2023-04-19 Item 10A Community Grant Program Application Requests FY23-24MEETING DATE: April 19, 2023
PREPARED BY: Collette Murphy, Arts
Program Administrator
DEPT. DIRECTOR: Travis M. Karlen
DEPARTMENT: Parks, Recreation and
Cultural Arts
CITY MANAGER: Pamela Antil
SUBJECT:
City of Encinitas Community Grant Program Application Requests for FY 2023-24.
RECOMMENDED ACTION:
Review and approve the evaluation panel’s recommended funding allocations and make any
desired additional allocations to the grant applicants.
ENVIRONMENTAL CONSIDERATIONS:
The action being considered by the City Council is exempt from the California Environmental
Quality Act (CEQA) because it is not a “project” under Section 15378(b)(5) of CEQA Guidelines.
The action involves an organizational or administrative activity of government that will not result
in the direct or indirect physical change in the environment.
This item is not related to the Climate Action Plan.
STRATEGIC PLAN:
The grant program leverages community resources, assists community non-profit organizations,
and benefits the following focus areas of the Strategic Plan: Evolving & Preserving Community
Character, Engagement & Education.
FISCAL CONSIDERATIONS:
The fiscal impact associated with the staff recommendation will be requested in the proposed
FY 2023-24 budget. Total proposed FY 2023-24 funding is $140,000 from the General Fund, and
$10,000 donated by the Ecke Family Foundation. The evaluation panel has made allocation
recommendations totaling $141,122 (Attachment 1). Remaining funds of $8,878 have been set
aside for allocation by the City Council.
BACKGROUND:
Since June 1998, the City Council has recognized the value of an ongoing program whereby not-
for-profit organizations have a means of requesting funding from the City to accomplish arts and
civic projects or programs. The Community Grant Program (CGP), with an annual General Fund
allocation, has provided approximately $1,845,062 in City funds to support numerous projects
and programs that have enriched the five communities of Encinitas.
2023-04-19 Item #10A Page 1 of 20
From FY 2019-20 through FY 2022-23, the Ecke Family Foundation graciously donated $10,000
annually and has donated $10,000 for FY 2023-24 to assist with funding for the grant program.
The City is grateful for this level of support.
ANALYSIS:
This agenda item allows the City Council to review the funding requests, consider the evaluation
panel’s allocation recommendations, hear public testimony, make any desired additional
allocations, and approve final funding allocations.
The Community Grant Program Policy (#C020), (Attachment 2), establishes applicant eligibility
criteria and guidelines for allocating grant funds in two categories: Arts and Civic. Applicant
organizations are required to be incorporated and to submit documentation of not-for-profit or tax-
exempt status. The proposed project or program must take place in Encinitas and provide
community-wide benefit to Encinitas residents and/or meet an identified need during FY 2023-24.
Funding shall not be provided to individuals unassociated with a nonprofit organization, City
departments, or to assist religious, fraternal, or political purposes. The maximum amount granted
is $5,000.
The grant application and instructions were made available on Wednesday, January 18, 2023, for
download from the City website. Notices were emailed to past grant recipients and to interested
parties of record. Additional notification was included in the City email newsletter and on City
social media. The deadline to apply for the grant program was Monday, February 27, 2023.
Five (5) City Commissions appointed one (1) member each to serve on the CGP Evaluation Panel,
whose task was to evaluate the applications and formulate funding recommendations for City
Council consideration. The evaluation panel was composed of the following commissioners:
• Commission for the Arts — Kathleen Lees
• Environmental Commission — Robert Switzler
• Parks and Recreation Commission — Brad Hanson
• Senior Citizen Commission — Lambert Ling
• Youth Commission — Macy Viemeister
Two weeks prior to their meeting, the evaluation panel was given copies of the CGP applications,
the Evaluation and Allocation Procedure, (Attachment 3), and a copy of the Rubric & Rating Sheet,
(Attachment 4). The evaluation panel met, via Microsoft Teams, on Tuesday, March 14, 2023.
The evaluation panel elected Kathleen Lees to serve as Chair, whose duties were to oversee the
evaluation panel meeting and to address the City Council at their meeting on April 19, 2023.
The evaluation panel met and discussed each application and confirmed eligibility before scoring
the eligible applications’ responses (50 points possible). The panelists’ scores were averaged to
determine a final point score for each application. The applications were ranked from highest to
lowest based on this score, and funding levels were recommended using the allocation rubric
developed by the panel (Attachment 5).
A total of 58 organizations submitted applications for consideration with 53 meeting the minimum
requirements. Twenty-five of the applications scored were in the arts category and 28 were in the
civic category. It is recommended that the City Council approve the panelists’ allocations and
make additional allocations to the applicants.
2023-04-19 Item #10A Page 2 of 20
ATTACHMENTS:
1.FY 2023-24 Evaluation Panel Recommendations
2.Community Grant Program Policy (#C020)
3.Evaluation and Allocation Procedure
4.Rubric & Rating Sheet
5.Evaluation Panel’s Allocation Rubric
2023-04-19 Item #10A Page 3 of 20
Applicant #OrganizationCategoryProjectEstimated Total Project CostGrant Request AmountEvaluation Panel Average Rating ScoreEvaluation Panel Recommended Funding1 Alzheimer's San Diego Civic
Support for Encinitas Residents
Impacted by Dementia $35,436 $5,000 30 $0
2
Assistance League of Rancho San Dieguito dba
Assistance League Thrift Shop Civic Operation School Bell Clothing Children $90,000 $5,000 36 $3,750
3 Bach Collegium San Diego Arts
BCSD Mainstage Concert Series 2023-
2024 $176,360 $5,000 32 $2,500
4 Boys & Girls Clubs of San Dieguito Civic
Financial Aid for Youth's Leadership
Program $5,000 $5,000 32 $2,500
5 Campana Studios Arts Gallery Art Shows at Perspectives Space $14,000 $5,000 26 $0
6
Cardiff by the Sea Chamber of Commerce dba
Cardiff 101 Mainstreet Civic Cardiff Farmers Market $18,785 $5,000 34 $2,500
7
Cardiff Educational Foundation dba Cardiff SEA
Music Boosters Arts
Ada Harris Wildcat Band - Instrumental
Music Education $5,000 $5,000 38 $5,000
8 Changing Tides Foundation Civic Women's Outreach Mentorship Program $26,000 $5,000 38 $5,000
9 Classics For Kids, Inc. dba Classics 4 Kids Arts
Equal Access to Music Education in
Encinitas Union School District $5,000 $5,000 29 $0
10
Coastal Communities Concert Band Foundation
dba Coastal Communities Concert Band
(CCCB)Arts
18 Annual Encinitas Pops Concert -
Salute to Young Musicians $26,370 $5,000 32 $2,500
11 Coastal Roots Farm Civic Organic Food Distribution Program $928,231 $5,000 31 $0
12
Colony of Olivenhain Town Council dba
Olivenhain Town Council Civic
Olivenhain Town Council Oktoberfest -
October 1, 2023 $12,000 $5,000 40 $5,000
13 Encinitas Chamber of Commerce Civic Encinitas Oktoberfest $92,000 $5,000 35 $3,750
14 Encinitas Educational Foundation Civic EEF: Special Education Parent Council $42,490 $5,000 38 $5,000
15 Encinitas Environment Day, Inc. dba Eco-Fest Civic 2024 Eco-Fest Environmental Fair $30,000 $5,000 35 $3,750
16 Encinitas Friends of the Arts Arts
Encinitas Arts & Culture Event Promotion
and Coordination $14,400 $5,000 31 $0
17 Encinitas Historical Society Arts
Replace LED light strings and add new
lights to Encinitas Heritage Tree $5,532 $4,532 33 $2,266
18 Encinitas Soccer League (ESL)Civic
ESL Financial Assistance Fund for
Economically Disadvantaged Youth $89,000 $5,000 30 $0
19 Encinitas4Equality Civic
E4E & Campana After School Art
Program $14,000 $5,000 27 $0
20 Exposure Skate Civic 12th Annual Exposure Skate Event $183,000 $5,000 38 $5,000
21
I Love a Clean San Diego County, Inc. dba I
Love a Clean San Diego Civic Zero Waste Fair $52,000 $5,000 29 $0
22
La Costa Canyon High School Foundation Music
Boosters Arts La Costa Canyon Music Program $5,000 $5,000 37 $3,750
23
Litvak Dance Arts Foundation dba
LITVAKdance Arts Dancing Outdoors III $14,500 $4,000 37 $3,000
24
Los Angelitos de Encinitas, Inc. dba Los
Angelitos. The Little Angels.Civic
Recreation and education opportunities
for low income residents $35,000 $5,000 35 $3,750
25 Mano a Mano Foundation dba Beatriz Villareal Civic
Drug and Alcohol Prevention/Education
Conference $10,000 $5,000 38 $5,000
26
Meals-on Wheels Greater San Diego, Inc. dba
Meals on Wheels San Diego County Civic
Encinitas Senior Meal Delivery &
Accompanying Services $76,483 $5,000 32 $2,500
28
Musical Theatre Foundation dba Ovation
Theatre Arts
Family-Friendly Haunted Town at San
Dieguito Heritage Museum $19,800 $5,000 36 $3,750
29 Nature Collective Civic
Family Discovery Days & Family Fun
Days $41,070 $5,000 40 $5,000
30 North County Health Project, Inc. dba TrueCare Civic
New Lobby Chairs for TrueCare
Encinitas Health Center $5,100 $5,000 28 $0
FY 2023-2024 CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
Attachment 1
2023-04-19 Item #10A Page 4 of 20
Applicant #OrganizationCategoryProjectEstimated Total Project CostGrant Request AmountEvaluation Panel Average Rating ScoreEvaluation Panel Recommended FundingFY 2023-2024 CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
