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Minutes_Arts and Cultural Affairs Advisory Commission 9 24 19 Copyrighted October 21 , 2019 City of Dubuque Consent Items # 1. ITEM TITLE: Minutes and Reports Submitted SUM MARY: Arts and Cultural Affairs Advisory Commission of 9/27;Arts and Cultural Affairs Master Plan Task Force of 9/24; City Council Proceedings of 10/7; Community Development Advisory Commission of 9/18; Library Board of Trustees of 8/22; Zoning Advisory Commission of 10/2; Zoning Board of Adjustment of 9/26 SUGGESTED DISPOSITION: Suggested Disposition: Receive and File ATTACHMENTS: Description Type Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation of 9/27/19 Arts and Cultural Affairs Master Plan Task Force of Supporting Documentation 9/24/19 City Council Proceedings of 10/7/19 Supporting Documentation Community DevelopmentAdvisory Commission Supporting Documentation Minutes of 9/18/19 Library Board of Trustees Minutes of 8/22/19 Supporting Documentation Zoning Advisory Commission Minutes of 10/2/19 Supporting Documentation Zoning Board of Adjustment Minutes of 9/26/19 Supporting Documentation Dubuque THE CTTY OF � All#�erio City DUB E ,i,���-, 200]�2012�2013 Masterpiece on the Mississippi zov.zoi9 ARTS AND CULTURAL AFFAIRS COMMISSION MINUTES DATE: Tuesday, September 24, 2019 TIME: 3:31 p.m. LOCATION: Five Flags Center, Orpheum Room — 405 Main St, Dubuque, IA Regular Meeting Commissioners Present: Ali Levasseur, Nicholas Halder, Susan Riedel, Ryan Decker, Gina Siegert, Tyler Daugherty Commissioners Excused: Paula Neuhaus Staff Present: Jennifer Petersen-Brant, Arts & Cultural Affairs Coordinator for City of Dubuque Public Present: lan Hatch, Assistant Economic Development Director for City of Dubuque The meeting was called to order by Ali Levasseur at 3:31 p.m. following staff assurance of compliance with lowa Open Meeting Law. Motion to accept minutes: Motion to accept minutes of August 27 with corrections by Tyler Daughtery, seconded by Sue Riedel. New Business Staff Petersen-Brant provided update on Master Plan Working Groups progress including written minutes and/or reports submitted from each. Going forward, a similar written report will be provided to the Commission the Friday prior to the monthly Commission meeting. Petersen-Brant noted that the written update will also be available to the Task Force at upcoming meeting on Thurs, Sept 26. Recommendation of use of remaining Special Project grant funds: Petersen-Brant informed the commission that any consideration and discussion of a recommendation coming from the Commission must be posted and held as an open meeting. It was advised by Reidel that a favorable recommendation to the City Manager should include a working plan for any suggested event. Discussion of suggestions followed by Commissioners. Motion by Commissioner Levasseur to recommend to City Manager that funds remaining in FY20 Special Projects grants be redirected to pay the stipend, travel, and lodging (amount not to exceed $3000) for the speaker from Springboard for the Arts for November 2019 Arts and Business Luncheon / Business Academy of the Arts. Commissioner Daugherty seconded the motion. Motion passes. Motion by Commissioner Decker for other remaining funds in FY20 Special Projects grants be used for 1) Springboard for the Arts to return to offer a supplemental professional development / grant writing workshop in conjunction with the release of City Arts Grants applications in February 2020 and 2) marketing of the February workshop and of the November 2019 Art and Business Luncheon/Business Academy of the Arts. Motion seconded by Commissioner Daugherty. Motion passes. Arts and Business Luncheon Status report: Petersen-Brant reported that the date for these activities is Tues, Nov 19, 2019. Carl Swanson from Springboard for the Arts to give keynote along with moderating panel of local success stories. Commission Levasseur noted that next meeting of the planning committee needs to be scheduled to finalize details including possible partnership with Dubuque Chamber of Commerce, and any other sponsors. Petersen-Brant reported that Sean Murphy of Gigantic Design will be sharing his graphics for this year's event for use by Public Information Office. Winter Arts Status Report: Petersen-Brant reported that she met with David Schmitz and Kay Schroeder of Dubuque Museum of Art (DUMA) to discuss. Event set for week of February 3, with public events on Friday, February 7 and Saturday, February 8. Petersen- Brant recommended that Arts and Cultural Affairs Office continue partnership with DUMA on this event with DUMA to plan / host and City to continue to maintain event licensing with Wintertun Inc. and support with promotions through City communications networks. Discussion followed with Commissioners in general agreement that Winter Arts complements the City's Arts and Culture Goals. Staff encouraged to move forward after assurances that budget and schedule