AGENDA
ITEM
8 AGENDA STAFF REPORT
CALEXICO
DATE: November 2, 2022
TO: Mayor and City Council
APPROVED BY: Esperanza colo Waran, Cy Manager in Ole Nume PREPARED BY: Esperanza Colio Warren, City Manager
SUBJECT: Discussion and Potential Action Regarding Calexico Parents Athletic Association Request for Temporary Use Permit and Park Rental Fee Waiver in the Amount of $935.00 for their 2022 Binational Soccer Tournament at Carmen Estrada and Daniel Gutierrez Field
Recommendation:
Discussion and Potential Action Regarding Calexico Parents Athletic Association Request for Temporary Use Permit and Park Rental Fee Waiver in the amount of $935.00 for their 2022 Binational Soccer Tournament at Carmen Estrada and Daniel Gutierrez Field.
Background:
Calexico Parents Athletic Association (CPAA) is a 501(c)(03) tax-exempt nonprofit that provides recreational sports to children and adults in Calexico. On November 5 and 6, 2022, CPAA will be hosting their 2022 Binational Soccer Tournament in the City of Calexico. CPAA is requesting to use the following fields:
• Carmen Estrada Field, 1110 5th Street
• Daniel Gutierrez Field, Santa Fe Drive and Andrade Avenue Discussion & Analysis:
The City requires a Temporary Use Permit (TUP) and Park Rental Form in order to allow this type of sporting event. The filing fee for a TUP is $135.00 and the park rental fee is $800.00 ($200.00 per day for each field). On January 22, 2020, the City Council of the City of Calexico adopted Fee Waiver Policy via Resolution AGENDA No. 2020-03. The Fee Waiver Policy stipulates that the City Manager can ITEM waive fees owed to the City, up to five hundred dollars ($500.00) to non-profit entities that have a documented federal tax exempt status for a wide 8 variety of events including sporting.
Since the fee total is $935.00 and is above the City Manager's limit, CPAA is equesting that the City Council of the City of Calexico consider waiving the UP and Park Rental fee in the amount of $935.00 for their 2022 Binationa Soccer Tournament.
Fiscal Impact:
Revenue $935.00
Coordinated With:
City Manager's Office
Planning/Building Department
Recreation Department
Public Works Department.
Attachment(s):
Calexico Parents Athletic Association Temporary Use Permit Application.
Recreation Department Invoice No. Rec2022-01.
3. Resolution No. 2020-03.
608 Heber Avenue
Calexico, CA 92231 City of Calexico
(760) 768-2105
Fax # (760) 357-7862 Development Services Department
www.calexico.ca.gov Planning Division
E-18
[email protected]
CALEXICO TEMPORARY USE PERMIT
APPLICATION
Request must be submitted a MINIMUM of fifteen (15) days In advance of the event date.
REQUIRED ATTACHMENTS:
2. Written proof of approval from property owner.
3. Copy of the City of Calexico Business License, If applicable.
4. Non-refundable application filing fee of $1 35.00
5. Insürance coverage haming the City as additional insured ($1,000,000 minimum per occurrence). :
Applicant Name: Applane Me L2 an Eard alo Date Submitted; /17/2022 Phone Number: (740) 886-214
Company Name: CPAA Alt. Phone Number: ( )
Location of Event: Carmen Estrada, Dalia Gutierret, lagitas Business License # NYA Adrian Cordova Adrían Adrian Cordova #2, Nosotros
Date of Event: 11 / 05/2022 11 106 12022 • Total Days: 2 Time of Event: :00 am 1:00 pm
Please descrlbe IN DETAIL the proposed use of subject property for which the temporary use permit is requested. (Please attach additional sheets If necessary):
We will be having a Bi-National Soccer tournament
November 5. and 6 2022
Date:
(Please read reverse side, Section 17.11.120 "Temporary Use Regulations") Revised 01/20|6
— FOR CITY USE ONLY -
City of Calexico
Development Services Department
Planning Division
TEMPORARY USE PERMIT
APPROVAL
CITY DEPARTMENT RECOMMENDATION BY DEPARTMENT SIGNATURE
ADMINISTRATION • Approved • Denied
COMMUNITY SERVICES • Approved • Denied
ENGINEERING DIVISION • Approved • Denled
FIRE • Approved • Denied
GENERAL SERVICES • Approved • Denied
PLANNING DIVISION • Approved • Denied
POLICE • Approved • Denled
PUBLIC WORKS • Approved • Denied
REDEVELOPMENT SERVICES • Approved • Denied
RISK MANAGEMENT • Approved • Denied
OTHER: • Approved • Denied
Conditions for approval:
ALL TEMPORARY USE PERMIT MUST COMPLY WITH ZONING ORDINANCE, SECTION 17.11.120 "TEMPORARY USE REGULATIONS." • Approved • Denied By:
Director of Planning & Development Services Date
Revised 01/2016
APPLICATION FOR FEE WAIVER
The City of Calexico recognizes the value of partnering with other agencies and organizations in providing services that benelit the community and its residents. In an effort to provide support for organizations providing valuable services to the community, specific guidelines have been established for determining when temporary use permit fees, special event permit fees, other permit fees, and facility fees may be waived. In order to request a waiver of fees, please complete this application and submit it with necessary documentation to the address provided on the last page.
