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CITY COUNCIL AGENDA ITEM NO. 21

Meeting Date: March 25, 2008

Subject/Title: Accept informational report from Brentwood Police Activities League-After the Bell Program for fiscal year 2007/08 and 2008/09.

Prepared by: Poldina Scherff, Recreation Manager

Submitted by: Craig Bronzan, Director of Parks and Recreation


RECOMMENDATION
Accept informational report from Brentwood Police Activities League-After the Bell Program for fiscal
year 2007/08 and 2008/09.

PREVIOUS ACTION
On June 22, 2004 Brentwood Police Activities League updated City Council on the collaboration with the City of Brentwood. City Council approved a resolution for a finance plan for Brentwood Police Activities League on May 13, 2003.

On May 23, 2006 an informational report was given to City Council on the Brentwood Police Activities League – After the Bell after School program for a change of sites in 2006/07.

On June 26, 2007 an informational report was given to City Council on the Brentwood Police Activities League – After the Bell after school program for fiscal year 2007/08 with the intent of having the PAL Board return to City Council prior to March 1, 2008 with a proposed long term funding program and agreement for continuation for the City/PAL collaboration.

BACKGROUND
The Brentwood Police Activities League began in August of 2003 with two sites Edna Hill Middle School and Loma Vista Elementary School. In August of 2004 the site expanded to three sites Edna Hill Middle School, Bristow Middle School and Loma Vista Elementary School. With the completion of the third middle school, J. Douglas Adams Middle School the Brentwood Police Activities League Board concurred that the PAL-After the Bell after school program would better serve the Brentwood population if it was located at the J. Douglas Adams Middle School instead of Loma Vista Elementary School. On August of 2006 the PAL-After the Bell Program was offered at the three middle schools.

With the new fiscal budget year 2007/08 it was the intent of the City to continue the present agreement in which the PAL Board will contribute 50% of the Part-time salary and benefits (approximately 14% of salaries) and the City will “not exceed” $50,000 in the fiscal year as per the agreement. The PAL Board was also expected to raise all money necessary for any other PAL programs outside the After the Bell Program. City staff and members of the PAL Board were requested to return to the City Council prior to March 1, 2008 with a proposed long term funding program and agreement for continuation of the City/PAL collaboration.

The economic challenges facing our nation and Brentwood are also felt by the Police Activities League (PAL) Board of Directors. In the past, PAL-ATB has been funded by Department of Justice (DOJ), the City of Brentwood and PAL Board fundraisers. Unfortunately, these funding sources have also been affected by our economic climate. Available funding sources are not sufficient to continue to support the PAL-ATB program as it currently exists as a free program to its users. Consequently, effective March 31, 2008, the PAL Board has decided to offer the program four days per week and eliminate the Friday program at Bristow, Edna Hill, and Doug Adams Middle Schools for the remainder of the 2007/08 school year. This will result in a cost savings of approximately $5,697.

The City of Brentwood total operational budget for the PAL-ATB program for fiscal year 2008/09 is expected to be $217,542, which does not include City administration. To continue to offer the program at the three middle school sites on a daily basis after the 2007/08 school year, the PAL Board has considered alternative funding sources, including reducing the program from five to four days per week, charging participants $2 per day and/or a monthly fee of $32, and continue fundraising efforts.
• The PAL Board’s contribution is 50% of the part-time staff salaries/benefits and 50% of special supplies totaling $41,750 based on a five day per week program.
• If the program is reduced to four days per week the PAL Board contribution would be $33,400, and the Cities 2008/09 adjusted budget would be reduced by $19,700 to $197,842.
• PAL Board is proposing to charge $32 per month generating a maximum revenue of $19,200 for the school year (based on 100 participants per month, which is slightly down from the current participation numbers).
• The PAL Board also expects to generate an additional $20,000 from fundraising and community donations.

The Board has committed to continue to look for funding at local, state and federal levels and is currently working with Senator Barbara Boxer on locating federal grant opportunities. The Board has also established a partnership with Best Buy and the ECC Bank as corporate sponsors. The PAL Board has received a commitment from the Chief of Police, Mark Evenson for his department’s continued support of the PAL-ATB program. This is the PAL Board’s proposed long-term funding plan and staff will be requesting consideration of it by the City Council as a part of the approval of the fiscal year 2008/09 budget.

The table below highlights the actual total contributions from the City and the PAL Board for each fiscal year the City has run the program, beginning FY 2003/04 and ending FY 2007/08. Also listed are the actual program costs for each fiscal year. All dollar amounts listed for FY 2008/09 are projected figures.

FY 03/04 FY 04/05 FY 05/06 FY 06/07 FY 07/08 FY 08/09 (projected)
City Contribution $154,492 $193,416 $212, 780 $200,244 $140,995* $231,237
PAL Board Contribution $45,027 $47,694 $51,924 $40,089 $18,255** $20,000***
Program Costs $199,519 $241,110 $264,704 $240,333 $159,250* $251,237

*YTD as of 3/20/08
**Amount received as of 12/31/07 (2 of 4 quarterly bills paid)
***Figure based on PAL Board’s expectation to generate $20,000 from fundraising and community donations as stated above.

FISCAL IMPACT
If the program is reduced to four days per week for fiscal year 2008/09 the adjusted budget for the PAL program becomes $197,842, which does not include City administration.
 
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