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CITY OF SAN BERNARDINO. REQUEST FOR COUNCIL ACTION
From: Fred Wilson
City Administrator
OR I"" .. , ~ L
II \"I, 11\//4
Subject: Request for civic & promotion funding
Black History Parade 2001
Date: August 31,2000
Synopsis of Previous Council action:
10/18/99 Resolution 1999-250 approving civic and promotion funding for 2000 Black History Parade.
9/06/00 Ways and Means recommended approval of fee waivers for 2001 Black History celebration.
Recommended motion:
1. Adopt resolution
2. That approval of direct funding in the amount of $4,500; indirect funding in the amount of $15,877 be
transferred from the 2000/01 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 2000/01 Black History Week events scheduled for February ,0 1.
Signature
Contact person: Fred Wilson
Phone: 5122
FUNDING REQUIREMENTS:
Amount:
Ward: Xl., ~
$4,500 direct; $15,877 indirect FY2000101
Supporting data attached: Yes
Source: (Acct. No.1001-091-5186
(Acct. Description) civic & promotion fund
Finance:
Council Notes:
Agenda Item No ;Z ~
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STAFF REPORT
Subiect:
Request for civic and promotion funding for Black History Week activities and waiver of
fees for use of personnel and equipment to assist with event.
Back!!: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 the Black History Parade
scheduled for February 2-4, 2001. 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 $15,877. This amount 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 yeai'sdirect funding request of $4,500 is $200 more
than last year.
Deoartment
Amount
Police
Parks & Recreation
Public Services
Traffic Engineering
$11,191 personnel/equipment
$ 2,993 facility use
$ 1,089 personnel/equipment
$ 604 labor for barricades
Total
$ 15,877
Non waivable fees and refundable security deoosits.
Parks & Recreation
Traffic Engineering
$1,500 damage/clean up deposit
$1.150 barricade deposit
Total
$2,650
Provided as an attachment is a matrix for the FYOO/O 1 civic and promotion fund.
Financial Imoact:
$4,500 in direct funding, and a waiver offees for City personnel and equipment in the
amount of $15,877 from the civic and promotion fund constitute the costs to the City for
this event.
Recommendation:
Authorize direct funding in the amount of $4,500, indirect funding of$15,877 from the
2000/01 civic and promotion fund and approve waiver of fees for use of city personnel
and equipment to assist with the 2001 Black History event.
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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 THE SAN BERNARDINO BLACK CULTURE
FOUNDATION FOR FINANCIAL ASSISTANCE FROM THE CMC AND
PROMOTION FUND FOR FY 2000/01.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City an Agreement with the San Bernardino Black Culture
Foundation for civic and promotion funding from FY 2000/01, a copy of which is attached
hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set forth at
length.
Section 2.
The authorization to execute the above referenced agreement is
rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption
of this resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AGREEMENT
WITH BLACK CULTURE FOUNDATION RELATING TO FINANCIAL ASSISTANCE
FROM THE CIVIC AND PROMOTION FUND.
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
day of
, 2000, by the following vote to-wit:
thereof, held on the
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
13 SUAREZ
14 ANDERSON
15 MCCAMMACK
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City Clerk
,2000
day of
The foregoing resolution is hereby approved this
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Judith Valles, Mayor
City of San Bernardino
Approved as to
23 Form and legal content:
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JAMES F. PENMAN,
City 1forney
By: ~ ;-rh i, 14~;:...,-..,,_.,
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4 This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
5 municipal corporation, referred to as "City" and SAN BERNARDINO BLACK CULTURE
6 FOUNDA nON, INC., a non-profit organization, referred to as "Organization."
7 The parties agree to as follows:
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1. Recitals.
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A. Organization has requested financial assistance from City for the
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11 Fiscal year 2000/01, in order to assist in defraying the expenses connected with the conduct of
12 events related to their 2001 Black History Week celebration, as outlined in their Request for
13 Funding to the Mayor and Common Council, a copy of which is attached hereto marked Exhibit
14 "A". The terms of the request are incorporated herein by reference and shall govern the uses of
15 the funds provided herein. The financial assistance provided for in this agreement is made on a
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one-time basis, and receipt of said funds shall not imply a continuing obligation of the City
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18 beyond the terms of this agreement.
