HomeMy WebLinkAbout26-City Administrator
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fred Wilson
Dept: City Administrator
ORIGINAL
Subject: Resolution for FY 03/04 civic and promotion funding
Little League Baseball, Inc., Western Regional
Headquarters
Date: July 9, 2003
Synopsis of Previous Council Action:
7/9/03 Ways and Means Committee recommended approval ofFY 03-04 civic and promotion funding
to Little League Baseball, Inc., Western Regional Headquarters
8/5102 Resolution 2002-262 approved for financial assistance from the FY 02/03 civic and promotion fund to
Little League Baseball, Inc., Western Regional Headquarters
Recommended Motion:
1. Adopt resolution; and
2. That direct funding in the amount of$5,000 from the FY03/04 civic and promotion fund be
approved; that indirect funding in the amount of$ 33,416 be transferred from the FY 03/04 civic and
promotion fund to various city departmental accounts as listed in the attached staff report; and that a
waiver of fees and use of city personnel and equipment be authorized to su port Little League
Baseball Inc., Western Regional Headquarters., in the conduct of their 20 . ou ament season.
L-
Contact Person: Fred Wilson
Phone: 5122
Supportinl! Data Attached: Yes
Ward 5
FUNDING REQUIREMENTS: Amount: $ 5.000 directl $33.416 indirect
Source (Acct. No.) 001-091-5186
(Acct. Description) civic and promotion fund
Finance
Council Notes:
i2..:.~ >>-Z Q. 3- 2 0 CP
Agenda Item No. ~/.,
7/~/tl3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution authorizing agreement between the City of San Bernardino and Little League
Baseball, Inc., Western Regional Headquarters, for civic and promotion funding in the amount
of$5,000 from the FY 03/04 budget to assist with the conduct of their tournament on August 2-
12,2003. The organization is also requesting a waiver of applicable departmental fees in
connection with the event.
BACKGROUND:
Michael Legge, Little League Baseball, Inc., Western Regional Headquarters, Executive
Director, is requesting financial assistance from the FY 03/04 civic and promotion fund in the
amount of$5,000 to aid in the conduct of their 2003 tournament scheduled for August 2-12,
2003. They are also requesting a waiver of fees for department personnel and equipment
connected with the event. These fees are as follows:
Police
Parks/Rec
Public Services
$27,500
2,313
3.603
TOTAL
$33,416
Attached for your review is a letter to the City dated June 6, 2003, a completed Request for
Funding Assistance and letter of explanation, and a proposed budget for the event.
Last year, the Mayor and Council approved $5,000 in civic and promotion funding to support the
activity with a waiver offees of$47,21O. This year's Police costs of$27,500 are less than last
year's figure of$37,411 due to the use of volunteers wherever possible.
FINANCIAL IMPACT:
Included in the FY03/04 budget is $153,500 (Acct. #001-091-5186) in civic and promotion funds
which are traditionally used to support events of common interest to the community. Attached is
a matrix showing the two requests the City has received this year to-date as well as the actual
expenditure report of civic and promotion expenses for year ending June 30, 2003.
RECOMMENDATION:
1. Adopt resolution; and
2. That direct funding in the amount of$5,000 be approved; that indirect funding in the amount
of$33,416 be transferred from the FY03/04 civic and promotion fund to various City
departmental accounts as listed in the attached staff report; and that a waiver of fees and use
of City personnel and equipment be authorized to assist Little League Baseball, Inc., Western
Regional Headquarters, in the conduct oftheir 2003 tournament.
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UTTLE LEAGUE BASEBALL@INCORPORATED
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Western Regional
Headquatters
s
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June 6, 2003
JUN 2 4 2003
Honorable Mayor Judith Valles
Mayor and Common Council
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Dear Mayor Valles:
The 2003 Little League Baseball Western Regional Tournament is scheduled for
Saturday, August 2, 2003 through Tuesday, August 12,2003. Twelve Championship
teams from the 11 states of the Little League Western Region will begin arriving on
Thursday, July 31, 2003.
In past years, we have greatly appreciated the financial support from the San Bernardino
City Council. The financial support will again help defray the cost of the tournament. I
am respectfully requesting a grant of $5,000.00 for our 2003 event.
These funds will be used to offset costs associated with transporting teams to and from
the airport in rented buses, feeding approximately 600 guests, opening ceremonies and
meals for teams and volunteers for the 11 day event.
