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HomeMy WebLinkAbout2007-208 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2007-208 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF SAN BERNARDINO AND WESTERN REGIONAL LITTLE LEAGUE BASEBALL FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR FY 2007/08. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Manager of the City of San Bernardino is hereby authorized and directed to execute on behalf of said City an Agreement with San Bernardino Western Regional Little League Baseball, Inc., for civic and promotion funding in the amount of $5,000 in direct funding from the FY 2007/08 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. Expenditure of indirect funding in the amount of $38,396 is further authorized to be transferred from the civic and promotion fund to various general fund departmental accounts as noted in the staffreport included as Attachment "B". 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 The authorization to execute the above referenced agreement IS rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption ofthis resolution. 1/1// 1/1// 1/1/1 11/1/ 1/1/1 1/11/ 1//1/ - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF SAN BERNARDINO AND WESTERN REGIONAL LITTLE LEAGUE BASEBALL FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR FY 07/08. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the 2nd day of July ,2007, by the following vote to-wit: NAYS ABSTAIN ABSENT Council Members: AYES ESTRADA x x BAXTER x BRINKER x DERRY x KELLY JOHNSON x MCCAMMACK ---.lL ~h.CLvvk City Clerk .J- The foregoing resolution is hereby approved this ~ day of July 2007. ~~ City of San Bernardino Approved as to form: JAMES F. PENMAN, City Attorney B~ Off"""", 2007-208 , 1 2 3 This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a 4 5 municipal corporation, referred to as "City" and LITTLE LEAGUE BASEBALL, INC., 6 WESTERN REGIONAL HEADQUARTERS, a non-profit 501 ( c ) ( 3 ) organization, referred 7 to as "Organization." 8 9 10 11 12 Fiscal year 2007/2008 in order to assist in defraying the expenses connected with the conduct of 13 events related to a baseball tournament on August 3-12, 2007, as outlined in the Request for 14 Funding Assistance and letter to the City, dated June 6, 2007 copies of which are attached hereto 15 marked Attachment "A". The terms of the request are incorporated herein by reference and shall 16 govern the uses of the funds provided herein. The financial assistance provided for in this 17 18 19 obligation ofthe City beyond the terms of this Agreement. 20 AGREEMENT Civic and Promotion Funding The parties agree to as follows: 1. Recitals. A. Organization has requested financial assistance from City for the Agreement is made on a one-time basis, and receipt of said funds shall not imply a continuing B. The expenditure is for a valid municipal public purpose, to wit: for the 21 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 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 3 Expenditure of indirect funding on the amount of $38,396 is further authorized to be 4 transferred from the civic and promotion fund to various general fund departmental accounts as 5 noted in the staff report included as Attachment "B". 6 7 8 3. Use of Funds. The funds paid on behalf of Organization shalI be used solely for the purposes set forth in Paragraph I above. No deviation from these provisions shalI be made without the 9 express approval of the City of San Bernardino. Any unexpended funds shalI be returned to the 10 11 12 13 14 15 16 17 18 19 City by Organization. 4. Accountability. Financial records shalI be maintained in accordance with generalIy accepted accounting principles by Organization for this event in such manner as to permit City to easily trace the expenditure of the funds. AII 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 fulI amount received by Organization. At the 20 conclusion of the program, Organization or its designee shall present the City Manager or his 21 22 23 24 25 26 designee copies of alI receipts for expenditures connected with said program in the total amount of FIVE THOUSAND DOLLARS ($5,000). 