Agenda packet — Barstow City Council, October 21, 2025 (part 3 of 3)

of 220 East Mountain View
Barstow, California 92311-2888
(760) 256-3531 City of Barstow
City Council Policy Memorandum
To: City Manager
From: City Council
CC: City Clerk, Treasurer, and City Attorney
Date Adopted: TBD
Date Revised: N/A
Subject: City Council Policy Memorandum #2025-XX, Community Promotional Fund Policy

1. General Policy and Background
In the November 2018 general election, the City of Barstow electorate passed Measure Q, which required the City to adopt an ordinance increasing the City’s sales tax by one percent to provide funding for, without limitation, essential services, infrastructure maintenance, and community programs. Measure Q was codified at Barstow Municipal Code Section 3.33.010, et seq.

The Community Promotional Fund serve as the conduit of Measure Q funds from the City to the community for community programs. The Community Promotional Fund provides grant funding, as well as in-kind contributions, to community-based nonprofit organizations, including specifically, but without limitation, youth and senior organizations, youth sports organizations, and schools for events, initiatives, and programs (collectively “projects”) that meet new and continuing community social and economic needs and trends, promote community collaboration, and/or bring recognition to the community.

2. Provisions

2.1 Program Guidelines

2.1.1 Provision of Financial Support. The City can provide financial support through cash grants (“Grants”) or in-kind contributions (“Contributions”) such as city staff planning and logistical support, waiver of venue fees, equipment, supplies, and other assistance. The City’s provision of Grants and Contributions is conditional based on agreed criteria to be met by the applicant for financial support (“Applicant”).

2.1.2 Public Purpose. Grants and Contributions must be used for a direct public purpose. The public purpose shall be served if the community of Barstow is recognized or promoted, community collaboration is promoted, and/or there is a direct and identifiable social and/or economic benefit to the community as a whole.

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2.1.3 Annual Appropriation of Measure Q Funds. As part of the budget adopted by the City Council every fiscal year, (a) the City Manager will recommend an amount to be set aside for the Community Promotional Fund, including, without limitation, any amounts recommended be used specifically to support youth sports programs or seniors; and (b) the City Council should specify the amount of Measure Q funds being appropriated to the Community Promotional Fund, including, without limitation, any amounts that are to be used to support youth sports programs or seniors.

2.1.4 Annual Awards After Budget Approval. Grants and Contributions will be awarded after the budget is approved in June, based on available Grant funds.

The Community Promotional Fund budget will not be finalized unless approved by the City Council. Community Promotional Fund applications will not be approved unless the City Council has approved the Community Promotional Fund budget.

2.1.5 Maximum Number of Awards. Nonprofits, youth sports organizations, and schools within the Barstow Unified School District of located within Barstow (“Barstow schools”) will not be awarded Measure Q funds more than once per fiscal year.

2.1.6 Limits on Awards Supporting Events. Grant and Contribution applications for community events will only be eligible to receive Contributions and Grants not exceeding $1,000, unless an exception is approved by the City Council.

Notwithstanding Section II.A.5.2.1.5 above, Applicants may apply for, and the City Council may award, Grants and Contributions for community events more than once per fiscal year, provided that each individual application and award is for a different community event.

2.1.7 No Retroactive Applications. Neither Grants nor Contributions will be approved for projects retroactively.

2.1.8 Program Agreement Required. Grant and Contribution awardees will be required to enter into a formal program agreement with the City of Barstow. The agreement will detail program components, deliverables, and service level requirements that must be met by the awardee.

2.1.82.1.9 Annual Community Events. A list of annual community events that routinely receive Contributions from the City is provided in Exhibit A. This list may be updated by the City Council from time to time based on new events or cancellation of existing events. These community events will be awarded similar levels of Contributions each year as provided in the past, as determined by the City Manager. These events must apply separately for Grants, subject to the $1,000 Grant maximum set forth in Section 2.1.6 above.

2.2 Eligibility Requirements

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2.2.1 Nonprofits. Nonprofits applicants must be a registered nonprofit under Internal Revenue Code section 501(c)(3), (4), (5), (6), (7), (8), (10), (13), (19), or (23), or similar state- or federally-registered nonprofit organization, including fraternal, civic, educational or religious organizations, or an acceptable representative thereof as determined by the City Manager, California public benefit corporations that have current nonprofit 501(c)(3) status and that are located in and servinge the Barstow community (“nonprofits”). Nonprofit applicants must provide services that directly benefit the residents of the City of Barstow and/or those who attend a Barstow school.

2.2.2 Youth Sports Organizations. Youth sports organizations that do not qualify as nonprofits must be partnered with a nonprofit to be eligible for funding. Youth sports organizations must provide services to the youth population of the City of Barstow and/or youths who attend a Barstow school.

2.2.3 Schools. School applicants must be a Barstow school, as defined in Section II.A.52.1.5 above.

2.2.4 Application Limit. The City will only accept one application per nonprofit and youth sports organization per fiscal year.

2.2.5 For-Profit Business Entities. Except for youth sports organizations partnered with nonprofits, for-profit business entities, including, without limitation, limited liability companies, corporations, partnerships, and sole proprietorships, as well as natural persons, are ineligible to apply for Grants and/or Contributions.

2.2.6 Projects. Applications for Grants or Contributions to support projects must benefit either the residents of the City of Barstow and/or those who attend a Barstow school.

2.2.7 Insurance. Applicants must meet the City of Barstow’s insurance requirements.

2.2.8 Background Checks. Applicants must have a formal process in place to conduct background checks on all employees and volunteers who work with persons under the age of 18 years of age and persons 62 years of age and older.

2.2.9 Authorized Application Signatories. Any application from an applicant on behalf of a Barstow school shall include the signature of the school administrator.

