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Application Guidelines for Regranting of Government Alliance on Race and Equity (GARE) Innovation and Implementation FundsCity of Dubuque City Council Meeting Consent Items # 9. Copyrighted April 4, 2022 ITEM TITLE: Application Guidelines for Regranting of Government Alliance on Race and Equity (GARE) Innovation and Implementation Funds SUMMARY: City Manager recommending City Council approval of the application guidelines and processes for the regranting of funds previously received and accepted from the Government Alliance on Race and Equity (GARE) Innovation and Implementation Fund. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Type Application Guidelines for Regranting of Government Alliance on Race and Equity (GARE) Innovation and City Manager Memo Implementation Funds-MVM Memo Staff Memo Staff Memo Guidelines FY23 GARE regranting final Supporting Documentation Questions FY23 GARE regranting final Supporting Documentation THE C DUjIBQTE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque WAWca 914 ii 2007-2012.2013 2017*2019 SUBJECT: Application Guidelines for Regranting of Government Alliance on Race and Equity (CARE) Innovation and Implementation Funds DATE: March 30, 2022 Arts & Cultural Affairs Coordinator Jenni Petersen -Brant is recommending City Council approval of the application guidelines and processes for the regranting of funds previously received and accepted from the Government Alliance on Race and Equity (CARE) Innovation and Implementation Fund. I concur with the recommendation and respectfully request Mayor and City Council approval. v 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 UB TE I I®r 2007=2012=2013 Masterpiece on the Mississippi 2017*2019 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: Application Guidelines for Regranting of Government Alliance on Race and Equity (CARE) Innovation and Implementation Funds DATE: March 29, 2022 INTRODUCTION The purpose of this memorandum is to present for approval the application guidelines and processes for the regranting of funds previously received and accepted from the Government Alliance on Race and Equity (CARE) Innovation and Implementation Fund. BACKGROUND In October 2020, the Office of Arts & Cultural Affairs was awarded $18,500 from the GARE Innovation and Implementation Fund to support public arts and cultural programming aimed at elevating and empowering Black, Indigenous, and People of Color (BIPOC) creatives and stories in the Dubuque community. $12,000 of the grant award was budgeted for direct regranting to nonprofit organizations to support collaboration and co -creation with BIPOC creatives and communities. DISCUSSION Distribution of the regranting funds was paused due to disruptions COVID-19 caused on nonprofit organizations' ability to develop and implement new public programs. As the arts and culture sector is now returning to pre -pandemic activity levels, staff and the grants subcommittee of the Arts & Cultural Affairs Advisory Commission (the Commission) has developed guidelines, applicant questions, and scoring rubrics to proceed with GARE regranting. These materials were reviewed and approved by the Commission on Tuesday, March 22, 2022. As the program guidelines state, through "this non -recurring program, the City of Dubuque regrants funds from the Government Alliance on Race and Equity (CARE) to support the work of eligible Dubuque non-profit organizations to empower and elevate Black, Indigenous, and People of Color (BIPOC) creativity and culture. The program seeks to provide funding that will result in public -facing arts and cultural programs and activities that aim to diversify representation, cultivate belonging, and create an equitable community." Eligible organizations and groups can request a minimum of $500 up to a maximum of $2,000 to cover eligible project expenses as noted in the program guidelines; a match will not be required. Eligible expenses must be incurred during FY 2023 funding period (July 1, 2022 - June 30, 2023) in direct support of activities that: • Engagement and inclusion BIPOC visionaries, creatives, and culture bearers in organizational development, project planning, or program delivery; • Broaden outreach and promotion of BIPOC-centered programs and activities; • Expand access to arts and cultural experiences for BIPOC youth and families. Additional program guidelines, scoring rubric, and application questions, process, and timeline are outlined in the materials provided. BUDGET IMPACT There is no new budget impact. RECOMMENDATION/ACTION STEP I respectfully request that the GARE Regranting program guidelines and other application materials be reviewed and approved. Upon approval, staff will proceed with the release of program materials, promotion of the opportunity, and begin accepting grant applications. 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 GARE REGRANTING GUIDELINES FY 2023 FUNDING PURPOSE Through this non -recurring program, the City of Dubuque regrants funds from the Government Alliance on Race and Equity (GARE) to support the work of eligible Dubuque non-profit organizations to empower and elevate Black, Indigenous, and People of Color (BIPOC) creativity and culture. The program seeks to provide funding that will result in public -facing arts and cultural programs and activities that aim to diversify representation, cultivate belonging, and create an equitable community. ELIGIBLE APPLICANTS • Organizations who operate as a nonprofit, tax-exempt 501(c)(3) in the city of Dubuque; • Groups with their own specific mission, governing structure and budget, operating in the city of Dubuque under the umbrella of a fiscal agent; • Established group operating in the city