HomeMy WebLinkAboutCalavera Hills Elementary; 2022-03-07; PSALCA-22075CA1
City Attorney Approved Version 3/27/2020
STEAM PILOT PROGRAM AGREEMENT FY2022 FOR Calavera Hills Elementary
This agreement, is made on the _______ day of _____________________, 2022, by Calavera Hills
Elementary (ORGANIZATION), a Title 1 educational institution within the Carlsbad Unified School District,
hereinafter referred to as “Grantee,” and the CITY OF CARLSBAD, a municipal corporation, hereinafter
referred to as “City” (the “Agreement.”) City, Grantor agrees to provide Grantee STEAM Pilot Program
funds awarded to Grantee in an amount not to exceed fifteen thousand ($15,000) dollars. The purpose of
the STEAM Pilot Program is to provide funds to the Grantee for the project outlined in the Completed
STEAM Pilot Program Fund Application (Project) included in the Scope of Grant (Exhibit “A”), incorporated
by reference.
Project Title: The Harmony Project
The STEAM Pilot Program funds provided herein are 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 STEAM PILOT PROGRAM FUNDS
1.TERM.
The term of this Agreement shall mean the period commencing on the effective date of this Agreement
and expiring on December 31, 2022.
2.USE OF STEAM PILOT PROGRAM FUNDS PROCEEDS.
a.STEAM Pilot Program 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 Project 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 Project.
b.In accordance with the STEAM Pilot Program Fund Guidelines 2022 (Guidelines) included in the
Scope of Grant, all grant funds are eligible to be used by the effective date of this agreement
through December 31, 2022.
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 STEAM Pilot Program fund proceeds.
d.Eligible and ineligible costs include, but are not limited to, items detailed in the Guidelines.
3.CONDITIONS OF FUNDING AND DISBURSEMENT.
City shall have no obligation to provide the STEAM Pilot Program fund proceeds or to make any
subsequent disbursement of proceeds, and may seek reimbursement of STEAM Pilot Program fund
proceeds, if any of the following requirements are not fully satisfied:
Grantee:
a.agrees to use STEAM Pilot Program funds to implement the Project, including using the funds to
only cover expenditures for programs and services incurred during the Scope of Grant dates and
under the terms and conditions of this Agreement.
b.shall certify that the Project is within Carlsbad, CA city limits or that the Grantee’s main address
is within Carlsbad city limits.
c.shall complete all work in accordance with the Scope of Grant,
d.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 Project.
e.shall be responsible for the performance of the Project and for the preparation of reports
required by this Agreement.
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f.Before Grantee makes any material changes to the Project, Grantee agrees to submit to the City,
in writing, a Revised Project Form (see Section 5.b.) requesting changes to the Project. Grantee
shall make no material changes to the Project unless and until City formally approves the
Grantee’s request in writing.
g.agrees to acknowledge the City’s funds are consistent with the Guidelines.
h.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.
i.shall retain all records and supporting documentation, including expenditure receipts, applicable
to the Project 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.RETURN OF STEAM PILOT PROGRAM FUNDS.
Any determination, by the City, of noncompliance with activities and expenditures outlined in the
Agreement 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 STEAM Pilot Program fund award. Failure of the Grantee to comply with the terms of this
Agreement shall not be the cause for return of STEAM Pilot Program funds if, in the judgment 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 STEAM Pilot Program
funds.
5.REQUIRED REPORTS.
Failure to complete the following reports may render the Grantee ineligible to receive the final payment
of three thousand ($3,000) dollars, 20% of funding, of the STEAM Pilot Program fund award.
a.Complete and submit a Final Report and a Final Budget including all required receipts for
expenditures up to the amount of twelve thousand $12,000 dollars, 80% of total funding, in
order to receive the final payment of three thousand $3,000 dollars, 20% of total funding, to the
City (30) calendar days after the Project end date or, December 31, 2022, whichever is earlier.
b.Submit a Revised Project Form (as applicable), attached hereto as Exhibit A, within thirty (30)
days of STEAM Pilot Program disbursement.
Grantee in noncompliance with the above reporting requirements agree to return some or all of the
initial STEAM Pilot Program fund 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 funds from the City.
6.DISBURSEMENT OF STEAM PILOT PROGRAM FUNDS.
The STEAM Pilot Program fund amount to be provided to the Grantee, under this Agreement, may be
disbursed as follows:
a.First payment of twelve thousand ($12,000) dollars, 80% of funding, the STEAM Pilot Program
fund will be disbursed upon receipt of fully executed Agreement, and approval of Revised
Project Form (as applicable).
b.Final payment of three thousand ($3,000) dollars, 20% of funding, the STEAM Pilot Program
fund will be disbursed upon receipt of Final Report and Final Budget Form with receipts for the
initial payment and by submitting a new budget form for the remaining 20% of funding available
and approval by City.
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c.Any payment of the STEAM Pilot Program amount in excess of the final Project costs shall be
returned to the City within sixty (60) days of completion of the Project, or December 31,
2022, whichever is earliest.
7.PROJECT CANCELLATION.
a.If a Grantee wishes to cancel the 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 STEAM Pilot Program funds to the City.
b.In the event the Project cannot be completed for any reason, and if STEAM Pilot Program funds
were disbursed to Grantee, Grantee agrees to return all STEAM Pilot Program funds to the City
forthwith within thirty (30) days of notification.
8.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 or disbursement of
STEAM Pilot Program funds, this Agreement may be rescinded, modified or amended only by
mutual agreement, in writing, of both the City and Grantee.
9.LOSS OF STEAM PILOT PROGRAM FUNDS.
At the discretion of the City, the following actions may result in a loss of all or in part of any STEAM
Pilot Program fund 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 Scope of
Grant, including, but not limited to, reduction in services, significant alteration of Project
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 Scope of Grant.
c.A Grantee withdraws or terminates the Project.
d.A Grantee fails to complete the Project and/or fails to submit all required reports and/or
documentation before December 31, 2022.
10.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 any basis
prohibited by law.
11.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 Recipient: For City:
Calavera Hills Elementary City of Carlsbad
Attn: Kimberly Fuentes Library & Cultural Arts Director
4100 Tamarack Avenue 1775 Dove Lane
Carlsbad, CA 92010 Carlsbad, CA 92011
Email: kfuentes@carlsbadusd.net
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12. 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.
13.NO PARTNERSHIP OR JOINT VENTURE.
The relationship between City and Grantee is solely that of Sponsor and Grantee. Under no circumstances
shall City and Grantee be deemed to be partners or involved in a joint venture.
14. 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.
15.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.
16.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.
17.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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18.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
*By:____________________________
(1st signature here)
________________________________
(Print name/Title)
________________________________
(Email address)
________________________________
(Date)
**By:____________________________
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: _________________________________
SUZANNE SMITHSON
Library & Cultural Arts Director, as
authorized by the City Manager
ATTEST:
_____________________________
For FAVIOLA MEDINA
City Clerk Services Manager
(2nd signature here)
________________________________
(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: ____________________________
Deputy City Attorney/Assistant City Attorney
PSALCA-22075CA
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eric.dill@carlsbadusd.net
Eric Dill Assistant Superintendent of Business Services
2/16/2022
Kimberly Fuentes
2/16/2022
kfuentes@carlsbadusd.net
Principal
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EXHIBIT “A”
SCOPE OF GRANT
Itemized list of what Recipient will complete to satisfy STEAM Pilot Program funding.
