HomeMy WebLinkAboutNew Village Arts; 2018-03-14;...
GRANT AGREEMENT FOR N
This agreement, is made on the I ~ay of__,_--><...J-=-,L-.:::...><.--""'----' 20_{£_, by New Village Arts,
Inc. (ORGANIZATION), a California nonprofit corporation hereinaft-er referred to as "Grantee," and the
CITY OF CARLSBAD, a municipal corporation, hereinafte referred to as "City" (the "Agreement.") City,
as Grantor, agrees to provide Grantee the Grant funds a arded to Grantee during the 2018 Community
Arts Grants Program in an amount not to exceed two th usand dollars ($2,000) ("Grant.J The purpose
of the Grant is to provide funds to Grantee for the proje outlined in the Agreer:nent Scope
("Agreement Scope").
Project Title: Spektrix Software Upgrade
The grant provided herein is comprised of public funds. herefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, th City and Grantee here.by agree to the
following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term of this Agreement shall mean t e period commencing on the effective date of
this Agreement and expiring on January 31,201 . The term of this Agreement may be extended
by mutt1al written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of exten ed Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant fun~s are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expende'd. in carrying out the purpose as set forth in the
Agreemeht Scope and under the tenns 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 Ag~eement 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 C~ty of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the perfonnance 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.
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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 w'lth 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 Gff.AN!l;=UNDS. 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 caus'e 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 a·mount 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~ 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.
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8. ,PROJE0° MODIFICATION 0-8 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, I
this AgreenJent 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 relceipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activj:ties described in the
Agreement Scope, including, but not limhed 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 falls 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 ~ho are authorized to gi~e 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:
New Village Arts, Inc.
Attn: Kristianne Kurner
2787 State Street
Carlsbad, CA 92008
Email: kristianne@newvilla~earts.org
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For Qffi
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
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12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employ~es, against any a'nd 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 o,f 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 duty 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. SEVERABIUTY. In the event that any provision or clause of this Agreement conflicts with I
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
decla(ed 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 tflis 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)
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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. \
CITY OF CARLSBAD, a municipal corporation of
the St~~California
*By: ____ ---+-+------By: ~ ~ f\ ~bi
(1st si ature here) HEATHER PIZZUTO ~ \0:.w~ '{wr:} ~tl,"hi,/)~Library & Cultural Arts 'Director
(Print name/ntleFt 1
[1,\tMiU\~ u tt ti, A /4_ ,cYlA
(Email address) ~ -U
ATTEST:
~lr2f-018
Dat
**By: }IV1. ___ _
µQ~ .
BARBARAENGLESON ~
City Clerk
·• (2nd signature here)
/1c.Jk ~ "1M'ot, I St~
(Print nam~/Title)
(Email address)
(Date)
If requirf!!d by City, proper notary acknowledgment of execution by contractor must be attached. If a
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 q_r Assistant Treasurer
Otherwl~, 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: J
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EXHIBIT "AN
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which are Included In this section:
1. Required -Completed Community Arts Grants 2018 Application
2. Required -Community Arts Grants 2018 -Revised Project Form
3. Required -Community Arts Grants Guidelines 2018
Community Arts Grants 2018 APPLICATION
_ :§~ffltltii;rn::::_:::::/llfS\Jl/:'.:t/:\:l/ fij@=:Vi.ir~J;:~t~H¥ItH{til/t{>ftlt\t:::/:t
OrganJzatton EIN: 52-2320930
P,ii~ro¥@K~i::@~:/iJJ\f]tt\\ft:C\%{ ~h'ey,~iviil~1:@H(Bfo%/lt;):(\\t·;t]WJ\)f}l
Street Address 2787 State Street
state California
.i!p:~}tftitl{tdh/J\/TJtJ?ltilllff ~io'.9f/ffiff\%Yktft1kf{/tlI1t\:t:::/J?
Are you a first-time applicant? No
Have you receive fun<lng from the City of Yes
Csrlsbad's Convnunlty Arts Grants In past years?
