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Iowa Department of Cultural Affairs_Coordinator PositionMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Community Cultural Grant Application DATE: May 3, 2011 Neighborhood Development Specialist Jerelyn O'Connor is recommending submittal of a grant application to the Iowa Department of Cultural Affairs to provide partial funding for the City of Dubuque's Arts and Cultural Affairs Coordinator position. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jk Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jerelyn O'Connor, Neighborhood Development Specialist Dubuque All-America City 1 I 2007 Masterpiece on the Mississippi MEMORANDUM April 28, 2011 TO: Michael C. Van Milligen, City Manager FROM: Jerelyn O'Connor, Neighborhood Development Specialist SUBJECT: FY 2012 Iowa Community Cultural Grant Application Part-time Arts and Cultural Affairs Coordinator Position Introduction The purpose of this memo is to request City Council approval of an application to the Iowa Department of Cultural Affairs for an Iowa Community Cultural Grant. Background The City Council identified Arts and Cultural Affairs as a top priority in 2002. Since then numerous initiatives have been implemented including 1) creation of an arts and culture special projects grant program; 2) creation of an arts and culture operating support funding program; 3) Art on the River public art initiative; 4) creation of an Arts and Cultural Affairs Advisory Commission; 5) Designation of Downtown Dubuque as a State of Iowa Cultural Corridor. New initiatives which are underway include participation in the development of a Local Arts Index and the Arts and Economic Prosperity Economic Impact Study of the community's non - profit arts sector as well as planning for the arts component of the Historic Millwork District revitalization. Since July 2005, there has been budgeted staff support of .10 FTE (4 hours /week) of the Neighborhood Development Specialist position to provide staff support to the Commission and to coordinate the various arts initiatives such as Art on the River. A FY 09 budget improvement request was submitted for funding for a 20 hour /week Arts and Cultural Affairs Coordinator to provide additional staff support for these arts initiatives. Discussion The FY 2009 budget provided funding for a new 10 hour per week arts coordinator position. The City received an Iowa Community Cultural Grant in FY 2009 which enabled us to hire a part-time arts coordinator position for 20 hours per week. Jan Stoffel was hired in this position. The City applied for another Iowa Community Cultural Grant in May 2009 and May 2010 to continue funding for this position. We received the ICCG grants for FY 2009, 2010, and FY 2011. The FY 2011 Iowa Community Cultural Grant expires June 30, 2011. The proposed FY 2012 Iowa Community Cultural Grant Application requests $15,839 in grant funding to keep the position at 20 hours per week. An FY 2012 budget improvement package to increase City funding for the arts coordinator from 10 hours to 20 hours per week was again not recommended so we are seeking grant funding to keep this position at 20 hours per week. The funding of this position has the full support of the Arts and Cultural Affairs Advisory Commission. The coordinator works closely with the Commission to promote and increase awareness of the arts and market the arts and activities, manage the City's arts grant programs, facilitate and convene partnerships, develop funding support and allocate budgeted funding for the arts and cultural activities. The position will enable the City to enhance Art on the River, its public sculpture program. The proposal has also received strong endorsements from Dubuque Main Street, Ltd. the Dubuque Symphony Orchestra, Bell Tower Productions, and artist John Anderson - Bricker. Action The City Council is asked to approve the attached FY 2012 ICCG Application. Encl: ICCG Application IOWA DEPARTMENT OF A. Applicant Section Organization Name. Address: Address cont.: City: State: Federal Employer ID #: Contact Person: Contact Person's Title: E -mail Address: Telephone (daytime): xxx- xxx -xxxx From: Title of Project Project Total Costs Amount of Cash match July 1, 2011 IA To: Iowa Community Cultural Grant (ICCG) Application Form Zip Code: June 30, 2012 (Rev. 04/20/2011) Do NOT click "Submit Form" above to submit this application - it will not work! You must mail or deliver this application to: Iowa Community Cultural Grant Program, Iowa Dept. of Cultural Affairs, 600 E. Locust St. Des Moines,I IA 50319 -0290 (Do not address to a specific