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HomeMy WebLinkAbout2022-01-06; Arts Commission; ; COMMUNITY ARTS GRANTS PRIORITIES FOR FISCAL YEARS 2022-23 AND 2023-24Meeting Date: Jan. 6, 2022 To: Arts Commission From: Richard Schultz, Cultural Arts Manager Mimi Kim, Community Arts Grants Coordinator Staff Contact: Richard Schultz, Cultural Arts Manager, richard.schultz@carlsbadca.gov Mimi Kim, Community Arts Grants Coordinator, mimi.kim@carlsbadca.gov Subject: Community Arts Grants priorities for fiscal years 2022-23 and 2023-24 District: All Recommended Action Staff recommends approval of the priorities to the Community Arts Grants program for fiscal years 2022-23 and 2023-24. Executive Summary Cultural Arts Manager Schultz and Community Arts Grants Coordinator Kim will review the staff recommended update to the priorities of the Community Arts Grants program for fiscal years 2022-23 and 2023-24 and request the Arts Commission’s consideration and approval. Discussion As a result of staff research of grantmaking trends and discussion with Arts Commissioners during the November and December 2021 Arts Commission meeting, staff recommends the following updates to the Community Arts Grants program for fiscal years 2022-23 and 2023-24 to include: 1.Add an option for required grantee final reports to be fulfilled with in-person site visits and final report interviews conducted by staff with participation by Arts Commissioners as available or appropriate to the perimeters of each grant while still requiring submission of a final project budget form from grantees; 2.Create a new two-year grant funding opportunity for arts projects or programs for arts organizations initially for organizations within Carlsbad; 3.Revise application length and the number of questions to better align with different funding levels; 4.Revise categories to include Emerging Artists or Arts Organizations starting in the 2022-23 cycle; 5.Revise guidelines to specify that organizations/artists can only apply to one category per fiscal cycle; 6.Revise Community Arts Grants policy to align with the Community Activity Funding Council Policy 51 which states that organizations cannot receive money, or donated city services from other city sources for the current fiscal year, and; Jan. 6, 2022 Item #1 Page 1 of 18 ARTS COMMISSION Staff Report 7. Implement the proposed changes to the Arts Organizations and Capacity Building categories in the 2022-23 cycle and to the Educational Institutions or Affiliated Groups category in 2023-24 cycle. Please note that the Arts Commissioners may opt to approve any one of the following options: • Approve all the staff recommended updates. • Approve a partial selection of updates. • Approve to keep the current grant structure in place with no changes. Staff w ill provide a report to Arts Commission after the conclusion of the FY 2022-23 cycle to monitor the outcome of any revisions and updates to the Community Arts Grants program. Fiscal Analysis No additional city funding is being requested at this time. Next Steps Staff w ill implement proposed updates and revise the Community Arts Grants guidelines for the Arts Organizations and Capacity Building categories in the 2022-23 cycle and to the Educational Institutions or Affiliated Groups category in 2023-24 cycle. Arts Commissioners will preview the revised guidelines at the February 2022 Arts Commission meeting for approval. MEETINGS ACTION January, 2022 Approval of the revised priorities to the Community Arts Grants program for fiscal years 2022-23 and 2023-24 February, 2022 Approval of the updated FY 2022-23 Community Arts Grants Guidelines March, 2022 FY 2022-23 grant cycle opens; Arts Commissioners may suggest panelist recommendations by March 11, 2022 July, 2022 Community Arts Grants Funding Plan Approval Public Notification Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was avai lable for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1. Community Arts Grants Guidelines FY 2021-22 2. Community Activity Funding Council Policy 51 Statement Jan.6,2022 ltem#1 Page 2 of 18 Page 1 of 8 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. Jan. 6, 2022 Item #1 Page 3 of 18 EXHIBIT 1 Page 2 of 8 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 Jan. 6, 2022 Item #1 Page 4 of 18 Page 3 of 8 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 Jan. 6, 2022 Item #1 Page 5 of 18 Page 4 of 8 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 Jan. 6, 2022 Item #1 Page 6 of 18 Page 5 of 8 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 Jan. 6, 2022 Item #1 Page 7 of 18 Page 6 of 8 