31
North Shore Symphony dba North Coast
Symphony Orchestra Arts
Presentation of a Concert Series in the
City of Encinitas $22,000 $5,000 31 $0
32
Oak Crest Middle School Parent Foundation dba
Oak Crest Music Boosters Arts Instrumental Music Program $12,700 $5,000 33 $2,500
33
Paul Ecke Central Elementary School dba
Encinitas Union School District Civic
Bringing the Nautre of the Ocean to
Schools and the Community of Encinitas:
The Annual Gray Whale Migration $10,000 $5,000 32 $2,500
34 Paul Ecke Central PTA Arts Paul Ecke POP! Mural Project $10,000 $5,000 34 $2,500
35 Plastic Beach Civic
EV Van collection vehicle for community
recycling program $56,000 $5,000 26 $0
36 Playwrights Project Arts Write On!$5,660 $5,000 35 $3,750
37 Positive Action Community Theatre (PACT)Arts
Improv Theatre Workshops for
Teens/Adults with Autism $45,150 $5,000 39 $5,000
38
Quail Botanical Gardens Foundation, Inc. dba
San Diego Botanic Garden (SDBG)Civic
Access Afternoons with the Community
Resrouce Center (CRC)$7,670 $5,000 36 $3,750
39 Rancho Coastal Humane Society Civic Youth Animal Education Programs $36,878 $4,608 35 $3,456
41 San Diego Italian Film Festival (SDIFF)Arts
San Diego Italian Film Festival at
Encinitas $26,400 $5,000 33 $2,500
42
San Diego Opera Association dba San Diego
Opera Arts Student Night at the Opera $102,000 $3,500 31 $0
43
San Diego Synergy Arts Network dba Synergy
Arts Foundation Arts
Healing Arts Program w/Scripps
Encinitas Rehabilitation Department $10,000 $5,000 36 $3,750
44
San Dieguito Academy Foundation dba San
Dieguito Theater Arts Council Arts
San Dieguito High School Academy
Theater Arts Program $5,000 $5,000 36 $3,750
45
San Dieguito for Drug Free Youth dba San
Dieguito Alliance (SDA)Civic Study Buddy $7,730 $5,000 33 $2,500
47
Silver Age Yoga Community Outreach dba
Silver Age Yoga Civic
Free Silver Age Yoga for Encinitas
Seniors $22,250 $5,000 34 $2,500
48 Solana Center for Envirtonmental Innovation Civic
Climate Solutions Community Resource
Center $13,610 $5,000 36 $3,750
49 St. Andrew's Food Pantry Civic St. Andrew's Food Pantry $97,148 $5,000 37 $3,750
50 Storytellers of San Diego Arts
Effective Oral Presentation Skills for
Encinitas Students and Adults $8,050 $4,800 34 $2,400
51 Surfing Madonna Oceans Project Arts
Encinitas Artists of Excellence Exhibition -
Juried show $5,000 $5,000 35 $3,750
52
The Encinitas Leucadia HWY 101 Mainstreet
Assn dba Leucadia 101 Mainstreet Association Arts LeucadiART Walk $18,400 $5,000 40 $5,000
53 The Hutchins Consort Arts
Free Family Series at the Encinitas
public library $26,500 $5,000 33 $2,500
54 The Joy Connection Civic Enrichment Programs $5,000 $5,000 35 $3,750
55
Theatre and Arts Foundation of San Diego
County dba La Jolla Playhouse Arts
2024 Performance Outreach Program
(POP) Tour $31,019 $5,000 28 $0
56
Villa-Lobos International Chamber Music
Festival, Inc.Arts
Villa-Lobos International Chamber Music
Festival, Encinitas Residency $24,550 $5,000 33 $2,500
$274,257 $261,440
$141,122
CPG Total $150,000
Council Allocation Amount $8,878
27 Mission Edge San Diego Civic Bro-Am Beach Fest 2023 $160,000 $5,000
40 San Diego Bicycle Coalition Civic Bike Month Challenge 2024 $45,000 $5,000
46 San Dieguito Heritage Museum
Arts
Mural Representing the Historical
Contributions of Latino Farm Workers to our
region $9,500 $5,000
City
Property Therapeutic Garden Inc.Civic Natural Playground 11,300 $5,000
Late North Coast Repertory Theatre Arts Summer Shakespeare: As You Like It 12,500 $5,000
DISQUALIFIED APPLICATIONS
Attachment 1
2023-04-19 Item #10A Page 5 of 20
CITY OF ENCINITAS
ADMINISTRATIVE MANUAL
Policy Title: Community Grant Program Section: City Council
Responsible Department: City Manager Number: C020
Approved By: City Council Date Approved: 6/17/98
Date Revised: 7/06, 2/10
I.Philosophy
The City Council recognizes the value of an ongoing program whereby non profit organizations
have a means of requesting funding from the City to accomplish civic and arts projects or programs.
The City Council encourages that all such projects or programs become self-supporting.