staff person) City of Dubuque 50 West 13th Street Dubuque Web site Addressiwww.cityofdubuque.org /arts &culture 52001 42- 6004506 Jerelyn O'Connor Neighborhood Development Specialist joconnor @cityofdubuque.org 563 - 589 -4110 Arts and Cultural Affairs Coordinator Position $43,144 $18,762 Amount of Grant Request Amount of In -kind match $15,893 $ 8,489 Proposed Project Dates (month /day /year) Projects must start and end within the state's fiscal year, July 1 through June 30. B. Project Information Section Project Title: C' Yes Arts and Cultural Affairs Coordinator Position Project Summary: Describe your project in 2 -3 sentences. Limit response to 50 words (400 characters). The part -time position of Arts and Cultural Affairs Coordinator facilitates two City grant programs, an annual temporary public art program, Art on the River, acts as liaison with the Arts and Culture Advisory Commission, serves as a resource for other City departments in arts and culture planning and design, is a leader in arts advocacy, and encourages cooperation and partnerships. Eligible terms of employment - -check the response that applies to your application: (:No Does this project request funding for a seasonal or contract position? (' Yes (: No OR for a new(never before in existence)paid position for new staff? If yes to either, your project is eligible; skip the next two questions and go to 'Is this an official Great Places project ?'. If no, proceed to the next set of questions below. (` Yes (: No Does this project request funding to expand duties AND hours for an existing staff person? If yes, please note the number of increased hours per week AND for how many weeks for the fiscal year. If yes, your project is eligible; skip the next question and go to 'Is this an official Great Places project ?'. If no, proceed to the question below. (i Yes (No Does this project request funding for a continuation of a staff position that is currently receiving ICCG support for this same position and project? (Continuation funding may be requested even if the position is not being expanded.) If yes, your project is eligible. Go to 'Is this an official Great Places project ?'. If no, your application is NOT eligible for ICCG. Is this an official Great Places Project? ( Yes No If yes, please include a letter from the DCA Great Places Program coordinator indicating that the project is associated with an approved Great Places project Applicant Profile: Describe your organization's purpose, mission, primary discipline areas, primary service area. Limit response to 150 words (1200 characters). Dubuque is a progressive, sustainable city with a strong, diversified economy and expanding global connections. It is an inclusive community celebrating culture and heritage and has actively preserved itself as the Masterpiece on the Mississippi. The City's mission is to deliver excellent municipal services that support urban living, plan for the community's future and facilitate access to critical human services which result in citizens getting value for their tax dollar. Dubuque has received awards recognizing its contributions to arts and culture, including Iowa Great Places, the State's first Cultural District, All- America City Award, and Most Livable Small City. In 2010, it was named Top 20 in the U.S. for Job Growth, Most Connected Locales in the U.S., Smartest Cities on the Planet, 100 Best Communities for young people, All -Star Community from the League of Cities and Excellence in Historic Preservation -led Strategies by the U.S. Department of Commerce. The Comprehensive Plan includes seven Cultural Arts Goals that address the arts as "an important aspect of our community's basic quality of life." It primarily serves 58,000 people. C. Fiscal Agent Section Is the organization in Section A using a fiscal agent for this application? ('Yes (. No If yes, fiscal agent must complete the rest of this section and make sure to include a letter of agreement signed by the applicant and the fiscal agent. If no, do NOT complete Section B. Fiscal Agent Name: Address: Address cont.: City: State Federal Employer ID #: Contact Person: Contact Person's Title: E -mail Address: Telephone (daytime) xxx- xxx -xxxx Zip Code: Grant Request Expr Cash Match Expense; 107K od Match Pens ar Total " Expense $0 D. Budget Section Expenses List all expenses associated with the proposed project and indicate which expenses are to be met by the Iowa Community Cultural Grant, by Cash Match, and by In -Kind Match. Round expenses to the nearest Dollar. For additional budget lines, click on the "Add an Expense" button for the appropriate budget section. Personnel Include salaries, wages, benefits, fees, etc. associated with the project. Expense Description Arts Coordinator Salary - 1040 hours @ 26.41 /hour Arts Coordinator Fringe Benefits -1040 @ 4.15 /hour Existing supervisory Arts and Culture Staff- Personnel Subtotals Grant Reggest `�i�pense $13,734 $2,159 $15,893 Cash Mate EXperis h $13,734 $2,159 $15,893 itt rid Mattl Expense $7,289 $7,289 Total Personnel Expenses zrota Expense $ 27,468 $4,318 $7,289 $39,075 Supplies & Materials Include office supplies, building materials, etc. Expense Description postage, printing, copying, supplies Supplies and Materials Subtotals $869 $869 I - -Kind °Mate en se $0 Total Supplies and Materials Expenses 'Total. : xpense. :, $869 $869 Travel /Per Diem Include fares, mileage, per diem payments, etc. Expense Description Travel to Cultural Advocacy Day and Public Art Network Travel to Local Arts Index Study meetings Travel /Per Diem Subtotals $500 $1,500 $ 2,000 $0 Total Travel /Per Diem Expenses $500 $1,500 $ 2,000 Marketing Include costs for publicity, brochures, advertising, flyers, posters, etc. Expense Description Marketing Subtotals Cash. Match;. Expense $0 -Kind Match Expense „ $0 Total Marketing Expenses Expense ''< $0 $0 Space & Equipment Rental Include office, theatre, gallery, truck or special equipment rental. Expense Description Office space for arts coordinator Space & Equipment Rental Subtotals Cash.Matc E $0 $1,200 $1,200 Total Space & Equipment Rental Expenses $1,200 $1,200 Other Include any other allowable matching expenses not noted above. Expense Description Grapt Request Expenses Cash Match Expenses In-Kind Match Expenses Total Project Expenses $15,893 $18,762 $8,489 $43,144 Cash Match - Income Earned (Up to 100 words: 800 characters) Cash Match -Cash Contribution (Up to 100 words: 800 characters) In Kind Contribution (Up to 100 words: 800 characters) Total Project Expenses Other Subtotals $0 $0 Total Other Expenses $0 Income Sources: List all anticipated sources of income and the amount expected. Do not list funds from Iowa Arts Council, Department of Cultural Affairs, and State Historical Society of Iowa grants; they are not allowable matches. Indicate what kind of income /revenue each source is according to the following: Cash Match - Income Earned by Project (not required): This is income to be derived from the project, if any. For example: ticket sales, product sales. Cash Match - Cash Contribution: This includes any cash contributions from the applicant or from an outside source, specifically to pay for the expenses of this project. For instance, other grants for which you have applied or which you have received for the project, or specific budget allocations from your organizations. In -Kind Contribution: This includes donations of goods and /or services to the project to cover expenses of the project. Total Project Income must match or exceed the Total Project Request (see Expenses Section). 100% of cash match is FY12 approved City of Dubuque general fund contribution for the Arts and Cultural Affairs Coordinator position totalling $18,762. In kind contribution is salary for supervisor of Arts Coordinator position and office space. E: Timeline You must use this form for your timeline. Use the Add buttons to add an entry rather than using one line for everything. The Time Period and Description boxes below will expand to display everything you have typed in them after you exit the box. Dates/Time Period Description July 2011 August 2011 1. Finalize grant agreements and distribute grant funds. Survey applicants concerning the grant process. 2. Expand publicity program for Art on the River and attract at least 300 people to the Art on the River opening event. 3. Complete information gathering for Americans for the Arts Local Arts Index (LAI) 4. Encourage and assist LAI partner organizations to complete Organizational Impact Surveys. NEW 5. Develop marketing strategies for the American for the Arts LAI information. NEW 6. Identify and contact non - profits to collect audience intercept surveys during July, August and September for Arts and Prosperity IV (economic impact study). NEW 7. Showcase Art on the River at Summer Art Market Weekends. 8. Evaluate recent grant process at monthly Arts Commission meeting. Compile recommendations for consideration at August planning session. 9. Develop walking tour podcast and video of an installation of work for Art on the River. NEW 10. Convene Marketing Sub - Committee to develop marketing plan to sell sculptures. NEW 11. Attend Historic Millwork or Bee Branch art activity meetings as needed. NEW 12. Collect and submit Audience Intercept Surveys for economic impact study. NEW 13. Print and distribute rack cards for Art on the River to be placed at area restaurants, hotels, tourist attractions and other local outlets. 