HomeMy WebLinkAboutNorth Coast Repertory Theatre; 2018-01-17;GRANT AGREEMENT FOR North Coast Repertory Theatre
This agreement, is made on the /']th day o ~=9-">-+-....µ.,.6.-1..,_,_,....,....k--·' 2oli?__, by North Coast
Repertory Theatre (ORGANIZATION}, a California nonprofit corp a ·on, hereinafter referred to as
"Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the
"Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during
the 2018 Community Arts Grants Program in an amount not to exceed two thousand dollars ($2,000)
("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the
Agreement Scope ("Agreement Scope").
Project Title: Shakespeare in Schools
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the
following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the
Agreement Scope and under the terms and conditions set forth in this Agreement.
Grantee agrees to assume any obligation to furnish any additional funds that may be
necessary to complete the Agreement Scope.
b. All costs accrued for services and/or supplies prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible
Costs, attached hereto as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the
Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek
reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to only cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of this Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. As reasonably soon as possible, but in no case later than thirty (30) calendar days,
Grantee shall notify the City of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein,
and for the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
1
Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2018 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives of the City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requested
by the City, up to and including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City the earlier of thirty (30) calendar days after the Agreement Scope end
date or, January 31, 2019, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in-excess of the final Project costs shall be returned to
the City within 60 days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty (60) calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2019.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
North Coast Repertory Theatre
Attn: Ben Cole
987 Lomas Santa Fe Drive
Solana Beach, CA 92075
Email: ben@northcoastrep.org
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
(Remainder of Page Intentionally Left Blank)
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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
*By:_4~~~b_' _/ -
{l51 signature here)
, J( !(o ).,,
(Print name/Title .J
8 /Q // ~ l'i .. 1 h L o ~ sf 1 (f u 1 'A
{Email address) c (/
j
l.t-)7-I 1:
(Date)
(Print name/Title)
·&."ld. v1tr·-t.l.. e c,,.s.l,y. er~
(Email address)
{~I~-:; 7 I I 7
{Date)
ATTEST:
CITY OF CARLSBAD, a municipal corporation of
the State of California
~~~~02 ~wm
Library & Cultural Arts Director
~A!?n/Jz/~ /rq
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,
President, or
Vice-President
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer{s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
5
By:_/_·k&_· ~~
Assistant City Attorney
Date
6
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Completed Community Arts Grants 2018 Application
2. Community Arts Grants 2018 -Project Budget Information
3. Community Arts Grants 2018 -Revised Project Form
4. Community Arts Grants 2018 -Revised Project Budget Information
5. Community Arts Grants Guidelines 2018
Community Arts Grants 2018 APPLICATION
Organization Name North Coast Repertory Theatre
Organization EIN: 95-3819307
Organization website URL: northcoastreptheatreschool.org
Street Address 987 Lomas Santa Fe Dr
Address Line 2 Suite D
City Solana Beach
State California
Zip Code 92075
Are you a first-time applicant? No
What is your organization's mission statement? The Theatre School @ North Coast Rep
encourages young people to explore the
adventures of live performance so they can
further understand and appreciate it as an art
form. With this foundation, we are dedicated to
educating future theatre professionals in the
highest standards of the most essential elements
of theatre, and inspiring students to become
lifelong theatre supporters. Our Theatre School
offers students the skills and confidence they
need to excel in any profession.
Have you receive funding from the City of
Carlsbad's Community Arts Grants in past years?
Yes
Item #65
Amount funded through Community Arts Grants
2017 1,500.00
2016 0.00
2015 0.00
First Name Ben
Last Name Cole
Are you applying as an: Arts Organization
For which funding category are you filling out this
application?
Arts Education
Project Name Shakespeare in Schools
Project Summary The Theatre School @ North Coast Rep requests
$5,000.00 for the rehearsal and adaptation of
scripts. An uncut script of a Shakespeare play
may last over three hours. We will adapt plays by
Shakespeare down to 50-60 minutes, and bring
six local professional actors playing multiple roles
to schools for interactive staged readings.
These productions will bring the Shakespeare
plays to life, making it accessible and
understandable to the student audiences.
The desired outcome is that students will gain an
enhanced enjoyment of Shakespeare's plays and
feel decreased intimidation in reading and
studying other Shakespeare plays.
