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CITY COUNCIL AGENDA ITEM NO. 21

Meeting Date: December 9, 2008

Subject/Title: Adopt a Resolution approving a Memorandum of Understanding between the City of Brentwood and the Brentwood Senior Citizens Club, Inc. regarding running a wide variety of programs, activities, and services at the Brentwood Senior Activity Center and approving a fee waiver for the term of January 1, 2009 to June 30, 2009 in the amount of $23,514.68

Prepared by: Mac Kaiser, Recreation Supervisor

Submitted by: Craig Bronzan, Director of Parks and Recreation

RECOMMENDATION
Adopt a Resolution approving a Memorandum of Understanding between the City of Brentwood and the Brentwood Senior Citizens Club, Inc. regarding running a wide variety of programs, activities, and services at the Brentwood Senior Activity Center, and approving a fee waiver in fiscal year 08/09 for the period of time from January 1, 2009 to June 30, 2009 in the amount of $23,514.68 and authorizing the City Manager or her designee to execute the Memorandum of Understanding.

PREVIOUS ACTION
On June 24, 2008, City Council approved Resolution No. 2008-1666, approving a Memorandum of Understanding between the City of Brentwood and the Brentwood Senior Citizens Club, Inc., regarding running a wide variety of programs, activities, and services, and approving a fee waiver for fiscal year 2007/08 in the amount of $24,069.77 and the current MOU fee waiver not to exceed $13,000 and authorizing the City Manager or her designee to execute the Memorandum of Understanding.

BACKGROUND
Since its formation in 1977, the senior activities, programs, services, and the Senior Advisory Board, were the responsibility of Delta Community Services, Inc., a Non-Profit 501(c)3. Senior activities, programs and the Board became the responsibility of the recently established City of Brentwood Parks and Recreation Department in October 2000 as a result of a merger between the City and Delta Community Services, Inc.

In January 2001, the assigned Department Recreation Supervisor, working as the Department liaison with the Senior Citizens Advisory Board, began the process of meeting the desire of the Senior Advisory Board to incorporate into a 501(c)3.

In March 2002, the Senior Advisory Board formally filed as the Brentwood Senior Citizens Club, Inc., (the “Club”) and received an advance ruling with the State of California and the Internal Revenue Service as a 501(c)3 non-profit organization.

In December 2006, the City Manager and Director of Parks and Recreation approached the Brentwood Senior Citizens Club, Inc. with a desire to include the Club in the overall Civic Center project related to a new Senior Center. The City, desiring to include the senior population in the process, provided the Club an option to relocate to a temporary site during the several year construction phase of a new downtown Community Center, or to relocate to another site that the City owned at the Brentwood Family Aquatic Complex to be built as a permanent replacement for the current community center.

In January 2007, the Club formally supported the proposal by the City of Brentwood to build a new senior center next to the Brentwood Family Aquatic Complex at 193 Griffith Lane for the permanent home of the Club, programs, activities, and services.

In June 2008, the Parties formalized their relationship approving a Memorandum of Understanding between the City of Brentwood and the Brentwood Senior Citizens Club, Inc., regarding running a wide variety of Programs, Activities, and Services.

With the completion of the Brentwood Senior Activity Center scheduled to open in early January 2009, the Parties desire to continue their relationship in a Memorandum of Understanding (MOU) and to set forth their respective roles and obligations related to the City’s support of the senior programs and services that the Club may run. As outlined in the MOU the City will waive facility fees for programs, activities, and services as they relate to this MOU; however, the Brentwood Senior Citizens Club, Inc., will be responsible for payment of application fees, deposits, cleaning fees and staff costs for any additional programs, activities, and services not identified in this MOU. For the term of this MOU the waiver of fees will be in an amount not to exceed $23,514.68 for January 1 – June 30, 2009. Staff has confirmed that the waiver adheres to Council Administrative Policy 10-12 (Policy and Procedures for Requests for Use of City Funds).

Staff will return to City Council in June 2009 to renew the Brentwood Senior Citizens Club, Inc., MOU for fiscal year 2009/10.

FISCAL IMPACT
The development of the approved department budget for fiscal year 2008/09 anticipated the expenses for senior programs without a revenue reimbursement. Therefore implementation of the MOU will have no impact on the approved budget. The amount of fee waiver approved to date for fiscal year 2008/09 is $13,000. The fee waiver amount for the MOU period of January 1, 2009 – June 30, 2009 is not to exceed $23,514.68. If approved, the total amount of fee waiver for fiscal year 2008/09 will be $36,514.68. No additional funding is anticipated.

Attachments:
Resolution
Memorandum of Understanding













RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF BRENTWOOD AND THE BRENTWOOD SENIOR CITIZENS CLUB, INC. REGARDING RUNNING A WIDE VARIETY OF PROGRAMS, ACTIVITIES, AND SERVICES AT THE BRENTWOOD SENIOR ACTIVITY CENTER, AND APPROVING A FEE WAIVER FOR THE TERM OF JANUARY 1, 2009 TO JUNE 30, 2009 OF $23,514.68 AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE THE MEMORANDUM OF UNDERSTANDING.

WHEREAS, in October 2000, the recently established City of Brentwood Parks and Recreation Department became responsible for senior activities, programs, services, and the Senior Advisory Board; and

WHEREAS, in January 2001, the assigned Department Recreation Supervisor, working as the Department liaison with the Senior Citizens Advisory Board, began the process of meeting the desire of the Senior Advisory Board to incorporate into a 501(c)3; and

WHEREAS, in March 2002, the Senior Advisory Board formally filed as the Brentwood Senior Citizens Club, Inc., (the “Club”) and received an advance ruling with the State of California and the Internal Revenue Service as a 501(c)3 non-profit organization; and

WHEREAS, in December 2006, the City Manager and Director of Parks and Recreation approached the Brentwood Senior Citizens Club, Inc. with a desire to include the Club in the overall Civic Center project related to a new Senior Center. The City, desiring to include the senior population in the process, provided the Club an option to relocate to a temporary site during the several year construction phase of a new downtown Community Center, or to relocate to another site that the City owned at the Brentwood Family Aquatic Complex to be built as a permanent replacement for the current community center; and

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, in January 2007, the Club formally supported the proposal by the City of Brentwood to build a new senior center next to the Brentwood Family Aquatic Complex at 193 Griffith Lane for the permanent home of the Club, programs, activities, and services; and

WHEREAS, on June 24, 2008, the City Council approved Resolution No. 2008-166 the Memorandum of Understanding between the City and the Brentwood Senior Citizens Club, Inc., regarding running a wide variety of programs, activities, and services; approving a fee waiver for fiscal year 2007/08 in the amount of $24,069.77 and a fee waiver as document in the MOU in an amount not to exceed $13,000; and

WHEREAS, the City desires to continue its support of the Brentwood Senior Citizens Club, Inc. and the various programs, activities, and services available to all seniors in the City of Brentwood; and


WHEREAS, staff has confirmed that the fee waivers adhere to Council Administrative Policy 10-12; and

WHEREAS, the Parties further desire to continue their relationship in this MOU and to set forth their respective roles and obligations; and

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood: 1) Approves a Memorandum of Understanding between the City and the Brentwood Senior Citizens Club, Inc., regarding running a wide variety of programs, activities, and services;

2) Approves a fee waiver for the remaining fiscal year 2008/09 in the amount of $23,514.68 from January 1 – June 30, 2009; and

3) Authorizes the City Manager or her designee to execute the Memorandum of Understanding, with minor technical revisions approved by the City Manager in consultation with the City Attorney.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 9th day of December, 2009 by the following vote:

 
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