HomeMy WebLinkAboutResolution_BPW_02-03-21-25; Arts Grant; ($2,000.00); M3 Theatre CampRESOLUTION NO. BPW02-03-21-25
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:
S:EBass\\\ MyDocuments\\ BPW-\Resolutions\2021\\AcknowledgeArtsGrantM3TheatreCamp.\ docx1/27/202110:27AM
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2/3/2021
2/3/2021
2/3/2021
2/3/2021
2/3/2021
ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement ( herein referred to " Agreement") entered into by and between the City
of Carmel ( the " City") and Ael,C-1<o Oo_m Q ( the
Grantee"), is executed pursuant to the terms and conditions set orth 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, Allar , gIa.
an authorized representative of Grantee, have applied for a C6 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 10 0 0 . 0 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
1) 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 ofcompetent 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.
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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
ATT1 ST:
hereto have made and executed this Agreement as follows:
By:
James Brainard, Mayor
Date: 1- 13- 2021
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. Carmel. IN 46032. Phone: 317571- 2483, skibbernkarmel in eov.
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Exhibit " A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of
Fax:
Contact
Email:
APPLICATION AMOUNT:
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
sa aklc fc
Additional pages may be added to Exhibit " A")
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Attachment to Exhibit " A"
M3 Theatre Camp is a young and growing Musical Theatre Company for children between the
ages of eight and fourteen. Our camp is unique because it gives all students, regardless of their level of
talent or skill the opportunity to experience Musical Theatre as performers. This summer, students will
have the opportunity to participate in a three- week camp that will meet from 9am- 3pm each day.
During camp students will learn about and participate in the following activities: acting, singing, stage
movement, theater terminology, dancing, the audition process, set design, and team -work!
In 2020, M3 Theatre Camp had planned to produce and perform Moana, Jr. Because of COVID- 19, M3
Theatre Camp made the difficult decision to postpone camp to June 2021. We made this decision in the
interest of safety for our students, parents, and instructors. This year M3 Theatre Camp plans to
produce Moana. Jr. in a safe environment where adequate distancing and outdoor rehearsals will be
possible.
Though M3 Theatre Camp was unable to hold camp, students still participated in a Polynesian
themed workshop at the beginning of March, where students tasted Polynesian food, made leis,
learned a song from " Moana. Jr., and even learned the hula. In addition, we already purchased almost
all of the costume material we would have needed for the production. M3 Theatre Camp was also able
to hold it a fall event at The Carmel Gazebo on October 171h. Children learned a song with Choreography
and were able to maintain a safe distance while still entertaining family and friend.
Because of challenges the pandemic, and M3 Theatre Camp' s desire to keep students safe, we
anticipate some additional expenses for camp in 2021. First of all, we plan to perform and hold some
rehearsals outside at The Carmel Gazebo. For this reason, we will need to invest in quality sound and
lighting equipment, sturdy backdrops, and portable backstage changing areas.
M3 Theatre Camp is grateful for past support from The City of Carmel, Meridian Music
Company, Meridian Music School, parents, and other members of the Community. We are looking
forward to continued growth and learning, and we are thrilled to be a part of the rich Arts Community
that already exists in Carmel.
