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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fred Wilson Subject: Central City Lutheran Mission's
"Run for the Children"
Request for fee waiver
Dept: City Administrator 0 RIG I N A l
Date: April 14, 2003
Synopsis of Previous Council Action:
4/9/03 - Ways and Means Committee referred the request to Mayor and Council for
consideration
Recommended motion:
That $620 be transferred from the FY 02/03 civic and promotion account to the Police
departmental account as listed in the attached staff report; that a refund of $211.25 be
authorized to the Central City Lutheran Mission for prior payment of insurance; and that
a waiver of fees for the use of City personnel and equipment to assist the Central City
Lutheran Mission in their "Run for the Children" event scheduled for May 3, 2003, be
approved.
fitd {u~ (fJ .f/-; )
Signature (
Contact person: Fred Wilson
Phone: 5122
Supporting data attached:
yes
Ward:
1
FUNDING REQUIREMENTS: Amount: $831.25
Source: (Acct. No.) 001-091-5186
(Acct. Description) civic and promotion
Finance:
Council Notes:
Agenda Item No. :L 1
1 / ;)../ / b 3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
Request for waiver of fees in connection with Central City Lutheran Mission's "Run for
the Children" scheduled for May 3, 2003.
BACKGROUND:
Councilwoman Susan Longville has requested a waiver of fees on behalf of the Central
City Lutheran Mission who is hosting a "Run for the Children" on Saturday, May 3, 2003.
This Run is designed to promote awareness and involvement in efforts to support
development programming for children. It is designed as a multi-year program to
encourage healthy activities and promote physical fitness not normally available to low-
income youth.
This item was presented to the Ways and Means Committee on April 9, 2003. The
Committee expressed concerns about funding new events of this nature in light of the
City's budget situation. The Committee also voted to require all non-profit organizations
to submit complete applications including a complete budget proposal at least 60 days
in advance of the Ways and Means Committee review.
Based on the discussion at the Ways and Means Committee, Lutheran Mission has
worked with the Police department to scale back the size of their event in an effort to
reduce costs. In addition, they have agreed to pay $200 towards costs of the Police
services. The Police Department has determined these services to be $820 as outlined
in their attached memorandum. With the Mission agreeing to pay $200, the cost of the
waiver is $620. In addition, they are requesting reimbursement of $211.25 be made for
their prior payment to the City for the cost of the insurance certificate.
FISCAL IMPACT:
$831.25 to the civic and promotion account. Attached for your information is a matrix
showing the allocations of civic and promotion funding to date.
RECOMMENDATION:
That $620 be transferred from the FY 02/03 civic and promotion account to the
Police Departmental account; that a reimbursement of $211.25 be made to the Central
City Lutheran Mission for their prior payment of the City's insurance certificate; and that
a waiver of fees for the use of City personnel and equipment to assist the Mission with
their "Run for the Children" be approved.
NAME OF ORGANIZATION:
REQUEST FOR CIVIC AND PROMOTION FUNDING (PART 1lI)
REQUEST FOR FEE W AIYERS
(List all City services for which you are requesting fee waivers)
C. Fee Waivers Amount
Police
Security
Traffic Control 620
Fire
Site Inspections
Crowd Control
Facilities
Sound Svstem
Civic Center Use Permit
Public Services
Refuse Bins
Street Sweeping
Development Services
Planning TUP
Building
Other (Explain) refund of insurance nayment 211.25
Total Amount of Fee Waivers (In-Kind Services) 831.25
For Office Use Only:
Departmental Costs In: Police
Fire
Public Services
Public Works
Development Services
Facilities
Previous Year's Accounting Reviewed: Admin:
Finance
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City of San Bernardino
San Bernardino Police Department
Interoffice Memorandum
To:
Lt Mark Garcia
From:
Sgt BK smith
Subject:
CCLM 'Run for the Children': Manpower Needs and Cost Analysis
Date:
Dec 19,2002
Copies:
MANPOWER NEEDS AND COST ANALYSIS
To ensure a safe environment for the Central City Lutheran Mission's 'Run for the
Children', one sergeant and eight patrolmen will be needed. Their primary enforcement
responsibilities will be to block major intersections along the racecourse. The racecourse
will incorporate portions of several streets in the downtown area of San Bernardino.
