HomeMy WebLinkAbout2023-01-05; Arts Commission; ; Review Education Guidelines for Community Arts GrantsMeeting Date: Jan. 5, 2023
To: Arts Commission
From: Richard Schultz, Cultural Arts Manager
Staff Contact: Richard Schultz, Cultural Arts Manager
richard.schultz@carlsbadca.gov, 442-339-2086
Wendy Sabin-Lasker, Community Arts Coordinator
wendy.sabinlasker@carlsbadca.gov, 442-339-5982
Subject: Review Education Guidelines for Community Arts Grants
District: All
Recommended Action
Review the Education guidelines for the Community Arts Grants program to solicit input from
the Arts Commission.
Executive Summary
The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural
programming that promotes the representation and participation of diverse groups of
individuals, including and not limited to people of differing abilities, class, generations,
ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations or
veteran status. In several previous meetings, Arts Commissioners have expressed interest in
reviewing the Arts Education category and its funding priorities. Staff will receive input from
the commissioners on suggested updates and explore feasibility for implementation.
Next Steps
Staff will explore the Arts Commissioners’ suggestions and return at a future meeting with a
recommendation for potential inclusion in the 2023-2024 cycle.
Fiscal Analysis
No additional city funding is being requested at this time.
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
1.Fiscal Year 2022-23 Community Arts Grants Guidelines
Jan. 5, 2023 Item #3 Page 1 of 14
ARTS COMMISSION
Staff Report
FISCAL YEAR 2022-23
COMMUNITY ARTS GRANTS GUIDELINES
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the North San Diego County region. The Cultural Arts Office manages funding programs to
provide financial support to organizations, schools and individuals for various projects through a competitive application and review
process. These projects benefit the community through an array of activities for schools, artists and organizations. The Community
Arts Grants program was identified for continued and increasing support by the Carlsbad City Council through the 2018 Arts &
Culture Master Plan.
The City of Carlsbad’s Community Arts Grants program supports quality arts and cultural programming that promotes the
representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class,
generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations or veteran status.
Our mission supports the following values:
•Provide inclusive opportunities for arts & culture experiences for Carlsbad students and residents; reducing/eliminating
barriers for participation;
•Provide arts education and lifelong learning opportunities for all ages;
•Support local and regional arts organizations as an important component of the economy and quality of life in Carlsbad and
North San Diego County;
•Support arts education in schools and through affiliated organizations;
•Develop and support organizational strength and capacity of Carlsbad arts organizations;
•Encourage new and emerging artists, arts organizations and programs in Carlsbad;
•Celebrate Carlsbad as an exciting, vibrant and creative destination for residents and visitors alike, and;
•Acknowledge indigenous land and cultural awareness in the Carlsbad community.
The updated Fiscal Year 2022-23 guidelines reflect national grantmaking trends and best practices and supports
funding for artists and arts organizations in Carlsbad and surrounding areas. Updates have were approved by the City
of Carlsbad’s Arts Commission on January 6, 2022; the timeline has been adjusted based on staff capacity.
•Total funding available for the Fiscal Year 2022-23 cycle is $117,128
•All projects must be completed by August 31, 2023
•All final reports are due within 30 days of the completion of the event or September 30, 2023, whichever comes first
•80% of all awarded funds will be disbursed after agreements are executed; the final 20% once the final report and budget
are submitted and approved
WELCOME
FISCAL YEAR 2022-23 OVERVIEW
Important dates for the Fiscal Year 2022-23 grant cycle application are as follows:
Applications open: Monday, August 29, 2022
Applications due: Friday, October 7, 2022
Arts Commission Funding Plan review & approval: Thursday, November 3, 2022
Project/Activity period begins Tuesday, January 3, 2023
All projects must be completed by Thursday, August 31, 2023
Applications will be submitted online at www.carlsbadca.gov/artsgrants
Jan. 5, 2023 Item #3 Page 2 of 14
• Grantees are asked to remain vigilant and informed of current community health and safety requirements, including
mandated protocols as outlined by state, county, local or other governmental bodies at all times. Failure to do so may
result in cancellation of the agreement and grant funds.
