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AGREEMENT
This Grant Agreement (herein referred to as "Agreement") entered into by and between The City of Carmel (the
City) and Friends Helping Friends (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:
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1. That on behalf of Grantee, a not-for-profit corporation, I,f1airCl-ark, . - : . l e. - . - a •
&a..te.., am applying for a City of Carmel ("Grantor") Arts Grant.
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2. Purpose of this Grant Agreement. The purp e of this Agreemen qs t enable the City to award a grant of
__, . , . : . . . _ • , to the Grantee for he 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:
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EXHIBIT A-A description of the proposed use of the grant funds
Briefly describe the proposed request.
Friends Helping Friends (FHF) seeks funding to support its growing Music Helping Friends (MHF) program
bringing professional, qualified musical entertainment to low income assisted living senior homes, hospitals,
and other charitable organizations. Since 2007, Music Helping Friends (MHF) has worked with organizations
supporting underserved populations, like the VNS Abbie Hunt Bryce Home for the Dying Poor in Indianapolis,
Sunrise on.Meridian in Carmel, Harbour Manor in Noblesville,the City of Carmel, and the Westfield Mayor's
Yellow Tie Ball raising money for the city's youth mentoring program.
Requested funds will support, in part, 24 outreach events/performances in 2012-2013 by one of three musical
ensembles closely affiliated with FHF: (1) Carmel Voices, an 8-member vocal ensemble known in the
community for its engaging, uplifting performances, (2) Blair and Company, made up of either a full 8-piece
band of accomplished musicians or(3) vocalist and piano duo all under the direction of Blair Clark, a regarded
professional entertainer based in Carmel, Indiana who has performed throughout the United States and in
Europe.
What problem or need does the proposed request address?
As stated above, Friends Helping Friends (FHF) requests support of 24 outreach events/performances for its
Music Helping Friends program. There are two types of outreach events provided by Music Helping Friends—
performances for residents of low income assisted living senior homes and hospitals and performances at
fundraiser events of charitable organizations.
Several studies1 indicate that live musical experiences influence older adults' perceptions about the quality of
their lives. Music promotes relaxation, improved awareness and concentration as well as reduces tension,
pain, depression, loneliness, etc. in older adults; yet, many low income facilities are not able to afford such
programming in their facilities. In addition, many older adults are unable to leave their establishments to seek
out these experiences on their own. Studies also find these same effects on patients, young and old, in
hospitals. Music Helping Friends brings live professional musical experiences to these underserved
populations.
Music Helping Friends (MHF) has identified challenges involving smaller non-profit organizations struggling to
raise significant funds at their own fundraiser events. This finding has also been documented in a 2007 Charity
Navigators study stating that the average charity spends$1.33 to raise $1 in special events contributions. If
this is the case,then why host events?Special fundraiser events are very important as a means of building and
strengthening relationships—strengthening current donor relationships as well as giving the organization an
opportunity to recruit new supporters/donors and publicizing the organization's mission. Music Helping
Friends (MHF) wants to help these non-profit friends raise money for their organizations using its unique
talents—engaging professional live musical performances. MHF raises the capacity of other non-profits in
achieving their desired fundraising goals and is proud to have had multiple documented experiences serving
organizations in this capacity.
1 One study example-Music And Quality Of Life In Older Adults by Don D.Coffman,The Psychology Of Music And Aging:
Psychogeromusicology,Vol. 18, No 1-2(2002).
2 Charity Navigator Study on Special Events, May 1,2007 http://www.charitynavigator.org/index.cfm?bay=studies.events
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Describe who will be impacted by the proposal grant and indicate the number of individuals that will
benefit from the proposed grant request.
Our target audiences are two-fold.
(1) 1,600 low income older adults residing in assisted living senior homes and hospital patients, young and
old, will benefit from engaging live professional musical performances through the Music Helping
Friends (MHF) program ----with engaging quality, professional musical entertainment.
(2) 5,000 people attending local non-profit organization special events will benefit from the Music Helping
Friends (MHF) program.This does not account for the thousands of people impacted by partnering
non-profit organizations themselves. MHF is proud to support our community through this unique
programming.
Total number of individuals impacted =6,600.
Describe the specific outcomes you intend to achieve in the selected impact areas and how the outcomes
will be measured.
Outcomes include:
(1) Promotion of relaxation, improved awareness and concentration as well as reduction of tension, pain,
depression, loneliness, etc. as observed by assisted living staff during the event. This feedback will be
captured through written post-event evaluation forms submitted to staff. FHF staff will also conduct
one-on-one interviews with residents immediately following events. Results will be presented to the
FHF board for review and distributed to funders, as appropriate.
(2) To assist non-profit organizations with their fundraising goals by bringing professional level
entertainment to their special events at no direct costs. A driving force behind Friends Helping Friends
(FHF) is to provide support, offer positive opportunities and improve everyday living for those we
reach. By supporting our non-profit partners, we are lifting up our community.This is at the heart of
the Friends Helping Friends' mission. FHF will conduct evaluations with partnering organizations to
measure their satisfaction with the performance outreach provided. Results will be presented to the
FHF board for review and distributed to funders, as appropriate.
Describe your specific strategies for sustaining the work that you do after the grant ends.Things to consider
in your response include: broad based community support, internal systems to support your efforts, and
opportunities to fill funding gaps.
Continuing Board Development: Relying on a working board of directors, Friends Helping Friends (FHF) is
strengthening its board through strategic board recruitment and education development plan. Currently, FHF
has 3 board members, appropriate to the minimum number required per the organization's by-laws. However,
the goal is to recruit 3 additional board members between now and January 2013 who have expertise in the
following areas: law, finance and fundraising.
Fundraising Development: FHF has identified a handful of other grant opportunities supporting activities
similar to FHF as well as articulated an infrastructure around formalizing its individual donor solicitation
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efforts. Before now, FHF did not have a fundraising plan targeting individual donors. In addition, FHF has
scheduled a fundraising dinner event for August 2012 and a Sing-a-thon in April 2013 with the goal of raising
$5,000 in support of FHF and the MHF outreach program.
TARGET POPULATION AND DEMOGRAPHICS
Race/Ethnicity
Asian Pacific Islander 1.8%
African American 22%
Caucasian 66%
Hispanic/Latino 7.2%
Native American/Alaska Native 0.3%
More than one race 2.7%
Gender
Female 52%
Male 48%
Age
Youth (under age 18) 20%
Seniors (55+) 55%
Income
Low Income 36%
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EXHIBIT B -A budget for the calendar or fiscal year for which the grant is requested
INCOME
Provide a brief description and dollar amount for each applicable line item.
Proposed Cash Income
Service Fees and Admissions 0
Corporate Contributions/Sponsorship 0
Individual Contributions $ 5,000
Based on past annual fund giving
Foundation Support $ 5,000
Requested contribution from Legacy Fund
Fundraisers and Special Events $ 5,000
FHF conducts 2 fundraising events to support
outreach activities associated with Music
Helping Friends—Dinner in August& a Sing-A-
Thon in April
Government Support: State/Federal/Local $ 15,000
Requested funds from the City of Carmel
Internal Re-allocation 0
Other 0
TOTAL CASH INCOME$30,000
TOTAL IN-KIND GOODS&SERVICES (from 0
below)
TOTAL INCOME w/o GRANT $15,000
CITY OF CARMEL GRANT REQUEST $15,000
(from above)
TOTAL INCOME WITH GRANT $30,000
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EXPENSES
Provide a brief description and dollar amount for each applicable line item.
Proposed Cash Proposed In-Kind Specific Use of City
Expense Goods and Services of Carmel Funds
Employee - - -
Compensation, Benefits
and Taxes
Professional Fees and $10,400 - $15,000 •
Contracted Labor
For musician contracted
labor per performance
Professional - - -
Development
Printing and $300 - -
Publications
Correspondence,
promotional flyers,
evaluation forms, etc.
Supplies $400 - -
Sheet Music, Office
Supplies, etc.
Marketing/Advertising $1,000 - -
Graphics design and
website management
Space Rental and - - -
Occupancy
Travel/Transportation - - -
Other(Specify) $2,900 - -
Cartage for musicians,
Occasional
Sound/lighting
equipment& costume
rentals, licensing fees,
refreshments
TOTAL EXPENSES TOTAL CASH TOTAL IN-KIND TOTAL FUNDS
EXPENSES GOODS AND SPECIFIC TO CITY OF
SERVICES CARMEL
$30,000 - $15,000
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<See attached.>
• EXHIBIT C -Certified copies of incorporation as a not-for-profit corporation under state law
• EXHIBIT D - 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 E - Any audits, reviews or compilations available describing the financial condition of the Grantee
EXHIBIT F- A list of the Grantee's board of directors and officers listed
FRIENDS HELPING FRIENDS
Board of Directors
As of July 2011
Christine A. McKay, Treasurer Joshua Starns, Chair
9369 Timberline Way 5130 Graywood Ct
Indianapolis, IN 46256 Indianapolis, IN 46235
Janelle Morrison, Secretary Blair Clark, ex officio
County Talk, CEO Executive Director
4221 Brittany Dr 336 W Main St
Zionsville, IN 46077 Carmel, IN 46032
C. Any other grant conditions that City requires to be met by Grantee, specifically:
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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 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 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 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 22-5-1-7.3. 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 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.
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
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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.
3IN WITNESS WHEROF, the parties hereto have made and executed this Agreement as follows:
"t IA' fns c Helping Friends •ntee")
By: / y
Printed Name of Officer: cj/gj,r C/1g Title: Stec ur"t //t /et-Tern
Date: U( '1 S 112
CITY 0, CARMEL "Grantor")
By:
Ja •es Brainard, Ma or
Date: 7i 4 /c o/'2
Al ZEST:
_ Ian+. a • '
Date: I I— 14 — (2 0 Q
If you have any question concerning the City of Cannel's 2012 Arts Grant Program,grant wilting,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One Civic Square,Cannel,IN 46032,Phone:317-571-2483,skibbe(alcarmel.in gov.
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