Cultural Affairs Grant Agreement / Miami City Ballet c2ol y - 29'7(0
AAA
n-_/ r`�f 1915.2015
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: Miami City Ballet
Grant Contact: Michele Scanlan
Address: 2200 Liberty Avenue
City, State, Zip: Miami Beach, FL 33139
Phone,fax, e-mail : (305).929-7000, ext. 1414,(305)929-7004 michele(a-)-miamicityballet.org
2. Grant amount: $32,984 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-B Grant Award Budget,attached hereto
5. Contract execution deadline: November 15, 2014
6. Expenditure deadline: September 30, 2015
7. Project completion date: September 30, 2015
8. Final Report deadline: Must be postmarked or delivered no
later than 45 days after Project completion dat004q4/_,2014.e...
IN WITNE W OF,the parties hereto have executed this Agreement this of
I P
Philp L e, Mayor ;, p 1
C Signature _Aq
t:
ee—k [' Sl 0, ORATED STATE OF FLORIDA, COUNTY OF MIAMI-DADE
Rafael Grana o, City
The foregoing instrument was acknowledged before me
(Grantee's Corporate Seal Here) -• '', �� ' g g g
this 20 day of 0 C—i'o-66�f_ 2014, by
of
��1 �-T ,a not-for-profit
- corporation. He/ s personally known to me or has
produced as
id a'o
GRANTEE:
Federal ID#: 59-2578534 Signature of Notary Public
BY: Michael Scolameiro, Executive Director
Printed Name of Organization's Authorized Representative Q
(City Attorney Approval Here) Notary Name:
APPROVED AS TO �-
Notary Public,State of Florida
FORM & LANGUAGE
&FOR XECUTION My Co i "" ires: 15
c C 2 =�: I* -Z= Notary Public-State of
J ;s: My Comm.Expires May Florida 23,2015
Commission#EE 85076
Date
City Attorney
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-B 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
2of9
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 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 VII 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.
3of9
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 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
4of9
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
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: Miami City Ballet
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:
Open Barre 1: Behind the Curtain (Lynn& Louis Wolfson Theatre)
Dates: Fall 2014 TBD/MCB dancers Confirmed Dates: October 29-30,2014
Open Barre 2: Behind the Curtain (Lynn& Louis Wolfson Theatre)
Dates:Spring 2015 TBD/MCB dancers Confirmed Dates: March 13-14,2015
Explore Dance Outreach Program(MCB Studios)
October 2014-June 2015 Semesters/Fienberg-Fisher Elementary School Students
MCB Year-Round Program &Community Classes(MCB Studios)
Year-round w/short breaks,September 2014--June 2015/MCB School students(ages 3-18) &general public
Summer Intensive Programs(MCB Studios)
5-week session,June-July 2015 (ages 12-19)/MCB School Students Confirmed Dates: June 22-July 25,2015
2-week session,July-August 2015(ages 9-12)/MCB School Students Confirmed Dates: July 13-July 24,2015
Student Ensemble Benefit Performance (Lynn& Louis Wolfson Theatre)Confirmed Dates: May 1-2,2015
May 2015 (TBD;ages 9-18)/MCB School Students
Student Workshop Performances(Lynn & Louis Wolfson Theatre)
May 2015 (TBD; ages 7-18)/MCB School Students Confirmed Dates: May 15-17,2015
Children's Lecture/Demonstration (Lynn & Louis Wolfson Theatre)
May 2015 TBD/Fienberg-Fisher Elementary School Students Confirmed Date: May 27,2015
Children's Division Showcase (Lynn & Louis Wolfson Theatre)
June 2015 TBD/MCB Students Confirmed Date: May 31,2015
Student Showcases(Lynn & Louis Wolfson Theatre)
July,August 2015 TBD/MCB Students Confirmed Dates: July 24-25,August 7,2015
Dance/USA(MCB Studios, Miami Beach Venues TBD)
June 2015/500 Industry Professionals Confirmed Dates: June 17-20,2015
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.
NO CHANGES HAVE BEEN MADE TO PROGRAMMING —see above for confirmed dates.
6of9
Exhibit 2-A: Project Budget/ Revised Total Project Budget
Name of organization: Miami City Ballet
Date(s)of Project: October 1, 2014— September 30, 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
CASK IN-KIND CASH IN-KIND
Personnel—artistic 785,282 Admissions 72,000
Personnel -technical 41,713 Contracted services 0
Personnel -administration 368,021 Tuitions 1,751,600
Outside artistic fees/services 10,990 Corporate support 25,000
Outside other fees/services 89,330 Foundation support 92,500
Marketing/Publicity 16,383 Individual support 236,264
Space rental 36,200 Government grants
Utilities 31,877 Federal
Equipment rental 2,117 State
Office supplies
Other Costs: (Itemize below) Other Contributions (Itemize below)
School 444,950 Miami-Dade SAS-C 16,208
Production 13,308
Administration 386,385
City of Miami Beach Grant Award 32,984
Total cash expenses 2,226,556 Total cash revenues 2,226,556
Total in-kind expenses 0 Total in-kind revenues 0
Total project expenses 2,226,556 Total project revenues 2,226,556
CASH & IN-KIND CASH & IN-KIND
7of9
Exhibit 2-B: Project Budget/ Revised Grant Award Budget
Name of organization: Miami City Ballet '
Date(s)of Project: October 1, 2014— September 30, 2015
Grant Award: $32,984
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 $32,984 Equipment Rental
Personnel —technical Space rental (Performance
Related Only)
Outside artistic fees
Marketing/Publicity Total Other Costs (itemize
Below)
Printing
Description Amount
Postage
TOTAL (must equal grant award): $32,984
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