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C I TY O F SAN BERNARDINO—RE QUE ST FOR COUN I 11 0 L From: Kevin Hawkins, Director Subject: Resolution of the Mayor and Common
Council authorizing the ratification and
execution of an agreement between the City
Dept: Parks, Recreation& Community Services of San Bernardino and Little League Baseball
and Softball, Inc., for $50,326 in financial
assistance from the Civic and Promotional
Fund and rescinding Resolution No. 2011-239.
Date: August 8, 2011 M/CC Meeting Date: August 15, 2011
Synopsis of Previous Council Action:
r
8/1/2011 Resolution No. 2011-239 adopted authorizing civic and promotional funding to Western
Regional Little League Baseball, Inc., subject to City Attorney approval of the Agreement.
(The Resolution currently before the Council rescinds 2011-239.)
8/2/2010 Resolution 2010-265 adopted authorizing civic and promotional funding to Western
Region Little League for 2010 Tournament.
7/21/2010 The Ways and Means Committee recommended approval for funding.
8/3/2009 Resolution 2009-283 adopted authorizing civic and promotional funding to Western
Region Little League for 2009 Tournament.
7/21/08 Resolution 2008-290 adopted authorizing civic and promotional funding to Western
Region Little League for 2008 Tournament.
Recommended motion:
1. Adopt resolution.
2. That direct funding in the amount of $5,000 be approved; that indirect funding in the amount
of $45,326 be transferred from the FY2011/12 Civic and Promotion Fund t9 various City
departmental accounts as listed in the staff report; and that a waiver of fees d use of City
personnel and equipment be authorized to assist in the 201 Wes rn Regiona Little League
Baseball and Softball tournaments.
Signature
Contact person: Kevin Hawkins, Director Phone: 384-5030
Staff Report,Resolution,Agreement,
Supporting data attached: Exhibit A-D Ward: 5
FUNDING REQUIREMENTS: Amount: $5,000 direct/$45,326 fee waiver for department
personnel and equipment costs. TOTAL $50,326
Source: (Acct.No.): 001-090-5186-0000-0052
(Acct. Description): FY2011-12 Civic and Promotional Fund
Finance:
Council Notes: O//-,Z�9 f
Agenda Item No.
CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Resolution ratifying and authorizing the execution of an Agreement between the City of San
Bernardino and Little League Baseball and Softball, Inc., for direct funding in the amount of
$5,000 from the FY 2011/12 Civic and Promotional Fund, and a waiver of fees for police, public
works, city manager, and parks department personnel and equipment costs associated with the
event, estimated at and not to exceed $45,326, to assist with the 2011 Western Regional Softball
and Baseball Tournaments.
Backeround:
For many years, the City of San Bernardino has supported Little League Baseball in hosting the
annual Western Regional Little League tournaments. James Gerstenslager, Western Regional
Director, is again requesting financial assistance from several City departments with the
2011 Tournament, scheduled for July 23-August 13, 2011 at the Western Regional Little
League Headquarters.
This year, Western Regional will host the Little League Softball Western Region Tournament for
girls, in addition to the annual Baseball Regional Championship games for boys. The Softball
Championship play began on Saturday, July 23, 2011, and ended on July 29, 2011. The Baseball
Championship play began Friday, August 5, 2011, and ended Saturday, August 13, 2011. Little
League Western Regional Headquarters expected over 70,000 spectators and participants over
these three weeks of host play. The boys Tournament brings twelve championship teams from
eleven western states and the girls Tournament brings ten championship teams from nine western
states. The four Semi-Final and both Championship (NW & W) Baseball Games were televised
on ESPN on August 11, 12, and 13, 2011.
