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HomeMy WebLinkAbout2004-154 Grant - OSF CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: Oregon Shakespeare Festival 20 E Main Street Address: P.O. Box 158 Ashland OR 97520 Ashland, OR 97520 (541) 488-5300 Telephone: 482-2111 FAX: (541) 488-5311 Date of this agreement: July 1, 2004 Amount of grant: $110,000, which will be distributed in monthly segments of $~~,166.67 for the fiscal year. Budget subcommittee: Economic and Cultural Development Contract made the date specified abcve between the City of AshlF.md and Gra!ntee named above. 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 promoting tourism activities identified in Resolution 2004-11, Section 2 as accepted by the budget subcommittee designated above. Grantee will report in writing on the use and effect of granted monies per the following: a. Within 90 days of the event completion (Single event applications) b. As part of a subsequent application for grant funds from the City c. Within 90 days of the budget fiscal year 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 clf 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, record:s, papers or documents relating to the use of grant funds. 5. Living Wage Requirements. If the amount of this contract is $15,964 or more, and if the Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their time within a month performing work under this contract. Grantees required to pay a living wage are also required to post the atta,ched notice predominantly in areas where it will be seen by all employees. 6. 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 c:ontract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this Grant Contract 2004-05 IPage 1 of 2 , I 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. 7. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument si~~ned by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 8. 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 GrantE~e (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. 9. 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 Contnact, 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. CE~rtificates of insurance acceptable to the City shall be filed with the City's Risk Manager or Finance Director prior to the expenditure of any grant funds. 10. 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 By /.k1 cJ~J d, /1 ~ CITY OF ASHLAND ~~ 7~;~~~ / " By ~ Title Gerald~. Roos; Director of Flnance and Admlnlstratlon, Oregon Shakespeare Festival Date Account Number (for City use only) Grant Contract 2004-05 Page 2 of 2 ACORD.. CERTIFIC - TE OF LIABILITY INS( '~NC~85~ls I DATE (MM/DD/YY) 03/04/04 PR0DUCER THIS CERTIFICATE I~ ISSUED AS A MATTER OF INFORMATION Security Insurance - Ashland ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE a JBL&K company - Ashland HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 707 Murphy Road AL TER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Medford OR 97504 Phone: 541-772-1111 Fax:541-494-2737 INSURERS AFFORDING COVERAGE INSURED INSURER A: Unigard Insurance Group Oregon Shakespeare Festival and Oregon Shakespeare INSURER B: Endowment Fund INSURER C: and Lessees of OSFA POBox 158 INSURER D: Ashland OR 97520 I INSURER E: COVERAGES 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 MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I'~f: TYPE OF INSURANCE POLICY NUMBER b2~lMM/bD'iYY) .. I Pr:?l-t~~~M/DDlYYr LIMITS GENERAL LIABILITY EACH OCCURI,ENCE $ 1,000,000 - A X COMMERCIAL GENERAL LIABILITY CM006663 01/01/04 01/01/05 FIRE DAMAGE (Anyone fire) $ 50,000 I CLAIMS MADE ~ OCCUR MED EXP (Anyone person) $ 1,000 X Host Liquor Liab CM006663 01/01/04 01/01/05 PERSONAL & ADV INJURY $ 1,000,000 f-- GENERAL AGGREGATE $2,000,000 - GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $2,000,000 I n PRO- nLOC Emp Ben. 1,000,000 POLICY JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT - $ ANY AUTO (Ea accident) - ALL OWNED AUTOS BODILY INJURY - (Per person) $ SCHEDULED AUTOS - HIRED AUTOS BODILY INJURY I-- $ NON-DWNED AUTOS (Per accident) I-- f--- PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ R ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS LIABILITY EACH OCCURHENCE $ =:J OCCUR D CLAIMS MADE AGGREGATE $ $ R DEDUCTIBLE $ RETENTION $ $ 1= <UlITl_jl JOlt!- WORKERS COMPENSATION AND TORY LIMITS ER EMPLOYERS' LIABILITY E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ OTHER DESCRIPTION OF OPERA TIONS/LOCA TlONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS City of Ashland, its officers and employees are additional insured. CERTIFICATE HOLDER I y I ADDITIONAL INSURED; INSURER LETTER: A CANCELLATION 1AAAAAA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN City of Ashland NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Bryn Morrison Admin Sec IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR 120 E Main OR 97520' REPRESENTATIVES. A~REPRESENTJ:J 41 l- I fLu-.L. ~Jf~~lA.I . J , ACORD 25-S (7/97) @ ACORD CORPORATION 1988 !m~@~Dill~~ , .