Grant funds would be used to cover the following expenses:
Sound System with Laval! er Mics: $ 2, 000.00
Lighting Equipment: $ 500.00
Backdrops: $ 1, 000.00
Backstage Changing Tents: $ 200. 00
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M3 Theatre Camp
2021BUDGET
Total Expenses
W
27, 515. 00
VENUE CAMP INSTRUCTORS
Room and hall fees. 3,000. 00 Directors 15,000. 00
Lighting & Sound 2, 100. 00
PRODUCTION
Costumes 500. 00
Makeup 200. 00 PRINTING
Props 500. 00 Program 400.00
Sets/ Backdrop 1, 000. 00 Tickets 10. 00
Changing Tents 200.00 Forms 5. 00
CAMP FUNDRAISING
Snacks 300. 00 Food 1, 500.00
Office Supplies 100. 00 Decorations 300. 00
Venue 1, 200.00
ADVERTISING Concessions/ Flower Sales 150. 00
flyers 200. 00,
Website 350. 00
Digital Advertising 500. 00
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Farmed pursuant to the provisions of the Indiana Nonprofit Corporation Act of 1991
BUSINESS ID
BUSINESS TYPE
BUSINESS NAME
PRINCIPAL OFFICE ADDRESS
NAME
ADDRESS
PERIOD OF DURATION
EFFECTIVE DATE
f
APPROVED AND FILED I
CONNIELAWSON
INDIANA SECRETARY OF STATE
05/ 23/ 2017 02: 55 PM
201705231197196
Domestic Nonprofit Corporation
M3 THEATRE CAMP, INC.
845 W. Carmel Dr., Carmel, IN, 46032, USA
Hillary Blake
845 W. Carmel Dr., Carmel, IN, 46032, USA
Perpetual
05/ 23/ 2017
TITLE President
NAME Hillary B Blake
ADDRESS 845 W. Carmel Dr., Carmel, IN, 46032, USA
9J'i;T•ICLE V - ORATOR( S) .
NAME Craig Gigax
ADDRESS 15 Mill Run Ct, Fishers, IN, 46038, USA
page 1 of 2 -
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APPROVED AND FILED
CONNIE LAWSON
INDIANA SECRETARY OF STATE
05/ 23/ 2017 02: 55 PM
ARTI47. E VI,=GENERAL .INFORMATION
STATEMENT OF PURPOSE
M3 Theatre Camp is formed to provide children the opportunity to act in musical theatre camps during the summer months.
TYPE OF CORPORATION
Public benefit corporation, which is organized for a public or charitable purpose
WILL THE CORPORATION HAVE MEMBERS? Yes
DISTRIBUTION OF ASSETS
The assets of M3 Theatre Camp will consist of props and costumes either made by or donated to the children. Upon dissolution these would be
donated to another theatre company.
SIGNATUEE , ;;'
THE SIGNATOR( S) REPRESENTS THAT THE REGISTERED AGENT NAMED IN THE APPLICATION HAS CONSENTED TO THE
APPOINTMENT OF REGISTERED AGENT.
THE UNDERSIGNED, DESIRING TO FORM A CORPORATION PURSUANT TO THE PROVISIONS OF THE INDIANA
NONPROFIT CORPORATION ACT, EXECUTE THESE ARTICLES OF INCORPORATION.
IN WITNESS WHEREOF, THE UNDERSIGNED HEREBY VERIFIES, SUBJECT TO THE PENALTIES OF PERJURY, THAT THE
STATEMENTS CONTAINED HEREIN ARE TRUE, THIS DAY May 23, 2017
SIGNATURE Craig Gigax
TITLE Incorporator
Business ID : 201705231197196
Filing No: 7609925
Page2of2-
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INTERNAL REVENUE SERVICE
DEPARTMENT OF THE TREASURY
P. 0. BOX 2508
CINCINNATI, OH 45201
Pate: DEC' 1 2016 Employer Identification Number:
R 10 81- 4662315
DLN:
26053749001346
M3 THEATRE CAMP
Contact Person:
845 W CARMEL DR
CUSTOMER SERVICE ID# 31954
CARMEL, IN 46032- 0000 Contact Telephone Number:
877) 829- 5500
Accounting Period Ending:
December 31
Public Charity Status:
509( a)( 2)
Form 990/ 990- EZ/ 990- N Required:
Yes
Effective Date of Exemption:
December 12, 2016
Contribution Deductibility:
Yes
Addendum Applies:
No
Dear Applicant:
We' re pleased to tell you we determined you' re exempt from federal income tax
under Internal Revenue Code ( IRC) Section 501( c)( 3). Donors can deduct
contributions they make to you under IRC section 170. You' re also qualified
to receive tax deductible bequests, devises, transfers or gifts under
section 2055, 2106, or 2522. This letter could help resolve questions on your
exempt status. Please keep it for your records.
