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HomeMy WebLinkAboutCarlsbad High School Musical Production; 2018-02-26;GRANT AGREEMENT FOR Carlsb This agreement, is made on the dwifJ day of ----"'-L..-!!:=--..,,J-.>c:~......_~~-' 201..2.._, by Carlsbad High School Musical Production (ORGANIZATION}, an educational institu io within the Carlsbad Unified School District, hereinafter referred to as "Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during the 2018 Community Arts Grants Program in an amount not to exceed one thousand, five hundred dollars ($1,500) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Carlsbad High School Musical Production The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. c. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit A. 3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied: a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant funds to only cover expenditures for programs and services incurred during the Agreement Scope dates and under the terms and conditions of this Grant Agreement. b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the Grantee's main address is within Carlsbad city limits. c. Grantee shall complete all work in accordance with Agreement Scope, d. As reasonably soon as possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of events or proposed changes that could affect the Agreement Scope. e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for the preparation of reports required by this Agreement. f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit to the City, in writing, a proposal requesting changes to the Agreement Scope. 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 2018 Community Arts Grants Guidelines, attached hereto as Exhibit A. h. Grantee shall provide full and timely information to the City to update staff on programs, and include naming the City in any publications and/or social media, whether in digital or print format, as opportunities arise. i. Grantee shall retain all records and supporting documentation, including expenditure receipts, applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make all records and supporting documentation readily available, upon request, for inspection and/or audit by representatives of the City. 4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities and expenditures outlined in the Agreement Scope without prior notice and express approval by the City, upon demand by the City, Grantee agrees to return to the City the amount requested by the City, up to and including an amount equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred shall be eligible to be paid by Grant funds. 5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient ineligible to receive the full and final payment of the Grant award. a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification. b. Submit a Final Report including all required attachments by completing the designated form to the City the earlier of thirty (30) calendar days after the Agreement Scope end date or, January 31, 2019, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows: a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as applicable, and receipt of fully executed contract. b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and approval by City staff. c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City within 60 days of completion of the Agreement Scope or the Project end date, whichever is earliest. 7. PROJECT CANCELLATION. a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City with notice of cancellation, shall return all Grant funds to the City. b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith. 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, 2019. 10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 11. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: Carlsbad High School Musical Production Attn: Travis Blumer 3557 Monroe Street Carlsbad, CA 92008 Email: carlsbadhstheatre@mac.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 (Remainder of Page Intentionally Left Blank) 4 18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist. GRANTEE (1st signature here) CITY OF CARLSBAD, a municipal corporation of the State of California ~~~~~;~ Library & Cultural Arts Director (Print name/Title) I) • I_ ~ · 121 ~ · f5bJusct-Yl&1'" ~, r t£L// -5. vUVVleJ ~ CJI( ATTEST: ~ ui<lfLzrl~0 Ir-- BARBARA ENGLESON · **By: ___________ _ City Clerk (2 nd signature here) (Print name/Title) (Email address) (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached. ~ Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, Secretary, President, or Vice-President Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney 5 By:_~~L~ Assistant City Attorney Date 6 EXHIBIT "A" SCOPE OF GRANT Itemized list of what Grantee will complete to satisfy grant funding. Items which may be included in this section: 1. Required -Completed Community Arts Grants 2018 Application 2. Required -Community Arts Grants 2018 -Project Budget Information 3. Required -Community Arts Grants Guidelines 2018 Community Arts Grants 2018 APPLICATION Organization Name Carlsbad High School Musical Production Organization doing business as (if by another Carlsbad High School ASB name): Organization EIN: 95-2681074 Organization website URL: http://www.carlsbadhs.schoolloop.com/ Street Address 3557 Monroe Street City Carlsbad State California Zip Code 92008 Are you a first-time applicant? No What is your organization's mission statement? The Carlsbad High School Musical Production provides an opportunity for the artistic development of high school age students while offering entertainment to Carlsbad residents and visitors. With six performances over two weekends, over 1,000 residents