5. Hold Harmless. Organization covenants and agrees to defend, (ifrequested by City), indemnify, and hold harmless the City, its departments, agencies, boards, commissions, elected officials, officers, 27 attorneys, employees and agents from alIliabilities and charges, expenses (including counsel 28 2 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 3 4 fees), suits, or losses, however occurring, or damages arising or growing out of the use or receipt of the funds paid hereunder and all operations under this Agreement. Payments 5 hereunder are made with the understanding that the City is not involved in the performance of 6 services or other activities of Organization. The costs, salary and expenses of the City Attorney 7 and members of his office in enforcing this Agreement on behalf of the City shall be considered 8 9 as "attorney fees" for the purposes of this paragraph. 6. Insurance. 10 11 12 Agreement, Organization shall maintain in effect policies of comprehensive public, general and 13 While not restricting or limiting the foregoing, during the term of this automobile liability insurance, in the amount of$I,OOO,OOO, per occurrence combined single 14 limit, naming the City of San Bernardino, its departments, agencies, boards, commissions, 15 elected officials, officers, attorneys, employees, and agents as additionally insured. A certificate 16 17 18 19 20 21 22 23 24 25 26 27 28 of insurance evidencing such coverage shall be provided to the Mayor or his 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 at its sole discretion 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 3 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 3 used for any purpose other than those authorized under this Agreement, as set forth in Exhibit "A". 4 5 8. Authorization to Execute. 6 Organization hereby covenants that it has taken all actions necessary to 7 take the adherence to the obligations imposed by this Agreement a binding obligation of the 8 9 Organization. 9. Notices. 10 11 12 sent by certified mail, postage prepaid, addressed as follows: All notices herein required shall be in writing and delivered in person or 13 14 15 16 17 As to City: As to Organization: City of San Bernardino LITTLE LEAGUE BASEBALL, INe. WESTERN REGIONAL HEADQUARTERS 300 N. D. Street 6707 Little League Drive San Bernardino, CA 92418 San Bernardino, CA 92407 Attn: James Gerstenslager, Executive Director 4 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 10. Entire Agreement. 3 4 5 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and 6 7 This Agreement and any documents or instruments attached hereto or supersede all negotiations and prior writing in respect to the subject matter hereof. In the event of conflict between the terms, conditions or provisions ofthis Agreement, and any such 8 9 10 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 11 first above shown. 12 13 14 15 16 17 C1TYO~AJIDJNO By. FRED WILSON, CITY MANAGER LITTLE LEAGUE BASEBALL, INC. WESTERN REGIONAL HEADQUARTER By. 18 19 ATTEST: 20 By: ~.( City lerk ames Gerstenslager, Executive D' ctor /~.~ 21 Approved as to form 22 And legal content: 23 24 25 James F. Penman City Attorney 26 27 28 .~ By: 5 j/rrlJCil mE3I/fT 111- II - 9 Little League. Western Region Headquarters -" Baseball and Softball June 6, 2007 RSC flVSD JUN _ 6 2007 C'II),Of CIIv Alto. So" 8e '>oq"tll'1lo~ 'Ottlce Honorable Mayor Patrick Morris Mayor and Common Council City of San Bernardino 300 North "D" Street San Bernardino, CA 92418 Dear Mayor Morris: The 2007 Little League Baseball Western Regional Tournament is scheduled for Friday, August 3, 2007 through Sunday, August 12,2007. Twelve Championship teams from the ]] states of the Little League Western Region will begin arriving on Wednesday, August 1,2007. 