HomeMy WebLinkAbout4.10 - 1523 Arts Space Grant Pilot Project Report
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STAFF REPORT
CITY COUNCIL
DATE: July 18, 2017
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Report on the Arts Space Grant Pilot Program
Prepared by: Tegan McLane, Cultural Arts & Heritage Manager
EXECUTIVE SUMMARY:
The City Council will receive a report on the Arts Space Grant Pilot Program and
consider Staff's recommendations for modifications.
STAFF RECOMMENDATION:
Modify the Arts Space Grants program by accepting simplified applications on a rolling
deadline, via a set criterion and approved at the Staff level. Staff would prepare an
annual review of the program and present it to the Heritage and Cultural Arts
Commission and the City Council.
FINANCIAL IMPACT:
The City budgeted $2,600 in FY 2016-17 for the Arts Space Grant Pilot Program for
direct costs. The actual expenditure was $840 to cover direct costs for Facility
Attendants. This budget and spending was exclusive of Staff time to implement the
Program, which was estimated at approximately 30 hours.
DESCRIPTION:
At the July 19, 2016 meeting, the City Council approved and funded an Arts Space
Grant Pilot Program, under which arts nonprofits could apply for an d be awarded fee-
waived use of certain City facilities and Dublin High School Center for the Performing
Arts. On November 1, 2017, the City Council approved the Heritage and Cultural Arts
Commission (HCAC) recommendations for space grants to four organizations. Three of
these implemented their programs at Dublin facilities this year and completed their final
reports as required.
Reports from the organizations are below:
East Bay Marathi Mandal
East Bay Marathi Mandal (EBMM) was awarded a concert date at Dublin High School
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Center for the Performing Arts to present Soul And Spice: An Indian Jazz Journey,
featuring well-known jazz saxophonist George Brooks, along with Grammy-nominated
Indian violinist Kala Ramnath, Egyptian pianist Osam Ezzeldin, German bassist and
composer Kai Eckhardt and leading South Indian frame drum player Selva Ganesh
Vinayakram. The performance drew 295 audience members, of which 44 were Dublin
residents. Based on audience testimonials, was very well-received. EBMM was very
appreciative of and complimentary about the space. However, they noted that it was a
challenge to provide concert details so far in advance, particularly when dealing with
overseas artists. EBMM also requested the City consider monetary grants to arts
organizations. (Attachment 1)
Amador Valley Quilters
Amador Valley Quilters’ Quiltinators group was awarded one day a month for six
months at the Dublin Library, January through June, for a free beginning quilting
workshop where experienced quilters coach those new to quilting, and the group
creates quilts to be donated to local organizations that provide comfort to people in
crisis. They created 68 quilts. Nineteen quilters participated , four of which were Dublin
residents. Based on participant testimonials, the Quiltinators were also happy with the
facility and expressed interest in continuing to meet at the library. Their suggestions for
improving the program were: “Make it less complicated” and “shorten the time it takes to
find out if you have a grant or not.” (Attachment 2)
Futures Explored
Futures Explored was awarded one day a week for 10 weeks at the Sunday School
Heritage Barn to offer a film-making class for young people. Futures Explored is
vocational program for adults with special needs. Participants in their vocational
program were employed as teaching assistants. There were five students enrolled in the
class, though none were Dublin residents. Feedback from students/parents was very
positive, and City staff was impressed with the high quality of the student films
presented at the screening. Futures Explored was pleased with the space, though they
indicated the “time frames were too tight” and they could have used more publicity.
(Attachment 3)
Dublin Historical Preservation Association
Dublin Historical Preservation Association (DHPA) was awarded a space grant to
display aerial photographs in the City Hall lobby. However, DHPA withdrew from the
grant process citing it as too time-consuming, cumbersome and expensive. Under
current rules, organizations are required to put down a security deposit and have
insurance comparable to that required of a facility renter.
Staff Observations
The Arts Space Grant Pilot Project’s goals were to foster arts in Dublin and make a
wider variety of arts programs available to Dublin residents. The projects that were
completed were very different from other arts activities previously offered in Dublin, and
the artistic quality was very high. However, the number of Dublin residents served was
very low.
