HomeMy WebLinkAboutResolution_BPW_02-03-21-12; Arts Grant; ($275,000.00); Carmel Symphony OrchestraRESOLUTION NO. BPW02-03-21-12
RESOLUTION OFTHECITYOFCARMELBOARDOFPUBLICWORKSANDSAFETY
ACKNOWLEDGING ARTSGRANTPROGRAMAGREEMENT
WHEREAS, pursuant toIndianaCode36-1-4-7, theCityofCarmel, Indiana (“City”), isauthorized toenter
intocontracts; and
WHEREAS, pursuant toIndianaCode36-4-5-3, theCity’smayormayenterintocontractsonbehalfofthe
City; and
WHEREAS, pursuant tohisauthority under Indiana law, theCity’smayor, theHonorable JamesC. Brainard,
hascausedtobesignedtheArtsGrantattachedheretoasExhibitA the (“Contract”); and
WHEREAS, MayorBrainard nowwishestopresentthecontracttotheCity’sBoardofPublicWorksand
Safety forittobepubliclyacknowledged, filedintheClerk’sOffice, andmadeavailabletothepublicforreview.
NOW, THEREFORE, BEITRESOLVED bytheCityofCarmelBoardofPublicWorksandSafetyas
follows:
1. TheforegoingRecitalsareincorporated hereinbythisreference.
2. ThereceiptoftheContractisherebyacknowledged.
3. TheContractshallbepromptlyfiledintheofficeoftheClerkandthereaftermadeavailabletothepublic
forreview.
SORESOLVED this dayof , 2021.
CITYOFCARMEL, INDIANA
ByandthroughitsBoardofPublicWorksandSafety
BY:
James Brainard, Presiding Officer
Date:
MaryAnnBurke, Member
Date:
LoriS. Watson, Member
Date:
ATTEST:
SueWolfgang, Clerk
Date:
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2/3/2021
2/3/2021
2/3/2021
2/3/2021
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 Symphony Orchestra ( 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, Luci Snyder , 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 $ 2 7 5 , 0 0 0 . Q 0 _ _ _ _ _
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.
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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
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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.
M
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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 SvmDhonv Orchestra (" Grantee")
B ft L ( Signature)
Prin a Name of Offic Luci Snyder Title: Board Chair
Date: i 1
0 ' d
CITY OF, CARtVI LL (" Grantor")
By:
James Brainard, Mayor
Date: 1- 13- 2021
AT
1
r
Date: 1- 13- 2021
If you have any question concerning the City of Cannel- s 2021 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. skibbei8camtel. in. gov.
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Exhibit " A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization: Carmel Symphony Orchestra
Address: 760 31d Avenue SW. Suite 102
Carmel, IN 46032
Telephone: ( 317) 844- 9717 Fax:
Contact Person: Cara Pittenger
Email: cpittenaer(a)carmelsvmphonv... ors
APPLICATION AMOUNT: $ 300, 000*
Includes $ 275, 000 for program support including a collaboration with Gregory Hancock
Dance Theatre. We are asking for an additional $ 25, 000 for a Community Covid Relief Concert.
Please see description on separate page.
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Additional pages may be added to Exhibit " A")
By: t'- 7 GL .
Printed Name of Officer: Luci Snyder
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O
CARMEL EXHIBIT A
SYMPHONY
ORCHESTRA
IANNA WMES ARTISTIC DIRECTOR
City of Carmel Arts Grant Program Application
2021
Music is the mediator between the spiritual and the sensual life." - Ludwig van Beethoven
Orchestras feed the soul. Orchestras encourage creativity and bring people together to share
the experience of live music. Orchestras fuel local economies, attract new business
development, educate young people, evoke emotions, and unite individuals and cultures in
times of suffering and joy. The country is brimming with extraordinary musicians, live concerts,
and orchestras as unique as the communities they serve. The City of Carmel is extremely
fortunate to have a professional orchestra of its own, right in its own backyard. An orchestra
gives meaning to our lives, and in the ears, minds, and hearts of most people, that's valuable.
After more than four decades of bringing meaning and music to the lives of Carmel residents,
and as the only orchestra in Hamilton County, to the County as a whole), Carmel Symphony
Orchestra ( CSO) will celebrate its 45th season in 2020. The CSO respectfully requests a
grant from the City of Carmel in the amount of $300 000 including $275,000 for operating
support (equal to one third of our calendar 2019 revenues) and an additional $25,000 for a
Community Outdoor COVID Relief Concert. Operating funds will be used to support our
46th season as well as a range of programs designed to ignite a passion for music across the
spectrum. Current plans for the 2021- 2022 season include:
Five Masterworks series concerts featuring nationally recognized guest artists, with a Meet
the Music presentation prior to each
Four Pops series concerts including the ever -popular Holiday Pops
Two Sounds Exciting! Concerts for Carmel -Clay fifth grade students
A A Family Halloween Fun! Concert Concert for where kids audience members sit on the stage with the musicians
A around Side by the Side community concert done in partnership the Carmel High School Orchestra performances
The CSO Young Artist Competition
Participation in various civic events Carmel Christkindlmarkt and CarmelFest
A summer concert at Conner Prairie
The YouthPASS and CollegePASS programs, which allows students to attend concerts for
5 and $ 10, respectively
Increased marketing and digital media to heighten awareness of the CSO using MEG &
Associates along with Rob DeRocker with city efforts.
