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Carlsbad High School Musical Production; 2019-02-01;
2019 GRANT AGREEMENT FOR Carlsbad High School Musical Production This agreement, is made on the }6:\: day of ~ 20_.fi_, by Carlsbad High School Musical Production (ORGANIZATION), hereinafter refe to as "Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the "Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during the 2019 Community Arts Grants Program in an amount not to exceed one thousand, three hundred twenty five dollars ($1,325) ("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope ("Agreement Scope"). Project Title: Carlsbad High School Musical Production The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the following terms. TERMS AND CONDITIONS OF GRANT 1. TERM. The term of this Agreement shall mean the period commencing on the effective date of this Agreement and expiring on January 31, 2020. The term of this Agreement may be extended by mutual written agreement of the parties. The parties will prepare a written amendment indicating the effective date and length of extended Agreement. 2. USE OF COMMUNITY ARTS GRANTS PROCEEDS. a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on condition that the sum be expended in carrying out the purpose as set forth in the Agreement Scope and under the terms and conditions set forth in this Agreement. Grantee agrees to assume any obligation to furnish any additional funds that may be necessary to complete the Agreement Scope. b. All costs accrued for services and/or supplies prior to the execution of Agreement are not eligible for funding or reimbursement through the use of Grant proceeds. c. Eligible and ineligible costs include, but are not limited to, items detailed in the Community Arts Grants 2019 Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit A. 3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied: a. Grantee agrees to use grant funds to implement the Agreement Scope, including using the Grant funds to only cover expenditures for programs and services incurred during the Agreement Scope dates and under the terms and conditions of this Grant Agreement. b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the Grantee's main address is within Carlsbad city limits. c. Grantee shall complete all work in accordance with Agreement Scope, d. As reasonably soon as possible, but in no case later than thirty (30) calendar days, Grantee shall notify the City of events or proposed changes that could affect the Agreement Scope. e. The Grantee shall be responsible for the performance of the work, as set forth herein, and for the preparation of reports required by this Agreement. f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to submit to the City, in writing, a proposal requesting changes to the Agreement Scope. 1 Grantee shall make no material changes to the Agreement Scope unless and until City formally approves the Grantee's request in writing. g. Grantee agrees to acknowledge the City's Grant consistent with the 2019 Community Arts Grants Guidelines, attached hereto as Exhibit A. h. Grantee shall provide full and timely information to the City to update staff on programs, and include naming the City in any publications and/or social media, whether in digital or print format, as opportunities arise. i. Grantee shall retain all records and supporting documentation, including expenditure receipts, applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make all records and supporting documentation readily available, upon request, for inspection and/or audit by representatives of the City. 4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities and expenditures outlined in the Agreement Scope without prior notice and express approval by the City, upon demand by the City, Grantee agrees to return to the City the amount requested by the City, up to and including an amount equivalent to the full Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred shall be eligible to be paid by Grant funds. 5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient ineligible to receive the full and final payment of the Grant award. a. Submit a Revised Project Form, as required per the 2019 Community Arts Grants Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award notification. b. Submit a Final Report including all required attachments by completing the designated form to the City (30) calendar days after the Agreement Scope end date or, January 31, 2020, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows: a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as applicable, and receipt of fully executed contract. b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and approval by City staff. c. Any payment of a Grant amount in excess ofthe final Project costs shall be returned to the City within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever is earliest. 7. PROJECT CANCELLATION. a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City with notice of cancellation, shall return all Grant funds to the City. b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith. 2 8. PROJECT MODIFICATION OR TERMINATION. a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the Project, or prior to first disbursement of funds. After Project commencement, as outlined in the Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified or amended only by mutual agreement, in writing, of both the City and Grantee. 