Items which may be included in this section:
1.Required – STEAM Pilot Program Fund Guidelines 2022
2.Required – Completed STEAM Pilot Program Fund Application
3.Required- Project Budget Information
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STEAM PILOT PROGRAM SUPPORT
GUIDELINES
Total Amount of STEAM Pilot Program Funds per school: $15,000
Some examples of what STEAM Pilot Program Support funds can be used for:
•Professional development for school staff (including STEAM conferences, online symposiums and
workshops)
•Purchase of developed curriculum and related materials and resources
•Initiating collaboration with nonprofits
•Potential for sustainability
AGREEMENT
All STEAM Pilot Program applications will receive an agreement packet, which will include instructions
and agreement language. The agreement will require a final report of all funded activities. All agreements
must be signed and submitted per instructions within 30 days of receipt.
FINANCIAL MANAGEMENT
STEAM Pilot Program Support recipients are required to maintain accounts, records and evidence
pertaining to costs incurred and revenues acquired for STEAM projects 2022. Schools should be able to
provide upon request:
•Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for
the STEAM project(s) and or related programs
•Accounting records that can be supported by source documentation, like invoices, receipts, bank
statements, etc.
•All applications must provide required documents within 30 days of receipt or notification. This
includes, but is not limited to, agreements, revised project forms, final reports and
financial accounting
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor projects during the course of the school year including
potential check- ins, updates and site visits.
STEAM 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
•Entry fees for competitions or sponsorship fees
•Pageants, fund-raising events or hospitality costs
•Purchase of awards, cash prizes, contributions or donations.
•Food or beverages for hospitality
•Entertainment or reception function
EXHIBIT “A”PSALCA-22075CA
DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77
Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 1
The Harmony Project
STEAM Program: Fiscal Year 2021-22
Calavera Hills Elementary School
4100 Tamarack Avenue
Carlsbad, CA 92010
O: 760-331-6300
Kimberly Fuentes
4100 Tamarack Avenue
Carlsbad, CA 92010
kfuentes@carlsbadusd.net
O: 760-331-6399
EXHIBIT “A”PSALCA-22075CA
DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77
Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 2
Application Form
STEAM Application Information
The deadline for this STEAM Program Application form is Monday, November 8, 2021 at 11:59 p.m. The original
submitted STEAM Program application and STEAm Program Guidelines can be accessed on your applicant
dashboard for your reference.
School Name*
Calavera Hills Elementary School
Main Contact Full Name*
Kimberly Fuentes
Main Contact Title (i.e. Principal)*
Principal
STEAM Project Information
STEAM Project Name*
Name of STEAM Project
The Harmony Project
STEAM Project Summary*
Please provide a brieft summary of your STEAM Project.
School should serve to shape a student in all aspects. In addition to developing as a learner, our goal is
that Calavera Hills Elementary students develop an understanding of ethics, inclusion, and citizenship in their
own community and on a global level. The Harmony Project implements STEAM education pillars in
conjunction with relationship building themes such as empathy, problem-solving, communication, and
diversity. The Harmony Project is a mindset and community lifestyle that overlays the specific grade-level
projects and schoolwide initiatives.
STEAM Project Start Date*
01/03/2022
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Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 3
STEAM Project End Date*
06/17/2022
STEAM Project Date Span:*
Please list the date span of this STEAM project (i.e. 32 weeks, 10 days, 6 months)
6 months
STEAM Project Occurence:*
How many times a year, month or week will this STEAM project occur? Please list the days and/or months and
times.
Where Everyone Belongs Garden development - Rollout during Great Kindness Challenge
Schoolwide Earth Day Challenge - Week of April 20
Kindergarten Field trip- Spring
Maker Shop - Accessed weekly Outdoor Learning Lab - Accessed daily/weekly
STEAM Project Description:*
What makes this a "STEAM" Project?
STEAM projects/programs are about creation and problem-solving. The integration of these disciplines
provides a learning experience for children in a way that supports their skill development in addition to
content understanding. The first step in a project is identifying the need or purpose. The Harmony Project
emphasizes empathy, in that students develop an awareness of their impact on themselves, others, and the
world around them. The student-designed garden is a project that emphasizes the response to a community's
needs. The purpose of the space is to provide a place for learning, creation, and sensory input. Art, both visual
and performing, will be part of the sensory seeking element. Students can channel their emotions and feelings
through the creation of music, sculpture, or drawing. The Earth Day Challenge emphasizes awareness of a
global/environmental impact by using recyclables to create new items. The kindergarten field trip will aid in
the development of a STEAM mindset for our youngest students. All portions of this project incorporate
science, technology, engineering, art, and math standards with products/outcomes that will be displayed as
visual representations of student learning and exhibits to the greater community of our Harmony Project
mindset.
What grade levels will be served?*
Kindergarten
First Grade
Second Grade
Third Grade
Fourth Grade
Fifth Grade
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Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 4
What is the total number of expected participants for this STEAM project?*
425
Evaluation Method:*
What means of evaluation for this STEAM Project will be utilized?
•Teacher evaluation survey
•Student work exhibition
•Student reflection.
STEAM Project Partners:
Are you partnering with any organization(s) or individual(s)? If so, please list them.
Calavera Hills Elementary is a Project Lead the Way School and an annual participant in the Great
Kindness Challenge. Our STEAM proposal integrates with both groups to enhance the school experience for
all students.
Supplemental Documents:
You may upload any documents related to this STEAM application here (PDF preferred.)
Supplemental Images:
You may upload any images here (PDF preferred.)
STEAM Program Budget Information
STEAM Project Budget*
What is the total STEAM Project budget amount?
$15,000.00
STEAM Project Budget Form:
If you have changes to the original STEAM Project budget form, you may upload it here. For reference, the original
budget form that was submitted can be accessed on your applicant dashboard.
CHE STEAM_2019_Project_Budget_Form.xlsx
PSALCA-22075CA
DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77
Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 5
STEAM Program Application Submission
Once you submit the STEAM Program application, you cannot efit the form. Please be sure to review your answers
before submitting.
After you submit this application, you will receive an email for the submission confirmation.
Application Certification*
I certify that the information contained in this application, including all attachments and support materials, is true
and correct to the best of my knowledge.
Yes
Date of STEAM application submission:*
11/12/2021
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DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77
Kimberly Fuentes Calavera Hills Elementary School
Printed On: 16 December 2021 STEAM Program: Fiscal Year 2021-22 6
File Attachment Summary
Applicant File Uploads
• CHE STEAM_2019_Project_Budget_Form.xlsx
PSALCA-22075CA
DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77
SCHOOL NAME: Calavera Hills Elementary School
STEAM $15,000 Maximum
PROJECT TOTALS CASH NOTES CASH NOTES
Professional Development -$
Curriculum Materials/Resources 400.00$ One Plastic Bag: Isatou Ceesay and the Recycling Women of the
Gambia- 1 book per classroom
200.00$ April Earth Day Read Aloud STEM Activities and Challenges Bundle -
curriculum to use with One Plastic Bag
Nonprofit Collaborations
Project Materials/Supplies 3,000.00$ One Stop Maker Shop for lunch club
200.00$ Art Display- Casso Display Rail (2- 72in and 4- 24 in)
2,400.00$ School-wide STEAM Project- Where Everyone Belongs Garden with
sensory path, table top games, tree stump chairs, painted benches
Other 700.00$ Kindergarten Field Trip Workshop to San Diego Children's Discovery
Museum
1,000.00$ Buses for field trip
2,000.00$ 45 hours of design teacher to facilitate Earth Day lesson and project
as well as support coordination of the school-wide STEAM project
Outdoor Learning Lab 3,100.00$ Flexible storage units
2,000.00$ Storage Shed for outdoor classroom materials
EXPENSE TOTALS 15,000.00$
Budget Instructions:
Enter a '0' in any cells that you don't have an amount to add.
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your school name in the top right header.
Expense totals must match the funds requested/issued.
Round all budget figures to the nearest whole dollar.
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may differ as per Agreement.
EXHIBIT “A”PSALCA-22075CA
DocuSign Envelope ID: 15A3E25F-C704-42EF-8295-3DBFC90EFD77