HomeMy WebLinkAbout2023-12-07; Arts Commission; ; Fiscal Year 2024-25 Community Arts Grants Guidelines and Calendar
Meeting Date: Dec. 7, 2023
To: Arts Commission
From: Suzanne N. Smithson, Library & Cultural Arts Director
Staff Contact: Wendy Sabin Lasker, Community Arts Coordinator
wendy.sabinlasker@carlsbadca.gov, 442-339-5982
Subject: Fiscal Year 2024-25 Community Arts Grants Guidelines and Calendar
District: All
Recommended Action
Approve the Fiscal Year 2024-25 Community Arts Grants Guidelines, including the new funding
cycle calendar.
Executive Summary
Community Arts Coordinator Wendy Sabin Lasker will present an overview of the Fiscal Year
2024-25 Community Arts Grants guidelines, application and award process, and calendar.
Explanation & Analysis
Before the opening of the FY 2024-25 Community Arts Grant application cycle, it is required
that the Arts Commission reviews and approves the FY 2024-25 Community Arts Grant calendar
and guidelines. The two notable changes to the guidelines include discontinuance of the
Emerging Artists grant category and the discontinuance of two-year grant applications. No
other significant changes are recommended.
Fiscal Analysis
Total funding available for the FY 2024-25 Community Arts Grants is anticipated to be $117,128.
No additional funding is being requested in the FY 2024-25 budget process.
Next Steps
The grant application period is Feb. 12 through Mar. 18, 2024 as articulated in the calendar.
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and was available
for public viewing and review at least 72 hours before the scheduled meeting date.
Dec. 7, 2023 Item #2 Page 1 of 21
ARTS COMM I SSION
Staff Report
Exhibits
1. Redlined draft of Fiscal Year 2024-25 Community Arts Grants Guidelines
2. Final Fiscal Year 2024-25 Community Arts Grants Guidelines
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FISCAL YEAR 2024-25
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 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, CA.
• Celebrate Carlsbad as an exciting, vibrant and creative destination for residents and visitors alike.
• Acknowledge indigenous land and cultural awareness in the Carlsbad community.
FISCAL YEAR 2024-25 OVERVIEW
The updated FY 2024-25 guidelines reflect national grantmaking trends and best practices and support funding for artists and
arts organizations in Carlsbad and surrounding areas. Guidelines were approved by the City of Carlsbad’s Arts Commission on
Dec. 7, 2023.
Total funding available for the FY 2024-25 cycle is $117,128. All final reports are due within 30 days of the completion of the
event or Oct. 3, 2025, whichever comes first. The 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
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 always. Failure to do so may result in
cancellation of the agreement and grant funds.
Important dates for the FY 2024-25 grant cycle application are as follows:
• Applications open: Monday, Feb. 12, 2024
• Applications due: Monday, March 18, 2024
• Arts Commission Funding Plan review & approval: Thursday, May 2, 2024
• Funding Cycle begins: Tuesday, Sept. 3, 2024
• All projects must be completed by: Wednesday, Sept. 3, 2025
• Applications can be accessed online.
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IMPORTANT UPDATES FOR THIS YEAR
• Statement of Information Requirement: Each application must include a current Statement of Information filed with
the California Secretary of State. This statement must reflect Active Status and have either a current roster of officers
or a list of authorized signatories supported by a corporate resolution.
• Artist Participation in Arts Projects: All proposed arts projects must involve a professional artist or a subject matter
expert.
• Change in Grant Categories:
o The Emerging Artist grant category has been discontinued this year.
o The Two-Year grant category has been discontinued. Grants are available for a one-year cycle only.
• Educational Institutions Application Limit: There is a cap on the number of applications for Educational Institutions
(Arts in Schools). For detailed requirements, please refer to the Arts in Schools Requirements section.
ELIGIBILITY FOR ALL APPLICANTS
All applicants, including fiscal agents and school-affiliated groups, must comply with the following:
• Nonprofit Status: Applicants must be recognized as nonprofit, tax-exempt organizations by the Internal Revenue
Service (IRS) or the California State Franchise Tax Board. A complete Statement of Information should be on file with
the California Secretary of State. This statement should be filed within the first 90 days of incorporation and updated
every two (2) years.
• Tax Identification: Applicants must provide their Federal Employer Identification Number (FEIN) from the IRS. This is
the only accepted form of identification for verification purposes, which will be checked through GuideStar’s Charity
Check.
• Specific Exemptions for Educational Institutions: Educational institutions are exempt from the need for tax-exempt
status under Section 501(c)(3) but are still eligible to apply.
• Partnership Projects: For projects involving partnerships, only one joint application is allowed. If a school partners
with an arts organization or artist, a signed agreement between the parties is required, with the school as the lead
applicant.
APPLICATION PROCESS
When applying, organizations must ensure the following:
• Proof of Nonprofit Status: Provide evidence of nonprofit status or details of a fiscal agent.
• Statement of Information: Submit a current California Statement of Information reflecting Active Status, along with a
list of Authorized Signatories, their signing authority, and the type of authority (individual or joint).
GUIDELINE APPENDICES
• Appendix 1 – Frequently Asked Questions (FAQ’s)
• Appendix 2 – Ineligible Organizations and Activities
FISCAL YEAR 2024-25 FUNDING CATEGORIES
Funding is structured by the classification of each organization, then according to available categories. Applicants may only
apply to one category per grant cycle:
• Arts Organizations or Fiscal Agents of Organizations - $7,500 maximum award per year
• Emerging Arts Organizations - $5,000 maximum award
• Emerging Artists - $3,500 maximum award
• Educational Institutions and Affiliated Groups (Arts in Schools) - $3,500 maximum award
ARTS ORGANIZATIONS
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• Arts Organizations must be registered 501(c)(3) nonprofit organizations for at least three years as of Jan. 1, 2024.
• Applicants may only submit one application per funding cycle and cannot apply to multiple categories.
• Fiscal Year 2023-24 organizations with a two-year grant may apply for new one-year funding upon completion of project
with final budget and report.
ARTS ORGANIZATIONS – ARTS PROJECTS
• All arts projects require the participation of a professional artist or a subject matter expert.
• Arts Projects grants have a maximum award of $7,500.
• Arts Projects will be defined as programs, activities, and events 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 normally held in person in Carlsbad, pending current
community health and safety requirements and following staff review and approval.
• Arts Project grants awards must be used for specific art project support and cannot be used for general operating support.
• The two-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 extend the duration of the two years. For two-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 What is your strategy to accommodate unexpected challenges?
• A final report and final budget will be required after the completion of the two -year project.
• Organizations awarded two-year arts project grants may apply for funding for a new project/activity upon completion of
two-year grant project/activity and submission of a final report and budget.
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 nonprofit status may apply through a fiscal agent.
• Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee of 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 for their organization.
• Individual artists receiving funding through a fiscal agent must be 18 years of age on or before the application due date.
EMERGING ARTS ORGANIZATIONS
• Emerging Arts Organizations - $5,000 maximum award.
• Funding Opportunity for One - Year grants only.
• Arts Organization must be based in Carlsbad, CA.
• Grants for smaller nonprofit organizations that are relatively new to the nonprofit community.
• Must have a nonprofit 501(c)(3) status of three 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
nonprofit: 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 nonprofit status.
o Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent.
o Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee of no more than
10% of the amount awarded to the applicant.
• Projects must take place in Carlsbad, CA and 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 (NEW)
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• Emerging Artists - $3,500 maximum award.
• Funding opportunity for one-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 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 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
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
Requests are only available to nonprofit schools or school-affiliated groups in Carlsbad, CA.
• Arts in Schools grants - $3,500 maximum award.
• Funding Opportunity for one 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 normally held in person in Carlsbad, pending current
community health and safety requirements and following staff review and approval.
• Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a
maximum of five (5) grant applications in these categories. See FAQs for further information on acceptable categories:
o Performing Arts
o Visual Arts
o Nontraditional Arts
• All five submissions cannot be from a single category.
• 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.
APPLICANT INFORMATION
FY 2024-25 GRANT CYCLE SCHEDULE
Feb. 12, 2024 Applications Open
Feb. 22, 2024 Applicant Workshop #1 @ Dove Library, Gowland Meeting Room, 5 – 7 p.m.
Feb. 24, 2024 Applicant Workshop #2 @ Cole Library, Community Room, 10:30 a.m. - 12 p.m.
Feb. 26, 2024 Applicant Workshop #3 via Zoom Webinar, 6 - 7:30 p.m.
March 18, 2024 Application Deadline: applications must be submitted electronically by 11:59 p.m.
March 25 - April 15,
2024
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists,
arts professionals, and educators
May 2, 2024 Funding plan presented to Arts Commission for review and approval
May 13 - June 28, 2024 Begin notifications/DocuSign agreements process. Deadline for executed DocuSign agreements is
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July 17, 2024. First award payments disbursed beginning Aug. 16, 2024.
Sept. 3, 2024 Project/activity period opens.
Sept. 3, 2025 Project/activity period closes.
Oct. 3, 2025 All FY 2024-25 Final Reports are due. Grantees complete a Final Report within 30 days of the program
end date or by Oct. 3, 2025, whichever comes first.
APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS
Application information and links, including online tutorials, will be available on the Community Arts Grants application portal. The
following resources will be available for applicants in the fiscal year 2024-25 cycle:
• Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application and procedures.
• New applicants are required to attend at least one workshop.
• General one-on-one appointments – Applicants may 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. Applicants are required to attend at least one applicant workshop prior to the appointment. To schedule a
one-on-one appointment, please call Wendy Sabin Lasker, Community Arts Coordinator, 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. All appointments must be made by
Mar. 14, 2024. Staff is available for brief consultation by phone until the application period closes. Applicants are
encouraged to schedule an appointment as early in the process as possible.
• Please note that staff will review applications for effective and impactful delivery of information and ensure completeness
and clarity of the information supplied. Staff will not provide feedback on content, programming, or other project details.
PANEL REVIEW AND SCORING OF APPLICATIONS
Submitted applications are reviewed and scored by a virtual peer panel of local and regional artists, arts professionals, and
educators. The panelists’ scoring will inform 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 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 the respective grant category.
• Panelists may be asked to convene to discuss the application’s merits.
• Award amounts are determined via a formula that takes into consideration the total amount of available funds, the average
scores of the applicants, and an assigned percentage based on those scores.
The scoring of applications will be based on the following criteria, with a maximum score of 50 points. 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 promote 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.
• Organizational Capacity (10 points) o Provide evidence of organizational strength and capacity to support the scope of the project/activity.
OTHER REVIEW AND SCORING INFORMATION
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• 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 REQUIREMENTS FOR GRANTEES
Upon approval of your application:
• Legal Agreement with the City of Carlsbad: To proceed with your project, you must first enter into a legal agreement with
the City of Carlsbad. This is done using DocuSign, and the commencement of your project is contingent upon the
completion of this agreement.
• Signing Authorities: All agreements MUST be signed by two officers listed on the Statement of Information filed with the
California Secretary of State for your organization (or as listed on the most recent board roster). These officers should be
those who are authorized to enter into legally binding agreements on behalf of your organization, such as CEO, CFO,
Treasurer, Secretary.
One corporate officer from each of the following groups must sign the agreement:
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.
You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this
website: Search | California Secretary of State. Further documentation of signature authorization will be requested if the most
recent Statement of Information has not been filed.
Specific Entity Requirements:
o Fiscal Agents: The agreement must be signed by two officers from the fiscal agent’s organization, as per organization’s
Statement of Information.
o Educational Institutions: A Signature Verification Form must be completed by the school principal and a district
representative (e.g., Assistant Superintendent).
o School-Affiliated Groups (i.e., school booster groups): Follow the same signature requirements as nonprofit
organizations.
Signature of Agreement: Signing authorities must be sign in DocuSign within ten (10) business days of receipt.
IMPORTANT NOTE: Applicants who have been granted funding in previous cycles must meet all requirements from those past
agreements before they are eligible to receive a new agreement for the FY 2024-25 cycle.
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 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.
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• 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 webpage 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 the grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement.
All participation in promotion through the city’s social media channels and other outlets, is subject to staff review, editing
and approval prior to promotion.
• Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office staff that will be extended to the Carlsbad Arts Commission
at least two weeks in advance of program.
o Extensively promote funded events and projects with appropriate verbiage as indicated in “Public Acknowledgement”
stipulated above.
FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts staff may monitor grant projects during 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 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 Oct. 3, 2025, whichever comes first, to receive the final award payment.
