HomeMy WebLinkAboutNew Village Arts Inc; 2019-04-30;.,
2019 GRANT AGREEMENT FOR New Village Arts, Inc.
This agreement, is made on the .. ?~day of -20~ by New Village Arts,
Inc. (ORGANIZATION}, hereinafter referred to a ntee," 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 five thousand dollars ($5,000) ("Grant.") The purpose of the Grant is to provide
funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Little Shop of Horrors
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 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 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. SEVERABILITV. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
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· :.·· {.I,.. / / / ,.
*By:/ /l l.tl-i~ 0(-L·"--
-· I (1st signature here)
~ ,~h~hl~ [u, y\l"r '.fyl1.1.~\'f I)~/~ tfu-v
(Print name/Title) /
k h) h' ~'-'-~-lt\ t vJv· , l t '-•\;}' i\.1' t-s ,i ,-J,;
Email address) · •
c . --:;:!!-'~·-""7 ------
**By: /~
(2nd signature here)
I I Iv) ( (;ry,i,;ruu-/ Af t"'4YJ }A rrc h~,
(Print name/Title) '-0
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: ~ f i?~
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
__.¥,...::A:<,;....RB~A-=E""'N"-'-~-LE-SO.l,.,_~'-',.~_._~,t{,,;.......:!,_'--,D".
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;,;;g~ttorney
Assistant City Attorney ttr is { ,c,
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. Letter requesting project name change
6. Project illustration
7. Arts Commission minutes for name change approval
8. Required -Community Arts Grants Guidelines 2019
6
Community Arts Grants 2019 Application
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:
As an Arts Organization, would you be
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 indMdual artists! (OPTIONAL)
For which funding category are you filling out
this application?
Organization Name
Street Address
City
State
Zip Code
9773211
Complete
kristianne@newvillagearts.org
kristianne@newvillagearts.org
Kristianne
Kurner
Executive Artistic Director
2787 State Street
Carlsbad
California
92008
7607298703
kristianne@newvillagearts.org
Arts Organization
Yes
Arts Projects
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 Cartsbad?
Has your organization received funding from
the City of Cartsbad's Community Arts Grants
program in the past?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Cartsbad'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
The West Coast Premiere of Bella: An
American Tall Tale
In May and June of 2019, New Village Arts will
produce the West Coast premiere of BELLA:
AN AMERICAN TALL TALE by Kirsten Childs,
a new musical that uses humor, imagination
and larger-than-life storytelling to spotlight the
diversity of the Old West through the journey
of an outspoken and dynamic African-
American heroine. This impactful story, which
invites audiences to expand their
understanding of American History to include
voices from many ethnicities and cultures, will
provide a vibrant conclusion to Season
Eighteen.
04/16/2019
06/30/2019
7500
20-25
Total Number of Expected Audience
Attendance for Project
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
2400
New Village Arts has produced 17 seasons of
critically-acclaimed theatre in Carlsbad and is
one of the most impactful cultural hubs of the
city, anchoring the community with
professional arts experiences that attract
tourism and serve the community. During the
past year alone, we have produced two large
scale musicals, LEGALLY BLONDE and
AVENUE Q, both of which played to full
houses throughout their runs and garnered
rave reviews from critics and audiences. In the
coming year, NVA will also produce SMOKEY
JOE'S CAFE, a popular rock-and-roll musical,
before producing BELLA. New Village Arts has
built a strong, passionate audience for our
musical theatre productions and is confident
that the audience will enthusiastically support
BELLA.
Additionally, our Teatro Pueblo Nuevo (TPN)
initiative continues to bring more diverse
audiences into our theatre and activates
inclusivity in our programming. In the past
year, we have expanded our TPN
programming, welcoming hundreds of new
theatre goers to Carlsbad. We will integrate
these two components by producing a musical
that focuses on both entertainment and
inclusivity, combining two of the most
successful aspects of our programming with
this production of BELLA.
What makes the The West Coast Premiere of
Bella: An American Tall Tale project
distinctive?
BELLA: AN AMERICAN TALL TALE opened
at Playwrights Horizons in New York City last
year to critical acclaim for its retelling of a
period of American History when diversity was
often overlooked. Even though one in four
cowboys were people of color, they are often
excluded from stories about westward
expansion in this country. Because BELLA is a
highly entertaining musical, filled with humor
and fun, it is extremely accessible to the
audience while providing the opportunity to
reshape the audience's understanding of the
history of their own country. While New Village
Arts is focused on delighting its audiences, we
are also focused on leveraging theatre as a
tool to build community. As members of more
diverse audiences see more representations
of themselves on stage, our ability to connect
with and empower more audience members
increases, making our productions even more
impactful and our service to the community
even more valuable. Additionally, BELLA
features a strong and dynamic African-
American female lead, which is a rare
characteristic of large-scale musicals and one
that we are eager to spotlight.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
With BELLA, New Village Arts plans to inspire
and activate our community. We will do this by
producing a high-quality musical of exceptional
artistic merit, while also offering opportunities
for our audiences to delve deeper into the
themes of the story through regular post-show
discussions, lobby displays and engagement
with Community Partners.
Our post-show discussions involve both the
cast and the audience, and build community
through conversation about a shared
experience. Our lobby displays are interactive
experiences, allowing audience members to
learn more about the musical as well as
provide information about our Community
Partners. We are proud that we have two
fantastic local non-profits joining us for BELLA:
Solutions for Change and the San Diego
Buffalo Soldiers.
NVA is committed to staying connected to its
audiences and learning from patron feedback
so that we may better serve our community.
After each performance, audience members
are emailed a survey that evaluates their
response to the show and includes questions
about how many patrons are experiencing the
many other opportunities available in Carlsbad
Village.
NVA will measure our ability to achieve the
goal of inspiring and activating our community
by tracking ticket sales and the number of
people who stay for the talkback discussions.
We will analyze the results of the post-show
survey and share those results. Critical
responses from the media and online sites will
address the artistic merit of the production.
Who is your target population and why? How
will you reach them?
Our target population is the greater Carlsbad
community, both our regular patrons as well as
new patrons. Live theatre is a cultural
cornerstone of the Carlsbad community.
Because of the unique nature of BELLA, we
are working to bring new patrons into the
theatre who have yet to experience New
Village Arts, and are attracted to the inclusive
themes of the show as well as the
entertainment value of a large-cast musical, so
that they will have artistic experiences that are
relevant and accessible. We will reach them
through email promotions encouraging our
regular patrons to bring new guests to the
theatre, as well as through local marketing
targeting new patrons.
NVA will utilize our Community Partners to
help build audiences as well. Both Solutions
for Change and Buffalo Soldiers of San Diego
have large followings, and will share
information about the play with their
constituents.
We believe it is important for local high school
and college students to experience BELLA,
and will be offering special opportunities for as
many students as possible to come to NV A.
When students do attend, we will ensure that
there are artists available to discuss the
experience, focusing on viewing American
history through a more inclusive lens.
Are you partnering with any organizations or Yes
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Provide names and brief description of roles
for any partners in this project. This would
include any organizations, artists or individuals
involved in your project that are not employed
or affiliated with the applying organization.
Please upload all resumes of teaching artists,
artists or any other individual partners in your
project. Only one PDF document will be
accepted -please consolidate all information.
Upload a Letter of Support in PDF form from
any partnering organizations or schools that
are essential to your project. Up to five PDF
documents will be accepted.
New Village Arts has two Community Partners
for BELLA. These groups will help spread the
word about the show, while NVA will share
information with our patrons about the good
work that these organizations do. The
Community Partner program at NVA is a
successful way to build knowledge ,
understanding and support for various non-
profits in our community.
Solutions for Change was founded in North
County San Diego in 1999, and has solved
homelessness for over 900 families and 2300
children. Their mission is just that, to solve
family homelessness -one family, one
community at a time.
The San Diego Buffalo Soldiers mission is to
provide a historically accurate account of the
Buffalo Soldiers contribution to American
history, specifically the participation of the 9th
& 10th Horse Cavalry. Additionally, the San
Diego chapter exists to increase awareness
and respect for cultural differences and to
encourage and improve the quality of life for all
people. They provide educational
presentations to the community, schools, and
other organizations to perpetuate the rich
history and legacy of the Buffalo Soldiers.
They strive to develop leaders who can
address the humanitarian needs of our
communities.
Bella_Bios.pdf (117k)
• SDBuffaloSoldiers.pdf (60k)
• SolutionsForChange.pdf (94k)
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
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:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Website for BELLA at NV A:
http://newvillagearts.org/api_showinfo_new.ph
p?id=602
Website from NYC production with multiple
videos:
https://www.playwrightshorizons.org/shows/pla
ys/bella/
Bella.pdf (2009k)
CAG _2018_Project_Budget_Form_Arts_Projec
ts_xjbj.pdf (66k)
• 2016NewVillageArts990.pdf (6235k)
• 2016NVA990ScheduleA.pdf (3903k)
New_ Village_Arts_Board_of_Directors_2018.p
df (83k)
Kristianne
Kurner
Executive Artistic Director
7607298703
kristianne@newvillagearts.org
2018-11-0213:57:47
2018-11-0114:47:59
2018-11-0213:57:47
108.238.17.225
Browser
OS
Referrer
Chrome
Mac
https://fs9.formsite.com/CarlsbadCulturalArts0
ffice/form23/form_log in. html
Applicant:
p ROJECTINCOME
Q)
E 0 u C
Q)
E 0 u C
Admissions
Gifts/Merchandise/ Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
Cash
$77,200
$5,000
N/A
N/A
$82,200
Cash
$1,000
$3,500
$7,500
$12,000
INCOME TOTALS I $94,200 I
COMMUNITY ARTS GRANTS 2018-PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION
Notes cash
Season nckets and Single nckets
Concessions
Subtotal Earned Income $0
Notes cash
Other sponsorship to be determined
Pamela Richards: Actors Sponsorship (Confirmed)
Subtotal Unearned Income $0
$0
PROJECTED -APPLICATION
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
p ROJECT EXPENSES Cash Notes Cash
nont 01 House ~tan \House Manager ~artenaer, ~ox u, 1ce1,
Project Staff(non-artist) $19,982 Artistic Director 30% Salary, Marketing Director 30% Salary,
-· ,no ~· -,no, -
Project Artist(s) or Arts $41,260 Actors, Directors, Designers lnstructor(s)
Educational Materials/Printing $1,500 Programs and Flyers
Costumes/Props $2,500 Costumes and Props Materials
Sets $2,000 Scenic Materials and Projection Materials
Supplies $650 Lighting and Sound Materials
Licensing/Royalties $6,402 Royalties
Rentals (space and/or other) $1,250 Two and a half months rent
Transportation N/A
Food & Beverage $1,825 Concessions Expense, Opening Night Expense and Craft Services
Marketing/Promotion/ Publicity $2,351
Fiscal Agency Fee
Other $4,100 Contracted workers: Stage Management, Crew, Master Carpenter
Other $10,380 Overhead: SDG&E, Water, Trash Services, Telephone, Internet,
Website
Other
EXPENSES TOTALS I $94,200 I $0
PROJECTED -APPLICATION
IN-KIND Value Notes Value
NEW VILLAGE ARTS·
Kristianne Kurner
Executive Artistic Director
Alex Goodman
Managing Director
Robert I Lin
President
Sue Loftin
Vice-President
Mark Coulombe
Secretary
Christy Rosa Mohler
Treasurer
Board Members at Large
Joan Cumming
Bob Dawson
Kristianne Kurner
Saundra Moton
Mark Tanner
Scott L. White, former
president
NVA Advisory Board
Rosemary Eshelman, Chair
Ariel Bedell
Mark Caruana
Kathy Deering
Fred Deutsch
Mea Hall
Walt & Sharon Hambly
Pat Hansen
Bobbie Hoder
Pat Hurley
Emma Jadhav
Chelsea Kaufman
Jacquelyn Kilpatrick
Richard Kuranda
Cassie Langan
Linda Ledesma
Gina McBride
Julie Nygaard
Dr. Bob Ogle
Christine lleto Pangan
Justin Peek
Elizabeth Rhodes
Shari Roberts
Debbie Rossi
Jay Sarno
Alice Sievertson
Lorraine Wood
NVA is a 501(c)(3)
Nan-Profit Organization
Tax ID 1152-2320930
New Village Arts, Inc.
2787 State St.
Carlsbad, CA 92008
760.433.3245
info@newvillagearts.org
www.newvillagearts.org
Richard Schultz
Carlsbad Cultural Arts Office
1775 Dove Lane
Carlsbad, CA 92011
January 31, 2019
Dear Richard:
We are writing to inform you that we have had to change the final show in our 18th season.
Due to staffing changes and problems with receiving music materials from the royalty house,
we have made the decision to cancel our production of BELLA: AN AMERICAN TALL TALE.
Instead, we will be producing a re-imagined and inclusive version of the popular musical
LITTLE SHOP OF HORRORS.
We would like the Carlsbad Cultural Arts Office to consider moving the 2019 Community Arts
Grant of $5,000 from BELLA to LITTLE SHOP. Most of the same actors will be involved in the
new show, specifically Cashae Manya, who was originally scheduled to play Bella, will now
take on the role of Audrey, which is very rarely played by an African-American woman. The
show will be directed by NVA's Director of Connectivity AJ Knox, who recently directed the
huge hit musical AVENUE Q, which has been nominated for 5 San Diego Theatre Critics Circle
awards (the award ceremony is on February 11th). Mr. Knox has some very exciting ideas for
the character of Audrey II, which is usually played by an unseen actor. In the NVA
production, this role will be played by a fantastic woman who will embody the 1950s b-
movie aesthetic. I have attached some early sketches to help understand the exciting
direction we will be taking.
The production of LITTLE SHOP OF HORRORS will also run much longer than the originally
scheduled run for BELLA. LITTLE SHOP will run from Mary 24-August 4, 2019 giving patrons
many more opportunities to experience the show (BELLA was scheduled to run May 24 -
June 23 with a possible extension through June 30).
The Carlsbad Cultural Arts office will still receive all of the benefits of sponsorship, including
your name on the marquee, a full-page in the show program, and tickets available for staff.
We are most grateful for your consideration. Please feel free to reach out to me at 760-845-
8020 with any questions or for clarification.
With all best wishes,
Kristianne Kurner
Executive Artistic Director
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
Call to Order
ARTS COMMISSION
CARLSBAD ARTS COMMISSION
Thursday, Mar. 7, 2019
Council Chamber
1200 Carlsbad Village Drive
Carlsbad, CA
Chair Laurenn Barker called the meeting to order at 9:00 a.m.
Roll Call
Present:
Absent:
Staff and guests:
Approval of Minutes
Commissioners Barker, Markovits, Schmidt, Snyder & White
Commissioner Jadhav
Cultural Arts Manager Richard Schultz; Technical Assistant Chase Dougherty;
Community Arts Coordinator Laurette Garner; Community Arts Coordinator
Megan Gilby; Programs and Venues Coordinator Karen McGuire; Senior Office
Specialist Sandra Riggins; Administrative Assistant Audra Mahoney
ACTION: The commissioners approved the minutes of Feb. 7, 2019 as amended {4-0-1-1 with Jadhav
absent and Markovits abstaining).
Public Comment
Alex Gillespie spoke to the commissioners about an Art Utility Box program done in Federal Way,
Washington which was very popular in the community.
Community Arts Grant Update
New Village Arts requested-that they change their named production to Little Shop of Horrors from their
original production.
ACTION: The Arts Commission approved a change of the supported production to Little Shop of Horrors
from their originally proposed production. 4-0-1-1 {With Jadhav absent and White recused).
A special opportunity grant was issued in the amount of $500 to Hands of Peace, an organization who
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will offer a summer program to include Israeli, Palestinian and American Youth together to explore
community and peace making. The program will include a mural program which will be on display
throughout the year.
Discussion of Committees
Manager Schultz, Megan Gilby, Karen McGuire and Laurette Garner presented about the different
committees in which commissioners may participate in 2019. The committees for this year will be the
Public Art Committee, Community Arts Grants Committee, Gallery Committee, Arts Education
Committee, and Business Outreach Committee. Each commissioner may express interest, via email to
Manager Schultz, for which committees he/she may be interested.
Discussion: Arts Commission 2019-2020 Workplan
City Council has asked that the Arts Commission create a work plan by July. The consensus among the
commissioners is to call a subcommittee of two commissioners to write a work plan and present it to
the entire commission in July.
Chair Report
The city has been written up in two national magazines recently. Commissioner Barker is concerned that
the message is not getting out to the community of everything the city has to offer in terms of arts and
culture. She reminded the commissioners to be ambassadors to the community about what is going on
in the arts in the city, and to be involved and have greater outreach.
Cultural Arts Office Report
Manager Schultz introduced Audra Mahoney who will be working with TGIF and mobile outreach. She
for:merly worked with the Library Community Relations team. TGIF band lineup will be announced in
April and food vendor Request for Proposal (RFP) will be released soon. Partnering with the Museum of
Making Music and Mira Costa College, together with the Cultural Arts Office, the city will be presenting a
Battle of the Band competition where the winners will be able to perform a pre-show at TGIF. The focus
will be on ages 18-24. Commissioner White recommended that the judges involved be among the 18-24
age range. The program will include the artistic aspect of the program along with an education aspect to
help young artists present themselves.
The venue feasibility study contract is in the process and the study will be initiated upon completion of
the contractual process.
The city would like to issue a Proclamation for Women's History Month and would like to involve a
member of the Arts Commission and Library Board member to be a part of the presentation. Tina
Schmidt was asked to be involved and agreed to participate.
Commission Comments
Commissioners reported out on their advocacy effort in the community. It was noted that a national
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publication listed Carlsbad as the top place to retire in California with a heavy emphasis on the arts.
Commissioners discussed New Village Arts Gala and new season, displeasure in communications of the
city and branding making it difficult to distinguish one event from another and upcoming arts events.
The process for applications of new commissioners was discussed. Prospective commissioners may meet
with city council members individually and the city council publicly. Commis~ioner Snyder has accepted
a position of the Carlsbad Music Festival Board .
Adjournment
Chair Barker adjourned the meeting at 10:21 a.m.
Respectfully submitted, rs~:t1i~~
Sr. Office Specialist
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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 Di ego 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)
ELIG IBILITY
• 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 APPE NDICES
• 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
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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 $S00 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 FISCAL AGE NT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
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
ARTS ORGA NIZATIONS - 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 ca pacity building include:
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $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
EDUCATIONAL IN STITUTIONS AN D AFFI LIATED 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 SCHOOLS
• Arts In Schools grants have a maximum award of $2,S00
• 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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• 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 SCOR ING OF APPLI CATIONS
GRANTEE ACCESS DURING PANEL SESSIONS
• 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 additional 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
• The 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 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, 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 SCO RING 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 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
• Th e 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
CA RLSBAD 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
APP LI CATION
All applicat ions 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.
l. 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 fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisi ons 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 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 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 informat ion 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 rea l 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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