Each year more that 200 players, managers and coaches come to San Bernardino to
compete for the opportunity to advance to the Little League Baseball World Series in
Williamsport, PA. We will again be sending two representatives from the Western
Region. Both championship games will be televised live on ESPN2 from AI Houghton
Stadium here at the Western Regional Headquarters. The Northwest Division
Championship will be televised on August II th and the West Division Championship will
be televised live on August 12th. We again anticipate between 50 and 60 thousand
visitors from throughout the eleven Western Region States. Their return is testimony to
the warm family welcome they receive from the City of San Bernardino.
We sincerely thank the City Council for the outstanding support we have received in the
past and hope that you will look favorably on this request. We ask that you again honor
us with your presence at some of the activities listed on the enclosed schedule.
~i cerely,
, . t2~"
'V(jo
Mike Legge
Western Regional Director
encl: 2
6707 Little League Drive' San Bernardino, California 92407. 909-887-6444 . FAX 909-887-6135
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Sat., 812103
Idaho
Game 1
12:15 PM
Hawaii
4:00 PM
Challenger
Exhibition
6:15 PM
Opening
Ceremonies
Utah
IGame 2
8:00 PM
So. California
WESTERN REGION
2003 LITTLE LEAGUE BASEBALL TOURNAMENT
San Bernardino, California
(6-11-03 SCHEDULE SUBJECT TO CHANGE)
.,
Sun., 8/3/03
Nevada
IGame 5
5:00 PM
Arizona
Mon., 8/4/03
Utah
IGame 7 I
9.30 AM
No. California
Nevada
Game 8
12.15 PM
So. California
Idaho
Game 10
8.00 PM
Alaska
Top four (4) records in Pool Play from
each Pool will advance to single game
Semi-Final round.
Approved Tie Breaker Method Will Apply.
Sat. 81912003
Northwest
Region
Semi-Final
Games
Seed 2
Game NW-1
5.00 PM
Seed 3
Seed 1
Game NW-2
8.00 PM
Seed 4
Sun. 8/1012003
West
Region
Semi-Final
Games
Seed 2
IGame W-1
5.00 PM
Seed 3
Seed 1
Game W-2
8.00 PM
Seed 4
2003 Regional Tournament Schedule
Tue., 8/5/03
Wed., 8/6103 Thurs.,8n/03
Fri., 8/8/03
Alaska
Game 13
5.00 PM
Montana
Arizona
Game 14
8.00 PM
No. California
Nevada
Game 16
12:15 PM
Utah
Nevada
Game 20
5:00 PM
No. California
Hawaii
Game 23
5.00 PM
Montana
Washi on
Game 21
8:00 PM
Idaho
Arizona
Game 24
8.00 PM
So. California
ESPN2
Will televise both Championship
Games at 7.00 p.m. PST
Northwest
Region
8/1112003
Championship
Game
West
Region
8/1212003
Championship
Game
Winner NW-1
~
Winner NW-2
Winner W-1
~
Winner W-2
sched.xls 6-11-03
S~nt By: citt1e Leasue Baseball;
909 887 6' 35;
"u1-'-03 2:18PM;
Page 2
LITTLE LEAGUE BASEBALLIAJ INCORPORATED
WeSl.m Regional
Ii)
Ile.ac.l~llarters
July 1,2003
City of San Bernardino
Ways and Means Committee
clo Mi_ Marilyn Dixon
Rd': Request for Civic and Promotion Funding
Dear Committee Members:
I have enclosed a budget prepared by the Treasurer of Little League Baseball fur OUf 2003
Regional Townament to be held here in San Bernardino. It i. our hope that the information will
meet your information needs in the above referenced request.
This attachment is being provided because I 8.ID unable to adequately matc;h the expense
cateaorie, identified in the fOlm with the reporting categories provided by our International
Headquarters.
The Western Regional Headquarters is II service blllIlCh of International ijeadquarters in
Williamspon, PA, and our Western Regional Tournament is an integral and not Separate part of
our overall operations.
In an attempt to provide you with a more IU:C\II1lte representation of income and expenses related
to the Regional Tournament I obtained the attached infonnlltion.
Please conUK:! me with any questions you may have in this matter.
Sincerely,
M4r-
Mike Legge
Western Regional Director
6707 Littlc Leav,l1c Drive . San Bernardino, California 92407, 909-~~7 .6444 . flA X 909-~~7 .6115
SBnt 3y: Little l.ea~~e Base~all;
909 867 6'35;
Jul-1-03 2:18PM;
Page 3
2003 Budget
Wll$lem Regional Toumamenl
Little League Ba54lball, Ine
Budget 2003
Ra~u.