allow. Proclamation for Arts and Humanities Month: Petersen-Brant encouraged Commissioners to attend City Council meeting for reading of proclamation on Mon, Oct 7th at 5:50. Petersen-Brant will secure arts grantee to do brief pertormance. State of the Arts Report to City Council: Petersen-Brant reported that presentation is scheduled for Tuesday, November 12 to the working session of City Council at City Council Chambers; tentative time 6 PM, will be confirmed by City Manager. She will be working with Branding and Communications group to create. Upcoming Even News from Commissioners: Sandy Toes and Salty Kisses up next at Bell Tower Theater, opens October 11 . The Revolutionists presented by Fly By Night Productions at Five Flags, final pertormances Sept 27 and 28. Murder on the Orient Express to open at the Grand Opera House, opens October 4. Silent Sky opens October 31 at Loras. Motion to adjourn made by Commissioner Riedel, seconded by Commissioner Decker. Meeting to adjourn made at 4:45 Next meeting: Tuesday October 29th at 3:30 PM at Five Flags RespectFully submitted: Jenni Petersen-Brant Arts and Cultural Affairs Coordinator These minutes were passed and approved on , 2019. Witnessed By: (signature) (printed) Its: (officer position) Arts & Cultural Affairs Master Plan Task Force Working Group Updates As of 9/24/19 to share with Arts and Cultural Affairs Commission Accessibility, Engagement, and Inclusion SHORT TERM GOALS(1-3 YEARS): • Gather more input from "missing voices" in Dubuque's Arts & Culture community to inform the prioritization of Accessibility& Inclusion implementation actions. • Prioritize the actions from the Implementation Plan and make specific recommendations to council. • Provide professional development opportunities for leaders & volunteers with Arts & Culture organizations about best-practices in diversity, equity, and inclusion. • Consult with other working groups if they have issues with accessibility& inclusion that affect their implementation goals. ACTION STEPS: • Schedule two or three more focus groups with under-represented voices to inform the prioritization of implementation recommendations to council. • Complete our prioritization matrix which takes each of the implementation plan recommendations and identifies: barriers that could be removed to make programs more accessible & inclusive; incentives the city could provide to increase access; infrastructure the city could create or adapt to improve access; and how the city could use its power as a convener/facilitator to bring partners to the table. • Continue our monthly professional development sessions that bring new ideas &tools about diversity, equity, and inclusion to Arts & Culture leaders and volunteers. • Schedule some intentional discussions with the leaders of other working groups about how issues of accessibility & inclusion will impact the implementation of their priorities around public art, creative economy, etc. SIGN IFICANT ACCOMPLISHMENTS: • We have held four diversity-equity-inclusion training sessions for our working group members and other leaders &volunteers from Dubuque's arts & culture community. • We formed a subcommittee to review each of the implementation plan's recommendations and have met multiple times to create a matrix that outlines specific ways the city could support accessibility& inclusion in arts & culture activities.These will be prioritized for action after we get more feedback from under-represented or "missing" voices in the community. • We helped organize a community discussion at Fountain of Youth to get current arts & culture leaders to hear the hopes, concerns, and ideas of residents who may not feel included in current arts & culture programs. • We created a "toolkiY' to provide inspiration for organizations that want to use the arts to bridge cultural divides that preventfull resident participation in programs like housing, transportation, health care, entrepreneurship, etc. Arts & Cultural Affairs Master Plan Task Force LONG TERM GENERAL GOALS • Support and increase the awareness of Arts and Culture as an industry and economic driver in Dubuque • Create synergy amongst for-profit/ non-profit arts sector and businesses sectors, and in relation to the implementation of the Arts and Culture Master Plan • Reach residents and visitors on a human level through arts & cultural experiences by 1) connecting them with opportunities to engage and 2) sharing how arts & culture are impacting the lives of Dubuquers. SHORT TERM GOALS(1-3 YEARS),ACTION STEPS AND SIGNIFICANT ACCOMPLISHMENTS • Investigate and create communication platform between Task Force/Working Groups/Arts Commission/Arts & Cultural Affairs Coordinator to collaborate and connect on Meeting Agendas and Notes, Meeting and Event Calendar, Master Plan Documents, Idea Forum (to allow each group to share what theyfound helpful that could benefit other groups), Q&A Section (to allow members to ask questions or request