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HomeMy WebLinkAbout01-23-19-19/Arts Grant/Carmel Klavier, IncRESOLUTION NO. BPW 01-23-19-19 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 2019. CITY OF CARMF.i ., INDIANA By and through its Board of Public Works and Safety BY: von James Brainard, Presiding Officer ATTEST: AZ�404 Christine Paulev, Clerk -Treasurer Date. S:1E Bass\My Documents\BPW-Resolutions\2019Mckmwledge Arts Grant Carmel Klavier, Inc..do"1/14/2019 3:10 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 Carmel Klavier, Inc. (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, 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, agrees to grant $ 25,500.00 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. 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 f'or 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, 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 22-5-1.7. 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: Carmel Klavier, Inc. ("Grantee") By: O*gam 9 (Signature) / Printed Name of Officer: Z4l (Y / 9PO w!2 Title: Date: 7-4 7-4 CITY/I CARMEL "Grantor") ' By: James Brainard, Mayor Date: 1-7-2019 ATTE T: ��aktr, K — n Date: 1-7-2019 If you have any question concerning the City of Carmel's 2019 Arts Grant Program, grant suiting, guidelines or application materials, contact: Sharon Kibbe, City of Carmel, One Civic Square, Carmel, IN 46032, Phone: 317-571-2483. skibbe(r-Pcarmel.in.gov. 4 Exhibit "A" An Application and Description of the Proposed Use of the Grant Funds APPLICANT: Name of organization: Carmel Klavier, Inc. Address: PO Box 322 Carmel, IN 46082 Telephone: Fax: Contact Person: Email: Info@carmelklavier.com APPLICATION AMOUNT: $ 25,500.00 DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS: Funds granted by City of Carmel for this application will be used to underwrite the annual production of the Carmel Klavier International Piano Competition for Young Artists. This past June, the fifth year of the competition, over 1,000 semifinalists ages 5-18 travelled to Carmel to attend the competition, along with their families, guests, and honorable adjudicators. While many of these semifinalists were from Indiana, they also came from 16 other States of the Union, and 15 other countries. For their exertions, semifinalists were awarded approxmately $20,000 in scholarships. In addition, 55 selected finalists won a variety of additional prizes and scholarships, as well as priceless opportunities to perform in prestigious venues, both at the Palladium in Carmel and other notable concert halls around the world. Carmel Klavier's competition has rapidly grown since its inception in 2014, when 90 young pianists from five countries came to compete for prizes and prestige in Carmel's arts facilities. During that short time, CK has established itself as one of the highest profile piano competitions in the world, particularly for youth. In the process, it has brought great international renown and recognition to Carmel. We hope to maintain this growth in size and prestige into the coming years with the continued aid of the City of Carmel. By: (,�1ZWW' YJ✓r�U`y Printed Name of Officer: 16t4/rel t' MX)A — Date: (Additional pages may be added to Exhibit "A") 4CARMEL,, INTERNATIONAL PIANO COMPETITION FOR YOUNG ARTISTS November 28, 2018 Carmel Klavier PO Box 322, Carmel, IN 46082 • lnfo@carmelklavier.com Mr. Jim Brainard, Mayor Carmel Arts Advisory Committee 11398 Regency Lane — Third Floor 1 Civic Square Carmel, IN 46032 Dear Mayor Brainard & Carmel Arts Advisory Committee: I write on behalf of the Carmel Klavier International Piano Competition for Young Artists (CK). In addition to the Arts Grant Program Agreement, please find the following documents to support our request for grant money for the June 2019 competition: • The Grant Agreement-Applicaion-Affidavit (Exhibit A) • CK's budget for the 2019 fiscal year (Exhibit B) • Certified copies of CK's incorporation as a not -for -profit corporation under state law (Exhibit C) • CK's not -for -profit determination letter from the U.S. IRS (Exhibit D) • CK's most recent available IRS Form 990 (Exhibit E) • A list of Ck's board of directors and officers (Exhibit F) • A Year End Report from the previous year (Exhibit G) including ■ 2018 Award recipients and testimonials ■ Year end financial report for 2018 CK respectfully requests $25,500 to defray expenses toward our 2019 proposed budget, most specifically rental fees for use of the Center for the Performing Arts in 2018. Our narrative supports this request, based upon the growth / educational outreach of our mission with five successful years behind us. Thank you for your consideration of this request. Most sincerely, Irina Gorin, President Carmel Klavier Committee EXHIBIT B 2019 Carmel Wavier Budget Categories Estimated Revenue Application Fees (including Accompanist Fee), Master Classes, Individual lessons and Lecture) Ticket sales Advertising income Event Sales & Auction Total Estimated Revenue Estimated Expenses Marketing & Advertisement Local Publications, Radio Ads Sponsor banners Website design & maintenance Design cost of the Programs Video and Photography Materials Professinal photographer fees Salaries and Wages Development Coordinator/Fundraiser Judges fees including traveling expenses Professional fees - Administrative assistant Accountant (2018 Promotion) Operating Expenses & Office Supplies Moving expenses (4 pianos) Tuningfee s Envelopes, ink, postage PO Box-USPS PayPal Fee Programs for the Competition - Printed Rental Fees Piano rental (5 pianos) Facilities- Studio Theater& Palladium Meals Volunteers Judges Prizes (cash & Trophy & Plaques) Scholarships for International Students and Teachers Needs based scholarships Miscellaneous expenses Insurance - non -employee Total Estimated Expenses Total Estimated Net Income Estimated Fundraisings and Sponsorships Local Government grants Indiana Arts Commission Grant Other Sponsorships & Donations Total Estimated Fundraisings and Sponsorships Net Income After Fundraisings and Sponsorships Amount Estimated $39,000 $4,000 $3, 500 $1,300 $47,8W $4, 500 $1,000 $10,000 $750 $1,000 $4, 000 $30,000 $25,000 $10,000 $2,000 $4, 000 $1,500 $700 $300 $1,200 $1,200 $2, 500 $20,000 $1,000 $1,000 $30,000 $8,000 $1,000 $1,000 $1,000 $162,650 -$114,850 $30,000 $5,000 $80,000 $115,000 $150 STATE OF INDIANA SS: COUNTY OF HAMILTON AFFIDAVIT I,�an authorized representative of Barr 1 e j l ab)er ("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 Carmel 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 $ 77,246.00 C/; �11' Signature /_� Printed Name Z� Subscribed and sworn to before me, the undersigned Notary Public, this aPA:-h� day of 2018. P& SHARON M. KIBBE i Resident of Hamilton Co. UUEA My Commission Expires July 12, 2026 1M. E I kj'ol Signature - Notary Public Printed Name Resident of My Commission Expires: 11 County, Indiana Kibbe, Sharon From: Laurel Brown <laurelsbrownkwagent@gmail.com> Sent: Thursday, November 29, 2018 2:51 PM To: Kibbe, Sharon Subject: Carmel Klavier Grant Proposal "Exhibit G" Year end review (2018) Attachments: Carmel+Klavier+Inc_Statement+of+Activity 2018 (2).xlsx Hi Sharon, The representatives of the Carmel Klavier International Piano Competition would like to thank the City of Carmel for the Grant funding Carmel Klavier received, in the amount of $12,000, as a recipient for the year 2018. Please see the attached Year end review for how the funds were allocated (They are highlighted in green). In summary, our two greatest expenses were the facilities expense at the Center for Performing Arts and awards/prizes provided to the participants; both of these items are a priority since they are both huge attractions for participants to come to Carmel to compete in this event. The Judges compensation and travel expense is also a priority to attract and maintain the highest level of adjudicators. Out of necessity, this expense was scaled down and supported a bare minimum payment to Judges in 2018. Judges payments must also be competitive worldwide so that Carmel Klavier's reputation reflects the best competition to be to be a faculty member of, internationally. These along with the remaining operational items are shown based upon a percentage of total expenses. Thank you for the opportunity to once again request funding for this very special event. We are excited about the future plans for Carmel Klavier to become sustainable and remain a fixture as an Arts event in the City of Carmel. Best Regards, Laurel Brown Director of Development Carmel Klavier International Piano Competition 317-408-6018 Laurelsbrown&kw.com Email secured by Check Point Carmel Klavier Inc Statement of Activity January 1 - November 29, 2018 Revenue Donations and Sponsorships event sales Non -Profit Revenue Registration Fees (including accompanist fees) Sales of Product Revenue Total Revenue Gross Profit Expenditures Accompanist fee Advertising & Marketing award/prize expense Bank Charges & Fees equipment rental facilities expense Insurance judge compensation judge travel expense Legal & Professional Services mailing/shipping expenses Meals 8 Entertainment Office /general administrative expenses Paypal fees percent of sales expense printing expense Teaching Fees ticket sales charge Trophy/Award Certificate Expense Total Expenditures Net Operating Revenue Net Revenue Total 27,979.46 This include $12,000 grant from City Carmel 5.260.00 928.48 38,620.00 4,458.19 $ 77,246.13 $ 77,246.13 City Grant Allocation % of Exp. $12,000 580.00 0.86% $103.00 509.57 -.: 0.75% $90.49 17,350.00 25.68% $3,081.18 150.00 0.22% $26.64 53.50 0.08% $9.50 17,925.88 26.53% $3,183.45 195.24 0.29% $34.67 6,829.26 10.11 % $1, 212.80 3,530.00 -. 5.22% $626.89 9,170.00 13.57% $1, 628.50 100.03 0.15% $17.76 828.82 1.23% $147.19 2,806.59 4.15% $498.42 928.48 1.37% $164.89 301.62 ` < 0.45% $53.56 623.78 0.92% $110.78 1,912.50 2.83% $339.64 908.03 1.34% $161.26 2,868.28 4.24% $509.38 $ 67,571.58 $12,000.00 $ 9,674.55 $ 9,674.55 Thursday, Nov 29, 2018 10:15:36 AM GMT-8 - Accrual Basis M ✓ Exhibit G — Year End Review — Award Recipients a- ARMEL7 INTERNATIONAL PIANO COMPETITION FOR YOUNG ARTISTS Carmel Klavier PO Box 322, Carmel, IN 46082 • Info@carmelklavier.com 2018 Award recipients SPECIAL AWARDS Contemporary Composers Katherine Yaya Wang, $100 Clavis Piano Competition Alexander Chen, $125 Invitation Sophaia Prabhu-Hensley, $125 Grace Tubbs International Camp Award Second Prize Peter Jakiche Solo Category Ovie Nirgudkar Audrey Zhang, $75 Mariana Gomez Catherine Cai, $75 Catalina Londono Harmon Balorda, $150 Mariana Gutierrez Grace Yang Duet/Ensemble Category Nicole Okhrimenko Minerva Cao/Erica Lai, $80 Asaf Finkel Ariel Lyanda-Geller/Jack Ma, Christian Esteban $100 Sophaia Prabhu-Hensley Grant Mu/Brian Pho/Anthony Pho/Isaac Qian, $100 Gara Garayev Issac Qian, $250 Concerto Category Minerva Cao, $100 Micah Young, $125 Jason Yang, $80 Micah Young, $80 Contemporary Composers Julia Herstein, $75 Elena Cobb Star Prize Event Grant Mu, $75 Catherine Cai, $75 Issac Qian, $100 Lauren Lo, $75 Micah Young, $100 Minerva Cao, $75 Third Prize First Prize Solo Category Duet Category Jessica Xie, $50 Katherine Wang/Lauren Lo, Rio Akachi, $100 $100 Etien Balorda, $125 Rio Akachi/Sophaia Prabhu- Grace Tubbs, $100 Hensley, $120 Duet Category Audrey Zhang/Olivia Zhou, $60 Concerto Category Grace Yang, $100 Ariel Lyanda-Geller, $100 Contemporary Composers Lauren Lo, $50 Richard Gao, $75 Honorable Mention Solo Category Micah Young, $50 Duet Category Julia Herstein/Elizaveta Folkin, $40 Concerto Category JeFauna Zhu, $25 Grace Tubbs, $75 Contemporary Composers Olivia Zhou, $25 Catherine Cai, $25 Erica Lai, $25 Minerva Cao, $25 Jason Yang, $50 Bohua Peter Zhang, $75 Exhibit G — Year End Review — Award Recipients Quotes from participants of Carmel Klavier Alexander Chen, first prize winner of the Contemporary Composers Intermediate A2 category and third -time participant from Carmel, IN "It's very exciting to see all of the competitors and what I learn here. It's also very good experience for the future. It's also very fun to see who's out there and competing and what you can do next year to make it. It's a very good experience to see what competitions will be like in the future." Tina Hoffman, second -time volunteer from Carmel, IN "Because my son plays piano, I really want to see the competitors, how they do, what they do. While I was backstage, I talked to some competitors; it's pretty amazing. I want my son to be ready. Maybe I'll send him to the competition in the near future." Lin Kai Zhang, first place winner of both Solo Intermediate B2 category and Concerto Intermediate category, first-time participant from Vancouver, Canada "It's much more complicated and grander than those regional competitions. For example, there are multiple judicators which makes it fairer. I like how these international competitions, they have Judges' Concert; we're not only ones playing, so I feel calmer. I think it's a really good experience meeting new people. You get to listen to new pieces and interpretations; it's a good competition! Mother of Emily Yang, grand prize winner of the solo elementary category, first place winner of the Contemporary Composers elementary category, featured composer award recipient, and first-time participant from Albuquerque, New Mexico "The competition is very well organized with so many volunteers. It's the best competition I have ever had for her!" Saul Ibarra Ramos, grand prize winner of the concerto advanced category, second prize winner of the solo advanced B2 category and first-time participant from Guadalajara, Mexico "I've been to a lot of competitions, but this one is particularly well -organized and well-done. I really like the piano. The Palladium is really beautiful, and it's an amazing opportunity." Derek Chung, recipient of the China -ASEAN Art College scholarship, first prize winner of the solo advanced 82 category, second prize winner of the concerto advanced 82 category, first-time participant from Long Grove, IL "It's very enlightening to be livestreamed and watch the other contestants while you play. I think other competitions you spend a lot of time in the practice room by yourself, but you're not really exposed to the other competitors. I think this competition allows participants to be exposed to other performers." Peter Takacs, first-time judicator of Carmel Klavier, concert pianist and Professor at Oberlin Conservatory of Music "It's been a pleasure to be in Carmel. I've been very impressed with this event. I've enjoyed my colleagues a lot. We've been judging together and chatting and it's always a pleasure to catch up with your peers. The level of the playing varies, of course, like it does everywhere, but in many cases, it's kind of amazing to hear an eight -year -old, nine -year -old play really beautifully and brilliantly and with a lot of involvement. I know that this event is about five years old, so I think in many ways it's kind of amazing that it's achieved such presence in the musical world for young kids. It's really been a pleasure."