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HomeMy WebLinkAboutYoung Audiences of San Diego; 2018-01-17;GRANT AGREEMENT FOR Young Audiences of San Diego This agreement, is made on the j 7 tb day o ""---"--'"""-,_,__ ......... ""'-"~=---' 20.12_, by Young Audiences of San Diego (ORGANIZATION}, a California nonprofit corporaf n ereinafter 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 one thousand, one hundred and fifty dollars ($1,150) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: The Family Arts and Literacy Connection -Carlsbad School District 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: Young Audiences of San Diego Attn: Tara Graviss 4305 University Avenue, Suite 555 San Diego, CA 92105 Email: tara@artsforlearningsd.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 (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 (1st si nature here) 1:m &m.~01 ~~\KfJv( CITY OF CARLSBAD, a municipal corporation of the State of California ~~~~ fiD~ Library & Cultural Arts Director (Print name/Title) 1).rZJi~ -t?1-~@ ~ lt/1rnl NJ~.~ ATTEST, (Email add ess) J 12 i:r \"} Ciwru¼f 1f2 Jd~i-J L ·cc BARBARA ENGLESON {~ City Clerk (Date) If required by City, proper notary acknowledgment of execution by contractor must be attached. ~ Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney ,1lWL 5 By: -~fl-ss"""'i~'-~-a-nt-C-'-i-ty...,~""'~-t-or-n-ry--- ( ( td i ~ Date 6 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. Completed Community Arts Grants 2018 Application 2. Community Arts Grants 2018 -Project Budget Information 3. Community Arts Grants 2018 -Revised Project Form 4. Community Arts Grants 2018 -Revised Project Budget Information 5. Community Arts Grants Guidelines 2018 7 Community Arts Grants 2018 APPLICATION Organization Name Young Audiences of San Diego Organization doing business as (if by another name): Arts for Learning San Diego Organization EIN: 95-2464304 Organization website URL: www.artsforlearningsd.org Street Address 4305 University Avenue Address Line 2 Suite 555 City San Diego State California Zip Code 92105 Are you a first-time applicant? No What is your organization's mission statement? Arts for Learning San Diego envisions a world where all students, families, and communities imagine, create, and thrive through the arts. We believe that the arts and artists are essential community resources that deserve advocacy and long-term investment. We train and commission artists of all disciplines to engage directly with diverse communities through vibrant partnerships at the individual, family, school, and community level. Have you receive funding from the City of Yes Carlsbad's Community Arts Grants in past years? ltem#65 Amount funded through Community Arts Grants 2017 $1300 2016 $0 2015 $0 First Name Tara Last Name Graviss Are you applying as an: Arts Organization For which funding category are you filling out this application? Arts Education Project Name The Family Arts and Literacy Connection - Carlsbad School District Project Summary The Family Arts and Literacy Connection series has been serving San Diego families since 2003. This free family series is our flagship family program-our first and longest running, and A4LSD would like to bring it to 2 schools in the Carlsbad School District. Each workshop consists of a 30-minute performance and a 50-minute hands on activity taught by professional artists. Each family who attends receives a free book to inspire and encourage literacy at home. The workshops can be in all disciplines: dance, music, theater and visual arts. Schools will be invited to choose from a number of themes. Project Dates Date Project Start 1/1/2018 Project End 6/30/2018 Funding Request from the City of Carlsbad's 2827 Cultural Arts Grants Total Project Expenses 3027 Total Number of Expected Participants and/or Audience Attendance for Project 200 Provide a brief organizational history and Founded in 1963, Arts for Learning San Diego description of accomplishments in the previous (A4LSD) is San Diego's largest provider of arts year. education programs, singularly focused on delivering the highest quality arts education experiences in school and community settings. A4LSD offers instruction to students through music, dance, theater, visual arts, and creative writing; hiring professional regional artists to provide an array of arts-based performances. We also provide professional development to artists and help teachers use the arts in their classrooms. During