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HomeMy WebLinkAboutS2- Mayor's Office CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Thelma Press , Liaison Mayor and Subject: Recommendation by the Fine Arts Common Council for the Fine Arts Commission to grant $22 ,000 .00 Dept: Office of the Mayor to the Inland Dance Theaters, Inc . Date: Synopsis of Previous Council action: November 18 , 1991 - Reso No. 91-459 approved by the Mayor and Common Council . Recommended motion: ADOPT RESOLUTION. Signature Contact person: Thelma Press Phone: ext. 5114 Supporting data attached: YES Ward: FUNDING REQUIREMENTS: Amount: $22 , 000 . 00 Source: (Acct. No.) C/' ?/ C 1?/ &;9 (Acct. Description) Financ Council Notes: .-K-9 r _ 0 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT The 17th Annual presentation of the Inland Dance Theaters, Inc. production of TchaikovskyIs Nutcracker will be held on December 5th and 6th, 1992 . The quality of the performance is excellent casting all local dancers which provides the only opportunity for some children to take part of the art of dance and live orchestration. The cast is 90% local talent and many young performers have moved on to work with a few of the United States best known ballet companies. Over the past 16 years, 85, 000 school children have seen the Nutcracker Ballet and for many school children, this is their first experience in a performing arts theater. The Fine Arts Commission at its Tuesday, October 20, 1992 meeting approved the grant in the amount of $22 , 000 . 00 . t FINE ARTS COMMISSION MINUTES The Fine Arts Commission meeting convened at 3 : 00 p.m, on Tuesday, October 20, 1992 , in the Management Information Center, 300 North "D" Street, 6th Floor, San Bernardino, California. Those in attendance were as follows: Barbara McGee-Greene Third Ward Barry Silver Fourth Ward Mildred Hudson Fifth Ward Dorris Ballard Seventh Ward Pat Leathers Mayor' s Appointment Mike Hough Mayor' s Appointment Ray Gonzales Mayor's Appointment, Alternate Member Thelma Press, Liaison to Mayor and Fine Arts Commission The following were absent and/or excused: Clara O'Campo Second Ward Beverly Goodly-Powell Sixth Ward I . Approve Minutes of August 11, 1992 A motion was made to approve the typewritten minutes of the meeting of August 11 , 1992 . The motion carried. II . Grant Apolications - Discussion Thelma Press informed the Commission Members that although the Broadway Celebrity Grant Application and the San Bernardino Valley Concert Grant Application were delivered after the October 1, 1992 deadline, these grants were mailed in time for review, therefore, the two grants are listed for today' s agenda. She also informed the Commission Members that the National Orange Show Grant Application was delivered a few hours prior to today' s meeting. The Fine Arts Commission Members voted to review the National Orange Show Grant Application at its meeting of November 10, 1992 . Chairperson Dorris Ballard had previously assigned each member to review a specific grant application and asked them to provide a brief overview to the full Commission. Chairperson Ballard also requested that those members who served on the board of any of the organizations requesting grants, leave the room while the Commission Members reviewed their application, thus avoiding any possible conflict of interest. e. L Fine Arts Commission Minutes October 20, 1992 Page 2 Thelma Press, reminded the Commissioners that the Fine Arts Commission is not allowed to fund fine arts groups who do not reside in the community. It was noted and recommended that those Fine Arts Groups who were granted funds during the 1991-92 Fiscal Year be reminded again to provide the Commission with a detail status report of how the funds were spent. Commissioner Pat Leathers stated that she would contact the Economic Development Agency to inquire about the status of their findings regarding the agreement between the California Theater and the Agency and what options and recommendations will be presented to the Fine Arts Commission. THE