Attached is a letter from the Western Regional Little League Director dated July 13, 2011,
requesting direct funding of $5,000 to defray the costs of both tournaments, including
transportation and meals for volunteers and teams. In addition, the League is requesting a fee
waiver for all City personnel and equipment costs associated with the event. Estimated costs for
those services are as follows:
IPolice $ 34,803
City Manager $ 400 (street banner permit fees)
Parks/Rec $ 4,407
Public Works $ 5,716
TOTAL $45,326
The League has submitted the required information regarding anticipated revenues and
expenditures budgeted for the 2011 Tournaments.
This item was on the August 1, 2011 agenda (Resolution No. 2011-239) and was approved
subject to the City Attorney's approval of the Agreement, which had not yet been finalized.
However, it was determined that the organization's name had been changed from Western
Regional Little League Baseball, Inc., to Little League Baseball and Softball, Inc. Therefore,
staff recommends Resolution No. 2011-239 be rescinded and a new resolution correctly naming
the organization be approved.
Financial Impact:
Direct funding in the amount of $5,000, as well as total reimbursement from the Civic and
Promotional Fund of $34,803 to the Police Department, $400 to the City Manager's Office,
$4,407 to Parks and Recreation, and $5,716 to Public Works. The City's total in-kind
contribution for FY I11/12 will not exceed$50,326.
Civic and Promotional Account Balance
Account No: 001-090-5186-0000-0052
Account Budgeted Amount:$153,500
Current Account Balance: $153,500
Requested Amount:$50,326
Balance after approval: $103,174
Recommendation:
1. Adopt resolution.
2. That direct funding in the amount of $5,000 be approved; that indirect funding in the
amount of $45,326 be transferred from the FY2011/12 Civic and Promotional Fund to
various City departmental accounts as listed above; and that a waiver of fees and use
of City personnel and equipment be authorized to assist in the 2011 Western Regional
Little League tournaments.
Attachment(s): Exhibits:
A—Direct Funding Request
B—Letter to Chief of Police
C—Letter to Public Works Director
D—Letter to Parks& Recreation Director
i
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING
3 THE RATIFICATION AND EXECUTION OF AN AGREEMENT BETWEEN THE
CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL AND SOFTBALL,
4 INC., FOR $50,326 IN FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTIONAL FUND AND RESCINDING RESOLUTION NO.2011-239.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNADINO AS FOLLOWS:
7
SECTION 1. The Mayor and Common Council hereby ratifies, and authorizes and
8
9 directs the City Manager of the City of San Bernardino to execute on behalf of said City, an
10 Agreement with Little League Baseball and Softball, Inc., for direct financial assistance in the
11 amount of$5,000.00 and indirect financial assistance in,the estimated amount of no more than
12 $45,326 from the Civic and Promotional Fund for FY2011/2012, a copy of which is attached
13 hereto, marked Attachment A, and incorporated herein by reference as though fully set forth at
14
length.
15
16 SECTION 2. Any action taken pursuant to the above Agreement between July 1, 2011,
17 and the effective date of this Resolution is hereby ratified.
18 SECTION 3. Resolution No. 2011-239, approved on August 1, 2011, is hereby
19 rescinded.
20
SECTION 4. The authorization to execute the above referenced Agreement is
21
22 rescinded if the parties to the agreement fail to execute it within sixty(60) days of the adoption
?3 of this resolution.
24
25
26
27
28
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING
3 THE RATIFICATION AND EXECUTION OF AN AGREEMENT BETWEEN THE
CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL AND SOFTBALL,
4 INC., FOR $50,326 IN FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTIONAL FUND AND RESCINDING RESOLUTION NO. 2011-239.
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
i
6
7 Common Council of the City of San Bernardino at a meeting thereof, held on
8 the day of , 2011, by the following vote,to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
I10 MARQUEZ
11
JENKINS
12
13 BRINKER
14 SHORETT
15 KELLEY
16 JOHNSON
17 McCAMMACK
18
19
20 Rachel Clark, City Clerk
21 The foregoing resolution is hereby approved this day of 52011.
22
23 Patrick J. Morris, Mayor
24 City of San Bernardino
Approved as to Form:
25
26
27 ?es F. Penman, City Attorney
28
Attachment A
AGREEMENT
Civic and Promotional Funding Agreement
Little League Baseball and Softball, Inc.
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a municipal
corporation, hereby referred to as "City" and the LITTLE LEAGUE BASEBALL AND
SOFTBALL, INC.,a non-profit 501( c)( 3 ) organization, hereby referred to as"Organization."
The parties agree as follows:
1 . Recitals.
A. Organization has requested financial assistance from City for the Fiscal Year
2011/2012, in order to assist in defraying the expense of events related to the Little League Western
Regional Softball Tournament on July 23-29, 2011, and the Little League Western Regional
Baseball Tournament on August 5-13, 2011, as outlined in their Requests for Funding to the Mayor
and Common Council, copies of which are attached hereto and marked as Exhibits A, B, C and D.
The terms of the request are incorporated herein by reference and shall govern the uses of the
funds provided herein. The financial assistance provided for in this agreement is made on a one-time
basis, and receipt of said funds shall not imply a continuing obligation of the City beyond the terms
of this agreement.
B. The expenditure is for a valid municipal public purpose,to wit: for the conduct
of events related to the 2011 Little League Softball Western Regional Tournament and the
2011 Little League Baseball Western Regional Baseball Tournament(the"Events").
2. Payment.
Upon presentation of a claim to the City's Finance Director,City shall pay the total sum
of$5,000 to Organization from the FY 2011/12 Civic and Promotion Fund.
In addition, City shall waive all City personnel and equipment fees and costs associated with the
Events, in an amount estimated at,and not to exceed, $45,326.
Civic and Promotional Funding Agreement
Little League Baseball and Softball,Inc.
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 Organization.
4. Accountability.
Financial records shall be maintained in accordance with generally accepted accounting
principles by Organization in such manner as to permit City to easily trace 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 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 received by Organization.
5. Hold Harmless.
Organization covenants and agrees to defend, (if requested by City), indemnify, and
hold harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
attorneys, employees and agents from all liabilities and charges, expenses (including counsel fees),
suits, or losses,however occurring, or damages arising or growing out of the use or receipt of the funds
Agreement.paid hereunder and all operations under gr Payments hereunder are made with the
understanding that the City is not involved in the performance of services or other activities of
Civic and Promotional Funding Agreement
r Little League Baseball and Softball,Inc.
Organization. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the City shall be considered as "counsel fees" for the purposes
of this paragraph.
6. Insurance.
While not restricting or limiting the foregoing, during the term of this agreement,
Organization shall maintain in effect policies of comprehensive public, general and automobile
liability insurance,in the amount of$1,000,000, per occurrence combined single limit, naming the City
of San Bernardino, its officers, employees and agents, as additionally insured. Said coverage shall
require ten(1 O)day written notice to the City if insurance is terminated or materially altered.
Q7. 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
I
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 which were used for any
purpose other than those authorized under this agreement.
S. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to make 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:
Civic and Promotional Funding Agreement
Little League Baseball and Softball,Inc.
As to City: As to Organization:
City of San Bernardino Little League Baseball and Softball, Inc.
City Manager's Office 6707 Little League Drive
300 North "D" Street San Bernardino, CA 92407
San Bernardino, CA 92418 Attn: James Gerstenslager, Executive Director
Attn: City Manager, 6th Floor
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.
l
In witness whereof,the parties hereto have executed this agreement on the day and date first
above shown.
City of San Bernardino
Date
By Charles McNeely, City Manager
Little League Baseball and Softball, Inc.
By: Date:
James Gerstenslager,
Executive Director
Approved as to form:
James F. Penman
City Attorney
By:
Little League® Western Region Headquarters Baseball and Softball
("Ok 0
July 13,2011 Exhibit A
Honorable Mayor Patrick Morris
Mayor and Common Council
City of San Bernardino
300 North"D" Street
San Bernardino, CA 92418
Dear Mayor Morris:
The 2010 Little League Baseball Western Regional Tournament is scheduled for Friday,
August 5, 2011 through Saturday, August 13, 2011. Twelve Championship teams from
the I 1 states of the Little League Western Region will begin arriving on Wednesday,
August 3,2011.