Audience development initiatives to retain old and attract new patrons
Adding live -streaming in the time of COVID- 19 to encourage patrons virtually
In addition, the CSO continues to implement initiatives to make classical music more
accessible, enhance the concert experience, retain and attract new audiences, and deepen our
relationship with donors. Ongoing tactics include:
Simplifying concert information on our new website and in marketing materials
Providing Symphony 101 information for new attendees
Holding post -concert receptions where patrons meet guest artists and musicians
Hosting open rehearsals for donors and other special events
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Carmel Symphony Orchestra
Exhibit A
Page 2
Improving follow up with audiences after each concert
A 2002 study by the John S. and James L. Knight Foundation indicates that 60% of adults
express at least some interest in classical music, and nearly one-third of adults regularly fit
classical music into their lives via radio or recordings, but fewer than 5% are regular patrons of
their local orchestras. Approximately one in four adults are potential orchestra ticket buyers,
concerts but only half ever of attend, those who even express infrequently. the highest levels of interest in attending classical music
And then there' s this: industry statistics show that 90% of new ticket buyers do not return,
making an audience development plan crucial to an orchestra's growth. We know that
attracting new ticket buyers is no small feat and the CSO continues to make a strategic effort
to both attract and retain new patrons in order to both grow and sustain our audience base.
CSO' s leadership is committed to reach new audiences in unexpected ways, from
collaborating with community service, educational, and other arts organizations; to bringing our
the music concert to the experience people in new using and technology interesting and locations other initiatives. across the city and county; to redefining
During the past season, the CSO was not able to perform the many city and business
sponsored events that we had scheduled. 2020- 2021 marked the CSO's 45th season of
providing outstanding orchestral concerts to the citizens of Carmel and surrounding
communities. Our audience continues to include patrons from outside the Indianapolis metro
area and even the state, especially due to the live -streaming of our concerts. Throughout its
existence, the CSO has continually enhanced our community' s quality of life in a fiscally
responsible manner through creative, artistically excellent performances, and educational
experiences for diverse audiences of all ages. In addition, the CSO has become an important
player for the Center for the Performing Arts and in the economic development of Carmel.
While we continue to look for ways to increase our audience base and ticket sales revenue, the
CSO is also well -supported by individual donors, the business community through concert
sponsorships, gifts, matching contributions, and in -kind donations of services and office
space. We used the downtime generated by the COVID- 19 situation to completely redesign
our marketing resource development and fundraising efforts.
Among other things, funding from the City of Carmel will help to underwrite our Masterworks
and Pops subscription series as well as educational concerts. While the 2021- 2022 season is
still being finalized, it will feature five Masterworks concerts showcasing the CSO at the
Palladium; four Pops concerts; several Symphony on the Go performances through which we
bring the music to the people (including potential concerts at Midtown Plaza where the
Symphony hopes to play live for movies shown on the Plaza screen); as well as separate
educational initiatives including Family Fun! During which audience members sit on the stage
with the orchestra, two Sounds Exciting performances for 5th grade students, a new Halloween
for Kids concert featuring a " Dress as Janna" costume contest, and a Side by Side concert
with local high school orchestra students and featuring the winner of the CSO" s Young Artist
Competition. City funding also sponsors the CSO' s performance at CarmelFest on the 4th of
July, the brass quintet at the Carmel Holiday Tree Lighting during Holiday at Carter Green and
the Christkindlmarkt, and at various other civic and community events.
Educational programming and outreach to youth is one of the CSO" s top priorities. Studies
show that creating, performing, and responding to music improves students' success in
school, work, and life. Whether preschooler or high school senior, playing in an orchestra
fosters discipline and teamwork, as well as individual skill and expression. The Carmel
Symphony Orchestra continues to encourage a " family -friendly" atmosphere at concerts and
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Carmel Symphony Orchestra
Exhibit A
Page 3
as a result, the CSO programs concerts that entertain and educate the broadest possible
audience, including audiences who do not traditionally attend orchestral concerts. The eclectic
programming, affordable ticket price, and YouthPASS and CollegePASS programs have
attracted family audiences from a broad range of ethnic and socioeconomic backgrounds.
Twenty percent of our annual audience members are students and youth, and between our
major educational initiatives more than 4,000 children and students under the age of eighteen
heard the CSO in concert this past season for $5 or less.
