1989-1113_SYCAMORE PLAZA LTD._Agr to Renew Lease0 0
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AGREEMENT TO RENEW LEASE
THIS AGREEMENT constitutes a renewal of the Lease dated
NnvpmhA t'ir19R9 , between CITY OF SAN J13AN CAPISTRANO ,
TENANT, and SYCAMORE PLAZA, LTD., LANDLORD, for a period of ONE
year(s), commencing NAvamhar IS 1990 , and terminating
November 14, 1991
TENANT and LANDLORD agree that the same terms and conditions
shall exist and apply to this renewal as in the original lease, and
in accordance with said original lease, an increase in the rental
rate shall become effective November 15, 1990 The total
rent due for the term of this lease shall be Eleven -Thousand, Five -Hundred
Forty -Four & 00/100 ($
11,544.00
) , payable
in monthly
installments of Nine -Hundred Sixty
-Two & 00/100
($ 962.00
Dated: November 20, 1990
SW.V40 '7
By:
Stephen B. Julian, City Manager
,ORIGINAL
L E A S E
THIS LEASE, dated November 13, 1989 , for
reference purposes only, is made by and between SYCAMORE PLAZA,
(herein referred to as "LANDLORD"), whose mailing address is
32118 Paseo Adelanto, Suite 12AR, San Juan Capistrano, California,
92675, and
CITY OF`SAN JUAN CAPISTRANO
(herein referred to as "TENANT").
LANDLORD hereby leases to TENANT, and TENANT hires from
LANDLORD, for the purpose of conducting therein a
OFFICE FOR THE PLANNING DIVISION OF THE DEPARTMENT OF COMMUNITY
PLANNING AND DEVELOPMENT
and for no other purposes, those certain premises with the
appurtenances, situated in the City of San Juan Capistrano,
County of Orange, State of California, and more particularly
described as Suite No. 9a_� consisting of approximately
680 square feet of ub lding area within the multi -tenant
commercial industrial building known as 32118 Paseo
Adelanto, San Juan Capistrano, California.
The term of this Lease shall be for one year
commencing on the. 15th day of November , 1989, and
terminating on the 19th day o -November 90
LANDLORD and TENANT agree:
There will be a minimum rental change of five percent (58)
per year. There will be a maximum rental change of nine percent
(9%) per year,. The determination of an increase greater than
five percent ,(5B) will be made by using the U.S. Bureau of Labor
Statistics, Consumer Price Index (Los Angeles -Anaheim area), pro-
vided the change in said index varies more than five percent (5%)
from the index as of the date of execution of this Lease, which
is considered the base index; and from time to time thereafter as
such index further deviates by five percent (58) or more from
said base index, but not to exceed nine percent (98) in anv one
year.
The procedure for such.adjustment shall be as follows:
1. Determination of index point change by substracting
the current Consumer Price Index (CPI) from the
Previous CPI;
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2. The index point difference is divided by the previous
index. The results are multiplied by 100, giving the
percent change;
3. The precent change is multiplied by the current rent,
thus giving the rental increase.
RENTAL AMOUNTS:
THE.TOTAL RENT DUE FOR THE TERM OF THIS LEASE SHALL
men Thn„sand Nine Hundred Ninety -Two Dollars ($10,992.00
plus any CPI figure changes as outlined in this Rental Agreement.
Payment of rental sums shall be made in lawful money of the
United States of America, which TENANT agrees to pay to LANDLORD
in installments as follows:
RENT SHALL BE payable on the 15th day of each calendar
month, in advance, in monthly insta ments of:
dyne Hundred Sixteen Dollars ($.916.00 ),
for t e first year.
THE SECOND YEAR, the monthly installments shall be:
N/A ($ ).
7;�hich includes the basic rent plus five percent (5%).
THF THIRD YEAR, the monthly installments shall be:
N/A ($ ).
which includes previous years monthly rate plus five
percent (58).
THE PARTIES FURTHER AGREE:
1. Security Deposit. TENANT shall pay to LANDLORD as a
Security Deposit the sum of Nine Hundred Sixteen Dollars
($ 916.00 ) as follows: payable prior to occupancy -
2. Grace Period. Monthly rental installments are'due on the
day of each calendar month during the term of this lease. TENANT
is hereby granted a grace period of ten (10) days in which to deliver
said monthly installments to LANDLORD. LANDLORD and TENANT agree
that TENANT shall pay to LANDLORD as additional rent a late charge
of $5.00 per day for every 24-hour period that any monthly rental
installment remains delinquent and unpaid after the expiration of
said period.
