Transmission of Application Guidelines for Fiscal Year 2023 Arts & Culture Operating Support Grant ProgramCity of Dubuque
City Council Meeting
Consent Items # 6.
Copyrighted
April 4, 2022
ITEM TITLE: Transmission of Application Guidelines for Fiscal Year 2023 Arts &
Culture Operating Support Grant Program
SUMMARY: City Manager providing information on the guidelines, scoring rubric, and
application requirements for the FY 2023 Arts & Culture Operating
Support Grant Program as approved by the Arts & Cultural Affairs
Advisory Commission on March 8, 2022.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Transmission of Application Guidelines for FY 2023
Arts & Culture Operating Support Grant Program-MVM City Manager Memo
Memo
Memo to MVM re Transmission of Application
Guidelines for FY 2023 Arts & Culture Operating Staff Memo
Support Grant Program
Guidelines FY23 Operating Support final Supporting Documentation
Questions FY23 Operating Support final Supporting Documentation
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Transmission of Application Guidelines for FY 2023 Arts & Culture
Operating Support Grant Program
DATE: March 30, 2022
Arts & Cultural Affairs Coordinator Jenni Petersen -Brant is providing information on the
guidelines, scoring rubric, and application requirements for the FY 2023 Arts & Culture
Operating Support Grant Program as approved by the Arts & Cultural Affairs Advisory
Commission on March 8, 2022.
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jill Connors, Economic Development Director
Jenni Petersen -Brant, Arts & Cultural Affairs Coordinator
Dubuque
THE CITY OF
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Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Jenni Petersen -Brant, Arts & Cultural Affairs Coordinator
Economic Development Department
Office of Arts & Cultural Affairs
1300 Main St
Dubuque, IA 52001
Office (563) 589-4393
TTY (563) 690-6678
http://www.cityofdubuque.org
SUBJECT: Transmission of Application Guidelines for FY 2023 Arts & Culture
Operating Support Grant Program
DATE: March 29, 2022
INTRODUCTION
The purpose of this memorandum is to acquaint City leadership with the guidelines,
scoring rubric, and application requirements for the FY 2023 Arts & Culture Operating
Support Grant Program as approved by the Arts & Cultural Affairs Advisory Commission
on March 8, 2022.
BACKGROUND
Since FY 2006, the City of Dubuque has funded, through its annual budget review and
approval process, a competitive grant program that provides limited, unrestricted
operating support to established arts and cultural non-profit organizations operating
within Dubuque. The program is administered by the Office of Arts & Cultural Affairs in
the Economic Development Department with oversight from the Arts & Cultural Affairs
Advisory Commission.
DISCUSSION
The Arts & Culture Operating Support grant program has been a recurring, competitive
grant program administered by the City since 2005. The program's initial budget of
$200,000 increased to $210,000 in FY 2013 and to $250,000 in FY 2020. The FY 2023
recommended budget maintains the $250,000 funding level. Eligible organizations can
apply for funding of up to 6% of their operating budget or a maximum of $30,000; in FY
2022, 19 non -profits were supported through the program with grants ranging from $400
to $30,000 with the average award being $13,195.
Eligible organizations are those have maintained a 501 c3 designation from the federal
government for at least 2 years prior to the application date and who demonstrate a
commitment to serving the community through access to arts, arts education, and
cultural heritage experiences. The program aims to increase the community's access to
a wide range of inclusive and diverse arts and cultural experiences that also foster
economic activity, empower community engagement, and cultivate an equitable
community.
Staff and the grants subcommittee of the Arts & Cultural Affairs Advisory Committee
reviews and adjusts program guidelines, applicant requirements, and scoring rubrics
annually to ensure the program aligns with City Council goals and community needs.
Timely and equitable funding best practices in the arts and culture sector on a state and
national level are also considered. Adjustments are reviewed and approved by the
Commission prior to release of application materials.
FY 2023 program guidelines, scoring rubric, and application questions, process, and
timeline are noted in the materials provided.
BUDGETIMPACT
There is no new budget impact.
RECOMMENDATION/ACTION STEP
I respectfully request that the FY 2023 application materials provided be received and
filed.
Cc: Jill Connors, Economic Development Director
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Masterpiece on the Mississippi
City of Dubuque, Iowa
ARTS AND CULTURE GRANT PROGRAM
FOR OPERATING SUPPORT
GUIDELINES
FY 2023 FUNDING
PURPOSE
The City of Dubuque, through the Arts & Culture Operating Support Grant Program, offers limited,
unrestricted support to eligible arts and cultural non-profit organizations operating within Dubuque city
limits that demonstrate a commitment to serving the community through access to arts, arts education,
and cultural heritage experiences. This program is intended to increase the community's access to a
wide range of inclusive and diverse arts and cultural experiences that support economic activity,
empower community engagement, and cultivate an equitable community of choice.
ELIGIBLE APPLICANTS
Dubuque -based nonprofit organizations who have a primary mission to provide the general public with
programs or activities in areas directly concerned with arts, arts education, or cultural heritage. Eligible
applicants must have operated as a tax-exempt, nonprofit under Section 501(c)(3) of IRS code for at
least two years prior to the application date.
INELIGIBLE APPLICANTS
• For -profit organizations or businesses;
• Nonprofit organizations whose primary mission is focused on religious, political, social service,
or athletic activities;
• Nonprofit organizations whose physical address or majority of program delivery is outside of
Dubuque;
• Organization that uses a fiscal agent or the non-profit, tax-exempt status of another
organization;
• Educational institutions including K-12 schools, universities, and community colleges;
• An organization with an outstanding Final Report associated with previous grant awards from
FY21 or prior Office of Arts & Cultural Affairs funding opportunities.
FUNDING GUIDELINES
In FY23, funding awards will be based on an average of the organization's certified operating expenses
from their fiscal year completed prior to March 17, 2020 and their most recently completed fiscal year.
The maximum funding an organization can receive is calculated at 6% of that average not to exceed
$30,000. Funding levels will be impacted by the number of eligible applicants and how applicants score.
APPLICATION SUBMISSION
Applications must be submitted online no later than 11:59PM on Friday, April 29, 2022. Include only
the materials requested in the online applications. Changes or additional materials outside of the
submission deadline will not be accepted.
TIMELINE
• Tuesday, March 15 — FY23 program materials available at www.citvofdubugue.org/artsgrants
• Friday, April 1 from 2-3113M - Informational Webinar via GoToWebinar
• Friday, April 29 by 11:59PM — Operating Support grant applications due
• July — Notifications and contracts released
• August — Anticipated disbursement of funds
RATING CRITERIA
1. Demonstrated organizational sustainability through management abilities, financial health, and
long-range strategic planning. (3 points)
2. Demonstrated excellence as an arts and cultural leader through evidence of impacting and
expanding cultural equity locally and/or broadly. (3 points)
3. Timeline of activities to occur during the FY23 funding cycle, who will carry out those activities,
and how those activities advance organizational goals and meet community needs. (3 points)
4. Integration of DEI strategies into operational learning, operations, programming, and outreach.
(3 points)
5. Evidence of the organization's activities advancing the City of Dubuque's goals, priorities, and
plans, specifically, but not limited to, the Arts & Culture Master Plan. (3 points)
IMPORTANCE OF DIVERSITY, EQUITY & INCLUSION (DEI)
The City of Dubuque strives to be an equitable community of choice and prioritizes support to
organizations that intentionally apply an equity lens, explicit of but not limited to race, to program
access and inclusion. It is important that grantees are able to share examples of their commitment to
welcoming and serving any and all Dubuque residents by presenting diverse and culturally aware
experiences, representing diverse voices, and expanding access.
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Applications are scored by a panel composed of professionals in the arts, culture, or nonprofit
management fields. Scoring is then reviewed by the Arts and Cultural Affairs Advisory Commission to
recommend funding levels for City Council approval.
