HomeMy WebLinkAboutSage Creek High School Drama Department; 2018-02-09;GRANT AGREEMENT FOR Sage Creek High School Drama Department
This agreement, is made on the~ day of ~ , 20Ji, by Sage Creek High
School Drama Department (ORGANIZATION), an educational inst tion within the Carlsbad Unified
School District, hereinafter referred to as "Grantee," and the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide
Grantee the Grant funds awarded to Grantee during the 2018 Community Arts Grants Program in an
amount not to exceed one thousand, three hundred dollars ($1,300) ("Grant.") The purpose ofthe Grant
is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Sage Creek Drama Spring Theatre Production
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 of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives of the City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requested
by the City, up to and including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty {30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City the earlier of thirty (30) calendar days after the Agreement Scope end
date or, January 31, 2019, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within 60 days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2019.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
Sage Creek High School Drama Department
Attn: Jillian Porter
3900 Cannon Road
Carlsbad, CA 92010
Email: jilliankateporter@gmail.com
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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
(Date)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
CITY OF CARLSBAD, a municipal corporation of
the State of California
If required by City, proper notary acknowledgment of execution by contractor must be attached. ~
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or
Vice-President
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
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By: ----Lii----""---"--U___....~---
Assistant City Attorn~y
Date
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EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2018 Application
2. Required -Community Arts Grants 2018 -Project Budget Information
3. Required -Community Arts Grants Guidelines 2018
Community Arts Grants 2018 APPLICATION
Organization Name Sage Creek High School Drama Department
Organization EIN: 95-2681074
Organization website URL: http://sagecreekhs.carlsbadusd.neUsagecreekdra
ma
Street Address 3900 Cannon Rd
City Carlsbad
State California
Zip Code 92010
Are you a first-time applicant? No
What is your organization's mission statement? To inspire students' lifelong appreciation and
passion for the arts.
Have you receive funding from the City of
Carlsbad's Community Arts Grants in past years?
Yes
ltem#65
Amount funded through Community Arts Grants
2017 $1500
2016 $1200
2015 N/A
First Name Jillian
Last Name Porter
Are you applying as an: Educational Institution or Affiliated Group
Project Name Sage Creek Drama Spring Theatre Production
Project Summary SCHS Drama will work with a professional
teaching artist to produce a full length theatrical
production at the Carlsbad Cultural Arts Center.
Through the project, students will benefit from a
professionally minded and directed learning
environment with real-world expectations.
Specifically, the advanced theatre class of Sage
Creek will be held to the standards of a
professional theatre company as they collaborate
on a performance rooted in challenging and
unconventional storytelling.
Project Dates
Date
Project Start 3-12-2018
Project End 5-26-18
Fundin~ Request from the City of Carlsbad's 1500
Cultura Arts Grants
Total Project Expenses 8000
Total Number of Expected Participants and/or 600+
Audience Attendance for Project
Provide a brief organizational history and In the past year Sage Creek Drama graduated
description of accomplishments in the previous its first ever senior class. Last year the twenty
year. seven graduates (who specialized in drama)
officially developed a small drama club into a full
fledged theatrical curriculum that now involves
over 150 students a year. Further proof of their
success, this year our audition turn out for the
musical alone was over 70 people! In short we
quadrupled our numbers from four years ago. In
addition to the success of our founders and
growing organization, we put on four diverse
main stage productions at the CAC. These
included a class written documentary style
production about mental health, an evening of
seven assorted one acts all directed by students,
an ASL-infused rendition of Romeo and Juliet,
and the high energy musical classic, Bye Bye
Birdie. On stage and in the classroom, students
collaborated with four professional teaching
artists -including a celebrated deaf performer,
and won four National Youth Arts Awards with
eleven nominations. Perhaps our greatest
accomplishment, however, is our solidified sense
of unity and purpose. In the last year our
program has grown into a strong , mindful, and
expressive student-driven community. We truly
have worked incredibly hard to get to this point,
and we feel confident and proud of what we have
created. This was a milestone year for us!
