HomeMy WebLinkAboutSan Diego Dance Theater; 2019-03-22;2019 GRANT AGREEMENT FOR San Diego Dance Theater
This agreement, is made on the n,.Jl day of 2V\,/,1.A., 1'.._ , 20~ by San Diego Dance ..
Theater (ORGANIZATION), hereinafter referred to as "Grantee," and the CITY OF CARLSBAD, a
municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to
provide Grantee the Grant funds awarded to Grantee during the 2019 Community Arts Grants Program
in an amount not to exceed five thousand dollars ($5,000) ("Grant.") The purpose of the Grant is to
provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope").
Project Title: Aging Creatively Carlsbad
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.
1
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.
2
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:
San Diego Dance Theater
Attn: Sara Blodgett
2650 Truxtun Road, Suite 108
San Diego, CA 92106
Email: sara@sandiegodancetheater.org
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
\\\
\\\
\\\
\\\
\\\
\\\
\\\
12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
4
18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation,
partnership, joint venture or governmental entity hereby declares that authority has been
obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to
hold the other Party or Parties hereto harmless if it is later determined that such authority does
not exist.
GRANTEE
'B~
(l't signature here)
, . . Q.e VV.6 f.
Sa.. Y?-~ . 6 to d o/-ti / D ii,--e_ c..+bY
(Print name/Title)
S ct,,--~, 6 Sa~ ol ~ o cl o. v, UJ ~. a_ +--u-~
(Email address) ~
I;) Id;;; I :;). 01 Y
(Date)
(2nd signature h
CITY OF CARLSBAD, a municipal corporation of
the s~,,~~:rnia
By: ~Pi~
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
City Clerk
(lu,aw.\_ &(QA.,u(\ I c~wtv~~
• (Print name/Title)
~::x1,u..J.,__i;;;5r.v..,;.L, W cl~,\u . o"j
(Email address)
12\22j l~
(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:
~:~IA Avit:EQC~orney
Assistant City Attorney 3/wf,c,
Date
5
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2019 Application
2. Optional, as needed -Community Arts Grants 2019 -Project Budget Information
3. Optional, as needed -Community Arts Grants 2019 -Revised Project Form
4. Optional, as needed -Community Arts Grants 2019 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2019
6
Community Arts Grants 2019 Application
Reference# 9738269
Status Complete
Login Usemame sara@sandiegodancetheater.org
Login Email Sara@SanDiegoDanceTheater.org
First Name Sara
Last Name Blodgett
Title Executive Director
Street Address 2650 Truxtun Road, Suite 108
City San Diego
State California
Zip Code 92106
Phone Number (619)225-1803
Email Address sara@sandiegodancetheater.org
Are you applying as an: Arts Organization
As an Arts Organization, would you be No thank you
interested in acting as a Fiscal Sponsor for
individual artists to apply for future Community
Arts Grants? This would not impact your own
organization's ability to apply for funding. If you
check yes, Cultural Arts Office staff will reach
out with more information. We appreciate your
support of individual artists! {OPTIONAL)
For which funding category are you filling out Arts Projects
this application?
Organization Name San Diego Dance Theater
Street Address 2650 Truxtun Road, Suite 108
City San Diego
State California
Zip Code 92106
Phone Number
Organization website URL:
What is your organization's mission
statement?
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
6192251803
sandiegodancetheater.org
1. To create and perform intelligent dances
which breathe life into the people of our region
and beyond, and
2. To provide access to the training in,
creating, and performing of these dances by
people representing diversity of all kinds.
No
Yes
Aging Creatively Carlsbad
Aging Creatively provides accessible
professional dance training and performance
opportunities to a population that needs it
most, aging adults. During these classes,
individuals will learn dance patterns and
technique, training which helps reduce the risk
of dementia while increasing balance, spatial
recognition, and mobility. They will build
community character, social networks, and a
sense of place. Additionally, participants will
have the opportunity to volunteer and/or
participate in field trips to professional arts and
culture performances throughout San Diego
county.