19 B. The expenditure is for a valid municipal public purpose, to wit: for the
20 conduct of events related to their 200 I Black History Week celebration,
21 February 2-4, 2001.
22 2. Payment.
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Upon presentation of a claim to the City Finance Director, City shall pay
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o organization from the civic and promotion fund budget for the 2000/01 fiscal year, the total
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26 urn of FOUR THOUSAND FIVE HUNDRED DOLLARS ($4,500).
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AGREEMENT
Civic and Promotional
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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
approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
6 Organization.
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8 Financial records shall be maintained in accordance with generally
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accepted accounting principles by Organization in such manner 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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4.
Accountability .
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
14 reimbursing the City in the full amount received by Organization. At the conclusion of the
15 program, Organization shall present the City Administrator or his designee copies of all receipts
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21 Organization covenants and agrees to defend, indemnify, and hold
22 armless the City and its employees and agents from all liabilities and charges, expenses
23 (including counsel fees), suits, or losses, however occurring, or damages arising or growing out
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for expenditures connected with said program in the total amount of FOUR THOUSAND FIVE
HUNDRED DOLLARS ($4,500). If Organization does not submit receipts totaling $4,500
which City deems appropriate, Organization shall remit balance of funds to City.
5. Hold Harmless.
f the use or receipt of the funds paid hereunder and all operations under this agreement.
ayments hereunder are made with the understanding that the City is not involved in the
erformance of services or other activities of Organization. The costs, salary and expenses of the
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City Attorney and members of his office in enforcing this contract on behalf of the City shall be
considered as "counsel fees" for the purpose of this paragraph.
6.
Insurance.
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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:
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 Administrator
San Bemardino, CA 92407
Attn: Charles Burris, President
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12 first above shown.
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19 TTEST:
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By:
21 City Clerk
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AGREEMENT WITH BLACK CULTURE FOUNDATION FOR CIVIC AND PROMOTION
FUNDING FOR FY 2000/01.
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
CITY OF SAN BERNARDINO
By.
Judith Valles, Mayor
SAN BERNARDINO BLACK CULTURE FOUNDATION
By.
Charles Burris, President
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pproved as to form
d legal content:
ames F. Penman
ity A~rney
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CITY OF SAN BERNARDINO - CIVIC AND PROMOTION FUND
REQUEST FOR FUNDING ASSISTANCE
" Organization (Name. Address, etc.) Date Submitted Auoust 18. 2000
~~n Ca~~rrlinn ~l~~~ "",1+-11'1'"0 ....n'1~t-;nn 2, Contact Person ifu:mas Gueston
P. O. Box 7288 Tdle 1st Vice President
C2n Uarn2~inn r~ Q,,).411 Phone 1(09) 884-4173
3. Phene (909) 381-8240 4, Period of Support Requested or Date of Event
Number of Years in Existence ":l.? Fp-hnlAry 2-4. 2001
..' Fed 95-3674129
5. Taxpayer identif1ca~f_tt~mb8r
6. Activity for which funding is requested: ~n 'RP-rnardino Black "M:xIth ( Februarv) Activities
February 2, 2001: Recagni tion Reception, Crowning of senior King and Queen, ancfotiss
Rl2l""K J:!""'nn.:.~miTV"'l p"gp.;lnt-- FphnJi'lry 1. 200': Black Historv Parade. celebrity
Luncheon . and Black History Ball; February 4, 2001: Gospel Program
7. Estimated number of persons expected 10 anend this program/project p;:lr;::!Ili~.. ?.OrOOO: 'Rall: 400
8, Proposed Budget: .- Act... .- Actu.. ....... Act..,
Personnel: 016 Facility Rental 600 400 023 Trophies 950 880
017 Insurance 3000 2967 024 Scholarships 0
01 Ful"ime Salaries n 018 Decorations 600 400 025 Celebrity Expenses
02 Parttime Salaries n 019 Utilities: 0 Accommodations 200 0
03 Overtime 0 Gas L- Lodging 0
04 Electrical1L- Other (REFRESH_1 no n
05 Phone 1L- 026~.l..usE_:
Other 0
Expen...: Judaes 300 310
Sub. Total 0 Miss Black SB 1000 0
010 Office Supplies .. '0 020 Special Equipment Sr Kina & Queen 100 86
011 Postage ,.0 1no QthPT IT-Shirts) 500 484
012 Printing 1nM ,non Sf"...f"P- Filina Fee 10 10
013 Equipment Rental '::l:nn >"' Bond (Reimbur- 1500 1500
014 Security n 021 Advertising 0 sable)
015 Food! 022 Promotion
Refreshments 3MO 2R12 Expenses GRAND TOTAL
13375 11320
9. lis1 Anticipated FundinglAevenue (Sources other than City)
Soureo Amount
1\..........~.,.w 1:h..,....h 1i"nie~ . 'l'hA("...::lC:::~TW r'rmmm; ry Hn!';P; f"n1.
