Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Sage Creek High School Drama Department; 2020-02-14;
2020 GRANT AGREEMENT FOR Sage Creek High School Drama Department This agreement, is made on the \ ~day of 'F. , 20 W, by Sage Creek High School Drama Department (ORGANIZATION), hereinafter referr 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 2020 Community Arts Grants Program in an amount not to exceed two thousand, five hundred dollars ($2500) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Professional Artists & Matilda: The Musical The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on June 30, 2020. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. In accordance with the Agreement Scope and the Community Arts Grants 2020 Guidelines, all grant funds are eligible to be used January 1 through June 30, 2020. Any extension of fund use must be requested in writing and approved in writing by City. Extension of Community Arts Grants 2020 funds will render that organization ineligible to apply for or receive additional funds as part of the subsequent Community Arts Grants 2020/21 cycle. c. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. d. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2020 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit A. 3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied: a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant funds to only cover expenditures for programs and services incurred during the Agreement Scope dates and under the terms and conditions of this Grant Agreement. b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the Grantee's main address is within Carlsbad city limits. c. Grantee shall complete all work in accordance with Agreement Scope, 1 d. As reasonably soon as possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of events or proposed changes that could affect the Agreement Scope. e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for the preparation of reports required by this Agreement. f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit to the City, in writing, a proposal requesting changes to the Agreement Scope. Grantee shall make no material changes to the Agreement Scope unless and until City formally approves the Grantee's request in writing. g. Grantee agrees to acknowledge the City's Grant consistent with the 2020 Community Arts Grants Guidelines, attached hereto as Exhibit A. h. Grantee shall provide full and timely information to the City to update staff on programs, and include naming the City in any publications and/or social media, whether in digital or print format, as opportunities arise. i. Grantee shall retain all records and supporting documentation, including expenditure receipts, applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make all records and supporting documentation readily available, upon request, for inspection and/or audit by representatives of the City. 4. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES. Grantee has the option to supply event and/or program information including the date, location, time, admission, parking and related details for inclusion in Cultural Arts' communications such as e-newsletter, emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the information through the city's established channels of communication. If grantee wishes to participate, the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event or program. Please initial box to opt-in to promotional opportunities D 5. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities and expenditures outlined in the Agreement Scope without prior notice and express approval by the City, upon demand by the City, Grantee agrees to return to the City the amount requested by the City, up to and including an amount equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred shall be eligible to be paid by Grant funds. 6. REQUIRED REPORTS. Failure to complete the following reports may render the recipient ineligible to receive the full and final payment of the Grant award. a. Submit a Revised Project Form, as required per the 2020 Community Arts Grants Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification. b. Submit a Final Report including all required attachments by completing the designated form to the City (30) calendar days after the Agreement Scope end date or, July 31, 2020, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 2 7. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows: a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as applicable, and receipt of fully executed contract. b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and approval by City staff. c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever is earliest. 8. PROJECT CANCELLATION. a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City with notice of cancellation, shall return all Grant funds to the City. b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith. 9. PROJECT MODIFICATION OR TERMINATION. a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the Project, or prior to first disbursement of funds. After Project commencement, as outlined in the Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified or amended only by mutual agreement, in writing, of both the City and Grantee. 10. LOSS OF GRANT. At the discretion ofthe City, the following actions may result in a loss of all or in part of any Grant amount allocated to the Grantee: a. A Grantee fails to enter into a signed Agreement with the City within sixty (60) calendar days of receipt of the Agreement. b. Activities associated with Grantee occur that do not align with activities described in the Agreement Scope, including, but not limited to, reduction in services, significant alteration of Agreement Scope elements, such as performers, artists or attendees, or significant changes in budget income, expenses or line item designations from Grantee's budget, included in the Agreement Scope. c. A Grantee withdraws or terminates the Agreement Scope. d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports and/or documentation before July 31, 2020. 11. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 3 12. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: Sage Creek High School Drama Department Attn: Jillian Porter Eshelman 3900 Cannon Rd Carlsbad, California 92010 Email: jporter@carlsbadusd.net 13. INDEMNIFICATION. For City: City of Carlsbad Library & Cultural Arts Director 1775 Dove Lane Carlsbad, CA 92011 Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the provision of Grant proceeds. 14. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners or involved in a joint venture. 15. MODIFICATIONS. This Agreement may not be modified or amended except by written document executed by a duly authorized representative of both the City and the Grantee. 16. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court. 17. 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. 18. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or against either Party by reason of the extent to which either Party participated in the drafting of this Agreement \\\ \\\ 4 19. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist. GR / CITY OF CARLSBAD, a municipal corporation of the St~/; :f California By: ©t]t:OucPi77U-U (1 t signature here) HEATHER PIZZUTO )'} ( . p ~ V \,--." A Library & Cultural Arts Director \ _ 1 __ 1 lln, ~ · ~ l,, ~ , ijl/ l, m C<..{) 1 )l{ tA c~~ D YV--VYV\._ VI o--" ,-, (Print name/Title) J -v--c-v - , } )Q ~ rn,t}sb1,1Q{ JA <; d_. V\.,<k (Email address) l /3D/2-0 ATTEST: Q .__- (Date) rzl C: ;! I j ~ .J!A,L JUJ.N-' yt--1 BARBARA ENGLESON **By: ___________ _ City Clerk (2 nd signature here) (Print name/Title) (Email address) (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached . .!f...E_ Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, President, or Vice-President Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney By: ~ IL~ Assistant City Attorney 5 EXHIBIT"A" SCOPE OF GRANT Itemized list of what Grantee will complete to satisfy grant funding. Items which may be included in this section: 1. Required -Completed Community Arts Grants 2020 Application 2. Optional, as needed -Community Arts Grants 2020 -Project Budget Information 3. Optional, as needed -Community Arts Grants 2020 -Revised Project Form 4. Optional, as needed -Community Arts Grants 2020 -Revised Project Budget Information 5. Required -Community Arts Grants Guidelines 2020 6 Community Arts Grants 2020 Application Reference# Status Login Usemame Login Email First Name Last Name Title Street Address City State Zip Code Phone Number Email Address Are you applying as an: 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: What is your organization's mission statement? 10409876 Complete jporter jporter@carlsbadusd.net Jillian Porter Eshelman Sage Creek HS Drama Teacher 3900 Cannon Rd Carlsbad California 92010 760 331 6721 jporter@carlsbadusd.net Educational Institution or Affiliated Group No Sage Creek High School Drama Department 3900 Cannon Rd Carlsbad California 92010 7603316721 https://sagecreek-cusd- ca.schoolloop.com/sagecreekdrama To inspire students' lifelong appreciation and passion for the arts. Is this your organization's first time applying with the City of Carlsbad? Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past? Project Name Project Summary Project Start Date Project End Date Funding Request from the City of Carlsbad's Cultural Arts Grants Total Number of Expected Participants for Project Total Number of Expected Audience Attendance for Project No Yes Professional Artists & Matilda: The Musical We are thrilled to be one of the first high schools to receive the rights for Matilda: The Musical. Performing this February, Sage Creek Drama will not only be performing our four standard evening and matinee shows, we will now be hosting 2 FREE "sensory friendly" school day performances for elementary and junior high schools in Carlsbad Unified as well as schools for students with special needs. To help prepare students for this massive undertaking, we are seeking the assistance of professional artists to be a part of our creative team in choreography and the assistance of direction. 01/01/2020 02/24/2020 2500 150+ 1800+ Provide a brief example of a similar recent project by you or your organization and why it was successful. This project is essentially a blend of three meaningful projects we have previously taken on. Since 2014 we have been collaborating with professional teaching artists for our inventive spring plays and social justice/"interview based" theatre projects. Starting last year, we put on our first annual full scale FREE children's theatre production (titled Dear Edwina) for CUSD schools in the brand new Performing Arts Center at Sage Creek. For this new project students of the district traveled to the PAC for a free, interactive musical performance where high schoolers not only performed but spent quality time with the young audience both pre and post show. The K-8th grade audience got to meet the cast and crew and ask questions about what goes on behind the scenes and how students started their drama careers. The musical itself promoted positive themes for audiences of all ages and it was a HUGE success. We actually had to add a fourth performance to our originally scheduled three show run due to high interest. This year, as we take on the challenging and ambitious production of Matilda: The Musical, we are seeking out professional artists to not only raise the game of our performance, but to install in our eager cast the values and practices of a professional theatre company. What makes the project distinctive? This project and our program are distinctive not only in the experience we intend to create, but in how we create it. Anyone who steps into a Sage Creek Drama class can quickly recognize we are a team! 