HomeMy WebLinkAboutC-8577-15C - Cultural Arts Grants - FY 25-26 - Musical PerformancesGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
PACIFIC CHORALE
This Grant Agreement ("Agreement") is entered into this 25th day of March, 2025
("Effective Date"), by and between the City of Newport Beach, a California municipal
corporation and Charter City ("City"), and Pacific Chorale, a California non-profit
corporation located at 3303 Harbor Boulevard, Suite E5, Costa Mesa, CA 92626
("Grantee"). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non-profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to the residents' quality of life.
B. Grantee requested a grant from the City for musical performances ("Grant
Proposal").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents' quality of life.
D. The City Council approved a grant in the amount of Three Thousand Five Hundred
Dollars and 00/100 ($3,500.00) ("Grant Funds") to Grantee pursuant to certain
conditions regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Three Thousand Five
Hundred Dollars and 00/100 ($3,500.00) as requested by Grantee in the Grant Proposal
attached hereto as Exhibit A and incorporated herein by reference, or such other amount
as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows (select one):
® On or before May 8, 2025.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until January 31, 2026, unless terminated earlier as
provided herein.
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3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED
TO THE RECEIPT OF GRANT FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions ("Approved
Uses"):
3.1.1. The Grant Funds shall be expended solely for the purposes provided
in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would violate
City, state or federal statutory or decisional law such as regulations affecting non-profit or
tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the
Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
3.3. Grantee shall conduct background checks for all of its volunteers and
employees who work with minor children in relation to any project described in Grantee's
Grant Proposal. To the extent applicable, Grantee shall provide the City certification that
it has complied with this requirement prior to the receipt of Grant Funds.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds.
Grantee shall maintain the Books and Records in accordance with Generally Accepted
Accounting Principles. Grantee shall make available to City such Books and Records
upon City's request.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
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right to audit Grantee's accounting procedures and internal controls of Grantee's financial
systems as they relate to the Grant Proposal and to examine any cost, revenue, payment,
claim, other records or supporting documentation resulting from any items set forth in this
Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at
mutually agreed upon reasonable times and in conformance with generally accepted
auditing standards. Grantee agrees to fully cooperate with any such audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records/documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may
also require Grantee to submit: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the
assets and liabilities associated with the Grant event. All reports, including a post -event
evaluation, shall be due to the City no later than forty-five (45) days following the
conclusion of the event. In the event that an independent audit is conducted, Grantee
shall forward a copy of the audited report to the City for review, including any Management
Letter, Report on Internal Controls, or Reportable Conditions letter generated during the
course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes including
proper oversight of all assets, budget preparation, and timely reporting including budget -
to -actual -comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past
three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed -
upon testwork procedures to provide City assurance that City sponsored event profits did
not subsidize the funding of Political Action Committees (PACs) and event proceeds were
adequately segregated from funds used to support PACs. Agreed upon procedures may
include a review of a detail list of the past three (3) years of PAC contributions and
expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC -related expenses; and
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c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available upon
request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
5. USE OF GRANT FUNDS
5.1. The Grant Funds shall be used solely by Grantee for the Approved Uses and
for no other use. In the event that the Grant Funds are not used for the Approved Uses
or are not expended by or before January 16, 2026, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non-sectarian purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers, and
employees (collectively, the "Indemnified Parties") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a "Claim"; collectively, "Claims"), which may arise from or in any manner relate (directly
or indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or
omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorney's fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
Pacific Chorale Page 4
constitute approval for Grantee or any of Grantee's employees or agents, to be the agents
or employees of City. Grantee shall have the responsibility for and control over the means
of performing the Approved Uses, provided that Grantee is in compliance with the terms
of this Agreement. Anything in this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee shall follow the desires of City with respect to
the results of the Approved Uses.
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the
services to be performed under this Agreement, directly or indirectly, by operation of law
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
Attn: Library Services Director
Library Services Department
City of Newport Beach
100 Civic Center Drive
Newport Beach, CA 92660
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Molly Buzick Pontin
Pacific Chorale
3303 Harbor Boulevard, Suite E5
Costa Mesa, CA 92626
10. TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent with
the terms, conditions and restrictions in this Agreement. In such event, City shall give
Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall
be entitled to terminate this Agreement if Grantee has not cured the default within the
thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement
if the default cannot be cured through corrective action. If terminated for cause, Grant
Pacific Chorale Page 5
Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an
annual basis, and as such is subject to non -renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at any time
with or without cause upon seven (7) days written notice to Grantee, any remaining Grant
Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and all
necessary conditions have been satisfied, to specifically enforce Grantee's obligations
pursuant to this Agreement.
11.STANDARD PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter enacted.
11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
11.4. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
11.5. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
11.7. Amendments. This Agreement may be modified or amended only by a written
document executed by both Grantee and City and approved as to form by the City
Attorney.
11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
of this Agreement shall continue in full force and effect.
Pacific Chorale Page 6
11.9. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
11.10. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age or any other impermissible basis under law.
11.11. No Attorneys Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: nA�5
By: Z_' t
Aaron C. Harp
City Attorney
ATTEST:
Date: 4 / 14 2 IS
By:
for Leil2fni I. Brown
City Clerk
0
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{��FO RM�
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
Melissa •
Library Services Director
GRANTEE: Pacific Chorale, a California
non-profit corporation
Date:
By:
Rhett M. el Campo
Chief Executive Officer
Date: 7 ` t Z.
Susan Lindley
Secretary
[END OF SIGNATURES]
Attachment: Exhibit A - Grant Proposal
Pacific Chorale Page 8
Exhibit A
Pacific Chorale Page A-1
NEWPORT BEACH CITY ARTS COMMISSION
2024-25 CULTURAL ARTS GRANT APPLICATION
(Applications must be typed or word -processed- you may reformat on the computer as long
as it appears the same: i.e. use Times New Roman 12 point and the same pagination.)
Pacific Chorale
Popular Name of Organization
95-2585505
Legal Name (if different) Federal Tax ID No.
3303 Harbor Blvd., Suite E5
Mailing Address
Costa Mesa 92626
City Zip
Molly Buzick Pontin 805-680-0005
Contact Name Telephone
mollyna,pacificchorale.org www.12acificchorale.ors
FAX E-mail Web Site
Geographical Area Served:
Audiences and education program participants come from Orange, L.A., & Riverside Counties.
Primary venues are Segerstrom Center for the Arts in Costa Mesa, and St. Mark's Presbyterian
and Our Lady Queen of Angels in Newport Beach
Have you received a City of Newport Beach Cultural Arts Grant before? YES
If so, when? 2024, 2023
Year organization was founded: 1968 Number of paid staff: 8 FT/ 50 PT
# of active volunteers: 150
Total amount requested: (from request line of project budget) $ 5,000
Estimated number of people in Newport Beach that the proposed project(s) will serve: 1,800
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CULTURAL ARTS GRANT APPLICATION
1. Briefly describe below your organization's purpose, mission, and goals.
Pacific Chorale's vision is to inspire a lifelong love of singing. It has been a cornerstone of the Newport
Beach cultural landscape since it was founded in 1968 in the Corona del Mar living room of then -director
Maurice Allard and Jan Unvert (now Jan Landstrom.) Led now by Artistic Director Robert Istad, it is one of
the most respected choirs in the U.S., and is the primary artistic, civic, and social outlet for more than 150
professional and volunteer singers who devote hundreds of hours annually to concerts heard by 16,000
listeners.
Called an Orange County "treasure" with a "fresh viewpoint" (Orange County Register), Pacific Chorale
continues to rise in local and national prominence. In 2022, Pacific Chorale put Orange County on the choral
map by winning the Grammy Award for Best Choral Performance on a recording of Mahler's Symphony No.
