HomeMy WebLinkAboutCarlsbad-Oceanside Art League; 2025-07-17; PSALCA-25010CA1
PSALCA-25010CA
FISCAL YEAR 2025-26 GRANT AGREEMENT FOR
CARLSBAD-OCEANSIDE ART LEAGUE
This agreement is made on the day of ____________, 2025, by Carlsbad-Oceanside Art
League, 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 Fiscal Year 2025-26 Community Arts Grants Program in an amount
not to exceed Five-thousand six-hundred twenty-five dollars ($5,625) (“Grant”). The purpose of the Grant
is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”).
Project Title: Demo and Expression
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 Sept. 2, 2026. 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 2025-26 Community Arts Grants
Guidelines, all grant funds are eligible to be used from Sept. 2, 2025 through Sept. 2, 2026. Any
extension of fund use must be requested in writing at least 30 days prior to the end of the
Agreement or sooner to allow time for written amendment and approval in writing by City.
Extension of Community Arts Grants 2025-26 funds may render that organization ineligible to
apply for or receive additional funds as part of the subsequent Community Arts Grants
Fiscal Year 2026-27 cycle.
c. All costs accrued for services and/or supplies prior to the execution of Agreement are not
eligible for funding or reimbursement through the use of Grant proceeds.
d. Eligible and ineligible costs include, but are not limited to, items detailed in the Fiscal Year
2025-26 Community Arts Grants Guidelines, in the section titled Eligible and Ineligible Costs,
attached hereto as Exhibit “A.”
3. CONDITIONS OF FUNDING AND DISBURSEMENT.
City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of
Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are
not fully satisfied:
a. Grantee 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
2025-26 Community Arts Grants Guidelines.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
July17th
2
PSALCA-25010CA
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 Scope of Grant consistent with the Fiscal Year 2025-26
Community Arts Grants Guidelines, attached hereto as Exhibit “A.”
g. Grantee shall provide full and timely information to the City to update staff on programs and
include naming the City in any publications and/or social media, whether in digital or print
format, as opportunities arise.
h. Grantee shall retain all records and supporting documentation, including expenditure receipts,
applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make
all records and supporting documentation readily available, upon request, for inspection and/or
audit by representatives of the City.
4. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts’ communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city’s established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least sixty (60) days prior to the
event or program.
Please initial box to opt-in to promotional opportunities
5. RETURN OF GRANT FUNDS.
If City determines that Grantee has failed to comply with the terms and conditions of this Grant
Agreement without prior written approval by the City, then, upon demand by the City, Grantee agrees to
return to the City the amount requested by the City, up to and including an amount equivalent to the full
Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for
return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In
such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred
shall be eligible to be paid by Grant funds. However, if, due to a local health order, Grantee is unable to
complete all events or requirements of the Scope of Grant, 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 2025-26 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, Oct. 2, 2026, whichever is
earlier.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
3
PSALCA-25010CA
c. Noncompliance: Grantees in noncompliance with the above reporting requirements agree to
return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee
is found to be in noncompliance, Grantee agrees that for the year immediately following a
determination of noncompliance, Grantee shall be ineligible to receive any new grants from
the City.
7. DISBURSEMENT OF GRANT FUNDS.
The Grant amount to be provided to the grantee, under This agreement may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as
applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by Library & Cultural Arts Director or designee.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City
within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever
is earliest.
8. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within
fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City
with notice of cancellation, shall return all Grant funds to the City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant
funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith.
9. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the
Project, or prior to first disbursement of funds. After Project commencement, as outlined in the
Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified,
or amended only by mutual agreement, in writing, of both the City and Grantee.
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 2025-26 Community Arts
Grants Guidelines as defined in Exhibit “A.”
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
Grantee’s budget: income, expenses, or line-item designations, 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 Oct. 2, 2026.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
4
PSALCA-25010CA
11. COVENANT AGAINST DISCRIMINATION.
Grantee will comply with all applicable local, state, and federal laws and regulations prohibiting
discrimination and harassment. Grantee agrees that neither it nor its agents shall discriminate against any
clients, prospective clients, employees, prospective employees, contractors, or prospective contractors
on the basis of race, color, religion, sex, national origin, age, disability or familial status or other protected
classification.
12. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to receive
written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
For Grantee: For City:
Carlsbad-Oceanside Art League City of Carlsbad
Attn: Cheryl Ehlers Library & Cultural Arts Director Suzanne Smithson
300 Carlsbad Village Drive, Suite 101 1775 Dove Lane
Carlsbad, CA 92008 Carlsbad, CA 92011
Email: ncagpresident@gmail.com suzanne.smithson@carlsbadca.gov
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 duly executed by an
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 regardless of conflict of laws principles. Venue, in the event of a dispute, shall be in the North
San Diego County Superior Court.
17. SEVERABILITY.
In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall
not affect other provisions of This agreement which can be given effect without the conflicting provision.
To this end, the provisions of this Agreement are declared to be severable.
18. DRAFTING AMBIGUITIES.
Grantee understands and 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 to seek advice of counsel is
the sole responsibility of Grantee. The Parties negotiated this Agreement with the opportunity to receive
the aid of counsel and, accordingly, intend this Agreement to be construed fairly, according to its terms,
in plain English, without constructive presumptions against the drafting Party.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
5
PSALCA-25010CA
19. SIGNING AUTHORITY.
The representative for each Party signing on behalf of a corporation, partnership, joint venture or
governmental entity hereby declares that authority has been obtained to sign on behalf of the
corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto
harmless if it is later determined that such authority does not exist.
