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Arts and Cultural Affairs Operating Support and Special Projects Grant Modifications Copyright 2014 City of Dubuque Consent Items # 4. ITEM TITLE: Arts and Cultural Affairs Operating Support and Special Projects Grant Program Modifications SUMMARY: City Manager recommending several modifications to the Operating Support and Special Projects Grant programs offered through the Arts and Cultural Affairs Advisory Commission. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Arts Grants Modifications-MVM Memo City Manager Memo Staff Memo Staff Memo Operating Support- FY 17 Guidelines Supporting Documentation Operating Support- FY 17 Grantmiting Tips Supporting Documentation Special Projects - FY17 Guidelines Supporting Documentation Special Projects - FY17 Grantwritng Tips Supporting Documentation THE CITY OF Dubuque UBE I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Arts & Cultural Affairs — Modifications to Operating Support Grant and Special Projects Grant DATE: January 13, 2016 Economic Development Director Maurice Jones and the Arts & Cultural Affairs Advisory Commission recommend several modifications to the Operating and Special Projects Grant programs. Many of the changes are simply updates to contact information, City goals, and other minor details to guidelines and tip sheets. The most notable change is the reduction of the cap on grants awarded: Operating Support will be capped at $30,000 instead of the current $40,000, and Special Projects will be capped at $8,000 instead of the current $8,500. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Maurice Jones, Economic Development Director Dubuque Economic Development Department THE CITY OF 50 West 13th Street AII-AwftlitY Dubuque,Iowa 52001-4864 DUB3 &kE1 I Office(563)589-4393 TTY(563)690-6678 ® http://www.cityofdubuque.org Masterpiece on the Mississippi 200.2012.2013 TO: Michael Van Milligen, City Manager FROM: Maurice Jones, Economic Development Director SUBJECT: Arts & Cultural Affairs — Modifications to Operating Support Grant and Special Projects Grant DATE: January 13, 2016 INTRODUCTION The purpose of this memorandum is to present several modifications to the Operations and Special Projects Grant programs. BACKGROUND Since 2005, the Arts & Culture Operating Support and Special Projects Grants have infused a total of over $2.6 million into the local arts community. DISCUSSION The Arts & Cultural Affairs Advisory Commission have reviewed each of the two programs, and are recommending modifications to each. Many of the changes are simply updates to contact information, City goals, and other minor details to guidelines and tip sheets. The most notable change is the reduction of the cap on grants awarded: Operating Support will be capped at $30,000 and Special Projects will be capped at $8,000. Updated documents are attached to this memo. RECOMMENDATION/ ACTION STEP I recommend concurrence with the Arts & Cultural Affairs Advisory Commission's recommendations. THE MY OF DUB E Masterpiece on the Mississippi City of Dubuque, Iowa ARTS AND CULTURE GRANT PROGRAM FOR OPERATING SUPPORT FY 2017 FUNDING COMPETITION GUIDELINES PURPOSE Through this funding program, the City of Dubuque provides operating support funding to established 501(c)(3) arts and culture organizations located in the City of Dubuque that primarily serve Dubuque residents with year-round arts and culture events, programs, and services. Organizations must demonstrate a record of programmatic, financial and administrative stability. ELIGIBLE APPLICANTS Dubuque arts and culture organizations whose primary mission is arts or culture. Applicants must have been operating as a nonprofit, tax-exempt under Section 501(c) (3) of IRS code for at least two years before the application date. INELIGIBLE APPLICANTS Including but not limited to for-profit organizations or not-for-profit organizations whose primary mission involves religious, political, or athletic programs, educational institutions, and social service organizations. An organization with an outstanding Final Report from a previously funded Special Projects grant application is ineligible. FUNDING GUIDELINES The maximum annual funding award is $30,000 or 6% of applicant's previous year certified operating expenditures, whichever is less. It is unlikely that qualified organizations will be funded at this level. Funding levels over the past few years have ranged from 2-5 % or$40,000, depending upon the number of eligible applicants and the degree to which an applicant meets selection criteria. REVIEW OF APPLICATIONS 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 to amount of grant awarded. As all commission meetings are public, you may attend the meeting. No public input will be accepted during the review sessions. CITY STAFF ASSISTANCE Maurice Jones, Economic Development Director for the City of Dubuque, will be the contact for any questions you may have before you submit your grant. He can be reached at (563) 589-4393 or at econdev(a-)-cityofdu bug ue.org. It is highly recommended that all applicants attend a Grant writing workshop to understand processes and policies, updates from the previous year. This is especially helpful for first time grant submissions. 