FlrstName Krlstlanne
Are you applylng as an: Arts Organization
IE1i1;g;~ii:l:im;:~:;~;~l! iB~~~:~~i1jl~~~1~:;;~i~'.I~)t;:~~!!!~!~~~~~i~~!~~~!!~!l;;j~~~l~l!i;~~lil~lll~~~~iiiii\1~:i1))/
Project Name Spektrix Software Upgrade
Project Dates
Date
Project Start 2/1/2018
·Project End 5/1/2018
:L.•11ft•;11fi~l~~t1():i:;[!~;111il;!il~~iil~!ll~1~!ljlj~~ll~:!llf:~;}!IiI~~~i~~~~~!~!~!;l!~l!~l;il{}~:t:~!t~!!~~!~!!;!!!~1!~ll:~i:l:l::r
Total Project Expenses 5000
'1
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Provide a brief organizational ~ and For 17 seasons, New Village Arts has given
desCi lption of accompllshments In _ previous Carlsbad a home for creativity with our award-
year. winning mainstage ftroductions and our
numerous commun ty partnerships. We are proud
to be Carlsbad's first and only professional
theatre company and to continue serving our
neighborhood through our production of high
quality plays and musicals.
, This year, we have produced five mainstage
productions to critical acclaim. For AN ILIAD, we
Wirtnered with local storytellln~ non-profit So si
e All to feature their new ant ology INCOMIN ,
also a featured podcast on KPBS, to exKlore the
theme of war and conflict For AWAKE. ND
SING!, we partnered with the Lelchtag
Foundation to spotlltt Jewish art and hosted
Jewish musician Ya e Strom for a pre-show
discussion. With HAVING OUR SAY, we
continued our weekly post-show discussions to
deepen the conversation around the play's
themes of navigating American history as an
African-American woman.
This summer, NVA partnered with Intrepid to
produce BUDDY: THE BUDDY HOLLY STORY,
c/ an unprecedent~ collaboration. BUDDY broke
ticket sales records, selling out almost entirely
)
before previews even began.
Education program1ming was also successful with
productions of VERBIT AS at Army and Navy
Academy, where cadets created a play from
interviews with military vets, and at Sa~e Creek
High, where students created a story a out
mental health.
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Kristianne Kumar received the Starfish Award, a
Woman Who Empowers Women Award from the
Carlsbad Chamber of Commerce and was
offered a place in Leadership North County. Ms.
Kumar has become a role model for small
business owners and entrepreneurs.
What are the objectives of your project and whet
do ~ axpac:t to accompllsh? 1-iow will this
proJeCt Improve your organization's capacity to
meet Its goals and advance Its mission?
...
By upgrading our central software system, NVA
will be able to better serve the patrons who
engage the programming at our theatre. By
meeting the growing needs of this patron base
more effectively, NVA will grow along with the
community, continuing to be a prominent cultural
arts home in San Diego. The objectives of this
upgrade would be faster response time to patron
questions, more personalized marketing, user-
friendly online interfaces for ticket purchases,
increased customer service and more
personalized attention for our patrons. It is always
our goal to make our guests feel at home In our
theatre and to make their night out in Carlsbad
Vlllage a wony-free experience. This software
upgrade would support that experience
effectively.
After an analysis of alternative systems, we
determined that the Spektrix system would meet
our needs with the greatest.cost and time
efficiency, providing a dedicated project manager
to run the upgrade transition and train NVA staff
on the new system. The functlonality of this
system is better suited to a theatre company as
we can customize effective reporting systems to
better Identify and meet the needs of our patrons.
Additionally, Spektrix integrates seamlessly with
small and social media, providing a user-friendly
platform for patrons. Our research shows us that
Spektrix will give us the resources we need to
serve our patrons with efficiency, personalization
,and accuracy.
Because Spektrix will cost considerably less than
our current system, we will be also be able to
reallocate more financial resources to our
program.ming.
,,
In the long term, how do you see this project
enhancing the effectiveness of your ~lzatlon
or networlc to advance Its mission?
