HomeMy WebLinkAbout25- City Administrator CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION
From: Fred Wilson Subject: Resolution authorizing civic
City Administrator And promotion funding from FY00 101
to assist in the conduct of "Salute to
Dept: City Administrator the Route".
Date: July 27, 2000
Synopsis of Previous Council Action:
7/26/00 Ways and Means Committee recommended approval of civic and
promotion funding in the amount of$10,000 to support "Salute to the
Route" event on September 16, 2000.
Recommended Motion:
Adopt resolution.
Signature
Contact person:Fred Wilson Phone-5122
Supporting data attached:Yes Ward: 1
FUNDING REQUIREMENTS: Amount: $10,000
Source: (Acct. No.) 001-091-5186
(Arrt Description) civic and promotion
O �
Finance:
Council Notes:
Agenda Item No. — o7 Y
J'/ aov�
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution authorizing agreement between the City of San Bernardino and"Salute to the Route"
for civic and promotion funding in the amount of$10,000 from the FY00/O 1 budget to assist
with the conduct of their"Salute to the Route"event on September 16, 2000.
BACKGROUND:
Mr. Danny Flores, Chairman of the"Salute to the Route" event has requested financial assistance
from the City in the amount of$10,000 to aid in the conduct of that event scheduled for
September 16, 2000 at Nunez Park. Attached is a completed Request for Funding Assistance for
your review.
The event is a car show similar to the larger Route 66 event which is intended to showcase many
"lowrider" custom cars and bicycles and embodies the spirit of the City's Hispanic community.
The event encompasses Hispanic art, culture and history. Musical entertainment and traditional
Mexican foods will add to the flavor of the event which is being held on"Mexican Independence
Day", September 16.
At the meeting of July 26, 2000, the Ways and Means Committee recommended approval of
funding is the amount of$10,000 to support this event. The resolution and agreement are
attached for your consideration.
FINANCIAL IMPACT:
At the start of the 2000/01 fiscal year, the total amount of funding in the civic and promotion
account of the FY00/O1 budget was $93,500. To-date, $17,000 has been approved for the
Western Regional Little League. Approval of this request for$10,000 will leave a balance in the
civic and promotion account of$66,500.
RECOMMENDATION:
Adopt resolution.
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING AN AGREEMENT BETWEEN THE CITY
OF SAN BERNARDINO AND "SALUTE TO THE ROUTE" FOR CIVIC AND
4 PROMOTION FUNDING FROM THE FY00/01 BUDGET TO ASSIST IN THE
CONDUCT OF THE "SALUTE TO THE ROUTE" EVENT.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and
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directed to execute on behalf of said City, an agreement with the "Salute to the Route"
9
10 organization for civic and promotion funding from the FY00/01 budget, a copy of which is
11 attached hereto, marked Exhibit"A" and incorporated herein by reference as fully as though set
12 forth at length.
13 SECTION 2. The authorization to execute the above referenced agreement is
14 rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption
15 of this resolution.
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V17 Iva
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT FOR CIVIC AND
2 PROMOTION FUNDING FROM THE FY00/01 BUDGET FOR SALUTE TO THE
3 ROUTE.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a meeting thereof, held on the
6 day of , 2000, by the following vote, to wit:
7 Council Members: AYES NAYS ABSTAIN ABSENT
8
ESTRADA
9
LIEN
10
11 MCGINNIS
12 SCHNETZ
13 SUAREZ
14 ANDERSON
15
MCCAMMACK
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18 City Clerk
19 The foregoing resolution is hereby approved this day of ,
2000.
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21
22 Judith Valles, Mayor
City of San Bernardino
23 Approved as to
Form and legal content:
24
JAMES F. PENMAN,
25 City orney
26 By:
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COPY
Exhibit A
1
AGREEMENT
2
3 Civic and Promotional Funding
4 This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
5 municipal corporation,referred to as "City" and"SALUTE TO THE ROUTE", a non-profit
6 organization,referred to as"Organization."
7 The parties agree to as follows:
8 1. Recitals.
9
10 A. Organization has requested financial assistance from City for the
11 Fiscal year 2000/01, in order to assist in defraying the expenses connected with the conduct of
12 events related to their 2000 "Salute to the Route" 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
110 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 2000 "Salute to the Route" celebration,
21 September 16, 2000.
22 2. Payment.
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Upon presentation of a claim to the City Finance Director, City shall pay
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0 organization from the civic and promotion fund budget for the 2000/01 fiscal year,the total
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26 sum of TEN THOUSAND DOLLARS ($10,000).
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3. Use of Funds.
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3 The funds paid to Organization shall be used solely for the purposes set forth in
4 Paragraph 1 above. No deviation from these provisions shall be made without the express
5 approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
6 Organization.
7 4. Accountability.
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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11 the expenditure of the funds. All books and records of Organization are to be kept open for
12 inspection at any time during the business day by the City or its officers or agents. Failure to
13 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
16 for expenditures connected with said program in the total amount of TEN THOUSAND
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DOLLARS ($10,000). If Organization does not submit receipts totaling$10,000 which City
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19 deems appropriate, Organization shall remit balance of funds to City.
20 5. Hold Harmless.
21 Organization covenants and agrees to defend, indemnify, and hold
22 Harmless 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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of the use or receipt of the funds paid hereunder and all operations under this agreement.
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26 Payments hereunder are made with the understanding that the City is not involved in the
27 erformance of services or other activities of Organization. The costs, salary and expenses of the
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performance of services or other activities of Organization. The costs, salary and expenses of the
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3 City Attorney and members of his office in enforcing this contract on behalf of the City shall be
4 considered as "counsel fees"for the purpose of this paragraph.
5 6. Insurance.
6 While not restricting or limiting the foregoing, during the term of this
7 agreement, Organization shall maintain in effect policies of comprehensive public, general and
8 automobile liability insurance, in the amount of$1,000,000,per occurrence combined single
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10 limit,naming the City of San Bernardino as additionally insured. Said coverage shall require
11 notice to the City if insurance is terminated or materially altered.
12 7• Termination.
13 City shall have the right to terminate this agreement by mailing a ten-day written notice
14 to Organization and this agreement shall terminate ten days after the mailing of such notice. In
15 the event this agreement is terminated for reasons of improper use of funds or use of funds for
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any purpose other than those authorized, any unexpended portion of the funds provided by City
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18 shall be returned to City. In addition, Organization shall reimburse to City any funds expended
19 which were used for any purpose other than those authorized under this agreement.
20 8. Authorization to Execute.
21 Organization hereby covenants that it has taken all actions necessary to
22 make the adherence to the obligations imposed by this agreement a binding obligation of the
23 rganization.
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1 9. Notices.
2 All notices herein required shall be in writing and delivered in person or
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Sent by certified mail, postage prepaid, addressed as follows:
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5 As to City: As to Organization:
6 City of San Bernardino Salute to the Route
300 North"D" Street P.O. Box 89
7 San Bernardino, CA 92418 San Bernardino, CA 92402
Attn: City Administrator Attn: Danny Flores, Chairman
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AGREEMENT WITH SALUTE TO THE ROUTE FOR CIVIC AND PROMOTION
2 FUNDING FROM THE FY00/01 BUDGET.
3
4 10. Entire Agreement.
5 This agreement and any documents or instruments attached hereto or
6 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
7 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
8 of conflict between the terms, conditions or provisions of this agreement, and any such document
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or instrument, the terms and conditions of this agreement shall prevail.
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11 In witness whereof,the parties hereto have executed this agreement on the day and date
12 first above shown.
13 CITY OF SAN BERNARDINO
14 By.
15 Judith Valles, Mayor
16
SALUTE TO THE ROUTE
17
By.
18 Danny Flores, Chairman !
19 ATTEST:
20
By:
21 City Clerk
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23 Approved as to form
and legal content:
24
James F. Penman
25 lCity Attorney
26 y:
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i
CITY OF SAN BERNARDINO-CIVIC AND PROMOTION FUND
REQUEST FOR FUNDING ASSISTANCE
Fhone Organization(Name,Address.ex.)
1 7� Date Submitted 7-&-00
SI01 LL ~ } 7S D P 2. tamed Parson n are
0.'-R ox Ca- g Pfwrw- us1 B'4. Period of Su q Pport Re uested or Date of Evora
umber of Years in Existence
c_, 5. T-PaY-ldenmifnationNumber
6. Activity for Which funding is requested: JCtI L is 1-hc, A D W C
CY' I�, �OC,u RECF,cyY1t�-lo.a '2 c,P�1oiJ
�flt- m1�r,t- 1(, �nnn t'�LY ebe enrnwc�l �tes1-c..
7. Estimated numberof persons expected to attend this program/project_MC R0 -,y' lot')
S. sed Budget: Budeal Actual Iludear Aawr
onnel: Budget Aqua
016 Facility Rental 023 Trophies
ulhime Salaries Oil Insurance 00 024 Scholarships
02 PaMime Salaries 018 Decorations ;200 025 Celebrity Expenses
03 Overtime 019 Utilities: — Accommodations
04 Gas Lodging
05 Electrical Other
Phone
Expenses: Other 026 Miscellaneous Expenses;
PdrrnrtS O -
Sub-Total ttttn.1 S
010 Office Supplies yesYicam (�p
011 Postage 020 Special Equipment c
012 Printing �irfF T-S1,w-ts
013 Equipment Rental 0
014 Security
015 Food/ 021 Advertising
Refreshments 022 Promotion
Expenses 1I J(� GRAND TOTA 0
9. List Anticipated Funding/Revenue(Sources other than City)
Source
'Jan htycrwoL qv aAbl r nN1 Amount
r pnrt�n.J� IE1iP
f
Wc15rr QYnal,anvnnTrve I�r �-4..,� 17fXa1 4.�1wr.� ()r� tl a
ehr'7r T 11
�J 1;a6rLC5 .LPnUS�I(aj T utst��`-{Y xr(~,)13'-}„tirtu T
ti��nSsv'uLhoc �nG 7aes/Tlmekss wb,-00 < r Sprt V no CST-- 3,
TOTAL - !"Id g/D
10.Anticipated revenue from activity
I1.Total Amount Requested from City:
A. Total Proposed Budget Amount Sent to Ways&Means Date:
�q)�j y
Action:
B- I=:Other Funding Sources
I Sent to Mayor d Council Date:
C. Total Amount Requested from City 10 O(9 Q
Action:
[12. escribe any additional assistance being requested from the ci Personnel,equipment,park area,ilding,arc.) ty' ( ESITmaled Costs cYVluYatt� P I p (To be Completed by City)
,t` '62f.s�-r r a r avd CrowA C*S' � n hd �a t` .�.t'2 C,
C1 Signature of applicant:
Date:
NOTE:Please be prepared to submit an audit at your fkranciaJ activities,In the event such Inlormaf/on is deemed necessary.
Attach sketch and other supporting Information,!!appropriate.
rMTRPIRpN. W rTE—CT ADMKMTRATCR_.GREEN—FWANCE CANARY—AMP rA OTHEQ.OEPTS.:
t
CALI
G F CALIFORNIA
P.O. Box 89,San Bernardino, CA 92402 @�'eptenlOer I6, 2000 5 6
lificz— ark 5th; trcct
May 24, 2000
Mr. Frank Schnetz, Chairperson
Ways & Means Committee
300 N`B" St.
San Bernardino, CA 92401
Mr. Schnetz,
The Salute to the Route is a community event held each year at Nunez Park in the City of San
Bernardino. It was originally organized in September 1993 as an answer to the Route 66
Rendezvous "No Lowriders Allowed"policy, but has evolved into a companion event that
enhances the Rendezvous.
Located on the original Route 66, the Salute to the Route draws the attention of"lowriders" and
Route 66 buffs alike. The Salute is the only Latino cultural event currently held on the "West
Side" of San Bernardino City. Due to an overwhelming response by the community over the
past few years, it has grown into an event acknowledged by both city and state officials as an
asset to our cities image, and has also been recognized by the Route 66 Historical Association.
It is important to note that although the Salute to the Route is not a "car show" (there is no
competition), many custom cars are displayed there for the enjoyment of all who attend the
event. Custom"lowrider" cars are an integral part of the culture of the Southwest. The intricate
designs, beautiful murals and rich upholstery make these vehicles more of an art form than
transportation. These cars become the paint and canvas on which we can express ourselves, and
each vehicle is an extension of the owner's personality and pride.
"Lowrider" bicycles, with their low, chrome bodies and careful attention to detail, are also on
display. They represent the pride of our local youth, and "bike clubs" sponsored by various car
clubs, serve as a deterrent against joining in a negative lifestyle.
The Salute encompasses Hispanic art, culture and history. Mariachis, Ballet Folklorio dancers,
and traditional Mexican foods will add to the flavor of this year's theme "Salute to the Route—
Fiesta 2000", as we will be hosting the celebration on September 16, 2000 "Mexican
Independence Day". Local groups will provide various entertainment for adults, while a"kids
land" complete with pinatas,jumpers and rides will be available for our local youth.
In past years we have relied upon contributions from local merchants and the generosity of
private citizens to meet our budget goals. As we approach the eighth annual Salute to the Route,
the "Salute" Board is requesting $10,000 from the Ways and Means Committee in our endeavor
to make this year's event a spectacular success. Attached is a copy of our proposed budget for
your review. If you have any questions, please feel free to call me @ (909) 887-2745.
Thank you in advance for your consideration,
-plamt�
Danny Flores, Chairman
Salute to the Route
CALIFORNIA CALIFORNIA
6 5 P.O. Box 89, San Bernardino, CA 92402 (z—Yq)1eY116er I6,2000
rNmhez c7nrk 5//r lzccl
Proposed.
1. Permits
Fire Department $0.00
(apply at City Hall)
Business License $10.00
(apply at City Hall)
Environmental Health Itinerant Permit $150.00
(apply at EHS)
ABC License and Temporary Seller's Permit and $0.00
Sales and Use Tas Return (for alcohol sales)
(apply at State Board of Equalization)
Alcohol Sales Permit $100.00
2. Insurance
General liability of$1,000,000 ----
(SB City as insured)
Liquor liability ----
(through the Gents)
Damage Bond $5,000.00
Clean-up bond $3,000.00
3. Security
San Bernardino Police Dept ----
Private Patrol $2,000.00
4. Advertising
Radio $3,000.00
Newpaper $1,500.00
Banners $600.00
Flyers $500.00
5. Entertainment
Bands $5,000.00
Soundman $1,500.00
Aztec dancers $300.00
Folklorio dancers $300.00
6. Trophies $2,500.00
7. Portable restrooms $1,600.00
Twenty-five regular @ $35.55 each
Two handicapped @$105.00 each
8. Misc
Lumber for stages $300.00
Kick-off banquet $1,000.00
Tables&chairs $150.00
KiddieLand Jumpers $300.00
Pinatas&Decorations $200.00
Staff&Volunteer t-shirts $800.00
$29,810.00
' r
August 11, 2000
Mr. Danny Flores, Chairman
Salute to the Route
P.O. Box 89
San Bernardino, CA 92402
Dear Mr. Flores,
At the Mayor and Common Council meeting of August 7, 2000, the City of San Bernardino
adopted Resolution 2000-246—Resolution authorizing Civic and Promotion Funding to assist in
the conduct of"Salute to the Route".
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 files.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
Michelle Taylor
Senior Secretary