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'>c.,.y OF SAN BERQRDINO. - R.QUEST ~ COUNCIL ACTION
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:From: Thelma Press, Liaison, ~'a.lRtC'O.~ADK'K. tffIf:liect:
& Counci 1
~.. Dept: 1989 MAR 23 PM 3= 51
Date: 2/22/89
Recommendation by Fine Arts Commission -
Grant to the Inland Dance Theatres, Inc. -
$10,000
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Synopsis of Previous Council action:
I
Recommended motion:
Adopt resolution.
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Signature
Contact person: Thelma Press
Supporting data attached: Yes
Phone: Ext. 5114
Ward:
Amount:$10,000
Source: (Acct. No.) 001-091-53605
(Acct. Descriotionl Arts Fundi n9
Finance:_1=> r",- /;?~
FUNDING REQUIREMENTS:
Council Notes:
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CITY OF SAN BERt()RDINO - REQUEST OR COUNCIL ACTION
STAFF REPORT
This grant in the amount of $10,000 will be for
the production of "City Dancin" by Inland Dance
Theatres, Inc.
"City Dancin" is a tap and jazz extravaganza .
bringing togetherlllenynationaUy known l1rtisfts
and choreographers to work with our local
performers including a gospel choir. This produc-
tion will feature a veryw~ll~balanced mix of San
Bernardino talent.' ...
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The funds requested in the amount of $10,000 were
approved by the Fine Arts Commission at the
February 10, 1989, meeting.
75.0264
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MINUTES
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
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Barry Silver, chairman, opened the meeting at 4:12 p.m.
GRANT REOUESTS
Junior Universitv
MOTION:
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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.
Inland 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 Em~ire Svm~honv 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 qave an overview of
Fine Arts Ordinance as amended.
FINE ARTS APPLICATION
The Commission went over the new Performinq Arts Grant
Application and made a few necessary chanqes. The chanqes
will be made and ready to review at the next meetinq alonq
with the new Visual Arts Grant Application.
ADJOURNMENT
The meetinq was
the Fine Arts
1989. 4:00 D.m..
Bernardino ."
adjourned at 5:25
Commission will be
in the HIC Room.
p.m. The next meetinq of
held "Fridav.March 10.
6th floor. Citv Hall. San
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE EXECUTION OF AN AGREEMINT WITH THE
INLAND DANCE THEATRES, INC. 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
7 Bernardino is hereby authorized and directed to execute
8 on behalf of said city an Agreement with the Inland
9 Dance Theatres, Inc. a copy of which is attached hereto,
10 marked Exhibit "A" and incorporated herein by reference
11 as fully as though set forth at length.
12 I HEREBY CERTIFY that the foregoing resolution was
13 duly adopted by the Mayor and Common Council of the City
14 of San Bernardino at a
15 thereof, held on the
meeting
day of
,
16 1988, by the following vote, to wit:
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AYES:
NAYS:
Absent:
City Clerk
The foregoing resolution is hereby approved this
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day of
, 1989.
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'<:0
Resolution for lJU~nd Dance Theatres, Inc. .~
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Evlyn Wilcox, I.tayor
City of San Bernardino
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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 the Inland Dance Theatres, Inc. 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 dance
appreciation in San Bernardino, as more fully set forth
in the proposal submitted by Organization.
2. Pavment. Upon presentation of a claim to
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A~reement for the Inland Dance Theatres. Inc.
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1 the City Finance Director, city shall pay to Organiza-
2 tion from the budget for the 1988-89 fiscal year, the
3 total sum of ten thousand dollars, to cover the costs
4 per the Fine Arts grant application agreement.
3.
Use of Funds. The funds paid to Organi-
zation shall be used solely for the purposes set forth
in Paragraph 1 and in strict compliance with the
provisions set forth in the proposal. No deviation
from the proposal shall be made without the express
approval of the City of San Bernardino. said funds
. shall be expended by June 30, 1989 and any unexpended
funds shall be returned to City by Organization.
4.
Accountina. At such time or times as may
be requested by the City Administrator or Director of
Finance of city, Organization shall submit to the City
Administrator, with a copy to the Director of Finance
and the San Bernardino Fine Arts Commission, an
accounting of the proposed and actual expenditures of
all revenues accruing to the Organization for the
fiscal year ending June 30, 1989. Financial records
shall be maintained in accordance with generally
accepted accounting principles by Organization in such
a manner as to permit City to easily trace the expendi-
ture. of the funds. All books and records of
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Organization are to be kept open for inspection at any
time during the business day by the City or its offi-
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cers or agents.
