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�� C���1 STAFF REPORT
�G��=��° HERITAGE & CULTURAL ARTS COMMISSION
DATE: June 9,201G
TO: Honorable Chair and Coinmissioners
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FROM: Tegan McLane, Cultural Arts & Heritage Manager
$UB�ECT: Arts Space Grant Pilot Program Proposal
Prepared by Tegan McLane, Cultural Arts�Heritage Manager
EXECUTIVE SUMMARY:
The Commission will consider a Staff proposal for an Arts Space Grant pilot program, under which the City
Council will allocate use of a portion of the City's time at Dublin High School Center for the Performing Arts
and Education to nonprofit arts groups. Selected City-owned facilities are also included in the pilot program.
FINANCIAL IMPACT:
Administrative costs for the Arts Space Grant pilot program have been included in the 2016-17 Cultural Arts
budget. Staff estimates administrative costs to be minimal, approximately $2,600 annually. Direct costs for
faciliry attendants could vary, depending on the dates and facilities for which space granted. Time granted at
Dublin High School Center for the Performing Arts and Education incurs no direct cost to the Ciry. Time
granted at City-owned faciliries could incur direct costs of facility attendants and potentially lost revenue.
Direct costs will be carefu]ly tracked during the pilot program to provide City Council with complete
information when it evaluates the pilot program.
RECOMMENDATION:
Staff recommends that the Cominission recommend the Arts Space Grant pilot program to the City Council
for approval.
DESCRIPTION:
At its March 1, 2016, meering, the Ciry Council approved an Agreement between the Ciry of Dublin and the
Dublin Unified School District for Use of Theatre Facilities at Dublin High School Center for the Performing
Arts and Education,which allows for the City to grant use of some of its allocated theatre time to nonprofit
arts groups. Staff was directed to develop a competitive grant program to allow arts organizations to apply to
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ITEM NO: 8.2
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the City for time at that faciliry. This report details how such a grant could be piloted in 2016-17. Should the
City Council approve this pilot program, Staff is prepared to implement the pilot program this summer and
ward Arts Space Grants for the period November 1,2016 June 30, 2017.
Staff anticipates the grant program may require modifications after its first year, both to address any
procedural issues that may arise and any new City Council direcrions stemming from results of Cultural Arts
Needs Assessment,which is now underway and will be presented to City Council in October.
At conclusion of the pilot program, the Heritage and Cultural Arts Coinmission will receive a report on the
Arts Space Grant program and have an opportunity to recommend to City Council changes in any of the
following areas: Eligibility Requirements,Available Facilities,Grant Procedures and Grant Prioriries.
Arts Space Grant SummarX '
Under the proposed Arts Space Grant pilot program, non-profit arts organizations will be invited to apply to
the City of Dublin for space grants to use selected City of Dublin faciliries and Dublin High School Center
for the Performing Arts and Education at no charge. The City will promote the award recipients' programs
through normal City channels on a space available basis. Arts space will be awarded through a formal,
competitive grant program, with Heritage and Culture Arts Coininission reviewing applicarions and making
recommendations to Ciry Council, for their approval of the awards. Organizarions receiving space grants will
be required to submit a formal report at the completion of their space use, documenting participation—ticket
sales, photos, etc. — and addressing how well the program met the Objective/Outcome/Measures idenrified
in their application.
Eligibility Rec�uirements
Staff is recommending the Arts Space Grant pilot program be open to organizations that meet the following ,
criteria:
• 501-C3 nonprofit organization serving City of Dublin residents, or a smaller arts club operating under
the fiscal sponsorship of a 501-C3. Applicant must provide proof of nonprofit status or letter
acknowledging fiscal sponsorship and copy of fiscal sponsor's nonprofit status.
• Applicant need not be based in Dublin.
� Applicant must obtain special event or general liability insurance, just as would be required of any
other renter of City-owned or District-owned property.
• Applicant must obtain Ciry of Dublin business license.
• Applicant must attend mandatory informational meeting and the Heritage and Cultural Arts meeting
at which the grants are considered. (Applicant could be asked to make a short presentarion.)
• For groups requesting space for active (participatory) programs, i.e. rehearsals or workshops, Staff :
recommends the group be required to guarantee at least 51% of the participant slots for Dublin
residents or that Dublin residents be given some sort of discount or priority registration.
• For groups requesting space for passive (viewed) programs, i.e. performances or exhibits, Staff
recommends there be no requirement that a certain percentage of the audience be Dublin residents,as
that is difficult to measure and prove. However, if the groups have Dublin residents as performers or
are showing the works of Dublin artists,that should be noted and those groups given priority.
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Available S�aces
For the Pilot Program, Staff recommends using only facilities that have a history of arts related prograinming
and limiting the number of hours to be granted, so as not to severely impact the facilities' normal rental
availability or budgeted rental revenue.