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3. Waste, Nuisdnce, Alterations. Tenant shall not commit, or suffer to
be committed, any waste upon said promises. or any nuisance or other act nr
thing which may disturb the quiet enjoyment of any other tenant in the building
in which the demised premises may be located, or any adjacent building of
Landlord. Tenant shall not make, or suffer to be made, any alterations of the
said premises, or any part thereof, without the written consent of Landlord
first had and obtained, and any additions to, or alterations of, said premises,
except movable furniture and trade fixtures shall become at once a part of the
realty and belong to Landlord.
4. Abandonment. Tenant shall not vacate or abandon the premises at any
time during the term; and if Tenant shall abandon, vacate or surrender said
premises, or be dispossessed by process of law, or otherwise, any personal
property belonging to Tenant and left on the premises shall be deemed abandoned,
at the option of Landlord, except such property as may be mortgaged to Landlord.
5. Maintenance and Repairs. Tenant shall, at its sole cost, keep and
maintain said premises and appurtenances and every part thereof (excepting
exterior walls, structural supports, and roofs, which Landlord agrees to re-
pair), including all plate glass, overhead doors, and the interior of the prem-
ises in good and sanitary order, condition and repair, and replace all broken
glass and replaceable items. Tenant accepts the premises as being in good and
sanitary order, condition and repair and agrees that on the last day of said term,
or sooner termination of this lease, to surrender unto Landlord all and singular
said premises with said appurtenances in the same condition as when received,
reasonable use and wear thereof and damage by fire, act of God or the elements
excepted.
6. Compliance with Laws. Tenant shall, at its sole cost, comply with all
of the requirements of all municipal, state and federal authorities now in force,
or which may hereafter be in force, pertaining to the use of said premises, and
shall faithfully observe in said use all municipal ordinances and state and federal
statutes now in force or which may hereafter be in force. The judgment of any
court of competent jurisdiction, or the admission of Tenant in any action or pro-
ceeding against Tenant, whether Landlord be a party thereto or not, that Tenant
has violated any such ordinance or statute in said use shall be conclusive of
Thal fact as hetwcrn l,nnilorrl and Tonrnnl.
7. Waiver of Claims for Damages. Tenant as a material part of the con-
sideration to be rendered to Landlord, hereby waives all claims against Land-
lord for damages to goods, wares, and merchandise, in, upon, or about said
premises and for injuries to persons, in, upon, or about said premises, from
any cause whatsoever arising at any time, and Tenant will hold Landlord exempt
and harmless from any liability, loss, cost and obligation on account of any
damage or injury to any person, or to the goods, wares and merchandise of any
person, arising in any manner from the use or occupancy of the premises by the
Tenant.
B. Signs. Tenant shall not place or permit to be placed any sign, marquee
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or awning on any part of the premises, or so affixed to the premises as to be
visible from the exterior of the premises, without the written consent of Land-
lord; Tenant upon request of Landlord, shall immediately remove any sign or
decoration which Tenant has placed or permitted to be placed in, on, or about
the exterior of the premises, or which may be visible from the exterior of the
premises, which, in the opinion of Landlord, is objectionable or offensive or
otherwise incompatible with the signing standards of the building of which the
premises are a part and adjacent buildings and improvements of the Landlord.
And if Tenant fails to remove said objectionable, offensive or incompatible sign
on demand of Landlord, Landlord may enter said premises and remove the same.
9. Utilities. Tenant shall pay for all gas, heat, light, power, telephone
service, and all other services and utilities supplied to said premises, except
Landlord shall pay for water.
10. Inspection, Repairs, Reletting. Tenant shall permit Landlord and its
agents to enter into and upon said premises at all reasonable times for the pur-
pose of inspecting the same or for the purpose of maintaining the building in
which said premises are a part, or for the purpose of making repairs, altera-
tions or additions to any other portion of said building, including the erection
and maintenance of such scaffolding, canopies, fences, and props as may be re-
quired, or for the purpose of posting notices of nonliability for alterations,
additions, or repairs or for the purpose of placing upon the property in which
the said premises ase located any usual or ordinary "for sale" signs, without
any rebate of rent and without any liability to Tenant for any loss or quiet occupa-
tion of enjoyment of the premises thereby occasioned; and shall permit Landlord,
at any time within thirty (30) days prior to the expiration of this lease, to place
upon said premises any usual or ordinary "to let" or "to lease" signs.