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,OOO.OO for our 2007 event. These funds will be used to offset costs associated with transporting teams to and from the airport in rented buses and serving approximately 9000 meals for teams and volunteers for the lO 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, P A. 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 West Division Championship will be televised on August lllb and the Northwest Division Championship will be televised live on August l21b. 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. Sincerely, ;;Z: - James Gerstenslager Western Regional Director encl: 7 cc: Fred Wilson, City Adminstrator 6707 Lillie League Drive. San Bernardino, CA 92407 . 909-887-6444 . Fax: 909-B87-6135 . www.lillleleague.org/wesl SAN BERNARDINO REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I) Name of Organization Little League Baseball and Softball, Ine Address 6707 Little League Drive, San Bernardino, CA 92407 PhonelFAX Contact Person PhoneIF AX (909)887-6444 James Gerstenslager, Director Designation of 50 I c (3) non-profit status of Organization (Attached: Yes)OC No~ Date of Event Au ust 3 - 12 2007 Purpose of Funding Hel defra the 0 Location Little Lea ue Baseba 1 Estimated No. of Attendees e PROPOSED CURRENT BUDGET A. REVENUES: lList aU anticipated revenues other than Citv of San Bernardino) i . AMOUNT TOTAL Snonsorshins Relristrations Promotions concessions, souvenirs, programs sales $79,SOO $79.S00 Donations ticket sales ~17 """ t17nnn In Kind Services (Other than City Services) Total Dollar Amount Requested of City $S.OOO is 000 A. TOTAL PROPOSED REVENUES $101,SOO $101,SOO MUST BE SUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DAYS PRIOR TO EVENT FOR WIDCN FUNDING IS REOUESTED. NO EXCEPTIONS. NAME OF ORGANIZATION: Little League Baseball and Softball, Inc. REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (pART II) B. EXPENDITURES: (Include all kDown direct expenses connect with event) EXPENSES AMOUNT TOTAL Personnel/Salaries Pennits Fire Bus. Lie. ABC Other Insurance City of SB Attached ('{ es No x ) Park Damal>e Bond Park Clean U sit/Damal!e Bond Security S.B.P.D Private Security Other Advertisinl! Radio Newspaper Banners FIvers Other Entertainment Music Sound System Other Promotional Items Trophies Plaques T-Shirts Other Sanitation Portable Restrooms - Public Services - Snecial Events - Banquet Facilities Parade Other - Parks, Recreation B. TOTAL PROPOSED EXPENDITURES ** (SEE ATTACHED) 214,00,0 214,000. Summary: A. Total Revenues $ 101,500 D. Total Amount Requested B. Total Expenditures - ~ 214 ,000 $ ~ . 000 C. Total Fee Waivers - '~'rArn 'Pn...... 1m $ 38,396 NAME OF ORGANIZATION: Little Lea<tue Baseball and Softball, Inc. 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 h~ .371 Security Traffic Control Fire Site Inspections Crowd Control Facilities Sound System Civic Center Use Permit Public Services Refuse Bins $8,000 Street Sweeping 3,825 Development Services Planning TUP Buildinj( Other ~ain) Parks, Rec Street Banners $400 Total Amount of Fee Waivers (In-Kind Services) $38,396 For Office Use Only: Departmental Costs In: Police Fire Public Services Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance 2007 Budget Western Regional Tournament little league Baseball, Inc Revenue Budget 2007 Concession/Souvenir Sales 75,000 Collection & Ticket Sales 17,000 Program Sales 2,500 Total Projected Revenue 94,500 Expenditures Salaries & Benefits (Directors. Part Time. etc) 48.000 Utilities 17.500 Equip RentaVField Maintenance 31,500 FeedinglHousing-Participants 52.000 Uniforms/Equipment 7,500 Concessions/Sourvenirs 37,500 Miscellaneous Supplies 20,000 Total Projected Expenditures 214,000 Net Loss for Tournaments (118,500) Pmpatfld By Melissa SInger TI8eSUIW, UttJe League 8asebaR. Inc. 6I5l2OO7 - Key8lDne Ri6k Manag..... 