Item 3c - Cultural Funding Review Process Update — original pdf

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Cultural Arts Funding Review Process Update ARTS COMMISSION MAY 31, 2022 Concerns of Inequitable Distribution* Problem: we are trying to address 50 years of inequitable distribution of funding through the Cultural Funding programs due to the historical policies, practices, and (in)accessibility of our programs. *Data shows leadership/staff demographics FY15-FY 21 only. We recognize this is only one indicator. Impetus to Revise the Guidelines 2017: Cultural Funding Program Responsiveness Working Group 2018: Funding cuts for the first time (11%) COA Equity Statement: Strategic Direction 2023 Cultural Funding Review Goal The desired goal is to sustain and grow Austin’s cultural infrastructure so that all may share in the economic and employment benefits of the heritage preservation and creative sectors, as well as upholding the City’s commitment to racial equity per the City of Austin’s Equity Office standards and goals. Cultural Funding Review Process Phase 1 Phase 2 Phase 3 Phase 4 Phase 4.5 Launch + Listen Record + Analyze Equity Audit 9 1 0 2 • 1 town hall • 2 workshops • 39 listening sessions • 540 participants • 1,160 engagement hours • Feedback compiled and synthesized • Organized into specific themes and directions for further discussion • Staff assessment of programs • Equity trainings for staff and commissions • Heritage Tourism and Music and Entertainment added • Process audit with ODD • MJR Recommendations Program Development • 1500+ hours of staff planning • 2 public presentations • Feedback: comment box, 1:1 meetings, Q+A, direct communications, Commission meetings 2 0 2 2 Program Refinement • 1 presentation • Regular VOOH and 3 guided discussions • Arts Commission chats • Feedback collection including survey • Feedback will be used to refine the program before official launch • Evaluation is ongoing! Feedback informed every aspect of program development including program priorities, application scoring, rubrics, and process improvements. Milestones since September 2021 Data Transparency Impact Analysis Arts Commission Working Group Additional Engagement • Website updated with Dashboard, meeting recordings, survey results, reports, definitions, and other resources • COA Open Data Portal with all Cultural Funding History by organization • Staff has reviewed existing contractors and potential funding levels in the new program structure by organization • New/Competitive programs will be higher awards than an across the board cut for all existing contractors • Formed with Community Members • Involve people who had not been involved • Cultural contractors and non-cultural contractors • BIPOC, LGBTQIA, Disabled, Women • Comment Box re- opened • Virtual Open Office Hours twice a month • Monthly newsletter • Direct staff conversations • Feedback session 4/19/22 - 5/10/22 Revised Draft Feedback Recap •Survey open from April 19th – May 10th (3 weeks) •206 Responses •On a Scale of 1-5, how likely are you to apply for at least one of the pilot programs? 2.71 (1 = not likely to apply; 5 = definitely applying!) Revised Draft Feedback Continued NEW Changes from Feedback Tentative Award Amounts increased! ◦ Elevate: $7,500 - $50,000 is now $10,000 - $75,000 ◦ Thrive: $70,000 - $120,000 is now $80,000 - $150,000 Removed the "$100k or less average COA award over time" eligibility requirement. Creating two categories in Elevate so artists are not competing against nonprofits. Interactive tool for identifying "What is the best program for me?" in development. Any single purchase over $2,000 must be pre-approved by staff. Mission statement will not be determining eligibility for Thrive. Reworked scoring rubric and guideline language, in keeping with community feedback, Equity Office consultation, and legal guidance. (No scoring on immutable characteristics and looking more broadly at mission and community served). Holistic Funding Ecosystem Nexus Nurture new and emerging applicants by funding creative public projects developed through community activation and/or collaboration. Elevate Creative and administrative expenses of cultural producers that amplify equity and prioritize inclusive programming. Thrive Focused investment to sustain and grow arts organizations that are deeply rooted in, and reflective of Austin’s diverse cultures. Pilot Program Nexus in Detail Goal Contract Term Type of Funding Who can apply? Selection Process Draft Total Available Funds Draft Award Amounts Draft Number of Awardees Individuals/ Groups* (*cooperatives, non-profit organizations, businesses, partnerships, etc.) Encourage new talent Nexus 6 Months Project Funding Only 3 COA Staff + Rubric ~$500,000 $5,000 100 (50 per cycle; 2 cycles/year) Pilot Program Elevate in Detail Elevate Elevate (Non-501c) Elevate+ (501c only) Support established cultural producers Goal Contract Term Who can apply? Selection Process 1 year Panel Type of Funding Flexible: Project/Operating Flexible: Project/Operating Artists; Arts/Culture Groups* w/ budgets <$500k Arts/Culture 501(c)s only 1 year Panel ~$3,000,000 Draft Total Available Funds ~$1,000,000 Draft Award Amounts $10,000 - $30,000 $10,000 - $75,000 Draft Number of Awardees 35 65 Pilot Program Thrive in Detail Goal Contract Term Type of Funding Who can apply? Selection Process Draft Total Available Funds Invest in diverse cultural institutions Flexible: Project/Operating (+Optional Networking/ Coaching/ Classes) 501(c) only with 5-year operating history in Austin Thrive 2 years Panel ~$3,000,000 Draft Award Amounts $80,000 - $150,000 Draft Number of Awardees 35 Pilot Programs Solutions OPEN TO EVERYONE NO MATCHING FUNDS AWARD NOT BASED ON EXISTING BUDGET COMPETITIVE PROCESS TRANSITION PLAN Target Concern: HOT Funds Why are you moving from Projections to Actuals? ◦ Limited HOT funds ◦ Err on the side of caution ◦ Have wanted to make this change for years Target Concern: Fiscal Sponsorship Why are you getting rid of Fiscal Sponsorship? ◦ We are not! ◦ It is optional for increased flexibility. ◦ Applicant can decide what is best for them. Target Concern: Location Why are non-Austinites able to apply for funding? ◦ Affordability of Austin ◦ All HOT-programs are moving to MSA ◦ Even if someone lives or is based in the surrounding MSA, the activities receiving HOT funds must take place in Austin Target Concern: History Why do Thrive applicants have to be a 501c for 5+ years? ◦ They don't! ◦ Thrive applicants must have a history of operating in Austin, but they do not have to have been a 501c for all 5 of those years. Target Concern: Thrive Expenses Why are capital expenditures eligible? ◦ Practice not Policy ◦ Assets = sustainability and growth ◦ I.e. equipment purchases like speaker systems, theater seats, artwork ◦ Must get pre-approval from staff for expenses >$2,000 Target Concern: CFP Management How are you fixing internal issues? ◦ Stagger Program Schedule ◦ Fewer total contracts ◦ Limit Pre-Contract Materials ◦ Automate Contracting Processes Target Concern: Support How are you supporting applicants? ◦ Workshops and videos ◦ Materials (application checklist) ◦ Increased open office hours ◦ Community Navigator Program Target Concern: Review Panels How are you improving the Panel Review process? ◦ Department-wide recruitment starting in June ◦ Formalized training ◦ Detailed scoring rubric to reduce subjectivity ◦ Fewer Narrative questions Panel Process Recommendations Recruitment • June 22 Training • Modular • Multi-lingual Roster • All EDD Role of Commission • Approval Panel Training Paid Training ($300) Multi-lingual; Videos and pdfs Three modules: ◦ Equity and Unconscious bias (including an Austin context and guided discussion) ◦ Panel Expectations, Program Guidelines, Rubrics ◦ Technical Training for using the portal system to score applications Application assignments after training Panel Composition + Selection Panels will include: Selection Process: • A mix of local and out of town panelists (including community members) • A mix of arts administrators and practicing arts professionals • A mix of artistic discipline expertise • Equity expertise • Community-based artistic practice expertise • Non-profit expertise • 1+ month before close of an application, staff will select a minimum of 15 potential panelists per panel • Secondary form (detailed experience, availability) • All panels will have an odd number of panelists • 7-9 candidates must be available on the day-of meeting(s) Panel Operations Operations: • Public can watch the "day-of" panels • There will be no interaction between panelists and applicants • Panelists will be paid for reviewing applications and also paid per meeting day • There will not be discipline specific panels • Nonprofit applications will be reviewed separately from individual/creative groups. Program-Specific Panel Details • One multidisciplinary panel (5-9) will review all Thrive applications • The panel will review and score applications prior to the day-of panel meeting • The 50 top scoring applications will be reviewed/discussed during the panel meeting • Panelists have the option to make a passion plea for an applicant (not top scoring) they feel has merit to be discussed at the virtual panel • Minimum of 3 people will review each application. Panelists must provide comments that justify the score. • A minimum of 100 top scoring Nonprofit applications will move on to round 2 • A minimum of 50 top scoring Individual/Creative Groups will move on to round 2 • Panelist will have two weeks to review a max of 15 applications each • Round 1 panelists will receive payment for completing the panelist training as well as reviewing the assigned applications • Minimum of 5 people review each application (3-4 weeks to review) • A single panel will be held for top-scoring nonprofit applications and a separate single panel will be held for individual/creative groups • Round 2 panelists will receive payment for completing the panelist training, reviewing the assigned applications as well as the day-of Thrive meeting Elevate • ROUND 1 • ROUND 2 meeting(s) Next steps 1-2 Months AAC + Community Big Picture Framework 3+ meetings 1-2 Months Arts Commission: Review & Voting Council Memo/Briefing We are here! 6 Weeks Thrive Application live Workshops Technical Assistance Working Group Approval Launch Guidelines Pre-Launch Contracting 3 Weeks AAC Guidelines Presentation (4/18) Revised Drafts Public (4/19) Feedback Form (4/19 - 5/10) Alignment with MED/HTD 1-2 Months Website/Portal Integration Community Navigators Panel Recruit/Equity Training 3 Months Evaluation/ Panels Council Approval Contracting Process Timeframe May 25th – Council Audit & Finance Committee Meeting May 31st – Arts Commission meeting June 7th – African American Resource Advisory Commission presentation June 13th – LGBTQIA+ QOL Commission presentation June 21st – Asian American QOL Commission presentation June 21st – Arts Commission meeting June 22nd – Panel Recruitment begins June 28th – Hispanic/Latino QOL Commission presentation October 12th – Cultural Funding Pilot Program: Thrive launches February 2023 – Tentative Nexus launch March 2023 – Tentative Elevate launch