HomeMy WebLinkAboutVilla-Lobos International Chamber Music Festival Inc; 2025-07-17; PSALCA-25020CAPSALCA-25020CA
1
FISCAL YEAR 2025-26 GRANT AGREEMENT FOR
VILLA-LOBOS INTERNATIONAL CHAMBER MUSIC
FESTIVAL, INC.
This agreement is made on the day of ____________, 2025, by Villa-Lobos International
Chamber Music Festival, Inc., 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 Seven-thousand five-hundred dollars ($7,500) (“Grant”). The
purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope
(“Agreement Scope”).
Project Title: Villa-Lobos International Chamber Music Festival, Carlsbad Residency
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
17th July
PSALCA-25020CA
2
Grantee’s main address is within Carlsbad city limits, as specified in the fiscal year
2025-26 Community Arts Grants Guidelines.
c. Grantee shall complete all work in accordance with Agreement Scope, as reasonably soon as
possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of
events or proposed changes that could affect the Agreement Scope.
d. The Grantee shall be responsible for the performance of the work, as set forth herein, and for
the preparation of reports required by this Agreement.
e. Before Grantee makes any material changes to the Agreement Scope, Grantee will inform City
Staff in writing within ten (10) working days of the decision to implement said change. City may
request documentation to support the change, and Grantee agrees to submit to the City, in
writing, the proposal requesting modifications to the Agreement Scope. Grantee shall make no
material changes to the Agreement Scope unless and until City formally approves the Grantee’s
request in writing.
f. Grantee shall acknowledge the City’s 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
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
@
PSALCA-25020CA
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
PSALCA-25020CA
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:
Villa-Lobos International Chamber Music
Festival, Inc. City of Carlsbad
Attn: Lars Hoefs Library & Cultural Arts Director Suzanne Smithson
4814 Terracina St. 1775 Dove Lane Oceanside, CA 92056 Carlsbad, CA 92011
Email: larshoefs@hotmail.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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
PSALCA-25020CA
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
LARS HOEFS, Chief Executive Officer
(Print name/Title)
larshoefs@hotmail.com
(Email address) ATTEST:
For SHERRY FREISINGER, City Clerk
(Date)
**By:
(2nd signature here)
Morgen Fry, Assistant City Clerk
EUGENE HOEFS, Chief Financial Officer
(Print name/Title)
erhoefs.hoefs01@gmail.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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
7/9/2025
7/9/2025
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 1
Villa-Lobos International Chamber Music Festival,
Carlsbad Residency
Fiscal Year 2025-26: Arts Projects for Arts
Organizations
Villa-Lobos International Chamber Music Festival Inc
Lars Hoefs
4814 Terracina St.
Oceanside, CA 92056
larshoefs@hotmail.com
O: 937-626-2495
Lars Hoefs
4814 Terracina St.
Oceanside, CA 92056
larshoefs@hotmail.com
O: 937-626-2495
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
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.
Villa-Lobos International Chamber Music Festival Inc
DBA (if applicable)
Villa-Lobos International Chamber Music Festival Inc
Organization Website
http://villalobosinternational.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.
The performance and education about Latin American chamber music through an annual January festival in
Southern California, as well as recordings and tours. Our organization puts on chamber music concerts of
music by composers from Brazil and other Latin American countries, involving world class musicians from
Brazil, California, and abroad. We also visit elementary, middle and high schools to perform in classrooms
and auditoriums and dialogue with students about Latin American music, culture, and many different topics.
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
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.
Villa-Lobos International Chamber Music Festival, Carlsbad Residency
Project Summary:*
Please provide us with a brief summary of your project.
Our residency in Carlsbad will continue the work that we've done in the last 4 years: world class musicians
performing Latin American chamber music for Carlsbad students in classroom visits and large auditorium
concerts. Our organization is the only annual festival in the USA dedicated to the performance and education
of Latin American classical chamber music. We have been doing an annual festival since 2015 with activities
in Los Angeles, Riverside, Encinitas, San Diego, and Coronado, and since 2021-2022 we have had a presence
in Carlsbad schools with an annual residency.
