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HomeMy WebLinkAboutA6914 - PALM SPRINGS MARATHON RUNNERS AGREEMENT FOR EVENT PROMOTION This Agreement, governed by the laws of the State of California, is made and entered into this 1st day of November 2016, by and between the City of Palm Springs, a municipal corporation, hereinafter called "City," and Palm Springs Marathon Runners ., 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 7ch Annual Run for Ike, Palm Springs International Film Festival Red Carpet Run, 5th Annual Santa Paws Run, Veterans Day Heroes 5K 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, April 1, 2017 Run for Ike; Saturday January 14 Palm Springs International Film Festival Run; Saturday December 17 Santa Paws Run and Friday November 11 Veterans Day Heroes 5K Run at various locations in the City of Palm Springs approved by the Special Events Planning Team (SEPT). ORIGINAL BID AND/OR AGREEMENT 2.0 PRESENTING SPONSOR The parties hereby agree that the City shall be named one of the sponsors of all the Walk Runs listed. No other municipal agency sponsor shall appear in the title of the Event sponsored under this Agreement or on promotional literature advertising the Run & Walks listed. 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.paimspringsmarathonrunners.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 per event. A total of ten thousand dollars ($10,000) of In-kind expenses will be provided. 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 per event. 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. 2 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. 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. 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 3 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. 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 , 2016 through Sunday, June 25 , 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, 4 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. 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. 5 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 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 6 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, 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. 7 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. 8.6 NOTICES. Communications among the parties hereto shall be addressed as follows: PROMOTER: Molly Thorpe Palm Springs Marathon Runners Molly Thorpe, Club Race Director 3 Terrace Place Rancho Mirage, CA 92270 (760) 413-6508 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 8 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 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. 9 [SIGNATURE BLOCK NEXT PAGE] 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 B ity Clerk 1 I /1 to f Z0 I b ity Manager APPROVED BY CITY COUNCIL PROMOTER: Check one:_Individual_Partnership_Corporation , Inr�1'��Ii iL1����n/J� 1� By: ���u_ 0-stm, Aaeo, By: I t� �Ct IN �C� W ® gnature (notarized) Signature (notarized) Name: Mo<<Y A"A' Ao,-^ Name: Title: Fvegt 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 a / State of = County of 355 County of =SS On before me, On before me, personally appeared personally appeared i 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)is/arc 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/her/their authorized he/she/they executed the same in his/her/their authorized capacitv(ies), and that by his/)fcr/their signature(s) on the capaeity(ies), and that by his/her/their signature(s) on the instrument the person(s),or the entity upon behalf of which the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. person(s)acted,executed the instrument. WITNESS my hand and7cial seal. WITNESS my hand and official seal. Notary Notary Signature: Signature: Notary Seal: Notary Seal: �L 10 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 Californ}� County of On&D1 A,), Lf lffefore me, ,/'u fn,—,41 L-t A . A,!-o r/71 (. u (here nsert name and title of the officer) f �/� personally appeared 1"I D f t, Y 7 ✓)pI yvho proved to me on the basis of satisfactory evidence to be the person(;) whose name(k) CO subscribed to the within instrument and acknowledged to me that € executed the same in f�is/ter/ t)* authorized capacity(i#s), and that by $iS er tlbu signature( ) on the instrument the person(), or the entity upon behalf of whlc the person(f) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signatures r" (Seal) CVNTNIA A.BERARDI Cenm11ea1on N 2055635 Notary Public-California i Riverside Coumy � M Comm. ros fe616,2016' Exhibit "A" SCOPE OF SERVICES Promoter shall organize, manage, and produce the 71" Run for Ike on Saturday April 1, 2017, Palm Springs International Film Festival 5K on Saturday January 14, 2017, 51" Annual Santa Paws Run on Saturday December 17, 2016 and the Veterans Day 5K scheduled November 11, 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 Events listed in 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 two (2) weeks prior to the event. 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 two (2) weeks prior to the event. 9. City police officers shall be required at the Event site. 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. 11 Exhibit "B" ESTIMATE SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COSTS Run for Ike Saturday April 1, 2017 Palm Springs Police Department $ 2,100.00 PSFD Deputy Fire Marshall $ n/a Park Maintenance Department $ n/a Public Work (including rental equipment) $ 2,100.00 Special Events Department $ 300.00 TOTAL ESTIMATED COST: $ 4,500.00 In-kind sponsorship $ 2,500.00 Total Due to City: $ 2,000.00 12 Exhibit "B" #2 ESTIMATE SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COSTS Palm Springs International Film Festival Red Carpet Run 5K Palm Springs Police Department $ 1917.00 PSFD Deputy Fire Marshall $ n/a Park Maintenance Department $ n/a Public Work (including rental equipment) $ 750.00 Special Events Department $ 300.00 TOTAL ESTIMATED COST: $ 2,967.00 In-kind sponsorship $ 2,500.00 Total Due to City: $ 467.00 13 Exhibit "B" # 3 ESTIMATE SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COSTS 5`h Annual Santa Paws Run Palm Springs Police Department $ 1917.00 PSFD Deputy Fire Marshall $ n/a Park Maintenance Department $ n/a Public Work (including rental equipment) $ 750.00 Special Events Department $ 300.00 TOTAL ESTIMATED COST: $ 2,967.00 In-kind sponsorship $ 2,500.00 Total Due to City: $ 467.00 14 Exhibit "B" # 4 ESTIMATE SCHEDULE OF COMPENSATION AND DESCRIPTION OF CITY SERVICE COSTS Veterans Day Heroes 5K Palm Springs Police Department $ 1,750.00 PSFD Deputy Fire Marshall $ n/a Park Maintenance Department $ n/a Public Work (including rental equipment) $ 750.00 Special Events Department $ n/a TOTAL ESTIMATED COST: $ 2,500.00 In-kind sponsorship $ 2,500.00 Total Due to City: $ zero dollars 15 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. 16 Special Events, Contributions, Sponsorships, and Support Requests - City Council Approval Fiscal Year 2016-2017 City of Palm Springs Council Approval Council Approval Council Approval Organization Event/Contribution/Support Request 16-17 Request In-Kind Cash Total 46. Palm Springs Gay Men's Chorus Concert Season 2016-2017 $5,000 $0 47.Palm Springs High School Homecoming Parade;Graduation $7,500 $2,500 $2,500 48. Palm Springs Historical Society Palm Springs History Faire $2,500 $0 49. Palm Springs International Song Festival&Contest Song contest&Festival $50,000 $0 50. Palm Springs International Jaa Festival PS International Jan Festival $20,000 $0 . Palm S rin s Marathon Runners ' 7th Annual Run for Ike 5K IN KIND ONLY $2,964 $2,500 $2 500 2. Palm Springs Marathon Runners PS Inter.Film Festival Red Carpet Run 5K&10K ON KIND ONIT $3,500 $2,500 $2,500 3. Palm ri s Marathon Ruiners 5th Annual Santa Paws 5K QN KIND ONLY) $2,900 $2 500 $2,500 Palm ri s Marathon Runners Veterans Day Heroes 5K ON KIND ONLY) Unspecified $2,500 $2,500 55. Palm Springs Modem Committee Oresenration Awards Dinner $2,500 1 $0 56. Palm Springs Opera Guild 19th Annual Opera in the Park $8.000 $7,500 $7,500 57. Palm Springs Women's Jan and Blues Assn PS Warren's Jaa Festival-Oct 14-16 $25 000 $0 58. Palm Springs Youth League Opening Day Fair n Fast) $2.500 $0 59. Palm Springs,City of Recreation Department Holiday Concen;Concert Series;Movies $35.000 $0 60. Shelter from the Storm Taxi Voucher Program Fund Palm Springs residents orgy) $5,000 $2,500 $2,500 61. Trans ender Community Coalition H.O.P.E.;Equality March;Day of Remembrance IN KIND ONLY) $66,980 $5,000 $5,000 62. United Way of the Desert Tram Road Challenge $15,000 $0 63. Vacation Rental Managins of Palm Springs Rebate 112 TOT pd on VR cleaning fees $100,000 $0 64.Volunteer Palm Springs P.S.CARES(Public Safe $5,000 $0 65.Well in the Desert Annual Contribution add restriction for ark use $24,000 $24 000 $24 000 66.Well in the Desert Christmas Dinner $5,000 $3 500 $3,500 $1,769,844 $201,500 $603,000 $804,500 Other City Events: 67. NIA Juiv 41h Celebration $30,000 1 $30,000 1 $30000 68. WA Festival of Lights 1 $30.000 1 1 $30,000 1 $30,000 69. NIA Veteran's Day Parade $15,000 1 1 $15,000 1 $15,000 70. NIA Ma or's Race&Wellness Festival $50,000 1 1 $0 I $0 Total Other City Events $125,000 1 1 $75,000 1 $75,000 Subcommittee Request: 71. Ro 's Resource Center Da Pro ram $75,000 funded out of General Fund reserve $0 $0 $0 72. Reservefor Cil Costs That Ma Need Funds $0 1 $30000 1 $30,000 Total Subcommittee Recommended Funding $1,894,844 1 $201,500 $708,000 1 $909,500 (1)Desert X directed to seek funding from PS Resons Funding in Adopted Budget: 2016-2017 Cash 2 PS Arts Museum funded b $5Q,000 in Public Arts Fund General Fund $767,500 j Total City Council Funding Approved on July 13,2016 $708,000 Balance Available $59,500 Events Contributions and Sponsorship Council Approval for 2016-17(7-25-2016) 7/2S/2016;10:45 AM �spryed focFj ng Stamp �tQALMSAP CITY OF PALM SPRINGS N CITY OF PALM SPRINGS 016 APR -4 PM 3 42 FY 2016-17 Application for TOMPS Event Sponsorships and JA CITY CLLERK ON 4eORP1f0` cq<rFpRN�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 Applicant Name: Palm Springs Marathon Runners Mailing Address: 3 Terrace Place Physical Address: Rancho Mirage CA 92270 Phone: Email Address: 760-413-6508 Psmarathonrunners@gmail.com Website Address: Runpalmsprings.com/Palmspringsmarathonrunners.org Tax ID Number: 46-2975523 Year Obtained: 2013 501(c)(3) Number: 23-7283854 Year Obtained: 2013 Name of Program or Event: 7th Annual RUN FOR IKE 5K Anticipated Date of Event: Saturday, April 1st, 2017 Amount of City Funding Requested: $2,964.00 Estimated Attendance at Event/Program: 650 General Description of Event: The annual RUN FOR IKE 5K is held in memory of K-9 Officer Ike and raises money for the Palm Springs Police Department K-9 Fund. This community event also includes a police department open house featuring K-9 demonstrations and a first responder vehicle display. This event provides the community with a positive opportunity to interact with the police department and learn about services offered. 1 'i Scope of Services - Description of Event or Program. This information will be part of the funding agreement, if awarded (attach separate sheet, if needed): For the past 5 years, Palm Springs Marathon Runners has spearheaded the annual RUN FOR IKE SK, in memory of Officer Ike, the K-9 killed in the line of duty on April 17, 2011. As a local teacher, I was at a weekend athletic event with a group of our students when we heard the new about Ike. Upon learning of the shooting and the dog's demise, one of my younger students moaned, "Oh, no. Not the dog. I wish there was something we could do". I went home that weekend with his words resonating in my mind. By Monday morning, I knew that we could do something and the idea for RUN FOR IKE was born. There was an overwhelming outpouring of community support in Ike's memory, symbolizing the loyal work and dedication of all officers on the city's force and highlighting the service of these noble and dedicated service dogs. So, in Ike's memory, we organize the annual RUN FOR IKE 5K - a 3.1 mile run/walk with all profits donated to the Palm Springs Police Department K-9 Fund. To date, we have raised and donated over $60,000 to the department's K-9 fund. I have made a commitment to the department to continue to volunteer my time to organize this annual event. Identify the target population and describe how the event/program will benefit the residents of Palm Springs. This community event has grown markedly during its inception from an original 162 registrants to 550 in the 2016 race. Although most participants are local residents of the valley, approximately 15% of our participants come from 60 miles or further to participate. Many of these people are either loyal followers of our other races or related to law enforcement and travel to participate in this race honoring a fallen first responder. In addition, we focus on our younger runners, as well, by offering the 3r. IKE DASH for children 10 and under. This year, approximately 50 youngsters participated in that portion of the event. This race now includes a Palm Springs Police Department Open House, first responder vehicle display and opportunities to adopt from the Palm Springs Animal Shelter. It's a great opportunity for local residents to see many of the city's public services. Registration also includes a pancake breakfast, courtesy of the Palm Springs Lions Club as well as K-9 demonstrations by the PSPD handlers and dogs and so participants truly have an entire morning to learn about city services and appreciate the hard work of our police department. 