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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 City's website.
REPORTING
Applicants must submit a performance report within 60 days of the end of the funding cycle no later
than August 31, 2023. The applicant agrees to retain all financial records, reporting documents, and all
other records pertinent to the City of Dubuque grant program for a period of three calendar years
beyond the contract.
ACCESSIBILITY AND QUESTIONS
We are committed to making our programs and services accessible to everyone. Please contact the
Office of Arts and Culture Affairs at 563.690.6059 or to request any
accommodations, translation, interpretation, or other assistance you need in completing this process.
The applicant is solely responsible for the content and timely submission of this grant.
SCORING RUBRIC
1. Demonstrated management abilities, financial health, and long-range strategic planning: 3
points
3
2
1
Applicant exhibits sustainable
Applicant's management structure
Organizational management
management that advances or
falls short of programmatic or
appears inconsistent or ineffectual
meets programmatic needs of the
operational scope and mission.
for stated scope and mission.
organization's mission and scope.
Financial health is stable with
Applicant is in poor financial
Financial review has identified no
some areas of concern. Planning
health or financial health cannot
potential concerns. Planning for
efforts are minimal or out of date.
be determined. Long-term
long-term stability is clearly evident
planning efforts are not evident.
and current.
2. Demonstrated excellence as an arts and cultural leader through evidence of impacting and
expanding cultural equity locally and/or broadly: 3 points
3
2
1
Applicant demonstrates a robust
Applicant offers conventional arts
Applicant struggles to illustrate its
history of offering exceptional
and cultural experiences that have
role as a cultural leader. The
mission -driven arts and cultural
a limited impact on the broader
community impact of the arts and
experiences that maximize its
community. Applicant
cultural experiences offered by the
capacity and strategic partnerships
demonstrates some recognition by
applicant is ambiguous or
to positively impact quality of life
peer institutions. Community
nonexistent.
and equity indicators for Dubuque
support is limited or selective.
Community support outside of the
residents. Recognition by peer
organizational structure is minimal.
institutions. Broad and diverse
community support is evident.
3. Timeline of activities to occur during the FY23 funding period (July 1, 2022-June 30, 2023),
who is involved in developing and carrying out those activities, and how those activities
advance organizational goals and meet community needs: 3 points
3
2
1
Applicant has planned for a
Applicant's planned activities for
Planning for FY23 is ambiguous or
diverse schedule of activities in the
FY23 exist but lack in detail or are
mismatched to mission and
FY23 funding period in line with
not connected to mission or
resources. Activities offer limited
mission and capacity. Advanced
community needs. Applicant has
access for the public.
and thorough planning efforts are
identified some programming for
evident and activities are public-
the upcoming year but is limited in
facing. Plans demonstrate clear
reach or relevance.
understanding of mission while
actively addressing community
needs and interests.
4. Incorporation of DEI strategies into organizational learning, operations, programming, and
outreach: 3 points
3
2
1
Applicant actively incorporates DEI
Ongoing DEI learning is not
Ongoing DEI learning is non -
learning into the culture and
prioritized or limited considering
existent. Applicant fails to provide
operations of the organization.
the scale of the organization.
examples of how DEI practices are
Applicant provides examples of
Applicant offers limited examples
integrated into or measured by the
integrating DEI practices into
of integrating DEI practices into
organization and its programs.
operations, programming, and
processes and programs and is
outreach, identifying performance
vague on specific actions being
metrics and evaluation methods.
undertaken or performance
measures being tracked.
5. Evidence of the organization's activities advancing the City of Dubuque's goals, priorities,
and plans, specifically. but not limited to. the Arts & Culture Master Plan: 3 points
3
2
1
Applicant identifies specific
Applicant generally identifies and
Minimal evidence is provided as to
activities and clearly describes how
describes how program activities
how the applicant's program
they actively advance the City of
support the City's Arts & Culture
activities support the Arts &
Dubuque's Arts & Culture Master
Master Plan. Connection to other
Culture Master Plan.
