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Notification of Arts & Cultural Affairs Advisory Commission Grants Application ModificationCity of Dubuque City Council CONSENT ITEMS # 4. Copyrighted February 3, 2025 ITEM TITLE: Notification of Arts & Cultural Affairs Advisory Commission Grants Application Modification SUMMARY: City Manager recommending City Council approve the FY26 modifications to the grant application and review process as recommended by the Arts & Cultural Affairs Advisory Commission and the Arts & Cultural Affairs Advisory Commission Grant Committee. SUGGUESTED Receive and File; Approve DISPOSITION: ATTACHMENTS: 1. MVM Memo 2. Staff memo 3. FY26 Special Projects Guidelines 4. FY26 Operating Support Guidelines Page 84 of 721 Dubuque THE C D!Uj-!B AII-America Ciq 11111.1 II Masterpiece on the Mississippi YP PP zoo�•*o 13 2017202019 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Notification of Arts & Cultural Affairs Advisory Commission Grants Application Modification DATE: January 28, 2025 Arts & Cultural Affairs Manager Bonnie Spurling is recommending City Council approve the FY26 modifications to the grant application and review process as recommended by the Arts & Cultural Affairs Advisory Commission and the Arts & Cultural Affairs Advisory Commission Grant Committee. The following changes reflect the recommendations of the Arts & Culture Advisory Commission: FY26 Grant Guideline Modifications for ODeratina SUDDort and Special Proiects Grants • Rubric will be scored on a 5-point scale to allow jurors more flexibility. The previous rubric was a 3-point scale. This change is in correlation with the Iowa Arts Council Grant Programs and allows the reviewers more flexibility in scoring. • Business PO box no longer a reason for ineligibility provided all business is conducted within the Dubuque city limits. This change was discussed and approved with the City of Dubuque Legal Department. • Organizations with a delinquent City of Dubuque Arts and Culture Grant Program Final Report will be ineligible for one grant cycle. The previous guidelines did not specify the length of ineligibility. • Current fiscal year awarded grant funds will be released after the previous cycle final report is received. This is an incentive for organizations to complete their final reports in a timely manner. FY26 Grant Guideline Modifications for Organizational Support Grant • "Overall Case for Support" has been removed from the rubric. All FY25 volunteer reviewers felt the lack of objectivity in this question could lead to inconsistent scoring results. FY26 Grant Guidelines Modifications for Special Proiects Grant • Applicant must demonstrate a 50% cash match. Previous was a 1.1 match which consisted in a 50% cash match and a 50% in -kind match. Financially this is not a change for applicants. Page 85 of 721 Partnership requirement was removed to allow more autonomy in decision - making and opens the possibility for collaboration with a wider range of stakeholders. 100% of grant funds will be paid upfront. Previous funding was 80% upfront and 20% payment upon completion of the final report. This will allow more flexibility in project budgeting and management. There are no budget impacts. I concur with the recommendation and respectfully request Mayor and City Council approval. ju� k�4 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 2 Page 86 of 721 Dubuque THE CITY OF *Mgip C4 DUBQTE n. .�; 2007.2012-2013 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, IA 52001 Office (563) 589-4393 TTY (563) 690-6678 http://www.cityofdubuque.org SUBJECT: Notification of Arts & Cultural Affairs Advisory Commission Grants Application Modification DATE: January 23, 2025 INTRODUCTION The purpose of this memorandum is to provide notification that the Arts & Cultural Affairs Advisory Commission Grants Committee has proposed changes to the grant application and review process. BACKGROUND The Grants Committee of the Arts & Cultural Affairs Advisory Commission is engaged 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." In 2024, a survey was selected 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. The results of the survey revealed that the majority of applicants desire a simpler application and reporting process as well as increased clarity of instruction on the process. The collected feedback was strategically used to guide the Grants Committee in advising on courses of action to refine and/or revise the annual Arts & Culture grant programs to prioritize relevant funding needs and support the future growth of the local arts and culture sector. DISCUSSION The Arts & Cultural Affairs Commission Grants Committee determined that some adjustments were necessary to better align the Operating Support and Special Projects Grant programs with the current needs and priorities of the arts and culture community. These adjustments were made with the goal of ensuring that the Operating Support and Page 87 of 721 Special Projects Grant programs are responsive to the evolving needs of the arts and culture community, while also fostering a more inclusive and vibrant cultural landscape in our city. The following changes reflect the recommendations of the Arts & Culture Advisory Commission: FY26 Grant Guideline Modifications for Operating Support and Special Projects Grants • Rubric will be scored on a 5-point scale to allow jurors more flexibility. The previous rubric was a 3-point scale. This change is in correlation with the Iowa Arts Council Grant Programs and allows the reviewers more flexibility in scoring. • Business PO box no longer a reason for ineligibility provided all business is conducted within the Dubuque city limits. This change was discussed and approved with the City of Dubuque Legal Department. • Organizations with a delinquent City of Dubuque Arts and Culture Grant Program Final Report will be ineligible for one grant cycle. The previous guidelines did not specify the length of ineligibility. • Current fiscal year awarded grant funds will be released after the previous cycle final report is received. This is an incentive for organizations to complete their final reports in a timely manner. FY26 Grant Guideline Modifications for Organizational Support Grant • "Overall Case for Support" has been removed from the rubric. All FY25 volunteer reviewers felt the lack of objectivity in this question could lead to inconsistent scoring results. FY26 Grant Guidelines Modifications for Special Projects Grant • Applicant must demonstrate a 50% cash match. Previous was a 1:1 match which consisted in a 50% cash match and a 50% in -kind match. Financially this is not a change for applicants. • Partnership requirement was removed to allow more autonomy in decision - making and opens the possibility for collaboration with a wider range of stakeholders. • 100% of grant funds will be paid upfront. Previous funding was 80% upfront and 20% payment upon completion of the final report. This will allow more flexibility in project budgeting and management. Page 88 of 721 BUDGETIMPACT There are no budget impacts. RECOMMENDATION/ACTION STEP I respectfully submit this notification to the City Council to approve the FY26 modifications as recommended by the Arts & Cultural Affairs Advisory Commission and the Arts & Cultural Affairs Advisory Commission Grants Committee. Cc: Jill Connors, Economic Development Director Page 89 of 721 THE CITY OF DUB E Masterpiece on the Mississippi City of Dubuque, Iowa FY26 ARTS & CULTURE GRANT PROGRAM SPECIAL PROJECTS FY 2026 FUNDING GUIDELINES PURPOSE The City of Dubuque Arts & Culture Special Projects Grant program provides funds to cultivate unique and innovative creative arts and cultural experiences that serve the residents of Dubuque. The Special Projects grant program is funded, administered, and managed by the City of Dubuque's Department of Economic Development, Office of Arts & 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. 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 the following eligibility requirements: ■ Applicant is a Dubuque -based organization who operate as a nonprofit, tax-exempt under Section 501(c)(3) of IRS Organizations, or ■ Applicant is a Dubuque -based group with their own specific mission, governing structure and budget, operating under the incorporated status of a Dubuque -based fiscal agent ■ 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) ■ Only 1 application per eligible applicant will be accepted; an applicant can be identified as a partnering entity within another application, but that application cannot be for the same project INELIGIBLE APPLICANTS ■ Any organization or group based outside of Dubuque city limits ■ For -profit organizations, businesses, or sole proprietors ■ Educational institutions including private of public K-12 schools, colleges, universities, and community colleges ■ Individual artists ■ Organizations with a delinquent FY24 Special Projects Grant Final Report or FY25 Operating Support Grant Final Report will be ineligible for one grant cycle FUNDING GUIDELINES ■ Minimum Request: $1,000 ■ Maximum Request: $8,000 ■ 50% Cash Match Applicants must demonstrate investment in a project by providing a 50% cash match to the grant request for project expenses. For example, an applicant that requests $2,000 in grant funds must have at least $1,000 in matching funds of cash match expenses or a minimum total project budget of $3,000. ELIGIBLE ACTIVITIES Projects should create unique and innovative arts and cultural experiences or arts and cultural learning opportunities that stand out from the applicant's previous offerings in significant ways. Applicants may apply for support