HomeMy WebLinkAbout13-City Administrator
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fred Wilson
City Manager
Subject: Request for civic & promotion
funding & waiver of fees for the
Black History Parade to be held
February 3, 2007
Dept:
Date: January 8, 2007
M/CC Meeting Date: 1/22/07
Synopsis of Previous Council Action:
1/10/6 Recommended by Ways and Means Committee
1/23/06 Agreement authorizing civic and promotion funding and waiver of fees adopted.
Recommended Motion:
1. Adopt resolution.
2.
That the request from the Black Culture Foundation for direct funding in the
amount of $4,500 and indirect funding in the amount of $20,022 be transferred
from the 2006-07 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 2007 Black History
Parade scheduled for February 3, 2007, be approved. .
Contact person: I=rpn Wilc:nn
Phone: "i1??
Supporting data attached:
Ward: 1
yes
FUNDING REQUIREMENTS: Amount: $4,500 direct; $20,022 indirect
Source: (Acct. No.) 001-091-5186
(Ar,..t n~c:,..rirtinn) r:h/ir It rrnmntinn
Finance:
Council Notes:
1/,.";41
Nb.13
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STAFF REPORT
Subiect:
Request for civic and promotion funding for the 2007 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 3, 2007. 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 $ 20,022. This is an increase of
$729 in indirect costs over 2006 due mainly to a larger police presence for 2007 which
was recommended by the Police Department.
Funding in the amount of $20,022 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
2006 event which has been reviewed and accepted by the City Manager's Office.
Departmental Accounts
Amount
Police
Parks & Recreation
Public Services
Development Services
$ 16,440 security/vehicles
$ 2,628 labor/equipment
$ 427 refuse/street sweeps
$ 527 barricades/signs
Placement/removal
Total
$ 20,022
Non waivable fees and refundable security deposits.
Traffic Engineering $ 500 barricade deposit
Financial Impact:
Direct funding in the amount of $4,500, and a waiver of fees for City personnel and
equipment in the amount of $20,022 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 06/07
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
$20,022 from the FY2006/07 civic and promotion fund and approve waiver of fees for
use of City personnel and equipment to assist with the 2007 Black History event.
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San
Bemanllno
BLACK
CULTURE
FOUNDADON
~
ExECUT7VE COlW, , =
Frank Washington, III
Prutdeiit
Thomas J. Gueaton, Jr.
1st VIce President
MafeUS Houston
2nd V-ICe PresIdent
Charles Burris
T....surer
Genevieve G. Echols
S_IV
ADVISORS
W. Robert Fswke
M.rg....t Hili
Ids N. Rob.l8on
a,ntta H. Scott. Ph.D.
.yble M. Tomplelns
CORPORATE SPONSORS
SAN~MANUEL
IlANDOF Tir MISOION INDIMII
SPONSORS
Anheuser-Busch
Arrowhead Credit Union
Commu~ Hospital
of San B8mardlno
Edison International
~e Gas Company
SAN BERNARDINO
BLACK CUL TURE FOUNDA TION
P. O. BOX 7288
SAN BERNARDINO, CA 92411-0288
Tax I.D. No. 95-3674139
October 25, 2006
Mayor and Common Council
City of San Bernardino
300 North 0 Street
San Bernardino CA 92418
~e: 2007 Black History Parade
The 38th Annual Black History Parade will be held at
10:00 A.M., Saturday, February 3, 2007. The parade
is to start at Eighth and E Streets, proceed south
and end at Second and E Streets.
As a non-profit organization, we request financial
assistance from the City to defray the cost of the
parade and its its other activities, as reflected in
the attached budget. Request a waiver of fees and
support services, closing of streets, and placing
of barricades along the parade route. Additionally,
we request the loan and delivery of the following:
a. Six tables and twelve 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. ~ed, white, and blue bunting to decorate the
stage.
d. Bleachers from the City of San Bernardino and
crews to transport the bleachers.
A Hold Harmless Agreement has been prepared and a map
of the parade route is attached. We have obtained
sufficient insurance to cover all events and a copy
of the insurance binder is enclosed.. Should you
require additional information, please contact me at
(909) 884-4173.
