HomeMy WebLinkAboutNew Village Arts Inc; 2019-02-08;2019 GRANT AGREEMENT FOR New Village Arts, Inc
This agreement, is made on the ~ day of ~ ~ 20JL, by New Village Arts,
Inc (ORGANIZATION), hereinafter referred to as "Grantee," and t e 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 three thousand, two hundred fifty dollars ($3,250) ("Grant.") The purpose of the
Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement
Scope").
Project Title: Portable Sound System for Outreach Programs
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 uslng
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.
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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:
New Village Arts, Inc
Attn: Kristianne Kurner
2787 State Street
Carlsbad, CA 92008
Email: kristianne@newvillagearts.org
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.
CITY OF CARLSBAD, a municipal corporation of
the~St te of Californi~
By:_ l7tj-:)l0
HEA HER PIZZUTO
Library & Cultural Arts Director
ATTEST:
JfJ.Qb-;;::
,V---,BARBARA ENGLESON -.,/ .. --z--?
**By: [ ... --· '-~------
(2nd signature here)
A\<-<. GLcc\~ l''-Mf#.."-, -~ l)\ ~ tt.~
(Print name/Tit! )
A-\o. jc ....A~tt"' -b: •~i.u\;, d "r-N·k; -t,~
(Email address)
1\ j 17/lj
Datef
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached . .!.f._g
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.~Lrney
Assistan1 City Attorney //ts u1
Date
5
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 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
6
Community Arts Grants 2019 Application
Reference# 9773376
Status Complete
Login Usemame kristianne@newvillagearts.org
Login Email kristianne@newvillagearts.org
First Name Kristianne
Last Name Kurner
Title Executive Artistic Director
Street Address 2787 State Street
City Carlsbad
State California
Zip Code 92008
Phone Number 7607298703
Email Address kristianne@newvillagearts.org
Are you applying as an: Arts Organization
As an Arts Organization, would you be Yes
interested in acting as a Fiscal Sponsor for
individual artists to apply for future Community
Arts Grants? This would not impact your own
organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach
out with more information. We appreciate your
support of individual artists! {OPTIONAL)
For which funding category are you filling out
this application?
Organization Name
Street Address
City
State
Zip Code
Capacity Building
New Village Arts, Inc
2787 State Street
Carlsbad
California
92008
Phone Number
Organization website URL:
What is your organization's mission
statement?
Is this your organization's first time applying
with the City of Carlsbad?
Has your organization received funding from
the City of Carlsbad's Community Arts Grants
program in the past?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Carlsbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
7604333245
www.newvillagearts.org
New Village Arts creates adventurous artistic
experiences to awaken the human spirit.
We provide:
- a collaborative and inspiring home for
performing and visual artists;
- a forum for laughter, discussion, and deeper
thinking within our community;
- a training ground for future generations of
art-makers and art-lovers.
No
Yes
Portable Sound System for Outreach
Programs
New Village Arts will purchase a portable
sound system to support our ever increasing
outreach programs to local schools and
community spaces in Carlsbad. In 2019, this
sound system will be used to bring
CINDERELLA EATS RICE AND BEANS: A
SALSA FAIRY TALE to at least five Carlsbad
elementary and middle schools. It will also be
used to bring musical theatre selections to
events, for our Teatro Pueblo Nuevo dance
events, and for the New Play Festival. A
portable sound system will allow NVA to
increase arts exposure to thousands more
people throughout the Carlsbad area.
01/07/2019
11/30/2019
4642
3,000 -5,000
What makes the Portable Sound System for
Outreach Programs project distinctive?
The focus of NVA's outreach programs for
2019 is the musical CINDERELLA EATS RICE
AND BEANS: A SALSA FAIRYTALE. The
play invites inclusive audiences of all ages to
engage theatre, creating characters and role
models steeped in Latino/Hispanic tradition to
educate and celebrate Latino culture. For
many students, this will be their first
experience witnessing a live musical theatre
production, and their first time identifying with
characters on stage as reflective of their own
life and experiences. As many Carlsbad
schools are at least one quarter Hispanic in
demographic, bringing this musical into the
classroom provides the opportunity to explore
and celebrate this culture within the context of
the entire student body. There are currently no
live theatre tours in North County who offer the
same diversity on stage that New Village Arts
includes.
In addition to the school tour, NVA will use the
portable sound system to bring selections from
our musical theatre productions to community
events and gatherings throughout the city. It
will be used for our Teatro Pueblo Nuevo
dance events, including salsa and bachata
lessons and socials, and it will be used to
enhance the sound experience during our
Final Draft New Play Festival.
A new portable sound system will enable NVA
to take its award-winning programming out into
the community in new and exciting ways,
further enhancing the cultural life of our city.
What special circumstances, challenges, or
changes have caused your organization to
focus on management and/or organizational
issues at this time?
New Village Arts believes that theatre
experiences should be accessible to everyone
in our community. We have been focusing on
bringing theatre to people who have not had
access before. One of the main challenges in
doing so is the lack of a quality sound system.
In the past, we have borrowed a system from
an Advisory Board member, but that system is
out of date and his schedule is extremely
limited.
Last year, NVA brought CINDERELLA EATS
RICE AND BEANS to a number of different
locations, including the Army and Navy
Academy (where a group of children from the
Carlsbad Village Boys and Girls Club
attended), the Carlsbad By The Sea senior
living facility and the Dove Library, with the
support of the Carlsbad Cultural Arts Office.
One of the main limitations to bringing this
production to many more locations was the
lack of a sound system. NVA has confirmed
productions of CINDERELLA in January of
2019 at five Carlsbad elementary and middle
schools, bringing this important show to over
2,500 students. A new portable sound system
is crucial to the success of this program.
NVA would also like to continue taking musical
theatre selections to events and community
centers all over the City. This is not possible
without the necessary sound equipment. This
sound system is a major investment that will
sustain our outreach programs for many years,
providing us the opportunity to continue to
serve the cultural life of Carlsbad.
How will this project improve your
organization's capacity to meet its goals and
advance its mission?
Last year, New Village Arts launched a highly
successful initiative titled Teatro Pueblo
Nuevo, designed to increase and engage our
Latinx community in Carlsbad. The school tour
of CINDERELLA EATS RICE AND BEANS is
part of this initiative and its success means
that we can continue to engage diverse
populations of students with inclusive
programming through the power of live
theatre. The core of any successful theatre
program lies in its technical capacities and
with the acquisition of a portable sound
system, New Village Arts will be able to
expand its school tour programming to build
even more diverse and inclusive in-classroom
offerings for Carlsbad students.
Our mission is to create adventurous artistic
experiences to awaken the human spirit. The
capacity to bring a variety of those
experiences to many locations throughout our
community is a major goal for NVA. The sound
system will enable us to not only continue the
school tour of CINDERELLA, but also bring
musical theatre performances to many more
people, at events such as Art in the Village.
The sound system will be utilized for other
aspects of our Teatro Pueblo Nuevo
programming, including dance lessons and
events and multi-cultural arts experiences. It
will be used to enhance the sound elements
for our Final Draft New Play Festival, which
will bring five world premiere play-readings to
the NVA stage, all written by San Diego
County residents.
All of these adventurous artistic experiences
will be enhanced by a portable sound system.
What is the overall timeline for the project you
are proposing, including and beyond the grant
period?
With funding from the City of Carlsbad Cultural
Arts Office, New Village Arts will purchase our
portable sound system in early 2019, so that
we may leverage it for school tours in the
beginning of the year. Because this sound
system is an investment, it will continue to
support the outreach programs until
technological advances require another
upgrade, which we anticipate will not be for
another decade. Additionally, components of
this portable sound system can be utilized in
our mainstage productions, so the equipment
will also be supporting other branches of our
programming when it is not in use for the
outreach programs.
An investment in this sound system now will
bring quality theatre experiences to tens of
thousands of Carlsbad residents over the next
ten years.
List any capacity-building projects you have
undertaken in the past three years, the dates
of those projects, and very briefly describe the
outcomes. (OPTIONAL)
Last year, with funding from the City of
Carlsbad Cultural Arts Office, New Village Arts
undertook a major overhaul in its internal
operating systems by upgrading to Spektrix
software. Because of this upgrade, we have
been able to more accurately report on our
revenue and contributions, create more
targeted and formalized business strategies
and enhance our customer service so that it is
more personal and differentiated. We have
seen a positive reaction to this upgrade
infusing our day-to-day operations on behalf of
the staff, board and our patrons.
In 2016, we undertook a complete renovation
of the interior of the theatre, including
upgrades to our technical booth and lighting
and sound boards. This was completed with
the support of the County of San Diego's
Board of Supervisors Neighborhood
Reinvestment grant. The renovation was a
great success, with patrons still commenting
on how "new" the theatre looks and the lighting
and sound equipment working well in our
intimate space.
As the Carlsbad community continues to
change and grow, New Village Arts is proud of
the fact that we are able to adapt to the times
to better serve our community.
Will this capacity Building grant fund any No
personnel, whether they be staff or
consultants?
This space Is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more information on your project.
(OPTIONAL, but recommended.)
Video excerpt from CINDERELLA EATS RICE
AND BEANS:
https://www.youtube.com/watch?v=KMd 1 Dnyl
0_8
Video of excerpts from LEGALLY BLONDE:
https://www.youtube.com/watch?v=ilmf4EfA_B
Q
Video of excerpts from THE SECRET
GARDEN:
https://www.youtube.com/watch?v= _-
7 AQizWatE
This space is available for one document
upload for any supplemental information 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 a quote or agreement with any
vendors utilized as part of your Capacity
Building grant application. Only required if
vendors are included in project to be funded.
Upload your organization's most recently filed
IRS form 990EZ or 990, Part I -XII, and
Schedule A
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 format.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Show_Flyer_Cinderella_.pdf (743k)
• Portable_Sound_System_Costs.pdf (233k)
• CAG_2019_Capacity_Building_Budget_Form
_.pdf (46k)
• 2016NVA990ScheduleA.pdf (3903k)
• 2016NVA990.pdf (4310k)
New_ Village_Arts_Board_of_Directors_2018. p
df (83k)
Kristianne
Kurner
Executive Artistic Director
7607298703
kristianne@newvillagearts.org
2018-11-02 17:01 :49
2018-11-02 14:03:16
2018-11-02 17:01 :49
108.238.17.225
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Applicant: New Village Arts Ca pacit y Building COMMUNITY ARTS GRANTS 2018 -CAPACITY BUILDING INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT -Ca pacity Building Income $ Notes $ Notes
CAG Grant Amount $4,642 Amount requested through Community Arts Grants 2019 Amount received through Community Arts Grants 2019
PROJECTED INCOME TOTALI $4,642 ACTUAL INCOME TOTALll::::::=:=$=0 ====1
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Ca pacity Building Expenses $ Notes $ Notes
3 Wireless Microphone Systems $2,397 $799 each
Portable Sound System $2,145 Includes mixer, speakers, cables, power cords, microphone and
stand and storage
Contingency $100 Sales tax, shipping
PROJECTED EXPENSES TOTALI $4,642 ACTUAL EXPENSES TOTALII::: =$=0==
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Applicant: COMMUNITY ARTS GRANTS 2018 -CAPACITY BUILDING INFORMATION
IN -KIND SUPPORT Value Notes
IN-KIND TOTALS t:::::I ===$=0 ====1
Budget Instructions:
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 application project budget must balance. Total income must equal total expenses. Final Report may differ.
Round a II budget figures to the nearest whole do Ila r.
Enter a '0' in any cells that you don't have an amount to add.
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 -2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce 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 & 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 Cu ltural 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
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 salaried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed within that 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
PROGRAM SCHEDULE
Sept.17.2018
Sept.18
By Sept. 24
Oct. 1
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 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
<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 SESSIONS, WORKSHOPS AND APPLICATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to 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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OTH ER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREM ENTS DU RIN G PROJECT FUNDING PERIOD
FINANCIAL MANAGE MENT
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.
PU BLI C 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
PROM OTION
• 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 ATTENDA NCE
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 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 at the discretion of the Cultural Arts Office
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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 fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of 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 t he Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (sh elving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
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