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HomeMy WebLinkAboutNew Village Arts Inc; 2020-02-07; (3)City Attorney Approved Version 1/30/13 1 AMENDMENT NO.1 TO AMEND AND EXTEND THE AGREEMENT FOR 2020 GRANT AGREEMENT NEW VILLAGE ARTS, INC. This Amendment No. 1 is entered into and effective as of the _______ day of ___________________, 2020, extending the agreement dated February 7, 2020 (the “Agreement”) by and between the City of Carlsbad, a municipal corporation, ("City"), and New Village Arts, Inc., (“Grantee") (collectively, the “Parties”) for Season 19 at New Village Arts. RECITALS A. On February 7, 2020, the Parties executed the original Grant Agreement; and B. The Parties desire to extend the term of the Grant Agreement and amend the project scope as noted in the Exhibit A “Scope of Services” and Exhibit B “Community Arts Grants Guidelines – 2020 COVID-19 Addendum;” which are attached and incorporated herein, and C. The Parties have negotiated and agreed to the amended scope of work and to extend the Agreement until June 30, 2021. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Artist agree as follows: 1. The Agreement, as may have been amended from time to time, is hereby extended from June 30, 2020 to June 30, 2021. All references to “June 30, 2020” in the Agreement are hereby replaced with “June 30, 2021.” 2. The Parties desire to extend the term of the Grant Agreement and amend the project scope as provided in Exhibit A “Scope of Services” and Exhibit B “Community Arts Grants Guidelines – 2020 COVID-19 Addendum;” and 3. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. \\\ \\\ \\\ \\\ \\\ \\\ DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D June 17th City Attorney Approved Version 1/30/13 2 4. The individuals executing this Amendment and the instruments referenced on behalf of each represent and warrant that they have the legal power, right and actual authority to bind Grantee to the terms and conditions hereof of this Amendment. ARTIST CITY OF CARLSBAD, a municipal corporation of the State of California By: By: (sign here) HEATHER PIZZUTO Library & Cultural Director As authorized by the City Manager (print name/title) ATTEST: By: (sign here) BARBARA ENGLESON City Clerk (print name/title) If required by City, proper notarial acknowledgment of execution by Artist must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Group B Chairman, President, or Vice-President Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: _____________________________ Assistant City Attorney DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D Kristianne Kurner Executive Artistic Director Managing DirectorAlex Goodman City Attorney Approved Version 1/30/13 3 EXHIBIT “A” SCOPE OF SERVICES As one of the many programs to support artists and arts organizations in Carlsbad, the Community Arts Grants program funds quality arts and cultural programming and organizational support within Carlsbad. This amendment will allow the City to continue to support the awarded Grantees through extending the timeline and amending the initial project. Background: In November 2019, the Community Arts Grant 2020 (CAG2020) proposals were reviewed by a peer panel consisting of local and regional artists and arts professionals. In December 2019, the Arts Commission reviewed the Grantee recipients and approved the final list. Subsequently, the City entered into individual agreements with each approved Grantees. On March 19, 2020, the California Governor issued a statewide order for Californians to stay at home to slow the spread of nationwide COVID-19 pandemic. The statewide order began impacting CAG2020 Grantee's ability to fulfill its original project by excluding all in-person projects and events. These challenges created obstacles for the Grantees to achieve their original plan. In the spirit of the Community Arts Grant program, City staff proposed an amendment to the CAG2020 program allowing flexibility in program deliverables/projects. To better serve local arts organizations, schools, and artists during COVID-19, on May 7, 2020, the Arts Commission approved changes to the Community Arts Grants 2020 which are now published in the Community Arts Grants Guidelines – 2020 COVID-19 Addendum, dated 5/21/2020 "Exhibit B." Amendment purpose The purpose of this amendment is to amend and extend Community Arts Grants 2020 agreements to allow reasonable adaptations of a previously funded project due to COVID-19 pandemic related health and safety regulations, requirements, and recommendations made by government agencies, school districts, and organizational policies. Amendment timeline Amendment will extend the existing allocated grant funding for one (1) year, expiring on June 30, 2021. Projects may be completed at any time before this date, and Final Reports are due within thirty (30) days of completion of the project, or July 30, 2021, whichever comes first. Project transparency By temporarily expanding project eligibility with this amendment, the City's Cultural Arts Manager or designee will work with Grantee to validate a suitable project that meets the original intent of the grant. Any changes, whether planned or unanticipated, to funded projects due to the COVID-19 pandemic (including, but not limited to, stay-at-home orders and social distancing measures) must be submitted to City in writing by no later than December 31, 2020. Potential replacement project(s) will be reviewed, and the City's Cultural Arts Manager or designee will respond no later than two (2) weeks of receiving Grantee's proposal. Any project changes will continue to adhere to the City’s Community Arts Grants 2020 Guidelines provided with the original executed agreement and