HomeMy WebLinkAboutTrolan, Patrick; 2026-08-20; PSALCA-26055CA1
PSALCA-26055CA
FISCAL YEAR 2026-27 GRANT AGREEMENT FOR
PATRICK TROLAN
This agreement is made on the ________ day of ____________, 2026, by Patrick Trolan hereinafter
referred to as “Grantee,” and the CITY OF CARLSBAD, California, 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 2026-27 Community Arts Grants Program Arts Projects for Arts
Organizations in an amount not to exceed Two thousand two hundred seventy six dollars and seventy
cents ($2,276.70) (“Grant”). The purpose of the Grant is to provide funds to Grantee for the Project
outlined in the Agreement Scope (“Agreement Scope”), attached hereto as Exhibit “A.”
Project Title: All The Faces
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 Oct. 1, 2027. 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. CITY CULTURAL ARTS CONTACTS.
Cultural Arts Program Manager Krystal Roa, 442-339-5611, Krystal.Roa@carlsbadca.gov
Cultural Arts main line, 442-339-2090, Arts@carlsbadca.gov
3. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
3.1. 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.
3.2. In accordance with the Agreement Scope and the Fiscal Year 2026-27 Community Arts Grants
Guidelines (Exhibit “A”), all Grant funds are eligible to be used from Sept. 3, 2026 through
Sept. 3, 2027. 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 Fiscal Year 2026-27 Community Arts Grants funds may render that
organization ineligible to apply for or receive additional funds as part of the subsequent Fiscal
Year 2027-28 Community Arts Grants cycle.
3.3. All costs accrued for services and/or supplies prior to the execution of Agreement are not
eligible for funding or reimbursement with Grant proceeds.
3.4. Eligible and ineligible costs include, but are not limited to, items detailed in the Fiscal Year
2026-27 Community Arts Grants Guidelines, in the section titled “Eligible and Ineligible Costs,”
attached hereto as Exhibit “A.”
4. CONDITIONS OF FUNDING AND DISBURSEMENT.
4.1. Definitions. The Parties agree to the following definitions.
4.1.1. “Project” means the work, activities, and deliverables proposed by the Grantee in
the Community Arts Grant 2026-2027 application and approved by the Arts Commission,
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as may be further detailed in the Agreement Scope, attached hereto as Exhibit “A.”
4.2. 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 cover only expenditures for programs and services incurred during the
Agreement Scope dates and under the terms and conditions of this Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or
that the Grantee’s main address is within Carlsbad city limits, as specified in the
Fiscal Year 2026-27 Community Arts Grants Guidelines.
c. Grantee shall complete all work in accordance with Agreement Scope, as soon as
possible, but in no case later than thirty (30) calendar days after the Agreement Scope
end date or, Oct. 1, 2027, whichever is earlier. 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 Agreement Scope 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’s Cultural Arts Manager or designee 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. The Grantee shall provide complete and timely information to the City regarding Project
activities, in accordance with the Agreement Scope, including notification of all
scheduled activities at least thirty (30) days prior to each event to City’s Cultural Arts
Manager or designee.
g. The Grantee shall also acknowledge the City in all related publications and social media
posts, in both digital and print formats, as applicable.
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.
5. 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,
Grantee must 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
6. PUBLIC ACKNOWLEDGEMENT.
Grantee 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
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Community Arts Grants webpage or upon request. Grantees who fail to provide public acknowledgment
may be denied future Community Arts Grant funding.
7. RETURN OF GRANT FUNDS.
If City determines that Grantee has failed to comply with the terms and conditions of this 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 by Grantee
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.
8. REQUIRED REPORTS.
Grantee must provide to City the following reports. Failure to provide the reports may render Grantee
ineligible to receive the full and final payment of the Grant award.
8.1. Submit a Revised Project Form available upon request, as required per the Fiscal Year
2026-27 Community Arts Grants Guidelines, attached hereto as Exhibit “A,” within thirty
(30) days of Grant award notification if project shifted from stated goals in the original
Agreement Scope (Exhibit “A”).
8.2. Submit a Final Report including all required attachments by completing the designated form to
the City (30) calendar days after the Agreement Scope end date or, Oct. 1, 2027, whichever is
earlier through Foundant: Grantlife Manager.
8.3. Noncompliance: Grantees in noncompliance with the above reporting requirements agree to
return some or all 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.
9. DISBURSEMENT OF GRANT FUNDS.
The Grant amount to be provided to the grantee under this Agreement may be disbursed as follows:
9.1. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as
applicable, and receipt of fully executed.
