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HomeMy WebLinkAbout2024-158 Grant - Ashland Folk Collective 010, HLAND r: CITY OF ASHLAND GRANT AGREEMENT CITY: CITY OF ASHLAND GRANTEE:Ashland Folk Collective 20 E Main Street Ashland, OR 97520 Address: 1914 Westerlund Dr PHONE: (541)488-6002 Medford, OR 97504 FAX: (541)488-5311 Telephone: 610-209-4784 Term of this Grant Agreement: November 19, 2024 - June 30, 2025 Grant funds awarded: $10,000 Event Date: June 23, 2025 Event Name: Free Concert in Lithia Park This Grant Agreement (hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Ashland Folk Collective (hereinafter"Grantee"). City and Grantee hereby agree as follows: 1. Nature of the Grant. The purpose of the grant is to promote tourism within the City of Ashland through event hosting and/or promotion. Grantee applied for and the City granted funds to Grantee in the joint venture to promote tourism. Subject to the terms and conditions of this Agreement and in reliance upon Grantee's approved grant application, which is incorporated herein and attached as "Exhibit A", the City agrees to provide grant funds to Grantee in the amount specified above 2. Qualified Work. Grantee has represented, and by entering into this Agreement now represents, that any personnel assigned to the work required under this Agreement are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Grantee shall also maintain a current City business license. 3. Use of Grant Funds. The City shall provide financial support for the event listed in Exhibit A. According to the requirements in Subsection 5 and 6, the Grantee shall keep accurate records of all funds used for the promotion, implementation, and clean-up of the events listed in Exhibit A. Any funds Grantee did not use towards the promotion, implementation, and clean-up of the activities related to the event listed in Exhibit A shall be returned to the City. Any expansion in request for funds shall be submitted in writing to the City. 4. Acknowledgement. Grantee agrees to acknowledge the City as a funding source in all of Grantee's printed and electronic notices and advertisements relating to the use of these grant funds (example, "This event is partially funded through the use of Ashland lodging tax PAGE 1 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collective revenues."). 5. Report Requirements. Grantee agrees to submit a written report to the City within thirty (30) days at the conclusion of the event, using the post-event report template provided by the City. 6. Unexpended Grant Funds. Any grant funds not expended for the event shall be immediately returned to the City. Extensions may be granted in exceptional circumstances upon written request and approval. 7. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the fee waiver and/or grant funds were awarded. Such records shall be kept 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 the grant funds. 8. Living Wage Requirements. None. 9. Non-Discrimination. Grantee agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Grantee. Grantee ftirther agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. 10. Termination. a. Mutual Consent. This Agreement may be terminated at any time by the mutual written consent of both parties. b. City's Convenience. This Agreement may be terminated at any time by City upon not less than thirty(30) days' written notice. c. For Cause. City may terminate this Agreement, in whole or in part, effective upon delivery of written notice to Grantee under any of the following conditions: i. If City funding is not at a level sufficient to allow for the grant; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the grant purposes are no longer allowable or appropriate for award under this Agreement or are no longer eligible for funding proposed for payments authorized by this Agreement; iii. If the Special Event permit for the Event is revoked; or iv. If the Event is cancelled. 11. Default. If Grantee fails to perform or observe any of the covenants or provisions contained in this Agreement or fails to expend the grant funds or enter into binding legal agreements to PAGE 2 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collective expend the grant fiends during the term of this Agreement, the City, by written notice of default to the Grantee, may terminate this Agreement and may pursue any remedies available to the City at law or in equity. Such remedies may include, but are not limited to, termination of this Agreement, the stopping of 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. In the event of termination, City may stop payment or withhold any Grant funds in City's possession from Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds. In addition, City shall be entitled to recover any administrative costs, including attorney fees or collection costs in encumbered as a result of Grantee's failure to return Grant funds. In the event of termination, if Grant funds are not returned or it is found that Grant fiends were misappropriated, Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in addition to any other rights and remedies available to the City under law. GENERAL AND SPECIAL TERMS. 12. Amendments. The terms of this Agreement will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. 13. Indemnity. Grantee agrees to defend, indemnify, save, and hold the City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgements, subrogation, or other damages of any nature whatsoever resulting from or arising out of 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). However, Grantee shall not be held responsible for damages caused by negligence of the City, its officers and employees. 