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HomeMy WebLinkAboutVilla Musica; 2018-03-21;GRANT AGREEMENT FOR San Diego Guitar Festival This agreement, is made on the '2/ 6i" day of ~(.;-l\...., , 20-1.£, by Villa Musica (ORGANIZATION), a California nonprofit corporation, 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 2018 Community Arts Grants Program in an amount not to exceed five thousand dollars ($5,000) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Fiscal Agency for San Diego Guitar Festival: Carlsbad The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. c. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2018 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 2018 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 2018 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 the earlier of thirty (30) calendar days after the Agreement Scope end date or, January 31, 2019, 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 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, 2019. 10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 11. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: San Diego Guitar Festival Attn: Marian Liebowitz 5500 Campanile Drive San Diego, CA 92182-7902 Email: liebowit@mail.sdsu.edu 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 (Remainder of Page Intentionally Left Blank) 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)~~~ 0t signature here) 'ft DNA u-t~W ;,_, {Print name/Title) ., 5/?t.Oi° :Ji~ CJJ 'I--, t1 £l=· r 1( mail address) (Date ATTEST: CITY OF CARLSBAD, a municipal corporation of the State of Califo~i.a By:~~ ,'gYllli HEATHER PIZZUTO Library & Cultural Arts Director LJ~r/V BARBARA ENGLESON 7 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; ~R.EW,fJ\f ity Attorney By: _.,_f/_ /AJ-_ ___;L--7=------- Assistant City Attorney 1/ ~s ( t '! 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 2018 Application 2. Required -Community Arts Grants 2018 -Project Budget Information 3. Required -Community Arts Grants 2018 -Revised Project Form 4. Required -Community Arts Grants 2018 -Revised Project Budget Information 5. Required -Community Arts Grants Guidelines 2018 Community Arts Grants 2018 APPLICATION Organization Name San Diego Guitar Festival Organization doing business as {if by another name): under fiscal receiver: Villa Musica Organization EIN: 20-3865008 Organization website URL: https://www.sdguitarfest.org/ StreetAddress SDSU School of Music and Dance Address Line 2 5500 Campanile Drive City San Diego State California Zip Code 92182-7902 Are you a first-time applicant? Yes What is your organization's mission statement? San Diego Guitar Festival promotes guitar artistry through performances and educational opportunities presented by world-class artists. Accessible to the community, the festival engages the next generation of guitarists and guitar enthusiasts in the Southern California region. Have you receive funding from the City of Carlsbad's Community Arts Grants in past years? No First Name Marian Last Name Liebowitz Are you applying as an: Arts Organization For which funding category are you filling out this Arts Projects application? Project Name San Diego Guitar Festival: Carlsbad Project Summary Building on its first two seasons of sell-out audiences at Carlsbad's Museum of Making Music, the San Diego Guitar Festival will present Shin-lchi Fukuda and the Beijing Duo at Carlsbad's Schulman Auditorium, with a view to serving an expanded audience of Carlsbad residents. Mr. Fukuda, one of the most famous classical guitarists in Asia, will be making his first visit to the United States in 18 years to perform in Carlsbad. Project Dates Date Project Start April 20, 2018 Project End April 29, 2018 Funding Request from the City of Carlsbad's Cultural Arts Grants 10000 Total Project Expenses 20000 Total Number of Expected Participants and/or Audience Attendance for Project 600 Provide a brief organizational history and description of accomplishments in the previous year. San Diego Guitar Festival was founded in 2015 by San Diego State University guitar student, Kevin Hernandez and Assistant Professor of Music, Dr. Toni James, with the goal of bringing elite, international concert artists to San Diego. Emeritus Professor of Music, Dr. Marian Liebowitz, has since offered her expertise via SDSU's Faculty-Student Mentoring Program to help reach a wider community in the region and bring the project to fruition. In excess of eighteen hundred audience members engaged with festival concerts, masterclasses and workshops during the 2016 and 2017 festivals. The growing international reputation of the festival was acknowledged by the Society for Arts Entrepreneurship Education when they invited the festival team to present at their recent 2017 conference. The festival supports several fine arts internships; SDSU students specializing in various disciplines combine their talents to produce the San Diego Guitar Festival. Furthermore, the festival has built strong ties to the community through its school and library outreach programs. In 2016, the three generations of musicians at SDSU collaborated to produce the inaugural San Diego Guitar Festival; the first of its kind in the city. The student body, prospective students, local educators and over 700 audience members and enthusiasts from the local community, experienced the best the field of classical guitar has to offer over three days of performances, lectures and community presentations held on the SDSU campus and at partner venues across San Diego. What makes this project distinctive? San Diego Guitar Festival is the only music organization in the county devoted to presenting