HomeMy WebLinkAbout09-City Administrator
CITY OF SAN BERNARDINO. REQUEST FOR COUNCIL ACTION
From:
Fred Wilson
City Administrator
ORiGiNAL
Subject: Request for civic &
promotion funding and
waiver of fees for
Black History Week
& Parade - 2/07/04
Date:
January 13, 2004
Synopsis of Previous Council action:
1/22/02
Resolution 2002-26 adopted approving civic and promotion funding for 2002 Black History
celebration.
Resolution 2003-42 adopted approving civic and promotion funding for 2003 Black History
Parade
2/03/03
Recommended motion:
Adopt resolution.
That approval of direct funding in the amount of $4,500; indirect funding in the amount of $ 13,149 be
transferred from the 2003/04 civic and promotion fund to various City departmental accounts as listed in the
attached staff report; and a waiver of fees and use of City personnel and equipment be authorized to assist
in the 2004 Black History Parade scheduled for February 7,2004.
,~//~~
Signature
Contact person: Fred Wilson
Phone: 5122
Supporting data attached: Yes
Ward: 1
FUNDING REQUIREMENTS:
Amount: $4,500 direct; indirect $13,149
Sour",.., (Ar.d No )001-0Q1-!'i1RR
(Acct. Description) dvir. & promotion
Finance:
Council Notes:
J/fLID~
ffo. 1
'Rt'&l~.c~::A- 210
STAFF REPORT
Subiect:
Request for civic and promotion funding for Black History Week activities and parade,
and waiver of fees for use of personnel and equipment to assist with event.
Backl!round:
Attached is a request from the Black Culture Foundation for $ 4,500 in direct funding
from the Civic and Promotion budget to fund the activities of Black History Week
including the Black History Parade scheduled for February 7, 2004. In addition, the
Foundation is requesting a waiver of fees for the use of City labor and equipment to assist
with this event which is estimated to cost approximately $ 13,149. This represents a
$6,043 reduction in 2003 police department costs. This significant reduction is due to the
fact that the location has changed this year. This will be the first year that the parade will
be held downtown and will end at the Arrowhead Credit Union Stadium. According to
the Police Department, the Stadium location allows the event, participants and spectators
to be more contained resulting in less need for police crowd control. Subsequently, fewer
vehicles and less equipment are needed.
$13,149 will be transferred from the civic and promotion fund into the various City
departmental accounts as listed below to recover their costs incurred in assisting with the
parade. This event has been approved for funding on an annual basis since 1996. This
year's direct funding request of $4,500 is the same as last year.
Departmental Accounts
Amount
Traffic Engineering
$ 8,325 security/vehicles
$ 3,482 labor/equipment
$ 332 refuse personnel/street
sweepmg
$ 1010 barricades/signs
PlacemenUremoval
Police
Parks & Recreation
Public Services
Total
$13,149
Non waivable fees and refundable security deposits.
Traffic Engineering $ 500 barricade deposit
Financial Impact:
$4,500 in direct funding, and a waiver of fees for City personnel and equipment in the
amount of $13,149 from the civic and promotion fund constitute the costs to the City for
this event. Provided as an attachment is a matrix for the FY03/04 civic and promotion
fund which indicates the availability of funding.
Recommendation:
Adopt resolution.
Authorize direct funding in the amount of $4,500 and indirect funding in the amount of
$13,149 from the FY2003/04 civic and promotion fund and approve waiver offees for
use of City personnel and equipment to assist with the 2004 Black History event.
r
SAN BERNARDINO
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I)
Name of Organization
Address
POx 72
Phone/F AX
(909) 884-4173 Thomas Gueston
Designation of 50 1 c (3) non-profit status of Organization
PhonelF AX
(909) 384-9288
(Attached: Yes_ NQL)
Date of Event
February 7, 2004
Purpose of Funding 2004
Location Estimated No. of Attendees
North E street at Eighth street 10,000
Black Month activities consisting of Miss Black San Bernardino Pageant,
PROPOSED CURRENT BUDGET
A. REVENUES: (List all anticiDated revenues other thaD Citv of San Bernardino)
AMOUNT TOTAL
Sponsorships San Manuel Mission Band of Indians 1$5 0001. 10000
Community Hospital ($1,500), Arrowhead Credit Union ($1,000),
"'~11~ ",..H~nn 1..1 nnn. - " ,..~11 ~ ","Ii ~nn 1"1 nno.
st Bernardine Medical Center 1$5061
Registrations 0
Promotions 0
Donations ~uu
In Kind Services (Other than City ServiceS) Matich Corp ($500), ^,,"n .DLlO
Loaned Vehicles 1<1:500) -
Oealers Private Vehicle OWners
1<1:<;001
Total Dollar Amount Reouested ofCitv 4500 .