14.Liability Insurance. None required for the purposes of this grant. 15.Workers Compensation Insurance. None required for the purposes of this grant. 16. Assignment. Grantee shall not assign this Agreement nor subcontract any portion of any work to be performed hereunder without written consent of the City. Any attempted assignment or subcontract without the written consent of the City shall be null and void. 17.Non-appropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Grantee understands and agrees that City's payment of amounts under this Agreement attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event the City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Grantee, with no further liability to Grantee. 18. Special Terms and Conditions. Grantee is required to post Event on the Ashland Chamber of PAGE 3 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collective Commerce Community Event Calendar and the Travel Southern Oregon Event Calendar. 19. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 20.Merger. THIS AGREEMENT CONSTITUTES THE ENTIRE UNDERSTANDING BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS,AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED IN THIS AGREEMENT REGARDING THIS AGREEMENT. GRANTEE, BY THE SIGNATURE BELOW OF ITS AUTHORIZED REPRESENTATIVE, ACKNOWLEDGES THAT IT HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. GRANTEE: CITY 7� OF ASH ND: By: By; ._ Printed Name: Printed Name:Jacqueline Aubert Sabrina Cotta 9 Title: Executive Director Title: CityManager Wednesday, November 20, Date: Date: w1 o - PAGE 4 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collective Print Exhibit A Event Partnership Grant Application - Submission #3161 Date Submitted: 11/15/2024 City of Ashland Better Together Thank you for hosting an event in Ashland! The City of Ashland has started this grant program to support events that boost overnight travelers, increase spending at local businesses, and promote Ashland as a premier tourist destination. To see if your event qualifies and to request grant funds, please fill out the form below. If you have any questions, please call 541-552-2103. Organization ➢C:..magM Name* Ashland Folk Collective 'Type nt"Oroaniz ation* Public Agency Non-Profit Business Individual Contact ntdact Name* Jacqueline Aubert M amtingAAddress* 1914 Westerlund Drive Medford, OR, 97504 Phone* A.R. Phone 6102094784 ➢C+°mmm da V ashlandfolkcollective@gmail.com E➢CAG'11311,17'Y(Mcct Mw that appC y) � I expect over 100 attendees at our event. Our event will have attendees who live more than 50 miles away and/or will stay in overnight lodging. Our event will be advertised to the public. EVENT'D➢C+°"pt"A p<1,S ➢C+°vc mt Nammmc W * Ashland Folk Collective presents "Free Concerts in Lithia Park" ➢C+°vc mt Datc(s)* ➢C+°vc mt➢C:.,ocafion(s)* Monday, June 23, 2025 Butler Bandshell, Lithia Park,Ashland ➢C+°vc mt➢t cscription* The Ashland Folk Collective will present a free concert series in 2025, with one show in June, July, & September. We are asking for this grant to serve as support for the first concert in June. Our concerts focus on providing the Valley with high quality concerts (with artists that we cultivate for years to have strong followings)with an emphasis on family friendly& accessible. We will partner with food trucks, local downtown restaurants, &we will provide a beer garden for attendees. pC+xpc tad 'total #Attc mdccs* ➢C+xpc tad#Out of...'Yow m A.ttcndccs* 2200 750 Arc you partricring with ovcrni ht lodging(room tmtock,promotions,ate.)?* We will work with the Neuman hotel group as they are one of our key sponsors. They will be listed in all of our promotional materials &they will host our musicians. If we have any additional hotel needs The Colombia Hotel offered to provide us with a discounted artist rate. We estimate that this show will bring in 150-250 hotel stays for our visitors traveling from 75+ miles. If yes, please list which lodgings you are working with. How are you marketing the event? * We have an $1,800 marketing budget for each concert that will be used for the following: - Meta Ad: We will target ads North to Eugene, East to Bend &South to Redding. Our goal is to bring 35% off our attendees from 75 miles+. Radio Ads: Jefferson Public Radio will do a live read for the show. KSKQ will do live read. Print Ads in both the Sneak Preview & Locals Guide. Feature articles in Ashland.News. TV: We will invite NewsWatch 12 in Medford to attend the event. We will send 6-8 newsletters to our 1400 subscribers leading up to the show. Flyers will be put up 10 weeks out in Ashland, Talent, Medford, &Jacksonville. f:W1 ANT R➢C+°Qtr➢C+°ST ➢[ am requesting da grant of$ .........a� ................. . 10,000.00 The maximum request is $10,000. Please be aware that not all applications will receive full funding. Some applications may receive partial funding, while others may not receive any funding. These funds wfff be used for(pcasc be spcemf c):* Below is our Toal budget of$21,535.00. The granted funds will be used to pay part of the Sound, Lighting, Security, &Artist Fees. The remainder of the budget will be paid for by additional art grants, sponsors, direct donations, &the beer garden. Sound & Lighting $2,000.00 Artist Guarantees $8,000.00 Artist Hospitality $800.00 Security$360.00 Sanitation $575.00 Marketing $1,800.00 AFC Production $5,000.00 Insurance $785.00 City Permit & Bandshell Rental $515.00 Total Budget$21,535.00 Signature* Jacqueline Aubert By signing, you acknowledge that the information in this application is true and correct to the best of your knowledge. NOTE:: if zaw a:mdcd funds,you wffl need to sign za.contract with the City ofAsM and.