At their meeting on April 8, 2009, the City Council approved naming the Community Grant Program
“the City of Encinitas and Mizel Family Foundation Community Grant Program in FY 09/10 and any
subsequent year in which the matching grant is provided.”
An annual funding amount for the Community Grant Program (CGP) will be determined by Council
as part of the City’s budget development and adoption process. Up to 50% of the total (CGP)
allocation may be directed to arts projects or programs, at the discretion of the City Council.
II.Method
A.Funding requests shall be classified into two basic categories:
1. Category I - Civic (i.e. social, recreation, education, health, environmental)
2. Category II - Arts (i.e. visual arts, performing arts, arts education, literary arts)
B.The criteria for all applicants to be considered for selection are:
1)Project or program provides wide community benefit and meets identified needs.
2)Organization must hold not-for-profit or tax exempt status. Submission of
documentation indicating non-profit, tax exempt status is required.
3)Organization must be legally organized and based in Encinitas or provide
activity/services that directly benefit the citizens of Encinitas. Preference will be
given to projects or programs that take place in Encinitas.
4)To be eligible for CGP funding, projects or programs with a fundraising component,
must use the funds: a) in Encinitas or b) for a purpose listed in Category I or II. This
information must be included in the application.
5)Project or program has ability or likelihood to sustain itself after initial funding.
6)Priority is given to projects or programs that have matching funds and/or in-kind
services.
7)Preference is given to projects or programs not eligible for Community
Development Block Grant funding.
Attachment 2
2023-04-19 Item #10A Page 6 of 20
8)Maximum grant amount is $5,000 per project or program based on City’s financial
ability and quality of projects under consideration.
III.Limitations
Funding shall not be provided to individuals unassociated with a non profit organization,
City departments, or to assist religious, fraternal or political purposes.
IV.Administration
A)The following general administrative guidelines shall be followed in administering the CGP:
1)Applications must be submitted on the approved City Application Form (Exhibit A).
2)An Evaluation Panel, comprised of one (1) member from the following Council
appointed commissions: Arts, Environmental, Senior, Parks and Recreation, and
Youth, will evaluate the applications and submit funding recommendations for
consideration to the City Council.
3)The method of payment for approved projects or programs will be based upon
timing of project or program expenditures.
4)Real property purchased as part of a project or program cannot be disposed of or
the use changed from the original proposal without prior City approval, or
appropriate repayment to the City (with interest if deemed applicable).
5)A Reimbursement Form and Evaluation Form shall be submitted for each project
or program to the City Manager’s Office (Exhibit B and C).
6)Failure to provide a Reimbursement Form and Evaluation Form, or competent
administration of the public funds, will reflect on future application and may result in
legal action.
7)Organizations receiving City funding are required to show proof of general liability
insurance coverage and obtain a Certificate of Insurance naming the City and
Mizel Family Foundation as additional insured’s and certificate holders by
endorsement on said policy in an amount established by the City’s Risk
Management Division.
Attachment 2
2023-04-19 Item #10A Page 7 of 20
2023/24 CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
MEETING GUIDELINES AND ALLOCATION PROCEDURE
EVALUATION PANEL
One (1) member from the City of Encinitas Arts, Environmental, Parks and Recreation, Senior
and Youth Commission will comprise the Evaluation Panel for a total of five (5) members.
PANEL PROCESS
Panelists must first read the Community Grant Program (CGP) Administrative Policy and then
become familiar with the Rubric & Rating Sheet before reviewing the individual applications.
Copy the Rubric & Rating Sheet Template to your computer. Refer to the numbers listed in red
on the “Application with Section Reference Numbers” as it corresponds to the Rubric & Rating
Sheet. Complete a separate Rating Sheet for each application. Panelists must be prepared to
discuss the strong and weak aspects of each application during the March 14 meeting. Write
down any notes or comments on the Rubric & Rating sheet in the space provided. During the
evaluation panel meeting, City staff will fill out a composite rating with all panelists’ scores for
the applications.
PANEL MEETING
At the Evaluation Panel meeting on Tuesday, March 14, 2023 at 3:30pm, panel members will
elect a chair. The chair will 1) lead the Evaluation Panel discussion and 2) attend the City
Council meeting tentatively scheduled for Wednesday, April 19, 2023 at 6:00pm. The Evaluation
Panel will review each application. After discussion, each panelist will finalize each application’s
rating sheet.
CITY COUNCIL ALLOCATION OF FUNDS
The Evaluation Panel rating results and allocation recommendations will be forwarded to the
City Council for their consideration and final determination of allocations.
QUESTIONS
Please reach out with any questions regarding the CGP evaluation directions or process at
CGP@EncinitasCA.gov.
