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HomeMy WebLinkAbout01-17-18-04/Arts Grant/Booth Tarkington Civic TheatreRESOLUTION NO. BPW 01-17-18-04 RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY ACKNOWLEDGING ARTS GRANT WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Carmel, Indiana ("City"), is authorized to enter into contracts; and WHEREAS, pursuant to Indiana Code 36-4-5-3, the City's mayor may enter into contracts on behalf of the City; and WHEREAS, pursuant to his authority under Indiana law, the City's mayor, the Honorable James C. Brainard, has caused to be signed the Arts Grant attached hereto as Exhibit A (the "Contract"); and WHEREAS, Mayor Brainard now wishes to present the contract to the City's Board of Public Works and Safety for it to be publicly acknowledged, filed in the Clerk -Treasurer's Office, and made available to the public for review. follows: NOW, THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as 1. The foregoing Recitals are incorporated herein by this reference. 2. The receipt of the Contract is hereby acknowledged. 3. The Contract shall be promptly filed in the office of the Clerk -Treasurer and thereafter made available to the public for review. SO RESOLVED this day of VD -C 2018. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY- No� (t '��R A , James Brainard, Presiding Officer SAE Bass\My Documents\BPW-ResolNions\20171AcknowWdgeArts Grant VOCE -d0"1/9/201811:54 AM ARTS GRANT PROGRAM AGREEMENT This Grant Agreement (herein referred to as "Agreement") entered into by and between the City of Carmel (the "City") and Booth Tarkington Civic Theatre (the "Grantee"), is executed pursuant to the terms 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, Michael J. Lasley , 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 $ 210 , 0 0 0.0 0 to the Grantee for the eligible costs of the project (the "Project") or services as described in Exhibits "A" and B" of this Agreement. The funds 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 Service 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. B. Grantee has attached all the following information, which it represents and warrants to be true and accurate, all which have been incorporated fully by reference: 1. An application and description of the proposed use of the grant funds (EXHIBIT A); 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 (EXHIBIT C); 4. A not-for-profit application or determination letter from the U.S. Internal Revenue 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 Report 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: 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). N 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. 11. 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 funds 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 under 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. 3 14. Relationship of Parties. The relationship of the parties 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 maximum 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 full 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 parties hereto have made and executed this Agreement as follows: Booth TarkinateR Civicr ("Grantee") Printe ame of Officer: Michael J. Lasley Title: Executive Artistic Director Date: December 1. 2017 CITY OF CARMEL22("Grantor" By: uZ �d� James Brainard, Mayor Date: ,,,� 3 ATTEST: 0Aw,� n�, K Date: i a a3 - � n ►� If you have any question concerning the City of Cannel's 2018 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, skibbe(a)carmel.in.gov. 2 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: Booth Tarkington Civic Theatre Address:—3 Center Green Carmel, IN 46032 Telephone: 317.924.6770 Fax: Contact Person: Julia T. Bonnett Email: lulia(a),civictheatre.org APPLICATION AMOUNT: $ 250,000 Not to exceed 1/3 of previous year revenuefincome DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS: Please see the attached narrative. LIM Printed &adfe- of Officer: Michael J. Lasley Title: Executive Artistic Director Date: December L 2017 (Additional pages may be added to Exhibit "A") 5 During the 2018-2019 season, Booth Tarkington Civic Theatre will use support from the City of Carmel to generate over $2,000,000 in economic activity in the City of Carmel and improve the quality of life of over 55,000 community members through theatre access, education, and outreach programs. ORGANIZATIONAL DESCRIPTION Booth Tarkington Civic Theatre is the largest community-based theatre in Indiana and one of the ten largest nationwide, For over a century, it has been a vital part of the Central Indiana artistic community, providing live entertainment, creative opportunities, and theatre education to residents of all ages and backgrounds. Civic's programs provide community members direct artistic opportunities onstage, behind the scenes, and in the audience with the support of experienced theatre professionals. Next season, Civic will provide up to 97 public performances, employ 300 local artists, expose 32,000 audience members to the magic of live theatre, and serve 23,000 through education and outreach, reaching over 55,000 community members cumulatively. Civic Theatre's mission is to foster a love of theatre through imagination, education, and participation. Civic is proud of its ability to provide premier musical theatre at a reasonable price to the Central Indiana community. The heart of Civic's artistic vision is the creation of magic through theatre. This magic is far greater than the special effects that enhance a production; it inspires every participant by exposing them to new ideas, igniting their imaginations, provoking eye-opening conversations, and connecting community members with one another. Civic believes that theatre is not only for special occasions, but should be consumed on a regularly through study, rehearsal, performance, creation, and observation. It is vital nourishment for the soul and mind and should be accessible to everyone regardless of skill, expertise, or background. The combination of committed volunteer performers, experienced craftsmen and technicians, and a seasoned professional staff set Booth Tarkington Civic Theatre apart from other performing arts organizations in Central Indiana. By bringing together the best of local and regional theatre professionals with highly talented volunteer talent, Civic is able to direct its resources into framing each avocational performer with the most up-to-date theatre techniques, technology, and facilities, effectively minimizing overhead costs while maximizing the participant's experience. These strategies result in productions of artistic excellence that rival the work presented by fully professional companies, while maintaining competitive ticket prices. These efforts culminate in nine professionally produced shows each year, exposing over 32,000 audience members to live theatre. Education has been integral to the Theatre's operations since its inception, and Jr. Civic has officially offered the only year- round, theatre -based performing arts program in the state of Indiana since 1941. Civic provides a broad range of performing arts workshops and classes for students, ages 18 months and older, with formal written evaluations, advanced levels of study, ties to Common Core State Standards as well as Indiana State Academic Standards, and established professionals as instructors. Civic's reputation for providing the state's best performing arts education program for youth attracts regular students from across Indiana with 58% of students from Hamilton County, 16% of students from Marion County, 21 % of students from other Central Indiana counties, and 5% from outside Central Indiana. To provide equal access for all students, Jr. Civic embraces the needs of BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032 at -risk students and implements numerous outreach programs to provide curriculum for these deserving yet underserved students. Education and outreach programs reach over 23,000 annually. MAINSTAGE Mainstage production selection for the 2018-2019 season is still in process; title submission to the Center for the Performing Arts for approval occurs in February each year. Civic publicly announces its Mainstage season of 3 Broadway musicals, 2 plays, and 3 children's productions each spring at the start of its subscription campaign launch. Civic's seven productions in the Tarkington, one production in the Studio Theater, and one Young Artists Program production off- site will provide potential for over 43,500 patrons to attend as audience members. Civic's current projections for its 104th season indicate that around 75% of its seats will fill, realistically serving 32,500 individuals. According to the Arts Council of Indianapolis' Economic Impact study of 2010, each of these patrons will spend $28.38 beyond the cost of their ticket on meals, transportation, souvenirs, concessions, etc. Considering an average ticket price of $34.75 and attendees of Civic's SneakView outreach program attend final dress rehearsals free of charge, Civic audience members alone will generate $1,964,850 in economic activity in the Carmel area. An estimated additional economic impact of $135,000 will be generated through education programs for a grand total of $2,099,850 in economic activity in Carmel due to Civic's presence. Thus, it is clear that the City's support of Civic's operations is a sound investment in the community's overall vitality. EDUCATION In addition to programming on stage, Civic provides exceptional theatre education to over 23,000 community members through classes, workshops, outreach initiatives, and educational productions enhanced by study guides and academic supplements. In Jr. Civic's Education Suite in the James Building, 3,000 students ages 18 months through 18 years study musical theatre in one of over 100 course offerings each year. Civic's educational workshops are unique to Central Indiana in that they are based on BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032 Production Title Dates Performances Seats 1 Young Adult Program REVUE! REVUE! June 2018 4 400 2 Young Adult Program Musical GUYS & DOLLS 06/2612018- 0612912018 4 2,052 3 Mainstage Fall Musical TBD October 2018 10 5,130 4 Mainstage Holiday Musical TBD December 2018 18 9,234 5 Mainstage Winter Play TBD February 2019 12 6,156 6 Spring Children's Production TBD February 2019 9 4,617 7 Studio Spring Play TBD March 2019 12 2,664 8 Mainstage Spring Musical TBD April/ May 2019 10 5,130 9 Jr. Civic Musical TBD June 2019 9 4,617 SNEAKVIEW Final Dress Rehearsals 7 3,591 TOTALS 97 43,591 Civic's seven productions in the Tarkington, one production in the Studio Theater, and one Young Artists Program production off- site will provide potential for over 43,500 patrons to attend as audience members. Civic's current projections for its 104th season indicate that around 75% of its seats will fill, realistically serving 32,500 individuals. According to the Arts Council of Indianapolis' Economic Impact study of 2010, each of these patrons will spend $28.38 beyond the cost of their ticket on meals, transportation, souvenirs, concessions, etc. Considering an average ticket price of $34.75 and attendees of Civic's SneakView outreach program