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Application Guidelines for the Arts Operating Recovery Subgranting Program funded by the National Endowment for the Arts American Rescue Plan Act
City of Dubuque City Council Meeting Action Items # 04. Copyrighted November 7, 2022 ITEM TITLE: Application Guidelines for the Arts Operating RecoverySubgranting Program funded by the National Endowment for the Arts American Rescue Plan Act SUMMARY: City Manager recommending City Council approve the program materials establishing the application guidelines and requirements for the National Endowment for the Arts' American Rescue Plan Act funded `Arts Operating Recovery Subgranting Program'. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Application Guidelines for NEAARPAArts Operating Recovery Subgrant Program Funds-MVM Memo Application Guidelines for NEAARPAArts Operating Recovery Subgrant Program Funds Proposed Application Materials for NEA ARPA Arts Operating Recovery Subgrant Program Type City Manager Memo Staff Memo Supporting Documentation Dubuque THE CITF DUjB_E AIMA�rp'ica Cih 'ux 0' l��l. Masterpiece2on the Mississippi 200-2013 2017*2019 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Application Guidelines for the Arts Operating Recovery Subgranting Program funded by the National Endowment for the Arts American Rescue Plan Act DATE: October 31, 2022 Arts & Cultural Affairs Coordinator Jenni Petersen -Brant is recommending City Council approve the program materials establishing the application guidelines and requirements for the National Endowment for the Arts' American Rescue Plan Act funded `Arts Operating Recovery Subgranting Program'. The Arts Operating Recovery subgrant program is a one-time, restricted funding opportunity aimed at assisting the health and diversity of Dubuque's nonprofit arts sector in response to economic and community impacts of the COVID-19 pandemic. As such, Staff carefully researched and principally crafted to federal requirements a notice of funding guidelines, applicant questions, and scoring rubric to proceed with the subgranting of the operating support funds ($435,000). Materials were thoroughly reviewed by a grants -focused subcommittee of the Commission to ensure alignment with federal mandates, equitable funding best practices, reasonable application flow, and community needs. Materials were then approved by the Commission on Tuesday, October 25, 2022. I concur with the recommendation and respectfully request Mayor and City Council approval. Mich el C. Van Milligen If 0 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 Laura Merrick, Communications and Grants Administration Assistant Teri Goodmann, Director of Strategic Partnerships Justin Thiltgen, Technical Grant Analyst/Assistant Dubuque THE CITY OF E 811•Aneein Ce NI1OF ' III®' � Masterpiece on the Mississippi 2007+2012*2013 2017*2010 TO: Michael C. Van Milligen, City Manager FROM: Jenni Petersen -Brant, Arts & Cultural Affairs Manager 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 the Arts Operating Recovery Subgranting Program funded by the National Endowment for the Arts American Rescue Plan Act DATE: October 31, 2022 INTRODUCTION The purpose of this memorandum is to seek approval of program materials establishing the application guidelines and requirements for the National Endowment for the Arts' American Rescue Plan Act funded `Arts Operating Recovery Subgranting Program'. BACKGROUND On November 18, 2021, the City of Dubuque's Office of Arts & Cultural Affairs announced receipt of a $500,000 award from the National Endowment for the Arts (NEA) Local Arts Agency (LAA) Subgranting Program supported by the American Rescue Plan Act (ARPA) to help the arts and culture sector recover from the pandemic. $435,000 of the award is directed to a new subgrant program that supports the arts operations of eligible local nonprofit organizations. Additionally, the award provides $15,000 for the creation of a pilot program to support individual creatives in arts -based projects that further their careers and deepen their community engagement. $50,000 of the award is allocated to facilitate the management and administration of the NEA ARPA funding by the Office of Arts & Cultural Affairs in the Economic Development Department with oversight from the Arts & Cultural Affairs Advisory Commission (the Commission). DISCUSSION The Arts Operating Recovery subgrant program is a one-time, restricted funding opportunity aimed at assisting the health and diversity of Dubuque's nonprofit arts sector in response to economic and community impacts of the COVID-19 pandemic. As such, Staff carefully researched and principally crafted to federal requirements a notice of funding guidelines, applicant questions, and scoring rubric to proceed with the subgranting of the operating support funds ($435,000). Materials were thoroughly reviewed by a grants -focused subcommittee of the Commission to ensure alignment with federal mandates, equitable funding best practices, reasonable application flow, and community needs. Materials were then approved by the Commission on Tuesday, October 25, 2022. As the notice of funding communicates, eligible entities are those nonprofits operating within Dubuque city limits and demonstrating a commitment to serving the community through access to arts, arts education, arts activities, and artistic experiences. The Arts Operating Recovery subgranting