1. Survey artists, jurors, and committee on Art on the River process, compile recommendations. Review information from Iowa Public Art Forum and the Public Art Network for best practices. 2. Showcase Art on the River at Summer Art Market Weekends. 3. Prepare status report on Commission Goals. 4. Plan and facilitate Commission Goal Setting Retreat. 5. Work with Commission and Dubuque Cultural organizations to plan city -wide October Arts and Humanities Month activities. 6. Attend Historic Millwork or Bee Branch art activity meetings as needed. NEW 7. Collect and submit Audience Intercept Surveys for economic impact study. NEW 8. Implement marketing strategies for the American for the Arts LAI information. NEW 9. Encourage and assist LAI partner organizations to complete Organizational Impact Surveys. NEW September 2011 October 2011 November 2011 1. Utilize resources from the Dubuque Area Community Foundation to identify grant sources. NEW 2. Research other public art programs and develop comprehensive formal public art policies and procedures that will: a) stimulate excellence in design and public art b) enhance community identity and place c) contribute to community vitality d) involve a broad range of people and communities e) value artists and the artistic process f) use resources wisely. 3. Create formalized artist selection process that will use established criteria for evaluating artist qualifications, proposes processes and project ideas. 3. Attend Historic Millwork and Bee Branch art activity meetings as needed. NEW 4. Research other communities with arts districts. NEW 5. Compile research regarding art relationships with Sister Cities in other Communities and work with Sister City Committee. NEW 6. Research arts management software. NEW 7. Update legislators about arts activities and information in Dubuque. NEW 8. Collect and submit Audience Intercept Surveys for economic impact study. NEW 9. Encourage and assist LAI partner organizations to complete Organizational Impact Surveys. NEW 1. Explore any changes to 2012 -2013 Art on River Program with committee, commission, and city council. 2. Convene a Public Art Committee to help locate and identify permanent art in the city of Dubuque and develop conservation plans. NEW 3. Develop plan for corporate sponsors to purchase Art on River sculptures. 4. Prepare Iowa Public Art Forum presentation. 5. Prepare FY 2013 Arts and Culture Budget Request. 6. Participate in Arts and Humanities Month Activities. 7. lndentify and contact non - profits to collect Audience Intercept Surveys during October, November and December for the economic impact study. NEW 8. Attend Historic Millwork or Bee Branch art activity meetings as needed. NEW 9. Commission meeting to finalize budget improvement package. 10. Do site visits to organizations funded through the City grant programs. NEW 11. Recruit new community members to Art on the River Committee. 12. Collect and submit Audience Intercept Surveys for economic impact study. NEW 13. Deadline for economic impact study partner organizations to complete Organizational Impact Surveys NEW 14. Seek sponsors for Art on the River events. 1. Attend Historic Millwork and Bee Branch art activity meetings as needed. NEW 2. Meet with Art on the River Committee to plan for 2012 -2013 exhibit. 3. Finalize call for sculptors for 2012 -2013 Program. 4. Select 2012 -2013 Art on the River jury. 5. Work with Dubuque arts and cultural organizations to increase local, state and national arts and cultural advocacy efforts. 6. Research local, state and national funding sources for Arts and Cultural Affairs Coordinator position and increased funding for city arts grant programs. 7. Attend Public Art Forum, Des Moines. 8. Collect and submit Audience Intercept Surveys. NEW December 2011- January 2012 1. Finalize electronic process for Art on the River call for artists. 2. Send out call for sculpture submissions for Art on River. 3. Respond to artist questions and promote participation. 4. Review possible changes to grant programs with Arts Commission. 5. Meet with Public Art Committee to help locate and identify permanent art in the city of Dubuque and develop conservation plans. NEW 6. Update legislators about arts activities and information in Dubuque. NEW 7. Collect and submit Audience Intercept Surveys. NEW 8. Update all information on the Arts and Cultural web pages as needed, replace old photos. February 2012 1. Attend Historic Millwork or Bee branch art activity meetings as needed. NEW 2. Coordinate jury review of sculpture submissions, selection, and concurrence by committee, commission, council. 