What makes this project distinctive? We are a team! Beginning only four years ago,
Sage Creek Drama thrives as a student driven
ensemble where everyone's ideas are welcomed
and brought to life. We have a fire in our belly to
share diverse, innovative, and student-inspired
stories that matter, and this is the project that
initiated that goal. The last four years we have
been fortunate -through the help of this grant -to
welcome an established teaching artist into our
classroom to assist in our ambitious visions. With
this addition, our classroom runs like a
professional theatre company, and in turn
students feel challenged to step out of their
comfort zone and truly explore and speak about
their passions through art. The diverse ideas of
the teaching artist and the class itself have
defined every unique project. Furthermore, no
two projects have looked the same. In
collaborating with professional teaching artists we
have produced a range of compelling and
innovative work. This has included an ASL-
influenced rendition of Romeo and Juliet, and a
verbatim-style piece on mental health in which
students interviewed members of the community
affected by mental health and adapted the word-
for -word interviews into a play (that eventually
went on to the Fringe Festival). In short, this
project is distinctive for the inventive spirit we
discover through working with professional
teaching artists. Furthermore, this collaboration
opens students (and audiences) eyes to the
range of relevant material affecting our
surrounding community and the world.
What are the outputs and/or outcomes of the Put simply, students invest in a rigorous, 6-week
project? rehearsal period under an accomplished
professional teaching artist. In turn, students
learn the high expectations of professional
theatre and how, in general, art can be used as a
vehicle for self expression and often social action.
The final product will be an innovative
performance experience for the students and
community generated by the collaborative ideas
of the students and the artist. Through this project
students not only get the opportunity to connect
with established artists in our community, they
engage in an ongoing conversation about the
powerful range and impact of the arts.
How will the project be evaluated to measure To measure this outcome, students will consider
outputs and/or outcomes? and reflect on every stage of the creative process
through journals, class discussions, and
character/team building exercises. The teaching
artist and myself will connect with students daily
to not only stage a play, but ensure that they are
understanding the overall value of their hard
work. At the end of the performance run, students
will submit a final reflection detailing their
experience, growth, lessons from the artist, and
professional plans for the future. In previous
years we have also evaluated effectiveness in the
growth of our program as a whole and how more
students have joined our community of artists
over the years. Furthermore this project is
measured in how students then partake in the
arts outside our classroom and school. In the
past, for example, students have gone on to
perform in/stage manage local community and
professional theatre for more experience! In
addition, students have found the confidence to
then write their own works of art, submitting for
local play festivals and even directing their
original pieces through Sage Creek Drama. In
fact, our Senior Directing Project (which began
last year) is a direct output of students wanting to
produce their own art through their experiences
with this project. Thus, measurement of this
project's outcome with be documented and
celebrated before, during, and long after its
completion.
How will the project address community needs, In addition to addressing general teen
including reaching underserved populations? community needs, our productions always aim to
speak to an underserved population. We are
finalizing this year's emphasis, yet past projects
reached out to mental health victims and families
and the deaf community. The means in which we
address the needs of our audience lies in the
material we select and how we approach the
project. Students will collaborate with the
teaching artist to best understand and convey the
message of our selected work with integrity and
honesty. Moreover, the intensity and sincerity in
which we approach our play's subject matter will
not only speak to the needs of our community,
they will speak to the students needs as well -
often representing underserved populations
themselves.. In summary, the collaborative
nature of this production ensures that we are
creating socially relevant and important theatre.
Who is your target population? What geographic
area will benefit from your program?
Who is your target population? What geographic
area will benefit from your program?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
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 your completed Project Budget
form.
Signature of authorized representative from
applying entity:
First Name
Last Name
Our target population is teens. Above all we want
to connect to young people through the power of
the arts. We believe San Diego high school
students and beyond will benefit from our
performance as we celebrate expression through
the arts. We are still narrowing our specific
emphasis for this project -which has previously
included the mental health and deaf communities
of our geographic area -but we anticipate
including any specified populations appropriate
and relevant to the work.
Our target population is teens. Above all we want
to connect to young people through the power of
the arts. We believe San Diego high school
students and beyond will benefit from our
performance as we celebrate expression through
the arts. We are still narrowing our specific
emphasis for this project -which has previously
included the mental health and deaf communities
of our geographic area -but we anticipate
including any specified populations appropriate
and relevant to the work.
