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CITY OF SAN BERNADINO - REQUEST FA COUNCIL ACTION
~ Thelma Press, Liaison, llayor
and Council.
Dept:
Subject: Recoll1llendation by the Fine Arts Commission
to grant $20,000 to the Inland Dance
Theatres, Inc.
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DlIt8: 10/12/90
Synopsis of Previous Council ection:
11/13/90 -- Ways and Means Committee recommended approval.
Recommended motion:
o Adopt resolution.
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Signature
ContaCt person: Thelma Press
Supporting data atteched: Yes
FUNDING REQUIREMENTS:
Phone: ext. 5114
Ward:
Amount: $20.000
Source: (Acct. No,) !1IJI-I7f//- 53~
(Acct. Descriotionl
Art FundinCl
Finance:-J __.l.~J
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Quncil Notes:
Agenda Item No
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CITY OF SAN .IERNA&INO - RIEQUIEST FoGCOUNCIL ACTION
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STAFF R!:PORT
For the past 14 years, Inland Dance Theatres, Inc. has
brouqht quality dance productions to the city of San
Bernardino.
Their presentation of the "Nutcracker" is the hiqhliqht of
our city's holiday season activities.
six thousand eiqht hundred younq people will have the
opportunity to attend this performance. There will be four
special school shows. OUrinq the past few years many seniors
have attended from the cities of Hemet, sun city, ontario,
Chino, and Alta Lema.
This year's fundinq will allow an additional performance,
which will qenerate more income and fulfill the public's
request for another performance and help to defray the costs
of replacement of sets and costumes.
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The Inland Dance Theatres' total project cost is $113,638.
They requested $30,000. The Fine Arts commission recommended
approval of $20,000 to the Inland Dance Theatres at their
september 21, 1990, meetinq.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH INLAND DANCE THEATRES, INC. FOR
THE PROMOTION OF ARTS AND CULTURE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the city of San Bernardino is
hereby authorized and directed to execute on behalf of said
,
city an Aqreement with Inland Dance Theatres, Inc. a copy of
which is attached hereto, marked Exhibit "A" and incorporated
herein by reference as fully as thouqh set forth at length.
SECTION 2.
The authorization to execute the above-
referenced aqreement is rescinded if the parties to the
aqreement fail to execute it within sixth (60) days of the
passaqe of this resolution.
I HEREBY CERTIFY that the foreqoinq resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meetinq thereof, held on the
, 1990, by the followinq vote,
day of
to wit:
AYES:
NAYS:
ABSENT:
City Clerk
The foreqoinq resolution is hereby approved this
day of
, 1990.
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Resolution for I~d Dance Theatres, Inc. c:>
w. R. Holcomb, Mayor
city of San Bernardino
Approved as to form and legal content:
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o city Attorney
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AGREEMENT
Fine Arts Fundinq
THIS AGREEMENT is entered into between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "city",
and Inland Dance Theatres, Inc. a non-profit organization,
referred to as "organization".
The parties agree as follows:
1. Recitals.
A. organi2ation has requested financial assistance
from city for the fiscal year 1990-91, 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 (hereinafter "the proposal")
approved by the Fine Arts Commission of the city, a copy of
which proposal is on file in the Office of CUltural Affairs.
The terms of the'proposal are incorporated herein by reference
and shall govern the uses of the funds provided 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 terms of
this Agreement.
B. The expenditure is for a valid municipal public
purpose, to wit: for the promotion of dance in art
appreciation in San Bernardino, as more fully set forth in the
proposal submitted by organization.
2. Pavment. Upon presentation of a claim to the city
Finance Director, City shall pay to organization from the
budget for the 1990-91 fiscal year, the total sum of twenty
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Agreement for Inl~ Dance Theatres, Inc.
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thousand dollars, to cover the costs per the Fine Arts grant
application agreement.
3. Use of Funds. The funds paid to organization shall
be used soley for the purposes set forth in Paragraph 1 and in
strict compliance with the provisions set forth in the
proposal. No deviation from the proposal shall be made without
the express approval of the city of San Bernardino. Said funds
shall be expended by June 30, 1991, and any unexpended funds
shall be returned to city by organization.