Thank you for considering our request and we hope to
hear from you soon.
Sincerely,
/
. ;./ I> LA""1 - , ,(,.
~/ LIt l.1'~(~/,____-c..::71~
Thomas Gueston
First Vice President
~
Encl
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HOLD HARMLESS AND INDEMNIFICATION
LicenseelPermittee 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. LicenseeIPermittee 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 creat$:: any cause of action in favor of any third party against
LicenseelPermittee or the City or to enlarge in any way the LicenseelPermittee'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.
O~rohpr?~ ?OOh
Dated
Rlrlck rnltllrp FOllnni=ltion .
LicenseelPermittee "'".. _ <'/'/'--/;'/>1. ')/U/. / ,~;t:/~
By Thomas Guestorr-/ 'j f, //"" c-:) 9A .[)G
TitleFirst Vice President
(Attach a certified copy of documentation, which will authorize Applicant to contract on
behalf of corporationlbusiness.)
.-;- T' r ~ " .~..~,-_:~:-;:: ~ ':' r'1.' -,~ <-:,;~:-.".....-/...:..:~":-;;:~~-:~ y- ;:. ~:-.: ~t' -,.
_. -"Certificate of In$'u.r.~n~~...- ,~~<:~':. - .
~ 1::HrS CERTIFICA.TE-tS ISSU.ED AS~ ~ MATTER Of INFORMATION OriLY-AND CONF~~ ~.~~HTS;I}P2I'L!~.E p~~JflCAH (l ,I R ,
~ THIS CERTIF~~TE DOES "NOT !tME.N.O. ~~NDWR ALTER, THI(COVERAGE-AFF.O~DEO ,f!Y' rn!-,P'Q1IC!~;:L1STEO...BELOW .
CA LIC #0622474
OLS IKSURANCE AGENCY
S. ORANGE AVENUE
RIALTO, CA. 92376
(909) 874-3763
COMPANIES AFFORDING covERAGES
~::,Y A SCOTTSDALE INSURANCE COMPANY
COMPMY B
LEmR
SAN BERNA.RDINO BLACK
PO BOX 7288
SAN BERNARDINO, CA. 92411
COMPAHV C
CULTURE FOUNDATION LETTER
NAME AND ADDRESS c:E INSURED
COMPANY 0
LETnR
COMPANY ~
LETTER !l;.
This is to c:wUfy that policies of insurance listed betow have been issued to the insured named above and are in force at 'this time. Notwithstandtn~ requirement. term or condition
of any contrxt or other document with respect to which this certific;at8 may be issued or may pertain. the insurance affon:Ied by U1e poIides ibed herftI is subied 10 all the
tenns. exdusions and conditions of such poIic:ies. .
-mitso a n QUAn
"""
OCCURRfNC[
TYPE OF INSURANCE
POLICY NUMBER
POLICY
EXPIRATION DATE
AGGREGATE
COMPANY
LETTER
GENERAL LIABILITY
II] COMPREHENSIVE FORM
o PREMISES-QPERATIONS
O EXPLOSlON AND COLLAPSE
HAZARD
o UNDERGROUND HAZARD
o PRODl.fCTS,"COMPt.ETEO
OP!RATIONS HAZARD
o CONTRACTUAl INSURANCE
o BROAD FORM PROPERTY
DAMI'GE
o IfIDEPENDENT CONTRACTORS
o ptRSONAl lNJURY
BOOll Y INJURY
.
.
CLS08999979
01/30/07
PROPERlY DAMAGE
.
.
BOOIl Y INJURY AND
PROPERTY DAMAGE
COMBINED
.1,000
.1,000
PERSONAJ... INJURY
.
EXCESS LIABILITY
o UMBRELLA FORM
o OlHERTHANUNBRELlA.
FORM
WORKERS' COMPENSATION
and
EMPLOYERS" LIABILITY
OTHER
STATUTORY
AUTOMOBILE LIABILITY
o COMPREHENSrvE FORM
DOWNED
o HIRED
o NQN.OWNED
eoDll v !NJURY .
{EACH PERSON}
BOOILY INJURY .
(EACH ACC:OENl)
PROPERI'!'DA~AGE .
