HomeMy WebLinkAboutSage Creek High School Drama Department; 2020-10-06;1
2020/2021 GRANT AGREEMENT FOR
Sage Creek High School Drama Department
This agreement, is made on the day of , 20_ , by Sage Creek High
School Drama Department (ORGANIZATION), hereinafter referred to as “Grantee,” and the CITY OF
CARLSBAD, a municipal corporation, hereinafter referred to as “City” (the “Agreement.”) City, as Grantor,
agrees to provide Grantee the Grant funds awarded to Grantee during the 2020/2021 Community Arts
Grants Program in an amount not to exceed two thousand one hundred dollars ($2,100) (“Grant.”) The
purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope
(“Agreement Scope”).
Project Title: Professional Artists Musical 2021
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used
for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM.
The term of this Agreement shall mean the period commencing on the effective date of this Agreement
and expiring on September 30, 2021. The term of this Agreement may be extended by mutual written
agreement of the parties. The parties will prepare a written amendment indicating the effective date and
length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the Agreement
Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to
assume any obligation to furnish any additional funds that may be necessary to complete the
Agreement Scope.
b. In accordance with the Agreement Scope and the Community Arts Grants 2020/2021 Guidelines,
all grant funds are eligible to be used September 1, 2020 through August 31, 2021. Any
extension of fund use must be requested in writing and approved in writing by City. Extension of
Community Arts Grants 2020/2021 funds may render that organization ineligible to apply for or
receive additional funds as part of the subsequent Community Arts Grants 2021/2022 cycle.
c. All costs accrued for services and/or supplies prior to the execution of Agreement are not
eligible for funding or reimbursement through the use of Grant proceeds.
d. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts
Grants 2020/2021 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto
as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT.
City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of
Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are
not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant
funds to only cover expenditures for programs and services incurred during the Agreement
Scope dates and under the terms and conditions of this Grant Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee’s main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope, as reasonably soon as
possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of
events or proposed changes that could affect the Agreement Scope.
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d. The Grantee shall be responsible for the performance of the work, as set forth herein, and for
the preparation of reports required by this Agreement.
e. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit
to the City, in writing, a proposal requesting changes to the Agreement Scope. Grantee shall
make no material changes to the Agreement Scope unless and until City formally approves the
Grantee’s request in writing.
f. Grantee agrees to acknowledge the City’s Grant consistent with the 2020/2021 Community Arts
Grants Guidelines, attached hereto as Exhibit A.
g. Grantee shall provide full and timely information to the City to update staff on programs, and
include naming the City in any publications and/or social media, whether in digital or print
format, as opportunities arise.
h. Grantee shall retain all records and supporting documentation, including expenditure receipts,
applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make
all records and supporting documentation readily available, upon request, for inspection and/or
audit by representatives of the City.
4. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts’ communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city’s established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event
or program.
Please initial box to opt-in to promotional opportunities
5. RETURN OF GRANT FUNDS.
Any determination, by the City, of noncompliance with activities and expenditures outlined in the
Agreement Scope without prior notice and express approval by the City, upon demand by the City,
Grantee agrees to return to the City the amount requested by the City, up to and including an amount
equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement
shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no
fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable
obligations properly incurred shall be eligible to be paid by Grant funds. However, if, due to COVID-19 or
local health orders, Grantee is unable to complete all events or requirements of the Scope of Work,
Grantee may be required to return up to the full amount of the award or a prorated amount based on the
percentage of the work completed.
6. REQUIRED REPORTS.
Failure to complete the following reports may render the recipient ineligible to receive the full and final
payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2020/2021 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification.
b. Submit a Final Report including all required attachments by completing the designated form to
the City (30) calendar days after the Agreement Scope end date or, September 30, 2021,
whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
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7. DISBURSEMENT OF GRANT FUNDS.
The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as
applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by Library & Cultural Arts Director or designee.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City
within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever
is earliest.
8. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within
fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City
with notice of cancellation, shall return all Grant funds to the City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant
funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith.
9. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the
Project, or prior to first disbursement of funds. After Project commencement, as outlined in the
Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified
or amended only by mutual agreement, in writing, of both the City and Grantee.
b. Any changes, whether planned or unanticipated, to funded projects due to the COVID-19
pandemic (including, but not limited to, state or local health orders and social distancing
measures) must be submitted to City at least fifteen (15) calendar days before implementation
of the change. Proposed modifications will be reviewed, and the City's Cultural Arts Manager or
designee will notify Grantee in writing whether the proposed changes are approved. Any project
changes must continue to adhere to the City’s Community Arts Grants 2021 Guidelines provided
with the original executed agreement.
10. LOSS OF GRANT.
At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount
allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty (60) calendar days of
receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant alteration of
Agreement Scope elements, such as performers, artists or attendees, or significant changes in
budget income, expenses or line item designations from Grantee’s budget, included in the
Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports
and/or documentation before September 30, 2021.
11. COVENANT AGAINST DISCRIMINATION.
Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients,
employees, prospective employees, contractors, or prospective contractors on the basis of race, color,
religion, sex, national origin, age, disability or familial status.
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12. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to receive
written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
For Grantee: For City:
Sage Creek High School Drama Department City of Carlsbad
Attn: Jillian Porter-Eshelman Library & Cultural Arts Director Smithson
3900 Cannon Rd 1775 Dove Lane Carsbad, CA 92010 Carlsbad, CA 92011
Email: jporter@carlsbadusd.net
13. INDEMNIFICATION.
Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and
employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees)
and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the
provision of Grant proceeds.
14. NO PARTNERSHIP OR JOINT VENTURE.
The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances
shall City and Grantee be deemed to be partners or involved in a joint venture.
15. MODIFICATIONS.
This Agreement may not be modified or amended except by written document executed by a duly
authorized representative of both the City and the Grantee.
16. GOVERNING LAW.
This Agreement shall be construed in accordance with and be governed by the laws of the State of
California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court.
17. SEVERABILITY.
In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall
not affect other provisions of this Agreement, which can be given effect without the conflicting provision.
To this end, the provisions of this Agreement are declared to be severable.
18. DRAFTING AMBIGUITIES.
Grantee understands that it is aware that it has the right to be advised by counsel with respect to the
negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek
advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee.
This Agreement shall not be construed in favor of or against either Party by reason of the extent to which
either Party participated in the drafting of this Agreement
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19. SIGNING AUTHORITY.
The representative for each Party signing on behalf of a corporation, partnership, joint venture or
governmental entity hereby declares that authority has been obtained to sign on behalf of the
corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto
harmless if it is later determined that such authority does not exist.
GRANTEE CITY OF CARLSBAD, a municipal corporation of
the State of California
*By: By:
(1st signature here) SUZANNE SMITHSON
Library & Cultural Arts Director
As authorized by the City Manager
(Print name/Title)
(Email address) ATTEST:
(Date)
**By:
(2nd signature here)
For BARBARA ENGLESON
City Clerk
(Print name/Title)
(Email address)
(Date)
If required by City, proper notary acknowledgment of execution by contractor must be attached. If a
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
For CELIA A. BREWER, City Attorney
By: ____________________________
Assistant City Attorney
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JSJesse Schuveiller
8/20/2020
jesse.schuveiller@carlsbadusd.net
8/20/2020
Asst Supt Business
chris.wright@carlsbadusd.net
Chris Wright
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EXHIBIT “A”
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
Required
1. Community Arts Grants 2020/2021 Guidelines
2. Completed Community Arts Grants 2020/2021 Application
Optional, As Needed
3. Community Arts Grants 2020/2021 – Project Budget Information
4. Community Arts Grants 2020/2021 – Revised Project Form
5. Community Arts Grants 2020/2021 – Revised Project Budget Information
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EXHIBIT "A"
COMMUNITY ARTS GRANTS GUIDELINES – 2020/2021
COVID-19 UPDATE
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. The Cultural Arts Office manages funding
programs to provide financial support to organizations, schools and individuals for various projects through a competitive
application and review process. These projects benefit the community through an array of activities for schools, artists and
organizations.
The Community Arts Grants program supports activities that provide and support quality arts and cultural programming within
Carlsbad. Our mission is to:
Reinforce accessible arts and culture opportunities and experiences for Carlsbad students and residents;
Provide arts education and lifelong learning opportunities for all ages;
Support local and regional arts organizations as an important component of the economy and quality of life in Carlsbad and
Northern San Diego County;
Support arts education in schools and through affiliated organizations;
Develop and support organizational strength and capacity of Carlsbad arts organizations;
Encourage new and emerging arts programs and organizations in Carlsbad; and
Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents and visitors alike.
2020/2021 COVID-19 OVERVIEW
The updated 2020/2021 guidelines reflect changes necessary to support and provide funding to artists and arts
organizations in Carlsbad and surrounding areas during the COVID-19 crisis. Changes have been approved by the
City of Carlsbad’s Arts Commission on May 7, 2020.
The three new rolling deadlines for the 2020/2021 cycle grant applications are as follows:
All projects must be complete by August 31, 2020
Applications will only be accepted online at www.carlsbadca.gov/artsgrants
Total funding available for the 2020/2021 cycle is $88,000
Rolling deadlines will remain intact until grant funds are depleted
All projects must be completed by August 31, 2021
All final reports are due within 30 days of the completion of the event or September 30, 2021, whichever comes first
80 percent of all awarded funds will be disbursed after agreements are executed; the final 20 percent once the final report
and budget are submitted and approved
HEALTH AND SAFETY CERTIFICATION
Any and all projects, programs and activities supported by the Community Arts Grants must adhere to any and all health
and safety requires as outlined by state, county, local or other governmental bodies at all times. Failure to do so may
result in cancellation of the agreement and returning of grant funds.
Rounds Application Deadline Projects Commence
Round 1 May 21, 2020 September 1, 2020
Round 2 August 17, 2020 December 9, 2020
Round 3 November 16, 2020 April 8, 2021
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ELIGIBILITY
All applicants, including fiscal agents, must be determined to be not-for-profit, tax-exempt organizations by either the
Internal Revenue Service or the California State Franchise Tax Board
If projects include partnerships, only one application may be submitted for that project involving all parties
o If a school would like to partner with an arts organization, we encourage the arts organization to act as the
applying party
GUIDELINES APPENDICES
Appendix 1 – Community Arts Grants FAQs
Appendix 2 – Ineligible Organizations and Activities
FUNDING CATEGORIES
Funding is structured by classification of each organization, then according to available categories:
Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building - $5,000 maximum award
o Arts Projects - $7,500 maximum award
Educational Institutions and Affiliated Groups
o Arts in Schools - $2,500 maximum award
ARTS ORGANIZATIONS
Arts Organizations must be registered 501(c)(3) nonprofit organizations
Applicants may apply to one or both the Arts Projects and Capacity Building categories and may submit these applications
in the same round or different rounds
Applicants may only submit one application per category per funding cycle
ARTS ORGANIZATIONS – CAPACITY BUILDING
Capacity Building grants have a maximum award of $5,000
Capacity Building grants are designed to help an arts organization improve its effectiveness, strengthen organizational
and/or financial stability, increase community impact and effectively support the nonprofit’s mission
Capacity Building grants will only be awarded to organizations based in Carlsbad
Grants cannot be used for projects that fall under the Arts project category. Examples of potential projects include but are
not limited to:
o Marketing support for changes in programming
o Staff training and/or technology to transition to virtual programming
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS – ARTS PROJECTS
Arts Projects grants have a maximum award of $7,500
Arts Projects will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented either virtually or in person, ONLY if all current health and safety requirements are met and
crowd size limitations have been lifted.
Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
Arts Project grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
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Any partnership between an individual, educational institution or organization must include a letter of agreement from
partnering entity
PROJECTS THROUGH FISCAL AGENT
Individuals or organizations aspiring to a non-profit status may apply through a fiscal agent
Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no more than 10% of
the amount awarded to the applicant
Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants on their own
Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before the application due date
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
Requests are only available nonprofit schools and authorized parent groups residing in Carlsbad.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
Arts In Schools grants have a maximum award of $2,500
Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented wither virtually or in person ONLY if all health and safety requirements are met and crowd
size limitations have been lifted
Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the same school site
No school project funded through the Community Arts Grant may involve a full-time hourly or salaried employee in the
school district in which they will be leading activities, performances or projects but may utilize teaching artists that are
employed by any district
o No in-school project funded through the Community Arts Grant may involve a full-time hourly or salaried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed by any district
All partnerships must include a signed letter of agreement
APPLICANT INFORMATION
PROGRAM SCHEDULE
Ongoing:
Phone or video conference meetings are available with grant program staff. Sign up for a meeting at
www.carlsbadca.gov/artsgrants.
The application is posted and available at www.carlsbadca.gov/artsgrants.
Round 1 Round 2 Round 3
Application due May 21, 2020 Aug. 17, 2020 Nov. 16, 2020
Panel scoring complete June 26, 2020 Sept. 25, 2020 Jan. 15, 2021
Arts Commission reviews funding plan Aug. 6, 2020 Nov. 5, 2020 March 4, 2021
Applicant notifications and agreement packets
sent
Aug. 10, 2020 Nov. 9, 2020
March 8, 2021
Projects Commence Sept. 1, 2020 Dec. 9, 2020 April 8, 2021
Projects to be completed Aug. 31, 2021
All Final Reports due Sept. 30, 2021
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PANEL REVIEW AND SCORING OF APPLICATIONS
Submitted materials are reviewed and scored by a virtual peer panel consisting of local and regional artists and arts professionals.
The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission.
SCORING RUBRIC
Application scores will be on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will be
asked to score applications on how closely the project(s) achieve these goals.
Project Design
o Reinforce accessible artistic and cultural opportunities for our residents
o Provide arts education and lifelong learning opportunities for all ages
Project Participants
o Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents, students and visitors
o Support local and regional arts and cultural organizations as important components of the economy and quality of
life in Carlsbad and Northern San Diego County
o Accessibility of program for participants and audience members under the Americans with Disabilities Act
Project Oversight
o Support and develop organizational strength and capacity of Carlsbad arts organizations
o Encourage new and emerging arts programs and organizations in Carlsbad
OTHER REVIEW AND SCORING INFORMATION
Program staff will review applications after the deadline to deem eligibility to be forwarded to the scoring panel. Cultural
Arts Office staff will determine whether the financial health and sustainability of the organization is eligible
Any application deemed eligible and forwarded to scoring panel will be reviewed within the context of the project or
program outlined in the application
Incomplete applications, or applications with incorrect information, will be deemed ineligible
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT
All approved applications will receive an agreement packet, which will include instructions and agreement language. All agreements
must be signed and submitted per instructions within 30 days of receipt. Failure to return signed agreement within this timeline may
affect the current award cycle, or future application eligibility.
Agreements must be signed by a indiviudal who is authorized to sign on behalf of the organization. Documentation of authorization
may be requested.
If this your first agreement with the City of Carlsbad, a W-9 will be requested.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain three (3) years of accounts, records and evidence pertaining to costs incurred and
revenues acquired under the respective grant program. Grantees should be able to provide upon request:
Accurate, current and complete disclosure of revenue and expenses for the project
Records that adequately identify the sources and application of funds for grant sponsored activities
Accounting records supported by source documentation – invoices, receipts, bank statements, etc.
All awardees must provide documents within 30 days of receipt or notification. This includes, but is not limited to,
agreements, revised project forms, final reports and financial accounting
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PUBLIC ACKNOWLEDGEMENT
Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotions
The following acknowledgement along with a logo (provided with use guidelines) must appear on all printed and electronic
materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.”
Grantees who fail to provide public acknowledgement may be denied future project funding
PROMOTION BY CITY
Grantees are required to keep the Cultural Arts Office informed of all program dates and times
If grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement. All
participation in promotion through city channels is subject to review, edits and approval by program staff prior to
promotion
Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad Arts
Commission at least two weeks in advance of program
o Extensively promote funded events and projects
POLICIES
Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff.
Notification will be made to the applicant
The City of Carlsbad reserves the right to limit funding amount to any applicant, regardless of eligibility or panel score based
on funding limitations of goals of the program in a given year
Cultural Arts Office staff actively review and evaluate all aspects of this program and processes. Updates may occur
throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as
they are adopted.
Any proposed significant changes or amendments by grantee to approved projects must be submitted in writing to the
Cultural Arts Office by the grantee before any grant funds are used, and before any execution of altered activity. This
includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or
budget. This requirement will be included in the agreement.
The Cultural Arts Office reserves the right to review, cancel or reallocate project funds that have been significantly altered
or shifted from stated goals in the original approved application and/or revised project form. Cancelled funds must be
returned to the Cultural Arts Office within 30 days of notification.
No two entities (organization or school/affiliated groups) may apply for funding for the same project.
Review appendix 2 for a list of projects and programs ineligible for funding.
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission Meetings are public held throughout the year. For more information about the duties of the
Carlsbad Arts Commission and its meetings, visit www.carlsbadca.gov.
