HomeMy WebLinkAbout09-City Administrator
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: City Administrator
OR ' /"l II , ~ L
IIl..tuwi-l
Subject: Request for funding assistance - Western Regional Little
League 2001102 Season
From: Fred Wilson
Date: July 3, 2001
Synopsis of Previous Council Action:
7/24/00
Resolution 2000-210 adopted authorizing civic and promotion funding to Western Region Little League for
2000-01 Season.
Recommended Motion:
Adopt resolution.
~"
Contact Person: Fred Wilson
Phone: 5122
Supportinl! Data Attached: Yes
Ward 5
FUNDING REQUIREMENTS:
Amount: $ 5.000 direct!$16.982 indirect
Source (Acct. No.) 001-091-5186
(Acct. Description) civic and promotion fund
Finance
Conncil Notes:
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Agenda Item No. q
STAFF REPORT
SUBJECT:
Resolution authorizing agreement with San Bernardino Western Regional Little League
Baseball, Inc. for civic and promotion funding for FY 2001/02.
BACKGROUND:
Western Regional Little League Baseball, Inc. is requesting financial assistance from the
FY2001/02 civic and promotion fund in the amount of $5,000 in direct funding and
$16,982 in indirect funding to defray the costs associated with their Tournament Season
scheduled for August 4 through August 14,2001, as outlined in the attached Request for
Funding Proposal.
The departmental costs connected with the event have been estimated to be
approximately $16,982 and involve support in terms of personnel and equipment as
. follows:
Police
Parks/Recreation
$15,616
$ 1,366
The estimated Police personnel cost for this year's event is $15,616 which represents an
approximate $4500 increase from last year. The increase is a result of an expansion of
the event from 10 days to 12 days, which includes two playoff final days instead of one
as in the previous year.
FINANCIAL IMPACT:
Included in the FYOl/02 budget is $153,500 (Acct. #001-091-5186) in civic and
promotion funds which are traditionally used to support events of common interest to the
community. Included in this budget is $50,000 for special events contingency. Attached
is a matrix illustrating how last year's budget was expended and the organizations
receiving funding as well as this year's requests to-date.
It is anticipated these same organizations will request funding from the FY01/02 budget.
Western Regional Little League is requesting the same amount as last year -- $5,000 and
$16,982 in indirect funding to cover departmental costs.
RECOMMENDATION:
Adopt resolution.
LITTLE LEAGUE BASEBALL@ INCORPORATED
Wore," "",,0'" @ H~dq"",,,
June 26, 2001
Honorable Mayor Judith Valles
Mayor and Common Council
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Dear Mayor Valles:
The 2001 Little League Baseball Western Regional Tournament is scheduled for Saturday, August 4,
through Tuesday, August 14,2001. Fourteen Championship teams from the 13 states of the Little
League Western Region will begin arriving on Thursday, August 2nd.
(In past years, we have greatly appreciated the financial suppo~ San Bernardino City councilJ
The financial support will again help to defray the cost of the t nt. I am respectfully requesting
a grant of$5,OOO.OO for our 2001 event.
These funds will be used to oflSet costs associated with transporting teams to and from the airport in
rented buses, our Friday, August 3, get acquainted picnic, feeding approximately 600 guests, opening
ceremonies and meals for teams and volunteers for the 11 day event.
Each year more than 200 players, managers and coaches come to San Bernal'dino to compete for the
opportunity to advance to the Little League Baseball World Series in Williamsport, P A. For the first
time we will send two representatives from the Western Region. Both championship games will be
televised live on ESPN2 from Ai Houghton Stadium here at the Western Regional Headquarters. The
Northwest Division Championship will be televised on August 13th and the West Division
Championship will be televised live on August 14th. We again anticipate between 50 and 60 thousand
visitors from throughout the thirteen Western Region States. Their return is testimony to the warm
family welcome they receive from the City of San Bernardino.