Any application from an organization or club shall include the signature of the organization’s president or director.

2.2.10 No Sole Source Funding of Projects. Each applicant for a Grant or Contribution that supports a project shall provide evidence that the City is not the sole source of funding for the project. Applicants shall submit a detailed budget with their application stating the total cost of the project and all sources and amounts of funding. For Barstow school applicants, the value of the City’s Grant or

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Contributions shall be less than the aggregate amount of the applicant’s other sources of funding for the project.

2.2.11 Maximum Grant Award Amount. Except as otherwise provided herein, the maximum Grant amount that may be awarded to any one Applicant in any single fiscal year shall be $3,000. The City Council has discretion to award a higher Grant amount to awardees on a case-by-case basis.

2.2.12 Maximum Contribution Amount. Except as otherwise provided herein, the maximum amount of Contributions that may be awarded and provided to any one awardee shall be $3,000. The value of in-kind contributions shall be determined by the usual and normal charge or value for the goods and services provided. The City Council has discretion to award a higher amount of Contributions to awardees on a case-by-case basis.

2.2.13 Follow Up Report. Awardees who receive a Grant and/or Contribution are required to submit a follow-up report or presentation to the City Council within 30 days of utilizing the Grant and/or obtaining the Contributions. This report should detail how the Grant and/or Contributions from the City of Barstow were utilized for a public purpose, and should be presented at the next scheduled Council meeting following the awardee’s submission of the report.

2.2.14 Event Locations. Events supported by a Grant or Contribution must use public places within the City of Barstow, and must be open to anyone who wishes to attend.

2.2.15 Ineligible Events. Events with a primary focus on politics or religion are ineligible for funding.

2.2.16 No Park Maintenance. Applications for the installation or upgrading of park amenities or facilities, or for the repair of park amenities or facilities, will be disregarded.

2.2.17 City Audit of Promotional Funds. Awardees must allow an audit on the use of Grants and Contributions should the City of Barstow require such an audit.

2.2.18 City Recognition. Awardees must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports, and similar publications, and at the event.

2.2.19 Event Responsibilities. Awardees for Grants or Contributions supporting events are accountable and responsible for the behavior of event guests. Both the awardee and the guests must adhere to all applicable federal, state, and local laws, regulations, and ordinances. This encompasses, but is not limited to, the use of illegal substances, gambling, and disorderly conduct. If an event venue is shut down by the police, the awardee will forfeit their security deposit. Disruptive behavior, including but not limited to shouting, running, arguing, fighting, and using profane language, as well as any actions that disturbs other guests or

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interferes with City or venue staff operations, are strictly prohibited and may result in removal from the venue.

2.3 Promotional Fund Grant Allocation Timeline

2.3.1 The City shall establish one Grant and Contribution funding cycle per year based on the following timeline. The Grants and Contributions will be announced in OctoberSeptember.
(a) Awards:
(i) Application Due Date: Second Thursday in
AugustJuly
(ii) Application Review Period: SeptemberAugust
(iii) Applicant Interviews (as needed): SeptemberAugust (iv) Award of Funds: First or second regular City
Council meeting in
SeptemberOctober
(b) Unawarded Funds: If any Grant funds remain at the end of the Grant award cycle, then the City Council may, but is not required to, continue receiving and reviewing applications and awarding Grants and Contributions on a rolling basis until such remaining grant funds have been exhausted.

2.4 Selection Process

2.4.1 Submittal to City Council. After the application due date, the City Manager or their designee will forward all completed Grant and Contribution applications received prior to the due date to the City Council for consideration.

Late applications will not be considered during the Grant award cycle, but may be considered at the end of the Grant award cycle as provided in Section II.C.1.ii.2.3.1(b) above. The City Council may, within its discretion, interview grant applicants during any regular or special session.

2.4.2 City Council Review. The City Council will award Grants and Contributions based on information obtained through the written application, the interview process (if applicable), and how well the applicant demonstrates that their use of the Grant and/or Contribution will serve a public purpose.

2.4.3 City Council Award. The City Council may deny, approve, or approve as amended Grant and Contribution applications.

2.4.4 Conflicts of Interest. City Council members must recuse themselves from reviewing and making recommendations on a Grant or Contribution application

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submitted by the City Council member or an immediate family member of a City Council member, and any application that may have a reasonably foreseeable financial effect on the City Council member’s economic interests or the economic interests of an immediate family member of the City Council member. City Council members must comply with all applicable conflict of interest laws in their administration of the Community Promotional Fund program.

2.5 Grants and Contributions Supporting Youth Sports

2.5.1 Donated Contributions. Durable items not exceeding $100.00 that youth sports organizations purchase with Grant funds or receive from the City as Contributions for youth sports will be considered donations from the City to the youth sports organizations. Such items may include, without limitation, balls, uniforms, helmets, bats, rackets, gloves, and cleats that do not individually cost more than $100.00. The Program Agreement shall specifically list all Contributions donated by City.

2.5.2 City-Owned Contributions. Except as provided in Section E.12.5.1. above, all other items that youth sports organizations purchase with Grant funds or receive as Contributions from the City will remain the property of the City. Such items may include, without limitation, pitching machines, soccer goals, goal posts, nets, fitness equipment, and field maintenance equipment. Any item not listed as a Contribution donated by the City to the youth sports organization will be considered the property of the City.

2.5.3 Inventory of City-Owned Contributions. The City will maintain an inventory of all Contributions provided by the City that will remain the personal property of the City. At a minimum, the inventory will keep a record of the recipient of the Contributions, a description of the Contributions, the Contributions’ purchase order number, the location where the Contributions will be stored, and the contact information for the recipient’s designated point of contact.

