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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: City Administrator
Subject: Resolution authorizing civic
And promotion funding from FY01/02
to assist in the conduct of "Salute to
the Route".
From: Fred Wilson 11 r: ' ~ "F . ~ L
City Administrato..v t, j I.N II V Ii
Date: June 27, 2001
Synopsis of Previous Council Action:
7/26/00 Ways and Means Committee recommended approval of civic and
promotion funding in the amount of $10,000 to support "Salute to the
Route" event on September 16, 2000.
8/7/00 Resolution #2000-246 adopted approving civic and promotion
funding in the amount of $10,000 to support "Salute to the Route"
event on September 16, 2000.
7/25/01 Ways and Means recommended approval of$10,000 in C1V1C
and promotion funding for 2001 Salute to the Route
Recommended Motion:
Adopt resolution.
~rn
Contact person:Fr..t1 Wilenn
Phnn,,'51')')
Supporting data attached:Yes
Ward' 1
FUNDING REQUIREMENTS: Amount:
$10,000
Source: (Acct. No.)
001-091-5186
(A,..,..t nj::u:.,..rirtinn) ~ivit! ~nl'l prnmntinn
Finance$Jj~U6^-
Council Notes:
dnol- cl C/ '1
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution authorizing agreement between the City of San Bernardino and "Salute to the Route"
for civic and promotion funding in the amount of$IO,OOO from the FYOI/02 budget to assist
with the conduct oftheir "Salute to the Route" event on September 15, 2001.
BACKGROUND:
Mr. Danny Flores, Chairman of the "Salute to the Route" event has requested financial assistance
from the City in the amount of $10,000 to aid in the conduct of that event scheduled for
September 15, 2001 at Nunez Park. Attached is a completed Request for Funding Assistance for
your review which includes a proposed budget, estimated revenue from other sources, and the
anticipated cost of the event to the organization.
This is the second year in which Mr. Flores has requested financial support for this event. Last
year, the Mayor and Council approved $10,000 in civic and promotion funding to support the
activity.
The event is a car show similar to the larger Route 66 event which is intended to showcase many
"Iowrider" custom cars and bicycles and embodies the spirit of the City's Hispanic community.
The event encompasses Hispanic art, culture and history. Musical entertainment and traditional
Mexican foods will add to the flavor of the event.
FINANCIAL IMPACT:
Included in the FYOII02 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 FYO 1102 budget. Salute
to the Route is asking for the same amount as last year -- $10,000.
RECOMMENDATION:
Adopt resolution.
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May 7, 2001
Mr. Fred Wilson, City Administrator
300 N "E" St.
San Bernardino, CA 92401
Mr. Wilson,
The Salute to the Route is a community event held each year at Nufiez Park in the City of San
Bernardino as companion event to the Route 66 Rendezvous.
This year's theme is Salute to the Route - EI Grito! and will be held September 15th, 2001. "EI
Grito!" is the celebration held the day before Mexican Independence Day (September 16th) and
will be the finale for this year's show.
This event celebrates the "Mother Road" - Route 66, but also encompasses Hispanic art, culture
and history. Classic "lowrider" cars and bicycles represent the art of the Latinos and are put on
display for the public to view. Mariachi groups perform the songs of our Hispanic culture and
Aztec dancers remind us of our Indian heritage.
The Salute reaches out to all in the community. Services organizations such as the Boy Scouts of
America, People's Choice, The Hispanic Employees Alliance, Kiwanis of Greater San
Bernardino, Ronald McDonald House, The American Red Cross, Inland AIDS Project and the
PAL Center are welcomed free of charge to distribute information to the public. Other
organizations such as the San Bernardino County Department of Public Health, the California
Highway Patrol, Inland Empire Health Plan, the San Bernardino County Sheriff's Department
and the Gents Organization provide information to the public as well as support to our event.
Due to the overwhelming response by the community the Salute has grown tremendously in size
over the past few years. The Salute to the Route Organizing Board has put forth great efforts to
bring this event to the Westside, and is requesting $10,000 from the Ways & Means Committee
in our endeavor to continue the tradition. Attached is a copy of our proposed budget for your
review. If you have any questions, please feel free to call me @ (909) 887-2745.
Thank you in advance for your consideration,
:C) afl1MJ if ~
Danny Flores, Chairman
Salute to the Route
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT BETWEEN THE CITY
OF SAN BERNARDINO AND "SALUTE TO THE ROUTE" FOR CIVIC AND
PROMOTION FUNDING FROM THE FYOl102 BUDGET TO ASSIST IN THE
CONDUCT OF THE "SALUTE TO THE ROUTE" EVENT.
