Arts at St. John's $6,000 m MIAMI BEACH
City of Miami Beach Cultural Affairs Program and Cultural Arts Council
Miami Beach Arts Gala Grant Agreement
This Grant Agreement is entered into this 1 day of March, 2012, between the City of Miami Beach, Florida (the
City), and (Grantee).
Article I / Grant Description
1. Grantee: Arts at St.John's
Grant Contact: Lloyd Reshard,Jr.
Address: 4760 Pine Treet Drive
City, State, Zip: Miami Beach FL 33140
Phone,fax,e-mail : 305.613.2325, artsatstiohns(cDbellsouth.net
2. Grant amount: $6,000.00 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 Budget, attached hereto
5. Contract execution deadline: March 23,2012
6. Expenditure deadline: September 30,2012
7. Project completion date: September 30,2012
8. Final Report deadline: Must be postmarked or delivered no later than 45 days after Project
completion date.
IN WITNESS W ,the parties hereto have executed this Agreement this 04 Nday of Marc 2012.
Matti errera Bower, May r
Signature
Attest:
Q �_� STATE OF FLORIDA, COUNTY OF MIAMI-DADE
Robert Parcher, City Clerk
(Grantee's Corporate Seal Here) The foregoing instrument was acknowledged before me
this 13 day of March 2012, by Lloyd Reshard Jr.
of Arts at St Johns Inc .a not-for-profit corporation.
He/ate is personally known to me or has produced
{ AL 1�2L?,5 #-%., /3 19q-)as identification.
Signature of Notary Public
GRANTEE:
Federal ID#: 65-1051143 '
Notary Name: k, � C
BY: Lloyd Reshard Jr.
Printed Name of Organization's Authorized Representative e9�plic, State of Florida
(City Attorney Approval Here) \��.• MISSIpN'•;9�0�,
APPROVED AS TO ,V� ��\29,2�E10l••
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City Attom W Date
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. Protect 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. 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 Managerwith 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, 2012, must submit their final reports no later than November 15, 2012.
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.
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 Managerwith 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 forwhich
they are approved(before 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 1-5.
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: The Grantee must include the City of Miami Beach logo and the following credit
line in all publications 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.
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Exhibit 2-A: Project Budget/ Revised Total Project Budget
Name of organization: Arts at St. John's
Date(s) of Project:
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. See attached copy of project budget.
EXPENSES REVENUES
CASH IN-KIND CASH IN-KIND
Personnel- artistic Admissions
Personnel -technical Contracted services
Personnel - administration Tuitions
Outside artistic fees/services _ _ Corporate support
Outside other fees/services _ _ Foundation support
Marketing/Publicity _ _ Individual support
Space rental _ _ Government grants
Utilities Federal
Equipment rental _ _ State
Office supplies _
Other Costs: (Itemize below) Other Contributions (Itemize below)
City of Miami Beach Grant Award
Total cash expenses _ Total cash revenues
Total in-kind expenses _ Total in-kind revenues
Total project expenses _ Total project revenues
CASH & IN-KIND CASH & IN-KIND
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Exhibit 2-B: Project Budget / Revised Grant Award Budget
Name of organization: Arts at St. John's
Date(s) of Project:
Grant Award: $6,000.00
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
Grant Expenses
Personnel—artistic 3,000 Equipment Rental
(NOT administrative)
Personnel —technical _ Space rental (Performance
Related Only)
Outside artistic fees 3,000
Marketing/Publicity _ Total Other Costs (itemize
Below)
Printing
Description Amount
Postage
TOTAL (must equal grant award): $6,000
Grant requirements
Grant funds must be spent within budget categories agreed upon in grant agreement.
All publications associated with City of Miami Beach cultural grant support must include the City of Miami
Beach logo and the following byline: 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
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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
• "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 2011-12 Fiscal Year
except for Sleepless Night projects, for which invoices and checks must be dated prior to
November 11, 2012.
