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Minutes Arts & Cultural Affairs Adv. 5 24 05 MINUTES ARTS AND CULTURAL AFFAIRS ADVISORY COMMISSION REGULAR SESSION Tuesday, May 24, 2005, 4:30 p.m. Board Room, Carnegie Stout Public Library 360 W. 11th Street, Dubuque, Iowa The meeting was called to order at 4:35 p.m. following staff assurance of compliance with the Iowa Open Meeting Law. Commissioners present: Paul Kohl, Jane Kenworthy, William Intriligator, Rebecca Fabricius, Mark Wahlert, Sue Riedel Commissioners excused: Amy Link Weber Approval of Minutes of April 26, 2005 Motion to approve by Paul Kohl, Second by William Intriligator All approved Old Business 1. Final Review of Request for Funds for Operating Support The Commission reviewed previous changes to the request for support document and made minor wording changes. Kenworthy stated that although it appears the Commission is duplicating requests for information, the uniform attachment would help the Commission review requests easily with references to other attachments provided by the organization. They concurred that the organizational profile is to be called "Financial Summary Form." It was also agreed that requests for budget information would be based upon an organization's last two completed budget years and current year's figures. A proposed deadline for operating support requests was then discussed. Request forms could be made available June 3 with submission deadline of July 15, reviewed at the July 26 Commission meeting, with the intent of the Commission's recommendation going to the August 15 City Council meeting. New Business 1. Set Schedule for FY 2006 Arts and Culture Grant Program for Special Projects - Revisions to Program? Kenworthy asked for input as to when new grant forms should go out. Riedel said she would like to see who gets operating support before deciding on special projects. The commission discussed timing the special project grants just after or coincided with the operating support requests. O'Connor asked if the Commission was tying the award caps between the two programs together. Riedel recommended that the Commission resolve the operating requests before taking on the special projects applications. Discussion was given to a possible cap on total funding from the City and the impact operating funding would have on an organization's special project. No Commissioner present believed an organization should be disallowed operating funding if they have received or have applied for special project funding. A timeline for the current funding and future funding requests was reviewed. Kenworthy proposed a schedule for the remainder of 2005 leading into the regular schedule for early 2006 using the City Council's fiscal calendar. The Commission agreed to keep the special projects application document the same for the next round of awards and work on changes for the 2006 (FY 2007) round. Proposed deadline for special projects grant applications is August 15 with review beginning at the August 23 and possibly the August 30 Commission meetings. A recommendation date for Council on special projects will be determined. The Commission deferred holding grant workshops to staff member O'Connor. The commission agreed the ranking system used in the last award will be used again with a new request cap of $35,000. MOTION By Kenworthy, Second by Kohl Special Project Funding Applications and Operating Support Requests will be made available to eligible organizations on June 3, 2005 with a submission deadline of July 15, 2005 for Operating Support Requests and August 15, 2005 for Special Projects. Operating Support requests will be reviewed at the July 26, 2005 Commission meeting, with the intent of the Commission's recommendation going to the August 15, 2005 City Council meeting. A review date and City Council submission date for Special Project Funding applications will be determined at a future meeting. VOTE All approved. Motion passed. 2. Discussion regarding goal setting session Commission agreed to hold a goal setting session at the next meeting. Asst. City Manager Cindy Steinhauser has been asked to facilitate. O'Connor asked the Commission to think about topics, the wider community needs and the Commission's role. The Commission agreed to an election of officers at that meeting. MOTION By Wahlert, Second, by Kohl The Arts and Cultural Affairs Commission will conduct a goal setting session and election of officers at their regular meeting scheduled for Tuesday, June 28, 2005 in the Library Board Room. A start time of 4 p.m. or 4:30 pm. will be determined before public notice is served. VOTE All approved. Motion passed. 3. New Downtown Elementary School Instructional Design Proposal O'Connor provided information for the Commission's review and said that this can be discussed at the goal setting meeting. Dubuque Community Schools can be invited to speak at future meeting. Items from the Commission Riedel said that in the future the Commission must limit citizen dialogue at commission meetings so as not to interfere with the business of the Commission. A time limit should be set for public input. O'Connor advised the commission that it should then decide how it wants to handle citizen input on future agenda items. Items from the Public - None Information Sharing Kenworthy noted that art organizations should be represented in the Destinations press release. O'Connor shared a thank-you letter from Fly-By-Night Productions MOTION to adjourn By Kenworhty, Second by Riedel. All approved. Meeting adjourned at 6:53 p.m. Next Meeting: Tuesday, June 28 at 4:00 p.m., Library Board Room Respectfully Submitted, Kevin Firnstahl, Staff Secretary These minutes passed, approved and adopted on June 28, 2005. Mark Wahlert, Secretary City Clerk City Council: City Manager: File: