Staff Report1owN of MEETING DATE: 06/02/15
ITEM NO:
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COUNCIL AGENDA REPORT
DATE: MAY 21, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAGE
ON BEHALF OF THE YOUTH COMMISS7054
SUBJECT: REUSE OF THE VENUE
RECOMMENDATIONS:
The Youth Commission recommends:
1. The Town Council negotiate a lease agreement with KCAT for the re -use of the former
Venue building, located at 4 New York Avenue.
2. The lease with KCAT include terms that require a front meeting room, closed off from
KCAT equipment, that can be used by other youth friendly organizations for meetings,
with special consideration given to the Boy Scouts Troop 2 and the Los Gatos Youth
Theater.
BACKGROUND:
The Venue is a Town -owned property located adjacent to Los Gatos High School. The Youth
Commission, as directed by Town Council at the October 21, 2014 meeting, conducted a teen -
needs survey to identify after school needs for teens in the community. The survey included
questions relating to how the library is being used, where teens are going after school, interest in
a possible teen center, what the most important elements of a teen center would be, and the
busiest days and times at which teens would use a possible teen center. Additionally, the Youth
Commission analyzed the survey data and conducted a public brainstorming session at the
January 13, 2015 Youth Commission meeting. Public notices were posted for this meeting, and
potentially interested participants and stakeholders were noticed as well, including the Los Gatos
High School, Boy Scouts, service clubs, CASA, KCAT, and others. Six members of the public
attended this brainstorming session.
At the February 12, 2015 Town Council meeting, the Town Council voted to allow the Youth
Commission to issue a Request for Proposal for the re -use of the Venue and to bring
recommendations back to the Town Council. The Youth Commission drafted and issued a
Request for Proposal (RFP) for the re -use of the former Venue space, requesting that proposals
address the issues that were identified in the teen needs survey. This RFP went out to a broad
email distribution list, including: Boy Scouts, KCAT, LGSUHSD, LGUSD, LGS Recreation,
Reviewed by: UZf Assistant Town Man ager Town Attorney inance
060215 YCReuseofVeuueLRPFiscalRev.docz
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: REUSE OF THE VENUE
MAY 21, 2015
BACKGROUND (cont'd):
service clubs (Kiwanis, Lions, etc.), and all the Youth Friendly Businesses in Town on March
25, 2015. Additionally, this information was posted in the Los Gatos Weekly Times twice and
all information was posted to the Youth Commission webpage.
DISCUSSION:
In total, five proposals were received by the May 11, 2015 deadline. These proposals came from
KCAT, Los Gatos Youth Theater, Boy Scouts Troop 2 & Venue Troop 2, Los Gatos Music &
Arts, and the Friends of the Los Gatos Library (for storage shed only). The Youth Commission
reviewed these proposals at their May 12, 2015 meeting. The Commissioners completed a very
thorough process, analyzing the proposals and listening to public comment. The Commissioners
created graphs and charts on white boards to assess the proposals in accordance with the guiding
principles outlined in the RFP:
1. The re -use of the former Venue should benefit the youth of Los Gatos by addressing
the needs identified in the Teen Needs Survey (survey attached).
2. The re -use of the former Venue should uphold the guiding principles of the Youth
Friendly Business Program by creating a positive atmosphere, providing excellent
customer service for youth, and supporting youth in the community.
3. Remodeling of the space will be done in such a manner as to:
a. Meet ADA access requirements
b. Avoid imposition of higher building standards
c. Minimize potential environmental impacts
d. Minimize the operational and maintenance costs to the Town
e. Eliminate any existing safety hazard
f. Meet Town parking requirements
g. Incorporate green building practices as feasible
4. Community collaborations and partnerships shall be explored.
5. Creative ways to use the space for multiple purposes shall be encouraged
The Youth Commission determined that the proposal submitted by KCAT most fully embraced
all of these guiding principles. For this reason, the Commission recommends that the Town
negotiate a lease agreement with KCAT for the re -use of the former Venue building.
As part of the negotiation, the Commission further recommends that the draft lease with KCAT
include terms that require a front meeting room, closed off from KCAT equipment, that can be
used by other youth friendly organizations for meetings, with special consideration given to the
Boy Scouts Troop 2 and the Los Gatos Youth Theater. The Boy Scouts and Youth Theater also
provided proposals that met many of the guiding principles set forward by the Youth
Commission. Once a draft agreement is completed, it will come to Council for approval.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: REUSE OF THE VENUE
MAY 21, 2015
CONCLUSION:
The Youth Commission provided a thoughtful, data -driven analysis of all proposals submitted
for the re -use of the property at 4 New York Avenue. The recommendations presented by the
Youth Commission in this report reflect the information from the teen needs survey, representing
nearly 400 Los Gatos teens.
ALTERNATIVES:
Instead of the recommendations outlined above, the Council could choose to:
A. Review the Request for Proposals (Attachments 4 through 8) and select an organization
or organizations with whom to enter into lease negotiations for use of the former Venue
building at 4 New York Avenue.
B. Negotiate with all organizations who submitted proposals to create a multi -use facility.
The Youth Commission is not recommending these alternatives because KCAT met the pre-
established guiding principles included in the RFP.
ENVIRONMENTAL ASSESSMENT:
The Council's discussion of this matter is not a project defined under CEQA, and no further
action is required.
FISCAL IMPACT:
As the Town enters negotiation on the lease, the Town is not offering fiscal support. Town
Council could consider the lease of this property to KCAT in ongoing negotiations with KCAT
for services, such as in kind services by KCAT for the use of the property or charging KCAT for
the lease of 4 New York Avenue.
Attachments:
1. Request for Proposal
2. Venue Building Plans
3. Teen Center Survey Results
4. Proposal from KCAT
5. Proposal from Los Gatos Youth Theater
6. Proposal from Boy Scouts Troop 2 & Venue Troop 2
7. Proposal from Los Gatos Music & Arts
8. Proposal from the Friends of the Los Gatos Library (for storage shed only)
Distribution:
Youth Commission