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CITY COUNCIL AGENDA ITEM NO. H.4
03/12/2024
SUBJECT: Proposed update to the City’s Economic Development Grant Program Guidelines and Grant Application.
DEPARTMENT: City Manager’s Office
STAFF: Darin Gale, Assistant City Manager
Abraham Salinas, Senior Analyst
TITLE/RECOMMENDATION
Consider approving the proposed update to the Economic Development Grant Program Guidelines, and authorize staff to finalize the Grant Application, which will adhere to the City Council approved guidelines.
FISCAL IMPACT
Not Applicable.
BACKGROUND
In 2002, the residents of Brentwood voted to amend the City's Business Tax Certificate ordinance, which is commonly referred to as a business license. This Business Tax Certificate is a tax on businesses based upon the business type and their gross receipts. The Business Tax Certificate ordinance established an “Economic Development Grant Program” by setting aside annually 20% of all revenue generated through the program.
Historically, the funds have been set aside to support economic development efforts for the explicit purpose of promoting business development (supporting both existing and new businesses across the community), community services, and institutional advertisement for the City of Brentwood. Disbursement of these funds require City Council approval. Since 2004, the program has awarded approximately $2.8 million in grant funding.
The current process allows the Priority Projects category to be considered on a two year cycle and all remaining funds are set aside for annual competitive grants. The proposed update is only for the competitive grants, not the Priority Projects.
CITY COUNCIL AGENDA ITEM NO. H.4
03/12/2024
COMPETITIVE GRANT PROGRAM GUIDELINES
On March 14, 2023, the City Council approved an update to the Economic Development Competitive Grant Program Guidelines and Application. The update was intended to streamline the competitive grant selection process and establish more objective scoring criteria.
After implementing the FY 2023/24 Economic Development Grant Program with the revised guidelines and application, staff identified that and additional is necessary to enhance the program's effectiveness. The current guidelines and application process led to confusion among some applicants, and staff encountered difficulties in accurately assessing the information submitted in the FY 2023/24 competitive grant applications.
On February 26, 2024, the Land Use and Development (LUD) Committee met to discuss staff’s proposed update to the Economic Development Grant Program Guidelines. Based on direction received from the LUD Committee, redlined and clean versions of the Economic Development Grant Program Guidelines are in Attachment 3 (redline) and 4 (clean). Staff is requesting that the City Council update the grant guidelines to ensure alignment with the program's requirements and scoring criteria, and to establish clear expectations for the program.
With these changes, staff believes that the review process will improve and allow reviewers to process, analyze, compare, and score each application more effectively.
Program efficacy and post-project assessments will be better conducted as the City continues to fund the program with limited resources.
Current Grant Guidelines Proposed Grant Guidelines
Marketing Plan Required Removed as it is not part of the proposed scoring matrix
Scored on a 95 point scale Updated to a 100 point scale and updated scoring matrix
No requirement to submit past year’s
Final Report & Reimbursement Request
Form
Requires submittal of most recent Final
Report & Reimbursement Request Form
for past grant recipients
No explicit requirement to receive
appropriate City permits or police
services
Requires recipients to receive all
necessary permits and police services if
required
No requirement to ensure that events
held on public property are held
accountable for cleaning after an event
If it is determined that a grant awardee
has not properly cleaned up after the
event, the cost for clean-up (including
staff time) will be deducted from the
final grant reimbursement, and/or the
organization may not be considered for
future grant funding.
CITY COUNCIL AGENDA ITEM NO. H.4
03/12/2024
Current Grant Guidelines Proposed Grant Guidelines
No review of draft scripts for events If a script is developed as part of a project or event, applicants must
provide the script to the city at least
two weeks in advance. The contents of
the script could be used by the Council
for future grant determination.
Organizations must operate without
discrimination
Organizations must also operate
without discrimination, as defined by
federal, state, or local law. If a court of
law determines that an organization
has violated any such discriminatory
law, the organization may not be
considered for a grant reimbursement
and/or future grant funding.
COMPETITIVE GRANT PROGRAM APPLICATION
The competitive grant application was approved by the City Council in previous years.
While Attachment 5 includes a Draft Economic Development Grant Program Application for review, LUD recommends that the City Council authorize staff to develop and finalize the grant application, which adheres to the approved guidelines.
Seeking the City Council’s approval for the actual application is inefficient and restricts staff’s ability to make necessary design and format modifications. Moreover, the application does not alter the competitive grant program’s requirements.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
ENVIRONMENTAL DETERMINATION
Not Applicable.
CITY COUNCIL AGENDA ITEM NO. H.4
03/12/2024
ALTERNATIVE OPTION(S)
Alternative Options to the LUD’s Recommendation:
1. Do not approve LUD’s recommendation.
2. Modify LUD’s recommendations based on legally defensible findings.
3. Continue item with direction for staff to return with additional information.
ATTACHMENT(S)
1. Previous Action
2. Resolution
3. ED Grant Guidelines – Redline Version
4. ED Grant Guidelines – Clean Version
5. Draft ED Grant Application
ATTACHMENT “1”
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
On November 5, 2002, citizens voted in a general election to amend the Brentwood Municipal Code to change the business license tax to a gross receipts tax structure.
As part of the new tax structure, 20% of business license tax revenues were to be reserved for economic development purposes. Subsequently, in 2004, the Economic Development Grant Program was created.
On December 10, 2013, by Resolution No. 2013-172, the City Council amended the grant program and changed the name from Business License Grant Program to the Economic Development Grant Program and established two categories of funding:
Priority Projects and Economic Development Grant Program.
On December 18, 2014, the City Council approved the continued funding of the designated Priority Events.
On May 8, 2016, the City Council approved Resolution 2016-27, to continue funding the designated Priority Events from the Economic Development Grant Program in the amount of $54,000, and also approved a scoring system to streamline the approval process.
On December 13, 2016, the City Council approved Resolution 2016-165, for the continued funding of the Priority Events Category for the 2017-2018 Economic Development Grant Program.
On February 27, 2018, by Resolution No. 2018-20, the City Council added Harvest Time in Brentwood Trail Map to the Priority Project List.
On June 12, 2018, by Resolution No. 2018-73, the City Council approved grant funding in the amount of $124,721 for fiscal year 2018-2019, and also approved the removal of the Brentwood Arts Society (Art, Wine, and Jazz Festival) from the 2018- 2019 and 2019-2020 Priority Projects Category.
On January 14, 2020, by Resolution No. 2020-02, the City Council approved funding of the Priority Events category for fiscal years 2020-2021 and 2021-2022. This approval included a 3% annual inflationary increase for all projects under this category.
On January 25, 2022, by Resolution No. 2022-08, the City Council approved Priority Projects funded by the Economic Development Grant Program for fiscal years
2022/23 and 2023/24 in the amount of $77,617 per year. The funding approval did not include a 3% inflationary increase for the 2022/23 and 2023/24 fiscal years.
On March 14, 2023, by Resolution No. 2023-30, the City Council approved an update to the Economic Development Grant Program Guidelines and Grant Application and allowed staff to make minor changes to the guidelines and application as needed.