GRANTEE CITY OF CARLSBAD, a municipal corporation of
the State of California
*By: By:
(1st signature here) SUZANNE SMITHSON
Library & Cultural Arts Director
As authorized by the City Manager
CHERYL EHLERS, Chief Executive Officer
(Print name/Title)
info@northcoastalartgallery.com
(Email address) ATTEST:
For SHERRY FREISINGER, City Clerk
(Date)
**By:
(2nd signature here)
Morgen Fry, Assistant City Clerk
CAROLYN ALKIRE, Chief Financial Officer
(Print name/Title)
clalkire@sbcglobal.net
(Email address)
(Date)
If required by City, proper notary acknowledgment of execution by contractor must be attached. If a
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
For CINDIE K. McMAHON, City Attorney
By: ____________________________
Deputy City Attorney
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
7/13/2025
7/15/2025
6
PSALCA-25010CA
EXHIBIT “A”
SCOPE OF GRANT
The Arts Commission met and approved the grant awards on May 1, 2025, indicating funding is in
accordance with the Final 2025-26 Funding Plan.
Grant Support Documents
Required
• Fiscal Year 2025-26 Community Arts Grants Guidelines
• Completed Community Arts Grants 2025-26 Application
Optional, As Needed
• Community Arts Grants 2025-26 – Project Budget Information
• Community Arts Grants 2025-26 – Revised Project Form
• Community Arts Grants 2025-26 – Revised Project Budget Information
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
1
FISCAL YEAR 2025-26
COMMUNITY ARTS GRANTS GUIDELINES
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic,
creative and cultural activity in the City of Carlsbad and the North San Diego County region. The Cultural Arts Office manages
funding programs to provide financial support to organizations, schools and individuals for various projects through a
competitive application and review process. These projects benefit the community through an array of activities for schools,
artists and organizations. The Community Arts Grants program was identified for continued and increasing support by the
Carlsbad City Council through the 2018 Arts & Culture Master Plan.
The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural programming that promotes the
representation and participation of diverse groups of individuals, including and not limited to people of differing abilities,
class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations, or veteran status.
Our mission supports the following values:
• Provide inclusive opportunities for arts & culture experiences for Carlsbad students and residents
reducing/eliminating barriers for participation.
• Provide arts education and lifelong learning opportunities for all ages.
• Support local and regional arts organizations as an important component of the economy and quality of life in
Carlsbad and North San Diego County.
• Support arts education in schools and through affiliated organizations.
• Develop and support organizational strength and capacity of Carlsbad arts organizations.
• Encourage new and emerging artists, arts organizations and programs in Carlsbad, CA.
• 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 2025-26 OVERVIEW
The updated FY 2025-26 guidelines reflect national grantmaking trends and best practices and support funding for artists and
arts organizations in Carlsbad and surrounding areas. Guidelines were approved by the City of Carlsbad’s Arts Commission on
Dec. 5, 2024.
Total funding available for the FY 2025-26 cycle is $117,128. All final reports are due within 30 days of the completion of the
event or Oct. 2, 2026, whichever comes first. The first 80% of all awarded funds will be disbursed after agreements are
executed and by the Sept. 2, 2025, grant start date; the final 20% once the final report and budget are submitted and
approved.
HEALTH AND SAFETY
Grantees are asked to remain vigilant and informed of health and safety requirements, including mandated protocols as
outlined by state, county, local or other governmental bodies always. Failure to do so may result in cancellation of the
agreement and grant funds.
Important dates for the FY 2025-26 grant cycle application are as follows:
• Applications open: Monday, Feb. 10, 2025
• Applications due: Monday, Mar. 17, 2025
• Arts Commission Funding Plan review & approval: Thursday, May 1, 2025, subject to change
• Funding Cycle begins Tuesday, Sept. 2, 2025
• All projects must be completed by Wednesday, Sept. 2, 2026
• Applications can be accessed online.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
2
UPDATES FOR THIS YEAR
• Professional artist or outside consultant: All proposed arts projects must involve a professional artist or outside
consultant in lieu of or in addition to the applicant/teacher. Example, professional graphic artist, choreographer, etc.
from outside of the project site. SEE EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
• NOTE: Educational Institutions Application Limit: There is a cap on the number of applications for Educational
Institutions (Arts in Schools) of (3) three grants per school site. For detailed requirements, please refer to the Arts in
Schools Requirements section.
ELIGIBILITY FOR ALL APPLICANTS; IMPORTANT: READ CAREFULLY
All applicants, including fiscal agents and school-affiliated groups, must comply with the following:
• Nonprofit Status: Applicants must be recognized as nonprofit, tax-exempt organizations by the Internal Revenue
Service (IRS) or the California State Franchise Tax Board. A complete Statement of Information should be on file with
the California Secretary of State. This statement should be filed within the first 90 days of incorporation and updated
in accordance with state law.
• Tax Identification: Applicants must provide their Federal Employer Identification Number (FEIN) from the IRS.
Information will be checked through GuideStar’s Charity Check.
• PLEASE NOTE: all organizations, including schools, must submit the names and contact information for the authorized
signatories. Applications that do not identify the correct signatories for an organization or school will not be accepted.
• Specific exemptions for Educational Institutions: Educational institutions are exempt from the need for tax-exempt
status under Section 501(c)(3) but are still eligible to apply.
• Partnership Projects: For projects involving partnerships, only one application is allowed. If a school partners with an
arts organization or artist, a signed agreement between the parties is required, with the school as the lead applicant.
APPLICATION PROCESS
When applying, organizations must ensure the following:
• Proof of nonprofit status: Provide evidence of nonprofit status or details of a fiscal agent.
