MEMORANDUM

City of Lawrence

Planning and Development Services Department

 

TO:              David L. Corliss, City Manager

 

FROM:         Margene K. Swarts, Assistant Director, Development Services

 

CC:              Scott McCullough, Director, Planning and Development Services

 

DATE:           June 8, 2010

 

RE:              1920 Moodie Road Use Recommendation

 

In 1987, the metal building at 1920 Moodie Road was constructed with CDBG funds as office space to house the Lawrence Indian Center.  The original size of the structure was 1600 square feet and the structure was subsequently doubled in size to 3200 square feet.  In 1991, the Lawrence Indian Center vacated the structure and the City leased the facility to Health Care Access (HCA).  Since HCA has vacated the structure, the City has chosen to lease the structure to another private, non-profit entity.

 

A Request for Proposal (RFP) was conducted to entertain proposals by private, non-profit entities whose client base is primarily low and/or moderate income individuals/families to lease the City structure at 1920 Moodie Road.  The proposals were due to the Planning and Development Services offices on April 30, 2010 by 5:00 pm.  Three agencies submitted applications:  Big Brothers Big Sisters of Douglas County (BBBS), Recovery and Hope Network, Inc. (RAHN), and Willow Domestic Violence Center (WDVC).  All three applications met the initial criteria set forth in their scope of services and ability to serve low and/or moderate income clientele.

 

A Committee consisting of Scott McCullough, Director, Margene Swarts, Assistant Director, and Danelle Dresslar, Management Analyst of Planning and Development Services, and Jonathan Douglass, City Clerk and Assistant to the City Manager, met on May 14, 2010 to review the proposals that were received.  The proposals were judged on five basic criteria:

 

1.  Ability to meet or exceed all requirements listed in the scope of services (financial management and anticipated resources).

2.  Staff Qualifications and Experience, Organizational Capacity (evidence of professional staff and organization history).

3.  Nature of the entity’s operations (documentation of operational need/fit with the 1920 Moodie Road facility).

4.  Evidence that clientele meet low and /or moderate income guidelines.

5.  References.

 

In addition to discussion, the Committee determined a ranking system for each of the five criteria elements to decide the recommended use for the facility.  Each applicant demonstrated provision of a critical need in the Lawrence community and each provided a qualified proposal for occupation of the 1920 Moodie Road location. 

 

Based on the criteria and information provided in the application, the Committee unanimously determined that Willow Domestic Violence Center best exemplifies the desired use of the 1920 Moodie Road facility.  Reasoning for the recommendation of WDVC by the Committee, included:

 

  1. WDVC showed a high level of fiscal responsibility in their budgetary activities.
  2. WDVC has a proven track record in the community, having served Lawrence and Douglas County since 1976.  Current paid staff of 15 includes the Executive Director, Bookkeeper, Director of Survivor Services, Court Advocate, and various program coordinators.  The volunteer base is approximately 40 persons.
  3. The current administrative offices for WDVC lack a privacy component for one-on-one meetings between clients and case managers.  A primary component of the organization and noted in the proposal is the safety, security, and privacy of those suffering from instances of domestic violence.
  4. The use of the Moodie Road building is compatible with the demonstrated need of the organization for their currently inadequate administrative offices.
  5. WDVC provides a basic need of shelter for those in dangerous situations of domestic violence.
  6. WDVC demonstrates serving a low and/or moderate income population with their sheltering component and also, by HUD regulation and definition, the domestic violence population is presumed eligible.
  7. Since 1997, the Community Development Advisory Committee (CDAC) and City Commission have utilized the Step Up to Better Housing strategy in CDBG and HOME funding decisions and this application includes a housing component that has been identified as a large community need.  Additionally, the City Commission adopted the Housing Vision in 2007 as proposed by the Community Commission on Homelessness (CCH), in which sheltering is a basic component.

 

As noted previously, it is the unanimous recommendation of the Committee to lease 1920 Moodie Road to the Willow Domestic Violence Center.  Staff would recommend an initial two year lease of $1 per year, with the ability to renew annually at the rate of $1.  The lease could be terminated by either party with at 30 day notice prior to the annual lease expiration.  WDVC has indicated they have the funding available to complete the minor modifications that would be necessary to prepare the office space to meet their initial needs and is willing to provide funding for additional minor building related expenses that might arise in the future.  Existing parking is adequate for their operation in the space.