•All organizations, including fiscal agents and school-affiliated groups, must be determined to be not-for-profit, tax-exempt
organizations by either the Internal Revenue Service or the California State Franchise Tax Board and must have a complete
Statement of Information with the California Secretary of State. The Statement of Information must be filed within the
first 90 days of filing the Articles of Incorporation, after which a Statement of Information is due every two years
(every odd year or every even year based on year of initial registration).
o Applicants will be required to provide a Federal Employer Identification Number (or Federal Tax ID #), assigned by
the Internal Revenue Service. No other form of verification will be accepted. The City of Carlsbad will
use GuideStar’s Charity Check to verify status.
o Organizations must have a tax-exempt status from federal income tax under Section 501(c)(3) of the Internal
Revenue Code and must qualify as a charitable organization under Section 170(c) of the Internal Revenue Code of
1986 as amended.
o Educational Institutions are not required to obtain this status and are still eligible to apply.
•If projects include partnerships, only one application may be submitted for that project involving all parties;
o If a school would like to partner with an arts organization or artist, all partnerships must include a signed letter of
agreement between the two parties, and;
o the school must act as the applying party.
•Appendix 1 – Frequently Asked Questions (FAQ)
•Appendix 2 – Ineligible Organizations and Activities
Project / Activity is structured by classification of each organization, then according to available categories. Applicants may only
apply to one category per grant cycle:
•Arts Organizations (including Fiscal Agents of Organizations or Individual Artists)
o Capacity Building - $5,000 maximum award per year
o Arts Projects - $5,000 maximum award per year
•Emerging Arts Organizations (NEW) - $5,000 maximum award
•Emerging Artists (NEW) - $5,000 maximum award
•Educational Institutions and Affiliated Groups
o Arts in Schools - $2,500 maximum award
HEALTH AND SAFETY CERTIFICATION
ELIGIBILITY
GUIDELINES APPENDICES
FISCAL YEAR 2022-23 FUNDING CATEGORIES
Jan. 5, 2023 Item #3 Page 3 of 14
•Arts Organizations must be registered 501(c)(3) nonprofit organizations established for at least three (3) years as of January
1, 2023.
•Applicants may only submit one application per funding cycle and cannot apply to multiple categories.
•Arts Organizations with an established minimum five (5) year Community Arts Grants arts project award history may apply
for a two (2) year arts project funding opportunity.
•Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants funding.
ARTS ORGANIZATIONS – CAPACITY BUILDING
•Capacity Building grants have a maximum award of $5,000
•Capacity Building grants are designed to help an arts organization improve its effectiveness, strengthen organizational
and/or financial stability, increase community impact and effectively support the nonprofit’s mission
•Capacity Building grants will only be awarded to organizations based in Carlsbad
•The applicant/organization must also be focused all or in part on how the Capacity Building project will benefit the City of
Carlsbad; the number of anticipated residents served will need to be indicated in your funding application
•Capacity Building Grants cannot be used for projects that fall under the Arts Project category. Examples of potential
projects that cannot be funded include, but are not limited to:
o Marketing support for changes in programming
o Staff training and/or technology to transition to virtual programming
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
ARTS ORGANIZATIONS – ARTS PROJECTS
•Arts Projects grants have a maximum award of $5,000.
•Arts Projects will be defined as programs, activities and events that are primarily designed to be arts focused. These projects
may be presented in person or virtually if health mandates are in place.
•Virtual events may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad,
pending current community health and safety requirements and following staff review and approval.
•Arts Project grants cannot be used for general operating support; awards must be used for specific art project support.
•Arts Organizations with an established minimum five (5) year Community Arts Grants Arts Project award history may apply
for a two (2) year arts project funding opportunity.
o The two (2) year Arts Project grants are available for more established arts organizations that receive Community
Arts Grants funding for projects that have been consistently similar year after year.
o A final report and budget will still be required after the completion of the two (2) year arts project and must
include a final budget for final payment.
•Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants funding.
ARTS ORGANIZATIONS
Jan. 5, 2023 Item #3 Page 4 of 14
o Visual Arts that utilizes sustainable or recycled materials
•Any partnership between an individual, educational institution or organization must include a letter of agreement from
the partnering entities.
PROJECTS THROUGH FISCAL AGENT
•Individuals or organizations in the process of applying for non-profit status may apply through a fiscal agent.
•Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no more than 10% of
the amount awarded to the applicant.
•Organizations that act as fiscal agents are still eligible to apply for a Community Arts Grants on their own.
•Individual artists receiving funding through a fiscal agent must be 18 years of age on or before the application due date.
ARTS ORGANIZATIONS – EMERGING (NEW)
•Emerging Arts Organizations - $5,000 maximum award.
•Funding Opportunity for One (1) Year Grants only.
•Arts Organization must be based in Carlsbad.
•Grants for smaller non-profit organizations that are relatively new to the non-profit community.
•Must have a non-profit 501(c)(3) status of three (3) years or less.
o If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition
of a non-profit; possessing a nonprofit established mission, an advisory committee or a board of directors, and a
history of activities directly related to the purpose of eligibility to attain a non-profit status.
o Additionally, emerging arts organizations aspiring to a non-profit status must apply through a fiscal agent.
o Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee no more than
10% of the amount awarded to the applicant.
•Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad.
•Projects must be representative of at least one of the following mediums/forms of artistic expression.
o Dance.
o Original music composition/lyrics.
o Literacy/Spoken word/poetry.
EMERGING ARTISTS (NEW)
•Emerging Artists - $5,000 maximum award.
•Funding Opportunity for One (1) Year Grants only.
•This program will support artists, 18 years of age and older, at key moments in their careers, elevating their potential for
continued contribution to the arts.
•Artists with less than three (3) years of professional experience in their artistic field and preferably working with a mentor.
•Artists must be based in Carlsbad and artists must apply through a fiscal agent.
•Artists must obtain three (3) letters of support to be included in the application; these support letters will be considered by
grant panelists when scoring applications.
•Intended to support those artists who show significant potential, yet are under-recognized and can include those having:
o Specialized training in the arts.
o Experience in a peer-reviewed gallery or performance space and/or received media reviews.
o Committed to devoting more time to artistic activity, which will be assessed by staff on a case-by-case basis.
•Projects must take place in Carlsbad, be accessible to the public and benefit the community of Carlsbad.
•Projects must be representative of at least one of the following mediums/forms of artistic expression.
o Dance.
o Original music composition/lyrics.
o Spoken word/poetry.
o Visual Arts that utilize sustainable or recycled materials.
Jan. 5, 2023 Item #3 Page 5 of 14
Requests are only available to non-profit schools or school-affiliated groups in Carlsbad.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
•Arts in Schools grants - $2,500 maximum award
•Project / Activity Opportunity for One (1) Year Grants only Arts in Schools will be defined as programs, activities andevents that are primarily designed to be arts focused.
•Projects may be presented virtually or in person ONLY if all health and safety requirements (including COVID-19 mandates
and restrictions as outlined by state, county, local or other governmental bodies) are met.
•Virtual events may be permitted to replace programs or projects that normally would have been held in-person in
Carlsbad, pending current community health and safety requirements and following staff review and approval.
•There is no limit to requests by school or district. Consideration will be given to projects of differing disciplines when
housed at the same school.
•No in school project funded through the Community Arts Grant may involve a full-time hourly or salaried employee in the
school district in which they will be leading activities, performances or projects but may utilize teaching artists that are
employed by any district.
o Out of school programs may utilize teaching artists that are employed by any district.
•All partnerships must include a signed letter of agreement from the partnering entities.
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS - ARTS IN SCHOOLS
Jan. 5, 2023 Item #3 Page 6 of 14
Jan. 3, 2023 Projects/activities period opens
Aug. 31, 2023 Projects/activities period closes
Sept. 30, 2023 All FY 2022-23 Final Reports are due. Grantees complete a Final Report within 30 days of
program end date or by September 30, 2023, whichever comes first.
Aug. 29, 2022 FY 2022-23 Application Opens: application link will be available at
www.carlsbadca.gov/artsgrants
Sept. 6, 2022 Applicant Workshop @ Dove Library, Gowland Meeting Room: information at
www.carlsbadca.gov/artsgrants
Sept. 7, 2022 Applicant Workshop @ Cole Library, Community Room: information at
www.carlsbadca.gov/artsgrants
Oct. 7, 2022 Application Deadline: applications must be submitted electronically by 11:59 p.m.
Oct. 14-24, 2022 Submitted materials are reviewed and scored by a peer panel consisting of local and regional
artists and arts professionals
Nov. 3, 2022 Funding plan presented to Arts Commission for review and approval
Nov. 7 - Dec. 16, 2022 Begin notifications/DocuSign agreements process (any applicant that receives less than 50% of
requested amount will be required to complete a Revised Project Form)
Dec. 30, 2022 Deadline for DocuSign agreement completion; First payments disbursed within 30 days
APPLICANT INFORMATION
FISCAL YEAR 2022-23 PROGRAM SCHEDULE
Jan. 5, 2023 Item #3 Page 7 of 14
Application information and links will be available on the Community Arts Grants www.carlsbadca.gov/artsgrants , including tutorials
for the online Cultural Arts application portal. Additionally, the following resources will be available for applicants in the 2022-23
cycle. New applicants are highly encouraged to attend:
•Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application, and procedures.
•New/First-time applicants are encouraged to attend at least one (1) one workshop.
•General one-on-one appointments – applicants may be able to schedule a 30-minute appointment with grant program staff
to answer questions about the process, application, or other topics. These appointments will be dependent on staff
capacity and availability and applicants are required to have attended at least one applicant workshop prior to the
appointment. To schedule a one-on-one appointment, please call the Community Arts Grants office at 442-339-5982.
•Application review appointments – applicants may request applications be reviewed by Cultural Arts staff for general
feedback as staff time allows. These appointments will be available on a limited basis and not all requests will be fulfilled.
All appointments must be made no later than Sept 28, 2022. Staff is available for brief consultation by phone until
application period closes. To schedule an appointment, please visit the Community Arts Grants.
www.carlsbadca.gov/artsgrants.
o Please note that staff will review applications for effective and impactful delivery of information, as well as to ensure
completeness and clarity of information provided. Staff will not be providing feedback on content, programming, or
other project details.
Submitted applications are reviewed and scored by a virtual peer panel consisting of local and regional artists and arts professionals.
The panelists will create a funding plan for review and final approval by the Carlsbad Arts Commission.
SCORING RUBRIC FOR ALL CATEGORIES (EXCEPT EMERGING ARTISTS)
Application scores will be based on the following criteria, which are aligned with the Community Arts Grants mission. Panelists will
be asked to undertake the following scoring recommendations and directives:
•Panelists will score applications on how closely the project(s) achieve the goals of each category.
•Panelists may be asked to convene together to discuss the merits of an application.
•Award amounts are determined via a formula that takes into consideration the total amount of available funds, the average
scores of the applicants and the percentage of the requested award amount to be funded, based on those scores.
Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for informational
purposes only and are not meant to be exhaustive:
•Quality of Program(s) (10 points)
o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents.
o Provide arts education and lifelong learning opportunities for all ages.
•Community Impact (30 points)
o Celebrate and promote Carlsbad as an exciting, vibrant, and creative destination for our community, students,
as well as visitors and tourists throughout the world.
o Support local and regional arts and cultural organizations as an important component of the economy and quality
of life in Carlsbad and North San Diego County.
o Accessibility of program for participants and audience members, including economic limitations under the
Americans with Disabilities Act.
o Encouragement of programs that promotes the representation and participation of diverse groups of individuals,
including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities,
religious or spiritual beliefs, sexual orientations, and veteran status.
•Management Capability (10 points)
o Support and develop the strength of Carlsbad arts organizations.
APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS
PANEL REVIEW AND SCORING OF APPLICATIONS
Jan. 5, 2023 Item #3 Page 8 of 14
o Encourage new & emerging arts programs and organizations in Carlsbad
SCORING RUBRIC FOR EMERGING ARTISTS CATEGORY
Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for information
purposes only and are not meant to be exhaustive:
•Quality of Program(s) (10 points)
o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents
o Provide arts education and lifelong learning opportunities for all ages.
•Community Impact (30 points)
o Celebrate and promote Carlsbad as an exciting, vibrant, and creative community destination for our community
and students, as well as visitors and tourists throughout the world.
o Support local and regional arts and cultural organizations as an important component of the economy and quality
of life in Carlsbad and North San Diego County.
o Accessibility of program for participants and audience members, including coverage under the Americans with
Disabilities Act and economic considerations.
o Encouragement of programs that promotes the representation and participation of diverse groups of individuals,
including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities,
religious or spiritual beliefs, sexual orientations, and veteran status.
•Three (3) Letters of Support (10 points)
o Three (3) letters of support will be reviewed by panelists and should include:
The context of the relationship with the artist.
potential for success, and;
why the artist should be recommended for funding
OTHER REVIEW AND SCORING INFORMATION
•Cultural Arts Office staff will review applications after the deadline
•Applications deemed eligible will be forwarded to scoring panelists and reviewed within the context of the project or
program as outlined in the application.
•Incomplete applications, or applications with incorrect information, will be deemed ineligible.
AGREEMENT
All approved applications will need to enter into an agreement with the City of Carlsbad. The City of Carlsbad uses DocuSign for all
grant agreements and signature forms. Projects cannot commence until the DocuSign agreement has been completed. Failure to
return signed agreement within this timeline may affect the current cycle award, or future application eligibility. See Appendix 4 for
a sample Community Arts Grants 2022-23 agreement.
All agreements must be signed by two (2) officers listed on the organization’s Statement of Information filed with the California
Secretary of State. These are officers who are authorized to enter into legally binding agreements on behalf of your organization (i.e.
CEO, CFO, Secretary). Further documentation of signature authorization will be requested if the most recent Statement of
Information has not been filed.
Agreements for Emerging Artists, Individuals or Arts Organizations applying through a fiscal agent must be signed by two (2) officers
listed on the fiscal agent organization’s Statement of Information filed with the California Secretary of State. These are officers who
are authorized to enter into legally binding agreements on behalf of yourself or your organization (i.e. CEO, CFO, Secretary). Further
documentation of signature authorization will be requested if the most recent Statement of Information has not been filed.
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
Jan. 5, 2023 Item #3 Page 9 of 14
Educational Institutions will need a completed Signature Verification Form to be completed by the school site principal and school
district representative (i.e. Assistant Superintendent) in addition to the DocuSign agreements. School-Affiliated Groups (i.e. school
booster groups) will require the same signature requirements as non-profit 501(c)(3) organizations.
All approved organization signatories will receive an agreement packet, which will include instructions and agreement language.
All agreements must be signed and submitted per instructions within 30 days of receipt.
Any applicant that has received funds during a previous funding cycle will not receive their FY 2022-23 Community Arts Grants
agreement until the previous agreement requirements are completed and approved by staff.
FINANCIAL MANAGEMENT
Grant recipients are required to maintain three (3) years of accounts, records and evidence pertaining to costs incurred and
revenues acquired under the respective grant program. Grantees should be able to provide upon request:
•Accurate, current, and complete disclosure of revenue and expenses for the project.
•Records that adequately identify the sources and application of funds for grant sponsored activities.
•Accounting records supported by source documentation – invoices, receipts, bank statements, etc.
•All awardees must provide documents within 30 days of receipt or of request. This includes, but is not limited to,
agreements, revised project forms, final reports, and financial accounting.
PUBLIC ACKNOWLEDGEMENT
•Grant recipients must acknowledge the Cultural Arts Office for its support of the project in printed, electronic and/or
broadcast promotions.
