Agenda Item No. 13
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Raymond Casey, City Manager
FOR: City Council Meeting of June 27, 2022
SUBJECT: Disbursement Request — Historical Group Trust Fund RECOMMENDATION:
That City Council allocate the amount of $18,580 to the Yucaipa Valley Historical Society from the Historical Group Trust Fund.
DISCUSSION:
The Historical Group Trust Fund, a fiduciary fund maintained by the City of Yucaipa, was established as a result of a deposit made for the benefit of the Yucaipa Valley Historical Society (YVHS), related to the disposition of the Kramer House (previously located within Chapman Heights).
The Fund was established with the intent that it act as an endowment and that it would be used by the YVHS for the purposes of preserving the history of Yucaipa, as approved by the City Council.
The letter attached (Exhibit A) requests a disbursement in the amount of $18,580 to retrofit the inside of the Mousley Museum with LED lighting on the ceiling and in all display cases. The Fund currently has an available balance in the amount of $52,596.90 in cash and equity.
FISCAL IMPACT:
There is no fiscal impact as a result of this item. Fiduciary funds are not reflected in the government -wide and fund financial statements as the resources of those funds are not available to support the City programs.
Exhibits:
A — Disbursement Request Letter dated June 9, 2022
B— 2004 Grant Funding Agreement
C — Estimate from Ham's Electric Inc.
Wl
Exhibit A
��RICA L SSG`Founded 1977 A NonprofitOrganization
June 9, 2022
City of Yucaipa
Attn: Ray Casey
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Re: Cramer House Trust Fund Expense
Greetings,
The Yucaipa Valley Historical Society is requesting use of the Cramer Trust Fund monies. We have received an estimate for the project to replace the lighting in the Mousley Museum of Yucaipa History. We have approached the San Bernardino County Real Estate Division to have two projects done.
The first is a rewiring of the electrical panel and switches, which the County has agreed to do, and they have estimated a total cost of $18,595.00. They are responsible for this as it is considered part of the building.
The second project is to replace the lighting inside the Mousley Museum. This project was denied by the SBCRED, as they consider the lighting and fixtures not part of the building.
Currently there are antiquated ballasts out, and improper lighting for the preservation of the artifacts and displays. To retrofit with LED lighting on the ceiling and all display cases, making it more aesthetically pleasing as well, the estimated total is $18,580.00. Enclosed you will find the estimate from Ham's Electric.
The Historical Society is requesting to have the lighting retrofit paid from the existing Cramer House Trust Fund.
We appreciate your attention to this the matter. Please contact us with any questions or concerns.
R pectfully,
Steve Maurer, President
cc: Jennifer Crawford Post Office Box 297 • Yucaipa, California 92399 www.YucaipaHistory-org • E-mail: [email protected] (909) 790-4685
Museurns: 35308 Panorama Drive, Yucaipa, CA
35130 Ave. A, Yucaipa, CA
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CI f Y OF
Exhibit B
CITY OF YUCAIPA
34272 Yucaipa Boulevard
Yucaipa, CA 92399
909/797-2489
FAX 909/790-9203
GRANT FUNDING AGREEMENT
i 11.0. NUMBER
DA'FE:
Von -Profit 501-c3 Number _
_ _ Department:
CityCouncil
Phone: _
909/797-9101 i
Contact
Claire Marie Teeters
Non -Profit:
Yucaipa Valley Historical Society .4cct. Code:
Historical Group Trust
Fund
Address: P.O. Box 297 Total Grant
Yucaipa. CA 92399 Amount:
Date of Execution: ! August 11. 2004 Ci(} Contact:
$10.000
Jennifer Shankland
The Yucaipa Valley Historical Society O'VHS) shall:
1'Vl-{S shall pro\ ide the following:
History on Wheels:
$4,000
Slide Shows:
$2.000
Data Sharing:
S3,000
Portable Displays:
$1.000
Pro�curam descriptions are attached to this Agreement
I'VHS shall ensure that the funds approved by Cit\, C L11161 arc limited to those items identifed above in an amount not to exceed $10.000.
1'VHS assumes the responsibility (Afpurchasing and proper accounting of the Council approved items. )'VHS shall present before Council. on an annual basis (even June). a report detailing the purchases made throughout the year and the overall outcomes and benefits to the program. This will be a requirement until all ti.mds granted by Council are spent.
1'lie Cite of Yucaipa (CITY) shall perform the follming services:
1'11e CITY shall contribute S10.000 towards the needs assessed b-, the YVHS Board of Directors as stated above.
Ally questions regarding this igreement should be directed to .lenniter Slankland at (9M 797-2489. extension '3C,.
-101-
(..: ity of Yucaipa -
Attention: Total cost of service shall not to exceed the above amount without prior written approval by City.
YVHS named herein by the acceptance of this order agrees to the following provisions.
I. YVHS shall indemnify, defend and hold City and its officers, officials, employees, agents and volunteers harmless from and against any and all liability (direct or indirect) including any and all costs and expenses in connection herein, claims, suits, actions. damages and causes of action arising out of the work of the YVHS, including, but not limited to. any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state or municipal law or ordinance, or other cause in connection with the negligent or intentional acts or omissions of YVHS, its employees, subcontractors, or agents, or on account of the performance or character of this work, except for any such claim arising solely out of the active negligence. sole negligence, or willful misconduct of the City. its officers, employees, agents or volunteers, in performing the work set forth in this Agreement.
2. YVHS is independent and shall not be considered an officer. agent, or employee of City.
3. Without the written consent of the Cit%•. this Agreement is not assignable by YVHS either in whole or in part.
t. Time is of the essence of this Agreement.
5. This Agreement may only be amended or modified in \%citing. It is integrated and contains the complete understanding of the parties.
n. All equipment, supplies and services sold shall conform to the general safety orders of the State of California.
If applicable, all prevailing wages and lair employment practices will be adhered to. �. Unless otherwise specified. YVHS shall maintain the following policies of insurance in full force and effect during the term of this Agreement in the anxnmt(s) shown below. The City of Yucaipa retains sole discretion in determining the types and proper levels of insurance coverages.
Comprehensive General/Commercial Liability Insurance s1,000,000 per occurrence / including endorsements for comprehensive. contractual
liability, independent contractors, personal injury, premises operations. products/completed operations, and broad form ! $2.000,000 aggregate property damage.
Automobile Liability Insurance including owned, hired, and $500,000 per occurrence / non -owned vehicles: $1.000,000 aggregate
Worker's Compensation (if applicable): As required by the State of California and Employer's Liability Insurance
8a. All insurance coverages of YVHS are primary insurance as to City. City shall not be required to contribute to an)- loss through its insurance policies and/or self -insured programs. 81). The limits of insurance coverages specified above in no \vav limit the liability of YVHS for full payment and resolution of an- claim resultin�� from YVHS performance of services under this Agreement.
8c. A certificate of insurance. in a Form approved by C'it\, shall be provided by YVHS prior to the execution of this Agreement. The certificate shall provide at least 30-days prior written notice to City of any material chane or cancellation. The certificate shall include an endorsement naming the City of Yucaipa as Additional Insured part\ .
ity of Yucaipa Gant Funding Atsreement Page 2 of
NI1inJ
-102- _
City of Yucaipa
a
10. 12.
13. 14.
8d. The Worker's Compensation policy shall contain the insurer's waiver of subrogation in favor of the City, its officers, agents, and employees.
8e. The City reserves the right to withhold any payments to YVHS in the event of noncompliance with insurance requirements.
Except as expressly stated herein, the work herein is provided "as is" without warranty of any kind and YVHS and City disclaim, to the maximum extent permitted by law, all other warranties, expressed or implied. including. but not limited to. implied warranties ol'performance, merchantability and fitness for a particular purpose, and non -infringement.