1995 Polnl TOWNlhip Oriw> Nor1IIumbedend, PA 17857 ACORD", CERTIFICATE OF LIABILITY INSURANCE ~ THIll c:ER'lI'ICATI! IIIIB111I!D M A IM.l'TER 01' INFORIIAlTON oNLY AND C_ NO R1GHT$ UPON THE CERTIFICATE HOLDI!R. THIS CERlFJaATE DOSS NOT AMBID" Ell'I'IND or< ALTEIITH C AffOIIDEIl er TIE POUCIEll r:JN. 11N8Wl!R8 """'ORDIIIGCOYERAoE . ............ l8ldnGfon - Utl" Leaguo ElallOblII. II'C 539 US Rl15 South WIlIlamsporl. PA 17702 : JlilURFRfI.' 1--<>.. !- . -....... -j I __ lItE l'<lLKlIPOF_lJBTEI)eE\.OWHlM1.BEI!IlISllUEOTOlIIIlIlllllJAEl>NAMED _ FOR THEI'llLICY _INIlIC/m!1l NOlVIlll1$f_" M't REQI.JIU:MEHT. TI!IW eM a>>aJlON CIf Nt( COHIRACT a::t OTHER:DOCUMeNT 'WITH ItetiPECT 10 WHCH 1HIB <:ERIlF1CATf! MAY Be.lSSUeD OR .....'l'PSiTAII. THE __ N'FIlIlIII!DIW IliE l'OUCEBIlEBCRIlEDHEREltI8 8UIIJI!(:l mAU. THE TEFIIlS, ElICWSlONSAND CONDI:noos OF &UCH POI.JaEll._TI!lIMl\'C_llAVW.VC:IlEENREOOCEDIIVFWDGtAlII& POl. _ -~ A ~1__UAIIIUTl' : : a.NMlllIADE ~ oa:utt !;_,...."_~ l1098198..Q2 1f1rol 111108 . F<lUCY 'L"" -..-.... -""'" .....-....... I ~KlAUIIui W=NJTOO I -- I I_NnO I J-':" 5""j'::.....,. j . . ............. .....' ........--- I~I.IUIIJ'''' -~ 1:"'lDEnIWI!f.IllUeceLUlNP9 ...- DI..........QII~ILOa~'~f..-'. MHl8IY~ ..",.,....."'....... iXll8E)IINGleU'" 100_ aoDI,YNIlMY .....- ,. . IlOIlILVINJU\Y ~ or q ..........,......... ...'- . NJroOlLV..fiA.AOCIDIiNJ O11StKNt ~I.CC" ......OIIU" . SM:HocaRRDlC! . ........... ~E1. HUfACClDEN! , :!'LDRAII!-91!fl11"'lCJWlt S 'e~. '.. ! I W<lsIem Reglon8l Tournement, AulJUSl11hrough Aul1lUll13. 2001. TtIe C11y cI San 8ernBRIlno. 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QUIIlC 0 ACCOUNTIN. 'UIOO INplta Septomber )0 Gentlomenl NO On ,h. bo.ls 01 YOllr .Io/.ad putpo... and th. undeulandlnq Ihot your operol/an. will cl\lllln... a. .yldancad 10 dalo or will con/or", 10 Iho.. propo..d In YO\It rullnl) appllCQIIOII. we hay. concluded 111<11 you 01. u.!l'\pllro", faderol In cornu lox as an or'JanlznllOll da.crlbad In leel/OII 501(c)(3) 0/ Ih. Inlerrialliavaall8 Coda. Any i:honQ'" In 01'0"111011 /r01\\ Ihou ductlbed, or In YD'lr ebaroclar 0' r""poses. musl b. r.porl.... hntnadlolaly 10 your Dls...lc:l Olr.ctor lor cDIl.ldarollon ollhalr a/l..1 upon your ''''''pl .101..... Yo. 'nollSl 01.0 raporl any Chnll9. In yo.... name oc add...;ll., You or. nor r.q.lr.... 10 ilia f.dorallncome la~ rohltn5 10 10110 01 you r.loln on ..ampl Ilolul, un- 10.. you alt Subjecllo tho lox on unreloled.buslnug IncOII\e Impand by aec:tJon 511 o/lho Code. In which ev.nl you ar. r.quJrad 10/110 rorm 99O.T. 0..1' dOlllmlnallon 01 10 your lIablllly loe IIIIal) lhe onnu:>! In/ormolJon 1.I....n. rorlll 99O-A, J. ael lor.lh above, T/1allalutn, II NCIulnd. musl be f1l.d on or I>./or. Iho 151h day or Ih. f1llh 1Il0nlh 011.1' Ih. cion or yoLIr oMuol aceounllnQ parlod Indl.al.d aboya. Conlrlbullons mada 10 you ora d.ducllblu by donors a~ provided In IOcllon 170 or Iha Cod., e.. queal5. 10010C"/es, d..vla... troM/.r. or 'Jllll 10 or lor youL USa ale deducllbla lor f.delalaslol. and Qih lax purposes undal Iha provision. 01 aac:llon 2055, 2106 and 2522 ollbo Coda. , You ClIO nal 1I0ble lor Ihe laxaa I",poael' undar Iha f.daral Inl..rance Conlrlbullona Act (Ioclol securlly laxes) unlan you /II. 0 wolveI' 01 axempllon ca,lIl1CQla tt. provided In .llCh oct, You ara nor 1I0blo ror Ih. lax I",pond uad.r Iho f.dOl'ol Unemployment To. Acl, Inqulrle. oboul Ihe walwr 01 ex.mpllon "rllll"'..e lor aaclaf eecurlly lalr" shollld be addres..d 10 Ihla alllce, ai, .hould any q....llon. .oncolalnq allcf... employ",_nl or olh.r fadolallaxes, This 15 a dolermlnol/on J.ller. Tha lat.tar eupor:lllCiaa 1l..t101\al Ot.L'ioo Latter dated December 7, 1951 ilsauod to your pradoOol180r eorporation. Very Iruly yOlir.. 11- /...J::"<r.....,..J? ~(../..I...,,,.....,. ,.' I Sa}'lllOur I. fr1el!lnan DIslrlcl Dl=lor .....=~.:.;-. ,-....:._-~- \-1.. 'r;. 0.' .,' ....., -~ ........