HomeMy WebLinkAboutPlaywrights Project; 2018-04-06;GRANT AGREEMENT FOR Playwrights Project
This agreement, is made on the Cc,:\-:\,\. day of f\~ c~ \ , 20 _if_, by Playwrights
Project (ORGANIZATION), a California nonprofit corporation, hereinafter referred to as "Grantee," and
the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the "Agreement.")
City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during the 2018
Community Arts Grants Program in an amount not to exceed two thousand, five hundred dollars
($2,500) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in
the Agreement Scope ("Agreement Scope").
Project Title: Radio Playground
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the
following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the
Agreement Scope and under the terms and conditions set forth in this Agreement.
Grantee agrees to assume any obligation to furnish any additional funds that may be
necessary to complete the Agreement Scope.
b. All costs accrued for services and/or supplies prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible
Costs, attached hereto as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the
Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek
reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to only cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of this Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. As reasonably soon as possible, but in no case later than thirty (30) calendar days,
Grantee shall notify the City of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein,
and for the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
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Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2018 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period 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 amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City the earlier of thirty (30) calendar days after the Agreement Scope end
date or, January 31, 2019, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within 60 days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2019.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
Playwrights Project
Attn: Cecelia Kouma
3675 Ruffin Road, Suite 330
San Diego, CA 92123
Email: ckouma@playwrightsproject.org
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
(Remainder of Page Intentionally Left Blank)
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18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation,
partnership, joint venture or governmental entity hereby declares that authority has been
obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to
hold the other Party or Parties hereto harmless if it is later determined that such authority does
not exist.
GRANTEE
*By:'· ~&~/
(1st signature here)
~ H'" \.c.. \-((.1\A ..,-v~, ~ 1', e c v..1 111 c 1)i< -
(Print name/Title)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By: (tLx[ltW r,~
HEATHER PIZZUTO
Library & Cultural Arts Director
c. 1-<-&v. .~@ ~ lc'i".lw'\'\~ \\ ..:.· ~ -1t. cf , v ~J
(Email address)
ATTEST:
3j1s\\t
(Date)
D"-: . .:., -~ -c_,_~ / r ~s ..1 'Uz-lL
(Print name/fitle)
n ~ -II nee ~ Vt';.,hc~ C .:.>f1
(Email adcfress)
3/ I 9/18
(Date)
9i: i/J, ~ r~
BARBARA ENGLESON
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,
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.~B WER, cr·ty Attorney
By: Af -.... )
As7istant City Attorney
lf c-c l ,<t
Date
5
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2018 Application
2. Required -Community Arts Grants 2018 -Project Budget Information
3. Required -Community Arts Grants 2018 -Revised Project Form
4. Required -Community Arts Grants 2018 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2018
Community Arts Grants 2018 APPLICATION
Organization Name Playwrights Project
Organization EIN: 33-0394250
Organization website URL: www.playwrightsproject.org
Street Address 3675 Ruffin Road, Ste. #330
Address Line 2 playwrightsproject.org
City San Diego
State California
Zip Code 92123
Are you a first-time applicant? No
What is your organization's mission statement? The Mission of Playwrights Project is to advance
literacy, creativity, and communication by
empowering individuals to voice their stories
through playwriting programs and theatre
productions.
Have you receive funding from the City of Yes
Carlsbad's Community Arts Grants in past years?
Item #65
Amount funded through Community Arts Grants
2017 1500
2016 1200
2015 1500
First Name Cecelia
Last Name Kouma
Are you applying as an: Arts Organization
For which funding category are you filling out this
application?
Arts Education
Project Name Radio Playground
Project Summary Playwrights Project is requesting Community Arts
Grant funding to bring our Radio Playground
program to two elementary schools in Carlsbad:
St. Patrick Catholic School (two 1st grade and
two 2nd grade classes) and Olivenhain Pioneer
Elementary (two 6th grade classes). The program
would serve approximately 150 students, with 9
weeks of instruction and one in-school
performance at each location, plus one evening
performance at OPE. As part of the program, a
Playwrights Project Teaching Artist will lead
instructional sessions that guide students to
create their own radio plays with sound effects,
and to perform them as actors and Foley artists.
