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Transmission of Application Guidelines for Fiscal Year 2023 Arts & Culture Special Projects Grant ProgramCity of Dubuque City Council Meeting Consent Items # 7. Copyrighted April 4, 2022 ITEM TITLE: Transmission of Application Guidelines for Fiscal Year 2023 Arts & Culture Special Projects Grant Program SUMMARY: City Manager providing information on the guidelines, scoring rubric, and application requirements for the FY 2023 Arts & Culture Special Projects 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 Special Projects Grant Program-MVM City Manager Memo Memo Memo to MVM re Transmission of Application Guidelines for FY 2023 Arts & Culture Special Projects Staff Memo Grant Program Guidelines FY23 Special Projects final Supporting Documentation Questions FY23 Special Projects final Supporting Documentation THE C Dubuque DUj!BQTE WAWca 914 Masterpiece on the Mississippi YP pp aoo�•o 13 z0i7*20*�oi9 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 Special Projects 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 Special Projects Grant Program as approved by the Arts & Cultural Affairs Advisory Commission on March 8, 2022. /'%� kit Mich el 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 Economic Development Department THE CITY OF Office of Arts & Cultural Affairs MI-berin CR 1300 Main St UB TE��� " ` " Dubuque, I) 52001 9-4 Office (563) 589-4393 TTY (563) 690-6678 2007-2012.2013 http://www.cityofdubuque.org Masterpiece on the Mississippi 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Jenni Petersen -Brant, Arts & Cultural Affairs Coordinator SUBJECT: Transmission of Application Guidelines for FY 2023 Arts & Culture Special Projects 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 Special Projects Grant Program as approved by the Arts & Cultural Affairs Advisory Commission on March 8, 2022. BACKGROUND Since FY 2005, the City of Dubuque has funded, through its annual budget review and approval process, a competitive grant program that provides funds to cultivate unique and innovative creative arts and cultural experiences for the public that prioritize community engagement and active partnership in which all parties may experience change and growth. 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 Special Projects grant program has been a recurring, competitive grant program administered by the City since FY 2005. The program's initial budget of $30,000 increased to $35,000 in FY 2006. The FY 2023 recommended budget maintains the $35,000 funding level. Eligible organizations and groups can request a minimum of $1000 up to a maximum of $8,000 to cover eligible project expenses as noted in the program guidelines; a 1:1 match must be provided to demonstrate organizational and community investment in the project. The program aims to increase the community's access to a wide range of inclusive and diverse arts and cultural experiences by supporting unique and innovative arts and culture projects and programs that integrate diversity, equity, and inclusion practices into the development and execution of the project and that advances City goals and priorities. 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 Special Projects Grant Program application materials provided be received and filed. Cc: Jill Connors, Economic Development Director THE CITY OF DUB E Masterpiece on the Mississippi. City of Dubuque, Iowa ARTS AND CULTURE GRANT PROGRAM FOR SPECIAL PROJECTS GUIDELINES FY 2023 FUNDING PURPOSE Through this program, the City of Dubuque provides funds to cultivate unique and innovative creative arts and cultural experiences for the public that prioritize community engagement and active partnership in which all parties may experience change and growth. Special Projects must integrate diversity, equity, and inclusion (DEI) practices into the development and execution of the project and provide evidence that the project advances City goals and priorities. ELIGIBLE APPLICANTS • Dubuque -based organizations who operate as a nonprofit, tax-exempt under Section 501(c)(3) of IRS Organizations; • Dubuque -based groups with their own specific mission, governing structure and budget, operating under the incorporated status of a Dubuque -based fiscal agent; • Established Dubuque -based groups operating in service to the broader community but not incorporated as a nonprofit or operating under a fiscal agent. • Only 1 application per eligible applicant will be accepted; an applicant can be identified as a partnering entity within another application but that application can not be for the same project. INELIGIBLE APPLICANTS • For -profit organizations or businesses; • Individual artists; • Any organization or group based outside of Dubuque city limits; • 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 • Minimum Request: $1,000 • Maximum Request: $8,000 • 1:1 match required. Applicants must demonstrate investment in a project by providing one-to- one matching funds to the grant request for project expenses. A quarter (25%) of the required 1:1 match must be cash. The remaining 75% may be either in -kind or cash, or a combination. For example, an applicant that requests $1,000 in grant funds must have at least $1,000 in matching funds with $250 of that made up of cash match expenses for a minimum total project budget of $2,000. GRANT IMPERATIVES Grant applicants must demonstrate all of the following in their project narrative: Uniqueness / Relevance = Projects should create unique and innovative arts and cultural experiences or arts and cultural learning opportunities that stand out from the applicant's previous offerings in significant ways. Activities may be produced within an established series of programming. Partnership = Active and collaborative partnership with one or more entities, supported by the submission of at least one letter of commitment that demonstrates active engagement in the project development or implementation. DEI = Planning efforts and stated outcomes integrate practices that engage and/or represent diverse populations, advance equity, and create inclusive access to project activities. 44101 14WIT" IkyjIIII I*'T_1►11]W:1»►1-4*? Proposed public activities requesting grant funding must be conducted within Dubuque city limits; eligible expenses may be paid to vendors based outside of Dubuque. Projects may include the creation, performance, exhibition, publication, or presentation of arts and cultural experiences or arts and cultural learning opportunities related to: • Cultural and Historic Resources • Music • Folk and Traditional Arts • Film • Theater, Performing Arts • Visual Art: 2D or 3D, Digital, New Media, • Spoken Word Installation Art, Murals or Public Art, • Literature Performance Art • Dance • Other Arts and Cultural Learning Opportunities Eligible expenses are those dedicated specifically to the project and can include: • Artist or Contractor Fees • Marketing and Publicity • Licensing or Subscription Fees • Equipment purchases under $500 • Supplies and Materials • Employee or volunteer costs essential to • Space and Equipment Rental meeting project outcomes • Domestic Travel INELIGIBLE ACTIVITIES AND EXPENSES • Projects that occur prior to or after the funding period • Ongoing projects or programs with arbitrary beginning and end dates • Projects or activities not open to the public • General operating expenses • Religious, political, and sports activities • Fundraising or benefit events • Competitions, contests, or awards to honor or recognize achievement APPLICATION SUBMISSION • Food, beverage, or catering costs • International travel • Capital projects, ie. construction, property renovation • Major equipment purchases (over $500) • Regranting • Lobbying activities • Acquisition or purchase of artwork for permanent collections including public art installations Applications must be submitted online no later than 11:59PM on Friday, May 13, 2022. Include only the materials requested in the online application. 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/artsqrants • Friday, April 8 from 2-3PM - Informational Webinar via GoToWebinar • Friday, May 13 by 11:59PM - Special Projects grant applications due • July — Notifications and contracts released • August — Anticipated disbursement of funds RATING CRITERIA 1. Project goals and objectives highlight what makes the project unique, innovative, and timely regarding potential community impact and addresses how the project fits within the applicant's mission. (3 points) 2. Evidence of active partnership through explanation of roles and responsibilities of all partners involved in the project development and implementation. (3 points) 3. Planning efforts and stated outcomes integrate DEI practices to engage and/or represent diverse populations, advance equity, and create inclusive access to culturally relevant activities. (3 points) 4. Organizational readiness to implement the project based on timeline, budget appropriateness, and evaluation methods. (3 points) 5. Evidence of the project actively advances the City of Dubuque's goals, priorities, and plans, especially but not explicitly, 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 and programs 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. REVIEW OF APPLICATIONS Applications are scored by a panel of professionals in the arts, culture, or nonprofit management fields. Scoring is reviewed by the Arts and Cultural Affairs Advisory Commission to provide a recommendation for City Council approval. 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 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 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. SCORING RUBRIC 1. Project goals and objectives highlight what makes the project unique, innovative, and timely regarding potential community impact and addresses how the project fits within the applicant's mission: 3 points 3 2 1 Project description is clear with Project description is satisfactory Project description fails to stated goals and objectives that with stated goals and objectives communicate the goals and address community needs or that loosely take into consideration objectives; project does not interests. It is obvious that the the needs or interests of the consider community needs or project aims to maximize the impact community. The project's impact as interests and the potential impact is of a cultural experience that is an arts and cultural experience is scant. The project does not differ unique, innovative, and timely. moderate. Elements that make the from the applicant's established Several factors make the project project unique, innovative, or timely programs or duplicates offerings substantially different from are modest. already available to the community. applicant's past programming, Project activities are conventional. independent of or within an ongoing series. 