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HomeMy WebLinkAbout1985-478 1 RESOLUTION NO. 85-478 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR GRANT ALLOCATION FOR FISCAL YEAR 3 1985-1986 WITH COMMUNITY ARTS PRODUCTIONS. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 5 6 SECTION 1. The Mayor of the City of San Bernardino is 7 hereby authorized and directed to execute on behalf of said City 8 an agreement with the Community Arts Productions relating to 9 grant allocations for fiscal year 1985-1986, a copy of which is 10 attached hereto, marked Exhibit "I" and incorporated herein by 11 reference as fully as though set forth at length. 12 I HEREBY CERTIFY that the foregoing resolution was duly 13 adopted by the Mayor and Common Council of the City of San 14 Bernardino at a regular meeting thereof, 15 held on the 18th day of 16 following vote, to wit: Novp..mhP..T , 1985, by the 17 18 AYES: Council Members F.~+r:::.n~ Rp.;'ly H&:lorn;:'tnnn'" . MArk~ OniA' Fr~7.;p.r ~+rirokl~r 19 20 21 22 23 24 day of 25 26 NAYS: None ABSENT: None ~if~Ab C1:ty er The foregoing resolution is hereby approved this ;20~ November ~985. MaYO'~~~'dino 27 28 Approved as to form: &:~;>=~ C1ty ttorney , - --'f' 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 G R E E MEN T --------- (Community Organization) THIS AGREEMENT is entered into between the CITY OF SAN BERNARDINO, a municipal corporation, referred to as "City", and the COMMUNITY ARTS PRODUCTIONS, a California nonprofit organization, referred to as "Organization". The parties agree as follows: 1. Recitals. (a) Organization has requested financial assistance from City for the fiscal year 1985-1986, 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 approved by the Fine Arts Commission of the City, a copy of which is attached hereto as Exhibit "A" and hereby incorporated 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 term of this Agreement. (b) The expenditure is for a valid municipal public purpose, to wit: for promotion of arts and culture, as outlined in Exhibit "A". 2. Payment. Upon presentation of a claim to the City Finance Director, City shall pay to Organization from the budget for the 1985-1986 fiscal year, the total sum of SEVENTEEN THOUSAND DOLLARS ($17,000) at such time or times and in such periodic amounts as determined by the Finance Director of the City, consistent with the grant proposal approved by the Fine 1 Arts Commission. 2 3. Use of Funds. The funds paid to Organization shall be 3 used solely for the purposes set forth in "Exhibit A". Said 4 funds shall be expended by February 1, 1986, and any unexpended 5 funds shall be returned to City by Organization. 6 4. Accounting. At such time or times as may be requested 7 by the City Administrator or Director of Finance of City, 8 Organization shall submit to the City Administrator, with a copy 9 to the Director of Finance and the San Bernardino Fine Arts 10 Commission, an accounting of the proposed and actual expenditures 11 of all revenues accruing to the Organization for the fiscal year 12 ending June 30, 1986. Financial records shall be maintained in 13 accordance with generally accepted accounting principles by 14 Organization in such a manner as to permit City to easily trace 15 the expenditures of the funds. All books and records of 16 Organization are to be kept open for inspection at any time 17 during the business day by the City or its officers or agents. 18 5. Hold Harmless. Organization covenants and agrees to 19 indemnify and save harmless the City and its employees and agents 20 from all liabilities and charges, expenses (including counsel 21 fees), suits or losses however occurring, or damages arising or 22 growing out of the use or receipt of the funds paid hereunder and 23 all operations under this agreement. Payments hereunder are made 24 with the understanding that the City is not involved in the 25 performance of services or other activities of Organization. 