HomeMy WebLinkAbout20- 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 1,000 to the Prime Time Choraliers
Date: September 4, 1998 ORITNAL
Synopsis of Previous Council Action:
1997: Resolution #97-321 approved ($ 1,300)
1996: it #96-319 ( 1,000)
1995: it #95-312 ( 1,500)
1994: of #94-304 ( 1,500)
1993: it #93-446 ( 2,500)
Recommended Motion: MAYOR AND COMMON COUNCIL
ADOPT RESOLUTION
Signature
Contact person: Thelma Press Phone 5133
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: 1,000
Source:(Acct. No.) 001-091-5185
Acct. Description) FIN ARTS
Finance:
Council Notes:
Agenda Item No. .0
Synopsis: Prime Time Choraliers
The Prime Time Choraliers was founded in 1986 by two former San Bernardino music
teachers who wished to encourage retired senior citizens having a love for music and song to
be a part of this group. The average age of the participants is 75 years.
Over the past years with the cooperation of the Park, Recreation and Community Services
and the funding awarded by The Fine Arts Commission, the Prime Time Choraliers have
developed into a fine senior choral group.
Performances are held in hospitals, schools, convalescent homes, and church clubs.
* Estimated Attendance - 3,000
* Number of Performances - 25
* Estimated Costs..........$4,300.00
* Estimated Income..........$4,730.00
* Grant requested was..........$2,942.00
* Grant recommended..........$1000.00
RESOLUTION NO.
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2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
3 EXECUTION OF AN AGREEMENT WTI'H THE PRIME,Tam CHORAL SRS FOR
THE PROMOTION OF ARTS AND CULTURE.
4
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
8
and directed to execute on behalf of said City an Agreement with PRIME TIME
9
10 CHORALIERS, a copy of which is attached hereto marked Exhibit "A" and incorporated
11 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13 is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the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
passage of this resolution.
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September 22, 1998 1
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITTT THE PRIME TIME CHORAL MRS FOR
1 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
LIEN — — — —
9
10 ARIAS — — —
11 SCHNETZ — — — —
12 DEVLIN — — — —
13 ANDERSON — — — —
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MILLER — — — —
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16
17 City Clerk
18 The foregoing resolution is hereby approved this day of
, 1998.
19
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
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28 September 22, 1998 2
1 AGREEMENT
2 Fine' Arts Funding
3 THIS AGREEMENT is entered into between the CITY OF. SAN
4 ERNARDINO, a municipal corporation, referred to as "City" and the
5 RIME TIME CHORALIERS, a non-profit organization, referred to as
6 "Organization. "
7 The parties agree as follows :
8 1 . Recitals .
9 A. Organization has requested financial assistance from
10 City for the fiscal year 1998-99, in order. to assist in defraying
11 he expense of certain concerts, shows, festivals, or events or
12 ctivities sponsored by Organization as set forth in Organization' s
13 grant proposal (hereinafter "the proposal" ) approved by the Fine
14 its Commission of the City. A copy of said. proposal is on file in
15 the Mayor' s Office of Cultural Affairs . The terms of the proposal
16 are incorporated herein by reference and shall govern the uses of
17 the funds provided herein. The financial assistance provided for
18 in this agreement is made on a one-time only basis, and receipt of
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 public
22 purpose, to wit : for the promotion of art appreciation in San
23 Bernardino, as more fully set forth in the proposal submitted by
24 Organization.
25 2 . Payment . Upon presentation of a claim to the Mayor' s
26 Office, City shall pay to Organization from the
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-1- Exhibit "A"
GREEMENT RE: THE CITY O OF THEERNA DIND CULTURE .
AND TH PRIME TIME
1 HORALIERS FOR THE PROM
2
3 udget for the 1998-99 fiscal year, the total sum of $1, 000
4 ollars, to cover the costs per the Fine Arts grant application
5 greement .
6 3 . Use of Funds . The funds paid to Organization shall be
7 sed solely for the purposes set forth in Paragraph 1 and in strict
8 ompliance with the provisions set forth in the agreement . No
9 eviation from the agreement shall be made without the express
10 approval of the City of San Bernardino. Said funds shall be
11 xpended by June 30 , 1999, and any unexpended funds shall be
12 eturned to City by Organization.
13 4 . Accounting. Within 20 days after the completion of the
14 vent, the Organization shall submit to the Mayor' s Office, with a
15 of the actual
opy to the Director of Finance, an accounting
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xpenditures connected with said event as it relates to the funds
17 hich were provided by the City. Financial records shall be
1$ enerall accepted accounting
aintained in accordance with generally
19 principles by Organization in such manner as to permit City to
20 easily trace the expenditures of the funds . All books and records
21 en for inspection at any time
f Organization are to be kept op
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 S . Hold Harmless . Organization covenants and agrees to
26 defend, indemnify, and hold harmless the City and its employees and
27 agents from all liabilities and charges,
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-2-
1 GREEMENT RE: THE CITY OF SAN BERNARDINO AND THE PRIME TIME
HORALIERS FOR THE PROMOTION OF THE ARTS AND CULTURE.
