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Proposed Community/Senior Center Project
September 19, 2023
City of Placentia Demographics
• The City of Placentia is 6.6 square miles
• According to the Southern California Association of Government's (SCAG) 2019 Local Profile of the City of Placentia Report, between 2000 and 2018, 65+ age group represented the City's the largest increase, growing from 9.1% to 13.8%
• Of all Placentia demographic age groups, the 65+ added the most population • This population segment, is anticipated to grow further over the next 5-10 years • Data and statistics indicate that the City's population has scientifically changed during the last 50 years and will continue to grow, further depicting a need to provide programs and an adequate location, that will enhance the quality of life for residents and seniors within the community
Community Needs
• The City of Placentia is one of oldest cities in Orange County, which is largely built out with limited open space
• The City does not have an existing building that is large enough to accommodate large groups, community meetings or gatherings
• The current make shift Senior Center is housed in a 100 -year-old building, with a square footage of 4,732. The inadequacy of the building, does not provide the ability to properly serve our residents and seniors
• As a comparison, the Yorba Linda Community Center which houses their senior citizen programs, has 315 parking spaces and is 28,000 sq. ft. in size
Community Needs continued
• The city of Placentia's largest community center facility is the Backs Building which is 4,600 sq. ft.
• Facility was built in 1970 when Placentia's population was nearly 25,000, current population is 51,800
• Adjacent cities' Community Center/Senior Center buildings range in size from 28,000 sq. ft. to 60,000 sq. ft.
• Based upon demographics and lack of existing facilities, the proposed dual purpose center of 36,000 sq. ft. is needed to properly serve our residents and growing senior population • Our facilities are old and existing parks and open space do not have the capacity to house a facility of this size
Goals of a Proposed Community Center/Senior Center
• Construct a state-of-the-art facility where seniors can have congregate meals, fitness programs, social programs, dances, lectures, special events, etc. Currently, the majority of our Senior population are either traveling to other City facilities or are homebound • Construct and program a state-of-the-art facility where residents can participate in recreational programs such as youth classes, fitness programs, educational seminars, that benefit community and regional residents
• Build the facility in a location which has enough open space and is ideally located to serve residents within all council districts
• To the extent practical, ensure programs/services provided are revenue neutral
Project Background
• The Parks Initiative was presented to the City Council and adopted on May 18, 2021 • City Council authorized the formation of the Blue -Ribbon Committee on July 20, 2021 and on September 7, 2021 the City Council approved Resolution No. R-2021-54 formally establishing the Blue Ribbon Committee • The Blue -Ribbon Committee was instrumental in the selection process of the Architectural Firm that was selected to design the proposed Community Center/Senior Center. They reviewed and evaluated the proposals and participated in the consultant interviews to make a final recommendation to City Council • On September 20, 2022, the city entered into a Professional Services Agreement (PSA) with Group 4 Architecture for 35% complete architectural and engineering design services
Project Background Continued
• It was determined that Tri -City Park would be the most ideal site, given the availability of land, and surrounding recreation amenities such as lake and parking • The lease agreement for the use of the land at Tri -City Park was formally approved by the City Council on October 18, 2022 and at the Orange County Board of Supervisors meeting on November 29, 2022 • The City was granted a 99 -year lease for use of 2.25 acres of land to construct the facility at no cost, to the city during this term. This land lease is believed to be of significant real estate value, at several million dollars
Blue -Ribbon Committee and Staff Site Visit
The Blue -Ribbon Committee with support from City Staff has conducted visits to other Community/Senior Centers and providing input design concepts with Group 4. Site visits include the following cities:
City of Aliso Viejo
City of Brea
City of Buena Park
City of Burlingame
City of Cerritos
City of Downey
City of Fullerton
City of Palo Alto
City of Yorba Linda
Comparison of Facilities
Placentia
Senior
Center
Backs
Community
Building
Brea Community
Center
Yorba Linda
Community
Center
Fullerton
Community/
Senior Center
Facility size
4,732 sq. ft. 4,600 sq. ft.
51,00 sq. ft.
28,000 sq. ft. 60,000 sq. ft.
Community Hall
size
1,254 sq. ft.
2,247 sq. ft. 5,000 sq. ft.
4,018 sq. ft. 4,446 sq. ft.
Parking spaces 6
44 Approx. 241
315 Approx. 202
7 Comparison n{ °rogramming at other Facilities
Hours of
Operation
Price
Arts/Crafts
Monday — Friday:
8:00 a.m. — 3:00 p.m.
No Fee
• Crazy Crafts w/ Leslie
• Crazy Crafts & Coloring
Therapy
Fitness/Health • Better Balance Health
• Table Tennis
• Zumba Gold
• Blood Pressure Monitoring
City of Fullerton
Monday — Friday:
7:30 a.m. — 9:00 p.m.
Saturday: 7:30 a.m. — 3:00 p.m.
Sunday: 12:00 — 3:00 p.m.
City of Yorba Linda
Monday — Friday:
8:00 a.m. — 4:00 p.m.
