Friends of the Miami-Dade Public Library, Inc.
~_ MIAMI BEACH
City of Miami Beach Cultural Affairs Program and Cultural Arts Council
Fiscal Year 2007/08 Cultural Affairs Grant Agreement
This Grant Agreement is entered into this ~ ~ day of ~~ , 2007, between the City of
Miami Beach, Florida (the City) and the undersigned Grantee (G antee).
Article I /Grant Description
1. Grantee: Friends of the Miami-Dade Public Library, Inc.
Grant Contact: Lainey Brooks
Address: 101 West Flagler Street
City, State, Zip: Miami, FL 33130
Phone, fax, a-mail : 305-375-5017, 305-375-5545, brooks) mdpls.ora
2. Grant amount: $10,000 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-B Grant Budget, attached hereto
5. Contract deadline: November 2, 2007
6. Expenditure deadline: September 30, 2008
7 Project completion date:
Final Report deadline: Must be postmarked or delivered no later than 45 days after Project
completion date.
~
IN I S WHEREOF, the parties hereto have executed this Agreement this o
day of __L V Ov , 2007.
av' er, Mayor
v
Attest: ~ i / ~ ~~
Robert archer, City Clerk
STATE OF FLORIDA, COUNTY OF MIAMI- DADE
The foregoing instr ment was acknowledged before me
this~~ day of lJ~=~~h- 2007, by
Ct.i ~vu 5 of
t - /~' , snot-for-profit
.._.__
corporation. He/ Is personally known me or has
produced as
iden ficat'on.
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Signature of Notary Public
GRANTEE:
Federal ID #:
BY: ~r
Printed Name
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oks
en's Authorized
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Notary Name: ~,C~),,?c~V~c~ G" ,J~ .__~~ d I .J
Notary Public, State of Florida
epreseOVED AS O
FORM & LAN a(~~mission Expires:
& OR EXECUTION ~~*_r!~, RONDREA SHENEAN HARRIS
„~ 9~~r' A~ MY COMMISSION # DD568038
'~~1'BrP,p~ EXPIRES: June 26, 2010
1 ~ ~~ (407) 398-0153 Florida Notary Servlce.com
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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 tothe City's Cultural Affairs Program Manageror his Designee.
2. Project Description: The Grantee may only use the Grant for the purposes that are specfically described
in the Project Description, attached hereto as Exhibit No. 1. All expenditureswill 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. Notwithstandingfheprecedjng sentence, amendments to the itemized
Grant Award Budget in Exhibit2-B shall not be permitted withoutthe priorwritten 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. Reports: This Grant has been awarded with the understanding that the described Project will enhance
and developthe City's cultural community. To demonstratethattheGrant isfulfilling, 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, 2008, must submit their final reports no later than November 15,
2008.
4. Amount of Grant and Payment Schedule: The total amount of the Grant is specified in Article I-2 (subject
to the restrictions in Article I-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. Program Monitoring 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 Projector Grantee's programs, procedures, and operations, or to discuss the
Grantee's programs with the 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 Manager or his Designee 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 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
Deadlinespecified inArticle I-5. These books, records, and documents maybe 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 CulturalAffairs Program Manageror his Designee may, at the City's
expense, audit or have audited, upon reasonable notice, all the financial records of the Grantee, whetheror 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 1112.
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9. 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 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 responsibilityto 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 any one 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. Assignment: The Grantee is not permitted to assign this Grant, and any purported assignmentwill be
void, and shall be treated as an event of default pursuant to Article N12.
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. DefaultlTerminationProvisions: Inthe event the Grantee shall fail to materially conform with any of the
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) calendardays
written notice to the Grantee, and the City shall have no further obligationto 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 Ciantee, as of the date that the written demand is received
In the event that this Grant is terminated and the Grantee is requested to repayall 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 ofall grant awards already received (first half)prior to the termination date. If such report is not
approved by the Cultural Affairs ProgramManager or his Designee, at his sole discretion, Grantee shall be
required to immediately returnall grant funds receivedin full to the City of Miami Beach. Grantee will not
receive remainder of this Grant award.