-, ~-~1.. WESTERN REGION 2007 LITTLE LEAGUE BASEBALL TOURNAMENT San Bernardino, California westregion@littleleague.org Fri., 8/3107 Sat., 8/4/07 Sun., 8/5107 Mon., 816/07 Tue., Bn/07 Wed., 8/8/07 Washin on Utah Hawaii Alaska Game 1 (NW) Game 5 (W) IGame 9 (W) Game 13 (NW 9:00 a.m. 9.00 a.m. 11.00 a.m. 9.00 a.m. Alaska Arizona No. Califomia Wyoming Utah Alaska Utah Hawaii Game 2 (W) Game 6 (NW) Game 18 (W) Game 22 (W) 11:45 a.m. 11:45 a.m. 11:45 a.m. 11:45 a.m. Nevada Montana So. Califomia Arizona Arizona Alaska Montana IGame 3 (W) I~"':.~ (~ IGame 23 (N1 3.30 p.m. 5.00 p.m. N. California Idaho Oregon Hawaii Idaho Nevada So California IGame 4 (W) IGame 8 (NW) I I~~.::' (W) I I~oo"':.~ (W) I 8.00 p.m. 8.00 p.m, So. California Oregon So. California No California Top four (4) records In Pool Play from each Pool will advance to single elimination Seml-Flnal round. Approved TIe Breaker Method Will Apply. West Thur., 819107 Semi-Flnal Games Seed #2 IGame W-1 5:00 p.m. Seed #3 Seed #1 IGame W-2 8.00 p.m. Seed #4 Northwest West Fri., 8/10107 Semi-Final Games Sat., 8/11/07 Championship Game Northwest Sun.,8/12107 Championship Game ESPN ESPN 2 Seed #2 IGame NW-1 5:00 p.m. Seed #3 Winner #1 EJ Winner #2 Seed #1 IGame NW-2 8.00 p.m. Seed #4 Winner #1 ~ Winner #2 Tentative Schedule 2007 Western Regional Tournament (subject to change) Thur Fn ht Sun Mon ru. w.d 2-Aua 3-Aug 4-Aua 5-Aua 6-Aua 7 -Aug 8-A~ Golf Toum. 9:00 AM 9:00 AM 9:00 AM 9:00 AM 9:00 AM 9:00 AM Teams NW-1 W-2 W-5 NW-7 NW-9 NW-11 Arrive 11:45 AM W-1 11:45 AM 2:00 PM 11 :45 AM 11:45AM 11:45 AM 3:30 PM NW-3 NW-5 NW-8 w-9 w-12 W-2 Team 3:30 PM 5PM 5PM 5PM 5PM 5PM Pictures Opening NW-4 NW-6 W-7 NW-10 NW-11 Ceremonies 8PM 8PM 8PM 8PM 8PM 8PM W-3 NW-4 W-6 W-8 W-10 W-12 ;,~i~0{~~~~~1~:ft4~j~~~~~1t~~~~~~f;~~:'~' c~'.~~t)~::F~~i?;~~~~t~~;~~~~~~*~ht:'~M7bir~~;~;~.~W_~~t:.~l~f.lllrdJ.~~ -"wr Fn ht Sun 9-AuQ 10-AuQ 11-Aua 12-AuQ 8:30 AM Alumni Breakfast 11:00 AM 10:00 AM WR DA Luncheon Brunch SEMI FINALS 5:00 PM 5:00 PM W-1 NW-1 6:00 PM 7:00 PM Champ Champ 8PM 8PM W NW W-2 NW-2 ESPN ESPN2 6/512007 con1toumI07oegscb.xls , " IfIT/tCHrn /EIIfI e 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. for civic and promotion funding in the amount of$5,000 from the FY 07/08 budget to assist with the conduct of their Western Regional tournament on August 3-12, 2007. The organization is also requesting a waiver of applicable departmental fees in connection with the event. BACKGROUND: James Gerstenslager, Western Regional Director, is requesting financial assistance from the FY 07/08 civic and promotion fund in the amount of $5,000 to aid in the conduct of their 2007 tournament scheduled for August 3-12, 2007. They are also requesting a waiver of fees for department personnel and equipment connected with the event. These fees are as follows: Police City Manager Parks/Rec Public Services $33,371 400 800 3825 TOTAL $38,396 Attached for your review is a letter to the City dated June 6, 2007 and a completed Request for Funding Assistance including a proposed budget and anticipated revenue from other sources. Last year, the Mayor and Council approved $5,000 in civic and promotion funding to support the activity with a similar waiver of fees. Attached is the organization's accounting of those funds. FINANCIAL IMPACT: Included in the FY07/08 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 illustrating FY06/07 funding activity. RECOMMENDATION: 1. Adopt resolution. 2. That direct funding in the amount of $5,000 be approved; that indirect funding in the amount of $38,396 be transferred from the FY07/08 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 in the 2007 Western Regional Little League tournament. Little League. Western Region Headquarters Baseball and SOftball June 6, 2007 RfCf/VfD J{j/V _ C: 6 .?oo; 1Iya,.. ChI''' ""I) 8~ "'01) "'!'Jo ops,. IO'/!'Jo '0", 'Os Mr. Michael Billdt Chief of Police City of San Bernardino 446 West Fourth Street San Bernardino, CA 92401 Dear Mr. Billdt: The 2007 Western Regional Little League Baseball Tournament is right around the comer. This tournament is for the II and 12 year old State Champions from eleven Western States including Hawaii