Arts & Cultural Affairs Advisory Commission Operating Support Grant Application ModificationCity of Dubuque
City Council Meeting
Consent Items # 017.
Copyrighted
February 5, 2024
ITEM TITLE: Arts & Cultural Affairs Advisory Commission Operating Support Grant
Application Modification
SUMMARY: City Manager recommending City Council approval for the Arts & Cultural
Affairs Advisory Commission Grants Committee modifications to the
Operating Support grant application process to prioritize relevant funding
needs and support the future growth of the local arts and culture sector.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Summary of Revisions Supporting Documentation
Modified Guidelines Supporting Documentation
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Arts & Cultural Affairs Advisory Commission Operating Support Grant
Application Modification
DATE: January 29, 2024
Arts & Cultural Affairs Manager Bonnie Spurling is recommending City Council approval
for the Arts & Cultural Affairs Advisory Commission Grants Committee modifications to
the Operating Support grant application process to prioritize relevant funding needs and
support the future growth of the local arts and culture sector.
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
Bonnie Spurling, Arts & Cultural Affairs Manager
Dubuque
THE CITY OF
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Masterpiece on the Mississippi 2017*2019
TO: Michael C. Van Milligen, City Manager
FROM: Bonnie Spurling, Arts & Cultural Affairs Manager
Economic Development Department
Office of Arts & Cultural Affairs
1300 Main St
Dubuque,lA 52001
Office (563) 589-4393
TTY (563) 690-6678
http://www.cityofdubuque.org
SUBJECT: Arts & Cultural Affairs Advisory Commission Operating Support Grant
Application Modification
DATE: January 29, 2024
INTRODUCTION
The purpose of this memorandum is to provide information for review and consent
regarding the Arts & Cultural Affairs Advisory Commission Grants Committee
modifications to the Operating Support grant application process.
BACKGROUND
The Grants Committee of the Arts & Cultural Affairs Advisory Commission engages in
activities that align with the Commission's Strategic Plan Priority 3 to "Continually
strengthen and evaluate Arts & Culture Grant programs to maximize community impact."
A survey of all past grant applicants was utilized as a data collection tool to inform the
evaluation, re -envisioning, and potential revisions for the FY25 Arts & Culture annual
grant program(s). The intention of which was to receive constructive feedback from invited
arts and culture sector organizations within the city limits of Dubuque.
DISCUSSION
The results of the online survey revealed the majority of applicants desire a simpler
application process and reporting method as well as increased clarity of instruction and
guidance on the process. The collected feedback was strategically used to guide the
Grants Committee in modifying the annual Arts & Culture Operating Support grant
program to prioritize relevant funding needs and support the future growth of the local
arts and culture sector.
BUDGETIMPACT
There are no budget impacts.
RECOMMENDATION/ACTION STEP
I respectfully submit this notification of Operating Support grant modifications to the City
Council for review and consent.
Cc: Jill Connors, Economic Development Director
Arts & Cultural Affairs Advisory Commission
Grants Subcommittee Summary of Revisions made to the City of Dubuque FY25 Operating Support Arts & Culture
Grant Program
Summary of strategic revisions:
I. GUIDELINES
a. Strengthened ARTS & CULTURE ORGANIZATION DEFINITION to eliminate any question about eligible orgs
(Legal)
b. Added CULTURAL EQUITY STATEMENT (Legal)
c. Redefined ELIGIBILE APPLICANTS (Legal)
d. Reduced GRANT AWARD maximum to $20K
• Funding is calculated at 4% of certified operating expenses, not to exceed $20,000.
• Awards may be less than requested
• No match is required
• A total of $250,000 in funding will be distributed
e. Added a detailed TIMELINE of important dates
f. Tightened up REVIEW PROCESS - Department Eligibility Review —Applications or applicants determined by
staff to be ineligible or incomplete will not move forward to panel review and are specifically denied any appeals
process. (Legal)
g. Application Questions & Scoring Rubric The rubric is on a scale of 18 points. (was formerly a "weighted 50
pts." We have changed the final review process to include a review panel discussion aimed to reach a final
consensus number assigned (rather than individual reviewers sets of points). Based on the Iowa Arts Council
method.
II. APPLICATION
a) NARRATIVE -Total of 5 Questions with 3 new Qs:
1. Master Plan Q 1: How does the community demonstrate support and investment in the applicant
organization and its programs?
2. Master Plan Q 2: Community Engagement & Inclusion (see app #4 for full Q.)
3. Key Initiative: Describe how OS funding support will advance a strategic goal for the organization in
FY25
b) FINANCIAL SUMMARY
added an opportunity to discuss any deficit
1. Is the organization operating with a deficit? Y/
If you checked Yes, explain why you ran at a deficit and what you are doing/have done to correct
it.
CITY OF DUBUQUE, IOWA
ARTS & CULTURE GRANT PROGRAM
FY25 OPERATING SUPPORT
ARTS & CULTURAL AFFAIRS FY25 OPERATING SUPPORT GRANT
GUIDELINES
PURPOSE
FINAL 0111812024
The City of Dubuque Arts & Culture Grant Program supports operational expenses of nonprofit arts and
culture organizations that pursue arts and cultural strategic initiatives that serve the residents of
Dubuque.
The Arts & Cultural Affairs Operating Support (OS) grant program is funded, administered, and managed
by the City of Dubuque's Department of Economic Development, Office of Cultural Affairs. This program
is intended to increase the Dubuque community's access to a wide range of diverse arts and culture
experiences that cultivate creativity, learning, and participation in Dubuque's arts and culture landscape.
ARTS & CULTURE ORGANIZATION DEFINITION
An arts and culture organization is defined as an entity with a primary purpose to create, produce,
present, or provide arts and culture programs, experiences, or activities for public audiences.
Organizations must offer programs in an artistic discipline, operate as a museum, or provide informal
learning in arts and culture disciplines.
The organization's primary purpose is assessed and verified by staff using the organization's website,
mission, core activities, and IRS National Taxonomy of Exempt Entities (NTEE) codes. Assessment
ruling(s) are final. Organizations determined by staff to be ineligible will not move forward and are
specifically denied any appeals process.
CULTURAL EQUITY STATEMENT
The City of Dubuque Arts & Culture Grants Program commits to equity within the arts and culture sector
by evaluating its programs and practices. The City recognizes the multiple benefits that arts and culture
exploration provide, regardless of race, color, religion, age, disability, national origin, sex, sexual
orientation, and gender identity/expression.
ELIGIBILE APPLICANTS
Applicants must meet all of the following eligibility requirements:
• Applicant is an arts and culture organization as defined by grant guidelines
• Applicant is a nonprofit 501(c)(3) organization with at least two years of programming
documentation and two Form 990s. First-time applicants should contact Bonnie Spurling, Arts &
Cultural Affairs Manager, at bspurlin@cityofdubugue.org for guidance before applying
• Applicant's official business address is located in the city of Dubuque (P.O. Boxes will not be
accepted)
• Applicant serves residents of the city of Dubuque and programming occurs within the city of
Dubuque limits
• Applicant will have a clean record of compliance and be in good standing with the City of
Dubuque's Arts and Culture Grant Program(s)
CITY OF DUBUQUE, IOWA
ARTS & CULTURE GRANT PROGRAM
FY25 OPERATING SUPPORT
FINAL 0111812024
INELIGIBLE APPLICANTS
• For -profit organizations, businesses, or sole proprietors
• Educational institutions including private or public K-12 schools, colleges, universities, and
community colleges
• City of Dubuque government departments or entities
• Individual artists
• Nonprofit organizations that are not arts and cultures organizations (for example, social service,
nonprofits, religious institutions, athletic groups, etc.)
• Organizations with a delinquent City of Dubuque Arts and Culture Grant Program Final Report
• The use of a fiscal agent/sponsor is not allowed.
GRANT AWARD
• Funding is calculated at 4% of certified operating expenses, not to exceed $20,000.
• Awards may be less than requested
• No match is required
• A total of $250,000 in funding will be distributed
ONLINE APPLICATION SUBMISSION
Applicants must submit applications via the City of Dubuque's SlideRoom, an online application portal.
Applications will not be accepted in any other format. Late, incomplete, or ineligible applications will not
be accepted. Applicants can access the current online application requirements at: FY25 Arts & Culture
Operating Support
TIMELINE
Application Open: FY25 application available at
www.cityofdubuque.org/artsgrants
March 1, 2024
Informational Webinar:
https://attendee.gotowebinar.com/register/16192944199766359
March 15, 2024 @ 2:00 PM
Application Deadline:
April 12, 2024 by 11:59 PM
Grant Review Panel Meeting
June 4, 2024
Grants Subcommittee Meeting — Funding Recommendations
June 21, 2024
A&C Affairs Commission Meeting — Funding Recommendations Approval
June 25, 2024
City Council —Approval of Funding
July 8, 2024
Award Notification:
July 2024
Disbursement of Funds (anticipated):
August 2024
Period of Performance:
July 1, 2024—June 30, 2025
Final Report Due
August 31, 2025
2
CITY OF DUBUQUE, IOWA
ARTS & CULTURE GRANT PROGRAM
FY25 OPERATING SUPPORT
FINAL 0111812024
REVIEW PROCESS
Department Eligibility Review
Submitted applications are reviewed by staff for completion, eligibility, and adherence to published
funding priorities and guidelines. New application information or subsequent application clarification
submitted after a program deadline is not considered. Staff will also review an applicant's record of
compliance and good standing with City of Dubuque's Office of Arts & Cultural Affairs. Applications or
applicants determined by staff to be ineligible or incomplete will not move forward to panel review and
are specifically denied any appeals process.
Competitive Panel Review
Eligible applications will be referred to a competitive review by a volunteer citizen panel of regional arts
and culture professionals with appropriate expertise commensurate to the purpose of the grant
program.
Funding Recommendations
Scoring and allocation recommendations are presented, reviewed, and voted upon by the Arts and
Cultural Affairs Advisory Commission before advancing to Dubuque City Council for final approval.
Decision Notification
Applicants will be notified of Operating Support funding decisions via email by July 9, 2024. Applicants
are notified of the status of their application whether they ore or ore not awarded funding. Applicants
will be contacted if any additional information is required and are encouraged to refrain from contacting
staff for application status updates until funding decisions are made.
Application Questions & Scoring Rubric
The Operating Support Program Scoring Rubric will be used by the panel to evaluate grant applications.
Application questions are provided for reference only. Applicants must review and complete application
requirements in the SlideRoom portal. Each section has criteria and corresponding point values to
ensure a fair review process. The rubric is on a scale of 18 points.
CITY OF DUBUQUE, IOWA
ARTS & CULTURE GRANT PROGRAM
FY25 OPERATING SUPPORT
FINAL 0111812024