support). Google Drive platform was formed, but may not be workable with City staff. City IS exploring options for moving forward; naming conventions and folder structure guidelines developed. • Create comprehensive Arts&Cultural Events/Qpportunities Calendarfor public submission and accessible resource as clearing house of all Dubuque Arts & Culture events. For short term solution, Travel Dubuque event section is being relied on. Long term solution to be determine. • Conduct marketing study of community to evaluate of definition of Arts&Culture in collaboration with Loras College. Loras College marketing class is currently developing survey and implementation strategies with input from Branding and Communication Working Group volunteers. Implementation to include in-person surveys with underserved populations at high traffic non-arts events. Incorporate findings into reports to Commission and thus to Council. • Continue to clarify relationship ofTask Force and City Council as it relates to the independence of the Task Force and associated Working Groups to operate. • Continued support of Arts&Cultural Affairs Coordinator to develop annual presentation to City Council on year-to-date progress and vision. • Work of Branding and Communication to continue to reflect the needs and goals of other Working Groups and Task Force. Arts & Cultural Affairs Master Plan Task Force MINUTES FROM AUGUST 13, 2019 MEETING Present: Laura Carstens, Stormy Mochal,Tabitha Link, Danielle Stowell,Jenni Petersen-Brant. Reviewed Minutes of July 9, 2019 meeting. Introductions were made.The group welcomed Jenni Petersen-Brant,the City's new Arts &Cultural Affairs Coordinator. Directory/Resources Committee:Tabitha reported on the progress she and Stormy have made on the Creative Economy Directory, and her use ofthe Google docs shared folderforthe Arts & Culture Task Force.Stormy and Tabitha described how they were creating the Creative Economy Directory and their plans to test the member listings. Discussion followed on how to coordinate the Creative Economy Directory with the City website and the arts & culture community. No reports from other committees. Overview: Stormy provided an overview of the working group, task force and master plan process.Jenni described her experience with other communities with communication and coordination with arts &culture individuals, groups, and organizations in a variety of settings. Jenni requested names and email addressesforthe working group; Stormyto provide.Jenni requested the PowerPoint presentation shown at the first meetings of the working group; Laura to provide. Arts & Cultural Affairs Master Plan Task Force NOTES FROM INITIAL WORKING GROUP EFFORTS • DEFINED PURPOSE: The Arts & Culture Capacity& Investment Working Group is focused on helping the community understand 1)whywe should invest in arts & culture, and 2)what are the best ways to invest in arts & culture. • IDENTIFIED WORKING GROUP MEMBERS: Sharon Covey, Geri Shafer, Jordan DeGree, Ed Raber, Steve Felsted, Andrew Mozena (POSSIBLE ADDITIONAL MEMBERS: Becky or Poppe Conlon,Jeff Goldsmith) ■ DEFINING SCOPE o Investment =The distribution of resources, especially funding, to support the creation, presentation, and enjoyment of artistic & cultural activities in our community. o Capacity =The availability of resources necessary to create, present, and enjoy artistic & cultural activities in our community. o What is Arts & Culture? =This definition will be based on investor discussion group ideas ■ OVERALL ACTION PLAN 1. Identify & invite possible workgroup members - Completed 2. Identify & connect with community partners - Completed 3. Create a list of discussion prompts- Completed 4. Host investor discussion groups - IN PROGRESS 5. Compile responses into a report & recommendations 6. Share report & recommendations with taskforce • TIMELINE o Now-August= Capacity and Investment Working Group Meetings o March-May= Hold investor discussion groups o June-August=Compile responses into report and recommendations o September=Share report and recommendations with Task Force • IDENTIFIED POSSIBLE COMMUNITY PARTNERS o Community Foundation of Greater Dubuque o City of Dubuque Office of Arts & Cultural Affairs -Jill Connors o City of Dubuque Arts & Cultural Affairs Commission • DEVELOPED WORK PLAN AND DISCUSSION PROMPTS FOR INVESTOR CONVERSATIONS including: o Why do/don'tyou invest in arts & culture in our community? o Do you feel your investment delivers value? How do you define value? o How do you make decisions on what to contribute toward/what not to contribute toward? o Are you drawn toward longer-term, tested program models, or new & untested program models? Arts & Cultural Affairs Master Plan Task Force o Where do you see arts & culture capacity (or gaps) in the Dubuque community? ✓ Collaboration/duplication—Programming- Organizationalleadership- Understanding/awareness- Community support o How does diversity, equity, and inclusion in the