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HomeMy WebLinkAbout23-City Manager CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION From: Charles McNeely, City Manager Subject: Resolution of the Mayor and Common Council authorizing an Agreement with Western Little League Baseball for financial assistance from the Civic and Promotional Fund for the 2009 Western Regional Tournament. Dept: City Manager's Office Date: July 23, 2009 Meeting Date: August 3, 2009 Synopsis of Previous Council Action: 7/21/09 Ways and Means recommended approval of authorizing civic and promotion funding to Western Region Little League for 2009 Tournament. 7/21/08 Resolution 2008-290 adopted authorizing civic and promotion funding to Western Region Little League for 2008 Tournament. Recommended Motion: Adopt resolution. MI6 I_ imearL Sir ature Contact Person: Charles McNeely, City Manager Phone: 5122 Supporting Data: Staff Report; Resolution; Agreement Ward: 5 FUNDING REQUIREMENTS: Amount: $ 5,000 direct/ $38,410 fee waiver for department personnel and equipment costs. TOTAL $43,410 Source (Acct. No.): 001-091-5186 (Acct. Description): FY 09-10 civic and promotion fund Finance Council Notes: QSc� 4.,202' -='2P' 2 3 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution authorizing an Agreement between the City of San Bernardino and Western Regional Little League Baseball, Inc. for funding in the amount of $5,000 from the FY 09/10 Civic and Promotional Fund, and a waiver of fees for department personnel and equipment costs associated with the event, to assist with the conduct of their 2009 Western Regional Tournament. BACKGROUND: For the past several years, the City of San Bernardino has been supporting Little League Baseball in hosting the annual Western Regional tournaments. James Gerstenslager, Western Regional Director, is again requesting financial assistance to aid in the conduct of the 2009 tournament, scheduled for August 7-16, 2009 at the Western Regional Headquarters. The League is anticipating between 50 and 60 thousand visitors from the 11 Western Regional states and the games will be aired live on ESPN on August 15th and 16th. Attachment A is a letter from the Little League dated June 16, 2009 requesting direct funding of $5000 to defray the costs of the tournament. In addition, the League is requesting a fee waiver for all City personnel and equipment costs associated with the event. Estimated costs for those services are as follows: Police $30,583 City Manager 400 (street banner permit fees) Parks/Rec 2,640 Public Services/Refuse 4787 TOTAL $38,410 The League has also submitted information regarding anticipated revenues and expenditures that are budgeted for the 2009 Tournament. FINANCIAL IMPACT: Direct funding in the amount of $5,000, as well as total reimbursement from the Civic and Promotional Fund (001-091-5186) of $30,583 to the Police Department, $400 to the City Manager's Office, $2,640 to Parks and Recreation, and $4,787 to Public Services. The City's total in kind contribution for FY 09/10 will not exceed $43,410. RECOMMENDATION: 1. Adopt resolution. 2. That direct funding in the amount of $5,000 be approved; that indirect funding in the amount of$38,410 be transferred from the FY 09/10 civic and promotion fund to various City departmental accounts as listed above; and that a waiver of fees and use of City personnel and equipment be authorized to assist in the 2009 Western Regional Little League tournament. • C \\\di; 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF 3 SAN BERNARDINO AND WESTERN REGIONAL LITTLE LEAGUE BASEBALL 4 FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR FY 2009-10. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 6 CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized 8 and directed to execute on behalf of said City an Agreement with San Bernardino Western 9 Regional Little League Baseball, Inc., for civic and promotion funding in the amount of$5,000 10 11 in direct funding from the FY 2009-10 Budget, a copy of which is attached hereto, marked 12 Attachment "A" and incorporated herein by reference as fully as though set forth at length. • 13 SECTION 2. Expenditure of indirect funding in the amount of $38,410 is further 14 authorized to be transferred from the civic and promotion fund to various general fund 15 departmental accounts as noted in the staff report included as Attachment`B". 