Project Dates
Date
Project Start 2/1/18
Project End 5/30/18
Fundin~ Request from the City of Carlsbad's 5000
Cultura Arts Grants
Total Project Expenses 11500
Total Number of Expected Participants and/or 1000
Audience Attendance for Project
Provide a brief organizational history and Not only does the Theatre School @ North Coast
description of accomplishments in the previous Repertory Theatre provide classes, workshops,
year. and 5 student acted productions throughout the
year in North County San Diego, but we also
strive to make that training as accessible and
inspiring to students as possible. Our Theatre
School teaches skills that promote a lifelong
passion for the arts whether students seek to
pursue a career in the theatre, or to take that
training of confidence and creative self
expression to excel in any profession. Now in its
36th season, North Coast Repertory Theatre has
grown from a community theatre to a nationally
recognized professional regional theatre.
Reaching nearly 2,000 each year, the Theatre
School @ North Coast Rep offers quality training
to local students that will help them continue to
develop the appreciation and awareness of the
importance of great art within Carlsbad and North
County San Diego.
What makes this project distinctive? Last year through the support of the City of
Carlsbad Community Arts Grant, we were able to
provide this project free of charge to Valley
Middle School in Carlsbad. It was so successful
we wish to offer the project to additional schools
in Carlsbad. With funding for arts in schools
decreasing across the nation, many schools go
without special programing, or limit their student's
exposure to quality outreach programs. Now,
more than ever, we need to offer students
programs that ignite a lifelong passion or the arts,
reading, and great classic works.
This project will provide a unique experience for
the students. Seeing and hearing professional
live actors brings Shakespeare's timeless words
to life. After the reading, students will have the
opportunity to ask the actors questions and
explore insights into the play. Shakespeare is
most easily understood when heard live. The
reading will help students to better understand
and appreciate Shakespeare's works for the rest
of their lives. San Diego has a thriving theatrical
market, with many professional artists. The
reading will give the artists an opportunity to
share their performance and insights in an
interactive way allowing students to see the
relevance of Shakespeare's comedy and drama,
and introduce them to the richness of the local
theatre community. Shakespeare is more than
just 400-year-old poetry in a book, and real actors
that live in their own community can bring the
magic of Shakespeare's art to life.
What are the outputs and/or outcomes of the Using professional actors who function as
project? teaching artists, and who have been trained in
the techniques we hope to share with students,
directly inspires student's recognition of
professional quality performance in action.
Working professional actors will perform
Shakespeare using classical acting techniques
that bring the timeless text to life in an accessible
and fun style. Making the learning process more
engaging and live performance more interactive
will strengthen student's appreciation and
understanding of Shakespeare and the arts.
How will the project be evaluated to measure Part of the evaluation process for the project
outputs and/or outcomes? occurs within the project itself! Actors will
experience the live reactions from the audience
during the performed reading of the play. The
energy exchanged between actor and student
audience is what makes live theatre more
engaging than any other art form. No two
performances are exactly the same, and the way
the audience responds to what the actors do
influences the continued performance in real
time. Additionally, the "talk-back" portion of the
program occurs immediately following the
performance. Students are able to voice their
opinions, reactions, and questions directly after
seeing the choices the actors made. A further
evaluation will be offered to the school after the
completion of the program so teachers and
students may discuss their responses and the
project's effectiveness more completely, and
return the evaluation to the Theatre School @
North Coast Rep so that we may enhance future
instruction and performances.
How will the project address community needs, Shakespeare crafted his plays for the most
including reaching underserved populations? diverse audiences in the history of theatre. The
least formally educated peasants and most
formally educated lords and ladies sat next to
each other and equally enjoyed his plays. Now,
400 years later, Shakespeare is still the most
produced and most respected playwright in the
English language. Audience members of all walks
of life are able to connection to and find
relevance to Shakespeare's timeless themes and
beautiful poetry. The increasingly diverse student
bodies require broader approaches to capture
every student's focus and appreciation. Our
performances use Shakespeare's words to
connect universally with audiences of all types.
With funding from the City of Carlsbad
Community Arts Grant we hope to seek out and
offer these programs to underserved populations
and schools without their own funding available to
bring in arts to their community.
Who is your target population? What geographic The target audience is middle and high school
area will benefit from your program? students in Carlsbad and North County San
Diego. We hope to reach up to 1000 students
and their teachers to experience these readings
in performance. Our performance techniques
seek to perform the reading of the show WITH
the students, involving them in the action as
participants within the world of the play.
Shakespeare intended his works to involve the
audience as essential members of the character's
lives who influence the success of the story as it
comes to life in performance.
Who is your target population? What geographic
area will benefit from your program?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Please upload your completed Project Budget
form.
The target audience is middle and high school
students in Carlsbad and North County San
Diego. We hope to reach up to 1000 students
and their teachers to experience these readings
in performance. Our performance techniques
seek to perform the reading of the show WITH
the students, involving them in the action as
participants within the world of the play.
Shakespeare intended his works to involve the
audience as essential members of the character's
lives who influence the success of the story as it
comes to life in performance.
No
GAG 2018 Project Budget Form shBc.xlsx
(14k)
Upload your organization's current total budget as Budget Season 36.pdf (486k)
a PDF.
Upload your organization's two most recent
completed budgets. Short form 990's are
preferred. All files must be in PDF format.
Upload your roster of Board members. Please
ensure the document includes names, titles,
organization/business affiliation, emails and
areas of expertise. All files must be in PDF
format.
Signature of authorized representative from
applying entity:
First Name
Last Name
990 Tax Form 2014-2016.pdf (1859k)
Board Roster 2017.pdf (337k)
Ben
Cole
Applicant: .Ne rth Coo-5+ f?e.p p ROJECT INCOME .. E 8 -'= "O .. ~ .. E 8 -'= "O .. ~ .. 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 $0 $0 $0 $0 Cash $4,500 $0 $0 $0 $5,000 $2,000 $11,500 INCOME TOTALS I $11,500 I PROJECTED -APPLICATION Notes Subtotal Earned Income Notes Donations from our Theatre School supporters To pay for development of project & rehearsals In-kind support as value of costumes/props/materials Subtotal Unearned Income COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION ACTUALS -FINAL REPORT Cash Notes $0 Cash Notes $0 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION Nert½ C 6et si-k-t:f PROJECTED· APPLICATION ACTUALS· FINAL REPORT p ROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $4,500 10% admin costs & education director fee Project Artist(s) or Arts $3,000 lnstructor(s) Stipends for professional actors for performance & rehearsal Educational Materials/Printing $1,000 creation of study guides, copying & printing costs, scripts, etc. Costumes/Props $0 see in-kind Sets $0 see in-kind Supplies $0 Licensing/Royalties $0 Rentals (space and/or other) see in-kind Transportation $0 Food & Beverage $0 Marketing/Promotion/ to identity and market to schools, advertising m tam1Jy friendly Publicity $1,000 publications, creation of flyers, posters or other collateral Fiscal Agency Fee $0 Other Other Other EXPENSES TOTALS! $9,500 $0
Applicant: NC r *\ Coo.-;t-f2ep IN PROJECTED -APPLICATION -KIND Value Notes Materials from Stock & Space $2,000 use Value of Costumes/Props/Materials & space donation IN-KIND TOTALS! $2,000 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. , Round all budget figures to the nearest whole dollar. Enter a '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 2018 -PROJECT BUDGET INFORMATION
Community Arts Grants 2018 REVISED PROJECT FORM
Reference#
Status
Organization Name *
Project Title *
Contact First Name *
Contact Last Name *
Contact Phone Number *
Contact Email Address *
Describe any changes to the project for which
you were awarded funds, including how
income, expenses or both will be altered to
balance the project budget. *
Upload a revised Project Budget Form as a
PDF.*
Last Update
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Finish Time
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9346796
Complete
North Coast Repertory Theatre
Shakespeare In School
Ben
Cole
18584812155
ben@northcoastrep.org
We'll now only be able to reach 2 schools with
our outreach project instead of an estimated 5.
Our private donor also withdrew funding
proposed as a match in anticipation of other
sou rces. We altered our marketing budget in
order to accommodate the revisions and
therefore will have less visibility in the
community regarding this project.
