HomeMy WebLinkAboutCarlsbad Music Festival; 2021-09-13; PSALCA-22028CA1
Fiscal Year 2021-22 GRANT AGREEMENT FOR
Carlsbad Music Festival
This agreement, is made on the day of , 20 , by Carlsbad Music
Festival (ORGANIZATION), hereinafter referred to as “Grantee,” and the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City” (the “Agreement.”) City, as Grantor, agrees to provide
Grantee the Grant funds awarded to Grantee during the FY 2021-22 Community Arts Grants Program in
an amount not to exceed two thousand four hundred sixty dollars ($2,460) (“Grant.”) The purpose of the
Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”).
Project Title: CMF Managing Director
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 September 30, 2022. 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. In accordance with the Agreement Scope and the Fiscal Year 2021-22 Community Arts Grants
Guidelines, all grant funds are eligible to be used September 1, 2021 through August 31, 2022.
Any extension of fund use must be requested in writing and approved in writing by City.
Extension of Community Arts Grants FY 2021-22 funds may render that organization ineligible to
apply for or receive additional funds as part of the subsequent Community Arts Grants FY 2022-
23 cycle.
c. 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.
d. Eligible and ineligible costs include, but are not limited to, items detailed in the Fiscal Year 2021-
22 Community Arts Grants 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, 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.
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Debbie Jo McCool Mimi Kim Richard SchultzRichard SchultzDebbie Jo McCool Suzanne Smithson Ed Garbo
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d. 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.
e. 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. Grantee shall
make no material changes to the Agreement Scope unless and until City formally approves the
Grantee’s request in writing.
f. Grantee agrees to acknowledge the City’s Grant consistent with the Fiscal Year 2021-22
Community Arts Grants Guidelines, attached hereto as Exhibit A.
g. 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.
h. 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. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts’ communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city’s established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least 60 days prior to the event
or program.
Please initial box to opt-in to promotional opportunities
5. 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. However, if, due to COVID-19 or local health
orders, Grantee is unable to complete all events or requirements of the Scope of Work, Grantee may be
required to return up to the full amount of the award or a prorated amount based on the percentage of
the work completed.
6. 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 Fiscal Year 2021-22 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, September 30, 2022,
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.
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7. 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 Library & Cultural Arts Director or designee.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the
City within sixty (60) days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
8. 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.
9. 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.
b. Any changes, whether planned or unanticipated, to funded projects due to the COVID-19
pandemic (including, but not limited to, state or local health orders and social distancing
measures) must be submitted to City at least seven (7) calendar days before implementation
of the change. Proposed modifications will be reviewed on a case by case basis, and the City's
Cultural Arts Manager or designee will notify Grantee in writing whether the proposed
changes are approved. Any project changes must continue to adhere to the City’s Fiscal Year
2021-22 Community Arts Grants Guidelines provided with the original executed agreement.
10. 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 September 30, 2022.
11. DISCRIMINATION AND HARASSMENT PROHIBITED.
Grantee will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment. 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.
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12. 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: For City:
Carlsbad Music Festival City of Carlsbad
Attn: Sarah Trujillo-Porter Library & Cultural Arts Director, Suzanne Smithson
Carlsbad Music Festival 1775 Dove Lane
Carlsbad, CA 92018 Carlsbad, CA 92011
Email: sarah@carlsbadmusicfestival.org
13. INDEMNIFICATION.
Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers, officials,
employees, and volunteers from and 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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
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19. 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 CITY OF CARLSBAD, a municipal corporation of
the State of California
*By: By:
(1st signature here) SUZANNE SMITHSON
Library & Cultural Arts Director
As authorized by the City Manager
(Print name/Title)
(Email address) ATTEST:
(Date)
**By:
(2nd signature here)
For FAVIOLA MEDINA
City Clerk Services Manager
(Print name/Title)
(Email address)
(Date)
If required 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, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
For CELIA A. BREWER, City Attorney
By: ____________________________
Deputy/Assistant City Attorney
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Board President
bryanmeathe@gmail.com
8/31/2021
Bryan Meathe
becky@tenpintsent.com
8/31/2021
Rebecca Goodman Board Secretary
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EXHIBIT “A”
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
Required
1. Fiscal Year 2021-22 Community Arts Grants Guidelines
2. Completed Community Arts Grants FY 2021-22 Application
Optional, As Needed
3. Community Arts Grants FY 2021-22 – Project Budget Information
4. Community Arts Grants FY 2021-22 – Revised Project Form
5. Community Arts Grants FY 2021-22 – Revised Project Budget Information
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
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FISCAL YEAR 2021-22
COMMUNITY ARTS GRANTS GUIDELINES
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 North San Diego County region. 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. These projects benefit the community through an array of activities for schools, artists and organizations. The Community
Arts Grants program was identified for continued and increasing support by the Carlsbad City Council through the updated 2018 Arts
& Culture Master Plan.
