HomeMy WebLinkAbout01-22-20-09/Carmel Repertory Theatre/5,000/Arts Grant Program Agreement RESOLUTION NO.BPW 01-22-20-09
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 Cannel, 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 romptly filed in the office of the Clerk and thereafter made available to the public
for review. '7
SO RESOLVED this 2, 4 (day of Gii" , 2020.
CITY OF CARMEL,INDIANA
By and through its Board of Public Works and Safety
BY:
49F Pif :)-Pf7t,-- -
James Brainard,Presiding Officer
ate:
Mary Burke,7 ^ �
Date: d-i/
Lori S Wat mbe
Date: 1
ATTEST:
Sue Wolfg g, er
Date: O// c Odv
Repertory Theatre,Inc..doczt�tyn�0 9:43 AM Bass\My Documents\BPW-Resoluuons\20201Pcloawledge Ms Grant Carmel
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ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement(herein referred to as "Agreement") entered into by and between the City
of Cannel (the "City") and Caen,e,l e(-{car I.todyr , (✓lc . (the
"Grantee"), is executed pursuant to the terms and conditions set f6rth 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, L I`n C. I a i r
an authorized representative of Grantee, have applied for a City of Cannel
("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 $ 5p00 . GQ 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 Cannel 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 Cannel, 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 Cannel
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:
0 - . • i , e.j�e (^� 1 , "(Grantee")
By: (Signature) _
Printed N: : ofOfficer: J d k't n C(c�.i C Title: PC S I c)ey1f I I(eitS )v' r
Date: l Il 11
CITY O CARMELGantor"j
By' 4-1---4" _,_,_am/
James
Brainard, Mayor
Date: (2 3 Off
ATTEST:
Date: Iv7--5'3-- dp1CI
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,Carmel,IN 46032,Phone:317-571-2483,skibbencarmel.in.gov.
4
Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization: r_ok( M Q, I .e_pe1 fora , A C .
•
Address: /05$1 5re. h o y e (�r'i✓e
re,-rrAe , '�1� �f(oP�•J�3
Telephone: ( ( ) 5?R - /U O 1- Fax:
Contact Person: _ J oh n C 14‘;
Email: J Xc( q i is rl e_- 5-r) .
APPLICATION AMOUNT: $ '`�' ) co
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
By:
Printe ame of Officer: ,J (O G) y+ C I'
Title: Ciko, t'
Date: [( zL / P f'
(Additional pages may be added to Exhibit"A")
5
EXHIBIT A
1. An application and description of the proposed use of the grant funds
Grant request statement:
We respectfully request a grant in the amount of$6,650 to enhance an already established and
now growing cultural event, Indy Bard Fest, and bringing this iconic theatre festival back to
Carmel, Indiana where it began five years ago.
Indy Bard Fest
Bard Fest started around 5 1/2 years ago as just an idea. Indianapolis/Carmel is one of the
largest metropolitan areas in the United States, with an abundant interest in theatre across the
region, with over 70 active community theaters. Even with this thriving theatrical community,
Indiana did not have a Shakespeare Festival. Many cities in the country are home to a
Shakespeare Festival—a tradition; a cultural event—some with much smaller populations and
theatrical outlets than Indiana. From this, we saw an opportunity—is there a way we can take
the abundant interest in theatre in the city and channel it into creating an iconic cultural
event—Shakespeare Theatre Festival—for Indiana communities to enjoy and participate? Thus,
Indy Bard Fest was born.
• Website: https://www.indybardfest.com
• Facebook: https://www.facebook.com/IndyBardFest/
Theatre Festival Definition: "an organized series of concerts, plays, or movies, typically one
held annually in the same place."
Mission Statement:
"Unique companies. Unique shows. Bridging the gap between our city and the Bard with
professional-quality, actor focused, accessible Shakespeare."
Why Shakespeare?:
• Professor Alan Craven writes, "He is the greatest dramatist, the greatest poet and the
greatest prose writer in the history of the language He has a presence like Lincoln or
Washington in American history....The language is rich, the characters are complex and
many of his basic themes—love, treachery, honor, bravery and political intrigue—still
resonate today"
• "But here is the thing, and this is the only way to make sense of his inventing-the-human,
they have (in part)created us, now. All those great Shakespearean figures have so
hugely impacted on our consciousness of what it means to be human, that they have
affected our concept of ourselves, and therefore shaped us" - The late Harold Bloom on
why Shakespeare matters so much.