16 SECTION 3. The authorization to execute the above referenced agreement is 17 18 rescinded if the parties to the agreement fail to execute it within sixty(60) days of the adoption 19 of this resolution. 20 ///// 21 ///// 22 23 ///i/ 24 ///// 25 26 27 -44-74,p3 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF SAN BERNARDINO AND WESTERN 2 REGIONAL LITTLE LEAGUE BASEBALL FOR FINANCIAL .ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR FY 09-10. 3 4 5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on 7 8 the day of , 2009,by the following vote to-wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 ESTRADA 11 BAXTER 12 BRINKER 13 SHORETT 14 15 KELLY 16 JOHNSON 17 MCCAMMACK 18 19 City Clerk 20 The foregoing resolution is hereby approved this day of 2009. 21 22 23 Patrick J. Morris, Mayor City of San Bernardino 24 Approved as to form: 25 JAMES F. PENMAN, 26 City Attorney 27 By: 28 Attachment "A" 1 AGREEMENT 2 Civic and Promotion Funding 3 This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a 4 municipal corporation, referred to as "City" and LITTLE LEAGUE BASEBALL, INC., 5 WESTERN REGIONAL HEADQUARTERS, a non-profit 501 (c ) ( 3 ) organization, referred 6 7 to as "Organization." 8 The parties agree to as follows: 9 1. Recitals. 10 A. Organization has requested financial assistance from City for the 11 Fiscal year 2009/10 in order to assist in defraying the expenses connected with the conduct of 12 events related to a baseball tournament on August 7-16, 2009, as outlined in the Request for 13 14 Funding Assistance and letter to the City, dated June 16, 2009 copies of which are attached 15. hereto marked Attachment"A". The terms of the request are incorporated herein by reference 16 and shall govern the uses of the funds provided herein. The financial assistance provided for in 17 this Agreement is made on a one-time basis, and receipt of said funds shall not imply a 18 continuing obligation of the City beyond the terms of this Agreement. 19 B. The expenditure is for a valid municipal public purpose, to wit: for the 20 21 conduct of events related to their annual Little League baseball tournament. 22 2. Payment. 23 Upon presentation of a claim to the City Finance Director, City shall pay to Little League 24 :aseball, Inc., Western Regional Headquarters, on behalf of Organization from the civic and 25 i.romotion budget for the 2009/10 fiscal year, the total sum of FIVE THOUSAND DOLLARS 26 ($5,000). 27 28 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL,INC., WESTERN REGIONAL HEADQUARTERS,FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 Expenditure of indirect funding on the amount of$38,410 is further authorized to be 3 transferred from the civic and promotion fund to various general fund departmental accounts as 4 5 noted in the staff report included as Attachment`B". 6 3. Use of Funds. 7 The funds paid on behalf of Organization shall be used solely for the purposes set 8 forth in Paragraph 1 above. No deviation from these provisions shall be made without the 9 express approval of the City of San Bernardino. Any unexpended funds shall be returned to the 10 City by Organization. 11 4. Accountability. 12 13 Financial records shall be maintained in accordance with generally 14 accepted accounting principles by Organization for this event in such manner as to permit City to • 15 easily trace the expenditure of the funds. All books and records of Organization for this event 16 are to be kept open for inspection at any time during the business day by the City or its officers 17 or agents. Failure to submit the financial records in accordance with this section will result in the 18 19 Organization reimbursing the City in the full amount received by Organization. At the 20 conclusion of the program, Organization or its designee shall present the City Manager or his 21 designee copies of all receipts for expenditures connected with said program in the total amount 22 of FIVE THOUSAND DOLLARS ($5,000). 23 5. Hold Harmless. 24 Organization covenants and agrees to defend, (if requested by City), indemnify, and hold 25 harmless the City, its departments, agencies,boards, commissions, elected officials, officers, 26 27 attorneys, employees and agents from all liabilities and charges, expenses (including attorney 28 2 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 fees), suits, or losses, however occurring, or damages arising or growing out of the use or 3 receipt of the funds paid hereunder and all operations under this Agreement. Payments 4 5 hereunder are made with the understanding that the City is not involved in the performance of 6 services or other activities of Organization. The costs, salary and expenses of the City Attorney 7 and members of his office in enforcing this Agreement on behalf of the City shall be considered 8 as "attorney fees" for the purposes of this paragraph. 9 6. Insurance. 10 While not restricting or limiting the foregoing, during the term of this 11 12 Agreement, Organization shall maintain in effect policies of comprehensive public, general and 13 automobile liability insurance, in the amount of$1,000,000,per occurrence combined single 14 limit,naming the City of San Bernardino, its departments, agencies,boards, commissions, 15 elected officials, officers, attorneys, employees, and agents as additionally insured. A certificate 16 of insurance evidencing such coverage shall be provided to the Mayor or his designee,with the 17 added notation that the insurance policy shall not be terminated or materially altered without 10 18 days prior written notice to the City. 19 20 7. Termination. 21 City shall have the right to terminate this Agreement and any funding 22 emaining unpaid hereunder at its sole discretion by mailing a ten-day written notice to 23 Organization and this Agreement shall terminate ten days after the mailing of such notice. In the 24 event this Agreement is terminated for reasons of improper use of funds or use of funds for any 25 26 p.urpose other than those authorized, any unexpended portion of the funds provided by City shall 27 .e returned to City, and the Organization shall reimburse to City any funds expended which were 28 3 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 used for any purpose other than those authorized under this Agreement, as set forth in Exhibit 3 «A„ 4 5 8. Authorization to Execute. 6 Organization hereby covenants that it has taken all actions necessary to 7 take the adherence to the obligations imposed by this Agreement a binding obligation of the 8 Organization. 9 9. Notices. 10 All notices herein required shall be in writing and delivered in person or 11 12 sent by certified mail,postage prepaid, addressed as follows: 13 As to City: As to Organization: 14 City of San Bernardino LITTLE LEAGUE BASEBALL, INC. WESTERN REGIONAL HEADQUARTERS 15 300 N. D. Street 6707 Little League Drive 16 San Bernardino, CA 92418 San Bernardino, CA 92407 17 Attn: City Manager Attn: James Gerstenslager, Executive Director 18 ///// 19 20 ///// 21 11111 22 11/11 23 ///// 24 // / ,/ 25 ///// 26 27 1111/ 28 4 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 10. Entire Agreement. 3 This Agreement and any documents or instruments attached hereto or 4 5 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and 6 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event 7 of conflict between the terms, conditions or provisions of this Agreement, and any such 8 document or instrument, the terms and conditions of this Agreement shall prevail. 9 In witness whereof, the parties hereto have executed this Agreement on the day and date 10 first above shown. 11 12 CITY OF SAN BERNARDINO 13 By. Charles McNeely, City Manager 14 15 LITTLE LEAGUE BASEBALL, INC. 16 WESTERN REGIONAL HEADQUARTERS 17 By. James Gerstenslager, Executive Director 18 ATTEST: 19 20 'y' City Clerk 21 Approved as to form 22 d legal content: 23 James F. Penman 24 City Attorney 25 26 27 28 5 Attachment B CITY OF SAN RERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution authorizing an Agreement between the City of San Bernardino and Western Regional Little League Baseball, Inc. for funding in the amount of$5,000 from the FY 09/10 Civic and Promotional Fund, and a waiver of fees for department personnel and equipment costs associated with the event,to assist with the conduct of their 2009 Western Regional Tournament. BACKGROUND: For the past several years, the City of San Bernardino has been supporting Little League Baseball in hosting the annual Western Regional tournaments. James Gerstenslager, Western Regional Director, is again requesting financial assistance to aid in the conduct of the 2009 tournament, scheduled for August 7-16, 2009 at the Western Regional Headquarters. The League is anticipating between 50 and 60 thousand visitors from the 11 Western Regional states and the games will be aired live on ESPN on August 15th and 16th. Attachment A is a letter from the Little League dated June 16, 2009 requesting direct funding of $5000 to defray the costs of the tournament. In addition, the League is requesting a fee waiver for all City personnel and equipment costs associated with the event. Estimated costs for those services are as follows: Police $30,583 City Manager 400 (street banner permit fees) Parks/Rec 2,640 Public Services/Refuse 4787 TOTAL $38,410 The League has also submitted information regarding anticipated revenues and expenditures that are budgeted for the 2009 Tournament. FINANCIAL IMPACT: Direct funding in the amount of $5,000, as well as total reimbursement from the Civic and Promotional Fund (001-091-5186) of $30,583 to the Police Department, $400 to the City Manager's Office, $2,640 to Parks and Recreation, and $4,787 to Public Services. The City's total in kind contribution for FY 09/10 will not exceed $43,410. RECOMMENDATION: 1. Adopt resolution. 2. That direct funding in the amount of $5,000 be approved; that indirect funding in the amount of$38,410 be transferred from the FY 09/10 civic and promotion fund to various City departmental accounts as listed above; and that a waiver of fees and use of City personnel and equipment be authorized to assist in the 2009 Western Regional Little League tournament. 1 AGREEMENT 2 Civic and Promotion Funding 3 This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a 4 municipal corporation, referred to as "City" and LITTLE LEAGUE BASEBALL, INC., 5 WESTERN REGIONAL HEADQUARTERS, a non-profit 501 ( c ) ( 3 ) organization, referred 6 7 to as"Organization." 8 The parties agree to as follows: 9 1. Recitals. 10 A. Organization has requested financial assistance from City for the 11 Fiscal year 2009/10 in order to assist in defraying the expenses connected with the conduct of 12 events related to a baseball tournament on August 7-16, 2009, as outlined in the Request for 13 14 Funding Assistance and letter to the City, dated June 16,2009 copies of which are attached 15 hereto marked Attachment "A". The terms of the request are incorporated herein by reference 16 and shall govern the uses of the funds provided herein. The financial assistance provided for in 17 this Agreement is made on a one-time basis, and receipt of said funds shall not imply a 18 continuing obligation of the City beyond the terms of this Agreement. 19 B. The expenditure is for a valid municipal public purpose, to wit: for the 20 conduct of events related to their annual Little League baseball tournament. 21 22 2. Payment. 23 Upon presentation of a claim to the City Finance Director, City shall pay to Little League 24 Baseball, Inc., Western Regional Headquarters, on behalf of Organization from the civic and 25 •romotion budget for the 2009/10 fiscal year, the total sum of FIVE THOUSAND DOLLARS 26 ($5,000). 27 28 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 Expenditure of indirect funding on the amount of$38,410 is further authorized to be 3 transferred from the civic and promotion fund to various general fund departmental accounts as 4 5 noted in the staff report included as Attachment`B". 6 3. Use of Funds. 7 The funds paid on behalf of Organization shall be used solely for the purposes set 8 forth in Paragraph 1 above. No deviation from these provisions shall be made without the 9 express approval of the City of San Bernardino. Any unexpended funds shall be returned to the 10 City by Organization. 11 4. Accountability. 12 13 Financial records shall be maintained in accordance with generally 14 accepted accounting principles by Organization for this event in such manner as to permit City to 15 easily trace the expenditure of the funds. All books and records of Organization for this event 16 are to be kept open for inspection at any time during the business day by the City or its officers 17 or agents. Failure to submit the financial records in accordance with this section will result in the 18 Organization reimbursing the City in the full amount received by Organization. At the 19 20 conclusion of the program, Organization or its designee shall present the City Manager or his 21 designee copies of all receipts for expenditures connected with said program in the total amount 22 of FIVE THOUSAND DOLLARS ($5,000). 23 5. Hold Harmless. 