Cultural Affairs Grant Agreement / Seraphic Fire A.
City of Miami Beach Cultural Affairs Program and Cultural Arts Council
Fiscal Year 2014/15 Cultural Affairs Grant Agreement
This Grant Agreement is entered into this 30th day of September, 2014, between the City of Miami Beach,
Florida(the City), and (Grantee).
Article I/Grant Description
1. Grantee: Seraphic Fire
Grant Contact: Ross Chuchla
Address: 2153 Coral Way, Suite 401
City, State, Zip: Coral Gables, FL 33145
Phone, fax, e-mail : 305-285-9060, annelise@seraphicfire.org
2. Grant amount: $20,000 50%paid upon execution of this Agreement. Remaining 50%
paid upon completion of Project and submission and approval of Final Report.
3. Project description: See Exhibit 1, attached hereto
4. Itemized budget: See Exhibits 2-A Project Budget and 2-13 Grant Award Budget,attached hereto
5. Contract execution deadline: November 15, 2014
6. Expenditure deadline: September 30, 2015
7. Project completion date: May 10, 2015
8. Final Report dea •ne: Must be postmarked or delivered no later than 45 days after Project
completion date.
IN WITNESS W e parties hereto have exec Nis a nt this y3 day of 2014.
Philip Levi ,4 a r '
INOORP . on
Attest: I
ST FLORIDA,OF FLORIDA COUNTY OF MIAMI-DADE
U .L ^�
Rafael Granado,City dlerk
Grantee's Corporate Seal Here
- �TFte foregoing instrument was acknowledged before me this
15th day of October 2014, by Ross Chuchla of Seraphic
Fire, a not-for-profit corporation. He/ She is personally
known to me or has produced as
identification.
GRANTEE:
Federal ID#:20-0725426 Signature of Notary Public
BY: Ross Chuchla
Printed Name of Organization's Authorized Representative Notary Name: Annelise R.Abrams
(City Attorney Approval Here)
Notary Public, State of Florida
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION My Commission Expires: June 22,2018
ANNELISE R ABRAMS
Notary Public-State of Florida
City Attorney Date zy c�c My Comm.Expires Jun 22.2018
,��'.`occt •`� Commission#FG '?44r,7
r
Article II /General Conditions
1. Parties:The parties to this Agreement are the Grantee listed in Article I,and the City of Miami Beach,a
municipal corporation organized under the laws of the State of Florida (City). The City has delegated the
responsibility of administering this Grant to the City Manager or his authorized designee,who shall be the City's
Cultural Affairs Program Manager.
2. Project Description:The Grantee may only use the Grant for the purposes that are specifically described
in the Project Description,attached hereto as Exhibit No. 1.All expenditures will be subject to the terms of this
Agreement,and as specified in the itemized Grant Award Budget,attached hereto as Exhibit 2-B.A mandatory
dollar for dollar($1 to$1) match is applicable to all Grant programs. Grant applicants must demonstrate this
match through cash,other matching grants and/or In-Kind contributions, not in excess of 25%of the total cash
Project Budget. Line item changes to said Budget shall not exceed ten percent(10%)per category,and shall,in
no event,exceed the total amount of Grant funds. Notwithstanding the preceding sentence,amendments to the
itemized Grant Award Budget in Exhibit 2-13 shall not be permitted without the prior written consent of the
Cultural Affairs Program Manager.Said requests shall be made in advance of the project's commencement, in
writing, detailing and justifying the need for such changes.
3. Reports:This Grant has been awarded with the understanding that the described Project will enhance
and develop the City's cultural community.To demonstrate that the Grant is fulfilling,or has fulfilled,its purpose,
the Grantee must supply the Cultural Affairs Program Manager with a written Final Report documenting that the
Grantee has fulfilled all requirements. This report must be received by the Cultural Affairs Program Manager
within 45 days of the Project's completion date. Grantees completing their Project by the end of the Fiscal Year,
or September 30,2015,must submit their final reports no later than November 15,2015. New Grant awards will
not be released until all Final Reports for previous years' funding are received.
4. Amount of Grant and Payment Schedule:The total amount of the Grant is specified in Article 1-2(subject
to the restrictions therein). In awarding this Grant,the City assumes no obligation to provide financial support of
any type whatsoever in excess of the total Grant amount. Cost overruns are the sole responsibility of the
Grantee. The Grant funds will only be supplied to the Grantee following the Mayor and City Commission's
approval of the award, and execution of this Agreement by the parties hereto.
