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Minutes_Arts and Cultural Affiars Commission_3 23 21Copyrighted May 3, 2021 City of Dubuque Consent Items # 1. City Council Meeting ITEM TITLE: Minutes and Reports Submitted SUMMARY: City Council Proceedings of 4/19; Arts and Cultural Affairs Commission of 3/23; Library Board of Trustees Council Update of 4/22; Proof of Publication for City Council Proceedings of 3/15, 4/5, and 4/6; Proof of Publication for List of Claims and Summary of Revenues for Month Ending 3/31. SUGGESTED Suggested Disposition: Receive and File DISPOSITION: ATTACHMENTS: Description Type City Council Proceedings of 4/19/21 Supporting Documentation Arts and Cultural Affairs Commission of 3/23/21 Supporting Documentation Library Board of Trustees Council Update of 4/22/21 Proof of Publication for City Council Proceedings of 3/ 15/21 Proof of Publication for City Council Proceedings of 4/5/21 Proof of Publication for City Council Proceedings of 4/6/21 Proof of Publication for List of Claims / Summary of Revenues for Month Ended 3/31/21 Supporting Documentation Supporting Documentation Supporting Documentation Supporting Documentation Supporting Documentation Dubuque THE CITY OF DUB E MI, AUHn 2007-2012.2013 2017*2019 Masterpiece on the Mississippi ARTS AND CULTURAL AFFAIRS COMMISSION MINUTES — REGULAR MEETING DATE: Tuesday, March 23, 2021 TIME: 3:30 p.m. LOCATION: Via GoToMeeting 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 (Heritage Center/University of Dubuque), Barb Barton (Dubuque Museum of Art) %, r The meeting was called to order by Commissioner Neuhaus at 3:33 PM following staff assurance of compliance with Iowa Open Meeting Law. Commissioner introductions followed for public benefit. Review of Minutes: Motion to approve minutes of February 23, 2021 by Commissioner Daugherty, seconded by Commissioner Siegert. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Review of Reports from Working Groups: Staff shared written notes from recent meetings of active Master Plan working groups in advance of the meeting. Additional verbal reporting on efforts of expanded, short-term committee supporting Branding & Communications working group in effort to create project brief for development of a broader, over -arching branding / communications campaign in support of Arts & Culture sector. Inaugural meeting of committee on March 18, 2021, set the stage for the effort and opened up stakeholder discussion. Commissioner Riedel inquired about Public Art Policy / Public Art working group and timeline. Staff reported that the Working Group met previous month to discuss draft policy and made recommendations regarding funding mechanisms, role of Art on the River, and governing structure; next steps require Staff to adjust draft policy options and language for review by Department Manager, Assistant City Manager, and City Manager. After that review, draft policy will come back to Commission and Task Force for review and then onto City Council for recommendation and adoption. Motion to accept reports from Master Plan working groups by Commissioner Riedel, seconded by Commissioner Decker. Commissioners Halder, Decker, Siegert, Daugherty, Neuhaus, Levasseur, Riedel voted to approve motion; Motion passed. Status Updates from Staff FY22 Arts & Culture Grants application release and update: Staff reported that updates to FY22 application materials Operating Support and Special Projects grant programs were finalized by the Grants committee and application process was opened and announced to public. Virtual informational webinars scheduled, March 26 for Operating Support and April 9 for Special Projects. Art on the River planning update: Planning committee met this month to review proposed theme and description, tentative timeline, and anticipated expenses. Public event planned for Friday, August 6 to continue coordination with Taste of Dubuque and Lighted Boat Parade; new this year is that DubuqueFest will be held in conjunction with these other events. Staff anticipates release of call for artists on or before April 15. Planning committee has requested that instead single juror to review and recommend top selections that a 3-person jury, 2 from community and one outside professional, will draft recommendation for Commission. Full funding of $37,500 for Art on the River recommended in City's FY22 budget; staff to follow up with Commission after City Council vote on budget. Next steps on unspent FY21 Arts & Culture grant program funds: Discussion on FY21 unspent grant funds. Grants committee will meet on this issue to provide framework for potential Resiliency Grants based on structure of Iowa Arts Council's current Resiliency Grant program. Recommendation will be brought to Commission for review and recommendation which will be forwarded to City Manager for approval. Revenue decline recap (2020 vs 2019): At the direction of the City Manager, Staff compiled information on 2019 versus 2020 revenues for current Arts and Culture grantees. 14 of 19 organizations reported in; across these 14 organizations, revenues for 2020 were down $3.9 million with only $1.5 million recovered through COVID-19 relief funding leaving a gap of $2.4 million. Earned revenue was down 50.1 %, contributed income was down 31.2%. Organizations report an expected $1.8 million in lost revenue in 2021 compared what they brought in 2019. This information has been reported to the City Manager in connection to the American Rescue Plan. Commissioner Levasseur commented that this provides a strong argument for using unspent FY21 grant funds for a new resiliency fund. Old Business Research and development related to former MediaCom arts and culture grant program: Initial reach out to Kathy McMullen made but follow up needed. Commissioner Neuhaus, Commissioner Levasseur and Staff to information on history and structure of former MediaCom arts and culture grant program to then draft proposal for potential funder that has been identified. Update will be provided at April meeting. Commission structure, openings update: Staff, Commissioner Levasseur, and Commissioner Neuhaus have meeting scheduled with City Clerk's office to address process questions on adding additional seats, filling upcoming openings, and diversifying representation. Update will be provided at April meeting. Other: Improvement Package to support Commission strategic planning was recommended as part of FY22 budget. Commission will discuss schedule and next steps at April meeting. Public Comment: Tom Robbins of UD Heritage Center introduced himself and thanked Commission for their work. Barb Barton of Dubuque Museum of Art introduced herself, noted that she joined to stay informed of Commission's efforts, and thanked them for their work. Current Events Reporting from Commissioners: • DubuqueFest to be held in August 2021 instead of May due to COVID-19 concerns. Press release to go out next week. The 2021 festival will be scaled down and not have evening music, maintain focus on the art fair instead. Application deadline is in June. • Bell Tower Theater - Complete works of William Shakespeare will begin auditions this week. "The Numbers Game" as live event to be hald April 26 — May 2na • River Museum offering tours behind the scenes collections, caring for the animals, etc for a fee. New offering has been well -received. • JDIFF will be an 8-day event at end of April; 10th year Anniversary. Motion to adjourn by Commissioner Riedel, seconded by Commissioner Daugherty. Meeting adjourned at 4:20PM. Next meeting: Tuesday, April 27, 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 12021. Witnessed By: (signature) (printed) (officer position) Arts & Cultural Affairs Master Plan Task Force Working Group & Task Force Updates As of 3/23/2021 to share with Arts and Cultural Affairs Commission Task Force NEXT MEETING anticipated last week of April 2021 Accessibility, Engagement, and Inclusion Met Mon, Mar 1 @ 3:30pm via GoToMeeting Attending: Alan Garfield, Tom Robbins, Lenore Howard, Collins Eboh, Taylor Kellogg, Jason Neises, Jenni Petersen - Brant • Discussion on changing this group's title to draw clearer connection / reporting to city leadership and public. Group is currently referred to as AEI Working Group; Petersen -Brant suggested change to DEI or DEAI Working Group including the A for accessibility. o Other suggestions included 'Cultural Equity (& Accessibility) WG o Decided best to engage Branding & Communications WG in any name change • Tom Robbins shared updates from LID which include planning for a month -long series of events in Feb 2022 to honor Black History month, coordinate with Airport renaming / fundraising effort. Events to take place MLK Jr day through last Friday before Spring Break. o Topic of why renaming of Airport terminal cost $100,000. Noted that NAACP and other community group is leading fundraising effort. Clarified that fundraising effort is not a goal of the DRP initiative but both efforts could see each other as assets. • Suggested that DRP initiative needs to clarify its goals / simplify message for broader public awareness to take hold. • Discussion on role of AEI WG. Is this group focused on professional development (hiring/curation of resources for grantees and other working groups)? AEI WG should exist as resource for all other WG; DEI work has to be part of all groups' efforts. How can it best do this to help apply an equity lens to the Master Plan's overall implementation? Should there be a focus on fostering community engagement activities? o Bring light, fun, and joy to the work o Communicate why someone would want to / why it is worthwhile to attend an AEI WG meeting. o DRP was product of this brain trust; time for WG to recalibrate now that DRP is becoming its own thing with own dedicated volunteers pushing it forward. • Next steps: o Jenni and Jason to meet prior to April meeting to address some of the concerns / questions above. NEXT MEETING scheduled for Mon, Apr 5 at 3:30pm via GoToMeeting. Branding and Communications Met Wed, Mar 3 @ 3:30pm via GoToMeeting Attending: Taylor Kellogg, Miki Robinson, Gina Siegert, Annie Flanagan, Jenni Petersen -Brant • Introductions with Annie Flanagan Arts & Cultural Affairs Master Plan Task Force Branding and Communications cont. • Review of background of working group for Annie's benefit and current focus on first steps in developing a branding & communications campaign to boost awareness of arts & culture sector. • WG is pulling a large group to develop a project brief to develop this campaign including: Tasha Lippold (Premier Bank), Rick Dickinson (GDDC), Jordan DeGree (Creative Adventure Lab), Lu Gerdemann (Lu Supply Co), Ali Levasseur (DCFAS, Commission), Kelli Buchaneu (City of DBQ PIO), Michelle Blanchard (The Grand). Discussion to invite Gary Stoppelman from DuMA; Jenni to reach out and invite. • Other discussion on next steps of working with subcommittee noted above: o Possible create a Google Form to fill out or take the 2020 perceptions survey prior to meeting. It will help see strengths and different perspectives. o Meeting agenda to include: Introductions, Asset Review (overview of broad campaigns that market community as a whole that serve as resources), Background on how we got here/why we're doing this with discussion on end goal of committee's work, Stakeholder conversation • Jenni shared notes from Michael Johnson from Greater Omaha's "We Don't Coast" as part of their campaign that was created through a similar community engagement process. Highlights included: o 4-part process: Discovery period with 12-member focus group, Developed the creative project brief, Pulled in group of various creative professionals to create deliverables, Launch of campaign o Start up budget for Omaha's was $150,000 with a funding stream lead by the Chamber. They are now revisiting the structure of how it was implemented. The model didn't work as there was not one central entity pushing campaign. They are considering having it more a Chamber lead campaign. Taylor continued on first meeting point. Discussion included: o Present data of Master Plan in particular Hubspot template. Project overview, to execution, who takes ownership. To build goal points for brief. o Understanding range of what we are thinking with a proposed $10-$20,000 budget. o Question? Who is the campaign targeting? Community vs Travel & Leisure. o Discussion on definition of Arts & Culture o Noted disjointed identity pushed by different sectors in Dubuque. o Goals are for this campaign to communicate what the arts and culture experience offered in DBQ is; putting our finger on the 'thing'. Create a tangible, implementable way to communicate an unified voice / identity of Dubuque's arts and culture sector. o What deliverables do we want? Up to committee to decide but perhaps this is creating a media kit that all stakeholders can use. Needs to incorporate calls to action. Next steps: o Jenni to send out Doodle Poll to gather group week of March 15cn o Taylor will tweak project brief template to send out to group in advance. Jenni to forward everyone's notes to Taylor. 0 B&C WG to meet again Tuesday, March 16 at 3:30PM to prep for meeting of full committee. Arts & Cultural Affairs Master Plan Task Force NEXT MEETING anticipated for Wed, Apr 7 at 3:30pm via GoToMeeting. Creative tconomy Did not meet Hosting public virtual artist meetup on Fri, Apr 2 at 5 PM via GoToMeeting. NEXT MEETING anticipated for Tues, Apr 13 at 6 PM via GoToMeeting. Capacity and Investment Not currently meeting. Public Art Infrastructure Did not meet NEXT MEETING anticipated for Mon, April 19 at 3:30 PM via GoToMeeting.