•The following acknowledgment along with a City of Carlsbad Cultural Arts logo must appear on all printed and electronic
materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.” This logo and guidelines for
acknowledgment are available on the Community Arts Grants www.carlsbadca.gov/artsgrants or upon request.
•Grantees who fail to provide public acknowledgment may be denied future project funding.
PROMOTION BY CITY
•Grantees are required to keep the Cultural Arts Office informed of all program dates and times.
•If grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement. All
participation in promotion through city’s social media channels as well as other outlets, is subject to review, editing and
approval by staff prior to promotion.
•Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad Arts
Commission at least two weeks in advance of program.
o Extensively promote funded events and projects.
FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and may provide a basis for evaluation of future requests.
Grantees will have an option to replace digitally submitted final reports with in-person site visits and/or interviews. Pending any health and safety mandates and protocols as outlined by state, county, local or other governmental bodies, these site
visits/ interviews may be conducted by Cultural Arts staff and/or Arts Commissioner(s), as available, and appropriate to the to
each grant. Grantees may still opt to submit on-line final reports in consultation with staff. In all cases, grantees will still be
required to submit final budget forms digitally for staff review and approval.
Jan. 5, 2023 Item #3 Page 10 of 14
If a grantee chooses to submit an in-person final report, all requests require prior staff consultation and approval. All final
reports are due within 30 days of the completion of the event or September 30, 2023, whichever comes first, in order to
receive the final payment of award. Excessively late submission of a final report may result in action taken per agreement.
Cultural Arts Office staff are always available to assist applicants. Please contact the Cultural Arts Office at arts@carlsbadca.gov or
by phone at 442-339-2090, for one on one appointments please call 442-339-5982.
•Once submitted, applications may be moved into a different category at the discretion of Cultural Arts staff.
Notification will be made to the applicant.
•The City of Carlsbad reserves the right to limit funding amounts to any applicant, regardless of eligibility or panel score,
based on fiscal year limitations.
•Cultural Arts Office staff actively review and evaluate all aspects of the funding program and process. Updates may occur
throughout the funding calendar. Cultural Arts staff will provide information on program updates, to all grantees when they
are implemented.
•Any significant changes or amendments by grantee to approved projects must be submitted in writing to the Cultural Arts
Office by the grantee before any grant funds are used, and before the execution of any altered activity. This includes, but is
not limited to, changes in purpose, scope, services, target audiences, intended timeline, personnel, location, date, activities
or budget. This requirement will be included in the agreement.
•The Cultural Arts Office reserves the right to review, cancel or reallocate project funds that have been significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Cancelled funds must be
returned to the Cultural Arts Office within 30 days of notification.
•No two entities (organization or school/affiliated groups) may apply for funding for the same project.
•Applicants may only apply to one category per funding cycle.
CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission meetings are public and held the first Thursday of every month throughout the year. For more
information about the duties of the Carlsbad Arts Commission and its meetings, visit www.carlsbadca.gov/city-hall/meetings-
agendas/boards-commissions/arts-commission
ASSISTANCE
POLICIES
OTHER INFORMATION
OTHER INFORMATION
Jan. 5, 2023 Item #3 Page 11 of 14
All applications must be submitted online. The application is comprised of approximately five main sections, some of which include
long-answer sections and attachments. The application is available at www.carlsbadca.gov/artsgrants .
1.Organization Information.
2.Project Information and Narrative.
3.Project Support Information.
4.Budget (a sample budget form is included as Appendix 3).
5.Signatory Information.
•Are there any organizations that are ineligible to receive Community Arts Grant funding?
o Yes. For-profit organizations are ineligible to receive funding through the Community Arts Grants program. This
includes for-profit schools and businesses.
•Can I apply to more than one category?
o Unlike previous grant cycles, artists and organizations may only apply to ONE category per fiscal year grant cycle.
•What projects are eligible for the “Emerging” categories?
o Projects must be representative of at least one of the following mediums/forms of artistic expression.
Dance.
Original music composition / lyrics.
