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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 23

Meeting Date: January 24, 2006

Subject/Title: Update on Programs for Seniors

Submitted by: Craig Bronzan, Director of Parks and Recreation
Karen Chew, Assistant City Manager

Approved by: Donna Landeros, City Manager

RECOMMENDATION

Informational report as requested by Vice-Mayor Gutierrez at the October 25, 2005 City Council meeting.

BACKGROUND

Staff has compiled information regarding the current programs provided by the Parks and Recreation Department, Brentwood Senior Citizens Club and the partnerships which include Contra Costa County Senior Nutrition Program and Liberty Adult Education.

The Brentwood Senior Citizen Club is a nonprofit Public Benefit Corporation and is not organized for the private gain of any person. It is organized under the Nonprofit Public Benefit Corporation Law for public and charitable purposes.
The specific and primary purpose for which this corporation is formed is to provide an organization where senior citizens may find companionship and opportunity to pursue their interests in education, recreational and craft activities, and to contribute to the general welfare of the community. The corporation is nonprofit, nonpartisan, and nonsectarian.
The primary purpose for the partnership between the City of Brentwood Parks and Recreation Department and the Brentwood Senior Citizens Club is to provide guidance and administrative support for the club in various capacities. Additionally, in partnership with the club, the City of Brentwood Parks and Recreation Department is responsible for the development, implementation, supervision, and evaluation of an extensive program of activities for adults, 50 years and older.

Administrative Record Keeping Responsibilities
The general responsibility for administrative record keeping for the Brentwood Senior Citizens Club is the responsibility of the Brentwood Senior Citizens Club’s Board of Directors and its appointed representatives. This responsibility includes the development and revision, with guidance from City staff, of the following key documents:

 Club Articles of Incorporation – The club has the primary responsibility for all Club Articles of Incorporation as per state and federal rules and guidelines.
 Club Bylaws – The club has the primary responsibility for all bylaws of the club which includes regular or as needed revisions.
 Club Monthly Financial Statements/Records – The club has the primary responsibility for all financial records of the club. The City of Brentwood Parks and Recreation Department will provide guidance to the club as listed below, however accuracy and accountability of all financial records belongs to the club.
 Club Elections/Directors – The club has the primary responsibility for all aspects of the club board elections, including selection of the slate of officers, ballot preparation, ballot collection, ballot counting, and verification of ballot results.
 Club Monthly Meeting Agendas – The club, in partnership with the City of Brentwood, has the shared responsibility for the preparation of the monthly meeting agendas.

The City of Brentwood Parks and Recreation Department is responsible for retaining a backup copy of the following key documents on site in the department office:

 Club Articles of Incorporation
 Club Bylaws
 Club Monthly Financial Statements/Records
 Club Elections/Directors
 Club Monthly Meeting Agendas
 Club Monthly Meeting Minutes

Additionally, the City of Brentwood Parks and Recreation Department staff assists the Brentwood Senior Citizens Club Board of Directors and appointed representatives with the preparation and distribution of the following key documents:

 Club Monthly Meeting Agendas – The Recreation Services Supervisor coordinates the upcoming monthly agendas with the Senior Club Board President.

 Club Monthly Meeting Minutes – City staff is responsible for taking the board minutes and for preparing the minutes for review by the Club President within five (5) working days after the monthly board meeting. Upon completion of the monthly minutes, the assigned City Administrative Assistant will contact the Club President notifying them that the minutes are completed and ready for review. It is then the Club President’s responsibility to review the minutes and return to the Administrative Assistant for final corrections/changes within five (5) working days. Upon completion, the minutes will be filed for distribution in the next Senior Club Board Packet.

 Club Monthly Financial Statements/Records – City staff is responsible for guidance in the development and refinement of the financial record system to be used by the club. City staff is only responsible for transferring the data provided from the Club Treasurer’s records to computerized spreadsheets developed as a courtesy by the City.

 Club Elections/Directors – City staff is generally only responsible for club election guidance; however staff will provide direct assistance in the development of the ballot format/form and distribution to the club membership of the completed ballot packet.
Membership
The Brentwood Senior Citizens Club is primarily responsible for club membership. This includes determining the amount of annual dues, membership benefits, and purchase of any membership materials, items, and/or give-away item(s).

The City of Brentwood Parks and Recreation Department is primarily responsible for collecting and processing the club’s membership registration and fees. Annual membership dues will be passed along to the club in regular monthly payments, as received, throughout the year. Additionally, the City of Brentwood will provide administrative assistance to the club in the development, publication, and distribution of membership promotional materials.
Membership for the fiscal year July 1, 2004 – June 30, 2005 was 220 members.

