HomeMy WebLinkAboutCharity Wings; 2020-02-12;2020 GRANT AGREEMENT FOR Charity Wings Inc
This agreement, is made on the 12 ::,½.. day of __:~J!ll.~~~.,__ _ _, 20].Q_, by Charity Wings Inc
{ORGANIZATION}, hereinafter referred to as "Grantee," 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 2020 Community Arts Grants Program in an
amount not to exceed two thousand dollars ($2000) {"Grant.") The purpose of the Grant is to provide
funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Creativity Inspires
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 June 30, 2020. The term ofthis 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. In accordance with the Agreement Scope and the Community Arts Grants 2020 Guidelines, all
grant funds are eligible to be used January 1 through June 30, 2020. Any extension of fund use
must be requested in writing and approved in writing by City. Extension of Community Arts
Grants 2020 funds will render that organization ineligible to apply for or receive additional funds
as part of the subsequent Community Arts Grants 2020/21 cycle.
c. 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.
d. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts
Grants 2020 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,
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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. 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 2020 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. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts' communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city's established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event
or program.
Please initial box to opt-in to promotional opportunities ~
5. 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.
6. 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 2020 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, July 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.
2
7. 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.
8. 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.
9. 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.
10. 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 July 31, 2020.
11. 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.
3
12. 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:
Charity Wings Inc
Attn: Elena Etcheverry
837 Almond Road
San Marcos, CA 92078
Email: elena@charitywings.org
13. INDEMNIFICATION.
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad,CA 92011
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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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
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19. 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£{? :::=?
(1st signature here)
-e( IN'\..,, @ £ti\ (A. R .-61 v I ·v\r) .-Ol. ~
(Email address) )
I I. ;,.._ > !Jc• (Dae)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: akanwJ p;~
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
>l: t QJAT:ll>-!rr
BARBARA ENGLESON•
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached . .!i..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 Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
5
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 2020 Application
2. Optional, as needed -Community Arts Grants 2020 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2020 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2020 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2020
6
Community Arts Grants 2020 Application
Reference # 10360446
Status Complete
Login Usemame gbray
Login Email gisele@giseleb.com
First Name Elena
Last Name Etcheverry
Title Executive Director
Street Address 837 Almond Rd.
City San Marcos
State California
Zip Code 92078
Phone Number 6198503777
Email Address elena@charitywings.org
Are you applying as an: Arts Organization
As an Arts Organization, would you be Yes
interested in acting as a Fiscal Sponsor for
individual artists to apply for Mure 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 infonnation. We appreciate your
support of individual artists! (OPTIONAL)
For which funding category are you filling out
this application?
Would you like to participate in an application
review by Cultural Arts Staff?
Organization Name
street Address
City
Arts Projects
Yes
Charity Wings Inc
6862 Embarcadero Lane
Carlsbad
State
Zip Code
Phone Number
Organization website URL:
What is your organization's mission
statement?
Is this your organization's first time applying
with the City of Carlsbad?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Carlsbad's
Cultural Arts Grants
California
92011
7605913010
www.charitywings.org
We want to integrate learning with community.
To create a space where the arts come alive,
and create a touch point with artists at all
levels. We aspire to inspire creativity through
exploration of artistic mediums instructed by
resident artists.
Everything we do is for the purpose of bringing
people together who share a passion for the
arts. To create a wholesome space and
lifestyle that evolves by embracing and
growing with each persons personality,
perspective, and talents.
Yes
Creativity Inspires
Charity Wings has partnered with Gisele B
STUDIOS to hold weekly workshops at their
STUDIO located at 6862 Embarcadero Ln
Carlsbad CA 92011. Elena and Gisele are
both skilled in marketing and relationship
building and are responsible for filling these
workshops. A gallery exhibit adorns the walls
creating an inspiring environment for people to
explore their creativity. Over 26 weeks 4-6
non-profits will schedule one workshop a
week. Projects will be designed by Giselle.
Qualified resident artists who have a passion
for community will be instructing the workshop.
Tools and materials average $15 per person.
01/01/2020
06/30/2020
7133
Total Number of Expected Participants for
Project
Total Number of Expected Audience
Attendance for Project
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
What makes the project distinctive?
150
150
Charity Wings recently hosted weekly
creativity sessions for Easter Seals, Teri Inc,
United Cerebral Palsy, Community Interface
Services, Boys and Girls Club of San Marcos
and Oceanside and other organizations at our
studio in San Marcos. Charity Wings
volunteers hosted classes with great success .
These workshops filled a need for many
organizations struggling to find meaningful
interactive activities geared to the special
needs and abilities of their specific clients and
demographic. Charity Wings served these
communities until, due to personal reasons,
we decided to close the studio. We have
relocated to Carlsbad and are partnering with
Gisele B Studios to provide similar services to
local nonprofits in this area. We are an
established nonprofit organization and are
looking forward to being a part of and serving
the Carlsbad and surrounding communities.
All artists have a story. Most of them begin
with sorrow. And hearts are more open to
exploring creativity when they feel vulnerable.
Gisele B STUDIOS has created a healthy
environment filled with tools to work with a
wide variety of mediums. The resident artists
are passionate about their medium and
instruction through the workshops.
Drawing, concrete, wood, acrylic, etc. students
will be given the opportunity to explore. What
inspires an artist to enjoy a specific medium is
unknown but we do know that at some point in
time they were exposed to it.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
Who is your target population and why? How
will you reach them?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Please upload resumes and/or information of
involved teaching artists, artists or any other
individuals participating in your project. Only
one PDF document will be accepted -please
consolidate all information.
The goal is to fund more workshops than one
a week. It is known that the community at
large has needs. People are suffering and
need both art and a socially safe environment.
These workshops do not end at one because
this is a large group of people presenting a
wide variety of mediums which is quite
limitless.
Because the STUDIO is available 9am-9pm 7
days a week and are offering to host one non-
profit workshop each day. That community
reach could make a huge impact! Funding of
any kind for these workshops mean people will
be talking and the photos and videos taken
during the workshops seen on social media.
By funding this project 168 people each week
could be given the opportunity to lean on arts
for support in their time of need.
For example, there is much research today
pointing to the elderly and their need to use
the hands to improve motor skills and facilitate
brain activity. Zentangle is one of the Gisele B
STUDIOS workshops which is a proven art
created by an artist in the US to stimulate
brain wave activity in the elderly. Through the
artists guilds in San Diego and web research it
is easy to connect with skilled artists in
important but unknown arts.
Organizations are looking for these
workshops. It is simple to introduce and
schedule a workshop within a week. The
target population crosses every age and
demographic.
No
resume. pages ( 185k)
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more infonnation on your project.
(OPTIONAL, but recommended.)
Please upload your completed Project Budget
fonn.
Please upload your IRS Letter of
Detennination.
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
https://giseleb.com/pages/workshops
currently offered workshops at Gisele B
STUDIOS
https://giseleb.com/products/grand-opening-
crowd-paint image of crowd paint and auction
CAG _2020 _Project_Budget_F orm. pdf ( 65k)
Sera pbook_Royalty _Determ ination_Letter _ eLB
R.PDF (62k)
Elena
Etcheverry
CEO/FOUNDER
6198503777
Elena@charitywings.org
2019-10-1513:31:34
2019-10-13 17:38:33
2019-10-14 08:48:38
24.25.220.139
Safari
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https://fs9.formsite.com/res/formLoginReturn
Applicant: Charity Wings
PR OJECT INCOME
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Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal
PROJECTED -APPLICATION
$ Notes
$0
$ Notes
$7,133 Amount requested through Community
Arts Grants 2019
$7,133
INCOME TOTALS! $7,133
COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -REVISED ACTUALS -FINAL REPORT
$ Notes $ Notes
$0 $0
$ Notes $ Notes
$ 2,000 Amount received through Community Amount received through Community
Arts Grants 2019 Arts Grants 2019
$2,000 $0
$2,000 $0
Applicant: Charity Wings
PR OJECT 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 & Beve rage
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALS
PROJECTED -APPLICATION
$ Notes
$650 25 per week
$975 37.5 oer week
$3168 estimate based on ave class attendance
and tools/materials
$1,690 65 per week
$650 to promote and inspire the next months
workshops
$7,133
COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -REVISED
$ Notes $
$0 I $0
ACTUALS -FINAL REPORT
Notes
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Applicant: Charity Wings COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION PROJECTED -REVISED
-KIND SUPPORT Value Notes Value Notes
$0
$0
$0
$0
$0
$0
$0
IN-KIND TOTALSl::::I ====$=0== $0
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
The application project budget must balance. Total income must equal total expenses. Final Report may differ.
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 2019 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
10580357
Complete
Charity Wings
Arts Program at Gisele B STUDIOS
Elena
Etcheverry
6198503777
elena@charitywings.org
The grant funds have been allocated to one
single non-profit group, the Boys & Girls Club.
The financial distribution of the grant will
support these non-profit workshops for a
period of 11 weeks.
CAG_2020_Charity_Wlngs_-
_Project_Budget_REVI SEO _Form_ copy .xlsx
(16k)
2020-01-04 11 :21 :05
2020-01-04 11: 11 :52
2020-01-04 11 :21 :05
99.11.19.217
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https://fs9.formsite.com/CarlsbadCulturalArtsO
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Applicant: Charity Wings
PR OJECT INCOME
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Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal
Privat e
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal
PROJECTED -APPLICATION
$ Notes
$0
$ Notes
$7,133 Amount requested through Community
Arts Grants 2019
$7,133
INCOME TOTALSI $7,133
COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATIO~
PROJECTED -REVISED ACTUALS -FINAL REPORT
$ Notes $ Notes
$0 $0
$ Notes $ Notes
$ 2,000 Amount received through Community Amount received through Community
Arts Grants 2019 Arts Grants 2019
$2,000 $0
$2,000 $0
Applicant: Charity Wings COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION PROJECTED -REVISED ACTUALS -FINAL REPORT
PR OJECT EXPENSES $ Notes $ Notes $ Notes
Project Staff (non-artist) $650 25 per week
0
Project Artist(s) or Arts $975
37.5 oerweek 418 38 / week lnstructor(s)
Educational
Materials/Printing 0
Costumes/Props 0
Sets 0
Supplies $3168 estimate based on ave class attendance 282 26 / week and tools/materials
Licensing/Royalties 0
$1,690 65 per week
Rentals (space and/or other) 715 65 I week
Transportation 0
Food & Beverage 0
Marketing/Promotion/ $650 to promote and inspire the next months
workshops 385 35 /week Publicity
Fiscal Agency Fee 200 18 / week
Other
Other
Other
-.
EXPENSES TOTALS $7,133 $2,000 I $0 I -
Applicant: Charity Wings COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION PROJECTED -REVISED
-KIND SUPPORT Value Notes Value Notes
$0
$0
$0
$0
$0
$0
$0
IN-KIND TOTALSII::: =$=0= $0
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
The application project budget must balance. Tot al income must equal total expenses. Fi nal Report may differ.
Round all budget figures to the nearest whole dollar.
Enter a 'O' 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, SO attendees, $5 each."
Pl ease insert your organization name in t he top right header.
-
COMMUNITY ARTS GRANTS GUIDELINES-2020
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 accessible 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 a.n important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Develop and support organizational strength and capacity of Carlsbad arts organizations;
• 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.
2020 OVERVIEW
Deadline for regular 2020 cycle grant applications is Monday, October 14, 2019 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $88,000 in total funding available for the 2020 cycle, including Special Opportunity grants
• The 2020 cycle will include programs within a 6-month shortened activity period, Jan. 1-June 30, 2020. This is a temporary
change from previous years; programs seeking funding after June 30, 2020 will participate in the next cycle, opening Spring
2020. Subsequent cycles will include twelve months for each funding cycle
• 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)
ELIG I Bl LITY
• Programs and activities supported must take place during the six-month shortened activity period, Jan. 1-June 30, 2020
• 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 include 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, we encourage the arts
organization to act as the applying party
GUI DE LI 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
Page 1 of9
Funding will be organized by the applicant's type of organization, then into ava ilable category or categories for that organization
type:
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$2,500 maximum award
• Special Opportunities -$3,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding available for programs taking place between Jan. 1-June 30, 2020.
More information and guidelines on Special Opportunities grants will be available in Nov., 2019.
o Organizations who apply for the main cycle are eligible for Special Opportunities, however any specific project part
of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities:
ARTS O RGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects categories
• No organizations may submit multiple applications in any one category per funding cycle
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact or supports the execution of nonprofit's mission
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 (but are not limited to):
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as (but not limited to) 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, educational institution or organization must include a letter of agreement from
partnering entity
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
Page 2 of 9
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2019
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $2,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the same school site
• To be eligible for funding:
o In-school projects funded through the Community Arts Grants may not involve 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 the applying or any district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
• Schools are encouraged, w henever 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 2020 cycle has passed within the funding period of Jan. 1-June 30, 2020. Any project part of a
successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities
• More information about Special Opportunity Grants will be available after the conclusion of the main grant cycle. Pl ease
contact staff with any specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Aug.19,2019
Sept. 4
Sept. 9
Sept. 13
Sept. 16
Oct. 14
Week of Nov. 11
Dec.S
Week of Dec. 9
January 2020
Application posted and available at www.carlsbadca.gov/artsgrants
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Dates available to schedule one-on-one sessions with grant program staff through Oct. 9
Application review submission deadline. All review feedback will be completed by Sept. 27
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Deadline: applications for the CAG 2020 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. The panel will create a funding plan for review and final approval by the Carlsbad Arts
Commission
All applications have the opportunity to participate in the panels by being present for short question &
answer session during panel week. More information on this opportunity will be sent to organizations
with eligible, completed and submitted applications
Funding plan presented to Arts Commission for review and approval
Notification and awardee agreements packets 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 upon execution of agreements, projects commence
Page 3 of 9
Jan. -June 2020 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 REVIEW
To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our
applicants in the 2020 cycle. These offerings are highly recommended for both new and returning applicants.
• Information Sessions -general overview of the grant process, application and procedures
• One-on-One Sessions -New for 2020, we are offering the opportunity to schedule 30-minute sessions with grant program
staff to help answer questions about the process, the application or other topics. Any applicant participating in the one-on-
one sessions are required to have attended at least one informat ion session for the current grant cycle. Registration for
one-on-one sessions will be available at www.carlsbadca.gov/artsgrants
• Application Review -applications submitted by Sept. 13 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before sept. 27 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW AND SCORING OF APPLI CATIONS
GRANTEE Q&A DURING PANEL SESSIONS
• Applicants in all categories are able to provide up to two (2) representatives on their behalf to 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
• Question and answer sessions are not scored and are included as an opportunity to provide additional information and
insight to organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 11. 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 schedu le. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will
not otherwise affect their application's review
• All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
• Applicants/presenters will not be able to hand any materials to panelists at time of presentation. All information must be
included in your application, and no new physical materials may be introduced after submission of application.
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 10 points, with a maximum score of 30. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o Reinforce accessible artistic and cultural opportunities and experiences for our residents
o Provide arts education and lifelong learning opportunities for all ages
• Community Impact
o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community
and students, as well as visitors and tourists throughout the world
Page 4 of 9
o 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
o Accessibility of program for participants and audience members, including coverage under the Americans with
Disab ilities Act and economic considerations
• Management Capability
o Support and develop organizational strength and capacity of Carlsbad arts organizations
o Encourage new & emerging arts programs and organizations in Carlsbad
OTHER REVIEW AND SCORING INFORMATION
• After the application deadline, program staff will review applications for completeness to deem eligibility for review by
panel
• As part of staff review for eligibility after application deadline, Cultural Arts Office staff will determine whether the financial
health and sustainability of the organization is considered eligible to be forwarded to the panel
• Any application forwarded to the panel will be reviewed within the co ntext of the project or program outlined in the
application only
• Incomplete applications, or applications with incorrect information, will be deemed ineligible not be referred to the review
& scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT
All approved applications will receive an agreement packet, which will include instructions and agreement language. All agreements
must be signed and submitted per instructions within 30 days of receipt. Failure to return signed agreement within this timeline may
affect the current cycle award, or future application eligibility. Please see appendix 4 for a sample Community Arts Grants 2020
agreement.