8 with the L.A. Philharmonic under Gustavo Dudamel. The increased visibility resulted in invitations to
perform at high -profile events including Star Wars Con in Anaheim and the memorial service of Officer
Nicholas Vella, held in the Honda Center. These community performances were viewed by more than
20,000 people live and online.
In addition to presenting its own concert series each season, Pacific Chorale enjoys a long-standing
partnership with Pacific Symphony, as well as collaborations with the Los Angeles Philharmonic, Hollywood
Bowl, and other orchestras. A 2023 European concert tour included performances at the Salzburg
Cathedral, Bath Abbey, and the Sheldonian Theatre in Oxford.
Deeply committed to making choral music accessible to people of all ages, Pacific Chorale also enriches the
local community by providing hands-on education and free concert tickets to almost 2,000 lifelong learners
each year, through after -school choirs at low-income elementary schools, a choral summer camp for high
school students, and an annual community -wide festival for adult singers at Renee and Henry Segerstrom
Concert Hall.
2. Identify and describe why there is a need in the Newport Beach Community for your proposed
project/program. Include a quantitative description of the need and on what you based your
findings (i.e. "Based on a study done by the PTA, there are one hundred children in the 4th-6th
grades at Newport Elementary who have had no training with musical instruments." ) Describe
how you have determined that your organization is the best organization for the proposed
project/program.
Many of Pacific Chorale's singers and strongest supporters reside in Newport Beach, and St. Mark's
Presbyterian Church has been a regular rehearsal venue for over a decade. Yet the opportunities for
listeners to attend professional choral performances within the city limits are limited. Pacific Chorale helps
make Newport Beach a destination for audiences by holding three popular chamber choir concerts at Our
Lady Queen of Angels Catholic Church. December's "Carols by Candlelight," has become a local favorite
over the past nine years, with sell -out crowds even as the number of performances was doubled. These
concerts support the local arts economy by utilizing Newport Beach venues and performers, and by
drawing audience members to the area as an arts destination. Free concert tickets and a familiar
neighborhood location ease access for N-MUSD students, many of whom may have never attended a
professional concert before.
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3. Describe the specific project/program that will be funded by a cultural grant. Include how the
proposed project/program will be implemented and outline a schedule or project timeline, with
planned dates and locations. Identify individuals and groups involved, particularly artists and
performers, and describe their roles and responsibilities. Describe the background and qualifications
of your organization and key personnel to be involved in the program. Remember: the City fi1nds
only projects and programs- not operating expenses. These projects and programs must promote
community involvement and awareness of the arts in Newport Beach.
Is this a new x or existing x project/program?
Pacific Chorale will present three performances at Our Lady Queen of Angels Catholic Church in 2025, led
by Artistic Director Robert Istad.
Building on the success of 2023's Monteverdi Vespers and the considerable existing fan base of the Baroque
Music Festival, Pacific Chorale's 24-voice chamber choir breathes life into Handel's monumental oratorio in
Exodus: Israel in Egypt in March 2025. Handel's epic double -choir oratorio is a vivid musical depiction of
the plagues and dangers faced by Moses and his people as they fled from slavery, with timeless themes
that resonate in the current day. The choir will be joined by the Bach Collegium San Diego on Baroque -
period instruments, with Ruben Valenzuela on organ. The performance will be captured on high -definition
video for wider media distribution.
December's Carols by Candlelight is a favorite of locals and visitors seeking the more reflective side of the
winter holidays. Known for its beautifully balanced programming of traditional and contemporary holiday
music in a peaceful, candlelit setting, this intimate concert gives voice to the wonder, reverence, and awe
of the season. With a devoted and growing fan base who have called it "acoustic magic," this immersive
experience regularly sells out two performances. Genie Davis of Diversions LA recommends, "Be sure to add
this annual event to your must -do list in the future."
4. Define or describe the segment of the population in Newport Beach that you intend to serve by
your project/program. Include such things as age, location, numbers served, etc.
