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HomeMy WebLinkAbout1998-10-19 City CouncilCity of Palo Alto City Manager’s Report 4 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: CITY MANAGER DATE:OCTOBER 19, 1998 CMR:310:98 SUBJECT:REQUEST BY CHRISTMAS IN APRIL FOR THE CITY TO WAIVE PERMIT FEES ON AN APRIL 1998 PROJECT TO RE-ROOF THE SEA SCOUT BUILDING RECOMMENDATION Staff recommends that the Council approve refunding $88.25 paid by Christmas in April in ¯ order to complete its project to re-roof the Sea Scout building, a City facility currently leased by the Boy Scouts of America/Sea Scouts (Scouts). BACKGROUND In a letter dated April 8, 1998, Loretta Cullinane, Executive Director of Christmas in April Mid Peninsula (Christmas in April), requested that the City waive its roofing permit fee on a project that Christmas in Aprilwished to undertake for the Sea Scout building, a City facility currently leased by the Scouts. Christmas in April identified the project as a public/private partnership, and was informed of the City procedures related to such requests, as well as given information regarding the City’s assessment of the viability of the structure (Attachment 1). On April 15, Worrell Roofing, representing Christmas in April, applied for and received a roofing permit from the City Building Inspection Division, and paid a fee of $88.25 (Attachment 2). Ms. Cullinane confirmed, in a letter datedMay 11, 1998, that Christmas in April had proceeded on the assumption that the fee could be refunded if the City found that the public/private partnership request was found to be appropriate. DISCUSSION. City Policy and Procedure 1-25, approved by the Council on February 28, 1994, defines a public/private partnership as "cooperation between the city and private sector or nonprofit organizations in providing services, facilities or other capital projects to the community." The Public Private Review Committee, established under the Procedure, met to consider Christmas in April’s request on June 25, 1998. CMR:310:98 Page 1 of 3 The Committee considered two major factors in making its recommendation: a report by the City’s infrastructure consultant on the deteriorated condition of the facility and the status of the Scouts’ lease for the facility. The City’s infrastructure consultant has indicated that: "The facility is in a tidal zone and is periodically inundated with water. The structure appears to be damaged. Repair of this structure would require elevating the building, providing new foundations, floor and roof structure, interior finishes and mechanical and electrical systems. The cost of this work would approach the cost of a new, facility constructed elsewhere. However, the building is in the airport flight path and therefore elevating the structure is not permitted. No feasible solution appears appropriate." In CMR:249:98, the staff recommended that the ten-year lease between the City and the Scouts for use of the building not be renewed when it expired on June 30, 1998, because of the condition of the building (discussed above), as well as the fact that removal of the building is scheduled as part of the final phase of the Baylands Restoration Project. On June 8, 1998, the City Council approved a two year extension of the ten-year lease with the Scouts in order to provide the Scouts with sufficient time to either locate an alternative facility or explore the feasibility of relocating the Sea Scout building to another location. Based on this information, as well as staff’s feeling that the public/private partnership concept was intended to be used for projects that benefit a broad section of the community, staff was not initially in favor of recommending the fee refund to the City Council. However, after further discussion, staff concluded that such a recommendation should be made, as a gesture of support to the Scouts in its search for options for relocation. The re- roofing can be considered as helping to prevent further deterioration of the building should the Scouts be able to locate a site to relocate it in the two-year time frame provided by the City Council. RESOURCE IMPACT The refund for the roofing permit, if approved by the Council, would reduce the General Fund Budget Stabilization Reserve by $88.25. POLICY IMPLICATIONS While this recommendation is not inconsistent with the City’s policy on public/private partnerships; staff feels it important to emphasize that priority should be given in considering such partnerships to those that benefit as broad a part of the community as possible. CMR:310:98 Page 2 of 3 ENVIRONMENTAL REVIEW A fee refund is not considered a project under California Environmental