4. Accountina. At such time or times as may be
requested by the city Administrator or Director of Finance of
city, organization shall submit to the City Administrator, with
a copy to the Director of Finance and the San Bernardino Fine
Arts Commission, an accounting of the proposed and actual
expenditures of all revenues accruing to the Organization for
the fiscal year ending June 30, 1991. Financial records shall
be maintained in accordance with generally accepting accounting
principles by organization in such a manner as to permit city
to easily trace the expenditures of the funds. All books and
records of organization are to be kept open for inspection at
any time during the business day by the City or its officers or
agents.
5. Hold Harmless. organization covenants and agree to
defend, indemnify, and hold harmless the city and its employees
and agents from all liabilities and charges, expenses
(including counsel fees), suits or losses however occuring, or
damages arising or growing out of the use or receipt of the
funds paid hereunder and all operations under this agreement.
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Agreement for Inlc:f Dance Theatres, Inc. <:)
1 payments hereunder are made with the understanding that the
2 city is not involved in the performance of services or other
3 activities of organization. organization and its employees and
4 agents are independent contractors and are not employees or
5 agents of the city. in performing said services.
6 6. Termination. city shall have the right to terminate
7 this Agreement and any funding remaining unpaid hereunder for
8 any reason by mailing a ten-day written notice to organization
9 and this agreement shall terminate ten days after the mailing
10 of such. notice. In the event this Agreement is terminated for
11 reasons of improper use of funds or use of funds for any
12 purpose other than those authorized, any unexpended portion of
13 the funds provided by city shall be returned to city. In
14 addition, organization shall reimburse to city any funds
15 expended which were used for any purposes other than those
16 authorized under this Agreement.
17 7. Assianment. organization shall not assign its
18 interest in this Agreement without the prior written approval
19 of City..
20 8. Insurance. organization shall take out and maintain
21 during the life of this Agreement such public liability and
22 property damage insurance as shall insure city, its elective
23 and appointive boards, commissions, officers, agents and
24 employees, permittee and its agents performing acts covered by
25 this Agreement from claims for damages for personal injury,
26 including death, as well as from claims for property damage
27 which may arise from organization's or its agents' operations
28 hereunder, whether such operations be by organization or its
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Agreement for Inlt:) Dance Theatres. Inc. <:>
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1 agents or by anyone directly or indirectly employed by either
2 organization or its agents, and the amounts of such insurance
3 shall be as follows:
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(a) Public Liability Insurance.
In an amount not
5 less than $100,000 for injuries, including, but not limited to,
6 death, to anyone person and, subject to the same limit for
7 each person, in an amount not less than $100,000 on account of
8 anyone occurrence:
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(b)
property Damage Insurance. In an amount of not
10 less than $50,000 for damage to the property of each person on
11 account of anyone occurrence.
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(c)
Workers
compensation.
organization
shall
provide workers compensation insurance in the amount required
by state law' if the funds provided hereunder are to be paid as
salary to any employee of organization. orqanization shall
16 require that all rights of subrogation under such policy of
17 workers compensation insurance shall be waived as to city.
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city shall be set forth as an additional named
19 insured in each policy of insurance provided hereunder.
20 9. organization hereby convenants that it has.taken all
21 actions necessary to make the adherence to the obligations
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imposed by this agreement
organization.
a binding obligation
of the
10.
Notices.
All notices herein required shall
be in
writing and delivered in person or sent by certified
mail,
postage prepaid, addressed as follows:
As to organization:
As to city:
city Administrator
city of San Bernardino
Inland Dance Theatres, Inc.
Attn: Montie Howard
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Agreement for In'c:. Dance Theatres, Inc. <:)
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300 North "0" street P. O. Box 6033
San Bernardino, CA 924~8 San Bernardino, CA 924~2
11.
Entire Aareement.
This Agreement and any documents
or instruments attached hereto or referred to herein integrate
all terms and conditions mentioned herein or incidental hereto,
and supersede all negotiations and prior writing in respect to
the subject matter hereof.
In the event of conflict between
the terms, conditions or provisions of this Agreement, and any
such document or instrument, the terms and conditions of this
Agreement shall prevail.
DATED:
CITY OF SAN BERNARDINO
ATTEST:
17 city Clerk
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Approved as to form and legal content:
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city Attorney
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Fine A~ts CommisSlc~
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-.JI '';.:1111Zol1'''' r-ant Apol ication FOnT.
Fo~ Pe~fonv. ."rts
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Applicant Organization (Name. Address.
etc. )
INIAND DANCE 'ftIEATRES INC.
P.O. Box 6033
San Berna%dino, Ca. 92412
Page 5
II. Contact PerSon . Montie Howard.
Title Preddent Phone tll!~-,,12P,
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~II. Program Category Under Which Support
1S Requested: DANCE
IV. Period of Support Requested
Sept. 7, 19910thru Dec. 9, 1990
Starting Ending
Phone 862-1390
CA State Non-Profit 10 ~ 0733047
Number of Years in Existence 15
V. Summary of Category Descriptions
SEE ATTACHED
stimated number 0 persons expected to ene"t program'project:-'U.IlOlr-
a) Number of persons by paid attendance: 8100
b) Number of persons by free or complimentary admission: 3300
VII. Need Statement:
SEE ATTACHED
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VIII.
Intended. Results:
SEE ATTACHED
B. Indirect Costs
TOTAL COSTS OF FROJECT
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TOTAL DIRECT COSTS ;
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TOTAL PROJECT COSTS . $113,638
See Budget
IX. Summary of Estimated Costs:
A. Direct Costs
Salaries & lIa(1es
Supplies & Materials
Travel
Fixed Assests/Rentals or Leases
Fees 8. Other
x. Organization Anticipated Funding/Expenses:
A. Expenses
B. Revenues. Grants. Contributions. etc.
Actual Host Recent
Fiscal Period
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Estimated This
Fiscal Period
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SEE ATTACHED BUBGES>
XI.
Tota Amount Requested From San Bernardino City Fine Arts Commission:
NOTE: Amount Requested S 30.000
Plus total revenues. S
grants. contributions.etc.
Must equal total project S
costs above.
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CER1IFICATIQN: W 'In' r/Jw;~
ProJec~ Off1cer ~... ?"., r
Title
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V Project Description
Inland Dance Theatres will present the 15th production of.
Nutcracker to the community of San Bernardino and
surrounding area, drawing an audience from a diverse group
of people. At least 85,000 school children have seen
Nutcracker during the past 14 years bringing Ballet, Music
and a live performance into their lives.
The funds requested will be spent in the area of. Third
performance, upgrading sets, replacing worn-out costumes
(particularly mice) and increased production costs.
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Diane Amendt has been Artistic Director for the pas~ 11
years and bringsa wealth of knowledge and charm to this
production. Assisting Diane is Connie Versteeg who has been
h~lping Diane for the past 8 years and has danced in IDT,s
Nutcracker for the past 12 years. Conr.ie has been dancing
in Phantom of the Opera this past winter. Lynette Evans
will also assist the Artistic Director. Lynette has either
assisted or danced in Nutcracker for the past 14 years and
was the Artistic Director for IDT,s coppelia this spring.
Lynette is curre~tly the owner of the Noerr Dance Academy.
Also. helping Diane will be Evette Pellarco Swinsa~ ~~~
ArtisticRlly Directed cappelia this spring with ~y~ette.
Evette ,:as a d~~cer wlth the now def~nct Los Angelel E~llet
and has ~anced ~any roles for Nutcracker in the past.
IDT i~ blessed with a very active board that hel. ~:th the
production of all their shows.
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Vii Needs Statement
Inl~nd Dance Theatre has been a le~der in the San Bernardino
Area for the past 14 years in bringing quality dance
productions to the community.
People plan each year ~o 1~ten1 our Nut~ra~ker performance
~s part of their Holiday Season. For 14 years they know they
~an depend ~n us tJ present a quality pr0~uction fea~uring
~3nl of ~heir friends. neighbors and fami17 ~hi~h ad1s
enJoyment and !nrL~hes their li'les.
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In the past fe~ years we ha?e f~und Jur .udience growing
fr:~ the surrounding cities some f"om as far aways as Hemet,
SunCity, 0ntario ~nd Chino. We have sold 92 seats to a
senior citizens tour group fr~m Alta Lama which have
scheduled our performance on their agenda of tours.
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This year in order to grow, we will need the help of the
City ~f San Bernardino Fine Arts Commission as we plan on an
additional ?erform~nce which will add more income and
fullfil: the reque.st of the publiC for another performance..
