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HomeMy WebLinkAbout01-23-19-29/Arts Grant/Indiana Wind SymphonyRESOLUTION NO. BPW 01-23-19-29 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. NOW, THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as follows: 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. d SO RESOLVED this day of Gv , 2019. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY: ,6,9 � 4- James Brainard, Presiding Officer Mary jBurke, Mern ver I Date: / Lori S. W Date: ATTEST: �� i Christine P uley, Clerk -Treasurer Date: SAE Bass\My Documents\BPW-Resolutions\2019\k wledge Ads Grant Indiana Wind Symphony.dooct/14/2019 3:14 PM . s`m�"IX ARTS GRANT PROGRAM AGREEMENT This Grant Agreement (herein referred to as "Agreement") entered into by and between the City of Carmel (the "City") and Indiana Wind Symphony (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: That on behalf of Grantee, a not -for -profit corporation, 1, Jennifer Jansen 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 $ 41,000.00 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 filly 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, most recent available IRS Form 990, and the attached Affidavit (EXI IIBIT 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 finds 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 2019 Arts Grant Application Request November 30, 2018 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: Indiana Wind Symphony ("Grantee") By: Printed ame o Officer: Jennifer Jansen Title: IWS Board President Date: 11/30/2018 CITY CA ("Grantor") By: , James Brainard, Mayor Date: 1-7-2019 G ST: j 1� Date: 1-7-2019 If you have any question concerning the City of Carmel's 2017 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, skihbe@cannel.in.eov. 4 2019 Arts Grant Application Request November 30, 2018 Exhibit "A" An Application and Description of the Proposed Use of the Grant Funds APPLICANT: Name of organization: The Indiana Wind Symphony Address: P.O. Box 78592 Indianapolis. IN 46268 Telephone: 317.902.9479 (Jennifer Jansen) or Kayla Martin (317).200.4694 Fax Contact Person: Jennifer Jansen. President of the Board of Directors and Kayla M. Martin. Development Manager Email: ienniferjansen&gmail.com_kmartin&indianawindsyml2hony.orb_ APPLICATION AMOUNT: $44,800 DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS: The Indiana Wind Symphony (IWS) has entered its 21st season of performing as Indiana's premier adult concert band under the musical direction of Dr. Charles Conrad. Since 1997, the IWS has established a nationwide reputation for the extraordinary quality of our performances. Our membership consists of 80 trained symphony musicians who volunteer their time and talent to make this musical experience possible, and help us fulfill our mission to present artistic performances of significant music for band and wind ensemble to the Central Indiana community. Our performances bridge the musical heritage of the classic community band with the innovation of a contemporary wind ensemble repertoire. Over the last decade, the IWS has graduated from playing in high school auditoriums to establishing a more permanent home at The Center for the Performing Arts in the City of Carmel. As one of six resident companies, we continue to invest in the promotion and success of the City of Carmel. We are requesting $44,800.00 to provide funding for the following mission -critical initiatives that have made the IWS an asset both to the Performing Arts Center and the greater City of Carmel: General Management Over the last twenty years, the IWS has continued to deliver high quality performances of challenging repertoire, which has required significant time, general management, and capital investments. The ensemble's transition to being a resident ensemble at the Palladium and its related organizational growth has occurred almost exclusively with an entirely volunteer board and music director overseeing all operations of the organization. During the 2017-2018 season, a Marketing Coordinator was hired to coordinate all marketing and outreach efforts for the organization. This position oversaw a 37% increase of our individual ticket buyer base over the 2019 Arts Grant Application Request November 30, 2018 prior season. In June 2018, this position expanded to include individual and corporate fundraising efforts. With a portion of the total grant funds requested, the IWS will continue to refine and implement our strategic vision to grow concert attendance and increase corporate and individual relationships and monetary contributions. Marketing and Community Engagement Marketing In recent seasons, the IWS has focused on increasing attendance through outreach and targeted marketing. Since 2016, the IWS has continued to increase brand awareness throughout the community through targeted direct mail and radio advertising, social media, community engagements, and special events. In order to effective assess the productivity of these brand marketing efforts, we will continue to utilize marketing and advertising tracking vehicles such as promotional codes and discount ticket offers. We have also begun to survey patrons following individual concerts. We anticipate that this patron feedback will be invaluable in identifying additional opportunities to better serve our audience and our community, both in terms of future performances and educational opportunities. Community Engagement and Partnerships The IWS is a resident ensemble at The Center for the Performing Arts, but its performances are not limited to that location. The IWS is proud to offer free community concerts at the Carmel Gazebo each year during the summer months. Our performances provide a fantastic opportunity for members of the general public to become IWS patrons outside of the traditional season. Each June, we present a Side -by -Side concert. Advanced young instrumentalists in grades 9-12 from throughout Central Indiana are invited to rehearse and perform alongside IWS musicians in each instrument section, developing a musical working relationship as they prepare and perform band and wind ensemble repertoire of the highest caliber. Traditionally, the Side -by -Side concerts have been held at the Carmel Gazebo. During the 2019-2020 season, the IWS will include a Side -by -Side concert in their performance line-up held at the Palladium, in order to provide the students with an even more professional experience. From 2015-2017, the IWS coordinated and hosted the Celebration of Bands, a two-day event celebrating eclectic concert band and jazz band repertoire. This free general public event hosted in the City of Carmel provided accomplished musicians and bands with the rare opportunity to play at a premier arts event and entertain a large public audience. Area schools and students of music have enjoyed the opportunity to engage and learn from accomplished musicians. Currently, the IWS is considering how best to implement components of this community event into their 2019 summer performances. Since Fall 2017, the IWS has offered free and accessible chamber concert performances to the general public, including Keystone at the Crossing, The Barrington retirement community, and other local venues. These performances provide the opportunity for IWS small ensembles to bring music to diverse populations across Central Indiana. One of our areas of focus this season is fostering relationships with retirement and assisted living homes. We hope to grow this constituency of our audience on an ongoing basis. In March 2018, the IWS collaborated with the University of Indianapolis on a performance with trumpet 2019 Arts Grant Application Request November 30, 2018 virtuosos, Rex Richardson and Doc Severinsen. This performance was part of the Second Annual Trumpet Conference that attracts students, professionals and music enthusiasts of all ages. The two-day annual conference promotes music performance, education and leadership through masterclasses, seminars and engaging concert performances. Currently, the IWS is investigating similar education and outreach partnership opportunities with area schools and universities. In July 2018, the IWS served as a cultural ambassador on behalf of the City of Carmel by performing Chamber concerts in Austria and Germany. As part of this European Tour, the IWS Chamber Ensemble also performed the opening concert for the International Society for Researching and Promoting Wind Music (IGEB) conference in Wadgassen, Saarland, Germany. (Members of the IWS paid their own way to participate in this cultural exchange. Grant funds received last year were not used for the members' travel.) The IWS will host its Second annual Gala Fundraiser on Saturday, February 9, 2019. This event will raise funds to support our organization and boost awareness and engagement among current and prospective corporate and individual donors throughout Central Indiana. A portion of the total grant funds requested will allow us