01/02/2019
12/01/2019
5000
Total Number of Expected Participants for 50
Project
Total Number of Expected Audience 2000
Attendance for Project
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
The Aging Creatively program launched
serendipitously in 2012 after a successful
Creative Catalyst project funded by The San
Diego Foundation. During this 12-month
project, which included community
engagement and culminating performances,
an independent film artist worked with SOOT
artistic director Jean Isaacs, organizational
staff, professional dancers, and aging
community members to create a new dance
film work titled "The Door is Open". Realizing a
community need during the process, SOOT
formed a focus group of teaching artists,
community partners, and SOOT staff to
develop 'Aging Creatively'.
Now offered in 4 cities throughout SD County,
Aging Creatively serves 200+ seniors through
classes and access to professional dance
performances; and thousands of community
members benefit from watching their inspiring
performances. Each class is community driven
and shaped by the artistic vision of the
instructor and the individuals participating.
The Aging Creatively program is recognized
by Live Well San Diego, the Healthy Chula
Vista Initiative, and supported by the California
Arts Council as well as the Arts and Culture
departments within the Cities of Carlsbad,
Chula Vista, Encinitas, and San Diego.
What makes the Aging Creatively Cerlsbad
project distinctive?
The 'Aging Creatively Carlsbad' project is
distinctive because it provides free, on-going,
accessible high level professional dance
training and performance opportunity to a
diverse population that needs it most, aging
adults.
Current research conducted by the "Research
on Aging" journal and Harvard's Neuroscience
Brain Institute indicates that along with aiding
in stress reduction, dancing creates new
neural connections in the brain, increasing
long-term memory and the ability to focus on
mental effort. Dancing increases social
interaction, and the "brain work" required by
dance movement reduces the risk of
dementia. Dance helps with balance,
coordination, spatial recognition, mobility and
stiff limbs, and significantly reduces the risk of
falling. Other scholarly articles and
publications including 'Frontiers in Aging
Neurosciences' (published Feb 2016), and
'The Connection Between Art, Healing, and
Public Health: A Review of Current Literature'
(published Feb 2010) cite additional known
dance benefits including promoting pride in
community and volunteerism, as well as
helping to treat arthritis, Parkinson's,
dementia, and depression.
San Diego Dance Theater used information
from the studies mentioned above to create
'Aging Creatively,' which piloted at Liberty
Station in 2011. Discovering a need in other
communities throughout San Diego County,
'Aging Creatively' has grown to 200+
participants who attend one or more of 12
weekly classes.
Each class location and the participants
served at each location are unique. The
teaching artists recognize this, and take
consideration when developing the curriculum
to address the history, geography, and social
issues unique to the individual groups.
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
Goals:
1. Participants will learn dance patterns and
technique over the course of 40 lessons. This
will help reduce the risk of dementia while
increasing balance, spatial recognition, and
mobility.
2. The creative process of dance making
together as a group builds community and
social networks while assisting in helping
individuals 'aging-in-place.' It is a great way
for seniors to be active in and responsive to
Carlsbad's current culture and atmosphere.
3. Providing an avenue for aging adults to
perform in a fully staged production at the
Carlsbad Cultural Arts Center allows creative
expression and instills pride and self-worth.
If supported by The City of Carlsbad, weekly
classes will be taught February 2019 -
December 2019, free-of-charge, during which
time the teaching artist and seniors will explore
and create dances with special meaning for
them and the Carlsbad community. The
dances created will be performed in at least 1
fully staged production at the Carlsbad
Cultural Arts Center.
Outputs and outcomes will be monitored.
Mentoring will take place under the leadership
of Artistic Director Jean Isaacs and Executive
Director Sara Blodgett during monthly
meetings and evaluations with the teaching
artist and bi-monthly site visits with the
teaching artists and students.
Participants will journal and track their
progress. In addition, they will have the
opportunity to complete questionnaires to
evaluate progress.
Increased spatial recognition and self
confidence will be measured throughout the
process through self evaluation over the
course of 40 weeks and will be identifiable
during the culminating performance.
Who is your target population and why? How
will you reach them?
The target population is individuals ages 50+
of all nationalities, abilities, and backgrounds.
However, if younger people are interested in
joining they will be welcomed.
People living in the Carlsbad area and beyond
can benefit from this program thanks to the in-
kind donation of a high-quality dance studio
located near the Poinsettia public train station.
While the aging population is the focus of this
educational project, younger dancers and
families will benefit through watching the
inspiring culminating performance at the
Carlsbad Cultural Arts Center.
The in-kind studio location is .8 miles, a flat
walk, from the Carlsbad train station, making
the location accessible by public
transportation.
Outreach coordinator Izzy Santiago will help
identify and promote 'Aging Creatively
Carlsbad' to lower income and diverse under
served populations through his connections to
various organizations such as Casa de
Amistad and Los Angelitos. Though these
organizations focus on children, the parents
and grandparents of these children have
expressed interest in older adult programs.
Recognized as a partner by Live Well San
Diego, SOOT will promote the class through
this partnership and connections to other
organizations including San Diego County
Council on Aging and affiliates at Scripps
Center for Integrative Medicine.
The professional teaching artists selected for
this project are diverse. They have worked
extensively with under served populations and
aging participants. Two of the teaching artists
are North County Coastal San Diego residents
and can facilitate classes and choreography to
reflect the current local culture and
atmosphere.
Are you partnering with any organizations or Yes
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Provide names and brief description of roles
for any partners in this project. This would
include any organizations, artists or individuals
involved in your project that are not employed
or affiliated with the applying organization.
Please upload all resumes of teaching artists,
artists or any other individual partners in your
project. Only one PDF document will be
accepted -please consolidate all information.
Upload a Letter of Support in PDF form from
any partnering organizations or schools that
are essential to your project. Up to five PDF
documents will be accepted.
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 organization's most recently filed
IRS form 990EZ or 990, Part I -XII, and
Schedule A
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:
Carlsbad Performing Arts Academy (CPAA)
will provide a space grant, offering high-quality
studio space for up to 10 hours per week over
the course of 12 months. In addition, CPAA
will fund and produce a fully staged production
at the Carlsbad Cultural Arts Center in which
the 'Aging Creatively Carlsbad' participants will
be afforded the opportunity to present the
culminating dance works created during the
educational dance classes.
Aging_ Creatively_ Tea chi ng_Artists_Bios_ Stat
ements.pdf (76k)
Letter_of_Support_CPM_SDDT _ 11 .4.18.pdf
(4427k)
https://youtu.be/5W5MyMG4-1 I,
https://youtu.be/vMEfNpmltOI,
https://youtu.be/AZ07FJo1 PAc,
https://youtu.be/CGfcRMWJBAE,
https://www.facebook.com/events/16025327 80
86387/
CAG_2018_Project_Budget_Form_SanDiegoD
anceTheater_ 11.4.18.xls (15k)
SDDT _990_FY17.pdf (12860k)
Board_of_Directors_Contact_List_9.13.2018.d
ocx.pdf (83k)
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
Sara
Blodgett
Executive Director
6192251803
sara@sandiegodancetheater.org
2018-11-04 21:21:38
2018-11-04 21:15:45
2018-11-04 21 :21 :38
99.26.127.229
Chrome
Windows
https://fs9.formsite.com/res/formloginReturn
PR
(1)
E
0 u C
,:,
(1)
C .... ro LJ.J
(1)
E
0 u C
,:,
(1)
C .... ro (1)
C ::>
Applicant:
OJECT INCOME Cash
Admissions $0
Gifts/Merchandise/ $0 Concessions
Advertising $0
Other
Subtotal Earned Income $0
Cash
Private $0
Individual $0
Public Support $3,000
Applicant Cash $0
CAG Request Amount $5,000
Other
Other
Subtotal Unearned Income $8 000
INCOME TOTALS I $8,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
Subtotal Earned Income $0
Notes Cash Notes
Portion of California Arts Council 'Artists in Communities'
(awarded).
