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Home My WebLink AboutCarlsbad High School Theatre Department; 2023-08-22; PSALCA-23124CA1 PSALCA-23124CA 2023-2024 GRANT AGREEMENT FOR Carlsbad High School Theatre Department This agreement, is made on the day of , 2023, by Carlsbad High School Theatre 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 2023-2024 Community Arts Grants Program in an amount not to exceed three thousand four hundred forty-eight dollars ($3448) (“Grant.”) The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”). Project Title: Carlsbad High School Musical Production 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 execution date of this Agreement and expiring on Aug. 31, 2024. 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 Fiscal Year 2023-24 Community Arts Grants Guidelines, all grant funds are eligible to be used from Sept. 1, 2023 through Aug. 31, 2024. Any extension of fund use must be requested in writing at least 30 days prior to the end of the original agreement or sooner to allow time for written amendment and approval in writing by City. Extension of Community Arts Grants 2023-24 funds may render that organization ineligible to apply for or receive additional funds as part of the subsequent Community Arts Grants 2023-24 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 Fiscal Year 2023- 24 Community Arts Grants Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit “A.” DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 22nd August 2 PSALCA-23124CA 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 shall 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, as specified in the Fiscal Year 2023-24 Community Arts Grants Guidelines. 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. 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 will inform City Staff in writing within ten (10) working days of the decision to implement said change. City may request documentation to support the change, and Grantee agrees to submit to the City, in writing, the proposal requesting modifications 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 shall acknowledge the City’s Grant consistent with the Fiscal Year 2023-24 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 sixty (60) days prior to the event or program. Please initial box to opt-in to promotional opportunities 5. RETURN OF GRANT FUNDS. If City determines that Grantee has failed to comply with the terms and conditions of this Grant Agreement without prior written approval by the City, then, 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 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 D 3 PSALCA-23124CA cause for return of Grant 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 Grant funds. However, if, due to a local health order, 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 Fiscal Year 2023-24 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, Sept. 30, 2024, 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. 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. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 4 PSALCA-23124CA b. Any changes, whether planned or unanticipated, to funded projects due to a local health order (including, but not limited to, state or local health orders and social distancing measures) must be submitted to City at least seven (7) calendar days before implementation of the change. Proposed modifications will be reviewed on a case-by-case basis, 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 Fiscal Year 2023-24 Community Arts Grants 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 thirty (30) 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 Sept. 30, 2024. 11. COVENANT AGAINST DISCRIMINATION. Grantee will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 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 or other protected classification. 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: Carlsbad High School Theatre Department City of Carlsbad Attn: Andrea Schuck Library & Cultural Arts Manager Richard Schultz 3557 Monroe St. 1775 Dove Lane Carlsbad, CA 92008, CA 92114 Carlsbad, CA 92011 andrea.schuck@carlsbadusd.net richard.schultz@carlsbadca.gov DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 ****** 5 PSALCA-23124CA 13. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers, officials, employees and volunteers from and 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 // // // // // // // // // // // // // DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 6 PSALCA-23124CA 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 By:______________________________________ ERIC DILL, Assistant Superintendent eric.dill@carlsbadusd.net Date:____________________________________ CITY OF CARLSBAD, a municipal corporation of the State of California By:____________________________________ SUZANNE SMITHSON Library & Cultural Arts Director As authorized by the City Manager By:______________________________________ JULIE REDFIELD, Principal Jredfield@carlsbadusd.net Date:____________________________________ ATTEST _______________________________________ For SHERRY FREISINGER City Clerk 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 CINDIE K. McMAHON, City Attorney By:_______________________________________ Assistant City Attorney DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 8/15/2023 8/15/2023 7 PSALCA-23124CA EXHIBIT “A” SCOPE OF GRANT Itemized list of documents to satisfy grant funding. Items which may be included in this section: Required 1. Grantee: Completed Community Arts Grants 2023-24 Application 2. Grantee: Community Arts Grants 2023-24 – Project Budget Information (excluding any confidential financial or business information) 3. City: Fiscal Year 2023-24 Community Arts Grants Guidelines 4. City: Arts Commission Minutes dated May 4, 2023 approving 2023-24 Funding (on file) Optional, As Needed 5. Community Arts Grants 2023-24 – Revised Project Form 6. Community Arts Grants 2023-24 – Revised Project Budget Information DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 1 FISCAL YEAR 2023-24 COMMUNITY ARTS GRANTS GUIDELINES 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 North 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 was identified for continued and increasing support by the Carlsbad City Council through the 2018 Arts & Culture Master Plan. The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural programming that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations or veteran status. Our mission supports the following values: • Provide inclusive opportunities for arts & culture experiences for Carlsbad students and residents reducing/eliminating barriers for participation • 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 North 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 artists, arts organizations and programs in Carlsbad • Celebrate Carlsbad as an exciting, vibrant and creative destination for residents and visitors alike • Acknowledge indigenous land and cultural awareness in the Carlsbad community FISCAL YEAR 2023-24 OVERVIEW The updated Fiscal Year 2023-24 guidelines reflect national grantmaking trends and best practices and supports funding for artists and arts organizations in Carlsbad and surrounding areas. Updates were approved by the City of Carlsbad’s Arts Commission on Feb. 2, 2023; the timeline has been adjusted based on staff capacity. Total funding available for the Fiscal Year 2023-24 cycle is $117,128. All final reports are due within 30 days of the completion of the event or Sept. 30, 2024, whichever comes first. 80% of all awarded funds will be disbursed after agreements are executed; the final 20% once the final report and budget are submitted and approved. HEALTH AND SAFETY CERTIFICATION Grantees are asked to remain vigilant and informed of current community health and safety requirements, including mandated protocols as outlined by state, county, local or other governmental bodies always. Failure to do so may result in cancellation of the agreement and grant funds. Important dates for the Fiscal Year 2023-24 grant cycle application are as follows: • Applications open: Monday, Feb. 13, 2023 • Applications due: Monday, Mar. 20, 2023 • Arts Commission Funding Plan review & approval: Thursday, May 4 , 2023 • Funding Cycle begins Friday, Sept. 1, 2023 • All projects must be completed by Saturday, Aug. 31, 2024 • Applications can be accessed online. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 2 NEW THIS YEAR Please note: • An updated Statement of Information and approved signatories must be submitted for applications to be accepted. • All arts projects require the participation of an artist or subject matter expert. • Emerging Artist applicants must show proof of fiscal sponsorship before application will be reviewed. • Grant category, “Capacity Building” has been eliminated. • Award levels have been revised for FY2023-24. • New guidelines for two-year grants. • Educational Institutions (Arts in Schools) guidelines have new components including a limited number of applications. ELIGIBILITY FOR ALL GRANTEES All organizations, including fiscal agents and school-affiliated groups, must be determined to be nonprofit, tax-exempt organizations by either the Internal Revenue Service or the California State Franchise Tax Board and must have a complete Statement of Information with the California Secretary of State. The Statement of Information must be filed within the first 90 days of filing the Articles of Incorporation, after which a Statement of Information is due every two years (every odd year or every even year based on year of initial registration). • Applicants will be required to provide a Federal Employer Identification Number (or Federal Tax ID #), assigned by the Internal Revenue Service. No other form of verification will be accepted. The City of Carlsbad will • use GuideStar’s Charity Check to verify status. • Organizations must have a tax-exempt status from federal income tax under Section 501(c)(3) of the Internal Revenue Code and must qualify as a charitable organization under Section 170(c) of the Internal Revenue Code of 1986 as amended. • Educational Institutions are not required to obtain this status and are still eligible to apply. • 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 or artist, all partnerships must include a signed letter of agreement between the two parties. o The school must act as the applying party. APPLICATION REQUIREMENTS • All organizations must provide proof of nonprofit status or fiscal agent. • Emerging Artists must be able to show proof of having established a Fiscal Agent before application can be accepted. • A current California Statement of Information filed with the California Secretary of State reflecting Active Status. • List of the organization (or schools) Authorized Signatories, accompanied by evidence of signing authority of the persons named on the list, and specifying whether they have individual or joint signing authority. • An updated Statement of Information and approved signatories must be submitted for applications to be accepted. Statement of Information and approved signatories must be completed before application will be accepted. GUIDELINE APPENDICES • Appendix 1 – Frequently Asked Questions (FAQ’s) • Appendix 2 – Ineligible Organizations and Activities FISCAL YEAR 2023-24 FUNDING CATEGORIES Funding is structured by classification of each organization, then according to available categories. Applicants may only apply to one category per grant cycle: Arts Organizations or Fiscal Agents of Organizations or Individual Artists for Arts Projects - $7,500 maximum award per year Emerging Arts Organizations - $5,000 maximum award Emerging Artists - $3,500 maximum award Educational Institutions and Affiliated Groups (Arts in Schools) - $3,500 maximum award ARTS ORGANIZATIONS • Arts Organizations must be registered 501(c)(3) nonprofit organizations for at least three years as of Jan. 1, 2023. • Applicants may only submit one application per funding cycle and cannot apply to multiple categories. • Arts Organizations with an established minimum three years award history may apply for two-year funding. • Organizations with two-year grants may apply for new funding upon completion of project with final budget and report. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 3 ARTS ORGANIZATIONS – ARTS PROJECTS • All arts projects require the participation of an artist or subject matter expert • 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 in person or virtually if health mandates are in place. • Virtual events may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad, pending current community health and safety requirements and following staff review and approval. • Arts Project grants cannot be used for general operating support; awards must be used for specific art project support. • Arts Organizations with an established minimum of three years Community Arts Grants Arts Project award history may apply for a two-year arts project funding opportunity. • The two-year Arts Project grants are available for more established arts organizations that receive Community Arts Grants funding for projects that have been consistently similar year after year. • The project/activity must extend the duration of the two years. • For two-year grants submissions the following information is required: o What is the timeline and leadership capability for the project/activity? o What statistics or research exits to support the need for the project/activity? o What impact do you expect this project/activity to have and how do you intend to measure this impact? o What is your strategy to accommodate unexpected challenges? • A final report and final budget will be required after the completion of the two -year project. • Organizations awarded two-year arts project grants may apply for funding for a new project/activity upon completion of two-year grant project/activity and submission of a final report and budget. PROJECTS THROUGH FISCAL AGENT • Any partnership between an individual, educational institution or organization must include a letter of agreement from the partnering entities. • Individuals or organizations in the process of applying for nonprofit 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. • Individual artists receiving funding through a fiscal agent must be 18 years of age on or before the application due date. ARTS ORGANIZATIONS – EMERGING (NEW) • Emerging Arts Organizations - $5,000 maximum award. • Funding Opportunity for One - Year grants only. • Arts Organization must be based in Carlsbad. • Grants for smaller nonprofit organizations that are relatively new to the nonprofit community • Must have a nonprofit 501(c)(3) status of three years or less: o If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of a nonprofit; possessing a nonprofit established mission, an advisory committee or a board of directors, and a history of activities directly related to the purpose of eligibility to attain a nonprofit status. o Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent. o 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. • Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad • Projects must be representative of at least one of the following mediums/forms of artistic expression; o Dance o Original music composition/lyrics o Spoken word/poetry o Visual Arts that utilize sustainable or recycled materials DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 4 EMERGING ARTISTS (NEW) • Emerging Artists - $3,500 maximum award. • Funding opportunity for one-year grants only. • This program will support artists, 18 years of age and older, at key moments in their careers, elevating their potential for continued contribution to the arts. • Artists with less than three years of professional experience in their artistic field and preferably working with a mentor. • Artists must be based in Carlsbad and artists must apply through a fiscal agent. • Artists must obtain three letters of support to be included in the application; these support letters will be considered by grant panelists when scoring applications. • Intended to support those artists who show significant potential, yet are under-recognized and can include those having: o Specialized training in the arts. o Experience in a peer-reviewed gallery or performance space and/or received media reviews. o Committed to devoting more time to artistic activity, which will be assessed by staff on a case-by-case basis. • Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad. • Projects must be representative of at least one of the following mediums/forms of artistic expression: o Dance o Original music composition/lyrics o Spoken word/poetry o Visual Arts that utilize sustainable or recycled materials EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS Requests are only available to nonprofit schools or school-affiliated groups in Carlsbad. EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS • Arts in Schools grants - $3,500 maximum award. • Funding Opportunity for one Year grants only Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. • Projects may be presented virtually or in person ONLY if all health and safety requirements (including COVID-19 mandates and restrictions as outlined by state, county, local or other governmental bodies) are met. • Virtual events may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad, pending current community health and safety requirements and following staff review and approval. • Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications in these categories. See FAQ’s for further information on acceptable categories: o Performing Arts o Visual Arts o Nontraditional Arts • All five submissions cannot be from a single category. • 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 but may utilize teaching artists that are employed by any district. o Out-of-school programs may utilize teaching artists that are employed by any district. • All partnerships must include a signed letter of agreement from the partnering entities. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 5 APPLICANT INFORMATION Fiscal Year 2023-24 Grant Cycle Schedule Feb. 13, 2023 Applications Open Feb. 22, 2023 Applicant Workshop #1 @ Dove Library, Gowland Meeting Room, 4:30 p.m. – 6:00 p.m. Feb.25, 2023 Applicant Workshop #2 @ Cole Library, Community Room, 10:30 a.m. - 12:00 p.m. Mar. 1, 2023 Applicant Workshop #3 via Zoom Webinar, 6:00 p.m. - 7:30 p.m. . https://carlsbadca.zoom.us/j/97880276003 Mar. 20, 2023 Application Deadline: applications must be submitted electronically by 11:59 p.m. Mar. 31 - Apr. 14, 2023 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists, arts professionals, and educators May 4, 2023 Funding plan presented to Arts Commission for review and approval May 15 - June 30, 2023 Begin notifications/DocuSign agreements process. Deadline for completed DocuSign agreements is July 31, 2023. First award payments disbursed beginning Aug. 1, 2023 Sept. 1, 2023 Project/activity period opens. Aug. 31, 2024 Project/activity period closes. Sept. 30, 2024 All FY2023-24 Final Reports are due. Grantees complete a Final Report within 30 days of program end date or by Sept. 30, 2024, whichever comes first. APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS Application information and links, including online tutorials, will be available on the Community Arts Grants application portal. The following resources will be available for applicants in the 2023-2024 cycle: • Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application and procedures • New applicants are required to attend at least one workshop. • General one-on-one appointments – Applicants may schedule a 30-minute appointment with grant program staff to answer questions about the process, application or other topics. These appointments will be dependent on staff capacity and availability. Applicants are required to attend at least one applicant workshop prior to the appointment. To schedule a one-on-one appointment, please call Wendy Sabin-Lasker, Community Arts Coordinator, at 442-339-5982. • Application review appointments – Applicants may request applications be reviewed by Cultural Arts staff for general feedback, as staff time allows. These appointments will be available on a limited basis. All appointments must be made no later than Mar. 15, 2023. Staff is available for brief consultation by phone until the application period closes. Applicants are encouraged to schedule an appointment as early in the process as possible. • Please note that staff will review applications for effective and impactful delivery of information, as well as to ensure completeness and clarity of information provided. Staff will not be providing feedback on content, programming or other project details. PANEL REVIEW AND SCORING OF APPLICATIONS Submitted applications are reviewed and scored by a virtual peer panel consisting of local and regional artists, arts professionals, and educators. The panelists will create a funding plan for review and final approval by the Carlsbad Arts Commission. SCORING RUBRIC FOR ALL CATEGORIES (EXCEPT EMERGING ARTISTS) Application scores will be based on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will be asked to undertake the following scoring recommendations and directives: • Panelists will score applications on how closely the project(s) achieve the goals of each category. • Panelists may be asked to convene together to discuss the merits of an application. • Award amounts are determined via a formula that takes into consideration the total amount of available funds, the average scores of the applicants and an assigned percentage based on those scores. Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for informational purposes only and are not meant to be exhaustive: • Quality of Program(s) (10 points) o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents. o Provide arts education and lifelong learning opportunities for all ages. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 6 • Community Impact (30 points) o Celebrate and promote Carlsbad as an exciting, vibrant and creative destination for our community, students, as well as visitors and tourists throughout the world. o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and North San Diego County. o Accessibility of program for participants and audience members, including economic limitations under the Americans with Disabilities Act. • Encouragement of programs that promote the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. • Organizational Capacity (10 points) o Provide evidence of organizational strength and capacity to support the scope of the project/activity SCORING RUBRIC FOR EMERGING ARTISTS CATEGORY Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) (10 points) o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents o Provide arts education and lifelong learning opportunities for all ages. • Community Impact (30 points) o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world. o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and North San Diego County. o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations. o Encouragement of programs that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. • Three (3) Letters of Support (10 points) o Letters of support will be reviewed by panelists and should include the context of the relationship with the artist, potential for success and why the artist should be recommended for funding. OTHER REVIEW AND SCORING INFORMATION • Cultural Arts Office staff will review applications after the deadline. • Applications deemed eligible will be forwarded to scoring panelists and reviewed within the context of the project or program as 