Once the upgrade to the new ticketing and
database software is complete, New Village Arts
will be able to ali~n its customer service and
guest relations With the growing needs of our
community. This will allow us to create more
personal relationships with our patrons and
support their positive experience of the theatre .
and the time they spend in Garlsbad Village. This
system upgrade will be highly impactful, positively
affecting the experience of all of our patrons
going forward. As it is the mission of New Village
Arts to create adventurous artistic experiences by
providing an inspiring home as well as a forum for
deeper thinking in our community, with this ·
software upgrade, we will enhance the patron ,
experience at the theatre and continue to build a
place that inspires and deepens conversation and
creativity unhindered by the technological
challenges and communication issues which
would be resolved through this upgrade. We look
forward to taking the time and resources we have
spent on these challenges with our current
software system and reallocating it Into more
personalized interaction with our patrons and
even mor:e impactful programming at the. theatre.
~~ yotJr organization's current total budget es New ViHaae Arts Budget EY18,pdf <34k)
•• 1\181\';l !f ~~~~~§.fflt1iRf J;:jl:¥;iii~!i~lZf 1'.~
Item# 103 2015 990.pdf (11809k)
Explaln where the grant funding wlD go. Grant funding· must add up to total request from Community Arts Grants; .
1
Line items Software Upgrade
Total cost $5,000
Cost covered by grant request $5,000
2
Line items
Total cost
Cost covered by grant request
3
Une items
Total ~t
Cost covered by grant request
4
Line items
Total cost
Cost covered by grant request
5
Line items
. Total cost·
Cost covered by grant request
First Name Alex
Community Arts Grants 2018 REVISED PROJECT FORM
Reference # 9408685
status Complete
Organization Name * New Village Arts
Project 11He * Spektrix Software Upgrade
------------------------------------------
Contact First Name * Kristlanne
Contact Last Name * Kumar
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Contact Phone Number * 7607298703
Contact EmaB Address * kristlanne@newvillagearts.org
Descr1be any changes to the project for which
you were awarded funds, lncludlng how
Income, expenses or both wlll be altered to
balance the proJect budget. *
Thank you for the support of the Carlsbad
Upload a revised Project Budget Form as a
PDF.*
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Last Update
Start Time
. Cultural Arts Office! We apR_ ted for a $5,000
grant an e, make up the
$3,000, we will use a portion of our ticket sales
and Individual donations to cover the cost of
the software upgrade.
SPEKTRIX_BUDGET.pdf (29k)
, 2018-01-30 17:27:29
2018-01-30 16:11 :25
2018-01-30 17:27:29 Finish Time
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http://www.carlsbadca.gov/services/depts/a~/
opps/grants.asp
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' ~--NEW VILLAGE ARTS UPDATED BUDGET
CITY OF CARLSBAD CULTURAL ARTS OFFICE CAPACITY GRANT
SPEKTRIX SOFTWARE UPGRADE BUDGET
Jan 30, 2018
Income
City of Carlsbad Cultural Arts Grant:
Ticket Sales
Individual Donations:
TOTAL INCOME:
Expense
Payment to Spektrix:
Payment to Dream Warrior (website)
TOTAL EXPENSE:
$ 2,000
$10,000
$11,400
$23,400
$22,000
$ 1,400
$23,400
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COMMUNITY ARTS GRANTS GUIDELINES -2018
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultura l programming
within Carlsbad. Our purpose is to:
• Reinforce the artistic and cu ltural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new arts programs and organizations in Carlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2018 ca lendar 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
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenu e 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 Art s Projects -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available in November, 2017)
o Special Opportunities -$500 maximum award
ARTS 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
PROJECTS THROUGH FI SCAL 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 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 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 A NIZATION S -ARTS PROJE CTS
• Arts Projects grants have a maximum award of $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or
lectures that provide arts opportunities that t ake 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 ORGANIZATIONS -A RTS IN EDU CATION PR OGRAMS