• Statement of Information: Submit a current California Statement of Information reflecting Active Status, along with a
list of Authorized Signatories, their signing authority, and the type of authority (individual or joint).
GUIDELINE APPENDICES
• Appendix 1 – Frequently Asked Questions (FAQ’s)
• Appendix 2 – Ineligible Organizations and Activities
FISCAL YEAR 2025-26 FUNDING CATEGORIES
Funding is structured by the 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 - $7,500 maximum award per grant
• Emerging Arts Organizations - $5,000 maximum award per grant
• Educational Institutions and Affiliated Groups (Arts in Schools) - $3,500 maximum award per grant. Three (3) grants
maximum per school site per year.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
3
ARTS ORGANIZATIONS
• Arts organizations must be registered 501(c)(3) nonprofit organizations for at least three years as of Jan. 1, 2025.
• Applicants may only submit one (1) application per funding cycle and cannot apply to multiple categories.
• Arts organizations grants - $7,500 maximum award per grant.
• All arts projects require the participation of a professional artist or an outside subject matter expert.
• Arts projects will be defined as programs, activities, and events primarily designed to be arts focused. These projects may
be presented in person, or virtually if any government issued health mandates are in effect.
• Arts project grants awards must be used for specific art project support and cannot be used for general operating support.
EMERGING ARTS ORGANIZATIONS
• Emerging arts organization must be based in Carlsbad, CA.
• These grants are for smaller nonprofit organizations that are relatively new to the nonprofit community.
• Emerging arts organizations - $5,000 maximum award per grant.
• Must have a nonprofit 501(c)(3) status of three (3) 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 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 of no more than
10% of the amount awarded to the applicant.
• Projects must take place in Carlsbad, CA and 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
FISCAL AGENT REQUIREMENTS
o Individuals or organizations in the process of applying for nonprofit status may apply through a fiscal agent.
o Any partnership between an individual, educational institution or organization must include a letter of agreement from
the partnering entities.
o Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee of no more than
10% of the amount awarded to the applicant.
o Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants for their organization.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
• Arts in Schools requests are only available to nonprofit schools or school-affiliated groups in Carlsbad, CA.
• Arts in Schools are defined as programs, activities, and events that are primarily designed to be arts focused.
• Arts in Schools grants - $3,500 maximum award per grant with a maximum of three (3) grants per school site per year.
• Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a
maximum of three (3) grant applications from the categories below. See FAQ’s for further information on acceptable
categories:
o Performing arts
o Visual arts
o Nontraditional arts, such as culinary, digital, creative writing, etc.
o STEAM projects with a focus on the arts
o Arts initiatives focused on arts careers and development of arts skills. Can include arts management, non-performance
skills such as design, costuming, stagecraft, career talks or coaching by subject matter experts
o All three (3) submissions cannot be from a single art form within a category. (e.g. three dance projects in performing
arts)
• In-school grant projects utilizing teaching artists as part of the grant may not use a full-time hourly or salaried employee(s)
of the respective school district to lead activities, performances, or projects; however, they may utilize teaching artists
employed by other school districts.
o Out-of-school programs utilizing teaching artists as part of the grant may utilize teaching artists that are employed by
any school district.
• All partnerships must include a signed letter of agreement from the partnering entities.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
4
APPLICANT INFORMATION
FY 2025-26 Grant Cycle Schedule
Feb. 10, 2025 Applications Open
Feb. 18, 2025 Applicant Workshop virtual.
Feb. 18 - Feb. 28, 2025 Technical assistance meetings available by appointment
Mar. 17, 2025 Application Deadline: applications must be submitted electronically to City by 11:59 p.m.
Mar. 24 – Apr. 21, 2025 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists,
arts professionals, and educators
May 1, 2025 Funding plan presented to Arts Commission for review and approval
May 12- June 30, 2025 Begin email notifications to Grantees of award and City create and route DocuSign agreements for
electronic signatures.
Sept. 2, 2025 Project/activity period opens.
Sept. 2, 2026 Project/activity period closes.
Oct. 2, 2026 All FY 2025-26 Final Reports are due. Grantees complete a Final Report within 30 days of the program
end date or by Oct. 2, 2026, whichever comes first.
APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS
Application information and links, including online tutorials, will be available on the Community Arts Grants application portal. The
following resources will be available for applicants in the fiscal year 2025-26 cycle:
• The applicant workshop will include a general overview of the grant process, application and procedures. New applicants
are required to attend.
• Technical Assistance Meetings – 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 the Applicant Workshop prior to the appointment. To schedule a one-on-one appointment, please call Cultural Arts office at 442-339-2090 or email Arts@carlsbadca.gov
• Please note that staff will review applications for effective and impactful delivery of information and ensure completeness
and clarity of the information supplied. Staff will not provide 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 of local and regional artists, arts professionals, and
educators. The panelists’ scoring will inform 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 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 the respective grant category.
• Panelists may be asked to convene to discuss the application’s merits.
• 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.
The scoring of applications will be based on the following criteria, with a maximum score of 50 points. 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.
• 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
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
5
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.
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.
AGREEMENT REQUIREMENTS FOR GRANTEES
Upon approval of your application:
• Legal Agreement with the City of Carlsbad: To proceed with your project, you must first enter into a legal agreement with
the City of Carlsbad. City will route the agreement using DocuSign to obtain secure electronic signatures, and the
commencement of your project is contingent upon the execution of this agreement.
• Non-Profit Corporation Signing Authorities: All agreements MUST be signed by two officers listed on the Statement of
Information filed with the California Secretary of State for your organization (or as listed on the most recent board roster).
These officers should be those who are authorized to enter into legally binding agreements on behalf of your organization,
such as CEO, CFO, Treasurer, Secretary.
One corporate officer from each of the following groups must sign the agreement:
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.
You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this
website: Search | California Secretary of State. Further documentation of signature authorization will be requested if the most
recent Statement of Information has not been filed.
Specific Entity Requirements:
o Fiscal Agents: The agreement must be signed by two officers from the fiscal agent’s organization, as per organization’s
Statement of Information.
o Educational Institutions: A Signature Delegation Form must be completed by the school principal and a district
representative (e.g., Assistant Superintendent).
o School-Affiliated Groups (i.e., school booster groups): Follow the same signature requirements as nonprofit
organizations.
IMPORTANT NOTE: Applicants who have been granted funding in previous cycles must meet all requirements from those past
agreements before they are eligible to receive a new agreement for the FY 2025-26 cycle.
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 thirty (30) days of receipt of request. This includes but is not limited to,
agreements, revised project forms, final reports, and financial accounting.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
6
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 the grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement.
All participation in promotion through the city’s social media channels and other outlets, is subject to staff review, editing
and approval prior to promotion.
• Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office staff that will be extended to the Carlsbad Arts Commission
at least two (2) weeks in advance of program.
o Extensively promote funded events and projects with appropriate verbiage as indicated in “Public Acknowledgement”
stipulated above.
FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts staff may monitor grant projects during 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.
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.
All final reports are due within thirty (30) days of the completion of the event or Oct. 2, 2026, whichever comes first, to receive the
final award payment. Excessively late submission of a final report may result in action taken per contract.
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Cultural Arts office at 442-339-2090 or email
Arts@carlsbadca.gov.
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 the 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 significantly altered or shifted from
stated goals in the original approved application and/or revised project form. Canceled funds must be returned to the
Cultural Arts Office within thirty (30) days of written notification.
• No two (2) entities (organization or school/affiliated groups) may apply for funding for the same project.
• Applicants may only apply to one (1) category per funding cycle.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
7
OTHER INFORMATION
Carlsbad Arts Commission Meetings:
Carlsbad Arts Commission meetings are public, and information is available on the city website. A meeting is scheduled for
May 1, 2025, to approve the FY 2025-26 Community Arts Grants Funding Plan. 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 (5) 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 sample can be found at the Community Arts Grants webpage.
• Signatory Information as described in the section titled “Agreement Requirements for Grantees.”
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 (1) category per fiscal year grant cycle.
What projects are eligible for the Emerging Arts Organization category?
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
o Ethnic or indigenous art forms
o Digital art forms such as film, animation, etc.
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 or technical assistance meeting is required for all new applicants and those applying in the Emerging Arts
Organization category. Workshop attendance or technical assistance meetings by returning awardees is highly recommended as an
opportunity for staff to guide and assist applicants in the FY 2025-26 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 panelists score, Cultural Arts staff will create a funding plan based on these factors, which is forwarded to the Arts
Commission for final approval.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
8
Can one school site apply for multiple educational institutions (or Arts in Schools) grants?
Yes. Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of
three (3) grant applications per educational institution amongst the list below; all three (3) submissions cannot be from a single
medium.
Examples of acceptable mediums:
• Performing arts
• Visual arts
• Nontraditional arts, such as culinary, digital, creative writing, etc.
• STEAM projects with a focus on the arts
• Arts initiatives focused on arts careers and development of arts skills. Can include arts management, non-performance skills
such as design, costuming, stagecraft, career talks or coaching by subject matter experts
• All three (3) submissions cannot be from a single art form within a category. (e.g. three dance projects in performing 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 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.
• 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.
• Project or 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.
• Ongoing, recurring administrative expenses.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 1
Demo and Expression
Fiscal Year 2025-26: Arts Projects for Arts
Organizations
Carlsbad Oceanside Art League
Cheryl Ehlers
300 Carlsbad Village Drive, Suite 101
Carlsbad, CA 92008
info@northcoastalartgallery.com
O: 760-434-8497
Cheryl Ehlers
300 Carlsbad Village Drive, Suite 101
Carlsbad, CA 92008
ncagpresident@gmail.com
O: 760-519-1551
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 2
Application Form
Application Verification
Application Type Verification:*
This application is for Arts Organizations applying for the 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 verify that this is the application for the Arts Projects for Arts Organizations category.
Guidelines & Eligibility Requirements 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 the eligibility requirements.
Fiscal Sponsor Role
As an Arts Organization, would you be interested in acting as a Fiscal Sponsor for individual artists to apply for
future Community Arts Grants? This would not impact your own organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach out with more information. We appreciate your support of individual
artists! (OPTIONAL)
Yes
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)
*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
•Arts Organizations must be registered 501(c)(3) nonprofit organizations established for at least 3 years as
of January 1, 2025
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 3
•Applicants may only submit one application per funding cycle and cannot apply to multiple categories
Past Funding*
Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past?
Yes
Are you an individual artist applying through a fiscal agent?*
No
Primary Organization Name
Name as shown on an IRS letter of determination.
Carlsbad-Oceanside Art League
DBA (if applicable)
N/A
Organization Website
https://northcoastalartgallery.com/
Organization Mission Statement:
Please provide your organization's mission statement. If you have a GuideStar profile, you may copy and paste
your organization's GuideStar mission statement or provide another version here. If you are an individual artist,
use this section to give us an idea of your mission/vision as an artist.
We strive to encourage artistic growth, and open the world of art to everyone irrespective of their level of
artistic or creative experience, while providing accessible platforms, resources, arts education, using their
artistic expression, and providing opportunities for artists, and the community at large to engage with us.