3 Does the Agency provide any donations and/or grants to other organizations? If yes, please list name of organization and amount donated or granted. Palm Springs Marathon Runners is a 501 c-3 non-profit under Roadrunner Clubs of America. 100% of profits generated through the annual RUN FOR IKE 5K are donated to the Palm Springs Police Department K-9 Fund. Total amount needed to fund event or program: Request: I am requesting that the City of Palm Springs sponsor an in-kind donation as a fee waiver for the use of police and streets in the amount of $2,964. The total amount needed to fund this event is $13,000 . This includes course/streets, police department coverage, chip race timing services, finisher dog tags, event tech t-shirts, age group awards, trophies, photos for participants, reusable tote bags, insurance, "Jr. Ike dolls", printing and miscellaneous expenses (e.g. spray chalk for routes, event sponsor banners, paper cups, etc.) Donated items/services include tables/chairs, sound system equipment, start/finish arch. List all other sources of other funding: • All other funding is generated through event sponsors that are acknowledged on the event t-shirt, with the main sponsors recognized on the event banner, as well. 2016 top sponsors included: City of Palm Springs, Spencer's, General Air Conditioning, Running Wild, Pedal Spin Studio, Palm Springs Police Officers Association and the Hundred Club. • Participants pay a pre-registration fee of $35 or late registration fee of $40 which also helps fund the race and raise money for the PSIFF Student Scholarship Fund. Has all the funding been secured? ❑ YES ❑NO Is this request to fund a New Event or Program? ❑ YES © NO Is this request an expansion of an Event or Program? ❑ YES ❑NO Is this request for a one-time need or purchase? ® YES ❑ 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. The annual RUN FOR IKE 5K focuses on the local community and surrounding valley cities which represent approximately 80% of attendees. Approximately 20% are either traveling from out of the area to attend or are seasonal residents or spring break visitors. An estimated 25 room nights are needed to accommodate out-of-town participants. 4 ORGANIZATION /AGENCY INFORMATION Mission statement: To support local causes by encouraging and empowering others to improve their personal health and fitness by participating in local running events. General Activities or Services Provided: Creating and producing themed com- munity races that provide chip timing, tshirts, finisher medals, goody bags and event photos for all participants. Years/Months in Existence: 6 years Number of Staff/Volunteers: Full Time: 1 Part Time: 1 Contracted: Volunteers: 5 Organization/Agency Contact: Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 CEO/Executive Director Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile '760-413-6508 760-992-7618 Board of Directors Chairperson/President Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 2 CERTIFICATIONS AND DECLARATIONS (Must be signed by an Authorized Agent of the Board of Directors) 1. 1 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. I am authorized by the Board of Directors to execute and submit this application. '2 04/03/2016 Signature/Ofint Date Molly A. Thorpe President, Palm Springs Marathon Runners Print Name Title Signature/Print Date Print Name Title Signature/Print Date Print Name Title 5 REQUIRED DOCUMENTS ""� tk,e� ATTACHMENT 1 BOARD OF DIRECTORS Designated agent for service of process: Name Telephone Molly A. Thorpe 760-413-6508 Address City, State, Zip 3 Terrace Place Rancho Mirage, CA 92270 Insert behind the Attachment 1: 'A List of Board of Directors Board of Directors compensation (if applicable) 6 Jaem SpaitW fay Wfwn. Runnv o 3 Terrace Place Rancho Mirage CA 92270 Palm Springs Marathon Runners Board of Directors 2015-2016 Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Jim Franklin, member Orville Bingley, member Jim Ziggler, member Board of Directors receive no monetary compensation for the performance of their duties. J.S. Ataue&tt `Zufutm/Roadrunners Club P.O. Box 12454 Palm Desert CA 92255 (760) 413-6508 June 15, 2015 Minutes The annual meeting of the P.S. Marathon Runners, established June 21, 2013,was held on June 15, 2015 at 3:30PM in Rancho Mirage, CA. Present at the meeting: Board of Directors Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Also present Jim Franklin, member Orville Bingley, member Jim Ziggler The purpose of our Club is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community and to host charity runs, group runs, fun runs, training runs and programs on the road and/or track that promote and encourage running and philanthropy. 1. Review of previous year's activities which included 15 short distance runs and culminated in the running of the Los Angeles Marathon by 10 of our club members. 2. Discussion of the five charity events: 10/12/14 Patriot 5K, 12/22/14 3rd Annual Santa Paws 5K raising funds for Guide Dogs of the Desert, 1/9/15 Palm Springs International Film Festival RED CARPET RUN 5K & 10K and the 5th Annual Run for Ike 5K raising funds for the Palm Springs Police Department K-9 Fund. 3. Discussion regarding adding an additional event for the 2015/2016 season. Since Martha's Village decided against holding their Thanksgiving race in 2 venues (Palm Springs/Palm Desert) and opted to use only the Palm Desert location, member Kick suggested adding a Thanksgiving Day Turkey Trot to our calendar. Discussion followed and it was decided (6-0) to add another event and for a part of the proceeds to be donated to the Mizell Senior Center Meals on Wheels Program in Palm Springs.. 4. Member Jay Thorpe suggested changing the venue of the 2014 from its location near the USMC 29 Palms Base to Palm Springs. Discussion followed regarding the potential of increased participation should the race be relocated to Palm Springs and it was agreed to consider (6-0)to relocate this race for the 2015/2016 season. Meeting was adjourned at 5:15 P.M. Re 4pectf, ly S mitted, Jay ¢rpe, Secretary P.S. Marathontnners/Roadrunners Club ATTACHMENT 2 NON-PROFIT INFORMATION AND FILINGS Insert behind the Attachment 2 Cover Sheet ALL of the following: IRS 501(c)(3) Certification Letter Last Filed IRS Form 990 Last Filed CA FTB Form 199 N!A RRCA ,ud _. ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140,Arlington, VA 22209 Phone: 703-525-3890 Fax: 703-525-3891 July 18, 2013 EIN:46-2975523 Palm Springs Marathon Runners P 0 Box 12454 Palm Desert, CA 92255 Subject: Exemption for Federal Income Tax: Section 501(c)(3)status Dear Club President; Your request for exemption under the RRCA group exemption has been processed effective immediately. Attached is the RRCA Group Exemption Letter under which you are now covered. Our Group Exemption Number is 2702. Contributions to your club are now tax-deductible for the person making a contribution. Although race entry fees are not deductible, additional amounts contributed are deductible. You will need to acknowledge contributions according to IRS regulations. The amount of membership dues that exceeds the value of benefits provided by club membership is also deductible. It is the club's responsibility to substantiate the value of benefits of membership to club members. Non-reimbursable expenses of your club officers (i.e. gas for travel to a meeting) are also deductible. Each tax-exempt club has two IRS filing requirements, both of which are due on the 151i day of the 51' month after the club's fiscal year ends. For example, your club's fiscal year ends on December 31, your tax returns are due May 15"of the successive year. Federal Tax Filing Requirements: 1, Form 990-Return of organization Exempt from Income Tax 2. Form 990-T-Exempt Organization Business Income Tax Return Form 990 must be filed annually if your club's gross receipts "normally" exceed $25,000. The form asks for detailed information on the club's income,expenses and assets but there is no tax payment requirement. If your club's gross receipts are normally $25,000 or less, you are required to file Form 990-N (an e-postcard). With the enactment of the Pension Protection Act of 2006 (PPA), these small tax-exempt organizations are now be required to file electronically Form 990-N, also known as the e-Postcard, with the IRS annually. "Gross receipts" means everything you take in (including club dues and race entry fees and sponsorship payments) before expenses. If you are close to $25,000, take a look at the Form 990 instructions to find out what"normally"means. Regardless of your total receipts, if you have gross receipts of $1,000 or more from an "unrelated trade or business", you must file Form 990-T or at least 990-N. Unrelated business income is income from activities not substantially related to your exempt purpose. The fact that you use the income for your exempt purpose does not matter. We Run the Nation! www.RRCA.org RRCA ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703.525.3890 703.525.3891 (fax) July 18, 2013 To Whom It May Concern: Palm Springs Marathon Runners, FIN 46-2975523, is a 501(c)3 organization through the Road Runners Club of America group exemption status with the IRS. Below are two important excerpts from the http /Jwww,it's.ggv/pubhl's pdtjg457.3,pdf that clearly outlines the procedure for group exemption letters and verifying subordinate organizations under the group exemption ruling: 1. What is a group exemption letter? The IRS sometimes recognizes a group of organizations as tax exempt if they are affiliated with a central organization.This avoids the need for each of the organizations to apply for the exemption individually. A group exemption letter has the same effect as an individual exemption letter except that it applies to more than one organization. Please see the accompanying copy of the RRCA's group exemption letter from the IRS. 2. How do i verify that an organization is included as a subordinate in a group exemption ruling? The central organization that holds a group exemption (rather than the IRS) determines which organizations are included as subordinates under its group exemption ruling. Therefore,you can verify that an organization is a subordinate under a group exemption ruling by consulting the official subordinate listing approved by the central organization or by contacting the central organization directly. You may use either method to verify that an organization is a subordinate under a group exemption ruling. This letter is to serve as official verification as outlined by the IRS that the organization referenced above is a nonprofit organization under the RRCA's group exemption (Group Exemption #2702) with the IRS. If you need further information to verify the status, please feel free to contact me. Sincerely, lean Knaack Fxecutive Director We Run the Nation! www.RRCA.org 71d P.S. Marathon Runners P.O. Box 12454 Palm Desert CA 92255 (760) 413, 6508 June 21, 2013 To: Road Runners Club of America From: Palm Springs Marathon Runners We are requesting tax-exempt status under the RRCA group exemption. We truly appreciate being members of your fine organizations and the services you provide. Listed below is the information requested: • Federal employer identification number: 46-2975523 • Official Club Name: Palm Springs Marathon Runners P.O. Box 12454 Palm Desert CA 92255 • Club officers: Board of Directors: Molly Thorpe, Don Kick, Jim Zinggler • Our club is not a private foundation. • Our club has not previously applied and been rejected for tax-exempt status. • Our club agrees to abide by the policies set forth by the RRCA and the IRS for nonprofit organizations. • No substantial part of the activities of our club shall carry on propaganda or otherwise attempt to influence legislation. Our club or event will not participate in or intervene in any political campaign on behalf of any candidate for public office. The purpose of the Palm Springs Marathon Runners is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community. In furtherance of our purpose,the Club hosts charity runs, group runs, fun runs, training runs and programs on the road and/or track, hosts education lectures about other things as may e conducive to the encouragement of running. The Club also engages in community activities,to publicize by appropriate means, the benefits of running as a means of physical fitness to improve the health status of people in our community. Sincerely, Molly A. Thorpe, President, Palm Springs Marathon Runners Gill Il RRCA Group Exemption membership <membership@rrca.org> Mon, Jul 29, 2013 at 7:52 AM To: Psmarathonrunners@gmail.com Hello, Your organization has submitted paperwork to become a part of the RRCA's 501@3 non-profit group exemption list. Your paperwork has been approved but before we can add you to the list as a non-profit you must first purchase D&O Insurance, per the RRCA's policy that all non-profit organizations have D&O coverage. Upon receiving payment for the D&O Insurance I will inform the IRS that your organization is part of our group exemption and will release your documents and place them in the mail. Thank you and I hope that you have a great day. Sincerely, David Morgan Membership Coordinator Road Runners Club of America 1501 Lee Highway, Suite 140 Arlington, VA 22209 703-525-3890 703-525-3891 (fax) www.RRCA.org I RRCA Facebook I RRCA Twitter 8th Annual RUN@WORK Day - September 20, 2013 www.RRCA.org/programs/run-at-work-day/ 56th Annual RRCA Convention - May 14, 2014 Spokane, WA littpii/www.rrcaconvention.org/home.htmI WE RUN THE NATION! 