HomeMy WebLinkAbout2021-12-02; Arts Commission; ; Update on Existing Needs, Opportunities and Priorities for Community Arts GrantsMeeting Date: Dec. 2, 2021
To: Arts Commission
From: Richard Schultz, Cultural Arts Manager
Mimi Kim, Community Arts Grants Coordinator
Staff Contact: Richard Schultz, Cultural Arts Manager, richard.schultz@carlsbadca.gov
Mimi Kim, Community Arts Grants Coordinator,
mimi.kim@carlsbadca.gov
Subject: Update on existing needs, opportunities and priorities for Community Arts
Grants
District: All
Recommended Action
Receive the staff update on the recommended updates to Community Arts Grants program.
Executive Summary
Cultural Arts Manager Schultz and Community Arts Grants Coordinator Kim will provide an
update on the recommended updates to the Community Arts Grants program, in order to
develop an action plan for the January’s Arts Commission meeting.
Discussion
The Arts Commission has previously expressed an ongoing interest in reviewing and exploring
the current structure and potential changes to the Community Arts Grants cycles to reflect
existing needs, opportunities and priorities.
During the Nov. 4, 2021 Arts Commission meeting, staff provided an overview of the current
structure and approach to the Community Arts Grants cycle including categories, funding levels
and priorities. Staff provided feature articles focused on current national and regional trends in
grantmaking as a resource for the discussion. In order to align with current trends, a brief
summary of the key takeaways that can possibly be incorporated into the current Community
Arts Grants program with the goal of solidifying the core values of the Community Arts Grants
program. Staff provided a summary Arts & Culture Master Plan and how the Community Arts
Grants can support and further the initiatives detailed in the plan.
Dec. 2, 2021 Item #3 Page 1 of 20
ARTS COMM I SSION
Staff Report
Staff has conducted and will share the results of an anonymous survey sent to current and
previous grant recipients asking for their feedback on their grants experience.
Staff is focused on identifying the needs, priorities and opportunities of the current Community
Arts Grants program to include:
1.Adding an option for required grantee final reports to be fulfilled with in-person site
visits and final report interviews conducted by staff with participation by Arts
Commissioners as available or appropriate to the perimeters of each grant;
2.Create a new two-year grant funding opportunity for arts-focused projects or programs
for arts organizations including the potential expansion of categories to include
emerging arts organization, and;
3.Revising application length and the number of questions to better align with different
funding levels.
With input from the Arts Commissioners regarding existing needs, opportunities and priorities,
staff will develop an action plan for the Community Arts Grants program for fiscal years 2022-
23 and 2023-24. Please note that the Arts Commissioners at the January 2022 meeting may opt
to approve implementation of the recommended updates or keep the current grant structure in
place.
Fiscal Analysis
No additional city funding is being requested at this time.
Next Steps
Develop an action plan for the Community Arts Grants for fiscal years 2022-23 and 2023-24 for
the Jan. 6, 2022 Arts Commission meeting.
MEETINGS ACTION
December, 2021 Identify existing needs, opportunities and priorities for the
Community Arts Grants program
January, 2022 Develop an action plan for the Community Arts Grants program for
fiscal years 2022-23 and 2023-24
Public Notification
Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1.Community Arts Funding Plan for FY 2021-2022
2.Community Arts Grants Guidelines FY 2021-22
3. FY 2021-22 Community Arts Grants survey questions
4.Carlsbad Arts & Culture Master Plan
Dec. 2, 2021 Item #3 Page 2 of 20
City of Carlsbad, Community Arts Grants Funding Plan Review Fiscal Year 2021-22 1
Fiscal Year 2021-22 Community Arts Grants | Funding Plan Review
Applications for the Fiscal Year 2021-22 Community Arts Grants cycle opened on April 12, 2021 and
closed on June 7, 2021. In July 2021, three grant panelists successfully completed scoring the Fiscal Year
2021-22 Community Arts Grants applications utilizing the new cloud-based grants management system
called Grant Lifecycle Manager (GLM) by Foundant Technologies.
Below is the Fiscal Year 2021-22 Community Arts Grants Schedule:
Funding Amounts
Each application was scored on three categories worth 10 points each, for a total maximum score of 30
points. The total scores of each reviewer were averaged for the final score per application. Any
application receiving a total average score of 17 points or less would not be recommended for funding.
