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Home My WebLink About2005-138 Grant - Arts Council CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: Arts Council 20 E Main Street Address: 33 N. Central Ave Suite 300 Ashland OR 97520 Medford, OR 97501 (541) 488-5300 Telephone: (541 )779-2820 FAX: (541) 488-5311 Term of this agreement: July 1, 2005 to June 30, 2006 Amount of grant: $ 3,000 Budget subcommittee: Economic and Cultural Development Contract made the date specified above b/3tween the City of Ashland and Gr~lntee namAd 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. Grantee will report in writing on the use and effect of granted monies compared to the original request (as modified) 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 Grant applicants awarded less than $2,500 are encouraged to maintain documentation to this effect but are not required to submit a report unless requested by the City except under 2 b. 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. Living Wage Requirements. If the amount of this contract is $16,379 or more, and if the Grantee has ten or more employees, then Grantee is required to pay a living wage, as defin~ed 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 Grant Contract 2005-06 also required to post the attached 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 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. 7. 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. 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, subrogation's, 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. 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 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 $1 00,000 p~er 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 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. CITY OF ASHLAND By /#~ Finance Directori '" 7h2~ 1-- / / Date Account Number: (for City use only) Grant Contract 2005-06 Board of Directors Officers SUZY LEWIS, President CHARLES LEWIS, Secretary JOHN WAREKOIS, Treasurer Members SANDY GILMAN LINDA MERFELD STEVE PRESTON SUE SLACK CHRISTINE REISING Staff LYN GODSEY Executive Director JENNIFER EUFUSJA Arts Education Coord. OF SOUTHERN OREGON 33 North Central, Suite 300 Medford, OR 97501 541.779.2820 fax: 541. 772.4945 www.artscouncilso.4)rg email: office@artscQ1uncilso.org June 30, 2005 Bryn Morrison Finance Department City of Ashland 20 East Main Street Ashland, OR 97520 Dear Bryn, First, I want to thank the City of Ashland for the $3,000 grant to provide four weeks of Artists in the Schools residencies in Ashland Schools. Bellviewand Helman Elementary have already reserved these weeks undervvritten by the City of Ashland. We have also had a request for two additional weeks of AIS residency by.Howard Elementary. Unfortunately, the City of Ashland grant does not cover two additional weeks and we have had to deny their request for an underwritten AIS residency. I am enclosing the signed grant contract and will have our insurance agent send a certificate of insurancle. Secondly, please accept the following as the final report, includiing an itemized Statement of Activities, on the Arts Council's use of granted monies from our $1500.002004-2005 Economic and Cultural Grant On-Line Artists Directory-Benefits for Ashland Artists and Arts Organizations. Since making our interim in March, we have achieved the following: · Advertising for the On-Line Artists Directory has been designed and placed in the programs of the Oregon Shakespeare Festival, Oregon Cabaret Theatre, and Artattack Theatre. I am enclosing copies of all three programs. · The number of hits at our website have increased. Before the ads we were receiving approximately 10 hits per week, after the ads we are receiving approximately 40 hits per week. Something that I learned during this process is that none of the theatre companies use the same size for ads in their programs. Thus, the cost of designing the ads had to include time to re-size each one. Overall, the City of Ashland funds have made it possible for the Arts Council to market the On-Line Arts Directory service that lists artists and arts organizations in Ashland. The ads are eye-catching and informative. They present the Arts Council in a professional manner, thus improvE~ the organizations image in the community. I am sure that a result of these ads will be an increase in listings from artists in Ashland. If you have any questions, or concerns, please call me at 779-2820. 1 :21 PM 06/30/05 Accrual Basis ARTS COUNCIL OF SOUTHERN OREGON Statement of Activities by Class July 2004 through August 2005 0263 - On Line... (0260-RAC Pr... TotaI0260-RA... TOTAL Income 400 . Revenue 408 . Government, Local 1,500.00 1,500.00 1,500.00 412. Memberships 770.00 770.00 770.00 --- Total 400 . Revenue 2,270.00 2,270.00 2,270.00 T otallncome 2,270.00 2,270.00 2,270.00 Expense 500 . Expenses 506 . Health Insurance 300.00 300.00 300.00 510. Marketing 1,085.00 1,085.00 1,085.00 512. Outside Fees, Other 425.00 425.00 425.00 517 . Salaries 460.00 460.00 460.00 --- Total 500 . Expenses 2,270.00 2,270.00 2,270.00 Total Expense 2,270.00 2,270.00 2,270.00 Net Income 0.00 0.00 0.00 Page 1 ACORD", CERTIFICATE OF LIABILITY INSURANCE OP ID C~ DATE (MM/DDIYYYY) ARTSC-2 07/18/05 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Western States Ins. - Medford HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 739 Medford Center ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Medford OR 97504 Phone:541-779-1321 Fax:541-779-9187 INSURERS AFFORDING COVERAGE NAIC# INSURED INSURER A: Safeco 24740 INSURER B: Arts Council of Southern INSURER C ore2on 33 Central INSURER D Medford OR 97504 f-- 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 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS IN:::iK ~~~~ POLICY NUMBER PD~';!~1riM/rfDNt;t P~k'r(;EY(~~b~~N LIMITS LTR TYPE OF INSURANCE GENERAL LIABILITY EACH OCCURRENCE $ 1000000 I--- UAMAl;e I U KeN I eU A X COMMERCIAL GENERAL LIABILITY 25CC0074412 03/03/05 03/03/06 _ PBEMI~.ES rEa occur~n,.,,,,) ~ 200000 ~.- D CLAIMS MADE [!] OCCUR MED EXP (Anyone person) $ 10000 I---- PERSONAL & ADV INJURY $ 1000000 I--- GENERAL AGGREGATE $2000000 I--- GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 2000000 n n PRO- nLOC POLICY JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT - $ ANY AUTO (Ea accident) - ALL OWNED AUTOS BODILY INJURY - $ SCHEDULED AUTOS (Per person) - HIRED AUTOS BODILY INJURY - $ NON-OWNED AUTOS (Per accident) - - PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ =1 ANY AUTO OTHER THAN lOA ACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ ~ OCCUR D CLAIMS MADE AGGREGATE $ $ ==i OEOUCTIBlE $ RETENTION $ $ WORKERS COMPENSATION AND J we STATU- I IOTH- I EMPLOYERS' LIABILITY I __ }.Q..RY !...IMITL ___J....~ '__ ; ANY PROPRIETOR/PARTNER/EXECUTIVE E.L EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? E,L DISEASE - EA EMPLOYEE $ If yes, describe under E.L DISEASE - POLICY LIMIT $ SPECIAL PROVISIONS below OTHER DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS Schools - trade or vocational Certificate holder is named as additional insured. CERTIFICATE HOLDER The City of Ashland, its officers, employees & agents 20 East Main Ashland OR 97520 CANCELLATION CITYO 0 6 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES. (J)!lJJJR S. ~~ ACORD 25 (2001/08) @ ACORD CORPORATION 1988