2.5.4 Specification of Resources Needed. Applicants for Grants and/or Contributions supporting youth sports must specify the Contributions needed, the intended use of Grant funds, and explain how the Grant and/or Contributions will benefit their organization.

2.6 Termination

2.6.1 Monitoring. The City will monitor the performance of each awardee against the goals, deliverables, and performance standards required by the Program Agreement.

2.6.2 Program Agreement. The Program Agreement shall provide:
(a) Substandard performance by the awardee, as determined by the City, constitutes a breach of the Program Agreement;

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(b) In the event of a awardee’s substandard performance of the Program Agreement, the City will provide the awardee written notice specifying the nature of the substandard performance and may, within its discretion, provide an opportunity to cure and specify the measures that must be taken to cure the breach; and
(c) In the event of a breach, the City may suspend the Program Agreement and Grant and Contribution disbursements, terminate the Program Agreement, require the awardee to repay the entire Grant or any portions of the Grant that were misused, and/or require the awardee to repay the City for the value of the Contributions received. If the City terminates the Grant Agreement, then the awardee will be ineligible to apply for or receive Community Promotional Grants or Contributions for a period of five years.

I, Andrea Flores, City Clerk of the City of Barstow and ex-officio Clerk of the City Council, DO HEREBY CERTIFY UNDER PENALTY OF PERJURY that the foregoing is a true and correct copy of City Council Policy Memorandum #2025-XX of said Council which was adopted at a regular meeting held [TBD], by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Andrea Flores, City Clerk
__________________________
Timothy R. Silva, Mayor

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EXHIBIT A

ANNUAL COMMUNITY EVENTS RECEIVING CONTRIBUTIONS
Light Up the Night
Main Street USA Festival and Car Show
Mardi Gras Parade
Juneteenth Celebration
New Mexico Chili Cook-Off and Belen Fiestas

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Packet Pg. 281 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) ATTACHMENT 2
City Council Policy Memorandum #2025-
XX, Community Promotional Fund Policy
(clean version)
(new proposed policy)

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2. Provisions

2.1 Program Guidelines

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2.1.4 Annual Awards After Budget Approval. Grants and Contributions will be awarded after the budget is approved in June, based on available Grant funds.

Notwithstanding Section 2.1.5 above, Applicants may apply for, and the City Council may award, Grants and Contributions for community events more than once per fiscal year, provided that each individual application and award is for a different community event.

2.1.7 No Retroactive Applications. Neither Grants nor Contributions will be approved for projects retroactively.

2.1.9 Annual Community Events. A list of annual community events that routinely receive Contributions from the City is provided in Exhibit A. This list may be updated by the City Council from time to time based on new events or cancellation of existing events. These community events will be awarded similar levels of Contributions each year as provided in the past, as determined by the City Manager. These events must apply separately for Grants, subject to the $1,000 Grant maximum set forth in Section 2.1.6 above.

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2.2 Eligibility Requirements

2.2.1 Nonprofits. Nonprofit applicants must be a registered nonprofit under Internal Revenue Code section 501(c)(3), (4), (5), (6), (7), (8), (10), (13), (19), or (23), or similar state- or federally-registered nonprofit organization, including fraternal, civic, educational or religious organizations, or an acceptable representative thereof as determined by the City Manager, located in and serving the Barstow community (“nonprofits”). Nonprofit applicants must provide services that directly benefit the residents of the City of Barstow and/or those who attend a Barstow school.

2.2.3 Schools. School applicants must be a Barstow school, as defined in Section 2.1.5 above.

2.2.4 Application Limit. The City will only accept one application per nonprofit and youth sports organization per fiscal year.

2.2.6 Projects. Applications for Grants or Contributions to support projects must benefit either the residents of the City of Barstow and/or those who attend a Barstow school.

2.2.7 Insurance. Applicants must meet the City of Barstow’s insurance requirements.

2.2.9 Authorized Application Signatories. Any application from an applicant on behalf of a Barstow school shall include the signature of the school administrator.

Any application from an organization or club shall include the signature of the organization’s president or director.

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Contributions shall be less than the aggregate amount of the applicant’s other sources of funding for the project.

2.2.14 Event Locations. Events supported by a Grant or Contribution must use public places within the City of Barstow, and must be open to anyone who wishes to attend.

2.2.15 Ineligible Events. Events with a primary focus on politics or religion are ineligible for funding.

2.2.16 No Park Maintenance. Applications for the installation or upgrading of park amenities or facilities, or for the repair of park amenities or facilities, will be disregarded.

2.2.17 City Audit of Promotional Funds. Awardees must allow an audit on the use of Grants and Contributions should the City of Barstow require such an audit.

2.2.18 City Recognition. Awardees must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports, and similar publications, and at the event.

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interferes with City or venue staff operations, are strictly prohibited and may result in removal from the venue.

2.3 Promotional Fund Grant Allocation Timeline

2.3.1 The City shall establish one Grant and Contribution funding cycle per year based on the following timeline. The Grants and Contributions will be announced in September.
(a) Awards:
(i) Application Due Date: Second Thursday in July
(ii) Application Review Period: August
(iii) Applicant Interviews (as needed): August
(iv) Award of Funds: First or second regular City
Council meeting in September
(b) Unawarded Funds: If any Grant funds remain at the end of the Grant award cycle, then the City Council may, but is not required to, continue receiving and reviewing applications and awarding Grants and Contributions on a rolling basis until such remaining grant funds have been exhausted.

2.4 Selection Process

Late applications will not be considered during the Grant award cycle, but may be considered at the end of the Grant award cycle as provided in Section

2.3.1(b) above. The City Council may, within its discretion, interview grant applicants during any regular or special session.