RESOLUTION NO. 2024-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
BRENTWOOD AUTHORIZING THE CITY MANAGER OR STAFF
DESIGNEE TO UDPATE THE ECONOMIC DEVELOPMENT GRANT
PROGRAM GUIDELINES AND GRANT APPLICATION
WHEREAS, on November 5, 2002, Brentwood citizens voted in a general election to amend Ordinance No. 707, Chapter 5.04 of the Brentwood Municipal Code, changing the business license tax from a flat rate to a gross receipts tax structure; and
WHEREAS, as part of the 2002 ballot measure to restructure the City’s business license tax, the voters also approved the creation of a Business License Tax Program (“Program”) that would allocate 20% of total business license tax revenues to grants awarded to projects that support marketing, promotion, and economic development within Brentwood; and
WHEREAS, on December 10, 2013, the City Council approved a Priority Events Category for funding through the Economic Development Grant Program; and WHEREAS, on December 18, 2014, the City Council approved the continued funding of the designated Priority Events; and
WHEREAS, on May 8, 2016, the City Council approved Resolution 2016-27, to continue funding the designated Priority Events from the Economic Development Grant Program in the amount of $54,000, and also approved a scoring system to streamline the approval process; and
WHEREAS, on December 13, 2016, the City Council approved Resolution 2016-165, for the continued funding of the Priority Events Category for the 2017- 2018 Economic Development Grant Program; and
WHEREAS, on January 23, 2018, by Resolution 2018-03, the City Council approved the continued funding of the Priority Events category funding for the Economic Development Grant Program for fiscal years 2018-2019 and 2019-2020; and
WHEREAS, on February 27, 2018, the City Council approved Resolution 2018- 20 to add Harvest Time in Brentwood to the Economic Development Grant Program’s Priority Events category to fund the annual Harvest Time Trail Map and Mobile App for fiscal years 2018-2019 and 2019-2020; and
WHEREAS, on June 12, 2018, by Resolution 2018-73, the City Council approved grant funding in the amount of $124,721 for fiscal year 2018-2019, and also approved the removal the Brentwood Arts Society (Art, Wine and Jazz Festival) from the 2018-2019 and 2019-2020 Priority Events category; and
WHEREAS, on January 14, 2020, by Resolution No. 2020-02, the City Council approved funding of the Priority Events category for fiscal years 2020-2021 and 2021-2022. This approval included a 3% annual inflationary increase for all projects under this category; and
WHEREAS, on January 25, 2022, by Resolution No. 2022-08, the City Council approved Priority Projects funded by the Economic Development Grant Program for fiscal years 2022/23 and 2023/24 in the amount of $77,617 per year. The funding approval did not include a 3% inflationary increase for the 2022/23 and 2023/24 fiscal years; and
WHEREAS, on February 26, 2024, the Land Use and Development Committee directed staff to update the Economic Development Grant Program guidelines and present the proposed update the full City Council for consideration and approval.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood does hereby resolve to:
1. authorize the City Manager or staff designee to update the Economic Development Grant Program guidelines, as included in Exhibit A attached hereto and incorporated herein; and
2. authorize staff to finalize the Grant Application, which will adhere to the City Council approved guidelines.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 12th day of March 2024, by the following vote:
City of Brentwood
Economic Development
Grant Program Guidelines
20243-20254
Application Ddeadline:
April 17, 2023
March 29, 2024
20243-20254
Economic Development Grant Program
A. Application Deadline (Subject to Change)
Applications willare currently beingbe accepted for the FY 20243‐20254 cycle beginning Wednesday, March 13, 2024, ( – i.e.,for projects occurring between July 1, 20243 and June 30, 2025)4. Applications must be submitted and received no later than the deadline of 5:00 p.m.(Pacific Time), Friday, March 29, 2024Monday, April 17, 2023. Applications may be submitted by one of the following two formats:
Mailed submissions:
Attention:
Mr. Abraham Salinas, Senior Analyst
City Manager’s Office – Economic Development Division
150 City Park Way
Brentwood, CA 94513‐1164
Electronic submissions:
Email: [email protected]
The application form is available as a fillable PDF or PDF download at:
www.brentwoodca.gov/business/economic‐development/grants‐and‐incentives Applications will undergo a review and scoring process, with decisions made based on the information submitted.
B. Background
The City of Brentwood sets aside 20% of its business operating tax revenues for “economic development with the explicit purpose of business promotion and institutional advertisement for the City of Brentwood.” As part of this effort, each year, the City offers reimbursement grantsfor local marketing, events, and business development projectsthrough the Economic Development Grant Program.
C. Application Process:
Applications must be for a project that meets the Program’s requirements (see below).
Applications are reviewed and scored by an internal staff team, brought to the Land Use and Development (LUD) Committee (LUDC), and presented to the City Council for final consideration and approval. All applicants will be notified of the outcome. Incomplete applications will not be considered.
If approved, the applicant shall submit the required forms (with supporting documentation) requesting reimbursement of approved expenses. For those applicants who have received grants in the past, 50% percent of the funds can be paid after July 1st of the program year and no earlier than 90 days before the event. The balance of funds will be paid once the City receives allrequired documents. For new applicants, the award will be paid out in one lump sum within 30 calendar days of submittal of the Final Report & Reimbursement Request Form (including all required documents), and after the event is completed.
D. Who Can Apply?
Any organization or business can apply, if they have a current Brentwood Business License or areunless exempt from the Business License requirement. Non‐profit, tax‐exempt organizations area also eligible, provided that they submit proof of active status from the Secretary of State.
E. Application Requirements
To be eligible for consideration for funding, the applicant must:
1. Submit a completed application with authorized signature(s) by the deadline and must include, all of the items below.
2. Application maycan be typed and must be legible if printed.
3. Submit a copy of current bBusiness Llicense certificate (if not exempt). Non‐profit, tax‐exempt organizations must submit proof of active status from the Secretary of State.
4. Submit evidence of approval by the organization’s Board of Directors, (if applicable).
5. Funds requested must support projects or events, conducted or held within the City of Brentwood cCity limits and benefit the community, not an individual business. If not held within Ccity limits, applicants must provide an explanation as to how the event promotes business development (supporting both existing and new businesses across the community), community services, and/or institutional advertisement for the City of Brentwoodreasoning as to why the event is being held outside of City limits. Final approval will be determined by the City Council.
6. Organizations must also operate without discrimination, as defined by federal, state, or local law. If a court of law determinesthat and organization has violated any such discriminatory law, the organization may not be considered for a grant reimbursement and/or future grant funding.
7. Events, projects or programs must be held between July 1, 20243 and June 30, 20254.
8. An estimated budget that includes projected expenses, sources of revenue, projected revenue, and estimated net revenue, MUST be attached. If net revenue is projected, applicant must explain how the funds will be used for the organization or business.
1. Marketing Plan
9. Needs Analysis describingDescribe the target population, economic development gaps or opportunities that the project, event, and/or business development project will fill or provide, and goals and outcomes.. Please provide goals and expected outcomes of the project.
10. Interviews may be required for all applicants at the City’s discretion. If interviews are required, staff will inform all applicants and schedule interviews accordingly.
2.11. Submit latest Final Report & Reimbursement Request Form (only applies to prior year Economic Development Grant grant recipients) F. Additional Information
1. Grant funds may be used for operational expenses, but cannot be used towards for staff salaries or benefit costs.
2. Fundraising is permitted. However, applicants must specify how grant funds are to be allocated in this regard.
3. Pass through payments are not allowed. (For example, a grantee cannot transfer funds to another event or a new organization to run an event.)
4. The City of Brentwood logo must be included in all marketing materials as a sponsor.
5. Applicants must describe how the project or event will practice environmental sustainability.
6. Police, traffic, and other City divisions may review the application to ensure there are no major concerns.
7. If a script is developed as part project or event, applicants must provide the script to the city least two weeks in advance. The contents of the script could be used by the Council for future grant determination.
8. If an applicant would like to meet with staff to pre‐review applications prior to submittal or need assistance with their application, please schedule an appointment by calling Abraham Salinas at 925‐516‐5440304 or email [email protected].
G. Application Review Criteria and Scoring (10095 possible points) Applications will be reviewed and scored by staff based on the following criteria.
1. Project or event description is clear and concise; includes purpose, goal/s, location and time/date, and any other relevant information. (10 possible points)
2. Project aligns with current City Council Goals and Strategic Plan and/orsupportsthe City’s overall Economic Development efforts AND project will help achieve positive publicity for Brentwood throughout the region. (210 possible points)
3. Project will increase shopping and tourist activity in Brentwood and demonstrate maximum impact on the City’s economic development. (340 possible points)
4. Project will support small business development. (150 possible points)
5. Project demonstrates a stable management structure, full fiscal accountability, and a well‐ planned budget that includes eligible expenses, projected revenue sources, estimated net revenue, strong financial commitment of matching private funds, and the effective leveraging of City funds. In addition, returning applicants are required to provide previous year’s final revenues generated as part of the required Final Report & Reimbursement Request Form. (210 possible points)
Project includes a well‐developed, strategic marketing plan. (10 possible points)
1.6. Project is a new or first‐time event that fills a need currently not provided in the community. (5 possible points)
Total Maximum Score: 10095 points
H. Final Grant Report and Reimbursement ReportsRequest
1. If awarded funding, and upon completion of the project, program or event, the applicant is required to submit a Final Report and Reimbursement Request Formthe followingin order to receive grant funds.
2. If it is determined that a grant awardee has not cleaned‐up after the event, the cost for clean‐up (including staff time) will be deducted from the final grantreimbursment, and/orthe organization may not be considered for future grant funding.:
Final Grant Reimbursement Report
Final Grant Reimbursement Request
Documentation of expenses for reimbursement (Detailed Expense Report) Payment documents (Invoices, receipts)
Narrative Report (due with Final Grant Reimbursement)
*Both the Final Report and the Final Grant Reimbursement Request Forms must be submitted together in order to be considered for reimbursement.
The Final Report and Grant Reimbursement Request Formms report will be is available online at:
www.brentwoodca.gov/business/economic‐development/grants‐and‐incentives.
For more information on reimbursement or the required forms/documentation, please contact Abraham Salinas, Senior Analyst at: 925‐516‐5440304 or
[email protected]
City of Brentwood
Economic Development
Grant Program
Guidelines
2024-2025
Application Deadline: March 29, 2024
2024 - 2025
Economic Development Grant Program
A. Application Deadline (Subject to Change)
Applications will be accepted for the FY 2024 - 2025 cycle beginning Wednesday, March 13, 2024 (for projects occurring between July 1, 2024 and June 30, 2025) Applications must be submitted and received no later than the deadline of 5:00 p.m. (Pacific Time), Friday March 29, 2024. Application may be submitted by one of the following two formats:
Mailed submissions:
Attention:
Mr. Abraham Salinas, Senior Analyst
City Manager’s Office – Economic Development
Division 150 City Park Way
Brentwood, CA 94513‐1164
Electronic submissions:
Email: [email protected]
The application form is available as a fillable PDF or PDF download at:
www.brentwoodca.gov/business/economic‐development/grants‐and‐ incentives
Applications will undergo a review and scoring process, with decisions made based on the information submitted.
B. Background
The City of Brentwood sets aside 20% of its business operating tax revenues for “economic development with the explicit purpose of business promotion and institutional advertisement for the City of Brentwood.” As part of this effort, each year, the City offers reimbursement grants for local marketing, events, and business development projects through the Economic Development Grant Program.
C. Application Process:
Applications must be for a project that meets the Program’s requirements (see below).
Applications are reviewed and scored by an internal staff team, brought to the Land Use and Development (LUD) Committee, and presented to the City Council for final consideration and approval. All applicants will be notified of the outcome. Incomplete applications will not be considered.
If approved, the applicant shall submit the required forms (with supporting documentation) requesting reimbursement of approved expenses. For those applicants who have received grants in the past, 50% of the funds can be paid after July 1 st of the program year and no
earlier than 90 days before the event. The balance of funds will be paid once the City receives all required documents. For new applicants, the award will be paid out in one lump sum within 30 calendar days of submittal of the Final Report & Reimbursement Form (including required documents), after the event is completed.
D. Who Can Apply?
Any organization or business can apply, if they have a current Brentwood Business License or are exempt from the Business License Requirement. Non‐profit, tax‐exempt organizations are also eligible, provided that they submit proof of active status from the Secretary of State.
E. Application Requirements
To be eligible for consideration for funding, the applicant must:
1. Submit a completed application with authorized signature(s) by the deadline and must include, all of the items below.
2. Application may be typed and must be legible if printed.
3. Submit a copy of current Business License Certificate (if not exempt). Non‐profit\, tax‐ exempt organizations must submit proof of active status from the Secretary of State.
4. Submit evidence of approval by the organization’s Board of Directors, (if applicable).
5. Funds requested must support projects or events, conducted or held within the City of Brentwood City limits and benefit the community, not an individual business. If not held within City limits, applicants must provide an explanation as to how the event promotes business development (supporting both existing and new businesses across the community), community services, and/or institutional advertisement of the City of Brentwood. Final approval will be determined by the City Council.
6. Organizations must also operate without discrimination, as defined by federal, state or local law. If a court of law determines that an organization has violated any such discriminatory law, the organization may not be considered for a grant reimbursement and/or future grant funding.
7. Events, projects or programs must be held between, July 1, 2024 and June 30, 2025.
8. An estimated budget that includes projected expenses, sources of revenue, projected revenue, and estimated net revenue, MUST be attached. If net revenue is projected, applicant must explain how the funds will be used for the organization or business.
9. Describe the target population, economic development gaps or opportunities that the project, event, and/or business development project will fil or provide. Please provide goals and expected outcomes of the project.
10. Interviews may be required for all applicants at the City’s discretion. If interviews are required, staff will inform all applicants and schedule interviews accordingly.
