HomeMy WebLinkAboutPatrons of the Arts; 2020-02-14;City Attorney Approved Version 1/30/13 1
AMENDMENT NO.1 TO AMEND AND EXTEND THE AGREEMENT FOR 2020 GRANT AGREEMENT PATRONS OF THE ARTS This Amendment No. 1 is entered into and effective as of the _______ day of ___________________, 2020, extending the agreement dated February 14, 2020 (the “Agreement”) by and between the City of Carlsbad, a municipal corporation, ("City"), and Patrons of the Arts, (“Grantee") (collectively, the “Parties”) for Seussical the Musical. RECITALS A. On February 14, 2020, the Parties executed the original Grant Agreement; and B. The Parties desire to extend the term of the Grant Agreement and amend the project scope as noted in the Exhibit A “Scope of Services” and Exhibit B “Community Arts Grants Guidelines – 2020 COVID-19 Addendum;” which are attached and incorporated herein, and
C. The Parties have negotiated and agreed to the amended scope of work and to extend the Agreement until June 30, 2021.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Artist agree as follows:
1. The Agreement, as may have been amended from time to time, is hereby extended from June 30, 2020 to June 30, 2021. All references to “June 30, 2020” in the Agreement are hereby replaced with “June 30, 2021.” 2. The Parties desire to extend the term of the Grant Agreement and amend the project scope as provided in Exhibit A “Scope of Services” and Exhibit B “Community Arts Grants Guidelines – 2020 COVID-19 Addendum;” and 3. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect.
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DocuSign Envelope ID: E69CD903-ABD7-4892-B1D4-57DCE415E783
June
17th
City Attorney Approved Version 1/30/13 2
4. The individuals executing this Amendment and the instruments referenced on behalf of each represent and warrant that they have the legal power, right and actual authority to bind
Grantee to the terms and conditions hereof of this Amendment.
ARTIST CITY OF CARLSBAD, a municipal corporation of the State of California
By: By:
(sign here) HEATHER PIZZUTO Library & Cultural Director As authorized by the City Manager
(print name/title)
ATTEST:
By:
(sign here) BARBARA ENGLESON
City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by Artist must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Group B Chairman, President, or Vice-President
Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM: CELIA A. BREWER, City Attorney
BY: _____________________________
Assistant City Attorney
DocuSign Envelope ID: E69CD903-ABD7-4892-B1D4-57DCE415E783
Shandra Knight Vice President
Wendy Farris Treasurer
City Attorney Approved Version 1/30/13 3
EXHIBIT “A” SCOPE OF SERVICES
As one of the many programs to support artists and arts organizations in Carlsbad, the Community Arts Grants program funds quality arts and cultural programming and organizational
support within Carlsbad. This amendment will allow the City to continue to support the awarded Grantees through extending the timeline and amending the initial project. Background: In November 2019, the Community Arts Grant 2020 (CAG2020) proposals were reviewed by a peer panel consisting of local and regional artists and arts professionals. In December 2019, the Arts Commission reviewed the Grantee recipients and approved the final list. Subsequently, the City entered into individual agreements with each approved Grantees.
On March 19, 2020, the California Governor issued a statewide order for Californians to stay at home to slow the spread of nationwide COVID-19 pandemic. The statewide order began impacting CAG2020 Grantee's ability to fulfill its original project by excluding all in-person projects and events. These challenges created obstacles for the Grantees to achieve their original plan. In the spirit of the Community Arts Grant program, City staff proposed an amendment to the
CAG2020 program allowing flexibility in program deliverables/projects. To better serve local arts organizations, schools, and artists during COVID-19, on May 7, 2020, the Arts Commission approved changes to the Community Arts Grants 2020 which are now published in the
Community Arts Grants Guidelines – 2020 COVID-19 Addendum, dated 5/21/2020 "Exhibit B."
Amendment purpose The purpose of this amendment is to amend and extend Community Arts Grants 2020 agreements to allow reasonable adaptations of a previously funded project due to COVID-19 pandemic related health and safety regulations, requirements, and recommendations made by government agencies, school districts, and organizational policies.
Amendment timeline
Amendment will extend the existing allocated grant funding for one (1) year, expiring on June 30, 2021. Projects may be completed at any time before this date, and Final Reports are due within thirty (30) days of completion of the project, or July 30, 2021, whichever comes first.
Project transparency By temporarily expanding project eligibility with this amendment, the City's Cultural Arts Manager or designee will work with Grantee to validate a suitable project that meets the original
intent of the grant. Any changes, whether planned or unanticipated, to funded projects due to the COVID-19 pandemic (including, but not limited to, stay-at-home orders and social distancing measures) must be submitted to City in writing by no later than December 31, 2020. Potential
replacement project(s) will be reviewed, and the City's Cultural Arts Manager or designee will respond no later than two (2) weeks of receiving Grantee's proposal. Any project changes will continue to adhere to the City’s Community Arts Grants 2020 Guidelines provided with the original executed agreement and the newly developed Community Arts Grants Guidelines – 2020 COVID-19 Addendum "Exhibit B." Funding
All grant funding will remain consistent with what was outlined in the awarded CAG2020 agreement.
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COMMUNITY ARTS GRANTS GUIDELINES – 2020
COVID-19 ADDENDUM
CAG 2020 COVID-19 UPDATES
In response to the COVID-19 crisis, the Cultural Arts Office, with approval from the Arts Commission during the May 7,
2020 meeting, has amended the Community Arts Grants 2020 Guidelines with the updates included in this addendum. In
addition to the Community Arts Grants mission, the goal of these updates is to support and provide funding to artists
and arts organizations in Carlsbad and surrounding areas during the COVID-19 crisis.
Any information included in the Community Arts Grants 2020 Guidelines that is not amended in the guidelines is
considered intact. Staff retains the right to make any changes to this document with notification to grantees.
CAG 2020 COVID-19 UPDATE OVERVIEW:
•All projects in the 2020 grant cycle will have an extended deadline of June 30, 2021
•All current grantees will have the option to:
o Arts Organizations:
Update any Arts and/or Capacity Building Projects to reflect changes due to COVID-19
Convert any Arts Projects to Capacity Building Projects or vice versa
o Educational Institution & Affiliated
Update any funding project to reflect changes due to COVID-19
o Submit the Final Report if no changes are needed
o Mutually cancel current agreement with the city and return any received funds if programs are not able to
continue in any capacity
•Temporary expanding of project funding eligibility to be more inclusive, including virtual events and specific operating costs
•All updated projects will require an updated project form and amendment to executed agreements
•Funding caps for Capacity Building and Arts Projects will be temporarily removed (no additional funds are available)
•The final 20% payment of the award will be disbursed upon receipt of completed final report due on or before September
30, 2021
HEALTH AND SAFETY CERTIFICATION
•Any and all projects, programs and activities supported by the Community Arts Grants must adhere to any and all healthand safety requires as outlined by state, county, local or other governmental bodies at all times. Failure to do so may
result in cancellation of the agreement and returning of grant funds.
FUNDING CATEGORIES
Funding categories for Arts Organizations will be adjusted for this cycle only to allow flexibility for grantees during this crisis. No new
funds will be allocated.
Funding will be organized by the applicant’s type of organization, then into available category or categories for that organization
type:
•Arts Organizations, including Fiscal Agents of Individual Artists
o Arts Organization award amounts will remain the same
o Any awards made to one organization will be considered a total amount to be converted or allocated to projects.
For example, if an organization was awarded $500 in Arts Projects, they can decide to utilize that funding
for Arts Projects or Capacity Building depending on what support the organization needs at this time.
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o If an organization received both Arts Projects and Capacity Building grant funds, they can allocate the total of both
awards into one or either category as best supports the organization.
For example, if an organization was awarded $500 in Arts Projects and $500 in Capacity Building, they
have $1,000 to allocate towards one category, or a combination of both.
o To achieve this, the award maximums in each category will be temporarily lifted for this cycle.
• Educational Institutions and Affiliated Groups
o Schools award amounts will remain the same
ARTS ORGANIZATIONS
ARTS ORGANIZATIONS – CAPACITY BUILDING
• Capacity Building projects are temporarily available to all Arts Organization grantees for the CAG 2020 cycle
• Funding may NOT be used for fundraising purposes
• Capacity Building grants may not be used for general operating support, but for specific items
• Some examples of capacity building include (but are not limited to):
o Facility rent in non-city owned buildings
o Utilities, like wi-fi
o Staff and artist fees
o Marketing support for changes in programming
o Staff training and/or technology to transition to virtual programming
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS – ARTS PROJECTS
• Arts Projects will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented whether virtually or in person, ONLY if all current health and safety requirements are met and
crowd size limitations have been lifted
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented wither virtually or in person, ONLY if all current health and safety requirements are met and
crowd size limitations have been lifted
APPLICANT INFORMATION
REVIEW OF PROGRAM UPDATES
• Cultural Arts Staff will review program updates from grantees for completeness and alignment with updated guidelines and
approve.
