HomeMy WebLinkAboutAdditional Arts Grant - Booth Tarkington Civic Theatre .- ise I • 11111
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CITY OF CARMEL
JAMES BRAINARD,MAYOR
February 24,2023
Via email to:julia@civictheatre.org
Booth Tarkington Civic Theatre
3 Carter Green
Carmel, IN 46032
Attn: Julia Bonnett
Dear Julia:
This letter refers to Arts Grant Program Agreement(the "Agreement"), between the City of
Carmel, Indiana("City") and the Booth Tarkington Civic Theatre("Civic Theatre") dated as of
January 3, 2023.
I'm pleased to let you know that the City will make an additional grant to the Civic Theatre in
the amount of$37,380, which brings the Civic Theatre's total 2023 City of Carmel Arts Grant
amount to $186,900.
Therefore,pursuant to Paragraph 16 of the Agreement, the City and the Civic Theatre hereby
agree to amend the Agreement as follows:
Paragraph 2 of the Agreement is deleted in its entirety and replaced by the following:
"2. Grant Agreement. The City, after review and recommendation by the Mayor, agrees to
grant$186,900.00 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."
Except as expressly provided in this letter, all terms and provisions of the Agreement are and
will remain in full force and effect and are hereby ratified and confirmed.
ONE CIVIC SQUARE, CARMEL, IN 46032/OFFICE:317-571-240] / FAX:317-844-3498 /WWW.CARMEL.IN.GOV
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If the foregoing accurately reflects our understanding, kindly sign and date this letter and return
to Sharon Kibbe. Once received, you may anticipate receipt of the grant check within a few
weeks.
Ve truly yours7
k Brainard
Mayor
Agreed to and accepted:
Booth Tarkington Civic Theatre
By: Ai 33-)A..-
Narfe:// Julia Bonnett
Title: Director of Development & Administration
Date: March 2. 2023
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ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement (herein referred to as "Agreement") entered into by and between the City
of Cannel (the "City") and Booth Tarkington Civic Theatre (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, Julia T. Bonnett
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 $_149 ,520 . 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.
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 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 Cannel
quarterly financial statements within 45 days after each quarter-end for Grant awards
in excess of sixty thousand dollars (S60,000).
8. Year-end review. Grantee agrees to provide the City of Cannel a year-end report
("Year End Report") for each year, describing how the grant was used and the impact
of the dollars received.
9. Funding Credit. Grantee agrees to credit the City of Cannel in the printed materials
associated with a funded program or project. The City of 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:
Booth Tarkington Civic Theatre ("Grantee")
By: 94tc—' /• (Signature)
Printed Name of Officer: Julia T. Bonnett Title: Director of Development&Administration
Date: 11/29/2022
CITY OF CARMEL ("Grantor")
By:
James Brainard, Mayor
Date: 1/3/2023
ATTEST:
Date: 1/3/2023
If you have any question concerning the City of Cannel'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,skibbereecannel.in.Qov.
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Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization:Booth Tarkington Civic Theatre
Address: 3 Carter Green
Carmel, IN 46032
Telephone: 317-853-6321 Fax:
Contact Person:Julia Bonnett
Email: Julia@civictheatre.org
APPLICATION AMOUNT: S 225,000.00
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Please see attached narrative.
(Additional pages may be added to Exhibit"A")
Signature: `� e
Printed Nan of Officer: Julia T. Bonnett
Title: Director of Development & Administration
Date: 11/29/2022
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BOOTH TARKINGTON CIVIC THEATRE
2023 CITY OF CARMEL GRANT APPLICATION
ORGANIZATION DESCRIPTION
Booth Tarkington Civic Theatre has been a vital part of the Central Indiana community for over 100 years by
providing live entertainment, creative opportunities, and theatre education to residents of all ages and backgrounds.
Civic's programs offer community members opportunities to directly participate on stage, behind the scenes, and in
the classroom with the support of experienced theatre professionals.
By bringing together the best of local and regional theatre professionals with highly talented volunteer talent, Civic is
able to direct its resources into framing each avocational performer with the most up-to-date theatre techniques,
technology, and facilities, effectively minimizing overhead costs while maximizing the participant's experience. These
strategies result in productions of artistic excellence that rival the work presented by fully professional companies.
Each season, Civic serves over 30,000 audience members through live theatrical performances.
Education has been integral to operations since Civic's inception. Civic provides a broad range of performing arts
workshops and classes for students with established professionals as instructors. To provide equal access for all
students,Jr. Civic embraces the needs of at-risk students and implements numerous outreach programs to provide
curriculum for these deserving yet underserved students. Education and outreach programs reach over 20,000
annually.
PRODUCTION
The current plan for the 2023-24 season includes eight productions in the Tarkington and two productions in the
Studio Theater, which will provide opportunities for over 50,000 audience members to attend live theatre. Titles for
the season are still being considered, and final decisions will be finalized in February 2024. Civic has secured the
production rights to THE PROM as the season opening musical next October. The production schedule will follow
Civic's typical season, outlined in the table below.
PRODUCTION DATES SHOWS SEATS
1 Young Artists Program Musical June 2023 4 2,052
2 Mainstage Fall Musical October 2023 10 5,130
3 Children's Holiday Show December 2023 11 5,643
4 Mainstage Holiday Musical December 2023 18 9,234
5 Mainstage Winter Play February 2024 18 9,234
6 Spring Children's Production February 2024 11 5,643
7 Studio Spring Play March 2024 12 2,640
8 Mainstage Spring Musical April/May 2024 11 5,643
9 Jr. Civic Musical June 2024 9 4,617
10 Young Artists Program REVUE! June 2024 2 440
TOTALS 106 50,276
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BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032
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EDUCATION&OUTREACH
In addition to its mainstage programming, Civic provides exceptional theatre education to over 20,000 community
members through classes,workshops,outreach initiatives, and educational productions. Civic's educational
workshops are unique to Central Indiana in that they are based on skill development rather than product
development. In other words,Jr. Civic students develop essential life skills of communication,teamwork, and
creativity,as they improve and perfect their performance skills. Civic's philosophy is to create a superior performer
through proper technique and intensive study.This approach promotes meaningful and lasting change in the life of
each student,whether they pursue a career in the performing arts or not.
Civic serves Carmel's young residents by producing student matinees of mainstage and children's productions to
appeal to audience members of all ages. Titles for children's productions are selected based on their appeal to
students in grades K-12 and their relationship to current curriculum choices and academic standards. Civic's
education department creates educator resources with ideas for classroom activities and discussion topics relating to
the show's content,all tied to academic standards.
DIVERSITY, EQUITY, INCLUSION,AND ACCESSIBILITY
Civic is dedicated to solidifying its commitment to inclusion,diversity,equity, and access in all facets of operations—
on stage, in the classroom, in the audience, and behind the scenes.As a part of this initiative, a recurring volunteer
performer has been recruited to act as the Diversity Consultant, Having a Diversity Consultant from the black
community on staff has been invaluable in expanding IDEA practices throughout the organization. Because of his
direct influence, Civic was able to appropriately cast its production of THE COLOR PURPLE IN 2022, growing its
volunteer and audience base.Civic is hopeful to continue to develop relationships with additional communities of
color, especially Latinx and Asian communities,with the goal of amplifying their voices and telling their stories.
Furthermore, Civic has secured two new titles for the 2023-24 and 2024-25 seasons that explore LGBTQ+
perspectives with themes of acceptance.While both of these titles are certainly risky amongst a largely conservative
community, it perpetuates Civic's goal of presenting diverse stories and new Broadway musicals. With the success of
other challenging pieces such as TO KILL A MOCKINGBIRD, HAIRSPRAY, THE COLOR PURPLE, and RENT, Civic
is hopeful that audiences will welcome these stories and appreciate their reflections on the human experience.
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BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032
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2023 PROPOSED USE OF GRANT FUNDS
In 2023, Booth Tarkington Civic Theatre will use support from the City of Carmel to generate significant economic
activity in the City of Carmel and improve the quality of life for community members through theatre access,
education programs, and outreach initiatives. Grant funds will go directly toward production costs(contracted
personnel, scenery, costumes, lighting, props,sound, etc.)during the 2023 calendar year to generate over
$1,800,000 in economic impact for the City of Carmel, as outlined in the tables below.
TITLE DATES EST.EXPENSES %OF GRANT
BUDGET ALLOCATION
1 THE DIARY OF ANNE FRANK 2/10/23-2/25/23 $25,000.00 6% $13,489
2 THE CAT IN THE HAT 2/28/23-3/9/23 $20,000.00 5% $10,791
3 MURDER ON THE ORIENT EXPRESS 3/10/23-3/25/23 $25,000.00 6% $13,489
4 THE SOUND OF MUSIC 4/28/23-5/13/23 $82,000.00 20% $44,245
5 NEWSIES, JR. 6/23/23-6/28/23 $25,000.00 6% $13,489
6 REVUE! 6/27/2023 $5,000.00 1% $2,698
7 LEGALLY BLONDE(YAP) 7/27/23-7/30/23 $35,000.00 8% $18,885
8 THE PROM Oct 2023 $75,000.00 18% $40,468
9 Children's Holiday Production Dec 2023 $35,000.00 8% $18,885
10 Mainstage Holiday Production Dec 2023 $90,000.00 22% $48,561
TOTAL DIRECT EXPENSES $417,000.00 100% $225,000.00
TOTAL PRODUCTION EXPENSES* $1,027,230.00
*Includes production estimated direct expenses by show, CPA fees,and overhead production costs(salaries,benefits,scene shop, etc.)
2023 ESTIMATED RETURN ON INVESTMENT
TITLE GRANT EST. ECONOMIC CARMEL ROt
FUNDS PATRONS IMPACT*
1 THE DIARY OF ANNE FRANK $13,489 4,000 $242,680.00 $229,190.79 •
2 THE CAT IN THE HAT $10,791 4,000 $146,680.00 $135,888.63
3 MURDER ON THE ORIENT EXPRESS $13,489 2,000 $131,340.00 $117,850.79
4 THE SOUND OF MUSIC $44,245 5,000 $318,350.00 $274,105.40
5 NEWSIES, JR. $13,489 3,000 $125,010.00 $111,520.79
6 REVUE! $2,698 200 $10,734.00 $8,036.16
7 LEGALLY BLONDE(YAP) $18,885 1,800 $100,206.00 $81,321.11
8 THE PROM $40,468 3,500 $236,845.00 $196,377.37
9 Children's Holiday Production $18,885 4,000 $202,680.00 $183,795.11
10 Mainstage Holiday Production $48,561 8,000 $581,360.00 $532,798.85
TOTAL $225,000 35,500 $2,095,885 $1,870,885
`The Arts Council of Indianapolis'2017 Economic impact study states that each arts patron spends approximately$30.67 beyond the cost of a
ticket. The Total Economic Impact per audience member is calculated by adding this to each show's average ticket price.
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BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032
BOOTH TARKINGTON CIVIC THEATRE 11111 Ii
FY23 BOARD APPROVED BUDGET
INCOME FY23
Ticket Sales $924,887
Sponsorships $80,000
Education &Classes $187,080
Miscellaneous Income $27,500
Total Earned Income $1,219,467
Grants&Contributions $126,000
Individual Gifts $235,000
Fundraising Events $90,000
Government Funding $242,000
Other Contributed Income $0
Total Contributed Income $693,000
In-Kind Revenue $150,900
TOTAL INCOME $2,063,367
EXPENSES FY23
Production Salaries & Payroll Taxes $255,001
Contracted Production Staffing $198,308
Production Material Costs $289,235
Education Expenses $39,500
Total Production Expenses $782,044
Center for the Performing Arts Fees $245,186
Administrative Salaries&Payroll Taxes $397,524
Benefits $70,176
Marketing $108,964
Administrative Expenses $92,740
Travel, Meals, Sponsor Expenses $83,000
Legal & Professional Fees $32,500
Operational Expenses $80,648
Total Operating Expenses $865,552
In-Kind Expenses $150,900
TOTAL EXPENSES $2,043,682
NET OPERATING INCOME/(LOSS) $19,686
Depreciation Expense $17,000
NET INCOME/(LOSS) $2,686
BOOTH TARKINGTON CIVIC THEATRE • 3 CENTER GREEN CARMEL, IN 46032