Arts Commisson Special Project App ModificationCity of Dubuque
.Arts & Cultural.~l
airs Advisory Commission
February 23, 2007
The Honorable Mayor and City Council
City of Dubuque
50 W . 13th Street
Dubuque, IA 52001
Re: Arts and Culture Grant Program for Special Projects
FY 2008 Funding Competition-
Recommendation for modification to grant program
Dear Mayor and City Council Members:
Introduction
The Arts and Cultural Affairs Advisory Commission is recommending a modification to
the Arts and Culture Grant Program for Special Projects.
Background
There is $35,000 in the proposed FY 2008 budget for the Arts and Culture Grant
Program for Special Projects. This will be the fourth round of competitive grants for this
program.
Discussion
The Special Projects grant program was designed to encourage the development of
new or expanded arts and cultural programs in the Dubuque community. The grants are
reviewed based on the following criteria:
• Priority funding will be given to new or expanded programming
• Degree to which proposed project furthers the cultural arts goals of the
City of Dubuque's Comprehensive Plan
• Degree to which proposed project reflects careful planning and can be
implemented in a timely manner
• Impact of project on broader Dubuque Community
• Organizational experience and capacity of applicant
The Commissions believes that the grant program has been very successful. During
the first three rounds of the grant program, there have been 37 applications submitted.
There was enough funding to approve only 15 of the 37 projects. Total funding
requests have totaled $261,148 and funding awards have totaled $100,000. The
Commission has been very pleased with the quality of applications. Several of the
proposed projects were strong proposals that met the criteria but there was inadequate
funding to award grants for those projects.
In an effort to "spread" the available funding among more organizations, the
Commission is recommending that the grant program be modified to limit an
organization to receive funding no more frequently than two consecutive years. For
example, an organization awarded a grant in FY 2008 and FY 2009 would not be
eligible for funding in FY 2010, but would be eligible to reapply in FY 2011. If approved,
this change will become effective with the FY 2008 grant funding cycle.
The grant application is attached.
Action
The Council is requested to approve the revision to the Arts and Culture Grant Program
for Special Projects.
Sincerely,
Sue Riedel
Chairperson
Encl.
THE CITY OF
DUB E
~`'~-
City ofi Dubuque Iowa
ARTS AND CULTURE GRANT PROGRAM FOR SPECIAL PROJECTS
FY `08 FUNDING COMPETITION
PURPOSE
This grant program is designed to encourage the development of new or expanded arts and
cultural programs in the Dubuque community.
ELIGIBLE APPLICANTS
Not-for-profit organizations that provide programs and services year round and whose mission is
consistent with furthering the City of Dubuque's arts and culture goals as stated in the Dubuque
2002 Comprehensive Plan (see attached summary.) Applicant must be an IRS-approved tax-
exempt non-profit as described in the Internal Revenue Code 501 (c) (3). If the organization is in
the process of applying for the 501(c) (3) status, they may 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. An organization with an outstanding
late Final Report from a previously funded application is ineligible.
FUNDING GUIDELINES
A grant applicant may submit only one application in a grant funding cycle. Beginning with the
FY 2008 grant program, an applicant is not eligible to receive funding for more than two
consecutive years. For example, an organization awarded a grant in FY 2008 and FY 2009
would not be eligible to apply in FY 2010. but would be eligible in FY 2011.
Project applicants may request no less than $2,500, no more than $35,000. The annual budget
for fiscal year 2008 is $35,000.
Priority funding will be given to new or expanded programming.
Applications are due in the office of the City Manager, City Hall, 50 West 13th Street,
Dubuque, Iowa at 52001-4864 by 5:00 p.m. on May 10, 2007.
Applications will be reviewed and rated by the Arts and Cultural Affairs Commission. Funding
recommendations will be forwarded to the City Council for review and approval. The City
reserves the right to request modifications of activities funded or amount of grant awarded.
Timeline:
• March 6-Application Available
• March 20-Application workshops
Carnegie-Stout Public Library Board Room, Noon-1 p.m. & 5:00-6:00 p.m.
• May 10, 2007 Applications Due
• May 22, 2007, Applications ranked and reviewed by Arts Commission
• Commission will make grant award recommendations to the City Council
• June 2007, Grant Award
• July, 2007 Funding Disbursed
• September 2008 -Closeout and Final Report
ELIGIBLE ACTIVITIES
Including but not limited to: Public Art, Folk and Traditional Arts, Dance, Music, Culture, Opera,
Visual Arts, Theater, Public Performance, Literature, Projects from Individual Artists working with
a 501 (c) (3) Organization, Projects enhancing Dubuque's cultural and historic resources.
