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Home My WebLink AboutCarlsbad Playhouse; 2023-08-22; PSALCA-23113CA1 PSALCA-23113CA 2023-2024 GRANT AGREEMENT FOR Carlsbad Playhouse This agreement, is made on the day of , 2023, by Carlsbad Playhouse (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 2023-2024 Community Arts Grants Program in an amount not to exceed five thousand nine hundred forty-eight dollars ($5948) (“Grant.”) The purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope (“Agreement Scope”). Project Title: Carlsbad Playreaders Performance Series 2023-24 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 Aug. 31, 2024. 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 2023-24 Community Arts Grants Guidelines, all grant funds are eligible to be used from Sept. 1, 2023 through Aug. 31, 2024. 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 2023-24 funds may render that organization ineligible to apply for or receive additional funds as part of the subsequent Community Arts Grants 2023-24 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 2023- 24 Community Arts Grants Guidelines, in the section titled Eligible and Ineligible Costs, attached hereto as Exhibit “A.” DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE August22nd 2 PSALCA-23113CA 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 2023-24 Community Arts Grants Guidelines. 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 2023-24 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 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE D 3 PSALCA-23113CA 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 2023-24 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, Sept. 30, 2024, whichever is earlier. Grantees in noncompliance with the above reporting requirements agree to return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in noncompliance, Grantee agrees that for the year immediately following a determination of noncompliance, Grantee shall be ineligible to receive any new grants from the City. 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. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 4 PSALCA-23113CA 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 2023-24 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 Sept. 30, 2024. 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 or other protected classification. 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 Playhouse City of Carlsbad Attn: Tom Brault Library & Cultural Arts Manager Richard Schultz 4567 Blackwell Road 1775 Dove Lane Oceanside, CA 92056, CA 92008 Carlsbad, CA 92011 tombrault@hotmail.com richard.schultz@carlsbadca.gov DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE ***** 5 PSALCA-23113CA 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: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 6 PSALCA-23113CA 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 By:______________________________________ WILLIAM DERN, President wderndds@gmail.com Date:____________________________________ CITY OF CARLSBAD, a municipal corporation of the State of California By:____________________________________ SUZANNE SMITHSON Library & Cultural Arts Director As authorized by the City Manager By:______________________________________ THOMAS BRAULT, Treasurer tombrault@hotmail.com Date:____________________________________ ATTEST _______________________________________ For SHERRY FREISINGER City Clerk 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:_______________________________________ Assistant City Attorney DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 8/16/2023 8/16/2023 7 PSALCA-23113CA EXHIBIT “A” SCOPE OF GRANT Itemized list of documents to satisfy grant funding. Items which may be included in this section: Required 1. Grantee: Completed Community Arts Grants 2023-24 Application 2. Grantee: Community Arts Grants 2023-24 – Project Budget Information (excluding any confidential financial or business information) 3. City: Fiscal Year 2023-24 Community Arts Grants Guidelines 4. City: Arts Commission Minutes dated May 4, 2023 approving 2023-24 Funding (on file) Optional, As Needed 5. Community Arts Grants 2023-24 – Revised Project Form 6. Community Arts Grants 2023-24 – Revised Project Budget Information DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 1 FISCAL YEAR 2023-24 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 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 • Acknowledge indigenous land and cultural awareness in the Carlsbad community FISCAL YEAR 2023-24 OVERVIEW The updated Fiscal Year 2023-24 guidelines reflect national grantmaking trends and best practices and supports funding for artists and arts organizations in Carlsbad and surrounding areas. Updates were approved by the City of Carlsbad’s Arts Commission on Feb. 2, 2023; the timeline has been adjusted based on staff capacity. Total funding available for the Fiscal Year 2023-24 cycle is $117,128. All final reports are due within 30 days of the completion of the event or Sept. 30, 2024, 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 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 always. Failure to do so may result in cancellation of the agreement and grant funds. Important dates for the Fiscal Year 2023-24 grant cycle application are as follows: • Applications open: Monday, Feb. 13, 2023 • Applications due: Monday, Mar. 20, 2023 • Arts Commission Funding Plan review & approval: Thursday, May 4 , 2023 • Funding Cycle begins Friday, Sept. 1, 2023 • All projects must be completed by Saturday, Aug. 31, 2024 • Applications can be accessed online. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 2 NEW THIS YEAR Please note: • An updated Statement of Information and approved signatories must be submitted for applications to be accepted. • All arts projects require the participation of an artist or subject matter expert. • Emerging Artist applicants must show proof of fiscal sponsorship before application will be reviewed. • Grant category, “Capacity Building” has been eliminated. • Award levels have been revised for FY2023-24. • New guidelines for two-year grants. • Educational Institutions (Arts in Schools) guidelines have new components including a limited number of applications. ELIGIBILITY FOR ALL GRANTEES All organizations, including fiscal agents and school-affiliated groups, must be determined to be nonprofit, 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). • 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. • 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. • 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. o The school must act as the applying party. APPLICATION REQUIREMENTS • All organizations must provide proof of nonprofit status or fiscal agent. • Emerging Artists must be able to show proof of having established a Fiscal Agent before application can be accepted. • A current California Statement of Information filed with the California Secretary of State reflecting Active Status. • List of the organization (or schools) Authorized Signatories, accompanied by evidence of signing authority of the persons named on the list, and specifying whether they have individual or joint signing authority. • An updated Statement of Information and approved signatories must be submitted for applications to be accepted. Statement of Information and approved signatories must be completed before application will be accepted. GUIDELINE APPENDICES • Appendix 1 – Frequently Asked Questions (FAQ’s) • Appendix 2 – Ineligible Organizations and Activities FISCAL YEAR 2023-24 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 or Fiscal Agents of Organizations or Individual Artists for Arts Projects - $7,500 maximum award per year Emerging Arts Organizations - $5,000 maximum award Emerging Artists - $3,500 maximum award Educational Institutions and Affiliated Groups (Arts in Schools) - $3,500 maximum award ARTS ORGANIZATIONS • Arts Organizations must be registered 501(c)(3) nonprofit organizations for at least three years as of Jan. 1, 2023. • Applicants may only submit one application per funding cycle and cannot apply to multiple categories. • Arts Organizations with an established minimum three years award history may apply for two-year funding. • Organizations with two-year grants may apply for new funding upon completion of project with final budget and report. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 3 ARTS ORGANIZATIONS – ARTS PROJECTS • All arts projects require the participation of an artist or subject matter expert • Arts Projects grants have a maximum award of $7,500 • Arts Projects will be defined as programs, activities and events that are primarily designed to be arts focused. These projects may be presented 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 of three years Community Arts Grants Arts Project award history may apply for a two-year arts project funding opportunity. • The two-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. • The project/activity must extend the duration of the two years. • For two-year grants submissions the following information is required: o What is the timeline and leadership capability for the project/activity? o What statistics or research exits to support the need for the project/activity? o What impact do you expect this project/activity to have and how do you intend to measure this impact? o What is your strategy to accommodate unexpected challenges? • A final report and final budget will be required after the completion of the two -year project. • Organizations awarded two-year arts project grants may apply for funding for a new project/activity upon completion of two-year grant project/activity and submission of a final report and budget. PROJECTS THROUGH FISCAL AGENT • Any partnership between an individual, educational institution or organization must include a letter of agreement from the partnering entities. • Individuals or organizations in the process of applying for nonprofit 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 - Year grants only. • Arts Organization must be based in Carlsbad. • Grants for smaller nonprofit organizations that are relatively new to the nonprofit community • Must have a nonprofit 501(c)(3) status of three 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 nonprofit; 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 nonprofit status. o Additionally, emerging arts organizations aspiring to a nonprofit 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 utilize sustainable or recycled materials DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 4 EMERGING ARTISTS (NEW) • Emerging Artists - $3,500 maximum award. • Funding opportunity for one-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 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 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 EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS Requests are only available to nonprofit schools or school-affiliated groups in Carlsbad. EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS • Arts in Schools grants - $3,500 maximum award. • Funding Opportunity for one 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. • Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications in these categories. See FAQ’s for further information on acceptable categories: o Performing Arts o Visual Arts o Nontraditional Arts • All five submissions cannot be from a single category. • 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. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 5 APPLICANT INFORMATION Fiscal Year 2023-24 Grant Cycle Schedule Feb. 13, 2023 Applications Open Feb. 22, 2023 Applicant Workshop #1 @ Dove Library, Gowland Meeting Room, 4:30 p.m. – 6:00 p.m. Feb.25, 2023 Applicant Workshop #2 @ Cole Library, Community Room, 10:30 a.m. - 12:00 p.m. Mar. 1, 2023 Applicant Workshop #3 via Zoom Webinar, 6:00 p.m. - 7:30 p.m. . https://carlsbadca.zoom.us/j/97880276003 Mar. 20, 2023 Application Deadline: applications must be submitted electronically by 11:59 p.m. Mar. 31 - Apr. 14, 2023 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists, arts professionals, and educators May 4, 2023 Funding plan presented to Arts Commission for review and approval May 15 - June 30, 2023 Begin notifications/DocuSign agreements process. Deadline for completed DocuSign agreements is July 31, 2023. First award payments disbursed beginning Aug. 1, 2023 Sept. 1, 2023 Project/activity period opens. Aug. 31, 2024 Project/activity period closes. Sept. 30, 2024 All FY2023-24 Final Reports are due. Grantees complete a Final Report within 30 days of program end date or by Sept. 30, 2024, whichever comes first. APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS Application information and links, including online tutorials, will be available on the Community Arts Grants application portal. The following resources will be available for applicants in the 2023-2024 cycle: • Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application and procedures • New applicants are required to attend at least one workshop. • General one-on-one appointments – Applicants may 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. Applicants are required to attend at least one applicant workshop prior to the appointment. To schedule a one-on-one appointment, please call Wendy Sabin-Lasker, Community Arts Coordinator, 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. All appointments must be made no later than Mar. 15, 2023. Staff is available for brief consultation by phone until the application period closes. Applicants are encouraged to schedule an appointment as early in the process as possible. • 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, arts professionals, and educators. 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 an assigned percentage 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. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 6 • 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. • Encouragement of programs that promote 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. • Organizational Capacity (10 points) o Provide evidence of organizational strength and capacity to support the scope of the project/activity 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 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. 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. All agreements MUST be signed by 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.) One corporate officer from each of the following groups must sign the agreement: Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 7 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. You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this website: Search | California Secretary of State. 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. 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 nonprofit 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 FY2023-24 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 webpage 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 that will be 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 each grant. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 8 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. 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 Sept. 30, 2024, 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 Wendy Sabin-Lasker, the Community Arts Coordinator at wendy.sabinlasker@carlsbadca.gov or by phone at 442-339-5982. POLICIES • 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 thirty 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. 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 the Arts Commission webpage. 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 the Community Arts Grants webpage. • Organization Information: An updated Statement of Information and approved signatories must be submitted for applications to be accepted. • Project Information and Narrative • Project Support Information • Budget: A budget form and budget sample can be found at the Community Arts Grants webpage. • Signatory Information DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 9 APPENDIX 1: COMMUNITY ARTS GRANTS FAQ’S Are there any organizations that are ineligible to receive Community Arts Grant funding? 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? No. 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? 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 using sustainable or recycled materials What is the new two- year grant opportunity for arts projects and what are the eligibility requirements? • Arts Organizations with an established minimum of three years Community Arts Grants arts project award history may apply for a two-year arts project funding opportunity. • The project/activity must extend the duration of the two years. • A final report and budget will still be required after the completion of the two-year arts project and this report (including final budget) will be required for final payment. • Organizations awarded two-year project grants may apply for funding for a new project/activity upon completion of two- year grant project/activity and submission of a final report and budget. • Two-year grants are NOT applicable for the Educational Institutions (Arts in Schools) and Affiliated Groups category. What is an example of the new two-year grant opportunity? For example, an arts organization has identified the need for more arts training for senior citizens. The local arts organization has partnered with a Social Service Agency to provide arts training within the City of Carlsbad. The application for a Community Arts Grant for two (2) years proposes support for the planning, development and delivery of a senior citizen arts program in which any/all of these phases will continue as proposed throughout a two-year period. What is an “Emerging Artist?” • 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. • 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? Yes. Artists must be 18 years of age on or before application deadline. Do applicants for the Emerging Artists category need a fiscal agent? 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? • Arts Organization must be based in Carlsbad • Must have a nonprofit 501(c)(3) status of three (3) years or less: • If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of a nonprofit; 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 nonprofit status. • Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent Is attendance required for the workshops and information sessions? Workshop attendance is required all for new applicants and those applying in the “Emerging” categories. Workshop attendance by returning awardees is highly recommended as an opportunity for staff to guide and assist applicants in the FY2023-24 Community Arts Grants application process. How are final awards decided? 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? DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE 10 Yes: Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications per educational institution across these categories; all five submissions cannot be from a single category. Examples of Acceptable Categories: • Performing Arts, including Dance and Music and Theatre • Visual Arts, including Graphic arts, Ceramics, Film, Photography • Nontraditional Arts: including Performance Art, Spoken Word/Poetry, Culinary Arts. APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES 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 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 nonprofit 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. • 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: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 1 Carlsbad Playreaders Performance Series 2023-24 Fiscal Year 2023-24: Arts Projects for Arts Organizations Carlsbad Playhouse Bill Dern 4567 Blackwell Road Oceanside, CA 92056 thecarlsbadplayreaders@gmail.com O: 760-583-4437 Tom Brault 4567 Blackwell Road Oceanside, CA 92056 tombrault@hotmail.com O: 760-583-4437 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 2 Application Form Application Verification Application Type Verification:* This application is for Arts Organizations applying for the 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 verify that this is the application for the Arts Projects for Arts Organizations category. Guidelines & Eligibility Requirements 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 the eligibility requirements. Fiscal Sponsor Role As an Arts Organization, would you be interested in acting as a Fiscal Sponsor for individual artists to apply for future Community Arts Grants? This would not impact your own organization's ability to apply for funding. If you check yes, Cultural Arts Office staff will reach out with more information. We appreciate your support of individual artists! (OPTIONAL) 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 •Arts Organizations must be registered 501(c)(3) nonprofit organizations established for at least 3 years as of January 1, 2023 •Applicants may only submit one application per funding cycle and cannot apply to multiple categories DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 3 Past Funding* Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past? No Are you an individual artist applying through a fiscal agent?* No Primary Organization Name Name as shown on an IRS letter of determination. Carlsbad Playhouse DBA (if applicable) Carlsbad Playreaders Organization Website https://carlsbad-playreaders.mailchimpsites.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. If you are an individual artist, use this section to give us an idea of your mission/vision as an artist. "Presenting plays that seek to explore the human condition and, thereby, enrich the lives of our audience." Recognizing the need to become even more inclusive as a theatre company. CPR will continue its dedication to lift up underrepresented voices (for example., featuring more female playwrights and more diversity in ethnicity and gender inclusive casting) to better serve a broader audience. Two-Year Arts Project Two Year Program* •Established arts organizations with a minimum three (3) year Community Arts Grants arts project award history may apply for a two (2) year arts project funding opportunity: •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. •The project/activity must extend the duration of the two (2) years. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 4 •For two-year grants submission, additional information will be requested in this form. •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. •The funding for Year Two (2) of the arts project would be the same grant amount awarded for Year One (1). •Organizations that are awarded two (2)year arts project grants may apply for new funding upon completion of project and submission of Final Budget and Final Report. Is your arts organizations applying for a 2-year arts project? No Project Information and Narrative •Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad •All arts projects/activities require the participation of an artist or subject matter expert •Arts Project grants have a maximum award of $7,500 ( Note: those applying in Emerging Arts Organization category have a maximum award of $5,000) Project Name:* Please provide us with the name of the arts project. Carlsbad Playreaders Performance Series 2023-24 Project Summary:* Please provide us with a brief summary of your project. Since its inception in 1995, Carlsbad Playreaders seeks to offer a quality dramatic entertainment experience for all ages, presenting a wide range of styles and genres of plays and musicals in an intimate setting at an affordable price. In our signature playreading format, actors at microphones with scripts in hand engage the audience through the simplicity of the spoken word, allowing the viewer to bring the story to life in their mind's eye, creating the setting and action for themselves within their own imagination. A series of seven readings will be produced, presenting a wide range of styles and genres of plays and musicals. To eliminate financial barriers to participation and thereby expand the demographic reach of our potential audience, the cost of admission is a suggested donation of just $5. Once our patrons experience quality live theater at our very affordable price, they become more likely to seek out shows to attend at other local area theater groups, thereby planting the seed and growing the interest in the performing arts throughout the community. We make a special emphasis on attracting youth to the arts by offering $1 admission for students - to encourage younger patrons to try out the theatrical arts and hopefully develop a lifelong interest in the theater. Project Start Date:* Please note that project start date must be on or after September 1, 2023. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 5 09/11/2023 Project End Date:* Please note that the project end date must be on or before August 31, 2024. *2-year arts project end date would be no later than August 31, 2025. 08/31/2024 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. Performances are held in the Dove Library's Schulman Auditorium. The shows scheduled for the Fall of 2023 are: the mystery/thriller "Deathtrap" (September 11); the musical "Tick...Tick....BOOM!" (October 2); and the historical drama "All the Way" (November 6). The Playreaders Board will meet in the early summer of 2023 to select our 2024 season, including the four shows to be presented in the first part of 2024 (tentatively February, March, May, and June). Each June's reading is planned to honor Juneteenth, and a show related to the African American experience is selected. Summers and holidays we are "dark" due to historically lower audience attendance during these busier seasons. 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 $7,500 for one-year arts projects. $7,500.00 Participants:* Total number of expected participants for this project (i.e. artists, coordinators, directors.) 52 Audience:* Total number of expected audience attendance for this project. 440 Previous Project Success: If your organization has completed a similar project, please provide details of the project and why it was successful. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 6 Carlsbad Playreaders has been a continuous provider of quality and affordable performances since 1995 (with the exception of the forced closure of live performances during the pandemic). In our heyday, we would commonly host 70 to 80 patrons per play, with the house on occasion selling out at 200+ in the auditorium for our musical. We are currently seeing audiences in the 50 to 70 range, and therefore on occasion have had to dip into our banked reserves to cover an individual show's expenses. We are working to rebuild our audience back to its pre-Covid levels and higher. But through all of those years and through all of the ups and downs of the economic cycle, we have always remained fiscally solvent and consistently well regarded for the value of our productions. Through the wide range of shows and topics we have touched upon, we have delighted, challenged, enlightened, inspired, and entertained our audiences - month after month, year after year. With more resources made available to us, we could do even more, enhance our quality, grow our audiences to avoid show deficits, and stimulate the minds and hearts of more of the citizens of Carlsbad and the neighboring region. The success of Carlsbad Playreaders can be attributed to the energy and dedication of the many volunteers who have guided and managed the organization for the past 28 years, starting with our founders Jim and Pat Hansen through our current community-minded and arts-loving Board of Directors. Project Distinction: What makes this project distinctive? *The playreading format offers a unique theatrical experience which more directly engages the audience's imagination. *Over the course of our season, we touch on a wide range of styles and genres - classic to modern, comedy to drama to musical, familiar pieces to new works - giving regular patrons the chance to learn about and appreciate the performing arts more broadly and deeply. *While other groups offer occasional evenings or festivals of playreadings of new works, we are the only company in San Diego County which regularly offers readings of established plays and musicals. Aficionados of such playreadings simply have to come to Carlsbad! *We feature prominent, talented performers from the greater San Diego area theater community for a low admission price of $5 or less. making theater more accessible. And our shows also allow local, less experienced artists a chance to boost their resumes by performing alongside seasoned professionals. *By eliminating sets, props and movement around the stage, performers develop greater skill at communicating through voice and facial expressions. *Eliminating memorization allows individuals of all ages and abilities to be be considered for roles. *With a much more manageable rehearsal schedule, artists who cannot devote weeks or months of rehearsal time can participate, broadening the pool of candidates. Anyone interested in becoming involved is invited to submit a resume / application to be considered for future productions. Project Goals: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? Intended use of grant funds: 1) To enhance the quality of productions by offering more enticements to artists who work with us. In our projected budget, should we be fully funded, is a raise in the stipend for all actors / directors / stage managers so that we can offer a bit more than the current minimum Actors Equity compensation mandated DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 7 by the union, plus covering some of the participants' expenses associated with the performance which have been "out of pocket." In recent years, with our reputation for quality performances growing within the area theater community, we have been able to entice more seasoned professionals to come to Carlsbad to work with us. We believe that by offering greater compensation, we can continue this trend toward higher caliber artists which will result in higher quality productions which will then be more and more attractive for a wider number of the Carlsbad population, regional residents, and visitors to attend our shows and become greater fans of the performing arts. Success to be measured by feedback from performers and audience members. 2) To expand our marketing and publicity (e.g. joining the Carlsbad Chamber of Commerce; increased outreach to Carlsbad and other North Coastal civic organizations as well as elementary, high school, and colleges; additional promotion of performances in regional publications; etc.) and thereby continue to grow our audience base. Success in this effort will be gauged by tracking audience numbers over time. Target Population: Who is your target population and why? How will you reach them? A significant portion of our audiences skew toward older age groups. In past years, we have posted notices and extended special invitations to select Carlsbad senior communities. With an expanded promotional budget, we could reach out to more such facilities. We are interested in increasing the number of younger folk attending our shows. We offer $1 admission to students to check out our theater experience, expecting that they might get "hooked" on the performing arts. We would plan more direct awareness building of this opportunity through promotions targeted at local schools (elementary, high schools, MiraCosta) Regular patrons of the Carlsbad's Dove Library are already quite familiar with the show location and might be enticed to see our shows via additional flyers or signage onsite. With an expanded promotional budget, we could afford to join the Carlsbad Chamber of Commerce to better network with the businesses and residents of Carlsbad. Residents and other individuals interested in what is going on around Carlsbad can be reached through listings in the City's newsletters and community calendars. And of course, one the easiest "sell" would be to those already demonstrating a love of theater and the performing arts. If we can make identified theatregoers aware of our shows, they might give the Playreaders a try. With an expanded promotional budget, we could place ads in show programs at Carlsbad High, New Village Arts, and other theaters in the local area. 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. 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. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 8 Organization Changes/Challenges/Circumstances: What special circumstances, challenges or changes have affected your organization? What impact has this had on your organization? As touched upon in a previous answer, the most significant challenge which Carlsbad Playreaders has ever experienced is the fallout from the Covid pandemic. All performances were canceled from March 2020 until we finally felt confidently safe enough to reopen in April of 2022. To help ensure the safety of our performers and audience members, we required mask wearing indoors for months longer than most other theater groups, and even now we continue to encourage the use of masks, keeping a supply of disposable masks available at no cost to any attendee who would like to have one to wear. We also have had to deal with the trend of decreased attendance for performing arts in general. Part of this, no doubt, stems from lingering reluctance of individuals to risk exposure at indoor events with gatherings of strangers. And part of the decrease, we suspect, can be attributed to our patrons getting out of their routine of planning to attend our shows on a regular basis. It is for these reasons that we determined , as stated earlier, that we should use the bulk of the grant funds received through this process to strive to increase our audience numbers by 1) increasing our compensation for actors, directors, and stage managers to interest talented artists to participate in our shows, enhancing the quality of the performances which should drive higher attendance AND 2) expanding our promotion and marketing efforts to reintroduce ourselves to the viewing audience. Project Support Information You may upload support information in this section. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. Materials Upload (OPTIONAL, but recommended): Please upload any marketing materials, images and/or files that would provide more information about your project. CPR Marketing examples.pdf Videos Upload (OPTIONAL): Please provide us with a host website link for all videos relevant to the project. Videos Upload (OPTIONAL) If you do not have a URL that hosts your videos, you may upload it here. Additional Materials: You may upload any other additional supplemental materials you wish to provide here (i.e. letters of support from partnering organization(s) that is essential to your project.) New officers reported to Secy of State but not on State list.pdf DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 9 Budget Information You may upload budget support information in this section. Please consolidate into one PDF if possible. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. Total Project Budget $17,345.00 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. Contact the Grants Coordinator at 442-339-5982 or email wendy.sabinlasker@carlsbadca.gov should you need assistance. FY 2023-24 CPR Community Arts Grant.pdf Organizational Budget:* Please upload a current organizational budget. FY 2023-24 CPR Current Budget.pdf Letter of Determination: If you are a first time grant applicant with the City of Carlsbad, please upload your IRS Letter of Determination. CPR IRS Letter of determination 1996.jpeg Audited Financials:* Please upload your organization's most recent completed short form 990s. CPR IRS 990N 2022.pdf Board Roster:* Please upload your organization's roster of board members and ensure the document includes names, titles, organization/business affiliation and areas of expertise. Alternatively, we will also accept the most recent board meeting minutes that includes the board roster. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 10 CPR BOARD LIST.docx Organization Signatory Information Please list 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.) One corporate officer from each of the following groups must sign the agreement: 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. You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this website: Search | California Secretary of State Signor #1 First and Last Name (i.e. Mary Wilson):* William Dern Signor #1 Organizational Title (i.e. CEO):* President Signor #1 Email address:* wderndds@gmail.com Signor #2 First and Last Name (i.e. Luke Wilson):* Thomas Brault Signor #2 Organizational Title (i.e. Secretary):* Executive Secretary DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 11 Signor #2 Email Address:* tombrault@hotmail.com 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:* 03/20/2023 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Tom Brault Carlsbad Playhouse Printed On: 21 March 2023 Fiscal Year 2023-24: Arts Projects for Arts Organizations 12 File Attachment Summary Applicant File Uploads • CPR Marketing examples.pdf • New officers reported to Secy of State but not on State list.pdf • FY 2023-24 CPR Community Arts Grant.pdf • FY 2023-24 CPR Current Budget.pdf • CPR IRS Letter of determination 1996.jpeg • CPR IRS 990N 2022.pdf • CPR BOARD LIST.docx DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE CARLSBAD PLAYREADERS MARKETING / PUBLICITY EXAMPLES REGULAR EMAILS SENT TO PATRONS DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Carlsbad Playreaders <thecarlsbadplayreaders@gmail.com> f---, <~ ··· To: You Tue 2/7/2023 12:12 PM View this email in Y-0Lir browser Up Next: Every Brilliant Thing Monday, March 6 at 7:30pm Box Office Opens at 6:30, House Opens at 7 $5 suggested donation By Duncan Macmillan and Jonny Donahoe March 6 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE You're six years old. Mum's in hospital. Dad says she's "done something stupid." She finds it hard to be happy. So you start to make a list of everything that's brilliant about the world. Everything that's worth living for. 1. Ice cream. 2. Kung Fu movies. 3. Burning things. 4. Laughing so hard you shoot milk out your nose. 5. Construction cranes. 6. Me. You leave it on her pillow. You know she's read it because she's corrected your spelling. Soon, the list will take on a life of its own. A play about depression and the lengths we will go to for those we love. "[A] heart-wrenching, hilarious play ... One of the funniest plays you'll ever see about depression-and possibly one of the funniest plays you'll ever see, full stop ... There is something tough being confronted here-the guilt of not being able to make those we love happy-and it is explored with unflinching honesty." -The Guardian (UK). "EVERY BRILLIANT THING finds a perfect balance between conveying the struggles of life, and celebrating all that is sweet in it." -The Independent (London). "What Macmillan offers, with great sensitivity behind the abundant laughs, is a child's fierce, flawed attempt to make sense of adult unhappiness and a meditation on the shadow that a loved one's depression casts over the lives of a family." -Evening Standard (London). ;; . . .,.,. . . . " ... very charming ... offers sentimentality without shame ... guaranteed to keep your eyes brimming ... [The script] balance[s] acuity and affability ... with unobtrusive artistry ... captivating ... " -NY Times. "[EVERY BRILLIANT THING] is sad, but it is also gloriously funny and exceptionally warm. It's a show that spells out a little of what depression can do to people, but it also highlights the irrepressible resilience of the human spirit and the capacity to find delight in the everyday." -Time Out (London). FREQUENT UPDATES ON FACEBOOK DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE e PlAYRfADERS Carlsbad Playreaders Theater · 5 out of 5 · 9.3 mi · Closed now · 621 followers O Presenting plays that seek to explore the human condition and, thereby, enrich the lives of audience ~ 4 posts in the last 2 weeks Follow ~ Carlsbad Playreaders is at Carlsbad Playreaders. ~ February 28 at 11:53 AM • Carlsbad • 0 0 Our next reading is Monday March 6! And we want to extend our congratulations to our director, Berto Fernandez, for being honored as Actor of the Year from the San Diego Theatre Critics Circle last night! He has made a large impact in our San Diego theatre scene and we look forward to his vision of EVERY BRILLIANT THING starring the incredible Daisy Martinez. You won't want to miss this! j I OJRJzJJ ~,1!!£m!!!1onsl~ ~P I I STARRING: DAISY MARTINEZ I I 0 0 ·-Gerilyn Brault and 7 others 1 share rb Like CJ Comment ~ Share CARLSBAD CITY CULTURAL ARTS NEWSLETTER LISTINGS DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE From: City of Carlsbad <communications@carlsbadca.gov> Date: Fri, Feb 3, 2023, 12:34 PM Subject: Reminder: Latest Arts and Culture offerings from the city To: <rdwhite1215@gmail.com> Painting Churches Monday, Feb. 6 7:30 p.m. Schulman Auditorium Carlsbad City Library 1775 Dove Lane ~Qr, CARisBAD PLAYREADERS $5 donation recommended The 2023 season of the Carlsbad Playreaders launches with nna Howe's comedy Painting Churches, which focuses on the relationship between an artist daughter and her aging parents. This performance honors the group's founders, the late Jim and Pat Hansen, with a memorial reading of the first play ever produced as a company, directed by past artistic director Jack Missett. SEASON BROCHURE DISTRIBUTED – HARD COPY AND ELECTRONIC 2023 Season Painting Churches By Tina Howe February 6 Every Brilliant Thing By Duncan Macmillan and Jonny Donahoe March 6 Motherhood Out Loud By Various Contributors May 1 Stick Fly By Lydia R. Diamond June 5 Deathtrap By Ira Levin September 11 tick...tick…BOOM! By Jonathan Larson October 2 All the Way By Robert Schenkkan November 6 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE ~Qt CARisBAD PIAYREADERS NEWSPAPER ARTICLES UNION TRIBUNE – February 26, 2023 DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE the ian )aic90 llnion-'clribunc Column: Carlsbad Playreaders entertain with simply words, little frills Lola Sherman's Seaside Musings column BY LOLA SHERMAN FEB. 26, 2023 5 AM PT Not having any lines to memorize is a big prut of what makes play reading attractive to actors, they agree, but they say it's a lot more than that. "It's super fw1." says actor Zachary Scott Wolfe. "It's a blast." And, say director Berto Fernandez and actor Melissa Fernandes, it gives the public a chance to see plays that perhaps are lesser known and especially those that have social relevance. The three are among many who have performed or directed at Carlsbad Playreaders. In its quarter-century of existence, the Playreaders has presented more than 100 productions. Fernandez said other theatrical groups might occasionally present play reading, but the Carlsbad organization is the only one in the county given over to a year-round slate of purely read productions. "I don't know of any other company in town that is doing it," Fernandez said. There's no need for elaborate sets or costumes, which make plays harder and expensive to stage. There's no need for props or makeup. It doesn't have to make a profit. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE At the last Carlsbad PlayReaders presentation, earlier this month, actor Eddie Yaroch, playing an aging poet, kept fumbling with his manuscripts, and, he and Dagmar Fields, playing his wife, exchanged bathrobes at one point, but that was about it. Instead, the words of Tina I I owe, author of the play "Painting Churches," stood out. Often, the actors keep their scripts on a music stand in front of them, but Fields held hers in a bright•red book in front of her at all times, making it easier for her to read close-up and giving her freedom of movement. She left no doubt that she was reading. "Painting Churches" was presented in memory of Jim and Pat Hansen, who founded Carlsbad Playreaders in 1995. The Hansens, 92 and 90 respectively, died last year. Jim Hansen had been a teacher at Oceanside and El Camino high schools and she a Carlsbad elementary school teacher before working for the C1rlsbad Public Library for 25 years. They established the Playreaders upon their retirement. ·111e play readings usually are held on the first Monday of the month in the Schulman Auditorium at the city's Dove Lane main library. It's been a great partnership with the library, Gerilyn Brault, ex-artistic director, said. Artistic directors, who serve for hvo years, and the Playreaders board help select the actors and directors. Some plays, like "The Adventures of Huck Finn" or "The Mousetrap," are well known, others less so. Jack Missett, artistic director when the play first was presented, reminisced for the audience at the most-recent production, remembering when that performance was staged during mealtime at the carlsbad Senior Center and one attendee persistently loudly interrupted the performance to demand his chocolate pudding. Thanks to a Carlsbad Community Arts Grant, Brault said, actors and directors -all professionals like herself from theaters around San Diego County-get a sma11 stipend, basically covering gas. For that reason, rehearsals usually are kept to one, and Mondays are chosen for tJ1em as well because it's a day other theaters are closed. Since costs are maintained, Brault said, tickets can be kept to a requested $5 donation. With little money and time for them, there are no auditions, although hopeful performers may leave a photo and resume on the Carlsbad Playreaders website. To even up the costs, a show with four or five actors, like the yearly musical, might alternate with one with a sole performer, like the next show, March 6, ,;Every Brilliant Thing," with Fernandez in his directorial debut He said the show will engage the audience a lot and it's been tweaked a bit, to develop a Latino theme to reflect his Puerto Rican and actress Daisy Martinez's Colombian heritage. Fernandes, who'e acted in a half-dozen shows with Carlsbad Playreaders. also is excited to direct her first, "'Motherhood Out Loud," on May l. Other shows are June 5 and Sept. 11. The musical is "tick ... tick ... BOOM!" on Oct 2. '!be season ends Nov. 6. COAST NEWS – March 29, 2022 ……. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE THE COAST NEWS GROUP THE COAST NEWS I THE INLAND EDITION ~✓, ~--..... ---.-Jim, left, and Pal Hansen stmted the Cadsbacl Playreaclers in 1995. After shulling down in 2020 due la the pandemic, the play readers kick off their 2022 season al 7:30 p. m. April 4 at the Schulman Auditorium at the Doue library in Carlsbad. Courtesy photo After two year hiatus, Carlsbad Playreaders returns to stage bv Steve PuterskiMMch ·1<-J, 11 -7 , CARLSBAD -After a two-year hiatus, the Carlsbad Playreaders returns to action with a reading of "Pygmalion" by George Bernard Shaw at T30 p.m. on April 4 at the Dove Library in Carlsbad. The Playreaders is a collection of actors who read through an entire script, including stage directions, from a range of plays rarely produced in the San Diego area. The thespian collective was founded by Jim, 91, and Pat Hansen, 90, in 1995 due to their love of the a1ts and performing. In 2020, the Playreaders shut down due In retirement, the couple created the Carlsbad Playreaders and produced every show for the first 10 years. Since then, performances have been helmed by a variety of art directors, including A.J. Knox, formerly of New Village Atts, who is directing "Pygmalion." Since the Playreaders never had a formal venue, the Hansens decided to begin with play readings. "This is a way of presenting a complete script in a rehearsed reading by experienced actors, with a narrator added to describe the scenes and characters as needed," Pat Hansen said. "A Community Atts Grant was available through the City of Carlsbad that could pay actors and directors for their time, and royalties and other expenses for producing a play reading." And instead of charging for tickets, the Hansen's opted for a suggested $5 donation or whatever someone was willing to pay to help cover costs, Pat Hansen said. The cost is covered by the Carlsbad Library and Arts Foundation's Robert H. Gartner Cultural Endowment Grant. Once the Schulman Auditorium opened at the Dove Library, the Carlsbad Playreaders became part of its regular programming on Mondays, a traditional "dark night," or day off, for performers. Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION $ Notes $ Admissions $ 2,200.00 6 plays / 60 in audience per play + 1 musical / 80 per musical. = 440 total audience x $5 per person Gifts/Merchandise/ Concessions $ - Advertising $ - Other $ - 2,200.00$ Subtotal Earned Income -$ $ Notes $ Private $ - Individual $ 154.00 Donations received from patrons. 7 shows. Avg $22 per show. Public Support $ 7,500.00 Robert H. Gartner Cultural Endowment Fund grant Applicant Cash $ - CAG Request Amount $ 7,500.00 Amount requested through Community Arts Grants 2023-24 Other $ - Other $ - Subtotal Unearned Income 15,154.00$ Subtotal Unearned Income -$ INCOME TOTALS 17,354.00$ -$ Subtotal Earned Income Notes Un e a r n e d I n c o m e Amount received through Community Arts Grants 2023-2024 Ea r n e d I n c o m e CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT PROJECT INCOME Notes DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE L Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Cash Notes Cash Project Staff (non-artist) $ 1,750.00 Artistic director - $100 x 7 shows = $700. Stage Manager - $150 x 7 shows = $1,050 Project Artist(s) or Arts Instructor(s) $ 5,610.00 5 actors, 6 plays x $120 per actor = $3,600. 6 actors, musical x $160 per actor = $960. 7 Directors = $890. 1 Musical Director - $160 Educational Materials/Printing $ 350.00 Rehearsal copies of scripts for Actors / Director: $50 per show x 7 shows = $350 Costumes/Props $ - Sets $ - Supplies $ 1,750.00 Scripts (purchases required by publishing house) and Sheet Music Licensing/Royalties $ 5,600.00 $800 per show (higher cost than current selections) x 7 shows Rentals (space and/or other) $ - Transportation $ - Food & Beverage $ 572.00 52 meals for actors, directors, stage manager x $11 per meal = $572 Marketing/Promotion/ Publicity $ 1,722.00 Avg. $150 per show x 7 shows = $1,050. Membership in Carlsbad Chamber - $350. MailChimp fees - $322 per year Fiscal Agency Fee $ - Other $ - Other $ - Other $ - EXPENSES TOTALS 17,354.00$ -$ PROJECT EXPENSES Notes DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Value Notes Value City of Carlsbad - Meeting space $ 2,520.00 Schulman Auditorium rental waiver. (8 hours x $45/hour non profit resident rate x 7 shows = $2520) City of Carlsbad - Technical staff $ 700.00 Schulman Auditorium technical staff hours (5 hours x $20/hour x 7 shows = $700) City of Carlsbad - Program printing $ 210.00 Printing of programs (550 x $0.40 each) IN-KIND TOTALS 3,430.00$ -$ Enter a '0' in any cells that you don't have an amount to add. Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. Budget Instructions: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The application project budget must balance. Total income must equal total expenses. Final Report may Round all budget figures to the nearest whole dollar. IN-KIND SUPPORT Notes DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE I Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION $ Notes $ Admissions $ 2,200.00 6 plays / 60 in audience per play + 1 musical / 80 per musical. = 440 total audience x $5 per person Gifts/Merchandise/ Concessions $ - Advertising $ - Other $ - 2,200.00$ Subtotal Earned Income -$ $ Notes $ Private $ - Individual $ 140.00 Donations received from patrons. 7 shows. Avg $20 per show. Public Support $ 7,500.00 Robert H. Gartner Cultural Endowment Fund grant Applicant Cash $ 865.00 Drawn down from cash reserves in bank $ - CAG Request Amount $ - Amount requested through Community Arts Grants 2023-24 Other $ - Other $ - Subtotal Unearned Income 8,505.00$ Subtotal Unearned Income -$ CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT PROJECT INCOME Notes Ea r n e d I n c o m e Subtotal Earned Income Notes Un e a r n e d I n c o m e 10,705.00$ -$ INCOME TOTALS DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE L Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Cash Notes Cash Project Staff (non-artist) $ 1,750.00 Artistic director - $100 x 7 shows = $700. Stage Manager - $150 x 7 shows = $1,050 Project Artist(s) or Arts Instructor(s) $ 4,730.00 5 actors, 6 plays x $100 per actor = $3,000. 6 actors, musical x $140 per actor = $840. 7 Directors = $750. 1 Musical Director - $140 Educational Materials/Printing $ 280.00 Rehearsal copies of scripts for Actors / Director (when requested): $40 per show x 7 shows = $280 Costumes/Props $ - Sets $ - Supplies $ 1,100.00 Licensing/Royalties $ 2,100.00 $300 per show x 7 shows Rentals (space and/or other) $ - Transportation $ - Food & Beverage $ - Marketing/Promotion/ Publicity $ 745.00 $60 per show x 7 shows = $420. MailChimp fees - $325 per year Fiscal Agency Fee $ - Other $ - Other $ - Other $ - EXPENSES TOTALS 10,705.00$ -$ PROJECT EXPENSES Notes DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE Applicant: Carlsbad Playhouse (dba Carlsbad Playreaders)COMMUNITY ARTS GRANTS 2023-24 PROJECT BUDGET INFORMATION CAG FY 2023-24 BUDGET FORM PROJECTED - APPLICATION ACTUALS - FINAL REPORT Value Notes Value City of Carlsbad - Meeting space $ 2,520.00 Schulman Auditorium rental waiver. (8 hours x $45/hour non profit resident rate x 7 shows = $2520) City of Carlsbad - Technical staff $ 700.00 Schulman Auditorium technical staff hours (5 hours x $20/hour x 7 shows = $700) City of Carlsbad - Program printing $ 220.00 Printing of programs (550 x $0.40 each) IN-KIND TOTALS 3,440.00$ -$ IN-KIND SUPPORT Notes Enter a '0' in any cells that you don't have an amount to add. Please give detailed descriptions for each line item in the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header. Budget Instructions: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The application project budget must balance. Total income must equal total expenses. Final Report may Round all budget figures to the nearest whole dollar. DocuSign Envelope ID: 7A4DF40C-C24C-4904-AFF6-044FB6ECF9CE I