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HomeMy WebLinkAbout24-City Administrator " CITY OF SAN BERN~EST FOR COUNCIL ACTION From: Fred Wilson, City Administrator Subject: Request for Civic & Promotion funding and waiver of fees for Fiesta Route 66 at Nunez Park on September 18,2004 Dept: City Administrator's Office Date: September 13, 2004 Meeting Date: September 20, 2004 Synopsis of Previous Council Action: July 21, 2003 - Council approves indirect funding of $9,243 and waiver of fees September 8, 2004 - Ways and Means Committee recommends that the Mayor approve the request for direct funding and a waiver of fees. Recommended motion: That the Mayor's action to approve direct funding in the amount of $4,522, indirect funding in the amount of $5,478, and a waiver of fees and use of City personnel and equipment to assist in the 2004 Fiesta Route 66 be ratified; and that $5,478 be transferred from the FY 2004-05 Civic and Promotion fund various City departmental accounts as listed in the attached staff report. Contact person: Lori Sassoon Phone: 384-5122 Supporting data attached: Staff report, resolution Ward: All FUNDING REQUIREMENTS: Amount: $4,522 direct; $5,478 indirect Source: (Ace!. No,) 001-091-5186 (Ace!. Description) Civic & Promotion Finance: Council Notes: 'f/1DV8- Agenda Item No. ~ STAFF REPORT Subiect: Request for Civic and Promotion funding for Fiesta Route 66 event, and waiver of fees for use of personnel and equipment to assist with the event. Backl!round: Mr. Joe Rodriguez, on behalf of the Home of Neighborly Service, is requesting fmancial assistance from the City in the form of a waiver of fees and direct funding in connection with their "Fiesta Route 66" event, scheduled for September 18, 2004, in Nunez Park. The attached letter of request was received from Mr. Rodriguez on Wednesday, September 1. The letter explains that this event was previously conducted by another organization in 2003 (the Gents), but has now been assumed by the Home of Neighborly Service. The Fiesta Route 66 will continue to showcase many "lowrider" custom cars and bicycles and embodies the spirit of the City's Hispanic community. On September 8, 2004, the Ways and Means Committee discussed the attached Request for Civic and Promotion funding which included a proposed budget, estimated revenue from other sources, and the anticipated cost of the event to the organization. Mr. Rodriguez also requested a waiver of fees for departmental personnel and equipment to assist with the event. These fees are as follows: DeDartmental Accounts Police Parks/Recreation Amount $4,028 $500 Public Services Fire Total $750 $200 $5,478 (security for event) (use of Nunez Park and community center; alcohol beverage sales permit) (refuse - prelim. estimate) (permit and inspection fees) Non waivable fees and refundable security deDosits: Parks & Recreation $3000 (Clean-up deposit) Parks & Recreation $5000 (Damage bond) It is noted that the estimated revenues and expenditures for the event, as provided in the Request for Civic and Promotion funding, indicate that the event may be self-sufficient without the City's financial assistance. However, staff discussed this with Mr. Rodriguez, and he indicated that the event's new sponsors do not have sufficient funding in place to cover the event's up-front costs; therefore, direct funding is being requested in the amount of $4,522. In addition for paying for other event expenses, this direct funding will also be used to pay for the required damage bond, which is estimated to cost $500. It was noted at the Ways and Means Committee that since the next Council meeting would occur on September 20, two days after the event date of September 18, approval of the request could be made by the Mayor with subsequent Council ratification. The Committee recommended that the Mayor approve the request. On September 8, the Mayor approved the request subject to certain conditions. Those conditions were incorporated into the Agreement between the City and the Home of Neighborly Services, which has been executed by both parties (see attached memo and Agreement). Financial ImDact: $4,522 in direct funding, and a waiver of fees for City personnel and equipment in the amount of $5,478 from the Civic and Promotion fund constitute the costs to the City for this event, for a total of $10,000 in funding assistance. Provided as an attachment is a matrix for the FY 04/05 Civic and Promotion fund which indicates the availability of funding. Recommendation: That the Mayor's action to approve direct funding in the amount of $4,522, indirect funding in the amount of $5,478, and a waiver of fees and use of City personnel and equipment to assist in the 2004 Fiesta Route 66 be ratified; and that $5,478 be transferred from the FY 2004-05 Civic and Promotion fund to various City departmental accounts as listed in the attached staff report. ofOJiJiQ. ... Ty or W CObM 04 S"p.. S>1N 8r~Xl:[tl 1;, ~ I .;/110/ Pit I: 44 August31,2004 City of San Bernardino