HomeMy WebLinkAboutSage Creek High School Drama Department; 2019-02-08;2019 GRANT AGREEMENT FOR Sage Creek High School Drama Department
This agreement, is made on the~ day of ~,qgf'\.A.Aj ~ , 20Jj_, by Sage Creek High
School Drama Department (ORGANIZATION), hereinafter referre o 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 2019 Community
Arts Grants Program in an amount not to exceed two thousand dollars ($2,000) ("Grant.") The purpose
of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope
("Agreement Scope").
Project Title: Working with Professionals: Advanced 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, 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 Drama Department
Attn: Jillian Porter-Eshelman
3900 Cannon Rd
Carlsbad, CA 92010
Email: jporter@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
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18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation,
partnership, joint ve_nture 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
(Print name/Title)
1 /12111
(Date)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
CITY OF CARLSBAD, a municipal corporation of
theS~rnia
By: ~ -Pi;i~
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
:;l ti. Q ~ .
jVV'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 sea l empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
~~~IA A!JZP'~Y Attorney
Assistant City A~torney z,/s/1'l
Date
5
Community Arts Grants 2019 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
StreetAddress
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
Would you like to participate in an application
review by Cultural Arts Staff?
Organization Name
Street Address
City
State
Zip Code
Phone Number
Organization website URL:
9750973
Complete
jporter
jporter@carlsbadusd.net
Jillian
Porter-Eshelman
Sage Creek High School Drama Teacher
3900 Cannon Rd
Carlsbad
California
92010
7603316721
jporter@carlsbad usd. net
Educational Institution or Affiliated Group
Yes
Sage Creek High School Drama Department
3900 Cannon Rd
Carlsbad
California
92010
7603316721
https :/ /sagecreek-cusd-
ca. schoolloop.com/sagecreekdrama
What is your organization's mission
statement?
To inspire students' lifelong appreciation and
passion for the arts through support of student
development of the creative process. 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 No
with the City of Car1sbad?
Has your organization received funding from Yes
the City of Car1sbad's Community Arts Grants
program in the past?
Project Name
Project Summary
Project Start Date
Project End Date
Funding Request from the City of Car1sbad's
Cultural Arts Grants
Total Number of Expected Participants for
Project
Total Number of Expected Audience
Attendance for Project
Working with Professionals: Advanced Theatre
Production
SCHS Drama will work with a professional
teaching artist to produce a full length
theatrical production at the brand new
Performing Arts Center at Sage Creek High
School. 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 will be held to the
standards of a professional theatre company
as they collaborate on a performance rooted in
challenging and unconventional storytelling.
03/11/2019
05/18/2019
2500
100
400-500
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
Sage Creek Drama has come a long way in
just five years. Since 2014, our numbers have
skyrocketed and our preliminary drama class
of 27 students has transformed into a program
featuring Beginning, Intermediate, Advanced
Theatre and, new this year, a 3-trimester
course in Technical Theatre. In addition to our
stellar curriculum offered, we have put on four
diverse main stage productions a year and can
now house them in the brand new Performing
Arts Center at Sage Creek. Some of our
success stories of the last year include
a class written documentary style production
about discrimination, an evening of seven
assorted one acts all directed by students, the
high energy musical classic Footloose, and a
modern musical adaption of Aristophanes'
The Birds and The Frogs (with a teaching
artist funded by this grant in 2017-18). For
these accomplishments, students sold out
multiple shows, were nominated/won four
National Youth Arts Awards, and -perhaps our
greatest accomplishment -doubled our
enrollment for the 2018-19 school year. Our
2017-18 season put Sage Creek Drama on the
map and this strong , mindful, and expressive
student-driven community feels more prepared
than ever for the next challenge. We truly
have worked incredibly hard to get to this
point, and we feel confident and proud of what
we have created. That, we feel, is the
definition of success.
What makes the Working with Professionals:
Advanced Theatre Production project
distinctive?
We are a team! Beginning only 5 years ago,
Sage Creek Drama thrives as a student driven
ensemble where everyone's ideas are
welcomed and explored. We have a fire in our
belly to share diverse, innovative, and student-
inspired stories that matter, and this is the
project that initiated this 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 musical take on
Ancient Greek literature, an ASL-influenced
rendition of Romeo and Juliet, and a verbatim-
style piece on mental health and discrimination
in which students interviewed members of the
community affected by these causes 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 goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
Put simply, students invest in a rigorous, 6-
week 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 vehicle for self expression and often social
action. The final output 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. We measure this not only
in audience response, but the student's
response as well. Students truly come alive as
artists through this project and the self
reflection and growth I've seen in their
performances and all around character are
breathtaking!
Who is your target population and why? How
will you reach them?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
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.
The target population for this activity is high
school students, their families, and the local
community with a passion for the arts. We will
market this show for everyone! We will reach
out through promotional videos, through
public flyers and e-blast, and local news
agencies. We will perform previews at lunch
time assemblies, sell tickets at other social
events, and advertise on both our drama
website and CUSD's school loop! Our
marketing concept will stress the universal
themes in our play in of which high school
students (and the young at heart) can make
poignant connections. In addition, depending
on the material selected, we will target a
population that gravitates to our play's themes
and concept and have done this year after
year. For example, in 2017 when performing
an ASL-influenced Romeo and Juliet, we
reached out to local organizations that worked
with the deaf community. When working on
our verbatim style theatre pieces, we have
reached out to the interview subjects to attend
our performances along with communities of
which they find support. In short, the topic of
our performance will also influence our target
population.