Plan. Connection to other City
City goals, priorities, and plans
goals, priorities, and plans may be
may be discussed.
discussed.
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 sectors communicate well with the
arts community and vice -versa. In addition, the contributions of the arts and of artists to the
city's prosperity are recognized.
4. Opportunity and Accessibility: Dubuque is a city with participatory cultural opportunities in all
corners of the community. Barriers to participation, whether physical, intellectual, economic or
other, are minimized or removed to encourage equitable opportunities for cultural engagement.
5. Involvement and Participation: Residents of Dubuque actively participate in the arts and
culture. Arts and cultural entities and other sectors enable greater involvement and participation
among Dubuque's citizens and visitors.
6. Clear Policies and Strong Management: Clear policies, guidelines and procedures enable
governance of the city's arts and cultural sector and the municipality's involvement with it.
PRIORITIES AND STRATEGIES TOWARDS THE GOALS OF THE ARTS AND CULTURE
MASTER PLAN
Priority A: Promote and support arts and culture as Dubuque's competitive edge.
a. Establish multiple funding streams to support arts and cultural activity.
b. Develop, attract and retain creative talent.
c. Develop a regulatory or business incentive framework that promotes and protects Dubuque's
arts and cultural assets.
d. Undertake a strategic branding, marketing and communications campaign promoting awareness
of Dubuque's arts and cultural community at home and in other markets and attracting
participants from outside Dubuque.
Priority B: Boost capacity for arts and culture to thrive
a. Designate and empower 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
https.//www. cityofdubugue. orgIDocumentCenter/View/36680/Master-Plan-Priorities-and-Strategies
Additional documents for consideration when discussing how your organization advances the City of
Dubuque's goals, priorities, and plans:
• City Council Goals and Priorities
• Imagine Dubuque Plan
• 50% by 2030 Community Climate Action and Resiliency Plan
• Equitable Poverty Reduction & Prevention Plan
THE CITY OF
DUB E
Masterpiece on the Mississippi
DESCRIPTION
City of Dubuque, Iowa
ARTS AND CULTURE GRANT PROGRAM
APPLICATION OVERVIEW
FOR OPERATING SUPPORT
FY 2023 FUNDING
The City of Dubuque, through the Arts & Culture Operating Support Grant Program, offers limited,
unrestricted support to eligible arts and cultural non-profit organizations operating within Dubuque city
limits that demonstrate a commitment to serving the community through access to arts, arts education,
and cultural heritage experiences. This program is intended to increase the community's access to a
wide range of inclusive and diverse arts and cultural experiences that also foster economic activity,
empower community engagement, and cultivate an equitable community of choice.
APPLICATION SUBMISSION
Applications must be submitted online no later than 11:59PM on Friday, April 29, 2022. Include only
the materials requested in the online applications. Changes or additional materials outside of the
submission deadline will not be accepted.
We are committed to making our programs and services accessible to everyone. Please contact the
Office of Arts and Culture Affairs at 563.690.6059 or jbrant cityofdubugue.org to request any
accommodations, translation, interpretation, or other assistance you need in completing this process.
The applicant is solely responsible for the content and timely submission of this grant.
CONTACT INFORMATION
Applicant Organization *
Mailing Address (line 1)
Mailing Address (line 2)
City * State * Zip
Website
If there is information pertinent to this Operating Support request on the organization's website, enter the URL
here.
Other Electronic Presence
If the organization's Facebook page or other online site not listed above demonstrates the quality of
programming, enter the URL here.
Name of Executive Director or Board Chair* Email Address * Phone *
Name of Grant Coordinator * Email Address * Phone *
Organizational Operating Budget *
This figure should match the "FY19 and FY21 Average" from the Financial Worksheet (row 61, column DIE).
State the applicant's mission and briefly describe primary programs and activities. *
Max. 1,500 characters including spaces
PROPOSAL NARRATIVE
Describe the applicant's management structure, its financial health, and long-range or
strategic planning efforts. * (3 points)
Max. 3,000 characters including spaces
2. In what ways does the applicant demonstrate cultural leadership? * (3 points)
Describe the quality, reach, and innovativeness of the applicant's activities and programs.
• Discuss any special recognition or accreditations the applicant has received.
How does the community demonstrate support and investment in the applicant organization and
its programs?
Max. 3, 000 characters including spaces
3. Discuss the applicant's activities planned for the FY23 funding period of July 1, 2022 to
June 30, 2023, including: * (3 points)
• An overview of the activities and programs planned or anticipated.
• Who is involved in planning and carrying out those activities, generally or specifically?
• Who does your organization serve? Site participation vs capacity statistics and demographic
information to the extent possible.
• Discuss how these activities reflect organizational goals and community needs.
Max. 3,000 characters including spaces
4. Describe how the applicant integrates DEI strategies into its organizational culture,
operations, and programming. Include examples of: * (3 points)
• How DEI is incorporated into management and operations of the applicant's organization.
• Methods used to include, welcome, or represent diverse populations.
• Performance metrics and evaluation.
Max. 3, 000 characters including spaces
5. Select all strategies from the Arts & Cultural Master Plan that the applicant is most
actively advancing. * (see page 4 of this document for the checklist as it appears on the
online application form)
Review the City of Dubuque's Arts and Culture Master Plan goals, priorities, and associated
strategies online.
6. Describe how the applicant actively advances the strategies selected. Discuss
any efforts to align with other City goals, priorities, and plans as applicable. * (3
points)
Max. 3,000 characters including spaces
ORGANIZATIONAL FINANCIAL SUMMARY
1. Does your organization operate on a Calendar Year or a Fiscal Year Calendar?*
o Calendar Year
o Fiscal Year
If your organization operates on a Fiscal Year Calendar, please list start and end dates.
2. Download and complete the Operating Support Grant Financial Worksheet here. Upload
PDF of the completed FY23 Operating Support Grant Financial Worksheet. *
3. The following additional information is also required to further demonstrate the financial
stability of the applicant. Word documents or PDF files will be accepted. Label each
attachment so that it identifies the applicant appropriately, Name of
Organization —Document Content (i.e. City_Balance Sheet).
Applicant's most current balance sheet *
• A profit & loss statement or 990 the applicant's most recently completed fiscal year *
ADDITIONAL REQUIRED ATTACHMENTS
The following additional information is required to further demonstrate the history and resiliency
of the applicant. Word documents or PDF files will be accepted. Label each attachment so that
it identifies the applicant appropriately, Name of Organ ization_Document Content (i.e.
City_Staff List).
1. Evidence of 501(c)3 Status
2. Articles of Incorporation *
3. List of Current Paid Staff and/or Key Volunteers
Include name, job title, and applicable areas of artistic or administrative expertise for each person
involved in the leadership or management of your organization. Limit to 1 page when possible.
4. List of Current Board of Directors *
5. Include name, officer role (if applicable), term expiration date, and major affiliations outside of your
organization. Include a brief statement of how board positions are filled. Limit to 1 page when possible.
6. Current Strategic Plan or other Long -Range Planning Documentation *
In reference to Questions #5 above: Checklist of Arts & Culture Master Plan Priorities and
Strategies as it appears on the online application form. Select only those that your organization
is most advancing, using the narrative question that follows to describe how.
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 conducive to the arts and cultural activity.
Facilitate communication and coordination among the arts and cultural sector.
Right -size facilities to meet capacity needs for rehearsal, exhibitionlperformance, education and
administration.
Develop organizational and professional capacity.
Priority C: Foster engagement at all levels
Deepen appreciation for arts and culture among the general public.
Provide arts education opportunities to people of all ages, skill levels, and income levels.
Increase availability and accessibility of arts and cultural offerings.
Nurture individual artists, from student to amateur to professional.
Stimulate volunteerism.
Inspire and diversify leadership.
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.
0