9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or in part of any Grant amount allocated to the Grantee: a. A Grantee fails to enter into a signed Agreement with the City within sixty {60) calendar days of receipt of the Agreement. b. Activities associated with Grantee occur that do not align with activities described in the Agreement Scope, including, but not limited to, reduction in services, significant alteration of Agreement Scope elements, such as performers, artists or attendees, or significant changes in budget income, expenses or line item designations from Grantee's budget, included in the Agreement Scope. c. A Grantee withdraws or terminates the Agreement Scope. d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required reports and/or documentation before January 31, 2020. 10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 11. NOTICES. a. The names and addresses of the persons who are authorized to give written notices to receive written notice on behalf of City and on behalf of Grantee under this Agreement. b. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. For Grantee: Carlsbad High School Musical Production Attn: Travis Blumer 3557 Monroe Street Carlsbad, CA 92008 Email: travis.blumer@carlsbadusd.net 3 For City: City of Carlsbad Library & Cultural Arts Director 1775 Dove Lane Carlsbad, CA 92011 \\\ \\\ \\\ \\\ \\\ \\\ \\\ 12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers and employees, against any and all claims, damages, losses, costs (including but not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or related in any way whatsoever to the provision of Grant proceeds. 13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners or involved in a joint venture. 14. MODIFICATIONS. This Agreement may not be modified or amended except by written document executed by a duly authorized representative of both the City and the Grantee. 15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego County Superior Court. 16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with applicable law, such conflict shall not affect other provisions of this Agreement, which can be given effect without the conflicting provision. To this end, the provisions of this Agreement are declared to be severable. 17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the decision of whether or not to seek advice of counsel with respect to this Agreement is a decision which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or against either Party by reason of the extent to which either Party participated in the drafting of this Agreement 4 18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation, partnership, joint venture or governmental entity hereby declares that authority has been obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto harmless if it is later determined that such authority does not exist. GRANTEE (!51 signature here) CITY OF CARLSBAD, a municipal corporation of the Sta e of California ~ . £)/ / D . ~ ( Library & Cultural Arts Director -I l'ALJJJ Dllifie4 I t!:::Q[bJ (Print name/Title) /15U~ f'(t)J/1 ~' #lvfJIJRr© o:rls&,Jls cl ATTEST: (Email address) Pf.!:1 u. Qk **By: ___________ _ (2nd signature here) (Print name/Title) (Email address) (Date) ~ BARBARA ENGLESON City Clerk 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, President, or Vice-President Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: ~~~IA A~W,, ~ty Attorney Assistant City Attorney ~l vt{ l~ Date 5 EXHIBIT "A" SCOPE OF GRANT Itemized list of what Grantee will complete to satisfy grant funding. Items which may be included in this section: 1. Required -Completed Community Arts Grants 2019 Application 2. Optional, as needed -Community Arts Grants 2019 -Project Budget Information 3. Optional, as needed -Community Arts Grants 2019 -Revised Project Form 4. Optional, as needed -Community Arts Grants 2019 -Revised Project Budget Information 5. Required -Community Arts Grants Guidelines 2019 6 Community Arts Grants 2019 Application Reference# Status Login Usemame Login Email First Name Last Name Title Street Address City State Zip Code Phone Number Email Address Are you applying as an: Organization Name Organization doing business as {if by another name) {OPTIONAL): Street Address City State Zip Code Phone Number Organization website URL: 9754666 Complete TBlumer86 travis.blumer@carlsbadusd.net Travis Blumer Drama Teacher, Carlsbad High School 1729 Rubenstein Drive Cardiff California 92007 7609949669 travis.blumer@carlsbadusd.net Educational Institution or Affiliated Group Carlsbad High School Musical Production Carlsbad High School ASB 3557 Monroe Street Carlsbad California 92008 760-331-5100 http://www.carlsbadhs.schoolloop,com What is your organization's mission statement? The Carlsbad High School Musical Production provides an opportunity for the artistic development of high school age students while offering entertainment to Carlsbad residents and visitors. With four performances, including a weekend matinee , over 1,000 residents and visitors can enjoy the work of 9th through 12th grade students who collaborate and create a Broadway-style musical. Their talents are brought to a higher level through training by the guest