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1987-0804_LYBROS Y ARTES DE SJC_Agreementa 0 AGREEMENT THIS AGREEMENT is entered into this 4th day of August 1987, by and between the CITY OF SAN JUAN CAPISTRANO, hereinafter referred to as "City", and LIBROS Y ARTES, a California nonprofit corporation, hereinafter referred to as "Libros". Recitals WHEREAS, Libros has proposed to present a major exhibition entitled "The World of Elsie DeWolfe; a Revolution in Style", in the City of San Juan Capistrano; and WHEREAS, Libros has requested City for an advance of funds in the amount of $20,000.00 to cover basic budgetary expenses which said funds shall be repaid to City from exhibition revenues and donations; and WHEREAS, the City Council finds that the presentation of such a major event shall be of great cultural importance to the residents of the City of San Juan Capistrano, NOW, THEREFORE, BE IT RESOLVED between the City and Libros as follows: 1. City shall advance up to $20,000.00 to Libros so as to enable Libros to present the major exhibition entitled "The World of Elsie DeWolfe; a Revolution in Style". This funding shall be used for the purpose of budgeting said program. The event shall occur between the months of November 1987 through January 16, 1988. 2. It is anticipated that Libros will generate significant revenues and donations from the presentation of such a program. Libros shall repay City without interest all funds advanced by City by not later than June 30, 1988. 3. The event is more specifically set forth in Libros' written presentation to the City dated July 7, 1987, a copy of which is attached as Exhibit A and incorporated herein by reference. 4. This agreement is the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous oral or written agreements and discussions. This agreement is binding upon and shall inure to the benefit of the parties hereto, their respective agents, employees, representatives, assigns, heirs, and successors in interest. 5. All notices given pursuant to this agreement shall be transmitted by United States mail with first class postage prepaid as follows: TO LIBROS: Libros y Artes de San Juan Capistrano 31495 El Camino Real San Juan Capistrano, California 92675 TO CITY: Stephen B. Julian, City Manager 32400 Paseo Adelanto San Juan Capistrano, California 92675 LIBROS Y ARTES Ifr President CITY SAN 7UA4�� If9" APPROVED AS TO FORM: John "aw, City Attorney 0 AGENDA ITEM: TO: Stephen B. Julian, City Manager 0 August 4, 1987 FROM: Thomas L. Baker, Director of Community Services SUBJECT: Exhibit Loan (Libros y Artes) SITUATION: On July 7, the City received a letter (attached) from Libros y Artes to San Juan Capistrano announcing a major exhibition of decorative arts entitled "The World of Elsie DeWolfe: a Revolution in Style." The Board of Directors of Libros y Artes is requesting the City to provide a $20,000 loan to the organization to cover certain up -front costs necessary to ensure success of this program. In our discussion with Gep Durenberger, Chairman of the Decorative Arts Council for Libros y Artes, he submitted a budget for the exhibition detailing the costs to be supported by the loan. He has also submitted revenue projections (attached) which indicate that repayment of the loan will occur in a six-month period. An agreement will be prepared that will provide a loan of up to $20,000 without interest from the City to Libros y Artes to be repaid within the 1987-88 fiscal year. This loan and repayment plan is an example of the City Council's philosophy of providing up front assistance for community organizations to provide quality events within our community and receiving repayment within a short time period. COMMISSION/BOARD REVIEW, RECOMMENDATION: Not applicable. FINANCIAL CONSIDERATIONS: This loan amount of $20,000 was not budgeted. The City would advance up to $20,000 to Libros y Artes and they would repay the City within the current Fiscal year at no interest. Budget adjustment would be necessary from the contingency resources to fund this with a corresponding adjustment to revenues at the time of repayment. NOTIFICATION• Copies of the agenda and staff report will be forwarded to the Board of Directors of Libros y Artes de San Juan Capistrano. ALTERNATE ACTIONS: 1. Approve a loan of up to $20,000 for Libros y Artes and direct the Mayor to execute an agreement of conditions for the loan. 2. Approve a loan to Libros y Artes with a revised loan amount and direct the Mayor to execute an agreement of conditions for the loan. 3. Don't approve the loan to Libros y Artes. 