18-0417_VETERANS OF FOREIGN WARS_E11_Agenda ReportCity of San Juan Capistrano
Agenda · Report
TO : Honorable Mayor and Members of the City Council
FROM: ~jamin Siegel, City Manager
SUBMITTED BY: Dori Budde, Community Services Director ~W\ .G,c '1>~
DATE : April17, 2018
4/17/2018
E 11
SUBJECT: Memorandum of Understanding with the Veterans of Foreign Wars
for the Veterans Day and Memorial Day Events and Support
Services
RECOMMENDATION :
Approve and authorize the City Manager to execute a Memorandum of Understanding
between the City and the Veterans of Foreign Wars for the annual Veterans Day and
Memorial Day events and support services.
EXECUTIVE SUMMARY:
The Veterans of Foreign Wars (VFW), a nonprofit organization, has requested support
from the City of San Juan Capistrano for their annual Veterans Day and Memorial Day
events which are conducted for the benefit of the community, and are free to the public.
The proposed Memorandum of Understanding (MOU) outlines the proposed in-kind
support to be provided to VFW for the Veterans Day and Memorial Day events.
DISCUSSION/ANALYSIS:
The VFW is a 501 (c)(3) nonprofit organization that participates in many community
activities, such as the Memorial Day event, Veterans Day event, and the Swallows Day
Parade. According to the VFW, the majority of their members reside in San Juan
Capistrano.
As a small non-profit organization with limited resources, the VFW are requesting
support from the City when conducting their annual Veterans Day and Memorial Day
events. The in-kind support requested involves the use of City-owned equipment, such
as tables, chairs, a podium, and a sound system, as well as the use of City staff to drop
City Council Agenda Report
April17, 2018
Page 2 of 3
off and pick up the equipment (Attachment 1 ). City responsibilities are detailed on page
3 of the MOU. The proposed MOU is for one year and could be extended for up to four
additional one-year terms.
According to the VFW, if the MOU is approved by City Council, the VFW will utilize the
dollars saved to support the community of veterans in San Juan Capistrano.
On March 19, 2018, the Parks, Recreation, Youth and Senior Services, Trails and
Equestrian Commission recommended that the City Council approve the MOU with
VFW (Attachment 2).
FISCAL IMPACT:
The estimated cost of staff support associated with the events proposed in the MOU is
approximately $500 annually. There are no rental fees being waived, as the events are
held at the Old Mission Cemetery, which is not a City facility, and Veterans Park, which
is not rented to the public.
ENVIRONMENTAL IMPACT :
In accordance with the California Environmental Quality Act (CEQA) the recommended
action to approve a Memorandum of Understanding (MOU) is exempt from CEQA per
Section 15061 (b)(3), the general rule that the CEQA applies only to projects which have
the potential for causing a significant effect on the environment. Where it can be seen
with certainty that there is no possibility that the activity in question may have a
significant effect on the environment, the activity is not subject to CEQA. An MOU to
allow in-kind support including the use of City-owned equipment, such as tables, chairs,
a podium, and a sound system as well as the use of City staff to drop off and pick up the
equipment would not be an activity with potential to cause significant effect on the
environment and is therefore exempt from CEQA.
PRIOR CITY COUNCIL REVIEW :
On September 19, 2017, the City Council approved a full fee waiver for rental fees
associated with VFW monthly meetings held at the Nydegger Building.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS :
On March 19, 2018, the Parks, Recreation, Youth and Senior Services, Trails and
Equestrian Commission recommended that the City Council approve the MOU with
VFW.
On August 21, 2017, the Parks, Recreation, Youth and Senior Services, Trails and
Equestrian Commission recommended that the City Council approve a full fee waiver
for rental fees associated with VFW monthly meetings held at the Nydegger Building.