choreographer, funded by the City of Carlsbad Community Arts Grant. Is this your organization's first time applying No with the City of Carlsbad? Has your organization received funding from Yes the City of Carlsbad's Community Arts Grants program in the past? Project Name Project Summary Project Start Date Project End Date Funding Request from the City of Carlsbad's Cultural Arts Grants Total Number of Expected Participants for Project Total Number of Expected Audience Attendance for Project Carlsbad High School Musical Production Carlsbad High School is requesting $2500 in Community Arts Grant Program funding to hire a "guest" choreographer ... an "artist in residence" in the field of dance ... to work with actors and singers who are not experienced in the art of musical theatre dance. The guest choreographer will audition Carlsbad High School students during the last week in January, and then work with the cast two to three day a week, two hours per session, until performances begin on May 2, at the Performing Arts Center. Each year the choreographer teaches a dance style unique to the musical chosen. 01/28/2019 05/06/2019 2500 40 casU40 crew/25 musicians 1000 Provide a brief example of a similar recent project by you or your organization and why it was successful. Carlsbad High School Theatre's Spring, 2018, musical production was Dolly Parton's empowering 9 TO 5: THE MUSICAL. The production was a massive success, not only because we were able to entertain over 1000 Carlsbad community members, but were able to do so by teaching students the value of team work, critical thinking, and determination that comes with Performing Arts Education. Our production won several National Youth Arts Awards, as well as MACY Awards recognition, in which several of our cast members were recognized for their individual performances. Above all, 9 TO 5: THE MUSICAL gave the Theatre Department the opportunity to teach students about socially conscious themes, such as "workplace equality" and "gender equality" within the confines of a musical comedy. My lead actors told me they felt so excited to be able to perform art that had a message, and I consider that the show's greatest success. What makes the cartsbad High School Musical Production project distinctive? Student engagement is the hallmark of the Carlsbad High School Musical Productions, This project meets the needs of high school age students to experience musical theatre without paying a fee to be in a production. There is absolutely no cost to the student or their family to participate, so there is no economic barrier to the experience. Another bonus is that a student can learn dance outside of the dance team structure. While there is a an excellent dance program at Carlsbad High that produces the award- winning Lancer Dancers and Xcalibur dance teams, those teams are defending their national titles during the spring semester, and the dance teacher and her coaches are very busy with that worthy endeavor. As a result, actors and singers make up the bulk of the cast of the Carlsbad High School Musical Production, and their receive special instruction from the guest choreographer to learn the steps to make their roles come to life on stage. Every day during the rehearsal process, the students make new artistic choices, learning new styles and types of dance, discovering that they are truly multi- talented. Each year a different type of musical is selected by the director; over four years they will have experienced many different types of musical theatre. For example, the resumes of this year's graduating class will list the classic RODGERS + HAMMERSTEIN'S CINDERELLA, the satirical THE DROWSY CHAPERONE, and the empowering 9 TO 5: THE MUSICAL, in addition to this year's production. What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? The students of Carlsbad High School will be supported by training in voice, acting, and dance during the course of the twelve week rehearsal process; for those who are primarily singer and actors, a very special kind of choreographer who can teach novices complicated dance moves is required. The guest choreographer supported by the City of Carlsbad Community Arts Grant funds will provide this specialized instruction. The performances by Carlsbad High School students beginning May 2, provide opportunities for artistic and cultural development and enjoyment of Carlsbad residents and visitors by offering a Broadway- style show that is accessible to all ages. With several performances, including a matinee, over 1,000 residents and visitors can enjoy the work of the students brought to an even higher quality through the training offered by the guest choreographer. To measure the effectiveness of arts instruction, the students will be judged and reviewed by evaluators from National Youth Arts and the MACY Awards. Theses judges from outside our community will visit Carlsbad, experience the production, and give recognition based on what they have seen and heard. Feedback from the audience is also carefully considered. The director often receives emails and letters from audience members who are not connected with the students that say how astonished they are at the quality of Carlsbad High School's Musical Productions. Student response is measured through a feedback sheet filled out by student performers and technicians regarding the rehearsal process and overall production experience. Who is your target population and why? How will you reach them? The target population of participants for this activity are 9th, 10th, 11th and 12th grade students at Carlsbad High School. Using school media to broadcast auditions and distributing information through student body marketing (posters on campus, flyers at student activities), we will bring a diverse population of students into the experience. The target audience of community members to view the production is from every age range. The Carlsbad High School Musical Production is often the first "real" play seen by Carlsbad children. Senior members of the community are particularly fond of this art form, and our matinees are popular with those who do not drive at night. The demographics of those who come to see the Musical Production are not tracked (we don't require our ticket buyers to give their age); however, since it is something experienced by Carlsbad families, multiple generations are involved. The show is marketed to high school age students through social media (Facebook, Twitter, Carlsbad Theater Department webpage) and the the student broadcasting program (CHSTV) which is also streamed on the web. Local print media (Carlsbad Magazine) is utilized for promotion, and flyers and posters are distributed in locations such as the Carlsbad Senior Center and libraries. With the support of the Carlsbad Community Arts Grant Funding Program, the Musical Production will continue to involve all of these target participants and audiences. Are you partnering with any organizations or Yes individuals that are involved in your project but are not employed or affiliated with the applying organization? Provide names and brief description of roles for any partners in this project. This would include any organizations, artists or individuals involved in your project that are not employed or affiliated with the applying organization. Please upload all resumes of teaching artists, artists or any other individual partners in your project. Only one PDF document will be accepted -please consolidate all information. This space is available to you to provide any links to any marketing materials, videos, images, websites, file sharing etc. that would provide more information on your project. (OPTIONAL, but recommended.) Please upload your completed Project Budget form. Signature of authorized representative from applying entity: First Name Last Name Title Phone Number Email Address Last Update Start Time Finish Time Suzanne Fernandez is the guest choreographer that would be funded through the City of Carlsbad Community Arts Grant. Suzanne would assist in auditions to choose the cast in late January, then attend two to three rehearsals per week after school for two hours for 12 weeks until the production closes on May 6. During this time Suzanne would be teaching dance steps and styles to actors and singers in the musical production, giving notes during run throughs and dress rehearsals. Suzanne often uses student "dance captains" to help fellow students who need extra instruction and individualized help, creating dance leaders for the future. SUZANNE_FERNANDEZ_RESUME.docx (14k) Facebook.com/carlsbadhightheatre CAG_2019_Project_Budget_Final.pdf (532k) Travis Blumer Drama Teacher, Carlsbad High School 760-994-9669 travis.blumer@carlsbadusd.net 2018-11-04 20:33:52 2018-11-04 20:04:48 2018-11-04 20:33:52 IP Browser OS Referrer 72.199.237.116 Chrome Windows https://fs9.formsite.com/res/formloginReturn Carlsbad High School Musical Production PR <lJ E 0 u C -0 <lJ C ... ro LU <lJ E 0 u C -0 <lJ C ... ro <lJ C ::::> OJECT INCOME Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income Cash $14,000 $500 $0 $0 $14,500 Cash $0 $0 $5,000 $0 $2,500 $0 $0 $7,500 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes 4 shows, 800 attendees @ $15 each, 200 attendees @ $10 each Refreshments and "Star Grams" Subtotal Earned Income $0 Notes Cash Notes Carlsbad Educational Foundation Grant, funded by Datron Subtotal Unearned Income $0 INCOME TOTALSI $22,000 I $0 Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $0 Project Artist(s) or Arts $11,000 Choreographer $3,000, Music Director $4,000, Costumer lnstructor(s) $3,000, Pit Orchestra $1,000 Educational Materials/Printing $250 Printing of programs by school district print shop Costumes/Props $2,000 Materials (fabric, trims, accessories for costumes and a variety of wood, plastic, paper products for props) Sets $4,500 Construction materials (e.g.: wood, hardware, paint) and rental of scenic backdrops Supplies $0 Supplies for set construction included in "Sets" Licensing/Royalties $4,000 Music and script licensing Rentals (space and/or other) $0 Space provided by Carlsbad Unified School District Transportation $0 Food & Beverage $0 Marketing/Promotion/ $250 Promotion flyers, banners Publicity Fiscal Agency Fee $0 Other $0 Other $0 Other $0 EXPENSES TOT ALSI $22,000 I $0 Carlsbad High School Musical Production COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN PROJECTED -APPLICATION -KIND Value $0 IN-KIND TOTALSl:::::I ====$=0====1 Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. 