1958-2013 n P.S. Marathon Runners Invoice.pdf 57K POWER OF ATTORNEY Dept of the Treasury Check Appropriate Title: U.S. Customs Service _X Individual 141.32 C.R. _Partnership (Corporation Your I.R.S.or S.S.No. 46-2975523 ,_Sole Proprietorship Known by all men by these presents: That PALM SPRINGS MARATHON RUNNERS (Full name of person,partnership,corporation,or sole proprietorship(identify) a corporation doing business under the laws of the state of CALIFORNIA or, doing business as at 3 EERRANCE PLACE RANDIIO MIRAGE CALLFORNIA 92270 (lyiyby constitutes and appoints each of the following persons: Priority Import-Export Services and it's authorized agents_as a free and law-full agent and attorney at the grantor named above for and in name,place and stead of said grantor from this date and in Customs District of ALL_,and in no other name to make,endorse,sign, declare,or swear to any entry,withdrawal,declaration,certificate,bill of lading or other document required by law or regulation in connection with the importation,transportation, or exportation or any merchandise shipped or consigned by or to said grantor;to perform any act or condition which may be required by law or regulation in connection with such merchandise; to receive any merchandise deliverable to said grantor;to receive endorse and collect checks issued for Customs duty refunds in grantors name drawn on the Treasurer of the United States; To make endorsements on bills of lading conferring authority to make entry and collect drawback and to make,sign, declare,or swear to any statements, supplemental statement,schedule,supplemental schedule,certificate of delivery, abstract of manufacturing records, declaration of proprietor on drawback entry,declaration of exporter on drawback entry,or any other affidavit or document is intended for tiling in said district or in any tither Customs district; To amh0rl7e power of attorney to agents designated by priority Import-Export Customs Brokerage behalf of importer. To sign, seal and deliver for and as the act of said grantor any bond required by law(it regulation in connection with the entry or withdrawal of imported merchandise or merchandise exported with or without benfir of drawback,or in connection with the entry clearance, lading, unlading or navigation of any vessel or tither means of conveyance owned or operated by said grantor,and any and all bonds which may be voluntarily given and accepted under applicable laws and regulations,consignee's and owner's declarations provided for in section 495 Tariff Act of 1930,as amended,or affidavits in connection with the entry of merchandise. To.sign and swear to any document and perform any act that may be necessary or required by law or regulation in connection with the entering,clearing, lading,unlading,or operation of any vessel or other means of conveyance owned or operated by the grantor; And generally to transact at customhouses in said district and any and all customs business, including making,signing,and filing of protest under section 514 of the Tariff Act of 1930, in which said grantor is or may be concerned or interested and which may properly be transacted or performed by and agent and attorney, giving to said agent and attorney full power and authority to do anything what- ever requisite and necessary to be done in the premises as fully as said grantor could do it if present and acting, hereby ratifying and confirming all that the said agent and attorney shall lawfully do by virtue of these presents;the foregoing power of attorney to remain in fill[ force and effect until the day of _(Until Revoked) . 19 ,or until notice revocation in writing is duly given to and received by the District Director of Customs of the district aforsaid. If the donor of this power of attorney is a partnership,the said power shall in no case have any force or ellcct ulicr the expiration of two(2)years from the dale of its receipt in the office of the District Director ofCustums of the said district. In witness whereof,the said PALM SPRINGS MARATION RUNNERS As caused these presents to be scaled and signed:(Signature) Molly A. Th01"De (Capacity) MOLLY TIIORPE (Date) AUGUSF 19,2013 Witness: 4/312016 Gmad-Form 990-N E-filing Receipt-IRS Status:Accepted ii Gmad Molly Thorpe <itsmollysbiz@gmail.com> Form 990-N E-filing Receipt - IRS Status: Accepted epostcard@urban.org <epostcard@urban.org> Tue, May 5, 2015 at 5:43 AM To: itsmollysbiz@gmail.com Organization: ROAD RUNNERS CLUB OF AMERICA E IN: 46-2975523 Submission Type: Form 990-N Year: 2014 Submission ID: 7800582015125bg50914 e-File Postmark: 5/5/2015 8:37:53 AM Accepted Date: 5/5/2015 The IRS has accepted the e-Postcard described above. Please save this receipt for your records. Thank you for filing. e-Postcard technical support Phone: 866-255-0654 (toll free) eniail:ePostcard(@urban.org ROAD RUNNERS CLUB OF AMERICA % Molly Thorpe 3 Terrace Place Rancho Mirage, CA 92270 hltps.,/mail.google.com/mail/ul0/?ui=2&ik=90fd36aadc&view=pt&q=form%20990&qs=true&search=query&msq=14d24la7976ea6ed&siml=14d24la7976ea6ed 1/1 ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts plA 8 Jalm SpfidtW MawtPan 31unnm 3 Terrace Place Rancho Mirage CA 92270 Proposed Budget2016-2017 To be approved at the June 2016 meeting of the Board of Directors 1. Timing Company costs $1,200 base fee +$1.50 per finisher x 6 events = $12,450.00 2. Event technical T-shirts $21,000.00 3. Santa Claus Suits $4,000.00 4. Turkey hats $4,000.00 5. Tutus $2,000.00 6. Tiaras $2,000.00 7. Finisher medals $12,250.00 8. Trophies $900.00 9. Santa Paws bonus items $1,000.00 10. Run for Ike dogs $1,200.00 11. Porta Potties $1,800.00 12. Event advertising posters/cards/on-line sponsored posts $1,800.00 13. Event banners $900.00 14. Hardware (rope, spray chalk, stakes, caution tape, etc.) $800.00 15. Gasoline $225.00 16. Postage $400.00 17. Dog bandanas $300.00 18. Water/snacks $1,200.00 19. City fees TBD 20. Salaries/paid employees $0 Total $68,225.00 (plus city fees) ATTACHMENT 5 FINANCIAL STATEMENTS Insert behind the Attachment 5 Cover Sheet: Most recent audited Financial Statements WA 10 Kyrfog Stamp O�PpLM$py CITY OF PAIR SPRINGS �c CITY OF PALM SPRINGS 2616 APR -4 PM 3: 40 FY 2016-17 Application for JnrtEs THortPsota ^ �r�ApOpplEO ^'0 • Event Sponsorships and CITY CLERK cglIPORN�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 Applicant Name: Palm Springs Marathon Runners Mailing Address: 3 Terrace Place Physical Address: Rancho Mirage CA 92270 Phone: 760-413-6508 Email Address:Psmarathonrunners@gmail.com Website Address: Runpalmsprings.com/Palmspringsmarathonrunners.org Tax ID Number: 46-2975523 Year Obtained: 2013 501(c)(3) Number: 23-7283854 Year Obtained: 2013 Name of Program or Event: Palm Springs International Film Festival RED CARPET RUN 5K& 10K Anticipated Date of Event: Saturday, January 7, 2017 Amount of City Funding Requested: $3,500.00 Estimated Attendance at Event/Program: 500 General Description of Event: The Palm Springs International Film Festival RED CARPET RUN 5K&10K is a themed event that coincides with the PSIFF and raises money for the PSIFF Scholarship Fund. This movie themed race takes participants past the homes of iconic Hollywood stars who made their homes in beautiful Palm Springs. This race is the 3rd leg of the Triple Crown Series that culminates in the city's Mayors Race at the end of January. 1 Scope of Services - Description of Event or Program. This information will be part of the funding agreement, if awarded (attach separate sheet, if needed): For the second year, Palm Springs Marathon Runners has produced the Palm Springs Film Festival RED CARPET RUN 5K & 10K which conicides with the second weekend of the film festival. This race has been selected by Shape.com as one of the Top 10 movie themed races in America. htt www.shaf)e.com/fitness/cardio/10-movie-themed-fun-runs. It was also a focus article of a race blogger. : http://runberun.com/2015/01/08/and-the-oscar-goes-to/ Monies raised through this event are donated to the Palm Springs Film Festival Student Scholarship Fund. This fun and festive event follows the movie theme from start to finish. Participants receive either a tutu and tiara or a tuxedo t-shirt. At the finish, everyone receives their very own Oscar Trophy and are greeted at the finish line with champagne bubbly (Gatorade). The Las Palmas course is a celebrity route, passing the homes of legendary Hollywood film stars, both past and present, with their addresses marked with signage for participants to enjoy. This race is the second leg of the TRIPLE CROWN SERIES, which also includes the Santa Paws 5K and the City of Palm Springs Mayor's Race 5K. People who participate in all 3 events earn an extra medal as recognition of their dedication to health and fitness. The 10K course in this event offers a sequentially longer distance race in preparation of the Mayor's Race later in the month. Offering these multi-race incentives generates greater participation in all of these races. Identify the target population and describe how the event/program will benefit the residents of Palm Springs. This event is aimed at people of all ages and backgrounds; including vacationers, visitors and snowbirds. Because of the film festival theme, this race is also marketed toward visitors who are in Palm Springs for the PSIFF and are looking for other activities to augment their Palm Springs experience. Santa Paws 5K attracts approximately 15% of its participants from outside of the Coachella Valley, necessitating both food and lodging before and after the race. Because of the offering of both the 5K (3.1 miles) and 10K (6.2 miles) distances, this race attracts participants who are looking to complete the average race distance as well as those looking to increase their mileage at one of only two 10K events offered in Palm Springs. 3 Does the Agency provide any donations and/or grants to other organizations? If yes, please list name of organization and amount donated or granted. Palm Springs Marathon Runners is a 501 c-3 non-profit under Roadrunner Clubs of America. 100% of profits generated through the annual Palm Springs International Film Festival 5K & 10K are donated to the PSIFF Student Scholarship Fund. Total amount needed to fund event or program: Request: $3,500/in-kind donation as a fee waiver for use of streets and police. The total amount needed to fund this event is $11,000 which includes these costs: Course/streets, police department coverage, chip race timing services, tutus, tiaras, tech T- shirts, finisher Oscar trophies, age group awards, trophies, insurance, printing, photos for participants, miscellaneous expenses (e.g. spray chalk for routes, event sponsor banners, paper cups, etc.). Donated items/services include tables/chairs, sound system equipment, finisher arch. List all other sources of other funding: • All other funding is generated through event sponsors that are acknowledged on the event t-shirt, with the main sponsors recognized on the event banner, as well. • Participants pay a pre-registration fee of $35 or late registration fee of $40 which also helps fund the race and raise money for the PSIFF Student Scholarship Fund. Has all the funding been secured? ❑ YES ®NO Is this request to fund a New Event or Program? ❑ YES FX� NO Is this request an expansion of an Event or Program? ❑ YES ❑X NO Is this request for a one-time need or purchase? ® YES ❑ NO Is organization/agency a prior City sponsorship recipient?r�(] 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. The Palm Springs International Film Festival is a fun, fit and festive destination event that compliments other film festival activities. 