City Theatre Inc.
.
City of Miami Beach Cultural Arts Council
2000/2001 Cultural Arts Grant Agreement
This Grant Agreement is entered into this ~o day of J>ec.e~fY. 2000 between the City of Miami Beach,
FJoriQa. on behal1;f the City of Miami Beach Cultural Arts Council (collectively the City), and
c..ti-'Y.J11(,u.: V- (Grantee).
Article I / Grant description
l.
Grantee:
Address
City Theatre, Inc.
PO Box 490083
City,state,zip Miami. FL 33149
Phone, fax,email (305) 365-5400 Fax: (305) 365-9623
sjnorman@aol.com www.citytheatre.com
2. Grant amount: $1 2 , 000 50"A; paid upon execution of this Agreement.
Remaining 50% paid upon completion of Project. submission and approval offinal report.
3, Project description: See Exhibit I, attached hereto
4, Itemized budget: See Exhibit II, A and B attached hereto
5. Expenditure deadline: Seotember 30. 2001
6, Report deadline: No later than 90 days after Project completion.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement this M day ot}e (em fur. 2000,
GRANTEW City Theatre, Inc.
Print Name of Organization
FederalID# 65-0642183
din, Mayor
ATTEST:
_~( r~
Robert Parcher, City Clerk
BY: Alan Fein
:~~resi~t_
Signature
(Grantee's Corporate seal)
!l.
BY: Jeffrey Norl1j{l
Printed Name of Chief Fiscal Officer
~fd-
S'
APPROVED AS TO
FORM & LANGUAGE
& FOREXECUnON
BY: stephanie Norman
Printed Name of Executive irector
,1AllA1f'M./J'_ /..D~y-<J()
~ Deft
~
Article II I General conditions
1, Parties: The parties to this Agreement are the Grantee listed in Article 1, 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 of the City of Miami Beach Cultural Arts Council, or his designee,
who shall be referred to herein as the "Director of the Council."
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 Line Item Budget, or with changes not to exceed ten peroent (10%) per category, so long
as expenditures do not exceed the total amount of Grant funds. If amendments to the itemized Line Item Budget are
absolutely necessary the Grantee must fonnally request authorization via a letter to the Director of the Council detailing
and justifying the changes. All Grant recipients must participate in Miami Beach Second Thursdays (see Article
ID-19).
The following City of Miami Beach "Anchors" are required to provide specific infonnation in their Project Description,
attached hereto as Exhibit No.1, for providing mentoring to a small to medium arts organization( s) of their choice,
supported by the City's Cultural Arts COlUlcil, 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 200012001 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-FID
Failure to include the above infonnation 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. Reports: This Grant has been awarded with the lUldersranding that the described Project will enhance and
develop the City's tourism and cultural commlUlity. 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 of the Project's
completion. Miami Beach Anchors ONLY will submit an interim report in April 2001 to receive the second 50% of
their Grant award, with final reports due at the completion of the City's fiscal year on September 30, 2001,
4, Amount of Grant and Pavment Schedule: The total amolUlt of the Grant is specified in Article 1-2. By making
this Grant, the City assumes no obligation to provide fmancial 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.
5. Pr02l'8l1l Monitoring and Evaluation: The Director of the Council may monitor and oonduct 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 Bonding: Monies received pursuant to this Agreement shall be kept in 8CCOlUlts 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 ofindividuals 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 confOlmance 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) YellfS after the Expenditure Deadline specified in Article 1-5.
These books, records, and documents may be examined by the Director of the Council or his designee at the Grantee's
offices during regular business hours and upon reasonable notice. Furthennore, the Director of the Council may, at the
City's expense, audit or have audited, upon reasonable notice, all the fmancial 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 CultlllYll Arts ColUfCillogo and
the following credit line in all publications related to this Grant: THE CITY OF MIAMI BEACH. Failure to do so may
preclude future grant funding from the City in the sl!ffie manner as if Grantee defaulted under this Agreement, pursuant
to Article II - 12, below.
9. Liabilitv and Indemnification: The Grantee shall indemnify and hold hannless 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 clairns, demands,
suits, causes of actions or proceedings of any lcind or nature arising out of; relating to, or resulting from the performance
if this AgreeIllent 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 otherwise provided, shall in no way limit the responsibility to indemnily, keep and save
harmless and defmed 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. Assil!lllllent: 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 ll-12, below.
II. 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 Ordinance No. 72-82 (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. DefaultJT ermination Provisions: In the event the Grantee shall fail to materially conform with any of the
provisions of this 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 received. 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
Agreement.
,
The Grantee will be liable to reimburse the City for all unauthorized expenditures discovered after the
expiration of the Grant period. 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 I -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 for a period not to exceed one (I) 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. Induhzcnce Will Not be Waiver of Breach: The indulgence of either party with reganl to any breach or failure
to pelfonn 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 throughout the tenn of this Agreement.
