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HomeMy WebLinkAbout2019-03-07; Arts Commission; ; Community Arts Grants Update Meeting Date: March 7, 2019 To: Carlsbad Arts Commission From: Richard Schultz, Cultural Arts Manager richard.schultz@carlsbadca.gov or 760-602-2086 Subject: Community Arts Grants Update Recommended Action Staff recommends approval of the change in production for the New Village Arts community arts grant. Executive Summary This report provides an update on Community Arts Grants. Discussion Cultural Arts Manager Richard Schultz and Community Arts Coordinator Megan Gilby will present an update on recent activities related to Community Arts Grants. These topics are: • New Village Arts request to change productions from Bella: An American Tall Tale to Little Shop of Horrors, which was funded by a 2019 Community Arts Grants in the amount of $5,000 • Update on Special Opportunity mini-grant for Hands of Peace • Request for input from the Art Commissioners on the Community Arts Grants guidelines, application questions and scoring rubric Fiscal Analysis No additional city funding is being requested at this time. Next Steps Staff will incorporate feedback from the Arts Commissioners on Community Arts Grants materials and return at the April meeting with a revised draft for their review. Public Notification This document was noticed in accordance with the Ralph M. Brown Act (California Government Code Section 54950 et. Seq.), published and distributed at least 72 hours prior to the meeting date and time. Exhibits • New Village Arts Request Letter • Community Arts Grants Application Questions • Community Arts Grant Guidelines • Community Arts Grant Scoring Rubric Richard Schultz Carlsbad Cultural Arts Office 1775 Dove Lane Carlsbad, CA 92011 January 31, 2019 Dear Richard: We are writing to inform you that we have had to change the final show in our 18th season. Due to staffing changes and problems with receiving music materials from the royalty house, we have made the decision to cancel our production of BELLA: AN AMERICAN TALL TALE. Instead, we will be producing a re-imagined and inclusive version of the popular musical LITTLE SHOP OF HORRORS. We would like the Carlsbad Cultural Arts Office to consider moving the 2019 Community Arts Grant of $5,000 from BELLA to LITTLE SHOP. Most of the same actors will be involved in the new show, specifically Cashae Monya, who was originally scheduled to play Bella, will now take on the role of Audrey, which is very rarely played by an African-American woman. The show will be directed by NVA’s Director of Connectivity AJ Knox, who recently directed the huge hit musical AVENUE Q, which has been nominated for 5 San Diego Theatre Critics Circle awards (the award ceremony is on February 11th). Mr. Knox has some very exciting ideas for the character of Audrey II, which is usually played by an unseen actor. In the NVA production, this role will be played by a fantastic woman who will embody the 1950s b- movie aesthetic. I have attached some early sketches to help understand the exciting direction we will be taking. The production of LITTLE SHOP OF HORRORS will also run much longer than the originally scheduled run for BELLA. LITTLE SHOP will run from Mary 24 – August 4, 2019 giving patrons many more opportunities to experience the show (BELLA was scheduled to run May 24 – June 23 with a possible extension through June 30). The Carlsbad Cultural Arts office will still receive all of the benefits of sponsorship, including your name on the marquee, a full-page in the show program, and tickets available for staff. We are most grateful for your consideration. Please feel free to reach out to me at 760-845- 8020 with any questions or for clarification. With all best wishes, Kristianne Kurner Executive Artistic Director Kristianne Kurner Executive Artistic Director Alex Goodman Managing Director Robert I Lin President Sue Loftin Vice-President Mark Coulombe Secretary Christy Rosa Mohler Treasurer Board Members at Large Joan Cumming Bob Dawson Kristianne Kurner Saundra Moton Mark Tanner Scott L. White, former president NVA Advisory Board Rosemary Eshelman, Chair Ariel Bedell Mark Caruana Kathy Deering Fred Deutsch Mea Hall Walt & Sharon Hambly Pat Hansen Bobbie Hoder Pat Hurley Emma Jadhav Chelsea Kaufman Jacquelyn Kilpatrick Richard Kuranda Cassie Langan Linda Ledesma Gina McBride Julie Nygaard Dr. Bob Ogle Christine Ileto Pangan Justin Peek Elizabeth Rhodes Shari Roberts Debbie Rossi Jay Sarno Alice Sievertson Lorraine Wood NVA is a 501(c)(3) Non-Profit Organization Tax ID #52-2320930 New Village Arts, Inc. 2787 State St. Carlsbad, CA 92008 760.433.3245 info@newvillagearts.org www.newvillagearts.org Community Arts Grants 2019 | Application Sections and Questions Please note: this is NOT the application for the 2019 Community Arts Grants Cycle. This document is solely for your information during the application process. To apply for a grant, visit our website and submit the application digitally at www.carlsbadca.gov/arts. SECTION 1 – Contact Information Main Contact for Application • First, last name • Street Address, City, State & ZIP • Phone Number, Email SECTION 2 – Applicant Information • Are you applying as an: o Arts Organization o Educational Institution or Affiliated Group o Individual Artist with Fiscal Agent • Type of funding category you are applying for: o Arts Organizations: Capacity Building o Arts Organizations: Arts Projects o Educational Institutions or Affiliated Group Applying Organization Information • Applying organization name (as shown on an IRS letter of determination) • Organization doing Business as (if by another name) • Organization EIN # • Organization website URL • Street Address, City, State & ZIP • Phone Number, Email, website URL • Are you a first-time applicant? • Org/Artist Mission Statement (max. 100 words) • Have you received funding from the City of Carlsbad in the past? Fiscal Agency Information • Fiscal agent organization’s name, contact info • Main contact for your fiscal agent organization • Fiscal agent organization’s EIN # SECTION 3 – Project Information • Project Name • Project Summary (max. 100 words) • Project Dates • Amount Requested from the City of Carlsbad’s Cultural Arts Grants • Expected total number of participants and/or audience attendance SECTION 4 – Narrative (word limits 250) Questions are coded as follows: Arts Organizations: Arts Projects = AP Arts Organizations: Capacity Building = CB Educational Institutions or Affiliated Groups = EI All Applications = ALL • AP, EI: Provide a brief example of a similar project by you or your organization and why it was successful. • ALL: What makes this project distinctive? • AP, EI: What are the goals (outputs and/or outcomes) of the project? How will you measure your goals? • AP, EI: Who is your target population? How will you reach them? • AP, EI: Provide names and brief description of roles of 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. • AP, EI: Upload resumes of teaching artists, artists, or any other partners in proposed project • AP, EI: Upload a Letter of Support form from any partnering organizations or schools that are essential to your project. • CB: Provide line items that will be fully or partially funded by your grant request. • CB: What special circumstances, challenges, or changes have caused your organization to focus on management and/or organizational issues at this time? • CB: How will this project improve your organization’s capacity to meet its goals and advance its mission? • CB: What is the overall timeline for the project you are proposing, including and beyond the grant period? • CB: List any capacity-building projects you have undertaken in the past three years, the dates of those projects, and very briefly describe the outcomes. • CB: Upload a bio, resume or similar information on any and all personnel whose position(s) will be funded through a Capacity Building grant. • ALL: Links to marketing, project video/photo, etc. While this is not required, visuals are recommended if available. SECTION 5 – Budget Information • AP, EI: Upload Project Budget form • CB: Upload a quote or agreement with any vendors utilized as part of your Capacity building grant application. • AP, CB: Upload applicant’s current organizational budget • AP, CB: Org’s two most recent completed short form 990’s • First Time Applicants: IRS Letter of Determination • AP, CB: Upload the applying organization’s roster of Board members. Please make sure the document includes names, titles, organization/business affiliation, and areas of expertise. SECTION 6 – Signature Page 1 of 8 COMMUNITY ARTS GRANTS GUIDELINES – 2019 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 Northern San Diego County region. As a component of many services and activities, 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. The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our mission is to: • Reinforce the artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Encourage new & emerging arts programs and organizations in Carlsbad; and • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. 2019 OVERVIEW Deadline for regular 2019 cycle grant applications is Monday, Nov. 5, 2018 at 4 p.m. Applications will only be accepted online at www.carlsbadca.gov/arts • $80,000 in funding available • All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be disbursed upon receipt of completed final report (due 30 days after completion of project) ELIGIBILITY • Programs and activities supported must take place in the 2019 calendar year, Jan. 1 – Dec. 31, 2019 • All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the location of grant-funded activities • All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal Revenue Service or the California State Franchise Tax Board • If projects including partnerships, only one application may be submitted for that particular project involving all parties o If a school or affiliated party would like to partner with an arts organization for a project, the arts organization must be the applying party GUIDELINES APPENDICES • Appendix 1 – Frequently Asked Questions • Appendix 2 – Ineligible Organizations and Activities • Appendix 3 – Sample Budget • Appendix 4 – Sample Community Arts Grants 2019 Agreement FUNDING CATEGORIES Funding will be organized by the applicant’s type of organization, then into available category or categories for that organization type. Each category will have a maximum funding limit. • Arts Organizations, including Fiscal Agents of Individual Artists – $45,000 total maximum in awards Page 2 of 8 o Capacity Building - $5,000 maximum award o Arts Projects - $7,500 maximum award • Educational Institutions and Affiliated Groups - $30,000 total maximum in awards o Arts in Schools - $2,500 maximum award • Special Opportunities - $5,000 total maximum in awards o $500 maximum award o All organization types o Outside of regular grant cycle, with funding throughout 2019 calendar. More information and guidelines on Special Opportunities grants will be available in November, 2018 ARTS ORGANIZATIONS • Arts Organizations are registered 501(c)(3) nonprofit organizations • Applicants may apply to one or both for the Capacity Building and the Arts Projects • No organizations may submit multiple applications in any one category per funding cycle PROJECTS THROUGH FISCAL AGENT • Individuals or organizations who do not have not-for-profit and wish to apply for funding status may apply through a fiscal agent • Fiscal agents will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than 10% of the amount awarded to the applicant, if any • Organizations who act as fiscal agents are still eligible to apply for a Community Arts Grants on their own behalf • Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2018 ARTS ORGANIZATIONS – CAPACITY BUILDING • Capacity Building grants have a maximum award of $5,000 • Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit’s missions more effectively • Capacity Building grants will only be awarded to organizations residing in Carlsbad • These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs that would fall under the Arts Projects category • Some examples of capacity building include: o Professional development for staff and board members o Opportunities for peer learning, networking or leadership development o Creating or re-examining organizational plans o Initiating collaboration with other nonprofits o Developing new sources for earned income o Utilizing support for high-impact projects ARTS ORGANIZATIONS – ARTS PROJECTS • Arts Projects grants have a maximum award of $7,500 • Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, assemblies workshops or lectures that provide arts opportunities that take place in Carlsbad • Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project support • Any partnership with an individual or organization must include a letter of agreement from partnering entity EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS • Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits Page 3 of 8 EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS • Arts In Schools grants have a maximum award of $2,500 • There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from the same school • To be eligible for funding: o In-school projects funded through the Community Arts Grants may not be led by a permanent hourly or salaried employee in the school district in which they will be leading activities, performances or projects o Out-of-school programs may utilize teaching artists that are employed within that that or any district • Any partnership with an individual or organization must include a letter of agreement from partnering entity • Schools are encouraged, whenever possible, to provide art experiences that families or the greater public may participate in SPECIAL OPPORTUNITIES • Special Opportunities grants are mini-grants for arts projects that become available after the deadline for the regular Community Arts Grants 2019 cycle has passed within the funding period of Jan. 1 – Dec. 30, 2019 • Requests will be accepted on a rolling basis, with a minimum of 40 days but recommended at least 60 days before the program or project is to begin • Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including other Community Arts Grants • More information about Special Opportunity Grants will be available in November, 2018. Please contact staff with any specific questions regarding Special Opportunities grants APPLICANT INFORMATION PROGRAM SCHEDULE Sept. 17. 2018 Information Session in Gowland Meeting Room at Dove Library, 1775 Dove Lane, Carlsbad CA 92011 Sept. 18 Information Session in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 By Sept. 24 Application posted and available at www.carlsbadca.gov/arts Oct. 1 Application workshop in Community Room at Cole Library, 1250 Carlsbad Village Drive, Carlsbad CA 92008 Oct. 15 Application review submission deadline. All review feedback will be completed by Oct. 24 Nov. 5 Applications for the 2019 cycle must be submitted electronically by 4 p.m. Week of Nov. 26 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission Dec. 10-15 Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives <50% of requested amount will be required to complete a Revised Project Form January 2019 First payments of awards are disbursed, projects commence Jan. – Dec. 2019 All grantees must complete a Final Report within 30 days of program end date to receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement INFORMATION SESSIONS, WORKSHOPS AND APPLICATION REVIEW New for 2019! To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide additional resources for our applicants in the 2019 cycle. These offerings are optional, but recommended for any new applications, or those who would like more information. • Information Sessions – general overview of the grant process, forms and procedures Page 4 of 8 • Workshop – building on the information sessions, the workshop will also hands-on activities and exercises to build grant writing skills. If you are interested in attending the workshop, please email megan.gilby@carlsbadca.gov • Application Review – applications submitted by Oct. 15 can receive review by Cultural Arts Office staff for general feedback prior to the panel sessions. All feedback will be returned before Oct. 24 to allow time for edits, if needed, by deadline o 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 GRANTEE ACCESS DURING PANEL SESSIONS • Applicants in all categories are able to provide up to three (3) representatives on their behalf to: o Provide a five-minute presentation to the scoring panel ▪ Up to three (3) representatives from each applying organization may participate in the presentation ▪ Presentations can, but are not required to, include: Power Point, video, sound, photos and other multimedia augmentationPresentations can also include a demonstration or performance. Space will be limited, and staff will assist in planning and coordination with representatives before and during panels ▪ If any presenters are under the age of 18, an additional representative may accompany them during panel o Answer questions by panel members regarding their presentation or application materials • While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in the review process • Presentations are not scored and are included as an opportunity to provide additional information and insight to organization and proposed project • The date of the scoring panel will be set during the week of Nov. 26. All applicants will receive information for schedule upon submission of application • All applicants must be on site at least 20 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any representative that is not present when the panel reviews their application forfeits their opportunity to be present, but will not otherwise affect their application’s review • All time and representative count limits are strictly enforced. Staff reserves the right to make updates and final decisions regarding applicant presentations before and during panel sessions SCORING RUBRIC Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) o artistic merit of programs, qualifications of artists • Community Impact o effective service to identifiable community, level of community involvement, alignment with grant program mission • Management Capability o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad funded projects • Financial Health o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community • Sustainability o sound management, long range planning, program or marketing innovation, presence of active, effective fund raising Page 5 of 8 OTHER REVIEW AND SCORING INFORMATION • Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD FINANCIAL MANAGEMENT Grant recipients are required to maintain 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 the financial accounting (expenses and revenue) for the grant project • Records that adequately identify the sources and application of funds for grant sponsored activities • Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc. PUBLIC ACKNOWLEDGEMENT • Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast promotion of the funded projects. City staff must approve materials before printing, posting or use • The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all printed and electronic materials concerning the funded project: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.” • Grantees failing to provide public acknowledgement may be denied funding for future applications PROMOTION • Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged and expected to: o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council and the Carlsbad Arts Commission at least two weeks in advance of program o Provide full and timely information to the Cultural Arts Office so that grant-funded programs may be included in the Cultural Arts Office’s publications, as opportunities arise. This includes providing high resolution photographs of the activities and participants of funded projects o Extensively promote funded events and projects SITE VISITS AND PROGRAM ATTENDANCE The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The reports of these visits will be included in grant application files and provide a basis for evaluation of future requests POLICIES • Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff • The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the panel process, based on funding limitations of goals of the program in a given year • Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes, and updates may occur throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as they are adopted • Any proposed significant change or amendments to approved projects after approval of original application must be submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or