ORGANIZATION INFORMATION
Name of Organization: Calexico Parents Athletic Assocation Address: 1222 Calle de Dro, Calexico (A 9223) Phone: 60) 886 21 59 Event Coordinator: Carmen Estrada Phone:
Email: [email protected].
Nonprofit 501(c)3 tax exempt organization? Please check: • Yes • No Located in Calexico? Please check: EYes • No
Has organization received any other financial assistance from the City of Calexico within the last twelve (12) months?
Please check: • Yes O'No
Fee waiver amount request: $_135.00
EVENT INFORMATION
Name of Event: Bi-national Tournament 2022.
Soccer tournament.
Type of Event (i.e., parade, street party, etc.):
Facility Requested or Event Location:
Date of Event: 05,06 Novenber 222Event Hours:
On which dates and at what times are you requesting permission to setup and cleanup? Setup: • Date: 11/05/22 From: 8:00 AM To: $9:00PM
8:00 AM To: 9:00 PM.
Cleanup: Date: 11/06/22 From:
In-kind services offered:
- 1-
81211.00100132585485.2
ACORD® DATE (MA/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain pollcles may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in fleu of such endorsements).
HANTACT Eventsured Customer Service
Foresite Sports, Inc. TAO Mel:
DBA: Eventsured DREss: [email protected]
24 S. Newtown Streel Road INSURER(S) AFFORDING COVERAGE NAIC 14.
Newtown Square, PA 19073 INSURERA: Houston Casualty Company 42374
INSURED
INSURER B:
CALEXICO PARENT'S ATHLETIC A. INSURER G:
CARMEN ESTRADA INGREDI
1222 CALLE DE ORO INSURER Fi
CALEXICO, CA 92231 INSURER PA
CERTIFICATE NUMBER: TM258954 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDLISUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER (MM/DD/YYYY)|(MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence) $ 100,000 CLAIMS-MADE X OCCUR MED EXP (Any one person) $ 1,000
A X Y H21SE00006/TM258954 11/05/2022 11/08/2022 PERSONAL & ADV INJURY $ 1,000,000 12:01AM 2:01AM
GENERAL AGGREGATE 2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 1,000,000 X POLICY | LOC DEPUCTIBLE 0
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
(Ea accident)
ANY AUTO BODILY INJURY (Per person) $
ALL OWNED SCHEDULED BODILY INJURY (Per accident)
$
AUTOS AUTOS
NON-OWNED PROPERTY DAMAGE
HIRED AUTOS AUTOS (Per necklent)
UMBRELLA LIAB
OCCUR EACH OCCURRENCE
EXCESS LIAB CLAIMS-MADE AGGREGATE
DED RETENTIONS
WORKERS COMPENSATION TORY LITT
AND EMPLOYERS' LIABILITY YIN
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT
OFFICER/MEMBER EXCLUDED? NIA
(Mandatory in NH) E.L. DISEASE • EA EMPLOYEE $
yes, describe und
ESCRIPTION OF OPERATIONS bek E.L. DISEASE - POLICY LIMIT S DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Addlonal Remarka Schedule, If more space le required
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Adrian Cordova Park THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1379-1391 Meadows Dr. ACCORDANCE WITH THE POLICY PROVISIONS.
CALEXICO CA, 92231
AUTHORIZED REPRESENTATIVE
928
ACORD 25(2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registared marks of ACORD
* Please prun- pending site
Fi° Plan with
event
details
Lights/ times. of
•extension Infi
Cards Booth games.
- Pestopms Notified Ms. Bimen
locations
- Porta-potys *Appleton on
RECEIVED
BY:
OCT 2 4 2022 noja unti
TIME:
CITY OF CALEXICO
DEVELOPMENT SERVICES DEPARTMENT Site plan..
PARQUE CARMEN ESTRADA
ESPEETHOORES
7 Вольсков ESTACION
ANDRADE CARMEN ESTRAD -
masa))
"PARADANE GUTTERRER
Bo
SANTA FE
EQUIPOS
BOBTBEROSI ANORADE
DANIEL GRAT
Date:
i a Bone on ormen entices 02/28/2022
IRS P.O. Box 2508 Emplover ID number:
erson to contact
lame: Customer Servic
ID number: 31954
Telephone: 877-829-5500
CALEXICO PARENTS ATHLETIC ASSOCIAȚION Accounting perlod ending:
1222 CALLE DE ORO E December 31
CALEXICO, CA, 92231 Public charity status:
509(a)(2)
Form 990 / 990-EZ / 890-N required:
Yes
Effective date of exemption:
November 08, 2021
.....
"Contribution deductibilty:
Yes
Addendum applies:
No
DLN:
Deai Applicant:
We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receive tax deductible bequests, devises, transfers or gifts under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your records.
Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you'te a public charity under the IRC Section listed at the top of this letter.
If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990-EZ) or electronic notice (Form 990-N, the e-Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked.
If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter.
For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities.
Enter "4221-PC" in the search bar to view Publication 4221-PC, Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements.
Sincerely,
stephore a. marten
Stephen A. Martin
Director, Exempt Organizations
Rulings and Agreements
Letter 947 (Rev. 2-2020)
Catalog Number 35152P
· TRS DEPARTMENT OF THE TREASURY
INTERNAL REVENUE SERVICE
CINCINNATI OH 45999-0023
- Date of this notice: 12-22-2021
Emplover Identification Number:
004748.400290.480292.29516 1 MB 0.485 530
Forms Ss-4
Number of this notice: CP 575 E
CALEXICO PARENTS ATHLETIC
ASSOCIATION
5-800-829-4939 you may call us at
004748
STUD OF THIS NOTICEH THE
WE ASSIGNED YOU AN. EMPLOVER IDENTIFICATION NUMBER
Thank you for applying for an Employer Identification Number (EIN). We assigned you EIN This EIN will identify you, your business accounts, tax returns, and docunients, even if you have no employees. Please keep this notice in your permanent records.
when filing tax documents, payments and related correspondence, it is very important that you use your EIN and complete name and address exactly as shown above.
Any variation may cause a delay in processing, result in incorrect information in your account, or even cause you to be assigned more than one EIN. If the information is not correct as shown above, please make the correction using the attached tear-off stub and return it to us.
submitted your application for an EIN, you checked the box indicating you are a non-profit organization. Assigning an EIN does not grant tax-exempt status to non-profit organizations. Publication 557, Tax-Exempt Status for Your Organization, has details on the application process, as well as information on you may need to file. To apply for recognition of tax-exempt status under Internal Revenue Code Section 501(c)(3), organizations
1023-series application entities should file Form 1024 if want to request recognition under Section 501(a).
Nearly all organizations claiming, 0k axempt status nust file a Farm 990-asrios or 990-PF) or notice (Form 990-N) annual information return
beginning with the year they legally form, even if they have not yet applied for or received recognition of tax-exempt status.
10/25/2022 Invoice No. Rec2022-01
To
Carmen Estrada
CPAA
1222 Calle de Oro Two-day park rental for tournament on 11/05/22 and 11/06/22 for a total of 13 hrs. per day, pe Calexico, CA 92231 ocation. Fees: $50 for 4hrs of use, no lights | Lights: Additional $50 for 4 hrs. of use of lights 8 am - 5 pm = 9 hrs. (no lights) = $100
5 pm - 9 pm = 4 hrs. (with lights) = $100
Instructions
Please deposit into
111-50-520-44122-000
Quantity Description Unit Price Total
2 Carmen Estrada Field $200 $400
2 Daniel Gutierrez Field $200 $400
Subtotal $800
Sales Tax
Shipping & Handling
Total Due $800.00
Due upon receipt
Thank you for your business!