.
San-Hi Bowling Lanes, Simpson Ibrtuary
TOTAL $4.600
( 10 Anticipated revenue from adivity )
11. Total Amount Requested from City: Sent to Ways & Means Date:
A, Total Proposed Budget Amount $13,375 Action:
B, LI.u: Other Funding Sources 4,600 Sent to Mayor & Council Date:
C, Total Amount Requested from City 4,500 Action:
12. Describe any additional assistance being reques1ed from the city: (Personnel, equipment, park area, Estimated Costs
building, etc.) (To be completed by Cily)
A. "i+y Dn.1 i...a Fnr ~,""it-y. t-""~TT;r" ::Inn C'!rnwn C'!nntrol.
a, HI#> nT Rnr-....ntn P1'ITk. aTOIlTlds and facilities. Loan of 1 0 tables.
80 chairs, I large stage, bleachers, and bunting,
C, ri ry crews t-n set barrit"'~r1P~. transPort bleachers , tables and
chairs , set up security fencing, and close streets during parade.
[ 13, Sig~r:;..~ap~~_ ,h_ Oa'e: )
" ~1. T_.~El:.ns. ~ l\~t Hl, 1QOO "
NOTE: Pl._ ". pr."al"fHl to 8Ubmlt an audit of your fIMncMlactlvltlea. In the event such Inform_ton I. deetrIed necessary.
Attach sketch and 0'''''' supportIng Inform_ton. <<appropriate.
I'lI1l.TI::IIIIlIITInN' W\.IITJ: _ r:1TV .......INIll.TRaTnR r.:AR:N_ "lNa~" r:aNalW _ allll'l r.aNT nnl"l::II ""liT'" .
San
Bernardino
BLACK
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CULTURE
FOUNDATION
'T'
Ex<<fIlJJ/I!: CoMMnTU
Sybr.;.::;,~
77wmas J. Guaton.. Jr.
:Ist like I'reslderit
J_h SmlIIL Jr.
2nd 'VIce Presldent
w. BDbert I'IIII>Ire
3rd I'fce President
Robert S. 1JIdfe5
'li'easunr
~
Juanita 11. Scott, Ph.D.
AdI1Isor
, JII~U
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Sro/YSOBS
Anheu5er-Bu5ch
City of San Bernardino
Community 1I0SP1tal
of San &iinardfnD
&tlson International
OTt!.L
llea1thlYet
Padflc Bell
Sf, Benulrdfne
MedfcaI Center
San MIJJUId Indian
IJfngo lit Casino
San-Ill BowUng Center
Southern CaIl{ornta
Gas CompiIny
SAlY BERlVARDINO
BlACK CULTURE FOUNDATION
P. O. BOX 7288
SAl'l BEBlYARDll'lO, CA 9Ull
l'lon-ProIU Tax 1.D. I'lo. 95-3674U9
August 15, 2000
Mayor and Common Council
City of San Bernardino
300, North D S,treet
San Bernargino CA 92418
Re: 2001 Black History Parade
The 32nd Annual Black History Parade is to beheld
at 10:00 a.m., Saturday, February 3, 2001. plans
are to start the parade at California and Baseline,
proceed east to Mt Vernon, south to 10th Street,
turn east and end at Encanto Park.