We sincerely thank the City Council for the outstanding support we have received in the past and hope
that you will look favorably on this request. We ask that you again honor us with your presence at some
of the activities listed on the enclosed schedule.
Ja~
Mike Legge
Western Regional Director
00 ~ Gj rn D \Yl rn [ID
JUN 2 8 2001
OFFICE OF THE MAYOR
TIME:
end: 2
6707 Little League Drive. San Bernardino, California 92407. 909-887-6444 . FAX 909-887-6135
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY:
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF
SAN BERNARDINO AND WESTERN REGIONAL LITTLE LEAGUE BASEBALL
FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR
FY 2001/02.
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 San Bernardino Western Regional
Little League Baseball, Inc., for civic and promotion funding in the amount of $5,000 in direct
funding from the FY 2001/02 Budget, a copy of which is attached hereto, marked Exhibit "A"
and incorporated herein by reference as fully as though set forth at length.
Section 2.
Expenditure of indirect funding in the amount of $16,982 is further
authorized to be transferred from the civic and promotion fund to various general fund
departmental accounts as noted in the staff report included as Attaclunent "B".
Section 2.
The authorization to execute the above referenced agreement IS
rescinded if the parties to the agreement fail to execute it within sixty (60) days ofthe adoption
ofthis resolution.
/1111
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
AGREEMENT WITH THE CITY OF SAN BERNARDINO AND WESTERN REGIONAL
LITTLE LEAGUE BASEBALL FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND
PROMOTION FUND FOR FY01/02.
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
,2001, by the following vote to-wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
MCCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
2001.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
Bcr, 'I ~
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AGREEMENT
Civ.ic and Promotional
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
municipal corporation, referred to as "City" and WESTERN REGIONAL LITTLE LEAGUE
BASEBALL, INC. , a non-profit organization, referred to as "Organization."
The parties agree to as follows:
1. Recitals.
A.
Organization has requested financial assistance from City for the
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agreement.
B.
The expenditure is for a valid municipal public purpose, to wit: for the
conduct of events related to their 2001/02 Tournament Season.
Payment.
Upon presentation of a claim to the City Finance Director, City shall pay
to organization from the civic and promotion fund budget for the 2001/02 fiscal year, the total
2.
sum of FIVE THOUSAND DOLLARS ($5,000).
3. Use of Funds.
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The funds paid to Organization shall be used solely for the purposes set forth in
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Paragraph 1 above. No deviation from these provisions shall be made without the express
approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
Organization.
Accountability.
Financial records shall be maintained in accordance with generally
accepted accounting principles by Organization in such manner as to permit City to easily trace
the expenditure of the funds. All books and records of Organization are to be kept open for
inspection at any time during the business day by the City or its officers or agents. Failure to
4.
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Hold Harmless.
Organization covenants and agrees to defend, indemnify, and hold
Harmless the City and its employees and agents from all liabilities and charges, expenses
(including counsel fees), suits, or losses, however occurring, or damages arising or growing out
of the use or receipt of the funds paid hereunder and all operations under this agreement.
Payments hereunder are made with the understanding that the City is not involved in the
performance of services or other activities of Organization. The costs, salary and expenses of the
City Attorney and members of his office in enforcing this agreement on behalf of the City shall
be considered as "counsel fees" for the purposes of this paragraph.
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6. Insurance.
While not restricting or limiting the foregoing, during the term of this
agreement, Organization shall maintain in effect policies of comprehensive public, general and
automobile liability insurance, in the amount of $1,000,000, per occurrence combined single
limit, naming the City of San Bernardino as additionally insured.
7. Termination.
City shall have the right to terminate this agreement and any funding
remaining unpaid hereunder for any reason by mailing a ten-day written notice to Organization
and this agreement shall terminate ten days after the mailing of such notice. In the event this
agreement is terminated for reasons of improper use of funds or use of funds for any purpose
other than those authorized, any unexpended portion of the funds provided by City shall be
returned to City. In addition, Organization shall reimburse to City any funds expended which
were used for any purpose other than those authorized under this agreement.
