HomeMy WebLinkAboutMiami Beach Film Society
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City of Miami Beach Cultural Affairs Program and Cultural Arts Council
Fiscal Year 2006/07 Cultural Affairs Grant Agr~ement
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This Grant Agreement is entered into this _~_ day of _ , 2006, between the City of
Miami Beach, Florida (the City), and (Grantee).
Article II Grant Description
1.
Grantee:
Grant Contact:
Address:
City, State, Zip:
Phone, fax, e-mail :
Miami Beach Film Society
Dana Keith
PO Box 19-1876
Miami Beach Fl 33139
(305) 673-4567, (305) 531-8955, info@mbcinema.com
2. Grant amount: $17,688.8950% 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 Budget, attached hereto
5. Contract deadline: October 27,2006
6. Expenditure deadline: September 30, 2007
7. P. ~e completion date: _Sept 30 2007
8. . al eport deadline: Must be postmarked or delivered no later than 45 days after Project
completion date. ,." "'fl _
REOF, the parties hereto have executed this Agreement this ".K. day of tJel ,2006.
vid ermer, Mayor
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Robert reher, City Clerk
Signature
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STATE OF FLORIDA, COUNTY OF MIAMI- DADE
(Grantee's Corporaw Seal Here)
The foregoing instrume~ acknowledged before me
this~day of IJ )oh 2006, by
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corporation. He/She is personally known to me or has t?
produced Fr, 'J).)1I Ul ~q6-111-&D-/)U -as
identification.
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Signature of Notary Public
GRANTEE:
Federal ID #:
Notary Name: '!:fA 'lOt f) KeN' (;) .po
Notary Public, State of Florida
65-04158,ij,
PKOVED AS TO
BY: Dana K~h FORM & LANGUAGE
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My Commission Expires: 0 f) - t1.. , - ~ [) IJ ;1
Article III 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's Cultural Affairs Program Manager or his Designee.
2. Proiect 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, so long as said expenditures do not
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 or his Designee. Said requests shall be made in advance, in writing, detailing and justifying
the need for such changes.
3. Reoorts: 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 or his Designee with a written final report
documenting that the Grantee has fulfilled all requirements. This report is to be received by the Cultural Affairs
Program Manager or his Designee within 45 days of the Project's completion date. Grantees completing their
Project by Fiscal Year End, September 30, 2007, must submit their final reports no later than November 15,
2007.
4. 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 of the 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, and execution of this Agreement by the parties hereto.
5. Proaram Monitorina and Evaluation: The Cultural Affairs Program Manager or his Designee 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.
6. Bank Accounts and Bondina: 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 or his DeSignee with the identity and title of individuals
authorized to withdraw or write checks on Grant funds.
7. Accountina and Financial Review: The Grantee must 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, 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 Cultural Affairs
Program Manager or his Designee or his DeSignee at the Grantee's offices during regular business hours and
upon reasonable notice. Furthermore, the Cultural Affairs Program Manager or his Designee may, at the City's
expense, audit or have audited, upon reasonable notice, all the financial records ofthe Grantee, whether or not
purported to be related to this Grant.
8. Publicitv 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 11-12.
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9. Uabilitv 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 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 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 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 the responsibility to indemnify. keep and save harmless
and defined the City or its officers, employees, agents and instrumentalities 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 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 occurrence, 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 entity.
10. Assianment: 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 11-12.
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 ofthe Miami Beach City Code, as amended, which is incorporated herein by reference as if fully set
forth herein.
12. DefaultlTermination Provisions: In the event the Grantee shall fail to materially conform with any ofthe
provisions of this Agreement, the Cultural Affairs Program Manager or his Designee 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 termination, the Grantee shall be required to immediately repay to the City all portions of
the Grant which have been received by the Grantee, as of the date that the written demand is received.
In the event that this Grant is terminated and the Grantee is requested to repay all or a portion of the
Grant funds because of a breach of this Agreement, the following terms will apply:
a. For First-time violations - Grantee shall be required to submit a final report with documentation of
expenditure of all grant awards already received (first half) prior to the termination date. If such report is not
approved by the Cultural Affairs Program Manager or his Designee, at his sole discretion, Grantee shall be
required to immediately return all grant funds received in full to the City of Miami Beach. Grantee will not
receive remainder of this Grant award.