the first 30 years, A4LSD focused on in- school performances. However, arts began to be eliminated from schools, and by the 1990s, A4LSD began adding artist-in-residencies, multi- week after-school programs, and longer workshop-style programs. Recognizing that the arts play an important role in and out of school, A4LSD began to develop a series of evening arts events for families in communities where residents have the least access to the arts; recently we've been expanding that programming Countywide. Over the past decade, A4LSD has become increasingly involved in advocating on behalf of arts in education for youth. Strong partnerships with the Visual and Performing Arts departments of the County Office of Education, the San Diego Unified School District, as well as the San Diego Foundation have contributed to an effective collective impact approach to change. Last year (2016-17), Arts for Learning San Diego served 76,796 students and families and 2,052 Educators through 1,710 programs throughout 22 School Districts. As the largest employer of teaching artists in San Diego, A4LSD contracted 200+ artists last year. What makes this project distinctive? The Family Arts & Literacy Connection encourages literacy and use the arts as a tool for engaging families; creating an environment where they can observe, learn and create for free. The workshops are in all disciplines: dance, music, theater and visual arts, with students and their families participating in arts activities. The program invites families to participate in a hands- on arts activity related to the theme of the workshop, and uses a book giveaway to encourage life-long reading habits. A4LSD believes that arts education is more impactful if families and communities are involved. Programs such as Family Arts workshops strive to integrate the arts into the education and lives of children. The uniqueness of our family arts program offers participants the opportunity to be listeners as well as active art- makers. While participating in the art-making project, parents and children learn in their community where sometimes transportation and access to the arts is a barrier to participation. What are the outputs and/or outcomes of the Arts for Learning began building a relationship project? with Carlsbad last year through a grant from Carlsbad Community Arts. This year, we want maintain our relationship with the Carlsbad School District through individual schools. Last year we offered in-school Jazz assemblies, but based on the feedback we received from the schools we want to switch our offering to Family Arts and Literacy Connection. For the first year that we offer the program, we'd like to be conservative in our goals, aiming to offer the program at two elementary schools. The outcomes of the project are to: Reach 200 students and their family members in the Carlsbad community through the Family Arts and Literacy Connection (100 per event). In the long term A4LSD is committed to enriching students' lives, improving their academic performance, and teaching 21st century career skills, through a hands-on introduction to the arts. How will the project be evaluated to measure Attendance typically reaches 75-100 people per outputs and/or outcomes? program. The project will be evaluated through attendance and information collected through surveys given out at the event. 'The kids love for us to read the books and then talk about what we did/saw at the family night."- Parent, Loma Portal School. This feedback, combined with attendance numbers, indicate which workshops are more/less popular. How will the project address community needs, Since 2012, A4LSD has offered Family Arts including reaching underserved populations? events at schools, libraries and community centers throughout San Diego County. This grant offers us the opportunity to expand this popular program to Carlsbad. Offering family programs for free, and on site at schools within the Carlsbad School District, removes the barriers of cost and transportation, allowing families to learn and create alongside their community. Who is your target population? What geographic Arts for Learning San Diego's core audience is area will benefit from your program? children and those connected with children including: educators, families, and communities. A4LSD has programs in place at all types of schools -charter, public and private across San Diego County A4LSD is committed to reaching students from different cultures, as