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AGENDA ITEM REVIEW FORM |
7.C.
Regular City Council Meeting
- Meeting Date:
- 08/23/2023
- Department Head:
- Jose L. Cisneros
- Submitted By:
- Crystal Ochoa, Administrative Coordinator, Parks & Recreation Department
Action Requested:
Discussion Item - No Action to be Taken
Motion
Motion
ITEM:
Discussion and possible action on any and all matters regarding the proposal of an agreement contract between Southern Winter League and the City of San Luis for a baseball exhibition game between the Cañeros de Los Mochis LMP Champs and AWC Baseball on Thursday, September 14, 2023, at the Joe Orduño Park. (Olivia Jenkins, Operations Coordinator and Lizette Varela, Assistant Director of Parks and Recreation)
SUMMARY:
Throughout the years, Baseball Exhibitions have been very popular and well-received in our city. These events are entertaining and bring families together for a great time for the San Luis community and visitors from around Yuma County and across the border. Southern Winter League has contacted the Parks and Recreation Department in hopes of creating a great and exciting game between the Cañeros de Los Mochis LMP Champs and the AWC Matadors Baseball Team. This event is scheduled for Thursday, September 14, 2023, at Joe Orduno Park. A Press Conference was planned for Thursday, August 17, 2024, to speak about the Exhibition Game and invite the San Luis, AZ community and visitors from Yuma County & Mexico to attend.
Staff is seeking direction in bringing two (2) great baseball teams that staff believes will attract a huge community not only from our city but from all Yuma County. The Cañeros de Los Mochis is part of the Mexican Pacific League. AWC Matadors Baseball Team is composed of great baseball players attending AWC. Staff believes this will be an outstanding and exciting Baseball Exhibition since both teams have had great baseball seasons with a huge fan base.
If City Council recommends moving forward with this agreement, staff considers Southern Winter League to be the sole source provider since they are the only agency that can sign and bring the Cañeros de Los Mochis LMP Champs as well as the AWC Baseball Team to our city to participate in such event. Per Purchasing Code §3.05.020, Exclusive Services, where Southern Winter League is the sole source provider in booking these professional baseball teams, other quotes or bidding is not required.
Staff requests authorization to move forward with the payment of $4,990.00. This is the fee requested by Southern Winter League to confirm both teams to play on Thursday, September 14, 2023. Per the contract, the Southern Winter League will sell tickets for this event to cover expenses not covered by the city's contract. Southern Winter League is unrestricted from seeking sponsorships in addition to the city's contract. The fully executed contract is attached with the details.
This event was not on the Parks and Recreation Department's list of events budgeted for this fiscal year. Therefore, the fiscal impact statement for this item shows that the general ledger lines staff requests to be used.
Staff is seeking direction in bringing two (2) great baseball teams that staff believes will attract a huge community not only from our city but from all Yuma County. The Cañeros de Los Mochis is part of the Mexican Pacific League. AWC Matadors Baseball Team is composed of great baseball players attending AWC. Staff believes this will be an outstanding and exciting Baseball Exhibition since both teams have had great baseball seasons with a huge fan base.
If City Council recommends moving forward with this agreement, staff considers Southern Winter League to be the sole source provider since they are the only agency that can sign and bring the Cañeros de Los Mochis LMP Champs as well as the AWC Baseball Team to our city to participate in such event. Per Purchasing Code §3.05.020, Exclusive Services, where Southern Winter League is the sole source provider in booking these professional baseball teams, other quotes or bidding is not required.
Staff requests authorization to move forward with the payment of $4,990.00. This is the fee requested by Southern Winter League to confirm both teams to play on Thursday, September 14, 2023. Per the contract, the Southern Winter League will sell tickets for this event to cover expenses not covered by the city's contract. Southern Winter League is unrestricted from seeking sponsorships in addition to the city's contract. The fully executed contract is attached with the details.
This event was not on the Parks and Recreation Department's list of events budgeted for this fiscal year. Therefore, the fiscal impact statement for this item shows that the general ledger lines staff requests to be used.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE CONTRACT WITH SOUTHERN WINTER LEAGUE, L.L.C. IN THE AMOUNT FOR $4,990.00, AND BUDGET TRANSFERS AS DESCRIBED ON THIS ITEM'S FISCAL IMPACT STATEMENT.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $4,990.00
- BUDGETED AMOUNT:
- See Fiscal Impact Statement
- AVAILABLE AMOUNT TO TRANSFER:
- See the Fiscal Impact Statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See the Fiscal Impact Statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
We did not budget for this item, if council approves this item we are requesting council approval to do a budget transfer in the amount of $2,990 from the council contingency account 100-100-81000 to GL account 100-100-80007. The remaining $2,000 will be paid by the special restricted fund from the Mayor's donations to the Parks and Recreation department, accordingly Finance will make a budget transfer in the amount of $2,000 from the grants budget to GL special restricted account 255-144-80005.