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. Jan. 6, 2022 Item #1 Page 8 of 18 Page 7 of 8 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 Jan. 6, 2022 Item #1 Page 9 of 18 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 Jan. 6, 2022 Item #1 Page 10 of 18 FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS -PROJECT BUDGET INFORMATION Applicant: PR OJECT INCOME (1) E 0 u C "C (1) C .... ro w Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income (1) E 0 u C "C (1) C .... ro (1) C ::::> Private Individual Public Su pport Applicant Cash CAG Request Amount Other ,/ I $ $0 $ I/~ PROJECTED -APPLICATION Notes / Subtotal Earned Income .... Notes ' r~~ r_~ ~" <:( ~~ . ~~~ V Amount requested through Fiscal Year 201-22 Community Arts Grants I ( ) r? Other ( If J~~ Subtotal Unearned Income $0 ) Subtotal Unearned Income INCOME TOTALSI $0 ! Jan.6,2022 ACTUALS -FINAL REPORT $ Notes - 1nJ 0 \ V/ /) " 1,~ "-~/ ~ 1,~ ~ $0 V' $ Notes "' ' > Amount received through Fiscal Year 2021-22 Community Arts Grants $0 ! $0 ! ltem#1 Page 11 of 18 Applicant: FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) ~ Project Art ist(s) or Arts (~//I\ lnstructor(s) / '-" "~ "'<-// Educational Materials/Print ing Costumes/Props ~ ""' I~ --- Sets ~Ir '\ \\ V Supplies ~~ ) ) - Licensing/Royalties r~~"' ,< Rentals (space and/or other) ~~ ~> ~ Transportation (( ~~ ~~~ V Food & Beverage Marketing/Promotion/ ◄lf7A~ V Publicity - Fiscal Agency Fee /4 I> v(()r/ Other ( ( I~ "\"--/ Other "-= I/ ) ; Other /. / Jan.6,2022 ~ ltem#1 Page 12 of 18 Page 1 of 5 Council Policy Statement Category: COMMUNITY ACTIVITY FUNDING Specific Subject: Process for Funding Community Activities PURPOSE: To establish the process for distributing funds for community activities, special events, support for winning teams, and community spirit activities. BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various programs that enrich Carlsbad residents and visitors, and/or assist in enhancing their quality of life. POLICY: 1.It is the policy of the City of Carlsbad to allocate funds for “start-up costs” to initiate new programs/ideas/organizations that provide for community activities or enhancements within Carlsbad, or to celebrate community accomplishments and spirit. The program is not intended to fund ongoing services/programs. There are four (4) funding programs available under this Council policy: Community Activity Grants, Special Event Grants, Winning Team Grants, and Community Spirit Grants. A description of each program and its related eligibility criteria is provided below. 2.The Grant Funding shall have the following term limits per organization: A.Community Activity Grants: An organization may receive no more than one grant per year for up to a maximum of three (3) years. After three (3) years, the organization will be ineligible for any type of funding from the City, including these grant funds, for at least two (2) years. After a two (2) year hiatus from receiving city funding, an organization will be eligible to again apply for and may receive this Grant funding for an additional two (2) years maximum. This grant will provide no more than five (5) years total of funding for an organization. B.Special Event Grants: An organization may receive no more than one (1) special event grant per year and may receive no more than five (5) years of grants total with cash assistance being provided for no more than three (3) of those years and grants for in-kind city assistance to pay for city services/facilities for special events permitted for each of the five (5) years. C.Winning Teams Grants: A team may receive no more than one (1) grant per year for a national championship competition as defined below. Policy No. 51 Date Issued: December 4,2012 Effective Date: December 4, 2012 Resolution No. Cancellation Date: Supersedes No. May 10, 2011 Jan. 6, 2022 Item #1 Page 14 of 18 EXHIBIT 2 .df~_A C I Ty O F W cARLSBAD Policy No. 51 Page 2 of 5 D. Community Spirit Grants: An organizer/organization may receive no more than one (1) grant per year for an event which reflects community pride or community spirit to help others within the community as defined below. 3. The organization cannot receive money, or donated city services from other city sources (including CDBG) for the current fiscal year to receive one of the above noted grants. 4. All awarded grants will be disbursed on a reimbursement basis only, and will be subject to compliance with an agreement or letter of agreement approved by the City Manager or designee. The reimbursement shall be based on actual costs with receipt and proof of payment required from the applicant. 