9.2. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by Library & Cultural Arts Director or designee.
9.3. Any payment of a Grant amount more than the costs required to complete the Agreement Scope
shall be returned to the City within sixty (60) days of completion of the Agreement Scope or the
Project end date, whichever is earliest.
10. PROJECT CANCELLATION.
10.1. If a Grantee wishes to cancel the Project outlined in the Agreement Scope (Exhibit “A”) 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.
10.2. In the event an approved Agreement Scope (Exhibit “A”) 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.
11. PROJECT MODIFICATION OR TERMINATION.
11.1. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of
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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.
11.2. 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 changes must continue to adhere to the City’s Fiscal Year 2026-27 Community Arts Grants
Guidelines as defined in Exhibit “A.”
12. 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:
12.1. A Grantee fails to enter into a signed Agreement with the City within thirty (30) calendar days
of receipt of the Agreement.
12.2. 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.
12.3. A Grantee withdraws or terminates the Agreement Scope.
12.4. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before Oct. 1, 2027.
13. 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.
14. NOTICES.
14.1. Listed below are the names and addresses of the persons who are authorized to give
written notices and to receive written notices on behalf of City and on behalf of Grantee
under this Agreement.
14.2. 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:
Patrick Trolan City of Carlsbad
Attn: Patrick Trolan Library & Cultural Arts Director Suzanne Smithson
452 Chestnut Ave 1775 Dove Lane
Carlsbad, CA 92008 Carlsbad, CA 92011
Email: patricktrolan@live.com suzanne.smithson@carlsbadca.gov
15. INDEMNIFICATION.
Grantee hereby agrees to defend (with counsel approved by City), 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.
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16. 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 have created a partnership, joint venture, agency, or any other form
of legal association that would impose liability upon one party for any act or failure to act by the other
party.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
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GRANTEE, Patrick Trolan for California Surf
Museum,
CITY OF CARLSBAD,
If required by City, proper notary acknowledgment of execution by Grantee 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: ____________________________
Tim Lyons, Assistant City Attorney
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EXHIBIT “A”
Scope of Grant Agreement
The Arts Commission approved the Fiscal Year 2026-27 Community Arts Grants funding plan, which will
be distributed to grantees as passed, approved, and adopted at a regular meeting on June 4, 2026, Arts
Commission Resolution No. 2026-001.
• Fiscal Year 2026-27 Community Arts Grants Guidelines
• Approved Community Arts Grants 2026-27 Application
Sample Community Arts Grant 2026-27 Final Report
• Final Report shall be submitted online through Foundant: Grantlife Manager
The following documents will be provided upon request:
• Community Arts Grants 2026-27 – Project Budget Information
• Community Arts Grants 2026-27 – Revised Project Form
• Community Arts Grants 2026-27 – Revised Project Budget Information
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FISCAL YEAR 2026-27
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 2026-27 OVERVIEW
The updated FY 2026-27 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
Feb. 5, 2026.
Total funding available for the FY 2026-27 cycle is $117,128. All final reports are due within 30 days of the completion of the
event or Friday, Oct. 1, 2027 whichever comes first. The first 80% of all funds awarded will be disbursed after agreements are
executed and by Thursday, Sept. 3, 2026, 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 2026-27 grant cycle application are as follows:
•Applications open: Friday, Feb. 13, 2026
•Applications due: Friday, Mar. 27, 2026 at 11:59 p.m. PST
•Arts Commission Funding Plan review & approval: Thursday, May 7, 2026, subject to change
•Funding cycle begins Thursday, Sept. 3, 2026
•All projects must be completed by Friday, Sept. 3, 2027
•Applications can be accessed online.
EXHIBIT "A"
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UPDATES FOR THIS YEAR
•EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS: Award funds within the "Educational
Institutions And Affiliated Groups – Arts In Schools" category will receive a fixed amount divided between all accepted
grantees, with a maximum award of $3,500 per grant.
•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.
•GRANT ELIGIBILITY: Applicants currently receiving funding from the City of Carlsbad under an active professional
services agreement or grant other than a Community Arts Grant are ineligible to apply for a Community Arts Grant.
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 (ninety) 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 (1) 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.
•Must not be currently receiving funding from the City of Carlsbad under an active professional services agreement or
grant other than a Community Arts Grant.
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 2026-27 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.
EXHIBIT "A"
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ARTS ORGANIZATIONS
•Arts organizations must be registered 501(c)(3) nonprofit organizations for at least three (3) years as of Jan. 1, 2026.
•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 within Carlsbad, CA city limits and be accessible to the public, and benefit the community of
Carlsbad.
•Projects must be representative of at least one (1) 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 performingarts)
•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.
EXHIBIT "A"
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•All partnerships must include a signed letter of agreement from the partnering entities.
APPLICANT INFORMATION
FY 2026-27 Grant Cycle Schedule
Feb. 13, 2026 Applications Open
Feb. 18, 2026 Applicant Workshop virtual.
Feb. 18 - Feb. 27, 2026 Technical assistance meetings available by appointment
Mar. 27, 2026 Application Deadline: applications must be submitted electronically to City by 11:59 p.m.
Mar. 30 – Apr. 17, 2026 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists,
arts professionals, and educators
May 7, 2026 Funding plan presented to Arts Commission for review and approval
June 4 – July 3, 2026 Begin email notifications to Grantees of award and City create and route DocuSign agreements for
electronic signatures.
Sept. 3, 2026 Project/activity period opens.
Sept. 3, 2027 Project/activity period closes.
Oct. 1, 2027 All FY 2026-27 Final Reports are due. Grantees complete a Final Report within thirty (30) days of the
program end date or by Oct. 1, 2027, 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 2026-27 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 contact Program Manager Krystal Roa:
o Email: krystal.roa@carlsbadca.gov
o (442) 339-5611 (office) | (442) 245-0502 (mobile)
•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 examples provided 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
EXHIBIT "A"
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with Disabilities Act.
•Encouragement of programs that promote the representation and participation of diverse groups of individuals, including
and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or
spiritual beliefs, sexual orientations and veteran status.
•Organizational Capacity (10 points)
o Provide evidence of organizational strength and capacity to support the scope of the project/activity.
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
or
or
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 2026-27 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.
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•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.
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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 Friday, Oct. 1, 2027, 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.
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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
Thursday, May 7, 2026, to approve the FY 2026-27 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 (1) 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, CA.
•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?
Applicant workshop attendance or technical assistance meeting is required for all new applicants, applicants who were denied the
last cycle, and those applying in the Emerging Arts Organization category. Workshop attendance or technical assistance meetings by
returning awardees are highly recommended as an opportunity for staff to guide and assist applicants in the FY 2026-27 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.
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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.
•Applicants currently receiving funding from the City of Carlsbad under an active professional services agreement or grant
other than a Community Arts Grant.
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.
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Patrick Trolan Patrick Trolan
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 1
All The Faces
Fiscal Year 2026-27: Arts Projects for Arts
Organizations
Patrick Trolan
Patrick Trolan
452 Chestnut Ave
Carlsbad, CA 92008
patricktrolan@live.com
O: 760-717-6919
Patrick Trolan
452 Chestnut Ave
Carlsbad, CA 92008
patricktrolan@live.com
O: 760-717-6919
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Patrick Trolan Patrick Trolan
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 2
Application Form
Application Verification
Application Type Verification:*
This application is for Arts Organizations applying for the Arts Project category. If you are looking for other
funding opportunities, please click on the "Apply" button in the blue bar on the top of this screen.
Applicants may only submit one application per category per funding cycle.
I verify that this is the application for the Arts Projects for Arts Organizations category.
Guidelines & Eligibility Requirements Review Confirmation:*
Please be sure to review the Community Arts Grants Guidelines and eligibility requirements prior to submitting a
grant application. A summary of the eligibility requirements is also provided on the application homepage.
I have reviewed the Community Arts Grants Guidelines and the eligibility requirements.
Fiscal Sponsor Role
As an Arts Organization, would you be interested in acting as a Fiscal Sponsor for individual artists to apply for
future Community Arts Grants? This would not impact your own organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach out with more information. We appreciate your support of individual
artists! (OPTIONAL)
Yes
All applicants that wish to collaborate with others to complete this grant application may use the
"collaborator" button on the top right section of this page (instructions below.):
Collaborator feature
Video Tutorial (2 minutes long)
*If applicable, please note that some data from the applying organization's GuideStar profile may be pre-
populated (copied) into the corresponding GuideStar questions on this application form. You may do so by clicking
on the "Copy GuideStar" profile button on the top right section of this page (next to the "Collaborator" button) and
selecting what you would like to pre-populate. Note that you will have the ability to edit your pre-populated
information.
Organization Information
•Arts Organizations must be registered 501(c)(3) nonprofit organizations established for at least 3 years as
of January 1, 2026
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•Applicants may only submit one application per funding cycle and cannot apply to multiple categories
Past Funding*
Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past?
No
Are you an individual artist applying through a fiscal agent?*
Yes
Primary Organization Name
Name as shown on an IRS letter of determination.
Patrick Trolan
DBA (if applicable)
Organization Website
https://mediaballer.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.
Artist Statement: MediaBaller is a full-service creative media production company in Carlsbad, California,
specializing in end-to-end storytelling that elevates brands and captivates audiences.
Fiscal Agent Mission Statement: The California Surf Museum serves as an international repository and
resource center on the lifestyle sport of surfing by capturing, preserving, and chronicling its art, culture and
heritage for the education and enjoyment of current and future generations.
Fiscal Agent Information
As an organization or artist applying for an arts project through a fiscal agent, we require the following
eligibility requirements:
•Individuals or organizations without non-profit status may apply through a fiscal agent.
•Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no
more than 10% of the amount awarded to the applicant.
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Organizations 4
•Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants on their own.
•Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before the
application due date.
•The fiscal agent cannot benefit from the project
Please provide the following information for the fiscal agent:
Fiscal Agency Organization Name:*
California Surf Museum
Fiscal Agent Organization Address:*
312 Pier View Way Oceanside, CA 92054
Fiscal Agent Phone # (i.e. 760-222-1234 ext.12):*
(760) 721-6876
Fiscal Agent EIN / Tax ID # (i.e. 12-1234567) :*
33-0215579
Fiscal Agent Organization Website URL:*
https://surfmuseum.org/
Fiscal Agent Primary Contact:*
Please enter the fiscal agency main contact first & last name
Jim Kempton
Fiscal Agent Primary Contact Email Address:*
jimkempton1@gmail.com
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Patrick Trolan Patrick Trolan
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 5
Organization (or Fiscal Agent) Signatory Information
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.
board_roster.pdf
IRS Letter of Determination*
An IRS letter of determination confirms an organization's tax-exempt status, particularly under section 501(c)(3),
and is essential for nonprofits to operate and receive donations.
Please upload the IRS Letter of Determination that is associated with the organization with the 501(c)3 status.
Candid Check provided by Krystal Roa.pdf
Statement of Information*
Attach your current Statement of Information filed with the California Secretary of State for your organization.
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
If you do not have this, the organization must attach a resolution certified by the secretary or assistant secretary
under corporate seal empowering the officer(s) signing to bind the corporation.
B3079-7238.pdf
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
GROUP A SIGNATOR: First & Last Name (i.e. Mary Wilson):*
Jim Kempton
GROUP A SIGNATOR: Organizational Title (i.e. CEO):*
Executive Director
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Patrick Trolan Patrick Trolan
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 6
GROUP A SIGNATOR: Email address:*
jimkempton1@gmail.com
GROUP B SIGNATOR: First and Last Name (i.e. Luke Wilson):*
Louise Balma
GROUP B SIGNATOR: Organizational Title (i.e. Secretary):*
Secretary
GROUP B SIGNATOR: Email Address:*
louisebalma@sdcglobal.net
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.
All The Faces
Project Summary:*
Please provide us with a brief summary of your project, no more than 1-2 sentences. This section will be shared
with the public.
'All the Faces' celebrates the enduring spirit of surfing in Carlsbad, California. Tracing its evolution from
pioneering wave riders of the past up to today's respected locals, through the iconic breaks that have defined
generations along the seven miles of pristine Carlsbad, North County coastline.
Project Start Date:*
Please note that project start date must be on or after September 3, 2026.
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 7
09/03/2026
Project End Date:*
Please note that the project end date must be on or before September 3, 2027.
04/01/2027
Project Details:*
This section will be used for evaluation. Please provide as much detail regarding your project. Including the
following details, but not limited to:
•Event date(s), time and location(s)
•Partnership / Artists
•Anticipated Skills Learned
Carlsbad's recognized surf spots will provide the scenic backdrops for interviews with Carlsbad's pioneers,
current day pros and future rippers, as well as being utilized for capturing surfing action content/b-roll.
Events: As part of Boardriders annual event, doc will screen at Señor Grubby's in Carlsbad on 04/01/27
(100–150 attendees).
Partnerships: Fiscal sponsor, California Surf Museum, will provide historic insight that will help to craft the
story. Carlsbad Boardriders Club, will provide further insight as well as access to Carlsbad's surfing pros;
Taylor Knox, Ricky Whitlock & more. Original music will be utilized throughout the doc, composed by
Carlsbad musicians.
Skills Learned: Audience members will gain knowledge of Carlsbad’s coastal history, appreciation for
intergenerational mentorship and ocean stewardship, plus inspiration for active lifestyles and local arts
engagement.
NOTE: doc will be published on its own website and submitted to multiple film festivals.
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.)
10
Audience:*
Total number of expected audience attendance for this project.
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Patrick Trolan Patrick Trolan
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 8
1000
Previous Project Success:
If your organization has completed a similar project, please provide details of the project and why it was
successful.
While I am applying as an individual filmmaker (through an organization), my prior experience includes
producing three nationally broadcast documentary films in Northern Ireland—two as part of collaborative
teams and one entirely solo. The solo project, Finding James (a human-interest documentary about the tragic
drowning of a young boy and his mother's journey to give back by becoming a river rescue volunteer), is most
similar to All the Faces in scope and production demands.
For Finding James, I handled every stage single-handedly: concept development, pre-production research and
planning, location shooting (camera and sound), music composition, editing, post-production, and final
delivery for national broadcast. This full responsibility created deep personal investment—"sink or swim"—
which sharpened my skills in storytelling, time management, budgeting, and adapting to challenges on the fly.
Finding James succeeded because of this hands-on ownership: it delivered an emotionally resonant, authentic
narrative that connected with audiences, earned broadcast placement, and received positive feedback for its
sensitive handling of real community stories. These lessons have since informed my work on numerous video
projects and this earned expertise directly equips me to execute All the Faces independently—ensuring a
high-quality, community-benefiting outcome on time and within budget.
Project Distinction:
What makes this project distinctive?
All the Faces will be a deeply local, human-centered documentary that celebrates Carlsbad’s unique surfing
heritage in ways that directly support cultural vibrancy, inclusivity, and community engagement.
Unlike wider SoCal (or beyond) surf films, this project will spotlight only Carlsbad’s 7-mile coastline—from
Tamarack to Terra Mar to Ponto. This tight focus will highlight the area’s consistent, varied breaks that have
quietly shaped a laid-back, resident-driven North County surf culture, distinct from more commercialized
neighbors.
The film’s core distinction will be its “faces-first” approach. Titled 'All the Faces', an obvious word play on the
face of the wave/people who ride them, the documentary will center on Carlsbad surfing legends, local pros
like Taylor Knox, local instructors, community leaders, and young riders. Through their stories, it will reveal
intergenerational mentorship, family legacies, ocean stewardship, and everyday stoke—capturing the dignity
of Carlsbad surf life amid growing crowds and change.
Through inclusivity (diverse voices by age/experience/background), accessibility (free public screening(s) at
Carlsbad based venues/events, online with captions, potential school ties), and preservation of local heritage,
in a globalized surf world, this intimate portrait hopes to preserve Carlsbad-specific stories, showcasing the
city as a vibrant coastal creative hub where the ocean builds lifelong community connections.
Project Goals:
What are the goals (outputs and/or outcomes) of the project? How will you measure your goals?
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 9
All the Faces aims to preserve and celebrate Carlsbad's surfing heritage via a community-focused 10–15 min
documentary, fostering local pride, intergenerational ties, ocean stewardship, and arts access—aligning with
priorities for cultural vibrancy, inclusivity, and lifelong learning in Carlsbad.
Outputs:
- A completed documentary with verité footage of key breaks (Tamarack, Warm Waters, Terra Mar, Ponto
Jetties), archival material, and interviews with local surfers
- A free public screening in Carlsbad hosted by Carlsbad Boardriders Club at their annual fundraiser in Señor
Grubby's on 04/01/27 - 100–150 attendees expected)
- Free online release via dedicated website/YouTube/Vimeo (with captions)
- Submissions to surf/doc festivals for wider exposure
Outcomes:
- Greater resident awareness/appreciation of Carlsbad surf history and identity
- Inclusivity via diverse voices (ages, backgrounds), promoting dialogue and mentorship
- Lifelong learning on local heritage, active lifestyles, and stewardship
- Enhanced visibility for Carlsbad as a creative coastal hub
Measurement:
- Quantitative: YouTube views (target 3,000+ year 1), screening attendance (100+ total), festival
submissions/acceptances, social engagement
- Qualitative: Post-screening feedback, event interviews, online comments, testimonials from locals/Carlsbad
Boardriders Club
- Partnership success via California Surf Museum & Carlsbad Boardriders Club endorsement, co-hosting, and
mission alignment feedback
Target Population:
Who is your target population and why? How will you reach them?
The primary target population are the residents of Carlsbad, with a focus on the local surfing community and
coastal enthusiasts. This audience includes multi-generational surfers (groms, veterans, instructors, pros
affiliated with the Carlsbad Boardriders Club), families, youth, and general residents interested in local
history, active recreation, and culture.