Continuing our Carlsbad model, in collaboration with Carlsbad orchestra and band teachers, our musicians
will spend a few days visiting middle and high school classrooms to perform for and dialogue with the
Carlsbad students. Also, a final day will consist of two concerts in the large auditorium of Carlsbad High
School Cultural Arts Center - the 11am concert will be for around 350 students from Carlsbad middle and
high schools, and the evening concert open to the general public with free admission. For all of these
performances, we present world class musicians of the highest quality performing underrepresented but
beautiful and exciting music by composers from Brazil, Mexico, Argentina, and other Latin American nations.
The musical performances and discussions between musicians and students allows for personal growth and
cultural discovery for the participating Carlsbad students.
Project Start Date:*
Please note that project start date must be on or after September 2, 2025.
01/01/2026
Project End Date:*
Please note that the project end date must be on or before September 2, 2026.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 5
02/28/2026
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.
The classroom performances will be by Brazilian pianist Aline Alves and Villa-Lobos artistic director and
cellist Lars Hoefs (Sao Paulo University Prof.). Alves and Hoefs will spend a few days visiting orchestra and
band classrooms at Carlsbad middle and high schools to perform Latin American chamber music and dialogue
and discuss various topics with the students.
The concerts in the large auditorium will include a chamber ensemble as well as a soprano, performing larger
scale
Latin American chamber works by composers from Brazil, Mexico, and Argentina. The performing musicians
are of the highest caliber, representing world class artistic quality. All activities will occur in January 2026.
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.)
30
Audience:*
Total number of expected audience attendance for this project.
500
Previous Project Success:
If your organization has completed a similar project, please provide details of the project and why it was
successful.
We have completed 4 projects very similar to the proposed project, in the last 4 years. For each of the 4
previous projects, we worked closely with orchestra and band teachers from Carlsbad middle and high
schools to coordinate our musicians' visits to Carlsbad classrooms for performances and discussions, as well
as large assembly concerts for audiences of around 350 schoolkids. For all 4 years, we were able to bring
world class musicians up close to Carlsbad schoolkids and expose them to underrepresented Latin American
chamber music. The kids always responded with great enthusiasm and curiosity, and the topics of discussion
generated in those visits were always interesting and revelatory. We included a few letters from teachers and
parents in our uploaded supporting materials, as well as lots of photos and short video clips from the
classroom visits and large assembly concerts that happened in January 2025. It's no exaggeration to say that
our organization is met with greater excitement and appreciation each year that we return to Carlsbad
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 6
schools, and we hope to be able to build on growing collaboration between Villa-Lobos International and
Carlsbad's school district.
Project Distinction:
What makes this project distinctive?
Our project is distinct in that it brings world class chamber musicians up close to Carlsbad students in
classrooms, giving the students the chance to hear and see them perform in intimate settings as well as ask
questions and discuss a number of topics with them. Another distinctive element of this project and indeed
all the projects of our organization is the focus on chamber music by Latin American composers. While much
classical and chamber music is performed and brought to schools throughout the USA, ours is the only
organization that produces an annual festival dedicated to Latin American chamber music. We include
excellent musicians from Brazil and abroad, and our artistic director is a leading specialist on the music of
Brazilian composer Villa-Lobos. We also commission and premiere new chamber works by contemporary
Latin American composers. A third element that makes this project distinctive is its recurrence - by returning
each January to visit and perform for and dialogue with the same schoolkids at Carlsbad middle and high
school, each year those students are better versed in the various subjects we discuss and more enthusiastic,
bold, and curious. A final distinctive element of our project is the wonderful collaboration that we enjoy with
Marina Hall and the Carlsbad teachers, they make it all possible and do a wonderful job!
Project Goals:
What are the goals (outputs and/or outcomes) of the project? How will you measure your goals?
Our goals for this project are consistent with the goals of the previous 4 projects that we've done in Carlsbad
in the last 4 years: to educate Carlsbad schoolkids about classical chamber music performing and listening in
general and Latin American chamber music repertoire in particular; to expand an ever widening audience for
the beautiful and exciting chamber music from Brazil, Mexico, Argentina, and other Latin American nations; to
bring phenomenal world class musicians up close with Carlsbad students; to open the minds of Carlsbad
students and encourage dialogue and discussion on diverse topics starting with music but covering unlimited
and unexpected ground; to enrichen and enliven the Carlsbad community by bringing fascinating and diverse
musicians and music to Carlsbad schools.