11. Parking Areas, Service Areas and Common Areas. Tenant is granted
the use of three parking spaces in the common parking area of the
building of which these premises are a part, for Tenant, its employees and
customers. Should Tenant or its employees or customers use or appropriate
more than the authorized number of parking spaces for more than two consecu-
tive hours in any one Z4 hour day, then Tenant shall be liable for additional rent
at the rate of $10 per excess space appropriated for each such 24 hour day. Not-
withstanding the foregoing, Tenant hereby grants permission to Landlord to tow
away and store, at Tenant's expense, all automobiles or motor vehicles of
Tenant or its employees or customers remaining in the common parking area
for more than 48 consecutive hours, and/or all automobiles or motor vehicles
of Tenant or its employees or customers in excess of Tenant's allotted number
which remain parked in the common parking area for more than two consecutive
hours. No automobiles or motor vehicles shall be parked and left unattended in
any part of the common area or service yard not striped and designated for
parking. Tenant shall not store in the parking, service, or common area any
materials, supplies, equipment or machinery outside the premises whether
open, or in tanks, bins or other container devices, and shall not otherwise'
obstruct parking, service or common areas.
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12. Destruction of Premises. In the event of (a) a partial destruction of
said premises or the building containing the same during said term which re-
quiree repairs to either said prern,ises or said building or (b) said premises or
said building being declared unsafe or unfit for occupancy by any authorized
public authority for any reason other than Tenant's act, use or occupation which
declaration requires repairs to either said premises or said building, Landlord
shall forthwith make such repairs, provided such repairs can be made within
sixty (60) days under the laws and regulations of authorized public authorities,
but such partial destruction (including any destruction necessary in order to
make repairs required by any such declaration) shall in no wise annul or void
this lease, except that Tenant shall be entitled to a proportionate reduction of
rent while such repairs are being made, such proportionate reduction to be
based upon the extent to which the making of such repairs shall interfere with
the business carried on by Tenant in said premises. If such repairs cannot be
made within sixty (60) days, Landlord may, at his option, make same within a
reasonable time, this lease continuing in full force and effect and the rent to be
proportionally rebated, as in this paragraph provided. In the event that Land-
lord does not so elect to make such repairs which cannot be made within sixty
(60) days, or such repairs cannot be made under such laws and regulations,
this Lease may be terminated at the option of either party. A total destruction
(including any destruction required by any authorized public authority) of either
said premises or said building shall terminate this lease.
13. Assignment, Subletting. Tenant shall not assign this lease or any in-
terest therein. Tenant shall not sublet said premises or any part thereof, or
any right or privilege appurtenant thereto, or suffer any other person (the
agents and servants of Tenant excepted) to occupy or use said premises, or any
portion thereof, without the written consent of Landlord first had and obtained
which consent shall not be unreasonably withheld. Furthermore, this lease shall
not, nor shall any interest therein, be assignable, as to the interest of Tenant,
by operation of law, without the written consent of Landlord first had and ob-
tained. A consent by Landlord to one assignment, subletting, occupation or
use by any other person, whether by operation of law or otherwise, shall not be
deemed to be a consent to any subsequent assignment, subletting, occupation or
use by any other person. Any such assignment or subletting, whether by opera-
tion of law or otherwise, without such written consent first had and obtained
shall be void, and shall, at the option of Landlord, terminate this lease.
14. Insolvency, Bankruptcy. Either (a) the appointment of a receiver to
take possession of all or substantially all of the assets of Tenant, or (b) a
general assignment by Tenant for the benefit of creditors, or (c) any action
taken or suffered by Tenant under any insolvency or bankruptcy act shall con-
stitute a breach of this lease by Tenant and shall, at the option of Landlord,
terminate this lease.
15. Subordination to Encumbrances. Tenant agrees that this lease shall be
subject : nd subordinate to any mortgage or deed of trust that now is or hereafter
may be pl:,cucl upon the premises or upon the building or real property of which
the premises are a part, and to any and all advances to be made thereunder, and
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to the interest therein, and to renewals, replacements and extensions thereof.
16. Remedies on Default. All covenants and agreements by Tenant con-
tained herein shall be deemed conditional limitations as well as covenants, and
in the event of any breach of any covenant or coraition or agreement by Tenant,
Landlord shall have the option to terminate this -ase. However, the Landlord
may elect not to terminate this lease or the Ten: ,it's right to possession, and
in such event the Landlord may then enforce all of Landlord's rights and remedies
under this lease, including the right to recover rent as it becomes due under
this lease. Should Landlord elect to terminate this lease for any breach, in
addition to any other remedy it may have, Landlord may recover damages from
Tenant in the amount by which the unpaid rent for the balance of the term after
the time of award of damages exceeds the amount of rental loss for the same
period that Tenant proves could be reasonably avoided.
17. No Merger. The voluntary or other surrender of this lease by Tenant,
or a mutual cancellation thereof, shall not work a merger, and shall, at the
option of Landlord, terminate all or any existing subleases or subtenancies or
may, at the option of Landlord, operate as an assignment to him of any or all of
such subleases or subtenancies.
18. Attorney's Fees. If Landlord is made a party defendant to any litiga-
tion concerning this lease or the leased premises or the occupancy thereof by
Tenant, then Tenant shall hold harmless Landlord from all liability by reason
of said litigation, including reasonable attorneys' fees and expenses incurred by
Landlord in any such litigation, whether or not any such litigation is prosecuted
to judgment. If Landlord commences an action against Tenant to enforce any of
the terms hereof or because of the breach by Tenant of any of the terms hereof,
or for the recovery of any rent due hereunder, or for any unlawful detainer of
said premises, Tenant shall pay to Landlord reasonable attorneys' fees and
expenses, and the right to such attorneys' fees and expenses shall be deemed to
have accrued on the commencement of such action, and shall be enforceable
whether or not such action is prosecuted to judgment. If Tenant breaches any
term of this lease, Landlord may employ an attorney or attorneys to protect
Landlord's rights hereunder, and in the event of such employment following any
breach by Tenant, Tenant shall pay Landlord reasonable attorneys' fees and
expenses incurred by Landlord, whether or not an action is actually commenced
against Tenant by reason of said breach.
19. Notices. All notices to be given to Tenant shall be given in writing
personally or by depositing the same in the United States mail, postage prepaid,
and addressed to Tenant at said premises, whether or not Tenant has departed
from, abandoned or vacated the premises. All notices to be given to Landlord
shall be given in writing personally or by depositing the same in the United States
mail, postage prepaid,and addressed to the Landlord at the place designated by
Landlord for the payment of rent, or such other place or places as may be
designated from time to time by Landlord.
20. Waiver. The waiver by Landlord of any breach of any term, covenant,
or condition herein contained shall not be deemed to be a waiver of such term,*
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covenant or condition or any subsequent breach of the same or
any other term, covenant or condition herein contained.
21. HOLDOVER. Any holding over after the expiration of
said term, w_t�tTie consent of LANDLORD, shall be construed to
be a tenancy from month of.month at a rental rate of
the same amount olus the LPI ($ )
per month, and shall otherwise be on the terms and conditions
herein specified, so far as applicable.
22. BINDING. The covenants and conditions herein contained
shall, subject to the provision as to assignment, apply to and
bind the heirs, successors, executors, administrators and assigns
of all parties hereto; and all of the parties hereto shall be
jointly and severally liable hereunder.
23. TIME OF ESSENCE. Time is of the essence of this Lease.
23. REAL PROPERTY TAXES. It is understood and agreed that
the specified rents in t is lease is based upon a payment by
LANDLORD of annual taxes as at present and, therefore, it is
agreed that in the event the real property taxes on the building
containing said leased premises or on the land covered thereby,
or on both, increases over the real property taxes for the year
X989-1990 , the increase therein shall be apportioned among
e tenants of the building on a square footage basis for the
balance of the term remaining. TENANT shall have the right to
contest, at TENANT'S cost, any such real property taxes or assess-
ments, and, in*such event shall be entitled to the benefit of a
proportionate share in any reduction in taxes or assessments as
a result of TENANT'S contest.