Excessively late submission of a final report may result in action taken per contract.
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Wendy Sabin Lasker, the Community Arts
Coordinator, at wendy.sabinlasker@carlsbadca.gov or by phone at 442-339-5982.
POLICIES
• 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 the 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 significantly altered or shifted from
stated goals in the original approved application and/or revised project form. Canceled funds must be returned to the
Cultural Arts Office within thirty (30) days of written 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.
OTHER INFORMATION
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CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission meetings are public and held the first Thursday of every other month throughout the year starting with
Feb. 1, 2024. A meeting will be held on Thursday, May 2, 2024, to approve the FY 2024-25 Community Arts Grants Funding Plan.
For more information about the duties of the Carlsbad Arts Commission and its meetings, visit the Arts Commission webpage.
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 the Community Arts Grants webpage.
• Organization Information: An updated Statement of Information and approved signatories must be submitted for
applications to be accepted.
• Project Information and Narrative
• Project Support Information
• Budget: A budget form and budget sample can be found at the Community Arts Grants webpage.
• Signatory Information
APPENDIX 1: COMMUNITY ARTS GRANTS FAQ’S
Are there any organizations that are ineligible to receive Community Arts Grant funding?
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?
No. 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 Arts Organization category?
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 using sustainable or recycled materials
What is the new two- year grant opportunity for arts projects and what are the eligibility requirements? To be cont’d?
• Arts Organizations with an established minimum of three years Community Arts Grants arts project award history may
apply for a two-year arts project funding opportunity.
• The project/activity must extend the duration of the two years.
• A final report and budget will still be required after the completion of the two-year arts project and this report (including
final budget) will be required for final payment.
• Organizations awarded two-year project grants may apply for funding for a new project/activity upon completion of two-year grant project/activity and submission of a final report and budget.
• Two-year grants are NOT applicable for the Educational Institutions (Arts in Schools) and Affiliated Groups category.
What is an example of the new two-year grant opportunity?
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-year period.
What is an “Emerging Artist?”
• 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.
• 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?
Yes. Artists must be 18 years of age on or before application deadline.
Do applicants for the Emerging Artists category need a fiscal agent?
Yes. Emerging Artists must apply through a fiscal agent. If the applicant does not have one, staff may assist the applicant with finding
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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?
• Arts Organization must be based in Carlsbad, CA.
• Must have a nonprofit 501(c)(3) status of three (3) years or less:
• If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of a
nonprofit; 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 nonprofit status.
• Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent.
Is attendance required for the workshops and information sessions?
Workshop attendance is required all for new applicants and those applying in the Emerging Arts Organization category. Workshop
attendance by returning awardees is highly recommended as an opportunity for staff to guide and assist applicants in the
FY 2024-25 Community Arts Grants application process.
How are final awards decided?
All award amount decisions consider the total amount of funding available, scores from panelists, and the request from the applying
entity. After panelists score, Cultural Arts staff 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) grants?
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 amongst the list below; all five (5) submissions cannot be from a single
medium.
Examples of Acceptable Mediums:
• Performing Arts, including Dance and Music and Theatre
• Visual Arts, including Graphic arts, Ceramics, Film, Photography
• Nontraditional Arts: including Performance Art, Spoken Word/Poetry, Culinary Arts.
APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
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 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 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 nonprofit 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:
• 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.
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• Costs incurred before the start of the funded project or outside the funding period.
• Project or 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.
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FISCAL YEAR 2024-25
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 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, CA.
• Celebrate Carlsbad as an exciting, vibrant and creative destination for residents and visitors alike.
• Acknowledge indigenous land and cultural awareness in the Carlsbad community.
FISCAL YEAR 2024-25 OVERVIEW
The updated FY 2024-25 guidelines reflect national grantmaking trends and best practices and support funding for artists and
arts organizations in Carlsbad and surrounding areas. Guidelines were approved by the City of Carlsbad’s Arts Commission on
Dec. 7, 2023.
Total funding available for the FY 2024-25 cycle is $117,128. All final reports are due within 30 days of the completion of the
event or Oct. 3, 2025, whichever comes first. The 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
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 always. Failure to do so may result in
cancellation of the agreement and grant funds.
Important dates for the FY 2024-25 grant cycle application are as follows:
• Applications open: Monday, Feb. 12, 2024
• Applications due: Monday, March 18, 2024
• Arts Commission Funding Plan review & approval: Thursday, May 2, 2024
• Funding Cycle begins: Tuesday, Sept. 3, 2024
• All projects must be completed by: Wednesday, Sept. 3, 2025
• Applications can be accessed online.
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IMPORTANT UPDATES FOR THIS YEAR
• Statement of Information Requirement: Each application must include a current Statement of Information filed with
the California Secretary of State. This statement must reflect Active Status and have either a current roster of officers
or a list of authorized signatories supported by a corporate resolution.
• Artist Participation in Arts Projects: All proposed arts projects must involve a professional artist or a subject matter
expert.
• Change in Grant Categories:
o The Emerging Artist grant category has been discontinued this year.
o The Two-Year grant category has been discontinued. Grants are available for a one-year cycle only.
• Educational Institutions Application Limit: There is a cap on the number of applications for Educational Institutions
(Arts in Schools). For detailed requirements, please refer to the Arts in Schools Requirements section.
ELIGIBILITY FOR ALL APPLICANTS
All applicants, including fiscal agents and school-affiliated groups, must comply with the following:
• Nonprofit Status: Applicants must be recognized as nonprofit, tax-exempt organizations by the Internal Revenue
Service (IRS) or the California State Franchise Tax Board. A complete Statement of Information should be on file with
the California Secretary of State. This statement should be filed within the first 90 days of incorporation and updated
every two (2) years.
• Tax Identification: Applicants must provide their Federal Employer Identification Number (FEIN) from the IRS. This is
the only accepted form of identification for verification purposes, which will be checked through GuideStar’s Charity
Check.
• Specific Exemptions for Educational Institutions: Educational institutions are exempt from the need for tax-exempt
status under Section 501(c)(3) but are still eligible to apply.
• Partnership Projects: For projects involving partnerships, only one joint application is allowed. If a school partners
with an arts organization or artist, a signed agreement between the parties is required, with the school as the lead
applicant.
APPLICATION PROCESS
When applying, organizations must ensure the following:
• Proof of Nonprofit Status: Provide evidence of nonprofit status or details of a fiscal agent.
• Statement of Information: Submit a current California Statement of Information reflecting Active Status, along with a
list of Authorized Signatories, their signing authority, and the type of authority (individual or joint).
GUIDELINE APPENDICES
• Appendix 1 – Frequently Asked Questions (FAQ’s)
• Appendix 2 – Ineligible Organizations and Activities
FISCAL YEAR 2024-25 FUNDING CATEGORIES
Funding is structured by the classification of each organization, then according to available categories. Applicants may only
apply to one category per grant cycle:
• Arts Organizations or Fiscal Agents of Organizations - $7,500 maximum award per year
• Emerging Arts Organizations - $5,000 maximum award
• Educational Institutions and Affiliated Groups (Arts in Schools) - $3,500 maximum award
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ARTS ORGANIZATIONS
• Arts Organizations must be registered 501(c)(3) nonprofit organizations for at least three years as of Jan. 1, 2024.
• Applicants may only submit one application per funding cycle and cannot apply to multiple categories.
• Fiscal Year 2023-24 organizations with a two-year grant may apply for new one-year funding upon completion of project
with final budget and report.
ARTS ORGANIZATIONS – ARTS PROJECTS
• All arts projects require the participation of a professional artist or a subject matter expert.
• Arts Projects grants have a maximum award of $7,500.
• Arts Projects will be defined as programs, activities, and events 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 normally held in person in Carlsbad, pending current
community health and safety requirements and following staff review and approval.
• Arts Project grants awards must be used for specific art project support and cannot be used for general operating support.
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 nonprofit status may apply through a fiscal agent.
• Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee of 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 for their organization.
EMERGING ARTS ORGANIZATIONS
• Emerging Arts Organizations - $5,000 maximum award.
• Arts Organization must be based in Carlsbad, CA.
• Grants for smaller nonprofit organizations that are relatively new to the nonprofit community.
• Must have a nonprofit 501(c)(3) status of three 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
nonprofit: 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 nonprofit status.
o Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent.
o Fiscal agents will be responsible for receiving awarded funds and dispersing them with a service fee of no more than
10% of the amount awarded to the applicant.