Our Vision:
Bard Fest is Indy's only annual Shakespeare Festival! Bard Fest Indy was founded by Indiana-
based theatre companies to bring a professional-quality, yet intimate, Shakespeare festival
experience to Hoosier audiences. Through our partnership with The Carmel Theatre Company,
and now, IndyFringe, Bard Fest is able to not only provide paying work for local area actors, but
also provide unique artistic visions in one intimate and accessible space.
Our model: The program is under the direction of the Carmel Reparatory Theatre (the Rep), a
501c3 non-profit corporation. The revenue we collect from ticket sales is used to offset
production costs and pay the actors a stipend for their time and work. Our goal is to pay each
actor a small honorarium to show respect for their time, training, and talent. This token of
appreciation also serves to help Bard Fest recruit the best talent in the city. It is an important
principle that we base our festival on - providing paid work to local Indianapolis actors.
2014 through 2019—Lessons Learned and Sustained Growth:
We started in Carmel, Indiana at Studio 15, a 75 seat theatre—The Rep saw the cultural
importance of this type of festival, and in 2014, together we launched this very ambitious
idea. Over three weekends we presented three productions in rotation twenty-four times! In
addition, we offered ancillary acts such as improv groups and magic shows, and although we
were modestly successful, it was too many performances for that small of a space.
2015 Productions and Results:
• Othello
• Timon of Athens
• As You Like it
• 35 actors and crew were involved and three different theatre companies
• Approximately 340 people attended the festival
2016 Productions and Results:
• King Lear
• Coriolanus
• Twelfth Night
• 30 actors and crew were involved and three different theatre companies
• Approximately 118 people attended the festival
In reflection, we determined that the drop in attendance could largely be attributed to the
length of the productions, which, as heavy dramas, were each greater than 3 hours. The lack of
familiarity of these shows was also questioned.
From there forward, we encouraged our Directors to edit productions accordingly to
accommodate a reasonable production length. We also felt the diversity of plays was
paramount—not just well-known pieces such as 'Hamlet' but rare plays as well to offer the
festival a healthy balance of interests. In 2016 no other theatre festival in the nation was
producing Coriolanus and we received national recognition from a Shakespeare website.
2017 Productions and Results:
• Macbeth
• The Taming of the Shrew
• Cymbeline
• The Complete Works of William Shakespeare Abridged(Guest performer)
• 45 actors and crew were involved and four different theatre companies
• Approximately 750 people attended the festival
2017 proved to be an integral year of change. As had been long expected, the City of Carmel
reclaimed the property where Studio 15 was located and the festival had to find a new
home. Although still an integral part of The Rep's mission, the Indy Fringe theatres in
downtown Indianapolis on Mass Ave became the new venue. We also added a production to
our programming, inviting a guest performer and theatre company to participate.
2018 Productions and Results:
• Romeo &Juliet
• The Merchant of Venice
• Much Ado About Nothing
• A Midsummer Night's Dream (Youth Theatre Production)
• Over 70 actors and crew were involved and four different theatre companies
• Approximately 1000 people attended the festival
2018 was also a year of growth as we transformed our guest slot into a youth theater
production, hosted by Agape Performing Arts (https://agapeshows.org), providing an
educational component for their students. And as a result of the added cast and crew, we
recruited a new location -The District Theatre on Mass Ave.
2019 Productions and Results:
• Hamlet
• Henry IV Part 1
• Lear's Shadow
• The Tempest(Youth Theatre Production)
• Again, over 70 actors and crew were involved and four different theatre companies
• Approximately 1200 people attended the festival
In 2019, Agape Performing Arts was formally named and recognized as the Indy Bard Fest
resident youth theatre company, providing educational opportunities for young actors in our
community.