24. INSURANCE. TENANT shall, at its own expense, maintain
the following po icies of insurance:
•(a) Public Liability and Property Damage Insurance
with limits of not less than $250,000 per person and an aggregate
amount of $500,000 for any one occurrence for personal injuries
and $100,000 for any one occurrence for property damage or
$500,000 Combined Single Limit against any and all liability of
LANDLORD and TENANT for the death of or for bodily injuries to
any person or persons, or for damages or injuries to the property
of others occurring on or about the premises or any part thereof,
or the adjacent streets and sidewalks when such injury or damage
shall be caused in whole or in part by the act, negligence or
fault of or omission of any duty with respect to the same by
TENANT, its agents or employees.
(b) workmen's Compensation Insurance covering all of
TENANT'S employees who may at the time be in or around the
lease premises or the adjacent streets and sidewalks.
(c) Fire Legal Liability Coverage with a limit of
not less than $50,000.00. (,1jli
All policies of insurance required to be carried by TENANT
hereunder shall name both LANDLORD and TENANT as insureds, shall
be companies approved by LANDLORD and shall contain provisions that
they may be altered or cancelled by the insurer only after ten (10)
days written notice to LANDLORD. Certificates or other evidence
satisfactory to LANDLORD, showing insurance and terms and conditions
of policies and payment of premiums therefor, shall be furnished to
LANDLORD if LANDLORD so requests.
In addition, the TENANT agrees that it will not keep or use
in or upon the leased premises, any article which may be prohibited
by the standard form of fire insurance policy. The TENANT agrees
to pay any increase in premiums for fire and extened coverage
insurance that may be charged during the term of this lease on the
amount of such insurance which may be carried by the LANDLORD on
said premises or the building of which they are a part, resulting
from the type of articles kept by TENANT in the leased premises,
whether or not the LANDLORD has consented to the same. In deter-
mining whether increased premiums are the result of the TENANT'S
use of the leased premises, a schedule, issued by the organization
in :raking the insurance rate of the leased premises, showing the
various components of such rate, shall be in conclusive evidence
of the several items and charges which make up the fire insurance
rate of the leased -premises.
Waiver of Subro ation. LANDLORD and TENANT hereby agree
that no insurer o any interest of either shall have any right
of subrogation against the other under any property insurance
policies carried by either on the leased premises or any part
thereof, and that an appropriate waiver of subrogation shall be
placed in such policies.
26. TENANT agrees to provide LANDLORD with a key to
said leased premises and -an emergency telephone number FOR
EMERGENCIES ONLY.
IN WITNESS WHEREOF, LANDL
this LEASE this 13th day of
By:
-8-
City of Safn Juan Capistrano
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Referral of Recuest:
It was moved by Councilman Bland, seconded by Councilman
Buchheim, and unanimously carried that the request for
permit -controlled parking be referred to the Traffic and
Transportation Commission for a report and recommendation.
4. EXTENSION OF FASE FOR A_QVANCEQ PLMNINP nFFICE FACILITIES -
written Communication:
Report dated November 20, 1990, from the Director of Commun-
ity Planning and Development, recommending that the lease
between the City and Sycamore Plaza (32118 Paseo Adelanto)
be extended for an additional year.
Approval of Lease Extension:
It was moved by Councilman Bland,
Buchheim, and unanimously carried
with Sycamore Plaza be extended for
November 14, 1991, in the amount
monthly installments of $962.
authorized to execute the document
CITY CLERK
1.
1.
seconded by Councilman
that the Lease Agreement
a one-year period ending
of $11,544, payable in
The City Manager was
on behalf of the City.
written Communication:
Report dated November 20, 1990, from the City Clerk,
requesting approval of a revised list of positions within the
City that are required to file statements of economic
interests. The revision was necessary due to the recent
reorganization.
It was moved by Councilman Buchheim, seconded by Councilman
Bland, and unanimously carried that Appendix "A" of the Local
Conflict of Interest Code be approved as amended.
written Communication:
Report dated November 20, 1990, from the Director of Adminis-
trative Services, forwarding revised fees to more accurately
reflect costs involved for duplication and purchase of
various City documents be approved.
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11/20/90
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AGENDA ITEM November 20, 1990
TO: Stephen B. Julian, City Manager
FROM: Thomas G. Merrell, Director of Community Planning and Development
SUBJECT: Agreement to Renew Lease - Sycamore Plaza
SITI IATTON
A. Summary and Recommendation - In November, 1989, the City of San Juan
Capistrano entered into an agreement with Sycamore Plaza, 32118 Paseo Adelanto
(see location map, Attachment 1) to lease 680 square feet of office space for the
Advanced Planning Division of the Department of Planning. The term of the lease
was for one year and expires on November 14, 1990. It is necessary to execute a
new agreement to renew the Sycamore Plaza lease for an additional year. Staff
recommends that the City Council authorize the City Manager to execute a one-
year renewal lease agreement with Sycamore Plaza.
