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HomeMy WebLinkAbout2024-582-E-Arts Commission-Ephesus Elementary School PTA-Supporting Translational Art and Artists at Ephesus ElementaryGRASSROOTS ARTS PROGRAM / ARTIST PROJECT GRANT 2024-25 Grantee Name Authorizing Official Name Email Project Title Award Grant Category ☐Grassroots Arts Program ☐Artist Project Grant Program Funding Source ☐North Carolina Arts Council ☐Orange County Grant project period July 1, 2024 – June 30, 2025 As Authorizing Official, I acknowledge the following terms and understand if they are not met, I jeopardize future funding opportunities from the Orange County Arts Commission. I understand a Compliance Score is issued for future grants based on my adherence to the following terms: OCAC Report Due Monday, July 14, 2025 Multicultural Spending Grantee must spend $ on the hiring of multicultural artists as specified in the grant application. Crediting and logo usage All grantees must properly credit the Orange County Arts Commission using the proper logo on all publicity materials for the funded program. Recipients of operations-related grants must include the OCAC logo with link to www.artsorange.org on grantee’s website. If funding source is listed as N.C. Arts Council above, grantee must also properly credit the N.C. Arts Council using the proper logos and N.C. Arts Council credit line on all publicity materials for funded program. Download logos on the OCAC website at https://artsorange.org/grants/grantee-resources. Calendar Listing Grantee must enter all events, exhibits, and performances open to the public and related to this grant award on the Orange County Arts Commission website at www.artsorange.org/events. Ephesus Elementary School PTA Karen Kurasch, PTA President president@ephesuspta.org Supporting Translational Art and Artists at Ephesus Elementary $1,837.00 4 4 1,000.00 Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 1 Revised August 2022 ORANGE COUNTY ARTS COMMISSION 2024-25 GRANT AGREEMENT THIS AGREEMENT, entered into this 6 day of September, 2024, by and between Orange County ("County"), by and through the Orange County Arts Commission ("Arts Commission") and ("Grant Recipient"). WHEREAS, the Arts Commission is a countywide arts agency that ensures the growth of local arts experiences by providing funding and support for diverse high quality programs and projects. WHEREAS, the Arts Commission administers the annual Grants Program to provide economic opportunities to Orange County artists and non-profit organizations coordinating arts projects benefiting the citizens of Orange County. WHEREAS, the annual Arts Grants Program is supported by Arts Commission with funds from the Grassroots Arts Program of the North Carolina Arts Council, a division of the Department of Natural and Cultural Resources, a state agency. WHEREAS, the Grant Recipient was selected by the Arts Commission to receive the annual Arts Grant through the procedures duly adopted by the Arts Commission; and WHEREAS, both parties wish to promote and maintain the integrity and clarity of the Grant Recipient's ideas and statements and delineate the Grant Recipient’s obligations to the County; NOW, THEREFORE, the County and the Grant Recipient, for the consideration and under the conditions hereinafter set forth, agree as follows: 1.Approved Grant Project. Grant funds are provided under this Agreement for the project (“Project”) described in the Grant Recipient’s Grant Application, attached hereto and incorporated herein as Exhibit A. 2.Grant Award. Grant funds in an amount not to exceed ($ ) have been awarded by the Arts Commission to the Grant Recipient for the approved Project. The Recipient shall be required to match funds at least dollar-for-dollar with cash from the Grant Recipient’s funds not derived from either Orange County appropriations or the North Carolina Arts Council, as outlined in the attached Exhibit A. 3.Contingency. This grant is contingent on North Carolina Arts Council Grassroots Program funding to the Arts Commission. Final decisions on Grassroots Program funds to the North Carolina Arts Council are subject to approval by the North Carolina General Assembly. 4.Responsibilities of the Grant Recipient Ephesus Elementary School PTA one thousand eight hundred thirty seven dollars 1,837.00 Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 2 Revised August 2022 A.Implementation. The Project implementation shall take place between July 1, 2024 and June 30, 2025. The Project shall be implemented in the manner described in Exhibit A. Time is of the essence in the implementation of the Project. B.Modifications to project. Grant Recipient shall present major changes to the original proposal, including but not limited to changes in design, implementation schedule and increase in Project budget by more than 10%, in writing to the Arts Commission for approval. Arts Commission shall approve or disapprove Grant Recipient’s request for modifications within seven (7) days of receipt thereof. Consent to project modifications shall not be unreasonably withheld. Arts Commission’s decisions shall be in writing. In the event the Arts Commission fails to approve or disapprove the requested modifications within the time stated herein, the modifications shall be deemed approved. C.Non–assignment. The grant cannot be assigned or transferred to a different project or artist without prior written approval of the Arts Commission. D.Records. Grant Recipient must maintain records and other evidence pertaining to costs incurred and revenues acquired during the Project implementation. Grant Recipient shall maintain financial records pertaining to the Project for three (3) years from the date of this Agreement, in case of audit. E.Use of Funds. Grant Recipient shall not use the grant funds to repay outstanding taxes or other debts of any nature. The grants shall be utilized solely for the purpose described in the attached Exhibit A. F.Final Report. Grant Recipient shall submit to the Arts Commission a Final Report on July 14, 2025. The Final Report shall be in the format required by the North Carolina Arts Council. Failure to submit the Final Report or late submission of the Final Report, for any reason, shall be grounds for denial and/or cancellation of grant funds for the Project and future grant proposals. 5.Responsibilities of the Arts Commission A.Payment. The Arts Commission shall release the grant funds in the amount of $ to the Grant Recipient. 6.Publicity A.Acknowledgement. Credit must be given to the Orange County Arts Commission and/or the North Carolina Arts Council using the proper logo(s) and credit line in brochures, news releases, programs, and all other printed and online publications. Copies of such printed materials must accompany the evaluation report. Official Orange County Arts Commission and North Carolina Arts Council logos may be downloaded at www.artsorange.org/grantee-resources and may not be altered in any way. When no printed information is used, verbal 1,837.00 Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 3 Revised August 2022 credit shall be given. In addition, all print and promotional material must include the following credit line and logo(s) (check all that apply): i.County Funds Only. Orange County Arts Commission logo required. Credit line required for audio projects: “This program is supported by the Orange County Arts Commission.” ii.North Carolina Arts Council Funding. The Orange County Arts Commission and the North Carolina Arts Council logos are required. Credit line: “This program is supported by the N.C. Arts Council, a division of the Department of Natural and Cultural Resources.” B.The Grant Recipient must enter all events, exhibits, and performances open to the public and related to this grant award on the Orange County Arts Commission website at www.artsorange.org/events. In addition, the Grant Recipient must add a link to www.artsorange.org (Orange County Arts Commission logo preferred) to their main webpage. 7.Indemnity. The Grant Recipient agrees to indemnify and hold harmless the County, the Arts Commission and the North Carolina Arts Council and their officers and employees from any and all claims or actual injury, damage or loss to a person, or real or personal property that results from or is in any way connected to the use of the grant funds. 8.Independent Contractor. The Grant Recipient is an independent contractor and not an employee, agent or other representative of the County and/or the Arts Commission. Nothing contained in this Agreement shall be construed to create the relationship of principal and agent, or employer and employee, between Grant Recipient and Arts Commission or Orange County Government. Grant Recipient understands and agrees that he/she is not authorized to incur any expenses or any liability whatsoever on behalf of the County or the Arts Commission and has no authority, expressed or implied, to obligate or make representations on behalf of the County or the Arts Commission. In addition, Grant Recipient agrees to maintain his or her own worker's compensation insurance for himself/herself and his or her employees for the duration of the art work's installation. 9.Termination A.In the event of any of the circumstances set forth below (hereinafter referred to as “default”), the Arts Commission may immediately terminate this Agreement: (i)Any fraudulent representation in any verification required to obtain payment under this Agreement or other dishonesty on a material matter relating to the performance of services under this Agreement. (ii)Nonperformance, incomplete service or performance, or failure to satisfactorily perform any part of the Project or to comply with any provision of this Agreement, as determined by the Arts Commission in its sole discretion. 4 Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 4 Revised August 2022 (iii)Failure to adhere to the terms of applicable county, state or federal laws, regulations, or stated public policy. B.In the event of default by the Grant Recipient, the Arts Commission has the discretion to elect to terminate this Agreement, in whole or in part and/or require the Grant Recipient to repay the grant funds within seven (7) from written notice of default or allow the grant recipient the opportunity to cure the default. This clause shall not be interpreted to limit the County’s or the Arts Commission’s remedies in law or in equity. 10.Miscellaneous. A.Entire Agreement. This Agreement and the attachments contain the final and entire understanding of the parties with respect to the subject matter of this Agreement. All modifications and amendments to this Agreement shall be in writing. This Agreement shall be binding upon the parties, their heirs, successors and assigns. B.Governing Law. Governing Law and Priority: Both parties agree that this Agreement shall be governed by the laws of the State of North Carolina and Orange County. Grant Recipient shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.). Any violation of this requirement is a breach of this Agreement and Arts Commission may immediately terminate this Agreement without further obligation on the part of the Arts Commission. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. By executing this Agreement the Grant Recipient certifies that they has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement the Grant Recipient certifies that they has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. By executing this Agreement Grant Recipient affirms they are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. In determining the basic services to be provided, should any documents be referenced in or attached to this Agreement, the terms herein shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. C.Dispute Resolution: Neither party may initiate binding arbitration. Any disputes shall be resolved by nonbinding mediation. If such mediation fails either party may initiate litigation to resolve the dispute. Should either party initiate litigation to settle any dispute involving the terms of this Agreement such litigation shall be Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 5 Revised August 2022 initiated in the General Court of Justice of North Carolina seated in Orange County, North Carolina. D.Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF, the Orange County and the Grant Recipient have signed this Grant Agreement, effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of the Grant Recipient Date For and on behalf of Orange County Government Travis Myren, County Manager Date Karen Kurasch, PTA President Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 10/3/2024 10/8/2024 Revised 01/24 1 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Ephesus Elementary School PTA Vendor Contact Person: Karen Kurasch Phone: 425-943-1444 Address: 1495 Ephesus Church Road City Chapel Hill State: NC Zip: 27517 Department: Manager’s Office/Arts Commission Amount: $ 1,837.00 Purpose: 2024-25 Arts Grants Budget Code(s): 37601020-683000 Vendor # 55065 Vendor Status with NCSOS: Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment ) Effective Date End Date Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: ); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: ) - Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000 - Budget Policy Section XV (Capital Improvement Project: ) Bidding Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# ) Department Affirmation This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement. This agreement is approved as to technical form and content. Services related to this agreement have already begun or been completed. Description of the nature of the emergency condition that was addressed: Department Director’s Signature ________________________________________ Date: ________ Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Inapplicable because no hardware/software purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Received for record retention: Office of the Clerk to the Board __________________________________________Date:_________ Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 10/3/2024 10/7/2024 10/8/2024 10/8/2024 Orange County Arts Commission Powered by Submittable Title Ephesus El ementary School PTA by Karen Kurasch in 2024-25 Grassroots Arts Program Grant Application 1495 Ephesus Church Road Chapel Hill, North Carolina 27517 United States 9199298715 president@ephesuspta.org 06/29/2024 id. 46884683 Original Submission 06/29/2024 Score n/a APPLICANT INFORMATION Please tell us about your organization. Applicant Organization Name Ephesus Elementary School PTA Is the Applicant Organization serving as a fiscal agent for an unincorporated group? No Mailing Address of Organization 1495 Ephesus Church Road Chapel Hill North Carolina 27517 US 35.93331 -79.01606 How did you hear about our grant program? Other Did you or a representative of your orgnanization attend one of our grants training sessions? No Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 Nature of Organization Non-arts Organization Organization Description The Ephesus Road Elementary School PTA is the site-specific chapter of the national organization of Parent Teacher Associations. The families of the children who attend our school organize and run the PTA, with support from teachers and staff. Our mission: To create a joyful school environment for the Ephesus community, built on the principles of inclusion, equity, and belonging. W e believe in creating a vibrant school community that is fully resourced and supported; serves diverse needs; and where everyone is seen, heard, and knows they matter. Our efforts to enact that vision reflect the values of: - Equity, Inclusion & Belonging - Community Care & Connection - Joy & Engagement The school serves local residents who are linguistically, culturally, neurologically, and economically diverse with nearly 30% of students qualifying for free or reduced lunches, nearly 20% of students have legally protected disabilities and neurodiversity, a wide range of ethnic and cultural backgrounds including English Language Learners (11%) African American (15%), Latinx (13%), Asian (12%), W hite (51%), and multiracial (8.5%). One way we fulfill our mission and vision is through support for educational and cultural enrichment during the school day and beyond. The PTA: - Acts as an organizer for cultural assemblies - Raises money to support these activities, as well as additional financial support for staff and teachers in the arts - Serves as a point of contact for visiting artists - Coordinates the PTA Reflections Program, an annual, national, theme- based multi-discipline art competition - Provides volunteers to support those activities and events - Publicizes and provides information about these and other arts events in our community Ephesus has 355 students in grades K-5. All students receive weekly instruction in art, music, and physical education, and students in grades 1-5 have twice-weekly French lessons. Our pursuit of grants support for cultural assemblies is intended to serve as an enhancement to those classroom-based activities. How many Orange County residents does the organization serve? Ephesus has 355 students in grades K-5. Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 Has your organization undergone any Diversity, Equity, and Inclusion (DEI) training? If so, please explain. If not, please explain any barriers that have prevented you from receiving this training. Though we have not undergone formal training, in the 22-23 school year we conducted a Family Equity Survey in an effort to address diversity, equity, and inclusion within our community. Using the data from this survey, our organization made the following changes: 1) The PTA adopted a new mission, vision, and values to be more aligned with the needs and values communicated in the survey. 2) W e piloted grade level play dates and will be incorporating them into our programming for next year. 3) W e are making PTA meetings more accessible to our community next year with a more connection and information focus. 4) W e are redesigning our website and how we communicate with families to get out information and gather regular feedback. 5) You can also look forward to a restructured PTA leadership team and fundraising strategy as well. 6) The Ephesus School Improvement Team has incorporated the Family Equity survey into their strategic goals. 7) W e created a VP of Strategy and Equity 8) The theme of our 23-24 Arts Assemblies was “Supporting Diverse, Representative Arts at Ephesus Elementary” W e strive to use all funds raised by the Ephesus Road Elementary PTA to go directly into programming and enrichment activities for the school and students and to teachers' education budgets. W e have not been comfortable diverting the funds to hire training for our organization and are fortunate to have several parents in our PTA with formal training, as well one with professional DEI consultant experience, all of whom have generously worked with our organization to align with the needs, values, and composition of our community. During FY24-25, will your organization receive operational support funding from the North Carolina Arts Council or the North Carolina Department of Natural and Cultural Resources? No Organization's EIN 237420590.0 Organization W ebsite www.ephesuspta.org Authorizing Official's Name Karen Kurasch Authorizing Official's Title PTA President Authorizing Official's Phone 425-943-1444 Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 Authorizing Official's Email president@ephesuspta.org Applicant Race W hite Financial Overview FinancialOv erv iew_Submittable.xlsx Organizational Financial Statements EES_PTA_Budget_2024-2025_draft_2.xlsx EES_PTA_BudgetToActualFY22-23.pdf EES_PTA_BudgetToActual06.20.2024.pdf FY2022_990_e-Postcard_View_Tax_Exempt.pdf Deficit/Surplus Since 2020, we have maintained a mostly balanced budget with a net gain of less than $1000 with some years running a surplus and some years a deficit. W e would like to maintain our cash balance as much as possible to generate additional interest income in light of higher interest rates. If the current or next year budget represents a 30% or more change from the year prior, please explain why. There is not a 30% or more Budget change from the prior year. Are you an entity of UNC-Chapel Hill or another unit of state government? No PROJECT/PROGRAM INFORMATION Tell us about your project or program Title of Grant Request Supporting Translational Art and Artists at Ephesus Elementary Grant Amount Requested The PTA is requesting $1,837 from the Orange County Arts Commission and would cover the remaining portion through our fundraising. Is the person in charge of this program or project different from the Authorizing Official? No W hat are you requesting funding for? A specific program or project Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 Project/Program Summary This grant proposal is to help bring in three arts events for the students at Ephesus Elementary for the 2024-25 school year. W e have selected artists that embody translational arts in the performances and the performers. Students from K-5 will experience the essence of traditional fables, culturally diverse stories, and basic science brought to life and translated through aerial acrobatics, oral storytelling tradition, and artistic science communication. Project Start Date (no earlier than July 1, 2024) 8/26/2024 Project End Date (no later than June 30, 2025) 6/12/2025 Project Goals The goal of the project is to further and support the PTA's mission: To create a joyful school environment for the Ephesus community, built on the principles of inclusion, equity, and belonging. And to support the school curriculum by providing captivating ways to teach students. Bringing