• Regular updates will be provided to the Arts Commission.
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GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT AMENDMENT
• All approved updates will require an amendment to the original agreement. The amendment will be provided upon
approval of program updates.
PROMOTION
• Grantees are encouraged to share links or files to virtual events, live or recorded, with staff to help with promotion.
OTHER INFORMATION
CAG 2020 COVID-19 UPDATE FORM
The form to submit your program changes will be available online at www.carlsbadca.gov/artsgrants. The form includes the
following sections:
1. Grantee Information
2. Project Update Information
a. Arts Organizations
i. Award Amount Updates
ii. Project Update Narrative
b. Schools & Affiliated Groups
i. Project Update Narrative
3. Health & Safety Certification
ASSISTANCE
To continue to support our information artists and organizations, the Cultural Arts Office staff will continue to provide additional
resources for our applicants in the 2020 cycle.
• Appointments to meet with staff to answer any questions will be available at www.carlsbadca.gov
• Cultural Arts Office staff are always available to assist applicants. Please contact Mimi Kim at mimi.kim@carlsbadca.gov
and Megan Gilby at megan.gilby@carlsbadca.gov
DocuSign Envelope ID: E69CD903-ABD7-4892-B1D4-57DCE415E783
2020 GRANT AGREEMENT FOR Patrons of the Arts
This agreement, is made on the 11'-AA day of + 20 7..£J, by Patrons of the Arts
(ORGANIZATION), hereinafter referred to as "Grantee," CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide
Grantee the Grant funds awarded to Grantee during the 2020 Community Arts Grants Program in an
amount not to exceed seven thousand, five hundred dollars ($7500} ("Grant."} The purpose of the Grant
is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"}.
Project Title: Seussical the Musical
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following
terms.
TERMS AND CONDITIONS OF GRANT
1. TERM.
The term of this Agreement shall mean the period commencing on the effective date of this Agreement
and expiring on June 30, 2020. The term of this Agreement may be extended by mutual written agreement
of the parties. The parties will prepare a written amendment indicating the effective date and length of
extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the Agreement
Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to
assume any obligation to furnish any additional funds that may be necessary to complete the
Agreement Scope.
b. In accordance with the Agreement Scope and the Community Arts Grants 2020 Guidelines, all
grant funds are eligible to be used January 1 through June 30, 2020. Any extension of fund use
must be requested in writing and approved in writing by City. Extension of Community Arts
Grants 2020 funds will render that organization ineligible to apply for or receive additional funds
as part of the subsequent Community Arts Grants 2020/21 cycle.
c. All costs accrued for services and/or supplies prior to the execution of Agreement are not
eligible for funding or reimbursement through the use of Grant proceeds.
d. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts
Grants 2020 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as
Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT.
City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of
Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are
not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant
funds to only cover expenditures for programs and services incurred during the Agreement
Scope dates and under the terms and conditions of this Grant Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
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d. As reasonably soon as possible, but in no case later than thirty (30) calendar days, Grantee shall
notify the City of events or proposed changes that could affect the Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for
the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit
to the City, in writing, a proposal requesting changes to the Agreement Scope. Grantee shall
make no material changes to the Agreement Scope unless and until City formally approves the
Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2020 Community Arts
Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on programs, and
include naming the City in any publications and/or social media, whether in digital or print
format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure receipts,
applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make
all records and supporting documentation readily available, upon request, for inspection and/or
audit by representatives of the City.
4. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts' communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city's established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event
or program.
Please initial box to opt-in to promotional opportunities ~
5. RETURN OF GRANT FUNDS.
Any determination, by the City, of noncompliance with activities and expenditures outlined in the
Agreement Scope without prior notice and express approval by the City, upon demand by the City,
Grantee agrees to return to the City the amount requested by the City, up to and including an amount
equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement
shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no
fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable
obligations properly incurred shall be eligible to be paid by Grant funds.
6. REQUIRED REPORTS.
Failure to complete the following reports may render the recipient ineligible to receive the full and final
payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2020 Community Arts Grants Guidelines,
attached hereto as Exhibit A, within thirty (30) days of Grant award notification.
b. Submit a Final Report including all required attachments by completing the designated form to
the City (30) calendar days after the Agreement Scope end date or, July 31, 2020, whichever is
earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
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7. DISBURSEMENT OF GRANT FUNDS.