No
https://sagecreek-cusd-
ca.schoolloop.com/sagecreekdrama
CAG_2019_Project_Budget_Form.xlsx (17k)
Board_for_Grant_2018-19.pdf (50k)
Signature of authorized representative from
applying entity:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Jillian
Porter-Eshelman
Sage Creek High School Drama Teacher
7605193506
jporter@carlsbad usd. net
2018-12-05 14:47:00
2018-10-09 16:25:58
2018-10-09 16:37:53
209.66.203.201
Chrome
Windows
https://fs9.formsite.com/res/formloginReturn
Applicant:
PR OJECT INCOME
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Admissions
G ifts/M ercha nd ise/
Concessions
Advertising
Other
Subtotal Earned Income
Private
Individual
Public Support
Applicant Cash
CAG Request Amount
Other
Other
Subtotal Unearned Income
$
$4,000
$500
$100
$0
$4,600
$
$0
$400
$0
$0
$2,500
$2,900
INCOME TOTALSI $7,500
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes $ Notes
Est. 100 patrons/show @ $10 ticket (4 shows)
Drama shirts, concessions, star grams
Some local business and parents may buy ads in the program
Subtotal Earned Income $0
Notes $ Notes
t'arents nave the option to donate to the production
(donations range from $10-100 dollars with an average of
c,c; ,\
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
PR OJECT EXPENSES Cash Notes Cash Notes
Project Staff (non-artist)
Project Artist(s) or Arts $2,000 $1000 for costumer; $500 for tech director, $500 for set
lnstructor(s) designer
Educational Materials/Printing $300 Programs for show and educational materials relating to the
themes of the show
Costumes/Props $1,000 specific items depend on show but this is the budgeted amount
Sets $1,000 typically includes a backdrop and contructed pieces
Supplies $300 batteries, spike tape, tools, etc.
Licensing/Royalties $2,700 varies show to show (including script costs in this number as
t hey often go hand in hand)
Rentals (space and/or other) $0
Transportation $0
Food & Beverage $100 food for concessions and treats for star grams
Marketing/Promotion/ $100 printing flyers Publicity
Fiscal Agency Fee $0
Other $0
Other $0
Other $0
EXPENSES TOTALSI $7,500 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
Donated costumes and props $300 depends on show; but typically worth this amount
IN-KIND TOTALS! $300
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may c
Round all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
ACTUALS -FINAL REPORT
Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
COMMUNITY ARTS G-RANTS GUIDELINES-2019
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
wit hin Carlsbad. Our mission is to:
• Rei nforce 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 Carlsbad 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
GU IDELINES APPE NDICES
• 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, 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 -$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 $S00 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 FISC AL 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 learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts project requests are for specific arts project activities such as 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
EDU CATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests 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 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 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 teaching 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 encou raged, whenever possible, to provide art experiences that families or the greater public may participate in
SPECIAL OPP ORTUNITIES
• Special Opportunities grants are mini-grants for arts projects that become available after the 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 Op port unity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Speci al 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 approval 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
INFORMATION SESSIONS, WORKSHOPS AND APP LI CATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide addit ional
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 return ed before Oct. 24 t o 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 PANE L SESS IONS
• Applicants in all cat egories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up to three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not req uired 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 t ake advantage of this opport unity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set during the week of Nov. 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. Staff reserves t he right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCORING RUBRI C
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 pu rposes 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 act ive, 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 FUNDIN G 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. City staff must approve materials before printing, posting or use
• Th e 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 Cult ural 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 VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant project s 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 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 fundraisers, scholarships or similar requests at the discretion of the Cultural Art s Office
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'
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 Cu ltural 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
APP LICATION
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 avai lable 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 applicants. 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 panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have 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-ca pital 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 ifwe do not participate in t he 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 Community Arts Grants Funding Programs
• Retroactive funding for completed activities
• Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or
consumption by a specific religious order and/or a particular sect
• Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services
delivered
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs
or services
• Support groups and/or "friends of" organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
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New Village Arts AWARD: $5,000
Support for West Coast premiere of BELLA: AN AMERICAN TALL TALE by Kirsten Childs as part of Season Eighteen.
Playwrights Projects AWARD: $1,000
Support for 12-hour Write On! Playwriting program in two 7 /8 grade classes at Ca lavera Hills MS and one 5/6 grade
group at St. Patrick School, including writing original works, improvisation and theatre exercises.
San Diego Dance Theater AWARD: $5,000
Support for "Aging Creatively Carlsbad", an accessible professional dance training and performance opportunities to an
aging population of 50 expected participants for an expected audience of 2000.
PGK Project AWARD: $4,050
Support for 4 free "PGK Dances in Carlsbad" in the Schulman Auditorium with 10 expected participants and an expected
audience of 600. New applicant.
Young Audiences of San Diego AWARD: $3,300
Support for 3 Family Arts and Literacy Connection workshops at schools in Carlsbad encouraging literacy though art-
based learning for 225 expected participants with a projected audience of 225.
CAPACITY BUILDING
Carlsbad Music Festival AWARD: $3,000
Support for managing director position, which will lead expansion for new, year-round programming efforts ..
New Village Arts AWARD: $3,250
Support for portable so und system for year-round outreach programming.
North County Arts Network AWARD: $3,750
Support for an executive administrator through 2019 to further grow NCAN's infrastructure, income streams,
development, and community partnerships.
INDIVIDUAL ARTIST WITH FISCAL AGENT
Melissa Collins-Porter I FA: MiraCosta College Foundation AWARD: $6,500
Support for post-production and Carlsbad screening of Aging Out, a short-form documentary illuminating the few
services avai lable to autistic adults and their families. New applicant.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2019 12/6/2018