$10.00 year membership $10.00 year membership
• Needlecraft Service Group
• Creative Coloring Connection
• Photography
• Walking Group
• Yoga & Pilates
• Alzheimer's Caregiver Support
Group
• Fit & Healthy
• Watercolor
• Oil Painting
• Knitting, Crochet,
Needlecraft
• Eccentrics Gentle Stretch
• Tai Chi
• Chair Yoga
• Healthy Balance
• Line Dancing
Use of Neighboring Facilities by Placentia Residents
CITY OF BREA
Use of Brea Senior Center programs
within past year by Placentia
residents:
• 162 participants in the Friday
Lunch Program
• 251 participants in
Parties/Holidays
• 15 participants in the Travel
Group Program
• 21 participants in the Senior
Grocery Program (since May
2023)
• 48 registered participants at the
Brea Senior Center since 2021
(5% of total participants)
\,
CITY OF YORBA LINDA
Use of Yorba Linda community
facilities within the past year by
Placentia residents:
• 220 Placentia households
reserved a facility and/or
participated in an activity
• $22,000 in registration
revenue from Placentia
residents
• $44,000 in total revenue
from Placentia residents
1 CITY OF FULLERTON
Use of Fullerton community
facilities within the past year by
Placentia residents:
• 137 Placentia residents
participate in our
programming at FCC.
• 16 Placentia residents utilize
the rental spaces in Fullerton
Group 4 Presentation
Operational Plan
• Relocate existing Community Services administrative operations from City Hall to Center • Existing Community Services Budget will continue to be in effect • Existing Senior Center programs will be relocated to the new center with current staffing levels • Regardless of relocation, CS is currently budgeted and will remain in general fund • Increase staffing by (2) Full time employees and (5) Part time employees for the proposed center:
FT Facility Coordinator
FT Custodian
Part time: Custodian(1), Clerical Aide(1), Senior CS Leaders(1), CS leaders(2) • Staff will continue to evaluate the most effective method to meet the janitorial needs of the Center, either through internal staffing or through a contracted service provider
Operational Plan continued
• Staff is recommending a third party operator to manage, market, book, staff all aspects for running the event center
• The proposed cafe operated indoor/outdoor will allow patrons of the park and facility to utilize the cafe for refreshments
• Staff is recommending a local Placentia business to be a third party vendor to operate and manage the cafe at a leasing fee consistent with the market rate
• Increase community youth/adult classes and programs within proposed facility such as fitness, dance, culinary, arts and technology
• Facility to be used for community to host meetings, special events, holiday events, etc.
Placentia Rotary, Chamber of Commerce, City Events, State of the City • Community room to facilitate large community gatherings over 300 people • City trainings for all City departments could be accommodated • Other rooms within proposed Center will increase the cities revenue as additional rental space
Organizational Chart
(2) Clerical Aide
Eddie Rodriguez
Maintenance
Worker
Facility
Maintenance
Worker (2)
Daniela Escobedo
Administrative
Assistant
Karen Crocker
Community Services
Director
Veronica Ortiz
Deputy Director Community
Services
Aileen Munoz
Coordinator
1 Program
Coordinator
1 Senior Lifeguards
Lifeguards
Cynthia
Alvarez
Coordinator
1 Program
Coordinator
1 Senior Specialist
Senior Leaders
CS Leaders
(2) Clerical Aide
Felipe
Matt Brand Zambrano
Coordinator Coordinator
1 1
Program Senior Specialist
Coordinator Specialist
1 Senior Specialist
CS Leaders
Senior Leader
Field Ambassadors
1 CS Leaders
Senior Leader
Maddie Villapando
Management
Analyst
Facility Coordinator
Cafe Vendor
1 FT Janitorial (1)
PT Janitorial (1)
Or Janitorial
Contracted Services
New Positions:
Full Time: Facility Coordinator
Full Time: Janitorial (possible)
Part Time:
Janitorial (possible)
Senior Leader
CS Leaders
Clerical Aide
PART TIME
Senior Leader (1)
CS Leaders (2)
Clerical Aide (1)
Financial Analysis
• The Community Services Department current budget is $3.3 million. • The proposed increase for the proposed Center is an estimated range between $381,500 - $401,500. • This estimated range includes the following:
Staff salaries and benefits: $236,000 includes janitorial staffing Scenario 1: Internal janitorial staffing in the amount of $97,800 Scenario 2: Janitorial contract services in the amount of $127,000 • Landscape maintenance contract: $45,000 - $55,000
• Janitorial supplies: $10,000 - $20,000
• Estimated utilities: $90,500 (based upon solar panels, as required by green building code) • Based upon review, Staff is estimating these figures from the Placentia finance department, City of Diamond Bar Center, City of Yorba Linda and City of Burlingame. These facilities are share some similarities to our proposed center.
• Should the City Council approve the design to 100%, Staff is recommending that a third -party consultant assist Staff with preparation of an inclusive future maintenance and replacement plan. This plan would include costs for roof repair/replacement, carpet/tile replacement, painting, concrete repair, landscaping, electrical, plumbing, and depreciation, etc.
