HomeMy WebLinkAbout01-22-20-07/Carmel High School Orchestra Parent Club/3,500/Arts Grant Program Agreement RESOLUTION NO.BPW 01-22-20-07
RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY
ACKNOWLEDGING ARTS GRANT PROGRAM AGREEMENT
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's Office,and made available to the public for review.
NOW, THEREFORE, BE IT RESOLVED by the City of Cannel 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 and thereafter made available to the public
for review.
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SO RESOLVED this 2 Z day of 70fleCti71/ ,2020.
CITY OF CARMEL,INDIANA
By and through its Board of Public Works and Safety
BY:
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James Brainard,Presiding Officer
Date:
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Date:
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ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement (herein referred to as "Agreement") entered into by and between the City
of Carmel (the "City") and Cc Sc !loci Orchestra Tarek►l (1 (ut (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: 4
1. That on behalf of Grantee, a not-for-profit corporation, I, pc;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 $ 3 5D . OQ 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);
5. Any audits, reviews or compilations available describing the financial condition
of the Grantee, unaudited Balance Sheet and Income Statement, 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 Cannel 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 Cannel in the printed materials
associated with a funded program or project. The City of Cannel 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:
Ca mid I-1 41 .c hco I (,nri,Lestrc iltren. C�("Grantee")
By: `1 j JJ (Signature)
Printed Name of Officer: A pri I I-f 1 I v15o h r1 Title: Co -f}eS 1 el e N
Date: 1\104e l 9
CITY OF ARMEL("G antor")
By:
James Brainard, ayor
Date: 1y 30 /7
AT ST: /
Date: - - az 1 q
If you have any question concerning the City of Carmel's 2020 Arts Grant Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One Civic Square,Cannel,IN 46032,Phone:317-571-2483,skibbe@carmel.in.gov.
4
EXHIBIT A
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of Organization: Carmel High School Orchestra Parents Club
Address: 520 E Main St. Room P100.. Carmel. IN 46032
Telephone: (317) 846-7721 ext 7044 Fax: (317) 571-4066
Contact Person: Elisabeth Ohly-Davis
Email: eohlydav@ccs.k12.in.us
APPLICATION AMOUNT: $7,000.00
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
The Carmel High School Orchestra Parents Club is seeking funds to rent the Palladium for the
Carmel High School Orchestra to present their spring concert on May 19, 2020 for the parents
and Carmel residents. We would like to be able to alleviate the ticket cost for the families and
still be able to offer the students the opportunity to perform in a world-class facility. In recent
years, more and more parents have inquired about finding seats for a reduced ticket price. The
funds will be used to pay the Palladium staff for the rental, production costs, piano tuning,
security, and miscellaneous costs. Included in this application are the costs that were incurred
last year to rent the Palladium.
By: 3LA, 1 i�Svh7
Printed Name of Officer: April Levinsohn
Title: Carmel High School Orchestra Parent Club Co-President
Date: I�JJ ecl-\b �l (N)c 9
iHE L NTE
FORTHE CPA Events
nter Green
PERFORMING ARTS 1Cel,IN46032
Carmel,IN 46032
HOME OF \ The Great American 317.819.3521
Songbook Foundation
Michael Feinstein,Founder
Supporting Documents
Reservation: 1091-167 Group: Carmel High School Orchestras
ATTN: Elisabeth Ohly-Davis
317-752-2949
eohlydav@ccs.k12.in.us
Thank you for hosting your event at the Center for the Performing Arts!
Booking/Details
Carmel High School Orchestras Concert
5/13/19
Production
Items Quantity Price Cost
Audio Engineer 1 x 5 Hour(s) $45.00/Hour(s) $225.00
Production Supervisor 1 x 10 Hour(s) $45.00/Hour(s) $450.00
8am-lpm
4-9pm
Stagehand 2 x 4Hour(s) $25.00/Hour(s) $200.00
(2)IN
1.Josh
2.Laura
Production Total $875.00
ti
z
Rental Space
5/14/19 Palladium-Concert Hall $4,000.00
Rental Total $4,000.00
Linens
Items Quantity Price Cost
House Linen-90 X 132 1 $5.00/Each $5.00
Linens Total $5.00
Piano Services
Items Quantity Price Cost
Piano Tuning 1 $250.00/Each $250.00
to be completed before 1pm 5/14
Steinway 9'Piano(Blue) 1 $300.00/Each $300.00
Steinway 9'Piano(Blue)
Onstage Only
Piano Services Total $550.00
Ticketed Events
Items Quantity Price Cost
Service Coordination 1 $200.00/Each $200.00
Fees for sc hed ul ing of ushers and getting tickets up
for sale on website
Ticketed Events Total $200.00
Box Office
Items Quantity Price Cost
Box Office Personnel 3 x 2 Hour(s) $28.50/Hour(s) $171.00
Box Office Total $171.00
Front of House Services
Items Quantity Price Cost
House Manager 1 x 6 Hour(s) $23.00/Hour(s) $138.00
Front of House Services Total $138.00
Production
Items Quantity Price Cost
Lead Audio Engineer 1 x 6 Hour(s) $45.00/Hour(s) $270.00
Production Supervisor 1 x 6Hour(s) $45.00/Hour(s) $270.00
Stagehand 2 x 4 Hour(s) $25.00/Hour(s) $200.00
(2)OUT
1.Josh
2.Amber
Stagehand 1 x 5Hour(s) $25.00/Hour(s) $125.00
(1)DECKHAND
1.Josh
Production Total $865.00
Security
Items Quantity Price Cost
Security Guard 3 x 5.75 Hour(s) $17.00/Hour(s) $293.25
4:15-10pm
Security Total $293.25
Banking Summary
7/1/2018 through 7/1/2019
INCOME
Class Fees 42,378.00
Concert-Fall 2,572.00
Concert-Winter 2,618.00
Donation 3,975.00
DVD Sales 1,180.00
Interest from Savings 0.57
Palladium 6,858.38
Royalties 126.39
TOTAL INCOME $59,708.34
EXPENSES
Account Service Charge-Checks 15.00
Administrative supplies postage 55.94
Awards 4,027.75
Banquet Expense 1,424.93
Camerata Camp 1,000.00
Classroom Equipment Needs 2,989.27
Coaching-Guest Conductors 15,632.84
Commissioned Piece 1,500.00
Concert Program 948.00
Concerto Competition Judge 450.00
Director Discretionary 1,559.55
DVD Sales 1,180.00
Extra Curriculum Fee(25 of 100) 8,200.00
Freshman Honors Orchestra 183.62
ISSMA Registration fees 1,440.00
Misc.Special Events and Activities 1,553.00
Music Rental and Purchase 1,300.00
Office Supplies 230.57
Orchestra Council Allowance 560.00
Picnic 437.00
Professional Development 2,879.19
Recording Project 3,600.00
Scholarship 1,000.00
Senior Picture Ad 250.00
Tax:State 22.50
Taxes 65.00
Transportation 1,851.66
United Sound 2,086.91
Webpage 317.70
TOTAL EXPENSES $56,760.43
OVERALL TOTAL(CHECKING) $ 2,947.91
SAVINGS TOTAL $24,669.00
This document contains confidential information. Carmel High Schol OPC. All rights reserved.
STATE OF INDIANA
OFFICE OF THE SECRETARY OF STATE
CERTIFICATE OF INCORPORATION
OF
CARMEL HIGH SCHOOL ORCHESTRA PARENTS CLUB INCORPORATED
I, SUE ANNE GILROY, Secretary of State of Indiana, hereby certify that
Articles of Incorporation of the above corporation have been presented to
me at my office accompanied by the fees prescribed by law; that I have
found such Articles conform to law; all as prescribed by the provisions of
the Indiana Nonprofit Corporation Act of 1991, as amended.
NOW, THEREFORE, I hereby issue to such corporation this Certificate of
Incorporation, and further certify that its corporate existence will begin
August 25, 1998.
In Witness Whereof, I have hereunto set my
hand and affixed the seal of the State of
Indiana, at the City of Indianapolis, this
Twenty-fifth day of August, 1998.
c:5:1](
Deputy
State of Indiana
Office of the Secretary of State
ARTICLES OF AMENDMENT
of
CARMEL HIGH SCHOOL ORCHESTRA PARENTS CLUB INCORPORATED
•
I,SUE ANNE GILROY, Secretary of State of Indiana, hereby certify that Articles of
Amendment of the above Non-Profit Domestic Corporation have been presented to me at my
office,accompanied by the fees prescribed by law and that the documentation presented
conforms to law as prescribed by the provisions of the Indiana Nonprofit Corporation Act of
1991.
NOW,THEREFORE,with this document I certify that said transaction will become effective
Friday,February 25,2000.
In Witness Whereof,I have caused to be
STA # affixed my signature and the seal of the
.••• '�-.� State of Indiana,at the City of
Indianapolis,February 25,2000.
toe
•
— ,i(AR Oaucti
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vit
111:-
SUE ANNE GILROY,
fir,••. iircy ;;t SECRETARY OF STATE
,aIe
1998081416/2000030117760
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Carmel High School Orchestra Parents
Club Incorporated
EIN: 35-1964473 Carmel, IN, United States
Other Names
Publication 78 Data
Organizations eligible to receive tax-deductible charitable contributions. Users may rely on this
list in determining deductibility of their contributions.
On Publication 78 Data List:Yes
Deductibility Code: PC
Form 990-N (e-Postcard) a
Organizations who have filed a 990-N (e-Postcard) annual electronic notice. Most small
organizations that receive less than $50,000 fall into this category.
Tax Year 2018 Form 990-N (e-Postcard)
Tax Year 2017 Form 990-N (e-Postcard)
Tax Year 2016 Form 990-N (e-Postcard)
Tax Year 2015 Form 990-N (e-Postcard)
Page Last Reviewed or Updated:6-Sept-2019 r► Share $ Print
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STATE OF INDIANA )
) SS:
COUNTY OF HAMILTON )
AFFIDAVIT
La)iI,• ,�IPiz\L_ , an authorized representative
of Cc,r vvie l I-I�yh Sc h&o f Ore t i es tr Pure Kf (-('i 'Grantee"), being first duly sworn upon
my oath, state that pursuant to paragraph 2 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 calendar year ending 2018 totaled $ rj� )1046.OD .
�fr Sv�1
S ignatu�'e
Printed Name AJ )L \J!(-)S3 1
Subscribed and sworn to before me,the undersigned Notary Public,this Al s6 day of
IVnenthe42 , 20 11 .
"Arl-kklb4/./' 1(ea.H\/
Signature -Notary Public
Printed Name E2 i k+aht, uP.(
[SEAL]
B ITTANY KEITH Resident of f\it l OYu) County, Indiana
NOTARY PUBLIC-SEAL
STATE OF INDIANA
COMMISSION NUMBER 709720 My Commission Expires: DI t- 2D
MY COMMISSION EXPIRES JAN.24 2026
6
Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization:
Address:
Telephone: Fax:
Contact Person:
Email:
APPLICATION AMOUNT: $
DESCRIPTION OF THE PROPOSED USE OF THE GRAN FUNDS:
r
By: '
Printed Name of Officer:
Title:
Date:
(Additional pages may be added to Exhibit"A")
5
Income/Expense by Category
7/1/2019 through 11/17/2019
7/1/2019- 8/1/2019- 9/1/2019- 10/1/2019- 11/1/2019- OVERALL
Category 7/31/2019 8/31/2019 9/30/2019 10/31/2019 11/17/2019 TOTAL
INCOME
Class Fees 0.00 17,635.00 9,544.00 675.00 0.00 27,854.00
Concert-Fall 0.00 0.00 0.00 2,331.00 0.00 2,331.00
Donation 0.00 1,000.00 0.00 150.00 0.00 1,150.00
TOTAL INCOME 0.00 18,635.11 9,785.00 3,156.00 0.00 31,576.11
EXPENSES
Camerata Camp 259.00 975.00 0.00 0.00 0.00 1,234.00
Classroom Equipment Needs 0.00 899.00 0.00 129.04 22.02 1,050.06
Coaching-Guest Conductors 0.00 5,709.00 375.00 375.00 106.00 6,565.00
Commissioned Piece 0.00 200.05 0.00 2,592.64 0.00 2,792.69
Concert Program 1,000.00 0.00 0.00 829.00 295.00 2,124.00
Concerto Competition Judge 0.00 0.00 450.00 0.00 0.00 450.00
Director Discretionary 0.00 109.57 0.00 233.64 0.00 343.21
Midwest Clinic 0.00 0.00 0.00 7,184.25 0.00 7,184.25
Misc.Special Events and Activities 0.00 75.00 1,000.00 0.00 432.11 1,507.11
Music Rental and Purchase 0.00 0.00 0.00 0.00 88.84 88.84
Office Supplies 7.68 0.00 0.00 5.25 0.00 12.93
Orchestra Council Allowance 0.00 104.13 10.14 330.43 0.00 444.70
Photography 0.00 0.00 1,035.90 0.00 0.00 1,035.90
Picnic 0.00 352.30 0.00 0.00 0.00 352.30
Professional Development 0.00 0.00 1,073.70 44.88 0.00 1,118.58
Transportation 0.00 261.00 0.00 0.00 0.00 261.00
Webpage 65.94 0.00 0.00 0.00 0.00 65.94
TOTAL EXPENSES 1,332.62 8,685.05 3,944.74 11,724.13 943.97 26,630.51
c1.7\04145t7
/yam Electronic Notice (e-Postcard) OMB No. 1545-NNNN
FORM 9✓0-N For Tax Exempt Organizations not Required to File Form 990 or 990 EZ 2018
Department of Treasury • Open To Public Inspection
Internal Revenue Service
A For the 2018 calendar year,or tax year beginning 07/01/2018 ,and ending 06/30/2019
B Check if applicable C Name of Organization D Employer ID number
r Termination CARMEL HIGH SCHOOL ORCHESTRA PARENTS CLUB INCORPORATED 35-1964473
co Gross Receipts are$50,000 or Number and Street(or P.O.box, if mail is not delivered to street address)
less 520 E MAIN ST
E Website Address
City or town,state or country,and Zip+4
CARMEL,IN 46032-2259
F Name of Principal Officer
Janeen Pugh
Number of street(or P.O.box,if mail is not delivered to street address)of
Principal Officer
520 East Main Street,Room 100P
City or town,state or country,and ZIP+4
Carmel,IN 46032-2259
Form 990-N
EXHIBIT F
Board of Directors and Officers - Carmel High School Orchestra Parent Club
Officers
Co-President-April Levinsohn
Co-President- Miki Misterka
Secretary- Shelly Wood
Treasurer- Janeen Pugh
Class Representatives
Gina Eckert
Dana Patterson
Ray Rice
Ramona Rice
Nancy Edwards
Roberta Kilroy
Kate Joyce
Ed Rowell
Jackie Rowell
Orchestra Directors
Elisabeth Ohly-Davis
Margaret Hite
Thomas Chen