BODll" INJURY AND
PROPERTY DAlMGE S
COMBINED
BODilY INJURY AND
PROPER'!" DAMAGE .
COMB!NEO
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DESCRIPTION OF OPERATIONSILOCATJONSlYEHIClfS
ANNUAL BLACK HISTORY PARADE/EXPO(COURT STREET)/BALL TO BE HELD ON 2/04/06 IN
SAN BERNARDINO, CA.
CARRIER TO ISSUE ENDORSEMENT NAMING CERTIFICATE HOLDERS AS ADDITIONAL INSUREDS
Cancellation:
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 laD
NAME AND ADDRESS OF CERT1F1CATE HOlDER:
CITY OF SAN BERNARDINO-RISK MGMNT
CITY OF SAN BERNARDINO E.D.A., AND
STURGESS CENTER FOR THE FINE ARTS
300 N. "D" STREET
SAN BERNARDINO, CA. 92410
~iACCRD 1~ ,P'!t)
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III III III ."
~'1
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11 11 lD .....
lD lD lD ~
lD lD ~
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III
-
9th street
Div 1 0
."
III C/l
8th street ~,.. ., 11 n<.. 1 rt
sturges a. . III
Auditorium lD III
CII rt
7th street ~,.. A ~
III Police
;:;.station
Victoria CIl
6th street
Public
Library
5th street
4th street
)olc..,
Carousel Mall 11 c:::
lDa.
III 'S. -.Court street
::l Court street 0
III Square f-'.
~
2nd Street ~
t'arc ae l>nas {Jl
III
.....
Rialto
Arrowhead Credit
Union Park
280 South E street
.
---- --_.-.~
SAN BERNARDINO
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I)
~ of Organization
Bernardino Black Culture Foundation
Address
Post Box 7288, San Bernardino CA 92411
PhonelF AX Contact Person PhonelF AX
(909) 884-4173 (H) 'l11omas Gueston
Designation of 50 1 c (3) non-profit status of Organization (Attached: Yes_ No~
Date of Event Location Estimated No. of Attendees
"oh~,~ru" ...""... ~ .~ ~,_...~... . '" """
Purpose olFunding Funding 2007 Black History Month activities consisting of Miss Black San
Bernardino Pageant, crowninq of Senior Kmq & Queen. Black Historv Parade and Ball.
PROPOSED CURRENT BUDGET
A. REVENUES: (List all anticipated revenues other than City of San Bernardino)
AMOUNT TOTAL
Sponsorships "=on Mi ""n~ ~~ ,1<1:<; 0001 ,,~""
Arrowhead Credit Union ($2,000), Collmunity Hospital ($2,000),
Anheuser Busch ($500)
Registrations n
-
Promotions 0
.
Donations <RQO
In Kind Services (Other than City Services) Auto Dealers ($1 .000) ?nnn
""hi,..'" ~ 1<1:<;001 M~+-'_'" .,~- 1<1:<;001
Total Dollar Amount Requested of City 4500
A. TOTAL PROPOSED REVENUES 15390
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MUST BE SUBMITTED TO CITY ADMINISTRA TOR 'SOFFfCE 60 DAYS PRIOR TO EVENT FOR WHICH FUNDING IS REOL'ESTED. NO EXCEPTIONS.
San Bernardino Illack Culture Foundation
NAME OF ORGANIZATION:
e
REQUEST FOR CIVIC AND PROMOTION FUNDING
PROPOSED CURRENT BUDGET (PART II)
lB. EXPENDITURES: (Include all known direct expenses connect with event)
.
EXPENSES AMOUNT TOTAL
Personnel/Salaries n
Permits 65
Fire 0
Bus. Lie. 0
ABC 0
Other 0
Insurance
City of SB Attached (Yes x No ) 5000
Park Damalle Bond 0
Park Clean UP DepositiDamalle Bond 0
Security
S.B.P.D 0
Private Security 400
Other n
Advertisinll
Radio n
- Newspaper 0
Banners . ~no
Flyers 50
Other (Vehicle Siems) 500
Entertainment
Music ~nn
Sound System ?nn
Other 0
Promotional Items
Trophies 2000
Plaoues ICcmbined with troooiesl 0
T-Shirts 500
Other (printinn Brochures \ 1000
Sanitation 375
Portable Restrooms
Special Events ,.... D'~~" ,,~~ ,~~ ,,,nn
Banquet Facilities 7000
Parade Black Culture Foundation Float) 500
Other (Senior King and Queen) 150
B. TOTAL PROPOSED EXPEl'o'DITURES 19890
'mmarv:
A. Total Revenues
$
15390
D.