11. Submit latest Final Report & Reimbursement Request Form (only applies to prior Economic Development Grant Program recipients)
F. Additional Information
1. Grant funds may be used for operational expenses, but cannot be used for staff salaries or benefit costs.
2. Fundraising is permitted. However, applicants must specify how grant funds are to be allocated in this regard.
3. Pass through payments are not allowed. (For example, a grantee cannot transfer funds to another event or a new organization to run an event.)
4. The City of Brentwood logo must be included in all marketing materials as a sponsor.
5. Applicants must describe how the project or event will practice environmental sustainability.
6. Police, traffic, and other City divisions may review the application to ensure there are no major concerns.
7. If a script is developed as part project or event, applicants must provide the script to the city least two weeks in advance. The contents of the script could be used by the Council for future grant determination.
8. If an applicant would like to meet with staff to pre‐review applications prior to submittal or need assistance with their application, please schedule an appointment by calling Abraham Salinas at 925‐516‐5440 or email [email protected]
G. Application Review Criteria and Scoring (100 possible points) Applications will be reviewed and scored by staff based on the following criteria.
1. Project or event description is clear and concise; includes purpose, goal/s, location and time/date, and any other relevant information. (10 possible points)
2. Project aligns with current City Council Strategic Plan and/or supports the City’s overall Economic Development efforts AND project will help achieve positive publicity for Brentwood throughout the region. (20 possible points)
3. Project will increase shopping and tourist activity in Brentwood and demonstrate maximum impact on the City’s economic development. (30 possible points)
4. Project will support small business development. (15 possible points)
5. Project demonstrates a stable management structure, full fiscal accountability, and a wellplanned budget that includes eligible expenses, projected revenue sources, estimated net revenue, strong financial commitment of matching private funds, and the effective leveraging of City funds. In addition, returning applicants are required to provide previous year’s final revenues generated as part of the required Final Report & Reimbursement Request Form. (10 possible points)
6. Project is a new or first time event that fills a need currently not provided in the community (5 possible points)
Total Maximum Score: 100 points
H. Final Grant Report and Reimbursement Request
1. If awarded funding, and upon completion of the project, program or event, the applicant is required to submit a final Report & Reimbursement Request Form in order to receive grant funds.
2. If it is determined that a grant awardee has not cleaned-up after the event, the cost for clean-up (including staff time) will be deducted from the final grant reimbursment, and/or the organization may not be considered for future grant funding.
The Final Report & Reimbursement Request Form Reimbursement is available online at:
www.brentwoodca.gov/business/economic‐development/grants‐and‐incentives.
For more information on reimbursement or the required forms/documentation, please contact Abraham Salinas, Senior Analyst at: 925‐516‐5440 or [email protected]
City of Brentwood
Economic Development
Grant Program Application
2024-2025
Application Deadline: March 29, 2024
Economic Development Grant Program Application
Fiscal Year 2024-2025
Project Information
Proposed Project Name:
Lead/Sponsoring Organization:
Day(s) and Time(s) of Project:
Project Location:
Length of Project:
Estimated Number of Participants or Attendees:
Total Estimated Project Budget: $
Amount of Requested Grant Funds: $
Contact Information
Name and Title of Contact Person:
Mailing Address:
City: State/Zip:
Telephone: Email:
Business License #: Exempt from Business License requirement Non-profit ID #:
All applicants must carefully review the Economic Development Grant Program Guidelines before completing this application.
Scoring will be based on the items and information listed below.
Proposed Project Narrative
Answers to the questions below must ONLY be submitted using the provided form. (Please be concise)
1. Describe the project/event in detail. Provide the project/event purpose, goal/s, location and time/date, and any other relevant information. (1000 Character Maximum)
2. How does the project align with the current City Council Strategic Plan or the City’s overall Economic Development Plan/efforts AND how will the project achieve positive publicity for Brentwood throughout the region? (1000 Character Maximum)
3. How will the project increase shopping and tourist activity in Brentwood while also demonstrating a maximum impact on the City’s economic development? (1000 Character Maximum)
4. Will the project support small business development? If so, how? (1000 Character Maximum)
5. How does the project demonstrate a stable management structure, full fiscal accountability, and a well-planned budget that includes eligible expenses, projected revenue sources, estimated net revenue, strong financial commitment of matching private funds, and the effective leveraging of City funds? (In addition to answering this question, applicants who have been grantees in past years are required to provide the previous year’s Final Report and Reimbursement Request.) (1000 Character Maximum)
6. Is the project a new or a first-time event? If it is a new project or first-time event, will it fill a need not currently provided in the community? If so, how? (1000 Character Maximum)
Estimated Project Budget
Complete the estimated project budget form below. If the total project costs exceed the amount of grant funds requested, provide other funding sources for the project. 2024/25 Economic Development Grant Program
Estimated Budget
Revenue Amount
Grant Funding Request
Sales (ticket sales, booths, food/drinks, etc.)
Sponsorship (donations, in-kind, etc.)
City Fee Waivers
Other source(s) of funding/revenue (attach itemized list) Total Estimated Revenue
Expenses Amount
Employee/Volunteer (non‐reimbursable expense)
Advertising/Marketing
Contractual Services
Materials
Food/Drinks/Meals
Insurance
Permits
Office Supplies
Rentals
City Services
Other Expenses (attach itemized list)
Total Estimated Expenses
Estimated Net Profit or Loss (Total Estimated Revenue – Total Estimated Expenses) If the there is an estimated net profit, describe how the funds will be used. (500 Character Maximum)
City Services/Facilities and City/Police Fee Waivers
1. What City services/facilities (if any) will be required for the proposed project?
2. Do you plan on applying for any fee waivers from any City departments? If yes, which fee waivers will be sought, and for what total amount? Required Documentation Checklist
The following items must be submitted with your application:
Copy of current Brentwood business license certificate or, if the organization is a non-profit, taxexempt organization (i.e., 501(c)(3), then proof of status from the State and Federal determination letter.
Authorization Letter granting permission from the property owner where the project will take place (if applicable)
Copy of latest Final Report and Reimbursement Request (only applies to returning grant recipients)
Evidence of approval by the organization’s Board of Directors (if applicable)
ACKNOWLEDGEMENT
I am authorized to submit this application on behalf of the organization I represent. The information provided is true and correct. Initial:
I understand that monies received as a result of this application must be used in accordance with the City of Brentwood’s Policies and the Economic Development Grant Program Guidelines. Initial:
I understand that any variations to the original request for funding will need to be addressed to the Economic Development Division. Initial:
I understand it is the applicant’s responsibility to adhere to all application instructions and requirements, including submission dates and timelines, as well as the required and detailed back up information. Initial:
I have read and understand the 2024-2025 Economic Development Grant Program Guidelines and application requirements.
Signature: Date:
Print Name: _______________________________________ Title:
If a non-profit organization, application must be signed by the Board of Directors President, along with the Executive Director.
Signature: Date:
Print Name: Title:
Please note: If your application is approved and the project proceeds, approval of funding does not, in any way, exclude applicants from having to obtain the appropriate permits, and/or consents or approvals required by the City.