The Community Arts Grants program supports activities that provide and support quality arts and cultural programming within
Carlsbad. Our mission is to:
•Reinforce accessible arts and culture opportunities and experiences for Carlsbad students and residents
•Provide arts education and lifelong learning opportunities for all ages
•Support local and regional arts organizations as an important component of the economy and quality of life in Carlsbad and
North San Diego County
•Support arts education in schools and through affiliated organizations
•Develop and support organizational strength and capacity of Carlsbad arts organizations
•Encourage new and emerging arts programs and organizations in Carlsbad, and
•Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents and visitors alike.
FISCAL YEAR 2021-22 OVERVIEW
The updated Fiscal Year 2021-22 guidelines reflect changes necessary to support and provide funding to artists and
arts organizations in Carlsbad and surrounding areas during the COVID-19 pandemic. Changes have been approved by
the City of Carlsbad’s Arts Commission on May 7, 2020.
Important dates for the Fiscal Year 2021-22 grant cycle application are as follows:
Applications open: Monday, April 12, 2021
Applications due: Monday, May 24, 2021
Arts Commission Funding Plan review & approval: Thursday, August 5, 2021
All projects must be completed by August 31, 2022
Applications will be submitted online at www.carlsbadca.gov/artsgrants
•Total funding available for the Fiscal Year 2021-22 cycle is $88,000
•All projects must be completed by August 31, 2022
•All final reports are due within 30 days of the completion of the event or September 30, 2022, whichever comes first
•80% of all awarded funds will be disbursed after agreements are executed; the final 20% once the final report and budget
are submitted and approved
HEALTH AND SAFETY CERTIFICATION
•Any and all projects, programs and activities supported by the Community Arts Grants must adhere to any and all health
and safety requires as outlined by state, county, local or other governmental bodies at all times. Failure to do so may
result in cancellation of the agreement and returning of grant funds.
EXHIBIT "A"DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
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ELIGIBILITY
• All applicants, including fiscal agents, must be determined to be not-for-profit, tax-exempt organizations by either the
Internal Revenue Service or the California State Franchise Tax Board
• If projects include partnerships, only one application may be submitted for that project involving all parties
o If a school would like to partner with an arts organization or artist, all partnerships must include a signed letter of
agreement between the two parties
GUIDELINES APPENDICES
• Appendix 1 – Community Arts Grants FAQs
• Appendix 2 – Ineligible Organizations and Activities
FUNDING CATEGORIES
Funding is structured by classification of each organization, then according to available categories:
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building - $5,000 maximum award
o Arts Projects - $7,500 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools - $2,500 maximum award
ARTS ORGANIZATIONS
• Arts Organizations must be registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both the Arts Projects and Capacity Building categories and may submit these applications
in the same round or different rounds
• Applicants may only submit one application per category per funding cycle
ARTS ORGANIZATIONS – CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization improve its effectiveness, strengthen organizational
and/or financial stability, increase community impact and effectively support the nonprofit’s mission
• Capacity Building grants will only be awarded to organizations based in Carlsbad
• Grants cannot be used for projects that fall under the Arts project category. Examples of potential projects include but are
not limited to:
o Marketing support for changes in programming
o Staff training and/or technology to transition to virtual programming
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
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ARTS ORGANIZATIONS – ARTS PROJECTS
• Arts Projects grants have a maximum award of $7,500
• Arts Projects will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented either virtually or in person, ONLY if all current health and safety requirements are met and
crowd size limitations have been lifted.
• Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
• Arts Project grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership between an individual, educational institution or organization must include a letter of agreement from
partnering entity
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations aspiring to a non-profit status may apply through a fiscal agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no more than 10% of
the amount awarded to the applicant
• Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants on their own
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before the application due date
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
Requests are only available nonprofit schools and authorized parent groups residing in Carlsbad.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
• Arts in Schools grants have a maximum award of $2,500
• Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented wither virtually or in person ONLY if all health and safety requirements are met and crowd size
limitations have been lifted
• Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
• 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 site
• No in school project funded through the Community Arts Grant may involve a full-time hourly or salaried employee in the
school district in which they will be leading activities, performances or projects but may utilize teaching artists that are
employed by any district
o Out of school programs may utilize teaching artists that are employed by any district
• All partnerships must include a signed letter of agreement
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APPLICANT INFORMATION
PROGRAM SCHEDULE
Ongoing: Phone or video conference meetings can be arranged with grant program staff. To make an appointment, please contact
the Cultural Arts Office mainline at 760-602-2090 or email: arts@carlsbadca.gov
April 12, 2021: Application Opens: application link available at www.carlsbadca.gov/artsgrants
May 24, 2021: Application Deadline: applications must be submitted electronically by 11:59 p.m.
June 2021: Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals. The panel will create a funding plan for review and final approval by the Carlsbad Arts
Commission
August 5, 2021: Funding plan presented to Arts Commission for review and approval
August 9, 2021: Notifications begin, and awardee DocuSign agreements will be emailed shortly thereafter. Any applicant
that receives less than 50% of requested amount will be required to complete a Revised Project Form
September 1, 2021: Deadline for DocuSign agreement completion and projects commence
August 31, 2022: Fiscal Year 2021-22 Funding Cycle ends
September 30, 2022: All Fiscal Year 2021-22 Final Reports are due
APPLICANT WORKSHOPS AND APPLICATION REVIEW
• To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide virtual workshops.
Workshop details will be announced in late April 2021. Visit Cultural Arts at www.carlsbadca.gov/artsgrants.
PANEL REVIEW AND SCORING OF APPLICATIONS
Submitted materials are reviewed and scored by a virtual peer panel consisting of local and regional artists and arts professionals.
The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission.
SCORING RUBRIC
Application scores will be on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will be
asked to score applications on how closely the project(s) achieve these goals.
• Project Design
o Reinforce accessible artistic and cultural opportunities for our residents
o Provide arts education and lifelong learning opportunities for all ages
• Project Participants
o Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents, students and visitors
o Support local and regional arts and cultural organizations as important components of the economy and quality of
life in Carlsbad and North San Diego County
o Accessibility of program for participants and audience members under the Americans with Disabilities Act
• Project Oversight
o Support and develop organizational strength and capacity of Carlsbad arts organizations
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o Encourage new and emerging arts programs and organizations in Carlsbad
OTHER REVIEW AND SCORING INFORMATION
• Cultural Arts Office staff will review applications after the deadline to deem eligibility to be forwarded to the scoring panel
and will determine whether the financial health and sustainability of the organization is eligible
• Any application deemed eligible and forwarded to scoring panel will be reviewed within the context of the project or
program outlined in the application
• Incomplete applications, or applications with incorrect information, will be deemed ineligible
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT
All approved applications will need to enter into an agreement with the City of Carlsbad. The City of Carlsbad uses DocuSign for all
grant agreements. All agreements must be signed by two (2) officers listed on the organization’s Statement of Information filed with
the California Secretary of State. These are officers who are authorized to enter into legally binding agreements on behalf of your
organization (i.e. CEO, CFO, Secretary). Further documentation of signature authorization will be requested if the most recent
Statement of Information has not been filed.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain three (3) years of 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 revenue and expenses for the project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records supported by source documentation – invoices, receipts, bank statements, etc.
• All awardees must provide documents within 30 days of receipt or notification. This includes, but is not limited to,
agreements, revised project forms, final reports and financial accounting
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotions
• The following acknowledgement along with a logo (provided with use guidelines) must appear on all printed and electronic
materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.”
• Grantees who fail to provide public acknowledgement may be denied future project funding
PROMOTION BY CITY
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times
• If grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement. All
participation in promotion through city’s social media channels as well as other outlets, is subject to review, edits and
approval by program staff prior to promotion
• Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad Arts
Commission at least two weeks in advance of program
o Extensively promote funded events and projects
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POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Office staff.
Notification will be made to the applicant
• The City of Carlsbad reserves the right to limit funding amount to any applicant, regardless of eligibility or panel score based
on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively review and evaluate all aspects of this program and processes. 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 changes or amendments by grantee to approved projects must be submitted in writing to the
Cultural Arts Office by the grantee 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. This requirement will be included in the agreement.
• The Cultural Arts Office reserves the right to review, cancel or reallocate project funds that have been significantly altered
or shifted from stated goals in the original approved application and/or revised project form. Cancelled funds 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.
• Review Appendix 2 for a list of projects and programs ineligible for funding.
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission meetings are public held throughout the year. For more information about the duties of the Carlsbad
Arts Commission and its meetings, visit www.carlsbadca.gov.
HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of approximately five main sections, some of which include
long-answer sections and attachments. The application is available at www.carlsbadca.gov/artsgrants.
1. Organization Information
2. Project Information and Narrative
3. Project Support Information
4. Budget (a sample budget form is included as Appendix 3)
5. Signatory Information
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact the Cultural Arts Office at arts@carlsbadca.gov or
by phone at 760-602-2090.
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APPENDIX 1: COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. For-profit organizations are 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 application
deadline.
• How are final awards decided?
o All award amount decisions consider 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 awarded a City of Carlsbad’s Community Activity Grant 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
and 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. music) will be taken into consideration.
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 sect
• Cash reserves or endowments of any kind. Awards 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.
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Projects through a fiscal sponsor that benefit the sponsoring organization or are an extension of the sponsoring
organization’s programs or services
• Support groups and/or non-profit organizations supporting 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
• 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 or outside the funding period
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Page 8 of 8
• Any and all in-person activities outside the City of Carlsbad limits
• 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 monetary awards, cash prizes, contributions or donations
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Applicant:
FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS - PROJECT BUDGET INFORMATION
$Notes $Notes
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income $0 Subtotal Earned Income $0
$Notes $Notes
Private
Individual
Public Support
Applicant Cash
CAG Request Amount Amount requested through Fiscal Year 201-22 Community
Arts Grants
Amount received through Fiscal Year 2021-22 Community
Arts Grants
Other
Other
Subtotal Unearned Income $0 Subtotal Unearned Income $0
$0 $0INCOME TOTALS
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECT INCOME
Earned IncomeUnearned IncomeDocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Applicant: FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS - PROJECT BUDGET INFORMATION
Cash Notes Cash Notes
Project Staff (non-artist)
Project Artist(s) or Arts
Instructor(s)
Educational Materials/Printing
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation
Food & Beverage
Marketing/Promotion/
Publicity
Fiscal Agency Fee
Other
Other
Other
PROJECT EXPENSES
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Applicant: FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS - PROJECT BUDGET INFORMATION
$0 $0
Value Notes Value Notes
$0 $0
Budget Instructions:
Enter a '0' 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, 50 attendees, $5 each."
Please insert your organization name in the top right header.
ACTUALS - FINAL REPORT
IN-KIND SUPPORT
For application, fill out only green. For final report, fill in blue.
You will only be able to fill out the cells highlighted in green or blue.
The application project budget must balance. Total income must equal total expenses. Final Report may d
Round all budget figures to the nearest whole dollar.
EXPENSES TOTALS
IN-KIND TOTALS
PROJECTED - APPLICATION
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 1
CMF Managing Director
Fiscal Year 2021-22: Capacity Building for Arts Organizations
Carlsbad Music Festival
Sarah Trujillo-Porter
PO Box 2430
Carlsbad, CA 92018
O: 310-293-2235
Sarah Trujillo-Porter
PO Box 2430
Carlsbad, CA 92018
sarah@carlsbadmusicfestival.org
EXHIBIT "A"DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 2
Application Form
Organization Information
Primary Organization Name*
Name as shown on an IRS letter of determination:
Carlsbad Music Festival
DBA (if applicable)
Organization Website*
www.carlsbadmusicfestival.org
Organization Mission Statement:*
Please provide your organization's mission statement. If you have a GuideStar profile, you may copy and paste
your organization's GuideStar mission statement or provide another version here.
Carlsbad Music Festival (CMF) aims to engage and inspire local, national, and international communities
of composers, performers, creators, and concertgoers through world-class performances of adventurous
music. CMF is committed to premiering new works, programming fresh and compelling music, and providing
professional opportunities for established and emerging performers.
Project Information and Narrative
Project Name:*
Please provide us with the name of the project.
CMF Managing Director
Project Summary:*
Please provide us with a brief summary of your project.
During the five years leading up to COVID-19, CMF experienced tremendous growth in attendance at the
Carlsbad Music Festival. With this growth came an increased demand from patrons and the external
community for CMF to offer concerts year-round, where music lovers could connect with world-class
musicians and one another. In 2018, CMF responded to this demand with the development of the Sonic
Chapel Winter Series in the winter and Eclectic Lawn Series in the fall and spring. This new programming
brought 20 additional concerts to the San Diego community, and increased CMF’s impact on the local
community.
The COVID-19 pandemic, and being shut down for over one year, had a tremendous impact on CMF. While
the CMF community successfully kept the organization afloat during the shut-down, there is a need for
increased planning and fundraising efforts in order to reintroduce the programs to the community. This need
for increased promotion to ensure that programs are well-attended and accessible to all residents requires an
investment of time and oversight by the Managing Director, who is currently part-time for eight months of the
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 3
year. A $5,000 grant will allow the Managing Director to put in additional hours towards the planning and
implementation of the 2021-22 programs. Programs include the three-day summer music festival and
Eclectic Lawn Series.
Project Start Date:*
07/01/2021
Project End Date:*
06/30/2022
Project Details:
Please provide additional details for the project such as additional dates, times and location(s) for all project
events for marketing, communications and/or possible future site visits.
In addition to investing time into the planning and implementation of the 2021-22 programs, the
Managing Director will work on fundraising in order to enhance organizational capacity. CMF recently
secured a $10,000 commitment from the Sahm Family Foundation to match all new and increased
contributions. The Managing Director will need to invest additional time and energy into donor identification,
cultivation and stewardship to ensure that the $10,000 needed to match the gift is raised. The grant from the
City of Carlsbad will make this effort possible by providing additional funds needed to support the Managing
Director position.
Amount Requested:*
This is the amount your organization is requesting from the City of Carlsbad's Cultural Arts Grants. Please note that
the maximum funding amount request is $5,000 for Capacity Building Projects.
$5,000.00
Personnel Funding Information:
Will this capacity building grant fund any personnel, whether they be staff or consultants? If yes, please upload a
bio, resume or similar information on any and all personnel whose position(s) will be funded through a Capacity
Building grant. Please consolidate into one PDF if possible. *Feel free to contact the Cultural Arts Office at 760-602-
2090 or email arts@carlsbadca.gov should you need assistance.
Resume-Sarah Trujillo-Porter-102920.pdf
Participants:*
Total number of expected participants for this project (i.e. personnel, staff, consultants.)
1
Organization Changes/Challenges/Circumstances:
What special circumstances, challenges or changes have caused your organization to focus on management and/or
organizational issues at this time?
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 4
The COVID-19 global pandemic has significantly impacted the Carlsbad Music Festival for the last year
and a half. The organization had to cancel all programming for one year, resulting in a 75% reduction in
revenue. This comprises over one half of the organization’s budget. Carlsbad Music Festival has responded to
this challenge by increasing its efforts at securing contributed income by encouraging Board-led fundraising
efforts, approaching new grant sources and hiring a new part-time Managing Director with experience in San
Diego’s arts and culture sector and knowledge in fundraising. As Carlsbad Music Festival begins to prepare
for a grand re-opening this summer, the team's efforts are focused on ensuring that a strong organizational
structure is in place, as that will have a direct impact on the success of our 2021-2022 programs. The
Managing Director position is critical to accomplishing this objective.
Organization Capacity:
How will this project improve your organization's capacity to meet its goals and advance its mission?
The Managing Director position is critical to CMF's organizational capacity, particularly following a
pandemic year, where programming came to a standstill. During the last year, CMF’s current Managing
Director, Sarah Trujillo-Porter, has done a tremendous job in strengthening the organization’s infrastructure
and financial position. In Fall 2020, she helped to rebuild the organizational structure and then led the staff
and Board of Directors through a strategic planning process that produced a solid plan for organizational
growth over the next five years. The three goals identified include:
Goal 1: CMF is self-sustaining and Festival growth.
Goal 2: Stabilize the organization and expand operations to be successfully operating in five years.
Goal 3: Develop the education program for the organization to increase community engagement.
Additionally, in early 2021, Sarah led a recruiting campaign for two new positions at CMF- a Production
Manager and a Marketing Manager. Both positions were filled in March 2021 and planning for the 2021
season kicked off with full force.
During her time as Managing Director of CMF, Sarah has also led a successful Giving Tuesday campaign on
CMF's Facebook, organized a direct appeal that raised $2,000 and worked with CMF’s contract grant writer to
raise over $50,000 in grant funding to help sustain the organization. It is imperative that CMF continue this
momentum. Support from the City of Carlsbad will make that possible.
