HomeMy WebLinkAboutItem 7.1 Update on Dublin CREATE ProgramStaff Report
City of Dublin
File #:2026-142 Agenda Date:10/20/2026 Agenda #:7.1.
Update on Dublin CREATE Program
TO: Honorable Mayor and City Councilmembers
FROM:Colleen Tribby, City Manager
Prepared By:Anthony Calvo, Recreation Supervisor
EXECUTIVE SUMMARY:
The City Council will receive a report on the Dublin CREATE Program, which consolidated the former
Cultural Event Fee Waiver Program and Arts Space Grant Program. The report provides an overview of
the program, summarizes fee waivers approved to date, and outlines the permitting, facility use, and
operational requirements that approved events must still meet. The report also provides information
on the Staff time required to review, coordinate, and support approved events.
STAFF RECOMMENDATION:
Receive the report.
FINANCIAL IMPACT:
The program provides fee waivers for applicable Special Event Permit applications and facility use fee
waivers for approved events. Since 2025, four cultural event fee waivers totaling $9,520 have been
approved: $3,877 for two events held to date and $5,643 for two upcoming events. These totals
reflect waived fees only and do not include the Staff time required to review, coordinate, and support
each event.
DESCRIPTION:
Background
The Dublin CREATE (Community Resources for the Arts, Together & Everywhere) Program is a
consolidation of two City grant programs that assisted individuals and organizations in providing a
variety of arts programming and cultural celebrations in Dublin. The Arts Space Grant Program,
established in 2016, provided the use of City facilities and the Dublin High School Center for
Performing Arts and Education free of charge for a certain period. The Cultural Event Fee Waiver
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File #:2026-142 Agenda Date:10/20/2026 Agenda #:7.1.
Program, established in 2025, provided free City space as well as limited Staff assistance and
marketing to groups hosting cultural events.
In May 2026, Staff established the Dublin CREATE Program to combine the two grant programs into
one function for ease of management, marketing, and reporting. The grant provisions approved by
the City Council remain the same.
Dublin CREATE Program Overview
The Dublin CREATE Program provides a unified framework for supporting a broader range of arts and
cultural programming in Dublin through in-kind support, including facility use, exhibition space, and
limited promotional support. The program includes two tiers of support:
1.Arts Program Facility Use
This tier supports smaller-scale arts programming, such as exhibits, performances, workshops, and
classes. Eligible applicants may receive one fee waiver per calendar year, covering use of designated
City facilities for up to 40 hours, or up to six weeks for art exhibits, subject to availability. Staff reviews
and approves requests based on application completeness, eligibility, facility availability, and the level
of impact on staffing and City resources. Low-impact programming is generally limited to using a City
room or facility and can be coordinated by a single department with minimal Staff involvement.
Requests that require coordination with more than one City department or multiple planning
meetings with Staff may be referred to the Heritage and Cultural Arts Commission (HCAC) for
consideration.
2.Cultural Event Facility Use
This tier supports larger community cultural events, including festivals and heritage celebrations.
Requests may include waivers of Special Event Permit and facility use fees and may require
coordination with multiple City departments depending on event size and operational needs. Only
one cultural event per quarter may receive a fee waiver, and each organization may receive one fee
waiver per calendar year.
Nonprofit organizations must submit requests for cultural event fee waivers, which are evaluated
based on cultural significance, community benefit, alignment with City goals, and resource availability.
Applicants must comply with applicable City requirements, including insurance, permits, deposits, and
operational guidelines. Applicants must also present their proposal to the HCAC approximately four
months before the start of the quarter in which the event is proposed.
