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CITY OF SAN BERN~DINO - REQUEST FOR COUNCIL ACTION
From: Thelma Press. Fine Arts Liaison for the
. Mayor and Council
Dept: Mayor's Of fice
Date: 11-1-91
Subject: Recommendation by the Fine Arts Commission
to grant $9.750.000 to the Junior University
Inc.
Synopsis of Previous Council action:
NONE
Recommended motion:
Adopt Resolution.
. ~~A/ ?t7~
Signature
Contact person:
Thelma Press
Phone:
ext. 5114
Supporting data attached:
YES
Ward:
FUNDING REQUIREMENTS:
Amount:
$9.750.00
Source: (Acct. No.l
DO / - oq J - ~3b50
(Acct. Descriotionl
Finance:
O---~~ \ Kl /---
Council Notes:
75-0262
Agenda Item NO.-20....-
CITY OF SAN BERtOIDINO - REQUEST lOR COUNCIL ACTION
STAFF REPORT
Junior University provides a Forum for 300 local youth and adults
to perform in an educational environment during the summer months.
This is the only children theater group in our City and due to
adult volunteer management change was in danger of closure.
The Fine Arts Commission encouraged a second generation of
volunteers to undertake the responsibility of production and
manag_ent.
Junior University has two productions and pay for the usage of
Sturges Center for the Fine Arts in the amount of $4,750.00 and
orchestra fees for a Summer production $5,000.00 (Junior
University's Budget is $100,000.00). $9,750.00 was requested and
approved by the Fine Arts Commission at their October 8, 1991
meeting.
75.0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
3 EXECUTION OF AN AGREEMENT WITH JUNIOR UNIVERSITY, INC., OF
SOUTHERN CALIFORNIA FOR THE PROMOTION OF ARTS AND CULTURE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
5 CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1.
The Mayor of the city of San Bernardino is
7 hereby authorized and directed to execute on behalf of said
8 city an Agreement with Junior University, Inc., a copy of
9 which is attached hereto, marked Exhibit "A" and incorporated
10 herein by reference as fully as though set forth at length.
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SECTION 2.
The authorization to execute the above-
referenced agreement is rescinded if the parties to the
agreement fail to execute it within sixty (60) days of the
passage of this resolution.
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
, 1991, by the following vote, to
day of
wit:
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 EXECUTION OF AN AGREEMENT WITH JUNIOR UNIVERSITY, INC., FOR
THE PROMOTION OF ARTS AND CULTURE.
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COUNCIL MEMBERS:
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
AYES
NAYS
ABSTAIN ABSENl'
City Clerk
The foregoing resolution is hereby approved this
day of , 1991.
Approved as to
form and legal content:
JAMES F. PENMAN
City Attorney
BY:
,........" },
W. R. "Bob" Holcomb, Mayor
City of San Bernardino
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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
Junior University, Inc., 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 1991-92, 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 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
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Finance Director, City shall pay to Organization from the
budget for the 1991-92 fiscal year, the total sum of nine
thousand seven hundred fifty dollars, to cover the costs per
the Fine Arts grant application agreement.
3. Use of Funds. The funds paid to Organization
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, 1992, 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, 1992. 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 agrees
to defend, indemnify, and hold harmless the City and its
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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 activities of Organization. Organization
and its employees and agents are independent contractors and
are not employees or agents of the City in performing said
services.
6. Termination. City shall have the right to
terminate this Agreement and any funding remaining unpaid
hereunder for any reason by mailing a ten-day written notice
to Organization and this agreement shall 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 shall reimburse
to City any funds expended which were used for any purposes
other than those authorized under this Agreement.
7. Assianment. Organization shall not assign its
interest in this Agreement without the prior written approval
of City.
8. Insurance.
maintain during the
Organization shall take out and
life of this Agreement such public
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liability and property damage insurance as shall insure city,
its elective and appointive boards, commissions, 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 I
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 occurrence.
(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. Organization shall
require that all rights of subrogation under such policy of
workers compensation insurance shall be waived as to City.
City shall be set forth as an additional named
insured in each policy of insurance provided hereunder.
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9.
Ob1iaation.
Organization hereby covenants that
it has taken all actions necessary to make the adherence to
the obligations imposed by this agreement a binding obligation
of the organization.
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 city:
city Administrator
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92401
11. Entire Aareement.
As to Organization:
Junior University, Inc.
Attn: Jeff A. Grande
P.O. Box 6471
San Bernardino, CA 92324
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.
12. Non-Discrimination.
Organization agrees that
for the term of this Agreement it shall not discriminate in
employment,
recruitment,
hiring,
admission practices,
advertising or in any other manner on the basis of race,
color, creed, religion, national origin, sex, physical
handicap, or marital status.
DATED:
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AGREEMENT RE: THE CITY OF SAN BERNARDINO AND" JUNIOR
2 UNIVERSITY, INC.
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ATTEST:
City Clerk
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
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CITY OF SAN BERNARDINO
w. R. "Bob" Holcomb, Mayor
ORGANIZATION
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.....I..y 0 r .;)d,n oerndro 1 no
Fine A~ts Commission
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ur~an\zat\on urant ~pgl\~a~'on rQrm '
For perf':5ing Arts /. ;....:;'.
,< f.: .-..:.,,~~a~~'_~_P'l':,:j, i: _.
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1. Applicant Organization (Name Address.
etc.) . .
II. Contact Person Jeff A. Grande'
Title General M2T.' Phone 796-0661
Junior University. Inc.
P.O. Box 6471
San Bernardino. CA 92412
111. Program Category Under Which Support
is Requested: Theater .
[v.
Period of Support Requested
Phone (714)889~0833
CA State Non-Profit [0 .n049691~~U60S
Number of Years in Existence
~..n T'
tart ng
thru December 1991
Ending
:
V. Summary of Category Descriptions
Please see attached
.,!
.-:...
18;000
V1I. Need Statement:
Please see attached
VIII. Intended Results:
Please see attached
8.
Indirect Costs
TOTAL DIRECT COSi5
TOTAL PROJECT COSTS
1.325.00
0.00
2.000.00
0600
77'~ 150.00
'9.050600
86,200.00
Actual ~ost Recent Estimated This
Fiscal Period Fhcal Period
S 806719'670 S R" ?nn nn
S 75.399.37 S 76 ,,~n nn
TOTAL COSTS OF PROJECT
S 73.325.00
S 500.00
S
S
S
S
S
S
lX.
Summary of Estimated Costs:
A. Direct Costs
Salaries 1 Ilaoes
Supplies & Materials
Trave 1
Fixed Assests/Rentals or Leases
Fees & Other
x.
Organization Anticipated Funding/Expenses:
A. Expenses
8. Revenues. Grants. Contributions, etc.
Xl.
Tota
NOTE:
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Amount Requested From Pan oernardino
Amount Requested S
Plus total revenues. S
grants. contributions.etc.
Must equal total project S
costs above.
City Fine .\rts
9.750.00
76.450.00
CO~ission:
86.200.00
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. ,:':..':~:,r:):~.::,::~.;,::t.~!?~~~.-<::
,
Title
nat. .
" .-.' , ,l:-.: ......,~>:..:~J.~IJj~
. General ManA2er' . '. " 4
Sellt~b~i "30:"}99~"~V. ~ 'J
.. . '.'1~~re!Y.~.o;!~ '\, e,
XII.
CERTlFICAOTfION:
Project ficer
llhnn. Number
, '. '
Jeff' Grande
-0661
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V. Summary of Project Description
We are requesting additional support for our 1991 theater programs which include
our summer production of "The Adventures of Huck Finn" and our winter production
of "A Christmas Carol". Due to the general economic downturn and the impact of
year round school on our paid attendance we anticipate a loss of ticket revenue for
the year of approximatly $7,000.00. We have been able to hold the year to date
expenditures to within $100.00 of the budget. As we approach our production of "A
Christmas Carol" we are faced with a new challa1lge. As you are no doubt aware, the
fee structure at the Sturges. Performing Arts Center has been increased and the
rehearsa1 discount for non-profit groups has been e1iminated. This has resulted in
an increase of over $3,000.00 in our rental fees for this facility. Therefore, we are
requesting assistance from the San Bernardino City Fine Arts Commiujoo to ofl'set
our cost in renting the Sturges Center ($4,750.00) and our cost in hiring an orchestra
for our summer production ($5,000.00). This much needed assistance will help us to
avoid depleting our cash reserves and enable us to continue to provide wholesome,
family theatre for our community.
VII. Need Statement
Junior University's community theater productions meet four basic needs; 1. We
provide a forum for approximatly 300 10cal youths and adults to perform in an
educational environment under professional direction in the areas of music, drama,
dance and stagecraft. 2. We provide the City of San Bernardino and the surrounding
communities of the Inland Empire a quality theatrical production unique only to
Junior University. 3. We provide wholesome entertainment specifically designed to
encourage family attendance, 4. We will provide this entertainment at a reasonable
cost of sdmiRsion ($12.00 per Family).
VIII. Intended Results
Junior University's intended result is to enhance the cultural arts of the San
Bernardino area by offering low cost, live musical theater that is suitable for children
and family audiences. In our two productions, over 16,000 local audience members
will enjoy the special magic that has made Junior University a family tradition for 29
years.
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IX. Detail of Budget LiC:>rtems
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Category
1991 Junio~ University Bu~get
1990 Budget 1990 Act. 1991 Budget'91 to date
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SUMMER
------------------------------------------------------------------------
PRODUCTION STAFF
Composer $5,500.00 $5,500.00 $5,500.00 $5,500.00
Director $1,000.00 $1,000.00 $1,000.00 $1,000.00 ;
Choreographer $900.00 $900.00 $900.00 $900.00
Production Assistant $250.00 $250.00 $250.00 $250.00
MUSIC/ORCHESTRA
Choral Director $500.00 $500.00 $500.00 $300.00
Conductor $400.00 $400.00 $400.00 $600.00.
Rehearsal Pianist $500.00 $1,000.00 $500.00 $575.00
Orchestra $6,000.00 $2,825.15 $5,000.00 $6,111.28
SCENBRY/TECHNICAL $19,000.00
Set Design/ Construction $19,000.00 $19,000.00 $19,000.00
Costume Designer $750.00 $900.00 $750.00 $750.00
Costumes $2,500.00 $2,177.86 $2,250.00 $1,904.54
Make Up Designer $250.00 $250.00 $250.00 $250.00
Makeup $1,700.00 $1,932.68 $2,200.00 $2,040.54
Backstage Crew Chief $250.00 "$250.00 $250.00 $250.00
Props $1,000.00 $958.79 $250.00 $306.10
Equipment Rental $2,500.00 $2,500.00 $1,000.00 $1,496.58
Lighting Equipment Payment $0.00 $2,000.00 $2,000.00 $2,000.00
OTHER SHOW EXPENSES
Advertising and P.R. $1,300.00 $1,263.48 $1,400.00 $1,385.99
Security Guards $2,800.00 $2,732.00 $3,000.00 $2,384.00
Security (daytime) $750.00 $750.00 $750.00 $750.00
Hill Security $50.00 $22.93 $50.00 $0.00
Printing $4,750.00 $5,242.51 $5,500.00 $6,157.85
Portable Toilets $350.00 $522.01 $550.00 $491.70
Sales Merch. (buttons) $750.00 $870.00 $800.00 $1,061.53
Refreshment Costs $7,000.00 $6,252.78 $6,500.00 $6,209.53
Refreshment Equip. $0.00 $0.00 $100.00 $0.00
Cast Party Costs $450.00 $510.97 $550.00 $652.36
Cleanup Costs $500.00 $472.77 $500.00 $501. 98
Ticket Sale Prizes $600.00 $525.00 $600.00 $525.00
Advertising Sale Prizes $325.00 $476.00 $500.00 $500.00
Cast Fund Raiser $325.00 $206.90 $250.00 $356.40
Miscellaneous $325.00 $950.26 $300.00 $230.11
------------------------------------------------------------------------
SUBTOTAL $63,275.00 $63,142.09 $63,350.00 $64,440.49
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IX; "Detail of Budget Line Items
Page 4
1991 Junior University Budget
Category
1990 Budget 1990 Act. 1991 Budget'91 to date
------------------------------------------------------------------------
CHRISTMAS CAROL
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PRODUCTION STAFF