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 need to enter into an agreement with the City of Carlsbad. The City of Carlsbad uses DocuSign for all grant agreements and signature forms. Projects cannot commence until the DocuSign agreement has been completed. Failure to return signed agreement within this timeline may affect the current cycle award, or future application eligibility. All agreements MUST be signed by the two (2) officers listed on the Statement of Information filed with the California Secretary of State for your organization (or listed on the most recent board roster.) These are officers who are authorized to enter into legally binding agreements on behalf of your organization (i.e., CEO, CFO, Treasurer, Secretary.) One corporate officer from each of the following groups must sign the agreement: Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 7 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. You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this website: Search | California Secretary of State. Further documentation of signature authorization will be requested if the most recent Statement of Information has not been filed. Agreements for Emerging Artists, Individuals or Arts Organizations applying through a fiscal agent must be signed by two (2) officers listed on the fiscal agent organization’s Statement of Information filed with the California Secretary of State. Educational Institutions will need a completed Signature Verification Form to be completed by the school site principal and school district representative (i.e., Assistant Superintendent) in addition to the DocuSign agreements. School-Affiliated Groups (i.e., school booster groups) will require the same signature requirements as nonprofit 501(c)(3) organizations. All approved organization signatories 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. Any applicant that has received funds during a previous funding cycle will not receive their FY2023-24 Community Arts Grants agreement until the previous agreement requirements are completed and approved by staff. 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 of request. This includes, but is not limited to, agreements, revised project forms, final reports and financial accounting. PUBLIC ACKNOWLEDGEMENT • Grant recipients must acknowledge the Cultural Arts Office for its support of the project in printed, electronic and/or broadcast promotions. • The following acknowledgment along with a City of Carlsbad Cultural Arts logo must appear on all printed and electronic materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.” This logo and guidelines for acknowledgment are available on the Community Arts Grants webpage or upon request. • Grantees who fail to provide public acknowledgment 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’s social media channels as well as other outlets, is subject to review, editing and approval by staff prior to promotion. • Grantees are encouraged and expected to: o Give notifications and invitations to the Cultural Arts Office that will be to extend them to the Carlsbad Arts Commission at least two weeks in advance of program. o Extensively promote funded events and projects. FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and may provide a basis for evaluation of future requests. Grantees will have an option to replace digitally submitted final reports with in-person site visits and/or interviews. Pending any health and safety mandates and protocols as outlined by state, county, local or other governmental bodies, these site visits/ interviews may be conducted by Cultural Arts staff and/or Arts Commissioner(s), as available, and appropriate to each grant. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 8 Grantees may still opt to submit on-line final reports in consultation with staff. In all cases, grantees will still be required to submit final budget forms digitally for staff review and approval. If a grantee chooses to submit an in-person final report, all requests require prior staff consultation and approval. All final reports are due within 30 days of the completion of the event or Sept. 30, 2024, whichever comes first, in order to receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement. ASSISTANCE Cultural Arts Office staff are always available to assist applicants. Please contact Wendy Sabin-Lasker, the Community Arts Coordinator at wendy.sabinlasker@carlsbadca.gov or by phone at 442-339-5982. POLICIES • Once submitted, applications may be moved into a different category at the discretion of Cultural Arts staff. Notification will be made to the applicant. • The City of Carlsbad reserves the right to limit funding amounts to any applicant, regardless of eligibility or panel score, based on fiscal year limitations. • Cultural Arts Office staff actively review and evaluate all aspects of the funding program and process. Updates may occur throughout the funding calendar. Cultural Arts staff will provide information on program updates, to all grantees when they are implemented. • Any 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 the execution of any altered activity. This includes, but is not limited to, changes in purpose, scope, services, target audiences, 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 thirty days of notification. • No two entities (organization or school/affiliated groups) may apply for funding for the same project. • Applicants may only apply to one category per funding cycle. OTHER INFORMATION Carlsbad Arts Commission Meetings: Carlsbad Arts Commission meetings are public and held the first Thursday of every month throughout the year. For more information about the duties of the Carlsbad Arts Commission and its meetings, visit the Arts Commission webpage. HOW TO APPLY Application All applications must be submitted online. The application is comprised of approximately five main sections, some of which include long-answer sections and attachments. The application is available at the Community Arts Grants webpage. • Organization Information: An updated Statement of Information and approved signatories must be submitted for applications to be accepted. • Project Information and Narrative • Project Support Information • Budget: A budget form and budget sample can be found at the Community Arts Grants webpage. • Signatory Information DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 9 APPENDIX 1: COMMUNITY ARTS GRANTS FAQ’S Are there any organizations that are ineligible to receive Community Arts Grant funding? Yes. For-profit organizations are ineligible to receive funding through the Community Arts Grants program. This includes for- profit schools and businesses. Can I apply to more than one category? No. Unlike previous grant cycles, artists and organizations may only apply to ONE category per fiscal year grant cycle. What projects are eligible for the “Emerging” categories? Projects must be representative of at least one of the following mediums/forms of artistic expression: o Dance o Original music composition/lyrics o Spoken word/poetry o Visual Arts using sustainable or recycled materials What is the new two- year grant opportunity for arts projects and what are the eligibility requirements? • Arts Organizations with an established minimum of three years Community Arts Grants arts project award history may apply for a two-year arts project funding opportunity. • The project/activity must extend the duration of the two years. • A final report and budget will still be required after the completion of the two-year arts project and this report (including final budget) will be required for final payment. • Organizations awarded two-year project grants may apply for funding for a new project/activity upon completion of two- year grant project/activity and submission of a final report and budget. • Two-year grants are NOT applicable for the Educational Institutions (Arts in Schools) and Affiliated Groups