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3 xpenses (including counsel fees) , suits or losses however
4 ccurring, or damages arising or growing out of the use or receipt
5 f the funds paid hereunder and all operaticns under this
6 agreement . Payments hereunder are made with the understanding that
7 he City is not involved in the performance of services or other
$ activities of Organization. Organization and its employees and
9 gents are independent contractors and are not employees or agents
10 f the City in performing said services .
11 6 . Termination. City shall have the right to terminate
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his Agreement and any funding remaining unpaid hereunder for any
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reason by mailing a ten-day written notice to Organization and this
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agreement shall terminate ten days after the mailing of such
15 notice . In the event this Agreement is terminated for reasons of
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'improper use of funds or use of funds for any purpose other than
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hose authorized, any unexpended portion of the funds provided by
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ity shall be returned to City. In addition, Organization shall
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reimburse to City any funds expended which were used for any
20 purposes other than those authorized under this Agreement .
21 7 . Assignment . Organization shall not assign its interest
22 in this Agreement without the prior written approval of City.
23 8 . Insurance . Organization shall take out and maintain
24 during the life of this Agreement such public liability and
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property damage insurance as shall insure City, its elective and
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appointive boards, commissions, officers,
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-3-
1 GREEMENT RE : THE CITY OF SAN BERNARDINO AND THE PRIME TIME
HORALIERS FOR THE PROMOTION OF THE ARTS AND CULTURE .
2
3 gents and employees, Organization and its agents performing acts
4 overed by this Agreement from claims for damages for personal
5 'injury, including death, as well as from claims for property damage
6 hich may arise from Organization' s or its agents' operations
7 ereunder, whether such operations be by Organization or its agents
8 r by anyone directly or indirectly employed by either Organization
9 r its agents, and the amounts of such insurance shall be as
10 ollows :
11 (a) public Liability Insurance . In an amount not less than
12 1, 000 , 000 for injuries, including, but not limited to, death, to
13 any one person, and subject to the same limit for each person, in
14 n amount not less than $100, 000 on account of any one occurrence;
15 (b) property Damage Insurance . In an amount of not less than
16 $50 , 000 for damage to the property of each person on account of any
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one occurrence .
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(c) Workers Compensation. Organization shall provide workers
19 compensation insurance in the amount required by state law if the
20 funds provided hereunder are to be paid as salary to any employee
21 of Organization. Organization shall require that all rights of
22 subrogation under such policy of workers compensation insurance
23 shall be waived as to City. City shall be set forth as an
24 additional named insured in each policy of insurance provided
25 hereunder.
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(d) The Certificate of Insurance furnished to the City shall
27 require the insurer to notify the City of any change or termination
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in the policy.
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1 GREEMENT RE: THE CITY OF SAN BERNARDINO AND THE PRIME TIME
HORALIERS FOR THE PROMOTION OF THE ARTS AND CULTURE .
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3 9 . Obligation. Organization hereby covenants that it has
4 aken all actions necessary to make the 'adherence to the
5 bligations imposed by this agreement a binding obligation of the
6 rganization.
7 10 . Notices . All notices herein required shall be in writing
8 nd 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 Jack Henley
12 City of San Bernardino Prime Time Choraliers
300 North "D" Street 337 E. 40th St .
13 San Bernardino, CA 92418 San Bernardino, CA 92407
14 11 . Entire Agreement . This Agreement and any documents or
15 instruments attached hereto or referred to herein integrate all
16 terms and conditions mentioned herein or incidental hereto, and
17 supersede all negotiations and prior writing in respect to the
18 subject matter hereof . In the event of conflict between the terms,
19 conditions or provisions of this Agreement, and any such document
20 or instrument, the terms and conditions of this Agreement shall
21 revail .
22 12 . Non-Discrimination. Organization agrees that for the term
23 of this Agreement it shall not discriminate in employment,
24 recruitment, hiring, admission practices, advertising or in any
25 other manner on the basis of race, color, creed, religion, national
26 origin, sex, physical handicap, or marital status .
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28 DATED:
-5-
1 GREEMENT RE : THE CITY OF SAN BERNARDINO AND THE PRIME TIME
HORALIERS FOR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 CITY OF SAN BERNARDINO
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5
Judith Valles, Mayor
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9 TTEST:
Rachel G. Clark, City Clerk
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11 ORGANIZATION
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13 pproved as to form
14 and legal content :
15 JAMES F . PENMAN
ity Attorney
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By:
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-6-
PERFORMING ARTS - GRANT APPLICATION FORM
City of San Bernardino - Fine Arts Commission
I . Applicant Organization (Name, II . Contact Person Jack Henley
Address, etc . ) Title President
Phone : ( 909 ) 883-8827
PRIME TIME CHORALIERS
337 E. 40th Street III . Program Category Under which
San Bernardino, Ca 92407 Support is requested:
Performing Arts
--------------------------------------
Phone : ( 909 ) 883-8827 IV. Period of Support Requested .
