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So. Fla Youth Symphony Grant Ag .. . ~ City of Miami Beach Cultural Arts Council 2001/2002 Cultural Arts Grant Agreement This Grant Agreement is entered into this c:l t J r day of ,;,pt... t....... . 2001 between the City of Miami Beach, Florida, on behalf of the City of Miami Beach Cultural Arts Council (collectively, the City), and South Florida Youth Symphony (Grantee)o Article I I Grant description 1. Grantee: Address City, State, Zip Phone, fax, e-mail South Florida youth Symphony 12645 SoW. 114 Avenue Miami FL 33176 305- 238-2729 305- 252-9876 marj-@rocketmaiI.com 2. Grant amount: $3,500 50% paid upon execution of this Agreement. With regard to payment of the remaining balance, the City herein represents, and Grantee herein agrees and acknowledges, that the original 50% remaining balance of the grant amount may be reduced by the City as a result of a potential shortfall in the City's Resort Tax collections, said collections to be determined by the City on or about August 1, 2002. In the event of such shortfall, necessitating a reduction in the grant amount of the remaining balance due to Grantee, Grantee herein agrees that said reduced payment shall constitute full and final payment and compliance by the City with the terms of this Agreement, and Grantee further agrees to indemnify and hold City harmless for any damages or injury sustained by Grantee as a result of any potential shortfall in the grant amount. Final payment will be made by September 30, 2002, and upon completion of Project, submission and approval of final report. 30 Project description: See Exhibit 1, attached hereto 40 Itemized budget: See Exhibits 2-A and 2-B, attached hereto 50 Expenditure deadline: September 30. 2002 60 Project completion date: rfj dtTOd- 70 Report deadline: No later than 90 days after Project Completion Date. .. IN WITNESS WHEREOF, the parties hereto have executed this Agreement this ().[JT day of 1 tlpt", L..-., 2001. , ~ Flo'(ld~ GRANTEE! y~ S~/I1phONY Print Name of Organization FederalID# ~-o,1/,;L/('~ ATTE~/ PaMk Robert Parcher, City Clerk U~<n -:Pt+A of Chief Fiscal Officer (Grantee's Corporate seal) APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION \~~oJ,/ ate " Article II I 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 Executive Director ofthe City of Miami Beach Cultural Arts Council, or his designee, who shall be referred to herein as the "Director of the Council. " 20 Proiect Descriotion: The Grantee may only use the Grant for the purposes that are specifically described in the Project Description, attached hereto as Exhibit No. I. All expenditures will be subject to the tenns of this Agreement, and as specified in the itemized Grant Award Budget, attached hereto as Exhibit 2-8. 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. Notwithstanding the preceding sentence, amendments to the itemized Budget in Exhibit 2-B shall 'not be permitted without the prior written consent ofthe Director of the Council. Said requests shall be made in advance to the Director, in writing, detailing and justifYing the need for such changeso AU Grant recipients must participate in at least one ArtsBeach Second Thursdays (see Article m-19). The following City of Miami Beach "Anchors" are required to provide specific information in their Project Description, attached hereto as Exhibit No. I, for providing mentoring to a small to medium arts organization( s) of their choice, supported by the City's Cultural Arts Council, either by offering rehearsal space, working on collaborative programs, or some similar project with the intent of assisting such smaller arts organization(s). Miami Beach" Anchors" for 2001/2002 are defined as follows: ArtCenter/South Florida Bass Museum of Art Concert Association of Florida Jewish Museum of Florida Miami City Ballet Miami Design Preservation League New World Symphony Wolfsonian-FIU Failure to include the above information may result in the cancellation of the Grantee's award, and may disqualifY it from future consideration from the City's Cultural Arts Grant Program. 3. Reoorts: This Grant has been awarded with the understanding that the described Project will enhance and develop the City's tourism and cultural community. To demonstrate that the Grant is fulfilling, or has fulfilled, its purpose, the Grantee must supply the Director of the Council with a written report documenting that the Grantee has fulfilled all requirements. This report is to be received by the Director of the Council within 90 days ofthe Project's completiono Miami Beach Anchors ONLY will submit an interim report in April 2002 to receive the up to 50% of their Grant award (payable subject to the restrictions in Article 1-2), with final reports due at the completion of the City's Fiscal Year on September 30, 20020 ~I 40 Amount of Grant and Payment Schedule: The total amount of the Grant is specified in Article 1-2 (subject to the restrictions in Article 1-2). By making this Grant, the City assumes no obligation to provide financial support of any type whatever in excess ofthe total Grant amount. Cost overruns are the sole responsibility of the Grantee. The Grant funds will be supplied to the Grantee subsequent to the Mayor and City Commission's approval of the award. 