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Home My WebLink About25O - AGMT - DONATION XTREME SOFTBALLREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 3, 2016 TITLE: DONATION AGREEMENT WITH SANTA ANA XTREME SOFTBALL TO SUPPORT TWO SOFTBALL SCRIMMAGE GAMES (STRATEGIC PLAN NO. 5,4) CITY MANA ER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Santa Ana Xtreme Softball for a one-time donation amount of $2,500, subject to nonsubstantive changes approved by the City Manager and the City Attorney. DISCUSSION On August 4, 2015, City Council adopted Resolution 2015-042 establishing a City Special Event Sponsorship Policy and Guidelines for Disbursement of Discretionary Funds. This resolution and policy outlines the eligibility criteria for neighborhood associations and eligible non-profit entities for consideration of City Council sponsorship. In accordance with this policy, each Councilmember is allowed to appropriate up to $10,000 per fiscal year to support eligible organizations, including neighborhood associations and non-profit organizations. Councilmember Tinajero recommends the appropriation of $2,500 to Santa Ana Xtreme Softball to support two softball scrimmage games that will occur on Sunday, May 1, 2016, and Sunday, May 22, 2016, in response to their donation request (Exhibit 1). Upon approval of this item, a donation agreement (Exhibit 2) will be executed. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #4 (support neighborhood vitality and livability). 250-1 Donation Agreement with Santa Ana Xtreme Softball May 3, 2016 Page 2 FISCAL IMPACT Funds to support the City Council Sponsorship Policy are available in the fiscal year 2015-16 General Non -Departmental account (01105015-62300). The $2,500 will be spent from Councilmember Sal Tinajero's appropriated amount for FY 2015-2016. APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance and Management Services Agency Exhibits: 1. Donation Request Form 2. Donation Agreement 250-2 City of Santa Ana Donation Request (Name: Mequivi De La Rosa '(,Address: 12618 West Alton Ave #B Iclty, state, zip: !Santa Ana, CA 92704 jEmall: Ixtreme96@sbcglobal.net sbcglobal.net Name: Santa Ana Xtreme Softball City Manager's Office — M-31 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702 (714) 647-5200 Phone: 714-251.4518 (Fax: I Tax-Exem t Status: is .._.._ ..- _. p Is -your ur organization anon -profit or public tax-exempt organization as Select One: I defined under Section 501(c)(3) of the Internal Revenue Code? Yes ®No (If No, you will only qualify fore credit for Chly relatad costs for your request (i.e. permit fees, pf Yes, staff time, rental rates for facilities or equipment, eta,). Costs for City services very and If p n _®o G (� ®/� (approved, credit may or may not cover full cost of requested City services. (Tax ID it: 18 L J 97 V (City Services Credit (Amount Requested: I$ Date Needed 14/15116 MayarlCouncilmember:ITinajerc Olrect Payment Amount lRequestetl: Requ - Event pm l$2500 (Event Date. 15/1 & 5122 Et Time. 18:00am - 5:00 ;Event Location:Carl Thornton Park - 1801 West Segerstrom Ave, Santa Ana, CA 92704 lAddmss, City, State, Zip 'Host softball scrimmage games with Santa Ana Xtreme Softball teams vs other etlI tion of (teams from the surrounding cities in Southern CA EventlPur Event Purpose: - (Keeping young female teenagers Involved Ina positive and constructive environment through playing softball, with an iuitimate goal of having these players continue thier softball carsers into college with the potential of having these players Community Benefit: (receive athletic and academic scholarships to help offset the expenses of college. Applicant Signature: L41 va w Al^'Oer. A&M - Date: 1,4h A Mall: City Manager's Ofloe—M-31 20 Civic Center Plaza P.O. Box 1968 Santa Ana, CA 92702 Email: donationrequest@santa-ana.org Fax: (714) 647-6954 Donation Request # DR Rwmr .r MtrNnr 0.1 Council Meeting Date. Eligibility Mat: YES i NO Approved Amount: City Manager Signature: Date: Revised 11/16/2015 250-4 CITY OF SANTA ANA DONATION AGREEMENT WITH SANTA ANA XTREME SOFTBALL PARTIES AND DATE This Donation Agreement ("Agreement") is entered into on MAY 3, 2016 by and between the City of Santa Ana, a municipal corporation ("City") and SANTA ANA XTREME, SOFTBALL, a California 501(c)3 NON-PROFIT ORGANIZATION ("Recipient"), City and Recipient are sometimes individually referred to as "Party" and collectively as "Parties" in this Agreement. 2. RECITALS 2.1 Community Benefit, The City wishes to provide Recipient with funding to assist Recipient in HOSTING SOFTBALL SCRIMMAGE GAMES ("Community Benefit"). The Parties wish to enter into this Agreement to establish the terms and conditions under which the City will provide funding. 2.2 Public Purpose. The City, by recommendation of COUNCILMEMBER SAL TINAJERO, believes there is a public purpose in supporting the Community Benefit because it will PROVIDE A POSITIVE AND CONSTRUCTIVE ENVIRONMENT FOR FEMALE YOUTH TO PLAY SOFTBALL. The foregoing is a general description of the public purpose, and is not necessarily the only public purpose to be gained from the Community Benefit. 