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Home My WebLink AboutNAMM Foundation; 2018-01-17;GRANT AGREEMENT FOR NAMM Foundation This agreement, is made on the jrzthJay of__,,..,,,...._..._.L......L.l ....... -.,,_..,...._,,_., 20¾, by NAMM Foundation (ORGANIZATION), a California nonprofit corporation, e e nafter referred to as "Grantee," 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 2018 Community Arts Grants Program in an amount not to exceed six thousand dollars ($6,000) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Summer Sounds Concerts and Symposium 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. 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. 1 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. 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. 2 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: NAMM Foundation Attn: Alisa Arkinzadeh 5790 Armada Drive Carlsbad, CA 92008 Email: AlisaA@museumofmakingmusic.org 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. 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 (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 {Print name/Title) {Print n me/Title) \ l\ f t ~ •"" (:_J Y\ ct vY\ ~; V ~ (Email address) · l v/ v~) tr (Date) ATTEST: CITY OF CARLSBAD, a municipal corporation of the State of California By:~Pi~ HEATHER PIZZUTO Library & Cultural Arts Director limn)Qtm~,__/~ BARBARA ENGLESON City Clerk If required by City, proper notary acknowledgment of execution by contractor must be attached. !i..£ 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:_~_J_' L_' - Assistant City Attorney 'd ll \ \ "{ 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. Completed Community Arts Grants 2018 Application 2. Project Budget Information 3. Community Arts Grants Guidelines 2018 Community Arts Grants 2018 APPLICATION Organization Name NAMM Foundation Organization doing business as (if by another Museum of Making Music name): Organization EIN: 33-0797657 Organization website URL: https ://www. m useu mofmakingm usic. org Street Address 5790 Armada Drive City Carlsbad State California Zip Code 92008 Are you a first-time applicant? No What is your organization's mission statement? The Museum of Making Music (MoMM), a 501-c- 3 non-profit institution, is a program division of the non-profit National Association of Music Merchants (NAMM) Foundation. Together the Museum and NAMM envision a world in which the joy of making music is a precious element of daily living for everyone, available to all regardless of an individual's age, income level or ethnic background. The Museum is dedicated to interpreting and sharing with a broad audience the unique accomplishments and lasting impact of the music products industry through a variety of permanent and special exhibitions, concerts, and educational programs. Have you receive funding from the City of Yes Carlsbad's Community Arts Grants in past years? Item #65 Amount funded through Community Arts Grants 2017 $5,000 2016 $4,000 2015 $4,600 First Name Alisa Last Name Arkinzadeh Are you applying as an: Arts Organization For which funding category are you filling out this Arts Projects application? Project Name Summer Sounds Concerts and Symposium Project Summary Summer sounds is a series of three concerts and a culminating symposium-Making Vital Connections through Music. The concerts will include a wide variety of musical genres designed with an emphasis on attracting the senior population. A culminating event w111 include an educational experience focused on how music affects the brain, how people can improve brain function, memory improvements from music, a panel discussion, take home resources from researchers and MRP. Senior performers from our band/orchestra program will provide music. Attendees will have increased awareness on how vital connections can be made through music at any stage of life. Project Dates Date Project Start June 3rd, 2018 Project End September 30th, 2018 Funding Request from the City of Carlsbad's 6000 Cultural Arts Grants Total Project Expenses 14200 Total Number of Expected Participants and/or 575 Audience Attendance for Project Provide a brief organizational history and History/Accomplishments: description of accomplishments in the previous In seventeen years of service to the public, we year. have served over 460,300 visitors, have 800 artifact donors and lenders, and over1 ,500 instruments on display. Last year's accomplishments: -Served over 40,000 visitors, with a team of 75 volunteers who donated 7,861 total hours. -153 adults played in our band and orchestra -8,976 students toured (2,611 live below the poverty level and were provided busing and free admission) -Created a music program for victims of sex trafficking and foster care youth. -Self-curated 4 exhibitions. -6,080 people attended educational concerts, and 533 attended workshops and family programming. What makes this project distinctive? What are the outputs and/or outcomes of the project? How will the project be evaluated to measure outputs and/or outcomes? Unique/Distinctive Merits of this Concert Program and Symposium: This concert series specifically targets seniors in the Carlsbad community. The concerts will include a wide variety of musical genres (Gilbert Castellanos/The Young Lions, Chicago Six and Phat Cat Swinger) designed with an emphasis on attracting the senior population. All concerts are strategically offered at 2pm on Sundays to ensure that an older adult population that prefers not to drive at night will attend. Additionally we market to senior centers so residents can carpool. Also unique is having a concert setting that is on the same site as a museum. This lets us offer all ticket holders a Museum experience at no additional cost. Tickets are at a low price point of $14 (one of the lowest price points in the county for a formal concert experience). Lastly, the concert series culminates into a symposium- Making Vital Connections through Music. This event will include a educational experience focused on how music affects the brain, how people can improve brain function, memory improvements from music, a panel discussion, take home resources from researchers and MRP. Senior performers from our band/orchestra program will provide music. Attendees will have increased awareness on how vital connections can be made through music at any stage of life. In conclusion, the museum and educational symposium component combined with the concert offerings and times all make this a very distinctive program. If awarded funding it is our goal to have achieved providing at least 575 Carlsbad residents a meaningful engagement in the arts. Additionally a project outcome is to have all of our participants have an increased awareness of well-being with music from the Making Vital Connections through Music Symposium. We feel the City of Carlsbad goal of reinforcing artistic opportunities for residents, and lifelong learning for all ages feeds directly into the program goal we have designed and leads to these project outcomes. Project Evaluation/Measurement: Program quality is something the Museum of Making Music takes very seriously. We evaluate projects using a few different methods: 1-Careful tracking of all ticket sales at each event. 2-We will have visitor feedback surveys at all of our concerts. 3-We will do a pre/post knowledge optional survey for guests at the Making Vital Connections through Music Symposium. Prizes will be raffled off for participation. 4-Through targeted marketing our attendance outcome is 125 participants for each of the three concerts (total of 375 concert tickets) and 200 individuals at the culminating event. 5-lf awarded funding survey results will be shared in a post grant report. How will the project address community needs, including reaching underserved populations? Who is your target population? What geographic area will benefit from your program? How will you market your project to your desired audience? Are you partnering with any organizations or individuals that are involved in your project but are not employed or affiliated with the applying organization? Please upload your completed Project Budget form. Surveys and feedback helped us initially design this program. Many seniors feel a fear of driving in the evenings. Also many seniors are residing in senior facilities with very little interaction/have no local family/and have lost spouses or loved ones. This grant enables us to reach those individuals, encourage carpooling, and offer entertainment at a time that they are comfortable with. It also encourages a community need of dialog around diversity. Exposure to diverse musicians and types of music increases awareness and educates our senior population. One unique thing about the museum performers is we encourage them to have dialog and interaction with the audience to further education and awareness. The primary audience for this activity is a broad, general audience, with a special emphasis on the senior population. The Museum's exhibitions are currently designed for a primary audience of "adults with an interest in music and learning," so this concert series falls comfortably within that target audience. The Museum already serves a very strong senior audience as the majority of its members, volunteers and walk-in visitors are from this audience segment. The Museum's usual (and extensive) marketing efforts have a proven track record of success in this instance. The Museum has an active and diversified marketing strategy that includes specific tactics to reach its various population segments. Standard email and mailing lists reach over 6,700 individuals for event promotion; the Museum also has over 8,123 Facebook fans and 8,250 Twitter followers. For this concert series, a flyer will be designed, produced and distributed widely, and the concert information will also be prominently showcased in the Museum's newsletter, notes. Museum events are always listed in local publications and Museum volunteers distribute concert flyers to all the local hotels. "Summer Sounds" will attract residents of Carlsbad and surrounding North County cities, members of the Museum, walk-in visitors, and tourists visiting the area. By presenting diverse yet accessible types of music, at affordable prices, at a convenient time, and in the exciting Museum setting, these concerts will appeal to a broad range of audiences, particularly the targeted senior community. No GAG 2018 Project Budget Form.xlsx (15k) Upload your organization's current total budget as budget. pdf (312k) a PDF. Upload your organization's two most recent completed budgets. Short form 990's are preferred. All files must be in PDF format. Item# 103 NF 990 9.30.15 Abbreviated Version.pdf (3150k) NAMM FND 990 9.30.16 FINAL.pdf (3522k) Upload your roster of Board members. Please 2017 Summer Directon!.Qdf (4206k) ensure the document includes names, titles, organization/business affiliation, emails and areas of expertise. All files must be in PDF format. Signature of authorized representative from [{J{~~ applying entity: First Name Alisa Last Name Arkinzadeh Applicant: {'JAM~ PR QJ E 0 u C "'Cl QJ C .... re LU QJ E 0 u C "'Cl QJ C .... re QJ 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 $5,250 $600 $5,850 Cash $6,000 $1,600 $750 $8,350 INCOME TOTALSI $14,200 I COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION -PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes , Three concerts X $14 per ticket X 125 attendees Making Vital Connections through Music Sept. Event-$3 per person/200 people Subtotal Earned Income $0 Notes Cash Notes Program Coordinator/40 Hours X $40 per hour Marketing Coordinator-25 hours X $30 per hour Subtotal Unearned Income $0 $0 Applicant: N A.N\~ COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION · PROJECTED -APPLICATION ACTUALS -FINAL REPORT p ROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $1,600 Program Coordinator/40 Hours X $40 per hour Project Artist(s) or Arts $6,100 Total for three groups-Gilbert C (June) $2,200/Chicago Six lnstructor(s) (July) $1800/Phat Cat Swinger (August)$2,100 Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) $1,600 $400 X 4 Sunday time blocks Transportation Food & Beverage $200 $50 per concert/Green Room Fees Marketing/Promotion/ $3,050 Printed Flyer-$2,100 (over4 months)/Mailing costs $950 Publicity Fiscal Agency Fee Other $900 Sound Tech $300 per show X 3 shows Other $750 Marketing Coordinator-25 hours X $30 per hour Other EXPENSES TOTALS! $14,200 I $0 Applicant: NAfV\ I\J\ COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION-IN PROJECTED -APPLICATION -KIND Value Notes Sept Event Staff $1,000 4 staff X 4 hours X $50=$800/2 guest speakers X $100 Graphic Designer $500 IN-KIND TOTALS! $1,500 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 '0' in any cells that you don't have an amount to add. ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. COMMUNITY ARTS GRANTS GUIDELINES-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 Carlsb ad. 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 Intern al Revenue Service or the California State Franchise Tax Board • When partnering, only on e 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 A RTS 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, 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 THROUG H FISCAL AGENT • Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fi scal 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 BU ILDING • 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 Bui lding 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 $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 ED UCATI ON 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 AFFI LIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITU TIO NS AND AFFILIATED GROU PS -ARTS IN SCHOO LS • 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 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 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 December, 2017 January, 2018 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 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 SCOR ING • 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 Ed ucation al Institutions & Affiliated Groups and November 17 for Arts Organizations. All applicants will receive information for schedule upon submissi on of application • Al l applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in panel sch ed ule. 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 INFORMATIO N • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTE E REQUIREMENTS DURING PROJECT FUNDING PERI OD FINANCIAL MANAGEMENT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired und er 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, el ectronic and broadcast promotion of the funded projects • Th e 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 • Gra ntees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: o Give notification s 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 VI SITS 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 activ~ly 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 fund raisers, scholarships or similar requests OTHER INFORMATION CA RLSBAD ARTS COMM ISSION 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, as well as a PDF version for your information and other grant information, 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 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 megan.gilby@carlsbadca.gov 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 proj ect. 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: PR OJ E 0 u C '"O OJ C L.. ro UJ OJ E 0 u C '"O OJ C L.. ro 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 ~-:.\ ~":: ·<-~,t~"' ~." ; i°§~;,} ... -. ..;&. $1,500 Cash I $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 perfo~nta9.c\~ tso ticket X 100 audience members ~~~ .... ,r: .. ~-..,:i:~1~ ~1 ~~ ~--" '} . ·, ~ '-'% ~:~ ,ti# ~---%..~l , ,~----~ ~-~;-,@; fff , A~~:;;.,, .. ,,.4¾ Ji·P~:····~:~1? Sub(ot-af;'ftarned Income $0 M~-'.if .:f~1t A@· Notes tl }~:-:::," ._,f:~--~ -t@~· ,c"-·<c.,, ~-.; ... ~ ,,'"-i Cash Notes ~~ d#'V , . ...§5 • d!;;*~"' • ..:-."*. ~ ,,..~~ ~,-/.:;_~, ,~ t?'' ~ f:.@_~ A<-_., .$ .. ~~ . ~~~ ~.~:..--· <.-~ -X:;-: ~-~· ;, $1,000 San Diego County grant, $1,0~-~Jfs~t gran~.,~~I -~ -·~-~'-~-,~-~--'.~':}' ~t.;.-~¢' " ~ *-..: ..: ,..,. .., :J> .,,~ •' > ,~..,'9 ,'(.••L ,;.----· ._..,,...,, To provide funding for artist fees .. 't<'' _..:,,-' ..::®-'\~::, ~i )":Y $::.--' "i:::~m --~~ ·-.::;~~ ~·--~~ t~::·--.... f\, ., ~~ .• ? -,~: .. .,· ·¾~' ~ '.'-"" ~<._,~. Subtotal Unearned Income $a/\ »,V°~':.,_ $0 -~ ~r~ Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS-FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes .• , .... ,~~"-:-Project Staff (non-artist) $1,250 20% of totalArtistie:.Director cost ,§~;. \~ Project Artist(s) or Arts , ,;., '·i w· $3,000 $100()'fee x 1 groups x 3 performances lnstructor(s) :::: · s:, Educational Materials/Printing $500 Progf~,::printing @.. §.·.~ " i.,;,} .,-:§'.-w ~~~ ~%~ .,<!; :} ,:~~'.--~~ Costumes/Props $0~ ·.:?· .. ~~-' ;;,ff ~ .~-$:::...~ """··:,, ,«$:,';,.~ • ~;:.-'' ~.~V' ·,$-'W'" Sets $0 ~ "'~, ./$,#,~ Supplies $0 iJl .~'?-"' ., .,;f}~~ .--~--~-@. -~~~ ;_~~ «;>' f&..~ ~":' ' ®-~~/ ~~ Licensing/Royalties $0 ~ ,,l.,«s.,~~~.1§,. ;~--§t.'W~~ .. -~· ' V ~· Rentals (space and/or other) $0 See in-kind ~f:,Y ~t~ ,:.-:"~i ~ ~ '¢.'-.¢-~ ,._,.f~ .,;:·"':. .-1 -~~;..... . ..... Transportation $0 &-:,,;'· ~~ , ... -~ .. / -W,~v .A~ ~ •.• ·,·· ~~ JS, '%~' .. ,. .... ...,,. ,. "~-:~· $ ,:~ ..:W Food & Beverage SO Water and cookies for performers ¾W ._,' ,}> . ~· "':-~".t~;="~ Marketing/Promotion/ /' ,.:.;,.,~'.,· "~ . . $200 Fliers, posters, bookmarks ~ :::.V' -~'§.-&.· ~"%.~ Publicity ~ ~· .... --::::..-§;..?". ~ .. ~ . ,. . -"'i\:"t. -Fiscal Agency Fee $0 , ::,;. :fu .. ~ .,. ~:.,;. --~:::::-'·,~ ·,. ~'9f.:C -~~. ., Other $0 , ... &.:::::.-· ;" ~ :~ Other $0 ";> Other $0 EXPENSES TOTALS! $5,000 $0 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION-IN PROJECTED -APPLICATION ACTUALS-FINAL REPORT -KIND Value Space Rental $S00 ~ ~ -~:\.,._ --..;c,c.., IN-KIND TOTALSI $500 I Budget Notes: Notes Value Doanted.nall use:.frQrn high school ;$~:' ', ~· ., -.~:~, f.ci! . '" i:~ w ~ ·~ --~~ \t ~ ,:$: -~ -"-"~.-,',:, £tl ~~-~iw \~ .-.•"''¼---,., k'M· ~~/'>,v . ..; ,•' " ·~. . ~'5:.;-:-~ .-·· " ;:;;;: ' ,..-~'--, ~ .... '.O',t~-=--. ~ .... \.""' ~ ~ ~ .. '~~~. ,l ~.;,,{ } ---~' ~·~ ,~"$-··, :-,. ·-:~'$~': -~· ,,'{:, liff " ;,. ,/;-,. ,;!Ii·:> ..... .:..·::?:-' -~ ;:;:; ~ .,->-;-$.'¾-.. · ... ..,, ~::~~· .. "§' . .,,. @-' ... 4f I' -~~, ~' ~ ,,-m~:i ~ • ' . ,:,-«fl:.•,, ~-.,:fi'»: ,;: ,. ~;, ' $: ' --~ ~:¼ffe~"'"'' . ~':;.« ,:.<;§· ,. 'I ~--. ,/'~~ @' ':~~ .-.<.s:,,. . , .. ffe:-V :::-.::.~'$-:~' !::¾~::· .,~w-· -~-~ ffl:-~ ;~~ §::.-.. .&$\~~-L .; -,s:b I , ~,-::;:,,• -..:.·, . ;:,. . . 4-:."'§f•' '-:.-.~., §: ·~,v -·:W" -:,,.ff,/ ~ ~--:,,..%'W:' 4\,. For application, fill out only green. For final report, fill in blue. &"$._v ... ,-:-::$,:§:k. @· ·--::::~.. :&..% You will only be able to fill out the cells highlighted in green or blue. .-.$~ ~4f:::· fy The budget must balance. Total income must equal total expenses. ~~~~---.·l¾\1' Round all budget figures to the nearest whole dollar. ~~~--. . .• :-:-::Wf''fu.1« ~~-*~' ~~" Notes , Enter a 'O' in any cells that you don't have an amount to add. " .,·. '.: , . ~;-:. Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is s:1;;·000, enter "4 shows, 50 attendees, $5 each." -~-.::;~~ . Please insert your organization name in the top right header. ~~f::h '¾.t)