HomeMy WebLinkAbout18- Mayor's Office CITY, OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Thelma Press, Fine Arts Liaison Subject: Approve recommendation of The
Fine Arts Commission to grant
Dept: Mayor's Office 16,000 to the Inland Empire Dance
Theatres, Inc.
Date: September 4, 1998
ORIGINAL
Synopsis of Previous Council Action:
1997: Resolution #97-318 approved ($ 17,500)
1996: it #96-315 ( 14,000)
1995: if #95-323 ( 15,000)
1994: ff #94-305 ( 12,000)
1993: it #93-421 ( 22,000)
Recommended Motion: MAYOR AND COMMON COUNCIL
ADOPT RESOLUTION
Signature
Contact person: Thelma Press Phone 5133
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: 16,000
Source:(Acct. No.) 001-091-5185
Acct. Description) FIN ARTS
Finance: �2
Z JA�
Council Notes:
X-0
Agenda Item No.
Synopsis: Inland Dance Theatres, Inc.
In 1976 the Inland Dance Theatres, Inc. with the cooperation of the Unified School District
and the San Bernardino Valley Community Concert Association presented the "Nutcracker"
Ballet.
This first performance in the Inland Empire was so well received it became an Annual holiday
tradition presentation.
Over these past years many of their local talented dancers have had the opportunity to
further their careers. Many others return to assist with the annual production and a second
generation involvement.
Hundreds of school children have been delighted by the "Nutcracker" Ballet, seeing live
performance for the first time.
* Estimated Attendance - 11,000
* Number of Performances - 5
* Estimated Costs..........$97,925.00
* Estimated Income..........$791925.00
* Grant requested..........$25,000.00
* Fine Arts Commission recommends..........$16,000.00
O UUON NO
D L1
1 �f
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
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
6 SAN BERNARDINO AS FOLLOWS:
7
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
8
9 and directed to execute on behalf of said City an Agreement with INLAND DANCE
10 THEATERS, INC., a copy of which is attached hereto marked Exhibit "A"
11 and incorporated herein by reference as fully as though set forth at length.
12 SECTION 2. The authorization to execute the above referenced agreement
13
is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the
14
15 passage of this resolution.
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28 September 22, 1998 1
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH THE INLAND DANCE THEATERS,INC.
1 FOR THE PROMOTION OF ARTS AND CULTURE
2
3 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
4 and Common Council of the City of San Bernardino at a meeting thereof,
5 held on the day of , 1998, by the following vote, to wit:
6 Council Members AYES NAYS ABSTAIN ABSENT
7
ESTRADA — — — —
8
9 LIEN — — — —
10 ARIAS — — —
11 SCHNETZ — — — —
12 DEVLIN — — — —
13 ANDERSON — — — —
14
MILLER — — — —
15
16
17 City Clerk
18 The foregoing resolution is hereby approved this day of
19 1998.
20
JUDITH VALLES, Mayor
21 City of San Bernardino
Approved as to form and
22 legal content:
23 James F. Penman,
24 City Attorney
25 By:
26
27
28 September 22, 1998 2
98-284
1 AGREEMENT
2 Fine Arts Funding
3 THIS AGREEMENT is entered into between the CITY OF S
4 BERNARDINO, a municipal corporation, referred to as "City" and the
5 INLAND DANCE THEATERS, INC. , a non-profit organization, referred t
6 as "Organization. "
7 The parties agree as follows :
8 1 . Recitals .
9 A. Organization has requested financial assistance fro Ti
10 City for the fiscal year 1998-99, in order to assist in defrayin
11 the expense of certain concerts, shows, festivals, or events or
12 activities sponsored by Organization as set forth in Organization'
13 grant proposal (hereinafter "the proposal" ) approved by the Fin
14 Arts Commission of the City. A copy of said proposal is on file i
15 the Mayor' s Office of Cultural Affairs . The terms of the proposa
16 are incorporated herein by reference and shall govern the uses o
17 the funds provided herein. The financial assistance provided for
18 in this agreement is made on a one-time only basis, and receipt o
19 said funds shall not imply a continuing obligation of the City,
20 beyond the terms of this Agreement .
21 B . The expenditure is for a valid municipal publi
22 purpose, to wit : for the promotion of art appreciation in Sa
23 Bernardino, as more fully set forth in the proposal submitted b
24 Organization.
25 2 . Payment . Upon presentation of a claim to the Mayor'
26 Office, City shall pay to Organization from the
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28
-1-
Exhibit "A"
98-284
AGREEMENT RE : THE CITY OF SAN BERNARDINO AND THE INLAND DANCE
1 THEATERS, INC. FOR THE PROMOTION OF THE ARTS AND CULTURE .
2
3 budget for the 1998-99 fiscal year, the total sum of $16 , 00
4 dollars, to cover the costs per the Fine Arts grant application
5 agreement .
6 3 . Use of Funds . The funds paid to Organization shall be
7 used solely for the purposes set forth in Paragraph 1 and in strict
8 compliance with the provisions set forth in the agreement . N
9 deviation from the agreement shall be made without the express
10 approval of the City of San Bernardino . Said funds shall be
11 expended by June 30 , 1999, and any unexpended funds shall be
12 returned to City by Organization.
13 4 . Accounting. Within 20 days after the completion of the
14 event, the Organization shall submit to the Mayor' s Office, with
15 copy to the Director of Finance, an accounting of the actual
16 expenditures connected with said event as it relates to the fund
17 which were provided by the City. Financial records shall b
18 maintained in accordance with generally accepted accountin
19 principles by Organization in such manner as to permit City t
20 easily trace the expenditures of the funds . All books and record
21 of Organization are to be kept open for inspection at any tim
22 during the business day by the City or its officers or agents.
23 Failure to submit the financial records in accordance with this
24 section will result in the Organization reimbursing the City.
25 5 . Hold Harmless . Organization covenants and agrees t
26 defend, indemnify, and hold harmless the City and its employees an
27 agents from all liabilities and charges,
28
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98-284
AGREEMENT RE : THE CITY OF SAN BERNARDINO AND THE INLAND DANC
1 THEATERS, INC. FOR THE PROMOTION OF THE ARTS AND CULTURE .
2
3 expenses (including counsel fees) , suits or losses however
4 occurring, or damages arising or growing out of the use or receipt
5 of the funds paid hereunder and all operations under this
6 agreement . Payments hereunder are made with the understanding that
7 the City is not involved in the performance of services or other
8 activities of Organization. Organization and its employees an
9 agents are independent contractors and are not employees or agent
10 of the City in performing said services .
11 6 . Termination. City shall have the right to terminate
12 this Agreement and any funding remaining unpaid hereunder for an
13 reason by mailing a ten-day written notice to Organization and this
14 agreement shall terminate ten days after the mailing of suc
15 notice . In the event this Agreement is terminated for reasons o
16 improper use of funds or use of funds for any purpose other tha
17 those authorized, any unexpended portion of the funds provided b
18 City shall be returned to City. In addition, Organization shat
19 reimburse to City any funds expended which were used for an
20 purposes other than those authorized under this Agreement .
21 7 . Assignment . Organization shall not assign its interes
22 in this Agreement without the prior written approval of City.
23 8 . Insurance . Organization shall take out and maintai
24 during the life of this Agreement such public liability an
25 property damage insurance as shall insure City, its elective an
26 appointive boards, commissions, officers,
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98-284
AGREEMENT RE : THE CITY OF SAN BERNARDINO AND THE INLAND DANCE
1 THEATERS, INC. FOR THE PROMOTION OF THE ARTS AND CULTURE .
2
3 agents and employees, Organization and its agents performing act
4 covered by this Agreement from claims for damages for persona
5 injury, including death, as well as from claims for property damage
6 which may arise from Organization' s or its agents' operation
7 hereunder, whether such operations be by Organization or its agent
8 or by anyone directly or indirectly employed by either organization
9 or its agents, and the amounts of such insurance shall be as
10 follows :
11 (a) Public Liability Insurance . In an amount not less tha
12 $1, 000 , 000 for injuries, including, but not limited to, death, t
13 any one person, and subject to the same limit for each person, in
14 an amount not less than $100 , 000 on account of any one occurrence;
15 (b) Property Damage Insurance . In an amount of not less tha
16 $50 , 000 for damage to the property of each
p y person on account of an
17 one occurrence .
18 (c) Workers Compensation. Organization shall provide worker
19 compensation insurance in the amount required by state law if th
20 funds provided hereunder are to be paid as salary to any employe
21 of Organization. Organization shall require that all rights o
22 subrogation under such policy of workers compensation insuranc
23 shall be waived as to City. City shall be set forth as a
24 additional named insured in each policy of insurance provide
25 hereunder.
26 (d) The Certificate of Insurance furnished to the City shall
27 require the insurer to notify the City of any change or terminatio
28 in the policy.
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98-284
1 AGREEMENT RE : THE CITY OF SAN BERNARDINO AND THE INLAND DANCE
THEATERS, INC. FOR THE PROMOTION OF THE ARTS AND CULTURE .
2
3 9 . Obligation. Organization hereby covenants that it has
4 taken all actions necessary to make the adherence to th
5 obligations imposed by this agreement a binding obligation of th
6 organization.
7 10 . Notices . All notices herein required shall be in writin
8 and delivered in person or sent by certified mail, postage prepaid
9 addressed as follows :
10 As to City: As to Organization:
11 Mayor' s Office Jean Roche
12 City of San Bernardino Inland Dance Theaters, Inc.
300 North "D" Street P.O. Box 3691
13 San Bernardino, CA 92418 San Bernardino, CA 9241
14 11 . Entire Agreement . This Agreement and any documents or
15 instruments attached hereto or referred to herein integrate al
16 terms and conditions mentioned herein or incidental hereto, an
17 supersede all negotiations and
p g prior writing in respect to th
18 subject matter hereof . In the event of conflict between the terms
19 conditions or provisions of this Agreement, and any such documen
20 or instrument, the terms and conditions of this Agreement shal
21 prevail .
22 12 . Non-Discrimination. Organization agrees that for the ter
23 of this Agreement it shall not discriminate in employment
24 recruitment, hiring, admission practices, advertising or in an
25 other manner on the basis of race, color, creed, religion, nationa
26 origin, sex, physical handicap, or marital status .
27
28 DATED: le h, JO
-5-
98-284
AGREEMENT RE : THE CITY OF SAN BERNARDINO AND THE INLAND DANCE
1 THEATERS, INC. FOR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 CITY OF SAN BERNARDINO
4
i
5 C/-
Judi hlValles, Mayor
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8 J
9 ATTEST: _l 0.:�-�tQX-�• ��u/lIV
Rachel G. Clark, City Clerk
11 ORGANIZATION
12
13 Approved as to form
14 and legal content :
15 JAMES F. PENMAN
City Attorney
16
17 By:
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98-284
Performing Arts -Grant Application Form
City of San Bernardino - Fine Arts Commission
I. Applicant Organization (Name, II Contact Person: Jean Roche
Address, etc.) Title:-Pre side nt
Phone: (909) 783-4824
Inland Dance Theatres, Inc.
P. O. Box 3691 III. Program Category Under which
San Bernardino, 92413 support is requested: Dance
Phone (909) 783-4824 VI. Period of Support
Non-profit I.D. 0733047 Requested:
Number of Years in existence: 23 Sept 9, 1998 through Dec 6, 1998
Starting Ending
V. Project Description:
See Attached.
VI Estimated number of persons expected to benefit
from this program/ project: 11,000
a) Number of persons by paid attendance: 6500
b) Number of persons by free complimentary admission:
c) Number of performances scheduled: 5
d) Total Attending all performances: ([a]) plus ([b]) 11,000
VII. Need Statement:
See Attached.
VIII. Intended Results:
See Attached.
-6-
(PA Revised 6/97)
98-284
V. Summary of Project Description
Inland Dance Theatres, Inc will present the 23rd production of
Tchaikowsky's Nutcracker Ballet to the community of San Bernardino
and surrounding areas, drawing an audience from a diverse group of
people. The performances will be December 5 and 6 at the California
Theatre for the Performing Arts. During the past 23 years over 100,000
school children have attended the "Nutcracker Ballet ." We are happy to
be able to bring a live performance of the Ballet and Symphony into their
lives.
We try to keep the quality of this production at a high level. This year we
are hoping to bring Jennifer Blake one of our local dancers who performs
with the San Francisco Ballet back to perform the role of Sugar Plum
Fairy. By adding a professional artist to our production, our performance
will be enhanced and we will increase audience participation. Our to
desire is to encourage and inspire our young dancers and bring them to a
higher level of performance.
Our cast and the audience is drawn from the diversified community
making up the Inland Empire. Many residents are on some type of state or
federal aid and would not be able to attend the Nutcracker Ballet if we did
not provide a special rate for the youth and senior citizens. This is the best
method to expose youth from disadvantaged families to the enrichment of
the arts.
The Nutcracker is an established Holiday family tradition that we hope to
increase our audience participation each year by special outreach
programs in the schools and community.
98-284
VII. Need Statement:
Inland Dance Theatres, Inc has been a leader in the San Bernardino
area for the past 23 years in bringing quality dance productions to the
community. The "Nutcracker Ballet" is one example of the best received
productions in the area. "Nutcracker" presents an art form that both
adults and children especially enjoy.
We feel that our "Nutcracker" production is part of the Holiday season for
all that attend this production and for those of us that produce, work and
dance in the program. For the past 23 the public knows that they can
depend on us to present a quality production featuring many of their
friends, neighbors and family which has helped to enrich their lives.
Over the past years we have come to depend upon the funds that the Fine
Arts Commission has so generously awarded Inland Dance Theatres, Inc.
We are aware that you have budget constraints and we have presented a
budget that reflects our lower costs. This budget is one of the lowest we
have presented and we are committed to reduce all of our spending in the
hopes that this year will produce more revenue than last year did.
Even though we have started other means of support, including
advertising in the program we still are in need of City and Community
support to make this program possible each Holiday Season.
With the many cuts to school funding, we feel that attendance in the school
performances will be reduced. In 1997 we were able to sell out two school
performances, by aggressively calling all the schools and sending out
letters to the county and city schools. In addition we are still very
concerned regarding public attendance, and because of these concerns we
feel that we must ask for your assistance to guarantee a successful
production.
Our target groups are the school children, youth groups new and old,
residents in the San Bernardino area and in the community that have
enjoyed the "Nutcracker" for the past 23 years.
IDT, like most community based non-profit organizations, can only exist
through the generosity of donations, grants and fund raisers. We
recognize that funding for grants is diminishing while competition for
scarce funding is increasing. IDT has and will continue to intensify our
fund raising efforts to offset the decline in the number and dollar amounts
of donations and grants. These efforts will ensure that ID is able to
produce the Nutcracker Ballet for the enjoyment of the residents of the
Inland Empire for the next 20 years.
98-284
VIII. Intended Results:
Unfortunately 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 attend the performances.
We have pulled out all the stops in our plans for "Nutcracker" to
accomplish what we have mentioned and we are dedicated to ensure that
we do so. We had a sell out of two school performances in 1997 and we
hope to add another school performance this year.
It is our intent to enhance the enthusiasm for dance in the community by
exposing theater and ballet as an art form to the youth in the Inland
Empire. Each year the cast of the Nutcracker Ballet is comprised of 98
percent local talent of all ages, ethnicity and social-economical
backgrounds. This exposure to the arts is essential to the quality and
vitality of the Inland Empire and would be nonexistent or vastly
unrealized without the Nutcracker Ballet performances.
This year we have a new web site and plan on downloading our audition
application over the internet, to increase the amount of people that may
not be aware of our audition. We hope that this will increase the number
of young adults who audition for the performance. We also hope to
increase awareness of our production and generate attendance from
areas in the Inland Empire that in the past did not hear of the Nutcracker.
This summer five company dancers are performing in Junior Universities
production of Alice in Wonderland. Their past experience on the stage in
Nutcracker has provided these dancers with experience and has opened up
new venues of performing experiences.
We are proud to tell you that three of our company members who
graduated this year have been accepted at the University of California
Irvine.
98-284
------------------ --
IX. Total anticipated expenses for this period:
Salary & vVages $
Supplies & Material $
Travel $
Fixed Assets/Rentals or Leases $
Outstanding loan payments $
Fees & Other $
See Attached.
Total Costs: $97,925
X. Total anticipated income for this period:
Most Recent This
Fiscal Period Fiscal Period
Income from performance $ $—
Revenue (stocks, bonds, rentals, etc.) $ $—
Grants $ $
Contributions $ $
Funds from support groups $ $—
Other $ $—
See Attached
Total Income $ 87,620 $ 79,925
XI. Amount requested from the San Bernardino Fine Arts Commission:
a) Total Costs (Section DQ $ 97,925
b) Total Costs (Section X) 7
$ 9,925
c) Amount Requested (a) minus (b) $ 25,000
Percentage requested:
(Amount Requested divided by Total Costs) 25.52%
-7-
98-284
XII . Amount per person to be subsidized by Fine Arts grant :
Amount requested (Section XI line (C) divided by
number of people attending (Section VI Line (D)
2 . 28
XII . Future objectives :
As availability of city funds will be increasingly
restricted in the foreseeable future, how does your
organization propose to become more self-sufficient?
