HomeMy WebLinkAboutCarlsbad Oceanside Art League; 2024-07-31; PSALCA-24048CA1
PSALCA-24048CA
FISCAL YEAR 2024-25 GRANT AGREEMENT FOR
Carlsbad Oceanside Art League
This agreement is made on the ____ day of ____________, 2024, by Carlsbad Oceanside Art League
(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 Fiscal Year 2024-25 Community Arts Grants
Program in an amount not to exceed five thousand two hundred fifty dollars ($5,250.00) (“Grant”). The
purpose of the Grant is to provide funds to Grantee for the project outlined in the Agreement Scope
(“Agreement Scope”).
Project Title: Demos & Expression
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 Sept. 3, 2025. 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 2024-25 Community Arts Grants
Guidelines, all grant funds are eligible to be used from Sept. 3, 2024 through Sept. 3, 2025. Any
extension of fund use must be requested in writing at least 30 days prior to the end of the
Agreement or sooner to allow time for written amendment and approval in writing by City.
Extension of Community Arts Grants 2024-25 funds may render that organization ineligible to
apply for or receive additional funds as part of the subsequent Community Arts Grants
Fiscal Year 2025-26 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
2024-25 Community Arts Grants Guidelines, in the section titled Eligible and Ineligible Costs,
attached hereto as Exhibit “A.”
3. CONDITIONS OF FUNDING AND DISBURSEMENT.
City shall have no obligation to provide the Grant proceeds or to make any subsequent disbursement of
Grant proceeds, and may seek reimbursement of Grant proceeds, if any of the following requirements are
not fully satisfied:
a. Grantee shall use grant funds to implement the Agreement Scope, including using the Grant
funds to only cover expenditures for programs and services incurred during the Agreement
Scope dates and under the terms and conditions of this Grant Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee’s main address is within Carlsbad city limits, as specified in the Fiscal Year
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2024-25 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 Scope of Grant consistent with the Fiscal Year 2024-25
Community Arts Grants Guidelines, attached hereto as Exhibit “A.”
g. Grantee shall provide full and timely information to the City to update staff on programs and
include naming the City in any publications and/or social media, whether in digital or print
format, as opportunities arise.
h. Grantee shall retain all records and supporting documentation, including expenditure receipts,
applicable to the Agreement Scope and this Agreement for a period of three (3) years, and make
all records and supporting documentation readily available, upon request, for inspection and/or
audit by representatives of the City.
4. EVENT/PROGRAM PROMOTIONAL OPPORTUNITIES.
Grantee has the option to supply event and/or program information including the date, location, time,
admission, parking and related details for inclusion in Cultural Arts’ communications such as e-newsletter,
emails and website. At its discretion, the Cultural Arts Office will provide support in distributing the
information through the city’s established channels of communication. If grantee wishes to participate,
the grantee needs to submit the information to the Cultural Arts Office at least sixty (60) days prior to the
event or program.
Please initial box to opt-in to promotional opportunities
5. RETURN OF GRANT FUNDS.
If City determines that Grantee has failed to comply with the terms and conditions of this Grant
Agreement without prior written approval by the City, then, upon demand by the City, Grantee agrees to
return to the City the amount requested by the City, up to and including an amount equivalent to the full
Grant award. Failure of the Grantee to comply with the terms of this Agreement shall not be the cause for
return of Grant funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In
such case, any amount required to settle, at minimum cost, any irrevocable obligations properly incurred
shall be eligible to be paid by Grant funds. However, if, due to a local health order, Grantee is unable to
complete all events or requirements of the Scope of Grant, 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 2024-25 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, Oct. 3, 2025, whichever is
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PSALCA-24048CA
earlier.
c. Noncompliance: Grantees in noncompliance with the above reporting requirements agree to
return some or all of the initial Grant payment if requested by the City. Additionally, if Grantee
is found to be in noncompliance, Grantee agrees that for the year immediately following a
determination of noncompliance, Grantee shall be ineligible to receive any new grants from
the City.
7. DISBURSEMENT OF GRANT FUNDS.
The Grant amount to be provided to the grantee, under this Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project Form as
applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by Library & Cultural Arts Director or designee.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to the City
within sixty (60) days of completion of the Agreement Scope or the Project end date, whichever
is earliest.
8. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in writing within
fifteen (15) calendar days of the decision to cancel and Grantee, at the time it provides the City
with notice of cancellation, shall return all Grant funds to the City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if Grant
funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the City forthwith.
9. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the commencement of the
Project, or prior to first disbursement of funds. After Project commencement, as outlined in the
Agreement Scope, or disbursement of Grant funds, this Agreement may be rescinded, modified,
or amended only by mutual agreement, in writing, of both the City and Grantee.
b. Any changes, whether planned or unanticipated, to funded projects due to a local health order
(including, but not limited to, state or local health orders and social distancing measures) must
be submitted to City at least seven (7) calendar days before implementation of the change.
Proposed modifications will be reviewed on a case-by-case basis, and the City's Cultural Arts
Manager or designee will notify Grantee in writing whether the proposed changes are approved.
Any project changes must continue to adhere to the City’s Fiscal Year 2024-25 Community Arts
Grants Guidelines as defined in Exhibit “A.”
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
Grantee’s budget: income, expenses, or line-item designations, 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 Oct. 3, 2025.
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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 Oceanside Art League City of Carlsbad
Attn: Cheryl Ehlers Library & Cultural Arts Director Suzanne Smithson
300 Carlsbad Village Drive, Suite 101 1775 Dove Lane
Carlsbad, CA 92008 Carlsbad, CA 92011
Email: ncagpresident@gmail.com suzanne.smithson@carlsbadca.gov
13. INDEMNIFICATION.
Grantee hereby agrees to defend, indemnify, and hold free and harmless the City, its officers, officials,
employees and volunteers from and against any and all claims, damages, losses, costs (including but not
limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or related in any
way whatsoever to the provision of Grant proceeds.
14. NO PARTNERSHIP OR JOINT VENTURE.
The relationship between City and Grantee is solely that of Grantor and Grantee. Under no circumstances
shall City and Grantee be deemed to be partners or involved in a joint venture.
15. MODIFICATIONS.
This Agreement may not be modified or amended except by written document duly executed by an
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 and 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 to seek advice of counsel is
the sole responsibility of Grantee. The Parties negotiated this Agreement with the opportunity to receive
the aid of counsel and, accordingly, intend this Agreement to be construed fairly, according to its terms,
in plain English, without constructive presumptions against the drafting Party.
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PSALCA-24048CA
1. SIGNING AUTHORITY.
The representative for each Party signing on behalf of a corporation, partnership, joint venture or
governmental entity hereby declares that authority has been obtained to sign on behalf of the
corporation, partnership, joint venture, or entity and agrees to hold the other Party or Parties hereto
harmless if it is later determined that such authority does not exist.
GRANTEE CITY OF CARLSBAD, a municipal corporation of
the State of California
*By: By:
(1st signature here) SUZANNE SMITHSON
Library & Cultural Arts Director
As authorized by the City Manager
CHERYL EHLERS, Chief Executive Officer
(Print name/Title)
ncagpresident@gmail.com
(Email address)
ATTEST:
(Date)
**By:
(2nd signature here)
For SHERRY FREISINGER
City Clerk
GERTRUDE LEWIS-SCHLEGEL, Chief Financial Officer
(Print name/Title)
gertlewis55@gmail.com
(Email address)
(Date)
If required by City, proper notary acknowledgment of execution by contractor must be attached. If a
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
For CINDIE K. McMAHON, City Attorney
By: ____________________________
Deputy City Attorney
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PSALCA-24048CA
EXHIBIT “A”
SCOPE OF GRANT
Arts Commission met and approved the grant awards on May 2, 2024, indicating funding is in accordance
Final 2024-25 Funding Plan.
Grant Support Documents
Required
x Fiscal Year 2024-25 Community Arts Grants Guidelines
x Completed Community Arts Grants 2024-25 Application
Optional, As Needed
x Community Arts Grants 2024-25 – Project Budget Information
x Community Arts Grants 2024-25 – Revised Project Form
x Community Arts Grants 2024-25 – Revised Project Budget Information
Cheryl Ehlers Carlsbad Oceanside Art League
Demo and Expression
Fiscal Year 2024-25: Arts Projects for Arts
Organizations
Carlsbad Oceanside Art league
Cheryl Ehlers
300 Carlsbad Village Drive, Suite 101
Carlsbad, CA 92008
Cheryl Ehlers
300 Carlsbad Village Drive, Suite 101
Carlsbad, CA 92008
info@northcoastalartgallery.com
0: 760-434-8497
ncagpresident@gmail.com
0: 760-519-1551
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 1
Cheryl Ehlers Carlsbad Oceanside Art League
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)
Yes
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, 2024
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Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
• Applicants may only submit one application per funding cycle and cannot apply to multiple categories
Past Funding*
Has your organization received funding from the City of Carlsbad's Community Arts Grants program in the past?
Yes
Are you an individual artist applying through a fiscal agent?*
No
Primary Organization Name
Name as shown on an IRS letter of determination.
Carlsbad-Oceanside Art League
DBA (if applicable)
Carlsbad-Oceanside Art League
Organization Website
https:/ /northcoastalartgallery.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.
We encourage artistic growth, and open the world of art to everyone irrespective of their level of artistic or
creative experience, or background, while providing accessible platforms, resources, and opportunities for
artists and the community at large to learn, educate and express themselves, while providing a variety of
platforms, and exhibition opportunities to share their work with the community.
Past Funding Report Requirements
Current Grantee Requirements:*
If you are a returning grantee from the previous grant cycle, please confirm that you understand that a final report
and final budget for your organization must be submitted prior to entering a new grant agreement with the City of
Carlsbad. A final report and final budget must be submitted (30) calendar days after the Project End Date.
Alternatively, if you cannot meet this requirement, we will accept a project status update via email explaining the
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Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
status of your project, estimated project end date and any other project details you would like to share with us.
I understand that should my organization receive funding for this cycle, my organization will fulfill all reporting
requirements from the previous cycle prior to my organization entering a new agreement with the City of Carlsbad
Yes
Project Information and Narrative
• 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.
Demo and Expression
Project Summary:*
Please provide us with a brief summary of your project.
Demo and Expression will present 12 free monthly programs. (9) on the 1st Thursday of each month, for two
hours, 1:30 -3:30pm, at the Pine Avenue Community Center, Carlsbad, and (1) in-house, on a Thursday at the
North Coastal Art Gallery, for two hours, Spm-7pm, all providing hands-on instruction, interaction, lectures,
and art expression, with a master instructor, open to ages 18 to adult for the community at large.
This year based on community demand, we incorporated (2) Youth Demo Art programs, (1) in November on
a Sunday Carlsbad Village Street Faire and the (2nd) in June at the Art in the Village, which will be presented
by professional artists and filled with creative art making fun using recycled, and man-made materials, open
to all ages for the community at large.
We advertise on all social media platforms, events calendars, monthly eblasts to over 921 art clientele, use
media platforms on Carlsbad Village Association, Village Faire media, local newspapers, Coast News, Linked
in, CB Patch, SD Arts Directory, SDVAN, NCAN and PRLog, we do submit new releases, and process flyers,
monthly notices, handouts, onsite and at the North Coastal Art Gallery.
The COAL recognizes the community's needs for art at all age levels, and the importance of providing a well-
rounded education. We are proud to offer our public art programs in collaboration with the City of Carlsbad
Cultural Arts Grant program.
Project Start Date:*
Please note that project start date must be on or after September~ 2024.
09/05/2024
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Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
Comment: Hello Cheryl
We're doing a preliminary check for 2024-25 Community Arts Grants Applicants just for
category and date accuracy. We noticed that you have your start date as Sept 1, 2024. This
cycle, the .irst date you can begin is Sept 3.
Just a minor adjustment to be in the project time range.
All best, Wendy
Project End Date:*
Please note that the project end date must be on or before September~ 2025.
08/30/2025
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.
2024 -Pine Ave. Community Center-3209 Harding St, Carlsbad, CA 92008
September 5, 1:30pm-3:30pm
October 10, 1:30pm-3:30pm
November 3,@ Carlsbad Village Street Faire, Youth Demo/ Art Program, 8am-4pm
2025 -Pine Ave. Community Center-3209 Harding St, Carlsbad, CA 92008
January 9, 1:30pm-3:30pm
February 6, 1:30pm-3:30pm
March 6, 1:30pm-3:30pm
April 10, 1:30pm-3:30pm
May 5, 1:30pm-3:30pm
June 6, 1:30pm-3:30pm
July 3, 1:30pm-3:30pm
June: 23 @Art in the Village, Youth Demo/Art Program, 8am-4pm
August 15,@ North Coastal Art Gallery, 300 Carlsbad Village Drive, Ste 101, Carlsbad, CA, 5pm-7pm
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
Comment: Cheryl
Application has been updated to reflect maximum amount of funding for Arts Organization
category as $7,500. Correct Budget has been submitted
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Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
Participants:*
Total number of expected participants for this project (i.e. artists, coordinators, directors.)
576
Audience:*
Total number of expected audience attendance for this project.
700
Previous Project Success:
If your organization has completed a similar project, please provide details of the project and why it was
successful.
2022-2023, we started the new program, *8 classes, and observed all elements in order to improve, expand,
and heightened future interest, realizing that San Diego has many such programs, Carlsbad and surrounding
areas needed a local program. It was well received, and very successful by community standards, however,
we felt it had room for improvement, and wanted a more dynamic element.
2023-2024, of which is not completed until August 2024, *8 classes, was upgraded to include a more dynamic
and diverse program. Careful review of the previous year, realized a need to heighten community
engagement, and change our programming approach by raising community engagement, bringing on skilled
instructors with strong communication and technical skills, who have a passion for art, introduce a variety of
artistic techniques, tailor to captivate topics of interest, provide more materials for hands-on interaction. and
make it accessible at all levels. Our objective remains clear to the community at large, and through our added
demo survey, we have expanded our media and outreach efforts, educated our membership in promotion,
used all our networks, and are accessing every avenue to be heard and seen. To date these combined efforts
have surpassed our expectations for participation, which is up to an average of 35-51 per class.
We look forward to continued success of 2023-2024. and the possible new improved *12 programs for 2024-
2025.
Project Distinction:
What makes this project distinctive?
The Demo & Expression program takes the care to seek instructors that can interact hands-on with the
audience, while at the same time demonstrating the who, what, where, and why's of their art process,
ensuring that the quality or characteristic differs from others simple demonstrations. We assure that they
have the ability to address all participants without prejudice, to meet our profile, and expectations of
professionalism and have the ability to communicate at a level of understanding necessary that the
community at large can embrace. It is exciting, interactive, hands-on and educational and all inclusive.
This program is exponentially organized, and well-programed to include visual art instructional, education
and participatory activities at all levels, using professional artists in varies mediums and manned with
knowledgeable and seasoned professional artists and volunteers onsite that are able to field all questions
about the program at all times, while promoting the arts in the community at large. We are thrilled to be part
of the arts in Carlsbad, and have the sponsorship from the City to be able to produce such a program.
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
Project Goals:
What are the goals (outputs and/or outcomes) of the project? How will you measure your goals?
Starting in 2022, this program has been expanding as we bring the arts to the forefront for all ages. Based on
community demand for additional youth programming, we added a new component of 2 Youth
Demo/ Artmaking classes using recycled/manmade materials in a creative fun atmosphere, which will be held
at (2) street fairs in Carlsbad, 2024.2025. We have mounted this program in past years, and nothing short of
a successful turn out of almost 635 youth in one day participating in (8hrs). We foresee this program to be
another success in the community, Free to all ages.
In monitoring our programs, we always had an online RSVP, and welcome walk-in's which allows us to
preprogram the materials/supplies for each class, as well as prepare the instructors for all levels of need. Late
2023, we have added a Demo Survey emailed to each participant after the demo, to assess all feedback and to
review implementation of any subject that might need review. It encompasses demographics,
recommendations, level of participation, both positive and negative feedback, and outreach. We continue to
evaluate the success of this program, and address all responses seriously. It has proven to be one of the most
invaluable tools for this program. We have been fortunate that Demo and Expression had been a bounding
success, with many demands for more Demos monthly.
As we continue to assess the needs for art in the community we look forward to working in concert with the
City of Carlsbad.
Target Population:
Who is your target population and why? How will you reach them?
Our targeted population is the community at large, any /all artists, first timers, emerging or professionals who
are interested in, learning the process involving art expression, and creation using a variety of techniques,
methods, trick's of the trade used in a various art mediums. We want to entice them, encourage them, and let
them experience the wonders of art brought into their lives.
We reach out through methods on both electronic platforms, news media and in-person networking. We
utilize numerous platforms for advertising our dedicated Demo and Expression web page on our website and;
Social media, Facebook, Instagram, Linked In, Carlsbad Patch, online Coast News, and hard copy calendars,
various event calendars, media platforms on Carlsbad Village Association, Village Faire media.