INELIGIBLE ACTIVITIES AND EXPENSES
• General operating expenses. Exceptions include marketing expenses specifically
identified with the proposed project.
• Deficit, debt reduction, and project expenses that occur prior to or after the project dates.
• Social entertainment and reception expenses
• Popular entertainment (well-known entertainers)
• Religious or political activities
• Fund-raisers, benefits and prizes
• Payments cannot be made directly to individual artists
• Purchase of equipment
• Sports & Recreational Activities
MATCH REQUIREMENTS
Minimum match required is 25% of the total project cost. For example, if applicant applies for
$7,500, minimum match is $2,500 or 25% of the total project cost of $10,000. Applicants may
use cash, in-kind donations, and reasonable project specific expenses to constitute the required
match. The dollar amount of in-kind match (donated goods and services) should be calculated at
their verifiable fair-market value.
RATING CRITERIA
1. Priority funding will be given to new or expanded programming. 25 points
2. Degree to which proposed project furthers the cultural arts goals of the City of Dubuque's
Comprehensive Plan. 25 points
3. Degree to which proposed project reflects careful planning and can be implemented in a
timely manner 25 points
4. Impact of project on broader Dubuque Community. 15 points
5. Organizational experience and capacity. 10 points
2
ACKNOWLEDGEMENT:
The Applicant agrees to acknowledge the City of Dubuque support in appropriate 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 matching funds as outlined in the grant
contract.
FOR ADDITIONAL INFORMATION OR TO REQUEST AN ELECTRONIC VERSION OF THE
APPLICATION:
Contact: Jerelyn O'Connor
City Manager's Office
50 W. 13th Street
Dubuque,lA 52001
563/589/4110 or joconnor(a)cityofdubuc{ue.or~g
3
City of Dubuque Iowa
ARTS AN® 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. Budaet Information'
Total grant funds
requested Other support provided Total cost (A + B)
A. B. C.
5. Check list:
Cover page and grant application attached
Grant application signature
Attachments -
1. Applicant's Articles of Incorporation (if not previously submitted)
2. Evidence of 501 (c) (3) status (if not previously submitted)
3. List of Board of Directors
A. Applicant's Legal Name and Federal ID I Fiscal Agent (if applicable)
Tax #
4
O~SURI~NCE~
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
and shall become part of the Contract with the City of Dubuque.
The Applicant certifies:
Agreement to submit further documents as required by the City of Dubuque to determine project
and organization eligibility; 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 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 wilt be forfeited.
Signature -Certifying Representative Date
Printed Name
ASSURANCES;
Title
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.
INARRATI~'E
(4 Sections)
SECTIt~N 1. PRQJECT DESCRiPTIC)N;
A. Project Title:
B. Starting with a one paragraph executive summary of project, describe your project in detail.
Discuss the scope of the project. Please limit your response to one page.
6
C. How will your project address a goal or goals of the Cultural Arts Element of the City of
Dubuque Comprehensive Plan? Identify specific goals that will be addressed.
D. Will the project develop a new service or program that does not currently exist or develop an
expansion of an existing service /program? (If answer is yes, explain in narrative)
A new service/program Expansion of existing service/program
^ No ^ Yes ^ No ^ Yes
E. Does the Applicant incorporate collaboration or partnership to achieve its goals? If so, how?
7
F. Define the primary population to be served by your proposed project. Will your project reach
out to un-served and underserved populations and if so, explain.
G. Describe any other impact(s) your proposed project will have on the Dubuque Community.
8
SECTION 2. PROJECT BUDGET
Project Expenses: List expenses associated with proposed project.
COST CATEGORY
Grant Funds MATCH
Total Project Costs
Requested Other
Cash Resources Other
Resources (in-kind)
1) Administrative
Personnel
Salaries/Benefits associated with the
roject
3) Supplies & Materials
Space 8~ Equipment Rental
5) Marketing/Publicity
6) Third-Party Payments
7) Other (specify)
8)Total ~k
Project Income: List all cash income to be used to defray the expense of this project, and list the source of income. Do not
include in-kind contributions.