A. TOTAL PROPOSED REVENUES
16800
t'
MiST BE Sl'BMfTTED TO ClTLtD)/{SISTRA TOR'S OFFICE 60 D-I. rs PRIOR TO EVE.VT FOR WHICH FCVDISG IS REOl'ESTED. \0 EXCEPTIO \S.
:'iA:YIE OF ORGA:'iIZATlO:\':
REQUEST FOR CIVIC AND PROMOTION FUNDING
PROPOSED CFRREl'iT BUDGET (PART II)
I B. EXPE:'iDITURES: (Include all known direct expenses connect with event)
I EXPE:\'SES AMOUNT
TOTAL
Personnel/Salanes 0
Pennits 25
Fire I 0
Bus. Lie. i 0
ABC 0
Other 0
Insurance
City ofSB Attached (Yes..x... No ) 3600
Park Damage Bond 0
Park Clean lJj:J Deposit/Damage Bond 1500
Security
S.B.P.D ~
Private Security 300
Other ~
Advertising I
Radio 0
Newspaper 0
Banners 0
Flyers 25
Other (Sions I 200
Entertainment
Music i soo
Sound System 300
Other - 0
Promotional Items
Trophies with - 7/<;0
Plaques IC'. --.0
T-Shirts- 495
Other (Printinq-Brochures I 2070
Sanitation
Portable Restrooms 350
Special Events 1>14 n' -,. "'~, , 1A'1<;
Banquet Facilities 71/;0
Parade IPlack (',,1 h".., ,L;nn :1 500
Other (Senior King and Queen Presentation) 150
B. TOTAL PROPOSED EXPENDITURES 21300
-
Summary:
A. Total Revenues S 16800
B. Total Expenditures - $ 21300
C. Total Fee Waivers- $ 13149
(from Part Ill)
D. Total Amount Requested from City
$ 4500
r
NAME OF ORGANIZATION:
Black culture Foundation
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART III)
REQUEST FOR FEE WAIVERS
(List all City services for which you are requesting fee waivers)
C. Fee Waivers Amount
Police R ~?~
Security
Traffic Control
Fire
Site Insoections
Crowd Control
Facilities
Sound System
Civic Center Use Pennit
Public Services
-
Refuse Bins lQR
Street Sweeoing 134
Development Services h~rr; ~~r1oc/C; nnc 1,010
Planning TUP
Building
Other (Explain) refund of insurance payment
Parks Recreation & rnmm"n;~v <::"ru;~oc ~,482. -
. Total Amount of Fee Waivers (In-Kind Services) 13,149
For Office Use Only:
Departmental Costs In: Police
Fire
Public Services
Public Works
Development Services
Facilities
Previous Year's Accounting Reviewed: Admin:
Finance
~
I',',
: I ' i; : i ;
, I i I I ! i i I : ,
i.,.' I~: jllti I"'" ililtlj't
I-~-t rh~'
is! !~: i~1 I~I !
:~! !:8! !~; :g;
IN (")1 !'"":i ,"'" I I
"I'''; I~I l::l" I
i,1 (I' Ii! 'lillJlli
j i ! :""i : !lIti I, I,,,,,! I",,: I" ,vt' i i I
..-.I.--l~-I ,_ t-t--I-
"8'8'81 18'8 181 ,8' '88' '[81 I . ,
! ig! i2!$!: igg: l:g: IlI'ii ,.Ilcii 01 I
,~i I:\!~' ';l'~, i;}i ,SII~i;I,~: ;
I II: I I I i
I I I I I 'I I I I I I~,
I I I I:: I: Q'
~ ---~ ""."". ~J~l~~l~t~~+----+--l._~:
:~:
zl
,a,
10:
'"
o
'~~----'----ig:'--
I i I g'
~
0:
~i
I
M'
~I
0'
0'
z
::>
~
z
a
0'
~
o
~
..
o
~
!.!