City Council Agenda Report
April 17, 2018
Page 3 of 3
NOTIFICATION :
Joseph Love, Commander, Veterans of Foreign Wars
Parks, Recreation, Youth and Senior Services, Trails and Equestrian Commission
ATTACHMENTS:
Attachment 1: MOU
Attachment 2: March 19, 2018 Parks, Recreation, Youth and Senior Services, Trails and
Equestrian Commission Minutes Excerpt
MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY SAN JUAN
CAPISTRANO AND VETERANS of FOREIGN WARS FORTHE VETERANS DAY
AND MEMORIAL DAY EVENTS AND SUPPORT SERVICES
This MEMORANDUM OF UNDERSTANDING (MOU) is made and entered into this
__ Day of April 2018 , by and between the City of San Juan Capistrano, a California
municipal corporation (thereinafter referred as "City"), and the Veterans of Foreign Wars
(thereinafter referred to as "VFW ").The City and VFW are referred to individually as a
"Party" and collectively as the "Parties."
RECITALS
A. VFW is a nonprofit organization providing support to speed rehabilitation of the
nation's disabled and needy veterans, assist veterans ' widows and orphans and
the dependents of needy or disabled veterans, and promote Americanism by
means of education in patriotism and by constructive service to local
communities.
B. A majority of VFW's members reside within the City of San Juan Capistrano .
C. VFW has offered to provide annual Veterans and Memorial Day events within the
City of San Juan Capistrano.
D. The City supports the Community Services provided by VFW .
E. The Parties desire to enter into the MOU to establish the duties and
responsibilities of the City and VFW related to the annual Veterans Day and
Memorial Day events.
NOW, THEREFORE, LET IT BE MUTUALLY AGREED TO BY CITY AND VFW
AS FOLLOWS:
TERMS
1. Term. This MOU shall remain in effect until April17, 2019 unless terminated
earlier in accordance with this MOU . This MOU may be extended for up to a
maximum offour (4) additional1 year terms, upon the mutual written agreement
of both parties.
2. Scope of Collaboration .
2.1. VFW Responsibil it ies. VFW agrees to provide the following at no cost to
the City:
2.1.1 . VFW shall provide the organization and coordination of the
following events annually:
ATTACHMENT 1
2.1.1.1. Veterans Day event.
2.1.1.2. Memorial Day event.
2.1.2. VFW shall provide participants to volunteer at the Veterans Day
and Memorial Day events within the City of San Juan Capistrano.
2.1.3. VFW shall provide a meeting location for volunteers to meet and
coordinate the Veterans and Memorial Day events .
2 .1.4. VFW shall provide fliers and informational materials about the
Veterans Day and Memorial Day events.
2.1.5. VFW shall provide and maintain volunteer release forms in
compliance with City's policies. The City will not be deemed to
employ, contract with, or have any responsibility for anyone who
volunteers or participates in such programs and events provided by
VFW to the public.
2.1.6. VFW shall submit an annual performance report to the Director of
Community Services . The annual performance report shall be due
June 1 of each year during the term of this MOU. The annual
performance report shall include the following:
2.1.6.1. Disclosure of all activities VFW has conducted in
relation to the annual Veterans Day and Memorial Day
events.
2.1.6 .2. The donations that VFW received from those
activities.
2 .1.6 .3. Benefits members of the public received from
activities.
2.1.6.4.
2 .1.6.5.
Proof of VFW's continued non-profit status,
Information on the total revenue received.
2.1.7. VFW shall work in collaboration with City staff to coordinate events
taking place on City grounds or in City facilities. Necessary
applications, permits and forms must be submitted in compliance
with the City's current policies.
2 .1 .8. VFW shall coordinate with City staff and shall comply with
regulations and procedures established by the City for special
activities.
2.2. City Responsibilities .
2.2.1. City shall provide to VFW at no cost the use of three (3) City tables,
fifty (50) chairs, podium and the use of a sound system for the
Veterans Day and Memorial Day events. The Delivery and pick-up
of the above equipment shall be provided by City at no cost to
VFW.
2.2.2. City shall allow the use of Veterans Park for the purposes of
hosting the Veterans Day and Memorial Day events.
2.2.3. The City Manager shall assign a liaison to act as the primary
contact for VFW.
