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22 Staff Report.Interim Community Center with attachments PREPARED BY: Katy Nomura Assistant Town Manager Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 06/18/2024 ITEM NO: 22 DATE: June 10, 2024 TO: Mayor and Town Council FROM: Laurel Prevetti, Town Manager SUBJECT: Provide Any Additional Direction on Near-term Improvements to the Interim Community Center and Operational Support for Community Partners RECOMMENDATION: Provide any additional direction on near-term improvements to the Interim Community Center and operational support for community partners. BACKGROUND: On August 15, 2023, the Town Council allocated $866,281 to a Community Center Development Fund to design and construct near-term improvements to the Adult Recreation Center to achieve two major purposes. The Adopted Fiscal Year (FY) 2024/25 Budget programmed an additional $11,333, increasing the total available funding to $877,614. One purpose is to facilitate the use of space for a variety of non-profit agencies to provide services to the community. The second purpose is to reconfigure the existing space to make it more open and inviting to the community. This effort is referred to as the Interim Community Center. On November 21, 2023, the Town Council provided additional feedback on the Interim Community Center effort which involves the following steps: 1. (Completed January 25, 2024) Host Community Meeting to receive community input on: a. Preferred types of community partners/services; b. Community partner selection criteria; and c. Ideas for near-term improvements to the ARC/Community Center. PAGE 2 OF 5 SUBJECT: Interim Community Center DATE: June 10, 2024 BACKGROUND (continued): 2. (Completed February 15, 2024) Receive the Community Health and Senior Services Commission’s (CHSSC) recommendation on items relevant to a Request for Interest (RFI) for community partners, such as the types of community partners and selection criteria. 3. (Completed March 5, 2024) Return to Council with CHSSC’s recommendation for Council input and approval on items relevant to the Request for Interest (RFI) for community partners, such as the types of community partners and selection criteria. 4. (Completed March 29, 2024) Issue the RFI. 5. (Completed May 7, 2024) Return to Council with the final selection of community partners. 6. (Completed May/June 2024) Discuss any potential physical near-term improvements and operational support needed by selected community partners with Los Gatos Saratoga Recreation (LGS Recreation). 7. (Completed June 11, 2024) Receive CHSSC’s recommendation on near-term improvements and operational support for Council’s consideration, taking into account ideas shared at the community meeting and budget constraints. 8. (We are here.) Return to Council with CHSSC’s recommendation on near-term improvements and operational support for consideration. 9. Hire an architect (if needed) to provide cost estimates for the prioritized items. 10. Return to Council with cost estimates for selection of which prioritized items to move forward for implementation, design, and bidding, as applicable. DISCUSSION: After discussions with Los Gatos Saratoga Recreation (LGS Recreation) and the community partners Council selected on May 7, 2024, staff has gathered the following information for the Council’s consideration. Recommendations from the CHSSC’s June 11, 2024 meeting are also included. Hybrid Meeting Equipment On March 5, 2024, Council directed staff to proceed with creating a space at the Interim Community Center for hybrid/Zoom meetings with modern equipment. Staff proceeded with this work and had determined that depending on which models are selected, modern hybrid meeting equipment can cost an estimated $4,500-$10,000 per setup along with a $50/month Zoom room license per setup. If a portable setup is used, it can provide the hybrid functionality in whichever room it is placed in; however, due to the large nature of the screens involved, it is not practical to bring a system up and down the elevator on a regular basis. On June 11, 2024, the CHSSC recommended that the Council proceed with two systems, one for the first floor and one for the second floor. PAGE 3 OF 5 SUBJECT: Interim Community Center DATE: June 10, 2024 DISCUSSION (continued): Staff looks forward to Council’s direction on whether to pursue one portable system or two systems to accommodate both the first and second floors. Office for Shared Desk Space for Community Partners LGS Recreation was able to identify and graciously offer an office space that could be used for the rotational desk space shared by community partners without any major retrofitting. The one retrofit that LGS Recreation recommended would be to put a keypad or key fob lock on the door to allow multiple partners entry. This is estimated to cost $1,400-$2,000; however, this is a preliminary estimate. To cover the operating costs of using the space such as custodial, utilities, and front office staff support to help direct clients appropriately when visiting, LGS Recreation would charge the community partners a nominal fee of $24 per hour. They would also be willing to waive their normal deposit ($500), application fee ($10), and facility attendant fees ($24 per hour). Each participating community partner would need to complete an application with a liability waiver and provide proof of insurance. In