The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as
applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City
within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever
is earliest.
8. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within
fifteen {15) calendar days of the decision to cancel and Grantee, at the time it provides the City
with notice of cancellation, shall return all Grant funds to the City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant
funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith.
9. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the
Project, or prior to first disbursement of funds. After Project commencement, as outlined in the
Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified
or amended only by mutual agreement, in writing, of both the City and Grantee.
10. LOSS OF GRANT.
At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount
allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar days of
receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant alteration of
Agreement Scope elements, such as performers, artists or attendees, or significant changes in
budget income, expenses or line item designations from Grantee's budget, included in the
Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports
and/or documentation before July 31, 2020.
11. COVENANT AGAINST DISCRIMINATION.
Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients,
employees, prospective employees, contractors, or prospective contractors on the basis of race, color,
religion, sex, national origin, age, disability or familial status.
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12. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to receive
written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
For Grantee:
Patrons of the Arts
Attn: Shandra Knight
PO BOX 1956
Carlsbad, California 92018
Email: info@carlsbadcommunitytheatre.com
13. INDEMNIFICATION.
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and
employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees)
and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the
provision of Grant proceeds.
14. NO PARTNERSHIP OR JOINT VENTURE.
The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances
shall City and Grantee be deemed to be partners or involved in a joint venture.
15. MODIFICATIONS.
This Agreement may not be modified or amended except by written document executed by a duly
authorized representative of both the City and the Grantee.
16. GOVERNING LAW.
This Agreement shall be construed in accordance with and be governed by the laws of the State of
California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court.
17. SEVERABILITV.
In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall
not affect other provisions of this Agreement, which can be given effect without the conflicting provision.
To this end, the provisions of this Agreement are declared to be severable.
18. DRAFTING AMBIGUITIES.
Grantee understands that it is aware that it has the right to be advised by counsel with respect to the
negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek
advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee.
This Agreement shall not be construed in favor of or against either Party by reason of the extent to which
either Party participated in the drafting of this Agreement
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19. SIGNING AUTHORITY.
The representative for each Party signing on behalf of a corporation, partnership, joint venture or
governmental entity hereby declares that authority has been obtained to sign on behalf of the
corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto
harmless if it is later determined that such authority does not exist.
GRANTEE
'By ~ -~re~)
crk..u,. §fi•rlJ /4a Rt5iM
(Print name/Tit ) 1 l
in-fr a. wlsJ,A.~""~~~i llJl.• c~
(Email address)
//2 3 I ;2.o 2-0
(Date)
Wend J (a,cn-5 1 a IA..? lA.. r/?r (P nt name/Title) 7
w 5fJ.,,C,: 2 (! ~ (r'.]A,-I . u 1--1
(Email addres
ti,+12 lr12 ( ate) /
CITY OF CARLSBAD, a municipal corporation of
the ~of Califor~?
By:~~.V/ ??fl1-!?>
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached. !f..E_
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
By: IA:11du /{. ~
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2020 Application
2. Optional, as needed -Community Arts Grants 2020 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2020 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2020 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2020
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Community Arts Grants 2020 Application
Reference# 10412757
Status Complete
Login Usemame Summer2020a
Login Email info@carlsbadcommunitytheatre.com
First Name Shandra
Last Name Knight
street Address PO BOX 1956
Address Line 2 {OPTIONAL} PO
City Carlsbad
State California
Zip Code 92018
Phone Number 7609318709
Email Address info@carlsbadcommunitytheatre.com
Are you applying as an: Arts Organization
As an Arts Organization, would you be Yes
interested in acting as a Fiscal Sponsor for
individual artists to apply for future Community
Arts Grants? This would not impact your own
organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach
out with more information. We appreciate your
support of individual artists! {OPTIONAL}
For which funding category are you filling out
this application?
Would you like to participate in an application
review by Cultural Arts Staff?
Organization Name
Organization doing business as (if by another
name} {OPTIONAL}:
Arts Projects
Yes
Patrons of the Arts
Carlsbad Community Theatre
Street Address
City
State
Zip Code
Phone Number
Organization website URL:
What is your organization's mission
statement?
Is this your organization's first time applying
with the City of Carlsbad?
Has your organization received funding from
the City of Carlsbad's Community Arts Grants
program in the past?
Project Name
PO BOX 1956
Carlsbad
California
92018
7609318709
www.carlsbadcommunitytheatre.com
The Patrons of the Arts Foundation, operating
as Carlsbad Community Theatre, provides
opportunities for North County San Diego
residents of all ages to participate in high
quality performing and visual activities. Our
goals are to promote the arts by:
-Providing year-round cultural events at
affordable prices.
-Developing a strong sense of community
support for the Carlsbad Community
-Developing a broad base of financial support.
And to foster artistic growth in the community
and the individual by:
-Nurturing an appreciation of the arts among
all segments of the community,
particularly children and youth.
-Providing educational opportunities.
-Offering scholarships.
No
Yes
Seussical the Musical
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Carlsbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
Total Number of Expected Audience
Attendance for Project
Carlsbad Community Theatre, celebrates its
37th year by bringing to the stage "Seussical
The Musical" (Summer 2020) at the Carlsbad
Cultural Arts Center/Carlsbad High School. By
putting on this production in Carlsbad it will
help CCT to continue our goal by providing
opportunities for our community to participate
in the production as actors, dancers, singers,
musicians, directors, choreographers,
costumers, stage hands, set builders, sound
engineers, light designers and audience
viewers. Musical theatre educates, explores,
and allows growth as it encompasses many
different artist to one large production and
brings live theatre to the community.
01/01/2020
06/30/2020
7500
110
2400
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
Our award winning theatre company has been
providing musical productions for 37 years.
We offer 3 large productions a year, one in the
spring for the youth, one in the summer for all
ages, and one in the fall for teenagers. Of our
shows, summer is the largest as it
encompasses a cast of 60 adults and children,
15 musicians in the orchestra, 10 on the
creative team, 20 technical staff, with over 60
volunteers to work together and perform a
show for an audience potential of 3600
patrons. This legacy of putting together quality
productions mostly lies to our great volunteer
board and community that supports the arts
and artist in our community.
For the last 9 years, the Carlsbad Cultural Arts
Center (CCAC) has not been available for
theatre rental and CCT has been utilizing
theaters outside of Carlsbad. But, by working
closely with the Carlsbad Unified School
District, we made it possible to bring the show
"The Little Mermaid" to their stage this last
summer. This successful collaboration gave
our local talented artist the opportunity to
perform for the community that we serve.
Having this successful production in Carlsbad
is a crucial element that not only introduces
our community to performing arts but most
importantly it allows the Carlsbad citizens of all
ages have the opportunity to become involved
as an actor, technician, volunteer, or audience
members, truly making CCT a "home town"
theatre.
What makes the project distinctive? CCT is excited to present this large production
of "Seussical the Musical" for our Carlsbad
community. This presents a unique opportunity
for our residents to be involved and part of the
show. With the multitude of different job
aspects required for this production we are
confident that this show will bring together a
community of artist and viewers.
We have chosen "Seussical the Musfcal" as
this show will appeal to a wide range of
viewers. We all grew up reading Dr. Seuss
and CCT finds that this show can appeal to
every age group. The familiar stories of Dr.
Seuss makes it is easy for groups to attend
such as grandparents taking grandchildren,
Girl/Boy Scout groups and Boys and Girls club
outings.
Having this production in Carlsbad is a special
consideration as there are limited available
theatre's in North County San Diego. The
limited theatres, makes it hard for patrons to
find musical performances to attend as a
viewer or to be a part of the show. To have
this show within Carlsbad makes it a special
experience as residents can come watch
neighbors and friends participate on the stage,
in the pit or behind the scenes.
Carlsbad wants and needs this type of musical
theatre and CCT has the experience and
knowledge to make this show successful. We
look forward for this production to be able to
develop and train participants, solidifying the
many artist as we continue to expand by
serving the community, representing the best
in Carlsbad.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
CCT strives to involve as many residents as
possible and we accommodate all needs and
guidelines of American Disabilities Act by not
discriminating against people with disabilities,
including employment, public
accommodations, and services. We welcome
all and work together with tolerance and
acceptance. Everyone can find their place in
theatre. Bringing this project to the Carlsbad
stage is an important piece so that local
citizens can find their belonging and safety in
this open arts environment.
Our second project goal, is to keep our ticket
prices affordable so that all patrons can attend
and experience live theatre with friends and
families. Patron attendance lends itself to
continued arts support and impacts arts
growth throughout the Carlsbad community.
Our third goal is to continue collaboration with
CCAC department staff and the Carlsbad
Unified School District, CUSD, artistic. By
communicating needs and supporting each
other's talents we are able to share tasks, train
crews and teach techniques that develop skills
to be used in future group projects. By working
jointly, it encourages groups to depend on
each other and strengthen the performing arts
programs in Carlsbad, and we look forward to
partnering in new project opportunities.
These goals can not be obtained without
financial supplement from grants and
donations. With the grant money offsetting the
cost of venues rental and rights/materials it
allows CCT to meet the artistic needs in the
community by offering local theatre to all that
want to participate in the productions or as an
audience member.
Who is your target population and why? How
will you reach them?
The population served ranges from residents
of all ages from Carlsbad and San Diego
County. The potential audience is about 3600
patrons. The demographics break down is
30% youth audiences 50% adult and 20%
seniors. Of our patrons, 80% are from
Carlsbad, 15% from San Diego County and
5% from out of town. Those from out of town
found us through their local Carlsbad hotels.
All audiences are reached through CCT
marketing and the performance host venue's
marketing. This production is open to the
public and we market through social media,
CCT website, hosts venue websites, CCT's
database, distribution of flyers, and free public
entertainment postings in newspaper,
magazines and web. CCT works with other
theatre groups, CUSD, Boys and Girls Club,
YMCA and local senior centers. For those
visiting Carlsbad we contact local hotel
concierge and provide them with event
information.
Are you partnering with any organizations or No
indMduals that are involved in your project but
are not employed or affiliated with the applying
organization?
Please upload resumes and/or information of
involved teaching artists, artists or any other
individuals participating in your project. Only
one PDF document will be accepted -please
consolidate all information.
Group_Bios.pdf (269k)
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more infonnation on your project.
(OPTIONAL, but recommended.)
Please upload your completed Project Budget
fonn.
Upload your organization's most recently filed
IRS fonn 990EZ or 990, Part I -XII, and
Schedule A
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF fonnat.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
Here is a list of sample marketing that we did
for The Little Mermaid.
http://www.carlsbadcommunitytheatre.com/ph
otos-2
Sample of Summer 2017 show Beauty and the
Beast
http://www.carlsbadcommunitytheatre.com/vid
eos
CCT Youtube Channel
https://www.youtube.com/chan nel/U Cn kyqXw
MuuCHTx9vhCl75JQ
https://thelancerlink.com/lifestyles/2016/10/10/
carlsbad-community-theater-brings-fiddler-on-
th e-roof-to-I ife/
CAG_2020_Project_Budget_Form.xlsx (15k)
CCT _2017 _Fed_Tax_Return.pdf (11490k)
CCTboardmembers18_ 19.docx.pdf (65k)
Shandra
Knight
Vice PresidenUMarketing
7609318709
info@carlsbadcommunitytheatre.com
2019-10-14 15:34:50
2019-10-1311:45:16
2019-10-14 15:34:50
IP
Browser
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Referrer
99.11.23.82
Chrome
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https://fs9.formsite.com/res/formloginReturn
Applicant:
PR OJECT INCOME
Admissions
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Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtot al Unearned Income
I $
$28,000
$4,000
$600
$7,500
$40,100
$
$0
$0
$5,000
$0
$7,500
$900
$1,500
$14,900
COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes $ Notes
Based on tickets sold less fees
Selling Refreshments, Stargrams/Merchandise/Raffles
Selling Ads in Playbill
Production fees charge to cast members @ $250 for youth only
Subtotal Earned Income $0
Notes $ Notes
.
GoFund Me/Paypal Giving Fund/Online Donations
Amount received t hrough Community Arts Grants 2019 Amount received through Community Arts Grants 2020
other fundraising, restaurant nights and backstage pass at the
show.
Preview night
Subtotal Unearned Income $0
INCOME TOTALSI $55,000 I $0
Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist ) $3,800 producer team and facility custodial fees
Project Artist(s) or Arts creative team {director, music director, choreographer,
$10,500 conductor, set designer, costumer, makeup artist) and stage lnstructor(s) l.6.--, ...... '-•----"'ln-::i----'.':lltr:-•"'ln+ -•----------nrnnt r ro'.'!li+nr
Educational Materials/Printing $500 Scripts, Stagehand Materials, Musical Scores,
Costumes/Props $2,000 Custom costumes, rental costumers, custom made props,
rental props
Sets $1,500 Materials to build sets
Supplies $300 batteries, stage props, speciality effects such materials such as
haze juice and dry ice
Licensing/Royalties $6,000 Licensing,
Rentals (space and/or other) $22,000 Rental at CAC, Harding Center and Woman's Club ...
