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HomeMy WebLinkAboutThe North Coast Repertory Theatre; 2025-07-17; PSALCA-25015CAPSALCA-25015CA 1 FISCAL YEAR 2025-26 GRANT AGREEMENT FOR THE NORTH COAST REPERTORY THEATRE, A NONPROFIT CORPORATION This agreement is made on the day of ____________, 2025, by The North Coast Repertory Theatre, a Nonprofit Corporation, 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 Six-thousand three-hundred seventy-five dollars ($6,375) (“Grant”). The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”). Project Title: School Outreach Tours: Winnie the Pooh and Julius Caesar 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 Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 July17th PS A L C A -25 0 1 5 C A 2 Gr a n t e e ’ s m a i n a d d r e s s i s w i t h i n C a r l s b a d c i t y li m i t s , a s s p e c i f i e d i n t h e f i s c a l y e a r 20 2 5 -26 C o m m u n i t y A r t s G r a n t s G u i d e l i n e s . c. Gr a n t e e s h a l l co m p l e t e a l l w o r k i n a c c o r d a n c e w i t h A g r e e m e n t Sc o p e , a s r e a s o n a b l y s o o n a s po s s i b l e , b u t i n n o c a s e l a t e r t h a n t h i r t y ( 3 0 ) c a l e n d a r d a y s , G r a n t e e s h a l l n o t i f y t h e C i t y o f ev e n t s o r p r o p o s e d c h a n g e s t h a t c o u l d a f f e c t t h e A g r e e m e n t Sc o p e . d. Th e G r a n t e e s h a l l b e r e s p o n s i b l e f o r t h e p e r f o r m a n c e o f t h e w o r k , a s s e t f o r t h h e r e i n , a n d f o r th e p r e p a r a t i o n o f r e p o r t s r e q u i r e d b y t h i s Ag r e e m e n t . e. Be f o r e G r a n t e e m a k e s a n y m a t e r i a l c h a n g e s t o t h e A g r e e m e n t S c o p e , G r a n t e e w i l l i n f o r m C i t y St a f f i n w r i t i n g w i t h i n t e n ( 1 0 ) w o r k i n g d a y s o f t h e d e c i s i o n t o i m p l e m e n t s a i d c h a n g e . C i t y m a y re q u e s t d o c u m e n t a t i o n t o s u p p o r t t h e c h a n g e , a n d G r a n t e e a g r e e s t o s ub m i t t o t h e C i t y , i n wr i t i n g , t h e p r o p o s a l r e q u e s t i n g mo d i f i c a t i o n s to t h e A g r e e m e n t S c o p e . G r a n t e e s h a l l m a k e n o ma t e r i a l c h a n g e s t o t h e A g r e e m e n t S c o p e u n l e s s a n d u n t i l C i t y f o r m a l l y a p p r o v e s t h e G r a n t e e ’ s re q u e s t i n w r i t i n g . f. Gr a n t e e sh a l l ac k n o w l e d g e t h e C i t y ’ s Sc o p e o f Gr a n t c o n s i s t e n t w i t h t h e F i s c a l Y e a r 20 2 5 -26 Co m m u n i t y A r t s G r a n t s G u i d e l i n e s , a t t a c h e d h e r e t o a s E x h i b i t “ A. ” g. Gr a n t e e s h a l l p r o v i d e f u l l a n d t i m e l y i n f o r m a t i o n t o t h e C i t y t o u p d a t e s t a f f o n p r o g r a m s a n d in c l u d e n a m i n g t h e C i t y i n a n y p u b l i c a t i o n s a n d / o r s o c i a l m e d i a , w h e t h e r i n d i g i t a l o r p r i n t fo r m a t , a s o p p o r t u n i t i e s ar i s e . h. Gr a n t e e s h a l l r e t a i n a l l r e c o r d s a n d s u p p o r t i n g d o c u m e n t a t i o n , i n c l u d i n g e x p e n d i t u r e r e c e i p t s , ap p l i c a b l e t o t h e A g r e e m e n t S c o p e a n d t h i s A g r e e m e n t f o r a p e r i o d o f t h r e e ( 3 ) y e a r s , a n d m a k e al l r e c o r d s a n d s u p p o r t i n g d o c u m e n t a t i o n r e a d i l y a v a i l a b l e , u p o n r e q u e s t , f o r i n s p e c t i o n a n d / o r au d i t b y r e p r e s e n t a t i v e s o f t h e Ci t y . 4. EV E N T / P R O G R A M P R O M O T I O N A L OP P O R T U N I T I E S . Gr a n t e e h a s t h e o p t i o n t o s u p p l y e v e n t a n d / o r p r o g r a m i n f o r m a t i o n i n c l u d i n g t h e d a t e , l o c a t i o n , t i m e , ad m i s s i o n , pa r k i n g an d re l a t e d de t a i l s fo r in c l u s i o n in Cu l t u r a l Ar t s ’ co m m u n i c a t i o n s su c h as e - ne w s l e t t e r , em a i l s a n d w e b s i t e . A t i t s d i s c r e t i o n , t h e C u l t u r a l A r t s O f f i c e w i l l p r o v i d e s u p p o r t i n d i s t r i b u t i n g t h e in f o r m a t i o n t h r o u g h t h e c i t y ’ s e s t a b l i s h e d c h a n n e l s o f c o m m u n i c a t i o n . I f g r a n t e e w i s h e s t o p a r t i