Actors Theatre of Indiana/Art Grant/$55,000 4QApTN&gy'NC'
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ARTS GRANT PROGRAM
AGREEMENT ,g eoit
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bat
This Grant Agreement (hereinq referred to as "Agreement' entered into by and between The City
of Carmel (the City) and ycruas TNEg-r2t or n+oe(the Grantee), is executed pursuant to the
terms and conditions set forth herein. In consideration of those mutual undertakings and
covenants, the parties agree as follows:
1. That on behalf of Grantee, a not-for-profit corporation, I,
J p rnss 2e I LL'/ , an authorized representative of Grantee, am
applying for a City of Carmel ("Grantor") Arts Grant.
2. Purpose of this Grant Agreement.ee pIII of this Agreement is to enable the
City to award a grant of " , e "Dollars .r . n cc Cents ($XXX,XXX,XXX) 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. A 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).
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 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.
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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
3
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:
&.7bR.s E} •h=g-otaQ44Grantee")
Pri d Name of Officers/,5'f J t ts-ty� Title: GG�(Aix � �sVn.
Date: 02...../Z_ /
CITY OF CARMEL ("Grantor")
By:
✓ILA
ames Brainard, Mayor
Date: 1 t /i&//2
ATTEST:
•
Date: il %� it,
If you have any question concerning the City of Carmel's 2012 Arts Grant Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Cannel,One Civic Square,Cannel,IN 46032,Phone:317-571-2483,skibbeacarmel.in.eov.
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EXHIBIT A
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1 ./ INDIANA
Mission and Vision Statements
• Actors Theatre of Indiana celebrates the power of theatre and contributes to life in Central
Indiana by offering high quality professional theatre performances and programs that engage..
inspire, educate, and entertain.
Actors Theatre of Indiana (ATI) dedicates itself to the re-alignment of the mind, the resurrection of the
heart and the expression of the soul through a theatre experience like no other in Indiana. It
accomplishes its mission by advancing theatre as a Broadway caliber art form and sharing its
expertise through its community works for audiences of all ages in Central Indiana.
•
VISION—Actors Theatre of Indiana aspires to be Indiana's premier family theatre for musical
entertainment and be a major contributor to the economic and cultural vitality of Central
Indiana. Building upon a foundation of significant professional credentials based in Carmel's
Center for Performing Arts, ATI will accomplish this goal through the performance of highly
acclaimed productions, as well as innovative community works. ATI visualizes reaching
audiences of all ages and socio-economic backgrounds.
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Carmel Performing Arts Center and Actors Theatre of Indiana
The City of Carmel's Website documents the approval of The Center for the Performing
Arts by the Carmel City Council in 2005. Simultaneously, the Carmel Arts and Design District
was formalized. It was at this time, that Mayor James Brainard made the connection with Don
Farrell, Judy Fitzgerald and Cynthia Collins the founders of Actors Theatre of Indiana (ATI) to
become a resident company within The Center for the-Performing Arts. Their history as actors,
directors and artistic talent can be found in the Programs Section of this document. However,
their performance roots came directly from New York City making the decision to include them
in the mix of talent at the Center, and the Carmel Arts and Design District, one that could help
to elevate the Center's stature from the start. Since that time, ATI has worked to build a patron
base worthy of being called the Resident Professional Theatre at The Center for the Performing
Arts and they have accomplished that.
ATI's Road to the Center for Performing Arts
Arriving in Indianapolis in 2005, ATI had a long road ahead before locating in Carmel's
Performing Art Center in 2011. Establishing themselves as a 501(c)3 tax-exempt organization
early in their Central Indiana history, they set out to not only entertain with first-rate theatre
productions, but.to seek out charitable ways in which they could share their theatrical talents.
The three founding members, along with some help from friends in the community, began to
build their board of directors and their governance structure, set up basic communications
systems, develop partnerships and programs and seek funding from their audiences and
sponsors. Until 2011, their performance stage has been in a variety of settings throughout •
Marion, Boone and Hamilton Counties, as well as on the road for businesses and non-profits.