artists into the school allows for a more vibrant school community through joy and engagement. Performances during the school day in which all students attend allows for equity and inclusion. Audience Description The audience will be the students at Ephesus Elementary School. Location Description The performances will take place in the gymnasium at Ephesus Elementary School. The gymnasium allows access for all current students at Ephesus Elementary School. Artist Description Arts Event 1: W e would like to bring Donna W ashington, an internationally recognized award-winning storyteller, spoken word artist, and author. Ms. W ashington has more than 30 years of experience entertaining and educating audiences of all ages with guaranteed age-appropriate performances covering a wide range of fairy tales & folktales from countries and cultures from all over the world as well as a large selection of personal narratives and original stories. Her performances can be designed around themes such as bullying and self-esteem, or built around specific subjects such as Greek Mythology, fables, and African and African American folktales. On June 24, 2024, Ms. W ashington’s manager confirmed through an email to the EES PTA President her interest and availability to perform two shows for EES students in the 24-25 school year at a cost of $1,000. A bio for Ms. W ashington can be found at: https://dlwstoryteller.com/bio/ Arts Event 2: Mad Science is a Triangle-based organization that offers a well-trained Mad Scientist STEM Performer to host 60-minute live demonstrations for school assemblies incorporating Language Arts, Science, and Theater. Schools may select demonstrations from a variety of educational science topics that explain how our world works in a kid- Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 friendly manner. On June 24, 2024, a representative from Mad Science confirmed through an email to the EES PTA President their interest and availability to perform two shows for EES students in the 24-25 school year at a cost of $875.They will perform their show “Fire & Ice” combining theater, science, and safety in their spectacular show about physics, chemistry and the elements. Specific performers will be selected closer to the time of performance, so no artist bios were currently available. Mad Science provided the following information about their organization: Our mission is to spark the imagination and curiosity of children everywhere by providing them with fun, interactive and educational activities that instill a clearer understanding of science and how it affects the world around us. Through an interactive presentation of experiments and demonstrations, the children will have the opportunity to be amazed by things like the vortex generator, fascinated by the power of Magdeburg Spheres, excited by the wonders of the Mad Science Hovercraft, or even witness sublimation right before their very eyes performed by a professionally trained Mad Scientist. Arts Event 3: StoryUp! is an aerial children’s theater group based in Durham. Created by two former children’s librarians and a teacher, StoryUp offers a unique storytelling experience that combines literacy and aerial theater. Each original show is 45 minutes and provides content that meets curriculum standards. StoryUP! performing fables by Aesop, the famous enslaved man of ancient Greece who developed the genre of fables for storytelling that continues to this day. On June 25, 2024, a representative from StoryUp! confirmed through an email to the EES PTA President their interest and availability to perform two shows for EES students in the 24-25 school year at a cost of $1,800. More information on the artists of StoryUp! can be found at this link: https://www.storyupaerialtheater.com/ Are you hiring multicultural artists with the requested funds from this grant? Yes For each multicultural artist you intend to hire, please list their name, race, and how much you plan to pay them. Donna W ashington, African American, $1000. Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0 How will the project/program be publicized and promoted to reach intended participants? The assemblies will be part of the school day routine. All students present on the assembly days will attend the performances. How will you evaluate the success of the program? W hile it can be difficult to quantify joy and engagement, this year we included questions in an end of the year teacher survey to see if they felt that the grant supported assemblies provided joy and cultural enrichment to their students. Overwhelmingly positive responses were received that led the PTA to believe that the program was successful. A similar approach will be used for the upcoming school year program funded by this grant request. PROJECT/PROGRAM BUDGET Please fill out the charts below with your project's expenses and income. Use the "Explanation" box to offer details for each category. NOTE: The Total Cash Expense must equal the Total Cash Income. Click here to view a sample budget. Project Expense Expenses-english-rev ised.xlsx Project Income Income-english-rev ised.xlsx Resumes of artists/administrators Artists_Resumes.docx Board of Directors List EES_PTA_Board_2024-2025.docx IRS Tax Exemption Ephesus_Road_Elem._EIN.pdf W ork Samples Video Sample: External Link 1 Video Sample: External Link 2 Video Sample: External Link 3 Letters of support (optional) Docusign Envelope ID: 1412E38D-295E-4330-99FB-F1216892FDA0