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,. C.I;TY~.OF SAN BERNX'RDINO..; REQUEST ~R COUNCIL ACTION
REc'n, -AB..IK....QF.fect. .
Mayor ~bJ .
IS8UPR lOAM So 21
Date: 3/30/89
Recommendation by Fine Arts Commission -
Grant to the Prime Time Choraliers/AARP
San Bernardino North # 2083 - $6,000
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From: Thelma Press, Liaison,
& Council
Dept:
Synopsis of Previous Council action:
Recommended motion:
Adopt resolution.
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Signature
Contact person: Thelma Press
Supporting data attached: Yes
Phone: Ext. 5114
Ward:
FUNDING REQUIREMENTS:
Amount: $6.000
Source: (Acct. No.) 001-091-53605
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(Acct. Descriotion)
Arts FUndinq~
Finance: tJN1----
Council Notes:
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. CITY'OF SAN BERNkADINO - REQUEST ~ COUNCIL ACTION
STAFF REPORT
The Prime Time Choraliers began with 15
singers from AARP San Bernardino North # 2083
in October of 1987.
They performed at the Mayor'S Prayer Break-
fast in 1988 and have continued to sing at
nursing h9mes and senior centers.
This is the first official Seniors Chorale
Group in San Bernardino directed by two
outstanding retired music educators.
The Prime Time Choraliers now have 50 members
and have done much to help the self-esteem of
the older people of our city.
The grant request in the amount of $6,000 was
approved by the Fine Arts Commission at their
meeting on March 10, 1989.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH THE
PRIME TIME CHORALIERS/AARP SAN BERNARDINO NORTlI jI 2083
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 Agreement with the Prime Time
Choraliers/AARP San Bernardino North # 2083 a copy of
which is attached hereto, marked Exhibit "An and
incorporated herein by reference as fully as though. set
forth at length.
I HEREBY CERTIFY that the foregoing resolution was
duly adopted by the Mayor and Common Council of the City
of San Bernardino at a
meeting
thereof, held on the
day of
1989, by the following vote, to wit:
AYES:
NAYS:
Absent:
City Clerk
The foregoing resolution is hereby approved this
day of
, 1989.
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Resolution forCime Time Choraliers/AARP San B,)ardino North # 2083
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Evlyn Wilcox, Mayor
city of San Bernardino
orm and legal content:
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AGREEMENT
Fine Arts Fundina
THIS AGREEMENT is entered into between the CITY
OF SAN BERNARDINO, a municipal corporation, referred to
as "City", and the Prime Time Choraliers/AARP San
Bernardino North t 2083 a non-profit organization,
referred to as "Organization".
The parties agree as follows:
1.
Recitals .
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A. Organization has requested financial
assistance from city for the fiscal year 1988-89, in
order to assist in defraying the expense of certain
concerts, shows, festivals or events or activities
sponsored by Organization as set forth in Organi-
zation'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 in-
corporated 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 munici-
pal public purpose, to wit: for the promotion of
choral music in San Bernardino, as more fully set forth
in the proposal submitted by Organization.
2. Pavment. Upon presentation of a claim to
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Agreement for <:)me Time Choraliers/AARP San Be~~rdino North # 2083
the city Finance Director, City shall pay to Orqaniza-
tion from the budqet for the 1988-89 fiscal year, the
total sum of six thousand dollars, to cover the .costs
. per the Fine Art. qrant application aqreement.
3.
Use of Funds. The funds paid to Orqani-
zation shall be used solely for the purposes set forth
in Paraqraph 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
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shall be expended by June 30, 1989 and any unexpended
funds shall be returned to City by Orqanization.
4.
Accountina. At such time or times as may
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be requested by the City Administrator or Director of
Finance of City, orqanization shall submit to the city
Administrator, with a copy to the Director of Finance
and the San Bernardino Fine Art. Commission, an
accountinq of the proposed and actual expenditures of
all revenues accruinq to the Orqanization for the
fiscal year endinq June 30, 1989. Financial records
shall be maintained in accordance with qenerally
accepted accountinq principle. by Orqanization in such
a manner as to permit City to easily trace the expendi-
tures of the funds. All books and records of
orqanization are to be kept open for inspection at any
time durinq the business day by the City or its offi-
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cers or aqents.
5.
Hold Harmless. orqanization covenants and
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Agreement for ,P.rime Time Choral iers/AARP San B''"')ardino North # 2083
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aqrees to indemnify and hold harmless the city and its
employees and aqents from all liabilities and charqes,
expenses (includinq counsel fees), suits or losses
however occurrinq, or damaqes arisinq or qrowinq out of
the use or receipt of the funds paid hereunder and all
operations under this aqreement. Payments hereunder
are made with the understandinq that the City is not
involved in the performance of services or other acti-
vitie. of orqanization. Orqanization and its employees
and aqents are independent contractors and are not emp-
loyees or aqents of the City in performinq saidser-
vices.
6.
Termination. City shall have the riqht to
terminate this Aqreement and any fundinq remaininq un-
paid hereunder for any reason by mailinq a ten-day
written notice to Orqanization and this aqreement shall
terminate ten days after the mailing of such notice. In
the event this Aqreement is terminated for reasons of
improper use of funds or use of funds for any purpose
other than those authorized, any unexpended portion of
the funds provided by City shall be returned to City.
In addition, Orqanization shall reimburse to City any
funds expended which were used for any purposes other
than those authorized under this Aqreement.
7.
Assianment. Orqanization shall not assiqn
its interest in this Aqreement without the prior
written approval of city.
8.
Insurance. Orqanization shall take out
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Agreement for Cime Time Choral i ers/ AARP San B Jardi no North # 2083
and maintain during the life of this Agreement such
public liability and property damage insurance as shall
insure city, its elective and appointive boards, comm-
issions, officers, agents and employees, Permittee and
its agents performing acts covered by this Agreement
from claims for damages for personal injury, including
death, as well as from claims for property damage which
may arise from Organization's or its agents' operations
hereunder, whether such operations be by Organization
or its agents or by anyone directly or indirectly
employed by either Organization or its agents, and the
amounts of such insurance shall be as follows:
(a) Public Liability Insurance. In an
amount not less than $100,000 for injuries, including,
but not limited to, death, to anyone person and,
subject to the same limit for each person, in an amount
not less than $100,000 on account of anyone
occurrence:
(b) Property Damage Insurance. In an
amount of not less than $50,000 for damage to the
property of each person on account of anyone occurr-
enee.
city shall be set forth as an additional
named insured in each policy of insurance provided
hereunder.
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9.
Organization hereby convenants that it has
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taken all actions necessary to make the adherence to
the obligations imposed by this agreement a binding
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Agreement for ~me Time Choraliers/AARP San B~rdino North # 2083
1 obligation of the organization.
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All notices herein required
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Notices
3 shall be in writing and delivered in person or sent by
4 certified mail, postage prepaid, addressed as follows:
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As to city:
city Administrator
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
As to organization:
Prime Time Choraliers/
AARP San Bernardino North
* 2083
Attention: Mildred T. Marshall
1st congregational Church
3041 Sierra Way
San Bernardino, CA 92405
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 negotia-
tions and prior writing in respect to the subject
15 matter hereof. In the event of conflict between the
16 terms, conditions or provisions of this Agreement, and
17 any such document or instrument, the terms and condi-
18 tions of this Agreement shall prevail.
19.
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21 DATED:
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CITY OF SAN BERNARDINO
25 ATTEST:
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Agreement for p<::e Time Choraliers/AARP San Ber~dino North # 2083
organization
Approved as to form and legal content:
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cit Attorney
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SIn &erTW'dll'O City
, ,. Aru Commission
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ORCi~ON CiRAm .-.pPUCA nON FORIll
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t OrpNzaUon aIM. iGdnll, e
AARP an Bernardino North #2083 and also
all other AARP groups in San Bernarcjino.
1st Congregational Church
3041 Sierra Way
San Bernardino, CA 92405
Phone 883-6008(Bd.of Directors of AARP 2083
CA Sea. N-'rotlt 10' 23-7433783 (1.083)
Nwnber cd Van in EwtenC8 lA (?083)
tICt ~1GIl ,1 re ~sha 1
, Title Bus 1 ness '1anager RR2='7496
ID. ~...... c.tep'Y Under Whicta S41ppon
II R~ rhil'il fl'"i!:'
~ioG ol ~UPPQrt Aequated
April. 1989
CStartin&)
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Y. Sununary cd Project DetcripcioN 0 un an 0 er persons over age 1 y C ,
pa11y from AJ.RP group members in San Bernardino. We have been. and will continue to be'
putting on programs for AARP groups, civil functions. schools and other community groups.
VI. Es1imatlld nwnber o! ~too.. upected to benetlt ~ dID pt~un/projecU
a) Nwnber cd I*'~ by pUt attencSlncll No charge to audiences
b) Nwnber of I*'~ by!ree or compAimentary ldmislioN N/A
2.000 (10 perrormancl
to date)
va. NeedlU1amena unt.ll now, t.nere na.::>n,1.. u~~n d \;J1UJClI IIIU::'I\,; ~r'uu~ III.JQIIDt:rllC1rUIIlU
mad~ up,of older people. We have reason to believe that this is the on
AARP-sponsored singing group in the United States. For the singers, it affords an opportunity to e
tab1ish self-pride in striving for excellence, and offers older audiences an example of what their
peers can do.
Vllt"lntelldecl Resulua
a. The intended result is to supply the above need.
b. Singers and performers will have something to look forward'to which will bring joy
into their lives.
TOTAL COSTS OF PROJECT
IX. Summary cd Estimated COItSI
A. Direct Costs
Sa.Laries and .ales
Supplles at MateriaJa
Travel
Fixed AuetslRencaJs or .L....
Fee. and Other
8. Indirect Costs
(See appended page)
(See appended page) .
(See appended page}
(See sppended page
(See appended page
TOTAL DIRECT COSTS
TOTAL PROJECT CoSTS '
X. Orpniz.atian ant1cJpatiICI fWld.ina/ellpensesa
, A. ElCpeMU '.
8. Revenues. 'Cirants. ContriDutloM, ete:.
'Acua1 Most Recent
Fiscal Period
$ 2.995.00
$ N/A
Estimated This
Fisca! Period
$ 6.000.00
$ N/A
Xl. Tow amount requelted from San Bernardino City Fine Arts Commission
. NOTE: Amount Requested $ 6.000.00 '
Plus toW revenues, $ 11//\
ganu. contributions. ete:.
Must equa! toW project $ 6.000.00
COIU above
xu. CER TlFICA nONs
a.""i..... nffl~
~$A~TltW
oar 0 1 rectors
AARP San Bernardino North 2083
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PRHlE TIME CHORAL! ERS
IX. SUMMARY OF ESTIMATED COSTS
A. DIRECT COSTS
Salaries and Wages
.Accompanist at $30.00 for a two-hour rehearsal:
$30.00 x 40 weeks for a ten-month period: $1,200.00 .
Our present accompanist, Jack Rodgers, did not accept any pay for the
last fiscal year. No replacement is anticipated but, if necessary,
it would cost at least the above to get anyone even close to his
great talent at the keyboard.
Supplies and Materials
Cost of music, three-ring music folders, printing costs, stamps,
envelopes, etc. The cost of octavo choral music per copy is now
between $.75 to $1.50. Some music in the public domain is es-
pecially arranged for the group by the director, at a printing
cost of six cents per page, per number for approximately fifty
singers. We started out with fifteen singers at the beginning.
Travel
Transportation for singers, Dia1-a~Ride, and buses. It has be-
come ne<<essary for us, for safety and liability reasons, to use
buses for transportation from our rehearsal point.to performances.
The average age of our singers is 71.5 years, and ranges up to the
high 80's. The rental for a school bus for four hours is $165.00.
