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Brentwood City Commission Agenda
Meeting Date: 07/27/2020  
Resolution 2020-69 - Fundraising Agreement with Rotary Club & Rotary Club Charitable Foundation for Inclusive Playground Project
Submitted by: Kirk Bednar, Administration
Department: Administration  

Resolution 2020-69 - Fundraising Agreement with Rotary Club of Brentwood and Brentwood Rotary Club Charitable Foundation for Inclusive Playground Project.
Several months ago, the leadership of the Rotary Club of Brentwood approached the City with a proposal to partner together on a fundraising effort towards the development of inclusive playground facilities in the City's park system.  After further discussion, it was agreed that Granny White Park would be the location of the first inclusive playground project, with Crockett Park identified as the location for a potential second playground to be developed later.  The City's FY 2021 Capital Projects Fund budget includes funding for initial planning and preliminary engineering efforts for the first playground, with construction funding currently programmed in FY 2022.

The City's adopted policy related to third-party sponsorship solicitation requires that an agreement be in place between the City and the entity intending to raise funds for a City project.  The attached proposed agreement incorporates both the Rotary Club of Brentwood and the Brentwood Rotary Club Charitable Foundation, which is the designated charitable affiliate of the Rotary Club.  The primary terms of this agreement include the following:
  1. The Club is authorized to solicit sponsorships for the City's planned playground project in accordance with the City's sponsorship program.
  2. Sponsorships will require advance approval by the City Manager.
  3. The Club may develop a sponsorship website with links to the City's website, and the City may include links on its website to the Club's sponsorship website.
  4. All sponsorship promotional materials developed by the Club shall be approved by the City.
  5. The Club will have one representative on an ad-hoc citizen committee intended to be formed to assist in planning/design of the playground.
  6. The City may independently seek or accept sponsorships for the project, but agrees to coordinate and communicate with the Club on any such efforts.
  7. Sponsorship funds will be accepted by the Club's Charitable Foundation and transferred to the City no later than 30 days prior to the scheduled award of a construction contract.
  8. The Club and Foundation will keep appropriate financial records related to the sponsorship efforts and provide quarterly reports to the City.
  9. If the Club raises at least $100,000 in sponsorships, then the Club will be appropriately recognized at a prominent location at the playground.  In addition, the City and Club will work together to develop a tiered recognition program for individual donors/sponsors contributing in excess of $1,000 each.

Nothing in in this agreement obligates the City to a future expenditure of City funds.  Any future City funding is subject to the normal annual budgeting process.
Staff Recommendation
Staff recommends approval of the attached resolution and agreement.

Fiscal Impact
Amount : N/A
Source of Funds:
Account Number:
Fiscal Impact:
No expenditure of City funds is anticipated as a result of this agreement.
Resolution 2020-69
Signed Resolution & Contract

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