The low Dublin turnout is likely due to the fact that the Pilot Program provided only
space and placed the burden of publicity on the nonprofit organizations. As this program
encouraged nonprofits that were new to Dublin and these groups had limited staff and
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financial resources for publicizing their programs, it appears all three did better at
bringing in audience members from other cities who were already somewhat familiar
with their programs than they did at attracting new Dublin audiences.
While Staff believes encouraging more arts organizations to offer programming in
Dublin is important, the space grant mechanism (as currently designed), proved
burdensome for both the organizations and City Staff , particularly as it relates to the
administration of the grant requirements. In order to increase participation from arts
organizations, and consequently increase arts opportunities for the Dublin community,
Staff suggests modifying and simplifying the process by easing grant procedures and
eligibility requirements (See Table below). Staff proposes to use a shorter application
and existing agreement formats, such as a Facility Rental Agreement, Performer
Agreement, or Instructor Agreement, depending on the type of application. These are
all routine ways in which the City allows for event s and activities to occur on City
property.
Table – Proposed Modifications to Arts Space Grant Program
Current Proposed Changes
Eligibility Requirements 501c3 status or fiscal
sponsor
Standard insurance
requirements
Business licenses;
$500 security deposit
Mandatory info meeting
Provide discount or
priority registration to
Dublin residents
Volunteers working with
children must pass
background check
Fiscal sponsor no
longer required
Security deposit may
be waived at Director’s
discretion
No mandatory meeting
To protect the City,
insurance requirements
and background
checks cannot be
waived.
Application Process Annual application period
Applicants must propose
quantitative measure of
success
Mandatory attendance at
HCAC review
Mandatory attendance at
City Council
Rolling deadline for
applications
Staff will work with
applicants to identify
mutually acceptable
measures of success,
and will provide report
form at time of
acceptance
Staff review only; in the
event of conflicting
requests, first-come,
first-served rule applies
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Current Proposed Changes
Grant Priorities Foster the arts in Dublin
Make wider variety of arts
available to Dublin
residents
Foster the arts in
Dublin
Make a wider variety of
arts available to Dublin
residents
Dublin-based
organizations, artists;
free or discounted
programs for Dublin
residents
Review Report required and is
presented to City Council
Report required
Consolidated annual
report presented to City
Council
Staff suggests accepting applications on a rolling deadline. This would allow the City to
be more responsive to organization’s needs and take advantage of interesting
opportunities for residents. Organizations that submit and are approved early could
benefit from complimentary publicity in the City's promotional materials.
Staff believes the process of granting space could be made more efficient if these
requests were screened and approved by Staff with the revised criteria in the above
table. Staff proposes that an annual report be submitted to the HCAC and City Council.
Special Concerns with Dublin High School Center for the Performing Arts
Because of scheduling procedures at the high school, City Staff must reserve dates in
June prior to the upcoming school year. Dates available to the City are very limited, and
are mostly restricted to week nights. As a result, only one organization applied t o use
the space, and it was an organization that is ordinarily a renter at the facility.
Further, because of the length of time necessary to publicize the available dates, wait
for applications, and follow the HCAC recommendation and Council approval pro cess,
the City was delayed in programming its own dates. As result, many of City’s dates went
unused during the 2016-17 school year.
To maximize high quality programming for the general public at Dublin High School
Center for the Performing Arts, Staff recommends that the City directly program all of
the dates available to it, and begin publicizing performances by late summer. This would
allow the City to develop a presenting series that suits the community’s interests and is
designed to build a sufficient audience-base to sustain itself at a cost-neutral level. If the
City wishes to make the Dublin High School Center for the Performing Arts available for
local arts organizations to perform there, it can actively encourage local organizations to
propose shows that the City could present.
As a presenter, the City handles publicity and box office services and collects ticket
fees. It pays the artist a negotiated guaranteed minimum and a percentage of ticket
sales above a certain point. The goal of any City-sponsored performance would be to
make the event revenue neutral or better for the City.
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Continuing to provide nonprofit organizations and artists with free or reduced cost
access to City facilities is a benefit to the Dublin community, as it increases the arts
opportunities available to the public and fosters the development of a robust arts
community appropriate to a City of Dublin’s size. If simplifying the procedure
encourages more organizations to apply and be awarded space, direct costs for Facility
Attendants may increase slightly. However, streamlining the grant component will
reduce the indirect cost of the Recreation Supervisor’s time .
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Recipients of the Arts Space Grants were provided a copy of this report.
ATTACHMENTS:
1. Arts Space Grantee Report - East Bay Marathi Mandal
2. Arts Space Grantee Report - Quiltinators
3. Arts Space Grantee Report - Futures Explored
4. Art Space Grants Pilot Program Application
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City of Dublin
Arts Space Grant
Pilot Program
Application Information
About This Grant
The City of Dublin is piloting an Arts Space Grant program this year to provide in-kind support in the
form of free facility use to arts organizations. The goal is to foster the arts in Dublin and make a wider
variety of arts programs available to Dublin residents. The program is designed to support both active
(participatory) programs like workshops or rehearsals, which encourage residents to actively engage as
performers or visual artists, and passive (viewed) programs like performances and exhibits, which
expose residents the creative work of others.
Under the Arts Space Grant pilot program, non-profit arts organizations may apply to the City of Dublin
for space grants to use selected City of Dublin facilities and Dublin High School Center for the Performing
Arts and Education at no charge for up to 40 hours per organization. The City will also provide some in-
kind marketing support by promoting award recipients’ programs through normal City channels on a
space available basis.
Arts space is awarded through a formal, competitive grant program, with Heritage and Culture Arts
Commission reviewing applications and making recommendations to City Council, for approval of the
awards. Organizations receiving space grants are required to submit a brief 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 identified in their application.
At the conclusion of this pilot program, the Heritage and Cultural Arts Commission will evaluate whether
an Arts Space Grant Program meets the needs of arts organizations and the arts goals of the City and will
make a recommendation to City Council regarding future Arts Space Grants.
As part of the evaluation, Staff will survey arts organizations for input about the Arts Space Grant Pilot
Program process. All organizations – regardless of whether they apply for or are awarded space grants –
are strongly encouraged to participate in the survey. Arts organization input will help determine
whether the Arts Space Grant program is valuable to organizations in our community and if any changes
to the process should be considered.
Apply online beginning August 22 using the link on the City web site at http://dublin.ca.gov/HCA
or
https://zoomgrants.com/gprop.asp?donorid=2090&limited=1166
Eligibility
To be considered:
• Applicant must be a 501c3 nonprofit organization serving City of Dublin residents, or a smaller
arts club operating under the fiscal sponsorship of a 501c3. Applicant must provide proof of
nonprofit status or letter acknowledging fiscal sponsorship and copy of fiscal sponsor’s nonprofit
status. Although applicants must serve Dublin residents, the applicant need not be based in
Dublin.
• Applicant must have the resources to 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 have the resources to provide a refundable security deposit of up to $500.
Deposit is fully refundable if the facility is vacated on time and left in good condition. Applicants
who cancel their reservation, overstay or leave behind damage or mess are subject to having all
or a portion of the security deposit withheld.
• Applicant must obtain City of Dublin business license. The City of Dublin does not charge 501c3
organizations for a business license. However 501c3 organizations are responsible for a $1 fee
charged by the State of California at the time of application for a business license.
• Applicant must attend mandatory informational meeting and the Heritage and Cultural Arts
meeting at which the grants are considered. For this grant cycle, the Mandatory Information
Meeting is Friday, Sept. 9 at 4 p.m. at Dublin City Hall Regional Meeting Room, 100 Civic Plaza.
Applications will be considered at the Heritage and Cultural Arts Meeting, Thursday, October 13,
7 p.m. at Dublin City Hal Council Chambers, 100 Civic Plaza, Dublin.
• Groups requesting space for active (participatory) programs, i.e. rehearsals or workshops, must
guarantee at least 51% of the participant slots for Dublin residents or provide Dublin residents
some sort of discount or priority registration.
• Groups requesting space for passive (viewed) programs, i.e. performances or exhibits, need not
guarantee a percentage of Dublin residents among the audience. However, groups should note
if there are Dublin residents among the cast or displaying artworks. Priority will be given to
performances or exhibitions that include the creative work of Dublin residents.
