HomeMy WebLinkAbout10- City Administrator CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fred Wilson Subject: Request for funding assistance—Western Regional Little
` A L League 2000/01 Season
Dept: City Administrator f
Date: July 17,2000
Synopsis of Previous Council Action:
7/19/99 Resolution 1999-175 adopted authorizing civic and promotion funding to Western Region Little League for
1999/00 Season.
Recommended Motion:
Adopt resolution.
That direct funding from the FY2000/01 civic and promotion fund in the amount of$5,000 and indirect funding for
departmental costs in an amount not to exceed$12,000 be authorized to assist the San Bernardino Western Regional Little
League in the 2000/01 season.
S' nature
Contact Person: Fred Wilson Phone: 5122
SupportinE Data Attached: Yes
Ward
FUNDING REQUIREMENTS: Amount: $5,000 direct/$12,000 indirect
Source(Acct.No.) 001-091-5186
(Acct.Description)civic and promotion fund
Financ /� /"�"/ 41"",
/A:Z4 -7"
Council Notes:
Agenda Item No. /a
7/-Z �DO�
STAFF REPORT
SUBJECT:
Resolution authorizing agreement with San Bernardino Western Regional Little League
Baseball, Inc. for civic and promotion funding for FY 2000/01.
BACKGROUND:
Western Regional Little League Baseball, Inc. is requesting financial assistance from the
FY2000/01 civic and promotion fund in the amount of$5,000 in direct funding and
$12,000 in indirect funding to defray the costs associated with their Tournament Season
scheduled for August 8 through August 17, 2000, as outlined in the attached Request for
Funding Proposal.
The departmental costs connected with the event have been estimated to be
approximately $12,000 and involve support in terms of personnel and equipment as
follows:
Police $10,800
Parks/Recreation $ 1,200
Attached is a listing of the disbursement of 1998-2000/01 civic and promotion funds to
various community organizations.
FINANCIAL IMPACT:
Included in the FY2000/01 General Fund Budget is $93,500 for civic and promotion
funding. The Ways and Means Committee annually determines funding priorities.
However, due to timing of the Tournament, this item is submitted directly to the Mayor
and Common Council.
RECOMMENDATION:
Adopt resolution.
That direct funding from the FY2000/01 civic and promotion fund in the amount of
$5,000 and indirect funding for departmental costs in an amount not to exceed $12,000 be
authorized to assist the San Bernardino Western Regional Little League in the 2000/01
season.
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 2000/01
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECITON 1. The Mayor of the City of San Bernardino is hereby authorized and
8 directed to execute on behalf of said City an Agreement with San Bernardino Western Regional
9
Little League Baseball, Inc., for civic and promotion funding from FY 2000/01, a copy of
10
11 which is attached hereto. marked Exhibit "A" and incorporated herein by reference as fully as
12 though set forth at length.
i
13 Section 2. The authorization to execute the above referenced agreement is
14 rescinded if the parties to the agreement fail to execute it within sixty (60) days of the adoption
15 of this resolution.
16
17
18
HI
19
20
21
22
23
24
25
26
27
28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING AN AGREEMENT WITH THE CITY OF
2 SAN BERNARDINO AND WESTERN REGIONAL LITTLE LEAGUE BASEBALL
FOR FINANCIAL ASSISTANCE FROM THE CIVIC AND PROMOTION FUND FOR
3 FY 2000/01
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
6 Mayor and Common Council of the City of San Bernardino at a meeting
7 thereof, held on the day of , 2000, by the following vote to-wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9
ESTRADA
10
LIEN
11
12 MCGIN IS
13 SCHNETZ
14 SUAREZ
15 ANDERSON
16 MCCAMMACK
17
18
19 City Clerk
20 2000. The foregoing resolution is hereby approved this day of ,
21
22
23 Judith Valles, Mayor
City of San Bernardino
24 Approved as to
Form and legal content:
25
JAMES F. PENMAN,
26 City Attorney
27 By:
28 0
0ory
1 AGREEMENT
2 Civic and Promotional
3
This AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a
4
5 municipal corporation,referred to as"City" and WESTERN REGIONAL LITTLE LEAGUE
6 BASEBALL, INC. , a non-profit organization, referred to as "Organization."
7 The parties agree to as follows:
8 1. Recitals.