1 SUBMITTING • Applications and attachments can be emailed to econdev(cDcityofdubugue.org or hand delivered to the Economic Development Department, City Hall, 50 West 13`h Street, Dubuque, Iowa, by Friday, April_, at 5 p.m. • If your attachments are too bulky or not in electronic form, you may email the applications and hand deliver the attachments. Please do not submit both a hard copy and an emailed copy of the application. • Once an application is submitted, no changes or additions will be allowed. The deadline is strictly enforced. An organization, not city staff, is solely responsible for the content of its grant. • Determine early if you have trouble filling out the electronic application so that Maurice Jones, Economic Development Director for the City of Dubuque, at (563)-589-4393 or at econdev@cityofdubuque.org, can assist you in advance of the deadline. For Section 2: Narrative, enter information in the application only; do not submit this information as an attachment. Your answers will be limited to a specific number of words and point font. Please note that when using the electronic application, cutting and pasting into the document may change the formatting from your original document, so please review closely. When you are finished with the application, save it on your hard drive and email as an attachment or print out for submitting. Please save a copy for your records. • Please send only the attachments requested in Section 5. Letters of support or other documents not requested will be discarded. TIMELINE • February_, 2016 - Applications available • March_, 2016 - Application Workshop, at Aigler Auditorium, Carnegie Stout Public Library, 360 W. 11`h Street at noon. • April 2016 Applications are due by 5 p.m. in either electronic or hard copy form • April and/or May_, 2016 -Applications are reviewed and rated by Arts Commission • June_ or_, 2016 - City Council approval of grant awards • July 2016 - Contracts signed, funding disbursed RATING CRITERIA 1. Dubuque arts and culture organizations whose mission is primarily arts and culture and the degree to which their programs and services support that mission and the city's cultural arts goals (40 points) 2. Organization's demonstrated management abilities (financial position or condition, fiscal responsibility, and management) (25 points) 3. Organization's demonstrated artistic or cultural excellence and leadership (20 points) 4. Impact of the organization on the Dubuque community(15 points) ACKNOWLEDGEMENT The Applicant agrees to acknowledge the City of Dubuque support in appropriate signage, program materials, promotion, publicity and advertising activities, and in other 2 printed and electronic forms of communication pertaining to this grant. Applicants are encouraged to submit several good quality digital photos of the organization for City public relations efforts. REPORTING The applicant agrees to 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. CITY OF DUBUQUE ARTS AND CUTURAL GOALS Goal 1: To celebrate the arts as an opportunity to enjoy and enrich community life. A. Promote opportunities for residents of and visitors to Dubuque to enjoy the arts. B. Encourage arts and cultural programming year-round for children and adults in the Dubuque area. C. Foster multi-cultural, multi-disciplinary artistic and educational opportunities to expand cultural horizons and improve the quality of life. D. Encourage opportunities for personal, educational, cultural, and recreational enrichment. E. Promote collections, services, experiences, and programs that respond to individual and community needs. F. Promote the arts as a common ground for all members of the community. Goal 2: To provide a variety of affordable and accessible cultural arts activities and resources for all ages. A. Expand cultural and recreational opportunities for all ages. B. Promote coordination and increased public and private support of wide-ranging, affordable cultural and recreational events and organizations. C. Support affordable access to cultural arts activities and resources, whenever possible. D. Promote accessible arts activities for members of the community, regardless of disabilities. E. Consider expanded, affordable use of public facilities. Goal 3: To promote affordable and accessible spectator and participatory arts experiences and cultural events. A. Consider expanding the opportunities to bring cultural events to community facilities. B. Promote art, drama, film, music, and dance experiences for audiences and participants of all ages. C. Consider expanding the role of the Five Flags Center and other venues as centers for cultural events and arts experiences. D. Promote a strong community base of support. Goal 4: To utilize the arts to encourage a better understanding of the cultural diversity of the world. A. Encourage presentations of minority artists and arts reflecting ethnic traditions. B. Foster global awareness activities and intercultural education. C. Foster the celebration of cultural diversity. 3 Goal 5: To support the expression of the cultural arts and access to that expression. A. Foster accessible cultural opportunities which increase appreciation and broaden perspectives. B. Promote the recorded wisdom, experiences and ideas of others -- assembled, organized and made accessible to all. C. Promote opportunities for arts groups to utilize the Five Flags Center, Five Flags Theater, and other venues for the expression of art. D. Promote free expression of and full access to that expression of artists worldwide. E. Promote and improve public awareness and appreciation of the arts. F. Encourage preservation, collection, and interpretation of fine arts. G. Promote support of local area artists and artistic endeavors. Goal 6: To safeguard the cultural and historic resources of the community as critical to the quality of life and the attractiveness of Dubuque. A. Promote the preservation of historic buildings and architectural resources in the community with emphasis in areas of greatest need. B. Encourage educating the community about the benefits of historic preservation to the community's quality of life, economic development efforts, tourism, and tax base enhancement. C. Encourage exploration, preservation, and interpretation for present and future generations, the history of Dubuque and the Mississippi River. D. Promote increased appreciation, education, technical assistance and funding for the community's historical and architectural heritage. E. Encourage the development of a marketing plan for the cultural and historic resources in the community. Goal 7: To encourage the availability of adequate funding and facilities to support arts activities. A. Promote preservation and reuse of historic buildings and sites in the community for the cultural arts. B. Promote maintaining cultural arts, entertainment, and continuing education services offered by local cultural and educational institutions. C. Encourage coordinated services and shared resources among cultural arts organizations in the Dubuque area. D. Encourage establishment of a performing arts center and/or a concert hall for large venue concerts. Fillable applications are available online at http://www.cityofdubugue.org/grants Contact the Economic Development Department if you prefer a word document. For more information, contact: Maurice Jones, Economic Development Director Economic Development Department 50 W. 13`h Street Dubuque, lA 52001 (563)-589-4393 or econdev(cDcitvofdubuque.org 4 CITY OF DUBUQUE ARTS AND CULTURE GRANT PROGRAM FOR OPERATING SUPPORT FY2016 Grantwriting Tips • Determine whether your organization is an eligible applicant. Are you a Dubuque arts and culture organization whose main mission is arts and culture? Do you primarily serve Dubuque residents with year-round events?Are you non-profit organization with 501 C (3) status and have been in existence at least two years? Have you already been providing services? • Read the Guidelines (including the excerpt from the City of Dubuque's Comprehensive Cultural Arts Goals), Application, and Scoring Sheet posted on the City website soon after you receive it. • It is highly recommended that all applicants attend a Grant writing workshop to understand processes and policies, updates from the previous year. This is especially helpful for first time grant submissions. • Do a test to see if you can fill out the application on your computer and save it. Once you save it to your computer, you should be able add to the document at any time. Contact Megan Starr immediately if you have problems filling in the application. Do not wait until the week before the deadline. • Space for answers has been limited and will automatically be entered with the required font and size. Please do not try to change the font or size. Do not worry if your information does not take up the whole space. We are looking for clear, concise information that is not repetitive. You must fill in all the information requested. • Make sure the reviewer clearly understands your mission, what you do and what you hope to accomplish. • Pay careful attention to the rating criteria. Have you provided sufficient information so the reviewers can judge your application on each of the rating criteria? • Have someone else read your application for clarity and proofreading before you submit it. Is your narrative clear and compelling? Have you clearly addressed how your organization furthers the City of Dubuque's Cultural Arts goals? Does it convey what you really want to say? • Once an application is submitted, no changes or additions will be allowed. The deadline is strictly enforced. An organization, not city staff, is solely responsible for the content of its grant. Incomplete or late applications will not be accepted. • Please submit every attachment required. Do not submit any other materials as they will be discarded. • Keep a copy of the grant for your records • An applicant is welcome to hear their grant reviewed and scored. Please Note: The highest scoring applicants will be funded without discussion. For information about all of the City of Dubuque's Arts and Cultural initiatives, go to http://www.citvofdubugue.org/307/Arts-Cu/ture For more information, contact: Maurice Jones Economic Development Director 50 W. 13`h Street Dubuque, IA 52001 (563) 589-4393 or econdev(cDcityofdubugue.org THE CITY OF DUB E Masterpiece on the Mississippi City of Dubuque, Iowa ARTS AND CULTURE GRANT PROGRAM FOR SPECIAL PROJEC' FY 2017 FUNDING COMPETITION GUIDELINES PURPOSE AND GOALS The City envisions that Dubuque will be an inclusive community, remarkable for its social and cultural vibrancy. The City of Dubuque seeks to fund artistic, creative projects that utilize community engagement at their core. Engagement describes an active, two-way process in which one party motivates another to get involved or take action—and both parties experience change and growth. It promotes consistent community interaction that is a step beyond the conventional. A special project must involve a new partnership with a unique component to your organization. Successful applications will specifically address at least one of the following goals: • The project is innovative in using emerging art forms to increase enthusiasm and energy within the organization and its audiences. • The project increases personal participation, awareness and appreciation of quality arts and culture activities especially among groups of people who have not traditionally accessed the arts and culture offerings of your organization, including age, culture, disability, ethnicity, gender, gender identity, race, geographic, and socioeconomic related groups in Dubuque. • The project uses different strategies beyond traditional marketing and free-ticket programs to attract new audiences. • The project involves collaborators in planning, executing and sharing resources and ideas for the project. Collaborators can include other non-profits, artists, neighborhood groups, businesses, schools or individuals. • The project promotes the arts as a common ground for all members of the community. • The project fosters the celebration of cultural diversity and heritage and encourages presentations of minority artists and arts reflecting ethnic traditions. RATING CRITERIA 1. Special Project Description: How well the project is explained. (10 points) 2. Mission and Goals: How well the project addresses the organization's mission and the purpose and goals of the grant program. (15 points) 3. Artistic Merit: The potential of the project to advance the caliber of the arts in the community. (10 points) 4. Quality: How your project's concepts, leaders, artists, and collaborators demonstrate quality and best practices. (15 points) 5. Importance: The value to target audiences, the organization, the City of Dubuque and its residents and visitors. (10 points) 6. Access: The potential for the project to reach new and underserved audiences and increase availability to diverse groups. (15 points) 7. Evaluation: How the project will be evaluated. (10 points) 8. Feasibility: The likelihood the project will be successful based on careful event and financial planning. (15 points) 9. Uniqueness: How unique is the project to the organization and to the City of Dubuque? (10 Points) ELIGIBLE APPLICANTS • Organizations incorporated in the State of Iowa as a City of Dubuque not-for-profit. • Affiliated groups with their own specific mission, governing structure and budget using the incorporated status of a City of Dubuque umbrella not-for-profit organization. • Organizations that are an established group acting as a not-for profit in the City of Dubuque. • Only one application per organized group will be accepted. INELIGIBLE APPLICANTS • For-profit organizations or individuals. • An applicant that has received funding for the past two consecutive years. • An applicant with an outstanding final report from a previous grant. REQUEST AMOUNT AND MATCH • Minimum Request: $1,500 • Maximum Request: $8,000 • Applicants must provide at least one dollar of match for every dollar requested. In other words, at least 50% of the grant can be funded by the City and 50% by the organization. • You must provide some cash resources in your match. • In-kind match refers to donated goods or services that have been contributed to the project. The dollar amount of in-kind match should be calculated at the verifiable fair- market value. • Employee or volunteer costs for the project cannot be a grant requested item but can be used for up to 50% of the in-kind match and account for no more than 25% of the entire project. ELIGIBLE ACTIVITIES AND EXPENSES Because the Special Projects Grant is funded by the City of Dubuque, all Special projects need to be conducted in the City of Dubuque. Including but not limited to: Culture and Historic Resources, Folk and Traditional Arts, Theatre, the Spoken Word, Literature, Dance, Music, Opera, Film, Visual Art, Digital Art, Installation Art, Murals, Public Art, Performance Art, and Sculpture. Eligible expenses must be dedicated specifically to the project and can include: • Employee or Volunteer Costs • Artists • Contractors • Supplies and Materials • Space and Equipment Rental • Travel • Marketing/Publicity INELIGIBLE ACTIVITIES AND EXPENSES 0 Anything occurring before July 1, 2016, or after June 30, 2017 • Projects not open to the public • General operating expenses • Social entertainment and reception expenses • Religious, political, and sports activities • Fundraisers or benefits • Competitions, contests, or awards programs to honor or recognize achievement including awards, trophies, or gifts • Uniforms • Capital or equipment outlay • Funds used to regrant REVIEW OF APPLICATIONS Applications will be reviewed and rated by the Arts and Cultural Affairs Commission at a monthly meeting. Funding recommendations will be forwarded to the City Council for review and approval. The City reserves the right to request additional information or make modifications to amount of grant awarded. All commission meetings are open to the public, but no public input will be accepted during the grant review meeting. TIMELINE • February_, 2016 - Applications available online at www.citvofdubuque.org/grants • April _, 2016 - Application Workshops, Lacy Board Room, 3'' Floor, Carnegie-Stout Library, 360 W. 11`h St., at noon or 5 p.m. • May 2016 -Applications are due by 5 p.m. in either electronic or hard copy form. • May and/or June_, 2016 - Applications are reviewed and rated by the Arts Commission. • July 1, 2016 - City Council approval of grant awards • July, 2016 - Contracts signed, funding disbursed • September_, 2016 - Closeout and Final Report due CITY STAFF ASSISTANCE Maurice Jones, Economic Development Director, for the City of Dubuque, will be the contact for any questions you may have before submitting your grant. He can be reached at 563-589-4393 or econdev@cityofdubuque.org. Organizations are encouraged to send one or more people familiar with the project to a workshop. Staff is open to meeting on a one-on-one basis or through phone consultation with applicants if further assistance is needed beyond the grant workshop. SUBMITTING • Applications can be emailed to econdev(cDcitvofdubuque.org or hand delivered to the Economic Development Department, City Hall, 50 West 13`h Street, Dubuque, Iowa, by 5 p.m. on May 12, 2014. • Once an application is submitted, no changes or additions will be allowed. The deadline is strictly enforced. An organization, not city staff, is solely responsible for the content of its grant. • Determine early if you have trouble filling out the electronic application so that Maurice Jones, Economic Development Director for the City of Dubuque, 563-589-4393 or econdev(cDcitvofudubuge.org, can assist you in advance of the deadline. Enter all requested information into the application; do not submit this information as an attachment. Your answers will be limited to a specific number of words and point font. Please note that when using the electronic application, cutting and pasting into the document may change the formatting from your original document. When you are finished with the application, save it on your hard drive and email as an attachment or print out for submitting. Please save a copy for your records. • Please send only the material requested. Letters of support or other documents not requested will be discarded. 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 Applicants are required to complete a copy of the Final Report Form 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, actual expenses of the project, and ways in which the project activities and timeline differed from the grant application. Applicants are encouraged to submit several good quality digital photos of the project for City public relations efforts. The forms will be provided with your contract. Fillable applications are available online at http:IAvww.cityofdubugue.org/grants. For more information, or to request the application as a word document, contact Maurice Jones, Economic Development Department, 50 W. 13th St., Dubuque, IA 52001, at(563) 589-4393 or econdev(cDcityofdubugue.org. CITY OF DUBUQUE ARTS AND CULTURE GRANT PROGRAM FOR SPECIAL PROJECTS FY2017 Grantwriting Tips • Read the Guidelines, Application, Scoring Sheet and the Extra Resources section posted on the City website soon after you receive it. • It is highly recommended that all applicants attend a Grant writing workshop to understand processes and policies, updates from the previous year. This is especially helpful for first time grant submissions. • Do a test to see if you can fill out the application on your computer and save it. Once you save it to your computer, you should be able to add to the document at any time. Contact Maurice Jones immediately if you have problems filling in the application. Do not wait until the week before the deadline. • This application can also be completed by hand if you do not have online capabilities. Please contact Maurice Jones for specific directions. • The grant is now available to groups without a 501 c3 status. If you are not sure if you are eligible, or if you are an organized group without incorporation or 501 c3 status and you have questions about what materials to submit, please contact Maurice Jones. • Verify that your proposed activities are eligible under the program. • Carefully plan your project by addressing the purpose and goals of the grant. What steps are necessary to complete the project? Is the timeframe reasonable? Is your budget complete and reasonable? Do you have firm commitments from collaborators involved in the project? Is the project match secured? Does your organization have the capacity to carry out the proposed project? Will the reader understand exactly what you are proposing to do and what you hope to accomplish? Is your project unique to your organization and the City of Dubuque? • Make sure that all expenses are associated with the grant project only. We are not interested in funding any operational expenses through this special project grant. • Note that the request amounts and the matching requirements have changed this year. On the Request Summary section of the application, a formula has been inserted to help you meet the requirements. • Space for answers has been limited and will automatically be entered with the required font and size. Please do not try to change the font or size. Do not worry if your information does not take up the whole space. We are looking for clear, concise information that is not repetitive. You must fill in all the information requested. The only exception is Expense Detail on pages 6-7, where you can complete those sections as needed for your grant. • The Feasibility section, pages 5-8, has to do with planning and budgeting. All of the financial tables now have formulas to help you with the math. In the Timeline section, you cannot use the tab function to enter information. Use the space bar only. • Have someone else read your application for clarity and proofreading before you submit it. Have you addressed the questions? Are the project and its goals easy to understand? Have you clearly explained how your proposed project will address the purpose and goals of the grant? Does it convey what you really want to say? • Please submit every attachment required. Do not submit any other materials as they will be discarded. • Once an application is submitted, no changes or additions will be allowed. The deadline is strictly enforced. An organization, not city staff, is solely responsible for the content of its grant. Incomplete or late applications will not be accepted. • Keep a copy of the grant for your records. • An applicant is welcome to hear there grant reviewed and scored. Please Note: The highest scoring applicants will be funded without discussion. For information about all of the City of Dubuque's Arts and Cultural initiatives, go to http://Cityofdubugue.org/307/Arts-Culture Maurice Jones, Economic Development Director Economic Development Department 50 W. 13`h Street Dubuque, IA 52001 (563) 589-4393 or econdev(cDcityofdubugue.org