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ARTS GRANT PROGRAM
AGREEMENT 1 „
This Grant Agreement (herein referred to as "Agreement") entered into by and between The City
of Carmel (the City) and-lel/tlry l�� �Jy / (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:
That Gn behalf of Grantee, a not-for-profit corporation, I,
an authorized representative of Grantee, am
applying for a City of Carmel ("Grantor") Arts Grant.
2. Purpose of this Grant Agreement. The purpose f t is A■ cement is to enable the
City to award a grant of SO3d Rto t Gra ee for the eligible costs of
the project (the "Project") or services as described n 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.
a. 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 budeet 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 tiles 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 Cannel 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
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City of Cannel by March 31 of the following year.
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S. 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 wan-ants 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 thuds 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/shelit 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
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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:
. ..'_ !e r ("Grantee")
By:
Name of Of er: /1k .v/ y Title: iCeir eThrrtiry
Date: t
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CITY OF CARMEL ("Grantor")
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By:
James Brainard, Mayor
Date: III Ltd IZ
A EST:
.AIL gni&
Date: 1L( qiv-
If you have any question conearn ng the City of Cannel's 2012 Arts Grant Program.grant writing.guidelines or tpplication materials.contact:
Sharon Kibbe,City ofCarmel,One Civic Square.Carmel.IN 46032.Phone_3I7-571-2483,skibbe(carmebin.eov.
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EXHI .: IT A%
a� + .• City of Carmel Arts Grant Program
= •—� Exhibit A I Project Description I 2012
IN I)IANAl!01.IS
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■ .A I r I l i)N I C
C II O I.
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Mission
The Indianapolis Symphonic Choir is dedicated to excellence in the performance of
choral music, to creating and performing new choral masterworks, and to community
outreach and education.
Executive Summary
The Indianapolis Symphonic Choir requests funds in the amount of $7,500 to make
possible an additional performance of its annual "Festival of Carols" concert at the
world-class performing arts venue, The Palladium in December 2012. These funds will
cover the costs associated with hall rental and venue needs surrounding the expansion
of "Festival of Carols" to the City of Carmel. The Indianapolis Symphonic Choir is
committed to providing Central Indiana with this high-quality, family-friendly holiday
performance experience.
I. Organizational Sustainability
2012-2013 will mark the 76`h consecutive season of the Indianapolis Symphonic Choir.
The Symphonic Choir is:
• Among the oldest and best established symphonic choruses in the nation.
• Led by a professional staff and governed by a volunteer board of directors.
• Adding new programs which reflect strong fundraising success.
The Indianapolis Symphonic Choir was founded in 1937 to perform major choral-
orchestral works. Over the years, the breadth of the Choir's programming has
expanded to include not just classical, but other forms of music (gospel, jazz, sacred
literature, annual commissions), as well as comprehensive outreach/educational
programming. From its creation 75 seasons ago to perform Beethoven's Ninth
Symphony to its recent concerts, commissioned works, public school partnerships,
international tour and professionally produced CDs, the Choir has developed into a
stable and visionary leader on the national choral stage.
Although the Symphonic Choir frequently performs with the Indianapolis Symphony
Orchestra, the two organizations are not related. The Choir's concert programming
and its outreach/education offerings, marketing, fundraising and governance are all
developed in-house. A professional staff of six, three full-time (executive director,
operations manager, general manager) and three part-time (artistic director, assistant
City of Carmel Arts Grant Program I Indianapolis Symphonic Choir I Page 1
artistic director, keyboard artist/accompanist) manage the administrative and artistic
vision and well-being of the Symphonic Choir. A volunteer board of directors oversees
the legal and fiduciary management, utilizing an active committee structure. Board
members represent a cross-section of the community in terms of gender, age, creed,
vocational experience and skill sets. Three board members also serve as singing
members of the Choir. Through training over the past four seasons, the board has
become more comfortable with and versed in addressing the development needs of
the organization. Additionally, every member of the board annually contributes
financially at a leadership level.
