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2011-111-1504 - Heart Gallery City of Miami Gardens Agenda Cover Memo Council Meeting Date: July 13, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Advertising Requirement: (Enter X in box) Yes No Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) N/A X Sponsor Name Councilman Oliver Gilbert, III Department: Parks and Recreation Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY, THAT CERTAIN EXHIBITION AGREEMENT WITH CIRCLE OF ONE MARKETING, AS THE AGENT FOR THE CHILDREN’S TRUST MIAMI HEART GALLERY, ATTACHED HERETO AS EXHIBIT “A”; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE Staff Summary: Background Information The Children’s Trust Miami Heart Gallery is a traveling, museum-quality exhibit featuring portraits of children in Miami-Dade’s foster care system who are available for adoption. These images capture the essence and personality of the children and are displayed in public spaces. Currently 60 cities in 45 states have created successful Heart Galleries. New Jersey saw 800 inquiries about foster care and adoption ITEM K-6) CONSENT AGENDA RESOLUTION Miami Heart Gallery 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 because of its Heart Gallery. In Connecticut, 19 of the 40 children in a Heart Gallery exhibition were adopted. Nationally more than 500 difficult-to-place foster children have found homes since the first Heart Gallery began in 2001. The mission of the Children’s Trust Miami Heart Gallery is to improve the lives of children and families in Miami-Dade County by making strategic investments in their future. There are approximately 500 children in Miami-Dade County’s foster care systems which are waiting to be adopted. Building on this national model, The Children’s Trust, in collaboration with Our Kids, launched the Miami Heart Gallery in June 2008. This grassroots effort builds on voluntary or pro-bono resources of the community; whether it is corporations, gallery owners, photographers or photo framers, this collaborative effort serves as a tool for promoting adoption in Miami Dade County. Current Situation The Miami Heart Gallery expressed its desire to bring its exhibit to the City of Miami Gardens and feature it in the City’s brand new Betty T. Ferguson Recreation Complex. The high volume of traffic being realized at the complex makes it an ideal location for this exhibit. The proposed exhibit will take place for six (6) weeks, starting August 2 – September 16, 2011. The Miami Heart Gallery exhibition will consist of 20 portraits which are 24” x 36’. Portraits are typically mounted directly on to the wall with mounting hardware (2 screws each). Portraits are usually placed side by side vertically and or horizontally one above another. Each portrait comes with bio card information of each child. The bio cards are business card size, in its own business card holder, and attached to the wall with Velcro underneath the portrait. In the proposed exhibit at the Community Center, it has been preliminarily determined that the portraits will be hung from the ceiling so as to migigate any perforations to the interiors walls. The exhibit coordinator coordinator (Circle of One Marketing) will be responsible for ensuring that the installation is done as agreed, and that any necessary patching and painting of any of the center’s interior surfaces will be done in order to return the exhibit space to the condition it was prior to the showing of The Children’s Trust Miami Heart Gallery. The City of Miami Gardens has an opportunity to participate in this very important endeavor. There are More than 2,750 foster children eligible for adoption in Florida with at least 500 eligible in Miami-Dade. The Miami Heart Gallery exhibitions have been the most successful, yielding parent matches for more than 50 percent of the children in just six months. It is for this reason that the City’s support of this exhibit is sought. The placement of the portraits will be in the east corridor of the Community Center and will not interfere with the Center’s normal operations, including auditorium and/or meeting room rentals. Proposed Action: 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Councilman Gilbert recommends that City Council approve the resolution authorizing the City Manager to execute the attached Exhibition Agreement authorizing the installation of the 20 portraits at no cost to the exhibitor. Attachment: Attachment A‐Miami Heart Gallery Exhibition Agreement Exhibition Agreement The following is an agreement for the exhibition of The Children’s Trust Miami Heart Gallery at the venue named below. This agreement is made between the venue and Circle of One Marketing, as the agent for The Children’s Trust Miami Heart Gallery. The venue is referred to as “Exhibitor”. Exhibitor: Miami Heart Gallery-Betty T. Ferguson Recreational Complex -City of Miami Gardens Address: 1515 N.W. 167 Street, Bldg. 5, Ste. 200___________________________ City: Miami Gardens State: FL Zip: 33169 Email: ccarney@miamigardens-fl.gov /drosemond@miamigardens-fl.gov Primary Contact: ___Christine Carney /Daniel Rosemond Title: Community Center Manager /Assistant City Manager/Community Development Director Miami Heart Gallery Address: 2400 NE 2nd Avenue, Suite C Primary Contact: Flora Sweet Title: Coordinator Email: flora@circleofonemarketing.com 2 Purpose Circle of One Marketing, as the agent for The Children’s Trust Miami Heart Gallery, agrees to provide to the Exhibitor, and the Exhibitor agrees to display to the general public, the works listed in Appendix A: Installation Exhibit List. 3 Exhibition Venue Location: Address: 3000 NW 199th St___ City: Miami Garden State: FL Zip: 33056 4 Exhibition dates and Viewing Times: From Date: August 2, 2011 To Date: September 16, 2011 Public Viewing Hours: office hours 5 Delivery and return 5.1 Transport to venue Circle of One Marketing, is responsible for delivering the exhibit to the Exhibitor’s venue. 5.2 Repacking work Circle of One Marketing, is responsible for repacking the exhibit for return and shipment. Page 1 of 7 5.3 Return transportation Circle of One Marketing is responsible for arranging transportation and return shipment of the exhibit. 5.4 Exhibit location repair Circle of One Marketing is responsible for patching and painting walls where holes were made for wall mounting and for returning the exhibit space to the condition it was prior to the showing of The Children’s Trust Miami Heart Gallery. 6 Installation and De-installation 6.1 Installation The exhibit will be installed by a Circle of One Marketing’ Installation Team, under the supervision of a professional curator. 6.2 The Exhibitor agrees not to remove any pieces of the exhibit from its installed location without first speaking with representatives from Circle of One Marketing. 6.3 Facilities provided by the Exhibitor The venue will supply the following facilities: • Necessary structures and wall space for the general exhibition of the exhibit • Protection of exhibit from weather and water damage 6.4 De-installation Circle of One Marketing, as the agent agent for The Children’s Trust Miami Heart Gallery, is responsible for de-installing the exhibition. 6.5 Installation date and times: August 2, 2011 at 11:00 am 6.6 De-installation date and times: September 16, 2011 at 11:00 am 7 Loss, Damage and Insurance The Exhibitor agrees to immediately notify Circle of One Marketing of any deterioration or damage to the work/exhibit. 7.1 Insurance The Children’s Trust is responsible for exhibition insurance and third party public and products liability insurance, when requested. 8 Publicity and promotion The venue agrees to provide reasonable access to venue, facilities and exhibit within 24 hours notice to media assigned to cover The Children’s Trust Miami Heart Gallery. 9 Fees and expenses Exhibitor agrees to provide exhibit space at no cost for the duration of the exhibit to The Children’s Trust Miami Heart Gallery. 10 Sale of work The Children’s Trust Miami Heart Gallery is a non-profit adoption awareness campaign and Page 2 of 7 none of its work is for sale. 11 Copyright and Reproduction Rights The Children’s Trust retains copyright of the all materials in the Miami Heart Gallery and all reproduction rights. No work may be copied or reproduced without written permission of The Children’s Trust. The Exhibitor may photograph work only to publicize or promote the exhibit while on the premises and is encouraged to do so! 12 Appendices The attached Appendix A – Exhibit List forms an integral part of the exhibit terms. 13 Special Note Circle of One Marketing, may remove the Exhibit from the venue at any time. 14 Additional Terms or Requirements Below are additional terms and/or requirements for this exhibit venue: 17 Venue representative signature Signed: Name: (printed) Title: ______ Date: Name: (printed) Title: Date: The Children’s Trust Miami Heart Gallery representative signature: Signed: Name: (printed) Title: Date: Page 3 of 7 Appendix A: Installation Exhibit List Below is an overview and explanation of how The Children’s Trust Miami Heart Gallery exhibit is installed in various venues. However, we highly recommend representatives from your venue visit www.miamiheartgallery.org and/or the actual Children’s Trust Miami Heart Gallery at current exhibiting location, if possible. Free Standing Panel Installation The day of installation the facilities manager or curator of the venue must be present to ensure the panels are placed in the areas designated and does not intrude or interfere with normal operations. Once the panels are assembled together they are not to be moved or altered by anyone except for Circle of One Marketing’s Children’s Trust Miami Heart Gallery installation crew. Panel Installation is placed in free space available. The panel size is 8ft tall and 4” ft wide. There are 28 panels and generally not all panels are used. The panels can be laid out differently depending on space available. Each panel holds two portraits and bio card information on each child. The panels are also used for the sponsorship board, adoption information and volunteer board. Circle of One Marketing is responsible for patching up the holes, touch ups and minor repairs resulting from exhibit installation. However, if the venue wishes to assist in maintaining the gallery, it is greatly appreciated. Please see diagram below for the specifications of the panels Page 4 of 7 Actual Photos of panels Page 5 of 7 Wall hanging Installation The day of installation the facilities manager or curator of the venue must be present to ensure the panels are placed in the areas designated and does not intrude or interfere with normal operations. Once the panels are assembled together they are not to be moved or altered by anyone except for Circle of One Marketing’s Children’s Trust Miami Heart Gallery installation crew. There are 20 portraits which are 24” x 36”. Portraits are mounted directly on to the wall with mounting hardware (2 screws each). Portraits are usually placed side by side vertically and or horizontally one above another. Each portrait comes with bio card information of each child. The bio cards are business card size, in its own business card holder, and attached to the wall with Velcro underneath the portrait. Panels may be used to supplement exhibit if space permits, for any additional portraits, adoption, sponsorship panel and volunteer information. The panel size is 8ft tall and 4” ft wide. There are 28 panels and generally not all panels are used. Circle of One Marketing is responsible for patching up the holes, touch ups and minor repairs resulting from exhibit installation. However, if the venue wishes to assist in maintaining the gallery, it is greatly appreciated. Please see pictures below Page 6 of 7 Floating Portrait Installation The day of installation the facilities manager or curator of the venue must be present to ensure the panels are placed in the areas designated and does not intrude or interfere with normal operations. Once the panels are assembled together they are not to be moved or altered by anyone except for Circle of One Marketing’s Children’s Trust Miami Heart Gallery installation crew. There are 20 portraits which are 24” x 36”. Portraits are suspended from the ceiling with heavy duty fish line. Portraits are usually placed side by side vertically and or horizontally one above another. Each portrait comes with bio card information of each child. The bio cards are business card size in its own business card holder. Circle of One Marketing is responsible for patching up the holes, touch ups and minor repairs resulting from exhibit installation. However, if the venue wishes to assist in maintaining the gallery, it is greatly appreciated. Page 7 of 7