attend final dress rehearsals free of charge, Civic audience members alone will generate $1,964,850 in economic activity in the Carmel area. An estimated additional economic impact of $135,000 will be generated through education programs for a grand total of $2,099,850 in economic activity in Carmel due to Civic's presence. Thus, it is clear that the City's support of Civic's operations is a sound investment in the community's overall vitality. EDUCATION In addition to programming on stage, Civic provides exceptional theatre education to over 23,000 community members through classes, workshops, outreach initiatives, and educational productions enhanced by study guides and academic supplements. In Jr. Civic's Education Suite in the James Building, 3,000 students ages 18 months through 18 years study musical theatre in one of over 100 course offerings each year. Civic's educational workshops are unique to Central Indiana in that they are based on BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032 skill development rather than product development. In other words, Jr. Civic students develop essential life skills of communication, teamwork, creativity, et al., as they improve and perfect their performance skills, rather than paying to participate in productions. Civic's philosophy is to create a superior performer through proper technique and intensive study. This approach promotes meaningful and lasting change in the life of each student, whether or not they pursue a career in the performing arts. Additionally, Civic serves the demographics of Carmel by producing student matinees of children's productions to appeal to audience members of all ages. Titles for children's productions are selected based on their appeal to students in grades K-8 and their relationship to current curriculum choices and academic standards. Civic's education department creates educator resources with ideas for classroom activities and discussion topics relating to the show's content, all tied to academic standards. Classrooms from Orchard Park Elementary, Cherry Tree Elementary, College Wood Elementary, Primrose at West Clay, and Northview Christian Church Preschool have already reserved seats for the 2017-2018 season. The availability of inclusive performances expands Civic's typical audience by adding appeal for families of children with special needs. Carefully designed Social Stories prepare these children for the experience of viewing live theatre. Civic is proud to present its first Mainstage inclusive performance during the 2017-2018 holiday production of JOSEPH AND THE AMAZING TECHNICOLOR DREAMCOAT. Each year, over 2,500 high school students benefit from participation in the Young Artists Program (YAP) as performers, students, or audience members. The year-round program allows high school students to participate through workshops that cater to their busy schedules: one -day master classes offered throughout the school year, a cabaret -based summer program with a final showcase in June, and a month-long summer intensive study culminating in public performances during July. All workshops and productions are staffed with working professionals, many of whom possess current Broadway credentials. YAP's workshops have been taught by Josh Kaufman (winner of The Voice), Faith Prince (Broadway's GUYS & DOLLS), and Ryan Breslin (Broadway's NEWSIES). To further include older students in theatre education, Civic Theatre revived student matinees for Middle and High School students with THE COMPLETE WORKS OF WILLIAM SHAKESPEARE (ABRDIGED), Civic's first production in the Studio Theater. 1,000 students from Carmel High School, Carmel Middle School, Cathedral High School, and University High School attended student matinee performances. Each classroom was provided with a pre -show study guide with supplemental information to aide students in understanding each Shakespearean reference in the show. Civic received feedback from teachers and students reflecting on their experience: • "Thank you for including us in your production! You all did an excellent job in making William Shakespeare more approachable to our students. Many of the students thoroughly enjoyed not only the play's script, but also, for many more, your performance of this piece." BOOTH TARKINGTON CIVIC THEATRE 9 3 CENTER GREEN CARMEL, IN 46032 • "In my opinion, this was the most unique aspect of the play; the actors weren't on a stage by themselves acting, they were teaching us, letting us experience the play with them. Instead of going to see a play, I almost feel like we attended an extremely energetic, interactive English class." Due to the overwhelming success of this production, Civic Theatre will produce student matinees for this season's SENSE AND SENSIBILITY (Jane Austen) and AND THEN THERE WERE NONE (Agatha Christie), which is part of the eighth grade curriculum. Civic plans to continue these offerings in the future for academically appropriate productions. OUTREACH Civic's outreach programs target the underserved community with theatre access and education opportunities for individuals who might otherwise never experience live theatre. Storytime with Civic creates opportunities for the early childhood education community to incorporate theatre into their programs through artist interactions in the classroom, Backstage Pass interactive tours of the Tarkington, and tickets to a performance designed for young audience members. Through partnerships with daycares and preschools serving low income populations, Civic involves 4,000 young children in developmental arts education through the continued support of PNC's Grow Up Great initiative. In collaboration with Hamilton County Leadership Academy, Civic launched a targeted expansion of Storytime into rural day care facilities north of SR 32, not only reaching 3- to 5 -year-olds in their facilities, but also providing access to the community resources Carmel offers by transporting them to the Tarkington to explore the City's premier theatre facility. SneakView continues to serve the clientele of social service organizations, including low-income retirement homes, halfway houses, shelters, and mentoring programs by opening the final dress rehearsal of each Mainstage production to these groups. Each year, the program continues to serve a minimum of 2,500 individuals by providing a live theatre experience free of ticket cost. Participating Carmel organizations include the Barrington, St. Elizabeth Ann Seton's Widow's Group, PrimeLife Enrichment, Manor Care at Summer Trace, Carmel Senior Living, and Hazel Dell Christian Church. In addition to serving the young and the young at heart through outreach, Civic provides ticket and tuition scholarships to all children who receive free or reduced price lunch at their school or who can otherwise demonstrate a sincere need for financial assistance. During the 2016-17 season, Civic distributed 1,990 scholarship tickets or tuitions to underserved youth. These are in addition to the 2,490 free tickets distributed via SneakView, 1,978 full Storytime scholarships, and partial scholarships based on need for Storytime with Civic. ADMINISTRATION Civic's staff of nine full-time employees and four part-time employees that manage the Theatre's production and administrative operations on a day-to-day basis. The organization is divided into three main segments: production, education, and administration. Of the thirteen staff members, five focus their energies on the execution of Civic's productions, four are dedicated to education programs and outreach initiatives, and four oversee the administrative processes. BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032 Civic evaluates organizational success on a weekly basis by monitoring various aspects of operations including ticket sales, class enrollment, and contributed income. These statistics are shared weekly at staff meetings for discussion, and measured against historical data to determine the success and vitality of titles, classes, and campaigns. These staff meetings also provide opportunities to share observations of the Theatre's day-to-day operations, troubleshoot challenges, develop best practices, and identify successful initiatives. These evaluations are provided to funders and kept for future reference to ensure Civic's continual improvement. To achieve its financial goals, Civic works diligently to continue existing relationships with patrons and partnering organizations, while constantly exploring opportunities to develop new income streams internally and through external support. Civic has a long history successful, multi-year partnerships with the following entities throughout the Central Indiana community via outreach, sponsorship, or trade Actors Theatre of Indiana Center for the Performing Arts Central Indiana Dance Ensemble Current Publications Drewry Simmons Vomehm Gregory Hancock Dance Theatre Hamilton County Tourism IU Health North Hospital Jonathan Byrd's Catering Mainstreet Investments The Monon Center Pedcor Companies Prevail of Hamilton County REI Real Estate Services Summer Trace Special Olympics of Indiana Telamon Zeller Realty These partnerships represent collaborations to provide arts access and education to underserved students, patron incentives and deals, promotional considerations, and sponsorships of Civic's Mainstage and educational programs. Civic continually seeks new and diverse opportunities to collaborate with community organizations and institutions to create mutually beneficial partnerships that are representative of the neighborhoods we serve. Through a diligent, professional approach to the year-round production of family -friendly theatre and educational programs for all ages, Civic reinforces the vitality of the City of Carmel. Beyond the substantial impact on local economic activity, Civic's offerings improve the quality of life for residents and attract tourism. As a producing theatre company in which every part of the theatrical process is created, developed, and consumed by the local community, Booth Tarkington Civic Theatre looks forward to enhancing the quality of life for Carmel residents with the support of the City of Carmel in the 2018-2019 season. BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032 2011.12 2012-13 2013-14 2014.15 2015.16 2016.17 Hamilton County Patrons 39.6% 42.0% 47.2% 41.1% 45.6% 45.2% Marion County Patrons 44.8% 39.1% 30.4% 36.3% 34.1% 32.9% Other Central Indiana Patrons 10.4% 13.3% 13.0% 16.7% 11.9% 12.2% Outside Central Indiana Patrons 5.2% 5.6% 9.4% 5.9% 8.3% 9.8% Total Patrons Served 45,606 52,624 54,006 52,877 56,380 54,321 Through a diligent, professional approach to the year-round production of family -friendly theatre and educational programs for all ages, Civic reinforces the vitality of the City of Carmel. Beyond the substantial impact on local economic activity, Civic's offerings improve the quality of life for residents and attract tourism. As a producing theatre company in which every part of the theatrical process is created, developed, and consumed by the local community, Booth Tarkington Civic Theatre looks forward to enhancing the quality of life for Carmel residents with the support of the City of Carmel in the 2018-2019 season. BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032