Why this group? Carlsbad's 7-mile coastline and iconic breaks shape resident identity and daily life. The film
will celebrate this shared heritage, preserve pioneer stories, promote intergenerational pride, ocean
stewardship, inclusivity (diverse ages/backgrounds/experience), and lifelong learning.
All The Faces will reach our target population via:
- A free public screening in Carlsbad hosted by Carlsbad Boardriders Club at their annual fundraiser in Señor
Grubby's on 04/01/27 - 100–150 attendees expected)
- A free online release on YouTube/Vimeo (with closed captions) embedded on dedicated 'All The Faces'
website, promoted via Carlsbad Boardriders Club social media, email lists, and local networks
- Outreach through Carlsbad Boardriders partnerships (events, contests, meetings), local surf shops, schools
(potential youth/history tie-ins), and Carlsbad cultural/tourism channels
- Submissions to regional surf/doc festivals for broader visibility while prioritizing Carlsbad-first access
These methods will ensure inclusive, community-centered reach and high engagement among locals.
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Fiscal Year 2026-27: Arts Projects for Arts
Organizations 10
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.
Carlsbad Boardriders Club (nonprofit): Key community partner providing essential access to local surfers,
historical knowledge, promotion, and audience reach. Not acting as fiscal sponsor, but vital for creation,
authenticity, and community screening. Primary contact: Ricky Whitlock, former professional surfer and
current Boardriders President.
Jake Blackburn: Executive Producer. Carlsbad High School counselor and surf team coach; brings deep local
connections, guidance & youth perspective: https://www.youtube.com/watch?v=DGbNNqdWcFc
Carlsbad Musicians: Contributing original music as the film’s soundtrack, supporting the project’s
commitment to featuring Carlsbad talent.
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.
ricky_wsl_standing.jpg
Organization Changes/Challenges/Circumstances:
What special circumstances, challenges or changes have affected your organization? What impact has this had on
your organization?
As an independent filmmaker applying individually (with fiscal sponsorship from the California Surf
Museum), this is my first grant-funded documentary project in Carlsbad. All the Faces was directly inspired
by the Carlsbad Community Arts Grant—its focus on local culture, inclusivity, and arts access motivated the
idea for this community-centered film on Carlsbad surfing heritage.
Key circumstances/challenges:
- No personal 501(c)(3) status, so new fiscal sponsorship via the California Surf Museum requires
coordination on timelines, events, and reporting—but strengthens ties to a local nonprofit dedicated to surf
culture and history.
- First-time U.S. grant applicant in this context, transitioning from Northern Ireland broadcast docs and U.S.
paid work, involving adjustments to fiscal rules, local partnerships, and outreach. This has deepened my
commitment to the process and alignment with Carlsbad Art Grant goals.
- The grant opportunity itself sparked the project; without it, a resident-focused, free-access documentary
might not have been possible.
Overall impact: Positive—heightened investment in collaboration, community relevance, and accessible
storytelling, positioning the project for strong local success.
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Patrick Trolan Patrick Trolan
Printed On: 15 June 2026
Fiscal Year 2026-27: Arts Projects for Arts
Organizations 11
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.
Videos Upload (OPTIONAL):
Please provide us with a host website link for all videos relevant to the project.
https://drive.google.com/drive/folders/1-yMtIg0NIrMd3mMfsT7x_CfeSRrympY9?usp=sharing
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.)
csm_patrick_trolan_agreement.pdf
Budget Information
You may upload budget support information in this section. Please consolidate into one PDF if possible.
Contact the Cultural Arts office at arts@carlsbadca.gov should you need assistance.
Total Project Budget
$7,500.00
Project Budget Form:*
Download a Community Arts Grants budget form and complete the "Projected" column. Save your completed file
as a PDF and upload your project budget form here. Make sure costs tie in with your project narrative. * PLEASE
USE COMMUNITY ARTS GRANT BUDGET FORM ONLY. Budget forms are available on the Cultural Arts Community
Arts Grants webpage. Please contact the Cultural Arts office at arts@carlsbadca.gov should you need assistance.
Arts Grants Budget Form for All The Faces by Patrick Trolan.pdf
Organizational Budget:*
Please upload a current organizational budget.
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Patrick Trolan Patrick Trolan
Printed On: 15 June 2026
Fiscal Year 2026-27: Arts Projects for Arts
Organizations 12
California Surf Museum Encinitas 2024 990.pdf
Audited Financials:*
Please upload your organization's most recent completed short form 990s.
