COUNTY OF ALBEMARLE

 

EXECUTIVE SUMMARY

 

 

AGENDA TITLE:

Commission on Children and Families (CCF) Amended Lease

 

SUBJECT/PROPOSAL/REQUEST:

Authorizing Amended Lease of County-Owned Office Space to the Charlottesville-Albemarle Commission on Children and Families (CCF)

 

STAFF CONTACT(S):

Messrs. Tucker, Elliott, Letteri, Davis, Herrick

 

LEGAL REVIEW:   Yes

 

AGENDA DATE:

September 5, 2007

 

     ACTION:                     INFORMATION:   

 

CONSENT AGENDA:

     ACTION:   X                INFORMATION:   

 

 

ATTACHMENTS:   Yes

 

 

REVIEWED BY:

 

 

 

BACKGROUND:

Since October 2004, the Charlottesville-Albemarle Commission on Children and Families (CCF) has occupied office space at the County Office Building--5th Street under a lease previously approved by the Board.  Earlier this year, the County Registrar’s Office requested that the County provide office space in a County owned building due to operational constraints being faced at its existing location at the Division of Motor Vehicles. Staff, in conjunction with the CCF, determined that the Registrar could be relocated to the County Office Building--5th Street; however, this would require the relocation and reduction of some CCF office space.  Given this reduction in space, it is appropriate to consider an amendment to the 2004 CCF lease recognizing these modifications and extending the term of occupancy through June 2014.

 

STRATEGIC PLAN:

4.2: Fund County Services in a fair, efficient manner and provide needed public facilities and infrastructure.

 

DISCUSSION:

The Charlottesville-Albemarle Commission on Children and Families (CCF) is a 22-member planning and advisory body to the City of Charlottesville and County of Albemarle.  Citizen, community agency, local government, education, and university leaders work to improve outcomes for local children and families.  Prior to October 2004, CCF was housed in office space owned by the City of Charlottesville near City Hall.  With the opening of County Office Building--5th Street, CCF was eager to upgrade both the size and quality of its office space and requested that the County enter into a lease for office space in this building.

 

Given the modifications to the CCF leasehold created by the desire to relocate the County Registrar to the County Office Building—5th Street, staff has prepared a proposed amended lease for CCF for 3,126 square feet of office space, as designated on an attached floor plan.  The amended lease has a term of seven years, beginning July 1, 2007 and may be renewed thereafter only by agreement of the parties.  Rent is proposed to begin at $12.00 per square foot and escalate annually reaching a rate of $18.00 per square foot in the third year of the lease.  CCF is agreeable to all of the terms and conditions and has executed the amended lease subject to the Board’s approval.

 

BUDGET IMPACT:

The proposed Amended Lease adjusts both the amount of CCF’s office space and the rental rate per square foot.  As a result, the County would receive a total of $32,948 less in rent payments during the period through October 2009, when the existing lease is set to expire.  However, this total amount is largely offset by two factors:

1.     As a joint partner in CCF, the County itself is responsible for a share of CCF’s expenses, including rent.  Therefore, the reduced rent that the County receives as a landlord would be offset somewhat by the reduced CCF expense for which the County is partially responsible.

2.     The County Registrar’s occupancy of space previously occupied by CCF will save the County from having to rent office space for the Registrar elsewhere.

 

RECOMMENDATIONS:

Staff recommends that the Board adopt the attached Resolution to authorize the County Executive to execute on behalf of the County an amended lease between the County and the Commission on Children and Families for office space at the County Office Building on 5th Street.

 

ATTACHMENTS

A - Resolution

B - Lease Agreement

C - Floor Plan

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