<<,
"I
..
c
~
c
,
u. _i.....,..
"
o
..
81 181
:2, 8,
C'!i I"':.'
NI I'"
~I ,~,
..
_.!- ,...J.
i~!
,,,,'
,,.,
ja>
! :
i . i : : I, I
,.,.: '..: ; lit!
"-'''':'~-,-H-'
I 181 ' ,8,
I li~! !~i
I ,It)1 !OI,
..,. !
i!
: !
tl' :-1 'ts
: l!!' '0' ~ - n'l!!
-L~~-Ji~: -+--~~'
I;, I I
, II
I~ IJ I
!~! '
! ~ __"_I~ '~I iJ
I~
"'
i'6l
I
~' ! ~
.1 i~,t
'-g; i'6:~1
+-+-
I
I
I
i i
I~!
,~, ~'
!~' Cll 01
'~:~! ~
- 'I 1,,1
'~I ,~,
i,u~ I," l!i'
~I ~'
1:=. !.~ 0", ii'
iJ! !~I !~i 8-
;~ !~I ,Ill I ,e
-- :--~:=--iY~-:-+-1 a.;
I' , " I ,I 'I
' I I I
I : ,
I I I
, I
,-I
Ii!
E'
.
E'
,
B
I
C 0
1!IJi I!!
'ui '~! :3
!~.9' ~.,'
!a.. 'e!; ~
.] OIl
o _~____~_~~~~~
I g
.
I~' 1
,! I,!!:
'0 ,~ .3
.. l:::i:: '8
-g: i> '....
!!i 11Ii: .~:
:u. CI)" 'co:
--r-'-'----~I-'-;.-
,
.
o
~
c
'il
c
,
o
~~
llo
EE
H
!I
'C
~
IN
Ig
'13
,~
I~
I
lEi
i~
i~
'N
'8
,"
~
~
:~
.~
M
'8,
~.
i~
g
"
~
81
~I
~,'
~'
;...'
. i
II
' i I
:--r--
18:8, I ,
oiC/i' I
i5nr ;
iN"N I
'I'''':~: I
" I
j~i
'~I
'N'
;N:
~ :;~ 81 1'2[ i~' I; ~I~!
il Is I!! I,' I~I~!, I~I,I~I ,e,lt!
" I "!': i I II
c , .' I I , : I
;f ~ tit 'tit : I... i tit I J' tit : ; "'1 ! tit: tit,
, ,~-;---,-~.t--+~--;-"
, 'g 1 'g!gl :g' !g! ! ' 1
!,..:! 'g'l..;i :Gci' I",;:, II
11n: 1 '...: :"Iti '''It. ,
,_. 1 '''It' ,ce, IN
!N ill'iI~1 ...s. oi
I I ,
, ' ,
:
I
,
i"'!"':
-t-::-r .
'8'8,
lsi,~,
:CS:I~!
,u)rii
j !"',
'I II
, 1
,...1 :..,
181, '8'
~: iM:
I~I :~;
'II!
o - , ! I : I I . I
E I: "I I ' ; I '
c:!~:!..,li
-:-~ " I !,~81'~81 I 1~81 181 1~I,8
l: :,&:,'~I ~I :,~: I~:~i
!. "In:'" "'alj "It:",1
5 1M; i ! . , i I~I,.
! I
,: I!
i I...!..II.. !",!
'--+--'---H
I '
'"
J
i i
,
,
itlti...i
'II'
, ,
Iii!
C -I tf '0' i It),
1 11 ~ : I!! ',I!!. :ti:!.
;f ,: -g, :~i ,~: :~!l:
--- +----I-~F:-.~-,-f--'fr
I~ , II i
ill..' :C!:'
113: ;2i
'5' '01
'.~ ~~,
61 :ii
l:!: ;~:
~i IS,
::.2:1, :~
u ,;
'MI ,~
,~ ~,
I I
, I
~
"
~
...
I
I
I
IE
,~
I ~I
~,
liii'
'E!
I.'
;~, I
1i1 , I
13! I' .,
,~ 4:l:
!,'JI i<:(: .