5. Program Monitoring and Evaluation:The Cultural Affairs Program Manager may monitor and conduct an
evaluation of the Project under this Grant, which may include, with or without limitation, visits by City
representatives to observe the Project, or Grantee's programs, procedures, and operations, or to discuss the
Grantee's programs with Grantee's personnel. The Grantee agrees to utilize the standardized Audience Survey
adopted by the Cultural Arts Council to obtain specific feedback from program participants.
6. Bank Accounts and Bonding: Monies received pursuant to this Agreement shall be kept in accounts in
established Miami-Dade County banks or savings and loan associations whose identities shall be disclosed in
writing to the Cultural Affairs Program Manager with the identity and title of individuals authorized to withdraw or
write checks on Grant funds.
7.Accounting and Financial Review: Funded activities must take place within the City's fiscal year for which
they are approved (October 1 - September 30).The Grantee shall keep accurate and complete books and
records of all receipts and expenditures of Grant funds,in conformance with reasonable accounting standards.
These books and records, as well as all documents pertaining to payments received and made in conjunction
with this Grant, including, without limitation, vouchers, bills, invoices, receipts and canceled checks, shall be
dated within the fiscal year for which they are approved and retained in Miami-Dade County in a secure place
and in an orderly fashion by the Grantee for at least two (2) years after the Expenditure Deadline specified in
Article 1-6. These books, records, and documents may be examined by the City, and/or its authorized
representatives, at the Grantee's offices during regular business hours and upon reasonable notice.
Furthermore, the City may, at its expense, audit or have audited, all the financial records of the Grantee,
whether or not purported to be related to this Grant.
8. Publicity and Credits: Throughout Fiscal Year 2014/15, the Grantee must include the City of
Miami Beach Centennial logo and the following credit line in all publications(where appropriate)related to this
Grant: City of Miami Beach, Cultural Affairs Program, Cultural Arts Council. Failure to do so may preclude
2of9
future grant funding from the City in the same manner as if Grantee defaulted under this Agreement,pursuant to
Article II-12.
9. Liability and Indemnification: The Grantee shall indemnify and hold harmless the City and its officers,
employees,agents and contractors,from any and all liability, losses or damages, including attorneys'fees and
costs of defense, which the City or its officers, employees, agents and contractors may incur as a result of
claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to, or
resulting from the performance if this Agreement by the Grantee or its officers, employees, agents, servants,
partners, principals or contractors. Grantee shall pay all claims and losses in connection therewith and shall
investigate and defend all claims,suits or actions of any kind or nature in the name of the City,where applicable,
including appellate proceedings, and shall pay all costs,.judgments, and attorneys' fees which may issue
thereon.Grantee expressly understands and agrees that any insurance protection required by this Agreement,
or otherwise provided, shall in no way limit its obligation, as set forth herein, to indemnify, hold harmless and
defined the City or its officers, employees, agents and contractors as herein provided.
If the Grantee is a government entity, this indemnification shall only be to the extent and within the
limitations of Section 768.28 Florida Statute,subject to the provisions of that Statute whereby the Grantee entity
shall not be held liable to pay a personal injury or property damage claim or judgment by any one person which
exceeds the sum of$200,000, or any claim or judgment or portions thereof, which,when totaled with all other
claims or judgments paid by the government entity arising out of the same incident or occurrence, exceed the
sum of $300,000 from any and all personal injury or property damage claims, liabilities, losses or causes of
action which may arise as a result of the negligence of the Grantee entity.
10. Assignment:The Grantee shall not be permitted to assign this Grant, and any purported assignment
will be void, and shall be treated as an event of default pursuant to Article II-12.
11. Compliance with Laws: The Grantee agrees to abide by and be governed by all applicable Federal,
State, County and City laws, including but not limited to Miami-Dade County's Conflict of Interest and Code of
Ethics Ordinance,as amended,which is incorporated herein by reference as if fully set forth herein,and Chapter
2,Article VI I of the Miami Beach City Code,as amended,which is incorporated herein by reference as if fully set
forth herein.