Attachment 3
2023-04-19 Item #10A Page 8 of 20
Panelist Initials:
8 Applicant Organization:
18 Project Title:
17 Grant Category:
37 Requested Amount:
1
2
4
3
8 & 9
22
36
50
14, 51 & 52
All except
section 16
11, 19, 20,
& 23
11
19, 20 & 23
26 & 27
Panelist Comments
The application is complete. Incomplete applications will be disqualified and not considered for funding. NOTE: Do not disqualify an
application for missing initials in section 16 at the bottom of page 1.
All funded projects must occur during the grant cycle of July 1, 2023-June 14, 2024.
Submission of documentation indicating nonprofit or tax-exempt status is required. A copy of the letter from the IRS showing
organization’s nonprofit or tax-exempt status is required to be included with the CGP application as Attachment A.
The TIN/EIN on the IRS letter submitted as Attachment A should match the one provided on the application.
The name on the IRS letter submitted as Attachment A should match either the Organization name or the DBA name listed on the
application.
APPLICATION
SECTION #
Application must be submitted on the approved City Application Form for FY 2023-24
YES NOSECTION 1: Determine Application Eligibility
Check in the appropriate box next to each application requirement below to indicate if it was met (YES) or not met (NO).
Organization must hold nonprofit or tax-exempt status.
The following criteria only applies to applications with a fundraising component. If the application does not have a fundraising
component, mark NA in the box.If the grant
application’s proposed project or program has a fundraising component, funds must be used a) in Encinitas or b)
for a purpose listed in Category I or II in the Method section of the CGPP. This information must be included in the application.
• Provide activity services that directly benefit the citizens of Encinitas with the grant application’s proposed project.
The project budget, which shall pertain solely to the program or project from which funding is being requested is required to be
included with the CGP application as Attachment B.
Organizations receiving City funding are required to show proof of general liability insurance coverage and obtain a Certificate of
Insurance (COI) naming the City as an additional insured. A copy of the insurance policy and COI or a signed Statement of
Understanding of Insurance Requirements is required to be included with the CGP application as Attachment C.
The individual authorized to sign the agreement must sign the signature page. The application is not complete if it is not signed with
an authorized original or digitally authenticated signature.
APPLICATION
SECTION #
Is this application eligible?
Score
Please review and become familiar with the Community Grant Program Policy (CGPP) before starting the application evaluation process. Read through each application completely and
then complete SECTION 1. Only complete SECTION 2 for an application if it meets the eligibility requirements.
FY23-24 City of Encinitas Community Grant Program Rubric & Rating Sheet
Organizations must meet at least one of the two following criteria:
• Be legally organized and based in Encinitas.
Attachment 4
2023-04-19 Item #10A Page 9 of 20
All except
section 16
11
Organization location The organization is not legally
based in Encinitas (zip codes 92007
and 92024). It is based in another
city.
The organization is legally
based in Encinitas (zip codes
92007 and 92024).
6 & 29
How grant funds will be used Grant funds will NOT be used on a
project that directly benefits
Encinitas residents. The project
takes place outside of Encinitas.
Grant funds will be used
on a project that benefits
residents in multiple cities
including Encinitas.
Grant funds will be
used on a project that
primarily benefits
residents in Encinitas
as well as in other
cities.
Grant funds will be used on a
project that directly and
exclusively benefits Encinitas
residents.
19 & 20
Project location The project does not take place in
Encinitas. It will be conducted in
another city.
The project takes place in
multiple cities including
Encinitas.
The project takes place
primarily in Encinitas
as well as other cities.
The project takes place
exclusively in Encinitas.
23
Encinitas residents served No Encinitas residents will be
served by this project.
A minimal number of
Encinitas residents will be
served by the project.
A substantial number
of Encinitas residents
will be served by the
project.
A significantly large number of
Encinitas residents will be
served by the project.
25
Is the project free to the public No, the project is not free. A fee is
charged for participation in the
project.
Yes, the project is free. No
fee is charged to
participate.
29
Encinitas community needs No specific Encinitas community
needs are described or the needs
identified are clearly not at all
realistic or appropriate. The
response is primarily extraneous
information that does not directly
identify a community need.
Encinitas community
needs are described but
information is vague or
incomplete. Extraneous
details unrelated to
identifying the need are
included.
Encinitas community
needs are clearly
described with
specificity and detail.
Minimal extraneous
information is
included.
Encinitas community needs are
clearly described and
specifically identified with
statistical and/or anecdotal
evidence. No extraneous
information is included.
30 & 31
Existing sources meeting the
needs
Yes, an abundance of existing
sources are currently meeting the
specifically identified needs.
Existing sources have been
listed as no or unknown
and little to no research
has been listed to validate
the void.
Existing sources have
been listed as no or
unknown and some
research has been
listed to validate the
void.
No other existing sources have
been identified to meet the
needs and it's clear that
significant research has been
conducted to determine the
void.
Panelist Comments
After careful evaluation of the information in SECTION 1 above, indicate to the right if this
application is eligible for funding consideration by stating "Yes" or "No" in the box to the
right. If "Yes," move on to Section 2.
