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HomeMy WebLinkAbout2022-02-03; Arts Commission; ; Approval of the Fiscal Year 2022-23 Community Arts Grants Guidelines Meeting Date: Feb. 3, 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: Approval of the Fiscal Year 2022-23 Community Arts Grants Guidelines District: All Recommended Action Staff recommends approval of the following five revisions to the Fiscal Year 2022-23 Community Arts Grants Guidelines. Executive Summary Cultural Arts Manager Schultz and Community Arts Grants Coordinator Kim will review the updates to the Fiscal Year 2022-23 Community Arts Grants Guidelines for Arts Commission approval. Discussion On Jan. 6, 2022, the Arts Commission approved the program updates to the Community Arts Grants program. As a result, the following updates have been included in the Fiscal Year 2022-23 Community Arts Grants Guidelines for Arts Commission approval: 1. Adding the option for required grantee final reports to be fulfilled with optional 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; grantees will still be required to submit a final project budget form for review and approval; 2. Adding a new 2-year grant funding opportunity for arts projects; for arts organizations with a minimum 5-year established Community Arts Grants funding history; 3. Including the new categories, Emerging Artists or Arts Organizations; including definitions and eligibility requirements; 4. Specifying that organizations/artists can only apply to one category per fiscal cycle; 5. Aligning guidelines 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. In the attached exhibit, all changes have been highlighted for ease of review. ARTS COMMISSION Staff Report Staff will provide a report to the Arts Commission after the conclusion of the Fiscal Year 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 Upon Arts Commission approval of the updates to the Fiscal Year 2022-23 Community Arts Grants Guidelines, staff will advance the Community Arts Grants program for Fiscal Year 2022-23. MEETINGS ACTION February 3, 2022 Approval of the updated FY 2022-23 Community Arts Grants Guidelines March 7, 2022 Fiscal Year 2022-23 grant cycle opens; discuss Arts Commission panelist recommendations (March 3, 2022 Arts Commission meeting) May 2, 2022 Application Closes June 23, 2022 Arts Commission application review period begins July 7, 2022 FY 2022-23 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 available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1. Draft copy of the Fiscal Year 2022-23 Community Arts Grants Guidelines FISCAL YEAR 2022-23 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 2018 Arts & Culture Master Plan. The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural programming that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. Our mission supports the City of Carlsbad Community and Organizational values: • Provide inclusive opportunities for arts, culture and experiences for Carlsbad students and residents; reducing/eliminating barriers for participation; • 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 artists, arts organizations and programs in Carlsbad; • Celebrate Carlsbad as an exciting, vibrant and creative destination for residents and visitors alike, and; • Acknowledge indigenous land and cultural awareness in the Carlsbad community. FISCAL YEAR 2022-23 OVERVIEW The updated Fiscal Year 2022-23 guidelines reflect national grantmaking trends and best practices and supports funding for artists and arts organizations in Carlsbad and surrounding areas. Updates have been approved by the City of Carlsbad’s Arts Commission on January 6, 2022. Important dates for the Fiscal Year 2022-23 grant cycle application are as follows: Applications open: Monday, March 7, 2022 Applications due: Monday, May 2, 2022 Arts Commission Funding Plan review & approval: Thursday, July 7, 2022 Funding Cycle begins Thursday, September 1, 2022 All projects must be completed by August 31, 2023 Applications will be submitted online at www.carlsbadca.gov/artsgrants • Total funding available for the Fiscal Year 2022-23 cycle is $106,480 • All projects must be completed by August 31, 2023 • All final reports are due within 30 days of the completion of the event or September 30, 2023, 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 requirements, including mandated COVID-19 protocols, 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. ELIGIBILITY • All organizations, including fiscal agents and school-affiliated groups, must be determined to be not-for-profit, tax-exempt organizations by either the Internal Revenue Service or the California State Franchise Tax Board and must have a complete Statement of Information with the California Secretary of State. The Statement of Information must be filed within the first 90 days of filing the Articles of Incorporation, after which a Statement of Information is due every two years (every odd year or every even year based on year of initial registration) o Applicants will be required to provide a Federal Employer Identification Number (or Federal Tax ID #), assigned by the Internal Revenue Service. No other form of verification will be accepted. The City of Carlsbad will use GuideStar’s Charity Check to verify status. o Organizations must have a tax-exempt status from federal income tax under Section 501(c)(3) of the Internal Revenue Code and must qualify as a charitable organization under Section 170(c) of the Internal Revenue Code of 1986 as amended. o Educational Institutions are not required to obtain this status and are still eligible to apply. • 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, and; o the school must act as the applying party. GUIDELINES APPENDICES • Appendix 1 – Frequently Asked Questions (FAQ) • Appendix 2 – Ineligible Organizations and Activities • Appendix 3 – Sample Budget • Appendix 4 – Sample Community Arts Grants 2022-23 Agreement FISCAL YEAR 2022-23 FUNDING CATEGORIES