Arts and Cultural Affairs Advisory Commission Special Projects/Operating Grants Copyrighted
June 18, 2018
City of Dubuque Consent Items # 21.
ITEM TITLE: Arts and Cultural Affairs Advisory Commission Grant
Recommendations for Special Projects and Operating
Support
SUMMARY: Arts and Cultural Affairs Advisory Commission
recommending approval of six Special Projects and 18
Operating Support Grant requests.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Commission Letter Staff Memo
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
Date:June 13,2018
The Honorable Mayor and City Council
City of Dubuque
50 W.13�Street
Dubuque,IA 52001
Re: Arts and Culture Funding Progam for Operating Suppart and Special Projects
FY 2017 Funding Requests and Couiuiission Recommendations
Dear Mayor and City Council Members:
Intmduction
The Arts and Cultural Affairs Advisory Comnussion has reviewed Operating Suppart funding requests
from eighteen(18)mainstay Dubuque arts and culture organizations with total operating budgets of
$$11,582,688. Of that amount, the couiuiission stated in the grant guidelines that it would offer FY 19
applicants a budget a cap of$3Q000 or 6% of the request through the Operating Suppart Grant. The
comnussion has also reviewed the funding requests from 6 organizations vying far the competitive
Special Projects grant funding stream that total$39500. This memo conveys the Arts and Cultural Affairs
Advisory Comnussiori s funding recommendations and requests that the Council approve the
recommendations and associated funding schemes.
Background
In March 2005,the City Council approved a$20Q000 budget decision package providing resources far the
Arts and Cultural Affairs Advisory Comnussion to make recommendations to City Council far the best
investment in the community for arts and culture.
In May 2005,the City Council approved the Couiuiissiori s recommendation to establish an Arts and
Culture Funding Program for Operating Support. The Couiuiission recommended that operating suppart
be provided to established 501(c)(3)arts and culture organizations located in the City of Dubuque that
primarily serve Dubuque residents with year-round arts and culture events,programs and services,that
can demonstrate a record of programmatic and aduiinistrative stability and artistic merit. Local arts and
culture advocates worked for many years to rally the support of the community regarding the value of
arts and cultural organizations,the reasons for the City funding and how this financial investment is
improving the cultural vibrancy and livability of Dubuque. The Arts and Cultural Affairs Advisory
Couiuiission believes that city suppart is imperative to both sustain and ensure long-term viability for
existing arts and cultural organizations as well as to create a model and a welcoming environment for
new organizations. During the FY 2013 budget process,the Arts Commission recommended that the
Operating Support pro�am be increased by 10%,to$220,000 but was�anted a 5% ($10,000)increase.
Past funding has been awarded to:
• 12 organizations for FY 2006 totaling$20Q000
• 9 organizations for FY 2007 totaling$20Q000
• 11 organizations in FY 2008 totaling$20Q000
• 12 organizations for FY 2009 totaling$20Q000
• 11 organizations in FY 2010 totaling$20Q000
• 13 organizations in FY 20ll totaling$20Q000
50 W. 13th Screer, Dubuque, lowa 52001 � www.cityofdubuque.org/artsandculrure
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
• 14 organizations in FY 2012 totaling$20Q000
• 10 organizations in FY 2013 totaling$21Q000
• 16 organizations in FY 2014 totaling$21Q000
• 16 organizations in FY 2015 totaling$21Q000
• 16 organizations in FY 2016 totaling$21Q000
• 13 organizations in FY 2017 totaling$21Q000
• 16 organizations in FY 2018 totaling$21Q000
Both funding streams,Operating Suppart and Special Projects,for FY 19 were announced and arts and
culture organizations were notified of opening of the applications oxiline via,media releases,CivicSend
notifications,social media posts and posts on the Cit�s website. Staff also conducted two grant
workshops per grant for potential applicants from noon-1:30 pm and 5:30pm-7:00 pm to ensure that
the workshops were accessible for all organizations thinlcing of applying. In addition to the best practice
updates from the Iowa Department of Cultural Affairs,staff informed the applicants of the city's renewed
comnutment to diversity,equity and inclusion(DEI)and included as much current information on city
expectations regarding this topic Staff was also available to provide assistance to applicant organizations
on an individual basis throughout the application period.