category. What is an example of the new two-year grant opportunity? For example, an arts organization has identified the need for more arts training for senior citizens. The local arts organization has partnered with a Social Service Agency to provide arts training within the City of Carlsbad. The application for a Community Arts Grant for two (2) years proposes support for the planning, development and delivery of a senior citizen arts program in which any/all of these phases will continue as proposed throughout a two-year period. What is an “Emerging Artist?” • Artists who are at key early moments in their careers, elevating their capacity for continued contribution to the arts and are committed to devoting more time to artistic activity, when possible, financially. • Artists who self-identify as emerging and show significant potential as an artist but are under-recognized. Is there an age limit for the Emerging Artists category? Yes. Artists must be 18 years of age on or before application deadline. Do applicants for the Emerging Artists category need a fiscal agent? Yes. Emerging Artists must apply through a fiscal agent. If the applicant does not have one, staff may assist the applicant with finding a local established 501(c)(3) that is willing to partner with the artist. What arts organizations qualify to apply in the Emerging Arts Organization category? • Arts Organization must be based in Carlsbad • Must have a nonprofit 501(c)(3) status of three (3) years or less: • If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of a nonprofit; possessing a nonprofit established mission, an advisory committee or a board of directors, and a history of activities directly related to the purpose of eligibility to attain a nonprofit status. • Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent Is attendance required for the workshops and information sessions? Workshop attendance is required all for new applicants and those applying in the “Emerging” categories. Workshop attendance by returning awardees is highly recommended as an opportunity for staff to guide and assist applicants in the FY2023-24 Community Arts Grants application process. How are final awards decided? All award amount decisions consider the total amount of funding available, scores from panelists and the request from the applying entity. After panelist scoring, panelists will create a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. Can one school site apply for multiple Educational Institutions (or Arts in Schools) awards? DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 10 Yes: Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications per educational institution across these categories; all five submissions cannot be from a single category. Examples of Acceptable Categories: • Performing Arts, including Dance and Music and Theatre • Visual Arts, including Graphic arts, Ceramics, Film, Photography • Nontraditional Arts: including Performance Art, Spoken Word/Poetry, Culinary Arts. APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES The City of Carlsbad will NOT award Community Arts Grants to: • For-profit organizations, schools and businesses. • Organizations and/or affiliates that are directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for public office. • 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. • Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted. Proposals requesting funds for such expenses must be discussed with Cultural Arts 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 nonprofit 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: • Fundraising expenses. • Consultants who are members of an applicant’s staff or board. • Political campaigns or lobbying activities. • Payments to students. • Endowments or endowment campaigns. • Scholarships, fellowships or tuition assistance. • Costs incurred before the start of the funded project or outside the funding period. • All in-person activities outside the City of Carlsbad limits. • Entry fees for competitions or sponsorship fees. • Pageants, fund-raising events or hospitality costs. • Private foundations or other re-granting organizations. • Religious or doctrinal purposes, although faith-based organizations may apply for program support. • Publication of manuscripts or compositions not created as part of a grant-supported project. • Purchase of monetary awards, cash prizes, contributions or donations. • Professional development for staff and board members. • 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: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 1 Carlsbad High School Musical Production Fiscal Year 2023-24: Educational Institutions or Affiliated Groups Carlsbad High School Theatre Department (Andrea Schuck) Andrea Schuck 3557 Monroe St. Carlsbad, CA 92008 andrea.schuck@carlsbadusd.net O: 760-331-5764 Andrea Schuck 3667 Monroe St. Carlsbad, CA 92008 andrea.schuck@carlsbadusd.net O: 760-331-5764 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 2 Application Form Application Verification Application Type Verification:* This application is for Educational Institutions or Affiliated Groups applying for an Arts Project category. If you are looking for other funding opportunities, please click on the "Apply" button in the blue bar on the top of this screen. Applicants may only submit one application per category per funding cycle. I am applying to the Educational Institutions or Affiliated Groups category Guidelines & Eligibility Review Confirmation:* Please be sure to review the Community Arts Grants Guidelines and eligibility requirements prior to submitting a grant application. A summary of the eligibility requirements is also provided on the application homepage. I have reviewed the Community Arts Grants Guidelines and eligibility requirements All applicants that wish to collaborate with others to complete this grant application may use the "collaborator" button on the top right section of this page (instructions below.): Collaborator feature Video Tutorial (2 minutes long) Written Tutorial *If applicable, please note that some data from the applying organization's GuideStar profile may be pre- populated (copied) into the corresponding GuideStar questions on this application form. You may do so by clicking on the "Copy GuideStar" profile button on the top right section of this page (next to the "Collaborator" button) and selecting what you would like to pre-populate. Note that you will have the ability to edit your pre-populated information. Organization Information Past Funding* Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past? Yes Educational Institution or Affiliated Group Name (i.e. Carlsbad Elementary, Carlsbad Booster Club):* Carlsbad High School Musical Production DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 3 Organization website URL:* https://chstd.wordpress.com/ Organization Mission Statement: Please provide your organization's mission statement. If you have a GuideStar profile, you may copy and paste your organization's GuideStar mission statement or provide another version here. The Carlsbad High School Musical Production provides an opportunity for the artistic development of high school age students while providing entertainment to Carlsbad residents and visitors. With six performances over two weekends at the Carlsbad Cultural Arts Center, over 1,000 residents and visitors can enjoy the work of ninth through twelfth grade students who collaborate and create a Broadway-style musical brought to an even higher quality through the training offered by the guest choreographers. The students in the cast are primarily singers and actors, so a very special kind of choreographer who can teach novices complicated dance moves is required. Project Information and Narrative •Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused •Arts in Schools grant awards maximum is $3,500 •All arts projects/activities require the participation of an artist or subject matter expert. •Funding opportunity for one (1) year grant only. •Individual schools and entities representing a school (such as foundations, booster organizations, etc.) can submit a maximum of five (5) grant applications in these categories (See Guidelines FAQ's for more information on accepted categories): o Performing Arts o Visual Arts o Nontraditional Arts •All five (5) submissions cannot be from a single category Project Name:* Please provide us with the name of the arts project. Carlsbad High School Musical Production Project Summary:* Please provide us with a brief summary of your project. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 4 The Carlsbad High School Musical Production will present a Broadway-style musical with a student cast, crew and orchestra at the Carlsbad Cultural Arts Center in May 2024, with six performances over the course of two weekends. At the auditions in January, guest choreographers Mary White and Dewey Decking will help director Andrea Schuck with selection of the cast members. Both Mary and Dewey are Carlsbad High and Carlsbad Musical Production alumni. Rehearsals take place Monday through Friday after school for two hours during February, March and April. The guest choreographers will teach the dances two to three days a week. Project Start Date:* Please note that the project start date must be on or after September 1, 2023. 01/15/2024 Project End Date:* Please note that the project end date must be on or before August 31, 2024. 05/11/2024 Project Details: Please provide additional details for the project such as additional dates, times and location(s) for all project events for marketing, communications and/or possible future site visits. Performance dates may change due to availability of the Carlsbad Cultural Arts Center. Scheduling for the facility will take place in May or June 2023. Amount Requested:* This is the amount your organization is requesting from the City of Carlsbad's Cultural Arts Grants. Please note that the maximum funding amount request is $3,500 for Educational Institutions or Affiliated Groups. $3,500.00 Participants:* Total number of expected participants for this project (i.e. artists, coordinators, directors, students.) 100 Audience:* Total number of expected audience attendance for this project. 1000 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 5 Previous Project Success: If your organization has completed a similar project, please provide details of the project and why it was successful. For over 45 years, the Carlsbad High School Musical Production has contributed to the cultural landscape of Carlsbad. As a community-based educational program, it has become a cherished tradition, as evidenced by the inclusion of CHS musical memorabilia in the Carlsbad Historical Society displays. Evidence of the quality of the productions can be found in reviews and awards from the National Youth Arts organization and Broadway San Diego Awards, where Carlsbad High School has received accolades. Three of the five Theatre teachers in the Carlsbad Unified School District (Andrea Schuck at Carlsbad High School, Jillian Porter- Eshelman at Sage Creek High School, Olivia Hardy at Valley Middle School) are alumni of the program. This year's proposed guest choreographers are both alumni of Carlsbad High School Musical Production as well. The Carlsbad Musical Production is an important and unique legacy that the community has embraced. The Carlsbad High School Musical Production is often the first “real” play seen by Carlsbad children. Senior members of the community are particularly fond of this art form, and the matinee is very popular with those who do not drive at night. Project Distinction: What makes this project distinctive? The proposed project meets the needs of high school age students to experience musical theatre without paying a fee to be in the production. There is absolutely no cost to the student or to their family to participate, so there is no economic barrier to the experience. Another bonus is that a student can learn dance outside of the dance team or dance studio structure. While there is an excellent dance program at Carlsbad High School that produces the award-winning Lancer Dancers and Xcalibur dance teams, those students are defending their national titles during the spring semester, and the dance teacher and her coaches are very busy with that worthy endeavor. As a result, actors and singers make up the bulk of the cast of the Carlsbad High School Musical Production, and they receive special instruction from the guest choreographer to learn the steps to make their roles come to life on stage. Carlsbad High School Musical Production utilizes the talents of guest choreographers who are experts at turning actors and singers with little to no dance experience into dancers. Trained to both dance and teach, they show the students how to move safely, avoiding injury. Project Goals: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? The goal of the Carlsbad High School Musical Production is to provide a life-long arts learning experience for students while creating a performance that is accessible to the entire Carlsbad community. Student engagement is the hallmark of the Carlsbad High School Musical Productions. Every day during the rehearsal process, the students make new artistic choices, learning new styles and types of dance, discovering that they are truly multi-talented. Each year a different type of musical is chosen by the director; during the course of a student’s time at Carlsbad High School, they will have experienced many different types of musical theatre. Individual incremental daily and weekly student progress evaluated by the director, choreographer, and music director during rehearsals will result in a finished production. In order to measure the effectiveness of arts instruction, the students in the Carlsbad High School Musical Production will be judged and reviewed by evaluators from National Youth Arts and the Broadway San Diego Awards. Feedback from the audience is also carefully considered. The director often receives emails and letters from audience members who are not connected in any way with the students (particularly members of the area’s senior population) that say how astonished they are at the quality of Carlsbad High School’s Musical Productions. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 6 Target Population: Who is your target population and why? How will you reach them? The target audience of participants for this activity are 9th, 10th, 11th and 12th grade students at Carlsbad High School. Using school and social media to broadcast auditions and distributing information through student body marketing (posters on campus, flyers at student activities), we will bring a diverse population of students into the experience. The show is marketed to high school age students through social media (Facebook, Twitter, Instagram, Carlsbad Theatre Department webpage) and through the student broadcasting program (CHSTV) which is also streamed on the web. The target audience of community members to view the production is from every age range. Local print media (Carlsbad magazine) is utilized for promotion, and flyers and posters are distributed in locations such as the Carlsbad Senior Center and libraries. The demographics of those who come to see the Carlsbad High School Musical Production are not tracked (we don’t require our ticket buyers to give their age); however, since it is something experienced by Carlsbad families, multiple generations are involved. With the support of the Carlsbad Community Arts Grant Funding Program, it will continue to involve all of these target audiences. Project Partnerships: If applicable, please provide names and brief descriptions of roles for any partners in this project. This would include any organizations, artists or individuals involved in your project that are not employed or affiliated with the applying organization. N/A Partner Resumes: If applicable, you may upload any resumes of teaching artists, artists, or any other partners in the proposed project here. Please consolidate into one PDF if possible. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. Guest Choreographers Bios - Google Docs.pdf Organization Changes/Challenges/Circumstances: What special circumstances, challenges or changes have affected your organization? What impact has this had on your organization? With the COVID onscreen educational experience still a distinct memory, students are again working collaboratively and in person. They are regaining their skills in the rehearsal process and will benefit from the extra attention of the guest choreographers. In addition, the Carlsbad High School Theatre program is now being revitalized by teacher/director Andrea Schuck (Carlsbad High School and Carlsbad Musical Production alumnus) after three different teachers in the past six years. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 7 If this grant application is for a school-based project, please answer the following two questions: State Standards Support: How does your arts education project support the California State Content Standards for the Visual and Performing Arts? *Please refer to the California State Board of Education website for reference. The students involved in the Carlsbad High School Musical Production are guided and instructed throughout the rehearsal and performance process by the teacher/director, aided by the guest choreographers. Each of the quoted standards involve using sequential instruction to accomplish the skills needed for success. Standard Identifier: Acc.TH:Cr3 Grade Range: Accomplished Content Area: Arts Category: Theatre Enduring Understanding: Theatre artists refine their work and practice their craft through rehearsal. Essential Question(s): How do Theatre artists transform and edit their initial ideas? Process Component(s): Rehearse Performance Standard(s): a. Use the rehearsal process to analyze the dramatic concept and design elements of a devised or scripted drama/ Theatre work. b. Use research and script analysis to revise physical, vocal, and physiological choices impacting the believability and relevance of a drama/Theatre Work. Standard Identifier: Acc.TH:Pr6 Grade Range: Accomplished Content Area: Arts Category: Theatre Enduring Understanding: Theatre artists share and present stories, ideas, and envisioned worlds to explore the human experience in diverse cultures. Essential Question(s): What happens when Theatre artists and audiences share a creative experience? Process Component(s): Share, Present Performance Standard(s): Present a drama/Theatre work using creative processes that shape the production for a specific audience State Standards Description: Please cite the specific standard numbers, grade level(s) and descriptions as they pertain to your project. Describe how the curriculum and instruction (if applicable) of the project aligns to each standard. *Please refer to the California State Board of Education website for reference. The students involved in the Carlsbad High School Musical Production are guided and instructed throughout the rehearsal and performance process by the teacher/director, aided by the guest choreographers. Each of the quoted standards involve using sequential instruction to accomplish the skills needed for success. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 8 Standard Identifier: Acc.TH:Cr3 Grade Range: Accomplished Content Area: Arts Category: Theatre Enduring Understanding: Theatre artists refine their work and practice their craft through rehearsal. Essential Question(s): How do Theatre artists transform and edit their initial ideas? Process Component(s): Rehearse Performance Standard(s): a. Use the rehearsal process to analyze the dramatic concept and design elements of a devised or scripted drama/ Theatre work. b. Use research and script analysis to revise physical, vocal, and physiological choices impacting the believability and relevance of a drama/Theatre Work. Standard Identifier: Acc.TH:Pr6 Grade Range: Accomplished Content Area: Arts Category: Theatre Enduring Understanding: Theatre artists share and present stories, ideas, and envisioned worlds to explore the human experience in diverse cultures. Essential Question(s): What happens when Theatre artists and audiences share a creative experience? Process Component(s): Share, Present Performance Standard(s): Present a drama/Theatre work using creative processes that shape the production for a specific audience Past Funding Report Requirements Current Grantee Requirements:* If you are a returning grantee from the previous grant cycle, please confirm that you understand that a final report and final budget for your organization must be submitted prior to entering a new grant agreement with the City of Carlsbad. A final report and final budget must be submitted (30) calendar days after the project end date. Alternatively, if you cannot meet this requirement, we will accept a project status update via email explaining the status of your project, estimated project end date and any other project details you would like to share with us. I understand that should my organization receive funding for this grant cycle, my organization will fulfill all reporting requirements from the previous cycle prior to my organization entering a new agreement with the City of Carlsbad. Yes DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 9 Budget Information You may upload budget support information in this section. Please consolidate into one PDF if possible. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. Total Project Budget $26,000.00 Project Budget Form:* Download a Community Arts Grants budget form and complete the "Projected" column. Save your completed file as a PDF and upload your project budget form here. Make sure costs tie in with your project narrative. Budget forms are available on the Cultural Arts Community Arts Grants webpage. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. FY 2023-24 Community Arts Grants Budget Form.pdf Current School Year Budget Information: Please upload a current school year budget: •If you are a teacher, please provide a budget for your program area that includes this project (i.e. Drama Department budget for the school year) •If you are an affiliated group (i.e. parent/booster organization), please provide a current school year budget for your organization CARLSBAD HIGH SCHOOL THEATRE DEPARTMENT PROPOSED BUDGET 2023-24 (1).pdf Letter of Determination (for school affiliated groups): If you are a first time grant applicant with the City of Carlsbad and applying as a school affiliated group (i.e. school booster club), please upload your IRS Letter of Determination. Board Roster: If you are applying as an affiliated group (i.e. parent/booster organization), please provide a roster of board members and ensure the document includes names and titles. Alternatively, we will also accept the most recent board meeting minutes that includes the board roster. Project Support Information You may upload support information in this section. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 10 Letter of Support (OPTIONAL): Please upload a letter of support from any partnering organization(s) and/or schools that are essential to your project. Materials Upload (OPTIONAL, but recommended): Please upload any marketing materials, images, and/or files that would provide more information about your project. Videos Upload (OPTIONAL): Please provide us with a host website link for all videos relevant to the project. Videos Upload (OPTIONAL) If you do not have a URL that hosts your video, you may upload it here. Additional Materials: You may upload any other additional supplemental materials you wish to provide here (i.e. letter of agreement between artist and school/affiliated group.) Organization Signatory Information If funding is approved for a school, the City of Carlsbad requires two (2) signatures from the Signature Delegation Form for school grant agreements. This form will be emailed to the school district Assistant Superintendent (or comparable role) and the school site administrator (i.e. Principal or Vice Principal.) The City of Carlsbad will use DocuSign for all grant agreements. This DocuSign agreement will be emailed for signatures to the authorized signature representatives listed above once the City of Carlsbad's Arts Commission approves the funding plan and funding is approved for a school. *Note: the signor information questions below may be skipped if you are a school representative (i.e. teacher, principal.) If you are an affiliated group (i.e. parent/booster organization), Please list the names and organizational titles of the two (2) officers listed on the Statement of Information filed with the California Secretary of State for your organization (or listed on the most recent board roster.) These are officers who are authorized to enter into legally binding agreements on behalf of your organization (i.e. CEO, CFO, Treasurer, Secretary.) One corporate officer from each of the following groups must sign the agreement: 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. You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this website: Search | California Secretary of State DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 11 Signor #1 First and Last Name (i.e. Luke Wilson): Judi Stapleton Signor #1 Organizational Title (i.e. Secretary): Carlsbad High School Assistant Principal Signor #1 Email address: jstapleton@carlsbadusd.net Signor #2 First and Last Name (i.e. Luke Wilson): Dr. Bryan Brockett Signor #2 Organizational Title (i.e. Secretary): Director of Secondary Education Signor #2 Email Address: bbrockett@carlsbadusd.net Application Submission Application Submission: Note: Once you submit your application, you cannot edit the form. Please 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 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 12 Date of Application Submission:* 03/15/2023 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Andrea Schuck Carlsbad High School Theatre Department (Andrea Schuck) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 13 File Attachment Summary Applicant File Uploads • Guest Choreographers Bios - Google Docs.pdf • FY 2023-24 Community Arts Grants Budget Form.pdf • CARLSBAD HIGH SCHOOL THEATRE DEPARTMENT PROPOSED BUDGET 2023-24 (1).pdf DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 MARY WHITE Mary White-Phlek is a Carlsbad native that began her performing arts journey at the age of 3. She spent her childhood immersed in the Dance and Theatre world and found that her true joy was when she was up onstage in front of an audience. Mary began teaching and choreographing at the age of 16 and went on to receive her BA in Dance from UCSD. She is also spent several year touring throughout San Diego and L.A. as a singer/song writer. She continued sharing her life's passion for the arts through her involvement throughout the community as a Director and Choreographer, as well as Drama teacher and Artist in Residence through both Vista and Carlsbad Unified School District. Mary found herself constantly envisioning opening up a Performing Arts Studio that would be unlike anything else she had ever been a part of. She envisioned a place where dancers, musicians, actors and like-minded people could hone their craft and be inspired to experience true artistic expression. Her mission was to create a place that would give students something different than the traditional dance studio experience. She believes that by allow students to exercise their voice and share their ideas, they will foster the qualities of the visionaries of our future. In 2009, Mary's dream became a reality and CPAA was born. She is honored to say that the vision of growth and evolving only increases each year. She is dedicated to continuing her mission in providing a inspiring and nurturing environment for our children and the future creators of this world. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 DEWEY DECKING Dewey to CPAA! Dewey Decking is a fifth generation of Carlsbad. He was raised from a young age performing at local theaters such as Carlsbad Community Theatre, Moonlight Amphitheater, and Lawrence Welk. Dance Arts was the studio he grew up in, under the amazing training of Louis McKay. He went to Boston Conservatory with a major in musical, and a minor in dance. From there he became a professional performer, and has traveled the world doing what he loved to do. In full circle, he's now on the board of CCT, and thrilled to join the family here at CPAA. DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION $ Notes $ Admissions $10,600.00 Gifts/Merchandise/ Concessions $ 500.00 Advertising Other 11,100.00$ Subtotal Earned Income -$ $ Notes $ Private Individual Public Support Applicant Cash $ 1,400.00 Fundraising by student families CAG Request Amount $ 3,500.00 Amount requested through Community Arts Grants 2023-24 Other $10,000.00 Carlsbad Educational Foundation Grant (not yet applied for) Other Subtotal Unearned Income 14,900.00$ Subtotal Unearned Income -$ INCOME TOTALS 26,000.00$ -$ Subtotal Earned Income Notes Un e a r n e d I n c o m e Amount received through Community Arts Grants 2023-2024 Ea r n e d I n c o m e CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT PROJECT INCOME Notes DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 L Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Cash Notes Cash Project Staff (non-artist) $ - Project Artist(s) or Arts Instructor(s) $11,500.00 Music Director $4,000, Choreographers $3,500, Costume Designer $2,500, Pit Coaches $1,500 Educational Materials/Printing $ 400.00 Prorams Costumes/Props $ 3,900.00 Costume construction and rentals Sets $ 5,000.00 Construction of scenery and props Supplies $ - Licensing/Royalties $ 5,000.00 Rentals (space and/or other) $ - Transportation $ - Food & Beverage $ - Marketing/Promotion/ Publicity $ 200.00 Fiscal Agency Fee $ - Other Other Other EXPENSES TOTALS 26,000.00$ -$ PROJECT EXPENSES Notes DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Value Notes Value $ - 0 IN-KIND TOTALS -$ -$ 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 organization name in the top right header. Budget Instructions: 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 Round all budget figures to the nearest whole dollar. IN-KIND SUPPORT Notes DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9 I CARLSBAD HIGH SCHOOL THEATRE DEPARTMENT PROPOSED BUDGET 2023-24 The Carlsbad Unified School District/Carlsbad High School gives each teacher funds for supplies. This amount will be spent on copy paper and instructional supplies. The production program does not receive funding from the Carlsbad Unified School District except facilities support and paying the salary of the Theatre teacher. The following is a proposed budget for the 2023-24 school year to support the activities of the Carlsbad High School Theatre students. Funds are collected and disbursed through the CHS ASB. The Musical Production is the major project of the school year. Those revenues and expenses are itemized in the Community Arts Grant proposal. EXPENSES Fee to participate in DTASC Fall Festival 550 Fee to participate in DTASC Shakespeare Festival 550 Fee to participate in Carlsbad Theatre Festival 300 Fall Play Licensing/Royalties 1,700 Fall Play Costume Designer 500 Fall Play Costumes 500 Fall Play Sets 600 Fall Play Props 400 Fall Play Program and Marketing Printing 400 $5,500 REVENUE Fall Play Admissions (530 x $10) 5,300 Fall Play Concessions 200 $5,500 MUSICAL PRODUCTION (Summary only. Itemized figures in Grant Proposal) EXPENSES REVENUE $26,000 $26,000 DocuSign Envelope ID: 2F5BF266-C14C-4D0B-8B56-E4F6A6DEDDD9