Total Amount Requested from City
B. Total Expenditures -
$
19890
$ 4500
C. Total Fee Waivers -
(from Part Ill)
$ ~aJJ
NAME OF ORGANIZATION: San Bernardino Black culture Foundation
REQUEST FOR CIVIC AND PRO;\IOTION FUNDING (PART III)
.
REQUEST FOR FEE W AIYERS
(List all City services for which you are requesting fee waivers)
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C. Fee Waivers Amount
Police //_ w.v}
Security /
Traffic Control
Fire
Site Insoections
Crowd Control
Facilities
Sound Svstem
Civic Center Use Permit
.
Public Services Lf.J. 7
Refuse Bins (
^ Street Sweeoin"
'J. Z t-R EC... ..:l '- ) i
Develooment Services J".J. .,
Plannine TUP ,
Buildine
Other (Exolain) refund of insurance payment j '\ I
'7/"P'1t r;:'/ r- .~ 15E ( uPJ-rA-l; 11 M ~ <:1'1))f
Total Amount of Fee Waivers (In-Kind Services) 1..]1) h 1-:1
. ,
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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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 2006/07.
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 2006/07, 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
16 of this resolution.
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22 II/
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/11
II/
II/
II/
/11
III
25 /11
2()
/11
III
lflo./.3
1/2-~41
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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 2006/07.
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
,2007, by the following vote to-wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2007
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
JAMES F. PENMAN,
25 City Attorney
26 By: 14--(.. f. .tu_ . ~
27 0
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AGREEMENT
Civic and Promotional
2.
E")(,rl/&/T "A ..
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GREEMENT BETWEEN CITY OF SAN BERNARDNO AND BLACK CULTURE
1 FOlJNDA nON FOR FINANCIAL ASSISTANCE FROM FY 2006/07 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
Paragraph 1 above. No deviation from these provisions shall be made without the express
6
7 approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
8 Organization.
9
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4.
Accountability.
Financial records shall be maintained in accordance with generally
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accepted accounting principles by Organization in such mal1l1er as to permit City to easily trace
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the expenditure of the funds. All books and records of Organization are to be kept open for
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14 inspection at any time during the business day by the City or its officers or agents. Failure to
e 15 submit the financial records in accordance with this section will result in the Organization
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reimbursing the City in the full amount received by Organization. At the conclusion of the
program, Organization shall present the City Manager 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
23 received by Organization.
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5. Hold Harmless.
Organization covenants and agrees to defend, (if requested by City), indemnify, and hold
2
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AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
OUNDA TION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC AND
ROMOTION FUND.
1
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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
8
9
10
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.
11
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$I,OOO,OOO, per occurrence combined single
14 limit, naming the City of San Bernardino, its officers, employees and agents, as additionally
15
16
terminated or materially altered.
17
18
19
insured. Said coverage shall require ten (10) day written notice to the City if insurance is
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
21 the event this agreement is terminated for reasons of improper use of funds or use of funds for
22
any purpose other than those authorized, any unexpended portion of the funds provided by City
23
shall be returned to City. In addition, Organization shall reimburse to City any funds expended
24
which were used for any purpose other than those authorized under this agreement.
25
26
27
28
8.
Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
3
7 Sent by certified mail, postage prepaid, addressed as follows:
8
9
10
11
e
e
e
1
2
3
4
5
6
12
GREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
OUNDA TION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC AND
ROMOTION FUND.
ake 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
As to City:
As to Organization:
City of San Bernardino
Black Culture Foundation
300 North "D" Street
P.O. Box 7288
San Bernardino, CA 92418
San Bernardino, CA 92411
Attn: City Manager
Attn: Margaret Hill, President
4
1
e 2
3
4
5
6
7
8
9
10
11
12
13
14
e
e
15
16
17
18
19 ATTEST:
20 By:
City Clerk
21
22 Approved as to form:
23
24 James F. Penman
City Attorney
25
26 By:
27
28
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC Ar-,'D
PROMOTION Fur-..'D.
