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CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to City Clerks Office. All portions are to be completed.
If you have questions, please contact City Clerk's Office.
Vendor Name: King County 4Culture Grant
Vendor Number:
JD Edwards Number
Contract Number: %'` _ _ fl >> - cx",
This is assigned by City Clerk's Office
Project Name: 2014 Arts Commission Programs
i
Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ® Contract
❑ Other:
Contract Effective Date: 1J1J14 Termination Date: 12/31/14
I
Contract Renewal Notice (Days): 0
Number of days required notice for termination or renewal or amendment
Contract Manager: Ronda Billerbeck Department: Cultural Programs
Detail: (i.e. address, location, parcel number, tax id, etc.):
For 2014 programs - delayed due to contract being misplaced.
S:Public\RecordsManagemcnt\Forms\ContractCover\adcc7832 1 11/08 '..
Agreement No. 114268A
Contractor's Federal Taxpayer ID No. (last 4 digits)
Contractor City of Kent Arts Commission
Project Title: 2014 Programs
Contract Amount: $17,000.00 Fund Source: CP—Arts Sustained Support
Contract Period From: 01/01/2014 To: 12/31/2014
AGENCY SERVICES CONTRACT 2014
THIS CONTRACT is entered into by the CULTURAL DEVELOPMENT AUTHORITY OF KING COUNTY
("4Culture"), whose address is 101 Prefontaine Place South, Seattle, WA 98104-2672 and telephone
number is (206) 296-7580 and City of Kent Arts Commission (the "Contractor"), whose address is
220 4th Avenue S, Kent WA 98032 and telephone number is (253) 856-5055. Contractor is an art,
cultural or historical organization or specialist qualified to receive funds pursuant to King County Code
Sections 2.48 and 4.42 and RCW 67.28.180 and as hereinafter may be amended. The 4Culture Board of
Directors approved providing funds for this project by Motion No. 2014-11.
4Culture desires to provide funds with which the Contractor shall render certain services to King County
citizens. Such services are for the benefit of art museums, cultural museums, heritage museums, the arts,
and/or the performing arts and are consistant with those defined in RCW 67.28.180 ("Public Benefit
Services").
4Culture is organized pursuant to King County Ordinance 14482 and RCW 35.21.730, at sec. RCW
35,21.750 provides as follows: "[All] liabilities incurred by such public corporation, commission, or authority
shall be satisfied exclusively from the assets and properties of such public corporation, commission or
authority and no creditor or other person shall have any right of action against the city, town, or county
creating such corporation, commission, or authority on account of any debts, obligations, or liabilities of
such public corporation, commission, or authority."
The legislative authority of 4Culture has found and declared that providing funds to Contractor to reimburse
Project costs in consideration of services provided hereunder constitutes a public purpose with the
meaning of Article VII, Section 1 of the Washington State Constitution for which public funds may properly
be expended or advanced.
NOW, THEREFORE, in consideration of payments, covenants, and agreements hereinafter mentioned, to
be made and performed by the parties hereto, the parties covenant and do mutually agree as follows:
AG SVC 2014 Page 1 of 7
I. SCOPE OF SERVICES
A. The Contractor shall provide services and comply with the requirements set forth hereinafter and
in the following attached exhibits which are incorporated herein by reference:
® Specific Scope of Services & Reimbursement Schedule Attached hereto as Exhibit A
® Project Proposal and Budget Attached hereto as Exhibit B
® Insurance Requirements Attached hereto as Exhibit C
❑ Personnel Inventory (K.C.0 12.16.060A)( In combination with Attached hereto as Exhibit D
other agreements, in excess of$25,000 in a calendar ear
❑ Affidavit and Certificate of Compliance (K.C.0 12.16.060B) Attached hereto as Exhibit E
for Agreements in excess of$25,000
❑ Disability Assurance of Compliance/Section 504 (KCC Attached hereto as Exhibit F
12.16.060D) [ORGANIZATIONS ONLY
B. Purchase of Services. Funds awarded under this Agreement shall be used solely to reimburse
the Contractor for expenses incurred expressly and solely in accordance with the Project Proposal and
Budget and/or the Specific Scope of Services attached. Any amendment or modification to the Project
Proposal and Budget or the Specific Scope of Services and Payment Schedule must be approved in
writing by 4Culture. The work described generally by the Project Proposal and Budget and more
specifically by the Specific Scope of Services shall hereinafter be referred to as the "Project'.
C. In addition to performing the Project, Contractor shall provide any Public Benefit Provisions that
may be specified in the Specific Scope of Services attached.
D. Contractor agrees to acknowledge 4Culture support with inclusion of the approved 4Culture logo
in all marketing and promotional materials during the period this contract is in force:
® Approved logos are available for download in a variety of formats at
CULTURE http://www.4culture.org/manageawardi
KING CQUNiY LONGIN4 SA%
E. The Contractor agrees to notify 4Culture in advance of any public Project activities, including but
not limited to ground breaking events, dedications, and other public programs.
11. DURATION OF CONTRACT
This Agreement shall commence on January 1 2014 and shall terminate on December 31, 2014.
This Agreement, however, may be terminated earlier as provided in Section IV hereof.
lil. COMPENSATION AND METHOD OF PAYMENT
A. 4Culture shall reimburse the Contractor for its actual and authorized expenditures incurred in
satisfactorily completing the Specific Scope of Services attached and otherwise fulfilling all requirements
specified in this contract in an aggregate amount not to exceed $17,000.00.
AG SVC2014 Page 2of7
B. Contractor may apply to 4Culture for reimbursement upon completion of specified phases as
detailed in the Specific Scope of Services and Reimbursement Schedule attached to this contract.
C. Contractor shall submit an invoice and all accompanying reports in the forms attached hereto
as "EXHIBITS", not more than 30 days after the completion of each specified phase identified in the
Specific Scope of Services and Reimbursement Schedule. 4Culture will initiate authorization for payment
after approval of corrected invoices and reports. 4Culture shall make payment to the Agency not more
than 60 days after the appropriate invoice is received.
D. Contractor shall submit its final invoice and all outstanding reports within 30 days of the date
this Agreement terminates. If the Agency's final invoice and reports are not submitted by the day specified
in this subsection, 4Culture will be relieved of all liability for payment to the Agency of the amounts set
forth in said invoice or any subsequent invoice
E. Accompanying the final invoice for the project, the Contractor shall also submit:
1. A project evaluation report upon the form provided by 4Culture.
2. If 4Culture requests, at least two images (prints, slides, or digital images accompanied
by a high-quality print-out) of publishable quality for use by 4Culture to publicize its funding programs.
Photos shall have credits, caption information, and permission to publish.
F. If the Contractor fails to comply with any terms or conditions of this contractor to provide in any
manner the work or services agreed to herein, 4Culture may withhold any payment to the Contractor until
4Culture is satisfied that corrective action, as specified by 4Culture, has been completed. This right is in
addition to and not in lieu of 4Culture's right to terminate this contract as provided in Section IV, any other
rights of4Culture under this Agreement and any other right or remedy available to4Culture at law or in
equity.
IV. TERMINATION OF AGREEMENT
A. If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its
obligations under this Agreement or if the Contractor shall violate any of its covenants, agreements or
stipulations of this Agreement, 4Culture may terminate this Agreement and withhold the remaining
allocation. Prior to so terminating this Agreement, 4Culture shall submit written notice to the Contractor
describing such default or violation. 4Culture shall not so terminate this Agreement if 4Culture determines
that Contractor has, within twenty (20) days of the date of such notice, fully corrected such default or j
violation.
V. MAINTENANCE OF RECORDS
A. The Contractor shall maintain accounts and records, including personnel, property, financial,
and programmatic records and other such records as may be deemed necessary by 4Culture to ensure
proper accounting for all contract funds and compliance with this Agreement. All such records shall
sufficiently and properly reflect all direct and indirect costs of any nature expended and services provided
in the performance of this Agreement.
B. These records shall be maintained for a period of six (6) years after termination of this
Agreement unless a longer retention period is required by law.
AG SVC 2014 Page 3 of 7
VI. AUDITS AND EVALUATIONS
A. The records and documents with respect to all matters covered by this Agreement shall be
subject at all times to inspection, review or audit by 4Culture and/or federal/state officials so authorized by
law during the performance of this Agreement and six (6) years after termination hereof.
B. The Contractor shall provide right of access to its facilities, including by any subcontractor to
4Culture, the King County, state and/or federal agencies or officials at all reasonable times in order to
monitor and evaluate the services provided under this Agreement. 4Culture will give advance notice to the
Contractor in the case of fiscal audits to be conducted by 4Culture.
C. The Contractor agrees to cooperate with 4Culture in the evaluation of the Contractor's
performance under this contract and to make available all information reasonably required by any such
evaluation process. The results and records of said evaluations shall be maintained and disclosed in
accordance with RCW Chapter 42.17 (Public Records Act).
VII. PROPRIETARY RIGHTS
If any patentable or copyrightable material or article should result from the Project, all rights
accruing from such material or article shall be the sole property of Contractor. Contractor agrees to and
does hereby grant to 4Culture, an irrevocable, nonexclusive, and royalty-free license to use, according to
law, any material or article and use any method that may be developed as part of the work under this
Agreement. The foregoing license shall not apply to existing training materials, consulting aids, checklists,
and other materials and documents of Contractor which are modified for use in the performance of this
Agreement.