Yes
Students will collaborate with a Teaching Artist in
the San Diego area to create a full length
production. We do not yet know the artist but are
considering several at the time, all of whom bring
different, compelling focuses to the project.
GAG 2018 Project Budget Form -
complete.xlsx (17k)
Jillian
Porter
Applicant: Jillian Porter; Sage Creek HS Drama Dept. COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION _ PR ClJ E 0 u C -c ClJ C ... re LU ClJ E 0 u C -c ClJ C ... re ClJ C ::::) OJECT INCOME Cash Admissions $5,400 Gifts/Merchandise/ $500 Concessions Advertising $100 Other $0 Subtotal Earned Income $6,000 Cash Private $0 Individual $500 Public Support $0 Applicant Cash $0 CAG Request Amount $1,500 Other $0 Other $0 Subtotal Unearned Income $2,000 INCOME TOTALSI $8,000 PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes (4 performances) 540 patrons x $10/ticket = $5400 Drama shirts on sale; concessions and star grams ($1-$2/item) Some parents/businesses may buy ads in program Subtotal Earned Income $0 Notes Cash Notes *General donations to the program -Subtotal Unearned Income $0 $0
Applicant: Jillian Porter; Sage Creek HS Drama Dept. 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 $1,500 Costumer -$1000; Technical Director $500 lnstructor(s) Educational Materials/Printing $0 Costumes/Props $1,000 Specifics depend on the show Sets $1,000 Will likely include backdrops and contructed pieces Supplies $300 Batteries, spike tape, misc. needs, etc. Licensing/Royalties $4,000 varies depending on show but typically about this much for musicals Rentals (space and/or other) $0 Transportation $0 Food & Beverage $100 Budget for concessions from costco or walmart Marketing/Promotion/ $100 printing programs and posters Publicity Fiscal Agency Fee $0 .. Other Other Other 1, EXPENSES TOTALSI $8,000 $0
Applicant: Jillian Porter; Sage Creek HS Drama Dept. COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION . IN PROJECTED -APPLICATION -KIND Value Notes Donated Costumes/Props $300 depends on needs of the show but typically this much . IN-KIND TOTALS! $300 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each." Please insert your organization name in the top right header.
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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 and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our purpose is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new arts programs and organizations in Carlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
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. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• When partnering, 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 will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building -$5,000 maximum award
o Arts Projects -$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 THROUGH FISCAL 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 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 non profit'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 ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or
lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
ARTS ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or
projects in a school within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies or performances
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
'
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $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
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
December, 2017
January, 2018
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 SCORING 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 panel 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 completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
OTHER 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 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 supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees 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 grant-funded programs may be included in the
Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of
the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes
• Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes as they are
adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests
OTHER INFORMATION
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 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 on line. The application is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your information and other grant information, is available at
www.carlsbadca~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 mega.r::i.:,gilby@carlsbadca.gov
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building {shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME Cash !Notes Cash !Notes Admissions $1,500 13 performances x $5 ticket x 100 audience members ~IGifts/M~rchandise/ I I I I I c Concessions $0 $0 ]rdvertising I I I _ I Other Subtotal Earned Income Private Individual OJ ~I Public Support ..-. I• ~ Applicant Cash C .__ _______ _ rn OJ :§ CAG Request Amount Other Other $0 $1,500 Cash INotes $0 $0 $0 Subtotal Unearned Income I $3,500 INCOME TOTALSI $5,000 Subtotal Unearned Income $0 $0
Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT Cash Notes Cash Notes $1,250 I 20% of total Artistic Director cost $3,000 1$1000 fee X 1 groups X 3 performances $500 I Program printing $0 $0 $0 $0 $0 $0 $0 $0 EXPENSES TOTALSI $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT IN-KIND Value Notes ....--Space Rental $500 IDoanted hall use from high school You will only be able to fill out t Is 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. Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total aamissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header.
Carlsbad High School Film Academy REQUEST: $1,500 AWARD: $1,500
Support for 4 day summer film making camp for middle and high school students to enhance film making skill set.
Carlsbad High School Choral Boosters REQUEST: $1,500 AWARD: $1,500
Support for variety of creative arrangements of sheet music for vocal music program for various competitions.
