HomeMy WebLinkAboutResolution BPW 01-18-23-06; ($3,020.00); Carmel Clay Historical Society; Arts GrantRESOLUTION NO. BPW 01-18-23-06
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 , 2023.
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\\2023\\Acknowledge ArtsGrantCarmel Clay Historical Society.docx1/9/202312:17PM
18th January
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Not Present
1/19/2023
1/19/2023
1/19/2023
OF CqR
1AjD! ANN `
AGREEMENT
This Grant Agreement (herein referred to as "Agreement") entered into by and between the City
of Carmel (the "City") and Carmel Clay Historical Society (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, Deborah Gangstad ,
an authorized representative of Grantee, have applied for a City of Carmel
Grantor") Arts Grant, said application attached hereto and made a part hereof as
Exhibit "A."
2. Grant Agreement. The City, after review and recommendation by the Mayor,
agrees to grant $- 3_, 0 2 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); and
2. A budget for the calendar or fiscal year for which the grant is requested
EXHIBIT B); and
3. Certified copies of incorporation as a not -for -profit corporation under state law
EXHIBIT C); and
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); and
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); and
6. A list of the Grantee's board of directors and officers listed (EXHIBIT F); and
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 finds 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.
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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 Clay Historical Society
C
Printed Name of Officer:
Date: 11/30/2022
ATTEST:
Date: 1/3/2023
Gangstad
Grantee")
Title: Executive Director
CITY OF CARMEL ("Grantor")
Un
James Brainard, Mayor
Date: 1/3/2023
If you have any question concerning the City of Carmel's 2023 Arts Grant Program, grant writing, guidelines or application materials, contact:
Sharon Kibbe, City of Carmel, One Civic Square, Carmel, IN 46032, Phone: 317-571-2483, ::r:: is ! i 1 ;, .
4
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Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
V— ' iIT VIL-9
Name of organization: Carmel Clay Historical Society
Address: P.O. Box 4777
Carmel, IN 46082
Telephone: 317-846-7117 Fax: NA
Contact Person: _ Deborah Gangstad
Email: dgangstad@carmelclaybistory.org
APPLICATION AMOUNT: $ 4,000.00
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Please see attached document labeled "DESCRIPTION OF THE PROPOSED USE OF
THE GRANT FUNDS."
Additional pages may be added to Exhibit "A")
Signature: Aku 0
L, /
Printed Name of Officer: Deborah angstad
Title: Executive Director
Date: 11/30/2022
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DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS
4:1 V
Carmel Clay Historical Society
City of Carmel Arts Grant Application
The Carmel Clay Historical Society is preparing to open the doors of a completely new and state
of the art historical museum in 2024. This facility has a large open lobby area open for the
general public to explore. We want to inspire these guests with the history of Carmel through a
large art display within the space. The requested funds would be used to commission a graphic
artist to produce eight images of significant events throughout Carmel's history. These images
would be displayed on the large bulkhead of the entry of the new museum, as well as within
exhibit displays and in marketing material as part of our branding strategy. We envision these
images to be designed in the style of vintage travel posters with simple, elegant lines and bold
colors. The events depicted might include: settlement of Carmel by the Lenape in about 1810,
the founding of Bethlehem in 1837, the establishment of Carmel High School in 1869, the
opening of the Morton Railroad in 1883, the opening of the interurban railway in 1903, the Great
Fire and Flood of 1913, Carmel's suburban growth in the postwar era, and the transformation of
Carmel into a modern, dynamic city represented by a roundabout. We believe that by displaying
Carmel's history in an engaging and appealing way, it will encourage more visitors to enter the
museum and learn about the history that shaped the community where they live, work, and play.
This gives our facility the opportunity to reach and appeal to community members who have not
previously visited our space or participated in our programming.
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00
Carmel Clay Historical Society 2023-24 Budget
2023 2022 Anticipated Actual
Planned
REVENUE Donations/Memorials 35,000.00 31,000.00
Grants 15,000.00 22,448.00
City Contract 28,000.00 30,290.00
Events 11,000.00 13,000.00
Sponsorships 6,000.00 4,250.00
Interest 3,000.00 1, 800.00
Memberships 5,000.00 4,000.00
Tours/Programs 3,500.00 3,000.00
Brick Project 5,000.00 4,000.00
Misc and Refunds 300.00 1,067.24
Merchandise 1,500.00 2,045.00
PayPal and Square fees 500.00 500.00
TOTAL 113,800.00 116,400.24
Building and Grounds 2,000.00 3,830.00
EXPENSES Contract Services - IT 5,000.00 4,308.00
Programming/Collections Care 5,000.00 9,031.00
Dues, Fees, Memberships 6,000.00 5,710.00
Event and Exhibits Expenses 4,000.00 6,844.00
Membership - Marketing 3,600.00 3,595.00
Basic Office Operations 5,000.00 6,523.00
Salary/Insurance/Taxes 65,000.00 62,129.00
Misc 2, 000.00 0.00
Utilities 1,400.00 1,765.00
Retail Sales 100.00 0.00
Bricks 4,000.00 2,456.00
Donations 0.00
Sales Tax 1,500.00 1,224.00
TOTAL 104,600.00 107,415.00
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C
STATE OF INDIANA .
OFFICE OF THE SECRETARY OF STATE
g To Whom These Presents Come, Greeting:
CERTIFICATE OF ,INCORPORATION .
CARMEL-CLAY HISTORICAL, SOCIETY INC
1, LARRY A. CONRAD, Secretary of State of the -State of Indiana, hereby certify, that Articles of
incorporation of the above not for profir corporation, in the form prescribed by this office, prepared andsignedinduplicatebytheIncorporatirr(s) and acknowledged and verified by tlge same before a NofaryPublic, have been presented tome at this office accompanied by the fees prescribed by law, that I have foundsuchArticlesconformtolaw; 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 o,f(suchArti le jeen f led in this Office:
and that the remaining copyT(ies) of such Articles bearing the endorsement o my approval and filing has (
have) been returned by me to the incorporator(s) or his (their) representatives; all as prescribed by the Indiana
Not -Far -Profit Corporation Act of 1971. NOW,
THEREFORE, I hereby issue to such Corporation_ this Certificate of Incorporation, and furl er certify
that its corporate existanee has begun: s
E
A
In
Witness Whereof, I have hereunto set my hared and affixed
the seal of -the State of Indiana, at the City of Indianapolis,
this - 2
8 th day of 91L—
e
RRY
CONRAD- Sep4 tary of S . e By— _
Deputy r
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Internal Revenue Service
District Director
Date: JUL 2 Z 1986
Carmel -Clay Historical Society, Inc.
201 Belden Drive
Carmel, IN 46032
Dear Sir or Madam:
Department of the Treasury
Employer Identification Number.
Caae um18r. $
310001531
Person to Contact:
Cindy Perry
Contact Telephone (dumber.
513-684-3578
Caveat Applies:
No
Based on the information you recently submitted, we have classified your organization
as one that is not a private foundations within the meaning of section 509(a) of the
Internal Revenue Code because you are an organization described in section 509(a)(1) and
170 (b) (1) (A) (vi) .
Your exempt status under section 50I(c)(3) of the Code is still in effect.
This classification is based on the assumption that your operations will continue as
you have stated. If your sources of support, or your Du.rposes, character, or method of
operation change, please let us know so wre can consider the effect of. the change on your
exempt status and foundation status:
This supersedes our letter dated May 1, 1979.
If the above heading indicates that a caveat applies, the caveat below is an integral
part of the letter.
Because this letter could help resolve any questions about your foundation status,
you should keep it in your permanent records.
If you have any questions, please contact the person whose name and telephone number
are shown above.
Sincerely yours,
District Director
cc: Mr. Ralph H. Zimmerman
6525 E. 82nd Street, #102
Indianapolis, IN 46250
P.®. ®ou 250& CineinnO. OH 452V
t o!!ar in71t/i4nt t2av A -an,
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Q1 n Soz:tcrna! ReFepue Serciee
015262
CINCINNATI CH 45999-0038
CARMEL-CLAY HISTORIAL SOCIETY INC:
211 1ST ST SW
CARM EL IN 46032
Employer ID numbers 31-0908428
Form 990 required: Yes
Dear Taxpayer
in reply refer to: 0248188044
Aug. 31, 2021 LTR 4168C 0
31-0908428 000000 00
00100b4
BODC: TE
We're responding to your request dated Aug. 20, 2021, about your
tax-exempt status.
We issued you a determination letter in July 1986, recognizing
you as tax-exempt under Internal. Revenue Code CIRC) Section 501(c)
3).
We also show you're not a private foundation as defined under IRC
Section 509(a) because you're described in IRC Sections 509ia)(1) and
170(b)(1)(A)(vi).
Donors can deduct contributions they make to you as provided in IRC
Section 170. You're also qualified to receive tax deductible bequests,
legacies, devises, transfers, or gifts under IRC Sections 2055, 2106,
and 2522.
in the heading of this letter, we indicated whether you must file an
annual information return. If you're required to file a return, you
must File one of the following by the 15th day of the 5th month after
the end of your annual accounting period:
Form 990, Return of Organization Exempt From Income Tox
Form 990E2, Short Form Return of organization Exempt From income
Tax
Form 990-N; Electronic Notice (e-Postcard) for Tax -Exempt
Organizations Not Required to File Form 990 or Form 990-EZ
Form 990-PF, Return of Private Foundation or Section 4947(a)(1)
Trust Treated as Private Foundation
According to IRC Section 6033(i), if you don't file a required annual
information return or notice for 3 consecutive years, we'll revoke
your tax-exempt status on the due date of the 3rd required return or
notice.
You can get IRS forms or publications you need from our website at
www.irs.goviforms-pubs or by Calling 800—TAIL—FORM (800-829-3676).
if you have questions, call 877-829-5500 between 8 a.m. and 5 p.lii.,
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STATE OF INDIANA
COUNTY OF Hamilton
SS:
AFFMAWT
I, Deborah Gangstad , an authorized representative
of Carmel Clay Historical Society Grantee"), being first duly sworn upon
my oath, state that pursuant to paragraph 2 of the City of Carmel Arts Grant Program Agreement,
all income of Grantee, including a City of Carmel arts grant, if applicable, revenue of sales,
and/or ticket revenue, etc., in the previous year totaled $ 8 8 2 , 3 0 8 .0 0
SipA
L*1 , t , /L.. .. -t -, -1
atixre Deborah Ga gstad
Printed Name Carmel CW Historical Society
Subscribed and sworn to before me, the undersigned Notary Public, this 3 0 th day of
November , 202 2 .
S alz_n 1, U'JL-
Signature - Notary Public
Printed Name Sharon M. Kibbe
SEAL]
Resident of Hamilton County, Indiana
c aYP SHARON M. KIBBE My Commission Expires: -july 12 2026
A:
SEAL *"
Resident of Hamilton Co.
My Commission Expires
tia + July 12, 2026
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Carmel Clay Historical Society
Balance Sheet 11/30/2022
Cash $58,979.15
Land and Buildings $1,020.00 Historical cost
Other assets $941.00 Contents of the Depot
Building Fund $985,792.24
Pledge Receivable for Building Fund $175,000.00
Grant from Clowes Foundation $225,000.00
Total Assets $1,446,732.39
Total Liabilities $5,000.00 Consultant under Contract
Net Assets or fund balances $1,441,732.39
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President
Vice President
Treasurer
Secretary
Board Member
Board Member
Board Member
Board Member
Board Member
Board Member
Board Member
Board Member
Board Member
Executive Director
Membership and
Operations Manager
Historian and Collection
Manager
City Archivist
Carmel Clay lstorical Society
Board of Directors 2023-2024
Brad Sexauer
Lily Pai
Deb Teets Cleaver
Lisa McLaughlin
Nick Davis
Jennifer Hershberger
Julie Kingston
Larry Lawhead
Dan McFeely
Meg Osborne
Christine Owens
Virginia Steckley
Fred Swift
Debbie Gangstad
Meg Fuertges
Andy Wright
Brendan White
Carmel Clay Historical Society
P.O. Box 4777 Carmel, IN 46o82 317-846-7117 info@carmelclayhistory.org
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for Carmel Clay Historical Society's
2022 Carmel Arts Grant
November 30, 2022
Mayor James Brainard
One Civic Square
Carmel, IN 46032
Dear Mayor Brainard,
Carmel Clay Historical Society appreciated the 2022 Carmel Arts Grant of $3775 for a realistic
2'x3' diorama depicting Lenape farmstead life circa 1810-1832. Our need for this piece was to
visually educate our museum visitors.
CCHS contacted an artist through the Indiana Artisans Gallery to create the diorama. When his
estimate exceeded our grant allotment, we chose Joe Moriarity in January 2022 to complete this
artwork. Joe was very willing to do this work and CCHS was happy to have him do it. Andy
Wright, the Carmel Clay Historical Society historian, provided specific historical guidance for
the diorama. When Joe was contacted in the summer about his progress, he expressed some
concern about the quality of his work since this was a new artistic task for him. He also did not
want to be paid until he was certain he could provide a museum quality piece. In October, Joe
was concerned that he would need more time than he realized to finish this work. We encouraged
him to take more time to complete the diorama. His most recent update explained that this was
more involved than he realized, but he did have some ideas to finish. Attached are Joe's
completed parts of the diorama, along with some ideas about executing the project. We very
much would like to have the diorama completed to use in the new museum.
Carmel Clay Historical Society appreciates of the City of Carmel's Art Grant initiative.
Sincerely,
r dltiAMIN
1
Debbie Gangstad
Executive Director
Carmel Clay Historical Society
Carmel Clay Historical Society
P.O. Box 4777 Carmel, IN 46o82 317-846-7117 info@carmelclayhistory.org
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G
Timeline:
January 10, 2022 CCHS verbally contracted Joe Moriarity to create realistic 3-D
diorama. Our CCHS historian provided historical support.
August 16, 2022 Joe replied to our email that the project would be complete by
10/1.
September 28, 2022 Talked to Joe and paid him $1888 for 50% of grant.
October 2022 Joe emailed asking for an extension to complete the project.
November 29, 2022 Joe emailed with images of his progress and some suggestions to
complete the project with architectural wood cuttings to depict the
Lenape life. The $1888 check has not been cashed.
November 30, 2022 Our CCHS team agreed for Joe Moriarity to create this diorama
with a slightly different artistic slant. We believe that he has the
desire and ability to execute this project and would be the best
choice to do so.
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