HomeMy WebLinkAbout16- Mayor's Office CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Thelma Press, Fine Arts Liaison Subject: Approve recommendation of The
Fine Arts Commission to grant
Dept: Mayor's Office 5,000 to the Family Playhouse
Date: September 4, 1998 ORIGINAL
Synopsis of Previous Council Action:
1st Time Funding
Recommended Motion: MAYOR AND COMMON COUNCIL
ADOPT RESOLUTION
Signature
I
Contact person: Thelma Press Phone 5133
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: 5.000
Source:(Acct. No.) 001-091-5185
Acct. Description) FIN ARTS
Finance: de- -fir
Council Notes:
Agenda Item No. A
i%/9e
Synopsis: Family Playhouse
The Family Playhouse was founded ten years ago by the Hlebasko family and became the
Family Playhouse during the 1997/98 performance season. They are the resident children's
playhouse at Sturges Center for the Fine Arts.
The Family Playhouse grant was submitted for their own performances schedule, however the
Fine Arts Commission has asked that they combine forces with the Sturges Academy for the
first year pilot program. Sturges Academy will provide the technical training and preparation
for up to 150 children in Theater arts and the Family Playhouse will provide the production
and performance expertise. There will two levels of training and performances; elementary
and intermediate.
* Estimated number of children to benefit - 150
* Number of Performances - 6
* Estimates Costs..........$25,000.00
* Estimated in Attendance - 3,000
RESOLUTION NO.
MD
lJ-
2 RESOLUTION OF THE CM OF SAN BERNARDINO AUTHORIZING THE
3 EXECUTION OF AN AGREEMENT WITH THE FAMU Y PLAYHOUSE FOR THE
PROMOTION OF ARTS AND CULTURE.
4
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
8
and directed to execute on behalf of said City an Agreement with FAMILY PLAYHOUSE;
9
10 a copy of which is attached hereto marked Exhibit "A" and incorporated herein
11 by reference as fully as though set forth at length.
12 SECTION 2. The authorization to execute the above referenced agreement
13 is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the
14 passage of this resolution.
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September 22, 1998 1
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WrM THE FAMILY PLAYHOUSE FOR THE
1 PROMOTION OF ARTS AND CULTURE.
2
3 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
4 and Common Council of the City of San Bernardino at a meeting thereof,
5 held on the day of , 1998, by the following vote, to wit:
6 Council Members AYES NAYS ABSTAIN ABSENT
7
ESTRADA — — — —
8
9 LIEN — — — —
10 ARIAS — — —
11 SCHNETZ — — — —
12 DEVLIN — — — —
13 ANDERSON — — — —
14
MILLER — — — —
15
16
17 City Clerk
18 The foregoing resolution is hereby approved this day of
19 , 1998.
20
JUDITH VALLES, Mayor
21 City of San Bernardino
Approved as to form and
22 legal content:
23 James F. Penman,
24 City A orney
25 By:
26
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28 September 22, 1998 2
I AGREEMENT
2 Fine Arts Funding
3 THIS AGREEMENT is entered into between the CITY. OF SAN
4 ERNARDINO, a municipal corporation, referred to as "City" and the
5 AMILY PLAYHOUSE, a non-profit organization, referred to as
6 "Organization. "
7 The parties agree as follows :
8 1 . Recitals ,
9 A. Organization has requested financial assistance from
10 ity for the fiscal year 1998-99, in order to assist in defraying
11 he expense of certain concerts, shows, festivals, or events or
12 activities sponsored by Organization as set forth in Organization' s
13 grant proposal (hereinafter "the proposal" ) approved by the Fine
14 its Commission of the City. A copy of said proposal is on file in
15 the Mayor' s Office of Cultural Affairs . The terms of the proposal
16 are incorporated herein by reference and shall govern the uses of
17 the funds provided herein. The financial assistance provided for
18 in this agreement is made on a one-time only basis, and receipt of
19 said funds shall not imply a continuing obligation of the City
20 beyond the terms of this Agreement .
21 B . The expenditure is for a valid municipal public
22 purpose, to wit : for the promotion of art appreciation in San
23 Bernardino, as more fully set forth in the proposal submitted by
24 Organization.
25 2 .2 . Payment . Upon presentation of a claim to the Mayor' s
26 Office, City shall pay to Organization from the
27
28 Exhibit "A"
-1-
1 GREEMENT RE: THE CITY OF SAN BERNARDINO AND THE FAMILY PLAYHOUSE
OR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 udget for the 1998-99 fiscal year, the total sum of $5, 000
4 ollars, to cover the costs per the Fine Arts grant application
5 greement .
6 3 . Use of Funds . The funds paid to Organization shall be
7 sed solely for the purposes set forth in Paragraph 1 and in strict
8 ompliance with the provisions set forth in the agreement . No
9 eviation from the agreement shall be made without the express
10 approval of the City of San Bernardino. Said funds shall be
ll expended by June 30 , 1999, and any unexpended funds shall be
12 eturned to City by Organization.
13 4 . Accounting. Within 20 days after the completion .of the
14 vent, the Organization shall submit to the Mayor' s Office, with a
15 copy to the Director of Finance, an accounting of the actual
16 expenditures connected with said event as it relates to the funds
17 hich were provided by the City. Financial records shall be
18 maintained in accordance with generally accepted accounting
19 rinciples by Organization in such manner as to permit City to
20 easily trace the expenditures of the funds . All books and records
21 of Organization are to be kept open for inspection at any time
22 during the business day by the City or its officers or agents .
23 Failure to submit the financial records in accordance with this
24 section will result in the Organization reimbursing the City.
25 5 . Hold Harmless . Organization covenants and agrees to
26 defend, indemnify, and hold harmless the City and its employees and
27 agents from all liabilities and charges,
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1 AGREEMENT RE: THE CITY OF SAN BERNARDINO AND THE FAMILY PLAYHOUSE
17OR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 xpenses (including counsel fees) , suits or losses however
4 ccurring, or damages arising or growing out of the use or receipt
5 f the funds paid hereunder and all operations under ' this
6 greement . Payments hereunder are made with the understanding that
7 he City is not involved in the performance of services or other
8 ctivities of Organization. Organization and its employees and
9 gents are independent contractors and are not employees or agents
10
f the City in performing said services . .
11 6 . Termination. City shall have the right to terminate
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his Agreement and any funding remaining unpaid hereunder for any
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reason by mailing a ten-day written notice to Organization and this
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agreement shall terminate ten days after the mailing of such
15 notice . In the event this Agreement is terminated for reasons of
16 improper use of funds or use of funds for any purpose other than
17
hose authorized, any unexpended portion of the funds provided by
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City shall be returned to City. In addition, Organization shall
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reimburse to City any funds expended which were used for any
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purposes other than those authorized under this Agreement .
21 7 . Assignment . Organization shall not assign its interest
22 in this Agreement without the prior written approval of City.
23 8 . Insurance . Organization shall take out and maintain
24 during the life of this Agreement such public liability and
25 property damage insurance as shall insure City, its elective and
26 appointive boards, commissions, officers,
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1 GREEMENT RE : THE CITY OF SAN BERNARDINO AND THE FAMILY PLAYHOUSE
OR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 gents and employees, Organization and its agents performing acts
4 overed by this Agreement from claims for damages for personal
5 - njury, including death, as well as from claims for property damage
6 hich may arise from Organization' s or its agents' operations
? hereunder, whether such operations be by Organization or its agents
8 r by anyone directly or indirectly employed by either Organization
9 or its agents, and the amounts of such insurance shall be as
10 ollows :
11 (a) public Liability Insurance . In an amount not less than
12 1, 000 , 000 for injuries, including, but not limited to, death, to
13 any one person, and subject to the same limit for each person, in
14 an amount not less than $100 , 000 on account of any one occurrence;
15 (b) property Damage Insurance . In an amount of not less than
16 $50 , 000 for damage to the property of each person on account of any
17 one occurrence .
18
(c) Workers Compensation. Organization shall provide workers
19 compensation insurance in the amount required by state law if the
20 funds provided hereunder are to be paid as salary to any employee
21 of Organization. Organization shall require that all rights of
22 subrogation under such policy of workers compensation insurance
23 shall be waived as to City. City shall be set forth as an
24 additional named insured in each policy of insurance provided
25 hereunder.
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(d) The Certificate of Insurance furnished to the City shall
27 require the insurer to notify the City of any change or termination
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in the policy.
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1 GREEMENT RE: THE CITY OF SAN BERNARDINO AND THE FAMILY PLAYHOUSE
OR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 9 . Obligation. Organization hereby covenants that it has
4 taken all actions necessary to make the adherence to the
5 bligations imposed by this agreement a binding obligation of the
6 rganization.
7 10 . Notices . All notices herein required shall be in writing
8 nd delivered in person or sent by certified mail, postage prepaid
9 addressed as follows :
10 As to City: As 'to Organization:
11 Mayor' s Office Lindsay Hlebasko
12 City of San Bernardino Family Playhouse
300 North "D" Street P.O. Box 1303
13 San Bernardino, CA 92418 San Bernardino, CA 92404
14 11 . Entire Agreement . This Agreement and any documents or
15 instruments attached hereto or referred to herein integrate all
16 terms and conditions mentioned herein or incidental hereto, and
17 supersede all negotiations and prior writing in respect to the
18 subject matter hereof . In the event of conflict between the terms,
19 conditions or provisions of this Agreement, and any such document
20
or instrument, the terms and conditions of this Agreement shall
21 revail .
22 12 . Non-Discrimination. Organization agrees that for the term
23 of this Agreement it shall not discriminate in employment,
24 recruitment, hiring, admission practices, advertising or in any
25 other manner on the basis of race, color, creed, religion, national
26 origin, sex, physical handicap, or marital status .
27
28 DATED:
-5-
1 GREEMENT RE : THE CITY OF SAN BERNARDINO AND THE FAMILY PLAYHOUSE
OR THE PROMOTION OF THE ARTS AND CULTURE.
2
3 CITY OF SAN BERNARDINO
4
5
6 Judith Valles, Mayor
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9 TTEST: ,
Rachel G. Clark, City Clerk
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11 ORGANIZATION
12
13 pproved as to form
14 and legal content :
15 JAMES F. PENMAN
ity Attorney
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By:
1s
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-6-
PERFORMING ARTS - GRANT APPLICATION FORM
City cf San Sernardino - ri.^_e Arts Commission
I . Applicant Organiza_ion (Name, =I . Contact Persod,indsay Hlebasko
Address, etc. ) Title Co-Founder/Director
Phone : ( 909 ) 864-5241
Family Playhouse
Post Office Box 1303 ::_ . Program Category Under which
San Bernardino CA 92404 Support is recruested:
ThPatPr
Phone : ( gp 9 ) g 6� Z4 1 IV. Pe iod of Support Re e V.
ed
Non-Profit I .O. C1591494 998 - tzrough 8/99
Number of Yea=s in existence_ Starting Ending
V. Project Oescriptions : The Sturges Family Playhouse (SFP)
project encompasses three musical theatre productions (six shows
each) , two special events and two audition workshops. Requested
funds will be used for sets, costumes, marketing, salaries and
fees. In addition to four required technicians wages, SFP will
pay modest salaries to inhouse production staff who have donated
all services our initial year; producer, Dir/Musical; Costumer
and set designer.
VI . Estimated number of persons ex-ected to benefi from this
program/project : 3315 (100 cast/staff/volunteers)
a) Number of persons by paid a__endance : 3075
b) Nu:;Wer of persons by _ree csmp?imentary adm:ss-o^. 140
c) Number of performances sc`ed:.?ed 17
d) Lo_a: a:_endi-- all perfc=-ances ( Fal pl-S fib. ) 3,315
VII . Need S_a_emen_ : The SFP is a crucial balance to the downtown
area, where sports venues, government, media, and eateries are
dominant. The Playhouse provides quality family entertainment,
curtain times and show lengths conducive to children and seniors,
and an opportunity to participate or enjoy the arts at a reason-
able price.
VIII . :m ended Res-" ts : The results and impact of a downtown-based
community theatre reveals itself each show, with increased inter-
est and participation by families, and others who comment they
"have never been to the Sturges" and how wonderful it is! School
matinees are successful and popular, along with special senior
matinees and evening performances. The SFP enjoys a quickly_
achieved positive reputation.
