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HomeMy WebLinkAboutCarlsbad High School Film Academy Booster Club; 2019-02-01;2019 GRANT AGREEMENT FOR Carlsbad High School Film Academy Booster Club This agreement, is made on the \6,: day of -20L, by Carlsbad High School Film Academy Booster Club (ORGANIZATION), hereinaft eferred 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 one thousand, eight hundred fifty five dollars {$1,855) {"Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Smartphone Mobile Filmmaking 2019 Summer Camp The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on January 31, 2020. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. c. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2019 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit A. 3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied: a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant funds to only cover expenditures for programs and services incurred during the Agreement Scope dates and under the terms and conditions of this Grant Agreement. b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the Grantee's main address is within Carlsbad city limits. c. Grantee shall complete all work in accordance with Agreement Scope, d. As reasonably soon as possible, but in no case later than thirty {30) calendar days, Grantee shall notify the City of events or proposed changes that could affect the Agreement Scope. e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for the preparation of reports required by this Agreement. f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit to the City, in writing, a proposal requesting changes to the Agreement Scope. 1 Grantee shall make no material changes to the Agreement Scope unless and until City formally approves the Grantee's request in writing. g. Grantee agrees to acknowledge the City's Grant consistent with the 2019 Community Arts Grants Guidelines, attached hereto as Exhibit A. h. Grantee shall provide full and timely information to the City to update staff on programs, and include naming the City in any publications and/or social media, whether in digital or print format, as opportunities arise. i. Grantee shall retain all records and supporting documentation, including expenditure receipts, applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make all records and supporting documentation readily available, upon request, for inspection and/or audit by representatives of the City. 4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities and expenditures outlined in the Agreement Scope without prior notice and express approval by the City, upon demand by the City, Grantee agrees to return to the City the amount requested by the City, up to and including an amount equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred shall be eligible to be paid by Grant funds. 5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient ineligible to receive the full and final payment of the Grant award. a. Submit a Revised Project Form, as required per the 2019 Community Arts Grants Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification. b. Submit a Final Report including all required attachments by completing the designated form to the City (30) calendar days after the Agreement Scope end date or, January 31, 2020, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows: a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as applicable, and receipt of fully executed contract. b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and approval by City staff. c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever is earliest. 7. PROJECT CANCELLATION. a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City with notice of cancellation, shall return all Grant funds to the City. b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith. 2 8. PROJECT MODIFICATION OR TERMINATION. a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the Project, or prior to first disbursement of funds. After Project commencement, as outlined in the Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified or amended only by mutual agreement, in writing, of both the City and Grantee. 9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount allocated to the Grantee: a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar days of receipt of the Agreement. b. Activities associated with Grantee occur that do not align with activities described in the Agreement Scope, including, but not limited to, reduction in services, significant alteration of Agreement Scope elements, such as performers, artists or attendees, or significant changes in budget income, expenses or line item designations from Grantee's budget, included in the Agreement Scope. c. A Grantee withdraws or terminates the Agreement Scope. d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports and/or documentation before January 31, 2020. 10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 11. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: Carlsbad High School Film Academy Booster Club Attn: Nancy Schrimpf P.O. Box 507 Carlsbad, CA 92018-0507 Email: nancyschrimpf@gmail.com 3 For City: City of Carlsbad Library & Cultural Arts Director 1775 Dove Lane Carlsbad, CA 92011 \\\ \\\ \\\ \\\ \\\ \\\ \\\ 12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the provision of Grant proceeds. 13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners or involved in a joint venture. 14. MODIFICATIONS. This Agreement may not be modified or amended except by written document executed by a duly authorized representative of both the City and the Grantee. 15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court. 16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall not affect other provisions of this Agreement, which can be given effect without the conflicting provision. To this end, the provisions of this Agreement are declared to be severable. 17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or against either Party by reason of the extent to which either Party participated in the drafting of this Agreement 4 18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist. GRANTEE CITY OF CARLSBAD, a municipal corporation of the State of California 'By: ~ Bv: a:ka:nt112 liWl@l (15ignature here) HEATHER PIZZUTO "'! 0 -. [) ., ". _J...Library & Cultural Arts Director ~01~ fuwcu:-e{ 1?'fJ ,Hu-rref,CA£Mit, I (Print name/Title) pr es;Jeud e C h.s:--8 I lt'.0-A CA,nUjAA!\ . Cl)v;.,,.. (Email address) J "By: 0.4ft. \~/ (2nd S~aturehere) .Je. ff f?,KA NO .Al\ £YE fl..:/ 1 f: .AC--t1 E:(L.., (Print name/Title) ATTEST: City Clerk Jkrund.m.e..xe r0 C6..dskt-Jv--c;J. /\~t (Email add ss) (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached. !LE. 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. ~ 9')Y Attorney By. ~L--, Assistant City Attorney \{Vt ft~ 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 Reference# Status Login Usemame Login Email First Name Last Name Street Address City State Zip Code Phone Number Email Address Are you applying as an: Organization Name Street Address City State Zip Code Organization website URL: Community Arts Grants 2019 Application 9734468 Complete CHS Film Academy 2018 nancyschrimpf@gmail.com Nancy Schrimpf 3652 Azure Circle Carlsbad California 92008 7607172307 nancyschrimpf@gmail.com Educational Institution or Affiliated Group Carlsbad High School Film Academy Booster Club P.O. Box 507 Carlsbad California 92018-0507 https://chsfilmacademy.com/ What is your organization's mission statement? Is this your organization's first time applying with the City of Carlsbad? Has your organization received funding from 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 The Carlsbad High School Film Academy offers a college preparatory curriculum designed to fulfill the academic and personal interest of students who want to learn to create film. Film Academy students will write, direct, and produce their own films, gaining important collaborative, cooperative, and creative problem solving skills. Graduates of the Film Academy acquire a twenty-first century literacy that includes the ability to successfully employ film to communicate throughout their personal and professional lives. No Yes Smartphone Mobile Filmmaking 2019 Summer Camp Over the course of five days, students will be taught to write, produce, and edit short films using their mobile phones. 08/05/2019 08/09/2019 2500 20 100 Provide a brief example of a similar recent project by you or your organization and why it was successful. What makes the Smartphone Mobile Filmmaking 2019 Summer Camp project distinctive? Our 2018 Smartphone Mobile Filmmaking Summer Camp was tremendously successful. We aimed to have 10 participants and ultimately served 15 (so this year we are aiming for 20). Student and parent feedback was overwhelmingly positive, with students looking forward to joining the CHS Film Academy in their sophomore year. Additionally, the fact that the Film Academy "counselors" for the Summer Camp were close in age to the students (counselors will be 16-18 years old while the SummerCamp students are 14-15) increased the connection the students experienced as it replicated the classic "summer camp" model that many of us knew in more traditional summer camp experiences; the Mobile Film Camp is more like a summer camp experience and less like a classroom than the standard Film Academy curriculum. Currently, filmmaking via the Smartphone as an art form is not part of the Film Academy curriculum. The traditional filmmaking industry can be difficult to break into due to the extensive training and exclusive experience traditionally required. The Internet, as a medium, has changed this and is currently a haven to consume streaming media, film and television productions. Kids don't need expensive filmmaking equipment when their mobile phone is always at the ready. The Film Academy's Summer Camp would take advantage of this to teach students how to create a story using their smartphones, free or low-cost editing software, and music packages. What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? Participants will be able to strea1111 their work via the Internet at the end of the course whether or not they continue in the Film Academy. Participants beginning their sophomore years (the Film Academy's first year) will be able to produce wonk immediately, before they are exposed and taught on expensive film equipment. Students will learn the fundamentals of storytelling for film, techniques for creating films effectively using their mobile phones, and the basics of non-linear editing using their choice of either the iMovie or Final Cut Pro X editing platforms. Participants will be evaluated in their understanding of the basic elements of video production using smartphones. Each piece created will be shown in a "Mobile Filmmakers Film Festival" at the end of the camp. Although we have not yet secured the venue, our hope is that in 2019 (as in 2018) we will present the Film Festival in the Schulman Auditorium at the Dove Library in Carlsbad. Additionally, students' films will be featured in a ""Summer Mobile Film Camp"" section of the CHS Film Academy Website. Who is your target population and why? How will you reach them? Are you partnering with any organizations or 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.) 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. This Summer Camp will target Carlsbad Unified School District 8th and 9th graders. This provides: a summer activity for students; storytelling methods for interested high school freshman (the Film Academy begins in students' sophomore years); advisory positions for current Film Academy students serving as Camp volunteers; and it exposes prospective students to CHS's Film Academy curriculum program. Because students are not able to enroll in the CHS Film Academy until they are 10th graders, this Summer Camp also acts as a feeder program for 8th and 9th graders and gives incoming students a hands- on experience of the filmmaking process before they enroll as sophomores. In the spring of 2019, current Film Academy students will go "on tour" to all CUSD middle schools to promote the Camp to current 8th graders; the Camp will be advertised on CHS T.V. to current 9th graders; PeachJar flyers will be sent (this brought in several students last year); and banners will be posted at local schools. No https://drive.google.com/file/d/1 JifsdK7pdYwxg 9CNTqhSCJyzE0lsDGzN/view?usp=sharing CAG_2018_Project_Budget_Form_version_ 1.x lsb.pdf (166k) FA_officer_list.pdf (9k) 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 Jeff Brandmeyer Teacher 760-331-5798 jbrandmeyer@carlsbadusd.net 2018-10-31 13:57:08 2018-10-31 13:56:01 2018-10-31 13:57:07 108. 77.17.197 Chrome Windows https://fs9.formsite.com/res/formloginReturn Applicant: p ROJECT INCOME <I) E 8 C -0 <I) E "' UJ <I) E 0 u .!: -0 <I) E "' <I) C ::, Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other Other Suototol Uneornea Income Cash $800 $0 $0 $0 $800 Cash $0 $0 $0 $0 $2,500 $0 $0 $2,500 INCOME TOTALSI $3,300 Film Academy Booster Club --,;u~~u~UNITV ARTS r.:11.a.NTC. ?n1 R -p11nJEC:T RUDGET 1Nfn11"" TION PROJECTED-APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes 20 Students at $40 per student Subtotal Earned Income $0 Notes Cash Notes Subtotal Unearned Income $0 $0 Applicant: p ROJECT EXPENSES Cash Project Staff (non-artist) $800 Project Artist(s) or Arts $0 lnstructor(s) Educational Materials/Printing $300 Costumes/Props $0 Sets $0 Supplies $200 Licensing/Royalties $0 Rentals (space and/or other) $0 Transport ation $0 Food & Beverage $475 Marketing/Promotion/ $300 Publicity Fiscal Agency Fee Other $600 Other $200 Other $425 Film Academy Booster Club COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes One film academy staff and one part time staff. Current Film Academy students as volunteers (25) T-shirts for participants and volunteers at $10 per, $50 Film Festival Programs (20) 32 GB Flash Drives for participants at $10 per Space will be in Carlsbad High School Lunch, water and snacks for participants and volunteers (3) date specific banners at $100 per to be posted at each local middle school (5) Grip & Shoot equipment for cell phones at $120 per (20) USB phone cords at $10 per (5) Lighting Kits at $85 per Applicant: Film Academy Booster Club COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN EXPENSES TOTALSI $3,300 PROJECTED -APPLICATION -KIND Value Notes Student Volunteers $500 5 current film academy student-assistants Classroom Rental $800 Carlsbad High School will waive room rental fee for the Film Academy Booster Club Carlsbad Art Center $200 CAC will waive their fee for the Film Academy Booster Club Auditorium (CAC) IN-KIND TOTALSI $1,500 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. 1 so 1 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, SO 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 com ponent 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) ELIGIBILITY • 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 Fu nding will be organized by the applicant's type of organization, then into available category or categories for that organization type. Each category will have a maximum funding limit. • Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards Page 1 of 8 o Capacity Building -$5,000 maximum award o Arts Projects -$7,500 maximum award • Educational Institutions and Affiliated Groups -$30,000 total maximum in awards o Arts in Schools -$2,500 maximum award • Special 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 FISCAL AGENT • Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal agent • Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018 ARTS 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 utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include: o Professional development for staff and board members o Opportunities for peer learning, networking or leadership development o Creating or re-examining organizational plans o Initiating collaboration with other nonprofits o Developing new sources for earned income o Utilizing support for high-impact projects ARTS ORGANIZATIONS -ARTS PROJECTS • Arts Projects grants have a maximum award of $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 IN STITUTIONS AND AFFI LIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits Page 2 of8 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 SPEC IAL OPPO RTUNITIES • 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 avai lable 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 an d 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 t he 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 A ND 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 th ose who would like more information. • Information Sessions -general overview of the grant process, forms and procedures Page 3 of 8 • Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant writing 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. PANEL REVIEW AND SCORING OF AP PLICATIONS 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 organizations take advantage of this opportunity to participate in t he review process • Presentations are not scored and are included as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will not otherwise affect their application's review • All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions regarding applicant presentations before and during panel sessions SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o artistic merit of programs, qualifications of artists • Community Impact o effective service to identifiable community, level of community involvement, alignment with grant program mission • Management Capability o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad funded projects • Financial Health o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community • Sustainability o sound management, long range planning, program or marketing innovation, presence of active, effective fund raising Page 4 of 8 i 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 PE RIOD 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. PUBLI C 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 t imely 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 1 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 eva luate all aspects of this program and processes, and updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be returned to the Cultural Arts Office within 30 days of notification • No two entities (organization or school/affiliated groups) may apply for funding for the same project • Funds may not be used for fund raisers, scholarships or similar requests at the discretion of the Cultural Arts Office Page 5 of8 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 APP LI CATION 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 Page 6 of 8 APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1, 2018. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding from City of Carlsbad through another department or division? o Any organization receiving funding through the City of Carlsbad's 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 Page 7 of 8 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 Page 8 of 8 Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME $ Notes $ Notes Admissions <L>t--------------------------------------------------------~ Gifts/Merchandise/ g Concessions "'O ~ Advertising .... ro L.Ut-------------------------------------------------------- Other Subtotal Earned Income $0 $ Notes Private Individual <L> E Public Support 0 g----------------------------...--------------------------------1 ~ Applicant Cash C: ~t------------+----+---"'7""'--=---=---"""'='-"'-r-----t----+------------------1 <L> :3 CAG Request Amount Amount received through Community Arts Grants 2019 Other Other Subtotal Unearned Income $0 $0 Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Cos tum es/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other Cash EXPENSES TOTALSI $0 COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes $0 Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT IN-KIND SUPPORT Value Notes Value IN-KIND TOTALSl=I =====$=0 ===' $0 Budget Instructions: The application project budget must balance. Total income must equal total expenses. Final Report may c Round all budget figures to the nearest whole dolla Enter a '0' in any cells that you don't have an amount to add. Please give detailed descriptions for each line item in the ates 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.