Vill. FUTURE SUPPORT
4Culture makes no commitment to support the services contracted for herein nor guarantee
regarding the success of the services and assumes no obligation for future support of the Project except
as expressly set forth in this Agreement.
IX. HOLD HARMLESS AND INDEMNIFICATION
A. In providing services under this Agreement, the Contractor is an independent contractor, and
shall determine the means of accomplishing the results contemplated by this Agreement. Neither the
Contractor nor its officers, agents or employees are employees of 4Culture for any purpose. The
Contractor shall comply with all applicable federal and state laws and regulations regarding employment,
minimum wages and hours, and discrimination in employment. The Contractor is responsible for
determining the compensation of its employees, for payment of such compensation, and for all federal
and/or state tax, industrial insurance, and Social Security liability that may result from the performance of
and compensation for these services. The Contractor and its officers, agents, and employees shall make
no claim of career service or civil service rights which may accrue to a 4Culture employee under state or
local law. 4Culture assumes no responsibility for the payment of any compensation, wages, benefits, or
taxes by, or on behalf of the Contractor, its employees and/or others by reason of this Agreement. To the
extent allowed by law, the Contractor shall protect, defend, indemnify and save harmless 4Culture and its
officers, agents, and employees from and against any and all claims, costs, and/or losses whatsoever
occurring or resulting from (1)the Contractor's failure to pay any such compensation, wages, benefits, or
taxes; (2) the supplying to the Contractor of work, services, materials, or supplies by Contractor
employees or other suppliers in connection with or support of the performance of this Agreement. The
Contractor shall also defend, indemnify, and save harmless 4Culture, and its officers, agents, and
employees, from and against any and all claims made by Contractor's employees arising from their
employment with Contractor.
AG SVC 2014 Page 4 of 7
B. To the full extent provided by applicable law, the Contractor shall protect, defend, indemnify,
and save harmless 4Culture its officers, employees, and agents from any and all costs, claims,judgments,
and/or awards of damages, arising out of or in any way resulting from the acts or omissions of the
Contractor, its officers, employees, and/or agents, except to the extent resulting from 4Culture's sole
negligence. If this Agreement is a "a covenant, promise, agreement or understanding in, or in connection
with or collateral to, a contract or agreement relative to the construction, alteration, repair, addition to,
subtraction from, improvement to, or maintenance of, any building, highway, road, railroad, excavation, or
other structure, project, development, or improvement attached to real estate" within the meaning of RCW
4.24.225, the Contractor shall so protect, defend, indemnify, and save harmless 4Culture, its officers,
employees, and agents only to the extent of the Contractor's, its officers', employees', and/or agents'
negligence. The Contractor agrees that its obligations under this subparagraph extend to any claim,
demand, and/or cause of action brought by or on behalf of any employees, or agents. In the event
4Culture incurs any judgment, award and/or cost arising there from including attorneys'fees to enforce the
provisions of this article, all such fees, expenses, and costs shall be recoverable from the Contractor.
Claims shall include, but are not limited to, assertions that the use or transfer of any software, book,
document, report, film, tape or sound reproduction or material of any kind, delivered hereunder, constitutes
an infringement of any copyright.
X. INSURANCE REQUIREMENTS
The Contractor shall procure and maintain for the duration of this Agreement insurance as
described on the Exhibit labeled as Insurance Requirements attached here to.
XI. CONFLICT OF INTEREST
Chapter 42.23 RCW (Code Of Ethics For Municipal Officers--Contract Interests) is incorporated by
reference as if fully set forth herein and the Contractor agrees to abide by all the conditions of said
Chapter. Failure by the Contractor to comply with any requirements of such Chapter shall be a material
breach of contract.
In addition, Contractor represents, warrants and covenants that no officer, employee, or agent of
4Culture who exercises any functions or responsibilities in connection with the planning and
implementation of the Specific Scope of Contract Services funded herein, has or shall have any beneficial
interest, directly or indirectly, in this contract. The Contractor further represents, warrants and covenants
neither it nor any other person beneficially interested in this Agreement has offered to give or given any
such officer, employee, or agent of 4Culture, directly or indirectly, any compensation, gratuity or reward in
connection with this Agreement. The Contractor shall take all appropriate steps to assure compliance with
this provision.
AG SVC 2014 Page 5 of 7
XII. NONDISCRIMINATION
During the performance of this Agreement, Contractor shall comply with state, federal and local
legislation requiring nondiscrimination in employment and the provision of services to the public, including,
but not limited to: Title VI of the Civil Rights Act of 1964; chapter 49.60 RCW (the Washington state law
against discrimination); K.C.C. chapter 12.16 regarding discrimination and affirmative action in
employment by contractors, subcontractors and vendors; K.C.C. chapter 12.17 prohibiting discrimination
in contracting; K.C.C. chapter 12.18 requiring fair employment practices; K.C.C. chapter and 12.22
prohibiting discrimination in places of public accommodation.