• 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 AFF ILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $1,500
• There is no limit to requests by school or district, though consideration will be given to projects of the 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 Carlsbad Arts Commission
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75%
or less of requested amount will be required to complete a Revised Project Form
First payments of 80% of awards are disbursed
All grantees must complete a Final Report within 30 days of program end 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 REV IEW AND SCORING
• 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 t his opportunity to participate in their
application's review process
• Present ations are not scored, and are included strictly as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organizations. All applicants will receive information for schedule upon submission of application
• All applicants must be on sit e at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative tha t is not present when the panel reviews their application forfeits their opportunity to be present
SCORIN G RUBRI C
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
• 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 REVIEW AND SCO RING INFORMATI ON
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREME NTS DURIN G PROJECT FUN DING PERIOD
FIN ANCIAL MANAGE MENT
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:
• Accura te, 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 ACKNOW LEDG EM ENT
• 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
PROMOTI ON
• 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
I
o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be included in the
Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of
the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant project s during the course of the grant cycle, including potential site visits. Th e
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
PO LI CIES
• 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 cha nges 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 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
APPLI CATION
All applications must be submitted online. 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
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event wit h 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 equ ipment 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:
PR
(I)
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"O (I)
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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
$1,500
$0
4-0 ,$;
\.~ $~ ~ -
$1,500
Cash
$0
$0
$2,000
$0
$1,500
$0
$0
$3,500
INCOME TOTALSI $5,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION l
PROJECTED -APPLICATION ACTUALS-FINAL REPORT
Notes Cash Notes
3 performance's x $5 ticket x 100 audience members
;.: ~
I ~
~ J:?~ -:ff:"¾ iW ":-1 .... «:§%::-: .ts~
:::§:;,,. -~:,,:.~· £W -..,-:-::;:-.:· &" ... :.:;: ~ -:-1;= -: , ,;:y ...... -::.~ ~ ' ,.{~
,. :@-~" ~-~-Subtotal Earned Income $0 :=.:.r. ' -~~\:" ..
,K-=' _,;,.-.,-.,,
Notes r .:1-W'' &.-.W Cash Notes ',..,.,
% ~'$._{.<'' '··@;, ~1@ ~-m--,::~ ~9,[$~ ~"* l&~ __ .. ~~,::-.'l-,.,.,:so.~ .~,?-m ,$:;
"'¾'-" £~,~~ldY ~ ~ ~-::,..«
t--~ .:,; !!!-·· ,~~'?"¥ -~ . ~·:,-..
-~~:<' :::. .')"' @}-;<' ir:· $1,000 San Diego County grant, $1,000J a,rget grant ~,@, i~f -~~-.~, ... k. ,·~w ,<-,'~ ..... :,:
.. ~y gfo1'' ~ ~ ~~ .. -"' .,.
%' ... {' _.{a~ ,,!. ,.
'='<'' 1:::t
-~~.
To provide funding for artist fees I .... :,,.,<::}·
#· '*'-~-~ ~%~~ ..
~~ ",.,' ·-:
~ ~ ~v
Subtotal Unearned Income $0
$0 I
Applicant:
PR OJECT EXPENSES Cash
Project Staff (non-artist) $1,250
Project Artist(s) or Arts $3,000 lnstructor(s)
Educational Materials/Printing $5,00
~"!i,~
Costumes/Props ~"::..~-,;;~· $0
Sets $0
Supplies $0
Licensing/Royalties $0
Rentals (space and/or other) $0
Transportation $0
Food & Beverage $50
Marketing/Promotion/ $200 Publicity
Fiscal Agency Fee $0
Other $0
Other $0
Other $0
EXPENSES TOTALS! $5,000
COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
PROJECTED -APPLICATION ACTUALS -FINAL REPORT
Notes
•' ~ 20% of total Artistic .Director cost 'I;.:: ·':'-
'" ,~~ $1000 fee x 1 groups x 3 performances
;., .,,@.~ Progran:i printing -~y .~ ..... -m ~-
See in-kind
Water and cookies for performers
Fliers, posters, bookmarks
Cash Notes
$0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION
IN
PROJECTED -APPLICATION
-KIND Value Notes
Space Rental $500 ~--..... Doanted hall ~e from high school ' " . '"' ....
WI W' ~:,:-~ Tu¥
t I ~-,. &,~~~l~
I . §w 6}~»~ fl~-"~~ . -,.