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
SUBJECT: Consider an Ordinance amending Brentwood Municipal Code Chapter 2.46 (Park and Recreation Commission) and provide staff with direction on potential additional ordinance amendments DEPARTMENT: Parks and Recreation
STAFF: Bruce Mulder, Director of Parks and Recreation
TITLE/RECOMMENDATION
Staff recommends that the City Council introduce and waive the first reading of an Ordinance amending Brentwood Municipal Code Chapter 2.46 (Park and Recreation Commission) and provide staff with direction on potential additional ordinance amendments.
The proposed Ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) – Common Sense Exemption - in that the proposed ordinance would only establish and clarify administrative processes and would not facilitate new construction or other groundbreaking activities. There is no potential to result in either a direct physical change to the environment or a reasonably foreseeable indirect physical change to the environment.
FISCAL IMPACT
There is no fiscal impact associated with this action.
BACKGROUND
On July 29, 1999, the Brentwood Recreation and Parks District, a then-independent special district, merged into the City of Brentwood and became the City’s Park and Recreation Commission. Brentwood Municipal Code Chapter 2.46 (Park and Recreation Commission) was adopted that same year to regulate this new commission. Staff understands that Chapter 2.46 was partly based on the review of the regulations of other cities’ commissions in place at the time. As currently written, however, a number of the Commission’s current powers and duties are framed in the manner more appropriate to an independent governing body, not one that is
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
subsidiary to a City Council. Because of this, some of those provisions are either not legally permissible, as they are functions that belong to other City officials or employees, or are simply not reflective of the Commission’s role as an advisory body to the City Council.
In late 2020, staff brought forward an ordinance for City Council consideration that made more uniform the governing rules for the City’s various commissions - Planning, Park and Recreation, Arts, and Youth. In addition, it added new Municipal Code chapters for the City’s Building Board of Appeals and Poet Laureate. At the time, the revisions to make each of the commissions’ procedural requirements consistent included those related to the establishment of the commission, appointment of members, removal from office, officers, and meeting rules and procedures. Other revisions were proposed that were more specific to each commission.
Following discussion, the City Council at the time requested additional revisions to the Municipal Code’s Park and Recreation Commission provisions. At a later meeting, the Council voted to table the ordinance until a new City Council was seated and could consider it.
Subsequent to the 2020 meetings, the then-City Council asked staff to revise further the other commissions’ ordinances as they pertained to, among other things, the appointment and removal of members. This work was subsequently undertaken.
On September 26, 2023, Council Member Pierson requested, by way of a future agenda item request, a review of the Brentwood Municipal Code sections that are no longer enforceable, specifically including Brentwood Municipal Code (BMC) section
2.46.020, regarding the powers and duties of the Park and Recreation Commission.
On October 10, 2023, the City Council authorized staff to undertake a review of the Park and Recreation Commission ordinance for revisions to those powers and duties that are unenforceable. Staff has prepared an amendment to BMC section 2.46.020, that removes those sections that are not enforceable. (Attachment 2.) In addition, in order to provide the City Council with the opportunity to provide direction on additional changes that the Council may wish to make to the ordinance to be consistent with other commissions, this item has been agendized to allow for that broader discussion and, if applicable, Council direction. Whether the City Council wishes to provide any direction on further changes at this time is entirely at the discretion of the Council.
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
ANALYSIS
Legally required changes. Staff has prepared an amendment to BMC section
2.46.020, that removes or modifies those sections that are not enforceable. (Attachment 2.) The sections that are suggested to be removed or modified are:
Table 1: Modification to BMC § 2.46.020
Existing BMC
§ 2.46.020 provisions
Suggested change Notes
E: “The park and recreation
commission may seek funds
from private, county, state
and federal sources for park
and recreation programs and
facilities. The commission is
also authorized to receive
funds, devises, bequests,
endowments, or other
donations of money and
property for parks and
recreation on behalf of the
city.”
“The park and recreation
commission may seek
funds from private,
county, state and federal
sources for park and
recreation programs and
facilities. The commission
is also authorized to
receive funds, devises,
bequests, endowments, or
other donations of money
and property for parks
and recreation on behalf
of the city.”
City commissions are not in
a position to receive
monetary or real property
donations on behalf of the
City. Such decisions belong
to the City Manager and City
Council and some such
decisions require the
participation of other
commissions, such as the
Planning Commission, which
by law must consider new
real property acquisitions.
I: “The park and recreation
commission shall advise the
city manager in recruiting and
appointing the director of park
and recreation and shall, by
making a report to the city
manager, be a part of the
yearly evaluation of the
director.”
Delete this language in its
entirety.
Under the City Manager
form of government
followed by most general
law cities, including
Brentwood, the City
Manager is responsible for
the recruitment,
appointment, and evaluation
of city department heads.
K: “The park and recreation
commission shall establish
rates, charges, and deposits
for the use of any and all
recreation and park facilities.”
Delete this language in its
entirety.
The City Council establishes
the rates, charges, and
deposits for City facilities as
part of the yearly Cost
Allocation Plan. This power
does not rest with the
Commission.
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
Existing BMC
§ 2.46.020 provisions
Suggested change Notes
L: “The park and recreation
commission shall hold public
meetings on recreation
programming and facility
usage and conduct
investigations and surveys for
the purpose of obtaining facts
and data concerning
recreation programs and to
assure the provision of
programs designed to meet
the needs and interests of
citizens.”
The park and recreation
commission shall hold
public meetings on
recreation programming
and facility usage and
conduct investigations and
surveys for the purpose of
obtaining facts and data
concerning recreation
programs and to assure
the provision of programs
designed to meet the
needs and interests of
citizens.
Under the City Manager
form of government,
advisory committees, such
as the Park & Recreation
Commission, are not
empowered with the
authority to direct that
investigations be
undertaken.
N: “The park and recreation
commission shall advise the
city council on the subject of
recreation and facility master
planning and development.
The commission shall
implement and revise, as
needed, the comprehensive
park, recreation and trail
master plan to ensure
preservation of open space,
development of park facilities
and park maintenance
operations and standards, and
creation of recreation
programs.”
“The park and recreation
commission shall advise
the city council on the
subject of recreation and
facility master planning
and development. The
commission shall
implement and revise, as
needed, the
comprehensive park,
recreation and trail
master plan to ensure
preservation of open
space, development of
park facilities and park
maintenance operations
and standards, and
creation of recreation
programs.”
The City Council adopted
the City’s Parks, Trails &
Recreation Master Plan in
February 2019, via approval
of Resolution No. 2019-21.
The legal doctrine of equal
dignities says that an action
taken by one of greater
authority cannot be revised
by one of lesser authority
without permission. Thus, a
subsidiary body of the City
Council cannot revise a
document that the Council
itself has adopted, without
that power being expressly
delegated to the subsidiary
body.
Additional best practice changes. In addition, the City Council could consider directing staff to prepare additional changes to the remainder of the Park and Recreation Commission ordinance for a variety of reasons, including:
making the Ordinance’s procedural requirements consistent with other commissions (including those related to the establishment of the commission), appointment of members, removal from office, officers, and meeting rules and procedures;
simplifying the scope of the Commission’s powers and duties to ensure transparency and clarity; and
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
realigning the Commission’s powers and duties to reflect their function as a subsidiary body to the City Council.