of an annual event or series only if they can demonstrate how the event or series is unique to the eligible funding period and worthy of support. Project content must change from year to year. Proposed public activities requesting grant funding must be conducted within Dubuque city limits; eligible expenses may be paid to vendors based outside of Dubuque. Projects may include the creation, performance, exhibition, publication, or presentation of arts and cultural experiences or arts and cultural learning opportunities related to: ■ Cultural and Historic Resources ■ Spoken Word ■ Folk and Traditional Arts ■ Literature ■ Theater, Performing Arts ■ Dance Page 90 of 721 Music Film Visual Art: 2D or 3D, Digital, New Media, Installation Art, Murals or ELIGIBLE EXPENSES Public Art, Performance Art • Other Arts and Cultural Learning Opportunities Eligible expenses are those dedicated specifically to the project and can include: • Artist or Contractor Fees • Licensing or Subscription Fees • Supplies and Materials • Space and Equipment Rental ■ Domestic Travel ■ Marketing and Publicity ■ Equipment purchases under$500 ■ Employee or volunteer costs essential to meeting project outcome INELIGIBLE ACTIVITIES AND EXPENSES ■ Projects that occur prior to or after the funding period ■ Ongoing projects or programs with arbitrary beginning and end dates ■ Projects or activities not available to the public ■ General operating expenses ■ Religious, political, and sports activities ■ Fundraising or benefit events ■ Competitions, contests, or awards to honor or recognize achievement ■ Food, beverage, or catering costs ■ International travel ■ Capital projects, i.e. construction, property renovation ■ Major equipment purchases (over $500) ■ Regranting ■ Lobbying activities ■ Acquisition or purchase of artwork for permanent collections ONLINE APPLICATION SUBMISSION Applicants must submit applications via the City of Dubuque's SlideRoom, an online application portal, by 11:59PM on April 25, 2025. 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: FY26 Arts & Culture Special Projects TIMELINE Application Open: FY26 application available at www.cityofdubuque.org/artsgrants March 17, 2025 Application Deadline: April 25, 2025, by 11:59 PM Grant Review Panel Meeting June 10, 2025 Grants Subcommittee Meeting — Funding Recommendations June 19, 2025 A&C Affairs Commission Meeting — Funding Recommendations Approval June 24, 2025 City Council — Approval of Funding July 7, 2025 Award Notification: July 2025 Disbursement of Funds (anticipated): August 2025 Period of Performance: July 1, 2025 — June 30, 2026 Final Report Due August 31, 2026 Page 91 of 721 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, explicit of but not limited to race, to program 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. REVIEW OF APPLICATIONS 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 Special Projects funding decisions via email by July 10, 2025. 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 Special Projects Grant 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 30 points. RATING CRITERIA ■ Applicant overview ■ Project description ■ Public value ■ Project timeline ■ Goals and evaluation ■ Project Budget ACKNOWLEDGEMENT If awarded funding, the applicant must acknowledge the City of Dubuque's support in appropriate communications pertaining to this grant. Recognition guidelines and logos are available for download at the Citv's website. REPORTING Applicants must submit a performance report within 60 days of the end of the funding cycle no later than August 31, 2026. The applicant agrees to retain all financial records, reporting documents, and all other records pertinent to the City of Dubuque grant program for a period of three calendar years beyond the contract. Failure to complete the final report by the deadline will result in the applicant being deemed ineligible for the next cycle of Arts & Culture grant funding. 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 artsculture@cityofdubuque.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. Page 92 of 721 SCORING RUBRIC 1. APPLICANT OVERVIEW: Describe applicant's organization and a broad overview of the programs and services the organization offers. Highlight in more detail one recent arts focused program or service applicant has offered that demonstrates applicant's ability to accomplish the proposed project. Describe why applicant felt the highlighted program or service was a success. (5 points) 5 3 1 Applicant demonstrates exceptional Applicant offers programming or services. Applicant's programming or services are programs and services and has A relevant past program or service has not clearly described. It is unclear if successfully managed relevant arts been identified that may demonstrate applicant has experience in managing projects in the past. applicant's ability to accomplish the projects like the one proposed in the proposed project. grant application. 