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 bellies to share purposeful, innovative, and relevant stories that matter and no voice is silenced in the transition from page to stage. Bringing diverse professional teaching artists in our classroom has only strengthened this experience, providing meaningful opportunities for students to see beyond our classroom world. Every new teaching artist has opened our eyes and built us up as growing artists. With this particular project, we also find distinction in its ambition, its meaningful story, and its plans for outreach. Matilda is no easy feat -only recently released to the general public -until February it was only performed by professional companies. We are thrilled for the opportunity to take on this highly technical and performative show. The thematic beauty of this musical ties greatly into our unique plans for outreach to a younger audience. Roald Dahl's Matilda portrays the power of imagination, the magic of learning, and how even the littlest one in the room can overcome the biggest adversities. We cannot think of a better story to share to our district, while providing many their very first opportunity to see a live theatrical performance! What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? Put simply, students will invest in a rigorous audition and rehearsal period with a highly trained creative team featuring 1 -2 accomplished professional artists provided by this grant. In turn, students will learn the high expectations of professional theatre and how, in general, art can be used as a vehicle for profound self expression. The final output will be an innovative, interactive six performance experience for our community (including two free abridged school shows) generated by the collaborative ideas of the students and the artistic staff. Through this project students not only get the opportunity to connect with established artists, they provide an opportunity for elementary, middle, and special needs students to experience a live theatre event. (To be more specific on the latter, we will provide a sensory friendly performance for the students with special needs as part of two senior castmates Genius Project!) In short, Sage Creek Drama students remember all too well the life changing moment they watched their first play and it brings our program great joy to provide that moment for someone else. We will measure Matilda's achievement of these outcomes not only in ticket sales, and audience feedback for future productions, but in the all-student casUcrew/band's response as well. Students truly come alive as artists through our productions and the self reflection and development I've seen in their performances and overall sense of self is incredibly important. The stakes of this production and its outreach welcome endless opportunities for growth and inspiration all around. Who is your target population and why? How will you reach them? Without a doubt our target audience is our community's youth. With our highly marketed free school shows, we will welcome students K-8 and students with special needs to experience this classic, clever adventure. In the coming month, principals will be notified of our 2nd annual children's production, with our raving reviews from last year, to promote to their teachers. We will also reach out to teachers who attended last year in hopes they will attend again. We have already received requests for a new show for the 2020 season so we are eager to share our exciting plans for Matilda. The reason we are so passionate about this demographic is not only the sprightly story we have to tell, but also our program's strong desire to expose young audiences to live theatre. My students can clearly identify the moment they caught the theatre bug and we are so fortunate for grant programs like these that encourage this exposure! Typically a high school musical targets an older audience and yet we are constantly asked "can I bring my kids?" Last year, performing Les Miserables, we unfortunately had to say no. This year -we give an enthusiastic yes! Are you partnering with any organizations or No 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.) This space is available for one document upload for any supplemental information you'd like to include. If you have multiple documents, please combine them into one for this upload. Any links should be included in the box above. (OPTIONAL) Below you will find a picture of last year's children's theatre production. Link for a mock up of the invite to schools: https://docs.google.com/document/d/18M4Ta mOh0D7j3VyMc9obXJbQZagti4 7FbV _ YfXNR6 FA/edit?usp=sharing Dear _Edwinaaudiencephoto. pdf (2686k) .. Please upload your completed Project Budget form. Upload a total current school year budget for either for your program area that includes this project (if you are a teacher), or a current school year budget for your organization {if you are an affiliated group, i.e. parent/booster organization) Upload your roster of board members. Please ensure the document includes names, titles, organization/business affiliation and areas of expertise. All files must be in PDF format. Signature of authorized representative from applying entity: First Name Last Name Title Phone Number Email Address Last Update Start Time Finish Time IP Browser OS Referrer Porter_CAG_2020_Project_Budget_Form_ 1 _- _CAG_2019_Project_Budget.pdf (90k) SC_Drama_Budget_2019-20_- _CAG_2019_Project_Budget.pdf (92k) Board_for_Grant_2019-20.pdf (50k) Jillian Porter Eshelman Drama Teacher Sage Creek 7605193506 j porter@carlsbad usd. net 2019-10-10 12:32:27 2019-10-10 11:55:30 2019-10-10 12:32:27 107 .139. 