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.
Patrick J. Morris, Mayor
SAN BERNARDINO BLACK CULTURE FOUNDA nON
By.
Margaret Hill, President
5
SAN BER1"1ARDI:\'O
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I)
f"')( r.J V~ --r f+
me of OrganizatIOn
n Bernardino Black Culture Foundation
Address
, Post Box 7288, San Bernardino CA 92411
PhonelFAX Contact Person PhonelF AX
(909) 884-4173 (H) Thomas Gueston
DesignatIOn of 50 I c (3) non-profit status of OrganizatIOn (Attached: Yes_ No-Y
Date of Event
Location
EstImated No, of Attendees
Purpose 0 Funding Funding 2007 Black History Month activities consisting of Miss Black San
Bernardino Pa eant, crownin of Senior Kln & Queen Black Histo Parade and Ball.
PROPOSED CURRENT BUDGET
A. REVENUES: (List all anticipated revenues other than City of San Bernardino)
A)'IOl'NT TOTAL
Sponsorships ""n M"nno 1 M; ~,~- ~-_.. ~l' Tn"; nn()l aonn
Arrowhead Credit Union ($2,000), Community Hospital ($2,000) ,
Anheuser Busch ($500)
I
Ilstrations 0
PromotIOns 0
DonatIOns ~RqO
-
In Kind Services (Other than City Services) Auto Dealers ($1,000) ?nnn
Dr;""l-c \Toh;~lc I~~nn\ ,H~n I"SOO\
Total Dollar Amount Requested ofCitv 4500
A. TOTAL PROPOSED REVENUES 15390
tit
lllST BE SL'BHITTED TO OT}" -lD~lI.\!STRATOR'S OFFICE 60 D-l rs PRIOR TO nEsT FOR WHICH FUSDISG IS REOI ESTED ,\0 EXCEPTlO\S.
San Bernardino Black Culture Foundation
:'>:A:\IE OF ORGA:\IZA TIO:\:
tit
REQUEST FOR CIVIC A:\D PRO!\lOTIO!\' FUNDING
PROPOSED Cl'RRE:\T Bl'DGET (PART II)
!B. EXPE:\DITlRES: (Include all known direct expenses connect with event)
I EXPE:\SES A:\IOl::\'T TOTAL
. PersonneL'Salanes I n
I Pennlts 65
Ftre I 0
I Bus, Llc. I 0
,
i ABC I 0
Other I 0
I
Insurance I
City of SB Anached (Ves X ;":0 ) 5000 I
! Park Damage Bond 0
Park Clean Cp Deposit Damage Bond 0
Security
SBPD 0
Pnvate Secunty ! 400 I
Other : n !
Adwr1tsmg i I i
Radio I 0 I
Newspaper I 0 I
,
Banners 300 ,
I
Fivers 50 I
Other (Vehicle Siqns) i 500 ,
I I
I EntenammenI :
\Iuslc i ?nn
Sound System i ::>00 I
Other I 0 I
Promotional Items
T roph'les 2000
I Plaques (Canbined with tronhiesl 0
T-Shlm 500
Other CPrintinq Brochures\ 1000
I SanItatlon 375
Ponable Restrooms I I
I
Soeclal Events 1M; "" Rl ",..1< "~n . 'n~ -\ lsnn
Banquet Facilities 7000
Parade Black Culture Foundation Float) 500
Other (Senior King and Queen) 150
B, TOT At PROPOSED EXPE:\'DITl:RES 19890 I
I
~mmarv:
. ,A. Total Revenues
s
15190
D,
Total Amount Requested from Cit):
B. Total Expenditures -
$
19890
S 4'100
Co Total Fee Waivers-
(from Part III)
$ ~ O)l
;\,AME OF ORGA;\,IZATIO;\': San Bernardino Black Culture Foundation
REQl'EST FOR CIVIC ,.\;\,D PRO:\IOTIO'i FC'iDl'iG (PART Ill)
e
REQUST FOR FEE WAIVERS
ILlS! all City serVl;;es for which you are requesting fee wa1\ers)
C. Fee Wai"ers
I Police
Amount
Secunty
Traffic Control
Fire
Site Ins ectlOns
Crowd Control
FacIlities
Sound S 'stem
CiV1C Center Lse Permit
e
:.2
I
I
!
