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Request to Use FY21 Arts & Culture Grant Program Balances for Creative Resiliency Funding Program Copyrighted J une 7, 2021 City of Dubuque Consent Items # 20. City Council Meeting ITEM TITLE: Requestto Use FY21 Arts & Culture Grant Program Balances for New, Non-Recurring Creative Resiliency Funding Program for Local Arts and Culture Nonprofits SUM MARY: City Manager recommending approval to utilize the remaining FY21 balances of the Arts and Culture Operating Support and Special Projects grant programs in the amount of$23,311 to offer a new, one-time "Creative Resiliency" funding opportunity for Dubuque-based arts and culture nonprofits. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type Arts & Culture Grant Program FY21 Balances-MVM City Manager Memo Memo Memo to MVM re Use of FY21 Grant Program Balances for New Non-Recurring Creative Resiliency Staff Memo Grant Program Proposed Guidelines FY22 Creative Resiliency Grant Supporting Documentation Proposed Online Application Form FY22 Creative Supporting Documentation Resiliency Grant Dubuque THE CITY OF � ui-Aseria cih DuB E , . � . , � II � Maste iece on tj2e Mississi i zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request to Use FY21 Arts & Culture Grant Program Balances for New, Non-Recurring Creative Resiliency Funding Program for Local Arts and Culture Nonprofits DATE: May 24, 2021 Arts and Cultural Affairs Coordinator Jenni Petersen-Brant recommends City Council approval to utilize the remaining FY21 balances of the Arts and Culture Operating Support and Special Projects grant programs in the amount of $23,311 to offer a new, one-time "Creative Resiliency" funding opportunity for Dubuque-based arts and culture nonprofits. The Arts and Cultural Affairs Advisory Commission voted at their April 27 regular meeting to recommend that this balance be used to provide one-time, competitive, tiered funding awards of $750-$1,500 based on organizational operating budgets to Dubuque-based arts and culture organizations to support organizational recovery and community resiliency in response to the COVID-19 pandemic and increased equity efforts. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Jenni Petersen-Brant, Arts and Cultural Affairs Coordinator Dubuque EconomicDevelopmentDepartment Office of Arts&Cultwal Affairs THE CITY OF �� 130o Main Street All-AIIC�ICi Claf Dubuque,Iowa 52001-4763 `�:'"�`"'r' � Office(563)589-4393 U� � � � ��� TTY(563)690-6678 � http://www.cityofdubuque.org 2007*2012*2fl 13 IV�asterpiece on the Mississippi 2017*2019 TO: Mike Van Milligen, City Manager FROM: Jenni Petersen-Brant, Arts & Cultural Affairs Coordinator SUBJECT: Request to Use FY21 Arts & Culture Grant Program Balances for New, Non-Recurring Creative Resiliency Funding Program for Local Arts and Culture Nonprofits DATE: May 24, 2021 INTRODUCTION This memorandum is to request the City Manager's and City Council's approval to utilize remaining FY21 balances of the Arts & Culture Operating Support and Special Projects grant programs to offer a new, one-time `Creative Resiliency' funding opportunity for Dubuque-based arts and culture nonprofits. BACKGROUND The Office of Arts and Cultural Affairs with oversight from the Arts & Cultural Affairs Advisory Commission (the Commission) has made competitive Operating Support and Special Projects grant programs available to Dubuque-based arts and culture nonprofits since 2005. The City's FY21 approved budget included $250,000 for the Operating Support program and $35,000 for the Special Projects program, totaling $285,000 funding to be paid to other agencies to cultivate diverse arts and culture experiences in in the community. FY21 funds were not able to be fully utilized within the established grant program protocols and timelines (June 30, 2020-July 31, 2021) due to delays caused by COVID- 19 budget concerns or funding percentage breakdowns dictated by scoring allocations. DISCUSSION Staff confirmed with the City's Director of Finance and Budget Jenny Larson that a balance of$23,311 remains across these 2 programs in FY21; the Commission has voted to recommend at their April 27 regular meeting that this balance be used to provide one-time, competitive, tiered funding awards of$750-$1,500 based on organizational operating budgets to Dubuque-based arts and culture organizations to support organizational recovery and community resiliency in response to the COVID-19 pandemic and increased equity efforts. The attached program guidelines and application form were developed by the Commission's Grants Subcommittee and staff, informed by the City's current Arts & Culture grant programs and best practices established by the lowa Arts Council's recent `Resiliency Grants for Non-profits' grant program. The Creative Resiliency grant program aims to offer "limited, flexible support to arts, humanities and cultural nonprofit organizations operating within Dubuque city limits to undertake activities that expand organizational capacity, increase financial stability, promote equity and inclusion, and enhance programmatic offerings in response to COVID-19 and inequity concerns exacerbated in 2020." Creative Resiliency funds must be utilized within the funding period of July 1, 2021 and June 30, 2022. The funds are not meant to provide relief from lost 2020 revenues but instead will offer funding that help organizations built back better and bolder to reengage audiences and establish new methods of connecting with and representing the community. The program outlines that grant funds may be used to support programmatic and operating expenses incurred within the eligible funding period. Funds must be used to support direct costs for activities that fulfill the mission of the grant recipient and support activities that support organizational and community resiliency as outlined in the grant submission. Grant submissions will be reviewed and scored by a 3-person panel of arts and fund development professionals working outside of the Commission or any applicant. A final report will be required of all funding recipients within 60 days of the end of the funding period, no later than August 31, 2022. Funding tiers outlined in the attached guidelines were arrived at to provide some funding to all eligible arts and culture organizations, maximizing but not exceeding $23,250 in requests. Based on previously reported operating budgets of known eligible organizations, 2 organizations will be eligible for awards up to $750, 4 eligible for $1,000, 7 eligible for $1,250, and 6 eligible for $1,500. BUDGETIMPACTS There are no new budget impacts associated with this request. The request uses but will not exceed unawarded balances of the FY21 Operating Support ($2,929) and Special Projects ($20,382) grant programs as confirmed by Jenny Larson. A carryover of these FY21 funds into the FY22 budget will be required to align with grant application, review, and fund disbursement processes and timelines. The Commission and Staff do intend for this to be a non-recurring program. RECOMMENDATIONS Staff requests the City Manager recommend to City Council the nonrecurring FY22 Creative Resiliency grant program to apply FY21 Arts & Culture grant program balances proposed and recommended by the Arts & Cultural Affairs Advisory Commission. Cc: Jill Connors, Economic Development Director Jenny Larson, Director of Finance and Budget THE CITY OF City of Dubuque, lowa DUB E ARTS & CULTURE GRANT PROGRAM CREATIVE RESILIENCY Masterpiece on the Mississippi GUIDELINES PURPOSE The City of Dubuque, through the Creative Resiliency Grant Program, offers limited, flexible support to arts, humanities and cultural nonprofit organizations operating within Dubu city limits to undertake activities that expand organizational capacity, increase financial stability, equity and inclusion, and enhance programmatic offerings in response to COVID-19 and ineq � o ns exacerbated in 2020. ELIGIBLE APPLICANTS Dubuque-based nonprofit organizations who have a primary mis ' o r e the general public with programs or activities in areas directly concerned with arts, art uca or cultural heritage. Eligible applicants must have operated as a nonprofit, tax-ex r tion 501(c)(3) of IRS code for at least two years prior to the application date. INELIGIBLE APPLICANTS • For-profit organizations or busines • Nonprofit organizations whose prima ission is f cused on religious, political, social service, or athletic activities; • Organization that uses a fiscal a r th profit or federal tax-exempt status of another organization; • Educational institutions incl ' K ools, universities, and community colleges; • An organization wi�an o ta al Report associated with previous grant awards from FY20 or prior Offic of Cul I Affairs funding opportunities. FUNDING GUID NE Grant amounts w I r d b ed on an organization's annual cash operating expenses, taken as an average of the orga tion's reported operating expenses from the 2 fiscal cycles prior to March 17, 2020. Or anizational O eratin Ex enses Maximum Grant Award $10,000 - $49,999 $750 $50 000 - $149 999 $1 000 $150,000 - $499,999 $1,250 $500,000 + $1,500 Funding levels can be impacted by the number of eligible applicants and how an application scores against the scoring rubric. ELIGIBLE USE OF FUNDS Grant funds may be used to support programmatic and operating expenses incurred within the eligible funding period. Funds must be used to support direct costs for activities that fulfill the mission of the grant recipient and support activities that support organizational and community resiliency as outlined in the grant submission. INELIGIBLE ACTIVITIES AND EXPENSES • Expenses that occur prior to or after the • International travel funding period • Capital projects, ie. construction, property • Religious, political, and sports activities renovation • Fundraising or benefit events • Regranting • Competitions, contests, or awards