HomeMy WebLinkAbout13- City Administrator CITY OF SAN BERM 1 RDINO - REQUEST r-NR COUNCIL ACTION
From: SHAUNA CLARK Subject: Agreement with Black Culture
City Administrator Foundation for $7 , 000 in civic
Dept: and promotional funding and approval
of transfer of funds to departmental
Date: January 14 , 1994 cco�n t coven associated costs
or 9 B?ack History Parade.
Synopsis of Previous Council action:
1/11/93 -- Council approved allocation of $28 , 238 . 29 in civic and
promotion funds to assist in conduct of 1993 Black History
Parade and associated events of Black History Week.
Recommended motion:
1 . Adopt resolution.
2 . That $30 , 494 be transferred from the civic and promotion fund
to the respective departmental accounts as noted in the
staff report from the City Administrator dated 1/14/94 to
offset costs associated with the event.
Signature
Contact person: Shauna Clark Phone: 5122
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: $37 , 494
Source: (Acct. No.) 001--091-53662
(Acct. Description) civic and promotion Q �/
Finance: l,L'ira
Council Notes:
75-0262 Agenda Item No.
CITY OF SAN BERN A RDINO - REQUEST F'*R COUNCIL ACTION
STAFF REPORT
On December 8, 1993 , the Ways and Means Committee recommended the
allocation of $7 , 000 in direct funding and $30, 494 in indirect
funding to the Black Culture Foundation for costs connected with
their Black History Week events scheduled for the week of February
4 , 1994 .
Attached is a grant agreement between the Black Culture Foundation
and the City for $7 , 000 from the Civic and Promotion Fund. In
addition, the Foundation is requesting a waiver of fees and the use
of City labor and equipment to assist with the Black History Parade
scheduled for February 5, 1994 . If approved, the remainder of the
funds recommended for approval by Ways and Means Committee --
$30, 494 -- will be transferred from the civic and promotional fund
into the various City departmental accounts as listed below to
recover their costs incurred in assisting with the parade.
DEPARTMENT ACCOUNT AMOUNT
Police 001-212-52050 $20, 828
Traffic Engineering 772-031-24676 $ 1, 870
Public Services 001-000-41810 $ 1, 456
Parks & Recreation 001-382-52020 (LABOR
001-000-41861 (EQUIP) $ 6, 340
TOTAL $30, 494
75-0264
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WAYS AND MEANS COMMITTEE
December 8, 1993
ATTENDEES:
Councilwoman Norine Miller - Chairwoman
Councilman F. J. Curlin
Councilman Jerry Devlin
Shauna Clark - City Administrator
Richard Morillo - Sr. Assistant City Attorney
John Kramer - Recreation Superintendent
Phil Arvizo - Council Executive Assistant
1. CULTURAL AND CIVIC ORGANIZATIONS REQUESTS FOR FUNDING
FOR FY 1993/94 AND 1994/95 - The Committee recommended funding to The Black
Culture Foundation and Park and Recreation from 93/94 funds. The following level of
funding was recommended for approval:
FY 93/94
Organization Event Direct Indirect Total
Black Culture Black History $ 7,000 $30,494 $37,494
Park & Rec. Concerts $ 6,000 -0- $ 6,000
Parks & Rec. 4th of July $12,553 -0- $12,553
The Committee denied the $5,000 Hispanic Chamber of Commerce request for funding
assistance. The Committee asked the City Administrator to send a letter notifying the
Hispanic Chamber that, unless receipts for previously allocated funds are received by
December 23, the presently setaside funds will be reallocated.
The City Administrator will provide the Committee a copy of the Black Culture
Foundation agreement at the next meeting.
The FY 94/95 Funding will be reconsidered at the first Ways and Means Committee
meeting in January.
Meeting adjourned.
)14�
Councilwoman Norine Miller
Chairwoman
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CI F AN BERNARDINO - CIVIC AND PROMOTION FUND J
EST FOR FUNDING . ,SISTANCE
1 Organization(Nam ss.etc.) Date Subm;netl Nnvemher 1 , 1993
Black � 1 � g Foundation 2. Contact Person
larrarat Hill
r,
P O. Br 7288 Title President
San Bernardino CA 92411 Phone ( 909) 862-5432
3. Phone (9 0 9 1 8 6 4-3 2 6 i 4. Period of Support Requested or Date of Event Feb 4
Number of Years^Existence _ through Feb 6, 1994
5, Taxpayer Identification Number 95-3811107
6. Activity for which fune,ng;sreauiiii San Bernardino Black History month Activities.
Aet}vit es + n lt, a• RPrpption for Parade Grand Marshal and other celebre-
ties, Miss Black San Bernardino Pageant, Black History Parade, Post Parade
Ttmrhenn Black Histcry Ball, and Gospelfest Concert, Feb 4-6, 1994.