Revenues/Expenditures
• or mizr—r Cr
• Estimated Community Services
Department revenue for proposed
Center will range from $571,640 to
$1,170,640 from Years 1 to Year 3.
• This net revenue would not be
assigned to any particular purpose.
This net revenue could be used to
fund replacement and or
maintenance for the new center, as
well as other park improvements
needed throughout the City. Staff
would return to the City Council to
request policy direction for the use
of this net revenue.
Community Hall/Event
Center
Classes
Meeting/Multipurpose
rooms
Total Revenue
Expenditures
Net Revenue
$300,000
$500,000 $800,000
$20,640
$21,466* $22,325*
$151,000
$200,000 $200,000
$100,000
$150,000 $150,000
$571,640
$871,466 $1,172,325
$401,500* *
$421,575*** $442,653***
$170,140
$449,891 $729,672
*Based upon 4% increase in lease rate per year
**Based upon highest range
***Based upon 5% cost of living increase and inflation
gri
Proposed Event Center Options
• Staff has identified two options of operating the
7,300 sq. ft. proposed Community Hall/Event
Center
• The first option is internal department operated
and the second option is utilizing a third -party
vendor
• After visiting and exploring different municipal
community centers, Staff is recommending
contracting with a third -party vendor to operate,
manage, market, and staff the proposed
Community Hall/Event Center
• The recommendation is based upon the ability to
maximize the potential revenue to be made at the
facility
• Staff found there is a greater potential for net
revenue generation by utilizing a third -party
vendor for the operation of the Community
Hall/Event Center
Aliso Viejo
Diamond
Bar
Downey
Yorba
Linda
Operation
type
Contracted
Internal
Contracted
Internal
City
Operation
Revenue
City Operation
Expenses
$920,000
$758,250
$400,000
$300,000
$50,000 - $150,00
$1,647,850
$30,000
$925,000
+ $770,000
- $889,600
+ 370,000
- $625,000
Capital Donor Program/Other Sources for Capital
• A part of the capital funding needed to construct the community center, Staff is recommending the establishment of a donor program. Potential donor options may include opportunities such as, naming rights of individual room and or the Community Hall/Event Center, displays on a donor wall in a prominent location within the facility and the utilization of online donation platforms.
Should the City Council proceed with the proposed project, Staff is recommending to hire a third - party fundraising consultant to help with this effort.
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Capital Donor Program/Other Sources for Capital
• The City may explore potential grant opportunities for funding. Since 2019, the City has been successful in obtaining $1,675,500 in grant funding for Park/Facility improvements. Funding was awarded by The California Department of Parks and Recreation and St. Jude Medical Center • Furthermore, the City has been successful in obtaining Federal and State earmarks for the following projects in 2022:
Descriptio
Federal Earmark for the Golden Avenue Bridge Replacement Project Caltrans Public Art Grant for the 57 Freeway Interchange SB2 State Planning Grant for Planning Projects
State LEAP Grant Funding Chapman Corridor Zone Change
Project Safe Neighborhoods Grant for Five Police Officers Proposition 69 Funds for the Public Safety Evidence Facility $2,200,000
$650,000
$160,000
$150,000
$537,160
$132,000
Fiscal Impact
• There is no fiscal impact at this time associated with the review of the 35% conceptual design and proposed Business Plan of the Center.
• Should the City Council proceed with the recommended actions, Staff will prepare Amendment No. 1 of the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design level for the proposed Center for a not -to -exceed amount of $1,395,000. Amendment No. 1 will be provided for approval to the City Council at the October 3, 2023, meeting
• Funding to be utilized for Phase II of the project shall include a $500,000 grant from 4th District Supervisor Doug Chaffee's Office, a $600,000 donation from Toll Bros., and $295,000 from the Fiscal Year 2023-2024 General Fund Capital Improvement Projects Fund • Collectively, the donation and grant funds represent approximately 80% of the funding needed to complete the 100% design. Therefore, sufficient funds exist for the recommended actions
Staff Recommendation
It is recommended that City Council take the following actions:
• Receive and file the Community/Senior Center Project presentation and Business Plan and provide Staff and the Blue -Ribbon Committee with feedback; and • If approved, direct Staff and the Blue -Ribbon Committee to proceed with 100% complete architectural and engineering design documents for the proposed Community/Senior Center; and • If approved, direct Staff to prepare Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research + Planning Inc. to be brought back at the October 3, 2023 City Council Meeting; and
• If approved, direct Staff to proceed with retaining a fundraising consultant to establish a donor program as outlined in the proposed Business Plan
Next Steps
• Prepare Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research + Planning Inc. to be brought back at the October 3, 2023 City Council Meeting • Meet with County Staff regarding concept design
• Blue -Ribbon Committee to continue to work with City Staff and Group 4 to finalize the 100% design, engineering and construction documents
• Prepare and finalize all CEQA documents
• 100% design, engineering and construction documents to determine the project cost to construct the proposed Community/Senior Center
• Staff to prepare RFP to solicit a consultant for the purposes of fundraising and donor program • The 100% design and projected construction cost to be presented at the June 2024 City Council meeting
Questions & Comments