HomeMy WebLinkAbout08-City Administrator
CITY OF SAN BERNARDINO. REQUEST FOR COUNCIL ACTION
From:
Fred Wilson
City Administrator
Subject:
Request for civic &
promotion funding and
waiver of fees for
Black History Parade
February 4, 2006.
Date: December 20, 2005
Synopsis of Previous Council action:
OR1G1NAL
1/24/05
1/12/05
Council approved the waiver of fees for 2005
Ways and Means Committee recommended approval to Mayor and Council
Recommended motion:
Adopt resolution.
That approval of direct funding in the amount of $ 4,500 and indirect funding in the amount of $16,914 be
transferred from the 2005/06 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
;" the 2006 B,,,k HI,to<y Pa,ade ",hed"'ed [0, Februacy 4, 2006. ~
Si ature
Phone: 5122
Contact person: Fred Wilson
Supporting data attached: Yes
Ward: 1
FUNDING REQUIREMENTS:
Amount: $ 4,500 direct; indirect $16,914
~nur"'..' {AGd NI"I )001_0Q1_!i1RR
(Acct. Description) civic [I. promotion
Finance:
Council Notes: Pp,o ~')oab- \3
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STAFF REPORT
Subiect:
Request for civic and promotion funding for 2006 Black History Week activities and
parade, and waiver of fees for use of personnel and equipment to assist with event.
Back2round:
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 4, 2006. 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 $ 16,914. This is an increase of
$3,364 in indirect costs over 2005 due mainly to a larger police presence for 2006 which
was recommended by the Police Department.
Funding in the amount of$16,914 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.
Per the agreement, the organization submitted an accounting including receipts for the
2005 event which has been reviewed and accepted by the City Administrator's Office.
Departmental Accounts
Amount
Police
Parks & Recreation
Public Services
Development Services
$ 12,750 security/vehicles
$ 2,628 labor/equipment
$ 9,284 refuse/street sweeps
$ 352 barricades/signs '"
Placement/removal
Total
$ 16,914
Non waivable fees and refundable security deposits.
Traffic Engineering $ 500 barricade deposit
Financial Imoact:
Direct funding in the amount of $4,500, and a waiver of fees for City personnel and
equipment in the amount of$16,914 from the civic and promotion fund constitute the
costs to the City for this event. Provided as an attachment is a matrix for the FY 05/06 '"
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
$16,914 from the FY2005/06 civic and promotion fund and approve waiver offees for
use of City personnel and equipment to assist with the 2006 Black History event.
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CULTUIE
FOUIIATllII
~
ExECUTIVE COIMTTEE
Ftank~, IN
Pra/detit
Thoma J. Guuton, Jr.
1st VIce PtuIdent
IIan:ua Houen
2nd VIce PrasIdent
ChaJ1es Bunia
rfNSUfW
GenevIeve G. Echols
Sectfltaty
ADVISORs
W. Robert Fewke
"lpNt Hili
Ide N. Roberson
n-nla H. Scoft. Ph.D.
vYbfe II. Tompldns
CORPoRATE SPONSORS
SAN.MANUEL
WIDOF'ii'T'MI$IQ'l1ND1ANS
SPONSORS
Anheuser-Busch
Arrowhead CTedIt UnIon
Commu$y HOSDItaI
of San Bernardino
Edison international
~. Gas ComPany
.U>."" ~.. ,-,_,,;~,." "-:,'-~~;~lrr'J'lf-':E::,::~~~~.~_
SAN BERNARDINO
BLACK CUL TURE FOUNDA TION
P. O. BOX 7288
SAN BERNARDINO, CA 92411-0288
Tax I.D. No. 95-3874139
September 12, 2005
Mayor and camon Council
city of San Bernardino
300 North 0 Street
San Bernardino CA 92418
Re: 2006 Black History Parade
The 37th Annual Black History will be,held at 10:00 A. M.,
Saturday, February 4, 2006. The parade is to start at
Eighth and E streets, proceed south and end at Arrowhead
Credit Union Stadium.
As a non-profit organization, we request financial assistance
fran the City to defray the cost of the parade and its other
activities, as enumerated in the attached budget, In addition,
we request a waiver of fees and support services, closing of
streets, and placing of barricades along the parade route.
We ask the loan and delivery of the following:
a. Six tables and tlNel ve chairs to be used at various
locations along the parade route.
b. One large stage to be placed in front of the Carousel
Mall along with forty chairs which will be used to seat our
special guests.
c. Red, white, and blue bunting to decorate the stage.
d. Bleachers fran the City of San Bernardino and appropri-
ate crews to transport the bleachers.
The Hold fiarrn less A.greement has been completed :md a map of the
parade is provided. Sufficient insuranc;:e to cover all events
has been obtained and a certificate is enclosed. If additional
information is needed, I may be reached at (909) 884-4173
(home) or (909) 381-8240 (work).
Thank you for considering our request and we hope to hear
fran you soon.
Sincerely,
lJ,llljf/J~dj JiU.~.ljJ~
Thomas Gueston
First Vice President
Encl
-""""'"~~'-"'C"<"'"T~'~lJr~ -
SAN BERNARDINO
REQUEST FOR CMC AND PROMOTION FUNDING (PART I)
Date of Event
Location
Estimated No. of Attendees
Purpose 0 Funding 2006 Black History ~th activities cxmsisting of Miss Black SanBemardino
Pageant, Senior King and Queen crowning, Black History Parade and Ball, and Gospel Program.
PROPOSED CURRENT BUDGET
A. REVENUES: (List all anticipated revenues other than City of San Bernardino)
AMOUNT TOTAL
Sponsorships San MaIn1el Mission Band of Indians ($5.000). Arrowhead 9000
Credit Union ($1500), Ccmnuni ty Hospital ($1,500), Anheuser Busch
(1:<00\ M....;,.h 14:1:\00\
~strations 0
<
Promotions concessions, souvenirs, programs sales 0
Donations ticket sales , 3750
In Kind Services (Other than City Services) tkoH...h inn (!I;500\ Auto 1500
Dealers-Loaned Vehicles ($500). Private Vehicle OWners ($500)
Total Dollar Amount Reauested ofCitv 4500
A. TOTAL PROPOSED REVENUES ~:.
14250
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MUST BE SUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DAYS PRIOR TO EVENT FOR WHICH FUNDING IS REOUESTED. NO EXCEPTIONS.
NAME OF ORGANIZATION: ~an Bernardino Black Culture Foundation
o
REQUEST FOR CIVIC AND PROMOTION FUNDING
PROPOSED CURRENT BUDGET (pART ll)
B. EXPENDITURES: (Include all known direct expenses connect with event)
EXPENSES AMOUNT TOTAL
Personnel/Salaries 0
Pennits 25
Fire , 0
Bus. Lie. 0
ABC 0
Other 0
Insurance . ,
.. .
City of SB Attached (Yes x No x ) 4800
Park Damaae Bond 0
Park Clean Un Tlenosit/Damage Bond 0
Security
S.B.P.D 0
Private Security 100
'Other n
AdvertisinJ~
Radio 0
-. Newspaper 0
I J Banners 300
- Flyers 25
,
Other (S; nn.. \ 300
Entertainment
Music 200
Sound System 200
Other ,
Promotional Items
Trophies wirh nl .\ ?OOO
Plaaues 0
T-Shirts 500
Other (Printinq brochures) 1000
Sanitation
Portable Restrooms - Public Services 250
Special Events (Miss Black San H no Paaeant) 1500
Banquet Facilities 6600
Parade (Black Culture Foundation Float) 500
Other - Parks, Recreation (Senior King and Queen) 150
, B. TOTAL PROPOSED EXPENDITURES ** (SEE ATTACHED) 18750
..J:.mmary:
\.) A. Total Revenues
$ 14250
D.