Our target groups are school children, senior citizens, and
the new residents in the San Bernardino area.
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V111 Intended Results
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Primarily Nutcracker is producted to enrich the lives of our
young children who may never have had the opportunity to see
a Ballet or hear an Orchestra. For 14 years the children of
our city and the surrounding county have been educated in
this proce5s. This year 6800 more ycu~g people will have
the opportunity to see this performance.
our intent is to help make San Bernardino the center for the
arts, for those whc would rather not commute to Los Angles
or Orange County.
We are planning four school
three public performances.
people this year.
shows which will be sold out and
We project an audience of 4700
The time frame of this production will be September 7th 1990
through December 9th 1990.
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Page 1 NUTCRACKER
ACTUAL ACTUAL BUDGET
ITEMS 1988 1989 1990
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INCOME ALL SOURCES
PUBLIC TICKET SALES 37,361 3'h268 54.000
SCHOOL PARTICIPATION 17.284 19.215 18.000
,', PROGRAM SALES 1,046 1.160 2,000
NUTCRACKER SHIRTS 562 426 400
... IN'F-R".:ST INCOME 196 510 300
AUDITION FEES 1.125 840 1 ,200
FOUNDERS , FUND RAISE 4.988 7.590 6.000
TOTAL INCOME 62.562 69.009 81,900
EXPENSES
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~ESTRA 30.015 30,182 36,000
R AND S~ 120 165 200
. IRS 121 83 83
CHOREOGRAPHERS 9,235 12,000 12.000
GUEST ARTISTS 8.328 9.200 12.000
COMPANY DANCERS 1.875 1,300 2.000
HOUSING GUEST ARTISTS 667 300 500
COMPANY CLASSES 995 1,000 1.000
FICA ETC 1.000
RENTAL CALIFOIUlIA '1'IIEATRE 6,640 6,530 7.000
STAGE HANDS All) LIGHTING 4.336 4.535 5.000
RENT AUDITIONS. REHEARSALS 1 ,800 1.860 1,860
SET NE.W CONSTRUCTION 1.410 0 6,000
SET REPAIR , MAINTENANCE 300 250 500
SET , COSTUME STORAGE 3.619 2,250 2,500
CLO DROpS 344 345 345
OTHER DROpS 487 480 500
PROP RENTALS 213 255 250
DRY ICE 140 185 200
MOllE SETS 334 350 400
SUB TOTAL 70.979 71.270 89,338
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ACTUAL
1989
NEW COSTOlES
REPAIR & Ml'.IN. COSTUMES
SEAMSTRESS
COSTUME RENTAL
CLEANIN:; COSTUMES
MAKE=UP
PRINT MEnU
PROGRAM, FLYERS, POSTERS
ART, PHO'l'OGRAPHY, ETC.
PRINT TICKETS
OVmEO TAPE
NUTCRACKER SHIRTS
1,102
274
600
375
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630
2,472
2,968
1,545
200
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1,368
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500
894
271
1,000
44
58
75
509
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704
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15,589
INSURANCE
TELEPHONE
POSTAGE
COST OF neaT SALES
VISA . Ml'.STER CARD
INVITATIONS - FOUNDERS
ENTERTADMEN'l'- POUNDERS
CATERlN:;-FOmmERS PARTY
pre SHCIf RECEPl'ION
CAST FLCIfERS - GlETS
CAST PARTY RENT
CAST PART FOOD
ADM]:STRATIVE COQRDINl\.TOR
SUB TOTALS
TOTAL
86,56!3
SAN BElUWlDDlO nNE ARTS CClMISSION
17,500
FIUI Ftnm & MUSICIAN'S FUND 5,525
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ACTUAL
1989
BUDGET
1990
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1,100
200
65
560
420
3,007
2,624
1,843
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1,458
3,000
1,800
600
500
600
200
3,000
2,700
1,800
300
300
1,400
1,000
1,260
320
1,300
1,340
232
200
697
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1,023
1,818
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580
21,161
1,000
1,300
300
2,000
1,000
250
200
700
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750
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600
24,300
92,429
113,638
$20,000....