California Surf Museum Encinitas 2024 990.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:*
03/27/2026
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Patrick Trolan Patrick Trolan
Printed On: 15 June 2026
Fiscal Year 2026-27: Arts Projects for Arts
Organizations 13
File Attachment Summary
Applicant File Uploads
• board_roster.pdf
• Candid Check provided by Krystal Roa.pdf
• B3079-7238.pdf
• ricky_wsl_standing.jpg
• csm_patrick_trolan_agreement.pdf
• Arts Grants Budget Form for All The Faces by Patrick Trolan.pdf
• California Surf Museum Encinitas 2024 990.pdf
• California Surf Museum Encinitas 2024 990.pdf
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
HIGHLIGHTED SECTION PRINTOUT
FROM CSM MAGAZINE
BOARD ROSTER CAN ALSO BE VIEWED AT:
https:// surfmuseum.org/ about/ about-the-museum/
Executive Director Jim Kempton
CSM Board of Directors
Jeff Duclos (2025-26), President
Danny Quisenberry (2024-25), Vice President
Tara Lee Torburn (2024-25), Treasurer
Louise Ravera Baima (2025-26)
John Bishop (2024-25)
Pierce Flynn (2025-2026)
Brian Logan (2024-25)
Parry Payne (2024-25)
Severino Ricci (2025-26)
Joe Willix (2025-26)
Candid Check provided by Krystal Roa
3/26/2026
California Surf Museum in Oceanside, CA
EIN: 33-0215579
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
Q ~ ~ https//wwwgwdestarorg/profile/33 0215579 (3 Q UpdatC'
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CALIFORNIA SURF MUSEUM
ENCINITAS
Preserving our Surfing Heritage
aka California Surf Museum I Oceanside. CA I www.surfmuseum.org
Summary Procr•ms + Results Financials Operations
Mission
The California Surf Museum serves as an international
repository and resource center for surfing by capturing,
preserving, and chronicling its culture, art, and heritage for
the education and enjoyment of current and future
generations.
Rulingyeare
1992
President, Board of
Dlrec1ors
Jim Kempton
Main address
312PlerViewWay
Oceanside, CA 92054-2525
USA
Show more contact info
EIN
33-0215579
NTEEcodee
Museum & Museum Activities
(A50)
-; California ~ Surf Museum
IRS filing roquirnmont
This organization is required to
Me an IRS Form 990 or 990·
EZ.
Sign ,nor create an
account to view Form(s)
990for2023,2
2021.
fj) I RS Help I News I Enghsh v I $ Charities & Nonprofits I Q Tax Pros
File Pay Refunds Cred1ts&Deduct1ons Forms&lnstructrons -
~ I lli / Charities and N9nru::2fils / Search for Charities / Search for Tax [xemQ!.Qrg~ / Tax E,cemQ!.Qrganization Search / California Surf Museum Encinitas
California Surf Museum Encinitas
EIN: 33-0215579 I Oceanside, California, United States
Other Names
CALIFORNIA SURF MUSEUM
Publication 78 Data
Organizations eligible to receive tax-deductible charitable contributions. Users may rely on this list in determining deductibility of their contributions.
On Publication 78 Data List: Yes
Deductibility Code: PC(!)
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
@WSL Schedule Rankings Surfers Fantasy One Ocean Store Search Q
Ricky Whitlock
.~ United States
18
Followers
First season 2008 Men's OS
Age 39 Oct 2, 1986
#692
Men's as 2015
Event results
Men's Qualifying Series v
Name
Shoe City Pro
O'Neill Coldwater Classic
Career stats
Men's Qualifying Series v
Year
2015
2013
2012
2011
Rank
692
255
319
308
0
Heat wins
2015 V
Points
170
644
504
811
Events
Place
73rd
65th
Heats
8.99
Avg. heat score
Points
65
105
Max heat score
9.54
4.76
7.53
9.93
2.78
Avg. wave score
Defeated By
Jack Boyes
Travis Beckmann
Best result
65th
17th
13th
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
0 PROFIT FI C L PO OR AGREEM NT
This Nonprofit Fiscal Sponsor Agreement {hereinafter referred to as "Agreement") is entered into Q!l.Friday, March
27, 2026, between California Surf Museum, a nonprofit organization under section 501 (c)(3) of the Internal Revenue
Code (hereinafter referred to as "Fiscal Sponsor"), and 'All The Faces', a project initiated by Patrick Trolan
{hereinafter referred to as "Sponsored Project"). This Agreement is designed to outline the terms and conditions
under which Fiscal Sponsor will provide fiscal sponsorship to Sponsored Project.