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Cultural event fee waiver requests follow the schedule below:
Quarter Event Dates Application Deadline HCAC Presentation
Q1 Jan 1 - Mar 31 Aug 15 (preceding year)September (preceding year)
Q2 Apr 1 - Jun 30 Nov 15 (preceding year)December (preceding year)
Q3 Jul 1 - Sep 30 Feb 15 (same year)March (same year)
Q4 Oct 1 - Dec 31 May 15 (same year)June (same year)
Program Administration
Fee Waiver Approval and Permitting
A Dublin CREATE Program fee waiver covers applicable fees and does not constitute approval of the
event itself. Following approval of a fee waiver, the applicant must complete the City’s standard
approval process.Depending on the event, this may include a Facility Rental Application for use of
City facilities, a Sports Fields and Stager Gymnasium Rental Agreement for use of City sports fields or
Stager Gymnasium, and a Special Event Permit for events held outdoors on City property or in City
parks.
Approved events must meet the same requirements applicable to other facility rental or permitted
events, including insurance, security deposits, and site plans. Depending on the event, they may also
need Alameda County Fire and Environmental Health permits, security plans, and traffic control plans.
Costs for City services beyond the waived fees, such as police services, traffic control, and
maintenance, remain the applicant's responsibility.
Staff Time and Interdepartmental Coordination
Each approved event requires Staff time beyond the value of the waived fees. The level of effort varies
based on event size, location, attendance, number of vendors, food service, and site setup. A smaller
indoor event with few vendors may require approximately five hours of Parks and Community
Services Staff time. A larger outdoor event with thousands of attendees, food vendors, tents, and
stages may require 15 to 20 hours. These estimates do not include time spent by Police, Fire, Public
Works, or other departments.
Application and Commission Review
Staff reviews each application to confirm nonprofit status, eligibility requirements, application
deadlines, and whether the proposed cultural event duplicates an event already approved within the
same quarter. Staff then coordinates the HCAC meeting to review the proposal, including agenda
scheduling, preparation of Staff materials, meeting attendance, and documentation of the
Commission’s decision.
Event Coordination
Following Commission approval, Staff reviews the application with applicable departments based on
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the event requirements. This may include Police, Fire, Public Works/Maintenance, and Alameda
County Environmental Health as needed to review site suitability, event layout, vendors, tents, stages,
electrical service, parking, traffic, trash and recycling, sound, lighting, and security-deposit
requirements. Before the event, Staff reviews site plans, permits, and facility access; performs
necessary inspections; and may provide on-site support on the event day for facility access,
troubleshooting, and coordination with public safety or maintenance Staff.
Event Close-Out
Following the event, Staff reviews the site, addresses any damage or maintenance concerns,
processes the security-deposit return as appropriate, and completes administrative close-out.
Recent Program Activity
Arts Program Facility Use
The City has not received any applications for arts space grants since 2024. Staff anticipates that the
opening of the Dublin Arts Center will generate a renewed interest in this tier of the program, as there
are a variety of spaces that can be used for this purpose.
Cultural Event Facility Use
The following cultural event fee waivers have been approved to date. Attendance reflects the total
number of attendees over the course of each event, not the number present at one time.
Event/Organization Date Location Approval
Type
Attendance Fees
Waived
Staff
Hours*
Odisha Dibas
Celebration**/Odisha
Society of the Americas -
California Chapter
May 4,
2025
Don Biddle
Park
Special Event
Permit +
Facility Use
6,000 $1,837 20
Spring Gala /Silicon
Valley Asian Association
Feb 14,
2026
Dublin
Senior
Center
Facility Use 300 $2,040 5
Dublin Diwali*** /
Tri-Valley Hindu Connect
Nov 7,
2026
Emerald
Glen Park
Special Event
Permit +
Facility Use
6,000 $2,926 15
Global Connections*** /
Dublin Sister City
Association
Jan 23,
2027
Dublin
Senior
Center
Facility Use 200 $2,717 5
Total 12,500 $9,520 45
* Staff Hours include only Parks and Community Services Staff and do not include time spent by Police, Fire, Public
Works, or other City departments.
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File #:2026-142 Agenda Date:10/20/2026 Agenda #:7.1.