24 Organization covenants and agrees to defend, (if requested by City), indemnify, and hold 25 harmless the City, its departments, agencies,boards, commissions, elected officials, officers, 26 27 attorneys, employees and agents from all liabilities and charges, expenses (including attorney 28 2 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS, FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 fees), suits, or losses, however occurring, or damages arising or growing out of the use or 3 receipt of the funds paid hereunder and all operations under this Agreement. Payments 4 5 hereunder are made with the understanding that the City is not involved in the performance of 6 services or other activities of Organization. The costs, salary and expenses of the City Attorney 7 and members of his office in enforcing this Agreement on behalf of the City shall be considered 8 as"attorney fees" for the purposes of this paragraph. 9 6. Insurance. 10 While not restricting or limiting the foregoing, during the term of this 11 12 Agreement, Organization shall maintain in effect policies of comprehensive public, general and 13 automobile liability insurance,in the amount of$1,000,000,per occurrence combined single 14 limit, naming the City of San Bernardino, its departments, agencies, boards, commissions, 15 elected officials, officers, attorneys, employees, and agents as additionally insured. A certificate 16 of insurance evidencing such coverage shall be provided to the Mayor or his designee, with the 17 added notation that the insurance policy shall not be terminated or materially altered without 10 18 days prior written notice to the City. 19 20 7. Termination. 21 City shall have the right to terminate this Agreement and any funding 22 emaining unpaid hereunder at its sole discretion by mailing a ten-day written notice to 23 Organization and this Agreement shall terminate ten days after the mailing of such notice. In the 24 event this Agreement is terminated for reasons of improper use of funds or use of funds for any 25 i.urpose other than those authorized, any unexpended portion of the funds provided by City shall 26 27 'e returned to City, and the Organization shall reimburse to City any funds expended which were 28 3 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS,FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 used for any purpose other than those authorized under this Agreement, as set forth in Exhibit 3 "A„ 4 5 8. Authorization to Execute. 6 Organization hereby covenants that it has taken all actions necessary to 7 take the adherence to the obligations imposed by this Agreement a binding obligation of the 8 Organization. 9 9. Notices. 10 All notices herein required shall be in writing and delivered in person or 11 12 sent by certified mail,postage prepaid, addressed as follows: 13 As to City: As to Organization: 14 City of San Bernardino LITTLE LEAGUE BASEBALL, INC. WESTERN REGIONAL HEADQUARTERS 15 300 N. D. Street 6707 Little League Drive 16 San Bernardino, CA 92418 San Bernardino, CA 92407 17 Attn: City Manager Attn: James Gerstenslager, Executive Director 18 ///// 19 20 ///// 21 ///// 22 ///// 23 ///// 24 25 ///// 26 27 ///// 28 4 AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND LITTLE LEAGUE BASEBALL, INC., WESTERN REGIONAL HEADQUARTERS,FOR FY07/08 CIVIC AND 1 PROMOTION FUND ASSISTANCE. 2 10. Entire Agreement. 3 This Agreement and any documents or instruments attached hereto or 4 5 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and 6 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event 7 of conflict between the terms, conditions or provisions of this Agreement, and any such 8 document or instrument, the terms and conditions of this Agreement shall prevail. 9 In witness whereof, the parties hereto have executed this Agreement on the day and date 10 first above shown. 11 CITY OF SAN BERNARDINO 12 13 By. Charles McNeely, City Manager 14 15 LITTLE LEAGUE BASEBALL, INC. WESTERN REGIONAL HEADQUARTERS 16 17 By. James Gerstenslager,Executive Director 18 ATTEST: 19 20 By: City Clerk 21 Approved as to form 22 And legal content: 23 ames F. Penman 24 City Attu ey 25 y: J 26 27 28 5 A rriv Hn9 EA/7 A fYo Little Leagues Western Region Headquarters Baseball and Softball June 16,2009 Honorable Mayor Patrick Morris Mayor and Common Council City of San Bernardino 300 North"D" Street San Bernardino, CA 92418 Dear Mayor Morris: The 2009 Little League Baseball Western Regional Tournament is scheduled for Friday, August 7,2009 through Sunday,August 16, 2009. Twelve Championship teams from the 11 states of the Little League Western Region will begin arriving on Wednesday, August 5, 2009. In past