3. Distribute 2012 -2013 grant applications. 4. Conduct grant workshops. 5. Submit funding requests for Commission activities. 6. Participate in city council budget presentation. 7. Do site visits to organizations funded through the City grant programs. NEW 8. Update legislators about arts activities and information in Dubuque. NEW 9. Attend Arts Advocacy Day in Des Moines, meet with legislators. 10. Commission reviews annual goals. March 2012 1. Execute marketing plan for Art on the River. 2. Attend Historic Millwork and Bee Branch art activity meetings as needed. NEW 3. Disseminate contracts to selected artists and work with them to plan their installations, issue stipends. 4. Operational Grants due. Coordinate review of applications, selection, and concurrence by commission, council. 5. Prepare application for Iowa Arts Council Major grant for public art planning. NEW (April 2012 1. Analyze operating support grant proposals and prepare materials for commission review. 2. Attend Historic Millwork and Bee Branch art activity meetings as needed. NEW 3. Meet with Public Art Committee to help locate and identify permanent art in the city of Dubuque and develop conservation plans. NEW 4. Prepare an ICCG grant. May 2012 1. Attend Historic Millwork and Bee branch art activity meetings as needed. NEW 2. Special Projects grants due. Analyze proposals and prepare materials for commission and council review. (June 2012 1. Attend Historic Millwork and Bee Branch art activity meetings as needed. NEW 2. Facilitate installations for Art on the River 2012 -2013. 3. Prepare year -end report of activities for commission and city council. 4. Prepare State of the Arts Report for the public. 5. Do site visits to organizations funded through the City grant programs. NEW 6. Attend the Americans for the Arts national conference. 7. Develop marketing strategies to disseminate local economic impact data from the local and National findings from Arts and Prosperity IV economic impact study released by Americans for the Arts. F. Narrative Section Project Description (Up to 250 words: 2000 characters) Describe the main goals of your project and discuss any details not addressed y specific review criteria. In 2004, the City Council approved an Arts and Cultural Affairs Advisory Commission and established a Downtown Cultural Corridor. In 2005, a $35,000 arts projects grants program was established and the following year a $200,000 annual operating support program was established. $300,000 in capital funds was allocated for the Art on the River public art program for ten years. Dubuque created a part -time staff position of Arts and Cultural Affairs Coordinator in FY2009 with partial funding from ICCG in 2009, 2010 and 2011. The coordinator works closely with the Commission to promote and increase awareness and market the arts and activities and allocate budgeted funding for the arts and cultural activities. The position has enabled the Commission to develop goals and priorities, to enhance the public art program by creating standards of excellence using regional, state and national models and refining the grant process to ensure the taxpayer's money is used in the best possible manner. The recent designation of the Historic Millwork District plan brings integrated strategies that include design guidelines, historic preservation, community gardens, central gathering spaces, arts venues and artistic streetscapes. A pending National Endowment for the Arts Our Town grant will fund the planning for development of artist live /work spaces and additional arts activities. 1. Historical, Ethnic, Cultural and Tourism Value and Quality of the Proposed Project (Up to 150 words: 1200 characters) How will your project develop Iowa's cultural, arts, and /or historic resources for the benefit of the public? Note: no one project is expected to focus on more than one of these areas; your project can deal with just arts, just history, or just cultural matters. The Coordinator will enable the City to 1) increase awareness of arts and cultural affairs through additional marketing and public relations, 2) strengthen relationships with Dubuque's historical and cultural organizations, 3) increase communication and opportunities for participation by Dubuque's ethnic populations and, 4) identify additional funding opportunities for artists and arts and cultural organizations. The City's Comprehensive Plan encourages education about the benefits of historic preservation to the community's quality of life, economic development efforts, tourism, and tax base enhancement. Everyone acknowledges the impact of arts and culture to tourism and economic development. The coordinator will be able to provide valuable information about the economic impact of arts and cultural organizations demonstrating their importance to the business community improving quality of life and attracting new citizens to Dubuque. The City markets itself as a major tourist destination featuring world class museums, cultural opportunities, and historic architecture. The Millwork District is integral to the City's aggressive economic development strategies. 2. Planning for Proposed Project (Up to 100 words: 800 characters) Explain how your project will proceed. Specify who will do what, when, where, and how. Note: Reviewers will also consider the details included in your required project timeline (Part E.) in scoring the Project Planning criterion. If relevant, activities from before and after the grant period may be included in your timeline. Make sure to note activities related to the positions for which support is requested. The Arts and Cultural Affairs Coordinator is a member of the City Manager Staff and is responsible for furthering the cultural goals from the City's strategic plan and from goals set by the seven - member Arts and Cultural Affairs Advisory Committee. The Coordinator works closely with the Commission to advise the City Council on funding decisions, recruits other community volunteers and art experts to assist in cultural efforts, and engages other City departments in artistic planning. The coordinator disseminates grant opportunities if appropriate to local organizations. The City was invited to apply for participation in a Local Arts Index initiative and an economic impact study through Americans for the Arts. 3. Budget Explanation (Up to 150 words:1200 characters) Describe specifically how you will use ICCG funds - -for what position(s) and what duties /activities? Note: This explanation, together with required ICCG budget form will be considered for scoring the Budget criterion. ICCG Funds will be used to retain a part -time (approximately 20 hours per week) salaried position, the Arts and Cultural Affairs Coordinator. Without ICCG funding, the position would become a 10 hour per week position and would be inadequate in keeping the status quo or making progress in attaining the City's Arts and Cultural Goals. The City of Dubuque has also budgeted funds for the coordinator's reimbursable expenses - mileage, copying, postage. ICCG funds will enable the city to retain an attractive half -time salaried position to increase the effectiveness and reach of the city's significant arts initiatives. The salary is consistent with other City coordinator positions requiring a broad range of professional skills and experience. 4. Number and Impact of Full- or Part -time Jobs the Project Creates and Funds for Iowans (Up to 250 words: 2000 characters) Describe the number, type and impact of full- or part -time jobs that this project directly creates and funds for Iowans. Note: Clearly explain whether these positions are new for the state's next fiscal year (beginning July 1), enhancements of existing positions, or a continuation of positions currently being funding with ICCG funds. Make sure to list each job, responsibilities, number of hours, and rate of pay for each position. Explain the short and long -term effects these positions will have for the proposed project, the organization, and the community. The City is seeking funding to retain the part -time salaried position at 20 hours per week for arts and cultural affairs for the fourth year. The previous three years were also funded with 10 hours of salary and benefits through ICCG and matched by the City. By keeping the position at 20 hours, Dubuque is demonstrating its belief and recognition of the importance of arts and cultural organizations and the economic impact on the people in its community. This position has resulted in enhancements and expansions in City programs and the arts community that were not possible before the addition of the position. It recognizes the significance of expanding affordable and accessible cultural arts activities and resources for its citizens and visitors. The coordinator works directly with the seven member volunteer Arts Commission, provide "glue" for the over 20 organizations active in the Dubuque art community, advocates for the arts in Dubuque and Iowa, and encourages broad thinking regarding arts planning and policies throughout departments. New data being collected will scope the economic impact of arts and culture activities in Dubuque. Over 1.7 million visitors come to Dubuque each year, many of them Iowans who are vacationing closer to home. The Dubuque Chamber of Commerce estimates that at least two thirds of the 98,000 people in Dubuque County visit the Port of Dubuque, where the City's temporary art exhibit is held, one or more times in the course of a year. With the addition of two research studies undertaken this year, the long -term effect of this position will be profound. 