As a non-profit organization, we ask financial
assistance from the City to help defray the cost
of the parade and its attendant activities, as
enumerated in the enclosed budget. In addition,
we request a waiver of fees and the following
supportive services:
a. The use of grounds and facilities at Encanto
Park to include restrooms and an electrical power
source.
b. Closing of streets and placing of barricades
along the parade route as indicated on the enclosed
map.
c. Loan and delivery of 10 tables and 80 chairs
to be placed along the parade route as indicated on
the enclosed map.
d. Loan of one large stage which is to be
placed in front of Simpson's Mortuary along with
60 of the 80 chairs. The 60 chairs will be used
to seat dignitaries and special guests.
e. Loan of red, white and blue bunting to
decorate the stage.
f. Appropriate crews to pick up and deliver bleachers from
city of San Bernardino, deliver and return of bleachers after the
parade has ended.
g. Appropriate police personnel for security and crowd control.
A map of the parade route is enclosed, Hold Harmless Agreement has
been completed, and sufficient insurance to cover all events has
been obtained. A copy of our Certificate of Insurance is enclosed.
Our contact person is Thomas Gueston (909) 381-8240 (work) and (909)
884-4173 (home).
Thank you for considering this request and we hope to hear from you
soon.
Sincerely,
~-
President
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HAM~ ANO AODRaS 01 AGENCY
GENEVIEVE ECHOLS INSURANCB:AGENCY
219 S ORANGE AVENUE
R~ALTO, CA. 92376
LIC NUMBER 0622474 (909)874-'763
COMPANlU AFFORDING COVI!JIAGES
~Fw.~v A SCOTTSDALE INSUP.ANCE
"lME ~o J\Orn:u:n Cf iNSURED
SAN BERNARDINO BLACK CULTURI FOUNDATIO
PO !lOX 7288
SAN BERNARDINO, CA. 92411
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SAN BERNARDINO, CA. 92410
A7rNr RISl MANA CEMENT
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September 22, 2000
Charles Burris
Black Culture Foundation
P.O. Box 7288
San Bernardino, CA 92411
Dear Mr. Burris,
At the Mayor and Common Council meeting of September 18, 2000, the City of San Bernardino
adopted Resolution 2000-290 - Resolution authorizing an agreement with the City of San
Bernardino and the San Bernardino Black Culture Foundation for jinancial assistance from the
Civic and Promotion Fundfor Fiscal Year 2000/2001.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the executed agreement for your jiles.
Please be advised that the resolution and agreement will be null and void if not executed by
November 17,2000.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
Michelle Taylor
Senior Secretary
, .
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 3- I 'g-CO Item #
Vote: Ayes I -6 . () Nays-A--
Change to motion to amend original documents: -
Z::S Resolution # 7crn - ~O
Abstain -B- Absent (n
Reso. # On Attachments: Y
Contract term:
Date Sent to Mayor: C\, d O~O Lbate Returned from Mayor:
Date of Clerk's Signature: q -Jt I-OU Reso, Log Updated:
q'~l-CO
,/
NulVVoid After: t0QV, n ,CdXiJ
Date of Mayor's Signature: q - ~O ':S;;!0
Seal Impressed: v
Date Memo Sent to Department for Signature:
-
See Attached: = Date Returned:
See Attached: ,./ Date Returned: q-.;;J",-OO
See Attached: =-
See Attached: =-
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
q. 2Z--<:D
-
-
Note on Resolution of Attachment stored separately:=--
Direct City Clerk (circle I): PUBLiSH, POST, RECORD W/COUNTY Date:
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:
-
- See Attached: -
YesL No By
Yes No -..L By
Yes No V By
Yes No ;/ By
Yes No 7 By
EDA
Finance 1./ MIS
Others: AOOlII\ 1 ~~g..
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: (\\:j"
Date: -.9 - x, -00