the newly developed Community Arts Grants Guidelines – 2020 COVID-19 Addendum "Exhibit B." Funding All grant funding will remain consistent with what was outlined in the awarded CAG2020 agreement. DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D Page 1 of 3 5/12/20 COMMUNITY ARTS GRANTS GUIDELINES – 2020 COVID-19 ADDENDUM CAG 2020 COVID-19 UPDATES In response to the COVID-19 crisis, the Cultural Arts Office, with approval from the Arts Commission during the May 7, 2020 meeting, has amended the Community Arts Grants 2020 Guidelines with the updates included in this addendum. In addition to the Community Arts Grants mission, the goal of these updates is to support and provide funding to artists and arts organizations in Carlsbad and surrounding areas during the COVID-19 crisis. Any information included in the Community Arts Grants 2020 Guidelines that is not amended in the guidelines is considered intact. Staff retains the right to make any changes to this document with notification to grantees. CAG 2020 COVID-19 UPDATE OVERVIEW: •All projects in the 2020 grant cycle will have an extended deadline of June 30, 2021 •All current grantees will have the option to: o Arts Organizations: Update any Arts and/or Capacity Building Projects to reflect changes due to COVID-19 Convert any Arts Projects to Capacity Building Projects or vice versa o Educational Institution & Affiliated Update any funding project to reflect changes due to COVID-19 o Submit the Final Report if no changes are needed o Mutually cancel current agreement with the city and return any received funds if programs are not able to continue in any capacity •Temporary expanding of project funding eligibility to be more inclusive, including virtual events and specific operating costs •All updated projects will require an updated project form and amendment to executed agreements •Funding caps for Capacity Building and Arts Projects will be temporarily removed (no additional funds are available) •The final 20% payment of the award will be disbursed upon receipt of completed final report due on or before September 30, 2021 HEALTH AND SAFETY CERTIFICATION •Any and all projects, programs and activities supported by the Community Arts Grants must adhere to any and all healthand safety requires as outlined by state, county, local or other governmental bodies at all times. Failure to do so may result in cancellation of the agreement and returning of grant funds. FUNDING CATEGORIES Funding categories for Arts Organizations will be adjusted for this cycle only to allow flexibility for grantees during this crisis. No new funds will be allocated. Funding will be organized by the applicant’s type of organization, then into available category or categories for that organization type: •Arts Organizations, including Fiscal Agents of Individual Artists o Arts Organization award amounts will remain the same o Any awards made to one organization will be considered a total amount to be converted or allocated to projects. For example, if an organization was awarded $500 in Arts Projects, they can decide to utilize that funding for Arts Projects or Capacity Building depending on what support the organization needs at this time. EXHIBIT "B"DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D Page 2 of 3 5/12/20 o If an organization received both Arts Projects and Capacity Building grant funds, they can allocate the total of both awards into one or either category as best supports the organization.  For example, if an organization was awarded $500 in Arts Projects and $500 in Capacity Building, they have $1,000 to allocate towards one category, or a combination of both. o To achieve this, the award maximums in each category will be temporarily lifted for this cycle. • Educational Institutions and Affiliated Groups o Schools award amounts will remain the same ARTS ORGANIZATIONS ARTS ORGANIZATIONS – CAPACITY BUILDING • Capacity Building projects are temporarily available to all Arts Organization grantees for the CAG 2020 cycle • Funding may NOT be used for fundraising purposes • Capacity Building grants may not be used for general operating support, but for specific items • Some examples of capacity building include (but are not limited to): o Facility rent in non-city owned buildings o Utilities, like wi-fi o Staff and artist fees o Marketing support for changes in programming o Staff training and/or technology to transition to virtual programming 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 will be defined as programs, activities and events that are primarily designed to be arts focused. These projects may be presented whether virtually or in person, ONLY if all current health and safety requirements are met and crowd size limitations have been lifted EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS • Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. These projects may be presented wither virtually or in person, ONLY if all current health and safety requirements are met and crowd size limitations have been lifted APPLICANT INFORMATION REVIEW OF PROGRAM UPDATES • Cultural Arts Staff will review program updates from grantees for completeness and alignment with updated guidelines and approve. • Regular updates will be provided to the Arts Commission. DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D Page 3 of 3 5/12/20 GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD AGREEMENT AMENDMENT • All approved updates will require an amendment to the original agreement. The amendment will be provided upon approval of program updates. PROMOTION • Grantees are encouraged to share links or files to virtual events, live or recorded, with staff to help with promotion. OTHER