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CITY COUNCIL AGENDA ITEM NO. 7

Meeting Date: November 13, 2007

Subject/Title: Adopt a Resolution authorizing the Director of Parks and Recreation or his designee to approve expenditures for the Art, Wine and Jazz Festival

Prepared by: Poldina Scherff, Recreation Manager

Submitted by: Craig Bronzan, Director of Parks and Recreation

RECOMMENDATION
Adopt a Resolution authorizing the Director of Parks and Recreation or his designee to approve
expenditures for the Art, Wine and Jazz Festival.

PREVIOUS ACTION
None

BACKGROUND
On January 24, 2007 the Arts Commission approved the formation of the Arts, Wine & Jazz Festival committee and appointed Saunie Fridley as the Chairperson for the event. Ms. Fridley had been co-chair of the event in 2006. At the direction of the Arts Commission, staff was to develop and provide a clear list of responsibilities for City Staff that also includes the responsibilities of the chairperson and festival committee. The Chairperson was provided the listing of responsibilities. This document stipulated the processing of invoices within City’s approved purchasing procedures. The Chairperson was given a copy of the City’s purchasing guidelines to follow.

The Art, Wine and Jazz Festival Budget for fiscal year 2007/08 is $25,000 with an estimated revenue of $29,000. The Art, Wine and Jazz Festival took place on September 29 and 30, 2007, and this event has revenues and expenditures that are currently outstanding. City staff processed all agreements and invoices received as of September 28th per the City’s purchasing guidelines. After the event was over, staff began to receive additional invoices from the event Chairperson for expenditures that occurred during the event but did not adhere to City policies and procedures. These invoices were for rentals or services which required approved contracts and the insurance prior to the rental or services being performed. Staff has been clear and consistent with the Chair of the event, that all vendors and service providers are required to follow City policies and procedures and have their approved contracts and insurance documentation in place prior to the event happening.

Purchasing Policy 10-7 Section 9.1 states that the City Council shall be under no obligation to approve unauthorized purchases not made in accordance with these procedures. Although the policy and procedures were not followed, the vendors listed below did provide the rentals or services that they are requesting payment for. Staff is recommending that the City Council authorize the Director of Parks and Recreation or his designee to approve the expenditures for the Art, Wine and Jazz Festival.

All other invoices from approved vendors have been processed for payment. With the reformation of the Arts Commission and acceptance of a memorandum of understanding with the Brentwood Arts Society, this will not happen again in the future.

The following is a list of the outstanding invoices:

Vendor Name Description Expense
Michael Rood Event Security $600.00
Focal Point Investigations Event Security $600.00
Schooner’s Grille & Brewery Beer Sales $2,156.50
Farwest Sanitation & Storage Portable Toilets $409.80
Orin Allen Youth Facility (Donation) Services $300.00
United Rentals Portable Lights 1,211.93
Got-A-Party Tents $1,515.00
Total $6,793.23

FISCAL IMPACT
The expenditure of $6,793.23 for fiscal year 2007/08 is included in the 2007/08 – 2008/09 approved Operating Budget for the Arts Commission.

RESOLUTION NO.

ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD TO AUTHORIZE THE DIRECTOR OF PARKS AND RECREATION OR HIS DESIGNEEE TO APPROVE EXPENDITURES FOR THE ART, WINE AND JAZZ FESTIVAL.

WHEREAS, on January 24, 2007 the Arts Commission approved the formation of the Art, Wine & Jazz Festival committee and appointed Saunie Fridley as the Chairpeson for the event; and

WHEREAS, staff developed and provided a list of responsibilities for City as well as the chairperson of the event; and

WHEREAS, the City provided for the chairperson of the event a copy of the purchasing guidelines; and

WHEREAS, on September 29 & 30, 2007, the Art, Wine and Jazz Festival took place at City Park; and

WHEREAS, City staff processed all agreements and invoices received prior to the event; and

WHEREAS, City staff received invoices for services performed that required contracts and insurance documentation after the event; and

WHEREAS, City staff does not have the ability to pay for services received after the fact as these vendors had no legal authority to conduct business/provide services on City property; and

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City Council authorizes the Director of Parks and Recreation or his designee to approve expenditures for the amount of $6,793.23 for the Art, Wine and Jazz Festival.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on 13th day of November, 2007 by the following vote:

 
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