• Groups whose events involve minors under age 18 must verify that all employees and
volunteers supervising minors have been cleared with a DOJ background check (fingerprinting);
passed a TB test in the past two years; and are fully aware of their Mandatory Reporting
obligations under the law.
Available Spaces
For this pilot project, non-profit arts organizations applicants may request free use of up to 40 hours, or
two weeks in the case of art exhibits, at any of the following spaces:
Dublin High School Center for the Performing Arts and Education
Fully equipped theatrical venue. Suitable for all theater, dance, music productions, as well as film or
lectures. Seats 506. Includes technical staff only. Up to ten 8-hour days will be granted total. Choose
from these dates, 2:30-10:30 p.m. only (Events must end by 10 p.m.; load-in cannot begin before 2:30
p.m.; load-out must end by 10:30 p.m.):
• December 2016: 1, 2, 3, 4, 22
• January 2017: 12
• February 2017: 9, 10,11, 12
• March 2017: 23, 24, 25, 26
• April 2017: 6
• May 2017: 4
Heritage Sunday School Barn
Black Box Theater. Suitable for very small theater, dance, acoustic music productions, lectures, non-
messy workshops. Seats 100 for performance, 50 for workshops. No technical staff included. Select
dates available throughout the year. A total of up to 80 hours will be granted under the program (40
max per organization).
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. Most dates available. A total of up to 80 hours will be
granted under the program (40 max per organization).
Heritage Little Classroom
Suitable for small art exhibit installations to hang no more than two weeks. No technical staff included.
Available dates are March, April. A total of up to four weeks will be granted under the program (two
weeks max per organization).
Shannon Center Ambrose Hall
Banquet hall with portable stage. 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. Select dates available throughout the year. A total of up to 80 hours will be
granted under the program (40 max per organization).
Dublin Senior Center
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 performances, 150 for workshop. No
technical staff included. Select dates available throughout the year. A total of up to 80 hours will be
granted under the program (40 max per organization).
Dublin Senior Center Art Classrooms
Suitable for messy and non-messy workshops. Seats up to 30. No technical staff included. Select dates
available throughout the year. A total of up to 80 hours will be granted under the program (40 max per
organization).
Dublin Library Community Room
Suitable for art exhibit events, lectures, film, non-messy workshops, participatory music events. Seats up
to 120 for assembly. 50 workshops. No technical staff included. Select dates available throughout the
year. A total of up to 80 hours will be granted under the program (40 max per organization).
Dublin City Hall Lobby
Suitable for small art exhibit installations (light weight, two dimensional non-framed pieces only). Most
dates available. A total of up to eight weeks will be granted under the program (two weeks max per
organization).
Application Process
• Send an organization representative to mandatory pre-application meeting Monday, August 28,
4 p.m. at Dublin City Hall Regional Meeting Room, 100 Civic Plaza, Dublin.
• Apply online using Zoomgrants by Thursday, September 15 at midnight
• Expect an email from City staff by September 29 confirming that your application is complete
and that the requested dates are available. If none of the requested dates are available, Staff
will provide possible alternate dates.
• Attend Heritage and Cultural Arts Commission’s meeting on Thursday, October 13, 7 p.m. at
Dublin City Hall Council Chambers. Be prepared to make a three-minute presentation and
answer any questions the Commission might have. Heritage and Cultural Arts Commission will
rank proposals and make recommendations to the City Council for grant awards.
• Attend the City Council meeting on Tuesday, November 1, 7 p.m. at Dublin City Hall Council
Chambers. Be prepared to answer questions if asked.
Grant Awards
• Grant recipients will be notified by email on November 2
• Grant recipients will have until November 16, 5 p.m., to provide the following documentation:
o City of Dublin business license
o General liability insurance or special event insurance ($1 million)
o Completed rental application
• Grant recipients will have two weeks from the last date of their space grant award to complete a
brief project report. Grant recipients who fail to submit a report in a timely fashion will be noted
to the Heritage and Cultural Arts Commission and the City Council, and it may negatively impact
any future space grant applications from that organization.
Questions?
