HomeMy WebLinkAboutStudio Ace; 2019-03-22;2019 GRANT AGREEMENT FOR Studio Ace
This agreement, is made on the nvSL day of Q\,\_ Q,.A...ck , 2otl_, by Studio Ace
(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 three thousand, seven hundred fifty dollars ($3,750) ("Grant.") The purpose of
the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope
("Agreement Scope").
Project Title: Support North County Arts Network Executive Administrator Salary
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 ofthis 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:
Studio Ace
Attn: Julia Fister
3861 Mission Avenue, Suite B3
Oceanside, CA 92058
Email: julia@studioace.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
*By:_V~~~~~~~-~~-
(lst signature here)
0u u A tis'[Els., / E t-ec . i), redz,r
(Print name/Title)
ju.. li Cl 4) stud1oace.or9
(Email address)
3-12-/9
(Date)
**By: ___________ _
(2nd signature here)
(Print name/Title)
(Email address)
(Date)
CITY OF CARLSBAD, a municipal corporation of
the S!:°f California_
By: (lli/J_f}UA, f9~
HEATHER PIZZUTO
Library & Cultural Arts Director
ATTEST:
~509~~
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 B.
Chairman,
President, or
Vice-President
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A/iCJi.tf-Jt.y Attorney
By: _____ ~------
~s;,istant City Attorney
°J/1--0(,q
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# 9777670
Status Complete
Login Usemame NCANAmanda
Login Email NCANAmanda@gmail.com
First Name Amanda
Last Name Ecoff
Title Executive Administrator
Street Address 6745 Tea Tree Street
City Carlsbad
State California
Zip Code 92011
Phone Number 2038433804
Email Address NCANAmanda@gmail.com
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
this application?
Organization Name
Street Address
City
State
Zip Code
Capacity Building
North County Arts Network
6745 Tea Tree Street
Carlsbad
California
92011
Phone Number
Organization website URL:
What is your organization's mission
statement?
2038433804
https://sdncan.org/
North County Arts Network's mission is to
ensure that the arts are recognized as vital in
the lives of its people; develop an innovative
vision, plan, and collaborative effort to
strengthen the arts; serve, advance, and lead
in the maintenance of a diverse network of
institutions, businesses, and individuals who
work in the arts; and to maintain a directory of
arts resources and organizations.
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
Support North County Arts Network Executive
Administrator Salary
The Community Arts Grant will help us pay the
North County Art Network executive
administrator throughout 2019, while we look
to develop, solidify and implement a consistent
income stream to secure and grow the impact
and infrastructure of NCAN, and explore the
possibility of and pathways to non-profit status.
Among all of the duties, the most important
responsibility for the executive administrator is
to maintain and foster current and new
members while advocating for and creating
future partnerships among artists, venues and
organizations to further promote arts education
and the economic impact of the arts within and
for Carlsbad.
01/01/2019
12/01/2019
5000
10,000
What makes the Support North County Arts
Network Executive Administrator Salary
project distinctive?
Providing support for the North County Arts
Network executive administrator salary is
distinctive because NCAN is the only large
scale collaborative network for Carlsbad
artists, organizations and promoters of the arts
in our region. We are profoundly committed to
and supported by many arts partners in
Carlsbad, including New Village Arts, Carlsbad
Friends of the Arts, the City of Carlsbad
Cultural Arts Office, the Carlsbad Music
Festival and the Museum of Making Music.
Our members also include local talent like the
Bad Carls, the Stratacapellas, and many more.
While we focus on a variety of priorities, the
NCAN executive administrator's main efforts
are to advocate and generate audiences for
artists and venues, provide networking
opportunities and cross collaborations, and
promote the importance of the cultural arts in
our economic and community development.
NCAN's presence at local Carlsbad events
such as Artwalk and Art, Rhythm and Wine
help further the unique significance of our
advocacy and support for the arts. Both of
these festivals feature arts, entertainment, and
hands-on arts activities for all ages in the
perfect outdoor climate of Carlsbad. Above all,
NCAN is distinctive as the only organization
written into the city of Carlsbad Cultural Arts
Master Plan -Business Sector Action Matrix:
Action item 2.3 to "Support the development of
NCAN towards potential non-profit status and
strengthen its efforts to support the regional
arts ecology."
We are uniquely poised to promote the arts
created within and provided to Carlsbad.
What special circumstances, challenges, or
changes have caused your organization to
focus on management and/or organizational
issues at this time?
North County Arts Network is approximately 3
years old. In this short time, we have
developed a directory of over 1000 members -
music and dramatic performers, visual and
literary artists, performance venues, and more.
We have held an economic summit, committee
meetings and networking events in Carlsbad
at New Village Arts, the Museum of Making
Music, the Cultural Arts Office and the
Schulman Auditorium. NGAN further fosters
the arts community by hosting other
organizations at our booths at Artwalk and Art,
Rhythm & Wine, affording access they might
not have had otherwise.
