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Home My WebLink About17-Mayor's Office CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: Mayor's Office ORIGINAL Subject: Request for by the Mayor's Youth Council for a waiver of fees and reimbursement for the cost of the event timers and sanctioning in connection with the "Run the Route" Mayor's Run on Rt. 66 event to be held on May 16,2004 at Arrowhead Credit Union Park and along the streets of downtown San Bernardino. From: Mayor Judith Valles Date: April I, 2004 Meeting Date: April 7, 2004 Synopsis oCPrevious Council Action: Recommended for approval by Ways and Means Committee - 4/7/04 Recommended motion: That indirect funding in the amount of$3,800 be transferred from the FY2003/04 civic and promotion fund to various City departmental accounts as listed in the attached staff report; that a waiver of fees and use of City personnel and equipment be authorized; and that authorization be given to reimburse the Mayor's account for the cost oftimers and sanctioning, to assist in the "Run the Route" Mayor's Run to be held on May 16, 2004. Contact person: Peggi Hazlett Phone: 5133 Supporting data attached: Yes Ward: I FUNDING REQUIREMENTS: Amount: $3,800.00 Source: (Acct. No.) 001-091-5186 (Acct. Description) civic and promotion Finance: 11o~,t# Council Notes: 5J 3j (J'I Agenda Item No. 17 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Subiect: Request by the Mayor's Youth Council for a waiver of City departmental fees and the cost of the event timers and sanctioning in connection with the "Run the Route" Mayor's Run on Rt. 66 event to be held on May 16, 2004 at Arrowhead Credit Union Park and along the streets of downtown San Bernardino. Backl!round: The Mayor's Youth Council (MYC) is requesting financial assistance from the City in the form of a waiver of City fees and the cost of the race timers and sanctioning. This is the second year that the Mayor's Youth Council will be hosting the "Run the Route" event. Last year the race drew close to 100 participants and Mayor's Office sponsored the event. Despite the success of the first year's race, the funds raised were used to offset race costs. This year, it is the intention of the Mayor' s Youth Council to use the savings realized from the event through the waiver of fees, to build a financial base to allow the event to be self supporting next year. This event is a collaboration among the Mayor's Office, San Bernardino City Unified School District and Arrowhead Credit Union ParklInland Empire 66er's Baseball of San Bernardino. The event promotes healthy lifestyles and encourages the residents of the City of San Bernardino and surrounding communities to exercise and be active. The event is divided into three race formats; a 5k, a lOk, and a Mayor's Mile. Furthermore, each race is divided into age categories to encourage participation. A Team Challenge has also been incorporated into the race event. Each participant will receive an official race t-shirt, baseball tickets, and commemorative finishers award. Customized medals will be awarded to division winners. Both the 5k and 10k races start and finish at Arrowhead Credit Union Park and are run along the streets of downtown San Bernardino along Historic Rt. 66. This is a flat asphalt course that is well received by runners and the race has been sanctioned and certified by the USA Track and Field. Time keeping will be done again this year by PRlMETIME. Attached is a completed Request for Civic and Promotion Funding for your review which includes a proposed budget, estimated revenues from other sources, and the anticipated costs of the event. The MYC is requesting a waiver of fees for City departmental personnel and equipment to assist with the event; and authorization to reimburse the Mayor's account for the cost for timers and sanctioning which required advanced payment. These fees and costs are as follows: Police Public Services Traffic Eng. Mayor's (pRlMETIME) Mayor's (USATF) $ 700.00 (securing road closures) $ 200.00 (street sweeping) $ 1,100.00 (signs, barricades) $ 1,500.00 (event timers) $ 300.00 (sanctioning) TOTAL $ 3,800.00 Fiscal Imoact: $3,800 in indirect funding to be transferred from the FY03/04 civic and promotion fund into the various departmental accounts listed above. Provided as an attachment is a matrix of the FY03/04 civic and promotion fund which indicates the availability of funding. This request was recommended for approval by the Ways and Means Committee at their April 7, 2004 meeting. Recommendation: That $3,800 in indirect funding to be transferred from the FY03/04 civic and promotion fund into the various departmental accounts listed above; that a request for a waiver of fees and use of City personnel and equipment be authorized; and that authorization be given to reimburse the Mayor's account for the cost of timers and sanctioning, to assist in the Mayor's Youth Council's "Run the Route" to be held on May 16, 2004. SAN BERNARDINO REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I) Name of Organization City of San Bernardino Mayor's Youth Council Address 300 N. 11011 Street, San Bernardino, CA 92418 PhonelF AX Contact Person PhonelF AX 909-384-5133 Peggi Hazlett 909-384-5067 Designation of 50 I c (3) non-profit status of Organization (Attached: Yes_ No-1 Date of Event Location Estimated No. of Attendees 5/16/04 Arrowhead Credit Union Park 300 Purpose of Funding "Run the Route" PROPOSED CURRENT BUDGET A. REVENUES: (List all anticioated revenues other than City of San Bernardino) AMOUNT TOTAL Sponsorships SBCUSD 2,500.00 2,500.00 Reltistrations 100 over 14 years old @ $20.00 ea. 2,000.00 lUU under 14 years ofQ@ $5.UU ea;. 51RL 00 2,500.00 Promotions Donations Stater Bros. Markets (Fruit) lnn nn Inn nn 10 Kind Services (Other than City Services) water 500.00 Handlen Distributions (Snack ) 300.00 Baseball Tickets 1,000.00 1,800.00 Total Dollar Amount Reouested ofCitV :tor advanced payment of sanctJ.ons & timers 1 800.00 1 800.00 A. TOTAL PROPOSED REVENUES $8,700.00 MUST BE .'lUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DAYS PRIOR TO EVENT FOR WHICH FUNDING IS REOUESTED. NO EXCEPTIONS. NAME OF ORGANIZATION: REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (pART II) B. EXPENDITURES: (Include aU known direct expenses connect with event) EXPENSES AMOUNT TOTAL Personnel/Salaries m 0 Permits Fire Bus. Lie. ABC Other Insurance Citv of SB Attached (Yes No ) Park Damal!e Bond Park Clean Up Denosit/Damalle Bond Securitv S.B.P.D Private Securitv Other Advertisinl! Radio Newspaper Banners Flyers 1500.00 Other OW:-UO zuuu.uu Entertainment Music Sound Svstem Other Promotional Items Troohies 1,800.00 Plaques 200.00 T-Shirts l~ 3000.00 Other snack ltems, frult, water Sanitation Portable Restrooms Soecial Events Banauet Facilities Parade Other Event timing/Race sanctioning 1,800.00 1,800.00 B. TOTAL PROPOSED EXPENDITURES 6,800.00 Summary: A. Total Revenues $ 8.;mm B. Total Expenditures - $ 6,800 C. Total Fee Waivers- $ 2.000 (from Part III) D. Total Amount Requested from City $ 1,ROO 00 NAME OF ORGANIZATION: REQUEST FOR CIVIC AND PROMOTION FUNDING (pART DI) REQUEST FOR FEE WAIVERS (List all City services for which you are requesting fee waivers) C. Fee Waivers Amount Police Security Traffic Control 700.00 Fire Site InslJections Crowd Control Facilities Sound Svstem Civic Center Use Permit Public Services Refuse Bins Street Sweenin" 200.00 Development Services 111nn nn Planninl! TUP Buildin" Other (Explain) refund of insurance payment Total Amount of Fee Waivers (In-Kind Services) 2,000.00 For Office Use Only: Departmental Costs In: Police Fire Public Services Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance illl,ill ;11111, II! II : r II 11 II! 111111111 I! II I~: [ I I I II' I II . 'i I " 1'" : I I i I f : ~I i I! il ~ iii ~r+' ~ ~:I ' ! 11.1. '~ If 'i~, [' '~lli ~ ! <I '[ ,"~' i I I t Ii, ! I'~i ~ 10. ~I s ~ 11 ~'Ii itl Iii Il ~ I g I '~'. III ~ i'[ ~ - f ~I i I.~ 8l11~! l~ "I I I ,'~ '3' ~I ~ ' a! Iii Ii: I I~I Iii II I ..Iil I *1 'i 5, I[ 'I I,' I Iii 121 i I I '[II I : : II, 11'i' I I I " :! 'I' i I I I I I I I'! 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