HomeMy WebLinkAboutCarlsbad Educational Foundation; 2019-02-08;2019 GRANT AGREEMENT FOR Carlsbad Educational Foundation {CEF)
This agreement, is made on the~~ day of \1 20-11_, by Carlsbad
Educational Foundation (CEF) (ORGANIZATION), hereinafter ref rr d 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 2019 Community
Arts Grants Program in an amount not to exceed two thousand, one hundred fifty dollars ($2,150)
("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the
Agreement Scope ("Agreement Scope").
Project Title: The Valise Project: A Museum Quality Art Experience for Carlsbad Students
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.
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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 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.
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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, 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:
Carlsbad Educational Foundation (CEF)
Attn: Michelle Ginn
5631 Palmer Way Suite L
Carlsbad, CA 92009
Email: michelle@carlsbaded.org
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
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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
(1st signature here)
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(Print name/Title) 7
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(Email address)
(D~ate) _ ,·· . /ff"'-
**By: __ ~ __ 1" ___ ?--s'-------
(2nd signature here)
G---y, Ka.~ HO /T,,,r.,.,., V<v-
(Print name/Title)
8avy ~""'4.-.o8JUt~;I ,to~
(Email address)
1-2)..-/'l
(Date)
CITY OF CARLSBAD, a municipal corporation of
the State of Califorf a
By:e 12,;tta
HEAHERPIZZUTO
Library & Cultural Arts Director
ATTEST:
FL,.f:Lu~
f-' BARBARA ENGLESON
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached. ~
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:
CE~IA A. ~en Attorney
By. [iM__ b,.C,
Assistant City Attorney
z..-/ '5 { •'.'I
Date
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
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Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
Address Line 2 (OPTIONAL)
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
As an Arts Organization, would you be
interested in acting as a Fiscal Sponsor for
individual artists to apply for future Community
Arts Grants? This would not impact your own
organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach
out with more information. We appreciate your
support of individual artists! (OPTIONAL)
For which funding category are you filling out
this application?
Organization Name
Street Address
Address Line 2 (OPTIONAL)
City
9777179
Complete
jenfornal
jenfornal@gmail.com
Michelle
Ginn
CEO
5631 Palmer Way
Suite L
Carlsbad
California
92009
760-929-1555
m ichel le@carlsbaded.org
Arts Organization
No thank you
Arts Projects
Carlsbad Educational Foundation (CEF)
5631 Palmer Way
Suite L
Carlsbad
State
Zip Code
Phone Number
Organization website URL:
What is your organization's mission
statement?
California
92009
760-929-1555
www.carlsbaded.org
The mission of the Carlsbad Educational
Foundation is to provide increased educational
opportunities for the over 11,000 K-12
students in the Carlsbad Unified School
District (CUSD) by developing and funding
impactful programs. Our overarching goal is
to promote student achievement of
educational excellence in the CUSD.
The LUX Art Institute, our partner in this
project, is a nonprofit organization founded in
1998 and based in Encinitas. The LUX Art
lnstitute's mission is to make art more
accessible and engaging by offering exhibition
and education programs that feature
interaction with working artists-in-residence.
Is this your organization's first time applying No
with the City of Carlsbad?
Has your organization received funding from Yes
the City of Carlsbad's Community Arts Grants
program in the past?
Project Name The Valise Project: A Museum Quality Art
Experience for Carlsbad Students
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
The Valise Project is a unique, local program
which enhances education by bringing
museum quality artwork into the classroom.
Presented by 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 is this program
accessible to over 950 Carlsbad sixth graders.
A $6,500 Community Arts grant would be used
for the LUX Art fees required to bring specific
Valises (those with curricular connections to
science) to every sixth grade classroom in
CUSD.