years, we have greatly appreciated the financial support from the San Bernardino City Council. The fmancial support will again help defray the cost of the tournament. I am respectfully requesting a grant of$5,000.00 for our 2009 event. These funds will be used to offset costs associated with transporting teams to and from the airport in rented buses and serving approximately 9000 meals for teams and volunteers for the 10 day event. Each year more that 200 players, managers and coaches come to San Bernardino to compete for the opportunity to advance to the Little League Baseball World Series in Williamsport, PA. We will again be sending two representatives from the Western Region. Both championship games will be televised live on ESPN from Al Houghton Stadium here at the Western Regional Headquarters. The Northwest Division Championship will be televised on August 15th and the West Division Championship will be televised live on August 16t. We again anticipate between 50 and 60 thousand visitors from throughout the eleven 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. Sincerely, James Gerstenslager Western Regional Director encl: 8 cc: Charles Neely,City Administrator 6707 Lithe League Drive c San Bernardino,CA 92407 c 909-887-6444 t Fax:909-887-6135 c www.littleleague.org/west 2009 Little League Baseball Western Regional Tournament San Bernardino, California August 7-16, 2009 4111V.,-,--- 11F-5,---- �,.,,dfR� °'_ www.eteamz.com/libwest d „,,,,,,,__=,„ iliiimis •1:. e. ..,. ;74.-,',-------LIZ .,,,i,.. ..t‹,, , ,.., , `_„ rah' ,..„ Saturday Sunday Monday Tuesday Wednesday Friday 10-Aug 11-Aug. 12 Aug 7-Aug 8-Aug 9-Aug Game 01 N.West Game 05 N.West Game 08 West” Game 013 N.West, Game 017 N.West Galne021'N.West' Montana Wyoming Utah Oregon Idaho Alaska vs vs vs vs vs vs Oregon Idaho Nevada Alaska Montana Wyoming Houghton 9:30 AM Houghton 9:30 AM Houghton 11:00 AM ;Houghton 9:30 AM Houghton 9:30 AM Houghton 9:30 AM Game 02 West Game 06 West Game 010 N.West Game 1114-N.West Game 018 West Game 022 West S.California N.California Alaska Montana Hawaii N.California VS vs vs vs VS Utah Arizona Idaho Washington Utah Hawaii Houghton 12:30 PM Houghton 12:30 PM 'Houghton 2:00 PM `Houghton 12:30 PM Houghton 12:30 PM Houghton 12:30 PM Game 13 West Game 07 N.West Game 011 N.Wert Game O15 West Game 019N.West Game O23:N.West Hawaii Alaska Wyoming Utah Oregon Washington vs vs vs VS vs vs Arizona Montana Washington N.California Wyoming Idaho Houghton 4:00 PM oughton 4:30 PM Houghton 5:00 PM Houghton 4:30 PM Houghton 4:30 PM Houghton 4:30 PM Game 04 West Game 08 N.West Game 012:West Game 016 West Game 020 West " Game 0024."West N.California Oregon S.California Arizona S.California l Nevada vs vs vs VS Nevada Washington Hawaii S.California Nevada Arizona Houghton 8:00 PM Houghton 7:30 PM Houghton 8:00 PM Houghton 7:30 PM Houghton 7:30 PM Houghton 7:30 PM Top four(4)records in Pool Play from ESPN or ESPN2 each Pool will advance to single elimination Will Televise both Championship Games Semi-final round. Approved Tie Breaker Method Will Apply Saturday Sunday Thursday Friday 16Aug 16-Aug Northwest 14-Aug West* W Championship a�lorthweat4l `Westlel NW Champlonshlp" Winner W-1 Seed 2 Seed 2 Winner NW-1 vs vs VS VS Seed 3 Winner NW-2 Winner W-2 Seed 3 Houghton 4:30 PM Houghton 4:00 PM oughton 6:00 PM Houghton 5:00 PM Northwest 112 "' West 02 Seed 1 Seed 1 vs VS Seed 4 Seed 4 Houghton 7:30 PM Houghton 7:30 PM `< t.EA C ' SEBN SAN BERNARDINO REQUEST FOR CIVIC AND PROMOTION FUNDING (PART I) of Organization Little League Baseball and Softball, Inc Address 6707 Little League Drive, San Bernardino, CA 92407 Phone/FAX Contact Person Phone/FAX (909)887-6444 James Gerstenslager, Director Designation of 501 c (3)non-profit status of Organization (Attached: Yes_XX No ) Date of Event Location Estimated No. of Attendees August 7 — 16, 2009 Little League Baseball. Western ' - }on H.qu s. 50.000 — 60,000 Purpose of Funding Help defray the cost of the tournament. PROPOSED CURRENT BUDGET A.REVENUES: (List all anticipated revenues other than City of San Bernardino) OUNT TOTAL Sponsorships T ;trations Promotions concessions, souvenirs,programs sales 83,000 83,000 Donations ticket sales 16,000 16,000 In Kind Services (Other than City Services) Total Dollar Amount Requested of City 5.000 5.000 A. TOTAL PROPOSED REVENUES 104,000 104,000 MUST BE SUBMITTED TO CITY ADMINISTRATOR'S OFFICE 60 DAYS PRIOR TO EVENT FOR WHICH FUNDING IS REQUESTED. NO