HomeMy WebLinkAboutCarlsbad Music Festival; 2019-02-08;2019 GRANT AGREEMENT FOR Carlsbad Music Festival
This agreement, is made on the ~~ day of_i.=~--=-==--=_:,4---_ _, 2oil, by Carlsbad Music
Festival (ORGANIZATION), hereinafter referred to as "Grantee," n the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide
Grantee the Grant funds awarded to Grantee during the 2019 Community Arts Grants Program in an
amount not to exceed three thousand dollars ($3,000) ("Grant.") The purpose of the Grant is to provide
funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Capacity Building -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, 2020. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the
Agreement Scope and under the terms and conditions set forth in this Agreement.
Grantee agrees to assume any obligation to furnish any additional funds that may be
necessary to complete the Agreement Scope.
b. All costs accrued for services and/or supplies prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2019 Guidelines, in the section titled Eligible and Ineligible
Costs, attached hereto as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the
Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek
reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to only cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of this Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. As reasonably soon as possible, but in no case later than thirty (30) calendar days,
Grantee shall notify the City of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein,
and for the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
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Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2019 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives ofthe City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requested
by the City, up to and including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2019 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty {30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City (30) calendar days after the Agreement Scope end date or, January 31,
2020, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within sixty (60) days of completion of the Agreement Scope or the Project end
date, whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty (60) calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2020.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
Carlsbad Music Festival
Attn: Rebecca Goodman
PO Box 2430
Carlsbad, CA 92018
Email: becky@carlsbadmusicfestival.org
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
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12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITV. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
4
18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation,
partnership, joint venture or governmental entity hereby declares that authority has been
obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to
hold the other Party or Parties hereto harmless if it is later determined that such authority does
not exist.
GRANTEE
*By: ~~ t\
(ist signature here) , . d a. 11\M r (<o.f'[n ,{ it~
(Print name/Title)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: ~ P12;illtD
HEATHER PIZZUTO
Library & Cultural Arts Director
' i ,n , r, l" oJf ,,{'; ti ,I) d 11'4; I , A msT:
(E ii address) C<; d1
\ /1c/ /q
(Date)
**By:_;~--~~~-_.L __ ,_+ ___ _
(2nd signature here)
5;; 01:,,.~ _$t.,~~.,t / .s' -,--(_ t..7
(Print name/Titl ) I
·-\i-de r r,."' c. j f v"" b ·f--). c r c
(Email address)
1hol1,
C (Da e)
il_J-Q)w-;;;:,
tf""' BARBARA ENGLESON
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached. !LE.
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman,
President, or
Vice-President
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
Assistant City A torney
1-f,; I \ 't
Date
5
Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
As an Arts Organization, would you be
interested In acting as a Fiscal Sponsor for
individual artists to apply for future Community
Arts Grants? This would not impact your own
organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach
out with more information. We appreciate your
support of individual artists! (OPTIONAL)
For which funding category are you filling out
this application?
Organization Name
StreetAddress
City
State
Zip Code
9758964
Complete
CbadMusicFest
chris.myers@argylearts.com
Rebecca
Goodman
Managing Director
PO Box 4230
Carlsbad
California
92018
3102932235
becky@carlsbadmusicfestival.org
Arts Organization
No thank you
Capacity Building
Carlsbad Music Festival
PO Box 2430
Carlsbad
California
92018
Phone Number
Organization website URL:
What is your organization's mission
statement?
310-293-2235
https://www.carlsbadmusicfestival.org/
Carlsbad Music Festival is a 501 (c)(3)
organization that aims to engage and inspire
local, national, and international communities
of composers, performers, creators, and
concert-goers through world-class
performances of adventurous music.
CMF is committed to premiering new works,
programming fresh and compelling music, and
providing professional opportunities for
established and emerging performers.
Founded in 2004 by composer Matt McBane,
CMF strives to enhance Carlsbad, California
as a cultural center, engaging diverse
audiences and providing wide accessibility by
integrating events within community spaces.
Is this your organization's first time applying No
with the City of Garlsbad?
Has your organization received funding from Yes
the City of Garlsbad's Community Arts Grants
program in the past?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Garlsbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
Capacity Building -Managing Director
Carlsbad Music Festival is embarking on new,
year-round programming starting in January
2019. With this new endeavor, the
organization will need additional time and
oversight by the managing director who is
currently part-time for eight months of the
year. Additional funding will allow the
managing director to put in additional hours
and dedicate more time to developing earned
income sources.
01/01/2019
12/01/2019
5000
What makes the Capacity Building -Managing
Director project distinctive?
What special circumstances, challenges, or
changes have caused your organization to
focus on management and/or organizational
issues at this time?
The growth and success of Carlsbad Music
Festival has begun to distinguish Carlsbad as
an arts destination. CMF is already renowned
within diverse music scenes, particularly the
contemporary classical music world. By
expanding its staff resources, CMF will be able
to reach a wider audience with more frequent
programming in a range of formats appealing
to even more diverse audiences.
CMF is expanding its programming to include
two new concert series: the spring Chapel
Concerts, and the Lawn Concerts series in
May and June. These are in addition to CM F's
flagship summer festival. Additional time will
be required from staff to oversee the planning
and operations of these new programs.
In addition, as CMF strives to reduce fees on
concerts and aims at a goal of making all of its
concerts free admission, additional funding for
the managing director will have even greater
impact as it allows her to search for partners,
sponsors, and funders to underwrite these
exciting new projects.
With expanded hours, the managing director
will be able to create and maintain important
relationships with local businesses,
associations, organizations, artists, board
members, donors, and music fans. It will also
ensure retention of a qualified managing
director over the years, ensuring the continued
stability of the organization.
High turnover in the managing director's role
has contributed to uncertainty of the
organization's future. Because of the part-
time/seasonal nature of the role in the early
years of the organization, CMF had difficulty
recruiting and retaining qualified candidates.
The current managing and artistic directors are
working, with the support of the Board of
Directors, toward building stability in this role
so that Carlsbad Music Festival becomes a
household name in the city and region.
How will this project improve your
organization's capacity to meet its goals and
advance its mission?
What is the overall timeline for the project you
are proposing, including and beyond the grant
period?
List any capacity-building projects you have
undertaken in the past three years, the dates
of those projects, and very briefly describe the
outcomes. (OPTIONAL)
With increased staff resources, CMF will be
able to provide more services and reach more
community members by both expanding its
annual summer festival and by developing a
greater year-round presence in the community
through additional concert series.
Due to prior commitments on the part of the
managing director, work will remain half-time
through April 2019, increasing to full-time
during festival planning and post-festival work
during June though August 2019. Rather than
returning to half-time, the managing director's
hours will then decrease to 3/4-time
September through December.
In the course of the grant period, we hope to
secure the additional funds necessary to
underwrite year-round, full-time compensation
for the managing director so that we will have
full-time support in this position beyond the
grant period.
Last year's capacity building grant from the
City of Carlsbad ($2,000) went toward
supporting a year-round managing director,
rather than just a seasonal position. This was
also subsidized in a great part by a private
foundation.
In the 2017-18 fiscal year, CMF also received
a capacity building grant from California Arts
Council to develop a strategic plan ($5000).
With these funds, CMF was able to receive
consulting services from Netzel Grigsby, who
reviewed the fund raising and organizational
structure of the organization, including
interviews, materials review, and a strategic
planning meeting with key constituents. These
efforts led CMF to hire a new managing
director with an eye on financial responsibility,
a commitment to year-round programming,
and a goal of creating and implementing a
clear fund raising campaign for individual
donors.
Will this Capacity Building grant fund any
personnel, whether they be staff or
consultants?
Please upload a bio, resume or similar
information on any and all personnel whose
posltion(s) will be funded through a Capacity
Building grant.
Please upload a quote or agreement with any
vendors utilized as part of your Capacity
Building grant application. Only required if
vendors are included in project to be funded.
Upload your organization's most recently filed
IRS form 990EZ or 990, Part I -XII, and
Schedule A
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF format.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Yes
RPGoodman_Resume_ -_MD_ CMF. pdf ( 128k)
CAG_2019_Project_Budget_Form_ -_CMF .xlsx
(16k)
CMF _2017 _990EZ.pdf (2868k)
CMF _Board_Members.pdf (176k)
Rebeccca
Goodman
Managing Director
310-293-2235
becky@carlsbadmusicfestival.org
2018-11-05 13:44:34
2018-11-05 11 :23:58
2018-11-05 13:44:34
136.36.118. 77
Chrome
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Applicant: Carlsbad Music Festival
PR OJECT INCOME
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Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
$
$11,000
$21,800
$8,500
$13,000
$54,300
$
$37,500
$36,500
$30,000
$5,000
$109,000
INCOME TOTALSI $163,300
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes $ Notes
$8,000 in VIP & Reserved Seating ticket sales for the festival
and $3,000 for our Chapel Concert Series (3 concerts).
$15,000 festival concessions, $4,500 from 3 free lawn concerts,
$300 from Chapel Series. $2,000 in merchandise
$6,500 for festival,$2,000 for Chapel Series
$10,000 in corporate sponsorship, $3,000 in vendor space fees
Subtotal Earned Income $0
Notes $ Notes
~ounaar1on grams mat nave oeen or w111 oe app11ea ror :,anm
Family, Aaron Copland, Betty Scalice, Ditson Fund, MAP Fund,
p:,,~or l=n n,bt;nn ""'cc D-ailrn:irl
New campaigns planned in support of our new year-round
programming initiative.
Will apply for grants from San Diego County, Carlsbad BID, and
California Arts Council.
We are currently budgeted to break even at the end of each
year.
Amount requested through Community Arts Grants 2019 Amount received through Community Arts Grants 2019
Subtotal Unearned Income $0
$0
Applicant : Carlsbad M usic Festival COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS - FINAL REPORT
p ROJECT EXPENSES Cash Notes Cash Notes
Project Staff {non-artist) $81,550 Includes year-round administrative staff and
seasonal/temporary staff for events.
Project Artist{s) or Arts $27,500 Artist fees for festival and 3 chapel concerts and 3 lawn
lnstructor{s) concerts
Educational Materials/Printing $2,700 Program booklet for festival and chapel concerts
Costumes/Props $4,500 SOUND technician services (rentals are in-kind)
Sets $2,000 for stage equipment, production needs, and event needs
Supplies $1,940 office expenses
Licensing/Royalties $2,400 Estimated fees for ASCAP and BMI music rights and licensing;
Business License; Liquor Licenses
Rentals (space and/or other) $6,030 includes city permit fees and space rental for fest ival, porta-
potties, waste management
Transportation $280 renting trucks for moving equipment
Food & Beverage $2,350 $100 for volunteer meals, $2,250 for concessions
Marketing/Promotion/ $12,500 Advertising, printing, merchandise, signage Publicity
Fiscal Agency Fee $2,200 bank fees, PayPal fees, Square fees, interest, ticketing fees
Other $6,700 Taxes; Insurance
Other $6,450 Business Development/Fundraising
Other $4,200 liabilities and debt
EXPENSES TOTALSI $163,300 $0
Applicant: Carlsbad Music Festival COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
Office Space $12,000 St. Michael's Church donates our office space
I:,t. Michaels Lnurch waives a11 rental rees ror use or rac111t1es
Facility Use $25,000 greatly reducing our cost and need for public park and
,~r~ h~II.
Operational Support $5,000 St. Michaels makes available support staff on an ongoing basis.
Sound Equipment $10,000 Sound Pro Co. donates use of sound equipment rental.
Estimated need for 2019
Food/Drink Donation $4,000 For special events and for concessions. Estimated need for
2019.
IN-KIND TOTALS! $56,000
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may diffe
Round all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
ACTUALS -FINAL REPORT
Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
COMMUNITY ARTS GRANTS GUIDELINES -2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new & emerging arts programs and organizations in Carlsbad; and
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2019 OVERVIEW
Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2019 calendar year, Jan. 1 -Dec. 31, 2019
• All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects including partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization
must be the applying party
GU IDELI NES APPENDICES
• Appendix 1 -Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards
Page 1 of 8
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups -$30,000 total maximum in awards
o Arts in Schools -$2,500 maximum award
• Special Opportunities -$5,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fisca l
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of non profit'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
A RTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies
workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
Page 2 of 8
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $2,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the sa me school
• To be eligible for funding:
o In-school projects funded through the Community Arts Grants may not be led by a permanent hourly or salaried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed within that that or any district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
• Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in
SPECIAL OPPORTUNITIES
• Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular
Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2019
• Requests will be accepted on a rolling basis, with a minimum of 40 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Gra nts will be available in November, 2018. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROG RAM SCHEDULE
Sept. 17. 2018
Sept. 18
By Sept. 24
Oct.1
Oct. 15
Nov. 5
Week of Nov. 26
Dec. 10-15
January 2019
Jan. -Dec. 2019
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Applicat ion posted and available at www.carlsbadca.gov/arts
Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application review submission deadline. Al l review feedback will be completed by Oct. 24
Applications for the 2019 cycle must be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives
<50% of requested amount will be required to complete a Revised Project Form
First payments of awards are disbursed, projects commence
All grantees must complete a Final Report within 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFORMATION SESSIONS, WORKSHOPS AND APPLICATION RE VIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
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• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov
• Application Review - applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. Al l feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or ot her project
details.
PANEL REVIEW AND SCORING OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESSIONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up to three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not required to, include: Power Point, video, sound, photos and other
mult imedia augmentation Presentations can also include a demonstration or performance. Space will be
limited, and staff will assist in planning and coordination with representatives before and during panels
• If any presenters are under the age of 18, an additional representative may accompany them during panel
o Answer questions by panel members regarding their presentation or application materials
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide additional information and insight to
organization and proposed project
• The dat e of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule
upon submission of application
• All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representat ive that is not present when the panel reviews their application forfeits their opportunity to be present, but will
not otherwise affect their application's review
• All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. Th e
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement, alignment with grant program
mission
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
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OTHER 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. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. Th e
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 Cultura l Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and
updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates
to all grantees as they are adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fundraisers, scholarships or similar requests at the discretion of t he Cultural Arts Office
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OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted on line. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
s. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
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APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
■ Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring pa nel for
clarification purposes
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APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad wi/1 NOT award grants to:
• Organizations receiving funding through City of Carlsbad Community Activity Grants
• Governmental agencies or public authorities
• Applicants that have a "delinquent" status with the Community Arts Grants Funding Programs
• Retroactive funding for completed activities
• Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or
consumption by a specific religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of' organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before t he start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality cost s
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate aca demic credit or formal study toward an academic
or professional degree
• Creation of textbooks
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