programs. There is funding available; however, this would have to go through the public process and selection. Mrs. Nichols introduced James Parks, hired to keep the Center open and clean. Currently there are five organizations renting space at this facility: The Yakima Valley Regional Library, the University of Washington, the NAACP, Proud Family, and the International Technology & Education Institute. 279 JULY 13, 2004 • Staff Responds to Council's Questions City Manager Zais commented that the City tries to fund the essential needs of the Center, which it owns and has the responsibility of maintaining it. We had a contractual operation in the past, funded with a combination of Contingency Funds and Block Grants. It is a struggle to find money to operate and maintain the facility consistently each year. It is eligible for Block Grant money. • Staff Reviews Other Options An option to contracting out the management of the facility is to relocate the Office of Neighborhood Services (ONDS) to this facility. Marvin Miller, ONDS Operations Supervisor, described the results of his walk- through. ONDS would need the southwest corridor and part of the front. It would not leave much space to rent to other non - profit providers. He then described the remodeling that would have to take place to accommodate their needs. A second option is to not relocate the ONDS office here, but award OIC the management contract and utilize Block Grant funding to pay utilities and operational expenses. Option three is to continue to have the Parks and Recreations Division manage the facility and programs and exercise the Parks Budget Contingency Plan to offset operational costs. Option four is detailed in a memo from Bill Cobabe, ONDS Manager, outlining resources and proposals involving a number of community partners offering services through the Center with OIC management. Option five would include a combination or amendment to the other four options. The final option, Option six, would be to place the Center on the market for sale. Staff recommends an option that relies on 010 Washington for management services, and involvement of community service partners including ONDS for financial support. 3. Audience Comments (6:45 p.m. - 7:00 p.m.) Henry Beauchamp and Ester Huey, 010, spoke in support of their proposal and plans for operation of the Center. They would rely on financial assistance from the City for the least amount of time. They would employ a good manager, seek grants, and find service providers as tenants. Bobbie Carter stated he was impressed by OIC's proposal and presentation. Phil Pleasant compared the process of seeking management of the Center, utilizing an RFP to the process used for renting the former senior citizen facility. He asked why the City did not put that out for bid and who asked for the rezone. Ms. Nichols responded by stating they were looking at all of their options and a change in the zoning would allow them to broaden the scope of services provided here. 2 28 JULY 13, 2004 • James Parks supported the proposal from OIC since they have a proven track record. He described several maintenance issues that need attention. He commented that they lost about $60,000 in revenue when they no longer permitted alcohol on the premises as people no longer wanted to rent it for events. Lynne Kittelson suggested that non - profit organizations serving children and families should be sought out, even if the rent for those organizations has to be subsidized through the use of Block Grant funding: • Conclusion City Manager Zais stated that this issue will come back to Council at a business meeting for action on the management contract. Council may also have to take action to redirect money within the budget. Council was given alternatives to the three proposals to consider. The ONDS option was the ultimate contingency plan in case we could not get a good response from the RFP process. We do not want to see the facility close. OIC could develop diverse services although it may take time to do that. 4. Adjournment EDLER MOVED AND McCLURE SECONDED TO ADJOURN THE MEETING AT 6:47 P.M. Following the conclusion of the meeting, the Council members toured the facility. �, READ AND CERTIFIED ACCURATE BY ,40 ''1X401 e/�01( coi,o ME R DATE like/ • /� �,L_ 9- V-o c COUNC MBER DATE ATTEST: 2 6 r a,t5e CITY CLERK PAUL P. GEORGE, MAYOR Minutes prepared by Karen Roberts. A video tape of this meeting is available in the City Clerk's Office 3