HomeMy WebLinkAboutOlivenhain Pioneer Elementary School; 2018-03-14;GRANT AGREEMENT FOR Olivenhain Pioneer Elementary School
This agreement, is~ade o.n the 11/.-i\,.. day of .!~ , 2011._, by Olivenhain
Pioneer Elementary SG:hool (ORGANIZATION), an educational institution withing the Encinitas Union
Elementary School District, 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 ~warded to Grantee.during the 2018 Community Arts Grants Program
in an amount not to exceed one thousand, three hundred dollars ($1,300) ("Grant.") The purpose of the
Grant is to provide funds to Grantee for the project'.outlined in the Agreement Scope ("Agreement
Scope").
Project Title: OPE Sc.hool Arts Festival
The grant provided herein is comprised of public funds. Therefore, to ~nsure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby ~gree to the
following tenns.
TERMS AND CONDITIONS OF GRANT
1. TERM. The tenn of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on Ja_nuary 31, 2019. The term of this Agreement may be extended
by mutual written agreement ofthe parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS G~TS PROCEEDS.
a. Grant funds are to be disbursed .as outlined in this Agreement in consideration of and on
conditiop 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 a_ny additionai'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 reim~ursement 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 lnellgible
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 subseque~t 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 tenns and ,conditions of this Grant
Agreement.
b. Grantee shall certify ~hat 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.
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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 2018 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. GranFee shall provide full and timely information to the City to update staff on
progtams, and include naming the City in any publications and/or social media, whether
in digital or print format, as opport'unities arise.
i. Grantee shall retain all records and supporting dqcumentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period ofthree
(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 amouJlt equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for nhum 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 th~ 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. Additionafly, 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 ~nd
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 CANCEUATION.
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.
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b. In the eve?t an approved Agreement Scope cannot be completed f6r any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
8. PROJECT MODIFICATION. OR TERMINATION.
a. Grantee may .Ynilaterally 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. ff 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 a~dress that would
requirelany notice or delivery to be directed to another address.
For Grantee:
Oliven ha in Pioneer Elementary School
Attn: Jo Anne Arens
8000 calle Acervo
carlsbad, CA 92009
Email: arensglrls@me.com 1
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
(
12. INDEMNIF,ICATION. 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 ori indirectly out of, or
related1in any way whatsoever to the provi:;ion 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
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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 t,his 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
, I
(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 CITY OF CARLSBAD, a municipal corporation of
the State of California ·
(1st signature here)
av, Ct/ttMw.> fiJ2f!a
HEATHER PIZZUTO
(Date)
, JI~~
BARBARA ENGLESON (¥"-
**By: ___________ _ City Clerk
(2nd-.signature here)
(Print name/Title)·
(Email address)
· (Date)
If required by City, proper notary acknowledgment of execution by contractor 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, 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:
CELIA A. BREWER, City Attorney
5
By:_M--=---=---~-
Assistant City Attorney
,v{,z,~ (is
Date
\..
6
,
\
EXHIBIT "AN
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 ~rants 2018 Application
2. Required -Community Arts Grants 2018 -Project Budget Information
3. Required -Comm univ/Arts Grants Guidelines 2018
)
Community Arts Grants 2018 APPLICATION
Organization doing business as (if by another
name):
'organ~-~UJ~L;.· · '·.·'· . '
street Mdress
state
Zip~--: .. :·
Are you a first-tine applicant?
OPE & PTA at OPE
8000 Calle Acervo
Carlsbad"
California
No
What ~ Y9Ur organ~~n's mlssJori ~nt? . to .po~ltlv~ly ·1mpa~ the. li~es' ~>f.a)I child~~ af"!d.
. · : . -: . · .. _ _-. , · _-: · · . · .. · ···· · . . : · families af-OPE through.p~ra"rr:1s that enrich the
,::·.. . .. ', _. . ;, .. ,: .: . . ·: -~aucatiorj;,f,~ltl'l .. a.~d well_ be1fi~ 1'ofour·slu9e~fs';".
Have you receive funding from the City of Yes
Cerlsbad's Community Arts Grants In past years?
. . ...
,2017'
~016 ..... •.,, .. •, ·-·' .
FlrstName
Are you applying as an:
Project Summary
. ,-: . . . '~· . •" ' ·-:·· , . . . . ' -· .
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. : .1,500 . : :-
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Jo Anne
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Educational Institution or Affiliated Gro'up
Olivenhain Pioneer Elementary School (OPE) in
Carlsbad is requesting a City of Carlsbad $1,500
grant, to support three afternoons of chlldren's
hands on art. The team of artists will be lead by,
Erica Jung of Cre8 Art School, during the school's
annual Art Show & Festival week. Erica and her
team of four local artists will participate. This
event enables parents the freedom to participate
in their children's conferences·wlthout arranging
child care and keeps children safe Inside. Art will
include cheerful positive messages accompanied
by a gift of Crayola art products for children,
gifted via Rady Children's Hospital Foundation.
