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BERNARDINO POST OFFICE BOX 1318. SAN BERNAROINO.CALIFORNIA92402
January 9, 198-7
SHAUNA CLARK
CITY CLERK
Barry Silver, Chairman
Fine Arts Commission
1783 E. Sonora Avenue
San Bernardino, CA 92404
Dear Mr. Silver:
At the meeting of the Mayor and Common Council held
January 5, 1987, the matter relative to the allocation
of $15,000.00 from the "Fine Arts" developer fees for
operational expenses for the Fe1dheym Central Library
galleries was referred back to the Fine Arts Commission
to re-evaluate the grant request and report back within
thirty days or sooner~
The Mayor and Common Council clarified the matter to the
Fine Art~ Commission that it is okay to consider the
grant request under the scope of the developer fee ordi-
nance.
Sincerely,
~/ufJ~
SHAUNA CLARK
City Clerk
SC:dc
cc: City Attorney
City Administrator
City Librarian
Finance
Thelma Press
~.E..IN. PROtRESS
,~
300 NORTH "0" STREET. SAN BERNAROINO. CALIFORNIA 92418'()121
PHONE (714) 383-6002/383-6102
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CITY OF SAN BERNARDINO
300 NORTH "0" STREET. SAN BERNARDINO. CALIFORNIA 92418
(714)383.5133
EVLYN WILCOX
Mayor
OFFICE OF THE MAYOR
January 15, 1987
.,
Ms. Shauna Clark, City Clerk
City of San Bernardino
300 N. "0" Street
San Bernardino, CA 92418
Dear Ms. Clark:
In answer to your letter of January 9th regarding the fee
allocation and request from the Feldheym Library, the prior
grant application was denied because, after much delibera-
tion, the Fine Arts Commission members felt the funds were
going to an outside contracting company to handle and develop
their request.
We did say they could apply to the Fine Arts Commission at a
later date. However, if the Feldheym Library grant request
is to be met by the 1/2% development fees, as of now, the
monies in hand, according to the Finance Department, of
development fees is $5,624.00.
The Commission, at the last meeting, called a halt to dis-
bursement of future grants until a revenue build-up was
available.
The Commission will notify Mr. Whitney when funds are avail-
able for the application.
Sinc,rely, /'
,/r~~i~~ J I.~ '(;.0 (t<Dt/ ."
''/--___'' '"to, {.... .<, "
Barry ilver
Chairman, Fine Arts Commission
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Thelma Press
Liaison
cc: Mayor Evlyn Wilcox
Members of the Common Council
Ray Schweitzer, Acting City Admin.
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~lIcant Orgcl'\ization CName. address, etcJ
Board Of Trustees
SAN BERNARDINO PUBLIC LIBRARY
555 W. Sixth Street
San Bernardino. CA. 92410
II. Contact p~ Stephen Whitnev
Title City Librarian Phone 383-5080
III. Pft9'cm Category lhter Whld\ Support
Ia R....teck EXDansion Arts
Phone 383-5080
CA State Nan-Proflfl), City
Number of V.... In Exlltence 95
IV. P..1od of s...,ort ~ed Twelve months
commencing in FY 1986-1987. such as
Jan. 1987 thru Dec. 1987
\Stcning) ~
V. SuMmary of Project OeIa'iptian:
SEE ATTACHED SHEET - page 3
(If Additional $pace II Required. Attach Suppl....tal Sheet)
VI. Need statemenb SEE ATTACHED SHEET - page 12
Of Acldltional5pac:e II Required. Attach Supplernmtal Sheet)
VII. Intended Re.lltll By the end of the twelve month period. it is estimated...
a.) 50.000 students will have viewed one or more of the five exhibits
b.) 70.000 parents will have viewed one of more of the five exhibits
c.) 90 tours of the exhibits will have been conducted for the community at large by the Docents
Of The Norman F. Feldheym Central Library with an average attendance of twenty five visitors
d.) 10.000 senior citizens will have viewed one of the five exhibits
(If Additional5Dace II ~Ired. Attach SuDDIen'*'tal $heet)
. .
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VIII. Eatlrruted runber of .--- apeded to tMneflt frcm this prognm/projech
a) ~ of penanI by paid att~
b) ~ of I*'IGI- by ..... or ~1nwI'ary ....lalona 332 · 250
332.250
IX. ~ of estimated CaItII
A. Direct Costs
Solari. cn:I ~
~II_ & Mat_lala
Travel
Fixed AuetslRentala or L...
F_cn:I~
TOT AL COSTS OF PRO.ECT
10,1:\00
Administrative overhead. custodial services and security not included in the above.
X. Orgcnzatian G\tldpated f\ftiinglexpeNllP Actual Mod RecMt estimated ThIs
Filcal P.-Iod Fllcal P.-Iod
$ 14,535 $ 20,500
$. 14.535 $. 20.500
$
$
$
$
$
$
TOTAl.. PRo.ECT COSTS $
2.500
18.000
A. &pentes
B. RevwuII, Cirattl, Cantributlanl, ~c.
XI. Total cmcM\t requested from SG\ Bernardino City FIM Arts Commlllian
NOTEs ~t~ed $ 15,000
PIUI total r~ $. 5,500
~ts, ClQntributionl, etc.
MUlt equal total project $ 20,500
CDlts cmow
The Library will pay administrative overhead, custodial services and security eXDenses.
XII. CERTFICA TIONI
We certify that the information cmntained In this application, including all attachments cn:I aIppOI'ting
mat.-ials ia true and c:arrect fa the best of eM' knowledge.
Authorizing Official(s)
Si~e 4.rt'~ ~ . -+'-" ""71--- Date 519* October 9. 1986
Ncme (print ~ type) Larry B. Harvey
Title President, Board Of Trustees, San Bernardino Public Librar
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Sl~ ..>;::~ --..\~~- ~~ DateSlpcl October 9,
Ncme (print or type) Wh i t-
Title . City Librarian, City Of San ~ernar no
1986
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Section V - 1
V. Summary Of Project Description:
The Board Of Trustees of the San Bernardino Public Library intends to
produce five major art exhibits in the galleries of the Norman F.
Feldheym Central Library for free viewing by the general public as well
as extensive school classroom visits.
During the FY 1986-1987 the Board Of Trustees requests $15,000 from the
Fine Arts Commission for selection of artists, coordination of exhibits,
installation and takedown expenses and incidental costs to provide the
five exhibitions. A summary budget is attached. (page 19 & 20)
The Library Board foresees that four of these exhibits will center around
the types of art represented in past exhibits: oil paintings, water colors,
acrylics, marble sculpture, neon art and other three dimensional media such
as pottery, rug weaving and the like. A committment has been made to
include a range of ethnic representation such as Mexican and Chicano art,
Black art and American Indian creations to broaden the community's exposure,
particularly among school children. Toward that end the Docents of the
Feldheym Central Library have pledged their support in organizing and con-
ducting tours of the exhibits.
The fifth exhibit will be a major juried art show to allow area artists to
have their finest pieces displayed in the Feldheym Library to complete its
role as a focal point of commnuity activity and culture.
With the support of the Fine Art Commission, the Library Board plans to
issue an Request For Proposals from groups and individuals who might wish
to serve as contractor in arranging the series of exhibits. It is antici-
pated a member of the Fine Arts Commission would be asked to serve on the
selection committee.
A draft of the contract prepared by the City Attorney's Office is submitted
as an attachment.
Key organization members responsible for the production of previous exhibits
include Mrs. Kathleen Grossman (Library Board Secretary and Chairman of the
Gallery Committee), Steve Whitney (City Librarian and Gallery Committee member),
and Chelo Eckhardt (Consuelo Eckhardt & Associates officer and Contractor
Coordinator to the Library Board), and Mrs. Shirley Tochterman and Mrs.
Barbara Savage (Chairpersons of the Docents Of The Norman F. Feldheym
Central Library).
~
Section V - 2
SPECIFIC CONTRACTOR SERVICES
1. Administrative duties: Select the shows. interview and
communicate with the artists
Sales administration and marketing efforts
Administration: Phone work
Paper work
Contracts
Correspondance
2. Exhibit responsibilities:
a. Exhibit design: Framing
Placement of works
Lighting layout
Writing labels
b. Hanging exhibits
c. Coordinate deliveries and pickup of artists work
d. Design posters and announcement/invitation
e. Write and disperse press releases; work with the press. i.e. local
newspapers
f. Coordinate reception with the artists
g. Docent briefings
4
Section V - 3
1
RESOLUTION NO.
2 RESOLUTION OF THE BOARD or TRUSTEES or THE SAN BERNARDINO
PUBLIC LIBRARY AUTHORIZING THE EXECUTION AND RATIFICATION OF AN
3 AGREEMENT WITH RELATING '1'0
CONSULTING SERVICES.
4
BE IT RESOLVED BY THE BOARD or TRUSTEES OF THE SAN
5 BERNARDINO PUBLIC LIBRARY AS POLLOWS:
6 SECTION 1. The City Librarian is hereby authorized and
7 directed to execute on behalf of said Board of Trustees an
8 Agreement with relating to
9 consulting services, which agreem~nt is attached hereto, marked
10 Exhibit -A-, and incorporated herein by reference as fully as
IJ though set forth at length.
12 I HEREBY CERTIFY that the foregoing resolution was duly
13 adopted by the Board of Trustees of the San Bernardino Public
14 Library at a
15 __ day of
16 to wit:
17 AYES:
18
19 NAYS:
20 ABSENT:
2J
meeting thereof, held on the
, 1986, by the following vote,
22
23
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24 ./"h/ ,- - ''-L' /. I
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25 City Aftc,rney-
26
27
28
City Librarian
Approved as to form:
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Section V - 4
1
2
3 Board of ~ru.tee. of the San Bernardino Public Library, referred
to as -Board-, and
AGREEMEN'l'
!BIS AGREEMENT i. ratified and entered into between the
4
5
6
7
8
9 international artists from whom exhibits would be selected.
B. Develop a marketing strategy to use in selling the
referred to as -Consultant-.
The parties agree as followss
1.
Scope of Services.
Consultant shalls
A.
Identify and interview local, national and
10
11 artworks shown in the gallery, i.e. mailing lists, publicity to
12 Southern California art magazines and publications, announcements
13 to other galleries, etc. A percentage of the total sales income
14 produced from the gallery is to be returned to the library.
C. Deal with all inquires, negotiations, and sales of
15
16 the gallery.
17 the office of Consultant.
18
19 juried.
20 design of exhibit, coordinating deliveries and pick up of
21 artworkS, designing posters and announcements, writing and
22 dispersing press releases, working with press, coordinating
23 receptions and openings with artist, handing and disassembling
24 the exhibit.
All administrative tasks are to be handled through
D.
Produce five
exhibits, one of which is to be
Each exhibit would require the following preparation:
25
E. Juried exhibit will require interviewing, and
26 recommending professional art juror to Library Board of Trustees
27 for hiring. Consultant will work with hired juror(s) to
28
1
Section V - 5
1 deter.ine criteria, requirement. and definition. (i.e. ..dia,
2 theme., technique.) of vork to be accepted into .how.
S Consultant vill .ake public all facts regarding the
.4 coapetition before vork ia accepted for jurying. A clear
5 statement of each juror'. attitude and intentions toward jurying
6 vill be made available to artists before they enter competition.
7 All vorks will be judged equally and fairly.
8 Consultant vill provide Artists Equity Association national
9 policy guidelines for juried exhibitions to hired jurof's and
10 Library Board for review.
11 F. Provide docent briefing to library docent group.
12 2. Services to be Furnished ~o Consultant. All
13 information, data and reports, existing and available to the
14 Board relating to the performance of Consultant's services shall
15 be furnished to the Consultant without charge. City shall
16 provide insurance, security, printing, selection guidelines and
17 official exhibition.agreements.
18 3. Time of Performance. Consultant shall spend the time
19 necessary to accomplish the services referred to in Paragraph 1
20 of this agreement.
21 4. tgmpensation. Board shall pay Consultant the sum of
22 for services
23 performed pursuant to this agreement certified by the City
24 Librar ian.
2S 5. !I1bod of Payment. Compensation for services ahall be
26 made in progress payments aa follows: three thousand
27 dollars (t3,000.00) on the opening day of each exhibit.
28
2
7
Section V - 6
1
2
3 All
4 Trustees
invoices rendered by Conaultant to the Library Board of
and/or their representative. are due and payable within
5 ten days of billing date unless apecifically atated otherwise in
6 this agreement.
7 6. Written A9reements with Artists. At least one week
8 prior to the installation of each new exhibit, the Consultant
9 shall present copies of signed agreements with each of the
10 participating artists. All fees and costs shall be stipulated in
11 these agreements and the Board's liability shall be specifically
12 limited. These agreements shall contain the further stipulation
13 that no artworks are to be installed before an agreed upon
14 installation dateJ that none shall be substituted during an
15 exhibit in progress and that all works shall be removed by an
16 agreed date.
17 7.~. The. term of this agreement shall be for
18 months, commencing and terminating
19
20 8. B~..l.uionshiD of Parties. Consultant is acting as
21 independent contractor, and not an employee of Board. Consultant
22 shall not be supervised, directed, or under the control or
23 authority of any Library officer or employee, except and to the
24 extent expressly or implicitly required by this agreement. Any
25 required direction or control shall be limited to broad
26 objectives or goals and not to the details and procedures to
27 accomplish objectives or goa18.
28
3
Section V - 7
1 t. Bold Baraless. Consultant shall bold aoard, the City of
2 San aernardino, its elective and appointive boards, commissions,
3 officers, agents and employees, barmless from any liability for
4 damage or claims for damage for personal injury, including deatb,
5 as well as from claims for property damage or any otber cause of
6 action which may arise from Consultant's operations under this
7 agreement. Consultant shall defend Board, the City of San
8 Bernardino and its elective and appointive bOards, commissions,
9 officers, agents and employees from any suits or actions at law
10 or in equity for damages caused or alleged to have been caused by
11 reason of Consultant's performance under this agreement,
12 including any claims that aay arise against Board or City by
13 reason of Consultant's relationships with Board being legally
14 categorized as other than an independent contractor relationship.
15 10. Consultant's Personnel. A Managing Officer shall be
16 responsible for the overall direction of the Consultant's
17 activities in fulfillment of this contract, including the
18 assigning and management of the Consultant's staff, and for the
19 initial structuring and subsequent monitoring of work to be
20 performed.
21 11. Records and Accounts. The Consultant shall maintain
22 records and accounts, including property, personnel and financial
23 records, as are deemed necessary by the Board to assure a proper
24 accounting for all contract funds. These records shall be made
25 available for audit purposes to the Board, or any authorized
26 representative and shall be retained for three years after
27 expiration of this contract unless permilsion to destroy them is
28 granted by the Board.
4
Section V - 8
1 12. ~er.ination of Agreement. If Conaultant ahall fall for
2 any rea.on to fulfl1l In tiaely and proper .anner its obligations
S under this agreement, or if Consultant ahall violate any of the
. covenants, conditions, or provisions of this agreement, Board
5 shall thereupon have the right to terminate this agreement by
6 giving written notice to Consultant of such termination and
7 specifying the effective date of such termination. In such
8 event, all finished or unfinished documents, data, studies,
9 surveys, drawings, maps, models, photographs, and reports
10 prepared by the Consultant under this agreement, shall, at the
11 option of Board, become its property and Consultant shall be
12 entitled to receive just and equitable compensation for any
13 satisfactory work completed on such documents and other
14 materials. Notwithstanding the foregoing provision, Consultant
15 shall not be relieved of liability to Board for damages sustained
16 by Board by virtue of any breach of the agreement by Consultant
17 and Board may withhold any payments to Consultant for the purpose
18 of set-off until such time as the exact amount of damages due
19 Board from Consultant is determined.
20 Notwithstanding any other provision of this agreement,
21 Consultant or Board may terminate this agreement upon thirty days
22 written notice to the other party, and this agreement shall
23 terminate thirty days thereafter.
24 13. Eaual EmDlovment ODDortunity. There shall be no
25 discrimination against any employee who is employed in the work
26 covered by this agreement, or involving any application for such
27 employment, because of race, color, religion, aex, or national
28 origin.
5
Section VI - 1
VI. Need Statement:
Identified Local Needs:
A. From the very inception of the Norman F. Fe1dheym Central Library
the Board Of Trustees recognized there was a need to bring premier
quality museum art for public display in the Inland Empire. The
library galleries were designed with this specific purpose. While
almost one million visitors are projected for the Library over the
next twelve months, the project is concerned with three majorlaudi-
ences: 1). Senior citizens -- the Library galleries regularly attract
the extensive community of senior citizens who find it difficult to
travel to more distant locations, 2.) parents of children -- the
most frequent comment heard over the past year is that "Prior to
the opening of the Library, I have had to drive my children to Los
Angeles for exposure to art of this caliber," and 3.) the children
themselves almost 43% students enrolled in local schools are
registered in the regular classroom visiting program of the Library.
B. Past experience:
Over the past twelve months the Norman F. Fe1dheym Central Library
galleries have featured four major exhibits:
Jane and Robert E. Wood -- painters
Donald Davis -- sculptor
November 1 - December 13, 1985
Carol Hamilton, Pam Marks, Nancy Christy Moore
Lynne Wilson and Sally Wilson -- local artists
December 15 - February 14, 1986
George Baker -- metal sculptor
Salvador Cruzado -- Mexican artist
March 1 - April 30, 1986
Eino - marble sculptor
Gregory Hawthorne -- acrylic painter
May 31 - July 15, 1986
Copies of the invitations/announcements for each of these exhibits are
enclosed as attachments to indicate the quality and variety of the art
represented. Interspersed with these were an exhibit by members of the
San Bernardino Art Association and wood sculptor Nat Brown. The
galleries have also featured poetry of Michael Armijo and the work of
the Chappare1 Poets Society.
The Board of Trustees of the San Bernardino Public Library, the Friends
Of The San Bernardino Public Library and the Fine Arts Commission pro-
vided the financial support to make these quality exhibits a reality in
our community. Following extensive evaluation of the exhibits and the
public response, the Board has committed itself to a 10ngterm program
of exhibits in the Fe1dheym Library galleries.
The Board Of Trustees is embarked on a mission that will bring some
of the finest and most current productions in the world of art to the
City of San Bernardino. The comment heard most frequently during the
past year from parent was "I have always had to drive my children to
Los Angeles to see exhibits of this caliber. Keep up the fine work."
We urge your positive review of our proposal.
Section VI - 2
ROBERT E. WOOD
DONALD DAVIS
JANE WOOD
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Section VI - 6
PAINTING. AND. SCULPTURE
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HAWTHORNE. ACRYLIC PAINTINGS
EINO. MARBLE SCULPTURE
17
Section VI - 7
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Section IX -1
FELDHEYK ART GALLERIES PROPOSED BUDGET
FY 1986-1987
Proposed income:
Fine Arts Commission
Library operations
Friends Of The Library
Gallery sales
TOTAL
$15,000
2,900
800
1,800
$20,500
Proposed expenses:
Contractor.
Insurance
Catering
Music
Printing
Postage
TOTAL
$15,000
1,700
800
500
1,000
1.500
$20,500
Administrative overhead. custodial services and security guard costs have not been
included in the above figures.
19
Section IX - 2
FY 1985-1986
FELDHEYM ART GALLERIES BUDGET
Income
Trust account
Library operations
Friends Of The Library
Fine Arts Commission
Gallery sales
TOTAL
Expenses
Contractor
Printing
Postage
Shipping
Catering
Insurance
Music
TOTAL
$10.695
2.540
300
1.000
-0-
$14.535
$10.010
'1T/JI
1.220
1.000
785
350
200
$14.535
Administrative overhead. custodial services and security guard costs have not been
included in the above figures.
'0
o-EO<LIST
This checklist must be attached to the front of your application. Use this form to make
sure you have properly completed your application. Applications not properly developed
may receive a lower ranking or be rejected without consideration for funding.
I . Is the application typed?
2. Are all pages in proper order and numbered?
3. Does supplemental material refer to appropriate section runbers?
4. Are all elements alswered on page one?
s. Does the need statement really present a valid, easily understood need?
,. Is there a target group identified in the need statement?
7. Does the need statement express a locol need?
8. 00 your intended results explain activities you plan to do in order to
meet the needs you have identified?
,. Did you explain and specify in measurable terms your intended re.llts on
the target group?
10. Did you respond to the application instructions element-by-element?
II. Is your budget in line item detailed on supplemental sheets?
12. Are your calculations accurate?
13. Is the document signed by the director or board president or authorized
signature?
14. Is each application stapled individually?
I S. Are there copies being forwarded to the City Fine Arts Commission Office?
I ,. In re-reading the application from begiming to end, is there continuity
of thought?
17. Is the chedclist complete and attached to the original application?
18. Are you filing the application within the appropriate time frame?
?1
I XI Ves
I xl Ves
Ixl Ves
Ixl Ves
JX I Yes
Ix I Ves
Ix I Ves
Ix I Yes
/J< I Yes
Ixl Ves
Ix! Yes
Jxl Ves
IxI Yes
IxI Yes
Ixl Ves
Ixl Ves
Ixl Yes
Ix I Ves