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.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 4
I understand that should my organization receive funding for this 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
Project Information and Narrative
•Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad
•All arts projects/activities require the participation of an artist or subject matter expert
•Arts Project grants have a maximum award of $7,500 ( Note: those applying in Emerging Arts Organization
category have a maximum award of $5,000)
Project Name:*
Please provide us with the name of the arts project.
Demo and Expression
Project Summary:*
Please provide us with a brief summary of your project.
Demo and Expression will present, 17 free interactive art /education programs, with free supplies provided
to the community at large.
11 ea. are the 1st Thursday of each mo. for two hours, 1:30pm – 3:30pm, at the Pine Avenue Community
Center, Carlsbad, with (2) in-house at the COAL/North Coastal Art Gallery in Carlsbad at 1:30pm-3:30pm, and
(2) added demos at the COAL/North Coastal Art Gallery, for two hours, 5pm-7pm. All classes are with
selected master instructors, who also understand the value of art of instruction and communication. Open to
the community at large, ages 16 and up.
This year we added 6 new Youth Demo/Art programs free, interactive, with art supplies provided. Open to all
ages of the community at large. NOV 2025 at the CB Village Street Faire, (recycled matls.). DEC 2025 in the CB
Village Plaza. (2) in MAY 2026) - MAY 1-30 is an open art exhibition for age groups 1st -12th grade at
COAL/North Coastal Art Gallery, MAY 3 at the CB Village Street Faire, JUN 28 at the CB Art in the Village,
(recycled matls.), AUG 22 at the CB Village Plaza, (recycled matls.)
Our marketing is agressive, and weekly, and we engage every advertising tool available to us., We have
dedicated website page for Demo and Expression, registration is available online, we accept walk-in' s, use
local news, free & paid ads , connect with all city event posting avenues, solicit each Demo on our YouTube
Channel free, connect with local artist-based organizations/groups, and network.
Project Start Date:*
Please note that project start date must be on or after September 2, 2025.
09/11/2025
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 5
Project End Date:*
Please note that the project end date must be on or before September 2, 2026.
08/24/2026
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.
17 Total Demo Expression Programs
2025 - Pine Ave. Community Ctr., 3209 Harding St., Carlsbad, CA at 1:30pm to 3:30pm, other locaitons noted.
Sept11 / Oct9 / Nov6 @ CB Village St. Faire, Youth Demo/Art Program, 8am – 4pm / Dec1 @ CB Village Plaza,
Youth Demo-Art Program, 12pm - 2pm
2026 - Pine Ave. Community Ctr. are at 1:30pm to 3:30pm, others locations noted.
Jan8 / Feb5 / Mar5 / Apr9 @ NCAG/ May1-30 @ NCAG, 1-Mo. Youth Art Exhibit, 1st-12th / May3 @ CB St.
Faire, Youth Demo/Art Program, 8am- 4pm/ May7 / Jun4 / Jun11 @ NCAG, 5-7pm / Jun28 @ CB Art in the
Village, Art Program, 8am-4pm / July9 @ NCAG,1:30pm / Aug13 @ NCAG, 5-7pm / Aug22 @ CB Village Plaza,
Youth Art Program, 12pm-4pm
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 $7,500 for one-year arts projects.
$7,500.00
Participants:*
Total number of expected participants for this project (i.e. artists, coordinators, directors.)
123
Audience:*
Total number of expected audience attendance for this project.
2350
Previous Project Success:
If your organization has completed a similar project, please provide details of the project and why it was
successful.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 6
2024-2025, Demo and Expression program, which completes at the end of August 2025, we will have
unleashed a variety of new art programs surpassing the previous years both in instruction, and engagement.
2025 year we included (2) youth art programs, not offered in previous years. (1) was tested in 2022, and
produced a huge success amongst the community, with almost 800 participants with (1) Art in the Village in
June 2025 and (1) in the Carlsbad Street Faire in November 2025. in 2025-2026 we are excited to include (4)
more youth programs.
2024-2025, we have reviewed and refined our selection of professional demonstration art instructors to
include those that enjoy engaging with the public, and who are versed at providing instruction that can meet
all levels of participants, and who want to support the arts in the community. Based on all positive responses,
and information gathering, we are excited to be able to engage a more diverse group of the community at
large, and provide the best experience to everyone.
By keeping on top of the community’s needs, and listening to the participants, we have been able to
orchestrate higher quality demonstrations, represent more diverse art projects, and increase our volunteer
participation levels. We have a forward moving vision for the coming year 2025-2026 with much more to
offer the community at large.
Project Distinction:
What makes this project distinctive?
The Demo and Expression program painstaking pays attention to details, and seeks professional talented
instructors that can offer an art and educational experience, while enjoying engagement with the participants,
displaying patience and flexibility, making participants feel comfortable in sharing their own passion for art,
and to meet our expectation of professionalism', while promoting the program to the community at large. Our
requirements are above reproach with respect to the level of communication, and talent required from our
instructors. We want everyone attending to feel welcome, enjoy the experience, no matter what level of art
participation they choose to engage in. It is an exciting program, interactive, hands on, educational, and
tailored to be all inclusive.
Project Goals:
What are the goals (outputs and/or outcomes) of the project? How will you measure your goals?
Our goal has always been to supersede the previous year’s programs, always looking toward success for the
community at large. We continue to work on our outreach efforts via all marketing media avenues available,
and are very active on social media, networking and private sector advertising.
We measure our efforts by using a cumulative direct email Demonstration Survey following each current
month’s program by soliciting feedback/comments from those attending, and we accept solicited
feedback/suggestions the day of the Demonstration. Prior to year-end, we solicit once again, via eblast the
entire Demo Survey to a combined listed of participants, and accumulated walk-ins for follow-up and review.
This allows us to project where there might be a deficit we need to work on requiring adjustments.
So fair negative comments have not been forthcoming, but we continue to monitor and refine the program to
meet expected need for the community.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 7
Target Population:
Who is your target population and why? How will you reach them?
Our target population continues to be the community at large, any/all artists young and older, first timers,
emerging or professionals, and anyone interested in gaining an art education and experience in the process or
expressing their need for artistic expression in a hands-on environment. We want to encourage them and
avenue to experience the joy of art in their world, that can uplift their lives all for free.
We communicate through various platforms, both electronic, word of mouth, hands-on, and have an
aggressive social media presence. We reach out via public networking, news media, and have a dedicated
page on our website for Demo and Expression, that solicits information, artist and easy registration. We
utilize all available art resources, have an, E-Newsletter posted to the public, use the features of the Coast
News, Carlsbad Village Association, chamber of Commerce, event Calendars, North County Star, Rancho Santa
Fe Press, Vista Press, San Diego Union Tribune, Carlsbad Patch, web-based PRPress releases, connect with a
variety of art groups/organizations, utilize the emails contact of the Carlsbad Village Faire media, Patch,
LinkedIn, SD Art Directory, and more.
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 are thankful for the support from the following organizations in support of our Youth Art Program, and
Art/Demo Program that we provide to the community at large.
The Carlsbad Village Faire, provides approval of (2) scheduled spaces available in the plaza, so there is no
conflict with the local businesses. DEC 2025/AUG 2026.
The Carlsbad Business Association (Art in the Village), provides a guarantee that we will have (1) space
available (COAL to pay the fee), to be placed into the JUN 2026 event.
The Carlsbad Chamber of Commerce (Carlsbad Street Faires) provides a guarantee of (2) spaces available,
(COAL to Pay the fee). MAY/NOV 2026.
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 Cultural Arts department at arts@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?
We are pleased to report we have had a growth in our membership that is now eager to participant, and
volunteer in assisting in our various art outreach programs. This reflected a definite change in their
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 8
perspective of volunteerism, and in recognizing how valuable our programs are to the community. This
positive outcome had both benefited, and built character amongst them.
Giving back to others, using your gifted talents for the good of everyone, promotes nothing less than success
for everyone. Many have come to learn and experience the value of volunteering, and now realizing, they too
can add value to the community. When one learns to appreciate a change in attitude toward volunteering,
they begin to see how important the need to participate effect everything.
We are grateful for the reckoning among so many of our member artists, and very thankful for all the
volunteers that are not members, that come forward, just to simply enjoy giving back to the community. One
can one be, happy, healthy in mind, body and soul, by simply helping others. It is magic!
Project Support Information
You may upload support information in this section.
Contact the Cultural Arts department at arts@carlsbadca.gov should you need assistance.
Materials Upload (OPTIONAL, but recommended):
Please upload any marketing materials, images and/or files that would provide more information about your
project.
2024_2025 COAL Marketing.pdf
Videos Upload (OPTIONAL):
Please provide us with a host website link for all videos relevant to the project.
https://www.youtube.com/@northcoastalartgallery-coa5306/videos
Videos Upload (OPTIONAL)
If you do not have a URL that hosts your videos, you may upload it here.
2024_2025 COAL VIDEOS.pdf
Additional Materials:
You may upload any other additional supplemental materials you wish to provide here (i.e. letters of support from
partnering organization(s) that is essential to your project.)
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 9
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
Date of Application Submission:*
03/16/2025
Organization Signatory Information
Please list the names and organizational titles of the two (2) officers listed on the Statement of Information filed
with the California Secretary of State for your organization (or listed on the most recent board roster.) These are
officers who are authorized to enter into legally binding agreements on behalf of your organization (i.e. CEO, CFO,
Treasurer, Secretary.)
One corporate officer from each of the following groups must sign the agreement:
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
You can verify your status with the California Secretary of State and see the officers listed on the Statement of
Information at this website: Search | California Secretary of State
Signor #1 First and Last Name (i.e. Mary Wilson):*
Cheryl Ehlers
Signor #1 Organizational Title (i.e. CEO):*
President
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 10
Signor #1 Email address:*
info@northcoastalartgallery.com
Signor #2 First and Last Name (i.e. Luke Wilson):*
Carolyn Alkire
Signor #2 Organizational Title (i.e. Secretary):*
Treasurer
Signor #2 Email Address:*
clalkire@sbcglobal.net
Budget Information
You may upload budget support information in this section. Please consolidate into one PDF if possible.
Contact the Cultural Arts office at arts@carlsbadca.gov should you need assistance.
Total Project Budget
$7,500.00
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. * PLEASE
USE COMMUNITY ARTS GRANT BUDGET FORM ONLY. Budget forms are available on the Cultural Arts Community
Arts Grants webpage. Please contact the Cultural Arts office at arts@carlsbadca.gov should you need assistance.
COAL FY 2025-26 CAG Budget Form (1).pdf
Organizational Budget:*
Please upload a current organizational budget.
2024 COAL ANNUAL BUDGET.pdf
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 11
Letter of Determination:
If you are a first time grant applicant with the City of Carlsbad, please upload your IRS Letter of Determination.
Audited Financials:*
Please upload your organization's most recent completed short form 990s.
990 EX 2023 Federal Tax Return Documents (CARLSBAD-OCEANSIDE ART).pdf
Board Roster:*
Please upload your organization's roster of board members and ensure the document includes names, titles,
organization/business affiliation and areas of expertise. Alternatively, we will also accept the most recent board
meeting minutes that includes the board roster.