Quality Act. ATTACHMENTS Attachment 1 Attachment 2 PREPARED BY: Emily Harriso istant Ci CITY MANAGER APPROVAL. M~~g~ ~ CMR:310:98 Page 3 of 3 Christmas in April Mid-Peninsula Executive Director Loretta E. Cullinane Board of,Directors President Nancy Harris Wyatt President- Elect L. Blake Baldwin Treasurer David A. Wollenberg Secretary Lynne M. Edwards James E. Anderson Stephen A~ Balogh Rochelle A. Bochner Bill Butler Hugh D. Cornish Danida Devincenzi P, ichard S. Gordon Bill Johnston Bren P. Leisure . Virginia H. Loesch William A. Nack Robert L. Nibbi Julie Pitt Erin M. Raiser Tormey L. Ward Director Emeritus Roger B. Menard ATTACHMENT 1 April 8, 1998 Ms. Emily Harrison, Assistant City Manager City of Palo Alto P.O. Box 10250 Palo Alto, CA 94303 Dear Emily, RECEIVED fiPF 1 0 1£98 Thank you for talking with me last week regarding our projects for this year and the proposed work on the Sea Scout Building in the Baylands. As you know, Christmas in April ~ Mid-Peninsula is part of a national organization dedicated to renovating and repairing the homes and community buildings of low income, elderly and disabled citizens. Our renovations range from painting and yard work, to replacement and repair of roofs, kitchens and bathrooms. All work is done it no cost to the homeowner or non-profit organization, with local businesses, civic groups and individuals sponsoring each site on an "adopt-a-home" basis. Christmas in April works with local contractors and skilled volunteers to help in furthering the spirit of our old-fashioned neighbor helping neighbor tradition. This year, over 4800 volunteers will be working on 60 sites from Sunnyvale to Daly City. The work culminates on Christmas in April’s National Rebuilding Day, April 25th. This year, one of the sites Christmas in April has selected ~or renovation is the Sea Scouts Building in the Baylands. Most of the tasks proposed at this site are simple, maintenance improvements: yard work, cleaning and painting of the interior and exterior, and repairing walls, floors and ceilings. We are also proposing to replace the ¯ roof - a rather costly item that will require a building permit. We will apply for a building permit through the Building Department. As Chair of the Public/Private Review Committee, I’d like for you to present to the Committee our request to have normal City fees for the roof permit waived. In partnership svith other local governments and cities of the Mid-Peninsula, Christmas in April has had the benefit of having, permit feeswaived. The permits are pulled by our office on behalf of the owner and,. as previously stated, all work is done by volunteers, including licensed contractors. As a City-owned historic building, the work to be done by our organization at no cost to the City, benefits the greater good and the public. Designed by Birge Clark and commissioned by Lucy Stern, this building is a part of Palo Alto’s past that should be preserved. Waiver of the permit fees would allow our organization to utilize the limited donations we’ve received for the actual work on this building rather than fees. Please give me a call if you have any questions or need further information. I would be happy to spend some time with you and any other interested parties in order to further acquaint you with our program. Thank you so much for your assistance. Sincerely, Vl~oretta Cul]inane, Executive Director Rebuilding our neighborhoods one home at a time ¯ P.O. Box 4031, Menlo Park, California 94026-4031 * Telephone [650] 361-4920 Fax [650] 361-2080 *cinamp@christmasinapril-mp.dom Christmas in April Mid-Peninsula Rebuilding our neighborhoods one home at a time P. O. Box 4031 Menlo Park, CA 94026-4031 ~ Telephone: (650) 361-4920 Fax: (650) 361-2080 email: cinamp@christmasinapril-mp.com Executive Director: Loretta Cullinane Associate Director: Katie Sternfels Mission Christmas in April is a non-denominational organization that builds volunteer partnerships to rehabilitate homes and community facilities for low-income neighbors so they may live in warmth, safety and independence. Christmas in April seeks community support to organize, train and direct volunteers to repair the homes and community facilities of neighbors in need. This neighbor-helping-neighbor effort, culminating in a "National Rebuilding Day" held each April, requires a partnership between ci.ty government, private businesses, skilled trades, community volunteers and contributors. It is neighbor helping neighbor ....people helping people. History of Christmas in April ~ Mid-Peninsula The Mid-Peninsula program was founded in 1989 under the leadership of the Junior League of Palo Alto ¯ Mid Peninsula, and a