of Dubuque 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. INELIGIBLE APPLICANTS • For -profit organizations or businesses; • Individual artists; • Any organization or group operating outside of Dubuque city limits. FUNDING GUIDELINES • Minimum Request: $500 • Maximum Request: $2,000 • Matching funds are not required ELIGIBLE EXPENSES Requested expenses to be incurred during the FY 2023 funding period (July 1, 2022 - June 30, 2023) can directly support activities that: • Engagement and inclusion BIPOC visionaries, creatives, and culture bearers in organizational development, project planning, or program delivery; • Broaden outreach and promotion of BIPOC-centered programs and activities; • Expand access to arts and cultural experiences for BIPOC youth and families. Eligible expenses can include: • Artist or Contractor Fees • Consultant Fees • Licensing or Subscription Fees • Supplies and Materials • Space and Equipment Rental • Domestic Travel • Marketing and Publicity • Equipment purchases under $500 INELIGIBLE EXPENSES • Expenses that occur prior to or after the • Capital projects, ie. construction, property funding period renovation • General operating expenses • Major equipment purchases (over $500) • Religious, political, and sports activities • Regranting • Fundraising or benefit events • Lobbying activities • Competitions, contests, or awards to honor • Acquisition or purchase of artwork for or recognize achievement permanent collections including public art • Food, beverage, or catering costs installations • International travel APPLICATION SUBMISSION Applications must be submitted online no later than 11:59 p.m. on Friday, May 27, 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, April 5 - GARE funding applications materials available at www.cityofdubuque.org/artsqrants • Friday, April 15 from 2-3 p.m. - Informational Webinar via GoToWebinar • Friday, May 27 by 11:59 p.m. - GARE grant applications due • July — Notifications and contracts released • August — Anticipated disbursement of funds RATING CRITERIA 1. Project or activity description and use of funds. (3 points) 2. Advancement of organizational goals and alignment with community need through project or activity implementation. (3 points) 3. Readiness to implement the project or activity. (3 points) 4. Measurement and evaluation of project or activity outcomes. (3 points) 5. Impact of project or activity on future programming or vision for sustaining effort. (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 City funding programs support organizations and activities that demonstrate a 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 received through the GARE Regranting program will be scored by a panel composed of representatives from the Arts and Cultural Affairs Advisory Commission and / or the Accessibility, Engagement, and Inclusion (AEI) Working Group of the City's Arts & Culture Master Plan. The 7- member Arts and Cultural Affairs Advisory Commission will 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 provide a performance report within 60 days of the end of the funding cycle no later than August 31, 2023. Applicants can elect to provide this report online as a traditional written report or as a public presentation. 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. APPLICATION ACCESS 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. Project or Activity Description and Use of Funds: 3 points 3 2 1 Description of the project or Description of the proposed project Activity description fails to activities to be conducted is clear. or activities is satisfactory and communicate what the grant funds Proposal epitomizes the funding loosely aligns with the funding will support. It is unclear how the program's purpose and goals and program's stated purpose. Budget activities or project proposed will aims to maximize the impact of and proposed use of funds are elevate or empower BIPOC engaging BIPOC voices. Use of slightly disproportionate to project creatives and culture. Proposed grant funds is well defined and scope; some expenses are use of funds include numerous appropriate to the scope of the ineligible for grant support. ineligible expenses. project. 2. Advancement of Organizational Goals and Alignment with Community Need: 3 points 3 2 1 Proposed activities directly align Activities as proposed loosely align Proposed activities do not align with with the applicant's mission and with the applicant's mission and the applicant's mission and do not vision. Applicant demonstrates a long-term goals. Understanding of advance the applicant's long-term clear understanding of the the community need(s) is organizational goals. The applicant community need(s) and provides a satisfactory. The potential impact of does not identify or fails to clearly strong argument for how the the proposed activity is limited. explain how the proposed activities proposed activities will address the address a community need. need(s). 3. Readiness to Implement: 3 points 3 2 1 Timeline provided demonstrates Proposed activity timeline is Timeline of tasks is insufficient in thoughtful planning and detailed generally defined but some key comparison to activity scope and consideration of major tasks tasks are overlooked or not goals, raising concerns about needed for successful considered. Identification of key project achievability. Key personnel implementation within the funding implementation personnel is limited are not identified. BIPOC voices are period. Key personnel involved with compared to project scope. BIPOC not prioritized in development or the proposed activities are representation is sparse. delivery. identified or planned for and their involvement has been explicitly considered. BIPOC voices are centered. 