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HomeMy WebLinkAbout1999-039 Grant - Arts Council CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND 20 E Main Street Ashland OR 97520 (541) 488-5300 FAX: (541) 488-5311 GRANTEE: Arts Council of Southern Oregon Address: 33 North Central, Suite 300 Medford OR 97501 Telephone: (541) 541-779-2820 Date of this agreement: July 1, 1999 Amount of grant: $3,000 Budget subcommittee: Economic and Cultural Development Contract made the date specified above between the City of Ashland and Grantee named above. RECITAL: City has reviewed Grantee's application for a grant and has determined that the request merits funding and the purpose for which the grant is awarded serves a public purpose. City and Grantee agree: 1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon Grantee's approved application, the City agrees to provide funds in the amount specified above. 2. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant application with modifications, if any, made by the budget subcommittee designated above. 3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this contract is terminated shall be returned to the City within 30 days of completion or termination. 4. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant was awarded in accordance with generally accepted accounting principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers or documents relating to the use of grant funds. 5. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this contract or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this contract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this contract and may pursue any remedies available at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop payment G:\BUDGE'i~Econ & Cultural Dev\Mail Merge Files\contract.doc on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. 6. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 7. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee ...... others designated by Grantee to perform work or services attendant'to this agreement). Grantee shall not be held responsible for damages caused by the negligence of City. 8. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, and owner's and contractor's protective insurance. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the expenditure of any grant funds. 9. Merger. This contract constitutes the entire agreement between the parties. There are no understandings, agreements or representations, oral or written, not specified in this contract regarding this contract. Grantee, by the signature below of its authorized representative, acknowledges that it has read this contract, understands it, and agrees to be bound by its terms and conditions. GRAN E BY Its CITY OF ASHLAND ~,~z;~'~,-',,~-;~ J,.--' ,~__,,,,------- BY / Direi:tor of Finance Content review by: Department Head Form review by: ~ (City Attorney) Coding: (for City use only) PAGE 2-GRANT AGREEMENT G:\BUDGET~Econ & Cultural Dev~Mail Merge Files\contract. doc A'CORDN <I~~ffflll~~~II~_~III~I_~_n<lilll~l~ DATE (MMIDDIYY) 04/08/99 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Security Insurance Agency, Inc HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 1175 East Main st. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Medford OR 97504 COMPANIES AFFORDING COVERAGE COMPANY 541-772-1111 A Continental Western Insurance Phone No. Fax No. INSURED COMPANY B COMPANY Arts CQuru:il of So. Oregon C 33 N. Cen~ral Avenue, Ste.300 COMPANY Medford OR 97501 D ..... ....i.................. ... ................ ............................................................................. ..... THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LMTS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR DATE (MMlDDIYY) DATE (MMIDDIYY) GENERAL LIABILITY GENERAL AGGREGATE $ f-- 01/2B/99 01/28/00 A X COMI'~1ERCIAL GENERAL LIABILITY 9PQ40 PRODUCTS - COM PlOP AGG $ i I CLAIMS MADE ~ OCCUR PERSONAL & AOV INJURY $ OWNER'S & CONTRACTOR'S PROT EACH OCCURRENCE $ 1,000,000 - FIRE DAMAGE (Anyone fire) $ 50,000 - MED EXP (Anyone person) $ 5,000 AUTOMOBILE LIABILITY ,---- COMBINED SINGLE LIMIT $ ANY AUTO I-- ALL OWNED AUTOS BODILY INJURY I-- $ SCHEDULED AUTOS (Per person) I-- HIRED AUTOS BODILY INJURY I-- $ NON-OWNED AUTOS (p... -accicl..u) I-- I-- PROPERTY DAMAGE $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ I-- ANY AUTO OTHER THAN AUTO ONLY: ................... I-- EACH ACCIDENT $ I-- AGGREGATE $ EXCESS LIABILITY EACH OCCURRENCE $ R ~MBRELLA FORM AGGREGATE $ OiHER THAN UMBRELLA FORM $ WORKERS COMPENSATION AND l""cSTATU. 1 rOTH- TORY LIMITS ER EMPLOYERS' LIABILITY EL EACH ACCIDENT $ THE PROPRIETORl R:NCL EL DiSEASE - POLICY LIMIT $ PARTNERSJEXECUTIVE OFFICERS ARE: EXCL EL DISEASE - EA EMPLOYEE $ OTHER DESCRIPTION OF OPERATIONSiLDCATlONSNEHICLESiSPECIAL ITEMS City of Ashland, Its Officers & Employees, is an additional insured as respects ~heir 1nterest as funding for insured. ................................................................................................................... ...... ................ ................ .... ............. CITYOFA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DA"IE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL City of Ashland ~ DAYS WRITTEN NOTICE TO THE CERTlFICA"IE HOLDER NAMED TO THE LEFT, Attn: Robert Nelson BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY Risk Management Dept. 20 Eas~ Main OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. Ashland OR 97520 AUTHORIZED REPRESENTATIVE ~.~Z'YU'~qBP;qqRRPRAT!qNj$1$ 1':11i4 1 ~"~A / ''''c~.~ ........................................................................ .............................. ...y...... CITY OF ASHLAND -- C I TV HALL ASHLAND, OREGON 97520 June 28, 1999 Nancy Anderson Arts Council of Southem Oregon 33 North Central, Suite 300 Medford, OR 97520 Dear Ms. Anderson: The City of Ashland Budget for the 1999-2000 fiscal year was approved by the City Council on June 15. Your grant of $3,000 is included in this budget. The payment will be made following the City's receipt of the enclosed contract with signature. The City requires grant recipients to supply a certificate of insurance indicating liability coverage of not less than $500,000 per occurrence. The City of Ashland, its officers, and employees must be named at additional insureds. Please sign the enclosed contract and retum it to the City as soon as possible. Once the contract and current insurance certificates are on file, your grant will be processed. Sincerely, " kff~ Jil~~er Director of Finance Kg Enclosure I/Ct 13~ ~f. ~A L ~ c;jjj) -- - CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: Arts Council of Southern 20 E Main Street Oregon Ashland OR 97520 Address: 33 N Central Ave Ste 308 (541) 488-5300 Medford, OR 97501-5923 FAX: (541) 488-5311 Telephone: (541) 779-2820 Date of this agreement: June 22, 1998 ~1, Amount of grant: $3,500 ~2, Budget subcommittee: Economic and Cultural Development Contract made the date specified above between the City of Ashland and Grantee named above, RECITAL: City has reviewed Grantee's application for a grant and has determined that the request merits funding and the purpose for which the grant is awarded serves a public purpose. City and Grantee agree: 1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon Grantee's approved application, the City agrees to provide funds in the amount specified above, 2. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant application with modifications, if any, made by the budget subcommittee designated above. 3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this contract is terminated shall be returned to the City within 30 days of completion or termination. 4, Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant was awarded in accordance with generally accepted accounting principles, Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers or documents relating to the use of grant funds. 5, Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this contract or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this contract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this contract and may pursue any remedies available at law or in equity, Such remedies may include, but are not limited to, termination of the contract, stop payment - --. on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. 6. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 7. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, sub rogations, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be held responsible for damages caused by the negligence of City. 8. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, and owner's and contractor's protective insurance. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the expenditure of any grant funds. 9. Merger. This contract constitutes the entire agreement between the parties. There are no understandings, agreements or representations, oral or written, not specified in this contract regarding this contract. Grantee, by the signature below of its authorized representative, acknowledges that it has read this contract, understands it, and agrees to be bound by its terms and conditions. GRANTEE 'h~ BY 1" Its ~ ' . :~ BY 'f/~ Its .:JLJJi "L./ CITY OF ASHLAND BY /#l;i. < # ,,-- Irector of Finance Content review bY~ - Department Head , Form review by: (City Attorney) Coding: (for City use only) PAGE 2-GRANT AGREEMENT 0 - of Southern Oregon June 30,1998 . Jill Turner Director of Finance , City of Ashland Department of Finance and Administrative Services 20 E. Main St. Asflland, Oregon 97520 Dear Jill: -, BII_ -- - Thank you for the good news. We were very pleased to le~m that the City of AShland has granted us $3,500. Enclosed is the signed contract. Sincerely, COUNCil OF SOUTHERN OREGON , . 33 N. Central Avenue Suite 300 Medford OR 97501 Phone (541) 779-2820 Fax (541) 772-4945 BOARD OF DIRECTORS: Kathy Carter, Ash/and Susan Cohen GrcD/ts Pass Kay Dix Ashland George Duggar Medford Sharlene Peters Medford Linda Pinkham, President Medford Kathryn Robinson Ashland Corinne Stubson, Medford Bob Wilson Talent - -- of Southern Oregon February 10, 1998 Dear Friends: Enclosed you will find a copy of a letter I delivered to Arts Council Board President Linda Pinkham last week, announcing my resignation as Executive Director. I am stepping down at this time because I know the Arts Council to be stronger than ever, the Board to be absolutely outstanding in its breadth and depth of experience and skill, and because we are just beginning several exciting new projects and directions (please read the attached letter for details). In short, this is an excellent time for a change. I step down knowing that I have accomplished what I set out to do here, and feeling deeply satisfied with the work we have done and the course we have charted. The Board plans to hire an Interim Executive Director to stay the course while a search takes place. As soon as that Interim is named, we will immediately let you know, and will continue to keep you posted on the progress of the search. Carole Sue Lipman will remain as Outreach/Communications Manager, and Lyn Godsey will remain as Education Director. I also attach a listing of the Board of Directors, with their addresses, so that you may contact them directly if you wish. I send you gratitude for your support. May the arts continue to thrive in Jac on d Josephine counties! -- ---- " February 5, 1998 " Linda Pinkham, President Board of Directors Arts Council of Southern Oregon ~(Q)[?:>)f Dear Linda: This is to officially let you know that I am sUbmitting my resignation. effective March 5, 1998. 