Transportation $200 Uhaul
Food & Beverage $300 Refreshments
Marketing/Promotion/ $400 Promotional Collateral Materials (Flyers, Posters, Social Media
Publicity in Facebook, lnstagram, Website, Twitter)
Fiscal Agency Fee $0
Other $7,000 14 Musicians for the Orchestra playing 1 week of rehearsal plus
8 shows
Other $500 Stage backdrops rental
Other
EXPENSES TOTALS! $55,000 I $0
Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
$500 Graphic Designer
$260 Props Developer
$500 Volunteer Coordinator
$500 Ticketing Coordinator
$1,000 Community High School student volunteers
$500 Photographer/PR
$500 Intern from Carlsbad High School
$800 Backstage Coordinator
IN-KIND TOTALSj $4,560
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may c
Round all budget figures to the nearest whole dollar.
Enter a '0' 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, 50 attendees, $5 each."
Please insert your organization name in the top right header.
COMMUNITY ARTS GRANTS GUIDELINES -2020
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce accessible artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Develop and support organizational strength and capacity of Carlsbad arts organizations;
• Encourage new & emerging arts programs and organizations in Carlsbad; and
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2020 OVERVIEW
Deadline for regular 2020 cycle grant applications is Monday, October 14, 2019 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $88,000 in total funding available for the 2020 cycle, including Special Opportunity grants
• The 2020 cycle will include programs within a 6-month shortened activity period, Jan. 1-June 30, 2020. This is a temporary
change from previous years; programs seeking funding after June 30, 2020 will participate in the next cycle, opening Spring
2020. Subsequent cycles will include twelve months for each funding cycle
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELI GIBILITY
• Programs and activities supported must take place during the six-month shortened activity period, Jan. 1 -June 30, 2020
• All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects include partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, we encourage the arts
organization to act as the applying party
GU IDELINES APPENDICES
• Appendix 1 -Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Page 1 of 9
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type:
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$2,500 maximum award
• Special Opportunities -$3,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding available for programs taking place between Jan. 1-June 30, 2020.
More information and guidelines on Special Opportunities grants will be available in Nov., 2019.
o Organizations who apply for the main cycle are eligible for Special Opportunities, however any specific project part
of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities.
ARTS ORGANI ZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects categories
• No organizations may submit multiple applications in any one category per funding cycle
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $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 mission
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity building include (but are not limited to):
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as (but not limited to) performances, exhibitions,
residencies, assemblies, workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operat ing support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual, educational institution or organization must include a letter of agreement from
partnering entity
PROJECTS THROUGH FISCA L AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
Page 2 of9
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2019
EDUCATIONAL INSTITUTIONS AND AFFI LIATED GROUPS
Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $2,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the same school site
• To be eligible for funding:
o In-school projects funded through the Community Arts Grants may not involve a permanent hourly or salaried
employee in the school district in which they will be leading activities, performances or projects
o Out-of-school programs may utilize teaching artists that are employed within that the applying or any district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
• Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in
SPECIAL OPPORTUNITIES
• Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular
Community Arts Grants 2020 cycle has passed within the funding period of Jan. 1-June 30, 2020. Any project part of a
successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities
• More information about Special Opportunity Grants will be available after the conclusion of the main grant cycle. Please
contact staff with any specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Aug. 19, 2019
Sept. 4
Sept. 9
Sept. 13
Sept. 16
Oct.14
W eek of Nov. 11
Dec. 5
Week of Dec. 9
January 2020
Application posted and available at www.carlsbadca.gov/artsgrants
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Dates available to schedule one-on-one sessions with grant program staff through Oct. 9
Application review submission deadline. All review feedback will be completed by Sept. 27
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Deadline: applications for the CAG 2020 cycle must be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals. The panel will create a funding plan for review and final approval by the Carlsbad Arts
Commission
All applications have the opportunity to participate in the panels by being present for short question &
answ er session during panel week. More information on this opportunity will be sent to organizations
with eligible, completed and submitted applications
Funding plan presented to Arts Commission for review and approval
Notification and awardee agreements packets will be sent to all applicants. Any applicant that receives
<50% of requested amount will be required to complete a Revised Project Form
First payments of awards are disbursed upon execution of agreements, projects commence
Page 3 of 9
Jan. -June 2020 All grantees must complete a Final Report within 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFORMATION SESSIONS, WOR KSHOPS AND APPLICATION REVIEW
To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our
applicants in the 2020 cycle. These offerings are highly recommended for both new and returning applicants.