The Contractor shall maintain, until 12 months after completion of all work under this contract, all
written quotes, bids, estimates or proposals submitted to the Contractor by all businesses seeking to
participate in this Agreement. The Contractor shall make such documents available to 4Culture for
inspection and copying upon request.
XIII. NOTICES
Whenever this Agreement provides for notice to be provided by one party to another, such notice
shall be in writing and directed to the chief executive officer of Contractor and the Executive Director of
4Culture at the addresses first written above. Any time within which a party must take some action shall be
computed from the date that the notice is received by said party.
XIV. GENERAL PROVISIONS
No modification or amendment to this Agreement shall be valid unless made in writing and signed
by the parties hereto. Proposed changes which are mutually agreed upon shall be incorporated by written
amendments to this Agreement. 4Culture's failure to insist upon the strict performance of any provision of
this Agreement or to exercise any right based upon a breach thereof or the acceptance of any
performance during such breach, shall not constitute a waiver of any right under this Agreement. In the
event any term or condition of this Agreement or application thereof to any person or circumstances is
held invalid, such invalidity shall not affect other terms, conditions, or applications of this Agreement which
can be given effect without the invalid term, condition, or application. To this end, the terms and
conditions of this Agreement are declared severable. The parties agree that this Agreement is the
complete expression of the terms hereto and any oral or written representations or understandings not
incorporated herein are excluded. Both parties recognize that time is of the essence in the performance of
the provisions of this Agreement.
XV. ATTORNEYS' FEES; EXPENSES
Contractor agrees to pay upon demand all of 4Culture's costs and expenses, including attorneys'
fees and 4Culture's legal expenses, incurred in connection with the enforcement of this Agreement. 4Culture
may pay someone else to help enforce this Agreement, and Contractor shall pay the costs and expenses of
such enforcement. Costs and expenses include 4Culture's attorneys' fees and legal expenses whether or
not there is a lawsuit, including attorneys'fees and legal expenses for bankruptcy proceedings (and including
efforts to modify or vacate any automatic stay or injunction), appeals, and any anticipated post-judgment
collection services. Contractor also shall pay all court costs and such additional fees as may be directed by
the court.
AG SVC 2014 Page 6 of 7
XVL SURVIVAL
The terms and conditions of Sections III, V, VI,VII, VIII, IX, XI, XII, XIII, XIV and XV shall survive the
termination of this Agreement and shall be continuing obligations of the parties.
4CULTURE: CONTRACTOR:
r'
4Culture-CDA Executive Director Signature
Date Name (Please type or print)
Title (Please typb or print)
1�Z311
Date—
AG SVC 2014 Page 7 of 7
Exhibit A
SCOPE OF SERVICE
City of Kent Arts Commission and 4Culture, the Cultural Development Authority of King County,
mutually agree that the following services be provided in accordance with the application and contract work
sheet submitted to and approved by the 4Culture Board of Directors.
Support for 2014 Programs, including Spotlight Series (5 performances between Jan and April, 4 between
Sept and Dec); Kent Kids'Arts Day (March 1) and Kent's Summer Concert Series (12 performances,July-
Aug). Events are open and publicized to the community.
AMOUNT $17,000.00
For artist fees and program expenses. Payable upon completion, submittal of invoice and documentation
regarding:
• Final budget, actual
• Completion of evaluation form
• Final report of program activities
• Programs, brochures, flyers if available
PUBLIC BENEFIT
Programs are accessible to a broad range of King County residents. All events are open and publicized to
the community. Approximately 1,200 free tickets to Kent Kids' Arts Day distributed to economically
disadvantaged families. Summer arts activities are provided free of charge, including 12 summer concerts.
Complimentary and discounted tickets for many performances are distributed by local social service
agencies; these tickets reach seniors, teens, disabled citizens and ethnically diverse groups. Public and
school lectures, workshops and other outreach activities are offered for free or very low cost in
conjunction with performances. Scholarships for classes and residency activities are available.
PUBLICITY/PROMOTION POLICY
Prominent acknowledgment of 4Culture/ King County Lodging Tax Fund is required of all recipients for use
in all publicity and promotional materials, including, but not limited to brochures, websites, press releases,
programs, posters, public service announcements, flyers and advertisements. Please contact your 4Culture
contract administrator or go to www.4culture.org to download the appropriate logo credit.
Final payment will not be made until acknowledgment is submitted on printed material
EXHIBIT B
� I
Address Website
220 4th Ave S wok,-�N_keotarSs-com
Kent
Washington Email
98032 rbillerbeek(a)kentwagov
Shipping Address King County Council District #
220 4th Ave S 5
Kent
Washington WA State Legislative District #
98032 33
Phone Date Incorporated
(253) 856-5050 10/20/1975 '...
