HomeMy WebLinkAboutMiraCosta College Foundation; 2019-02-21;2019 GRANT AGREEMENT FOR MiraCosta College Foundation
This agreement, is made on thed } ~t day of ..; 20ft, by MiraCosta
College Foundation (ORGANIZATION), hereinafter referred to as < rantee," and the CITY OF CARLSBAD,
a municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to
provide Grantee the Grant funds awarded to Grantee during the 2019 Community Arts Grants Program
in an amount not to exceed six thousand, five hundred dollars ($6,500) ("Grant.") Th e purpose of the
Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement
Scope").
Project Title: Aging Out documentary
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the
following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on January 31, 2020. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the
Agreement Scope and under the terms and conditions set forth in this Agreement.
Grantee agrees to assume any obligation to furnish any additional funds that may be
necessary to complete the Agreement Scope.
b. All costs accrued for services and/or supplies prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2019 Guidelines, in the section titled Eligible and Ineligible
Costs, attached hereto as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the
Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek
reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to on ly cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of t his Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. As reasonably soon as possible, but in no case later than thirty (30) calendar days,
Grantee shall notify the City of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein,
and for the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
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Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2019 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives 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 2019 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City (30) calendar days after the Agreement Scope end date or, January 31,
2020, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within sixty (60} days of completion of the Agreement Scope or the Project end
date, whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty (60} calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2020.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
MiraCosta College Foundation
Attn: Cynthia Rice
1 Barnard Drive
Oceanside, CA 92056
Email: crice@miracosta.edu
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
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12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
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
. . _ , l the SN of California
*By: . ~ 1 YYltn--~J-... ~l eQBy: (!_J{alru,u p,·~~
~ here) HEATHER PIZZUTO
~-Y\ +h l.'-' R-t c. ~) Library & Cultural Arts Director
/f:Vl'. ;i:n,PI 0-)..v, -.., . r
I (Print name/Title)
Q..,ru:~(c> N\,rc-ecs J~. e.dt...-
(Email address)
I/ 2.sJLo I]
/{Date(
* * By: MC./6
(2 nd signature here)
J\A{ \l".l"".i~ (col\ \\,\-S ?oikf.( I F~•'v,~ 1 z1
(Print name/Title)
C o\ \ 1 lt\~ f D1 -¾ f (J 0i r1A 11, ( . [Jlll,\
(Email address)
l / 2 )/I/
' (Date)
ATTEST:
\
.! . '1 ,1 /1
Ir. . i . ,/ 1/ I 2, .
,_J.,,·Y(}:-_;. ~Aj). J: /c // L1,,,f\___,;
. BARBARA ENGLESON
c-i'-city Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached. ~
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:
~:~IA A. ~ crr_ttorney
Assistant City Attorney
"2-/ i~I l,
Date
5
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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 2019 Application
2. Optional, as needed -Community Arts Grants 2019 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2019 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2019 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2019
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Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
Organization Name
StreetAddress
City
State
Zip Code
Phone Number
Organization website URL:
Community Arts Grants 2019 Application
9741157
Complete
collinsporter
collinsporter@gmail.com
Melissa
Collins-Porter
Ms.
2844 Camino Serbal
Carlsbad
California
92009
858-248-9680
collinsporter@gmail.com
Organization or Individual Artist with Fiscal
Agent
Melissa Collins-Porter
2844 Camino Serbal
Carlsbad
California
92009
858-248-9680
www.agingoutmovie.com
What is your organization's mission
statement?
Is this your organization's first time applying
with the City of Carlsbad?
Fiscal Agent Organization Name
Street Address
City
State
Zip Code
First Name
Last Name
Phone Number
Email Address
Project Name
Project Summary
Project Start Date
Project End Date
Total Number of Expected Audience
Attendance for Project
To illuminate pressing social problems
through the art of documentary films. All over
the country, kids with autism are growing
up-and aging out of their support networks.
Who will take care of those who cannot care
for themselves? In Aging Out, one mother
searches for answers to these questions for
her own child and thousands of others.
Yes
MiraCosta College Foundation
1 Barnard Drive
Oceanside
California
92056
Cynthia
Rice Carroll
(760) 795-6775
crice@miracosta.edu
Aging Out documentary
Aging Out illuminates a pressing social
problem-there are very few services
available to autistic adults when their
educational and social programs disappear.
How will autistic adults find a place for
themselves in a society that is not prepared for
them? Who will take care of those who cannot
care for themselves? In Aging Out, one mother
searches for answers to these questions for
her own child and thousands of others. A
Carlsbad audience will be the first to see this
important film at a local screening.
01/01/2019
12/01/2019
150
' .
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
What makes the Aging Out documentary
project distinctive?
While Aging Out is my first documentary film, I
have an M.A. in Telecommunication and Film,
worked as an editor for six years, and have
been teaching film studies for over fifteen
years.
Over the last three years, I have worked to
raise funds to produce Aging Out. I launched a
kickstarter in 2015 to create a trailer to
fund raise for this film. I exceeded the goal of
$10,000 and was able to produce the trailer.
My project has been featured in the San Diego
Union-Tribune, The Mighty, 92009 Magazine,
Psychology Today, and Radio Alice (links
below). I have spoken at the 2015 Bay Area
Autism Society Conference and to student
groups at Stanford University and San Diego
State University.
Production is completed on this film. The
overwhelming positive response to the trailer
has encouraged me to finish this important
documentary. I am requesting a $7,500 grant
for the post-production expenses.
The mainstream media often depicts autistic
individuals as socially awkward, but endowed
with special skills and/or high intelligence. In
reality, 40% to 60% of people with autism
spectrum disorders also have intellectual
disability. Aging Out gives voice to these
individuals, as they require the highest level of
services. Aging Out takes an honest,
unflinching look at the current options for
families with young autistic adults and the
financial and social obligations our
infrastructure must increasingly face.
Interviews with autism experts define the
issues while footage of autism families brings
these issues into focus. Profiles of adult
programs and services illustrate some of the
options that are available. Whenever possible,
autistic individuals speak for themselves. The
film's issues and questions appeal universally
to anyone who wants the best of care for their
loved ones.
What are the goals {outputs and/or outcomes)
of the project? How will you measure your
goals?
The goal of Aging Out is to change the
national conversation about autism from "what
is it and what causes it?" to "how are we going
to care for adults with autism?" Americans are
generally unaware that many of today's
autistic children will grow into adults who will
never care for themselves. The loudest voices
in the media currently depict autism either as a
childhood disorder that can be "cured" with the
right therapy or an adult disorder that results in
high intelligence with a few social quirks.
These myths are dangerous because they
pacify the public into believing there is no
problem, when in fact, there is a crisis of
gigantic proportions in this country and it
needs to be addressed now. Aging Out will do
just that. We hope audiences gain increased
awareness, knowledge, motivation and
compassion after viewing Aging Out. The film
will increase knowledge about how our current
social services system works for adults with
disabilities, and how to improve outcomes for
autistic adults. Goals will be measured by
administering surveys to a local group of
viewers at the Carlsbad screening. Questions
will assess attitudes and knowledge about the
challenges faced by autistic adults and their
families.
Who is your target population and why? How
will you reach them?
The target audience for Aging Out is families
who care for a person affected by
autism-over 75,000 cases in California. The
project will be of particular interest to adults
with autism and their families. This is an
underserved audience, as people with
disabilities are a minority and most autism-
related media focuses on young children. The
needs of this audience are directly addressed
throughout the film. The wider target audience
is adults who are unfamiliar with the
challenges faced by autism-affected families
and may be concerned with how this changing
demographic affects their communities and
their state budgets. A screening in Carlsbad at
the Dove Library will offer local audiences a
first chance to see the film and participate in a
Q and A session with the director and subjects
of the film. I have already spoken with city staff
about the process of an in-kind donation to
cover the location rental. Additional screenings
with autism advocacy organizations and in
educational settings will increase public
awareness of the film and its issues. Aging
Out will also be submitted to the festival circuit
for further exposure and a potential wider
distribution. PBS, HBO, CNN, Netflix, or
Amazon. would all be appropriate venues for
Aging Out.
Are you partnering with any organizations or No
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
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.)
This space is available for one document
upload for any supplemental infonnation you'd
like to include. If you have multiple documents,
please combine them into one for this upload.
Any links should be included in the box above.
{OPTIONAL)
Please upload your completed Project Budget
fonn.
Upload your organization's most recently filed
IRS fonn 990EZ or 990, Part I -XII, and
Schedule A
Please upload your IRS Letter of
Detennination.
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF fonnat.
Signature of authorized representative from
applying entity:
http://www.agingoutmovie.com/
AGING OUT PRESS
https://www.kickstarter.com/projects/75784260
5/aging-out-0
http://themighty.com/2015/03/this-mom-is-
creating-a-documentary-that-asks-what-the-
future-means-for-teens-with-autism/
http://www.utsandiego.com/news/2015/mar/10
/north-county-filmmakers-plan-autism-
documentary/
http:/ /92009magazi ne.com/2015/06/01 /two-
local-residents-team-up-to-pose-the-tough-
questions-about-adults-with-autism/
https://www.psychologytoday.com/blog/inspect
rum/201512/making-severe-autism-visible
Aging_Out_Project_Budget_ 1 O_ 18.pdf (62k)
CAG_2018_Project_BudgetAgingOut. pdf (56k)
FY16-17 _MiraCosta_990.pdf (4685k)
501 c3_I RS_Reverification_Letters_2-8-
2010. PDF (188k)
MCCF _Board_Member_List_2018-19.pdf
(345k)
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First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Melissa
Collins-Porter
Ms.
858-248-9680
collinsporter@gmail.com
2018-11-05 13:05:01
2018-11-05 09:41:10
2018-11-0513:05:01
76.88.85.94
Chrome
Mac
https://fs9.formsite.com/res/formloginReturn
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED · APPLICATION ACTUALS · FINAL REPORT
PROJECT INCOME Cash Notes Cash Notes
E
a Admissions $0
r
n Gifts/ Merchandise/ $0 e Concessions
d
In Advertising
C
0 Other $0 m
Subtotal Earned Income $0 Subtotal Earned Income $0
Cash Notes Cash Notes
Private $0
u n Individual $0
e
a Public Support r $3,244 Facebook and Amplo campaigns
n
e Applicant Cash $0
d
In CAG Request Amount $7,500 C
0
m Kickstarter $2,615 remainder of Kickstarter campaign
e
Other $0
Subtotal Unearned Income $13,359 Subtotal Unearned Income $0
INCOME TOTALSl$13,359! I $0 I
I PROJECTED · APPLICATION I ACTUALS · FINAL REPORT I
Applicant:
p ROJECT EXPENSES
Project Staff (non-artist)
Project Artist(s) or Arts
lnstructor(s)
Educational Materials/
Printing
color correction
Sets
Festival entrance fees
Licensing/ Royalties (TBO)
Rentals (space and/or other)
web/social media
insurance
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Editor (Randall Hoy)
sound design (Different
Drummer Sound Studios)
story editor
Cash
so
so
S1,200
S150
so
S954
S835
so
S1,500
S1,025
so
S430
S5,000
S665
S1,600
EXPENSES TOTALSl$13,359I
IN-KIND Value
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
Notes Cash Notes
graphic design/posters for screening/surveys
$50@3 hours
funded by non-CAG (Kickstarter, Facebook, Amplo)
original music composition
hosting, design
MCC Foundation 4%
100 hours @$50/hour
7 hours @S95/hour
40 hours @$40/hour
$0
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Value Notes
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Applicant: COMMUNITY ARTS GRANTS 2018 • PROJECT BUDGET INFORMATION
Production staff (grant $27,400 Producer I director writer)
editor $5,000 1 /2 off rate of $100/hour
Dove library location fee $180 auditorium ($60), AV($60), and tech ($60)
IN-KIND TOTALS I $32,580 !
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.
$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.
3
,,
..
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
4
·.· .. . '
COMMUNITY ARTS GRANTS GUIDELINES -2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cu ltural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cu ltural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new & emerging arts programs and organizations in Carlsbad; and
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2019 OVERVIEW
Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2019 calendar year, Jan. 1-Dec. 31, 2019
• All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects including partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization
must be the applying party
GUIDELINES APPENDICES
• Appendix 1-Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards
Page 1 of 8
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups -$30,000 total maximum in awards
o Arts in Schools -$2,500 maximum award
• Special Opportunities -$5,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c){3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FI SCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fisca l
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018
A RTS 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 ORGAN IZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies
workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDU CATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
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EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOO LS
• 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
• To be eligible for funding:
o In-school projects funded through the Community Arts Grants may not be led by a permanent hourly or sa laried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed within that that or any district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
• Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in
SPECIAL OPPORTUNITIES
• Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular
Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2019
• Requests will be accepted on a rolling basis, with a minimum of 40 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2018. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROG RAM SCHEDULE
Sept.17.2018
Sept. 18
By Sept. 24
Oct. l
Oct. 15
Nov. 5
Week of Nov. 26
Dec. 10-15
January 2019
Jan. -Dec. 2019
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application posted and available at www.carlsbadca.gov/arts
Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application review submission deadline. All review feedback will be completed by Oct. 24
Applications for the 2019 cycle must be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of loca l and regional artists and
arts professiona ls, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives
<50% of requested amount will be required to complete a Revised Project Form
First payments of awards are disbursed, projects commence
All grantees must complete a Final Report within 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFORMATION SESSIO NS, WORKSHOPS AND APPLICATION REV IEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased t o provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
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• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov
• Application Review -applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW AND SCORING OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESS IONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up to three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not required to, include: Power Point, video, sound, photos and other
multimedia augmentation Presentations can also include a demonstration or performance. Space will be
limited, and staff will assist in planning and coordination with representatives before and during panels
• If any presenters are under the age of 18, an add itional representative may accompany them during panel
o Answer questions by panel members regarding their presentation or application materials
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide additional information and insight to
organization and proposed project
• Th e date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule
upon submission of application
• All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
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
SCORING RUBRI C
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement, alignment with grant program
mission
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
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OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. 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, 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 cha nge or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fundraisers, scholarships or similar requests at the discretion of the Cultural Arts Office
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OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted 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/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
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APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fisca l 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 panelist s and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating cost s
• 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 ca n 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 ra cks)
• 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
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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 the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of' organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before 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
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