By way of example, Section 2.46.020.J currently provides that “[t]he park and recreation commission shall establish rules and regulations governing the conduct of recreation programs, protection of property, and activities of persons in all parks so that all residents may enjoy them for leisure time activities.” This seems to conflict with BMC Section 7.02.020.A.3, which states that “[t]he [Parks and Recreation Department] director shall establish, adopt and amend guidelines, policies, rules and regulations for the use of facilities1 within the boundaries of the city of Brentwood service area.” Staff could address such matters in a more comprehensive review of the ordinance, which has not been substantively updated since its adoption in 1999.
If the Council wishes staff to undertake this additional work, further ordinance revisions can be brought back to the City Council for its consideration at a later date.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
ENVIRONMENTAL DETERMINATION
The proposed Ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3), in that the proposed Ordinance would only establish and clarify administrative processes and would not facilitate new construction or other groundbreaking activities. There is no potential to result in either a direct physical change to the environment or a reasonably foreseeable indirect physical change to the environment.
1 Note that ‘facilities’ expressly includes parks, per BMC Section 7.01.020.
CITY COUNCIL AGENDA ITEM NO. H.5
03/12/2024
ALTERNATIVE OPTION(S)
1. Waive first reading of and introduce the Ordinance, as modified in Attachment 2, provide staff with additional direction on further Ordinance changes, and take action on those further changes at a future City Council meeting.
2. Do not waive first reading of and introduce the Ordinance, as modified in Attachment 2, but still provide staff with additional direction on further Ordinance changes, and take action on those further changes at a future City Council meeting.
3. Do not waive first reading of and introduce the Ordinance, as modified in Attachment 2, and direct staff to take no further action on the Ordinance.
ATTACHMENT(S)
1. Previous Action
2. Draft Ordinance modifying Brentwood Municipal Code Chapter 2.46
PREVIOUS ACTION
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
Since the City’s incorporation, City Council has adopted numerous ordinances, resolutions and policies pertaining to the creation, revision, and dissolution of City Boards and Commissions.
On October 12, 1999, City Council passed and adopted Ordinance No. 624 adding Title 1, Chapter 2.46 to the Brentwood Municipal Code establishing a Park and Recreation Commission.
On July 28, 2009, the City Council adopted Ordinance 873, amending section 2.46.070 (Compensation) of the Brentwood Municipal Code to authorize Park and Recreation Commission Compensation.
On November 10, 2020, the City Council considered an ordinance to, among other things, make the procedural requirements between the commissions, including the Park and Recreation Commission, more uniform and clarify the powers and duties of the commissions. Following discussion the City Council asked for additional revisions to the ordinance pertaining to the Park and Recreation Commission.
On November 17, 2020, the City Council again considered the ordinance, with additional revisions to the Parks and Recreation Commission and Poet Laureate provisions, but declined to move forward with the ordinance at that time.
On September 26, 2023, Council Member Pierson requested a review of the Brentwood Municipal Code sections that are no longer enforceable, including Brentwood Municipal Code 2.46.020, regarding the powers and duties of the Park and Recreation Commission, and any sections of the Municipal Code that are unenforceable.
On October 10, 2023, the City Council concurred with Council Member Pierson’s future agenda item request and staff undertook a review of the Park and Recreation Commission ordinance with regard to those powers and duties that are unenforceable.
1 Ord\2021.010.3
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AMENDING BRENTWOOD MUNICIPAL CODE CHAPTER 2.46 (PARK AND RECREATION COMMISSION).
WHEREAS, the City of Brentwood currently has four commissions that make recommendations to the City Council and take action on specific subject area issues; and WHEREAS, Brentwood Municipal Code Chapter 2.46 governs the actions of the Park and Recreation Commission; and
WHEREAS, the City Council desires to clarify the powers and duties of the Park and Recreation Commission; and
WHEREAS, to effectuate the desired changes, it is necessary to amend certain provisions of Brentwood Municipal Code Chapter 2.46; and
WHEREAS, since the City’s incorporation, the City Council has adopted numerous ordinances, resolutions and policies pertaining to the creation, revision, and dissolution of City Commissions; and
WHEREAS, on November 10, 2020, the City Council considered an ordinance to, among other things, make the procedural requirements between the commissions more uniform; clarify the powers and duties of the commissions; and asked for additional revisions to the ordinance pertaining to the Park and Recreation Commission; and
WHEREAS, on November 17, 2020, the City Council again considered the ordinance, with additional revisions to the Parks and Recreation Commission and Poet Laureate provisions, and declined to move forward with the ordinance at that time; and WHEREAS, on September 26, 2023, Council Member Pierson made a future agenda item request for staff to conduct a review of the Brentwood Municipal Code sections that are no longer enforceable, specifically including Brentwood Municipal Code section 2.46.020, regarding the powers and duties of the Park and Recreation Commission; and WHEREAS, on October 10, 2023, the City Council concurred with the foregoing future agenda item request and staff undertook a review of the Park and Recreation Commission ordinance to revise those powers and duties that are unenforceable; and WHEREAS, on March 12, 2024, the City Council considered amendments to Brentwood Municipal Code Chapter 2.46, heard from staff and members of the public, and reviewed comments submitted in writing regarding potential changes to the ordinance.
NOW, THEREFORE, the City Council of the City of Brentwood does ordain as follows:
SECTION 1. Brentwood Municipal Code Chapter 2.46 (Park and Recreation Commission) is hereby amended to read as provided in Exhibit A, attached hereto and incorporated herein.
Deleted language is struckthrough; additional language is underlined.
2 Ord\2021.010.3
SECTION 2. This ordinance will be published in accordance with Government Code Section 36933 by either posting or publishing the ordinance in accordance with that law.
SECTION 3. The City Clerk is requested to cause the amended language of Chapter
2.46.020 as quoted in Exhibit A, to be entered in the City of Brentwood Municipal Code.
SECTION 4. If any exhibit, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid or unconstitutional by the decision of a court of competent jurisdiction, the holding will not affect the validity or enforceability of the remaining provisions, and the City Council declares that it would have adopted each provision of this ordinance irrespective of the validity of any other provision.
SECTION 5. The proposed Ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) – Common Sense Exemption - in that the proposed ordinance would only establish and clarify administrative processes and would not facilitate new construction or other groundbreaking activities. There is no potential to result in either a direct physical change to the environment or a reasonably foreseeable indirect physical change to the environment.
SECTION 6. This ordinance will take effect and be in force 30 days following its adoption.
THIS ORDINANCE was introduced with the first reading waived at a regular meeting of the Brentwood City Council on the 12th day of March, 2024, by the following vote:
3 Ord\2021.010.3
EXHIBIT ‘A’
BRENTWOOD MUNICIPAL CODE CHAPTER 2.46
PARK AND RECREATION COMMISSION
§ 2.46.010. Commission establishment.
The city of Brentwood park and recreation commission is established with membership, powers and duties as set forth in this chapter.
§ 2.46.020. Powers and duties.