teaching artists work to bridge cultures among San Diego's many communities. This grant specifically will serve 200 students and family members from the Carlsbad School District. Are you partnering with any organizations or No individuals that are involved in your project but are not employed or affiliated with the applying organization? Please upload your completed Project Budget fonn. CAG 2018 Project B!.!dget Form.xlsx (14k) Upload your organization's current total budget as 17-18 Budqet.pdf (51k) a PDF. Upload your organization's two most recent A4LSD 990 2016 1.pdf (6929k) completed budgets. Short form 990's are preferred. All files must be in PDF format. Item# 103 990 2015 JVm4.pdf (233k) Upload your roster of Board members. Please Board Bios 2017-2018.docx (284k) 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: T '6\, °'" l Ss-- First Name Tara Last Name Graviss Applicant: ~,A.Vlc\ ,A~\ e \Ale"-of Si,_""" bt1 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PR OJ E 0 u C -0 OJ C '--ro LU OJ E 0 u C -e OJ C '--ro OJ C ::) OJECT INCOME Cash Admissions Gifts/Mere ha ndise/ Concessions Advertising Other $200 Subtotal Earned Income $200 Cash Private Individual Public Support Applicant Cash CAG Request Amount $2,827 Other Other Subtotal Unearned Income $2,827 INCOME TOTALS! $3,027 I PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes Earned Income: $100 contribution per school (2 schools) Subtotal Earned Income $0 Notes Cash Notes Carlsbad Community Arts Grant Ask Subtotal Unearned Income $0 $0 Applicant: ~o \A.Y\..'6 Av.cl(t \Ace'> of Sa.vi b · COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT p Cash Notes Cash Notes Project Staff (non-artist) Project Artist(s) or Arts $2,080 Performance Cost @ $695 (x 2)= $1390, Lead Artist Cost@ I nstructor(s) $215 (x 2)= $430, Supporting Artist Cost @ $130 (x 2)= $260 Educational Materials/Printing $500 Books (1 per family) @ $250 x 2 Family Arts Nights Costumes/Props Sets Supplies Licensing/Royalties $150 Visual Art Supplies @ $75 x 2 Rentals (space and/or other) Transportation $297 Mileage/Travel for Performance Ensemble @ $82.50 (x 2) = $165, Mileage/Travel for 2 Artists @ $33 (x 2)= $132 Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other EXPENSES TOTALSI $3,027 $0 Applicant: ~u_"c) ..A-J \~¼.Le<:. of ~n. b{ecf COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN PROJECTED -APPLICATION -KIND Value ,\' IN-KIND TOTALS! $0 I Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. Notes 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 9356469 Complete Arts for Learning San Diego Family Arts and Literacy Connection Tara Graviss 619-282-7599 tara@artsforlearningsd.org Arts for Learning has revised its income and expenses to match the award it was granted by eliminating performances and the associated mileage costs at each school site to make these nights specifically hands-on activity nights. The cost of the books was reduced by $50 as well as a reduction in the supply costs by $11 at each site. CAG_2018_Project_Budget_Form- Revised_award.xlsx (14k) 2017-12-20 12:46:10 2017-12-20 12:17:30 2017-12-20 12:46:10 70.166.35.119 Firefox Mac http://www.carlsbadca.gov/services/depts/arts/ opps/grants.asp Applicant: L,tj°V--~ ~ Aw,l( t'Vll e ':.> itf ~V\_ bte~ COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION A B C D E F 1 PROJECTED· APPLICATION ACTUALS· FINAL REPORT 2 PROJECT INCOME Cash Notes Cash Notes -3 -Admissions Q) 5 Gifts/Merchandise/ 4 ~ Concessions -0 5 E Advertising "' -UJ 6 Other $200 Earned Income: $100 contribution per school (2 schools) 7 Subtotal Earned Income $200 Subtotal Earned Income $0 8 9 Cash Notes Cash Notes Private . 10 -Individual 11 Q) 12 5 Public Support -u C 13 al Applicant Cash C -... "' 14 Q) 5 CAG Request Amount $1,150 Carlsbad Community Arts Grant Award 15 Other -16 Other 17 Subtotal Unearned Income $1,150 Subtotal Unearned Income $0 18 19 INCOME TOTALS $1,350 $0 20 21 22 23 24 L'.> 26 PROJECTED· APPLICATION ACTUALS· FINAL REPORT 27 PROJECT EXPENSES Cash Notes Cash Notes 28 Project Staff (non-artist) ......_ Project Artist(s) or Arts $690 Hands on artist -Lead Artist Cost @$215 x 2 = $430; Assistant 29 lnstructor(s) Artist Cost @$130 x 2 = $260 30 Educational Materials/Printing $400 Books (1 per family) @ 200 x 2 Family Arts Nights 31 Costumes/Props Applicant: l,() 1,A.V\.i ~({) vt ( e~ ~f ';y.