opportunity differentiates from our recurring Operating Support program in various aspects. The most significant of which is offering an expanded eligibility scope that supports a broader range of nonprofit organizations as well as non-academic entities within institutions of higher education with standalone ongoing public -facing arts programs or arts -related activities. Funding requests are capped at 50% of the entity's arts -focused operations costs, not to exceed $25,000. No match is required. Allowable funds are restricted to the support of day-to-day arts -focused operations expenses including: • Salary support, full or partial, for one or more staff positions. • Fees/stipends for artists and/or contractual personnel for services they provide for specific activities in support of the organization's general operations. • Costs associated with health and safety supplies for staff and/or visitors/audiences (e.g., personal protective equipment, cleaning supplies, hand sanitizer, etc.). • Facilities costs such as rent and utilities (e.g., electric, phone, gas bills). • Marketing and promotion costs. • Indirect costs. The period of performance, or funding cycle, in which eligible expenses must be incurred is January 1 — December 31, 2023. 100% of the subgrant award will be distributed upon execution of a subgrant agreement provided by the City and receipt of an invoice from the respective subgrantee. Subgrantees will be required to submit a final report at the close of the funding cycle. Additional program guidelines and processes are outlined in the notice of funding (including opportunity timeline and processes), scoring rubric, and application questions provided. BUDGETIMPACT There is no new budget impact. The Arts Operating Recovery subgranting program is fully funded by the National Endowment for the Arts' American Rescue Plan Grants to Local Arts Agencies for Subgranting award. RECOMMENDATION/ACTION STEP I respectfully request that the provided Arts Operating Recovery subgranting program administration materials be reviewed and approved by City Council. Upon approval, staff will proceed with the release of said materials, promotion of the opportunity, and begin accepting applications. Memo drafted by Laura Merrick, Communications and Grants Administration Assistant. Cc: Laura Merrick, Communications and Grants Administration Assistant Jill Connors, Economic Development Director Teri Goodman, Director of Strategic Partnerships Justin Thiltgen, Technical Grant Analyst/Assistant Jenny Larson, Director of Finance and Budget U DFB E Masterpiece on the Mississippi NATIONAL ENDOWMENT L 0 %10-'ARTS arts,gov CITY OF DUBUQUE & NATIONAL ENDOWMENT FOR THE ARTS AMERICAN RESCUE PLAN ACT ARTS OPERATING RECOVERY SUBGRANT PROGRAM NOTICE OF FUNDING OPPORTUNITY & REQUIREMENTS OVERVIEW The City of Dubuque is pleased to announce the Arts Operating Recovery subgrant program, a one- time limited funding opportunity made possible through the National Endowment for the Arts (NEA) via American Rescue Plan Act (ARPA) resources. The City of Dubuque is serving as a Local Arts Agency (LAA) to subgrant $435,000 in federally awarded funds. Funds will be distributed to support day-to- day operating costs of arts, arts education, arts activities and/or artistic experiences facilitated by eligible nonprofit organizations operating within Dubuque city limits. FUNDING FOCUS & PRIORITIES The Arts Operating Recovery subgrant program aims to assist Dubuque's non-profit arts activities in response to economic and community impacts of the COVID-19 pandemic. Funds can only be used to support day-to-day arts operations that increase the community's access to a wide range of diverse arts experiences which broadly foster economic activity, promote citizen engagement, and cultivate an equitable community of choice. As this program differs from the City of Dubuque's annual Arts & Culture Operating Support program, there are additional requirements to receive this federal funding. Carefully review the eligibility, allowable costs, reporting requirements, and TERMS & CONDITIONS before completing the application. TIMELINE Application Open: (Application is available on SlideRoom) Friday, November 11, 2022 Informational Webinar: GoToWebinar I Registration is free. Friday, November 18, 2022 @ 2:00 PM Office Hours: See schedule of virtual office hours. Application Deadline: Friday, December 16, 2022 by 11:59 PM Award Notification: February 2023 Disbursement of Funds (anticipated): March 2023 Funding Cycle / Period of Performance: January 1, 2023 — December 31, 2023 APPLICATION SUBMISSION General information regarding the Arts Operating Recovery subgrant is available at the City of Dubuque's website. The application is available via Slideroom, an online application portal; there are no fees to apply or setup a Slideroom applicant account. Applications must be submitted online no later than 11:59 PM on Friday, December 16, 2022. The applicant is solely responsible for the content and timely submission of the application. Include only the materials requested in the online application. Late, incomplete or ineligible applications WILL NOT be accepted. Likewise, changes or the addition of materials to an application after the submission deadline WILL NOT be accepted, unless requested by Staff. ELIGIBILITY CRITERIA Dubuque -based nonprofit organizations that provide the general public with programs or activities in areas directly concerned with the arts (music, theater, dance, visual arts...), arts education, art activities, or arts experiences are eligible to apply if the organization meets the following criteria: • Headquartered and/or operating within the city limits of Dubuque since March 17, 2020, or earlier. • Is recognized as a tax-exempt 501(c)3 with ongoing public facing arts programs/departments/sections/offices or arts -related activities that is either: o A non-profit organization with dedicated arts programs as all or part of their mission o Standalone non-academic units/venues within institutions of higher education • Has a Unique Entity Identifier (UEI): Organizations MUST have a valid UEI to receive federal funding (previously a DUNS number). Learn more here. Additional considerations • Current recipients of a City of Dubuque Arts & Culture Operating Support, Special Project grant, and/or other arts and culture grant funding, and applicants that will apply for the 2024 grant cycle, are eligible to apply for this one-time NEA-funded program. • If receiving ARPA funds from other sources, the applicant may apply ONLY for specific general operating support not already covered by other federal funds. *Expenses to be covered by this program may NOT overlap with any other ARPA or federal funds. • Applicants must verify that they are not excluded or disqualified from doing business with the federal government. Each applicant will be required to complete a self -certification that participants in the award are not disbarred, suspended, or have any other exclusions or disqualifications. Click here to learn more. • Applicants must agree to abide by the NEA's Nondiscrimination, Environmental and Preservation, and Other National Policies (Appendix C). • Applicants must meet or be willing to meet accessibility requirements by having a section 504 accessible workbook on file. (Section 504 Self Evaluation Workbook) INELIGIBLE APPLICANTS • Individuals • For -profit organizations or businesses • Nonprofit organizations whose primary mission is focused on religious, political, or athletic activities • Public and private schools that serve grades pre-K through 12 • Academic departments or non -arts units within institutions of higher education • Organization that uses a fiscal agent or the nonprofit, tax-exempt status of another organization • An organization with an outstanding final report associated with previous grant awards from FY22 or prior Office of Arts & Cultural Affairs funding opportunities 2 FUNDING GUIDELINES The total funds to be subgranted through the Arts Operating Recovery subgrant program is $435,000. No match is required. Funding requests are capped at 50% of the organization's arts operations budget, not to exceed $25,000. Funding levels will be impacted by the number of eligible applicants and how applications score. While applicants may request the maximum award amount, final awards may be less than requested. Applications with the lowest scores may not be recommended for funding. ARTS OPERATING RECOVERY FUNDS CAN ONLY COVER ALLOWABLE EXPENSES INCURRED DURING THE PERIOD OF PERFORMANCE (January 1, 2023 — December 31, 2023). Operating expenses related to public art must comply and be approved by the City of Dubuque and the National Endowment for the Arts for its potential impact on historic properties/districts/sites and the environment to fulfill responsibilities and obligations under the National Historic Preservation Act (NHPA) and the National Environment Policy Act (NEPA), respectively. Subgrants for public art projects will be considered pending until all parties have fully approved the specific operations. ALLOWABLE COSTS Funds are intended to support day-to-day general business expenses/operating costs for arts, arts education, arts activities, and/or artistic experiences. Allowable costs are limited to any or all of the following costs: • Salary support, full or partial, for one or more staff positions. * Subgrant funds may be used to support salaries or wages for one or more jobs, including existing and new jobs, or restoring jobs that were furloughed or eliminated due to the pandemic that are dedicated to the general operations of the arts activities of the organization. Institutions of higher education are only eligible to apply to support jobs whose main function is providing or supporting public programming. Funds cannot be used to support academic positions. • Fees/stipends for artists and/or contractual personnel for services they provide for specific activities in support of the organization's general operations. *Services must be part of the organization's regular, day-to-day work in support of the organizational mission and cannot be for a new or special project or program. • Costs associated with health and safety supplies for staff and/or visitors/audiences (e.g., personal protective equipment, cleaning supplies, hand sanitizer, etc.). *These are the only supplies that can be funded through this subgrant. • Facilities costs such as rent and utilities (e.g., electric, phone, gas bills). *Costs related to home offices, upgrades to HVAC/ventilation systems, and other capital improvements are unallowable. • Marketing and promotion costs. • Indirect costs. An approved indirect cost rate negotiated with the Federal government may be used, or if no rate exists, a de minimis indirect cost rate of up to 10% of modified total direct costs. *For example, overhead, administrative, or general operating expenses that are not readily identifiable with, or are difficult to assign to, a specific project, but nevertheless are necessary to the operation of the organization, the performance of its activities, and the execution of its projects. 