Equations on how funding percentages were selected follows.
Here are the results for the review scores and funding amounts:
•Total Available Funding:$106,480
•Total Applications:32
•Total Funded Projects:29
•Total 2021-22 Eligible Requests: $151,300
•Total 2021-22 Funding:$106,480
Dates TASK DESCRIPTION
Monday, April 12, 2021 Application Open
Monday, June 7, 2021 Application Due
Friday, June 11, 2021 Staff application review
Monday, June 21, 2021 Panelist Scoring Opens
Monday, July 12, 2021 Panel Scoring Due
Monday, July 19, 2021 Arts Commission grant applications review period
Thursday, August 5, 2021 Arts Commission Funding Plan Approval
Wednesday, September 1, 2021 Beginning of Funding Cycle
Wednesday, August 31, 2022 End of Funding Cycle
Friday, September 30, 2022 All Final Reports Due
Monday, April 11, 2022 Fiscal Year 2022-23 CAG Application Open
Exhibit 1
Dec. 2, 2021 Item #3 Page 3 of 20
C cityof
Carlsbad
Cultural Arts
City of Carlsbad, Community Arts Grants Funding Plan Review Fiscal Year 2021-22 2
The following submitted applications were deemed ineligible:
Funding Amount Equations
Application Category Request
Total
Scores
Avg.
Funding
%
Recommended
Funding
AmountNew San CAi Arts Project $7,500 9 0% $0
Carlsbad Sister City Ambassadors Arts Project $7,500 17 0% $0
Villa-Lobos International Chamber Mus Arts Project $7,500 20 51% $3,836
Kids for Peace Arts Project $5,200 21 54% $2,830
San Diego Master Chorale Arts Project $7,500 23 66% $4,961
Playwrights Project Arts Project $1,300 23 48% $620
Campana Studios Arts Project $5,500 24 70% $3,836
North County Arts Network Arts Project $7,500 25 80% $6,000
Mainly Mozart Inc Arts Project $3,000 25 80% $2,400
Carlsbad Music Festival Arts Project $5,000 27 90% $4,500
North Coast Repertory Theatre Arts Project $7,500 28 95% $7,125
Classics4Kids Arts Project $3,000 28 95% $2,850
New Village Arts Theatre Inc. Arts Project $7,500 28 95% $7,125
Patrons of the Arts Foundation dba Ca Arts Project $7,500 28 95% $7,125
National Association of Music Merchan Arts Project $7,500 29 100% $7,500
Carlsbad Educational Foundation Arts Project $7,500 29 100% $7,500
Carlsbad Educational Foundation Capacity Bu $5,000 8 0% $0
North County Arts Network Capacity Bu $5,000 20 49% $2,461
Carlsbad Music Festival Capacity Bu $5,000 20 49% $2,460
Patrons of the Arts Foundation dba Ca Capacity Bu $5,000 24 69% $3,461
New Village Arts Theatre Inc.Capacity Bu $5,000 25 80% $4,000
National Association of Music Merchan Capacity Bu $5,000 27 90% $4,500
Jefferson Elementary School Educational $2,500 24 63% $1,585
Sage Creek High School Visual Arts Educational $800 26 85% $680
Sage Creek High School Drama Educational $2,500 28 95% $2,375
Carlsbad High School Band Boosters Educational $2,500 28 95% $2,375
Carlsbad High School Theatre DepartmEducational $2,500 28 95% $2,375
Carlsbad High School Orchestra Educational $2,500 28 95% $2,375
CHS Choral Boosters Educational $2,500 28 95% $2,375
Carlsbad High School Dance DepartmeEducational $2,500 28 95% $2,375
La Costa Canyon High School Foundat Educational $2,500 28 95% $2,375
Sage Creek High School Dance Educational $2,500 29 100% $2,500
Total
Requests $151,300
Total
Funding
Available
$106,480
Organization Category Request Amount Reason for ineligibility
Resounding Joy Arts Project $2,550 Ineligible due to a lack of public benefit as per the CAG
guidelines
Charity Wings Arts Project $7,500 Ineligible due to fundraising event
Villa-Lobos International
Chamber Music Festival
Inc.