2. PROJECT DESCRIPTION: Describe the proposed project, including: • What the project activities are and how they will be accessible by the public. • Where the project activities will take place. • Why applicant is proposing to do this project. • Who will be involved with the project and their roles and responsibilities. (5 points) Is the project part of regular ongoing programming, such as an annual event or exhibit/performing arts series? If yes, describe why this particular year or project is unique and worthy of funding. 5 3 1 Project description is clear. Key artistic Project description is satisfactory. Project description is inadequate. and logistical partners and Key artistic and logistical partners Artistic or logistical partners and responsibilities are well-defined and and responsibilities are identified. responsibilities are not identified. enhance the project. Project activities Project activities that engage the Project activities that engage the public that engage the public are exemplary, public are described and are not described or accessibility is clearly defined, and accessible. accessibility is considered. unclear. 3. PUBLIC VALUE: Describe why the proposed project is important to the public, including: • The intended communities, participants, and/or audiences involved in the project activities, and how they will benefit from this project. • Specific plans to engage these groups in the project activities. • Plans to provide equitable access to project activities. (5 points) 5 3 1 Target population for the project is well- Target population for the project is Target population for the project is not defined. Exemplary plans are in place to identified. Plans are in place to engage clearly identified. Plans to engage the engage the public. Community members the public. Community members will public are unclear or inadequate. will clearly benefit from project activities benefit from project activities. Community members may not benefit from project activities. Page 93 of 721 4. PROJECT TIMELINE: Provide a timeline of project activities. Be sure to include when key artistic decisions will be made, project phases, and events, as applicable. (5 points) 5 3 1 Confident project will successfully Project is achievable through the Multiple concerns about project happen through a clear, detailed identified timeline of tasks. achievability. Timeline of tasks is timeline of tasks. insufficient. 5. GOALS AND EVALUATION: State at least one distinct and measurable goal for the project. Effective goals are specific, measurable, achievable, and relevant to the project. Describe how the applicant will monitor and evaluate progress toward the stated goal. Examples of evaluation activities include, but are not limited to, surveys of program participants, measuring attendance and third -party program evaluations. If applicable, include plans to share learnings and outcomes. (5 points) 5 3 1 Applicant has clearly identified a project Applicant has identified a project goal Project goal is unclear and/or the goal that is specific, measurable and that is measurable and is likely to be identified goal is not likely to be can be achieved by the proposed achieved by the proposed activities. achieved by proposed activities. activities. Applicant has clear methods Evaluation methods and measures are Evaluation methods and measures satisfactory and may help applicant to are inadequate. in place to collect necessary data to collect the necessary data to determine analyze achievement of project goal. if the project goal was achieved. Page 94 of 721 6. PROJECT BUDGET: Budget Narrative -Provide information to clarify any line item included in the project budget or provide further details on the scope of the project budget. If cash match sources are pending, describe the timeline for securing the funds and the level of certainty in securing them. If you intend to purchase any equipment, provide justification for this expenditure and how it relates to the project. (5 points) 5 3 1 Budget and intended use of Budget and the intended use of Budget and the intended use of requested funds are clear, appropriate requested funds are identified. It is requested funds are unclear or and will help the applicant to achieve unclear if they will help the applicant to inadequate intended outcome. achieve the intended outcome. FOR REFERENCE CITY OF DUBUQUE ARTS AND CULTURE GOALS FROM THE ARTS AND CULTURE MASTER PLAN 1. Economic Development: Encouragement and support of arts and culture are not onlyquality of life issues, but also a serious economic development strategy. The contributions of the arts and artists are supported and leveraged for economic development, boosting the city's brand and aiding talent attraction and retention. 