II. Arts Programming
• Build on the tradition of performances with the Indianapolis Symphony Orchestra
• Refine patron experience, venue and scope of Festival of Carols
• Collaborate with other leading arts organizations
• Diversify artistic programming: classical, gospel and jazz
The Indianapolis Symphonic Choir creates choral (and choral-orchestral) performances
that are recognized nationally by our peers as well as our regional audiences. The
Choir's high-quality artistic product has garnered local and national broadcasts,
recognition through the American Prize, and invitations to perform at American Choral
Directors Association conventions. The quality of every performance consistently is at
the highest of levels. The Choir is comprised of nearly 200 unpaid (volunteer) singers
who audition annually. These performers each dedicate over 200 hours to the
organization annually through rehearsal and performance during the 42-week
performance season. The typical concert cycle requires 6 to 8 weeks of preparation.
The Symphonic Choir's 2012-2013 season, its 76th season, will include:
Mood Indigo: The 76th season kicks off with the Choir performing vocal jazz in a
cabaret-style atmosphere, accompanied by a local jazz band.
Brahms's Ein deutsches requiem: Former ISO music director John Nelson returns to
Indianapolis for the first time in decades to conduct the well-known requiem setting
frequently known as the "human requiem."
Festival of Carols: This annual favorite receives a fresh presentation this season. Now
including a full orchestra, and performed in a concert hall, the revamped Festival of
Carols will draw more on familiar carol-based arrangements: The Choir expects the
move to a concert hall performance (instead of rotating between churches) to begin
building year to year consistency while supporting the larger audiences, tiered ticket
pricing structure and patron amenities not possible in churches. Specifically, the Choir
will present 1 concert at the Scottish Rite Cathedral in downtown Indianapolis, and
1 performance at The Palladium (The Center for the Performing Arts) in Carmel.
Support from the City of Carmel will directly enable the performance of "Festival
of Carols" at The Palladium, and off-sets the cost of hall rental and venue
expenses. These concerts will also include the world premiere performances of our
2012 Christmas Carol Commission Competition winner and our ongoing educational
partnership featuring the 2012 Spotlight Choir side-by-side experience.
City of Carmel Arts Grant Program I Indianapolis Symphonic Choir I Page 2
Handel's Messiah: Handel's most popular oratorio is performed in full, in collaboration
with the Symphony Orchestra. This annual performance draws large audiences, and
especially persons who are newer to the classical music realm.
Gala Bel Canto: ISC's annual black-tie fundraiser will include a performance by the
Choir in a salute to the Golden Age of Hollywood. The audience of current and
potential supporters is the perfect opportunity to showcase the Choir's many talents
and increase affection for the organization.
Durufle Requiem: The Choir will engage the Indianapolis Symphony Orchestra for the
performance of this sacred choral masterwork as part of its annual Sacred Masterworks
performance series.
Summer Sing: Free to the community. All singers are invited to bring their musical
scores for an afternoon of musical education and informal choral singing, introducing
potential singers and audience members to the Choir and showcasing local soloists
and conducting students.
III. Marketing and Outreach
• Equip board, staff and singers to serve as effective advocates
• Attract new audiences through programming and collaboration
• Retain audiences through enhanced patron experience
The Indianapolis Symphonic Choir is fortunate to have a world-class product and an
engaging story to tell. To help attract future audiences, donors and singers, the
organization will focus on better equipping its board, staff and singers to serve as
effective advocates by providing them with the knowledge and resources to champion
the Choir. Perhaps more than many other organizations, the Symphonic Choir is
fortunate to have a built-in PR team who are fully dedicated to the Choir's success: its
corps of nearly 200 singers.
As a direct result of engaging an outside PR firm in late 2011, the Choir has begun to
see new audiences attending concerts thanks to increased media exposure. In
addition, the Choir's Patron Experience initiative addresses the multi-faceted needs
that create an attractive concert experience for concert-goers, turning the first-time
attendee into a return attendee, donor and advocate. These items include strategic
communication before the concert as well as post-concert follow-up; concert
ambience and multi-sensory experience; ease of ticketing; and personal connections
with the music and performers.
ISC targets communication to segments of the population that may hold particular
affinity for a given performance based on creed, geographical location, heritage and
the like. Also, because Western choral music historically is closely tied with churches,
the Choir cross-promotes concerts with area churches and through the Center for
Congregations. Surveys at concerts, as well as online surveys, provide measurable data
that accompany anecdotal evidence collected by participants and partner
organizations to help determine what repertoire and other factors attract and retain
audience members. These initiatives, plus the variety of musical styles included in a
City of Carmel Arts Grant Program I Indianapolis Symphonic Choir I Page 3
concert season, help the Choir reach a diverse audience in terms of age, race,
geography, education and income levels.