50 Program Monitoring and Evaluation: The Director of the Council may monitor and conduct an evaluation of operations and the Project under this Grant, which may include visits by City representatives to observe the Project or Grantee's programs, procedures, and operations, or to discuss the Grantee's programs with the Grantee's personnel. Il 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 Director of the Council with the identity and title of individuals authorized to withdraw or write checks on Grant funds. 7. Accounting and Financial Review: The Grantee must keep accurate and complete books and records of all receipts and expenditures of Grant funds, in confonnance with reasonable accounting standards. These books and records, as well as all documents pertaining to payments received and made in conjunction with this Grant, such as vouchers, bills, invoices, receipts and canceled checks, shall be 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 Director ofthe Council or his designee at the Grantee's offices during regular business hours and upon reasonable noticeo Furthermore, the Director ofthe Council may, at the City's expense, audit or have audited, upon reasonable notice, 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 ofMlamJ /hach CultuI'alArts CouncJllogo and the following credit line in all publications related to this Grant: THE CITY OF MIAMI BEACHo 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 11-12. 90 Liability and Indemnification: The Grantee shall indemnify and hold harmless the City and its officers, employees, agents and instruments from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the City or its officers, employees, agents and instrumentalities may incur as a resuh of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to, or resulting from the perfonnance if this Agreement by the Grantee or its employees, agents, servants, partners, principals or subcontractors. 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 ofthe 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 otheJWise provided, shall in no way limit the responsibility to indemnify, keep and save harmless and defined the City or its officers, employees, agents and instrumentalities as herein providedo ~ ! I 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 anyone person which exceeds the sum of $100,000, 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 oo::urrence, exceed the sum of $200,000 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 entityo 10. Assignment: The Grantee is not permitted to assign this Grant, and any purported assignment will be void, and shall be treated as an event of default pursuant to Article 11-120 110 Comoliance 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 vn ofthe Miami Beach City Code, as amended, which is incorporated herein by reference as if fully set forth herein. 120 Default/Termination Provisions: In the event the Grantee shall fail to materially confonn with any of the provisions ofthis Agreement, the Director of the Council may 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 breach of any tenn or condition of this Agreement, upon five (5) calendar days written demand by the Director of the Council, the Grantee shall repay to the City all portions of the Grant which have been received by the Grantee, but which have not actually been disbursed by the Grantee as of the date that the written demand is receivedo In the event that this Grant is cancelled or the Grantee is requested to repay Grant funds because of a breach of this Agreement, the Grantee will not be eligible to apply to the City for another Grant for a one year period commencing on the date the Grantee is notified in writing of the breach of this Agreemento .i The Grantee will be liable to reimburse the City for all unauthorized expenditures discovered after the expiration ofthe Grant periodo The Grantee will also be liable to reimburse the City for all lost or stolen Grant funds. 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 1-5 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 Director of the Council 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 by delivering to the Director ofthe Council a certified check for the total amount due. payable to the City of Miami Beach, Florida. These provisions do 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 ofthis Agreement shall not be deemed to constitute a waiver of the provision or any portion of this Agreement either at the time of the breach offailure occurs or at any time throughout the term of this Agreement 19. 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 I-I of this Agreement, and to the City when addressed as follows: David Whitman, Director, Miami Beach Cultural Arts Council, 1700 Convention Center Drive. Miami Beach, Florida 33139-18190 15. Caotions 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 Reoresents 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 Commissiono Article III I Miscellaneous Provisions 170 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 services recommended for supporto As such, use ofthese funds for any program component not meeting this condition will be considered a breach ofthe terms ofthis Agreement and will allow the City to seek remedies including but not limited to those outlined in this Grant Agreement. I 180 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 UoSoC. 