Arts & Cultural Task Force Work
ï5U~~E
~~~
MEMORANDUM
July 26, 2004
TO:
Mayor and City Council
FROM:
Arts and Culture Task Force
"
SUBJECT: Arts and Culture Task Force Recommendations
Introduction
The purpose of this memorandum is to provide you information on the work of the Arts
and Culture Task Force, present their recommendations and to request City Council
direction on the recommendations.
BackQround
In August 2002 the City Council identified Arts Policy and Funding as a priority during its
annual goal setting. The directive was to establish a task force to evaluate Arts and
Cultural activity in the community and develop a policy to promote and encourage Arts
and Culture in the community. In March 2003, an Arts and Culture task force was
established and consisted of representation from the following organizations:
Teri Goodmann, Dubuque County Historical Society (DCHS)
Geri Shafer, Dubuque Museum of Art (DuMA)
Jane Kenworthy, Dubuque Symphony Orchestra (DSO)
Rich Hall, Grand Opera House (GOH)
Dan LoBianco, Dubuque Main Street (DMSL)
Amy Link, Dubuque Area Convention and Visitors Bureau (CVB)
Mike Ironside, Dubuque Cultural Alliance (DCA)
Gil Spence, City of Dubuque Leisure Services Department
Susan Henricks, Carnegie-Stout Public Library
Beth Conlon, City of Dubuque Planning Services Department
Jerelyn O'Connor, City of Dubuque City Manager's Office
Cindy Steinhauser, City of Dubuque City Manager's Office, Facilitator
Public Information Officer Susan Gwiasda recently joined the committee. Since March,
the task force has been meeting to gather information on arts and cultural activities in
the Dubuque Community and to discuss ways in which the City Council can support and
encourage continuation of these activities. The task force began by developing an
inventory of current art and cultural organizations in the community, the number of
patrons served, staffing levels, budget and outreach efforts. Due to the funding
constraints brought on by the legislature in FY' 03, the task force initially focused their
efforts on an education campaign. Beginning in FY '04, the task force began discussion
on how to allocate the $35,000 of arts and cultural funding in the FY '05 budget. The
task force also discussed the recommendations from the recently adopted Downtown
Master Plan to form a Cultural Commission and the State of Iowa Initiative to create
Cultural and Entertainment Districts. Based upon their discussion the following
recommendations are presented for City Council consideration:
Recommendation 1 - Establishment of an Arts and Cultural Affairs Advisory
Commission;
Recommendation 2 - Submit an application to the State of Iowa to become a
Cultural and Entertainment District;
Recommendation 3 - Establishment of an Arts and Culture Grant Program for
Special projects; and
Recommendation 4 - Provide $250,000 in funding to establish annual Arts
and Culture Operating Grant program.
Discussion
Recommendation 1 - Establishment of an Arts and Cultural Affairs Advisory
Commission.
Included within the recently adopted Downtown Master Plan is a recommendation to
establish an Arts and Cultural Affairs Advisory Commission to serve as a voice for the
arts community. This commission would assist in developing partnerships among the
local arts and cultural organizations, serve as a review board to administer funding for
the arts and cultural community as well as apply for State and National grant funds to
support arts and culture. Attachment A is a proposed outline for the establishment of an
Arts and Cultural Affairs Advisory Commission as recommended by the Arts and Culture
task force. The mission and goal of the Commission would be as follows:
"The mission of the Arts and Cultural Affairs Advisory Commission is to build the
community of Dubuque through arts and cultural programs by developing visibility,
funding, audiences, information and partnerships."
Goals:
. To promote, educate and create awareness for arts and cultural activities in the
Dubuque Community;
. To develop and increase the market for arts and cultural activities in the Dubuque
Community;
. To facilitate and convene partnerships for arts and cultural activities in the
Dubuque Community; and
2
. To develop and allocate funding for arts and cultural activities in the Dubuque
Community.
The task force is recommending that the membership of the Commission be composed
of seven members representing the following areas:
Four member shall have significant knowledge and demonstrated interest in one or
more areas of the arts including, music, dance, literature, visual arts, theater, folk arts,
media arts, design and arts education. Two members shall be from the business and
professional community, one of which shall be from the Cultural and Entertainment
district. One member shall be at-large from outside the Cultural and Entertainment
district. The Commission would act in an advisory capacity to the City Council.
Recommendation 2 - Submit an application to the State of Iowa to become a
Cultural and Entertainment District.
The State of Iowa recently announced an initiative to establish Cultural and
Entertainment Districts throughout Iowa. The first round of applications is due on
September 1, 2004. In June, Dubuque Main Street Ltd. sponsored a workshop with the
State of Iowa to provide information on the application process to become a Cultural
and Entertainment District and the benefits. Attachment B is a summary sheet provided
by the State, which identifies the eligibility criteria for Cultural and Entertainment
Districts. The State has indicated that the FY '06 and '07 State Budget will include
$500,000 in tax credits each year for a total of $1 million. Projects located in Cultural
and Entertainment Districts would be eligible. Dubuque Main Street Ltd. has identified
several buildings, which would be candidates to apply for these credits. The Arts and
Culture Task Force is highly supportive of submitting an application to the State to
become a Cultural and Entertainment District. Task Force members are currently
working with DMSL to submit an application to the City Council by August 16, 2004 and
then to the State of Iowa by September 1, 2004.
Recommendation 3 - Establishment of an Arts and Culture Grant Program for
Special projects.
Included in FY '05 is $35,000 for an arts and cultural initiative. This amount is the first
re-payment of a ten-year loan to Dubuque Area Convention and Visitors Bureau for
promotion of the America's River project. The task force is recommending that these
funds be used to support a special projects grant program available to qualifying
organizations located in the city of Dubuque. Although funding for this project is
$35,000 annually, the task force is recommending for the first year that only $30,000 be
allocated toward the special project grant. The remaining $5,000 will go toward the
promotion of a Winter Culturefest to be held the first weekend in December. This
Winter Culturefest will be a promotion of arts and cultural events held the first weekend
in December. In year two, funding for the special projects grant is recommended at the
full $35,000 and the Winter Culturefest will compete for funds with other applicants.
3
Attachment C is a draft grant program available to eligible applicants for special project
funding. This grant program was not designed to provide operating funds to
organizations but to encourage the development of new or expanded arts and cultural
programs in the Dubuque community. This grant program was modeled after the State
of Iowa Cultural Grant programs and can be used as a match for those funds. Highlights
of the grant program include:
. Eligible applicants include Arts and Cultural organizations with a 501 ( c) 3 not-
for-profit status. (Eligible activities are identified on page 2 of the program
guidelines.)
. Ineligible applicants include for-profit organizations or not-for-profit organizations
whose primary mission involves religious, political or athletic programs.
. Minimum grant request are $2,500.
. Applications are due on December 31 and funds are disbursed by July 1 of the
following year.
. A 25% match is required and may come from cash and in-kind donations.
. 80% of the funds are dispersed at the time of contract and 20% at closeout and
acceptance of a final report by the City Council.
The Task Force is recommending that the newly formed Arts and Cultural Affairs
Advisory Commission manage the grant process and make a recommendation of
funding to the City Council for final approval.
Recommendation 4 - Provide $250,000 in funding to establish annual Arts
and Culture Operating Grant program.
In making this last recommendation, the Task Force reviewed budget information from
arts and cultural organizations within the City of Dubuque as well as reviewed
information on what other Iowa cities provide in funding to support arts and culture in
their community.
In reviewing the budget information of the local organizations, it became apparent that
collectively arts and cultural organizations have a large impact in the local economy.
The combined budget of local organizations including DuMA, Grand Opera House,
DSO, Dubuque County Historical Society and the over 20 organizations represented by
the Dubuque Cultural Alliance is well over $6.3 million. This figure includes costs for
staff, programs, marketing and other initiatives that contribute to the quality of life in
Dubuque.
Attachment D is a comparison of Arts and Cultural Funding from other Iowa cities. In
gathering this data, city staff contacted these communities and asked the following
questions:
1) Do you provide funding to arts and cultural organizations such as a museum,
theater, musical performances, etc.?
2) How much money do you give to each organization?
3) Is this money used for operating or capital projects?
4
4) What is the source of funds?
5) Is there a yearly increase in the allocation to these organizations?
6) Who decides on how the money is allocated?
7) Do you have an arts or cultural commission?
As you can, see the range of funding is from $10,600 to $1.4 million for arts and cultural
initiatives. Attachment E provides a summary of the contributions from the Iowa cities
surveyed with an average of $303,574 from all 17 categories or an average of funding in
the amount of $250,010 with the high and low amounts removed. Also included on
Attachment E is a table that indicates what 4%, 5% and 10% of the budgets of the local
organizations including DuMA, Grand Opera House, DSO, Dubuque County Historical
Society and the over 20 organizations represented by the Dubuque Cultural Alliance.
The names of each organization have been removed to allow for unbiased review by
the task force. For example, 4% of the budget from Organization #1 is $13,135, 5% of
the budget from Organization #1 is $16,419 and 10% of the budget from Organization
#1 is $637,488. As previously stated, each Organization #1-5 represent local
organizations including DuMA, Grand Opera House, DSO, Dubuque County Historical
Society and the over 20 organizations represented by the Dubuque Cultural Alliance.
Collectively 4% of the combined budgets are $254,995. Lastly, on Attachment E it
shows figures from the American Symphony Orchestra, which states that the national
average giving from a municipality to a local symphony is $35,722. Based upon this
analysis, the task force is recommending that the City Council provide $250,000 for an
annual Arts and Culture Operating Grant program. This represents approximately 4% of
the combined operating budgets of the local arts and cultural organizations.
At a meeting held on July 26, 2004 it was motioned by Jane Kenworthy representing the
DSO and seconded by Mike Ironside representing Dubuque Cultural Alliance to
respectfully request $250,000 in funding for FY '06 for an annual Arts and Culture
Operating Grant program. This figure represents approximately 4% of the combined arts
groups operating budget. There was unanimous consent to this motion. It was further
motioned that the City Council consider adopting a goal similar to the State of Iowa
regarding funding for arts and cultural programs. Recently the State modified its
Operating Support Grant Program to include a goal to raise grant funding to 5% of
operating grants for eligible art organizations within the State of Iowa. The State also
modified the application process to provide funding for a 3-year period versus a one-
year period. This allows eligible organizations to plan programming for up to three years
and not be at-risk from year to year for funding that may impact their programs. In
making this motion, the local task force reiterated the need for a similar approach to
funding through the local Operating Grant program and respectfully request that the City
Council approve the funding request for FY '06 and adopt a goal to reach 5% in the
future.
Request
The requested action is for you to review this information and provide direction on each
of the four recommendations.
5
Cc:
Michael C. Van Milligen, City Manager
Barry Lindahl, Corporation Council
Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
Prepared by: Cindy Steinhauser, Assistant City Manager
Attachments
6
Attachment A
ARTS AND CULTURAL AFFAIRS ADVISORY COMMISSION
Mission:
The mission of the Arts and Cultural Affairs Advisory Commission is to build the
community of Dubuque through arts and cultural programs by developing
visibility, funding, audiences, information and partnerships.
Goals:
. To promote, educate and create awareness for arts and cultural activities
in the Dubuque Community;
. To develop and increase the market for arts and cultural activities in the
Dubuque Community;
. To facilitate and convene partnerships for arts and cultural activities in the
Dubuque Community; and
. To develop and allocate funding for arts and cultural activities in the
Dubuque Community.
Purpose:
The purpose of the Arts and Cultural Affairs Advisory Commission is to plan,
promote and encourage programs to further public awareness of, accessibility to,
participation in and support for the artistic and cultural development of the City.
The Commission will also make recommendations to the City Council regarding
the establishment of arts and cultural policies and programs, the expenditure of
City funds on arts and cultural activities and the implementation of programs.
Membership; appointment; qualifications; terms; vacancies.
The Arts and Cultural Affairs Advisory Commission shall be composed of seven
members appointed by the City Council serving three year terms. Four member
shall have significant knowledge and demonstrated interest in one or more areas
of the arts including, music, dance, literature, visual arts, theater, folk arts, media
arts, design, arts education or from the Dubuque Cultural Alliance. Two
members shall be from the business and professional community, one of which
shall be from the Cultural and Entertainment district. One member shall be at-
large from outside the Cultural and Entertainment district. The initial
appointments to the Commission shall be equally divided among one, two and
three-year terms beginning on XXXX. Thereafter, appointments shall be for
unexpired terms only. Members shall serve without compensation. The City
Manager shall appoint a staff liaison to work with the Commission.
Duties and responsibilities
The Commission shall have the following duties and responsibilities:
1. To act in an advisory capacity to the City Council in all matters pertaining
to the arts and cultural environment of the City;
2. To hold regular public meetings and maintain a written record of its
proceedings;
3. To make recommendations on city funding of arts programs and services;
Attachment A
4. To recommend applications and solicitations for grant, gifts and donations
from individuals, groups, organizations and agencies, both private and
public, for any purpose consistent with the purposes of the Commission;
5. To make recommendations regarding city sponsorship of public programs
to further the development of public awareness of and accessibility to arts
and culture programs and activities;
6. At the request of the City Council, to work with area organizations on
broad community issues in which a cultural perspective is relevant and
desirable;
7. To engage in comprehensive planning for the cultural development of the
City.
Meetings; quorum; attendance
The Commission shall hold a minimum of XXX meetings a year. Meeting shall
be held on the XXX day of each month at XXX. Special meetings may be called
by the chairperson of the Commission or by the City Council. A majority of the
Commission shall constitute a quorum.
Election of officers; terms
The Commission shall elect from its membership a chairperson; a vice-
chairperson and a secretary. Officers shall serve terms of one year and may be
reappointed and the end of the term. The Commission may adopt rules and
procedures for the conduct and transaction of its business.
m
Cultural and Entertainment D'istricts
Fact Sheet
m
Attachment B
A cultural district is a well-recognized, labeled, mixed-use, compact area of a city in which a high concentration
of cultural facilities serves as the anchor and is not larger than one (1) square mile in area. Cultural districts can be
found in communities with small populations or in urban areas with the potential for more than one cultural and
entertainment district.
More than gO cities in the United States have planned or implemented a cultural district - positioning the arts and
culture as the center of revitalization efforts. The impact of cultural districts is measurable. The arts and ares with
historic structures attract residents and tourists who also support adjacent businesses such as restaurants, lodging,
retail and entertainment. The presence of the arts and cultural opportunities enhances property values, the
profitability of surrounding businesses and the tax base of the region. These districts attract a diverse and well-
educated workforce - a key incentive for new and relocating businesses. And these districts contribute to the
creativity and innovation of a community.
~ ~ultural districts boost revitalization
In many ways:
Beautify and animate cities and Complement adjacent business
towns Enhance property values
Provide employment Expand the tax base
Attract residents and tourists Attract well-educated
to the area employees
æ:5l What kinds of facilities are located
.. in a cultural and entertainment district?
Historic structures
Performance spaces
Museums
Galleries
Artist studios
Arts-related retail shops
Music or media production
studios
Dance studios
Learning centers, high schools or
colleges for the arts
Libraries
Arboretums and gardens
æ:;:ïl What goals can cultural and entertainment
.. districts help a community achieve?
Revitalize a particular area of the city.
Offer evening activities, extending hours
during which the area is in use.
Make an area safe and attractive.
Promote and market cultural activities for
residents and tourists.
Attract facilities for arts and cultural
organizations and their activities.
Contribute to a creative,
innovate environment
Stimulate small business
development
Ethnic enterprises
Graphic design studios
Architectural firms
Retail business such as wine
stores, bakeries, gourmet
food stores
Restaurants, clubs
Expand employment opportunities and
housing for artists and cultural workers.
Connect the arts and culture more intimately
with community development.
Increase understanding of different cultures.
Strengthens ties between different cultures
and ethnicities.
Expands and supports small business locations.
ffi;5J What activities might be offered
- in a Cultural and Entertainment District?
Arts classes and educational
offerings.
Arts creation and rehearsal
Arts related street vendors
Art and museum sales
Demonstrations (artists at work)
Exhibitions
Festivals and fairs
Film/media screenings
Gallerys hops
How to classes (cooking, stain-
glass making)
æ;;¡) Important Considerations for Cultural District
II11II Development and Management
Literary readings
Performing arts events
Public art
Each cultural district is unique and should reflect the specific cultural, social, and economic needs of its area.
Planning for a cultural district should be part of wider cultural planning for the community at large.
Activities in Cultural Districts should be comfortably accessible to all people.
Cultural district management requires careful coordination among diverse groups. Culturai districts must be part
of a package of many strategies to revitalize a community.
Must be welcoming to all people.
Must have appropriate signage and marketing.
Must have dedicated management resources (staff, board and budget).
m
m
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE PROGRAM GUIDELINES
06/16/20041:15 PM
ELIGIBLE APPLICANTS:
Not-for-profit organizations that provide programs and services year round and whose mission is
consistent with the City of Dubuque's arts and culture mission statement.
Arts and culture organizations with a 501(c) (3) status; examples include arts and culture
organizations, and museums that meet 501 (c) (3) guidelines. If the organization is in the process
of applying for the 501 (c) (3) status, they will need to appoint a Fiscal Agent (an eligible nonprofit
and tax-exempt organization that is applying on the applicant's behalf). Eligible applicants must
be City of Dubuque organizations.
INELIGIBLE APPLICANTS:
Not limited to but including for-profit organizations or not-for-profit organizations whose primary
mission involves religious, political, or athletic programs.
FUNDING GUIDELINES:
A grant applicant may submit only one application in a grant funding cycle.
Project applicants may request no less than $2,500.00. The annual budget is $35,000.
Priority funding will be given to new or expanded programming.
Activities may include financial support from other local, State and Federal or private funding.
Applications are due in the office of the City Clerk, 50 West 13th Street, Dubuque, Iowa at 52001-
4864 by 5:00 p.m. on December 31st.
The following is the schedule for submitting the grant:
. October 15 -December 31--Application Available
. December 31--Grant Due
. January / February--Grant Reviewed
. March - Grant Award
. July 1 -- Funding Disbursed
. October of Followinq Year - Closeout
All projects must be closed out no later than October 151 of the following fiscal year from which
the funds are allocated.
Attachment C
ELIGIBLE ACTIVITIES:
Including but not limited to:
Public Art
Folk and Traditional Arts
Culture
Dance
Music
Opera
Visual Arts
Theater
Public Performance
Literature
Projects from Individual Artists working with a 501 (c) (3) Organization
INELIGIBLE ACTIVITIES AND EXPENSES:
. General operating expenses (salaries may be used as in-kind match). Exemptions include
marketing expenses: all expenses specifically identified with marketing/publicity/promotion
specifically identified with the project. Include costs for advertising, printing, and mailing of
brochures, flyers, posters etc. Do not include fees or payments to individuals or firms;
those items should be included under Personnel or Outside Fees and Services.
. Deficit, debt reduction, and project expenses that occur prior to or after the project dates,
other than costs relating to obtaining required City permits if necessary
. Social entertainment and reception expenses
. Popular entertainment (well-known entertainers)
. Grant funding for religious or political activities
. Fund-raisers, benefits and prizes
. Payments cannot be made directly to individual artists
. Grant funding for purchase of equipment
. An Applicant who has an outstanding late Final Report from a previously funded
application
. Sports & Recreational Activities
EQUAL OPPORTUNITY:
The City of Dubuque will not discriminate by reason of age, race, religion, color, sex, national
origin or handicap unrelated to the duties of a position of applicants for employment, promotion,
demotion or transfer, recruitment, layoff or termination, compensation, selection for training or
participation in recreational and educational activities.
2
Attachment C
For more information, please contact:
City of Dubuque
50 West 13th
Dubuque, Iowa 52001-4864
(563) or e-mail at_?
CASH MATCH AND IN KIND:
Cash Match refers to the actual cash provided by the applicant or donors, including salaries of
the applicant staff identified in the budget. If the applicant also provides items or services, those
may be counted as part of the cash match. All Applicants must match the amount requested for
the Arts and Culture Grant funding at least 25% of the total expenses of the project. Applicants
may use both cash and in-kind donations to constitute the cash match.
In-Kind Match refers to donated goods and services that others have contributed to the project.
Applicants must calculate the dollar amount of in-kind donations at fair market value. Applicants
may use the in-kind donations to constitute the cash match.
ACKNOWLEDGEMENT:
The Applicant agrees to acknowledge the City of Dubuque support in all signage, program
materials, promotion, publicity and advertising activities, and in other printed and electronic forms
of communication pertaining to this project.
FINAL REPORT:
The Applicant must complete and return a Final Report Form and Unspent City of Dubuque
Funds Form provided by the City of Dubuque by the date specified in the grant contract. During
review of the final report or request for reimbursement, documentation will be required which
shows that an appropriate public acknowledgement of the City of Dubuque funds has been
made. Retain all financial records, reporting documents, and all other records pertinent to the
City of Dubuque grant program for a period of three calendar years beyond the contract. All
requests for reimbursement must be submitted with documentation of sufficient progress, and
documentation of expenditure of grant funds and required cash match and in-kind match, as
outlined in the contract.
3
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT GENERAL INSTRUCTIONS
THE PROCESS:
. Complete the Cover Page with Contact Information, Budget Information, and Check List
. Complete Assurances and sign
. Complete Section 1- Organizational Experience (attachments are not allowed on this
page)
. Complete the Section 2-5 Narrative Sections addressing the proposed project
. Obtain signatures, add attachments and any supportive photo documentation
. Submit an original in the order above by December 31st
AFTER APPROVAL:
. Applicant will sign contract with City of Dubuque.
. 80% of funds dispersed at time of contract signed. 20% at closeout and acceptance of
Final Report.
. Applicant will prepare a Final Report and Request for Payment when the project is
completed.
. Applicant will document expenditures and activities completed.
. Applicant will inform staff of any changes if things are not progressing along the same time
line as listed in the grant.
. Applicant will complete an evaluation, and close out with the City of Dubuque at the end of
the project. A Final Report is due on October 1 of the following fiscal year.
4
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
PROJECT BUDGET SUMMARY:
COVER PAGE: ITEMS 1- 3
Contact Information:
1. Enter the name of the applicant, organization or person that will sponsor the project.
2. Enter the name, phone number, and e-mail address of the Executive Director or Chairperson
2a.Enter the mailing address of the Executive Director or Chairperson
3. Enter the name, phone number and e-mail address of the Grant Administrator for this project
3a.Enter the mailing address of the Grant Administrator (if different from the Executive Director)
COVER PAGE BUDGET INFORMATION: ITEMS 4 a-c
A. List the total grant funds you are requesting from the City of Dubuque Arts and Culture Grant
Program. Request must be at least $2,500.
NOTE: this is also the figure from SECTION 5 - PROPOSED TOTAL PROJECT BUDGET
PAGE.
B. If your project is receiving additional funding support or donations of services and you are
choosing to list those, enter the total figure from your SECTION 5- BUDGET PAGE.
C.Total the cost total for each category of the project by adding A and B, enter this total in C. on
the Cover Page.
5. Check List Cover Page:
This is a reminder of the required steps to a complete application. Note that a copy of your
organization minutes or authorizing signature should also be attached showing the organization
has approved the application. Please check with the City of Dubuque ~"!i}Department to see if
any permits are required for your project.
6. If your organization is a 501 (c) (3) nonprofit corporation, please provide a copy of the
document.
A. Enter the legal name and federal identification number
B. Enter the type of organization - public nonprofit, private nonprofit, etc.
5
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION
Cover Page
Contact Information:
1. Name of Applicant: For office use only:
Date received
2. Name of Executive Director or Chairperson: 3. Grant Administrator:
Phone: E-mail: Phone: E-mail:
2a. Mailing address 3a. Mailing address:
4. Budoet Information:
Total grantfunds Other support provided Total cost (A + B)
requested
A. B. C.
5. Check list:
- Cover page and grant application attached
- Grant application signature
- Copy of organization minutes approving grant application
Attachments
A. Applicant's Legal Name and FederallD
Tax #
B. Type of Organization (public or private
non-profit; private for profit; or specify if other)
Period of Support Requested
Starting Date:
Ending Date:
6
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
ASSURANCES:
The Executive Director or Chairperson or other person certified to sign on behalf of the
organization must sign this page. The assurances outline the City of Dubuque's expectations of
the organization, and have the effect of an agreement. This signed statement will become part of
the agreement with the City of Dubuque, as will the grant application. Please insure that an
authorized person signs this Page. Unsigned applications cannot be accepted.
7
Attachment C
ASSURANCES
I hereby certify that, to the best of my knowledge, all of the information contained in this
Application is true and correct. I understand that the City of Dubuque reserves the right to
request modifications of this application during the process of contract negotiation, and, as finally
approved by City of Dubuque, the Application shall serve as the work plan of the organization or
individual and shall become part of the Contract with the City of Dubuque ending no later than
June 15, 2OX)5.
The Applicant certifies:
Agreement to submit further documents as required by the City of Dubuque to determine project
and organization eligibility; and
Agreement that grant award funds are allocated on behalf of the grantee through a purchase
order to a vendor and will not be paid to the grantee directly without prior approval and adequate
documentation as determined by the City of Dubuque; and
Agreement to submit a Final Report; and;
Agreement to maintain any other specific records, as may be determined necessary by the City
of Dubuque, to the overall evaluation of the project; and
Agreement to comply with all federal, state and local regulations governing the project and use of
grant funds; and
Agreement that the application has been reviewed and approved by the applicant's Board of
Directors (or equivalent), prior to submission; and
Agreement that no costs incurred for the program prior to authorization by the City of Dubuque
shall be reimbursable and that any funds not spent during the contract period will be forfeited.
Signature - Certifying Representative
Date
Printed Name
Title
8
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
NARRATIVE:
There are five narrative sections to be completed. Please use 8.5" X 11" white paper with a
standard size 12-point font (handwritten narratives are not accepted). Margins must be at least 1"
on all four sides. Please type the name of the applicant and title of the grant project on the top of
each page and number the pages. We encourage you to contact¿f~if you have questions
or concerns that arise as you complete the application.
Section 1. Organizational Experience
A. Provide a brief description of your organization, its purpose, and how it is consistent with
the City of Dubuque's arts and culture mission statement and goals. You must be
incorporated to apply.
B. Please provide a short overview of your current projects, and recently completed projects.
Describe the size and composition of the audience you reached and the scope of the
project.
C. Please summarize your annual budget and funding sources.
9
Attachment C
NARRATIVE
(5 Sections)
SECTION 1. ORGANIZATIONAL EXPERIENCE
This page only
A. Please state which of your organization's annual goals this project will be addressing, and
how your project is consistent with the City of Dubuque's arts and culture mission statement and
goals.
B. Please provide a short overview of your current projects, and recently completed projects.
Describe the size and composition of the audience you reached and the scope of the project.
C. Please summarize your annual budget and funding sources.
10
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
SECTION 2. PROJECT DESCRIPTION:
Describe your project in the space provided.
Please answer the following questions:
A. Will your project introduce a new and innovative concept to the community? (If answer is yes,
explain in the narrative)
No
Yes
B. Will your project address the goals of the Cultural Arts Element of the City of Dubuque
Comprehensive Plan? (If answer is yes, explain how in narrative)
No
Yes
C. Will the project develop a new service or program that does not currently exist? Or develop
an expansion of an existing service Iprogram? Explain what your project is, and how it will
enhance appreciation of the arts in the community. How will the project reach out to un-served
and under-served populations? (If answer is yes, explain in narrative)
A new service/program
No Yes
Expansion of existing service/program
No Yes
11
Attachment C
D. Does the project involve a partnership with another organization or an individual artist? Does
it involve a whole neighborhood, a park, or a school? (If answer is yes, explain how in narrative)
No Yes
E. Define the geographical area that the project will serve. Please list the streets that are the
boundaries of the area.
F. In the remaining space allowed, describe your project in detail. Discuss the scope of the
project. Be as detailed as possible. Introduce the project idea and then explain all of the steps
that must be completed, the things people will be doing, who will participate, and explain what
the money will be used for. Paint a picture for the reader so they fully understand what your
project is all about.
12
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
Section 3. Time Table:
This page will outline the steps to completing your project, as well as indicate some of the goals
of the project. When the project is a construction project or a newsletter, the term goal does not
fit as well. Your goal is more like a step - to design and write a newsletter by a certain date.
Starting from the beginning of the project, list the major steps of your project and when you
expect to complete them.
Section 3 will communicate to the Grant Committee that you have all of the key information, that
you understand all of the steps needed to complete the project you have described, and the who,
what, when, where, and why of how to reach that goal.
13
0
<=
<D
E
.c
<..>
ttI
~
W
...J
1::£1
co(
I-
W
;:¡¡:
¡::
...¡
z
0
¡::
(.)
w
en
M
( )
C)
'"
D-
E
0
.;:
't:
( )
tí
( )
:I
C'
( )
~
't
0
0..
§-
II)
.....
0
't
0
.¡;;
Q)
0-
1::
( )
(f
.E
Q)
E
¡::
en
D-
W
I-
en
::!
i:::
(1J
õ:
.9
(j)
"'-
ill
U5
ill
"5
()
ill
><
w
.9
(j)
"'-
ill
U5
"5
0
ill
(j)
0
0
E
(1J
G
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
Section 4. Statement of Impact - no attachments are allowed to this page
This section is asking you to explain the impact of your project on the arts community and the
general community and your organization. What are the expected results of your project? In
thinking about the impact of the project, think about the broader effect on the people who see the
project. If you sponsor an exhibit of African American Art, there is potential for a broad impact.
The sponsoring organizations and artists are providing a community service to the citizens of
Dubuque, and visitors who are on their way to other tourist attractions. A cultural experience may
have a great impact on how adults live their lives, and how children choose to live their lives as
adults. Perhaps the same children who saw the exhibit will be more active about wanting others
to appreciate the importance of the art of other cultures.
If your project is a step in a bigger plan, this is a good place to talk about that, too. Discuss what
that bigger plan is and how the project will benefit people in the future.
15
Attachment C
SECTION 4. STATEMENT OF IMPACT
Use this page only. (See Instructions)
16
Attachment C
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
Section 5. Proposed Total Project Budget:
. Complete Section 5, the PROPOSED TOTAL PROJECT BUDGET. Please round figures off
to the nearest $100.00.
. Some figures in Section 5 are requested on the Cover Sheet.
EXPLANATION OF COLUMNAR HEADINGS:
A) Total Project Costs: are the total costs associated with the implementation of your project, and
include grant funds, and other cash and in-kind resources that are part of your project.
NOTE: you are not required to complete columns C and D or the Proposed Total Project Budget,
but if you have a large project with many components this is a way to explain how the Arts and
Culture Program Grant fits into the entire project. Your total project costs will then include all
costs of providing the activities described in your application.
NOTE: Total Project Costs are also equal to the Grant Funds and Other Cash Resources and
Other In-kind Resources (A=B+C+D).
B) Grant Funds: are the Arts and Culture Program Grant funds you are requesting from the City
of Dubuque to implement your project.
C) Other Cash Resources: are cash funds provided through the applicant to the operations of the
Project.
D) Other In-Kind Resources: are resources provided to the project that you do not trade for, or
pay for by cash or check. These may be volunteer hours (valued at $8 per hour), in-kind
professional services (valued at the regular pay rate), space costs, supplies, office support, and
supervisory time.
COST CATEGORY EXPLANATION:
Each cost figure is to be allocated to a heading as noted above.
1) Administrative
2) Personnel
A. Salaries - salaries of staff. Artist applicants may determine their salaries at $25.00 per
hour. (This is what the Iowa Arts Council allows.)
B. Benefits - the entire cost of benefits associated with the salaries.
3) Travel - costs associated with the program including in-area and out-of-area travel.
Mileage is figured at $.37.5 per mile.
4) Space/Utilities - costs associated with housing your project and its services.
5) Equipment - Larger purchases with a useful life of over 1 year. Grantees are expected
to use competitive procurement practices, see terms and conditions of award.
6) Marketing/Publicity:
17
Attachment C
7) OTHER
a. -g. Note: Contractors - are those who will provide specific services through a written
agreement with your project. For larger purchases and for construction projects a
competitive bid process might be required by federal regulations. Please contact
staff for assistance in completing the budget and direction regarding the requirement
for competitive bids.
8) Subtotal a. to g. - other costs associated with the project. Please use the categories
provided.
9) Please note that payments made on behalf of recipients are to be categorized as Third
Party Payments, line 9.
10) Use line 10 for Cash Match
11) Use line11 for In-kind Match
12) Total- of all numbered lines. This will be the total of each column. Note: line 7) includes
Line a. to g.
18
Attachment C
SECTION 5. PROPOSED TOTAL PROJECT BUDGET
COST CATEGORY A) Total Project Costs B) Grant Funds C) Other Cash D) Other JI
Resources Resources
1) Administrative
2) Personnel
A. Salaries
2) Personnel
B. Benefits
3) Travel
4) Space/Utilities
5) Equipment
6) Marketing/Publicity
7) OTHER
a. Telephone
b. Postage
c. Publication
d. Audit
e.Supplies
f. Printing
g. Other
) Subtotal a. to g.
~) Third Party Payments
I~ash Match % I II l
1) In-Kind Match I I 11
1112) Total I I II
19
City of Dubuque Iowa
ARTS AND CULTURE GRANT APPLICATION INSTRUCTIONS
BUDGET CONTINUED: OPTIONAL
You may attach additional copies of this page if the number of sources requires more space.
For the columns provided, list each source of funds or in-kind in more detail, and enter the
amount to be allocated. In the Source column, include the funds that are cash donations,
other grant, county tax dollars, state funds, federal funds, or the source of non-cash items
such as volunteers. Example: 120 volunteer hours at 2 hours for 52 weeks at $7.00, DRA
grant for art projects or Agency supervisor. One FTE X $25,000. Note: If a volunteer is
performing tasks within their normal trade or profession, the value of the labor performed for
the project is allowed is allowed at the volunteer's normal professional rate of pay (not
including benefits). If a volunteer is performing tasks outside if their normal trade or
profession, the value of the labor performed for the project is $8.00 an hour.
20
--- ----- -, --- --. --.....-- -....... -..- - ... ....
C) Cash Resources D) Other Resources
SOURCE
A)
B)
C)
D)
E)
F)
G)
Total
21
Attachment D
Arts and Culture Task Force - Iowa Cities Comparison
City Art How Much $ Operating or Source of Yearly Who decides on Do they have
Organization Capital Funds Increase in allocation artslculture
Receiving Allocation Commission
Funds
Davenport Museum of Art $753,000 Operating General Fund No. Contract City Council Private
locked in for foundation
25 vears later 2004
City owned, 6.5 million of Capital G.O. Bonds
but transferred $30 million
to foundation construction
in 2004 budqet
Cedar Rapids Museum $30,000 Operating HIM tax Zero growth Four No
for last year commissions commission,
make but citizen
recommendations input on
to City Council allocation
decisions.
Symphony $20,454 Operating HIM tax Zero growth Four No
for last year commissions commission,
make but citizen
recommendations input on
to City Council allocation
decisions.
Bettendorf Family $748,000 Both General fund Can increase City Council No. Museum
Museum of or decrease has appointed
Arts & board of
Sciences trustees
Sioux City Arts Center $648,884 Operating General fund- COLA City Council Yes
DroDertv tax
Museum $565,229 Operating, and Property tax COLA City Council
some capital and 10caloD
Band $28,988 Operating 1950's special No Levy
levy
Svmohonv $48,365 ODeratinq 1950's special No Levy
F:\USERS\CSteinha\City Managerlarts task force\City comparison 07 _21~O4.doc
-.,.
City Art How Much $ Operating or Source of Yearly Who decides on Do they have
Organization Capital Funds Increase in allocation artslculture
Receiving Allocation Commission
Funds
levv
Ames City $91,450 Operating Local Option City Council Yes
Commission Sales Tax
Band $23,000 Operating General Fund No
Waterloo Museum of Art $582,000 Operating HIM and City Council Yes
General Fund
Symphony $10,600 Operatinç¡ Citv Council
Des Moines Botanical $1.4 Million Operating Hotel/Motel No Economic Not aware of
Gardens and tax development one
Blank Park department
Zoo. makes
recommendation
to Citv Council
Arts Center $75,000 Operating Hotel/Motel No Economic Not aware of
tax development one
department
makes
recommendation
to Citv Council
Science $30,000 Operating Hotel/Motel No Economic Not aware of
Center tax development one
department
makes
recommendation
to Citv Council
Symphony $71,786 Operating Hotel/Motel No Economic Not aware of
tax development one
department
makes
recommendation
to Citv Council
Iowa City Application FY05 Non- Property tax Has been City Council No
process $34,000 operational decreasinç¡
Attachment D
F:IUSERSICSteinhaICily Managerlarts task foreelCily comparison 07 _21_04.doe
City Art How Much $ Operating or Source of Yearly Who decides on Do they have
Organization Capital Funds Increase in allocation artslculture
Receiving Allocation Commission
Funds
administrative
account
Attachment D
F:\USERS\CSteinha\Cily Managerlarts task force\Cily comparison 07 _21_04.doc
Arts and Cultural Organization Comparison Summary
Attachment E
City of Dubuque Organizations. Percent of Budget
4% 5% 10%
Organization 1 $ 13,135 $ 16,419 $ 32,838
Organization 2 $ 26,275 $ 32,844 $ 65,687
Organization 3 $ 16,185 $ 20,232 $ 40,463
Organization 4 $ 160,000 $ 200,000 $ 400,000
Organization 5 $ 39,400 $ 49,250 $ 98,501
Total $ 254,995 $ 318,744 $ 637,488
Other Iowa Cities. City Funding for Operating Budgets
Davenport Museum $ 753,000
Des Moines Botanical Garden/Zoo $ 1,400,000
Arts Center $ 75,000
Science Center $ 30,000
Symphony $ 71,786
Museum $ 30,000
Symphony $ 20,454
Museum $ 748,000
Museum $ 565,229
Arts Center $ 648,884
Band $ 28,988
Symphony $ 48,365
Museum $ 582,000
Symphony $ 10,600
Application process $ 34,000
City Comm $ 91,450
Band $ 23,000
Cedar Rapids
Bettendorf
Sioux City
Waterloo
Iowa City
Ames
Average
Avg. wI high and low
removed
$
303,574
$
250,010
National Comparison - City Funding for Operating Budgets
Amer. Symphony Natl Average $ 35,722