Capacity Building $5,000 Ineligible due to location (Oceanside) per the CAG guidelines
Dec. 2, 2021 Item #3 Page 4 of 20
I I -I
City of Carlsbad, Community Arts Grants Funding Plan Review Fiscal Year 2021-22 3
Staff awarded full funding (100%) to any application receiving an average score of 29 since there were
no applications who received an average score of 30.
The following chart was utilized in assigning funding percentages to each application:
Notes:
• Since there were no perfect averaged scores of 30 points, 100% full funding was awarded to
averaged scores of 29
• Using this funding chart formula, the proposed funding amount total ($109,085) still exceeded
the total fund available ($106,480) with a difference of $2,605. Staff recommended this
difference be evenly deducted from the recommended funding amount for applications who
receiving a score of 24 or less
• All numbers (scores, percentages and dollar amounts) were rounded to the nearest whole
number
SCORE % Funding
29 100%
28 95%(100-85)/4 = 5% increments
27 90%
26 85%
25 80%(80-70)/3 = 5% increments
24 75%
23 70%
22 65%(65-55)/3 = 5% increments
21 60%
20 55%
under 20 0%
Funding Percentage Equation
Dec. 2, 2021 Item #3 Page 5 of 20
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Page 1 of 8
FISCAL YEAR 2021-22
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 updated 2018 Arts
& Culture Master Plan.
The Community Arts Grants program supports activities that provide and support quality arts and cultural programming within
Carlsbad. Our mission is to:
•Reinforce accessible arts and culture opportunities and experiences for Carlsbad students and residents
•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 arts programs and organizations in Carlsbad, and
•Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents and visitors alike.
FISCAL YEAR 2021-22 OVERVIEW
The updated Fiscal Year 2021-22 guidelines reflect changes necessary to support and provide funding to artists and
arts organizations in Carlsbad and surrounding areas during the COVID-19 pandemic. Changes have been approved by
the City of Carlsbad’s Arts Commission on May 7, 2020.
Important dates for the Fiscal Year 2021-22 grant cycle application are as follows:
Applications open: Monday, April 12, 2021
Applications due: Monday, May 24, 2021
Arts Commission Funding Plan review & approval: Thursday, August 5, 2021
All projects must be completed by August 31, 2022
Applications will be submitted online at www.carlsbadca.gov/artsgrants
•Total funding available for the Fiscal Year 2021-22 cycle is $88,000
•All projects must be completed by August 31, 2022
•All final reports are due within 30 days of the completion of the event or September 30, 2022, whichever comes first
•80% of all awarded funds will be disbursed after agreements are executed; the final 20% once the final report and budget
are submitted and approved
HEALTH AND SAFETY CERTIFICATION
•Any and all projects, programs and activities supported by the Community Arts Grants must adhere to any and all health
and safety requires as outlined by state, county, local or other governmental bodies at all times. Failure to do so may
result in cancellation of the agreement and returning of grant funds.
Exhibit 2
Dec. 2, 2021 Item #3 Page 6 of 20
Page 2 of 8
ELIGIBILITY
• All applicants, including fiscal agents, must be determined to be not-for-profit, tax-exempt organizations by either the
Internal Revenue Service or the California State Franchise Tax Board
• 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
GUIDELINES APPENDICES
• Appendix 1 – Community Arts Grants FAQs
• Appendix 2 – Ineligible Organizations and Activities
FUNDING CATEGORIES
Funding is structured by classification of each organization, then according to available categories:
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building - $5,000 maximum award
o Arts Projects - $7,500 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools - $2,500 maximum award
ARTS ORGANIZATIONS
• Arts Organizations must be registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both the Arts Projects and Capacity Building categories and may submit these applications
in the same round or different rounds
• Applicants may only submit one application per category per funding cycle
ARTS ORGANIZATIONS – CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization improve its effectiveness, strengthen organizational
and/or financial stability, increase community impact and effectively support the nonprofit’s mission
• Capacity Building grants will only be awarded to organizations based in Carlsbad
• Grants cannot be used for projects that fall under the Arts project category. Examples of potential projects include but are
not limited to:
o Marketing support for changes in programming
o Staff training and/or technology to transition to virtual programming
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
Dec. 2, 2021 Item #3 Page 7 of 20
Page 3 of 8
ARTS ORGANIZATIONS – ARTS PROJECTS
• 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 either virtually or in person, ONLY if all current health and safety requirements are met and
crowd size limitations have been lifted.
• Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
• Arts Project grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership between an individual, educational institution or organization must include a letter of agreement from
partnering entity
PROJECTS THROUGH FISCAL AGENT
• Individuals or organizations aspiring to a non-profit status may apply through a fiscal agent
• Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no more than 10% of
the amount awarded to the applicant
• Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants on their own
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before the application due date
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
Requests are only available nonprofit schools and authorized parent groups residing in Carlsbad.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
• Arts in Schools grants have a maximum award of $2,500
• Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. These
projects may be presented wither virtually or in person ONLY if all health and safety requirements are met and crowd size
limitations have been lifted
• Virtual events must be in place of programs or projects that normally would have been held in Carlsbad.
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the same school site
• No in school project funded through the Community Arts Grant may involve a full-time hourly or salaried employee in the
school district in which they will be leading activities, performances or projects but may utilize teaching artists that are
employed by any district
o Out of school programs may utilize teaching artists that are employed by any district
• All partnerships must include a signed letter of agreement
Dec. 2, 2021 Item #3 Page 8 of 20
Page 4 of 8
APPLICANT INFORMATION
PROGRAM SCHEDULE
Ongoing: Phone or video conference meetings can be arranged with grant program staff. To make an appointment, please contact
the Cultural Arts Office mainline at 760-602-2090 or email: arts@carlsbadca.gov
April 12, 2021: Application Opens: application link available at www.carlsbadca.gov/artsgrants
May 24, 2021: Application Deadline: applications must be submitted electronically by 11:59 p.m.
June 2021: Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals. The panel will create a funding plan for review and final approval by the Carlsbad Arts
Commission
August 5, 2021: Funding plan presented to Arts Commission for review and approval
August 9, 2021: Notifications begin, and awardee DocuSign agreements will be emailed shortly thereafter. Any applicant
that receives less than 50% of requested amount will be required to complete a Revised Project Form
September 1, 2021: Deadline for DocuSign agreement completion and projects commence
August 31, 2022: Fiscal Year 2021-22 Funding Cycle ends
September 30, 2022: All Fiscal Year 2021-22 Final Reports are due
APPLICANT WORKSHOPS AND APPLICATION REVIEW
• To continue to support our artists and organizations, the Cultural Arts Office staff is pleased to provide virtual workshops.
Workshop details will be announced in late April 2021. Visit Cultural Arts at www.carlsbadca.gov/artsgrants.
PANEL REVIEW AND SCORING OF APPLICATIONS
Submitted materials are reviewed and scored by a virtual peer panel consisting of local and regional artists and arts professionals.
The panel will create a funding plan for review and final approval by the Carlsbad Arts Commission.
SCORING RUBRIC
Application scores will be on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will be
asked to score applications on how closely the project(s) achieve these goals.
• Project Design
o Reinforce accessible artistic and cultural opportunities for our residents
o Provide arts education and lifelong learning opportunities for all ages
• Project Participants
o Celebrate Carlsbad as an exciting, vibrant and creative destination for our residents, students and visitors
o Support local and regional arts and cultural organizations as important components of the economy and quality of
life in Carlsbad and North San Diego County
o Accessibility of program for participants and audience members under the Americans with Disabilities Act
• Project Oversight
o Support and develop organizational strength and capacity of Carlsbad arts organizations
Dec. 2, 2021 Item #3 Page 9 of 20
Page 5 of 8
o Encourage new and emerging arts programs and organizations in Carlsbad
OTHER REVIEW AND SCORING INFORMATION
• Cultural Arts Office staff will review applications after the deadline to deem eligibility to be forwarded to the scoring panel
and will determine whether the financial health and sustainability of the organization is eligible
• Any application deemed eligible and forwarded to scoring panel will be reviewed within the context of the project or
program outlined in the application
• Incomplete applications, or applications with incorrect information, will be deemed ineligible
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
AGREEMENT
All approved applications will need to enter into an agreement with the City of Carlsbad. The City of Carlsbad uses DocuSign for all
grant agreements. All agreements must be signed by two (2) officers listed on the organization’s Statement of Information filed with
the California Secretary of State. These are officers who are authorized to enter into legally binding agreements on behalf of your
organization (i.e. CEO, CFO, Secretary). Further documentation of signature authorization will be requested if the most recent
Statement of Information has not been filed.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain three (3) years of accounts, records and evidence pertaining to costs incurred and
revenues acquired under the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of revenue and expenses for the project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records supported by source documentation – invoices, receipts, bank statements, etc.