Project Timeline:
What is your overall timeline for the project you are proposing, including and beyond the grant period? Feel free to
use a list or bullet points to create your timeline.
July-August: Planning and implementation of the three-day summer music festival
September: Planning and implementation of the fall music series
December: Giving Tuesday and end of year fundraising appeal
January-March 2022: Planning and implementation of the spring Eclectic Lawn Series
July-June: Implementation of ongoing fundraising and grant writing activities to support and sustain CMF.
Previous Projects:
Please list any previous capacity building projects for your organization in the past three years, the dates of those
projects and a brief outcome of those projects.
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 5
2018: Managing Director, $2,000 - This grant made it possible for CMF to hire a new Managing Director to
work year-round. The year-round presence allowed her to dig deeper into the Carlsbad community, attend
networking events, build partnerships with relevant associations and business, and develop relationships
with existing and new supporters, all with the goal of achieving greater sustainability within the arts and
culture community in North County San Diego.
2019: Capacity Building Campaign, $3,000- The commitment of a year-round managing director helped
CMF to take on additional programming initiatives including six more events than in the previous years and
secure over $10,000 in new and increased contributed income. CMF helped the organization reach additional
community members, support additional artists, and activate the community during non-peak tourism
periods.
2020: Managing Director, $4,200- The grant from the City of Carlsbad supported the Managing Director
position, helping CMF to rebuild its organizational structure, lead the team through a strategic planning
process, hire two new positions, lead a successful year-end appeal and work with the grant writer to raise
more than $50,000 in contributed income for the organization.
Project Support Information
Materials Upload (OPTIONAL, but recommended):
Please upload any marketing materials, images and/or files that would provide more information about your
project.
Videos Upload:
Please provide us with a host website link for all videos relevant to the project.
Videos Upload:
If you do not have a URL that hosts your video, you may upload it here.
Additional Uploads:
You may upload any other additional supplemental materials you wish to provide here (i.e. letters of support, etc.)
Budget Information
Total Project Budget
$20,000.00
Project Budget Form:*
Download a Community Arts Grants budget form and complete the "Projected" column. Save your completed file
as a PDF and upload your project budget form here. Make sure costs tie in with your project narrative. *Budget
forms will be available on the Cultural Arts Community Arts Grants webpage. Feel free to contact the Cultural Arts
Office at 760-602-2090 or email arts@carlsbadca.gov should you need assistance.
FY 2021-22 Capacity Building Budget Form.pdf
Vendor Quotes/Agreements:
Upload a quote or agreement with any vendors that will be utilized for this capacity building grant application
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 6
Organizational Budget:*
Please upload a current organizational budget.
2021 Grant Budget - CMF.pdf
Letter of Determination:
If you are a first time grant applicant with the City of Carlsbad, please upload your IRS Letter of Determination.
CMF IRS Determination Letter-3.pdf
Board Roster:*
Please upload your organization's roster of board members and ensure that the document includes names, titles,
organization/business affiliation and areas of expertise. Alternatively, we will also accept the most recent board
meeting minutes that includes the board roster.
CARLSBAD MUSIC FESTIVAL BOARD OF DIRECTORS.pdf
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Sarah Trujillo-Porter Carlsbad Music Festival
Printed On: 15 July 2021
Fiscal Year 2021-22: Capacity Building for Arts
Organizations 7
File Attachment Summary
Applicant File Uploads
• Resume-Sarah Trujillo-Porter-102920.pdf
• FY 2021-22 Capacity Building Budget Form.pdf
• 2021 Grant Budget - CMF.pdf
• CMF IRS Determination Letter-3.pdf
• CARLSBAD MUSIC FESTIVAL BOARD OF DIRECTORS.pdf
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
SARAH TRUJILLO-PORTER
4151 Aragon Drive • San Diego, CA • 92115 • 619.962.3964 • sarah@projectmanagementforart.com
SUMMARY
A passionate arts administrator with over ten years experience
managing art projects for galleries and collectors. Enjoys working
with artists to see their vision come to fruition, works tirelessly to
liaise between artists and institutions to assure artwork is shown
as intended. Currently enrolled in the Professional Certificate in
Project Management program at San Diego State University.
SKILLS Airtable; Asana; FileMaker Pro; Google Drive;
Quickbooks; ADP; Microsoft Excel, Word, Powerpoint and Project;
Adobe Photoshop, Illustrator, and InDesign.