Additionally, Grantee will be ineligibb to apply and/or receive a grant in the subsequeniCity fiscal
year. However, Grantee will be allowed to apply forfuture 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 Designed on a case-by-case
basis. As part of his consideration, the Cultural Affairs Program Manager or hisDesignee shall obtain the
recommendation of the Cultural Arts Council, butthe final decision as to whetherGrantee 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 underthe 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 pursuantto 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 underthe 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 waiverof the provision or
any portion of this Agreement either at the time of the breach of 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 I-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 containedwithin 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 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 allowthe Cityto 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, colornational 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 Acbf 1990 (ADA} to remove
barriers, which prevents qualified individualswith 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 taws. The exclusive venue for
any litigation arising out of this Agreement shall be MiamFDade 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 blanlF-
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Exhibit 1 /Revised Project Description
Organization: Friends of the MiamFDade Public Library, Inc.
Completely describe Project approved by the Grants Paneland in a separate narrative detailal/ revisions to
the Project based upon the City Commission approvedawarrl. 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 Panet
The Friends of the Miami Dade Public Library Miami Dade Public Library System requests a grant to fund
cultural arts/educational programs at the Miami Beach Regional Library, located at 227 22nd Street, from
October 1, 2007 through September 30, 2008. It is important to understand that the Library, charged with
accommodating the informational and recreational needs of an incredibly large and diverse population,
realizes that to serve this population properly, programs must be scheduled over a 12-month period in order
to reach as many segments of the population as possible. Additionally, in order to ensure that these
presentations have a high level of productivity and impact on its audiences, the Library is planning a
program series that is both cultural and educational in nature in that each program will feature creative
elements in combination with components that are instructional and interactive. The proposed program
budget is $30,000. Because the Library is free and open to all residents 7 days a week, everyone regardless
of ethnicity, age, or economic status will be able to take advantage of these .offerings. However, for
planning purposes and in order to reach the broadest population segment, programs will be targeted to the
following age groups: Children (Tiny tots through Elementary school), Young Adults (Teens through
College) and Adults/Seniors. When possible, the dates for these programs will be worked into themes
established nationally by the American Library Association (ALA.) For example, October, November and
December feature programs associated with Hispanic Heritage Month, Teen Read Week and Children's
Book Week.
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 fo the requirement that the work
is new or has never before been presented in Miami Beach.
1. Programs are being expanded to take place not only in the Miami Beach Regional Library at 227
22"a Street, but also at the North Shore and South Shore Branch Libraries located at 7501 Collins
Avenue and 131 Alton Road, respectively. The reason for this expansion of venue is due to the fact that
the Library System has three branches on Miami Beach affording it the opportunity topresent programs
at those branches that will have the greatest impact on specific target audiences. For example, the
South Shore branch serves a much larger number of seniors than the Regional library while the North
Shore branch has a large attendance by children.
2. Attached is an updated schedule of programs to be funded through this grant. Each of the presenters
has been contacted and contracts have been negotiated. As explained in the original grant application
because this grant runs over a 12 month period, some of the dates are still to being decided.
3. A small portion of the Grant funds is being redirected to program supplies. Specifically, in order to
keep Teens interested in just about anything, libraries throughout the country have turned to Graphic
Novels, Anime and Video Games. To that end, $525 is being used to purchase Wii, a wireless video
game using the stories from the library's collection of Graphic Novels which are based on characters
from the Japanese Anime. This will be a weekly program designed by library staff in which Teens will
form reading, gaming, and networking groups to create new Anime projects of their own design.
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Exhibit 2-A: Project Budget /Revised Total Project Budget
Name of organization: Friends of the Miami-Dade Public Library, Inc.