world-class performances and educational opportunities on the world's most popular instrument, the guitar. The festival is also the only local music organization led by a group of young students committed to establishing the region as a distinguished center for guitar by bringing renowned concert artists who are globally recognized among the best in their field. Prior to our organization, elite international concert guitarists did not have a platform to share their artistry and expertise with the local community, favoring other cities such as Los Angeles and San Francisco. This project has hosted the San Diego and U.S debuts for previous guest artists, and our programming has proven to be accessible; attracting all members of our community, from pre-college students to senior citizens. The 2018 edition of SDGF will showcase some of the best guitarists from 6 different countries, all set for their San Diego debut in April, including the top guitarists from Japan and China who will present a full concert at Schulman Auditorium; award-winning concert artist, pedagogue, and prolific recording artist, Shin-lchi Fukuda on April 21st, and the critically-acclaimed Beijing Guitar Duo, composed of Yameng Wang and Meng Su on April 28th. https :/ /youtu. be/KRb9LEtl H2Y What are the outputs and/or outcomes of the Most people have not heard this level of guitar project? artistry and only know the guitar as a folk or popular instrument. Our goal is to expose the community to the highest level of guitar performance that they would normally have to travel elsewhere to hear live. In our inaugural season, 700 people attended our events including a sell-out concert at Carlsbad's Museum of Making Music, where 154 people attended "Classic Strings, Modern Brews", a signature event of the San Diego Guitar Festival. It is our goal to triple our impact in the City of Carlsbad by presenting two signature events in the larger Schulman Auditorium. The first event is our third annual Classic Strings, Modern Brews featuring craft beer tasting prior to the Shin lchi Fukuda concert on April 21. The second is in conjunction with the Friends of the Arts reception on April 28 which precedes the Beijing Duo concert. We will also have SDSU student guitarists perform pop up concerts in the City of Carlsbad, both to generate interest in SDGF and to support the City's vision for arts and culture in the community. As we develop the project and engage the community by offering world-class programming, this will enable us to fulfill our two-year plan to become a stand-alone non-profit with the vision of making San Diego a destination for guitarists world-wide in the years to come. How will the project be evaluated to measure Our project is evaluated through tracking outputs and/or outcomes? attendance/ticket sales at concerts, master classes, and other festival events. We also track success through audience response to events, such as through standing ovations, signing up for the SDGF mailing list, and new fans on our social media pages. Due to our reliance on grants and our desire for sustainable growth, the SDGF team is experienced in the preparation of post-grant reports which we use as a means of reflecting on our own practices with a view to improving them. In fact, our relationship with San Diego State University has allowed SDGF Executive Director and SDSU Professor Marian Liebowitz to engage students in evaluation projects as part of their coursework. How will the project address community needs, At its core, the San Diego Guitar Festival is a including reaching underserved populations? product of collaboration between professionals of different backgrounds and cultural heritages. One of the ways we try to engage underserved populations is inclusivity. We promote internationalism through our presentation of artists from all over the world. The diverse musical specialities they represent make it possible to program repertoire that can speak to the cultural experience of many rather than a few. Likewise, education is an important part of our mission. We are aware that students' access to arts and music programming varies in the extreme as result of area funding and socioeconomic factors. Our Educational Outreach team, comprised of SDSU Music Education candidates Alejandro Garcia and Skyler MacKinnon, will attempt to redress the balance by reaching out to Carlsbad area schools to offer blocks of complimentary tickets, encouraging school field trips to the festival for students who may not otherwise have access. Furthermore, team members engaging with Community Outreach Practicum coursework taught by Professor Leibowitz are trained in strategies for reaching out to at-risk and underserved populations; Title One schools, senior residencies, memory care facilities and hospitals. As such, festival personnel will reach out into the community to engage local organizations by offering blocks of complimentary tickets to our signature concerts, with the goal of bringing a larger portion of the community to festival concerts. Who is your target population? What geographic While the San Diego Guitar Festival is designed area will benefit from your program? to benefit a larger San Diego County/Southern California audience, we have always considered Carlsbad our North County home. For the purposes of this grant, the two Carlsbad concerts at Schulman Auditorium and the pop-up programs within the City of Carlsbad are specifically intended to serve the residents of Carlsbad. How will you market your project to your desired Within the San Diego Guitar Festival Team are audience? students of journalism and marketing who are engaging in promotional activities for