Ways and means Committee To Whom This May Concern: I'm writing this letter in respect of our San Bernardino's armual westside 'Fiesta Route- 66' Committee. We have plarmed this year's event to take place at Nunez Park, September 18,2004. lla. To 6p. We have continued to have great success with this event (the only major event) on behalf of this westsidl community that non-profits benefit. The Home of Neighborly Service will be the host non-profit (SOI-c3: agency. If you are not familiar with the 'Home' this is a community service agency that provides support for all residents through the process of Federal, County and City grants. Some funded programs are in collaboration with various inter-agency's such as Senior Nutrition, Boys & Girls Scouts, after school tutoring, youth mentoring and home to the largest youth boxing program in this City. These are just a fe, of the programs this agency provides to our community. The Board of Directors has approved the hostin, of this event. Due to our timeline, we are in need of funding. This year's budget has been cut by SO%. This is largely due to economic circumstances beyond our control. Personally, I have responded to our request to the Way's and Means Committee. This year I had plarmed to allow others to take care of this plarmed event, yet due to the previous Organization negating to promote this event fully I decided to continue with this promotion. Attached is the following budget proposed for this year's event to take place. We understand your timeliJ for this type of application and appreciate any consideration in this matter with what you may be able to support. I'm requesting that this request be acknowledged on your next agenda meeting. Sincerel AGREEMENT Civic and Promotional This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a municipal corporation, referred to as "City" and HOME OF NEIGHBORLY SERVICE, a non- 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 their 2004 Fiesta Route 66 celebration, as outlined in their Request for Funding AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND FOR FINANCIAL 1 HOME OF NEIGHBORLY SERVICE FOR ASSISTANCE FROM FY 2004/05 CIVIC AND PROMOTION FUND. 2 3 4 3. Use of Funds. 5 The funds paid to Organization shall be used solely for the purposes set forth in 6 Paragraph 1 above. No deviation from these provisions shall be made without the express 7 approval of the City of San Bernardino. Any unexpended net revenues shall be retained by 8 Organization and set aside to provide "seed" money for the 2005 Fiesta Route 66 event. 9 10 11 12 accepted accounting principles by Organization in such manner as to permit City to easily trace 13 4. Accountability. Financial records shall be maintained in accordance with generally the expenditure of the funds. All books and records of Organization are to be kept open for 14 inspection at any time during the business day by the City or its officers or agents. Failure to 15 submit the financial records in accordance with this section will result in the Organization 16 reimbursing the City in the full amount received by Organization. At the conclusion of the 17 18 program, Organization shall present the City Administrator or his designee a written accounting 19 of all expenditures and revenues connected with said event. Organization will further supply 20 City with any and all receipts relating to accounting of expenditures if so requested by City. 21 22 23 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. 24 25 26 5. Future Planning a. A proposed budget and action plan for the 2005 Fiesta Route 66 event 27 shall be submitted to the City Administrator's Office on or before February 1, 2005. Should 28 AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND FOR FINANCIAL HOME OF NEIGHBORLY SERVICE FOR ASSISTANCE FROM FY 2004/05 CIVIC AND PROMOTION FUND. 1 2 3 Organization fail to submit the proposed budget and action plan by that date, no request for civic 4 and promotion funding assistance shall be considered for the 2005 event. 5 b. Any request for civic and promotion funding assistance for the 2005 Fiesta 6 Route 66 event shall be submitted to the City Administrator's Office on or before May 1, 2005. 7 Should Organization fail to submit the request for civic and promotion funding assistance by that 8 date, no request for civic and promotion funding assistance shall be considered for the 2005 9 event. 10 11 12 13 14 15 16 17 18 6. 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 ofthe 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 19 activities of Organization. The costs, salary and expenses ofthe City Attorney and members of 20 21 22 his office in enforcing this Agreement on behalf of the City shall be considered as "counsel fees" for the purposes of this paragraph. 7. Insurance. 23 While not restricting or limiting the foregoing, during the term of this 24 agreement, Organization shall maintain in effect policies of comprehensive public, general and 25 26 automobile liability insurance, in the amount of$I,OOO,OOO, per occurrence combined single 27 limit, naming the City of San Bernardino, its officers, employees and agents, as additionally 28 1 AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND FOR FINANCIAL HOME OF NEIGHBORLY SERVICE FOR ASSISTANCE FROM FY 2004/05 CIVIC AND PROMOTION FUND. 2 insured. Said coverage shall require ten (10) day written notice to the City if insurance is 3 terminated or materially altered. 4 5 6 7 to Organization and this agreement shall terminate ten days after the mailing of such notice. In 8 9 any purpose other than those authorized, any unexpended portion of the funds provided by City 10 11 12 13 14 15 16 17 18 8. Termination. City shall have the right to terminate this agreement by mailing a ten-day written notice the event this agreement is terminated for reasons of improper use of funds or use of funds for 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. 9. 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. 10. Notices. All notices herein required shall be in writing and delivered in person or 19 Sent by certified mail, postage prepaid, addressed as follows: 20 21 22 23 24 25 26 I! I 27 28 As to City: As to Organization: City of San Bernardino Home of Neighborly Service 300 North "D" Street 839 W. Mt. Vernon Avenue San Bernardino, CA 92418 San Bernardino, CA 92411-2737 Attn: City Administrator Attn: Amparo Olguin II! 1 2 3 4 5 6 AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND FOR FINANCIAL HOME OF NEIGHBORLY SERVICE FOR ASSISTANCE FROM FY 2004/05 CIVIC AND PROMOTION FUND. 11. Entire Agreement. This agreement and any documents or instruments attached hereto or 7 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and 8 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event 9 of conflict between the terms, conditions or provisions of this agreement, and any such document 10 11 12 13 14 15 16 17 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. By. 18 19 20 21 Approved as to form and legal content: 22 23 HOME OF NEIGHBORLY SERVICE Uk ~ By.' :~A>A Amparo Olguin, Directo James F. Penman City omey t.~ 24 By: 25 26 27 28 SAN BERNARDINO REQUEST FOR CMC AND PROMOTION FUNDING (PART I) Name of Organization ~~ "f? /1/6"'1' 'H6'O ~. 4;?; tYDe1.V1lf 8;::- J""1 J Contact Person ~ vGZ- Designation of501 c (3) non-profit status of Organization (Attach d: Yes~o-.J J?~t/;u- 6{3 qz...,JI-z137 Address ~.;" ho AX - Ir Date of Event ..xl.. / Purpose of Funding _/ /. e:V61/IT .: Estimated No. of Attendees ~ '.Ie PROPOSED CURRENT BUDGET A. REVENUES: ist all antici ated revenues other than Ci of San Bernardino AMOUNT TOTAL Promotions Donations 'j 0- ()..i' - A. TOTAL PROPOSED REVENUES II <j S~ I . . MUST BE SUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DAYS PRIOR TO EVENT FOR WmCH FUNDING IS REOUESTED. NO EXCEPTIONS. . NAME OF ORGANIZATION: REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (pART II) B. EXPENDITURES: (Include all known direct expenses connect with event) EXPENSES AMOUNT TOTAL Personncl/Salaries Permits Fire .....Q;3 Bus. Lie. -;;; ~ ABC -=< ~ /":: Other 7:...1 c. - ...--.. I, ''',r-lIJr#/ <.'7J . Insurance /' . City of SB Attached (Yes ..PNo if) Park Damal!;e Bond , '" ~""/). Park Clean Uo Deoosit/Damage Bond "7 .<~ ~ Security S.B.P.D ./ Private Security ~ Other . Advertising Radio Newsoaoer Banners r Flyers '/7/'1t"') . Other Entertainment Music ./.... .A/'j Sound Svstem ~ Other Promotional Items Troohies ---- Plaaues 7 77J? T-Shirts Other Sanitation Portable Restrooms ~ Special Events Banquet Facilities Parade Other B. TOTAL PROPOSED EXPENDITURES / (/tJS--:;- Summary: A. Total Revenues C. Total Fee Waivers- (from Part III) $ //.//J'?J. , $ /~I 053-:- $ <r;7~O, D. Total Amount Requested from City $ /O.ClI?JO_ . B. Total Expenditures - NAME OF ORGANIZATION: 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 Security w- Traffic Control Fire Site Inspections ~- Crowd Control Facilities Sound Svstem Civic Center Use Permit ,/ Public Services Refuse Bins Y'B- Street SweeniDl! Development Services Planninl! TUP Buildinl! Other (Explain) refund of insurance pavrnent 7/d'.Yl / ., Total Amount of Fee Waivers (In-Kind Services) WfPG For Office Use Only: Departmental Costs In: Police Fire Public Services Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance ~ O,e~/IIV;<I1T7&A/: FIESTA ROUTE-66......... Expenses Item Cost Inkind Parks & Rec's San Bdno......... .......................................... .................240. SB. Fire Dept. ..................................................................... 80. SB. Police Dept. ................................................... .................. 4800. Private Patrol ............ ......... .................. ......... ................... .1100. Portable Toilets ........................ ......... ................................... 960. Certificate of Insurance ... ......... ... ...... ......... ...... ..... .... ... ...... ... ...... .... 