City of Brentwood
Home PageContact Us!Back

City Administration

2010 Council Goals and Strategic Plan | City Council Members | Calendar of Events | Elections
eNotification | Sub-Committees| Pledge of Allegiance Sign Ups | Invocation Sign Up
Live Streaming Council Meeting | Streaming PC Help |
Streaming Mac Help |

Current Council Agenda and Past Meeting Information

CITY COUNCIL AGENDA ITEM NO. 24

Meeting Date: December 11, 2007

Subject/Title: A Resolution approving a fee waiver request from Contra Costa County for $4,046.97 for fiscal year 2007/08 for the use of City Facilities for the operation of the Contra Costa Immunization Program, Brentwood Public Library, California Offenders Program Services, and Central Coast Ranch Athletic League.

Prepared by: Olivia Alvarez/Tom Burt/Mac Kaiser, Recreation Supervisors

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

RECOMMENDATION
A Resolution approving a fee waiver request from Contra Costa County for $4,046.97 for fiscal year 2007/08 for the use of City Facilities for the operation of the Contra Costa Immunization Program, Brentwood Public Library, California Offenders Program Services, and Central Coast Ranch Athletic League.

PREVIOUS ACTION
On January 24, 2006, 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Manual to add a new Policy No. 10-12 related to the Policies and Procedures for Requests for Use of City Funds and repealed Resolution No. 99-99.

On September 12, 2006, City Council accepted the 2006/07 Annual Report of Fee Waivers and Donations.

On August 28, 2007, City Council accepted the 2006/07 Annual Report of Fee Waiver and Donations.

On June 26, 2007, City Council adopted Resolution 2007-135 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 for use of City Facilities for the operation of the County Senior Nutrition Program (Coco Café).

BACKGROUND
When City Council passed Resolution No. 2006-18 on January 24, 2006, it established procedures and criteria to be used for fee waivers and/or donation requests. It also established that an annual report will be provided to the City Council of fee waivers or reductions and/or donations.

Contra Costa Immunization Program has provided flu immunization services to East Contra Costa seniors and special needs population since October 2000.

The Brentwood Public Library uses the Community Center Multi-Purpose Room and the Blue Room to host children, teen and adult programs. These Library programs have been ongoing since the library opened in 1979. These programs generally benefit elementary, middle and high school students, as well as adults.

California Offender Program Services (COPS) has been providing educational programs to probation, school district, police agencies and counseling agencies since 1990. They have worked in Contra Costa County since 1991. The program is designed to keep juveniles from getting further into the probation/police system. They have a 90% success rate. The City of Brentwood has provided use of the Women’s Club facility for this county program to use. Use of the Women’s Club facility has been ongoing since February 2002.

Since 2000, the California Offenders Program Services (C.O.P.S.) has utilized the City of Brentwood athletic fields to host two Central Coast Ranch Athletic League Tournaments. Two tournaments are offered each year. Tournament fees for the Central Coast Ranch Athletic League Tournaments have been waived by the Direction of Parks and Recreation.

City Council approved the 2006/07 Annual Report of Fee Waivers and Donations for Contra Costa County for $24,756 for the following Contra Costa County programs: Brentwood Library, Contra Costa Health Services Coco Café, Contra Costa Probation, Food Bank of Contra Costa & Solano Counties, Hospice & Palliative Care of Contra Costa, and Orin Allen Youth Rehab (Boys Ranch).

City Council approved $18,867 for use of City Facilities for the operation of the County Senior Nutrition Program (Coco Café) for fiscal year 2007/08.

Contra Costa County, has submitted a request for Fee Waiver and/or Fee Reduction/Donation Application in the amount of $4,046.97 for fiscal year 2007/08 to allow the following organizations to run programs: Immunization Program, Brentwood Public Library Programs, California Offenders Program Services and Central Cost Ranch Athletic League. After review of the application, staff feels this request meets the criteria outlined in the policy and therefore recommends awarding the additional funding to Contra Costa County.

FISCAL IMPACT
Approval of the fee waiver will result in the City not receiving $4,046.97 for use of the facilities for the operations detailed above. No budget adjustment is needed at this time.

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
Exhibit C: Request for Fee Waiver and/or Fee Reduction/Donation Application
















RESOLUTION NO.


A RESOLUTION APPROVING A FEE WAIVER REQUEST FROM CONTRA COSTA COUNTY FOR $4,046.97 FOR FISCAL YEAR 2007/08 FOR THE USE OF CITY FACILITIES FOR THE OPERATION OF THE CONTRA COSTA IMMUNIZATION PROGRAM, BRENTWOOD PUBLIC LIBRARY, CALIFORNIA OFFENDERS PROGRAM SERVICES, AND CENTRAL COAST RANCH ATHLETIC LEAGUE.

WHEREAS, on January 24, 2006, 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 and repealed Resolution No. 99-99; and

WHEREAS, on September 12, 2006, City Council accepted the 2006/07 Annual Report of Fee Waivers and Donations; and

WHEREAS, on August 28, 2007, City Council accepted the 2006/07 Annual Report of Fee Waiver and Donations; and

WHEREAS, on June 26, 2007 City Council adopted Resolution 2007-135 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 for use of City Facilities for the operation of the County Senior Nutrition Program (Coco Café); and

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood approves the additional fee waiver request from Contra Costa County for $4,046.97 for fiscal year 2007/08 for the use of City Facilities for the operation of the Contra Costa Immunization Program, Brentwood Public Library, California Offenders Program Services, and Central Coast Ranch Athletic League.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 11th day of December 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.

 
City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov