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AGREEMENT tuft'
This Grant Agreement (herein referred to as "Agreement”) entered into by and between the City
of Carmel (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, Cheri Dick
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 $ 18 5 , 600 . 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.
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, including IRS Form 990 for the previous calendar year or 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 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
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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
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 Cannel 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/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.
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 etfect.
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:
Booth-Tarkington Civic Theatre ("Grantee")
By: C1-111-)
Printed N e of Officer: Cheri Dick Title: Executive Director
Date: I `glen y
CITY OF CARMEL ("Grantor"
By:
James Brainard, Mayor
Date: k k z o /y
ATTEST: /
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Date:��jJ 31c9Dlq
If you have any question concerning the City of Cannel's 2014 Arts Grant Progam,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One Civic Square,Cannel,IN 46032,Phone:317-571-2483,skibbc l cannel.in.env.
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EXHIBIT A
Narrative
BOOTH TARKINGTON CIVIC THEATRE,INC.
The Tarkington • 3 Center Green, Suite 200 • Carmel, IN 46032 • 317/923-4597 • 317/923-3548 Fax • CivicTheatre.org
Exhibit "A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT:
Name of organization: Booth Tarkington Civic Theatre
Address: 3 Center Green Ste, 200
Carmel. IN 46032
Telephone: 317/924-6770 Fax: 317/853-6427
Contact Person: Cheri Dick, Executive Director
Email: cheri@civictheatre.org
APPLICATION AMOUNT: $ 2 2 5 , 0 0 0 . 00
Not to exceed 1/3 of previous year revenue/income
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
See attached narrative.
By rut'h,����
Printed Name of Officer: Connie Flo'xa'17
Title: Board Chair JJ
Date: February 28, 2014
(Additional pages may be added to Exhibit"A")
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(, During the 2014-2015 centennial season, Civic will use support from the City of Carmel to generate nearly
$2,500,000 in economic activity in the Carmel area, provide employment for 150 local artists, and serve at least
53,000 patrons through theatre access, education, and outreach programs.
ORGANIZATIONAL DESCRIPTION
Booth Tarkington Civic Theatre is the largest community theatre in Indiana and one of the ten largest nationwide. For 99
years, it has been a vital part of metropolitan Indianapolis, providing live entertainment, creative opportunities and
theatre education to residents of central Indiana. Civic's programs provide community members opportunities onstage,
behind the scenes, and in the audience with the support of experienced theatre professionals. Next season, Civic will
provide 90 public performances, work with 300 avocational actors, and serve over 53,000 patrons. Civic Theatre's
mission is to foster a love of theatre through imagination, education, and participation.
Although a community theatre, Civic is a distinctive hybrid of professional artists who ensure the Theatre's artistic quality,
backed by the support of talented community members who volunteer their time as performers, crew members, ushers,
and administrative volunteers, minimizing overhead expenses. Civic has a unique capacity to involve and educate the
community by providing opportunities to work alongside highly regarded designers and directors, including three full-time
staff members who possess MFAs in their disciplines. To supplement the expertise of Civic's production faculty, the
Theatre employs additional freelance artists—choreographers, musicians, directors, and designers—to further the
artistic quality of its productions. As continuing students of theatre, all of Civic's professionals ensure cutting-edge
educational opportunities for all who approach the organization with an eagerness to learn.
Education has been integral to the Theatre's operations since its inception, and Jr. Civic has officially offered the only
year-round, theatre-based performing arts program in the state of Indiana since 1941. Students 18 months and older are
introduced to a multidisciplinary curriculum, aligned with academic standards, to connect theatre proficiencies with life
skills that promote success such as discipline, self-confidence, commitment and team work. 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.
MAINSTAGE
Mainstage production selection for the 2014-2015 season is still in process, with titles selected and delivered to the
Center for the Performing Arts, but rights not 100% secured. Civic publicly announces its Mainstage season of 3
Broadway musicals, 2 plays, and 2 children's productions each spring at the start of its subscription campaign launch.
The Jr. Civic Musical title is not determined until later in the season, as it does not occur until the end of the fiscal year.
Production Title Dates Performances Seats
1 Young Adult Program Musical FOOTLOOSE 07/24/14-07/27/14 4 2,052
2 Mainstage Fall Musical SWING! 09/05/14-09/20/14 12 6,156
3 Fall Children's Production THE CAT IN THE HAT 09/23/14-09/27/14 12 6,156
4 Mainstage Fall Play THE FOREIGNER 10/24/14-11/08/14 10 5,130
5 Mainstage Holiday Musical THE WIZARD OF OZ 12/12/14-01/04/15 18 9,234
6 Mainstage Winter Play NOISES OFF 02/06/15-02/21/15 10 5,130
7 Spring Children's Production THE CAT IN THE HAT 02/24/15-02/28/15 12 6,156
8 Mainstage Spring Musical SPAMALOT 04/24/15-05/09/15 12 6,156
9 Jr. Civic Musical TBA 06/19/15-06/24/15 8 4,104
TOTALS 98 50,274
Civic's 9 productions in the Tarkington during the 2014-2015 season will provide potential for over 50,000 patrons to
attend as audience members, an increase of 9,000 seats over the previous season. Civic's current projections for the
BOOTH TARKINGTON CIVIC THEATRE,INC.
The Tarkington • 3 Center Green, Suite 200 • Carmel, IN 46032 • 317/923-4597 • 317/923-3548 Fax • CivicTheatre.org
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• 00th season indicate that close to 70% of its seats will fill, realistically serving 35,000 individuals, an increase of 2,000
• patrons over last season. According to the Arts Council of Indianapolis' Economic Impact study of 2010, each of these
patrons will spend $28.38 beyond the cost of their ticket on meals, transportation, souvenirs, concessions, etc. With an
average ticket cost of$38.15 per patron, Civic audience members alone will generate $2,328,550 in economic activity in
the Carmel area. An additional $141,917 will be generated through education programs and workshops for a grand total
of$2,470,467 in economic activity in Carmel due to Civic's presence. Thus, it is clear that the City's support of Civic's
operations is a sound investment in the community's overall vitality.
The Theatre is proud of its ability to provide top tier theatre at a reasonable price to the central Indiana community. The
heart of Civic's artistic vision is the creation of magic through theatre. This magic is far greater than the special effects
that enhance a production; it inspires every participant by exposing them to new ideas, igniting their imaginations, and
provoking eye-opening conversations. Civic believes that theatre is not only for special occasions, but should be
consumed on a daily basis through study, rehearsal, performance, creation, and observation. It is vital nourishment for
the soul and mind and should be accessible to everyone regardless of their skill or expertise.
Civic's success in achieving its artistic vision is most effectively measured by observing the audience during a
performance or the students during a workshop. Their reactions—whether a jaw dropped, a tear shed, a hearty laugh—
indicates the impact of Civic's magic. Listening to patrons as they exit the Tarkington is likewise a valuable tool in
measuring success. If individuals speak emphatically about what they have just experienced, Civic has succeeded.
EDUCATION
In addition to programming in the Tarkington, Civic will use grant funds to provide theatre education to over 20,000
community members through workshops, educational productions, and outreach initiatives. Jr. Civic's education suite in
the James Building, over 1,200 students ages 18 months through seniors will study musical theatre in one of over 100
course offerings. Jr. Civic provides a broad range of workshops for students ages 18 months and up, with tracks through
which performers can move on to more advanced courses once they have mastered the basics. All curriculum is tied to
Common Core State Standards as well as Indiana State Academic Standards, ensuring that the lessons are age
appropriate and challenging. Furthermore, instructors—all experienced theatre professionals—use rubrics to evaluate
each student's performance, providing constructive feedback and recommendations for more advanced study.
Jr. Civic workshops are unique to central Indiana in that they are based on skill development rather than product
development. In other words, Jr. Civic students improve and perfect their performance skills through participation in
workshops with experts rather than paying tuition to simply rehearse a production for performance. Jr. Civic's philosophy
is to build a superior performer through proper technique and intensive study, focusing on the process rather than the
product. This approach to theatre education promotes meaningful and lasting change in the life of each student.
The Jr. Civic Musical, a fixture in Civic programming since 1928, is cast exclusively with performers ages 6-14 and will
entertain over 3,000 youth at eight performances in June 2015. Titles are generated from classic children's tales and
have included RUMPLESTILTSKIN, ALICE IN WONDERLAND, BEANSTALK! THE MUSICAL!, et al. The cast of 30 is
determined based on April auditions, and there is no fee to participate. Production values for the Jr. Civic Musical are
held to the same artistic standards as Civic's Mainstage programming.
In the 2013-2014 season, Civic expanded its children's theatre options to address the family-heavy demographics of the
City of Carmel by adding a second fully professional children's production. During its 100th season, Civic will serve over
8,500 elementary and middle school students through these educational shows. Titles, which typically include THE CAT
IN THE HAT and SCHOOLHOUSE ROCK LIVE, are selected based on their appeal to students in grades K-8 and their
relationship to current curriculum choices and academic standards. Civic's education department creates educator
resources for each production with ideas for classroom activities and discussion topics relating to the show's content, all
BOOTH TARKINGTON CIVIC THEATRE.INC.
The Tarkington • 3 Center Green, Suite 200 • Carmel, IN 46032 • 317/923-4597 • 317/923-3548 Fax • CivicTheatre.org
41%I
` ` ied to academic standards. Civic achieves its broadest demographic reach through student matinee productions, having
drawn school groups from all corners of the state, including Terre Haute, La Porte, Bedford, and Batesville.
On March 1, 2014, Civic provided the state's first sensory friendly live performance through a weekend performance
of THE CAT IN THE HAT, which has generated interest among educators for a sensory friendly daytime matinee for
special needs classes. Civic will explore the possibility of adding designated sensory friendly performances to each of its
children's productions as it evaluates the success of the March 1 event, with a goal to provide this opportunity both as a
student matinee and a public weekend performance.
Over 1,500 high school students will benefit from participation in the Young Adult Program (YAP) as performers,
students, or audience members. The year-round program allows high school students to participate through workshops
that cater to their busy schedules, with one-day master classes during the school year and a month-long intensive study
culminating in performance during July. All workshops are staffed with working professionals, many of whom possess
current Broadway credentials. For the 2014 program, Catherine Cox, who appeared in the original Broadway production
of FOOTLOOSE, will travel to Carmel to advise YAP students as they rehearse for their own performance of that show.
OUTREACH
Civic's outreach programs target the underserved community with theatre access and education for low income
individuals who might otherwise never be exposed to the art form. SneakView continues to serve the clientele of social
service organizations, including low-income retirement homes, halfway houses, shelters, and mentoring programs such
as Starfish Initiative, by opening the final dress rehearsal of each Mainstage production to these groups. Each year, the
program continues to serve a minimum of 2,500 individuals who would otherwise not experience live theatre. A targeted
effort to involve organizations in Carmel is underwritten by the Clay Township Board.
Storytime with Civic creates opportunities for the early childhood education community to incorporate theatre into their
programs through artist interactions in the classroom, Backstage Pass interactive tours of the Tarkington, and tickets to a
performance designed for young audience members. Through partnerships with daycares and preschools serving low
income populations, Civic will involve 3,000 young children in developmental arts education through the continued
support of PNC's Grow Up Great initiative. In partnership with Hamilton County Leadership Academy, Civic has
launched a targeted expansion of Storytime into rural day care facilities north of SR 32, not only reaching 3-to 5-year-
olds in their facilities, but also transporting them to the Tarkington to explore Carmel's premier theatre facility. Over 20
potential partners have been identified in the target area to improve early childhood education in Hamilton County.
In addition to serving the young and old through outreach, Civic provides ticket and tuition scholarships to all children
who receive free or reduced price lunch at their school or who can otherwise demonstrate a sincere need for financial
assistance. During 2013, Civic distributed 1,142 scholarship tickets to performances in the Tarkington (largely through a
partnership with Indianapolis Public Schools) and 14 tuition scholarships to Jr. Civic or Young Adult Program workshops.
These are in addition to the 2,674 free tickets distributed via SneakView and 2,831 scholarships given through Storytime
ADMINISTRATION
Civic's staff of 13 full time and 2 part time employees effectively manages the Theatre's production and administrative
operations on a day-to-day basis. Of these individuals, nine focus their energies on the execution of production and
educational programs, and the remaining six support these operations through administrative duties including marketing,
development, and sales. Every year, Civic invests in a thorough and strategic marketing campaign to target new patrons
with similar socio-economic and geographic characteristics to current patrons. Furthermore, Civic's administrative staff
will pursue diverse fundraising appeals and approaches to new and established foundation, corporate, and individual
prospects to bolster the annual fund and build the ongoing capital campaign.
BOOTH TARKINGTON CIVIC THEATRE,INC.
The Tarkington • 3 Center Green, Suite 200 • Carmel, IN 46032 • 317/923-4597 • 317/923-3548 Fax • CivicTheatre.org
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•• '' "3 ivic evaluates organizational success on a weekly basis by monitoring various aspects of ticket sales, including single
tickets, groups, subscriptions, and percent of house capacity sold. These statistics are shared weekly at staff meetings
for discussion, and measured against previous weeks as well as comparable shows in past seasons to evaluate a
particular title's popularity as well as the effectiveness of marketing initiatives. These staff meetings also provide
opportunities to share observations of the Theatre's day-to-day operations, troubleshoot challenges, develop best
practices, and repeat successful initiatives. These evaluations are provided to funders and kept for future reference to
ensure Civic's continual improvement.
The Theatre's model for financial sustainability is comprised of 55% earned income and 45% contributed income, 90%
subscription retention from year to year, and a strong, expanding education program. Civic's ability to rely on tuition
income is a unique method by which the organization maintains and bolsters financial sustainability. To achieve these
goals, Civic works diligently to continue existing relationships with patrons and partnering organizations, while constantly
exploring opportunities to develop new income streams internally and through external support.
The following list represents a sampling of Civic Theatre's Hamilton County partners via outreach, sponsorship, or trade:
Autism Society of Indiana' Hamilton Co. Leadership Acad.* Monon Center
Campbell Kyle Proffitt Hamilton Heights Schools Pedcor Companies
Current Publications Headstart Renaissance Inn
Drewry Simmons Vornehm IU Health North Hospital Special Olympics
Firestone Bldg & Industrial Krieg DeVault Telamon
*Indicates NEW partnerships for the 2013-2014 season.
These partnerships represent collaborations to provide arts access and education to underserved students, patron
incentives and deals, promotional considerations, and sponsorships of Civic's Mainstage and educational programs.
Civic continually seeks new and diverse opportunities to collaborate with community organizations and institutions to
create mutually beneficial partnerships that are representative of the neighborhoods we serve.
2009.10 2010-11 2011-12 2012-2013 2013.2014*
Patrons from Marion County 60.0% 58.1% 44.8% 39.1% 30.4%
Patrons from Hamilton County 13.3% 16.9% 39.6% 42.0% 47.2%
Patrons from Other Central Indiana Counties 14.3% 17.5% 10.4% 13.3% 13.0%
Patrons from Outside Central Indiana 12.4% 7.5% 5.2% 5.6% 9.4%
Total Patrons Served 44,293 45,244 45,606 52,624 53,693
'Projected attendance through the end of the current fiscal year.
Through a diligent, professional approach to the year-round production of family friendly theatre and educational
programs for all ages, Civic bolsters the vitality of the City of Carmel. Beyond the substantial and ever increasing impact
on local economic activity, Civic's offerings improve the quality of life for residents and attract tourism. As one of seven
resident companies, Civic attracts over 25%of the Center for the Performing Arts patrons with over 50,000 individuals
served annually. With additional events to celebrate the organization's 100th year of continuous operation, Civic looks
forward to engaging the broader community in the vibrant arts community Carmel has to offer.
BOOTH TARKINGTON CIVIC THEATRE,INC.
The Tarkington • 3 Center Green, Suite 200 • Carmel, IN 46032 • 317/923-4597 • 317/923-3548 Fax • CivicTheatre.org