HomeMy WebLinkAboutJefferson PTA; 2018-03-14;GRANT AGREEMENT FOR Jefferson PTA
This agreement, is made on the~ day of ~ , 2ol1i_, by Jefferson PTA
(ORGANIZATION), an educational institution within the Carlsbad Unified School District, hereinafter
referred to as "Grantee," and the CITY OF CARLSBAD, a munlclpa,I corporation, hereinafter referred to
as "City" (the "Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to
Grantee during the 2018 Community Arts Grants Program in an amount not to exceed one thousand five
hundred dollars ($1,500) ("Grant.") The purpose of the Grant is to provide funds td Grantee for the
project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Jefferson Elementary Spring Band Concert
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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 tenns.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term',of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on.January 31, 2019. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition thahhe 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 accru.ed for services and/or supplie"s prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible j
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 im'plement 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 tenns 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,
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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 2018 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope an.d this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for lnspecti9n and/or audit by representatives of the City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities ,
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requ~sted
by the City, up to and Including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty {30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City the earlier of thirty {30) calendar days after the Agreement Scope end
date or, January 31, 2019, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be Ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within 60 days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and If
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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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
comme~cement, 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 actidns may res1,.1lt 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) cale~dar
days of receipt of the Agreem~nt.
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 Graotee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or tenninates the AgreementScope.
d. A Grantee falls to complete the Agreement Scope and/or fails to submit all required ,
reports and/or documentation before January 31, 2019.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither'it nor its agents shall
discriminate against any c;lients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial s~tus.
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: .
Jefferson PTA
Attn: Laurel Ferreira
3743 Jefferson Street
Carlsbad, CA 92008
Email: lferreira@carlsbadusd.net
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For City:
City of carlsbad
Library & Cultural Arts Director
1775 Dove Lane \ Carlsbad, CA 92011
12. INDEMNIFICATION. Grantee h':teby 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. I
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 th~ Grantee. ·
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of t~is Agreement are
declared to be severable. -17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice-of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
(Remainder of Page Intentionally Left Blank)
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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:~(~
(1st signature here)
Laure J &rreicg
(Print name/Title) <
}:G.rretm.~elU'lsb.clfkSd,vtQ_ t-AffiST:
(Email address)
I-15-/8'
(Date)
**By:~~ (}2nd ,signatureh
~ni-&2wn qga-/kl~f-•
J
(Print name/Title)
' 1Zal'V\ol'ct.@£a,r/5hdux/. rd-a , (Email address)
ro/9 /r,
(Date)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: ctieaJ},u,,V -P'to3lltl>
HEATHER PIZZUTO ,
Library & Cultural Arts Director
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be ,attached. If a
Corporation, Agreement must be signed by one corporate officer from each of the following nyo 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 offlcer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
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By: __.._/d~A~~.._______~_
Assistant City Attorney
z,{ Vi {ii
Date
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EXHIBIT ff A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be includedJn this section:
1. Required -Completed Community Arts Grants 2018 Application
2. Required -Community Arts Grants 2018 -Project Budget Information
3. Required -Community Arts Grants Guidelines 2018
(
Community Arts Grants 2018 APPLICATION
Jefferso.n PT A ...
Organization EIN: 95-6204311
••' .· .... -
street Address 3743 Jefferson street
. •,··.' -:.-' -
Carll3bad ..
··1· •• ,• ,.. ....... _;--,:····
State California
9200,8
Are you a first-time applicant? No
what is ypµroigai,liirtton's:m·1ss1oo statement?··. Jeffers~n ~,~rri~n~.IY sc11.ad edLJcates· ~ch
.. :.· ·: .. : .. ; . ·,: ·. · ... _: . : . :··. ·: . . : . ; } · . . . ~tUdl;:lnt to betjjrn~ ·cri.tl~I l!fe:-1ong ,l(;)arn.$.rs·;· .
. . . . ::,,-., .· . . . . . embracing liigh aciidemlc achievement aFJa .. ·-.. : .
. . ·· .. :,,'f<. / .. ". :;. ,. :·'.". < :, . . ... contrlb1.rtf8g}9_tbeJ9·~f_& gl61:>a1_· cornirfli'ntfy~: ."·i."'·_:
V • • < :' ~ • • • ' • • ,• ' • • J ' 0 < < ,• ,•" • • • • ' ~-• ', •
·. ,. -:.,:··· Thro,ugh;tlie(f~:prog'r~m. w~'iii/r:t0.re .. ~-rid·i~spl~ >
·. : . ·. m1.11tilirfguc,1I, r~pectful;·.global -c!tizens _tci IE;Jad ~md
create pos.itive, .change in the. 21st century,. . : ·
Have you receive funding from the City of
Car1sbad's Community Arts Grants In past years?
Item # 65:· :· .
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2015 -.. '
FlrstName
Last' Name : . · · ·· . .-. . . . ,_. '. . .· . ~•
Are you applying as an:
P~N ··.:.-. . ,u.,_,.., ~ ,• . . ·::·,. '
Project SUmmary
' ,, .... , .... .. · •::
,-, ... '•,··. Date \i : ..... : ,'.' . . . ·, 1"" .......... ...,.. ••• '
Funding Request from the City of Car1sbad's
Cultural Arts Grants
S ~'. ,•' C ' ' ' ' ' '. .'' • • ', totai.~~ '_. ... · .. , ... · ..
Yes
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... · ·_._.
1}00.:·
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Laurel
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Educational Institution or Affiliated Group
The Jefferso~ School Band has been a tradition
for almost 20 years and has helped so many of
our students who do not have the economic
opportunity to learn to read music, play an
instrument or be involved in a public
performance. Our mission to provide them with
those opportunities plus open the door to the love
of music and the gateway to joining the middle
and high school band programs in the hopes of
finding their niche within larger school systems
and possibly laying them on the path to college
programs that value the music arts.
•' ~ ... -, ·.. . -. . •, . . .
··. '. . ·.' ·.·
1500 J
4600 '.,•., ' J •
. .. :·.·-: ··.· •'
Total Number of Expected ParHclpants and/or
Audience Attendance for Project
.. ,:,
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What makes this project distinctive?
.. ..
' :
480
J_effe_rsdn il¢rp~~tciry i~ situated iri tt,e:ba/iio a~.d
is a title·! schopl)iAany pf qur studen_t$.d6-nbt ·:., ;-
haw;)_ the ~d~rce.s tq ·~njoy myslc l~sdn~ -pr· . .
have tJ:i:e ,exper:i¢~&r 6f wofkirig within-~ ·~rc;nJir fo · ·
rehearse for a ·performance .. ,Ou'r' school run if a ·• ..
' band :program 011 'dcmatidns· and fund raising?: · ..•
activities. ·For;:the: previous schoolyear;:We~.v-iere·
able to :provide 48 ·sk1de'nts with tne ·use· cif ~ .·: ·.. .
. dlstrlcf ln·strumeri:t arid).aboat 50 hlUsic',lesso'r'ls.: ' ..
Tile .band wa·s .then.able to pel"fdtm at Legolarid. ·
for the.Celeorate Carlsbad Day an·d c!(Sprir,fg' . ":-
eo·~cert a~)eff~rs,on for' fellow stude,ilts.',The ·.
Spring -Cor:i~.rt al!;l6 :has· an· ei:lu'catipnal _piece ·in
wti1ch t;l:le" younger students learn abouf tfie. . .
sound an.a·v~ri¢ty of Instruments withlil'a ~n?fas .
··. W!:lll.·as tbe··qpix,)rtuhity; to b!:l part ofthe'.band: .. :
. -p~1c;1m 1n}hffqture,:) ... :· __ ". . ... :. \ .. ·:-~:-.:: .· .. : i.·
The Jefferson School Band has about a 2o·year
history. Many of qur students who move on to
Valley middle school will be able to skip
beginning band courses and enter into the
intermediate level as sixth graders. This allows
them more time in the more advan~ music
classes ahd well prepared to join the high school
band. In fact, one of the senior band leaders this
year at Carlsbad High began his musical career
in the Jefferson band. In 2014, one of our
Jefferson flute players was bestowed the honor of
first chair in the San Diego Youth Symphony. The
band program allows the love and knowledge of
music to grow at a much earlier age and provides
them with the skills and confidence to perform
beyond our school.
We piari ~n J~~i~~ 1·r~jrumints t~ .app.rpxi_~:~-~e_ly ·.
50 studeJJ~ ar:id-pf"9Vldmg tllem with t.vo !~ns a week lr-i'whicrUhey.leam .to read,music-aria · ·.
-· • 'I-• , I
.. _:_i-\:/:<··: •'· .. .':-·::~y :-:_'.-,1 '_;. :
-. rehearse fdr;u,e Spring Concert hi Mr:rf Students
: will r999iye on_e'·hq[Jr of irfatnic,tiori:to:th~i_r,specifi_c
· . · Instrument a'\Veel< ana-there Will be·a·seccind·:· .
-:_: ~ .t~·/:: ",'.
··'•• •.• . ' ,, ·.;:, .. ,,.. •.··'' '. . .. ... . . . ... , :.J .. ·. ,•,•
HCNI wlll the project be evaluated to measure
outputs and/or outcomes?
l'io~r d_Uiir'ig_:~i:?D:'iVee~ in whlc;:~}1IIJj~nd\. :_/·:-.. · ... ·.::
i~str:ur:rier'lts: iA'.ill j~ratti¢e't99~ther.. In· or:d~r-:to ::·· ·-· ..... _ ·
prePB:~ fo(th~i(;p'ublic ·perfbrp'lan_ce in -~ay: .. · .-· , ·
Students in the band program will be able to read
music and learn the values of the specific
Instruments In which they use. In addition, they
will learn the etiquette of being performance
ready 'i3nd the dedication of practice in order to
develop one's musical abilities. They will then
present to the school and the community their
months of dedicated work in the Spring Concert
in May at Jefferson Elementary.
Who Is your target population? What geographic The band program Is offered to our fourth and
area will benefif from your program? fifth grade students as an after school program.
\
The program is open to all students and it is our
hope that as many students as possible take
advantage of this onslte program. Having the
program onsite a)lows our low-socio economic
parents, many who are working several jobs, the
opportunity for their student to have extended
learning and cultural experiences that they would
not be able to provide especially due to
transportation and economic issues.
Are · .. -.. ~·:-.. with_·: .· : ... tiatkir .... ·.. ves·. :· ··:·:. -<.>~·_::::::·:_:::.:.-·, -.·:~·:>
l~llalsihat~-~~~or~ ··-: · ... ····,F: ~;t~::?\~~:~:tti~~/?.-: ·:_·: . ·.:· ::_:··~--/}:\ii~\~{:ii ::= -;;::; ~:; / ::/).~c\,)\(:\;Li: /
Provide names and brlel' desa'lptlon of roles for Steve Ebner provides the lessons, band
any partners In this proJect. This would Include Instruction, and conducts the Spring Concert in
any organizations, artists or lndlvlduals Involved May. Mr. Ebner has been collaborating with
In your project that are not employed or afflllated Jefferson Elementary for almost 20 years and
with the applying organization. continuously supports the program thorough his
musical knowledge and expertise. Mr. Ebner is
also Involved in many outside, professional
performances such as musicals and .his own Jazz
band. He has performed many times In the
Carlsbad Music Festival.
First~/':_;.,':·: -•. :· ....
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LestName Ferreira
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Applicant : J e{f-e r s 0V1. Pl'J4
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OJECT INCOME Cash
Admissions $0
Gifts/Merchandise/
Concessions
Advertising $25
Other
Subtotal Earned Income $25
Cash
Private
Individual
Public Support
Applicant Cash
CAG Request Amount .__ $1,500
Other $650
Other $2,425
Subtotal Unearned Income $4,575
INCOME TOTALSI $4,600
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
Subtotal Earned Income $0
Notes Cash Notes
Subtotal Unearned Income $0
$0
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Applicant: ~-e~-e fSO V\ PTA COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff {non-artist)
Project Artist{s) or Arts $3,800 lnstructor{s)
Educational Materials/Printing
Costumes/Props $100
Sets
Supplies $25
Licensing/Royalties
Rentals (space and/or other) $650
Transportation
Food & Beverage
Marketing/Promotion/ $25 Publicity
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALSI $4,600 $0
Applicant: ~-c-fPe V"'SC~'l PTA-COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value
IN-KIND TOTALSl=I ==$=0====1
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a 'O' in any cells that you don't have an amount to add.
Notes
,.
ACTUALS -FINAL REPORT
Value Notes
~
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each."
Please insert your organization name in the top right header.
COMMUNITY ARTS GRANTS GUIDELINES 2018
v'!ELCO r-,1 F.
The Crty:of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate a1n enriched environment of artls~c, creative and
cultural activity.In the Oty of Carlsbad and the Northern San Diego County region. As a component of many services ~nd actrvities,
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
1 within Carlsbad. Our purpose Is to: '
I
• Reinforce.the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support·Jocal and regional arts and cultural organizations as an Important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new arts programs and organizations in Carlsbad; ,
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2.0.1 S UVEIWll:W
Deadline for regular 2018 cycle grant appllcatlons Is Monday, Oct. 30, 2017 at 4 p.m. i
Applications will only be accepted online at www:carlsbadca.gov/arts
• $80,000 in funding available 1
• All funds will be disbursed in a first payn:lent of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (du.e 30 days after completion of project)
ELIGIBII..I rv
• Programs and activities supported must take place in the 2018 calendar year, Jan. 1-Dec. 31, 2018
• All funded actrvities must.take place within the Oty of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities ·
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• . When partnering, only one application may be submitted for that particular project involving both parties l
• For Arts In Schools, projects may not includ_e partnership with Arts Organizations. If a school would like to partner with an
arts organization for a project, the organization must be the applying party.
• Frequently Asked Questions are Included as Appendix 1.
r-U I\J LI lf··J G C A I r G O 8.1 E ~.
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, lndudlng Fiscal Agents of Individual Artists
o Capacity Building -$5,000 maximum award
o Arts Projects -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available In November, 2017)
o Special Opportunities -$500 maximum award
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• · Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR
Arts Education. Possible application combinations include:
o Arts Projects an,d Capacity Building
o Arts Education and _Capacity Building
o Only one application In eittjer Arts Projects, Arts E<;lucatlon or Capacity Building
• No organizations may submit multiple applications In any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal
agent
• Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the appllcant, If any
• An organization who acts i3S a fiscal agent Is still eligible to apply for a Community Arts Grants for its own programs
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
. ARTS ORGANIZATIONS -CAPACITY BUILDING
•
•
•
•
•
Capacity Buildlng grants have a maximum award of $5,000 \..,
Capacity Building grants are designed to help an arts organization with actions that improve effectiveness In tenns of . I
organizational and/or financial stability, strengthens community Impact, or supports the execution of non profit's missions
more effectively · : ·
Capacity Building grants wlll only be awarded to organizations residing In Carlsbad
These·grants cannot be utlllzed for public performances, exhibitions, workshops, residencies, lectures or other programs
that wo·uld 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 Utlllzlng support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants hav\=! a maximum award of $10,000
• · Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, w6rkshops or
lectures that provide arts opp9rtunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for'specfflc project
support
• · Any partnership with an individual or-organization must Include a letter of agreement from partnering entity
ARTS ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS
• Arts In Education grants have a maximum award of $5,000
• Arts in Education programs Include a teaching artist from an arts organization leading a workshop or series of workshop or
projects In a school·within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies 6r performances
• Any partnership with an Individual or organization must include a letter of agreement from partnering entity
• 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 SchO<j>ls grants have a maximum award of $1,500 , .
· • There is no limit to requests by school or district, though consideration will be given to p'rojects of the same ;dlsdpllne from
the same school
• To be ellglble for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the
Community Arts Grants must not be a permanent hourly or salaried employee In the school district in which they
will be leading activities to be funded by the Cultural Arts Office
o Out-of-school programs may utilize teaching artists that may also be employed In the district
. • Any partnership with an lndMdual or organization must include a letter of agreement from partnering entity
• Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the
regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018
• Requests will be accepted on a rolling bases, with a minimum of 30 days hut recommended at least 60 days before the
program or project is to begin '
• Special Opportunity grants may not be used for any project currently utillz1ng funds from the City of Ca~lsbad, including
other Community Arts Grants . I • More Information about Special Opportunity Grants will be avallable In November, 2017. Please contact staff with any
specific questions regarding Special Opportunities grants
/\ P P L I C ;\ M i' I f'.J ~ CJ k [·.;J /.\TI O M
Oct. 30, 2017
November, 2017
Applications for the 2018 cycle are due to be submitted electronically by 4 p.m. . :
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals; as well as members of the Carlsbad Arts Commission review.1The panel 1~111 create a
funding plan for review and final approval by the Carlsbad Arts Commission ·
'
December, 2017 Notlflcation and awardee agreements emails will be sent to all applicants. Any applicant tliat receives 75%
or less of requested amount will be required to complete a _Revised Project Form
January, 2018 . First piJyments of 80% of awards are disbursed
All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 2(;)% of award.
Excessively late submission of a final report may result In a reduction In the final payment
GRANTEE PARTICIPATION IN REVIEW AND SCORING
• Appllcants in all categories except Capacity Building have the abillty to provide one representative on their behalf to:
•
•
o Be present during panel review and scoring of their organization's application
• Panellsts are not able to provide any further information or communication during the pa~el's discussion,
outside of questions relating to· clarlflcatlon If requested by the panel :
o Provide a three-minute presentation to the scoring panel
• Presentations can, but are not required to Include Power Point, video, sound, photos and other
multimedia augmentation
' • Only one representative from each applying organization may give presentation and be pr~ent for panel
While not required, it is strongly recommended that organizations take advantage of this opportunity to participate In their
appllcatlon's review process ) ,
\Presentations are not ·scored, and are Included strictly as ·an opportunity to provide additional information a~d insight to
organizatio~ and proposed project '
\
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups anp November 17
for Arts Organizations. All applicants will receive informatlon for schedule upon submission of application
• All applicants must be on site at least 45 minutes prior to schedul_ed time to allow for fluctuations In panel sthedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 1po. The
provided examples are for Information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o . effective service to Identifiable community, level of community involvement
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City ft cartsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibillty, diverse base of financial support from the conimunity . .
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund . I
raising
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with Incorrect Information, will not be referred to review & scoring 'panel
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accou'nts, 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 disdosure 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 statemen~, etc .
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project In printed, electronic and broadcast
promotlon _of the funded projects ,
• The following acknowledgement along with a logo (which will be provided, used In original dimen~ions) must appear on all
printed and electronic materials concerning the funded project:
"This program Is funded In part by the Oty of cartsbad'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 Councll
and the carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be inquded In the
Cultural Arts c(fflce's publications, as opportunities arise. This Includes providing high resolution photographs of
the actMtles 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 Mure requests
POLICIES
•
•
-,•
•
•
•
•
•
Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Sfaff
The City of Carlsbad reserves the right to limit the funding amoupt to any applicant, ~egardl~ss of eligibility ~r 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 aspJcts of this program and processes
· changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on chang¢s 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 C>_r
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 -i
No two entitles (organization or school/affiliated groups) may apply for funding for the same project
Funds may not be used for fundralsers, scholarships or similar requests
OTI-IF:R lr-JFOIUVlATIOf\l
CARLSBAD ARTS COMMISSIOf\l 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 f other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged '
1-10\N TO ;'.\PPI Y
All applications must be submitted on line. The application Is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your Information and other grant information, Is available at
www.carlsbadca.gov/arts. i
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. _A Sample Budget Itemization Is incl_uded as Appendix 2
6. Signature
ST.i\FF i\SSIST,'\i'!C.F
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailln~ megan.gllby@carlsbadca.gov
i\PPEl'JDIX 1 -CDrv1fv1LHJITY AK 1S (jRi\f'.JTS 1-AO.S ·
• Are there any organizations Ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity Is Ineligible to receive funding through the Community Arts Grants program. This Includes
schools and businesses.
• Is there an age limit for Individual artists?
o Yes. Any individual artist applying or receiving funds through-a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided? \
o All award amount decisions take Into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based o.n these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts In Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one slte'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 arid non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
. I
within the context of a larger festival
o Capital Improvements
• Capital lmpr~vements are defined a·s significant equipment or building/improving a venue; Capita!
Improvements have depreciaticm.
·• 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, I
practice rooms, etc.), Improvements that are affixed to the permanent building (shelving,
cabinets, storage racks) -1
• Examples of non-capital improvements: lnstru~ents, Instrument cas~, sheet mu~lc
• 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.
• WIU we be penalized If we do not participate in the review session for our applicatlon 7
o Presentations are not scored, and are included strictly as an opportunity to provide 'additional infor,matlon and
Insight to orga_nlzatlon and proposed project. No organization wiii 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 pres~ntation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification pu1rposes
Applicant:
PR
OJ
E 0 u C
"O
OJ C .....
C1l w
OJ
E 0 u C
"O OJ
C .....
C1l OJ C ::::,
OJECT INCOME
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
Cash
$1,500
$0
.$0
~~ ~-«:\: $Q X,"'
'< ·l:S:
$1,500
Cash
$0
$0
$2,000
$0
$1,500
$0
$0
$3,500
INCOME TOTALSI $5,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
"' ...... "' ·~ 3 performances x $5 ticket x 100 audience members
' ~t"
~ ,. w~·
' •. ~ ,.~~ ' mw £ ....... ·-;;:;-..
.-0\ -~ ~ t\-::~>
tllW ~~~ "'~ ~1l ~ .. . ~ ~ ..... ~ :<· A ,m .. ..:;~
,.-::,-@;'::'>'•,'>',.,if Subtota/Earnedlncome $0 %::.'-~'tf'
~" ~ ................... ""' .... .>~X'"'C'
Notes ~' -~.gp· AW. Cash Notes
·If!' ~-~~ ~~ *~ #~ .$. ~ ,--@; ~ ~ *~V..\v ~i~ ~~ ... --.4~~ _,, ................ ~ ",I •
~~ .... ~ ~~-~-~ ~~, ,/ -~~1: . ...&~~ ,•~c
~~..... :.:mp· W-"' I $1,000 San Diego County grant, $1,000 Tatge grant t-f ,:,, <· ~~----~'>;. ~-"l .~ .... ~ ~---~ ~; :~P, ~w ' ~-, ti~~ .. :. .
"?~ ,, ,·
ffi. ~ -~-~
~/ '
To provide funding for artist fees ~ A~ ~®
~ ~~ fjffe .... ,,,,X? @ 4~,;--~ ... ~ \.:
~ ~ , ,~-,;~ ~ -~ _.,...-:;·=··-l
Subtotal Unearned Income $0"" ,-.
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
p ROJECT EXPENSES Cash Notes Cash Notes
~ ~
Project St aff (non-artist) $1,250 . ~, 20% of total Art,sti Director cost
,$-,. ..... ~
Project Artist(s) or Arts . ~ ....
$3,000 -~""" "::::
lnstructor(s) $1000, fee x 1 groups x 3 performances
.:::, ..,:.~ ....
Educational Materials/Printing $500 -~
~, ... ~
Prag am_printing
_.{§.;~ ,#~~,,
Costumes/Props $~,'>;/ o.~" .f i' w,-1%'·--··· if" , ) =@"-'.~ .-J .. _.,,._'€-:-:-.~ i.:::-:s ·~"' -~~ .. -"?" ~~ Sets $0 ~¢~-~
.'+.:!:} ~ Ji··
!,,. ~'-1· .:s~ ~· --~ ..
Supplies $0 .@if ~*'' .-~ • JW .. ®l /fi; -"'~~-.. --. """' ~~~"st ..... ~ :m:~~----®P-
Lice nsing/Royalties $0 tr-~~ w ~~, ey:· I@· __ ,,, M~ .,-~¾ .»"'v ~~:,• .,4 r·-.--;,,· ,,
Rentals (space and/or other) $0 See in-kind &-.:.: ~ :~f=*' ..... ~ ,.-
'\;,,~ ,;$:·, ,c9: -;,·
,G ~-.... ~..,..~ .)ij
,/ J'*¼.4 &,.'-:>.'
$0 J~ .. , c;.-S.-.. Transportation ::? ,. $~..-.~ ~ ... . ......... ::::,.;:y" ,(,,. ~-:;.«'. *·ii"!•,• ,f ~..,., . .... -:. .:-I/"
Food & Beverage $SO Wat er and cookies for performers :,. :$._ .... ~ .. -:-~~v .,..., .. ~~ .-;;-,
Marketing/Promotion/ ~»i .
Publicity $200 Fliers, posters, bookmarks ~ ~ 1w· A:~ y' .&::§ ' -~w '~ .
Fiscal Agency Fee $0 ~ ~ :::: ... .
§: .; .. ~~ ,~ ·y> ~, .. \ ,);•' §.'-~ ·'.*'
Other $0 @,
~~< ¼ Ot her $0 --~ ~»
,
Other $0
EXPENSES TOTALSI $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
-KIND Value Notes Value
Space Rental $500 Doanted-1i~II ~~e'trom high school
.:: ~. ~~
~ ~ ~-
~ ~:,. ~ ~ ~::::: .--~ii>• ~~~ . ' ~· (.f$ffe.·'-' if l ~~ *~"$ ~· ~ --"-~~ ...... .-:::~::-.
.< ~?--..-.-'-~ *~--; £)\f}f w ~ t?P .-.(%@
" . ' -<-'' ' .}' }-Xt ~-. ,_,. :&"*' Jf/ ·£·, rt
.. ;l~i~' ''" ,~'-~· '--... ,~ ~ -··~";;.-~ ~w·· ~,.,.~ ... -..,~ ~w:-t'l! ~'.~'®·" ~ &~ ..,, s.~"? 9" •• -:::~:'s;.'» ....... ~
~~~-, ..
~W' @·· . -~ -~' p·, w
IN-KIND TOTALS 1====$=5=00=
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
.. ~:-.·l ··:-.
I, ·.:=~o j ~
:-:,., ,y -~ :4· :.· -:::.t."::::
.-iJt $~ w,· -~
4ffe i@ ,~ < ,( ~
Notes
Enter a 'O' in any cells that you don't have an amount to ada. '< 'f:
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is ${;00, enter "4 shows, 50 attendees, $5 each." ' Please insert your organization name in the top right header. ,~~