14. Written Notices: Any written notices required under this ~nt 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- I of this Agreement,
and to the Director of the Council when addressed as follows: David Whitman, Executive Director, Miami Beach
Cultural Arts Council, 1700 Convention Center Drive, Miami Beach, Florida 33139-1819,
15. Caotions Used in this ~: 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 A=ent: 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 ill I Miscellaneous provisions
17. The Grant awarded herein is the result of an extensive public review process which found that the Grantee
is perfonning 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.
19. All Grant recipients must participate in "Miami Beach Second Thursdays" (Second Thursdays). a cultural
open house on the second Thursday of every month. Free arts events will be held at muhiple locations throughOut the
City. Upon acceptance of the Grant and execution of the Agreement, Grantee shaH include the exact manner of
participation in "Second Thursdays." Failure to participate in "Second Thursdays" may be considered a material breach
of this Agreement, as provided in Article II - 12 herein.
Exhibit 1/ Revised Project description
Organization:
city Theatre, Inc.
I'rtliect title: WINTER SHORTS 2001
Completely describe Project approved by the Grants Panel and in a separate narrative detail the revisions to the
Project based upon the award. Please be as specific as possible; name of event, venue, times, etc, Also, detail the
organization's participation in Miami Beach Second Thursdays, Miami Beach Anchors should list specifics about
their mentoring program,
City Theatre will be presenting its annual production of Winter Shorts, a winter theatre festival
featuring "the best of the Fest", eleven of the world and/or Florida premieres of short (one-act)
comedies and dramas presented during City Theatre's first five years in collaboration with the
City Theatre Rep Company, In its inaugural Winter Shorts production (December 1999), City
Theatre received high artistic praise and expanded its audience base to tourists and
theatregoers from a four-county region, This project will capitalize on the popular and critical
success of City Theatre's 1999 Winter Shorts festival and will expand upon the previous
festival by bringing its acclaimed Short Cuts school tour to Books and Books on Miami Beach
for Miami Beach Second Thursdays on February 8, 2001,
Moreover, the company's innovative partnership with restaurateurs Mark Soyka (Van Dyke and
News Cafes, Soyka) and Graziano Sbroggio (Tiremasu) will continue with the Winter Shorts
festival's pre-performance Taste of Winter Happy Hours held at the Colony Theatre Cafe on
Lincoln Road, Mr, Soyka and Mr, Sbroggio continue to be enthusiastic partners with City
Theatre in creating a completely unique theatre outing wherein audiences are encouraged to
mix and enjoy pre-performance restaurant tastings and conversation at the Colony Theatre's
cafe, The Taste of Winter happy hours highlight Lincoln Road as a cultural destination and
make the theatre outing a very social and desirable event.
The Winter Shorts festival will also feature acclaimed theatre figures participating in the
seminars, workshops and play readings as part of the CityDialogues program, Previous
CityDialogues participants have included established playwrights Horton Foote, Tina Howe and
Leslie Ayvazian as well as theatre playwrights and theatre critics from throughout the nation,
Presently, City Theatre continues to workshop with acclaimed playwrights and the actors and
directors of the City Theatre Rep Company, Free public readings are held in conjunction with
the June 2001 Summer Shorts and audiences participate in the process of new play
development through discussions with the actors, directors and playwrights,
Winter Shorts will run from February 7 - 14 with evening adult and daytime matinee
performances employing more than 40 playwrights, directors, actors, designers and
technicians, City Theatre anticipates an audience of more than 4,000 from a four-county
region, including traditional theatergoers, students, seniors and tourists attracted to the
breadth of work and unique format.