2. Inclusivity: Arts and culture in Dubuque promote inclusivity, diversity, harmonyand understanding. 3. Integration of Arts and Cultural Community into City Leadership: The arts and cultural community — artists, performers, administrators, and so on — are fully integrated into the City's decision -making conversations. They are incorporated into economic development, planning, commercial, education strategies. Leadership in these sectors communicate well with the arts community and vice -versa. In addition, the contributions of the arts and of artists to the city's prosperity are recognized. 4. Opportunity and Accessibility: Dubuque is a city with participatory cultural opportunities in all corners of the community. Barriers to participation, whether physical, intellectual, economic or other, are minimized or removed to encourage equitable opportunities for cultural engagement. 5. Involvement and Participation: Residents of Dubuque actively participate in the arts and culture. Arts and cultural entities and other sectors enable greater involvement and participation among Dubuque's citizens and visitors. 6. Clear Policies and Strong Management: Clear policies, guidelines and procedures enable governance of the city's arts and cultural sector and the municipality's involvement with it. PRIORITIES AND STRATEGIES TOWARDS THE GOALS OF THE ARTS AND CULTURE MASTER PLAN Priority A: Promote and support arts and culture as Dubuque's competitive edge. a. Establish multiple funding streams to support arts and cultural activity. b. Develop, attract and retain creative talent. C. Develop a regulatory or business incentive framework that promotes and protects Dubuque's arts and cultural assets. d. Undertake a strategic branding, marketing and communications campaign promoting awareness of Dubuque's arts and cultural community at home and in other markets and attracting participants from outside Dubuque. Priority B: Boost capacity for arts and culture to thrive a. Designate and empower an individual or entity to lead development of the cultural sector. b. Clarify roles, responsibilities and guidelines for the Arts and Cultural Affairs Advisory Commission to best leverage their energy and knowledge to the benefit of arts and culture in Dubuque. C. Establish a public art policy framework conducive to the arts and cultural activity. d. Facilitate communication and coordination among the arts and cultural sector. e. Right -size facilities to meet capacity needs for rehearsal, exhibition/performance, education and administration. f. Develop organizational and professional capacity. Priority C: Foster engagement at all levels a. Deepen appreciation for arts and culture among the general public. b. Provide arts education opportunities to people of all ages, skill levels, and income levels. C. Increase availability and accessibility of arts and cultural offerings. d. Nurture individual artists, from student to amateur to professional. Page 95 of 721 e. Stimulate volunteerism. f. Inspire and diversify leadership. Priority D: Cultivate connections a. Ensure arts and culture in Dubuque is inclusive and welcoming of people of all backgrounds and interests. b. Develop ties among the arts and the broader community, increasing visibility and relevance of arts and culture. C. Integrate leadership of the arts and cultural sector with leaders in other sectors of Dubuque by forging new relationships and strengthening existing ones between the arts and cultural sector and the business, public, non-profit and educational sectors. Additional sub -strategies are outlined in the City of Dubuque Arts and Culture Master Plan at https://www. cityofdubugue. org/DocumentCenter/View/36680/Master-Plan-Priorities-and-Strategies. Additional documents for consideration when discussing how your organization advances the City of Dubuque's goals, priorities, and plans: • City Council Goals and Priorities • Imagine Dubuque Plan • 50% by 2030 Community Climate Action and Resiliency Plan Equitable Poverty Reduction & Prevention Plan Page 96 of 721 THE CITY OF Dubuque I� DUB E ur"Cre 11I11i Masterpiece on the Mississippi W,;:M;; City of Dubuque, Iowa ARTS & CULTURAL AFFAIRS FY26 GRANT PROGRAM OPERATING SUPPORT FY2026 FUNDING GUIDELINES PURPOSE 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 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 (IRS determination letter) • 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 standingwith the City of Dubuque's Arts and Culture Grant Program(s) 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.) Page 97 of 721 • Organizations with a delinquent FY25 City of Dubuque Arts and Culture Grant Program Final Report will be ineligible for one grant cycle • The use of a fiscal agent/sponsor is not allowed. GRANT AWARD • Funding is calculated at 6% of certified operating expenses, not to exceed $30,000. • Awards may be less than requested • No match is required • Atotal 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, by 11:59PM on April 11, 2025. 