CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: October 2, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Kenneth Chapa, Director of Economic Development
Department: Economic Development
Subject: Lease Agreement with Casa Ramona, Inc., Regarding 1543 W. 8th Street, for an Interim Animal Shelter
Supportive Services Center (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-209:
1. Approving the Lease Agreement with Casa Ramona, Inc. for 1543 W 8th Street, San Bernardino, California, for an Interim Animal Shelter Supportive Services Center; and
2. Authorize the City Manager to execute the Lease Agreement between the City of San Bernardino and Casa Ramona, Inc.
Executive Summary
The recommended action will initiate a one (1) year Lease between the City of San Bernardino and Casa Ramona, Inc., for approximately 7,175 square feet of office space that will serve as an Interim Animal Shelter Supportive Services Center. The Lease is intended to provide critical services to the animals currently housed at the City of San Bernardino Animal Shelter and promptly mitigate overcrowding issues while the current facility undergoes renovation. The services provided by the Interim Center will include segregated climate-controlled animal housing, basic medical services, and adoption preparedness.
Background
Casa Ramona Inc., owns a commercial office building, located at 1543 W 8th Street, San Bernardino, California, that was previously leased by the County of San Bernardino as a mental health facility. The property consists of two suites totaling approximately 7,175 square feet of space and occupies approximately 1.30 acres of land. Casa Ramona Inc. is a community-driven non-profit organization located in the City of San Bernardino, California. Their mission is to uplift and enhance the local community through a variety of educational and social service programs.
The Animal Services Department has an urgent need for an Interim Animal Shelter Supportive Services Center to address critical care services for the animals currently housed at the City of San Bernardino Animal Shelter due to an influx of animals associated with the Regional Partnership Agreement. The property located at 1543 W 8th Street will provide a climate-controlled shelter with sufficient space to house approximately 100 dogs and 150 cats. Casa Ramona, Inc. is amenable to a short-term lease with the City that will provide sufficient time for renovations to be completed at the current facilities.
On April 17, 2024, the Mayor and City Council approved the allocation of $4,000,000 in funding for necessary shelter renovations associated with the Regional Partnership agreement with the cities of Colton, Fontana, Grand Terrace, Loma Linda and Rialto.
Discussion
On August 27, 2024, Staff completed a site visit to the Casa Ramona, Inc. facility located at 1543 W. 8th Street, San Bernardino, CA. The site was identified as a viable location that is ideal to address the immediate need for animal care services and quickly mitigate overcrowding at the Animal Shelter. The site was previously utilized as mental health facility and includes several exam rooms with functional sinks. The layout of the facility, specifically two separate entrances and individual rooms, is ideal to separate various animals according to Staff needs.
Staff intends to house approximately 100 dogs and up to 150 cats at the site. This will enable the Animal Services Department to expand capacity and reduce the number of dogs being housed per kennel. In reviewing the average dog population since the beginning of the regional partnership in July 2024, staff estimates that this expansion will enable the Department to house an average of 1-2 dogs per kennel at all locations, reducing stress and overcrowding at the current facility.
The immediate availability of the site, along with the favorable floor plan and sizable outdoor area, including space for an outdoor play yard as well as sufficient parking spaces to accommodate both staff and visitors, makes this site a strategic location for Animal Services to launch community services within the immediate area. Once construction is completed at the current shelter site, staff will transfer the animals from the Interim Shelter facility to the main campus, ending the lease agreement.
On September 3, 2024, a second site meeting was conducted with Facilities to ascertain any needed tenant improvements. It was determined that minimum tenant improvements were necessary. The proposed lease terms are one year @ $1.50 per square foot with a month-to-month conversion option at the end of year one. A breakdown of all associated costs of the Interim Animal Shelter Supportive Services Center includes:
Yearly Lease Expense: $129,156
Security Deposit: $2,500
Tenant Improvements:
Floor Mounted Clinic Sink $15,000
Charcoal Air Filters $20,000
Acrovyn Wall Protection $50,000
Total: $216,656
The proposed tenant improvements are limited in scope and include the installation of a clinic sink for the disposal of animal waste, the installation of Acrovyn wall protection in all exam rooms and hallways, and the installation of charcoal air filters to mitigate odor and bacterial exposure.
The cost for the lease of the facility, as well as all tenant improvements, will be reallocated from the $4,000,000 in funding previously approved by the Mayor and City Council on April 17, 2024, for animal shelter improvements associated with the Regional Partnership agreement. Each of the cities in the Regional Partnership will pay for their portion of the cost associated with this project based on their share of costs.
The City’s portion of this cost is approximately $110,561.
Staff is recommending that the Mayor and City Council approved the proposed Lease Agreement with Casa Ramona, Inc., for the property located at 1543 W 8th Street, to serve as an Interim Animal Shelter Supportive Services Center. 2021-2025 Strategic Targets and Goals
The approval of the Lease Agreement is consistent with Key Target No. 2b: Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness. The Lease will provide streamlined services for the animals and community in need.
Fiscal Impact
There is no fiscal impact to the General Fund associated with this item. The funds will be reallocated from the Animal Shelter Improvement Contingency Fund for FY 24/25 in the amount of $216,656. The FY 24/25 budget will be updated to match the amount required for the Lease Agreement with Casa Ramona, Inc. A complete list of the total estimated costs associated with the proposed Lease may be found in the Discussion section of the report herein.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-209:
1. Approving the Lease Agreement with Casa Ramona, Inc. for 1543 W 8th Street, San Bernardino, California, for an Interim Animal Shelter Supportive Services Center; and
2. Authorizing the City Manager to execute the Lease Agreement between the City of San Bernardino and Casa Ramona, Inc.
Attachments
Attachment 1 - Resolution No. 2024-209
Attachment 2 - Lease Agreement with Casa Ramona
Ward:
First Ward
Synopsis of Previous Council Actions:
None