Fax Federal Tax ID
(253) 856-6050 91-6001254 '.
WA State UBI#
C-173-000-002
Revenue last fiscal year
$786,435
Revenue 2nd to last fiscal year
$790,892
Organization Director
Cultural Programs Manager, Ms. Ronda Billerbeck
Director Email
rbillerbeck@kentwa.gov
Director Phone !..
(253) 856-5055
Organization Description !
Kent Arts Commission is a municipal local arts agency, dedicated to providing high quality arts and
cultural programs for the citizens of Kent.
Mission
To provide leadership in establishing cultural opportunities and arts education, to improve the quality of
life and enhance the aesthetic environment and to promote Kent as a center for great arts.
Contact Person
Contact Phone
Contact Email
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Community
a) Describe your community.
h) How is it changing?
We suggest you use about 250 words.
a) Kent is a suburb of 118,000 between Seattle and Tacoma; it is the sixth largest city in the state. Kent
is geographically large as well, with an area of 33 square miles. Ethnic minorities make up 44% of our
population, a figure that has increased 60% since the 2000 census. in 2006, 27% of Kent residents were
foreign-born and among people at least five years old, 32% spoke a language other than English. There
are over 100 languages spoken by students in the Kent School District, including Spanish, Ukranian,
Punjabi, Somali, Vietnamese, Russian, Tagalog, Cambodian, Korean, and Chinese. Kent is the fourth
largest manufacturing and distribution center in the United States; it is home to 4,500 businesses and
approximately 78,000 jobs. Kent's $8 billion gross business income is the highest among its peer cities in
South King County. However, our median household income is 210/6 lower than the rest of King County,
and 15% of Kent residents are in poverty (compared to 10% in King County overall). The inconvenience
and expense of traveling to Seattle limit access to the arts in Kent.
b) The Kent community is continuously changing - becoming ever more diverse and urban. Ethnic
diversity has steadily increased over the past decade and we expect that trend to continue as Kent
becomes home to more foreign immigrants. As our downtown area becomes more urban, we are striving
to make it more of a dynamic and vibrant core for our geographically sprawling community. Additionally,
one of the City Council's strategic coals is to develop a strong network of neighborhoods and
neighborhood urban centers. Kent's sprawling geography creates challenges in developing a strong
community core. Our award-winning parks system and school district continue to assist in achieving this
goal.
Programming
a) How does your programming respond to your community needs?
b) What program are you most proud of and why?
We suggest you use about 250 words.
a) We are committed to providing access for all citizens to quality arts experiences. 2011 attendance at
our programs totaled more than 40,000. Participant characteristics vary and reflect the community's
diverse ages, ethnicities and economic statuses. Over 40% of Kent residents are considered low income
and we employ a variety of efforts to increase participation from these residents, including free concerts,
outreach activities, and admission vouchers. we have made progress in developing multicultural
audiences by presenting ethnic art forms and engaging in grass roots promotions within different ethnic
groups. Developing relationships with leaders and members of each group is the most effective tool in
engaging and serving these communities. It is time-consuming work and we are slowly beginning to see
results. In addition to incorporating diverse art forms in our own programming, we recently launched
"Give Me Culture," a new grant program to broaden participation in, and showcasing of, arts and cultural
activities by ethnically diverse and underserved communities.
b) As a municipal arts commission, our mandate is to serve the large and diverse population of Kent.
Our programming must serve varied interests, build community, and educate citizens. Because of this
broad mission, we are most proud of the diversity of our programming, rather than any one program in
particular. Our performing arts program features more than 30 performances annually, including free
summer concerts in the parks and "Spotlight Series" shows ranging from bluegrass and classical music to
modern dance and Indian slide guitar. Our educational outreach program brings acclaimed artists such as
the Brubeck Brothers Quartet into high schools to work with jazz students, as well as Hawaiian, Creole,
and Indian artists into community settings to share their knowledge and skills. Our public art program
runs the gamut from the internationally acclaimed Bayer Earthworks, to murals created by "at risk"
students. Kent Kids' Arts Day is an annual event that features a dozen hands-on projects, giving kids
and families the opportunity to learn about and create through various mediums. 4th of July Splash
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brings our community together in a large festival format, and our two funding programs support and
nurture local artists and organizations.
Management ''........
a) How is your agency structured?
b) How do you collaborate with other municipal departments and community agencies?
c) How does your agency foster the development of art, local artists, and local arts organizations?