News platforms; North County Star, Vista Press, Coast News, Rancho Santa Fe Press, San Diego Union
Tribune, Encinitas Advocate, and web-based PrLog. Organizations: San Diego Arts Directory, San Diego
Visual Arts Network and one-on-one networking
Any location that will accept us with flyers placed on-site, monthly Eblasts to past participants, and to another
to 931 clients, onsite-promotion at the gallery is ongoing monthly, and are always seeking additional local
sources to build awareness in the community.
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Fiscal Year 2024-25: Arts Projects for Arts
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Cheryl Ehlers Carlsbad Oceanside Art League
Project Partnerships:
If applicable, please provide names and brief descriptions of roles for any partners in this project. This would
include any organizations, artists or individuals involved in your project that are not employed or affiliated with the
applying organization.
N/A
Partner Resumes:
If applicable, you may upload any resumes of teaching artists, artists or any other partners in the proposed project
here. Please consolidate into one PDF if possible.
Contact the Grants Coordinator at 442-339-5982 or email
wendy.sabinlasker@carlsbadca.gov should you need assistance.
Organization Changes/Challenges/Circumstances:
What special circumstances, challenges or changes have affected your organization? What impact has this had on
your organization?
We have been very fortunate since 2022, in that we have not had any challenges that have impacted the
organization either financially or community wise. On the contrary we have grown in Memberships,
participation and enthusiasm for our organizational outreach efforts, and been recognized within the
community as beneficial and effective at many levels. We have more public interest in our programs, and it
has continued to increase annually.
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.
COAL lmages.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.
COAL VIDEOS.pdf
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 8
Cheryl Ehlers Carlsbad Oceanside Art League
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.)
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
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
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 I California Secretary of State
Signor #1 First and Last Name (i.e. Mary Wilson):*
Cheryl Ehlers
Signor #1 Organizational Title (i.e. CEO):*
President
Signor #1 Email address:*
ncagpresident@gmail.com
Signor #2 First and Last Name (i.e. Luke Wilson):*
Gertrude Lewis
Signor #2 Organizational Title (i.e. Secretary):*
CFO, Treasurer
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 9
Cheryl Ehlers
Signor #2 Email Address:*
gertlewis55@gmail.com
Budget Information
Carlsbad Oceanside Art League
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
$7,500.00
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. * PLEASE
USE COMMUNITY ARTS GRANT BUDGET FORM ONLY. Budget forms are available on the Cultural Arts Community
Arts Grants webpage. Please contact the Cultural Arts Grants Coordinator at 442-339-5982 or email
wendy.sabinlasker@carlsbadca.gov should you need assistance.
REVISED Mar 17 COAL FY 2024-25 Community Arts Grants Budget Form (1).pdf
Comment: Applicant provided the correct budget form.
Organizational Budget:*
Please upload a current organizational budget.
COAL GALLERY REVENUE_EXPENSE Organization 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.
Audited Financials:*
Please upload your organization's most recent completed short form 990s.
990 EZ 2022 Tax Return Documents (CARLSBAD-OCEANSIDE ART -.pdf
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 10
Cheryl Ehlers Carlsbad Oceanside Art League
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.
COAL Directors of the Board .pdf
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:*
03/17/2024
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 11
Cheryl Ehlers Carlsbad Oceanside Art League
File Attachment Summary
Applicant File Uploads
• COAL Images.pdf
• COAL VIDEOS.pdf
• REVISED Mar 17 COAL FY 2024-25 Community Arts Grants Budget Form (1).pdf
• COAL GALLERY REVENUE_EXPENSE Organization Budget.pdf
• 990 EZ 2022 Tax Return Documents (CARLSBAD-OCEANSIDE ART -.pdf
• COAL Directors of the Board .pdf
Printed On : 10 July 2024
Fiscal Year 2024-25: Arts Projects for Arts
Organizations 12
CAG FY 2024-25 BUDGET FORM PROJECTED-APPLICATION ACTUALS -FINAL REPORT
PROJECT INCOME $ Notes $ Carlsbad Oceanside Art League
Admissions $ -
QJ
E Gifts/Merchandise/ 0 $ -u Concessions C: -"C Advertising QJ $ C: -...
co w
Other $ -
Subtotal Earned Income $ -Subtotal Earned Income $ -
CONTRIBUTED INCOME $ Notes $ Notes
Private $ -
Individual $ -
Public Support $ -
Applicant Cash $ -
CAG Request Amount Amount requested through Community Arts Grants 2024-25 Amount received through Community Arts Grants 2024-2025
$ 7,500.00
Other
Other
Subtotal Unearned Income $7,500.00 Subtotal Unearned Income $ -
INCOME TOTALS 1
$7,500.00
1
PROJECT EXPENSES Cash Notes Cash Notes I Project Staff (non-artist) $ 315.00 (1) Accountant for 12-Demos, Mo. Reports, P/L, prj closeout
processing total of 9 hrs @ $35hr
CAG FY 2024-25 BUDGET FORM PROJECTED-APPLICATION ACTUALS -FINAL REPORT
Project Artist(s) or Arts iu-uemos wt 11 1nstructors tor :i,1 /'1.,mrs tUemo m July nas twoJ,
lnstructor(s) $ 2,230.00 and 2-Y outh Art Demo/artmaking with 2 Instructors for $240/8hrs
a.nroh ..,a,c,r,~n.....-.c,
Educational Materials/Printing $ 1,500.00 10-Demos@ $1250, 2-Y outh Demo/ Artmaking@ $250 (Flyers,
Class/course educational info, course) ($125 per ea.)
Costumes/Props $ -
Sets $ -
Supplies $ 1,550.00 9-Demos@$900, & I-In-house demo@$150, 2-Youth Art
Demo/Artmaking@$400 (Mediums, paper, needs for class)
Licensing/Royalties $ -
Rentals (space and/or other) $ 1,080.00 9-Demos facility fee @ Pine Ave.Comm. Ctr., @$855, 1-Y outh Art
Demo/Artmaking fee@$225 @Art in the Village
Transportation $ -
Food & Beverage $ 300.00 9-Demos@ $30ea. at Pine St. Community Ctr,. and I-Demo
@$30ea at COAL Gallery
Marketing/Promotion/ l l-Uemos <@ ;J10 1.:,u, ana l-Y outn tul uemo/ Aitmak:mg <@:blUU
Publicity $ 810.00 for social media boost, ads, event calendar boost, publicity, news
~~r1;0
Fiscal Agency Fee $ -
Other
Other
Other
EXPENSES TOTALS $7,785.00 $ -
I IN-KIND SUPPORT Value Notes Value Notes
Demo Host/Presentor $ 675.00 Host/Facilitator/Instructor management for 9-Demos, on-site/offsite
@ $25hr for 3 hrs/ea. with setup
Instructor Procurement/contracts $ 600.00 Solicit Instructors vet and provide contracts, for 12-Demos for 2
hrs/mo.@$25hr
CAG FY 2024-25 BUDGET FORM PROJECTED -APPLICATION
AV /IT Representative $ 1,250.00 Videographer/lT -onsite, video, and post video production, for 10-
Demos @ $25hr for 5 hrs/ea.
Demo Staff members $ 1,350.00 2 staff, for 9-Demos, online processing/check-in/setup/
takedown/cleanup @ $25hr for 3hrs
Program Management $ 450.00 I staff for 12-Demos @ $37.50hr for 1.5 hrs ea.
Carlsbad Village St. Faire Booth $ 240.00 Donated Booth fee for I-Youth Demo/artmaking at the St. Faire
Volunteers $ 320.00 2 volunteers @ $20hr for 4hrs ea. @ $80pp for 2 Youth
Demo/ Artmaking programs, off-site at 2-Carlsbad fa ires
Gallery Space Usage $ 160.00 4hrs @ $40hr
IN-KIND TOTALS I $5,045.00 I
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.
Enter a '0' in any cells that you don't have an amount to add.
ACTUALS -FINAL REPORT
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.
Carlsbad -Oceanside Art League
Board of Directors 2023-2024
Name and Title Affiliation
President COAL Board of Directors
Cheryl Ehlers
Vice President & COAL Board of Directors
Director of Programs
Susan Bell
Treasurer,CFO,Gallery Director COAL Board of Directors
Gertrude Lewis
Secretary COAL Board of Directors
Judy Richardson
Director of Membership COAL Board of Directors
Scott Bruckner
Director of Art on the Green COAL Board of Directors
Deb Capetz
Co-Drirector of Art on the Green COALCo -Board of Director
Craig Meyer
Expertise
Project management, budgets, marketing, non-profits,
state regulations, grant mgmt., organizational restructure
Artist, Art Therapist, psychologist, program mgmt.
Sponsorship, Fundraising, Parlimentarian
Accounting/bookeeping/ management, grants
Artist, art instructor
Artist, Program mgmt/coordination
Artist
Artist, businesman