3 Examples of Allowable Costs • A museum contracts with security guards for ongoing protection of the collection (a regular function of the museum's operations). • An organization hires/contracts with IT experts to address its website as part of ongoing marketing and promotion (an allowable cost), or to upgrade technology to improve virtual engagement. • An arts education organization whose day-to-day work is developing and presenting educational programs contracts with a teaching artist to design or deliver a program. • An organization hires/contracts tech support to carry out its ongoing virtual activities in response to COVID-19, including individuals to provide expertise in the areas of staging, lighting, or sound. UNALLOWABLE COSTS • Alcoholic beverages. • Commercial (for -profit) enterprises or activities, including concessions, food/drink, clothing, artwork, or other items for resale, including online or virtual sales/shops. • Construction, purchase, or renovation of facilities. • Costs supported by any other federal funding ("double dipping"), including funds received directly from a federal agency or indirectly from a pass -through organization. • Expenses related to compensation to foreign nationals when those expenditures are not in compliance with regulations issued by the U.S. Treasury Department of Foreign Assets Control. • General fundraising. • General miscellaneous or contingency costs. • Land purchase costs. • Lobbying, including activities intended to influence the outcome of elections or influence government officials regarding pending legislation either directly or through specific lobbying appeals to the public. • Rental costs for home office workspace owned by individuals or entities affiliated with the applicant organization. • Social activities such as receptions, parties or galas. • Subgrants to replace lost revenue. • Travel costs. • Vehicle purchases. • Visa costs paid to the U.S. government. • Voter registration drives and related activities. • All other costs that are unallowable per 2 CFR 200 and other laws. SUBGRANT REVIEW PROCESS Eligibility Review: The City of Dubuque's Arts and Culture staff will initially review each application for completeness and compliance with eligibility requirements. Competitive Panel Review: Eligible applications are reviewed and scored by a panel composed of representatives independent of the Arts and Cultural Affairs Advisory Commission and City staff. Scoring and allocation recommendations are presented, reviewed, and voted on by the Arts and Cultural Affairs Advisory Commission before advancing to City Council for approval. Scoring: Applications are reviewed and scored on a weighted scale. The scoring criteria and matrix is available here. IMPORTANT NOTE: Applications will be reviewed for "Artistic Merit" and "Artistic Excellence" as a requirement of the NEA (20 USC Sec. 951 et seq.). 19 Review of Risk: Each applicant's risk of noncompliance with federal statutes, regulations, and the terms and conditions of the subgrant will be evaluated. This may include past performance on subgrants, meeting reporting deadlines, compliance with terms and conditions, audit findings, etc. Specific subgrant conditions to mitigate risk, if appropriate, will be imposed (2 CFR 200.332(b), (c), and (e)). NOTIFICATIONS, AGREEMENT AND PAYMENT Letters of notification will be sent to all applicants in February 2023, accompanied by an agreement if subgranted funds are recommended. Appropriate stipulations will be established in each subgrantee's agreement, as needed. The agreement must be signed to assure compliance with the Arts Operations Recovery subgrant and returned by the deadline communicated in the award notification. Organizations subgranted funding will have their names publicized. Subgrants will be paid in full (100%) upon execution of the subgrant agreement, receipt of an invoice, and additional documentation as needed (e.g., Vendor Setup Form, W-9). Subgrant funds must be used ONLY for the purpose described in the proposal and incurred during the period of performance. Any changes or modifications to the purpose must be reported to the City of Dubuque in advance. MONITORING Activities of subgrantee will be monitored as necessary to ensure that subgrants are used for authorized purposes, in compliance with federal statutes, regulations, and the terms and conditions of the subgrant; and that subgrant performance goals are achieved (2CFR 200.332(d -h)). This includes the review of financial and performance reports. REPORTING Each subgrantee is required to submit a final report providing a detailed description of the funded activities, participation statistics and demographics, sample marketing and program materials, and an accurately documented fund expenditure budget that aligns with the submitted budget. A sample final report will be provided with the subgrant announcement, and a notification will be sent to subgrantees when the final report form is available online. RECORD RETENTION & ACCESS The applicant, if subgranted funds, agrees to retain all financial records, supporting documents, statistical records and all other non -Federal