We suggest you use about 250 words.
a) The Kent Arts Commission was established by City Ordinance in 1975. It is an advisory board of 12 to
15 volunteer citizens, appointed by the Mayor to promote cultural programs and provide citizen input to
the planning of arts and cultural activities in Kent. City staff within the Cultural Programs Division of
Kent's Parks, Recreation and Community Services Department provides support to this group. The
Commission is directed by the Cultural Programs Manager, and professionally staffed by an Arts
Coordinator and an Administrative Assistant.
b) We work extensively with Public Works, Parks Planning and Development, and Parks Maintenance to
incorporate new public art into capital projects and park improvements, as well as to conserve and
maintain existing works. We regularly collaborate with our Senior Center, Youth/Teen Program, and
Inclusive Recreation group to bring arts experiences to specific populations. We work with Housing and
Human Services to tackle issues such as food security, and recently won the South King Council of
Human Services Human Services and Equity Award for an Organization for our Reel Grrls' Youth Food
Security Art Project that engaged youth filmmakers on the issue of hunger. Collaboration with Police,
Fire, and Public Works Departments is important to security, traffic, and logistics involved in large
events. We also work with service clubs (Lions, Rotary), social service agencies (Kent Youth and Family
Services), and libraries in the planning, promotion, and delivery of programs. We have a long-standing
mutual use agreement with the Kent School District that allows us to utilize school theaters for
performances. We work with the ShoWare Center to co-present larger scale concerts, and are also
continuing our new cultural tourism partnership with Cascade Bicycle Club, Renton, SeaTac, and 4Culture
Public Art that promotes the Earthworks in the Green River Valley.
c) We foster the development of local art, artists, and organizations through two grant programs.
Community Arts Support Program (CASP) provides financial support for projects by arts and cultural
organizations, community groups and individual artists. The program encourages, develops and supports
community arts programming that serves the general public, and provides opportunities for innovation
and development of unique services outside the scope of our existing programming. In 2012, we
launched the Give Me Culture program, which offers small, flexible grants for arts, culture, and heritage
projects by ethnically diverse and underserved communities. There is a rolling deadline and each
applicant is provided with technical assistance in conceiving their project, preparing their application, and
implementing their plan.
Future
a) What plans does your agency have for advancing its mission?
b) What are the challenges? '..
c) It Sustained Support funding were reduced or eliminated, how would your activities be impacted?
We suggest you use about 250 words.
a) The Kent Arts Commission determines key initiatives and challenges as part of the City's annual
budget process. City Council sets strategic goals and the Arts Commission annually reviews programs
and sets goals with these broad, strategic goals in mind. Our City Art Ordinance requires us to establish
One-Year and Five-Year City Art Plans that guide the allocation of our $2 per capita public art funding.
These plans are reviewed and approved by City Council. Immediate plans include:
-Implement the 2012-2016 City Art Plan, including a new community project: Kent Arts DIY. Kent Arts
DIY (Do-it-Yourself) will foster inclusiveness by highlighting the talent and creativity of the Kent
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community. Participants will showcase their projects (traditional, community, and/or folk arts) online. The
plan also includes a continued focus on providing interpretive tours about Kent's cultural and historic
resources, and on promoting and maintaining our existing collection through continued partnerships with
the community.
-Maintain 2010 budget adjustments to Spotlight Series of performing arts events. Strive for high quality,
balance of genres, ethnic diversity and offerings for youth, while focusing on a smaller, self-sustaining
series.
-Ensure ethnic diversity is reflected in programming choices. Continue to generate and implement
strategies to expand audience participation among diverse citizens.
b) Maintaining high quality programs with decreased staff and resources is our biggest challenge. In
2010, we eliminated one FfE in the Cultural Programs division (reducing full time staff 200/0), cut a
number of related programs and implemented 10-15% reductions in many remaining programs. The City
anticipates continued budget strains and potential cuts as we move into 2013. Continuing to meet the
cultural programming needs of an increasingly diverse community with limited staff is an on-going
challenge. Achieving the mandate for Spotlight Series of performing arts events to be self-sustaining will
be a significant challenge. Obtaining sponsorship support remains difficult in the current economic
environment, and event production costs continue to rise.
c) The City of Kent has a long history of supporting arts and culture. Our arts commission is one of the
oldest in the state and our City leadership has remained committed to funding arts and culture as
important elements of a vibrant community. We feel confident that the arts will continue to be an
integral part of city services in Kent. However, loss or reduction of Sustained Support funding would
definitely be an impact. Our annual award has been $17,000 - a significant amount that makes a real
impact on our ability to leverage local support, continue core programming and take risks with new ideas
and projects. Strong Sustained Support funding sends a clear message to elected officials and City
leadership about the importance of arts and culture, and provides a safety net that allows us to present
a variety of genres and emerging artists that build audiences and serve unique interests. The funding
also helps us keep our ticket prices low and to offer free programming.