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: FY26 Arts & Culture Operating Support TIMELINE Application Open: FY26 application available at www.cityofdubuque.org/artsgrants March 3, 2025 Informational Webinar: Available on the City website Application Deadline: April 11, 2025, 11:59 PM Grant Review Panel Meeting June 3, 2025 Grants Subcommittee Meeting — Funding Recommendations June 19, 2025 A&C Affairs Commission Meeting — Funding Recommendations Approval June 24, 2025 City Council —Approval of Funding July 7, 2025 Award Notification: July 2025 Disbursement of Funds: Funds will be released after FY25 final report is received (anticipated) August 2025 Period of Performance: July 1, 2025 —June 30, 2026 Final Report Due August 31, 2026 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 can 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. 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 standingwith 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. Page 98 of 721 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 8, 2025. 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 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 25 points. Rating Criteria • Programs & Services • Management, Financial, & Strategic Planning • Community Support • Community Engagement & Inclusion • Key Initiative(s) in FY26 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, 2026. 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. 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@citvofdubuque.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. SCORING RUBRIC 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 the organization's values? (5 Points) 5 3 1 Applicant demonstrates a Applicant offers average programming or Applicant's programs and services are limited. record of programs and services services that relate to its mission and serve its It is unclear how they relate to mission, vision, that clearly advance the community or target audience. Community and values. Community impact is unclear organization's vision, mission, impact is clear. and/or inadequate. and values. Community impact is strong. Page 99 of 721 Management Structure, Financial Health, & Strategic Plan Describe management structure, its financial health, and strategic planning efforts. (5 Points) 5 3 1 Applicant demonstrates Applicant's management structure is identified Applicant's management appears inconsistent management practices that but is unclear if it advances the organization's or ineffectual in advancing the organization's support and advance the mission. Financial health is stable with some mission. Applicant is in poor financial health or organization's mission. Financial areas of concern. Planning efforts are minimal financial health cannot be determined. Long - review indicates no potential or out of date. term planning efforts are not evident. concerns. Planning efforts reflect sustainability, growth, and includes regular review. Community Support How does the community demonstrate support and investment in the applicant organization and its programs? (5 Points) 5 3 1 Applicant identifies specific and varied ways in Applicant has adequately Minimal evidence of community support or which the community supports and invests in described general community investment is indicated. the organization. support. Community Engagement & Inclusion Describe the organization's involvement within their community, including: • 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) • Current programmatic and community engagement activities which demonstrate how the organization proactively seeks to reach out and be inclusive of diverse persons and communities in the planning, design, and implementation of programs. • Target audience the organization would like to serve in the future and why reaching them is a priority. Be specific about the target audience by including demographics. • How the organization plans to proactively reach the identified target audience. (5 Points) 5 3 1 Applicant demonstrates a record of community Applicant demonstrates Applicant demonstrates weak or little outreach and engagement activities that are sporadic community outreach community engagement. Programmatic connected to the mission. Organization seeks to and engagement efforts activities do not reflect or include the reflect and be inclusive of the broader community and/or limited programmatic broader community. through its programmatic activities. activities that reflect and include the broader community. Key Initiative(s) in FY26 Describe how OS funding support will advance a strategic goal for the organization in FY26. (5 Points) 5 3 1 Applicant has a clear plan in place to utilize Applicant has an adequate plan Unclear how the grant funds will assist the funds to achieve and or advance a strategic in place to utilize funds to applicant in achieving and or advancing a goal(s). achieve and or advance a strategic goal(s). strategic goal(s). Page 100 of 721 FOR REFERENCE CITY OF DUBUQUE ARTS AND CULTURE GOALS FROM THE ARTS AND CULTURE MASTER PLAN 1.Economic Development: Encouragement and support of arts and culture are not only quality of life issues, but also a serious economic development strategy. The contributions of the arts and artists are supported and leveraged for economic development, boosting the city's brand and aiding talent attraction and retention. 2. Inclusivity: Arts and culture in Dubuque promote inclusivity, diversity, harmony and understanding. 3. Integration of Arts and Cultural Community into City Leadership: The arts and cultural community — artists, performers, administrators, and so on — are fully integrated into the City's decision -making conversations. They are incorporated into economic development, planning, commercial, and education strategies. Leadership in these sectors communicate well with the arts community and vice -versa. In addition, the contributions of the arts and of artists to the city's prosperity are recognized. 4. Opportunity and Accessibility: Dubuque is a city with participatory cultural opportunities in all corners of the community. Barriers to participation, whether physical, intellectual, economic or other, are minimized or removed to encourage equitable opportunities for cultural engagement. 5. Involvement and Participation: Residents of Dubuque actively participate in the arts and culture. Arts and cultural entities and other sectors enable greater involvement and participation among Dubuque's citizens and visitors. 6. Clear Policies and Strong Management: Clear policies, guidelines and procedures enable governance of the city's arts and cultural sector and the municipality's involvement with it. PRIORITIES AND STRATEGIES TOWARDS THE GOALS OF THE ARTS AND CULTURE MASTER PLAN Priority A: Promote and support arts and culture as Dubuque's competitive edge. a. Establish multiple funding streams to support arts and cultural activity. b. Develop, attract and retain creative talent. c. Develop a regulatory or business incentive framework that promotes and protects Dubuque's arts and cultural assets. d. Undertake a strategic branding, marketing and communications campaign promoting awareness of Dubuque's arts and cultural community at home and in other markets and attracting participants from outside Dubuque. Priority B: Boost capacity for arts and culture to thrive. a. Designate and empower an individual or entity to lead development of the cultural sector. b. Clarify roles, responsibilities and guidelines for the Arts and Cultural Affairs Advisory Commission to best leverage their energy and knowledge to the benefit of arts and culture in Dubuque. c. Establish a public art policy framework conducive to the arts and cultural activity. d. Facilitate communication and coordination among the arts and cultural sector. e. Right -size facilities to meet capacity needs for rehearsal, exhibition/performance, education and administration. f. Develop organizational and professional capacity. Priority C: Foster engagement at all levels a. Deepen appreciation for arts and culture among the general public. b. Provide arts education opportunities to people of all ages, skill levels, and income levels. c. Increase availability and accessibility of arts and cultural offerings. d. Nurture individual artists, from student to amateur to professional. e. Stimulate volunteerism. f. Inspire and diversify leadership. Priority D: Cultivate connections. a. Ensure arts and culture in Dubuque is inclusive and welcoming of people of all backgrounds and interests. b. Develop ties among the arts and the broader community, increasing visibility and relevance of arts and culture. c. Integrate leadership of the arts and cultural sector with leaders in other sectors of Dubuque by forging new relationships and strengthening existing ones between the arts and cultural sector and the business, public, non-profit and educational sectors. Additional sub -strategies are outlined in the City of Dubuque Arts and Culture Master Plan at httns://www. cityofdubMue.oriz/DocumentCenterNiew/36680/Master-Plan-Priorities-and-Strateizies Additional documents for consideration when discussing how your organization advances the City of Dubuque's goals, priorities, and plans: • City Council Goals and Priorities Page 101 of 721 • Imagine Dubuque Plan • 50% by 2030 Community Climate Action and Resiliency Plan • Equitable Poverty Reduction & Prevention Plan Page 102 of 721