to honor • Lobbying activities or recognize achievement • Acquisition or purchase of artwork for • Food, beverage, or catering costs permanent ' s INELIGIBLE ACTIVITIES AND EXPENSES Applicants are required to demonstrate matching funds for the direct costs t support the proposed activities in an amount that is equal to or greater than the total grant t re sted. The required match may be in-kind, cash, or a combination of the two. Other g the City of Dubuque may not be used as matching funds. APPLICATION SUBMISSION Applications must be submitted via the online ap 'on form la er than 11:59PM on Friday, July 9, 2021. Include only the materials requested. Changes dditio I materials outside of the submission deadline will not be accepted. TIMELINE • Tuesday, June 8 -Applications a ' ble w.cit ofdubu ue.or /arts rants • Friday, June 11 from 2-3PM - I or 'o ebinar via GoToWebinar • Friday, July 9 by 11:59PM — re t� e ilience grant applications due • August— Notifications an c eased • September—Anti�ate bur nt of funds RATING CRITERI 1. Impact of tio ada ions and changes made since March 17, 2020 on organization's current financ nd programmatic situation. (3 points) 2. Proposed use o d is clearly defined and supports activities that build resilience through arts and cultural practic for the organization and in the community. (3 points) 3. Overall case for support actively advances the City of Dubuque's Arts and Culture Master Plan goals and priorities. (3 points) IMPORTANCE OF DIVERSITY, EQUITY & INCLUSION (DEI) The City of Dubuque strives to be an equitable community of choice and supports organizations that advance that goal. It is important that grantees demonstrate commitment to welcoming and serving any and all Dubuque residents, integrating DEI best practices into their operations, and presenting diverse art forms, creative voices, and cultural experiences. REVIEW OF APPLICATIONS Applications will be scored by a panel composed of professionals in the arts, culture, or nonprofit management fields. Scoring will be reviewed by the Arts and Cultural Affairs Advisory Commission to determine funding levels and provide a recommendation for approval or adjustment by the City Council. ACKNOWLEDGEMENT If awarded funding, the applicant must acknowledge the City of Dubuque's support in appropriate communications pertaining to this grant. Recognition guidelines and logos are available for download at the Citv's website. REPORTING Applicants must submit a performance report within 60 days of the end of the funding cycle no later than August 31, 2022. The applicant agrees to retain all financial records, re orting documents, and all other records pertinent to the City of Dubuque grant program for a perio calendar years beyond the contract. APPLICATION ACCESS AND QUESTIONS We are committed to making our programs and services accessible on lease contact the Office of Arts and Culture Affairs at 563.690.6059 or 'brant cit u u to request any accommodations, translation, interpretation, or other assistanc ou n completing this process. The organization submitting the application is solely re � e the content and timely submission of this grant • SCORING RUBRIC 1. 2020 O eration Ada tations and Shifts: 3 oints 3 2 1 Applicant demonstrates initiative Applicant appropriately adapted Applicant demonstrates little effort and creativity in adapting operations over the past year. to adapt operations and/or unclear operations over the past year to how operations were adapted. stabilize and continue operations and communit en a ement. 2.A ro riateness and Clarit of Fundin Usa e: 3 oints 3 2 1 Applicant clearly identifies how Applicant provides adequate Applicant does not clearly identify grant funds will be used to meet information on how the grant funds how r nt funds will be used to stated goal(s). Project budget and will be used to achieve the stated ac strategic goal(s). intended use of requested funds goal(s). Project budget, intended Pr � c t, intended use of are clear and appropriate.Activity use of requested funds and match req ed f r sources of demonstrates financial support by sources are identified. ma ch unc r or inadequate. leveraging diverse sources of cash and/or in-kind matches that are well-defined. 3. Advances the Cit of Dubu ue's Arts and Cult : 3 oints 3 1 Applicant clearly describes how the Applicant adequat onnects e How the activities align with the proposed activities directly align proposed activities to City' Arts City's Arts and Culture Master Plan with priorities and makes a strong and Cult Master Plan ' ities. is ambiguous and minimal evidence case for how activities will advance Activities ribed are s ewhat is provided of how activities will the goals of the City of Dubuque's likely to adva the Plan's goals. advance the City's Arts and Culture Arts and Culture Master Plan. Master Plan goals. � FOR REFERENCE CITY OF DUBUQUE ARTS AND CULTURE GOALS FROM THE ARTS AND CULTURE MASTER PLAN 1. Economic Development: Encouragement and support of arts and culture are not only quality of life issues, but also a serious economic development strategy. The contributions of the arts and artists are supported and leveraged for economic development, boosting the city's brand and aiding talent attraction and retention. 