HomeMy WebLinkAboutCarlsbad Educational Foundation; 2018-01-19;GRANT AGREEMENT FOR Carlsbad Educational Foundation
This agreement, is made on the \9:\\t...., day of !--,awc:v'~ , 20~, by Carlsbad
Educational Foundation (ORGANIZATION), a California nonpro corporation, hereinafter referred to as
"Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the
"Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during
the 2018 Community Arts Grants Program in an amount not to exceed three thousand, eight hundred
dollars ($3,800) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project
outlined in the Agreement Scope ("Agreement Scope").
Project Title: Carlsbad Valise Project
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, 2019. 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 2018 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.
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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 2018 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 2018 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 the earlier of thirty (30) calendar days after the Agreement Scope end
date or, January 31, 2019, 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 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.
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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, 2019.
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:
Carlsbad Educational Foundation
Attn: Nick Burchfield
5631 Palmer Way, Suite L
Carlsbad, CA 92009
Email: nick@carlsbaded.org
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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
(Remainder of Page Intentionally Left Blank)
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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 CITY OF CARLSBAD, a municipal corporation of
the State of California
By: ((0M}W) T>i;7zM13?
HEATHER PIZZUTO
H, c11t1i It, Library & Cultural Arts Director
(Print name/Title)
1 61 rl s b t1lt ed. ATTEST:
I q
o~~
(Date) 9/.:.£. <JLzi
BARBARA ENGLESON
City Clerk
J/;1&,/< "'Bu_tc~~{elJ, Direcb· o{:-U~o?·i-e./-
(Print name/Title)
(Email address)
I (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, Secretary,
President, or
Vice-President
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:
CELIA A. BREWER, City Attorney
5
By: _/l~l¼f------+---,,,,L""-------+------7 -
Assistant City Attorney
Date
6
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. Completed Community Arts Grants 2018 Application
2. Community Arts Grants 2018 -Project Budget Information
3. Community Arts Grants 2018 -Revised Project Form
4. Community Arts Grants 2018 -Revised Project Budget Information
5. Community Arts Grants Guidelines 2018
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Community Arts Grants 2018 APPLICATION
Organization Name Carlsbad Educational Foundation
Organization EIN: 95-3768448
Organization website URL: www.carlsbaded.org
Street Address 5631 Palmer Way, Suite L
City Carlsbad
State California
Zip Code 92009
Are you a first-time applicant? No
What is your organization's mission statement? Carlsbad Educational Foundation's mission it to
invest in our children's future success through
education for all students in the Carlsbad Unified
School District by developing and funding
impactful programs.
Have you receive funding from the City of
Carlsbad's Community Arts Grants in past years?
Yes
Item #65
Amount funded through Community Arts Grants
2017 $1,500
2016 $1,500
2015 $1,500
First Name Nick
Last Name Burchfield
Are you applying as an: Arts Organization
For which funding category are you filling out this
application?
Arts Education
Project Name Carlsbad Valise Project
Project Summary The Valise Project is a unique, local program that
enhances education by bringing museum quality
artwork into the classroom. Presented by the LUX
Art Institute, each valise is a portable work of art
that provides students with a complete art
experience as well as a powerful interdisciplinary
learning opportunity. Only with private funds
raised by the Carlsbad Educational Foundation
(CEF) is this proram accessible to 900 Carlsbad
sixth graders. A 5,000 Community Arts grant
would be used for the Lux Art fees required to
bring specific valises (those with curricular
connections to science) to 30 sixth grade
classrooms across Carlsbad.
Project Dates
Date
Project Start 1/1/2018
Project End 5/30/2018
Funding Request from the City of Carlsbad's
Cultural Arts Grants
5000
Total Project Expenses 15000
Total Number of Expected Participants and/or 900
Audience Attendance for Project
Provide a brief organizational history and With 33 years of history and a record of fiscal
description of accomplishments in the previous stability, Carlsbad Educational Foundation (CEF)
year. has strengthened our community by investing
over $7.5 million in programs and resources for
Carlsbad students. CEF was founded in 1983 by
concerned CUSD parents. Initial fundraising
supported the Carlsbad High School library and
subsequent funds met a variety of District needs.
CEF operates a number of fee-based programs
for CUSD students, including Kids' Care
(before/after-school care for K-5 students),
S.O.A.R. (after school leadership program for 6-8
students), CEF Summer Enrichment (for K-8
students), and CEF High School Summer
Academy. With the base of funds provided by
these earned income programs and additional
funds raised via vigorous and varied fundraising
(including an annual campaign, major donor
campaign and three signature events), CEF is
able to provide continuous financial support for
the various programs we provide.