addition to allowing LGS Recreation to recover their costs for providing the space, another consideration for the nominal fee is that it may help ensure that any time booked will be fully utilized and that time will be reserved wisely. On June 11, 2024, the CHSSC requested clarification on whether or not the current lease agreement with LGS Recreation obligated them to provide space to community partners at no charge. After legal review, it has been determined that the existing lease does not require LGS Recreation to provide the space for free. It is also worth noting that since the office space will be fully dedicated to the community partners on an ongoing/weekly basis, it is a different arrangement from the occasional event rentals that are common with community centers. Staff recommends that Council direct staff to proceed with the keypad for the office and to provide any direction regarding the nominal charge to community partners to cover LGS Recreation’s related operating expenses. Other Improvements While reviewing the input received at the community meeting (Attachment 1) and throughout this process, staff recommends the following improvements for consideration. If the Council ultimately would like to move forward with these items, more formal costing would be determined as a next step. 1. Large Hall Divider: The current room divider is not fully functional and requires multiple staff to move. Replacing the existing divider would allow the room to easily be divided for multiple programs to occur at the same time. This could be beneficial to allow more PAGE 4 OF 5 SUBJECT: Interim Community Center DATE: June 10, 2024 DISCUSSION (continued): independent spaces for current and future programming and partnerships. In addition, a fully functional divider that was lockable would allow the Main St. side of the room to be used without opening access to the full facility. This could be beneficial should a community partner in the future be interested in a food pantry or some type of pick-up service that did not require a restroom. Replacing this room divider and including a motor mechanism is estimated to cost approximately $100,000. a. There was also interest from LGS Recreation to have a second divider put in to secure the storage area that holds the tables and chairs. While this second divider is not part of staff’s recommendation due to the higher costs of the structural analysis, permitting, and construction associated with new railing and partitions, this secured storage area could also be beneficial for storing the hybrid meeting system if one was placed downstairs. 2. Additional Lighting: Staff could explore additional safety lighting on the exterior of the building as well as on the interior for the installation of emergency lighting, such as in the restrooms. If these are improvements that Council is interested in, staff would determine cost estimates for the work for further consideration. In addition to safety lighting, it has been indicated that upgrading to pendant lighting in the lobby area could make the space brighter and more welcoming. Preliminarily, it is estimated that this lobby lighting upgrade may cost an estimated $100,000, and if Council is interested in this option, staff would determine more formal costing for further consideration. On June 11, 2024, the CHSSC recommended that the Council proceed with the motorized large hall divider replacement and a lockable, secure second divider so that the portable hybrid meeting equipment could be stored securely. The CHSSC further recommended that the Council explore additional safety lighting on the exterior and interior of the building, including emergency lighting for the bathrooms. Staff recommends that Council direct staff to proceed with the large hall divider and safety lighting. Staff looks forward to Council’s direction regarding the second large hall divider for storage, the lobby lighting upgrade, and any other near-term improvements of interest. CONCLUSION: Staff looks forward to any additional direction from Council on near-term improvements to the Interim Community Center and operational support for community partners. PAGE 5 OF 5 SUBJECT: Interim Community Center DATE: June 10, 2024 CONCLUSION (continued): The following summarizes staff’s recommendations and requests for Council’s direction throughout this report: • Hybrid Meeting Equipment: Staff looks forward to Council’s direction on whether to pursue one portable system or two systems to accommodate both the first and second floors. • Office for Shared Desk Space for Community Partners: Staff recommends that Council direct staff to proceed with the keypad for the office and to provide any direction regarding the nominal charge to community partners to cover LGS Recreation’s related operating expenses. • Other Improvements: Staff recommends that Council direct staff to proceed with the large hall divider and safety lighting. Staff looks forward to Council’s direction regarding the second large hall divider for storage, the lobby lighting upgrade, and any other near- term improvements of interest. COORDINATION: The preparation of this report was coordinated with the Town Manager’s Office, Parks and Public Works, and the Town Attorney. FISCAL IMPACT: The $877,614 allocated to the Community Center Development Fund can be used for near-term improvements to the Adult Recreation Center/Community Center. Additional funding