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CITY COUNCIL AGENDA ITEM NO. 6



Meeting Date: June 26, 2007

Subject/Title: Adopt a Resolution authorizing the donation of $23,000 to the Brentwood Chamber of Commerce to fund the Cornfest fireworks.

Prepared by: Linda Maurer, Economic Development Manager

Submitted by: Howard Sword, Director of Community Development



RECOMMENDATION
Adopt a Resolution authorizing the donation of $23,000 to the Brentwood Chamber of Commerce to fund the Corn Fest fireworks.

PREVIOUS ACTION
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.

BACKGROUND
The Brentwood Chamber of Commerce’s annual Corn Fest has become a long-standing community-based event, as well 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 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.

The Brentwood Chamber of Commerce has submitted an application for funding for the Cornfest fireworks in the amount of $23,000. The fireworks display has traditionally been funded out of the Economic Development division’s budget. 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 fireworks.

FISCAL IMPACT
The expenditure of $23,000 is included in the Economic Development portion of the proposed Fiscal Year 2007/08 Operating Budget. The adoption of this resolution is subject to the City Council approving this item as part of next year’s Operating Budget.



Attachments
Resolution


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE DONATION OF $23,000 TO THE BRENTWOOD CHAMBER OF COMMERCE TO FUND THE CORNFEST FIREWORKS


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’s annual Cornfest has become a long-standing community-based event, as well 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); and

WHEREAS, the event 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; and

WHEREAS, the Brentwood Chamber of Commerce has submitted an application for funding for the Cornfest fireworks in the amount of $23,000; and

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

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the donation of $23,000 to the Brentwood Chamber of Commerce to fund the Cornfest fireworks, contingent on the adoption of the Fiscal Year 2007/08 Operating Budget.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the day of June 26, 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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