Project Dates
Date
Project Start 7/1/17
Project End 6/30/18
Funding Request from the City of Carlsbad's 5000
Cultural Arts Grants
Total Project Expenses 5000
Total Number of Expected Participants and/or 250
Audience Attendance for Project
Provide a brief organizational history and Founded in 1985 by Deborah Salzer, PWP has
description of accomplishments in the previous always had arts education at its core. For the
year. past 32 years, we have continued our education
programs for youth, including in-school
playwriting residencies, the California Young
Playwrights Contest serving young people across
the state, and our annual Plays by Young Writers
festival, which features professional productions
of winning scripts from the contest and delights
audiences of all ages. Beginning in 1990, we
expanded our programs to include work with
seniors and other underserved communities. We
now have programs serving those involved in the
military, immigration, the justice system, and
recovery. These programs offer disenfranchised
populations the opportunity to reflect on their
experiences and observations as playwrights,
creating imaginative and inspiring scripts that are
performed by professional actors for audiences
within each community and throughout the San
Diego region.
Playwrights Project had a successful FY17. In
January, we produced our Plays by Young
Writers festival at The Old Globe in Balboa Park.
We were also fortunate to receive renewed
funding from the National Endowment for the
Arts, and a record number of grants from the
California Arts Council. We have just concluded
our 2017 California Young Playwrights Contest,
and we were thrilled to announce that one of our
winners in the younger category wrote her play
as part of the residency at St. Patrick Catholic
School, which was made possible by the
Carlsbad Cultural Arts Office support.
What makes this project distinctive? Radio Playground promotes literacy through the
use of drama-based activities, specifically, the
creation of original radio plays by students.
Through in-school residencies, students will
receive instruction in writing, vocal and sound
techniques for radio, and the history and science
of radio. At the end of the program, the plays
developed by the students will be performed by
the students for an audience of classmates,
family members and invited guests.
This program is unique in that it taps into
children's creativity on many levels. As with all of
the Playwrights Project programs, the students
will be inspired to create their own plays about
subjects that matter to them and explore new
ways of expressing themselves through theatre.
In this program, the students are also taught to
create their own 'foley effects,' which are sound
effects that are meant to reproduce everyday
sounds in order to enhance a film or radio
production. Typical foley effects include
mimicking the sound of footsteps, squeaky doors,
or breaking glass. In the Radio Playground, the
students learn tricks of the trade and invent their
own sound effects; they are encouraged to
experiment with everyday objects to achieve just
the right effects for their plays.
The program has the flexibility to be implemented
successfully for both the younger and older
elementary students, incorporating standards for
both the English and science curriculum. The
program is comprised of 10 in-class sessions led
by a Playwrights Project Teaching Artist,
concluding with students performing their plays.
What are the outputs and/or outcomes of the The overall objective of the program is to promote
project? literacy through the use of drama-based
activities, strengthening both the writing and
research skills of the students. Specific program
goals include the following:
•To increase and strengthen essential listening
skills
•To improve creative writing skills and use of
descriptive language
•To provide instruction in format and structure of
radio plays
•To improve students' ability to interpret and
present a theatrical character
•To allow students to participate in a performance
of radio plays written by themselves and their
classmates
•To increase awareness and understanding of the
medium of radio
•To provide instruction in the history and science
of the medium of radio
•To integrate arts programming into regular
classroom curriculum.
The classroom teachers involved in a Radio
Playground residency at the Rhoades School in
Encinitas last year commented that the program
had helped their students develop in the areas of
creativity, writing practice, performance, and
student responsibility (to the group). They also
reported that their students were engaged and
enjoyed the program. One teacher wrote, "Many
of my students are familiar with theatre, but the
radio playground information and the writing their
own plays and how to engage the audience with
the story, the voices, and the sounds were all
new to the students."
How will the project be evaluated to measure Assessment is measured with grading rubrics
outputs and/or outcomes? that assess students' grasp of the instructional
material and the overall quality of their plays and
the incorporation of foley effects into the
production. Instruction is aligned with the CA
Department of Education's content standards for
Visual & Performing Arts and Language Arts and
Science. The students complete pre and post
surveys developed by Playwrights Project in
consultation with Dr. Alexander Chizhik of SDSU.
Surveys measure students' confidence in their
writing ability and improvements in their grasp of
language arts and theatre concepts. Classroom
teachers also complete surveys at the end of the
program. Their feedback is triangulated with the
student surveys and evaluations from teaching
artists which measure students' achievement of
the instructional goals based on a rubric scoring
students' scripts.
How will the project address community needs, The Radio Playground program provides an
including reaching underserved populations? entertaining and enjoyable way for the students
to develop literacy and research skills. The
residency uses creative writing, acting and drama
to awaken young people to the importance of
their own experiences in their own world. The
students will develop their play in groups, thus
encouraging listening and collaboration skills,
both of which are critical to succeeding in schools
and in future careers. Participating in this
intensive arts education program will give young
people the tools to express themselves freely and
without judgment, improve their communication
skills, heighten their self-esteem and motivation,
and give them a sense of direction and focus.
Who is your target population? What geographic We are proposing to implement this program at
area will benefit from your program? two elementary schools in Carlsbad: St. Patrick
Catholic School and Olivenhain Pioneer
Elementary. Playwrights Project has a long-
standing program at St. Patrick Catholic School,
made possible through the generous support of
the Carlsbad Cultural Arts Office. This year, the
school has asked us to implement the Radio
Playground program for their first and second
grade students. The program dovetails perfectly
with their science curriculum in the Spring, and
will allow the teachers a way to bring the science
and language curriculum to life in their classes.
Playwrights Project has also been asked to
implement a program for 2 sixth grade classes at
Olivenhain Pioneer Elementary (OPE) in South
Carlsbad. Playwrights Project was introduced to
OPE at a focus group held by the Carlsbad
Cultural Arts Office. A representative of the PT A
at OPE was at the meeting and was intrigued by
the Playwrights Project programs, and has since
expressed an interest in implementing the
program in the Spring of this school year. Each
year at OPE, a play is produced by half of the 6th
grade classes, so this program would allow the
other half of the 6th grade classes to have their
own writing and performance opportunity.
Are you partnering with any organizations or Yes
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Provide names and brief description of roles for The partners of this program would be the two
any partners in this project. This would include schools listed above, St. Patrick Catholic School
any organizations, artists or individuals involved and Olivenhain Pioneer Elementary. Descriptions
in your project that are not employed or affiliated of each school appear below. The classroom
with the applying organization. teachers at each location will partner with the
assigned Teaching Artist to implement the
programs in the classrooms.
St. Patrick Catholic School: Founded in 1962, St.
Patrick Catholic School provides a well-rounded
education for a community of nearly 500 students
in kindergarten through eighth grades. The
school is located in North Carlsbad, off Tamarack
Boulevard. Playwrights Project is proposing to
implement 4 classroom residencies at St. Patrick
Catholic School, comprised of 9 instructional
sessions plus 1 in-class performance for each
class, for a total of $3,000.
Olivenhain Pioneer Elementary: A public
elementary school in the Encinitas Union School
District serving approximately 670 kindergarten
through 6th grade students in the La Costa area
of South Carlsbad. Playwrights Project is
proposing to implement 2 classroom residencies
at OPE comprised of 9 instructional sessions plus
1 in-class performance for each class, for a total
of $1,500. We are asking for an additional $500
for OPE to fund an extra 1 hour evening
performance by students with the Playwrights
Project Teaching Artist, for families and peers.
In one PDF document, gease upload all resumes T~aching Artist B~ym~§ 2nd L~tter§ Qf lnter!il
of teaching artists, artis or any other individual st from Partner School§.gdf (§21 k)
partners in your project.
Please upload your completed Project Budget CAG 2018 Project Budget Form VAxi.xlsx
form. (14k)
Upload your organization's current total budget as
a PDF.
Aggroved Budg!ilt FY18.gdf (115k)
Upload your organization's two most recent Plafflrights Project FY16 990 Pages 1-5.gdf
completed budgets. Short form 990's are (2709k)
preferred. All files must be in PDF format
Item# 103 FY15 Tax 990.cQmgressed.gdf (6558k)
Upload your roster of Board members. Please
ensure the document includes names, titles,
Plafflrights Project BQard of Directors.gdf (16k)
organization/business affiliation, emails and
areas of expertise. All files must be in PDF
format.
Signature of authorized representative from
applying entity: Ce.c:-e..J~ ~~
First Name Cecelia
Last Name Kouma
Applicant: PLAYWRIGHTS PROJECT
PR
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OJECT INCOME Cash
Admissions
Gifts/Me rch and ise/
Concessions
Advertising
Other
Subtotal Earned Income $0
Cash
Private
Individual
Public Support
Applicant Cash
CAG Request Amount $5,000
Other
Other
Subtotal Unearned Income $5,000
INCOME TOTALS! $5,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
-
Subtotal Earned Income $0
Notes Cash Notes
Subtotal Unearned Income $0
$0
Applicant: PLAYWRIGHTS PROJECT COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist) $2,060 Curriculum support, scheduling, and contracting artists
Project Artist(s) or Arts $2,730 Teaching Artists to implement instructional sessions and direct
lnstructor(s) student performances
Educational Materials/Printing $180 Curricular hand outs and coping of scripts
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation $30 Mileage for artists and staff visiting schools
Food & Beverage
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALS! $5,000 $0
Applicant: PLAYWRIGHTS PROJECT COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value Notes
Performance refreshments Provided by OPE PTA at their evening performance
Classroom teacher planning Curriculum planning meetings with teaching artists
Marketing (by school) Flyers printed at schools to invite families and community to in-
class and evening performances
IN-KIND TOTALSl:::I =====$=0=::I
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole 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, SO attendees, $5 each."
Please insert your organization name in the top right header.
Community Arts Grants 2018 REVISED PROJECT FORM
Reference#
Status
Organization Name
Project Title
Contact First Name
Contact Last Name
Contact Phone Number
Contact Email Address
Describe any changes to the project for which
you were awarded funds, including how
income, expenses or both will be altered to
balance the project budget.
Upload a revised Project Budget Form as a
PDF.
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
9466646
Complete
Playwrights Project
Radio Playground
Cecelia
Kouma
(858)384-2970
ckouma@playwrightsproject.org
The grant will cover the full cost of the
program in 2 classrooms at St. Patrick School
(rather than the 4 classrooms proposed) and a
portion of the costs in 2 classrooms at OPE.
The evening performance planned for OPE will
be covered by school funds. Costs and income
outside of the grant are not included in the
revised budget.
CAG_2018_Project_Budget_Form_PWP _REVI
SED.pdf (467k)
2018-03-09 14:54:43
20 18-03-09 14:45:36
20 18-03-09 14:54:43
70.95.108.253
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Applicant: PLAYWRIGHTS PROJECT
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OJECT INCOME Cash
Admissions $0
Gifts/Merchandise/ $0 Concessions
Advertising $0
Other $0
Subtotal Earned Income $0
Cash
Private
Individual
Public Support
Applicant Cash
CAG Request Amount $2,500
Other
Other
Subtotal Unearned Income $2,500
INCOME TOTALSI $2,500
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS-FINAL REPORT
Notes Cash Notes
Subtotal Earned Income $0
Notes Cash Notes
Subtotal Unearned Income $0
$0
Applicant: PLAYWRIGHTS PROJECT COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist) $960 Curriculum support, scheduling, and contracting artists
Project Artist(s) or Arts $1,390 Teaching Artists to implement instructional sessions and direct
lnstructor(s) student performances
Educational Materials/Printing $140 Curricular hand outs and coping of scripts
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation $10 Mileage for artists and staff visiting schools
Food & Beverage
Market ing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
EXPENSES TOTALSI $2,500 $0
Applicant: PLAYWRIGHTS PROJECT COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value Notes
Performance refreshments Provided by OPE PTA at their evening performance
Classroom teacher planning Curriculum planning meetings with teaching artists
Marketing (by school) Flyers printed at schools to invite families and community to in-
class and evening performances
IN-KIND TOTALSl=I =====$=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 t hat you don't have an amount to add.
ACTUALS-FINAL REPORT
Val ue 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 -2018
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services an.d 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 pu rpose is to:
• Reinforce the artistic and cultural opportunities and experi ences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cu ltural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Di ego County;
• Encourage new arts programs and organ izations in Ca rlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award wi ll be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2018 calendar year, Jan. 1 -Dec. 31, 2018
• All funded activities must take place within the City of Carlsbad. Th e Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applica nts, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or t he California State Franchise Tax Board
• When partnering, only one application 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 CATEGORIES
Funding wi ll be organiz-ed 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 -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available in November, 2017)
o Special Opportunities -$500 maximum award
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR
Arts Education. Possible application combinations include:
o Arts Projects and Capacity Building
o Arts Education and Capacity Building
o Only one application in either Arts Projects, Arts Education or Capacity Building
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROU GH FI SCAL AGENT
• Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal
agent
• Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
ARTS OR GAN IZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit's missions
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity building include:
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGA NIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or
lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specifi c project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
ARTS ORGANIZATIONS -ARTS IN EDUCATION PROG RAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or
projects in a school within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies or performances
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDU CATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL IN STITUTIONS AND AFFILI ATED GRO UPS -ARTS IN SCHOO LS
• Arts In Schools grants have a maximum award of $1,500
• 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
• To be eligible for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the
Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they
will be leading activities to be funded by the Cultural Arts Office
o Out-of-school programs may utilize teaching artists that may also be employed in the district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
SPECIAL OPPORTUNITIES
• Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the
regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018
• Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2017. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Oct. 30, 2017
November, 2017
December, 2017
January, 2018
Applications for the 2018 cycle are due to be submitted electronically by 4 p.m.
Submitted 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 Form
First payments of 80% of awards are disbursed
All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award.
Excessively late submission of a final report may result in a reduction in the final payment.
REVIEW AND SCO RING OF APPLICATIONS
GRANTEE PARTICIPATION IN REVIEW AND SCORING
• Applicants 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 information or communication during the panel's discussion,
outside of questions relating to clarification if requested by the panel
o Provide a three-minute presentation to the scoring panel
• Presentations can, but are not required to include Power Point, video, sound, photos and other
multimedia augmentation
• Only one representative from each applying organization may give presentation and be present for panel
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their
application's review process
• Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organizations. All applicants will receive information for schedule upon submission of application
• All applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in pa nel schedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement
• Management Capability
o leadership strength, clarity and/or compl eteness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
FIN ANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records an d evidence pertaining to costs incurred and revenues acquired under
the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be su pported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees 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
an d expect ed to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so 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 cycl e, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and eva luate 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. Th is includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets request s and
other matters. During these meetings, public comments from organizations, artists and members of the pu blic is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your information and other grant information, is available at
www .ca rlsbadca .gov /arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 2
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itsel f.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Applicant:
PR
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OJECT INCOME
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
Cash
$1,500
$0
,$0
'·$() ... ..... --:, ...
$1,500
Cash
$0
$0
$2,000
$0
$1,500
$0
$0
$3,500
INCOME TOTALSI $5,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
3 performanc~s x $5 ticket x 100 audience members ~.,,. .'<;
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$1,000 San Diego County grant, $1,000 Tar-get grant ~ . -~ w -5-}:o. ..,.;.<~ --~~-. .«:: .. ..:~. 't,.
~~~ ~~-~ ,@:::;,-~ ~ ~ . I~ w -~ :i:
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Subtotal Unearned Income $0
$0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist) $1,250 20% of total Artistic Director cost , ,.
Project Artist(s) or Arts ,:,'-'
$3,000 $1000,fee x 1 groups x 3 performances lnstructor(s) ,-:-
Educational Materials/Printing $500 ~i ·*'·· Program printing
:-:
C ~• '*:,...-.;_;;,-:-.>• g:
Costumes/Props $0 :·· <--W· ::: <" ,«@· ·!>:·.'
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~ ' ifl Supplies $0 -:::s~ ' i~ ., f# --~~-~ ,:,.. ~:,: ,, ,, ~~~ ... ,.· ::;.:-s,
Licensing/Royalties $0 ~'o/ ., ~ ,,, ~ ,@,, ... . ,, '!-'. ,$fffj aTh 0.. ',. ~~ ,. ., . --:~ . ~ .-;:.,_
f ':-:.· ,... • ..:-'-~ ., " ,.,
Rentals (space and/or other) $0 See in-kind ,-..,'9-'· .,,/' %_~'\-kw .. ~¥ ~
Transportation $0 , ,f~~-.4-W -~~ ~--__ g·~~ I~ ' ..I ,:-,;-,:
¢_¥' ~ ...,...._,""'X* I•. ,:,'
Food & Beverage $50 Water and cookies for performers ~_,{, -:,,
-~~ -~~
Marketing/Promotion/ $200 i~';'-~~,~ Fliers, posters, bookmarks -~ ~ ... -.,-=®¾'W' . ~ Publicity ~
Fiscal Agency Fee $0 ~ ~lh ~ ~~
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Other $0 ~
Other $0 " Other $0
EXPENSES TOTALSI $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value Notes
Space Rental $500 Doanted hall use from high school '\ ·,
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IN-KIND TOTALSI $500
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
,rw' w1.~,:. ~~v " .,{,."-:;: ~-$..,
-~~§}~? -~~~~;-: .. -':::.•. .. · . .;,· ... -::.
ACTUALS -FINAL REPORT
Value Notes
& -~-, ~t ..
--·.,
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.
ARTS ORGANIZATIONS
• Three categories for applying Arts Organizations:
o Arts Projects -funding limit of $10,000
o Arts Education -funding limit of $5,000
o Capacity Building -funding limit of $5,000
• Total Arts Organizations Applications: 22
• Total Arts Organizations Requests: $125,227
• Total Arts Organizations Awards: $58,000
New Village Arts, Inc. -Arts Projects AWARD: $10,000
Support for "Cloud Tectonics", an outreach and theatrical production t aking place in January and February 2018 for an
audience of over 2,500.
Museum of Making Music -Arts Project AWARD: $6,000
Support for "Summer Sounds" series of four summer concerts at the Museum of Making Music.
Mainly Mozart-Arts Project AWARD: $5,650
Support for two Spotlight chamber music concerts, at St. Elizabeth Set Church and Schulman Auditorium.
San Diego Dance Theater -Arts Education AWARD: $5,000
Support for "Aging Creatively Carlsbad" project that provides free, on-going professional dance training and
performances to a diverse aging adult population with over 2,000 expected to participate. New applicant.
Carlsbad Music Festival -Arts Project AWARD: $5,000
Support for artist performance fees for the 3 day 15th annual Carlsbad Music Festival in August with over 50 musical
performances with an audience of 9,000.
San Diego Guitar Festival -Fiscal Agency AWARD: $5,000
New applicant. Support for 2 sp ring performances (Shin-lchi Fukuda and Beijing Duo) at the Schulman Auditorium for an
audience of 600.
Intrepid Shakespeare Festival -Arts Project AWARD: $4,000
Support for summer 10 week visual and performing "Refugee Art Experience" that tells stories of refu gee neighbors
working with artists and Crawford High School students.
Carlsbad Educational Foundation -Arts Education AWARD: $3,800
Support for "Valiase Project" program bringing museum quality artwork (presented by Lux Art Institute) to 30 6th grade
classrooms in Ca rlsbad.
Playwrights Projects -Arts Education AWARD: $2,500
Support for "Radio Playground" program and performance for 2 elementary schools in Carlsbad serving 150 students.
North Coast Repertory Theater -Arts Education AWARD: $2,000
Support for rehearsal and adaptation of Shakespeare's plays performed by local professional actors for Carlsbad schools.
New Village Arts, Inc. -Capacity Building AWARD: $2,000
Capacity building support for Spektrix Software ticketing and financial software upgrade to support current and future
programming and patron interaction.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017
Carlsbad Music Festival -Capacity Building AWARD: $2,000
Capacity building su pport for services of year round managing director to support the Music Festival.
Carlsbad-Oceanside Art League -Arts Project AWARD: $2,000
Support for pre-school through 8th grade youth projects at COAL Gallery, education Scholarships for eight local schools,
and annual High School Art Exhibition for students in the Tri-City area.
Bryan Snyder -Fiscal Agency AWARD: $1,900
Support for Carlsbad Art Wall, a rot ating temporary mural exhibit in Carl sba d Village, and a "Teen Street Art Workshop"
held every 2 mont hs in collaboration with the Boys & Girls Club of Carlsbad.
Young Audiences of San Diego -Arts Education AWARD: $1,150
Support for family dance, music, theater, and visual arts performance and workshops by professional artists for 2
Carlsbad schools w ith 200 participants.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017