Minutes_Arts and Cultural Affairs Advisory Commission 5 18 19 Copyrighted
July 15, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: Arts and Cultural Affairs Advisory Commission of 4/23,
5/28; Building Code Board of Appeals of 6/18; City Council
Proceedings of 7/1; Civil Service Commission of 6/5, 7/2;
Historic Preservation Commission of 6/20; Housing
Commission of 6/25; Library Board of Trustees of 5/23,
and Council Update#184 of 6/27; Long Range Planning
Advisory Commission of 6/19; Mechanical and Plumbing
Board of 5/29; Zoning Advisory Commission of 7/2; Zoning
Board of Adjustment of 6/27; Proof of Publication for City
Council Proceedings of 6/17
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 4/23/19
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 5/28/19
Building Code Board of Appeals Minutes of 6/18/19 Supporting Documentation
City Council Proceedings of 7/1/19 Supporting Documentation
Civil Service Commission Minutes of 6/5/19 Supporting Documentation
Civil Service Commission Minutes of 7/2/19 Supporting Documentation
Historic Preservation Commission Minutes of 6/20/19 Supporting Documentation
Housing Commission Minutes of 6/25/19 Supporting Documentation
Library Board of Trustees Minutes of 5/23/19 Supporting Documentation
Library Board of Trustees Council Update#184 of Supporting Documentation
6/27/19
Long Range Plannng Advisory Commission Minutes of Supporting Documentation
6/19/19
Mechanical and Plumbing Board Minutes of 5/29/19 Supporting Documentation
Zoning Advisory Commission Minutes of 7/2/19 Supporting Documentation
Zoning Board of Adjustrnent Minutes of 6/27/19 Supporting Documentation
Proof of Publication - City Council Proceedings of Supporting Documentation
6/17/19
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ARTS AND CULTURAL AFFAIRS COMMISSION
MINUTES
DATE: Tuesday, May 28, 2019
TIME: 3:30 p.m.
LOCATION: Five Flags Center, Orpheum Room — 405 Main St, Dubuque, IA
Regular Meeting
Commissioners Present: Mary Armstrong, Tyler Daugherty, Ali Levasseur, David
Schmitz, Gina Siegert (3:35)
Commissioners Excused: Paula Neuhaus, Sue Riedel
Staff Present: Cori Burbach, Jill Connors, Eileen Ricchio
The meeting was called to order by Schmitz at 3:30 p.m. following staff assurance of
compliance with lowa Open Meeting Law.
1. Minutes of April 23, 2019
Minutes were reviewed. Motion by Levasseur, second by Armstrong, to approve.
Motion carries unanimously.
2. Commissioner Attendance requirements/Ordinance Review
Commissioner attendance discussed. This topic came up a couple years
ago. Missing 3 in a row seems to be a good rule for asking commissioners to
resign from the board. Agreement that iYs good to have that conversation with
any affected individual to clarify whether they want to stay. Moving forward staff
can review minutes to verify attendance and report to Commission Chair.
Siegert arrive 3:35 p.m.
3. 2019-2020 Grant Recipient Selection — Operating & Special Projects
Burbach presented the staff recommendation based on the results of the process
implemented to award the grants. This process involved having staff initially
review applications for technical compliance. The applications were then sent to
a panel of 3 jurists who are outside of (but familiar with) the community. The
jurists scored the applications.
Special Proiects Grant
The application needed to show a 1 :1 match of funds. Recommendation to fund
all applications submitted at the requested level, except for Steeple Square which
would only be funded at the level of the organization's match.
The jurists noted that some applications did not seem like new partnerships.
Some Diversity, Equity, and Inclusion (DEI) aspects were included in the
proposed projects, but staff noted there is still some work to be done in that area.
We may want to focus more on DEI moving forward. Recommend full funding for
all, with exception of the Steeple Square which does not have enough match to
max out.
Staff will get a copy of the jurists' comments to the organizations to review for
next year.
Question about why we didn't max out the amount of funding available for the
special project grant funds due to lack of applications. Is it marketing? Is it DEI?
We will want to do a survey or use another tool to determine the reason. Might
need to clarify the requirements of partnerships (don't necessarily need to be
brand new). Each year there have been new requirements, so perhaps there's
confusion or a belief that the organization would not have a competitive
application. Do we want to investigate how best to disburse arts funding, do we
keep the same operating and special projects grant programs?
We have $5,875 left in the fund. Since we haven't spent all of the funds, we
might be able to use remaining funds to market the information, for example.
Would need the City Manager's permission to reallocate the funds.
Some community groups may not realize that they can apply. Need some
outreach. We don't want to leave money on the table.
Next meeting(s) we should discuss how to get the word out, clarify who can
apply. Do folks understand what it means to have a fiscal agent? Maybe this is
the sticking point or barrier?
Listed scores are the combined score of all 3 jurors. Feedback will be provided
to all applicants. Commissioners are thankful for this modification. Motion by
Armstrong, second by Siegert, to accept the slate as recommended by Burbach.
Motion carries unanimously.
Operatinq Grant
Process involved Burbach initially reviewing for technical compliance. Same 3
jurists scored these applications. During the process, one small question had
arisen on whether the application should include current or prior year's operating
budget. Burbach verified with several applicants, and all are based on the
current year.
Commission was presented with a listing of the ranked scores, with the names of
the organizations redacted. This was intentional in order to have more of an
unbiased discussion of the funding scenarios.
When ranked by points, Burbach looked for a natural break in the scores and
created 3 tiers and provided 3 possible funding scenarios
Option 1 shows all organizations receiving the maximum of 6°k or $30,000,
whichever is lower, as listed as a possibility in the grant program. This would put
the grant program over budget by almost $100,000.
Option 2 would fund Tier 1 at 4°k or max, Tier 2 at 3°k or max, and not fund Tier
3. This option would come in just under the $210,000 program budget.
Option 3 would fund Tier 1 at 3.75°k or max; Tier 2 at 2.75°k or max; and Tier 3
at 1 .25°k or max. Burbach recommends funding all the groups at least some
amount. This option does not greatly affect the higher-scored organizations
while providing some assistance to the lower-scored ones.
Motion by Daugherty, second by Armstrong, to approve Option 3 for the entire
slate. Discussion: it seems like we're tasked with funding everyone. Option 1
just showed a "what if' everyone were funded at 6°k, not really a
recommendation. Commissioners are grateful that they are not scoring the
applications. Motion carries unanimously.
After the vote, the names of organizations were displayed for the group.
This recommendation will be taken to City Council by staff. Once approved,
contracts will be drafted and sent out for signature.
The Commission noted that the amount of funding is increasingly inadequate.
We have a growing art community and a growing number of organizations
interested. The Commission/working groups will investigate and will advise staff
during the budget season on possible improvements moving forward.
4. Open Commission Seats — deadline for application
Schmitz and Armstrong do not intend to reapply for their seat. Applications are
due May 30 at noon in order to meet this year's deadline for being seated in July.
Schmitz and Armstrong will stay on working groups but want to cede their
commission seat to new applicants to have fresh voices on the Commission.
5. Current Events Reporting from Commissioners
DubuqueFest is complete - Schmitz commended Levasseur on her efforts on the
successful event. People liked the new setup in Washington Park.
Rising Star Theater Company — will be performing Newsies in June; Godspell in
July; and Beauty and the Beast in August.
Art on the River — question on whether there should there be a thank you note
send to applicants who are not selected.
Meeting adjourned 423 p.m.
Next meeting: Tuesday, June 11 , 2019
Respectfully submitted:
Jill Connors
Economic Development Director
These minutes were passed and approved on , 2019.
Gina Siegert, Secretary