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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) W:/II1:3Ir_1 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, W:/CI1:31r_1 and equity -focused organizations, schools at all levels, and individual artist, especially artists of color, etc. W:/CI1.111WO 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. W:/CI1.111WM 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 W:/CI1:31r_1 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 W:/CI1:31r_1 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 0AIr III 3Ir_1 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) W:/CI1:31r_1 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 W:/CI1:31r_1 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"