Sounds Exciting.! Is our signature educational concert designed especially for elementary
school students, who are at the age when they are deciding if they want to play a musical
instrument and participate in school band and orchestra. These concerts draw as many as
2, 000 students, including every 5th grade student in the Carmel -Clay system as well as
students from Westfield -Washington, Heritage Christian, and other local schools, to the
Palladium for performances that showcase a wide repertoire. A teacher survey is conducted
after each concert. Additionally, the CSO has developed an advisory committee of music
teachers from the Carmel -Clay Schools to help the orchestra plan future programs and
projects that will be a resource for teachers to use in supplementing state music curriculum.
The CSO also nurtures the careers of young musicians through its annual Young Artist
Competition. With support from the Carmel Symphony Orchestra League and Meridian Music,
the CSO conducts a juried competition open to any instrumental music student who is a legal
resident of the State of Indiana. Typically this competition draws applications from more than
40 talented junior high and high school students. The winner receives a $ 1, 000 prize and is
presented in concert as a soloist with the full orchestra at the Palladium.
We attempted a new educational program, geared toward adults in the medical and counseling
fields as well as those providing care, however, COVID- 19 concerns forced us to cancel and
refocus on the 2020- 2021 season. The CSO has reached out to current and potential sponsors
to fund a " music and the mind" type series that will explore how music positively impacts - and
in some cases encourages healing of - the mind, body, and emotions. A range of studies show
that music heals the soul and the CSO hopes to work with professional healers to not only
educate them about this important resource, but potentially bring music to the people who can
benefit the most.
We are currently working with the Gregory Hancock Dance Theatre to collaborate with the
Carmel Symphony Orchestra on our March 2021 Masterworks Concert.
As we look ahead to our 46th season in 2021- 2022, the Carmel Symphony Orchestra remains
committed to this guiding principal - Music has the power to change lives. We deeply
appreciate the financial and moral support we have received from the City of Carmel over the
past many years, and look forward to a successful, ongoing partnership in the future.
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EXHIBIT A
COVID RELIEF
CARMEL
woe SYMPHONY
ORCHESTRA
ANNA HYMES ARTISTIC DIRECTOR
COMMUNITY COVID RELIEF CONCERT
In March 2020, the Carmel Symphony was preparing for a concert when we were told the
Center for the Performing Arts would be closing due to the pandemic. We had to cancel the
remaining Masterworks concerts and subsequently lost $ 55, 000 of ticket revenue and
sponsorships. Since that time, we have been hard at work presenting programs both live and
virtually with the goal of making sure music is alive in Carmel. With social distancing and safety
measures always a priority, we presented outdoor small ensemble concerts throughout Carmel
Recently we opened our regular season with reduced audience seating capacity and a smaller
orchestra spaced 6 feet apart onstage and masked.
The arts and small businesses have been hit the hardest from Covid, and it will be most difficult
to return to any sense of normal. Many orchestras have furloughed their musicians and staff
but the Carmel Symphony has continued to find ways to stay relevant, current and stable
despite unforeseen challenges and obstacles.
The Carmel Symphony would like to produce a Covid Relief Concert in May at Carter Green.
The purpose of the concert is to raise funds for income lost during the pandemic. This outdoor
concert will bring our community together for a fun evening of orchestral pops and will be a
precursor for what the Carmel Music and Film Festival will look like.
City funding will help us pay for erecting a stage, lights and sound, musicians and guest artists.
The green will be roped off for ticketed audience and we will work with the City to have security
and safety measures in place. If the virus is still strong in May, the concert will be rescheduled
for September.
The budget for the concert is $ 48,000. We are asking the City for an additional $ 25, 000 to our
regular City grant of $275, 000, a total of $300, 000. We have a sponsor in place for $10,000
and plan on securing one more sponsorship. With the City' s support and expenses covered,
we will be able to recoup some of the money lost the last 8 months through ticket sales.
We believe in the power of music. This exciting and safe event will combine this thought with
our beautiful community.