The park and recreation commission shall have the general powers and duties as follows:
A. The city shall acquire lands for park and recreational purposes. The city council shall receive recommendations from the park and recreation commission with reference to land acquisition and dedications before the city council acquires the property.
B. The park and recreation commission, acting on behalf of the city of Brentwood shall oversee all property set aside for park purposes as representatives of the city council.
C. The park and recreation commission shall encourage, stimulate, promote and foster programs for the enrichment of the city and thereby contribute to the quality of life in Brentwood and develop an awareness in the business community, in local government and in the general public of the value and benefits of the constructive use of leisure time in Brentwood. The park and recreation commission may perform other related functions that may come before the commission or may be referred to it by the city of Brentwood city council.
D. The park and recreation commission shall initiate, sponsor or conduct, alone or in cooperation with other public or private agencies and/or individuals, programs to further the development and public awareness of, and interest in park and recreation issues. . The park and recreation commission may seek funds from private, county, state and federal sources for park and recreation programs and facilities.
F. The park and recreation commission shall have the power to issue proclamations in recognition of support and/or in honor of outstanding achievements related to park and recreation.
G. The park and recreation commission will work with the planning commission on general land use issues to ensure adequate park, recreation and trail facilities exist in the city and review and recommend all conceptual park and recreation facility designs. The park and recreation commission shall approve all landscape and architectural plans for park and recreational facilities and will make recommendations to city council regarding final approval of such projects.
H. The park and recreation commission will appoint a nonvoting representative(s) to the city of Brentwood youth commission to act as a liaison from the park and recreation commission. The park and recreation commission will also request the city of Brentwood
4 Ord\2021.010.3
youth commission to appoint a non-voting representative(s) to the park and recreation commission.
I. The park and recreation commission shall establish rules and regulations governing the conduct of recreation programs, protection of property, and activities of persons in all parks so that all residents may enjoy them for leisure time activities. .
J. The park and recreation commission shall hold public meetings on recreation programming and facility usage and conduct surveys for the purpose of obtaining facts and data concerning recreation programs and to assure the provision of programs designed to meet the needs and interests of citizens.
K. The park and recreation commission shall review grants, facility developments and designs, and recreation programs.
L. The park and recreation commission shall advise the city council on the subject of recreation and facility master planning and development.
M. The park and recreation commission shall support and facilitate joint cooperation with local school districts, community athletic associations, and other community organizations.
N. The park and recreation commission shall make recommendations to the city council regarding the right to exclude persons; to regulate traffic, including pedestrian, equestrian, and vehicular; to regulate the operation and use of bicycles; the keeping or use of animals; the conducting of assemblies, contests, games, and sports; and the regulation of activities, such as merchandising, advertising, gambling, solicitation, and imbibing of alcohol, from or in any and all recreation facilities.
O. The park and recreation commission shall forward appeals of any actions of the commission to the city council.
§ 2.46.030. Membership.
The park and recreation commission shall consist of five members who shall be residents of the city of Brentwood or from the boundaries of the former Brentwood recreation and park district.
Members shall comply with all state and local laws relative to appointments to government office.
§ 2.46.040. Terms of office.
A. Commission members shall be nominated by the mayor, and be approved by the city council, at a regularly scheduled council meeting, for terms of three years. Terms of members shall be staggered so that no more than two terms shall expire in any one year. The maximum term for any commissioner is three consecutive three year terms. A one-year absence after serving the maximum term is required before being reconsidered for appointment.
B. All appointees to the commission shall hold their offices until their successors are appointed.
5 Ord\2021.010.3
C. Members shall be subject to removal by action of the city council without cause, only at a regularly scheduled city council meeting.
§ 2.46.050. Vacancies.
Vacancies occurring during the term shall be filled for the unexpired portion of the term.
Vacancies shall be filled by nomination of the mayor with approval of the city council. § 2.46.060. Officers.
A. The officers of the park and recreation commission shall be chairperson and vicechairperson, holding a one-year term in each position or until their successor(s) is/ are elected. The vice-chair will automatically ascend to the position of chairperson at the conclusion of the chairperson's term. They shall perform all duties associated with such offices.
B. Election of officers, by a majority vote of the commission, shall be held at the regularly scheduled organizational meeting of the commission in January of each year. The term of office for the elected officers will start at the conclusion of the January meeting.
Nominations for officers may be made by any commissioner at the January meeting.
C. The chairperson or vice-chairperson may be removed from their office by a majority vote of the commission.
D. Upon resignation or removal of the chairperson, the vice-chairperson shall ascend to the office of interim chairperson, after which time an election will be held for the vacant office of chairperson or vicechairperson.
E. The chairperson will perform the following duties:
1. Presides at all meetings of the commission and will serve as parliamentarian;
2. Appoints committees and chairpersons of committees as necessary;
3. Represents the commission before the city council;
4. Performs other duties necessary or customary to the office;
5. Represents the commission at dedication and official functions.
F. In the absence of the chairperson or his/her ability to act, the vice-chairperson will preside in place of the chairperson.
G. The commission or the chairperson may appoint several of its members, but less than a quorum, to serve as a committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the commission may appoint nonmembers to a committee. Committees make recommendations directly to the commission. A committee may not represent the commission before the city council or other bodies unless it has first received the authorization of the commission to do so. § 2.46.070. Compensation.
6 Ord\2021.010.3
Members of the park and recreation commission shall be compensated pursuant to resolution of the city council. Further, reimbursement may be allowed for necessary traveling and other expenses incurred on official duty when such expenditures have received prior authorization. § 2.46.080. Budget.
The park and recreation commission, on an annual basis, shall review the proposed city of Brentwood park and recreation budgets prior to the budget being submitted to city council. The budget review will include, at a minimum: capital improvement projects; general fund; developer fees; grants and donations; county park and recreation fund; and fees and charges. The commission may make comments related to the budget that will be included as a part of the budget that is presented to city council for final approval. § 2.46.090. Annual report.
The commission shall prepare and submit an annual report of its activities to the city council. § 2.46.100. Meetings.
A. The park and recreation commission will approve a yearly calendar of meetings at the December commission meeting. Regular meetings of the park and recreation commission shall be held on the fourth Thursday of each month at a time and location to be determined by the commission. Should a regular meeting fall on a city-recognized holiday, the commission will establish the regular meeting for that month as a part of the yearly calendar approval.
B. All scheduled and special meetings of the commission shall be publicly noticed, open to the public, and the record of proceedings available to the public. The chairperson may request the attendance at meetings of any official or employee of the city, in an advisory capacity, to assist the commission in its deliberations.
C. A quorum for transacting business at any regularly scheduled or special meeting shall be at least fifty-one percent of the filled commissioner positions. Approval of any business transacted shall require a majority vote of the commissioners in attendance.
D. If a commission member ceases to reside in the city of Brentwood or the boundaries of the former Brentwood recreation and park district, such commissioner's position shall be declared vacant.
E. If a member of the commission is absent without cause from two successive regular meetings of the commission, the commission may request the city council declare the position vacant. A member is not absent without cause if his/her absence is due to illness, or is unavoidable and the member give notice to city staff before the meeting that he/she will be absent and giving the reason for the absence. § 2.46.110. Clerical assistance.
