Loading...
HomeMy WebLinkAbout01-17-18-12/Arts Grant/CYTRESOLUTION NO. BPW 01-17-18-12 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 , 2018. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY - 1 (9_� � (_� /� � ' 1 James Brainard, Presiding Officer Burke, Iylem Date: Lori S. Watmb on, Date: I SAE BasstMy Documents\BPW-Resolutions\201 TAcknowledge Ans Grant VOCE•d0"1/9/201811:53 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 CYT (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, Laura Baltz f 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 $ 2,500.00 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 wan -ants 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). 2 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 he 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: y, t Printed Name of Officer)Laura Baltz Title: Managing Director Date: 11/28/17 CITY OF CARMEL ("Grantor") By: James Brainard, Mayor Date: -)- 3 Q eG .2 ©/'?- AT EST: N2jm � �-r l Date: 112 •-12-j 0q0 l 7 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 Cannel, One Civic Square, Carmel, IN 46032, Phone: 317-571-2483, skibbeC&.carnel.in.eov. 4 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: CYT Address: 1950 East Greyhound Pass, Suite 18 Carmel, IN 46033 Telephone: 317-721-2497 Fax: Contact Person: Laura Baltz Email: Ibaltz@cytindy.org APPLICATION AMOUNT: $40,700 Not to exceed 1/3 of previous year revenuerncome DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS: We're requesting $40,700 in funding to give us the ability to continue our programming even with our increased levels of participation. For our winter session this year, we are 33% up from last year's enrollment. This requires more staff, more supplies, more props, more costumes, etc. We anticipate this increase to be around $30,000 next year. Registration fees will cover about 30% of this amount, so $21,000 in funding to maintain our current program quality. New program objectives all surround more immersion with our community, which is the number one priority for our Board of Directors. These objectives include: Adding one additional school day show to our season lineup. Currently, we offer one show per year, which sells out quickly. All Carmel schools are invited to attend free. The additional cost for staff, royalties and theater rental for this additional show is estimated at $2,500. Ticket sales from non -Carmel schools account for approximately $800, so the net additional cost is $1,700. • Offering free tickets to Carmel nursing homes and senior centers for our final dress rehearsal of each show. This would mean adding additional staff to both plan and oversee the evening. This adds about $450 per show for a total of $1,800. • Launching three CYT@School programs in the coming year. With instructor fees, supplies and $200 in scholarships per school, the total projected cost is $4,200. • Hiring a Part -Time Development and Community Outreach Coordinator to better allow us to serve the community of Carmel and potentially raise enough funds to perform locally in one of Carmel's theaters. This cost is projected at $12,000. This funding would allow CYT to greatly increase its impact in the community and would make such a difference to our students, families and staff. Name of Offer: Laura Baltz Title: Managing Director Date: 11/28/2017 (Additional pages may be added to Exhibit "A") EXHIBIT A CYT CYT is an innovative, education -based children's theater troupe located in Carmel, Indiana. We serve more than 485 families annually, with the highest percentage residing in Carmel. Each year, we hold more than 50 classes for students between the ages of 4 and 18 in singing, dancing, acting, improv, play -writing and more. We also produce five shows each year for kids from 8 to 18 that entertain more than 9,000 patrons annually. All this, in conjunction with our ten summer camps at five locations, is accomplished with kindness, caring, and a true belief that the growth of our kids is always more important than the actual production. That being said—the shows are amazing! We hire local directors, set designers and builders, costumers and musicians to deliver a kids show that rivals most adult productions. "People come to CYT thinking they're seeing a children's theater production. They leave blown away, having just experienced something with a professional theater quality."–Tony Johnson, Director. CYT never discriminates based on religious belief, age, disability, ethnicity, gender or sexual orientation. CYT is a safe place for kids. A large percentage of our students have issues at school with bullying, trouble finding friends, and a real need for a place where they belong. Many of our students fall on the autism spectrum. "Music and theater students face a significantly greater risk than their non -arts peers of reporting being the victims of bullying behavior, " write Kenneth Elpus of the University of Maryland and Bruce Allen Carter of Florida International University. CYT works hard to keep bullying, social clicks and negative talk to a minimum. "I'm really proud to be one of the people the Coordinators turn to when a new student arrives at CYT. They tip me off that the student is new, and I gather a group to greet them and hang out with them so they feel comfortable. It's one of my favorite things about CYT— no one ever stands alone in a corner or eats lunch by themselves. " -Maria, Age 17, Carmel. CYT offers a unique opportunity for all students with varying theater experience. CYT does not make cuts after auditions. Every child who wants a place on our stage has a place on our stage. Every role is important and crucial to the show. "Thank you for not leaving any of our kids behind. After being cut from other theater programs and being heartbroken, my daughter can finally live one of her dreams and be on a stage." -Lora G, CYT Parent, Carmel. "My granddaughter was skipping classes, physically harming herself, and talking about ending her life after her parents' divorce. I didn't know what to do. We tried CYT and she was welcomed with open arms. She became more confident and her grades went up almost automatically. CYT might literally have been a lifesaver for her."—Eloise T, CYT Grandparent "CYT has given my daughter an extended family, a place to be herself and a love of performing arts. She discovered other kids who she could relate to when she was struggling to relate to her classmates. This was invaluable to her self-esteem. I am forever grateful for the gifts of friendships and love of the performing arts that CYT has given to my daughter."Ann S., Carmel. CYT gives back to our community and builds leaders. For each show, CYT hosts a "Bringing Art to Life" project. Each of these projects encourage our kids to use their talents to bring joy to others in their community. Over the past year, our casts have given coats to those in need and volunteered on site at a local Carmel Coats for Kids event; they've sang for Riley Kids; they've collected swimsuits and summer play items for local at -risk youth; they've planted a garden and donated the fresh fruits and vegetables to a Carmel food pantry; and they can't WAIT to sing at Carmel's inaugural Christkindlmarkt. "Thank you for coming to sing for our patients today. We'll broadcast your performance for the next three months to students in all our Riley Hospitals. The energy and kindness your students showed warmed our hearts." -Amanda R, Riley Employee CYT donates tickets to every nonprofit organization who makes a request. Last year, we donated more than 150 tickets to our shows, all of which benefited local silent auctions/fundraisers. CYT visits Carmel's nursing homes and senior centers to perform for the residents. `It's so great to see our clients dancing and snapping their fingers. And your kids were so kind and took the time to talk to them and let them take photos. It made their day!" - Regina K., Bickford of Carmel Many of these projects are led by our HYPE (High School Youth Pursuing Excellence) Team. This group, made up of our oldest kids, is trained to plan and execute our charitable endeavors, recognize and react when one of our kids might need some special attention or a shoulder to lean on, and build teams that encourage positivity, collaboration and equality. These high school students also plan and run our warm up circles prior to rehearsals and performances, gaining invaluable leadership qualities that carry them into the future. "My son isn't active in sports or a lot of high school activities. I was so thankful that he had CYT and his HYPE experience for his college applications. You've allowed him to be so much more well-rounded."—Robyn Y, CYT Parent CYT loves Carmel Clay Schools Since the majority of our kids attend Carmel Clay Schools, we are proud to offer free admission to our CYT's School Days shows to all the public schools in Carmel. Our most recent show, James and the Giant Peach, welcomed more than 300 Carmel students free of charge during a 10:30 a.m. Friday show. "Your musical and teaching guide was the high point of our first quarter. To have my kids see other kids their age on that stage singing and dancing was so inspirational. We don't have a lot of money for field trips, so we're eternally grateful and can't wait until next year!" –Second Grade Teacher, College Woods Elementary, Carmel. In January, CYT is producing 12 Angry Jurors, and once again inviting all Carmel Schools for free, with a focus on high school government classes. After the show, we have two jury experts (both Carmel residents) who will hold a question and answer session with the students about the fictional case in the show and Indiana's jury process. Funding is crucial to our mission CYT loves Carmel and Hamilton County. Running a theater in this area eliminates us from many of the Indianapolis based funding opportunities. When we weigh making the move, however, we always feel as though our partnerships in this community far outweigh any monetary gain that might come our way if we moved to Indianapolis. We diligently work to keep our costs down—We're proud of and thankful for more than a dozen Carmel partnerships (including Mathnasium of Carmel, Carmel Community Playhouse and Gregory Hancock Dance Studios) which give us free rehearsal and performance space. In addition, we partner with other local theaters to trade many of our costumes and props and all our warehouse space is donated by community members. Our funding currently includes several local corporations who kindly serve as season sponsors, paid advertising in our 15+ page show programs, and additional support from our families and alumni. One hundred percent of our Board of Directors give financially in addition to donating hours of their time to our mission. Even with this overwhelming community support, royalties, salaries for teachers, directors and staff, props, costumes and set supplies increase each year. With another anticipated increase in students and the rise in supply costs, we anticipate next season's costs to rise more than 20%. We are requesting funding to help underwrite our 2018-2019 season, in addition to building some new, much needed community programming. In addition to continuing with the quality programs already offered, we would also like to expand many of our current programs: • We want to offer School Day Shows for our winter and/or spring musicals, allowing more Carmel schools to take advantage of our free ticket offer. An increase of 600 Carmel students is our goal for our 2017-2018 season. This increase comes with higher costs—staffing, theater rental and royalties increase with each show added. • We're hoping to start a program for Carmel nursing homes and senior centers so their residents could attend our last dress rehearsal free of charge. (This is not only great for the seniors, but also lets our students practice in front of an audience one night earlier.) This would also increase staffing costs, however. • We would like to offer a CYT@School program to Carmel schools. This brings quality, experienced theater instructors into the kindergartens and grade schools for a low cost, after school program. Each class costs approximately $500/session and we would like to offer $200 in scholarships to each school so it can be affordable for all students. • More students and more programming cannot be successful without more staff. We currently operate with only one full time staff person, four part time staffers and several contract teachers and artistic team members. Our wish for next season is to hire a part time development person to increase in-kind donations and a part time community outreach coordinator to help us accomplish more in the community. (For example, last summer we wanted to participate with a booth at Carmel Fest, but all our teaching staff and directors were involved in summer camps. An Outreach Coordinator would have allowed us the resources to do this. In the past, we employed this position but had to cut this line item from the budget due to increased costs in other areas.) • Our families would love for us to perform our shows in Carmel. That being said, the costs of Carmel High School or the Booth Tarkington Theater are much higher than we currently pay. We are striving to increase our funds so we can perform at least one show in Carmel during our 2018-2019 season. As one of the largest children's theaters in the Midwest, we are honored to call the City of Carmel, Indiana our home. Your funding would be invaluable to not only the continuance of our programming, but to CYT's growth and impact on our community. Thank you for your consideration.