80% of attendees reside within the Coachella Valley, with 10% traveling to attend the film festival and looking for healthy activities to augment their stay. An estimated 40 room nights are needed to accommodate out-of-town participants. 4 ORGANIZATION I AGENCY INFORMATION Mission statement: To support local causes by encouraging and empowering others to improve their personal health and fitness by participating in local running events. General Activities or Services Provided: Creating and producing themed com- munity races that provide chip timing, tshirts, finisher medals, goody bags and event photos for all participants. Years/Months in Existence: 6 years Number of Staff/Volunteers: Full Time: 1 Part Time: 1 Contracted: Volunteers: 5 Organization/Agency Contact: Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 CEO/Executive Director Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 Board of Directors Chairperson/President Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 2 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. W 04/03/2016 Signaturelfint Date Molly A. Thorpe President, Palm Springs Marathon Runners Print Name Title Signature/Print Date Print Name Title Signature/Print Date Print Name Title 5 1 7,17 REQUIRED DOCUMENTS ATTACHMENT 1 BOARD OF DIRECTORS Designated agent for service of process: Name Telephone Molly A. Thorpe 760-413-6508 Address City, State, Zip 3 Terrace Place Rancho Mirage, CA 92270 Insert behind the Attachment 1: �A List of Board of Directors Board of Directors compensation (if applicable) 6 Jahn Spy .Ma» ffwn Jgwmvo 3 Terrace Place Rancho Mirage CA 92270 Palm Springs Marathon Runners Board of Directors 2015-2016 Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Jim Franklin, member Orville Bingley, member Jim Ziggler, member Board of Directors receive no monetary compensation for the performance of their duties. J.S. . taxath" /Roadrunners Club P.O. Box 12454 Palm Desert CA 92255 (760) 413-6508 June 15, 2015 Minutes The annual meeting of the P.S. Marathon Runners, established June 21, 2013, was held on June 15, 2015 at 3:30PM in Rancho Mirage, CA. Present at the meeting: Board of Directors Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Also present Jim Franklin, member Orville Bingley, member Jim Ziggler The purpose of our Club is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community and to host charity runs, group runs, fun runs, training runs and programs on the road and/or track that promote and encourage running and philanthropy. 1. Review of previous year's activities which included 15 short distance runs and culminated in the running of the Los Angeles Marathon by 10 of our club members. 2. Discussion of the five charity events: 10/12/14 Patriot 5K, 12/22/14 3rd Annual Santa Paws 5K raising funds for Guide Dogs of the Desert, 1/9/15 Palm Springs International Film Festival RED CARPET RUN 5K & 10K and the 5th Annual Run for Ike 5K raising funds for the Palm Springs Police Department K-9 Fund. 3. Discussion regarding adding an additional event for the 2015/2016 season. Since Martha's Village decided against holding their Thanksgiving race in 2 venues (Palm Springs/Palm Desert) and opted to use only the Palm Desert location, member Kick suggested adding a Thanksgiving Day Turkey Trot to our calendar. Discussion followed and it was decided (6-0) to add another event and for a part of the proceeds to be donated to the Mizell Senior Center Meals on Wheels Program in Palm Springs.. 4. Member Jay Thorpe suggested changing the venue of the 2014 from its location near the USMC 29 Palms Base to Palm Springs. Discussion followed regarding the potential of increased participation should the race be relocated to Palm Springs and it was agreed to consider (6-0) to relocate this race for the 2015/2016 season. Meeting was adjourned at 5:15 P.M. i r Re p�ctf, ly S mitted, Jay 6�rpe, Secretary P.S. Marathonnners/Roadrunners Club ATTACHMENT 2 NON-PROFIT INFORMATION AND FILINGS Insert behind the Attachment 2 Cover Sheet ALL of the following: IRS 501(c)(3) Certification Letter Last Filed IRS Form 990 Last Filed CA FTB Form 199 N�A RRCA ROAD RUNNERS CLUB OF AMERI CA 1501 Lee Hwy, Ste 140,Arlington, VA 22209 Phone: 703-525-3890 Fax. 703-525-3891 July 18, 2013 EIN,46-2975523 Palm Springs Marathon Runners P.O. Box12454 Palm Desert, CA 92255 Subject: Exemption for Federal Income Tax Section 501(c)(3)status Dear Club President; Your request for exemption under the RRCA group exemption has been processed effective immediately. Attached is the RRCA Group Exemption Letter under which you are now covered. Our Group Exemption Number is 2702. Contributions to your club are now tax-deductible for the person making a contribution. Although race entry fees are not deductible, additional amounts contributed are deductible. You will need to acknowledge contributions according to IRS regulations. The amount of membership dues that exceeds the value of benefits provided by club membership is also deductible. it is the club's responsibility to substantiate the value of benefits of membership to club members. Non-reimbursable expenses of your club officers (i.e. gas for travel to a meeting) are also deductible. Each tax-exempt club has two IRS filing requirements, both of which are due on the 191 day of the V, month after the club's fiscal year ends. For example, your club's fiscal year ends on December 31, your tax returns are due May 15111 of the successive year. Federal Tax filing Requirements: 1, Form 990—Retum of Organization Exempt from Income Tax 2, Form 990-T—Exempt Organization Business Income Tax Return Form 990 must be filed annually if your club's gross receipts "normally" exceed $25.000. The form asks for detailed information on the club's income, expenses and assets but there is no tax payment requirement. If your club's gross receipts are normally $25,000 or less, you are required to file Form 990-N (an e-postcard). With the enactment of the Pension Protection Act of 2006(PPA),these small tax-exempt organizations are now be required to file electronically Form 990-N, also known as the e-Postcard, with the IRS annually. "Gross receipts" means everything you take in (including club dues and race entry fees and sponsorship payments) before expenses. If you are close to $25,000, take a look at the Form 990 instructions to find out what"normally"means. Regardless of your total receipts, if you have gross receipts of $1,000 or more from an "unrelated trade or business", you must file Form 990-T or at least 990-N. Unrelated business income is income from activities not substantially related to your exempt purpose. The fact that you use the income for your exempt purpose does not matter. We Run the Nation! www.RRCA.org RRCA ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703.525,3890 703.525.3891 (fax) July 18, 2013 To Whom It May Concern: Palm Springs Marathon Runners, EIN 46-2975523, is a 501(c)3 organization through the Road Runners Club of America group exemption status with the IRS. Below are two important excerpts from the httpIJwww.irs:goa.Jpubf irs-�dff457. .pdf that clearly outlines the procedure for group exemption letters and verifying subordinate organizations under the group exemption ruling: f. What is a group exemption letter? The IRS sometimes recognizes a group of organizations as tax exempt if they are affiliated with a central organization. This avoids the need for each of the organizations to apply for the exemption individually. A group exemption letter has the same effect as an individual exemption letter except that it applies to more than one organization. Please see the accompanying copy of the RRQVs group exemption letter from the IRS. 2. How do I verify that an organization is included as a subordinate in a group exemption ruling? The central organization that holds a group exemption (rather than the IRS) determines which organizations are included as subordinates under its group exemption ruling.Therefore,you can verify that an organization is a subordinate under a group exemption ruling by consulting the official subordinate listing approved by the central organization or by contacting the central organization directly. You may use either method to verify that an organization is a subordinate under a group exemption ruling. This letter is to serve as official verification as outlined by the IRS that the organization referenced above is a nonprofit organization under the RRCA's group exemption (Group Exemption #2702) with the IRS. If you need further information to verify the status,please feel free to contact me. Sincerely, jean✓Knnaaack Executive Director We Run the Nation! awwv.RRCA.org 7111 P.S. Marathon Runners P.O. Box 12454 Palm Desert CA 92255 (760) 413, 6508 June 21, 2013 To: Road Runners Club of America From: Palm Springs Marathon Runners We are requesting tax-exempt status under the RRCA group exemption. We truly appreciate being members of your fine organizations and the services you provide. Listed below is the information requested: • Federal employer identification number: 46-2975523 • Official Club Name: Palm Springs Marathon Runners P.O. Box 12454 Palm Desert CA 92255 • Club officers: Board of Directors: Molly Thorpe, Don Kick, Jim Zinggler • Our club is not a private foundation. • Our club has not previously applied and been rejected for tax-exempt status. • Our club agrees to abide by the policies set forth by the RRCA and the IRS for nonprofit organizations. • No substantial part of the activities of our club shall carry on propaganda or otherwise attempt to influence legislation. Our club or event will not participate in or intervene in any political campaign on behalf of any candidate for public office. The purpose of the Palm Springs Marathon Runners is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community. In furtherance of our purpose,the Club hosts charity runs, group runs, fun runs,training runs and programs on the road and/or track, hosts education lectures about other things as may a conducive to the encouragement of running. The Club also engages in community activities, to publicize by appropriate means,the benefits of running as a means of physical fitness to improve the health status of people in our community. Sincerely, Molly A. Thorpe, President, Palm Springs Marathon Runners A + Gm 1 ! RRCA Group Exemption membership <membership@rrca.org> Mon, Jul 29, 2013 at 7:52 AM To: Psmarathonrunners@gmail.com Hello, Your organization has submitted paperwork to become a part of the RRCA's 501@3 non-profit group exemption list. Your paperwork has been approved but before we can add you to the list as a non-profit you must first purchase D&O Insurance, per the RRCA's policy that all non-profit organizations have D&O coverage. Upon receiving payment for the D&O Insurance I will inform the IRS that your organization is part of our group exemption and will release your documents and place them in the mail. Thank you and I hope that you have a great day. Sincerely, David Morgan Membership Coordinator Road Runners Club of America 1501 Lee Highway, Suite 140 Arlington, VA 22209 703-525-3890 703-525-3891 (fax) www.RRCA.org I RRCA Facebook I RRCA Twitter 8th Annual RUN@WORK Day - September 20, 2013 www.RRCA.org/programs/run-at-work-day/ 56th Annual RRCA Convention - May 1-4, 2014 Spokane, WA http://www.rrcaconwntion.org/home.html WE RUN THE NATION! 