2.4.3 City Council Award. The City Council may deny, approve, or approve as amended Grant and Contribution applications.

2.4.4 Conflicts of Interest. City Council members must recuse themselves from reviewing and making recommendations on a Grant or Contribution application submitted by the City Council member or an immediate family member of a City Council member, and any application that may have a reasonably

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foreseeable financial effect on the City Council member’s economic interests or the economic interests of an immediate family member of the City Council member. City Council members must comply with all applicable conflict of interest laws in their administration of the Community Promotional Fund program.

2.5 Grants and Contributions Supporting Youth Sports

2.5.2 City-Owned Contributions. Except as provided in Section 2.5.1. above, all other items that youth sports organizations purchase with Grant funds or receive as Contributions from the City will remain the property of the City. Such items may include, without limitation, pitching machines, soccer goals, goal posts, nets, fitness equipment, and field maintenance equipment. Any item not listed as a Contribution donated by the City to the youth sports organization will be considered the property of the City.

2.6 Termination

2.6.1 Monitoring. The City will monitor the performance of each awardee against the goals, deliverables, and performance standards required by the Program Agreement.

2.6.2 Program Agreement. The Program Agreement shall provide:
(a) Substandard performance by the awardee, as determined by the City, constitutes a breach of the Program Agreement;

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AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Andrea Flores, City Clerk
__________________________
Timothy R. Silva, Mayor

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EXHIBIT A

ANNUAL COMMUNITY EVENTS RECEIVING CONTRIBUTIONS
Light Up the Night
Main Street USA Festival and Car Show
Mardi Gras Parade
Juneteenth Celebration
New Mexico Chili Cook-Off and Belen Fiestas

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Packet Pg. 290 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) ATTACHMENT 3
Community Promotional Fund Policy
(Policy No. 50-01)
(existing policy)

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Packet Pg. 291 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) Policy Number: 50-01
Date Established: April 7, 1997
Date Revised: _ August 19, 2013
City Manager Approval:

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SUBJECT: COMMUNITY PROMOTIONAL FUND POLICY
PURPOSE: To establish guidelines for funding and supporting events that provide social and economic benefits and/or recognition to the community.

GENERAL POLICY
The Community Promotional Fund process provides funding and resources for community-based organizations, schools and individuals that develop events and programs to meet new and continuing social and economic needs and trends, promote community collaboration, and/or bring recognition to the community.

PROVISIONS
A. Program Guidelines

1. The City can provide financial support through cash grants or in-kind services such as city staff planning and logistical support, waiver of venue fees, and other assistance as needed. Providing either cash grants or in-kind services is conditional based on agreed criteria to be met by the event organizer(s) or individual.

2. Cash grants and in-kind services must be used for a direct public purpose. The public purpose shall be served if the community of Barstow is recognized or promoted, or there is a direct and identifiable social and economic benefit to the community as a whole.

3. Each fiscal year, Community Promotional Fund grants and in-kind services will be awarded when the budget is approved in June, and throughout the year as needed based on available contingency funds.

4. Organizations, schools, and individuals will only be eligible to be awarded a cash grant once during each fiscal year, and funding will not be approved for events/projects retroactively.

5. As part of the City’s annual budget process, the City Manager shall recommend an amount to be set aside for promotional fund events. If needed, a recommendation to increase the amount can be made at any time during the fiscal year. The promotional funding amounts will not be finalized unless approved by the City Council.

6. In addition to the funds that will be set-aside for allocation during the fiscal year, the City shall also reserve $5,000 per year to serve as a contingency grant fund for potential programs or projects that may arise outside of the normal community promotional funding cycle. The City Council may appropriate additional funds if

CITY OF BARSTOW
Administrative Policy Manual

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needed based on the total benefit to the community.

7. Promotional fund grant and in-kind services awardees will be required to enter into a formal program agreement with the City of Barstow. The agreement will detail program components and service level requirements that must be met by the agency/individual receiving promotional funding.

8. Organizations, schools and individuals that are awarded a promotional fund grant in excess of $1,000 shall have the funds dispersed on a monthly basis based on terms that will be established through the program agreement.

9. Community events shall only be eligible to receive City in-kind services and a maximum of $1,000 cash grant unless an exception is approved by the City Council.

10.A list of annual community events requiring in-kind services is provided in Exhibit A.

This list will be updated as needed based on new events or cancellation of existing events. These community events will be awarded similar levels of in-kind services each year as provided in the past as determined by the City Manager. These events must apply separately for any cash grants, subject to the $1,000 maximum described in #9.

B. Eligibility Requirements

1. Organizations must have a current non-profit status or be partnered with a non-profit agency to be eligible for funding. Schools are excluded from the requirement.

2. Applicants must provide services to either the residents of the City of Barstow and/or those who attend a school based in the City of Barstow.

3. Applicants must meet the City of Barstow’s insurance requirements.

4. Applicants must have a formal process in place to conduct background checks on all employees and volunteers who work with persons under the age of 18 years and senior citizens.

5. Any request for funds from an organization or individual on behalf of a school activity shall include the signature of the school administrator. Any request from an organization or club shall include the signature of the organization’s president or director.

6. Each organization or individual that receives promotional funds shall provide evidence that the City is not the sole source of funding for the event/project. Along with the application, the applicant shall submit a detailed budget stating the total cost of the activity, and sources and amounts of funding.

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7. The maximum promotional grant amount that shall be awarded to any one agency or individual in any single fiscal year shall be $3,000; the amount will generally be significantly less. The City Council may award a higher amount in rare exceptions based on the total benefit to the community.

8. Applicants who are awarded a promotional fund grant or in-kind services must commit to providing an after-event report and presentation to the City Council outlining how the group used the funding provided by the City of Barstow for benefit of the community.

9. The event must use public places within the City of Barstow, and must be open to anyone who wishes to attend.

10.Events of primarily a political or religious nature will be ineligible for funding.

11.The recipient must allow an audit on the use of funds should the City of Barstow request such an audit.

12.The recipient must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports and similar publications, and at the event.

C. Promotional Fund Grant Allocation Timeline

1. The City shall establish one grant funding cycle per year based on the following timeline. The grants will be announced in June.
i. Awards:
a. Promotional Fund Workshop: Second week of February
b. Applications due date: April 1
c. Application review period: April 1 – April 15
d. Applicant Interviews: April 15 – April 30
e. Recommendation to City Council: First or second meeting in May (Budget Workshop)
f. Award of Promotional Funds: First or second meeting in June ii. Contingency Funding Process
a. Each year, the City shall set-aside $5,000 for use as a contingency

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promotional grant funding source.
b. At any point in time during each fiscal year, any agency or individual (including those that have been previously awarded a cash grant) can submit an application for a contingency promotional fund grant. c. Each contingency grant shall be reviewed and analyzed in the manner as outlined in Section D of this policy.
d. The City will accept contingency grant applications during the course of each fiscal year until the $5,000 contingency funding allocation has been exhausted.

D. Selection Process

1. Upon receipt of the applications, the City Manager will designate a subcommittee of three (3) individuals comprising representatives from the following City operations to review the submittals and conduct applicant interviews:
i. City Manager’s Office
ii. Parks & Recreation Division
iii. Police Department

2. The subcommittee will make funding recommendations that will be forwarded to the entire City Council who will review and amend as necessary prior to final approval.

3. Funding recommendations will be made based on information obtained through the written application, the interview process, and how well the applicant demonstrates that their proposed project or program will fulfill a need within the community, particularly with regard to youth and community development.

E. Termination

1. The City will monitor the performance of each grant recipient against the goals and performance standards required by the formal agreement.

2. Substandard performance by the agency as determined by the City will constitute non-compliance with the agreement. If action to correct substandard performance is not taken by the agency, suspension or termination procedures will be initiated, which may include withholding of funds.

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Exhibit A

ANNUAL COMMUNITY EVENTS REQUIRING IN-KIND SERVICES
Community Resource Fair
Gem & Mineral Show
Juneteenth Celebration
Kiwanis Crossroads Annual Wine Auction
Main Street U.S.A. Car Show
Mardi Gras Parade
Margaritafest
Martin Luther King Peace March
New Mexico Chili Cook-Off and Belen Fiesta
Sport Shooting Banquet
Troops & Trains

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Packet Pg. 296 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) ATTACHMENT 4
Youth Community Promotional Fund Policy
(rev. 05/28/2024)
(existing policy)

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Packet Pg. 297 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) Date Established: December 16, 2019
Date Revised: _ May 28, 2024

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SUBJECT: YOUTH COMMUNITY PROMOTIONAL FUND POLICY
PURPOSE: To establish guidelines for providing resources and services to youth organizations that provide social and economic benefits and/or recognition to the community.

GENERAL POLICY
The Youth Community Promotional Fund process provides funding of resources for communitybased youth organizations that develop events and programs to meet new and continuing social and economic needs and trends, promote community collaboration, and/or bring recognition to the community.

PROVISIONS
A. Program Guidelines

1. The City can provide financial support to youth organizations through resources and services such as city staff planning and logistical support, waiver of venue fees, equipment, supplies and other assistance as needed. Any property purchased with city funds will be considered city property. Park amenities/repairs will not be considered through these funds. Any request of park amenities or repairs will be disregarded. Providing either resources or services is conditional based on agreed criteria to be met by the community-based organization(s).

2. Donations must be used for a direct public purpose that benefits the organization(s).

The public purpose shall be served if the community of Barstow is recognized or promoted, or there is a direct and identifiable social and economic benefit to the community and organization(s) as a whole.

3. Each fiscal year, Youth Community Promotional Funds will be allocated from the Measure Q Fund for donations when the budget is approved in June, and throughout the year as needed based on available contingency funds.

4. Youth organizations will only be eligible to be awarded donations once during each fiscal year, and funding will not be approved for events/projects retroactively. The City will only accept one application per fiscal year per non-profit.

5. As part of the City’s annual budget process, the City Council may recommend an amount to be set aside from the Measure Q Fund for youth organizations. If needed, a recommendation to increase the amount can be made at any time during the fiscal year. The promotional funding amounts will not be finalized unless approved by the City Council.

CITY OF BARSTOW
Administrative Policy Manual

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Youth Community Promotional Fund Policy

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6. In addition to the funds for donations that will be set-aside for allocation during the fiscal year, the City shall also reserve a minimum of $5,000 per year to serve as a contingency grant fund for potential programs or projects that may arise outside of the normal community promotional funding cycle. These funds will only be available to new applications or newly qualified applicants. The City Council may appropriate additional funds if needed based on the total benefit to the community.

7. Promotional fund donation awardees will be required to enter into a formal program agreement with the City of Barstow. The agreement will detail program components and service level requirements that must be met by the agency/individual receiving promotional donations.

8. A list of youth organizations requiring donations is provided. This list will be updated as needed based on new organizations or cancellation of existing organizations.

These organizations will be awarded levels of donations each year as determined by the Selection Committee (Section D, 1).

9. Amount of funds awarded will be based on budget constraints and amount of qualified applicants.

B. Eligibility Requirements

1. Organizations must have a current non-profit (501c3) status or be partnered with a non-profit agency to be eligible for funding.

2. Applicants must provide services to the youth population of the City of Barstow.

3. Applicants must provide a two-year operating plan outlining the goals and objectives of the organization.

4. Applicants must specifically request resources and/or services needed and explain how the promotional fund donation will benefit their organization.

5. Applicants must meet the City of Barstow’s insurance requirements.

6. Applicants must have a formal process in place to conduct background checks on all employees and volunteers who work with persons under the age of 18 years.

7. Any request from an organization or club shall include the signature of the organization’s president or director.

8. Each organization or club that receives promotional donations shall provide evidence that the City is not the sole source of funding for the group. Along with the application, the applicant shall submit a detailed description for the use of the donation.

9. Applicants who are awarded a promotional fund donation must commit to providing an

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Youth Community Promotional Fund Policy

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after-event report and/or presentation within 30 days to the City Council outlining how the group used the donation provided by the City of Barstow for benefit of the community. Failure to do so may result in termination of donation or may put future considerations at risk.

10.The event or program must use City approved public places within the City of Barstow.

The City of Barstow may request an audit of donation usage, which the recipient must permit upon request by a City staff member from the Finance Department.

11.The recipient must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports and similar publications, and at the event.

Failure to meet eligibility requirements at the time of submission of the application, will result in the application being disqualified. Applicants will be redirected to apply for the contingency funding once qualified, if funds are still available.

C. Promotional Fund Donations Allocation Timeline

1. The City shall establish one donation funding cycle per year based on the following timeline. Dates are subject to change and are set to align with the new fiscal year. In the result of a delay current applicants will be notified. i. Awards:
 Promotional Fund Workshop- 2
nd Week of May
o Applications will open same day of workshop
o Workshops strongly encouraged to facilitate the application process.
 Applications Due Date- 2
nd Week of June
o Application deadline will be announced during the workshop o Any applications received after the deadline will be only considered for the contingency funds
o Review of the applications will begin on the deadline date Recommendation to City Council/ Awards of Youth Promotional Fund-Month of July ii. Contingency Funding Process
a. Each year, the City shall set-aside $5,000 for use as a contingency donation funding source.
b. At any point in time during each fiscal year, any agency or individual can submit an application for a contingency donation. Those who have been awarded funds during that current fiscal year may not receive additional funds from the contingency funds. These funds are reserved for new or newly qualified applicants.

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c. Each contingency donation shall be reviewed and analyzed in the manner as outlined in Section D of this policy.
d. The City will accept contingency donation applications during the course of each fiscal year until the $5,000 contingency funding allocation has been exhausted.

D. Selection Process

1. Upon receipt of the applications, the City Manager will designate a subcommittee of one representative from the following City operations to review the submittals and conduct applicant interviews (section C):
i. City Manager’s Office
ii. Recreation Department
iii. Finance Department

2. The subcommittee will make funding recommendations that will be forwarded to the entire City Council who will review and amend as necessary prior to final approval.

3. Funding recommendations will be made based on information obtained through the written application, the interview process, any past due balances owed to the City, budget restraints, number of qualified applicants, and how well the applicant demonstrates that their proposed project or program will fulfill a need within the City of Barstow, particularly with regard to youth development.

E. Termination

1. The City will monitor the performance of each donation recipient against the goals and performance standards required by the formal agreement.

2. Substandard performance or failure to maintain eligibility requirements by the agency as determined by the City will constitute non-compliance with the agreement. If action to correct substandard performance is not taken by the agency, suspension or termination procedures will be initiated, which may include withholding of donations.

Legend: Definition of Terms
 Donation: Non-cash gift made to a non-profit organization. This can be done in the form of time, services, goods or fee-waivers. 501(c) (3)Organization is a nonprofit that can accept tax-deductible donations and is exempt from federal income tax.

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Youth Community Promotional Fund Policy

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Youth Community Promotional Fund Check List:

Listed below is a check list of all required documents to submit an application for the Youth Community Promotional Funds. Please refer to this list as a guideline to ensure a complete application.

Document Check List
Document Details Date Submitted
Current Non-Profit Status (501c) 1. Documentation showing current status.

2. Latest 990 Form.
/ /
Initial:

Breakdown of Services and Cost 1. Provide a detailed breakdown of what services are being provided.

2. Provide a detailed breakdown of
the cost to the Residents of
Barstow.
/ /
Initial:

Two Year Plan 1. Provide a detailed explanation of
goals for the organization for the
next two years.

2. Provide a detailed explanation of
operations for the next two years.
/ /
Initial:

Donation Benefit 1. Detailed explanation of how the
donation will benefit the
organization.

2. Detailed explanation of how this
donation will cut down the cost to
the Residents of Barstow.
/ /
Initial:

Certificate of Liability Insurance Include a copy of a certificate of liability insurance. Policy must be a $1,000,000
policy listing the City of Barstow as
additionally insured.
/ /
Initial:

Background Checks Procedures Provide a detailed explanation of what procedures are being used to conduct
backgrounds checks for members of the
organization.
/ /
Initial:

Evidence or Proof of Funds Show evidence and proof of funds demonstrating that the City is not the only
funding source, by presenting additional
funding contributions.
/ /
Initial:

Verified By:

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Notes:

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Packet Pg. 303 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) ATTACHMENT 5
Resolution Adopting City Council
Policy Memorandum #2025-XX,
Community Promotional Fund

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Packet Pg. 304 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) RESOLUTION NO. ________-2025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BARSTOW,