2. Inclusivity: Arts and culture in Dubuque promote inclusivity, diversity, harmony and understanding. 3. Integration of Arts and Cultural Community into City Leadership: The arts and cultural community— artists, perFormers, administrators, and so on —are fully integrated into the City's decision-making conversations. They are incorporated into economic development, planning, commercial, and education strategies. Leadership in these secto unicate well with the arts community and vice-versa. In addition, the contributions of t of artists to the city's prosperity are recognized. 4. Opportunity and Accessibility: Dubuque is a city with partici tory ur I opportunities in all corners of the community. Barriers to participation, whether y I, in ectual, economic or other, are minimized or removed to encourage equitable i for cultural engagement. 5. Involvement and Participation: Residents of Dubuqu ctivel icipate in the arts and culture.Arts and cultural entities and other sec eater involvement and participation among Dubuque's citizens and visitors. 6. Clear Policies and Strong Managemen r polici g delines and procedures enable governance of the city's arts and cultural sect d the unicipality's involvement with it. PRIORITIES AND STRATEGIES TO S THE G LS OF THE ARTS AND CULTURE MASTER PLAN Priority A: Promote and support arts ult Dubuque's competitive edge. a. Establish multiple funding strea t arts and cultural activity. b. Develop, attract and retain c tive le . c. Develop a regulator or b �n ive framework that promotes and protects Dubuque's arts and cultural a�ets. d. Undertake a st ic ndi arketing and communications campaign promoting awareness of Dubuque' rts nd c ral ommunity at home and in other markets and attracting participan ide uque. Priority B: Boost capa f r arts and culture to thrive a. Designate and em er an individual or entity to lead development of the cultural sector. b. Clarify roles, responsibilities and guidelines for the Arts and Cultural Affairs Advisory Commission to best leverage their energy and knowledge to the benefit of arts and culture in Dubuque. c. Establish a public art policy framework conducive to the arts and cultural activity. d. Facilitate communication and coordination among the arts and cultural sector. e. Right-size facilities to meet capacity needs for rehearsal, exhibition/performance, education and administration. f. Develop organizational and professional capacity. Priority C: Foster engagement at all levels a. Deepen appreciation for arts and culture among the general public. b. Provide arts education opportunities to people of all ages, skill levels, and income levels. c. Increase availability and accessibility of arts and cultural offerings. d. Nurture individual artists, from student to amateur to professional. e. Stimulate volunteerism. f. Inspire and diversify leadership. Priority D: Cultivate connections a. Ensure arts and culture in Dubuque is inclusive and welcoming of people of all backgrounds and interests. b. Develop ties among the arts and the broader community, increasing visibility and relevance of arts and culture. c. Integrate leadership of the arts and cultural sector with leaders in other sectors of Dubuque by forging new relationships and strengthening existing ones between the arts and cultural sector and the business, public, non-profit and educational sectors. Additional sub-strategies are outlined in the City of Dubuque Arts and Culture Master Plan at htt s://www.cit ofdubu ue.or /DocumentCenter/View/36680/Master-Pla i " es-and-Strate ies • Form Center �� Creative Resiliency Grant Application_DRAFT APP Applicant Organization* Mailing Address(line 1)* Mailing Address(line 2) ` Cit * t/�a�* Zi * Y p Website* � G Other Electroni ce Face o �cam, etc. Na �tive Director or Board Email Address* Phone* C� � ame of Grant Coordinator, if Email Address Phone Odifferent from above Evidence of 501(c)3 Status* Browse... No file selected. Upload a PDF of your organization's IRS 501(c)3 determination letter. State your organization's mission and briefly describe your primary programs.* I Max. 1,500 characters including spaces Total Operating Budget for FY18* Total Operating Budget for $ Organization's FY19* For most organizations, FY18 refers to $ July 1, 2017-June 30, 2018 or Jan. 1, For most organizations, FY19 refers to 2018-Dec. 31, 2018. July 1, 2018-June 30, 2019 or Jan. 1, 2019-Dec. 31, 2019. Select Language ♦ Describe your organization's current situation,financially and programmatically,as it relates to shifts and innovations implemented in response to COVID-19 and/or an increased focus on equity concerns* ` �� � G Max. 3,000 characte inc ing spaces Grant funds ' �ed to:* �V Expan zational capacity In ncial stability and address future funding gaps of the organization r o equity and inclusion through access to or representation in arts and e programs nhance programmatic offerings to meet community needs � Select one or more of the outcomes above that fhe proposed use of funds Ointend(s)to achieve. Select Language ♦ How will the grant funds be used to support new or urgent concerns regarding organizational operations,foster equity and inclusion through arts and culture programs,or adapt or enhance programs or services to meet community needs??* ` �� � G �� � Max. ,0 ters including spaces Up udget outlining expenses to be covered Fillable Budget b rant funds and required match.* Spreadsheet se... No file selected. Click to download � ash Match Sources/Descriptions Total Cash Match O $ In-Kind Match Sources/Descriptions Total Value if In-Kind � Match $ Select any strategies below from the Arts&Cultural Master Plan that the proposed use of funds will MOST ACTIVELY advance. Arts and Culture Master Plan Goals and Priorities Review the City of Dubuque's Arts and Culfure Master Plan goals,priorities, and associated strategies at the link above if needed. Select Language ♦ Priority A: Promote and support arts and culture as Dubuque's competitive edge. Establish multiple funding streams to support arts and cultural activity. Develop, attract and retain creative talent. Develop a regulatory or business incentive framework that promotes and protects Dubuque's arts and cultural assets. Undertake a strategic communications campaign promoting awareness of Dubuque's arts and cultural community at home and in other markets, attracting participants from outside Dubuque. Priority B: Boost capacity for arts and culture to thrive. Designate and empower an individual or entity to lead development of the cultural sector. Clarify roles, responsibilities and guidelines for the Arts and Cultural Affairs Advisory Commission to best leverage their energy and knowledge to the benefit of arts and culture in Dubuque. Establish a public art policy framework con� the arts and cultural activity. Facilitate communication and coor ' ���g the arts and cultural sector. Right-size facilities to meet capa nee for rehearsal, exhibition/performance,education dministration. Develop organizational and��sional capacity. Priority C: Foster en �ev II levels. Deepen appreci ti fo rts and culture among the general public. Provide art a n opportunities to people of all ages, skill levels,and income v . In ilability and accessibility of arts and cultural offerings. 'ndividual artists,from student to amateur to professional. late volunteerism. Inspire and diversify leadership. O� Priority D: Cultivate connections. Ensure arts and culture in Dubuque is inclusive and welcoming of people of all backgrounds and interests. Develop ties among the arts and the broader community, increasing visibility and relevance of arts and culture. Integrate leadership of the arts and cultural sector with leaders in other sectors of Dubuque by forging new relationships and strengthening existing ones. Select Language ♦ Describe how the proposed use of funds in support of operational or programmatic goals discussed in the previous narrative impact the City of Dubuque's Arts and Culture Master Plan strategies selected above?(3 points)* ` �� � G �� C� Governmen s es by CivicPlusO Max. ,0 ters including spaces. I h e ify that,to the best of my knowledge,all of the information c in this Application is true and correct. I understand that the City of u e reserves the right to request modifications of this Application g the process of contract negotiation,and,as finally approved by the City of Dubuque,the Application shall serve as the work plan of the � organization and shall become part of the Contract with the City of Dubuque. O The Applicant certifies: Agreement to submit further documents as required by the City of Dubuque to determine organizational and/or project eligibility;and Agreement to maintain any other specific records,as may be determined necessary by the City of Dubuque,to the overall evaluation of the project;and Agreement to comply with all federal, state,and local regulations governing the award and use of grant funds. Name of Executive Director, Board Chair,or other person Date* certified to sign on behalf of the organization* m m/dd/yyyy Type name here for electronic signature If you have any questions regarding your application please save your progress and contact City of Dubuque staff. Applications submitted at this point are considered final and changes or edits will not be permitted. Thank you. For more information,contact: Jenni Petersen-Brant,Arts&Cultural Affairs Coordinator Phone (563) 690-6059 Select Language ♦ Email Address jbrant@cityofdubu City Annex, 1300 Main St, Dubuque, IA que.org 52001 protected by reCAPTCHA Privacy-Terms * indicates a required field ` � � G �� � � � � � � O Select Language ♦