B. Terms of Renewal Lease A reement - The original lease agreement provided for a
total yearly rent of 10,992, payable in monthly installments of $916. The
agreement provided for a 5 -to -9 percent rental increase per year. The agreement to
renew the lease specifies total rent due in the amount of $11,544, payable in
monthly installments of $962. This represents a 5 percent increase, which is
consistent with the terms of the original lease. Both the original lease (Attachment
2) and the renewal lease (Attachment 3) have been included with this staff report.
PUBLIC NOTIFICATION
No public notification is required. A copy of this agenda item has been mailed to
Sycamore Plaza.
COMMUNITY REDEVELOPMENT AGENCY
Not applicable.
COMMISSION/BOARD REVIEW, RECOMMENDATION
Not applicable.
FINANCIAL CONSIDERATIONS
The agreement to renew the lease will obligate the City for a total of $11,544 for a
period of one year commencing November 15, 1990 and terminating November 14, 1991.
Funds have been budgeted in the Internal Service Fund for Fiscal Year 1990-91 (Account
No. 16-6212-4440) to cover the lease of this office space.
FOR CITY COUNCIL AGEN W
H ��
Agenda Item -2- November 20, 1990
ALTERNATE ACTIONS
1. Authorize the City Manager to execute the attached Agreement to Renew Lease for
Sycamore Plaza in the amount of $11,544, payable in monthly installments of $962.
2. Do not authorize the City Manager to execute the Agreement to Renew Lease for
Sycamore Plaza.
3. Continue the item and request additional information from staff.
RECOMMENDATION
By motion, authorize the City Manager to execute the attached Agreement to Renew
Lease for Sycamore Plaza in the amount of $11,544, payable in monthly installments of
$962.
Respectfully subyp�, ed,
��28-sjfeto.
Thomas G. Merrell, Director
Department of Planning
TGM:LL
GLL/AI112090
Attachments: 1. Location map
2. Lease Agreement
3. Agreement to Renew Lease
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Planning Division
Offices
32118 Paseo Adelanto
Suite 9a - upstairs
ATTACHMENT 1
AGENDA ITEM November 21, 1989
TO: Stephen B. Julian, City Manager
FROM: George Scarborough, Assistant City Manager
SUBJECT: Status of Office Space for Staffing Plan and Request for
Waiver of Bidding Requirements
SITUATION:
Recent expansion of City staff and the purchase of a new copier have resulted in the
need for additional office space. The actions generating new space needs are:
1. The creation of 20 new positions through the 1989-90 budget and the
reorganization of the Department of Planning and Community Development.
2. The addition, during the 1989-90 budget, of a half time Lieutenant position to
perform Sheriff's Department administrative and management services from
the City Hall location.
3. The budgeted addition of a second console copier to handle some of the present
high volume of copying and extend the lifetime of our present console copier.
Space initially intended for the copier has been set aside to serve new staff.
The additional positions have also created the need for new parking spaces at the City
Hall facility.
OFFICE SPACE
In order to provide office space for the Lieutenant and the additional copier, staff has
initiated a plan to extend the atrium at the entry in City Hall by 15 feet on each of both
sides of the atrium. The expansion of the atrium will provide the most useful,
economical and attractive addition of adequate size. The expansion on the north side of
the atrium will provide space for the Lieutenant and also provide additional City Hall
conference space during the half day the Lieutenant will not need the office space.
The location of this office space at the entry to the City Hall will provide an extremely
accessible and convenient location for public contact with the Lieutenant which is the
central issue in determining an appropriate office location.
The expansion on the south side of the atrium will connect to the existing copier/supply
storage room and provide additional, badly needed storage room as well as an effective
location for the additional copier.
The cost of the expansion of the atrium is estimated to be $19,100. Because of the
urgency of the expansion to serve the new Lieutenant position and the soon to arrive
copier, staff is requesting the Council waive the formal bidding requirements.
FOR CITY COUNCaL AGEN�
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Agenda Item -2- November 21, 1989
Office space for a portion of the 20 new employees has been provided by the addition of
two new modular offices and the reorganization of existing office space. In order to
provide office space to the remaining new employees, City staff evaluated the options of
further expansion of the present City Hall facility or of locating a number of staff off
site.