In 2016-2017, CEF:
*Funded weekly core music classes for 5,000
CUSD elementary students;
*Supported Project Lead the Way "STEM Street"
for 1 ,200 students in grades K-12 - a
comprehensive science, technology, engineering
and math curriculum;
* Supported FIRST Robotics Programs for
students in grades 4-12;
* Funded Science Olympiad programs for middle
and high school students;
* Provided science lab equipment and
consumables for 6,100 students in grades 6-12;
* Supported district-wide student participation in a
variety of outstanding local programs including
the LUX Art lnstitute's Valise Project (for sixth
graders), Junior Achievement's BizTown (for fifth
graders), and the Agua Hedionda Lagoon
Foundation's Academy for Environmental
Stewardship (for third graders).
What makes this project distinctive? For the past six years, Carlsbad Educational
Foundation (CEF) has partnered with the Lux Art
Institute (LUX), to bring an exciting
interdisciplinary arts education program -The
Valise Project -to Carlsbad's sixth grade
students. The Lux Art Institute created The
Valise Project in 2000 as a way to reintroduce art
into the classroom. Inspired by Marcel Duchamp,
who carried miniatures of his work inside a
suitcase, LUX commissions portable works of art
that double as powerful teaching tools. The
Valises travel to classrooms around San Diego
County each year, giving students a rare up-close
and hands-on experience with museum-quality
art.
Each Valise (which means "suitcase" in French)
contains unique, museum-quality artwork with
curricular connections to Math, Science, Social
Studies and Language Arts. In the classroom, a
professional Teacher gives a two-part, two-hour
presentation centered on the Valise. The
program begins with a discussion of the Valise
and culminates with a related hands-on art
activity. The process gives students a complete
art experience -from seeing, discussing and
touching a professional work of art, to conceiving
and creating an artwork of their own. CUSD
teachers report high student interest and
engagement as skilled LUX facilitators help
students dive deeper into the connection between
art and science (e.g. botany, the environment)
and the importance of both in our everyday lives.
What are the outputs and/or outcomes of the CEF focuses its efforts in three primary impact
project? areas: hands-on science, district-wide music, and
educational innovation. These impact areas are
supported by research, local teachers,
administrators and the community as
enhancements that can make life-changing
differences for our students. By collaborating with
the Lux Institute, CEF will be able to meet our
strategic priority of providing district-wide
opportunities for Carlsbad students to be
exposed to innovative education programs and
science and they will:
* Gain new familiarity and confidence with the
process of creating high quality art;
* Create art in their own style;
* Connect art to other academic disciplines,
including science and;
* Participate in classroom discussions that delve
deeper into the process of developing art and its
connections to the world around them.
Our outcomes include:
*Scheduling and execution of two-part, two-hour
Valise Project presentations in all 30 CUSD sixth
grade classrooms;
*Participation of 900 sixth grade students in both
a hands-on art experience and scientific
discussion related to the presented Valise.
How will the project be evaluated to measure CEF and LUX work together to evaluate the
outputs and/or outcomes? Valise Project for CUSD students. LUX tracks
classroom/student participation as well as
teacher satisfaction via session-end surveys
distributed to teachers. In addition to measuring
program success based on the participation goal
described above (i.e. coordination of Valise
Project presentations for 900 middle school
students in CUSD), we will also target the
following metrics:
•90% of teachers will report high student
interest/engagement in the presentation;
•90% of teachers will highly rate the quality of
both the art experience and when appropriate,
the related scientific discussion; and
•90% of teachers will confirm program
connections to core curriculum. LUX will
distribute the teacher evaluation forms and collect
responses; CEF will analyze results. Program
evaluations will be shared with the CEF Board,
program leaders and all funders and will be used
to inform program decisions and modifications in
the following year.
How will the project address community needs, The Valise Project was originally created by LUX
including reaching underserved populations? to bring inspiring academic experiences to
underserved students across San Diego County
and to provide classroom teachers with a model
for standards-based integrated arts education.
CEF believes the middle school years represent
an exciting opportunity to engage students in the
arts -students are gaining competence and skills
while becoming ever more aware of and
knowledgeable about the world around them.
Unless Carlsbad middle school students choose
art as an elective, students receive no art
instruction in the classroom. Failing to provide
inspiring hands-on art and science experiences
represents a colossal missed opportunity at an
age when students begin to form interests that
can ultimately drive education and career
choices. For most students, the Valise Project
represents the only art experience they will
receive all year.
We think LUX's Valise Project aligns well with
CEF's commitment to providing access to
engaging programs that deliver key curricular
content in new and impactful ways. A wealth of
research has proven that involvement in the arts
not only enhances student achievement, art can
also positively changes the learning environment,
in particular for traditionally underserved
populations. Art is a powerful medium for
connecting students from a variety of
backgrounds and the Valise Project provides an
excellent platform for exploring the interplay of art
and science.
Who is your target population? What geographic
area will benefit from your program?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Provide names and brief description 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.
CEF supports student programs solely in
Carlsbad Unified School District (CUSD). The
CUSD currently enrolls a little over 11,000
students in fourteen K-12 schools. White students
make up 56% of enrollment. Twenty-seven
percent of students are Hispanic or Latino and six
percent are Asian. Eight percent of the District's
students are English language learners.
Twenty-two percent of Carlsbad Unified students
qualify for free or reduced meals. The Valise
Project will serve approximately 900 sixth grade
students from three CUSD middle schools whose
demographics roughly mirror those district-wide.
Two middle schools (Valley Middle and Calavera
Hills Middle) serve a higher percentage of low-
income students and receive Title 1 funding.
Yes
The Lux Art Institute was founded in 1998 and is
based in Encinitas. It has a mission to make art
more accessible and engaging by offering
exhibition and education programs that feature
interaction with working artists-in-residence.
LUX's Artist Pavilion is the center for an ongoing
residency program that brings renowned artists
from around the world to live and work at LUX.
Visitors, school classes, and community groups
are invited directly into the artist's studio to view
an original work unfolding and to experience the
creative process. Through educational programs,
community events and open visitor hours, Lux
reaches approximately 13,000 individuals per
year.
Reesey Shaw is the Director of the Lux Art
Institute. As the former Director and Vice
President of Visual Arts at the California Center
for the Arts, Shaw presented artists with the
opportunity to create work on site. Under Shaw's
leadership, LUX has evolved from an innovative
vision in 1998 to a thriving organization. Shaw
supervises a talented staff of education
professionals that execute the Valise Project
across the county, including Erick Perez, the
Education Coordinator working with CEF.
In one PDF document, please upload all resumes Lux Art Valise Program Bios.pdf {337k}
of teaching artists, artists or any other individual
partners in your project.
Please upload your completed Project Budget CEF-CAG 2018 Project Budget.pdf {53k}
form.
Upload your organization's current total budget as 17-18 CEF Ora Budqet.pdf {23k}
a PDF.
Upload your organization's two most recent
completed budgets. Short form 990's are
preferred. All files must be in PDF format.
Item# 103
CEF 2014 Form 990.pdf (1330k}
CEF 2015 990.pdf (1382k)
Upload your roster of Board members. Please
ensure the document includes names, titles,
organization/business affiliation, emails and
areas of expertise. All files must be in PDF
format.
Signature of authorized representative from
applying entity:
First Name
Last Name
CEF BOD List.pdf (293k)
Jennifer
Fornal
App!h::1ntC1rhbadEducltlon1lfound1tlon(CEF) PROJECTED· APPLICATION cash !Notes ACTUALS· FINAL REPORT cash !Notes !IGifb/Merch1nd"rw:/Concessions ] Adv...-1isln& •1------+--+---------+----lf----------~ -Subii:ilo/ E.omed Inc-om,:.::£ Subroro/Eomidlnc~ jlPublicSupport ]IAppliuntC11sh JpGRNfuestAmount cash INofes >unc!lflotn•<Ombin>ticini>ffondr·ao~·cwnl~ s10,ooolre1atedt0theprojKt).~--fro,n1~ofafrun $5,000 cash ]Notes 5ubtotollJMOrMdfl!C~ INCOME TOTAL.Sj $15,000 j Sub1oroiUMOrMd/11Com~ PROJECT EXPENSES Projec:tSt1ff(non·1rtist) Cash PROJECTED. APPLICATION Notes ProjectArtistjs)orArts lnstructor(sl $1S,OOOISSOOlorlW01-hoi,.....aon.Jll06thGt_O.._ Eduution1IM1terials/Prlnting !Costumes/Prop-, !Supplies Uunslng/Royaltlu Renl1ls(spKe1nd/orother) iTr1n1portation food&~r1ge Marketinc/Promotion/Publicity Fisc1IA&encyFee EXPENSES TOTALS! s1s,ooo I IN-KlNO Value IN-KIND TOTALSDD lil!ll!mll PROJECTED-· APPLICATION ..... F«1wlatlon,fllou1only1fttt1.ForflNlrtp0rt,ffllnblue. Youwllonlybo1blotoftloutlhtcellsh!st>lllfir.dlnsrHn01bJ,.... Thi budp.1 mun bll!1nct. TOl:al Income mull eqllli tot1I npenses. Rounddbl.d .. rn.,..,esrothenearH!wholedQ(lar £nter1'0'ln•"ftellst"8tyoudo,,'thr.1eanarnounlto1dd. DD ,.,, DD Value DD ACTUALS-FINAL REPORT Notes ACTUALS. flNAL REPORT Notes Pie,.., ,Ive deuned dt1etlptlons for tKh u.,.1ttm In the nott1col..,,n. For t~mple, lf'(O<Jt'total 1dmlsslons Is $1.000. tnter ·, shows. S01t1~ndu1, $Se.ch.· Pl,use i,,..,rtyour orpnludon name (n the !op rlst,t ht1dt1 COMMUNITY ARTS GRANTS 2018 • PROJECT BUDGET INFORMATION
Community Arts Grants 2018 REVISED PROJECT FORM
Reference#
Status
Organization Name *
Project Title *
Contact First Name *
Contact Last Name *
Contact Phone Number *
Contact Email Address *
Describe any changes to the project for which
you were awarded funds, including how
income, expenses or both will be altered to
balance the project budget. *
Upload a revised Project Budget Form as a
PDF.*
Last Update
Start Time
Finish Time
IP
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9347721
Complete
Carlsbad Educational Foundation
Carlsbad Valise Project
Nick
Burchfield
760-929-1555
nick@carlsbaded.org
No changes to the project will occur. Carlsbad
Educational Foundation is committed to
providing this program to the students of
Carlsbad.
Valise_budget_info.pdf (293k)
2017-12-13 10:40:02
2017-12-12 09:50:42
2017-12-13 10:40:02
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Windows
http://www.carlsbadca.gov/services/depts/arts/
opps/grants.asp
Our budget for the Valise program will not be affected in any way due to the partial grant funding we
received.
COMMUNITY ARTS GRANTS GUIDELINES -2018
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 purpose 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 arts programs and organizations in Carlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• Al l 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)
ELIGIBILITY
• Programs and activities supported must take place in the 2018 calendar year, Jan. 1 -Dec. 31, 2018
• 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
• Al l applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Fra nchise Tax Board
• Wh en partnering, only one application may be submitted for that particular project involving both parties
• For Arts In Schools, projects may not include pa rtnership with Arts Organizations. If a school would like to partner with an
arts organization for a project, the organization must be the applying party.
• Frequently Asked Qu estions are included as Appendix 1.
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
o Capacity Bu ilding -$5,000 maximum award
o Arts Projects -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available in November, 2017)
o Special Opportunities -$500 maximum award
ARTS ORGANIZAT ION S
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR
Arts Education. Possible application combinations include:
o Arts Projects and Capacity Building
o Arts Education and Capacity Building
o Only one application in either Arts Projects, Arts Education or Capacity Building
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THRO UGH FISCAL AG ENT
• Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal
agent
• Fiscal agent 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
• An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
ARTS ORGANIZATIONS -CAPACITY BU ILDIN G
• 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 nonprofit'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 learning, 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 $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, 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
ARTS ORGANIZATIONS -ARTS IN EDU CATIO N PROGRAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or
projects in a school within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies or performances
• Any partnership with an individual or organization must include a letter of·agreement from partnering entity
ED UCATIONA L INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL INSTITUTIONS AND AFF ILI ATED GROUPS -ARTS IN SCHOO LS
• Arts In Schools grants have a maximum award of $1,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipli.ne from
the same school
• To be eligible for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the
Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they
will be leading activities to be funded by the Cu ltural Arts Office
o Out-of-school programs may utilize teaching artists that may also be employed in the district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
SPECIAL OPPORTUN ITIE S
• Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the
regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018
• Requests will be accepted on a rolling bases, with a minimum of 30 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, 2017. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Oct. 30, 2017
November, 2017
December, 2017
January, 2018
Applications for the 2018 cycle are due to be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of.l ocal 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 re ceives 75%
or less of requested amount will be required to complete a Revised Project Form
First payments of 80% of awards are disbursed
All gra ntees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award.
Excessively late submission of a final report may result in a reduction in the final payment.
REVIEW AND SCORING OF APPLICATIONS
G RANTEE PA RTICIPATIO N IN REVIEW AND SCORING
• Applicants in all categories except Capacity Building have the ability to provide one representative on their behalf to:
o Be present during panel review and scoring of their organization's application
• Panelists are not able to provide any further information or communication during the panel's discussion,
outside of questions relating to clarification if requested by the panel
o Provide a three-minute presentation to the scoring panel
• Presentations can, but are not required to include Power Point, video, sound, photos and other
multimedia augmentation
• Only one representative from each applying organization may give presentation and be present for panel
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their
application's review process
• Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organizations. All applicants will receive information for schedule upon submission of application
• All applicants must be on site at least 45 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
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
• 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
OTHER REVI EW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJ ECT FUNDING PERIO D
FI NANCIAL MANAGEMENT
Grant recipients are required to 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 financial 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.
PU BLIC ACK NOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects
• 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 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 VIS ITS AND PROGRAM ATTE NDANCE
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
• Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes 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 mu st 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
OTHER INFORMATION
CARLSBAD ARTS CO MM ISSION MEETI NG S:
• Arts Commission meetings are public, held throughout 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 on line. The application is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your information and other grant information, 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 2
6. Signature
STAFF ASSISTANCE
Cultural 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
AP PENDIX 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 30,
2017.
• 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.
• 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. Capital
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
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME Cash INotes Cash· I Notes Admissions $1,500 3 performances x $5 ticket x 100 audience members w ~ E0 Gifts/Merchandise/ $ ·,~@.:'* u O ~ ~$?~;~ c Concessions '~\~ -0 ~ilf';,>~ .~ w $0 * i§_~,<-,, ••. E Advertising '\J .. h _ . .;J.·fj?' ,'~~ . : .1l -~ :~,'-;,,'%'' ',.~',;•~':;.,_ I . . ~*~' ~"{;~-S:>._'-: ., h co ;,~~:· ,'*'~-Ot er ~i:::·-. ,4%'«;, __ .*tt1r,. Subtotal Earned Income .... ?+~ Subtotal Earned Income ~·--...v,· _J)JJ.f/ $0 Cash !Notes Cash !Notes Private $0 ~~--:-::.·.:.~"----~~·l1>!f.·· ~,,,---;,"···::::,.:,™~ . . -~-:$J-' ~(~~~~_:,:~~~).~~~~~ ·~ .. t~~>~ -~{~ -::~~-·' '~l-:~~--,$~::·· ~i--~, ,'\'-.; Y:" ,.<,:t_\;, Individual $0 :~"{.'f..' lfP' .. f:~ . ..JX :,':,.,, ,,-:,;.:::;_, 'i«~' tl'' ~:1:> ::itg;:~-~':~!:>· --.·~1% ?~ -«h. .. i¥:-~ .•:,-,; :,'.~' . ,,"l-\--~,,,',., . QJ ---~~~~~~-... .-::~~:.·.