Total Amount Requested
B. Total Expenditures -
$ 1 Fl7S0
$ It. 9/4
/
$4500
C. Total Fee Waivers -
(from Part III)
T--T-"~' T
NAME OF ORGANIZATION: Rl~t"lt (""l~n...... ll'nnnn..Hnn
REQUEST FOR CIVIC AND PROMOTION FUNDING (pART Ill)
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REQUEST FOR FEE WAIVERS
(List all City services for which you are requesting fee waivers)
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C. Fee Waivers AmOllDt
Police Id 1"i7J
Security /
Traffic Control
Fire
Site Inspections
Crowd Control
Facilities
Sound System
Civic Center Use Pennit
Public Services ClOO,
Refuse Bins ;:J,?I../
. Street Sweepinl/: . I
,
Development Services h4r n (, ~ -- j fJ~;m";) ~J,,- <S.:=;' ~.
Planning TUP /
Buildinl/:
Other (Explain) Parks, Rec ~~';;"){
. -
.
Total Amount of Fee Waivers (In-Kind Services) /&,91/
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For Office Use Only:
Departmental Costs In: Police
Fire
Public Services
Public Works
Development Services
Facilities
Previous Year's Accounting Reviewed: Admin:
Finance
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Pilny ....ill cf'deilv\lf t\: ~il _ lJ">~ wrltt~r: roOl;";1I to ttill b.,:lIw flcHTIIIU C"~', "Cill'! twlller. but fJiIU'IlIO
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HOLD HA1!MLESS AND INPEMNlUCATION
LicenseeIPennittee 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. LicenseeIPennittee shall investigate, handle, respond to, provide defense for
and defend any such claims, demand, or suit at the sole expense of the Licensee!
Permittee. LicenseeIPermittee 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
LicenseeIPennittee or the City or to enlarge in any way the LicenseeIPermittee'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.
September 12, 2005
Dated
San Bernardino Black Culture Foundation
LicenseelPennittee J 0 . .L -. J;......~
By Thomas Gueston ~ ~
Title First Vice President . ..
(Attacb a certified copy of documentation, which will authorize Applicant to conttact on
bebalf of corporationlbusiness.)
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RESOLUTION NO.
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 2005/06.
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 the San Bernardino Black Culture
Foundation for financial assistance from the civic and promotion fund for FY 2005/06, 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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--,,~-~ . --Tr-~
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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 2005/06.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
5 Mayor and Common Council of the City of San Bernardino at a
meeting
6 thereof, held on the
day of
, 2006, by the following vote to-wit:
Council Members:
AYES
.. NAYS
ABSTAIN
ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2006
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content: .
JAMES F. PENMAN,
25 City Attorney
26
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By 4/7/
--'
2
~"5~llr-"
AGREEMENT
Civic and Promotional
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
i~~'~"-" -
"Tr'...... '.. "''1" '1-.... . -~~,..~""'llr.
.. ..'- ~.,,"~...., ,.,[ . ~'-1l~.N""'P"F"'""-~""'-'''::::E~"':=~:",~
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2005/06 CIVIC AND
PROMOTION FUND.
3.
Use of Funds.
The funds paid to Organization shall be used solely for the purposes set forth in
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
24 5. Hold Harmless.
25 Organization covenants and agrees to defend, (if requested by City), indemnify, and hold
26 harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
27
28
attorneys, employees and agents from all liabilities and charges, expenses (including counsel
2
="'''','
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AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
1 FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2005/06 CIVIC AND
PROMOTION FUND.
2
3 fees), suits, or losses, however occurring, or damages arising or growing out of the use or receipt
4 of the funds paid hereunder and all operations under this Agreement. Payments hereunder are
5 made with the understanding that the City is not involved in the performance of services or other
6 activities of Organization. The costs, salary and expenses of the City Attorney and members of
7 his office in enforcing this Agreement on behalf of the City shall be considered as "counsel fees"
8
9
10
11
for the purposes of this paragraph.
6.
Insurance.