Literature / Spoken word / poetry.
Visual Arts using sustainable or recycled materials.
•What is the new two (2) year grant opportunity for arts projects and what are the eligibility requirements?
o Arts Organizations with an established minimum five (5) year Community Arts Grants arts project award history
may apply for a two (2) year arts project funding opportunity.
o This opportunity is not applicable for the Educational Institutions and Affiliated Groups category for this fiscal year
2022-23 cycle.
•What is an example of the new two (2) year grant opportunity?
o For example, Organization A has been a Community Arts Grants arts project award recipient for five (5) continuous
years. Each year, Organization A has been awarded $5,000 to fund a theatrical performance in a Carlsbad venue,
but only the production and dates change year to year. If Organization A applies for (and is awarded) a two (2) year
arts project funding grant. Organization A will receive $5,000 for year one, then another $5,000 for year two. The
year two award will be distributed after the completion of the year one progress report.
o A final report and budget will still be required after the completion of the two (2) year arts project and this report
(including final budget) will be required for final payment.
o Organizations awarded two (2) year arts project grants must wait until year three (3) to apply again for arts grants
funding.
•What is an “Emerging Artist?”
o Artists who are at key early moments in their careers, elevating their capacity for continued contribution to the
arts and are committed to devoting more time to artistic activity, when possible, financially.
o Artists who self-identify as emerging and show significant potential as an artist but are under-recognized.
•Is there an age limit for the Emerging Artists category?
o Yes. Artists must be 18 years of age on or before application deadline.
HOW TO APPLY
APPLICATION
APPENDIX 1: COMMUNITY ARTS GRANTS FAQ
Jan. 5, 2023 Item #3 Page 12 of 14
by school or district. Consideration will be given to projects of differing disciplines when housed at the same school..
•Do applicants for the Emerging Artists category need a fiscal agent?
o Yes. Emerging Artists must apply through a fiscal agent. If the applicant does not have one, staff may assist the
applicant with finding a local established 501(c)(3) that is willing to partner with the artist.
•What arts organizations qualify to apply in the Emerging Arts Organization category?
o Arts Organization must be based in Carlsbad
o Must have a non-profit 501(c)(3) status of three (3) years or less;
o If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of
a non-profit; possessing a nonprofit established mission, an advisory committee or a board of directors, and a
history of activities directly related to the purpose of eligibility to attain a non-profit status.
o Additionally, emerging arts organizations aspiring to a non-profit status must apply through a fiscal agent
•Is attendance required for the workshops and information sessions?
o Although these workshops are not required, it is highly recommended and encouraged for new applicants and
those applying in the “Emerging” categories. It is an opportunity for staff to guide and assist applicants who
are new to the Community Arts Grants program.
•How are final awards decided?
o All award amount decisions consider the total amount of funding available, scores from panelists
and the request from the applying entity. After panelist scoring, panelists will create a funding plan
based on these factors, which is forwarded to the Arts Commission for final approval.
•Can one school site apply for multiple Educational Institutions (or Arts in Schools) awards?
o Yes. While there is no limit to applications from one school site, consideration will be given to projects of
differing disciplines when housed at the same school.
The City of Carlsbad will NOT award Community Arts Grants to:
•For-profit organizations, schools, and businesses.
•Organizations and/or affiliates that are directly or indirectly participating in, or intervening in, any political campaign on
behalf of (or in opposition to) any candidate for public office.
•Governmental agencies or public authorities.
•Applicants that have a “delinquent” status with the Community Arts Grants funding programs.
•Retroactive funding for completed activities.
•Religious and/or sectarian programming or any programming and/or services that are solely for the promotion of, or
consumption by a specific religious order and/or sect.
•Cash reserves or endowments of any kind. Awards are to be expended within the designated funding period.
•Capital expenditures, including construction, renovation or purchase of real property.
•Purchases or repairs of arts-specific equipment with the capability of extended use over several years are permitted.
Proposals requesting funds for such expenses must be discussed with Cultural Arts staff.
•Applications that do not support non-profit, public art activities or projects that benefit a for-profit business or activity.
•Projects through a fiscal sponsor that benefit the sponsoring organization or are an extension of the sponsoring
organization’s programs or services.
•Support groups and/or non-profit organizations supporting city departments or facilities.
•General operating costs, including costs associated with the start-up of a new organization.
•Applications to reduce existing deficits.
APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
Jan. 5, 2023 Item #3 Page 13 of 14
Funding may NOT be used for:
•Fundraising expenses.
•Consultants who are members of an applicant’s staff or board.
•Political campaigns or lobbying activities.
•Payments to students.
•Endowments or endowment campaigns.
•Scholarships, fellowships, or tuition assistance.
•Costs incurred before the start of the funded project or outside the funding period.
•Any and all in-person activities outside the City of Carlsbad limits.
•Entry fees for competitions or sponsorship fees.
•Pageants, fund-raising events, or hospitality costs.
•Private foundations or other re-granting organizations.
•Religious or doctrinal purposes, although faith-based organizations may apply for program support.
•Publication of manuscripts or compositions not created as part of a grant-supported project.
•Purchase of monetary awards, cash prizes, contributions, or donations.
•Professional development for staff and board members.
•Scholarly or academic research, tuition and activities which generate academic credit or formal study toward an academic
or professional degree.
•Creation of textbooks.
Jan. 5, 2023 Item #3 Page 14 of 14
3/3/2023
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Community Arts Grants 2023:
Arts Education Funding Category
Richard Schultz, Cultural Arts Manager
Wendy Sabin‐Lasker, Community Arts Coordinator
January 5, 2023
AGENDA
•2023 Cycle Timeline
•Data
•Suggested Revisions
Community Arts Grants 2023‐24
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Community Arts Grants 2023 Timeline
PROCESS DATES
Application Opens Feb. 13, 2023
Application Deadline March 20, 2023
Staff Review of Applications March 21 ‐30, 2023
Panel Scoring March 31‐April 14, 2023
Staff Review of Panel Scoring April 17 – 26, 2023
Agenda Packets To Arts Commission April 27, 2023
Commission Reviews Funding Plan May 4, 2023
Project/Activity Period Sept. 1, 2023‐Aug 31,2024
Final Reports Due 30 Days after activity or
Sept. 30, 2024
Arts Education Funding History
2017 2018 2019 2020 2021 2022 2023
Total Funding $80,000 $78,000 $77,000 $88,000 $88,000 $106,480 $113,683
Total
Applicants
22 39 32 27 21 32 36
Total Funded
Projects
19 27 26 23 21 29 28
Total Funded
Education
Applications
81413851017
Total Education
Amount
Funded
$12,000 $20,000 $24,000 $16,000 $8,725 $21,390 $55,675
Total
Percentage
Funding for
Educational
15% 26% 31% 18% 10% 20% 49%
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Suggested Revisions: Funding Ratio
Arts in Schools Grants
Annual average funding level since 2017:
24%
Staff Suggestion for funding in 2023:
35%
•Educational Institutions or Affiliated Groups ‐
Arts in Schools
(Increase from $2,500 to $3,500)
•Arts Projects for Arts Organizations
(Increase from $5,000 to $7,500)
•Emerging Artists
(Decrease from $5,000 to $3,500)
•DELETE: Capacity Building for Arts Organizations
($5,000)
•Emerging Arts Organizations ($5,000)
Suggested Revisions: Funding Levels
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New Requirement
•Require all projects to include the participation
of an artist or subject matter expert
•89% of 2022‐2023 projects did so
•Creates new opportunities for artists
•Reinforces economic impact for the local
creative sector
•Strengthens Carlsbad’s reputation as being an
artist friendly and supportive community
Suggested Revision
Cap the number of applications per school to no
more than four in the following genres:
•Dance
•Music
•Theatre
•Visual Arts
Example: In 2023, one school submitted eight
applications and if all were funded it would have
utilized 50% of the total arts education funding
awarded in 2023.
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QUESTIONS
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Cu ltural Arts