2000d et seq.) prohibiting discrimination on the basis of race, color, national origin, handicap, or sexo The Grantee hereby agrees that it will comply with City of Miami Beach Ordinance No. 92.2824, as amended from time to time, prohibiting discrimination in employment, housing and public accommodations on account of race, color, national origin, religion, sex, sexual orientation, handicap, marital 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. fIli 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. All Grant recipients must participate in at least one" ArtsBeach Second Thursdays" (Second Thursdays), a cultural open house on the second Thursday of every month. Free arts events will be held at multiple locations throughout the Cityo Upon acceptance of the Grant and execution of the Agreement, Grantee shall include the exact manner of participation in "Second Thursdayso" Failure to participate in "Second Thursdays" may be considered a material breach of this Agreement, as provided in Article II - 12 herein. [The remainder ofthis page is left intentionally blank] i. '~ ~i~ fn ~ ;,~ 111 m ;~ l'~ t'j' , 0," ~r ~ .' 0 . .Exhibi~ I.' ~rojed Description l~("', The tolhlwrng PmJt.'\:t Dcsenptlonls revised to n:pl'CSt.'I1llhc possible Grant ~'IllJcti(ln .5J.lfh ;::ltJrld;~ a rt.-sult of the potential City Resort TlL,( shortfall.J . Organi7ation: ~uJP ~ .. OU~ cHlmNEAJ,,!(f1l tJ"Lrl/(ft; _ 4--'--'--7- ~et.1 tllle: _ -----OYt f' f.IJ1 ,~ ~:~~~~;~:~~~~~~~~~Pr.~~'avs'e:dbb:"I$h~ (j~f~ts Panel ~nld in a separa~~I~ dc~I~~;~~S 10 the . ~" _pl:el Ie as posslb C' name of 'vent.' . org~lnization"s (1artidpation in.'frt.t/lcld"Jr -,,'elm" T/l1Ir.~dul'.,. Miami BCll~h A;;~nuc.~mcl~d'ol~"Ic. ,!\I~?~ ~elllllthe thClI mel1lonng progrant ' ors S ou 1St spt.'\:lhcs about The project approved by the grams panel for the Soulh Flortda Youth Symphony ill a "Famly Day Celebration Concert".ltwil be hald on SaUday May 18, 2002 at 7:00 in the evening, at 1IIe UncoIn Theatre on Lincoln Road MilImi Beach. The project wII retain Ifs complete format as presented with the deletion of the AdoIS Playhouse youth Prol18m due to the expense. Instead the format will include a narrator and an Instrument 'PetIIng Zoo" in the lobby following the concert provided gratis by "the Violin Shop" of Miami. Any additionalY needed fulding due to cutbacks wi be sooght from the private sectDr. The second Ttu1Iday event for the lJOIIP wi be on May 9, 2002 at the Mlllmi Beach eo.vegalIponal Church on UncoIn Road from 7- 8:30 PM. CIiIdren under 10 wi be adnmltled FREE with one ~ parenltlckel... SenIors wtI be 1/2 price . ' .' Exhibit 2-A: Project Budget I Total Project Budget [Note: The following Project Description is revised to represent the possible Grant reduction, as a result ofthe potential City Resort Tax shortfall.] SOIAi-h ROrl'd(}.. OaR CfW..~~ [IJ) ou:~_C.lA.L.-TU ((.t; Nameoforganization:y"dfh Qym.phon'1 Project Title: ou.,R ~ Hf'lLLF'1\J ~F T/1AMA mil v q, -z.-c-o 2- -y~'th ~aV-vt-. Date(s) of Project: -J- S fiT, M flY I J',.2..0"0z.. Attach a copy ofthe 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 0 EXPENSES cash in-kind Personnel - artistic , 4,33~ Personnel - technical .:2 00 Personnel - administration 02000 Outside artistic fees/services 8'50 Outside other fees/services MarketinglPublicity , ,I tJ 0 Space rental 1(102'2- Travel dt65 Utilities Equipment rental 100 Office supplies d.lDDO Insurance/Security 1~5 REVENUES cash in-kind Admissions 4, 000 Contracted services Tuitions Corporate support .J. POI) Foundation support Individual support I !:'PO Government grants (3,833 Federal State Other Costs: ~s Other contributions J11Jf!C ~ S~'L~ (Itemize below) /g .;ld-a- (Itemize below) 2LJO Grant award ~r ~ CJ"t) ;- Total cash revenues c;J , ,3 3 '? Total in-kind revenues -r (P 2. 2- 2.- Total project revenues ;;q I g 55 (cash + in-kind) Total cash expenses Total in-kind expenses Total project expenses aq, E55' ;3-qJ K'S? (cash + in-kind) . - , I . Exhibit 2-B: Project Budget I Grant Award Budget [Note: The following Project Description is revised to represent the possible Grant reduction, ..ll_ as a result pfthe potential City Resort Tax shortfall.] S01A.TVl Floy-Lcto..... OC).R C HI LJ). R,E N I CJu. R. (!>>..L.w.RC; Name of organization: Y mAH1 C;lfm () hOMf Project Title: tJ CAR C ~A- t-L't IV 61 E: , Yb7l\'J.Y) ~ce\r-t- Date(s) of Project: Directions: Identify and itemize cash expenses to be paid from Grant fundso Grant awards may only be spent within budget categories declared below. Grant Exoenses Personnel- artistic &00 J~OO tu.35 (0 ) Personnel- technical Personnel - administrative Space rental Travel (local only) ( 0) ~lt? (pOO MarketinglPublicity Outside artistic fees Outside other fees Other costs (ltmdu below) (0) -- ~~ F~900) TOTAL /; .3;;- o-iJ , &f.ll~~ j Grant requirements: Grant monies must be spellt within budget categories agreed upon in contract All publications associated with Miami Beach Cultural Arts Council grant support must include the City of Miami Beach Cultural Arts Council's logo and the following byline "City of Miami Beach" Gnnt funds may not be used for: Remuneration of City employees for any services rendered as part of a project receiving a grant from the City of Miami Beach Cultural Arts Council "Bricks and mortar" or permanent equipment (permanent equipment necessary for proposed project may be purchased if the price is less than what is would cost to rent the equipment) Debt reduction Out-of-county travel or transportation Fundraising events Hospitality events Events not open to the public