Funding is structured by classification of each organization, then according to available categories. Applicants may only apply to one category per grant cycle: • Arts Organizations (including Fiscal Agents of Organizations or Individual Artists) o Capacity Building - $5,000 maximum award per year o Arts Projects - $5,000 maximum award per year • Emerging Arts Organizations (NEW) - $5,000 maximum award • Emerging Artists (NEW) - $5,000 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 established for at least than 3 years as of January 1, 2022 • Applicants may only submit one application per funding cycle and cannot apply to multiple categories • Arts Organizations with an established minimum 5-year Community Arts Grants arts project award history may apply for a 2-year arts project funding opportunity • Organizations that awarded 2-year arts project grants will be ineligible to apply again for at least one (1) fiscal year. After the one (1) fiscal year hiatus, the organization will be eligible to apply again for another Community Arts Grants funding opportunity 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 • The applicant/organization must also be focused all or in part on how the Capacity Building project will benefit the City of Carlsbad; the number of anticipated residents served will need to be indicated in your funding application • 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; all conferences must be held locally within the County of San Diego; virtual options will be acceptable ARTS ORGANIZATIONS – ARTS PROJECTS • Arts Projects grants have a maximum award of $5,000 • 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 (including COVID- 19 mandates and protocols) are met as outlined by state, county, local or other governmental bodies. • Virtual events replace programs or projects that normally would have been held in-person in Carlsbad • Arts Project grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Arts Organizations with an established minimum five (5) year Community Arts Grants arts project award history may apply for a 2-year arts project funding opportunity o The 2-year arts project grants are available for more established arts organizations that receive Community Arts Grants funding for projects that have been consistently similar year after year o A final report and budget will still be required after the completion of the 2-year arts project and this report (including final budget) will be required for final payment. o Organizations that awarded 2-year arts project grants will be ineligible to apply again for at least one (1) fiscal year. After the one (1) fiscal year hiatus, the organization will be eligible to apply again for another Community Arts Grants funding opportunity. - - • 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 ARTS ORGANIZATIONS – EMERGING (NEW) • Emerging Arts Organizations - $5,000 maximum award • Arts Organization must be based in Carlsbad • Grants for smaller non-profit organizations that are relatively new to the non-profit community • Must have a non-profit 501(c)(3) status of three (3) years or less; o If 501(c)(3) status has not been attained, please provide proof of acting in a manner similar to that of a nonprofit including an established mission, an advisory committee or a board of directors, and a history of activities directly related to the purpose of eligibility to attain a non-profit status o Additionally, emerging arts organizations aspiring to a non-profit status must apply through a fiscal agent o 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 • Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad • Projects must be representative of at least one of the following mediums/forms of artistic expression; o Dance o Original music composition/lyrics o Spoken word/poetry o Visual Arts that utilizes sustainable or recycled materials EMERGING ARTISTS (NEW) • Emerging Artists - $5,000 maximum award • This program will support artists, 18 years of age and older, at key moments in their careers, elevating their capacity for continued contribution to the arts • Artists must be based in Carlsbad and artists must apply through a fiscal agent • Artists must obtain three (3) letters of support to be included in the application; these support letters will be considered by grant panelists when scoring applications • Artists with less than three (3) years of professional experience in their chosen artistic field and preferably working with a mentor • Intended to support those artists who show significant potential, yet are under-recognized and can include those; o Has specialized training in the arts o Has experience in a peer-reviewed gallery or performance space and/or received media reviews o Committed to devoting more time to artistic activity, when possible financially • Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad • Projects must be representative of at least one of the following mediums/forms of artistic expression; o Dance o Original music composition/lyrics o Spoken word/poetry o Visual Arts that utilizes sustainable or recycled materials - - - EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS Requests are only available to non-profit schools or school-affiliated groups 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 • Projects may be presented virtually or in person ONLY if all health and safety requirements (including COVID-19 mandates and restrictions as outlined by state, county, local or other governmental bodies) are met • Virtual events replace programs or projects that normally would have been held in-person 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 APPLICANT INFORMATION FISCAL YEAR 2022-23 PROGRAM SCHEDULE March 7, 2022: FY 2022-23 Application Opens: application link will be available at www.carlsbadca.gov/artsgrants March 21, 2022: Applicant Workshop @ Cole Community Room (virtual if necessary): registration information at www.carlsbadca.gov/artsgrants March 23, 2022: Applicant Workshop @ Cole Community Room (virtual if necessary): registration information at www.carlsbadca.gov/artsgrants April 11, 2022: Applicant Workshop @ Gowland Meeting Room (virtual if necessary): registration information at www.carlsbadca.gov/artsgrants April 13, 2022: Applicant Workshop @ Gowland Meeting Room (virtual if necessary): registration information at www.carlsbadca.gov/artsgrants May 2, 2022: Application Deadline: applications must be submitted electronically by 11:59 p.m. May – June 2022: Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals. July 7, 2022: Funding plan presented to Arts Commission for review and approval July 11, 2022: Begin notifications/DocuSign agreements (any applicant that receives less than 50% of requested amount will be required to complete a Revised Project Form) September 1, 2022: Deadline for DocuSign agreement completion; First payments of awards are disbursed, and all projects commence August 31, 2023: FY 2022-23 Funding Cycle ends September 30, 2023: All FY 2022-23 Final Reports are due. Grantees must complete a Final Report within 30 days of program end date or by Sept. 30, 2023, whichever comes first. APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS Application information and links will be available on the Community Arts Grants webpage, including tutorials for the online Cultural Arts application portal. Additionally, the following resources will be available for applicants in the 2022-23 cycle. These offerings are highly recommended for new applicants: • Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application and procedures • General one-on-one appointments – Applicants may be able to schedule a 20-minute appointment with grant program staff to answer questions about the process, application or other topics. These appointments will be dependent on staff capacity and availability and all applicants are required to have attended at least one applicant workshop prior to the appointment. To schedule a one-on-one appointment, please visit the Community Arts Grants webpage. • Application review appointments – Applicants may request applications to be reviewed by Cultural Arts Office staff for general feedback as staff time allows. These appointments will be available on a limited basis and not all requests can be honored. All appointments must be made no later than April 15, 2022. To schedule an application review session, please visit the Community Arts Grants webpage. o Please note that staff will review applications for effective and impactful delivery of information, as well as to ensure completeness and clarity of information provided. Staff will not be providing feedback on content, programming or other project details. PANEL REVIEW AND SCORING OF APPLICATIONS Submitted applications are reviewed and scored by a virtual peer panel consisting of local and regional artists and arts professionals. The panelists will create a funding plan for review and final approval by the Carlsbad Arts Commission. SCORING RUBRIC FOR ALL CATEGORIES (EXCEPT EMERGING ARTISTS) Application scores will be on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will be asked to undertake the following scoring recommendations and directives: • Panelists will score applications on how closely the project(s) achieve these goals of each category • Panelists will be asked to convene together to discuss the merits of each application • Panelists will recommend funding award amounts; award amounts are determined via a formula that takes into consideration the total amount of available funds, the average scores of the applicants and the percentage of the requested award amount to be funded based on the scores Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) (10 points) o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents o Provide arts education and lifelong learning opportunities for all ages • Community Impact (30 points) o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and North San Diego County o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations o Encouragement of programs that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. • Management Capability (10 points) o Support and develop organizational strength and capacity of Carlsbad arts organizations o Encourage new & emerging arts programs and organizations in Carlsbad SCORING RUBRIC FOR EMERGING ARTISTS CATEGORY Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) (10 points) o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents o Provide arts education and lifelong learning opportunities for all ages • Community Impact (30 points) o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and North San Diego County o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations o Encouragement of programs that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. • Three (3) Letters of Support (10 points) o Three (3) letters of support will be reviewed by panelists and should include:  The context of the relationship with the artist;  Likelihood for success, and;  Why the artist should be recommended for funding OTHER REVIEW AND SCORING INFORMATION • Cultural Arts Office staff will review applications after the deadline to deem eligibility to be forwarded to the scoring panelists and will determine whether the financial health and sustainability of the organization is eligible • Any application deemed eligible and forwarded to scoring panelists 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 and signature forms. Projects cannot commence until the DocuSign agreement has been completed. Failure to return signed agreement within this timeline may affect the current cycle award, or future application eligibility. Please see appendix 4 for a sample Community Arts Grants 2022-23 agreement. 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. Agreements for Emerging Artists, Individuals or Arts Organizations applying through a fiscal agent must be signed by two (2) officers listed on the fiscal agent 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 yourself or 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. Educational Institutions will need a completed Signature Verification Form to be completed by the school site principal and school district representative (i.e. Assistant Superintendent) in addition to the DocuSign agreements. School-Affiliated Groups (i.e. school booster groups) will require the same signature requirements as non-profit 501(c)(3) organizations. All approved organization signors will receive an agreement packet, which will include instructions and agreement language. All agreements must be signed and submitted per instructions within 30 days of receipt. Any applicant that has received funds during a previous funding cycle will not receive their FY 2022-23 Community Arts Grants agreement until the previous agreement requirements are completed and approved by staff. 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/or broadcast promotions • The following acknowledgement along with a City of Carlsbad Cultural Arts logo must appear on all printed and electronic materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.” This logo is available on the Community Arts Grants webpage or upon request. • 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 FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests. Grantees will have an option to replace digitally submitted final reports with in-person site visits and/or interviews. Dependent on current health and safety requirements (including COVID-19 mandates and protocols) as outlined by state, county, local or other governmental bodies, these interviews and site visits may be conducted by Cultural Arts Office staff with possible participation by Arts Commissioner(s) as available or appropriate to the perimeters of each grant. Grantees may still opt to submit online final reports in consultation with staff. However, grantees will still be required to submit final budget forms digitally for staff review and approval. If a grantee opts for this in-person final report submission option, all requests require prior staff consultation and approval. All final reports are due within 30 days of the completion of the event or September 30, 2023, whichever comes first, in order to receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement. 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. 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. • Applicants may only apply to one category per funding cycle. • Per Community Activity Funding Council Policy 51, organizations 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. OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: Carlsbad Arts Commission meetings are public and held the first Thursday of every month 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 APPENDIX 1: COMMUNITY ARTS GRANTS FAQ • Are there any organizations that are 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, or; o Organizations who have received money or donated city services from other City of Carlsbad sources for the current fiscal year are not eligible to apply for a Community Arts Grant • Can I apply to more than one category? o Unlike previous grant cycles, artists and organizations may only apply to ONE category per fiscal year grant cycle. • What projects are eligible for the “Emerging” categories? o Projects must be representative of at least one of the following mediums/forms of artistic expression;  Dance  Original music composition/lyrics  Literature/Spoken word/poetry  Visual Arts using sustainable or recycled materials • What is the new 2-year grant opportunity for arts projects and what are the eligibility requirements? o Arts Organizations with an established minimum five (5) year Community Arts Grants arts project award history may apply for a 2-year arts project funding opportunity. The 2-year grants are available for more established arts organizations that have received Community Arts Grants funding for arts projects that have been consistently similar year after year. o This opportunity is not applicable for the Educational Institutions and Affiliated Groups category for this Fiscal Year 2022-23 cycle. • What is an example of the new 2-year grant opportunity? o For example, Organization A has been a Community Arts Grants arts project award recipient for five (5) continuous years. Each year, Organization A has been awarded $5,000 to fund a theatrical performance in a Carlsbad venue, but only the production and dates change year to year. If Organization A applies for (and is awarded) a 2-year arts project funding opportunity grant, Organization A will receive $5,000 for year one, then another $5,000 for year two. The year two award will be distributed after the completion of a year one progress report. o A final report and budget will still be required after the completion of the 2-year arts project and this report (including final budget) will be required for final payment. o Organizations that awarded 2-year arts project grants will be ineligible to apply again for at least one (1) fiscal year. After the one (1) fiscal year hiatus, the organization will be eligible to apply again for another Community Arts Grants funding opportunity. • What is an “Emerging Artist?” o Artists who are at key early moments in their careers, elevating their capacity for continued contribution to the arts and are committed to devoting more time to artistic activity, when possible financially. o Artists who self identifies as emerging and show significant potential yet are under-recognized. • Is there an age limit for the Emerging Artists category? - o Yes. Artists must be 18 on or before application deadline. • Do applicants for the Emerging Artists category need a fiscal agent? o Yes. Emerging Artists must apply through a fiscal agent. If the applicant does not have one, staff may assist the applicant with finding a local established 501(c)(3) that is willing