The facilities Staff recommends including in the pilot are: :
• Dublin High School Center for Performing Arts and Education — Fully equipped theatrical venue.
Suitable for all theater, dance, music producrions, as well as film or lectures. Seats 506. Includes
technical staf£ Up to ten 8-hour days available to be granted.
• Heritage Sunday School Barn — Black Box theater. Suitable for very small theater, dance, acoustic
music producuons,lectures, non-messy workshops. Seats 110 for performance, 50 far workshops. No
technical staff included. Up to 80 hours available to be granted.
• Heritage Old St. Raymond Church — Suitable for small acoustic music productions, lectures, film, '
non-messy workshops, participatory music programs. Seats 84. No technical staff included. Up to 80
hours available to be granted.
• Heritage Litde Classroom — Suitable for small art exhibit installations to hang for no more than two '
weeks. No technical staff included. Up to two weeks available to be granted.
• Shannon Center — Ambrose Hall — Banquet hall with portable stage available. Suitable for theater,
music productions, art exhibits, film,lectures, non-messy workshops, participatory dance events. Seats
up to 300 for performance, 150 for workshop. No technical staff included. Up to 80 hours available
to be granted.
• Dublin Senior Center Ballroom - Banquet hall with small raised stage. Suitable for music productions,
art exhibits, film, lectures, non-messy workshops, participatory dance events. Seats up to 248 for
performance, 150 for workshops. No technical staff included. Up to 80 hours available to be granted.
• Dublin Senior Center Art Classrooms—Suitable for messy and non-messy workshops. Seats up to 30.
No technical staff included. Up to 80 hours available to be granted.
• Dublin Library Community Room — Suitable for art exhibit events, lectures, film, non-messy
workshops, participatory music events. Seats up to 120 for assembly, 50 for workshops. No technical
staff included. Up to 80 hours available to be granted.
• Dublin City Hall Lobby — Suitable for small art exhibit installations (light weight, two dimensional,
non-framed pieces only). Up to two weeks available to be granted.
Grant Procedures
The Arts Space Grant applicarion will be designed similar in format to the Community Grant applications, in
that applicants will be required to pick Objectives/Outcomes/Indicators (Measures) from a list of those
acceptable to the City. For the Arts Space Grant Pilot Program, the Objectives/Outcomes will be derived
from the Public Art Master plan. Applicants will also be required to demonstrate how the program benefits
Dublin residents by meeting the City's Mission,Vision and Values. Applicants will also choose from a list of
qualitative measures acceptable to the Ciry which ones they will use to measure the success of their program.
Applications are reviewed by Staff for completeness and availability of the facility/date/times requested. Staff
will place a tentative hold on facility/date/time. If the applicant's first choice facility/date/time is not
available, Staff will propose alternative facilities or dates/rimes to the organization prior to meeting. Should
the organization wish to proceed with an alternate request, Staff will place a hold on the new time and note
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the change in the application. If multiple organizations request the same space, Staff will hold the requested
date and contact each to determine possible alternate facilities/dates/times.
Heritage and Cultural Arts Coininission will consider all eligible applicarions, rank applications and
recommend space grants up to the pre-determined hours limit. If multiple organizations request the same
space, the award shall go to the applicant whose proposal was ranked higher. Organizations that rank highly
but do not receive their first choice can be offered their second choice,if space is available.
Staff recommends organizations be granted space for one program only, and that hours granted be limited to
no more than 40 hours per organization, or one 2-week display period during the facility's normal open
hours. Staff further recommends, if the pilot program is successful and the Arts Space Grant program
continues, organizations be required to wait one full year before applying again. This will encourage new
organizations to apply and foster diversity of arts within the City.
Organizations granted space under the program will be required to submit a brief report following their
program and report on the measures they selected in their applicarion.
Grant Priorities
Staff recommends establishing grant priorities to ensure that the recipients of free space are chosen in a
deliberate and thoughtful way, and the free space grants support the city's overall arts goals. Staff
recommends the following be priorities:
• Program supports Dublin's arts goals as identified in master plan.
• Program has the potential to provide a high number of participant hours to Dublin residents.
Participant hours would be measured by the estimated of Dublin residents multiplied by the number
of hours they would be involved at the facility. '
• Program is affordable for Dublin residents.
• Program has broad community support,as evidenced by attendance,donations, etc.
• Program is unique to Dublin, the Tri-Valley or the Bay Area.
• Applicant organization has demonstrated its professionalism and its ability to produce the proposed
program.
• Applicant organizations that have a past history of partnerships with City of Dublin have a good track
record for fulfilling its obligations to the City.
• Viewed as a whole,the grant awards for the year represent a variety of art forms and/or cultures.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
An email notice was sent to arts organizations and individuals who have applied to be listed in the City of
Dublin's Arts Database.
ATTACHMENTS:
None.
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