entity records pertinent to the Arts Operating Recovery federal subgrant for a period of three years beyond the end date of the City of Dubuque's period of performance (05/2024) as an LAA (2 CFR 200.344). Subgrantees must permit the City of Dubuque and its auditors access to records and financial statements, as necessary, to ensure compliance with federal award requirements (2 CFR 200.332 (a)(5), .334 and .337). CLOSEOUT Applicants, if subgranted funds, must submit a final report within 30 days after the end of period of performance ends -- no later than Wednesday, January 31, 2024. If funds are not used, or funds are used for unauthorized/unallowable costs or activities, the subgrantee must return the funds to the City of Dubuque. ACKNOWLEDGEMENT Art Operating Recovery subgrants are funded by a National Endowment for the Arts' American Rescue Plan Plan grant to Local Arts Agencies. Subgrantees must clearly acknowledge support from the National Endowment for the Arts AND the City of Dubuque on all materials (printed or electronic) associated with the funded activities, such as programs, press releases, social media posts, promotions, etc. Such acknowledgment should noticeably indicate that funds were provided for arts 5 operating support and should not be used to show support for a project or activity outside the scope of funding. Access acknowledgment resources here. TERMS AND CONDITIONS Applicants must be prepared to comply with flow -down federal regulations and policy requirements, as outlined by the NEA's Specific Terms and Conditions, Appendix C. Compliance includes but is not limited to prohibiting discrimination, ensuring accessibility, and protecting environmental and historical resources. Review the full Terms and Conditions carefully to ensure the organization can implement the subgrant in full accordance with all federal regulations and policy requirements. ACCESSIBILITY, TECHNICAL ASSISTANCE AND QUESTIONS We are committed to making our programs and services accessible to everyone. Please contact Laura Merrick, the Communications and Grants Administration Assistant with the Office of Arts and Cultural Affairs, at 563.690.6059 or Imerrick(a)_cityofdubugue.org to request accommodations, translation, interpretation, or other assistance, including technical support or questions to complete the application. Requests for accommodations made after the subgrant deadline cannot be honored. '-9 T1-IF �rry nx Dui E Masterpiece. oyt bl c Mississippi NATIONAL ENDOWMENT L ° ARTS arts.gov CITY OF DUBUQUE & NATIONAL ENDOWMENT FOR THE ARTS AMERICAN RESCUE PLAN ACT ARTS OPERATING RECOVERY SUBGRANT PROGRAM SCORING CRITERIA & MATRIX *Note: Grant reviewer will use this matrix as a guide to scoring all Arts Operating Recovery applications. This document is not part of the application; it is for informational purposes only. Statement of Need — 3 points (10%) Does the organization present a clear case for need as to how the funds will support day-to-day arts focused operating expenses? Is the prc osed use of funds evident and apprc riate? 3 2 1 Statement of need is fully Statement of need is moderately The need for funds is not well communicated and supported. supported. demonstrated. Plans to utilize funds are very Plans to utilize funds are sufficiently Plans to utilize funds are not strongly presented and proposed presented. clearly presented. Funds are use of funds fall within allowable proposed for application to expenses. unallowable expenses. Artistic Excellence — 3 points (25%) Does the organization deliver high -quality, innovative, and meaningful arts focused activities/experiences? Is the delivery of such activities/experiences being led by experts in their field? 3 2 1 Activities show significant Activities demonstrate conventional Activities show minimal creativity creativity or innovation with arts activities and experiences with and innovation or are not arts considerable potential for broad, limited potential to positively impact focused. The local community long-term impact to positively quality of life for the local impact of the arts activities and impact quality of life and equity community and beyond. experiences offered by the indicators for Dubuque residents applicant is ambiguous or and beyond. Artistic backgrounds of individuals nonexistent. and/or groups involved in the Expertise and backgrounds of planning and delivery of activities The artistic backgrounds of the individuals and/or groups have moderate potential for individuals and/or groups involved in the planning and supporting high caliber execution of involved in the planning and delivery of activities likely to activities and experiences. delivery, or the processes for facilitate high caliber execution identifying those persons, do not of activities and experiences. support artistic excellence. Artistic Merit — 3 points (25%) Does the organization communicate and apply the value and benefits of their arts focused work for maximum community impact? Does the community demonstrate buy -in for the organization's work? 3 2 1 The organization maximizes its Community needs are identified but Community needs are not clearly potential to address specific planned worked lacks in specificity identified and planned work is community needs through in how mission and activities ambiguous or mismatched to diverse activities aligned with its address those needs. mission and resources. mission and capacity. Community support is limited or Community support outside of Broad and diverse community selective. the organizational structure is support is evident. minimal. Organization Oversight & Fiscal Competence — 3 points (20%) Does the organization demonstrate effective oversight to advance the mission and the capacity to apply the funds effectively? Do the budget history, current financial position, and future planning demonstrate fiscal competence? 3 2 1 Applicant exhibits sustainable The applicant's management Organizational management management that advances or structure falls short of programmatic appears inconsistent or meets the programmatic needs or operational scope and mission. ineffectual for the stated scope of the organization's mission and and mission. scope. Financial health as communicated is stable with some areas of The applicant leans toward poor The financial health has been concern. financial health, or the fiscal coherently expressed and position cannot be clearly exhibits a strong standing with determined. no potential concerns. Diversity, Equity, Inclusion, and Accessibility (DEIA) — 3 points (20%) Does the organization demonstrate diverse, equitable, inclusive, and accessible practices through sufficient examples of how DEIA is incorporated into its activities and outreach? 3 2 1 The applicant provides Applicant offers limited examples of The applicant fails to provide comprehensive examples of integrating DEI practices into the supportive examples of DEIA integrating DEIA practices into planning and delivery of its activities practices in either planning or the planning and delivery of its and outreach to underserved engagement aspects of its activities and outreach to populations. activities and outreach to underserved populations. underserved populations. 2 NY OF E Masterpiece on the Mississippi Arts Operating Recovery Subgrant The City of Dubuque is pleased to announce the Arts Operating Recovery subgrant program, a one-time limited funding opportunity made possible through the National Endowment for the Arts (NEA) via American Rescue Plan Act (ARPA) resources. The City of Dubuque is serving as a Local Arts Agency (LAA) to subgrant $435,000 in federally awarded funds. Funds will be distributed to support day-to-day operating costs of arts, arts education, arts activities and/or artistic experiences facilitated by eligible nonprofit organizations operating within Dubuque city limits. The Arts Operating Recovery subgrant program aims to assist Dubuque's non-profit arts activities in response to economic and community impacts of the COVID-19 pandemic. Funds can only be used to support day-to-day arts operations that increase the community's access to a wide range of diverse arts experiences which broadly foster economic activity, promote citizen engagement, and cultivate an equitable community of choice. As this program differs from the City of Dubuque's annual Arts & Culture Operating Support program, there are additional requirements to receive this federal funding. Please carefully review the NOTICE OF FUNDING (https://www.cityofdubuque.org/DocumentCenter/View/53100/COD_NEA-Arts-Operating- Recovery-Notice-of-Funding) and TERMS & CONDITIONS (https://www.cityofdubuque.org /DocumentCenter/View/53109/COD_NEA Arts -Operating -Recovery -Terms -Conditions) before completing the application. APPLICATION INSTRUCTIONS: A free SlideRoom applicant account is required to apply. Applications must be submitted via SlideRoom no later than 11:59 PM on Friday, December 16, 2022. The applicant is solely responsible for the content and timely submission of this subgrant. Include only the materials requested in the online application. Late, incomplete or ineligible applications WILL NOT be accepted. Likewise, changes or the addition of materials to an application after the submission deadline WILL NOT be accepted, unless requested by Staff. We are committed to making our programs and services accessible to everyone. Please contact Laura Merrick, the Communications and Grants Administration Assistant with the Office of Arts and Cultural Affairs, at 563.690.6059 or Imerrick@cityofdubuque.org to request accommodations, translation, interpretation, or other assistance, including technical support or questions to complete the application. Requests for accommodations made after the subgrant deadline cannot be honored. This program contains: • Forms (6) • Attachments (4) • Media (up to 5) Application Preview FORMS 2 Applicant Contact Information - NEA ORG 1. Legal Name of Organization: Enter the name of the eligible entity submitting the application/proposal. 2. Doing Business As (DBA) Name: Enter if different from the legal name. 3. Employer Identification Number (EIN): 4. Unique Entity Identifier (UEI) Number / SAM Number: ALL organizational applicants who apply for an Arts Operations Recovery subgrant are required to have a UEI number before receiving grant funds. The Unique Entity ID is a 12-character, alphanumeric ID assigned to an entity by SAM.GOV. UEI numbers have replaced the DUNS number --organizations who previously used DUNS must now register for their UEI at SAM.GOV. Learn more at https://sam.gov /content/home. You may still apply if you do not currently have a UEI number. To indicate that the organization is in the process of registering for a UEI, enter "UEI is in the works" below. However, funds will not be dispersed until the organization's UEI has been provided to the City's Arts and Cultural Affairs Office. 