HomeMy WebLinkAboutVIETNAMESE-AMERICAN ARTS & LETTERS ASSOCIATIONCity of Santa Ana City Clerk's Office Use Onl�r
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AGREEMENT TERMINATION FORM
My CLERK
Please complete this form in its entirety when the attached agreement and alRP;r' I'O
amendments (if any) are no longer in effect. ! y
Note: If your agreement is grant related, please ensure that all grant retention requirements
have been satisfied prior to signing the termination form. [
Is the agreement(s) a permanent record? Yes No
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Return form to the City Clerk's Office (M-30).
Call 647-6520 if you have any questions.
The agreement with Vie nosvv,e e-- Pwv-e-,,('ca-1 Lds 4- Lz4rsys A-sSo,,A-clthis!'j,
No. N-2024-028 was completed on U2+202�- and final payment has been made.
(List all amendments. use space below if needed.)
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Signature: (IL
Date: i�I4z�-
i;lagreemenlslformslform - agreement termination form—goldenrod.doc
INSURANCE ON FILE
WORK MAY PROCEED
UNTIL INSURANCE EXPIRES
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N-2024-028
CITY CLERK
DATE:JAN 2 3 ZOZ4
D" CpA(#) ARTS AND CULTURE ARTIST GRANT PROGRAM AGREEMENT BETWEEN
C?. u)'v`z- THE CITY OF SANTA ANA AND VIETNAMESE AMERICAN ARTS & LETTERS
ASSOCIATION
This Artist. Grant Agreement ("Agreement") is made and entered this 30t' day of October, 2023,
by and between the City of Santa Ana, a charter City and municipal corporation organized and
existing under the Constitution and laws of the State of California ("City"), and
Vietnamese- American Arts & Letters Association ("Grantee") for the purpose of providing
grant funding pursuant to the Investing in the Artist Grant Program. City and -Grantee may
herein individually be referred to as a "Party' and collectively be referred to as the "Parties" to
the Agreement.
RECITALS:
A. On August 17, 2023, the Arts and Culture Commission reviewed all applicants and
recommended that Grantee be awarded an artist grant based on Its Application for its art
project ("Project"). A true and correct copy of Grantee's Application is attached hereto as
Exhibit A and incorporated herein by reference.
B. In undertaking the performance pursuant to this Agreement, Grantee represents that it is
skilled and knowledgeable in the arts and culture arena and that the Project created or
performed hereunder will be created or performed in compliance with such standards as may
reasonably be expected from an artist.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the Parties agree as follows:
1. Term. This Agreement shall be effective upon signature by both Parties and shall expire one
year from the date first written above, unless terminated earlier in accordance with this
Agreement.
2. Funding•
2.1. Subject to Grantee's performance of all required actions under this Agreement, City shall
provide funding, in three disbursements, as detailed below, of an amount not to exceed Nineteen
Thousand, Nine Hundred, Thirty -Seven Dollars ($19,937) ("Grant Amount" or "Grant").
2.2. Grantee will be paid in two (2) installments. First payment will be one-half of the funding
amount provided above or ($9,968) and will be provided within thirty (30) days of the full
execution of the Agreement by the Parties along with a complete invoice submitted by Grantee.
The second and final payment will include the remaining amount of ($9,969) and will be issued
within thirty (30) days after the Grantee submits to the City all the proper receipts, Invoices, and
final report for the Project.
2.3. Appropriate performance of the Grantee will be determined by City in its sole discretion. City
reserves the right to cease funding after the first or second disbursement detailed above, and to
be reimbursed the initial payment(s), if Grantee's performance is determined to be insufficient or
unacceptable in the City's sole discretion,
2.3. City represents that there is no correlation or connection between its selection of individuals
for grant awards and an individual's business relationship or potential business relationship with
City.
3. Grant Activities. Grantee agrees:
3.1. To perform the activities described in Grantee's Grant Application and Timeline submitted to
City for consideration dated July 24, 2023, a copy of which Is attached as Exhibit A and
incorporated into this Agreement as if set out in full.
3.2. To submit all reports (each, a "Report"), which shall include, at a minimum, the items set forth
as required by the Application. No personally identifiable Information shall be included In any of
the Reports, except where specifically requested. The Reports shall be in a format that is
reasonably acceptable to City. City may request additional information as City, in its sole
discretion, determines is necessary to monitor performance of this Agreement. City shall have the
right to use any Reports submitted by Grantee, or any portion thereof, for any reason.
3.3. To maintain all pertinent financial and accounting records pertaining to this Agreement in
accordance with generally accepted accounting principles and other procedures reasonably
specified by City. Upon termination or expiration of this Agreement or request by City, Grantee
shall provide, at its expense, copies of all financial and accounting records produced by Grantee
arising out of this Agreement.
3.4, To allow audits, compliance or special reviews and inspections, Including on -site inspection,
with orwithout prior notice, of Grantee's facilities by City or by third parties designated by City, or
their authorized representatives. Grantee shall provide its full cooperation for any such audit,
review or inspection, Including providing timely access, for examination and copying of records
(including computerized records) pertinent books, documents, papers, computer programs and
records and reasonable access to its personnel.
3.6. To ensure that any areas utilized for the Project are maintained and restored to a well -
maintained, safe, sanitary, and clean condition, and kept free of any hazardous waste at all times.
All equipment associated with the installation of the artwork, trash and debris shall be removed
and cleaned up on a daily basis. If applicable to the Project, Grantee shall place a drop cloth or
similar barrier on the ground below the artwork while installation is underway, which barrier shall
be removed each day upon completion of an Installation session.
3.6. The Project may not contain advertising, religious art, sexual content, negative or violent
Imagery, convey political partisanship or include any hidden, subliminal, or camouflaged
messages or statements of any kind or nature. Appropriateness of the content of the Project will
be determined by City in its sole discretion.
3.7. The Project may not include any breach of Intellectual property, trademarks, brands, or
images of Illegal activity, and the Grantee must be the copyright holder for the Project. It is the
sole responsibility of the Grantee to obtain any and all applicable copyrights or trademarks
associated with the artwork for the Project.
3.8. To be responsible for the maintenance of the Project, which includes, but is not limited to,
graffiti removal, touch-up, and restoration, for the duration of the Project's existence.
3.9. If the artwork is a mural, it must be covered in an anti -graffiti coating at the Grantee's expense.
4. Termination.
4.1. City may immediately terminate this Agreement upon one or more of the following
4.1.1. Grantee's violation of any federal, state or local law or regulation.
4.1.2. Grantee's breach of any of the terms or conditions of this Agreement, Including the
Application and Timellne, or any unapproved deviation from said documents that has not
been cured within 30 days of written notice of such breach.
4,2. In the event the Agreement is terminated under Section 4.1, City reserves the right to require
Grantee to refund any or all grant funds awarded to Grantee under this Agreement, and Grantee
agrees to refund to City any or all grant funds awarded under this Agreement.
5, Limitation of Liability.
5.1. IN NO EVENT SHALL CITY BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL OR
CONSEQUENTIAL DAMAGES OR EXPENSES FOR ANY NEGLIGENCE, BREACH OF
CONTRACT OR ANY OTHER ACT ARISING OUT OF OR RELATING TO THIS AGREEMENT
OR THE ACTIVITIES COVERED HEREUNDER.
5.2. Section 5 and Section 6 do not limit Grantee's rights, Including its ability to seek recovery,
against anyone other than City, its directors, officers, employees, agents, successors and
assigns.
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6.1. Grantee shall defend, indemnify, protect and hold harmless the City, and its elected and
appointed officers, employees, members or agents from and against all claims for damages,
liability, cost and expense (including without limitation attorney's fees) arising out of oralleged by
third parties to be the result of the negligent acts, errors or omissions or the willful misconduct of
the Grantee, and Grantee's employees, subcontractors or other persons, agencies or firms for
whom Grantee is legally responsible in connection with the execution of the work covered by this
Agreement. Grantee shall have no duty to indemnify or hold harmless the City if claims, damages,
liability, costs, expenses (including without limitation, attorney's fees) arise from the sole
negligence or sole willful misconduct of the City subsequent to declaration by the Grantee.
Grantee's obligations shall survive the termination of this Agreement.
6,2. Grantee agrees to hereby fully release and forever discharge the City from any and all claims,
demands, damages, losses, and liabilities (hereinafter collectively referred to as "claims"), which
are or may be related to or in any way connected with the negligence or willful misconduct of its
officers, officials, employees, or agents in connection with the creation, painting, performance or
installation of the Project hereunder,
6.3. Grantee further agrees that City may in good faith and on reasonable terms settle any such
claims and that City's right to Indemnification shall extend to any such settlement, provided City
has given notice of such claim and its intent to settle. City's right to indemnification is In addition
to, and may be exercised independently of, any remedy held by City under this Agreement, at law
or in equity. The indemnity provision set forth in this Agreement shall survive the termination or
expiration of this Agreement indefinitely.
7. Insurance
7.1 Prior to undertaking performance of work under this Agreement, Grantee shall maintain and
shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Coverage shall be at least as broad as:
Commercial General Liability (CGL): Insurance Services Office Form CG 00 01
covering CGL on an "occurrence" basis, including products and completed
operations, property damage, bodily Injury and personal & advertising injury with
limits no less than $1,000,000 per occurrence. If a general aggregate limit applies,
either the general aggregatelimit shall apply separately to this project/location (ISO
CG 25 03 or 25 04) or the general aggregate limit shall be twice the required
occurrence limit.
2. Workers' Compensation: Insurance as required by the State of California, with
Statutory Limits, and Employer's Liability Insurance with limit of no less than
$1,000,000 per accident for bodily Injury or disease. (Not required if Grantee
provides written verification it has no employees)
3. Broader Coverage: if Grantee maintains broader coverage and/or higher limits
than the minimums shown above, the City requires and shall be entitled to the
broader coverage and/or the higher limits maintained by the Grantee, Any
available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
b. Other Insurance Provisions: the Insurance policies are to contain, or be endorsed to
's contain, the following provisions:
i
1. Additional Insured Status: The City, Its officers, officials, employees, and
volunteers are to be covered as additional insureds on the CGL policy with respect
to liability arising out of work oroperations performed by oron behalf of the Grantee
Including materials, parts, or equipment furnished in connectlonwith such work or
operations. General liability coverage can be provided in the form of an
endorsement to the Grantee's insurance (at least as broad as ISO Form CG 2010
1185 or bothCG 20 10, CO 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms If
j. later revisions used).
2. Primary Coverage: For any claims related to this contract, the Grantee's
insurance coverage shall be primary insurance primary coverage at least as broad
as ISO CG 20 01 0413 as respects the City, its officers, officials, employees, and
volunteers, Any insurance or self-insurance maintained by the City, Its officers,
officials, employees, or volunteers shall be excess of the Grantee's Insuranceand
shall not contribute with it.
s
3. Notice of Cancellation: Each Insurance policy required above shall state that
coverage shall not be canceled, except withnotice to the City.
I
4. Waiver of Subrogation: Grantee hereby grants to City a waiver of any right to
subrogation which any insurer of said Grantee may acquire against the City by
virtue of the payment of any loss under such insurance, Grantee agrees to obtain
anyendorsement that may be necessaryto affect this waiverof subrogatlon, but this
provision applies regardless of whether or not the City has received a waiver of
subrogation endorsement from the insurer.