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City of Kent Arts
Staff Li
Title Name
Cultural Programs Manager Ronda Billerbeck
Visual Arts Coordinator Cheryl dos Remedios
Cultural Programs Coordinator Mark Hendrickson
Administrative Assistant CalleenBidman
i
mmission
Percentage of time allocated to arts programs
95%
95%
----- 30%
80%
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City of Kent Arts Commission
Annual Arts Programming
2011
Number of
Title of Event, Program,Service Dates Events Location Attendance
Spotlight Series-Suzanne Vega+workshop 29-Jan 2 Kent-Meridian PAC 298
Spotlight Series-Late Nite Catechism 3 11-Feb 1 Kentwood PAC 485
Spotlight Series-Handsome Little Devils 12-Mar 1Kent-Meridian PAC 149
Spotlight Series-Alpin Hong+workshops 18-Mar 5 Kent-Meridian PAC 1,140
Spotlight Series-Melinda Doolittle 25-Mar 1 Kentwood PAC 156
Spotlight Series-AmyHanaiali'i 24-Sep 1Kent-Meridian PAC 155
Spotlight Series-Riders in the Sky 14-Oct 1 Kentwood PAC 221
Spotlight Series-The Ruth Moody Band 29-Oct 1Kentwood PAC 85
Spotlight Series-Magical Strings 5-Dec 1 Kent-Meridian PAC 281
Spotlight Series-Charlie Brown Christmas 10-Dec 1 Kentwood PAC 358
Kent Kids'Arts Day 5-Mar 1 Kent Commons 1,800
Student Art walk Marl-18 1 Downtown Kent 1,500
Summer Concert Series July-Aug 17 3 outdoor parks 6,675
4th of July Splash 4-Jul 1 Lake Meridian Park 18,000
Outdoor Cinema Aug 12-26 3 Town Square Plaza 700
Centennial Center Gallery Exhibits 2011 6 Centennial Gallery 5,000
Grants to artists and organizations 2011 33 Various 3,917
Public art:on-going dev.,maintenance 2011 nfa Various nfa
TOTAL:: 77 40920:r
III
CULTURE
2013 Arts Sustained Support Operating Budget Form sw$ECONDnvaeUr SVITe2W SEATTLEVIA981e1
ORG NAME: City of Kent Arts Commission YOUR FY ENDS: December 31,
REPORT OPERATING EXPENSES ONLY-DO NOT INCLUDE CAPITAL EXPENDITURES
ACTUAL ACTUAL CURRENTYEAR ',..
FY 2009-10 or 2010 FY 2010-11 or 2011 FY 2011-12 or 2012 '..
1 Operating Expenses:
2 Personnel:
3 1 Artistic permanent 0 0 0 I
4 temporary 213,694 213,683 1 202,251 j
5 2 Production permanent 0 0 711
6 temporary 31,031 23,772 18,341
7 3Administrative permanent 383,839 403,428 415,619
8 temporary 4,426 1,285 1,707
9 4 Education permanent 0 0 0
10 temporary 0 0 0
11 Production/Exhibition expenses 16,132 11,971 13,221
12 Marketing/Promotion expenses 67,689 49,527 72,285
13 Fundmising expenses o 0 0
14 Education expenses 2,000 2,356 2,780
15 Occupancy expenses(mortgagelrenUulilllles) 8,843 11,571 18,000
16 Travel and Transportation 1,850 3,926 4,491
17 Administrative expenses 50,202 48,720 96,606
18 Subtotal 779,706 770,239 845,301
19 In-Kind Expenses(must=In-kind Contributions) 11,186 16,196 15,769 '..
20 TOTAL OPERATING EXPENSES 790,892 1 786,435 861,070
21 Earned Income:
22 Single Tickets Box Office/Admission 81,497 55,626 51,062
23 Subscription/Membership 0 0 a
24 TUh1onANOrkshops 26,014 33,228 22,119
25 SaleslConcessiDnslRentals 14,584 10,653 9,955 '..
26 Interest&Earnings(savings,reserves,etc,) 0 0 a
27 Other Earned Income o o o
28 TOTAL EARNED INCOME 122,095 99,507 83,136
29 Earned income percentage 15% 13% 10%
30 EARNINGS GAP !, (668,797) (686,928) (777,934) j
31 Contributed Income: ..
32 NER NEA,and IMS 6,500 0 0
33 Other Federal Government 0 0 o
34 WSAC 0 4,380 3,500
35 Other Slate Government 0 0 0
36 4Culture 26,770 22,129 17,000 -
37 Other County Government 0 0 0 !,
38 SOACA(Seattle) 0 0 o l
39 Other City Government 586,029 611,307 702,837
40 ArtsFund 0 1 0 0
41 Other Corporations 24,710 1 25,350
42 Foundations 1,875 1 5,000 4,750
43 PONCHO 0 0 0
44 Individuals 11,727 - 2,566 1 2,000
45 Fundraising Events(ONet or OGross income?) 0 0 1 0
46 Misa.contributions 0 OT 0 '..
47 SUBTOTAL CONTRIBUTED INCOME 657,611 670,732 762,165
48 In-Kind Contributions 11,166 16,196 15,769
49 TOTAL OPERATING INCOME 790,892 786,435 861,070
i
I
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure, at its sole cost and expense, insurance against claims for injuries to persons or damages to
property which may arise from, or in connection with the performance of work hereunder by the Contractor, his agents,
representatives, employees, and/or subcontractors. The costs of such insurance shall be paid by the Contractor or
subcontractors.