Entertaining Their Audiences
Since 2005, Actors Theatre of Indiana (ATI) has provided their audiences with six seasons of
high powered productions that include Chicago, MY WAY:A Musical Tribute to Frank Sinatra
and COLE: The Words& Music of Cole Porter, as well as world theatre premieres such as A
Rosie Evening (Rosemary Clooney story) and BROADWAYBRASS: The Great Ladies of
Broadway. All three of.ATl's co-founders, Cynthia Collins, Don Farrell and Judy Fitzgerald are
New York City professionally trained actors, directors and choreographers. With 74 years of
combined professional experience gained in New York City and other venues across the
country, they attract world renowned theatre talent to the Central Indiana area.
During their first season•at The Center for the Performing Arts in Carmel, ATI has attracted
patrons from 37 counties in Indiana on a regular basis. In addition, 3% of their attendees come
from out of state, with one season subscriber coming from St. Louis. So, as ATI brings in high
caliber talent and works to raise the bar for musical theatre in Central Indiana, it also elevates
the visibility of Carmel and The Center for the Performing Arts within the arts and cultural
community. And--all of this is being done with the energy and effort of the original three
founders.
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Educational Outreach
Providing study guides for teachers in 266 schools and reaching young children through their
annual production of A Year with Frog and Toad, ATI put itself on the map with highly
acclaimed media reviews and an audience of over 30,000 school-aged children and their
families. Each child was given the chance to learn life lessons watching the two "Felix and
Oscar-type" characters learn about friendship and rejoice in the attributes that make each of
them different and special. This program's popularity and appropriateness has encouraged the
ATI staff to reach out to more and more schools each year offering the A Year with Frog and
Toad creative experience.
Building character and self-esteem through the arts has continued with ATI's work with the
Indianapolis Indians. With this program, ATI designed a presentation in 2009, specifically for the
Indians' mascot, Rowdie. Its emphases—addressing physical fitness and nutrition for children.
Out of the partnership, a musical program called "Rowdie's Home Run for Health" was born.
This ongoing program appears to have struck a chord among children and families on the health
front, since over 20,000 elementary students and their families have been exposed to the
program. This ATI/Indianapolis Indians partnership is a continued illustration of ATI living out
its vision.
Other venues in which ATI has provided their services to assist in stimulating community
involvement and education include a variety of events in Marion, Boone and Hamilton counties.
Examples include programs for Riley Hospital for Children, The City of Carmel, and the
Indianapolis Marion County Public Library providing free content for their "See a Story" and
"Call a Story." In addition, ATI focused on disabled children and adults with specifically
designed art therapy workshops for Noble of Indiana and DAMAR Academy.
ATI's educational and outreach programs have been recognized by nationwide peer reviews,
resulting in two awards in 2011 from highly competitive grant programs within the Indiana Arts
Commission and the National Endowment for the Arts.
Supporting the Greatest Generation
One other avenue explored by ATI founders involves an issue that is at the top of our
national agenda today—support of our troops and veterans. They created and performed a
1940's era radio show, COMMAND PERFORMANCE USA. The show was geared towards the
education of adults, as well as children through re-enactment and performance. Planes, tanks,
M.A.S.H. Units and vintage vehicles were brought in to help the audiences understand the
importance of honoring and preserving the memory and sacrifices of WWII veterans.
ATI believes that one of the goals of theatre is to provide audiences with an inward way to
express feelings that are not easily verbalized. This is often the case for our war veterans. So,
ATI became their voice as evidenced through the Victory Day's effort.
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Workshops, Creative Programming and Championing University Scholarship
ATI staff also believes expression through theatre is important to many students. That is
why it has been paramount to the ATI mission to provide instruction and opportunities within
the professional theatre scene to young people of all ages.
Examples of the ATI/student connection include:
• A Summer Intensive Educational Workshop—where young performers ages 13 to 18
are invited for one week to work closely with professional actors, directors,
choreographers and designers challenging them to achieve their highest potential in a
nurturing setting. In addition to the training, those involved have the rare opportunity
to be involved in two Master Classes with seasoned professionals from Los Angeles and
New York.
• Anderson University Theatre Arts Department—Design of "Performance Practices:
Audition Techniques" and Opera Workshop
a University of Cincinnati, College—Conservatory of Music—Graduating Seniors •
-
Master's Class
• Scholarship Competition Adjudicator for the National Society of Arts and Letters (NSAL)
for the Music Theatre Competition for Indiana University, Bloomington
• Music Theatre Boot Camp—One week program for The Second Story Playhouse
offering essentials of music theatre, acting, singing and dancing for students' ages 11
and 12. All culminating in a final performance of legitimate musical pieces showcasing
each student's work.
Promoting Theatre Arts in Central Indiana
Finally, ATI could be defined as Central Indiana's "performing arts" ambassadors. The
Carmel Arts and Design district benefits directly from the size and portability of their skills. This
is evidenced by performances at:
• CarmelFest
• Carmel International Arts Festival
• Annual Veteran's Day Ceremony
• Holidays in the Arts & Design District
• Michael Feinstein Foundation's Opening of the Great American Songbook collection
• The Dedication of the Richard Whiting piano at The Center for the Performing Arts
• Penrod
o Various Rotary Clubs
o Various Kiwanis Clubs
• Various Lion's Clubs
• McHale Performing Arts Center, Logansport IN
• Centennial Days in Westfield
• Indiana Historical Society
o The Athenaeum
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• The Pike Performing Arts Center
• Indianapolis Children's Museum
• The Zionsville Performing Arts Center
• The Indianapolis Indians
• Beck's Hybrids
• Indiana Railroad Company
• The Contemporary Club
• The Logansport Arts Council
• Indianapolis Public Broadcasting
• The City of Indianapolis
• The Indianapolis Library
• Justus Trust Properties
• Colonial Dames (NSCDA)
• Eli Lilly and Company
• Oogles and Googles
• The Riley Hospital for Children
• • The Indianapolis Philharmonic Orchestra
• Broad Ripple Art Fair
• Super Bowl Welcoming Performance at Indianapolis International Airport
All of these workshops, educational outreach and creative programming bring visibility to and
acclaim for the City of Carmel through its ambassadors the Actors Theatre of Indiana, Hamilton
County's only professional theatre.
Actors Theatre of Indiana (ATI) is unique in the Central Indiana theatre scene: we are the only
Equity Theatre in Hamilton County and the only professional Theatre at The Center for the
Performing Arts.
What is the difference between "Professional Theatre" and "Community Theatre?
Professional theatre, such as Actors Theatre of Indiana, involves theatre companies that are
entirely salaried, including the actors, directors, designers, musicians and stagehands. These
artists have furthered their natural gifts by dedicating themselves to years of study, including
apprenticeships, internships and usually by obtaining under-graduate and post-graduate
degrees in the field. Community theatre productions use volunteer actors and stagehands,
volunteer meaning they are not paid.
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•
•
How expensive is it to produce professional theatre? A typical musical production for Actors
Theatre of Indiana being presented at The Center for the Performing Arts costs between
$80,000 (for a small 4 person cast)to $120,000 (for a musical with a cast of 15).
What is Actors' Equity Association (AEA)? Actors' Equity is the national union of over 49,000
stage actors and stage managers working in professional theatre and includes Broadway and
off-Broadway. Professional theatre companies that operate on a contract with AEA are
obligated to higher standards within the arts community and adhere to rules and guidelines set
by the union.