( oA Revised 5/95) -;
assssssssssssssssssssasssssssssssssssssasss3 ssssssssssa=ssa=aa=====ssssss=_
IX. Total anticipated expenses for =:tis period:
Salary & Wages $ 7,500
Supplies & Material $ 3,450
Travel $ NA
Fixed Assets/Rentals or Leases $ NA
Outstanding loan payments $ NA
Fees & Other $ 17.515
TOTAL COSTS $ 28.465
X. Total anticipated income for this period:
Most Recent his
Fiscal Period Fisca:
Income from performances S 240 S 13,425
Revenue (stocks, bonds, renza:s, e:c . ) S 0 5 0
Grants S 0 0
Contribu=ions ; 0 ,- 0
Funds from Support Groups S 0 , 0
Other (Sturges In Rind) S 0 5 8, 915
TOTAL INCOME $ 240 g 22.340
X= . knount r'c.-�es=ed from tae Sar. Bernardino = _ne A==s Commiss_or..
a? Total Costs (Section IX) S 28,465
b) Total Income (Section X) ( -y ; 22,915
c) AMOUNT REQUESTED ( [3I minus Lbi ) ; 5,550
Percentage requested: Z
(Amount Requested divided by Total Costs, 1
sa 323as=333333==.33=J=aa3a3aaaaaa3aa 3a 3aaa 7s3saa3==33aaaa3s=33333333aaaa 3l -
(?A Revised 5/96) -7-
XII . Amount per person to be subsidized by Fine Arts grant :
Amount requested (Section XI Line [c] ) divided by
number of people attending (Section VI Line [d] ) $ 2.35
XII . Future objectives :
As availability of city funds will be increasingly restricted in the
foreseeable future how does your organization_ propose to become more
self-sufficient? SFP
. is pursuing a ggressive marketing strategies:
1 ) Sponsorships
2 ) Corporate & individual donations
3 ) Advertisement campaign
4 ) Increase audience attendance (through ticket sales )
5 ) Show selections
6 ) Guild support, two major fund raisers per year and audition
workshops
7 ) Adjusted ticket prices
----------------------------------------------------------------------------
XIII . Provide a brief history/background of the organization:
Founders Lindsay & Randy Hlebasko, proposed a new playhouse to
Charles Bradley and Harald Luther (Sturges General Mgr and
Theatre Mgr resp) . Upon approval & support of Sturges Foundation
the SFP launched its first season with Sizzlin Summer Stars,
Heidi and Wizard of Menlo Park. Both musicals were written by
Lindsay Hlebasko to offset initial show costs. Recently acquired
sponsorship of Main Street Inc to provide "in kind" bookkeeping
service and use of non profit/IRS #. No financial support will
be provided by Main Street Inc.
Members of the Inland Theatre League, SFP is offering quality
musical theatre and networking with community, schools, and
businesses to enhance this project.
CERTIFICATION:
Project Officer: Rsn Title : Co-Founder/Producer
Phone Number: (909 ) 864-5241 Date : July 30, 1998
(PA Revised 6/96) -9-
List Board of Directors and Officers
(Include names, addresses and phone numbers)
Chairman:
Randolph T. Hlebasko
6080 Buchanan St
San Bernardino CA 92404
(909 ) 864-5241
Vice-Chairman:
Russell Gamble
7466 Mountain Laurel Drive
Highland CA 92346
(909 ) 864-4696
Secretary:
Tami A. Hlebasko
6080 Buchanan St
San Bernardino CA 92404
(909 ) 864-5241
Guild President:
Gloria Graham
2889 Ridgeview Rd
Highland CA 92346
(909 ) 864-1995
At Large:
Lindsay A. Hlebasko
6080 Buchanan St
San Bernardino CA 92404
(909 ) 864-5241
(PA Revised 6/96) -9-
Supplemental Material
Sturges Family Playhouse
Page 6
VII . Need Statement
Families, seniors, children, and "special needs" community members are the
target audience for the Playhouse.
Special school day matinees are offered for each of the three productions,
with instructional and creative follow-up material activities given to educators
and parents to take back to school and the home.
Senior matinees with reduced ticket prices are offered our many fine older
citizens, who provide a large patron base for our shows.
Special Family Ticket prices encourage entire family units to attend
productions without financial stress. Early curtain times (7:00 pm), and actual
show length are geared toward all of the above target audience factors.
Afternoon and evening performances offer the public convenient time frames,
along with the shorter performance lengths (about 90 minutes plus an
intermission). This Is especially important for special needs citizens: those with
disabilities, illness, or conditions that traditional theatre does not target. We
specially seat hearing impaired, wheelchairs, developmentally disabled, children
with attention-deficit disorder, and many other special friends.
