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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 8



Meeting Date: June 26, 2007

Subject/Title: A Resolution for the renewal of a two-year grant request from Contra Costa County for $18,867 for fiscal year 2007/08 and $19,452 for fiscal year 2008/09 and approve the fee waiver of $35,298 for the use of City Facilities for the operation of the County Senior Nutrition Program (Co Co Café).

Prepared by: Poldina Scherff, Recreation Manager

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



RECOMMENDATION
Approve a resolution for the renewal of a two-year grant request from Contra Costa County for $18,867 for fiscal year 2007/08 and $19,452 for fiscal year 2008/09 and approve the fee waiver of $35,298 for the use of City Facilities for the operation of the County Senior Nutrition Program (Co Co Café).

PREVIOUS ACTION
On June 11, 2002, City Council authorized the City Manager to enter into an agreement with Contra Costa County to provide a Senior Nutrition Program at the Brentwood Community Center.

On August 24, 2004, City Council approved a one-year grant to the County program of $19,000 for the Café Manager position, to help the program through the fiscal year 04/05.

On February 25, 2005, City Council approved a two-year grant to the County program of $17,900 for fiscal year 2005/06 and $18,300 for fiscal year 2006/07 for the Café Manager position for the Senior Nutrition Program at the Brentwood Community Center.

BACKGROUND
Contra Costa County’s Health Services Department has been running a Senior Nutrition Congregate Program called “Co Co Café” at the Brentwood Community Center since July 1, 2002. The County Senior Nutrition Program is designed as a partnership between cities and the County in providing nutrition services to senior citizen residents in each community. Since opening, Co Co Café has served 6,547 seniors in fiscal year 2002/03, 8,440 seniors in fiscal year 2003/04, 7,037 seniors in fiscal year 2004/05 and 8,197 in fiscal year 2005/06. Thirteen of the nineteen cities/special districts within the east, central and west areas of Contra Costa County participate in the senior nutrition program including Brentwood. Thirteen cities provide a facility for the program. Six of the thirteen cities provide a café manager and four of these six fund other café costs. Six of the nineteen cities provide a monetary contribution towards the café program. The remaining thirteen cities do not provide a monetary contribution.

Contra Costa County Senior Nutrition Program is requesting $26,987 for 2007/08 and $26,987 for 2008/09. Their requested increase is based on the following:
• The previous year’s submittal accounted for a site manager working 5 hours, 3 days per week and this submittal is for 5 hours, 5 days per week.
• This year the County granted their staff “basic benefits” that were not previously available at a 15% increase.

The attached City/Special District Contribution chart lists nineteen cities in Contra Costa County. Of the nineteen cities/special districts:
7 cities/special districts provide a monetary contribution
6 cities/special districts provide café manager
2 cities/special districts provide a monetary contribution and the café manager
2 cities/special districts provide partial funding or contribution
13 cities/special districts provide a café facility
6 cities/special districts do not provide a program

The listed 100% café manager and other café costs are cities who have provided a city employee or are employees that are provided by a non-profit organization. The other costs for the café are the paper goods (i.e., paper plates and cups, plastic forks, knives and spoons).

With the passage of the Council/Administrative Policy 10-12, organizations are now required to fill out a request for fee waiver and/or fee reduction/donation application. The use of the Blue Room and Kitchen in the Brentwood Community Center for the year is $35,298 and must be approved by City Council (the policy states that fee waiver and/or fee reduction request over $5,000 must be approved by City Council). Upon review of the application, the County Senior Nutrition Program (Co Co Café) meets the fee waiver and/or fee reduction policy requirements and staff is recommending the in-kind use of the Blue Room and Kitchen in the Brentwood Community Center in the amount of $35,298.

After further review of the application, staff is recommending a 3.1% CPI increase from the $18,300 granted in fiscal year 2006/07 to $18,867 for fiscal year 2007/08 and $19,452 for fiscal year 2008/09.

FISCAL IMPACT
The grant funds of $18,867 for fiscal year 2007/08 and $19,452 for fiscal year 2008/09 have been included in the 2007/08 – 2008/09 proposed operating budget in line item 100-1413 which is being considered by City Council on a separate item tonight. In addition to the grant funds, the County Senior Nutrition Program is requesting a waiver in the amount of $35,298 for the 2007/08 use of city facilities which amounts to a total of $54,165 for fiscal year 2007/08.


Attachments:
Resolution
Exhibit A: Policy 10-12 – Request for Donation Application Procedures
Exhibit B: Policy 10-12 – Request for Fee Waiver and/or Fee Reduction Application Procedures
Request for Fee Waiver and/or Fee Reduction/Donation Application


RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE RENEWAL OF A TWO-YEAR GRANT REQUEST FROM CONTRA COSTA COUNTY FOR $18,867 FOR FISCAL YEAR 2007/2008 AND $19,452 FOR FISCAL YEAR 2008/2009 AND APPROVE THE FEE WAIVER OF $35,298 FOR USE OF CITY FACILITIES FOR THE OPERATION OF THE COUNTY SENIOR NUTRITION PROGRAM (Co Co CAFÉ).

WHEREAS, on June 11, 2002, City Council authorized the City Manager to enter into an agreement with Contra Costa County to provide a Senior Nutrition Program at the Brentwood Community Center; and

WHEREAS, on August 24, 2004, City Council approved a grant to Contra Costa County for $19,000 to offset fiscal year 2004/05 for program staffing costs; and

WHEREAS, City Council approved grants for fiscal years 2004/05, 2005/06 and 2006/05; and

WHEREAS, City Council approved the 2007/09 Operating Budget which included funding for Contra Costa County; and

WHEREAS, City Council Administrative Policy No. 10-12 related to the policies and procedures for requests for use of City facilities in the amount of $35,298 as in-kind services in which Contra Costa County has submitted the required paperwork and meet the requirements of Policy 10-12; and

WHEREAS, Contra Costa County has submitted an application for funding in the amount of $38,319 for two years and they meet the requirements of Policy 10-12; and

WHEREAS, after review of the application, the Director of Parks and Recreation has determined that the request meets the required criteria outlined in the Policy and attached hereto as Exhibit “A”; and

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood approves the renewal of a two-year grant request from Contra Costa County for $18,867 for fiscal year 2007/08 and $19,452 for fiscal year 2008/09 and use of City Facilities in the amount of $35,298 as in-kind services for a total of $54,165 to provide a Senior Nutrition Program at the Brentwood Community Center.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on June 26, 2007 by the following vote:




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.

Exhibit B

Policy 10-12
Request for Fee Waiver and/or Fee Reduction Application Procedures

ALL fee waiver and/or fee reduction requests must be made in writing by using the attached application and must fall under one of the following categories:

Intergovernmental Cooperation
Department Sponsored Program
Financial Hardship / Non-Profit
Private Community Benefit

Fees may be waived and/or reduced for events and programs if the Director determines that all of the following criteria are met:

1. The agency is a 501(c)(3) or (c)(6) non-profit organization;
2. The organization provides proof it is a valid non-profit or community service organization serving the citizens of Brentwood;
3. The imposition of fees would create a financial hardship on the organization or would have a detrimental effect upon the services provided to the public;
4. The service provided by the City is within the scope of services normally provided by the respective Department;
5. Appropriate recognition as co-sponsor or partner of the event or program is provided for the City of Brentwood on all promotional materials and at the event or program and such promotional materials are approved by the Graphic Standards Committee. All promotional materials representing the City must follow the graphic standards guidelines;
6. The program or event is determined by City Council, the City Manager or the appropriate Department Director to provide a public benefit and be of significant value to the community or to a significant portion of its residents;
7. All resources provided by the City in sponsorship of the event must be provided for within the Department’s current budget allocations without a reduction of services;
8. The event or program is open to the public and is in compliance with the City’s non-discrimination policy. Whether the event or program is in compliance with the City’s non-discrimination policy will be determined by the appropriate Department Director and may be appealed pursuant to the terms of this policy;
9. It is determined that the proposed event or program will have no significant impacts on the facilities or department activities, that the permittee will provide volunteer services and materials to mitigate any impacts created by the event or program, or that the impacts are adequately offset by the public benefit provided by the program or event;
10. It is determined that no profit will be made from the event by the permittee or by any other individuals or private business; or, If a fee is charged, a reasonable portion of the proceeds will be paid to the City. Determination of a fee amount will be based on the information provided in the attached “Schedule A” worksheet.
11. 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.

12. 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.
13. Reasonable steps shall be made by the permittee to minimize impacts to City facilities, programs, and residents.
14. Within 30 days of completion of any event in which a donation was received, the permittee will provide a written report to the respective Department 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.
15. 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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City of Brentwood City Council
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Brentwood, CA 94513
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E-mail allcouncil@brentwoodca.gov