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 future fiscal year's grants programs.
b. For more than First-time violations - Any future compliance infractions by Grantee will be
considered by the City, through its Cultural Affairs Program Manager or his Designee, on a case-by-case
basis. As part of his consideration, the Cultural Affairs Program Manager or his Designee 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 1-5 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
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in writing from the Cultural Affairs Program Manager or his Designee 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 or his Designee 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. Indulaence 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 of the breach of failure occurs or at any time throughoutthe 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, Interim Cultural Affairs Program
Manager, City of Miami Beach Dept. of Tourism and Cultural Development, 1700 Convention Center Drive,
Miami Beach, Florida 33139-1819.
15. CaDtions Used in this Aareement: 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 ReD resents Total Aareement: 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 1111 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 services recommended for support.
As such, use of these 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 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.
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.
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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 ofthis 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.
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Exhibit 1/ Revised Project Description
Organization: Miami Beach Film Society
Completely desaibe 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.
Proiect description as approved bv Grants Panel:
The Miami Beach Film Society has been lucky and determined enough to achieve one of its long time goals:
finding and operating its own home venue. So as a result, we have had the opportunity to become very involved in
the local artistic community, incorporating many aspects into our own programming. The Cinematheque located at
512 Espanola Way has a set of very varied series to represent and cater to the important groups of people that
make up our community and visitors, such as the Hispanic, Jewish. Gay & Lesbian, student. and filmmaker
populations. The variety of the programming at MBC is consistent and about as inclusive as one can get. With our
fourth season. we will be continuing our successful once-a-month-styie format for each series type and building
on the momentum started in the first season, with the help of the Miami Beach Cultural Arts Council grant.
We will continue the successes of our bUilding collaborations such as "French Cine-Club" with the Alliance
Francaise (demonstrating film as an aesthetic art-form through film history), and this year we will be applying for
the T ournees grant which helps pay for film rentals of the newest French films. The foreign film presentations
have expanded to include concentration on specific artists in cinema with our successful series: IIGreat
Directors". This allows audiences to discover a more in-depth look at an artist's style and contributions to film
history. The emphasis is on intemational views with particularly innovative approach, with upcoming master
directors such as Stanley Kubrick, with supplements such as a local actor, Gary Landon Mills, who will
introduce Full Metal Jacket, which he starred in. We try to incorporate tie-ins and opportunities to include
prOfessionals involved as much as possible, to make the experience even more educational and interesting. For
example, the previously presented David Lynch retrospective included his original photography, as well as visits
from Mulholland Drive stars Justin Theroux and Richard Green. who shared personal stories of wOrking with
lynch, and of their own filmmaking projects. Future tie-ins will include photography exhibitions to supplement
"Rock on Film" (the history of Rock and Roll films), and the Kubrick retrospective, as well as a Luciano
VIsconti retrospective.
Local inclusion has developed also. with "Featured Independent: MEET THE DlRECTORl" (where audiences leam
from discussions with local filmmakers and discover South Florida's vibrant local filmmaking scene), and that series
has allowed experimental local artists to show work not usually seen in "YIeWS From the uNderground"
(experimental video by artists with cutting edge compilations of short films). IICaN con Cinema" (films en Espanol for
discovery of Latin heritage and culture) and "Judaica on Film" (for illustrating the Jewish experience) will continue to
include important elements of our local life. The "A Night OUT" series (concentrating on important films in gay
history), has expanded to include "Shelley Novak's Hollywood" (an outrageous evening showcasing the film
connoisseur side of South Beach's surprising erudite film buff in drag!) MBC has something fo, everyone!
In keeping with our concept of adding creative supplemental elements to film screenings.
we are expanding another set of related series: "Dance and Music on Film" which incorporate various dance
disciplines as artistic inspiration for filmmaking. (The latest is a collaboration with Momentum Dance Company,
with this month's presentation of "Dance on Film #1: BALLROOM", for example) Local dance companies such
as Mid Eastern Dance Exchange will be invited back to participate as the series develops. And local film
historians such as Jacque Moran Will help to introduce the series. We have applied to "The Salon Group. for
specific funding in bringing artists to supplement these two series, and we find it particularly important to bring
classical music into the series to help make it accessible and known outside a typical classical concert .