1 am moving on, feeling confident that the Arts Council is in good bands and on a clear path. When I was hired. I was asked to do several things: · Grow and stabilize the Board of Dircctors. I know that the current Board is strong. It's members are experienced with Board leadership, as well as experienced with and deeply committed to the arts. Board committees are becoming equally strong, with powerful supplemental comm1lnity members who will help the committees fulfill their tasks. · Stabilize the staff: Both Carole Sue Lipman and Lyn Godsey have now been on the job for well over a year. They are a good team, work well with the volunteers, and have both taken hold of their jobs with growing clarity as to their mission and demonstrated excellence in terms of their tasks. They each are working directly with Board committees and my confidence in them is unqualified. In addition, under my tenure, we have updated our personnel policies, extended health insurance benefits, updated office equipment, provided better working conditions, and clarified job descriptions, all of which will continue to provide necessary stabilization tools. Owing my tenme we also restructured the staff. and out- sourced the accounting functions, freeing up staff time to provide programming. · Better serve Joseohine County: Owing my tenure, we extended the Young Writers' Festival to include the Grants Pass School District, presenting it in cooperation with Rogue Community College. The Festival has been a huge success and resulted in excellent relations with the Grants Pass School Dil>1ri1.1, as wellllll with all of the elementary schools. During my tenme we began providing regular office hours at Rogue Community College, at the Dlinois Valley Family Coalition offices in Cave Junction, and at the Firehouse Gallery in Grants Pass. During my tenure we also secured funding from Josephine County sources to sponsor the Dell'Arte Players in free perfOrmances at three Josephine County sites: Wolf Creek, Cave Junction, and at the Boys and Girls Club in Grants Pass. Our relations with Rogue Community College are excellent, and funher affiliation is still being explored. · Make the Arts Council more visible: During my tenure, in addition to the work outlined above, I bave continued Brooke Friendly's policy of appearance at service clubs throughout the region, telling the Arts Council and the arts industry story. In addition, we have coordinated with the Rogue Valley Civic League in presenting the Arts and Culture Roundtlble, presented the Consortium of the Arts, partnered with the VA Domiciliary on a joint project (for which we secured the funding), partnered with the Community Health Center on a visual arts project, became a leader in many school district discussions on arts assessment, expanded the Young Writers' Festival to include five school districts (fTom one), strengthened our relationship v..ith Southern Oregon University, assisted the North Medford Rotary with presentation of its annual Talent Festival, given board leadership training to the Siskiyou Singers, the Rogue Valley Chorale, and provided technical assistance to many other lIl1S organizations in both counties, partnered ?1th the people of\Vhite City on obtaining a major grant, and forged a new alliance with Jackson County for presentation of art works at the County Courthouse. In short, we have secured our "seat at the table." -.. -- , · Serve our conlltitnent!l (artistslarts Orgllil;7.AhOUS) better: The Art Tour, % For Art Workshop, Media Workshop, expanded press nm of the News, Arts Consortimn, and expanded Board trainings and office hours have done just that. · Gel more art in oublic places: WiLh Lhe loUely granl from Jackson Counly for Courthouse art exhibits of Jackson County offices, and the Arts Build Communities Model Grant for White City, this last piece has fallen into place. I teU you all this, not to toot my own horn, but to reassure you and the Board that you are well on your way to stabilization. I think that with the addition of the Long Range Plan that you are beginning to fonnulate, the Arts Council will only continue to grow and flourish. , give you all my VeT}' best wishes and my humblest thanks. You, and this Hoard, are awesome, indeed. Kathie Olsen - .-, CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND 20 E Main Street Ashland OR 97520 (541) 488-5300 FAX: 541 488-5311 Date of this a reement: Jul 1, 1997 1. Amount of rant: $1,820 GRANTEE: Arts Council of Southern Oregon Address: 33 N Central Ave Ste 308 Medford OR 97501-5923 Tele hone: 541 779-2820 ment Contract made the date specified above between the City of Ashland and Grantee named above. RECITAL: City has reviewed Grantee's application for a grant and has determined that the request merits funding and the purpose for which the grant is awarded serves a public purpose. City and Grantee agree: 1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon Grantee's approved application, the City agrees to provide funds in the amount specified above. 2. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant application with modifications, if any, made by the budget subcommittee designated above. 3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this contract is terminated shall be returned to the City within 30 days of completion or termination. 4. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant was awarded in accordance with generally accepted accounting principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers or documents relating to the use of grant funds. 5. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this contract or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this contract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this contract and may pursue any remedies available at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. -- -- 6. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 7. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be held responsible for damages caused by the negligence of City. 8. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, and owner's and contractor's protective insurance. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the expenditure of any grant funds. 9. Merger. This contract constitutes the entire agreement between the parties. There are no understandings, agreements or representations, oral or written, not specified in this contract regarding this contract. Grantee, by the signature below of its authorized representative, acknowledges that it has read this contract, understands it, and agrees to be bound by its terms and conditions. GRANTEE ~:1>5~~~t5 BY Its CITY OF ASHLAND BY~~J"~""" r or of inance Content review by: ~ 7 Department Head ./ Form review by: V- ~ (City Attorney) Coding: (for City use only) PAGE 2-GRANT AGREEMENT (g:\budgel\economic\econgmt.fnn)