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HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/artsgrants.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget (A sample budget form is included as Appendix 3)
6. Signature
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Mimi Kim, Administrative Assistant at
mimi.kim@carlsbadca.gov and Megan Gilby, Community Arts Coordinator at megan.gilby@carlsbadca.gov
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APPENDIX 1: COMMUNITY ARTS GRANTS FAQS
Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. For-profit organizations are ineligible to receive funding through the Community Arts Grants program. This
includes schools and businesses.
Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before application
deadline.
How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization awarded a City of Carlsbad’s Community Activity Grant through the Housing and Neighborhood
Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization’s best interest to explore and apply for other grant opportunities, including the Carlsbad Library
and Arts Foundation’s Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the
City of Carlsbad. For more information, please contact our office.
Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e. music) will be taken into consideration.
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APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad will NOT award grants to:
Organizations receiving funding through City of Carlsbad Community Activity Grants
Governmental agencies or public authorities
Applicants that have a “delinquent” status with the Community Arts Grants Funding Programs
Retroactive funding for completed activities
Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or
consumption by a specific religious order and/or sect
Cash reserves or endowments of any kind. Awards are to be expended within the designated funding period
Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
Projects through a fiscal sponsor that benefit the sponsoring organization or are an extension of the sponsoring
organization’s programs or services
Support groups and/or non-profit organizations supporting city departments or facilities
General operating costs, including costs associated with the start-up of a new organization
Applications to reduce existing deficits
Funding may NOT be used for:
Fund-raising expenses
Consultants who are members of an applicant’s staff or board
Payments to students
Scholarships, fellowships or tuition assistance
Costs incurred before the start of the funded project or outside the funding period
Any and all in-person activities outside the City of Carlsbad limits
Entry fees for competitions or sponsorship fees
Pageants, fund-raising events or hospitality costs
Publication of manuscripts or compositions not created as part of a grant-supported project
Purchase of monetary awards, cash prizes, contributions or donations
Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
Creation of textbooks
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
Community Arts Grants 2020/2021 Application
Reference #10754429
Status Complete
Login Username jporter
Login Email jporter@carlsbadusd.net
First Name Jillian
Last Name Porter-Eshelman
Title Drama Teacher
Street Address 3900 Cannon Rd
City Carsbad
State California
Zip Code 92010
Phone Number 7603316721
Email Address jporter@carlsbadusd.net
Are you applying as an:Educational Institution or Affiliated Group
Organization Name Sage Creek High School Drama Department
Street Address 3900 Cannon Rd
City Carlsbad
State California
Zip Code 92010
Phone Number 7603316721
Organization website URL:https://sagecreek-cusd-
ca.schoolloop.com/sagecreekdrama
What is your organization's mission
statement?
To create a family of storytellers, allowing
students to express themselves in a safe,
creative environment!
Is this your organization's first time applying
with the City of Carlsbad?
No
EXHIBIT "A"
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
Has your organization received funding from
the City of Carlsbad's Community Arts Grants
program in the past?
Yes
Project Name Professional Artists Musical 2021
Project Summary For our program's seventh school wide
musical, Sage Creek Drama Department will
continue to raise our game by working with
professional artists as members of the creative
team. This grant would fund the collaborative
efforts of industry professionals who work on
our school musical in areas of direction,
choreography, set design and music.
Project Start Date 11/30/2020
Project End Date 02/22/2021
Please provide us with the name, date, time,
and location of all project events in order to
give our staff ample time to make
arrangements to send out communications
and coordinate site visits.
While dates cannot be confirmed until June
2020, we plan on holding four performances
for the public on February 19th (7pm),
February 20th (7pm), February 21st (2pm &
7pm) at the Performing Arts Center at Sage
Creek High School. An intensive week long
audition will be held in October or November
of 2020 and rehearsals will begin November
30th during the Advanced Theatre class period
and after school. The all-student band and
technical crew rehearsals will be held between
January and February 2021 after school. All
rehearsals and technical rehearsals will be
held at Sage Creek High School.
Total Number of Expected Participants for
Project
100+
Total Number of Expected Audience
Attendance for Project
1200+
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
Since 2014 we have been collaborating with
professional teaching artists for our inventive
spring plays, social justice/"interview based"
theatre projects, and high caliber musicals (all
of which have been funded in part by this
grant). Last year, this grant supported our
mega production Matilda The Musical which
sold out or nearly sold out 8 performances
including three CUSD school performances
and a performance for students with special
needs. This year we will take on a ten-time
Tony Nominated (and Grammy Nominated)
contemporary musical that we are thrilled to
have garnered performance rights for in only
its first year of release to schools. Because of
its exclusivity, our contract states we cannot
formally announce the musical until this
summer, however, we are more than confident
it will have mass appeal to our students and
community members. With a show of this
caliber, we need talent on hand to see us
through from page to the stage. With the
support of this grant, we are seeking out
professional artists to not only raise the game
of our performance, but to install in our eager
cast the values and practices of a professional
theatre company.
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
What makes the project distinctive?The Sage Creek Musical is far more
collaborative, rigorous, and student centered
than your standard high school musical. Over
the last six years we have curated the musical
to be a trimester long experience in which all
advanced theatre students are required to not
only perform in the show, but enroll in our
Musical Theatre Intensive course that goes
along with it. Students not only collaborate
with professional artists on bringing the
production from page to stage, they recieve
training in music theory, dance, professional
audition protocol, and musical theatre
technique. The students final performance last
year was not the musical itself, but a 4-song
solo performance for Elan McMahon, one of
San Diego’s best music directors. With funding
from this grant, we are transforming the high
school musical experience into something
much more individualized, educational and
applicable to real-world expectations for
musical artists. Furthermore our new model
provides the opportunity for every student to
dig in and develop their skills on a much more
personalized level.
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
Students will invest in a rigorous audition and
rehearsal period with a highly trained creative
team featuring 1-2 accomplished professional
artists provided by this grant. In turn, students
will learn the high expectations of professional
theatre and how, in general, art can be used
as a vehicle for profound self expression.
Outside of the musical itself, students engage
in a musical theatre course to develop the
skills needed to improve in musical
performance. The final output will be our
musical performances for the community and
solo musical performances from our advanced
theatre members as their final. Through this
project students not only get the opportunity to
connect with established artists on a big
picture project, they get individualized
attention to keep improving in different areas.
The professional mentors not only see them
through one musical, but their future in this
field. We will measure the musical’s
achievement of these outcomes not only in
ticket sales, and audience feedback for future
productions, but in the all-student
cast/crew/band’s response as well. Students
come alive as artists through our productions
and the self reflection and development I've
seen in their performances and overall sense
of self is incredibly important. Moreover, last
year’s addition of this new course-like model
had long lasting positive effects and I cannot
wait to see how students have improved for
the next audition. I had never had students so
vocally supportive of our change in
expectation and content and I have no doubt
this will only improve this year.
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
Who is your target population and why? How
will you reach them?
The target population for this activity is high
school students, their families, and the local
community with a passion for the arts. While
this is not a Shakespeare production, I can
also say this musical will have mass appeal to
both Shakespeare and Musical fans. We will
market this show for everyone! We will reach
out through promotional videos, through
public flyers and e-blast, and local news
agencies. We will perform previews at lunch
time assemblies, sell tickets at other social
events, and advertise on both our drama
website and CUSD's school loop! Our
marketing concept will stress the universal
themes in our play in which high school
students can make poignant connections.
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
No
Please upload resumes and/or information of
involved teaching artists, artists or any other
individuals participating in your project. Only
one PDF document will be accepted - please
consolidate all information.
Information_on_Teaching_Artists.pdf (18k)
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more information on your project.
(OPTIONAL, but recommended.)
https://sagecreek-cusd-
ca.schoolloop.com/sagecreekdrama
Please upload your completed Project Budget
form.
CAG_2020-2021_Project_Budget_Form_-
_CAG_2020-2021_Project_Budget.pdf (95k)
Upload a total current school year budget for
either for your program area that includes this
project (if you are a teacher), or a current
school year budget for your organization (if
you are an affiliated group, i.e. parent/booster
organization)
SC_Drama_Budget_2020-21_-
_CAG_2019_Project_Budget.pdf (95k)
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF format.
Board_for_Grant_2020-21.pdf (38k)
DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8
Signature of authorized representative from
applying entity:
First Name Jillian
Last Name Porter Eshelman
Title Drama Teacher
Phone Number 7603316721
Email Address jporter@carlsbadusd.net
Last Update 2020-04-10 14:08:18
Start Time 2020-04-10 12:53:26
Finish Time 2020-04-10 14:08:18
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DocuSign Envelope ID: E4E8CA98-D490-4A48-95E6-70B7E1D432A8