EDUCATION
Master of Arts | Contemporary Art & Theory
Sotheby’s Institute of Art, University of Manchester
London, UK – 2006
Dissertation: “The Exploration of an American Subconscious
through the works of Paul McCarthy and Disneyland”
Bachelor of Arts | Art History, minor in Business
University of Arizona
Tucson, AZ – 2003
EXPERIENCE
Principal & Owner | Project Management for Art (PMFA) | www.projectmanagementforart.com
SAN DIEGO, CALIFORNIA • MARCH 2020 – PRESENT
•Run the business of a full service project management firm that specializes in arts & culture projects.
•Liaise between artists and the commissioning client to provide project management services including planning, implementation,
monitoring & controlling, and close-out.
•Develop a scope of work, scheduling and budgeting for each project while also providing oversight on maintenance of artwork and
managing resources.
•Artist Manager: services include developing and updating the artist’s portfolio, sending proposals to galleries and/or museums,
communicating with potential venues for exhibitions and customers for commissions, negotiating contracts, and promoting the
artist’s work.
•Current Projects: Managing Director at Carlsbad Music Festival; Business Manager at San Diego Art Institute
Deputy Director | San Diego Art Institute (SDAI)
BALBOA PARK, SAN DIEGO, CALIFORNIA • FEBRUARY 2018 – JUNE 2019
•Project management including planning scope, implementation and reporting on art projects. Assuring smooth operations of
the gallery and facilities. Overseeing staff, human resources and handling multiple business items.
•Curator: working with artists and guest curators to develop a strong program that furthers the mission of SDAI.
•Working closely with the Executive Director on budgeting, finance and keeping the accounting concise for reporting and
taxes. Bookkeeping tasks such as daily and monthly reconciliations.
•Programming: work closely with the Education Director to oversee outreach programs and bring audiences in for docent
tours. Overseeing the Artist in Residence program bringing professional development to the artist’s studio.
Associate Director | Quint Gallery
SAN DIEGO, CALIFORNIA • FEBRUARY 2014 – JANUARY 2018
•Conduct artist studio visits, write Press Releases, curate exhibitions, act as artist liaison and project manager for exhibitions,
exhibition logistics, oversee installation and organize off-site exhibitions. Write Consignment and Loan, Agreements.
•Act as editor for all gallery publications including essays in brochures and books.
•Collector services including communications and sales. Programming for museum and collector group outreach.
Development of artist talks and events around exhibitions.
•Lead tours and answer inquiries during gallery visits from school groups, assisting the students to complete assignments and
working with the professor to supplement their lessons.
•Oversee staff, human resources, budget, inventory, shipping, framing and bookkeeping.
•Previously Office Manager, June 2007 – January 2014
Gallery Educator | Museum of Contemporary Art San Diego (MCASD)
SAN DIEGO AND LA JOLLA, CALIFORNIA • JUNE 2007 – APRIL 2012
•Work with the Education department to provide tours to school groups (elementary, high school, college) and general public.
•Teaching the public and students to look at art in the context of art history and through the insight of the artist. Cultivating art
appreciation and engagement with art among diverse audiences.