CALIFORNIA ADOPTING CITY COUNCIL POLICY MEMORANDUM
#2025-XX, COMMUNITY PROMOTIONAL FUND
WHEREAS, the City Council adopted its Community Promotional Fund Policy (Policy No. 50-01) on April 7, 1997, which was most recently revised on August 19, 2013; and WHEREAS, in November 2018, the electorate of the City of Barstow passed Measure Q, which required the City to adopt an ordinance increasing the City's sales tax by one percent; and WHEREAS, the City Council adopted its Youth Community Promotional Fund Policy on December 16, 2019, which was most recently revised on May 28, 2024; and WHEREAS, the City Council desires to establish a Community Promotional Fund Policy to consolidate the City’s existing community promotional fund policies and adopt a comprehensive policy establishing guidelines, procedures, eligibility requirements, and accountability measures for the administration of the Community Promotional Fund that will be funded from Measure Q revenues; and
WHEREAS, the Community Promotional Fund will provide grant funding and in-kind contributions to community-based nonprofit organizations, youth and senior organizations, youth sports organizations, and schools for events, initiatives, and programs that meet community social and economic needs and trends, promote community collaboration, and bring recognition to the community; and
WHEREAS, the proposed Community Promotional Fund Policy will ensure that Measure Q funds are distributed in a transparent, and accountable manner that serves the public purpose and benefits the Barstow community; and
WHEREAS, the Community Promotional Fund Policy includes appropriate safeguards to ensure proper stewardship of public funds, including program agreements, reporting requirements, audit provisions, and performance monitoring; and
WHEREAS, the City Council has reviewed and considered the proposed Community Promotional Fund Policy and finds that it is in the best interests of the City and its residents.

WHEREAS, pursuant to Section 15061(b)(3) of the State Guidelines to implement the California Environmental Quality Act (CEQA), there is no possibility the proposed Community Promotion Fund Policy will have a significant effect upon the environment and, therefore, it is exempt from CEQA; and

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BARSTOW DOES HEREBY FIND, RESOLVE, AND ORDER AS FOLLOWS:

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Packet Pg. 305 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) SECTION 1. The above recitals are true and correct and are a substantive part of this resolution.

SECTION 2. The City Council hereby adopts City Council Policy Memorandum #2025- XX, Community Promotional Fund Policy, attached hereto as Exhibit "A" and incorporated herein by reference.

SECTION 3. The City Manager, or their designee, is hereby authorized and directed to implement the Community Promotional Fund Policy and to take all actions necessary to administer the Community Promotional Fund program in accordance with the adopted policy, including, without limitation, the preparation and execution of program agreements with grant and contribution recipients consistent with the requirements set forth in the Community Promotional Fund Policy.

SECTION 4. This Community Promotional Fund Policy supersedes and replaces the Community Promotional Fund Policy (Policy No. 50-01) adopted on April 7, 1997 and most recently revised on August 19, 2013, and the Youth Community Promotional Fund Policy adopted on December 16, 2019 and most recently revised on May 28, 2024.

SECTION 5. This resolution shall take effect immediately upon its adoption.

SECTION 6. The City Clerk shall certify the adoption of this resolution and the correctness of the Community Promotional Fund Policy.

PASSED, APPROVED AND ADOPTED this 21st day of October, 2025, by the following vote:
__________________________________
Timothy R. Silva, Mayor
ATTEST:
__________________________________
Andrea Flores, City Clerk

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Packet Pg. 306 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) I, Andrea Flores, City Clerk of the City of Barstow, do hereby certify under penalty of perjury that the foregoing is a true and correct copy of Resolution No. ___________-2025, which was duly and regularly adopted by the City Council of the City of Barstow at the regular meeting of the City Council of the City of Barstow on the 21st day of October 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Andrea Flores, City Clerk

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Packet Pg. 307 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025)

EXHIBIT A
City Council Policy
Memorandum #2025-XX,
Community Promotional Fund

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2. Provisions

2.1 Program Guidelines

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2.1.4 Annual Awards After Budget Approval. Grants and Contributions will be awarded after the budget is approved in June, based on available Grant funds.

2.1.7 No Retroactive Applications. Neither Grants nor Contributions will be approved for projects retroactively.

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2.2 Eligibility Requirements

2.2.3 Schools. School applicants must be a Barstow school, as defined in Section 2.1.5 above.

2.2.4 Application Limit. The City will only accept one application per nonprofit and youth sports organization per fiscal year.

2.2.6 Projects. Applications for Grants or Contributions to support projects must benefit either the residents of the City of Barstow and/or those who attend a Barstow school.

2.2.7 Insurance. Applicants must meet the City of Barstow’s insurance requirements.

2.2.9 Authorized Application Signatories. Any application from an applicant on behalf of a Barstow school shall include the signature of the school administrator.

Any application from an organization or club shall include the signature of the organization’s president or director.

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Contributions shall be less than the aggregate amount of the applicant’s other sources of funding for the project.

2.2.14 Event Locations. Events supported by a Grant or Contribution must use public places within the City of Barstow, and must be open to anyone who wishes to attend.

2.2.15 Ineligible Events. Events with a primary focus on politics or religion are ineligible for funding.

2.2.16 No Park Maintenance. Applications for the installation or upgrading of park amenities or facilities, or for the repair of park amenities or facilities, will be disregarded.

2.2.17 City Audit of Promotional Funds. Awardees must allow an audit on the use of Grants and Contributions should the City of Barstow require such an audit.

2.2.18 City Recognition. Awardees must recognize the support of the City of Barstow as a sponsor in all publicity material, annual reports, and similar publications, and at the event.

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interferes with City or venue staff operations, are strictly prohibited and may result in removal from the venue.

2.3 Promotional Fund Grant Allocation Timeline

2.4 Selection Process

Late applications will not be considered during the Grant award cycle, but may be considered at the end of the Grant award cycle as provided in Section

2.3.1(b) above. The City Council may, within its discretion, interview grant applicants during any regular or special session.

2.4.3 City Council Award. The City Council may deny, approve, or approve as amended Grant and Contribution applications.

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2.5 Grants and Contributions Supporting Youth Sports

2.6 Termination

2.6.1 Monitoring. The City will monitor the performance of each awardee against the goals, deliverables, and performance standards required by the Program Agreement.

2.6.2 Program Agreement. The Program Agreement shall provide:
(a) Substandard performance by the awardee, as determined by the City, constitutes a breach of the Program Agreement;

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AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Andrea Flores, City Clerk
__________________________
Timothy R. Silva, Mayor

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EXHIBIT A

ANNUAL COMMUNITY EVENTS RECEIVING CONTRIBUTIONS
Light Up the Night
Main Street USA Festival and Car Show
Mardi Gras Parade
Juneteenth Celebration
New Mexico Chili Cook-Off and Belen Fiestas

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Packet Pg. 316 Attachment: Community Promotional Fund Policy (10.21.2025) (6163 : Revised Community Promotional Fund Staff Report - CC 10.21.2025) Joint Special Council/BFPD
10/21/25 06:00 PM
City Clerk / Records
Andrea Flores
Contract
Doc ID: 6180

AGENDA ITEM
AGENDA MATTER:

EXTENSION OF PARK MAINTENANCE AGREEMENT WITH BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT FOR 90 DAYS
EXECUTIVE SUMMARY:

In 1999, the City of Barstow (“CITY”) and Barstow Parks and Recreation District (“DISTRICT”) entered into an agreement under which the CITY would provide park maintenance services for Panamint Park (34074 K Street) and Barstow Heights Park (34574 H Street).

When the CITY absorbed the DISTRICT in 2004, it assumed the existing contract with the Barstow Heights Community Services District (“CSD”) to provide maintenance services for these two parks. The CITY extended the contract in 2010 (10-year term) and again in 2020 (5-year term).

Staff now seeks approval to enter into a 90-day extension (ATTACHMENT 2) of the current service agreement to conduct a property tax analysis. Upon completion of this review, staff will return to Council with additional information and proposed contract terms.

DISCUSSION:

When the CITY took over the Park District, it began receiving property tax revenues collected from the CSD that are designated for park maintenance services.

Per the current agreement, (ATTACHMENT 1) CITY staff provides ongoing maintenance, including mowing, reseeding and fertilizing grass, trimming vegetation, cleaning and stocking restrooms, and emptying trash containers. The contract specifies that any repairs exceeding $1,000 per park per month, or $500 per incident, are to be paid by the Barstow Heights CSD. Examples of these types of costs include new playground equipment, video camera systems, or other capital improvements not covered by the CITY.

Staff is currently working with San Bernardino County to determine the amount of property tax revenue the CITY receives annually to maintain Panamint Park and Barstow Heights Park. This analysis will help ensure the agreement aligns with actual revenues and service levels.

Attachments:

1. Current Park Maintenance Agreement (2020)

2. Proposed 90-Day Extension Document
17 Packet Pg. 317
Joint Special Council/BFPD
10/21/25 06:00 PM
City Clerk / Records
Andrea Flores
Contract
Doc ID: 6180

AGENDA ITEM
FISCAL IMPACT:

The fiscal impact is unknown at this time. Staff is working with San Bernardino County to determine the amount of property tax revenue the City receives each year to maintain Panamint Park and Barstow Heights Park. Once this information is confirmed, staff will return to Council with updated fiscal details and a proposed XX-year agreement.

RECOMMENDED ACTION:

Staff recommends that the City Council approve a 90-day extension of the current Park Maintenance Agreement with the Barstow Heights Community Services District to allow staff time to complete the property tax analysis and return with a proposed revised agreement. 17 Packet Pg. 318

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Packet Pg. 319 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 320 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 321 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 322 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 323 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 324 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 325 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 326 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 327 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights

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Packet Pg. 328 Attachment: Barstow Heights CSD Park Maintenance Agreement 2020 (6180 : Extension of Park Maintenance Agreement with Barstow Heights 420721.1
AMENDMENT NO. 1 TO PARK MAINTENANCE AGREEMENT
(City of Barstow and Barstow Heights Community Service District) This Amendment No. 1 (“Amendment”) to the Park Maintenance Agreement (“Agreement”) is made on this 22nd day of October 2025 at Barstow, California, by and between the City of Barstow, a municipal corporation (“City”) and Barstow Heights Community Service District, a Special District organized and operating under the provisions of Division 3, Title 6 of the Government Code of the State of California (commencing with section 61000) ( “District”).

This Amendment modifies Section 1.a. of the Agreement between the City and the District dated October 27, 2020 in the following fashion:
a. The term of this Agreement shall commence at 12:00 a.m. on the October 27, 2020 and shall expire at 11:59 p.m. on October 27, 2025 (“Initial Term”), unless extended by written agreement of the parties. Upon expiration of the Initial Term, this Agreement shall automatically extend for an additional ninety (90) days, expiring at 11:59 p.m. on January 25, 2026, unless extended or terminated in writing sooner. The parties may mutually agree in writing to extend the Agreement for one additional ninety (90) day period beyond the first extension, which would expire at 11:59 p.m. on April 25, 2026.

TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. “City”
City of Barstow
By: ______________________________
Rochelle Clayton, City Manager
Date: _______________
Attest:

By: ______________________________
Andrea Flores, City Clerk
Date: _______________
Approved as to form:

By: ______________________________
Matthew Summers, City Attorney
“District”
By:______________________________
[Name, Title]
Date: __________________
By:______________________________
[Name, Title]
Date: __________________

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Packet Pg. 329 Attachment: Barstow Heights CSD - Park Maintenance Agreement - 90 day extension w renewal option(420721.1) (6180 : Extension of Park

Barstow City CouncilOctober 21, 2025

Barstow City Council
October 21, 2025