the festival as part of their duties. Press releases will be sent to a large and diverse list of media as well as strategic radio advertising and targeted Spanish- language outlets . Historically, our concerts have drawn quite a bit of media attention including preview articles in various publications and television coverage of our opening night. SDGF also has a prominent social media presence. Our print marketing includes posters, flyers, and beautiful programs assembled by SDSU graphic arts majors. We also have student filmmakers who prepare engaging video t promotions-please see uploaded 2018 trailer and other marketing items. Who is your target population? What geographic While the San Diego Guitar Festival is designed area will benefit from your program? to benefit a larger San Diego County/Southern California audience, we have always considered Carlsbad our North County home. For the purposes of this grant, the two Carlsbad concerts at Schulman Auditorium and the pop-up programs within the City of Carlsbad are specifically intended to serve the residents of Carlsbad. Are you partnering with any organizations or No individuals that are involved in your project but are not employed or affiliated with tlie applying organization? Please upload your completed Project Budget form. CAG 2018 Project Budget Form.xlsx (24k) Upload your organization's current total budget as 201abudget.pdf (349k) a PDF. Upload your organization's two most recent completed budgets. Short form 990's are preferred. All files must be in PDF format. 2017budget.pdf (353k) Item# 103 2016budaet, odf (3~0k} Please upload your IRS Letter of Determination. Non Profit Status.pdf (821 k) Upload your roster of Board members. Please Vill2 MusiQa Board RQster Fall 2017.pdf (46k) ensure the document includes names, titles, organization/business affiliation, emails and areas of expertise. All files must be in PDF format. Signature of authorized representative from applying entity: 7"l e First Name Marian Last Name Liebowitz PR Q) E 0 u C "C Q) C I.. 11) U.J Q) E 0 u C "C Q) C I.. 11) Q) C :::> PROJECTED -APPLICATION OJECT INCOME Cash Notes I 1c1<et prices based on ~LU general, ~l !:> student/senior; 4U Admissions $3,900 comp tickets for underserved populations such as Title One lc,<.--1 C:•,.-J--•• --• , __ , _ _. Gifts/Merchandise/ Concessions Advertising $750 Vendors and other program advertisers Other $1,400 Student Success Fee Grant: portion that can be allotted programs and posters Subtotal Earned Income $6,050 Subtotal Earned Income Cash Notes Private Individual Public Support Applicant Cash CAG Request Amount $10,000 Other $1,000 Japan Foundation Grant for Carlsbad portion of Fukuda visit: to be written in Sp.ring 2018 Other $3,200 In-kind (see in-kind breakout below} Subtotal Unearned Income $14,200 Subtotal Unearned Income INCOME TOTALS! $20,250 I ACTUALS-FINAL REPORT Cash Notes $0 Cash Notes $0 $0 PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $5,000 Executive Director management of Carlsbad portion of the festival (covered in In-Kind section) Project Artist(s) or Arts $12,000 Artist salaries and lodging for Shin lchi Fukuda and Beijing Duo lnstructor(s) Educational Materials/Printing $200 Materials for distribution at pop-up concerts Cos tum es/Props Sets Supplies Licens ing/Roya It ies Rentals (space and/or other) $0 SDGF will request fee waivers for Schulman Transportation $300 Ground transportation for Shin lchi Fukuda and the Beijing Guitar Duo Food & Beverage $500 In-kind beer donation for Classic Strings, Modern Brews Marketing/Promotion/ $750 Flyers, website, etc for Carlsbad portion of festival Publicity Fiscal Agency Fee $0 Waived by Fiscal Agent Other $1,000 programs, posters Other $250 Ticketing service charge Other $250 ABC License to serve beer EXPENSES TOTALS ! $20,250 I $0 IN PROJECTED -APPLICATION -KIND Value Notes Executive Di rector $2,500 Carlsbad activities% of Instructional Budget to pay for Marian Liebowitz management of student administrative team Beer Donation $500 Pending City of Carlsbad approval to offer beer tasting in the Library courtyard Copy machine $200 Duplication of educational materials for pop up concerts IN-KIND TOTALSI $3,200 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. . ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. Community Arts Grants 2018 REVISED PROJECT FORM Reference# Status Organization Name * Project Title * Contact First Name * Contact Last Name * Contact Phone Number * Contact Email Address * Describe any changes to the project for which you were awarded funds, including how income, expenses or both will be altered to balance the project budget. * Upload a revised Project Budget Form as a PDF.* Last Update Start Time Finish Time IP Browser OS Referrer 9354727 Complete San Diego Guitar Festival: Carlsbad Support for 2 spring performances (Shin-lchi Fukuda and Beijing Duo) at the Schulman Auditori um Marian Liebowitz 61 9-988-0751 liebowit@mail.sdsu.edu While SDGF only received 50% of the requested $10,000, we are grateful for the support we did receive and remain committed to the Carlsbad programming we proposed. Therefore, we have adjusted the artistic wages down by $1,000 and boosted our anticipated grant award from the Japan Foundation Los Angeles from $1,000 up to $5,000. CAG _2018_Project_Budget_Revised_Form. xis X (33k) 2017-12-19 09:24:04 201 7-12-19 09:1 7:08 2017-12-19 09:24:04 162.232.184.1 58 Chrome Windows http://www.carlsbadca.gov/services/depts/arts/ opps/grants.asp PR QJ E 0 u C "t:l QJ C .... ro w QJ E 0 u C "t:l QJ C .... ro QJ C :::> PROJECTED -APPLICATION OJECT INCOME Cash Notes 11cKe, prices oasea on :;,Lu genera,, :;,1::, swaem,senior; LIU