to partner with the artist. • What arts organizations qualify to apply in the Emerging Arts Organization category? o Arts Organization must be based in Carlsbad o Must have a non-profit 501(c)(3) status of three (3) years or less; o If 501(c)(3) status has not been attained, please provide proof of acting in a manner similar to that of a nonprofit including an established mission, an advisory committee or a board of directors, and a history of activities directly related to the purpose of eligibility to attain a non-profit status o Additionally, emerging arts organizations aspiring to a non-profit status must apply through a fiscal agent • Is attendance required for the workshops and information sessions? o Although these workshops are not required, it is highly recommended and encouraged for new applicants and those applying in the “Emerging” categories. It is an opportunity for staff to guide and assist applicants who are new to the Community Arts Grants program. • 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. After panelist scoring, panelists will create a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding (or donated city services) from the 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 Community Arts Grants funding. o Any organization receiving donated city services form other city sources are ineligible to receive Community Arts Grants funding. • Can one school site apply for multiple Educational Institutions (or 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 department, theatre department) will be taken into consideration. APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES The City of Carlsbad will NOT award Community Arts Grants to: • Organizations receiving money or donated city services from other city sources (including CDBG) for the current fiscal year • For-profit organizations, schools and businesses • Organizations and/or affiliates that are directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for public office • 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: • Fundraising expenses • Consultants who are members of an applicant’s staff or board • Political campaigns or lobbying activities • Payments to students • Endowments or endowment campaigns • Scholarships, fellowships or tuition assistance • Costs incurred before the start of the funded project or outside the funding period • 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 • Private foundations or other re-granting organizations • Religious or doctrinal purposes, although faith-based organizations may apply for program support • 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 Approval of the Fiscal Year 2022-23 Community Arts Grants Guidelines Richard Schultz, Cultural Arts Manager Mimi Kim, Community Arts Grants Coordinator February 3, 2022 NORTH COUNTY ARTS - NETWORK {'city of Carlsbad Cultural Arts TODAY’S PRESENTATION •Review 2022-23 cycle timeline •Review highlights of revisions for 2022-23 Guidelines •Arts Commission approval of the Fiscal Year 2022-23 Community Arts Grants Guidelines and timeline •Next steps {'city of Carlsbad Cultural Arts 2022 FEBRUARY 3, 2022 FY 2022-23 Guidelines Arts Commission review and approval MARCH 7, 2022 FY 2022-23 grant cycle opens; receive Arts Commission panelist recommendations JULY 7, 2022 FY 2022-23 Community Arts Grants Funding Plan Arts Commission approval MAY 2, 2022 FY 2022-23 Applications Due SEPTEMBER 1, 2022 FY 2022-23 grant cycle begins FY 2022-23 GRANTS TIMELINE 0 0 0 0 0 C cicyof Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS New Emerging Arts Organization category ($5,000 maximum award) •Projects must take place in Carlsbad •Projects must represent: o Dance o Original music composition/lyrics o Spoken word/poetry o Visual arts utilizing sustainable or recycled materials ( City of Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS Emerging Arts Organizations: •Must have a non-profit 501(c)(3) status of three (3) years or less •If 501(c)(3) status has not been attained: o Must apply through a fiscal agent o Establish a mission o Advisory committee or board of directors o History of activities directly related to the purpose of eligibility to attain a non-profit status ( City of Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS New Emerging Artist category ($5,000 maximum award) •Artists based in Carlsbad •Projects must represent: o Dance o Original music composition/lyrics o Spoken word/poetry o Visual arts utilizing sustainable or recycled materials ( City of Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS Emerging Artists: •Artists must obtain three (3) letters of support •Artists with less than three (3) years of professional experience •Intended to support artists demonstrating significant potential yet under-recognized; o Has specialized training in the arts o Has experience in a peer-reviewed gallery or performance space and/or received media reviews o Committed to devoting more time to artistic activity, when possible financially ("city of Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS Diversity, Equity and Inclusion Statement: “The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural programming that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status.” ("city of Carlsbad Cultural Arts FY 2022-23 GUIDELINES HIGHLIGHTS Goals: •Provide inclusive opportunities for arts, culture and experiences for Carlsbad students and residents •Reducing/eliminating barriers for participation •Acknowledge indigenous land and cultural awareness in the Carlsbad community ( City of Carlsbad Cultural Arts PROPOSED ACTION Approval of the Fiscal Year 2022-23 Community Arts Grants Guidelines and Timeline {'city of Carlsbad Cultural Arts NEXT STEPS Staff will advance the Community Arts Grants Program for Fiscal Year 2022-23 Staff to provide a report to the Arts Commission at the conclusion of 2022-23 cycle to monitor updates 0 0 ( City of Carlsbad Cultural Arts QUESTIONS C Cityof Carlsbad Cultural Arts