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c~ OF SAN BERNARDI~ - REQuQsTFOR COUNCIL AdION
From:
Thelma Press, Liaison,
& Counc i1
REC'U.-ADMIK'SOF;ect' .
Mayor ubJ .
1S89 Af'R lOAM 8, 27
Recommendation by Fine Arts Commission -
Grant to the Prime Time Choraliers/AARP
San Bernardino North # 2083 - $6,000
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[)ept:
Data:
3/30/89
Synopsis of Previous Council action:
Racommanded motion:
Adopt resolution.
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Signature
Contact person:__Thelma Press
Supporting data attached: Yes
Phone: Ext. 5114
Ward:
FUNDING REOUIREMENTS:
Amount: $6.000
Source: (Acct, No,) 001-091-53605
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(Acct. Descriotion)
Arts FUnding~
Finance: .~ bNi------
Council Notes:
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erC' OF SAN BERNARDCO
- REQU~T FOR COUNCIL Ac'1'ION
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 homes and senior centers.
This is the first official Seniors
Group in San Bernardino directed
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.
Chorale
by two
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 NORTH # 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
7 Bernardino is hereby authorized and directed to execute
8 on behalf of said city an Agreement with the Prime Time
9 Choraliers/AARP San Bernardino North # 2083 a copy of
10 which is attached hereto, marked Exhibit "A" and
11 incorporated herein by reference as fully as though set
12 forth at length.
13 I HEREBY CERTIFY that the foregoing resolution was
14 duly adopted by the Mayor and Common Council of the city
15 of San Bernardino at a
meeting
16 thereof, held on the
day of
17 1989, by the following vote, to wit:
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AYES:
NAYS:
Absent:
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City Clerk
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The foregoing resolution is hereby approved this
day of
, 1989.
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Resolution for Prime """e Choraliers/Ar San Bernardino 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 sim
Bernardino North # 2083 a non-profit organization,
referred to as "Organization".
The parties agree as follows:
1. Recitals.
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 Prime Ti....,Choraliers/AAOan Bernardino North # 2083
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the City Finance Director, City shall pay to Organiza-
tion from the budget for the 1988-89 fiscal year, the
total sum of six thousand dollars, to cover the costs
per the Fine Arts grant application agreement.
3. Use of Funds. The funds paid to Organi-
zation shall be used solely 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, 1989 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, 1989. Financial records
shall be maintained in accordance with generally
accepted accounting principles by Organization in such
a manner as to permit city to easily trace the expendi-
tures 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 offi-
cers or agents.
5. Hold Harmless. Organization covenants and
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Agreement for Prime TiOChoralierS/AAR~.~4n Bernardino North # 2083
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agrees to indemnify and hold harmless the city and its
employees and agents from all liabilities and charges,
expenses (including counsel fees), suits or losses
however occurring, or damages arising or growing out of
the use or receipt of the funds paid hereunder and all
operations under this agreement. Payments hereunder
are made with the understanding that the City is not
involved in the performance of services or other acti-
vities of Organization. Organization and its employees
and agents are independent contractors and are not emp-
loyees or agents of the City in performing said ser-
vices.
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Termination. City shall have the right to
terminate this Agreement and any funding remaining un-
paid hereunder for any reason by mailing a ten-day
written notice to Orqanization and this agreement ahall
terminate ten days after the mailing of such notice. In
the event this Agreement 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, organization ahall reimburse to city any
funds expended which were used for any purposes other
than those authorized under this Agreement.
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Assianment. Organization ahall not assign
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its interest in this Agreement without the prior
written approval of City.
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Insurance. Organization shall take out
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Agreement for Prime Ti~ Choraliers/AARP -an Bernardino 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-
ence.
City shall be set forth as an additional
named insured in each policy of insurance provided
hereunder.
9. Organization hereby convenants that it has
taken all actions necessary to make the adherence to
the obligations imposed by this agreement a binding
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Agreement for Prime TiI._ Choral iers/AARi"--:San Bernardino North # 2083
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1 obligation of the organization.
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10.
Notices
All notices herein required
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4 certified mail, postage prepaid, addressed as follows:
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As to city:
city Administrator
city of San Bernardino
300 North "On 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.
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21 . DATED:
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25 ATTEST:
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CITY OF SAN. BERNARDINO
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Agreement for Prime Til ,._ Choral iers/AAR',jan Bernardino North # 2083
Organization
Approved as to form and legal content:
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Ci~ Attorney
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'~"mudirto City
,. ^na Commission
o-lANlZATION CRANT APPl.!CAn-~F'
ON J OR..
Conad ..I0Il - 1 re Gsha 11
Title Bus iness 'lanager _ RR2='7496
t pniation ame, iGdreSl, e
AARP an Bernardino North #2083 and also
all other AARP groups in San Bernarqino.
1st Congregational Church
3041 Sierra \Jay
San Bernardino, CA 92405
p~ 883-6008(Bd.of Directors of AARP 2083
CA s... H-'rotit ID' 23-7433783 (2083)
Hum..... 01 Years in Eltistenca . H (?083)
~- ~.Ul c...py Under n1c:h Suppon
II Requuteda (,Illll"a 1 fhr i r
pr.-f;. of !upport leques1ed
Ap ri 1. 1 S'S9
CStartinaJ
tIlru~
Y. of Project DescripUoN 0 un an 0 er persons over age 1 y co,
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. lstilM... number of peuD'" expected to benetit fr.Im dYa proanmlprojec:U 2.000 (10 performanc
a) Hwnblr of pwsana by pUt .nllllclancat No charge to audiences to date)
b) Nwnber of persans by fr.. or compUmentary admisaionl N/A
VI: Need.1atemenD Un1:11 now, 1:nere ndSU.L ueell do ~IIUJdl IlIU;)I{,.; ~ruup III-'QII Dt:JIIQIUIIIV
made 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
tablish self-pride in striving for excellence, and offers older audiences an example of what their
peers can do.
~esultsl
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. Swnmary of btim.... CostsI
A. Direct Coati
Saar_ and ".Ies
Suppliu at Materi&1s
Tr.vel
Fixed Asseu/Rentals or -Leues
Fees and Other
8. Indirect Coati
(See appended page)
(See appended page)
(See appended page)
(See sppended page)
(See appended page)
TOTAL DIRECT COSTS
TOTAL PROJECT COSTS
X. Orpnizatian anticipated fwWn&!ellpenJell
A. ExpeMU '-
8. Revenues, -Crants, Cornributklns, eteo
-ActuaJ Most Recent
F Isc:a.l Period
$ 2,995.00
$ N/A
Estim.ted This
FiJc:a1 Per iod
$ 6.000.00
$ N/A
Xl.
Tow amount requested from San Bernardino City Fine Arts Commission
NOTE: Amount Requested $ 6,000.00
Plua tot&l revenues, $ 11/1'1
",anu, contributions, eCeo
Muat eqUA! tot&l project $ 6,000.00
cosu a.bove
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oar 0 01 rectors
AARP San Bernardino North 2083
XJI. CER TlFICA nON a
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PRI~lE 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, Dial-a-Ride, and buses. It has be-
come necessary 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 Dial-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 period would 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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FIflAr~CIAL REPORT
ESTIMATEO 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
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$ 695.00
$2,300.00
'$2,995.00
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~I NUT E S -...,)
FINE ARTS COMMISSION
MIC
Friday, March 10, 1989
Room, 6th Floor, City Hall
San Bernardino, CA
. 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)
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Barry Silver, chairman, opened the meeting at 4:00 p.m.
GRANT REOUESTS
Inland EmDire SvmDhonv 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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