HomeMy WebLinkAboutAviara Oaks Middle School Band Boosters; 2019-02-08;2019 GRANT AGREEMENT FOR AOMS Band Boosters, Inc.
This agreement, is made on the ~ day of _~=...,Ll...J,,,~~~~__, 2o_fl_, by AOMS Band
Boosters, Inc. (ORGANIZATION), hereinafter referred to as "Gran ," 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 2019 Community Arts Grants Program
in an amount not to exceed one thousand, five hundred dollars ($1,500) ("Grant.") The purpose of the
Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement
Scope").
Project Title: "Stand Up" for Music
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 effective date of
this Agreement and expiring on January 31, 2020. 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. 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.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2019 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 agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to only cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of this Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. 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.
e. 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.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
1
Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2019 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. 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.
i. 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. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, 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.
5. 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 2019 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City (30) calendar days after the Agreement Scope end date or, January 31,
2020, whichever is earlier.
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.
6. 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 City staff.
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.
7. 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.
2
8. 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.
9. 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 sixty (60) 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 budget income, expenses or line item designations from Grantee's
budget, 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 January 31, 2020.
10. COVENANT AGAINST DISCRIMINATION. 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.
11. 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:
AOMS Band Boosters, Inc.
Attn: Katie Browne
6880 Ambrosia Lane
Carlsbad, CA 92011
Email: aomsbandboosters@gmail.com
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
\\\
\\\
\\\
\\\
\\\
\\\
\\\
12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, 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.
13. 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.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. 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.
17. DRAFTING AMBIGUITIES. Grantee understands that it 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 of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
4
18. 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
~0 \'J\. 0~0\NN~
(Print name/Title)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: (bk@WJ Pt)-)lUn
HEATHER PIZZUTO
Library & Cultural Arts Director
(<'2mWV\e. (Q) ecu-ls6ad usd .~1-etAnEsT:
(Email address)
(Date)
(Print name/Title)
9l:_t-rlww-
r'-'BARBARA ENGLESON
City Clerk
CAO wt c;. bOJ11J. bnos\exs.@ 3W1cu ( , cam
(Email address)
~123 1?.Dl9
(Date)
If required by City, proper notary acknowledgment of execution by contractor must be attached . .!f...E_
Corporation. Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman,
President, or
Vice-President
Secretary,
Assistant Secretary,
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:
5
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2019 Application
2. Optional, as needed -Community Arts Grants 2019 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2019 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2019 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2019
6
Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
Organization Name
Organization doing business as {if by another
name) {OPTIONAL):
StreetAddress
City
State
Zip Code
Phone Number
Organization website URL:
9746950
Complete
AOMS
lisaoneal@hotmail.com
Lisa
O'Neal
Secretary -AOMS Band Booster
6880 Ambrosia Lane
Carlsbad
California
92011
949-243-2467
aomsbandboosters@gmail.com
Educational Institution or Affiliated Group
AOMS Band Boosters, Inc.
AOMS Band Boosters
6880 Ambrosia Lane
Carlsbad
California
92011
949-243-2467
www.aomsband.org
What is your organization's mission
statement?
Is this your organization's first time applying
with the City of Carlsbad?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Carlsbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
Total Number of Expected Audience
Attendance for Project
Our mission is to enrich the educational
experience of band students at Aviara Oaks
Middle School by fundraising, promoting and
supporting their musical activities. We want to
encourage students to explore music, perhaps
for the first time, by providing them with the
necessary educational tools and opportunities
to foster a lifelong love of music. To
accomplish this goal, our dedicated AOMS
Band Booster parents play many roles from
planning fundraisers to driving students to
events, festivals and competitions, to
encourage and support our "Sandos" in their
musical education!
Yes
"Stand Up" for Music
We are seeking grant funds to purchase new
music stands for the band students. Currently,
we do not have a sufficient number of stands,
and the majority of the stands we do have are
old, worn out and do not work properly. Our
"working" stands, which are used by more than
250 students over 5 class periods, either do
not allow the students to adjust the height or
will not maintain the desired height and slowly
slide down. The faulty adjustment
mechanisms also tend to pinch small fingers.