COAL Directors of the Board.pdf
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Cheryl Ehlers Carlsbad Oceanside Art League
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 12
File Attachment Summary
Applicant File Uploads
• 2024_2025 COAL Marketing.pdf
• 2024_2025 COAL VIDEOS.pdf
• COAL FY 2025-26 CAG Budget Form (1).pdf
• 2024 COAL ANNUAL BUDGET.pdf
• 990 EX 2023 Federal Tax Return Documents (CARLSBAD-OCEANSIDE ART).pdf
• COAL Directors of the Board.pdf
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Carlsbad Oceanside Art League
MARKETING MATERIALS
Demo and Expression webpage:
https://northcoastalartgallery.com/demos-expression-artists/
YouTube Channel
https://www.youtube.com/@northcoastalartgallery-coa5306/videos
TO REGISTER/RSVP for a class, Walk-in’s are welcome: https://form.jotform.com/230346999120156
@northcoastalartgallery-coa5306
https://www.youtube.com/@northcoastalartgallery-coa5306/videos
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
FREE • EXPLORE ART WITH US
Sponsored in part by the City of Carlsbad Cultural Arts
~
~
January 9, Charcee Colosia
Watercolor media, interactive
demonstration of intuitive drawing,
and the freedom of expression.
February 6, Scott Prior
Oil painting demonstration,
techniques, styles and more.
March 6, Sherry Roper
Oil painting demonstration,
techniques, styles and more.
RSVP ONLINE FOR
SEATING
9 Pine Ave. Community Center
3209 Harding St., Carlsbad, 92008
V :~:':eobnsi\~e Home page of
THURSDAYS
......
www.northcoastalartgallery.com '"""'•~•.·• .• "lo .,.-~
FREE • EXPLORE ART WITH US
Sponsored In part by COAL and
the City of Carlsbad Cultural Arts
~
~
April 9, Tracie Fearing
Acrylic media, interactive,
instructional demonstration. To
evoke a passion and appreciation
of creativity.
May 8, Dana McCullough
live model sculpture demo.
Fueled by a passion for creativity,
her exploration of form has led
THURS.
Opens @ 1:30pm
Class@ 1:45 -3:15pm
--
her to sculpting, an endeavor she has
pursued for many years.
RSVP ONLINE FOR
SEATING
. ~ RSVP on the Home page of V our website
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
SEPT. 5, 1:30PM
Pine Ave. Community Ctr.
3209 Harding St., CB 92008
HAVE FUN !!!
SUPPLIES ARE PROVIDED
Sl&I UP IILINE THU
DEMOS PAGE
sponsored in par1 bythe Coty or~ rtsbad Cultural Arts
JAN 9 -1:45pm - 3:15pm
PINE AVENUE COMM. CTR., 3209 HARDING ST., CB, 92008
INTERACTIVE, FREE! Sponsored in part by the
City of Carlsbad Cultural Arts
DETAILS: REGISTER ONLINE on our PROGRAMS page
northcoasta lartg a 11 ery. com
~
MAR 6 -1:45 -3:15pm
Doors open @ 1:30pm
INTERACTIVE FREEi Sponsoredinpartbythe
J • City of Carlsbad Cultural Arts
DETAILS: REGISTER ONLINE on our PROGRAMS page
north coasta lartg a I le ry. com
OCT 10, 1:30 PM
PINE AVENUE COMM CTR
3209 HARDING ST CB 92008
TONI WILLIAMS, OIi
SUPPLIES ARE PROVIDED
SIGN UP OILINE TODAY
FROM OUR DEMO PAGE
no rt hcoastala rtga llery. com Sponsored rn part by.,-,.
0ty Of ca.l:5btd Cul'CUfal Ml
FEB 6 -1:45 -3:15pm
Doors open@ 1:30pm
~-TAKE IT AS IT IS
REALITY IN A CONTEMPORARY GENRE
with
Scott W. Prior, Oil
YOUR HOST:
SCOTT BRUCKNER
INTERACTIVE, FREE! Sponsored in part by 1he
City of Carlsbad Cullur&I Ar1S
DETAILS: REGISTER ON LINE on our PROGRAMS page
northcoa sta la rtga lie ry. com
r•mirtJOJ u iJ f 1-i t, m
APR 10 -1:45 -3:15pm
Doors open @ 1:30pm
UPDATE · MOVED TO THE NCAG GALLERY
300 CB VILLAGE DR., CARLSBAD, CA 92008
ic
ERACTIVE FREEi Sponsored inpartbythe I NT J • City of Carlsbad Cultural Arts
MUST REGISTER TO ATTEND· (4 seats left)
TEXT 760-519-1551 northcoastalartgallery.com
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
All 50 YOUTH SCAN CODE
6RAJIES1-121h IUII ETOlPPll
AWARDS BHPll 17
RECEPTION All ntE DETAILS
ART, FREE! d E ON THE
6PPLJl;A't10 N
Info: arlotte.charceeCgrn,,l,<:om
Sw,t.N OR APPLY ON LINE TODAY
fl!OllTH'COASTALARTGALLERY.COM
MAYS
10AM -4PM
CB STREET FAIRE
Booth 126
ATE A FREE
NAMENT
Carlsbad Oceanside Art League
VIDEOS
Demo and Expression webpage:
https://northcoastalartgallery.com/demos-expression-artists/
YouTube Channel
https://www.youtube.com/@northcoastalartgallery-coa5306/videos
1. Promo Demos and Expression: https://youtu.be/c6RqRaeyWTo?feature=shared
2. Promo Demos and Expression Part 1: https://youtu.be/c6RqRaeyWTo
3. Instructor Demo Toni Williams: https://www.youtube.com/watch?v=dNUtSNBLOX8
4. Instructor Brady Willmott: https://youtu.be/aGQvtuN34QI
5. Instructors Cathy Carey/Julie Weaverling: https://youtu.be/NrRactaB8Cs
6. Youth Art Program – Inspire: https://youtu.be/jzcItLa-2AU?si=ddALW3dzLfUFxzEP 7
7. Instructor Charcee Colosia: https://youtu.be/jzcItLa-2AU?si=ddALW3dzLfUFxzEP
8. Instructor Roberta Dyer: https://www.youtube.com/watch?v=mO5B5OJYeYE
9. Instructor Scott W. Prior: https://youtu.be/fbbt8ttkFRQ?si=UrbWzq8nhtcn1tcL
10. Thanks to the City of Carlsbad: https://www.instagram.com/p/C1M8ZI2CXEO/?hl=en
TO RSVP for a class, Walk-in’s are welcome: https://form.jotform.com/230346999120156
@northcoastalartgallery-coa5306
https://www.youtube.com/@northcoastalartgallery-coa5306/videos
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
THURSDAYS
Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION
$ Notes $
Admissions $ -
Gifts/Merchandise/
Concessions $ -
Advertising $ -
Other $ -
-$ Subtotal Earned Income -$
CONTRIBUTED INCOME $ Notes $
Private $ -
Individual $ -
Public Support $ -
Applicant Cash $ -
CAG Request Amount $ 7,500.00 Amount requested through Community Arts Grants 2025-26
Other $ -
Other $ -
Subtotal Unearned Income 7,500.00$ Subtotal Unearned Income -$
Cash Notes Cash
Project Staff (non-artist) $ -
INCOME TOTALS
PROJECT EXPENSES Notes
7,500.00$ -$
Subtotal Earned Income
Notes
Un
e
a
r
n
e
d
I
n
c
o
m
e
Amount received through Community Arts Grants 2025-26
Ea
r
n
e
d
I
n
c
o
m
e
CAG FY 2025-26 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECT INCOME ORGANIZATION NAME: Carlsbad Oceanside Art League
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
L
Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION
CAG FY 2025-26 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
Project Artist(s) or Arts
Instructor(s) $ 2,575.00 9 instructors. $175 each, 8 instructors, 125 ea. Total of 17
Art/Demo Programs.
Educational Materials/Printing $ 680.00 17 programs with instructor printed program/lesson/reference
materials, for PACC facility & off-site, $40 ea.
Costumes/Props $ -
Sets $ -
Supplies $ 1,700.00 17 Art programs, $100 ea. Supplies required for each program.
Licensing/Royalties $ -
Rentals (space and/or other) $ 1,444.00 7 rentals, $92 ea. @Pine Avenue Com. Ctr. 4 rentals, $50 ea,
@COAL/NCAG Gallery, 3-$200 ea. booth rentals, CB St. Faires
Transportation $ -
Food & Beverage $ 351.00 12 demos, $25 for food/beverages, and 6 Youth Program
Art/Demos, $51 for water
Marketing/Promotion/
Publicity $ 750.00 7 paid ads, $100 ea., and 10 social media boosts, $5 ea.
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALS 7,500.00$ -$
Value Notes Value
Accounting, Program Admin. $ 600.00
1 accountant, and 1 Program Administrator, 1 hr ea. for 12 mo.,
$25 (for reconcilations/coordination efforts).
Videographer/IT/Tech On-site $ 1,275.00
17 demos, 3 hrs., $25 hr. ea. for setup/breakdown if equipment,
prosessing/editing videofor posting live Youtube.
IN-KIND SUPPORT Notes
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
I
Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION
CAG FY 2025-26 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
On-site Program Mgmt $ 700.00 17 demos, 2 hrs, $25 hr. ea. Hosting speaker, day of coordinator,
room monitor
Program Marketing $ 450.00 17 demos, 1 hr. $25 for publicity, marketing, design, data
collection, and processing reports. Surveys, Eblasts.
On-site Program Assistants (2) $ 1,700.00
11 Demo Program, 2hrs, 2 ea. assistants, & 6 Youth Art Program,
2hrs, 2 ea assistants, $25, setup/breakdown/cleanup
IN-KIND TOTALS 4,725.00$ -$
Enter a '0' in any cells that you don't have an amount to add.
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may
Round all budget figures to the nearest whole dollar.
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C
Carlsbad - Oceanside Art League
Board of Directors 2024-2025
Name and Title Affiliation Expertise
President COAL Board of Directors Project management, budgets, marketing, non-profits,
Cheryl Ehlers state regulations, grant mgmt., organizational restructure
Vice President &COAL Board of Directors Artist, Art Therapist, psychologist, program mgmt.
Director of Programs Sponsorship, Fundraising, Instructor
Susan Bell
Treasurer,CFO, Carolyn Alkire COAL Board of Directors /book keeping/ management, grants
Co-Treasurer, Gertrude Lewis
Secretary COAL Board of Directors Artist, art instructor
Judy Richardson
Director of Membership COAL Board of Directors Artist, Program mgmt/coordination
Scott Bruckner
Director of Art on the Green COAL Board of Directors Artist
Deb Capetz
Co-Drirector of Art on the Green COAL Co - Board of Directors Artist, businessman
Craig Meyer
Gallery Director
Gertrude Lewis
Gallery management, oversight, policies COAL - Board of Directors
Accounting
Accounting/book keeping/ management, grants
Instructor
Docusign Envelope ID: 9DB7EB71-F132-44E7-8593-18245BEA1E6C