HomeMy WebLinkAboutResolution_BPW_01-19-22-26_Arts Grant_1780.00_M3 Theatre CampRESOLUTION NO. BPW 01-19-22-26
RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY
ACKNOWLEDGING ARTS GRANT PROGRAM AGREEMENT
WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Carmel, Indiana (“City”), is authorized to enter
into contracts; and
WHEREAS, pursuant to Indiana Code 36-4-5-3, the City’smayor may enter into contracts on behalf ofthe
City; and
WHEREAS, pursuant to his authority under Indiana law, the City’smayor, 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’sBoard of Public Works and
Safety for it to be publicly acknowledged, filed in the Clerk’sOffice, and made available to the public for review.
NOW, THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as
follows:
1. The foregoing Recitals are incorporated herein by this reference.
2. The receipt ofthe Contract is hereby acknowledged.
3. The Contract shall be promptly filed in the office of the Clerk and thereafter made available to the public
for review.
SO RESOLVED this day of , 2022.
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
BY:
James Brainard, Presiding Officer
Date:
Mary Ann Burke, Member
Date:
Lori S. Watson, Member
Date:
ATTEST:
Sue Wolfgang, Clerk
Date:
S:\\EBass\\MyDocuments\\BPW-Resolutions\\2022\\Acknowledge ArtsGrantM3Theatre Camp.docx1/7/20221:07PM
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1/19/2022
January19th
1/19/2022
1/19/2022
1/19/2022
OF CA
1 1
NDIAWx
ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement (herein referred to as " greement") ntered into by and between the City
of Carmel (the "City") and e. Camp (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, Oi Lt.LY R ` lah e ,
an authorized representative of Grantee, have applied for a CP 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 $ 1,780.00 to the Grantee for the eligible costs
of the project (the "Project") or services as described in Exhibits "A" and "B" of this
Agreement. The funds shall be used exclusively in accordance with the provisions
contained in this Agreement. Generally, the Grant award may not exceed one third
1/3) of Grantee's combined contributed income, revenue of sales, and/or ticket
revenue from the previous year. The City of Carmel may, however, make exceptions
for start-up organizations that have been in existence for three (3) years or less.
3. Design and Implementation of Project. The Grantee agrees to use any and all grant
funds in accordance with the proposal contained within this agreement and any
documents attached to this Agreement, which are incorporated by reference.
4. Warranty of non-profit status. Grantee hereby represents and warrants that it is a
not -for -profit entity with a determination letter from the Internal Revenue Service
declaring that it is exempt from Federal income tax.
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5. Payment of Grant Funds by the City. The payment of this Grant by the City to theGranteeshallbemadeinaccordancewiththefollowingconditions:
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 requestedEXHIBITB);
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);
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 hereinEXHIBITG).
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 m
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.
3
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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. Severabitity. 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 WITNPSS WHEROF, the parties hereto have made and executed this Agreement as follows:
Grantee")
BY: (Signature)
Printed N ne of cer: Q Title: Pr2Si
Date: tl_
CITY OF CARNIEL ("Grantor")
0
James Brainard, Mayor
12129/2021
ATTEST:
Klkt,
Date: 12/29/2021
If you have any question concerning the City of Carnet's 2022 Ms Grant Pmgnm, gent waling, guidelines or applim ion materials, contact:
Sbamn Kibbe, City of Cannel, One Civic Square, C=ei, IN 46032, Phone: 317-571-2483, skibbeWcam el.in eov.
4
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Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
APPLICATION AMOUNT: $ o, 000 , Ci O
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
S-PC' 7r1 CtZC f 1C
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-4pm 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 and 2021, 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. Because
COVID-19 was still a major concern in 2021, we change the dates of our camp from June to July.
Unfortunately, this impacted our attendance much more than we anticipated. Once again, we had to
cancel camp. We made both decisions in the interest of safety for our students, parents, and
instructors. M3 Theatre Camp has not giving up and is planning to hold the MOANA, Jr. Camp at The Cat
Theatre June 6-24,2022!
Because we canceled camp for a second year in a row and had to issue refunds, we were unable to
invest in some of the equipment we had hoped to purchase. After holding two events at The Carmel
Gazebo, we realize the importance of a good sound system with lavalier microphones. It is our hope
that we will be able to purchase these before our production this summer. Therefore, we are asking for
2,000.00 for a new sound system.
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 proud to be a part of the rich Arts Community
that already exists in Carmel.