Any applicant that has received funds during a previous funding cycle will not receive their CAG 2020 agreement until the previous
agreement requirements are completed and approved by staff.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program for three (3) years. 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 docu mentation, like invoices, receipts, bank statements, etc.
• All applications that are awarded funding must provide required documents within 30 days of receipt or notification. This
includes, but is not limited to, agreements, revised project forms, final reports and financial accounting.
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 origi nal 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:
Page 5 of9
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff with
notification to the applicant
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in t he
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 t he 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 t he 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 the Cultural Arts Office
• Review appendix 3 for a list of projects and programs ineligible for funding
Page 6 of 9
. ' '
OTHER INFORMATION
CARLSBAD ARTS COMMISSION M EETIN GS:
• Arts Commission meetings are public, held throughout the yea r and provide opportunities for resident 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 su bmitted online. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/artsgrants.
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
ASSISTANCE
Cu ltural Arts Office staff are always available to assist applicants. Please contact Megan Gi lby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
Page 7 of 9
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
I • .,
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 Carlsba d's Community Activity Grants t hrough 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 an d 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 incl ude
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Page 8 of 9
. , .
APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad will NOT award grants to:
• Organizations receiving funding through City of Carlsbad Community Activity Grants
• Governmental agencies or public authorities
• Applicants that have a "delinquent" status with the Community Arts Grants Funding Programs
• Retroactive funding for completed activities
• Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or
consumption by a specific religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit t he sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of" organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
Page 9 of 9
Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED· APPLICATION ACTUALS -FINAL REPORT
PROJECT INCOME $ Notes $ Notes
Admissions
QI J-------------+----+-------------------f----+---,:.-...:....---,...i::.........,::.-..,..,...-------~ 5 Gifts/Merchandise/
~ Concessions
-0 ~ Advertising ....
G3 J-------------+----+-------------------f----+-.,,_---'"-,--------------~
Other
Subtotal Earned Income $0
$ Notes
Private
Individual
Q)
E Public Support 0 ~1------------1-----1---------=---=---....:..-~---1------1---------------------1
al Applicant Cash
E1------------1-----1-------=;...._----':......--~___,;;:..,.... ____ --1, ___ --1---------------------1 .,,
Q)
c CAG Request Amount :::> Amount received t hrough Community Arts Grants 2019
Other
Other
Subtotal Unearned Income $0
$0
Applicant: ~
COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION ·:
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist)
Project Artist(s) or Arts
I" / lnstructor(s) ~
Educational Materials/Printing I\.""' ./
~
Costumes/Props ' I ,\ ,> Sets f'(
Supplies "~ ), -
Licensing/Royalt ies ( r"..""' -(
Rentals (space and/or other) ~~ "-'> V
Transportation \( "'~ ' " V
Food & Beverage ~
Marketing/Promotion/ ·'tl A' Publicity
Fiscal Agency Fee ~ ,..-,2) "' I I J \. ,,I
Other ( ( /
Other ~ / ' I✓ _.
Other < /
-
EXPENSES TOTALS! $0 $0
Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
IN-KIND SUPPORT Value Notes
IN-KIND TOTALSI $0 $0
Budget Instructions:
The application project budget must balance. Total income m st equal total expenses. Final Report may<
Round all budget figures to the nearest whole dollar.
Enter a 'O' in any cells that you don't have an amount to add.
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each."
Please insert your organization name in t C top right ea er.
.. .