Admissions $3,900 comp tickets for underserved populations such as Title One I Crhnnl <;t, ,..lo-•• --· rn ___ _.. Gifts/Merchandise/ Concessions Advertising $750 Vendors and other program advertisers Other $1,400 Student Success Fee Grant: portion that can be allotted programs and posters Subtotal Earned Income $6,050 Subtotal Earned Income Cash Notes Private Individual Public Support Applicant Cash CAG Request Amount ~ $5,000 ' Other $5,000 Japan Foundation Grant for Carlsbad portion of Fukuda visit: to be written in Spring 2018 Other $3,200 In-kind (see in·kind breakout below) Subtotal Unearned Income $13,200 Subtotal Unearned Income INCOME TOTALS I $19,250 I Cash $0 Cash $0 $0 PROJECTED -APPLICATION p ROJE CT EXPENSES Cash Notes Cash Project Staff (non-artist) $5,000 Executive Director management of Carlsbad portion of the festival (covered in In-Kind section) Project Artist(s) or Arts $11,000 Artist salaries and lodging for Shin lchi Fukuda and Beijing Duo lnstructor(s) Educational Materials/Printing $200 Materials for distribution at pop-up concerts Costumes/Props Sets Supplies Licensing/Roya I ties Rentals (space and/or other) $0 SDGF will request fee waivers for Schulman Transportation $300 Ground transportation for Shin lchi Fukuda and the Beijing Guitar Duo Food & Beverage $500 In-kind beer donation for Classic Strings, Modern Brews Ma rketi ng/P ro motion/ $750 Flyers, website, etc for Carlsbad portion of festival Publicity Fiscal Agency Fee $0 Waived by Fiscal Agent Other $1,000 programs, posters Other $250 Ticketing service charge lather $250 IABC lice"'eto se~e beer IN EXPENSES TOTALSI $19,250 I PROJECTED -APPLICATION -KIND Value Notes Executive Director $2,500 Carlsbad activities% of Instructional Budget to pay for Marian Liebowitz management of student administrative team Beer Donation $500 Pending City of Carlsbad approval to offer beer tasting in the Library courtyard Copy machine $200 Duplication of educational materials for pop up concerts IN-KIND TOTALSI $3,200 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. $0 Value $0 Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,00 COMMUNITY ARTS GRANTS GUIDELINES -2018 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various projects through a competitive application and review process. The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our purpose 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 arts programs and organizations in Carlsbad; • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2018 OVERVIEW Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $80,000 in funding available • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELIGIBILITY • Programs and activities supported must take place in the 2018 calen dar year, Jan. 1 -Dec. 31, 2018 • All funded activities must take place within t he 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 • When partnering, only one application may be submitted for that particular project involving both parties • For Arts In Schools, projects may not include partnership with Arts Organizations. If a school would like to partner with an arts organization for a project, the organization must be t he applying party. • Frequently Asked Questions are included as Appendix 1. 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 o Capacity Building -$5,000 maximum award o Arts Projects -$10,000 maximum award o Arts Education -$5,000 maximum award • Educational Institutions and Affiliated Groups o Arts in Schools -$1,500 maximum award • All organization types (Outside of regular grant cycle -more information will be available in November, 2017) o Special Opportunities -$500 maximum award ARTS ORGANI ZATIONS • Arts Organizations are registered 501(c)(3) nonprofit organizations • Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR Arts Education. Possible application combinations include: o Arts Projects and Capacity Building o Arts Education and Capacity Building o Only one ap plication in either Arts Projects, Arts Education or Capacity Building • No organizations may submit multiple applications in any one category per funding cycle PROJECTS THROUGH FISCAL AGENT • Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal agent • Fiscal agent 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 applica nt, if any • An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017 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 includ e: 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 PROJE CTS • Arts Projects grants have a maximum award of $10,000 • Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual or organization must include a letter of agreement from partnering entity ARTS ORGAN IZATIONS - ARTS IN EDUCATION PROGRAMS • Arts in Education grants have a maxim um award of $5,000 • Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or projects in a school within Carlsbad city limits • These projects can include artist-in-residence programs and assemblies or performances • Any partnership with an individual or organization must include a letter of agreement from partnering entity EDUCATIONAL INSTITUTIONS AND AFF ILIATED GROUPS • Requests are only avai lable to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITUTIONS AND AFFI LIATED GROUPS -ARTS IN SC HOOLS • Arts In Schools grants have a maximum award of $1,500 • There is no limit to requests by school or district, though consideration will be given to projects of the sa me discipline from the same school • To be eligible for funding: o In-school projects must not be part of the regular curriculum, and any teachi ng artist(s) funded through the Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they will be leading activities to be funded by the Cultural Arts Office o Out-of-school programs may utilize teaching artists that may also be employed in t he district • Any partnership with an individual or organization must include a letter of agreement from partnering entity SPECIAL OPPORTUNITIES • Special Opportunities grants are micro-grants for new arts projects that become available after t he deadline for the regular Community Art s Grants 2018 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2018 • Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended at least 60 days before t he 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, 2017. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROGRAM SCHEDULE Oct. 30, 2017 November, 2017 December, 2017 January, 2018 Applications for the 2018 cycle are due to 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 75% or less of requested amount will be required to complete a Revised Project Form First payments of 80% of awards are disbursed All grantees must complete a Final Report within 30 days of program end dat e to receive the final payment of 20% of award. Excessively late submission of a final report may result in a reduction in the final payment. REVIEW AND SCO RIN G OF APPLI CATIONS GRANTEE PARTI CIPATION IN REVI EW AND SCORING • Applicants in all categories except Capacity Building have the abil ity to provide one representative on their behalf to: o Be present during panel review and scoring of their organization's application • Panelists are not able to provide any further information or communication during the panel's discussion, outside of questions relating to clarification if requested by the panel o Provide a three-minute presentation to the scoring panel • Presentations can, but are not required to include Power Point, video, so und, photos and other multimedia augmentation • Only one represe ntative from each applying organization may give presentation and be present for panel • While not required, it is strongly recommended that organizations take advantage of this opportunity t o participate in their application's review process • Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17 for Arts Organizations. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 45 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 SCO RIN G RU BRI C Scoring of applications will be on the following crit eria, 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 • Management Capability o leadership strength, clarity and/or compl eteness of application, successfu l completion of past City of Carlsbad funded projects • Financial Health o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community • Sustainability o sound management, long range planning, program or marketing innovation, presence of active, effective fund raising OTHER REVI EW AND SCORIN G INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUI REMENTS DURING PROJECT FUNDING PERIOD FINAN CIAL M ANAGE M ENT 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 (expen ses 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 statement s, etc. PU BLI C ACKNOWLEDGE MENT • Grant recipients must credit the Cultural Art s Office for its support of the project in printed, electronic and broadcast promotion of the funded projects • The following acknowledgement along with a logo (wh ich 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 Cu ltural Arts Office." • Grantees fail ing to provide public acknowledgement may be denied funding for future applications PROM OTION • 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 notificat ions 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 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 • Th e 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 • Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes 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, in tended timeline, personnel, location, date, activities or budget • 1he 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 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, as well as a PDF version for your information and other grant information, is avai lable at www.carlsbadca.gov/arts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 2 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 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 30, 2017. • 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. • 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 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT PROJECT INCOME cash Notes Cash Notes Admissions $1,500 3 performances x $5 ticket x 100 audience members Q)l-------------+-----+-------------------1----+------------------t ~ Gifts/Merchandise/ ~ Concessions $0 -0 ~ Advertising ... $0 ~1-------------+-----+-------------------t,----=--+---- Other Subtotal Earned Income Private Individual Q) E Public Support 0 $0 $1,500 cash Notes $0 $0 ~l--------------,:,-+:11111 "'fil Applicant Cash C L.1----------'1 m Q) 5 CAG Request Amount Other Other $0 Subtotal Unearned Income $3,500 INCOME TOTALSI $5,000 Subtotal Unearned Income $0 $0 Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Costumes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT Cash Notes Cash Notes $1,250 20% of total Artistic Director cost $3,000 $1000 fee x 1 groups x 3 performances $500 Program printing $0 $0 $0 $0 $0 $0 $0 $0 EXPENSES TOTALS! $5,000 $0 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT IN-KIND Value Notes Space Rental $500 Doanted hall use from high school For application, fill out only gr You will only be able to fill out t The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. 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.