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HomeMy WebLinkAbout01-23-19-35/Arts Grant/M3 Theatre CampRESOLUTION NO. BPW 01-23-19-35 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 LAI 2019. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY: I ryn NOf James Brainard, Presiding Officer ATTEST: Christine Pauley, Clerk -Treasurer Date: SAE Bassft DocunoftlBPW-Resoluuons120191Aclaiowledge Arts Gram M3 Theatre Camp.d-1/14/20193:16 PM ARTS GRANT PROGRAM AGREEMENT This Grant Agreement (herein referred to as "Agreement" entered into by and between the City of Carmel (the "City") and (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, Abol an authorized representative of Grantee, have applied fora 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, agrees to grant $ 2,000.00 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. Generally, the 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. The City of Carmel may, however, make exceptions for start-up organizations that have been in existence for three (3) years or less. 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); s 5. Any audits, reviews or compilations available describing the financial condition of the Grantee, 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. Said review or audit, if requested, shall be performed by a Certified Public Accountant ("CPA") who 2 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. 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). 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. 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 City 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 and 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 22-5-13. 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. 7 14. Relationsbip 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: lwj�AN("Grantee") By: Si nature) Printedt6lbffigd-,- Date: l � 1 q CITY + CARMEL ("Grantor") l By: James Brainard, Mayor Date: 1-7-2019 ATTE T: Date: 1-7-2019 If you have any question concerning the City ofCarmel's 2019 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,;kiib c 2r camidin4ov. 4 Exhibit "A" An Application and Description of the Proposed Use of the Grant Funds APPLICANT: Name of organization: Address: a up—U`1-15n Fax: Contact Person: Email: APPLICATION AMOUNT: $ LQ, 3 cc, Oo DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS: By: l'rir Titl Dat (Additional pages may be added to Exhibit "A") Attachment to Exhibit "A" M3 Theatre Camp is a young and growing Musical Theatre Company for children between the ages of eight and fourteen. M3 Theatre Camp is unique because it gives all students, regardless of their level of talent or skill the opportunity to experience Musical Theatre as performers. This summer, students will have the opportunity to participate in a three-week camp that will meet from 9am-2pm each day. During camp students will learn about and participate in the following activities: acting, singing, stage movement, theater terminology, dancing, the audition process, set design, and team- work! This year students will learn these skills through producing and performing "Mulan Jr." This past summer's production of "The Lion King, Jr." was a rousing success thanks to the generous support from the community, including the Arts Grant received from the City of Carmel. Our parents also provided valuable support not only financially, but also by volunteering to sew costumes, work backstage, assist during rehearsals, paint, and provide snacks. Our goals for 2019 are to keep camp tuition reasonable for families and to rely less on donations from parents, so they can focus on seeing their children shine on stage. In order to accomplish this, we need funds for costumes, makeup, art supplies, sets, lighting, programs, scripts, music, and our performance venue. This year we will be renting space from Midwest Academy, a small Carmel school, for our final week of rehearsal and two performances. M3 Theatre Camp is grateful for past support from The City of Carmel, Meridian Music Company, Meridian Music School, parents, and other members of the Community. We are looking forward to continued growth and learning, and we are thrilled to be a part of the rich Arts Community that already exists in Carmel. Grant funds would be used to cover the following expenses: MIDWEST ACADEMY Multi -Purpose Room Rental: $2500.00 "Mulan, Jr." Show Kit: $1300.00 Costumes: $1,000.00 Makeup: $100.00 Props, sets, and backdrop: $1,000.00 Programs & Ticket Printing: $400.00 M3 Theatre Camp 2019 BUDGET Total Expenses $22 880 00 VENUE CAMP INSTRUCTORS Room and hall fees $2,500.00 Directors $11,500.00 Lighting $250.00 PRODUCTION Costumes $1,000.00 Makeup $100.00 PRINTING Props $500.00 Program $400.00 Sets/Backdrop $500.00 Tickets $10.00 Show Kit/Rights $1,300.00 Forms $5.00 CAMP FUNDRAISING Snacks $150.00 Food $1,000.00 Office Supplies $75.00 Decorations $200.00 Venue $2,500.00 ADVERTISING Concessions/Flower Sales $150.00 flyers $200.00 Website $40.00 Digital Advertising $500.00 M3 Theatre Camp Income 2018 Direct Public Support/Donations 2775.46 Camp Tuition 12644.97 Ticket Income/Camp Show & Fundraiser 2652.51 Carmel Arts Grant 2000.00 TOTALS $20,072.94 STATE OF INDIANA ) ) SS: COUNTY OF HAMILTON ) AFFIDAVIT 6� I, 'JIMan authorize d representative of (- ("Grantee"), being first duly sworn upon my oath, state that pursuant to paragraph 8 of the City of Carmel Arts Grant Program Agreement, all income of Grantee, including a City of Cannel arts grant, if applicable, revenue of sales, and/or ticket revenue, etc., in the Grantee's fiscal year ending 2018 or calendar year ending 2017 totaled 1•�j Subscribed and sworn to before.r►ie, the undersigned Notary Public, this l day of �Q , 2018. Srgnat /-11 tary Public PrintedName j^ WLtcie, Resident of arili to YJ County, Indiana My Commission Expires: eRV ua NOTARY PURS SEAL HAMILTON COUNTY, STATE OF P0011 A MY COMMISSION EWES KBRUARY 18. 2M Exhibit G End of Year Report M3 Theatre Camp was honored to be the recipient of a Carmel Arts Grant of $2,000.00 in 2018. When we applied for the Grant, we had the following expenses in mind: The Cat Theater Rental, Lighting, Costumes, Makeup, Props, Sets, Backdrop and Program Printing. In 2018 our rental fee for The Cat Theater was $1200.00 for a week of camp. We were fortunate this past summer that a student intern at The Cat volunteered to manage the lighting and sound for the production of The Lion King, Jr. This allowed us to go a bit over our budget for costume, prop and set items. In years past, our camp relied heavily on parents to come up with most of their child's costume for the show. This year we were able to take some of that burden off of the parents and budgeted $500.00 for costume items We actually exceeded this budget, and we purchased a variety of materials that one of our talented parents turned into beautiful animal costumes. In addition, we were able to purchase new makeup and brushes to create a makeup look to go along with the costumes. Not only have we relied heavily on parents in the past to provide costumes, we also relied on parents to donate items for props. Though we still had parents who happily donated some items, we were able to budget $500.00 for props, sets, and the backdrop. This year our set designer and students were able to do much more than create a backdrop, they created an actual set with scene changes. They were able to make pride rock, trees, tumbleweeds, and more. Please see the photographs of costumers, makeup, and sets below. Finally, we were able to spend a little extra money to use the Playbill Template and name. These programs looked much more professional, and parents really enjoyed having them as keepsakes. All of the items that we were able to purchase contributed to the quality of the show, the enjoyment of the campers, and more convenience for parents. The Lion King, Jr. was a lofty goal for such a small and new organization. Thanks to the generosity from the City of Carmel, M3 Theatre Camp accomplished that goal! M3 Theatre Camp j $ �— `—"The Lion King, Jr."