We will measure the effectiveness of reaching our goals by speaking with those involved - with students,
teachers, parents, musicians, and staff. Judging from the commentaries, testimonies and responses of them,
we are able to gauge the success or failure of reaching our goals.
Target Population:
Who is your target population and why? How will you reach them?
For the numerous classroom visits in Valley Middle School, Calavera Middle School, Aviara Oaks Middle
School, and Sage Creek High School, the targe population is indeed the students already enrolled in the classes
that we visit and perform for and speak with. For the daytime large assembly concert at Carlsbad High School
Cultural Arts Center auditorium, the audience will be around 350 of the students from the abovementioned
schools.
For the final evening concert also at the large auditorium, the target population is the general population of
Carlsbad. Marina Hall has been refining and improving her email lists for this concert, and we'll coordinate
with other people in the Carlsbad community to get the word out about this free admission concert that is
open to the general public. We'll have artwork and flyers make up to spread around on social media and
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 7
email lists to reach as many potential audience members as possible in the Carlsbad area.
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.
Marina Hall, orchestra teacher at Aviara Oaks Middle School, has been our principal partner for the last 4
years that we've done outreach activities in Carlsbad schools. Together with orchestra and band teachers
Amanda Boer (Valley Middle), Jessie Bullock (Calavera Hills Middle), and Juliana Quinones (Sage Creek High
School), Marina Hall has organized classroom visits for our musicians to perform for and discuss with the
students, and she also organized a large assembly concert for 350 students as well as an evening free concert
for the general public. We plan to continue with this model for our January 2026 residency. Please find
Marina Hall's letter uploaded in "additional materials."
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.
Partner Resumes.pdf
Organization Changes/Challenges/Circumstances:
What special circumstances, challenges or changes have affected your organization? What impact has this had on
your organization?
Our organization has been slowly growing from its humble beginnings. In addition to putting on our annual
festival every January in Southern California with an important annual residency in Carlsbad since 2022, we
have slowly taken on more tasks and projects throughout the year as well. Our artistic director and musicians
have been busy recording music albums for release on digital platforms - in fact our organization released 2
new albums in 2024, for a total of 8 albums since 2021. All of these albums can be listened to and enjoyed for
free on streaming platforms like spotify, apple music, youtube music, etc, and one in particular was awarded
the Silver Medal in the Global Music Awards.
Following our successful model of school outreach in Carlsbad schools, we have implemented similar projects
and programs in schools in Coronado and San Clemente. We are delighted that we've been able to apply what
worked in Carlsbad in these other school districts.
Some of the school band teachers in Carlsbad voiced the concern that some of our concerts featured only
string instruments and piano, so we included a more varied instrumentation in our most recent Carlsbad
residency, including a flutist, a harpist, and a soprano, in addition to the regular cellist, pianist, violinists, and
violist.
One major challenge in January 2025 was the sudden occurrence of wildfires in Los Angeles. We had 2
concerts scheduled in Los Angeles (Jan. 8 and 26) that we had to cancel.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 8
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.
supporting materials.docx
Videos Upload (OPTIONAL):
Please provide us with a host website link for all videos relevant to the project.
[Unanswered]
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.)
letters from teachers Marina Hall and Amanda Boer.pdf
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:*
03/15/2025
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 9
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):*
Lars Hoefs
Signor #1 Organizational Title (i.e. CEO):*
President and Artistic Director
Signor #1 Email address:*
larshoefs@hotmail.com
Signor #2 First and Last Name (i.e. Luke Wilson):*
Eugene Hoefs
Signor #2 Organizational Title (i.e. Secretary):*
Secretary/Treasurer
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 10
Signor #2 Email Address:*
erhoefs.hoefs01@gmail.com
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
$21,450.00
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.
Villa-Lobos 2025-26 CAG Budget Form.pdf
Organizational Budget:*
Please upload a current organizational budget.
Organizational Budget.pdf
Letter of Determination:
If you are a first time grant applicant with the City of Carlsbad, please upload your IRS Letter of Determination.
IRS letter of determination.pdf
Audited Financials:*
Please upload your organization's most recent completed short form 990s.
990N_2024 Acceptance.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.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 11
board roster 2025.pdf
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lars Hoefs Villa-Lobos International Chamber Music Festival Inc
Printed On: 19 March 2025
Fiscal Year 2025-26: Arts Projects for Arts
Organizations 12
File Attachment Summary
Applicant File Uploads
• Partner Resumes.pdf
• supporting materials.docx
• letters from teachers Marina Hall and Amanda Boer.pdf
• Villa-Lobos 2025-26 CAG Budget Form.pdf
• Organizational Budget.pdf
• IRS letter of determination.pdf
• 990N_2024 Acceptance.pdf
• board roster 2025.pdf
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Partner Resumes
Villa-Lobos International
Aline Alves, piano
Brazilian pianist Aline Alves earned a doctorate in musicology from the Universidade de
São Paulo (USP), a masters in piano performance from the Universidade Estadual de
Campinas (Unicamp) and a bachelors in piano from the Universidade Federal de
Uberlândia (UFU), where she served as pianist for the UFU Percussion Ensemble from
2007-09. Her piano mentors and professors have included Araceli Chacon, Mônica
Hassan e Maurícy Martin. In addition to performing, she maintains intense activity as
piano professor for her private studio in Campinas and her students have won prizes in
important national competitions. From 2020-2022 she served as interim professor of
piano at Universidade Estadual Paulista in Sao Paulo. She has performed at the most
important congresses and symposium for classical music in Brazil, and in 2023 she
released three albums with cellist Lars Hoefs and in 2024 they will release two more
albums, on all streaming platforms, featuring the world premiere recordings of prestigious
Brazilian composers as well as Villa-Lobos’ Grand Concerto.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Travis Maril, viola
Travis Maril is Studio Artist Teacher of Viola at San Diego State University, where
he coordinates the String Division and serves as Co-Director of the SDSU String
Academy for Pre-College Students. In the summers he teaches at the San Diego
Summer Music Institute and has also taught at the Interharmony Music Festival
(Italy).
A passionate chamber musician, Mr. Maril won a top prize at the Fischoff National
Chamber Music Competition and had performances broadcast on "Performance
Today" with the Hyperion Quartet. He has performed with the Miró Quartet,
concertmasters of the Cleveland Orchestra, LA Philharmonic and Rochester
Philharmonic, principal players in the Pittsburgh, Cincinnati and San Diego
Symphonies, and members of the Chamber Music Society of Lincoln Center.
Festival appearances include Ojai, Bravo! Vail Valley Music Festival, and repeat
appearances with the Mainly Mozart Festival and La Jolla Music Society’s
SummerFest.
Locally he appears often with Art of Elan, Camarada, the Danny Green Trio, and
as a substitute with the San Diego Symphony. For several years he performed and
recorded with local band The Tree Ring, whose debut album won a San Diego
Music Award. In addition he has been an active performer of musical theatre at the
Old Globe and Civic Theaters, performing on the original productions of "A
Gentleman’s Guide to Love and Murder" and Steve Martin’s "Bright Star".
In the pop realm he has shared the stage with Christina Aguilera, Belle &
Sebastian, and Idina Menzel. He has enjoyed a long and fruitful relationship with
the composer and songwriter Joel P. West and performed as solo violinist and
violist for many of his scores, including the critically-acclaimed "Short Term 12," "I
Am Not a Hipster," "Grandma," and episodes of "Chef’s Table" on Netflix.
As a soloist he has been a winner of the La Jolla Young Artist Competition and
Aspen Music Festival Concerto Competition, the latter win resulting in a
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
performance of Walter Piston’s Viola Concerto with the Aspen Academy of
Conducting Orchestra. He has toured Europe with the Schleswig Holstein Festival
Orchestra and been awarded fellowships to the Aspen and Bowdoin Music
Festivals, the Emerson String Quartet Workshop, the Banff Institute, New York
String Seminar and Music Academy of the West.
Mr. Maril earned his B.A. magna cum laude from the University of Southern
California’s Thorton School of Music, where he was a Trustee Scholar and
selected as an Outstanding Graduate. He earned his M.M. from Rice University’s
Shepherd School of Music. His principal viola teachers included Jeffrey Irvine,
Ralph Fielding, Karen Ritscher, Brian Chen and Donald McInnes. His chamber
music mentors include James Dunham, Norman Fischer and Peter Marsh with
additional coachings and masterclasses with members of the Guarneri, Orion,
Takacs, Ysaye and Juilliard Quartets.
Eduardo Semencio, violin/recording
engineer
A believer that music can change lives, Eduardo is always committed to the role
that music has in society. He is frequently involved in social projects of music
teaching and orchestral groups that are devoted in deliver high quality music.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Having earned a Bachelor in Violin Performance at Sao Paulo State University in
Campinas, UNICAMP, he moved to Canada to pursue a master degree at the
University of Western Ontario.
Eduardo has been playing in professional Brazilian orchestras since 1996,
including the Brazilian Symphony Orchestra; Amazon Philharmonic Orchestra
where he participated in XII, XIII, and XIV Amazon Opera Festival; Amazon
Chamber Orchestra; Amazon Baroque Orchestra; Mato Grosso State Orchestra;
São José dos Campos Symphony Orchestra; Santos Symphony Orchestra;
Americana Symphony Orchestra; Rio Claro Symphony Orchestra where he was
the concertmaster from 1997 to 2007; etc. Currently, he is a member of the
UNICAMP Symphony Orchestra; Oficina de Cordas Chamber Orchestra and
concertmaster of Rock Orchestra Campinas. He participated in Rock in Rio Brazil
2011 playing in the “Tribute to Legião Urbana”. He also played in the Camerata
Vitta first Brazil-Uruguay tour in 2007 as principal second violin.
He has performed at several music festivals in Brazil such as "Festival
Internacional de Inverno" in Campos do Jordão in 2006, 2007, and 2008, “Eleazar
de Carvalho” Music Festival in Fortaleza 2003. He has played in masterclasses for
professors Carmelo de los Santos, Betina Stegman, Yerko Tabilo, Elisa Fukuda,
Ludwig Dürichen, Vesselin Gellev, Kees Hülsmannm, Mauro Loguercio, Bernardo
Besseler and Daniel Guedes. In orchestras, he played with great conductors such
as Kurt Masur, Lorin Maazel (complete Beethoven Symphonies – Brazilian
Symphony Orchestra 2011), Roberto Minczuk, Luiz Fernando Malheiro and Carlos
Moreno.
In 2010, Eduardo was selected as violin teacher at CAUA of the Amazon Federal
University. He also taught violin, viola and chamber music in Lyceum of Arts
“Claudio Santoro” in Manaus, in Cultural Foundation “Cassiano Ricardo”, and in
the Music School “Fábio Marasca”.
Eduardo was responsible for the restructuring of the Rio Claro Symphony
Orchestra and its Music School, serving as the Artistic Director from 2003 to 2007.
The new pedagogic approach follows the “El Sistema” model. In 2011 he was
elected as its CEO and runs a new project to improve the orchestra and the school.
In 2012, he organized and was the Executive and Music Director of the First Rio
Claro Pedagogic Music Festival in Rio Claro. His new approach allowed the
orchestra to receive financial support from the government and the Rotary Club.
Thereafter, he also founded the Experimental Orchestra (2014) with the students’
school and students from surrounding cities. The project had great success
because it provided an environment to new conductors, musicians and soloists to
develop their careers and it became one of most active groups in the region.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Karoline Menezes, viola
Karoline Menezes was born in João Pessoa, Brazil and began her musical studies at the
age of 10 in the Conservatory Antenor Navarro. A graduate of the University of Southern
California, she was awarded full scholarship across four consecutive years at the
renowned studio of Donald McInnes & Karen Dreyfus for multiple programs at the
Thornton School of Music. Ms. Menezes has worked with various orchestras and
chamber groups in the United States and Brazil, as well as collaborations with top artists.
Some of these performances include a documentary with Elton John and James Newton
Howard (2013), a television Christmas special with David Foster, Queen Latifah and Mary
J. Blidge and a recent appearance at the 88th Academy Awards with the band The
Weekend. Ms. Menezes is an active recording artist with television and motion picture
soundtracks, while still pursuing her passion for teaching and advocating for youth music
education. She coaches extensively in the greater Los Angeles area, where she
maintains her private studio and outreach work through non-profit organizations. Her
hobbies include road trips and beach days, playing volleyball, and discovering great
international food here in Los Angeles.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Jasmine Lin, violin
"Jasmine Lin is a magnificent player with superb tone and strong interpretive powers” and
“a violinist of remarkable intensity,” maintain American Record Guide and Chicago
Tribune. As a member of Formosa Quartet and In Triplicate, faculty member at Roosevelt
University and Music Institute of Chicago, Curtis Institute of Music alumna, confidante to
a Cremonese violin, arranger of Grappelli tunes, prizewinner in the Naumburg and
Paganini competitions, Grammy nominee, and recording artist on Con Brio, EMI, and
New World Records, Jasmine likes to solicit magnificence and intensity while leaving
raindrops on her nose un-wiped-off. Her biography contains precisely one hundred words.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Lisa Parente, soprano
Small, yet mighty, Soprano Lisa Parente is known for her “effortless high notes and agile
coloratura”, Coronado Magazine.
Some of her operatic roles include Susanna in Le Nozze di Figaro, Belinda in Dido and
Aeneas, Madame Goldentrill in The Impresario, The Dew Fairy in Hänsel und Gretel, and
Amore in L’incoronazione di Poppea.. Lisa is also a member of the San Diego Opera
Chorus, and had the pleasure of singing in the world premiere of El Último Sueño de Frida
y Diego by Gabriela Lena Frank.
In addition to opera, she has an extensive oratorio and concert repertoire, and has been
heard as the soprano soloist in Saint-Saën’s Oratorio de Noël, Poulenc’s Gloria, Handel’s
Messiah, Vaughn Williams’ Dona Nobis Pacem, Faure’s Requiem, and was the soprano
soloist in the world premiere of Hollis Thoms’ Requiem 2020, commemorating those lost
due to Covid-19. She has been featured in many concert series, such as Opera À La
Carte, Music Box at Church in the Forest, Bach in Baltimore, Opera Wednesdays, and
Union Square Concert Series, and is a frequent soloist with Musica Vitale.
Lisa has won many awards, including First Place in the California Women’s Choral
Competition, Second Place in the San Diego Choral Club Competition, Honorable
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Mention in the La Jolla Young Artist Competition, and has been a finalist in prestigious
competitions such as the Musical Merit Awards and the Sylvia Green Competition.
Lisa holds a Master’s of Music in Vocal Performance from Peabody Conservatory, and a
Bachelor’s in Vocal Performance from San Diego State University.
João Guilherme Ripper, composer
João Guilherme Ripper is a composer, conductor, cultural manager and professor at the
School of Music of the Federal University of Rio de Janeiro. He studied with Henrique
Morelenbaum and Ronaldo Miranda. In 1997, Ripper obtained his D.M.A. in Composition
at The Catholic University of America, in Washington D.C., under the guidance of German
composer Helmut Braunlich and Argentine musicologist Emma Garmendia. He pursued
further studies in Orchestral Conducting with Maestro Guillermo Scarabino in Argentina,
and attended the class of "Économie et Financement de la Culture" at the Université
Paris-Dauphine, in France. Ripper served as Director of the School of Music of the
Federal University of Rio de Janeiro between 1999 and 2003. In 2004, he accepted the
invitation of the Government of the State of Rio de Janeiro to direct Sala Cecília Meireles,
a leading chamber music hall, where he remained for 11 years and undertook a
comprehensive renovation. In 2015, he was appointed President of the Municipal Theater
Foundation of Rio de Janeiro, the city’s opera house, a position he held until 2017. Ripper
is the current President of the Brazilian Academy of Music, an institution founded by Heitor
Villa-Lobos in 1945 that brings together 40 Brazilian composers, interpreters and
musicologists.
Ripper frequently collaborates with orchestras, chamber ensembles, theaters and
festivals in Brazil and abroad creating new works and acting as a resident composer.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Recent commissioned compositions include the three series "From My Window", written
for the Kean University (USA), "Desenredo" and "Five Poems By Vinicius de Moraes"
written for São Paulo State Orchestra (OSESP), "Symphonic Games” written for the
Minas Gerais Philharmonic, "Nativity - Scenic Cantata” written for the Teatro Amazonas,
"Gloria Concertato", written for the International Congress of Sacred Music of the Federal
University of Rio de Janeiro, and “Psalmus”, featured in May 2018 at the Latin American
Music Festival in Caracas, Venezuela.