c i p a t e , th e gr a n t e e ne e d s to su b m i t th e in f o r m a t i o n to th e Cu l t u r a l Ar t s Of f i c e at le a s t si x t y ( 60 ) da y s pr i o r to th e ev e n t o r p r o g r a m . Pl e a s e i n i t i a l b o x t o o p t -in t o p r o m o t i o n a l o p p o r t u n i t i e s 5. RE T U R N O F G R A N T FU N D S . If C i t y d e t e r m i n e s t h a t G r a n t e e h a s f a i l e d t o co m p l y w i t h t h e t e r m s a n d c o n d i t i o n s o f t h i s G r a n t Ag r e e m e n t w i t h o u t p r i o r w r i t t e n a p p r o v a l b y t h e C i t y , t h e n , u p o n d e m a n d b y t h e C i t y , G r a n t e e a g r e e s t o re t u r n t o t h e C i t y t h e a m o u n t r e q u e s t e d b y t h e C i t y , u p t o a n d i n c l u d i n g a n a m o u n t e q u i v a l e n t t o t h e f ul l Gr a n t a w a r d . F a i l u r e o f t h e G r a n t e e t o c o m p l y w i t h t h e t e r m s o f t h i s A g r e e m e n t s h a l l no t be th e ca u s e fo r re t u r n of Gr a n t fu n d s if , in th e ju d g e m e n t of th e Ci t y , su c h fa i l u r e wa s du e to no f a u l t o f t h e G r a n t e e . I n su c h c a s e , a n y a m o u n t r e q u i r e d t o s e t t le , a t m i n i m u m c o s t , a n y i r r e v o c a b l e o b l i g a t i o n s p r o p e r l y i n c u r r e d sh a l l b e e l i g i b l e t o b e p a i d b y G r a n t fu n d s . Ho w e v e r , i f , d u e t o a lo c a l h e a l t h o r d e r , Gr a n t e e i s u n a b l e t o co m p l e t e a l l e v e n t s o r r e q u i r e m e n t s o f t h e S c o p e o f G r a n t , G r a n t e e m a y b e r e q u i r e d t o r e t u r n u p t o t h e fu l l a m o u n t o f t h e a w a r d o r a p r o r a t e d a m o u n t b a s e d o n t h e p e r c e n t a g e o f t h e w o r k c o m p l e t e d . 6. RE Q U I R E D RE P O R T S . Fa i l u r e t o c o m p l e t e t h e f o l l o w i n g r e p o r t s m a y r e n d e r t h e r e c i p i e n t i n e l i g i b l e t o r e c e i v e t h e f u l l a n d f i n a l pa y m e n t o f t h e G r a n t a w a r d . a. Su b m i t a R e v i s e d P r o j e c t F o r m , a s r e q u i r e d p e r t h e F i s c a l Y e a r 2 0 2 5 -26 C o m m u n i t y A r t s Gr a n t s G u i d e l i n e s , a t t a c h e d h e r e t o a s E x h i b i t “ A , ” w i t h i n t h i r t y ( 3 0 ) d a y s o f G r a n t a w a r d no t i f i c a t i o n . b. Su b m i t a F i n a l R e p o r t i n c l u d i n g a l l r e q u i r e d a t t a c h m e n t s b y c o m p l e t i n g t h e d e s i g n a t e d f o r m t o Do c u s i g n E n v e l o p e I D : 6 3 6 D 0 8 3 7 - 6 8 7 E - 4 5 6 1 - A 5 4 8 - C E B 8 5 D C 4 8 1 5 4 [] PSALCA-25015CA 3 the City (30) calendar days after the Agreement Scope end date or, Oct. 2, 2026, whichever is earlier. 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: 636D0837-687E-4561-A548-CEB85DC48154 PSALCA-25015CA 4 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: The North Coast Repertory Theatre City of Carlsbad Attn: Bill Kerlin Library & Cultural Arts Director Suzanne Smithson 987 Lomas Santa Fe Drive 1775 Dove Lane Solana Beach, CA 92075 Carlsbad, CA 92011 Email: Bill@northcoastrep.org 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: 636D0837-687E-4561-A548-CEB85DC48154 PSALCA-25015CA 5 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 MARC TAYER, Chief Executive Officer (Print name/Title) mtayer@roadrunner.com (Email address) ATTEST: For SHERRY FREISINGER, City Clerk (Date) **By: (2nd signature here) Morgen Fry, Assistant City Clerk KATY TANGHE, Secretary (Print name/Title) katytanghe@yahoo.com (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: 636D0837-687E-4561-A548-CEB85DC48154 7/7/2025 7/14/2025 6 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 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: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 1 School Outreach Tours: Winnie the Pooh and Julius Caesar Fiscal Year 2025-26: Arts Projects for Arts Organizations North Coast Repertory Theatre Bill Kerlin 987 Lomas Santa Fe Drive Suite D Solana Beach, CA 92075 Bill@northcoastrep.org O: 858-481-2155 Bill Kerlin 987 Lomas Santa Fe Drive Suite D Solana Beach, CA 92075 Bill@northcoastrep.org O: 858-481-2155 Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre 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) 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 •Applicants may only submit one application per funding cycle and cannot apply to multiple categories Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 3 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. North Coast Repertory Theatre DBA (if applicable) North Coast Repertory Theatre A Non Profit Corporation Organization Website https://northcoastrep.org 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. The Theatre School @ North Coast Rep encourages young people to explore the adventures of live performance so they can further understand and appreciate it as an art form. With this foundation, we are dedicated to educating future theatre professionals in the highest standards of the most essential elements of theatre, and inspiring students to become lifelong theatre supporters. Our Theatre School offers students the skills and confidence they need to excel in any profession. 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: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre 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. School Outreach Tours: Winnie the Pooh and Julius Caesar Project Summary:* Please provide us with a brief summary of your project. The Theatre School @ North Coast Rep requests $7,500 to bring live theatrical performances to the students of Carlsbad. For the first time ever, we are offering two different outreach tours; one geared towards elementary school students, and one geared towards middle and high school students. These performances will feature casts that combine experienced Theatre School students and professional adult actors. Through this unique experience, student audiences may more clearly connect with various characters while alleviating apprehension or anxiety they may have about the material. Winnie the Pooh, which will bring those beloved characters from Hundred Acre Wood to life, aims to instill a deeper understanding of language and inspire the next generation of performers and arts lovers. The performances of Julius Caesar will breathe life into Shakespeare's words, making the Bard's work more accessible and understandable for student audiences. The desired outcome is that students will gain an enhanced enjoyment of Shakespeare’s plays and feel decreased intimidation when reading and studying them. Project Start Date:* Please note that project start date must be on or after September 2, 2025. 09/01/2025 Project End Date:* Please note that the project end date must be on or before September 2, 2026. 05/31/2026 Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 5 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. Auditions for Winnie the Pooh will take place during the first week of September. Rehearsals then begin the following week and continue through early October. Performances will take place in schools from mid- October through November. Auditions for Julius Caesar will take place in early January. Rehearsals then run until the end of February, and the show will go on tour during March, April, and May. 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.) 15 Audience:* Total number of expected audience attendance for this project. 3000 Previous Project Success: If your organization has completed a similar project, please provide details of the project and why it was successful. Not only does the Theatre School @ North Coast Repertory Theatre provide classes, workshops, and eight student-acted productions throughout the year, but we also strive to make these opportunities as accessible and inspiring as possible. Our Theatre School teaches skills that promote a lifelong passion for the arts, whether students seek to pursue a career in theatre or to take their newfound confidence and creative self- expression to any other profession. Now in its 43rd season, North Coast Repertory Theatre has grown from a community theatre to a nationally recognized professional regional theatre. Reaching nearly 2,000 students each year, the Theatre School @ North Coast Rep offers quality training to local students, developing and deepening their appreciation of the arts within the Carlsbad and North County communities. Previously, Theatre School @ North Coast Rep has received funding from the City of Carlsbad Community Arts Grants for a similar program in 2019, 2021, 2022, and 2023. Each year, the program has grown in interest, scope, and audience size. Alongside our school performances, we also offer a free public performance for all friends, family, and community members to attend. Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 6 Project Distinction: What makes this project distinctive? San Diego has a thriving theatrical community. These performances will give the artists an opportunity to share their interpretations and insights in an interactive way, allowing students to see the contemporary relevance of these two iconic works while introducing them to the richness of the local theatre community. For some students, the words of Shakespeare and Milne might just be old poetry in a book, but by watching real actors bring the magic of their work to life, students will find personal connections to these classic works. The inclusion of theatre school students in the cast will help students in the audience see the full possibilities of their own creative expression. While professional and youth theatres exist throughout San Diego, our production will come directly to the students, eliminating issues of accessibility that often surround theatre. After both productions, students have the opportunity to ask the actors questions and hear what insights the actors have into the play. In the same way that English teachers will say Shakespeare's writing is meant to be heard and not read, we believe that Shakespeare's plays are meant to be fully embodied rather than read aloud off the page. Watching live actors brings Shakespeare's timeless words to life, increasing student interest and comprehension. Project Goals: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? The combination of professional actors and teaching artists with student actors will not only provide Carlsbad schools with a professional-quality show but help audience members see themselves in the portrayal of the characters. We hope to inspire them to express themselves in artistic, creative ways by watching positive examples of their peers doing the same. Part of the evaluation process for the project occurs during the performance itself! Actors will experience the live reactions of the audience during the performance; how the audience responds influences the continued performance in real time. The energy exchanged between the actors and the audience makes live theatre more engaging than any other art form, and no two performances are exactly the same. Our artists carefully navigate each unique audience to ensure every performance is as engaging and educational as possible. Since the talk-back portion of the program occurs immediately following the performance, students are able to voice their opinions, reactions, and questions after seeing what choices the actors made. A further evaluation will be offered to the school after the completion of the program so teachers and students may discuss their responses and the project's effectiveness more completely, before returning the evaluation to the Theatre School @ North Coast Rep so we may enhance future instruction and performances. Target Population: Who is your target population and why? How will you reach them? The target audience is elementary, middle, and high school students in Carlsbad. We hope to reach the 6,200 students in the Carlsbad Unified School District and their teachers to experience these readings in performance. Our performance techniques seek to perform the show WITH the students instead of just for them, dropping them straight into the heart of the action. Tapping directly into that spirit of community, our performances engage the audience further by casting audience members on the spot, welcoming them to the stage, and having them join the action as actors. By removing the rigid artifice of what students might deem proper theatre etiquette, we hope they will shed the barriers that could prevent them from engaging more deeply with the material. Additionally, the physical nature of live performance helps clarify confusing sections of text that may trip up students if just read off the page. Shakespeare intended for his plays to be a communal Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 7 experience, encouraging audience members to engage with the production however they wished, often creating raucous environments more akin to modern concerts. Having offered a similar project to schools in Carlsbad previously, we have discussed with school leaders which plays they