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HomeMy WebLinkAboutLa Costa Meadows Elementary School PTO; 2018-02-09;GRANT AGREEMENT FOR La Costa Meadows Elementary School PTO This agreement, is made on the ~ day of -, 20~, by La Costa Meadows Elementary School PTO (ORGANIZATION), an educatio institution within the San Dieguito Union High School District, hereinafter referred to as "Grantee," a the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during the 2018 Community Arts Grants Program in an amount not to exceed one thousand, five hundred dollars ($1,500) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: "Viz"ual Art at La Costa Meadows Elementary School The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. c. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit A. 3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied: a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant funds to only cover expenditures for programs and services incurred during the Agreement Scope dates and under the terms and conditions of this Grant Agreement. b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the Grantee's main address is within Carlsbad city limits. c. Grantee shall complete all work in accordance with Agreement Scope, d. As reasonably soon as possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of events or proposed changes that could affect the Agreement Scope. e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for the preparation of reports required by this Agreement. 1 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 2018 Community Arts Grants Guidelines, attached hereto as Exhibit A. h. Grantee shall provide full and timely information to the City to update staff on programs, and include naming the City in any publications and/or social media, whether in digital or print format, as opportunities arise. i. Grantee shall retain all records and supporting documentation, including expenditure receipts, applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make all records and supporting documentation readily available, upon request, for inspection and/or audit by representatives of the City. 4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities and expenditures outlined in the Agreement Scope without prior notice and express approval by the City, upon demand by the City, Grantee agrees to return to the City the amount requested by the City, up to and including an amount equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred shall be eligible to be paid by Grant funds. 5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient ineligible to receive the full and final payment of the Grant award. a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification. b. Submit a Final Report including all required attachments by completing the designated form to the City the earlier of thirty (30) calendar days after the Agreement Scope end date or, January 31, 2019, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows: a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as applicable, and receipt of fully executed contract. b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and approval by City staff. c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City within 60 days of completion of the Agreement Scope or the Project end date, whichever is earliest. 7. PROJECT CANCELLATION. a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City with notice of cancellation, shall return all Grant funds to the City. 2 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. 8. PROJECT MODIFICATION OR TERMINATION. a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the Project, or prior to first disbursement of funds. After Project commencement, as outlined in the Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified or amended only by mutual agreement, in writing, of both the City and Grantee. 9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount allocated to the Grantee: a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar days of receipt of the Agreement. b. Activities associated with Grantee occur that do not align with activities described in the Agreement Scope, including, but not limited to, reduction in services, significant alteration of Agreement Scope elements, such as performers, artists or attendees, or significant changes in budget income, expenses or line item designations from Grantee's budget, included in the Agreement Scope. c. A Grantee withdraws or terminates the Agreement Scope. d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports and/or documentation before January 31, 2019. 10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 11. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: La Costa Meadows Elementary School PTO Attn: Lindsey Lupo 6889 El Fuerte Street Carlsbad, CA 92009 Email: lindseylupo@gmail.com 3 For City: City of Carlsbad Library & Cultural Arts Director 1775 Dove Lane Carlsbad, CA 92011 12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the provision of Grant proceeds. 13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners or involved in a joint venture. 14. MODIFICATIONS. This Agreement may not be modified or amended except by written document executed by a duly authorized representative of both the City and the Grantee. 15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court. 16. SEVERABILITV. In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall not affect other provisions of this Agreement, which can be given effect without the conflicting provision. To this end, the provisions of this Agreement are declared to be severable. 17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or against either Party by reason of the extent to which either Party participated in the drafting of this Agreement (Remainder of Page Intentionally Left Blank) 4 18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist. GRANTEE CITY OF CARLSBAD, a municipal corporation of the State of California *By: (1st signature here) !ft Pn-.i N t \.b;N ! 1 Rtl¥.,V j!_e-e._ (Print name/Title) By:~Vi~ HEATHER PIZZUTO Library & Cultural Arts Director ·1 /td.S'c,;,erlt.'-ITJ £Jib fl c,ma ,/. Lffr1'J A TT EST: ~ J (Email address) (Date) :j/J.Q~ BARBARA ENGLESON ~ **By: ___________ _ City Clerk (2nd signature here) (Print name/Title) (Email address) (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached . .!f..E Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, President, or Vice-President Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney 5 By:_~-~- Assistant City Attorney Date 6 EXHIBIT "A" SCOPE OF GRANT Itemized list of what Grantee will complete to satisfy grant funding. Items which may be included in this section: 1. Required -Completed Community Arts Grants 2018 Application 2. Required -Community Arts Grants 2018 -Project Budget Information 3. Required -Community Arts Grants Guidelines 2018 Community Arts Grants 2018 APPLICATION Organization Name La Costa Meadows Elementary School PTO Organization EIN: 37 73791 6105993 Organization website URL: https :/ /www.smusd.org/Page/2305 street Address 6889 El Fuerte Street City Carlsbad state California Zip Code 92009 Are you a first-time applicant? Yes What is your organization's mission statement? La Costa Meadows is a collaborative community working together to provide a safe and positive, academically enriched learning environment so that all students are actively engaged in the process of becoming life-long learners. At La Costa Meadows ... -Students demonstrate respect and responsibility while putting forth their best effort toward their educational learning experience. -Parents partner with the school to enhance their child's academic growth and strength of character. -Teachers and staff set and implement standards-based learning goals and monitor results in order to differentiate instruction to meet the individual needs of all learners. Have you receive funding from the City of Carlsbad's Community Arts Grants in past years? No First Name Lindsey Last Name Lupo Are you applying as an: Educational Institution or Affiliated Group Project Name "Viz"ual Art at La Costa Meadows Elementary School Project Summary Our project will bring local Carlsbad artist Gregg "Viz" Visintainer of Viz Art Ink (located in Carlsbad Village) to La Costa Meadows Elementary School. Viz specializes in hand- drawn images in pen and ink. He will be coming to our school to speak to all of the students (approximately 900 students) about being an artist -both as a career and as a hobby. He will also create a 24x36 inch original piece of art with our graduating 5th grade students. He will design a beach-associated image in the center and the students will sign their names in the surrounding area. Project Dates Date Project Start February 1, 2018 Project End June 6, 2018 Funding Request from the City of Carlsbad's 1500 Cultural Arts Grants \, / Total Project Expenses 1500 Total Number of Expected Participants and/or 875 Audience Attendance for Project Provide a brief organizational history and La Costa Meadows Elementary School is description of accomplishments in the previous approximately 30 years old and serves close to year. 900 students in grades K-5. In the 2016-17 academic year, the school hired a part-time art teacher. This art teacher works regularly with all grade levels, including our special needs classrooms (LCM has a distinct autism-spectrum program). In addition, the PTO employs a part-time music teacher and all grade levels attend music class every week. What makes this project distinctive? This project is distinctive because it incorporates a local Carlsbad artist with all the students of La Costa Meadows. Artist Gregg "Viz" Visintainer will speak to the students in regard to taking his hobby as a young student who loved to doodle and making it into his life's work. Our students are frequently exposed to art projects, but this is a unique experience that exposes them to a conversation about art as a career. In particular, "Viz" will create a focus piece that will integrate the 2018 graduating class of fifth graders. This piece will be a permanent art piece at the school and an integral part of our beautification process at LCM (we are '· undergoing major reconstruction). What are the outputs and/or outcomes of the Outputs: project? -Original piece of art co-created by a professional artist and our 5th grade students -Dedicated piece of our art installed in one of our new buildings (administration) -Incorporation of school name, logo, and student names on this piece of art -Presentation on "art as career" made to all students Outcomes: -Student appreciation of the artistic process -Student exposure to the possibilities of a career in art -Students will review an art medium that is of high interest to this age group (line art) -Students will hear about how passion and talent can come together in the career discernment process How will the project be evaluated to measure This project will be evaluated by engaging in outputs and/or outcomes? reflective processing exercises with the students. Our art teacher will have the students do the following: -Write thank you notes to Viz -Write a reflective piece on their "take-aways" from Viz's visit -Create a line art piece on their own, modeling their piece after his lessons and insight How will the project address community needs, Because Viz is a Carlsbad-based artist, we are including reaching underserved populations? thrilled at the prospect of having him speak to local students. His story is compelling - a doodler in school who never thought he could make a career out of art, he has become a prolific speaker on the power and possibilities of art. He is particularly passionate about speaking to children about his life's journey. The crux of the project involves the piece he'll create with our graduating 5th graders - a legacy that will be a permanent part of the history of our school. This is particularly meaningful because we are undergoing an extensive reconstruction and this piece will be very intentionally considered in this process. In particular, this piece will be in our high-traffic, common use area so that all students, parents, and visitors will be able to see it regularly. Who is your target population? What geographic Our target population is the students, families, area will benefit from your program? and staff at La Costa Meadows. Many of our staff members travel from outside Carlsbad, so this piece of art will have far-reaching implications. The school has a student population of approximately 900 students (K-5). The following are some key points of our demographics: -Over a quarter of the students are non-white -12% of the student body is socioeconomically disadvantaged -4.5% English Language Learners Additionally, the entire community surrounding La Costa Meadows will benefit as visitors are allowed entry into the administration building (this is a common use area). Are you partnering with any organizations or Yes individuals that are involved in your project but are not employed or affiliated with the applying organization? Provide names and brief description of roles for Gregg "Viz" Visintainer -artist and owner of Viz any partners in this project. This would include Art Ink in Carlsbad any organizations, artists or individuals involved in your project that are not employed or affiliated Viz will be presenting to our students and with the applying organization. creating a piece with them. In one PDF document, please upload all resumes of teaching artists, artists or any other individual Viz Art Resume.docx (40k} partners in your project. Please upload your completed Project Budget CAG 2018 Project Budget Form.LCM.xlsx (15k} form. Please upload your IRS Letter of Determination. LCM PTO 501 c3.Qdf (269k) Signature of authorized representative from ~-~ applying entity: First Name Lindsey Last Name Lupo Applicant: La Costa Meadows Elementary School PTO COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION p ROJECT INCOME QJ E 0 u C "O QJ C I.. ro UJ QJ E 0 u C "O QJ C I.. ro QJ C ::::> Admissions Gifts/M ercha nd ise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount -Other Other Subtotal Unearned Income Cash $0 $0 $0 $0 $0 Cash $0 $0 $0 $0 $1,500 $0 $0 $1,500 INCOME TOTALSI $1,500 PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes Subtotal Earned Income $0 Notes Cash Notes -To provide funding for artist's fees and supplies Subtotal Unearned Income $0 $0 Applicant: La Costa Meadows Elementary School PTO COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT p ROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $0 Project Artist(s) or Arts $1,000 Artist fee lnstructor(s) Educational Materials/Printing $0 Costumes/Props $0 Sets $0 Supplies $500 Materials for the 24x36" piece; framing Licensing/Royalties $0 Rentals (space and/or other) $0 Transportation $0 Food & Beverage $0 Marketing/Promotion/ $0 Publicity Fiscal Agency Fee $0 Other $0 Other $0 Other $0 EXPENSES TOTALSI $1,500 $0 Applicant: La Costa Meadows Elementary School PTO COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN PROJECTED -APPLICATION -KIND Value $0 $0 $0 $0 $0 $0 $0 $0 IN-KIND TOTALSI $0 I Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '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. I COMMUNITY ARTS GRANTS GUIDELINES -2018 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various projects through a competitive application and review process. The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our purpose is to: • Reinforce the artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Encourage new arts programs and organizations in Carlsbad; • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2018 OVERVIEW Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $80,000 in funding available • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELIGIBILITY • Programs and activities supported must take place in the 2018 calendar year, Jan. 1 -Dec. 31, 2018 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • When partnering, only one application may be submitted for that particular project involving both parties • For Arts In Schools, projects may not include partnership with Arts Organizations. If a school would like to partner with an arts organization for a project, the organization must be the applying party. • Frequently Asked Questions are included as Appendix 1. FUNDING CATEGORIES Funding will be organized by the applicant's type of organization, then into available category or categories for that organization type. Each category will have a maximum funding limit. • Arts Organizations, including Fiscal Agents of Individual Artists o Capacity Building -$5,000 maximum award o Arts Projects -$10,000 maximum award o Arts Education -$5,000 maximum award • Educational Institutions and Affiliated Groups o Arts in Schools -$1,500 maximum award • All organization types (Outside of regular grant cycle -more information will be available in November, 2017) o Special Opportunities -$500 maximum award ARTS ORGANIZATIONS • Arts Organizations are registered 50l{c)(3) nonprofit organizations • Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR Arts Education. Possible application combinations include: o Arts Projects and Capacity Building o Arts Education and Capacity Building o Only one application in either Arts Projects, Arts Education or Capacity Building • No organizations may submit multiple applications in any one category per funding cycle PROJECTS THROUGH FISCAL AGENT • Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal agent • Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017 ARTS ORGANIZATIONS -CAPACITY BUILDING • Capacity Building grants have a maximum award of $5,000 • Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit's missions more effectively • Capacity Building grants will only be awarded to organizations residing in Carlsbad • These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include: o Professional development for staff and board members o Opportunities for peer learning, networking or leadership development o Creating or re-examining organizational plans o Initiating collaboration with other nonprofits o Developing new sources for earned income o Utilizing support for high-impact projects ARTS ORGANIZATIONS -ARTS PROJECTS • Arts Projects grants have a maximum award of $10,000 • Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual or organization must include a letter of agreement from partnering entity ARTS ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS • Arts in Education grants have a maximum award of $5,000 • Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or projects in a school within Carlsbad city limits • These projects can include artist-in-residence programs and assemblies or performances • Any partnership with an individual or organization must include a letter of agreement from partnering entity EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS • Arts In Schools grants have a maximum award of $1,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school • To be eligible for funding: o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they will b,e leading activities to be funded by the Cultural Arts Office o Out-of-school programs may utilize teaching artists that may also be employed in the district • Any partnership with an individual or organization must include a letter of agreement from partnering entity SPECIAL OPPORTUNITIES • Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018 • Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended at least 60 days before the program or project is to begin • Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including other Community Arts Grants • More information about Special Opportunity Grants will be available in November, 2017. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROGRAM SCHEDULE Oct. 30, 2017 November, 2017 Applications for the 2018 cycle are due to be submitted electronically by 4 p.m. Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission December, 2017 January, 2018 Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75% or less of requested amount will be required to complete a Revised Project Form First payments of 80% of awards are disbursed All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award. Excessively late submission of a final report may result in a reduction in the final payment. REVIEW AND SCORING OF APPLICATIONS GRANTEE PARTICIPATION IN REVIEW AND SCORING • Applicants in all categories except Capacity Building have the ability to provide one representative on their behalf to: o Be present during panel review and scoring of their organization's application • Panelists are not able to provide any further information or communication during the panel's discussion, outside of questions relating to clarification if requested by the panel o Provide a three-minute presentation to the scoring panel • Presentations can, but are not required to include Power Point, video, sound, photos and other multimedia augmentation • Only one representative from each applying organization may give presentation and be present for panel • While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their application's review process • Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17 for Arts Organizations. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o artistic merit of programs, qualifications of artists • Community Impact o effective service to identifiable community, level of community involvement • Management Capability o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad funded projects • Financial Health o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community • Sustainability o sound management, long range planning, program or marketing innovation, presence of active, effective fund raising OTHER REVIEW AND SCORING INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD FINANCIAL MANAGEMENT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under the respective grant program. Grantees should be able to provide upon request: • Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project • Records that adequately identify the sources and application of funds for grant sponsored activities • Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc. PUBLIC ACKNOWLEDGEMENT • Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast promotion of the funded projects • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: 'This program is funded in part by the City of Carlsbad's Cultural Arts Office." • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council and the Carlsbad Arts Commission at least two weeks in advance of program o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be included in the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of the activities and participants of funded projects o Extensively promote funded events and projects SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests POLICIES • Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff • The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the panel process, based on funding limitations of goals of the program in a given year • Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes • Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be returned to the Cultural Arts Office within 30 days of notification • No two entities (organization or school/affiliated groups) may apply for funding for the same project • Funds may not be used for fundraisers, scholarships or similar requests OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted 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 IJ,J_Vl!yj_,ca rl sbad ca .gov La rts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 2 6. Signature STAFF ASSISTANCE Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing meg_aJlJilllly@carlsbadca.EQ'{ APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30, 2017. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • Can one school site apply for multiple Arts in Schools awards? o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in one artistic genre (i.e. • What kinds of projects are ineligible for funding? o Projects that are general operating costs • Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire season of programming). Projects are one aspect of a larger event, or a project unto itself. • Examples could include: non-ticketed events at a large event with a mix of ticketed and non- ticketed performances, supporting new work as part of a larger season, specific series of concerts within the context of a larger festival o Capital improvements • Capital improvements are defined as significant equipment or building/improving a venue. Capital improvements have depreciation. • Examples can include: building a performance venue, purchasing substantial lighting board equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms, practice rooms, etc.), improvements that are affixed to the permanent building (shelving, cabinets, storage racks) • Examples of non-capital improvements: instruments, instrument cases, sheet music • Is the live presentation portion of the review session scored by the panel? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. • Will we be penalized if we do not participate in the review session for our application? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. No organization will be penalized for not participating in the review session. • What should be included in my presentation? o Please do not repeat any information in your application. Information can include o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for clarification purposes Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME Cash !Notes Cash !Notes Admissions $1,500 13 performances x $5 ticket x 100 audience members (])1-----------------------------------------------------------t g Gifts/Merchandise/ g Concessions -0 ~ Advertising .... rn $0 $0 UJI--------------------------------------+------,,---+------' Other $0 Subtotal Earned Income $1,500 Cash INotes Private $0 Individual $0 a., ~I Public Support -. 1 .. ~ Applicant Cash C: ._ _______ ...,,. rn a., :3 CAG Request Amount Other Other $0 Subtotal Unearned Income I $3,500 INCOME TOTALSI $5,000 Subtotal Unearned Income $0 $0 Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT Cash Notes Cash Notes $1,250 120% of total Artistic Director cost $3,000 1$1000 fee X 1 groups X 3 performances $500 !Program printing $0 $0 $0 $0 $0 $0 $0 $0 EXPENSES TOTALS! $5,000 $0 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT IN-KIND Value Notes Value Notes Space Rental $500 IDoanted hall use from high school $0 You will only be able to fill out t The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. Please give detailed descriptions for each line item in the notes col.umn. 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.