TOTAL ALLOCATION OF GRANTS WAS $42 , 000 AS FOLLOWS: A) Canto Belle Chorale The Fine Arts Commission directed staff to write a letter to said group inviting them to attend the November 10, 1992 meeting to answer questions regarding their grant application. B) Inland Empire Symphony Association The Fine Arts Commission requested that said grant application be reviewed at its meeting of November 10 , 1992 . The Fine Arts Commission directed a specific Commissioner to telephone said group to answer questions regarding their grant application. C) Inland Empire Opera Alliance The Fine Arts Commission directed a specific Commissioner to telephone said group to answer questions regarding their grant application. D) Sinfonia Mexicana Committee The Fine Arts Commission directed a specific Commissioner to telephone said group to answer questions regarding their grant application. r Fine Arts Commission Minutes October 20, 1992 Page 3 E) Ballet Folklorico de Tonatiuh The Fine Arts Commission directed Commissioner Ray Gonzales to inquire more specifics about said group and to report his finding to the Commission at its next meeting of November 10, 1992 . F) Inland Dance Theaters, Inc. The Fine Arts Commission unanimously approved the grant request in the amount of $22 , 000. 00. Staff was directed to prepare a letter notifying said group. G) Broadway Celebrity Play Season The Fine Arts Commission requested that said grant application be reviewed at its meeting of November 10, 1992 . I) Association for Retarded Citizens The Fine Arts Commission denied the grant application. Staff was directed to send a letter to said group notifying them of the Commission ' s decision. J) National Council of Negro Women, Inc. The Fine Arts Commission directed a specific Commissioner to telephone said group to answer questions regarding their grant application. K) San Bernardino Valley Community Concert Association The Fine Arts Commission unanimously approved the grant request in the amount of $20, 000. 00. Staff was directed to prepare a letter notifying said group. L) National Orange Show The Fine Arts Commission requested that said grant application be reviewed at its meeting of November 10, 1992 . PLEASE NOTE THAT ALL OF THE ABOVE MOTIONS WERE RATIFIED BY THE COMMISSION. Fine Arts Commission Minutes October 20, 1992 Page 4 III. Adjournment There being no further business, the Fine Arts Commission meeting of October 20, 1992 adjourned at 5:00 p.m. The next meeting will be on Tuesday, November 10, 1992 at 3 : 00 p.m. in the Management Information Center (MIC) , 6th Floor, 300 North "D" Street, San Bernardino, California. THIS IS A VERY IMPORTANT MEETING WE ARE IN THE PROCESS OF REVIEWING THE GRANT APPLICATIONS ******PLEASE PLAN TO ATTEND******** _ f t L R E M I N D E R THE FINE ARTS COMMISSION TUESDAY, NOVEMBER 10 , 1992 AT 3 : 00 P.M. MANAGEMENT INFORMATION CENTER 300 NORTH "D" STREET, 6TH FLOOR SAN BERNARDINO, CALIFORNIA ' r r City of San Bernardino Organization Grant Application Form Fine Arts Commission For Performing Arts I. Applicant Organization (Name, Address, II. Contact Person Jean E. Roche etc. ) Title: President Phone (714) 783-4824 INLAND DANCE THEATRES, INC. III. Program Category Under Which Support P. 0. BOX 6064 is Requested: DANCE SAN BERNARDINO, CA 92412 IV. Period of Support. Requested Phone (714) 888 6477 _ September 11, 1992 thru December 6. 1992 CA State Non-Profit ID = 0733047 Starting Ending Number of Years in Existence 17 V. Summary of Category Descriptions See attached VI. Estimated number of persons expected to benefit from this program/project: 10,600 a) Number of persons by paid attendance: 4,500 b) Number of persons by free or complimentary admission: _0 VII. Need Statement: SEE ATTACHED VIII . Intended Results: SEE ATTACHED IX, Summary of estimated costs: TOTAL COSTS OF PROJECT A. Direct costs SEE BLTGET S Salaries & wages $ Supplies & Materials S Travel S Fixed Assets/Rentals or Leases $ Fees & Other $ TOTAL DIRECT COSTS $ TOTAL PROJECT COSTS $ 125,150 X. Organization Anticipated Funding/Expenses: Actual Most Recent Estimated This Fiscal Period Fiscal Period A. Expenses $ $ B. Revenues, Grants, Contributions, etc. $See attached Budget $ XI. Total Amount Requested From San Bernardino City Fine Arts Commission: NOTE: Amount Requested $ 22,000 Plus total revenues, $ grants, Contributions, etc. Must equal total project $ costs above. XII. CERTIFICATION: Project Officer Jean E. Roche Title President Phone Number (714) 783-4824 Date September 1, 1992 r V. Project Description Inland Dance Theatres ' Inc . , will present the 17th production of Nutcracker and the 100th anniversary of Tchaikovsky' s beautiful Christmas ballet to the community of San Bernardino and the surrounding area, drawing an audience form a diverse group of people. The performances will be on December 5 and 6 at the California Theatre for the performing arts . At least 85 , 000 school children have seen Nutcracker during the past 16 years bringing ballet, music and a live performance into their lives . This year even though many area of the budget, including the guest artists have been reduced, we are still seeing an increase in the budget . This is due to the 100 per increased costs for the theatre and associated rental charges . The requested funding will be spent on these costs and a few costumes which must be replaced. - This quality performance is once again under the direction of Diane Amendt , who has been the artistic director 13 years . The quality of the performance is excellent and the majority of the cast are local dancers . This ballet provides the only chance for some children to experience the art of dance and live orchestration . For many school children , this is their first experience in a performing arts theatre and we are anticipating all school performances to be filled. r VII. Need Statement Inland Dance Theatres has been a leader in the San Bernardino Area for the past 16 years in bringing quality dance productions to the community. The " Nutcracker " is a shining example of one of the best received program in the area. The "Nutcracker" presents an art form that children especially enjoy. We have come to depend upon the funds that the Fine Arts commission has so generously awarded to IDT. IDT has improved it ' s fund raising over the past years , however we are still in great need of city and community support to make this program possible each Holiday season for our children . This is even more important this year because of the many c,:ts in school funding and the decline in family values . we feel that these performances help to enrich the lives of the few children that are fortunate enough to see the "Nutcracker" s Q r r Vlll Intended Results _ It is not possible to get an exact measurement of the results of this program. It is our intent to enhance the art in our community and to provide both performances and audiences to perform for. More than 60 per cent of our presentations are to school children and if their response is a measurement, we are accomplishing our objective. IDT is exposing the theatre and ballet as an art form to these children and they do like it . Each year the cast is 90 percent local talent, which gives area children a showcase to present their talents . These children often go on to work with some of the country' s best known ballet companies . R perfect example of this , is Jennifer Blake who is currently dancing with San Francisco Ballet . This may not have happened if is she had not been exposed to the experience that the "Nutcracker" provided her . NUTCRACKER 1992 San Bernardino City Fine Arts Commission ITEMS ACTUAL BUDGET Income - All Sources 1991 1992 Public Ticket Sales 58, 109 58, 000 School Participation 23 , 340 23, 000 Program Sales 2, 421 2, 400 Nutcracker Shirts for Cast 3, 960 4 , 000 Interest Income 1 , 538 400 Registration Fees 1 , 850 1 , 500 Founders 9, 195 7, 000 Cast Party Funds 165 200 Food Sales 354 200 Sportscups 260 300 Nutcracker Shirts Theater Sales 1 , 397 11500 Fireman ' s Muster 957 1 , 000 Total Income 103 , 546 99, 500 Expenses Orchestra 40, 215 42 , 000 Stands & Chairs 195 200 Artistic Director, Rehearsal Asst . , Choreographers 11 , 1195 10 , 000 Guest Artists 16 , 395 10, 000 Company Dancers 0 1 , 500 Housing Guest Artists 400 400 Transport Guest Artists 792 0 Company Classes 1 , 200 1 , 200 Stage Manager 1 , 000 1 , 000 Rental California Theater 8, 785 13 , 000 Stage Hands & Lighting 5, 555 6, 200 Rent Auditions & Rehearsal 1 , 800 1 , 600 Set New Construction 0 0 Set Repair & Maintenance 100 500 Set & Costume Storage 3 , 600 3 , 600 CLO Drops 350 350 Other Drops 563 600 Prop Rentals & Purchases 1 , 507 1 , 500 Dry Ice 0 200 Move Sets 0 500 Sub Total 9401152 94 , 350 W r r ITEMS ACTUAL BUDGET 1991 1992 New Costumes 1 , 747 3, 000 Repair & Maintenance 1 , 650 1 , 600 Seamstress 1 , 000 1 , 000 Costume Rental 80 200 Cleaning Costumes 392 400 Make-Up 282 300 Fireman ' s Muster 484 200 Food For Sale 275 100 Sportscups 530 0 Stage Supplies 276 300 Advertising 5, 641 6, 000 All Printing, Programs 4, 218 4 , 500 Art, Photography, & Typesetting 2, 377 2, 500 Print Tickets 180 200 Video Tape 0 0 Nutcracker SHirts Cast 3, 042 3, 500 Nutcracker Shirts-Theater 1 , 296 1 , 200 Insurance 350 400 Telephone 106 100 Postage 482 500 Ticket Sales Staff 2 , 429 2, 500 Visa & Mastercard 974 1 , 000 Invitations-Founders 0 0 Entertainment-Founders 0 0 Catering-Founders 0 0 Pre-Show Reception 190 250 Cast Flowers & Gifts 422 500 Cast Party Rent Room 150 150 Cast Party Food, etc . 347 400 Sub Total 28 , 920 30, 800 Total 123 , 072 125, 150 Musician ' s Trust Fund Film Funds Trust Funds 6 , 900 7, 000 San Bernardino Fine Arts Commission 18, 000 22 , 000 Page 2 Ci Inland nc. PO BOX b033 ■ SAN BERNARDINO G4LIFORNIA ■924'2 September -1 , 1992 Mrs . Thelma Press The Fine Arts commission city of San Bernardino 300 N D Street San Bernardino, ca 92418 Dear Mrs . Press Please accept our grant request for funding for "Nutcracker" 92 , that we are submitting today. If you would like to discuss any part of this grant request we would be more than happy to meet with you and the Fine Arts commission. Again thank you for your assistance in the past . Sincerely, ,dean Roche 0 r" r Inland inc. P C 3OX 1033 ■ SAN 3ERNARDINO CALIFORNIA ■92412 I i September 1 , 1992 Mrs . Thelma Press The Fine Arts Commission City of San Bernardino 300 N. D Street San Bernardino, Ca 92418 Dear Mrs . Press , On behalf of the entire Board of Directors of Inland Dance Theatre ' Inc . , and the cast of "Nutcracker" please convey our sincere thank you to the Fine Art Commission for your generous grant in the amount of $18 , 000, which we received for "Nutcracker" 1991 . Without your generous grant we would not have been able to, nor would we be able to continue to bring this fine production to the community of San Bernardino. when you review the budget that is enclosed in the grant request, you will see how the grant money was spent . This year we will be spending what ever money we receive on the increased cost for theatre rental . Again , thank you for the your generous grants , which have enabled us to bring this holiday tradition to the community. Sincerely, Jean Roche j r 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE 3 EXECUTION OF AN AGREEMENT WITH THE INLAND DANCE THEATERS, INC. FOR THE PROMOTION OF ARTS AND CULTURE. 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 5 CITY OF SAN BERNARDINO AS FOLLOWS: 6 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 the Inland Dance Theaters, Inc. , a copy 9 of which is attached hereto, marked Exhibit "A" and 10 incorporated herein by reference as fully as though set forth 11 at length. 12 SECTION 2 . The authorization to execute the above- 13 referenced agreement is rescinded if the parties to the 14 agreement fail to execute it within sixty (60) days of the 15 passage of this resolution. 16 I HEREBY CERTIFY that the foregoing resolution was duly � adopted by the Mayor and Common Council of the City of San 17 Bernardino at a meeting thereof, held on the 18 day of 1992 , by the following vote, to 19 wit: 20 21 22 23 / 24 25 / 26 27 28 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE 2 EXECUTION OF AN AGREEMENT WITH THE INLAND DANCE THEATERS, INC. , FOR THE PROMOTION OF ARTS AND CULTURE. 3 COUNCIL MEMBERS : AYES NAYS ABSTAIN ABSENT 4 ESTRADA 5 REILLY 6 HERNANDEZ 7 MAUDSLEY 8 MINOR 9 POPE-LUDLAM 10 MILLER 11 12 13 City Clerk The foregoing resolution is hereby approved this 14 day of 1992 . 15 16 W. R. "Bob" Holcomb, Mayor { 17 Approved as to City of San Bernardino � form and legal content: 18 JAMES F. PENMAN 19 City Attorney 20 BY: 21 22 23 24 25 26 27 28 r • t 1 AGREEME NT 2 Fine Arts Funding 3 THIS AGREEMENT is entered into between the CITY OF SAN 4 BERNARDINO, a municipal corporation, referred to as "City" and 5 Inland Dance Theaters, Inc. , a non-profit organization, 6 referred to as "Organization" . 7 The parties agree as follows: 8 1. Recitals. 9 A. Organization has requested financial assistance 10 from City for the fiscal year 1992-93 , in order to assist in 11 defraying the expense of certain concerts, shows, festivals or 12 events or activities sponsored by Organization as set forth in 13 Organization' s grant proposal (hereinafter "the proposal") 14 approved by the Fine Arts Commission of the City, a copy of 15 which proposal is on file in the Office of Cultural Affairs. 16 ii The terms of the proposal are incorporated herein by reference 17I and shall govern the uses of the funds provided herein. The 18 financial assistance provided for in this agreement is made on 19 a one-time only basis, and receipt of said funds shall not 20 imply a continuing obligation of the City beyond the terms of 21 this Agreement. 22 B. The expenditure is for a valid municipal public 23 purpose, to wit: for the promotion of art appreciation in San 24 Bernardino, as more fully set forth in the proposal submitted 25 by Organization. 26 2 . Payment. Upon presentation of a claim to the City 27 1 28 1 Finance Director, City shall pay to Organization from the 2 budget for the 1992-93 fiscal g year, the total sum of twenty- 3 two thousand dollars to cover the costs per the Fine Arts 4 grant application agreement. 5 3 . Use of Funds. The funds paid to Organization shall 6 be used solely for the purposes set forth in Paragraph 1 and 7 in strict compliance with the provisions set forth in the 8 proposal. No deviation from the proposal shall be made 9 without the express approval of the City of San Bernardino. 10 Said funds shall be expended by June 30, 1993, and any 11 unexpended funds shall be returned to City by Organization. 12 4 . Accounting. At such time or times as may be 13 requested by the City Administrator or Director of Finance of 14 City, Organization shall submit to the City Administrator, 15 with a copy to the Director of Finance and the San Bernardino 16 Fine Arts Commission, an accounting of the proposed and actual 17 expenditures of all revenues accruing to the Organization for 18 the fiscal year ending June 30, 1993 . Financial records shall 19 be maintained in accordance with generally accepted accounting 20 principles by Organization in such a manner as to permit City 21 to easily trace the expenditures of the funds. All books and 22 records of Organization are to be kept open for inspection at 23 any time during the business day by the City or its officers 24 or agents. 25 5. Hold Harmless. Organization covenants and agrees to 26 defend, indemnify, and hold harmless the City and its 27 2 28 Y L" 1 employees and agents from all liabilities and charges, 2 expenses (including counsel fees) , suits or losses however 3 occurring, or damages arising or growing out of the use or 4 receipt of the funds paid hereunder and all operations under 5 this agreement. Payments hereunder are made with the 6 understanding that the City is not involved in the performance 7 of services or other activities of Organization. Organization 8 and its employees and agents are independent contractors and 9 are not employees or agents of the City in performing said 10 services. 11 6. Termination. City shall have the right to terminate 12 this Agreement and any funding remaining unpaid hereunder for 13 any reason by mailing a ten-day written notice to Organization 14 and this agreement shall terminate ten days after the mailing 15 of such notice. In the event this Agreement is terminated for 16 reasons of improper use of funds ' or use of funds for any 17 purpose other than those authorized, any unexpended portion of 18 the funds provided by City shall be returned to City. In 19 addition, Organization shall reimburse to City any funds 20 expended which were used for any purposes other than those 21 authorized under this Agreement. 22 7 . Assignment. Organization shall not assign its 23 interest in this Agreement without the prior written approval 24 of City. 25 8 . Insurance. Organization shall take out and 26 maintain during the life of this Agreement such public 27 3 28 f i 1 liability and property damage insurance as shall insure City, 2 its elective and appointive boards, commissions, officers, 3 agents and employees, organization and its agents performing 4 acts covered by this Agreement from claims for damages for 5 personal injury, including death, as well as from claims for 6 property damage which may arise from Organization's or its 7 agents ' operations hereunder, whether such operations be by 8 Organization or its agents or by anyone directly or indirectly 9 employed by either Organization or its agents, and the amounts 10 of such insurance shall be as follows: 11 (a) Public Liability Insurance. In an amount not 12 less than $100, 000 for injuries, including, but not limited 13 to, death, to any one person, and subject to the same limit 14 for each person, in an amount not less than $100, 000 on 15 account of any one occurrence; 16 (b) Property Damage Insurance. In an amount of not 17 less than $50, 000 for damage to the property of each person on 18 account of any one occurrence. 19 (c) Workers Compensation. Organization shall 20 provide workers compensation insurance in the amount required 21 by state law if the funds provided hereunder are to be paid as 22 salary to any employee of organization. Organization shall 23 require that all rights of subrogation under such policy of 24 workers compensation insurance shall be waived as to City. 25 City shall be set forth as an additional named insured in each 26 policy of insurance provided hereunder. 27 4 28 i V 1 L_ 9. Obligation. Organization hereby covenants that it 2 has taken all actions necessary to make the adherence to the 3 obligations imposed by this agreement a binding obligation of 4 the organization. 5 10. Notices. All notices herein required shall be in 6 writing and delivered in person or sent by certified mail, 7 postage prepaid, addressed as follows: 8 As to City: As to Organization: 9 City Administrator Jean E. Roche, President City of San Bernardino Inland Dance Theaters, Inc. 10 300 North "D" Street P.O. Box 6064 11 San Bernardino, CA 92401 San Bernardino, CA 92412 12 11. Entire Agreement. This Agreement and any documents 13 or instruments attached hereto or referred to herein integrate 14 all terms and conditions mentioned herein or incidental 15 hereto, and supersede all negotiations and prior writing in 16 respect to the subject matter hereof. In the event of 17 conflict between the terms, conditions or provisions of this 18 Agreement, and any such document or instrument, the terms and 19 conditions of this Agreement shall prevail. 20 12 . Non-Discrimination. Organization agrees that for 21 the term of this Agreement it shall not discriminate in 22 employment, recruitment, hiring, admission practices, 23 advertising or in any other manner on the basis of race, 24 color, creed, religion, national origin, sex, physical 25 handicap, or marital status. 26 DATED: 27 5 28 0 1 AGREEMENT RE: THE CITY OF SAN BERNARDINO AND INLAND DANCE 2 THEATERS, INC. 3 4 CITY OF SAN BERNARDINO 5 6 W. R. "Bob" Holcomb, Mayor 7 8 9 ATTEST: City Clerk 10 11 ORGANIZATION 12 Approved as to form 13 and legal content: JAMES F. PENMAN 14 City Attorney 15 16 By: 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25 / 26 / 27 6 28