HomeMy WebLinkAboutSan Diego Dance Theater; 2020-02-07;2020 GRANT AGREEMENT FOR San Diego Dance Theater
This agreement, is made on the ~ day of _ ____i.:_r.LJ._"""""""'--~b--·' 20 7.D. by San Diego Dance
Theater (ORGANIZATION), hereinafter referred to as "Grantee," a he 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 three thousand, nine hundred twenty dollars ($3920) ("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 Dance Classes
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,
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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 lnltlo/ box to opt-in to promotlono/ opportunities ~
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.
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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 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 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.
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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:
San Diego Dance Theater
Attn: Trisha Gooch
2650 Truxtun Road Suite 108
San Diego, California 92106
Email: trisha@sandiegodancetheater.org
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. SEVERABILITV.
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
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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.
GRANTEE CITY OF CARLSBAD, a municipal corporation of
the if California.
By: e,tl}vlt P1~
HEA ER PIZZUTO
~ /7 . ___ , j) ' Library & Cultural Arts Director
/ ;e1s1-1-tr l)--Ot)c,H; t:xt-z-u,tUE _l/2Cl!Tt'L
(Print name/Title)
Tt,' 5 h..cC;Jsa. 11d,· C 5 C cl( it(' effeCl ff/', [ ,1c5
(Email address)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
ATTEST:
'i{;:-hr 2J,z-;:.,
ARBARA ENGLESON
City Clerk
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 8.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President 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.Mite.
By: __________ _
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 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
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Community Arts Grants 2020 Application
Reference#
Status
Login Usemame
Login Email
First Name
Last Name
Title
Street Address
Address Line 2 (OPTIONAL}
City
State
Zip Code
Phone Number
Email Address
Are you applying as an:
As an Arts Organization, would you be
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
this application?
Would you like to participate in an application
review by Cultural Arts Staff?
Organization Name
10413792
Complete
trisha@sandiegodancetheater.org
trisha@sandiegodancetheater.org
Trisha
Gooch
Executive Director
2650 Truxtun Road, Suite 108
Suite 108
San Diego
California
92106
6192251803
trisha@sandiegodancetheater.org
Arts Organization
No thank you
Arts Projects
No
San Diego Dance Theater
Organization doing business as {if by another
name} {OPTIONAL}:
Street Address
Address Line 2 {OPTIONAL}
City
State
Zip Code
Phone Number
Organization website URL:
What is your organization's mission
statement?
Jean Isaacs San Diego Dance Theater
2650 Truxtun Road
Suite 108
San Diego
California
92106
6192251803
www.sandiegodancetheater.org
To create and perform dances that breathe life
into the people of our region and beyond, and
to provide access to professional training and
the performance of dances by Jean Isaacs
and by people representing diversity of all
kinds.
Is this your organization's first time applying No
with the City of Carlsbad?
Has your organization received funding from Yes
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
Aging Creatively Dance Classes
Aging Creatively dance classes provide an
enriching opportunity for seniors to share the
joy of movement while enhancing the health
and well-being of each individual. Gentle
dance movements promote strength, agility,
coordination, balance and mental clarity.
01/01/2020
05/29/2020
3920
25
75
Provide a brief example of a similar recent
project by you or your organization and why it
was successful.
Jean Isaacs created Aging Creatively eight
years ago to meet the needs of Baby Boomers
and others who were determined to maintain
their health and independence throughout their
lives. The program is specifically designed for
moving bodies 55+ years of age. (One student
is 90, while most are in their 60s and 70s.)
The class is adapted to accommodate the
physical needs of the students (i.e., use of
chairs, walls to hold onto, etc.). Wheelchair-
bound students are welcome, as are
beginners with no dance experience.
The response to this project has been positive
and sustaining. Beginning with one class at
our Pt. Loma facility, Aging Creatively has
grown to four outreach locations, Carlsbad,
Encinitas, Lemon Grove, and Chula Vista. We
have received funding to sustain the classes
from private donors, and the cities of Carlsbad,
Chula Vista and Encinitas.
