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Minutes Arts & Cultural Affairs 9 26 MINUTES ARTS AND CULTURAL AFFAIRS ADVISORY COMMISSION REGULAR SESSION Tuesday, September 26,2005,4:30 p.m. Majestic Room, Five Flags Center 405 Main Street, Dubuque, Iowa CALL TO ORDER Meeting was called to order at 4:35 p.m. following staff assurance of compliance with the Iowa Open Meeting Law. Commissioners Present: Rebecca Fabricius, Paul Kohl, Amy Weber, Susan Riedel, Mark Wahlert. Commissioners Absent: William Intriligator, Jane Kenworthy Staff Present: Jerelyn O'Connor, Kevin Firnstahl APPROVAL OF MINUTES Motion by Wahlert, second by Riedel, to approve minutes of August 18, 2005 and August 23, 2005 at written. All in favor. Passed 5-0. NEW BUSINESS FY 2006 Arts and Culture Grant Program for Special Projects Review/rank applications Jerelyn O'Connor relayed the advice she received from the City's Legal Department regarding accepting rankings of grant applications by commission members who are absent. She noted that the commission has not adopted procedures to allow votes from members who are absent. MOTION by Riedel, second by Weber. The Commission should accept only the scores of those commissioners present. All in favor. Motion passed 5-0. Wahlert suggested reviewing each application and posing any questions to applicant representatives who are present. He explained that commissioners scored applications from 1-100, and scores will be compiled and averaged. MOTION by Weber, Second by Kohl, The Commission should proceed as suggested by Chairperson Wahlert. All in favor. Motion passed 5-0 Wahlert suggested that the order by which the Commissioners comment on each application be rotated and kept to a minimum. Commissioners asked for the opportunity to reevaluate their scores based on comments from other commissioners and the applicants. Bell Tower Theater Kohl thought the application was well done, complete, and liked idea of children aspect. Based score on the appeal of a broader audience. Riedel abstained. Fabricius had questions on how the cross section of students will be selected, and how will it be decided who goes where. Wahlert felt is was a strong application that involves good number of children and provides opportunity to children to come and visit. Weber thought it was a well-done application. No questions on scope or budget. Possibly look for more collaboration. Representative Miki Robinson: Information will be distributed through school systems, press releases, and advertising. Kids will be asked to come to the theater. Theater representatives will present on the different areas of theater. They hope to not turn any kids away and accommodate everyone. Fabricius suggested point scores be given out at the end to be fair to all applicants. Arboretum Riedel said it was an interesting project and liked the uniqueness of a Japanese garden and the involvement of volunteers. It is unique to Dubuque and good for local and tourism appeal. Fabricius felt the project was not a new request but an expanded program. She liked funding timing but asked if the signage will be visible and appropriate for noting credit to the City of Dubuque, and how will that impact the project. She was concerned about funding amount. Wahlert thought it to be a strong application and a good organization. He was concerned about whether or not the project was a new or expanded program and if it meets the Commission's criteria. Weber liked the project and felt it is a great asset. She questioned the scope and mission of the project and asked if this was the right avenue for funding. Kohl liked the application. He said it was not a new project, but worthwhile, unique, and a good cultural addition to Dubuque with wide audience appeal. Representative Chuck Haas, Board of Directors for the Arboretum. Thanked Commission for their comments. All arboretum projects have a board indicating contributors. Mr. Haas provided sketches showing the gate area where the recognition area would be. Dubuque Arts Council Fabricius said the application would have a good impact on the broader Dubuque Community, but questioned use of anticipated revenue. There is a need for partnership. Wahlert said it was a nice idea for a festival, but felt the admission price was prohibitive for a wider audience. It's a broad project with many pieces that could be difficult to carry off. Weber said this application incorporated many comments provided from the last grant round. Program offers partnership, diversity, and winter venue despite significant ticket fee. It's a new project from a capable organization and a well-done grant. Kohl said the application was a more detailed vision than the first time. It provides something needed at a good time of the year. There is possibly room for other free events. He questioned what happens on third day of the event. Riedel liked the application and noted similarity to Quad Cities' event. It is a good time of year for new festival, and the applicant did their homework. It is an ambitious project, but has good support. Questioned how many people estimated to attend? Representative Paul Hemmer: The Sunday portion is a work in progress with possibly a jazz brunch at Midway. City money will not be used for religious activity. He doesn't feel $15 admission is prohibitive for what's offered. They estimate to sell 800 $20 bracelets, 400-500 $15 bracelets. Profits will be used for continuing the project. Dubuque County Fine Arts Society Weber asked that since Dubuque fest is an