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Arts & Cultural Affairs Advisory Commission Special Projects GrantCity of Dubuque City Council Meeting Consent Items # 05. Copyrighted April 1, 2024 ITEM TITLE: Arts & Cultural Affairs Advisory Commission Special Projects Grant Modification SUMMARY: City Manager recommending City Council review and approve the modifications to the Special Projects grant program as submitted by the Arts & Cultural Affairs Advisory Commission Grants Committee to the Arts & Cultural Affairs Commission. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description MVM Memo Memo-FY25 Special Projects Grant Application Modifications Type City Manager Memo Staff Memo Special Projects Capacity Building Guidelines Supporting Documentation THE C Dubuque DUj!BQTE WAWca 914 Masterpiece on the Mississippi YP pp aoo�•o 13 zai7*20*�oi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Arts & Cultural Affairs Advisory Commission Special Projects Grant Modification DATE: March 26, 2024 Arts & Cultural Affairs Manager Bonnie Spurling is recommending City Council review and approve the modifications to the Special Projects grant program as submitted by the Arts & Cultural Affairs Advisory Commission Grants Committee to the Arts & Cultural Affairs Commission. I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Bonnie Spurling, Arts & Cultural Affairs Manager Jill Connors, Economic Development Director Dubuque THE CITY OF U-Me"m C" UBQ�E �► 2-007-2012,2013 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 Special Projects Grant Modification DATE: March 15, 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 Special Projects grant program. 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." On October 20, 2023, the Arts & Cultural Affairs Commission provided notification that the Arts & Cultural Affairs Advisory Commission Grants Committee would be restructuring the grant programs for FY25. 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 programs. The intention of which was to receive constructive feedback from invited arts and culture sector organizations within the city limits of Dubuque. The Operating Support grant revisions were completed in January 2024 with the application process opening on March 1, 2024. DISCUSSION The results of the online survey revealed the majority of applicants requested more opportunities to facilitate organizational capacity building. The collected feedback was strategically used to guide the Grants Committee in modifying the annual Arts & Culture Special Projects grant program to include capacity building to support initiatives that aim to create more sustainable and effective organizations. The intent of this shift is to prioritize relevant funding needs and support the future growth of the local arts and culture sector while remaining fiscally responsible and honoring the terms of the grant. It is the intention of the Arts & Cultural Affairs Commission to alternate bi-annually between the traditional Special Projects program and a more specific Capacity Building project, beginning with the Capacity Building program for the FY25 grant cycle. BUDGETIMPACT There are no budget impacts. RECOMMENDATION/ACTION STEP I respectfully submit this notification of Special Projects Capacity Building grant modifications to the City Council for review and consent. Cc: Jill Connors, Economic Development Director THE CITY OF DUB E Masterpiece on the Mississippi ARTS & CULTURAL AFFAIRS FY25 CAPACITY BUILDING GRANT GUIDELINES PURPOSE The City of Dubuque Arts & Culture Capacity Building grant program provides funding to support initiatives that aim to create a more sustainable and effective organization. Eligible organizations may apply for grants of $8,000 to support capacity -building initiatives. The organization must maintain a cash operating expense budget, exclusive of other City of Dubuque grant support, of no less than $10,000 per year. A total of $35,000 in funding is available. "Capacity Building," as defined by the National Council of Nonprofits, is "whatever is needed to bring a nonprofit to the next level of operational, programmatic, financial, or organizational maturity, so it may more effectively and efficiently advance its mission into the future. Capacity building is not a one-time effort to improve short-term effectiveness, but a continuous improvement strategy toward the creation of a sustainable and effective organization." Examples of capacity building initiatives: • Planning Activities: organizational assessments, strategic planning, creating a development plan and/or fundraising strategy • Donor Development: marketing/communications, online donor portals, donor experience improvements • Nonprofit Training: staff nonprofit 101 training, nonprofit board member training, leadership development and review, project or program development, program management and evaluation • Strategic Relationships: strengthening relationships with professional advisors and/or nonprofit partners • Diversity, Equity, Accessibility, and Inclusion (DEAI) initiatives: advancements of DEAI knowledge, trainings, assessments, and evaluation • Internal Operations: improvements to donor database/financial management systems, volunteer management, or staff -like support for affiliate growth • Other assessment, consulting, or facilitation that improves an identified area of organizational capacity Proposals that include a combination of strategies will be considered, so long as the applicant clearly demonstrates how multiple strategies align toward common goals. Capacity Building grants are not intended for individuals, special projects, or programs. The Arts & Cultural Affairs Capacity Building grant program is funded, administered, and managed by the City of Dubuque's Department of Economic Development, Office of Arts & Cultural Affairs. 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(s) 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 Spurting, Arts & Cultural Affairs Manager, at bspurlin@cityofdubugue.org forguidance 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 city 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) INELIGIBILE 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 • Requests may range from $4,000-$8,000. Requests for less than $4,000 will not be considered. • Applicant must demonstrate a 1:1 cash match. Personnel time is not eligible for cash match. • Projects must occur between July 1, 2024 and June 30, 2025 INELIGIBLE COSTS • This grant program does not support capital projects, fundraising events, deficit reduction, endowment, vehicles, furniture, ongoing operational or program delivery costs, consumable supplies, food/beverages for meetings or events, advertising or marketing campaigns, or the costs associated with filing for 501 c3 status. 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: https://cityofdubuque.org/392/Funding-Programs TIMELINE Application Open: FY25 application available at www.cityofdubuque.org/g rtsg _rants April 2, 2024 Informational Webinar available on the City of Dubuque website April 2, 2024 Application Deadline: May 10, 2024, by 11:59 PM Grant Review Panel Meeting June 18, 2024 Grants Subcommittee Meeting — Funding Recommendations June 20, 2024 A&C Affairs Commission Meeting — Funding Recommendations Approval June 25, 2024 City Council — Approval of Funding July 8, 2024 Award Notification: July 9, 2024 Disbursement of Funds (anticipated): August 2024 Period of Performance: July 1, 2024—June 30, 2025 Final Report Due August 31, 2025 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 OR nonprofit 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 funding decisions via email by July 9, 2024. Applicants are notified of the status of their application whether they are or are 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 Capacity Building 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. EVALUATION CRITERIA Our granting strategy is to fully fund awardees to allow completion of a one-year project. Review will be based on the following criteria. These criteria consider the value of the capacity - building project to the organization and the value of the organization to the community. Mission: The organization's mission and impact are valuable to the Dubuque community. High - scoring applications will demonstrate how the organization fulfills an identified community need. Impact of Capacity Building Project: The organization clearly identifies the area of capacity that the project will improve and its benefit to the organization's ability to fulfill its mission. High -scoring applications will provide a clear and concise description of why the capacity -building project is necessary and illustrate the impact it will have on advancing the organization and its work. Priorities and Timing: The organization will demonstrate that the capacity -building project is a timely priority. High -scoring applications will connect the project to advancing an objective in their strategic plan and illustrate that the organization is ready to undertake the capacity -building project if funded. Project Plan: The capacity building project plan will clearly outline manageable and measurable objectives and outcomes. High -scoring applications will demonstrate a realistic timeline, capable project team leaders, and clearly state how they will measure success. Leverage: The organization, and if applicable the capacity building project, engages and utilizes other resources such as funding sources, volunteers, and community partnerships. High -scoring applications will demonstrate that the organization is connected to the community, and that the capacity building project may improve their ability to do so. SCORING RUBRIC Criterion: Mission - The organization's mission and impact are valuable to the Dubuque community. High -scoring applications will demonstrate how the organization fulfills an identified community need. Programs & Services Provide overview of the organization and the programs and services the organization offers, including: • How do the programs and services fulfill and advance the organization's stated mission and vision, and uphold organization's values • How does the organization and its mission fulfill an identified community need? Population Served • Provide detailed description of the target audience that the organization currently serves. Be specific, including overall demographics and the number of people the organization serves each year (e.g. patrons, visitors, students include age, gender and ethnicity/race, as well as any other important demographics you track 3 2 1 Applicant demonstrates a record Applicant offers average programmingApplicant's programs and services of programs and services that or services that relate to its mission, are limited. It is unclear how they clearly advance the vision, and values. relate to mission, vision, and organization's mission, vision, Applicant serves community need and alues. and values. target audience. Community need is unidentified Applicant has identified a Community impact is clear. and target audience is unclear. community need and target Community impact is unclear audience is clear. and/or inadequate. Community impact is strong. Criterion: Impact of Capacity Building Project -The organization clearly identifies the area of capacity that the project will improve and its benefit to the organization's ability to fulfill its mission. High -scoring applications will provide a clear and concise description of why the capacity -building project is necessary and illustrate the impact it will have on advancing the organization and its work. Project Description Provide a detailed description of your project and how it will increase organizational capacity. Include the following: • How will project improve the identified area of organizational capacity? • How will this increased capacity advance your organizational mission? • How will project advance your strategic plan? 3 2 1 Applicant clearly identifies area Applicant has identified a general areaApplicant's area for capacity - or capacity -building. It is evident for capacity -building, but it is partially building is not identified /or that the project will advance the clear and/or unclear how project will appears to be ineffectual in organization, mission, and advance either the organization, the advancing either the organization, strategic plan. mission, and/or the strategic plan. the mission, and/or the strategic plan. Impact on organization is Impact on organization is average. significant. Impact on organization unclear and/or inadequate. Criterion: Priorities and Timing - The organization will demonstrate that the capacity -building project is a timely priority. High -scoring applications will connect the project to advancing an objective in their strategic plan and illustrate that the organization is ready to undertake the capacity -building project if funded. Priorities and Timing Describe why this project is timely for your organization. What steps have already been taken to identify need or lay groundwork for this project? 3 2 1 Applicant identifies specific Applicant has adequately described Applicant provides minimal evidence advancement of a strategic plan. advancement of strategic plan. of advancement of strategic plan. Applicant has taken intentional Applicant has taken some steps to lay Applicant has not taken steps to lay steps to lay groundwork for this groundwork for this project. groundwork for this project. project. The organization is generally prepared toApplicant has not provided evidence The organization is well -poised to execute project. of being ready to execute project. execute the project. Criterion: Project Plan - The capacity building project plan will clearly outline manageable and measurable objectives and outcomes. High -scoring applications will demonstrate a realistic timeline, capable project team leaders, and clearly state how they will evaluate to measure success. Project Description Provide a detailed description of your project and how it will increase organizational capacity. Include the following: • Discuss objectives, outcomes, and evaluation (measure for success) • Explain project plan and timeline • Who are your project directors, consultants, and who else will be involved? 3 2 1 Applicant identifies specific pplicant's objectives and outcomes Applicant's objectives and objectives and outcomes and an and evaluation plan are average. outcomes and evaluation are intentional evaluation plan. inadequate. Project plan and timeline are general Project plan and timeline are but not unreasonable. Project plan and timeline are clear and reasonable. unclear, unreasonable, and/or not Team is adequate. evident. Team is strong and qualified. Team is identified but qualifications cannot be determined. Criterion: Leverage - The organization, and if applicable the capacity building project, engages and utilizes other resources such as funding sources, volunteers, and community partnerships. High -scoring applications will demonstrate that the organization is connected to the community, and that the capacity building project may improve their ability to do so. Organizational Resources Summarize your primary organizational sources of support. Will your capacity building project leverage any of these resources? 3 2 1 Applicant has a clear plan in place Applicant has an adequate plan in Unclear how the grant funds will o utilize funds to achieve and or place to utilize funds to achieve and assist the applicant in achieving advance a strategic goal(s). or advance a strategic goal(s). and or advancing a strategic goal(s). Overall Case for Support The following scoring criteria reference the quality of the proposal and application as a whole and not a particular question. 3 2 1 Case for support is exemplary Case for support is average. Case for support is below and merits investment from the average and/or does not merit City. investment from the City. IMPORTANCE OF DIVERSITY, EQUITY & INCLUSION (DEI) The City of Dubuque strives to be an equitable community of choice and prioritizes support to organizations that intentionally apply an equity lens to program access and inclusion. It is important that grantees are able to share examples of their commitment to welcoming and serving any and all Dubuque residents by presenting diverse and culturally aware experiences, representing diverse voices, and expanding access. ACKNOWLEDGEMENT If awarded funding, the organization must acknowledge the City of Dubuque's support in appropriate communications pertaining to the grant. Recognition guidelines and logos are available for on the City's website. REPORTING Applicants must submit a performance report within 60 days of the end of the funding cycle no later than August 31, 2025. 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. Delinquent performance reports will impact applicant's compliance record and standing with the City of Dubuque's Arts and Culture Grant Program(s), affecting future eligibility. ACCESSIBILITY AND QUESTIONS We are committed to making our programs and services accessible to everyone. Please contact the Office of Arts & Cultural Affairs at (563) 690-6059 or bspurlin@cityofdubugue.org to request any accommodations, translation, interpretation, or other assistance you need in completing this process. The applicant is solely responsible for the content and timely submission of this grant.