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CITY OF SAN BERNODINO - REQUEST ~ COUNCIL ACTION
From: PEGGY DUCEY
Assistant to City Administrator
Subject: Resolution authorizing agreement
with Casa Ramona for Civic and
Promotional Funding for FY 92/93
Dept:
Date:
September 3, 1992
Synopsis of Previous Council action:
9/3/91 ~- Resolution 91-383 approved $5,000 in civic and promotional
funding for FY 91/92.
9/2/92 -- Recommended for approval by Ways and Means Committee.
Recommended motion:
Adopt resolution.
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Signat~r
Contact person:
Peggy Ducey
Phone:
5122
Supporting data attached:
yes
Ward:
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FUNDING REQUIREMENTS:
A t $$12,950
moun:
Source: (Acct. No.)
001-091-53625
(Acct, DescriPtion)
Civic & pro~otipnal Fund
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Council Notes:
Agenda Item No.
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CITY OF SAN BER~DINO - REQUEST tOR COUNCIL ACTION
STAFF REPORT
On September 2, 1992, the Ways and Means Committee approved the
request by Casa Ramona for a total of $12,950 to partially fund the
6th annual Mexican Independence Day celebration at Seccombe Lake.
The Committee requested that further information regarding the
Civic and Promotional Fund budget as well as past Casa Ramona
grants be provided to the council before final approval is
authorized.
The total cost of the
other funding sources.
celebration. However,
contributor this year.
approved the waiver of
cost of $1,616.54.
event is $19,450, with $6,500 coming from
Last year, the City provided $5,000 for the
Casa Ramona has lost Coors Beer as a major
At the August 17th meeting, the Council
City fees for the celebration, for a total
Funding for the request would come from the
Fund. FY 1992/93 has $105,000 budgeted.
awarded for this fiscal year.
civic and Promotional
No grants have been
75-0264
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CITY OF SAN BERNARDINO. Q AND PROMOTION FUND
REQUEST FOR FUNDING ASSISTANCE
,
08/28/92 ~
Organization (Name, Address, etc.) Date Submitted
CASA RA.'lONA, INC 2. Contact Person CARMEN PEREZ
1524 W. 7TH STREET Title DEPUTY DIRECTOR
SAN BERNARDINO, CA 92411 Phone (714) 889-00 II
3, Phone (714) 889-00 II 4, Period of Sup~rt Requested or Date of Event
Number 01 Years in Existence 21 SEPTEMBER 15 . 1992
s, Taxpayer Identification Number 23-7250781
6. Activity for ";hich funding is requested: 6TH ANNUAL MEXICAN INDEPENDENCE DAY CELEBRATION
AT SECCOMBE LAKE.
7, Estimated numberol persons expected to anenlthis programlproject
8, Proposed Budget: '- "dUIII '- ...~I Budg. "dUll
Personnel: 016 Facility Rental 023 Trophies
017 Insurance 024 Scholarships
01 Fu!ltime Salaries 018 Decorations 200 200 025 Celebrity Expenses 46 0
02 Parttime Salaries 019 Utilities: Accommodations
03 Overtime Gas Lodging
-
04 Electrical Other
OS -
Phone
- 026 Miscellaneous ElCp8nf~o
Other "0
Expenses: PORTA POTS 5
Sub-Total 3300 3300 SOUND 900 000
010 Office Supplies PERMITS 200 2 0
0' 1 Postage I' ~ 020 Special Equipment FOOD 3nn '00
012 Printing ,n, FIREWORKS 10 001 iO 000
013 Equipment Rental 2,1 17,0 11750 117500
014 Security An, Ann 021 Advertising li-
015 Food! 30 300 022 Promotion GRAND TOTALI 965
Refreshments Expenses 19650
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9, list Anticipated Funding/Revenue (Sources other than City)
Source Amount
ANHEUSER BUSH $5,000.00
TOTAL $5,000.00
10. Anticipated revenue from activity $1,500.00
11, Total Amount Requested from City: Sent to Ways & Means Date:
A, Total Proposed Budget Amount $19,450.00 Action:
B, .I..i.u: Other Funding Sources 6,500.0U Sent to Mayor & Council Date:
C, Total Amount Requested from City 512.95U.OO Action:
12, Describe any additional assistance being requested from the city: (Personnel, equipment. park area. Estimated Costs
building, etc.) , (To be completed by City)
A.