What are the added costs to hiring professional talent? Actors Theatre of Indiana is obligated
through its agreement with AEA to pay towards its union actors and stage managers pension
and health plan. These added costs are considerable and add, at a minimum, $9,583 to the
production payroll of only two actors and one stage manager. Additionally, professional
theatre companies pay higher royalties to the licensing houses to present productions which
generally range from 10 to 15% of the gross box office receipts. Community/ amateur theatre
companies only pay a flat fee to present a production.
Actors Theatre of Indiana is an asset to Hamilton County and its tourism industry drawing
visitors with every production!
e Patrons who travel to see ATI productions currently come from 37 counties in Indiana.
o 54% come from Hamilton County
o 31% from Marion County •
o 3.5%from out of state (including season subscribers!)
o 2.7% from Boone County
As the resident professional theatre company at The Center for the Performing Arts, Actors
Theatre of Indiana is a beneficial partner of the Center and the entire community-at-large by:
o Presenting national caliber productions of important works
a Putting Carmel on the national map as a theatre city with talent from New York, Los
Angeles, Atlanta and Chicago
o Providing gainful employment and benefits that allow and encourage outstanding
theatre artists to come to, or remain in, Central Indiana
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o Contributing to the local economy with patrons from across the state and outside
Indiana
o Offering internship, volunteer and workshop opportunities that add to Indiana's theatre
education programs at the high school and college level
a Touring instructional programs to a broad cross section of Indiana's elementary and
middle schools
o Touring fellowship and entertainment programs to Indiana's senior centers and
retirement facilities
Operations
Actors Theatre of Indiana (ATI) has operated its theatre company for the past seven years
with the expertise of its three founders: Don Farrell, Judy Fitzgerald and Cynthia Collins. Prior
to their move to The Center for the Performing Arts, they were producers, actors, -
choreographers, bookkeeper, box office, marketing, development, and more.
At the invitation of the Mayor of Carmel, ATI moved to The Center for the Performing Arts in
2011. The move to the Center dramatically increased the expenditures for ATI. Rent during
their 2010-2011 season was $28,000. During their first season in The Center for the Performing
Arts, ATI paid that much rent for one production or a total of over $120,000 for the season.
The founders understand their need for a separate operations staff. As they move forward,
the company visualizes not only a dedicated Executive Director, but marketing and
development staff strengthening their infrastructure and promoting the various aspects of ATI's
multi-dimensional mission. They have been fortunate to recruit two experienced non-profit
professionals to the roles of Executive Director and Director of Development. Both are
currently offering their services pro bono to assist in the growth of the theatre because of their
respect and admiration for the founders and their belief that ATI is an asset to Hamilton County
which should be supported. A bookkeeper has been contracted to professionally manage the
finances of the theatre and ATI recently completed its 2011 audit by Alerding & Co.
Marketing, communications, and promotions are still performed by the founders with hopes
of being able to contract that work out in the coming year. Attendance was at 68% capacity for
the last production, Godspell, and ATI believes patronage will continue to grow with increased
marketing efforts. The theatre had 226 season subscribers for their 2011-2012 season and all
expectations are that number will grow to 500 for the coming season.
With a strong base of support in operations, this unique theatrical company can serve as one
of the unique partners in entertainment and community service for Carmel, Indiana, as well as
in Central Indiana. This will increase their audience base bringing increased patronage to
Hamilton County businesses, as well as notoriety to the Central Indiana area and possibly other
areas of the state.
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Request of the City of Carmel
For this reason, Actors Theatre of Indiana is asking the City of Carmel for a grant of$75,000
for the 2012-2013 season to develop a consistent marketing effort to increase attendance at
performances and cultivate donors, both of which will increase income and visibility for ATI and
for The Center for the Performing Arts.
The funds will be spent as part of the marketing/development budget as follows:
Contract marketing support $25,000
Relationship marketing/social media support 3,575
Printing of season brochure 8,000
Postage for season brochure 2,527
Printing of postcards to announce productions 14,000
($3,500 each x 4 productions)
Postage to mail postcards 6,663
Print media (Current, NUVO, others as determined) 20,000
Direct mail printing/mailing/postage (5,744 X2) 6,500
Purchase of mailing list 1,000
Constant Contact annual fee 840
eTapestry annual fee 2,600
$90,705
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ACTORS THEATRE of INDIANA
2012-13 PROPOSED BUDGET
PROGRAMS G&A
Gypsy Route 66 Xmas Cabaret Musical of Musicals My Fair Lady Administration]Fundraising- TOTAL
REVENUE
Individual/Membership Support - - - - - 75,040-00 75,040.00
Corporate Support - - - 24,500.00 24,500.00
Program Advertising 500.00 500.00 500.00 500.00 2,000.00
Foundation Support - - - - - 165,950.00 165,950.00 •
Government Support - - - - - 69,000.00 69.000.00
Associations/Organizations -
Special Events - - - - - 64.250.00 64,250.00
Ticket Sales 81,019.50 81.019.50 15 600.00 81.019.50 81.019.50 339.678.00
In-Kind - - - - - 10,000.00 10,000.00
License Fees
Contracted Services Revenue 1.500.00 1,500.00
Interest Income -
Other Earned Income - - - - -
TOTAL REVENUE 81,519.50 81.519.50 15,600.00 81,519.50 81,519.50 246,450.00 163,790.00 751,918.00
•
Gypsy Route 66 Xmas Cabaret Musical of Musicals My Fair Lady I Administration(Fundraising] TOTAL
EXPENSE
Salaries&Wages 37,084.00 24.884.00 14,998.00 24,884.00 34,484.00 111,245.00 13,713.10 261,292.10
Benefits& Payroll Taxes 10,467.00 8,141.62 1,147.00 8,112.00 10.268.00 3,510.24 1,049.04 47,694.90
Production Expenses
Contract Workers 21,350.00 20.250.00 13,750.00 18.050.00 16.950.00 90,350.00
Consultants - - - - - 5.000.00 5,000.00
Professional Fees 17,500.00 17,500.00
Program Supplies& Materials 6,100.00 5,100.00 1,850.00 5,100.00 6,100,00 24,250.00
Artistic Expenses 4,375.00 5,300.00 2,425.00 5,225.00 • 4,375.00 21,700.00
Advertising&Marketing 10,000.00 10.000.00 10,000.00 10.000.00 10,000.00 50,000.00
Office Supplies 200.00 200.00 200.00 200.00 200.00 2,000.00 3.000.00
Telephone/Fax - - - - - 600.00 600.00
Postage&Shipping 250.00 250.00 . 250.00 250.00 250.00 250.00 1.500.00
Insurance 5,000.00 5,000.00
Loan Interest 1,650.00 1,650.00
• Rent/Occupany 27.994.00 27,994.00 6,125.00 27,994.00 28.09400 - 118,201.00
Utilities 1,800.00 1,800.00
Equipment Rental/Maintenance 500.00 500.00 500.00 500.00 500.00 2.500.00
Graphic Design - - - - - 1.000.00 1,000.00
Printing&Copying 350.00 350.00 350.00 350.00 350.00 8,000.00 9,750.00
Credit Card Fees 1,500.00 1,500.00
Subscriptions 500.00 500.00
Travel/Transportation 618.00 618.00 318.00 618.00 618.00 800.00 3,590.00
Professional Development - 10,000.00 10,000.00 10,000.00 10.000.00 2.000.00 42.000.00
Education 20.000.00 20,000.00
Special Events 26,540.00 26,540.00 •
Contingency/Moving Exp 5,000.00 5,000.00
TOTAL EXPENSE 119,288.00 ######### 61,913.00 111,283.00 112.189.00 192,355.24 41,302.14 751,918.00
Net Income(Expense) • (37,768.50) (32,068.12) (46,313.00) (29,763.50) (30,669.50) 54,094.76 122,487.86 (0.00)
EXHIBIT I
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