Manpower - Prior to the Event
1 Sergeant at straight time plus benefits x 2 hours = No Charge
Manpower - Day of the Event
1 Sergeant at time Yz x 2 hours = $114.30
8 Patrol officers at time Yz x 2 hours = $705.60
Equipment - Day of the Event
9 Marked police units = No Charge
9 HT Radios = No Charge
Total Costs: $819.90
TIlE SBPD IS mMMITIED TO PROVIDING,
PROGRESSIVE QUALIlYPOIlCE SERVICE;
A SAFE ENVIRONMENT TO IMPROVE TIlE QUALIlY OF IlFE;
A REDUCIlON IN CRIME lHROUGHPROBIEM REmGNIll0N AND PROBlEM SOLVING
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CEntral Clt~ Lutheran Mis
(909]884-5104
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"Sv,":~m:~ iNSURANCE COMPANY
CERTiHCATf.NO,'
CERTIFICATE OF INSURANCE
SPECIAL EVENT LIABILITY PROCRAM
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PUBLIC ENTITY (ADDITIONAL INSURED)
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City of San Bernardino
300 N. '0' Street
San Bernardino, CA 92q18
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EVENT INFORMA110,l1:
TYPE: II SI\ Run
DATE(S):
LOCATION:
Seccombe
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Sat'p"day.. M.y 1, 20Qi
F..ldhy"m I ;hr~ry (C;I~rt)
Lake Park r Finish) ,
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TES: EFFECTIVE: IAiWARY 1,2003 EXPIRATION: JANUARY 1,2004
lABILITY I OCCURRENCE FORM DEDUCTIBLE; NONE
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Apr14 03 01:17p
Central Cit~ Lutheran Mis (909J884-5104
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CENTRAL
cm
WTHEUH
MISSION
A Neighborhood Development Project Empowering People
'BfiIgiIg The lM:lrd
71rough Creation Of
Commllity'
city Council, City of San BenJardino
1354 North G Sin!<< San 1-"'" CA !l:If05 Phone, gog..w.692l Fox, 909-884-5104 e-","" ~com
Fee Waiver Request
Central City Lutheran Mission's "Run for the Children"
Central City Lutheran Mission requests a waiver of fees for its "Run for the
Children", which will be held on May 3r. this year. The support of the City will help
youth during the firsl year ofa mulli-year program that will provide healthy activities for
hard-to-reach youth. During this first year, youth have been active organizing and
promoling lhis event.
AI the request oflhe Ways and Means Committee, CCLM has rerouted the race
around tbe perimeter ofthe Secombe Lake Park and worked wilh Ihe Police Department
10 create a route that greally reduces the cost for police presence and streel closures.
Through sponsorship and f~:s, a majority ofthe costs will be covered during this first
year, bul CCLM requests that the city waive the city's fees during this first year, so as to
help us defray the considerable ,;osts we are incurring to organize this event. Now. and as
it grows, the "Run for the Children" will become an important annual activity that will
promole the following key elements for our community:
. A youth-led activity that gives hard-la-reach youth an opportunily 10 gain
experience leading organized positive activities for the community.
. An annual event Ihat promotes physical fitness and community health care in our
city.
. A healthy community activity Ihat involves Ihe community in new Cinco de Mayo
celebrations in San Bernardino.
. A venture that brings to~.elher community members in support of our families and
programs that favor our eommunity and especially those at most need in our
community.
We request that the City help us reach our goals by waiving fees during this firsl year
so that we can establish an important tradition and continue to promote healthy programs
for underserved communities in our city.
~~~
Tom Dolan
Administrative Director
Central City Lulheran Mission
~p~ 14 03 01:17p
Central Cit~ Lutheran Mis (9091884-5104
CCLM'S Run for the Children
Course Description
CCLM's "Run for the Children" will begin at 8;00 am on May 3rd on the
comer of 7th Street and Waterman. Runners will meet at 7:30 to begin the
registration process and the race wilJ begin at 8:00. Runners will go south on
Waterman to 5th Street, west on 5th to Sierra, north on Sierra to 9th, east on
9th to Waterman, south on Waterman to 5th, west on 5th to 7th, east on 7th
to Belle, south on Belle and continuing on the walkway to end at the
pavilion in Secombe Lake Park. At 9:00 a.m., the kids races will begin in the
park and along 7'h Street. Tb.e races will end by 9:30 and afterwards there
will be an awards ceremony in the pavilion. The activities in the park will
end at II :00 a.m.
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~pr.l~ 03 01:17p
Central Cit~ Lutheran Mis (SOSI884-5104
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OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. . CITY CLERK
300 North "on Street. San Bernardino' CA 92418-0001
909.384.5002. Fax: 909.384.5158
\\'Ww .ci. san .bernardino. ca .us
;"
April 22, 2003
Mr. Tom Dolan
Administrative Director
Central City Lutheran Mission
1354 North "G" Street
San Bernardino, CA 92405
Dear Mr. Dolan:
At the Council meeting held on April 21, 2003, the following action was taken relative to your
request for a waiver of fees:
That $620 be transferred from the FY 2002/03 civic and promotion account to the
Police departmental account as listed in the staff report from Fred Wilson, dated April
14, 2003; that a refund of $211.25 be authorized to the Central City Lutheran Mission
for prior payment of insurance; and that a waiver of fees for the use of City personnel
and equipment to assist the Central City Lutheran Mission in their "Run for the
Children' event scheduled for May 3, 2003, be approved.
If you have any questions relative to the waiver of fees, please contact City Administrator Fred
Wilson, at (909) 384-5122.
Sincerely,
~f:-Jv.10. UtL/'-P<-
Rachel G. Clark, CMC
City Clerk
RGC:1s
cc: City Administrator
Police Department
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty