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CITY OF SAN BERNODINO - REQUEST FCJI COUNCIL ACTION
From:Thelma Press, Fine Arts Liaison
_ for the Mayor and Council
DeptMayor's Office
Date: November I, 1991
Su~~: Recommendation by the Fine Arts Commission
to grant $18,000.00 to the Inland Dance
Theaters, Inc.
Synopsis of Previous Council ~ion:
NONE
Recommended motion:
Adopt Resolution.
~a/ ;ft~
Signature
Contact person: Thelma Press
Phone:
ext. 5114
Supporting data attached:
YES
Ward:
FUNDING REQUIREMENTS:
Amount:
$18,000.00
Source: (Acct. No.!
001- Oq {- 53~t10
(Acct. Descriotionl
Finance: {~Jjv
Council Notes:
7540262
Agenda Item No /7
CITY OF SAN BERNQlDINO - REQUEST lOR COUNCIL ACTION
STAFF REPORT
The Inland Dance Theater is presenting a 16th production of
Nutcracker for the holiday season.
The Nutcracker performance gives the young people in our area the
opportunity to study dance and production management.
The Nutcracker presentation brings the entire valley into San
Bernardino for this yearly performance. Their amount requested was
$30,000.00.
The Fine Arts Commission granted $18,000.00 and continues to
encourage the Inland Dance Theater to generate other funds for
costume and set replacement and storage costs.
There will be three public performances this season which hopefully
will add more income.
Fine Arts Commission recommended at their October 8, 1991 meeting
to award the Inland Dance Theater $18,000.00 due to the very large
number of organizations requesting funds.
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH INLAND DANCE THEATERS, INC., OF
SOUTHERN CALIFORNIA FOR 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
7 hereby authorized and directed to execute on behalf of said
8 City an Agreement with Inland Dance Theaters, Inc., a copy of
9 which is attached hereto, marked Exhibit "A" and incorporated
10 herein by reference as fully as though set forth at length.
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SECTION 2.
The authorization to execute the above-
referenced agreement is rescinded if the parties to the
agreement fail to execute it within sixty (60) days of the
passage of this resolution.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the city of San
Bernardino at a
day of
meeting thereof, held on the
, 1991, by the following vote, to
wit:
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 EXECUTION OF AN AGREEMENT WITH INLAND DANCE THEATERS, INC.,
FOR THE PROMOTION OF ARTS AND CULTURE.
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COUNCIL MEMBERS:
ESTRADA
AYES
NAYS
ABSTAIN ABSENl'
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
City Clerk
The foregoing resolution is hereby approved this
day of , 1991.
W. R. "Bob" Holcomb, Mayor
city of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN
City Attorney
BY:
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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
Inland Dance Theaters, 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 1991-92, in order to
assist in defraying the expense of certain concerts, shows,
festivals or events or activities sponsored by Organization as
set forth in Organization'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 incorporated 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 municipal
public purpose, to wit: for the promotion of art appreciation
in San Bernardino, as more fully set forth in the proposal
submitted by Organization.
2. Pavment. Upon presentation of a claim to the City
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Finance Director, city shall pay to Organization from the
budget for the 1991-92 fiscal year, the total sum of eighteen
thousand dollars, to cover the costs per the Fine Arts grant
application agreement.
3. Use of Funds. The funds paid to Organization
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, 1992, 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, 1992. Financial records shall
be maintained in accordance with generally accepting
accounting principles by Organization in such a manner as to
permit City to easily trace the expenditures 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 officers or agents.
. 5. Hold Harmless. Organization covenants and agrees
to defend, indemnify, and hold harmless the City and its
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IiID
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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 activities of Organization. Organization
and its employees and agents are independent contractors and
are not employees or agents of the City in performing said
services.
6. Termination. City shall have the right to
terminate this Agreement and any funding remaining unpaid
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 and
maintain during the life of this Agreement such public
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liability and property damage insurance as shall insure City,
its elective and appointive boards, commissions, 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 I s or its agents I
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 occurrence.
(c) Workers Compensation. Organization shall
provide workers compensation insurance in the amount required
by state law if the funds provided hereunder are to be paid as
salary to any employee of organization. Organization shall
require that all rights of subrogation under such policy of
workers compensation insurance shall be waived as to city.
City shall be set forth as an additional named
insured in each policy of insurance provided hereunder.
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9.
Obliqation.
Organization hereby covenants that
it has taken all actions necessary to make the adherence to
the obligations imposed by this agreement a binding obligation
of the organization.
10. Notices. All notices herein required shall be in
writing and delivered in person or sent by certified mail,
postage prepaid, addressed as follows:
As to City:
City Administrator
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92401
As to Organization:
Inland Dance Theaters, Inc.
Attn: Jean E. Roche
P.O. Box 6033
San Bernardino, CA 92412
This Agreement and any
11. Entire Aqreement.
documents or instruments attached hereto or referred to herein
integrate all terms and conditions mentioned herein or
incidental hereto, and supersede all negotiations 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 conditions of this Agreement shall prevail.
12. Non-Discrimination.
Organization agrees that
for the term of this Agreement it shall not discriminate in
employment,
recruitment,
hiring,
admission practices,
advertising or in any other manner on the basis of race,
color, creed, religion, national origin, sex, physical
handicap, or marital status.
DATED:
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AGREEMENT RE: THE CITY OF SAN BERNARDINO AND INLAND DANCE
2 THEATERS, INC.
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ATTEST:
City Clerk
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
1,1'),-<.(.
CITY OF SAN BERNARDINO
W. R. "Bob" HOlcomb, Mayor
ORGANIZATION
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l~....
.,'.,.,.,., ur~an1Zatlon Grant Apo1 ication Form
For Perf~ing Arts
t _J '
'.*'
I .. "t '
'~';
.Fin.~Arts" Conm1ss10n
\
.~..;t':,.....,~.".,~. . .....~.
1. Applicant Organization (Name, Addr~s,
etc.)
.
II. Contact Person JEAN to. 'W~'_
Title PRESIDENT Phone 783-4824
INLAND DANCE THEATERS, INC.
P.O. BOX 6033
SAN BERNARDINO, CA 92412
III. Program Category Under Which Support
is Requested: DANCE
IV. Period of Support Requested
Phone 783-4824
CA State Non-Profit 10 ~
Number of Years in Existence
0733047
16
SEPT 14, 19~11ru
Starting
D~~. 8. 1991
En lng
V. Summary of Category Descriptions
SEE ATTACHED STATEMENT
VI. , Estimated number of persons expected to benefit from this program/project: 11400
a) Number of persons by paid attendance: 8100
b) Number of persons by free or complimentary admission: 3300
VII. Need Statement:
SEE ATTACHED STATEMENT
VIlI. Intended Results:
IX.
SEE ATTACHED STATEMENT
Summary of Estimated Costs:
A. Direct Costs
Salaries & lIages
Supplies & Materials
Trave I
Fixed Assests/Rentals or Leases
Fees & Other
SEE ATTACHED BUDGET
TOTAL COSTS OF PROJECT
S
S
S
S
S
TOTAL DIRECT CQS75 ~
TOTAL PROJECT COSTS S--r32,350
,
B.
Indirect Costs
A. Expenses
B. Revenues, Grants, Contributions, etc.
Actual Most Recent
Fiscal Period
S
S SEE ATTACHED BUDGET
Estimated This
Fiscal Period
S
S
X. Organization Anticipated Funding/Expenses:
Total
~:
Amount Requested From San Bernardino City
Amount Requested S
Plus total revenues, S
grants, contributions,etc.
Must equal total project S
costs above.
Fine Arts Commission:
38,888 :\\>\'O,OOO.OQ
xL
XII.
CERTI FICATfIQN:
Project 0 flcer
Phone Number
--
I.
Title
PRESIDENT
9/19/91
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Y Project Description
In1.nd D.nce The.tres will present the 16th production of
Nutcr.cker to the San Bernardino community and surrounding
.re., dr.wing . diverse .udience from the .rea. In pa.t
years close to 100,000 school children have .een Nutcracker
bringing B.11.t, Music .nd a live performance into their
1iv.s.
We .re r.que.ting funds this year to r.p1ace co~tumP.s and
s.ts which are v.ry old for the first act, as well as
incr....d production cost..
Diane Amendt has been our Artistic Director for the p.st 12
ye.rs and brings a wealth of knowledge and charm to the
production. Thi. year a.sisting Diane i. Evette Demarco
Swinson, who has a.sisted Diane in past years. Evette has
d.nc.d many roles in Nutcr.cker in past years and has been a
dancer with the defunct Los Ange1e. Ba11.t.
We have. very dedicated bo.rd th.t helps with .11 of our
prOductions .nd fundraisers.
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VII Need. Statement
Inland Dance The.tre ha. been . le.der in the San Bernardino
.re. for the p..t Ie y..r. in bringing quality dance
production. to the community.
The Nutcr.ck.r perform.nce is perman.nt p.rt of the Holid.y
Sea.on for m.ny people in the Inland Empire. They look to u.
to provide. qu.lity production fe.turing many of their
friend.. neighbor. and family which enriches their live. and
add. .njoym.nt to the Holiday Sea.on. It has become a
tradition for m.ny of u. to look forward to in December.
Our .udience h.. grown from a local production to one from
m.ny .urrounding .r.... We h.ve sold ticket. to people from
.. far .way .. Hem.t to Alt. Lom.. We have received many
call. this ye.r requesting inform.tion about this years
production .nd when we will .tart to ..11 tickets.
We need the help of the City of San Bern.rdino Fine Arts
Commis.ion to .nable us to grow. This year we .re planning
on three public performance. which will add more income and
fulfill public r.questfor .dditional performances.
Our target groups are .chool children. senior citizens. and
new residents to the S.n Bernardino community.
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VIII Intended Results
Our primary goal in the production of Nutcracker is to enrich
the live. o~ children who may never have seen the Ballet or heard
an orche.tra or ~or that matter never have seen the inside of the
C.li~orni. Theatre. It is so rewarding to hear the comments of
the.e children a. they entp-r and leave the theatre, it makes all
the .~~ort that goes into the production worthwhile. For the past
13 years the children of our city and surrounding county have had
the education this per~ormance af~ords. This year 6800 more
young people will have the opportunity to see this performance.
We would like to make San Bernardino the center for the arts and
.ave many people the trip to Orange County or Los Angeles.
This year we are planning four school shows which will be sold
out and three public performances. We project an audience of
4700 people this year.
The time frame of this production is September 14 1991 through
December 8th 1991.
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, IX PAGE 1
: NUTCRACKER
ACTUAL ACTUAL ACTUAL BUDGET
ITEMS 1988 1989 1990 1991
INCOME - ALL SOURCES
PUBLIC TICKET SALES 37.361 39.268 46,588 54.000
SCHOOL PARTICIPATION 17.284 19.215 20,451 26.000
. NON - REYENUE SEATS
PRDGRA/'I SALES 1.046 1.160 1,884 2.000
. NUTCRACKER SHIRTS 1.762 1,824 2,834 3.000
INTEREST INCOME 196 510 300 600
REG FEES 1.125 840 685 2.000
FOUNDERS 4.988 7.590 7,625 12,000
CAST.PARTY FUNDS 2.000
FUND RAISERS 0 0 0 750
63.762 *70,407 80,367 102.350
EXPENSES
ORCHESTRA 30.015 30.182 36.649 40.000
FLOOR AND STANDS 120 165 250 250
CHAIRS 121 83 80 100
REGES 450
CHOREOGRAPHERS 9.235 12.000 11 ,900 12.000
GUEST ARTISTS 8.328 9,200 10,600 15.000
COMPANY DANCERS 1,875 1.300 1,400 1.500
HOUSING GUEST ARTISTS 667 300 528 1.000
TRANSPORT GUEST ART 1.200
COMPANY CLASSES 995 1.000 1.887 1.200
STAGE DIR 580 1.000
RENTAL CALIFORNIA THEATER 6.640 6,530 6,304 7,000
STAGE HANDS AND LIGHTING 4.336 4.535 5.180 6.200
RENT AUDITIONS. REHEARSAL 1.800 1.860 1,860 2,000
SET NEW CONSTRUCTION 1.410 0 0 6.000
SET REPAIR & MAINTENANCE 300 250 480 1 .000
SET & COSTUME STORAGE ::h619 2.250 3,000 3.000
CLO DROPS 344 345 347 400
OTHER DROPS 487 480 597 600
PROP RENTALS 213 255 320 400
DRY ICE 140 183 156 300
MOYE SETS 344 350 400 450
SUB TOTAL 70.989 71,268 82,518 101.050
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ITEM
NEW COSTUMES
REPAIR & MAIN COSTUMES
SEAMSTRESS
COSTUME RENTAL
CLEANING CoSTUMS
MAKE - UP
PRINT MEDIA
PROGRAMS. FLYERS. POSTERS
ART. PHOTOGRAPHY. ETC.
PRINT TICKETS
VIDEO TAPE
NUTCRACKER SHIRTS
BRo AD
INSURANCE
TELEPHONE
POSTAGE
CoST~ 0l!I TICKET SALES
VISA & AMERICAN EXPRESS
INVITATIONS - FOUNDERS
ENTERTAI~ENT - FOUNDERS
CATERING - FoUNDER'S PARTY
PRE - SHOW RECEPTION
CAST FLOWERS & GIFTS
CAST PARTY RENT
CAST PARTY FOOD ETC.
: ADMINISTRATIVE COORDINATOR
SUB TOTALS
TOTAL
.... ~..
ACTUAL
1988
ACTUAL
1989
o
ACTUAL
1990
2,651
1,678
600
120
701
282
3,1 72
3,280
840
200
o
2,339
1,000
960
340
2,208
1,480
250
00
758
o
633
2,246
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25,738
108,356
100,593
,
BUDGET
1991
2,500
1,800 '
1,000
200
500
200
4,200
3.500
1,000
200
1.000
2,400
1,500
1,200
500
300
3,000
1.300
300
00
1.000
o
750
2.400
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30.750
132.350
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1,102
274
600
375
o
630
o
1.100
200
65
560
420
SAN BERNARDINO CITY FINE ARTS COMMISSION
17.500 20.000**20.000****20,000****20.000*****
MUSICIAN'S TRUST FUND 5.525 7.850*** 7.115****
IN 8-BB I.D.T. HAD A NOTE FOR - $10.000
I.D.T. RECEIVED (**) AND (***) FOR NUTCRACKER 1989
I.D.T IS TO RECEIVE (****> AND DID GET CREDIT (*****> 1990
BECAUSE OF LATE PAYMENTS FROM GRANTS I.D.T. IS APPRO X $13.000
IN DEBT AT THIS TIME.
2.472
2.968
1.545
200
o
1.368
3.007
2,624
1.843
114
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1.458
500
894
271
1.000
44
58
75
509
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704
o
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1.000
1,260
320
1,300
1.340
232
200
697
o
1.023
1.818
o
580
15.589
21.161
B6.568
92.429
TOT