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. 11



Meeting Date: October 14, 2008

Subject/Title: Amend the 2008/2009 Cost Allocation Plan and Schedule of City Fees to include fees associated with the use of the Brentwood Senior Activity Center, Summerwood Park, Brentwood Family Aquatic Complex, Heritage High School Pool, the City’s mobile stage/portable bleachers and facility rentals.

Prepared by: Poldina Scherff, Recreation Manager

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



RECOMMENDATION
Amend Resolution No. 2008-224 revising the 2008/2009 Cost Allocation Plan and Schedule of City Fees to include fees associated with the use of the Brentwood Senior Activity Center, Summerwood Park, Brentwood Family Aquatic Complex, Heritage High School Pool, the City’s mobile stage/portable bleachers and facility rentals.

PREVIOUS ACTION
On August 26, 2008, by Resolution No. 2008-224, the City Council adopted the 2008/2009 Cost Allocation Plan and revised the City’s Service Fees.

BACKGROUND
State law requires that fees be reasonably related to the actual cost of providing the service. The purpose of a Cost Allocation Plan is to conform to state law and to have a method to recover direct and indirect costs associated with providing services and establish a framework for computing fees and charges. With the opening of the new Brentwood Senior Activity Center staff researched approximately fifteen (15) surrounding cities including Pittsburg, Dublin and Antioch who offer comparable community/senior centers. Recommendations also include staff computed costs and overhead. When setting the fees, the Resident, Non-Resident, Commerical and Non-Profit structure remained consistent with the formula used for all facility rentals. Starting with the Resident as the baseline fee, a ten percent (10%) increase to the baseline fee is charged for Non-Residents, thirty percent (30%) increase for Commercial, and less thirty percent (30%) for Non-Profits. New rental options have been provided such as set-up and take-down of tables and chairs, and the rental of specialty equipment to enhance the events offered when the hall is being utilized by our community.

On July 1 of each year, all fees shall be automatically adjusted by an amount equal to the percentage of increase or decrease in the consumer price index for this region, as last computed before the July 1 date.

Staff is recommending the following fee structure for the Brentwood Senior Activity Center.




FEE DESCRIPTION FEE
Senior Center Main Hall Regular Rate, Including Kitchen
Resident $100.00/hour
Non-Resident $110.00/hour
Commercial $130.00/hour
Non-Profit $70.00/hour
Cleaning Fee $85.00

FEE DESCRIPTION FEE
Senior Center Meeting Room
Resident $65.00/hour
Non-Resident $71.50/hour
Commercial $84.50/hour
Non-Profit $45.50/hour
Cleaning Fee $125.00
Senior Center Classroom
Resident $50.00/hour
Non-Resident $55.00/hour
Commercial $65.00/hour
Non-Profit $35.00/hour
Cleaning Fee $85.00
Senior Center Miscellaneous Fees
Part-Time Staff $16.41/hour
Table/Chair Set-Up $75.00
Table/Chair Take Down $100.00
Table/Chair Set-Up and Take Down $150.00
Damage Deposit without Alcohol Permit $250.00
Damage Deposit with Alcohol Permit $500.00
Rental Liability Insurance $98.00-$700.00
Rental Cancellation Service Fee - Less than 14 days notice $27.35
Unpaid Rental Balance Late Fee (one time/flat rate) $75.00
Rental Contract Modification Processing
(5 business day grace period for changes without charges once application has been submitted) $54.00
Rental Contract Modification Processing - Less than 14 days notice $108.00
Senior Center Kitchen Rental
Kitchen Rental – 2-hour minimum $35.00/hour
Kitchen Cleaning/Damage Deposit $300.00
Senior Center Equipment Rental with Rental of Senior Center (Flat Rate)
Portable Stage Rental $150.00
Podium/P.A. $50.00
TV/DVD/Projector $35.00
Portable Bar (each) $40.00
Portable Dance Floor (10 X 10) 20 Capacity $100.00
Portable Dance Floor (20 x 20) 90 Capacity $200.00

Other fee changes: Upon review of the Portable Bleacher rental, it was discovered that the fee was not adequately covering the cost of the service. Staff is recommending the new proposed fee to cover the cost of a full-time Landscape/Facility Worker II who is assigned to pick-up and deliver the portable bleachers.