9 A. Organization has requested financial assistance from City for the
10 Fiscal year 2000/01, in order to assist in defraying the expenses connected with the conduct of
11
events related to the 2000/01 budget year, as outlined in their Request for Funding to the Mayor
12
13 and Common Council, a copy of which is attached hereto marked Exhibit "A". The terms of the
14 request are incorporated herein by reference and shall govern the uses of the funds provided
15 herein. The financial assistance provided for in this agreement is made on a one-time basis, and
16 receipt of said funds shall not imply a continuing obligation of the City beyond the terms of this
17 agreement.
18 B. The expenditure is for a valid municipal public purpose, to wit: for the
19
conduct of events related to their 2000/01 Tournament Season.
20
21 2. Payment.
22 Upon.presentation of a claim to the City Finance Director, City shall pay
23 to organization from the civic and promotion fund budget for the 2000/01 fiscal year, the total
24 sum of FIVE THOUSAND DOLLARS ($5,000.)
25
26
27
28
i
1 �
2
t 3. Use of Funds.
i
3
The funds paid to Organization shall be used solely for the purposes set forth in
4
Paragraph 1 above. No deviation from these provisions shall be made without the express
5
6 approval of the City of San Bernardino. Any unexpended funds shall be returned to the City by
7 Organization.
8 4. Accountability.
r9 Financial records shall be maintained in accordance with generally
10 accepted accounting principles by Organization in such manner as to permit City to easily trace
11
the expenditure of the funds. All books and records of Organization are to be kept open for
12
13 inspection at any time during the business day by the City or its officers or agents. Failure to
14 submit the financial records in accordance with this section will result in the Organization
15 reimbursing the City in the full amount received by Organization. At the conclusion of the
16 program, Organization shall present the City Administrator or his designee copies of all receipts
17 for expenditures connected with said program in the total amount of FIVE THOUSAND
18 DOLLARS ($5,000).
19
5. Hold Harmless.
20
21 Organization covenants and agrees to defend, indemnify, and hold
22 Harmless the City and its employees and agents from all liabilities and charges, expenses
23 (including counsel fees), suits, or.losses, however occurring, or damages arising or growing out
24 of the use or receipt of the funds paid hereunder and all operations under this agreement.
25 Payments hereunder are made with the understanding that the City is not involved in the
26 performance of services or other activities of Organization.
27
28
-2-
I
1 6. Insurance.
2
While not restricting or limiting the foregoing, during the term of this
3
agreement, Organization shall maintain in effect policies of comprehensive public, general and
4
5 automobile liability insurance, in the amount of$1,000,000,per occurrence combined single
6 limit, naming the City of San Bernardino as additionally insured.
7 7. Termination.
8 City shall have the right to terminate this agreement and any funding
9 remaining unpaid hereunder for any reason by mailing a ten-day written notice to Organization
10 and this agreement shall terminate ten days after the mailing of such notice. In the event this
11
agreement is terminated for reasons of improper use of funds or use of funds for any purpose
12
13 other than those authorized, any unexpended portion of the funds provided by City shall be
14 returned to City. In addition, Organization shall reimburse to City any funds expended which
15 were used for any purpose other than those authorized under this agreemen t.
16 8. Authorization to Execute.
17 Organization hereby covenants that it has taken all actions necessary to
18 make the adherence to the obligations imposed by this agreement a binding obligation of the
19
20 organization.
21
22
23
24
25
26
27
28
-3-
1
OWN
2
9. Notices.
3
All notices herein required shall be in writing and delivered in person or
4
5 Sent by certified mail,postage prepaid, addressed as follows:
6 As to City: As to Organization:
7 City of San Bernardino Western Regional Little League
8 300 North"D" Street Baseball, Inc.