• All awardees must provide documents within 30 days of receipt or notification. This includes, but is not limited to,
agreements, revised project forms, final reports and financial accounting
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotions
• The following acknowledgement along with a logo (provided with use guidelines) must appear on all printed and electronic
materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.”
• Grantees who fail to provide public acknowledgement may be denied future project funding
PROMOTION BY CITY
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times
• If grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement. All
participation in promotion through city’s social media channels as well as other outlets, is subject to review, edits and
approval by program staff prior to promotion
• Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad Arts
Commission at least two weeks in advance of program
o Extensively promote funded events and projects
Dec. 2, 2021 Item #3 Page 10 of 20
Page 6 of 8
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Office staff.
Notification will be made to the applicant
• The City of Carlsbad reserves the right to limit funding amount to any applicant, regardless of eligibility or panel score based
on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively review and evaluate all aspects of this program and processes. Updates may occur
throughout the funding calendar. Cultural Arts Office staff will provide information on program updates to all grantees as
they are adopted.
• Any proposed significant changes or amendments by grantee to approved projects must be submitted in writing to the
Cultural Arts Office by the grantee before any grant funds are used, and before any execution of altered activity. This
includes, but is not limited to, changes in purpose, scope, services, intended timeline, personnel, location, date, activities or
budget. This requirement will be included in the agreement.
• The Cultural Arts Office reserves the right to review, cancel or reallocate project funds that have been significantly altered
or shifted from stated goals in the original approved application and/or revised project form. Cancelled funds must be
returned to the Cultural Arts Office within 30 days of notification.
• No two entities (organization or school/affiliated groups) may apply for funding for the same project.
• Review Appendix 2 for a list of projects and programs ineligible for funding.
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission meetings are public held throughout the year. For more information about the duties of the Carlsbad
Arts Commission and its meetings, visit www.carlsbadca.gov.
HOW TO APPLY
APPLICATION
All applications must be submitted online. The application is comprised of approximately five main sections, some of which include
long-answer sections and attachments. The application is available at www.carlsbadca.gov/artsgrants.
1. Organization Information
2. Project Information and Narrative
3. Project Support Information
4. Budget (a sample budget form is included as Appendix 3)
5. Signatory Information
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact the Cultural Arts Office at arts@carlsbadca.gov or
by phone at 760-602-2090.
Dec. 2, 2021 Item #3 Page 11 of 20
Page 7 of 8
APPENDIX 1: COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. For-profit organizations are ineligible to receive funding through the Community Arts Grants program. This
includes schools and businesses.
• 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 application
deadline.
• How are final awards decided?
o All award amount decisions consider the total amount of funding available, scores from panelists and the request
from the applying entity. 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 awarded a City of Carlsbad’s Community Activity Grant 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
and 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. music) will be taken into consideration.
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 sect
• Cash reserves or endowments of any kind. Awards are to be expended within the designated funding period
• Capital expenditures, including construction, renovation or purchase of real property
o Purchases or repairs of arts-specific equipment with the capability of extended use over several years are
permitted. Proposals requesting funds for such expenses should be discussed in advance with the Cultural Arts
Office staff.