Total funding available in the F1'2019 budget is$21Q000. Budget constraints have limited the
Couiuiissiori s ability to fully fund the eligible organizations at the stated 6% or$3Q000 cap. Over the
history of this funding program,the Comnussion has never been able to fully fund all eligble
organizations. The program guidelines state"It is unlikely that qualified organizations will be funded at
this level. Funding levels over the past few years have ranged from 2-6% and depending upon the
number of eligible applicants,caps have fallen in an attempt to fund all applicants. In recent years,
resources have been severely strained and there has been an increased challenge due to the number of
eligible applicants. This year the couiuiission and staff,with the help our financial juror and Finance
Director Jean Natchman formulated a descending cap,per tier dropping the dollar amount cap by 10%
and percentage cap by .5%increments (see Figure 2 and figure 3)in order to be able to distribute the limited
resources as fairly as possible while still funding all eligible applicants.
Discussion
Last year,in accordance with the Arts and Cultural Master Plan(Priority B-section b-part ri) `Establish
and follow guidelines and procedures in accordance with best practice, eliminating potential for conflicts of
interest", the comnussion updated their�anting processes adopting the�anting model of the Iowa Arts
Council. These recommendations were adopted in October 2016 and included the assembly of an
independent,unaffiliated jury to review and score applications. Each jury consisted of 3 professionals
from the arts,nonprofit,or equity field.
Last year after feedback from some granting organizations,we adopted a new financial form modeled on
the Dubuque Racing Association(DRA)financial form. Our financial juror created the form and the
couiuiission unanimously approved its use. Each gant went through a rigorous financial review by the
city's finance director. All members of the jury were appraised of the process and provided with granting
materials by staff as requested by the comnussion.Staff was also present at the time of adjudication to
ensure that guidelines were followed and equitably applied and to provide feedback to the organizations
under discussion. The jury was not appraised of the financial implications of their scores or ranlcing to
ensure an objective result.
50 W. 13th Screer, Dubuque, lowa 52001 � www.cityofdubuque.org/artsandculture
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
The Couiuiission also updated the scoring in keeping with the recommendations of the Iowa Arts
Council. It utilizes a 1, 2 or 3-point value system(or 1,3,5-point value system for more weighted
questions)associated with a rubric for a clear yet rigorous�ading directive. (see Figure 1)Applicants are
awarded points far the various rating criteria to determine the ranking of the funding requests.Selection
criteria for the Operating Support program are:
Figure 1
O eratin Su oit ratin criteria Points S ecial Pro'ects ratin criteria Points
Dubuque arts and culture organizations whose 3 Project description: How well the 3
miGsion is primarily arts and culture and the project is explained.
degree to which their programs and services
support that mission and the city's cultural arts
oals
Organizatiori s demonstrated management 3 Uniqueness: How is the project 5
abilities(financial position ar condition,fiscal interesting and different from the
responsibility,and management) ongoing, traditional programing of
the or anizations involved.
Organizatiori s demonstrated artistic or 3 Diversity,Equity and Inclusion: 3
cultural excellence and leadership How does the project demonstrate
inclusiveness in the planning and
marketin ?
Impact of the organization on the Dubuque 3 Diversity,Equity and Inclusion: 3
community How does the project demonstrate
inclusiveness in the execution
Planning and timeline 3 Partnership: How has your 3
organization made meaningful and
unique partnerships
Workshop attendance 1 Artistic merit: How does your 3
prajecYs concepts,leaders,artists,
and collaborators demonstrate
uali and best ractices.
Evaluation: How the project will be 3
evaluated?