In these three short years, NGAN has matured
to the point where we now need to employ an
executive administrator to help provide
services worthy of these partnerships, support
the members who have yome to rely on our
resources and explore the possibility of
becoming a non-profit. We are cultivating this
position to grow with the organization as we
continue promoting and enhancing the arts
and the economic success of our local
community. Our executive administrator is also
responsible for the day to day operations of
the organization: review and acceptance of
new members, maintenance of the calendar
and featured events on our newly created
multi-functional website, financial record
keeping, outreach via social media and
personal contact, research on grants and
funding sources for arts organizations,
potential partnerships within the membership,
attendance at community events for the
purposes of networking and future member
cultivation, and more.
How will this project improve your
organization's capacity to meet its goals and
advance its mission?
The mission of the North County Arts Network
is to serve, advance, and lead the diverse
network of organizations and individuals who
work in the arts in Carlsbad and North County.
NGAN also shares the city of Carlsbad cultural
arts office's "dedication to encourage, develop
and facilitate an enriched environment of
artistic, creative and cultural activity in the city
of Carlsbad and the northern San Diego
region". In accordance with the statement in
the city of Carlsbad Cultural Arts Master Plan,
NGAN is exploring potential non-profit status
as one of its major goals. The Community Arts
Grant support for an executive administrator
will help increase our capacity to research,
process and present the pathway options for
meeting this goal to the steering committee
comprised of members from many Carlsbad
arts groups, including the Museum of Making
Music, the city of Carlsbad Cultural Arts Office,
New Village Arts and Carlsbad Friends of the
Arts.
In addition, supporting the executive
administrator for NGAN will improve our
capacity to continue to provide our services
and advance our mission by providing
consistency to and promotion of our members
in our day to day activities, advocating for the
cultural arts community and increasing the
potential for collaborative partnerships in and
with Carlsbad.
What is the overall timeline for the project you
are proposing, including and beyond the grant
period?
In January, the NGAN steering committee will
meet to hold a retreat to discuss fee based
membership, non-profit status and funding
sources, set priorities for the coming year and
create an implementation schedule.
At the beginning of the year, NGAN offers our
members exclusive receptions in collaboration
with Carlsbad's Cannon Art Gallery, including
invitations to Front Row Fridays, providing
snippets of some of San Diego's fine artistic
performances, and to Starring Artist events
where the audience participates in a Q&A
session with the artist(s) and is then treated to
a live performance.
Throughout the year we will create additional
materials and campaigns to promote our
members and the benefits of membership, a
process that will allow us to reach our target
audiences and implement our priorities for
2019. We will initiate the programs and
continue to research and report to our steering
committee on the progress of grant funding,
arts advocacy, collaborative partnerships and
non-profit status.
NGAN will hold quarterly Steering Committee
meetings, biannual networking events, and
prepare for and manage our fall programs in
Carlsbad at Artwalk on Armada Drive, and at
Art, Rhythm & Wine at the Forum Shopping
Center.
In advance of and coordination with National
Arts & Humanities in October, NGAN will
develop marketing materials, strategies, and
invitations to audiences to "Open Your Hearts"
to the arts during our annual month long
promotion celebrating the artistic community.
The executive administrator will additionally
continue to provide the daily operations
throughout the year and beyond.
List any capacity-building projects you have
undertaken in the past three years, the dates
of those projects, and very briefly describe the
outcomes. {OPTIONAL)
Will this capacity Building grant fund any
personnel, whether they be staff or
consultants?
Please upload a bio, resume or similar
information on any and all personnel whose
position(s) will be funded through a capacity
Building grant.
Since NCAN is only three years old, all of our
capacity building has occurred during the last
three years: North County Arts Network has
held a dozen Steering Committee meetings,
several networking events, and an Economic
Summit; developed a website and hosted
booths at local art festivals, each time
experiencing new member growth, more
outreach and many new collaborations.
At the NCAN booths at both Artwalk and Art,
Rhythm & Wine in SepUOct 2018, we
introduced NCAN and our partners to over
10,000 attendees. We increased awareness,
fostered the arts community and provided
access to potential audience members by
hosting other artists and venues in our booths.
In April 2018, the NCAN networking event at
the Museum of Making Music included
representatives from the San Diego Tourism
Authority and introduced many new members
to the museum. We learned that arts plays a
big part in our local economy, with over 10% of
tourist dollars spent on entertainment and
cultural arts.
The creation and maintenance of our multi-use
website in 2018 (https://SDNACN.org/), also
increases capacity for greater access to
audiences for our members, a shared calendar
of events, organizational branding and many
more advantages.
The most poignant realization at the NCAN
Arts and Economic Summit in October 2017
with more than 200 attendees, looking to
foster their leadership in the arts, was that 'we
must change the conversation about the arts
from that of a "charity" to one about an
"industry" that provides cultural, educational
and economic benefits to the community.'
