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Minutes_Arts and Cultural Affairs Commission 2 23 21 Copyrig hted April 5, 2021 City of Dubuque Consent Items # 1. City Council Meeting ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 3/3, 3/4, 3/8, 3/9, 3/11, 3/15, 3/22, and 3/24; Arts and Cultural Affairs Commission of 2/23; Civil Service Commission of 3/15; Community Development Advisory Commission of 3/2 and 3/17; Historic Preservation Commission of 3/18; Housing Commission of 3/23; Proof of Publication for City Council Proceedings of 3/1, 3/3, 3/4, 3/8, 3/9, and 3/11; Proof of Publication for List of Claims and Summary of Revenues for the Month Ended February 28, 2021 SUGGESTED Suggested Disposition: Receive and File DISPOSITION: ATTACHMENTS: Description Type City Council Proceedings of 3/3/21 Supporting Documentation City Council Proceedings of 3/4/21 Supporting Documentation City Council Proceedings of 3/8/21 Supporting Documentation City Council Proceedings of 3/9/21 Supporting Documentation City Council Proceedings of 3/11/21 Supporting Documentation City Council Proceedings of 3/15/21 Supporting Documentation City Council Proceedings of 3/22/21 Supporting Documentation City Council Proceedings of 3/24/21 Supporting Documentation Arts and Cultural Affairs Commission of 2/23/21 Supporting Documentation Civil Service Commission Minutes of 3/15/21 Supporting Documentation Community Development Advisory Commission Supporting Documentation Minutes of 3/2/21 Community DevelopmentAdvisory Commission Supporting Documentation Minutes of 3/17/21 Historic Preservation Commission Minutes of 3/18/21 Supporting Documentation Housing Commission Minutes of 3/23/21 Supporting Documentation Proof of Publication for City Council Proceedings of Supporting Documentation 3/1/21 Proof of Publication for City Council Proceedings of Supporting Documentation 3/3/21 Proof of Publication for City Council Proceedings of Supporting Documentation 3/4/21 Proof of Publication for City Council Proceedings of Supporting Documentation 3/8/21 Proof of Publication for City Council Proceedings of Supporting Documentation 3/9/21 Proof of Publication for City Council Proceedings of Supporting Documentation 3/11/21 Proof of Publication for List of Claims/ Summary of Supporting Documentation Revenues for Month Ended 2/28/21 Duhuque THE C1TY OF � ul-A.eria CiIY DUB E `I��Ip' 200740124413 Masterpiece nri tlze Mississip�i 2p17+►2p19 ARTS AND CULTURAL AFFAIRS COMMISSION MINUTES — REGULAR MEETING DATE: Tuesday, February 23, 2021 TIME: 3:30 p.m. LOCATION: Via GoToMeeting 1 Regular Meeting Commissioners Present: Nicholas Halder, Ryan Decker, Gina Siegert, Tyler Daugherty, Paula Neuhaus, Ali Levasseur, Susan Riedel Staff Present: Jennifer Petersen-Brant, Arts & Cultural Affairs Coordinator; Annie Flanagan, Arts & Culture Intern Public Present: Tom Robbins of UD Heritage Center, Jean Tucker of Dubuque Symphony Orchestra, Brian Cooper. The meeting was called to order by Commissioner Neuhaus at 3:33 PM following staff assurance of compliance with lowa Open Meeting Law. Commissioner introductions followed for public benefit. Review of Minutes: Motion to approve minutes of January 26, 2021 by Commissioner Decker, seconded by Commissioner Riedel. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Review of Reports from Working Groups: Accessibility, Engagement, and Inclusion (AEI) meet Feb 1. Discussed need for professional development and communications in DEI for all practitioners to influence cultural shifts. Also discussed the need to continue to accentuate the impact of arts and culture activities on quality of life. Follow up meeting Jackie Hunter from MFC to explore what gaps our arts and culture orgs might fill where public school opportunities lack for black and brown youth. Dubuque Renaissance Project discussed with potential collaboration between UD and Fly By Night to present story of Tuskegee Airmen. Creative Economy met Feb 9. Only Tab Link and Jenni in attendance. Next steps for WG include reengaging Shelby Fry on We Create DBQ logo. Once ready will use to put out call for artist information for directory. Discussed hosting virtual artist meetup on First Fridays. Public Art met Feb 22: Group further reviewing draft of public art policy with discussion and recommendations made on specific options on funding mechanism, Art on the River as permanent public art feeder program. Commission Levasseur inquired about next steps in process. Staff advised that some language cleanup is still needed. Once this is done, final draft to be shared with Economic Development Department Manager, Assistant City Manager, and City Manager. Then document will come back to Commission and Task Force for final review before recommendation to City Council. Commissioner Halder asked about timeline for Dubuque Renaissance Project implementation; with timeline now shifted to late 2021 into 2022 for activities to popup concerns about setting aside Special Projects funding for DRP projects. As this initiative is community-driven and not a project of the City thus the timeline shifts with the capacity of the volunteers involved, DRP is interested in focusing on publicly marketing the idea behind the initiative to allow people to more organically come to the project. Revisit potential Special Projects allocation in collaboration with GARE grant at March meeting. Status Updates from Staff Introduction of Community Work Study Student/Intern: Annie Flanagan has begun interning under Petersen-Brant through Loras College's Community Work Study Program. Annie is junior majoring in social work, minoring in peace and justice. She is scheduled for 12-13 hours per week and will be assisting Petersen-Brant with communications, grant application management, calls for art, and will participate in any arts and culture public meetings as her schedule allows. Winter Arts Recap: This year featured 3 sculpting teams. Without the usual Saturday community event, virtual engagement was maximized with creation of "How to" videos on YouTube and online voting for the People's Choice award, capturing 323 online votes. A debriefing with planning committee to be held in near future; sculptors to be inviting to debriefing as well to prepare for next year. Art En Route Update: Current community engagement methods with community coloring page and survey will be accepted through March 15. From that, planning team will develop themes and wording to include in the call for artists; call