and Alaska. We are again asking for your assistance in assigning Police Personnel to help with crowd control and security. Additionally, we are again asking for the support of the Reserve Units. Their services in the past have been greatly appreciated as they have been most helpful in monitoring our parking areas and grounds surrounding the Stadium Field. Their uniformed presence has made a positive difference. Opening Ceremonies and Tournament Play for this year's Western Regional Tournament are scheduled to begin Friday, August 3, 2007 and continue through Sunday, August 12, 2007. I have enclosed a copy of our 2007 Regional Tournament Schedule for your convenience. Thank you for your continued support of the Little League BasehalI Program and our Western Regional Tournament. Your help is greatly appreciated. I extend a personal welcome to you to attend some or all of the games, as your busy schedule will allow. Meals and refreshments will be available for your workers. Sincerely, ~~.r James Gerstenslager Western Regional Director encl:l 6707 Little League Drive' San Bernardino, CA 92407 . 909-B87-6444 . Fax: 909-887-6135 . WWW.lillleleague.orglwest Name of Organization: Daterrime of Evenl: Location: Type of Event: Event ChairmanlPhone #: Date: Little League Baseball and Softball, rne AUiust 3rd - 12th. 2007. 9:00 a.m. - 10:00 p.m. h707 T.irrlp T.P-;;!~HP- nrivPr !=;::In 'Rprnarninn r.A Q76.07 Western Reeion Little Leaeue Baseball Tournament ra~o~ ~oYQ~on~'~80Y, niro~~nT (QOQ)RR7_hbbfi nr (570) 447-6872 Mav 29. 2007 (The date that the organization picked up the parade package - Application, Instructions, Hold Hannless) HOLD HARMLESS AND INDEMNIFICATION 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 ofthe 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. LicenseeIPerrnittee shall investigate, handle, respond to, provide defense for and defend any such claims, demand, or suit at the sole expense of the Licensee/ Pennittee. LicenseeIPerrnittee 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 LicenseelPennittee or the City or to enlarge in any way the LicenseeIPennittee'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 LicenseelPennittee's perfonnance hereunder. T"n~ 5, 2007 Dated ~~~ ../'GcenseeIPerrnittee By Liul e Leaiue Baseball and Softball. Inc Title Director (Attach a certified copy of documentation, which will authorize Applicant to contract on behalf of corporationlbusiness.) PARADE/SPECIAL EVENT APPLICATION CITY OF SAN BERNARDINO MUNICIPAL CODE 5.42 Check One: o Parade IJ Special Event Little League Baseball and Softball, Inc. Sponsor. Citizen, Business. Corpotalion "707 l.if"'rlp T'':'~gllP nr. ~::!On RpTTHlrrlinnJ f'.A Q?lt07 local Address August 3 - 12, 2007 Date of Ewnt 6707 Little LeaKue Dr, San Bernardino, CA 92407 Headquarters Address 9:00 a.m. Starting Time (909)887-6444 Local Phone Little LeaKue Baseball and Softball, Inc Corporate or Business Head Little League Baseball and Softball, Western Region Hdqts. local Corporate or Business Head Headquarters Phone 10:00 p.m. Estimated Ending TIfTl8 Baseball Tournament Theme or Purpow James Gerstenslager Event Chairman Dave Bonham Event Alternate Chairman (570) 447-6872 Phon> (909)887-6444 Phone Assembly Area Little League Baseball and Softball. Al Houghton Stadium. located at 6707 Little League Dr., San bernardino, CA 92407 Estimated Spectators 50.000 - 60.000 Number of Vehicles and Persons in Each N/ A Descnbe Sound Amplifying Equipment to be used Multi Speaker Public Address system Describe Training or Instructions Given to Participants N / A Number of Restrooms and Water Facilities 2 The undersigned makes application for a parade/special event and in support of said application, certifies that all statements herein are true, accurate and complete. Falsification or unapproved changes may result in the cancellation of this application. Applicant acknowledges receipt of a copy of the regulations and instructions. June 5. 2007 Date d.~~~ / Signature of Applicant /' ~ Little League. Western Region Headquarters -~ Baseball and Softball June 6, 2007 ~~C'~~D J{j/V , c~ 6' 4/01 c". 0'.0_ 'Y~""'I)8s '>o9&r ~rO'/..... · 0,,, .'U re.. San Bernardino City Parks & Recreation Dept. Mr. Kevin Hawkins, Director 547 N. Sierra Way San Bernardino, CA 92410 Dear Mr. Hawkins: The 2007 Little League Baseball Western Regional Tournament, featuring 12 State Champions from the eleven Western States, is just around the comer. Our tournament will begin Friday. August 300. Our schedule that day includes Opening Ceremonies and Tournament Play. Tournament play will conclude with our West Division Championship game on Saturday, August 11lh and our Northwest Division Championship game Sunday, August 12lh. Both of the Championship games will be televised live on ESPN2. I have enclosed a copy of our game schedule for your review. We are asking for your assistance in providing us help with stadium clean-up help during our tournament as has been provided in the past. We would appreciate the assistance of two men along with Air Blowers. (Breakfast will be provided) Any help you can provide will be greatly appreciated. The times, days, and dates, that we could use help are listed below. Saturday, August 4th 6:00-9:00 am Monday, August 6lh 6:00-9:00 am Wednesday, August 8lh 6:00-9:00 am Friday, August 10lh 6:00-9:00 am Sunday, August 12lh 6:00-9:00 am Sunday, August Slh 6:00-9:00 am Tuesday, August 7lh 6:00-9:00 am Thursday, August 9lh 6:00-9:00 am Saturday, August I I lh 6:00-9:00 am Monday, August 13lh 6:00-9:00 am We invite you to visit our Little League Baseball Western Regional Tournament as often as your schedule allows. Again thank you for your continued support. Please contact me with any questions or concerns you may have in this matter. Sincerely, ~ James Gerstenslager Western Regional Director encl: I 6707 UtIle League Drive. San Bernardino, CA 92407 . ~O~-RR7_R"A . <_u. nno no. ____ -Ci) UtIle....... -...... -...... ./ ;' Baseball and Softball June 6, 2007 .{>tCt~D v'04' , C'~ 6' .?oOI C'~ 0, olb ~~ ee'llQ .", 0", 'fcqf1o rc. Mr. Ken Fisher Superintendent Public Services 300 North "D" Street, Room, 421 San Bernardino, CA 92418 Dear Mr. Fisher: It is once again time for the Little League Baseball Western Regional Tournament. The 2007 Little League tournament play begins on Friday, August 3rd and ends on Sunday, August 12,2007. Teams will arrive on Wednesday, August 1, 2007. I am asking your consideration once again in providing us with 50 traffic cones, 35 barricades, a Daihatsu electric cart, 6 additional dumpsters to include daily pick up and one 40 yard dinosaur to be picked up August 4, 6, 8, 10 and 12. This would certainly relieve us of the tremendous amount of refuse that is left behind by the thousands of spectators. If this request is granted, we would like the items delivered to 6707 Little League Drive, San Bernardino no later than Tuesday, July 31, 2007. All items may be picked up Tuesday, August 14,2007. Mr. Fisher, thank you again for your continued support, and for any help that you can provide. I take this opportunity to extend a personal invitation to attend some or all of the games. A schedule is enclosed. Sincerely, James Gerstenslager Western Regional Director encl: I cc: Arlington Rodgers, Solid Waste Manager R707 Ilttla I ........... n..:..... ~ f"__.... SAnt By: Little League BaSeballj 909 887 6135; Jun-7-07 8:35AM; Page 2 &..,y'-b.. 8. 2006 Fredtrigk A. Wilson. City Admini8b:1JWr 300 North "D" ~ San BcmarcImo, Ca 92418..0001 Ref: Accountina 200S Western RegiOlll1I Toumam.em Support Sum........,~ Fi.........iaJ Assislance mceived fivm City of San Bema.diuo $5000.00 Expcuse: Coech USA, 1'rIDIIpOl1 Teams Misc. Food hI~ Ot&etting Expense $2.810.&8. S2.189.1p. $5000.00 .We Ill'e <tbJiged 10 provide .......,...tatlOIllbr ~ ofup 10 14 pIqets, iaod 3 adu.Its ad1 from LAX or ONTto 1110 ~ ~ ad RllIlm dlcm 10 tile aiIpOlt. "'''' KiIlchen food ono:peose fur 1110 2006 Resicm81 Tl)IlI'nlnqalt was In t:ltC$ of $40,000. This ~ ia dinII:dy ft'!