8. Authorization to Execute.
Organization hereby covenants that it has taken all actions necessary to
make the adherence to the obligations imposed by this agreement a binding obligation of the
organization.
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9. Notices.
All notices herein required shall be in writing and delivered in person or
sent by certified mail, postage prepaid, addressed as follows:
As to City: As to Organization:
City of San Bernardino Western Regional Little League
300 North "D" Street Baseball, Inc.
San Bernardino, CA 92418 6707 Little League Drive
Attn: City Administrator San Bernardino, CA 92407
Attn: Michael E. Legge
10. Entire Agreement.
:Ibis agreement and any documents or instruments attached hereto or
referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
of conflict between the terms, conditions or provisions of this agreement, and any such document
or instrument, the terms and conditions of this agreement shall prevail.
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In witness whereof, the parties hereto have executed this agreement on the day and date
first above shown.
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By:
12
ATTEST:
City Clerk
13
Approved as to form
14 And legal content:
15 James F. Penman
16 City Attorney
17 By: ~ 7-.I~
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CITY OF SAN BERNARDINO
By.
Judith Valles, Mayor
WESTERN REGIONAL LITTLE LEAGUE
BASEBALL, INC.
By.
Michael E. Legge
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Exhibit A
CITY OF SAN BERNARDINO - CIVIC AND PROMOTION FUND
REQUEST FOR FUNDING ASSISTANCE
1. Organization (Name, Address, etc.) Date Submitted June 26. 200!
Little League Baseball-Western Region 2. Contact Person Mike Legge
6707 Little League Dr. Title Western Regional Director
San Bernardino, CA 92407 Phone (909) 887-6444
3. Phone (909) 887-6444 4. Period of Suppon Requested or Dale of Event
Number of Years in Existence 31 August 4. 2001- August 14. 200!
5. Taxpayer Identification Number 23-1688231
.
5. Activity for which funding is requested: Western Regional Lit tIe League Baseball Tournament
13 State Play Of is. Funds requested will be used to feed teams, approximately
9000 meals served. Thi:! bus rental to transport teams to and from the airport. and
other outside activities. and practices, etc.
7. Estimated number of persons expected to attend this programlprojeet 60.000
8. Proposed Budget Budget Act~1 .-, Aclual Bl,ldg.. Actual
Personnel: 016 Facility Renlal 023 Trophies
017 Insurance 024 Scholarships
01 Fulltime Salaries 018 Decorations 025 Celebrity Expenses
02 Partlime Salaries 019 Utilities: Accommodations
03 Overtime Gas Lodging
-
04 Electrical Other
-
05 Phone
- 026 Miscellaneous Expenses:
Other
Expenses:
Sub-Total
010 Office Supplies 020 Special Equipment
011 Postage
012 Printing
013 Equipment Rental
014 Security 021 Advertising
015 Food! 022 Promotion ---1--
Refreshments Expenses GRAND TOTAL
9. list Anticipated FundinglRevenue (Sources other than City)
Source Amounl
Additional income is derived from passing hats at games. requesting
donations. Snack Bar and Souvenir Concession sales
TOTAL
( 10. Anticipated revenue from activity
)
11. Total Amount Requested from City:
A. Total Proposed Budget Amount
B. l.in: Other Funding Sources
C. Total Amount Requested from City
$5, 000.00
Sent to Ways & Means Date:
Action:
Sent to Mayor & Council Date:
Action:
12. Describe any additional assistance being requested from the city: (Personnel, equipment, park area,
building. etc.)
A. San Bernardino Police Department
"Additional Security"
B. San Bernardino City Parks and Recreation
" 2 (two) men to assist in stadium clean UP (dailv)"
C. Department of Public Services
"Additional trash dumpsters. traffic cones and barriers"
Estimated Costs
(To be completed by City)
13.
