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CITY COUNCIL AGENDA ITEM NO. 17

Meeting Date: July 27, 2004

Subject/Title: Approve a resolution for a seven-year Community Investment Grant to the Village Community Resource Center

Prepared by: Craig D. Bronzan, Director of Parks and Recreation

Submitted by: John Stevenson, City Manager

RECOMMENDATION Approve a resolution for a seven-year Community Investment Grant to the Village Community Resource Center effective August 1, 2004, to move them toward self-sufficiency.

PREVIOUS ACTION
February 8, 2000, City Council authorized payment of $500 per month in rent for the use of the Village Drive Community Building for use as the Village Drive Resource Center.

November 14, 2000, City Council approved the addition of the Village Drive Program Coordinator to the City’s personnel 2000/01 budget in the Parks and Recreation Department, effective December 1, 2000, with funds from the City’s contingency fund.

June 12, 2001, City Council held a public discussion with residents from the Village Drive Homeowners Association regarding possible use of City-owned property for future expansion of the Village Drive Resource Center. Staff was directed to develop a plan for consideration and return with a recommendation for City Council action.

October 22, 2002, City Council approved use of the 2-acre City owned property at the corner of Sycamore Avenue and Sycamore Court for a future site of the Village Drive Resource Center.

May 25, 2004, City Council approved the 2004/05 – 2008/09 Capital Improvement Program Budget, which included a Parks and Trails Improvement project entitled Village Community Resource Center Relocation.

BACKGROUND
The death of a 15-year-old boy in 1995 served as a catalyst to bring the entire Brentwood community together to address the problems of the Village Drive neighborhood. Neighbors, community agencies and City officials agreed that the solutions lay within the community. The planning began on May 5, 1995 with an initial meeting between the Brentwood Police Chief Larry Shaw and the neighbors of Village Drive, although the police department and neighbors had been meeting since September 1994 to find ways to reduce neighborhood crime.

After two years of planning and fund development, in 1997 the Village Drive Resource Center opened its doors to the community. Using funding from grants and with City’s support, the Center was physically maintained and operated by Delta 2000 in partnership with the City. Delta 2000 lost their matching grant funds in December 2000. At that time, there was no specific money budgeted by the City for direct services for Village Drive, however, City staff did provide in-kind services, ongoing support, and assistance in writing grants.

In order to preserve the programs and activities provided at Village Drive until more permanent, long-term arrangements could be made, City Council on November 14, 2000, approved moving the Village Drive Program Coordinator into the City to become a full-time City employee in the Parks and Recreation Department, effective December 1, 2000. The intent of the original City support was to assist as the Village Drive Board worked to develop a strategic plan and become a self-supportive 501(c)3 non-profit organization. Though originally only requested to provide staff costs, since December 1, 2000, the City of Brentwood has become the major funder for all financial aspects of the Village Community Resource Center (formerly Village Drive Resource Center), including full-time City staff support from Parks and Recreation, Administration, and Finance and Information Services (budget, grant and computer support). The VCRC has applied and received some grant funds, which have been mainly for programs and VCRC Board development, but the majority of funding to support has come from the City of Brentwood. The approved 2003/04 Village Resource Center budget, which was paid by the general fund, covered:

• Payment of salary and benefits of one full-time staff member (Recreation Coordinator)
• Money for office expenses, computers, communication equipment, postage, publications and dues
• Payment of building rent, maintenance, insurance, alarm system, and utilities
• $12,500 for program supplies and equipment
• Money for advertising and promotions
• Money for travel, lodging, meals, training, and conferences
• Total budget of $136,022

The programs and the number of users have out grown the current center site, which is a 720 square foot room with one bathroom and a small kitchen. As a result, Village Drive residents approached City Council in June of 2001 to consider opportunities to expand the center on City property. Staff brought back a recommendation that was approved by City Council in October 2002, to hold an option for expansion of the center on the City-owned 2-acre property at the corner of Sycamore Avenue and Sycamore Court. This City Council action was to allow the VCRC Board to begin a strategic plan to pursue private and public funding to build a larger center on this property

At the time VCRC was merged in with the City, there was no specific action plan developed on how to move the organization toward becoming a self-sufficient non-profit. However, since that time, the Village Community Resource Center has obtained their non-profit status from the State of California (January 24, 2003) and from the Internal Revenue Service (February 11, 2003). The VCRC has also developed a strategic plan with a consultant in 2002 for 2003 – 2005.

Starting in December 2003, City Manager Stevenson met with Ike Montanez, Chair of the Village Community Resource Center on numerous occasions to discuss the City – VCRC relationship. These meetings have resulted in the agreement that the best course of action for the future of the VCRC would be to develop a Community Investment Grant that would provide a long term City commitment toward helping VCRC become a self-supportive non-profit provider.

Staff believes that this proposed agreement will provide the Village Community Resource Center the support necessary to move toward becoming a self-supporting non-profit, and at the same time, moves the City toward a position in seven years where the City will deal with all non-profits in a consistent budgeted approach. It provides a level of support that no other non-profit has received from the City and puts the requirement of becoming self-sufficient and a success on the shoulders of the Village Community Resource Center Board of Directors, not the City of Brentwood. To continue to rely on direct City funding is a financial risk that assumes the City will always have money to provide these services. No other city in the County provides non-profits funding at this level.

Through these discussions, it has become clear to City staff that the City needs to establish a mechanism as to how it will work with non-profit and community organizations as it relates to requests for funds. In doing a quick list serve study, the Finance Department has contacted other communities to determine how much money they budget on behalf of non-profits in their community. We have found that very few communities actually provide money directly to non-profit organizations. Specifically, in contacting surrounding communities, staff has found the following results in general fund contributions by cities:

Antioch $11,000
Oakley $25,000
Tracy $ 0 (provides CDBG funding)

The City has established a business license fund for community-based organizations to apply for use of City funds for economic development programs. This model would make sense for the City to consider on a yearly basis as it develops budgets, should it wish to provide grant funds to non-profit organizations for the delivery of social services. The City has established through the affordable housing program a funding source that will ultimately provide some funding for non-profits without impacting the City’s General Fund. That funding source will take time to develop and is not available at this time or within the next 5 years. Until that source is fully developed, or other sources are created, non-profit funding will continue to impact the General Fund.

FISCAL IMPACT
Funding for this seven-year agreement would be on a yearly basis, as a general fund expense, as follows:

Fiscal Year 2004/2005 $153,899.60*
Fiscal Year 2005/2006 $146,599.94
Fiscal Year 2006/2007 $128,348.25
Fiscal Year 2007/2008 $112,368.89
Fiscal Year 2008/2009 $ 98,378.97
Fiscal Year 2009/2010 $ 86,130.78
Fiscal Year 2010/2011 $ 75,407.49
Total 7-year grant $801,133.92

*Payment would be for 11 months only, not to include July 2004

Attachments City Manager cover letter
Draft Agreement for Community Investment Grant
CIP Sheet
Resolution
VCRC Strategic Plan 2003 – 2005
Contributions to Non-Profit Organizations

July 1, 2004

M E M O

TO: Village Community Resource Center Board of Directors

FROM: John Stevenson, City Manager

RE: Seven-year Community Investment Grant

The City of Brentwood wishes to continue its support of VCRC’s effort to become self-sufficient. I have attached an agreement, which will be taken to City Council for approval on July 27, 2004, which will formalize a seven-year Community Investment Grant. This grant will allow the City to support your efforts in moving toward being a self-sufficient non-profit provider of social services, and to support your efforts to raise money toward the relocation and expansion of a facility in which to provide social services.

As City Manager, I want you to know how strongly the City of Brentwood is committed to investing in your community efforts and success on behalf of the citizens of Brentwood. The provision of much needed social services is vital to the well being of all of our community as we continue to grow and meet the ever-changing needs of all our citizens.

This agreement will provide you continued financial assistance for a minimum of five years as you transition into a position of leadership of Brentwood’s non-profit agencies. As the economics of City government are fragile and never guaranteed, we continue to be supportive of your efforts to position yourself on stable ground for the future.

The highlights of the agreement are as follows:

• Provides for a seven-year financial commitment from the City of Brentwood to VCRC of $801,133.92 for staffing, operations, and maintenance
• Provides opportunity for consideration of renewal of funding after the seven-year agreement
• Provides VCRC the ability to hire an Executive Director and other staff as needed as employees of VCRC
• Commits $500,000 in matching funds for development of a social service center
• Holds 2-acres of City owned land for use as a future center
• Commits up to $100,000 for future landscaping of the 2-acre site as an expansion of Windsor Way Park
• Provides for a staff liaison from the City, as appointed by the City Manager, to VCRC
• Provides funding in three-month periods of time, payable in advance, for VCRC use
• Provides a yearly interaction between VCRC and City Council to discuss the progress of the VCRC Strategic Plan
• The current VCRC Strategic Plan, attached to the agreement as Appendix A, will be the basis for the agreement and your annual report/meeting with City Council

The City of Brentwood looks forward to our continuing relationship with Village Community Resource Center and to your success on behalf of the citizens of the entire community.

CITY OF BRENTWOOD – VILLAGE COMMUNITY RESOURCE CENTER (VCRC)

JULY 1, 2004

DRAFT AGREEMENT FOR COMMUNITY INVESTMENT GRANT

INTENT

This Agreement for Community Investment Grant funds, entered into by and between the City of Brentwood and the Village Community Resource Center Board is intended as an investment of public funds in the Community. It is intended to formalize the understanding between the two agencies and position the Village Community Resource Center to succeed in becoming a self-supporting resource for the community.

This agreement formalizes the City’s continuing commitment to the long-term success of the Village Community Resource Center by making a 7-year grant available from the City of Brentwood directly to the Village Community Resource Center, a 501c(3) non-profit, who will in turn assume the financial and administrative responsibilities for their services.

HISTORY

The City of Brentwood has been a supporter of the efforts of the Village Community Resource Center since 1995, providing staff support and guidance from various City departments. With the expiration of the Delta 2000 grant in December 2000, the City has:
• Assumed the financial and administrative responsibilities of the services provided at the Village Community Resource Center
• Directly invested $383,975 through June 30, 2004, as a part of the City’s approved general fund budget
• Continues to provide access to City staff and services as non-budgeted resources.

POINTS OF AGREEMENT

1. Continued long-term support by the City of Brentwood, intended to allow Village Community Resource Center to become self-sufficient, will result in the City of Brentwood providing an annual grant over a seven-year period to VCRC. This grant, reduced 15% per year starting in the second year, from August 1, 2004 through June 30, 2011, will be based on initial funding in the 2003/04 fiscal year of $162,570.00 (which is the 2003/04 fiscal year budgeted for VCRC, plus the difference between the salary benefits of the Recreation Supervisor position and the Recreation Coordinator position) as follows (includes a 3% yearly inflation increase):
8/1/04 – 6/30/05 $149,022.50*+ 3% inflation of $4,877.10 = $153,899.60
7/1/05 – 6/30/06 $142,330.04 + 3% inflation of $4,269.90 = $146,599.94
7/1/06 – 6/30/07 $124,609.95 + 3% inflation of $3,738.30 = $128,348.25
7/1/07 – 6/30/08 $109,096.01 + 3% inflation of $3,272.88 = $112,368.89
7/1/08 – 6/30/09 $ 95,513.56 + 3% inflation of $2,865.41 =$ 98,378.97
7/1/09 – 6/30/10 $ 83,622.12 + 3% inflation of $2,508.99 =$ 86,130.78
7/1/10 – 6/30/11 $ 73,211.16 + 3% inflation of $2,196.33 =$ 75,407.49
Total 7-year grant $801,133.92
*First year grant of $162,570 is reduced one month for July 2004