1958-2013 P.S. Marathon Runners Invoice.pdf 57K POWER OF ATTORNEY Dept of the Treasury Check Appropriate Title: U.S.Customs Service X Individual 141.32 C.R. _Partnership _Corporation Your I.R.S.or S.S.No. 46-2975523 _Sole Proprietorship Known by all men by these presents: That PALM SPRINGS MARATHON RUNNERS (Full name of person, partnership,corporation,or sole proprietorship(identify) a corporation doing business under the laws of the state of CALIFORNIA or, doing business as _ at 3 TERR ANCE PLACE RANDHO MIRAGE CALIFORNIA 92270 )Mby constitutes and appoints each of the following persons: Priority Import-Export Services and it's authorized agents_as a true and law-lull agent and attorney at the grantor named above for and in name,place and stead of said grantor from this date and in Customs District of ALL_,and in no other name to make,endorse,sign, declare,or swear to any entry,withdrawal,declaration,certificate,bill of lading or other document required by law or regulation in connection with the importation,transportation,or exportation or any merchandise shipped or consigned by or to said grantor;to perform any act or condition which may be required by law or regulation in connection with such merchandise;to receive any merchandise deliverable to said grantor;to receive endorse and collect checks issued for Customs duty refunds in grantors name drawn on the Treasurer of the IJntied States; To make endorsements on bills of lading conferring authority to make entry and collect drawback and to make,sign,declare,or swear to any statements,supplemental statement,schedule,supplemental schedule,certificate of delivery,abstract of manufacturing records, declaration of proprietor on drawback entry,declaration of exporter on drawback entry,or any other affidavit or document is intended for filing in said district or in any other Customs district; To authorize power of attorney to agents designated by priority (mport-Export Customs Brokerage behalf of importer. I'o sign,seal and deliver for and as the act of said grantor any bond required by law or regulation in connection with the entry or withdrawal of imported merchandise or merchandise exported with or without benfir of drawback,or in connection with the entry clearance, lading,unfailing or navigation of any vessel or other means of conveyance owned or operated by said grantor,and any and all bonds which may be voluntarily given and accepted under applicable laws and regulations,consignee's and owner's declarations provided for in section 495 Tariff Act of 1930,as amended,or affidavits in connection with the entry of merchandise. To sign and swear to any document and perform any act that may be necessary or required by law or regulation in connection with the entering,clearing, lading, unlading,or operation of any vessel or other means of conveyance owned or operated by the grantor; And generally to transact at customhouses in said district and any and all customs business,including making,signing,and filing of protest under section 514 of the Tariff Act of 1930, in which said grantor is or may be concerned or interested and which may properly be transacted or performed by and agent and attorney, giving to said agent and attorney lull power and authority to do anything what- ever requisite and necessary to be done in the premises as fully as said grantor could do it if present and acting, hereby ratifying and confirming all that the said agent and atlomey shall lawfully do by virtue of these presents;the foregoing power of attorney to remain in full force and effect until the day of (Until Revoked) . 19 ,or until notice revocation in writing is duly given to and received by the District Director of Customs of the district aforsaid. If the donor of this power of attorney is a partnership,the said power shall in no case have any force or effect after the expiration of two(2)years from the dale of its receipt in the office of the District Director of Customs of the said district. In witness whereof, the said PALM SPRINGS MARATHON RUNNERS / As caused these presents to be sealed and signed:(Signature) MOffV A. ThorpP (Capacity) MOLLY '1'IIORPE (Date) AUGUST 19.2013 Witness: 4I3f2016 Gmail-Form 990-N E-Fling Receipt-IRS Status:Accepted Mmail Molly Thorpe <itsmollysbiz@gmail.com> Form 990-N E-filing Receipt - IRS Status: Accepted epostcard@urban.org <epostcard@urban.org> Tue, May 5, 2015 at 5:43 AM To: itsmollysbiz@gmail.com Organization: ROAD RUNNERS CLUB OF AMERICA E IN: 46-2975523 Submission Type: Form 990-N Year: 2014 Submission ID: 78005820151251bg50914 e-File Postmark: 5/5/2015 8:37:53 AM Accepted Date: 5/5/2015 The IRS has accepted the e-Postcard described above. Please save this receipt for your records. Thank you for filing. e-Postcard technical support Phone: 866-255-0654 (toll free) email:ePostcard@urban.org ROAD RUNNERS CLUB OF AMERICA % Molly Thorpe 3 Terrace Place Rancho Mirage, CA 92270 https:/lmail.google.comfmail/u/O/?ut=2&ik=9ffd36aadc&view=pl&q=form%20990&qs=true&search=query&msg=14d24la7976ea6ed&siml=14d24la7976ea6ed 1/1 ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts NIA 8 ATTACHMENT 4 EVENT OR PROGRAM BUDGET Insert behind the Attachment 4 Cover Sheet: Most Current Fiscal Year Program Budget 9 Jahn SpyitW .Mawffwn 36"weo 3 Terrace Place Rancho Mirage CA 92270 Proposed Budget2016-2017 To be approved at the June 2016 meeting of the Board of Directors 1. Timing Company costs $1,200 base fee + $1.50 per finisher x 6 events = $12,450.00 2. Event technical T-shirts $21,000.00 3. Santa Claus Suits $4,000.00 4. Turkey hats $4,000.00 S. Tutus $2,000.00 6. Tiaras $2,000.00 7. Finisher medals $12,250.00 8. Trophies $900.00 9. Santa Paws bonus items $1,000.00 10. Run for Ike dogs $1,200.00 11. Porta Potties $1,800.00 12. Event advertising posters/cards/on-line sponsored posts $1,800.00 13. Event banners $900.00 14. Hardware (rope, spray chalk, stakes, caution tape, etc.) $800.00 15. Gasoline $225.00 16. Postage $400.00 17. Dog bandanas $300.00 18. Water/snacks $1,200.00 19. City fees TBD 20. Salaries/paid employees $0 Total $68,225.00 (plus city fees) ATTACHMENT 5 FINANCIAL STATEMENTS Insert behind the Attachment 5 Cover Sheet: Most recent audited Financial Statements YIA 10 Reserved for Filing Stamp �QpLM RECEIVED A ;o s y CITY OF PALM PRINGS N CITY OF PALM SPRINGS FY 2016-17 Application for 2016 APR -4 PM 3: 44 �o, Event Sponsorships and JAMES THOMPSON �RAIO CITY CLERK cQ'IFO12t 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 Applicant Name: Palm SpringsMarathon Runners Mailing Address: 3 Terrace Place Physical Address: Rancho Mirage CA 92270 Phone: 760-413-6508 Email Address:Psmarathonrunners@gmail.com WebsiteAddress: Runpalmsprings.com Tax ID Number: 46 - 29 7 5 5 2 3 Year Obtained: 2013 501(c)(3) Number: 23-7283854 Year Obtained: 2013 Name of Program or Event: 5th Annual SANTA PAWS 5K Anticipated Date of Event: Saturday, December 17, 2016 Amount of City Funding Requested: $2,900.00 Estimated Attendance at Event/Program: 850 General Description of Event: 5K run/walk benefiting Guide Dogs of the Desert. Participants run/walk a designated 5K (3.1 mile)course in the Las Palmas Neighborhood. All participants receive a 5 piece Santa suit to wear and keep following the event. Participants also receive a tech T-shirt, finisher medal, reusable bag and snacks. This event is runner,walker, stroller and dog friendly.All monies raised are donated to Guide Dogs of the Desert. 1 Scope of Services - Description of Event or Program. This information will be part of the fuinding agreement, if awarded (attach separate sheet, if needed): Over the past four years, Palm Springs Marathon Runners raised over $50,000 for Guide Dogs of the Desert through the annual Santa Paws 5K run/walk. Imagine nearly 1,000 participants - all dressed in 5-piece Santa Claus suits (included with registration) - running and walking a beautiful course through our Palm Springs neighborhoods. This is a chip timed race which appeals to the most competitive of runners and with a theme that attracts people of all ages and backgrounds from runner, to walker, to dog lover and to those who recognize the benefit of supporting Guide Dogs of the Desert. In addition to the Santa suit, all participants also receive a tech T-shirt, finisher medal, reusable tote bag, finish and posed photos, and, as befitting all Santas - milk and cookies at the finish line. Since its inception, the American Legion has hosted the start/finish venue. Following the 5K, children 10 and under are invited to participate in the ELF DASH. An awards ceremony is held presenting 1st, 2nd and 3rd place medals to participants in 5 year age groups through age 85+, trophies to our overall winners, special awards to our TOP TEN finishers and special recognition to our challenged athletes. This race is also the first leg of the TRIPLE CROWN SERIES, which also includes the Palm Springs International Film Festival RED CARPET RUN 5K & 10K and the City of Palm Springs Mayor's Race 5K. People who participate in all 3 events earn an extra medal as recognition of their dedication to health and fitness. Offering these multi-race incentives generates greater participation in all of these races. Identify the target population and describe how the event/program will benefit the residents of Palm Springs. This event is aimed at people of all ages and backgrounds; including vacationers, visitors and snowbirds. It has grown into a holiday tradition that attracts individuals, couples and families that return each year to participate. Additionally, this race continues to increase in popularity, attracting new participants from both within and outside of the Coachella Valley. Santa Paws 5K attracts approximately 10% of its participants from outside of the Coachella Valley, necessitating both food and lodging before and after the race. Guide Dogs of the Desert is located within the sphere of influence of Palm Springs, with actual training of the dogs, their vision impaired partners and instructors occurring along the downtown corridor and businesses. 3 Does the Agency provide any donations and/or grants to other organizations? If yes, please list name of organization and amount donated or granted. Palm Springs Marathon Runners is a 501 c-3 non-profit under Roadrunner Clubs of America. 100% of profits generated through the annual Santa Paws 5K are donated to Guide Dogs of the Desert. Total amount needed to fund event or program: Request: $2,900.00/in-kind donation as a fee waiver for use of streets and police. The total amount needed to fund this event is $15,000 which includes these costs: Course/streets, police department coverage, chip race timing services, Santa Suits, tech T- shirts, finisher medals, age group awards, trophies, insurance, printing, miscellaneous expenses (e.g. spray chalk for routes, event sponsor banners, paper cups, etc.). List all other sources of other funding: • All other funding is generated through event sponsors that are acknowledged on the event t-shirt, with the main sponsors recognized on the event banner, as well. • Participants pay a pre-registration fee of $35 or late registration fee of $40 which also helps fund the race and raise money for Guide Dogs of the Desert. Has all the funding been secured? ❑ YES ® NO Is this request to fund a New Event or Program? OYES ❑ NO Is this request an expansion of an Event or Program? ❑ YES ❑X NO Is this request for a one-time need or purchase? ©YES ❑ 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. SANTA PAWS 5K is a great holiday activity supporting an important cause. 90% of attendees reside within the Coachella Valley, with 10% traveling from Southern California counties, including Riverside, San Diego, San Bernardino and Los Angeles as well as an out of state contingent from Arizona. An estimated 70 room nights are needed to accommodate out-of- town participants. 4 ORGANIZATION ! AGENCY INFORMATION Mission statement: To support local causes by encouraging and empowering others to improve their personal health and fitness by participating in local running events. General Activities or Services Provided: Creating and producing themed com- munity races that provide chip timing, tshirts, finisher medals, goody bags and event photos for all participants. Years/Months in Existence: 6 years Number of StaffNolunteers: Full Time: 1 Part Time: 1 Contracted: Volunteers: 5 Organization/Agency Contact: Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 CEO/Executive Director Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 Board of Directors Chairperson/President Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 2 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. W 04/03/2016 Signaturelfint Date Molly A. Thorpe President, Palm Springs Marathon Runners Print Name Title Signature/Print Date Print Name Title Signature/Print Date Print Name Title 5 REQUIRED DOCUMENTS ATTACHMENT 1 BOARD OF DIRECTORS Designated agent for service of process: Name Telephone Molly A. Thorpe 760-413-6508 Address City, State, Zip 3 Terrace Place Rancho Mirage, CA 92270 Insert behind the Attachment 1: Y+ List of Board of Directors Board of Directors compensation (if applicable) 6 Jafin Spy Atawtfwn 2umnw 3 Terrace Place Rancho Mirage CA 92270 Palm Springs Marathon Runners Board of Directors 2015-2016 Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Jim Franklin, member Orville Bingley, member Jim Ziggler, member Board of Directors receive no monetary compensation for the performance of their duties. J.S. ✓tanatfwu J`2uruwm1Roadrunners Club P.O. Box 12454 Palm Desert CA 92255 (760) 413-6508 June 15, 2015 Minutes The annual meeting of the P.S. Marathon Runners, established June 21, 2013, was held on June 15, 2015 at 3:30PM in Rancho Mirage, CA. Present at the meeting: Board of Directors Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Also present Jim Franklin, member Orville Bingley, member Jim Ziggler The purpose of our Club is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community and to host charity runs, group runs, fun runs, training runs and programs on the road and/or track that promote and encourage running and philanthropy. 