budget • The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be returned to the Cultural Arts Office within 30 days of notification • No two entities (organization or school/affiliated groups) may apply for funding for the same project • Funds may not be used for fundraisers, scholarships or similar requests at the discretion of the Cultural Arts Office Page 6 of 8 OTHER INFORMATION CARLSBAD ARTS COMMISSION MEETINGS: • Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and other matters. During these meetings, public comments from organizations, artists and members of the public is encouraged HOW TO APPLY APPLICATION All applications must be submitted online. The application is comprised of five sections, some of which include long-answer sections and attachments. The application is available at www.carlsbadca.gov/arts. 1. Contact Information 2. Funding Type and Category 3. Project Overview 4. Narrative 5. Budget a. A Sample Budget Itemization is included as Appendix 3 6. Signature STAFF ASSISTANCE Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760- 602-2081 or by emailing megan.gilby@carlsbadca.gov Page 7 of 8 APPENDIX 1 – COMMUNITY ARTS GRANTS FAQS • Are there any organizations ineligible to receive Community Arts Grant funding? o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes schools and businesses. • Is there an age limit for individual artists? o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 1, 2018. • How are final awards decided? o All award amount decisions take into account the total amount of funding available, scores from panelists and the request from the applying entity. The scoring panel creates a funding plan based on these factors, which is forwarded to the Arts Commission for final approval. • What if I am receiving funding from City of Carlsbad through another department or division? o Any organization receiving funding through the City of Carlsbad’s Community Activity Grants through the Housing and Neighborhood Services Department are ineligible to receive funding through Community Arts Grants. o It is in organization’s best interest to explore and apply for other grant opportunities, including the Carlsbad Library & Arts Foundation’s Gartner Fund and the Carlsbad Tourism Business Improvement District grants through the City of Carlsbad. For more information, please contact our office. • Can one school site apply for multiple Arts in Schools awards? o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in one artistic genre (i.e. • What kinds of projects are ineligible for funding? o Projects that are general operating costs ▪ Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire season of programming). Projects are one aspect of a larger event, or a project unto itself. • Examples could include: non-ticketed events at a large event with a mix of ticketed and non- ticketed performances, supporting new work as part of a larger season, specific series of concerts within the context of a larger festival o Capital improvements ▪ Capital improvements are defined as significant equipment or building/improving a venue. Capital improvements have depreciation. • Examples can include: building a performance venue, purchasing substantial lighting board equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms, practice rooms, etc.), improvements that are affixed to the permanent building (shelving, cabinets, storage racks) • Examples of non-capital improvements: instruments, instrument cases, sheet music • Is the live presentation portion of the review session scored by the panel? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. • Will we be penalized if we do not participate in the review session for our application? o Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to organization and proposed project. No organization will be penalized for not participating in the review session. • What should be included in my presentation? o Please do not repeat any information in your application. Information can include o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for clarification purposes Page 8 of 8 APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES The City of Carlsbad will NOT award grants to: • Organizations receiving funding through City of Carlsbad Community Activity Grants • Governmental agencies or public authorities • Applicants that have a “delinquent” status with the Community Arts Grants Funding Programs • Retroactive funding for completed activities • Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of or consumption by a specific religious order and/or a particular sect • Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period • Capital expenditures, including construction, renovation or purchase of real property o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts Office staff. • Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services delivered • Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity • Sponsored projects that benefit the sponsoring organization or are an extension of the sponsoring organization’s programs or services • Support groups and/or “friends of” organizations of City departments or facilities • General operating costs, including costs associated