Organizations exempt under IRC Section 501( c)( 3) are further classified as
either public charities or private foundations. We determined you' re a public
charity under the IRC Section listed at the top of this letter.
If we indicated at the top of this letter that you' re required to file Form
990/ 990- EZ/ 990- N, our records show you' re required to file an annual
information return ( Form 990 or Form 990- EZ) or electronic notice ( Form 990- N,
the e- Postcard).
If you don' t file a required return or notice for three
consecutive years, your exempt status will be automatically revoked.
If we indicated at the top of this letter that an addendum applies, the
enclosed addendum is an integral part of this letter.
For important information about your responsibilities as a tax- exempt
organization, go to www. irs. gov/ charities. Enter " 4221- PC" in the search bar
to view Publication 4221- PC, Compliance Guide for 501( C)( 3) Public Charities,
which describes your recordkeeping, reporting, and disclosure requirements.
Letter 947
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2_
M3 THEATRE CAMP
Sincerely,
000
Jeffrey I. Cooper
Director, Exempt organizations
Rulings and Agreements
Letter 947
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d$
V d
Form NP— I
Slate Form 51065
4- 03)
Indiana Department of Revenue
Indiana Government Center North Indianapolis, Indiana 46204
Indiana Nonprofit Sales Tax Exemption Certificate
This certificate may not be used to collect sales tax)
000001
1800152073269
IN IN I11II IIIII IIIII IIIII 1111IIIII IIIII IIIII IIIII IIIII IIIII IIIII IIIII III IIII
M3 THEATER CAMP
845 W CARMEL DR
CARMEL, IN 46032- 5804
TID: 0164176977
LOC: 000
Corresp ID: 1800152073269
Issued: 07/ 31/ 2018
Organization is only exempt from payment of sales tax on purchases for which the organization is granted exemption.
Detach Here)
Qualifying for sales tax exemption requires the completion and filing of an application form prescribed by the Indiana Department of
Revenue. The Taxpayer Identification Number ( TID) above must be provided to the retailer if purchases are to be exempt from sales
tax. In addition, to qualify for sales tax exemption, such purchases must be used for purposes described in Information Bulletin # 10.
The TID must be used on Sales Tax Exemption Certificates ( ST- 105) when making qualified purchases.
The tact that an organization is granted exemption from income tax by the federal government, or that it at one time was granted such
an exemption by the State of Indiana, does not neccessarily mean that a purchase made by a nonprofit organization is exempt from
sales lax.
Requirements for Sales Tax Exempt Purchases by Nonprofit Organizations:
A. Purchases by a Nonprofit Organization for its Own Use:
In order to qualify for sales tax exemption on purchases, a nonprofit organization must satisfy the following
conditions:
a) The organization must be named or described in IC 6- 2. 5- 5- 21( b). Organizations named or described in this Code
section are organized and operated exclusively for one or more of the following purposes:
Civic Charitable Educational Fraternal
Literary Religious Scientific
b) Included in the above general organizational categories are the following specifically named types of nonprofit
organizations:
Business Leagues Churches Convents
Fraternities Labor Unions Licensed Hospitals
Monasteries Parochial Schools Pension Trusts
Shared Hospital Services Sororities Student Cooperative Housing
2. In order to qualify for sales tax exemption, purchases must be used for the same purposes for which the nonprofit
organization is granted exemption.
Purchaser for the private Benefit ofany member, director, or officer of the nonprofit organization, or for any other
individual are not eligible, for exemption. Purchases used,for social purposes are never exempt.
B. Purchases by Nonprofit Organization for Resale:
Purchases of tangible personal property purchased for resale by nonprofit organizations are eligible for sales tax exemption.
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
State of Indiana
Office of the Secretary of State
Certificate of Incorporation
of
M3 THEATRE CAMP, INC.