3. Indem ni ty.
3.1. To the fullest extent permitted by law, VFW shall defend (with counsel
reasonably approved by the City), indemnify and hold the City, its officials,
officers, employees, agents and volunteers free and harmless from any
and all claims, demands, causes of action, suits, actions, proceedings,
costs, expenses, liability, judgments, awards, decrees, settlements, loss,
damage or injury of any kind, in law or equity, to property or persons,
including wrongful death, (collectively, "Claims') in any manner arising out
of, pertaining to, or incident to any alleged acts, errors or omissions, or
willful misconduct of VFW, its officials, officers, employees,
subcontractors, VFWs or agents in connection with the performance of the
VFW's services, this MOU, including without limitation the payment of all
consequential damages, expert witness fees and attorneys' fees and other
related costs and expenses. Notwithstanding the foregoing, to the extent
VFW's services are subject to Civil Code Section 2782.8, the above
indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to Claims that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the VFW. VFW's obligation to
indemnify shall not be restricted to insurance proceeds, if any, received by
the City, its officials, officers, employees, agents or volunteers .
3.2 . Additional Indemnity Obligations. VFW shall defend, with counsel of City's
choosing and at VFW's own cost, expense and risk, any and all Claims
covered by this section that may be brought or instituted against the City,
its officials, officers, employees, agents or volunteers. VFW shall pay and
satisfy any judgment, award or decree that may be rendered against the
City, its officials, officers, employees, agents or volunteers as part of any
such claim, suit, action or other proceeding. VFW shall also reimburse
City for the cost of any settlement paid by the City, its officials, officers,
employees, agents or volunteers as part of any such claim, suit, action or
other proceeding. Such reimbursement shall include payment for the
City's attorney's fees and costs, including expert witness fees. VFW shall
reimburse the City, its officials, officers, employees, agents and
volunteers, for any and all legal expenses and costs incurred by each of
them in connection therewith or in enforcing the indemnity herein
provided. VFW's obligation to indemnify shall not be restricted to
insurance proceeds, if any, received by the City, its officials, officers,
employees, agents and volunteers.
4. Insurance.
4.1. Time for Compliance . Licensee shall provide evidence satisfactory to the
City that it has secured all insurance required under this Section.
4.2 . The Licensee shall take out and maintain, during term of this Agreement,
in amounts not less than specified herein, Commercial General Liability
Insurance, in a form and with insurance companies acceptable to the City.
4.3.
4.4. Coverage for Commercial General Liability insurance shall be at least as
broad as Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent and shall
include the following coverage:
4.4.1. Bodily Injury and Property Damage
4.4.2. Personal Injury/Advertising Injury
4.4.3. Premises/Operations Liability
4.4.4. Products/Completed Operations Liability
4.4.5. Aggregate Limits that Apply per Project
4.4.6. Explosion, Collapse and Underground (UCX) exclusion deleted
4.4.7. Contractual Liability with respect to this Agreement
4.4.8. Broad Form Property Damage
4.4.9. Independent Licensees Coverage
4.5 . The policy shall contain no endorsements or provisions limiting coverage
for (1) contractual liability; (2) cross liability exclusion for claims or suits by
one insured against another; (3) products/completed operations liability; or
(4) contain any other exclusion contrary to the Agreement.
4.6. The policy shall give City, its officials, officers, employees, agents and City
designated volunteers additional insured status using ISO endorsement
forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the
exact same coverage.
4.7. The additional insured coverage under the policy shall be "primary and
non-contributory" and will not seek contribution from the City's insurance
or self-insurance and shall be at least as broad as CG 20 01 04 13, or
endorsements providing the exact same coverage.
4.8. The general liability program may utilize either deductibles or provide
coverage excess of a self-insured retention, subject to written approval by
the City, and provided that such deductibles shall not apply to the City as
an additional insured.
4.9. Minimum Policy Limits Required. Licensee shall maintain Commercial
General Liability with a limit of $1,000,000 per occurrence/ $2,000,000
aggregate for bodily injury, personal injury, and property damage.
4.1 0 . Policy Provisions Required
4.1 0.1. Licensee shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this
Agreement, except that the Licensee shall provide at least ten (1 0)
days prior written notice of cancellation of any such policy due to
non-payment of premium. If any of the required coverage is
cancelled or expires during the term of this Agreement, the
Licensee shall deliver renewal certificate(s) including the General
Liability Additional Insured Endorsement to the City at least ten (10)
days prior to the effective date of cancellation or expiration.
4.1 0.2 . The Commercial General Liability Policy shall contain a
provision stating that Licensee's policy is primary insurance and
that any insurance, self-insurance or other coverage maintained by
the City or any named insureds shall not be called upon to
contribute to any loss.
4.1 0.3. The retroactive date (if any) of each policy is to be no later
than the effective date of this Agreement. Licensee shall maintain
such coverage continuously for a period of at least three years after
the termination of this Agreement. Licensee shall purchase a one
(1) year extended reporting period A) if the retroactive date is
advanced past the effective date of this Agreement; 8) if the policy
is cancelled or not renewed; or C) if the policy is replaced by
another claims-made policy with a retroactive date subsequent to
the effective date of this Agreement.
4.1 0.4. All required insurance coverages, shall contain or be
endorsed to waiver of subrogation in favor of the City, its officials,
officers, employees , agents, and volunteers or shall specifically
allow Licensee or others providing insurance evidence in
compliance with these specifications to waive their right of recovery
prior to a loss. Licensee hereby waives its own right of recovery
against City.
4.1 0.5 . The limits set forth herein shall apply separately to each
insured against whom claims are made or suits are brought, except
with respect to the limits of liability. Further the limits set forth
herein shall not be construed to relieve the Licensee from liability in
excess of such coverage, nor shall it limit the Licensee's
indemnification obligations to the City and shall not preclude the
City from taking such other actions available to the City under other
provisions of the Agreement or law.
4.11. Qualifying Insurers
4.11.1. All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following
minimum requirements :
4.11.2 . Each such policy shall be from a company or companies
with a current A .M. Best's rating of no less than A : VII and admitted
to transact in the business of insurance in the State of California , or
otherwise allowed to place insurance through surplus line brokers
under applicable provisions of the California Insurance Code or any
federal law.
4.12. Additional Insurance Provisions
4 .12.1. The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Licensee, and any approval of said
insurance by the City, is not intended to and shall not in any
manner limit or qualify the liabilities and obligations otherwise
assumed by the Licensee pursuant to this Agreement, including but
not limited to, the provisions concerning indemnification.
4.12.2. If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with
these specifications or is canceled and not replaced , City has the
right but not the duty to obtain the insurance it deems necessary
and any premium paid by City will be promptly reimbursed by
Licensee or City will withhold amounts sufficient to pay premium
from Licensee payments. In the alternative, City may cancel this
Agreement.
4.12.3. The City may require the Licensee to provide complete copies of
all insurance policies in effect for the duration of the Agreement.
4.12.4. Neither the City nor any of its officials, officers, employees, agents
or volunteers shall be personally responsible for any liability arising
under or by virtue of this Agreement
5. Covenant Against Discrimination . VWF covenants for itself, its heirs, executors,
assigns, and all persons claiming under or through it, that there shall be no
discrimination against any person on account of race, color, creed, religion, sex ,
marital status, national origin, or ancestry, in the performance of this MOU. VWF
further covenants and agrees to comply with the terms of the Americans with
Disabilities Act of 1990 (42 U.S.C. §12101 sees.) as the same may be
amended from time to time.
6 . Termination . City and VWF reserve the right to terminate this MOUat any time,
with or without cause, upon ninety (90) days written notice to the other party .
7. Attorneys' Fees. If any legal action or proceeding arising out of or relating to this
MOU is brought by either party to this MOU , the prevailing party shall be entitled
to receive from the other party, in addition to any other relief that may be granted,
the reasonable attorneys' fees, costs, and expenses incurred in the action or
proceeding by the prevailing party.
8. Governing Law and Venue . This MOU shall be governed by the laws of the State
of California . Venue shall be in Orange County.