Classes are held for one hour, twice a week
over 40 weeks and culminate in a public
performance where friends and family
members can enjoy the dances learned over
the class time. Beginning with just a few
participants, class sizes now range from 12 -
30 participants.
What makes the project distinctive? Studies have shown that lack of exercise and
social isolation lead to depression and often
early death, even in an otherwise healthy
senior. Our warm and welcoming teachers, all
professional dancers themselves, ensure a
non-judgmental, supportive, fun atmosphere
that our students look forward to every week.
SOOT Aging Creative teachers are
experienced with guiding older bodies in soft,
gentle movements. They never push dancers
past their comfort zones.
Aging Creatively teacher Yvonne Gagliardo is
highly skilled and trained in working with this
population. She is also a choreographer and
provides a stellar opportunity for performance
at the class culminating event.
Aging Creatively was designed to provide an
enriching opportunity for seniors to share the
joy of movement together while promoting the
health and well-being of each individual.
Gentle dance movements promote strength,
agility, coordination, balance and mental
clarity. Dances allow seniors to express their
individuality and creativity. Memory is
enhanced through repetition of movements
and memorization of specific dance routines.
The weekly classes also provide opportunities
for socialization.
Although there are other senior exercise
programs, Aging Creatively offers the only
opportunity for artistic modern dance in a
community setting in Carlsbad. Participants
will be able to be expressive through a safe,
structured class adapted for all physical
abilities and will be provided a unique
opportunity to identify existing talents, improve
fitness, and perform in front of an audience at
an older age.
Classes are offered free of charge to Carlsbad
residents.
....
What are the goals (outputs and/or outcomes)
of the project? How will you measure your
goals?
Who is your target population and why? How
will you reach them?
The goal of Aging Creatively classes is to
improve strength, balance, spacial recognition,
memory, coordination, agility, and stamina.
Progress is tracked by the teaching artists and
pre-and post-class assessments are attested
to by the participants themselves. (Self-
reports are uploaded below.)
We measure these goals by soliciting
feedback from dancers, which is shared
amongst all Aging Creatively teachers to
facilitate constant curriculum improvements to
increase success and satisfaction for the
participants.
We hope to serve at least 25 students in
Carlsbad Aging Creatively class.
Our target population is men and women, 55
years and older, to fulfill the goals of the class
to keep aging bodies moving, vibrant, flexible
and strong.
Although word-of-mouth has been the driving
force for attracting new participants most
years, SOOT also utilizes social media and
hard copy flyers, distributed to senior
residences, libraries, community centers, to
outreach to new populations.
In future funding for this program, we hope to
include a few advertising dollars to promote it
in local papers, utilizing the Coast News
resource.
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?
Please upload resumes and/or information of
involved teaching artists, artists or any other
individuals participating in your project. Only
one PDF document will be accepted -please
consolidate all information.