If a function was to be located off site, staff determined that the Advance Planning
Section would be most appropriate. The Advance Planning Section has about the number
of employees necessary to locate off site (four employees including an intern), and of all
City functions Advance Planning needs the least frequent contact with the other
functions of the City.
Our evaluation of options included the review of nine office locations that had available
space. The best combination of cost/space and location was office space in Sycamore
Plaza which rents for $916 a month.
After evaluating the cost/benefit of further expansion of City Hall or the rental of office
space in Sycamore Plaza, staff determined the most effective option was the office
rental. In order to prevent the Sycamore Plaza space from being rented to another
party, staff found it necessary to execute a lease agreement last week. A copy of the
agreement is attached.
PARKING SPACE
The City's newest Associate Engineer, Bud Vokoun, has reviewed the parking
configuration at the City Hall facility and devised a restriping program which makes the
most efficient use of our available space. The new parking arrangement revises the
diagonal parking in the rear of City Hall to perpendicular parking, and will provide L4
spaces above the parking before the new modular offices were installed. With the new
striping arrangement and the location of the Advance Planning function off site, the new
parking available will be relatively the same as the demand created by the new
positions. The new striping should be completed within two weeks.
COMMISSION/BOARD REVIEW & RECOMMENDATIONS:
Not applicable.
ANCIAL CONSIDERATIONS:
Cost to expand the atrium space is approximately $19,100. Cost for lease of office space
during this fiscal year is $6,900. Approval of a budget amendment of $26,000 from
unappropriated fund balance should be made if the recommendation is approved.
NOTIFICATION:
None required.
Agenda Item -3- November 21, 1989
ALTERNATE ACTIONS:
1. City Council, by motion, take the following actions:
a) Authorize the expansion of the atrium and waive the formal bidding
requirements.
b) Ratify the execution of the lease of office space for the Advance Planning
Section.
c) Approve a budget amendment of $26,000 from unappropriated fund balance.
2. Request additional information.
RECOMMENDATION:
City Council, by motion, take the following actions:
a) Authorize the expansion of the atrium and waive the formal bidding
requirements.
b) Ratify the execution of the lease of office space for the Advance Planning
Section.
c) Approve a budget amendment of $26,000 from unappropriated fund balance.
Respectfully submitted,
STEAMBRE PhAZA
LEASE CHECKLIST
1. Plaque purchased by tenant - personal property - Dire -,tory sign
required.
i
2. Overhead signs - purchased by tenants - Both signs mu;t be purchased
through CREATIONS UNLIMITED (at tenants option for overhead sign)
3. Utilities pd. by tenant unless other arrangements have been made.
SYCAMORE PLAZA pays for all water used.
4. Minimum one year lease
S. Increases in rent - CPI factor
6. Parking situation
Read and INITIAL each page
B. Receive mailbox and all keys required
32118 Paseo Adelanto, Suite 12 AR, San Juan Capistrano, California 92675
714/496-8301
0
oRu9 usE
15
November 26, 1990
Sycamore Plaza, Ltd.
32118 Paseo Adelanto, Suite 12AR
San Juan Capistrano, California 92675
Re: Lease of Office Space
Gentlemen:
MEMBERS OF THE CITY COUNCIL
ANTHONY L. BLAND
LAWRENCE F. BUCHHEIM
KENNETH E. FRIE66
GARY L. XAU
BDORFER
PHILLIP R. SCHWARTZE
CITY MANAGER
STEPHEN B JULIAN
At their regular meeting held November 20, 1990, the City Council of the City of
San Juan Capistrano approved the lease between the City and Sycamore Plaza
Ltd., for use of office space to accommodate the City's Advanced Planning
Division. The lease is for a term of one year ending November 14, 1991, at a cost
of $962 per month.
Enclosed are two copies of the Agreement to Renew Lease signed by the City
Manager. Please return one fully -executed copy to this office. Thank you for
your cooperation.
Very truly yours,
Cheryl Jo son
City Clerk
Enclosure
32400 PASEO ADELANTO, SAN JUAN CAPISTRANO, CALIFORNIA 92675 0 (714) 493.1171
INFINITE IMAG4INCF SYSTEMS
2001 f Moullim Walkway. .Suite #F- -8
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