B
C,
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'3. Si(1re of applicant: va.... Da'. J /,;}-y Ie;::+... 5
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NOTE: Prease be preparfld to submit an audit dt'}tour financIal activities. In thfl flvent such information Is deemed n~ssary.
Attach sketch and other supporting Informalion. If appropriate.
O:STRIBUTION: WHITE _ CITY ADMINISTRATOR GREEN _ FINANCE CANARY _ APPUCANT OTHER DEPTS
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1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH CASA RAMONA RELATING TO FINANCIAL
3 ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR FISCAL YEAR 1992-
93.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
5 SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. The Mayor of the City of San Bernardino is hereby
7 authorized and directed to execute on behalf of said City an
8 agreement with Casa Ramona, a copy of which is attached hereto,
9 marked Exhibit "A" and incorporated herein by reference as fully as
10 though set forth at length.
11 SECTION 2. The authorization to execute the above referenced
12 agreement is rescinded if the parties to the agreement fail to
13 execute it within sixty (60) days of the passage of this
14 resolution.
15 I HEREBY CERTIFY that the foregoing resolution was duly
16 adopted by the Mayor and Common Council of the City of San
meeting thereof, held on the
17 Bernardino at a
18 day of
19 Councilmembers
20 ESTRADA
21 REILLY
22 HERNANDEZ
23 MAUDSLEY
24 MINOR
25 POPE-LUDLAM
26 MILLER
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, 1992 , by the following vote, to wit:
AYES
NAYS
ABSTAIN
ABSENT
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1 RESOLUTION AUTHORIZING AN AGREEMENT WITH CASA RAMONA FOR FINANCIAL
ASSISTANCE.
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City Clerk
The foregoing resolution is hereby approved this
day of
, 1992.
W. R. Holcomb, Mayor
City of San Bernardino
Approved as to form
and legal content:
By:
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A G R E E MEN T
civic and Promotional
THIS AGREEMENT is entered into between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", and
CASA RAMONA, a non-profit organization, referred to as
"Organization."
The parties agree as follows:
1. Recitals.
A. Organization has requested financial assistance from
City for the fiscal year 1992-93, in order to assist in defraying
the expense of certain events or activities sponsored by
Organization as set forth in Organization's Request for Funding
Proposal (hereinafter "the proposal") recommended for approval by
the Ways and Means Committee of the city, a copy of which proposal
is on file in the Office of the City Administrator. The terms of
the proposal 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 promotion of the Hispanic community's
celebration of the 16th of September as more fully set forth in the
proposal submitted by organization.
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1 2. PaYment. Upon presentation of a claim to the city
2 Finance Director, City shall pay to organization from the budget
3 for the 1992-93 fiscal year, the total sum of twelve thousand, nine
4 hundred and fifty dollars ($12,950.00) dollars to cover the costs
5 per the Request for Funding application agreement.
6 3. Use of Funds. The funds paid to Organization shall be
7 used solely for the purposes set forth in Paragraph 1 and in strict
8 compliance with the provisions set forth in the proposal. No
9 deviation from the proposal shall be made without the express
10 approval of the City of San Bernardino. Said funds shall be
11 expended by June 30, 1993 and any unexpended funds shall be
12 returned to the City by organization.