Composer $600.00 $600.00 $600.00 $0.00
Director $500.00 $500.00 $500.00 $0.00 "
Choreographer $450.00 $450.00 $450.00 $0.00
MUSIC/ORCHESTRA
Choral Director $250.00 $250.00 $250.00 $0.00
Rehearsal Pianist $250.00 $250.00 $250.00 $0.00
Orchestra $600.00 $600.00 $600.00 $0.00:
Piano Moving $150.00 $175.00 $175.00 $0.00
SCENERY/TECHNlCAL
Scenic Designer/Painter $100.00 $100.00 $100.00 $0.00
Scenic Materials $250.00 $250.00 $200.00 $0.00
Technical Director $250.00 $250.00 $250.00 $0.00
Stage Manager $100.00 $100.00 $100.00 $0.00
Costume Designer $375.00 $375.00 $375.00 $0.00
Costumes $1,000.00 $1,000.00 $750.00 $0.00
Props $0.00 $120.00 $125.00 $0.00
Truck Rental $0.00 $175.00 $200.00 $0.00
OTHER SHOW EXPENSES
Sturges Rental $1,700.00 $1,700.00 $4,750.00 $0.00
Sturges Technicians $400.00 $400.00 $300.00 $0.00
Printing $500.00 $500.00 $700.00 $0.00
Advertising / PR $0.00 $0.00 $500.00 $0.00
Cast Party / Drinks $125.00 $125.00 $200.00 $0.00
Cast Fund Raiser $0.00 $0.00 $200.00 $0.00
Ticket Sales Prizes $0.00 $0.00 $50.00 $0.00
Refreshment Costs $0.00 $0.00 $200.00 $0.00
Miscellaneous $200.00 $200.00 $150.00 $0.00
------------------------------------------------------------------------
SUBTOTAL $7,800.00 $8,120.00 $11,975.00 $0.00
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IX. Detail of Budget Line Items
.Page 5
Category
1991 Junior University Budget
1990 Budget 1990 Act. 1991 Budget'91 to date
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NON-SHOW EXPENSES
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General Manager $250.00 $250.00 $500.00 $500.00
Artistic Director $250.00 $250.00 $0.00 $0.00
Storage Facilities $3,000.00 $3,000.00 $3,000.00 $2,465.00
Insurance $4,000.00 $3,760.00 $3,800.00 $3,863.60
Accounting Fees $400.00 $450.00 $500.00 $450.00
Telephone $675.00 $600.00 $600.00 $352.30
Office Expense $300.00 $513.84 $725.00 $785.48
Equip. RepairfMaintenance $250.00 $0.00 $600.00 $518.92
Photocopier RepairfMaint. $0.00 $0.00 $500.00 $208.40 :
Donations/Gifts $125.00 $136.12 $150.00 $108.10
Fund Raising $0.00 $497.65 $500.00 $447.81
------------------------------------------------------------------------
SUBTOTAL $9,250.00 $9,457.61 $10,875.00 $9,699.61
TOTAL $80,325.00 $80,719.70 $86,200.00 $74,140.10
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IX. Detail of Budget Li9 Items
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Category
1991 Junior University Budget
1990 Budget 1990 Act. 1991 Budget'91 to date
------------------------------------------------------------------------
INCOME
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SUMMER
Tickets 12.00/5.00/2.00 $45,000.00 $41,085.67 $43,500.00 $38,008.80
Refreshaents $12,450.00 $12,009.56 $12,500.00 $11,095.22 :
Program Advertising $7,800.00 $8,905.00 $7,800.00 $9,261.00
Merchandise Sales $300.00 $199.14 $2,000.00 $1,443.00
Cast Fund Raiser $500.00 $0.00 $2,000.00 $2,006.56
Cast Party $0.00 $0.00 $200.00 $435.00
SUBTOTAL $66,050.00 $62,199.37 $68,000.00 $62,249.58.
CHRISTMAS CAROL
Tickets 6.00/3.00 $3,000.00 $2,895.00 $4,000.00 $0.00
School Performances $7,500.00 $6,704.18 $8,000.00 $0.00
Program Advertising $125.00 $145.00 $500.00 $0.00
Cast Fund Raiser $250.00 $205.36 $500.00 $0.00
Refresbments $150.00 $89.23 $200.00 $0.00
SUBTOTAL $11,025.00 $10,038.77 $13,200.00 $0.00
NON-SHOW INCOME
Patrons $2,500.00 $2,105.00 $4,000,.00 $2,890.00
Interest $750.00 $1,056.23 $1,000.00 $767.57
SUBTOTAL $3,250.00 $3,161.23 $5,000.00 $3,657.57
TOTAL $80,325.00 $75,399.37 $86,200.00 $65,907.15