read as part of their curriculum to best align with their desired learning outcomes and the preferred length of performance. Project Partnerships: If applicable, please provide names and brief descriptions of roles for any partners in this project. This would include any organizations, artists or individuals involved in your project that are not employed or affiliated with the applying organization. N/A Partner Resumes: If applicable, you may upload any resumes of teaching artists, artists or any other partners in the proposed project here. Please consolidate into one PDF if possible. Contact the Cultural Arts department at arts@carlsbadca.gov should you need assistance. Ben Cole resume.pdf Organization Changes/Challenges/Circumstances: What special circumstances, challenges or changes have affected your organization? What impact has this had on your organization? Our Theatre School's overall enrollment hasn't recovered to pre-pandemic levels just yet so our Shakespeare outreach tour has been a vital tool for the Theatre School, not only bringing the transformative power of theatre to deserving students but also increasing visibility and awareness of the Theatre School. Over the past few years, we've had dozens and dozens of students participate in Theatre School camps, classes, and productions after watching one of the outreach productions. With the outreach tours becoming such an essential part of our work, we've excitingly made the decision to expand it and create a second elementary school production so we can bring vibrant and engaging educational arts programming to a whole new set of students. 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. Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 8 Videos Upload (OPTIONAL): Please provide us with a host website link for all videos relevant to the project. https://vimeo.com/1065977700 Videos Upload (OPTIONAL) If you do not have a URL that hosts your videos, you may upload it here. 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.) 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:* 03/14/2025 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, Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 9 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):* Bill Kerlin Signor #1 Organizational Title (i.e. CEO):* Managing Director Signor #1 Email address:* bill@northcoastrep.org Signor #2 First and Last Name (i.e. Luke Wilson):* David Ellenstein Signor #2 Organizational Title (i.e. Secretary):* Artistic Director Signor #2 Email Address:* david@northcoastrep.org 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 $20,000.00 Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 10 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. North Coast Rep FY 2025-26 CAG Budget Form.pdf Organizational Budget:* Please upload a current organizational budget. NORTH COAST REP - ORG BUDGET FOR FISCAL YEAR 2024-25.pdf Letter of Determination: If you are a first time grant applicant with the City of Carlsbad, please upload your IRS Letter of Determination. North Coast Rep - IRS determination letter as a 501c3 charitible organization.pdf Audited Financials:* Please upload your organization's most recent completed short form 990s. NCRT Form 990 - 2022-2023.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. North Coast Repertory Theatre _Board List.pdf Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Bill Kerlin North Coast Repertory Theatre Printed On: 19 March 2025 Fiscal Year 2025-26: Arts Projects for Arts Organizations 11 File Attachment Summary Applicant File Uploads • Ben Cole resume.pdf • North Coast Rep FY 2025-26 CAG Budget Form.pdf • NORTH COAST REP - ORG BUDGET FOR FISCAL YEAR 2024-25.pdf • North Coast Rep - IRS determination letter as a 501c3 charitible organization.pdf • NCRT Form 990 - 2022-2023.pdf • North Coast Repertory Theatre _Board List.pdf Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Benjamin Cole | Director of Theatre School Education and Outreach Benjamin Cole is proud to lead as the Director of Theatre School Education and Outreach for North Coast Repertory Theatre. With over 20 years of professional acting experience, Ben has been seen on stage locally at The Old Globe, The La Jolla Playhouse, North Coast Repertory Theatre and many others. Some directing credits for the Theatre School @ North Coast Rep include: The Snow Queen, The Gorilla, Cymbeline, Yo, Vikings!, The Little Prince, The Giver, A Midsummer Night’s Dream, The Wizard of Oz, A Christmas Carol, The Mousetrap, Macbeth, Twelfth Night, Knuffle Bunny (A Cautionary Musical), All’s Well That Ends Well , and Romeo and Juliet . You may have seen Ben on stage in Professional Theatre for Families productions of: Christmas Toyshop; You’re a Good Man, Charlie Brown; Sleeping Beauty ; and A Year With Frog and Toad . He has also appeared in NCRT productions of: How the Other Half Loves, Travels With My Aunt, Way Downriver; Betrayal; Faded Glory ; and Who Am I This Time? . Before coming to San Diego, he was a Visiting Assistant Professor at Grand Valley State University where he taught over 200 students each semester in courses on Shakespeare, Stage Combat, and much more. Ben earned his Master of Fine Arts in Acting from Western Illinois University, his Bachelor of Fine Arts in Acting/Directing from Central Michigan University, and studied acting through New York University in Ireland. He has experience acting, teaching, directing, and fight choreographing all over the country including work with the Orlando Shakespeare Theater, the Oklahoma Shakespearean Festival, and the Illinois Shakespeare Festival. He is also an actor/combatant with the Society of American Fight Directors and Dueling Arts International. Check out our Theatre School @ North Coast Rep website for classes and upcoming student productions: www.northcoastreptheatreschool.org/ Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION $ Notes $ Admissions Gifts/Merchandise/ Concessions Advertising Other -$ Subtotal Earned Income -$ CONTRIBUTED INCOME $ Notes $ Private $ 12,500.00 Donations from private donors Individual Public Support Applicant Cash CAG Request Amount $ 7,500.00 Amount requested through Community Arts Grants 2025-26 Other Other Subtotal Unearned Income 20,000.00$ Subtotal Unearned Income -$ Cash Notes Cash Project Staff (non-artist) INCOME TOTALS PROJECT EXPENSES Notes 20,000.00$ -$ Subtotal Earned Income Notes Un e a r n e d I n c o m e Amount received through Community Arts Grants 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: Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 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) $ 10,000.00 Director, Acting Mentors, Directing Mentor, Stage Management Mentor Educational Materials/Printing Costumes/Props $ 3,500.00 Includes both Designer and Materials/Cleaning Sets $ 2,000.00 Includes both Designer and Labor Supplies $ 1,400.00 Lighting and Sound Designer/Materials Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity $ 3,100.00 Fiscal Agency Fee Other Other Other EXPENSES TOTALS 20,000.00$ -$ Value Notes Value Materials from Stock $ 1,000.00 In Kind Support - Costumes, Props, Materials, used form stock IN-KIND SUPPORT Notes Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 I Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION CAG FY 2025-26 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT IN-KIND TOTALS 1,000.00$ -$ 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: 636D0837-687E-4561-A548-CEB85DC48154 NORTH COAST REPERTORY THEATRE BOARD OF DIRECTORS AS OF 12.01.24 Name, Office Professional Affiliation Years on Board OFFICERS: Marc Tayer, President Executive, Motorola; Author 9 Marilyn Tedesco, VP Owner, Training One Consultants 35 Elizabeth Tresp, JD, LL.M. Tresp Law APC 6 Vice President Berit Durler, Treasurer Union Bank, UCSD 8 Katy Tanghe Public Relations, Educator 4 Interim Secretary DIRECTORS: Steve Chapman Managing Partner, 11 National Settlement Consultants Eric Cohen Marketing, Public Relations 1 Marion Dodson Dodson Property Management 32 David Ellenstein Artistic Director, North Coast Rep 19 Brian Ganji Assistant Vice President, USBank 3 Stephen Gilliland Behavioral Sciences Prof., Claremont 1 Marsha Janger Retired, CEO Powerworks International 3 Bill Kerlin Managing Director, North Coast Rep 2 Mark Christopher Lawrence Professional Actor, Comedian 3 Rich Leib Exec VP, Liquid Environmental Solutions 11 Patricia Moises Retired Teacher, Caterer 9 Dan Morilak Financial Advisor, Morgan Stanley 3 Donald Sciglimpaglia Marketing Professor, SDSU & CSUSM 1 Hannah Step Director Emeritus 24 Karen Wilder Speech Pathologist, Dialect Coach 4 Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154 NORTH COAST p Docusign Envelope ID: 636D0837-687E-4561-A548-CEB85DC48154