- i 10 fi:lediag O\'W' 180 pIa,en. ..........-; ad ~ hi MrliNlo to YOIwIteer AppOrt IClIff ovor the period of Aupst 2 - A_I4, 2006. P1eue feel he to 1l01llaet me should you require lIIl)' ~ information in lhia matter. SubmittllCl by: /~ ~~~-1 1_ M. 0enIaIaIaaer Western RegionIl Director A~:10 I707I..11at LIIpe ~. lI8n IlerIlInIIno, CA tz407 . 808-tlINI444 . f'Ix: .09-a8NI185 . ~ Sent By: Little League Baseball; 909 887 6135; Jun-7-07 8:35AM; WIll'''' DISPA'ICH OffICE: 'J',.",'" "'\' -- - SINAI. INVOICE RI!MIT TO: BAlIEAATI!. . OFHllURIl 5:~ --:. . I.M_:. . --:. . o -.cJITM lUIAICl<'.NI : JIC. 1015,CtWm!R . m-~~'f;-' Q-r~,. . .... - . " "',' . . fIUCtM TAX -41$1 u,1JlP TAll -l1M ontI!R TOTAL BIU.ING AMOUNT AECElYW~ >>%2. AMOUNT DUE 'ntS IN'IOlCe Page 3 , ..&iO.oo 1I 1I 1I 1I , 1I 31Z.3~ . <31:L.u> , h A J'WWICI. 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IHvOIC~ Page 5112 , &10.00 , , .. . ~ra- ..z. . .('31'2..32> .2f AflINNlIClI:OtIIift(IE~ttESTA1ViDRY...T wu..ClWlBJQNMLII'AlIr_~ Sent By: Little League Baseball; 909 B87 6135; Jun-7-07 8:37AM; Page 6112 "''''''1 ~TCHOI'flCE: AEMIT TO; 1 6707 Ll:'l"l'LB:LBAGUB DR SAlt BBRlAlWINO, CA; 92407 1 8. ORNELAS #'a'HOURI 5'".00 0: . 0: IlEAIlHIMl_" . : C ~C\IVIICUINl ""iiC' *15-aWm!R : WY G I. s AlO.oo s . . : -zt31 : -21:l4 rorAL IlU.I'lG . "!al"2.. ~"2. AMOIMTAECelVED~ .~"Z..90z. .<7Ie~ AMOUNT DUE! THIS MIOlCE . s A' "'- ;)lIlGINAI. INVOICE A AMNCI! 0HI.AIE0f' tHE 1TA.1VItJPIy ~ VI1U. ROtWIQI!DDIIALL PMT uur:tf\OOI!8 Sent By: Little League Baseball' .........------- ., ' 909 887 6135; Jun-7-07 8:37AM; Page 7/12 '/1,,11 IlISI'AlCHOFflCl!: RI!NlT 10: '07 LITrLB LPG01l DR. CA 92~07 _""IE: ~Ol'HOIMS 5.'DD --,~ . ,114_' ~ · ' . "Q&ADeADI&I8: F . : o ~_ClIJIlRI(;UI.Ai oojoC ...,lHlOUlntII'l 'at';';\\:-'i:'i' , .' . 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Sent By: Little League Baseball; 909 887 6135; Page 10/12 /TIfIIIII DlSPATCtiOFFU: IfBS'l'BRN 6707 LITTLE LEAGU ~ 1 Jun-7-07 8:39AM; _10: '01'_ S'.oo .: .: IlIllDHEAD Ml&, . . 1- q . flllI6.EX'lRI\ CU'lIIcIW "f'- 00l1-ClWnER . r....1 \ I ,f:"" ~ 5 ZlZ3 ~~.!:'. : -21S1 5 :-4134 " s " $ ~lb.CO 5 , S " PUCmlA 11\X LA_TAX - 1OtALBl.UNG~~ s ~f.!... ~z AMOuNTAe : eo ~ $ tf AMOWr DUe THlSIIIVOI(;e Ro ~ "31 ~ 3z ~-_lIFlIt!""'1VmftYlAtr.....~""....._..._. ..l)FHOtJAll '5 ~oo 0' .. .: IlEAIlIIlMlMUiS,. 0 : C 4OCl5-EXlIIo\ ClIRCWNI r1li:\I.~:) .~r<:l :z:IS*ntdtf. .,~. : -41131 .~lM - Sent By: Little League Ba.eball; 909 887 6135; "'1""" 1ll8PA1Ql OFFICE, - ARTBRS 'B8TBRN ltBGlOHAL 107 ~I~ LBAGUE DR. AB BBRRARDll1lO CA U407 114 CORN - R1Gll'W. INVOICE AEMlT 10; Jun-7-07 8:39AM; Page 11/12 116 , .!\OU).O(;> . ' , II. L.. s lOTALlll.LlNG S ~J '2" "'2- AMOUNT FECeIVSl Gf:..... 32"2.. s ,(3'2. ~o/ AMOUNT DUE TItS tNVOlCe . .i!J AJllrMNCEatWm CM" lIE 8I'A"N1D'ft' uirr MJ.IE CtWIOI!DCNM.l..PMI' IIUIIfVClCB Sent By: Little League Beseball; 909 887 6135; Jun-7-07 8:40AM; Page 12/12 w.-"II:r: --.., ---. PENNY'S CREATIVE CONCESSIONS 33710 BEVERLY DRIVE HEMET, CA t2545 ~...~'* --......- --- - em: OWl 1JOEl IllU.RIl lltIIe l.88gu8 Basebelf Waatem Region 6107 UIIIe Leque Dr San Bemllldlno, CA 92407 PHONE llON&7-6C44 21 1 MIIII Serwd 01'1 (1.11106 VJeIl8m RegIon8I TOIIIMIIlIflt $1'.00 $141.00 21......x$7_oo 113 1 MIIII s.n.d 01'1 BIM6 WtIll11m RegIona/ TIlIIIIIlIIIMIrt 11 ""'" dUO $8.00 $1C12.00 Il8 -" lC $7.00 $7.00 t872.00 649 1 S8nilld 0I'I8I3IOIS WuIem RegIor.... TOlIl1IIIlIlllh( 911lMl11J lC ..00 $8.00 . $lM6.oo 458 -*xi7.00 $7.00 $3.200.00 . . 728 1 MeeIe.s.McI on 8I<W8 WMIBm RegionIl TOlllllInlel1t 2181l181la x.oo. $6.00 $1.306.00 610 mNI$ d7.GO $1.00 $3,510.00 578 1 Mella __ on MlI06V-'lItu. RegIona/ TIlIuo....._i1: 241 m..lu..OO ..00 $1.446.00 336...... II: $7'.00 $7.00 12,345.00 532 1 ..... 6ervel;Ion MIlI8 WI.llm R8gb1ll TOUIlI8Illellt 210... x ....00 $8.00 ",314.00 3131l1l!1l11s X $1.00 $7.00 12.191.00 AI. BALEs T. SHlf'PIhG ToTAL. fl6,7OO.oo . to.Oll $0.00 ., 100.00