See Attached
XIII . Provide a brief history/background of the organization:
See attached
CERTIFICATION:
Project Office_r:Jean Roche Title : President
Phone Number: 909 783-4824 Date : July 27 . 1998
(PA Revised 6/96) -8-
98-284
XII. FUTURE OBJECTIVES:
We are committed to finding ways to fund our performances without
outside help, by use of aggressive fund raising projects. These
projects are special performances for target groups such as any youth
organizations in the area, obtaining grants from large corporations
and getting more information out to the local community regarding
"Nutcracker" . We have sent out fund raising letters to mayor
companies in the area at this time.
Our major concern is the uncertainly concerning the California
Theatre and what will become of this Historical part of San
Bernardino? Will it be there for our productions in the future and
how will we access the Theatre if the new Cinemas are built, leaving
only a fire lane for loading and unloading the Theatre.
We are much stronger this year, most of the plans for the production
are being placed in motion with eight board members in attendance at
most meetings. Because of this strength we look forward to producing
many quality Ballet performances in the future.
98-284
XIII. Brief History of the Organization
The "Nutcracker Ballet" was first presented in 1976 by Judy Noerr. This
production was the combined efforts of the San Bernardino Valley
Community Concert Association, the City Unified School District and
numerous volunteers.
The first production was performed to taped music. The next year
we put together our own orchestra under the direction of James
Guthrie. In 1977 we started Community Arts Productions, a community
based nonprofit corporation. We are proud to say that the San Bernardino
Symphony has provided orchestration for us for the past several years.
In 1987 we changed the name of Community Arts Productions to Inland
Dance Theatres, Inc. to reflect the other communities that we serve.
The generosity of individuals, organizations, governmental agencies and
other business has enabled Inland Dance Theatres, Inc. to assemble
productions far beyond the scope of most companies. The theme is the
same today as it was when the first"Nutcracker" was produced, to bring
quality performances to the community and to brighten the lives of school
children from diverse backgrounds, who might never have had a chance to
see a live performance and a cultural event of this nature.
98-284
Inland Dance Theatres, Inc .
Board of Directors 1998
Adalphe, Annette 1160 E. 28th Street
San Bernardino, 92404
883-2164
Amendt, Tony 1433 Sterling Rd.
Redlands, Ca 92373
793-2923
Blake, Darlene 5961 Rogers Lane
San Bernardino, 92404
862-0640
Buls, Leah 995 W. 59th Street
San Bernardino, 92409
886-9097
Evans, Lynette 2843 Fremontia
San Bernardino, 92409
883-2861
Imbese, Helen 577 W. 36th Street
San Bernardino, 92405
886-2396
Levesque, John 23248 Glendora Drive
Grand Terrace, 92313
824-2328
Melanson, Flo 1050 W. Marshall
San Bernardino, 92405
882-6239
Newman, Evie 1213 Anthony
Redlands, 92374
794-7975
Roche, Jean 22392 Ladera Street
Grand Terrace, 92313
783-4224
818 562-8503
Silver, Barry 1783 E . Sonora Ave
San Bernardino 92404
886-5964
882-2116
»4 A
C I T Y O F
4
an bernardino
R A C H E L C L A R K
C I T Y C L E R K
October 7, 1998
Jean Roche
Inland Dance Theater
P. O. Box 3691
San Bernardino, CA 92413
Dear Jean:
At the Mayor and Common Council meeting of October 5, 1998, the City of San
Bernardino adopted Resolution 98-284 authorizing a fine arts funding agreement.
Enclosed is an original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, ATTN: Melanie Miller, P.O. Box 1318,
San Bernardino, CA, 92418 as soon as possible.
You will be mailed an executed copy for your files.
Please be advised that said resolution will be null and void if it is not executed within
sixty (60) days — December 4, 1998.
If you have any questions, please do not hesitate to contact me at (909) 384-5002.
Sincerely,
Rachel Clark
City Clerk
By: Melanie Miller, Senior Secretary
RC:mam
Enclosures
P . O . B 0 X 1 3 1 8 , S A N 8 E R N A R D I N 0 , C A 9 2 4 0 2
3 0 0 N O R T H D S T R E E T S A N B E R N A R 0 1 N O .
C A L I F O R N I A 9 2 4 1 8 - 0 0 0 1 ( 9 0 9 ) 3 8 4 - S 0 0 2
( 9 0 9 ) 3 8 4 - 5 1 0 2 F A X - ( 9 0 9 ) 3 8 4 . 5 1 S 8
T D D / T T Y - ( 9 0 9 ) 3 8 4 . 5 5 4 0