9. Waiver. The City's failure to insist upon strict compliance with any provision of
this MOU or to exercise any right or privilege provided herein, or the City's waiver
of any breach hereunder, shall not relieve VFW of any of its obligations
hereunder, whether of the same or similar type. The foregoing shall be true
whether the City's actions are intentional or unintentional. Further, the VFW
agrees to waive as a defense, counterclaim, or setoff any and all defects,
irregularities, or deficiencies in the authorization, execution, or performance of
this MOU as well as any laws, rules, regulations, ordinances, or resolutions of the
City with regard to this MOU .
10. Supplement. Modifi c ation. and Amendment. No supplement, modification, and/or
amendment of this MOU shall be binding unless executed in writing and signed
by both Parties.
11. Constructio n. References, a nd Caption s.
11.1. Simple Constructi o n . It being agreed the Parties or their agents have
participated in the preparation of this MOU, the language of this MOU
shall be construed simply, according to its fair meaning, and not strictly for
or against any Party.
11.2. Section Head ings . Section headings contained in this MOU are for
convenience only and shall not have an effect in the construction or
interpretation of any provision.
11.3. References to the City. All references to the City shall include, but shall
not be limited to, City Council, City Manager, City Attorney, City Engineer,
or any of their authorized representatives. The City shall have the sole and
absolute discretion to determine which public body, public official or public
employee may act on behalf of the City for any particular purpose .
12. Relationsh ip Between the Pa rti es. The Parties hereby mutually agree that neither
this MOU, nor any other related entitlement, permit, or approval issued by the
City for the City Facilities shall operate to create the relationship of partnership,
joint venture, or agency between the City and VFW.
13. Notices . All notices to be given hereunder shall be in writing and may be made
either by personal delivery or by registered or certified mail, postage prepaid,
return receipt requested. Mailed notices shall be addressed to the parties at the
addresses listed below, but each party may change the address by written notice
in accordance with this Section 18 (Notices). Notices delivered personally will be
deemed communicated as of actual receipt; mailed notices will be deemed
communicated as of two (2) days after mailing.
To City:
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Gil Leon
16. Entire Agreem en t and Severa b ility.
To Veterans of Foreign Wars :
Veterans of Foreign Wars
VFW Serra Post 3801
31878 Del Obispo St., Suite 118-184
San Juan Capistrano , CA 92675
Attn: Joseph Love, Commander
16.1. Entire Agreement. This MOU contains the entire agreement of the parties
with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements, either written or oral, express
or implied.
16.2. Severability. The invalidity in whole or in part of any provision of this MOU
shall not void or affect the validity of any other provision of this MOU.
In witness thereof, the Parties here to have executed this MOU :
City of San Juan Capistrano
A California municipal corporation
By:
BENJAMIN SIEGEL,
City Manager
ATTEST:
By :
MARIA MORRIS ,
City Clerk
APPROVED AS TO FORM:
By:
JEFF BALLINGER,
City Attorney
Veterans of Foreign Wars .
MINUTES
MARCH 19, 2018
REGULAR MEETING
PARKS, RECREATION, YOUTH AND SENIOR SERVICES,
TRAIL AND EQUESTRIAN COMMISSION
Chair Perrin, Jr., called the Regular Meeting of the San Juan Capistrano Parks,
Recreation, Youth and Senior Services, Trail and Equestrian Commission to order at
5:30 p.m. in the Council Chamber.
E. ADMINISTRATIVE ITEMS:
1. MEMORANDUM OF UNDERSTANDING WITH VETERANS OF FOREIGN
WARS
Commission Action: A motion was made by Commissioner Mottl to recommend
to City Council to approve the item . Motion seconded by Commissioner Muir.
Motion passed unanimously 6-0.
Roll Call:
AYES: Grant, Mottl, Muir, Perrin, Jr., Weaver, Zukow
NOES:
ABSTAINED:
ABSENT: Ritchie
ADJOURNMENT
There being no further business before the Commission, Chairperson Perrin, Jr.
adjourned the meeting at 6:25 p.m. to the Regular Parks, Recreation, Youth Services,
Senior, Trails and Equestrian Commission Special Meeting scheduled for Monday,
April16, 2018 at 2:00p.m .
. Commission Secretary
Parks, Recreation, Youth and Senior Services, Trails
and Equestrian Commission Meeting Minutes
-1 -3/19/18
ATTACHMENT 2