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Funding Request from the City or Cartsbad's
CUiturai Arts Grants
Total Ntm1ber of Expected Participants and/or
Audience Attendance for Project
. ·. March 29, 2oi8·.-: ·
• .:' •• • ' • J ~.. '
1500
,:300Q·_: ",'.
890
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What makes this project distinctive? . We feel that the project Is distinctive since it
enabled us to resurrect our student art show and
actually draw attendees. In·· years past when we
held the art show at night during the year there
was very little draw. Now that children can stay
busy having fun creating works of art over 800
children with their families attended. Every child
had their individual masterpiece on display and
family and friends could leave them a fan letter.
Mil~irlt~{;I ilf t~ttii)t;1~1,11::
How wiD the project be evaluated to measure Our project will be evaluated in our annual school
outputs and/or outcomes? survey where over 60% of our parent population
participates. 1
~-~-1-~I:!~\?lIG~tt/i~~?L:~:;:·:,t
Provide names and brief desaipHon of roles for Erica Jung is the owner of Crea Art School and
any partners In this project This would Include she wlll be selecting three of her art teachers
any organlzaHons, artists or lndMduals Involved from her team of teachers to participate at our
In your.project that are not employed or afflllated OPE Art Festival. These artists are still pending
With the applying orgaillzatlon. but their lnfonnation will be available for
submission with our grant request revisions.
P1ease upload your completed Project Budget
form.
-'· ,,. '.' ,' · .. ···.
First Name
•• :· ··:. I :
201a OPE Art io Schools Budget lnfo.x!sx
.(lli).
Jo Anne
l(r:~hs: ·
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Applicant: a\\· v .'.> \-l ~~ ~ 1-\ T)' c. '° ,,c\1\-eev-
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OJECT INCOME Cash
Admissions $0
Gifts/Merchandise/ $0 Concessions
Advertising $0
Other $0
Subtotal Earn ed Income $0
Cash
Private
Individual
Public Support
Applicant Cash $1,500
CAG Request Amo unt $1,500
Other
Other
Subtotal Unearned Income $3,000
INCOME TOTALS! $3,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
Our Art Show & Festival has had no admission charge since it's
intent is to provide a safe place for children while t heir parent's
conference with their teachers.
Subtotal Earned Income $0
Notes Cash Notes
OPE's PTA will fund the Art Show & Festival with $1,500.
Subtotal Unearned Income $0
$0
7
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Applicant: 0 ll·' , . . 'B
V t?\A \'\Lt\. \1. ' lOkc e~·
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist)
Project Artist(s) or Arts Art Director, Erica Jung and her staff of 4 will work at the hands
$1,500 on Arts Festival for 3 days (S hours/day) and this will include lnstructor(s) set-up and clean-up.
Educational Materials/Printing
Costumes/Props
Sets
Supplies $1,500 Art Supplies for Art Stations
Licensing/Royalties
Rentals (space and/or other)
Transportation
Food & Beverage
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALSI $3,000 $0
Applicant: O h .J e_ \\. b_,'i. :p,
V\. \Cheer COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value
IN-KIND TOTALS lt:::====$=0 ====1
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 '0' in any cells that you don't have an amount to add.
Notes
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, 50 attendees, $5 each."
Please insert your organization name in the top right header.
COMMUN·ITY ARTS GRANTS GUIDELINES 2018
WELCU!vll:
The Oty of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the Oty of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants pr9gram supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our purpose is to: , ·
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts· education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an Important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new 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 OVER\IIEV·J
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications wlll only be accepted online at www.carlsbadca.gov/arts
• $80,000 In funding available
• All funds wlll 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 completlon of project)
LI.I<~ I BI LITY
• Programs and activities supported must take place in the 201.8 calendar year, Jan. 1-Dec. 31, 2018
• All funded activities must take place within the Oty 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
• When partnering, bnly one appllcatlon may be submitted for that particular project involving both parties
• For Arts In Schools, projects 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 Appendix 1.
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 -$5,000 maximum award
o Arts Projects -$i0,OO0 maximum award
o Arts Education -·$5,000 maximum award
• Educational lristltutlons 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 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 Bulldlng
o Arts Education and Capacity Building
o Only one application in either Arts Projects, Arts Eduqition or Capacity Building
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Organizations or lndlvlduals who wish to apply for funding but do not have not-for-profit status may apply through a fls,cal
agent
• Flscal 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 stlll ellglble to apply for a Community Arts Grants for its own programs
• Any indlvldual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that Improve effectiveness in terms of
organlzatlonal and/or financial stability, strengthens community Impact, or supports the execution.of nonproflt's missions
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utlllzed for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity bulldlng Include:
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational pla.ns
o Initiating collaboration with other nonprpfits
o Developing new sources for earned Income
o ljtllizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum a~ard 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 ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in ~ducatlon 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 perfor?1ances
• Any partnership with an Individual or organization must include a letter of agreement from partnering entity
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
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l,
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $1,500
• There is no llmlt to requests by school or district, though consideration will be given to projects of the same dlsclpllne from
the same school
• To be eligible for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artlst(s) funded through the
Community Arts Grants must not be a pem,anent 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 mqy utilize teaching artists that may also be employed In the district
• Any partnership with an lndlvldual or organization must include a letter of agreement from partnering entity
• 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 perlod 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 utillzlng funds from the Oty 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 '
!IPPLIC,:\N I INFORk1/\TIOr-J ~~~~~;~:::::~~::~:J~:;~~,:'ff,7:2_ .:;.,;.;1,;r;~ ~'J.~i 'lv~wctfJ.1 ~~· .~:-\:~~.::::~;;:·<:·{,:~~~:~~;>.~ .. ~·.: ·.:~k~~~~~ ~ ~ ~,,,~ ' 1v~~~',,·.~~r~,i~~
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 materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75%
or less of requested amount will be required to complete a Revised Project Fom,
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.
~cessively late submission of a final report may result in a reduction In the final payment.
GRANTEE PARTICIPATION IN REVIEW AND SCORING
• App II cants In all 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
• Panelists are not able to provide any further lnfom,ation 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
n;iultlmedla 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 wlll be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organizations. All applicants will receive information for schedule upon submission of application
• All applicants must be on sit!;! at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative that Is not present when the paner reviews their application forfeits their opportunity to be present
SCORING ~UBRIC
Scoring of applications wlll be on th\;! following criteria, with 'each category worth 20 points, or a maximum score of,100. The
provided examples are for Information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
0 artistic merit of programs, qualifications of artists
• Community Impact
o effective ·service to Identifiable community, level of community involvement
• Management capability
o leadership strength, clarity and/or completeness of appllcatlon, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balan~d budgets and fiscal responsibility, diverse base of flnanclal support from the c~mmunlty
• Sustainability
o · sound management, long range planning, program or marketing Innovation, presence of active, effective fund
raising
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applicatlons, or applications with Incorrect Information, will not be referred to review & scoring panel
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs Incurred and revenues acquired under
the respective gr-ant program. Grantees should be able to provide upon request: ·
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately Identify the sources and appllcatlon of funds for grant sponsored activities
• ' Accounting records that can be supported by source ·documentation, like invoices, receipts; bank statements, etc.
PU_BLIC 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 wlll be provided, used In orlgl_nai dimensions) must appear on all
printed and electronic materials concerning the funded project:
"'This program is funded In part by the Oty of Carlsbad's Cultural Arts Office."
• Grantees falling to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required 'to keep the Cultural Arts Office Informed of all program dates and times. Grantees are encouraged
and expected to: •
o Give notifications and Invitations to the Cultural Arts Office in order to extend them to the Carlsbad Qty Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultura1 Arts Office so grant-funded programs may be Included in the
Cultural Arts Office's publicatlons, as opportunities arise. This Includes providing high resolution photographs of
the activities 'and participants of funded projects '
0 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 wlll be lntluded in grant application files and provide a basis for evaluation of future requests
f'OLICiE~
• 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 llmlt 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 applica,tion and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entitles (organization or school/afflllated groups) may apply for fun9Ing for the samf:! project
• Funds may not be used for fun_dralsers, scholarships or simllar requests
O'I IIER ll·JU)fHvl/1TIOM
CARLSBAD ARTS COMMISSION MEETINGS: r
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guldellnes, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During ~hese meetir:igs, public comments from organizations, artists and members of the public is
encouraged ,
HO \N ·1 0 APPL',
All applications must be submitted onllne. The application Is comprised. of five sections, some of which include )ong answer sections
and attachIT)ents. The application, as well as a PDF version for your Information and other grant Information, is avallable 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
S Lu.I-I-'. ;\SSIST,\f'!CE
Cultural Arts Office staff are always avallable to assist applicants. Please contact Megan GIiby, Community Arts Coordinator, at 760-
602-2081 or by emalllnf( rpegan.gilby@carlsbadca.gov
•· ,\Pl-'l:NDI:< L · COMfvll.lNI l"Y .-l.~:TS. C:iRM-.JT'l F;\O.S
• 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 lndlvldual 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 irne 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 sea~on, specific series of concerts
within the context of a larger festival
o Capital Improvements
• Capital improvements are defined as significant equipment or bulldlng/lmprovlng a venue. Capital
Improvements have depreciation.