0
Self -Insured Retentions: Self -Insured retentions must be declared to and
approved by the City. The City may require theGrantee to purchase coverage with
a lower retention or provide proof of ability to pay losses and related investigations,
claim administration, and defense expenses within the retention. The policy
language shall provide, or be endorsed to provide, that the self -insured retention
may be satisfied by either the named insured or City.
fa. Acceptability of Insurers: Insurance is to be placed with Insurers authorized to
conduct business in the state with a current A.M. Best's rating of no less than
A:VII, unless otherwise acceptable to the City.
7, Claims Made Policies: If any of the required policies provide coverage on a
claims -made basis:
i. The Retroactive Date must be shown and must be before the date of the
contract or the beginning of contract work.
ii. Insurance must be maintained and evidence of insurance must be provided
r
for at least five (5) years after completion of the contract of work.
iii, If coverage is canceled or non -renewed, and not replaced with another
I claims -made pollcyform with a Retroactive Date prior to the contract
effective date, the Grantee must purchase "extended reporting" coverage
for a minimum of five (5) years after completion of contract work.
8. Verification of Coverage: Grantee shall fumish the City with original Certificates
of Insurance including all required amendatory endorsements (or copies of the
applicable policy language effecting coverage requiredby this clause) and a copy
r of the Declarations and Endorsement Page of the CGL policy listing alipolicy
endorsements to City before work begins. However, failure to obtain the required
documents prior to the work beginning shall not waive the Grantee's obligation to
provide them.The City reserves the right to require complete, certified copies of all -
required insurance policies, including endorsements required by these
specifications, at any time.
9. Subcontractors: Grantee shall require and verify that all subcontractors maintain
insurance meeting all the requirements stated herein, and Contractor shall ensure
that City is an additional insured on insurance required from subcontractors.
10. Special Risks or Circumstances: City reserves the right to modify these
requirements, Including limits, based on the nature of therisk, prior experience,
insurer, coverage, or other special circumstances.
8. Funding -Related Provisions
8.1 The City will be using funds made available to it by the American Rescue Plan Act of 2021
("ARPA") to pay this amount, and that Grantee will be responsible for abiding by the rules.and
regulations associated with said funding.
8.2 ARPA: was signed into law in March 2021..ARPA authorizes the united States gepartment
of Treasury ('Treasury") to provide funding for a number of different programs, Including the
Coronavirus State Fiscal Recovery Fund and the Coronavirus Local Fiscal Recovery Fund,
together frown as the Coronavirus State and Local Fiscal Recovery Funds ('!CSLFrF°), to
provide monetary support to local governments to respond to, mitigate, and recover frpm the
COVIID-19 public health emergency; The City has determined that this Agreement is; a
permissible use of 0SLFRF funds
8.3 As applicable, Grantee shall comply with all federal requirements including, but not limitedto,.
the following;
a. Sections 602 and 603 of the Social Security Act as added by Section 9901 of ARp&
b. Treasury Final Rule for ARPA, available at https//www.aovinfa aov/contenUnk /p_FR-
2022-01-27/odf/2022 00292 rrdf„
at
u. 2 U.F.R. Part 200 � Uniform Administrative requirements, Cost Principles,. and Audit
Requiramentsfor Federal Awards, other then such_provisions as the Treasury maydetermine are
inapplicable to the CSLFRF program and subject to such exceptions a$ may be otherwise
provided by the Treasury; and
e, Treasury Coronavirus Local Fiscal Recovery Fund, Award
available atl4tos://home.treasury aov/system/fiies/136/NFU Award
8,4 With respect to any conflict between such federal' regQlbements and tireterrrns of this
Agreement andlor thepmvisions of state law and except as otherwise required under federallaw
pf regutabo.ln, thamoro stringent requirement shall control.
9. General Provisions
9J, Grantee shall acquire priorwrittenpermission from Clty for any Use of the City name or logo
In association with the Project,
9;2, If any harts of this Agreement aria held to be fnvaiid or unenforceable, the remaining parts of
the Agreement shall continue to be valid and enforceable,
9.3, Grantee shall comply with. all governmental requirements that may now or in the future
becorrre applicable to tote activities tinder, this Agreement,
9.4, This Agreement, Including all exhlblts, Application, and any amendments or schedufes
horeto, tontain the full understanding and agreement of the Parties with respect to Its subledt
matter, and no waiver,- alteration (it modification of any of the.provisiens to thla AgreementMall
be binding unlessin writing Land signed by an authorized officer of both Parties,
9.5. No waiver by either Party orany breach, default, or series of breaches ordefauits, and no
failure, refusal, or neglect of either Party to exercise any right, power, or option given to It under
thiaAgreement or to insist upon strict compliance with the'tarms of thisAgreemont shall con tute
a waiver of these provisions with respect to, any subsequent breach orwaiver by .either Party or
Its right at any time thereafter to require exact and strict compliance with provisions of this
Agreement.
9.6. Any notice or other communication required or permitted to be made or given by either Party
pursuant to this Agreement will be in writing and will be deemed to have been duly given: (1) five
(5) business days after the date of mailing If sent by registered or certified U.S, mail, postage
prepaid, with return receipt requested; (11) when transmitted If sent by facsimile, provided a
confirmation of transmission is produced by the sending machine; or (111) when delivered if
delivered personally or sent by express courier service. All notices to City shall include a reference
to the Project title.
All notices will be sent to the other Party at Its address as set forth below or at such other address
as such Party will have specified in a notice given in accordance with this section:
Grantee: Vietnamese American Arts A Letters Association
P.O. Box 20218
Fountain Valley, CA 92728
City: City of Santa Ana
City Clerk (M-30)
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, CA 92702
FAX (714) 647-6956
9.7. This Agreement is subject to all applicable local, State and Federal laws. This Agreement
has been executed and delivered in the State of California and the validity, Interpretation,
performance, and enforcement of any of the clauses of this Agreement shall be determined and
governed by the laws of the State of California. Both Parties further agree that Orange County,
California, shall be the venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
9.8. Grantee agrees to comply with all applicable equal opportunity and affirmative action laws as
appropriate, Grantee shall not discriminate because of race, color, religion, sex, gender Identity,
gender expression, marital status, sexual orientation, age, national origin, ancestry, medical
condition, military or veteran status, genetic Information, request for family care leave, request for
leave for an employee's own serious health condition, request for pregnancy disability leave,
disability, or otherwise as deflned and prohibited by applicable law, In the recruitment, selection,
training, utilization, promotion, termination or other employment related activities. Grantee affirms
that it is an equal opportunity employer (If applicable) and shall comply with all applicable federal,
state and local laws and regulations.
9.9. Any funds provided under this Agreement that are not expended, obligated or otherwise
committed by the termination or expiration of this Agreement shall be immediately returned to
City.
9.10. Grantee grants to City a non-exclusive, irrevocable, transferable, royalty free, worldwide
license to use, reproduce, display, distribute, and prepare derivative works, In any form or media
at the discretion of the City for the Project conceived, performed or created as a result of this
Agreement.
9.11. Grantee and any of the Grantee's agents, employees or representatives are, for all purposes
under this Agreement, an independent contractor and shall not be deemed to be an employee of
the City, and none of them shall be entitled to any benefits to which City employees are entitled
Including but not limited to, overtime, retirement benefits, work's compensation benefits, injury
leave or other leave benefits.
9.12. Neither Party shall assign any rights or obligations under this Agreement.
9.13. Each Party covenants that it presently has no Interests and shall not have interests, direct
or Indirect, which would conflict in any manner with performance of services specified under this
Agreement.
9.14. Each Party warrants that they have executed this Agreement knowingly, freely and
voluntarily and with full knowledge of its legal consequences. All Parties Involved warrant and
represent that, prior to executing this Agreement, each Party has had the opportunity to review
and consider this matter with legal counsel, and that the terms of this Agreement, and its
consequences, are fully understood by each Party.
9.15. This Agreement represents the entire agreement and understanding between the Parties,
and supersedes any and all prior agreements and understandings between the Parties, whether
oral or written.
9.16, Each undersigned represents and warrants that Its signature herein below has the power,
authority and right to bind their respective Parties to each of the terms of this Agreement, and
shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or
damages to City in the event that such authority or power is not, in fact, held by the signatory or
Is withdrawn.
{Signatures on following page}
N-2024-028
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
l
By: Andrea Garcia -Miller
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
MICHAEL L. GARCIA
Executive Director
Community Development Agency
CITY OF SANTA ANA
City Manager
GRANTEE:
Name: Ysa Le
Title: Executive Director
Organization: Vietnamese American Arts &
Letters Association
S
EXHIBIT A
INVESTING IN THE ARTS GRANT PROGRAM
APPLICATION
10
I Project Timeline J
"Input your Information directly onto this form and upload onto Submittabie.com,
Viet Film Festival 2024 Project Tlmellne:
October 50' through October 201h (online) with 2 in -person screening days on
October 11t1 and 121h at The Frlda Cinema, Santa Ana
DATE
ACTION
OUTCOME
2/1/24
Establish Organizing Committee: Assemble a
To clearly define the roles and responsibilities of
team of dedicated Individuals to plan and
each committee member, This team of
coordinate the festival,
dedicated Individuals will set the goals and
visions and be responsible for overseeing
various aspects of the festival's organization.
2/5/24
Develop a Fundraising Campaign: create the
To generate funding to run the film festival. To
sponsorship packet and a plan for fundraising
show the value of sponsorship through the
activities leading up to the festival; Invite the past
sponsorship packet and engage potential
sponsors to continue their support Identify
sponsors with thoughtful outreach. To attract
prospective sponsors.
both new sponsors and continue the support of
past sponsors for Viet Film Fast.
2/15/24
Film Submissions Open: Distribute the call -for-
To receive films from all over the world.
entries via social media and media. Start accepting
film submissions through the festival's website.
3/1/24
Film Review Committee: Recruit a team of
To have a high -quality curated program for the
knowledgeable film enthusiasts to review and
festival.
select the best films for the festival.
6/3/24
Filmmaker Notifications; inform the selected
To ensure filmmakers' active participation In the
filmmakers about their film's Inclusion In the
festival. They will be aware of the event's
festival.
schedule and be prepared to attend and
engage with the audlence during Q&A sessions
or panel discussions.
6/17/24
Program Schedule; Create a detailed schedule of
To ensure a smooth and engaging experience
screenings, panels, and special events,
for attendees and to design a realistic program
with considerations for logistics (Iltoluding the
time of ushering audience members In and out
of the screening rooms),
6/24/24
Marketing Strategy: Develop a marketing plan,
To generate awareness and attract audiences
Including online and offiine promotional activities.
as well as to highlight the filmmakers and their
work.
L-
7/15/24
Webslte Update; Ensure the festival's wabsite Is
To provide the audience, fllmmakers, end the
up-to-date with the program schedule and
media Information about the festival. To give
ticketing information,
them the latest program schedule and ticketing
Information,
7/29/24
Social Media Campaign: Launch a social media
To engage with the audience by responding
campaign to generate buzz, engage with the
to comments, messages, and mentions
audience, and create an online fundralsing event.
promptly. To partner with influencers and
collaborators. To create hashtags and branding
for the festival and to encourage followers to
use the hashtag to share their experiences and
support.
8/5/24
Press Releases: Issue press releases and media
To provide the media with Information about
Invitations to attract coverage from relevant
Vlet Film Feat, In turn, the media can Increase
outlets,
awareness for the festival. Media can use the
Information to highlight filmmakers and their
work,
8/9/24
Online Platform: online platform completed; films
To make the festival accessible to a broader
uploaded.
audience.
8/15/24
Ticket Sales: Begin ticket sales through the
To support multiple ticket types (e.g., single
festival's website.
tickets, festival passes), and provides secure
payment options. To allow different ticket
categories and pricing options. Consider early
bird discounts, student or senior rates, and any
premium packages that offer additional perks.
8/20/24
Event Staffing: Recruit and train event staff,
To ensure a well -organized, smoothly -run event
volunteers, and ushers,
that provides a positive and enjoyable
experlence for attendees, filmmakers, and all
Involved. To make sure the staff and volunteers
be aware of safety protocols and effectively
handle emergencies or unexpected situations.
8/20/24
Festival Materials: Prepare all necessary
To enhance the overall experience for both
materials, Including programs, badges, and
attendees and staff/volunteers. To provide up to
signage.
date Information to the attendees. To show a
professional Image of the festival.
8/27/24
Community Partners: Invite community partners
To foster stronger community ties, create more
who are local non-profit organizations to co-
meaningful experiences for attendees, and
present screenings and special events
contribute positively to the causes supported by
the partner organizations.
9/15/24•
Quest Relations: confirming filmmakers'
To ensure that the filmmakers are aware of their
attendance
participation, travel arrangements, and any
special arrangements made for them.
10/1/24
Ticket Sales: Begin ticket sales through the
To support multiple ticket types (e,g„ single
festival's webalte.
tickets, festival passes), and provides secure
payment options. To allow different ticket
categories and pricing options. Consider early
bird discounts, student or senior rates, and any
premium packages that offer additional perks,
10/5/24
Launch Party: Host an in -person red -carpet event
To Idck off the event and generate buzz and
to announce the official line-up, show films trailers,
acknowledge sponsors, and create opportunities
excitement among attendees, media, and
for the media to meet the local filmmakers and Viet
sponsors. To gain more supporters and
partners for the festival.
Film Fast's staff. Sell VIP passes, movie tickets
and merchandises, Create online and In -person
auctions to fundraise.
10/9/24
Venue Setup: Set up the screening rooms,
To create a welcoming and organized
exhibition areas, and Information booths.
environment for festival-goers to enjoy the films,
engage with the filmmakers, and access
Important festival Information,
10/9/24
Final Checks: Double-check all technical aspects,
To Minimize the risk of technical difficulties
Including audio-visual equipment,
during the festival and ensure that attendees
have an enjoyable and seamless movie -
watching experience.
10/11/24
Opening Night: Host the festival's opening
To provide an exciting and memorable way to
ceremony, Including a red -carpet event,
kick off the Viet Fllm Fast.
10/11&12
Film Screenings, Q&A, Panels at The Frlda
To provide valuable opportunities for filmmakers
J24
Cinema: Run scheduled film screenings as per the
to connect with their audience, foster
program.
meaningful discussions, and enrich the overall
festival experience for attendees,
10/12/24
Awards Presentation: Announce and present
To create a moment of celebration and
awards to the best films and filmmakers,
recognition for the filmmakers and their
outstanding work. Awards add a sense of
Prestige to the festival and motivate filmmakers
to continue creating impactful films.
10/13/24
Volunteers Appreciation Luncheon
To express gratitude end recognize the hard
work and dodlcatlon of the volunteers who have
contributed to the success of the Viet Film Fast
10/14/24
Acknowledgments and Thank You; Express
To maintain strong relationships and showing
gratitude to sponsors, partners, and volunteers.
appreciation for their support.
10/16/24
Financial Review: Assess the festival's financial
To evaluate the festival's success, to Identify
performance and prepare a final budget report,
areas of Improvement and transparency to
stakeholders.
10/17/24
Arohlve and Documentation: Organize and
To preserve the event's history, facilitating
archive all materials related to the festival for future
future planning, and providing valuable
reference,
resources for reference.
Line Item
nput your Information directly onto this form (2 pages) and upload onto,
PERSONNEL
Description of Personnel
(contracted instructors, lecturer honorarium,
artist stipend, etc,)
Total Compensation
Grant
Funds
Requested
Filmmakers' airfare (5 domestic and 4 international)
$7,500
$7,500
Filmmakers' lodging
$6,500
$6,500
Webmaster
$1,500
$1,500
Graphic designer
$2,500
$2,100
Trailer editors
$1,000
$0
Events Coordinator
$1200
$0
Media Production Manager
$500
$0
Media Coordinator
$500
$0
Box office manager
$500
$0
Digital platform coordinator
$300
$0
EQUIPMENT, MATERIALS, AND SUPPLIES
Item
(equipment, materials, supplies)
y quantit
Unit
Cost
Total
Cost
Grant
Funds
Requested
Red carpet
1
$250
$250
$0
Labels
100
$0,25
$25
$0
Wristbands
600
0.033
$20
$0
Badges (laminated)
150
$2
$300
$0
Postcards
2,000
$0.0875
$175
$0
Movie posters (for awards nominees
only)
10
$60
$600
$600
T-shirts
250
$7
$1,750
$0
Canvas bags
200
$5
$1,000
$0
Retractable banners
3
$120
$360
$0
Step and repeat
1
$600
$600
$0
Trophies
7
$150
$1,050
$0
Signages
8
$5
$40
$0
Food for Opening Night Reception
150
$20
$3,000
$0
Food for Awards Reception
200
$25
$5,000
$0
Food for volunteers
50
$13
$650
$0
Food for Volunteers Appreciation Party
90
$20
$1800
$0
SPECIAL EVENTS
Description
(permits, fees, facility rental for project,
marketing)
Total Cost
Grant Funds
Requested
Awards Reception facility rental (not include food)
$3,000
$0
Opening Night Reception facility rental (not
Include food)
$1,600
$0
Launch Party
$1,000
$0
Film screening fees (required by some distributors)
$1,500
$0
Film processing (converting to Digital Cinema
Package)
$,1800
$1,800
Insurance
$1,500
$0
Online platform (Eventive)
$2,000
$0
L_ Line Item Budget —Page 2 1
Enter budget categories and pro'ectod expenditures for the roposed
r•�a
Expenditures
Expenditures
Total
Category
Funded By
Funded By
Total Program
Organization
Santa Ana
Other
Budget
Budget
Grant
Sources
(Including in -
kind)
Administrative S"and
Benefits
$15,400
$40,000
$6,600
$40,000
$60,000
Contractual/Professional
Services/Stipends
$22,000
Equipment, Material, Supplies
$0
$16,620
$16,620
Special Events Production
$4,600
$7800
$12,400
Marketing (ads on Vietnamese
newspapers, spots on local TV and
radio)
$0
$5,000
$5,000
TOTAL
$20,000
$76,000
$96,020
PROGRAM REVENUE
LISTALL OTHER PROGRAM RESOURCES
"Funding Source" total must equal "Total Program Budget" listed above
FUNDINGSOURCE
AMOUNT
Santa Ana Artist Grant
$20,Q00
Media (in -kind donation)
$5,000
Corporate sponsorships
$20,000
Small business sponsorships
$10,000
Individual donors
$15,000
Fundralsings (including online and in -person)
$26,020
TOTAL PROGRAM BUDGET
$96,020
Le, Tram
From: City of Santa Ana <certificate-request@ctraxjdidata.com>
Sent: Thursday, January 11, 2024 10:08 AM
To: Arts and Culture; ysale@vaala.org
Subject: Internal Notice of Compliance
NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL
Contractor VAALA
Name:
Project TBD (071)
Number:
Project Arts And Culture Artist Grant Program Agreement Between The City Of
Name: Santa Ana And Vietnamese American Arts & Letters Association
The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the
insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
TYPE OF INSURANCE
GENERAL LIABILITY
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITY
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
1/11/2024 1:08 PM
POLICY EXPIRATION COI FILE NAME
NUMBER DATE DATE
NPP1559963 02/10/2024 11/07/2023 Certificate of Liability
InsuranceSantaAnaSigned.pdf
QWC1170813 09/01/2024 11/07/2023 Certificate of Liability
InsuranceSantaAnaSigned.pdf