'The failure of either party to enforce its rights under this Agreement at any time for any period shall not be construed as a waiver of such rights. No changes or modifications or waivers to this Agreement will be etfective unless in writing and signed by both parties. In the event that any provision of this Agreement shall be determined to be illegal or unenforceable, that provision will be limited or eliminated to the minimum extent necessary so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement shall be governed by and construed in accordance with the laws of the State of California without regard to the conflicts of law provisions thereof. In any action or proceeding to enforce rights under this .Agreement, the prevailing party will be entitled to recover costs and attorneys tees.
All notices under this Agreement shall be in writing, and shall be deemed given when personally delivered or three (3) days after being sent by prepaid certified or registered U.S. mail to the address of the party to be noticed as set forth herein or such other address as such party last provided to the other by written notice.
Either Party n-tay, by written notice to the other. terminate the whole or any part of this Agreement with cause by giving written notice of Such termination, and specifying the effective date thereof, at least thirty (30) days before the effective date of such termination.
If this Agreement is terminated as provided herein, City may require YVHS to repay, at YVHS sole cost. expense and liability and within thirty (30) days from notification. all funds not expended by YVHS pursuant to this Agreement.
YVHS has all requisite power and authorit\ to conduct its business and to execute, deliver, and perform this Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right. and authority to make this Agreement and bind each respective Party.
YUCAIPA VALLEY HISTORICAL. SOCIETY CITY OF YU IPA,
A IV[UNIC ORATION
By: �yC� _ B -
'Title: % V/ ._.._. - Title:
City of Yucaipa Grant Funding Agreement Page 3 of 3
RL:x s!ir to
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Exhibit C
WIS
Electric Inc.
w w w, hams electric, c o m Contractors License #504607 DIR #1000008378
May 2, 2022
County of San Bernardino - Facilities Management Department 200 South Lena Road
San Bernardino, CA 92415-0055
ATT: Mark Padilla
Email: Mark. Pad illa(o)res.sbcounty.gov
REF: Mousley Museum LED Retrofit
(Ham's Electric, Inc. Quotation #8101-22) Page 1 of 2
1-LOT WORK AND/OR MATERIAL OFFERED:
Provide labor, materials and equipment as required to convert or replace the following light fixtures with new LED fixtures or retrofit kits. This work is to be completed during normal working hours.
• Replace (36) existing fluorescent light fixtures with new wrap around LED strip lights on ceiling.
• Retrofit (2) existing can lights to LED.
• Replace (7) incandescent bulbs with new LED bulbs.
• Provide and install (2) new LED strip fixtures and connect to existing lighting circuit with minimal conduit and wiring.
• Retrofit (88) display case fixtures with new 3-foot-long LED lamps. • Retrofit (87) 3 foot and (90) 2-foot casework fixtures with new LED lamps. • Provide disposal of removed lamps with proper documentation for county records.
Notes:
1. Our labor rates follow the local prevailing wage rates under the Davis Bacon Act. (40 USC 31).
2. NFPA 70E Procedures and Safety Equipment will be used when applicable.
3. All electricians working on this project will be state certified in compliance with California laws.
Exclusions:
1. Premium time labor
2. Plans, permits and associated fees
1848 West 11", Street, Suite 1 • Upland, CA 91786 • Office 909.982.7344 • Fax: 909.982.2538 -104-
HElectric Inc.
w w w. hams e to c t ri c. c o m Contractors License #504607 DIR #1000008378
May 2, 2022
Mousley Museum LED Retrofit
(Ham's Electric, Inc. Quotation #8101-22) Page 2 of 2
WE OFFER TO PROVIDE THE ABOVE WORK/AND OR EQUIPMENT FOR THE SUM OF 18 580.00. THIS DOES INCLUDE APPLICABLE TAXES. WARRANTY PERIOD OF 1- YEAR. THIS QUOTE IS GOOD FOR 30 DAYS. PAYMENT TERMS = NET 30 DAYS.
Robert R. Ham
Raber�tR. f(anv
President/CEO
RRH; rjd
Date:
Signed Acceptance:
Title: P.O.:
1848 West 1V1 Street, Suite 1 • Upland, CA 91786 • Office 909.982.7344 • Fax: 909.982.2538 -105-