City of Calexico - Recreation Department
CALEXICO
(760) 768-2176 707 Dool Avenue calexicorecreation.org
Fax (760)-2194 Calexico, CA [email protected]
RECREATION
-DEPARTMEN
RESOLUTION NO. 2020-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CALEXICO, CALIFORNIA, ADOPTING A FEE
WAIVER POLICY AND SETTING A FEE WAIVER LIMIT.
WHEREAS, the City of Calexico, California ("City") often receives requests for fee waivers from charitable, nonprofit, and other service-oriented organizations operating within the City; and, WHEREAS, the City would like to establish an administrative process for such organizations to request and obtain fee waivers from the City; and,
WHEREAS, the envisioned administrative process will generate records for the City, such that the City can monitor the fiscal impact of allowing fee waivers; and, WHEREAs, the purpose of this Resolution is for the City Council of the City of Calexico California ("City Council"), to adopt a Fee Waiver Policy NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Calexico, California, as follows:
ECTION 1. Recitals. The City Council hereby finds that the foregoing recitals are true ar orrect and are incorporated herein as substantive findings of this Resolutio SECTION 2. Adoption of Fee Waiver Policy. The Fee Waiver Policy attached hereto and incorporated herewith as Exhibit "A" is approved and may be amended from time to time.
SECTION 3. Adoption of Fee Waiver Limit. The City Council hereby authorizes the City Manager, or designee, to waive any fee owed to the City, up to five hundred dollars ($500.00), as provided for in the Fee Waiver Policy.
SECTION 4. CEOA. The City Council hereby finds and determines that this Resolution relates to organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment, and therefore is not a project within the meaning of the California Environmental Quality Act ("CEQA") and the State CEQA Guidelines, section 15378(b)(5).
SECTION 5. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of the Resolution which can be given effect without the invalid provision or pplication, and to this end the provisions of this Resolution are severable. The City Counci ereby declares that it would have adopted this Resolution irrespective of the invalidity of an particular portion thereof.
SECTION 6. Effective Date of Resolution. This Resolution shall take effect immediately upon its adoption.
Resolution No. 2020-03
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Calexico, California, at a regular meeting held on this 22nd day of January, 2020.
AYES: Hodge, Romero, Arreola-Fernandez, Reisin, Pacheco NOES: None
ABSENT: None
ABSTAIN: None
Biss Hooke
Bill Hodge, Mayo
ATTEST:
Taini
Gabriela T. G arcia, City Clerk
APPROVED AS TO FORM:
Carlos Campos, City Attorney
81211.00100132595008.1 -2-
Resolution No. 2020-03
State of California )
ounty of Imperi ) SS.
ity of Calexic )
I, Gabriela T. Garcia, City Clerk of the City of Calexico, California do hereby certify the above Resolution No. 2020-03 was approved at a regular City Council meeting held on the 22* day of anuary 2020, by the following vote to wit
AYES: Hodge, Romero, Arreola-Fernandez, Reisin, Pacheco NOES: None
ABSTAIN: None
ABSENT: None
81211.00100\32595008.1 - 3-
Resolution No. 2020-03
EXHIBIT "A"
FEE WAIVER POLICY
81211.00100L32595008.1 -4-
FEE WAIVER POLICY
This policy establishes parameters for waiving fees associated with special events (i.e., permit fees, facility fees) or temporary uses.
PURPOSE
The purpose of this policy is to provide an equitable means for charitable, community, and service-related organizations to access fee waivers.
2. BACKGROUND
Fee waivers are an expense to the City's General Fund. Fees are established to pay for the cost of service provided by a City department. When a fee waiver is granted, the City General Fun ays the department in an amount equal to the fee waives
3. RESPONSIBILITY
Fee waivers are determined by the City Manager, or designee, who shall ensure that department staff follow the procedures set forth in this policy.
4. POLICY
A. Eligible Events, Uses, and Activities
Fee waivers are available to wide variety of events including sporting, tourism, cultural, and community events.