expected to be released late April. Grant Programs Schedule: Working with Commission's grant committee, a release date of March 15 has been set anticipated deadlines May 17 and June 1 with scores to be back to Commission for consideration by June 25. Suggest Special Meeting of Commission on or around July 9 to prepare recommendation for July 19 City Council meeting. Informational grant workshops planned; workshops will be offered as virtual webinars. Commissioner Halder suggested utilizing 2pm Friday check-in. Commission requested webinars to be held as soon as possible after the release date. Other: None. Recommendation regarding FY22 Operating Support program protocols: Grant committee recommended 1) that the financial worksheet will request FY18, FY19, and FY20 (3 columns on the worksheet) completed financials with FY18 and FY19 to be averaged to determine amount that awards will be based on, and 2) that the applicant outline the organization's activities of the last year and events planned for FY22 as well as having applicants discuss shifts that have to had made because of the pandemic. Additional work needed in editing language in all documents and forms as well as including organizational profile in Special Projects application. Motion to accept recommendations of grant committee by Commissioner Riedel, seconded by Commissioner Decker. Question by Commissioner Daugherty to clarify if new language, financial reporting will continue after this year. Staff stated that this approach is meant for FY22 only and clarified timeframes of fiscal years noted. Motion stands. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Motion to authorize grant committee to implement recommendations, finalize language and release grant materials on March 15 by Commissioner Levasseur, seconded by Commissioner Riedel. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Release of unawarded FY21 Special Projects grant funds: Staff has been notified by Finance Department that remaining Special Projects grant funds are available for distribution; $20,550 remains unawarded for FY21 due to City spending holds due to COVID-19. $2,928 also remains in Operating Support line item. Although several applicants are available for consideration, Grants Committee suggested creating a Resiliency Fund similar to lowa Arts Council's current grant opportunity. Program offered last year by Bangor, ME also highlighted as example. Awards would be small $1 ,000-2000. Discussion followed on what this funding program might look like and that goal would be to get something to every arts and culture nonprofit based on operating budget. Staff has mentioned to Economic Development Department Manager; encouraged to draft details for review by City Manager. Motion for Grants Committee to finalize structure and timeline to present to City Manager by Commissioner Decker, seconded by Commissioner Neuhaus. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Commissioner Terms: Commissioner Levasseur lead discussion on expiring Commissioner terms. Commissioners serve 3-year terms; Neuhaus, Siegert (both `Professionals' category) and Daugherty (At-large category) are expiring end of June 2021. Commissioners Siegert and Neuhaus voiced interest in continuing but also open to not reapplying if new applicants step forward that would more broadly diversify commission makeup. Discussion followed about adding more Commission seats; clarification on process needed. Suggested that this is part of strategic planning that will be held in FY22 as improvement package for this activity was recommended. Commissioners with expired terms to connect directly with Chair and Staff to confirm plans. Other: Discussion on role of Commission in recruiting for open Commission seats. Commissioner Neuhaus recommended raising awareness of the commission and the opportunity to apply to be a member through public speaking engagements by Commissioners. Old business from last meeting discussed including: • Need for Staff to follow up with Commissioner Decker on DEI resources for organizations. • Commissioner Levasseur shared that she talked with Gail Chavennelle regarding communications, increasing public knowledge of efforts of Commission and City's arts and culture work. It was productive conversation touching on limitations with staffing capacity and opportunities; suggested that Branding & Communications Working Group has role to play. • Replacement for Mediacom arts and culture grant program continues to be explored. Potential resource has been identified. Next step is to follow up with Mediacom program to better understand logistics before presenting opportunity to potential funder. • Commission Neuhaus suggested exploring IAC capacity-building grant opportunity for Commission; guidance on Commission's ability to apply for grants needed. Perhaps embedding DEI practices into strategic plans. Public Comment: Brian Cooper (retired editor of Telegraph Herald, and retired head of Julien Dubuque Film Festival) introduced their self. Jean Tucker of DSO discussed the difficulty of having in-person symphony shows without people getting vaccines. Predicted that as more and more public are getting vaccinated, the number of people showing to concerts will go up. Also shared their new concerts and attendance with 12 musicians, which created a chamber orchestra feel. Commissioner Siegert commented on and applauded the unique experience. Intern Annie Flanagan spoke on her college experience and highlights; shared America's Funniest Home video claim to fame. Current Events Reporting from Commissioners: • Loras Players: A Midsummer Night's Dream - March 25-27 (Date Change!), Loras College ARC Lawn (Alt Site: Hoffmann Hall) • Fly-by-Night Productions: online content (FBN TV), http://flybyniqhtdubuque.com • Grand Opera House: Easel Wars, 135 Live!, and addt'I digital content continues, http://theqrandoperahouse.com • Five Flags Center events: o Rodney Carrington (reduced capacity) March 6 o Lee Brice March 13 o World Championship Flat Track Racing March 26-27 • DSO Classic Concert Series II and III and DBQ Youth Ensembles end of March and April Motion to adjourn by Commissioner Siegert, seconded by Commissioner Halder. Meeting adjourned at: Next meeting: Tuesday, March 23, 2021 at 3:30PM via GoToMeeting Respectfully submitted: Jenni Petersen-Brant Arts & Cultural Affairs Coordinator, City of Dubuque These minutes were passed and approved on , 2021. Witnessed By: (signature) (printed) (officer position)