FEE DESCRIPTION OLD
FEE PROPOSED FEE
Portable Bleacher Rental
Portable Bleacher, Per Day, Per Unit (Resident) $56.00 $116.00
Portable Bleacher, Per Day, Per Unit (Non-Profit) $28.01 $101.00
Portable Bleacher, Per Day, Per Unit (Commercial) $72.80 $151.00

Staff has also added new services for the Mobile Stage which includes offering to the community the use of 4, 6 and 8 extensions that create a larger stage area for customers.

FEE DESCRIPTION FEE
Mobile Stage Extension Rental
Extension Rental for four (4) Set up/Take down $175.00
Extension Rental for four (6) Set up/Take down $205.00
Extension Rental for four (8) Set up/Take down $230.00

While reviewing the Facility Rentals fees it was discovered that the fee is not covering the cost of the Administrative Assistant II who process the application.


FEE DESCRIPTION OLD
FEE PROPOSED FEE
Special Events Applications
Special Events Application Fee / Class 3 Events $34.44 $44.74
Unpaid Rental Balance Late Fee (one time/flat rate) $75.00
Rental Contract Modification Processing
(5 business day grace period for changes without charges once application has been submitted) $54.00
Rental Contract Modification Processing - Less than 14 days notice $108.00

Upon review of the Brentwood Family Aquatic Complex and Heritage High School Pool fees staff found no application processing fee which is currently charged for all rental applications.

FEE DESCRIPTION FEE
Brentwood Family Aquatic Complex and Heritage High School Pool
Rental Application Fee $44.74
Rental Cancellation Fee $25.00
Rental Contract Modification Processing
(5 business day grace period for changes without charges once application has been submitted) $54.00
Rental Contract Modification Processing - Less than 14 days notice $108.00

As staff drafted the new Park Standards, it was noticed that Summerwood Park was being utilized for organized play which impacts the field maintenance and quality of the facility. This facility is adjacent to Bristow Middle School and has a parking lot for public parking. Staff is recommending that it be added as a facility that can be rented.

FEE DESCRIPTION FEE
Summerwood Park Soccer Field Rentals
Resident $10.94/hour
Non-Resident $12.02/hour
Commercial $14.21/hour
Non-Profit $7.65/hour
Soccer Field Prep Services $82.03/field
Soccer Field Lining Repaint $27.35/field
Refundable Field Deposit $500.00
Part-Time Staff Fee $16.41/hour

FISCAL IMPACT
The updates to the fees contained within the Cost Allocation Plan are established to cover costs associated with a particular use and/or service. The fiscal impact is unknown at this time.

ATTACHMENTS
Resolution

RESOLUTION NO.


AMEND THE 2008/2009 COST ALLOCATION PLAN AND SCHEDULE OF CITY FEES TO INCLUDE FEES ASSOCIATED WITH THE USE OF THE BRENTWOOD SENIOR ACTIVITY CENTER, SUMMERWOOD PARK, BRENTWOOD FAMILY AQUATIC COMPLEX, HERITAGE HIGH SCHOOL POOL, THE CITY’S MOBILE STAGE/PORTABLE BLEACHERS AND FACILITY RENTALS

WHEREAS, Government Code Sections 65104, 65909.5, 66014 and 66451.2 allow the City to establish fees to offset the City’s administrative costs in processing permits, licenses, subdivision maps and entitlements; and

WHEREAS, Brentwood Municipal Code §17.800 requires payment of such processing fees in conjunction with any application submitted for permits, licenses, subdivision maps and entitlements; and

WHEREAS, on August 26, 2008, by Resolution No. 2008-224, the City Council adopted the 2008/2009 Cost Allocation Plan and revised the City’s Service Fees; and

WHEREAS, the Report and supporting data were available for public inspection and review for ten (10) days prior to this public hearing; and

WHEREAS, a public hearing has been noticed and held in accordance with Government Code Section 66018; and

NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Brentwood:

Section 1. Findings:

The Council makes each of the following findings:

A. That CEQA does not apply to the adoption of this Resolution, pursuant to Sections 15061 and 15273 of the State CEQA Guidelines because:

1. The fees established by this Resolution will be collected for the purposes of meeting operational expenses and maintaining service to those that request it; and

2. Because the fees authorized by this Resolution will be collected at the application stage of the project, CEQA review will take place during the processing of the project. Therefore, it can be seen with certainty that the adoption of this Resolution establishing processing fees will not have a significant effect on the environment.

