Minutes Arts & Cult. Adv. Comm. 5 2 05
MINUTES
ARTS AND CULTURAL AFFAIRS ADVISORY
COMMISSION
SPECIAL SESSION
Monday, May 2, 2005, 4:00 p.m.
Board Room, Carnegie Stout Public Library
360 W. 11th Street, Dubuque, Iowa
Call to Order
Meeting was called to order at 4:04 p.m. following staff assurance of compliance
with the Iowa Open Meeting Law.
Commissioners present: Jane Kenworthy, Sue Riedel, Paul Kohl, Mark Wahlert
WI 4:05 p.m., RF 4:06 p.m.
Commissioners Absent: Amy Link
Staff Present: Jerelyn O'Connor, Kevin Firnstahl
Citizens present: Jerry Enzler, Dubuque County Historical Society, Jan Hemmer,
Grand Opera House.
Approval of Minutes of April 26, 2005
Kohl moved to approve as corrected.Second by Riedel All approved.
Old Business
1. Action on recommendation to City Council
$200,000 FY 2006 Funding for Arts and Cultural Activities.
The Commission reviewed the eligibility and guidelines document based on a
draft document provided by staff person O'Connor.
Motion
By Reidel, Second by Kohl, The ACAAC recommends that the minimum number
of years an organization should be in existence prior to submission be limited to
one.
Discussion
Mark Wahlert questioned if one year is long enough to test their ability and that
perhaps 2-3 years would be better. Riedel said that an organization's soundness
would be tested within the first year. Intriligator clarified "years" as being prior to
submission.
Motion Amended by Riedel to 2 years, Second by Kohl
Vote
Kohl Aye
Kenworthy Nay
Riedel Aye
Fabricius Aye
Intriligator Aye
Wahlert Nay
Motion Passes 4/2
Kenworthy asked for consensus from the Commission on receiving input from
citizens present.
Jerry Enzler (Dubuque County Historical Society): Jerry discussed that the
Dubuque Museum of Art, the Grand Opera House and,the Dubuque County
Historical Society had requested that the City provide operational support. He
pointed out that the Museum does not currently receive operating support from
the City. While not wanting to draw distinctions between groups, Jerry noted
that some groups have buildings and paid staff, and regular services whose
costs have increased enormously. There is as much as a $500,000 gap between
earned income and what is spent in their organization. The genesis of the
request was to support the major organizations that are investing large amounts
of money and have major assets, and jobs at risk as well as what the community
has at risk if these organizations should fail. Jerry is in favor of a higher cap,
$50,000 to $60,000 and urged for a higher percentage to those four larger
organizations. He believes that this was the original intent of the ARTS Dubuque
request.
Jan Hemmer - Grand Opera House: Jan reminded the Commission that she
was an original member of the ARTS Dubuque Group and helped organize
support and distribute postcards. The Museum of Art, Grand Opera House, and
the Dubuque Symphony each need $50,000 in order to operate. Jan conceded
that DCHS is important and is concerned that the Grand does not have a voice.
The Commission should look at organizations that bring in large groups of people
and having $50,000 would greatly help toward budgeting and operating
expenses. Sue Riedel noted that the Commission received a copy of the Arts
Task Force recommending that 14-15 other groups that qualified for this type of
support. Jan expressed opposition to this money being spent on controversial,
impractical public art and not on operating support. Riedel again clarified the
difference between funding for special projects and funding for operating support.
O'Connor said that the Council specifically asked for a recommendation for the
best way to spend the $200,000. Intriligator said that the ACAAC only makes a
recommendation to the City Council. Kenworthy added that the Arts Task force
did pole the percentage of operating costs for each group included in its original
request.
Riedel said that there seemed to be conflicting recommendations on funding
between original ARTS Dubuque and Arts Task Force information.
Jan Hemmer expressed her concern as to why the Grand Opera House is not
represented on the Commission. Staff member O'Connor clarified that no
Commission seat was reserved for anyone group. The ordinance establishing
the commission specifies that four of the appointments be persons who have
demonstrated interest and knowledge in the arts. The City Council made the
commission appointments after receiving 26 applications. ARTS Dubuque was
represented on the original Arts Task force and helped formulate the original
recommendation for support to City Council.
Mark Wahlert reminded everyone that Group #4 in the original Arts Task Force
document was a compilation of all Cultural Alliance groups and asked the
Commission if a percentage should still be used to make a fairer playing field for
smaller groups. Mark also questioned if groups should be allowed to receive
both operating and project funding.
Kohl asked if $200,000 is set in stone depending on inflation and the number of
organizations and if the amount would ever increase. O'Connor noted that it is
budgeted only one year out.
Motion
by Kenworthy, Second by Wahlert.
Delivering year-round services will be one of the criteria.
Vote
Wahlert Aye
Intriligator Aye
Fabricius Aye
Riedel Aye
Kenworhy Aye
Kohl Aye
Motion Passes 6/0
Kenworthy asked if an organization should have a minimum annual budget in
order to apply for funding and noted the impact on the community is certain
organizations failed. IntriJigator mentioned that requiring a minimum budget size
would take many organization out of the equation. Wahlert suggested taking a
portion $200,000 to fund the minor, smaller organizations, but is not sure what
that amount should be and who it would exclude. Riedel suggested giving the
top four major organizations the same amount. Kenworthy said that the larger
organizations maintain large buildings that puts them at risk. Fabricius felt it
should be on a formula basis and not give the top four one amount and the minor
organizations another. Intriligator suggested a 4% formula basis. Riedel said
that the largest-budgeted group would take the full amount if only a percentage
basis was used. This will have to be revisited each year based on City budget.
She also stated that many minor groups are established organizations with have
year-round services, funding, and a volunteer base. This Commission has
previously said that groups could apply for both types of funding, and it is now
being suggested that application for projects be limited if they are receiving
operating funding.
Intriligator provided his notes on the draft document:
Kohl noted that applicants have already been asked to supply a budget and an
audit. Intriligator suggested that an organization's previous two year's budgets
be provided. Kenworthy suggested that the budget and actual budget be
provided for a realistic comparison.
The Commission agreed to include wording indicating that the percentage of
distribution would be decided upon after request information if gathered.
Selection criteria should be incorporated into the eligibility section so groups that
meet the requirements would be included in the pool. The Commission was in
favor of a cap larger than $20,000 for minors, but that $25,000 set aside for
smaller organizations could leave some unspent funds.
Kohl reiterated as to whether or not majors groups would be ineligible for project
funding as well. The Commission agreed that groups are eligible for both types
of funding. Riedel stated that by giving some operating funding to the minor
groups, we create accessible art. Wahlert suggested reserving $170,000 for
organizations with a budget of $500,000 or more and reserving $30,000 to be
distributed to the minor groups based on application information. Intriligator
questioned if that budget level would then open up the larger cap funding to other
majors groups with substantial budgets, such as the Colts.
Kenworthy said that City money should fund services to Dubuque. Riedel stated
that she wouldn't question a program for Colts vs. organization based in
Dubuque. Such as those that maintain and staff a building.
Intriligator was excused at 5 p.m. for a previous appointment.
O'Connor added that the Arts Task Force perspective did not eliminate anyone
from applying for both project and operating. The Cultural Alliance talked about
operational support for small groups as well. She noted the administrative
difficulty if you have different criteria for larger organizations than for smaller
ones. Setting special criteria eliminates some groups. Wahlert suggested 10%
with cap and minors would not be able to hit 10%. Kenworthy said that the idea
is to create innovative projects and to set cap so one or two groups aren't getting
the bulk of the funding. It should include as many organizations as possible.
Fabricius suggested a total1 0% cap in one year.
Motion
by Wahlert, Second by Riedel
DCHS, Grand, DSO, DUMA, receive 10% of their operating budget not to exceed
$50,000. The remaining funds would go to other qualified applicants based on a
percentage of their budgets, number of applicants, and available funding.
Discussion
Kohl said that major organizations should still have to go through the application
process in order for the Commission to review budget changes, audits.
Amended Motion by Wahlert, Second by Riedel
Wording to include II pending a qualified application."
Discussion
O'Connor said that it be based on last completed fiscal year audit. Wahlert
questioned if cap should be set lower. Riedel recommended lowering the
percentage to bring the cap down. Fabricius agreed with changing the cap.
Wahlert proposed $40,000 cap as the four larger groups will easily hit that, if the
cap is $42,500 for a total of $170,000 at present budge level, leaving $30,000 for
minor groups. Kohl proposed that the four major groups receive a set
percentage of the $200,000 with remainder going to minor organizations.
O'Connor suggested establishing funding levels based on established criteria
and set percentages and/or caps rather than calling out specific organizations.
Fabricius further suggested an allocation based on tiered budgets. O'Connor
advised, the Commission concurred, that doing so might cause organizations to
manipulate their budgets so as to place them in a higher allocation bracket.
O'Connor summarized that for an organization to be eligible, it must be an arts
and cultural organization despite the size of its budget and that the portion of an
organization's budget which is spent locally not be available in its certified budget
information. Riedel stated that there is the risk that a request from another large-
budget group will knock out the four major groups mentioned.
The Commission discussed percentage and cap scenarios.
O'Connor pointed that the current draft specifies only arts and cultural
organization for the operating support program as opposed to the broader
definition used for special project grants. Kenworthy believed that the
Commission will not be able to avoid ranking requests, and Fabricius suggested
that it be stated in the motion. Kenworthy also said it is worth noting that eligible
organizations deliver services to Dubuque. O'Connor referred commissioners to
the Dubuque Cultural Alliance member database distributed on April 13, which
noted member budgets and state funding examples. Kenworthy suggested that
in addition to ranking requests, they should include what percentage of an
organization's programming is going to City residents and Dubuque-based
operations vs. touring programming. Selection criteria asks what impact will
there be on broader Dubuque area.
Kenworthy asked that selection criteria include whether or not the organization is
a year-round organization offering services within Dubuque.
Motion Withdrawn by Wahlert
Motion
By Wahlert, Second by Fabricius
The ACAAC recommends that money be distributed at six percent of the
organization's previous year's actual operating expenditures with the award not
to exceed $50,000. Applications will be judged based on criteria as described in
the operating support application.
Vote
Kohl Aye
Kenworthy Aye
Riedel Aye
Fabricius Aye
Wahlert Aye
Motion passed 5/0
Jerry Enzler and Jan Hemmer exited the meeting.
Kenworthy asked for suggestions regarding language pertaining to an
organization's services being delivered in Dubuque and proposed: "Year round
operation that delivers majority program and services within Dubuque." Wahlert
referenced Intriligator's ideas for under "ineligible applicants" heading that
include, "academic and social services organizations and agencies." Kenworthy
said that applicants are encouraged to include attachments that give evidence of
their artistic excellence, leadership, and range of program services. Riedel
suggested that it be stated that this is for general operating support and not
capital expenses. The Commission agreed to remove fundraising wording.
O'Connor stated that it may not be necessary to specify ineligible expenditures.
The commission agreed that it only be state that the money not be spent on
capital improvement.
Additional quick edits suggested:
Include a section for describing programming was recommended by Kenworthy.
Eliminate Section C.
Attach list of board members, their affiliations and key staff.
Attach a current operating budget and the last two year's financial statements.
Remove "project" from assurances pages.
Keep budget page for consistent review and add ticket sales/admissions to #1.
Remove Section D recommended by Kohl.
Delete Page 6 entirely.
Scrap questions and give two- to three-page narrative of the organization using
criteria as a guideline was suggested by O'Connor.
Attachment #8 will be long-range plan if available.
Eliminate goals page.
Remove amount requested.
Motion
By Riedel, Second by Kohl
Adopt operating support application as revised and recommend to City Council.
All in favor
Motion to Adjourn
By Riedel, Second by Kohl
All in favor.
Meeting adjourned at 6:38 p.m.
Next Meeting: May 24 at 4:30 p.m. in the Library Board Room.
Respectfull . . (Jbmitted./
,:..<<// y/' ,.-- ---'.'.--.,
These minutes passed, approved and adoPt;.? O~ry 24,2005.
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Mark Wahlert, Secretary
City Clerk:
City Council:
City Manager:
File:
5196
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