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EXHIBIT B
Carmel Symphony Orchestra
FY 20- 21 Budget by Class
July 2020 - June 2021
Admin FR Performance Total
Income
4100 Concert Income
4110 Subscription 191, 600. 00 191, 600.00
4120 Single
0. 00
Total 4100 Concert Income 0. 00 0. 00 191, 600. 00 191, 600. 00
4200 Concert Sponsorship
4210Concerts 155, 000. 00 155, 000. 00
4220 Musicians 40, 500. 00 40, 500. 00
4230 Guest Artists
40, 000. 00 40, 000. 00
Total 4200 Concert Sponsorship 0.00 0. 00 235, 500. 00 235, 500. 00
4300 Donations
4360 General Donations 90,000. 00 90, 000. 00
Total 4300 Donations 0. 00 90,000. 00 0. 00 90, 000. 00
4400 Grant Income
4410 Government Grants 137, 500. 00 137, 500. 00 275, 000. 00
4420 Corp/ Foundation Grant 142, 900. 00 142, 900. 00
Total 4400 Grant Income 280, 400. 00 0. 00 137, 500. 00 417, 900. 00
4610 Fundraising Event Income 23, 000. 00 23, 000. 00
4690 Program Advertisements
16, 000.00 16, 000. 00
4710 Young Artist 7, 500.00 7, 500. 00
4800 Interest Income
4810 Interest Income
0. 00
Total 4800Interest Income 0.00 0. 00 0.00 0. 00
4900 In Kind Contributions 164, 175. 00 164, 175. 00
Total Income 444, 575. 00 113, 000. 00 588, 100. 00
1, 145, 675. 00
Expenses
5000 Payroll Expenses
5010 Salaries & Wages - Admin 131, 819. 76 131, 819. 76
5020 Salaries & Wages - Artist 169, 085. 00 169, 085. 00
5040 Contracted Musicians 168, 367. 50 168, 367. 50
5100 FICA/ Medicare 10, 084. 21 12, 935. 00 23, 019. 21
Total 5000 Payroll Expenses 141, 903. 97 0. 00 350,397. 50 492, 291. 47
6000 Concert Expense
6010 Auditorium Rental
100, 500. 00 100, 500. 00
6020 Guest Artist Fees
60,500. 00 60, 500. 00
6040 Guest Artists Expenses
2, 000. 00 2, 000. 00
6050 Cartage 2, 120. 00 2, 120. 00
6060 Equipment Rental 10, 810. 00 10, 810. 00
6070 Music
63, 610. 00 63, 610. 00
6080 Transportation
6, 500.00 6, 500. 00
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Carmel Symphony Orchestra
Exhibit B
Page 2
6090 Other 10, 500. 00 10, 500. 00
Total 6000 Concert Expense 0. 00 0. 00 256, 540. 00 256, 540. 00
6100 Rent 1, 860. 00 1, 860. 00
6200 Professional Fees
6210 Accounting 45, 500. 00 45, 500. 00
6220 Development 7, 000. 00 7, 000. 00
6230 Graphic Design 12, 000. 00 12, 000. 00
6250 Other Professional Fees 25, 000. 00 25, 000. 00
Total 6200 Professional Fees 89, 500. 00 0. 00 0.00 89, 500. 00
6300 Office Expenses
6310 Office Supplies 5, 000. 00 5, 000. 00
6320 Postage and Shipping 1, 000. 00 1, 000. 00 2, 000. 00
6340 Printing and Reproduction 4, 000. 00 8, 000. 00 14, 000. 00 26, 000. 00
6350 Equipment Rental ( Non -Concert) 3, 000. 00 3, 000. 00
6360 Equipment Purchase 2, 000. 00 2, 000. 00 4, 000. 00
Total 6300Office Expenses 15, 000. 00 9, 000. 00 16, 000. 00 40, 000. 00 6400
Telephone & Internet 6410
Telephone2, 300. 00 2, 300. 00 6420
Internet 1, 200. 00 1, 200. 00 Total
6400 Telephone & Internet 3, 500. 00 0. 00 0. 00 3, 500. 00 6500
Travel 6510
Mileage and Parking 600. 00 16, 863. 50 17, 463. 50 6520
Meals 7, 000. 00 7, 000. 00 Total
6500 Travel 7, 600. 00 0. 00 16, 863. 50 24, 463. 50 6600
Advertising and Marketing 50, 000. 00 50, 000. 00 6610
Dues and Subscriptions 500. 00 500. 00 6620
Licenses and Permits 3, 000. 00 3, 000. 00 6630
Play Bill 0. 00 6700
Fundraising Expenses9, 500. 00 9, 500. 00 6710
Young Artist Competition2, 500. 00 2, 500. 00 6800
Insurance 6810
Liability Insurance1, 360. 00 1, 360. 00 6820
Directors and Officers 884. 00 884. 00 6830
Workers Compensation1, 704. 00 1, 704. 00 Total
6800 Insurance 3, 948. 00 0. 00 0. 00 3, 948. 00 6910
Credit Card Fees 3, 300. 00 3, 300. 00 79001n
Kind Expenses 164, 175. 00 164, 175. 00 Total
Expenses 431, 286. 97 18, 500, 00 695, 291. 00 1, 145, 077. 97 Net
Income 13, 288. 03 94, 500. 00 107, 191. 00 597. 03
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Exhibit B
CARMEL
Explanatory Notes
SYMPHONY
ORCHESTRA
JANNA HYMES ARTISTIC DIRECTOR
EXPLANATORY NOTES: CARMEL SYMPHONY BUDGET
Fiscal Year July 1. 2019 — June 30, 2020
The CSO began its fiscal year July, 2019 and our concerts were performed as planned through
the holiday season.
We had two Masterworks concerts on October 12th and November 9ch of 2019 with a Holiday
Pops presentation on December 14th., a family friendly concert that is always our most popular
show.
We had also moved into the community and played Carmel Fest, Sun King on the Moron and
Mallow Run Winery.
With the arrival of the new year we assumed the balance of the concert year would go as
planned. The February Masterworks was well received but paled in comparison with the over
whelming success of our collaboration with ATI in presenting Sweeney Todd, Demon Barber of
Fleet Street.
