HomeMy WebLinkAbout16- City Administrator CITY OF SAN BERN! `DINO - REQUEST F( t COUNCIL ACTION
From: Shauna Clark, City Administrator Subject: Resolution relative to request
from (M.E.C.H.A. ) regarding
Dept: Administration Cinco de Mayo Car Show
Date: April 12 , 1994
Synopsis of Previous Council action:
4/11/94 Recommended for approval by Ways and Means Committee
Recommended motion:
Adopt Resolution.
Signature
Contact person: Phone:Shauna Clark 384-5122
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: $300.00
Source: (Acct. No.) 001-091-53662
(Acct. Description) FY 93/94 civic & promotion fund
Finance: tly
Council Notes:
75.0262 Agenda Item No. /09 _
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1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
AGREEMENT WITH MOVIMIENTO ESTUDIANTIL CHICANO DE AZTLAN
3 (M.E.C.H.A. ) RELATING TO FY 93/94 CIVIC AND PROMOTION FUNDING IN
CONNECTION WITH THEIR CINCO DE MAYO CAR SHOW.
4
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 MOVIMIENTO ESTUDIANTIL CHICANO DE AZTLAN
9 (M.E.C.H.A. ) , a copy of which is attached hereto, marked Exhibit
10 "A" and incorporated herein by reference as fully as though set
11 forth at length.
12 SECTION 2 . The authorization to execute the above referenced
13 agreement is rescinded if the parties to the agreement fail to
14 execute it within sixty (60) days of the passage of this
15 resolution.
16 I HEREBY CERTIFY that the foregoing resolution was duly
17 adopted by the Mayor and Common Council of the City of San
18 Bernardino at a meeting thereof, held on the day
19 of 1994 , by the following vote, to wit:
20 Councilmembers AYES NAYS ABSTAIN ABSENT
21 NEGRETE
22 CURLIN
23 HERNANDEZ
24 OBERHELMAN
25 DEVLIN
26 POPE-LUDLAM
27 MILLER
28
nr.�vi.�ilUiv n�inUn�[,♦ivU AuhhhMhAl' WITH M.E.C.H.A.
i
2
3 City Clerk
4 The foregoing resolution is hereby approved this day of
5 1994 .
6
Tom Minor, Mayor
7 City of San Bernardino
8 Approved as to form
and legal content:
9
JAMES F. PENMAN
10 City Attorney
11 By:
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-2-
1
A G R E E M E N T
2
Civic and Promotional
3
4 THIS AGREEMENT is entered into between the CITY OF SAN
5 BERNARDINO, a municipal corporation, referred to as "City" and
6 MOVIMIENTO ESTUDIANTIL CHICANO DE AZTLAN (M.E.C.H.A. ) , a non-profit
7 organization, referred to as "Organization. "
8 The parties agree to as follows:
9 1. Recitals.
10 A. Organization has requested financial assistance from
11 City for the fiscal year 1993-94 , in order to assist in defraying
12 the expenses connected with the CINCO DE MAYO CELEBRATION CAR SHOW
13 at Cal State University San Bernardino sponsored by Organization
14 and scheduled for May 7, 1994 , as outlined in their Request for
15 Funding to the Ways and Means Committee, a copy of which is
16 attached hereto marked Exhibit "A" . The terms of the request are
17 incorporated herein by reference and shall govern the uses of the
18 funds provided herein. The financial assistance provided for in
19 this agreement is made on a one-time basis, and receipt of said
20 funds shall not imply a continuing obligation of the City beyond
21 the terms of this Agreement.
22 B. The expenditure is for a valid municipal public
23 purpose, to wit: for the promotion of Organization's Cinco de Mayo
24 Car Show.
25 2 . Payment. Upon presentation of a claim to the City
26 Finance Director, City shall pay to Organization from the civic and
27 promotion fund budget for the 1993-94 fiscal year, the total sum of
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1 THREE HUNDRED DOLLARS ($300. 00) .
2 3 . Use of Funds. The funds paid to Organization shall be
3 used solely for the purposes set forth in Paragraph 1 above. No
4 deviation from these provisions shall be made without the express
5 approval of the City of San Bernardino. Any unexpended funds shall
6 be returned to the City by Organization.
7 4 . Accounting. Within 20 days after the completion of the
8 event, the Organization shall submit to the City Administrator,
9 with a copy to the Finance Director, an accounting (including
10 copies of receipts) of the actual expenditures connected with said
11 event as it relates to the funds which were provided by the City.
12 Financial records shall be maintained in accordance with generally
13 accepted accounting principles by Organization in such manner as to
14 permit City to easily trace the expenditure of the funds. All
15 books and records of Organization are to be kept open for
16 inspection at any time during the business day by the City or its
17 officers or agents. Failure to submit the financial records in
18 accordance with this section will result in the Organization
19 reimbursing the city in the full amount received by Organization.
20 5. Hold Harmless. Organization covenants and agrees to
21 defend, indemnify, and hold harmless the City and its employees and
22 agents from all liabilities and charges, expenses (including
23 counsel fees) , suits, or losses however occurring, or damages
24 arising or growing out of the use or receipt of the funds paid
25 he- -under and all operations under this agreement. Payments
26 hereunder are made with the understanding that the City is not
27 2
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I involved in the performance of services or other activities of
2 Organization.
3 6. Termination. City shall have the right to terminate this
4 agreement and any funding remaining unpaid hereunder for any reason
5 by mailing a ten-day written notice to Organization and this
6 agreement shall terminate ten days after the mailing of such
7 notice. In the event this agreement is tezainated for reasons of
8 improper use of funds or use of funds for any purpose other than
9 those authorized, any unexpended portion of the funds provided by
10 City shall be returned to City. In addition, Organization shall
11 reimburse to City any funds expended which were used for any
12 purpose other than those authorized under this agreement.
13 11. Authorization to Execute Organization hereby
14 covenants that it has taken all actions necessary to make the
15 adherence to the obligations imposed by this agreement a binding
16 obligation of the organization.
17 12 . Notices. All notices herein required shall be in
18 writing and delivered in person or sent by certified mail, postage
19 prepaid, addressed as follows:
20 As to City: As to organization:
21 City of San Bernardino M.E. C.H.A.
300 North "D" Street Cal State University
22 San Bernardino, CA 92418 San Bernardino
Attn: City Administrator 5500 University Parkway
23 San Bernardino, CA 92407
Attn: President
24 10. Entire Agreement. This agreement and any documents or
25 instruments attached hereto or referred to herein integrate all
26 terms and conditions mentioned herein or incidental hereto, and
27 3
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1 supersede all negotiations and prior writing in respect to the
2 subject matter hereof. In the event of conflict between the terms,
3 conditions or provisions of this Agreement, and any such document
4 or instrument, the terms and conditions of this Agreement shall
5 prevail.
6
7 ATTEST
CITY OF SAN BERNARDINO, a
8 Municipal Corporation of
state of California
9
10 TOM MINOR
Mayor
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12
MOVIMIENTO ESTUDIANTIL CHICANO
13 DE AZTLAN (M.E.C.H.A. )
14
15 President
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Cal State Uniuersltg of San Bernardino
MOUIMIL .to Estudiantil Chicano je Bztlan
[M. E.Ch.R.]
5500 University Parkway
San Bernardino, CA 92407
March 17, 1994
Ms. Letty Macias
Public Relations
1270 S. Goodrich Blvd.
Commerce, CA 90022
Dear Miss. Macias:
Cal State M.E.Ch.A, of San Bernardino is planning our second manual Cinco de
Mayo lowrider car show which will be held Saturday, May 7, 1994. This year
we are including an art show which will consist of an submitted by the local
Chicano community. The purpose of this event is to provide a positive outlook
to the Chicano community (especially the youth) by providing an opportunity for
them to show their talents and skills. In the hopes of promoting a positive
event we are doing outreach with high school students in the San Bernardino
area, and providing them an opportunity to help in the organizing of the event.
We hope that by their Involvement with college students, they will be
influenced to continue their education after high school.
In order to put on a successful event, we are seeking sponsors by local
businesses to help fund this event. Sponsors are asked to make a monetary
donation, or to fund one of the following necessary items that would help this
event take place: Trophies, Entertainment, Security, or other. Excess funds
from the event will be used toward a scholarship and to fund future events. In
return, every sponsor will be placed on the event posters and in the event
program which will be handed out to the public at the car show. This will let
the community be know that you are much more than a business, but an asset to
the community of San Bernardino.
Thank you for your time. If you have any questions call me at (909)880-1094
Sincerely,
Froilan Mercado
M.E.ChA. President
a,
- - ----- %,,nicano ae Anian
C.S.U.S.B.
5500 University Parkway
San Bernardino, CA 92407
March 26, 1994
The Mayor and Common Council .
City Hall � -
399 North "B" street x
San Bernardino, California 92418
Gentlemen
We are requesting funds for our Second annual Cinto -de Mago Car
Show which will take place on Sat. May 7, t994.- With the support of
high school students, and the participation ate Nf itapjrylyhity, we
have concluded that the Car "Shout reat` way tit,...
organize area youth to seek posltitle changes iq- hoi lilies, and a
Premier euent to enhance the cOmmuni Iles, knowT.eAge` f Jexican
culture, The event wiH take place: of the , 1 -Sap
Bernardino campus, and will be ire
The event will not be a sia�ttit�l to' ha t X , ah Bernardino. No
alcohol will be serued, and;t;le ire not�el7uestf,I the closure of*any
city or county maintained ro,�d�`,, urttiermore, we are not requesting
any serulces from the city of"San Bernardili iCpdtn -cleain- up .
crews, the usage of extra police, air county emus ty forces.
We sincerely hope that go1C uli In our en aunt a ante
the comtrlunitlee;il erwstandinn f l ueiy Im i �1� date.
If tunded,`°wt A,re 4912 to�I p,.,purselu able for
our eKpendittrs =qpe,�ee; b e lnlstrators.
Consequently, we haue �t athed�a-ra �o ou s cted budget for
this euent.
Sincerely,
Frollan Mercado,
FI,E.kW. PRESIDENT
La Ve--dad Nos Hara Libre
TR09EMD BUDGET
CINCO DE MAYO CARSHOW
CS-U S.B. MECh q.
1. CARS.
TROPHIES FOR WINNERS $500.00
ENTRY FORMS (COPIES & DISTRIBUTION) $70.00
CERTIFICATE OF PARTICIPATION $100.00
2. OIIfREACH
POSTERS $150.00
FLYERS (COPIES & DISTRIBUTION) $200.00,
MAILING EXPENSES $70.00
3. EWERTAINM NT•
DANZA CUAUHTEMOC $600.00
CONJUNTO NORTENO $800.00
BALET FOLKLORICO $300.00
D.J. & P.A. SYSTEM $200.00
RAPPERS $300.00
FOOD 8, TRAVEL EXPENSES $450.00
4. SPEAKER:
5.
KEYNOTE ADDRESS $300.00
FIND.
INCLUDES BOOTHS 8& CLEAN-UP CREW $500.00
6. IRT -
SILKSCREEN 8, PRODUCTION (50 SHIRTS) $500.00
7. SECURITY•
20 VOLUNTEERS (SHIRTS a FOOD) $300.00
3 PRIVATE SECURITY AT $15.00 P/HR $225.00
8. ART CONTEST:
CERTIFICATES $100.00
PRIZES $200.00
9. RICO DE MAYO PROGRAM
ART, LAY- OUT & PRODUCTION $120.00
TOTAL $5,985
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