r
7 Estimated numoerotoersonsexpecteato attend this brogramrprolect Over 10,000 for all activities.
t 8. Proposed Budges Budget Actual Budget Actual Budget Actual
i Personnel: 016 Facility Rental 1 500 023 Trophies 2150
1 017 Insurance 2500 024 Scholarsh;os 1 5 0 0
01 Fulttime Salaries N/A 018 Decorations 325 025 Celebrity Expenses
02 Parttime Sa'anes N/A _ 019 Utilities Accommodations
03 Overtime N/A Gas Lodging 873
(� 04 Electrical Other ( limo) - 0.
{ OS Phone
Other
026 Miscellaneous Expenses
Expenses:
Sub-Total
010 Office Supplies 55 020 Special Equipment j
ot1 Postage 40 Lights & Set up 1 S0
012 Printing 700 I Porta-Toilets 300 _
013 Equipment Rental
014 Security 021 Advertising
X - 015 Food- 022 Promotion 520 223651
Refreshments 9000, I Expenses GRAND TOTAL T—
9 List Anuapated Funding/Revenue(Sources other than City)
Source Amount
Calif Lotter-y ($1 500) SOCal Gas CO- ($1,400), Budweiser ($1,700),
So Calif Edison ($500), GPE Callr Call in ns c r
Dukes and Dukes Assoc. ($250), Individual Donations ($250)
TOTAL 6850
!� '0 Ant;aoatec revenue from activity $8,515 (Souvenir Book Ads and BiT.T, Ticket Sales
i Total Amount Requested from C.ty Sent to Ways&Means Date:
all A Total Proposed Budget Amount $22,365 Action:
15,565 565 Sent to Mayor&Council Date:
8 �,g�@ Other Funding Sources Y
C Total Amount Requested from City It7-000 Action:
12 Descrioe any addrrenal assistance being requested from the city (Personnel,equipment,park area, Estimated Costs
ou Ie.ng,etc
To be completed by City)
A ect irity, traffic and crowd control.
B Use Of Encanto Park, grounds, and facilities. Loan of 10 tables,
80 chairs, 2 stages, bleac ers, ana oun in9•
C City crews to set up barricades, transport bleachers and tables,
chairs, and close streets ur"19 Para e. �-
13 ^ratur of applicant Date:
,�i �7/ November 1,
1993
NOTE:Please be preg aired to submit an audit of your financial activities,In the event such information is deemed necessary.
Attach sketch and other supporting information,if appropriate.
X5'99_"ON w-. C"`A:JU NS-aA"pP GREEN—PNANCE CANAR1—APa-1CAN- OrHEa JETS —
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH THE BLACK CULTURE FOUNDATION
3 RELATING TO FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND
4 FOR FISCAL YEAR 1993/94 .
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 the Black Culture Foundation, relating to financial
9 assistance from the civic and promotion fund for FY 1993/94 , a copy
10 of which is attached hereto, marked Exhibit "A" and incorporated
11 herein by reference as fully as though set forth at length.
12
13 SECTION 2 . The authorization to execute the above referenced
14 agreement is rescinded if the parties to the agreement fail to
15 execute it within sixty (60) days of the passage of this
10 resolution.
17
18 I HEREBY CERTIFY that the foregoing resolution was duly
19 adopted by the Mayor and Common Council of the City of San
20 Bernardino at a meeting thereof, held on the day
21 of 1994 , by the following vote, to wit:
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RESOLUTION f.._ 2HORIZING AGREEMENT WITH B-_iCK CULTURE FOUNDATION
FOR FY93/94 CIVIC AND PROMOTIONAL FUNDING.
1
2
3
4 Councilmembers AYES NAYS ABSTAIN ABSENT
5 NEGRETE
6 URLIN
7 HERNANDEZ
8 OBERHELMAN
9 DEVLIN
10 POPE-LUDLAM
11 MILLER
12
13 City Clerk
14
The foregoing resolution is hereby approved this day of
15 , 1994 .
