HomeMy WebLinkAbout255829 03/01/16 0y u1_CAq*
JY CITY OF CARMEL, INDIANA VENDOR: 370299
® ONE CIVIC SQUARE HOOSIER SALON PATRONS ASSOCIATI@41rECK AMOUNT: $****20,000.00*
i� ?� CARMEL, INDIANA 46032 22 N RANGE LINE ROAD CHECK NUMBER: 255829
'M; CARMEL IN 46032 CHECK DATE: 03/01/16
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DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
504 4355101 GRANTAGREEM 20,000.00 SUPPORT FOR THE ARTS
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ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement(herein referred to as "Agreement") entered into by and between the City
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of Carmel (the "City") and Hoosier Salon Patrons Association (the
"Grantee"), is executed pursuant to the tennis and conditions set forth herein. In consideration of
those mutual undertakings and covenants,the parties agree as follows:
1. That on behalf of Grantee, a not-for-profit corporation, I, James E. May ,
an authorized representative of Grantee, have applied for a City of Carmel
("Grantor") Arts Grant, said application attached hereto and made a part hereof as
Exhibit"A."
2. Grant Agreement. The City, after review and recommendation by the Mayor and by
the City Council, agrees to grant $ 2 0 ,0 0 0 .0 0 to the Grantee for
the eligible costs of the project (the "Project") or services as described in Exhibits
j "A" and `B" of this Agreement. The fitnds shall be used exclusively in accordance
with the provisions contained in this Agreement.
3. Design and Implementation of Project. The Grantee agrees to use any and all grant
funds in accordance with the proposal contained within this agreement and any
documents attached to this Agreement, which are incorporated by reference.
4. Warranty of non-profit status. Grantee hereby represents and warrants that it is a
not-for-profit entity with a determination letter from the Internal Revenue Set-vice
declaring that it is exempt from Federal income tax.
5. Payment of Grant Funds by the City. The payment of this Grant by the City to the
Grantee shall be made in accordance with the following conditions:
A. This Agreement must be fully executed and signed by both Grantee and Grantor.
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B. Grantee has attached all the following information, which it represents and warrants !
to be tike and accurate,all which have been incorporated frilly by reference: �
1. An application and description of the proposed use of the grant fiends (EXHIBIT
A); y
2. A budget for the calendar or fiscal year for which the grant is requested
(EXHIBIT B);
3. Certified copies of incorporation as a not-for-profit corporation under state law i
(EXHIBIT C);
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4. A not-for-profit application or determination letter from the U.S. Internal Revenue l
Service identifying that it is a not-for-profit corporation that is exempt from
Federal income tax(EXHIBIT D);
5. Any audits, reviews or compilations available describing the financial condition
of the Grantee, including most recent available IRS Form 990, and the attached
Affidavit(EXHIBIT E);
6. A list of the Grantee's board of directors and officers listed(EXHIBIT F);
7. A Year End Deport from the previous year IF Grantee received an Arts Grant
from the City of Carmel in the previous calendar year, pursuant to paragraph 8
herein(EXHIBIT G).
C. Any other grant conditions that City requires to be met by Grantee, specifically: j
6. Grantor's right to request audit or review. Grantee shall submit to an audit or
review by an independent Certified Public Accountant of funds at the City's request,
and shall make all books, accounting records and other documents available at all
reasonable times during the term of this Grant Agreement, and for a period of three
(3) years after final payment of funds under this Agreement, for the purpose of an
audit by the City of Carmel,the State of Indiana,or their designees.
7. Quarterly financial statements. Grantee agrees to provide the City of Carmel
quarterly financial statements within 45 days after each quarter-end for Grant awards
in excess of sixty thousand dollars($60,000).
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8. Year-end review. Grantee agrees to provide the City of Carmel a year-end report
("Year End Report")for each year, describing how the grant was used and the impact
of the dollars received. This Grant award may not exceed one third(1/3)of Grantee's
combined contributed income, revenue of sales, and/or ticket revenue from the
previous year. If the Grant amount is in excess of sixty thousand dollars
($60,000.00),the Grantee agrees to provide, at Grantee's cost,a review or audit of the
grantee. Said review or audit shall be performed by a Certified Public Accountant
("CPA")who is neither an employee of Grantee nor a member of the Grantee's Board
of Directors,to be provided to the City of Carmel by March 31 of the following year.
9. Funding Credit. Grantee agrees to credit the City of Carmel in the printed materials
associated with a funded program or project. The City of Carmel will supply, upon
request,Grantee with the graphics/logos necessary for compliance.
10. Statutory Authority of Grantee. The Grantee expressly represents and warrants to
the State that it is statutorily eligible to receive these monies and it expressly agrees to
repay all monies paid to it under this Grant, should a legal determination of its
ineligibility be made by any Court of competent jurisdiction.
It. Use of Grant Funds by Grantee. The funds received by the Grantee pursuant to this
Agreement shall be used only to implement the Project or provide the services in
conformance with the Budget and for no other purpose. If it is determined by the
City that misappropriation of ftinds have occurred, the Grantee must return all funds
received by Grantor and individuals who misuse Grant funds may also be subject to
civil and/or criminal liability under Indiana or Federal law.
12. Employment Eligibility Verification. The Grantee affirms under the penalties of
perjury that he/she/it does not knowingly employ an unauthorized alien.
The Grantee affirms tinder the penalties of perjury that he/she/it has enrolled and is
participating in the E-Verify program as defined in IC 22-5-1.7. The Grantee agrees
to provide documentation to the City that he/she/it has enrolled and is participating in
the E-Verify program.
The City may terminate for default if the Grantee fails to cure a breach of this
provision no later than thirty(30)days after being notified by the State.
13. Governing Law; Lawsuits. This Agreement is to be construed in accordance with
and governed by the laws of the State of Indiana, except for its conflict of laws
provisions. The parties agree that, in the event a lawsuit is filed hereunder, they
waive their right to a jury trial, agree to file any such lawsuit in an appropriate court
in Hamilton County, Indiana only, and agree that such court is the appropriate venue
for and has jurisdiction over same.
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14. Relationship of Parties. The relationship of the patties hereto shall be as provided
for in this Agreement, and neither Grantee nor any of its compensated officers,
employees, contractors, subcontractors and/or agents are employees of City. The
Grant amount set forth herein shall be the full and maxinturn compensation and
monies required of City to be paid to Grantee under or pursuant to his Agreement.
15. Severability. If any term of this Agreement is invalid or unenforceable under any
statute,regulation, ordinance, executive order or other rule of law, such term shall be
deemed reformed or deleted, but only to the extent necessary to'comply with same,
and the remaining provision of this Agreement shall remain in Rill force and effect.
16. Entire Agreement, This Agreement, together with any exhibits attached hereto or
referenced herein, constitutes the entire agreement between Grantee and City with
respect to the subject matter hereof, and supersedes all prior oral or written
representations and agreements regarding same. Notwithstanding any other term or
condition set forth herein, but subject to paragraph 15 hereof,to the extent any term
or condition contained in any exhibit attached to this Agreement or in any document
referenced herein conflicts with any term or condition contained in this Agreement,
the term or condition contained in this Agreement shall govern and prevail. This
Agreement may only be modified by written amendment executed by both parties
hereto,or their successors in interest.
IN WITNESS WHEROF,the patties hereto have made and executed this Agreement as follows:
Hoosier alon atrons Association ("Grantee")
By.
P Pri
ri ame of Officer: James E. May Title: Executive Director
e: November 29,2015
CITY OF CARMEL("Gran r
By:
James Brainard,Mayor
Date:
ATTEST:
Date:—, )-5-,-;-)c1U*
If you have any question concerning the City of Cannel's 2016 Arts Grant Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One civic Square,Carmel,IN 46032,Phone:317-571-2483,skibbeCa.camml-ifi-pov
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Exhibit "A"
An application and description of the
proposed use of the. grant funds
Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization: Hoosier Salon Patrons Association
Address: 22 North Rahgeline Road '
Carmel, Indiana 46032
Telephone: (317)796-9498 Fax:
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Contact Person: James E.May
Email: jmay@hoosiersalon.org t
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APPLICATION AMOUNT: $ 65,000 p
Not to'erceed 1/3 of previous year reveuue/lucaue r
d
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Hoosier Salon is applying for a City of Carmel grant to expand its role as a community resource for Carmel
regarding Indiana art and arts education. The organization has participated in the Carmel International Arts
Festival (CIAF), showcasing work by Carmel student artists from both high schools.We are initiating a new N
Young Artists membership level for all Indiana K-12 students because of our successes in Carmel and because
of the pride those students displayed showing their work during the CIAR Students, parents, grandparents, or
anyone can buy a$10 membership to the Hoosier Salon for an Indiana student.We also were an integral part
of this year's Artomobilia.event in the Arts District. The salon brought a dozen Indiana artists to work amongst
the attendees, painting the crowd and the cars.The gallery was open selling automobile related works of art {
and approximately 3,000 visitors came to view the art on display on the day of the event.
The Hoosier salon has a mission to promote Indiana art and artists but we have new goals since arriving in
Carmel. Having one of our two flagship facilities in the Carmel Arts District necessitates us taking a leadership
role in the success of arts related events in the City. Under the new direction of seasoned arts administrator,
Jim May, we hope the City will continue to see the value that a longstanding arts non-profit can bring to all of
its projects.
As part of our work with the CIAF and the teachers from the City's high schools, Jim opened the door to direct
work in the art classrooms of the City's schools and has invited those teachers and students to the gallery to
use our changing inventory of Indiana art as a resource to enhance the teachers'curricula.The salon also has
the advantage of a 500 artist membership which can be drawn upon to help teachers teach various methods
and media.
(Additional pages attached.)
By:
Pri e ame of Officer: James E.May
1 e; Executive Director
Date: November 29,2015
(Additional pages may be added to Exhibit"A")
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EXHIBIT A-Application and Description (continued)
Page 2
Funds requested here will help support such endeavors including artists' stipends, awards and
enticements to student participants,.and salary and costs for an outreach coordinator.
Programming is planned for February through December 2016.
Additionally, the Hoosier Salon intends to continue and expand its adult classes for new and
seasoned artists. Classes are taught in the Carmel Gallery by members of the Hoosier Salon
and by artists from around the country. Subjects will cover multiple media and subjects
(painting, drawing, printmaking, sculpture, art history, collecting, etc.) These classes will be
marketed to the Carmel market in addition to our regular membership. We hope that members
of the community-will see greater and greater value in the Salon's presence in the City, the
more ways and times that they interact with the organization. Classes will be monthly all year
starting in January 2016. Some funding from this grant will be used to defray costs for the
classes.
The Hoosier Salon will continue its participation in all city organized events such as Second
Saturday and Carmel on Canvas. We feel we can expand our offerings for these events in the
coming year and have been discussing with other members of the Carmel Arts and Design
District Gallery Association the need for a"signature" arts event in January, February of March
to balance the year. Our executive director will work with CADDGA to maximize the benefit for
all participants in these City events. Additionally, however, the Hoosier Salon, as a non-profit in
the group can grow our outreach and educational offerings through these ongoing events.
USE OF FUNDS:
Outreach Coordinator Salary 24,000
Artist Stipends/Instructor Fees 12,000
Program Costs/Supplies 10,000
Student Awards/Enticements 4,000
Program Brochure/Marketing 7,000
Event Expenses 5,000
Administration 3,000
65,000
The Hoosier Salon is committed to Carmel. As our partnership grows, we seek to become
increasingly valued by the community as their hometown arts organization. Greater and greater
value for the citizens will strengthen the Hoosier Salon—increasing our membership, our
volunteers, and our reputation. Over our more than 91 years we have served to enhance the
support of Indiana art and artists. We enter our third year in Carmel in July 2016 and will be
steadfast in our mission to preserve arts in the community for the betterment of everyone.
Prescribed by State Board of Accounts City Form No.201(Rev.1995)
ACCOUNTS PAYABLE VOUCHER
CITY OF CARMEL
An invoice or bill to be properly itemized must show: kind of service,where performed, dates service rendered,by
whom, rates per day, number of hours, rate per hour,number of units, price per unit,etc.
Payee
Purchase Order No.
Terms
Date Due
Invoice Date Invoice# Description Amount
Dept. Fund# (or note attached invoice(s)or bill(s))
02/05/16 GRANT $20,000.00
AGREEMENT
504 504
I hereby certify that the attached invoice(s),or bill(s), is(are)true and correct and I have audited same in accordance
with IC 5-11-10-1.6
, 20
Clerk-Treasurer
VOUCHER NO. WARRANT NO.
HOOSIER SALON PATRONS ASSOCIATION ALLOWED 20
22 N RANGE LINE ROAD IN SUM OF$
CARMEL, IN 46032
$20,000.00
ON ACCOUNT OF APPROPRIATION FOR
Mayor's Office
PO#/Dept. INVOICE NO. ACCT#/Fund AMOUNT. ,
MOUNT Board Member
IGRANT I 43-551.01 I $20,000.00 1 hereby certify that the attached invoice(s), or
AGREEMENT
504 504 bill(s) is (are)true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
Wednesday, February 10, 2016
Cost distribution ledger classification if
claim paid motor vehicle highway fund