The arrival of Covid and the ensuing restrictions meant that the entire remainder of the season
had to be scrapped. All budget assumptions were irrelevant and new options had to be
explored. Our last two concerts had sponsors and they graciously agreed to hold over into the
Fall season. Great news from our supporters but that meant we could not sell sponsorships to
any of three concerts scheduled in the Autumn of 2020. Add to that the reduced ticket sales
opportunities because of the 350 seat maximum set by the Palladium, meant further reductions
in income. Our October, 2020 concert sold only 231 seats and many of those went unoccupied
as people made more careful destination decisions.
Additionally, the Palladium automatically refunded the price of tickets to our season
subscribers for the cancelled March/ April concerts without allowing us to ask if those
supporters would like to make a donation of that money. The result is that the CSO didn' t get
any donations and now owes the Palladium $ 15, 000 in reimbursement for those refunds.
This has been a year like no other. The loss of income and the ability to perform has severely
affected our finances. We did apply for and receive the federal PPP loan to cover salary costs
and have reorganized to move into the digital fund raising era.
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EXHIBIT C
35- 0O2
STATE OF INDI-ANA
OFFICE OF THE SECRETARY OF STATE
To Whom The; e Presents Come, Greeting:
CERTIFICATE OF INCORPORATION
CARMEL SYMPHONY ORCHESTRA INC
LARRY A. CONRAD, Secretary of State of the State of Indiana, hereby certify that Articles of
Incorporation of the above not for --profit corporation, in the form prescribed by this Office, prepared and
signed in duplicate by the Incorporator( s) and acknowledged and verified by the same before a Notary
Public, have been presented to me at this office accompanied by the fees prescribed by law; that I have
found such Articles conform to law, that I have endorsed my approval upon the duplicate copies of such
Articles; that all fees have been paid as required by law; that one copy ofsuch Articles has been filed in this
office: and that the remaining copy( ies) ofsuch Articles bearing the endorsement of my approval andfiling
has ( have) been returned by me to the incorporator( s) or his (their) representatives, all -as prescribed by the
Indiana Not -For -Profit Corporation Act of 1971.
NOW, THEREFORE, 1 hereby issue to such Corporation this Certificate of Incorporation. and further
certify that its corporate existance has begun.
In Witness Whereof, ! have hereunto set my hand and
affixed the seal of the State of Indiana, at the City of
Indianapolis, this
loth
day of
oromhor 7t;
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EXHIBIT D
Internal Revenue Service
District Director
f
j Date: mAY 11 1979
I
Carmel Symphony Orchestra, Inc.
410 Second Avenue NE
Carmel, IN 46032
Gentlemen:
Department of the Treasury
Our Letter Dated:
November 17, 1977
Person to Contact:
Delores A. Dunn: sah
Contact Telephone Number.
513- 684- 3578
CIN: EO: ' 791 0 8 0
This modifies our letter of the above date in which vie stated that
you would % e treated as an organization which is not a private foundation
until the expiration of your advance ruling period.
Based on the information submitted, we have determined that you
a_re not a private foundation within the meaning of section 509( a6 of the
Internal Revenue Code, bzcause you are an organization of the type described
in_s@ . RR509 fa) ( lk * I u, urnexempt siat_usuRc ersection'
code is still in affect.
Grantors and contributors may rely on this determination until the
Internal Revenue Service publishes notice to the contrary. However, a
grantor or a contributor may not rely on this determination if he or she was
in part responsible for, or was aware of, the act or failure to act that
resulted in your loss of section _ 3D9kajT) * status, or acquired
knowledge that the Internal Revenue Service had given notice that you would
be removed from classification as a section 5QQ( a)( T) *
organization.
Because this letter cold help resolve any questions about your 1• rivate
foundation status, please keep it in your permanent records.
If you have any questions, please contact the person whose name and
telephone number are shown abtrve.
Sincerely yours,
170( b)( 1)( A)( vi)
cc: Alan J. Dansker
2700 Indiana Tower
One Indiana Square D. L. James, Jr.
Indianapolis, IN 46204 District Direct-) r
P. O. Box 2508, Cincinnati, Ohic 45201
Letter 1050 ( DO) ( 7=
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STATE OF INDIANA
SS:
we] 1AgAWt1 -77T`. / iINC60
AFFIDAVIT
I, Luci Snyder , an authorized representative of Carmel
Symphony Orchestra (" 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 calendar year ending 2019 totaled $ 943, 226. 16
rgna e J
Printed Name Luci Snyder
Subscribed and sworn to before me, the undersigned Notary Public, this 19 day of
1c. A 2020.
a' a.. MELISSA L VOLZ•SMITH_
t'' sEp Resident of Hamilton County, IN
Commission Expires: March 11, 2o24 Signature - NotLj Public
Commission # 681666
Printed Name Me l i jSc, Vt- SCr 4 SEAL]
Resident
of Lic, r,County, , Indiana My
Commission Expires: Mcir Lk I I , Q 4j
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EXHIBIT E
Carmel Symphony Orchestra
Balance Sheet
As of October 31, 2020
Total
ASSETS
Current Assets
Bank Accounts
1010 UFB Checking1170 1, 520. 70
1020 UFB Savings 1183 15. 194. 41
1025 UFB Strategic Savings 1196 1, 212. 96
1030 Lake City Bank 0. 00
1040 NBI Money Market 0. 00
1050 Bank Account - League 4, 148. 81
Total Bank Accounts 19, 035. 48
Accounts Receivable
1200 Accounts Receivable 0. 00
Total Accounts Receivable 0. 00
Other Current Assets
1400 Prepaid Expenses 3, 333. 10
1900 AR 0. 00
Total Other Current Assets 3, 333. 10
Total Current Assets 22, 368. 58
Other Assets
1080 CICF Endowment Fund 0. 00
Total Other Assets 0. 00
TOTAL ASSETS 22, 368. 58
LIABILITIES AND EQUITY
Liabilities
Current Liabilities
Accounts Payable
2000 Accounts Payable 27. 011. 85
Total Accounts Payable 27, 011. 85
Other Current Liabilities
2110 Withholding/ FICA/ Medicare 0. 01
2700 Deferred Revenue 41, 403. 03
Total Other Current Liabilities 41, 403. 02
Total Current Liabilities 68, 414. 87
Long -Term Liabilities
2800 Paycheck Protection Program 0.00
Total Long -Term Liabilities 0. 00
Total Liabilities 68, 414. 87
Equity
3000 Opening Bal Equity 45, 775. 99
3010 Retained Earnings -permanently 0. 00
3050 Retained Earnings 35, 793. 88
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
EXHIBIT E
Net Income
Total Equity
TOTAL LIABILITIES AND EQUITY
127, 616 16
46,046. 29
Monday, Nov 16, 2020 09: 35: 43 AM GMT- 8 - Accrual Basis
22, 368.58
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
EXHIBIT E
Carmel Symphony Orchestra
Profit and Loss
July 2019 - June 2020
Income
4100 Concert Income
4200 Concert Sponsorship
4300 Donations
4400 Grant Income
4610 Fundraising Event Income
4690 Program Advertisements
4710 Young Artist
4800 Interest Income
49001n Kind Contributions
4950 Miscellaneous Income
Total Income
Gross Profit
Expenses
6000 Payroll Expenses
6000 Concert Expense
6100 Rent
6200 Professional Fees
6300 Office Expenses
6400 Telephone & Internet
6500 Travel
6600 Advertising and Marketing
6610 Dues and Subscriptions
6620 Licenses and Permits
6700 Fundraising Expenses
6800 Insurance
6900 Bank Service Charges
6910 Credit Card Fees
6920 Other Expenses
7900 In Kind Expenses
Total Expenses
Net Operating Income
Net Income
Total
176, 190. 50
62, 450. 00
139, 723. 41
343, 090. 39
25, 908.47
13, 000. 00
475. 00
105. 02
180, 221. 00
2, 062. 37
943, 226. 16
943, 226. 16
480, 342. 09
158, 522. 53
1, 842. 00
77, 423 13
41, 178. 83
4, 564. 73
6, 253. 14
24, 970 99
1, 740. 00
2, 592. 28
Form 990
Rev. January 2020)
Return of Organization Exempt From Income Tax
Under section 501( c), 527, or 4947( a)( 1) of the Internal Revenue Code ( except private foundations)
Depadment of the Treasury Do not enter social security numbers on this form as it may be made public.
Ihaimal Revenue Seance Go to www. 1rsgov7FernoM for instructions and the latest information.
EXHIBIT E
OMB No. I545-00, 17
Open to Public
Inspection
A For the 2019 calendar year, or tax year beginning 7/ 01 , 2019, and ending 6/ 30 • 2U2U
B Check if applicable:
Address change
Name change
Initial return
Final rehard e, rinte,l
Amended return
Application pending
C
Carmel Symphony Orchestra
760 3rd Avenue SW, Suite 102
Carmel, IN 46032
D Employer identification number
31- 0918565
E Telephone number
317- 844- 9717
GGroxanscipts$ 763, 004.
F Name and address of principal officer: Randy Biernat
Same As 0 AboveN(b)
X501( c)( 3) 501( c) ( ) ( insuring.) 4947( a)( 1) or 527
hon - or
H(a) is lots a group return for 5. Padirxi Yes LXJ No
all f NoAre subprdamatas inclutloff Yes see Li instructions) Hi No Group exemption ttach a leuL (
number Tax- exempt status:
J Website:- www.