600. Advertising ............... .................................................... 1500. Entertainment ............................................................... .....2000. Awards! Raffle items ............... ......... ......... ................................... 600. Clean up Detail Volunteers Beverage License Business License Environmental Fee Anhueser Busch Abbotts Rentals Sound! Staging 500. 1000. .................................................................... 30. .................................................................... IS. .................................................................... 50. .................................................................... 1300. .................................................................... 700. .................................................................... 900. Total............... $ 10,075. 2m3 (ca4) Revenue Item Aunount Vehicle Registration.............................. 120 x $15. ea. = $1800. T-Shirt Sale Food Booths Beverage Sales 106 x 10. = 1060. = 1000. IltID 'f;b;:' 1./-'600 7 ~ - .1000 <9 = 2900. 0500 6700. 10 x 100. ..(per cup) less $1300..... 1600 x 3. Total ~ ~IIO!Af2-('HjJJ~OW: ~rJO(). IJ;Nt! . '100 . BUDGET: FIESTA ROUTE 66 ~ ITEM DESCRIPTION COST SB Parks & Rec's (BOND) $6000. User- Fee Park Use 200. SBPD Public Safety 4000. Private Security 800. Portable Restrooms Public use facility X 12 @ $60 ea. 720. Certificate of Insurance Liability ( to include $1,000,000.) 600. Advertisement Posters, flyers & T-shirts 1000. Entertainment Bands, Staging & Misc. 2000. Awards Carl Byke Show Participants 500. Volunteers Transportation/ Food-Drinks 600. ( Less Park Bond 6000 ) Total: 10420. -)1- , ~?.,- ~"~Vft' DrP' q3'1~' ,;;' V ~/< 0./ ~ I (. ~ · :'V::;~ # j> ~ ~ .K ~.^"?') i-ltS\O. Ii" ~. \ nS() fl-J~< '~." (jKI- ~s .. _{ i- 1JP ~..... ~O 'IJ' . I '.rl. V ~o ~o~ .j,.,(C- $i . ~()' vi tJf'J I)t ~ <) ~f}>? \ ~ . t>~ ., (}Ii- ~o(v {tP~ ~.;f'",t:J l /IrK STRE€r ?60Y CAR.. sEJOVV' .~ ~ A 12--~ A ,\ s I ~ ~ ~- 6 ~ z. ~ - , ~e-~ iAII\IAf& 6€N'T~ ~~ ~ Bt~Y1 j) i Sf LAy (] 0 b"H-\- ~ ~ARJ>E:N _",'>Y i' "I y~ / CAR.. \//" S SUOI/\! I' ~ 'v'",f. ...~ c., ,,\~ '\,\J ~ , C~ A~A '0 , ~ , ~ r ~ /1/e-:L ~/?- Gob II ~~ 88 l!; 0 00 0 0 ~ ~ l!;l!; 0 00 0 0 .. ~~ ~ .; ccio) '" '" 3 "HO U '" "'<Xl ill <Xl ~~ C <Xl "'- C .. 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CITY OF SAN BERNARDINO MAYOR'S OFFICE INTEROFFICE MEMORANDUM Fred Wilson, City / '" strator TO: , FROM: SUBJECT: romotion Funds for Fiesta Route 66 DATE: September 8, 2004 COPIES: Barbara Pachon; Lemuel Randolph I understand that the Ways and Means Committee voted unanimously to recommend civic and promotional funding in the amount of $4,522 in direct funding and $5,478 in indirect funding for the Fiesta Route 66 event on September 18, 2004. I am approving the request, authorizing you to issue payment for the direct funding, and authorizing the waiver of fees and use of City personnel and equipment to assist in the event. Please prepare an Agreement with the Home of Neighborly Services (the Organization) that includes the following conditions for the funding: . Any unexpended net revenues shall be retained by Organization and set aside to provide "seed" money for the 2005 Fiesta Route 66 event. . 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. Organization will further supply City with any and all receipts relating to accounting of expenditures if so requested by City. . A proposed budget and action plan for the 2005 event must be submitted to the City Administrator's Office by February I, 2005. . Any request for civic and promotion funding for the 2005 event must be submitted to the City Administrator's Office no later than May 1, 2005. If you have any questions or would like to discuss this issue further, please let me know. , . . OFFICE OF THE CITY CLERK RACHEL G. CLARK, CM.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 ,. September 23, 2004 . Mr. Joe M. Rodriguez, Chairman Home of Neighborly Service 839 N. Mt. Vernon San Bernardino, CA 92411-2737 Dear M~uez: At the Council meeting held on September 20, 2004, the following action was taken relative to your request for a waiver of fees: That the Mayor's action to approve direct funding in the amount of $4,522, indirect funding in the amount of $5,478, and a waiver of fees and use of City personnel and equipment to assist in the 2004 Fiesta Route 66 be ratified; and that $5,478 be transferred from the FY 2004-05 Civic and Promotion fund to various City departmental accounts as listed in the staffreport dated September 13, 2004, from Fred Wilson, City Administrator. If you have any questions relative to the waiver of fees, please contact City Administrator Fred Wilson at (909) 384-5122. Sincerely, Ck~ }.1 C&,....Je.. Rachel G. Clark, CMC City Clerk RGC:ls cc: Fire Department Parks, Recreation and Community Services Department Police Department Public Services Department CITY OF SAN BERNARDINO ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human DiJ!,nity' Honesty