For All Coverages: Each insurance policy shall be written on an "Occurrence"form.
1. Minimum Scope of Insurance needed for this contract is as follows:
® Commercial General Insurance Services Office form number(CG 00 01 Ed. 11-88)—Minimum
Liability Combined Single Limit of$1,000,000 BI & PD with a General Aggregate
per project
❑ Automobile Liability Covering all owned and non-owned and hired automobiles—Combined
Single Limit of$1,000,000 BI & PD
2. Deductibles and Self Insured Retentions.
Any deductibles or self-insured retentions must be declared to, and approved by, 4Culture. The deductible and/or
self-insured retention of the policies shall not apply to the Contractor's liability to 4Culture and shall be the sole responsibility
of the Contractor.
3. Other Insurance Provisions
A. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) General Liability Policies
(1) 4Culture, its officers, employees and agents are to be covered as primary additional insureds as
respects liability arising out of activities performed by or on behalf of the Contractor in connection with this Agreement.
(2) To the extent of the Contractor's negligence, the Contractor's insurance coverage shall be primary
insurance as respects 4Culture, its officers, employees, and agents. Any insurance and/or self-insurance maintained by
4Culture, its officers, employees, or agents shall not contribute with the Contractor's insurance or benefit the Contractor in
any way.
(3) The Contractor's insurance shall apply separately to each insured against whom claim is made and/or
lawsuit is brought, except with respect to the limits of the insurer's liability.
(b) All Policies
(1) Coverage shall not be suspended, voided, canceled, reduced in coverage or in limits, except as
reduced in aggregate by paid claims, at any point during the life of this contract. No material change, or cancellation or
nonrenewal of any policy required by this contract shall occur without thirty (30)days' prior written notice to 4CUlture.
I
4. Acceptability of Insurers
Unless otherwise approved in writing by 4Culture, insurance is to be placed with insurers with a Best's rating of no
less than A:VIII, or, if not rated with Best's, with minimum surpluses the equivalent of Bests' surplus size Vill.
5. Verification of Coverage
4Culture, reserves the right to request that contractor submit the certificate(s)of insurance evidencing compliance
with all requirements set forth above.
\V IC GN T Agenda Item: Consent
was rcxarox
TO: Kent City Council
DATE. December 9, 2014
SUBJECT: 2014 4Culture Sustained Support Grant Agreement - Authorize
MOTION: authorize the Mayor to accept the Sustained Support grant from
4Culture in the amount of $17,000 to support the Kent Arts Commission's
2014 programs, to sign all necessary grant documents, and to amend the
budget and authorize expenditure of the funds in accordance with final
grant terms and conditions acceptable to the Parks Director and City
Attorney.
SUMMARY: 4Culture has awarded the Kent Arts Commission $17,000 in Sustained
Support funding through a competitive grant process. The funding supports 2014
programs, including Spotlight Series performances, Kent Kids' Arts Day, and Kent
Summer Concert Series.
EXHIBITS: 4Culture Grant Agreement
RECOMMENDED BY: Parks and Human Services Committee
YEA: Higgins - Fincher - Ralph NAY:
BUDGET IMPACT: Revenue and Expenses of $17,000 impact the Kent Arts
Commission Budget
REQUEST FOR MAYOR'S SIGNATURE
T Please Fill in All Applicable Boxes
Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Approved to Route:
76-ri inator: Ronda Billerbeck �oneori(Originator): 253-856-5055
Date Sent: 12/10/2011_ Date Required:
Return Signed Document to: Ronda CONTRACT TERMINATXON DATE- 12/31/14
Billerbeck
VENDOR NAME: 4Culture DATE OF COUNCIL APPROVAL: 12/9/14
-
Brief Explanationof Document:
4Culture has awarded the Kent Arts Commission $17,000 in Sustained Support funding through
a competitive grant process. The funding was used to support 2014 programs, including
Spotlight Series performances, Kent Kids' Arts Day and Kent Summer Concert Series.
All Contracts Must Be Routed Through The Law Department
(This area to be completed by the Law Department)
Received:
J,
Approval of Law Dept.:
Law Dept. Comments:
Dat
e to Mayor:
Shaded Areas To Be Completed By Administration Staff
Received:
Recommendations and Comments:
Disposition:
Date Returned: