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Home My WebLink AboutCarlsbad High School Band Boosters; 2023-02-01; PSALCA-23065CA1 PSALCA-23065CA 2022-2023 GRANT AGREEMENT FOR Carlsbad High School Band Boosters This agreement, is made on the _____ day of ______________________________, 20___ , by Carlsbad High School Band Boosters (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 2022-2023 Community Arts Grants Program in an amount not to exceed three thousand three hundred seventy- five dollars ($3,375) (“Grant.”) The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”). Project Title: Funding for Auxiliary Musical Coaching Staff 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 execution date of this Agreement and expiring on September 30, 2023. 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 2022-23 Community Arts Grants Guidelines, all grant funds are eligible to be used from January 3, 2023 through August 31, 2023. Any extension of fund use must be requested in writing at least 30 days prior to the end of the original agreement or sooner to allow time for written amendment and approval in writing by City. Extension of Community Arts Grants 2022-2023 funds may render that organization ineligible to apply for or receive additional funds as part of the subsequent Community Arts Grants 2022-2023 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 2022-23 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 shall 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, as specified in the Fiscal Year 2022-23 Community Arts Grants Guidelines. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA February1st 23 2 PSALCA-23065CA 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. 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 will inform City Staff in writing within ten (10) working days of the decision to implement said change. City may request documentation to support the change, and Grantee agrees to submit to the City, in writing, the proposal requesting modifications 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 shall acknowledge the City’s Grant consistent with the Fiscal Year 2022-23 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 sixty (60) days prior to the event or program. Please initial box to opt-in to promotional opportunities 5. RETURN OF GRANT FUNDS. If City determines that Grantee has failed to comply with the terms and conditions of this Grant Agreement without prior written approval by the City, then, 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 judgment 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 a local health order, 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 2022-23 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, 2023, whichever is earlier. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Cm] 3 PSALCA-23065CA 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. 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 a local health order (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 2022-23 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 thirty (30) 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, 2023. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 4 PSALCA-23065CA 11. COVENANT AGAINST DISCRIMINATION. Grantee will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. Grantee agrees that neither it nor its agents shall discriminate against any clients, prospective clients, employees, prospective employees, contractors, or prospective contractors on the basis of race, color, religion, sex, national origin, age, disability or familial status. 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 High School Band Boosters City of Carlsbad Attn: Michelle Zaloom Cultural Arts Manager Richard Schultz 3557 Monroe Street 1775 Dove Lane Carlsbad, CA 92008 Carlsbad, CA 92011 Carlsbadhsbands.asst.treasurer@gmail.com richard.schultz@carlsbadca.gov 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 \\\ \\\ DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 5 PSALCA-23065CA 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 CHRIS DUVALL, President (Print name/Title) carlsbadhsbands.president@gmail.com (Email address) ATTEST: (Date) **By: (2nd signature here) For SHERRY FREISINGER City Clerk APRIL HOLMAN, Treasurer (Print name/Title) carlsbadhsbands.treasurer@gmail.com (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 CINDIE K. McMAHON, City Attorney By: Deputy / Assistant City Attorney DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 6 PSALCA-23065CA 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 2022-23 Community Arts Grants Guidelines 2. Completed Community Arts Grants 2022-2023 Application 3. Guidelines for Funding Acknowledgement 4. Educational Institutions / Art in Schools – Arts Commission Meeting Minutes dated 11/03/2022 Optional, As Needed 5. Community Arts Grants 2022-2023 – Project Budget Information 6. Community Arts Grants 2022-2023 – Revised Project Form 7. Community Arts Grants 2022-2023 – Revised Project Budget Information DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA FISCAL YEAR 2022-23 COMMUNITY ARTS GRANTS GUIDELINES 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 or veteran status. Our mission supports the following values: •Provide inclusive opportunities for arts & culture 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. 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 were approved by the City of Carlsbad’s Arts Commission on January 6, 2022; the timeline has been adjusted based on staff capacity. •Total funding available for the Fiscal Year 2022-23 cycle is $117,128 •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 WELCOME FISCAL YEAR 2022-23 OVERVIEW Important dates for the Fiscal Year 2022-23 grant cycle application are as follows: Applications open: Monday, August 29, 2022 Applications due: Friday, October 7, 2022 Arts Commission Funding Plan review & approval: Thursday, November 3, 2022 Project/Activity period begins Tuesday, January 3, 2023 All projects must be completed by Thursday, August 31, 2023 Applications will be submitted online at www.carlsbadca.gov/artsgrants DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA • Grantees are asked to remain vigilant and informed of current community health and safety requirements, including mandated 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 grant funds. • 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. • Appendix 1 – Frequently Asked Questions (FAQ) • Appendix 2 – Ineligible Organizations and Activities Project / Activity 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 HEALTH AND SAFETY CERTIFICATION ELIGIBILITY GUIDELINES APPENDICES FISCAL YEAR 2022-23 FUNDING CATEGORIES DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA • Arts Organizations must be registered 501(c)(3) nonprofit organizations established for at least three (3) years as of January 1, 2023. • Applicants may only submit one application per funding cycle and cannot apply to multiple categories. • Arts Organizations with an established minimum five (5) year Community Arts Grants arts project award history may apply for a two (2) year arts project funding opportunity. • Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants funding. 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 • Capacity Building Grants cannot be used for projects that fall under the Arts Project category. Examples of potential projects that cannot be funded 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 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 in person or virtually if health mandates are in place. • Virtual events may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad, pending current community health and safety requirements and following staff review and approval. • Arts Project grants cannot be used for general operating support; awards must be used for specific art project support. • Arts Organizations with an established minimum five (5) year Community Arts Grants Arts Project award history may apply for a two (2) year arts project funding opportunity. o The two (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 two (2) year arts project and must include a final budget for final payment. • Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants funding. ARTS ORGANIZATIONS DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA o Visual Arts that utilizes sustainable or recycled materials • Any partnership between an individual, educational institution or organization must include a letter of agreement from the partnering entities. PROJECTS THROUGH FISCAL AGENT • Individuals or organizations in the process of applying for 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. • Individual artists 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. • Funding Opportunity for One (1) Year Grants only. • 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 yet been attained, please provide proof of acting in alignment with the IRS definition of a non-profit; possessing a nonprofit 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 Literacy/Spoken word/poetry. EMERGING ARTISTS (NEW) • Emerging Artists - $5,000 maximum award. • Funding Opportunity for One (1) Year Grants only. • This program will support artists, 18 years of age and older, at key moments in their careers, elevating their potential for continued contribution to the arts. • Artists with less than three (3) years of professional experience in their artistic field and preferably working with a mentor. • 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. • Intended to support those artists who show significant potential, yet are under-recognized and can include those having: o Specialized training in the arts. o Experience in a peer-reviewed gallery or performance space and/or received media reviews. o Committed to devoting more time to artistic activity, which will be assessed by staff on a case-by-case basis. • 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 utilize sustainable or recycled materials. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 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 - $2,500 maximum award • Project / Activity Opportunity for One (1) Year Grants only 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 may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad, pending current community health and safety requirements and following staff review and approval. • There is no limit to requests by school or district. Consideration will be given to projects of differing disciplines when housed at the same school. • 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 from the partnering entities. EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS - ARTS IN SCHOOLS DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Jan. 3, 2023 Projects/activities period opens Aug. 31, 2023 Projects/activities period closes Sept. 30, 2023 All FY 2022-23 Final Reports are due. Grantees complete a Final Report within 30 days of program end date or by September 30, 2023, whichever comes first. Aug. 29, 2022 FY 2022-23 Application Opens: application link will be available at www.carlsbadca.gov/artsgrants Sept. 6, 2022 Applicant Workshop @ Dove Library, Gowland Meeting Room: information at www.carlsbadca.gov/artsgrants Sept. 7, 2022 Applicant Workshop @ Cole Library, Community Room: information at www.carlsbadca.gov/artsgrants Oct. 7, 2022 Application Deadline: applications must be submitted electronically by 11:59 p.m. Oct. 14-24, 2022 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals Nov. 3, 2022 Funding plan presented to Arts Commission for review and approval Nov. 7 - Dec. 16, 2022 Begin notifications/DocuSign agreements process (any applicant that receives less than 50% of requested amount will be required to complete a Revised Project Form) Dec. 30, 2022 Deadline for DocuSign agreement completion; First payments disbursed within 30 days APPLICANT INFORMATION FISCAL YEAR 2022-23 PROGRAM SCHEDULE DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Application information and links will be available on the Community Arts Grants www.carlsbadca.gov/artsgrants , including tutorials for the online Cultural Arts application portal. Additionally, the following resources will be available for applicants in the 2022-23 cycle. New applicants are highly encouraged to attend: • Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application, and procedures. • New/First-time applicants are encouraged to attend at least one (1) one workshop. • General one-on-one appointments – applicants may be able to schedule a 30-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 applicants are required to have attended at least one applicant workshop prior to the appointment. To schedule a one-on-one appointment, please call the Community Arts Grants office at 442-339-5982. • Application review appointments – applicants may request applications be reviewed by Cultural Arts staff for general feedback as staff time allows. These appointments will be available on a limited basis and not all requests will be fulfilled. All appointments must be made no later than Sept 28, 2022. Staff is available for brief consultation by phone until application period closes. To schedule an appointment, please visit the Community Arts Grants. www.carlsbadca.gov/artsgrants. 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. 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 based 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 the goals of each category. • Panelists may be asked to convene together to discuss the merits of an application. • 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 those scores. Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for informational 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 destination for our community, 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 economic limitations under the Americans with Disabilities Act. 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 the strength of Carlsbad arts organizations. APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS PANEL REVIEW AND SCORING OF APPLICATIONS DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 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.  potential 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 • Applications deemed eligible will be forwarded to scoring panelists and reviewed within the context of the project or program as outlined in the application. • Incomplete applications, or applications with incorrect information, will be deemed ineligible. 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. 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. GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 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 signatories 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 of request. This includes, but is not limited to, agreements, revised project forms, final reports, and financial accounting. PUBLIC ACKNOWLEDGEMENT • Grant recipients must acknowledge the Cultural Arts Office for its support of the project in printed, electronic and/or broadcast promotions. • The following acknowledgment 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 and guidelines for acknowledgment are available on the Community Arts Grants www.carlsbadca.gov/artsgrants or upon request. • Grantees who fail to provide public acknowledgment 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, editing and approval by 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 may 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. Pending any health and safety mandates and protocols as outlined by state, county, local or other governmental bodies, these site visits/ interviews may be conducted by Cultural Arts staff and/or Arts Commissioner(s), as available, and appropriate to the to each grant. Grantees may still opt to submit on-line final reports in consultation with staff. In all cases, grantees will still be required to submit final budget forms digitally for staff review and approval. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA If a grantee chooses to submit an in-person final report, 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. Cultural Arts Office staff are always available to assist applicants. Please contact the Cultural Arts Office at arts@carlsbadca.gov or by phone at 442-339-2090, for one on one appointments please call 442-339-5982. • Once submitted, applications may be moved into a different category at the discretion of Cultural Arts staff. Notification will be made to the applicant. • The City of Carlsbad reserves the right to limit funding amounts to any applicant, regardless of eligibility or panel score, based on fiscal year limitations. • Cultural Arts Office staff actively review and evaluate all aspects of the funding program and process. Updates may occur throughout the funding calendar. Cultural Arts staff will provide information on program updates, to all grantees when they are implemented. • Any 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 the execution of any altered activity. This includes, but is not limited to, changes in purpose, scope, services, target audiences, 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. 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/city-hall/meetings- agendas/boards-commissions/arts-commission ASSISTANCE POLICIES OTHER INFORMATION OTHER INFORMATION DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 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. • 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 for-profit schools and businesses. • 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 two (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 two (2) year arts project funding opportunity. 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 two (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 two (2) year arts project funding 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 the year one progress report. o A final report and budget will still be required after the completion of the two (2) year arts project and this report (including final budget) will be required for final payment. o Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants funding. • 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-identify as emerging and show significant potential as an artist but are under-recognized. • Is there an age limit for the Emerging Artists category? o Yes. Artists must be 18 years of age on or before application deadline. HOW TO APPLY APPLICATION APPENDIX 1: COMMUNITY ARTS GRANTS FAQ DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA by school or district. Consideration will be given to projects of differing disciplines when housed at the same school.. • 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 yet been attained, please provide proof of acting in alignment with the IRS definition of a non-profit; possessing a nonprofit 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. • 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, consideration will be given to projects of differing disciplines when housed at the same school. The City of Carlsbad will NOT award Community Arts Grants to: • 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. • Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted. Proposals requesting funds for such expenses must be discussed with Cultural Arts staff. • Applications that do not support non-profit, 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. APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 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. • Professional development for staff and board members. • 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: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 1 Funding for Auxiliary Musical Coaching Staff Fiscal Year 2022-23: Educational Institutions or Affiliated Groups Carlsbad High School Band Boosters April Holman 3557 Monroe Street Carlsbad, CA 92008 carlsbadhsbands.asst.treasurer@gmail.c om O: 760-331-5765 Michelle Zaloom 3557 Monroe Street Carlsbad, CA 92008 Carlsbadhsbands.asst.treasurer@gmail.com O: 760-331-5765 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 2 Application Form Application Verification Application Type Verification:* This application is for Educational Institutions or Affiliated Groups applying for an Arts Project category. If you are looking for other funding opportunities, please click on the "Apply" button in the blue bar on the top of this screen. Applicants may only submit one application per category per funding cycle. I am applying to the Educational Institutions or Affiliated Groups category Guidelines & Eligibility Review Confirmation:* Please be sure to review the Community Arts Grants Guidelines and eligibility requirements prior to submitting a grant application. A summary of the eligibility requirements is also provided on the application homepage. I have reviewed the Community Arts Grants Guidelines and eligibility requirements All applicants that wish to collaborate with others to complete this grant application may use the "collaborator" button on the top right section of this page (instructions below.): Collaborator feature Video Tutorial (2 minutes long) Written Tutorial *If applicable, please note that some data from the applying organization's GuideStar profile may be pre- populated (copied) into the corresponding GuideStar questions on this application form. You may do so by clicking on the "Copy GuideStar" profile button on the top right section of this page (next to the "Collaborator" button) and selecting what you would like to pre-populate. Note that you will have the ability to edit your pre-populated information. Organization Information Past Funding* Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past? Yes Educational Institution or Affiliated Group Name (i.e. Carlsbad Elementary, Carlsbad Booster Club):* Carlsbad High School Band Boosters DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 3 Organization website URL:* www.carlsbadlancerbands.com 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. To support the young men and women of the Carlsbad High School (CHS) band program so they may reap the many benefits of music education including enhanced critical thinking skills, achievement in other academic subjects, and developing the ablilities essential for lifelong success. We believe participation in the CHS band program can help students establish a lifelong enjoyment of and participation in the arts. Past Funding Report Requirements Current Grantee Requirements:* If you are a returning grantee from the previous grant cycle, please confirm that you understand that a final report and final budget for your organization must be submitted prior to entering a new grant agreement with the City of Carlsbad. A final report and final budget must be submitted (30) calendar days after the project end date. Alternatively, if you cannot meet this requirement, we will accept a project status update via email explaining the status of your project, estimated project end date and any other project details you would like to share with us. I understand that should my organization receive funding for this grant cycle, my organization will fulfill all reporting requirements from the previous cycle prior to my organization entering a new agreement with the City of Carlsbad. Yes Project Information and Narrative Project Name:* Please provide us with the name of the arts project. Funding for Auxiliary Musical Coaching Staff Project Summary:* Please provide us with a brief summary of your project. The Carlsbad Unified School District funds only one position for the entire CHS Band Program: Band Director. This one individual is responsible for coordinating music, movement and auxiliary work by 100 student DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 4 musicians who play 12 different musical instruments and come to the program with a wide variety of musical abilities. During the drum line season brass and wind instrument students transition to drums and stationary percussion. During the marching band season, additional color guard members join the group. Therefore an auxiliary coaching staff is critical to maintain the excellent program and reputation established by the CHS Band Program. The CHS Band program runs from the beginning of August through high school graduation in June. This project will encompass coaching CHS Band students for 6 months of the 11 month season and includes drum line season, concert band, wind ensemble, jazz band, winter and spring holiday concerts in the Village, and a performance at CHS graduation. Project Start Date:* Please note that the project start date must be on or after January 3, 2023. 01/03/2023 Project End Date:* Please note that the project end date must be on or before August 31, 2023. 06/30/2023 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. These auxiliary coaches would teach throughout the winter and spring drum-line season. You can see the benefit of these coaches at our various performances during the year. -5 regional competitions -Holiday Jazz in Carlsbad Village -Concert Performances in March, & May -CHS High School graduation 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 $2,500 for Educational Institutions or Affiliated Groups. $2,500.00 Participants:* Total number of expected participants for this project (i.e. artists, coordinators, directors, students.) 100 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 5 Audience:* Total number of expected audience attendance for this project. 5000 Previous Project Success: If your organization has completed a similar project, please provide details of the project and why it was successful. In the 2021-2022 school year, the Carlsbad High School Marching Band and Color Guard competed successfully in local and regional competitions, upholding a consistent standard of excellence maintained since the program's inception and contributing to community spirit. On October 1, 2021 (and October 7, 2022) the CHS Marching Band led the Annual Lancer Day Parade where a few thousand Carlsbad residents lined the streets in downtown Carlsbad to celebrate community spirit and the high school's homecoming football game. CHS is the most spirited school in the nation and CHS Band is integral to that spirit. We successfully returned to the Carlsbad Cultural Arts Center stage in 2021/2022 for sold out concert performances. The band program's participation (number of students) has stayed steady while the skill level (difficulty of programs undertaken), and accomplishment (placement in the competitions entered) have all improved and grown in the last few years. In particular, a notable recent achievement was that our Winter 2022 drum line was 2022 SC-PA Scholastic A silver medalist (out of 57). This award was given in one of the most competitive regions in the country. The strong band program is a draw for students. Carlsbad has two high schools and students are allowed to choose which they'd like to attend. We know that many of the students now in the band selected Carlsbad High School over Sage Creek High School because of the marching band program's stellar reputation. Project Distinction: What makes this project distinctive? Our students, of various ability levels, performance experience, socio-economic, cultural and racial backgrounds are given opportunities to cooperate with each other and the auxiliary coaching staff in the artistic expression of musical excellence. The presence of the auxiliary musical coaching staff also provide students with a glimpse of how they might continue their participation in the arts and musical performance, into adulthood. In addition to providing their expertise and training to the students, the auxiliary musical coaching staff members (whom this grant would help fund) provide a tangible example of how music (and the arts) don't need to end when you leave formal schooling. For instance, several of the auxiliary coaching staff members also participate in national or international-level professional drum lines and encourage students to attend their performances. These world-class drum lines are a cutting-edge form of performing art and inspire students to continue their engagement with music. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 6 The audience enjoyment and support is evident with each and every performance. Numerous awards and recognition are given each year to individual student musicians as well as the various band groups indicating the program's purpose in going beyond satisfaction of minimum criteria to a higher level of achievement. We strive to create a spirit of excellence among our student musicians that they can embody beyond their school experience and throughout their lives. Project Goals: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? Students rehearse throughout the school year to achieve ultimate performance ability. Many of our performances are formally judged and include specific feedback from the professionals providing the assessment. We encourage our students to grow in skill and awareness through this structured feedback. We seek to broaden the perspective of our students as to how rewarding cooperation can be through the experience of playing in musical ensembles. The CHS Band Program is evaluated by student attendance and judges’ scores for field shows, drum line competitions, winter guard competitions, jazz band competitions, and concert band festivals where ratings are rewarded. Over the last 6 years, 96% of the students participating in the band program have gone on to attend at least a two-year college. Our students maintain among the highest average GPA's across Carlsbad High School, with approximately 82% of them making honor roll in any semester. Research has proven the strong correlation between musical program participation and academic/life accomplishments. Our students are further proof of that connection. Target Population: Who is your target population and why? How will you reach them? Our target is the student population, their families, and the community of residents across Carlsbad who will be the audience for the bands' many performances. The Carlsbad High School Band Program is comprised of 100 students who perform in the CHS Marching Lancers & Color Guard, CHS Concert Band, CHS Wind Ensemble, CHS Drumline, CHS Winterguard, and CHS Jazz Band. The band program is a Fine Arts elective open to all CHS students without audition. Every high school student is required to have one course of fine arts as a graduation requirement. Band programs satisfy that criteria, and most participants exceed the minimum number of required hours in this category. Families of the enrolled students are encouraged to (and needed) as volunteers for the many activities required for putting together a successful performance. The families are positively impacted by the increased sense of community the volunteering engenders and younger siblings regularly follow in their older siblings' footsteps by choosing band as their elective. The community of Carlsbad residents who attend the various competitions and are present at the performances around town are reached through various means of flyers distributed, notices on our websites, and invitations from our students' extended families and friends. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 7 Project Partnerships: If applicable, please provide names and brief descriptions of roles for any partners in this project. This would include any organizations, artists or individuals involved in your project that are not employed or affiliated with the applying organization. n/a Partner Resumes: If applicable, you may upload any resumes of teaching artists, artists, or any other partners in the proposed project here. Please consolidate into one PDF if possible. *Feel free to contact the Cultural Arts Office at 442-339-2090 or email arts@carlsbadca.gov should you need assistance. Organization Changes/Challenges/Circumstances: What special circumstances, challenges or changes have affected your organization? What impact has this had on your organization? The COVID pandemic continues to have a major effect on the Carlsbad High School Band. While our director, auxilary coaching staff, and students worked hard and progress was made last year as shown by the 2nd place finish in the spring drum line competition, there is still ground to be made up with the younger students. The future looks bright and the students are motivated. Our director and auxiliary coaching staff will work tirelessly to continue the tradition of excellence for Carlsbad High School Band, Drum Line, Marching Band and Color Guard. If this grant application is for a school-based project, please answer the following two questions: State Standards Support: How does your arts education project support the California State Content Standards for the Visual and Performing Arts? *Please refer to the California State Board of Education website for reference. This arts education project supports the California State Content Standards for the Visual and Performing Arts by providing additional coaching to students of CHS Band Program. This will greatly enhance the students' participation in the arts as creators, performers, and audience members as well as their mental, physical, and emotional well-being. The project will also provide means for CHS Band students to collaborate and connect with others in an enjoyable inclusive environment as they create, prepare, and share artwork that bring communities together. By allowing CHS Band to hire additional coaches, this project will also meet the State Standard philosophical foundation of connecting CHS Band students to professional artists which strengthens communities as a whole, enhances the lives of individuals, and inspires the global community. This project specifically meets the state standard of performing music and dance. More specifically, this project will help CHS Band students to refine artistic work for presentation and convey meaning through the presentation of artistic work through performing. Students will also learn about how to perceive and analyze artistic work, interpret intent and meaning in artistic work and learn to apply criteria to evaluate artistic work - in particular through improved understanding of the criteria of competition (responding process). DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 8 Additionally, this project meets the ensemble and harmonizing instruments “strands” of standards. State Standards Description: Please cite the specific standard numbers, grade level(s) and descriptions as they pertain to your project. Describe how the curriculum and instruction (if applicable) of the project aligns to each standard. *Please refer to the California State Board of Education website for reference. Adv.MU:H.Cr3.2 - Perform final versions of a collection of compositions representing a variety of forms and styles...and stylistically appropriate harmonizations for given melodies, demonstrating technical skill in applying principles of composition/improvisation and originality in developing and organizing musical ideas. Adv.MU:E.Pr6 - a. Demonstrate an understanding and mastery of the technical demands and expressive qualities of the music through prepared and improvised performances of a varied repertoire representing diverse cultures, styles, genres, and historical periods in multiple types of ensembles.b. Demonstrate an ability to connect with audience members before and during the process of engaging with and responding to them through prepared and improvised performances. Adv.MU:H.Pr5 - Develop and apply criteria, including feedback from multiple sources, to critique varied programs of music repertoire selected for...small group performance, and create rehearsal strategies to address performance challenges and refine the performances. Adv.MU:H.Pr6 - Perform with expression and technical accuracy, in...small group performances, a varied repertoire for programs of music that includes melodies, stylistically appropriate accompaniments, and improvisations in a variety of contrasting styles, demonstrating sensitivity to the audience and an understanding of the context (social, cultural, and historical). Also: Adv.MU:E.Cr3.1; Adv.MU:E.Pr4.3; Adv.DA:Pr4; Prof.DA:Pr5 Budget Information You may upload budget support information in this section. Please consolidate into one PDF if possible. *Feel free to contact the Cultural Arts Office at 442-339-2090 or email arts@carlsbadca.gov should you need assistance. Total Project Budget $123,051.00 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 may be available upon request or may be available on the Cultural Arts Community Arts Grants webpage; however you may use any budget form that you wish so long as it contains similar line items. Feel free to contact the Cultural Arts Office at 442-339-2090 or email arts@carlsbadca.gov should you need assistance. CHSBandProjectBudget.pdf DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 9 Current School Year Budget Information: Please upload a current school year budget: •If you are a teacher, please provide a budget for your program area that includes this project (i.e. Drama Department budget for the school year) •If you are an affiliated group (i.e. parent/booster organization), please provide a current school year budget for your organization CHSBand Boosters 2022-23 Budget_v_Actual__Draft for Budget - June 2022 at 08.08.2022.pdf Letter of Determination (for school affiliated groups): If you are a first time grant applicant with the City of Carlsbad and applying as a school affiliated group (i.e. school booster club), please upload your IRS Letter of Determination. Board Roster: If you are applying as an affiliated group (i.e. parent/booster organization), please provide a roster of board members and ensure the document includes names and titles. Alternatively, we will also accept the most recent board meeting minutes that includes the board roster. CHS Band Boosters Board 2022-23.pdf Project Support Information You may upload support information in this section. *Feel free to contact the Cultural Arts Office at 442-339-2090 or email arts@carlsbadca.gov should you need assistance. Letter of Support (OPTIONAL): Please upload a letter of support from any partnering organization(s) and/or schools that are essential to your project. Materials Upload (OPTIONAL, but recommended): Please upload any marketing materials, images, and/or files that would provide more information about your project. Videos Upload (OPTIONAL): Please provide us with a host website link for all videos relevant to the project. https://www.carlsbadlancerbands.com Videos Upload (OPTIONAL) If you do not have a URL that hosts your video, you may upload it here. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 10 Additional Materials: You may upload any other additional supplemental materials you wish to provide here (i.e. letter of agreement between artist and school/affiliated group.) Organization Signatory Information If funding is approved for a school, the City of Carlsbad requires two (2) signatures from the Signature Delegation Form for school grant agreements. This form will be emailed to the school district Assistant Superintendent (or comparable role) and the school site administrator (i.e. Principal or Vice Principal.) The City of Carlsbad will use DocuSign for all grant agreements. This DocuSign agreement will be emailed for signatures to the authorized signature representatives listed above once the City of Carlsbad's Arts Commission approves the funding plan and funding is approved for a school. *Note: the signor information questions below may be skipped if you are a school representative (i.e. teacher, principal.) If you are an affiliated group (i.e. parent/booster organization), please list below the names and organizational titles of the two (2) officers listed on the Statement of Information filed with the California Secretary of State for your organization (or listed on the most recent board roster.) These are officers who are authorized to enter into legally binding agreements on behalf of your organization (i.e. CEO, CFO, Treasurer, Secretary.) Signor #1 First and Last Name (i.e. Luke Wilson): April Holman Signor #1 Organizational Title (i.e. Secretary): Treasurer Signor #1 Email address: carlsbadhsbands.treasurer@gmail.com Signor #2 First and Last Name (i.e. Luke Wilson): Chris Duvall Signor #2 Organizational Title (i.e. Secretary): President Signor #2 Email Address: carlsbadhsbands.president@gmail.com DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 11 Application Submission Application Submission: Note: Once you submit your application, you cannot edit the form. Please review your answers before submitting. After you submit this application, you will receive an email for the submission confirmation. Application Certification:* I certify that the information contained in this application, including all attachments and support materials, is true and correct to the best of my knowledge. Yes Date of Application Submission:* 10/07/2022 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Michelle Zaloom Carlsbad High School Band Boosters Printed On: 19 October 2022 Fiscal Year 2022-23: Educational Institutions or Affiliated Groups 12 File Attachment Summary Applicant File Uploads • CHSBandProjectBudget.pdf • CHSBand Boosters 2022-23 Budget_v_Actual__Draft for Budget - June 2022 at 08.08.2022.pdf • CHS Band Boosters Board 2022-23.pdf DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Applicant: CHS Band Boosters COMMUNITY ARTS GRANTS 2023 - PROJECT BUDGET INFORMATION JAN-JUNE Revenue Amount Notes: Earned Income: Admissions $3,700 3 concerts, avg 120+ attendees each, $10 head Gifts/Merchandise/ Concessions/Yearbook $1800 Spirit Wear, Year End DVD's, Yearbook Interest $20 Subtotal Earned Income:$5,520 Unearned Income: Individual $76,431 Individual cash donations Corp/Employer Matching $3,500 Public Support $35,100 Fundraisers Applicant Cash $0 CAG Request Amount $2,500 Subtotal Unearned Income:$117,531 Total Income $123,051 Project Expenses Project Staff (non-artist)$0 Project Artist(s) or Arts Instructor(s) $50,140 Instructors/Coaches Educational Materials/Printing $12,600 Sheet music, drill music, show music, ﬁeld show arrangements Costumes/Props $24,400 Uniforms, ﬂags, riﬂes, sabres Sets $10,150 Prop supplies, mat, ﬂoor design Supplies $9,200 Musical instruments, band equipment Licensing/Royalties $0 Arrangement licenses Rentals (space and/or other)$0 Transportation $7,500 Truck rental, maintenance and fuel Food & Beverage $0 Marketing/Promotion/ Publicity $0 Fiscal Agency Fee $0 Other $4,850 Entry Fees Other $3,911 Operational/Admin expenses Other $300 Miscellaneous exp: incidentals 1 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Total Project Expenses $123,051 2 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA REVENUE Subtotal % of Revenue EXPENSES Subtotal % of Expenses CONTRIBUTIONS:$76,431 PROGRAM SERVICE: Individual Donations $70,431 57%MARCHING SEASON $33,775 27% Major Donor Individual $0 Color Guard Gear/Flags/Parade Uniforms $0 Winter Drumline Donations $5,000 4% Clinician‐Drill Writer/Arranger $0 Winter Guard Donations $1,000 1% Entry Fees $2,175 CORPORATE MATCH CONTRIBUTIONS & GRANTS $3,500 3%Field Show: Arrangement Licenses $0 PROGRAM SERVICE:$3,700 3%Field Show: Arrangement Percussion $1,000 Concert ‐ Holiday $1,500 Field Show: Color Guard Choreography $1,200 Concert ‐ Winter $1,000 Field Show: Drill $3,500 Concert ‐ Spring $1,200 Field Show: Music $3,000 FUNDRAISERS:$39,400 32%Field Show: Show Band T‐Shirts $2,000 Amazon Smile $300 Field Show: Props, Staging $5,000 Auto Donation ‐ CARS $300 Field Show: Color Guard Flags $2,000 Concessions: Football Game $1,000 Field Show: Competition tops (winds and drumline) $8,000 Discount Cards $4,000 Membership Fees $0 E‐Scrip & Shop with Scrip $250 Transportation: Truck Rental $2,200 Ace Hardware Round‐Up $500 Transportation: Fuel $800 Kroger Rewards‐Ralph's Avenida Encinas $1,000 Uniforms: Marching (+ Shoes & Gloves) $500 Mattress Sales Event $3,000 Uniforms: Color Guard $2,000 Opportunity Drawing $1,000 Uniforms: Drum Major $400 Restaurant Nights $500 WINTER DRUMLINE $20,300 16% See's Candy $750 Equipment $2,000 Snap‐Raise: All CHS Bands $20,000 Floor Props & Paint Design $0 Spirit Wear: Webstore $200 Mat $3,200 Silent Auction $2,500 Registration Fees $1,800 Trivia Night $1,000 Show Music $1,800 Marathon $500 Truck Rental & Fuel $4,500 Miscellaneous Fundraisers $2,000 Uniforms $7,000 Holiday Jazz CD/Record $100 WINTER GUARD $4,925 4% Yearbook $500 Choreography $1,000 OTHER $20 0%Drill Writing $600 Interest $20 Entry Fees $875 Host Austrians $0 Equipment: Rifles, Sabres, Flags, Flagpoles $300 Miscellaneous Revenue $0 Mat $1,800 TOTAL REVENUE $123,051 100%Misc: Tape, endcaps, bolts, supplies $150 Uniforms Winter Guard $200 INSTRUCTIONAL $50,140 41% Color Guard Coaches $12,000 Percussion Coaches $17,500 Percussion Tech Coaches $3,500 Band Camp Music Coaches $5,040 Marching Season: Brass Coach $1,800 Marching Season: Marching Caption Head $3,500 Marching Season: Marching Coaches $3,500 Marching Season: Woodwinds Coach $1,800 Winter Drumline: Cymbal Tech Coach $1,500 BAND EQUIPMENT & MUSICAL INSTRUMENTS $9,700 8% Drumheads $2,000 Drumline Mallets & Sticks $2,500 Equipment Maintenance $1,800 Instrument Accessories & Repairs $800 PR Shirts $2,000 Musical Instruments $0 Sheet Music $500 Misc. Expenses $100 ADMINISTRATIVE & GENERAL:$4,211 3% Awards: Letters & Certificates $200 CBDA Director/School Membership Fee $155 D&O Insurance $606 Merchant Credit Card & Bank Fees $1,600 Misc. Admin $300 Placement Audition Judges $200 Software $500 Web Hosting $150 Year End Banquet $500 TOTAL EXPENSES $123,051 100% TOTAL REVENUE LESS EXPENSES 0 CHS BAND BOOSTERS BANDS & COLOR GUARD 2022‐2023 BUDGET Prepared by: Sally Araujo, Treasurer CHS Band Boosters As of: 8/11/2022 DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA 2022-2023 CHS Band Boosters Board Posi%on Board Members President Chris Duvall Execu4ve VP Hooman Mohammadpour Secretary Jamie Burkhalter Treasurer April Holman Treasurer Asst Michelle Zaloom VP Communica4ons Kristen Call VP Publicity VP Transporta4on Hooman Mohammadpour VP Transp. Asst VP Hospitality Kim Shea VP Hospitality- Asst VP Guard April Holman VP Guard- Asst VP Drumline VP Uniforms Tricia Fairbanks VP Uniforms Stephanie Roberts New Parent Liason Stephanie Roberts VP Ways and Means PaPy Melling VP Travel Teresa Plummer Alumni Rela4ons Tricia Fairbanks Vol Coordinator Commi1ee Chairpersons Hispanic Liasion Restaurant Nights Banquet Tricia Fairbanks Banquet Stephanie Roberts Banquet Asst. Banqt- Slideshw Patrick Wong Spiritwear Spiritwear Corporate Grants Yearbook Kim Shea Authorized Check Signers: President, EVP, Treasurer Ways and Means Team Patrick Wong Props and Repair Team Members At Large Arlene Foo DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA ARTS COMMISSION Minutes Nov. 3, 2022, 6 p.m. CALL TO ORDER: 6:06 p.m. Council Chamber 1200 Carlsbad Village Drive Carlsbad, CA 92008 ROLL CALL: Chung, Ferone, Barker, Carrillo, George, Miringoff, Nassiri. APPROVAL OF MINUTES: Minutes of the regular Arts Commission meeting held Oct. 6, 2022 Motion by Commissioner Nassiri, seconded by Commissioner Ferone, to approve the minutes as amended. Motion carried unanimously, with Commissioner Barker correcting the title of Polly Yu from the Carlsbad Sister City Ambassadors, 7 /0/0. PRESENTATIONS: None. PUBLIC COMMENT: Sadry Hedayat expressed her desire to support Iranian American citizens in Carlsbad. COMMUNITY ARTS GRANTS 2022-23 FUNDING PLAN APPROVAL: Cultural Arts Manager Richard Schultz explained that the Community Arts Grants approval is broken down into sections so that any commissioner with a conflict of interest can recuse themselves for that section, but not the entire vote. Community Arts Coordinator Wendy Sabin Lasker presented the commission with a brief overview of the timeline and process of the Community Arts Grants before presenting the funding plan. Motion by Commissioner Miringoff, seconded by Commissioner Barker, to approve the awards in the amount of $43,300 in the Educational Institutions category of the Community Arts Grants, as presented. Motion carried unanimously, 7 /0/0. Motion by Commissioner Nassiri, seconded by Commissioner Miringoff, to approve t he awards in the amount of $48,008 in the Arts Projects category of the Community Arts Grants, as presented. Motion carried unanimously, 7 /0/0. Motion by Commissioner George, seconded by Commissioner Nassiri, to approve the awards in the amount of $5,000 in the Capacity Building category of the Community Arts Grants, as presented. Motion carried unanimously, 7 /0/0. Motion by Commissioner Nassiri, seconded by Commissioner 13arker, to approve the awards in the amount of $5,000 in the Emerging Arts Organizations category of the Community Arts Grants, as presented. Motion carried unanimously, 7 /0/0. DocuSign Envelope ID: E1D0E4A3-E443-4BED-9BEB-39C08E460ADA Nov. 3, 2022 Arts Commission Page 2 Motion by Commissioner George, seconded by Commissioner Ferone, to approve the disbursement of the surplus Community Arts Grants awards in the amount of $15,820, equally among the 18 Educational Institutions applicants, as presented. Motion carried unanimously, 7/0/0. CULTURAL ARTS MANAGER REPORT: Mr. Schultz shared the Cannon Gallery's current exhibit catalog. He informed the commission they will be unable to meet at the regular date and time in December due to Council Chamber renovations. When an alternative date and time are identified, a special Arts Commission meeting will be noticed. He also shared that Planning Department staff had notified him that the Library & Cultural Arts will be presented at the Growth Management Committee meeting on Nov. 30, 2022, at 5 p.m. The topic of whether the arts will be a performance standard will be addressed. Staff were asked to come up v.,,ith a recommendation of how that might be accomplished. The meeting is open to the public. Finally, Artist Clyde will begin his work on the New Village Arts mural on Nov. 8, 2022. He encouraged commissioners to stop by, see the art in progress, and chat with the artist. GROWTH MANAGEMENT COMMITTEE REPORT: Commissioner Nassiri shared there were approximately 15 topics of interest the committee considered to move forward as possible performance standards. She was happy to share that the arts moved forward and would require a staff presentation, as Mr. Schultz had previously mentioned in his report. ARTS COMMISSION CHAIR REPORT: Chair Chung shared that she was grateful to everyone who helped put together the Board and Commission Appreciation event and shared the highlights of her participation at local arts events. ARTS COMMISSIONER COMMENTS: Commissioners shared the highlights of their participation at local arts events. ADJOURNMENT: Chair Chung adjourned the meeting at 7:52 p.m. Daisy Hernandez Senior Office Specialist