~.:.. -~~:~~~~-~~®~-'' § Public Support $2,000 $1:000 San Diego Counfy:grant, $~!P80}~~g,et~f~i:'.''" .AW' ,it· U /',"".~' .,,-.,•$:;~~~-._,·,• _\:~-.;.~,~v-i~°'c• C .;;,: ··' . ~fy-'''"' ':<-::, .; • .,., ·. --~>.~';,~,,~,f":-~ ~~ ~>--~v-' ] Applicant Cash $0 ~~~~ ·· /JJ ,v.{ if. C ;:@ .... ~~.~--~; ~ ~ ,,., .. .-..",'.,.•S., ro ,':)~"': ·~~§;~;;~· :g CAG Request Amount $1,500 To provide funding for artist fees //Jt~f...."i;>"" ::> . .;;:;,t __ ~;~~f. ..• ::,(; !. •. -c,,~!;iZ1:*-~ Other $0 1~,~~--J-~wr .,-:;; / ~~-. i{:1:~:~~~i:w'£~tf;:1~: Other $0 Subtotal Unearned Income I $3,500 INCOME TOTALSI $5,000 I -rfKr~i~· ,. Subtotal Unearned Income ~ ..;->, ~ ~--':-" '< .. ::·· ~~' ,~::,.:· 1:-,.:,,..-.;··· ~:.-..:,.;
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT p ROJECT EXPENSES Cash Notes Cash· Notes Project Staff (non-artist) $1,250 20% of total Artistic Director cost ,,-:'~ Project Artist(s) or Arts $3,000 $1000 fee x ~~f~~ 3 performances lnstructor(s) ~~ ~v-\ ..... s..l}/.. -·~ Educational Materials/Printing $500 Pr.?gf~;m prinf~jl~ ~ -::::::~""' ,.;::_~---~" .-SQ ~/~~~~~.· ~'\~~~ Costumes/Props ;.;@t· ~, ... ,> ~~r' %',.~ .;::,;:, .. ~~~~~~-· '\ '. -~ -~'::=..._ ... ~ ~i~ ~'*-;,:,.' ·"f:..~·-,{,/ Sets §;:~t ,:®.;;,, $0 \;'S.':: -~'~? ~~ 5::· •'fu'< •. .,:::,..:c: -.:~ .. .-;.'"'..»" ¾'%: Supplies $0 ~*~~ . ,.., ... ~~":f.;":-;;.f"'--~~:®~' .,~~\~~\~~~> , ... <;;®~ ,.;;.,.~-~~ ~.,,~~ .... ,{, .. ~~ . .,.~..:,i~ ·--"~,~~ _.<,~:,;. ~'$/ .,~~-·i~~~(~' .-:;;s-~; ~ ...... -.. {*~~,~ Licensing/Royalties $0 ,~~:-' -~f· ·&~·~--~'{! -~~t.~" --<~~:.~·,._• -.;, '., -~:;i~. -~·::? &i1~~.. ..--~~~'t:~ f Rentals (space and/or other) $0 ·@,,>, ,®>' .. ....:~ ~\; .. .. »;;-,~,·~-:.."-~ See in-kind .. ,~~"'';: .... $:~~--.. ~ ,<,'!:~:~'\~>~X:'. --~~:~-::: ./P/i~:f" .... --·x·t~i~-~~--~~ii~ "~:;,~." ,:~" ~:·~>'?' ---~-:::.··(;/~2.f~;...., ~;~"y ,,;.'.:-~-:~~-.;,.·,"-.-..~· Transportation $0 .1¥:···ix~~'>j>"" /t{J· ,•:;_.::_~ ... :,:· ~ ?~~1:~·>' .$;'-f ' x:~\~<-· j \.~;; ' ·~-, ... .. -.. ---" . -~' ~:~.;:-}ff: Food & Beverage $50 Water and cookies for performers .{~f~ -~~';;:::,. ._<-~~', i~~~-...::-~-=-~t~f ,_.;:_~~\i~ ... ... l\,. Marketing/Promotion/ .:t,~;.. -·~.,)..'~'. ~~ ,,, :~-·"·:a .\~· 0.\f$)ffl ~-.;,,;;._;:,~'S $200 Fliers, posters, bookmarks .. ~~~{<?" ,/;/· : Publicity ~~";~,:~"-·,:,~:· ),:-...... J:·: . ·l/~? ... ·,~ 4 {i\JJtb:~~1, -~--Fiscal Agency Fee $0 _..:..; "'~ ~-... ~<:-<1~. .'-,-,-~ {~~t: ,_. ,..~ l{~i ,:.;:; .. , .... Other $0 .~ .. t~t · .... Other $0 ~ t .,.) ... --;,;,-., }, ;§·'· Other $0 <·..;° EXPENSES TOTALSI $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS-FINAL REPORT IN-KIND Value Space Rental $500 Notes Doanted hall use from high school ·:,,~. ~~ ., ~£~%::-, ·-~~'% ':iii~¼ Wit AJW;';, ~~ -~'~/> !,..,~~§§.-.;, .~{f.:?f!jY. -".,l;:~::"i~*~~ ---&-:',.'-."",.'\.",(~~-~\~·~~, ..~s:.~< .... ,,,:§,;';;"$-~:,.' .. ~~'-§;-;· .::s-il:.:-~ .. '\ ..... s_ ~:f~";~ ":~~"'~" ..... , ,', ~-~~~ ·-i-:._~;~?· ,:;.;::~.. ;,;,';§;-.;;.. ~"*: "'*-W ,. -:t1:fffil --~~~~;, ~"'~;-·~»-, ,;:';,:.•;:_:::· ''®.g~,ilf ·~~~'*,· ~-~ IN-KIND TOTALS! $500 Budget Notes: 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 budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. -.::·: Value Notes ~--;, ~ 0 -~-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 adrri'lssions is $1,000, ent~:d.ii shows, 50 attendees, $5 each." ":~·',"><·-" Please insert your organization name in the top right header. \t\t~' . ,§# :;tr~