arts impactyour decision to invest? Public Art Infrastructure MINUTES FROM JULY 11, 2019 MEEfING Attendees: Mary Armstrong, Louise Kames, Fran Henkels, John Anderson-Bricker Topics for Discussion: Funding Funding and underwritingwill be substantial for the complex and extremelytime-consuming endeavor of a community engaged public art program. The intensive public engagementwith community members will require more support staff within the city. Whether this is accomplished by more involvement from other city departments or the addition of city staff will need to be determined. There are multiple models to consider depending on the type of public art expected. Will the art be executed by professional artists responding to the parameters of the community? Or does a neighborhood want untrained participants to execute the artwork under the direction of a professional artist-collaborator employed by the city? Other funding sources to consider are partnerships with businesses and institutions, grants and percent for art programs. 1. Staffing infrastructure—considering the various facets of management and execution of a public art program,what are the most significant staffing responsibilities attributed to the city? Is it reasonable to expect all the tasks to be accomplished by one individual, the Citys Arts and Culture Coordinator? Initially it is thought that the Arts and Culture Commission will provide program support. However, members thought that it may be beneficial for the Arts and Culture Coordinator to meet with the working groups in their entireties together. The working groups and the Arts and Culture Coordinator need to discuss the programs and infrastructure that is being considered to determine what the staffing and budgetary requirements are for everything that is being generated. David Schmitz as our Arts and Culture Commission representative, if desired, can initiate this meeting. 2. For existing public buildings and public spaces, (where percent for art does not apply),what kinds of funding opportunities should the city pursue? The city needs to create a fund or consult with existing foundations in Dubuque to establish a fund to support public art. Possibilities to pursue include approaching the Community Foundation of Greater Dubuque to earmark a fund for public art; consult with familyfoundations such as the Wahlert Foundation or the Klauer Foundation Trust to establish a fund for public art; and consider local business such as Premier Bank and Dubuque Bank and Trust to establish a fund or for underwriting specific projects with sponsorship naming opportunities. Additionally, matching grants from the lowa Arts Council can supplement the budgets for individual projects. Also discussed options not under the city's governance such as the Dubuque Public School System and Silos and Smokes Stacks Scenic Byways a federal National Park Service entity. Arts & Cultural Affairs Master Plan Task Force 3. Percentforart? a. Is the percent enough to take on ambitious projects? @1�0(1 M =10 K), (20 M =200 K) Anticipating that City Council members maywant to negotiate the amount to commit to funding public art, the Arts and Culture Commission should ask for 2%for art on City construction projects. This would allowfor a downward commitment. Members of the working group asked what the critical view of percent per art derive from. Percent for art would increase the total budget of a construction project bywhatever the percent for art is. Another question involves the requirement of percent for art funding allocated to each project. Does the entirety of the fund for each project have to be spent on that project? Could 3/go to the specific project and a%go to building a general fund for larger public art projects in the future or underFunded subsequent projects? A range of public art project costs are highlighted on Appendix A. Note that these examples include one page of regional artists from the City of Dubuque's Art on the River exhibitions and one page of national and international caliber artists. The cost figures only include the price of the finished art. They do not include proposal stipends, consulting, transportation, installation or integrative site design for each work (landscaping, hardscaping and utilities). b. How would this funding source impact the prioritization of sites for public art—does it really benefit the larger community or does is loek art collecting into the city's current development plans? Clearly percent for art limits contributions to City construction projects. Therefor other funds for public art are necessary to maintain a fair and equitable distribution of public art throughout the metropolitan area. Refer to discussion under topic 2 above. c. Is there enough interest at the City Council level? At this time members believe there are three City Council members that would be supportive of percent for art. As City Council seats are reallocated this will need to be reevaluated.