~ °t)(ec;y COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION A B C D E F 32 Sets 33 Supplies 34 Licensing/Royalties $128 Visual Art Supplies @ $64 x 2 -35 Rentals (space and/or other) -36 Transportation -37 Food & Beverage Marketing/Promotion/ 38 Publicity 39 Fiscal Agency Fee 40 Other $132 Mileage/Travel for 2Artists at each school ($33 x 4) Other 41 42 Other 43 44 EXPENSES TOTALS $1,350 $0 45 46 PROJECTED -APPLICATION ACTUALS -FINAL REPORT 47 IN-KIND Value Notes Value Notes 48 49 50 51 ' 52 ----53 -54 -55 56 57 IN-KIND TOTALS $0 $0 58 I Applicant: '--\ t\,'-V'--L·, ,.,,,\ \.\[\~2Vlt;; S c-f \ (.j 0 C 59 scil ____ ~o_r_app_lication, fill out only green. For final report, _fill_i_n_blue. You will only be able to fill_oLJ_t the cells highlighted in green or blue. T_h~b_u_dget must balance. Total irl_come must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells th_aD'_ciu don't have an_amount to add. ' '(tv\_ D ,, ' \-.::>\ .JZ: (' C. \ I • ._.) COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION E 61 62 63 64 65 66 Please give detailed descriptions for_each line item in the notes column_. For examp_l_e,_i_f_y_o_L10otal admissions is $1,000, en!er_'',J_~hows, 50 attendees, $5 each." Please insert your organization name in t_h_e_t_cJ_p rig_ht header. 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 Ca rlsbad 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 reg ional arts and cultural organ izations 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 Carl sbad; • 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) ELIG I Bl LITY • Programs and activities supported must take place in the 2018 calendar year, Jan . 1 -Dec. 31, 2018 • 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 • Al l 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 the 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 • Al l organization types (Outside of regular grant cycle -more information will be available in November, 2017) o Special Opportunities -$500 maximum award 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, 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 application in either Arts Projects, Arts Education or Capacity Building • No organizations may submit multiple applications in any one category per funding cycle PROJE CTS TH ROUGH 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 applicant, 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 ORGANIZATIO NS -CAPACITY BUI LDING • 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 ORG ANIZATIONS -ARTS PROJECTS • 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 EDUCATI ON PROG RAMS • Arts in Education grants have a maximum 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 AFFILIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits EDUCATIONAL INSTITUTIONS AND AF FILIATED GROUPS -AR TS IN SCHOOLS • Arts In Schools grants have a maximum award of $1,S00 • 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 must not be part of the regular curriculum, and any teaching 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 the 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 the deadline for the regular Community Arts 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 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, 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 Carl sbad 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 date 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 SCORING OF APPLICATIONS GRANTEE PARTICIPATION IN REVIEW AND SCOR ING • Applicants in all categories except Capacity Building have the ability 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, sound, photos and other multimedia augmentation • Only one representative 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 to 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 • Th e 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 SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The prov·ided 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 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 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 SCORING INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE RE QUIREMENTS DURING PROJECT FUNDING PERIO D FI NANCIAL MAN AGEME NT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under the re spective 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. PUBLI C ACKNOW LEDGEMENT • Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast promotion of the funded projects • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: "This program is funded in part by the City of Carlsbad's