.<-.~~~ ,:~ .&~ ~~~v·,~w· '· '1~ ~
~,:-i,Y . Ji
~ ~ ,tr
--~ 41 ,...._-:;;.6
·.;« ,, w· ~r,., ~ I -*~ ~, ~ .--~-i?,. 4W
• ,. ~;>' $: ~ .. ~ ~ ~:,:~ .£&~ ~~
IN-KIND TOTALSI $500
Budget Notes:
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The budget must balance. Total income must equal total expenses.
Round all budget figures to the nearest whole dollar.
Enter a 'O' in any cells that you don't have an amount to add.
·$:W' -$~ ~t
ACTUALS -FINAL REPORT
Value Notes
,. . -:-
1;-."'' ... ~
) ~-~~ ,.....~k~~
$0
,.
Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is s{ooo, enter "4 shows, 50 attendees, $5 each."
Please insert your organization name in the top right header.
ARTS ORGANIZATIONS
• Three categories for applying Arts Organizations:
o Arts Projects -funding limit of $10,000
o Arts Education -funding limit of $5,000
o Capacity Building -funding limit of $5,000
• Total Arts Organizations Applications: 22
• Total Arts Organizations Requests:
• Total Arts Organizations Awards:
$125,227
$58,000
New Village Arts, Inc. -Arts Projects AWARD: $10,000
Support for "Cloud Tectonics", an outreach and theatrical production taking place in January and February 2018 for an
audience of over 2,500.
Museum of Making Music -Arts Project AWARD: $6,000
Support for "Summer Sounds" series of four summer concerts at the Museum of Making Music.
Mainly Mozart -Arts Project AWARD: $5,650
Support for two Spotlight chamber music concerts, at St. Elizabeth Set Church and Schulman Auditorium.
San Diego Dance Theater -Arts Education AWARD: $5,000
Support for "Aging Creatively Carlsbad" project that provides free, on-going professional dance training and
performances to a diverse aging adult population with over 2,000 expected to participate. New applicant.
Carlsbad Music Festival -Arts Project AWARD: $5,000
Support for artist performance fees for the 3 day 15th annual Carlsbad Music Festival in August with over 50 musical
performances with an audience of 9,000.
San Diego Guitar Festival -Fiscal Agency AWARD: $5,000
New applicant. Support for 2 spring perform ances (Shin-lchi Fukuda and Beijing Duo) at the Schulman Auditorium for an
audience of 600.
Intrepid Shakespeare Festival -Arts Project AWARD: $4,000
Support for summer 10 week visual and performing "Refugee Art Experi ence" that tells stori es of refugee neighbors
working with artists and Crawford High School students.
Carlsbad Educational Foundation -Arts Education AWARD: $3,800
Support for "Valiase Project" program bringing museum quality artwork (prese nted by Lux Art Institute) to 30 6th grade
class rooms in Ca rlsbad.
Playwrights Projects -Arts Education AWARD: $2,500
Support for "Radio Playground" program and performance for 2 elementary schools in Carlsbad serving 150 students.
North 'Coast Repertory Theater -Arts Education AWARD: $2,000
Support for rehearsa l and adaptation of Shakes peare's plays performed by local professional acto rs for Carlsbad schools.
New Village Arts, Inc. -Capacity Building AWARD: $2,000
Capacity building support for Spektrix Software ticketing and financial software upgrade to support current and future
programming and patron interaction.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017
Carlsbad Music Festival -Capacity Building AWARD: $2,000
Capacity building support for services of yea r round managing direct or t o support the Music Festiva l.
Carlsbad-Oceanside Art League -Arts Project AWARD: $2,000
Support for pre-school through 8th grade youth projects at COAL Gallery, education Scholarships for eight local schools,
and annual High School Art Exhibition for students in the Tri-City area.
Bryan Snyder -Fiscal Agency AWARD: $1,900
Support for Carlsbad Art Wall, a rot ating temporary mural exhibit in Carlsbad Village, and a "Teen Street Art Workshop"
held every 2 months in collaboration with the Boys & Girls Club of Carlsbad.
Young Audiences of San Diego -Arts Education AWARD: $1,150
Support for fa mily dance, music, theater, and visual arts performance and workshops by profess ional artists for 2
Ca rlsbad schools with 200 participants.
City of Carlsbad, Community Arts Grants Proposed Funding Plan 2018 12/11/2017