Conoession/Souvenir Sales
118,000
Collecllon & Ticket Sates
10,000
Program Sales
1,970
Total PfQjec:t8CI RavallU8
13',1170
ElCpandltu....
Salllfies & Benefits
(DIrectors, Part Time, ele)
35,000
LtIl1lties
11,300
equip Rental/Field Maintenance
12,000
FeedlnglHouslng-ParticipanlS
24,1175
Uniforms/Equipment
5,000
Conce~onsI5Ourv8l1lrs
57,000
Net Lon for Tour_nt,
5,000
160,275
(11,301)
Miscellaneous SuWtIIls
Tol8l Projactad Expandltu...
_lll/'- SlnIIOr
r_,." ....IA_ _01,1""_
Sert By: Little League 82SeJellj
07/el/2B03 Ie: 59 0
.
909 887 6' 35;
ADMIN
Jul-1-03 2;18PM;
Page 4/7
P<IGE 01
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.. .. .SA.l\l BERNARDINO
REQWSTroitcrviC AND PROMOTION FUNDING (pART 1)
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ii(~ of OrgariWtion ':
W...... ..Littl. Leajlue Baseball. Iqc..rt>Ora"~
css, " '. "'-'~ ". '
.. .67,07 I.itt'l. Lugu~, Dr.1v!' , .0,..
~'. enOu':' .-
...:'. : 9Q9/687-6444 ' .lUl<e ..t. 'e', Director
.pa~ono{SOl C(3)nonopt0fif.,ot-,tiOll (Attachod:Yes,M 1'10.->
"''''':/' . . ":,,.,' ,',..,'\" ,.,....,-:.
~ bfl\vmt . . .. L<x:at/qil :'. " .'
>?:...... Au-g.' 1 - Au . 12".2'003'.., 'Wester Re 10
ofF_I'
. me Support 'foi:, w...i:aI1\ ..R1I8ional Li tn. LU8"e Bueball Tournallleh
PhoneIFAX
909/867-6135
Estimated No. of AtWldees
50,000 .
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. . 'l'lC:o.lOSED CtJlUU;NT BUDGET
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,..,.., AMOUl'i-r
TOTAL
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Program Sale's.,: '. ',"
11
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Sent Ey: Little League Baseball; 9098876135; Jul-j-03 2:19PM; Page 5/7
~7/~1/20~3 10: 59 e ADMIN PAGE 02
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tory
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF
SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN
REGIONAL HEADQUARTERS, 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 Little League Baseball, Inc.,
Western Regional Headquarters, for civic and promotion funding in the amount of $5,000 in
direct funding from the FY 2003/04 Budget, 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.
II II I
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11111
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e
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
AGREEMENT WITH LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL
HEADQUARTERS, 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
day of
, 2003, by the following vote to-wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
McGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
City Clerk
The foregoing resolution' is hereby approved this
day of
2003.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City ~ttorney
By: I ~ 1-,t
(j
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AGREEMENT
Civic and Promotion Funding
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
municipal corporation, referred to as "City" and LITTLE LEAGUE BASEBALL, INC.,
WESTERN REGIONAL HEADQUARTERS, a non-profit 501 (c) (3) organization, referred
to as "Organization."
The parties agree to as follows:
I. 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 a baseball tournament on August 2-12,2003, as outlined in the Request for
Funding Assistance and letter to the City, dated June 6, 2003, copies of which are 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 annual Little League baseball tournament.
2. Payment.
Upon presentation of a claim to the City Finance Director, City shall pay to Little
League Baseball, Inc., Western Regional Headquarters, on behalf of Organization
from the civic and promotion budget for the 2003/04 fiscal year, the total sum of
FIVE THOUSAND DOLLARS ($5,000).
.
.
.
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY03/04 CIVIC AND
1 PROMOTION FUND ASSISTANCE.
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3.
Use of Funds.
The funds paid on behalf of 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 for this event in such manner as to permit City to
easily trace the expenditure of the funds. All books and records of Organization for this event
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. Atthe
conclusion of the program, Organization or its designee shall present the City Administrator or
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22 harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
23
his designee copies of all receipts for expenditures connected with said program in the total
amount of FIVE THOUSAND DOLLARS ($5,000).
5.
Hold Harmless.
Organization covenants and agrees to defend, (ifrequested by City), indemnify, and hold
attorneys, employees and agents from all liabilities and charges, expenses (including counsel
24
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of the funds paid hereunder and all operations under this Agreement. Payments hereunder are
26
fees), suits, or losses, however occurring, or damages arising or growing out of the use or receipt
27 made with the understanding that the City is not involved in the performance of services or other
28
2
.