and visitors can enjoy the work of 9th through 12th grade students who collaborate and create a Broadway-style musical. Their talents are brought to a higher level through training by the guest choreographer, funded by the City of Carlsbad Community Arts Grant. Have you receive funding from the City of Carlsbad's Community Arts Grants in past years? Yes Item #65 Amount funded through Community Arts Grants 2017 1,500 2016 1,200 2015 1,500 First Name Travis Last Name Blumer Are you applying as an: Educational Institution or Affiliated Group Project Name Carlsbad High School Musical Production Project Summary Carlsbad High School is requesting $1,500"in Community Arts Grant Program funding to hire a "guest" choreographer ... an "artist-in-residence" in the field of dance ... to work with actors and singers who are not experienced in the art of musical theatre dance. The guest choreographer will audition CHS students during the last week in January, then work with the cast two to three days a week, two hours per session, until performances April 28, 29, May 4, 5, 6, 2018 at the Cultural Arts Center. Each year the choreographer teaches a dance style unique to the musical chosen. Project Dates Date Project Start 1 /22/18 Project End 5/8/18 Funding Request from the City of Carlsbad's Cultural Arts Grants 1500 Total Project Expenses 21000 Total Number of Expected Participants and/or 40 casU40 crew/25 musicians/1,000 Audience Audience Attendance for Project members Provide a brief organizational history and For over 40 years, the Carlsbad High School description of accomplishments in the previous Musical Production has contributed to the artistic year. and cultural landscape of Carlsbad. As a community-based educational arts program, it has become a treasured tradition, as evidenced by the inclusion of Carlsbad High School musical memorabilia in the Carlsbad Historical Society displays. Four out of five of the Theatre teachers in the Carlsbad Unified School District secondary schools (Olivia Hardy at Valley Middle School, Judi Stapleton at Calavera Hills Middle School, Andrea Emert at Aviara Oaks Middle School, and Jillian Porter at Sage Creek High School) are alumni of the Carlsbad High School Musical Production program. A number of cast members from last year's production are children of former Carlsbad musical cast members. All of these members of the Carlsbad High School Musical Production family have been introduced to musical theatre dance by the same guest choreographer that we propose to use this year. It is an important and unique legacy that the community has embraced. The 2017 musical THE DROWSY CHAPERONE received 27 awards at the MACY Awards and 8 awards and 13 nominations from National Youth Arts. The guest choreographer has been nominated for Outstanding Choreography over 5 times by National Youth Arts for her work on Carlsbad High School productions. What makes this project distinctive? What are the outputs and/or outcomes of the project? Student engagement is the hallmark of the Carlsbad High School Musical Productions. This project meets the needs of high school age students to experience musical theatre without paying a fee to be in a production. There is absolutely no cost to the student or their family to participate, so there is no economic barrier to the experience. Another bonus is that a student can learn dance outside of the dance team structure. While there is an excellent dance program at Carlsbad High that produces the award-winning Lancer Dancers and Xcalibur dance teams, those dancers are defending their national titles during the spring semester, and the dance teacher and her coaches are very busy with that worthy endeavor. As a result, actors and singers make up the bulk of the cast of the Carlsbad High School Musical Production, and they receive special instruction from the guest choreographer to learn the steps to make their roles come to life on stage. Every day during the rehearsal process, the students make new artistic choices, learning new styles and types of dance, discovering that they are truly multi-talented. Each year a different type of musical is chosen by the director; over four years, they will have experienced many different types of musical theatre. For example, the resumes of this year's graduating class will list the the rock-and-roll contemporary GHOST THE MUSICAL, the classic RODGERS+ HAMMERSTEIN'S CINDERELLA and the satirical THE DROWSY CHAPERONE in addition to this year's production. The students of Carlsbad High School will be supported by training in voice, acting, and dance during the course of the twelve week rehearsal process; for those who are primarily singers and actors, a very special kind of choreographer who can teach novices complicated dance moves is required. The guest choreographer supported by the City of Carlsbad Community Arts Grant funds will provide this specialized instruction. The performances by Carlsbad High School students on April 28, 29, May 4, 5, 6, 2018 provide opportunities for artistic and cultural development and enjoyment of Carlsbad residents and visitors by offering a Broadway- style show that is accessible to all ages. With six performances over two weekends at the Carlsbad Cultural Arts Center, over 1,000 residents and visitors can enjoy the work of the students, brought to an even higher quality through the training offered by the guest choreographer. How will the project be evaluated to measure In order to measure the effectiveness of arts outputs and/or outcomes? instruction, the students in the Carlsbad High School Musical Production will be judged and reviewed by evaluators from National Youth Arts and the MACY Awards. These evaluators from outside our community will visit Carlsbad, experience