All of the above mentioned are the "under-served" in the arts, as they are
almost always expected to conform to the activity or venue in any public event.
At Sturges Family Playhouse, we conform to their needs and welcome them
with heartfelt appreciation.
Networking with local high schools, we are not only creating a "hands on"
opportunity for young people to learn more about theatre, but they are assisting
us greatly, as well. Each show, students from Cajon High School serve as
greeters, ushers, and refreshment helpers, and do a tremendous job. Pacific
High School drama and art students have assisted with drops and art work, and
are a treasure, as well.
We have received wonderful feedback from our elementary school age
audiences about the entertaining "values instruction" contained in each show.
High Schools have expressed appreciation and enthusiasm as we work together
to advocate the arts in secondary education, which have been all but eliminated
in some districts. This is a tremendous joy to perpetuate the arts, change lives,
touch hearts, and have fun all at the same time!
Our casts, themselves, are comprised of children, teens, and adults.
Sometimes entire families appear in the showl What terrific comments and
positive feedback we have received from these outstanding performers,who
represent what is very right in San Bernardino! Productions and audiences are
filled with families spending time "with" and not "away" from each other. Many
audience members come several times to our shows, bringing friends and
neighbors, or additional family members with them!
!`+ i C I T Y O F
At > an bernardino
R A C H E L C L A R K
C I T Y C L E R K
October 7, 1998
Lindsay Hlebasko
Family Playhouse
P. O. Box 1303
San Bernardino, CA 92404
Dear Lindsay:
At the Mayor and Common Council meeting of October 5, 1998, the City of San
Bernardino adopted Resolution 98-282 authorizing a fine arts funding agreement.
Enclosed is an original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, ATTN: Melanie Miller, P.O. Box 1318,
San Bernardino, CA, 92418 as soon as possible.
You will be mailed an executed copy for your files.
Please be advised that said resolution will be null and void if it is not executed within
sixty (60) days— December 4, 1998.
If you have any questions, please do not hesitate to contact me at (909) 384-5002.
Sincerely,
Rachel Clark
City Clerk
By: Melanie Miller, Senior Secretary
RC:mam
Enclosures
P . O . B O X 1 3 1 8 , S A N 13 E R N A R D 1 N O , C A 9 2 4 0 2
3 0 0 N O R T H D S T R E E T S A N B E R N A R D I N O .
C A L I F O R N I A 9 2 4 1 8 - 0 0 0 1 ( 9 0 9 ) 3 8 4 - S 0 0 2
( 9 0 9 ) 3 8 4 - 5 1 0 2 F A X - ( 9 0 9 ) 3 8 4 . 5 1 5 8
T D D / T T Y - ( 9 0 9 ) 3 8 4 - 5 5 4 0
C I T Y O F '
an bernardino
N
R A C H E L C L A R K
C I T Y C L E R K
October 7, 1998 October 12, 1998
Lindsay I-Ile sko Lindsay Hlebasko
Family P yhouse Family Playhouse
P. O.,Box 1303 6080 Buchanan St.
Sari Bernardino, CA 92404 San Bernardino, CA 92404
Dear Lindsay:
At the Mayor and Common Council meeting of October 5, 1998, the City of San
Bernardino adopted Resolution 98-282 authorizing a fine arts funding agreement.
Enclosed is an original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, ATTN: Melanie Miller, P.O. Box 1318,
San Bernardino, CA, 92418 as soon as possible.
You will be mailed an executed copy for your files.
Please be advised that said resolution will be null and void if it is not executed within
sixty (60) days— December 4, 1998.
If you have any questions, please do not hesitate to contact me at (909) 384-5002.
Sincerely,
Rachel Clark
City Clerk
By- Melanie Miller, Senior Secretary
RC:mam
Enclosures
P . O . B O X 1 3 1 8 , S A N B E R N A R D 1 N 0 , C A 8 2 4 0 2
3 0 0 N O R T H D S T R E E T , S A N B E R N A R O I N 0 .
C A L I F O R N I A 9 2 4 1 8 . 0 0 0 1 ( 8 0 8 ) 3 8 4 - 5 0 0 2
( 8 0 8 ) 3 8 4 - 5 1 0 2 F A X - ( 8 0 8 ) 3 8 4 -5 1 S 8
T D 0 / T T Y - ( 9 0 9 ) 3 8 4 -S 5 4 0