As we have approximately ten performances between October and June
(two at home base), our cost for transportation for eight trips,
including Dia1-a-Ride, is $1,650.00.
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A. DIRECT COSTS (Continued)
Fixed Assets/Rentals
The cost of the rehearsal place we are now in, the choir room of
the First Congregational Church of San Bernardino, is nominal. It
is, however, rather small and, as we are approaching a membership
of fifty, we cannot stay there much longer. We estimate that it
will cost $40.00 for a two-hour rehearsal each week, or $160.00 per
month. Rehearsal rental fees for a ten-month peri od woul d be
$1,600.00. We are having problems finding a new place for day re-
hearsals. Most of our singers will not drive at night.
Fees and Others
We have a standard dress uniform that is simple, yet costs money for
some of our singers who are barely existing on Social Security. The
estimated cost for the group is $250.00.
Further Information
This group started out with fifteen singers from AARP 2083 in Octo-
ber of 1987. We are now approaching a membership of fifty, with
the singers well distributed among the four parts, and we are still
growing. Our musical progress from two-part work into more compli-
cated four-part singing can be attested to by the standing ovations
we get at our performances, including the last Mayor's Prayer Break-
fast. The increasing joy and pride we get in striving for excellence
is a continuing source of pride to the group.
Mr. Frank Lindgren, our director, has added an assistant director
for our-group. She is Mrs. Margaret Ransom, a retired choral di-
rector for the San Bernardino City SchoOlS.
We have heard over and over again that this group is the best thing
that has happened for, and to, older people in this city. - Its
greatest impact is upon the singers who are finding it enjoyable and-
stimulating, and this group has done much to help our self-esteem.
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FINANCIAL REPORT
ESTIMATED COSTS FROM PRESENT TO JUNE 1, 1989
Rent
Music, Supplies, Printing, Phone, Etc.
TOTAL ESTIMATED COSTS OF ABOVE
COSTS TO DATE (February 27, 1989)
Rent
Music, Supplies, Printing, Phone, Etc.
TOTAL EXPENSES TO 2/27/89
TOTAL EXPENSES, ESTIMATED, ALREADY SPENT
GRANT GIVEN FOR LAST YEAR $3,000.00
2/27/89
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$ 210.00
485.00
$ 280.00
2,020.00
$ 695.00
.$2,300.00
.$2,995.00
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MINUTES
FINE ARTS COMMISSION
Friday, March 10, 1989
Room, 6th Floor, City Hall
San Bernardino, CA
MIC
MEMBERS PRESENT
Dorris Ballard
Sylvia Cichocki
C. Dale Jenks
Frank Lindgren
Esther Mata
Harry Murray
Barry Silver
Richard Simon
MEMBERS ABSENT
Dr. Amer El-Ahraf
OTHERS ABSENT
Thelma Press, Liaison (Excused)
Barry Silver, chairman, opened the meeting at 4:00 p.m.
GRANT REOUESTS
Inland Emcire Svmchonv Association
Mr. George Martinez represented Susan Feller at the Fine Arts
Commission because Ms. Feller was called out-of-town on
business.
After briefly talking with Mr. Martinez, the Commission
realized that he was unaware of what the oral interview
entailed and was not prepared to answer their questions. The
Commission decided to have Mr. Martinez return along with Ms.
Feller to address the Commission at the April 14 meeting on
the Symphony's grant request.
AARP San Bernardino North #2083
MOTION:
By Harry Murray to approve the money for $6,000
as requested in the grant application and that a
list of the Board of Directors be included with
all grants in the future.
By Dorris Ballard and approved by the Commission
with Frank Lindgren abstaining.
FINE ARTS APPLICATION APPROVAL
SECONDED:
The Commission agreed that the new application form be tabled
and discussed at the next meeting.
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ADJOURNMENT
The meeting was adjourned at 5:00 p.m. The next meeting of
the Fine Arts Commission will be held "Fridav. Anril 14.
1989. 4:00 n.m.. in the HIC Room. 6th floor. City Hall. San
Bernardino .n
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3/30/89