HomeMy WebLinkAboutSage Creek High School Art Department; 2019-02-01;2019 GRANT AGREEMENT FOR Sage Creek High School Art Department
This agreement, is made on the \b~ day of }¢)on.A.~ , 2o_ft_, by Sage Creek High
School Art Department (ORGANIZATION), hereinafter referredt s "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 2019 Community
Arts Grants Program in an amount not to exceed one thousand, three hundred dollars ($1,300)
("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the
Agreement Scope ("Agreement Scope").
Project Title: SCHS Plein Air Painting Workshop with Teaching Artist Kate Joiner
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, 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. 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 2019 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 2019 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives of the City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requested
by the City, up to and including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2019 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, January 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.
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 sixty (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, 2020.
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:
Sage Creek High School Art Department
Attn: Megan Herrick
3900 Cannon Road
Carlsbad, CA 92009
Email: mherrick@carlsbadusd.net
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
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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
4
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.
C *By: ___ --rf---------
(ist si ature here)
CITY OF CARLSBAD, a municipal corporation of
the State of California
By:~/Ji;;.~
HEATHER PIZZUTO
~ fuN,;dL-f veeft c1~
(Print nameAftie} 1
Library & Cultural Arts Director
'Sctfs
r.t~eai~GJkW,,.,r) .rut::
(Email address)
l/t / U)tO\,
• (Date)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
ATTEST:
L.Q_~
r--,BARBARA ENGLESON
City Clerk
If required by City, proper notary acknowledgment of execution by contractor must be attached . .!.f..2
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:
CE~IA A. BRf)PER~itflttorney
By. tlM-L---,
Assistant City Attorney
\,/1,r(~~
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 2019 Application
2. Optional, as needed -Community Arts Grants 2019 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2019 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2019 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2019
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Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
Organization Name
Street Address
City
State
Zip Code
Phone Number
Organization website URL:
What is your organization's mission
statement?
9764641
Complete
Megan Herrick
mherrick@carlsbadusd.net
Megan
Herrick
VAPA Department Chair
3900 Cannon Road
CArlsbad
California
92009
760-331-6710
mherrick@carlsbadusd.net
Educational Institution or Affiliated Group
Sage creek High School
3900 CAnnon Road
Carlsbad
California
92009
760-331-6710
https://sagecreek-cusd-ca.schoolloop.com/
To inspire students' lifelong appreciation and
passion for the arts.
We strive to cultivate artistically literate
students who will advocate and employ arts
knowledge in our local and global community.
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
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
No
Yes
SCHS Plein Air Painting Workshop with
Teaching Artist Kate Joiner
A 7 day Plein Air Painting Workshop in and out
of the classroom aiming to spark inspiration of
nature in the community. With the assistance
of professional artist Kate Joiner,
intermediate/advanced students will learn
composition, color harmony, and advancement
in individual style as they study the local
landscape around SCHS and Agua Hedionda.
Original works will be on display at the Festival
of the Arts, a community event celebrating the
arts in Carlsbad (April 26th at SCHS). All
CUSD schools are invited to participate in this
event. Select pieces will be auctioned off to
raise funds for an environmental organization.
03/13/2019
04/26/2019
1300
39+ students, 2 teachers
400+
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
During the summer of 2018, a group of two
SCHS teachers paired with a local artist to
lead an Arts and Engineering Summer
Workshop. The focus was to integrate
principles of engineering and the design
process in the creation of sculptures using
natural materials such as Ghostwood Oak and
man-made materials including neon and LED
lighting. Our ultimate goal was to provide
relevant, hands-on learning experiences for
our students, connecting the arts with the
sciences. Our selection of high school
students with various backgrounds worked in
teams as the teachers and artist led the
project. By the end of the session, ten
sculptures had been crafted by our students.
The work was then displayed the the Opening
Gala for the new Performing Arts Center and a
few have been auctioned off as a fundraising
opportunity. Through this experience, we were
all pleasantly surprised that our simple idea of
creating light sculptures had blossomed into a
cohesive yet idiosyncratic collection of works.
Students were proud of their accomplishments
and the local SCHS community learned more
about the VAPA program. Through this
experience, my team learned that we should
offer a series of "workshops" as opportunities
for students to thoroughly discover materials
and applications.
What makes the SCHS Plain Air Painting
Workshop with Teaching Artist Kate Joiner
project distinctive?
Carlsbad is an amazing place and our campus
is located in and around some of the most
beautiful lands in the community. In my
teaching repertoire, I cover a variety of
painting techniques and subject matter. Most
often, we use photo-references. I would like to
teach my students how to experience a
painting is it relates to our perception of light
and changes in the atmosphere.
Kate Joiner is an experienced painter who
works with students of all ages and is most
skillful with landscapes. In her work, she
"continually explores the human persona and
how we fit, or not, together within our local
community, using local landscape as
backdrops". Last year I invited Kate to teach a
Plein Air lesson off campus. Although the 1
day lesson was memorable and students
created an original work of art, we simply did
not have the time or resources to make it
successful.
This year, I hope to change that by offering a 7
day Plein Air Workshop. Most schools do not
offer this type of fine art instruction in class.
Therefore, I want to give SCHS
intermediate/advanced students the
opportunity to experience art in a traditional
sense while communicating respect for our
home. This activity helps teach an
appreciation of nature and cultivate artistically
literate students.
What are the goals {outputs and/or outcomes)
of the project? How will you measure your
goals?
Who is your target population and why? How
will you reach them?
Each student will create 2 paintings; 1
landscape study and 1 finished work
Students will be asked to produce a series of
quick sketches and color studies
Students will be expected to show proficiency
and knowledge in acrylic painting techniques
such as color mixing and painting applications
(as compared with work from the start of the
trimester)
Student will be able to articulate the meaning
of their work (as written in an artist statement)
Students will research and correspond with a
local environmental organization
Student work will visually connect with Festival
of the Arts theme (related the Earth Day)
The finished piece will be on display at the
CUSD community Festival of the Arts.
Goals are measured in the quality of student
work and the general feedback from the
community
This workshop is twofold. The target
population consists of the students enrolled in
the workshop as they are the learners and will
create the paintings. The other population is
that of the participants and guests of the
Festival of the Arts. We expect over 400
people at this event and it is a great way to
support the arts in Carlsbad while sharing the
incredible works our students are capable of.
Are you partnering with any organizations or Yes
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Provide names and brief description of roles
for any partners in this project. This would
include any organizations, artists or individuals
involved in your project that are not employed
or affiliated with the applying organization.
Please upload all resumes of teaching artists,
artists or any other individual partners in your
project. Only one PDF document will be
accepted -please consolidate all information.
This space is available to you to provide any
links to any marketing materials, videos,
images, websites, file sharing etc. that would
provide more information on your project.
(OPTIONAL, but recommended.)
Please upload your completed Project Budget
form.
Upload your roster of board members. Please
ensure the document includes names, titles,
organization/business affiliation and areas of
expertise. All files must be in PDF format.
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Kate Joiner of Sunny Creek Studios
Bio: I am a California artist and use my
experience with my life here as a
representation of our artist community. My
work as a painter and multimedia artist,
continually explore the human persona and
how we fit, or not, together within our local
community, using local landscape as
backdrops. I also include digital juxtaposed a
controlled space and grid, yet keep an intuitive
style with each painting.
Over 4 years of experience instructing at
resorts and private events
Kate_Joiner_Resume.pdf (85k)
Link to painting demo video:
https://www.youtube.com/watch?v=4A23YMVg
CTl&disable_polymer=true
CAG_2019_Project_Budget_Form_-
_SCHS_Plein_Air_Painting_Workshop_-
_CAG_2018_Project_Budget.pdf (92k)
SCHS_CUSD_Board_Members.pdf (31 k)
Megan
Herrick
VAPA Chair/ Art Teacher
760-717-1771
mherrick@carlsbadusd.net
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ffice/form23/form_login.html
Applicant:
Sage Creek High School -Arts -
Plein Air Painting Workshop with
Teaching Artist Kate Joiner
PROJECT INCOME
Admissions
$
$0
COMMUNITY ARTS GRANTS 2016 - PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes $ Notes
GJt---------------+---+-----------------+----1------------------1 E $0 8 Gifts/Merchandise/ Concessions
C "Ot---------------+---+-----------------+----11------------------1 E Advertising $0
"' UJl---------------+---+-----------------+----11------------------1
QJ E 0 u .!: "O QJ E "' QJ C :::,
Other $0
Subtotal Earned Income 1,,=,..,$..,0==1
$
Private $0
Individual $0
Public Support $0
Applicant Cash $0
CAG Request Amount $1,300
Other n/a
Other n/a
Subtotal Unearned Income $1,300
INCOME TOTALS I $1,300 I
Subtotal Earned Income .__S_o_..i
Notes $ Notes
Amount requested through Community Arts Grants 2019 Amount received through Community Arts Grants 2019
Subtotal Unearned Income $0
$0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
p ROJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist) $0
Project Artist(s) or Arts lnstructor(s) $650 Kate Joiner of Sunny Creek Studios. Visting SCHS for 7
class periods.
Educational Materials/Printing $30 Additional handouts and supplementary guides
Costumes/Props $0
Sets $0
Supplies for 39 intermediate/advanced students includes
Supplies $620 2 masonite panels each, artist's acrylic paint and medium,
paint brushes, paper towels and ootional framin.r:
Licensing/Royalties $0
Rentals (space and/or other) $0
Transportation $0
Food & Beverage $0
Marketing/Promotion/ Publicity
Fiscal Agency Fee $0
Other
Other
Applicant: COMMUNITY ARTS GRANTS 2018-PROJECT BUDGET INFORMATION
I other
IN
EXPENSES TOTALS I $1,300 I
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
IN-KIND TOTALS I $0
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. Fina I Report may differ.
Round all budget figures to the nearest whole dollar.
Enter a 'O' in any cells that you don't have an amount to add.
$0
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-2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative an d
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
project s 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
wit hin Carlsbad. Our mission is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new & emerging arts programs and organizations in Carlsbad; and
• Celebrate and promote Ca rlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world .
2019 OVERVIEW
Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2019 calendar year, Jan. 1 -Dec. 31, 2019
• 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 including 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, the arts organization
must be the applying party
GUIDELINES 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
Funding will be organized by the applicant's type of organization, t hen 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 -$45,000 total maximum in awards
Page 1 of 8
o Capacity Building -$5,000 maximum award
o Arts Projects -$7,500 maximum award
• Educational Institutions and Affiliated Groups -$30,000 total maximum in awards
o Arts in Schools -$2,500 maximum award
• Special Opportunities -$5,000 total maximum in awards
o $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
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
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018
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 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 lea rning, 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 PROJE CTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies
workshops or lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Request s are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
Page 2 of 8
'
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $2,500
• There is no limit to req uests 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 funded through the Community Arts Grants may not be led by 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 t eaching artists that are employed within that that 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 t he deadline for the regular
Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1-Dec. 30, 2019
• Requests will be accepted on a rolling basis, with a minimum of 40 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, 2018. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Sept. 17. 2018
Sept. 18
By Sept. 24
Oct.1
Oct. 15
Nov. 5
Week of Nov. 26
Dec. 10-15
January 2019
Jan. -Dec. 2019
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application posted and available at www.carlsbadca.gov/arts
Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application review submission deadline. All review feedback will be completed by Oct. 24
Applications for the 2019 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, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approva l by the Carlsbad Arts Commission
Notification and awardee agreements emails 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, projects commence
All grantees must complete a Final Report within 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFO RMATION SESSIONS, WORKSHOPS AND APPLI CATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
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• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov
• Application Review -applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW AND SCORING OF APPLICATIONS
GRANTEE ACCESS DURING PANEL SESSIONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up t o three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not required to, include: Power Point, video, sound, photos and other
multimedia augmentation Presentations can also include a demonstration or performance. Space will be
limited, and staff will assist in planning and coordination with representatives before and during panels
• If any presenters are under the age of 18, an additional representative may accompany them during panel
o Answer questions by panel members regarding their presentation or application materials
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide ad ditional information and insight to
organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 26. 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. St aff reserves the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCOR ING RUBRIC
Scoring of applications will be on the following criteria, with each category wort h 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, alignment with grant program
mission
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
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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
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining t o 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 supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. 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:
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 VISI TS 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
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and
updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates
to all grantees as they are adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds t o projects that have significantly altered or
shifted from stated goa ls 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 at the discretion of t he Cultural Arts Office
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OTHER INFORMATION
CARLSBAD ARTS COMMISS ION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applica nts. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
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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 panelist s 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. Capit al
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 t he 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
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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 Com munity Arts Grants Funding Programs
• Retroactive funding for completed activities
• Religious and/or sectari an 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 rea l 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 va lue 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
• Consu ltants 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 fu nded 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
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Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
PROJECT INCOME $ Notes $ Notes
Admissions
O>l----------➔----+--------------------11----+--~+-----,,.a:...,.:'--...,.,.---------t g Gifts/Merchandise/ .E Concessions
"O E Advertising
~1------------1----1------------------1----+.a....--=:..,....--...;;:=-------------~
Other
Subtotal Earned Income $0
$ Notes
Private
Individual
QJ g Public Support
.El-----------+----+------:--'------'.,,...-=-c---_,:,-➔----11---➔--------------------i
1l Applicant Cash
~t-----------1----t---"T'--:--""T"---,::-..._.------1t------t--------------------,
QJ :3 CAG Request Amount Amount received throust, Community Arts Granu 2019
Other
Other
Subtotal Unearned Inca Subtotal Unearned Income $0
$0
Applicant:
PROJECT EXPENSES
Project Staff (non-artist)
Project Artist(s) Cir Arts
lnstructor(s)
Educational Materials/Printing
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation
Food & Beverage
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
Cash
EXPENSES TOTALSI $0
COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
$0
Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
IN-KIND SUPPORT Value Notes Value
IN-KIND TOTALSI $0 $0
Budget Instructions:
Please give detailed descriptlo eai:h line Item In the ~otes column. For example, If your total admissions Is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name In tlie top right header.