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Meeting Date: May 13, 2003

Subject/Title: Reconsider a Resolution approving a finance plan for Brentwood Police Activities League

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

Approved by: John Stevenson, City Manager

Approve resolution for a finance plan for Brentwood Police Activities League.

City Council considered a resolution for financing Brentwood PAL on January 28, 2003. As a result of the discussion, staff was directed to work with Brentwood PAL representatives and City Council members Gutierrez and Petrovich to bring back a recommendation for City Council consideration.

A number of issues were discussed at the January 28, 2003 City Council meeting, resulting in the direction for staff to continue to meet with Brentwood PAL representatives and City Council members Gutierrez and Petrovich.

Parks and Recreation Department staff set up an initial meeting on February 7, 2003, with Council member Gutierrez, Council member Petrovich, City Manager John Stevenson, Police Chief Mike Davies, Parks and Recreation Director Craig Bronzan, Finance and Information Services Director Pam Ehler, and Brentwood PAL Board President Jim Wangeman. The purpose of the meeting was to discuss the issues that had been raised at the January 28th Council meeting. Staff was directed to meet with the PAL coordinator to secure the necessary back up information so the committee could review the financial state of affairs of PAL and determine the course of action to recommend to City Council.

After receiving the information from PAL staff, a follow up committee meeting was held on March 28, 2003. Among the topics of discussion were: minimum staffing levels of the PAL program; what the current staff training requirements of PAL were and what they should be; insurance and liability concerns for the programs/use of vehicles; specific PAL program budgets, enrollment statistics for PAL program; and the type of possible on-going, long term financial support that would be necessary for PAL to continue to be successful.

The current staff manual for the PAL program was also discussed and compared to what would be necessary should the City become responsible for the operation of the program. Additionally, existing PAL programs were discussed, which generally fall into two categories: after school programs; and special events, activities and camps.

The resulting discussion by the committee reached the conclusion that the City Parks and Recreation Department had the ability and expertise to update the current PAL program manual to cover liability and standards, develop and implement a comprehensive staff-training program for PAL and recreation department staff; and to provide the supervision and administration necessary for a successful PAL program.

Of the two categories of programs, it was agreed that the most valuable of the two program categories, and the one most in need of financial assistance, was the after school program at Edna Hill Middle School and Loma Vista Elementary School. This program provides constructive, supervised activities for youth, Monday through Friday after school from 3:00 p.m. – 6:00 p.m., including transportation from off site locations. As this is the time during the week when youth are most susceptible to negative outside influences, it was agreed that every effort needs to be made to keep programs available during these hours.

Staff presented a draft budget (see attachment) for the cost of providing supervision and administration of the PAL program, which would be based on one full time recreation supervisor, and related office/training/support costs. It was the recommendation of the committee that this cost should be incurred by the City of Brentwood to administer PAL programs.

When program costs were discussed, Mr. Wangeman indicated that Brentwood PAL would have a difficult time raising the money necessary to run the after school programs at the two sites, which are estimated to cost $100,000 per year. Mr. Wangerman felt that Brentwood PAL could reasonably expect to raise $40,000 - $60,000 per year for the program.

There was a lengthy discussion that if the City was to help with funding the after school program, that long term funding would need to be identified down the road to keep the program going. City Manager John Stevenson indicated that the City of Brentwood had sufficient funds for the next two years to help offset the cost of the after school program, but at that point, long term funding would need to be found to keep the program going.

It was the recommendation of the committee that the City of Brentwood would fund a “not to exceed” $50,000 for each of the next two years for the after school program, with PAL expected to raise a minimum of $50,000 per year for the program. This cooperative agreement would be reviewed in two years to determine long-term funding and to see how the PAL board was doing raising money. All other PAL programs would only be offered if the PAL board raised sufficient funds for their operation, which means sufficient funds to hire the part time staff necessary to run the program and related supplies and equipment.

City Manager John Stevenson and Parks and Recreation Director Craig Bronzan were asked to start working on long-term funding options so that PAL programs in the future would have a financial base to keep the programs running without having to rely so heavily on City of Brentwood assistance. One of the most promising possibilities is a result of the passage of Proposition 49, which will provide funding grants for all schools in California for after school programs. Though the program is currently not funded, it is expected to start in approximately 2 – 3 years. At that time, cities and school districts will be able to secure funding for joint partnerships up to $75,000 per site. The City Manager has initiated additional programs, which will begin supplemental funding of PAL starting one year from now.

As a result of the discussion of the subcommittee, the recommendation for City Council consideration is as follows:

Direct staff to finalize an agreement with the Brentwood PAL Board, effective July 1, 2003, as follows:

• The City will recruit and hire a full time City of Brentwood Parks and Recreation Supervisor to run the PAL program. The City will pay the cost of this position and related office/support expenses. In addition to PAL programs, this position will work with existing recreation and police staff, the Youth Commission, and community groups to increase youth related programs and collaborations in the community.
• The PAL subcommittee will be a part of the selection process with City staff for the hiring of the Recreation Supervisor position for the PAL program.
• 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 directed by the PAL Board.
• The City Council will reserve the right to veto any program it deems inappropriate to be associated with City programs.
• The City, in fiscal years 2003/04 and 2004/05 will fund a “not to exceed” $50,000 amount in each year for the two after school programs, with all additional money necessary to operate the program and all other programs the responsibility of the PAL Board. Money raised by PAL above the $50,000 match will reduce the City’s matching funds, dollar for dollar.
• Other than the money allocated by the City, all other fundraising will be performed and the responsibility of the PAL Board. If funds are not raised, programs will not be offered.
• All program development recommendations will be by the PAL Board to the City of Brentwood.
• All training requirements for programs will be determined and provided by the City of Brentwood, with costs identified as part of the overall program costs.
• The PAL Board will seek grants and other sources of program funding, and is responsible for all aspects of their own administration and program tracking.
• The Police Department will identify personnel who will support the programs of PAL and the Youth Commission.
• The Parks and Recreation Department and Police Department will provide staff assigned to represent the departments on the PAL Board of Directors.
• The City and PAL Board will meet in January 2005, to determine long-term funding for the PAL programs and to review and revise this agreement as mutually agreed.

Estimated cost to City for full time staff/office/support in 2003/04 $133,621
Estimated cost to City for after school program – 50/50 split with PAL
(PT salary/benefits) in 2003/04 $ 50,000
PAL contribution to after school program – 50/50 split with City $ 50,000

Attachments: Resolution
Draft Budget



WHEREAS, the City Council has determined that the Brentwood 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,

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 full time PAL coordination function as an ongoing part of the Parks and Recreation Department and provide matching program funds for after school programming.

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood does hereby approve a finance plan for the Brentwood Police Activities League and direct staff to develop an agreement with Brentwood PAL.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on May 13, 2003 by the following vote:


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