INFORMATION CAG 2020 COVID-19 UPDATE FORM The form to submit your program changes will be available online at www.carlsbadca.gov/artsgrants. The form includes the following sections: 1. Grantee Information 2. Project Update Information a. Arts Organizations i. Award Amount Updates ii. Project Update Narrative b. Schools & Affiliated Groups i. Project Update Narrative 3. Health & Safety Certification ASSISTANCE To continue to support our information artists and organizations, the Cultural Arts Office staff will continue to provide additional resources for our applicants in the 2020 cycle. • Appointments to meet with staff to answer any questions will be available at www.carlsbadca.gov • Cultural Arts Office staff are always available to assist applicants. Please contact Mimi Kim at mimi.kim@carlsbadca.gov and Megan Gilby at megan.gilby@carlsbadca.gov DocuSign Envelope ID: C399BF0E-B229-44F5-A6C6-32194334851D 2020 GRANT AGREEMENT FOR New Village Arts, Inc. This agreement, is made on the ±,-vv day of ;;z~C\.N2J" ~ , 20 2.D, by New Village Arts, Inc. (ORGANIZATION), hereinafter referred to as "Grantee," 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 2020 Community Arts Grants Program in an amount not to exceed seven thousand, five hundred dollars ($7500) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Season 19 at New Village Arts 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 June 30, 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. In accordance with the Agreement Scope and the Community Arts Grants 2020 Guidelines, all grant funds are eligible to be used January 1 through June 30, 2020. Any extension of fund use must be requested in writing and approved in writing by City. Extension of Community Arts Grants 2020 funds will render that organization ineligible to apply for or receive additional funds as part of the subsequent Community Arts Grants 2020/21 cycle. c. 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. d. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2020 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, 1 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. 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 2020 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. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES. Grantee has the option to supply event and/or program information including the date, location, time, admission, parking and related details for inclusion in Cultural Arts' communications such as e-newsletter, emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the information through the city's established channels of communication. If grantee wishes to participate, the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event or program. Please initial box to opt-in to promotional opportunities 5. 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. 6. 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 2020 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, July 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. 2 7. 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. 8. 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. 9. 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. 10. 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 July 31, 2020. 11. 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. 3 12. 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, California 92008 Email: kristianne@newvillagearts.org 13. INDEMNIFICATION. For City: City of Carlsbad Library & Cultural Arts Director 1775 Dove Lane Carlsbad, CA 92011 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. 14. 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. 15. 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. 16. 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. 17. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall not affect other provisions of this Agreement, which can be given effect without the conflicting provision. To this end, the provisions of this Agreement are declared to be severable. 18. 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 19. 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. ( at ) ~----**By: ___________ _ (2nd signature here) CITY OF CARLSBAD, a municipal corporation of the Saof California . By: ~~d~ HEATHERPIZZUTO Library & Cultural Arts Director BARBARA ENGLESON 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, Secretary, President, or Assistant Secretary, Vice-President 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: ::LIA A~ Ca:ney Assistant City Attorney 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 2020 Application 2. Optional, as needed -Community Arts Grants 2020 -Project Budget Information 3. Optional, as needed -Community Arts Grants 2020 -Revised Project Form 4. Optional, as needed -Community Arts Grants 2020 -Revised Project Budget Information 5. Required -Community Arts Grants Guidelines 2020 6 Community Arts Grants 2020 Application Reference # 1 0409087 Status Complete Login Usemame kristianne@newvillagearts.org Login Email kristianne@newvillagearts.org First Name Kristianne Last Name Kurner Title Executive Artistic Director Street Address 2787 State Street City Carlsbad State California Zip Code 92008 Phone Number 7607298703 Email Address kristianne@newvillagearts.org Are you applying as an: Arts Organization As an Arts Organization, would you be Yes interested in acting as a Fiscal Sponsor for individual artists to apply for future Community Arts Grants? This would not impact your own organization's ability to apply for funding. If you check yes, Cultural Arts Office staff will reach out with more information. We appreciate your support of individual