B. The purpose of the processing fees is to support those City services which are undertaken as a direct or indirect result of members of the public using the services of the City.

C. After considering the staff report and supporting data and the testimony received at this public hearing, the Council approves and adopts the amendments to the 2008/09 Cost Allocation Plan, and incorporates them herein, and further finds that future development in the City of Brentwood will generate a continued need for the services specified in the report.

D. The report and the testimony establish:

1. That there is a reasonable relationship between the need for the fee and the type of service for which the fee is imposed; and

2. That there is a reasonable relationship between the amount of the fee and the estimated reasonable cost of providing the type of service for which the fee is imposed; and

3. The amount of service provided does not exceed what is reasonably necessary in order to process the requested service; and

4. That the cost estimates set forth in the amendments to the 2008/09 Cost Allocation Plan are reasonable and best approximate the direct and indirect (overhead) costs of City staff and consultants for providing the necessary service to respond to the public’s requests

E. The method of allocating the City’s administrative costs of processing service bears a fair and reasonable relationship to each member of the public’s burden on, and benefit from, the services requested by that member.

F. The fees do not exceed the estimated reasonable cost of providing the service for which the fee is charged.

Section 2. Fees Imposed:

A. Each person requesting a service in the City of Brentwood for which a fee is imposed pursuant to the report shall pay the processing fee set forth in the report and the Cost Allocation Plan is hereby amended to reflect these additional fees.

B. On July 1 of each year, all fees not tied to an alternate index and/or requirement shall be automatically adjusted by an amount equal to the percentage of increase or decrease in the consumer price index for this region, as last computed before the July 1 date.

C. The fees may also be adjusted if the City updates or modifies the Cost Allocation Plan and conducts a public hearing to implement a new or revised fee or fees based upon such update or modification.

D. The applicable fee shall be determined on the basis of the fee schedule in effect at the time the application is submitted to the City for the requested service. The fee shall be payable in full at the time the application is submitted.

E. The adoption of this Resolution does not affect the ability of the City to request an agreement between the applicant and the City to pay extraordinary processing costs and to establish deposit accounts.

F. Notwithstanding anything to the contrary herein, the fee for copying public records requested by a member of the public, shall not exceed the direct costs of duplication.
Section 3. Use of Fee Revenues:

The revenues raised by payment of these fees, along with any interest earned, shall be used to pay for the City’s administrative costs spelled out in the report, including without limitation the capital costs and labor and contract costs directly or indirectly associated with providing the requested service.

Section 4. Subsequent Analysis of the Fees:

The fees established herein are adopted and implemented by the Council in reliance on the comprehensive studies that have been prepared by the City. During the coming
years, the City will continue to gather additional information that may affect the nature, scope and type of services to be provided in response to requests of the public. Notwithstanding any term or condition of any permit, subdivision map, license or entitlement granted by the City, it is existing policy that the City Council may revise the fees to incorporate the findings and conclusions of further studies, as well as increases due to inflation, and that such revisions shall apply to any prior approved projects, as well as new projects.

Section 5. Effective Date of Revised Fees:

The fees established through this action shall be effective immediately.

Section 6. Severability:

Each component of the fees and all portions of this Resolution are severable. Should any individual component of the fee or other provision of this Resolution be adjudged to be invalid and unenforceable, the remaining provisions shall be and continue to be fully effective, and the fee shall be fully effective except as to that portion that has been judged to be invalid.

Section 7. Statute of Limitations:

Any judicial action or proceeding to attack, review, set aside, void, or annul the fees established by this Resolution, or the Resolution itself, shall be commenced within one hundred twenty (120) days of the passage of this Resolution. Any action to attack an adjustment adopted shall be commenced within one hundred twenty (120) days of the adjustment.

Section 8. Statute of Limitations:

Resolution No. 2008-224 remains in full free and effect except amended herein

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on October 14, 2008, by the following vote:





 
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