Iii !~' , 11
1:3 :...J, igl , ! "
,. !:g! 0
!6 ,~
c lzo,i I'~ I ~,
,9 " ''e! I~I
~ , :a:: .' '"
'5 IE :~; i:lll
~ IE ;(,)1
. M ,~ ,:l! iSi ;~; !
,ll ,~ c i.!1 I.!I, ,
0 ';0: I 'Jl
,0 ~-T--'-" _i~t-~
'il I ,
c
,
0 'E
~ 0
a ,1 'M M M 0\
~ !,! '8 ~ ~
E C I. 0
Is: "
H I! ~ l:; N ~
il-' N j:;::
.,lMl't lUO IlIUL1'-t "'4::..",,:c)
,:)D"'"jJ 1t\.....t"'J.iw.
P.B1/l!6
PARADE/SPECIAL EVENT APPLICATION
CITY OF SAN BERNARDINO
MUNICIPAL CODE 5.42
ChICk OM:
iJ Parade
(J SpeciaJ Event
_.~m~ MWl:6 ~eli
li":Y;1:111ry 7 ?nn..4
ClIIool_1 .
P. o. l'h... 12AA, !l;>n RPrnRn'lino C'.A 92411
.--. . . .
1734 West Virqinia, San Bernardino CA 92411
.-.--
10:00 A. M.
81Wti1g r"""
1 '00 P M
EoIi'-~Th1o
ToIx:hing 'l'/;m;>rrQw Today
TIlomo or Pu~
t.o!j9&),. 8i~ 31i7
~~1M.J _i....n~
~-
LooIl CoIpot..... ___
"J"Ihr-wnat:: GI~tcn
E_ Cholnnan
19091 884-4173
......
Frank Washington
E__~
(909) 863-1737
Phono
Assembly Area l\lnT+h ~ Q~'I"II:tooC+- ::IT F.i 9f1t-h ~t-~t-
Estimated Spec\a\ors
1n~nnn
Number of Vehicles and Persons in Each 1 nn 'L7'l f-h ., o=:a.....h
Descrile Sound AIlllIWylng Equipmenlto be used pn ~f-"", f'nr p~r~~ nnnnnnroor
DeScribe Training or InstlUCllons Given 10 l>al'll::~l'Ils ""~n""r" pn'".... i "..f-,.,_~....... a~ .....; 1ed to
FP~~~;p9"t~ and.~;9f;~ are gi'~ be~ ~~h ~~~~ ~~n~
NumberolReslroomaandWaterFacl1i!ies l'nrf""1)1..,...,.,n-rvwn....,;11 "" pl,,~ ~lnnq 1-.... P"....n"
route and bottle water will be provided.
The undersigMd makes application for a parade/special event and In support of said application. cert/fie$ that all statBflI8n11r
116rsin are tlUB, iIliCUrate and complBtfI. Falsification or unBpfJff1ved changlJS may fBSUlt in the caflCflllalion of this app/lCatlon.
Appticant acknoWl8dges receipt of a copy of the ~/ations and Inst1lJClions.
-Y{JJfrflJt!:.~ ~ ;).1)03
~ ~i(WH(/
, lUte 01 AppIkwtl .
~~ AISIC-3.0t...
F
G'l "l t'l
-
tIl tIl tIl 'tI
rTl1
rT rT 11 0
11 11 ro I-'
ro ro ro f9
ro ro rT
rT rT c::
C1l
I ~
9th street
Div 1
'tl
~
8th Street-Div ') '1 n;v~
sturges c. .
Auditorium ro
tIl
7th street J);v "- :;)'Police
;+Station
Victoria III
6th street
Public
Library
5th street
4th street
>t.,
Carousel Mall 11 c::
roc.
III 'S. -Court street
::l Court street
\Q Square
2nd Street
Rialto
Arrowhead Credit ~
t'ltll Union Park
::lrT
rT~ 280 South E Street
'1c.
III ....