artists! (OPTIONAL) For which funding category are you filling out this application? Would you like to participate in an application review by Cultural Arts Staff? Organization Name Street Address City Arts Projects No New Village Arts, Inc. 2787 State Street Carlsbad State Zip Code Phone Number Organization website URL: What is your organization's mission statement? California 92008 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. Is this your organization's first time applying No with the City of Carlsbad? Has your organization received funding from Yes the City of Carlsbad's Community Arts Grants program in the past? Project Name Project Summary Project Start Date Project End Date Funding Request from the City of Carlsbad's Cultural Arts Grants Season 19 at New Village Arts New Village Arts (NVA) will produce three theatre productions: MURDER FOR TWO, THE ROOMMATE and INTO THE WOODS. These two musicals and one San Diego premiere will bring eclectic artistic experiences to Carlsbad Village. MURDER FOR TWO is a hilarious musical in which 2 performers play 13 roles -and the piano -in a witty homage to classic murder mysteries. The female artist- driven THE ROOMMATE is a dark comedy about what it takes to re-route your life -and what happens when the wheels come off. INTO THE WOODS is a reimagining of the first musical NVA ever produced. 01/01/2020 06/14/2020 7500 Total Number of Expected Participants for Project 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. 55 6,150 -8,200 New Village Arts has a history of engaging the community with its high-quality mainstage performances, continually representing the diversity of the Carlsbad community through the stories and characters we put on stage and the risks we take to create an inclusive space for art. 2019 has been no exception as we produced the hit musical LITTLE SHOP OF HORRORS with an updated concept, including the casting of a female in the role of Mr. Mushnik and a male as one of the traditionally female street urchin chorus members. Our voice of Audrey II was also portrayed by a woman and she took the stage instead of existing solely in plant form voiced off-stage. This engaging and immersive production concept was highly impactful for our audiences, and received Critics Choice from the San Diego Union Tribune. Additionally, INTIMATE APPAREL, has provided an opportunity to continue prioritizing diversity in storytelling on stage. Pulitzer Prize- winner Lynn Nottage's true story portrait of a young African-American woman and her quest for love has showcased the strengths of director Melissa Coleman-Reed and a diverse cast of six, while welcoming a more diverse audience into the theatre. What makes the project distinctive? New Village Arts is the only professional theatre in Carlsbad, and a hub for the artistic community in San Diego. NVA hires the highest quality artists to create our season of mainstage productions, guaranteeing impactful and engaging theatre for the Carlsbad community. With our intimate space, we immerse the audience in the stories we tell and invite them to find themselves in the characters. Because of our decision to prioritize inclusion and diversity, the stories we tell reflect the audiences living in Carlsbad, creating pathways for everyone to access theatre and to see themselves on stage. MURDER FOR TWO showcases the fantastic talents of our musical theatre artists. Two actors play multiple characters (and the piano!), turning the traditional murder mystery genre on its head. This show will entertain and inspire our audiences. The characters in THE ROOMMATE are women over the age of 50 which are rarely -if ever -portrayed on stage in leading roles, despite the fact that they have distinct and important stories to tell. The production will showcase the talents of the female theatre artists working with NVA while bringing a fresh, new, thought-provoking play to the Carlsbad community. INTO THE WOODS was the first musical NVA ever produced back in 2010. In 2020, NVA will return to the twisted fairy tale with a whole new concept for the show, which includes a smaller cast, more stage magic and some of the best musical theatre performers in San Diego. What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? At New Village Arts, our main goal is for as many people as possible to experience the work we do onstage. We have the potential for 8,200 patrons to see these three productions. At 75% capacity, 6,150 patrons could experience award-winning professional theatre. Another goal is to increase the diversity of age range and ethnicity in NVA's audiences. We currently trend mainly older and mostly Caucasian. We would like to bring more young people in to experience theatre and serve a wider diversity of ethnicities. A final goal is to engage the community and encourage conversation about the themes presented onstage. The first goal will be measured by ticket sales numbers. NVA will use our box office software system, Spektrix, to track audience attendance rates and analyze those numbers compared to previous years and other similar productions. Increasing diversity will be measured by voluntary email surveys sent to patrons after they have seen a show, which will include questions about age and ethnicity. In addition, thanks to support from Wells Fargo, NVA will present two weekday student matinees of every production, guaranteeing that 200 high school students will see each production. The final goal will be measured by talk-back discussions, critical responses to the performances, and surveys. The talk-backs give the audience the opportunity to ask the actors questions or make comments about their experience, and also allows NVA staff to solicit feedback from the audience. Critical responses track quality and audience feedback is garnered in the surveys. Who is your target population and why? How will you reach them? The primary audience for NVA has always been local art lovers. Looking at our audience data, we see the majority of our audience coming from Carlsbad zip codes. As a Carlsbad arts organization, the residents of our city are our most vital patrons. Currently, the most represented demographic in our audience is within the age range of 50- 95. While we want to continue to engage this demographic, we are also including a goal to reach target populations in both the 35-50 age range as well as the current student population. Our engagement plans will begin by leveraging connections with our deeply impactful arts programs in local high schools. Many graduates of these arts programs continue to engage with NVA as they pursue higher education and careers. Additionally, we will offer student matinees to INTO THE WOODS and MURDER FOR TWO, so that students can begin engaging with live theatre experiences and bring these experiences into the classroom arts discussions, thereby beginning their lifelong relationship with the arts. Another fantastic part of the recently awarded Wells Fargo grant is that it allows NVA to invite members and constituents from local community organizations to see the show, with 50 complimentary tickets available per production for local non-profits. Current partners include the North County African American Women's Association, Leap to Success, the Vista Community Clinic and Just in Time For Foster Youth. With the goal of telling diverse stories that reflect our community, we are committed to making theatre accessible to ALL residents. 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. New Village Arts will partner with several organizations throughout the season. Some highlights include: Wells Fargo: A generous grant has allowed NVA to produce two student matinees and offer 50 complimentary community tickets to local non-profits per production. North County LGBTQ Center: A continued partnership welcoming the local LGBTQ+ community to be active participants with NVA. Buffalo Soldiers of San Diego: Complimentary tickets to productions and exclusive talk-back discussions with the actors and creative team. Leichtag Foundation: Outreach to the local Jewish community, including tickets and community events. Leap to Success: NVA will continue to partner with this Carlsbad-based non-profit that empowers women who are rebuilding their lives. North County African American Women's Association: Complimentary tickets and community outreach initiatives. Vista Community Clinic: Complimentary tickets to the staff of VCC, who provide affordable medical care to the North County community. Just in Time For Foster Youth: Complimentary tickets and mentorship opportunities to young adults who have aged out of the foster care system. School Partnerships include: Sage Creek High School: Verbitas Documentary Theatre program in the Fall; full production of classic theatre production in the Spring. Complimentary tickets to student matinees. 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. Please upload resumes and/or information of involved teaching artists, artists or any other individuals participating 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. This space is available to you to provide any links to any marketing materials, videos, images, websites, file sharing etc. that would provide more information on your project. {OPTIONAL, but recommended.) Carlsbad High School: Verbitas Documentary Theatre program in the Spring. Complimentary tickets to student matinees. Army and Navy Academy: Complimentary tickets to student matinees, ongoing partnership on building their drama program. Guajome Park Academy: Verbitas Documentary Theatre program in the Spring. Complimentary tickets to student matinees. Season_ 19_Artist_Bios.pdf (1550k) Artist_ Videos_New_ Village_Arts.pdf (140k) Letters_of_Agreement_CAG2019.pdf (171 k) New Village Arts Website: http://newvillagearts.org/ Web page for MURDER FOR TWO: https://www.newvillagearts.org/api_showinfo_n ew.php?id=6201 Web page for THE ROOMMATE: https://www.newvillagearts.org/api_showinfo_n ew.php?id=6202 Web page for INTO THE WOODS: https://www.newvillagearts.org/api_showinfo_n ew. php?id=6002 Youtube Videos from New Village Arts: https://www.youtube.com/user/newvillageartst heatr This space is available for one document upload for any supplemental information you'd like to include. If you have multiple documents, please combine them into one for this upload. Any links should be included in the box above. (OPTIONAL) Please upload your completed Project Budget form. Upload your organization's most recently filed IRS form 990EZ or 990, Part I -XII, and Schedule A Upload your roster of board members. Please ensure the document includes names, titles, organization/business affiliation and areas of expertise. All files must be in PDF format. Signature of authorized representative from applying entity: First Name Last Name Title Phone Number Email Address Last Update Start Time Finish Time IP Browser OS Referrer s 19_Brochure. pdf (357 4k) CAG _2020 _Project_Budget_NV A. pdf ( 65k) 2017 _Exempt_3045_NEW_ VILLAGE_ARTS_I NC_ClientCopy.pdf (3781 k) Board_of_Directors_October_2019.pdf (72k) Kristianne Kurner Executive Artistic Director 7607298703 kristianne@newvillagearts.org 2019-10-14 12:59:34 2019-10-14 09:39:35 2019-10-14 12:59:34 108.77.17.176 Chrome Mac https :/ /fs9. formsite. com/res/form Login Return Applicant: PR a, E 0 u C ""O a, C .... ro UJ a, E 0 u C ""O a, C .... ro a, C ::, OJECT