COMMUNITY SERVICE / PUBLICATIONS / AWARDS
•Arts, Culture & Design Committee, Port of San Diego, 2020-
present
•Reviewer, Medium Festival of Photography, 2016, 2018
•Public Artist Selection Panel, San Diego International Airport, 2017
•object object II, “The Postmodern Object,” Catalogue Essay, 2015
•San Diego State University Art Council, 2011-2012
•Panel, “Your Success is Our Success,” Art Glass Association of
Southern California, San Diego Art Institute, June 2011
•Study Abroad Award - Medieval Art and Architecture in Spain,
Summer 2002
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Applicant: Carlsbad Music Festival FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS - CAPACITY BUILDING BUDGET FORM
$Notes $
Individual donations $3,000
Grants $12,000
CAG Grant Amount $5,000 Amount requested through FY 2021-22 Community Arts Grants
$20,000 ACTUAL INCOME TOTAL $0
$Notes $
Managing Director $20,000
$20,000 ACTUAL EXPENSES TOTAL $0
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
Capacity Building Income
Capacity Building Expenses
PROJECTED INCOME TOTAL
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECTED EXPENSES TOTAL
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
2021 budget
Income
Foundation Grants
Sahm Foundation $30,000.00
Other Foundations $12,000.00
Total Foundation Grants $42,000.00
Government Grants
CA Arts Council
SD County CE $10,000.00
SD County NRP $5,000.00
Carlsbad BID Current Year $10,000.00
Carlsbad BID Previous Year
Carlsbad Arts Grant $10,000.00
Government Grant-Other [1]
Total Government Grants $35,000.00
Fundraising
Board of Directors $6,000.00
Personal Appeal $3,600.00
Direct Mail Campaigns $5,000.00
Event Campaigns
Online Giving $4,000.00
Total Fundraising $18,600.00
Program Income
Ad Sales $6,500.00
Ticket Sales $45,000.00
Sponsorship $8,000.00
Vendor Space Rental $6,700.00
Total Program Income $66,200.00
Event Income
Cup Discount $0.00
Concessions $1,200.00
Alcohol Sales $11,000.00
Merchandise Sales $1,100.00
Total Event Income $13,300.00
Other
In-Kind Donation $0.00
Cash Redemption $0.00
Total Income $175,100.00
Expense
EVENT EXPENSES
Artistic
Artist Fees - Festival $25,000.00
Artist Fees - Other concerts $5,000.00
Meals
Travel/Accomodations
Total Artistic $30,000.00
Marketing
Marketing Services $1,100.00
Event Signs $1,100.00
Advertising $5,000.00
Graphic Design
Photography $1,400.00
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Postcard Mailing (Postage)
Printing $1,200.00
Videography
Misc Marketing
Total Marketing $9,800.00
Total Merchandise $1,200.00
Production
Event Contract Services
Production Manager $10,000.00
Festival Coordinator $0.00
Production Assistant 1 $1,150.00
Production Assistant 2 $500.00
Stage Manager $700.00
Box Office $800.00
Merch/Vendor Coordinator $800.00
Total Event Contract Services $13,950.00
Sound
Current Year $4,000.00
Previous Year
Total Sound $4,000.00
Stage Equipment $3,000.00
Program Book
Printing (current year)$1,500.00
Layout $300.00
Total Program Book $1,800.00
Ticketing $300.00
Ticket scanner rental $300.00
Venue Rental
Event Fees $150.00
Other concerts
Festival $3,500.00
Total Venue rental $3,650.00
Misc. Event Expenses
Concessions $2,500.00
Liquor License $300.00
Porta Potty $1,200.00
Staff Meals $200.00
Travel $100.00
Total Misc. Event Expenses $4,300.00
Other $7,500.00
Total Production $38,800.00
Total EVENT EXPENSES $79,800.00
ADMIN/OPERATIONS
Total Bank Fees $1,600.00
Bus. Development/Fundraising
Event Reception $800.00
Mailing $600.00
Materials $100.00
Misc.$100.00
Total Bus. Development $1,600.00
Business License $100.00
Contract Services
Accounting Fees $3,000.00
Artistic Director
Artistic Director Fees $20,004.00
Total Artistic Director $20,004.00
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
Development Coordinator $10,000.00
Marketing Manager $9,600.00
Administrative Coordinator $1,500.00
Grant Writer $5,400.00
Managing Director
Managing Director Fees $25,000.00
Total Contract Services $71,504.00
Insurance $3,600.00
Music Licenses $750.00
Total Office Expenses $2,330.00
Total Taxes $1,214.00
Total ADMIN/OPERATIONS $85,698.00
CONTINGENCY $9,600.00
Total Expense $175,098.00
[1] Matt mentioned NEA grant
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B
CARLSBAD MUSIC FESTIVAL BOARD OF DIRECTORS
Bryan Meathe, President, Licensed Real Estate Salesperson, Coldwell
Banker Residential Brokerage
Fr. Doran Stambaugh, Past President, Rector, St. Michael’s By The Sea
Peter Roberts, Treasurer, Director, Clinical Development and Translational
Medicine, Pfizer Digital, Pfizer, Inc.
Becky Goodman, Secretary, Corporate Relations Manager, La Jolla
Playhouse
James Rosenfield, Member-at-Large, MATA Festival
Bryan Snyder, Member-at-Large, Multimedia Marketing Manager, NAMM;
Creative Director, Snyder Art & Design; Creative Director, Carlsbad Art Wall
Peggy Denson, Member-at-Large, Retired, Customer Service Specialist
Nikki Houghton, Member-at-Large, Production Manager, San Diego
Symphony
DocuSign Envelope ID: 95A2B5F2-D0F7-45B0-8B55-844F3656784B