2. Evidence of active partnership through explanation of roles and responsibilities of all partners involved in the project development and implementation: 3 points 3 2 1 Partnership roles and Partnership roles are loosely Demonstration of active responsibilities are clearly defined. defined. Stated responsibilities of collaboration partnership is lacking. Partners are actively engaged in partners demonstrate limited active Partners are not actively involved in development and successful collaboration. Letter(s) of the development or execution of the execution of the project. Letter(s) of commitment from partner(s) project. Letter(s) of commitment commitment from partner(s) aligns generally support the applicant's from partner(s) do not support the directly with applicant's narrative. narrative. applicant's narrative. 3. Planning efforts and stated outcomes integrate DEI practices to engage and/or represent diverse populations, advance equity, and create inclusive access to culturally relevant activities: 3 points 3 2 1 Project clearly incorporates DEI Project moderately incorporates Project demonstrates little practices in planning, outreach, and DEI practices in aspects of the understanding of what diversity, execution. Efforts to include, project's planning, marketing, and equity, and inclusion means or connect with, or represent diverse execution. Diverse populations or minimally demonstrates an effort to populations or cultural experiences cultural experiences are somewhat include or represent diverse are prioritized. Project accessibility associated with or included in the populations. The marketing plan is is maximized. Marketing strategy is project. Proposed marketing plan is insufficient and outreach to diverse well defined and incorporates adequate and attempts to reach groups is not considered. innovative strategies to reach diverse audiences. diverse audiences. 4. Organizational readiness to implement the project based on timeline, budget appropriateness, and evaluation methods: 3 points 3 2 1 Project timeline demonstrates Timeline is generally defined but Timeline of tasks is insufficient and thoughtful planning and detailed some key tasks are overlooked or raises concerns about project consideration of major tasks not considered. Methods for achievability. Evaluation methods needed for successful measuring and evaluating project and measures are weak, unclear, implementation within the funding outcomes are loosely defined or or inadequate. Project budget or period. Methods for measuring and irrelevant to the project. Budget and intended use of requested funds is evaluating project outcomes are proposed use of funds are unclear. clearly defined. Project budget and disproportionate to project scope; proposed use of funds are clear some expenses are ineligible for and appropriate. grant support. 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 Project offers creative arts and Applicant identifies ways the project How the project aligns with the cultural experiences that directly will advance the City's Arts and City's Arts and Culture Master Plan connect to the City of Dubuque's Culture Master Plan but is unable is ambiguous and minimal evidence Arts and Culture Master Plan to clearly describe how the project is provided of how the project strategies. Applicant clearly advances the Plan's goals and advances the City's Arts and describes how the project actively priorities. Culture Master Plan goals and advances the Plan's priorities. priorities. Connection to other City goals, priorities, and plans may be 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, 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 C DU!BFQtFE Masterpiece on the Mississippi DESCRIPTION City of Dubuque, Iowa ARTS AND CULTURE GRANT PROGRAM APPLICATION OVERVIEW FOR SPECIAL PROJECTS FY 2023 FUNDING Through this program, the City of Dubuque provides grant funds to cultivate unique and innovative creative arts and culture experiences that prioritize community engagement and active partnership in which all parties may experience change and growth. Special projects must incorporate DEI into the development and execution of the project and demonstrate alignment with City goals and priorities. APPLICATION SUBMISSION Applications must be submitted online no later than 11:59PM on Friday, May 13, 2022. Include only the materials requested in the online application. 