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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. 2 8. PROJECT MODIFICATION OR TERMINATION. a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the Project, or prior to first disbursement of funds. After Project commencement, as outlined in the Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified or amended only by mutual agreement, in writing, of both the City and Grantee. 9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount allocated to the Grantee: a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar days of receipt of the Agreement. b. Activities associated with Grantee occur that do not align with activities described in the Agreement Scope, including, but not limited to, reduction in services, significant alteration of Agreement Scope elements, such as performers, artists or attendees, or significant changes in budget income, expenses or line item designations from Grantee's budget, included in the Agreement Scope. c. A Grantee withdraws or terminates the Agreement Scope. d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports and/or documentation before January 31, 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 \\\ \\\ \\\ \\\ \\\ \\\ \\\ 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 Page 1 of 3 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 Page 2 of3 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 Page 3 of 3 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 Page 1 of 8 o Capacity Building -$5,000 maximum award o Arts Projects -$7,500 maximum award • Educational Institutions and Affiliated Groups -$30,000 total maximum in awards o Arts in Schools -$2,500 maximum award • Special Opportunities -$5,000 total maximum in awards o $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 Page 2 of8 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 Page 3 of 8 • 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 Page 4 of 8 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 Page 5 of 8 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 Page 6 of 8 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 Page 7 of 8 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 Page 8 of 8