HomeMy WebLinkAbout23-Parks and Recreation
'CIT.Y OF SAN BERNCRDINO !""REQUEST OR COUNCIL ACTION'
From:
Annie F. Ramos, Director
,
Subject: ADOPT A RESOLUTION APPROVING AN AGREEMENT
WITH THE BOYS & GIRLS CLUB OF SAN
BERNARDINO RELATING TO FINANCIAL
ASSISTANCE FOR THE CRACKDOWN ANTI-GANG
AND ANTI-DRUG ABUSE DIVERSION PROGRAM.
Dept:
Parks, Recreation & Community Services
Date:
August 22, 1989
Synopsis of Previous Council action:
August 7, 1989 - Approved $10,000 from the Arts & Cultural Account Funds to be
disbursed by the Parks, Recreation and Community Services
Department for allocation towards the Crackdown Program in
San Bernardino.
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Recommended motion:
Adopt the Resolution.
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Contact penon: Anni e F. Ramos Phone:
Sup.portlng data attached: Staff Report, Resol uti on & Agreement Ward:
5030
N/A
FUNDING REOUIREMENTS:
Amount:
$10,000
Source: (ACCT. NO.)
.'001-091-53771
(ACCT. DESCRIPTION) Crackdown Theater Program
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Finance: ( ~ }.JiJ.
Council Notes:
75.0262-
Agenda Item No. ..:t3
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, CITY OF SAN BER~DINO - REQUEST OR COUNCIL ACTION
STAFF REPORT
ADOPT A RESOLUTION APPROVING AN AGREE~
ME NT WITH THE BOYS & GIRLS CLUB OF SAN
BERNARDINO RELATING TO FINANCIAL ASSIS-
TANCE FOR THE CRACKDOWN ANTI-GANG AND
ANTI~DRUG ABUSE DIVERSION PROGRAM.
After approving $10,000 for the Crackdown Program, the Mayor and Common Council
directed the Parks, Recreation and Community Services Department to administer
the funds. This program is one which is under the auspices of the Boys &
Girls Club of San Bernardino; therefore, a contract proposal has been prepared
by that organization as required by this department's procedures for administer-
ing City .funded social services programs.
Based on that contract proposal, an agreement has been written to set the
guidelines for administering the social service contract with the Boys & Girls
club of San Bernardino for carrying out their Crackdown Program.
It is anticipated that the program will expend the funds in a relatively short
period, therefore, the term of the agreement has been written for a four (4)
month period. This agreement outlines the requirements for the Boys & Girls
Club to submit certain support materials for all expenditures for which they
request reimbursement up to a total reimbursement at the end of the contract
not to exceed $10,000.
August 22, 1989
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH BOYS AND GIRLS CLUB OF SAN BERNARDINO RELATING TO FINANCIAL
ASSISTANCE FOR THE CRACKDOWN ANTI-GANG AND ANT1-DRUG ABUSE DIVERSION PROGRAM.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
.BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
and directed to execute on behalf of said City an agreement with Boys and
Girls Club of San Bernardino relating to financial assistance for the Crack-
down Program,.a copy of which is attached hereto, marked Exhibit "A" and
incorporated herein by reference as fully as though set forth at length.
SECTION 1. The authorization granted hereunder shall expire and be void
and of no further effect if the agreement is not executed by both oarties and
returned to the office of the City Clerk within 60 days following effective
date of the resolution.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof; held on the
day of
1989, by
the following vote, to wit:
AYES: Council Members
NAYS:
ABSENT:
City Clerk
8/17/89
Page 1
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1
RE: RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN
AGREEMENT WITH BOYS AND GIRLS CLUB OF SAN BERNARDINO RELATING TO FINANCIAL
ASSISTANCE FOR THE CRACKDOWN ANTI-GANG AND ANTI-DRUG.ABUSE DIVERSION PROGRAM.
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The foregoing resolution is hereby approved this
day of
4
, 1989.
5
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W. R. Holcomb, Mayor
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Approved as to form and legal content:
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:2 ,/
,A2.~4 T J VwY"-d'-.
Ciity Attorney
8/16/89
Page 2
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1
AGREEMENT
2
(Community Service Organization)
THIS AGREEMENT is entered into as of this August 7, 1989,
3
4 at San Bernardino, California, between the City of San
5 Bernardino, a . municipal corporation, referred to as "City", and
6 Boys and Girls Club of San Bernardino, a nonprofit community
7 service organization, referred to as "Service Organization".
. 8 City and Service Organization agree as follows:
9
10
1.
Recitals.
(a) Service Organization has requested financial
II assistance from:
12. City for the Crackdown Anti-Gang and Anti-Drug Abuse Diversion
13 Program.
14
(b) Service Organization. represents that the
15 expendi tures' authorized by this agreement are for a valid
16
municipal public purpose.
The purpose is to provide an ongoing
l7 anti-gang and anti-drug abuse diversion program to include stage
18 performances depicting the harmful consequences and effects of
19 gang and drug activities, alternatives to such activities and
20 counseling and referral services as needed to assist youth and
21 adults in getting out of that kind of activity and to discourage
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22 others from joining such activities.
2.
Payment.
City shall pay to Service Organization the
24 total sum of TEN THOUSAND DOLLARS ($10,000), for the term of this
25
agreement.
Payments will be made upon request provided the
26 proper support material accompanies the request for payment,
27 Support material for payment must include the items listed on
28
DAB/ses
September 5, 1989
1
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1 "Support Materials for Payment Requests," attached hereto as
2 Exhibit 2 and by this reference made a part hereof.
3
3.
Term.
This agreement shall cover the period from
4 August 7, 1989 through December 7, 1989.
5
4.
Use of Funds.
The funds paid to Service Organization
6 shall be used by it solely for the purpose set forth in Paragraph
7 1 (b) of this agreement and in accordance with the budget
8 submi tted to the Ci t;y, a copy of which is attached hereto as
9
Exhibi t "1" and by this reference made a part hereof.
Prior to
10 final payment under this agreement, Service Organization shall
11 present items in support of advanced monies as listed on the
12
13 expenditures must be supported and described in a manner that
attached "Support Material fo.r Payment Request."
All
14 will indicate that the funds have been used sOlely for the
15
purpose set forth in this agreement.
Such funds shall not be
l6 used to promote or endorse any particular religious faith or
17 organization or religion in general or to proselytize for any
18
religious faith or organization.
At the end of the term, all
19 unexpended funds shall be returned to City by Service
21
20 Organization.
5.
Accounting.
Prior to the final payment under this
22 agreement, and at such other times as may be requested by the
23 City Administrator or Director of Finance of City, the Service
24 Organization shall submit to the City Administrator, with a copy
25 to the Director of Finance, an accounting of the proposed and
26 actual expenditures of all revenues accruing to the organization
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for the fiscal year ending June 30, 1990.
Financial records
DAB/ses
September 5, 1989
2
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1 shall be maintained by service Organization in accordance with
2 generally accepted accounting principles, in a manner which
3 permits City to trace the expenditures of the funds. All books
4 and records of Service Organization are kept open for inspection
5 at any time during the business day by the City or its officers
6 or agents.
7
6.
Services Available to Residents.
The services of
8 Service Organization shall be made available to residents and
9
inhabitants of the City of San Bernardino.
No person shall be
10 denied service because of race, color, creed, age, or sex.
11 Service Organization shall have and comply with Affirmative
12 Action guidelines in its employment practices.
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7.
Approval of City of any Charges.
Ci ty reserves the
14 right to require Service Organization to obtain the prior written
15 approval of City of any charges or fees to be charged by Service
16 Organization, and of any rules and regulations governing the
17 services.
8.
Application for Other Funding.
No Service
19 Organization will be funded by the City for more than a total of
three years.
Service Organization must apply for funds from
other sources.
Evidence of the application shall be made
22 available to City prior to any consideration for .further funds
23 for the next fiscal year. Receipt of any revenue from such other
24 sources during this fiscal year must be reported immediately to
25 the Director of Parks, Recreation and Community ServiCes.
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9.
Temporary Withholding.
The Director o'f Parks,
27 Recreation and Community Services, with the concurrence of the
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DAB/ses
September 5, 1989
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1 Mayor and Common Council, is authorized to temporarily withhold
2 or to terminate the payment of funds to Service Organization when
3 the Director determines that any violation of the agreement has
4
occurred.
Funds shall be withheld until the violation is
5 corrected to the satisfaction of the Director and Mayor and
6 Common CounCil.
7
10. Hold Harmless.
Service Organization agrees to
8 indemnify and save harmless the City and its employees and agents
9 from all liabilities and charges, expenses (including counsel
10 fees), suits or losses, however occurring, or damages arising or
12
11 growing out of the use or receipt of funds paid under this
agreement, and all operations under this agreement.
Payments
13 under this agreement are made with the understanding that the
14 City is not involved in the performance of services or other
15 activities of Service Organization. Service Organization and its
16 employees and agents are independent contractors and not
17 employees or agents of City.
18
11. Standards. Service Organization agrees to comply with
19 the provisions of "Section 1. Recommendations", of a portion of
20 a report entitled "Report of the Special Council Subcommittee for
21 Social Service Funds" dated and adopted on February 18, 1975, and
22 on file in the Office of the City Clerk of City, a copy of which
23
has previously been provided to Service Organization.
All
24 references to Human Services Department and/or Director are now
25 referred to as "Parks, Recreation and Community Services
26 Department and/or Director".
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12. Termination.
City shall have the right to terminate
DAB/ses
September 5, 1989
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1 this agreement and any funding of Service Organization for any
2 reason by mailing a ten day written notice to Service
3 Organization and this agreement shall terminate ten days after
4 the mailing of such notice.
5
13. Amendment.
This agreement may be amended or modified
6 only by written agreement signed by both parties and failure on
7 the part of either party to enforce any provision of this
8 agreement shall not be construed as a waiver of the' right to
9 compel enforcement of any provision or provisions.
14. Assignment.
This agreement shall not be assigned by
11 Service Organization without the prior written consent of City.
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15. Notices.
All notices herein required shall be in
13 writing and delivered in person or sent by certified mail,
14 postage prepaid, addressed as follows:
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25.
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As to City:
As to Service Organization:
City Administrator
Ci ty Hall
300 North "D" Street
San Bernardino, CA 92418
Boys and Girls Club of San Bernardino
l180 W. 9th Street
San Bernardino, CA 92411
16. Entire Agreement.
This agreement represents the
entire agreement between the parties hereto and any amendments
/ / /
/ / /
/ / /
/ / /
/ / /
/ / /
/ / /
DAB/ses
September 5, 1989
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. RE: EXECUTION OF AGREEMENT W~ BOYS AND GIRLS CLUB OF
SAN BERNARDnr\RELATIKGTOFINANCIAL ASSI NCE FOR THE CRACKDOWN
ANTI-GANG AN~ANTI-DRUG ABUSE DIVERSION ROGRAM.
1 and/or addendums shall be made in writing between the parties and
2 attached to the agreement.
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DATED
5
6
ATTEST:
City of San Bernardino
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By:
W.R. Holcomb, Mayor
City of San Bernardino
City Clerk
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BOYS AND GIRLS CLUB OF SAN BERNARDINO
By
Title
15 Approved as to form and legal content:
James F. Penman
l6 City Attorney
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DAB/ses
September 5, 1989
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Support material for Payment ReQUest
1. Letter requesting payment, signed by the person who
signed the agreement.
2. Description of the completed activities for which the
payment is being requested.
3. Summary of all program costs to include:
a.
Cancelled checks for
with purpose of
celebrities.
all stipends
expenditures,
and. gratuities
1. e . actors,
b. Summary of equipment costs with invoices showing
name of vendor, amounts, date of use of equipment,
place of use (performance location).
c. Summary of Support Staff costs including employee
name, Job title, hours worked, dates, amount of
fringe benefits, work performed.
d. List all sources of funds including other grants
for the above expenditures. Include amounts,
sources, purposes and dates received.
e. Certification that final payments have been made on
all expenditures and that. no other reimbursement
has been or will be received for which payment is
requested.
f..U8.t' 2.