Minutes_Arts and Cultural Affairs Commission 9.7.21Copyrighted
November 15, 2021
City of Dubuque Consent Items # 1.
City Council Meeting
ITEM TITLE: Minutes and Reports Submitted
SUMMARY: City Council proceedings of 11/1; Arts and Cultural Affairs Commission
of 9/07, 9/28, and 10/19; 1 nvestment Oversight Advisory Commission of
10/26; Library Board of Trustees Update of 10/28; Zoning Advisory
Commission of 11/3; Proof of publication for City Council proceedings of
10/4, 10/18, and 10/20; Proof of publication for List of Claims and
Summary of Revenues for Month Ended September 30, 2021.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
/_1if_Td:I�,I=1kihI'S
Description Type
City Council Proceedings of 11/01/21 Supporting Documentation
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
9/07/21
Arts and Cultural Affairs Commission Minutes of Supporting Documentation
9/28/21
Arts and Cultural Affairs Commission Minutes of
Supporting Documentation
10/ 19/21
Investment Oversight Advisory Commission Minutes of
Supporting Documentation
10/26/21
Library Board of Trustees Update of 10/28/21
Supporting Documentation
Zoning Advisory Commission Minutes of 11/3/21
Supporting Documentation
Proof of Publication for City Council Proceedings of
Supporting Documentation
10/4/21
Proof of Publication for City Council Proceedings of
Supporting Documentation
10/ 18/21
Proof of Publication for City Council Proceedings of
Supporting Documentation
10/20/21
Proof of Publication for List of Claims / Summary of
Supporting Documentation
Revenues for Month Ended 9/30/21
Dubuque
THE CITY OF
DUB
All-Anenp C y
2007.2012.2013
2017*2019
Masterpiece on the Mississippi
ARTS AND CULTURAL AFFAIRS COMMISSION (A&CA)
MINUTES — SPECIAL MEETINGS / STRATEGIC PLANNING
DATE: Tuesday, 07 September 2021
TIME: 3:30 PM
LOCATION: 350 E. 3rd St., Dubuque, IA 52001 — 2nd floor Conference Room, National
Mississippi River Museum and Aquarium
Commissioners Present: Paula NEUHAUS (chair); Nicholas HALDER (vice -chair); Ryan
DECKER (recorder); Noelle CHESNEY; Ali LEVASSEUR; Sue RIEDEL, Thomas ROBBINS.
Staff Present: Jenni PETERSEN-BRANT (coordinator); Mike WILLIAMS (intern)
Public Present: none
Neuhaus called the meeting to order following staff assurance of Iowa Open Meeting
compliance at 3.35 PM.
Strategic Planning, Session #1
Discussion facilitated by Jan Powers, The Powers of Communication in development of
strategic plan for Arts & Cultural Affairs Advisory Commission. See Exhibit A for results of
discussion.
Adjournment motioned by Decker, seconded by Riedel at 5:45 PM. Vote: Unanimously
affirmed. Motion carried.
Next Meeting: Monday, 20 September 2021 at 3:30 PM (Special Meeting: Strategic
Planning Session #2)
DATE: Monday, 20 September 2021
TIME: 3:30 PM
LOCATION: 350 E. 3rd St., Dubuque, IA 52001 — 2nd floor Conference Room, National
Mississippi River Museum and Aquarium
Commissioners Present: Nicholas HALDER (vice -chair); Ryan DECKER (recorder); Noelle
CHESNEY; Ali LEVASSEUR; Sue RIEDEL, Thomas ROBBINS (attending virtually).
Commissioners Excused: Paula NEUHAUS (chair)
Staff Present: Jenni PETERSEN-BRANT (coordinator); Mike WILLIAMS (intern)
Public Present: none
Halder called the meeting to order following staff assurance of Iowa Open Meeting compliance
at 3:35 PM.
Strategic Planning, Session #2
Discussion facilitated by Jan Powers, The Powers of Communication in development of
strategic plan for Arts & Cultural Affairs Advisory Commission. See Exhibit A for results of
discussion.
Adjournment motioned by Levasseur, seconded by Decker at 5:30 PM. Vote: Unanimously
affirmed. Motion carried.
Next Meeting: Tuesday, 28 September 2021 at 3:30 PM
Respectfully submitted:
Jenni Petersen -Brant
Arts & Cultural Affairs Coordinator, City of Dubuque
These minutes were passed with exhibit A attachment and approved on
Witnessed By:
, 2021.
(signature)
(printed)
(officer position)
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Dubuque Arts & Cultural Affairs Advisory Commission
Strategic Planning Sessions Results
September 27, 2021
Strategic Priorities (draft #4), in rank order
Right -size City Arts & Culture staff support and its role within larger City organization,
budget, and Commission structure to support the growing needs and impact of arts and
culture nonprofits and the creative sector on the vitality of Dubuque.
a. Including analyzing of Commission framework, reviewing and revising size,
examining diversity of members, defining inclusion and accessibility, defining
roles/responsibilities and changing roll -off of terms for commissioners.
2. Proactively support implementation of Master Plan Proactively support
implementation of Master Plan in alignment with other City plans and City Council
goals
a. Including gaining support and providing recommendation to reinvent
Community Engagement Strategic ecosystem, identifying reporting structures
and measurables between all elements.
b. Including actively infusing diversity, equity, accessibility and inclusion efforts into
all commission and master plan work (recruitment, grants, training, strategic
planning, etc.) possibly developing a Community Engagement role within the
commission and/or department.
c. Including analyzing of Commission framework, reviewing and revising size,
examining diversity of members, defining inclusion and accessibility, defining
roles/responsibilities and changing roll -off of terms for commissioners.
3. Continually strengthen and elevate impact of arts and culture grant programs by:
a. Reviewing on an ongoing basis at regular intervals.
b. Identifying key performance indicators and determine how to track and share
KPIs with City leadership and community to prove value
c. Examining changing needs of external partners and creative sector adjusting
eligibility criteria, award allocations, etc.
4. Identify and develop resources to support the top 3 priorities through continued
partnerships, relationships, and collaborations with other arts & culture, philanthropic,
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and equity -focused organizations, schools at all levels, and individual artist, especially
artists of color, etc.
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Miscellaneous "Stuff" to Keep on the Radar for Future Strategic Discussions
Will the commission be more than seven members?
How will diversity be defined and how will it be increased in terms of commission make-up? How will
diversity as a focus be infused into the priorities, objectives and outcomes of the strategic plan?
Advocating to and communicating about the Commission and its work to City Council should be infused
into all priorities or become a 51" priority of its own.
If so, could it be defined as "Actively promote the public profile of Dubuque as an Arts and
Culture destination
Also, facilitate further discussion on the formation of a 501c3 for an arts advocacy non-profit
organization
Keep the DEAI emphasis in Priority #2
The Economic Impact study should stay within the 2nd priority
Discuss further the idea that arts means 'social -emotional public health'
Does the grants program fall into any of the working groups in the Master Plan?
Are Commission members required to sit on a grant program committee?
Further discussion, while developing the strategic plan, needs to focus on the phasing of the priorities
and objectives by year (what can be accomplished in Year 1 of the plan, Year 2, Year 3)?
Have further discussion on the role of a Community Engagement staffer and/or a communication staffer
Discuss ramifications of moving the Arts & Culture staff position to a department other than Economic
Development. What we ask for is what we will get ... and what will get funded and raised up.
Continue discussion about how to connect to the Multicultural Family Center and to the Community
Foundation of Greater Dubuque
Discuss how to keep professional development for staff and commission members top -of -mind and into
the plan in some way
Have deeper discussion about changing the commission's role as 'Advisory' to 'Working'. Be cognizant of
codes City Council rules/guidelines.
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Arts & Cultural Affairs Advisory Commission
Strategic Plan 2021-2024
Priority 1: Right -size City Arts & Culture staff support and its role within larger City organization, budget, and Commission
structure
City
Objectives (what)
Action
Potential
Resources
Responsible groups (who)
Deadlines
Status
Priority
Steps
challenges
needed/
(when)
(how)
secured
#4 and #7
--Rolling off terms change
1 commissioner with (?)
--Analyze/access current
bring back for voting
size, term limits, defined
(process)
'status', business vs. non -
business, etc.
D=recommendations
--Recruitment opportunities
Commissioners
--List
--Follow up encouragement
to apply to commission
--Ordinance review of
Commissioners
positions of cultural corridor
(is it inclusive to community)
--Documenting needs which
Staff?
create more work hours to
get more staff
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City
Objectives (what)
Action
Potential
Resources
Responsible groups (who)
Deadlines
Status
Priority
Steps
challenges
needed/
(when)
(how)
secured
#4 and #7
--Establish Director of Arts &
City Council
Cultural Affairs
City Manager
--Establish Capacity,
Commissioners (Ryan)
Investment and
Staff
Infrastructure Coordinator
Assistant City Manager
--Establish Communication,
Access and Engagement
Coordinator
--Analyze and assess current
workload and draft
recommendation of revised
structure/staff and $$$ to do
what is needed
--(Define 'right size')
--Maintain and increase
operating budget
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Priority 2: Proactively support implementation of Master Plan in alignment with other City plans and City Council goals
City
Objectives (what)
Action
Potential
Resources
Responsible groups (who)
Deadlines
Status
Priority
Steps
challenges
needed/se
(when)
(how)
cured
4,7
--Analyze/assess current
--Replace with individual
structure and ecosystem of
commissioners as leaders of
CES to more effective
working groups
implementation
--Commission committee
--Council ally?
+ WG 'leaders'
--Liaison?
+Staff
--Eliminate Task Force?
+Asst. City Mgr
--Identify report structure,
--See above
internally and externally (to
public)
--Extra staff for effective
--Create communications
communications
awareness of progress and
impacts
--Assess funding resources M
--Priority #4 group
--Break down and
Commissioners — special
rebuild/revitalize current
meetings?
structure of working
groups/commission
--Subcommittees leading
working groups?
--Execute Economic Impact
--Staff and Arts & Culture
Study
orgs/groups, and a
commissioner rep? An
intern?
--Become the Squeaky Wheel
Staff
with City leadership and
Commissioners
council
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Priority 3: Continually strengthen and elevate impact of arts and culture grant programs
City Priority
Objectives
Action Steps
Potential
Resources
Responsible
Deadlines
Status
(what)
(how)
challenges
needed/secured
groups (who)
(when)
4,7
--Review the
--Grant
grant (operating)
subcommittee
every 2 years
and staff
--Recruitment of
applications
(grant)
--Increase grant
--Staff and
dollars pool
Commission via
City manager
and Council
(budget
request)
--Arts orgs
--Redefine
--Grants
"special
subcommittee
projects" or
clarify
--Or new partner
grant
--Market grantee
--Staff (more
accomplishments
needed)
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City Priority
Objectives (what)
Action Steps
Potential
Resources
Responsible
Deadlines
Status
(how)
challenges
needed/secured
groups (who)
(when)
4,7
--Identifying reporting
Commission,
methods/communicate
Grants and
internally and
Contracts Team
externally the result
of City
--This ties to DEIA,
impacts related to
other city plans
--Survey of potential
applications,
(current/potential) to
assess if we are
meeting needs
Priority 4: Identify and develop resources to support the other three priorities through partnerships, relationships and
collaborations
City Priority
Objectives (what)
Action
Potential
Resources
Responsible
Deadlines
Status
Steps (how)
challenges
needed/secured
groups (who)
(when)
4,7
Make A&C calendar
--A&C
(Commission or
Commission
organizations?)
sub-
committee
(called
Calendar
Committee)
--Staff
Market Arts & Culture
--Public Works
& Humanities to
--Travel DBQ
citizens and visitors
--Local
publications
--Arts/Culture
orgs (Friday
Meet UP
groups)
--Educational
orgs (colleges,
K12)
--Creative
Works
--DAC
--Artists in
Residence
Advocacy to City
--Commission
Council
and staff
-Organizations
and citizen
support
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City
Objectives (what)
Action
Potential
Resources
Responsible
Deadlines
Status
Priority
Steps (how)
challenges
needed/secured
groups (who)
(when)
--Identify sources of
--Capacity or
funding
Investment
*Private (corporate)
work group
*Grants to commission
(does it
supported by
become
(Mediacom), etc.
commission
committee?)
--AM B
--Develop template
--Commission
presentation to take to
--Staff
non -arts groups
--Identify
--Commission
commission's role in
--Staff
relationship building
b/+ arts and others
--Regular (monthly or
--Commission
bi-monthly) Arts
--Staff
events/happenings to
Council and advocacy
of "what's coming up"