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HomeMy WebLinkAbout2023-02-02; Arts Commission; ; Approve the 2023-24 Cycle Community Arts Grants GuidelinesMeeting Date: Feb. 2, 2023 To: Arts Commission From: Richard Schultz, Cultural Arts Manager Wendy Sabin Lasker, Community Arts Coordinator 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: Approve the 2023-24 Cycle Community Arts Grants Guidelines District: All Recommended Action Staff recommends approval of the FY 2023-24 Community Arts Grants Guidelines. Executive Summary/Discussion Based upon recent discussions regarding Community Arts Grants categories at previous Arts Commission meetings, staff incorporated input from the Arts Commissioners into the guidelines regarding revised funding levels, the continuation of the emerging categories and Arts in Schools. Commissioners will be asked to provide any additional input prior to approval of the FY 2023-24 Community Arts Grants Guidelines in the funded categories. The funding cycle opens Feb. 13, 2023. Next Steps Commissioners are encouraged to recommend panelists for the 2023-24 grant panels . The results of the application and panel processes will be available to the Arts Commissioners prior to the final approval of the FY2023-24 Funding Plan. 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.Draft Fiscal Year 2023-24 Community Arts Grants Guidelines Feb. 2, 2023 Item #4 Page 1 of 14 ARTS COMMISSION Staff Report 1 FISCAL YEAR 2023-24 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 2023-24 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 February 2, 2023; the timeline has been adjusted based on staff capacity. •Total funding available for the Fiscal Year 2023-24 cycle is $117,128 •All projects must be completed by Saturday, August 31, 2024 •All final reports are due within 30 days of the completion of the event or September 30, 2024, whichever comes first •80% of all awarded funds will be disbursed after agreements are executed; the final 20% once the final report and budget are submitted and approved WELCOME FISCAL YEAR 2023-24 OVERVIEW Important dates for the Fiscal Year 2023-24 grant cycle application are as follows: Applications open: Monday, February 13, 2023 Applications due: Monday, March 20, 2023 Arts Commission Funding Plan review & approval: Thursday, May 4 , 2023 Funding Cycle begins Friday, September 1, 2023 All projects must be completed by Saturday, August 31, 2024 Applications will be submitted online at www.carlsbadca.gov/artsgrants DRAFTEXHIBIT 1 2 • 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 and must complete a PRE-APPLICATION CHECKLIST (link). •Emerging Artist applicants must show proof of Fiscal Sponsorship before application will be reviewed. •Grant category, “Capacity Building” has been eliminated. •Award levels have been revised •New Guidelines for Two (2) Year Grants •Educational Institutions (Art in Schools) Guidelines have new components. •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. •All organizations must provide proof of nonprofit status or fiscal agent. •Emerging Artists must be able to show proof of having established a Fiscal Agent before application can be accepted. •A current California Statement of Information filed with the California Secretary of State reflecting Active Status. List of the organization (or schools) Authorized Signatories, accompanied by evidence of signing authority of the persons named on the list, and specifying whether they have individual or joint signing authority. •Prequalification questions, including updated Statement of Information and approved signatories must be completed before beginning the full application. HEALTH AND SAFETY CERTIFICATION ELIGIBILITY NEW THIS YEAR GUIDELINES APPENDICES PRE-APPLICATION REQUIREMENTS DRAFT 3 •Appendix 1 – Frequently Asked Questions (FAQ) •Appendix 2 – Ineligible Organizations and Activities Funding is structured by classification of each organization, then according to available categories. Applicants may only apply to one category per grant cycle: •Arts Organizations (including Fiscal Agents of Organizations or Individual Artists) o Arts Projects - $7,500 maximum award per year •Emerging Arts Organizations - $5,000 maximum award •Emerging Artists - $3,500 maximum award •Educational Institutions and Affiliated Groups o Arts in Schools - $3,500 maximum award •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 three (3) years Community Arts Grants arts project award history may apply for a two (2) year arts project funding opportunity. •Organizations awarded two (2)- year arts grants may apply for new funding upon completion of project and submission of Final Budget and Final Report. 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 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 three (3) - year Community Arts Grants Arts Project award history may apply for a two (2)- year arts project funding opportunity. •The two (2)- year Arts Project grants are available for more established arts organizations that receive Community Arts Grants funding for projects that have been consistently similar year after year. •The project/activity must be designed and implemented for and during a two- year duration. •For two (2) - year grants submissions the following information is required: o What is the timeline and leadership capability for the project/activity? o What statistics or research exits to support the need for the project/activity? o What impact do you expect this project/activity to have and how do you intend to