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ARTS GRANT PROGRAM
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:
1. That on behalf of Grantee, a not-for-profit corporation, I, Blair Clark
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 $ 400. 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 detennination letter from the U.S. Internal Revenue
Service identifying that it is a not-for-profit corporation that is exempt from
Federal income tax (EXHIBIT D);
5. Any audits, reviews or compilations available describing the financial condition
of the Grantee (EXHIBIT E);
6. A list of the Grantee's board of directors and officers listed(EXHIBIT F);
7. A Year End Report from the previous year IF Grantee received an Arts Grant
from the City of Cannel in the previous calendar year, pursuant to paragraph 7
herein(EXHIBIT G).
C. Any other grant conditions that City requires to be met by Grantee, specifically:
6. Grantor's right to request audit or review. Grantee shall submit to an audit or
review by an independent Certified Public Accountant of funds at the City's request,
and shall make all books, accounting records and other documents available at all
reasonable times during the term of this Grant Agreement, and for a period of three
(3) years after final payment of funds under this Agreement, for the purpose of an
audit by the City of Carmel, the State of Indiana, or their designees.
7. Year end review. Grantee agrees to provide the City of Carmel a year-end report
("Year End Report") for each year, describing how the grant was used and the impact
of the dollars received. This Grant award may not exceed one third (1/3) of Grantee's
combined contributed income, revenue of sales, and/or ticket revenue from the
previous year. If the Grant amount is in excess of sixty thousand dollars
($60,000.00), the Grantee agrees to provide, at Grantee's cost, a review or audit of the
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grantee. Said review or audit shall be performed by a Certified Public Accountant
("CPA") who is neither an employee of Grantee nor a member of the Grantee's Board
of Directors, to be provided to the City of Carmel by March 31 of the following year.
8. Funding Credit. Grantee agrees to credit the City of Carmel in the printed materials
associated with a funded program or project. The City of Carmel will supply, upon
request, Grantee with the graphics/logos necessary for compliance.
9. Statutory Authority of Grantee. The Grantee expressly represents and warrants to
the State that it is statutorily eligible to receive these monies and it expressly agrees to
repay all monies paid to it under this Grant, should a legal determination of its
ineligibility be made by any Court of competent jurisdiction.
10. Use of Grant Funds by Grantee. The funds received by the Grantee pursuant to this
Agreement shall be used only to implement the Project or provide the services in
conformance with the Budget and for no other purpose. If it is determined by the
City that misappropriation of funds have occurred, the Grantee must return all funds
received by Grantor and individuals who misuse Grant funds may also be subject to
civil and/or criminal liability under Indiana or Federal law.
I I. 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. Additionally, the Grantee is not required to participate if the
Grantee is self employed and does not employ any employees.
The City may terminate for default if the Grantee fails to cure a breach of this
provision no later than thirty(30) days after being notified by the State.
12. Governing Law; Lawsuits. This Agreement is to be construed in accordance with
and governed by the laws of the State of Indiana, except for its conflict of laws
provisions. The parties agree that, in the event a lawsuit is filed hereunder, they
waive their right to a jury trial, agree to file any such lawsuit in an appropriate court
in Hamilton County, Indiana only, and agree that such court is the appropriate venue
for and has jurisdiction over same.
13. Relationship of Parties. The relationship of the parties hereto shall be as provided
for in this Agreement, and neither Grantee nor any of its compensated officers,
employees, contractors, subcontractors and/or agents are employees of City. The
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Grant amount set forth herein shall be the full and maximum compensation and
monies required of City to be paid to Grantee under or pursuant to his Agreement.
14. Severability. If any term of this Agreement is invalid or unenforceable under any
statute, regulation, ordinance, executive order or other rule of law, such term shall be
deemed reformed or deleted, but only to the extent necessary to comply with same,
and the remaining provision of this Agreement shall remain in full force and effect.
15. Entire Agreement. This Agreement, together with any exhibits attached hereto or
referenced herein, constitutes the entire agreement between Grantee and City with
respect to the subject matter hereof, and supersedes all prior oral or written
representations and agreements regarding same. Notwithstanding any other term or
condition set forth herein, but subject to paragraph 15 hereof, to the extent any term
or condition contained in any exhibit attached to this Agreement or in any document
referenced herein conflicts with any term or condition contained in this Agreement,
the term or condition contained in this Agreement shall govern and prevail. This
Agreement may only be modified by written amendment executed by both parties
hereto, or their successors in interest.
IN WITNESS WHEROF, the parties hereto have made and executed this Agreement as follows:
—1{1 Q.o lhJ�s *d Y I 1'r I u"& h ("Grantee")
Printed Name of Officer: 1 l a t r Clarlt Title: 6FC .07/4- (F��✓�
Date: 7I 2(6I2013
CITY OF CARMEL ("Grantor"
By: —
James Brainard, Mayor
Datei9(pf t6 .."--o j
ATTEST:
O'< h U 7T1L
Date: quS}1.4) 301 3_
If you have any question concerning the City of Cannel's 2013 Arts Grua Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One Civic Square,Carmel,1N 46032.Phone:317-571-2483,skihhe^acamtel.iaeov.
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EXHIBIT"A"
An Application and Description of the Proposed Use of Grant Funds
APPLICANT:
Name of Organization: Friends Helping Friends
Address: 366 W Main St
Carmel, IN 46032
Telephone: 317-201-8640 Fax:
Contact Person: Blair Clark, Executive Director
Email: blairclarkl(algmail.com
APPLICATION AMOUNT: $400
Not to exceed 1/3 of previous year revenue/income
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
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, 10 outreach events/performances in 2013-2014 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 an 'n Europe.
By: Friends Helping Friends
Printed Name of Officer: Blair Clark
Title: Executive Director
Date: 2/28/13
Description continues on next page....
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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.
Why "Music Helping Friends"...
Several studies' 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 study2 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.
The grant will support, in part, outreach and service to our targeted audiences:
(1) 400 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) 3,000 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 = 3,400.
'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.oraindex.ctm?bay=studies.events
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How will FHF know that they have accomplished its mission...
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.
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.
How will FHF support its activities and ensure its continued service to the community...
Through continued board development and increased fundraising activities, FHF will support its
mission including the activities outlined in this grant proposal.
One of goals set by FHF board members last year was to strengthen the board through ongoing
board development and activation. Relying on a working board of directors, Friends Helping
Friends (FHF) is continuing its efforts towards strategic board recruitment and forming a robust
educational development plan. This season, as part of the board development plan, FHF
increased board membership to 5 members (from 3 voting members last season.)
FHF has also identified a handful of other grant opportunities supporting activities similar to
FHF as well as articulated an infrastructure around formalizing its individual donor solicitation
efforts. Before now, FHF did not have a fundraising plan targeting individual donors. One of the
board members is currently developing an individual donor cultivation strategy. Due to last
year's delayed funding schedule, FHF re-scheduled its fundraising dinner event from August
2012 to August 25, 2013 at the Ritz Charles in Carmel and plans to raise a net of$5,000. The
board has already met 3 times this season specifically planning for the big fundraising event.
Also, in a few months, FHF will celebrate a special Sing-a-thon fundraising event with the goal of
raising$2,000 in support of FHF and the MHF outreach program. Both of these fundraisers are
new ventures for FHF, and the board is excited about these upcoming projects.
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