EXCEPTIONS. NAME OF ORGANIZATION: Little League Baseball and Softball, Inc REQUEST FOR CIVIC AND PROMOTION FUNDING PROPOSED CURRENT BUDGET (PART II) B. EXPENDITURES: (Include all known direct expenses connect with event) AMOUNT TOTAL EXPENSES — Personnel/Salaries Permits Fire Bus. Lic. ABC _ _ Other Insurance City of SB Attached (Yes No_x ) Park Damage Bond Park Clean Up Deposit/Damage Bond Security S.B.P.D Private Security Other _Advertising Radio Newspaper Banners Flyers Other Entertainment Music Sound System Other Promotional Items Trophies Plaques T-Shirts Other Sanitation Portable Restrooms—Public Services Special Events Banquet Facilities Parade Other—Parks,Recreation B.TOTAL PROPOSED EXPENDITURES ** (SEE ATTACHED) 231,290 231,290 S- -mary: A. Total Revenues $ 104,000 D. Total Amount Requested B. Total Expenditures - $ 231,290 5,000 C. Total Fee Waivers- $ 38, '// (from Part III) NAME OF ORGANIZATION: Little Lea ue Baseball and Softball, Inc REQUEST FOR CIVIC AND PROMOTION FUNDING (PART III) REQUEST FOR FEE WAIVERS (List all City services for which you are requesting fee waivers) Amount C. Fee Waivers r - Police Traffic Control Site Inspections Crowd Control Sound System MUM Civic Center Use Permit Public Services - Refuse Bins Street Sweeping Development Services Planning TUP Building IIM Other(Explain) Parks,Rec . J All111111111M21 111■11111MMINI la A A;Total Amount of Fee aivers (In-Kind Services) P , r For Office Use Only: Fire Public Services Departmental Costs In: Police Public Works Development Services Facilities Previous Year's Accounting Reviewed: Admin: Finance 2009 Budget Western Regional Tournament Little League Baseball, Inc Budget 2009 Revenue Concession/Souvenir Sales 82,000 Collection &Ticket Sales 16,000 Program Sales 1.,000 Total Projected Revenue 99,000 Expenditures Salaries& Benefits 54,000 (Directors, Part Time, etc) Utilities 20,500 Equip Rental/Field Maintenance 34,000 Feeding/Housing-Participants 55,000 Uniforms/Equipment 6,500 Concessions/Sourvenirs 47,290 Miscellaneous Supplies 14,000 Total Projected Expenditures 231,290 Net Loss for Tournaments (132,290) Prepared By Melissa Singer Treasurer,Little League Baseball, Inc. 6/162009 Attachment B CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution authorizing an Agreement between the City of San Bernardino and Western Regional Little League Baseball, Inc. for funding in the amount of$5,000 from the FY 09/10 Civic and Promotional Fund, and a waiver of fees for department personnel and equipment costs associated with the event,to assist with the conduct of their 2009 Western Regional Tournament. BACKGROUND: For the past several years, the City of San Bernardino has been supporting Little League Baseball in hosting the annual Western Regional tournaments. James Gerstenslager, Western Regional Director, is again requesting financial assistance to aid in the conduct of the 2009 tournament, scheduled for August 7-16, 2009 at the Western Regional Headquarters. The League is anticipating between 50 and 60 thousand visitors from the 11 Western Regional states and the games will be aired live on ESPN on August 15th and 16`n Attachment A is a letter from the Little League dated June 16, 2009 requesting direct funding of $5000 to defray the costs of the tournament. In addition, the League is requesting a fee waiver for all City personnel and equipment costs associated with the event. Estimated costs for those services are as follows: Police $30,583 City Manager 400 (street banner permit fees) Parks/Rec 2,640 Public Services/Refuse 4787 TOTAL $38,410 The League has also submitted information regarding anticipated revenues and expenditures that are budgeted for the 2009 Tournament. FINANCIAL IMPACT: Direct funding in the amount of $5,000, as well as total reimbursement from the Civic and Promotional Fund (001-091-5186) of $30,583 to the Police Department, $400 to the City Manager's Office, $2,640 to Parks and Recreation, and $4,787 to Public Services. The City's total in kind contribution for FY 09/10 will not exceed $43,410. RECOMMENDATION: 1. Adopt resolution. 2. That direct funding in the amount of $5,000 be approved; that indirect funding in the amount of$38,410 be transferred from the FY 09/10 civic and promotion fund to various City departmental accounts as listed above; and that a waiver of fees and use of City personnel and equipment be authorized to assist in the 2009 Western Regional Little League tournament.