With eight titles, the opera plays a central role in his catalog of works. Recent productions
include "Onheama" for young audiences, presented at the Terras Sem Sombra Festival
in Portugal in 2016; the chamber opera “Domitila”, produced this year in Brazil and
Portugal and “Piedade”, programmed in the 2017 and 2018 seasons of the Teatro Colón’s
Chamber Opera series, in Argentina.“Piedade” was also featured at the São Paulo
Municipal Theater and at Sala Cecília Meireles in Rio de Janeiro. The comic opera "Il
Dilettante" premiered in 2014, and had a new production in Espírito Santo last year and
in São Paulo this year. The opera "Kawah Ijen" commissioned by the Teatro Amazonas
was premiered in May 2018 at the 21st Amazon Opera Festival. The opera's plot is set in
Indonesia and Kawah Ijen is the first opera to incorporate the Javanese Gamelan into the
orchestration, thanks to the collaboration of the Indonesian Embassy in Brazil. In 2020,
the chamber opera “Cartas Portuguesas” (Portuguese Letters), based on a 17th-Century
book, was premiered at Sala São Paulo and Fundação Gulbenkian in Lisbon. The work
was commissioned as part of the partnership established between Gulbenkian Música
and the São Paulo State Symphony Orchestra. In 2022, the Centro Cultural de Belem in
Lisbon produced his Domitila.
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Villa-Lobos International Chamber Music Festival
Carlsbad Residency
January/February 2025
Performances of Latin American chamber music in Carlsbad Schools
Video clips and pictures:
https://drive.google.com/drive/folders/16rqHXUuyvOgImbZkorUvLWxTRz4jbfSC?usp=s
haring
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
AVIARA OAKS MIDDLE SCHOOL
2024-2025 Orchestras
Marina Hall, Teacher
mhall1@carlsbadusd.net
6880 Ambrosia Lane ~ Carlsbad, CA ~ 92011
Dear Lars Hoefs,
Thank you so much for the dedication and passion you bring to every moment of your work for the Villa-Lobos
International Chamber Music Festival! I feel so lucky to have been able to work with you these past few years
and would absolutely love to join you again during the 2025-2026 school year as a colleague in your proposal
for a Community Arts Grant from the City of Carlsbad.
One of the most important staples of a successful music festival is consistency and longevity. As the
community continues to “spread the word” about these world-class performers sharing gorgeous music in our
town, the experience grows and reaches new audiences. Thank you so much to the City of Carlsbad’s Cultural
Arts Office for their phenomenal support for multiple years to see this success continue.
I am in awe of your ability to bring new music and new performers each year to the Villa-Lobos International
Chamber Music Festival concerts in Carlsbad. The vibrant, lush, beautiful melodies of Latin American
chamber music are so expressive and unique that this opportunity would not otherwise be available for our
students and community. The professional work and musical ability level of the performers are an honor to
have in our schools and bring such an engaging experience to the audience.
The biggest component of how I would like to continue to work with you is to organize two concerts
performing Latin American chamber music at Carlsbad High School and/or Sage Creek High School’s theaters
depending on facility availability. Similar to past years, we would schedule one concert during a school day for
CUSD school students to attend during their regular school hours, and the other concert would be scheduled on
a weekday evening to allow for families to attend. I will continue to explore new methods of advertising and
reaching new audiences for the evening performance since I believe there are more community members who
would be deeply moved by the performance.
In addition, I will help coordinate multiple days of visits to middle and high school band and orchestra
classrooms to engage in smaller workshop performance sessions each day. These have been a highlight the past
few years as the students feel much more open and connected asking questions in their familiar classrooms.
We are planning on this happening in January and/or February of 2026, and we’ll be in touch about scheduling
specific dates and times depending on performers’ availability. I am excited to continue to share your beautiful,
powerful music with our students & community. Thank you so much for offering these exciting and
educational opportunities to Carlsbad!
Sincerely,
Marina Hall
Aviara Oaks Middle School Orchestra Director
March 11, 2025
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
I J R O K 1/l L IL If OJ
Outlook
Re: Villa-Lobos returning to Valley Middle School
From Amanda Boer <aboer@carlsbadusd.net>
Date Fri 3/14/2025 10:02 PM
To Lars Hoefs <larshoefs@hotmail.com>
Hi Lars,
Here it is...