REVISED_CAG_2018_Project_Budget_Form.x
lsx(14k)
201 7-12-12 16:20:43
2017-12-12 16:08:38
2017-12-12 16:20:43
12.237.250.34
Chrome
Mac
http://www.carlsbadca.gov/services/depts/arts/
opps/grants.asp
p ROJECT INCOME
cu E 0 u C
"O cu C ~
cu E 8 E
"O cu E "' cu C
:::i
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
Cash
$0
$0
$0
$0
Cash
$1,500
$0
$0
$2,000
$2,000
$5,500
INCOME TOTALSI $5,500
p ROJECT EXPENSES Cash
Project Staff (non-artist) $1,300
Project Artist(s) or Arts $1,200 lnstructor(s)
Educational Materials/Printing $1,000
Costumes/Props $0
Sets $0
Supplies $0
Licensing/Royalties $0
Rentals (space and/or other)
Transportation $0
Food & Beverage $0
Marketing/Promotion/ $0 Publicity
Fiscal Agency Fee $0
Other
Other
Other
EXPENSES TOTALSI $3,500
IN -KIND Value I Materials from Stock & Space $2,000 use
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
Subtotal Earned Income $0
Notes Cash Notes
Donations from our Theatre School supporters
To pay for development of project & rehearsals
In-kind support as value of costumes/props/materials
Subtotal Unearned Income $0
$0
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
10% ad min costs & education director fee
Stipends for professional actors for performance & rehearsal
creation of study guides, copying & printing costs, scripts, etc.
see in-kind
see in-kind
see in-kind
$0
PROJECTED -APPLICATION I ACTUALS -FINAL REPORT
Notes I Value Notes
Value of Costumes/Props/Materials & space donation
Applicant: l\)~ 'rt~
IN-KIND TOTALS I $2,000
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a '01 in any cells that you don't have an amount to add.
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
I
COMMUNITY ARTS GRANTS GUIDELINES-2018
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Di ego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial su pport to organizations, schools and individuals for vari ous
projects t hrough a competitive application and review process.
The Comm unity Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsba d. Our pu rpose is to:
• Reinforce the artistic and cu ltural opportunities and experiences for ou r residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new arts programs and organizations in Carlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
I ELIGIBILITY
• Programs and activities supported must take place in the 2018 calendar year, Jan. 1 -Dec. 31, 2018
• All funded activities mu st take place within the City of Carlsbad. The Cultural Arts Office reserves the ri ght to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Intern al
Revenue Service or the California State Franchise Tax Board
• Wh en partnering, only one application may be submitted for that particular project involving both parties
• For Arts In Schools, project s may not include partnership with Arts Organizations. If a school would like to partner with an
arts organization for a project, the organization must be the applying party.
• Frequently Asked Questions are included as App endix 1.
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building -$S,000 maximum award
o Arts Projects -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available in November, 2017)
o Special Opportunities -$500 maximum award
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, but may only apply to Arts Projects OR
Arts Education. Possible application combinations include:
o Arts Projects and Capacity Building
o Arts Education and Capacity Building
o Only one application in either Arts Projects, Arts Education or Capacity Building
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS TH ROUGH FISCAL AGENT
• Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fisca l
agent
• Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
ARTS ORGAN IZATIONS -CAPACITY BU ILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit's missions
more effectively
• Capacity 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:
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re -examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGAN IZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or
lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
ARTS ORGAN IZATIONS -AR TS IN ED UCATI ON PROGRAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or
projects in a school within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies or performances
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATI ON AL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL INSTITUTIONS AND AFF ILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $1,500
• Th ere is no limit to requests by school or district, though consideration wil l be given to projects of the same discipline from
the same school
• To be eligible for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the
Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they
will be leading activities to be funded by the Cultural Arts Office
o Out-of-school programs may utilize teaching artists that may also be employed in the district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
SPECIAL OPPORTUNITIES
• Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the
regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2018
• Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended· at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2017. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Oct. 30, 2017
November, 2017
December, 2017
January, 2018
Applications for the 2018 cycle are due to be submitted electronically by 4 p.m.
Submitted material s are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75%
or less of requested amount will be required to complete a Revised Project Form
First payments of 80% of awards are disbursed
All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award.
Excessively late submission of a final report may result in a reduction in the final payment.
REVI EW AND SCORING OF APPLICATIONS
GRANTEE PARTICIPATION IN REVIE W AND SCORING
• Applicants in al l categories except Capacity Building have the ability to provide one representative on their behalf to:
o Be present during panel review and scoring of their organization's application
• Pa nelists are not able to provide any further information or communication during the panel's discussion,
outside of questions relating to clarification if requested by the panel
o Provide a three-minute presentation to the scoring panel
• Presentations can, but are not required to include Power Point, video, sound, photos and other
multimedia augmentation
• Only one representative from each applying organization may give presentation and be present for panel
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their
application's review process
• Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organization s. All applicants will receive information fo r sched ule upon submission of application
• All applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
re presentative that is not present when the pan el reviews their application forfeits their opportunity to be present
SCORING RU BRIC
Scoring of applications will be on the following criteria, with each ca tegory 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 co mmunity involvement
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
OTHER REVIE W AND SCO RIN G 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, record s and evidence pertaining to costs incurred and revenues acquired under
the res pective grant program. Grantees should be able to provide upon request :
• Accu rate, 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
• 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 fail ing 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
an d expected to:
o Give notifi cat ions and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be included in the
Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of
the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. Th e
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
• Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes as they are
adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification '
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests
OTHER INFORMATION
CA RLSBAD ARTS 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
APPLICATION
All applications must be submitted online. The application is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your information and other grant information, is available at
www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 2
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed 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
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTEt;> -APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME Cash !Notes Cash Notes Admissions $1,500 3 performances x $5 ticket x 100 audience members Q) .. ..;;~. • I E0 Gifts/Merchandise/ $ -~1\, • · 0 -~\"'§~ ~ Concessions ~~' ""O .. ~~~-QJ Ad rt· . $0 ,, ,&,~, '"" E ve 1s1ng .f~~::-. -#,W 4,~\ ('O ··~~~-.,.~ ,.,_$~~ ,'?:~~ • I UJ ---,:;:.-,v,·',;.,:cv {;~-,;.....:~ • • '~:::~~-~--::,:.~--$ (\ %'%';:: ":~.., ' ,I-(':,_ .{!Jj}}' .~';'§_'$~ ~~--A~-~-~ ~~-Other Subtotal Earned Income $1,SOO~~t--_.;·~?~w---; Subtotal Earned Income I $0 I ~-. ~~;'\).• ~\' Cash Notes "--_ I Cash Notes Private $0 =,v ---~~~"'-'''--,,-~,,-,, . J~'J' -~~~.~ ... ~~¾.'.~ii;~;;, ,,;~~; ~.-;.._-::; ::~-~.... ,~.-~,x .. -, K~:: .. ~?/ -~~:. .. ~:o::---:~,'>.,¢,: ~-.;, . ~ ·, , Individual $0 .·~. .. ~-~~~·-.,~ft_,:,..