Art Grant - Carmel Clay Historical Society Gr o.T1`4 414;
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ARTS GRANT PROGRAM
AGREEMENT
This Grant Agreement (herein referred to as "Agreement") entered into by and between the City
of Cannel (the "City") and *c. Glryvre) C/Qy Sacre (the
"Grantee"), is executed pursuant to the terms arid conditions set forth herein. In consi eration of
those mutual undertakings and covenants, the parties agree as follows:
I. That on behalf of Grantee, a not-for-profit corporation, I, 5 f nhce.ic Hersh b,erye7_
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 $ 251 prep, DO 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 detemunation 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.
'CX�\\D t�
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 (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
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 Cannel 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. 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 executedthis Agreement as follows:
"grrvie� C(ay i 64l �1J0("Gfantee")
Printed Name of Officer: .Jzaviv 1471. 5146F•tl tle: 21-£5i 0 /vr
Date: -a 6 Gtb a-oj 3
CITY F CAI9L5L (` Grantor")1
By. ctPi
James Brainard, Mayor
Date: ��
Date: //HL9[/ S { '( 2el J
ATTEST: 1 , , `- /
L�sy�y-(�1,ACrm 1'l lha".
Date: ►-1t,1(5uST LP, C2D 13
If you have any.question concerning the City of Carmel's 2013 Arts Grant Program,grant writing,guidelines or application materials,contact:
Sharon Kibbe,City of Carmel,One Civic square,Carmel,1N 46032,Phone:317-571-2483,skihheraa,carmel.in.00v.
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Exhibit"A"
An Application and Description of the Proposed Use of the Grant Funds
APPLICANT: �t / 1-
Name of organization: Cgnrtn-6/ C/ay j7/S/Z1Y/c9/ SCJe&
Address: 0/I /Sa- St. SW
Clrrn-el) iN Ybo32—
Telephone: 3/7- 'gale- 71/7 Fax:
Contact Person: ,kai 4eY%NG t///
Email: Garvne/c/aylnis a C" yghod. cowl
APPLICATION AMOUNT: S JJ 2)) 0 00
Not to exceed 1/3 of previous year revenue/income
DESCRIPTION OF THE PROPOSED USE OF THE GRANT FUNDS:
Sew ehc%sed
Printe Name of Officer: JEniWFyh /fT , S ,&z
Titer: flcS/Dcwr
Date: 2b
(Additional pages may be added to Exhibit"A")
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Exhibit A
The Carmel Clay Historical Society is dedicated to enriching the lives of the residents of Clay
Township and the city of Carmel, Indiana, by collecting, preserving, and interpreting the history of the
Monon Train Depot, the city of Carmel and Clay Township, and the people who have lived here. To
meet this mission the CCHS hosts temporary and permanent exhibits in its Monon Depot Museum,
offers public programs about aspects of Carmel history, hosts an annual home tour showcasing local
structures, provides classroom and curriculum material to Carmel Clay schools, and speaks to local
service organizations about local history.
The CCHS requests $32,000 from the City of Carmel to support its general operating budget and
special projects. Currently the CCHS has one part-time staff person, the executive director, who focuses
her time on exhibits, collections management, exhibits, and collaboration. We would like to add a
second staff person who will specialize in programs for the public, including residents, visitors, and art
enthusiasts. This individual would develop programs, discussions, and hands-on activities throughout
the year and be a presence at the Farmers Market for two Saturdays in the summer. (If this is well
received, we will look to increase our presence once a month at the 2014 Markets.) She would also
enable us to increase the number of hours the Monon Depot Museum is open, including Gallery Walks
and special weekends like CarmelFest and the Carmel Marathon. (One of the comments we hear often is
that we are "never" open when people come by. Currently we are open 8 hours per weekend April
through October, all staffed by volunteers.)
A portion of staffing finds would allow us to pay for a capital campaign manager who would
assist us as we embark on a building project for a new archives building. Not only is our current facility
too small, it's inadequate to provide proper protection for our collection from changes in temperature
and moisture. We have already had commitments for donations of materials, labor, and architectural
services, so this project is well on its way to fruition. A campaign manager would assist us as we raise
the remaining funds for the building.
Our grounds are currently used by residents at Old Town on the Monon Apartments, pedestrians
on the Monon Greenway, and school groups. By replacing the current brick walkway with a sidewalk
from Is` Street SW to our property, we will make our entire property handicap accessible and easier to
navigate. The sidewalk will connect with the handicap ramp we are building at the south end of the
museum. It will also provide a safe path for visitors to travel to reach our office/archives. Currently
people have to walk through the grass —whether it is wet with rain or slick with ice—to reach our
office. This sidewalk's location will take into consideration the Midtown Project.
Acid-free boxes and folders, and appropriate shelving are critical to the ensuring the longevity of
our collections. We have newspapers in our collection that exist nowhere else, not even in the Indiana
State Library's microfilm collection of newspapers. We have been pleased to have stored our entire
photograph collection and many of our nineteenth-century diaries in acid-free containers. We hope with
this grant to be able to protect even more of our collection —including the documents pertaining to the
Wednesday Literary Club that was responsible for the construction of the Carnegie Library. Right now
those records and countless others are stored in metal vertical filing cabinets where they are prone to
residual rust as well as off gassing of other materials.
The Holiday Home Tour enters its 17`h year in 2013. The event involves a series of tours over
two days and through four residences. The tour highlights the importance of preserving Carmel's historic
homes and antiques and brings visitors to Carmel. Mayor Brainard, the City of Carmel, or the 4CDC has
supported this event for several years.
Projects in these areas would help the CCHS further develop its cultural and arts programs.
Thank you for your consideration.
Compelling Stories—Fascinating People Interesting Places
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IIII 211 1st Street S.W. • Carmel,IN 46032 317-846-7117 carmelclayhistory@yahoo.com
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HISTORICAL SOCIETY
February 27, 2013
Honorable Jim Brainard
City Hall
One Civic Square
Carmel, IN 46032
Dear Mayor Brainard,
Find enclosed the Carmel Clay Historical Society's application for funds from the Carmel Arts
Grant program. Please do not hesitate to contact me with any questions you may have. We look forward
to implementing plans that will bring visitors and awareness to the Monon Depot Museum, historical
society, Old Town, and Arts & Design District.
We have not yet spent all the funds awarded to us late last year, as we only began the projects in
November when we were awarded the grant. I hope we will not be penalized for this in the 2013 grant
cycle; we did not feel it was responsible to begin implementation of the projects until we were certain
we had the money. However, we have made significant progress toward completing the projects since
we last reported to you in December. A design for the interpretive sign is being drafted and once
approved, its fabrication will begin. An Eagle Scout will begin working on the wheelchair ramp in the
spring. And Joan Hostetler, a photograph historian, is currently digitizing our photograph collection.
Please let me know if you have any questions about these activities.
We have not had a financial audit or review, but I have provided additional financial information
in Exhibit E.
I know our president, Jennifer Hershberger, has spoken to you about our plans for a new
building, what we hope to be a kick-off to the Mid-Town Project you have planned. A number of our
expenses in this grant go toward our general operating expenses so we can direct profits from our
fundraisers and membership fees to the construction of our new building. We are very excited about our
plans and feel the projects we are working on now and those we will undertake with the help of the 2013
grant will help propel them.
Sincerely,
at0
Katherine Dill
Compelling Stories—Fascinating People—Interesting Places