• Projects must take place in Carlsbad, CA and 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
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EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS – ARTS IN SCHOOLS
Requests are only available to nonprofit schools or school-affiliated groups in Carlsbad, CA.
• Arts in Schools grants - $3,500 maximum award.
• Funding Opportunity for one Year grants only Arts in Schools will be defined as programs, activities, and events that are
primarily designed to be arts focused.
• Virtual events may be permitted to replace programs or projects normally held in person in Carlsbad, pending current
community health and safety requirements and following staff review and approval.
• Individual schools and entities representing a school (such as foundations, booster organizations etc.) can submit a
maximum of five (5) grant applications in these categories. See FAQs for further information on acceptable categories:
o Performing Arts
o Visual Arts
o Nontraditional Arts
• All five submissions cannot be from a single category.
• 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.
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APPLICANT INFORMATION
FY 2024-25 GRANT CYCLE SCHEDULE
Feb. 12, 2024 Applications Open
Feb. 22, 2024 Applicant Workshop #1 @ Dove Library, Gowland Meeting Room, 5 – 7 p.m.
Feb. 24, 2024 Applicant Workshop #2 @ Cole Library, Community Room, 10:30 a.m. - 12 p.m.
Feb. 26, 2024 Applicant Workshop #3 via Zoom Webinar, 6 - 7:30 p.m.
March 18, 2024 Application Deadline: applications must be submitted electronically by 11:59 p.m.
March 25 - April 15,
2024
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists,
arts professionals, and educators
May 2, 2024 Funding plan presented to Arts Commission for review and approval
May 13 - June 28, 2024 Begin notifications/DocuSign agreements process. Deadline for executed DocuSign agreements is July 17, 2024. First award payments disbursed beginning Aug. 16, 2024.
Sept. 3, 2024 Project/activity period opens.
Sept. 3, 2025 Project/activity period closes.
Oct. 3, 2025 All FY 2024-25 Final Reports are due. Grantees complete a Final Report within 30 days of the program
end date or by Oct. 3, 2025, whichever comes first.
APPLICANT WORKSHOPS AND ONE-ON-ONE APPOINTMENTS
Application information and links, including online tutorials, will be available on the Community Arts Grants application portal. The
following resources will be available for applicants in the fiscal year 2024-25 cycle:
• Applicant Workshops (virtual or in-person) will include a general overview of the grant process, application and procedures.
• New applicants are required to attend at least one workshop.
• General one-on-one appointments – Applicants may 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. Applicants are required to attend at least one applicant workshop prior to the appointment. To schedule a
one-on-one appointment, please call Wendy Sabin Lasker, Community Arts Coordinator, 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. All appointments must be made by
Mar. 14, 2024. Staff is available for brief consultation by phone until the application period closes. Applicants are
encouraged to schedule an appointment as early in the process as possible.
• Please note that staff will review applications for effective and impactful delivery of information and ensure completeness
and clarity of the information supplied. Staff will not provide feedback on content, programming, or other project details.
PANEL REVIEW AND SCORING OF APPLICATIONS
Submitted applications are reviewed and scored by a virtual peer panel of local and regional artists, arts professionals, and
educators. The panelists’ scoring will inform 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 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 the respective grant category.
• Panelists may be asked to convene to discuss the application’s merits.
• Award amounts are determined via a formula that takes into consideration the total amount of available funds, the average
scores of the applicants, and an assigned percentage based on those scores.
The scoring of applications will be based on the following criteria, with a maximum score of 50 points. 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.
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• 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 promote 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.
• Organizational Capacity (10 points)
o Provide evidence of organizational strength and capacity to support the scope of the project/activity.
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 REQUIREMENTS FOR GRANTEES
Upon approval of your application:
• Legal Agreement with the City of Carlsbad: To proceed with your project, you must first enter into a legal agreement with
the City of Carlsbad. This is done using DocuSign, and the commencement of your project is contingent upon the
completion of this agreement.
• Signing Authorities: All agreements MUST be signed by two officers listed on the Statement of Information filed with the
California Secretary of State for your organization (or as listed on the most recent board roster). These officers should be
those who are authorized to enter into legally binding agreements on behalf of your organization, such as CEO, CFO, Treasurer, Secretary.
One corporate officer from each of the following groups must sign the agreement: Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.
You can verify your status with the California Secretary of State and see the officers listed on the Statement of Information at this
website: Search | California Secretary of State. Further documentation of signature authorization will be requested if the most
recent Statement of Information has not been filed.
Specific Entity Requirements:
o Fiscal Agents: The agreement must be signed by two officers from the fiscal agent’s organization, as per organization’s
Statement of Information.
o Educational Institutions: A Signature Verification Form must be completed by the school principal and a district
representative (e.g., Assistant Superintendent).
o School-Affiliated Groups (i.e., school booster groups): Follow the same signature requirements as nonprofit
organizations.
Signature of Agreement: Signing authorities must be sign in DocuSign within ten (10) business days of receipt.
IMPORTANT NOTE: Applicants who have been granted funding in previous cycles must meet all requirements from those past
agreements before they are eligible to receive a new agreement for the FY 2024-25 cycle.
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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 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 webpage 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 the grantee wishes to participate in promotion through approved city channels, they may opt-in as part of the agreement.
All participation in promotion through the city’s social media channels and other outlets, is subject to staff review, editing
and approval prior to promotion.
• Grantees are encouraged and expected to:
o Give notifications and invitations to the Cultural Arts Office staff that will be extended to the Carlsbad Arts Commission
at least two weeks in advance of program.
o Extensively promote funded events and projects with appropriate verbiage as indicated in “Public Acknowledgement”
stipulated above.
FINAL REPORTS, SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts staff may monitor grant projects during 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 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 Oct. 3, 2025, whichever comes first, to receive the final award payment.
Excessively late submission of a final report may result in action taken per contract.
ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Wendy Sabin Lasker, the Community Arts
Coordinator, at wendy.sabinlasker@carlsbadca.gov or by phone at 442-339-5982.
POLICIES
• 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.
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• 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 the 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 significantly altered or shifted from
stated goals in the original approved application and/or revised project form. Canceled funds must be returned to the Cultural Arts Office within thirty (30) days of written 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.
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
Carlsbad Arts Commission meetings are public and held the first Thursday of every other month throughout the year starting with
Feb. 1, 2024. A meeting will be held on Thursday, May 2, 2024, to approve the FY 2024-25 Community Arts Grants Funding Plan.
For more information about the duties of the Carlsbad Arts Commission and its meetings, visit the Arts Commission webpage.
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 the Community Arts Grants webpage.
• Organization Information: An updated Statement of Information and approved signatories must be submitted for
applications to be accepted.
• Project Information and Narrative
• Project Support Information
• Budget: A budget form and budget sample can be found at the Community Arts Grants webpage.
• Signatory Information
APPENDIX 1: COMMUNITY ARTS GRANTS FAQ’S
Are there any organizations that are ineligible to receive Community Arts Grant funding?
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?
No. 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 Arts Organization category?
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 using sustainable or recycled materials
What arts organizations qualify to apply in the Emerging Arts Organization category?
• Arts Organization must be based in Carlsbad, CA.
• Must have a nonprofit 501(c)(3) status of three (3) years or less:
• If 501(c)(3) status has not yet been attained, please provide proof of acting in alignment with the IRS definition of a
nonprofit; 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 nonprofit status.
• Additionally, emerging arts organizations aspiring to a nonprofit status must apply through a fiscal agent.
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Is attendance required for the workshops and information sessions?
Workshop attendance is required all for new applicants and those applying in the Emerging Arts Organization category. Workshop
attendance by returning awardees is highly recommended as an opportunity for staff to guide and assist applicants in the
FY 2024-25 Community Arts Grants application process.
How are final awards decided?
All award amount decisions consider the total amount of funding available, scores from panelists, and the request from the applying
entity. After panelists score, Cultural Arts staff 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) grants?
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 amongst the list below; all five (5) submissions cannot be from a single
medium.
Examples of Acceptable Mediums:
• Performing Arts, including Dance and Music and Theatre
• Visual Arts, including Graphic arts, Ceramics, Film, Photography
• Nontraditional Arts: including Performance Art, Spoken Word/Poetry, Culinary Arts.
APPENDIX 2: INELIGIBLE ORGANIZATIONS AND ACTIVITIES
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 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.
• 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 nonprofit 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:
• 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.
• Project or 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.
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