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 GUIDELINES -2019 WELCOME The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities, the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various projects through a competitive application and review process. The Community Arts Grants program supports projects and activities that provide an d support quality arts and cultural programming within Carlsbad. Our mission is to: • Reinforce t he artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Encourage new & emerging arts programs and organizations in Carlsbad; and • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2019 OVERVIEW Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $80,000 in funding available • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELIGIBILITY • Programs and activities supported must take place in the 2019 calendar year, Jan. 1-Dec. 31, 2019 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • If projects including partnerships, only one application may be submitted for that particular project involving all parties o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization must be the applying party GU IDELINES APPENDICES • Appendix 1 -Frequently Asked Questions • Appendix 2 -Ineligible Organizations and Activities • Appendix 3 -Sample Budget • Appendix 4 -Sample Community Arts Grants 2019 Agreement FUNDING CATEGORIES Funding will be organized by the applicant's type of organization, then into available category or categories for t hat organization type. Each category will have a maximum funding limit. • Arts Organizations, including Fiscal Agents of Individual Artists -$45,000 total maximum in awards Page 1 of 8 o Capacity Building -$5,000 maximum award o Arts Projects -$7,500 maximum award • Educational Institutions and Affiliated Groups -$30,000 total maximum in awards o Arts in Schools -$2,500 maximum award • Special Opportunities -$5,000 total maximum in awards o $500 maximum award o All organization types o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special Opportunities grants will be available in November, 2018 ARTS ORGA NIZATIONS • Arts Organizations are registered 501(c)(3) nonprofit organizations • Applicants may apply to one or both for the Capacity Building and the Arts Projects • No organizations may submit multiple applications in any one category per funding cycle PROJECTS THROUG H FISCAL AGENT • Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal agent • Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018 ARTS ORGANIZATIONS -CAPACITY BUILDING • Capacity Building grants have a maximum award of $5,000 • Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of organizational and/or financial stability, strengthens community impact, or supports the execution of non profit's missions more effectively • Capacity Building grants will only be awarded to organizations residing in Carlsbad • These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include: o Professional development for staff and board members o Opportunities for peer learning, networking or leadership development o Creating or re-examining organizational plans o Initiating collaboration with other nonprofits o Developing new sources for earned income o Utilizing support for high-impact projects ARTS ORGANIZATIONS -ARTS PROJECTS • Arts Projects grants have a maximum award of $7,S00 • Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual or organization must include a letter of agreement from partnering entity EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits Page 2 of8 EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS • Arts In Schools grants have a maximum award of $2,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school • To be eligible for funding: o In-school projects funded through the Community Arts Grants may not be led by a permanent hourly or salaried employee in the school district in which they will be leading activities, performances or projects o Out-of-school programs may utilize teaching artists that are employed within that that or any district • Any partnership with an individual or organization must include a letter of agreement from partnering entity • Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in SPEC IAL OPPORTUNITIES • Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1 -Dec. 30, 2019 • Requests will be accepted on a rolling basis, with a minimum of 40 days but recom mended at least 60 days before the program or project is to begin • Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including other Community Arts Grants • More information about Special Opportunity Grants will be available in November, 2018. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROGRAM SCHEDULE Sept. 17. 2018 Sept. 18 By Sept. 24 Oct.1 Oct. 15 Nov. 5 Week of Nov. 26 Dec. 10-15 January 2019 Jan. -Dec. 2019 Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011 Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 Application posted and available at www.carlsbadca.gov/arts Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 Application review submission deadline. All review feedback will be completed by Oct. 24 Applications for the 2019 cycle must be submitted electronically by 4 p.m. Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives <50% of requested amount will be required to complete a Revised Project Form First payments of awards are disbursed, projects commence All grantees must complete a Final Report within 30 days of program end date to receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement INFORMATION SESSIONS, WORKSHOPS AND APPLICATION REVIEW New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those who would like more information. • Information Sessions -general overview of the grant process, forms and procedures Page 3 of 8 • Workshop -building on the information sessions, the workshop will also hands-on activities and exercises to build grant writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov • Application Review -applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline o Staff will review applications for effective and impactful delivery of information, as well as to ensure completeness and clarity of information provided. Staff will not be providing feedback on content, programming or other project details. PANEL REVIEW AND SCORING OF APPLICATIONS GRANTEE ACCESS DURING PANEL SESSIONS • Applicants in all categories are able to provide up to three (3) representatives on their behalf to: o Provide a five-minute presentation to the scoring panel • Up to three (3) representatives from each applying organization may participate in the presentation • Presentations can, but are not required to, include: Power Point, video, sound, photos and other multimedia augmentation Presentations can also include a demonstration or performance. Space will be limited, and staff will assist in planning and coordination with representatives before and during panels • If any presenters are under the age of 18, an additional representative may accompany them during panel o Answer questions by panel members regarding their presentation or application materials • While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the review process • Presentations are not scored and are included as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will not otherwise affect their application's review • All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions regarding applicant presentations before and during panel sessions SCORI NG RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o artistic merit of programs, qualifications of artists • Community Impact o effective service to identifiable community, level of community involvement, alignment with grant program mission • M anagement 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 Page 4 of 8 OTHER REVIEW AND SCORING INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD FINANCIAL MANAGEMENT Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under the respective grant program. Grantees should be able to provide upon request: • Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project • Records that adequately identify the sources and application of funds for grant sponsored activities • Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc. PUBLIC ACKNOWLEDGEMENT • Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast promotion of the funded projects. City staff must approve materials before printing, posting or use • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: "This program is funded in part by the City of Carlsbad's Cultural Arts Office." • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: 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 an d timely information to the Cultural Arts Office so that grant-funded programs may be included in the Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of the activities and participants of funded projects o Extensively promote funded events and projects SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests POLICIES • Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff • The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the panel process, based on funding limitations of goals of the program in a given year • Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be returned to the Cultural Arts Office within 30 days of notification • No two entities (organization or school/affiliated groups) may apply for funding for the same project • Funds may not be used for fu nd raisers, scholarships or similar requests at the discretion of the Cultural Arts Office Page S of 8 OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections and attachments. The application is available at www.carlsbadca.gov/arts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 3 6. Signature STAFF ASSISTANCE Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing megan.gilby@carlsbadca.gov Page 6 of 8 APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1, 2018. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding from City of Carlsbad through another department or division? o Any organization receiving funding through the City of Carlsbad's Community Activity Grants through the Housing and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants. o It is in organization's best interest to explore and apply for other grant opportunities, including the Carlsbad Library & Arts Foundation's Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City of Carlsbad. For more information, please contact our office. • Can one school site apply for multiple Arts in Schools awards? o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in one artistic genre (i.e. • What kinds of projects are ineligible for funding? o Projects that are general operating costs • Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire season of programming). Projects are one aspect of a larger event, or a project unto itself. • Examples could include: non-ticketed events at a large event with a mix of ticketed and non- ticketed performances, supporting new work as part of a larger season, specific series of concerts within the context of a larger festival o Capital improvements • Capital improvements are defined as significant equipment or building/improving a venue. Capital improvements have depreciation. • Examples can include: building a performance venue, purchasing substantial lighting board equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms, practice rooms, etc.), improvements that are affixed to the permanent building (shelving, cabinets, storage racks) • Examples of non-capital improvements: instruments, instrument cases, sheet music • Is the live presentation portion of the review session scored by the panel? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. • Will we be penalized if we do not participate in the review session for our application? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. No organization will be penalized for not participating in the review session. • What should be included in my presentation? o Please do not repeat any information in your application. Information can include o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for clarification purposes Page 7 of 8 APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES The City of Carlsbad will NOT award grants to: • Organizations receiving funding through City of Carlsbad Community Activity Grants • Governmental agencies or public authorities • Applicants that have a "delinquent" status with the Community Arts Grants Funding Programs • Retroactive funding for completed activities • Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or consumption by a specific religious order and/or a particular sect • Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period • Capital expenditures, including construction, renovation or purchase of real property o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts Office staff. • Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services delivered • Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity • Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization's programs or services • Support groups and/or "friends of" organizations of City departments or facilities • General operating costs, including costs associated with the start-up of a new organization • Applications to reduce existing deficits Funding may NOT be used for: • Fund-raising expenses • Projects or activities by colleges or universities for on-campus activities not intended for the general public • Consultants who are members of an applicant's staff or board • Payments to students • Scholarships, fellowships or tuition assistance • Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019) • Arts activities outside the City of Carlsbad • Entry fees for competitions or sponsorship fees • Pageants, fund-raising events or hospitality costs • Publication of manuscripts or compositions not created as part of a grant-supported project • Purchase of awards, cash prizes, contributions or donations. • Food or beverages for hospitality • Entertainment or reception functions • Internal programs at colleges or universities • Curriculum development or curricular activities • Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic or professional degree • Creation of textbooks Page 8 of8 Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION p ROJECT INCOME w E 0 u C -0 w C .... ro UJ w E 0 u C: -0 w C .... ro w C ::) Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other . Other ( 1, $ $0 $ -/ ~ PROJECTED -APPLICATION Notes ~ Subtotal Earned l(._ome Notes '\. , --~' ~~ ,, < ( "'' ' '-' V ... Amount requested through Community Arts Grants 2019 ' l \ ~ ~ Subtotal Uneamed lnco~ _ ,,.., ) Subtotal Unearned Income INCOME TOTALS I $0 I ACTUALS -FINAL REPORT $ Notes -- ///)) ~ cv77~ ,.., ~'--'7 ' -- '~ -' ......_ ,, so' ' \ V ,s ,J Nqtes '"~ V I> " I> Amount received through Community Arts Grants 2019 $0 I $0 I Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) I~ Project Artist(s) or Arts I"-. // lnstructor(s) ~ Educational Materials/Printing I"',, ' ./ ... " --Costumes/Props .,--I'-.. \ v Sets / \ "' ) ' Supplies -...... - Licensing/Royalties 1~~" < Rentals (space and/or other) ~~ ") 'v ..... ' ' Transportation " Food & Beverage ~ ' Marketing/Promotion/ /JA" ~ Publicity - Fiscal Agency Fee /2 I~ ( () ~ Other ( ( /-\'\..___.,./ Other "-= I/ ) r Other I.,,- ~ EXPENSES TOTALSj $0 $0 Applicant: COMMUNITY ARTS GRANTS 2019 -PROJECT BUDGET INFORMATION PROJECTED-APPLICATION ACTUALS -FINAL REPORT IN-KIND SUPPORT Value Notes Value Notes IN-KIND TOTALSll::::====$=0 ==::::1 $0 Budget Instructions: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the ct'lls hig lighted in green or blue. The application project budget must balance. Total income mus!_:;lual total expenses. Final Report may c Round all budget figures to the nearest whole dollar Enter a 'O' in any cells that you don't have an amount to add. Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, SO attendees, $5 each." Please insert your organization name in the top right header. l