community-based advisory board. The first program was completed in April 1990, when 500 volunteers renovated 18 homes and community facilities.. Mid-Peninsula Impact I990-1997 299 homes repaired 47 community facilities repaired’ 17,000 volunteers involved $6,225,000 worth of repairs April 25, 1998 50 homes repaired 9 community facilities repaired 4,800 volunteers involved $1,600,000 worth of repairs History of Christmas in April ~r USA Christmas in April began in Midland, Texas in 1973 when a few generous people decided to devote one day to help some neighbors in need. The program acquired its name when one early homeowner exclaimed "Why, this is just like Christmas...in April!" In 1983, Christmas in April came to Washington D.C. after a reporter witnessed the Midland program and was overwhelmed by what he saw. A national program was launched in 1988 as Christmas in April "~ USA. This effort has spread Christmas in April to 600 cities and towns in 50 states with 205 affiliate programs. Programs in Northern California: Albany!Berkeley/Emeryville, Castro Valley, Diablo Valley, Marin County, Mid-Peninsula, MontereylSalinas, Napa Count).,, Oakland, Petaluma, Sacramento, San Francisco, South Bay, and West Contra Costa Coum-v. over) Nadonal Impact 1988-1997 31,300 homes and non-profits repaired 850,000 volunteers involved $198,000,000 worth of repairs April ,25, 1998 5,000 homes and non-profits repaired 155,000 volunteers involved $36,000,000 worth of repairs Why is Christmas ha April Needed? Many of our neighbors have worked hard all their lives and have been physically and financially able to repair their homes for most of that time. Now due to illness, aging, inflation, etc., they areunable homeowner sto do this workthemselves and their homes have deteriorated. The result is a loss of the "’ dignity, unsafe conditions and crumbling neighborhoods. One day of volunteer effort c__~_~ make a difference in people’s lives. Operations a~d Funding Businesses, corporations, service organizations and foundations are asked to "Adopt-A-Home" by contributing $3,500 to cover the average costs of materials and supplies, and by providing 20 - 30 volunteers. Homeowners’ families are required to work alongside volunteers. Individual community volunteers augment the cdre group of helpers. A "House Captain" skilled in home repair is responsible for the coordination of the repair project and assists with the site inspection, evaluation, material purchasing and assignment of tasks. On project day, the House Captain is the on-site manager. Skilled labor is assigned to sites as needed. A ’Wolunteer Coordinator" recruits and organizes the volunteers fo) each renovation site. They becom~ acquainted with the homeowner, understand the scope of work planned and assist the House Captain in planning and implementing the work. The Selection Process Eligible homeowners are those whose income meets the federal low-income guidelines, with emphasis primarily on the elderly, and disabled. Non-profit centers such as schools, shelters, day care centers and health care facilities are also eligible for Christmas in April support. Community organizations, housing rehabilitation departments, social service agencies, civic and religious groups may refer homeowners in need to Christmas in April. Many of our former recipients refer theix neighbors. An application form must be fdled out by the homeowner, accompanied by proof of the homeow.nerls income. Sites are previewed and selected by the "Site Selection Committee." Selection is based on need and the ability of Christmas in April volunteers to accomplish the required tasks. What are Christmas ha April’s most outstandhag accomplishments? Everyone benefits. Hope and independence are restored for homeowners. Volunteers are empowered by knowing and seeing the difference they have made. Sponsors receive a return on their investment that fax exceeds the $3,500 to $7,000 contribution - the averag~ site renovation has been valued at $15,000. Neighborhoods are revitalized. Horizons are broadened and bridges are built between people. City of Palo Alto Office of the City Manager ATTACHMENT 2 May 12, 1998 Loretta Cullinane Executive Director Christmas in April P.O, Box 4031 Menlo Park, CA 94026-4031 Dear Loretta: Thank you for forwarding the information related to your request to waive the building permit fees for the re-roofing of the Sea Scout building. We have scheduled a meeting of the Public/Private Committee for June 25, and I’ll be back in touch with you as soon as possible after that meeting to let you know its outcome. Sincerely, Assistant City ’Manager EO. Box 10250 Palo Alto, CA 94303 650.329.2563 650.328.3631 fax