HomeMy WebLinkAboutCarlsbad High School Bands; 2019-02-01;2019 GRANT AGREEMENT FOR Carlsbad High School Bands
This agreement, is made on the /6:\: day of __,,_~~""""'~:7"""---' 20.tl_, by Carlsbad High
School Bands (ORGANIZATION), hereinafter referred to as "G tee," 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, five hundred dollars ($2,500) ("Grant.") The purpose of the
Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement
Scope").
Project Title: Funding for Auxiliary Teaching Artists
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 ofthis 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 High School Bands
Attn: Peter Manzi
3557 Monroe Street
Carlsbad, CA 92008
Email: karmabass@roadrunner.com
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
(l't signatur here)
M J~,---, J 'Pcf er l'{cu1 i_ ,' -i Ji rec I\),,
(Print name/Title)
pNJc.\ n c-i ~ CfA.1 }c;b,\ d l:~, o e. t
(Email address)
(Date)
(Email address)
J1f/JJ
CITY OF CARLSBAD, a municipal corporation of
the State of California ~~~~]i~
Library & Cultural Arts Director
ATTEST:
BARBARA ENGLESON
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached. lf...E.
Corporation. Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman,
President, or
Vice-President
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
~:~IA A.~:~, C[ttorney
Assistant City Attorney
1 I vt C< ~
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
6
Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
Organization Name
Organization doing business as (if by another
name) (OPTIONAL):
Street Address
City
State
Zip Code
Phone Number
Organization website URL:
9742694
Complete
karma bass
karmabass@roadrunner.com
Karma
Bass
Chair of Grants and Corporate Gifts
3557 Monroe Street
Carlsbad
California
92008
760-331-5765
karmabass@roadrunner.com
Educational Institution or Affiliated Group
Carlsbad High School Bands
Carlsbad High School Band Boosters
3557 Monroe Street
Carlsbad
California
92008
760-331-5765
https://www.carlsbadlancerbands.com/
What is your organization's mission
statement?
To support the young men and women of the
Carlsbad High School (CHS) band program so
they may reap the many benefits of music
education including enhanced critical thinking
skills, achievement in other academic
subjects, and developing the abilities essential
for lifelong success. We believe participation
in the CHS band program can help students
establish a lifelong enjoyment of and
participation in the arts.
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
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Carlsbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
Total Number of Expected Audience
Attendance for Project
Funding for Auxiliary Teaching Artists
The Carlsbad Unified School District funds
only one position for the CHS Band Program:
the Band Director, Peter Manzi, who has
responsibility for the 127 student musicians
and performers who play 10 different musical
instruments, perform in color guard, and come
to the program with a wide variety of musical
abilities. It is a necessity, therefore, to hire
auxiliary teaching artists/musical coaches. We
have 11 teaching artists in 2018 who work 3-
12 hours/week. Please see the attachment for
their qualifications. This grant would permit us
to increase the amount of time they can spend
with students by funding more hours.
01/01/2019
12/01/2019
2500
127
approximately 5,000 here in Carlsbad over the
course of the year
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
In the 2017-2018 school year, the Carlsbad
Band program featured six different performing
ensembles: Wind Ensemble, Concert Band,
Winter Drumline, Winter Color Guard, Jazz
Band, and the Marching Lancers. Most band
students participate in at least two of these
during each year. Please see the Ensembles
attachment for more on these groups.
Notably, Carlsbad High School Marching Band
and Color Guard competed successfully in
local and regional competitions, upholding a
consistent standard of excellence maintained
since the program's inception.
This has continued into the first part of the
2018-2019 school year. For example, the
Carlsbad High School Marching Band
participated in the Annual Lancer Day Parade
on October 5, 2018 when a few thousand
people lined the streets in downtown Carlsbad
to celebrate community spirit and the high
school's homecoming football game. The
marching band led the parade and set the tone
for the community spirit fostered.
We have measured our success in other ways,
as well. The band program's participation
(number of students), skill level (difficulty of
programs undertaken), and accomplishment
(placement in the competitions entered) have
all improved and grown in the last few years.
Four years ago, there were 80 students
participating in the band program. Today we
have 127 students representing a 58%
increase.
Additionally, a notable recent achievement
was that our Winter 2018 drum line was a
2018 SC-PA Scholastic A Finalist 11th place
(out of 57). This award was given in one of the
most competitive regions in the country.
What makes the Funding for Auxiliary
Teaching Artists project distinctive?
Our students, of various ability levels,
performance experience, socio-economic,
cultural and ethnic backgrounds are given
opportunities to cooperate with each other and
the Auxiliary Teaching Artists in the artistic
expression of musical excellence.
We are fortunate to have 11 individuals
currently working as Teaching Artists (see
Band Staff PDF). They provide our students
with a glimpse of how to continue musical and
artistic endeavors into adulthood. In addition
to sharing their expertise and training with our
students, they provide a tangible example of
how music (and the arts) don't need to end
when you leave formal schooling. This grant
helps provide for these Teaching Artists'
valuable contribution.
For instance, several of the Teaching Artists
also participate in national or international-
level professional drum lines. They encourage
students to attend their performances. These
world-class drum lines are a cutting-edge form
of performing art and inspire our students to
continue their engagement with music for life.
Audience enjoyment and support are evident
with each and every performance. Numerous
awards and recognition are given each year to
individual student musicians as well as the
various band groups. While it is difficult to
directly link competitions won with students
selecting the band program at CHS, awards
are strong evidence of the excellent quality of
teaching our students receive from the
Teaching Artists' contribution to our band
director.
Our Teaching Artists help to create a spirit of
excellence among student musicians that they
can embody beyond their school experience
and throughout their lives.
What are the goals (outputs and/or outcomes}
of the project? How will you measure your
goals?
Our students provide cultural enrichment in
Carlsbad with various musical performances
each year. There are 12-15 Jazz Band events,
3-4 Color Guard and Drumline events, 7-8
Wind Ensemble events, 7-8 Concert Band
events and 9-10 Marching Band events in
various public venues. This establishes a
strong sense of connection between students
and their community.
Our students rehearse throughout the school
year to achieve ultimate performance ability.
Many of our performances are formally judged
and include specific feedback from the
professionals providing the assessment.
We encourage our students to grow in skill
and awareness through this structured
feedback. We seek to broaden the
perspective of our students as to how
rewarding cooperation can be through the
experience of playing in musical ensembles.
The CHS Band Program is evaluated by
student attendance and judges' scores for field
shows, drum line competitions, winter guard
competitions, jazz band competitions, and
concert band festivals where ratings are
rewarded.
Furthermore, we measure our outcomes by
the young men and women we are graduating
from the program. We challenge our students
to achieve in academics and in life. Over the
last four years, 100% of the students
participating in the band program has gone on
to attend at least a two-year college. Our
students maintain among the highest average
GPAs across Carlsbad High School, with
approximately 75% of them making honor roll
in any semester.
Research has proven the strong correlation
between musical program participation and
academic/life accomplishments. Our students
are further proof of that connection.
Who is your target population and why? How
will you reach them?
Our target is the student population, their
families, and the community of residents
across Carlsbad who will be the audience for
the bands' many performances.
The Carlsbad High School Band Program is
comprised of 127 students who perform in one
of our ensembles. Please see the Ensembles
attachment for more information on these.
The band program is a Fine Arts elective open
to all CHS students without audition. Every
high school student is required to have one
course of fine arts as a graduation
requirement. Band programs satisfy that
criteria, and most participants exceed the
minimum number of required hours in this
category.
Families of the enrolled students are
encouraged to (and needed) as volunteers for
the many activities required for pulling off a
successful performance. The families are
positively impacted by the increased sense of
community the volunteering engenders and
younger siblings regularly follow in their older
siblings' footsteps by choosing band as their
elective.
The community of Carlsbad residents who
attend football games, attend the various
competitions and are present at the
performances around town are reach through
various means of flyers distributed, notices on
our websites, and invitations from our
students' extended families and friends.
Are you partnering with any organizations or No
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more information on your project.
(OPTIONAL, but recommended.)
https://www.carlsbadlancerbands.com
www.carlsbadlancerbands.com/ensembles.ht
ml
This space is available for one document
upload for any supplemental information 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
form.
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 format.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Carlsbad_High_School_Band_Staff_Listing_an
d_Performing_Ensembles-
_Grant_Addendum_-_ 11-2-18.pdf (986k)
2019_CAG_Budget_Form_-
_Carlsbad_High_School_Band_Boosters. pdf
(112k)
2018-2019_CHS_Board_Member_-
_Booster_List_Edited.pdf (57k)
Karma
Bass
Chair of Grants and Corporate Gifts
858-775-8760
karmabass@roadrunner.com
2018-11-02 21:16:36
2018-11-02 21 :09:45
2018-11-02 21:16:36
75.104.69.147
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Windows
https://fs9.formsite.com/res/formloginReturn
---------------------------------------
Applicant: CHS Band Boosters
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OJECT INCOME
Admissions
Gifts/Merchandise/
Concessions
Interest
Other
Subtotal Earned Income
Individual
Corp/Employer Matching
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
Cash
$4,500
$2,800
$15
$600
$7,915
Cash
$59,723
$7,000
$15,590
$0
$2,500
$0
$0
$84 813
INCOME TOTALSI $92,728 I
COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION .
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
3 concerts, avg 200 attendees, $10 each
Income earned when band volunteers staff the football game
concessions, sale of spirit wear, Sale of year-end DVDs
Interest earned on band boosters checking account
Exchange students: The band program solicits band families to host
exchange students and the exchange program pays the band for
facilitating it. The band earns $200 per exchange student placed -
three oer vear tvnicallv
Subtotal Earned Income $0
Notes Cash Notes
Individual cash donations -these come from parents and family
members of band students, most typically
These come from parents' employers who have a policy of matching
the charitible donations given by their employees
Fundraisers -these are the activities, services, or products sold by
students and band families to raise money. Has included selling Sees
Candy, holding a gift-wrapping booth at the Carlsbad Mall at the
holidays, selling discount cards, etc.
Subtotal Unearned Income $0
$0
Applicant: CHS Band Boosters COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
p ROJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist) $0
Auxiliary Teaching Artists (coaches/musical instructors) salaries. This
Project Artist(s) or Arts does not include the salary or any pay for Mr. Manzi, director of
$46,000 bands, who is paid by the Carlsbad School District. In 2018 there are lnstructor(s) 11 auxiliary teaching artists working with us. See band staff listing
for names and bios.
Educational Materials/Printing $12,700 Sheet music, drill music, show music, field show arrangements
Costumes/Props $13,728 Uniforms, flags, rifles, sabres
Sets $4,200 Prop supplies, mat, floor design
Supplies $4,740 Musical instruments, band equipment
Licensing/Royalties $1,035 Arrangement licenses for the music and performances
Rentals (space and/or other) $0
Transportation $3,250 Truck rental, maintenance and fuel
Food & Beverage $0
Marketing/Promotion/ $0 Publicity
Fiscal Agency Fee $0
Other $4,050 Competition Entry Fees
Operational/Admin expenses: includes merchant credit card and
Other $2,675 bank fees, website hosting, website software, insurance,
awards/plaques and certificates given to students
Other $350 Miscellaneous exp: incidentals: paper, stamps, office supplies, etc.
EXPENSES TOTALSI $92,728 I $0
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
IN -KIND Va lue Notes Value Notes
$0
IN-KIND TOTALSl=I =$=0===1 $0
COMMUNITY ARTS GRANTS GUIDELINES -2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facil itate an enriched environment of artistic, creative and
cu ltural 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 t o 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
• 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)
ELI GIBILITY
• Programs and activities supported must take place in the 2019 calendar year, Jan. 1-Dec. 31, 2019
• All funded activities must take place within t he City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects including partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization
must be the applying party
GUIDELINES APPENDICES
• Appendix 1 -Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards
Page l 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 $S00 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 FISCA L AGE NT
• 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 ORGANIZATIONS -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 uti lized 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 col laboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS - ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies
workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
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EDUCATIONAL INSTITUTIONS AND AFFILIATED 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, WORKS HOPS AND APPLICATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
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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 allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PA NEL REVIEW AND SCO RI NG OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESS IONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up 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 orga nizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule
upon submission of application
• All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will
not otherwise affect their application's review
• All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCO RING 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
• M anagement 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 REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUN DING PERIOD
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:
• 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.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
''This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and
updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates
to all grantees as they are adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests at the discretion of the Cultural Arts Office
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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 on line. 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 eq uipment 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 religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of" organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for 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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