June 26, 2001
Dale:
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NOTE: Please be prepa", fo submit an aud/f of your flnanclalacflvlf/.., In fh. .v.nt .uch Informaflon I. dHmsd necessary.
Atl8Ch ske'ch and of her 5upponlnglnforma'lon. If appropr"'..
OISTRHIUTIQN, W"lITE -CITY ADMINISTRATOR GREEN -FIN"NCE CANARY_APPLICANT OHlER OEPTS.
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OFFICE OF THE CITY CLERK
RACHEL G. CLARK, CM.C. - CITY CLERK
,.
P.O. Box 1318. San Bernardino. CA92402
300 North "D" Street. San Bernardino. CA 92418-0001
909.384.5002. Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.cLsan-bernardino.ca.us
July 27, 2001
Michael E. Legge
Western Regional Little League Baseball, Inc.
6707 Little League Drive
San Bernardino, CA 92407
Dear Mr. Legge,
At the Mayor and Common Council meeting of July 23, 2001, the City of San Bernardino
adopted Resolution 2001-229 - Resolution authorizing an agreement with the City and Western
Regional Little League Baseball for financial assistance from the Civic and Promotion Fundfor
FY2001/2002.
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 agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by September 21, 2001.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
(_/ It' ; <, l: / ;. i I,' r .
Michelle Taylor
Senior Secretary
Enclosure
cc: Fred Wilson, City Administrator
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: 1ntegrity . Accountability. Respect for Human Dignity. Honesty
LITTLE LEAGUE BASEBALL@INCORPORATED
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July 30, 2001
Office ofthe City Clerk
Rachel G. Clark, C.M.C. - City Clerk
Attn: Ms. Michelle Taylor, Senior Secretary
P.O. Box 1318
San Bernardino, CA 92402
Dear Ms. Taylor:
As requested, I have signed the original agreement for financial assistance as adopted in
Resolution 2001-229 by the Mayor and Common Council.
We are grateful for the continued support of the Mayor and Common Council of San Bernardino.
Please do not hesitate to contact me for any additional information that may be required in this
matter.
Sincerely,
~e~
Western Regional Director
enc1: 1
6707 Little League Drive. San Bernardino, California 92407. 909-887-6444 . FAX 909-887-6135
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
July 30,2001
TO:
Fred Wilson, City Administrator
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-229 - Western Regional Little League 2001/02 Season
CC:
Finance
Attached is an executed copy of the agreement between the City and Western Regional Little
League Baseball for financial assistance from the Civic and Promotion Fund for FY 2001/2002.
The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): f1- Z 3-() \ Item # q
Vote: Ayes j. - '1 Nays ~
Change to motion to amend original documents:
Resolution #2 CX:lt- 22.9
Abstain ~ Absent I
Reso. # On Attachments: ~ Contract term:
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid After: too DA-]-S I q - ,;;1./-0 I
By:
Date Sent to Mayor: ''\- -z. {f'-o \
Date of Mayor's Signature: iJ-;;). b - 0\
Date ofClerk/CDC Signature: 'l-;:).. fc,- 0,
Reso. Log Updated: ,/'"
Seal Impressed: ,/
Date Memo/Letter Sent for Signature:
i-di-U'
See Attached: ~Date Returned: 1)-30-0 \
See Attached:
See Attached:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached: Yes L No By
Updated Prior Resolutions (Other Than Below): Yes No /' By
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes No V By
Updated CDC Personnel Folders (5557): Yes NO~ By
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No By
Copies Distributed to:
City Attorney
Parks & Rec.
./
Code Compliance
Dev. Services
EDA
Finance v MIS
Others: Jl0I1Wl~rc
Police Public Services
Water
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: --!'t!I-
Date:\- 30-0 ,
~
Revised 0 I /12/0 I