16
Tom Minor, Mayor
17 City of San Bernardino
18 Approved as to form
and legal content:
19
JAMES F. PENMAN
20 City Attorney
21 By:
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-2-
1
2 G R A N T - A G R E E M E N T
3 Civic and Promotional
4
5 THIS AGREEMENT is entered into between the CITY OF SAN
6 BERNARDINO, a municipal corporation, referred to as "City" , and
7 THE BLACK CULTURE FOUNDATION, a non-profit 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 San Bernardino Black History Month
13
activities sponsored by Organization and scheduled for February 4
14
through February 6, 1994 , as outlined in their Request for Funding
15
dated November 1, 1993 , submitted to the Ways and Means Committee
16
December 8 , 1993 , a copy of which is attached hereto marked Exhibit
17
"A" . The terms of the request are incorporated herein by reference
18
and shall govern the uses of the funds provided herein. The
19
financial assistance provided for in this agreement is made on a
20
one-time basis, and receipt of said funds shall not imply a
21
continuing obligation of the City beyond the terms of this
22
Agreement.
23
B. The expenditure is for a valid municipal public
24
purpose, to wit: for the promotion of Organization's Black
25
History Month's activities.
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1
2 2 . Payment. Provided all internal City permit processing
3 requirements have been met to the satisfaction of the respective
4 departments and upon presentation of a claim to the City Finance
5 Director, City shall pay to Organization from the budget for the
6 1993-94 fiscal year, the total sum of Seven Thousand Dollars
7 ($7 , 000) .
8 3 . Use of Funds. The funds paid to Organization shall be
g used solely for the purposes set forth in Paragraph 1 above. No
10 deviation from these provisions shall be made without the express
11 approval of the City of San Bernardino. Any unexpended funds shall
12 be returned to the City by Organization.
13 4 . Accounting. Within 20 days after the completion of the
14 event, the Organization shall submit to the City Administrator,
15 with a copy to the Finance Director, an accounting (including
16 copies of receipts) of the actual expenditures connected with said
17 event as it relates to the funds which were provided by the City.
18 Financial records shall be maintained in accordance with generally
19 accepted accounting principles by Organization in such manner as to
20 permit City to easily trace the expenditure of the funds. All
21 books and records of Organization are to be kept open for
22 inspection at any time during the business day by the City or its
23 officers or agents. Failure to submit the financial records in
24 accordance with this section will result in the Organization
25 reimbursing the City in the full amount received by Organization.
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1 5 . Hold Harmless. Organization covenants and agrees to
2 defend, indemnify, and hold harmless the City and its employees and
3 agents from all liabilities and charges, expenses (including
4 counsel fees) , suits, or losses however occurring, or damages
5 arising or growing out of the use or receipt of the funds paid
6 hereunder and all operations under this agreement. Payments
7 hereunder are made with the understanding that the City is not
8 involved in the performance of services or other activities of
9 Organization.
10 6 . Termination. City shall have the right to terminate this
11 agreement and any funding remaining unpaid hereunder for any reason
12 by mailing a ten-day written notice to Organization and this
13 agreement shall terminate ten days after the mailing of such
14 notice. In the event this agreement is terminated for reasons of
15 improper use of funds or use of funds for any purpose other than
16 those authorized, any unexpended portion of the funds provided by
17 City shall be returned to City. In addition, Organization shall
is reimburse to City any funds expended which were used for any
19 Purpose other than those authorized under this agreement.
20 7 . Permits and Insurance. Organization shall obtain all
21 Permits required for its activities and comply with all insurance
22 requirements applicable thereto.
23 8 . Authorization to Execute. Organization hereby covenants
24 that it has taken all actions necessary to make the adherence to
25 the obligations imposed by this agreement a binding obligation of
26 the organization.
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1 9 . Notices. All notices herein required shall be in writing
2 and delivered in person or sent by certified mail, postage prepaid,
3 addressed as follows:
4
5 As to City: As to Organization:
6 City of San Bernardino Black Culture Foundation
300 North "D" Street P. O. Box 7288
7 San Bernardino, CA 92418 San Bernardino, CA 92411
Attn: City Administrator
8
10. Entire Agreement. This agreement and any documents or
9
instruments attached hereto or referred to herein integrate all
10
terms and conditions mentioned herein or incidental hereto, and
11 supersede all negotiations and prior writing in respect to the
12 subject matter hereof. In the event of conflict between the terms,
13 conditions or provisions of this Agreement, and any such document
14 or instrument, the terms and conditions of this Agreement shall
15
prevail.
16
ATTEST
17 CITY OF SAN BERNARDINO, a
Municipal Corporation of
18 State of California
19
TOM MINOR, Mayor
20
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BLACK CULTURE FOUNDATION
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