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 CITY COUNCIL AGENDA ITEM NO. 21

Meeting Date: January 28, 2003

Subject/Title: Review the PAL program and consider a Resolution incorporating the PAL coordination function into the Parks and Recreation Department

Submitted by: John Stevenson, City Manager
Craig Bronzan, Director of Parks and Recreation
Mike Davies, Chief of Police

Approved by: John Stevenson, City Manager


RECOMMENDATION
Review the Pal program and consider a Resolution incorporating the PAL coordination function into the Parks and Recreation Department, and directing the Parks and Recreation Director and Chief of Police to jointly supervise that function for the benefit of PAL and the citizens of Brentwood.

PREVIOUS ACTION
On June 25, 2002 the City Council approved the 2001/2002 Annual Budget, which contained $50,000 as a grant to PAL to assist in running their program within the City of Brentwood.

BACKGROUND
Despite the City’s financial support for the PAL program, the program has run into financial difficulties and will effectively cease to exist without City assistance.

The PAL Board has asked for assistance from the City. The City Manager, Police Chief and Parks and Recreation Director have developed the following program in conjunction with the PAL Board to assist in assuring the long-term success of the local PAL program.

The thought of all involved in developing this program was to have the City shoulder the ongoing administrative costs (such as Program Coordinator, hiring and administering part-time staff and vehicle maintenance and insurance) as a permanent City function so that nearly 100% of the PAL Board’s activities will go towards applying for and administering program grants, fundraising and program development.

The major points of agreement between the City staff and the PAL Board are as follows:
1. The City will recruit and hire a fulltime City (Parks & Rec) employee to, among other things, run the PAL program.
2. The City will run the PAL program for the PAL Board through the Parks and Recreation Department, with advertising, sign-up, and other administrative functions handled as a normal Parks and Recreation program, except that the programs will be as directed by the PAL Board and funded by the PAL Board. The only exception to this clause is that the City Council will reserve the right to veto any program it deems inappropriate to be associated with City programs.
3. All fundraising will be performed by the PAL Board.
4. All program development will be by the PAL Board.
5. Grant writing and program tracking will be by the PAL Board.
6. If there is no PAL fundraising, the PAL program will cease to exist.
7. The City will hire all part-time program staff (just like we do for other Parks and Recreation programs like the swim complex) as required to run the PAL program in direct response to PAL’s funding of those programs and personnel. The one exception to this clause is that the City will cover the costs associated with Police Officer involvement rather than PAL paying for those costs.

The City Council may wish to forward the $40,000 recommended in this report to PAL to continue existing programs while staff prepares an M.O.U. based on this report and additional Council direction to staff.

FISCAL IMPACT
The City normally budgets $50,000 per year as a grant to PAL. This proposal would increase that amount to approximately $100,000 of General Plan contribution through the Parks and Recreation Department, plus an unknown amount for Police Officer involvement probably in the range of $20,000 per year.

The attached Resolution outlines the distribution of the $160,000 contributed by Shea Homes to City programs, 50% to the Brentwood Arts Commission and 50% to the PAL program. The $80,000 to PAL should be split $40,000 to help support the City’s administrative expenses of this new position and $40,000 for PAL programs.


Attachment:
Resolution


RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD INCORPORATING THE PAL COORDINATION FUNCTION INTO THE PARKS AND RECREATION DEPARTMENT, AND DIRECTING THE PARKS AND RECREATION DIRECTOR AND CHIEF OF POLICE TO JOINTLY SUPERVISE THAT FUNCTION FOR THE BENEFIT OF PAL AND THE CITIZENS OF BRENTWOOD


WHEREAS, the City Council has determined that the PAL program is of benefit to the youth of the City; and

WHEREAS, the City Council wishes to assist in assuring the long-term financial viability of the PAL program; and

WHEREAS, the current financial responsibilities of funding the administrative overhead of the program threaten to bankrupt the program; and

WHEREAS, the PAL Board feels that their fundraising capabilities would be enhanced if they could claim that close to 100% of their fundraising efforts went to pay for programs rather than administration; and

WHEREAS, the most viable way for the City and the PAL Board can accomplish these things is through the City shouldering the costs of the fulltime PAL coordination function as an ongoing part of the Parks and Recreation Department.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City does hereby incorporate into the Parks and Recreation Department a position to coordinate the PAL function.

BE IT FURTHER RESOLVED that the City Council does hereby direct the Parks and Recreation Director and Chief of Police to jointly supervise the PAL portion of that position for the benefit of PAL and the citizens of Brentwood.

BE IT FURTHER RESOLVED that the City Council does hereby direct staff to distribute the moneys contributed by Shea Homes towards City programs, 50% to the Brentwood Arts Commission and 50% to the PAL program.

BE IT FURTHER RESOLVED that the City Council does hereby direct staff to distribute the above-mentioned PAL contribution, 50% towards PAL programs, and 50% towards the costs associated with adding the PAL position to the City Budget.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of January 2003 by the following vote:
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