measure this impact? o How does your planning include change if the project encounters unexpected challenges? •A final report and final budget will be required after the completion of the two (2)-year project. •Organizations awarded two (2)- year arts project grants may apply for funding for a new project/activity upon completion of 2-Year grant project/activity and submission of a final report and budget. ARTS ORGANIZATIONS FISCAL YEAR 2023-24 FUNDING CATEGORIES DRAFT 4 PROJECTS THROUGH FISCAL AGENT • Any partnership between an individual, educational institution or organization must include a letter of agreement from the partnering entities. • Individuals or organizations in the process of applying for 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 Spoken word/poetry. o Visual Arts that utilize sustainable or recycled materials • Emerging Artists - $3,500 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 Literature/Spoken word/poetry o Visual Arts that utilize sustainable or recycled materials EMERGING ARTISTS (NEW) DRAFT 5 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 - $3,500 maximum award • Funding Opportunity for One (1) Year Grants only Arts in Schools will be defined as programs, activities and events that are primarily designed to be arts focused. • Projects may be presented virtually or in person ONLY if all health and safety requirements (including COVID-19 mandates and restrictions as outlined by state, county, local or other governmental bodies) are met. • Virtual events may be permitted to replace programs or projects that normally would have been held in-person in Carlsbad, pending current community health and safety requirements and following staff review and approval. • NEW THIS YEAR: Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications per educational institution across these categories; all five submissions may NOT be from a single category. See FAQ’s for further information on acceptable categories; o Performing Arts o Visual Arts o Non-traditional Arts: including Performance Art, Spoken Word/Poetry and Culinary Arts. • 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 DRAFT 6 Feb. 13, 2023 FY 2023-24 Application Opens: application link will be available online at the Carlsbad Community Arts Grants web page* Feb. 22, 2023 Applicant Workshop @ Dove Library, Gowland Meeting Room Feb.25, 2023 Mar. 1, 2023 Applicant Workshop @ Cole Library, Community Room Applicant Workshop; Virtual For updated information on Workshops, please vsit Carlsbad Carlsbad Community Arts Grants web page* Mar. 20, 2023 Application Deadline: applications must be submitted electronically by 11:59 p.m. Mar. 31 - Apr. 14, 2023 Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and arts professionals May 4, 2023 Funding plan presented to Arts Commission for review and approval May 15 - June 30, 2023 Begin notifications/DocuSign agreements process. Deadline for completed Docusign agreements is July 31, 2023. First award payments disbursed beginning August 1, 2023 Sept. 1, 2023 Project/activity period opens Aug. 31, 2023 Project/activity 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. *www.carlsbadca.gov/artsgrants APPLICANT INFORMATION FISCAL YEAR 2023-24 PROGRAM SCHEDULE DRAFT 7 Application information and links, including online tutorials will be available on the Community Arts Grant Cultural Arts application portal. Additionally, the following resources will be available for applicants in the 2023-2024 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 required 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 March 13, 2023. Staff is available for brief consultation by phone until application period closes. To schedule an appointment, please visit the Community Arts Grants website at www.carlsbadca.gov/artsgrant 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. • 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. APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS PANEL REVIEW AND SCORING OF APPLICATIONS DRAFT 8 • Organizational Capacity (10 points) o Provide evidence of organizational strength and capacity to support the scope of the project/activity SCORING RUBRIC FOR EMERGING ARTISTS CATEGORY Scoring of applications will be on the following criteria, with a maximum score of 50. The provided examples are for information purposes only and are not meant to be exhaustive: • Quality of Program(s) (10 points) o Reinforce accessible artistic and cultural opportunities and experiences for Carlsbad residents o Provide arts education and lifelong learning opportunities for all ages. • Community Impact (30 points) o Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for our community and students, as well as visitors and tourists throughout the world. o Support local and regional arts and cultural organizations as an important component of the economy and quality of life in Carlsbad and North San Diego County. o Accessibility of program for participants and audience members, including coverage under the Americans with Disabilities Act and economic considerations. o Encouragement of programs that promotes the representation and participation of diverse groups of individuals, including and not limited to people of differing abilities, class, generations, ethnicities and races, gender identities, religious or spiritual beliefs, sexual orientations and veteran status. • Three (3) Letters of Support (10 points) o 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 GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD DRAFT 9 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. 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 2023-24 Community Arts Grants agreement until the previous agreement requirements are completed and approved by staff. FINANCIAL MANAGEMENT Grant recipients are required to maintain three (3) years of accounts, records and evidence pertaining to costs incurred and revenues acquired under the respective grant program. Grantees should be able to provide upon request: • Accurate, current and complete disclosure of revenue and expenses for the project. • Records that adequately identify the sources and application of funds for grant sponsored activities. • Accounting records supported by source documentation – invoices, receipts, bank statements, etc. • All awardees must provide documents within 30 days of receipt or of request. This includes, but is not limited to, agreements, revised project forms, final reports and financial accounting. PUBLIC ACKNOWLEDGEMENT • Grant recipients must acknowledge the Cultural Arts Office for its support of the project in printed, electronic and/or broadcast promotions. • The following acknowledgment along with a City of Carlsbad Cultural Arts logo must appear on all printed and electronic materials: “This program is funded in part by the City of Carlsbad’s Cultural Arts Office.” This logo and guidelines for acknowledgment are available at 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 DRAFT 10 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. 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 DRAFT 11 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. Prequalification questions, including updated Statement of Information and approved signatories must be completed before beginning the full application. 2. Project Information and Narrative. 3. Project Support Information. 4. Budget. A budget form and budget sample may also be found at www.carlsbadca.gov/artsgrants 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 2023-24 cycle. • What is an example of the new two (2) year grant opportunity? o For example, an arts organization has identified the need for more arts training for senior citizens. The local arts organization has partnered with a Social Service Agency to provide arts training within the City of Carlsbad. The application for a Community Arts Grant for two (2)- years proposes support for the planning, development and delivery of a senior citizen arts program in which any/all of these phases will continue as proposed throughout a two (2)- year period. 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 project grants may apply for funding for a new project/activity upon completion of two(2)- Year grant project/activity and submission of a final report and budget. • 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. • 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 HOW TO APPLY APPLICATION APPENDIX 1: COMMUNITY ARTS GRANTS FAQ DRAFT 12 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: Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a maximum of five (5) grant applications per educational institution across these categories; all five submissions may NOT be from a single category. Examples of Acceptable Categories: o Performing Arts, including Dance and Music and Theatre o Visual Arts, including Graphic arts, Ceramics, Film, Photography o Non-traditional Arts: including Performance Art, Spoken Word/Poetry, Culinary Arts. 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 DRAFT 13 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. DRAFT 3/9/2023 1 Community Arts Grants: FY2023‐24 Guidelines Wendy Sabin‐Lasker, Community Arts Coordinator February 2, 2023 AGENDA •Overview  •Highlights of Revisions  •Next Steps  Community Arts Grants FY2023‐24 1 2 C cityof Carlsbad Cultural Arts {'city of Carlsbad Cultural Arts 3/9/2023 2 FY 23‐24 Grant  Submissions Feb 13‐March 20 Applicant Workshops     Feb 22 & 25  March 1 (Virtual)Funding Plan Reviewed  & Approved May 4, 2023 Review Process Peer panels March 31‐April 14 Project Activity Period Sept. 1, 2023 –Sept. 30, 2024 FY2023‐24 Timeline  •Educational Institutions or Affiliated Groups ‐ Arts in Schools: Increased from $2,500 to $3,500 •Arts Projects for Arts Organizations Increased from $5,000 to $7,500 •Emerging Artists: Decreased from $5,000 to $3,500 •DELETED: Capacity Building for Arts  Organizations $5,000 •Emerging Arts Organizations: Remain at $5,000 Funding Levels 3 4 {'city of Carlsbad Cultural Arts 3/9/2023 3 Arts in Schools Educational institutions can submit a maximum of  five grant applications in these categories: •Performing Arts  •Visual Arts •Nontraditional arts Arts in Schools  CATEGORIES •Performing Arts  Dance, Music, Theatre  •Visual Arts Graphic arts, Ceramics, Film, Photography •Nontraditional arts Performance Art, Spoken Word/Poetry,  Culinary Arts  All five submissions may NOT be from a single  category 5 6 3/9/2023 4 All Arts Projects‐All Categories Updated Requirement: All projects/activities require the participation of  an artist or subject matter expert.  Two‐Year Grants Updated Requirements: •Project/Activity must extend the duration of  the  two years.  •New questions designed to gather  additional information to assess the need  and scope for the project. 7 8 {"city of Carlsbad Cultural Arts {"city of Carlsbad Cultural Arts 3/9/2023 5 STAFF RECOMMENDATION Staff recommends that the Arts Commission approve the  FY2023‐24 Guidelines.  QUESTIONS 9 10 {'city of Carlsbad Cultural Arts {'city of Carlsbad Cultural Arts