1. Review of previous year's activities which included 15 short distance runs and culminated in the running of the Los Angeles Marathon by 10 of our club members. 2. Discussion of the five charity events: 10/12/14 Patriot 5K, 12/22/14 3rd Annual Santa Paws 5K raising funds for Guide Dogs of the Desert, 1/9/15 Palm Springs International Film Festival RED CARPET RUN 5K & 10K and the 5th Annual Run for Ike 5K raising funds for the Palm Springs Police Department K-9 Fund. 3. Discussion regarding adding an additional event for the 2015/2016 season. Since Martha's Village decided against holding their Thanksgiving race in 2 venues (Palm Springs/Palm Desert) and opted to use only the Palm Desert location, member Kick suggested adding a Thanksgiving Day Turkey Trot to our calendar. Discussion followed and it was decided (6-0) to add another event and for a part of the proceeds to be donated to the Mizell Senior Center Meals on Wheels Program in Palm Springs.. 4. Member Jay Thorpe suggested changing the venue of the 2014 from its location near the USMC 29 Palms Base to Palm Springs. Discussion followed regarding the potential of increased participation should the race be relocated to Palm Springs and it was agreed to consider (6-0) to relocate this race for the 2015/2016 season. Meeting was adjourned at 5:15 P.M. apo�t'f Re S mitted, Jay 1]�prpe, Secretary P.S. Marathon nners/Roadrunners Club ATTACHMENT 2 NON-PROFIT INFORMATION AND FILINGS Insert behind the Attachment 2 Cover Sheet ALL of the following: i IRS 501(c)(3) Certification Letter Last Filed IRS Form 990 Last Filed CA FTB Form 199 N�A 7 RRCA ROAD RUNNERS CLUB OF AMERI CA 1501 Lee Hwy, Ste 140,Arlington, VA 22209 Phone: 703-525-3890 Fax: 703-525-3891 July 18, 2013 EIN:46-2975523 Palm Springs Marathon Runners P.O. Box 12454 Palm Desert,CA 92255 Subject: Exemption for Federal Income Tax: Section 501(c)(3)status Dear Club President; Your request for exemption under the RRCA group exemption has been processed effective immediately. Attached is the RRCA Group Exemption Letter under which you are now covered. Our Group Exemption Number is 2702. Contributions to your club are now tax-deductible for the person making a contribution. Although race entry fees are not deductible, additional amounts contributed are deductible. You will creed to acknowledge contributions according to IRS regulations. The amount of membership dues that exceeds the value of benefits provided by club membership is also deductible. It is the club's responsibility to substantiate the value of benefits of membership to club members. Non-reimbursable expenses of your club officers (i.e. gas for travel to a meeting) are also deductible. Each tax-exempt club has two IRS filing requirements, both of which are due on the 150,day of the S" month after the club's fiscal year ends. For example, your club's fiscal year ends on December 31, your tax returns are due May 15t"of the successive year. Federal Tax Filing Requirements: 1. Form 990-Return of Organization Exempt from Income Tax 2. Form 990-T-Exempt Organization Business income Tax Return Form 990 must be filed annually if your club's gross receipts 'normally" exceed $25,000. The form asks for detailed information on the club's income, expenses and assets but there is no tax payment requirement. If your club's gross receipts are normally $25,000 or less, you are required to file Form 990-N (an e-postcard). With the enactment of the Pension Protection Act of 2006(PPA),these small tax-exempt organizations are now be required to file electronically Form 990-N, also known as the e-Postcard, with the IRS annually. "Gross receipts" means everything you take in (including club dues and race entry fees and sponsorship payments) before expenses. If you are close to $25,000, take a look at the Form 990 instructions to find out what"normally"means. Regardless of your total receipts, if you have gross receipts of $1,000 or more from an "unrelated trade or business", you must file Form 990-T or at least 990-N. Unrelated business income is income from activities not substantially related to your exempt purpose. The fact that you use the income for your exempt purpose does not matter. We Run the Nation! www.RRCA.org RRCA ROAD RUNNERS CLUB OFAMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703.525.3890 703.525.3691 (fax) July 18, 2013 To Whom It May Concern: Palm Springs Marathon Runners, EIN 46-2975523, is a 501(c)3 organization through the Road Runners Club of America group exemption status with the IRS, Below are two important excerpts from the httpjjwwwiIs.govjpybjirs..pdtj4L4573.pdf that clearly outlines the procedure for group exemption letters and verifying subordinate organizations under the group exemption ruling: 1. What is a group exemption letter? The IRS sometimes recognizes a group of organizations as tax exempt if they are affiliated with a central organization. This avoids the need for each of the organizations to apply for the exemption individually. A group exemption letter has the same effect as an individual exemption letter except that it applies to more than one organization. Please see the accompanying copy of the RRCA's group exemption letter from the IRS. 2. How do 1 verify that an organization is included as a subordinate in a group exemption ruling? The central organization that holds a group exemption (rather than the IRS) determines which organizations are included as subordinates under its group exemption ruling. Therefore,you can verify that an organization is a subordinate under a group exemption ruling by consulting the official subordinate listing approved by the central organization or by contacting the central organization directly. You may use either method to verify that an organization is a subordinate under a group exemption ruling. This letter is to serve as official verification as outlined by the IRS that the organization referenced above is a nonprofit organization under the RRCA's group exemption (Group Exemption#2702) with the IRS. If you need further information to verify the status,please feel free to contact me. Sincerely, Jean Knaack Executive Director We Run the Nationl www.RRCA.org 7111 P.S. Marathon Runners P.O. Box 12454 Palm Desert CA 92255 (760) 413, 6508 June 21, 2013 To: Road Runners Club of America From: Palm Springs Marathon Runners We are requesting tax-exempt status under the RRCA group exemption. We truly appreciate being members of your fine organizations and the services you provide. Listed below is the information requested: • Federal employer identification number: 46-2975523 • Official Club Name: Palm Springs Marathon Runners P.O. Box 12454 Palm Desert CA 92255 • Club officers: Board of Directors: Molly Thorpe, Don Kick, Jim Zinggler • Our club is not a private foundation. • Our club has not previously applied and been rejected for tax-exempt status. • Our club agrees to abide by the policies set forth by the RRCA and the IRS for nonprofit organizations. • No substantial part of the activities of our club shall carry on propaganda or otherwise attempt to influence legislation. Our club or event will not participate in or intervene in any political campaign on behalf of any candidate for public office. The purpose of the Palm Springs Marathon Runners is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community. In furtherance of our purpose, the Club hosts charity runs, group runs, fun runs, training runs and programs on the road and/or track, hosts education lectures about other things as may a conducive to the encouragement of running. The Club also engages in community activities, to publicize by appropriate means, the benefits of running as a means of physical fitness to improve the health status of people in our community. Sincerely, Molly A. Thorpe, President, Palm Springs Marathon Runners RRCA Group Exemption membership <members hip@rrca.org> Mon, Jul 29, 2013 at 7:52 AM To: Psmarathonrunners@gmail.com Hello, Your organization has submitted paperwork to become a part of the RRCA's 501@3 non-profit group exemption list. Your paperwork has been approved but before we can add you to the list as a non-profit you must first purchase D&O Insurance, per the RRCA's policy that all non-profit organizations have D&O coverage. Upon receiving payment for the D&O Insurance I will inform the IRS that your organization is part of our group exemption and will release your documents and place them in the mail. Thank you and I hope that you have a great day. Sincerely, David Morgan Membership Coordinator Road Runners Club of America 1501 Lee Highway, Suite 140 Arlington, VA 22209 703-525-3890 703-525-3891 (fax) www.RRCA.org I RRCA Facebook I RRCA Twitter 8th Annual RUN@WORK Day - September 20, 2013 www.RRCA.org/programs/run-at-work-day/ 56th Annual RRCA Convention - May 14, 2014 Spokane, WA iittp://www.rrcaconvention.org/home.htmI WE RUN THE NATION! 1958-2013 P.S. Marathon Runners Invoice.pdf 57K POWER OF ATTORNEY Dept of the Treasury Check Appropriate Title: U.S.Customs Service X Individual 141.32 C.R. _Partnership _Corporation Your I.R.S.or S.S.No. 46-2975523 _Sole Proprietorship Known by all men by these presents: That PALM SPRINGS MARATI-ION RUNNERS (Full name of person,partnership,corporation,or sole Proprietorship(identify) a corporation doing business under the laws of the state of CALIFORNIA or, doing business as _ at 3 TERRAN E PLACE RANDHO MIRAGE CALIFORNIA 92270 hereby constitutes and appoints each of the following persons: Priority Import-Export Services__ and it's authorized agents_as a true and law-full agent and attorney at the grantor named above for and in name,place and stead of said grantor from this date and in Customs District of ALL_,and in no other name to make,endorse,sign, declare,or swear to any entry,withdrawal,declaration,certificate,bill of lading or other document required by law or regulation in connection with the importation,transportation,or exportation or any merchandise shipped or consigned by or to said grantor;to perform any act or condition which may be required by law or regulation in connection with such merchandise; to receive any merchandise deliverable to said grantor;to receive endorse and collect checks issued for Customs duty refunds in grantors name drawn on the Treasurer of the United States; To make endorsements on bills of lading conferring authority to make entry and collect drawback and to make,sign,declare,or swear to any statements,supplemental statement,schedule,supplemental schedule,certificate of delivery,abstract of manufacturing records. declaration of proprietor on drawback entry,declaration of exporter on drawback entry,or any other affidavit or document is intended for tiling in said district or in any other Customs district; To authorize power of attorney to agents designated by priority Import-Export Customs Brokerage behalf of importer. To sign,seal and deliver for and as the act of said grantor any bond required by law or regulation in connection with the entry or withdrawal of imported merchandise or merchandise exported with or without benfir of drawback,or in connection with the entry clearance, lading,unlading or navigation of any vessel or other means of conveyance owned or operated by said grantor,and any and all bonds which may be voluntarily given and accepted under applicable laws and regulations,consignee's and owner's declarations provided for in section 485 Tariff Act of 1930, as amended,or affidavits in connection with the entry of merchandise. To sign and swear to any document and perform any act that may be necessary or required by law or regulation in connection with the entering,clearing, lading,unfailing,or operation of any vessel or other means of conveyance owned or operated by the grantor; And generally to transact at customhouses in said district and any and all customs business,including making,signing,and filing of protest under section 514 of the Tariff Act of 1930, in which said grantor is or may be concerned or interested and which may properly be transacted or performed by and agent and attorney, giving to said agent and attorney full power and authority to do anything what- ever requisite and necessary to be done in the premises as fully as said grantor could do it if present and acting, hereby ratifying and confirming all that the said agent and attorney shal I lawfully do by virtue of these presents;the foregoing power of attorney to remain in fill force and effect until the__day of (Until Revoked) _ 19 , or until notice revocation in writing is duly given to and received by the District Director of Customs of the district aforsaid. [f the donor of this power of attorney is a partnership,the said power shall in no case have any force or effect alter the expiration of two(2)years from the date of its receipt in the office of the District Director of Customs of the said district. In witness whereof, the said PALM SPRINGS MARATHON RUNNERS j As caused these presents'to be sealed and signed: (Signature) Molly A. Thorne ��� - tom. l.ti / (Capacity) MOLLY TIIORPE (Date) AUGUST 19.2013 J/ Witness: 4/312016 GmaiI- Form 990-N E-fling Receipt-IRS Status:Accepted MGm ail Molly Thorpe <itsmollysbiz@gmail.com> Form 990-N E-filing Receipt - IRS Status: Accepted epostcard@urban.org <epostcard@urban.org> Tue, May 5, 2015 at 5:43 AM To: itsmollysbiz@gmail.com Organization: ROAD RUNNERS CLUB OF AMERICA EIN: 46-2975523 Submission Type: Form 990-N Year: 2014 Submission ID: 7800582015125bg50914 e-File Postmark: 5/5/2015 8:37:53 AM Accepted Date: 5/5/2015 The IRS has accepted the e-Postcard described above. Please save this receipt for your records. Thank you for filing. e-Postcard technical support Phone: 866-255-0654 (toll free) email:ePostcard@urban.org ROAD RUNNERS CLUB OF AMERICA % Molly Thorpe 3 Terrace Place Rancho Mirage, CA 92270 https://mai l.googl e.com/mail/u/0/?ui=2&ik=90rd36aadc&view=pt&q=farm%20990&qs=true&search=query&msg=14d241a7976ea6ed&sim1=14d241 a7976ea6ed 1/1 ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts plA 8 ATTACHMENT 4 EVENT OR PROGRAM BUDGET Insert behind the Attachment 4 Cover Sheet: Most Current Fiscal Year Program Budget 9 Jabn Spx4W .Mawtfwn J' un+tm 3 Terrace Place Rancho Mirage CA 92270 Proposed Budget2016-2017 To be approved at the June 2016 meeting of the Board of Directors 1. Timing Company costs $1,200 base fee +$1.50 per finisher x 6 events= $12,450.00 2. Event technical T-shirts $21,000.00 3. Santa Claus Suits $4,000.00 4. Turkey hats $4,000.00 5. Tutus $2,000.00 6. Tiaras $2,000.00 7. Finisher medals $12,250.00 8. Trophies $900.00 9. Santa Paws bonus items $1,000.00 10. Run for Ike dogs $1,200.00 11. Porta Potties $1,800.00 12. Event advertising posters/cards/on-line sponsored posts $1,800.00 13. Event banners $900.00 14. Hardware (rope, spray chalk, stakes, caution tape, etc.) $800.00 15. Gasoline $225.00 16. Postage $400.00 17. Dog bandanas $300.00 18. Water/snacks $1,200.00 19. City fees TBD 20. Salaries/paid employees $0 Total $68,225.00 (plus city fees) ATTACHMENT 5 FINANCIAL STATEMENTS Insert behind the Attachment 5 Cover Sheet: Most recent audited Financial Statements Y1,A 10 / e FR� R EC:e�,GryQdfpr Filing Stamp O1pptMsa� CITYOF PALM SPRINGS A. �0 CITY OF PALM SPRINGS PO 6 APR -4 PM 3: 37 FY 2016-17 Application for ** Hro JAMES THOMPSON 010wEO Event Sponsorships and CITY CLERK 04 10:01t 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 Applicant Name: Palm Springs Marathon Runners Mailing Address: 3 Terrace Place Physical Address: Rancho Mirage CA 92270 Phone: 760-413-6508 Email Address:psmarathonrunners@gmail.com Website Address: Pal mspringsmarathonrunners.org/Runpalmsprings.com Tax ID Number: 46-2975523 Year Obtained: 2013 501(c)(3) Number: 23-7283854 Year Obtained: 2013 Name of Program or Event: VETERANS DAY HEROES 5K Anticipated Date of Event: Friday, November 11 , 2016 Amount of City Funding Requested: In-kind fee waiver for race (parade) route Estimated Attendance at Event/Program: 350 General Description of Event: 5K race preceding the City of Palm Springs Veterans Day Parade and utilizing the established parade route. This event honors the service of both our active duty military and our veterans with monies raised benefiting the Armed Services YMCA, SOS Rides and Team Red, White and Blue. Scope of Services - Description of Event or Program. This information will be part of the funding agreement, if awarded (attach separate sheet, if needed): Veterans Day 2015, Palm Springs Marathon Runners presented the VETERANS DAY HEROES SK saluting both our veterans and active duty personnel in a 5K race course along the City of Palm Springs' Veterans Day parade route (run backwards so as to not interfere with any parade set-up). This event preceded the City of Palm Springs Veterans Day Parade and did not require any further street closures or detours. Held at 1:30PM and wrapped up prior to the start of the parade, it gave parade attendees an opportunity to work some fitness into their day prior to the parade's step off. Additionally, those who wanted to take their seats early were able to cheer on our runners prior to the parade. This race provides a nice compliment to the city's very popular annual salute to veterans. Identify the target population and describe how the event/program will benefit the residents of Palm Springs. This event is runner, walker, stroller and dog friendly and is targeted to all who would like to salute our veterans and active duty personnel. Veterans and active duty are invited to participate at half price with all proceeds of the event targeted toward charities that support our veterans and active duty military. As Veterans Day usually falls on a week day, this race also encourages participation from students and public workers who are given a day off to honor our veterans' service. 3 Does the Agency provide any donations and/or grants to other organizations? If yes, ,lease list name of organization and amount donated or granted. Palm Springs Marathon Runners is a 501 c-3 non-profit under Roadrunner Clubs of America. 100% of profits generated through the VETERANS DAY HEROES 5K are donated to organizations that support our military and veterans: Armed Services YMCA, located on the United States Marine Base in 29 Palms provides services to base families, SOS Rides provides no-cost transportation from the Palm Springs Airport to the base in 29 Palms thereby saving enlisted personnel the $100 far charged by local cab companies, Team Red, White and Blue which provides veterans with athletic and social activities to help them readjust and adapt to civilian life and overcome emotional and physical disabilities that are a result of their selfless service. Total amount needed to fund event or program: Request: Provide in-kind fee waiver for Palm Springs Marathon Runners to utilize the parade route and law enforcement services already in place prior to the Veterans Day Parade. The total amount needed to fund this event is $8,000. This includes chip race timing services, finisher dog tags, event tech t-shirts, age group awards, trophies, photos for participants, reusable tote bags, insurance, printing and miscellaneous expenses (e.g. spray chalk for routes, event sponsor banners, paper cups, etc.) Donated items/services include tables/chairs, sound system equipment, start/finish arch. List all other sources of other funding: • All other funding is generated through event sponsors that are acknowledged on the event t-shirt. Sponsor requests off-set race expenses as well as provide monies to provide free entries to our veterans and active duty race participants. Has all the funding been secured? ❑ YES FX_JN0 Is this request to fund a New Event or Program? ❑x YES ❑ NO Is this request an expansion of an Event or Program? ❑ YES ©NO Is this request for a one-time need or purchase? 0 YES ❑ NO Is organization/agency a prior City sponsorship recipient?M 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. The VETERANS DAY HEROES 5K is targeted to people of all ages and backgrounds who want to gather together and salute our military. Approximately 20% of participants travel over 50 miles, from the Marine Base in 29 Palms and spend the remainder of the day attending the parade, eating, sightseeing and shopping. Approximately 12 room nights are utilized by those who travel from out of town and celebrate this holiday as part of an extended weekend. ORGANIZATION / AGENCY INFORMATION Mission statement: To support local causes by encouraging and empowering others to improve their personal health and fitness by participating in local running events. General Activities or Services Provided: Creating and producing themed com- munity races that provide chip timing, tshirts, finisher medals, goody bags and event photos for all participants. Years/Months in Existence: 6 years Number of Staff/Volunteers: Full Time: 1 Part Time: 1 Contracted: Volunteers: 5 Organization/Agency Contact: Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 CEO/Executive Director Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 Board of Directors Chairperson/President Name Email Molly Thorpe psmarathonrunners@gmail.com Telephone Facsimile 760-413-6508 760-992-7618 2 CERTIFICATIONS AND DECLARATIONS (Must be signed by an Authorized Agent of the Board of Directors) 1. 1 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. W4A1 . o qua, 04/03/2016 Signature/Ofint Date Molly A. Thorpe President, Palm Springs Marathon Runners Print Name Title Signature/Print Date Print Name Title Signature/Print Date Print Name Title 5 REQUIRED DOCUMENTS ATTACHMENT 1 BOARD OF DIRECTORS Designated agent for service of process: Name Telephone Molly A. Thorpe 760-413-6508 Address City, State, Zip 3 Terrace Place Rancho Mirage, CA 92270 Insert behind the Attachment 1: 'A List of Board of Directors Board of Directors compensation (if applicable) 6 Jahn SpaitW .MavcatPwn `JtufuwAd 3 Terrace Place Rancho Mirage CA 92270 Palm Springs Marathon Runners Board of Directors 2015-2016 Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Jim Franklin, member Orville Bingley, member Jim Ziggler, member Board of Directors receive no monetary compensation for the performance of their duties. J.S. .MaAaMwa 3 u meo/Roadrunners Club P.O. Box 12454 Palm Desert CA 92255 (760) 413-6508 June 15, 2015 Minutes The annual meeting of the P.S. Marathon Runners, established June 21, 2013,was held on June 15, 2015 at 3:30PM in Rancho Mirage, CA. Present at the meeting: Board of Directors Molly Thorpe, President Brad Bryeans, Vice President Jay Thorpe, Secretary Also present Jim Franklin, member Orville Bingley, member Jim Ziggler The purpose of our Club is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community and to host charity runs, group runs, fun runs, training runs and programs on the road and/or track that promote and encourage running and philanthropy. 1. Review of previous year's activities which included 15 short distance runs and culminated in the running of the Los Angeles Marathon by 10 of our club members. 2. Discussion of the five charity events: 10/12/14 Patriot 5K, 12/22/14 3rd Annual Santa Paws 5K raising funds for Guide Dogs of the Desert, 1/9/15 Palm Springs International Film Festival RED CARPET RUN 5K& 10K and the 5th Annual Run for Ike 5K raising funds for the Palm Springs Police Department K-9 Fund. 3. Discussion regarding adding an additional event for the 2015/2016 season. Since Martha's Village decided against holding their Thanksgiving race in 2 venues (Palm Springs/Palm Desert) and opted to use only the Palm Desert location, member Kick suggested adding a Thanksgiving Day Turkey Trot to our calendar. Discussion followed and it was decided (6-0) to add another event and for a part of the proceeds to be donated to the Mizell Senior Center Meals on Wheels Program in Palm Springs.. 