5. Mailing Street Address: Use format: street address, city, state zip. 6. Physical Street Address: Enter the physical street address if different than the mailing address. Use format: street address, city, state zip. 7. Website 8.Facebook 9. Instagram, or other social media platform 10. Name of Executive Director or Board Chair: 11. Email of Executive Director or Board Chair: 12. Phone of Executive Director or Board Chair: 13. Name of Grant Coordinator (if different from above): 14. Email of Grant Coordinator (if one is noted): 15. Phone of Grant Coordinator (if one is noted): ® Eligibility Information - NEA ORG 1. Does the organization operate, or is it headquartered within the city limits of Dubuque? 2. What year was the organization founded? 3. Provide the organization's mission or purpose. 4. Summarize the organization's activities/programs and populations served. 5. If arts, arts education, arts activities, and/or arts experiences are not part of the organization's primary mission, describe ways the arts are integrated into day-to-day operations/ongoing activities. If the response to the above question doesn't include arts activities, please complete this question. 6. What artistic disciplines does the organization's activities support? (Select all that apply) Does the organization meet the accessibility requirements by haveing a section 504 accessible workbook on file? Federal policies require that organizations must be accessible to people with disabilities to receive funding by having a Section 504 Self -Evaluation Workbook on file. The workbook is available at https://www.arts.gov/sites/defau It/fi les/N EA-SECTI ON-504-Self-Eval uation-Workbook-Jan2022. pdf. An organization may still apply, but if awarded funds, the organization will need to complete, submit to the Office of Arts & Cultural Affairs, and keep the Section 504 Self -Evaluation Workbook on file before funds are disbursed. 8. Is the organization currently, or ever been, disbarred from receiving federal funds? If you are unsure, you can self -certify at https://www.dol.gov/agencies/ofccp/debarred-list. 9. If applicable, do the organization's arts operations support activities outlined in the National Historic Preservation Act of 1966? Per Section 106 of the National Historic Preservation Act, applicants initiating art projects in locations eligible for or listed on the National Register of Historic Properties must identify that intention. Learn more about the National Historic Preservation Act of 1966 at https://www.gsa.gov/real-estate/historic- preservation/historic-preservation-policy-tools/legislation-policy-and-reports/section-106-national- h isto ric-preservation-act-of-1966. This question may have follow-up questions. ® Organizational Summary - NEA ORG 1. Total number of current Full -Time Paid Staff, all or partially dedicated to arts activities: 2. Total number of current Part -Time Paid Staff or Independent Contractors, all or partially dedicated to arts activities: 3. Total number of current Board Members: 4. Total number of current Non -Board Volunteers: 5. Describe how Staff, Board Members, and Volunteers represent the communities the organization serves. 6. Total number of Artists/Creatives actively participating in the creation of arts activities annually: 7. Total number of individuals served via the organization's arts activities annually: 8. Indicate the average number of days that arts related operational activities, back of house or public facing, are facilitated by the organization in a typical year: 9. To better understand the organization's financial position, please choose the one category that best describes the organization's current level of financial strain: 10. Does the organization serve underserved populations such as those whose opportunities to experience the arts are limited by ethnicity, economics, geography, or disability? ® Proposal - NEA ORG 1. Describe the need for the Arts Operations Recovery funding related to the organization's arts activities. 2. Discuss how the proposed use of funds will mitigate COVID-19's impact on the organization and drive anticipated future outcomes related to the organization's arts activities. For example, describe how the subgrant funds will be used to support jobs and/or sustain arts operations. 3. Describe the programs produced by the organization that serves the community through arts, arts education, and/or artistic experiences during the period of performance. Share how the programs represent high -quality, innovative, and meaningful experiences and details on the populations served. 4. How will the organization ensure that those delivering ongoing programs create meaningful arts experiences of the planning and artistic processes. 5. How do the arts, arts activities, arts education, and/or artistic experiences offered by the organization benefit the populations previously identified? The organization might touch the lives of thousands, or it might follow and transform the lives of a few. Tell us about it. 6. How does the community demonstrate support and investment in the organization and its work in the fields of arts, arts activities, arts education, and/or artistic experiences? 7. How has the organization addressed current challenges to its mission work and fiscal health as a result of the pandemic? How is the organization planning for the future (strategic planning or long-range goal efforts) operationally and financially? 