3. TERiMS AND CONDITIONS 3.1 Use of Funds. The City has chosen to provide Recipient with a one-time payment of TWO THOUSAND, FIVE HUNDRED DOLLARS ($2,500) for two events, which are to be held on Sunday, May 1, 2016 and Sunday, May 22, 2016, because the City has determined that there is a public purpose to be served in supporting the Community Benefit. In executing this Agreement and receiving the funds, Recipient agrees to use the funds only for the purpose described and subject to the terms and conditions provided for in this Agreement, Should Recipient fail to use the funds for such purpose or otherwise comply fully with the tonus of this Agreement, City shall have the right to terminate this Agreement and demand the return of the funds pursuant to Section 3.2 below. 3.2 Tern; Termination of Agreement. This Agreement shall take effect on the date first above written and remain in effect unless and until terminated by the City. The City has the right to terminate this Agreement upon one day's notice, with or without cause. Should, the City tenninate this Agreement, it shall also have the right to demand the immediate return of all fiords provided to Recipient pursuant to this Agreement, as well as interest at the rate of ten percent (10%) per annum. Notwithstanding the foregoing, the indemnification provisions of this Agreement shall survive any expiration or termination of this Agreement. 3.3 Waivers, Insurance or Other Obligations, For purposes of the City's protection, if the City determines that the funds will be used for a purpose which may cause a significant risk of injury, the City may, in its sole discretion, require Recipient to provide certain insurance and MbI CITY OF SANTA ANA DONATION AGREEMENT Page 2 of 3 participant waiver/release protections. This right shall be on-going and may be implemented by the City at any time, and all insurance and waiver/release forms shall be provided on forms, in amounts and with provisions acceptable to City. 3.4 No Oversight by City. Nothing in this Agreement shall be implied or interpreted as City establishing or providing oversight, control or approval of the Community Benefit or any activities conducted by the Recipient. 3.5 Indemnification. Recipient understands, acknowledges and agrees that Recipient shall assume all risks associated with the Community Benefit, including, but not limited to, the possibility of death or serious trauma or injury. To this end, therefore, Recipient shall defend, indemnify and hold City and its officials, officers, employees, agents and volunteers free and harmless from and against any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages or injuries, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any and all acts, omissions, willful misconduct or other activities of the Recipient or its officials, officers, employees, agents, guests, participants attendees, and contractors, including the performance of the Community Benefit or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. The only exception to the Recipient's obligations hereunder shall be for claims, demands, causes of action, costs, expenses, liabilities, losses, damages or injuries caused by the sole negligence, sole willful misconduct or sole active negligence of the City. Recipient shall defend, at Recipient's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, its officials, officers, employees, agents, or volunteers. Recipient shall pay and satisfy any judgment, award or decree that may be rendered, against the City or its officials, officers, employees, agents, or volunteers, in any such suit, action or other legal proceeding. Recipient shall reimburse City and its officials, officers, employees, agents, and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided, Recipient's obligation to indemnify shall not be restricted or limited by insurance proceeds, if any, received by the City, its officials, officers, employers, agents or volunteers. The indemnification provisions of this Agreement shall survive any expiration or termination of this Agreement. 3.6 Entire Contract/Modification, This Agreement contains the entire agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements, The terms and conditions of this Agreement may be altered, modified or amended only by written agreement signed by both Parties. 3.7 Authority to Enter Agreement. The person executing below on behalf of Recipient represents and warrants that the Recipient has all requisite power and authority to conduct its business and to execute, deliver and perform this Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement bind each respective Party. -- signatures on following page -- EXHIBIT 2 250-6 CITY OF SANTA ANA DONATION AGREEMENT Page 3 of 3 CITY OF SANTA ANA By: David Cavazos City Manager Attest: By: Maria D. Huizar Clerk of Council Approved as to Form: By:frL.t� J m M. Funk Assistant City Attorney SANTA ANA XTREME SOFTBALL a 501(c)3 NON-PROFIT ORGANIZATION By: _ Signature Name Title — fflTZ 250-8