Contact Heritage and Cultural Arts Supervisor Laura Johnston, laura.johnston@dublin.ca.gov or (925)
556-4504.
Arts Space Grants Pilot Program
Application Worksheet
Paper applications are not accepted. This worksheet is only provided for your convenience to assist you
in gathering information prior to entering it online. You will need:
About Your Organization
Organization Name:
Principal Officer Name/Title:
Contact Person Name/Title:
Street Address/City/State/ZIP:
Phone/Alternate Phone:
Email:
Website:
Is your organization:
• A 501c3 on-profit organization
• A smaller arts organization or club operating under a fiscal sponsor
Employer Identification Number (EIN):
About Your Fiscal Sponsor, If Applicable:
Organization Name:
Principal Officer Name/Title:
Contact Person Name/Title:
Street Address/City/State/ZIP:
Phone/Alternate Phone:
Email:
Website:
Employer Identification Number (EIN):
About Your Event:
Event Name:
Event Genre:
• Fine Art
• Folk Art
• Film/Digital Arts
• Dance
• Theater
• Music
• Literary Arts
• Cultural Art
• Multidisciplinary/Other
Description of event (3000 characters max):
Requested Location:
• Dublin High School Center for Performing Arts & Education
• Heritage Sunday School Barn
• Heritage Old St. Raymond Church
• Heritage Little Classroom
• Shannon Center Ambrose Hall
• Dublin Senior Center Ballroom
• Dublin Senior Center Art Classroom
• Dublin Library Community Room
• Dublin City Hall Lobby
Requested Date (limit 40 hours, or two weeks for exhibits):
• First Choice Date(s):
• Second Choice Date(s)
• Third Choice Date(s)
Event Type:
• Active (participatory) – workshop, rehearsal, class, jam, group art project, open studio, etc.
• Passive (viewed) – exhibit, performance, screening, lecture
If your event is active (participatory), such as a workshop or rehearsal:
• How many people can participate?
• How many spots are you willing to guarantee for Dublin residents?
• What are you charging to participate?
• What discount, if any, are you offering to Dublin residents?
If your event is passive (viewed), such as a performance or exhibit:
• What audience size do you expect?
• What are you charging to attend?
• What discount, if any, are you offering Dublin residents?
• How many performers or artists do you expect to participate?
• List any performers or artists who are Dublin residents.
About Your Goals/Measures of Success
Which of these City of Dublin Cultural Arts goals does your program meet? (Check all that apply)
• Create more art in public places
• Advance historical and cultural aspects of the Dublin Heritage Center
• Develop programs and partnerships that support a broad spectrum of cultural arts
• Provide consistent and ongoing arts education for Dublin’s youth
• Promote and market Dublin’s heritage and cultural arts
Describe how your event will meet the City of Dublin Cultural Arts goals and your organizational goals or
mission (3000 max).
Choose how you will quantitatively measure the success of your program. (Check all that apply and
estimate the quantity you expect to achieve. You will be asked to document these after your event.)
• Number of artists displaying work
• Number of performers
• Number of students enrolled in program
• Number of public creating art
• Number of audience members
• Number of exhibit guests
• Number of artworks displayed
• Number of artworks created
• Total participant hours (number of participants x length of time they participated in the space)
• Percentage of participants satisfied or very satisfied, based on a survey
• Percentage of participants increasing knowledge or skill, based on pre- and post-test.
• Percentage of participants
• Amount of donations received
• Amount of ticket sales
• Amount of media coverage received
What other evidence will you be able to provide afterward to show how successful your event was?
• Critical reviews
• Audience reviews/testimonials
• Participant reviews/testimonials
• Photos of the event
• Videos of the event
• Performance or exhibit program
About Your Event’s Budget
Projected Revenue
Participant Fees
Ticket Sales
Concession Sales
Cash donations
In-kind donations
Other grant funding
Other – please indicate
Projected Expenses
Administrative
Office Supplies
Marketing
Other – please indicate
Personnel
Administrative Staff
Artistic Staff
Production Staff
Guest Artists
Other – please indicate
Production
Facility Rent
Production Supplies
Equipment
Royalties
Meals
Artist travel/Lodging
Other – please indicate