~ MAR 24 2005 ~ 0 By Oregon Shakespeclre Festival F~O. Box 158 15 South Pioneer Street Ashland, OR 97520 March 22, 2005 Ashland City Council City Hall Ashland, OR 97520 541 482 2111 541 482 0446 fax 5414824331 box office www.osfashland.org Re: Report for Section 2 of Resolution No. 2004-11 Dear Council Members: On behalf of the Festival Board, staff and audience, thank you for the City's $110,000 Economic and Cultural Development grant for 2004-05. I am pleased to report that the Festival's 2004 season saw attendance of 356,770 tickets, or 80% of capacity. Visitors new to OSF purchased 57,839 of those tickets. The 2005 season is looking very promising with two world premieres that will attract new national and regional press. In addition to theater critics and feature writers, OSF draws numerous travel writers. Last season, articles about OSF and Ashland appeared in the Washington Post and the Christian Science Monitor; and those articles subsequently appeared in major newspapers throughout the country. Promoting Tourism in 2005 OSF will spend over $700,000 in marketing in FY2005. The following are among the actions already taken, or to be taken, toward the goals outlined by the Economic and Cultural Development Committee, specifically Goal 3(b), "To promote tourism": TOURISM SALES Season brochure. OSF has distributed 470,000 copies of the full-color 2005 season brochure nationally and internationally to its mailing list of individual ticket buyers, members, schools and universities, businesses and corporations, government agencies, media contacts, tourist and business locations throughout Oregon, and trade shows in Japan, Germany, England and Switzerland. Advertising. OSF has placed and will continue to place display ads in major newspapers in the Bay Area, Sacramento, Portland and Seattle. OSF will partner with Brand Oregon, the state tourism office's marketing campaign, in advertisements in major magazine in California, Oregon and Washington. OSF has also moved into premier online advertising . 1 ' Oregon Shakespeare Festival Report March 23, 2005 Page 2 of 4 locations in travel sections on major San Francisco, Sacramento and Portland websites. Together with the Ashland Chamber of Commerce, OSF has supported co-op ads in Sunset magazine. Additionally, through its web site at www.osfashland.org, OSF provides links to lodgings, restaurants and other Southern Oregon attractions. HOSPIT ALITY AND SPECIAL EVENTS Trade shows. OSF has partnered with the Ashland Chamber at trade shows from Los Angeles to Canada. OSF regularly participates in the Ashland Hospitality Showcase and contributes staff support to the Ashland Visitors and Convention Bureau. Communication and training. OSF actively participates in, and regularly hosts, the Ashland Greeters to thoroughly inform community leaders about pertinent visitor information. Additionally, OSF hosts a community event each year at which OSF's Artistic Director Libby Appel shares insights on the season's plays with melnbers of the hospitality community. These talks are now videotaped and broadcast throughout the local area, including to hotels and motels. MEDIA RELATIONS West coast and national media: OSF sustains existing relationships and builds new ones with reviewers and writers on the West Coast, particularly in Oregon and California, where more than 80% ofOSF patrons reside. OSF continues to cultivate relationships with national writers. Travel writers: As noted above, theater and travel writers visit OSF, and articles about OSF appeared in the New York Times, Time magazine, Christian Science Monitor, Los Angeles Times, Backstage West, Washington Post, Philadelphia Inquirer, Sunset, American Theatre, Horizon Airlines and Alaska Airlines magazines, and Gentry in 2003 and 2004. Radio and television (national and regional): Radio stations representing a wide geographic area, from Dallas to Bolinas, Calif., aired programs about OSF. In October 2004 the Food Channel's $40 A Day with host Rachel Ray visited OSF. The program will air April 8,2005, at 9:30 p.m. Ashland is mentioned in a story on the Today show (NBC) website as one of the "hot spots" to retire (http://www.msnbc.msn.com/id/7204492/). OSF and the many opportunities to volunteer with the Festival are mentioned. Oregon's OPB- TV has made OSF a regular subject of its program Art Beat for the past four seasons. Improved technology: Over the past year, OSF has continued to develop a comprehensive electronic press kit. The significant increase in national media coverage of OSF in the past two years is in large part due to the ease of access to high-resolution ilTlages through OSF's secure electronic press kit. The images used in Time magazine's June 2003 "Bigger than Broadway" article were used because the writer found them to be both professional and accessible. In addition, OSF has developed a comprehensive video news 1 ' Oregon Shakespeare Festival Report March 23, 2005 Page 3 of 4 release that is delivered to all west coast and select national television stations for both spring and summer openings. These video releases contain digital footage of OSF productions as well as extensive establishing shots of Ashland. This stock footage is used by television stations when