While not restricting or limiting the foregoing, during the term of this
12 agreement, Organization shall maintain in effect policies of comprehensive public, general and
13 automobile liability insurance, in the amount of $1 ,000,000, per occurrence combined single
14 limit, naming the City of San Bernardino, its officers, employees and agents, as additionally
15
insured. Said coverage shall require ten (10) day written notice to the City if insurance is
16
17
18
19
terminated or materially altered.
7.
Termination.
City shall have the right to terminate this agreement by mailing a ten-day written notice
20 to Organization and this agreement shall terminate ten days after the mailing of such notice. In
8.
Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
3
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AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
1 FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2005/06 CIVIC AND
PROMOTION FUND.
2 make the adherence to the obligations imposed by this agreement a binding obligation of the
3 organization.
4
5
6
9.
Notices.
All notices herein required shall be in writing and delivered in person or
7 Sent by certified mail, postage prepaid, addressed as follows:
As to Organization:
Black Culture Foundation
P.O. Box 7288
San Bernardino, CA 92411
San Bernardino, CA 92407
Attn: Margaret Hill, President
4
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AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
1 FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2005/06 CIVIC AND
PROMOTION FUND.
2
3
4
5
10.
Entire Agreement.
This agreement and any documents or instruments attached hereto or
6 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
7
supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
8
9
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.
10
11
In witness whereof, the parties hereto have executed this agreement on the day and date
12 first above shown.
13
14
15
16
17
18
19 ATTEST:
20
21 By:
City Clerk
22
23 Approved as to form
and legal content:
24
CITY OF SAN BERNARDINO
By.
Judith Valles, Mayor
SAN BERNARDINO BLACK CULTURE FOUNDATION
By.
Margaret Hill, President
James F. Penman
25 City Attorney
26 By: /#,~,;ff
27
28
~
5
-
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Ado~d): J 1'/1 ?,Db Item #
Vote: Ayes' l Nays
Change to motion to amend original documents D
g
Resolution #
?DOh / [3
Abstain
Companion Resolutions
Absent
NulllVoid After: days /
Resolution # On Attachments; D
Note on Resolution of attachment stored separately: D
PUBLISH D
POST D
RECORD W/COUNTY D
By:
Date Sent to Mayor: --1 /). ~ {O jo
Date of Mayor's Signature: tr;rS-- Q /p .
Date of Clerk/CDC Signature: 1/ yr;: {) h
Reso. Log Updated: ~
Seal Impressed: .a///
Reso. # on Staff Repo~
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent;
Date Returned:
20d Reminder Letter Sent:
Not Returned: D
7
Yes
No By ~
~
No By
No :;-BY =
No By ~
No~~
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584, 10585, 12634);
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes
Yes
Yes
Yes
Copies Distributed to:
Animal Control D EDA D Information Services D
City Administrator ~ Facilities ~ Parks & Recreation D
City Attorney Finance Police Department D
Code Compliance D Fire Department D Public Services D
Development Services D Human Resources D Water Department D
Others:
Notes:
tiJ" t~~ ~~A/l11'- - a .()~-:f
/
Ready to File: -"----
'",,,~,'j~/CL
Date:~_r;
Revised 12/18103
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.sbcity.org
"
January 30, 2006
Margaret Hill, President
Black Culture Foundation
P.O. Box 7288
San Bernardino, CA 92407
Dear Ms. Hill:
At the Mayor and Common Council meeting of January 23, 2006, the City of San Bernardino
adopted Resolution 2006-13 ~ Resolution 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 Fundfor FY 2005/06.
Enclosed is one (1) original agreement and two (2) duplicate original agreements. Please sign in
the appropriate locations and return the original agreement and one duplicate original to the City
Clerk's Office, Altn: Eileen Gomez, 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 sixty (60) days or by Friday, March 17,2006.
Sincerely 7 0 J, .
\---7,/ //~} '7.rJ?-Z-'-C"""~
-(~/l.-c.~t. I' /
. . '___.J. ~.,./
Eileen Gomez
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty