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National Endowment for the Arts (NEA) Local Arts Agency (LAA) American Rescue Plan Act (ARPA) Arts Operating Recovery Subgrant Funding Recommendation Copyrighted February 6, 2023 City of Dubuque Action Items # 06. City Council Meeting ITEM TITLE: National Endowment for the Arts (NEA) Local Arts Agency (LAA) American Rescue Plan Act (ARPA)Arts Operating Recovery Subgrant Funding Recommendation SUM MARY: City Manager recommending City Council approval of the funding recommendation from the Arts & Cultural Affairs Advisory Commission (Arts Commission)for awards to non-profit organizations through the NEA LAAARPA-funded Arts Operating Recovery Subgrant program. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Memo to MVM re NEA LAA ARPA Arts Operating Staff Memo Recovery Subgrant Funding Recommendation Scoring and Funding Scenarios for NEA ARPA Arts Supporting Documentation Operating Recovery Subgrant Program Reference Memo to MVM re Request to Allocate City ARPA Funds for Arts Grant Program Funding Gap Supporting Documentation Dubuque THE CITY QF � All-Meriea Ciry DLT B E ; . � . � �� MaSt� Z�C� aYd t�Q Mt55ZSSZ Z zoa�•zoiz•�ai3 YP pp za��*zai� TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: National Endowment for the Arts (NEA) Local Arts Agency (LAA) American Rescue Plan Act (ARPA) Arts Operating Recovery Subgrant Funding Recommendation DATE: February 1, 2023 Arts & Cultural Affairs Manager Jenni Petersen-Brant is recommending City Council approval of the funding recommendation from the Arts & Cultural Affairs Advisory Commission (Arts Commission) for awards to non-profit organizations through the NEA LAA ARPA-funded Arts Operating Recovery Subgrant program. 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 Manager Laura Merrick, Communications and Grants Administration Assistant DubuquG iomic Development Department THE CITY OF � ;e of Arts&Cultural Affairs All•AmCPIBi Ciq� �Main St h�,h�.,"riY:"'""' zque,IA 52001 UF E ' I I�' ��56�>690 66�g3 � � 2007•2012*2013 ��'�'�'•cityofdubuque.org Masterpiece on the Mississippi 2oi�*zoi9 TO: Michael C. Van Milligen, City Manager FROM: Jenni Petersen-Brant, Arts & Cultural Affairs Manager SUBJECT: National Endowment for the Arts (NEA) Local Arts Agency (LAA) American Rescue Plan Act (ARPA) Arts Operating Recovery Subgrant Funding Recommendation DATE: January 31, 2023 INTRODUCTION The purpose of this memorandum is to provide and request concurrence with the funding recommendation from the Arts & Cultural Affairs Advisory Commission (Arts Commission) for awards to non-profit organizations through the NEA LAA ARPA-funded Arts Operating Recovery Subgrant 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 COVID-19 pandemic. $435,000 of the award is directed to the Arts Operating Recovery Subgrant program that supports the arts operations of eligible local non-profit organizations. The Arts Operating Recovery Subgrant program is a one-time, restricted funding opportunity aimed at assisting the health and diversity of Dubuque's non-profit arts activities in response to economic and community impacts of the COVID-19 pandemic. Eligible entities are non-profits operating within Dubuque city limits and demonstrating a commitment to serving the community through access to arts, arts education, arts activities, and artistic experiences. Per standard operating procedures, the funding is awarded through a competitive application process with applicants responding to program guidelines and application questions previously reviewed and approved by the Arts Commission and transmitted to City Council. Applications were reviewed and scored by a panel of volunteers independent of the Arts Commission. Administration of the grant program, from development through application review, has been overseen by Laura Merrick, Communications and Grants Administration Assistant for the Office of Arts & Cultural Affairs. Funding requests are based on an organization's arts operating expenses projected for the period of performance (January 1 — December 31, 2023). The maximum funding an organization can receive is 50% of the entity's arts-focused operations costs, not to exceed $25,000. No match was 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 • Costs associated with health and safety supplies for staff and/or visitors/audiences • Facilities costs such as rent and utilities • Marketing and promotion costs. • Indirect costs Twenty-three (23) applications were received; twenty-two (22) applicants were eligible for funding per the program guidelines. The request for funding across all eligible applications is $497,774. DISCUSSION The following volunteers served as the review panel, independently reading and scoring applications against the previously approved 15-point rubric: � Gail Chavenelle, Sheet Metal Artist and Owner of Chavenelle Studios • Sherri Edwards, Project & Grants Manager for Crescent Community Health Center � Cynthia Granse, Retired Business Professional • Paula Prader Licht, Community Impact Manager for United Way of Dubuque Area Tri-States • Marina O'Rourke Rosenow, Former Arts Commissioner, Ballet Instructor and Owner of the Academy of Ballet • Heather Runde, Middle School Teacher for Dubuque Community School District • Wendy Sweeney, Community Engagement Manager for Hills & Dales • Kim Swift, Retired High School Principal Scores, along with submitted financials and the Arts Operating Recovery Request form, were reviewed and used by staff to inform the funding scenarios provided to the Arts Commission for their consideration. The accompanying scoring and funding scenarios document, with applicants anonymously ranked by scoring, was reviewed by the Arts Commission on Monday, Jan. 30, 2023. Additional discussion during that meeting lead to formulation of an additional funding strategy (Option A.2). Funding strategies calculated based on scoring while not exceeded the budgeted $435,000 of the NEA LAA ARPA award, were as follows: • Option A - Request multipled by % of max score, rounded down to the nearest $500 for 93% max score or above and down to the nearest $1,000 for 90% max score or less. • Option A.2 - Request multipled by % of max score less $500, rounded down to the nearest increment of 10. • Option B - 98% of request multipled max score, rounded down to the nearest $250. • Option C — Tiered to fund higher ranking applications at a higher level while fully funding requests under$20,000 to extend impact on smaller organizations. Additional funding strategies proposed leveraging up to $62,774.00 in separate ARPA funds distributed to the City direct from the federal government as part of ARPA previously allocated to CIP #6052000008 to aid the recovery of `Small Business, Nonprofits, and Arts Groups'. These strategies seek more fully address identified needs of arts groups and filling funding gap between requests and available program budget calculated as follows: • Option D - Fund all requests at 100%, utilizing $62,774.00 of CIP #605000008 to fill funding gap. • Option E - Request multipled by % of max score, rounded up to nearest $100, utilizing $12,300.00 of CIP #605000008 to fill funding gap. Following discussion of all scenarios, the Arts Commission voted unanimously to recommend Option D funding awards pending approved allocation of$62,774.00 from CIP #6052000008. The Arts Commission identified Option A.2 as the recommended funding levels should use of CIP #6052000008 not be available. Option D (1St Choice, pending approved use of additional ARPA funds) • Fully addresses an expressed recovery need of eligible arts groups and arts programs to maximize community impact. • Applies $62,774 in City ARPA funds recommended for recovery support of 'Small Business, Nonprofits, and Arts Groups' and available in CIP # 6052000008. Option A.2 (2nd Choice, if additional ARPA funds are not leveraged) • Calculates funding based on objective review process while reducing all awards equally to stay within original NEA LAA ARPA award budget. • Provides all eligible applicants with some funding. Thus, the Arts Commission's Arts Operating Recovery subgrant funding recommendation is as follows: Organization 1st Choice, 2"d Choice, Option D Option A.2 Bell Tower Productions $25,000.00 $23,520.00 Boys and Girls Club of Greater Dubuque $25,000.00 $21,300.00 Colts Youth Organization $25,000.00 $23,940.00 Creative Adventure Lab, Inc. $25,000.00 $19,910.00 Dubuque Arboretum Association, Inc. $25,000.00 $21,160.00 Dubuque Area Arts Collective $20,000.00 $13,920.00 Dubuque Arts Council $25,000.00 $23,380.00 Dubuque Chorale, Inc. $25,000.00 $23,660.00 Dubuque County Fine Arts Society $12,327.00 $8,600.00 Dubuque Museum of Art $25,000.00 $22,000.00 Dubuque Symphony Orchestra $25,000.00 $23,940.00 Fly By Night Productions, Inc. $14,062.00 $12,150.00 Heritage Works, Inc. $25,000.00 $21,440.00 Julien Dubuque International Film Festival $25,000.00 $19,910.00 Key City Creative Center $25,000.00 $22,830.00 Music Men Barber Shop Chorus, Inc. $5,375.00 $3,770.00 Northeast lowa School of Music $25,000.00 $23,250.00 Rising Star Theatre Company $25,000.00 $22,000.00 St. Mark Youth Enrichment $21,010.00 $17,470.00 The Grand Opera House $25,000.00 $21,300.00 University of Dubuque Heritage Center $25,000.00 $24,250.00 Voices Productions $25,000.00 $21,300.00 TOTAL Funds to be Awarded $497,774.00 $435,000.00 The Arts Operating Recovery period of performance runs from January 1 through December 31, 2023. Subgrant recipients are required to submit a final report by January 31, 2024. BUDGET IMPACT There are no new budget impacts. The Arts Operating Recovery subgranting program funded by the National Endowment for the Arts ARPA to Local Arts Agencies for Subgranting awarded to the City of Dubuque. An additional $62,774.00 is available in CIP #6052000008 funded by City ARPA allocations for recovery support of `Small Businesses, Nonprofits, and Arts Groups'. RECOMMENDATION/ ACTION STEP I respectfully request concurrence with the Arts & Cultural Affairs Advisory Commission recommendation to fund the NEA ARPA Arts Operating Recovery subgrant applications at the aforementioned levels for approval by City Council. 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 ARTS OPERATING RECOVERY SUBGRANT PROGRAM SCORING AND FUNDING STRATEGIES $435,000 NEA ARAP LAA AWARD EXTRA CITY ARPA FUNDS �• � �• • •• � •• � �• � � �• � � �� . •• � � �• � •i �� •i �• •• �� :• • �• •� � � �• •� � � �• � iii • • •� � � �• • � i • � •• � � • � • � �� 1 296.67 98.89 $ 25,000.00 $ 24,722.50 $ 24,000.00 $ 24,230.00 $ 24,250.00 $ 23,750.00 $ 25,000.00 $ 24,800.00 2 293.33 97.78 $ 25,000.00 $ 24,444.17 $ 24,000.00 $ 23,940.00 $ 23,750.00 $ 23,250.00 $ 25,000.00 $ 24,500.00 3 293.33 97.78 $ 25,000.00 $ 24,444.17 $ 24,000.00 $ 23,940.00 $ 23,750.00 $ 23,250.00 $ 25,000.00 $ 24,500.00 4 290.00 96.67 $ 25,000.00 $ 24,166.67 $ 24,000.00 $ 23,660.00 $ 23,500.00 $ 23,000.00 $ 25,000.00 $ 24,200.00 5 288.33 96.11 $ 25,000.00 $ 24,027.50 $ 24,000.00 $ 23,520.00 $ 23,500.00 $ 23,000.00 $ 25,000.00 $ 24,100.00 6 286.67 95.56 $ 25,000.00 $ 23,889.17 $ 23,500.00 $ 23,380.00 $ 23,250.00 $ 22,500.00 $ 25,000.00 $ 23,900.00 7 285.00 95.00 $ 25,000.00 $ 23,750.00 $ 23,500.00 $ 23,250.00 $ 23,250.00 $ 22,500.00 $ 25,000.00 $ 23,800.00 8 280.00 9333 $ 25,000.00 $ 23,33333 $ 23,000.00 $ 22,830.00 $ 22,750.00 $ 22,000.00 $ 25,000.00 $ 23,400.00 9 z�a.aa 90.00 $ zs,000.o0 5 zz,soo.00 $ zz,000.o0 5 zz,000.o0 5 zz,000.o0 5 zl,zso.00 5 zs,000.00 $ zz,soo.00 io z�o.00 90.00 5 i4,o6z.00 5 iz,6ss.so 5 iz,000.o0 5 iz,iso.00 5 iz,zso.00 5 in,oso.00 S ia,o6z.00 5 iz,�oo.00 11 z�o.00 90.00 $ zs,000.o0 5 zz,soo.00 5 zz,000.o0 5 zz,000.o0 5 zz,000.o0 5 zl,zso.00 5 zs,000.00 $ zz,soo.00 iz 263.33 s�.�s 5 zs,aaa.aa 5 zi,944.17 S zi,aaa.aa 5 zi,nna.aa 5 zi,soo.00 S za,soo.00 S zs,000.o0 5 zz,aaa.aa Zs 261.67 s�.zz S zs,aaa.aa 5 zi,805.83 S zl,aaa.aa 5 zl,saa.aa 5 zs,zso.00 $ za,saa.aa S zs,000.00 S z1,9aa.aa ia 261.67 s�.zz S zs,000.o0 5 zi,sos.ss S zi,000.o0 5 zi,3oo.00 5 zi,zso.00 S zo,soo.00 S zs,000.00 S zi,9oo.00 Zs 261.67 s�.zz S zs,aaa.aa 5 zi,sos.s3 S zl,aaa.aa 5 z1,3aa.aa 5 zi,zso.00 S za,saa.aa S zs,000.00 S zl,saa.aa 16 260.00 86.67 $ 25,000.00 $ 21,666.67 $ 21,000.00 $ 21,160.00 $ 21,250.00 $ 20,250.00 $ 25,000.00 $ 21,700.00 17 256.67 85.56 $ 21,010.00 $ 17,975.46 $ 17,000.00 $ 17,470.00 $ 17,500.00 $ 16,750.00 $ 21,010.00 $ 18,000.00 18 245.00 81.67 $ 25,000.00 $ 20,416.67 $ 20,000.00 $ 19,910.00 $ 20,000.00 $ 19,250.00 $ 25,000.00 $ 20,500.00 19 245.00 81.67 $ 25,000.00 $ 20,416.67 $ 20,000.00 $ 19,910.00 $ 20,000.00 $ 19,250.00 $ 25,000.00 $ 20,500.00 20 238.33 79.44 $ 5,375.00 $ 4,270.08 $ 4,000.00 $ 3,770.00 $ 4,000.00 $ 5,375.00 $ 5,375.00 $ 4,300.00 21 221.67 73.89 $ 12,327.00 $ 9,108.42 $ 9,000.00 $ 8,600.00 $ 8,750.00 $ 12,325.00 $ 12,327.00 $ 9,200.00 22 216.67 72.22 $ 20,000.00 $ 14,444.67 $ 14,000.00 $ 13,940.00 $ 14,000.00 $ 20,000.00 $ 20,000.00 $ 14,500.00 $ 497,774.00 $ 446,093.59 $ 435,000.00 $ 435,000.00 $ 435,000.00 $ 435,000.00 $ 497,774.00 $ 447,300.00 $ 62,774.00 $ 11,093.59 $ - $ - $ - $ 62,774.00 $ 12,300.00 FULLY FUNDING Dubuque Economic Development Department THE CTTY QF � Office of Arts&Cultural Affairs All•AIpCPICdCilfl 1300 Main St rv�ix nni i nr�,i i_.¢��i: U� � � � �� Dubuque,IA 52001 � � Office(563)589-4393 TTY(563)690-6678 2007�2012+2013 MasteYpiece on the Mississippi �Q17*2Q1Q http://www.cityofdubuque.org TO: Michael C. Van Milligen, City Manager FROM: Jenni Petersen-Brant, Arts & Cultural Affairs Manager SUBJECT: Request to Access City ARPA Funds to Fully Funding Requests to NEA LAA Arts Operating Recovery Subgranting Program DATE: January 29, 2023 INTRODUCTION The purpose of this memorandum is to request use of up to $62,774 from CIP #6052000008 to potentially fully fund eligible funding requests received by the Arts Operating Recovery Subgrant Program being administered through our office as a result of the $500,000 ARPA- funded National Endowment for the Arts (NEA) Local Arts Agency (LAA) funding we were awarded in FY22. BACKGROUND On November 18, 2021, the City of Dubuque's Office of Arts & Cultural Affairs announced receipt of a $500,000 award through the NEA's LAA Subgranting Program to help the arts and culture sector recover from the COVID-19 pandemic. $435,000 of the award was allocated to support the arts operations of eligible local non-profit organizations through the Arts Operating Recovery subgrant program. This one-time, restricted funding opportunity is aimed at assisting the health and diversity of Dubuque's non-profit arts sector in response to economic and community impacts of the COVID-19 pandemic. The opportunity to apply for these funds opened November 11, 2022 and closed December 16, 2022. Also referred to in this memo is CIP #6052000008 which reflects a previously recommended allocation of$500,000 of the City's direct ARPA funds for recovery support of 'Small Business, Nonprofits, and Arts Groups'. Finance confirmed that this CIP remains intact, and no funds have been used or reallocated for other purposes. DISCUSSION The call for applications to the NEA LAA subgranting yielded 22 eligible applicants. Of these, 5 are applicants who have not previously been able to access the City's recurring Arts & Culture Operating Support program. This is due to broader eligibility offered by the NEA funding as we could support dedicated arts programs within non-profits with broader missions or projected growth in established arts-focused nonprofits. These new applicants are St. Mark Youth Enrichment, the Boys & Girls Club, Voices Productions, Heritage Center at the University of Dubuque, and the Dubuque Area Arts Collective. We made good faith efforts to encourage an application from The Dream Center as their arts and music programming would have been eligible, but they did not submit an application. Also of note, the National Mississippi River Museum & Aquarium did not apply as their work is humanities / cultural heritage-focused and not arts-focused. The 22 applications received reflect total arts-focused operating budgets of $7.8M+. Funding requests totaled $497,774. Of this, 80.9% is requested for staffing or contract labor and 4.8% is requested for marketing and promotion. The balance of the requests is for rent or utilities, health and safety supplies, or indirect costs (which was limited to a maximum of 10% of their request). We have just $435,000 to distribute through the NEA subgranting award for a funding gap of $62,774. Please note, on Monday, Jan. 30, 2023, we present application scoring to the Arts & Cultural Affairs Commission (Arts Commission). It may be their recommendation to fund applicants based on the competitive scoring identified through our independent reviewing processes; for this funding scenario where the award is proportionate to the score received, the funding gap is $12,300. Discussion is need on this as well as grant reviewers advocate for smaller organization who scored lower to still receive their full funding request. Included with this memo is the funding scenario prepared by Staff for Arts Commission review and discussion. In the end, the exact amount from CIP #6062000008, not exceed $62,774, would come before you again and onto the February 6, 2023, City Council for final approval. BUDGETIMPACT There are no new budget impacts. Finance confirmed CIP #6052000008 has $500,000 in unused ARPA funds available as of 1/10/2023. RECOMMENDATION/ACTION STEP I respectfully request up to $62,774 from CIP #6052000008 be made available to potentially fully fund eligible funding requests received through the NEA LAA Arts Operating Recovery Subgrant Program. CC: Jill Connors, Economic Development Director Teri Goodman, Director of Strategic Partnerships Justin Thiltgen, Technical Grant Analyst/Assistant Jenny Larson, Finance Director Laura Merrick, Communications and Grants Administration Assistant