26 Organization and its employees and agents are independent 27 contractors and are not employees or agents of the City in 28 performing said services. 2 1 6. Termination. City shall have the right to terminate 2 this agreement and any funding remaining unpaid hereunder for any 3 reason by mailing a ten-day written notice to Organization and 4 this agreement shall terminate ten days after the mailing of such 5 notice. In the event this agreement is terminated for reasons of 6 improper use of funds or use of funds for any purpose other than 7 those authorized, any unexpended portion of the funds provided by 8 City shall be returned to City. In addition, Organization shall 9 reimburse to City any funds expended which were used for any 10 purposes other than those authorized under this agreement. 11 7. Assignment. Organization shall not assign its interest 12 in this agreement without the prior written approval of City. 13 8. Final Report. Prior to February 1, 1986, organization 14 shall provide a final report on the project funded by this 15 agreement in accordance with the Criteria for Financial Support 16 heretofore provided by City to Organization. 17 9. Notice. All notices herein required shall be in writing 18 and delivered in person or sent by certified mail, postage 19 prepaid, addressed as follows: 20 21 22 23 City Administrator City of San Bernardino 300 North "D" Street San Bernardino, CA 92418 Dated: ~~/f'tI& Community Arts Productions P. O. Box 6033 San Bernardino, CA 92412 24 ATTEST: 25 ~~~d 26 27 By PRODUCTIONS . \ 28 Approved as to form: ~~Q C1ty orney c:.ny=.u---- 3 ~ Bernardino City , Fine ~ Commlalon QRGA."lIZA TlON GKAi'-.lf AFr'UU-\ j j\..N ! Vt-.M I. Applicant Organization lNcme. address, etc.) II. Contact Person TONY AMENDT TI I PlIOI.e t e t>RR~ Tn"..,'" 88i J tll COMMUNITY ARTS PRODUCTIONS P.O. BOX 6033 SAN BERNARDINO, CALIFORNIA 92412 (714) 885-34ll Phone (714) 862-2363 CA State Ncx"'::>roflt 10' IIUnber fII Years In Existence III. Progrcwn Category Ulder Which SI.wort Is R~ted: DANCE/ MUSIC/DESIGN ART 10 IV. Period of Support Req ~ed 1985 thru 1986 lSt<rtin9) ~Ing) V. SummarY of Project Description: City of San Bernardino Fine Arts Funding will be used to off-set increasing costs of Community Arts productions, by helping to maintain current high standards of performances. Bring Major Artists to the citizens of the City of San Bernardino. See Attached (If Additional Space Is Required. Attach Supplemental Sheet) VI. Need statement: Funding is required to maintain productions brought to all segments , of our population with continued emphasis on the involvement of young people from throughout the Inland Empire in the productions at special school performances. (If Additional Space Is Required. Attach Supplemental Sheet) VII. Intended Results: Community Arts Productions will play to over 10,000 school age children, senior citizens, and children with special needs from th~oughout the educational consortium. An estimated 17,000 persons '!11esee these productions. The~e productions provide a total cultural experience with major art1sts . ' (If Additional Space Is Required. Attach Supplemental Sheet) EXHIBIT A ". .. . . .- -..;.;; Estimated number of ~ ~ed to benefit from this prognmIproJech a) Number of peuolIl by paid att.,dcrlCllS 6000 b) Number of penOll1 by free or compliment.., acmlsslona 1 on n n 17000 Summary of estimated Comz A. Direct Costs Soleries CI'td ~ Supplies & Materlelll TraYeI Fixed Assets/Rentals or Leases Fees CI'td Other TOTAL COSTS OF' PRO.ECT $ SEE ATTACHED $ $ $ $ $ TOTAL PRO.ECT COSTS $ Orgalization ontlcipated f~ingfupe-:I -. A. Expenses SEE ~T'TACHED B. Revenues, Grants, Contributions, ete. Actual Most Recent Fiscal Period i estimated ThIs FIICICII Period i T otol cmount ~ted from Sm I3emardino City Fine Artl Commission NOTE: Amount Requ.ted $ lO-, 000.00 Plus total revenues, $ gronts, contributions, ete. Must ecpJOl total project $ costs above " CERTIFICA TlON: ,- ~ify that the i .. . ion l;:antalned In thll application, including all attachments CI'td aJpPOrtlng '.ials il true and ect best of our knowledge. .II.orizing Official Date Sig1ed .utur ..e (print or type) .le PRESIDENT Date Sig1ed .a1ure .... (print or type) lie . K (to whom grant pa)'nwlht will be sent) If other ttal carthorlzlng official .ature Date SIg1ed .... (print or type) -ile Request for Funding from the City of San Bernardino Fine Arts Commission Presented by COMMUNITY ARTS PRODUCTIONS Post Office Box 6033 San Bernardino, California 921112 27 September 1985 " COMMUNITY ARTS PRODUCTIONS has entered the 1985-1986 season marking our Tenth Anniversary Celebration as one of the leading fine arts organizations in the City of San Bernardino and the Inland Empire. During 1984-1985 our productions played to a total audience of over Fourteen Thousand (14,000). In keeping with our unique tradition, over sixty percent (60%) of the total viewing audience was comprised of children from throughout the area attending our four special school performances. This record is unparalleled here in the Inland Empire and is one of which we are very proud. Not only do our school performances provide the children an excellent exposure to the fine arts--the productions are presented in their entirety with full orchestration and guest artists--but during the intermission break the children gain a behind-the-scenes look at the workings of a theater production. Launching this year's Tenth Anniversary celebration will be our annual presentation of the classic Nutcracker Ballet, a tradition here in the City of San Bernardino. In last year's request for funding, we stated our plans to bring major artists to the city for this gala celebration. In keeping with those plans, COMMUNITY ARTS PRODUCTIONS will be presenting this year Deborah Hadley and Wade Wallehl, principal dancers with the Pacific Northwest Ballet in Seattle, Washington, and Yvette DeMarco and Edward Toole with the former Los Angeles Ballet. In addition, we will feature the Inland Empire Symphony under the direction of Mr. Don Jaeger. ; As projected in our annual budget, we anticipate offsetting some of our expenses with funding from the City Fine Arts Commission, Inland Empire Cultural Foundation (CLASS), and the California Arts Council. This is our first year to apply to the California Arts Council, and realistically, our chances of receiving funding are slim. Due to cash flow problems, the Inland Empire Cultural Foundation (CLASS) is running two quarters behind in th~ir funding to COMMUNITY ARTS PRODUCTIONS, but have stated they hope to get our funding "caught up"in ninety days. .' An additional funding need this year resulted from the musician's union's [Orange Belt Musicians Association Local #167] new requirement that COMMUNITY ARTS PRODUCTIONS make payment of $14,537.00 prior to November 1, 1985 in order to receive cosponsor benefits. This means that our prior practice of paying after the performance will no longer be possible; this severely impacts our immediate cash requirements. COMMUNITY ARTS PRODUCTIONS is aggressively working on fundraisers in an effort to provide replacement of deteriorating supplies. We recently completed a rummage sale which raised over $1,500.00; our annual Founders Cocktail Party will be held in October; and a Monte Carlo Nite is scheduled in the spring, In addition we have initiated reserved seating for our public performances with ticket prices set at $7.00, $11.00, and $15.00, hoping to raise additional revenue, while still bringing the best possible production to the most people at the lowest possible prices. As a new commitment this year, COMMUNITY ARTS PRODUCTIONS established a Scholarship Fund, The purpose of this fund is to help young dancers in financial need, who are accepted or invited to attend National Company schools. This past summer, COMMUNITY ARTS PRODUCTIONS matched funds with four young dancers who were selected to attend the Pennsylvania Ballet. The impact of the national recognition this brings to our community can only be fully appreciated when one considers that these four young dancers from our area were among only seventy (70) selected from auditions held nationwide! COMMUNITY ARTS PRODUCTIONS is confident the City Fine Arts Commission is aware that costs to organizations like ours are continually increasing: Orchestration, Theatre rental, Advertising, Printing, Union fees, Insurance, and more. We respectfully request funding from the City of San Bernardino Fine Arts Commission in the amount of Twenty Thousand Dollars ($20,000.00) to offset these increasing costs. Though this figure may at first appear staggering, when viewed in relation to the number of people served each year by COMMUNITY ARTS PRODUCTIONS, it becomes " clear we are asking only for an approximate investment of $1.10 per person served by our organization. COMMUNITY ARTS PRODUCTIONS thanks the City of San Bernardino Fine Arts Commission for their past support and appreciates their consideration f. of this request. COMMUNITY PRODUCTIONS Tony Amendt, President I " . .. COMMUNITY ARTS PRODUCTIONS Actual vs Budget Cope11ia 1985 INCOME BUDGET ACTUAL VARIANCE Ticket Sales 21000 10248 ( 10752) . Other Revenue 2000 1157 ( 843) TOTAL 23000 ll405 ( ll595) EXPENSES Orchestration 14000 13019 981 Choreography 3500 3500 0 Theatre Rental 2500 2850 (350) Stage Hand/Lighting 3000 2186 814 Advertising/promotion 3000 2356 644 Guest Artists 3600 1650 1950 Company Dancers 2900 150 2750 Scenic Repair 2000 3358 (1358) Administration 1000 0 1000 Wardrobe 1800 1688 ll2 Studio Rental 750 750 0 Wardrope Cleaning 300 0 300 Printing 2200 1574 626 Miscellaneous 450 1071 (621) 41000 34152 6848 EXCESS REVENUE OVER EXPENSES (18000) (22747) (4747) FINE ARTS COMMISSION 12000 ' 12000 0 (6000) (10747) (4747) ," COMMUNITY ARTS PRODUCTIONS ACTUAL vs BUDGET Fiscal Year 1985 NUTCRACKER 1984 INCOME BUDGET ACTUAL VARIANCE Ticket Sales 34000 34566 566 * Other Revenue 2500 2320 (180) TOTAL 36500 36886 386 EXPENSES Orchestration 22500 22106 394 Choreoqraphy 5600 3550 2050 Theatre Rental 3500 3790 (290) Staqe Hands/Liqhtinq 5000 4214 786 Advertisinq/Promotion 4000 1833 2167 Guest Artists 4600 3976 624 Company Dancers 3600 1499 2101 Scenic Repair 2300 3744 (1444) Administration 1200 599 601 Wardrope 2500 744 1756 studio Rental 750 750 0 Wardrobe Cleaninq 600 504 96 Printinq 2500 2461 39 Miscellaneous 8.00 1488 (688) 59450 51258 8192 EXCESS REVENUE OVER EXPENSES (22950) (14372) 8192 OTHER REVENUE Inland Cultural Foundation .15000 11250 (3750) Founders , Fund Raisers 6450 10149 3699 . .tnteresf Income 0 . . .541 541 (1500t 7568 9068 . OTHER EXPENSES Administrative Costs 0 4130 (4130) Scholarship Costs 0 3840 (3840) NET DEFICIT (1500) (402) 1098 *Entry Fees, T-Shirt, Pr!3qram Sales. , .1 COMMUNITY ARTS PRODUCTIONS PROJECTED BUDGET FISCAL YEAR 1985-1986 INCOME Ticket Sales Other Revenue Total EXPENSES Orchestration Choreography Theatre Rental Stage Hands/Lighting Advertising/Promotion Guest Artists Company Dancers Scenic Repair & Maintenance Administration Wardrobe Repair & Maintenance Studio Rental Printing Miscellaneous Total Excess Revenue Over Expenses OTHER REVENUE NUTCRACKER 34.000 3.400 37.400 25.200 7.000 4.000 4.000 3.600 3.600 3.600 2.500 1.200 2.500 750 3.500 2.000 63.850 (26.450) Fund Raisers California Arts Council Inland Empi~e~Cultuial FoUndation (Deficit) OTHER EXPENSES Administrative. Net Deficit . ; 23 SPRING PERFORMANCE TOTAL 21.000 2.100 23.100 55.000 _.5 ..500 bO;5OO 15.680 40.880 3.000 10.000 3.500 7.500 3.500 7.500 3.600 7,200 2.900 6.500 - 2.900 6.500 2.500 5.000 1.200 2.400 2.000 4.500 750 1.500 2.500 6.000 1.200 ~ 45.830 109, 80 (23.730) (49.180) 15.000 6.000 13.000 (15.180 ) 4.320 (19.500) ,t:;. -.,. -=:- .