12. Default/Termination Provisions: In the event the Grantee shall fail to comply with any of the provisions
of this Agreement(Default),the Cultural Affairs Program Manager may terminate this Agreement and withhold
or cancel all or any unpaid installments of the Grant upon giving five (5) calendar days written notice to the
Grantee,and the City shall have no further obligation to'the Grantee under this Agreement.Further,in the event
of a Default, at the Cultural Affairs Program Manager's sole discretion, the Grantee shall be required to
immediately repay to the City all or a portion of the Grant which has been received by the Grantee, as of the
date that the written demand is received (Demand for Recapture).
In the event of a Default,the following provisions will also apply:
a. For first-time violations—Grantee shall be required to submit a final report with documentation of
expenditure of all Grant funds already received up to the date of termination and/or the Demand for
Recapture.
Additionally,Grantee will be ineligible to apply and/or receive a grant in the subsequent City fiscal year.
However, Grantee will be allowed to apply for grants in future fiscal years.
b. For more than first-time violations - Any compliance infractions beyond first-time violations will be
considered by the Cultural Affairs Program Manager,on a case-by-case basis. As part of his consideration,the
Cultural Affairs Program Manager shall obtain the recommendation of the Cultural Arts Council, but the final
decision as to whether Grantee may be allowed to apply for future grants shall remain within the sole discretion
of the City.
Any uncommitted Grant funds which remain in the possession or under the control of the Grantee as of
the date of the Expenditure Deadline specified in Article 1-6 must be returned to the City within fifteen(15)days
3of9
after the Expenditure Deadline. If such funds have been committed but not expended,the Grantee must request
in writing from the Cultural Affairs Program Manager an extension of the Expenditure Deadline which, if
approved, shall be for a period not to exceed one (1) year.
Grant funds which are to be repaid to the City pursuant to this Section are to be repaid upon demand by
delivering to the Cultural Affairs Program Manager a certified check for the total amount due,payable to the City
of Miami Beach, Florida.
These provisions shall not waive or preclude the City from pursuing any other remedies that may be
available to it under the law.
13. Indulgence Will Not be Waiver of Breach:The indulgence of either party with regard to any breach or
failure to perform any provision of this Agreement shall not be deemed to constitute a waiver of the provision or
any portion of this Agreement either at the time the breach or failure occurs,or at any time throughout the term
of this Agreement.
14. Written Notices:Any written notices required under this Agreement will be effective when delivered in
person or upon the receipt of a certified letter addressed to the Grantee at the address specified in Article 1-1 of
this Agreement, and to the City when addressed as follows: Gary Farmer, Cultural Affairs Program Manager,
City of Miami Beach Dept.of Tourism and Cultural Development, 1700 Convention Center Drive,Miami Beach,
Florida 33139-1819.
15. Captions Used in this Agreement: Captions, as used in this Agreement, are for convenience of
reference only and should not be deemed or construed as in any way limiting or extending the language or
provisions to which such captions may refer.
16. Contract Represents Total Agreement: This contract, including its special conditions and exhibits,
represents the whole and total agreement of the parties. No representations,except those contained within this
agreement and its attachments,are to be considered in construing its terms. No modifications or amendments
may be made to this Agreement unless made in writing signed by both parties, and approved by appropriate
action by the Mayor and City Commission.
Article III / Miscellaneous Provisions
17. The Grant awarded herein is the result of an extensive public review process, which found that the
Grantee is performing a public purpose through the programs, projects, and/or services recommended for
support.As such,use of Grant funds for any program component not meeting this condition will be considered a
breach of the terms of this Agreement and will allow the City to seek remedies including,but not limited to,those
outlined in this Grant Agreement.
18. The Grantee also accepts and agrees to comply with the following Special Conditions:
The Grantee hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C.
2000d et seq.) prohibiting discrimination on the basis of race, color, national origin, handicap, or sex.
The Grantee hereby agrees that it will comply with City of Miami Beach Human Rights Ordinance as
codified in Sections 62-31 through 62-66 of the City Code, and as amended from time to time, prohibiting
discrimination in employment, housing and public accommodations on account of race, color, national origin,
religion, sex, gender identity, sexual orientation, disability, marital status, financial status, or age.