Excursions
The Brentwood Senior Citizens Club is primarily responsible for the selection of individual excursion destinations, execution of various travel agency contracts, ensuring contract originals are received by the City of Brentwood Parks and Recreation Department, along with payment of all fees and charges as they relate to the individual excursions.

The City is primarily responsible for the development of promotional flyers, accepting participant registration, direct supervision during the actual excursions, general liability insurance, and transferring of all excursion registration fees to the club within 10 working days after the conclusion of the activity. Some of the trips offered include a Reno Overnighter and Show, “Oliver” at the Willows Theatre, “Fiddler on the Roof”, Jackson Rancheria Casino, and Bay Meadows Races just to name a few.

Fund Raising
The Brentwood Senior Citizens Club is primarily responsible for the selection, development, and implementation of all fund raising activities of the club. This includes the completion of all necessary administrative requests, forms, permits, and/or payment of various fees/charges required by the City.

The City of Brentwood Parks and Recreation Department is responsible for general guidance during the selection and timing of events, development of promotional flyers and information regarding the fund raising event, general guidance with the completion of all administrative applications, permits, related fees and forms, and staff support and guidance during the actual event for set up and clean up.

Monthly Luncheons
The Brentwood Senior Citizens Club is responsible in partnership with the CC Café for the twice monthly club membership luncheons. This responsibility includes setting up tables and chairs as needed for the actual event, setting out and selling club raffle tickets, bingo cards, and share the pot supplies. The club is solely responsible for the collection and processing of all member donations during the monthly luncheons.

The City is responsible in partnership with the club for the twice monthly club luncheons. This includes providing the meeting facility for the club which is currently the multi-purpose room in the Brentwood Community Center. Additionally, in partnership with the CC Café program, the City is responsible for the pre-event room set up that includes the registration tables, raffle prize table, public address system and appropriate music, tables cloths, and pulling out the club bingo equipment and ticket/supply box.

Newsletters/Flyers
The club, in partnership with the City, is responsible for providing information to the City for the following areas of content for the Senior Newsletter: 1) the cover guest editor, 2) senior excursions, and 3) the names of any and all community sponsors to be promoted by the club for support during the year. Additionally, the club is responsible for providing the City with the details for all excursions.

The City is primarily responsible for the publication of the bi-monthly senior newsletter, including layout and format, as well as content with the exceptions listed above. The City is also responsible for the publication of specific activity flyers, program flyers, and informational flyers upon receipt from the club with the activity details.

Year Round Program Responsibilities
Throughout each year, a variety of programs and services are offered to adults, 50 years of age and older. The most current programs at the time of this writing are listed below along with the responsibilities of each organization, if any, that may apply to that particular program and/or service. Total participation in seniors programs for fiscal year 2004/2005 involved 16,045 participants.

City Programs/Services
The City of Brentwood Parks and Recreation Department is solely responsible for the following recreation programs and services (except where a partnership is noted) which includes scheduling, promotion, staffing, registration, and evaluation.
• Oldies but Goodies (in partnership with Liberty Adult Education)
• Premier’s Exercise (in partnership with Liberty Adult Education)
• Painting for Pleasure
• Contract Bridge (Wednesday nights)
• Drop in Thursday Morning Contract Bridge
• Drop in Thursday Afternoon Pinochle
• AARP 55 Driving Safety Class (Offered Annually)
• Senior Bocce League
• Annual Senior Bocce Tournament
• CC Café (In partnership with Contra Costa County Senior Nutrition Program)
• Senior Brown Bag Program (In partnership with Contra Costa Food Bank)

The Brentwood Senior Citizens Club is solely responsible for the following programs and activities (except where a partnership is noted).

• Luncheon Bingo and Raffle Activities
• Book Banter Program

Annually

The City and club will meet on an annual basis to review and revise the seniors section of the Parks, Trails and Recreation Master Plan Annual Report in January of each year. As a result of this meeting, a staff report will be prepared by the City for presentation to the Parks and Recreation Commission at the January Commission meeting of each year.

PREVIOUS ACTION

None

FISCAL IMPACT

There is no fiscal impact at this time. The impact of the design and construction of a Seniors facility will be addressed in the future through the budget process.
 

City Administration
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Brentwood, CA 94513
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E-mail allcouncil@brentwoodca.gov