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FY2021 Arts & Culture Operating Support Grant Funding Levels Copyrighted August 3, 2020 City of Dubuque Action Items # 8. City Council Meeting ITEM TITLE: FY2021 Arts & Culture Operating Support Grant Funding Levels Recommendation SUM MARY: City Manager recommending City Council concurrence with the recommended recipients and grant amounts of the Fiscal Year 2021 Arts & Culture Operating Support Grants as recommended by the Arts & Cultural Affairs Advisory Commission. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type FY2021 Arts& Culture Operating Support Grants-MVM City Manager Memo Memo Memo to MVM re FY21 Arts Operating Support Grant Staff Memo Recommendation FY21 OS Grant Scoring_Arts Commission View Supporting Documentation Dubuque THE CITY OF � ui-Aseria cih DuB E , . � . , � II � Maste iece on tj2e Mississi i zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: FY2021 Operating Support Grant Funding Levels Recommendation DATE: July 28, 2020 Arts & Cultural Affairs Coordinator Jenni Petersen-Brant recommends City Council concurrence with the recommended recipients and grant amounts of the Fiscal Year 2021 Arts & Culture Operating Support Grants. The recommendations were approved by the Arts & Cultural Affairs Advisory Commission. Operating Support Grants are recommended to each of the following, based on rankings and adjusted operating budgets: Bell Tower Productions $17,900 Dubuque Chorale Inc $2,899 Dubuque County Historical Society $30,000 Dubuque Arboretum $10,083 Legion-Aires Drum & Bugle Corps (Colts) $30,000 The Grand Opera House $27,537 Dubuque County Fine Arts Society $6,268 Rising Star Theatre Company $4,506 Northeast lowa School of Music $10,019 Dubuque Main Street Cultural Corridor $8,666 Dubuque Museum of Art $25,547 Dubuque Symphony Orchestra $30,000 Heritage Works, Inc $8,351 Julien Dubuque International Film Festival $9,479 Fly-by-Night Productions Inc $598 Creative Adventure Lab $17,557 Dubuque Arts Council $2,395 Convivium Urban Farmstead $4,792 Dubuque Ch A010 of the Barbershop Harmony Society $474 TOTAL $247,072 Pending City Council's concurrence with the Commission's recommendation, award letters and contracts will be issued with the caveat that: • Full grant awards will be divided into quarterly payments, and; • Prior to pay out, the City's financial ability to fulfill the contract will be reviewed by the City's COVID-19 budget review committee(s). I concur with the recommendation and respectfully request Mayor and City Council approval. � Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Jenni Petersen-Brant, Arts & Cultural Affairs Coordinator 2 Dubuque Economic Development Department THE CITY QF � Office of Arts&Cultural Affairs AII�AneriC�Cit� 1300 Main St "` ' Dubuque,IA 52001 U� � �� T�TY(563)690 66783 � � 2007+2012•2 D 13 http://www.cityofdubuque.org Masterpiece on the Mississippi 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Jenni Petersen-Brant, Arts & Cultural Affairs Coordinator SUBJECT: FY2021 Operating Support Grant Funding Levels Recommendation DATE: July 27, 2020 INTRODUCTION The purpose of this memorandum is to provide the Arts & Cultural Affairs Advisory Commission recommendation to fund arts and culture organizations through the Arts & Culture Operating Support Grants for FY2021 and to request City Council concurrence with the recommended recipients and grant amounts. BACKGROUND $250,000 was approved by the City Council for FY2021 for Arts & Culture Operating Support Grants. The City received nineteen (19) applications, on or before March 20, 2020, with reported organizational operating budgets totaling $14,486,385* based on the most recently completed fiscal year of each applicant. *'As reported' including amortization and depreciation. Most recently completed fiscal year of all applicants totals $12,101,398 after review expense documentation and removal of amortization and depreciation. A two-person volunteer panel comprised of the following individuals independently reviewed all 19 applications: • Ellen Dettmer, Director of Development at United Way of Dubuque Area Tri- States • Jennifer Walker, Fundraising Consultant for East Central Intergovernmental Association Panelists' review was based on an 18-point rubric approved by the Arts & Cultural Affairs Advisory Commission as part of the FY2021 Operating Support Grant application guidelines and process. Applicants received 1-bonus point by attending an in-person grant overview workshop prior to the application deadline. It is important to note that grant award recommendations have been on hold due to COVID-19 budget impacts as Operating Support Grants are funding through general operating revenues. Typically, Operating Support Grants recommendations are made at the immediate start of the City's new fiscal year. The Arts & Cultural Affairs Coordinator was directed on July 15, 2020 to proceed with the Commission crafting funding recommendations following review of this program for impacts on equity efforts, economic development, and community betterment by City leadership. Arts and Culture Special Project Grant funding availability has yet to be set by City leadership and budget review committees. DISCUSSION Attached is an amended worksheet as presented to the Arts & Cultural Affairs Advisory Commission on July 21, 2020 outlining potential funding scenarios with applicants ranked based on the combined jurors' scores. Organizations are identified by these scores only as some commissioners are associated with individual grant applicants. Four (4) tiers of applicants were identified based on a traditional grading scaling (A- to A+ = 90-100%, B- to B+ = 80-89%, C- to C+ = 70-79%, D- to D+ = 60-69%, F = 0-59%) of combined juror's scores. Three (3) funding scenarios were provided to the Commission for consideration: • Option 1 demonstrates potential awards if all applicants could receive 6% of their previous year's operating budget or a maximum of$30,000 as noted in grant guidelines. This option not possible as $314,744 would be needed to fulfill all maximum requests. • Option 2 offers potential awards at four (4) tiers based on funding ranging from 4.25% to 3% of previous year's operating budget or $30,000 (whichever is less). This scenario offers funding tiers that are less competitive while arriving at total line item expenditure within the FY2021 allotment of$250,000. • Option 3 offers a more competitive four (4) tier funding structure with maximum funding set at 5% or $30,000 (whichever is less) and subsequent levels more closely tied to traditional grading scheme to arrive at total line item expenditure within the FY2021 allotment of$250,000. The Commission voted unanimously to recommend Option 3 funding as it: • Rewards applicants receiving the highest marks with the most significant percentage of funding allowed within the $250,000 overall FY2021 line item allocation. • Provides all eligible applicants with some funding. • Awards a maximum of 5% or $30,000 (whichever is less) to Tier 1 (or A+) applicants, 4.25% or $30,000 (whichever is less) to Tier 2 (or A), and 3.5% or $30,000 (whichever is less) to Tier 3 (A-, B), and 2.75% or $30,000 (whichever is less) to Tier 4 (B-, C). The Commission's selection of Option 3 recommends Arts & Culture Operating Support Grants to each of the following, based on rankings and adjusted operating budgets, as follows: Bell Tower Productions $17,900 Dubuque Chorale Inc $2,899 Dubuque County Historical Society $30,000 Dubuque Arboretum $10,083 Legion-Aires Drum & Bugle Corps (Colts) $30,000 The Grand Opera House $27,537 Dubuque County Fine Arts Society $6,268 Rising Star Theatre Company $4,506 Northeast lowa School of Music $10,019 Dubuque Main Street Cultural Corridor $8,666 Dubuque Museum of Art $25,547 Dubuque Symphony Orchestra $30,000 Heritage Works, Inc $8,351 Julien Dubuque International Film Festival $9,479 Fly-by-Night Productions Inc $598 Creative Adventure Lab $17,557 Dubuque Arts Council $2,395 Convivium Urban Farmstead $4,792 Dubuque Ch A010 of the Barbershop Harmony Society $474 TOTAL $247,072 Pending City Council's concurrence with the Commission's recommendation, award letters and contracts will be issued with the caveat that: � Full grant awards will be divided into quarterly payments, and; • Prior to pay out, the City's financial ability to fulfill the contract will be reviewed by the City's COVID-19 budget review committee(s). RECOMMENDATION/ACTION STEP In alignment with the City Council's FY2021 approved budget as reviewed by the Finance Department and the City Manager, and in sync with the City Council goal of fostering accessibility to diverse arts, culture, parks, and recreation experiences and activities, I respectfully request concurrence with the Arts & Cultural Affairs Advisory Commission's recommended grant funding to the aforementioned arts and culture organizations. CC: Jill Connors, Economic Development Director Jenny Larson, Finance Director Cori Burbach, Assistant City Manager Kelly Larson, Human Rights Director J� �� e�' d� a�e'` o��a��o �t,� Q��' +��o u• Q-P�� a'`�� Oe�`� 4t Q� ��e ,ca `��O ��O �`��`o�a � G°`s� �`�a �,�ea��tia o�Q� o�,��oc `� `� P Option 2=4.25°/a or Option 3=5°/a or max oJy oJ� max(A+),4%or max (A+),4.25%or max(A), ��` ��` Option 1 =6%or (A),3.75°/a or max(A-, 3.5%or max(A-,B), Q� Q� max,all B),3%or max,(B-,C) 2.75%or max,(B-,C) 38.00 $357,997 $357,997 $21,480 $15,215 $17,900 A+ 38.00 $61,672 $57,970 $3,478 $2,464 $2,899 A+ 38.00 $7,325,924 $5,421,058 $30,000 $30,000 $30,000 A+ 37.00 $299,449 $237,253 $14,235 $9,490 $10,083 A 38.00 $1,481,718 $1,347,219 $30,000 $30,000 $30,000 A 37.00 $793,761 $647,936 $30,000 $25,917 $27,537 A 36.00 $147,379 $147,479 $8,849 $5,899 $6,268 A 36.00 $106,020 $106,020 $6,361 $4,241 $4,506 A 35.00 $301,437 $286,263 $17,176 $10,735 $10,019 A- 34.00 $345,070 $247,613 $14,857 $9,285 $8,666 A- 34.00 $734,250 $729,903 $30,000 $27,371 $25,547 A- 33.00 $1,076,829 $1,071,117 $30,000 $30,000 $30,000 8+ 33.00 $270,828 $270,828 $16,250 $10,156 $9,479 8+ 33.00 $239,975 $238,610 $14,317 $7,158 $8,351 8- 32.00 $17,098 $17,098 $1,026 $641 $598 8 31.00 $638,432 $638,432 $30,000 $19,153 $17,557 8- 31.00 $87,093 $87,093 $5,226 $2,613 $2,395 8- 27.00 $184,202 $174,258 $10,455 $5,228 $4,792 C 26.00 $17,251 $17,251 $1,035 $518 $474 C $14,486,385 $12,101,398 $314,744 $246,084 $247,072