• Proof of logo and credit line in project publications and advertisements
• Proof of performance(s), such as programs, brochures and flyers.
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PROJECT EXPENSE BUDGET
List all project related expenses.Round amounts to the nearest dollar(do not show cents).Provide an additional sheet with an itemized budget for any
items in the"Other Costs"category above$5,000.NOTE:Total project expenses and revenues must equal.
GRANT
CASH DOLLARS CASH MATCH IN-KIND
EXPENSES = ALLOCATED + (MIN$1 TO $1) CONTRIBUTIONS
PERSONNEL
ADMINISTRATIVE: No.OF EMPLOYEES: 0
ARTISTIC: No.OFARTISTS: 1 3,000 3,000 0
TECHNICAL: No.of EMPLOYEES: 1 0 0 0 2,000
OUTSIDE ARTISTIC FEES: No.OF ARnsrs: 4 7500 3,000 4500 0
OUTSIDE TECHNICAL FEES: No.OF
TECHNITIONS: 0 0 0
MARKETING/PUBLICITY 1500 0 1500
PRINTING 500 0 500
POSTAGE 0 O 0
IN COUNTY TRAVEL(PERFORMANCE RELATED ONLY) 0 0 0
OUT OF COUNTY TRAVEL 0 0 O
EQUIPMENT RENTAL 500 0 500
EQUIPMENT PURCHASE 2000 0 2000
SPACE RENTAL(PERFORMANCE RELATED ONLY) 1500 0 1500 1500
INSURANCE (PERFORMANCE RELATED ONLY) 0 0 0 500
UTILITIES 0 0 0
SUPPLIES/MATERIALS 100 0 100
OTHER COSTS(ITEMIZE BELOW):
Background checks(5@$65) 325 0 325
Music 900 0 900
Off-duty police for concerts 280 0 280
GRANT AMOUNT REQUESTED
6,000
TOTAL CASH EXPENSES 18,105 6,000 12,105
+
TOTAL IN-KIND CONTRIBUTIONS 'In-Kind Contributions must not exceed 25%of Total [: 4,000
Cash Expenses stated above.
TOTAL PROJECT EXPENSES $22,105
Sum of Cash 8 In-Kind
'In-kind contributions are the documented fair market value of non-cash contributions provided to the grantee by third parties which consist of real
property or the value of goods and services.These figures are not included in budget calculations.Please note that In-Kind contributions may not exceed
25%of the total organizational budget and total cash project budget.
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PROJECT REVENUE BUDGET
List all project related revenues. Round amounts to the nearest dollar(do not show cents). Provide an additional
sheet with an itemized budget for any items in the "Other Revenues" category above$5,000. NOTE: Total project
expenses and revenues must equal.
CASH INCOME IN-KIND VALUE IN-KIND SOURCE
ADMISSIONS
CONTRACTED SERVICES
TUITIONS
CORPORATE SUPPORT St.John's church-space
1,000 2,000 usage&insurance
FOUNDATION SUPPORT 5,000
PRIVATE/INDIVIDUAL SUPPORT 2,500 2,000 Ken Whiting, lighting &sound
GOVERNMENT GRANTS-(IDENTIFY SOURCE)
FEDERAL 0
STATE 0
LOCAL MD DAN grant, portion 2,000
APPLICANT CASH ON HAND 6055
OTHER REVENUES(ITEMIZE BELOYO
0
0
0
0
0
0
GRANT AMOUNT GRANTED BY
MBCAC 6,000
TOTAL CASH REVENUES
MUST EQUAL TOTAL CASH EXPENSES ON 18,105
PROJECT EXPENSE BUDGET
TOTAL IN-KIND CONTRIBUTIONS
MUST EQUAL TOTAL IN-KIND ON PROJECT 4,000
EXPENSE BUDGET
TOTAL PROJECT REVENUES
MUST EQUAL TOTAL PROJECT EXPENSES $22,1 O5 Sum of Cash&In-Kind
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