Date(s) of Project: October .1.2007 -September 30. 2008
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
CASH IN-KIND
Personnel -artistic
Personnel -technical
Personnel -administration 3,000
Outside artistic fees/services 23,500 1,000
Outside other fees/services
Marketing/Publicity
Space rental
Travel
Utilities
Equipment rental
Office supplies
Insurance/Security
REVENUES
CASH IN-KIND
Admissions
Contracted services
Tuitions
Corporate support
Foundation support 4.500
Individual support
Government grants 3,000
Federal
State
Cash on Hand 7 500
Other Costs: (Itemize below)
Program Supplies 1.500 1,000
Total cash expenses 25,000
Total in-kind expenses 5,000
Total project expenses 30,000
CASH ~ IN-KIND
Other Contributions (Itemize below)
Library 5 000
City of Miami Beach
Grant Award 10,000
Total cash revenues 25,000
Total in-kind revenues 5,000
Total project revenues 30,000
CASH 8~ IN-KIND
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Exhibit 2-B: Project Budget /Revised Grant Award Budget
Name of organization: Friends of the Miami-Dade Public Library, Inc.
Date(s) of Project: October 1, 2007 -September 30, 2008
Grant Award: 10 000
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
Grant Expenses
Personnel -artistic Equipment Rental
Personnel -technical Space rental (Performance
Related Only)
Outside artistic fees 9,475 Insurance (Performance
Related Only)
Marketing/Publicity Total Other Costs (itemize
Below)
Printing
Description Amount
Postage Program Supplies 525
In County Travel
525
TOTAL (must equal grant award): 10.000
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
• 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 t~habilitation 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
• 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 eventserves 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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Friends of the Miami-Dade Public Library, Inc.
Revised Total Project Budget
Expenses: Cash In-Kind
Programs $23,500
Art for Seniors
Art of Storytelling Senior Story Swap
Art of Storytelling Showcase Series
Black History Month
Castle Building
Children's Book Week
Drawing for Teens
Graphic Novels Club
Hispanic Heritage Celebration
Holiday Happenings
Percussion & Rhythm Classes for Toddlers
Summer Reading
Tai Chi for Seniors
Teen Read
Theatre Day
Supplies $ 1,500
Crafts
Storytime
Summer Reading
Personnel
Administrative
Technical
Total Project Expenses: $25,000
Revenue:
Library
Foundation $4,500
Gov't Grants $3,000
Cash on Hand $7,500
CAC Grant $10,000
$1,000
$1,000
$3,000
$5,000
$5,:000
30 000
Total Project Revenue: $25,000 $5,000. 30 000.
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Friends of the Miami-Dade Public Library, Inc.
Performers and Organizations
Funded through the Miami Beach CAC Grant 2007-2008
Actor's Playhouse -- Actors' Playhouse is a private, nonprofit organization that
produces critically acclaimed dramatic and musical theatre.
Caren Neile, PhD. - Dr. Neile is a highly regarded storytelling expert and educator. She
is currently Director of the South Florida Storytelling Project and Professor of
Communications at Florida Atlantic University and Managing Editor of
Storytelling, Self, Society: An Interdisciplinary Journal of Storytelling Studies.
Conni Gordon -Well known (semi-retired) Certified Speaking Professional and now art
instructor, Conni is a nationally known professional who uses art to tap into
people's creative potential.
Irma Brenda Jordan -With over 30 years of experience, Ms. Jordan teaches many art
forms ranging from batik, silk screening and beading to African dance Hip-Hop
and much more.
Jeff Morris - Mr. Morris is the Director of Alliance Qi Gong Taiji, Inc. in Miami Beach.
Mr. Morris will be teaching Tai Chi to seniors.
Morgan Chesonis - Ms. Chesonis is part of the Miami-Dade Public School's Art
Therapy program. In addition to her teaching degree, she holds a Master's
degree in art therapy, is Board Certified and is a member of the American Art
Therapy Association.
PlayGround Theatre -The PlayGround Theatre provides audiences of all ages,
especially underserved youth, the opportunity to experience the highest quality
live theatre. The PlayGround Theatre builds on the strengths and assets of the
multicultural communities in South Florida.
Sentinels of Sand - Victor Leong has received awards for his sand castle designs on
Miami Beach.