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 the "Salute to the Route"
organization for civic and promotion funding from the FYOII02 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. The authorization to execute the above referenced agreement. is
rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption
of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH SALUTE TO THE
ROUTE FOR FYOl/02 CIVIC AND PROMOTION FUNDING.
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
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AGREEMENT
Civic and Promotional Funding
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
municipal corporation, referred to as "City" and "SALUTE TO THE ROUTE", a non-profit
organization, referred to as "Organization."
The parties agree to as follows:
I. Recitals.
A. Organization has requested financial assistance from City for the
Fiscal year 2001102, in order to assist in defraying the expenses connected with the conduct of
events related to their 200 I "Salute to the Route" celebration, as outlined in their request for
funding to the Mayor and Common Council, a copy of which is attached hereto marked Exhibit
"A". The terms of the request are incorporated herein by reference and shall govern the uses of
the funds provided herein. The financial assistance provided for in this agreement is made on a
one-time basis, and receipt of said funds shall not imply a continuing obligation of the City
beyond the terms of this agreement.
B. The expenditure is for a valid municipal public purpose, to wit: for the
conduct of events related to their 2001 "Salute to the Route" celebration,
September 15, 2001.
2. Payment.
Upon presentation and approval of a claim by the City Administrator's Office,
City Finance shall pay to organization from the civic and promotion fund budget
for the 2001102 fiscal year, the total sum ofTEN THOUSAND DOLLARS
($10,000).
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of the use or receipt of the funds paid hereunder and all operations under this agreement.
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26 Payments hereunder are made with the understanding that the City is not involved in the
27 performance of services or other activities of Organization. The costs, salary and expenses of the
Use of Funds.
The funds paid to Organization shall be used solely for the purposes set forth in
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.
3.
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
submit the financial records in accordance with this section will result in the Organization
reimbursing the City in the full amount received by Organization. At the conclusion of the
program, Organization shall present the City Administrator or his designee copies of all receipts
for expenditures connected with said program in the total amount of TEN THOUSAND
DOLLARS ($10,QOO). If Organization does not submit receipts totaling $10,000 which City
deems appropriate, Organization shall remit balance of funds to City.
5. Hold Harmless.
4.
Organization covenants and agrees to defend, indemnify, and hold
Harmless the City and its employees and agents from all liabilities and charges, expenses
(including counsel fees), suits, or losses, however occurring, or damages arising or growing out
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City Attorney and members of his office in enforcing this contract on behalf of the City shall be
considered as "counsel fees" for the purpose of this paragraph.
6. Insurance.
While not restricting or limiting the foregoing, during the term of this
agreement, Organization shall maintain in effect policies of comprehensive public, general and
automobile liability insurance, in the amount of$I,OOO,OOO, per occurrence combined single
limit, naming the City of San Bernardino as additionally insured. Said coverage shall require
notice to the City if insurance is terminated or materially altered.
7. Termination.
City shall have the right to terminate this agreement 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:
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As to City:
As to Organization:
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Attn: City Administrator
Salute to the Route
P.O. Box 89
San Bernardino, CA 92402
Attn: Danny Flores, Chairman
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6 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
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AGREEMENT WITH SALUTE TO THE ROUTE FOR CIVIC AND PROMOTION
FUNDING FROM THE FYOl102 BUDGET.
10.
Entire Agreement.
This agreement and any documents or instruments attached hereto or
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.
In witness whereof, the parties hereto have executed this agreement on the day and date
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CITY OF SAN BERNARDINO
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By.
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Judith Valles, Mayor
SALUTE TO THE ROUTE
By.
Danny Flores, Chairman
By:
City Clerk
Approved as to form
and legal content:
James F. Penman
City Attorney
By: L
o
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EXHIBIT A
,~",...~>
efTI' OF SAN BERNARDINO
REQUEST FOR WAIVER OF FEES
FOR CITY SERVICES, PERSONNEL &. EQUIPMENT
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ADDTDVIlI of fee waivers are 'ranted bv the MavoT and CounciL Allow 60 dill's (rom rl!ceiDt of anD/iealion 611 Citv
Adminlstrator's Office (or DTocess;n.,
Contact City Adminisuator's Oftlcc
909 384-51221FAX 909 384-5138
Date Submitted
May 2001
Name of Applicant/Organization
Salute to the Route
Contact Person
Danny Flores
Address
P.O. Box 89. San Bernardino 92402
Phonell!iilll
(909) 887-2745.
Activity for which Waiver(s) are requested 9th Annual "Salute to the Route"
Date(s) of event/activity
09'15/01
Location of event/activity Nunez Park
Date and Time of Set Up and Take Down of Event
09/15/01
Sam - 6pm
PART I: MUST BE COMPLETED AND SUBMITTED BY ORGANIZATION BEFORE REVIEW BY CITY DEPARTMENTS
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Proposed Budget for Event . Estimate
Personnel (Salaries, Overtime etc.) -0-
Office Supplies 301
Postage 100
Printing
920
Equipment Rental
1,190
Security
7,992
Food/Refreshments
2,441+
Facility Rental
400
Insurance
8,000
Decorations
400
Utilities
-0-
Advertising
4 500
Promotion
2,567
Tropbies
2,606
Scholarships
-0-
Special Equipment
180
Sanitation Facilities
861
Other
4,540
SUBTOTAL 37,001
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Aoticipated Revcaue (rom Other Sources (list source by name) Estimate
1. Inland Empire Health Plan 5,000
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2. 8,550
Gents Organization
3. 5,000
San Bernardino County Public Health TURN
4. 2,436
Vehicle Registrations/Vendors
S. Sponsorships 5,170
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TOTAL -r-or-.s <-- -"", dt 0 gJ.'
InlTA-L.. ('n~ - fJrl,ITU:_IOd7CL;J I!EV eN u..e ::. "1D A-Pp4Cd.n.,- ~ / r -")
:$
3:' CC4
PART II: TO BE COMPLETED BY CITY DEPARTMENTS PRIOR TO CONSIDERATION BY WAYS AND MEANS
COMMITTEElMAYOR AND COUNCIL AC110N
Applicant is responsible fOT con/actJng City departments and other outside agencies jor requests lor services.
City Departmental Services Requested Fee Waiven
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Administration 909384-5122 Estimate
Filming Permit
Street Banner
-0-
Police 909384-5735
Traffic Control
Security Personnel 4,798
Development Services 909384-5057
GeneratorlTemporary Power Pole
TUP
Public Services 909384-5140
Trash Services (boxes, bins, liners)
736
Street Sweeping
After Event Cleanup
Parks, Recreation, Community Services 909384-5031
Park Use
200
Stadium. Use
Facility Use
Public WorkslTraffic Engineering 909384-5084
Signs
Barricade Placement/Removal
Facilities Management 909384-5244
Civic Center Use
Custodial Services
Sound/PA System Use
TOTAL AMOUNT OF CITY SERVICES 5,734
NON WAIV ABLE FEES
County Environmental Health 909 884.4056 (food service)
Alcoholic Beverage Control 909782-4400 (alcohol sales)
Barri.cade Deposit Perfonnance Bond ",UUU Clean Up/Security Deposit
Fire Inspection Fee /jU.:54 Fire Pennit Fee Fire Personnel Stand-by Fee
Business Registration Vendor Fee 10
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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
August 10,2001
Danny Flores, Chairman
Salute to the Route
P.O. Box 89
San Bernardino, CA 92402
Dear Mr. Flores,
At the Mayor and Common Council meeting of August 6, 2001, the City of San Bernardino
adopted Resolution 2001-247 - Resolu'ion authorizing an agreement between 'he City of San
Bernardino and "Salute to the Route "for civic and promotionfundingfrom the FY 01102 budget
to assist in the conduct of ,he "Salute to the Route" event.
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 October 5, 2001.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
,.If, ',: /{ (
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Michelle Taylor
Senior Secretary
Enclosure
cc: Fred Wilson, City Administrator
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity. Accountability. Respect for Human Dignity. Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 14,2001
TO:
Fred Wilson, City Administrator
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-247 - Salute to the Route
CC:
Finance
Attached is an executed copy of the agreement between the City of San Bernardino and Salute to
the Route for civic and promotion funding. The original agreement is on file in the City Clerk's
Office.
If you have any questions, please call me at ext. 3206.
"
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted); ~ - (" -0\ Item #
Vote; Ayes 1-'1 Nays-er
Change to motion to amend original documents:
\"2. Resolution # L oo}- 24 'I
Abstain -e- Absent E7
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: <00 01>."" lit) -"' -ClI
By; -
IT
Date Sent to Mayor; \S"-~-c::,\
Date of Mayor's Signature: S'--<=i-G ,
Date of Clerk/CDC Signature; 'is' -<1 --0 I
Reso. Log Updated; V
Seal Impressed; ./"
Date Memo/Letter Sent for Signature: ~ - I () -0 I
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: ,/' Date Returned: ~-I 4 -0 \
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234,655,92-389):
Yes v No By
Yes No ,/ By
Yes No V By
Yes No v By
Yes No ./ By_
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Copies Distributed to:
City Attorney ,..r
Parks & Rec.
Code Compliance
Dev. Services
EDA
Finance v
MIS
Police
Public Services
Water
Others:
Mm\fl.
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; iD:I:...-
Date: 6- I -4 rO \
Revised 01/12'01