4. Member Jay Thorpe suggested changing the venue of the 2014 from its location near the USMC 29 Palms Base to Palm Springs. Discussion followed regarding the potential of increased participation should the race be relocated to Palm Springs and it was agreed to consider(6-0) to relocate this race for the 2015/2016 season. Meeting was adjourned at 5:15 P.M. Re pectf y S Mitted, ..11 r r � Jay lin rpe, Secretary P.S. Marathon nners/Roadrunners Club ATTACHMENT 2 NON-PROFIT INFORMATION AND FILINGS Insert behind the Attachment 2 Cover Sheet ALL of the following: " IRS 501(c)(3) Certification Letter Last Filed IRS Form 990 Last Filed CA FTB Form 199 N!R RRCA n..ati .. ROAD RUNNERS CLUB OFAMERICA 1501 Lee Hwy, Ste 140,Arlington, VA 22209 Phone: 703-525-3890 Fax: 703-525-3891 July 18, 2013 EIN:46-2975523 Palm Springs Marathon Runners P.0 Box 12454 Palm Desert, CA 92255 Subject: Exemption for Federal Income Tax: Section 501(c)(3) status Dear Club President; Your request for exemption under the RRCA group exemption has been processed effective immediately. Attached is the RRCA Group Exemption Letter under which you are now covered. Our Group Exemption Number is 2702, Contributions to your club are now tax-deductible for the person making a contribution. Although race entry fees are not deductible, additional amounts contributed are deductible. You will need to acknowledge contributions according to IRS regulations. The amount of membership dues that exceeds the value of benefits provided by dub membership is also deductible. It is the club's responsibility to substantiate the value of benefits of membership to club members. Non-reimbursable expenses of your club officers (i.e. gas for travel to a meeting) are also deductible. Each tax-exempt dub has two IRS filing requirements, both of which are due on the 15t'day of the 51" month after the club's fiscal year ends. For example, your club's fiscal year ends on December 31, your tax returns are due May 15"of the successive year. Federal Tax Filing Requirements: 1, Form 990-Return or Organization Exempt tram Income Tax 2. Form 990-T-Exempt Organization Business Income Tax Return Form 990 must be filed annually if your club's gross receipts 'normally" exceed $25.000. The form asks for detailed information on the club's income,expenses and assets but there is no tax payment requirement. If your club's gross receipts are normally $25,000 or less, you are required to file Form 990-N (an e-postcard). With the enactment of the Pension Protection Act of 2006(PPA),these small tax-exempt organizations are now be required to file electronically Form 990-N, also known as the e-Postcard, with the IRS annually. "Gross receipts" means everything you take in (including club dues and race entry fees and sponsorship payments) before expenses. If you are close to$25,000, take a took at the Form 990 instructions to find out what"normally" means. Regardless of your total receipts, if you have gross receipts of $1,000 or more from an `unrelated trade or business", you must file Farm 990-T or at least 990-N. Unrelated business income is income from activities not substantially related to your exempt purpose. The fact !hat you use the income for your exempt purpose does not matter. We Run the Nation! www.RRCA.org RRCA ROAD RUNNERS CLUB OF AMERICA 1501 Lee Hwy, Ste 140 Arlington, VA 22209 703.525.3890 703.525.3891 (fax) July 18, 2013 To Whom It May Concern: Palm Springs Marathon Runners, EIN 46-2975523, is a 501(c)3 organization through the Road Runners Club of America group exemption status with the IRS. Below are two important excerpts from the http://www.yc�i.F pdf/P4.573.Rdf that clearly outlines the procedure for group exemption letters and verifying subordinate organizations under the group exemption ruling: 1. What is a group exemption letter? The IRS sometimes recognizes a group of organizations as tax exempt if they are affiliated with a central organization. This avoids the need for each of the organizations to apply for the exemption individually. A group exemption letter has the same effect as an individual exemption letter except that it applies to more than one organization. Please see the accompanying copy of the RRCA's group exemption letter from the IRS. 2. How do I verify that an organization is included as a subordinate in a group exemption ruling? The central organization that holds a group exemption (rather than the IRS) determines which organizations are included as subordinates under its group exemption ruling.Therefore,you can verify that an organization is a subordinate under a group exemption ruling by consulting the official subordinate listing approved by the central organization or by contacting the central organization directly. You may use either method to verify that an organization is a subordinate under a group exemption ruling. This letter is to serve as official verification as outlined by the IRS that the organization referenced above is a nonprofit organization under the RRCA's group exemption (Group Exemption#2702) with the IRS. If you need further information to verify the status, please feel free to contact me. Sincerely, alb lean Knaack Executive Director We Run the Nation! www.RRCA.org P.S. Marathon Runners P.O. Box 12454 Palm Desert CA 92255 (760)413, 6508 June 21, 2013 To: Road Runners Club of America From: Palm Springs Marathon Runners We are requesting tax-exempt status under the RRCA group exemption. We truly appreciate being members of your fine organizations and the services you provide. Listed below is the information requested: • Federal employer identification number: 46-2975523 • Official Club Name: Palm Springs Marathon Runners P.O. Box 12454 Palm Desert CA 92255 • Club officers: Board of Directors: Molly Thorpe, Don Kick, Jim Zinggler • Our club is not a private foundation. • Our club has not previously applied and been rejected for tax-exempt status. • Our club agrees to abide by the policies set forth by the RRCA and the IRS for nonprofit organizations. • No substantial part of the activities of our club shall carry on propaganda or otherwise attempt to influence legislation. Our club or event will not participate in or intervene in any political campaign on behalf of any candidate for public office. The purpose of the Palm Springs Marathon Runners is to provide a structured organization for the purpose of promoting youth running as a sport and healthy lifestyle within our community. In furtherance of our purpose, the Club hosts charity runs, group runs, fun runs, training runs and programs on the road and/or track, hosts education lectures about other things as may a conducive to the encouragement of running. The Club also engages in community activities,to publicize by appropriate means,the benefits of running as a means of physical fitness to improve the health status of people in our community. Sincerely, i Molly A. Thorpe, President, Palm Springs Marathon Runners RRCA Group Exemption membership <members hip@rrca.org> Mon, Jul 29, 2013 at 7:52 AM To: Psmarathonrunners@gmail.com Hello, Your organization has submitted paperwork to become a part of the RRCA's 501@3 non-profit group exemption list. Your paperwork has been approved but before we can add you to the list as a non-profit you must first purchase D&O Insurance, per the RRCA's policy that all non-profit organizations have D&O coverage. Upon receiving payment for the D&O Insurance I will inform the IRS that your organization is part of our group exemption and will release your documents and place them in the mail. Thank you and I hope that you have a great day. Sincerely, David Morgan Membership Coordinator Road Runners Club of America 1501 Lee Highway, Suite 140 Arlington, VA 22209 703-525-3890 703-525-3891 (fax) www.RRCA.org I RRCA Facebook I RRCA Twitter 8th Annual RUN@WORK Day - September 20, 2013 www,RRCA.org/programs/run-at-work-day/ 56th Annual RRCA Convention - May 1-4, 2014 Spokane, WA littp://wv,(w.rrcacon\/Pntion.org/home.html WE RUN THE NATION! 1958-2013 An P.S. Marathon Runners Invoice.pdf 57K POWER OF ATTORNEY Dept of the Treasury Check Appropriate Title: U.S.Customs Service _X Individual 141.32 C.R. —Partnership _Corporation Your I.R.S.or S.S.No. 46-2975523 _Sole Proprietorship Known by all men by these presents: That PALM SPRINGS MARATHON RUNNERS (Full name of person,partnership,corporation,or sole proprietorship(identify) a corporation doing business under the laws of the state of CALIFORNIA or, doing business as at 3TERRANCE PLACE RANDIIO MIRAGE CALIFORNIA 92270 Eby constitutes and appoints each of the following persons: Priority Import-Export Services and it's authorized agents_as a true and law-full agent and attorney at the grantor named above for and in name,place and stead of said grantor from this date and in Customs District of_ ALL, and in no other name to make,endorse,sign,declare,or swear to any entry,withdrawal,declaration,certificate,bill of lading or other document required by law or regulation in connection with the importation,transportation,or exportation or any merchandise shipped or consigned by or to said grantor,to perform any act or condition which may be required by law or regulation in connection with such merchandise; to receive any merchandise deliverable to said grantor,to receive endorse and collect checks issued for Customs duty refunds in grantors name drawn on the Treasurer of the United States; To make endorsements on bills of lading conferring authority to make entry and collect drawback and to make,sign, declare,or swear to any statements,supplemental statement,schedule,supplemental schedule,certificate of delivery,abstract of manufacturing records, declaration of proprietor on drawback entry,declaration of exporter on drawback entry,or any other affidavit or document is intended for filing in said district or in any other Customs district; To authorise power of attorney to agents designated by priority Import-Export Customs Brokerage behalf of importer. To sign,seal and deliver for and as the act of said grantor any bond required by taw or regulation in connection with the entry or withdrawal of imported merchandise or merchandise exported with or without bent it of drawback,or in connection with the entry clearance, lading, unlading or navigation of any vessel or other means of conveyance owned or operated by said grantor,and any and all bonds which may be voluntarily given and accepted under applicable laws and regulations,consignee's and owner's declarations provided for in section 485 Tariff Act of 1930,as amended,or affidavits in connection with the entry of merchandise. "fo sign and swear to any document and perform any act that may be necessary or required by law or regulation in connection with the entering,clearing, lading,unlading,or operation of any vessel or other means of conveyance owned or operated by the grantor; And generally to transact at customhouses in said district and any and all customs business, including making,signing,and filing of protest under section 514 of the Tariff Act of 1930, in which said grantor is or may be concemed or interested and which may properly be transacted or performed by and agent and attorney, giving to said agent and attorney full power and authority to do anything what- ever requisite and necessary to be done in the premises as fully as said grantor could do it if present and acting, hereby ratifying and confirming all that the said agent and attorney shall lawfully do by virtue of these presents;the foregoing power of attorney to remain in full force and effect until the day of f Ontil Revokedl . 19 , or until notice revocation in wilting is duly given to and received by the District Director of Customs of the district aforsaid. If the donor of this power of attorney is a partnership,the said power shall in no case have any force or effect after the expiration of two(2)years from the date of its receipt in the office of the District Director of Customs of the said district. In witness whereof,the said PALM SPRINGS MARATHON RUNNERS As caused these presents to be sealed and signed:(Signature) Molly A. ThorpP (Capacity) MOLLY TIIORPB (Date) AUGUST 19,2013 Witness: 402016 Gmail-Form 990-N E-filing Receipt-IRS Status:Accepted G rna l I Molly Thorpe <itsmollysbiz@gmail.com> Form 990-N E-filing Receipt - IRS Status: Accepted epostcard@urban.org <epostcard@urban.org> Tue, May 5, 2015 at 5:43 AM To: itsmollysbiz@gmail.com Organization: ROAD RUNNERS CLUB OF AMERICA E IN: 46-2975523 Submission Type: Form 990-N Year: 2014 Submission ID: 7800582015125bg50914 e-File Postmark: 5/5/2015 8:37:53 AM Accepted Date: 5/5/2015 The IRS has accepted the e-Postcard described above. Please save this receipt for your records. Thank you for filing. e-Postcard technical support Phone: 866-255-0654 (toll free) email-ePo-,tcard@urban.org ROAD RUNNERS CLUB OF AMERICA % Molly Thorpe 3 Terrace Place Rancho Mirage, CA 92270 httpsilmail.google.com/mail/W0/?ui=2&ik=Wd36aadc&view=pt&q=form%20990&qs=true&search=query&msg=14d24la7976ea6ed&siml=14d24la7976ea6ed ill ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts plA 8 ATTACHMENT 3 CALIFORNIA ATTORNEY GENERAL REGISTRY Insert behind the Attachment 3 Cover Sheet: Most recent completed California Attorney General Registry of Charitable Trusts NlA 8 Jalm SpyitW Maw don `' uruwm 3 Terrace Place Rancho Mirage CA 92270 Proposed Budget2016-2017 To be approved at the June 2016 meeting of the Board of Directors 1. Timing Company costs $1,200 base fee + $1.50 per finisher x 6 events = $12,450.00 2. Event technical T-shirts $21,000.00 3. Santa Claus Suits $4,000.00 4. Turkey hats $4,000.00 5. Tutus $2,000.00 6. Tiaras $2,000.00 7. Finisher medals $12,250.00 8. Trophies $900.00 9. Santa Paws bonus items $1,000.00 10. Run for Ike dogs $1,200.00 11. Porta Potties $1,800.00 12. Event advertising posters/cards/on-line sponsored posts $1,800.00 13. Event banners $900.00 14. Hardware (rope, spray chalk, stakes, caution tape, etc.) $800.00 15. Gasoline $225.00 16. Postage $400.00 17. Dog bandanas $300.00 18. Water/snacks $1,200.00 19. City fees TBD 20. Salaries/paid employees $0 Total $68,225.00 (plus city fees) ATTACHMENT 5 FINANCIAL STATEMENTS Insert behind the Attachment 5 Cover Sheet: Most recent audited Financial Statements WA 10