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'CITY OF SAN BERQRDINO - REQUEST~ COUNCIL ACTION
'--From: Thelma Press, Liaison, ~"ayor
::. & Counc; 1
Subject:
~n b~_fine Arts Commission.-
19I;t-1:o~~~rI.lftl'Jlersity - $8,000
l1li/23 P1l 35/ ~
Dept:
Dm: 2/22/89
Synopsis of Previous Council action:
Recommended motion:
Adopt resolution.
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Signature
Contact person: Thelma Press
Supporting data attached: Yes
Phone: Ext. 5114
Ward:
FUNDING REQUIREMENTS:
Amount: $8,000
Source: (Acct. No.) 001-091-53605
(Acct. Descriotion)
Arts Funding
Finance:
~, />~_A:/It /
Council Notal:
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CITY OF SAN BERtC)RDINO - REQUeST OR COUNCIL ACTION
STAFF REPORT
Junior University is now under the direc-
tion of a second generation of artists,
businessmen and women of San Bernardino.
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The grant amount of $8,000 is for the 14
consecutive evening performances for the
productio~ of Snow White.
The production .of Snow White will provide
a forum for 300 local youths and adults
to perform under professional direction
in the areas of music, .. drama, dance, and
stage craft.
Junior University enhances outdoor summer
entertainment that is suitable for child-
ren and family audiences of over 14,000
people.
The funds requested in the amount of $8,000 were
approved by the Fine Arts Commission at the
February 10, 1989, meeting.
75-0264
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M I NUT E S
FINE ARTS COMMISSION
Friday,
MIC Room,
San
February 10, 1989
6th Floor, City Hall
Bernardino, CA
MEMBERS PRESENT
Dorris Ballard
Sylvia Cichocki
C. Dale Jenks
Harry Murray
Barry Silver
MEMBERS ABSENT
Dr. Amer El-Ahraf
Frank Lindgren
Esther Mata
Richard Simon
OTHERS PRESENT
Thelma Press, Liaison
-------------------------------------------------------------
Barry Silver, chairman, opened the meeting at 4:12 p.m.
GRANT REOUESTS
Junior Universitv
MOTION:
SECONDED:
By Dorris Ballard to grant funding in support of
Junior university in the amount of $8,000 per
the grant application.
By Sylvia Cichocki and approved by the
Commission.
Iniand Dance Threatres. Inc.
MOTION:
SECONDED:
By Harry Murray to approve funding in support of
the Inland Dance Theatres, Inc. in amount of
$10,000 instead of the requested amount stated
in the grant application of $15,000.
By Sylvia Cichocki and approved by the
Commission.
Inland EmDire SvmDhonv Association
MOTION:
SECONDED:
By Harry Murray to invite Susan Feller to attend
the next Fine Arts Commission Meeting so that
they can explain their income, expenses, and
1988 budget, etc.
By Sylvia Cichocki and approved by the
Commission.
FINANCIAL REPORT BRIEFING
Andy Green, Director of Finance, gave a brief overview of the
fine arts funding which, as of now, reflects a budget of
$200,000 set by Mayor and City Council.
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Amended Fine Arts Ordinance
John Wilson with the City Attorney's office and Fred Wilson
with the City Administrator's office both gave an overview of
Fine Arts Ordinance as amended.
FINE ARTS APPLICATION
The Commission went over the new Performing
Application and made a few necessary changes.
will be made and ready to review at the next
with the new Visual Arts Grant Application.
ADJOURNMENT
The meeting was adjourned at 5:25 p.m. The next meet1nq of
the Fine Arts Commission will be held "Fridav. March 10.
1989. 4:00 n.m.. in the MIC Room. 6th floor. Citv Hall. San
Bernardino ."
Arts Grant
The changes
meeting along
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH JUNIOR
UNIVERSITY THE PROMOTION OF ARTS AND CULTURE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San
Bernardino is hereby authorized and directed to execute
on behalf of said city an Agreement with Junior
University a copy of which is attached hereto, marked
Exhibit "A" and incorporated herein by reference as
fully as though set forth at length.
I HEREBY CERTIFY that the foregoing resolution was
duly adopted by the Mayor and Common Council of the city
of San Bernardino at a
meeting
thereof, held on the
day of
,
1988, by the following vote, to wit:
AYES:
NAYS:
Absent:
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City Clerk
The foregoing resolution is hereby approved this
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day of
, 1981.
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Resolution for~nior University
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Evlyn Wilcox, Kayor
City of San Bernardino
content:
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AGREEMENT
Fine Arts Fundina
THIS AGREEMENT is entered into between the CITY
OF SAN BERNARDINO, a municipal corporation, referred to
as "City", and Junior University a non-profit
organization, referred to as "Organization".
The parties agree as follows:
1. Recitals.
A. Organization has requested financial
assistance from City for the fiscal year 1988-89, in
order to assist in defraying the expense of certain
concerts, shows, festivals or events or activities
sponsored by Organization as set forth in Organi~
zation's grant proposal (hereinafter "the proposal")
approved by the Fine Arts Commission of the city, a
copy of which proposal is on file in the Office of
CUltural Affairs. The terms of the proposal are in-
corporated herein by reference and shall govern the
uses of the funds provided here in. The financial
assistance provided for in this agreement is made on a
one-time only basis, and receipt of said funds shall
not imply a continuing obligation of the City beyond
the terms of this Agreement.
B. The expenditure is for a valid munici-
pal public purpose, to wit: for the promotion of
opera/musical theatre in San Bernardino, as more fully
set forth in the proposal submitted by Organization.
2. Pavment. Upon presentation of a claim to
.
Agreement
for Junior University
C)
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1 the city Finance Director, City shall pay to orqaniza-
2 tion from the budqet for the 1988-89 fiscal year, the
3 total sum of eiqht thousand dollars, to cover the costs
4 per the Fine Arts qrant application aqreement.
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3.
Use of Funds. The funds paid to Orqani-
6 zation shall be used solely for the purposes set forth
7 in Paraqraph 1 and in strict compliance with the
8 provisions set forth in the proposal. No deviation
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from the proposal shall be made without the express
10 approval of the City of San Bernardino. Said funds
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shall be expended by June 30, 1989 and any unexpended
funds shall be returned to City by Orqanization.
4.
Accountina. At such time or times as may
be requested by the city Administrator or Director of
Finance of City, Orqanization shall submit to the city
Administrator, with a copy to the Director of Finance
and the San Bernardino Fine Arts Commission, an
accountinq of the proposed and actual expenditures of
all revenues accruinq to the Orqanization for the
fiscal year endinq June 30, 1989. Financial records
shall be maintained in accordance with qenerally
accepted accountinq principles by Orqanization in such
a manner as to permit City to easily trace the expendi-
tures of the funds. All books and records of
Orqanization are to be kept open for inspection at any
time durinq the business day by the City or its offi-
cers or aqents.
5.
Hold Harmless. orqanization covenants and
,
Agreement for Junior University
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1 agrees to indemnify and save harmless the city and its
2 employees and agents from all liabilities and charges,
.3 expenses (including counsel fees), suits or losses
4 .however occurring, or damages arising or growing out of
5 the use or receipt of the funds paid hereunder and all
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operations under this agreement. Payments hereunder
are made with the understanding that the city is not
involved in the performance of services or other acti-
vities of Organization. organization and its employees
and agents are independent contractors and are not emp-
loyees or agents of the city in performing said ser-
vices.
6.
Termination. City shall have the right to
terminate this Agreement and any funding remaining un-
paid hereunder for any reason by mailing a ten-day
written notice to organization and this agreement shall
terminate ten days after the mailing of such notice. In
the event this Agreement is terminated for reasons of
improper use of funds or use of funds for any purpose
other than those authorized, any unexpended portion of
the funds provided by city shall be returned to city.
In addition, Organization shall reimburse to City any
funds expended which were used for any purposes other
than those authorized under this Agreement.
7.
Assianment. organization shall not assign
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its interest in this Agreement without the prior
written approval of city.
8.
Insurance. Organization shall take out
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Agreement for Junior University
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and maintain during the life of this Agreement such
public liability and property damage insurance as shall
insure City, its elective and appointive boards, comm-
issions, officers, agents and employees, permittee and
its agents performing acts covered by this Agreement
from claims for damages for personal injury, including
death, as well as from claims for property damage which
may arise from Organization's or its agents' operations
hereunder, whether such operations be by organization
or its agents or by anyone directly or indirectly
. employed by either Organization or its agents, and the
amounts of such insurance shall be as follows:
(a) Public Liability Insurance. In an
amount not less than $100,000 for injuries, including,
but not limited to, death, to anyone person and,
subject to the same limit for each person, in an amount
not less than $100,000 on account of anyone
occurrence;
(b) Property Damage Insurance. In an
amount of not less than $50,000 for damage to the
property of each person on account of anyone occurr-
ence.
9.
Organization hereby convenants that it has
taken all actions necessary to make the adherence to
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the obligations imposed by this agreement a binding
obligation of the organization.
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10.
Notices. All notices herein required
shall be in writing and delivered in person or sent by
Agreement for Junior University
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1 certified mail, postage prepaid, addressed as follows:
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As to City:
city Administrator
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92418
As to organization:
Junior University
Attention: Mr. Jeff A. Grande
P. O. Box 6471
San Bernardino, CA 92412
11. Entire Aareement. This Agreement and any
documents or instruments attached hereto or referred to
herein integrate all terms and conditions mentioned
herein or incidental hereto, and supersede all negotia-
tions and prior writing in respect to the subject
matter hereof. In the event of conflict between the
terms, conditions or provisions of this Agreement, and
any such document or instrument, the terms and condi-
tions of this Agreement shall prevail.
DATED:
ATTEST:
City Clerk
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CITY OF SAN BERNARDINO
Organization
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Agreement for Junior University
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Approved as to form and leqal content:
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Ci Y Attorney
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SIft lernudiroo City
.IM Ana Commission
OePL\CA1E
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ORGAN1ZA'1iON GRANT AlP' .,.... ~age 1 ,:'"
. ...'-'\ nON PoaM. '.
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. tian ame,
Jeff A. Gran e
Mgr. fhone 884-~448
Junior University
. P.O. Box 6471
San Bernardino, CA. 92412
P,*,- 889-0833
CA StA" N-"otit ID ,0496913JU60S
N__ of Yan in Eu.tenca 2 b
!II- Pr...am Catepry Under ftid\ Slot,.,
.. a.,...... Oeera/Musical Theatre
~t"l",'-nea
Ma~ 1989 tIlru~89
(.Star ~IJ'
Y. SunuMry of Project DuaipUona
Please see Attached.
VI. I.timat.ed nwn_ of 1*10... upected to benetit from dIAl proaram/projectl 14,000
a) Nwn_ of per..w by paid aftMdancn 13,850 .
b). Nwn_ of 1*"" by free or complimeritary ldmisaioN 150
va. N.. ItatemenU
Please see attached.
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VIrln....'\.ault.8
Please see attached.
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TOTAL COSTS OF PRO.1ICT
9 550
15 850
IX. Swnmary of !aWnatad Ccmsa
A. Direct Costa
SaJarie. and wa&..
Supplies & Materi&La
Tra.el
Fixed Auets/Rentals or 'L_.
Fee. and Other
,
8. Inclirect Costa
TOTAL DIRECT COSTS
TOTAL PROJECT COSTS
13 0
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64 050
8 250
72 30
x. Orpnizatian ant.lcipat.ed fWldina/.xpenaell
A. ExpenIU
8. R...,..., Crants, Contributions, ete.
Actual Molt Recent
F isc&.I Period
$76,728.45
$74,544.75
E.timated This
FIsca! Period
$ 7' 'lnn'
$ n4 'lnn
Xl. Total amount req...ted from San Bernardino City fine Arts Commission
NOTEI AmOU'lt Requat.ed $ 8 . 000
Plus toW revenue., $ 64.300
arants, contribution., ete.
Must equal total project $ 72. 300
co.ts above
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XD. ~~_~T1!~,~~IT~"" ,"_~_,,_l'llI J.tAb/tra... C;"npr-'l'
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V. Summary of Project Description:
I
The additional support is being requested for Junior
University's 27th annual Summer production of William
R. Dixon's ,"Snow White". The requested funds will be
applied to several production areas: 1. Writer /
Composer salary ($5000.00), 2. Director ($750.00),3.
Choreographer (750.00),4. Costume Designer ($750.00),
5. Orchestra Conductor ($500.00), 6. Choral Director
(250.00) .
VII. Need Statement:
Junior University's production of "Snow White" will
meet four basic needsl 1. We will provide a forum for
approximately 300 local youths and adults to perform
in an educational environment under professional
direction in the areas of music, drama, dance, and
stagecraft. 2. We will provide the City of San
Bernardino and the surrounding communities of the
Inland Empire a quality theatrical production unique
only to Junior University. 3. We will provide
entertainment specifically designed for family
audiences. 4. We will provide this entertainment at a
reasonable cost of admission.
VIII. Intended Results:
Junior University's intended result is to enhance the
cultural arts of the San Bernardino area by offering a
low cost outdoor summer entertainment that is suitable
for children and family audiences. In 14 consecutive
evening performances, we will entertain an anticipated
audience of over 14,000 people.
Page
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1989 Junior University Budget
Category
============================================================
variance
PRODUCTION STAFF
Budget
Actual
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Composer $5,000.00 $0.00 0.00%
General Manager $250.00 $0.00 0.00%
Stage Manager $600.00 $0.00 0.00%
Artistic Director $250.00 $0.00 0.00%
Director $750.00 $0.00 0.00%
Choreographer $750.00 $0.00 0.00%
MUSIC/ORCHESTRA
Musical Director
Choral Director
Conductor
Rehearsal Pianist
Orchestra
Actor/Performer
Music and Script Copy
SCENERY/TECHNICAL
Set Design/ Construction
Costume Designer
Costumes
General Makeup
Makeup Kits
Props
Lighting Equipment Rental
. Sound Equipment Rental
OTHER SHOW EXPENSES
Advertising and P.R.
Bowl 24hr Security
Security Guards
Printing
Portable Toilets
Sales Merchandise
Refreshment Costs
Refreshment Equip.
Cast Party Costs
Cleanup Costs
Ticket Sale Prizes
Advertising Sale Prizes
NON-SHOW EXPENSES
Storage Facilities
Insurance
Accounting Fees
Telephone
Office Expense
Equip. Repair/Maintenance
Donations/Gifts
Miscellaneous
$0.00
$250.00
$500.00
$500.00
$6,000.00
$0.00
$350.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$15,000.00
$750.00
$1,000.00
$100.00
$1,300.00
$250.00
$4,500.00
$300.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$1,700.00
$1,500.00
$500.00
$4,250.00
$250.00
$350.00
$6,000.00
$150.00
$450.00
$400.00
$525.00
$225.00
$0.00
$O~OO
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$1,200.00
$4,300.00
$350.00
$600.00
$150.00
$100.00
$200.00
$500.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
ERR
0.00%
0.00%
0.00%
0.00%
ERR
0.00%
! "
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
..,....
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
.,...
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0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
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Scenery Moving Expense
Sound Equipment Purchase
Stage and Bowl Maintenance
$850.00
$9,000.00
$350.00
o
$0.00
$0.00
$0.00
0.00%
0.00%
'0.00%
TOTAL EXPENSES
============================================================
0.00%
$72,300.00
$0.00
INCOME
============================================================
Tickets 12.00/5.00/2.00
Refreshments
Program Advertising
Other / Miscellaneous
Costume Sales
Cast Dues
Interest - Savings
Merchandise Sales
Grants / Donations
$42,000.00
$11,200.00
$7,350.00
$1,450.00
$500.00
$1,000.00
$350.00
$450.00
$8,000.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
TOTAL INCOME
============================================================
0.00%
$72,300.00
$0.00
TOTAL PROFIT/CLOSS)
= = =.= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
ERR
$0.00
$0.00
======================================================c==:==
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