5.
Hold Harmless. Organization covenants and
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Agreement for ~ Inland Dance Theatres, Inc. c:>
aqrees to indemnify and save harmless the city and its
employees and aqents from all liabilities and charqes,
expenses (includinq counsel fees), suits or losses
however occurrinq, or damaqes arisinq or qrowinq out of
the use or receipt of the funds paid hereunder and all
operations under this aqreement. Payments hereunder
are made with the understandinq that the City is not
involved in the performance of services or other acti-
vities of Orqanization. orqanization and its employees
and aqents are independent contractors and are not emp-
loyees or aqents of the city in performinq said ser-
vices.
6. Termination. City shall have the riqht to
terminate this Aqreement and any fundinq remaininq un-
paid hereunder for any reason by mailinq a ten-day
written notice to Orqanization and this aqreement shall
terminate ten days after themailinqofsuchnotice.In .
the event this Aqreement 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, orqanization shall reimburse to City any
funds expended which were used for any purposes other
than those authorized under this Aqreement.
7. Assi~ment. orqanization shall not assiqn
its interest in this Aqreement without the prior
written approval of city.
8. Insurance. Orqanization shall take out
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Agreement for the Inland Dance Theatres. Inc.
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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
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taken all actions necessary to make the adherence to
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
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Agreement for the Inland Dance Theatres, Inc.
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1 certified mail, postage prepaid, addressed as follows:
As to City:
City Administrator
City of San Bernardino
300 North "0" street
San Bernardino, CA 92418
As to Organization:
Inland Dance Theatres, Inc.
Attention: Ms. Nancy Varner
P. O. Box 6033
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:
CITY OF SAN BERNARDINO
AT'l'EST:
City Clerk
Organization
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Agreement for~e Inland Dance Theatres, Inc. c:>
Approved as to form and leqal content:
~)
Ci Attorney
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k . S&.~ iemudiroo City
,i!t'J Aru Coft\misllon
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OR(;ANlZAON (;B.ANT AJ'PUCA nON FOR..
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t pnizatian .....,
Inland Dance Theatres, Inc.
P.O. Box 6033
San Bernardino, Ca. 92412
tiICt 10ft Nancy Varner
Title President-- ..... 00..-1063
Phone 862-1390
CA S... Nan-Profit 10' 0733047
Numb<< of Yan in Eaistenc8 13
II. ~ c:.tuorY Under ftictI Suppott
II ....,.. - Dance
~1Od Oi Support iequated
. (Project)
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v. Sunwary of Project Ducriptiana
See attached statement.
VI. Estimated number of perlOllS expected to benefit from thia proaram/projectl "1 nn
a) Number of persons by paid attendancn J.,.:Ulll.
b) Numb<< of perlOl\l by fr.. or compUmeritary admisaioN 3.400
VB. Need ltatemenll
See attached statement.
I. . VDt"lntended Results
See attached statement.
IX. Summary 01 Estimated CostsI
A. Direct Costs
Salaries and wales
Supplies a: MaterWs
Travel
Fixed Assets/Ren~ or'Leues
Fees And Other
TOT AJ. COSTS Of PROJECT
See attached budget.
B. Indirect Costs
TOTAL DIRECT COSTS
TOT AL PROJECT COSTS
:)lI,U,jll.UU
A. ExpenJeS See attached budget.
8. Revenues, (;rants, Contributions, etc.
Actual Most Recent
FiKal Period
$
$
Estiru ted This
Fiscal Period
$
$
X. Oraan~tian anticipated f~&lexpen_
XI. Total amount requested from San Bernarcl.ino City Fine Arts Commisslon
NOTE: Am~t Requested $ l'i 000 00 See attached
Plus total revenues, $ budget.
gants, contributions, etc.
Must equal total project $
costs a.bove
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XD. CERTlFICA nONs
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V. Summary of Project Descriptions:
Inland Dance Theatres. Inc. has presented "Nutcracker" in December
of each year since its inception in 1976 and IDT has previously produced
the ballet "Coppelia" three times as well as producing "City Dancin'"
for the first time last year. In March, 1989, under the artistic direction
of Kenneth Green of Panache Dance Academy, .we will again present a
jazz and tap extravaganza in concert with the Inland Empire Symphony.
The production features the work of Robert La Fosse, of New York City
Ballet, Stan Mazin of Los Angeles. and Kenneth Green of San Bernardino.
"City Dancin III incorporates neon artists Sven and Bubbs Edelweiss.