2. Village Community Resource Center may negotiate along with other non-profit organizations with the City of Brentwood, starting in January of 2011, for a renewal of grant funds for social services at the conclusion of this grant. It is the intent of this agreement and the two parties that VCRC will become self-supporting. After this 7-year agreement, the City will continue to support the provision of social services by VCRC and other non-profits, at a level determined through the annual budget.
3. The grant funds provided by the City will assist VCRC to pay the administrative and operational expenses of their staff, programs and facility costs. VCRC will also be responsible for all maintenance of the building, grounds, landscaping, and utility bills.
4. The VCRC agrees to hire an Executive Director’s position, and program staff as needed, as VCRC employees, effective August 1, 2004. The cost of wages and benefits, training and all other costs are the responsibility of VCRC.
5. City agrees to match dollar for dollar, all funds collected by the VCRC towards construction of a new Resource Center building, to a maximum of $500,000 for the life of this agreement. If VCRC is able to generate money for a new Resource Center, VCRC and the City will enter into an agreement that will determine ownership and levels of responsibility of the new center, with an emphasis of VCRC ownership and responsibility.
6. City agrees to level the future site of the Resource Center so that it appears as a developable site within 6 months of the storm drain system being completed for connection, allowing the detention basin to be filled in. This site will be made available to VCRC at a cost of $1 per year. The building will be owned by VCRC with deed restrictions that if VCRC fails to provide social services outlined in the this agreement or it’s annual report to the City, ownership of the building will revert back to the City for transfer to another 501(c)3 non-profit that will take over services to the community.
7. The City also agrees to pay up to $100,000 for landscaping as an extension of the Windsor Way Park, at a time to be determined by the City.
8. The City will assign a liaison to VCRC, appointed by the City Manager, to represent the City as it relates to support and this agreement.
9. These grant funds will be payable in advance, on a quarterly basis for the months July through September, October through December, January through March, and April through June.
10. VCRC Board will make a yearly report to City Council in March of each year to present their current Strategic Plan as it relates to City involvement and continued investment, for City Council approval as to how the City funds will be spent and the outcomes that will be achieved. The City Council approved Strategic Plan will become Appendix A of this agreement and will be the basis for continuing this grant of community investment funds.

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING A RESOLUTION FOR A SEVEN-YEAR COMMUNITY INVESTMENT GRANT OF $801,133.92 TO THE VILLAGE COMMUNITY RESOURCE CENTER

WHEREAS, the City of Brentwood and the Village Community Resource Center have a long standing relationship of cooperation and support in community based programs, and

WHEREAS, the City of Brentwood and the Village Community Resource Center have agreed to work together toward the Village Community Resource Center becoming a self-supporting non-profit service provider, and

WHEREAS, the City of Brentwood has agreed to provide a seven-year Community Investment Grant to Village Community Resource Center to provide a multi-year funding source toward becoming self-supporting, and

WHEREAS, the City of Brentwood has conditionally agreed to provide land and financial support to Village Community Resource Center for a capital facility campaign.

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood approves a resolution for a seven–year Community Investment Grant of $801,133.92 to the Village Community Resource Center as follows:

Fiscal Year 2004/2005 $153,899.60
Fiscal Year 2005/2006 $146,599.94
Fiscal Year 2006/2007 $128,348.25
Fiscal Year 2007/2008 $112,368.89
Fiscal Year 2008/2009 $ 98,378.97
Fiscal Year 2009/2010 $ 86,130.78
Fiscal Year 2010/2011 $ 75,407.49
Total 7-year grant $801,133.92

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on July 27, 2004 by the following vote:

AYES:
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor
ATTEST:
__________________________________
Karen Diaz, CMC
City Clerk
 

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