HomeMy WebLinkAboutS1- Council Office CITY Off' SAN DERV � Ci s — REQUES" IR COUNCIL ACTION
Request for $14,000 in Civic and
From: Councilman Ralph Hernandez Subject: Promotion Funding and waiver of
fees for use of City facilities, equipment
?t: Council Office and personnel, in the amount of $6 ,096 to
promote the 16th of September Fiesta at La
Date: August 31, 1994 Plaza Park -- Libreria del Pueblo, Inc.
(Ward 1 ) Cgst to City -- $90,006—frnm
Civic & Promotion funding.
Synopsis of Previous Council action:
Recommended motion:
That $14 , 000 in Civic & Promotion Funding and a waiver of fees -in the amount
of $6 ,096 for City equipment ; personnel be authorized to promote the 16th of
September Fiesta in La Plaza Park on September 16th and 17th, 1994, by the
ibreria del Pueblo, Inc .
Signature
Ralph Hernandez , 3rd Ward Councilman
Contact person: Phone:
Supporting data attached: Yes Ward: 1
FUNDING REQUIREMENTS: Amount: $20,096
Source: (Acct. No.) 001-091-53662
Acct. Descri tion Civic & Promotion Fund
Finance:
Council Notes:
75-0262 Agenda Item No. �'�
CITY OF SAN SERF *�RDINO - REQUEST r1R COUNCIL ACTION
STAFF REPORT
0
Libreria del Pueblo, Inc. is sponsoring a fundraising celebration
at La Plaza Park on September 16th and 17th, 1994 to benefit the
student scholarship fund and to celebrate Mexican Independence Day
as outlined in their letter to the Mayor and Council (Attachment
A) . Toward this end, they are requesting City financial support in
the amount of $14 , 000 to assist with expenses connected with the
celebration as outlined in their proposed budget (Attachment B) .
Total departmental fees connected with this event and eligible for
waiver are as follows:
ate' Park and Recreatibn -- '$' "742 . 00
Fire -- $ 41.00
Police -- $5, 313 . 00
TOTAL $6, 096. 00
Ineligible for waiver are the refundable damage bond and clean-up
deposit fees totaling $3 , 500.
As the event is aimed at civic betterment by providing cultural
activities for all citizens and to raise scholarship funds for
students, it is recommended that an amount of $14, 000 be allocated
from the civic and promotion fund for this event and all applicable
City fees in the amount of $ 6, 096.00 be waived for a total
financial commitment from the City of $20, 096.
r
75-0264
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ATTACHMENT "A"
LA VERDAD NOS HARA LIBRES
LIBRERIA DEL PUEBLO, INC.
PROVECTO DE EDUCACION INTEGRAL
August 29, 1994
Honorable Tom Minor
and Common Council
300 North "D" Street
San Bernardino, CA 92418
Dear Mayor and Common Council:
We are submitting a financial request for the 16th. of September Fiesta. The Fiesta will
be held at the Plaza Park on 7th. and Mt. Vernon Avenue. It will be held for two (2) days,
September 16th. and 17th., Friday and Saturday from 12 noon to 10:00 PM.
Libreria Del Pueblo, Inc., a non profit organization, accepts the responsibility of
sponsoring the September 16th. Fiesta, with the help of some student organizations such: Latino
Business Student Association (LBSA), MECHA, Student in Free Enterprise (SIFE), and other
State University Students Groups. Moreover, Libreria Del Pueblo, Inc. will advance the
necessary cleaning deposit and damage bond to obtain the park facilities.
We are requesting $14,000.00 for this project. We would appreciate if half of the funds
can be advanced. The remainder of the funds may be collected after the Fiesta reports have
been completed.
Sincerely,
Father Patricio Guillen,
Executive Director
Libreria Del Pueblo, Inc.
cc: Shauna Clark, City Administrator
..,.......