8. Describe ways in which the organization's arts activities are diverse, equitable, inclusive, and accessible. How does the organization work with underserved communities that have been historically marginalized? The answer should not focus exclusively on giving away tickets or using an ADA-accessible facility. For example, in addition to utilizing a physically accessible venue, how will the organization ensure that people with disabilities can participate in and benefit from your programming? This might include providing ASL interpretation, captions, and/or audio descriptions for events/performances, visual/audio descriptions, or tactile models of artwork. ® Finances - NEA ORG 1. What is the organization's annual current operating budget for arts activities? 2. Upload the completed Arts Operating Budget History Form. The form can be downloaded at http, ://www.cityofdubuque.org/DocumentCenter/View/53111 /COD_NEA _-Arts-Operating-Budget-History- Form. Label the attachment so that it identifies the organization appropriately: Name of Organ ization_Document Content (i.e., City_Financial Snapshot). 3. Amount of funding request: Funding requests are capped at 50% of the organization's arts operations budget, not to exceed $25,000. Enter a whole number dollar value. 4. Which support categories of funding are being requested? (Select all that apply) 5. Upload a PDF of the completed Arts Operating Recovery Request Form. Complete the form with itemized eligible expenses the requested Arts Operating Recovery subgrant funds cover. Include a brief description of each expense, current expenses for the position/category, projected/proposed expenses, and the amount the Arts Operating Recovery funding requested for that item. Round to the nearest dollar. The form can be downloaded at https://www.cityofdubuque.org/DocumentCenter/View/53112 /COD_NEA _Arts-Operating-Recovery-Req uest-Form. Label the attachment so that it identifies the organization appropriately: Name of Organ ization_Document Content (i.e., City_Arts Operations Recovery Request Form). 6. Upload a PDF of the organization's most recent year-to-date Profit & Loss statement for ARTS OPERATIONS ONLY. Label the attachment so that it identifies the organization appropriately: Name of Organ ization_Document Content (i.e., City_P&L). 7. Upload a PDF of the organization's most recently completed fiscal year Profit & Loss statement or 990 for ARTS OPERATIONS ONLY. Label the attachment so that it identifies the organization appropriately: Name of Organ ization_Document Content (i.e., City_990). 2 Assurances - NEA ORG 1. I, as the authorizing official of the applicant, have read and understand the grant guidelines and funding policies and am aware of the required compliance with National Endowment for the Arts American Rescue Plan Act. 2. I, as the authorizing official of the applicant, certify that all representations and statements made in this application are true and correct. 3. I, as the authorizing official of the applicant, understand that further documents may be requested by the City of Dubuque to determine organizational and/or project eligibility. 4. I, as the authorizing official of the applicant, understand that all information and material submitted with this application is a public record. 5. I, as the authorizing official of the applicant, agree to acknowledge the City of Dubuque and the National Endowment for the Arts support in all materials and announcements, audio and visual, for all grant funded activities according to published logo and credit line guidelines. Acknowledgment guidelines are available here... 6. I, as the authorizing official of the applicant, request subscription to the City of Dubuque Arts & Culture News newsletter. 7. Authorizing Official Name 8. Authorizing Official Title ATTACHMENTS Files should be named to identify the applicant and upload content appropriately, Name of Organ ization_Document Content (i.e., City_501c3 Status). 1. Evidence of 501(c)3 status Provide the organization's most recent IRS issued 501(c)3 letter. 2. Proof of approved indirect cost rate Provide proof if applying for indirect funds and the organization has an approved indirect cost rate negotiated with the Federal government. 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 the organization. Limit to one (1) page when possible. 4. List of current Board of Directors Include name, officer role (if applicable), term expiration date, and major affiliations outside of the organization. In addition, include a brief statement of how board positions are filled. Limit to one (1) page when possible. PORTFOLIO Submit a high -quality media sample, such as a musical recording, image of artwork, testimonial, short video clip, etc. Examples should demonstrate the kind of arts programming the organization does and/or its impact on the community. These items may be used by the City for promotional purposes. It is understood that appropriate releases have been secured in providing these items, and the copyright is waived. If credit is required for any of the uploaded items, please provide that in the media description. Ensure that appropriate viewing permissions are given. Several options can be found online if you need to reduce your file size. Printed October 31, 2022 10:28 CST/CDT. Copyright © 2012 SlideRoom Sfi&PI00M © 2022 SlideRoom Accessibility Statement