Yes
Ecoff_Resume_2018_Nov. pdf ( 143k)
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
https://sdncan.org/ (NGAN website)
https://sdncan.org/past-events/
https://sdncan.org/2018/04/11 /2018-looking-
north-seek-to-be-found-did-you-missit-here-is-
the-report/
https://sdncan.org/calendar-events/open-your-
hearts-to-north-county-arts/
https://www.smorgborg.com/11192201-951 a-
4163-80857140d48ac8a 1 /articles/artwalk-
carlsbad-ncan-showcase-review
https://www.smorgborg.com/11192201-951 a-
4163-80857140d48ac8a 1 /articles/ncans-
silent-auction-fundraiser-at-art-rhythm-and-
wine
https://www.smorgborg.com/11192201-951 a-
4163-8085-7140d48ac8a1 /articles/art-rhythm-
and-wine-and-silent-auction
Studio_Ace_NCAN_Fiscal_Agency. pdf (66k)
CAG_2019_Capacity_Building_Budget_Form.p
df(114k)
2017 _STUDIO_ACE_990N_NCAN_Fiscal_Age
nt.pdf (?Ok)
2018_NCAN_Steering_Comm.pdf (67k)
Amanda
Ecoff
Executive Administrator
203-843-3804
Email Address
Last Update
Start Time
Finish Time
IP
Browser
OS
Referrer
NCANAmanda@gmail.com
2018-11-0515:50:49
2018-11-0515:50:14
2018-11-05 15:50:49
76.176.180.202
Chrome
Windows
https://fs9.formsite.com/res/formloginReturn
Applicant: COMMUNITY ARTS GRANTS 2018 -CAPACITY BUILDING INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
C apacity Building Income $ Notes $ Notes
CAG Grant Amount $5,000 Amount requested t hrough Community Arts Grants 2019 Amount received through Community Arts Grants 2019
PROJECTED INCOME TOTALI $5,000 ACTUAL INCOME TOTALI $0
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
C apacity Building Expenses $ Notes $ Notes
Salary $4,750 190 hours of support for the NCAN executive administrator at
$25 per hour
Fiscal Agency Fee $250 5% Fiscal Agency fee paid to Studio Ace
PROJECTED EXPENSES TOTALI $5,000 ACTUAL EXPENSES TOTALI $0
Applicant: COMMUNITY ARTS GRANTS 2018 -CAPACITY BUILDING INFORMATION
IN
PROJECTED -APPLICATION
-KIND SUPPORT Value Notes
IN-KIND TOTALS'=I =====$=0===1
Budget Instructions:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may c
Round all budget figures to the nearest whole dollar.
Enter a 'O' in any cells that you don't have an amount to add.
ACTUALS -FINAL REPORT
Value Notes
$0
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 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 Art s 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)
ELIG IBILITY
• 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 fisca l agents, must be not-for-profit, tax-exempt orga nizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• If projects including partnerships, only one application may be submitted for that particular project involving all parties
o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization
must be the applying party
GU IDELI NES 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 throughout 2019 calendar. More information and guidelines on Special
Opportunities grants will be available in November, 2018
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH 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 ORGAN IZATIONS -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 su pport, 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-school programs may utilize teaching artists that are employed within that that or any district
• Any partnersh ip 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 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 IN FORMATION
PROGRAM SCHEDULE
Sept.17.2018
Sept. 18
By Sept. 24
Oct. 1
Oct. 15
Nov. 5
Week of Nov. 26
Dec. 10-15
January 2019
Jan. -Dec. 2019
Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011
Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application posted and available at www.carlsbadca.gov/arts
Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008
Application review submission deadline. All review feedback will be completed by Oct. 24
Applications for the 2019 cycle must be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives
<50% of requested amount will be required to complete a Revised Project Form
First payments of awards are disbursed, projects commence
All grantees must complete a Final Report within 30 days of program end date to receive the final
payment of award. Excessively late submission of a final report may result in action taken per agreement
INFORMATION SESS IONS, WORKSHOPS 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 SCOR ING OF APPLICATIONS
GRANTEE ACCESS DURING 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
Page4of8
✓
"\ \
OTH ER REVIEW AN D SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIRE MENTS DURING PROJECT FUNDING PERIOD
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cu ltural 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 t o 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 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
Th e 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
I 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 fund raisers, scholarships or similar requests at the discretion of the Cultural Arts Office
Page 5 of8
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted on line. The application is comprised of five sections, some of which include long-answer sections
and attachments. The application is available at www.carlsbadca.gov/arts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
S. Budget
a. A Sample Budget Itemization is included as Appendix 3
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing megan.gilby@carlsbadca.gov
Page 6 of 8
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1,
2018.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• What if I am receiving funding from City of Carlsbad through another department or division?
o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing
and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants.
o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library
& Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City
of Carlsbad. For more information, please contact our office.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Page 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 genera l 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
,·