739 North Mount Vernon Ave, Suite#100 • P.O. Box 7366 • San Bernardino, CA 92411
Telephono: (909) 888-1800 • FAX (909) 889-3895
a.i. t.�r atit;tivid+ei„i- ,/1ht;r.''t4'ION FUND
3 1. Organization(Name,Addnas2 air,) 2---�00e Submitted
/1LLLi 4 22. C intaCtPersoft
3. Phone I f1 (10, A a n 4. Period of Support Requested or Date of Event
Number of Years in Existence IF 7f' a Z;A/ f fly S. Taxpayer Identification Numbert'+� 1
6. Activity for which funding is requested: / sue' ,t/
lL 1N l7_�9� �ee.�/�aoy[ T KdtC F,CiLILL 1..7
/ �U rz C ;,4-
v
7. Estimated number of persons expected to attend this programlpro)aat
6. Proposed Budget: Budget Aawl 0110114101 Alerted �—
Personnel: 016 Facility Budget Actual ty Rental ;* OU Trophies t
017 Insurance 024 Sohoiarships
Ot Fulftime Salaries 018 Decorations 025 Celebrity Expenses
02 Parttime Salaries 019 LAW": A000ramodetans
03 Overtime Gas
04
Electrical 0111 W
Phone ate
Expenses: Other f I11111sceiianeous Expenses:
Sub-Total _
If 010 Office Supplies 020 Special Equipment
011 Postage
012 Printing `
013 Equipment Rental
014 Security 021 Advertising -
015 Food/
o22P
Refreshments Expses BRAND TOTAL
9. list Anticipated Funding/Revenus(Sources other than City)
• t
source Amount
i
TOTAL — O --
10.Anticipated revenue from activity
11.Total Amount Requested from City: Sent to Ways b Means Date:
A. Total Proposed Budget Amount Action,
B. LM:Other Funding Sources Senl to
Mayor d Council Date:
-•�� –- C. Total Amount Requested from City A`/6 r9r7/7.41 A Action:
12.Describe any additional assistance being requested from the city: (Parsonnal,equipment,park area, Estimated Costs
build' ,etc.) (To be completed by City)
A. �T 2 ,ZD
e
B.
C. i �¢iSpn/.✓� u./lmCn/f ��
L 13. Signature of a lieant: Date•.
NOTE:Please be prepared to submit an audit of your financial acti'vitbs,In the event iuch Information is deemed necessary.
Attach sketch and other►supporting hformation,Nappropriate.
DISTRIBUTION: WHITE—CITY ADMINISTRATOR GREEN—FINANCE CANARY—APPLICANT OTHERDEPT9.:_
ATTACHMENT "B"
LA VERDAD NOS HAM LIBRES
LIBRERIA DEL PUEBLO, INC.
PROYECTO DE EDUCACION INTEGRAL
SEPTEMBER 16, 1994 FIESTA
PROPOSED BUDGET
Advertising 1250.00
Insurance 400.00
Food Booths 7 @ $150/2 days 1050.00
Non Food Booths 10 @ $65/2 days 650.00
Security 24 Hrs. @ $15/hr. 360.00
Cleaning/Labor 400.00
Cleaning/Supplies 190.00
Restrooms Attendant 100.00
Permits and Licenses 250.00
Electrician 75.00
Entertainers (Top) 6000.00
Entertainers/Local 1000.00
Bands/Mariachi 1600.00
Sound Systems 250.00
TOTAL $14000.00
739 North Mount Vernon Ave, Suite#100 • P.O. Box 7366 • San Bernardino, CA 92411
Telephono: (909) 888-1800 • FAX (909) 889-3895
R ARO��
—AKS, RECREATION AND COMMUNITY SER`f;,,ES
APPLICATION/PERMIT
TO USE PUBLIC PARK OR RECREATION FACILITY
Date of Application: August 29, 1994
Name and Address of Applicant/Organization: T.;hrar;a not P„ahln inc [r
972 N. Mt. Vernon Ave. , San Bernardino, CA 92411
Facility Requested: Plaza Park
Fri. PM- PM
Date of Activity: _Sept. 16th & 17 , 1994 Time of Activity: Sat. 11:00 /P.M. To 10:00
Nature ofActivity/Event: Mexican Independence Celebration
Describe Planned Activities: Cultural Activities, Entertainment,Food Booths, Game Booths
Dance
Estimated Attendance: 500-1000 Is Activity Open to the Public? YeS Admission Fee? 0.00
Will Sound Amplification or Public Address System be Used? Yes
Fri. 2:00 PM 12:00 PM Midnight
Time of Day Amplifier is to be Used:Sat.11:00 A.M./P.M. To 12:00 A.M./P.M.
(Section 12.80.130, City Municipal Code Applies.)
HOLD HARMLESS AGREEMENT
Applicant hereby acknowledges that he/she has read, understands, and will comply with all provisions of Chapter 12.80, Municipal
Code, City of San Bernardino, California pertaining to use of Park and Recreation facilities.' Applicant hereby assumes all
responsibility to leave areas in a neat and clean condition.Applicant agrees to hold harmless and indemnify the City of San Bernardino,
California,from any and all liability for injury to persons or property occuring as a result of this activity and agrees to be liable to said
City for and all damage to any park,facility, building,pool, equipment,and furniture owned or controlled by City,which results from
the activity or permittee or is caused by any participant in said activity.
Signature of pp icant
'NOTE: This permit is subject to cancellation by any Police Officer AVAILABLE: /oc YES NO
who determines violation of any provision of the City Municipal Code.
SPECIAL CONDITIONS APPLY: )<,_YES NO
CLEANING DEPOSIT: If area/facility is not left in clean condition,the FEES/DE PO IT(S),REOUIRED: YES NO
deposit shall be forfeited. FEES: L, RECEIVED BY:
KEY DEPOSIT: Keys shall be returned within two (2)working days ON RECEIPT BY:
after the event for which the key(s) is issued. If key(s)is not returned DEPOSIT(Sf�RECEIVED BY: Y
promptly,the deposit shall be forfeited. DEPOSIT RETURNED TO: DATE:
Father Patricio Guillen From (LDP, Inc.) El APPROVED O DISAPPROVED DATE:
Printed Name of Applicant
1054 Cristobal Ln.
Address Director, Parks, Recreation&Community Services
Colton, CA 92324 (909) 875-1779 DISTRIBUTION:
WHITE: DEPT/FACILITY
Clty Zip Phone Number GREEN: APPLICANT/USER
CANARY: DEPOSIT FILE
PINK: POLICE DEPT.
Signature of AppTicant GOLDENROD:RISK MGMT.
SPECIAL CONDITIONS OF PERMIT
As Part of the Public Park Use Permit, the following
represents an understanding between the City of San
Bernardino and Libreria npI P„Phln T-, , relating to the use
(applicant)
of Plaza Park for _Mexican Independence
(name of facility)
Celebration, September 16th
(purpose of use)
Sept. 16th 2:00 PM 12:00 PM Midnight
during the period sPPt. 17th 11:00 AM_ to 19!00 PM Midnight
(date and hour) (date and hour)
All requirements must be completed. Failure to complete
any of these conditions will be cause for immediate
termination of this permit.
PERMITS AND LICENSES
Applicant agrees to obtain all necessary permits and
licenses required for the various activities and events
to be conducted throughout the period of use of the
facility and to provide proof of same to the Parks,
Recreation and Community Services Departments.
Following is a list of permits, licenses and other
requirements:
1. FIRE DEPARTMENT PERMIT - Apply for this at the City
Fire Department, 200 E. Third Street.
(",!- this NVIRONMENTAL HEALTH ITINERANT PERMIT - Apply for
at 385 N. Arrowhead Ave.
C.3BUSINESS LICENSE - This includes a Business License
for each vendor and service provider. ) Apply for
this at City Clerk's Office, Second Floor, City
F
. rr
4 . ABC LICENSE AND TEMPORARY SELLER'S PERMIT SALES
AND USE TAX RETURN - (For Alcohol Sales Apply for
this at the State Board of Equalizat' n Office, 303
W. 3rd Street.
5. Permit authorizing Carniva nd other outdoor
entertainment - apply fo his at City Police Dept. ,
Vice and Narcotics Di ' sion.
Ride vendors will b n compliance with all California
State Division of 9.ecupational Safety and Health policies
dealing with carnival amusement rides and covered under
law by Labor ,/6ode Sections 7900 through 7915. Ride
y
vendors wil comply with Police Department personnel or
other City'department in the event of a malfunction of an
amusement ride or an accident resulting in a patron
injury or fatality, the ride vendor will immediately
n9.tify the Police Department and fully cooperate with the
investigation.