with the start-up of a new organization • Applications to reduce existing deficits Funding may NOT be used for: • Fund-raising expenses • Projects or activities by colleges or universities for on-campus activities not intended for the general public • Consultants who are members of an applicant’s staff or board • Payments to students • Scholarships, fellowships or tuition assistance • Costs incurred before the start of the funded project (earliest start date is Jan. 1, 2019) • Arts activities outside the City of Carlsbad • Entry fees for competitions or sponsorship fees • Pageants, fund-raising events or hospitality costs • Publication of manuscripts or compositions not created as part of a grant-supported project • Purchase of awards, cash prizes, contributions or donations. • Food or beverages for hospitality • Entertainment or reception functions • Internal programs at colleges or universities • Curriculum development or curricular activities • Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic or professional degree • Creation of textbooks PANEL SCORING & RUBRIC COMMUNITY ARTS GRANTS 2019 | CULTURAL ARTS OFFICE, CITY OF CARLSBAD The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming within Carlsbad. Our mission is to: • Reinforce the artistic and cultural opportunities and experiences for our residents; • Provide arts education and lifelong learning opportunities for all ages; • Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and Northern San Diego County; • Encourage new arts programs and organizations in Carlsbad; and • Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists throughout the world. SCORING & RUBRIC Each application will be scored on five sections, and each section will have a maximum value of 20 points. The following sections include questions to help guide you through the applicant’s information, and to ensure that all applications are scored with the same criteria. Refer to this sheet while scoring, and please include any questions in your notes sections for each application. Each category on the rubric will have a maximum point value of 20, with a total maximum of 100 points per application. Scoring for each section is as follows: • 0-5 Unacceptable • 6-10 Insufficient • 11-16 Good • 17-20 Excellent The rubric includes the following five categories to be scored: 1. Quality of Programs | artistic merit of programs, qualifications of artists or partners a. Does the project have clear connection between the goals and the artistic element of the project? b. Do you feel the proposed project and staff and/or partners executing the program have the qualifications and planning to meet the stated goals? 2. Community Impact | effective service to identifiable community, community involvement (audiences, outreach, volunteers) a. Does the proposed project meet the needs of the community it is designed to reach? b. Did the applicant identify those needs before building this proposal? c. Does this project meet the goals of the Community Arts Grants’ mission? 3. Management Capability | leadership strength (staff, board, volunteers), completion of past projects funded by the City of Carlsbad’s Cultural Arts Office (information will be provided by staff during panel) a. Does the application demonstrate clear and measurable goals for the program? b. Are the goals attainable, and align with the mission of the organization? 4. Financial Health | history of balanced budgets and fiscal responsibility, diverse base of financial support from community a. Does the project’s budget match the information in the proposal, and fit within the larger budget of the organization? b. Do the budget documents provide enough information for the proposal? 5. Sustainability | sound management, long range planning, program or marketing innovation, and presence of active and effective fund raising a. Is there evidence of long-term planning and strategies that would help this project or organization grow into the future? While reviewing, we have a few overarching criteria that should be applied to the scoring of each section, but are not included in the scoring rubric: • Was the application clear and precise with quality writing? • Does the internal logic of the proposal make sense, with specific and supportable information about the project? • Is the application successful in explaining the how of the project, not just the what? • Does the project align with the mission of the Community Arts Grants program? FINAL SCORES AND FUNDING PLAN • Applicants will be ranked by averaged final scores, grouped by organization type and category. • During funding plan discussion, panelists will decide if/any threshold that will constitute a minimum score for funding Funding caps for grant awards by application: • Arts Organizations o Arts Projects - $7,500 o Capacity Building - $5,000 • Educational Institutions & Affiliated Groups o Arts in Schools - $2,500 • Special Opportunities (year-round funding, not included in panels) - $500 Funding caps for 2019 cycle: • Arts Organizations o Arts Projects & Capacity Building - $45,000 • Educational Institutions & Affiliated Groups o Arts in Schools - $30,000 • Special Opportunities (year-round funding, not included in panels) - $5,000