Feedback from patrons during an 18-month period in 2010 and 2011 enabled the
Choir to launch the Patron Experience initiative. This patron-focused program builds
stronger relationships through strategic communications, employing one-on-one
relationships between the patron and a member of the Choir's Board, staff or singer
corps. The initiative is geared toward strategically identifying new audiences, creating
personal touch points to engage those persons on a frequent basis, and engaging
them in ongoing, interactive events.
Ticket prices for ISC concerts remain competitive and yet accessible. Adult tickets
range from $10 to $67 (depending on seating preference) with student/youth rates
always $10. Special group rates are available as well, with group sales being among
our targeted areas for growth in the upcoming season. As part of the Choir's outreach
and educational programs, discounted ticket offers are provided to parents of
students singing in our Festival of Carols "Spotlight Choirs."
IV. Arts Education and Lifelong Learning
• Outreach programs for adults and youth alike
• Create Conducting Fellowship to build next generation of symphonic choir leaders
• Co-host national Chorus Management Institute
The Choir's education and outreach programs are among the institution's most
cherished offerings. With programs appropriate for persons of all ages, levels of
musical experience and income status, these offerings reach thousands of persons
annually. According to a 2010 study by Chorus America, more than 35 million
Americans sing in choirs; more persons sing in a choir than participate in any other art
form.
Adult opportunities (life-long learning) are numerous and open to all, with
opportunities appropriate for all levels of prior musical experience. For example, a
person with significant musical background is a good candidate to join as a singing
member of ISC or attend a Choral Colloquium, whereas someone initially exploring
singing and without any ability to read music may be interested in the 90-minute,
interactive program "Hallelujah-What's It To Ya!?" which uses Handel's "Hallelujah
Chorus" to shed light on the choral art in a humorous and light-hearted environment.
In the 2012-2013 season, the Choir will offer a new opportunity: a Conducting
Fellowship in partnership with Butler University's graduate program at the Jordan
College of Fine Arts. This opportunity provides the chance for hands-on learning
about the musical, organizational and leadership challenges experienced in a leading
symphonic chorus, in one of the few such programs available in the nation.
City of Carmel Arts Grant Program I Indianapolis Symphonic Choir I Page 4
In October of 2012, the Symphonic Choir will co-host the Chorus Management
Institute in collaboration with Chorus America, the national organization representing
children's choirs, symphonic choruses,•professional and community choirs, and opera
choruses. This is a significant achievement for the city of Indianapolis, as the event will
attract leaders of the choral art from across the United States and Canada to the city
for a 3-day intensive experience. There is no direct cost to the Symphonic Choir, but
the Choir's volunteers and staff will be highly engaged in planning and execution.
Among the Choir's most valuable partnerships is our relationship with area schools
throughout metropolitan Indianapolis. The Choir is the official choral partner for all 65
schools in the Indianapolis Public School system, and partners with school systems
from throughout Central Indiana. We provide in-services for choir and general music
teachers. Additionally, printed music and curriculum ideas, based on state standards,
are distributed to the classrooms in the weeks prior to the Celebration Gospel
Festival, which is offered every other season. Participants learn repertoire in their
classrooms in the weeks prior to the Gospel Festival, combine forces for a day-long
rehearsal with hundreds of other students, and then join in song for the culminating
performance, including some songs just for students. The annual Spotlight Choir
program serves as our side by side series, pairing the Symphonic Choir with area high
school or middle school choirs as a component of the Festival of Carols concerts.
Symphonic Choir Artistic Director Dr. Eric Stark leads in-class preparation with these
partner schools, whose students perform their own repertoire and also sing with the
Symphonic Choir members. Both of these opportunities encourage multi-generational
learning and mentoring as adult and student participants perform together.
The Indianapolis Symphonic Choir's outreach programs, paired with careful
stewardship of our resources and the undeniable quality of each performance, provide
a priceless and treasured asset for Indianapolis. We appreciate the opportunity to seek
support from the City of Carmel, and we look forward to future success in the arts
community.
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City of Carmel Arts Grant Program I Indianapolis Symphonic Choir 1 Page 5
EX HI
Indianapolis Symphonic Choir Annual Accrual Operating Budget August 1, 2012 - July 31, 2013
2012/2013
Budget
Aug'12-Jul'13
Income
EARNED INCOME
Admissions/Ticket Income 47,625
Subscription Income 8,750
Interest Income 325
Endowment Income -
Contracted Services(Pert w/ISO) 40,500
CD Sales 1,750
Commission Entry Fee 375
Total EARNED INCOME 99,325
CONTRIBUTED INCOME
Individual Contributions(non-Board) 85,200
Board Contributions 21,000
Corporate Contributions 36,750
Foundation Support 150,784
Fundraising/Special Events 36,500
State/Local Govt Grants 25,618
Total CONTRIBUTED INCOME 355,852
Total CASH INCOME 455,177
IN-KIND INCOME
In-Kind Goods/Services 18,000
Total Income 473,177
Page 1
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Indianapolis Symphonic Choir Annual Accrual Operating Budget August 1, 2012 -July 31, 2013
2012/2013
Budget
Aug'12-Jul'13
Expense
EXHIBITION/PRODUCTION EXPENSES
Artistic Personnel 92,803
Technical Personnel 6,000
Exhibition/production costs(Hall rental) 23,537
Orchestra/Musicians/Guest Soloists 46,000
Singer membership amenities 500
Outreach/Education 17,250
Total EXHIBITION/PRODUCTION EXPENSES 186,090
MARKETING/PR EXPENSES
Design and Pritning 27,000
Radio/Print Advertising&Postage 13,525
Outsourced PR Firm 5,800
Total MARKETING/PR EXPENSES 46,325
OPERATIONAL EXPENSES
Equipment/Furniture 1,212
Telephone/fax/internet 400
Credit Card/ACH Fees 2,250
FICA/Benefits/Taxes 29,962
Total OPERATIONAL EXPENSES 33,824
GENERAL/ADMINISTRATIVE EXPENSES
Adm inistrativeStaff 104,057
Travel/transportation 1.600
Postage/Mailing house 1,725
Office supplies/materials 4,600
Professional Development 6,500
Insurance 3,500
Evaluation/Audit 6,600
Total GENERAL/ADMINISTRATIVE EXPENSES 128,582
DEVELOPMENT EXPENSES
Development Personnel 12,500
Development/fund raising supplies&events 12,275
Total DEVELOPMENT EXPENSES 24,775
Total Cash Expense 419,596
Total In-Kind Goods/Services 18,000
Total Expenses 437,596
• Net Income 35,581
'Reserved for use with 13/14
season programming
Page 2
RESOLUTION NO. BPW-12-19-12-09
RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY
ACKNOWLEDGING RECEIPT OF CONTRACT
WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Cannel, Indiana ("City"), is authorized to
enter into contracts; and
WHEREAS, pursuant to Indiana Code 36-4-5-3, the City's mayor shall sign all contracts of the City; and
WHEREAS, pursuant to his authority under Indiana law, the City's mayor, the Honorable James C.
Brainard, has signed the City contract attached hereto as Exhibit A (the "Contract"); and
WHEREAS, Mayor Brainard now wishes to present the contract to the City's Board of Public Works and
Safety for it to be publicly acknowledged, filed in the Clerk-Treasurer's Office, and made available to the public for
review.
NOW, THEREFORE, BE IT RESOLVED by the City of Cannel Board of Public Works and Safety as
follows:
1. The foregoing Recitals are incorporated herein by this reference.
2. The receipt of the Contract is hereby acknowledged.
3. The Contract shall be promptly filed in the office of the Clerk-Treasurer and thereafter made available to
the public for review.
SO RESOLVED this Q�� day of KCQ MS , 2012.
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
BY:
James Brainard, residing Officer
Date.
siegisida I
Mary A • Burke, Member 9_J a
Date: //
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Lori S. Watson, k / bp-
Date: /
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ATTEST:
",..`►_t I
Dia a Cordray, IMCAMk-Treasurer
Date: \"-'\ ' 12,-
Z:\E Bass\My Documents\BPW-Resolutions12012\Acknowtedge INDPLS SYMPHONY CHOIR Agmt 12-18-12.dOCx12t19/2012 9:54 AM