Fee waivers will be considered for:
• Non-profit entities that have a documented federal tax exempt status; • Other governmental agencies; and
• Charitable, community, and service-related organizations that demonstrate that fees will cause a financial hardship.
The following projects and organizers, for example, are ineligible:
• For-profit organizations;
Vendors; and
• Fundraising events where attendees pay a fee for admission to the event or, in the case of festivals, where vendors pay to participate in the event.
B. Fee Waivers
Fee waivers are available for special event permit fees, temporary use permit fees, other permit fees, facility fees, and may include direct costs, such as staff time.
Any applicant may have its permit and/or facility fees waived if the said organization or entity rovides an in-kind or other contribution of goods, services, or programs that will benefit th ity of Calexico or its residents. All proposed special consideration must be equal to or excee the value of the reduced fee or provide a substantial but immeasurable benefit. - 1 -
81211.00100\32585485.2
Any waiver of permit or facility fees allowed above will not affect the obligation of a permittee to comply with the remaining qualifications, restrictions, and criteria of this policy or to pay other costs or to provide insurance as required by this policy or by ordinance. Business license, health permit, fire permit, and liquor license fees will not be waived or reduced.
C. Guidelines
Scheduling and use of City facilities are subject to the availability of the requested facilities.
Decisions made by the City Manager, or designee, may be appealed to City Council.
Applicants are required to adhere to all applicable rules, regulations, laws, and ordinances of the City of Calexico and other applicable governmental entities.
Applicants that fail to abide by the policy and procedures set forth in this policy will be ineligible to request a fee waiver for a period of at least one (1) year.
5. PROCEDURES
Requests for fee waiver must be made in writing by using the attached application and delivered to the City Manager, or designee, along with a copy of the organization's IRS 501(c) determination letter (if applicable), financial statements from the prior year's event (if applicable), and the proposed budget for the current year's event.
Applications must be submitted at least twenty one (21) days prior to the event, but not more than six (6) months prior to the event. Requests made within less than twenty one (21) days of an event will not be considered.
The City Manager or designee will forward the request to the appropriate departments to evaluate eligibility and estimate the fee waiver.
- 2-
81211.00100\32585485.2
APPLICATION FOR FEE WAIVER
The City of Calexico recognizes the value of partnering with other agencies and organizations in roviding services that benefit the community and its residents. In an effort to provide suppor or organizations providing valuable services to the community, specific guidelines have bee established for determining when temporary use permit fees, special event permit fees, other permit fees, and facility fees may be waived. In order to request a waiver of fees, please complete this application and submit it with necessary documentation to the address provided or
ORGANIZATION INFORMATION
Name of Organization:
Address: Phone:
Event Coordinator: Phone:
Email:
Nonprofit 501(c)3 tax exempt organization? Please check: • Yes •No Located in Calexico? Please check: • Yes • No
Has organization received any other financial assistance from the City of Calexico within the last twelve (12) months?
Please check: • Yes • No
Fee waiver amount request: $ -
EVENT INFORMATION
Name of Event:
Type of Event (i.e., parade, street party, etc.):
Facility Requested or Event Location:
Date of Event: Event Hours:
On which dates and at what times are you requesting permission to setup and cleanup? Setup: Date: From: To:
Cleanup: Date: From: To:
In-kind services offered:_
- 1-
81211.00100\32585485.2
Please describe the event, its purpose, and the activities that will take place:
Is this event open to the public? Please check: • Yes • No Estimated number of participants/spectators:
Is this event a fundraiser? Please check: • Yes • No
Will there be an admission, entrance, user fee, or cover charge for the event? If so, please explain:
How will the event benefit the Calexico community?
Has your organization put on this same event in the past? Please check: • Yes • No If not, has your organization put on other events in Calexico? Please indicate which ones:
Explain how imposition of fees would create financial hardship on the organization or would have a detrimental effect up on the services provided to the public:
Signature of Applicant: Date:
Please deliver completed applications to City of Calexico, 608 Heber Avenue Calexico, for the first time will only be required to submit the current year's proposed budget.
Please note that applications must be submitted at least twenty one (21) days prior to the event, but not more than six (6) months prior to the event. Incomplete applications or requests made within less than 21 days of an event will not be considered. - 2-
81211.00100132585485.2