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HomeMy WebLinkAbout1989-125 1 2 3 4 RESOLUTION NO. 89-125 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH THE PRIME TIME CHORALIERS/AARP SAN BERNARDINO NORTH # 2083 THE PROMOTION OF ARTS AND CULTURE. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF 5 THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 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 Prime Time 9 Choraliers/AARP San Bernardino North # 2083 a copy of 10 which is attached hereto, marked Exhibit "A" and 11 incorporated herein by reference as fully as though set 12 forth at length. 13 I HEREBY CERTIFY that the foregoing resolution was 14 duly adopted by the Mayor and Common Council of the City 15 of San Bernardino at a regular meeting 16 thereof, held on the 15th day of May 17 1989, by the following vote, to wit: 18 19 20 21 22 23 24 25 26 27 28 AYES: Council Members Estrada, Flores, Maudsley, Minor, Pope-Ludlam NAYS: None Absent: Council Members Reilly, Miller ~~~/~Ab '7 City Clerk The foregoing resolution is hereby approved this / !iL day of May , 1989. r. . . ~ Resolution for Prime Time Choraliers/A^RP San Bernardino North # 2083 . . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ~~~.) ~ ~~ 'E lyn 11cox, Mayor - City of San Bernardino content: r . .. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23, 24 25 26 27 28 " ....... '7", AGREEMENT Fine Arts Fundinq THIS AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a municipal corporation, referred to as "City", and the Prime Time Choraliers/AARP San Bernardino North # 2083 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 herein. 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 choral music in San Bernardino, as more fully set forth in the proposal submitted by Organization. 2. Payment. Upon presentation of a claim to r 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 A.greem~nt for Prime Time Choral iersj.l\ARP San Bernardino ~lorth #.2083 the city Finance Director, City shall pay to organiza- tion from the budget for the 1988-89 fiscal year, the total sum of six thousand dollars, to cover the costs 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. Accountinq. 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- tures of the funds. All books and records of Organization are to be kept open for inspection at any time during the business day by the City or its offi- cers or agents. 5. Hold Harmless. Organization covenants and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 '<./j';..'r,:'/1I ' Agreement for Prime Ti~e Choraliers/AARP San Bernardino ~orth # 2083 agrees to indemnify and hold harmless the City and its employees and agents from all liabilities and charges, expenses (including counsel fees), suits or losses however occurring, or damages arising or growing out of the use or receipt of the funds paid hereunder and all 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 its interest in this Agreement without the prior written approval of city. 8. Insurance. Organization shall take out 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Agreement for Prime Time Choraliers/AARP San Bernardino North # 2083 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. City shall be set forth as an additional named insured in each policy of insurance provided hereunder. 9. Organization hereby convenants that it has taken all actions necessary to make the adherence to the obligations imposed by this agreement a binding 2 '.".".' '.~.~.. '.',," .,v " ' ".. C:if.~;J#.,> :;.<t~i..~" ,'. ..:,,<_~,.. Aqreem~nt for Prime Time Choraliers/AARP San Bernardino North # 2083 1 obligation of the organization. 10. Notices. All notices herein required 3 shall be in writing and delivered in person or sent by 4 certified mail, postage prepaid, addressed as follows: 5 6 7 8 9 10, 11 12 : 13 14 ' As to City: City Administrator City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 As to Organization: Prime Time Choraliers/ AARP San Bernardino North # 2083 Attention: Mildred T. Marshall 1st Congregational Church 3041 Sierra Way San Bernardino, CA 92405 11. Entire Aqreement. 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 15 matter hereof. In the event of conflict between the 16 terms, conditions or provisions of this Agreement, and 17 any such document or instrument, the terms and condi- 18, tions of this Agreement shall prevail. 19 20 21 22 23 24 25 26 27 DATED: ('(f"}l; ) , /.._. "".._ , j'(j;:/J / '/ (/f~:/' ;/ /1 1/ ATTEST: ,,~///Z?~fi;,/ 28: City Clerk CITY OF SAN BERNARDINO / \../ ..'''' /' Y' It ,/"', /' / /\, / ~.{t. t_ (1.:...../'(..,1..../ ( ",.-/) / / I ;: .1:' {/L/'-f.. ~y 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . ~ ~ ^' Agreement for Prime Time Choraliers/AARP San Bernardino North #.2083 organization /\ II I I ." f 'r I A /~~ - Approved as to form and legal content: /;/~ City Attorney ///~~'(~<l>t/ /ij ~ I A/~i I f. i/V v . , ' s.u\ 6emudlno City . _ ,iIw ^ru Commission i ,. I. AlioLlcant arpnizatian Ame, ~dreSl, e AARP ~an Bernardino North #2083 and also all other AARP groups in San Bernarqino. 1st Congregational Church 3041 Sierra ~,Jay San Bernardino, CA 92405 Phone 883-6008(Bd.of Directors of AARP 2083 CA State Non-Protit 10' 23-7433783 ( 2083) Nwnbet 01 Years in Existence 1 Ll (?083) ORCiANlZA TlON GRAN'! APPL1CA nl'"U./ F "'" ORw De Contact P-:JOn ~1,1 dre ~sha 11 TItle Bus 1 nes s ,1anager P 882-7496 ~, ~aram c.tepy Under Which Suppon &I Requesuda ( R Q l? a 1 i1 hH~ i , ~jod of Support leques1ed A '1 1 (\1'"\0 P r 1 , _ 0_' atMtina) ~ April, 1990 CEndin&) v. Swnmuy 01 Projec1 DescriptioN. 0 fun an 0 er persons pal1y from AARP group members in San Bernardino. We have been, and will continue to be putting on programs for AARP groups, civil functions, schools and other community groups. VI. Estimated numbel' 01 permns expected to benetit fr~... cu.... pC'oaram/projec1: 2 tOOO (10 performancE a) Nwnber of petJOnS by paid attendances No charge to aud i ences to date) b) Nwnber of pel'JOnS by free OC' complimentary admissiON N/A YD. Need statement: Untll now, tnere nasn."L oeen a crlur d I IIIU~ Ie yr'uup I rI .1d.1 D~r rid. U IIIU mad~ up-of older people. We have reason to believe that this is the onl AARP-sponsored singing group in the United States. For the singers, it affords an opportunity to e~ tablish self-pride in striving for excellence, and offers older audiences an example of what their peers can do. VUI. Intended Resul tsz a. The intended result is to supply the above need. b. Singers and performers will have something to look forward to which will bring joy into their lives. IX. Summary 01 Estimated Costs& A. Direct Costs ~ies and wages ,Supplies ~ Mater i.a1s Travel Fixed Assets/Rentals OC" 'Leases Fees and Other TOT AL COSTS OF PROJECT (See appended page) (See appended page) . (See appended page) (See sppended page) (See appended page) TOTAL DIRECT COSTS TOTAL PROJECT COSTS' 8. Indirect Costs x. OrganizatiGn anticipated fwwiin&lexpenas A. Expenses (. B. Revenues, 'Grants, Contributions, etc. 'Actual Most Recent Fi.sca1 Period $ 2,995.00 $ N/A Estim~ ted This Fiscal Period $ 6,000.00 $ N/A XI. ToW amount requested from San Bernardino City Fine Arts Commission .. NOTE: AmCN1t Requested $ 6,000.00 Plus total revenues, $ 11/ A grants, contributions, etc. Must equal total project $ 6,000. 00 costs above xu. CER TtflCA nON: Project Officer Phone Number oard of Directors AARP San Bernardino North 2083 Februarv 27. 19R9 PRInE TINE CHORALIERS IX. SUMMARY OF ESTIMATED COSTS A. DIRECT COSTS Salaries and Wages Accompanist at $30.00 for a two-hour rehearsal: $30.00 x 40 weeks for a ten-month period: $1,200.00 Our present accompanist, Jack Rodgers, did not accept any pay for the last fiscal year. No replacement is anticipated but, if necessary, it would cost at least the above to get anyone even close to his great talent at the keyboard. Supplies and Materials Cost of music, three-ring music folders, printing costs, stamps, envelopes, etc. The cost of octavo choral music per copy is now between $.75 to $1.50. Some music in the public domain is es- pecially arranged for the group by the director, at a printing cost of six cents per page, per number for approximately fifty singers. We started out with fifteen singers at the beginning. Travel Transportation for singers, Dial-a-Ride, and buses. It has be- come ne<<essary for us, for safety and liability reasons, to use buses for transportation from our rehearsal point to performances. The average age of our singers is 71.5 years, and ranges up to the nigh 80's. The rental for a school bus for four hours is $165.00. As we have approximately ten performances between October and June (two at home base), our cost for transportation for eight trips, including Dial-a-Ride, is $1,650.00. -2- A. DIRECT COSTS (Continued) Fixed Assets/Rentals The cost of the rehearsal place we are now in, the choir room of the First Congregational Church of San Bernardino, is nominal. It is, however, rather small and, as we are approaching a membership of fifty, we cannot stay there much longer. We estimate that it will cost $40.00 for a two-hour rehearsal each week, or $160.00 per month. Rehearsal rental fees for a ten-month period would be $1,600.00. We are having problems finding a new place for day re- hearsals. Most of our singers will not drive at night. Fees and Others We have a standard dress uniform that is simple, yet costs money for some of our singers who are barely existing on Social Security. The estimated cost for the group is $250.00. Further Information This group started out with fifteen singers from AARP 2083 in Octo- ber of 1987. We are now approaching a membership of fifty, with the singers well distributed among the four parts, and we are still growing. Our musical progress from two-part work into more compli- cated four-part singing can be attested to by the standing ovations we get at our performances, including the last Mayor's Prayer Break- fast. The increasing joy and pride we get in striving for excellence is a continuing source of pride to the group. Mr. Frank Lindgren, our director, has added an assistant director for our-group. She is Mrs. Margaret Ransom, a retired choral di- rector for the San Bernardino City Schools. We have heard over and over again that this group is the best thing that has happened for, and to, older people in this city. Its greatest impact is upon the singers who are finding it enjoyable and stimulating, and this group has done much to help our self-esteem. -3- " FINANCIAL REPORT ESTIMATED COSTS FROM PRESENT TO JUNE 1, 1989 Rent Music, Supplies, Printing, Phone, Etc. TOTAL ESTIMATED COSTS OF ABOVE COSTS TO DATE (February 27, 1989) Rent Music, Supplies, Printing, Phone, Etc. TOTAL EXPENSES TO 2/27/89 TOTAL EXPENSES, ESTIMATED, ALREADY SPENT GRANT GIVEN FOR LAST YEAR $3,000.00 2/27/89 -4- $ 210.00 485.00 $ 280.00 2,020.00 $ 695.00 $2,300.00 $2,995.00 '" M I NUT E S FINE ARTS COMMISSION Friday, March 10, 1989 MIC Room, 6th Floor, City Hall San Bernardino, CA MEMBERS PRESENT MEMBERS ABSENT Dorris Ballard Sylvia cichocki C. Dale Jenks Frank Lindgren Esther Mata Harry Murray Barry Silver Richard Simon Dr. Amer EI-Ahraf OTHERS ABSENT Thelma Press, Liaison (Excused) ------------------------------------------------------------- Barry Silver, chairman, opened the meeting at 4:00 p.m. GRANT REQUESTS Inland Empire Symphony Association Mr. George Martinez represented Susan Feller at the Fine Arts Commission because Ms. Feller was called out-of-town on business. After briefly talking with Mr. Martinez, the Commission realized that he was unaware of what the oral interview entailed and was not prepared to answer their questions. The Commission decided to have Mr. Martinez return along with Ms. Feller to address the Commission at the April 14 meeting on the Symphony's grant request. AARP San Bernardino North #2083 MOTION: By Harry Murray to approve the money for $6,000 as requested in the grant application and that a list of the Board of Directors be included with all grants in the future. By Dorris Ballard and approved by the Commission with Frank Lindgren abstaining. SECONDED: FINE ARTS APPLICATION APPROVAL The Commission agreed that the new application form be tabled and discussed at the next meeting.