4. Request further information. 0 AGENDA ITEM Page RECOMMENDATION: L� August 4, 1487 By motion, approve a loan of up to $20,000 for Libros y Artes, direct the Mayor to execute an agreement of conditions for the loan and authorize the necessary budget adjustment. Respectfully submitted, Thomas L. Baker TLB:Ibh Attachments LIBROS A :ARLES DI! S,AAIt'AA C:APISIRAV) r...nl.... July 7, 1987 lL l.. R. Du.enh, . Vn Vf.0 ,hall vh 4nhu. II T I I IuI VI A.n.un Fn.,. li,n : d nl D.... on, lh ka, nu u.do R, .. ll.. -Ion: Iiecv n. Un. I 1A'.Ill.un, mike lL, I'a.n,-la (lihum Vi we A1.n, Ann H.nuror, VL, hnlh le,bnu V1._ S1eph, n Inhen %h, Icahn K. 1'.ko Vrh nnr. Cnunul v1., lona Aquino N111&-llr, Ia,k('I.uk y1r & %I ,. HnwanI Cua. ll.. & \I r,. Rolm D.N.m I. 11, 1 L Ila,kell v1,` & Ain la no, 11, "n ?A-&vir, 1 a. ,kllnpku„ %1,, 1 ,. e \tr. Ra, ,%I,, N -I- ,lin hell D.-A.nn..... Ncne,hm, n1.- & XT,. Inh.. Pike .M.. Wa,d Rm hie M, K,, A'.m de Kamp lir,. h:dul \\nnlr. LA, V .... A, , 1).. & \h, (:ea.g( Hoon. V1 .. & \Il, Ch(flnd 1) ('.00p, 10 Dann, 1 Unnohuo V1..(, R I) ,.e.nI., T M .: & N1, I..h., 1: an. & 11,, N d Sn,m, he.n AU. C.0 l N'_ V'oek.l 1''100,, IU.Rankui ylrs-:AG,r U'Vtill .hrn Mf & Vrr. :\..Lur Ninth.. M1D- x \L,. R r _ Ah Dunnugh %II Ni, n,n I'hehu. \II R1J.enl lea kel Src urn, 1'n dl. R.u.k Vh: & lh I I.rn Finger PI.. & M, Kenn<.h R.c„ Uc & %I.a. Alnwn ho,. V. & %U, Harm lulu,.,. U. & Vin lam., 1_ 1 ..Ig+e \h„ Nh, 1'.. Pike The Honorable Anthony Bland and Members of the City Council 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Dear Tony: I am writing to you on behalf of Libros y Artes and its recently elected Board of Directors which is operating under a new set of bylaws. Three permanent councils have now been established: Music Performing Arts Decorative Arts As chairman of the Decorative Arts Council, I am happy to announce a major exhibition scheduled for November 16, 1987 through January 16, 1988. Please find enclosed a memorandum for your perusal. This exhibition will be a major impact, similar to "At Home in an English Country House," which we produced just two years ago; we expect equally exciting results. One of our central concerns under our reorganization is to become fin flush of our deal of money $2,500 lifeti addition of y Artes and Capistrano in that, and bec exhibitions, multi-million art. I hope dollars have munificent gi attention, wi Decorative Ar have budgeted $100,000 for ancially responsible. During the first existence, Libros y Artes raised a great through memberships, particularly from the me category. With those funds, and the those which you generously provided, Libros Community Services helped to keep San Juan the public's cultural eye. Because of ause of the high quality of our we have been made the beneficiary of a dollar collection of antiques and works you would agree that our efforts and our been well invested. Because of this ft, Libros y Artes has refocused its th renewed enthusiasm for the proposed is Museum and Study Center; to that end $20,000 for design and design fees and construction. 31-195 VMs.[Im�Real, San lues Capistr:un., (.,diGm.ia 92675 of you jUt 13 1987 • The Honorable Anthony Bland July 7, 1987 Page Two With this solid background behind us, Libros y Artes is proud to announce our next major exhibition entitled "The World of Elsie DeWolfe; a Revolution in Style." Elsie DeWolfe aka Lady Charles Mendl was a giant in her field, and the design community will support this exhibition with the same enthusiasm. In our efforts to become financially responsible, we have acquired the volunteer services of a very talented development chairperson; presently we are negotiating with the Design Center South to underwite this exhibition. However, time is of the essence, and we do not want to jeopardize the success of this exhibition with a slow start. Hence, I am once again asking our generous Council to advance the funds necessary in the form of a loan against future revenues and donations. Our budget is estimated at $20,000 based on previous exhibition costs. I hope you will consider our request with an eye toward the long -termed benefits which it will provide for our community. Very truly -.