Based on past ticket sales for similar concerts, we expect full -capacity crowds of 650 people for each of the
two performances of Carols by Candlelight, and over 500 for Exodus. Extrapolating from zip code and
promo code data from past offerings at Our Lady Queen of Angels, we predict that more than half of
attendees will be Newport Beach residents attracted to the local venue, and the remainder will come from
other parts of Orange County with concentrations in Irvine, Laguna Beach, and Fullerton. We expect that a
large contingent of Corona del Mar's Baroque Music Festival fans will be drawn to the Exodus concert in
particular. Up to 50 tickets for each program will be offered for free to local schools and social service
agencies to ensure that price is not a barrier to access.
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5. Complete the project budget form. Address only the budget for the specific project, not your
annual operating budget. For multi -project proposals, please duplicate and fill out a budget for
each project. Please annotate the budget at the bottom if there are details (such as a breakdown
of personnel or a marketing budget) critical to the proposal.
PROJECT BUDGET Funding from the Funding from
City of Newport Beach Other Sources
EXPENSES -Personnel
Artistic
$5,000
$81,570
Administrative
$400
Technical Production
Facility Expense/Space Rental
$5,500
Marketing
Production/Exhibition
Expense
$5,200
Touring/Presentation Expense
Educational Materials
Transportation
Equipment
Other (if greater than 10%,
annotate below)
GRAND TOTAL
$5,000
$92,670
6. Describe the expected quantifiable outcomes of your project/program and how you will
evaluate the results. Be veryspecific in addressing the ways that you will determine that your
project/program met the needs that you identified and accomplishes the goals you set out to
achieve (i.e. you provide 50 hours of musical instruction and instruments to the 100 children at
Newport Elementary school as measured by music store rental receipts and logs of instructors.)
Pacific Chorale will hold eleven rehearsals at St. Mark's Presbyterian Church, and four rehearsals plus
three performances at Our Lady Queen of Angels. Both locations are in Newport Beach. Concerts will
be attended by an estimated total audience of 1,800 listeners as measured by ticket sales. We will
offer up to 100 free tickets to Newport Beach choir students, families, and social service partners to
ensure that cost is never a barrier to concert attendance.
7. Attachments Requested
• A list of Board Members and their affiliations
• A recent list of individuals, corporations and foundations that provide organizational
support- not to exceed one page.
• If you are a 501(c) (3) organization attach a copy of your IRS determination letter (or
your fiscal agent's) indicating tax exempt status.
• One brochure and/or one press clipping. Do not send photos, videos, CDs or any other
extraneous material. It will not be presented to the City Arts Commission.
8. OPERATING BUDGET
2024/25 Budget 2025/26 Budget
(current) (proiected)
I. Income (cash only)
Contributed
1,880,181
2,021,720
Earned
605,393
565,810
Total Income
2,485,574
2,587,530
II. Expenses
Program
2,064,621
2,062,233
General and Administrative
374,703
326,699
Marketing and Development
264,548
261,670
Total Expenses
1 2,703,8721
2,650,602
III. Operating Surplus/Deficit
(218,298)
(63,072)
(Income minus Expenses)
IV. Fund Balance at Beginning of Year
0
0
V. Accumulated Surplus (Deficit)
(218,298)
(63,072)
(Add lines III and IV)
VI. In -Kind Contributions (attach schedule if greater
than 10% of total income)
0
0
Note: The Board of Directors has approved a 3-year financial framework to eliminate the operating deficit. The
framework outlines a temporary reduction in the organization's operating expenses and a plan to steadily
increase reliable earned and contributed revenues over the next 3 years to ultimately achieve a balanced budget.
To assist with this work, Pacific Chorale has engaged CCS Fundraising Consultants to support the design and
implementation of a sustainable major gifts program. While the approved FY25 Budget shows a deficit, in large
part due to more realistic revenue projections based on prior performance, it is the goal of the administration to
identify additional expense savings and contributed revenue opportunities to ultimately achieve a balanced FY25
operating budget.
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9. I verify that the information submitted in this application is true and correct to the
best of my knowledge.
Name Molly Buzick Pontin Title: Grants Consultant
Signature Date 01/06/2025
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