APPLICATION CATEGORYAPPLICATION
SECTION #0 1 2 3 SCORE
SECTION 2: Score Application Responses
Review the rubric below and score each response accordingly with 0 to 3 points.
Attachment 4
2023-04-19 Item #10A Page 10 of 20
Panelist CommentsAPPLICATION CATEGORYAPPLICATION
SECTION #0 1 2 3 SCORE
SECTION 2: Score Application Responses
Review the rubric below and score each response accordingly with 0 to 3 points.
32
How project will uniquely meet
needs
Little to no specific information is
listed to identify how the project
will uniquely meet the identified
needs. Information provided is
extraneous and does not directly
address how the needs are going to
be met by the project.
Project objectives,
activities, strategies,
staffing, partners, and
timelines are somewhat
identified. The project
does not demonstrate a
unique solution to meeting
the needs. Substantial
extraneous information is
provided unrelated to how
the needs are going to be
met by the project.
Project objectives,
activities, strategies,
staffing, partners, and
timelines are
identified. The project
demonstrates a
potentially unique
solution to meeting
the needs. Minimal
extraneous
information is
provided unrelated to
how the needs are
going to be met by the
project.
The project provides a high
level of service with meaningful
activities to address the
identified community needs.
Project objectives, activities,
strategies, staffing, partners,
and timelines are clearly
identified. The project clearly
demonstrates a unique solution
to meeting the needs. No
extraneous information is
provided.
33
Project impact and outcomes Project impact and outcomes are
not clearly defined. Information
about how the community will
benefit is absent or unclear.
Extraneous information
Project impact and
outcomes are vague with
little to no specificity.
Information about how the
community will benefit is
unclear, unsupported,
and/or limited.
Project impact and
outcomes are
provided. Information
about how the project
will benefit the
community is clearly
stated.
Project impact and outcomes
are well-defined and
demonstrated. Detailed
information is provided about
how the community will
benefit significantly.
34
Equity No information is provided about
how equity will be considered in
the planning or implementation of
the project. Information provided is
extraneous and does not directly
address equity aspects about the
project.
Minimal information is
provided about how equity
will be considered in the
planning or
implementation of the
project. Information
provided is primarily
extraneous and does not
directly address equity
aspects about the project.
Information is
provided about how
equity will be
considered in the
planning or
implementation of the
project. Minimal
extraneous
information is
provided that is
unrelated to equity
aspects about the
project.
Information provided clearly
demonstrates how equity will
be considered in the planning
or implementation of the
project. No extraneous
information is provided that is
unrelated to equity aspects
about the project.
35
Project sustainabilty Project does not demonstate any
meaningful plans for future
financial and/or organizational
sustainability beyond current term
in the grant application
Plans for future year
financial and/or
organizational
sustainability of the
project are listed as
assumptions or vaguely
alluded to without
supporting specificity.
A reasonable iikelihood
of future financial
and/or organizational
sustainability is
identified with
supporting specificity.
Evidence is presented that the
project can be sustained both
organizationally and financially
beyond the grant period
without additional funding
from the City of Encinitas.
Attachment 4
2023-04-19 Item #10A Page 11 of 20
Panelist CommentsAPPLICATION CATEGORYAPPLICATION
SECTION #0 1 2 3 SCORE
SECTION 2: Score Application Responses
Review the rubric below and score each response accordingly with 0 to 3 points.
21, 36, 40,
41 & 42
Budget Budget is incomplete, unrealistic,
and/or does not reflect what is
required by the project to meet the
community need stated for the
number of Encinitas residents listed
on the application. Budget is not
balanced--expenses are not equal
to revenue. If additional funding is
identified (e.g. City, CDBG), it is not
included in the budget.
Budget is not adequately
articulated or does not
clearly reflect what is
required by the project to
meet the community need
project's needs. If
additional funding is
identified (e.g. City, CDBG),
it is not included in the
budget.
Budget is adequate
and realistic. If
additional funding is
identified (e.g. City,
CDBG), it is not
included in the budget.
Budget is comprehensive and
understandable . Expenses
itemized are specifically
relevant to address the
identified community needs.
The budget is balanced with
expenses equal to revenue. If
additional funding is identified
(e.g. City, CDBG), it is clearly
included in the budget.
38 & 39
Prior CGP recipient Yes, the project has received a CGP
grant in a prior year.
No, the project has not
received a CGP grant in a prior
year.
36, 40 & 41
Other City funding Yes, this project is identified to
receive other funding from the City
of Encinitas and it represents 50%
or more of the project budget.
Yes, this project is
identified to receive other
funding from the City of
Encinitas and it represents
30% or more of the project
budget.
Yes, this project is
identified to receive
other funding from the
City of Encinitas and it
represents no more
than 30% of the
project budget.
No additional funding from the
City of Encinitas is anticipated.
42 CDBG funding yes no
36, 44 & 45
Matching funds No matching funds are identified in
the budget.
Yes, matching funds are
identified in the budget
and they represent up to
30% of the project
expenses.
Yes, matching funds
are identified in the
budget and they
represent 31-65% of
the project expenses.
Yes, matching funds are
identified in the budget and
they represent 66-100% of the
project expenses.
36, 46 & 47
In-kind goods/services No in-kind goods or services are
identified in the budget.
Yes, in-kind goods or
services are identified in
the budget and they
represent up to 30% of the
project expenses.
Yes, in-kind goods or
services are identified
in the budget and they
represent 31-65% of
the project expenses.
Yes, in-kind goods or services
are identified in the budget and
they represent 66-100% of the
project expenses.
36, 48 & 49
Volunteers No volunteers are identified in the
budget.
Yes, volunteer services are
identified in the budget
and they represent up to
30% of the project staffing
requirements.
Yes, volunteer services
are identified in the
budget and they
represent 31-65% of
the project staffing
requirements.
Yes, volunteer services are
identified in the budget and
they represent 66-100% of the
project staffing requirements.
Attachment 4
2023-04-19 Item #10A Page 12 of 20
City of Encinitas FY 2023/24 Community Grant Program Application Page 1
CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
APPLICATION FOR FISCAL YEAR 2023-2024
(Please refer to the application instructions.)
ELIGIBILITY DETERMINATION Only organizations with IRS non-profit and/or tax exempt status may apply.
What is the legal status of your organization Non-profit
Tax exempt
Tax/Employer Identification Number (TIN/EIN)
IRS Letter: Include a copy of the letter from the IRS showing organization’s non-profit or tax exempt status as Attachment A.
Must be legally organized and based in Encinitas Yes
No
Grant funds will be used to provide activity/services that
directly benefit the citizens of Encinitas.*
Yes
No
*Preference will be given to projects that take place in Encinitas.
ORGANIZATION INFORMATION
Organization Name
Doing Business As (DBA) Name
Encinitas Business Registration Number
(Required per EMC 6.60)
Street Address
City, State & Zip
Mailing Address (if different from above)
City, State & Zip
Provide Organization’s Mission Statement
Organization Executive Director/Board Chair
Individual authorized to sign the agreement and be responsible for the expenditure of funds.
Name
Title
Telephone Number Email Address
Grant Administrator Individual who will manage the grant.
Name
Title
Telephone Number Email Address
For purposes hereof, unless otherwise provided in writing by the parties hereto, the address of the
RECIPIENT and the proper person to receive any notice on the RECIPIENT’S behalf is named as the
responsible agent above. It is the RECIPIENT’S responsibility to notify the CITY of any changes. (Provide initials in the text box to acknowledge RECIPIENT'S responsibility.)
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
1.
Attachment 4
2023-04-19 Item #10A Page 13 of 20
City of Encinitas FY 2023/24 Community Grant Program Application Page 2
CATEGORY
Grant requests are classified into two
categories. Please check the one box that applies. Arts
Civic
PROJECT INFORMATION
Title of Project
Project Location Encinitas
Other
Project Address
(Street/City/Zip)
Estimated total
project cost Estimated project
date(s)
Estimated number of Encinitas residents served
Please check which age levels will be served by your
project (check all that apply).
Children (ages 0-5)
Youth (ages 6-12)
Teens (ages 13-17)
Young Adults (ages 18-25)
Adults (ages 26-55)
Older Adults (ages 55+)
Is the project free of charge? Yes Fundraising Activity?* Yes
No No
*If yes, please explain. (Projects with a fundraising component must use the grant funds in Encinitas.)
Identify the project as one the following New
Recurring
GRANT NARRATIVE: PROJECT INFORMATION
What specific Encinitas community needs are directly addressed by your Project?
Are these needs currently being met by any existing
solutions?
Yes
No
Unknown
If yes, include names of organizations, projects, programs, and funding currently available. If no, or unknown, explain
how you came to this conclusion.
17.
18.
19.
20.
21.
23.
24.
25.
27.
28.
29.
30.
31.
22.
26.
Attachment 4
2023-04-19 Item #10A Page 14 of 20
City of Encinitas FY 2023/24 Community Grant Program Application Page 3
How is your Project uniquely qualified to meet these needs?
Describe your Project’s objectives, activities, strategies, staffing, partners, and timelines.
Explain how these will enable your Project to address the specified community needs including any aspects
that are unique to your organization.
Describe the intended overall impact and outcomes of your Project.
How is equity considered in your Project?
Describe your Project’s ability or likelihood to sustain itself in future years. Specify the plans for maintaining the
project on an ongoing basis.
32.
33.
34.
35.
Attachment 4
2023-04-19 Item #10A Page 15 of 20
City of Encinitas FY 2023/24 Community Grant Program Application Page 4
PROJECT BUDGET
Include the Project budget, which shall pertain solely to the program or project for which finding is being requested, as
Attachment B
Grant Request Amount (not to exceed $5,000)
Has this Project received an Encinitas Community Grant
in a prior year?
Yes
No
If yes, please list year(s):
Do you anticipate that this project will receive any other City
funding for FY 23/24? (e.g. MOU, JUA, etc.)