4. Measurement and Evaluation: 3 points 3 2 1 Applicant clearly defines Activity outcomes are vaguely Evaluation methods and measures meaningful outcomes and identifies defined and performance indicators are weak, unclear, or inadequate. performance indicators that the are insufficient. Methods for Performance indicators are not proposed activities aim to achieve. measuring and evaluating project identified. Methods to measure and evaluate outcomes are overly general or success are logical and feasible for irrelevant to the project. the activity scope. 5. Imoact on Future Proarammina or Vision for Sustainina Effort: 3 Doints Applicant provides a clear vision for Proposed activities generally align The applicant does not consider how the proposed activities align with the applicant's long-term how the proposed activities or with their long-term planning planning and offer limited potential project may impact future strategies or how activities may to inform future programming. programming or be continued inform future programming. Considerations on continuing beyond GARE funding. Strategies to sustain activities are activities beyond GARE funding are defined or offered. limited. THE CITY OF DUB E Masterpiece on the Mississippi DESCRIPTION City of Dubuque, Iowa ARTS AND CULTURE GRANT PROGRAM FOR GARE REGRANTING FY 2023 FUNDING APPLICATION OVERVIEW Through this non -recurring program, the City of Dubuque regrants funds from the Government Alliance on Race and Equity (GARE) to support the work of eligible Dubuque non-profit organizations to empower and elevate Black, Indigenous, and People of Color (BIPOC) creativity and culture. The program seeks to provide funding that will result in public -facing arts and cultural programs and activities that aim to diversify representation, cultivate belonging, and create an equitable community of choice. APPLICATION SUBMISSION Applications must be submitted online no later than 11:59PM on Friday, May 27, 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 cityofdubugue.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. * • Organization that operates as a nonprofit, tax-exempt 501(c)(3) in the city of Dubuque. • Group with its own specific mission, governing structure, and budget operating in the city of Dubuque under the umbrella of a fiscal agent. • Established group operating in the city of Dubuque in service to the broader community. 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 umbrella of another 501(c)3, upload a letter signed by an authorized representative of the fiscal sponsor that affirms the relationship. 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 Applicant's Current Leadership Personnel * This list must include those directly involved with the development and implementation of the proposed project; this could include staff, volunteers, board of directors, etc. Include name, role, and duration of appointment. Limit to 1 page. PROPOSAL NARRATIVE 1. Describe the project or activities to be conducted and how funding support for said activities will empower and elevate BIPOC creatives and culture in Dubuque? Max. 3,000 characters including spaces • Budget information provided in the `Expense Budget' section will also be considered in the Project Description score. 2. Discuss how the proposed activities align with the applicant's organizational goals and meet a community need. * (3 points) Max. 3,000 characters including spaces 3. Provide a timeline of activities and identify key staff, volunteers, and others who will be involved in carrying out those activities. Briefly describe how these persons were selected to be involved. * (3 points) Max. 3,000 characters including spaces • If key personnel have yet to be identified, discuss plans to identify and engage these persons and their role in the proposed activities. 4. How will the applicant define and measure the success of the project or activities? * (3 points) Max. 3,000 characters including spaces 5. How will these activities advance the applicant's future programming or be sustained beyond GARE funding? * (3 points) Max. 3,000 characters including spaces PROJECT BUDGET 1. Grant Request Expenses List eligible expenses to be funded by the grant request, including a description and the dollar amount for each. Round to the nearest dollar. 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. The online application features a 2-column table that allows the applicant to add unlimited rows based on the itemized eligible expenses to be covered by the grant. The columns provide space for 1) `Expense Description' and 2) the `Grant Request Amount' associated with the associated expense description. 2. Match Expenses Detail the expenses to be covered by 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. The online application features a 5-column table that allows the applicant to add unlimited rows based on the itemized matching funds secured or anticipated to support the project or activity. The columns provide space for 1) Expense Description, 2) Cash Match Amount, 3) In -kind Value Amount, 4) Source of the Cash or In -kind Support, and 5) to enter whether the matching support is secured or pending. Reminder: A match is NOT required. However, it is anticipated that applicants may have expenses beyond the maximum grant award and additional funds from other sources may be needed. To demonstrate a proposal's full scope, additional expenses to be covered by other sources should be listed here. 3. Estimated Total Project Cost Enter the total estimated costs related to the proposal. 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. The online application features a single, fillable field for the estimated total project or activity cost to be entered.