Budget and Timeline: The likelihood 5
the praject will be successful based
on careful event and financial
lannin
Workshop: Attending one of the 1
available workshops provided
Total points possible 16 29
The Comnussion then unanimously recommends the following to the City Council:
50 W. 13th Screer, Dubuque, lowa 52001 � www.cityofdubuque.org/artsandculture
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
Operating Suppart grants were scored and ranked.Staff created options that follow the couiuiission
recommendation of 6% or$3Q000 cap. In descending order of rank the organizations are funded at
different levels. Couiuiission blindly reviewed 5 possible funding formulas settling on Option 5 as it most
fairly distributed the funds based on total scores and maxintized the budget to its fullest. (See Figure 3)
Figure 1
Tier 1=5.5% or cap$30,000
Tier 2=5.0% or cap$27,000
Tier 3=4.5% or cap$24,300
Tier 4=4.0% or cap$21,870
Tier 5=3.5% or cap$19,683
Tier 6=3.0% or cap$17,715
Operating Suppart recommended funding levels in ranked order are:
Figure 3
FY 19 Operating Support % Opel'ating Option 5
Grant worksheet SCOf@ EXpenses decreasing °� (1/2) and Cap (10°�) by Tiers
Revised °� of
°� CAP Award Reduction Award total
Dubuque Museum of Art ggo� $521,622 5.5°� $30,000 $28,689 $(3,659) $25,030 11.9°�
Bell Tower Productions
98°� 328,577 5.5°� 30,000 18,072 (2,305) 15,767 7.5°�
Julien Dubuque InYI Film
Festival g6°� 304,546 5.5°� 30,000 16,750 (2,136) 14,614 7.0°�
Dubuque County Historical
Society g3°� 5,468,897 5.0°� 27,000 27,000 (3,443) 23,557 11.2°�
Northeast lowa School of Music
93°� 268,925 5.0°� 27,000 13,446 (1,715) 11,731 5.6°�
The Grand Opera House
93°� 638,424 5.0°� 27,000 27,000 (3,443) 23,557 11.2°�
Creative Adventure Lab
91°� 504,589 4.5°� 24,300 22,707 (2,896) 19,811 9.4°�
Dubuque Symphony Orchestra
91°� 930,730 4.5°� 24,300 24,300 (3,099) 21,201 10.1°�
50 W. 13th Strcer, Dubuque, Iowa 52001 � www.cityofdubuque.org/artsandculrure
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
Heritage Works, Inc
91°� 213,833 4.5°� 24,300 9,622 (1,22� 8,395 4.0°�
Dubuque Arts Council
89°� 84,139 4.0°� 21,870 3,366 (429) 2,936 1.4°�
Dubuque Arboretum
Association, INC (Dubuque
Arboretum & Botanical Gardens 87°� 334,900 4.0°� 21,870 13,396 (1,708) 11,688 5.6°�
Dubuque County Fine Arts
Society 87°� 138,943 4.0°� 21,870 5,558 (709) 4,849 2.3°�
Colts Youth Organization
84°� 1,163,957 3.5°� 19,683 19,683 (2,510) 17,173 8.2°�
Fly by Night Productions, Inc
84°� 14,834 3.5°� 19,683 519 (66) 453 0.2°�
Rising Star Theater Company
84°� 94,432 3.5°� 19,683 3,305 (421) 2,884 1.4°�
Downtown Dubuque Cultural
Corridor(DDCC) 82°� 166,454 3.0°� 17,715 4,994 (637) 4,357 2.1°�
Dubuque Chapter A010 of the
Barbershop Harmony Society g0°� 13,558 3.0°� 17,715 407 (52) 355 0.2°�
Dubuque Chorale Inc.
78°� 62,751 3.0°� 17,715 1,883 (240) 1,642 0.8°�
$11,582,688 240 696 210 000
The Special Projects grants are fully funded in descending order of rank till the budget of$35,000 is
exhausted (see Figure 4). Special Projects funding recommendation in order of rank are:
Figure 4
FY 19 Special Projects
Grant
Average
Organization score Project name Amt awarded
Dubuque Area Arts Collective 28.6 Art Collaboration Project 1 $5,000
Multicultural Art History Program
Multicultural Family Center (MFC) 27.6 (MAHP) $5,000
50 W. 13th Streer, Dubuque, lowa 52001 � www.cityofdubuque.org/artsandculture
THECITYOF City of Dubuque
DUB E Arts & Cultural Affairs Commission
Masterpiece on the Mississippi
Dubuque Symphony Orchestra 25.3 Music as a Universal Language $4,500
The Grand Opera House 25 All Female Version of Musical 1776 $8,000
Central Avenue Corridor Mural
Voices Productions 19.6 Initiative $8,000
Downtown Dubuque Cultural
Corridor (DDCC) 19.3 Build A Better Block (BABB) $4,500
Total $35,000.00
Recommen dation/Action
The Arts and Cultural Affairs Coordinator and the Arts and Cultural Affairs Advisory Comnussion
recommends that the City Council accepts the recommendations far the Special Projects and Operating
Support for FY2019. Our funded arts organizations often convey to us the critical positive impact this
funding has on their organizations and their ability to provide quality cultural opportunities to the
citizens of Dubuque. As such,we would like to reiterate the need for expanded funding to offer more
siglificant suppart to these organizations that contribute so heavily to social and cultural vibrancy of the
city and$47 million in economic impact.