may be required to support the operational and administrative needs of coordinating and supporting the service providers if the providers do not pay those costs directly. ENVIRONMENTAL ASSESSMENT: This informational update and request for direction is not a project defined under CEQA, and no further action is required. Attachment: 1. Input Received from January 25, 2024 Community Meeting Input Received from January 25, 2024 Interim Community Center Community Meeting ATTACHMENT 1 1. What near-term improvements would you like to see at the Adult Recreation Center/Interim Community Center to make the space more welcoming for all ages? • Ability for seniors to meet 2 hours/week – Continuing, Large screen TVs/Internet for lounge, Earthquake compliance/retrofit, No improvements • Sliding doors • More storage in the conference room • Enclose patio for storage, more usage • AV upgrades -- current projectors flaky • Noise abatement in large hall • Commercial kitchen update • Good to have in-wall sound system • Lighting -- stretch down for better cleaning • Water damage throughout the building • Restroom, emergency lights upgrade • Sensors in bathroom • Restroom automatic door openers • Uneven parking lots – unsafe esp. for seniors –add handrails • More lighting in parking lot • Cover on the entrance for rain • More cameras in the parking lot • Cosmetic improvements (Ask Nancy and users) • Play area for children • Panic button (mental health) • Well-defined purpose of rooms reconfiguration • Survey of current users of this space and potential users and their road blocks to current use • This building as a central hub to coordinate • Upgrading tech to modernize • Equipment/tech for hybrid/virtual meetings in several designated areas/rooms of various sizes (includes AV camera, OWL 360˚, ADA compliant, etc) • Better utilization of 2nd floor to maximize space, i.e. size of room, combine services, remediation • Closet/storage space for non-profits • Access to kitchen • Food pantry for storage/food prep for unhoused individuals • One room that service providers can use • Translation services • Minor repairs and upgrades (including entryway) • Suggestion box in lobby somewhere easily accessible • Make empty space more inviting • Functional upgrades – See LGS Rec list o LGS Rec List: Recommended ARC Building Improvements 2/13/2023 Input Received from January 25, 2024 Interim Community Center Community Meeting ATTACHMENT 1  Replace large hall dividing doors – current divider door is broken  Solution for table and chair storage – possible partition wall in large hall for storage?  AV upgrades in conference rooms / large hall  ARC in-wall sound system in large hall  Noise abatement in large hall – wall or ceiling sound dampening?  More secure storage in large hall - repurpose large hall outside patio for storage?  Deepen shelves in existing large hall locked cabinets  Paint/refresh large hall kitchen cabinets and counter  Pendant lighting in the lobby – easier to clean and brighter light!  Restroom upgrades - emergency lights in restrooms during power outage, sensors on sinks/toilets/soap/towels so they are touchless  Parking lot changes to increase safety  More lighting, ramps, cameras, handrails  Awning at entry to protect against rain  Address water damage • Welcoming entry – sliding glass doors in north wall to a patio • Electronic signage with activities and schedule • Modern AV and IT upgrades – local and remote capabilities • Lighting – External and emergency • Improve lobby -- space decorate -- user friendly • Lighting • Better internet capability • Zoom • Microphone speaker unit • More video screens – adequate size • Comfortable rooms for group meetings of 20 people • Soung proofing enhancements • Big room into 2 soundproof rooms • Break room for staff • Enhance kitchen • Long term -- NUMU, police space could be repurposed • Long term -- Use existing inventory of buildings for community usage • How should the money be allocated? Initial improvements and reserve funds for future com. Center reconstruction/new center (i.e. $300k saved for future plan/design for the new center); keep extra $ in the community center fund 2. What types of community partners and services would you like to see at the Adult Recreation Center/Interim Community Center? • Ability for seniors to get together/talk • West Valley Community Services – Already serving LG, pantry, brown bag Input Received from January 25, 2024 Interim Community Center Community Meeting ATTACHMENT 1 • HUB model – place to go • Mental Health Service with CASSY • Co-sharing space – Day assignment to different organizations • Life long learning – LGS Rec • Speaker series catering to community—Could also use LG Theater (Oshner) • If $866K is not used, donate to senior 501c3 as seed to get it started • Live Oak Nutrition – food scarcity – “Food with a friend” • “To good to go” app – partner with them • Dest for RYDE program (senior lobby) • Sourcewise (house rich, cash poor) • Fund grant writer • Case manager/social worker • Meeting place for other clubs/non-profits • Mental health services • Fundraisers • Financial support for those who need it • General place to enhance the quality of life for residents • Plays the role of the Civic Center • Navigator system (housing, youth and family, mental health) – one stop shop • Facilitate creation of new organizations • West valley community services • Rotation of different types of partners/non-profits • A room dedicated to non-profits • Plant-based Advocates non-profit (local in LG) • Health and nutrition education (esp. plant-based education) and how it relates to health/chronic illnesses • Certain number of days allocated to community groups to host events at no charge • Community discussion groups (where seniors feel safe, ADA accessibility, and can speak freely) • Speaker series • Mental health services – CASSY, Navigators, County • Medicare reps • Veterans affairs Benefits • Ombudsman • Health care services • Business mentoring (SCORE) • Police dept – fraud/scam prevention • Transportation • West Valley College • Is the Town going to pay providers to staff the ARC, or do potential providers have to pay? • Person to answer questions in the lobby Input Received from January 25, 2024 Interim Community Center Community Meeting ATTACHMENT 1 • Concierge • Guidance for transportation • Life issues – Life and death • Reference to transit agency • Community meeting room (seniors) to discuss local issues • True senior center 3. What criteria do you believe should be used when selecting community partners and services? • 501c3 or JPA (Joint Powers Authority) • Should already be serving LG or close by South Bay community • Should they be financially solvent? • Are they going to pay? • Case manager/social worker could funnel ppl/issues to the right area • Create “volunteer support base” list – helping to provide resources • Student nurses to do BP check, wellness check • Youth centric space/activities – Hangout, game console, etc • Services • We should survey for services in demand • Check what other communities have • Basic needs (housing, mental health, food, nutrition) • Rideshare services (free/community organized) • Intentional avoidance of duplication of services • Maslow’s hierarchy of needs • Would providing this venue expand the capacity of organizations to provide services? • Non-profit predominant (free/at cost) • Non-profits as a priority (but not an absolute) • Provide services for residents of Los Gatos • Provide services that promote our health and wellness and benefit society (health, environment, humanity, social responsibility) • Providers of social services (e.g. case management and other services that funds have been allocated to) • Unduplicated services • Reporting requirements (residency percent of service utilization, funding needs/use) • Provider plan for space utilization • Operational/administrative needs/footprint • Non-commercial • Responsive to community needs/alignment to senior roadmap • Track record/community presence Input Received from January 25, 2024 Interim Community Center Community Meeting ATTACHMENT 1 • 55+ members have priority to set up meetings or any topic • Local issues discussion • A place for 55+members to meet in a safe and accommodating space on Town owned property to have discussion on local regional and national topics, the intent is a forum with [non legible] behavior, where [non legible] can advocate their views, this should be easy to set up without lawyers and discouraging requirements Commissioner Lead Transcribed Notes 1 ATTACHMENT 1 Feb. 4, 2024 To: Katy Nomura, Asst. Town Manager Fr: Eleanor Yick Re: Community Feedback – purple group ( front group on the left) Members of the group: Tom Picraux, Rob Moore, Darryl, friend of Darrly’s, 2 women from Plant Based Advocates and Eleanor Yick. The top comments under each question are listed in order. 1. Near term improvements to make the space more welcoming for all ages: 1.Equipment ( tech) for hybrid/virtual meetings in several designated areas/room of various sizes, particularly large room on main floor. (Includes 360 degree camera and meets all ADA regs for access, hearing, sight impaired, etc. 2.Better utilization of second floor to maximize usage, i.e. size of room, remediation and combine some rooms. One room that service providers can use. 3.Minor repairs entering building and upgrades •Closet space for storage for non-profits •Translation services •Access to kitchen •Food pantry for storage, food prep for unhoused individuals •Suggestion box in lobby that is easily accessible •Make entry space more inviting 2.What types of Community Partners and Services: 1. West Valley Community Services 2 .Health and Nutrition education ( i.e. plant based and how it relates to health and chronic illnesses) 3.Community Discussion Groups: where seniors feel safe and can speak freely. Space must be ADA compliant. Speaker series. •Rotation of different types of partners and non profits •A room dedicated to non-profits •Certain number of days allocated to community groups at no cost to host events Commissioner Lead Transcribed Notes 1 ATTACHMENT 1 3. Criteria to select Community Partners: 1. Non-profits as a priority but not a deal breaker. 2. Provide services to the residents of Los Gatos. 3.Provide services that promote our health and wellness and benefit society (health, environment, humanity, social responsibility. Provides social services, such as case management & other services that funds have been allocated to. 4. The Group also discussed how the money should be allocated and the idea of saving some funds for a dedicated new community center and agreed: 1.Initial improvements and reserve fund for future community center- new or remodeled ( i.e. $300K saved for planning, design, etc. 2. Keep saved/extra funds in a dedicated, restricted fund ( i.e. Community Center Fund. Commissioner Lead Transcribed Notes 2 ATTACHMENT 1 #1: Near Term Improvements: Functional upgrades: See LGS Rec. list Welcoming Entry Way-sliding glass door in north wall to a patio Electronic Signage with activities and schedule Modern A/V & IT upgrades; local and remote capabilities Lighting-external and emergency #2: Community Partners and Services: Mental Health Services CASSY Navigators County West Valley Community Services West Valley College Medicare Reps. Veteran’s affairs-Benefits Ombudsman Health Care Services Business Mentoring (SCORE) Police Department-Fraud/Scam prevention Transportation Question: Is the town going to pay providers to staff the space or do potential providers have to pay? #3: Community Partner Priority Criteria: Unduplicated service Reporting requirements Residency % of service utilization Commissioner Lead Transcribed Notes 2 ATTACHMENT 1 Funding needs/use Provider plan for space utilization Operational/Administrative needs/Footprint Noncommercial Responsive to community needs/Alignment to Senior Road Map Track record/community presence Commissioner Lead Transcribed Notes 3 ATTACHMENT 1 1. What near-term improvements would you like to see at the Adult Recreation Center/Interim Community Center to make the space more welcoming for all ages? Near-term improvements would be smaller-scale improvements such as improving signage or upgrading conference room technology for hybrid meetings. Larger-scale improvements would be more costly and would be reserved for the full remodel of the building in the future. Tonight’s discussion will focus on near-term improvements. If you are not sure whether your idea falls into the “near-term” category, please share it, and we will do our best to determine whether it would be most appropriate for the near-term or future. Some general improvement areas: • Replace large hall dividing doors - large hall space must be configurable (current door is reported to be broken) • Solution for table and chair storage - building partition wall in large hall for storage? • AV upgrades in conference rooms / large hall • Noise abatement in large hall • More secure storage in large hall ( repurpose patio for storage?) • Paint/refresh kitchen cabinets and counter • In-wall sound system in Large Hall • Pendant lighting in the lobby - easier to clean plus brighter light • Look for and fix water damage • Restroom upgrades - emergency lights in restrooms for power outage, sensors on sinks, toilets, soap, towel holders • Automatic door openers • Parking lot changes focusing on safety - lights, direction signs etc. currently parking lots are uneven and hence unsafe for seniors. Install cameras in the parking lot • More lighting, ramps, install cameras and handrails • Cover at the entry to protect against rain 2. What types of community partners and services would you like to see at the Adult Recreation Center/Interim Community Center? The Town is exploring providing space for community partners to provide services at the Adult Recreation Center in partnership with LGS Recreation. The intent would be to work with LGS Recreation to ensure there is minimal impact to existing programming, if any. This would mean there may be limited space available for community partners and the Town would appreciate feedback on which services should be prioritized. It is possible that multiple community partners could provide services on a rotation throughout the week to allow a variety of services using minimal space. • Do not disrupt existing activities, esp for seniors. Maintain the ability for seniors to meet at least 2 hours per week. • Partner with West valley Community Services - already serving Los Gatos, Support services like pantry, brown bag lunch • Envision it as a HUB - place to go for everyone including seniors as well as youth. Co-sharing concept - daily assignment to different organizations Commissioner Lead Transcribed Notes 3 ATTACHMENT 1 • Partner with CASSY to provide mental health services • Life-long learning opportunities - via speaker series or specific keynotes • Support Live Oak Nutrition - "Food with a friend". leverage kitchen and relationship with West Valley Community Services to provide food/nutritions • Potential partnership with "Too Good to go" App to provide food options to the needy at the center • Desk for RYDE program providing both service/information • Create Senior Lobby • Fund GRANT writer to seek grants for the center • Fund case manager/social worker • Youth centric space/activities for youths to hangout, with game consoles etc • Student nurses for basic health check like BP 3. What criteria do you believe should be used when selecting community partners and services? Since space will be limited, it is likely there will be more potential community partners than there is space available, even if they share the space on a rotational basis. Criteria will be used to evaluate community partners to select the top candidates. For example, criteria could include a requirement that they currently provide services to the Los Gatos community or that they are a nonprofit. • 501c(3) or JPA (Joint Powers Authority) • Prioritize if already serving Los Gatos or surrounding communities • Financial sustainability/solvency and be able to pay for the usage • Prioritize org with existing or commitment to create "Volunteer Support Base" to support services at the center