Thank you for providing the gift of music for our school with the visit from Lars Hoefs and the Villa-
Lobos International Music Festival. Lars and Aline create an inspiring performance complete with a
question and answer session that the students really love. One student, particularly moved by the
performance, felt inspired to create a drawing of Lars and Aline, capturing the essence of their
performance. Afterward, the student gifted the drawing to the duo as a heartfelt gesture of
appreciation for the inspiration they had provided. The performance continues to be a highlight of the
year for the Valley Middle School musicians, and we are incredibly grateful for the opportunity to
experience such powerful music in such a personal way. We deeply appreciate the generosity of those
who made this experience possible.
www.donorschoose.org/Mrs.Boer
TeachersPayTeachers Class Fund
On Tue, Mar 11, 2025 at 12:49 PM Lars Hoefs <larshoefs@hotmail.com> wrote:
Hi Amanda!
Would you be willing to write another email to me, saying something about our recent visit to your
school, that I can use in our suppor ng materials? I really appreciate it! Thanks so much,
Lars
From: Amanda Boer <aboer@carlsbadusd.net>
Sent: Monday, March 11, 2024 9:03 PM
To: Lars Hoefs <larshoefs@hotmail.com>
Subject: Re: Villa-Lobos returning to Valley Middle School
3/14/25, 9:53 PM Mail - Lars Hoefs - Outlook
https://outlook.live.com/mail/0/inbox/id/AQMkADAwATExADU4Ny00YzQ1LTE1Y2QtMDACLTAwCgBGAAADllfsiUnuuE2VkPOShcyqlAcAEmtk5CWmR…1/6
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
•
Amanda Boer
Band & Orchestra Director
Department Lead-Electives
760.331.6832
aboer@carlsbadusd.net
bit. ly/VMS Band-Orchestra
@vmsbandorch
1645 Magnolia Ave., Carlsbad, CA 92008
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:
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
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) $ 5,800.00
10 regular concert fees ($300 per musician per concert), 14
classroom concert fees ($200 per musician per classroom
performance)
Educational Materials/Printing $ 80.00 Printing of posters and concert programs
Costumes/Props
Sets
Supplies $ 425.00 musical instrument supplies, strings and rosin, cello maintenance
Licensing/Royalties
Rentals (space and/or other)
Transportation $ 195.00 gas for local transportation for musicians to Carlsbad from San
Diego, Oceanside, etc.
Food & Beverage
Marketing/Promotion/
Publicity $ 400.00 Web design for promotion and publicity of concerts
Fiscal Agency Fee
Other
Other $ 450.00 sheet music purchase of Latin American chamber music scores
Other $ 150.00 piano tuning for rehearsals
EXPENSES TOTALS 7,500.00$ -$
Value Notes Value
Air travel from Brazil $ 4,200.00 Roundtrip flights Sao Paulo-San Diego for pianist Aline Alves,
cellist Lars Hoefs, violinist/producer Eduardo Semencio
Housing for musicians $ 5,600.00 Room and board for 1 week for 4 guest musicians: Aline Alves,
Jasmine Lin, Eduardo Semencio, Karoline Menezes
IN-KIND SUPPORT Notes
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
I
Applicant:COMMUNITY ARTS GRANTS 2024-25 PROJECT BUDGET INFORMATION
CAG FY 2025-26 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
Commission of new chamber music
pieces $ 3,000.00 The commission of 3 new works by Latin American composers
written especially for our festival
Air travel from Alaska $ 700.00 Roundtrip flight Anchorage-San Diego for clarinetist Karl Pasch
Air travel from New Mexico $ 450.00 Roundtrip flight Albuquerque-San Diego for guitarist Genevieve
Leitner
IN-KIND TOTALS 13,950.00$ -$
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: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7
Villa-Lobos International Chamber Music Festival
Non-Profit Foundation
Board Roster
President/Director:
Lars Hoefs
Professor of cello and music history, Sao Paulo State University, Campinas (Brazil)
Secretary/Treasurer:
Eugene V. Hoefs
Retired Chemist, Appleton Papers Inc, Miami Wabash Paper, NUCoat Inc., TROY
Group etc.
Member:
Thereza Verboon, CEO of Construction Data Systems
Member:
Greg Castelnuovo-Tedesco
Financial Advisor at Western International Securities
Member:
Katie Magrino
Psychotherapist, private practice in the greater Chicago area
Member:
Krysta Close
Assistant Director, Polish Music Center, University of Southern California
Docusign Envelope ID: 1C87C31B-9191-4C2C-98B5-3B41A247E5C7