Poinsettia Elementary PTA REQUEST: $1,500 AWARD: $1,500
Support for arts education program and student art show for over 500 students.
Friends of Hope Elementary School REQUEST: $1,500 AWARD: $1,500
Support for art education for school wide art exhibition for over 650 students and expected audience of over 1,000.
La Costa Canyon Color Guard REQUEST: $1,500 AWARD: $1,500
New applicant. Support for 15 performers for 6-7 winter/spring color guard performances throughout the year for
audiences of over 1000.
La Costa Meadows Elementary PTO REQUEST: $1,500 AWARD: $1,500
New applicant. Support for presentation for over 875 students and 5th grade graduation art project by local Carlsbad
artist Gregg "Viz" Visintainer from Viz Art Ink.
Sage Creek High School Jazz Club REQUEST: $1,498 AWARD: $1,400
New applicant. Support for jazz instruments for new Jazz Club which meets before and after school. There are 22
participants and the club is 100% student driven.
Olivenhain Pioneer Elementary REQUEST: $1,500 AWARD: $1,300
Support for children's hands-on art projects for 3 afternoons and annual spring Art Show for over 800 participants.
Sage Creek l:lighSchool Drama Dept. REQUEST: $1,500 AWARD: $1,300
Support for professional teaching artist for spring theatrical production at the Carlsbad Cultural Arts Center for an
expected audience of over 600.
La Costa Canyon HS Winter Percussion REQUEST: $1,500 AWARD: $1,000
New applicant. Support for percussion artist in residence, sets, costumes, floors, and music for multiple performances
with 15 participants and an audience of about 1000.
Sage Creek HS Instrumental Music REQUEST: $1,500 AWARD: $0
New applicant. Support for keyboards and synthesizer for new Introduction to Instrumental Music class for over 17
students.
Sage Creek HS Concert Choir REQUEST: $1,259 AWARD:$0
New applicant. Support for music folders and uniforms for new Concert Choir class for 22 students and projected
audience of 2,000.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018
Page 12
11/30/2017
City of Carlsbad Community Arts Grants
Proposed Funding Plan 2018
2018 Community Arts Grants Funding Plan Information:
• Panels scored applications and participated in creating this funding plan.
• Panels were composed of Carlsbad Arts Commissioners and Arts and Education community leaders from
• across San Diego County.
• Applications not recommended for funding received scores that fell below a threshold set by panel
members and mutually agreed upon as a min imum score required for funding.
• Applicants will be notified of funding status in early December, 2017.
• All projects will take place within calendar year 2018.
• All awards are tentative pending revised project forms as required and agreements with the city.
• Applications are available for review in Cultural Arts Office during regular business hours by appointment.
Community Arts Grants Funding Results:
• Total Available Funding: $80,000
• Total Applications: 39
• Total Applications Funded: 30
• Total 2018 Requests: $150,484
• Total 2018 Funding: $78,000*
*$2,000 of funding reserved for Special Opportunities grant program
EDUCATIONAL INSTITUTIONS & AFFLIATED GROUPS
• The funding limit was $1,500 per application.
• There was no limit to number of applications submitted by each school site; consideration was given to
multiple applications in one art form per school site if applicable.
• Total Educational Institutions Applications: 17*
*One application was evaluated as ineligible by staff, and not scored by the panel.
• Total Applications Funded: 14
• Total Educational Institutions Requests: $25,257
• Total Educational Institutions Awards: $20,000
Valley Middle School Choral Dept. REQUEST: $1,500 AWARD: $1,500
Support for artist-in-residence choreographer to assist in spring choir rehearsals, performances and competitions for
over 150 students.
Carlsbad High School ASB (Drama) REQUEST: $1,500 AWARD: $1,500
Support for artist-in-residence choreographer for 5 musical productions in April and May with the Musical Theatre
Department.
Jefferson Elementary School PTA REQUEST: $1,500
Support for preparation and rehearsals of a spring band concert for 50 students.
Carlsbad High School Band Boosters REQUEST: $1,500
Support for auxiliary musical coaching staff for the CHS band program for over 100 students.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018
Page 11
AWARD: $1,500
AWARD: $1,500
11/30/2017