• Examples can include: building a perfom,ance 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 sco_red, 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 presentationl
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
clarlflcatlon purposes
Applicant : COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED-APPLICATION ACTUALS - FINAL REPORT
PROJECT INCOME Cash Notes Cash Notes
Admissions $1,500 3 performances x $5 ticket x 100 audience members
QJ1------------------+---------------------------+------------------§ Gifts/Merchandise/
g Concessions $0
-0
:g Advertising ... $0
~1-------------+----+-------------------1--....,,,,..-+----
Other $0
Subtotal Earned Income
Cash Notes
Private $0
Individual $0
QJ
E Public Support 0 u E
-0 Applicant Cash QJ
C ...
l'D QJ CAG Request Amount C :::::,
Other
Other $0
Subtotal Unearned Income $3,500 Subtotal Unearned Income $0
INCOME TOTALSI $5,000 $0
~-----------------------------------------------~~~ ~~~----~
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
Publicity
Fiscal Agency Fee
Other
Other
Ot her
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED-APPLICATION ACTUALS -FINAL REPORT
Cash Notes Cash Notes
$1,250 20% of total Artistic Director cost
$3,000 $1000 fee x 1 groups x 3 performances
$500 Program printing
$0
$0
$0
$0
$0
$0
$0
$0
EXPENSES TOTALSI $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED-APPLICATION ACTUALS -FINAL REPORT
IN-KIND Value Notes Value Notes
Space Rental $500 Doanted hall use from high school
$0
You will only be able to fill out t
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a '0' 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 admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
City of Carlsbad Community Arts Grants
Proposed Funding Plan 2018
Community Arts Grants Funding Results:
• Total Available Funding: $80,000
• Total Applications: 39
• Total 2018 Requests: $150,484
• Total 2018 Funding: $78,000
o $2,000 offunding reserved for Special Opportunities grant program
EDUCATIONAL INSTITUTIONS & AFFLIATED GROUPS
• Funding limit of $1,500 per application
• Total Educational Institutions Applications: 17
• Total Educational Institutions Requests: $25,257
• Total Educational Institutions Awards: $20,000
Valley Middle School Choral Dept. AWARD: $1,500
Support for artist-in-residence choreographer to assist in spring choir rehearsals, performances and competitions for
over 150 students.
Carlsbad High School ASB (Drama) AWARD: $1,500
Support for artist-in-residence choreographer for 5 musical productions in April and May with the Musical Theatre
Department.
Jefferson Elementary School PTA AWARD: $1,500
Support for preparation and rehearsals of a spring band concert for 50 students.
Carlsbad High School Band Boosters AWARD: $1,500
Support for auxiliary musical coaching staff for the CHS band program for over 100 students.
Carlsbad High School Film Academy AWARD: $1,500
Support for 4 day summer film making camp for middle and high school students to enhance filmmaking skill set.
Carlsbad High School Choral Boosters AWARD: $1,500
Support for variety of creative arrangements of sheet music for vocal music program for various co mpetitions.
Poinsettia Elementary PTA AWARD: $1,500
Support for arts education program and student art show for over 500 students.
Friends of Hope Elementary School AWARD: $1,500
Support for art education for school wide art exhibition for over 650 students and expected audience of over 1,000.
La Costa Canyon Color Guard AWARD: $1,500
New applicant. Support for 15 performers for 6-7 winter/spring color guard performances throughout the year for
audiences of over 1000.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017
La Costa Meadows Elementary PTO AWARD: $1,500
New applicant. Support for presentation for over 875 students and 5th grade graduation art project by local Carlsbad
artist Gregg "Viz" Visintainer from Viz Art Ink .
Sage Creek High School Jazz Club AWARD: $1,400
New applicant. Support for jazz instruments for new Jazz Club which meets before and after school. There are 22
participants and the club is 100% student driven.
Olivenhain l>ioneer Elementary AWARD: $1,300
Support for children's hands-on art projects for 3 afternoons and annual spring Art Show for over 800 participants.
Sage Creek High School Drama Dept. AWARD: $1,300
Support for professional teaching artist for ~pring theatrical production at the Carlsbad Cultural Arts Center for an
expected audience of over 600.
La Costa Canyon HS Winter Percussion AWARD: $1,000
New applicant. Support for percussion artist in residence, sets, costumes, floors, and music for multiple performances
with 15 participants and an audience of about 1000.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017