The Vision for 2020
We plan to continue our successful model:
• 3 full Shakespeare plays
• Youth theatre production
ENHANCEMENTS
• The Prestige Project
• Special Projects Division
Our aspirational goals are to grow the festival and enhance the programming. We will return to
our original home where it all began in Carmel just a few short years ago, to produce what we
have informally termed "The Prestige Project," expanding the cultural influence of the festival
by offering Classic American Plays by literary giants such as Edward Albee, Tennessee Williams,
Arthur Miller, and others. Our venue expansion will be "The Cat" located in the booming
Carmel Arts & Design District. Furthermore, we plan to start a "Special Projects Division" to
support local actors with staged readings and workshops intended to add value and
opportunity to the theatrical community in the greater Indianapolis area.
As previously mentioned, our goal is to become a cultural event for the cities of Carmel and
Indianapolis -thus enriching the communities in which we perform. We are proud of our
efforts establishing the only Shakespeare Festival in Indiana, and we hope the city of Carmel
will join our efforts to expand on this important cultural movement. Thank you in advance for
your thoughtful consideration.
We leave you with the following themes that guide our work:
We don't read and write poetry because it's cute. We read and write poetry because
we are members of the human race.And the human race is filled with passion. So
medicine, law, business, engineering... these are noble pursuits and necessary to
sustain life. But poetry, beauty, romance, love... these are what we stay alive for.
N.H. Kleinbaum, Dead Poets Society
Me! 0 life!of the questions of these recurring,
Of the endless trains of the faithless, of cities fill'd with the foolish,
Of myself forever reproaching myself, (for who more foolish than I, and who more
faithless?)
Of eyes that vainly crave the light, of the objects mean, of the struggle ever renew'd,
Of the poor results of all, of the plodding and sordid crowds I see around me,
Of the empty and useless years of the rest, with the rest me intertwined,
The question, 0 me!so sad, recurring—What good amid these, 0 me, 0 life?
Answer.
That you are here—that life exists and identity,
That the powerful play goes on, and you may contribute a verse.
Walt Whitman (1819-1892)
EXHIBIT B
2. A budget for the calendar or fiscal year for which the grant is requested
INDY BARD FEST-THE PRESTIGE PROJECT IN CARMEL
2020 ESTIMATED ANNUAL BUDGET
PERFORMANCE RIGHTS
6 PERFORMANCES AT$150 EACH $900.00 $900.00
VENUE RENTAL(The Cat in Carmel)
$2,250 for 2 WEEKS $2,250.00 $2,250.00
SETS
MATERIALS $700.00
CONSTRUCTION $400.00
PAINT $150.00
SET DRESSING $300.00 ,
$1,550.00 $1,550.00
LIGHTS/SOUND
MATERIALS $400.00
DESIGN $100.00
$500.00 $500.00
COSTUMES
MATERIALS $300.00
DESIGN $200.00
$500.00 $500.00
STIPENDS
ACTORS $400.00
DIRECTOR, AD, SM, TECH $400.00
$800.00 $800.00
MARKETING
ADS, POSTERS, POSTCARDS $1,200.00
ADDITIONAL PUBLICITY $800.00
ADDITIONAL PRINTING $600.00
$2,600.00 $2,600.00
TOTAL EXPENSES
$9,100.00
EXPECTED REVENUE
DONATIONS AND ADS $500.00 _
BOX OFFICE $1,950.00
$2,450.00 $2,450.00
GRANT REQUEST $6,650.00
EXHIBIT C
3. Certified copies of incorporation as a not-for-profit corporation under state law
• Please see attached at the end of the application
EXHIBIT D
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
• Please see attached end of the application
EXHIBIT E
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
Income Statement
CARMEL REPERTORY THEATRE
2018
Financial Statements in U.S. Dollars
Revenue
Gross Ticket Sales 21819
Less: Split Rent (9391)
Donations 3570
Net Sales 15998
Expenses
Show Advertising, Printing 600
Contract Labor 330
Dues and Subscriptions 339
Insurance 1155
Sets, Props, Costumes 13350
Repairs and Maintenance 1571
pre-2013 Royalties 990
Total Expenses 18335
Net Operating Income (2337)
Other Income
Gain (Loss) on Sale of Assets 1409
Rental Income 350
Total Other Income 1759
Net Income (Loss) (578)
BALANCE SHEET
Carmel Repertory Theatre 12/31/2018
Assets Liabilities
Cash $4,099.00 $1,980.00 pre 2013 royalty
Tech Equip $12,000.00
Props & Costumes $1,000.00
Furniture $1,100.00
Construction Material $600.00
$18,799.00 $1,980.00
EXHIBIT F
6. A list of the Grantee's board of directors and officers listed
CTC Board of Directors and Officers
President/Treasurer John Clair
Secretary Claire Jackoway
Board Members: Debbie Coon
Nan Macy
Jonathan Scoble
Anthony Johnson
EXHIBIT G
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.
• Not applicable
STATE OF INDIANA )
) SS:
COUNTY OF HAMILTON )
AFFIDAVIT
I, n c` ` , an authorized representative
of GAS-A e-( ip e c fe.)r y TA.CcAtr21 (nC.("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 $ - �, ).
(-_ k •____-.-
Sigfiatur
Print ame ,J°k 01 C • C (oc.,
Subscribed and sworn to before me,the undersigned Notary Public, this oV r.ot day of
N(dye.v' 1beC ,20)q .
kliaitt\-1 YYN . YOthk-
Signature -Notary Public
Printed Name 54C1Yy 4\\0\9t?,
[SEAL]
Resident of \-\(1.yylNkon County, Indiana
My Commission Expires: 'l I1t\ 1� ` Oa(j
��1Y°�e SHARON M. KIBBE
16i L6 Resident of Hamilton Co.
* * My Commission Expires
z4o1A.�`� July 12, 2026
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{
INTERNAL REVENUE SERVICE •
DEPARTMENT OH THE TREASURY
P. 0. BOX 2508
CINCINNATI, OH 45201
MAY 0.7 20891 Employer Identification Number: .
26-4324639
DLN:
17053117018039
CARMEL REPERTORY THEATRE INC Contact Person:
484 B CARMEL DR CARMEL 162 ' JOAN C R'TARR ID# 31217
CARMEL, IN 46032 Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
December 31
Public Charity Status:
170(b) (1) (A).(yi)
• ' . Form 990 giirmth . '
Yes
Effective Date•of Exemption:
April 24., 2009
Contribution Deductibility:
Yes •
• Addendum Applies:
No
Dear Applicant:
We are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c) (3) of the Internal Revenue Code. Contributions to you are
deductible under section 170 of the Code. You are also qualified to receive
'tax deductible bequests, devises, transfers or gifts oar section 2055, 2106
or 2522 of the Code. Because this letter could help resolve any questions
regarding your exempt status, you sboaldkeep it is year permanent records.
Organizations exempt ,mder section 501(e)(3) of the Code are further c•1AsaAifled
as either public charities or private foundations. We determined that you are
a public charity limit,- the Code sectiOn(e) listed in the heading of this
letter.
Please see enclosed Publication 4221-PC, rrimp14s*r•e guide for 501(c)•(3) Public
• Charities, for scam helpful information about your responsibilities as an
exempt organisation. .
•
•
•
•
r + ...
•
•
Letter 947 (DO/CG)
•
•
as
CARMEL REPERTORY THEATRE e'
•
Sincerely,
.141°.I1641(SICPI;
Robert Choi
Director, Rxespt Organisations
Rulings and As
Enclosures: Publication 4221-PC
•
•
•
•
•
•
•
•
Letter 947 (DO/CG) .
orm 990-N aaddcarmel Aa2zip"—"
Department of the Treasury Internal Revenue Service
Electronic Notice(e-Postcard)
for Tax-Exempt Organization not Required to File Form 990 or 990-EZ
0MB No.1545-2085
2018
(Ii,.-n o [II l',,u,,n
A For the 2018 Calendar year,or tax year beginning 2018-01-01 and ending 2018-12-31
B Check if available
Terminated for Business
Gross receipts are normally$50,000 or less
C Name of Organization:CARMEL REPERTORY THEATRE INC
10587 Breckenridge Dr.Cannel.IN.US.46033
D Employee Identification Number 26-4324639
E Website:
F Name of Principal Officer:John Clair
10587 Breckenridge Dr.Cannel.IN.US.46033
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