SOOT _Staff_Bios.pdf (134k)
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)
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:
First Name
Last Name
Title
Phone Number
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Carlsbad Only
https://youtu.be/wx6E1QvZih0
North County
https://youtu.be/R5dvC11 ilol
2_ Testimonials_for _ Carlsbad_ Creative_Aging_
class.txt (1 k)
GAG _2018_Project_Budget_Form_San0iego0
anceTheater_ 11.4.18.xls (69k)
SOOT _990_June_2018.pdf (2302k)
board_list_8.20.19.pdf (24k)
Trisha
Gooch
Executive Director
6192251803
trisha@sandiegodancetheater.org
2019-10-14 10:22:16
2019-10-14 09:34:02
2019-10-14 10:22:15
98.171.133.158
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San Diego Dance Theater
OJECT INCOME Cash
Admissions $0
Gifts/Merchandise/ $0 Concessions
Advertising $0
Other $0
Subtotal Earned Income $0
Cash
Private $0
Individual $300
Public Support $0
Applicant Cash $0
CAG Request Amount $3,920
Other
Other
Subtotal Unearned Income $4 220
INCOME TOTALSI $4,220
~~ffff~R'lS'"GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes Cash Notes
Subtotal Earned Income $0
Notes Cash Notes
donations from participants
Subtotal Unearned Income $0
$0
San Diego Dance Theater m~flf'r~~S'"GRANTS 2018-PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
p ROJECT EXPENSES Cash Notes Cash Notes
L"lo ot Artistic u1rector ::.a1ary: ::,:>bU; lo/o ot txecutive u1rector
Project Staff (non-artist) $1,290 Salary: $400; Operations Manager lS hours at $22 per hour:
t:>:>n
Project Artist(s) or Arts $1,900 20 hours Instructor@ $80 per hour; Choreography fee: $300 lnstruct or(s)
Educational $180 Flyers: $50; Programs for final performance: $80 Materials/Printing
Costumes/Props $100 costumes and props for culminating performance
Sets $0
Supplies $0
Licensing/Royalties $0
Rentals (space and/or other) $700 $35 per hour for 20 hours at Pacific Arts Workshop dance
studio
Transportation $0
Food & Beverage $0
Marketing/Promotion/ $0 Publicity
Fisca l Agency Fee $0
Other $50 10% of Social media coordinator
Other $0
Other $0
EXPENSES TOTALSI $4,220 $0
IN
San Diego Dance Theater ~~lff~~srGRANTS 2018-PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
-KIND Value
$0
•
IN-KIND TOTALS!= ====$=0====1
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.
Rou nd all budget figures to the nearest whole dollar.
Enter a '0' in any cells that you don't have an amount to add.
Notes Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
..
...
COMMUNITY ARTS GRANTS GUIDELINES -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 an d support quality arts and cultural programming
within Carlsbad. Our mission is to:
• Reinforce accessible artistic and cultura l 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
organi zation to act as 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
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 non profit'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 THROUG H 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 of 9
. '
...
• Any individual artist receiv_ing funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2019
EDUCATIONA L 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 OPPORTUNITIES
• 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 t he 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
PROGRAM SCHEDULE
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
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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 SESSIONS, WORKSHOPS AND APPLICATION 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 sessi ons with grant program
staff to help answer questions about the 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 IN G OF APPLI CATIONS
GRANTEE Q&A DURING PANEL SESSIONS
• 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 and
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. Th e
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
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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
• M anagement 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 timeline 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 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.
• 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:
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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, 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 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, 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
• Review appendix 3 for a list of projects and programs ineligible for funding
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OTHER INFORMATION
CARLSBAD ARTS COMM ISSION 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
Cultural Arts Office staff are always available to assist applicants. Please contact M egan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
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APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
,,
,./--
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review sessi on scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
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APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
The City of Carlsbad will NOT award grants to:
• Organizations receiving funding through City of Carlsbad Community Activity Grants
• Governmental agencies or public authorities
• Applicants that have a "delinquent" status with the 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 t he sponsoring organization's programs
or services
• Support groups and/or "friends of" organizations of City departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• Projects or activities by colleges or universities for on-campus activities not intended for the general public
• Consultants who are members of an applicant's staff or board
• Payments to students
• Scholarships, fellowships or tuition assistance
• Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019)
• Arts activities outside the City of Carlsbad
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of awards, cash prizes, contributions or donations.
• Food or beverages for hospitality
• Entertainment or reception functions
• Internal programs at colleges or universities
• Curriculum development or curricular activities
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
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Applicant:
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Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the eels hig lighted in green or blue.
The application project budget must balance. Total incom must equal total expenses. Final Report may<
Round all budget figures to t he nearest whole dollar
Enter a '0' 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, 50 attendees, $5 each."
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