AGENDA#4o

 

                         MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Renewal of Lease for Old Municipal Building

 

DATE:             January 10, 2000         

 

The attached resolution would authorize a new lease agreement with the Inter-Faith Council for use of the Old Municipal Building as a shelter for the homeless and a community kitchen for a period of two years. 

                                                                BACKGROUND

 

The current lease agreement, which included a two-year term with a provision for a subsequent two-year term, was approved by the Council on March 2, 1998; however, a review of the Town records confirms that this lease was never fully executed.  The proposed new lease would be for the period beginning on February 1, 2000, and ending on January 31, 2002, with a provision for another two-year extension.  (Please see attached lease).  Minor changes in the proposed lease have been made to reflect the new dates.  All other provisions would remain unchanged.

 

Under the proposed lease agreement, the key responsibilities assigned to each party are as follows:

 

Duties of the Inter-Faith Council (IFC)

 

·        Pay for all telephone and cable television services in the leased premises.

 

·        Provide all routine janitorial services for the leased premises.

 

·        Ensure that the leased premises are maintained and operated in a safe and sanitary manner.

 

·        Comply with all applicable statutes and provisions relating to occupancy by a certain number of persons, building code provisions for kitchens, fire regulations and provisions governing food preparation and handling; take reasonable precautions to prevent damage to the leased premises from fire and other causes, and to prevent bodily and personal injury.

 

·        Be responsible for all necessary staffing, programming and operations of the shelter for the homeless; be responsible for all necessary staffing, programming, operations and maintenance of the community kitchen and its associated equipment.

 

·        Provide all equipment necessary for program operations.

 

 

 

·        Submit all plans for building alterations or renovation, both interior and exterior, to the Town for prior approval.

 

Duties of the Town of Chapel Hill (Town)

 

·        Pay for all utilities (except telephone and cable television services) for the leased premises

 

·        Provide routine and extraordinary maintenance and repair of the leased premises (exclusive of the kitchen and its associated equipment), parking lot of the Old Police Building, exterior of the Old Police Building and heating, plumbing and electrical systems; the Town will not provide janitorial service for the leased premises

 

·        Assist with, review and approve all alteration or renovation plans for the building, both interior and exterior

 

·        Administer bidding and contracting procedures for alterations, renovations and improvements in accord with applicable statues and grant procedures when the Town has applied for and received local, state or federal grant funds to be used in conjunction with the Human Services Center.

 

As required by N. C. General Statute 160A-272, a notice of intent to execute this lease extension was published in the December 29, 1999, edition of The Chapel Hill News.

 

                                                                  DISCUSSION

 

The Town of Chapel Hill offered the Inter-Faith Council the use of the Old Municipal Building in 1985.  Since the renovation in 1989, the Inter-Faith Council has offered 24-hour shelter services for the homeless.  They also provide about 80,000 hot meals annually.  The Inter-Faith Council for Social Services calculates that 95% of the food used for its meals is donated by local businesses, groceries and individuals.  Between the communities of Chapel Hill and Carrboro, volunteers contribute approximately 51,000 hours of service in a variety of ways, including medical clinics, social service assistance, clothing, transportation, Alcoholics Anonymous meetings, literacy assistance and child services.

 

We understand that the IFC may be considering moving its shelter and kitchen operations.  However, because there is no timetable for such a move and because the proposed lease has a provision for 120-day notice of cancellation, we believe that a lease should be in place.

Recommendation:  That the Council adopt the attached resolution authorizing the lease agreement for the old Municipal Building for use as a shelter for the homeless for a period ending January 31, 2002.

 

2 attachments:  

1. Resolution (page 3)

2. Renewal Lease Agreement (begin new page 1)

 

A RESOLUTION AUTHORIZING A LEASE FOR OLD MUNICIPAL BUILDING FOR USE AS A SHELTER FOR THE HOMELESS (2000-01-10/R-14)

 

WHEREAS, the Council of the Town of Chapel Hill, on March 2, 1998, authorized the Town Manager to enter into a lease for the Old Municipal Building for use as a shelter for the homeless;

 

WHEREAS, the term of said lease was for two years, ending on December 31, 1999; and

 

WHEREAS, Inter-Faith Council for Social Services, Inc., originally entered into a lease with the Town for the Old Municipal Building on December 1, 1990, and has requested that the lease be renewed; and

 

WHEREAS, a notice of intent to execute this lease extension was published in the December 29, 1999, edition of The Chapel Hill News to satisfy the requirements of N. C. General Statute 160A-272;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to enter into an agreement for the lease to the Inter-Faith Council for Social Services, Inc., for the Old Municipal Building at 100 West Rosemary Street, for use as a shelter for the homeless and community kitchen, for a period beginning on February 1, 2000 and ending on January 31, 2001, said agreement to contain language substantially the same as contained in the attached lease agreement.

 

This the 10th day of January, 2000.