9 San Bernardino, CA 92418 6707 Little League Drive
10 Attn: City Administrator San Bernardino, CA 92407
11
12 Attn: Michael E. Legge
13 10. Entire Agreement.
14 This agreement and any documents or instruments attached hereto or
15 referred to herein integrate all terms and conditions mentioned herein or incidental hereto, and
16 supersede all negotiations and prior writing in respect to the subject matter hereof. In the event
17 of conflict between the terms, conditions or provisions of this agreement, and any such document
� 18
or instrument, the terms and conditions of this agreement shall prevail.
19
20
21
22
23
24
25
26
27
28
AGREEMENT WITH WESTERN REGIONAL LITTLE LEAGUE FOR FINANCIAL
ASSISTANCE FROM CIVIC AND PROMOTION FUND FOR FY2000/01
1 In witness whereof,the parties hereto have executed this agreement on the day and date
2 first above shown.
3
4
CITY OF SAN BERNARDINO
5 By.
6 Judith Valles, Mayor
7
WESTERN REGIONAL LITTLE LEAGUE
8 BASEBALL, INC.
9 By.
10 Michael E. Legge
11
ATTEST:
12
13 By.
City Clerk
14 Approved as to form
15 And legal content:
16 James F. Penman
17 City Attorney
18 By.
19
20
21
22
23
24
25
26
27
28
I -5-
CEO
O O
O O O
C 0) N
A O
A
CD
C
7
LL �
L
d
C
A
C
7
O
E
Q
cc O O O O
99 O O O O
O
0) O O O 0 0 to
N 0 0 O f7 O N
d 1n C p 'It
cr
cri
7
d
� h
C
r 0 O
O Q fA M M IA fA W L
O
LL m
O
{ Z
I ' _
LL
Z U
O C U U U U y
F > N N y N
O
Y G
IL C N
o E
Z m Z 0
Q E o 0
U 3 in N
> H L 2 > p
C O Y j
W U m L o
'a n
� o
CL
m
m C
(1) o
J
m N
� C N
J O 11 p
c C r E w
o U (D E y y
m s o o
N C O U
c U O N
C _
fn (n CO 7 t O
CL
o �
> > a
U c � .h
O 0
E C N N N N N U �•
C � � n N r Wit..
V O O O O m a
I O o 0) Cl) Cl)
(14 CD CD
C w en t9 O n �n
m O m
M
C 13
LL
LL
tD O C3 _
y 0 0 N a) o d 0 0 n
N _ N
C ui Co 6
L V! fH to N M
0
� w
O
E E
Q Q
v
rn °: o o °o m o O d
In O O N N o _O _
Go 0 w � N V O
fl M O j O � N
}' d 61) � Q' � CO
� M
LL I 4)
LL of
C 0
z ' U U 7
LL i5 E v -6� T v ° -0 76
a a �
z
O z
F _O
O C Y Q
C O a D C
E C a, a ca
m
W E a�i o ? O > m z a)
a 7o U N a L!J 7 uZ U
z.Q G Y tLL
Z y 0 o C
Q '° z m 0 t
m
U_ U
> >
U a U
= 7 0 c m
° -° o
:. m ° °'
)
N_ v a N a
JE L O 3 C o
O v c� °° rn ?o
21 O
U
3 a, a, U a
U N m Y 7
m a7 00 C O
Un m Ir m :s
Uo m .r
C +�� C G1
U 0 = am ° D C rn am rn
Q> a a m U p � °� am am
t+ V N U) U) C ` n0 m n dj
D D�
C1 w N O O O Cl d n O
E 20 N E m o
E u,
o E
=
U �`— U
LITTLE LEAGUE BASEBALL, INCORPORATED
O
Western Regional _ Headquarters 4
0 0
Honorable Mayor Judith Valles
Mayor and Common Council June 30, 2000
City of San Bernardino
300 North"D" Street
San Bernardino, CA. 92418
Dear Mayor Valles:
The 2000 Little League Baseball Western Regional Tournament is scheduled for Tuesday,
August 8, through Thursday, August 17, 2000. Fourteen Championship teams from the
13 States of the Little League Western Region will began arriving on Saturday, August 5th.
In past years, we have greatly appreciated the financial support from the San Bernardino City
Council. The financial support will again help to defray the cost of the tournament. I am r
respectfully requesting a grant of$5,000.00 for our 2000 event.