01/01/2019
05/31/2019
6500
1,000
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
CEF is committed to fostering innovation in
education and hands-on science and music
opportunities for Carlsbad students. Each
year, CEF works hard to ensure that Carlsbad
students are provided access to engaging
programs that deliver key curricular content in
new and impactful ways. In 2017-2018,
together with various partners, teachers and
District personnel, CEF successfully delivered
a number of programs to K-12 students in
CUSD, including:
*Weekly core music classes for 5,000 CUSD
elementary students;
*Weekly hands-on science labs for 4th & 5th
grade elementary students;
*LUX Art lnstitute's Valise Project for 6th grade
students;
*Junior Achievement's BizTown Program for
fifth graders;
*Agua Hedionda Lagoon Foundation's
Academy for Environmental Stewardship for
third graders;
*San Diego Botanical Gardens Science in a
Satchel project for 2nd graders;
*K-5 Science Days for all nine Elementary
Schools;
*Middle School Science days at all three
Middle Schools; and
*High School Leadership Council.
CEF is proud of our ability to effectively
provide innovative programs and opportunities
to our students. All of these programs require
strong collaboration and coordination with
partnering agencies, funders, school site staff,
and CUSD personnel. To maintain and
improve program quality, each program and
partnership is annually reviewed by
participants and key stakeholders. With a 34-
year history of strong community partnerships
and positive collaborations, CEF continues to
strengthen our community by bringing
programs and resources to Carlsbad students.
What makes the The Valise Project: A
Museum Quality Art Experience for Carlsbad
Students project distinctive?
The Valise Project is a unique program
created in 1999 as a way to reintroduce art
practice back into the classroom. Each Valise
is a museum quality piece of art created on a
specific theme, which doubles as a powerful
teaching tool. Inspired by Marcel Duchamp,
who carried miniatures of his work inside a
suitcase, the LUX Art Institute commissioned
experienced artists to create a portable work
of art that provides students a complete
experience -from seeing, discussing, and
touching the art to creating works of their own.
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.
Aligning with Carlsbad Educational
Foundation's goal for more innovative
programming, the Valise Project allows
students to think both "critically and creatively"
in their academic pursuits while building an
integrative relational understanding of the
world. LUX's Valise Project aims to fill the local
school systems not only with art education, but
supplement the existing school's teachings to
intensify and increase the retention of learned
material through interactive art-based lessons.
In addition, bringing museum-quality art to
students not only creates a wealth of
knowledge about art and the subject matter
discussed, but Valise offers access to
institutions and cultural insights students may
have otherwise been deprived.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
CEF focuses its efforts in three primary impact
areas: hands-on science, district-wide music,
and educational innovation. These impact
areas are supported by research, local
teachers, administrators, parents and the
community as enhancements that can make
life-changing differences for our students. By
collaborating with the LUX Art Institute, CEF is
able to meet our strategic priority to provide
district-wide opportunities for students to be
exposed to innovative education programs and
science. In the Valise Project, 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 social studies 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 executing a two-part, two-
hour Valise Project presentation in all CUSD
sixth grade classrooms;
*Participation of roughly 980 sixth grade
students in both a scientific discussion and
hands-on art experience related to the
presented Valise.
Who is your target population and why? How
will you reach them?
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 980
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. CUSD 6th grade
teachers and LUX Art Institute staff will
schedule Valise Project presentations during
the school day, which will maximize student
participation.
Are you partnering with any organizations or Yes
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.
Please upload all resumes of teaching artists,
artists or any other individual partners in your
project. Only one PDF document wlll be
accepted -please consolidate all information.
Upload a Letter of Support in PDF form from
any partnering organizations or schools that
are essential to your project. Up to five PDF
documents will be accepted.
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.
Specifically, CEF works with LUX Education
Coordinator, Erick Perez and LUX Teaching
Artist, Claudia Cano to deliver the Valise
Program to students at three middle schools.
Claudia Cano is an interdisciplinary artist with
an interest in performance, photography and
video. Her studies include: projects that
observe the interactions between Mexican and
American cultures, the nuances and
boundaries of the body in a state of physical
labor, and works that reflect on the invisibility
and inequality of women in immigrant culture
Ms. Cano has a Masters degree in Fine Arts
from San Diego State University. Together
they ensure the Valise Project is a high quality
interactive arts experience for our students.
Claudia_Cano_CV.pdf (77k)
LUX_Letter_of_Support_Proposal.pdf (151 k)
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more infonnation on your project.
(OPTIONAL, but recommended.)
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.
Upload your organization's most recently filed
IRS fonn 990EZ or 990, Part I -XII, and
Schedule A
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
https://claudiacano.com/home.html
Valises_Summary_2016.compressed_ 1.pdf
(556k)
CEF _2019_Project_Budget_Form_CAG_2018_
Project_Budget.pdf (60k)
2016_CEF _990.pdf (2900k)
CEF _BOD_List.pdf (293k)
Jennifer
Fornal
Grant Writer
415-225-1543
jenfornal@gmail.com
2018-11-05 12:50:47
2018-11-05 12:39:39
2018-11-05 12:50:47
75.80.11.236
Safari
Mac
Referrer https://fs9.formsite.com/res/formloginReturn
Applicant : Carlsbad Educational Foundation
PR OJECT INCOME
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C: .... ro UJ
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C: .... ro QI
C: ::,
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal
PROJECTED -APPLICATION
$ Notes
$0
$ Notes
Funds from a combination of
fundraising event revenue (not related
$6,500 to the project), earned income from a
variety of CEF run programs and general
donations.
$6,500 Amount requested through Community
Arts Grants 2019
$13,000
INCOM E TOTALSI $13,000 I
COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -REVISED ACTUALS-FINAL REPORT
$ Notes $ Notes
$0 $0
$ Notes $ Notes
-
Funds from a combinat ion of additional
grant support, fundraising event
$10,850 revenue (not related to the project),
earned income from a varity of CEF run
programs and general donations
$2,150 Amount received through Community Amount received through Community
Arts Grants 2019 Arts Grants 2019
~
$13,000 $0
1$13,0001 $0
Applicant: Carlsbad Educational Foundation COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION PROJECTED -REVISED ACTUALS -FINAL REPORT
PR OJECT EXPENSES $ Notes $ Notes $ Notes
Project Staff (non-artist)
Project Artist(s) or Arts $13,000 1,000 Students X $13 per student for $13,000 1,000 Students X $13 per student for
Instructor( s) two-hour Valise workshop two-hour Valise workshop
Educational
Materials/Printing
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation
Food & Beve rage
M arketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
Applicant: Carlsbad Educational Foundation COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
IN
EXPENSES TOTALS ! $13,000 I 1 $13,ooo 1
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
IN-KIND TOTALSl:::::I =====$=0=::I
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total exper
Round all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
PROJECTED -REVISED
Value Notes
$0
$0
ACTUALS -FINAL REPORT
Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
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)
ELIGI BILITY
• 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 fisca l 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 of8
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 Opportunities -$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 ORGANIZATIONS
• 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 FI SCAL 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 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 ORGANIZATI ONS -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 fo r 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
ED UCATI ONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
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EDUCATIONAL INSTITUTIONS AND AFFI LIATED 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 discipline 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 available 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 SCHEDULE
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 within 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 SESSIONS, WORKSHOPS 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
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• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing skills. 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 Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before Oct. 24 to al low 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 SCORI NG OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESSIONS
• 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 to 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
multimedia 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 su bmission 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
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OTHER REVI EW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GR ANTEE REQUIREMENTS DURING PROJECT FUNDING PERIO D
FINANCIAL 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:
• Accurat e, 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.
PUBLIC ACKNOWLED GEMENT
• 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 ATTEN DANCE
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 t he 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
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OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• 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 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
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
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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 Community 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. 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
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APPENDIX 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 religio~s order an d/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 the 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
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