78.115 Chrome Other https://fs9.formsite.com/res/formloginReturn Applicant: p ROJECT INCOME Q) E 0 u C "O Q) C L. C1) w Q) E 0 u C "O Q) E C1) Q) C ::) Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income $ $12,000 $1,000 $200 $13,200 $ $3,000 $2,500 $5,500 INCOME TOTALS I $18,700 I COMMUNITY ARTS GRANTS 2020 - PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes $ Notes 4/6 shows will cot $15/person. Anticipated 200 people/show concessoins, shirts, raffle in programs Subtotal Earned Income $0 Notes $ Notes - donations from the cast/crew/band Amount requested through Community Arts Grants 2020 Amount received through Community Arts Grants 2020 Subtotal Unearned Income $0 $0 Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT p ROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $6,000 Musical Director, Orchestra Conductor, Costume Designer, Set Designer, Assistant to Choreographer Project Artist(s) or Arts $2,500 Choreographer, Asst. Director Instructor( s) Educational $600 Materials/Printing Costumes/Props $2,000 Sets $1,500 Supplies $500 including lobby decor and tech equipment Licensing/Royalties $4,000 Rentals (space and/or other) $700 set and prop rentals (outside other budget} Transportation $300 uhaul Food & Beverage $200 Marketing/Promotion/ $200 Publicity Fiscal Agency Fee Other $200 custodial fee Other Other Applicant: COMMUNITY ARTS GRANTS 2020 - PROJECT BUDGET INFORMATION IN EXPENSES TOTALS I $18,700 I PROJECTED -APPLICATION -KIND SUPPORT Value Notes IN-KIND TOTALS I $0 Budget Instructions: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The application project budget must balance. Total income must equal total expenses. Final Report 1 Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. $0 ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each." Please insert your organization name in the top right header. ' COMMUNITY ARTS GRANTS GUIDELINES -2020 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various projects through a competitive application and review process. The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our mission is to: • Reinforce accessible artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Develop and support organizational strength and capacity of Carlsbad arts organizations; • Encourage new & emerging arts programs and organizations in Carlsbad; and • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2020 OVERVIEW Deadline for regular 2020 cycle grant applications is Monday, October 14, 2019 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $88,000 in total funding available for the 2020 cycle, including Special Opportunity grants • The 2020 cycle will include programs within a 6-month shortened activity period, Jan. 1 -June 30, 2020. This is a temporary change from previous years; programs seeking funding after June 30, 2020 will participate in the next cycle, opening Spring 2020. Subsequent cycles will include twelve months for each funding cycle • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELI GIBILITY • Programs and activities supported must take place during the six-month shortened activity period, Jan. 1-June 30, 2020 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • If projects include partnerships, only one application may be submitted for that particular project involving all parties o If a school or affiliated party would like to partner with an arts organization for a project, we encourage the arts organization to act as the applying party GU IDELINES 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 Page 1 of 9 Funding will be organized by the applicant's type of organization, then into available category or categories for that organization type: • Arts Organizations, including Fiscal Agents of Individual Artists o Capacity Building -$5,000 maximum award o Arts Projects -$7,500 maximum award • Educational Institutions and Affiliated Groups o Arts in Schools -$2,500 maximum award • Special Opportunities -$3,000 total maximum in awards o $500 maximum award o All organization types o Outside of regular grant cycle, with funding available for programs taking place between Jan. 1 -June 30, 2020. More information and guidelines on Special Opportunities grants will be available in Nov., 2019. o Organizations who apply for the main cycle are eligible for Special Opportunities, however any specific project part of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities. ARTS 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 categories • No organizations may submit multiple applications in any one category per funding cycle ARTS ORGANIZATIONS -CAPACITY BUILDING • Capacity Building grants have a maximum award of $5,000 • Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of organizational and/or financial stability, strengthens community impact or supports the execution of nonprofit's mission more effectively • Capacity Building grants will only be awarded to organizations residing in Carlsbad • These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include (but are not limited to): o Professional development for staff and board members o Opportunities for peer learning, networking or leadership development o Creating or re-examining organizational plans o Initiating collaboration with other nonprofits o Developing new sources for earned income o Utilizing support for high-impact projects ARTS ORGANIZATIONS -ARTS PROJECTS • Arts Projects grants have a maximum award of $7,500 • Arts project requests are for specific arts project activities such as (but not limited to) performances, exhibitions, residencies, assemblies, workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual, educational institution or organization must include a letter of agreement from partnering entity PROJECTS THROUGH FISCAL AGENT • Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal agent • Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf Page 2 of9 • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2019 ED UCATIONAL 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 $2,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school site • To be eligible for funding: o In-school projects funded through the Community Arts Grants may not involve a permanent hourly or salaried employee in the school district in which they will be leading activities, performances or projects o Out-of-school programs may utilize teaching artists that are employed within that the applying or any district • Any partnership with an individual or organization must include a letter of agreement from partnering entity • Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in SPECIAL OPP ORTUNITIES • Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular Community Arts Grants 2020 cycle has passed within the funding period of Jan. 1-June 30, 2020. Any project part of a successful or unsuccessful application during the regular 2020 cycle is not eligible for Special Opportunities • More information about Special Opportunity Grants will be available after the conclusion of the main grant cycle. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROG RA M SCHEDU LE Aug.19,2019 Sept. 4 Sept. 9 Sept. 13 Sept. 16 Oct . 14 Week of Nov. 11 Dec. 5 Week of Dec. 9 January 2020 Application posted and available at www.carlsbadca.gov/artsgrants Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 Dates available to schedule one-on-one sessions with grant program staff through Oct. 9 Application review submission deadline. All review feedback will be completed by Sept. 27 Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011 Deadline: applications for the CAG 2020 cycle must be submitted electronically by 4 p.m. Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission All applications have the opportunity to participate in the panels by being present for short question & answer session during panel week. More information on this opportunity will be sent to organizations with eligible, completed and submitted applications Funding plan presented to Arts Commission for review and approval Notification and awardee agreements packets will be sent to all applicants. Any applicant that receives <50% of requested amount will be required to complete a Revised Project Form First payments of awards are disbursed upon execution of agreements, projects commence Page 3 of 9 Jan. -June 2020 All grantees must complete a Final Report within 30 days of program end date to receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement INFORMATION SESS IONS, WORKSHOPS AND AP PLICATION REVIEW To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our applicants in the 2020 cycle. These offerings are highly recommended for both new and returning applicants. • Information Sessions -general overview of the grant process, application and procedures • One-on-One Sessions -New for 2020, we are offering the opportunity to schedule 30-minute sessions with grant program staff to help answer questions about t he process, the application or other topics. Any applicant participating in the one-on- one sessions are required to have attended at least one information session for the current grant cycle. Registration for one-on-one sessions will be available at www.carlsbadca.gov/artsgrants • Application Review -applications submitted by Sept. 13 can receive review by Cultural Arts Office staff for general feedback prior to the panel sessions. All feedback will be returned before sept. 27 to allow time for edits, if needed, by deadline o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness and clarity of information provided. Staff will not be providing feedback on content, programming or other project details. PANEL REVIEW AND SCOR ING OF APP LICATIONS GRANTEE Q&A DURI NG PANEL SESS IONS • Applicants in all categories are able to provide up to two (2) representatives on their behalf to answer questions by panel members regarding their presentation or application materials • While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the review process • Question and answer sessions are not scored and are included as an opportunity to provide additional information an d insight to organization and proposed project • The date of the scoring panel will be set during the week of Nov. 11. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will not otherwise affect their application's review • All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions regarding applicant presentations before and during panel sessions • Applicants/presenters will not be able to hand any materials to panelists at time of presentation. All information must be included in your application, and no new physical materials may be introduced after submission of application. SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 10 points, with a maximum score of 30. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o Reinforce accessible artistic and cultural opportunities and experiences for our residents o Provide arts education and lifelong learning opportunities for all ages • Community Impact o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world Page 4 of 9 o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations • Management Capability o Support and develop organizational strength and capacity of Carlsbad arts organizations o Encourage new & emerging arts programs and organizations in Carlsbad OTHER REVIEW AND SCORING INFORMATION • After the application deadline, program staff will review applications for completeness to deem eligibility for review by panel • As part of staff review for eligibility after application deadline, Cultural Arts Office staff will determine whether the financial health and sustainability of the organization is considered eligible to be forwarded to the panel • Any application forwarded to the panel will be reviewed within the context of the project or program outlined in the application only • Incomplete applications, or applications with incorrect information, will be deemed ineligible not be referred to the review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD AGREEMENT All approved applications will receive an agreement packet, which will include instructions and agreement language. All agreements must be signed and submitted per instructions within 30 days of receipt. Failure to return signed agreement within this t imeline may affect the current cycle award, or future application eligibility. Please see appendix 4 for a sample Community