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RESOLUTION NO. 2004-242
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF
SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN
REGIONAL HEADQUARTERS, FOR FINANCIAL ASSISTANCE FROM THE CIVIC
AND PROMOTION FUND FOR FY 2004/05.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City an Agreement with Little League Baseball, Inc.,
Western Regional Headquarters, for civic and promotion funding in the amount of $5,000 in
direct funding from the FY 2004/05 Budget, a copy of which is attached hereto, marked Exhibit
"A" and incorporated herein by reference as fully as though set forth at length.
Section 2. The authorization to execute the above referenced agreement is
rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption
of this resolution.
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2004-242
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
AGREEMENT WITH LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL
HEADQUARTERS, FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTION FUND FOR FY 2004/05.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a j oint regularmeeting thereof, held on
the 19th day of July , 2004, by the following vote to -wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LONGVILLE x
McGINNIS x
DERRY x
KELLEY x
JOHNSON x
MCCAMMACK x
yk_
City Clerk
n��
The foregoing resolution is hereby approved this ' day of Ju1y
2004.
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By:
Esther Estrada, Mayor Pro Tern
City of San Bernardino
2004-242
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AGREEMENT
Civic and Promotion Funding
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
municipal corporation, referred to as "City" and LITTLE LEAGUE BASEBALL, INC.,
WESTERN REGIONAL HEADQUARTERS, a non-profit 501 ( c ) ( 3 ) organization, referred
to as "Organization."
The parties agree to as follows:
1. Recitals.
A. Organization has requested financial assistance from City for the
Fiscal year 2004/05, in order to assist in defraying the expenses connected with the conduct of
events related to a baseball tournament on August 1-12, 2004 , as outlined in the Request for
Funding Assistance and letter to the City, dated June 25, 2004, copies of which are attached
hereto marked Exhibit "A". The terms of the request are incorporated herein by reference and
shall govern the uses of the funds provided herein. The financial assistance provided for in this
Agreement is made on a one-time basis, and receipt of said funds shall not imply a continuing
obligation of the City beyond the terms of this Agreement.
B. The expenditure is for a valid municipal public purpose, to wit: for the
conduct of events related to their annual Little League baseball tournament.
2. Payment.
Upon presentation of a claim to the City Finance Director, City shall pay to Little
League Baseball, Inc., Western Regional Headquarters, on behalf of Organization
from the civic and promotion budget for the 2004/05
fiscal year, the total sum of FIVE THOUSAND DOLLARS ($5,000).
2004-242
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AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY04/05 CIVIC AND
PROMOTION FUND ASSISTANCE.
3. Use of Funds.
The funds paid on behalf of Organization shall be used solely for the purposes set
forth in Paragraph 1 above. No deviation from these provisions shall be made without the
express approval of the City of San Bernardino. Any unexpended funds shall be returned to the
City by Organization.
4. Accountability.
Financial records shall be maintained in accordance with generally
accepted accounting principles by Organization for this event in such manner as to permit City to
easily trace the expenditure of the funds. All books and records of Organization for this event
are to be kept open for inspection at any time during the business day by the City or its officers
or agents. Failure to submit the financial records in accordance with this section will result in the
Organization reimbursing the City in the full amount received by Organization. At the
conclusion of the program, Organization or its designee shall present the City Administrator or
his designee copies of all receipts for expenditures connected with said program in the total
amount of FIVE THOUSAND DOLLARS ($5,000).
Hold Harmless.
Organization covenants and agrees to defend, (if requested by City), indemnify, and hold
harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
attorneys, employees and agents from all liabilities and charges, expenses (including counsel
fees), suits, or losses, however occurring, or damages arising or growing out of the use or receipt
of the funds paid hereunder and all operations under this Agreement. Payments hereunder are
made with the understanding that the City is not involved in the performance of services or other
2004-242
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AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY04/05 CIVIC AND
PROMOTION FUND ASSISTANCE.
activities of Organization. The costs, salary and expenses of the City Attorney and members of
his office in enforcing this Agreement on behalf of the City shall be considered as "counsel fees"
for the purposes of this paragraph.
6. Insurance.
While not restricting or limiting the foregoing, during the term of this
Agreement, Organization shall maintain in effect policies of comprehensive public, general and
automobile liability insurance, in the amount of $1,000,000, per occurrence combined single
limit, naming the City of San Bernardino, its departments, agencies, boards, commissions,
elected officials, officers, attorneys, employees, and agents as additionally insured. A certificate
of insurance evidencing such coverage shall be provided to the Mayor or her designee, with the
added notation that the insurance policy shall not be terminated or materially altered without 10
days prior written notice to the City.
Termination.
City shall have the right to terminate this Agreement and any funding
remaining unpaid hereunder at its sole discretion by mailing a ten-day written notice to
Organization and this Agreement shall terminate ten days after the mailing of such notice. In the
event this Agreement is terminated for reasons of improper use of funds or use of funds for any
purpose other than those authorized, any unexpended portion of the funds provided by City shall
be returned to City, and the Organization shall reimburse to City any funds expended which were
used for any purpose other than those authorized under this Agreement, as set forth in Exhibit
FEW
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2004-242
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY04/05 CIVIC AND
PROMOTION FUND ASSISTANCE.
8. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
take the adherence to the obligations imposed by this Agreement a binding obligation of the
Organization.
9. Notices.
All notices herein required shall be in writing and delivered in person or
sent by certified mail, postage prepaid, addressed as follows:
As to City: As to Organization:
City of San Bernardino LITTLE LEAGUE BASEBALL, INC.
WESTERN REGIONAL HEADQUARTERS
300 N. D. Street 6707 Little League Drive
San Bernardino, CA 92418 San Bernardino, CA 92407
Attn: City Administrator Attn: Mike Legge, Executive Director
0
2004-242
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AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY04/05 CIVIC AND
PROMOTION FUND ASSISTANCE.
10. Entire Agreement.
This Agreement and any documents or instruments attached hereto or
referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
of conflict between the terms, conditions or provisions of this Agreement, and any such
document or instrument, the terms and conditions of this Agreement shall prevail.
In witness whereof, the parties hereto have executed this Agreement on the day and date
first above shown.
ATTEST:
City lerk
Approved as to form
And legal content:
James F. Penman
City Attorney
By: 9 •
CITY OF SAN BERNARDINO
By.1. :
Esther Estrada, Mayor Pro Tem
LITTLE LEAGUE BASEBALL, INC.
WESTE REGIONAL HEADQUARTERS
By. �
Mike Legge,-Exec;OU Director
2004-242
LITTLE LEAGUE BASEBALL® INCORPORATED
EXHIBIT A
Western Regional
June 25, 2004 o o
Honorable Mayor Judith Valles
Mayor and Common Council
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Dear Mayor Valles:
Headquarters
The 2004 Little League Baseball Western Regional Tournament is scheduled for Sunday,
August 1, 2004 through Thursday, August 12, 2004. Twelve Championship teams from
the 11 states of the Little League Western Region will begin arriving on Saturday, July
31, 2004.
In past years, we have greatly appreciated the financial support from the San Bernardino
City Council. The financial support will again help defray the cost of the tournament. I
am respectfully requesting a grant of $5,000.00 for our 2004 event.
These funds will be used to offset costs associated with transporting teams to and from
the airport in rented buses, feeding approximately 600 guests, opening ceremonies and
meals for teams and volunteers for the 11 day event.
Each year more that 200 players, managers and coaches come to San Bernardino to
compete for the opportunity to advance to the Little League Baseball World Series in
Williamsport, PA. We will again be sending two representatives from the Western
Region. Both championship games will be televised live on ESPN2 from Al Houghton
Stadium here at the Western Regional Headquarters. The Northwest Division
Championship will be televised on August 1 lth and the West Division Championship will
be televised live on August 121h. We again anticipate between 50 and 60 thousand
visitors from throughout the eleven Western Region States. Their return is testimony to
the warm family welcome they receive from the City of San Bernardino.