: For OUice l'se On Iv:
, .
I Depat1mental Costs In: Pol ice
I
i Public Works
I
I PrevIOus Year's Accounnng Reviewed:
i
,
,
I
Fire
Public Services
De"elopment Sernces
FacIlities
Admm:
F mance
e
_
1_
_
1
2
3
4
5
6
7
8
9
10
11
12
13
Funding to the Mayor and Common Council, a copy of which is attached hereto marked Exhibit
14
15 "A". The terms of the request are incorporated herein by reference and shall govern the uses of
16 the funds provided herein. The financial assistance provided for in this agreement is made on a
17 one-time basis, and receipt of said funds shall not imply a continuing obligation of the City
18 beyond the terms of this agreement.
19
20
21
22
23 2. Payment.
24 Upon presentation of a claim to the City Finance Director, City shall pay
25 to organization from the civic and promotion fund budget for the 2006/07 fiscal year, the total
26 sum of $4,500.
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 2006/07, in order to assist in defraying the expenses connected with the conduct of
events related to their 2007 Black History Week celebration, as outlined in their Request for
B.
The expenditure is for a valid municipal public purpose, to wit: for the
conduct of events related to their 2007 Black History Week celebration
and Black History Parade scheduled for February 3, 2007.
e
e
e
GREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
1 FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC AND
PROMOTION FUND.
2
3
4
5
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
6
7 approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
8 Organization.
9
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
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
17 program, Organization shall present the City Manager or his designee a written accounting of all
18
19
20
21
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
22 appropriate, such failure will result in the Organization reimbursing the City in the full amount
23 received by Organization.
24 5. Hold Harmless.
25
26
harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
27
28
Organization covenants and agrees to defend, (if requested by City), indemnify, and hold
attorneys, employees and agents from all liabilities and charges, expenses (including counsel
2
e
I-
e
GREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
OUNDA TION FOR FINANCIAL 'ASSIST ANCE FROM FY 2006/07 CIVIC AND
PROMOTION FUND.
1
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
7
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"
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
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$I,OOO,OOO, 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
25 which were used for any purpose other than those authorized under this agreement.
26
27
28
8.
Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
3
e
6
7
8
9
10
11
12
13
14
e 15
16
17
18
19
20
21
22
23
1
2
3
4
5
GREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
OUNDA TION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC AND
ROMOTION FUND.
ake 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:
As to City:
11/
11/
/11
/11
/11
11/
/11
/11
/1/
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 Manager
Attn: Margaret Hill, President
4
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11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
AGREEMENT BETWEEN CITY OF SAN BERNARDINO AND BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM FY 2006/07 CIVIC AND
PROMOTION FUND.
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
6
7 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
8 of conflict between the terms, conditions or provisions of this agreement, and any such document
9 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.
Patrick J. Morris, Mayor
SAN BEIU-IARDINO BLACK CULTURE FOUNDATION
By.
Margaret Hill, President
A TrEST:
By:
City Clerk
Approved as to form:
James F. Penman
City Attorney
By: L 7-.~
()
5
-
::: '/-1+11'3/14
SAN BERJ"1ARDINO
. REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I)
<<e of OrganizatIOn
n Bernardino Black Culture Foundation
Address
Post Box 7288, San Bernardino CA 92411
Phone/FAX Contact Person Phone/F AX
(909) 884-4173 (H) Thomas Gueston
DesignatIOn of 50 1 c (3) non-profit status of OrganizatIOn (Attached: Yes - No-1
Date of E'"ent Location Estimated No" of Attendees
o ,,,,,., ~ .~ '" """
Purpose of Funding Funding 2007 Black History Month activities =nsisting of Miss Black San
Bernardino Paqeant, crowninq of Senior Klnq & Queen, Black History Parade and Ball.