~~ ~~< . -s_"i-::'\~,' ,&",»:-i·,:k. ~X~.. .._,, ~~:':& <i~_~Y .,, .. ?, -.j>-;,·. ~~~ ~,-i::1' :::--\::c. . ·::"~~, :;.:2:' "-~--'.-.,-~·,.-../ _ __j~"\;.,v__ -·-" ,.,..., . QJ ·-.:;:;._~~~,-"' .-·:fil/' -~~:~---»-~i--.... ,, E Public Support $2,000 $1,000 San Diego County gr]nt, $1,000:'ii-rgetg_r:a'/it:-i'-"' /\~} 8 ~-.-~::;t~~-,,:,)?,-'-'::~~~>:-~.,, .. {i-:-..: C :,;'c-•·,-,;,;,;_-'·'-· -s:::w·-~~~~-13 Applicant Cash $0 -~"W·"' cl---------------1----+------------------..;;,;~...,..:~a;;;..--...,.;;~;.....----------------------1 ~ -'·"-'-'_', ~~---_·,, QJ ~-~~-c CAG Request Amount $1,500 To provide funding for artist fees .i'f.:~,·-:'-.ff::-· :::i {;:::i{ .. ~~i~ .,;,._-,;:.:;.;_i(~\aoNa:,.;:,_.a.~_.a:. ---1--..,..........;_...:i,..,:.....:...._.:a;..:,;.. ':.:-,~i*;-· Other $0 Other $0 ii) .:,~ Subtotal Unearned Income I $3,500 Subtotal Unearned Income $0 ,•::\,_\ INCOME TOTALSI $5,000 ·::;:~:., I $0 \; :~ :: ,~·,-.~ . I:::. ===...,,_:''.'./
Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION Cash Notes $1,250 120% of total Artistic Director cost _,c'v\, -~,~~); $3,000 l$1QQQ fee X 1 gl~~~performances '&.~\-;;~ .~";,<;-'-" ,,. . . -:ifI't/ '* $500 IProgf~!,?}pnnt1~!W·· ~~ ... ~~'·-.~ :, , ... ~~~... '·'-'~ $('\. I '\tt.;;~--·<i.'!.1,i .}!">-.:>:"K'~§p -. -~~..... : ~§':}~. '":~~~ .-:i%W. .,,_, ,",.,"v '-}:·. S'•" so -~ts::'i11:?,:m"'.;;c.;_,:· '\ft~"' '\"~)-/~~--· ;;.,'J:ft?' .~,~t?t«~ ,'\: -~'$.,;,' ,,;,.;,},y, ~~~-~~~""1"~~~-$0 ,._ .. ~~~ ~~~~$;~~ --~~':_;;~~f -s~~r--~,~~> ~*~~~~~, _,-f~1:~~-,-.§;::._ $0 -~j;, ~:.;~~-;?.":--v -~-. 'It' . ~~· '$~'::'~,'{~·-~~ _§.;.'.;':.';?~ &~~~::·· ..$~~_},. .... ~ . ti'fF' ,,,...._, $0 See in-kind ~'~---<-»~~:-~-, ~~. ~~'-$:.:~~-· '~%-..~~-~,~_i·"' ---~=-~ ... f.c~i~~~,-;*~iJ(J:; -... ~ .$;,..... --..·:~~~:-~·,,. .§.I~-·-·~ ,,•"$..~ -~ :,."' :-:---~~:"' $0 ,,,;/:is~-:~-§{{-~~--~~·-~~~ ~t~-~-~,i~;·.'\....,_-.,:-~ .. ~\~~ ,/•,"\·~:/f$'x ~~-~~~~~~~~<··' .t~· ...:.~· $50 Water and cookies for performers $200 I Fliers, posters, bookmarks -~~<</ _, ,_-.;;,;,cc,·o /:::-'"«':f§-.'§'f:cc ,~~'::'ili"',il-' ~~*~,.,;· ACTUALS -FINAL REPORT Cash Notes t.: ,.:-,.:,·. ,~;}"''~t'' ' .~;:}<,;.;-:~::--,:' .. ~ :>·. __ ' ~~~--{ ............. ·~,.·. $0 $l1</;'' i)/lt·~-41,jfftt~,~:~~;, $0 ~~I\: .. ~~/-' $0 $0 '\hs: :: ·".'· EXPENSES TOTALS! $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN-KIND Space Rental Value $500 PROJECTED -APPLICATION Notes Doanted hall use from high school ~'~ {~\lz%~ "?-~~ >::~~' .. /il{f~ .. -..... ,~-'~ ~;;_:;, '*~ ,-::,.."-:. :~-·~. -·-~ .... .. ~~~,... ~·.-»'-\~ ~\":I&"-,, y~~i:· ·~~~ 2S:,;,;)' .,·,~ .:-.,,. .;,"'-;,,\,.~,.-.... :,,~;.,.? ,~tf~--,_._,'¥.'":i~~ ""'~:~~ -~'""-'it -~~-<ii:;,•;> $·~~-"-._,~'S,~~,· ~._:~~ "N' ~'§:,:-i';';.$' "'\: i}.-'"~ ~.::.:f~~~::Y ,;~~--JP_,~.f:J..flKit~'c._ .-:§{;}$:!" --;\:. zyl' . :-::-:~'Is:,:,:,' ~:-,:--· -$."-<~'-·' --~:;;:;,"~--..,~,>~... ~,~..:~ x¥t· §;,;'\·· ··*"·: ,~Z<::"':-.~ ~'<·-'· ·,··,:s· ~'i§i~ff7 ,·!!}':':" Value ,~~---~--_. -<5"'~~--~~ ~(~i> . ,<~ ... ,-,,.._._.~ -'¢'<~· -,~~~'. :-:.~:::~----~~~~-'-Xf{,f 7 .. ,,'.:f ~-~,>/ .•'&,</}' .. ~'f;.;'{_)V ,::_'_:. _-IN-KIND TOTALSI $500 I Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dolla_r. .,.: .... ~ ,'-".i~~-:'-~~-<,:<~·-~~ //;"~:-; ~ ~ .-::'.~:~?\:',_\,' -I:' ,\,,>: ACTUALS-FINAL REPORT Notes Enter a 'O' in any cells that you don't have an amount to add. . . Please give detailed descriptions for each line item in the notes column. For example, if your total ad~i1'~i;ns is $1,000, ente~;}f~hows, 50 attendees, $5 each." "'-:,\\..· Please insert your organization name in the top right header. /isi+: -,.,. ;_>