CITY COUNCIL AGENDA ITEM
Meeting Date: May 9, 2006
Subject/Title: Approve a Resolution approving a Memorandum of Understanding
between the City of Brentwood and the Brentwood Chamber of Commerce related
to the scope of City services and estimated City fees for the 2006 Cornfest
Event and authorize the City Manager or her designee to execute the
Memorandum of Understanding
Prepared by: Gina Rozenski, Redevelopment Manager
Submitted by: Howard Sword, Community Development Director
Approve a Resolution approving a Memorandum of Understanding between the
City of Brentwood and the Brentwood Chamber of Commerce related to the scope
of City services and estimated City fees for the 2006 Cornfest Event and
authorize the City Manager or her designee to execute the Memorandum of
The purpose of the three-day, annual Cornfest event remains community-based
as a major funding source for local service organizations (Rotary,
Soroptomists, Kiwanis, etc.) and local non-profits (Delta Resource Center,
school organizations, cancer society, etc). It is also provides significant
revenue for the Chamber to continue its annual programs and projects that
support Brentwood’s business community, and provides a unique opportunity to
showcase our Downtown.
Over the past several years, the City has provided police and public works
services to support the Chamber-sponsored Cornfest event, held each July in
Downtown Brentwood. The regional nature of the event has required
ever-increasing police services to maintain safety levels necessary to
protect the event attendees, vendors, operators and property. Most
importantly, police activities are necessary to protect the City from
unknown liability associated with an event of this nature in our Downtown
and City Park. Services provided by the City’s Public Works Department range
from recycling plans to clean-up and repair of City Park.
The City has not charged the Chamber for the full cost of City-support
services for the Cornfest in the past. However, free City services are no
longer financially feasible. In turn, the Chamber of Commerce wants to
understand, in advance, the range of costs expected from the City in order
to effectively manage their budget, to determine funding levels to local
service and non-profit organizations, and to evaluate whether the Cornfest
can even occur.
Staffs from City and Chamber have been meeting for several months to discuss
how to restructure the Cornfest from a regional event which encourages large
crowds requiring heavy police services to a more community, family-friendly
event that will result in a reduction of City services. To this end, the
following are highlights of structural changes to the Cornfest starting in
2006 that the City and Chamber have agreed upon:
• Chamber Board has appointed themselves as Cornfest Board holding monthly
meetings separate from the Chamber Board meeting. This is significantly
different from past Cornfest administration where a Cornfest “president” was
elected with little oversight of activities, music and budget. This change
has provided an overall tighter focus and control of the event.
• Change the focus of Cornfest to a community event for Brentwood citizens
rather than a regional event.
• Schedule the fireworks on Friday night, rather than Saturday night, where
all-day drinking is avoided prior to a “grand finale” occurrence.
• Event to close by 10:30 pm on Friday, 8pm on Saturday, and 6pm on Sunday.
• Stop beer/wine sales 1 hour before closing, except on Friday where sales
will stop 1-1/2 hours before closing. Cost of beer/wine will be more
expensive and served in smaller glasses.
• No regional radio or newspaper advertising.
• Hire only local area bands; avoid headliners. The music selection shall
change to mature and melodious (e.g. oldies but goodies) at 5:00 pm each
The loss of 2-1/2 hours from Saturday night and moving the fireworks to
Friday night will translate to a safer environment and reduced police
services. Traditionally our Brentwood citizens attend on Friday to avoid the
summer heat and crowds on Saturday and Sunday. Friday night fireworks will
encourage and reward this family-friendly evening. A separate staff report
requesting City funding in the amount of $20,000 for the fireworks is on
The discontinuance of liquor sales before nightfall and the change of music
type for the event will create a more family-friendly atmosphere and
discourage regional attendance. Closing Saturday and Sunday during daylight
hours will help police to monitor and control unwanted groups that
spill-over into local bars.
A strategically intentional addition this year is the participation of our
Parks & Recreation Department to manage and operate the recreational
activities on Saturday, to be known as Family-Fun Day. This day will
showcase family and children recreational activities, games and crafts. A
separate staff report requesting City a fee waiver in the amount of $8,732
of community facilities, materials and services to support these
recreational activities is on tonight’s agenda.
To avoid past practice where the City did not receive full reimbursement
from the Chamber for the costs associated with supporting the Cornfest each
year, the proposed Memorandum of Understanding outlines the role and
responsibilities of the parties, the scope of City services and estimated
costs, and acknowledges that unforeseen situations shall be treated as
“change orders”. Both parties agree that this type of agreement and the
recent, open dialogue to revise the past implied cooperation between the
parties to one of intended partnership has been the best to date, with the
hopes of making the 2006 Cornfest equally the best to date.
It is unknown at this time what the exact amount of the City fees will be
since the level of services is dependent on situations and circumstances
that will occur during the three-day event. If no unforeseen situations
occur, the reimbursement by the Chamber for City services for the 2006
Cornfest, under the terms and conditions of the MOU, is estimated at
A request to fund the cost of fireworks ($20,000), and the fee waiver
($8,732) under the Council’s new non-profit funding policy are addressed in
a separate staff report on tonight’s consent calendar agenda. The fee waiver
of $8,732 will become reimbursable by the Chamber under the proposed MOU if
the City Council either denies the Chamber’s fee waiver request or
disapproves a 2006/07 budget amendment for this amount.
Memorandum of Understanding
A RESOLUTION OF THE CITY OF BRENTWOOD APPROVING A MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF BRENTWOOD AND THE BRENTWOOD CHAMBER OF
COMMERCE RELATED TO THE SCOPE OF CITY SERVICES AND ESTIMATED CITY FEES FOR
THE 2006 CORNFEST EVENT AND AUTHORIZE THE CITY MANAGER OR HER DESIGNEE TO
EXECUTE THE MEMORANDUM OF UNDERSTANDING.
WHEREAS, the purpose of the three-day, annual Cornfest event remains
community-based as a major funding source for local service and non-profit
organizations, provides significant revenue for the Brentwood Chamber of
Commerce (“Chamber”) to support its annual programs and projects to support
Brentwood’s business community, and provides a unique opportunity to
showcase our Downtown; and
WHEREAS, over the past several years, the City of Brentwood (“City”) has
provided police and public works services to support the Chamber-sponsored
Cornfest event. The regional nature of the event has required
ever-increasing City services to maintain safety levels necessary to protect
the event attendees, vendors, operators and property; and
WHEREAS, the City has not charged the Chamber for full City services related
to the Cornfest events in the past. While the City continues to
philosophically support the Cornfest event, free City services are no longer
financially feasible; and
WHEREAS, the Chamber wants to understand, in advance, an estimate of costs
expected from the City in order to effectively manage their budget, to
determine funding levels to local service and non-profit organizations, and
to evaluate whether the Cornfest event can occur based on financial
WHEREAS, the City and Chamber have agreed to memorialize their understanding
related to the 2006 Cornfest event by outlining the parties’ roles and
responsibilities, the scope of City services and estimated costs, and the
intent of the 2006 Cornfest as a community-oriented, family-friendly event,
rather than a regional event, in a Memorandum of Understanding.
THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood that
it approves a Memorandum of Understanding between the City and the Brentwood
Chamber of Commerce related to the scope of City services and estimated City
fees for the 2006 Cornfest and authorizes the City Manager or her designee
to execute the Memorandum of Understanding.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at
a regular meeting held on the 9th day of May 2006 by the following vote: