HomeMy WebLinkAbout1995-380
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RESOLUTION NO. 95-380
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
3 AGREEMENT WITH COPS FOR KIDS AT CHRISTMAS TO FUND THEIR 1995
CHRISTMAS PARTY FOR FOSTER CHILDREN FROM FY 1995/96 CIVIC AND
4 PROMOTION FUNDS.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
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hereby authorized and directed to execute on behalf of said City an
SECTION 1.
The Mayor of the City of San Bernardino is
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agreement with COPS FOR KIDS AT CHRISTMAS to fund their 1995
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Christmas party for Foster Children from FY 1995/96 civic and
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promotion funds, a copy of which is attached hereto, marked Exhibit
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"A", and incorporated herein by reference as fully as though set
forth at length.
authorization
The
to
SECTION 2.
execute
the
above
referenced agreement is rescinded if the parties to the agreement
fail to execute it within sixty (60) days of the passage of this
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resolution.
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adopted by the Mayor
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I HEREBY CERTIFY that the foregoing
resolution was duly
and Common Council
of the city of
San
Bernardino at a regular
meeting thereof, held on the
6th
day
20 of November , 1995, by the following vote, to wit:
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f', "::&-U
AGREEMENT WITH COPS FOR KIDS AT CHRISTMAS
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2 Councilmembers
3 NEGRETE
4 CURLIN
5 HERNANDEZ
6 OBERHELMAN
7 DEVLIN
8 POPE-LUDLAM
AYES NAYS
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ABSTAIN
ABSENT
9 MILLER
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X
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city Clerk
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The foregoing resolution is hereby approved this 1:->-
day of
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Approved as to form
17 and legal content:
November
, 1995.
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/ t;?7t1. ?:4~~
ryom Minor, Mayor
City of San Bernardino
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18 JAMES F. PENMAN
City Attorney
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(J
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Res 95-380
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A G R E E MEN T
civic and Promotional
THIS AGREEMENT is entered into between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "city" and
COPS FOR KIDS AT CHRISTMAS, a non-profit 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 1995-96, in order to assist in defraying
the expenses connected with the CHRISTMAS PARTY FOR FOSTER CHILDREN
sponsored by Organization and scheduled for December 9, 1995 as
outlined in their Request for Funding to the Mayor and Common
Council, a copy of which is 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 promotion of Organization's 1995
Christmas Party for Foster Children.
2. Pavrnent. Upon presentation of a claim to the ci ty
Finance Director, City shall pay to Organization from the civic and
promotion fund budget for the 1995-96 fiscal year, the total sum of
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Res 95-380
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12 day by the City or its officers or agents. Failure to submit the
13 financial records in accordance with this section will result in
14 the organization reimbursing the City in the full amount received
15 by Organization. At the conclusion of the event, Organization shall
16 present the City Administrator or her designee copies of all
17 receipts for expenditures connected with said event in the total
18 amount of $3,000.
19 5. Hold Harmless. Organization covenants and agrees to
20 defend, indemnify, and hold harmless the City and its employees and
21 agents from all liabilities and charges, expenses (including
22 counsel fees), suits, or losses however occurring, or damages
23 arising or growing out of the use or receipt of the funds paid
24 hereunder and all operations under this agreement. payments
25 hereunder are made with the understanding that the City is not
26 involved in the performance of services or other activities of
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THREE THOUSAND DOLLARS ($3,000).
3. Use of Funds. The funds paid to 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. Accountabilitv. Financial records shall be maintained in
accordance with generally accepted accounting principles by
organization in such manner as to permit city to easily trace the
expenditure of the funds. All books and records of Organization
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Organization.
6. Termination. city shall have the right to terminate this
agreement and any funding remaining unpaid hereunder for any reason
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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. In addition, Organization shall
reimburse to City any funds expended which were used for any
purpose other than those authorized under this agreement.
7. Authorization to Execute. Organization hereby covenants
that it has taken all actions necessary to make the adherence to
the obligations imposed by this agreement a binding obligation of
the organization.
8. Notices.
All notices herein required shall be in
17 writing and delivered in person or sent by certified mail, postage
18 prepaid, addressed as follows:
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As to city:
As to organization:
City of San Bernardino
300 North "0" street
San Bernardino, CA 92418
Attn: City Administrator
cops for Kids at Christmas
P.O. Box 2967
San Bernardino, CA 92406
Attn: Steve Filson
9. Entire Aqreement. This agreement and any documents or
24 instruments attached hereto or referred to herein integrate all
25 terms and conditions mentioned herein or incidental hereto, and
26 supersede all negotiations and prior writing in respect to the
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95-38(1
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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.
CITY OF SAN BERNARDINO
BY: ~1U,t4A~
Tom inor, Mayo
COPS FOR KIDS AT CHRISTMAS
ATTEST:
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cit Clerk
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Approved as to form
and legal content:
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James F. Penman,
22 City Attorney
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95.-380 .
SAN BERNARDINO POLICE OFFICERS' AsSOCIATION
1299 NORTH WE" STREET
P.O. Box 29679 SAN BERNARDINO.. CA 92406
TELE. (909) 889-0661 FAX (909) 884-5182
PREsIDENT:
STEVEN L Fn.soN
VICE PREsIDENT:
PAUL PANCUCCI
TREASURER:
DENNIS L EVANS
September 18,1995
Mr. Fred Wilson, Ass't City Administrator
City of San Bernardino
300 N. "D" Street
San Bernardino, CA 92401
RE: Request for Funding Assistancel"Cops for Kids at Christmas"
Dear Mr. Wilson,
Thank you for your additional inquiry, regarding our 1995 request for assistance from the city.
As you know, for the past four years, the Police Association has embarked on a most meaningful
cause, that being the Inland Valley's foster children. We found the most significant effort that
could be portrayed to them was through the annual Christmas Party, in which personal interaction
amongst these children and police officers occurs. The primary intent behind this was simple;
To reinforce a relationship with officers, in light of the fact an officer in most cases is responsible
for the child being removed from their family environment.
We have found this intent has been attained many times over. The children arrive at the event and
are immediately in awe of the environment that has been created for them. For five hours, these
hundreds of children are treated to many activities that permit them to set aside the adversity
they've had to confront in their short lives. I could go on and on in this regards, and portray for
many pages the good will this event accomplishes. I don't think that is necessary for the purposes
of your committee. Your question, and a quite legitimate one it is, covers the dramatic increase in
our funding request.
Unfortunately, in an event of this type, we do not realize a decrease in the number of children who
attend. With this, the funding necessary also increases. Much to our dismay, the requests for
funding from corporate and private sources have been less than satisfactory in their response.
Due to this we have found it necessary to "dramatically increase" our request from our city
source,
95-380
In addition, we have had to modifY the location of the event, in light of the continually increasing
demand. This years event will again be held at the National Orange Show, but the location has
been changed to the Citrus Building. This change was due to the number of participants involved,
and the inadequate space in which to accommodate them. With this additional space
(approximately 24,000 sq.ft.) comes the necessity of creating an atmosphere appropriate for the
occasion. On the original request for funding form submitted the following figures were
provided;
F ood/Refreshments---------$4000. 00
Decorations------------------$7 50.00
These figures were in error, due to the National Orange Show providing an overwhelming
majority of the food. Additional food items, such as cookie decorations, and drinks will be
funded through monetary contributions. In reality, the $4,000.00 figure should have been shown
under the decorations portion of the budget. This money will be used to purchase wood
materials, and hardware for the construction of the many items of Christmas scenery that will be
set up throughout the facility. This will be a one-time expenditure. The constructed items will be
maintained and stored for use in future years.
The other added expenditure is listed as $6,000.00 for the purchase of individual gifts. This
increased expenditure was caused due to the previously mentioned less than adequate response
from both private and corporate sources. The primary loss we experienced was from grant
monies in excess of$4,ooO.OO anticipated from .Sam's Club", that will not be received this year.
This was due to our organizations current IRS status. We are currently in the process of
modifying our exempt classification from 501 (c)(5) to 501(c)(3). This change however will not
occur in time to receive those monies for this years event.
In review of the request, a modification is necessary. The original request indicates an amount of
$12,150.00. This amount should be modified to $10,000.00. This amount will cover projected
costs of $6,000.00 for the purchase of individual gifts, and $4,000.00 for the purchase of
construction materials and hardware.
I hope the members of your committee can provide the assistance necessary to make this event a
continuing success. It not only provides for the intent of the function itself, but greatly enhances
the image and good will that may be portrayed of the City of San Bernardino.
Sincerely,
/l
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Steven L. Filson, President
San Bernardino POA
~s 9-*",380
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A TACHMENT "A"
CITY OF SAN BERNARDINO. CIVIC AND PROMOTION FUND
REQUEST FOR FUNDING ASSISTANCE
'401 l'.
1. Organization (Name. Address. etc.)
(!..(:Jps i=Oe. 1(.10=, AI' (!,l-\g,IS,-""""t>
P. n. P-r:N.. 1-0&>7
~ ~b.~I.Jo, CA 0'240lo
3. Phone q~ - ~?:J~ - O(r')(/l I
Number 01 Years in Existence S
Dale Subm'''ed J UL Y II, I 00t:;
2. ConladPe,son Pv>.rJ~eA ~~...l14L.IbJ ~
Tkle 6. p,. P n. b.. ~.c~'f
Phone qoq - 9>9:9 - rA 01 '" I
4. Period of Support Requested or Dale of Evenl
~J1J:'Jvt~ q, 10qr:;
5. TaxpayerldentificationNumber ?,3-CXJtoz.4'05
S. Activity fO( w~ funding is 'equested: (I.J..l iZ./-:,T/v'Ib.S VA.i2-T'( .=:ne.. H0-',n::-,;:> O-I.t I U')i2F-1J.
(lJ?CV+...) Ql:' I.JLA..JD Vb.l,Le:! ~~T8:' ~~:250~dt>.TIO.J.
l-lO:"rrF-D F'>Y ':'::lAf.J ~ 1 ID<<e.A)I>..ln ~bUC.h r:r-~I(,..R:2.,' b.."'::H'"JQ/b.llo..l.
7. Estimaled number of persons expected 10 attend this program/ploj&Ct
t.
8. Proposed Budget: ...... Ad... .- Ad...
Personnel: 016 Facility Rental
b 017 Insurance
01 FullUm. Salaries 018 Decorations
02 Parttime Salaries 019 Utilities:
03 Overtime '-J Gas
04 Electrical
05 Phone :ilOO: -
Other
Expenses:
Sub- Tota'
010 Office Supplies 020 Special Equipment ~ <\ '
011 Postage ~~ '.Ii) ~JIP
012 Printing
013 Equipment Rental
014 Security 021 Advertising
015 Food! 022 Promotion
Refreshmen!s Expenses 16 -
81Hi~ Actual
023 Trophies
024 Scholarships
025 Celebrity Expenses
Accommodations
lodging
Other V.
026 Miscellaneous Expenses:
\<I4\I_MM:f""l'1"r
"1=:11.,.-, f'1 ( I><ilSh
1.\l)IVIOIIAl.-
~~I>o., ~10":>
GRAND TOTAL tal
1.D 10::0
9. list Anticipated Funding/Revenue (Sources other than City)
Source
~u~:lI~~ ~IO:-C~T, Pl)R(l.UA'X.)
Amount
6,000.
~,OCO.
TOTAL
0, OCX':J .
( 10. Anticipated revenue hom activity
0'
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)
11. Total Amount Requested lrom City:
A.
8.
C.
Total Proposed Budget Amount to. 150.
Wi: Other Funding Sources <( g', ODO. >
Total Amount Requested from City i 1... I I '50.
Sent to Ways & Means
Action:
Dale:
Sent to Mayor & Council Date:
Action:
12. Describe any addilional assistance being requested Irom the city: (Personnel. equipment. park area.
building. etc.)
8,
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r10
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Estimated Costs
(To be completed by City)
A.
c.
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Dat8:
NOTE: PI.ue be prepared 10 submit an audit of your flnanc,., acttvltf... he event such information is d.em.d necenary.
Attach ,htch and other ,upporr/ng Information. If appropl'I.'e.
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