.
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY03/04 CIVIC AND
1 PROMOTION FUND ASSISTANCE.
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activities of Organization. The costs, salary and expenses of the City Attorney and members of
his office in enforcing this Agreement on behalf of the City shall be considered as "counsel fees"
for the purposes of this paragraph.
6. Insurance.
While not restricting or limiting the foregoing, during the term of this
Agreement, Organization shall maintain in effect policies of comprehensive public, general and
automobile liability insurance, in the amount of$l,OOO,OOO, per occurrence combined single
limit, naming the City of San Bernardino, its departments, agencies, boards, commissions,
elected officials, officers, attorneys, employees, and agents as additionally insured. A certificate
of insurance evidencing such coverage shall be provided to the Mayor or her designee, with the
added notation that the insurance policy shall not be terminated or materially altered without 10
days prior written notice to the City.
7.
Termination.
City shall have the right to terminate this Agreement and any funding
remaining unpaid hereunder for any reason 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, and the Organization shall reimburse to City any funds expended which were
used for any purpose other than those authorized under this Agreement, as set forth in Exhibit
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26 "A".
. 27
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3
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY03/04 CIVIC AND
1 PROMOTION FUND ASSISTANCE.
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8. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
take the adherence to the obligations imposed by this Agreement a binding obligation of the
Organization.
9. Notices.
All notices herein required shall be in writing and delivered in person or
sent by certified mail, postage prepaid, addressed as follows:
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As to City:
As to Organization:
City of San Bernardino
LITTLE LEAGUE BASEBALL, INC.
WESTERN REGIONAL HEADQUARTERS
300 N. D. Street
6707 Little League Drive
San Bernardino, CA 92418
San Bernardino, CA 92407
Attn: City Administrator
Attn: Mike Legge, Executive Director
4
.
.
.
AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE
BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY03/04 CIVIC AND
1 PROMOTION FUND ASSISTANCE.
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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
LITTLE LEAGUE BASEBALL, INC.
WESTERN REGIONAL HEADQUARTERS
By.
Mike Legge, Executive Director
19 ATTEST:
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By:
City Clerk
Approved as to form
22 And legal content:
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James F. Penman
City Attorney
I
By: "
).
;:~-
5
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
July 25, 2003
Mr. Mike Legge
Little League Baseball, Inc.
Western Regional Headquarters
6707 Little League Drive
San Bernardino, CA 92407
Dear Mr. Legge
At the Mayor and Common Council meeting of July 21, 2003, the City of San Bernardino
adopted Resolution 2003-206 - Resolution authorizing an agreement with the City of San
Bernardino and Little League Baseball, Inc., Western Regional Headquarters, for financial
assistance from the civic and promotion fund for FY 2003/04.
Enclosed are two (2) original agreements. Please sign in the appropriate location and return the
agreement marked Exhibit A 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 September 19, 2003.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
,
;
/}(Ic (
Michelle Taylor
Senior Secretary
"'-.,. '~ L'- '--
Enclosure
CiTY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 4, 2003
TO:
Fred Wilson, City Administrator
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2003-206 ~ Little League Baseball, Inc,
CC:
Veronica Martinez, Senior Secretary
Attached is a fully executed copy of the agreement between the City and Little League Baseball,
Inc., Western Regional Headquarters, for financial assistance from the civic and promotion fund
for FY 200312004. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 'I. -Z \- <-.'-:S Item # 'Z (., Resolution #7 OC,'::' -2': () ("
Vote: Ayes! -, Nays _/d Abstain -6 Absent ~
Change to motion to amend original documents:
Reso. # On Attachments: ~ Contract term: -
Note on Resolution of Attachment stored separately: =---
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: I} - Z ~x (, ":.
Date of Mayor's Signature: "I-? ,\_OJ)
Date of Clerk/CDC Signature: "-J ,\ -(\:.,
NulVVoid After: (,() f)~) I 9 -, C, -03
By: -
Reso_ Log Updated:
Seal Impressed:
./
"
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: ." Date Returned: 't - 1- ( ::.:,
See Attached:
See Attached:
Date Memo/Letter Sent for Signature:
t 1;:;.02>
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):
Copies Distributed to:
City Attorney .,/
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
Yes /' No By+-
Yes No~ ByL
Yes No ,/ By i
--r---
Yes No ,/ By .l...-
-
/ /
Yes No Hi
EDA
Finance ,../
MIS
Others:
ADMI~
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.\
Ready to File: ~
Date:
Revised 01/12/01