INCOME Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Pub lic Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income I $ $159,780 $0 $0 $0 $159,780 $ $8,500 $10,000 $7,500 $26,000 INCOME TOTALS I $185,780 I COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes $ Notes previews and regular run Subtotal Earned Income $0 Notes $ Notes Coprorate Sponsorship Other grants Amount requested through Community Arts Grants 2020 Amount received through Community Arts Grants 2020 Subtotal Unearned Income $0 $0 Applicant: COMMUNITY ARTS GRANTS 2020-PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $24,371 FOH, SM, crew, labor Project Artist(s) or Arts $62,750 actors, band, designers, directors I nstructor(s) Educational Materials/Printing $5,053 programs, banners, photography Costumes/Props $5,750 Sets $4,000 Supplies Li censi ng/Royalti es $30,020 Rentals (space and/or other) $3,000 Paid to City Transportation Food & Beverage $975 Craft Services, Opening Night Marketing/Promotion/ Publicity $5,000 Fiscal Agency Fee Other $3,050 Lighting, Sound, Puppetry, Projection Other $41,811 Administrative Staff Other EXPENSES TOTALS J $185,780 I $0 Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION IN PROJECTED -APPLICATION -KIND SUPPORT Value Notes IN-KIND TOTALSl::::I =====$=0====1 Budget Instructions: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The application project budget must balance. Total income must equal total expenses. Final Report may differ. Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each." Please insert your organization name in the top right header. COMMUNITY ARTS GRANTS GUIDELINES -2020 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cu ltural 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 accessible 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 cult ural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Develop and support organizational strength and capacity of Carlsbad arts organizations; • 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. 2020 OVERVIEW Deadline for regular 2020 cycle grant applications is Monday, October 14, 2019 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $88,000 in total funding available for the 2020 cycle, including Special Opportunity grants • The 2020 cycle will include programs within a 6-month shortened activity period, Jan. 1-June 30, 2020. This is a temporary change from previous years; programs seeking funding after June 30, 2020 will participate in the next cycle, opening Spring 2020. Subsequent cycles will include twelve months for each funding cycle • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELIG IBILITY • Programs and activities supported must take place during the six-month shortened activity period, Jan. 1-June 30, 2020 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • If projects include partnerships, only one application may be submitted for that particular project involving all parties o If a school or affiliated party would like to partner with an arts organization for a project, we encourage the arts organization to act as the applying party GUIDELI NES APPENDICES • Appendix 1 -Frequently Asked Questions • Appendix 2 -Ineligible Organizations and Activities • Appendix 3 -Sample Budget • Appendix 4 -Sample Community Arts Grants 2019 Agreement FUNDING CATEGORIES Page 1 of 9 Funding will be organized by the applicant's type of organization, then into available category or categories for that organization type: • Arts Organizations, including Fiscal Agents of Individual Artists o Capacity Building -$S,000 maximum award o Arts Projects -$7,S00 maximum award • Educational Institutions and Affiliated Groups o Arts in Schools -$2,S00 maximum award • Special Opportunities -$3,000 total maximum in awards o $500 maximum award o All organization types o Outside of regular grant cycle, with funding available for programs taking place between Jan. 1-June 30, 2020. More information and guidelines on Special Opportunities grants will be available in Nov., 2019. o Organizations who apply for the main cycle are eligible for Special Opportunities, however any specific project part of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities. ARTS ORGANIZATIONS • Arts Organizations are registered S01(c)(3) nonprofit organizations • Applicants may apply to one or both for the Capacity Building and the Arts Projects categories • No organizations may submit multiple applications in any one category per funding cycle ARTS ORGANIZATIONS -CAPACITY BUILDING • Capacity Building grants have a maximum award of $S,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 su pports the execution of non profit's mission more effectively • Capacity Building grants will only be awarded to organizations residing in Carlsbad • These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include (but are not limited to): 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,S00 • Arts project requests are for specific arts project activities such as (but not limited to) 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, educational institution or organization must include a letter of agreement from partnering entity PROJECTS THROUGH FISCAL AGENT • 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 Page 2 of9 • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2019 EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS • Arts In Schools grants have a maximum award of $2,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school site • To be eligible for funding: o In-school projects funded through the Community Arts Grants may not involve 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 the applying 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 2020 cycle has passed within the funding period of Jan. 1-June 30, 2020. Any project part of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities • More information about Special Opportunity Grants will be available after the conclusion of the main grant cycle. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROGRAM SCHEDULE Aug.19,2019 Sept. 4 Sept. 9 Sept. 13 Sept. 16 Oct. 14 Week of Nov. 11 Dec.S Week of Dec. 9 January 2020 Application posted and available at www.carlsbadca.gov/artsgrants Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 Dates available to schedule one-on-one sessions with grant program staff through Oct. 9 Application review submission deadline. All review feedback will be completed by Sept. 27 Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011 Deadline: applications for the CAG 2020 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. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission All applications have the opportunity to participate in the panels by being present for short question & answer session during panel week. More information on this opportunity will be sent to organizations with eligible, completed and submitted applications Funding plan presented to Arts Commission for review and approval Notification and awardee agreements packets 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 upon execution of agreements, projects commence Page 3 of9 Jan. -June 2020 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 INFO RMATION SESSIONS, WORKSHOPS AND APPLICATION REVIEW To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our applicants in the 2020 cycle. These offerings are highly recommended for both new and returning applicants. • Information Sessions -general overview of the grant process, application and procedures • One-on-One Sessions -New for 2020, we are offering the opportunity to schedule 30-minute sessions with grant program staff to help answer questions about the process, the application or other topics. Any applicant participating in the one-on- one sessions are required to have attended at least one information session for the current grant cycle. Registration for one-on-one sessions will be available at www.carlsbadca.gov/artsgrants • Application Review -applications submitted by Sept. 13 can receive review by Cultural Arts Office staff for general feedback prior to t he panel sessions. All feedback will be returned before sept. 27 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 APPLICATIO NS GRANTEE Q&A DURING PANEL SESSIONS • Applicants in all categories are able to provide up to two (2) representatives on their behalf to 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 • Question and answer sessions 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. 11. 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 t heir 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 • Applicants/presenters will not be able to hand any materials to panelists at time of presentation. All information must be included in your application, and no new physical materials may be introduced after submission of application. SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 10 points, with a maximum score of 30. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o Reinforce accessible artistic and cultural opportunities and experiences for our residents o Provide arts education and lifelong learning opportunities for all ages • Community Impact o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world Page 4 of9 o 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 o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations • Management Capability o Support and develop organizational strength and capacity of Carlsbad arts organizations o Encourage new & emerging arts programs and organizations in Carlsbad OTHER REVIEW AND SCORING INFORMATION • After the application deadline, program staff will review applications for completeness to deem eligibility for review by panel • As part of staff review for eligibility after application deadline, Cultural Arts Office staff will determine whether the financial health and sustainability of the organization is considered eligible to be forwarded to the panel • Any application forwarded to the panel will be reviewed within the context of the project or program outlined in the application only • Incomplete applications, or applications with incorrect information, will be deemed ineligible not be referred to the review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD AGREEMENT All approved applications will receive an agreement packet, which will include instructions and agreement language. All agreements must be signed and submitted per instructions within 30 days of receipt. Failure to return signed agreement within this timeline may affect the current cycle award, or future application eligibility. Pl ease see appendix 4 for a sample Community Arts Grants 2020 agreement. Any applicant that has received funds during a previous funding cycle will not receive their CAG 2020 agreement until the previous agreement requirements are completed and approved by staff. FINANCIAL MANAGEMENT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and·revenues acquired under the respective grant program for three (3) years. 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 sou rce documentation, like invoices, receipts, bank statements, etc. • All applications that are awarded funding must provide required documents within 30 days of receipt or notification. This includes, but is not limited to, agreements, revised project forms, final reports and financial accounting. 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: Page 5 of9 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 with notification to the applicant • The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the panel process, based on funding limitations of goals of the program in a given year • Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be returned to the Cultural Arts Office within 30 days of notification • No two entities (organization or school/affiliated groups) may apply for funding for the same project • Funds may not be used for fundraisers, scholarships or similar requests at the discretion of the Cultural Arts Office • Review appendix 3 for a list of projects and programs ineligible for funding Page 6 of 9 OT HER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for resident comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets request s and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted on line. The application is comprised of five sections, some of which include long-answer sections and attachments. The application is available at www.carlsbadca.gov/artsgrants. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 3 6. Signature ASSISTANCE Cultural Arts Office staff are always available to assist applicant s. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing megan.gilby@carlsbadca.gov Page 7 of 9 APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1, 2018. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding from City of Carlsbad through another department or division? o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants. o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library & Arts Foundation's Gartner Fund and 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 information and insight to organization and proposed project. • Will we be penalized if we do not participate in the review session for our application? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. No organization will be penalized for not participating in the review session. • What should be included in my presentation? o Please do not repeat any information in your application. Information can include o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for clarification purposes Page 8 of 9 APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES The City of Carlsbad will NOT award grants to: • Organizations receiving funding through City of Carlsbad Community Activity Grants • Governmental agencies or public authorities • Applicants that have a "delinquent" status with the Community Arts Grants Funding Programs • Retroactive funding for completed activities • Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or consumption by a specific religious order and/or a particular sect • Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period • Capital expenditures, including construction, renovation or purchase of real property o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts Office staff. • Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services delivered • Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity • Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs or services • Support groups and/or "friends of' organizations of City departments or facilities • General operating costs, including costs associated with the start-up of a new organization • Applications to reduce existing deficits Funding may NOT be used for: • Fund-raising expenses • Projects or activities by colleges or universities for on-campus activities not intended for the general public • Consultants who are members of an applicant's staff or board • Payments to students • Scholarships, fellowships or tuition assistance • Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019) • Arts activities outside the City of Carlsbad • Entry fees for competitions or sponsorship fees • Pageants, fund-raising events or hospitality costs • Publication of manuscripts or compositions not created as part of a grant-supported project • Purchase of awards, cash prizes, contributions or donations. • Food or beverages for hospitality • Entertainment or reception functions • Internal programs at colleges or universities • Curriculum development or curricular activities • Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic or professional degree • Creation of textbooks Page 9 of 9 Applicant: PR OJECT INCOME QJ E 0 u C: "'C QJ C: '-rc LU Admissions Gifts/Merchandise/ Concessions Advertising Other $ Subtotal Earned Income $0 QJ E 0 u C: "'C QJ C: .... re QJ C: ::, Private Individual Public Support Applica nt Cash CAG Request Amount Other Other $ I/' ~ ,,.,..,- I If ' ,J COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes $ Notes 1~> ~ \~/ J 1 '\ 1,"~~ J I~ ~"" .-- Subtotal Earned l(ome 1 $0 , \ 'V Notes '$ ,. Nqtes r~, ,~ V ~ r:" " ... I> " i/ (( ""' '-~ ""~ r Amount requested t'hrough Community Arts Grants 2019 . ' Amount received through Community Arts Grants 2019 ~ ( { ) ,J ~~ Subtotal Unearned lncoi~ '-$0 _I) ) Subtotal Unearned Income $0 INCOME TOTALSI $0 ' I $0 I Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS-FINAL REPORT PROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) Project Artist(s) or Arts I nstructor(s) Educational Materials/Print ing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportat ion Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other EXPENSES TOTALSI $0 $0 Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS - FINAL REPORT IN-KIND SUPPORT Value Notes Value IN-KIND TOTALSl::::I =$=0= $0 Budget Instructions: The application project budget must balance. Total income must equal total expenses. Final Report may c Round all budget figures to the nearest whole dollar Enter a 'O' in any cells that you don't have an amount to add. ..