7,850***
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IN 8_88I.D.T. HAD A NOTE FOR $10,000
. I.D.T. RECIEVED (**) AND (***) FOR NUTCRACDR 1989
OUR CURRENT BANK BAIANCE IS APPROX. $5,999
07-30-90
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MEMBERS PRESENT
Dorris Ballard
Ernest Garcia
C. Dale Jenks
Harry Murray
Barry Silver
Richard simon
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: t FINE 1 ARTS COMMISSION '
, --
.~riday, september 2:!-i ,1990
Water Department Board Room
I 5th Floor:of city'Ball
San Bernardino, CA i
MEMBERS ABSENT
sylvia cichocki
Frank Lindqren (Excused)
Esther Mata
OTHERS ABSENT
Thelma Press (Excused)
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t"lt. T.T .1l!D TO ORDER
Chairman Barry
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GRANT INTERVIEWS
The Fine Art. commi..ion .et. with the followinq
orqanization'. repre.entative.(San Bernardino Art
As.ociation, Inland Dance Theatre., Inc., San Bernardino
Valley community Concert As.ociation, Friends of the San
Bernardino Public Library, and Broadway Celebrity Play
Series) to discus./review their qrant application. in further
detail and for clarification on! certain items on the
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San Bernardino Art Associa~ion
KOTION:
SECOND:
silver called the meeting to
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order
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BY' Richard simon to deny the San Bernardino
Art A.sociation qrant application because the
application. was not: complete. The
commissioners .houl~ allow the orqanization to
correct the application and re.ubmit it at a
later date.
By Erne.t
commission.
Garcia and
approved
Inland Dance Theatres. Inc.
KOTION:
SECOND:
by the
By Richard simon to approve the Inland Dance
Theatres, , Inc. qrant application for the
amount of $20,000.
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San Bernardino Vallev communitv Concert Asso!ration
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MOTION:
By Richard Simon to approve the grant
application for the amount of $15,000.
SECOND:
By Ernest Garcia
commission.
and approved by the
pri.nds of ~h. San S8rnardino Public Librarv
SECOND:
By Richard Simon for the commission to approve
the grant application for the U10unt of
$5,000. However the commission will monitor
the FriendS of the San Bernardino Public
Library's advertising system, programming, and
public attendance for future reference.
Ernest Garcia and approved by the commission
with C. Dale Jenks abstaining.
MOTION:
Broadwav Celebrity Play Series
SECOND :
By Richard Simon for the commission to approve
the Broadway Celebrity Play Series grant
application for the amount of $25,000.
By Ernest Garcia and approved by the
commission with C. Dale Jenks abstaining.
MOTION:
o OTHER BUSINESS
The commissioners' finalized their tentative recommendations
made at the meetitlg held'on Tuesday, September 11, 1990:
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METROPOLITAN OPERA AUDITIONS: Recommend approval of grant
application in the U10unt of $3,500.
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STURGES THEATRE GROUP: Deny approval; of grant application as
requested for the amount of $16,150.
PRIME TIME CHORALIERS: Recommend approval of grant
application in the amount of $2,200.
STURGES FOUNDATION: Deny approval of grant application as
requested for the amount of $21,000.
INLAND MASTER CHORALE:: Recommend approval
application in the amount of $2,500.
NATIONAL COUNCIL,OF NEGRO WOMEN, INC.: Recommend approval of
grant application: in the amount of $~I, 000.
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of grant
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SINFONIA MEXICANA, INLAND EMPIRE OPERA ALLIANCE, and INLAND
EMPIRE SYMPHONY . ASSOCIATION: Recolllllliand to approve a total
sum in the U10unt of $70,000 to the Symphony's general fund
for distribution pf the, monies to . the aforementioned groups
by the Symphony's. Board bf Directors.' ,
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MOTION:
By Richard Simon to approve the afor_entioned
rec01Il1Ilendations.as stated by the c01Il1Ilission.
SECOND :
and . approved
by
the
BY,' Erne*t Garcia
cOlUlission.
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'l'he meetinq adjourned at 6:15 p,m. 'l'he. next Fine Arts
COlUlission meetinq will be held I'riday, October 12, 1990,
4:00 p.m., in tbe Manaq_ent Information center (IIIC Room),
located on tbe sixtb .f.loor of city Ball, san Bernardino, CA.
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9/27/90
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