In past years, we have greatly appreciated the financial support from the San Bernardino
City Council. The financial support will again help defray the cost of the tournament. I
am respectfully requesting a grant of$5,000.00 for our 2011 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 10 day event.
Each year more that 200 players, managers and coaches come to San Bernardino to
compete for the opportunity to advance to the Little League Baseball World Series in
Williamsport, PA. We will again be sending two representatives from the Western
Region. Both championship games will be televised live on ESPN from Al Houghton
Stadium here at the Western Regional Headquarters. The Northwest Division
Championship will be televised on August 14th and the West Division Championship
will be televised live on August 15th. We again anticipate between 70 and 75 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,
James Gerstenslager
Western Regional Director
encl: 10
' cc: Charles Neely, City Administrator
L"Yn7 1 iNl- I...._.._ -- - n-- ----l._- n. nn...-. --- - -- .-_. --- --- '.---
Little League® Western Region Headquarters Baseball and Softball
} May 18,2011 Exhibit B
Mr. Keith Kilmer
Chief of Police
City of San Bernardino
710 N. "D"Street
San Bernardino, CA 92402
Dear Mr.Kilmer:
The 2011 Western Regional Little League Baseball and Softball Tournaments are
right around the comer. These tournaments are for the 11 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 Little
I League Softball Tournament is scheduled to begin Saturday, July 23, 2011 and continue
through Friday, July 29, 211. Our Western Region Little League Baseball Tournament is
scheduled to begin on Friday, August 5, 2011 and continue through Saturday, August 13,
2011. I have enclosed copies of our 2011 Regional Tournament Schedules for your
convenience.
Thank you for your continued support of the Little League Baseball Program and
our Western Regional Tournament. Your help is greatly appreciated. I extend a personal
invitation to you and your family to attend some or all of the games, as your busy
schedule will allow. Meals and refreshments will be available for your workers.
Sincerely,
James Gerstenslager
Western Regional Director
encl: 9
6707 Little League Drive • San Bernardino, CA 92407 • 909-887-6444 - Fax:909-887-6135 • www.LittleLeague.org/west
Little League® Western Region Headquarters Baseball and softball
Exhibit C
July 11,2011
Mr. Nadeem Majaj
Superintendent Public Services
300 North"D" Street Room 421
San Bernardino, CA 92418
Dear Mr. Majaj:
It is time for the Little League Western Regional Tournaments. This year, we will be
hosting the Softball Regional Championship and the Baseball Regional Championship
games. The 2011 Little League Softball Tournament play begins on Saturday, July 23,
2011 and ends on Friday, July 29th, 2011. The Little League Baseball Tournament play
will begin on Friday, August 5`h, 2011 and ends on Saturday, August 13, 2011. The
Softball Teams will arrive on Thursday, July 21, 2011 and the Baseball Teams arrive on
August 3, 2011.
I am asking your consideration once again in providing us with 50 traffic cones, 35
barricades, 6 additional dumpsters to include daily pick ups and one 40 yard dinosaur to
be picked up July 25, 27, 29, August 3, 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 Wednesday, July, 2010. All items may be picked up
Tuesday,August 17, 2010.
W. Majaj, 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. Schedules of both tournaments are enclosed.
Sincerely,
James Gerstenslager
Western Regional Director
encl: 1
cc: Jim Keezall
Armando Leon
Marilyn Dixon
6707 Little Leaaue Drive • San Bernardino CA V4n7 • 9n9-RR7-6444 . Far•QnQ-aa7-A1g; • wu,w i imai —A.-4
/'1 v
Little League® Western Region Headquarters Baseball and softball
Exhibit D
July 11, 2011
San Bernardino City Parks &Recreation Dept
Mr. Kevin Hawkins, Director
1350 S. E Street
San Bernardino, CA 92408
Dear Mr. Hawkins:
The 2011 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 5th. Our schedule that day includes Opening Ceremonies and Tournament Play.
Tournament play will conclude with our Northwest Division Championship game and our West
Division Championship game both on Saturday, August 130'. Both of the Championship games
will be televised live on ESPN. I have enclosed a copy of our game schedule for your review.
This year we will also be hosting the Little League Softball Western Regional Tournament
starting Saturday, July 23 and ending Friday, July 29, 2011. This Tournament will consist of 10
Championship Teams representing 9 states in the Western Region.
We are asking for your assistance in providing us with stadium clean-up helpers during our
tournaments as has been provided in the past. We would appreciate the assistance of two men
along with Air Blowers. Any help you can provide will be greatly appreciated. The times, days,
and dates,that we could use help are listed below.
Sun, July 24th 6:00-9:00 am—Mon,July 25th 6:00-9:00 am—Tue,July 26'h 6:00-9:00am
Wed, July 27th 6:00-9:00 am—Thur,July 28th 6:00-9:00 am—Fri, July 290 6:00-9:00 am
Sat, Aug 6th, 6:00-9:00 am—Sun,Aug 7th'6:00-9:00 am—Mon,Aug 8d'6:00-9:00 am
Tues,Aug 9th, 6:00-9:00 am—Wed,Aug 10th 6:00-9:00 am—Thur,Aug 11'h,6:00-9:00 am
Fri,Aug 12th, 6:00-9:00 am—Sat,Aug 13th 6:00-9:00 am—Mon, Aug 15th,6:00-9:00 am
I am also asking your consideration once again in providing us with use of one Kobota during
the tournament.
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:l
cc: Rebecca Garcia
C7n7 i;w_ 1........., n,.,....
AGREEMENT
Civic and Promotional Funding Agreement
Little League Baseball and Softball, Inc.
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a municipal
corporation, hereby referred to as "City" and the LITTLE LEAGUE BASEBALL AND
SOFTBALL, INC.,a non-profit 501( c)( 3 ) organization, hereby referred to as"Organization."
The parties agree as follows:
1. Recitals.
A. Organization has requested financial assistance from City for the Fiscal Year
2011/2012, in order to assist in defraying the expense of events related to the Little League Western
Regional Softball Tournament on July 23-29, 2011, and the Little League Western Regional
Baseball Tournament on August 5-13, 2011, as outlined in their Requests for Funding to the Mayor
and Common Council, copies of which are attached hereto and marked as Exhibits A, B, C and D.
The terms of the request are incorporated herein by reference and shall govern the uses of the
funds provided herein. The financial assistance provided for in this agreement is made on a one-time
basis, and receipt of said funds shall not imply a continuing obligation of the City beyond the terms
of this agreement.
B. The expenditure is for a valid municipal public purpose,to wit: for the conduct
of events related to the 2011 Little League Softball Western Regional Tournament and the
2011 Little League Baseball Western Regional Baseball Tournament(the "Events").
2. Payment.
Upon presentation of a claim to the City's Finance Director, City shall pay the total sum
of$5,000 to Organization from the FY 2011/12 Civic and Promotion Fund.
In addition, City shall waive all City personnel and equipment fees and costs associated with the
Events, in an amount estimated at,and not to exceed, $45,326.
1
Civic and Promotional Funding Agreement
Little League Baseball and Softball, Inc.
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 Organization.
4. Accountability.
Financial records shall be maintained in accordance with generally accepted accounting
principles by Organization in such manner as to permit City to easily trace the expenditure of the
funds. All books and records of Organization are to be kept open for inspection at any time during the
to submit the financial records in accordance
business day the City or its officers or agents. Failure ubm
Y Y Y g
with this section will result in the Organization 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 received by Organization.
5. Hold Harmless.
Organization covenants and agrees to defend, (if requested by City), indemnify, and
hold harmless the City, its departments, agencies, boards, commissions, elected officials, officers,
attorneys, employees and agents from all liabilities and charges, expenses (including counsel 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 hereunder are made with the
understanding that the City is not involved in the performance of services or other activities of
Civic and Promotional Funding Agreement
Little League Baseball and Softball, Inc.
Organization. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the City shall be considered as "counsel fees" for the purposes
of this paragraph.
6. Insurance.
While not restricting or limiting the foregoing, during the term of this agreement,
Organization shall maintain in effect policies of comprehensive public, general and automobile
liability insurance,in the amount of$1,000,000, per occurrence combined single limit, naming the City
of San Bernardino, its officers, employees and agents, as additionally insured. Said coverage shall
require ten(1 O)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 which were used for any
purpose other than those authorized under this agreement.
8. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to make 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:
Civic and Promotional Funding Agreement
Little League Baseball and Softball, Inc.
As to City: As to Organization:
City of San Bernardino Little League Baseball and Softball,Inc.
City Manager's Office 6707 Little League Drive
300 North "D" Street San Bernardino, CA 92407
San Bernardino, CA 92418 Attn: James Gerstenslager, Executive Director
Attn: City Manager, 6th Floor
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
10, 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
Date:
By. Charles McNeely, City Manager
Little League Baseball and Softball, Inc.
By: Date:
James Gerstenslager,
Executive Director
Approved as to form:
James F. Penman
City Attorney
By: �• P/lN►•ti
Little League® Western Region Headquarters Baseball and Softball
�e
July 13,2011 Exhibit A
Honorable Mayor Patrick Morris
Mayor and Common Council
City of San Bernardino
300 North"D" Street
San Bernardino, CA 92418
Dear Mayor Morris:
The 2010 Little League Baseball Western Regional Tournament is scheduled for Friday,
August 5, 2011 through Saturday, August 13, 2011. Twelve Championship teams from
the 11 states of the Little League Western Region will begin arriving on Wednesday,
August 3,2011.
In past years, we have greatly appreciated the financial support from the San Bernardino
City Council. The financial support will again help defray the cost of the tournament. I
am respectfully requesting a grant of$5,000.00 for our 2011 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 10 day event.
Each year more managers and coaches
come to San Bernardino to
i y that 200 players, m g
compete for the opportunity to advance to the Little League Baseball World Series in
Williamsport, PA. We will again be sending two representatives from the Western
Region. Both championship games will be televised live on ESPN from Al Houghton
Stadium here at the Western Regional Headquarters. The Northwest Division
Championship will be televised on August 14th and the West Division Championship
will be televised live on August 15`x'. We again anticipate between 70 and 75 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, A /
James Gerstenslager
Western Regional Director
encl: 10
cc: Charles Neely, City Administrator
6707 Little League Drive • San Bernardino, CA 92407 • 909-887-6444 • Fax:909-887-6135 • www.LittleLeague.org/west
Little League® Western Region Headquarters Baseball and Softball
N& 141 May 18,2011 Exhibit B
Mr.Keith Kilmer
Chief of Police
City of San Bernardino
710 N. "D" Street
San Bernardino, CA 92402
Dear Mr.Kilmer:
The 2011 Western Regional Little League Baseball and Softball Tournaments are
right around the comer. These tournaments are for the 11 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 Little
League Softball Tournament is scheduled to begin Saturday, July 23, 2011 and continue
through Friday, July 29, 211. Our Western Region Little League Baseball Tournament is
scheduled to begin on Friday, August 5, 2011 and continue through Saturday, August 13,
2011. I have enclosed copies of our 2011 Regional Tournament Schedules for your
convenience.
Thank you for your continued support of the Little League Baseball Program and
our Western Regional Tournament. Your help is greatly appreciated. I extend a personal
invitation to you and your family to attend some or all of the games, as your busy
schedule will allow. Meals and refreshments will be available for your workers.