In conclusion,the Comnussion is extremely appreciative of the City Council's continued suppart of arts
and culture in Dubuque. As we move to incrementally adopt the recommendations of the Arts and
Cultural Master Plan,we will continue to look to the city council for guidance and support for the
changes to come. It is both our mission and passion to suppart the artistic and cultural development of
the City of Dubuque.
Respectfully submitted,
�
Ellen Henkels
Chair of Arts and Cultural Affairs Advisory Couiuiission
Attachment
50 W. 13th Screer, Dubuque, lowa 52001 � www.cityofdubuque.org/artsandculture
'Dubuque Arboretum & `15otardcal tt-ens
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3800 Arboretum 'Drive • rOubuque. Lk 52001-1040 • (563) 556-2100
September 20, 2018
City of Dubuque
Attn: City Council
City Hall
50 W 13th St.
Dubuque, IA 52001
Dear City Council Members,
'Fax: (563) 556-2443
e-mail: 2>abg@qvuestoffiee.net
website: bubuquearboretum.net
c.n
On behalf of the Dubuque Arboretum & Botanical Gardens I would like to thank
you for the $11,688.00 check (#469864 dated 9-12-18) as part of the Arts &
Cultural Grant for Operations. This type of support helps us with our maintenance
budget and allows us to plan for future projects, which will bring increased quality
of life to our citizens.
This has been a good year. Our free Sunday "Music in the Gardens" brought in
more people than previous years. We have enjoyed the benefits of the renovation
of the Heinemann Center. The entry is more welcoming and visitors can gather to
wait for others or for a ride without getting wet or cold. The Japanese Koi Pond
renovation has matured and looks beautiful. Last year we welcomed about 60,000
visitors from Dubuque, the Tri-State area, many states and more than a dozen
foreign countries.
We feel that we are helping make Dubuque a better place to live and work. Thank
you for helping us to accomplish our goals.
Dubuque Arboretum & Botanical Gardens kc
Come Grow With Us
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188 8
Dell
Tower Theater
City Council City of Dubuque
City Manager's Office
50 W 13th St
Dubuque, IA 52001
Dear Mayor Buol and City Councilors:
Thank you so much for your generous support of the Bell Tower Theater for FY2019.
The grant for operational support means so much to a small organization like ours. These
funds are vital to allowing the Bell Tower Theater to continue to provide programs for
the residents of Dubuque.
Our Board of Directors and staff, our hundreds of volunteers, the 20,000 people who
attend events here each year and the 500 kids involved in our youth programs all thank
you for the hard work that you do for our community and for the faith that you have
shown in our organization. We look forward to partnering with you for many years to
come.
Sincerely,
Artistic Director and Theater Manager
Dell
Tower Thealer
City Council City of Dubuque
City Manager's Office
50 W 13th St
Dubuque, IA 52001
Dear Mayor Buol and City Councilors:
Thank you so much for your generous support of the Bell Tower Theater for FY2019.
The grant for operational support means so much to a small organization like ours. These
funds are vital to allowing the Bell Tower Theater to continue to provide programs for
the residents of Dubuque.
Our Board of Directors and staff, our hundreds of volunteers, the 20,000 people who
attend events here each year and the 500 kids involved in our youth programs all thank
you for the hard work that you do for our community and for the faith that you have
shown in our organization. We look forward to partnering with you for many years to
come.
Sincerely,
iedel
Artistic Director and Theater Manager
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