Clerical assistance shall be provided by the city to assist the commission. Agendas will be provided a minimum of seventy-two hours prior to any regularly scheduled meeting and include any minutes from previous meetings not approved by the commission. § 2.46.120. Staff assistance.
7 Ord\2021.010.3
The city of Brentwood director of parks and recreation, or designee(s) as appointed by the city manager, will be the staff liaison(s) to the commission. The staff liaison(s) shall work with the commission to effect the goals of the commission.
§ 2.46.130. Task force(s).
A. The commission may make a recommendation to the city council requesting the formation of a task force to address certain specific issues; to function for a limited duration or purpose; and to operate solely in an advisory capacity.
B. The commission's recommendation shall state:
1. The nature and purpose for forming the task force;
2. The goal(s) of the task force;
3. The reason(s) why the same goal(s) can not be accomplished by the commission;
4. The duration of time that the task force will function;
5. The budget of the task force including, but not limited to, any monetary and nonmonetary resource being sought from the city;
6. The number of individuals to serve on the task force;
7. A proposed list of individuals interested in serving on the task force;
8. Any other information deemed relevant and appropriate.
C. The city council may, by a majority vote, authorize and approve the formation of a task force, which shall operate solely in an advisory capacity and appoint the membership thereon.
D. The city council may, by a majority vote, disestablish any task force created. § 2.46.140. Code of ethics.
Park and recreation commissioners agree to follow the "Code of Ethics for Park and Recreation Commissioners" as established by the National Recreation and Park Association.
As a Park and Recreation Commissioner, representing all of the residents, I recognize that:
1. I have been entrusted to provide park and recreation services to my community.
2. These services should be available to all residents regardless of age, sex, race, religion, national origin, physical or mental limitation.
3. While honest differences of opinion may develop, I will work harmoniously with other Commissioners to assure residents the services they require.
4. I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Commission Board.
5. I must devote the time, study and thought necessary to carry out my duties.
8 Ord\2021.010.3
6. The Commission establishes the policy and the staff is responsible for administering the polices of the Commission.
7. I have no authority outside of the proper meetings of the Commission.
8. All Commission meetings shall be open to the public except as provided by law. § 2.46.150. Amendments.
This chapter may be amended in the same manner as originally adopted.
CITY COUNCIL AGENDA ITEM NO. J.1
03/12/2024
SUBJECT: Consider a request from Council Member Mendoza related to potential updates to Affordable Housing Ordinance requirements DEPARTMENT: City Manager’s Office
STAFF: Tim Ogden, City Manager
Margaret Wimberly, City Clerk
TITLE/RECOMMENDATION
That the City Council consider and discuss the request from Council Member Mendoza from February 27, 2024, Council Meeting to consider updates to the following Affordable Housing Ordinance (BMC Chapter 17.725) requirements:
1) Percentage of allocations for Very Low, Low, and Moderate income units. 2) A potential increase to the minimum percentage of affordable units required in the Affordable Housing Ordinance
FISCAL IMPACT
Assembly Bill (AB) 1505 provides that HCD, among other things, can require that local government submit an economic feasibility study if specified conditions exist.
An increase in the Affordable Housing Ordinance could meet several of those conditions. If required, a feasibility study could cost $30,000 or more depending on the scope of work. In addition, there would be outside legal costs, the extent of which would depend on the nature of the changes to the Affordable Housing Ordinance, but would likely cost at least $5,000, and potentially more.
BACKGROUND
Pursuant to Council Policy 110-1 Rule 4.4 (b)(2), this item has been placed on the agenda so that Council may discuss it and provide further direction to staff. Pursuant to Section 4.4, Council discussion is limited to whether staff time and City resources should be spent on the item and the time period for scheduling.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
CITY COUNCIL AGENDA ITEM NO. J.1
03/12/2024
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
ENVIRONMENTAL DETERMINATION
Not Applicable.
ALTERNATIVE OPTION(S)
Not Applicable
ATTACHMENT(S)
1. Previous Action
ATTACHMENT “1”
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
On February 27, 2024, Council Member Mendoza requested an item to consider updates to the following Affordable Housing Ordinance (BMC Chapter 17.725) requirements:
1) Percentage of allocations for Very Low, Low, and Moderate income units. 2) A potential increase to the minimum percentage of affordable units required in the Affordable Housing Ordinance (BMC Chapter 17.725).
CITY COUNCIL AGENDA ITEM NO. J.2
03/12/2024
SUBJECT: Consider a request from Council Member Mendoza related to potential updates to the Objective Design Standards
DEPARTMENT: Community Development
STAFF: Alexis Morris, Community Development Director
TITLE/RECOMMENDATION
That the City Council consider and discuss the request from Council Member Mendoza from February 27, 2024, Council Meeting to consider updates to the objective design standards to require a park strip in front of sidewalks in new development.
FISCAL IMPACT
There is no fiscal impact associated with this action other than staff time.
BACKGROUND
Pursuant to Council Policy 110-1 Rule 4.4 (b)(2), this item has been placed on the agenda so that Council may discuss it and provide further direction to staff. Pursuant to Section 4.4, Council discussion is limited to whether staff time and City resources should be spent on the item and the time period for scheduling.
The Interim Objective Design Standards (ODS) were adopted by City Council on June 27, 2023. The Interim ODS includes language that states: “Building Standards, the City’s Public Works/Engineering Division Standard Plans and Specification, and other requirements included in the Municipal Code also apply, though not all are included herein.” This language would also be incorporated into the Permanent ODS currently being drafted by staff.
The Engineering Standard Plans and Specifications (CITY OF BRENTWOOD (brentwoodca.gov)) state that all public and private improvements within the City of Brentwood shall be constructed in accordance with these Standard Plans and Specifications. Standards ST-4 and ST-5 are for residential local and collector streets and both include details for both attached sidewalks (no landscape strip) and detached sidewalks (with landscaping also known as park strips). Most projects with
CITY COUNCIL AGENDA ITEM NO. J.2
03/12/2024
public streets proposed detached sidewalks, but projects can also propose attached sidewalks. The standard street details within the specifications are included here:
brentwoodca.gov/home/showpublisheddocument/4656/638309887803100000.
CITY COUNCIL STRATEGIC INITIATIVE
Not Applicable.
PREVIOUS ACTION
Previous Action by the City Council is included on Attachment 1.
DATE OF NOTICE
Not Applicable.
ENVIRONMENTAL DETERMINATION
Not Applicable.
ALTERNATIVE OPTION(S)
Not Applicable
ATTACHMENT(S)
1. Previous Action
ATTACHMENT “1”
Previous actions related to this agenda item that were taken by the Council are listed below. To view prior actions and materials, and Brentwood Municipal Code references in the staff report, as applicable:
Visit www.brentwoodca.gov/meetings, and select the meeting date(s) desired to see the reference materials and videos.
Visit www.brentwoodca.gov/municipalcode to research references to the Brentwood Municipal Code and search by the code section(s) cited.
On February 27, 2024, Council Member Mendoza requested that the City Council consider updates to the objective design standards to require a green strip in front of sidewalks in new development.