Sincerely,
James Gerstenslager
Western Regional Director
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6707 Little League Drive • San Bernardino,CA 92407 • 909-887-6444 • Fax:909-887-6135 • www.LittIeLeague.org/west
Little League® Western Region Headquarters Baseball and Softball
Exhibit C
July 11, 2011
Mr. Nadeem Majaj
Superintendent Public Services
300 North "D" Street Room 421
San Bernardino, CA 92418
Dear Mr.Maj aj:
It is time for the Little League Western Regional Tournaments. This year, we will be
hosting the Softball Regional Championship and the Baseball Regional Championship
games. The 2011 Little League Softball Tournament play begins on Saturday, July 23,
2011 and ends on Friday, July 29th, 2011. The Little League Baseball Tournament play
will begin on Friday, August 5m, 2011 and ends on Saturday, August 13, 2011. The
Softball Teams will arrive on Thursday, July 21, 2011 and the Baseball Teams arrive on
August 3, 2011.
I am asking your consideration once again in providing us with 50 traffic cones, 35
barricades, 6 additional dumpsters to include daily pick ups and one 40 yard dinosaur to
be picked up July 25, 27, 29, August 3, 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 Wednesday, July, 2010. All items may be picked up
Tuesday, August 17, 2010.
Mr. Majaj, 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. Schedules of both tournaments are enclosed.
Sincerely,
James Gerstenslager
Western Regional Director
encl: 1
cc: Jim Keezall
Armando Leon
Marilyn Dixon
6707 Little League Drive • San Bernardino, CA 92407 • 909-887-6444 • Fax: 909-887-6135 • www.LittleLeague.org/west
v
Little League® Western Region Headquarters Baseball and Softball
e
Exhibit D
July 11,2011
San Bernardino City Parks&Recreation Dept
Mr. Kevin Hawkins, Director
1350 S. E Street
San Bernardino,CA 92408
Dear Mr. Hawkins:
The 2011 Little League Baseball Western Regional Tournament, featuring 12 State Champions
from the eleven Western States, is just around the corner. Our tournament will begin Friday.
August 5th. Our schedule that day includes Opening Ceremonies and Tournament Play.
Tournament play will conclude with our Northwest Division Championship game and our West
Division Championship game both on Saturday, August 13th. Both of the Championship games
will be televised live on ESPN. I have enclosed a copy of our game schedule for your review.
This year we will also be hosting the Little League Softball Western Regional Tournament
starting Saturday, July 23 and ending Friday, July 29, 2011. This Tournament will consist of 10
Championship Teams representing 9 states in the Western Region.
We are asking for your assistance in providing us with stadium clean-up helpers during our
tournaments as has been provided in the past. We would appreciate the assistance of two men
along with Air Blowers. An help you can provide will be greatly a
Y P Y appreciated. The times
i P 1�' Y PP , days,
and dates,that we could use help are listed below_
Sun, July 24th 6:00-9:00 am—Mon,July 25th 6:00-9:00 am—Tue,July.26h 6:00-9:OOam
Wed, July 27th 6:00-9:00 am— Thur, July 28th 6:00-9:00 am—Fri,July 29th 6:00-9:00 am
Sat, Aug 6t' 6:00-9:00 am— Sun,Aug 7th 6:00-9:00 am—Mon,Aug 8t'°6:00-9:00 am
Tues,Aug 9th, 6:00-9:00 am—Wed,Aug l Ot'6:00-9:00 am—Thur,Aug 11th,6:00-9:00 am
Fri Aug ' 13th ug 12 ,6:00-9:00 am—Sat, 3 6.00-9:00 am—
t,Aug g Mon,Aug 15 th,6:00-9:00 am
I am also asking your consideration once again in providing us with use of one Kobota during
the tournament.
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:l
cc: Rebecca Garcia
6707 Little League Drive • San Bernardino, CA 92407 • 909-887-6444 • Fax•qnq-RR7-a1'4r I A+,..,