City Theatre will participate in the Miami Beach Second Thursdays cultural open house with a
performance of their Short Cuts tour at Books and Books on Miami Beach on February 8, 2001
from 6:00 to 6:30 p,m,
Exhibit 2: Revised Project Budget I A. Total Project Budget
Name of organization: City Theatre, IncProjectTitle: Winter Shorts 2001
Date(s) of Project: February 7 - 14, 2001
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 PLEASE SEE ATTACHED PROJECT
BUDGET cash in-kind
Personnel - artistic
Personnel - technical
Personnel- administration
Outside artistic fees/services
Outside other fees/services
MarketinglPublicity
Space rental
Travel
Utilities
Equipment rental
Office supplies
Insurance/Security
Other Costs:
Total cash expenses
Total in-kind expenses
Total project expenses
REVENUES
Admissions
Contracted services
Tuitions
Corporate support
Foundation support
Individual support
Government grants
Federal
State
(Itemize below)
Other contributions
Grant award
Total cash revenues
Total in-kind revenues
Total project revenues
(cash + in-kind)
cash
in-kind
(Itemize below)
(cash + in-kind)
WINTER SHORTS: PROJECT BUDGET
EXPENSES
Personnel - Artistic
Artistic Director
Winter Shorts Artistic Salaries/Fees: Colony
AEA (5 actors: $375 - 00 + 8% + $83 + 2,5%)
Stage Manager ($445 - '00 + 8% + $83 + 2,5%)
Assistant Stage Manager ($390 - '00 + 8% + $83 + 2,5%)
Non-AEA Actors Perf & Reh weekly (4 actors: $225 - '00)
Playwright royanies
Winter Shorts Director fee
Director. SSDC Expense
Cl\yOlalogues
staged Reading Series (6 plays . 6 dlrs . 15 actors)
Playwrighls-in-<esidency __
Production Expense: Speaker & Workshop Stipends
Total Personnel - ArlI81lc
incl. annual salary
$10,460
$2,290
$2,056
$4,000
$5,040
$3,700
$60
$675
$2,500
$3,000
Personnel - Technical
Winter Shorts Technical/Production Fees: Colony
Costume Designer
Lighting Designer
PrOduction ManagerfTechnical Director
Props Head Design Fee
Props Head - Run Fee
Construction Crew
Running Crew
Set Designer
Sound Designer - Design Fee
Sound Designer - Run Fee
House Staff
Ticket Seller
Ticket Seller - Daytime
Total Technical/Production
$2,000
$2,500
$2,500
$1,000
$700
$2,100
$4,500
$2,500
$1,000
$700
$400
$600
$2,400
Personnel - Administrative
Producers (2) & Assistant
Development Director
Company Manager
Administrative Interns
Cl\yOlalogues Coordinator
Total Personnel-Administrative
$7,500
$2,500
$2,500
$1,250
$750
Space Rental
Colony Expense
Rental: Load-in (4,5 days @ 12 hours/day @500/day)
Rentai: Performance (8 shows @ $650)
House Crew: Load-in ($12/11r' 121n1day. 4,5 days . 5 wo-..)
House Crew: Show call ($45/woI1<er/ShoW' 8 shows . 4 workers)
Insurance (8 days @ $275)
Total - Space Rental
$2,250
$5,200
$3,240
$1,440
$2,200
MarketlnglPubUclty
Advertising
$15,000
City Theatre: Winter Shorts Budget - Page 1
$33,781
$22,900
$14.500
$14,330
Marketing
Brochure
Flyers
Group 58les
Press Releeses
Program
Raffle Tickets
Scripts
Graphics Design
Webslle Expense & On~ine Benner Advertising
P ,SA Video Ed~lng
Highway Benner Expense
Postage & Delivery
Mailing Usl Servtce
Photography
Totel Marketlng/Pllbllclly
$3,000
$800
$200
$200
$3,000
$200
$400
$1,700
$1,500
$700
$4,000
$3,000
$1,000
$300
Outside Production & Administrative Expense
Winter Shorts PrOduction Expense:
Costumes
Dry Cleaning
Lighting Cost
Prop Materials
Set Construction
Sound Materials
TransportationfTrucking
Short Cuts School Tour: Production Expense
Tent, Chair & Table Rental
Hearing Impaired Performance
Winter Shorts Administrative Expense
Automobile Expense (Parl<lng, AEA Retmb)
Artist Reception
Licenses & Permits
Office Supplies
Telephone & Fax
Total Outside Production & Administrative Expense
TOTAL EXPENSES
$2,000
$350
$1,000
$1,000
$3,500
$250
$2,500
$1,000
$2,000
$800
$100
$300
$1,000
$400
$500
INCOME
EARNED REVENUE
Admissions
other Earned Revenue
Ad Sales
Beverage & Concessions
Merchandise Sales
Festival Raffle
Opening N~e Auction
UNEARNED REVENUE
Corporate Support
Foundation Support
other Private Support
Individual Donations
Bette Westfall Memorial Fund
StatelReglonal Support
State of Fla Grant
$55,411,00
$4,500
$2,000
$1,100
$3,500
$2,500
$2,500
$1,500
$3,000
City Theatre: Winter Shorts Budget - Page 2
$35,000
$18,lIOO
$137.011
$55,411.00
$13,800
$15,000
$9,000
$4,000
$11,000
MDCAC Grant
local Government Support
City of Miami Beach Grant Award
IN-KIND INCOME
TOTAL INCOME
$8,000
$12,000
WINTER SHORTS: GRANT REQUEST BUDGET
EXPENSES
Personnel - Artistic
Winter Shorts: Artistic Salaries/Fees
AEA (5 actors: $375 - 00 + 8% + $83 + 2,5%)
Total PerllOnnel - Artistic
$6,000
Space Rental
Colony Expense
Rental: load-in (4,5 days@ 12 hours/day@500/day)
House Crew: Load~n ($121hr '12 hrslday' 4,S days' SWOIkeIs)
House Crew: Show call ($4&\NorkerIMow . e shows' 4 ~ers)
Total - Space Rental
$2,000
$3,000
$1,000
TOTAL GRANT AWMD
City Theatre: Winter Shorts Budget - Page 3
$12.000
$17,000.00
$137,011
$6,000
$6,000
$12.000