the production, and then give recognition based on what they have seen and heard. Feedback from the audience is also carefully considered. The director often receives emails and letters from audience members who are not connected in any way with the students (particularly members of the area's senior population) that say how astonished they are at the quality of Carlsbad High School's Musical Productions. How will the project address community needs, Because the Carlsbad High School Musical including reaching underserved populations? Production is offered to students and their families without charge, there is no financial barrier to students from low or moderate income families to participate. Most musical theatre programs in our area charge a fee for each cast member to participate, so the Carlsbad High School Musical Production is unique and important because it allows all students who wish to participate to develop their artistic talents. The six performances of the Carlsbad High School Musical Production are open to attendance by all members of the community. The show is marketed to high school age students through social media (Facebook, Twitter, Carlsbad Theatre Department webpage) and through the student broadcasting program (CHSTV) which is also streamed on the web. Local print media (Carlsbad magazine) is utilized for promotion, and flyers and posters are distributed in locations such as the Carlsbad Senior Center and libraries. Who is your target population? What geographic The target audience of participants for this activity area will benefit from your program? are 9th, 10th, 11th and 12th grade students at Carlsbad High School. Using school media to broadcast auditions and distributing information through student body marketing (posters on campus, flyers at student activities), we will bring a diverse population of students into the experience. The target audience of community members to view the production is from every age range. The Carlsbad High School Musical Production is often the first "real" play seen by Carlsbad children. Senior members of the community are particularly fond of this art form, and our matinees are popular with those who do not drive at night. The demographics of those who come to see the Carlsbad High School Musical Production are not tracked (we don't require our ticket buyers to give their age); however, since it is something experienced by Carlsbad families, multiple generations are involved. With the support of the Carlsbad Community Arts Grant Funding Program, it will continue to involve all of these target audiences. Who is your target population? What geographic area will benefit from your program? Are you partnering with any organizations or individuals that are involved in your project but are not employed or affiliated with the applying organization? Provide names and brief description of roles for any partners in this project. This would include any organizations, artists or individuals involved in your project that are not employed or affiliated with the applying organization. The target audience of participants for this activity are 9th, 10th, 11th and 12th grade students at Carlsbad High School. Using school media to broadcast auditions and distributing information through student body marketing (posters on campus, flyers at student activities), we will bring a diverse population of students into the experience. The target audience of community members to view the production is from every age range. The Carlsbad High School Musical Production is often the first "real" play seen by Carlsbad children. Senior members of the community are particularly fond of this art form, and our matinees are popular with those who do not drive at night. The demographics of those who come to see the Carlsbad High School Musical Production are not tracked (we don't require our ticket buyers to give their age); however, since it is something experienced by Carlsbad families, multiple generations are involved. With the support of the Carlsbad Community Arts Grant Funding Program, it will continue to involve all of these target audiences. Yes Suzanne Fernandez is the guest choreographer that would be funded through the City of Carlsbad Community Arts Grant. Suzanne would assist in auditions to choose the cast in late January, then attend two to three rehearsals per week after school for two hours for 12 weeks until the production closes on May 6. During this time, Suzanne would be teaching dance steps and styles to actors and singers in the musical production, giving notes during run throughs and dress rehearsals. Suzanne often uses student "dance captains" to help fellow students who need extra instruction and individualized help, creating dance leaders for the future. In one PDF document, please upload all resumes Suzies Resume 2017 PDF.pdf (17475k) of teaching artists, artists or any other individual partners in your project. Please upload your completed Project Budget form. Signature of authorized representative from applying entity: First Name Last Name Carlsbad HS Musical Project Budget Form.xlsx {15k) Travis Blumer Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PR QJ E 0 u C "'C QJ C L... C1l LU QJ E 0 u C "'C QJ C L... C1l QJ C :::i OJECT INCOME Cash Admissions $14,000 Gifts/Merchandise/ $500 Concessions Advertising $0 Other Subtotal Earned Income $14,500 Cash Private Individual Public Support $5,000 Applicant Cash CAG Request Amount '--.... $1,500 Other Other Subtotal Unearned Income $6,500 INCOME TOTALSI $21,000 I PROJECTED -APPLICATION ACTUALS-FINAL REPORT Notes Cash Notes 6 performances -800 attendees @ $15 each and 200 attendees @ each $10 (matinee) Refreshments and "StarGrams" Subtotal Earned Income $0 Notes Cash Notes Carlsbad Educational Foundation grant, funded by Datron Subtotal Unearned Income $0 $0 Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT p ROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $0 Project Artist(s) or Arts $10,000 Choreographer, Music Director, Costumer, Pit Orchestra lnstructor(s) Educational Materials/Printing $250 Printing of programs by school district print shop Cos tu mes/Props $2,000 Materials (fabric, trims, accessories for costumes and a variety of wood, plastic, paper products for props) Sets $4,500 Construction materials (e.g.: wood, hardware, paint) and rentals of scenic backdrops Supplies $0 Supplies for set construction included in sets Licensing/Royalties $4,000 Music and script licensing Rentals (space and/or other) $0 Space provided by Carlsbad Unified School District Transportation $0 Food & Beverage $0 Marketing/Promotion/ $250 Promotional flyers, banners Publicity Fiscal Agency Fee $0 Other Other Other EXPENSES TOTALS! $21,000 I $0 Applicant: Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN PROJECTED -APPLICATION -KIND Value IN-KIND TOTALSI $0 I 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 '0' in any cells that you don't have an amount to add. Notes ACTUALS-FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. ., COMMUNITY ARTS GRANTS GUIDELINES -2018 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various projects through a competitive application and review process. The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our purpose is to: • Reinforce the artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Encourage new arts programs and organizations in Carlsbad; • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2018 OVERVIEW Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $80,000 in funding available • 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 2018 calendar year, Jan. 1 -Dec. 31, 2018 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • 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 • When partnering, only one application may be submitted for that particular project involving both parties • For Arts In Schools, projects may not include partnership with Arts Organizations. If a school would like to partner with an arts organization for a project, the organization must be the applying party. • Frequently Asked Questions are included as Appendix 1. FUNDING CATEGORIES Funding will be organized by the applicant's type of organization, then into available category or categories for that organization type. Each category will have a maximum funding limit. • Arts Organizations, including Fiscal Agents of Individual Artists o Capacity Building -$5,000 maximum award o Arts Projects -$10,000 maximum award o Arts Education -$5,000 maximum award • Educational Institutions and Affiliated Groups o Arts in Schools -$1,500 maximum award • All organization types (Outside of regular grant cycle -m.ore information will be available in November, 2017) o Special Opportunities -$500 maximum award 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, but may only apply to Arts Projects OR Arts Education. Possible application combinations include: o Arts Projects and Capacity Building o Arts Education and Capacity Building o Only one application in either Arts Projects, Arts Education or Capacity Building • No organizations may submit multiple applications in any one category per funding cycle PROJECTS THROUGH FISCAL AGENT • Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal agent • Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017 ARTS ORGANIZATIONS -CAPACITY 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 $10,000 • Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual or organization must include a letter of agreement from partnering entity ARTS ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS • Arts in Education grants have a maximum award of $5,000 • Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or projects in a school within Carlsbad city limits • These projects can include artist-in-residence programs and assemblies or performances • Any partnership with an individual or organization must include a letter of agreement from partnering entity EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS • Arts In Schools grants have a maximum award of $1,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school • To be eligible for funding: o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they will be leading activities to be funded by the Cultural Arts Office o Out-of-school programs may utilize teaching artists that may also be employed in the district • Any partnership with an individual or organization must include a letter of agreement from partnering entity SPECIAL OPPORTUNITIES • Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018 • Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended at least 60 days before the program or project is to begin • Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including other Community Arts Grants • More information about Special Opportunity Grants will be available in November, 2017. Please contact staff with any specific questions regarding Special Opportunities grants 'APPLICANT INFORMATION PROGRAM SCHEDULE Oct. 30, 2017 November, 2017 Applications for the 2018 cycle are due to be submitted electronically by 4 p.m. Submitted materials are reviewed and scored by a peer panel consisting of 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 December, 2017 January, 2018 Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75% or less of requested amount will be required to complete a Revised Project Form First payments of 80% of awards are disbursed All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award. Excessively late submission of a final report may result in a reduction in the final payment. REVIEW AND SCORING OF APPLICATIONS GRANTEE PARTICIPATION IN REVIEW AND SCORING • Applicants in all categories except Capacity Building have the ability to provide one representative on their behalf to: o Be present during panel review and scoring of their organization's application • Panelists are not able to provide any further information or communication during the panel's discussion, outside of questions relating to clarification if requested by the panel o Provide a three-minute presentation to the scoring panel • Presentations can, but are not required to include Power Point, video, sound, photos and other multimedia augmentation • Only one representative from each applying organization may give presentation and be present for panel • While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their application's review process • Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17 for Arts Organizations. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o artistic merit of programs, qualifications of artists • Community Impact o effective service to identifiable community, level of community involvement • Management Capability o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad funded projects • Financial Health o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community • Sustainability o sound management, long range planning, program or marketing innovation, presence of active, effective fund raising OTHER REVIEW AND SCORING INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD FINANCIAL MANAGEMENT Grant recipients are required 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 • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: "This program is funded in part by the City of Carlsbad's Cultural Arts Office." • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council and the Carlsbad Arts Commission at least two weeks in advance of program ' o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be included in the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of the activities and participants of funded projects o Extensively promote funded events and projects SITE 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 • Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled 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 OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted online. The application is comprised of five sections, some of which include long answer sections and attachments. The application, as well as a PDF version for your information and other grant information, is available at wvyw .earl sbad ca .gov /ar~. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 2 6. Signature STAFF ASS I ST AN CE 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 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 30, 2017. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • Can one school site apply for multiple Arts in Schools awards? o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in one artistic genre (i.e. • What kinds of projects are ineligible for funding? o Projects that are general operating costs • Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire season of programming). Projects are one aspect of a larger event, or a project unto itself. • Examples could include: non-ticketed events at a large event with a mix of ticketed and non- ticketed performances, supporting new work as part of a larger season, specific series of concerts within the context of a larger festival o Capital improvements • Capital improvements are defined as significant equipment or building/improving a venue. Capital improvements have depreciation. • Examples can include: building a performance venue, purchasing substantial lighting board equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms, practice rooms, etc.), improvements that are affixed to the permanent building (shelving, cabinets, storage racks) • Examples of non-capital improvements: instruments, instrument cases, sheet music • Is the live presentation portion of the review session scored by the panel? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. • Will we be penalized if we do not participate in the review session for our application? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. No organization will be penalized for not participating in the review session. • What should be included in my presentation? o Please do not repeat any information in your application. Information can include o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for clarification purposes Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME Cash !Notes Cash !Notes Admissions $1,500 13 performances x $5 ticket x 100 audience members ~IGifts/M~rchandise/ I I I I I c Concessions $0 "'C $0 ~IAdvertising I I I I Other $0 Subtotal Earned Income $1,500 Cash INotes Private $0 Individual $0 Q) §I Public Support _ , .. ~ Applicant Cash C .._ _______ __, ('0 Q) :3 CAG Request Amount Other Other $0 Subtotal Unearned Income I $3,500 INCOME TOTALS! $5,000 Subtotal Unearned Income $0 $0 Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Pµblicity Fiscal Agency Fee Other Other Other Cash $1,250 $3,000 $500 $0 $0 $0 $0 $0 $0 $0 $0 EXPENSES TOTALSI $5,000 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes • 20% of total Artistic Director cost $1000 fee x 1 groups x 3 performances Program printing $0 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT IN-KIND Value Notes Value Notes Space Rental $500 IDoanted hall use from high school $0 You will only be able to fill out t 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. 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.