The City endorses the clear mandate of the Americans with Disabilities Act of 1990 (ADA) to remove
barriers,which prevents qualified individuals with disabilities from enjoying the same employment opportunities
that are available to persons without disabilities.
The City also endorses the mandate of the Rehabilitation Act of 1973 and Section 504 and prohibits
4of9
discrimination on the basis of disability and requires that Grant recipients provide equal access and equal
opportunity and services without discrimination on the basis of any disability.
19. GOVERNING LAW AND EXCLUSIVE VENUE
This Agreement shall be governed by, and construed in accordance with, the laws of the State of
Florida, both substantive and remedial,without regard to principles of conflict of laws. The exclusive venue for
any litigation arising out of this Agreement shall be Miami-Dade County, Florida, if in State court, and the U.S.
District Court, Southern District of Florida, if in federal court. BY ENTERING INTO THIS AGREEMENT,
GRANTOR AND GRANTEE EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY
JURY OF ANY CIVIL LITIGATION RELATED TO, OR ARISING OUT OF, THIS AGREEMENT.
-THE REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK-
5 of 9
Exhibit 1 / Revised Project Description
Organization: Seraphic Fire
Completely describe Project approved by the Grants Panel and in a separate narrative detail all revisions to
the Project based upon the City Commission approved award. Please be as specific as possible; name of
event, specific dates, venues, times, artists, etc. Use extra page if necessary.
Project description as approved by Grants Panel:
Seraphic Fire's 2014-2015 Miami Beach Season will bring five(5)concerts of under-performed classical
and contemporary choral music to Miami Beach, presented at All Soul's Episcopal Church, 4025 Pine
Tree Drive, Miami Beach, 33140.
Program I: How Can I Keep from Singing?American Voices in Choral Music—October 19,2014
Fresh off of a thrilling recording session,Seraphic Fire presents the music that shaped America:past, present,and future.
This performance is part of Seraphic Fire's first NEA funded project,the recently released disc Reincarnations,and will
feature new choral works by American composers such as Colin Britt,Shawn Crouch, Morten Lauridsen and Frank Ticheli.
Program II:Christmas by Candlelight—December 13,2014
A perennial favorite,Seraphic Fire's candlelight Christmas concerts return to South Florida with an expert mix of Gregorian
chant,timeless carols,and stunningly beautiful vocal music.
Program III:Gregorian Chant:Miserere—January 18,2015
The undulating lines of Gregorian chant convey not only deep spiritual peace, but also mortal sorrow.Continuing Seraphic
Fire's success with their first album of Gregorian chant,Ave Maria,SF brings to life another piece from the most revered
Gregorian cannon-Allegri's Miserere.Experience these plaintive melodies from the Middle Ages conjured up by the pure-
voiced singers of Seraphic Fire.
Program IV:Mozart:Ave Verum—March 15,2015
Using Wolfgang Amadeus Mozart's simple-but-breathtaking motet,Ave Verum,as the beginning and ending of the
concert,Seraphic Fire and the Sebastians will explore the many musical influences on Mozart. Augmented with music by
Bach and Vivaldi,this will be an exciting discovery concert designed to change the way the audience listens to Mozart.
Program V:Kile Smith: Vespers—May 10,2015
Inspired by the musical flowering of the Lutheran Reformation, Kile Smith's Vespers is a modern concert work infused with
the spirit of liturgical tradition.The piece premiered in 2008 and incorporates Renaissance-era instruments with an
intimate choir of sixteen singers.The Vespers has been reviewed as"ecstatically beautiful"and "breathtaking"by the
Philadelphia Inquirer.Seraphic Fire will be accompanied by the Renaissance wind ensemble Piffaro,the original
commissioners of the work.
Project description as revised (if applicable) based upon the City Commission approved award:
Changes to projects awarded under the Artistic Disciplines program must still adhere to the requirement that the work
is new or has never before been presented in Miami Beach.
6of9
Exhibit 2-A: Project Budget/ Revised Total Project Budget
Name of organization: Seraphic Fire
Date(s) of Project: October 14& December 13, 2014; January 18, March 15, May 10, 2015
Attach a copy of the total Project budget or list cash expenses and cash revenues
specifically identified with your program, project or events. Round off all numbers to the
nearest dollar.