** The Odisha Dibas Celebration was approved as a pilot before the quarterly application schedule was established.
***Upcoming event; attendance, fees waived, and Staff hours are estimates.
Recurring Cultural Events and Program Limits
In addition to events approved through the CREATE Program, the City accommodates one annual Holi
event and one annual Diwali event through the program, with the same general provisions discussed
above. These events do not count toward the program’s limit of one approved cultural event per
quarter. The Dublin Senior Center has also historically partnered with a local group to host an annual
Lunar New Year celebration with City support for the event. This celebration is managed separately
from the CREATE Program.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1)Dublin CREATE Program Guide
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The City of Dublin partners with artists, organizations, and community groups to support programming that enriches the
community’s cultural life. Through this program, eligible applicants may request support in the form of waived facility
rental or exhibition fees for programs and events that provide cultural, educational, or artistic benefit to the public.
Please note: teachers wishing to offer market-rate recreation classes at City facilities should submit contract instructor
proposals and will be considered using different criteria.
In-kind support is typically provided for arts and cultural programming such as exhibits, performances, workshops, classes,
rehearsals, and other activities presented in City facilities. In most cases, applicants may request use of designated facilities
for up to 40 hours per calendar year, or up to six weeks for art exhibits, subject to availability and program eligibility.
Limited promotional support may also be provided through City communication channels when available.
The program may also support larger community cultural events through the waiver of certain City fees associated with
festivals, cultural celebrations, and community gatherings. These events may require coordination with multiple City
departments, depending on size and operational needs. Cultural event fee waiver requests must be submitted by non-
profit organizations and are evaluated based on cultural significance, community benefit, alignment with the City’s cultural
arts goals, and resource availability.
General Requirements:
•Applicants must provide arts or cultural programming that is open and accessible to the public and demonstrate a
clear community benefit.
•Applicants must have the ability to obtain general liability insurance, consistent with requirements for any renter of a
City-owned facility.
•Approved events may also require permits, and coordination with multiple City departments.
•Programs involving supervision of minors under age 18 must comply with City of Dublin youth safety requirements,
including DOJ background checks (fingerprinting), TB test verification within the past two years, and mandatory
reporter compliance.
Additional Requirements for Cultural Event Requests:
•Applicants must be a non-profit organization. Proof of non-profit status is required.
•Applicants must have the ability to obtain special event-related permits, consistent with requirements for any renter
of a City-owned facility
•Applicants must provide a refundable security deposit ranging from $500–$750, depending on the requested facility.
Deposits are fully refundable if the facility is vacated on time and left in good condition. Applicants who cancel
reservations, overstay their scheduled time, or leave damage or excessive cleanup may forfeit all or part of the deposit.
•Applicants must submit a completed Projected Budget Summary Worksheet.
ABOUT
TYPES OF SUPPORT
Attachment 1
DUBLIN CREATE PROGRA M GUIDE
Dublin CREATE (Community Resources for the Arts, Together & Everywhere) provides in-kind support
for arts and cultural programming presented in Dublin. For additional information about the program, contact
the Parks & Community Services Department at DublinArtsCenter@dublin.ca.gov or 925-556-4500.
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The Dublin CREATE Program may provide access to select City of Dublin facilities, as well as facilities available to the
City through agreements with the Dublin Unified School District (DUSD), for eligible arts and cultural programming.
Availability is subject to facility schedules, operational considerations, and, for DUSD facilities, District scheduling. For
detailed descriptions, capacities, and amenities of City facilities, visit www.dublin.ca.gov/facilityrentals. For DUSD facilities,
Staff will confirm availability and facility details with the applicant
FACILITY CAPACITY TYPICAL USE
Heritage Sunday School Barn 80 Small performances, lectures, workshops
Heritage Old St. Raymond Church 84 Acoustic music, lectures, small performances
Dublin Senior Center – Alamilla Springs Ballroom 224 – 250 Performances, cultural programs, workshops
Dublin Library – Community Room 80 – 100 Lectures, screenings, workshops
Dublin High School – Center for Performing Arts 400 – 500 Performances, exhibits, lectures, workshops
Note: Not all facilities are appropriate for all program types. Final facility assignments are subject to availability and Department approval.
Applications are reviewed by Parks & Community Services staff for completeness, eligibility, and facility availability. Eligible
applications may be presented to the Heritage & Cultural Arts Commission (HCAC) for review and recommendation.
Final approval is subject to facility availability and City operational requirements. Applications must be submitted by email
to: DublinArtsCenter@dublin.ca.gov
Applicants requesting cultural event facility use must attend and present their proposal at an HCAC meeting held
approximately four months prior to the quarter in which the event will occur. Application deadlines are as follows:
•For programs occurring January 1 – March 31: Applications due August 15 (September meeting, previous year)
•For programs occurring April 1 – June 30: Applications due November 15 (December meeting, previous year)
•For programs occurring July 1 – September 30: Applications due February 15 (March meeting)
•For programs occurring October 1 – December 31: Applications due May 15 (June meeting)
Only one cultural event per quarter will receive a fee waiver, and organizations may receive one fee waiver per calendar
year. Organizations requesting a fee waiver for arts and cultural programming may receive one fee waiver per calendar
year, for up to 40 hours of facility use or up to six weeks for art exhibits. Applicants must present at the scheduled
Commission meeting, or the request may be deferred.
City staff may request additional information as part of the review process and will coordinate with applicants regarding
facility availability and scheduling.
APPLICATION PROCESS
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Applicants receiving support through this program are required to submit a brief report following completion of the
program or event. The report may include attendance or participation numbers, photos or other documentation of the
event, participant feedback or testimonials, and information demonstrating how the program met its stated goals. Reports
must be submitted within two weeks of the final date of facility use or event completion. Applicants who fail to submit a
report will not be eligible for future support through this program.
City Logo Usage
Use of the City of Dublin name or logo on event marketing materials, including but not limited to flyers, posters, digital
graphics, social media posts, websites, or advertisements, requires prior written authorization from the City of Dublin.
When authorized, the logo must be used in accordance with City branding standards and shall not be displayed in a manner
that implies the City is the event organizer.
Sponsorship Representation
Marketing materials shall not state or imply that the event is produced, hosted, or managed by the City of Dublin.
When approved, applicants may reference the City’s support using language such as:
•“Supported by the City of Dublin CREATE Program (Community Resources for the Arts, Together &
Everywhere)”
•“This event utilizes City of Dublin CREATE Program (Community Resources for the Arts, Together &
Everywhere) funds”
Alternative wording must receive prior written approval. Marketing materials shall not state or imply that the event is
sponsored, co-sponsored, endorsed, or produced by the City of Dublin.
Marketing Material Review
Marketing materials referencing the City name, logo, or support must be submitted to the City of Dublin Parks &
Community Services Department for review and approval prior to public distribution or posting. Applicants shall allow
sufficient time for staff review before planned release dates.
City-Provided Marketing Support
The City of Dublin may provide up to one (1) promotional placement for an approved event through a City communication
channel. The platform, timing, format, and content of such placement shall be determined at the sole discretion of City
Staff. Provision of marketing support is not guaranteed and is subject to available space, scheduling priorities, and City
communication standards.
Failure to comply with these requirements may result in revocation of the fee waiver approval or limitations on future
applications.
REPORTING REQUIREMENTS
MARKETING & PROMOTION REQUIREMENTS (IF APPROVED)
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☐Arts Program Facility Use - For arts programming such as exhibits, performances, workshops, classes, rehearsals, or
screenings taking place in a City facility.
☐Cultural Event Facility Use - For larger community cultural events such as festivals, heritage celebrations, or cultural
gatherings that may require event permits or facility reservations.
Representative Name: Phone:
Organization Name: Email:
Address: City: Zip Code:
Applicant Type:
☐Individual Artist ☐ Fiscal Sponsor (Attach Agreement) ☐ Non-Profit Organization*
*If non-profit, EIN: (Attach IRS Determination Letter)
Name(s) of representatives who will be present at the event and be responsible for the event’s activities:
Name: Cell Phone:
Name: Cell Phone:
Year Established: Is your organization based in Dublin? ☐ Yes ☐ No If no, where?
Have you previously received in-kind support from the City of Dublin? ☐ Yes ☐ No If yes, list year(s) and program(s)
TYPE OF REQUEST
DUBLIN CREATE PROGRAM APPLICATION
Dublin CREATE (Community Resources for the Arts, Together & Everywhere) provides in-kind support
for arts and cultural programming presented in Dublin. The application provides staff with information
needed to evaluate program eligibility, facility needs, and community benefit.
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Program Title:
Primary Program Category (select one):
☐Visual Arts ☐ Performing Arts ☐ Literary Arts ☐Film/Digital Media ☐ Cultural/Heritage Arts
☐Multidisciplinary ☐ Other:
Program Format (check all that apply):
☐Exhibit ☐Performance ☐Workshop/Class ☐ Rehearsal ☐ Screening ☐ Community Event
☐Other:
Program Description (500 words max.)
Please provide a brief description of your proposed program, and include the following:
•What will take place (activities, format, location, timeline)
•Who is the intended audience?
•What makes the program unique or high quality?
•Why is it a strong fit for the Dublin community?
•If applicable, how it connects to heritage, cultural diversity, or community engagement
Estimated Total Attendance / Participation: Estimated Number of Dublin Residents Served:
Please describe how you will prioritize and reach Dublin residents:
Admission Fee: ☐ Yes ☐ No If yes, how much? Dublin Resident Discount (if offered):
Number of performers, artists, instructors, or vendors (if applicable) involved:
List of any participating artist(s) who are Dublin residents (if known):
PROGRAM PROPOSAL
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Requested Facility (check one):
☐Emerald Glen Amphitheater ☐Heritage Sunday School Barn
☐Heritage Little Classroom ☐Heritage Old St. Raymond Church
☐Shannon Community Center - Ambrose Hall ☐Dublin Civic Center Lobby
☐Dublin Senior Center – Alamilla Springs Ballroom ☐ Dublin Senior Center Classrooms A, C, or D
☐Dublin Library Community Room ☐Dublin High School – Center for Performing Arts &
Education
Requested Dates & Times
Please list your requested dates and the total time block needed for each date.
DATE START TIME END TIME TOTAL HOURS
*All setup, rehearsal, event, and cleanup time must be included
** Total facility use may not exceed 40 hours per calendar year.
For Exhibits (if applicable)
Requested Installation Date & Time:
Exhibit Open to Public From: To:
Will your program require any of the following? (check all that apply)
☐Amplified sound ☐ Lighting equipment ☐Projection/Screen ☐ Stage setup
☐Tables/chairs configuration ☐ Outdoor power access ☐ Special installation requirements ☐ None
Please describe any additional technical or operational needs:
Please indicate which Cultural Arts goals your program or event supports (check all that apply):
☐Create more art in public places
☐Advance the historical or cultural aspects of Dublin
☐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
FACILITY REQUEST
TECHNICAL & OPERATIONAL NEEDS
COMMUNITY IMPACT
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Please describe how your program or event supports the selected Cultural Arts goals (250 words max.)
Include:
•The intended community benefit
•Who will be impacted
•Why this program matters in Dublin
Select at least three measurable outcomes and provide estimated targets.
Participation & Reach
☐Total number of attendees:☐Number of Dublin residents served:
☐Number of artists/performers involved:☐Number of youth participants:
Education Impact
☐% of participants reporting increased knowledge or skill:
☐% of participants reporting satisfied or very satisfied:
Program Outcomes
☐Number of artworks displayed:☐Number of artworks created during program:
Community & Economic Impact
☐Ticket revenue generated: $☐Donations received: $
☐Media coverage or press mentions (estimated):
Following the completion of your program, you will be required to submit a brief report. Please indicate what
documentation you will be able to provide:
☐Attendance records ☐Participant survey results ☐ Photos ☐ Video documentation
☐Testimonials (audience or participant)☐Media coverage ☐ Other:
The undersigned certifies that the information provided in this application is accurate and agrees to comply with all City
of Dublin facility use policies and requirements associated with the approved program or event.
