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HomeMy WebLinkAboutA6934 - PALM SPRINGS FRONTRUNNERS AND WALKERS AGREEMENT FOR EVENT PROMOTION This Agreement, governed by the laws of the State of California, is made and entered into this 14th day of October 2016, by and between the City of Palm Springs, a municipal corporation, hereinafter called "City," and Palm Springs Frontrunners and Walkers., a California nonprofit, hereinafter called 'Promoter." RECITALS WHEREAS, the City Council recognizes the intrinsic value of cultural and promotional events and the role they play in enhancing and expanding the economic vitality and image of the City; and WHEREAS, the City Council provides funding assistance to eligible organizations for the purpose of providing cultural and promotional events and/or activities that generally benefit the community; and WHEREAS, Promoter plans to produce the Pride 5K Run and Walk as described herein (hereinafter "Event'); and WHEREAS, Promoter is a California nonprofit public benefit corporation authorized to engage in charitable and educational activities as well as those activities permitted to be carried out by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code and under Section 170(b)(1) of the Internal Revenue Code; and WHEREAS, Promoter requests financial assistance to produce the Event and has requested City sponsorship; and WHEREAS, the City Council has determined that sponsorship of the Event would be of public benefit. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1.0 EVENT DATE AND LOCATION 1.1 Promoter shall organize, manage, and produce the Event generally described in Exhibit "A" and attached hereto and incorporated herein by this reference. 1.2 Event on Saturday, November 5, 2016, on Chino Drive in Uptown Palm Springs. ORIGINAL BID AND/OR AGREEMENT 2.0 PRESENTING SPONSOR The parties hereby agree that the City shall be named one of the sponsors of the Pride 5K Run & Walk. No other municipal agency sponsor shall appear in the title of the Event sponsored under this Agreement or on promotional literature advertising the Pride 5K Run & Walk. 2.1 Promoter will provide City with recognition in advertising media to include print, radio, internet and television. Promoter will provide a link on its website (www.psfr.org) to the City website. Promoter will provide a complimentary 10' x 10' booth at the Event exposition for informational purposes if requested by the City. 2.2 City will provide promotional assistance for the Event through the Palm Springs Bureau of Tourism (PSBT) and through the City Events Calendar listed on the City's website. 2.3 The City and Promoter agree that nothing in this Agreement should be construed as establishing any joint venture or partnership arrangement of any kind between the parties and that the debts and obligations of the Promoter are solely the debts and obligations of the Promoter, and the City shall not be liable for any portion of such debts and obligations. 3.0 SPONSORSHIP TERMS FOR THE CITY 3.1 As provided in Section 5.0 of this agreement, The City will be a sponsor of the event and provide Promoter with Two Thousand Five Hundred Dollars ($2,500) of In-Kind expenses. 3.2 Promoter is responsible for raising all funds necessary to produce the Event in excess of the City's contribution of Two Thousand Five Hundred Dollars ($2,500) In-Kind expense. 4.0 PRODUCTION SERVICES TO BE PROVIDED BY PROMOTER As the producer of the Event, Promoter will provide production services, including, but not limited to, the following and will accept all financial responsibility for such services: 4.1 Securing the necessary venues for the Event and related activities, including VIP party, use of parking lots and other possible special attractions as approved by City. 4.2 Developing and submitting a schedule and list of exhibitors and sponsors participating in Event to City's Special Events Planning Team (SEPT) at least ten (10) days prior to the Event. 2 4.3 Contracting and paying for all service vendors and technical support, including, but not limited to, sound, including a public address system, lighting, electricity, canopies, tents, bleachers, and security services at related activities described in Section 4.1, and reimbursing City for any expenses incurred by the City pursuant to Section 4.2. 4.4 Recruiting, coordinating, and supervising volunteers and all their activities. 4.5 Obtaining certificates of insurance and liability release forms from all entries, volunteers and vendors participating in Event. 4.6 Promoter shall be responsible for all promotional activities related to the Event including: a) Arranging and buying advertising space in local newspapers and other publications to promote the Event and the City. Minimum advertising for the Event shall be provided in a geographical area, which includes the High Desert, Inland Empire (San Bernardino and Riverside counties), San Diego County, and the Coachella Valley. b) Providing a written notification to local residents and hotels as directed by SEPT. c) Preparing press releases and marketing materials to promote the Event. City logo to be included in all printed promotional materials. d) Coordinating local and regional public relations, including the distribution of press materials to entertainment and travel writers. e) Coordinating with PSBT to promote Event. f) Promoting Event through personal appearances and/or the distribution of collateral materials. 4.7 Promoter will provide a post-event report summarizing the specific revenues and expenses associated with the production of the Event. The post-event report shall be delivered to the City's representative sixty (60) days following the close of the Event. Final report shall be due no later than December 23, 2016. Failure to do so will jeopardize future funding of the Event. In addition to the above, the report shall include the following: a) Documentation showing the economic impact the Event has on the Transient Occupancy Tax and the sales tax for the City; b) The post-event report shall summarize the specific revenues and expenses or a profit-and-loss statement for the Event; and c) Documentation showing any and all contributions made to local charities inclusive of the amount donated and the appropriate contact person for the agency involved. 3 5.0 DESCRIPTION OF SERVICES TO BE PROVIDED BY CITY 5.1 City shall provide public service for the event, including police services, emergency medical services, park maintenance services, and other public services as may be deemed appropriate by SEPT to produce the Event, as outlined in attached Exhibit "B". 5.2 City will make a concerted effort to promote the Event on the City's government access channel and other advertising and marketing vehicles as deemed appropriate. 5.3 City will provide police services to provide for the safe environment for all guests. 5.4 Promoter shall be responsible for and shall pay the City for all City costs of services. 6.0 TERM OF AGREEMENT 6.1 AGREEMENT PERIOD. The effective date of this Agreement shall be from Saturday, October 1, through Sunday, January 1, 2017. Any covenant, term or provision of this Agreement, which, in order to be effective must survive the termination of this Agreement, shall survive any such termination. 6.2 BREACH OF AGREEMENT. Any material deviation by Promoter for any reason from the requirements hereof or from any other provision of this Agreement shall constitute a breach of this Agreement and may be cause for termination at the election of City. City may terminate this Agreement for cause by giving ten (10) days' notice to Promoter. In the event of termination by whatever means, City shall have the option to direct Promoter's actions with respect to access to materials or assigning any rights, such as name, lists, speaker contracts to City or its designee. City reserves the right to waive any and all breaches of this Agreement, and any such waiver shall not be deemed a waiver of all previous or subsequent breaches. In the event City chooses to waive a particular breach of this Agreement, it may condition same on payment by Promoter of actual damages occasioned by such breach of Agreement and shall make every effort to resolve the same quickly and amicably. 6.3 AGREEMENT TERMINATION. In the event Promoter is unable to fulfill its responsibilities under this Agreement for any reason whatsoever, including circumstances beyond its control, City may terminate this Agreement in whole or in part in the same manner as for breach hereof and be entitled to the same rights on termination. 4 6.4 REIMBURSEMENT. All amounts paid to Promoter or costs incurred by City in excess of the amount specified in Section 3.1 of this Agreement shall be subject to reimbursement upon the occurrence of any of the following events: a) Promoter loses its tax-exempt status under Section 501 (c) (4) and 170 (c) (2) of the Internal Revenue Code; or b) The dissolution of Promoter; or c) Promoter terminates or attempts to terminate this Agreement for any reason other than City's failure to make payments as provided hereunder; or d) Promoter fails to fulfill the responsibilities, duties, and obligations set forth herein. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION 7.1 Non-Liability of City Officers and Employees. No officer or employee of City shall be personally liable to the Recipient, or any successor-in- interest, in the event of any default or breach by City or for any amount which may become due to the Recipient or its successor, or for breach of any obligation of the terms of this Agreement. 7.2 Conflict of Interest. Recipient acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement, nor shall Recipient enter into any Agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Recipient warrants that Recipient has not paid or given, and will not pay or given, any third party any money or other consideration in exchange for obtaining this Agreement. 7.3 Covenant Against Discrimination. Recipient covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person, or group of persons, on account of race, color, creed, religion, gender, sexual orientation, gender identity, gender expression, marital status, national origin, ancestry, physical or mental disability, or medical condition. 7.4 Political Use/Lobbying. Recipient covenants that the funds provided by City pursuant to this Agreement will not be used for political advocacy or lobbying purposes. 7.5 Non-Discrimination Certification. a) Recipient certifies and represents that, during the performance of the Agreement, the Recipient and any other parties with whom it may contract shall adhere to the City's non- discrimination and equal benefits as provided in the Section to assure that applicants and employees are treated equally and 5 are not discriminated against because of their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, national origin, ancestry, or sexual orientation. Recipient further certifies that it will not maintain any segregated facilities. b) Recipient shall, in all solicitations or advertisements for applicants for employment placed by or on behalf of this Agreement, state that it is an "equal opportunity employer" or that all qualified applicants will receive consideration for employment without regard to their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, or sexual orientation. c) Recipient shall certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their actual or perceived race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, or sexual orientation. d) If requested to do so by the Contract Officer, Recipient shall provide the City with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law. e) Recipient agrees to recruit Coachella Valley residents initially and to give them preference, if all other factors are equal, for any new positions which result from the performance of this Agreement and which are performed within the city. The Contract Officer may agree to modify requirement where it is in conflict with federal or state laws or regulations. f) Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act which is prohibited by law. 8.0 GENERAL 8.1 INDEMNITY. Promoter shall indemnify and save harmless City and its officers, agents, and employees from and, if requested, shall defend them against any and all loss, cost, damage, injury, liability, and claims thereof for injury to or death of a person, including employees of Promoter or loss of or damage to property, arising directly or indirectly from Promoter's performance of this Agreement, including, but not limited to, 6 Promoter's use of facilities or equipment provided by City or others, regardless of the negligence of, and regardless of whether liability without fault is imposed or sought to be imposed on City, except to the extent that such indemnity is void or otherwise unenforceable under applicable law in effect on or validly retroactive to the date of this Agreement, and except where such loss, damage, injury, liability or claim is the result of the active negligence or willful misconduct of City and is not contributed to by any act of or by any omission to perform some duty imposed by law or agreement on Promoter, its subcontractors, or either's agent or employee. The foregoing indemnity shall include, without limitation, reasonable fees of attorneys, consultants, and experts and related costs and City's costs of investigating any claims against the City. In addition to Promoter's obligation to indemnify City, Promoter specifically acknowledges and agrees that it has an immediate and independent obligation to defend City from any claim which actually or potentially falls within this indemnification provision, even if the allegations are or may be groundless, false or fraudulent, which obligation arises at the time such claim is tendered to Promoter by City and continues at all times thereafter. Promoter shall indemnify and hold City harmless from all loss and liability, including attorneys' fees, court costs and all other litigation expenses for any infringement of the patent rights, copyright, trade secret or any other proprietary right or trademark, and all other intellectual property claims of any person or persons in consequence of the use by City, or any of its officers or agents, of articles or services to be supplied in the performance of this Agreement. 8.2 INSURANCE. Promoter will deliver to City not less than thirty (30) days prior to the first scheduled date of the Event a Certificate of Insurance and additional insured policy endorsements showing the City as an additional insured in a policy or policies issued by a company approved by the Risk Manager for the City as outlined in attached Exhibit"C". 8.3 INSPECTION OF RECORDS. City shall have the right to monitor and inspect all work or records under this Agreement. 8.4 COMPLETE AGREEMENT. This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. This Agreement supersedes all previous agreements, if any, between the parties. 8.5 AMENDMENTS. Any alterations, variations, modifications or waivers of provisions to this Agreement shall be valid only when reduced to writing duly signed and attached to the original of this Agreement. 7 8.6 NOTICES. Communications among the parties hereto shall be addressed as follows: PROMOTER: Brian Eggert Palm Springs Frontrunners and Walker Brian Eggert, Club Race Director PO Box 2184 Palm Springs, CA 92263 (562) 756-2584 CITY: CITY OF PALM SPRINGS David H. Ready, City Manager P.O. Box 2743 Palm Springs, CA 92262 (760) 322-8336 FAX (760) 323-8207 7.7 CITY REPRESENTATION. Promoter shall work closely with the City's Special Events Manager, who shall be designated the "Liaison Representative of City." Promoter's principals shall provide regular updates to the Liaison Representative of City to keep the City currently advised on the status of the Event. 7.8 COMPLIANCE WITH LAWS. Promoter shall comply with all applicable federal, state, and local laws, ordinances and regulations. 7.9 STANDARD OF CARE. City relies upon the professional ability of Promoter as a material inducement to entering into this Agreement. Promoter agrees to use reasonable care and diligence in rendering services under this Agreement. Promoter agrees that the acceptance of its work by City shall not operate as a waiver or release of said obligation of Promoter. The absence, omission, or failure to include in this Agreement items that are normally considered to be a part of generally accepted professional procedure or that involve professional judgment shall not be used as a basis for submission of inadequate work or incomplete performance. 7.10 DEMAND FOR ASSURANCE. Each party to this Agreement undertakes the obligation that the other's expectation of receiving due performance will not be impaired. When reasonable grounds for insecurity arise with respect to the performance of either party, the other may in writing demand adequate assurance of due performance and until he/she receives such assurance may, if commercially reasonable, suspend any performance for which the agreed return has not been received. "Commercially reasonable" includes not only the conduct of a party with 8 respect to performance under this Agreement but also conduct with respect to other agreements with parties to this Agreement or others. After receipt of a justified demand, failure to provide within a reasonable time, but not exceeding ten (10) days, such assurance of due performance as is adequate under the circumstances of the particular case is a repudiation of this Agreement. Acceptance of any improper delivery, service, or payment does not prejudice the aggrieved party's right to demand adequate assurance of future performance. 7.11 THIRD PARTY BENEFICIARIES. Nothing contained in this Agreement shall be construed to create and the parties do not intend to create any rights in third parties. [SIGNATURE BLOCK NEXT PAGE] 9 IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first written above CITY OF PALM SPRINGS ATTEST: a municipal corporation BY _` may; , J� Ity Clerk ity Manage PRO/""""VEDy�.B'Y�' TCIY►�--])COUNCIL ��1L PROMOTER: Check one:_Individual_Partnership_Corporation 1 1i��11yn fffn``111f �aj .I.l11�L �\A By: 8y: Signature ( t 1ii d) Signature (notarized) Name: rt t-G� a Name: Title: ViC.E?%,EAa2aC' Title: (This Agreement must be signed in the above space by This Agreement must be signed in the above space by one of the following:Chairman of the Board,President one of the following:Secretary,Chief Financial Officer or or any Vice President) any Assistant Treasurer) State of = State of - County of =_ss Countyof ass On before me' On before me, personally appeared personally appeared personally personally known to me (or proved to me on the basis of satisfactory known to me (or proved to me on the basis of satisfactory evidence)to be the person(s)whose name(s) ' /are subscribed evidence)to be the person(s)whose name(s)is/are subscribed to the within instrument and acknowledged to me that to the within instrument and acknowledged to me that he/she/they executed the same in his/ er/their authorized he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/the' stature(s) on the capacity(ies), and that by his/her/their signature(s) on the instrument the person(s),or the entity pon behalf of which the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the ins . pe rson(s)acted,executed the instrument. WITNESS my hand and official 1. WITNESS my hand and official seal. Notary Notary Signature: Signature: 1 Notary Seal: Notary Seal: Q, 10 i ACKNOWLEDGMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached,and not the truthfulness, accuracy, or validity of that document, State of Califor��{{'a County of ICi Jf'�3 rc� e On itr I l before me, ('v t �uA �a • &rjjj-�t f �/Tj73tr�1 ��h�rC (here insert name and title of t4hhe officer) personally appeared C)1 aj , L, FAU e-r-+ who proved to me on the basis of satisfactory evidence to be the pel whose name(N 01-Oi subscribed to the ithin instrument and acknowledged to me tha he We/t* executed the same in hi 0Qr/t*# authorized capacity(ie'rt), and that by hl Iar/their signature(!) on the instrument the person(, or the entity upon behalf of which the person(k) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of foregoing paragraph is true and correct. y CYNTHIA A.BERnROI Commission r 2055635 WITNESS my hand and official seal. € NotarPublic-California i Riverside county 72 M Comm.E res Feb 18,2018' Signature ` (Seal) Exhibit"A" SCOPE OF SERVICES Promoter shall organize, manage, and produce the 2016 Pride 5K Run and Walk scheduled November 5, 2016. Production of the Event will include, but is not limited to, the following: 1. Promoter is responsible for organizing, planning, managing, coordinating, staging and otherwise producing the Event on November 5, 2016 on Chino Drive in Uptown Palm Springs. 2. Promoter is responsible for developing the schedule of activities, site map and timeline to the satisfaction and requirements of SEPT. 3. Promoter is responsible for all onsite security through the use of a qualified security company approved by the City, and all volunteer and/or paid staff as needed to man and stage the Event as required by SEPT. 4. All electrical and lighting required to stage the Event will be the responsibility of the Promoter. 5. All amplified sound equipment and lighting is to be directed away from all adjacent residential and business housing. 6. All trash pickup throughout the Event site will be the responsibility of the Promoter with support from paid city staff, if needed. 7. All food vendor applications will be submitted to Riverside County Department of Environmental Health no later than October 20, 2016. All food vendors will be required to comply with Riverside County Environmental Health Codes for the Event. If applicable. 8. All vendors will be required to have the appropriate City business licenses as determined through the SEPT review process. Business licenses must be displayed on or within vendor booths throughout the Event. VillageFest licenses are not considered acceptable as a City business license. All vendor permits must be submitted no later than October 20, 2016. 9. City police officers shall be required at the Event site on Saturday, November 5 beginning at 7:00 a.m. until 11:00 p.m., approximately. City's Police Department shall coordinate required staffing for the event, consisting of marked units and foot beat officers. 10. SEPT will assign additional staffing as needed. 9 9 11 Exhibit "B" ESTIMATE SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COSTS Saturday November 5, 2016 Palm Springs Police Department $ 1,885.00 PSFD Deputy Fire Marshall $ n/a Park Maintenance Department $ n/a Public Work $ 475.00 Special Events Department $ 300.00 TOTAL ESTIMATED COST: $ 2,660.00 Total Due to City: $ 2,660.00 12 Exhibit "C" INSURANCE REQUIREMENTS INSURANCE. The Contractor shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of the Agreement, including any extension thereof, the following policies of insurance: (a) Commercial General Liability Insurance. A policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least $2,000,000 bodily injury and property damage, including coverages for contractual liability, personal injury, independent contractors, broad form property damage, products and completed operations. The Commercial General Liability Insurance shall name the City, its officers, employees and agents as additional insured. (b) Workers' Compensation Insurance. A policy of workers' compensation insurance in any amount which fully complies with the statutory requirements of the State of California and which includes $1,000,000 employer's liability. The insurer shall waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents, and their respective insurers. (c) Business Automobile Insurance: A policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of $1,000,000 bodily injury and property damage. The Business Automobile Insurance shall name the City, its officers, employees, and agents as additional insured. No work or services under this Agreement shall commence until the Contractor has provided the City with Certificates of Insurance, endorsements or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance, endorsements or binders are approved by the City. The contractor agrees that the provisions of contained herein shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to any persons or property resulting from the Contractor's activities or the activities of any person or persons for which the Contractor is otherwise responsible. In the event the Contractor subcontracts any portion of the work in compliance with this Agreement the contract between the Contractor and such subcontractor shall require the subcontractor to maintain the same policies of insurance that the Contractor is required to maintain pursuant to this Section. 13 RE[EIV v d[or Filing Stamp pALMSa CITY OFIVG CITY OF PALM SPRING516 APR : 35FY 2016-17 ApplicationfO ,MEEvent Sponsorships and CI °000e.rt° cQ�ffORN�P Agency Program Funding Please submit one original and fourteen (14) copies of this completed Application and all required materials to the Office of the City Clerk, 3200 E. Tahquitz Canyon Way, Palm Springs, California, 92262. The submission deadline is 3:00 PM on Thursday, April 7, 2016. Applications will not be considered complete until all submittal requirements are met. For answers requiring more explanation, please add separate sheet. If a question is not applicable, please indicate. GENERAL INFORMATION T. } Applicant Name: �ala��p^� ,_c I n� m�• �I� Mailing Address: POE" '21sq Va`m LA922�7-- WY Physical Address: Phone: 56'2=7�6= $�j' Email Address: r C be C'M Website Address: Tax ID Number: 33 -025gj222- Year Obtained: Icj -� 501(c)(3) Number: (�ro�pExevr��iol� `� 70� Year Obtained: 19 /0`� '�f'a A ili?tlr�rs©wo rn rice TKx ekernQ}iott uLcstls: l Name of Program or Event: `� I k Anticipated Date of Event: ►)e� oe fbbay s0Q�Ito Amount of City Funding Requested: Vo"it1� Estimated Attendance at Event/Program: 3oO -0So Qyy er'sl WaikelN E 50 Sirc Cs� General Description of Event: pG6sy' rca lJOI 1 hale a 5k PUll IWC)Ae &I6t,a C AStm Cka aspc'\ ,� hr6 :naa� &YA LA-*�hcg �d�,tc�' <i n aye mold i G91U��� � �- Gt� }e cr^•�e� � � rho Le-sit\ le e I2rQ eg�C%hi l7rtve del x v. e, &"A�5 antx' v ORGANIZATION /AGENCY INFORMATION Mission Statement: es RX crag.i"nen I,ec ,in 6Kgs, 1 1r,C�k,(�--O rb�I � ,� -f7a,�c 1. VIVA WAW-C- cowa a 1� C C-xQ� nc�iJ� .j or General Activities or Services Provided: 00CaU r1 c{a��U ckS ova m ac i� atS�aci t'c\c�< C3�� c�G�1 �cs i e-,Qe1On&. G Years/Months in Existence: �S RDC 1\7f' C V+rn1k ; ��[�C'4 Ir1 15CR Number of Staff/Volunteers: Full Time: © Part Time: Contracted: C) Volunteers: q �n1��1zr � Merr, Organization Agency Contact: Name Email Y"t0y) E' 1Y�1�f CC3rn Telephone Facsimile S(a2- -7E6. CEO/Executive Director Name Email Telephone Facsimile Board of Directors Chairperson President Name Email M.►ke Telephone Facsimile N,P� 2 Scope of Services—Description of Event or Program.This information will be part of the funding agreement, if awarded: In lieu of cash sponsorship to our 5K Run and Walk, Palm Springs Frontrunners and Walkers would like to solicit the privilege of using the following city resources. 1. Use of Public Parking Lot: We would like the request the usage of the City owned public parking lot located on Bellardo Rd. between Alejo Road and West Chino Drive which will be used for the start and finish of our 5K Run and Walk. The usage of this facility will be from 6:30 am until 10:30 am. 2. Use of City Owned Portable Toilets: We would like to request the use of city owned portable toilets. The number would depend upon city requirements based upon our expected participant levels. 3. Use of Traffic Safety Equipment:We would like the usage of traffic safety equipment such as traffic cones, barricades, signs, etc. orange cones and barricades to be used along the course and in the parking lot.The usage of these items will add to our ability to make our race as safe for our participants as possible. 4. Police Personnel for Traffic Control: Because out Pride Run and Walk will be on public roadways we would expect to need police personnel to assist with traffic control at some intersections along our chosen course. The exact number of police personnel would be based upon city review of our proposed course. The current 2015-16 adopted city budget includes 3 community races with projected in-kind sponsorship averaging around $3100 per event. Based upon our projected lower attendance we would expect our in-kind donation needs from the city to be much lower than other city sponsored races already allotted for in the budget. Identify the target population and describe how the event/program will benefit residents of Palm Springs: Palm Springs Frontrunners and Walkers have been in existence as a non-profit running and walking since 1997. Our mission is to advocate a healthy lifestyle by encouraging the Gay and Lesbian community of the benefits of a regular running and walking program through education and active participation. Our club has over 400 active members with 90% of our membership being over 55 years of age. Our community based participants meet daily to either walk or run at 8 am at Sunrise Park. Over the years we have grown quite sizably because of our outreach to the older Gay male community, but recently we have had a growing number of community members who are quite active in their pursuit of running. Does the Agency provide any donations and/or grants to other organizations? If yes, please list name of organization and amount donated or granted: Pal cye z� �sW s i�d�i , Am 1St�1tz � a� lrn�nrinas R-14&66r J�A' cs rcvw G 6W so eLG81 Q Total amount needed to fund event or program: Rc-,Qcv�,�oY net i nclud Fink rJ soh cb s 5at51�tp K 14Yf List all other sources of other funding: I-OrAswi1113e�1 �s Cr��/jna1saKss11 r���csl��r n ��1 S a����+ps� �il��Jr�JU1 dmoo+ ) Qy6 rL It lk PG� l�CI(Ya{�\ Has all other funding been secured? YES �NO Is this request to fund a New Event or Program? FYES ONO Is this request the expansion of an Event or Program? YES ®NO Is this request for a one-time need or purchase? DYES �NO Is organization/agency a prior City sponsorship recipient? �YES NO For Event Sponsorship, describe the economic benefit to the City, including the percentage of local attendees, attendees traveling 50+ miles, and overnight stays. Include estimated��number of room nights (attach separate sheet if needed): 4 For Event Sponsorship describe the economic benefit to the City, including the percentage of local attendees, attendees traveling 50+miles, and overnight stays. Include estimated number of room nights: As a small volunteer member club, we do not have the resources to determine the exact amount our event would generate in additional revenue for the city. When the race was held in 2013 we had over 300 participants. PSFR&W is affiliated with International Frontrunners and as members of this organization our promotional outreach will be reaching out to over 60 U.S. Clubs including 5 clubs within 150 miles of Palm Springs. We would expect each participant and one guest to arrive Friday night and stay through Sunday in the various lodgings in the Palm Springs area to enjoy the Gay Pride Festival which will be held the same weekend. Our planned Palm Springs Pride 5K Run and Walk will be held the same weekend as the Greater Palm Springs LGBBT Pride Festival. CERTIFICATIONS AND DECLARATIONS (Must be signed by an Authorized Agent of the Board of Directors) 1. I declare that all statements contained in this application and any accompanying documents are true and correct, with full knowledge that all statements made in this application are subject to investigation. 2. 1 further agree that any funds received in response to this application will be used for the purpose for which they were requested, and the recipient organization will comply with the procedures and requirements set forth in this application and any rule, regulations or contractual agreement, and any funds not used for their specified purpose must be returned to the City of Palm Springs. 3. 1 understand that all applicants will be required to comply with the City's non-discrimination policy in effect at the time of grant award. 4. 1 am authorized by the Board of Directors to execute and submit this application. Ainrn rG 3-31 - 1 Signature/Print Date �1c1'� ��£►� �CKS' l.cK�C'at(��1�Y' Print Name Title Signature/Print 1 Date Print Name Title Si1gr ature/Print Date k.e,,4A L . Print Name Title 5 CITY OF PALM SPSRINGS FY 2016-17 Application for Event Sponsorship Palm Springs Frontrunners & Walkers 5K Pride Run and Walk Saturday, Nov. 5, 2016 REQUIRED DOCUMENTS ATTACHMENT 1 BOARD OF DIRECTORS Designated agent for service of process: Name Telephone Address City, State, Zip i s .�r 1M l s Cg922�, Insert behind the Attachment 1: C3� List of Board of Directors Board of Directors compensation (if applicable) 6 Palm Springs Frontrunners & Walkers Board of Directors Mike Spencer 678-296-3125 President mispencer90@gmail.com Brian Eggert 562-756-2584 Vice-President eggert.brian@gmail.com Craig Wortendyke 971-235-9328 Secretary craigwortendyke@gmail.com Steve Farmer 415-747-4496 Treasurer stokak@gmail.com DeLon Gobei 319-239-4006 Social Events drgobeliPSCA@gmail.com Robb Bohart 760-202-4348 Travel Coordinator hallerhogl@comcast.net Andre Lapierre 760-992-6565 Webmaster andre@mvpcbvtes.com Robert Bryant 760-835-1901 t ership nurserobt aol.com Culver 760-831-1402 etter califklc@aol.com All Board of Directors serve as volunteers and receive no financial compensation for their directorships. ATTACHMENT 2 NON-PROFIT INFORMATION AND FILINGS Insert behind the Attachment 2 Cover Sheet ALL of the following: Gd� IRS 501(c)(3) Certification Letter tV p3 UvccI�b15ca�la [Tlwi� 0f4t� G� w��11_1 Y`l�q ( ukCJ��G ��c�3Rt6n c�LC�KL1i11?a � Last Filed IRS Form 990 - �J u4iL1CineA ro"w, 990Cea lwv, 'i0(� 6tGfCe C� Last Filed CA FTB Form 199 6,jc r)ocx � 7 �c u �oPd�a'fmmry 1.[�:.nn.:a...°ws.,oio, in reply refer to: 0441650011 'bCDEN UT 84201-0038 Feb. 13, 2009 LTR 4168C EO 23-7283854 000000 00 000 R 00025612 BODCs TE ROAD RUNNERS CLUB OF -AMERICA INC 1501 LEE HMY SUITE 140 ARLINGT0N VA 22209 as ' 008965 Employer Identification Number; 23-7263854 Person to Contacts A. Schlutter TolL.Free Telephone Numbers 1-877-829-5500 Dear Taxpayers - This is in response to your request of Feb. 04, 2009, regarding your tax-exempt status. Our records indicate that a determination letter was issued in June 1976, that recognized you as exempt from Federal income tax, and discloses that you are currently exempt under section 501(c)(03) of the Internal Revenue Code. Our records also indicate you are not a private foundation within the meaning of section 509(a) of the Code because you are described in sectionCs) 509(a)(1) and 170(b) (1) (A)Cvi) . Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for Your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely Yours, Deborah Bingham Accounts Management I nF+; w .ram vv.si�: '• ROWRoad Runners Club of America 1501 tee Hwy,Sub 140,Arfirgg ,VA,22209 7M25%W FAX:70M25-3891 http:/hrca ctrg offuce�frca org April 7,2009 W.Jim Sayers Palm Springs FinatRun em and Wak-m P.O.BOX 2184 Palen Springs,CA 9M3.2184 Dear Mr.Salyers, The Patin Springs Front Rune&and Waken#1246(EIN.,33-0759M is a 501(c)3 orga ization through IM Roof Ru wM Cbrb of America group examplim status with due IRS.Belau are two hportant excerpts ban the h0Q9/f1D.es aaWo�fas ndNa4ti73.odf the:cIWWO�Nes gs p=Wue for group exemption lepers and venWm subordnate oars udxeue gawp exemption nft: 1. What is a group eeen"on kfbefl The IRS emmi m moogniaes a group of aprez*m as tax exonpt if prey are al laW wM a oerdral orger kdm.The aw*ore need foreach of the GMenMGWm1o**fOrffOe=ffOonM&wdmW.A grail exeaepport Ww has due serve effect Man irdmidual exe Om kdweaoept dtet A applies in more Ow one organ kstion. Pima see Ste arxanrpe ov am of the to t a group wmnptiott taxer from foe IRS. 2_ Hmv do I verify tlrt an orgwkWos Is b duded as a aWxrdba*in a group exemption ~The c wft orgatdadon#W holds a group exemption(mow Ihen ere IRS)determines whkh orgm m ftm are ImIuM as su bodnaM urdK b group axer ption R*g.Therefore,you can verffyeaf an orOwmad n is a subardirroa under a group exemption ruling by consulting the cf W suboidiwe fsdrg approved by to comm orgarkwon or byconbwrig ew carom org rkftn dfr *.You may use eider andhod bD verify cult an organizagon is a subordinate udera groupetmmpdon nog. This lather is hr serve as off W ver icalm as ottterrorf by Ora 1RS etas rite Patin Springs Foxt Rmwm and WaW is a nonprofit orgarul i d utderthe RRMs group exgmpam(C oup Eummpfion#2M wilt the tRS_ if you new fureler infomraear tow*foe wafts please teen flee b come me. siru�erey, �4 Eve Am MOGIor of Membership and Program Services Confirmation Home Ia= rity Profi I Loaout Your Form 990-N(e-Postcard)has been submitted to the IRS • Organization Name:ROAD RUNNERS CLUB OF AMERIC� • EIN:330759322 • Tax Year. 2015 • Tax Year Start Date:01-01-2015 • Tax Year End Date:12-31-2015 • Submission ID:10065520160900064967 • Filing Status Date:03-30-2016 • Filing Status:Pending Note: Print a copy of this filing for your records. Once you leave this page, you will not be able to do so. MANAGE FORM 990-N SUBMISSIONS Manage Form 990-N (e-Postcard) Home I Securd Py rofile I Loaout EIN Organization Name Tax End Created Status Submission ID Action Year Date On 33- ROAD RUNNERS CLUB OF 2015 12-31- 03-30-2016 Accepted 10065520160900064967 0759322 AMERICA 2015 ...Prev (Pag*1 :, Next .p CREATE NEW FILING ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts 8 MAIL_TO: ANNUAL Registry of Charitable Trusts REGISTRATION RENEWAL FEE REPORTP.O_Box 907 - Sa rams to,CCA 9420a 470 TO ATTORNEY GENERAL OF CALIFORNIA hxerrr and justice u drrlam Telephone:(916)445-2021 Sections 12586 and 12e'c7, ;—a?ar-„ia Government Code } 11 Cal.Code Rees.se�cne 301-307,311 and 312 WEB SITE ADDRESS: Failure to submit this report a-r_a'.y rc a:a t^an four months and fifteen days after the and of the organization's acceunfrg perioi ray result in the loss of tax exemption and the assessment of a minimum tax of ssc, o: s imenask andfor fines or filing penalties as defined in Government Code savor lUEc.1. IRS extensions will be honored. State Chad R CT-121246 N Registration Number Check if: Palm Springs Frontrunners []Change of address Name of Orpanization OAmended report PO Box 2184 Address(Number and Blmet) 2537160 Palm Springs. CA 92263 Corporate or Organization No. City rTo.n.sets and ns toes Federal Employer I.D.No. 33-0759322 ANNUAL REGISTRATION RENEWAL FEE SCHEDULE(11 Cal.Code Regs.secbons 401-307,311 and 312) Make Check Payable to Attorney General's Registry of Charitable Trusts Gross Annual Revenue Fee Gross Annual Revenue Fee Gross Annual Revenue Fee Less than S25,000 0 Between 100,0g1 and$250,000 $50 Between$1.000,001 and$10 million $150 Between$25,000 and$100,000 $25 Between$250,001 and$1 million $75 Between$10.000.001 and$50 million $225 Greater than$50 million $300 PART A-ACTIVITIES For your most recent full accounting period(beginning f 1 12014. ending 12 f 31 12014 )lists Gross annual revenue S 32,390 19,585 Total assets$ PART B-STATEMENTS REGARDING ORGANIZATION DURING THE PERIOD OF THIS REPORT Note: If you answer"yes"to any of the questions below,you must attach a separate sheet providing an explanation and detalls for each"yes" response. Please review RRF-1 Instructions for information required. 1. During this reporting period,were there any contracts,loans,leases or other financial transactions between the organization and any Yes No officer,director or trustee thereof archer directly or with an entity In which any such officer,director or trustee had any financial intemst7 2. During this reporting period,was there any theft,embezzlement,diversion or misuse of the organizations charitable property or funds? 3. During this reporting period,did non-pmgmm expenditures exceed 50%of gross revenues? X 4. During this reporting period, were any organization funds used to pay any penalty,fine or judgment? if you filed a Form 4720 with the Internal Revenue Service,attach a Copy. 5. During this reporting period,were the services of a commercial fundraiser or fundraising Counsel for charitable purposes used? If'yes," provide an attachment fisting the name,address,and telephone number of the service provider. X 6. During this reporting period,did the organization receive any governmental funding? 0 so,provide an attachment listing the name of the agency,mailing address,Contact person,and telephone number. 7C 7. During this reporting period,did the organization hold a raffle for charitable purposes? lf'yes,"provide an attachment indicating the number of raffles and the date(s)they occurred. 8. Does the organization conduct a vehide donation program? If"yes,"provide an attachment indicating whether the program is operated by the charity or whether the organization Contracts with a commercial fundraiser for charitable purposes. J 9. Did your organization have prepared an audited financial statement in accordance with generally accepted accounting principles(or this reporting period? Organization's area code and telephone number( 760. ) 831 1402 Organization's e-mail address wvvw.psfr.org I declare under penalty of perjury that I have examined this report,including accompanying documents,and to the best of my knowledge and belief, it is true,correct and complete. Keith Culver Treasurer 511212015 Signature of authorized officer Printed Name TNe Date RRF-1 (3-DS) ATTACHMENT 4 EVENT OR PROGRAM BUDGET Insert behind the Attachment 4 Cover Sheet: t Most Current Fiscal Year Program Budget 9 PRIDE RUN 2016 BUDGET PALM SPRINGS FRONTRUNNERS &WALKERS 5K PRIDE RUN AND WALK FOR 2016 2013 2016 ACTUAL BUDGET (Note 1) (Note 2) REVENUES Registrations (297 actual in 2013, budget 300) 6,124 6,000 External sponsors 6,040 5,000 Member sponsors 8,500 6,500 Donations 1,024 1,000 Total Revenues 21,688 18,500 EXPENSES P.S. High school - use of facilities (554) 0 D.J. - Bob Scathcell (600) 0 City of Palm Springs- application fee (229) 0 City of Palm Springs- police (568) 0 Greater P.S. Pride (450) (2,000) RaceWire -timing company (1,521) (2,000) T-shirts- Greenlayer (1,847) (3,000) Running awards and medals (417) (500) AIM - publicity (post cards, flyers, postage) (556) (600) PSHS custodian gratuity (40) 0 Food for volunteers at briefing and on race day (195) (200) Supplies (114) (150) Total Expenses (7,091) (8,450) NET,to be donated to beneficiary 14,597 10,050 Note 1: 2013 was the latest year in which a Pride Run and Walk was held in Palm Springs Note 2: Assusmes in-kind support from the City of Palm Springs rather than using the Palm Springs high school venue ATTACHMENT 5 FINANCIAL STATEMENTS Insert behind the Attachment 5 Cover Sheet: Most recent audited Financial Statements `' f1 ALcaw-A Q1P? cc, Gp Cl� FIYf14i�C10L� r�r p6\rn�pr�n�cSE�'on'�vi;�r.4�cs tc�c �bi� �� `�a15., 1 10 BUDGET 2016 PRELIMINARY BUDGET ACTUAL BUDGET ACTUAL BUDGET 2014 2014 2015 2015 2016 ASSUMPTIONS REVENUE ASSUMES DUES ARE REDUCED Membership dues 11,000 21,325 12,950 13,888 11,700 380 members 0$30,20 members @$15 Advertising 1,500 1,230 1,000 Soo: 0 Are we continuing with advertisers without a newsletter? Net from travel 2,OD0 2,939 2,000 1,406 2,000 Trips to generate this net revenue Newsletter subscriptions 20 TOTAL REVENUES 14,500 15,514 15,950 15,794 13,700 EXPENSES _ Newsletters -90D -271 0 No more published newsletter Website maintenance -1,500 -1,443 -1,6W .1,424 .1,500 Modest inflation increase Credit card fees -1,800 -1,422 -1,600 -1,652 -1,700 Modest inflation increase(varies by number of trips) Insurance -1,300 .1,105 -1,200 -1,254 -112W Modest Inflation Increase Dues -900 -865 -900 -971 -1,100 Modest Inflation increase(depends on number of members) Misc .1,200 .1,112 -10500 -626 -8W Modest Inflation Increase IFR conference-Denver -268 0 Assumes no representation at confernce Pride parade -2,979 -750 Assumes$500 for first part of parade and$250 for decorations Registration for Pride Run -4,500 0 Social Anniversary dinner -922 -1,920. Breakfast at 360 North 84 Cinco de Mayo -137 -139- Pride reception -1,257 -1,989 Potlucks -330 -45 Holiday party -587 -1,026 Pasta dinner 94 237 Mixers -124 Total Social .5,000 .3,263 -5,000 -4,818 -5,000 Year-end donation -2,000 -3,000 -2,000 -3,000 -3,000 Mizell?The Center? TOTALEXPENSES -14,600 -12,481 -18,300 -16,892 -15,050 NET REVENUE(LOSS) -100 3,033 -2,350 -1,098 -1,350 Loss will work down the cash balance r ATTACHMENT 6 Additional Materials List and insert behind the Attachment 6 Cover Sheet any additional materials you would like to submit with your application to be considered by the City Council. List of Additional Materials: / -I ny- f� tnc�o �� 1 ��� y'0 ( Qn 3l22/2016 Google Maps Go. gle Maps x VbM ddno wviam Girw - "'- EVista Chino U . 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Race day registration opens at 6:30 am. AWARDS: WHERE: ,, ` r Will be presented to the Event begins and ends top male and female �/ winners in each age at the Palm Springs High _' School Track on the category corner of Baristo Road ALL PARTICIPANTS & Farrell Drive. 11m ANNUAL 9K PRIDE BUN • WALK RECEIVE: REGISTRATION FEES: A race T-Shirt, goodie Through October 31 st Proceeds To Bene/It: bag, refreshments, $25.00 and entry for prize Starting November 1st drawings. $30.00 Hors&curs ctuo OF PALM 6PMWS FOR MORE ONLINE REGISTRATION INFORMATION: AVAILABLE AT: An official event of Palm Springs Pride www.psfr.org or www.psfr.org www.pspride.ora psfrontrunner@gmail.com or www.active.com or (760) 832-6814 — — — — — — — — — — — — — — — — — Palm Springs Front Runners and Walkers present... WHEN: COURSE: Saturday, November 2nd Flat, fast loop course Race starts at Sam Registration opens at Sam AWARDS Top 3 male and female finishers WHERE: In each age group Palm Springs High School E. Baristo Road & S. Farrell Drive PR/DERUNWAcx PARTICIPANTS RECEIVE: High tech race t-shirt, REGISTRATION FEES: 2013 goodie bag, refreshments 5K Run and 5K Walk$25.00 Race Day $30.00 FOR MORE INFO: Go to www.psfr.org, or ONLINE REGISTRATION: psfrontrunner@gmail.com Available at www.racewire.com Official Event of Palm Springs Pride or 760-831-1402 Proceeds Benefit: BUYS&GIRLS CLUB OF CATHEDRAL CITY Name: Address: Phone: Email: Male(M)or Female(F): T-Shirt Size: O Small O Large Age on Race Day: O Medium O X-Large Select Event: Registration Fees (choose one from the first four below) O5K Run $ $25 for everyone except students grade 12 and under,and members of PSFR&W O5K Walk $ $10 for students grade 12 and under(Includes T-shirt) $ $10 for members of PSFR&W who do not want a T-shirt $ $20 for members of PSFR&W who want a T-shirt Additional Donation$ (amount)I would like to make an additional donation Non-participant Donation$ (amount)I would like to donate but am not able to participate Total Enclosed$ (registration fee+donation) Walver:In consideration of your accepting my entry Into this race,I,undersigned,do hereby for myself,my executors and adminiabators,waive and release any and all rights and claims for damages I may acquire against the beneficiaries,Palm Springs Front Runners and Walkers,sponsors,underwriters,advertisers,the City of Pabn springs,or privale parties an whose property the event may be conducted,of any and all inludes suffered by me during participation In the even.I hereby grant lull Permission to any and all of the foregoing to use my now and likeness In any broadcast,telecast,video,or print media of the event,without compensation to me.I cemty that I am in good condiflon and able to participate in this event. Signature: Date: Make checks payable to:Palm Springs Pride Run and Walk Mail to:P.O.Box 2184, Palm Springs,CA 92263-2184