Yes
No
If yes, please explain and include the dollar amount.
Is your Project eligible for Community Development Block
Grant funding
Yes
No
If no, explain why.
Does your Project have matching funds? Yes
No
If yes, what percentage is being matched?
Are in-kind goods and/or services being donated for your
Project?
Yes
No
If yes, what percentage of your Project’s total budget is
represented by in-kind donations?
Is your project supported by volunteers? Yes
No
If yes, what percentage of your Project’s total staffing
requirements is represented by volunteers?
INSURANCE REQUIREMENTS
Include the Insurance documents or a signed Statement of Understanding of Insurance Requirements as
Attachment C.
ORGANIZATION’S AGREEMENT AND ATTESTATION
I understand it is the organization’s responsibility to share any changes in contact information with the City and that
failure to do so may yield negative results including missed notifications, deadline reminders, and grant
disqualification.”
I hearby affirm, that the I have authorization to execute an agreement on behalf of the organization, and that
the information contained in this application is true and correct to the best of my knowledge, and that I am
authorized by the organization named herein to make such representations.
Print Name of Executive Director/Board Chair Print Title Executive Director/Board Chair
Signature (Original signature required) Date
36.
37.
38.
39.
40.
41.
42.
43.
44.
45.
46.
47.
48.
49.
50.
51.
52.
Attachment 4
2023-04-19 Item #10A Page 16 of 20
IRS LETTER OF DETERMINATION – SAMPLE ATTACHMENT A
Attachment 4
2023-04-19 Item #10A Page 17 of 20
*Income and Expense Totals should be equal.
CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
APPLICATION FOR FISCAL YEAR 2023-2024
ATTACHMENT B
City of Encinitas FY 2023/24 Community Grant Program Application Budget
PROGRAM BUDGET
Before beginning, please refer to the Instruction Sheet for complete details on what is required.
INCOME: List all types and its source of Income, confirmed or pending, to include but not limited to
grants, matching funds, in-kind donations of goods and services, ticket revenue, membership fees/dues,
and all other types of income. (See Instruction Sheet for additional information.)
TYPE SOURCE STATUS AMOUNT
Grant City of Encinitas Community Grant Program Pending or Secured
*INCOME TOTAL: $
ORGANIZATION NAME:
PROJECT TITLE:
EXPENSE: List all projected expenditures. If In-kind Income is claimed that item should also be
included as an expense and identified as such. (See Instruction Sheet for additional information.)
ITEM DESCRIPTION COST
*EXPENSE TOTAL: $
[Type here]
Attachment B
Attachment 4
2023-04-19 Item #10A Page 18 of 20
City of Encinitas FY 2023/24 Community Grant Program Insurance Attachment C
CITY OF ENCINITAS COMMUNITY GRANT PROGRAM
APPLICATION FOR FISCAL YEAR 2023-2024
PROVIDE INSURANCE CERTIFICATE AND ENDORSEMENT
OR COMPLETE ATTACHMENT C
UNDERSTANDING OF INSURANCE REQUIREMENTS - ATTACHMENT C
ORGANIZATION NAME:
TITLE OF GRANT PROJECT:
1)All grant recipients are required to obtain and, during the term of the grant cycle, maintain general
liability and property damage insurance from an insurance company authorized to be in business in
the State of California, in an insurable amount of not less than one million dollars ($1,000,000) for
each occurrence.
2) The grantee’s insurance company must provide a “Certificate of Insurance” naming:
CITY OF ENCINITAS as the “Certificate Holder” and as an “Additional Insured” by endorsement
on these policies and further, have the certificate and the endorsement sent to the City of Encinitas,
Attn: Parks, Recreation and Cultural Arts Department, 505 S. Vulcan Avenue, Encinitas, CA 92024.
If you have questions about this process, please call (760) 633-2740.
3) The aforementioned insurance policies shall not be canceled, terminated, or allowed to expire
without thirty days prior written notice to the CITY.
4) Any person who drives an automobile in conjunction with the funded project or program shall have
automobile liability insurance coverage on the vehicle.
5)In the event the grantee employs persons directly or indirectly, grantee shall provide worker’s
compensation insurance in not less than one million dollars and provide a certificate of insurance to
the CITY naming the CITY as additional insured as evidence of a waiver of subrogation.
I hereby understand and will comply with insurance requirements 1 through 5 of the Community
Grant Program and that I am authorized by the organization named below to make such
representations in this application.
Name of Executive Director/Board Chair:
___________________________________________
Signature (original or digitally authenticated):
Title Executive Director/Board Chair:
______________________________
Date:
______________________________
Attachment 4
2023-04-19 Item #10A Page 19 of 20
Application
Score Range
Funding
percentage
recommendation
38-40 100%
35-37 75%
32-34 50%
0-31 0%
Evaluation Panel's
Allocation Rubric
Attachment 5
2023-04-19 Item #10A Page 20 of 20