::l c::
o e ~
ro
I
HOLD HARMLESS AND INDEMNIFICATION
LicenseelPennittee shall protect, defend, indemnify and hold the City and its elective and
appointive boards, commissions, officers, agents, employees and servants free and
harmless from any and all losses, claims, liens, demands and causes of action of every
kind and character including, but not limited to, the amounts of judgments, penalties,
interests, court costs, legal fees, and all other expenses incurred by the City arising in
favor of any party, including claims, liens, debts, personal injuries, including employees
of the City, death or damages to property (including property of the City) and without
limitation by enumeration, all other claims or demands of every character occurring or in
any ways incident to, in connection with or arising directly or indirectly out of this
agreement. LicenseelPennittee shall investigate, handle, respond to, provide defense for
and defend any such claims, demand, or suit at the sole expense of the Licensee/
Permittee. LicenseelPennittee shall also bear all other costs and expenses related thereto,
even if the claim or claims alleged are groundless, false or fraudulent. This provision is
not intended to create any cause of action in favor of any third party against
LicenseelPennittee or the City or to enlarge in any way the LicenseelPennittee's liability
but is intended solely to provide for indemnification of the City from liability for damage
or injuries to third persons or property arising from LicenseelPermittee's performance
hereunder.
November 6, 2003
Dated
Black Culture Foundation
LicenseelPermittee
By Thomas Gueston
Title ist Vice President
j,' I'
'.'
~ .,
(Attach a certified copy of documentation, which will authorize Applicant to contract on
behalf of corporationlbusiness.)
cxora.
THIS CERTIFlCAn IS ISSUED AS A MATTER Of INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER
THIS CERTIFICATE oars NOT AMEND HTEND OR ALTER THE COVERAGE AFfORD(D BY THE POLICIES LJSTED BElOW
COMPANIES AFFORDING COVERAGES
NAME' AND ADORfS
ECHOLS INSURANCE AGENCY - LIC 0622474
219 S ORANGE AVENUE
RIALTO, CA. 92376
(909) 874-3763
COMPANY A
LETTER
COMPANY B
lETTER
SCOTTSDALE INSURANCE COMPANY
NAME AND ADDRESS OF INSuRED
SAN BERNARDINO BLAC~
PO BOX 7288
SAN BERNARDINO, CA.
CULTURE FOUNDATION f~~~C
92410
""""ANY 0
LEn-fA
COMPANYE
lEfTEl!
TNs is to certify that policies of instnnce listed bek>>w have been issued to the insured named above and are In forte at this time. Nohrithsblndinc any requirement term or COIXfiti
of any contract or other document wtth respect to which this certfficate may be issued or may pertain, the insurance afforded by the poIk:ies described herein is subject to an t
--SllndlXlO1dltionsofsuch_.
COMPANY
lErTEl!
TYPE OF INSURANCE
POLICY NUMBER
POtICY
EXPIRATION DATE
Limits 0 I..JilbiJity in housan ,
'ACH
OCCURREI'fCE
AGGAlGA'
A
GENERAL LIABILITY
Ii[JCOM....H'NSII/' FORM CLS08999979
o PREMfSfS-oPERATlONS
O EXPLOSION AND COUAPSE
HAlARD
o UNDERGROUND HAlARD
o PAOllUCTS>COMPlETfO
OPERATIONS HAZARD
o COHTRACTUAl INSURANCE
o IIROAD FORM PfIOPfRTY
DAMAGE:
o INDEPENDENT CONTRACTORS
o PERSONAL INJURy
1/30/05
BOOIL Y INJURY
,
,
PROPERTY DAMAGE
, ,
BODJL Y INJURY AHD
PROPERTy DAMAGE
COMBINED
,1,000 S 1,00
EXCESS LIABILITY
PERSONAl INJURY ,
80DIL Y INJURY ,
(EACH PERSON,
BOOK. Y INJURY .
(EACH ACCIDENT>
PROPERTY DAMAGE .
BODilY INJURY AND
PROPERTY DAMAGE ,
OMBINEO
BOOK. Y INJURY 4ND
PROPERTY DAMAGE S
COMBINED
AUTOMOBILE LIABILITY
o COMPRfHENSIVE FORM
DOWNED
o H'RED
o NON-QWNEO
o UMBRELLA FORM
o OTHER THAN UMBRELLA
FORM
WORKERS' COMPENSATION
and
EMPLOYERS' LIABILITY
OTHER
'(~14 ACeDl'
DESCRIPTION OF OPERA.TlONSIlOCATION5NEHIClES
ANNUAL BLAC~ HISTORY PARADE/EXPO/DRILL TEAM COMPETITION TO BE HELD ON 2/7/04 I~
SAN BERNARDINO, CA.
