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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 6

Meeting Date: May 8, 2007
Subject/Title: Adopt a resolution authorizing a donation not to exceed $20,000 to the Brentwood Chamber of Commerce for the Brentwood Farmers’ Market as recommended by the Agricultural Enterprise Committee.

Prepared by: Linda Maurer, Economic Development Manager

Submitted by: Howard Sword, Director of Community Development

RECOMMENDATION
Adopt a resolution authorizing a donation not to exceed $20,000 to the Brentwood Chamber of Commerce for the Brentwood Farmers’ Market as recommended by the Agricultural Enterprise Committee.

PREVIOUS ACTION
On June 14, 2005, the City Council approved Resolution No. 2005-143 adopting the 2005/06-2006/07 Operating Budget for the City of Brentwood.

On January 24, 2006, the City Council approved Resolution No. 2006-18 amending the Council/Administrative Policy Manual to add a new Policy No. 10-12 related to the policies and procedures for requests for use of City Funds.

On May 9, 2006, the City Council approved Resolution No. 2006-91, authorizing a $10,000 donation to the Brentwood Chamber of Commerce for the Brentwood Farmers’ Market.

BACKGROUND
The Brentwood Chamber of Commerce serves as the annual sponsor for the Brentwood Farmers’ Market. This seasonal community event draws thousands of residents into the Downtown and has become an event with many positive public benefits, including the promotion and consumption of locally-grown produce.

The Brentwood Chamber of Commerce has been a source of funding for the Brentwood Farmers’ Market since its inception in 2004. Over the past three years, the City agreed to help underwrite the costs of the Farmers’ Market. In fiscal years 2003/2004 and 2004/2005, the City contributed $14,000 annually to the Chamber for the event. In fiscal year 2005/2006, the City’s contribution amount is $10,000.

While the City no longer has an obligation under an agreement to help financially underwrite the Market, the Chamber has provided the City with an estimate indicating that a donation for this year’s Market and future years will be necessary to maintain and expand the size and scope of the event.

The Agricultural Enterprise Committee (AEC), consisting of Vice Mayor Bob Brockman and Councilmember Erick Stonebarger, has met with the Chamber to discuss the Market and this year’s location. The AEC is making a recommendation to move the day and location of the Farmers’ Market. Last year, the event was hosted in City Park on Thursdays from 4 p.m. to 8 p.m. The event ran from mid-May to late September in 2006. This year, the AEC is recommending the event be moved Saturday and relocated to First Street, between Oak and Chestnut, to provide for a more robust event that will likely benefit a greater number of Downtown businesses. This year’s event will run a month longer, from May 19th to October 27th. The AEC has notified all of the merchants and the resident on this block and met with those expressing support or concern about the event’s new location. This formal recommendation will come under a separate staff report to the Council tonight as part of the temporary use permit request.

In response to the venue change and to the meetings held with Downtown merchants, the AEC recommends additional funds be put towards the marketing and promotion of this year’s market. The AEC recommends allocating a not to exceed amount of $20,000 - $ 10,000 for the basic support of the Farmers’ Market as in previous years and an additional $10,000 to be made available for special promotions and marketing.

Use of City Funds Policy No. 10-12 states that donation requests over $1,000 must be approved by the City Council. After review of the application, staff feels this request meets the criteria outlined in the policy and therefore recommends awarding the funding for the Farmers’ Market.

FISCAL IMPACT
The expenditure of up to $10,000 for the basic support of the Farmers’ Market will come from the Agricultural Administration Fund 262 and the $10,000 of additional promotion and marketing support will be handled through the Economic Development 2006/07 Operating Budget as approved by the City Council on June 14, 2005. Both expenditures are budgeted in the 2006/07 Operating Budget and do not require any budget amendments.

Attachments
Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE DONATION NOT TO EXCEED $20,000 TO THE BRENTWOOD CHAMBER OF COMMERCE TO FUND THE BRENTWOOD FARMERS’ MARKET

WHEREAS, on June 14, 2005, the City Council approved Resolution No. 2005-143 adopting the 2005/06-2006/07 Operating Budget for the City of Brentwood; and

WHEREAS, on January 24, 2006, the City Council approved Resolution No. 2006-18 amending the Council/Administrative Policy Manual to add a new Policy No. 10-12 related to the polices and procedures for requests for use of City Funds (the “Policy”); and

WHEREAS, the Brentwood Chamber of Commerce has submitted an application for funding for the Brentwood Farmers’ Market in the amount of $20,000; and

WHEREAS, this seasonal, community event draws thousands of residents into the Downtown and has become an event with many positive public benefits, including the promotion and consumption of locally-grown produce; and

WHEREAS, the Brentwood Chamber of Commerce has been a source of funding for the Brentwood Farmers’ Market since its inception in 2004. As part of that agreement, the City agreed to help underwrite the costs of the Farmers’ Market for a three-year period; and

WHEREAS, while the City is no longer has an obligation under an agreement to help the Chamber financially underwrite the market, the Agricultural Enterprise Committee consisting of Vice Mayor Bob Brockman and Councilmember Erick Stonebarger, recommends that the City continue providing funds to the Chamber to support the market and recommends additional marketing funds be allocated to help promote the market’s new day (Saturdays) and location on First Street, between Oak and Chestnut; and

WHEREAS, after review of the application, the Director of Community Development has determined the request meets the list of said criteria outlined in the Policy and is attached hereto as Exhibit A.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the donation not to exceed $20,000 to the Brentwood Chamber of Commerce to fund and promote the Brentwood Farmers’ Market.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the day of May 8, 2007 by the following vote:

AYES:
NOES:
ABSENT:
ABSTAIN :

Exhibit A

Policy 10-12
Request for Donation Application Procedures

For all donation requests, the following standards will apply:

1. Good cause exists that a donation is necessary or an activity/event will not take place. This includes a clearly stated public purpose and public benefit of the event and request, identifying the target population who will be served and how this relates to support of City funds.
2. Applicant must demonstrate it has the managerial and fiscal competence to complete the project/event and give evidence that is has pursued other sources of financial support.
3. If the organization or purpose of the event/activity is for a population greater than the City of Brentwood City limits, evidence must be given as to how funds are secured for those who live outside the city limits.
4. A certificate of insurance or statement of self-insurance and hold harmless agreement must be provided by the permittee and should include the following language: Contractor or event sponsor shall hold harmless, defend and indemnify the City of Brentwood (City) and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with contractor’s or event sponsor’s performance or work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the City.

Minimum limits of insurance are $1,000,000 for General Liability, Automobile Liability, Employer’s Liability and Errors and Omissions. In most cases, the insured party will need to supply an endorsement naming the City of Brentwood as additional insured. This documentation must be provided to the City at least fourteen (14) business days prior to the start of the event.

Any exceptions to the insurance requirement must be approved in writing by the Assistant City Manager or its designee.

5. Scheduling and use of facilities and events are subject to availability of requested facilities and do not have preference over City programs and activities or previous commitments to outside parties.
6. Reasonable steps shall be made by the permittee to minimize impacts to City facilities, programs, and residents.
7. Within 30 days of completion of any event in which a donation was received, the permittee will provide a written report to the respective Director of the event, to include at a minimum: number of participants; event revenue and expenses; copies of all publicity of the event; any benefit to the community and an accounting of where/when/how the proceeds of the event will be dispersed.
8. Failure to abide by the rules and procedures as set forth in this document will result in the respective permittee being denied for funding and ineligible to request future fee waiver and/or fee reductions.
 

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