PURPO E OF AGREEME T
Objective. The purpose of this Agreement is to establish a fiscal sponsorship arrangement between the Fiscal
Sponsor and the Sponsored Project. The Fiscal Sponsor agrees to receive and administer funds for the charitable
activities of the Sponsored Project, with the understanding that such activities further the Fiscal Sponsor's tax-exempt
purposes.
RE PO IBILITIE OF THE FISCAL PONSOR
Acknowledge and Accept Donations. The Fiscal Sponsor shall receive and acknowledge all monetary donations,
grants, and contributions for the Sponsored Project. All funds received will be reported as the income of the Fiscal
Sponsor for both tax purposes and financial statement purposes.
Fund Disbursement. After receiving the Art Grant, the Fiscal Sponsor shall disburse funds to the Sponsored Project
within a 30 day period.
INDEMNIFICATIO AND LIABILITY
Indemnification Clause. The Sponsored Project shall indemnify, defend, and hold harmless the Fiscal Sponsor and
its directors, officers, employees, and agents from and against any and all claims, liabilities, losses, damages, costs,
and expenses, including reasonable attorneys' fees, resulting from the Sponsored Project's activities or breach of this
Agreement.
Limitation of Liability. The Fiscal Sponsor shall not be liable to the Sponsored Project or any third party for any
damages, liabilities, or costs, including consequential, indirect, or incidental damages, arising out of this Agreement
or the services provided hereunder, except for damages arising out of the Fiscal Sponsor's gross negligence or willful
misconduct.
IN WITNESS WHEREOF, the partI s hereto have executed this Agreement as of the date first above written.
FISCAL SPONSOR: Califo
ame & Title:
Signature:
Date: g. 2 7 2_o 2_,C:,
: 'All The Faces' by Patrick Trolan
Signature:
Date: 03
A p p lican t:C O MMU N ITY A R TS G R A N TS 2 0 2 4 -2 5 P R O JEC T B U D G ET IN FO R MA TIO N
$ 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 2026-27
Other $ -
Other $ -
Subtotal Unearned Income 7,500.00$ Subtotal Unearned Income -$
Cash Notes Cash
Project Staff (non-artist)$500 Drone Operator/In water camer services
CAG FY 2026-27 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECT INCOME ORGANIZATION NAME: 'All The Faces' by Patrick Trolan
Ea
r
n
e
d
I
n
c
o
m
e
Subtotal Earned Income
Notes
Un
e
a
r
n
e
d
I
n
c
o
m
e
Amount received through Community Arts Grants 2026-2027
7,500.00$ -$ INCOME TOTALS
PROJECT EXPENSES Notes
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
L
A p p lican t:C O MMU N ITY A R TS G R A N TS 2 0 2 4 -2 5 P R O JEC T B U D G ET IN FO R MA TIO N
CAG FY 2026-27 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
Project Artist(s) or Arts
Instructor(s) $ - Music by local artists will be used on a donated permission basis
Educational Materials/Printing $ -
Costumes/Props $ -
Sets $ -
Supplies $50 Miscellaneous stationary supplies & printing
Licensing/Royalties $ - Music by local artists will be used on a permission basis
Rentals (space and/or other)$400 5 days pro edit rental space at $80 per day
Transportation $200 Projected 250+ miles over entire production at 2026 mileage rate
Food & Beverage $350 $35 per diem x 10 day shoot/edit
Marketing/Promotion/
Publicity $1,000
Social meda paid advertising for event and/or doc promo, plus
website domain/hosting, plus Film Festival Entry Fees for a
planned 5-7 submissionsFiscal Agency Fee $ - California Surf Museum are not taking an agency fee
Pre-production/research $ 1,000.00 Research, story crafting and production planning services
Production $2,000 Dual camera, sound, and lighting services
Editing/Post-production $ 2,000.00 Editing, graphics and other post-production services
EXPENSES TOTALS 7,500.00$ -$
Value Notes Value
$ -
$ -
IN-KIND SUPPORT Notes
Docusign Envelope ID: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A
I
A p p lican t:C O MMU N ITY A R TS G R A N TS 2 0 2 4 -2 5 P R O JEC T B U D G ET IN FO R MA TIO N
CAG FY 2026-27 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT
$ -
$ -
$ -
$ -
$ -
$ -
IN-KIND
TOTALS
-$ -$
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: EB7F16CA-96B4-8C88-81E0-5D35ADC2629A