Marlene Pou's installation titled "Through the Wall" choreographed
by Kerri Keaney of Walt Disney Productions, and Ballet Folkloricos
dancing. The New Hope Missionary Gospel Choir will perform under the
direction of Jearlean Gatson in Kenneth Greeen' s "Sisters Lament"..
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The funds being requested are intended to cover expenses for sets,
costumes. and choreography for the Ballet Folkloricos as well as for
additional segments of the production including Marlene Pou's installation.
"Through the Wall".
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VII. Need Statements
Inland Dance Theatres, Inc. has been the leader in bringing quality
dance to the Inland Empire. "City Dancin"l has programmmed something
for everyone. Dance disciplines include ballet, jazz, modern, tap
and Ballet Folkloricos dancing. Our community will have an opportunity
to experience all the arts disciplines, including music, visual arts,
and a gospel choir.
lOT expects to draw a diverse audience composed of several ethnic
backgrounds. So that every member of our community will have an opportunity
to experience the diversity of different cultures, we are dedicated
to raising the community awareness of dance and the diversity of cultures
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which will shape the performing arts throughout the Inland Empire.
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VIII. Intended Results
The impact of IDT 's productions on the youth of our community
is immeasurable. Our intentions have been to enhance the fine arts
in our community and to provide an audience for the arts in the future.
"City Dancin' '89" is being produced: with the hope that we could blend
groups of minority individuals into one haTlllOnious group.and.bring
a multi-cultural program to the entire community.
Hore than 60% of our performances.are devoted to special "school
performances" . Although this application for funding is not intended
for Nutcracker, Nutcracker annually plays to approximately 6800 school
children, with "City Dane in ' '88"..playing to 3400. last .year. We anticipate
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school performances for "City Dancin' '89" to play to betwen 3400 and
5100 children this year. The anticipated audience attendance for the
public performance is 1700.
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CITY DANCIN
1989
IbtCOME
Publio Tioket Sales
Sohool Tioket Sales
Program Sales
. Sweatshirts
Interest
Audition Fees
Master Classes
Gift Books .'
Prog-ram Ads'
BakEl Sale "
'Car Wash
~ublio Gifts-Founders
Total Income
EXPENSES
.:]X'
Orchestrati'on
'Choreog-raphy.
Directing
Theater 'Rental
. . Stag:e/Light:ing
'. Advertising
Guest Artists'
Sets /Drops .
Costumes
. :. Studio Rental
.' printing/Art/Photography
...:..:; Insuranoe
. , .... Cast Plowers /Party
. Tic)q,ts '
, Make-up
. .'. 'Floors & Stands
.; "Chair Renta.l .
: Catering/Founder's Recep1;ion(La Fosse)
-'Music .
Sweatshirts
Postage, Telephone, . Office
Cleaning'Costumes
. Bank Card D.~scounts
Ticket Booth/Move Out
.Gift Books Fund Raiser
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Total Expenses
Deficit.
Projected Grants
Requested Grants
Ci ty -, 10000
County - 12000
Net PrC)fit
BUDGET
19200
9000
626
'818
250
700
470
1145
150
131
68
4763
31321
,
13500
14000
.4100
3500
4500
2000
4000
!lOOO
2500
1800
2500
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66
100
o
150
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511
500
300
211
150
590
59038
(21717)
22000
283
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x.. ORGANIZATIONAL BUDGET
THIS PAGE SHOULD REFLECT YOUR TOTAL
OPERATIONS.
I. INCOME
A.UNEARNED
1.FINE ART COMMISSION
2.COUNTY (AFSBCo)
3.INDIVIDUAL CONT.
4.BUS/CORP CONT
5.FOUNDATION/MUS TR FUND
6.0THER/CAR WASH/BAKE SL
7.COUPON BK/ART AUCTION
B.EARNED
7. TICKET SALES
8. CONCESSIONS
9. INTEREST
10.0THER/SWEATSHIRTS
REGESTRATION
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TOTAL
II. EXPENSES
11.0RCHESTRATION
12. CHOREOGRAPHY
13. DIRECTING
14.STUDIO RENTAL
15.GUEST ARTISTS
16. INSURANCE/BONDING
17. SUPPLI ES/t1AKE -UP
18. MATERIALS/COSTUMES
19.0FFICE SUP.
20.PRINTING/DUP
21. PUB/PROMO
22. STAGE/LIGHTING
23.FLrnlR/STANDS/CHAIRS
24.EQUPT.PURCH/SETS
25.RENTAL/DRAP-PROP
26.FACILITY RENTAL
27.0THER/CAST-FOUNDERS RE
MUSIC
SWEATSHIRTS
TOTAL
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INLAND DANCE THEATRES
ANNUAL BUDGET FOR THE
1987-88
1988-89
32,5()0
15,000
10,000
10;600
7,500
800
1,800
23,000* 15,000
0**18,000
12,000
0**21,000
11 , 000
500
1,800
69,000
1,600
400
1,700
2,600
86,200
1,800
300
2,300
400
153,500
139,300***
193,300****
31,050
22,580
8,100
3.750
12,830
1,300
290
13,550
1,6.25
6,070
8,000
13,600
1,000
15,000
4,150
8,500
3,775
900
1,750
46,500
24,000
:3,400
4,000
14,300
1,800
300
10,000
1,800
8,000
8,500
9,000
1,000
10,000
4,500
10 , 500
4,200
1,000
1,850
153,820
169,650
**** WITH ALL GRANTS
*** WITHOUT GRANT APPLIED FOR
** APPLICATIONS MADE TO CORPORATIONS , THE STATE , AND THE
COUNTY FOR GRANTS .
* PART OF THESE FUNDS HAVE BEEN RECEIVED FOR 1988
NUTCRACKER
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BUDGET OF NUTCRACKER 1988
ITEMS.
INCOME - ALL SOURCES
PUBLIC TICKET SALES
SCHOOL TICKET SALES
NON - REVENUE SEATS
PROGRAM SALES
NUTCRACKER SHIRTS
INTEREST INCOME
AUDITION FEES
FOUNDERS AND FUNDRAISERS
TOTAL INCOME
EXPENSES
ORCHESTRA
FLOOR AND STANDS
CHAIRS
.
CHOREOGRAPHERS
GUEST ARTISTS
COMPANY DANCERS
HOUSING GUEST ARTISTS
COMPANY CLASSES
RENTAL CALIFORNIA THEATER
STAGE HANDS AND LIGHTING
RENT AUDITIONS , REHERSALS
SET NEW CONSTRUCTION
SET REPAIR & MAINTENANCE
SET & COSTUME STORAGE
CLO DROPS
OTHER DROPS
PROP RENTALS
DRY ICE
MOVE SETS
SUB TOTAL
BUDGET
40,000
18,000
. 0
1,100
1,200
o
1,000
10,000
71, ~SOO
33,000
250
100
10,000
7,500
1,500
500
1,100
6,500
5,000
2,000
1,000
1,000
3,600
350
3.50
150
150
500
74,550
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ACTUAL
.
37,361
17,284
1,046
1,762
196
1,125
9,977
68,751
30,015
120*
121
9,235
8,328
1,875
667
995
6,370*
4,336
1,800
1,410
300
3,61'"
344
487
213
0*
334
70,569
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TIEM
NEW COSTUMES
REPAIR &MAIN COSTUMS
SEAMSTRESS
COSTUME RENTAL
CLEANING COSTUMS
MAKE -UP
PRINT MEDIA
PROGRAMS ,FLYERS ,POSTERS
ART , PHOTOGRAPHY ,ETC.
PRINT TICKETS
VIDEO TAPE
NUTCRACKER SHIRTS
.
INSURANCE
TELEPHONE
POSTAGE
COST ON TICKET SALES
VISA & AMERICAN EXPRESS
INVITATIONS - FOUNDERS
ENTERTAINMENT - FOUNDERS
CATERING - FOUNDER'S PARTY
PRE - SHOW RECEPTION
CAST FLOWERS & GIFTS
CAST PARTY RENT
CAST PARTY FOOD ETC
ADMINISTRATIVE COORDINATOR
SUB TOTALS
TOTAL
BUDGET
1,500
500
600
:350
700
150
4,000
2,000
1,500
100
250
1,200
500
200
500
2..000
350
400
500
500
175
550
100
400
750
19,775
94,325
* ITEMS WITH OUT STANDING BALLANCE
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ACTUAL
1,102
:1.74
600
375
0*
0*
869*
2,968*
1,545
200
0*
1,368
500
871
271
1,I)UO
44*
58*
75*
509
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204*
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,
12,833
83,402
PROJECTED GRANTS - FUNDING
SAN BERNARDINO FINE ARTS COMMISSION
17,500
FILM FUND & MUSICIAN'S TRUST FUND
5,525
TOTAL INCOMEFROM ALL SOURCES
TOTAL COSTS WITH PROJECTED
BILLS *
$98,916
$89,127
23,000
7,165