doing both theater and non-theater stories on our region. OSF has also begun to stream video on its website to provide more infonnation about the productions. OSF in the Community The past year also saw the continuation ofOSF's active participation in our community, through Festival programs and in community work by company members. We are especially proud of the success of the fifth year of the new Ashland Schools Project, in which the OSF Education Department, and specifically a team of two aSF actor-teachers, worked with students from fourth through twelfth grades in the Ashland School District. During the past school year, 342 ninth graders and 273 tenth, eleventh, and twelfth graders participated at the high school; 684 middle school students participated; and elementary school 396 students participated. The program began in the fall of 2004 with all AHS freshmen English students attending The Comedy of Errors. Before seeing the show, the students had a preparatory session with an OSF actor-teacher. After the show, a Comedy of Errors cast member visited each class for a follow-up discussion. In December, a team of aSF actors spent two days at the high school performing assemblies (such as the thirty-five-minute version of Richard III) and leading student workshops. At the middle school, the actor-teachers perfonned the thirty- five-minute version of Richard III for all students in sixth through eighth grades. Half of the seventh- and eighth-grade students then took a backstage tour, while the other half visited with aSF artisans. This fall, the two groups will rotate. At the elementary schools, the actor-teachers performed the abbreviated Richard III for fourth and fifth graders, then visited each fifth-grade class with a trunk of costume renderings, fabric swatches, set designs and photos of past productions to use in discussing Richard III with the students. Volunteer participation by Ashland residents also reflects OSF's connection to the community. In 2004, 576 local residents were active volunteers at aSF, contributing in excess of 29,480 hours of service. OSF's Diversity Efforts In recent years, one of aSF's key initiatives has been creating greater diversity in our staff and audience. We have seen dramatic success in some areas. Today, more than 30% (27 of78 actors) of the acting company are people of color; the Festival offers more employment to actors of color than any other theater in America. In other areas, the pace of change is much slower. About 6% of our production and administrative staff are minorities, and we continue to work to increase that proportion. In addition, the Festival 1 ' Oregon Shakespeare Festival Report March 23, 2005 Page 4 of 4 now employs an audience development manager, and FAIR (Fellowships, Assistantships, Internships, and Residencies) coordinator whose focus is developing prograrns to increase the number of people of color in our audience and on our staff. For the last seven years, the Festival has undertaken diversity training for its staff. Almost all company members have now received this training. In 2002, we helped to initiate what has become the Ashland Cultural Diversity Alliance, which is now taking a leadership role in encouraging other institutions to join us in addressing issues of diversity. After many planning sessions, citywide diversity training has now begun with four successful workshops, and more to come. We are gratified that our initial efforts are leading to a greater citywide awan~ness and appreciation of the benefits of diversity. Economic Impact The Festival's economic impact on Ashland and Southern Oregon approached $129 million* in 2004. Beyond this economic impact, the City received $1,309,000 from the Hotel&10tel tax and $1,684,000 from the Food and Beverage tax in 2003/2004. OSF's activities are a ITlajor factor in the generation of these taxes. OSF's 79,009 non-local visitors spent an average of $304.45 each. Added to OSF expenditures of$20,393,637 and multiplied by the Oregon multiplier of2.9, brings the total regional impact of Festival operations of $128,898,548. Conclusion Over the past twenty-two years, the Ashland City Council's commitment to investing in the promotion of tourism through OSF and the Ashland Chamber of Commerce has paid off handsomely. Through that investment, the City has helped build a powerful econon1ic and cultural engine that has created a stable base of funding for many City activities. At a time when other theaters and other cities are facing severe deficits and cutbacks, we are seeing continued interest in Ashland and the Festival, in large part because of concerted cooperation between the two. This is clearly a time when the support of the Council is crucial to the ongoing health of both the Festival and the City-two entities that have been linked for almost seventy years. Again, thank you very much for your support. Weare grateful to be the recipient of an Economic and Cultural Development grant this year and look forward to your continued support. Sin~y, , .,~~ Oregon Shakespeare Festival Paul E. Nicholson Executive Director cc: Kirsten Bakke, Finance Department , ,