Arts Grants 2020 agreement. Any applicant that has received funds during a previous funding cycle will not receive their CAG 2020 agreement until the previous agreement requirements are completed and approved by staff. FINANCIAL MANAGEMENT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under the respective grant program for three (3) years. Grantees should be able to provide upon request: • Accurate, current and complete disclosure of the financial accounting (expenses an d revenue) for the grant project • Records that adequately identify the sources and application of funds for grant sponsored activities • Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc. • All applications that are awarded funding must provide required documents within 30 days of receipt or notification. This includes, but is not limited to, agreements, revised project forms, final reports and financial accounting. PUBLIC ACKNOWLEDGEMENT • Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast promotion of the funded projects. City staff must approve materials before printing, posting or use • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: "This program is funded in part by the City of Carlsbad's Cultural Arts Office." • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: Page 5 of 9 I o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council and the Carlsbad Arts Commission at least two weeks in advance of program o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of the activities and participants of funded projects o Extensively promote funded events and projects SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, ineluding potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests POLICIES • Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff with notification to the applicant • The City of Carlsbad reserves the right to limit 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, qate, 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 at the discretion of the Cultural Arts Office • Review appendix 3 for a list of projects and programs ineligible for funding Page 6 of 9 OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for resident comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections and attachments. The application is available at www.carlsbadca.gov/artsgrants. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 3 6. Signature ASSISTANCE Cu ltural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing megan.gilby@carlsbadca.gov Page 7 of 9 APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1, 2018. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding from City of Carlsbad through another department or division? o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants. o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library & Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City of Carlsbad. For more information, please contact our office. • Can one school site apply for multiple Arts in Schools awards? o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in one artistic genre (i.e. • What kinds of projects are ineligible for funding? o Projects that are general operating costs • Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire season of programming). Projects are one aspect of a larger event, or a project unto itself. • Examples could include: non-ticketed events at a large event with a mix of ticketed and non- ticketed performances, supporting new work as part of a larger season, specific series of concerts within the context of a larger festival o Capital improvements • Capital improvements are defined as significant equipment or building/improving a venue. Capital improvements have 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 Page 8of 9 APPENDIX 2: IN ELIGIBLE 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 a.re members of an applicant's staff or board • Payments to students • Scholarships, fellowships or tuition assistance • Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019) • Arts activities outside the City of Carlsbad • Entry fees for competitions or sponsorship fees • Pageants, fund-raising events or hospitality costs • Publication of manuscripts or compositions not created as part of a grant-supported project • Purchase of awards, cash prizes, contributions or donations. • Food or beverages for hospitality • Entertainment or reception functions • Internal programs at colleges or universities • Curriculum development or curricular activities • Scholarly or'academic research, tuition and activities which generate academic credit or formal study toward an academic or professional degree • Creation of textbooks Page 9 of9 Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION PR OJECT INCOME $ Notes Q) E 0 u C "C Q) C ,._ (1) LU Q) E 0 u C "C Q) C ,._ (1) Q) C ::::> Admissions G ifts/M ercha ndise/ Concessions Advertising Other I Subtotal Earned Income $0 Subtotal Earned lz ome $ Notes '\. Private f ~"" Individual ~~ "" < I "-~ . Public Support Applicant Cash / ~ CAG Request Amount Amount requested through Community Arts Grants 2019 Other .~ [ \ / J"V Other ( Ir ~/ ~ Subtotal Uneomed Inca~ ,J) Subtotal Unearned Income INCOME TOTALS! so I ~ ACTUALS -FINAL REPORT $ Notes / ' J (·, \ / 75 ~'~7 ~ -, ~ $0 " ~ ,s ~ N~tes 1, " ... ' I> Amount received through Community Arts Grants 2019 $0 ' $0 I Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PROJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) Project Artist(s) or Arts I nstructor(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 EXPENSES TOTALSI $0 $0 Applicant: COMMUNITY ARTS GRANTS 2020 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT IN-KIND SUPPORT Value Notes Value IN-KIND TOTALS=! ====$==0==== $0 Budget Instructions: The application project budget must balance. Total income must equal total expenses. Final Report may < Round all budget figures to the n arest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. 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."