to continue to expand our marketing and community engagement initiatives, to increase community awareness of and participation in IWS events, and to educate, entertain and serve our community through our performances. Programming and Guest Artists Programming Each season, the IWS continues to provide diverse programming ranging from community band works, Broadway and Oscar -winning scores, hymns, and classical music, as well as a crowd -favorite annual holiday performance. We pride ourselves on offering a wide variety of music that appeals to people of varying ages and life experiences. Our concerts are often organized around themes — such as Broadway, video games, World War I, or Indiana's bicentennial — designed to make the music coherent and accessible. In February 2019, the IWS will premiere the recently composed 91 Symphony by world-renowned composer, James Barnes who will be in attendance. This performance will also feature IWS's first performance of George Gershwin's Piano Concerto in F. In September 2018, the IWS kicked off the 2018-2019 season with "Bernstein at 100". The performance celebrated the 100th birthday of legendary composer, conductor and educator, Leonard Bernstein. The concert included repertoire and educational experiences that celebrated the career of this monumental artist by focusing on four pillars of Bernstein's legacy. In July 2018, the IWS premiered Concert Variations on Back Home Again in Indiana by composer and IWS principal bass clarinetist, Dan McGlaun. This composition will also be featured during the 2018-2019 performance season. In February 2018, the IWS premiered Symphony No. 2 "Voices" by composer James Stephenson, which was originally commissioned by The President's Own United States Marine Band. 2019 Arts Grant Application Request November 30, 2018 In October 2017, the IWS highlighted the works of legendary movie composer, John Williams. Which brought together audiences of various musical tastes and talents that highlighted movie soundtracks from Harry Potter, Star Wars, E.T. and Indiana Jones. In October 2017, the IWS premiered Silver Lining: Concerto for Flute and Wind Ensemble by world- renowned composer, Frank Ticheli featuring principal flutist, Carl Butler. Guest Artists The Indiana Wind Symphony has been honored to work with world-renowned guest artists from across the globe, and we would direct a portion of the funding requested here to continue to bring top musicians to the Palladium to perform with the IWS. Our special guest artists for this season include Soprano, Jessamyn Anderson and Tenor, Joshua Carswell (September 23, 2018) and Soprano, Alejandra Martinez (November 12, 2018), Soprano, Jessamyn Anderson (December 2, 2018), Pianist and Jazz Artist, Kelleen Strutz (February 17, 2019), Euphonium Virtuoso, Demondrae Thurman (April 7, 2019) and Saxophone Virtuoso, Timothy McAllister (May 24, 2019). A portion of the total grant funds requested would allow us to continue to present quality and diverse musical experiences to the Central Indiana community, including both well-known favorites and premieres of new and challenging classical repertoire. : Jennifer Jansen Title: IWS Board President Date: November 30 2018 (Additional pages may be added to Exhibit "A") Indiana Wind Symphony, Inc. Profit & Loss Budget Overview July 2018 through June 2019 Ordinary Income/Expense Income Advertising Income Celebration of Bands Revenue Concert Income Concert Honorarium Program Ads Season Ticket Sales Ticket Sales Total Concert Income Contributions Income Donation In Kind Fundraising Kroger/Marsh Unrestricted Total Contributions Income Gala Celebration Income Gala Donation in Kind Gala Donations Gala Fundraising Income Gala Table Sales Total Gala Celebration Income Grants Grants - Matching Indiana Youth Wind Symphony Miscellaneous Income Shirt and Photo Sale Total Income Expense Administrative Expenses Development Director Total Administrative Expenses Advertising Award Expense Bank Service Charges Credit card fees Pay Pal / Stripe fee Total Bank Service Charges Capital Expenditures Equipment Purchase Total Capital Expenditures Celebration of Bands ConcertExpenses Audio/Video Recording Concert Advertising Concert Hall Rental Credit Card Fees Facility Ticket Surcharge Music Other Concert Expenses Other Paid Performers Printing Soloist/Guest Conductor Sound Transport Expense Total Concert Expenses Jul '18 -Jun 19 0.00 0.00 1,500.00 480.00 7,200.00 31,000.00 40,180.00 0.00 0.00 300.00 14,000.00 14,300.00 6,000.00 3,500.00 6,000.00 of ann nn 37,100.00 52,307.00 0.00 0.00 0.00 440.00 144,327.00 0.00 0.00 225.00 300.00 0.00 120.00 120.00 1,200.00 1,200.00 0.00 0.00 4,720.00 24,700.00 900.00 6,700.00 6,000.00 1,400.00 1,775.00 10,600.00 11,600.00 600.00 400.00 69,395.00 Page 1 Indiana Wind Symphony, Inc. Profit & Loss Budget Overview July 2018 through June 2019 Jul '18 -Jun 19 Depreciation Expense 756.00 Dues and Subscriptions 510.00 Gala Celebration Expense Gala Silent Auction Donations 6,000.00 Gala Celebration Expense - Other 17,500.00 Total Gala Celebration Expense 23,500.00 Indiana Youth Wind Symphony Exp 0.00 Insurance Liability Insurance 2,150.00 Total Insurance 2,150.00 Marketing 600.00 Miscellaneous 1,200.00 Office Supplies 80.00 Payroll Expenses Development Manager 28,000.00 Payroll Service 1,112.00 Payroll Taxes 1,600.00 Total Payroll Expenses 30,712.00 Postage and Delivery 180.00 Printing and Reproduction 0.00 Rent 2,124.00 Shirt Sale Expense 0.00 Web Site Expense 950.00 Total Expense 134,002.00 Net Ordinary Income 10,325.00 Other Income/Expense Other Income 0.00 Net Other Income 0.00 Net Income 10,325.00 Page 2 STATE OF INDIANA ) ) SS: COUNTY OF HAMILTON ) AFFIDAVIT , J-e v1 VI l i-ey L . jaytS e ki , an authorized representative of +Ke VLGLia-ter W Irk IoAj*, W ("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 $ 1 •?2q , 4OU 1)4�� Sig re Printed Name J01 n 14--y I . J OtV1 SiM Subscribed and sworn to before me, the undersigned Notary Public, this day of (JU a AM b 2j(-, )2018. o.,,, DARLENE 8. WHITE ,•..�;°� • • •' • ` `� Notary Pjblic. Slate of Indiana ' • ;0144; ' Marion County N 688344 '• �tA�; Commission •• /���i ���,�"��•• M.,. (: c, tSion 17 . July 21. 2024 nj "L-s uA Sit ature - Notary Public / / Printed Nam ' l t b A ic- Resident of r V 1G1,/0 h _ County, Indiana My Commission Expires: Year End Report from the 2018 Carmel Arts Grant Organization Name: Indiana Wind Symphony, Inc. Grant Award amount for 2018: $39,000 A) Bring Major Soloist to perform with the IWS For the May 2018 concert, the IWS had Allen Vizzutti perform. Mr. Vizzutti is a world renown virtuoso trumpet player and clinician. He performed a trumpet concerto and a duet with his wife at the piano. The cost of bringing In Mr. Vizzutti was $6700. In addition, we featured opera singers Jessamyn Anderson, a Carmel native and graduate of IU Jacobs School of music to perform at the September concert. Jessamyn will also be singing with the IWS at the December 2 Christmas concert. The cost to bring in Jessamyn for these shows is $1600. Composer James Stephenson came to work with the IWS in February to guest conduct one of his new works. The cost of bringing this renown composer and conductor was $1800. Also joining the IWS for another wonderful performance, Kelleen Strutz — pianist, vocalist came for the March concert and gave a beautiful performance. The cost for her appearance was $2500. The following soloists also joined the IWS during 2018 to round out a truly wonderful year of music performances: Opera Singer, Alejandra Martinez of the IU Jacobs School of Music, November 2018 concert "In Flanders Fields" at a cost of $760 Tenor Soloist Joshua Carswell of Nashville, Tennessee for the September 2018 concert Cost $890 Harpist Melissa Gallant played on all of the Palladium concerts during 2018 at a cost of $1600 Violin soloist, Kara Day-Spurlock played with the IWS on the March chamber concert at a cost of $175. B) Obtain a dedicated person to assist with audience development This year, the IWS hired a Development Manager (formerly titled Marketing Coordinator) to manage and oversee audience development and grant writing. This position is seen as the way the ensemble can make itself known to new audience members and groups that might now be currently aware of the IWS. Kayla Murphy -Martin was hired for this position and is currently working very diligently to carry out this very big job. The cost for Kayla's employment has totaled $15,475. Along with this, the IWS contracted for marketing services with Qara, LLC during the year for $6,500. C) Present a major work of Concert Band Music during the season The IWS, along with several other wind ensembles participated in a consortium to provide for the composition of a new work by James Barnes. No one who has heard one of his works can deny his talents. Now completed and ready for performance, the 9th Symphony by James Bames will come to the IWS for the Midwestern premiere in 2019. The cost of participating in the consortium was $1000.