Recommendation to Approve the Arts & Cultural Affairs Advisory Commission Grants ModificationsCity of Dubuque
City Council
CONSENT ITEMS # 9.
Copyrighted
December 1, 2025
ITEM TITLE: Recommendation to Approve the Arts & Cultural Affairs
Advisory Commission Grants Modification
SUMMARY: City Manager recommending City Council approve the FY27
modifications as recommended by the Arts & Cultural Affairs
Advisory Commission and the Arts & Cultural Affairs Advisory
Commission Grants Committee.
SUGGUESTED Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Staff Memo
3. Grant Modifications
Page 344 of 1214
THE CITY OF
DUBE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Recommendation to Approve the Arts & Cultural Affairs Advisory
Commission Grants Modification
DATE: November 21, 2025
Dubuque
AI WIN av
2007-2012.2013
2017*2019
Arts & Cultural Affairs Manager Bonnie Spurling is recommending City Council approve
the FY27 modifications as recommended by the Arts & Cultural Affairs Advisory
Commission and the Arts & Cultural Affairs Advisory Commission Grants Committee.
The following changes reflect the recommendations of the Arts & Culture Advisory
Commission:
FY27 Modifications for ODeratina SuDDort Grant Guidelines
• Funding modifications were added as an incentive for organizations to complete
final reports in a timely manner.
New funding schedule:
- Organizations who have completed their previous FY final report prior to
Aug. 1, 2026
- Funding will be processed August 1, 2026
- Organizations who submit their previous FY final report August 2-31,
2026
- Funding will be processed September 1, 2026
FY27 Modifications for Capacity Buildina Grant Guidelines
• The cash match requirement was adjusted from a 1:1 ratio to a 50% match to
increase eligibility and participation among organizations and align with the
Special Projects grant.
• The minimum grant request amount was reduced from $4,000 to $1,000 to
allow for a broader pool of eligible applicants and to align more closely with the
Special Projects grant.
• Funding modifications were added as an incentive for organizations to complete
final reports in a timely manner.
New funding schedule:
- Organizations who have completed their previous FY final report prior to
Aug. 1, 2026
- Funding will be processed August 1, 2026
Page 345 of 1214
- Organizations who submit their previous FY final report August 2-31,
2026
- Funding will be processed September 1, 2026
FY27 Modifications for Capacity Building Grant Application
• The Operating Support Eligibility Form was added to the application, which
includes the National Taxonomy of Exempt Entities - Core Codes (NTEE-CC)
Classification System, ensuring that funding is directed exclusively to qualifying
arts organizations.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
S%zn'-
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
2
Page 346 of 1214
Dubuque
THE CITY OF
All -America City
D UB TE 1.
I11 liI
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: Recommendation to Approve the Arts & Cultural Affairs Advisory
Commission Grants Modification
DATE: November 19, 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 eligibility guidelines.
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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 Capacity Building
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 347 of 1214
Capacity Building Grant programs are responsive to the evolving needs of the arts and
culture community, while also fostering a more welcoming and vibrant cultural landscape
in our city.
The following changes reflect the recommendations of the Arts & Culture Advisory
Commission:
FY27 Modifications for Oaeratina Suaaort Grant Guidelines
• Funding modifications were added as an incentive for organizations to complete
final reports in a timely manner. Some organizations submit their final reports
early, while others wait until the last minute or submit up to a week late. Because
funding cannot be processed until all final reports are received, late submissions
delay payments for everyone, including those who met the deadline. Introducing
an incentive for early or on -time submission will allow funding to be processed
more efficiently for organizations that fulfill their reporting requirements promptly.
New Funding Schedule:
-Organizations that complete their previous FY final report on or before August 1,
2026: Funding will be processed August 1, 2026.
-Organizations that submit their previous FY final report between August 2-31,
2026: Funding will be processed September 1, 2026.
FY27 Modifications for Capacity Buildina Grant Guidelines
• The cash match requirement was adjusted from a 1:1 ratio to a 50% match to
increase eligibility and participation among organizations and align with the
Special Projects grant.
• The minimum grant request amount was reduced from $4,000 to $1,000 to allow
for a broader pool of eligible applicants and to align more closely with the Special
Projects grant.
• Funding modifications were added as an incentive for organizations to complete
final reports in a timely manner. Some organizations submit their final reports
early, while others wait until the last minute or submit up to a week late. Because
funding cannot be processed until all final reports are received, late submissions
delay payments for everyone, including those who met the deadline. Introducing
an incentive for early or on -time submission will allow funding to be processed
more efficiently for organizations that fulfill their reporting requirements promptly.
New Funding Schedule:
-Organizations that complete their previous FY final report on or before August 1,
2026: Funding will be processed August 1, 2026.
-Organizations that submit their previous FY final report between August 2-31,
2026: Funding will be processed September 1, 2026.
Page 348 of 1214
FY27 Modifications for Capacity Building Grant Application
• The Operating Support Eligibility Form was added to the application and now
includes the National Taxonomy of Exempt Entities, Core Codes (NTEE-CC)
Classification System. This addition ensures that funding is directed exclusively to
qualifying arts organizations and aligns with the criteria used for Operating Support
grants.
BUDGETIMPACT
There are no budget impacts.
RECOMMENDATION/ACTION STEP
I respectfully submit this notification to the City Council to approve the FY27 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 349 of 1214
FY27 Arts & Culture Grant Modifications
FY27 Capacity Building Application:
• The Operating Support Eligibility Form was added to the application, which includes the
WEE code, ensuring that funding is directed exclusively to qualifying arts organizations.
FY27 Capacity Building Guidelines:
• The match requirement was adjusted from a 1:1 ratio to a 50% match to increase eligibility
and participation among organizations.
• The minimum grant request amount was reduced from $4,000 to $1,000 to allow for a
broader pool of eligible applicants and to align more closely with the Special Projects grant.
• Funding modifications were implemented as an incentive for organizations to complete
final reports in a timely manner.
New funding schedule:
Organizations who have completed their previous FY final report prior to Aug. 1, 2026 -
Funding will be processed August 1, 2026
Organizations who submit their previous FY final report August 2-31, 2026 - Funding will be
processed September 1, 2026
FY27 Operating Support Guidelines:
• Funding modifications were implemented as an incentive for organizations to complete
final reports in a timely manner.
New funding schedule:
Organizations who have completed their previous FY final report prior to Aug. 1, 2026 -
Funding will be processed August 1, 2026
Organizations who submit their previous FY final report August 2-31, 2026 - Funding will be
processed September 1, 2026
Page 350 of 1214