☐I have attached the Projected Budget Summary Worksheet
Signature: ____________________________________ Date: _____________________
MEASURABLE OUTCOMES
ACKNOWLEDGEMENT
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PROJECTED BUDGET SUMMARY WORKSHEET
Provide a summary of projected revenue and expenses associated with the proposed program or event. This
information helps the City understand the financial scope of the project and the level of in-kind support
being requested. Must be attached to the application.
Donations / Contributions $
Grants (Other) $
$
$
$
Total Revenue $
EXPENSE CATEGORY AMOUNT
Personnel (Artists/Instructors) $
Production (Supplies/Equipment) $
$
$
$
$
$
PROJECTED REVENUE
PROJECTED EXPENSES
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Dublin CREATE Update
October 20, 2026
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Purpose
Community Resources for the Arts, Together & Everywhere(CREATE)
•Combines the Cultural Event Fee Waiver and Arts
Space Grant programs
•Supports arts and cultural programming through in-
kind assistance
•Provides facility use, exhibition space, and limited
promotional support
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Background
•2016 –Arts Space Grant Program established
•March 2024 –Council directed Staff to explore
support for cultural events
•February 2025 –Cultural Event Fee Waiver
Program presented
•May 2026 –Programs consolidated into Dublin
CREATE
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Two Tiers of Support
Arts Program Facility Use
•Exhibits, performances, workshops,
and classes
•Up to 40 hours, or six weeks for
exhibits
•One waiver per applicant per
calendar year
•Festivals and heritage celebrations
(nonprofits only)
•Special Event Permit and facility use
fees
•One per quarter; one per applicant
per calendar year
•Annual Holi and Diwali events are
outside the quarterly limit
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Approval Process
Arts Program Facility Use
Staff Review
Eligibility, completeness,
facility availability
Low-impact requests
Multi-department
requests may be referred
to the Heritage and
Cultural Arts
Commission (HCAC)
Nonprofit status,
deadline, one event per
quarter
Applicant presents about
four months before the
event quarter
Covers applicable
fees only
Facility Rental Application
Sports Fields & Stager
Gym Rental Agreement
Special Event Permit
(outdoor events)
As applicable
Insurance, deposits, site
plans
County Fire &
Environmental Health
permits
Security & traffic plans
As applicable
A fee waiver does not constitute event approval. City service costs beyond waived fees (police, traffic control, maintenance)remain the applicant’s responsibility.
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Operational Considerations
•~5 hours of Parks and Community Services (PCS)staff time
•Few vendors (e.g., Spring Gala at the Senior Center)Small Indoor Event
•~15–20 hours of PCS staff time
•Thousands of attendees, food vendors, tents, and stagesLarge Outdoor Event
•Police, Fire, Public Works, and other department time is not included
•Varies with event size and footprintOther Departments
•Waivers cover applicable fees only
•Police, traffic control, and maintenance costs remain with the applicantApplicant Costs
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Program Activity
Event / Organization Date Location Attendance Fees Waived Staff Hours*
Odisha Dibas Celebration**
Odisha Society of the Americas –CA Chapter May 4, 2025 Don Biddle Park 6,000 $1,837 20
Silicon Valley Asian Association
February 14,
2026 Dublin Senior Center 300 $2,040 5
Tri-Valley Hindu Connect
November 7,
2026 Emerald Glen Park 6,000 $2,926 15
Dublin Sister City Association
January 23,
2027 Dublin Senior Center 200 $2,717 5
* PCS staff only; excludes Police, Fire, Public Works, and other departments.
** Approved as a pilot before the quarterly application schedule was established.
*** Upcoming event; attendance, fees waived, and staff hours are estimates.
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Tracking and Next Steps
No Arts Space Grant applications have been received since 2024
The consolidated program streamlines management, marketing, and reporting under
one framework
Annual Holi and Diwali events are accommodated outside the quarterly limit; Lunar
New Year is managed separately by the Senior Center and a local group
Staff anticipates renewed interest in the Arts tier as the Dublin Arts Center opens,
given its variety of available spaces
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Questions?
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