[Council Communication]  [Attachments]

Council Communication

Title:	The Grove
Dept:	Administration
Date:	May 18, 2004
Submitted By:	Ann Seltzer, Management Analyst
Approved By:	Gino Grimaldi, City Administrator

Synopsis:	At the April 6 meeting, council reviewed the recommendation of the ad hoc Grove Committee. There was discussion about a number of issues including: mixing social services with recreation, estimated costs to the City to maintain the Grove and run it as a teen center, where the money would come from, opening/renting the facility to other activities during non-teen hours, asking the Parks Department to run a teen center versus issuing an RFP for an independent organization and if the City is ready to take on this commitment at this time. Recently a group of recreation and social service providers in the valley met to discuss the Grove and the ad hoc committee recommendation. The group included representatives from the YMCA, United Way, Community Works, Ashland School District, On-track, Methodist Church (representing the faith community), Mayor DeBoer, Councilor Hartzell and city staff. There was discussion about whether teen recreation and social service needs were already being met, mixing social services with recreation, whether a teen center should be paid for with public dollars or private dollars, what worked in the Grove and what did not work. Generally the group agreed that Phase I of the ad hoc committee recommendation was a good approach but that it should not include social services for at least three years allowing time for the Grove to establish a proven track record before approaching funding agencies with grant requests. The group did not support issuing an RFP for an independent provider. Currently, the Grove is being used by city departments for training and some meetings. The City has purchased tables and chairs, basic audiovisual equipment, microwaves and a refrigerator.
Recommendation:	Discussion of the options is suggested.
Background:	Over the course of five meetings the committee completed their charge and submitted a recommendation to the council. At the regular council meeting on December 16, 2004 the council agreed to establish an ad hoc committee to evaluate the Grove. The charge of the nine-member committee was to: "...identify the needs of the undeserved youth in the community, to identify a list of providers, to identify a range of options for responding to those needs and bring the options and a recommendation back to the city council..." Committee Members: Sam Groveman, Jan Janssen, Tom Cole, Angelina Kohler, Merry Vediner, Aaron Harris, Mark Schoenleber, Cate Hartzell, Alan DeBoer Since the December 16 meeting, HUD has agreed to accept a pledge from the City to reimburse the CDBG funds no later than August 1, 2004. As such, HUD restrictions on activities in the Grove no longer apply. Attachment III is the Summary Report of the ad hoc Grove committee. The report lists the needs of youth in the committee, the list of providers and a range of options all identified by the committee. The final recommendation of the committee was derived from the range of options. Options: The Ad Hoc Committee discussed the first two options. The Ad Hoc Committee did not discuss the third option. 1) Committee Recommendation 0000Phase I 0000Adopt the ad hoc committee recommendation as is. Parks and Recreation will manage the Grove as is done currently for the Community Center and Pioneer Hall and in conjunction with a Teen Board and implement teen oriented programs and services. Parks will assume responsibility for the building and make programming decisions in conjunction with a Teen Board. Estimated costs: $42,000 for basic maintenance and utilities plus staffing and programs. Estimated revenue: $35,000 (based on current combined revenue of the Community Center and Pioneer Hall). 0000Phase II 0000Once the new Community Organization is formed, Parks would transition the established programs to a newly formed Community Organization. The new organization would develop integrate recreational and support systems for teens. Later, the Community Organization will assume responsibility and program decision-making for the facility. Estimated costs to the City: Unknown. 2) Independent Contractor/Teen Center Issue an RFP for an independent provider to run the Grove as a teen center. Possible providers include the YMCA and Youth for Christ. These are the only two organizations staff is aware of that have expressed interest in operating the Grove. The YMCA has made it clear that they would not be interested in providing services for teens exclusively but rather for a range of ages. The City would have to determine what amount if any it was willing to underwrite. Staff has not researched or identified other possible providers. The independent contractor would assume responsibility and program decision-making for the facility. Estimated cost to the City: Unknown. This alternative was discussed by the Ad Hoc Committee but was not selected. 3) Teen Center Ask the Parks and Recreation Commission to operate the Grove and provide teen recreation programs and make the Grove available for community use during non-teen use. This differs from the committee recommendation in that there is not a transition to a coalition of community organizations. Parks would assume responsibility and program decision-making for the building. Estimated costs: $42,000 for basic maintenance and utilities plus staffing and programs. Estimated revenue: $35,000 (based on current combined revenue of the Community Center and Pioneer Hall).
Fiscal Impact:	Don Robertson, Parks and Recreation Director is preparing a hypothetical budget for operating the Grove as a teen center. Don will present that information at the council meeting on May 18. It is not included in this packet. Note: A proposal to operate the Grove has not been presented to the Parks and Recreation Commission and would require their support before moving forward. Basic maintenance and utilities in the Grove is approximately $42,000 per year. That amount is not included in the 2004-2005 budget. Should council move forward with one of the options listed above, a budget adjustment is needed.
Attachments:	•   The Grove Attachments 000 I. Minutes ad hoc Grove committee II. Recommendation from the ad hoc Grove Committee III. Summary Report ad hoc Grove committee IV. Comments from social service and recreation providers at the May 3 meeting V. Letter from Patti Busse VI. E-mail from Carolyne Ruck VII. Request from Don McMillan VIII. List of community requests to use the Grove. •  Exhibits submitted at Council Meeting

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