Non-Profit I .D.95-6000-772 Sept. 1 , 1998 through Julu 18, 1999
Number of Years in existence 12 Starting , Ending
V. Project Descriptions :
City of San Bernardino Parks and Recreation, Choral Music, consisting of Senior
members, with an average age of 75, singing in four and six part harmony. Men's
and Women's Octet groups, performing at smaller functions.
VI Estimated number of persons expected to benefit from this
program/project : 3000
a) Number of persons by paid attendance : -0-
b) Number of persons by free complimentary admission: 3000
c) Number of performances scheduled: 25 . 3000
d) Total attending all performances ( [a] plus [b] ) :
VII . Need Statement :
This organization is composed of Senior Citizens from the San Bernardino area,
offering appropriated expression of music in the lives of it's members, Church
Clubs, Social, Civic Groups. Convalescent Homes, Hospitals and Schools, etc.
VIII . Intended Results :
Choral Music Appreciation, Expression and Entertainment
(PA Revised 6/96) -6-
Ix. Total anticipated expenses for this period:
Salary & Wages $ 500.00
Supplies & Material $ 100.00
Travel $ -0-
Fixed Assets/Rentals or Leases $ 700.00
Outstanding loan payments $ -0-
-0-
Fees Other $
TOTAL COSTS $ 1 ,300.00
X. Total anticipated income for this period:Most Recent This
Fiscal Period Fiscal Period
Income from performances $ 900.00 $ 800.00
Revenue (stocks, bonds, rentals, etc . ) $ $
Grants $ 1,300.00 $ 2,000.00
Contributions $ 1 ,229.00 $ 1,200.00
Funds from Support Groups $ 744.00 $ 700.00
Other $ 69.00 $ . 30.00
TOTAL INCOME $ 4,242.00 $ 4,730.00
XI . Amount requested from the San Bernardino Fine Arts Commission:
a) Total Costs (Section IX) $ 1 ,300.00
b) Total Income (Section X) $ 4;242.00
AMOUNT REQUESTED ( [a] minus [b] ) $ 2,942.00
Percentage requeste
(Amount Requested divided by ota Costs
(PA Revised 6/96) -7-
i . 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] ) $ .98
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?
We would have to ask for donations.
-iii . Provide a brief history/background of the organization:
The Chorus was formed in 1986 and was an out-growth of AARP 2083.
It was made up from AARP 2083 men and women around the San Bernardino area. The
Chorus receives support from it's members, support groups and Fine Arts Commission
under the San Bernardino Cities I.D. #95-6000-772.
CERTIFICATION:
Project officer: Title : President
Jack D. Henley
Phone Number: 909)883-8827 Date : July 29, 1998
(PA Revised 6/96) -8-
r
List Board of Directors and Officers
(Include names, addresses and phone numbers)
PRESIDENT JACK D. HENLEY 337 W. 40th St.
San Bdno. , Ca 92Z
(909)883-8827
VICE PRESIDENT LOU BEEMER 855 Cedar Ave.
Redlands, Ca 923%
(909)792-1088
SECRETARY LUCILLE POTTS 2815 Alameda •St.
San Bdno. , Ca 924
(909)883-2140
MUSIC DIRECTOR JO STEWART 1122 E. -26th St.
San Bdno. , Ca 924
(909)883-6671
ACCOMPANIST JACK RODGERS 3396 Mt. View Av(
San Bdno, Ca 924(
(909)882-8894
',IBRARIAN JERRY SHARP 1001 Chandler Wei
Highland, Ca 9234
(909)862-8851
PROGRAM SCOUT. ELOISE MAURER 3835 Del Rosa Ave
San Bdno. , Ca 924
(909)883-2343
HISTORIAN & FOUNDER MILLIE MARSHALL 2617 Davidson Ave
San Bdno. , 92405
(909)882-7496
TREASURER SHERMAN FITZGERALD 400 Marcia St.
Redlands, Ca 9237
(909)792-1983
(PA Revised 6/96) -9-
C I T Y O F
y� �n bernardino
R A C H E L C L A R K
C I T Y C L E R K
October 7, 1998
Jack Henley
Prime Time Choraliers
337 E. 40')' St.
San Bernardino, CA 92407
Dear fir. Henley:
At the Mayor and Common Council meeting of October 5, 1998, the City of San
Bernardino adopted Resolution 98-286 authorizing a fine arts funding agreement.
Enclosed is an original agreement. Please sign in the appropriate location and return the
original agreement to the Citv 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 O X 1 3 1 8 , S A N B E R N A R D I N O , 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 D I N 0 .
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 - 5 0 0 2
( 9 0 9 ) 3 8 4 - 5 1 0 2 F A X - ( 9 0 9 ) 3 9 4 . 5 1 5 9
T 0 0 1 T T Y - ( 9 0 9 ) 3 8 4 - 5 5 4 0