-Yours, Durlberger GD: na �v P.S. I have just received a call from the Editor of Town and Country magazine confirming the publication of a story about us in the October issue. In deed, our efforts are not without national impact. CC: Steve Julian THL'. %ORLD OF ELSIE DEWOLFE: A REVOLUTION IN STYLE EXHIBITION BUDGES' lu Nvember 1987 - 16 January 1988 La Sala de Libros y Artes Printing: Proyrnnis: including musical anu illm events - $1,000 Posters Invitations to fundraising benefit 11000 Announcements to members 250 Postaye 400 Opening Parties: Carterers - Fundraising event Saturday, November 14 2,500 Members Opening Sunday, November 15 500 Flowers - Special Events 500 Piano Tuning 50 Musicians -- SpEcial Events 300 Advertising -- 4:,rious trade/show, catalogues, SFO, rob, LAX, SD 500 Insurance 750 Delivery charges 500 Exhibition: Construction Costs - 2 rooms - each 3 sided 15 X 20 X 9 it. ceilings 2,500 Misc. construction 500 Misc. supplies 6 mzsterials 250 Total: $20,080 0 Page Two Exhibition Security Guard $5 per hour -- 11-4 daily = $25 6 days x 8 we,�;,,s @ $150 week = 1,200 Exhibition Decorat.,on Cost Fabrics & Lluur coverings 3,000 Wallcoverings anti curtains 1,500 Labor 240 Upholstery 1,500 Electrician 200 Guestbook 80 Sala cleanup 200 Banner 200 Total: $20,080 INCOME Opening Fundraist•r Saturday, November 1.1 150 guest:; t� $50 $7,500 Entry Fee: 2,000 guests @ 2.50 51000 Special Events (4 planned) 75 guests N $2t) $25 $1,875 X 4 events 7,500 $20,000 Other Possible I4Cum c•: Books - 50 @ $10 profit each 500 Rey tassel - 500 N $2 profit each 11000 Extra $1,500 CALENDAR OPENING FUNDRAISLI< - Saturday, November 14 1). *Monday, Nov�mbcr 16 2). *Tuesday, November 17 3). *Tuesday, November 17 4). *Thursday, Idn-ary 14 0 Nina Campbell Nina Campbell Nina Campbell Friends of Robinson Garden Other events to be established Otis Parsons Rancho Santa Fe Childrens Chain Hathaway House Needlework Guild 5 San Diego Groups Possible Celebrity Guest Speakers: *Lee Remick Helen Hayes Ross Hunter Jacque Mapes *Tony Duquette *Hutton Wilkinson Albert Hadley Stanley Barrows Mario Buatta John Saladino * Confirmed 0 0 CITY CLERK'S DEPARTMENT - ACTION REMINDER TO: Tom Baker, Director of Community Services FROM: City Clerk DATE: May 1, 1988 SITUATION: At a regular meeting of the City Council held on August 4, 1987, the City entered into an Agreement with Libros Y Artes, a California nonprofit corporation. The City advanced Libros up to the amount of $20,000.00 to enable Libros to present a major exhibition entitled "The World of Elsie DeWolfe; a Revolution in Style." ACTION REQUESTED: Page 1, Item 2 of the agreement states that Libros shall repay the City without interest all funds advanced by the City by not later than June 30, 1988. This is a reminder notice. ACTION TO BE TAKEN: DATE WHEN NEXT ACTION (S) SHOULD BE TAKEN: SIGNATURE OF OFFICIAL TAKING ACTION: DATE SIGNED: ***FOR CITY CLERK'S DEPARTMENT USE ONLY*** Tickler Date: 5-1-88 Deadline Date: 6/30/88 cc: City Attorney Assistant City Manager E51 10 � ,K I A August 7, 1987 G. R. Durenberger, Chairman Decorative Arts Council Libros Y Artes De San Juan Capistrano 31431 Camino Capistrano San Juan Capistrano, California 92675 f FILff- MEMBERS OF THE CITY COUNCIL ANTHONY L. BLAND LAWRENCE F. BUCHHEIM KENNETH E. FRIESS GARY L. HAUSDORFER PHILLIP R. SCHWARTZE CITY MANAGER STEPHEN B JULIAN Re: Exhibit Loan (Libros y Artes) Dear Gep: The City Council of the City of San Juan Capistrano at its regular meeting held August 7, 1987, authorized execution of an Agreement approving a loan to Libros y Artes in the amount of $20,000 for a decorative arts exhibit. Staff is preparing the Agreement and will be in contact with you. If we can be of further assistance, please call. Very truly yours, /iC-Q,(,c� � 67le a LB-!/ Mary Ann Hanover, CMC City Clerk MAH/mac Enclosure cc: Director of Community Services Tom Beeton, President, Libros y Artes Bea McArthur, Executive Director, Libros y Artes Ronnie Zaremba 32400 PASEO ADELANTO. SAN JUAN CAPISTRANO, CALIFORNIA 92675 0 (714) 493-1171