• Applications that do not support nonprofit, public art activities or projects that benefit a for-profit business or activity
• Projects through a fiscal sponsor that benefit the sponsoring organization or are an extension of the sponsoring
organization’s programs or services
• Support groups and/or non-profit organizations supporting city departments or facilities
• General operating costs, including costs associated with the start-up of a new organization
• Applications to reduce existing deficits
Funding may NOT be used for:
• Fund-raising expenses
• 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 or outside the funding period
Dec. 2, 2021 Item #3 Page 12 of 20
Page 8 of 8
• Any and all in-person activities outside the City of Carlsbad limits
• Entry fees for competitions or sponsorship fees
• Pageants, fund-raising events or hospitality costs
• Publication of manuscripts or compositions not created as part of a grant-supported project
• Purchase of monetary awards, cash prizes, contributions or donations
• Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree
• Creation of textbooks
Dec. 2, 2021 Item #3 Page 13 of 20
Applicant:
FISCAL YEAR 2021-22 COMMUNITY ARTS GRANTS - PROJECT BUDGET INFORMATION
$Notes $Notes
Admissions
Gifts/Merchandise/
Concessions
Advertising
Other
Subtotal Earned Income $0 Subtotal Earned Income $0
$Notes $Notes
Private
Individual
Public Support
Applicant Cash
CAG Request Amount Amount requested through Fiscal Year 201-22 Community
Arts Grants
Amount received through Fiscal Year 2021-22 Community
Arts Grants
Other
Other
Subtotal Unearned Income $0 Subtotal Unearned Income $0
$0 $0INCOME TOTALS
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
PROJECT INCOME
Earned IncomeUnearned IncomeDec. 2, 2021 Item #3 Page 14 of 20
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Instructor(s)
Educational Materials/Printing
Costumes/Props
Sets
Supplies
Licensing/Royalties
Rentals (space and/or other)
Transportation
Food & Beverage
Marketing/Promotion/
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PROJECT EXPENSES
PROJECTED - APPLICATION ACTUALS - FINAL REPORT
Dec. 2, 2021 Item #3 Page 15 of 20
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Budget Instructions:
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.
ACTUALS - FINAL REPORT
IN-KIND SUPPORT
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 d
Round all budget figures to the nearest whole dollar.
EXPENSES TOTALS
IN-KIND TOTALS
PROJECTED - APPLICATION
Dec. 2, 2021 Item #3 Page 16 of 20
FY 2021-22 Community
Arts Grants - Applicant
Survey
This is an anonymous and brief survey for the City of Carlsbad's Cultural Arts FY 2021-22 Community
Arts Grants. Your feedback is valuable and appreciated and will help staff improve future grant
processes. Please feel free to log onto your Community Arts Grants application dashboard if you
would like to view your submitted application (https://www.grantinterface.com/Home/Logon?
urlkey=carlsbad (https://www.grantinterface.com/Home/Logon?urlkey=carlsbad)) for reference. Thank
you in advance for your participation!
How do you rate the FY 2021-22 grant application process?1.
Easy
Average
Difficult
If you felt the grant application process was difficult, please let us know what feedback
and/or improvements staff may consider to implement for future grant cycles.
2.
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Exhibit 3
Dec. 2, 2021 Item #3 Page 17 of 20
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How many hours in total (estimate) did it take to complete your grant application?3.
Do you feel the amount of time taken to complete the grant application aligned to the
awarded funding amount?
4.
Amount of time spent was just right - aligned to funding amount
Amount of time spent was reasonable
Too much time was spent on the application - disproportionate to the funding amount
If you feel your time spent on the application was NOT aligned (disproportionate) with
the awarded amount, do you have any recommendations to improve the application
and/or process?
5.
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Staff is currently researching regional and national trends in grantmaking and would like
to implement some process improvements for future grant cycles. Which of these
trends do you feel would be beneficial to your organization when applying for future
Community Arts Grants? You may select more than one answer (or none.)
6.
Shorten grant application
Reduce amount of required document uploads
Replace final reports with in-person site visits and interviews
Utilize organization's own project budget form
Expand grant funding to encompass multiyear support (i.e. 2 years vs. 1)
OPTIONAL: If you support multiyear funding support, why do feel you this would
benefit your organization (i.e. improved planning, supports organization stability,
greater community impact?)
7.
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Please let us know your thoughts in general of the FY 2021-22 Community Arts Grants
application process, including any improvements and/or suggestions you would like to
see for the next Community Arts Grants cycle. Your feedback would be most
appreciated!
8.
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