Since we are also a photographic arts gallery. with photography exhibitions that Change throughout the year,
emphasis on the photographic arts that relate to cinema are important as well. And since the visions of famous
photographers have been captured in the medium of cinema. we will continue our showcase entitled
"Photographer's Moving Pictures". Known for their work in still photography, some artists like Bruce Weber,
larry Clark, Cindy Sherman, Man Ray, and William Klein have made their mark on cinema also, but local works
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in photography are becoming more and more interesting, so local photographers will always be included also,
such as Jean Villamizar's painted photO-COllage, next month.
And since our space is a gallery-$tyle environment instead of a traditional auditorium-style cinema, we will
continue to search for unusual ways to showcase artist's work, collaborating with such organizations as South
Florida Composer's Alliance, adding audible art to our environment, and particular installation projects will
continue throughout the year, such as a planned Jonas Mekas project that Is for Art Basel Miami Beach 2007.
Director Clifton Childree and his performance artist partner Nikki Rollason, who created the site specific film and
installation She Sank On Shallow Bank for MBC, are members of the MBC Filmmakers Consortium, and will aid
in installations, if not create one themselves. Planned is an installation projection involving live theatre, dedicated
to the Russian director Sergei Eisenstein, with Russian actresses from White Orchard Theatre Company.
Supplementing our projects will be the expanded inclusion of perfonnance artists such as Juan Carlos
Zaldivar, Octavia Campos, and Natasha Tsakos, who have all had a history of working with MBC on creative
collaborations.
Specific dates are open to many contingencies, such as the regular continued inclusion of film festivals in our
programming as they come to town. Our projects happen Morganically", with the up-to-the-moment politics and
world events considered to shape interest and relevance. On average, we present two or three events a week,
usually at 8:30pm, but including more and more daytime seminars and workshops, and more weeknights. Our
prices are usually $10 (or $6 MBC Members), but are occasionally complimentary and sometimes higher due to
exciting supplements!
Proiect descriotion as revised (if aoolicable) based uoon the City Commission aooroved award:
Changes to projects awarded under the Artistic DiSciplines program must still adhere to the requiremertthatthe worlc
is new or has never before been presented in Miami Beach.
NlA (no changes)
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Exhibit 2-A: Project Budget 1 Revised Total Project Budget
Name of organization: Miami Beach Film Society
Date(s) of Project: Oct 01 2006-SeDt 30. 2007
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 ~~ Admissions ~-
Personnel - technical 5000 3000 Contracted services 7000 ~
Personnel - administration ~ ~ Tuitions --
Outside artistic fees/services 8000 2000 Corporate support 35000 6000
Outside other fees/services 6000 2000 Foundation support 52000
Marketing/Publictty 28500 9000 Individual support 19000 5000
Space rental 43435 _ Gov grants (HanCox) 16.716 _
Travel ~ - Federal --
utilities ~ - State --
Equipment rentaVfilm rental 19000 4500
Office supplies 2465 1500
Insurance/Secunty 2600 1000
other Costs:
Concessionlmerch
maintenance
permits
soonsorshioslhotelrooms
(Itemize below) other Contributions
1500 2000 concessionlmerch
1000 soonsorshios
4000 4000 securitv/oermits
18500 25500 eauiDment rentals
Ctty of Miami Beach Grant Award
(Itemize below)
3095 300Q
_ 26000
5000
3500 2500
17,689
Total cash expenses 187.500
Total in-kind expenses 62.500
Total project expenses 250.000
CASH & IN-KIND
Total cash revenues 187.500
Total in-kind revenues 62.500
Total project revenues 250.000
CASH & IN-KIND
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Exhibit 2-B: Project Budget 1 Revised Grant Award Budget
Name of organization: Miami Beach Film Society
Date(s) of Project: Oct 01 2006-8eDt 30. 2007
Grant Award: $17,688.89
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
2000
Equipment Rental
Space rental (Performance
Related Only)
Insurance (Performance
Related Only)
Total Other Costs (itemize
Below)
1188.89
Personnel - technical
Outside artistic fees
10.000
Marketing/Publicity
1500
Printing
Postage
Description
film rentals
Amount
3000
In County Travel
TOTAL (must equal grant award): $17888.89
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, Cu/tural 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
· Local travel and transportation costs related to proposed program, project or event. Local travel is
defined as travel within the Miami Dade County area
· 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 outside the local Miami Dade County area
· SociaVFundraising 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
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)
· 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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