We intend to utilize grant funds to help
purchase 65 new stands.
01/01/2019
12/01/2019
2500
250+ students for 2019
1000 + students over 10 year expected life of
equipment
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
The project to purchase new music stands is
part of an ongoing effort provide our students
with the best musical education and
experiences available. We are continuously
adjusting and adding to our program, bringing
our students new tools and opportunities that
enhance their experience and build their
connection to music. Our students participate
in music festivals and competitions to improve
their skills, such as the Disneyland Soundtrack
Sessions and the Heritage Festival in San
Francisco. We educate them by providing free
access to specialized coaches and innovative
music software. We take them to the San
Diego Symphony to instill a love of music and
to show them what they can achieve if they
are willing make the effort. We show them
how to give back to the community by
performing at retirement homes and
elementary schools, where they can inspire
future musicians to pick up an instrument. All
these projects take time and money, but our
team is committed to the success of our
students and the larger community. How do
we measure success? By the fact that our
program grows each year, with over a quarter
of the AOMS student population being a
member of the Band. By the fact that most
students who start out in 6th grade beginning
Band stay with the program through middle
school and most go on to play at a high school
level. We believe that the quality of our Band
program instills a love of music that extends
far beyond middle school.
What makes the "Stand Up" for Music project
distinctive?
There are 2 things that make "Stand Up" for
Music distinctive: 1) the overall quality of our
award winning music program; and 2) the
immediate impact the project to acquire music
stands will have on the students. Since taking
the reins in 2006, Director Katie Browne has
grown the Band to nearly triple its original size,
with over 250 members representing almost a
quarter of the student population of AOMS.
There are three levels of instruction in five full
periods of classes. The AOMS Band performs
concerts, travels to competitions and reaches
out to our community at large. But the appeal
of our program is simple: we provide a safe
place for the students to be creative, be
themselves and make friends. Being in Band
helps students develop a positive self-image
and feelings of self-worth through their
individual accomplishment of learning to play
an instrument More importantly, the band
room is a home away from home where they
can belong and take pride in being a part of
the group's success. Moreover, the stands will
have a positive, immediate and lasting impact
on our students' experience. All 250 students
will benefit on day one, because there will be a
sufficient number of quality music stands for
the students to use. Moreover, the stands will
benefit incoming students for years to come
over the life of the equipment. That is why our
Band program, and our "Stand Up" for Music
project, are distinctive.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
The goal of our project is simple: to provide
our band students with the fundamental tools
they need to learn to play an instrument. We
believe that those tools include the instrument
itself, a chair, a music stand and sheet music.
Without those basic tools in place, a teacher is
not able to provide the optimal environment for
the students to learn. This is especially true
where you have large classes. In our case,
our Director Mrs. Browne has classes with
more than 60 students! There is an energy-
filed chaos each day as the kids file into the
classroom, assemble their instruments, take
their seats and wait for rehearsals to begin.
But that chaos is exacerbated when the stands
don't work, or a child injures their hand trying
to adjust the height of a faulty music stand.
The new music stands will go a long way in
providing the students the tools and
environment they need to learn. These stands
will be used every day, by over 250 students,
and by hundreds more over the next several
years. How will we measure the goals? By
the satisfaction of our students and teachers.
We will be providing a short video (at the panel
session) in support of our application, where
the students will explain why the music stands
are important to them and the significant
difference it will make in their learning
experience.
Who is your target population and why? How
will you reach them?
Our target population is not only the current
250 students, but hundreds more whose
educational experience will be greatly
improved by using the new stands over the
years. Ask anyone who has tried to play an
instrument how important proper posture and
seating are to optimize musical performance,
which includes having a functional stand that
places your music at eye level. It's hard to
play an instrument if you can't easily read your
sheet music! Our students work hard every
day to become better musicians and it is
important to provide them the fundamental
tools they need to succeed. Moreover, it is
impracticable to require that families purchase
the stands themselves, due to cost and
logistical issues (stands can't be brought to
and from school each day; how to distinguish
one stand from the other, etc.). But
purchasing new stands will not only benefit the
students, but the teachers and coaches as
well. New music stands will enhance the
teaching experience by removing the
classroom distraction of faulty and
cumbersome equipment. Our teaching staff
will not have to deal with students who are
frustrated by stands that don't work, fall down,
and pinch their hands. There will be no more
battles for the few stands that work properly!
Students can come in, grab their instruments,
sit down and start playing. Students will still
face challenges trying to master their
instrument, but issues resulting from poor
equipment will not be one of their obstacles!
Are you partnering with any organizations or No
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more information on your project.
(OPTIONAL, but recommended.}
Our website: http://www.aomsband.org
AOMS Band Overview:
https://docs.google.com/presentation/d/1 zV24
Pw-
hye996Y9galkR8By5FEcV4vK7aN6FPIGPan
c/edit?usp=sharing
This space is available for one document
upload for any supplemental infonnation you'd
like to include. If you have multiple documents,
please combine them into one for this upload.
Any links should be included in the box above.
{OPTIONAL)
Please upload your completed Project Budget
fonn.
Please upload your IRS Letter of
Detennination.
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF fonnat.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Wenger_Classic_50-lnfo.pdf (3548k)
CAG_2019_Project_Budget_Form_ 11-2-18. pdf
(141 k)
AOMS_Band_Boosters_lnc._ 4 7629818_Certifi
cate_2018.pdf (1089k)
AOMS_Band_Boosters_Board.pdf (215k)
Lisa
O'Neal
Secretary
949-243-2467
lisaoneal@hotmail.com
2018-11-05 08:54:33
2018-11-05 08:54:24
2018-11-05 08:54:33
24.25.211.200
Safari
Mac
https://fs9.formsite.com/res/formloginReturn
Applicant: AOMS Band COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
I PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PROJECT INCOME s Notes s Notes
E • Admfssions so
r n Gffts/Merchandi~/ so e Concessions
d In Adv«tlsin9 so
C
~ Othe' so
Subtotal Earned lnc.ome ~ Subtotal Earned Income ~
s Notes s Notes
Prtvate so
u
n Individual so • WIU bt ,-tw,d thfaulh vanous flfttrab.fnt KtMtlies,
: Public Support S1,734 lnc\udlnt con(~ plzn and P09<orn sales, local f'flt.,rartt ,.-..~ . l la ... i-.
n
• Applicant Cash so d
1; O.G Request Amount SZ,500 Amounl r~led lh,our. CommJnlty Arts c;,..-,u 2019 Amcult rec~ Wouah Ccmnt.trity Arts Gl'M'ts 2019
0
m Other so •
Other so
Subtotal Unt'Orn«I Income S◄,2J.4 Subtotal UMOfMCI Income ~
INCOME TOTALS~ DO
PROJECTED -APPLICATION ACTIJALS -FINAL REPORT -PROJECT EXPENSES Ca"1 Notes Cash Notes
Project Starr (non-artbt) so
Project Artlst(s) 0< Arts
lnstruct0<(s) so
Educational Materials/ so Println1
cos,...,,../Props so
Seu so
Supplies S◄,233 Wf-nt« ·c1aiu1c 50" all·purpow, GKMM, lfthtw.tcht musk
stands. 65 stands at SSl H . • Sl,445. ldcltt.~ S718 fM l • _.,__.__ c. o.~....t.i-• ~-lll.
Llcenslnj/Royaltles so
Rentals (space and/or other) so
TransportaUon so
Food & Be\leraae so
Mlrk•tlnt/Promotlon/
Publicity so
Fiscal Aaency Ftt so
Other so
Other so
Other so
EXPENSES TOTALS! S◄,233 ! CE:]
PROJECTED -APPLICATION ACTIJALS -FINAL REPORT
IN-KIND SUPPORT Value Notes Value Notes
so
so
so
so
so
so
so
so
IN-KIND TOTALSCJI:] CE:]
1
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
Ml/,t;JMiltHt
For appUc.atfon, flit out only arffn. For final r,epon., fill In blue.
'!bl., will onty be-able to fill out the cells htahlfthted in lfe«i or blue.
The application proj«t l:Judtet nM.Bt bit.nee. Total lnc.ome mun e-qual tout e.xpfflSe'S. Final Report
Round alt budtet fttures to the ntan!Sl whole dollar.
Ent« a 'O' In any cells that you don't hi~ an amount to add.
ptease alve detailed descrfpUom for each tine item In the notes column. For eomp(e, if your totAI admissions fs SI ,000, enter·◄ showl, 50 attendees, S5 each:
Ple.se lnst'ft your Of11rriution name in the top ritht head«.
2
COMMUNITY ARTS GRANTS GUIDELINES -2019
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 Northern San Diego County region. As a component of many services and activities,
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.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new & emerging arts programs and organizations in Carlsbad; and
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2019 OVERVIEW
Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBI LITY
• Programs and activities supported must take place in the 2019 calendar year, Jan. 1 -Dec. 31, 2019
• All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects including partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization
must be the applying party
GUIDELINES APPENDICES
• Appendix 1 -Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards
Page 1 of 8
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups -$30,000 total maximum in awards
o Arts in Schools -$2,500 maximum award
• Special Opportunit ies -$5,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
ARTS ORGAN IZATIONS
• Arts Organizations are registered 501(c){3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018
ARTS ORGAN IZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of non profit's missions
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity building include:
o Professional development for staff and board members
o Opportunities for peer lea rning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies
workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
Page 2 of 8
EDUCATIONAL INSTITUTIONS AND AFFI LI ATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $2,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same disci pline from
the same school
• To be eligible for funding:
o In-school projects funded through the Community Arts Grants may not be led by a permanent hourly or salaried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed within that that or any district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
• Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in
SPECIAL OPPORTUNITIES
• Special Opportunities grants are mini-grants for arts projects that become availab le after the deadline for the regular
Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2019
• Requests will be accepted on a rolling basis, with a minimum of 40 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2018. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCH ED ULE
Sept. 17. 2018
Sept. 18
By Sept. 24
Oct. 1
Oct. 15
Nov. 5
Week of Nov. 26
Dec. 10-15
January 2019
Jan. -Dec. 2019
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application posted and available at www.carlsbadca.gov/arts
Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application review submission deadline. All review feedback will be completed by Oct. 24
Applications for the 2019 cycle must be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives
<50% of requested amount will be required to complete a Revised Project Form
First payments of awards are disbursed, projects commence
All grantees must complete a Final Report w ithin 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFORMATION SESS IONS, WORKS HOPS AND APPLICATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
Page 3 of 8
• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing ski lls. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov
• Application Review -applications submitted by Oct. 15 can receive review by Cultura l Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW AND SCORIN G OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESS IONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up t o three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not required to, include: Power Point, video, sound, photos and other
multim edia augmentation Presentations can also include a demonstration or performance. Space will be
limited, and staff will assist in planning and coordination with representatives before and during panels
• If any presenters are under the age of 18, an additional representative may accompany them during panel
o Answer questions by panel members regarding their presentation or application materials
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule
upon submission of application
• All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will
not otherwise affect their application's review
• All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement, alignment with grant program
mission
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
Page 4 of 8
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
FINANCIAL MANAGEMENT
Grant recipients are required t o maintain 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 the financia l accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and
updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates
to all grantees as they are adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests at the discretion of the Cultural Arts Office
Page 5 of 8
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held t hroughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cu ltural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
Page 6 of 8
APPENDIX 1-COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Com munity Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capita l
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Page 7 of8
APPENDI X 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad will NOT award grants to:
• Organizations receiving funding through City of Carlsbad Community Activity Grants
• 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 that are solely for the promotion of or
consumption by a specific religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of' organizations of 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:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for t he general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
Page 8 of 8