13 4. Accountinq. Organization shall provide the information
14 listed under the Actual Column on the Request for Funding form
15 within 60 days of the event or program completion and forward
16 completed form to the city Administrator Office for review by the
17 Ways and Means Committee. At such time or times as may be
18 requested by the city Administrator or Director of Finance of City,
19 Organization shall submit to the city Administrator, with a copy to
20 the Director of Finance, an accounting of the actual expenditures
21 of all revenues accruing to the Organization for the fiscal year
22 ending June 30, 1993. Financial records shall be maintained in
23 accordance with generally accepted accounting principles by
24 organization in such a manner as to permit City to easily trace the
25 expenditures of the funds. All books and records of organization
26 are to be kept open for inspection at any time during the business
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1 day by the City or its officers or agents.
2 5. Hold Harmless. Organization covenants and agrees to
3 defend, indemnify, and hold harmless the city and its employees and
4 agents from all liabilities and charges, expenses (including
5 counsel fees), suits, or losses however occurring, or damages
6 arising or growing out of the use or receipt of the funds paid
7 hereunder and all operations under this agreement. Payments
8 hereunder are made with the understanding that the City is not
9 involved in the performance of services or other activities of
10 Organization. Organization and its employees and agents are
11 independent contractors and are not employees or agents of the City
12 in performing said services.
13 6. Termination. ci ty shall have the right to terminate this
14 agreement and any funding remaining unpaid hereunder for any reason
15 by mailing a ten-day written notice to Organization and this
16 agreement shall terminate ten days after the mailing of such
17 notice. In the event this agreement is terminated for reasons of
18 improper use of funds or use of funds for any purpose other than
19 those authorized, any unexpended portion of the funds provided by
20 City shall be returned to city. In addition, Organization shall
21 reimburse to City any funds expended which were used for any
22 purposes other than those authorized under this agreement.
Assiqnment. organization shall not assign its interest
agreement without the prior written approval of city.
23 7.
24 in the
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1 8. Insurance. Organization shall take out and maintain
2 during the life of this agreement such public liability and
3 property damage insurance as shall insure city, its elective and
4 appointive boards, commissions, officers, agents and employees,
5 permittee and its agents performing acts covered by this agreement
6 from claims for damages for personal injury, including death, as
7 well as from claims for property damage which may arise from
8 Organization'S or its agents' operations hereunder, whether such
9 operations be by Organization or its agents or by anyone directly
10 or indirectly employed by either Organization or its agents, and
11 the amount of such insurance shall be as follows:
12 a. Public Liability Insurance. In an amount not less than
13 $100,000 for injuries including, but not limited to, death to any
14 one person, and subject to the same limit for each person, in an
15 amount not less than $100,000 on account of anyone occurrence 1
16 b. Property Damage Insurance. In an amount of not less than
17 $50,000 for damage to the property of each person on account of any
18 one occurrence. city shall be set forth as an additional named
19 insured in each policy of insurance provided hereunder.
20 9. organization hereby covenants that it has taken all
21 actions necessary to make the adherence to the obligations imposed
22 by this agreement a binding obligation of the organization.
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1 AGREEMENT WITH CASA RAMONA FOR FINANCIAL ASSISTANCE.
2 10. Notices. All notices herein required shall be in writing
3 and delivered in person or sent by certified mail, postage prepaid,
4 addressed as follows:
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As to organization:
As to City:
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Casa Ramona
1524 W. 7th Street
San Bernardino, CA 92411
8 11. Entire Aqreement. This agreement and any documents or
9 instruments attached hereto or referred to herein integrate all
10 terms and conditions mentioned herein or incidental hereto, and
11 supersede all negotiations and prior writing in respect to the
12 subject matter hereof. In the event of conflict between the terms,
13 conditions or provisions of this agreement, and any such document
14 or instrument, the terms and conditions of this agreement shall
15 prevail.
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ATTEST:
CITY OF SAN BERNARDINO, a
Municipal Corporation of
State of California
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25 By:
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W. R. Holcomb, Mayor
City of San Bernardino
19 Rachel Krasney
City Clerk
21 Approved as to form
and legal content:
CAS A RAMONA
JAMES F. PENMAN
23 City Attorney
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