• Information Sessions -general overview of the grant process, application and procedures
• One-on-One Sessions -New for 2020, we are offering the opportunity to schedule 30-minute sessions with grant program
staff to help answer questions about the process, the application or other topics. Any applicant participating in the one-on-
one sessions are required to have attended at least one information session for the current grant cycle. Registration for
one-on-one sessions will be available at www.carlsbadca.gov/artsgrants
• Application Review -applications submitted by Sept. 13 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before sept. 27 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW A ND SCORIN G OF APPLICATIONS
GRANTEE Q&A DURING PANEL SESS IONS
• Applicants in all categories are able to provide up to two (2) representatives on their behalf to answer questions by panel
members regarding their presentation or application materials
• While not requ.ired, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Question and answer sessions are not scored and are included as an opportunity to provide additional information and
insight to organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 11. All applicants will receive information for schedule
upon submission of application
• All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will
not otherwise affect their application's review
• All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
• Applicants/presenters will not be able to hand any materials to panelists at time of presentation. All information must be
included in your application, and no new physical materials may be introduced after submission of application.
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 10 points, with a maximum score of 30. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o Reinforce accessible artistic and cultural opportunities and experiences for our residents
o Provide arts education and lifelong learning opportunities for all ages
• Community Impact
o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community
and students, as well as visitors and tourists throughout the world
Page 4 of 9
o Support local and regional arts and cultural organizations as an important component of the economy and quality
of life in Carlsbad and Northern San Diego County
o Accessibility of program for participants and audience members, including coverage under the Americans with
Disabilities Act and economic considerations
• Management Capability
o Support and develop organizational strength and capacity of Carlsbad arts organizations
o Encourage new & emerging arts programs and organizations in Carlsbad
OTHER REVIEW AND SCORING INFORMATION
• After the application deadline, program staff will review applications for completeness to deem eligibility for review by
panel
• As part of staff review for eligibility after application deadline, Cultural Arts Office staff will determine whether the financial
health and sustainability of the organization is considered eligible to be forwarded to the panel
• Any application forwarded to the panel will be reviewed within the context of the project or program outlined in the
application only
• Incomplete applications, or applications with incorrect information, will be deemed ineligible not be referred to the review
& scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT
All approved applications will receive an agreement packet, which will include instructions and agreement language. All agreements
must be signed and submitted per instructions within 30 days of receipt. Failure to return signed agreement within this timeline may
affect the current cycle award, or future application eligibility. Please see appendix 4 for a sample Community Arts Grants 2020
agreement.
Any applicant that has received funds during a previous funding cycle will not receive their CAG 2020 agreement until the previous
agreement requirements are completed and approved by staff.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program for three (3) years. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources.and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
• All applications that are awarded funding must provide required documents within 30 days of receipt or notification. This
includes, but is not limited to, agreements, revised project forms, final reports and financial accounting.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
Page 5 of 9
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff with
notification to the applicant
• The City of Carlsbad reserves the right to limit t he funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and
updates may occur t hroughout the funding calendar. Cultural Arts Office staff will provide information on program updates
to all grantees as they are adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
return ed 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 at the discretion of the Cultural Arts Office
• Review appendix 3 for a list of projects and programs ineligible for funding
Page 6 of 9
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for resident comments on
funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets
requests and other matters. During these meetings, public comments from organizations, artists and members of the public
is encouraged
HOW TO APPLY
APPLICATI ON
All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/artsgrants.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
Page 7 of 9
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciat ion.
• 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 addit ional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Page 8 of 9
,
APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad will NOT award grants to:
• Organizations receiving funding through City of Carlsbad Community Activity Grants
• Governmental agencies or public authorities
• Applicants that have a "delinquent" status with the Community Arts Grants Funding Programs
• Retroactive funding for completed activities
• Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or
consumption by a specific religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of" organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
Page 9 of 9
Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION
PROJECTED· APPLICATION ACTUALS· FINAL REPORT
PROJECT INCOME $ Notes Notes
Admissions
(l)l-----------1----1-------------------1---~l---...+---J.-......::;.......:..._..,... _______ ----I g Gifts/Merchandise/
~ Concessions
-0 E Advertising
~L-----------~---1-------------------~---1---...;;...-----------------I
Other
Subtotal Earned Income $0
$ Notes
Private
Individual
Amount received through Community Arts Grants 2019
Other
Other
Subtotal Unearned Income $0
$0