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(aD-cityofdubug ue.org to request any accommodations, translation, interpretation, or other assistance you need in completing this process. The organization submitting the application 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 Special Projects request on the applicant's website, enter the URL here. Other Electronic Presence If the applicant's Facebook page or other online site not listed above demonstrates the quality of the applicant's previous programming, enter the URL here. Name of Executive Director or Board Chair * Email Address * Phone * Name of Grant Coordinator * Email Address * Phone * ORGANIZATIONAL PROFILE 1. State the applicant's mission and briefly describe its primary programs. * If arts and cultural activities are not part of the applicant's primary mission, discuss how arts and culture connects to or advances the applicant's goals and priorities. Max. 2,000 characters including spaces 2. Select the eligibility status that best applies to the applicant. * o Dubuque -based organization that operates as a nonprofit, tax-exempt under Section 501(c)(3) of IRS Organizations. o Dubuque -based group with its own specific mission, governing structure, and budget operating under the incorporated status of a Dubuque -based umbrella nonprofit as their fiscal agent. o Established Dubuque -based group acting as a nonprofit. 3. Upload documentation that affirms the eligibility status you selected above. This documentation could include. * Evidence of 501(c)3 Status If the applicant is a recognized 501(c)3, upload IRS determination letter. Evidence of Fiscal Sponsorship If the applicant operates under the fiscal umbrella of another 501(c)3, upload a letter signed by an authorized representative of the umbrella 501(c)3 affirming fiscal sponsorship. Evidence of Applicant History working for Public Good If the applicant operates as a non-profit but is not recognized as such by the IRS or does not operate under a fiscal sponsor, upload evidence of the applicant's previous programming or projects that serve the community. 4. Upload documentation listing the applicant's leadership personnel. List of the Applicant's Leadership Personnel * This list could include leadership staff, key volunteers, board of directors, etc as well as those directly involved with the development and implementation of the proposed project. Include name, role, duration of appointment, if involved with the proposed project, provide a brief statement of why they were chosen for this project. Limit to 1 page. PROJECT NARRATIVE 1. Project Title * 2. Project Start and End Date * Select the date that your project will begin and when it will conclude. The start date should reflect the point when the applicant begins actively working on delivering the special project (i.e. marketing, ordering supplies, contracting artists, etc). The end date should reflect the point at which all project activities have concluded. 3. Briefly describe the proposed project. Max. 1,500 characters including spaces 4. Describe the project's goals and objectives as they relate to the goals of the applicant organization and the needs of the community. * (3 points) • What makes the project unique, innovative, and timely for the applicant and the community? • How does the project differ from your previous program offerings? • If the project is part of an ongoing series of events, how does this particular project expand on prior offerings or elevate new priorities or needs of the applicant or community? Max. 3,000 characters including spaces 5. Provide evidence of active partnership by identifying and describing the roles and responsibilities of all partners involved in project activities. * (3 points) Max. 3,000 characters including spaces • Upload of a letter of commitment from at least one collaborating partner is also required. • Additional letters can be provided and should be combined into a single PDF. 6. Describe how your project incorporates DEI strategies into the planning, outreach, and execution as it relates to the delivery or stated outcomes of your project. * (3 points) Max. 3,000 characters including spaces 7. Describe your organization's readiness to implement the project by outlining the following: * (3 points) • Detailed timeline of project activities. Describe how project outcomes will be measured and evaluated. Budget information provided in the next section will also be considered in Project Readiness score. Max. 3,000 characters including spaces 8. Select any strategies from the Arts & Cultural Master Plan that the project will most actively advance. * • Review the City of Dubuque's Arts and Culture Master Plan goals, priorities, and associated strategies online. 9. Describe how the project 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 PROJECT BUDGET 1. Grant Request Expenses Only list expenses associated with your proposed special project. Expenses must be incurred from July 1, 2022 through June 30, 2023. Add a final "TOTAL" row at the bottom that identifies the total grant request. 2. Match Expenses Detail the expenses to be covered by the cash or in -kind sources, including the funding type and source, and whether the funding source has been secured or is pending. Round to the nearest dollar. Add a final "TOTAL" row at the bottom that identifies the total cash expenses and total value of in -kind contributions. Reminder. A 1:1 match is required. Applicants must demonstrate investment in a project by providing one-to-one matching funds to the grant request for project expenses. A quarter (2591o) of the required 1:1 match must be cash. The remaining 75% may be either in -kind, cash, or a combination. 3. Estimated Total Project Cost Enter the total estimated cost of the project. This value should equal the sum of the grant request, cash match expenses, and in -kind contributions. Round to the nearest dollar. Do not enter decimal signs or commas.