carmels K Form of
organization: X Corporation Tmst AssociationI I Other L Year of formation: 1975 M state of legal domicile: IN PartII
Summary 1 Briefly describe
the organization' s mission or most significant activities_ Toianizeand sustain a s honk orchestra - in- the-
hamilton -county- area----0E2 -------------------------------
Checkthis
box If the organization discontinued its operations or disposed of more than 25% of its net assets. 0 3 Number
of voting members of the governing body ( Part VI, line 1a)3 ....1 ....17 ........................... ice 4 Number
of Total independent voting members of the governing body ( Part VI, line 1 b) 4 _ _ 17 w ....... ... z 5
number of individuals employed in calendar year 2019 ( Part V, line 2a)5 ... 45 ... 6 .., .. . _ Total number
of volunteers ( estimate if necessary)....6 . .... .. 90 7a Total unrelated
business revenue from Part VIII, column ( C)line , 12 _7a . 0. .. b ........ .. .. Net unrelated
business taxable income from Form 990-T, line 39..7b .. 0. .. ..Prior .................... .. .. Year Current
Year8 Contributions and
grants ( Part VIII, line 1 h).526, ...659. .545, .............. ................... .. 263. 0 9 Program
service revenue ( Part VI 11, line 2g) 177, ......999 ... .. _.. 189 .. ... . . .. ... 191- 10 Investment income (
Part VIII, column ( A)lines , 3, 4, and 7d)...114. ......47, .116. 1
Part VIII, column ( A)lines , 5. 6d, 8c. 9c, 10c, and 11 a).12 ...Total . revenue - .. ... 16, 679. 11 Other revenue (
add lines 8 through 11 (must equal Part VIII, column (A)line , 12).751, .. 888. 751, 133. 13 Grants and
similar amounts paid (Part IX, column ( A)lines , 1-3)...14 ... .....Benefits ...paid . ..
to or for members ( Part IX, column (A)line , 4) 15 Salaries, .other ............... ...... ..
compensation, employee benefits (Part IX, column ( A)lines , 5-10) 446, 764. 480, 342. m 16a Professional
fundraising fees (Part IX, column ( A)line , 11 e)...b .......Total ...fundraising ...........
expenses ( Part IX, column ( D)line , 25) 86, 242. x m 17
expenses Other ( Part IX, column (A)lines , Ila-lid, 11f- 24e)..394, ..... ... 383. . _.. 327 446. 841, 147. 807,
EXHIBIT F
CARMEL
w SYMPHONY
ORCHESTRA
JANNA HYMES ARTISTIC DIRECTOR
Board of Directors
2020- 2021
Luci Snyder Commercial Real Estate Consultant Chair
Rob Schlegel Neumann - Schlegel - Burrows, LLC Vice -Chair
Randy Biernat BKD, LLP Treasurer
Shannon Minnaar Homemaker Secretary
Larry Lawhead Barnes & Thornburg LLP Past Chair
John Adams General Motors Corporation ( ret.) Director
Caleb Bullock Somerset CPAs Director
Bruce Cordingly Pedcor Companies Director
Bill Culpepper SePRO Corporation Director
Chuck Duke Duke People Development Director
Peter Fulgenzi I Health Director
Todd Graves Tumuli Consulting
Director
Rick Harrison SYM Financial Advisors Director
Stan Hurt HVAC Distributor ( ret.) Director
Cori Rodda FWO Accounting
Director
Jim Streeter Streeter Consulting LLC
Director
Reinhold Strnat Magnet - Physics Inc. Director
Jerry Torr Hamilton Title Director
Dr. George Zack Lexington Philharmonic Orchestra ( ret.) Director
Kris Zaloudek Violin Teacher Orchestra Rep
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
CCA MEL Exhibit G
SYMPHONY
ORCHESTRA
IANNA HYMES ARTI5TIC DIREC FOR
City of Carmel Arts Grant Program
Final Report 2019- 2020
One of the Carmel Symphony Orchestra' s (CSO) greatest assets is the opportunity to perform
at the Palladium as the Resident Orchestra, and we value this partnership with the Center for
the Performing Arts. It raises the artistic level of the orchestra and is a significant factor in our
financial and artistic growth and success. The CSO' s 2019- 2020 season, our 44th, marked the
third season for Maestra Janna Hymes, our Artistic Director. Guest artists who performed with
the CSO last season included: Philippe Quint, Sarah Scharbrough, the Wright Brothers,
Colleen Daly, Ann McMahon Quintero, Matthew Vickers, Branch Fields, and the Anderson
Symphony Choir.
As is the national trend, season ticket sales were down slightly, but roughly one quarter of the
house (slightly fewer than 400 seats) still sold in subscriptions, and overall attendance
averaged just about 900 per concert. In addition, we retained all of our sponsors. However,
due to COVID- 19, our March and April concerts were canceled. Our sponsors did not
withdraw their support, but moved to cover our October and November concerts in 2020.
During the past season, thee CSO continued to emphasize our educational mission with these
programs:
Sounds Exciting! Concerts - These concerts for 5th grade students are designed to
supplement state curriculum guidelines and to encourage students to make a decision to
play an instrument. Approximately 2, 000 students and nearly 100 teachers and chaperones
from Hamilton and surrounding counties were in attendance. Area music teachers meet with
symphony staff to help to design these concerts to insure they meet the educational needs of
their students. During this process, we gain invaluable input from teachers as to how the
CSO can better serve schools and target programming to supplement curriculum goals. We
then create and distribute a ' newsletter' to all the music teachers and students in advance to
help them prepare for their concert experience.
