226938 12/11/2013 CITY OF CARMEL, INDIANA VENDOR: 361802 Page 1 of 1
ONE CIVIC SQUARE CARMEL HIGH SCHOOL BAND BOOSTERECK AMOUNT: $20,000.00
CARMEL, INDIANA 46032 PO BOX 65
CARMEL IN 46082-0065 CHECK NUMBER: 226938
CHECK DATE: 12111/2013
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
504 4355101 ROSE BOWL 20, 000 . 00 ROSE BOWL
x
A +
ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement(herein referred to as "Agreement") entered into by and between the City
of Carmel (the "City") and Carmel High School Band Boosters, Inc. (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, Timothy Dawson
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 and by
the City Council, agrees to grant S 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.
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);
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(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 7
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.
7. 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. This 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. If the Grant amount is in excess of sixty thousand dollars
($60,000.00), the Grantee agrees to provide, at Grantee's cost, a review or audit of the
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grantee. Said review or audit shall be performed by a Certified Public Accountant
("CPA") who 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.
8. 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.
9. Statutory Authority of Grantee. The Grantee expressly represents and warrants to
the State 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.
10. 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 or Federal law.
11. 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/shelit 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. Additionally, the Grantee is not required to participate if the
Grantee is self employed and does not employ any employees.
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,
12. 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.
13. 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
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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.
14. 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.
15. 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 High School Band Boosters,Inc. ("Grantee")
Printed Name of Officer: Timothy J. Dawson Title: President
Date: April 15,2013
CITY OF CARMEL ("Grantor")
By:
James Brainard, Mayor
Date:
ATTEST:
Date:
If you have any question concerning the City of Carmel's 2013 Arts Gant Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel;One Civic Square,Carmel,N 46032,Phone:317-571-2483,skibb e�@carmel jn.aov.
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Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization: Carmel High School Band Boosters, Inc.
Address: P.O. Box 65
Carmel, IN 46082-0065
Telephone: 317.409.1966 Fax: 317.570.4011
Contact Person: Timothy J. Dawson
Email: president @carmelbands.org
APPLICATION AMOUNT: S 20,000.00
Not to exceed 113 ofPrevious year revenue/income
(DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Dear Friends,
With first place finishes at both State and Nationals, the 2012 season was a great year for the Carmel
Marching Greyhounds. The real truth is, every year is a great year with the Marching Greyhounds.
In fact,the National Championship earned Carmel an invitation to the Pasadena Tournament of
Roses®Parade on January 1, 2014. When they take the field for competition or to the street for a
parade, they will proudly represent our our school system, our nationally known high school
performing arts program and the City of Carmel.
I am writing to request financial support for the Marching Greyhounds. Your support will help us
provide what students say is a"life-changing experience!" Presently, we are expecting 245 students to
register for this year's edition of the Marching Greyhounds. Unfortunately, not all students are able to
pay their member fees ($1250 per member) and pay for the trip ($2350 per member) as well.
Approximately 19% of the members of the group are unable to pay their fees in part or in full. It is the
desire of the Carmel Band Boosters to help each child who wishes to participate by giving them the
opportunity to perform with the group and go on the trip. The funds raised will go towares helping
our students who are unable to pay for this trip of a lifetime. Your help in providing these funds
would be greatly appreciated.
(see additional page for more information)
By:
Printed Name of Officer: Timothy J. Dawson
Title: President
Date: Apr d 15. 2013
(Additional pages may be added to Exhibit"A")
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With the receipt of the grant,we plan to utilize other Carmel Band partnerships to construct a"parade sign"
that would differentiate Carmel, Indiana from other cities around the world and would bring a high level of
awareness to our great city. We understand that our appearance in the parade will be viewed on television
networks worldwide and a sign of this nature would be captured by millions of viewers on television and by the
hundreds of thousands of those attending the parade in person.
The sign incorporates the Carmel Bands logo, the City of Carmel logo and the school Greyhound logo. A
representation of what the sign would look like is included in this exhibit.
With approval of this grant,we plan to unveil the parade sign at Carmel's Fourth of July Parade this summer.
In closing,please accept my sincere appreciation for your consideration of this application.
Respectfully,
Timothy Dawson
President
Carmel High School Band Boosters, Inc.
A 501 (c)(3) organization
www.carmelbands.org
317.409.1966
(Continued from Exhibit A)
VOUCHER NO. WARRANT NO.
ALLOWED 20
Carmel High School Band Boosters, Inc.
IN SUM OF $
P. O. Box 65
Carmel, IN 46082-0065
$20,000.00
ON ACCOUNT OF APPROPRIATION FOR
Support For The Arts
PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT
Board Members
I hereby certify that the attached invoice(s), or
504 I Grant Agreement 43-551.01 I $20,000.00
bill(s) is (are) true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
Monday, December 09, 2013
Title
Cost distribution ledger classification if
claim paid motor vehicle highway fund
Prescribed by State Board of Accounts City Form No.201 (Rev.1995)
ACCOUNTS PAYABLE VOUCHER
CITY OF CARMEL
An invoice or bill to be properly itemized must show: kind of service,where performed, dates service rendered, by
whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc.
Payee
Purchase Order No.
Terms
Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
12/09/13 Grant Agreement $20,000.00
I hereby certify that the attached invoice(s), or bill(s), is (are)true and correct and I have audited same in accordance
with IC 5-11-10-1.6
20
Clerk-Treasurer