EXPENSES REVENUES
CASH IN-KIND CASH IN-KIND
Personnel - artistic 22,276 Admissions 64,728
Personnel -technical Contracted services 7,379
Personnel - administration 37,978 Tuitions ---
Outside artistic fees/services 30,466 Corporate support 2,700
Outside other fees/services 4,064 Foundation support 1,350
Marketing/Publicity 14,845 Individual support 54,810 14,904
Space rental 1,782 Government grants
Utilities 1,262 Federal
Equipment rental 1,769 State
Office supplies 1,792 Local 33,885
Other Costs: . (Itemize below) Other Contributions (Itemize below)
Printing & Postage 1,814 Ticketing Fees 3,018
In-County Travel 680 CD Sales 2,700
Out of County Travel 41,824 14,904
Insurance 770
Ticketing Fees 3,015
Office Rent 3,754
Development 2,479
City of Miami Beach Grant Award $20,000
Total cash expenses 170,570 Total cash revenues 170,570
Total in-kind expenses 14,904 Total in-kind revenues 14,904
Total project expenses 185,474 Total project revenues 185,474
CASH & IN-KIND CASH & IN-KIND
7of9
Exhibit 2-B: Project Budget/ Revised Grant Award Budget
Name of organization: Seraphic Fire
Date(s) of Project: October 14& December 13,2014; January 18, March 15, May 10,2015
Grant Award: $20,000
Directions: Identify and itemize cash expenses to be paid from Grant award funds.Grant awards may only
be spent within budget categories declared below. Line item changes to said Budget shall not exceed ten
percent(10%) per category, so long as said expenditures do not exceed the total amount of Grant funds.
(Cultural Anchors excluded from these restrictions.)
Grant Expenses
Personnel —artistic $15,000 Equipment Rental
Personnel—technical Space rental (Performance
Related Only)
Outside artistic fees
Marketing/Publicity $5,000 Total Other Costs (itemize
Below)
Printing
Description Amount
Postage
TOTAL(must equal grant award): $20,000
Grant requirements
Grant funds must be spent within budget categories agreed upon in grant agreement. (Cultural
Anchors excluded from this restriction). All publications associated with City of Miami Beach cultural
grant support in FY 2014/15 must include the City of Miami Beach Centennial logo and the following
byline where appropriate: "City of Miami Beach, Cultural Affairs Program, Cultural Arts Council."
Allowable Grant Expenditures as Relates to Grant Project:
• Artistic and technical fees directly related to the proposed program or event
• Production costs related to the proposed program, project or event
• Honoraria
• Equipment rental and expendable materials
• Marketing
• Publicity
• Equipment rental and personnel necessary to provide program accessibility as mandated by the
Americans with Disabilities Act(ADA) and Section 504 of the Rehabilitation Act of 1973
8of9
Grant Use Restrictions (grant funds may not be used towards):
• Remuneration of City of Miami Beach employees for any services rendered as part of a project
receiving a grant from Cultural Affairs grants programs
• Administrative salaries or fees (Cultural Anchors excluded from this restriction)
• "Bricks and mortar" or permanent equipment; unless the purchase price is less than the cost of
rental.
• City of Miami Beach services (permit fees, off duty police, electricians, insurance, etc.)
• Debt reduction
• Indirect or general operating costs related to the operation of the organization (Cultural Anchors
excluded from this restriction)
• Travel or transportation
• Insurance Fees (Cultural Anchors excluded from this restriction)
• Social/Fundraising events, beauty pageants or sporting events
• Hospitality costs including decorations or affiliate personnel with the exception of artists
• Cash prizes
• Lobbying or propaganda materials
• Charitable contributions
• Events not open to the public; unless the event serves to specifically benefit City of Miami Beach
government and has been previously approved as such be the Cultural Affairs Program Manager
Required supporting materials for final reports submitted within 45 days upon completion of grant
project:
• Copies of all receipts, invoices and expenditures of grant monies. CATEGORIZE ALL
RECEIPTS, INVOICES AND CANCELLED CHECKS (front and back copies), ETC.
ACCORDING TO THE GRANT BUDGET(i.e. -all artists payments, separate from
advertising payments). Invoices AND checks must be dated within the 2014-15 Fiscal
Year
• Proof of logo and credit line in project publications and advertisements
• Proof of performance(s), such as programs, brochures and flyers.
9of9