5. Community Activity Grants – Criteria and Process A. These grants provide funding for enrichment programs for the community and/or for physical or other neighborhood enhancements within Carlsbad, with the exception that the following will not be eligible: 1) social service programs; 2) programs sponsored by educational institutions; and 3) a program that conflicts or is in competition with a city program. B. City funding shall be awarded to fund approved program/project costs only. The City funds shall not be used for operational reserves for the applicant or for future year programs/projects. The City funds received by the applicant may also not be used for donations to other organizations. C. The City Council will annually determine the amount of funds to be budgeted for Community Activity Grants. This amount shall include the interest earned on the initial $1 million set-aside for said fund, but may also include additional general funds at the discretion of the Council. D. Once the budget is adopted by the Council, interested groups will be notified of the application process to request said grants. E. The application process will consist of the following: i. Completion of city application for funds. ii. Review by city staff and a Citizens’ Advisory Committee. iii. Recommendations submitted by Advisory Committee to City Council. iv. Action by City Council to approve, modify, or disapprove the request. F. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: one representative from each quadrant of the city, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. G. The review panel will consider the provision of matching funds from other sources in evaluation of the applications. Every effort should be made by the applicant to leverage the city funds to develop a long term funding plan for the proposed project/program; this effort shall be evaluated by the advisory committee in evaluating the funding priorities for these funds. 6. Special Event Grants – Criteria and Process A. These grants provide city funding for startup costs related to new Special Events (as defined below) held within the city that have a citywide interest; and shall be available to a recognized 501(C)(3) non-profit organizations, or to an organized all-volunteer, Carlsbad- Jan. 6, 2022 Item #1 Page 15 of 18 Policy No. 51 Page 3 of 5 based group on a reimbursement basis of actual costs only. B. For the purposes of this grant, a “special event” shall be defined as set forth in Chapter 8.17 of the Carlsbad Municipal Code (Special Event Ordinance), with the exception that the following “special events” shall not be eligible for this grant: i. Events hosted by a commercial enterprise for profit and/or fundraiser purposes. ii. Regularly offered programs, activities or events. iii. Any event held for primarily a political or religious benefit or other similar purpose, which in the opinion of the City Attorney constitutes an unlawful use of public funds. C. Special fundraising events shall be eligible if: i. The event is hosted and coordinated by an all-volunteer, Carlsbad-based organization, and provided further that City grant funds are used only for direct costs of the event and no staff of the organization is paid for working the event, other than short-term consultants or contractors that are directly necessary for holding the event; and ii. The event is held to raise funds for a Carlsbad-based (located) organization with a community-wide benefit and no cash funds are provided directly to individuals or families; the benefit must be to an organization providing services to the larger Carlsbad community. D. Such grants can be requested any time of the year, and may not exceed $10,000 for a single grant in a year. E. Grant requests for cash assistance shall not exceed 20 percent of the total estimated event cost; total estimated event costs shall not include valuations for volunteer hours for planning or implementing the event or in-kind city services, and may not include payment or reimbursement for applicant-provided resources, such as office space, staff and other operational expenses. Total costs shall include expenses to be paid directly by the organizer to third party vendors. F. A “new event” is defined as an event that has been newly established and has been initially developed within no more than three years of the date of the first grant request to the City. A change of location does not classify the event as “new” for the purposes of eligibility for this grant. G. Grant applications shall be submitted no less than 60 days prior to the event to allow for adequate processing time by the City. H. All approved grants will be funded from the City Council’s contingency account. An annual appropriation maximum shall be set by the City Council at its discretion. I. The City Manager, or designee, is authorized to approve grants up to $5,000 , and the Finance Director shall be authorized to appropriate said funds from the City Council’s general fund contingency account. The City Council shall approve grants over $5,000. J. The application process will consist of the following: i. Completion of a permit application for the special event (if applicable). ii. Completion of a Special Event Grant supplemental application. iii. Administrative review and tentative support/approval of special event by special events committee (if applicable). iv. Approval of grant by City Manager, or designee, if the grant request is $5,000 or less. Approval of grant request and appropriation of funds by City Council, if the grant request exceeds $5,000. 7. Winning Teams Grants Jan. 6, 2022 Item #1 Page 16 of 18 Policy No. 51 Page 4 of 5 A. These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. To be eligible for these grants, the team(s) must advance through a series of competitive levels, earning the right to compete at a national or international level. Exhibition only or non-competitive events are not eligible for this grant. Additional eligibility requirements are provided below. B. Such grants can be requested any time of the year. C. Grant requests should not exceed 20 percent of the team’s total travel cost; team costs may include participants and coaches. Eligibility does not extend to the family members or other individuals accompanying the team. Eligible travel costs include: airfare, lodging, entry fees, and food for the team. D. These requests will be funded from City Council’s contingency account. E. Eligibility requirements are: i. The participants are all 18 years of age or under. ii. The group or team is an organized non-profit corporation or unincorporated association. iii. The request for funding must be made prior to the date of the national or international event. iv. At least 90 percent of the participants in the team or group are residents of Carlsbad; or, if the team is participating on behalf of a local school, the private or public school shall be physically located within the boundaries of the City of Carlsbad. F. The application process will consist of the following: i. Written request to the Housing and Neighborhood Services Director. ii. Administrative review by the Housing and Neighborhood Services Director, or designee to determine the eligibility for a grant. iii. Consideration and approval of grant by the City Manager, or designee, if the grant is $5,000 or less. The teams approved for an administrative grant will be recognized by the City Council at a public meeting following the competitive event. iv. Consideration and approval of grant request funding by the City Council if the grant request exceeds $5,000. 8. Community Spirit Grant A. These grants shall provide city funding for events that contribute towards a vibrant community and strengthen the residents’ quality of life by demonstrating community pride or spirit to help others or celebrate the community. B. Grants to be utilized for in-kind city services only, ineligible costs include: operations, ongoing projects and capital costs; no cash assistance available under this grant program. C. Recognized non-profit or donor driven charitable organizations are grant eligible. Activities include: parades and charitable initiatives directly benefitting Carlsbad residents. D. Fundraising events are not eligible for this grant. E. Such grants can be requested at any time of the year, one grant per organization per year. F. All approved grants will be funded from the City Council’s General Fund contingency account. G. The application process will consist of the following: i. Written request to the Housing & Neighborhood Services Director. ii. Administrative review by the Housing & Neighborhood Services Director, or designee, for grant eligibility and confirmation of a special event permit application (if applicable). Jan. 6, 2022 Item #1 Page 17 of 18 Policy No. 51 Page 5 of 5 iii. Consideration and approval of grant funding (for in-kind/city services only) by the City Manager, or designee, if grant request is for $5,000 or less. iv. Consideration and approval of grant funding (for in-kind/city services only) by the City Council if grant request exceeds $5,000. 9. This policy may be amended as necessary and appropriate by the City Council. Jan. 6, 2022 Item #1 Page 18 of 18