ongoing project, what was the new part? It is a good event, but she couldn't see request for funding. Kohl saw it more as an expansion of marketing. Riedel felt it was an expanded project. It lends itself to new artists and writers with a marketing plan and new community partnerships and whole-community involvement. Fabricius said this project would be good for the community and visitors and should be considered as a capacity-building grant. She asked if funding would help program grow. Wahlert abstained. Dubuque County Historical Society Wahlert abstained. Kohl said the application does many of the things the Commission speaks to. It is a new and interesting idea. However, it is not as much an "arts" project, but more marketing. Perhaps best for a larger partnership or another grant. Riedel liked the uniqueness, potential, and coordinating services of this application as well as the actor component. Nice packaging, but she questioned how the revenue was being handled and how the different venues be involved. She noted a possible error in the salaries and benefits section. Fabricius questioned if the target audience is tourists or community. The parking and tour route was confusing. She questioned how participants would be returned and what the impact would be on the broader community. Weber felt is was a good concept and ideal for targeting tourists and community. It needs more work and collaboration before funding. Representative Mark Wahlert: Shared revenue or percentage with DCHS. This is an expansion of existing tour service. Dubuque Main St. Ltd. Riedel said it was an interesting concept that celebrates the architecture of Dubuque and appeals to a special audience. She would have liked to see advance partnership. Application requires more information. Fabricius said the project explores an under-exposed part of Dubuque heritage and has broad appeal. Applicant needs to explore more collaboration and sponsors. Wahlert said the project addresses an important part of the cultural landscape but with a focus audience. Speaker may have limited audience. Loosely involves kids. Speakers and sponsorships are not finalized. Weber liked the idea of tapping architecture as an art form and saw this project as a spring board to exposing the concept. However, it may not have broad community appeal. Kohl liked the unique idea, but it is still in the planning stages, and the speaker is not confirmed. Good attempt to bring in wider audience and suggests it be considered for the next funding round. Representative Katie Bahl: Application was kept more general because of the new concept. Project is a strong part of what DMSL does. They are looking at Feb/April timeframe. Dubuque Museum of Art Fabricius expressed concern over a possible conflict of interest as her school is on the list and her professional knowledge may affect her ranking. The Commission disagreed. She went on to say that the project is expanded programming and displays accessibility. An evaluation process is not mentioned in the timeline. The appeal to a broader audience is questionable. Weber liked the collaboration component. She needed a better understanding of what children's programs already exist. Kohl said it was not a new project, but expanded. Riedel said it is a good and expanded program. She was curious about the bussing option going away. The substitute teacher component is very valuable and the program is good for all second graders. Representative Margaret Buhr: Busing is very limited, but not going away. She described other children's programs that may relate to this program. Program provides richer experience by having classroom instructor along with the arts specialist attend with the students. Dubuque Symphony Orchestra Wahlert said it is a great organization but saw no sense of planning in this application. The idea is too rough. He had difficulty with suggesting funding. Weber felt the dollar amount was high for a short program, but lower funding amount would not allow project to happen. Kohl believed the program to be successful in the past, but it is not a new program. Riedel said she would like to see this program come back, but it is an expensive program. She also didn't understand the budget numbers. The organization did not seem excited about doing this program again. Fabricius said the organization's history would indicate capability of handling the expense, but the project is too expensive. Four Mounds Weber is supportive of four mounds and the project, but the scope and goal may not be in line with that of the Commission's. Kohl questioned who Four Mounds Foundation is appealing to and is unsure of their mission. Riedel said a possible business sponsor might be more appropriate and would like a more detailed timetable. Fabricius felt the project was new, but that it had no overall scope. The Commission's goals were not specific to this project. It is a small request with a good matching funding source, open to the public, but appeals to only students. Wahlert said the project is not new or expanded. The larger program component does not meet priority funding criteria. Although the organization does great cultural work, the program is limited in its appeal. Representative Chris Olson: Exposure to entitled students is a priority. The program involves them in work that exposes them to trades, which have made an impact on Dubuque's history. Grand Opera House Kohl said this is not a new project but possibly expanded due to renovation. The main focus of the project was on set designer. It is a good project but seen as only an extension of existing programming. Riedel abstained. Fabricius believed the organization has embedded cultural arts goals but not project specific. It is not expanded or new. She questioned workshop component. Wahlert said it was a solid application but questioned limited workshop. He noted the project is open to theater going public. Weber stated it is a new performance, but that this could be done with any performance. She appreciated the concept and felt the application was still missing budget pieces. The workshop was the biggest selling point. Kohl questioned how this project is being tied into Black History Month. Loras College Riedel liked the diversity component, and said it relates to the City's arts goals well. The program impacts K-12 age group, families, and it is expanded beyond the community. It appeals to more than just the college community and is affordable and accessible. Fabricius abstained. Wahlert said this is one of the stronger applications. It is a diverse program and good out reach for Loras, which appeals to the community. He recommended that the college should continue with the program regardless of funding. Weber said this was her favorite application. The application was well done and hit all the criteria and different areas of the population. Kohl abstained. Representatives: Paul Kohl: People come to Loras College from the community. Alejandro Pino stated that Loras College is trying to reach out to the community and schools by offering presentations to international students. Jennifer Walthall noted that the project can expect up to ballroom capacity of 500 people. Northeast Iowa School of Music Fabricius said this is certainly new programming, but questioned the scope of the activity, audience, budget and feasibility. There should be some connection between music and the topic. The project does address an underserved population. Wahlert said this project appears to be arts and culture vs. social services. It connects to an underserved population, but questioned how seniors might be touched outside the senior facility. It is worthwhile, but should have broader appeal. Weber said it was good to see the older population included in a project, but the project needs to be more community-focused. She liked the scope and believed the investment was reasonable. Kohl said it was an excellent idea that relates to an underserved audience, but it is still limited. He suggested more opportunity for participants to take part in the project's final performance. Riedel said it is a new program, but more detailed planning is needed. She suggested the use of other venues, questioned the final result of the program, and asked what is done with the keyboards at the end of the program. The one-on-one time is a valuable component. The project needs more outreach and development. O'Connor reminded commissioners at this point that equipment is not eligible for funding. Representative Becky Perkins: NISOM is aware of the project's obvious limited scope. They expect $2,000 to come from October fund raiser. Becky noted that at-home seniors are involved in additional programs and that staff can't go into individual homes. Surveys were sent out to gauge who was interested and in what. Their facility is the most functional location for the project. They may consider final performances if participants are comfortable with that. Most grant money is going toward the purchase of keyboards and teacher's salaries. Project may not be possible without keyboards. Commissioners Riedel and Fabricius thanked the citizens present for their attendance and input. Rankings Averaged rankings were calculated and read off. Wahlert suggested funding options. Lower-ranked requests need to be eliminated or have funding cut. NISOM funding request for equipment is ineligible. O'Connor suggested asking the organization if they can proceed with a lower funding amount than requested. Weber suggested rounding amounts. Wahlert suggested fully funding top ranked application. MOTION by Riedel. Second by Fabricius. The Commission should recommend to City Council funding at noted amounts. Discussion: Applications should be voted on individually. AMENDED MOTION by Riedel, second by Weber. Commission recommends $9,580 funding for Loras College. at $9,580. Vote: Kohl, abstain; Riedel, aye; Fabricius, abstain; Wahlert, aye; Weber, aye. Passes 3-0 with 2 abstentions. MOTION by Riedel, second by Kohl. Commission recommends $9,000 funding for Dubuque Arts Council. Motion passes 5-0. MOTION by Kohl, second by Fabricius. Commission recommends $7,960 funding for Bell Tower Theater, be funded at $7,960. Fabricius, Aye; Wahlert, Aye; Weber, Aye; Kohl, Aye; Riedel, Abstain. Passes 4-0 with one abstention. MOTION by Riedel, second by Weber. Commission recommends $3,950 funding for the Dubuque Museum of Art. Vote: Wahlert, Abstain; Weber, Aye, Kohl, Aye; Riedel, Aye; Fabricius, Aye. Passes 4-0 with one abstention. MOTION by Weber, second by Fabricius. Commission recommends $4,510 funding for Dubuque Arboretum. Vote passes 5-0. ITEMS FROM COMMISSION - none ITEMS FROM PUBLIC - none INFORMATION SHARING - none ADJOURNMENT Motion to Adjourn by Riedel, second by Fabricius. Meeting adjourned at 6:40 p.m. Next Meeting: October 25,2005, in the Carnegie-Stout Public Library Board Room. Respectfully Submitted, Kevin Firnstahl, Staff Secretary These minutes passed, approved and adopted on Amy Weber, Secretary City Clerk City Council: City Manager: File: