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HomeMy WebLinkAboutSage Creek High School (Drama); 2023-08-30; PSALCA-23132CADocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 2023-2024 GRANT AGREEMENT FOR Sage Creek High School (Drama) This agreement, is made on the 30th day of AuguSt 2023, by Sage Creek High School (Drama) (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 ninety-eight dollars ($3098) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: 2023-24 CUSD Children's Musical 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 ofthe 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 2023-24cycle. 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." 1 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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 D 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 2 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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 Cityforthwith. 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. 3 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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: Sage Creek High School (Drama) Attn: Jillian Porter 3900 Bobcat Boulevard Carlsbad, CA 92010 jporter@carlsbadusd.net 4 For City: City of Carlsbad Library & Cultural Arts Manager Richard Schultz 1775 Dove Lane Carlsbad, CA 92011 rich a rd .sch u ltz@ca rlsbadca .gov DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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 ofthis 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 II II II II II II II II II II II II II 5 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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:,~'),.;f ERIC DILL, Assistant Superintendent eric.dill@carlsbadusd.net Date: 8/23/2023 By: ,'6sl (}.)°1, PvilA.lirol JOSH WAY, Principal josh. way@ca rlsbad usd. net Date: 8/23/2023 CITY OF CARLSBAD, a municipal corporation of the State of California By: )l.VJ~ S Wii&St>IA- SUZAN NE SMITHSON ATTEST Library & Cultural Arts Director As authorized by the City Manager For SHERRY FREISINGER City Clerk If required by City, proper notary acknowledgment of execution by contractor must be attached . .!f.g Corporation. Agreement must be signed by one corporate officer from each of the following two groups. *Group A Chairman, President, or Vice-President **Group B Secretary, Assistant Secretary, 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: U(µq,:,., f V't>St Assistant City Attorney 6 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F PSALCA-23132CA 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 7 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F WELCOME FISCAL YEAR 2023-24 COMMUNITY ARTS GRANTS GUIDELINES 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. 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 on line. 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. 1 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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. 2 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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 3 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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. 4 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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 .. httgs:LLcarlsbadca.zoom.usLiL97880276003 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 Jhe 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. 5 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F • 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 oflnformation 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 Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer 6 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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 I 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. 7 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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 8 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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? 9 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F 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. 10 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman 2023-24 CUSD Children's Musical Fiscal Year 2023-24: Educational Institutions or Affiliated Groups Sage Creek High School Drama Jillian Porter-Eshelman 3900 Bobcat Boulevard Carlsbad, CA 92010 Jillian Porter-Eshelman 0: 760-331-6600 Sage Creek High School Drama 3900 Cannon Road Carlsbad, CA 92010 jporter@carlsbadusd.net 0: 760-331-6721 Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 1 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama 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):* Sage Creek High School Drama Department Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 2 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama Organization website URL:* https: / / sagecreek-cusd-ca.schoolloop.com / sagecreekdrama 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. Mission Statement: To inspire students' lifelong appreciation and passion for the arts in an ever-evolving and diverse world Vision: We support student development of the creative process. We strive to cultivate artistically literate students who will advocate and employ arts knowledge in our local and global community. 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. 