PROPOSED CURRENT BUDGET
A. REVE:'il'ES: (List all anticipated revenues other than Citv of San Bernardino)
A~IOL~T TOTAL
Sponsorships C;:"n M"nno 1 Mi ~~i ~~ D__-" ~. T~-'" "~~ I ~~ ""'" "c""
Arrowhead Credit Union ($2,000), Community Hospital ($2,000),
, Anheuser Busch ($500)
I
i
I Registrations n
,
I PromotIOns 0
I
Donations lRqn
.
In Kind Services (Other than City Services) Auto Dealers ($1 000) ")()nn
Pr' .~~~ \lohi~lo 1<I:~nn\ M"~'~h "irm 1<I:~nn\
Total Dollar Amount Requested of City 4500
.
A. TOTAL PROPOSED REVENUES 15390
e
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HiST BE SCBHITTED TO ClTL4D lll.\ISTRA TOR'S OFFICE 60 D-f rs PRIOR TO E~E"lT FOR wHICJI FC\DI-"G IS REOI ESTED \0 EYCEPTlO\S.
:\'A:\IE OF ORGA:\'IZATlO:\':
San Bernardino Black Culture Foundation
e
REQUEST FOR clnc A:"D PRO:\IOTlO~ FlINDlNG
PROPOSED Cl"RRE:\T Bl'DGET (PART II)
18. EXPE:\'D1Tl"RES: (Include all known direct expenses connect wilh event)
EXPE:\'SES AMOl::\T TOTAL
Personnel. Salaries n
Pennlts I 65
Fire 0
Bus. Llc. I 0
,
.-\BC I 0
Other 0
Insurance
City of SB Anached (Yes x ~o ) i 5000 I
Park Damage Bond I 0
Park Clean Up Deposl! Damage Bond I 0
Secunty :
SB.P.D I 0
Private Secunry ! 400
Other I n
.-\dvertlsmg ,
I RadIO i 0 !
~ "ewspaper i 0
, I
Banners . , 300
I I
Fivers I 50 I
I Other (Vehicle Siems) i 500 I
I Entertammenl i
\IUS1C ,
I I ?nn
I Sound System I :mn i
Other I 0
I
Promotional/tems
I Trophies 2000
Plaques (Combined with trodJiesl 0
T-ShIrts 500
Other (Printinq Brochures l 1000
Samtanon 375
Ponabie Restrooms
ec tal Events
Ban uet Facilities
Parade Black Culture Foundation Float)
Other (Senior King and Queen)
B. TOTAL PROPOSED EXPE:'iDlTliRES
7000
500
150
19890
~mmarv:
. A. Total Revenues
s
15390
D.
Total Amount Requested from Cit:
B. Total Expenditures -
$
19890
S 4'i00
C. Toral Fee Waivers - $
(from Part III)
:'iA:\IE OF ORGA:\'IZATlO:\': San Bernardino Black Culture Foundation
REQUST FOR CI\'IC A:'iD PRO:\IOTIO:'i H':'iDI:'iG (PART III)
e
REQUST FOR FEE WAIVERS
(List all Cll)' services for \\'hlch you ar~ requ~stlng f~e \\'alvers)
e
C. Fee Waivers ,Amount
Pollc~ /~ . qj_j( I
S~cunty
Tranic Control
I Flr~
Site In~ectlOns
L Cro\\'d Control
I Facdllles
Sound Svst~m
Ci\Jc Center es~ Permll
Public Services I i/' /
."
Refuse BinS !
! Str~et S\\'e~n2
i ; ~,,' /'
Dev~lopment Semces I .... -. "
Plannln2 Tep
Buddlno
Other (Explain) re fund of Insurance payment
i ~'-.t
Total Amount of Fee Waivers (In-Kind Services) I ~ ')1 - .r;
I
.' . .=^ I
i For Office l'se Onl\':
I ..
I Departmental Costs In: PolIce Fire
i Public \\iorks Development Servic~s
i PrevIOus Year's Accounting Revle\\ed, ,Admin:
I
i
,
PubliC Services
FacIlities
Finance
e