We sincerely thank the City Council for the outstanding support we have received in the
past and hope that you will look favorably on this request. We ask that you again honor
us with your presence at some of the activities listed on the enclosed schedule.
S'n�,
Mike Legge
Western Regional Director
encl: 7
cc: Fred Wilson, City Adminstrator
6707 Little League Drive - San Bernardino, California 92407 909-887-6444 - FAX 909-887-6135
I,♦3tC Of Event Location
'=(;August 1-12, 2004 Western;,Regipnal Headquarters
izr�fose of Funding
Support for Western $egfonal'L,ittle League BB Tourn
Yv PR4PQSED CURRENT BUDGET
VENUES: List all antiCi atd et u0s other than City of San Bernardino
AMOUNT TOTAL
morshi s
v
e i&ations
,
$144,200
post-W Fax Note
7671
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Received: 6/24/03 11:33AM; O -> LYtt1e League Baseball; Page 2
06/24/2003 12:29 0 200AfqN PAGE 02
UQT3ESU,0MjTTED TOCIrYADMINISMT.OR'BOFFICE 60DAYSPIZO.R TO EVENTFOR WHlCHFUNENG7SREOUESTED. NO EXCEPTIONS
h?AME'OF ORGANIZATION; Little. League Baseball Incorporated
REQUEST FOR.CIVIC AND PROMOTION FUNDING
YROPOSED CURRENT BUDGET (PART M
:EXPENDITURES: (Include'alrknown direct expenses connect with event)
VRNPENSES AMOUNT TOTAL
? eisotmel/Salaries
Pmrixiits
Fire
Pus, Lic.
ABC
Other
%Iiisuance
City 6 SB Attached ffes' No
Park D&a a e Bond
('lnnn TTn Tlrnnvi t/flairiwve[inli.�:
'Security
S:BRD
Private Security
Other .
Advertising
Radio
Newspaper
Banners
Flyers
Other
Entertainment
Music
Sound System
Other
I roinotional Items
Trophies
Plaques
-Shirts
OtherOther
sanitation
Portable Restrooms
4p'ecialEvents
r Banquet Facilities
Parade
Other.
B. TOTAL PROPOSED EXPE1 ITURES
SEE ATTACHED ORGANIZATION BUDGET
inmmary:
A, Total Revenues $144,200`
B. Total Expenditures . 5164,000
C. Total Fee Waivers- $ :37:, 467
(from Part III)
$164,000
D. Total Amount Requested from. City
42,467
5,000 Direct
37,467 Indirect
2004-242
LITTLE LEAGUE BASEBALL® INCORPORATED
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Western Regional o^ Headquarters
2004 Budget
Western Regional Tournament
Little League Baseball, Inc
Revenue
Concession/Souvenir Sales
Collection & Ticket Sales
Program Sales
Total Projected Revenue
Expenditures
Salaries & Benefits
(Directors, Part Time, etc)
Utilities
Budget 2004
117,700
18,000
3,500
139,200
37,500
12,500
Equip RentaUField Maintenance
16,500
Feeding/Housing-Participants
25,000
Uniforms/Equipment
5,000
Concessions/Sourvenirs
59,000
Miscellaneous Supplies
8,500
a rojec a en itures
-164,000 — - - - -
Net Loss for Tournaments
(24,800)
Prepared By Melissa Singer
Treasurer, Little League Baseball, Inc.
6123104
6707 Little League Drive • San Bernardino, California 92407 909-887-6444 FAX 909-887-6135
Fece,ived: tl/Y4/U3 ll :a3AM7 20V44h1_+?1..LL112i1e League tla90ba11j Rage a
06/24/2003 12.29 0 ADMLLIINPAGE 03
a NAME OF ORtsON:Little League Baseball, Incorporated
j
RoI)LST *9R CIVIC AND PROMOTION FUNDING (PART III)
REQUEST FOR FEE WAIVERS
(List all City services fox y%hloh:you.are requesting fee waivers)
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