Cultural Arts Office." • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council and the Carlsbad Arts Commission at least two weeks in advance of program o Provide full and timely information to the Cultural Arts Office so 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 PRO GRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests POLICIES • Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff • The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the panel process, based on funding limitations of goals of the program in a given year • Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes • 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, 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 OTHER INFORMATION CARLSBAD ARTS COM M ISSION 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 available at www.carlsbadca.gov/arts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. · Budget a. A Sample Budget Itemization is included as Appendix 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 A PPENDIX 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. Thi s includes schools and bu sinesses. • Is t here 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 3 perfoJ:Ji:l':fA't&}$.5, ticket x 100 audience members (lJ .,{;~~-~-:.-· "'\.~}~i~ E Gifts/Merchandise/ :~?( \,?· 8 . $0 i<:;.f§1 ,. c Concessions ;0;_~:.~ Admissions $1,500 ] · · ~ {\Jt ~~~-~:J1¼--·~ c Advertising ,$.0 /ii::,,: .• ,s-F;,,;-:~'):,J> · ii 1~$ trJ~~,t'!1?ji~~:;~"'"' Other ,:•:-.°~~\?,;~i Subtotal Earned Income I $1,500 I ~tff,}~,:-:-C'.>,~~~~¾~-.._ ~('f.: Sul;J#:it!.WBarned Income I $0 I '.'.'.~~w~ .,,§ii~j~~rv Cash Notes i:is~~ -:~~~{j?~-._i!lf Cash Notes Private $0 Individual $0 ~ ,t#~i!:i~::~~71 QJ ·Y}f:.;75'-.-.~~:(f-. -_.!~:~~~f•· ~~?~-) E Public Support $2,000 $1,000 San Diego County grant, $1,ooq.JjfjM grant .ij!§})'' /f;/ ~-8 .•lt;::~-:~:/· ,-:~)~-~~~·;(~. .-;:·;~:~;t::· .::\:-~ ~ ·~.;~;:•' .... i\1:ff····<\;·~~:~·~~::--:::,;·;j\~~/·' . ~::(:~t-:, ] Applicant Cash $0 _.;<'~ri.y::•· ~~1'5~ :\/·· ,,f ~f · E -"!-~:~t~r--,'\<~~tt · IB ·~ ~ c CAG Request Amount $1,500 To provide funding for artist fees .. ·/1>' .. :::> -------' <(~~~~~:~-.,i1~{i~~!i~,:,,. Other $0 .-,~':~~ d.:~i<\I:·> -:{1~t, /~t~:-.:'./ ''\\~:it> '· ·~· ..:-. .. ::?\~~-·-~ Other $0 ~"];·, {~•tt\, .. ,;,.l;ii:IJ:}>" .. ~~x~} Subtotal Unearned Income I $3,500 Subtotal Unearned Income ~1~~~ INCOME TOTALS! $5,000 $0 Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstru.ctor(s) Educational Materials/Printing Cash · $1,250 $3,000 $too ~~i:~} COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes .,l:..~:/f:<~~::~'\~. 20% of.f~~~lA:rt~~'~'~irector cost -:-&'½.,.-":..~>:·~-" i~\lt} ~{,i{· $1000:f.~e x 1 groups x 3 performances ~~t\~ {];:JJ ·-~~--f~:~~s~ Prog~!l:l'lfprinting ,.,~~"::-/Ki~ .. .(~:':{?' .s~";r~}§f·~?~~t~· Costumes/Props iiti J};,i~~~:-:;tti~i~:W·'~ s~~f/ }~1\~(. Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage Marketing/Promotion/ Publicity Fiscal Agency Fee Other Other Other $0 $0 $0 $0 $0 $50 $200 $0 $0 $0 $0 EXPENSES TOTALS! $5,000 ,:~\'.i/'~:~' ·'·~ti~1it~i2r .,z~Jiii::if' :tJJf~f ~~tt$~f/~.iiJY --~~1&J~t~ 1tJi" ,:~~~~~~~c=~tj~t%~~~~~4~i~·p IAf.~l};·,. See in-kind .d~~i$~r-,·· ·,,"·::.~~~:; ,~r~~~~~~\.,. ,~?i#.~' , ,tf P Water and cookies for performers <:JX;:'f .. ~"J-°' ~ii~s~{f· ~~'.;;-;,::_.}:,, Fliers, posters, bookmarks -.~{{l'.i~~!:t .. .;:1J%,}t~w~~~}~i{t t~1~t, ,~,-.;:I'·': .. ,_.~ ,;~Z~} •. . ,~:if!~~:~?.;!;~1:~(r-:~~ <~f (~J~~~}· ··~ ...,_.,:.:~ ,, ~·~~ll~}> $0 Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT IN-KIND Space Rental Value $500 ., ;~ Notes ~-:-,~.·:-:_<::~: .... Doante{N\a1liis.e:,fr,om high school .-'.{~~'§ttY ""*~4½~ ii, _J~~f ~\·~·-~:~~:,· F .,,i·~%.gi;f} Value ·:@t~~t~f§~f:~:t;E)i?~f~~->~-::i~t,· ~;_~~---,:1J}§fY.;> '.,\½~~~~~wr .,1/t~i{~i,~~ ,~?~~; .::~1;~~~~~~?.d')' -~·~$~{tifil1t~ ~ ,?i~~)"/·' .. ;JW~~~,~{~~~w~\~:ci~~~~~,-,.,:~~(~~\-~~-'.,~~~frf·~_'.:F .. ~J}Jf}Yl. ·i~l{~~~ ;:::::,·')'·z;:~,~~ ~~\;,f3~t>F .. :~<~~tr ._;$~}::· .:;~-, IN-KIND TOTALS! $500 I <.~~}' ~.;:,}'.>'.·::\~i{~.;SJ~~~$b JJ1<·: -ff}.~~:~;:•' ·'~f}~ .• ~,-~:· ,<(i#;)'' . --Budget Notes: ,ti·lr~,,. . . '(,, .. /t};'.:.j\t!; Notes Enter a 'O' in any cells that you don't have an amount to add. ";c,t§,"· x./:Zi' "' Please give detailed descriptions for each line item in the notes column. For example, if your total admissions i~{~;b°oo, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. ~\t,.... · ~¢;~1 ';:,w , ~ .... -.