SECURITY AND CROWD CONTROL J
Applicant will provide security and crowd control for the
event on a 24 hour basis with a written duty schedule to
be provided to the Parks, Recreation and Community
Services department and the Police Department. The duty
schedule, will provide the name, address and telephone
number for the individual responsible for security along
with the names and duty times for each individual working
as crowd controller and/or day/night security guard.
CLEANLINESS OF FACILITY AND CLEAN-UP DEPOSIT
Applicant will provide for continuous clean-up during the
event. Applicant will make arrangements with City Refuse
Division for provision of trash bins and for the time the
bins are to be emptied. Applicant agrees to provide
personnel to empty trash receptacles into the large trash
bins prior to scheduled pick-up time by the Refuse
Division. A facility Cleaning Deposit of
$ , s is required. The facility shall be
cleaned by applicant not later thanSept. 18,1994-10:00 AM
(Date/Time)
Cleaning Deposit shall be forfeited if, upon inspection
by a Parks, Recreation and Community Services Department
representative, the facility has not been properly
cleaned.
2
PORTABLE RESTROOMS
Applicant agrees to provide portable restrooms as
required for the anticipated attendance. Restrooms will
be strategically located and will be kept clean and
supplied by applicant.
"EMERGENCY RESPONSE
Applicant agrees that in the event of an emergency
response by City forces as a result of activities of the
event, all salary and material costs shall be borne by
the applicant; i.e. , plugged sewer lines, electrical
failure, riots, mass arrests, major crime responses, etc.
ALOCHOLIC BEVERAGE SALES AND/OR CONSUMPTION
A oholic beverage use for any event on Aby roperty
mus a approved by the City Administrator. dition,
alcoh is beverage sales must be appro he City
P olice partment and an ABC Licenses- must be obtained.
Alcohol u fees are $
The Parks, Re eation and Community Services Department
will forward t request" for Alcohol use to City
Admimistrator when he formal request. is received and the
alcohol waiver fees a paid.
In the event that alcohol ' beverage sale and/or use is
approved for this event, t applicant shall hold the
City Harmless from any pot tial liability claims
resulting from the sale and/or use f alcoholic beverages
on the facility premises.
Appligannt will strictly enforce all C laws with
par cular attention to the prohibition o ale and/or
uof alcohol by minors and by require proper
identication when necessary.
�6RACTURAL AGREEMENTS
Applicant sha rnish to the Parks, Recreation and
Community Services De ent a copy of signed contracts
between applicant and any dors or otherproviders of
services for the event!
3
VE
z r.ate
INSURANCE REQUIREMENTS
Applicant shall procure and maintain in force during the
term of this permit and any extension thereof, at its
expense, public liability insurance in companies and
through brokers approved by City, adequate to protect
against liability for damage claims through public use of
or arising out of accidents occurring in or around the }
premises, in a minimum amount of $1,000, 000. The City
shall be named as additional insured in the policy. The
Applicant's insurance will be primary to any coverage the
City of San Bernardino may have in effect. Such
insurance policies shall provide coverage for City's
contingent liability on such claims or losses resulting
from activities of the permit. An appropriate j
certificate of insurance shall be furnished to the
Director of Parks, Recreation and Community Services.
Failure to provide insurance as stated herein will be
cause for immediate termination of this permit.
In addition, all vendors and service providers shall
provide Certificates of Insurance in the amount of
$1,000,000 with the Cif named as additional insured.
BOND FOR DAMAGES AND OTHER UNFORESEEPI COSTS
®
App
1 ' ant shall provide a damage bond in the amount of
$ 20�c�'00 to cover damages to City property and
equipment which may occur and to recover other costs
which may accrue as a result of the scheduled activities.
4
FACILITY USE FEES & DEPOSITS
FEES NON-REFUNDABLE
quip/Facility/Sere. Unit Quantity Unit Price Extension
loo 0 6z)
I 'Lid
tm
C4q �31, /D
TOTAL $ F I 00
DEPOSITS REFUNDABLE
YPE CASH/CHECK
3(,,A)S_
S � f say
TOTAL $ J
DEPOSIT RETURNED TO:
(SPECIALCOND#2)
Signature Date
Printed Name & Address