I, CONNIE LAWSON, Secretary of State, hereby certify that Articles of Incorporation of the above
Domestic Nonprofit 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 Tuesday,
May 23, 2017.
In Witness Whereof, I have caused to be affixed my
signature and the seal of the State of Indiana, at the City
of Indianapolis, May 23, 2017
r ' /
CONNIE LAWSON
SECRETARY OF STATE
201705231197196 / 7609925
To ensure the certificate' s validity, go to https:// bsd. sos. in.gov/ PublicBusinessSearch
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STATE OF INDIANA )
SS:
COUNTY OF HAMILTON )
of
an authorized representative
being first duly sworn upon
my oath, state that pursuant to paragraph 2 of tde 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 $ 1 qJ 117 9, 5y
Subscribed and swom to before me, the undersigned Notary Public, this _% ' day of
Ou mm l; ( , 2020. -
Pi
STATE OF INDIANA Signature - Notary Public
Notary Public Seal 7/'
Christine S. c Wagner Printed Name( i n S / A/ o S " cL iuL l—
My commissiob"" ebruary 21. 2023
Resident of NLpC ! County, Indiana
My Commission Expires: `! uAry ' 2 1. 10.2 3
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Hillary Blake
From: Nicole James < NJames@SomersetCPAs. com>
Sent: Friday, July 10, 2020 9: 15 AM
To: Hillary Blake
Cc Lou Castellani; M3 THEATRE CAMP INC 19YE
Subject: 990- N, NP- 20 ( 12/ 31/ 19) ( IWOV- WS9. FID9952791
Attachments: Attach ments. html
Somerset Accountants and Advisors Expires August 9, 2020
13760. 1990- N 123119 CLIENT COPY. pdf 243. 1 KB
13760. 1990- N 123119 INSTRUCTION LETTER. pdf 139. 2 KB
13760. 1 NP- 20123119 TO BE PRINTED, SIG ... IDR. pdf 135.8 KB
Download Attachments
Re: M3 THEATRE CAMP, INC.
Please find the attached instruction letter, client copy, and Indiana NP- 20 for your Exempt Organization return
E- Filing:
Your Federal 990- N was qualified for electronic filing. We have transmitted the postcard electronically to the IRS. No
further action is required.
Please refer to the attached letter for the mailing instructions for your 'NP 20, State Exempt Organization Annual
Report.
Should you have any questions, please contact your accountant as soon as possible.
Thank you.
Nicole James
Tax Processing Manager
phone: ( 317) 472- 2186
Personal Secure Email Inbox
DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
11/ 18/ 2020
13760. 1 990- N 123119. pdf
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Somerset CPAs and Advisors
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DocuSign Envelope ID: AEF88DE6-E12A-4394-AE83-A1C012CE171F
Exhibit F
M3 Theatre Camp Board
Hillary Blake, President of M3 Theatre Camp
Kelli McLaughlin, Board Member
Claire Ma, Board Member
Jenny Pfeiffer, Board Member
Chris Plunkett, Board Member
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Exhibit G
End of Year Report
M3 Theatre Camp was honored to be the recipient of a Carmel Arts Grant of $2, 000. 00 in 2020.
Like many arts organizations around the world, M3 Theatre Camp faced the disappointment of canceling
the 2020 show that our students were so looking forward to. Though we were unable to hold camp, The
Carmel Arts Grant helped our organization in several ways. First of all, we were able to purchase our
show kit. In addition, we purchased almost all the costumes items we would have needed to for Moana.
Jr. Finally, we were able to refund all camp participants and still have funds for a fall event that M3 held
in October.
While we were disappointed that the Moana. Jr. camp did not happen in 2020, we were able to
hold a spring Polynesian themed workshop in March. We also brough students and camp directors
togetherto rehearse and perform a song at Meridian Music School' s outdoor Cooperative Recital. With
the support the City of Carmel and Meridian Music school parents, M3 Theatre Camp plans to produce
and perform Moana. Jr. in June 20211
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