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Carlsbad Music Festival; 2018-03-21;
GRANT AGREEMENT FOR Carlsbad Music Festival This agreement, is made on the ?J bt day of ?i, G-~ 20 / 6', by Carlsbad Music Festival (ORGANIZATION), a California nonprofit corporation, hereinafter referred to as "Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during the 2018 Community Arts Grants Program in an amount not to exceed two thousand dollars ($2,000) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (" Agreement Scope"). Project Title: Funding of Year Round Managing Director 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 Music Festival Attn: Peter Taylor P.O. Box 2430 Carlsbad, CA 92018 Email: george@carlsbadmusicfestival.org 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 ( {' ch? *By:_~L __________ _ (l't signature here) (CfHL ~ u -fk-~l}Elv r (Print name/Title) pr~ /ur.1 z_ G oldi\J."0/i.. ,.&,;,-ATTEST: _ _,/,__(Emfu-Em__,_i_l -ad_d_r-es_s_) ----- CITY OF CARLSBAD, a municipal corporation of the State of California By:~CiTh.LlJ ~~ HE~PIZZUTO Library & Cultural Arts Director () :-;_ fa-r/ ,S (Da{e) \ J +- j/J, u ~;:;._ BARBARA ENGLESON r City Clerk **By: __ l_ ~--------- (2nd signature here) ~-a').;}'"'""~ S -~w--"-. ---/·--/ S'-.:-,-ch-J 1 (Print name/Title) -~f c\.;, ~.," © J ,~b t-J .. Ci C'l (Email address) I ~ j.1-I I ti I (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached. !f.E Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, Secretary, President, or Vice-President Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER,~i~ Attorney By: t;J;µ~ Assistant City Attorney ){1'1:./ 1%' 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 2018 Application 2. Optional, as needed -Community Arts Grants 2018 -Project Budget Information 3. Optional, as needed -Community Arts Grants 2018 -Revised Project Form 4. Optional, as needed -Community Arts Grants 2018 -Revised Project Budget Information 5. Required -Community Arts Grants Guidelines 2018 6 Community Arts Grants 2018 APPLICATION Organization Name Carlsbad Music Festival Organization EIN: 26-3969347 Organization website URL: www.carlsbadmusicfestival.org Street Address PO Box 2430 City Carlsbad State California Zip Code 92018 Are you a first-time applicant? No What is your organization's mission statement? Carlsbad Music Festival engages and inspires local, national, and international communities of composers, performers, creators, and concert- goers through accessible world-class performances of adventurous music. 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 9000 2016 9000 2015 8000 First Name Peter Last Name Taylor Are you applying as an: Arts Organization For which funding category are you filling out this Capacity Building application? Project Name Funding of Year Round Managing Director Project Summary We request $5000 capacity building support to engage the services of a year round Managing Director. Total annual cost for this role is projected at $50,000. This is a new endeavor for our organization currently in its 15th year of existence. Previously a Managing Director was hired in a temporary manner for only two to three months to support the activities of our 3 Day August Festival. This has proved problematic as activities concentrated solely on event execution rather than long term development. Additionally this approach created a high turn over rate with five Directors in the last four years. Project Dates Date Project Start January 2018 Project End December 2018 Funding Request from the City of Carlsbad's 5000 Cultural Arts Grants Total Project Expenses 50000 Total Number of Expected Participants and/or 9000 Audience Attendance for Project Provide a brief organizational history and The Carlsbad Music Festival was founded 15 description of accomplishments in the previous years ago by Artistic Director, composer, year. Princeton doctoral candidate and Carlsbad native Matt McBane. What started as a passion project to present "adventurous music by the beach" has grown significantly in size and scope over the years. The organization prides itself on bringing world class musicians spanning many genres to residents of a community that would otherwise have to travel out of the region for such an experience. On any given day event attendees can enjoy performances of contemporary classical, jazz, a wide-ranging presentation of world music, emerging independent artists, popular regional favorites, operatic singers and other internationally renowned musicians. As the festival has evolved, smaller year round pre- festival showcases have also been added to create awareness and anticipation of the multi- day multi-stage end of summer event. The most recent festival held this past August is arguably the most successful and well organized event to date. With a commitment from St. Michaels Church to donate both year round office and performance space; the addition of new ticketing and customer relationship management software; the addition of a year round bookkeeper / accountant; the hiring of a seasoned music industry professional to produce the event; utilizing experienced non-profit performing arts professionals to execute various functions, and incorporating over 75 volunteers from both the community at large and from a partnership with Camp Pendleton the Carlsbad Music Festival is positively evolving to better serve the community and while enjoying its growing popularity. What special circumstances, challenges, or The Carlsbad Music Festival has enjoyed changes have caused your organization to focus tremendous growth and popularity over the last on management and/or organizational issues at 15 years. In an effort to better serve its mission, this time? engage with the community and create a more stable organization the board of directors strongly believe in the need for year round management leadership. Traditionally a Managing Director was brought on for only project management of its flagship August event. This role only lasted a short time and focused primarily on event production. After the festival ended all management, development, future planning, community engagement, meetings, board reporting, marketing and administration was handled by Founder and Artistic Director Matt McBane. With the growth of the Festival this approach is not sustainable. The Carlsbad Music Festival recognizes the importance of engaging with its donors, supporters and the community at large on a regular and ongoing basis. This can best be done through seasonal year round programming and community involvement. Doing so requires a committed Managing Director. The Carlsbad Music Festival has identified such an individual and hired this music industry and non-profit performing arts professional to oversee the last Carlsbad Music Festival event. It was the most successful and efficiently run to date. The board would like to engage this person's services year round to oversee development and growth of the organization. What are the objectives of your project and what By having year round experienced leadership the do you expect to accomplish? How will this Carlsbad Music Festival will be able to do two project improve your organization's capacity to things that will significantly impact its position as meet its goals and advance its mission? one of the three cultural pillars of Carlsbad along side New Village Arts Theater and The Museum Of Making Music. 1) Future Planning -consistent year round leadership will allow for fund raising; bookings; pre-production; marketing and community engagement to occur well in advance of the typical May/ June cycle that has traditionally occurred. This creates a smoother run entity and means a stronger organizational focus can be applied towards artistic development. 2) Additional Programming -the Festival recognizes the need to program more smaller scale events throughout the year in order to drive awareness of its flagship event and increase donor support. This is not possible without management leadership. What strategies will City of Carlsbad funds utilize The Carlsbad Music Festival has identified and to meet your objectives? What is the timeframe previously engaged the individual it desires for for the project you are proposing? the role of Managing Director. A fully funded capacity building grant from the City of Carlsbad would significantly and positively impact the Carlsbad Music Festival's ability to secure this important role. While this person was under contract for the period of June -September, 2017 and is currently consulting with Carlsbad Music Festival in a limited capacity, a proposed contract start date of January 1, 2018 is ideal. In the long term, how do you see this project In the long term having a Managing Director that enhancing the effectiveness of your organization stays with the organization beyond the project or network to advance its mission? management phase of its seasonal event and is available to fund raise and manage year round will: 1) Increase organizational stability 2) Increase individual, foundation and government development income 3) Attract new board members 4) Attract new corporate sponsorship dollars 5) Provide for a more robust marketing effort 6) Increase goodwill within the community List any capacity-building projects you have undertaken in the past three years, the dates of N/A those projects, and very briefly describe the outcomes. Upload your organization's current total budget as Carlsbad Music Festival 2017 Budget PDF.gdf a PDF. (24k) Upload your organization's two most recent completed budgets. Short form 990's are preferred. All files must be in PDF format. Carlsbad Music Festival 2016 990.gdf (411 k) Item# 103 Carlsbad Music Festival 2015 990.gdf (4649k) Upload your roster of Board members. Please Carlsbad Music Festival Board List 2017.gdf ensure the document includes names, titles, (53k) organization/business affiliation, emails and areas of expertise. All files must be in PDF format. Explain where the grant funding will go. Grant funding must add up to total request from Community Arts Grants. 1 Line items Managing Director Annual Salary Total cost 50000 Cost covered by grant request 5000 2 Line items Total cost Cost covered by grant request 3 Line items Total cost Cost covered by grant request 4 Line items Total cost Cost covered by grant request 5 Line items Total cost Cost covered by grant request Signature of authorized representative from A -applying entity: -y -- First Name George Last Name Tortarolo Foundation Grants Government Grants Fundraising Earned Income Total Income Artistic Production Ticketing Program Book Marketing Merchandise Development Capital Expenses Administration Bank Charges -----······· .. ··----- $8,500 $24,000 $33,694 $28,500 $94,694 $22,500 $8,463 $214 $1,600 $8,700 $1,350 $1,500 $45,626 $0 i i I ' Financing Fees Debt Repayments Paid carryover expenses Total 2017 Expenses $156 $2,408 $5,980 $98,497 Community Arts Grants 2018 REVISED PROJECT FORM Reference# Status Organization Name * Project Title * Contact First Name * Contact Last Name * Contact Phone Number * Contact Email Address * Describe any changes to the project for which you were awarded funds, including how income, expenses or both will be altered to balance the project budget. * Upload a revised Project Budget Form as a PDF.* Last Update Start Time Finish Time IP Browser OS Referrer 9357650 Complete Carlsbad Music Festival Funding of Year Round Managing Director George Tortarolo 3237024500 george@carlsbadmusicfstival.org Our revenue has increased. Since submitting the original application budget a greater than anticipated grant was awarded by the Sahm Foundation. This is in the form of a $20,000 grant and an additional $20,000 of matching funds tied to fund raising. This change causes the budget to balance with the reduced CAG. Carlsbad_M usic_Fest_ CAG_2018_Project_Bu dget_REVISED_.pdf (67k) 2017-12-2111:27:12 2017-12-2111:25:44 2017-12-21 11:27:12 68.109.196.115 Firefox Mac http://www.carlsbadca.gov/services/depts/arts/ opps/grants.asp Applicant: CARLSBAD l\tfflMMUWltrY ARTS GRANTS 2018-PROJECT BUDGET INFORMATION PR OJ E 0 u C: "O OJ C: ,._ t'0 w OJ E 0 u C: "O OJ C: ,._ t'0 OJ C: ::::i OJECT INCOME Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income Cash $15,000 $20,000 $7,500 $42,500 Cash $40,000 $25,000 $20,000 $5,000 $7,000 $5,000 $102,000 PROJECTED -APPLICATION Notes I General adm1ss1on Is free. l Ickets sales are targeted to our donor base with two tiers available -a $100 VIP single day pass or $200 l\/1D "JA~, ~~" I ~,+<--•'· -~I -·'-' <'co"-," ~f •'·'-·•-IA/~ '---J; •..•••. :•'-- Merch sales, beer garden sales (100% profit -all beer is donated by Green Flash Brewery), Vendor Fees corporate, Vendor Fees 1 .... -£..: ___ Baed on last years ad sales of $6000. Increase justified by beginning process earlier. Subtotal Earned Income Notes Represents projected income from previously received foundations -Sahm, Copeland and Ditson Based on previous year giving Grants from various governmental sources excluding CAG Total represents Project and Ca pacity grants award total Represents projected day of festival solicited donations from attendees of free public space performances (estimate is based on C::c: , ___ '""" ' I·-•< ••• , ..• , •• :.-..J <"A""" ,:. Subtotal Unearned Income INCOME TOTALS! $144,500 I PROJECT EXPENSES Project Staff (non-a rtist) Project Artist(s) or Arts I nstructor(s) Educational Materials/Printing PROJECTED -APPLICATION Cash Notes $75,000 Includes management, crew, event staff (technical and admin). $30,000 For 14th Annual Festival total spend was $22,500. $5,000 Ad books, posters, post cards, event signage, mailings Cash $0 Cash $0 $0 Cash Applicant: CARLSBAD ~MMUWltfV ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION Costumes/Props $0 Sets $1,000 Lighting renta Is Supplies $2,500 General production equipment upkeep and maintenance, office, admin, electrical, etc. Licensing/Royalties $1,500 Performing rights fees Renta ls (space and/or other) $2,000 City public parks rentals and fees Transportation $1,000 Limited artist related transport Food & Beverage $2,000 Artist riders, green room, donor reception, wholesale beverages for concessions Marketing/Promotion/ Publicity $15,000 Traditional and digital heavily weighted on digital social media campaigns Fiscal Agency Fee $0 Other $7,000 Represents a 5% contingency line item based on $140,000 total event spend Other Other EXPENSES TOT ALSI $142,000 I $0 PROJECTED -APPLICATION IN -KIND Value Notes Value Year Round Office Space $15,000 St. Michael's Church donates our office space IIIIUUUI CIIIU VUl UUUI St. Michael s Church waives all rental fees for use of facilities Performance, Kitchen, Facility $25,000 greatly reducing our cost and need for public park and IC --_£ ·--~~~~ h:,lk Operational Support $10,000 St. Michaels makes available accounting and administration support staff on an ongoing basis. Applicant: CARLSBAD "'WMMOM1fY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN-KIND TOTALSI $50,000 I Budget Notes: For application, fill out only green. For final report, fill in blue. Yo u 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. $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, ent1 Please insert your organization name in the top right header. Applicant : CARLSBAD rvmMMU~IJ"Y ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION ACTUALS -FINAL REPORT Notes Notes ACTUALS -FINAL REPORT Notes Applicant: CARLSBAD ~MMUMtrY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION ACTUALS -FINAL REPORT Notes Applicant: CARLSBAD 1\/fflMMUMtrY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION ~r "4 shows, 50 attendees, $5 each." 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 com munity destination for visitors and tourists throughout t he 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) ELI GI Bl LITY • Programs and activities supported must take place in the 2018 ca lendar year, Jan. 1-Dec. 31, 2018 • All funded activities must take place within t he City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • When part nering, only one application may be submitted for that pa rticular project involving both parties • For Arts In Schools, project s 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 -more information will be ava ilable 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 su bmit multiple applications in any one category per funding cycle PROJECTS THROUGH FIS CAL 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 ORG ANIZATIONS -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 supp0rt • 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 IN STITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOO LS • Arts In Schools grants have a maximum award of $1,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same 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 December, 2017 January, 2018 Applications for the 2018 cycle are due to be submitted electronically by 4 p.m. Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 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 redu ction in the final payment. REVIEW AND SCORING OF APPLICATIONS GRANTEE PARTICIPATION IN REV IEW AND SCOR ING • 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 wil l receive information for schedule up~n 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 revi ews their application forfeits their opportunit y to be present SCORING RUBRI C 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 plan ning, program or marketing innovation, presence of active, effective fund raising OTHER REVIEW AND SCORING INFOR M ATI ON • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD FIN ANCIAL 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 ACKNOW LEDGEME NT • Grant recipients must credit the Cultural Arts Office for its sup port 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 PRO M OTI ON • 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 t he 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 CAR LSBAD 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, budget s requests and other matters. During these meetings, public comments from organizations, artists and members of the pu blic is encouraged HOW TO APPLY APPLICATION All applications must be submitted on line. The application is comprised of five sections, some of which include long answer sections and attachments. The application, as well as a PDF version for your information and other grant information, is available at www.carlsbadca.gov/arts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 2 6. Signature STAFF ASSISTANCE Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing megan.gilby@carlsbadca.gov APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Gra nt funding? o Yes. Any for-profit entity is ineligible to rece ive funding through t he 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 t he live presentation portion of the review sessi on scored by the panel? o Prese ntations 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 pa rticipate in the review session for our application? o Prese ntations 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 3 performances x $5 ticket x 100 audience members Q)-------------------------------------tf-----+----------------~ g Gifts/Merchandise/ ~ Concessions Other Subtotal Earned Income Private Individual ~ Applicant Cash t:J-------~ ro Q) ::3 CAG Request Amount Other Other $0 $0 $1,500 Cash Notes $0 $0 $0 Subtotal Unearned Income $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 Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT cash Notes Cash Notes $1,250 20% of total Artistic Director cost $3,000 $1000 fee x 1 groups x 3 performances $500 Program printing $0 $0 $0 $0 $0 $0 $0 $0 EXPENSES TOTALSI $5,000 $0 l I Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS - FINAL REPORT IN-KIND Value Notes Space Rental $500 Doanted hall use from high school For application, fill out only gr 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. 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. i Carlsbad Music Festival -Capacity Building AWARD: $2,000 L ,.--- Capacity building support for services of year round managing director to support the Music Festiva l. Carlsbad-Oceanside Art League -Arts Project AWARD: $2,000 Support for pre-school through 8th grade youth projects at COAL Gallery, education Scholars hi ps for eight local schools, and annual High School Art Exhibition for students in the Tri-City area. Bryan Snyder -Fiscal Agency AWARD: $1,900 Support for Carlsbad Art Wall, a rotating temporary mural exhibit in Carlsbad Village, and a "Teen Street Art Workshop" held every 2 mont hs in co llaboration with the Boys & Girls Club of Carlsbad. Young Audiences of San Diego -Arts Education AWARD: $1,150 Support for fa mily dance, music, theater, and visual arts performance and workshops by professional artists for 2 Carlsbad schools with 200 participants. City of Ca rlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017 ARTS ORGANIZATIONS • Three categories for applyi ng Arts Organizations: o Arts Projects -funding limit of $10,000 o Arts Education -funding limit of $5,000 o Capacity Building -funding limit of $5,000 • Total Arts Organizations Applications: 22 • Total Arts Organizations Requests: • Total Arts Organizations Awards: $125,227 $58,000 New Village Arts, Inc. -Arts Projects AWARD: $10,000 Support for "Cloud Tectonics", an outreach and theatrical production taking place in January and February 2018 for an audience of ove r 2,500. Museum of Making Music -Arts Project AWARD: $6,000 Support for "Summer Sounds" series of four summer co ncerts at the Museum of Making Music. Mainly Mozart -Arts Project AWARD: $5,650 Support for two Spotlight chamber music concerts, at St. Elizabeth Set Church and Schulman Auditorium. San Diego Dance Theater -Arts Education AWARD: $5,000 Support for "Aging Creatively Carlsbad" project that provides free, on-going professional dance training and performances to a dive rse aging ad ult population with over 2,000 expect ed to participate. New applicant. Carlsbad Music Festival -Arts Project AWARD: $5,000 Support for artist performance fees for the 3 day 15th annual Carlsbad Music Festival in August with over 50 musical performances w ith an audience of 9,000. San Diego Guitar Festival -Fiscal Agency AWARD: $5,000 New applicant. Support for 2 spring performances (Shin-lchi Fukuda and Beijing Duo) at the Schulman Auditorium for an audience of 600. Intrepid Shakespeare Festival -Arts Project AWARD: $4,000 Support for summer 10 week visual and performing 11Refugee Art Expe rience" that tells stories of refugee neighbors working with artists and Crawford High School students. Carlsbad Educational Foundation -Arts Education AWARD: $3,800 Support for "Valiase Project" program bringing museum quality artwork (presented by Lux Art Institute) to 30 6th grade classrooms in Carlsbad. Playwrights Projects -Arts Education AWARD: $2,500 Suppo rt for 11Rad io Playground" program and performance for 2 element ary schools in Carlsbad serving 150 students. North Coast Repertory Theater -Arts Education AWARD: $2,000 Support for rehearsal and adaptation of Shakespeare's plays performed by loca l professional act ors for Carlsbad schools. New Village Arts, Inc. -Capacity Building AWARD: $2,000 Capacity building support for Spektrix Software ticketing and financial software upgrade to support current and future programming and patron interaction. City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017