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
IArt1st1c u1rector o/o or sa1ary tor proiect time :;,iuuu. txecut1ve
Project Staff (non-artist) $2,360 Director% of salary for project time $850. Coordinator 30hr x
<:17/hr: c <:1 n
Project Artist(s) or Arts ~b5/nr x l.5nr per crass x 4U c1asses + ~.:)uu st,pena ror
$4,200 curriculum and choreography development and attending lnstructor(s) r, .1...,;--•;na no..&-.-,~-~~
Educational $90 printed fliers advertising program Materials/Printing
Costumes/Props $500 costumes and props for culminating performance
Sets $0
Supplies $50 journal supplies
Licensing/Royalties $0
Rentals (space and/or other) $0
Transportation $100 mi. for site visits made by executive and support staff to
observe program and provide feedback/info.
Food & Beverage $0
Marketing/Promotion/ $300 Advertising and promotion of program. Publicity
Fiscal Agency Fee $0
Other $400 Insurance.% of policy for additionally insured of in-kind
studio.
Other
Other
EXPENSES TOTALSI $8,000 $0
IN
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION
-KIND Value Notes
Space Rental $2,100 $35/hr x 1.5hr classes x 40 classes
IN-KIND TOTALSI $2,100 I
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
ACTUALS-FINAL REPORT
Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter 114 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
COMMUNITY ARTS GRANTS GUIDELINES -2019
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative 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 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
GUIDELINES APPENDICES
• Appendix 1 -Frequently Asked Questions
• Appendix 2 -Ineligible Organizations and Activities
• Appendix 3 -Sample Budget
• Appendix 4 -Sample Community Arts Grants 2019 Agreement
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, 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 $500 maximum award
o All organization types
o Outside of regular grant cycle, with funding t hroughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal
agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit's missions
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity building include:
o Professional development for staff and board members
o Opportunities for peer 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
EDUCATIONAL 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-sch ool programs may utilize teaching artists that are employed within that that or any district
• Any partnership with an individual or organization must inclu de 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 2019 cycle has passed within the funding period of Jan. 1-Dec. 30, 2019
• Requests will be accepted on a rolling basis, with a minimum of 40 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2018. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCH EDULE
Sept. 17. 2018
Sept. 18
By Sept. 24
Oct. 1
Oct. 15
Nov. S
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 lat e submission of a final report may result in action taken per agreement
INFORMATION SESS IONS, WORKS HOPS AND APPLICATION REVIEW
New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional
resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those
who would like more information.
• Information Sessions -general overview of the grant process, forms and procedures
Page 3 of 8
• Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant
writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov
• Application Review -applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback
prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline
o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness
and clarity of information provided. Staff will not be providing feedback on content, programming or other project
details.
PANEL REVIEW AND SCORING OF AP PLI CATIONS
GRANTEE ACCESS DUR ING PANEL SESSIONS
• Applicants in all categories are able to provide up to three (3) representatives on their behalf to:
o Provide a five-minute presentation to the scoring panel
• Up to three (3) representatives from each applying organization may participate in the presentation
• Presentations can, but are not required to, include: Power Point, video, sound, photos and other
multimedia augmentation Presentations can also include a demonstration or performance. Space will be
limited, and staff will assist in planning and coordination with representatives before and during panels
• If any presenters are under the age of 18, an additional representative may accompany them during panel
o Answer questions by panel members regarding their presentation or application materials
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the
review process
• Presentations are not scored and are included as an opportunity to provide 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 the right to make updates and final decisions
regarding applicant presentations before and during panel sessions
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement, 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 su pport from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
Page 4 of 8
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
PUB LI C ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects. City staff must approve materials before printing, posting or use
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in
the Cu ltural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs
of the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, 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 Arts Office
Page 5 of 8
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted online. Th e application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Art s Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
Page 6 of8
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-
ticket ed 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 7 of 8
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
Page 8 of 8