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CITY OF SAN BERNARDI 1ft) - REQU& FOR COUNCIL ACQON
From:
Thelma Press, LiaisRi.c1h1<ADMltl. OFlilbject:
& Council
. JUl21 P:4 2: II
Recommendation by Fine Arts Commission
_ Grant to the Inland Dance Theatres.
Inc. - $23,000
Dept:
Date:
L:JJ2l~
Synopsis of Previous Council action:
Recommended motion:
Adopt Resolution.
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Signature
Contact person:
Thelma Press
Phone: S1l4
Supporting data attached:
Yes
Ward:
FUNDING REOUIREMENTS:
Amount:
$23,000
Source: (Acct. No.!
001-091-S360S
(Acct. DescriPtion)
Finance:~D-$ a(~
Council Notes:
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RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH THE INLAND DANCE THEATRES, INC.
3 FOR THE PROMOTION OF ARTS AND CULTURE.
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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SECTION l. The Mayor of the City of San Bernardino is
hereby authorized and directed to execute on behalf of said City
an Agreement with the San Bernardino Inland Dance Theatres, Inc.
for the promotion of arts and culture, a copy of which is
attached hereto, marked Exhibit "A" 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
meeting thereof, held on
, 1988, by the
City Clerk
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The foregoing resolution is hereby approved this
, 1988.
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Approved as to form
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EVLYN WILCOX, Mayor
City of San Bernardino
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AGREEMENT
(Fine Arts Funding)
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:
l. Recitals.
A. Organization has requested financial assistance
from City for the fiscal year 1988-l989, 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 arts and culture, as more
fully set forth in the proposal submitted by Organization.
2. Payment. upon presentation of a claim to the City
Finance Director, City shall pay to Organization from the budget
for the 1988-l989 fiscal year, the total sum of TWENTY THREE
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1 THOUSAND DOLLARS ($23,000.00) at such time or times and in such
2 periodic amounts as determined by the City Administrator and
3 Finance Director of the City, consistent with the grant proposal
4 approved by the Fine Arts Commission.
5 3. Use of Funds. The funds paid to Organization shall be
6 used solely for the purposes set forth in Paragraph 1 and in
7 strict compliance with the provisions set forth in the proposal.
8 No deviation from the proposal shall be made without the express
9 approval of the City of San Bernardino. Said funds shall be
10 expended by June 30, 1989, and any unexpended funds shall be
11 returned to City by Organization.
12 4. AccountinQ. At such time or times as may be requested
13 by the City Administrator or Director of Finance of City,
14 Organization shall submit to the City Administrator, with a copy
15 to the Director of Finance and the San Bernardino Fine Arts
16 Commission, an accounting of the proposed and actual expenditures
17 of all revenues accruing to the Organization for the fiscal year
18 ending June 30, 1989. Financial records shall be maintained in
19 accordance with generally accepted accounting principles by
20 Organization in such a manner as to permit City to easily trace
21 the expenditures of the funds. All books and records of
22 Organization are to be kept open for inspection at any time
23 during the business day by the City or its officers or agents.
24 5. Hold Harmless. Organization covenants and agrees to
25 indemnify and save harmless the City and its employees and agents
26 from all liabilities and charges, expenses (including counsel
27 fees), suits or losses however occurring, or damages arising or
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1 growing out of the use or receipt of the funds paid hereunder and
2 all operations under this agreement. Payments hereunder are made
3 with the understanding that the City is not involved in the
4 performance of services or other activities of Organization.
5 Organization and its employees and agents are independent
6 contractors and are not employees or agents of the City in
7 performing said services.
8 6. Termination. City shall have the right to terminate
9 this Agreement and any funding remaining unpaid hereunder for any
10 reason by mailing a ten-day written notice to Organization and
11 this agreement shall terminate ten days after the mailing of such
12 notice. In the event this Agreement is terminated for reasons of
13 improper use of funds or use of funds for any purpose other than
14 those authorized, any unexpended portion of the funds provided by
15 City shall be returned to City. In addition, Organization shall
16 reimburse to City any funds expended which were used for any
17 purposes other than those authorized under this Agreement.
18 7. Assiqnment. Organization shall not assign its interest
19 in this Agreement without the prior written approval 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 and
23 appointive boards, commissions, officers, agents and employees,
24 Permittee and its agents performing acts covered by this
25 Agreement from claims for damages for personal injury, including
26 death, as well as from claims for property damage which may arise
27 from Organization's or its agents' operations hereunder, whether
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1 such operations be by Organization or its agents or by anyone
2 directly or indirectly employed by either Organization of its
3 agents, and the amounts of such insurance shall be as follows:
4 (a) Public Liability Insurance. In an amount
5 not less than $lOO,OOO for injuries, including, but not limited
6 to, 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;
9 (b) Property Damage Insurance. In an amount
10 of not less than $50,000 for damage to the property of each
11 person on account of anyone occurrence.
12 9. Entire Aareement. This Agreement and any documents or
13 instruments attached hereto or referred to herein integrate all
14 terms and conditions mentioned herein or incidental hereto, and
15 supersede all negotiations and prior writing in respect to the
16 subject matter hereof. In the event of conflict between the
17 terms, conditions or provisions of this Agreement, and any such
18 documents or instrument, the terms and conditions of this
19 Agreement shall prevail.
20 10. Notices. All notices herein required shall be in
21 writing and delivered in person or sent by certified mail,
22 postage prepaid, addressed as follows:
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City Administrator
City of San Bernardino
300 North nDn Street
San Bernardino, CA. 92418
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8 City Clerk
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and legal content:
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Inland Dance Theatres, Inc.
Roberta J. Johnson
P.O. Box 6033
San Bernardino, CA. 92402
CITY OF SAN BERNARDINO
By
Evlyn Wilcox, Mayor
INLAND DANCE THEATRES, INC.
By
Roberta J. Johnson
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'~~~~~dinO City
,1M Arts eommillion
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OR~'T '~ GRANT ~pL.1CAnON P_. 1
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t tilIft
Inland Dance Theatres, Inc.
P. O. Box 6033
San Bernardino, CA 92412
882-2666
~t&_ N-'rofit ID , 0733047
NlIIIlber 01 V....s in Eailtence IJ
T~tlCtpreside~!~8P~i l~ftPnn
1)4'-I'i~a 7QR_7830
ID. Pro.... Ca~ Under Whi::tl Support
11 RequUtedI I Dance
~iocIOi Support Il.....
9/1/88 1/31/89
dlru
t5tartin&) ~&)
Y. SununaI'y of Project DacriptiGN
See attachment
VI. Estimated __ of ,*1llI1S upected to bene~t irom dUa l'"oarunlprojecU J.200
a) Number 01 pel'1llI\S by paid attMdancn 3,400
b) Number of p8C1llI\S by free or complimentary admisaiona 6.800
VB. Need statemenU
See attachment
Viltintended ResulUl
IX. Summary 01 Estimated CoSU& TOT AI. COSTS OF PROJECT
A.DirectCosU
SaJaries and wases See attached budget
Supplies 4lt Materials
TrayeJ
Fixed Assets/Rentals or 'Leases
Feel and Other
B. Indirect Costs
TOTAL DIRECT COSTS
TOT AI. PROJECT COSTS
X. Oraaniutian anticipated f1Rlin&lexpenses
A. Expenses See attached budget
B. Reyenues, Grants, Contributions, etc.
Actual Most Recent
F isca.I Period
$
$
Estima tec:I This
Fiscal Period
$
$
Xl. Total amount requested from San Bernardino City Fine Arts Commission
NOTE: AmOWlt Requested $ ~OOO.OO
Plus total reyenues, $
gants, contributions, etc.
Must equ,a.l total project $
costs aboye /J
xu. ~E~TIf~.~.nONI~( ~)L~~ Titla President
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ORGANIZATION GRANT APLICATION FORM
"ATTACHMENT"
Section V.
Inland Dance Theatres, Inc., has presented the "NUTCRACKER" ballet in December
of each year since its inception. The production will be in concert with the
Inland Empire Syphony. Although lOT receives financial assistance from individual
supporters and other fund raising endeavors, its primary financial assistance
for this production has come from the City of San Bernardino. The funds received
will be used to off-set the costs of this production.
Secti on VII.
lOT has been the leader in bringing dance to the children of our community. In
excess of sixty (60) percent of our productions is devoted to special "school
performances". Nutcracker annually plays to approximately 6,800 school children,
and senior citizens and handicapped persons when seating .is available. We believe
the public is best served by having a production at the California Theatre with a
live orchestra.
Section VIII.
The impact of lOT on the youth of our community is immeasurable. Our intentions
have been to enhance the fine arts in the community and provide an audience for
the arts in the future. Four (4) shows are scheduled for school children, and
senior citizens and handicapped persons, with an anticipated audience of 6,800.
Two (2) public performances are scheduled with .the anticipated audience of 3,400.
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BUDGET FOR NUTCRACKER, 1988
INCOME - ALL SOURCES
40,000
15,000
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Public Ticket Sales
School Ticket Sales
Non-Revenue Seats
Senior Citizens, Handicap, Retarded
Children, Etc.
Program Sales
Nutcracker Shirts
Interest Income
Audition Fees
Founders and Fundraising
Total Income
EXPENSES
Orchestration
Orchestra
Floor and Stands
Chai rs
Choreography - Dancers
Choreographers
Guest Artists
Company Dancers
Housing - Guest Artists
Company Classes
Theater
Rental - California Theater
Stage Hands and Lighting
Rent - (Auditions,
Rehersa1s, Etc.)
Stage and Sets
Sets - New Construction
Sets - Repair & Maintenance
Set and Costume Storage
CLO Drops
Other Drops
Prop Rentals
Dry Ice
Move Sets
Costumes
New Costumes
Repair & Maintenance
1, 100
1,200
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1000
10,000
68,300
33,000
250
100
33,350
10,000
7,500
2,000
500
1,100
21, 100
6,500
6,250
2,000
14,750
1,000
1,000
3,600
350
350
150
150
500
7,100
3,500
500
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Seamstress
Costume Rental
Cleaning
Make-up
Advertising/Promotion
Printed Media
Programs, Flyers, posters
Art, photography, Etc.
Print Tickets
Video Tape
Radio
Nutcracker Shirts
Administration
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Insurance
Telephone
Postage
Cost on Ticket Sales
Visa & American Express
Invitations - Founders
Entertainment - Founders
Catering - Founder's Party
Pre-show Reception
Cast Flowers & Gifts
Cast Party - Rent
Cast Party - Food, etc.
Administrative Coordinator
Total Expenses
Deficit
Projected Grants/Funding
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800
350
700
150
6,000
4,000
2,000
1,500
100
250
1,900
1,200
190,9liO
ID,9.s;o
500
200
500
2,000
350
400
500
500
175
550
100
400
750
6,925
100,175
(31,875)
San Bernardino Fine Arts Commission
Corporate Grants
26,000
5,875
Total Projected Grants
Net Deficit
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31,875
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