These funds will be used to offset costs associated with transporting teams to an from the
airport in rented buses, our Monday, August 7, get acquainted picnic, feeding approximately
600 guests, opening ceremonies and meals for teams and volunteers for the ten day event.
Each year more than 200 players, managers and coaches come to San Bernardino to compete
for the opportunity to represent the US West in the Little League Baseball World Series in
Williamsport, PA. In addition to the participants and their families, 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 enclosed schedule.
Sincerely,
a44k 44��
MIKE LEGGE
Western Regional Director
J U L 12 2000
OFFICE OF THE MAYOR
TIME:
6707 Little League Drive • San Bernardino, California 92407 • 909-887-6444 • 909-887-6135 FAX
CITY OF SAN BERNARDINO- CIVIC AND PROIV20TION FUND
REQUEST FOR FUNDING ASSISTANCE
1. Organization(Name,Address,etc.) Date Submitted duly 10, 2000
Little League Baseball Western Region 2. Contact Person Michael E .Legge
6707 Little League Drive Title Western Regional Director
San Bernardino, CA. 92407 Phone (909) 887-6444
3. Phone (909) 887-6444 4. Period of Support Requested or Date of Event
Number of Years in Existence August 8, 2000 through August 17, 2000
5. Taxpayer ldentificat ion Number 23-168823
6. Activity for which funding Is requested: Western Regional Little League Baseball Tournament
13 State Play Offs. Funds requested will be used to feed teams, approximately
9000 meals served. The bus rental to transport teams to and from airport, an of er
outside activities and practices etc.
LT Estimated number of persons expected to attend this program/project 60,000
8. Proposed Budget: Budget Actual Budget Actual
Budget Actual
Personnel: 016 Facility Rental 023 Trophies
01 Fulltime Salaries 017 Insurance 024 Scholarships
02 Parttime Salaries 018 Decorations 025 Celebrity Expenses
03 Overtime 019 Utilities: Accommodations
04 Gas Lodging
05 Electrical Other
Phone
Expenses:
Other 026 Miscellaneous Expenses:
Sub-Total
010 Office Supplies
011 Postage 020 Special Equipment
012 Printing
013 Equipment Rental
014 Security 021 Advertising
015 Food/ 022 Promotion
Refreshments Expenses GRAND TOTAL
9. List Anticipated Funding/Revenue(Sources other than City)
Source Amount
Additional income is derived from passing hats at games, requesting
donations, Snack Bar and Souvenir Concession Sales
TOTAL
Anticipated revenue from activity
11.Total Amount Requested from City:
Sent to Ways&Means Date:
A. Total Proposed Budget Amount 5,000.00
---- -- --- - Action:_
B. LM:Other Funding Sources -
Sent to Mayor&Council Date:
C. Total Amount Requested from City
Action:
12.bescribe any additional assistance being requested from the city: (Personnel,equipment,park area,
building,etc. Estimated Costs
A. San Bernardino Police Department (To be completed by City)
"Additional Security" —" ------ --_ _
B San Bernardino City Parks and Recreation -
"2 (two) men to assist in stadium clean up dail )"
C. 1)enartment Public ServiceG
"Additional trash dutnpsters, traffic cures and barriers" -- -- — —
13. Signature of applicant: Date:
July 27, 2000
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 24, 2000, the City of San Bernardino
adopted Resolution 2000-210 — Resolution 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 Fiscal Year 200012001.
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 executed agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed by
September 22, 2000.
If you have any questions, please do not hesitate to contact me at(909)384-5002.
Sincerely,
Michelle Taylor
Senior Secretary