2023-24 CUSD Children's Musical Project Summary:* Please provide us with a brief summary of your project. This year we plan to continue our highly acclaimed CUSD Children's Theatre Project. For this experience, Sage Creek Drama Department collaborates on a production written especially for young audiences and all CUSD elementary and middle schools are invited to attend for free on a field trip. We select an upbeat show with Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 3 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama positive and relative themes for our K-8 audience and high schoolers not only perform but spend quality time with the audience both pre and post show. In past years, we even extended our audience to the Teri School and welcomed 30+ students with special needs to attend as well. In a post show Q & A, guests are able to ask questions about what goes on behind the scenes and how students started their drama careers. Students take pictures, get some groups onstage, sign heartfelt autographs, connect and head home. This would be our third children's production: Dear Edwina 2018-19; Matilda 2019-20 and Beauty and the Beast ( coming May 2023). We have had enormous and truly meaningful success. As mentioned above, we offer this opportunity for free to all CUSD schools and this grant support makes that possible. Specifically, this grant covers the cost of the performance rights to our selected production (TBD) as well as the cost of scripts and scores. This effort will then counterbalance the lack of profit in offering two free performances for CUSD schools. Project Start Date:* Please note that the project start date must be on or after September 11 2023. 09/01/2023 Project End Date:* Please note that the project end date must be on or before August 311 2024. 05/13/2023 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. This experience will take place Fall 2023 or Spring 2024. SC Drama students rehearse in the months prior and then move into technical rehearsals 2 weeks before production. We have 2 school day performances and an evening performance at the SC PAC. We market this production to all CUSD schools through district wide communications/social media. Nearly all of our teachers who participated in the 2018-19 school returned with their classes for the 2019-20 school year and are scheduled to come to our May 2023 performances this year. We are currently marketing our evening show to CUSD families whose school's do/did not attend or students who want to come again! 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 Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 4 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama Audience:* Total number of expected audience attendance for this project. 800 Previous Project Success: If your organization has completed a similar project, please provide details of the project and why it was successful. I am not exaggerating when I say the feedback we have gotten on this project has been some of the most meaningful in my career. Not only do we pack the house for 2-3 shows, this production is often the first time many students are seeing live theatre! This can be a deeply valuable moment to a young creative who has not been exposed to this outlet before. Moreover the stories of connection between high schoolers and younger audience members are powerful. In 2020, we had a deaf student in the audience who wanted to meet the actress who played Trunchbull in Matilda. Little did she know, the high school actress was fluent in ASL. The two signed to each other for five minutes while we all watched (and cried). Not only were the business elements of this project successful, the community building elements were dynamic. Project Distinction: What makes this project distinctive? This project is distinctive in the sense it provides opportunity for all grade levels to connect through art. Smaller versions of this experience can be found in our district but none on this scale. Introducing a first grader to what could be a future version of themselves is a powerful thing -especially when it's on a beautiful stage in your community. Furthermore it is offered free of charge to ensure everyone has the ability to attend and engage. Another element that makes this project distinctive is how student-run the production will be on the high school end. High schoolers help direct, choreograph and manage the event as a whole. They have a hand in the entire affair from acting to building sets to contacting schools to bringing the students into the building. What makes this project special is that the performance is merely an element of the experience. The development of leadership skills and community outreach is what really makes a difference. Project Goals: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? The outreach goal of this project is to build arts education in our district and to bring live theatre to families that may otherwise not have access or even the idea to attend. Recruitment for our CUSD Drama classes is also a factor as we hope our young audiences eventually will turn into budding artists in our programs. Moreover we also aim to build leaders within our existing student body and to expose high schoolers to children's theatre performance - a very prevalent career path in the entertainment field. Financially, this grant would support the goal of breaking even. Rights and licenses to plays and musicals cost a significant amount of money that is balanced in ticket sales. With the exception of our evening show, two performances will be held free of charge. With help of this grant, our goal is to not lose money in this pro bono endeavor. We will measure our outreach goals in the feedback from schools, community members and cast members and the analysis of the experience as a whole. Long term we hope to see our class sizes maintain or grow in Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 5 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama numbers with the exposure to our programs. Financially, we will measure our goals by tracking the outcomes of the budget Target Population: Who is your target population and why? How will you reach them? Our target population is elementary and middle school students and families. We will reach them directly by holding two free school performances that will be promoted within the entire district We will also use social media and community communications to engage young families of North County. Our high school students also benefit as they take on leadership roles throughout the whole experience and learn how to perform and produce a theatrical production. 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. We may seek support from local performing arts companies. In the past we have working with guest artists from New Village Arts and Carlsbad Performing Arts Academy. 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. Organization Changes/Challenges/Circumstances: What special circumstances, challenges or changes have affected your organization? What impact has this had on your organization? The realities of the pandemic created a temporary challenge for Sage Creek Drama as we were unable to perform/make a profit for over a year. We have since recovered, however, putting on three productions a year is always an expensive endeavor. A typical musical costs at least $15000 in the end -many times more. We graciously utilize all the funding we can get to create the best experiences for our students. These costs include sets and costumes, licensing and scripts, paying creative team members, and all the unexpected costs that come along the way. 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. Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 6 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama A theatrical production neatly ties into the Anchor Processes of the California State Content Standards: Creating, Performing, Responding and Connecting. Students collaborate on the development ( creation) of a performance through the learning of music, choreography and acting techniques. The cast delve into their interpretation of the show's themes and ideas and mold their findings into the performance itself. Performance of this project provides students the opportunity to showcase what they are now capable of through intensive study. Sometimes simultaneously, the Response period has already begun through students' measurement of every performance -especially in regards to its connection with our young audience. Watching students evaluate how the entire event unfolded -both in performance and business elements -is often a highlight of the whole experience. The students now understand the ideal standard of what they can and should achieve through this type of performance. Connection comes not only from the bonds built with our young audiences but as students reflect on the whole of the work. They come to see their place in the giant puzzle and narrow down where they themselves can improve for next year. You see connections come to life in the audition room for the following production and in the emergence of new talent down the line. 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. While this project provides the opportunity to address all of the standards, here are some noteworthy examples: Anchor Standard 1: Generate and Conceptualize Artistic Ideas and Work Anchor Standard 3: Refine and Complete Artistic Work Anchor Standard 6: Convey Meaning Through the Presentation of Artistic Work Anchor Standard 7: Perceive and Analyze Artistic Work Anchor Standard 10: Synthesize and Relate Knowledge and Personal Experiences to Make Art Students take on these standards right from the start in how they plan for their audition, how they figure out what characters they may be right for, and, once cast, how they work with the directors to establish the performative and technical needs and visions of the production. Students also partake in leadership roles of the production as a whole (choreography, social media marketing, etc.) as we welcome elementary and middle school students into our classroom. These standards are the core of the audition, rehearsal and marketing/business processes. The performance demonstrates these standards through students' created technical designs, characterizations and thoughtful interpretations of the script-all concurrently being showcased on the stage through performance.This project will specifically address the style and themes of theatre for young audiences. Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 7 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama 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 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 $10,500.00 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 emat'l wendy.sabinlasker@carlsbadca.gov should you need assistance. FY 2023-24 Community Arts Grants Budget Form.xlsx -Table 1.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 _CAG Sage Creek Drama Budget 2023-24 -CAG 2022-23 Application.pdf Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 8 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama 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. 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 (le. teacher, principal.) Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 9 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama 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 Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, 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 I California Secretary of State Signor #1 First and Last Name (i.e. Luke Wilson): Signor #1 Organizational Title (i.e. Secretary): Signor #1 Email address: Signor #2 First and Last Name (i.e. Luke Wilson): Signor #2 Organizational Title (i.e. Secretary): Signor #2 Email Address: 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 Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 10 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Date of Application Submission:* 03/16/2023 Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups Sage Creek High School Drama 11 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Jillian Porter-Eshelman Sage Creek High School Drama File Attachment Summary Applicant File Uploads • FY 2023-24 Community Arts Grants Budget Form.xlsx -Table 1.pdf • _CAG Sage Creek Drama Budget 2023-24 -CAG 2022-23 Application.pdf Printed On: 21 March 2023 Fiscal Year 2023-24: Educational Institutions or Affiliated Groups 12 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECT INCOME Admissions ~ Gifts/Merchandise/ 0 Concessions u E -0 Advertising QJ E "' w Other Subtotal Earned Income " E 0 .5 il ~ " :3 Private Individual Public Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income INCOME TOTALS PROJECT EXPENSES $ $ 2,400.00 $ 100.00 $ 2,500.00 $ $1,500 $0 $0 $3,500 $3,000 $ 8,000.00 1 $ 10,500.01 j Cash PROJECTED-APPLICATION ACTUALS -FINAL REPORT Notes $ Notes $12 tickeU200 paid guests; PLUS 4 free shows with average 200 person/show a Subtotal Earned Income $ - Notes $ Notes donations from cast/crew/band families $0 $0 $0 Amount requested through Community Arts Grants 2022-23 $0 Amount received through Community Arts Grants 2023-2024 Represents the amount we will seek from other Grant opportunites $0 Subtotal Unearned Income $ - 1$ Notes j Cash Notes DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION Creative Team Children's Show $4,800 Set Designer -$1500; Costume Designer -$1500; Choreographer - $1000; Tech VI/eek Director Stipend -$800 Educational Materials/Printing/Playbills $500 Costumes/Props $1 ,300 Sets/Supplies $1,000 Licensing/Royalties $2,000 Scripts/Scores $500 Rentals, Misc. $300 Marketing/Promotion/ Publicity $100 Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other EXPENSES TOTALS I $ 10,soo.oq [$ I IN-KIND SUPPORT Value Notes Value Notes I Amazon Wish List/Prop Donations $ 200.00 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: IN-KIND TOTALS 1 s 200.001 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. Enter a '0' in any cells that you don't have an amount to add. COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION [$ 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. DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: Jillian Porter Eshelman; Sage Creek Drama Dept. FISCAL YEAR 2023-24 COMMUNITY ARTS GRANT -Sage Creek Drama Budget Info p Q) E 0 u C: "'C Q) C: ... Ill LU Q) E 0 u C: "'C Q) C: ... Ill Q) C: :::::, Applicant Name: Jillian ROJECT INCOME $ Admissions from Fall/Winter/ $18,000 Gifts/Merchandise/ $1,000 Concessions for all shows Advertising $200 Other $1,000 Subtotal Earned Income $20,200 $ Private Individual $2,000 Public Support $0 Applicant Cash $0 CAG Request Amount $3,500 Other $13,000 Subtotal Unearned Income $18,500 INCOME TOTALsl $3s,100 I PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes $ Notes Musical, Showcases, Directing Project; Fall Show, Children's Show -note Children's show only profits on 1/3 performances raffle, shirts, concessions in programs various fundraisers Subtotal Earned Income $0 Notes $ Notes $0 donations from cast/crew/band families $0 $0 $0 Amount requested through Community Arts Grants 2022-$0 23 Likely request for Grant from Carlsbad Education $0 Foundation for musical/Artist in Residence Program Subtotal Unearned Income $0 $0 PROJECTED -APPLICATION ACTUALS -FINAL REPORT DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: Jillian Porter Eshelman; Sage Creek Drama Dept. FISCAL YEAR 2023-24 COMMUNITY ARTS GRANT -Sage Creek Drama Budget Info p ROJECT EXPENSES Cash Notes Cash Notes Choreographer -$2000; Musical Director-$2000 Creative Team -Musical $10,400 (adjusted with LRC/taxes); Orchestral Director -$1800 (adiusted with LRC/taxes): Musical Director/Pianist- Creative Team Children's Set Designer -$1500; Costume Designer -$1500; Show & Fall Play $4,800 Choreographer -$1000; Tech Week Director Stipend - ~Rnn Artist in Residence: Sandy Includes Costume, Set and Instructional Duties from Haasis (Costume & Set $4,300 Nov. 28-end of show. See Rationale/Breakdown in ,.... ' Grant docs. Technical Rehearsal, $1500/each stipend for Director (Porter-Eshelman) Performance & Strike $3,000 and Orchestral Director (Quinones) for Technical -. ~ Rehearsals Performances and Stike· See Educational Materials/Printing/Playbills $800 Costumes/Props $2,500 Sets/Supplies $2,500 Licensing/Royalties $5,000 $2000 -Children's Show; $3000 Musical Scripts/Scores $1,300 $500 for Children's Show; $800 Musical Rentals (space and/or other) $1,500 set, costumes and otherwise Transportation $500 uhaul, etc. Food & Beverage $200 Marketing/Promotion/ Publicity $250 Custodial $450 Full dav needed = standard fee x 2 Shirts $700 Misc/Hazard Fund $500 DocuSign Envelope ID: 9CD33823-E81C-4140-8080-50F2DDD1F73F Applicant: Jillian Porter Eshelman; Sage Creek Drama Dept. FISCAL YEAR 2023-24 COMMUNITY ARTS GRANT -Sage Creek Drama Budget Info IN EXPENSES TOTALS I $38,700 I PROJECTED -APPLICATION -KIND SUPPORT Value Notes Amazon Wish List Prop Items $500 For the year IN-KIND TOTALS [ $500 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 r Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. $0 ACTUALS -FINAL REPORT Value Notes $0 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.