Family Fun! - This interactive concert allows young children to sit by our musicians on the
Palladium stage to watch music being made. Family Fun! Is followed by an instrument
petting zoo, which allows children to try various orchestral instruments they just heard and
observed.
YouthPASS - This special offer allows children and students through high school to attend
concerts for $ 5. This remains an important factor in the continual growth of CSO audiences
each season. The $ 10 CollegePASS also helped to grow our younger audience.
Young Artist Competition - An annual juried competition open to instrumental or piano
students who reside within the State of Indiana. The winner receives a $ 1, 000 prize and
performs as soloist with the full orchestra at the Palladium.
Musician Mentoring - This occurs at every rehearsal with the professional principal of each
section coaching the avocational musicians, and thus serving as their mentor. This makes
the CSO unique and successful in its mission to serve life- long learners. The CSO employs
principal players in each section. A significant number of our musicians are community
volunteers who range from students through retirees.
Meet the Music - This program, led by the Artistic Director and guest artists, served as
another educational opportunity in an informal setting. The program highlights interesting
perspectives on the concert' s composers and their music, followed by a Q & A session. The
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
increased popularity of Meet the Music shows that our patrons are eager to learn more in
order to enhance their concert experience.
Symphony on the Go - These new events offered by the CSO provided several programs at
locations outside of the Palladium to reach audiences not otherwise accessible. The CSO
responded to feedback that mobility and cost limited audience accessibility. These locations
at Midtown, Carmelfest and Mallow Run allowed the CSO to provide free performances to
introduce audiences in diverse locations to a variety of music. It was estimated the CSO
reached over 1, 200 audience members of a variety of ages.
Traditionally, concerts expenses are paid for by the sponsor and ticket sales. However, this
year, our March and April concerts were canceled completely, gendering a refund of $15, 000
for prepaid tickets. Attempts at a May concert were not successful. Our fall season opened
with concerts in October and November. Our seating was limited by the Palladium causing a
larger than usual gap between expenses and income. Therefore, we used $ 100, 000 of the city
grant to cover those expenses.
Because of community efforts to engage the orchestra in local activities, we spent $ 125, 000 for
musicians salaries as most of these events generated no income and for the salary of our
Artistic Director and additional promotions by our media specialist.
Additionally, moving into the digital age by improving our marketing efforts, we expended
12, 500 on creating a new, streamlined, easy to use website for tickets and donations. Finally,
we used $ 37, 500 for our collaborative production of Sweeney Todd, the Demon Barber of Fleet
Street, with Actors Theatre of Indiana
Finally, while the CSO finished FY20 with a deficit due to COVID- 19 cancelations, the orchestra
used this time to recalibrate our approach to sponsorships, individual donations, and ticket
sales by creating a fresh interactive new website that encourages participation and donations
while allowing us to gather contact information for further enhanced relationships.
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
Add lines 13-17 (must equal Part IX, column ( A)line , 25). 89 .259 .. - 56 788. 18 Total expenses.
expenses. Subtract line 18 from line 12 43 Beginning of 85. 5. 19 Revenue less
Current Year End of Year
163, 308. 148,
assets ( Part X, line 16) fa ...21 ....Total ................ . .. 921. 5a 20 Total
liabilities ( Part X, line 26) 25, _084. . _67, ..... _. _ _ - 352. i 5 22
Net assets or fund balances. Subtract line 21 from line 20 138, 229. 81, 569. Partll SianatureBloc Under
penalties of
peiIdeclarethatIhaveexamined this return, Irctuding accanpanYmg schedules and statements, and to the best of my knowledge and belief, itisbue, correct, and complete. Declaration of
preparer ( other than officer) is Lased an all mformalion of amlch preparer has any knasledgis. Sign s,ortilnmoloi
Dale
Here ' Randy Biernat
Treasurer Type or print
name and title Printrrype preparer' s
name Preparer' s signature Date Check it I PnN Paid IJames A
Simpson IJames A Simpson
IIself- employed IP01425325 Preparer, Firm' sr,
ame FINANCIAL TECHNOLOGIES & MANAGEMENT Use Only Firms
address ' 2935 E 96TH ST STE 216 Ftrrn' sEIN 35- 2138762 INDIANAPOLIS IN 46240
lFhoreni ( 317) 819- 0780 May the IRS
discuss this return with the preparer shown above? (see instructions) ... X _.. _.... Yes No BAA For Paperwork
Reduction Act Notice, see the separate instructions. TEEA0101I. Ol r¢2o Form 990 ( 2019)
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
11, 870. 93
3, 948. 00
1, 439. 88
1, 82675
1, 144.54
180, 221. 00
999, 880. 82
56, 654. 66
56, 654. 66
Thursday, Nov 05, 2020 02:49: 38 AM GMT- 8 - Accrual Basis
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