HomeMy WebLinkAboutCity Staff to Undertake Facility Operation of the Portola Cmnty Ctrou.
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SPECIAL PROGRAMS DEPAREPAPNT... ,...,:
STAFF REPORT
REQUEST: Authorize City Staff to Undertake Facility Operation of the Portola
Community Center
SUBMITTED BY: Frankie Riddle, Director of Special Programs
APPLICANT: City of Palm Desert
DATE: December 13, 2012
CONTENT: None
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Recommendation
By Minute Motion, continue this item to the next City Council meeting.
Discussion
On November 26, staff, Mayor Spiegel, and Councilmember Harnik conducted a walk-
through of the Portola Community Center in regards to Council's concern related to
possible security issues that may arise without the presence of on -site personnel at the
Center. Facility uses and operation of the facility were also discussed. On November
28, Mayor Spiegel and Councilmember Benson (Portola Community Center
Subcommittee) met to discuss the walk-through and ideas expressed relative to
increasing the use and operation of the facility. As a result of these meetings, staff was
directed to look into alternative means to operate the facility, as well as how to increase
use of the facility.
Fiscal Analysis
There is no fiscal impact related to this request
Submitted By:
Frankie Ri le, DActor of Special Programs
Appfoval:
M. Wohlmuth, City Manager
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CITY OF PALM DESERT
SPECIAL PROGRAMS DEPA2TMENT
STAFF REPORT
REQUEST: Authorize City Staff to Undertake Facility Operation of the Portola
Community Center
SUBMITTED BY: Frankie Riddle, Director of Special Programs
APPLICANT: City of Palm Desert
DATE: November 15, 2012
CONTENT: None
Recommendation
By Minute Motion,
1. Authorize City staff to undertake the day-to-day operation of the Portola
Community Center effective January 1, 2013; and
2. Authorize staff to enter contract with DRD for security patrols.
Discussion
At its meeting of August 23, 2012, City Council approved a subcommittee comprised of City
staff, Councilmember Jean Benson and Mayor Robert Spiegel to look at the Portola
Community Center facility operation and determine how to improve operation efficiency,
uses, and facility expenses. On September 12, 2012, the subcommittee met to discuss
options relative to the overall operation and use of the facility.
After some investigation into potential restrictions to the operation and uses of the facility,
staff and the City Attorney found that the City was not restricted in its use of the facility or
charging a fee. Therefore, any type of business, non-profit organization, or group,
regardless of whether or not a fee is in place, may utilize the facility. As a result, the
subcommittee decided to open the use up to any type of business or organization that
desires to locate their office within the building or utilize the community rooms. Removing
the restriction of the types of entities allowed to utilize the facility may be beneficial in
recruiting new tenants, as well as increasing use of the community rooms.
In addition, staff discussed potential operation/administrative changes that could be put into
place to reduce expenses associated with the facility (e.g., eliminating the Facility
Coordinator position at Portola Community Center within the Desert Recreation District
(DRD) contract), as well as what systems would need to be put into place for scheduling
and security if elimination of the Facility Coordinator position were to occur.
STAFF REPORT
PORTOLA COMMUNITY CENTER OPERATION CHANGE
NOVEMBER 15, 2012
PAGE 2
PROPOSED CHANGES AND COSTS:
• Facility Coordinator: Eliminate Facility Coordinator position on -site at facility and
within DRD agreement for an approximate annual cost savings of $56,000.
• Security Cost: Contract with DRD to undertake security patrols either once daily at a
cost of $364.05 per month or twice daily at a cost of $728.10 per month (e.g., 30
hours x $24.27 = $728.10) or annual cost of $8,737.20. In addition, Palm Desert
Citizens on Patrol (COPS) members will also conduct regular patrols of the Center.
• Existino Alarm System: Facility already has a keyed entry system that will continue
to be utilized.
• Camera System: Since there will be no on -site Facility Coordinator, a camera
system should be put in place to ensure the safety of the tenants, users, and
vehicles. The approximate one-time cost to purchase a system is between $4,000
and $6,000 depending on the brand, capabilities of the system, and number of
cameras.
• Janitorial Cost: Staff is currently reviewing options for janitorial service and will have
something in place by January 1, 2013.
POTENTIAL SAVINGS VS. COSTS:
Potential Annual Savings:
Potential Annual Costs for DRD Security and est. Janitorial:
Total Potential Annual Savings to the City
*This does not include the cost of the camera system
Fiscal Analysis
$56,000.00
$25.000.00*
$31,000.00
Overall fiscal impact associated with this request would be a cost savings as noted above.
However, initial change over costs would be associated with the one-time purchase of a
camera system, annual cost for security patrols by Desert Recreation District, and an
annual janitorial contract at an estimated cost of $30,000.
Submitted By:
Fran kieRiddle, 'Director of Special Programs
Reviewed:
Paul Gibson, Director of Finance
M. Walmuth, City Manager