CARRIER TO NAME CERTIFICATE HOLDER AS ADDITIONAL INSURED AS THEIR INTEREST MAY
APPEAR.
Cancellation,
NAME AND ADDRESS OF CERTIFICATE HOlDER:
CITY OF SAN BERNARDINO - RISK MGM!
300 N. "D" STREET
SAN BERNARDINO, CA. 92410
Should any of the above described policies be cancelled before the expiration date thereof. the issuing com-
pany will endeavor to mail - days written notice to the below named certificate holder. but failure to
mail such notice shall impose no obligation or liability of any kind upon the company.
'-~", I / {;; It, 4
DATE ISSUED:
c~di
ACORD 25 (1-11])
--.------...-.---
. .
e
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
e
L~~Y
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING EXECUTION OF AN AGREEMENT WITH
THE CITY OF SAN BERNARDINO AND THE SAN BERNARDINO BLACK
CULTURE FOUNDATION FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTION FUND FOR FY 2003/04.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION I. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City an Agreement with the San Bernardino Black Culture
Foundation for financial assistance from the civic and promotion fund for FY 2003/04, 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.
1//
1//
1//
1//
/1/
/1/
/1/
/1/
1//
e
27 1/ /
28
Y(D.!1.
Z-lz;'6
. '
e
e
e
8 ESTRADA
9 LONGVILLE
10 MCGINNIS
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
I
1
2
3
4
5
6
7
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE
CITY OF SAN BERNARDINO AND THE SAN BERNARDINO BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTION FUND FOR FY 2003/04.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting
thereof, held on the
, 2004, by the following vote to-wit:
day of
AYES
NAYS
ABSTAIN ABSENT
Council Members:
DERRY
SUAREZ
ANDERSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2004
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
2
e
e
e
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
AGREEMENT
Civic and Promotional
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
municipal corporation, referred to as "City" and SAN BERNARDINO BLACK CULTURE
FOUNDATION, INC., 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 2003/04, in order to assist in defraying the expenses connected with the conduct of
events related to their 2004 Black History Week celebration, 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
conduct of events related to their 2004 Black History Week celebration
and Black History Parade scheduled for February 7, 2004.
2. Payment.
Upon presentation of a claim to the City Finance Director, City shall pay
to organization from the civic and promotion fund budget for the 2003/04 fiscal year, the total
sum of FOUR THOUSAND FIVE HUNDRED DOLLARS ($4,500).
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTlJRE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2003/04 CIVIC AND
1 PROMOTION FUND.
e 2
e
tit
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3. Use of Funds.
The funds paid to Organization shall be used solely for the purposes set forth in
Paragraph I 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 in such manner as to permit City to easily trace
the expenditure of the funds. All books and records of Organization 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 shall present the City Administrator or his designee a written accounting
of all expenditures and revenues connected with said event. Organization will further supply
City with any and all receipts relating to accounting of expenditures if so requested by City. If
Organization does not submit an accounting of expenditures and revenues which City deems
appropriate, such failure will result in the Organization reimbursing the City in the full amount
received by Organization.
5. Hold Harmless.
25 Organization covenants and agrees to defend, (ifrequested by City), indemnify, and hold
26 harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
27 attorneys, employees and agents from all liabilities and charges, expenses (including counsel
28
e
e
e
I
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2003/04 CIVIC AND
PROMOTION FUND.
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
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 officers, employees and agents, as additionally
insured. Said coverage shall require ten (10) day written notice to the City if insurance is
terminated or materially altered.
7. Termination.
City shall have the right to terminate this agreement 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. In addition, Organization shall reimburse to City any funds expended
which were used for any purpose other than those authorized under this agreement.
8. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2003/04 CIVIC AND
1 PROMOTION FUND.
e 2 make the adherence to the obligations imposed by this agreement a binding obligation of the
3 organization.
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26 I II
e 27 II I
28
e
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
Black Culture Foundation
300 North "0" Street
P.O. Box 7288
San Bernardino, CA 92418
San Bernardino, CA 92411
Attn: City Administrator
San Bernardino, CA 92407
Attn: Margaret Hill, President
III
III
III
III
III
III
III
III
III
III
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDA nON FOR FINANCIAL ASSISTANCE FROM FY 2003/04 CIVIC AND
1 PROMOTION FUND.
e 2
3
e
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
e
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.
CITY OF SAN BERNARDINO
By.
Judith Valles, Mayor
SAN BERNARDINO BLACK CULTURE FOUNDATION
By.
Margaret Hill, President
A TIEST:
By:
City Clerk
Approved as to form
and legal content:
James F. Penman
City Attorney
__.. Ii
Berunlino
." BLACK
-'
//. \
e \. =--\ /
\ -' /
=.,-, /
CUL TURE .
FOUNDA nON
~
eXECUTIVE COMMITTEE
Margarel Hill
President
Thomas J. Gueslon, Jr.
1st Vice President
W. RolHIrt F.wke
2nd Vice Pruident
Charles Burris
Tre~5urer
Syble M. Tompkins
S e<:relary
Jim King
Advi.or
Juanita H. Scot/, Ph.D.
Advi.or
e ~
SPONSORS
Anheuser-Busch
ArrolNhe~d Credit Union
City ot San Bern~rdino
Community Hospital
of S2n Bernardino
Molina HealthCllre
Group
St BernardIn.
Medic~t Cenrer
SImpson Family
Mortuary
The Gu Compeny
e
SAN BER...1\lARDINO
BLAC]( CULTURE FOUNDATION
P. O. BOX 7288
SAN BERNARDINO, CA 92411
Ta.x J.D. No. 95.3674139
November 6, 2003
Mayor and Common Council
city of San Bernardino
300 North D Street
San Bernardino CA 92418
Re: 2004 Black History Parade
The 35th Annual Black History Parade will be held
at 10:00 a,m., Saturday, February 7, 2004. Our
plans are to start the parade at Eighth and E
streets, proceed south and end at Arrowhead Credit
Union Stadium,
As a non-profit organization, we ask financiaL
assistance from the City to help defray the cost
of the parade and lts attendant actlvities. We
request a wa1ver fees and support services, closing
of streets and placing of barricades along the
parade route.
~ map of the parade route is attached, Hold Harmless
Agreement has been completed, and sufficient insurance
to cover all events has been obtained. A copy of our
Certificate of Insurance is enclosed. If additional
information is needed, please contact me at (909)
884-4173 (home) or (909) 3818240 (work).
Thank you for considering our request.
Sincerely,
I ! .-,<"'.'" ___
I _ ., . r ...;"
-- !' ~ I 'iJ,' <-:. \...Y" "
Thomas Gueston .
1st Vice President
Enclosures
Exhibit "A"
,
SA'" BER'IARDI'\'O
REQUEST FOR CIne AND PRO;\IOTlON FLJ!\DI'\'G (PART I)
Address
P.O Box 7288 San Bernardino A 2411
Phone/FAX .Contact Person
(909) 884-4173 Thomas Gueston
DesIgnatIon of 501 c (3) non-profit status ofOrgaOlzatlon
Phone:F AX
(909) 384-9288
(A1I3ched Yes_ NClLJ
Dale of Event
February 7, 2004
Purpose of Funding 2004
locallon
North E Street at Eighth Street
EstImated No. of AlIendees
10,000
Black Month activities consisting of Miss Black San Bernardino Pageant,
r ram
PROPOSED CURRENT BUDGET
A. REVENUES, (List all anticioated revenues other than City of San Bernardino) I
AMOUNT TOTAL i
SponsorshlDs San Manuel Mission Band of Indians ($5 000) 10000 I
Community Hospital ($1,500), Arrowhead Credit Union ($1,000), I
S r~l;F J:',-1i~"n 1'1;1 nnnl r~lif J:',-1;~"n 1'1;1 nnn! !
St Bernardine Medical Center ($500) I
RegIstrations 0
I
PromollOns 0
DonatIOns ~uu
In KlOd ServIces (Other than City Services) Matich CorD ($5001, ",,,!-,, l~UU
Oealers - Loaned Vehicles ($5001 ~rivate Vehicle Owners
It500l
TOlal Dollar Amount Requested ofCilY 4500
A. TOTAL PROPOSED REVENUES
16800
e
Exhibit "A"
r
',n ST BE 51 8 I,l/TrE{) TO lIn -4[)I!I\lSTR.. TOR"S OFFICE flil D.{) S PRrnR TO Fi [\ T FOP II HIC!I n \DI \ t. .rS"Fnt rS7 I:, \1;
-'~~~-
\A'IE OF ORGA\IZ-\T10.\:
REQLEST rOR CIVIC A\D PRO:\IOTlO:\ n::\OI:\G
e
PROPOSED Cl.RRE\T BLDGH (P.-\RT II)
'B. L\J'E\DITl'RES: (Include all kno"n direct npenses connect "ith e'ent)
,
L\PE\SES
-\:\IOL\T
TOT-\l
o
25
n
o
o
o
PerSOJ'L'"1e J Sa) arl es
, Permlls
F:re
Bus l,c
ABC
Other
i insurance
I Clf) o(SB .'\nached (Yes :\0
Park Damaee Bond
Park Clean Up DepoSit Damaee Bond
I Secunty
e
i
I
I En;e:1il!nm~m
.\luslc
Fivers
.
Other ( SiQTls)
0
1500
0
300
n
I
I 0
I 0
I 0
25
I 200
,
SBPD
PflV3te' Security
Other
: :\d\ertlSInQ:
RadlD
:\ewspaper
Banners
, Sound S)SI?:11 I 300
I Other 0
I Promollonalltems
I Trophies ;n=" ...iTh nb~,=c' r 225"
'inn
Plaques (C::oo :IMuo I
T -Shins
Other (Printinq-Brochuresl
I Sannar:on
Ponabie Re;rrooms
: SVeC1JJ E"'"enrs
I Ban uel Facilllles
Parade (D 1 ack
Other (Senior King
~
495
2070
350
I
i B. TOTAL PROPOSED EXPE,\'DITl'RES
I
Fin 1
and Queen Presentation)
500
150
21300
Summar~':
e A. Total Revenues S 16800 O.
B. Tolal Expenditures _ $ 21300
C. Total ree Wai"ers- $ 13149 "AI'
(from Part In) Exhibit
Tolal Amount Requested from Cin
$ 4500
.
:'i,\~1 E OF ORGA"IZ,HIU,'\:
Blc.Lck C'Jl t:..:=-,=, FCYJJ:jatlr:'r.
REQL'EST FOR CI\'IC A:\D PRO.\IOTIO,'" FU:'-DI:'C (PART III)
e
REQUEST FOR FEE \\AI\ERS
(List 011 CIf)' se['\lces for which IOU ore requesting fee waivers)
e
C. Fee Waivers Amount
Police 8, 1? <;
Secunty
Trartic ContTol
Fife
Site inspections
Crowd ContTol
Facilities
Sound System
CI\lC Center Use Permit
Public Semces -
Refuse BinS 1 q R
Street Sweeping 134
Development Services h~rri r~"oc/sians 1,010
Plonnlng TUP
Butldlng
Other (Explain) refund of Insuronce pO',TIlent
Parks Recreation & Commllnirv ;;prv;ro~ ::3,482 -
Total Amount of Fee Waivers (In-Kind Sen'ices) 13,149
For Office Use Only:
Departmental Costs ln' Police
Fire
PubliC Services
Public Works
Development Services
Facllitles
PrevIOus Year's Accounting ReViewed Admin'
F mance
e
Exhibit "A"
"
OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. - CITY CLERK
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002. Fax: 909.384.5158
www.ci.san-bernardino.ca.us
".
February 5, 2004
Margaret Hill, President
San Bernardino Black Culture Foundation
P.O. Box 7288
San Bernardino, CA 92411
Dear Ms. Hill,
At the Mayor and Common Council meeting of February 2, 2004, the City of San Bernardino
adopted Resolution 2004-26 - Resolution authorizing the execution of an agreement with the
City of San Bernardino and the San Bernardino Black Culture Foundation for financial
assistance from the Civic and Promotion Fund for FY 2003/2004.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by April 2, 2004.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
"I}(~. ~':lX '-- .J; (,'-
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty
f
"
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
February 20, 2004
TO:
Fred Wilson, City Administrator
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-26 - San Bernardino Black Culture Foundation
CC:
Veronica Martinez, Senior Secretary
Attached is a fully executed copy of the agreement with the San Bernardino Black Culture
Foundation for financial assistance from the Civic and Promotion Fund for FY 2003/2004. The
original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.