1 Earned income admissions, tickets, etc. $
2) Contributions $
3 Other revenue $
4) Total Cash Income ~k (This total should equal the cash match in budget section $
9
SECTION 3. TIME TABLE
Provide a timeline with specific actions required to complete the proposed project. Use a 12 month timeline at a maximum.
STEPS Time
Steps to Plan:
Steps to Execute:
Close out Grant:
10
SECTI{~N 4. QFtG~1N1~~11`It3NA~lw EXPERIENCE
A. Please state how your organization's mission is consistent with the City of Dubuque's arts
and culture mission statement and goals. A copy of the goals are attached for reference.
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. Is this grant funding needed to
sustain the proposed program?
D. Discuss your organization's ability to carry out this project.
11
City of Dubuque
Excerpted from
Dubuque Comprehensive Plan 2002 • Cultural Element
Cultural arts goals must address the arts as an important aspect of our
community's basic quality of life. The cultural arts not only enrich our
experiences but educate us about the world we live in. The diversity
of the world as represented through the cultural arts is one way to
share the culture and knowledge of different peoples and places. The
freedom and opportunity to create and explore the cultural arts should
not be understated or ignored.
To celebrate the arts as an opportunity to enjoy and enrich
community life.
1.1 Promote opportunities for residents of and visitors to Dubuque to enjoy the
arts.
1.2 Encourage arts and cultural programming year-round for children and adults
in the Dubuque area.
1.3 Foster multi-cultural, multi-disciplinary artistic and educational
opportunities to expand cultural horizons and improve the quality of life.
1.4 Encourage opportunities for personal, educational, cultural and recreational
enrichment.
1.5 Promote collections, services, experiences and programs that respond to
individual and community needs.
1.6 Promote the arts as a common ground for all members of the community
To provide a variety of affordable and accessible cultural arts
activities and resources for all ages.
2.1 Expand cultural and recreational opportunities for youth and senior citizens.
2.2 Coordinate and increase public and private support of wide-ranging,
affordable cultural and recreational events and organizations.
2.3 Support affordable access to cultural arts activities and resources, whenever
possible.
2.4 Promote accessible arts activities for members of the community, regardless
of disabilities.
2.5 Develop expanded, affordable use of public facilities.
To promote affordable and accessible spectator and participatory
arts experiences and cultural events.
3.1 Continue and expand the opportunities that bring cultural events to
community facilities.
3.2 Promote art, drama, music and dance experiences for audiences and
participants of all ages.
3.3 Continue and expand the role of the Five Flags Center as a major center for
cultural events, conventions and arts experiences.
3.4 Develop and strengthen a strong community base of support.
12
To utilize the arts to encourage a better understanding of the To safeguard the cultural and historic resources of the community
cultural diversity of the world. as critical to the quality of life and the attractiveness of Dubuque.
4.1 Encourage presentation of minority artists and arts reflecting ethnic 6.1 Promote the preservation of historic buildings and architectural resources in
traditions. the community.
4.2 Foster global awareness activities and intercultural education. 6.2 Educate the community about the benefits of historic preservation to the
community's quality of life, economic development efforts, tourism and tax
4.3 Foster the celebration of cultural diversity. base enhancement.
6.3 Explore, preserve and interpret for present and future generations, the
• history of Dubuque and the Mississippi River.
6.4 Increase appreciation, education, technical assistance and funding for the
To support the expression of the cultural arts and access to that community's historical and architectural heritage.
expression.
5.1 Promote the concept of intellectual and general cultural and artistic freedom
of expression.
5.2 Foster accessible cultural opportunities, which increase appreciation and To encourage the availability of adequate facilities to support arts
broaden perspectives. actlVltleS.
5.3 Provide the recorded wisdom, experiences and ideas of others -assembled, ~ 1 Promote preservation and reuse of historic buildings and sites in the
organized and made accessible to all. community for the cultural arts.
5.4 Maintain opportunities for arts groups to utilize the Five Flags center and 7 2 Strive to maintain cultural arts, entertainment and continuing education
Five Flags Theater for the expression of art. services offered by local cultural and educational institutions.
5.5 Promote free expression of and full access to that expression of artists 7 3 Encourage coordinated services and shared resources among cultural arts
worldwide. organizations in the Dubuque area.
5.6 Promote and improve public awareness and appreciation of the arts.
5.7 Preserve, collect and interpret the fine arts.
13