HomeMy WebLinkAbout18-Parks and Recreation
: I' City OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
" .
From: Annie F. Ramos, Director
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE MAYOR
OF THE CITY OF SAN BERNARDINO OR
HER DESIGNEE TO EXECUTE AN
AMENDMENT AGREEMENT BETWEEN
THE FRIENDS OF SAN BERNARDINO CITY
PARKS, INC. AND THE CITY OF SAN
BERNARDINO FOR THE OPERATION OF
THE GALAXY GRAND BALLROOM.
Dept: Parks, Recreation & Community Services Dept.
Date: August 31, 2000
OR ''''' " , ~ L
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Synopsis of Previous Council Action:
December 16,1996 - Council adopted Resolution 96-379 authorizing the operation of the Galaxy Grand Ballroom by
the Friends of San Bernardino City Parks, Inc.
Recommended motion:
Adopt Resolution.
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Contact person: John A. Kramer
Phone: 384-5031
Supporting data attached: Staff Report, Reso, & Agreement
Ward: N/A
FUNDING REQUIREMENTS:
Amount: N/A
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
08/31/00
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the City of San Bernardino authorizing the Mayor of the City of San Bernardino or
her designee to execute an Amendment Agreement between the Friends of San Bernardino City
Parks, Inc. and the City of San Bernardino for the operation of the Galaxy Grand Ballroom.
Backeround:
The Norton Air Force Base recreation properties were acquired through a public benefit transfer
on January I, 1995. The department did not have the resources to operate these facilities. An
agreement with the San Bernardino County Probation Department allowed for building repairs
and required code compliance improvements.
The 1996 agreement with the Friends of San Bernardino City Parks, Inc. allowed for the
operations of the Grand Ballroom without any general fund support. The ballroom is operated as
a rental facility with revenues covering all operating expenses. Net profits have been used for
the purchase of needed furnishings such as tables and chairs, and for future improvements, such
as sound and lighting equipment, commercial ovens and other kitchen furnishings, etc., estimated
at over $50,000. Proceeds have also been used to support parks and recreation programs or
facilities as called for in the "Friends" Articles ofIncorporation.
The Friends of San Bernardino City Parks, Inc. is a legally incorporated 501 C.3 non-profit
organization established specifically for the purpose of supporting public parks, open spaces,
recreation and community services in the City of San Bernardino. The "Friends" was established
by the Parks, Recreation and Community Services Department with authorization by City
Council action (June 17, 1991).
The 1996 agreement provided for the "Friends" to receive 95 percent of the net income from
rentals and the City to receive the remaining 5 percent of net. The "Friends" paid operating costs
of the rentals to include utilities and staffing. The tabulation and documentation in order to
determine the city's 5 percent has turned out to be very time consuming and cumbersome. The
operating costs for the rentals include utilities, staffing, and custodial will be paid out of the
city's percentage. Total operating costs will range from 32% or 34% depending upon the total
hours rented. The Amendment Agreement consequently provides for the "Friends" to receive
65% of the gross income from rentals with the City receiving the remainder. This new
accounting procedure will greatly simplify the budget process for rentals and significantly reduce
staff time.
Financial ImDact:
There is no additional financial impact to the City. The Galaxy will continue to be operated for
rentals without any general fund allocation. Building maintenance costs are included in the
Facilities Management budget.
Recommendation:
Adopt resolution.
09-11-00 dlb Galaxy Ballroom
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CG~~W
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
AN AMENDMENT AGREEMENT BETWEEN THE FRIENDS OF SAN
BERNARDINO CITY PARKS, INC. AND THE CITY OF SAN BERNARDINO FOR
THE OPERATION OF THE GALAXY GRAND BALLROOM.
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 or her designee is hereby
authorized and directed to execute on behalf of said City an Amendment Agreement with the
Friends of San Bemardino City Parks, Inc. relating to the operation of the Galaxy Grand
Ballroom, 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 passage
of this resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
AN AMENDMENT AGREEMENT BETWEEN THE FRIENDS OF SAN
BERNARDINO CITY PARKS, INC. AND THE CITY OF SAN BERNARDINO FOR
THE OPERATION OF THE GALAXY GRAND BALLROOM.
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
, 2000, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
DEAN-ANDERSON
McCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2000.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:.
JAMES F. PENMAN,
City Atto y
BY:'r~
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TIRSTAMENDMENTTOAGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT is made and entered
this day of , 2000, by and between the City of San Bernardino,
hereinafter referred to as the "City", and the Friends of San Bernardino City Parks, Inc.,
hereinafter refereed to as "Friends":
WITNESSETH
WHEREAS, the parties hereto entered into an agreement on the 13th day of January,
1997 relating to the operation of the Norton AFB Galaxy Grand Ballroom and kitchen; and
WHEREAS, the parties now desire to amend the agreement in order to improve the
accounting procedures for the operation of the Grand Ballroom;
NOW, THEREFORE, the parties hereto agree as follows:
I. Amendements
A. Section I of the agreement is amended to read as follows:
"1. Ooeration. The Galaxy Grand Ballroom and kitchen will be operated by Friends which
will be responsible through City Parks, Recreation and Community Services Department for all
day-to-day operations, including, but not limited to, promotions, booking, scheduling, security,
etc. In order to operate the Galaxy Grand Ballroom and kitchen at the highest level, Parks,
Recreation and Community Services Department shall be responsible for all such operations in
a manner similar to its other facilities. Users of the facility will be required to meet all
conditions for use of a City owned facility as required by the Municipal Code, City Ordinances,
and Resolutions."
B. Section 3 of the agreem~nt is amended to read as follows:
"3. Income. Friends will be entitled to receive 65% of all income from all rentals of the
Galaxy Grand Ballroom and kitchen. City will receive 35% of all rental income and will pay
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I all utilities, custodial services, wages of all City personnel required for direct operations and
2 administration costs incurred by the Parks, Recreation and Community Services Department."
3 C.
4 D.
Sections 4 and 5 are hereby deleted.
5 "4.
Section 6 of the agreement is amended to read as follows:
Insurance. City shall maintain adequate property and liability insurance coverage on the
6 facility. Individual users shall provide property and liability insurance in an amount of One Million
7 Dollars ($1,000,000.00) for their events, with the City of San Bernardino named as additional
8 insured."
9 E. Section 7 of the agreement is amended to become Section 5.
10
Other Provisions - All other terms, conditions and covenants of the lease shall remain
2.
II the same and be in full force and effect.
12 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and
JUDITH V ALLES, Mayor
City of San Bernardino
. FRIENDS OF SAN BERNARDINO CITY
PARKS, INC.
By:
Tom Sensintaffar, President
JAMES F. PENMAN
22 City Attorney)
2l By ~$~
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
September 22, 2000
TO:
Annie F. Ramos, Director
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2000-288
At the Mayor and Common Council meeting of September 18, 2000, the City of San Bernardino
adopted Resolution 2000-288 - Resolution authorizing the Mayor or her designee to execute an
amendment agreement between the Friends of San Bernardino City Parks, Inc., and the City of
San Bernardino for the operation of the Galaxy Ballroom.
Enclosed is one (1) original agreement. Please obtain signatures where indicated on the
agreement. Return the fully executed original agreement to the City Clerk's Office as soon as
possible, to my attention.
Please be advised that the resolution and contract will be null and void if not executed by
November 17, 2000.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Rachel Clark
City Clerk
v?VJdZ~
By: Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Si~~~~
Please sign and return.
Date: 10- W
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): q - \ 'is - CC> Item #
Vote: Ayes 1-'::). 'I Nays.e-
Change to motion to amend original documents:
I ~ Resolution # '200:::>- 28 8
Abstain -e- Absent ~
Reso. # On Attachments:
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Contract tenn:
Date Sent to Mayor: q - '2c-oO Date Returned from Mayor:
Date of Clerk's Signature: Cf'.;l\-oC'J Reso. Log Updated:
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Date Memo Sent to Department (or Signature: --t -'2-'Z-c:o
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
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NnlUVoid After: \ \ /11/00
Cl-,;ll-CO
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Date of Mayor's Signature:qcX:l-OO
Seal Impressed: .....-
See Attached: ~ Date Returned: ~
See Attached: j Date Returned:
See Attached:
See Attached:
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Note on Resolution of Attachment stored separately: =-
Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
- See Attached: =
Yes---L No By
Yes No ~ By
Yes No~ By
Yes No V By
Yes No/ B
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):
Copies Distributed to:
City Attorney II""
Parks & Rec. V
Code Compliance
Dev. Services
Police
Public Services
Notes:
EDA
Finance
MIS
Water
Others:
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: mT
Date: \O-5-CO