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EXHIBIT
M3 Theatre Camp
2022 BUDGET
Total Expenses $28,425.00
VENUE CAMP INSTRUCTORS
Room and hall fees $2,100.00 Directors $15,000.00
Lighting & Sound $2,500.00
PRODUCTION
Costumes 500.00
Makeup 200.00 PRINTING
Props 500.00 Program 400.00
Sets/Backdrop 1,000.00 Tickets 50.00
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/print advertising 500.00
Website 350.00 INSURANCE 1,310.00
Digital Advertising 500.00
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APPROVED AND FILED
C CONNIE LAWSON
INDIANA SECRETARY OF STATE
05/23/2017 02:55 PM
Formed pmsuard to the provisions of the Indiana Nonprofit Corporation Act of 1991
BUSINESS ID
BUSINESS TYPE
PRINCIPAL OFFICE ADDRESS
NAME
ADDRESS
PERIOD OF DURATION
EFFECTIVE DATE
20170523119,7196
Domestic Nonprofit Corporation
M3 THEATRE CAMP, INC.
845 W. Carmel Dr., Carmel, IN, 46032, USA
Hillary Blake
845 W. Carmel Dr., Carmel, IN, 4603Z USA
Perpetual
05/23/2017
TITLE President
NAME Hillary B Blake
ADDRESS 845 W. Camel Dr., Carmel, IN, 46032, USA
NAME Craig Gigax
ADDRESS 15 Mill Ron 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
STATEMENT OF PURPOSE
M3 Theatre Camp is famed to provide children the opportunityto act in musical theatre camps during the summermoahs. 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 donatedtoanothertheatrecompany, THE
SIGNATOR(S) REPRESENTS THAT THE REGISTERED AGENT NAMED IN THE APPLICATION HAS CONSENTED TO THE APPOINTMENTOFREGISTEREDAGENT. THE
UNDERSIGNED, DESIRING TO FORM A CORPORATION PURSUANT TO THE PROVISIONS OF THE IND ANA NONPROFITCORPORATIONACT, EXECUTE THESE ARTICLES OF INCORPORATION. IN
WITNESS WHEREOF, THE UNDERSIGNED HEREBY VERIFIES, SUBJECT TO THE PENALTIES OF PERJURY, THAT THE STATEMENTSCONTAINEDHEREINARETRUE, THIS DAY May 23, 2017 SIGNATURE
Craig Gigax TITLE
Incorporator Business
ID: 20170523E 197196 Filing
No : 7609925 Page
2 of 2 -
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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
CONNIE LAWSON
SECRETARY OF STATE
OF
I
20170523119719617609925
To ensure the certificate's validity, go to https.//bsdsos,in..gov/PublicBusinessSearch
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CINCINNATI, OH 45201
mnmlm
EXHIBIT
Date: DEC 19 2016
M3 THEATRE CAMP
845 W CARMEL DR
CARMEL, IN 46032-0000
Dear Applicant:
Employer Identification Numbed
81-4662315
DLN:
26053749001346
Contact Person:
CUSTOMER SERVICE ID# 31954
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
We're pleased to tell you we determined you're exempt from federal income taxunderInternalRevenueCode (IRC) Section 501(e)(3). Donors can deduct
contributions they make to you under IRC Section 170. You're also qualifiedtoreceivetaxdeductiblebequests, devises, transfers or gifts under
Section 2055, 2106, or 2522. This letter could help resolve questions on yourexemptstatus. 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 publiccharityundertheIRCSectionlistedatthetopofthisletter.
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 114221-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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M3 THEATRE CAMP
Sincerely,-
00,00
Jeffrey 2, Cooper
Director, Exempt Organizations
Rulings and Agreements
Letter 947
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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 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 previous year totaled $
4
Printed Name
Subscribed and sworn to before me, the undersigned Notary Public, this C%
day of
U2 lb( r , 2021. STATE
OF INDIANA Notary
Public Seal Christine
S. Wagner Hancock
My
Commission Expires February 21, 2023 SEAL]
Signature -
Notary Public Printed
Name(%1 o S / /,,y • Resident
of RelfiCoeKCounty, Indiana My
Commission Expires: l(u/ '?
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EXHIBIT
3:37 PM M3 THEATRE CAMP, INC.
11/19/21 Balance Sheet
Accrual Basis As of October 31, 2021
Oct 31, 21
ASSETS
Current Assets
Checking/Savings
First Financial x5328 2,811.30
Petty Cash 20000
Total Checking/Savings 3,011.30
Total Current Assets 3,011,30
TOTAL ASSETS 3,011.30
LIABILITIES & EQUITY
Equity
Unrestricted Net Assets 3,024,47
Net Income -13.17
Total Equity 3.011 30
TOTAL LIABILITIES R EQUITY 3,011.30
Page 1
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3:37 PM M3 THEATRE CAMP, INC.
11/19/21 Profit & Loss
Accrual Basis January through October 2021
Ordinary Income/Expense
Income
Direct Public Support
Donations
Total Direct Public Support
Fundraiser Tickets
Program Income
Camp Tuition
Workshop Tuition
Total Program Income
Silent Auction
Total Income
Expense
Business Expenses
Advertising
Business Registration Fees
Total Business Expenses
Contract Services
Accounting Fees
Total Contract Services
Facilities and Equipment
Property Insurance
Rent, Parking, Utilities
Total Facilities and Equipment
Operations
Printing and Copying
Supplies
Total Operations
Other Types of Expenses
Merchant Card Fees
Other Costs
Total Other Types of Expenses
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
City of Carmel Grant
Total Other Income
Net Other Income
Net Income
Jan - Oct 21
200.00
200.00
390.00
315.00
200.00
115.00
393.00
868.00
10.00
22.00
32.00
300.00
300,00
524.00
913.00
1,437.00
83.55
668.29
751.84
288.33
72.00
360,33
2.881 17
2,013.17
2.000.00
2,000.00
2,000.00
13.17
Page 1
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Form 990-N (e-Postcard) Summary
THIS IS NOT A FILEABLE FORM - FOR REVIEW PURPOSES ONLY")
Tax period beginning 01/01/2020 andending 12/31/2020
Organization's legal name Employer ID number
M3 THEATER CAMP 81-4662315
Other names used by organization (OBA)
Number and street (or P.O. box, if applicable) Room/Suite Telephone number
845 W CARMEL DR 3174184995
City or town, state or country and ZIP + 4
CARMEL, IN 46032-5804
Web address, if applicable
Check if organization is not a 5M(a)(3) supporting organization and its gross receipts meets limits for the tax year __.... ........... DX
Check if organization is laminating (going out of business) ... _____.... _____................... .....................................................................
Information regarding principal officer:
Name
HILLARY BLAKE
Street address
845 W CARMEL DR.
City, state or country and ZIP + 4
CARMEL, IN 46032
023231001-20
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Exhibit F
M3 Theatre Camp Board
Hillary Blake, President of M3 Theatre Camp
Joyce Buchholz, Set Director
Paulo Castro, Music Director
Craig Gigax, Board Member
Pam Kovac, Board Member
Kelli McLaughlin, Board Member
Jenny Pfeiffer, Board Member
Jane West, Artistic Director
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Exhibit G
End of Year Report
M3 Theatre Camp was happy to receive a $2,000.00 grant from the city of Carmel in 2021. We
started the year hopeful, eager to produce Moana. Jr. in June 2021. Unfortunately, many of our staff
and students were concerned with the potential impact that COVID-19 could have had on our campers.
Very early in the year, we decided to change our camp date from June to July and reserved The Cat
Theatre for our performance. Because of continued fears associated with COVID-19 and the fact that
we changed our camp dates, we did not have enough enrollment to have our camp in 2021. Though we
were unable to hold camp for a second time in a row, The Carmel Arts Grant helped our organization
survive.
Though we canceled our camp, we still paid The Cat Theatre a $620.00 for the theatre, and we
were able to refund the five campers who did sign up. It was very difficult to cancel camp for a second
time in a row, but we are determined to come back strong this summer. We also decided that we would
put forth more effort to producing a Fall Fundraiser show. On October 9th, former M3 campers, and
new students, participated in short performance entitled "The Third Time's The Charm" written by
Artistic Director, Jane West. Students got together, rehearsed, and had the opportunity to tell M3
Theatre Camp's pandemic story. We held this small performance at The Carmel Gazebo and had
carnival games, a bounce house, and refreshments. Without the Carmel Arts Grant, we would not have
had the funds to host this "come -back" event.
Like many arts organizations, M3 Theatre Camp had to make some very difficult decisions in
2020 and 2021. Thanks to the generosity of the City of Carmel and the tenacity of our students, parents,
directors, and board members, M3 Theatre Camp has survived. We plan to come back strong in 2022!
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