5. Collaboration and Partnerships with other Interested Entities (Up to 200 words: 1600 characters) Describe all partnerships and primary participants and their roles in the project. Explain how the community will be involved. Note: Letters from collaborating partners and benefitting community organizations are required and will also be considered for scoring the Collaboration and Partnerships criterion. While the City of Dubuque is known for its strong partnerships, the Arts and Cultural Affairs Coordinator has further enabled the City and the Arts and Cultural Affairs Commission to both increase the number and enhance the quality of partnerships and community collaborations. There is no strong local agency or organization that has been successful in uniting all groups and bringing together art advocates, business partners, local governments and other community members. When the art community is polled as to needs, the top two responses are more cooperation among groups and data that they can use in grant making and promoting tourism. The Arts Coordinator has offered encouragement and leadership in these areas. The Coordinator has participated in two internal parking lot design committees, is presently involved in the artistic development process of the Historic Millwork area with other community partners, has served on a committee to bring about a face lift of a historic treasure, the Five Flags Theatre. With the opportunity to participate in the development of a Local Arts Index and the Arts and Prosperity economic study, the City and the arts community throughout the county will assemble the information needed to be successful in advocacy, grant writing for the arts and economic and tourism development. The variety of stakeholders gathered to complete the studies will result in a framework that will serve the community as a cooperative entity after the project is completed. Reports from the two Americans for the Arts studies will be shared with all stakeholders. 6. Financial Need of the Applicant for the Proposed Project (Up to 100 words: 800 characters) Explain why ICCG grant funding is necessary for this project. The City's adopted FY 2012 budget did not include increased funding from 10 to 20 hours per week for the Arts and Cultural Affairs Coordinator position. The budget has numerous challenges due to continued decreases in gambling revenues, continued increased cost of Municipal Fire and Police Retirement System contributions, uncertainty of the amount of cable franchise fees that will be collected, and health insurance claims exceeding expectations. The City faces significant financial challenges over the next five years, with property tax increases projected at 11.73% in Fiscal Year 2013, 10.55% in Fiscal Year 2014, 6.71% in Fiscal Year 2015 and 5.46% in Fiscal Year 2016. Both American for the Arts studies, now underway, would be greatly compromised without continue funding from ICCG. 7. Evaluation and Follow -up Activities (Up to 150 words:1200 characters) Consider what will make your project successful and how you will measure the project's success in meeting its goals. For instance, what will the organization accomplish with the proposed project? What are the project goals and objectives? Describe those groups /individuals who will be part of the evaluation process and why. Describe any follow -up activities that will occur after the ending date of the project. HINT: Planning, meeting with focus groups, recognizing mistakes and what was learned from them as well as more formal evaluation methods are all considered to be a part of the evaluation process. NOTE: Reviewers will also consider the applicant's required evaluation form and /or evaluation criteria to score the Evaluation criterion. There is no standard required evaluation forms or criteria; applicants must develop their own. Applicants may include either or both an evaluation form and /or a list of evaluation criteria. Applicants MUST have one or the other; they may but are not required to include both. If the proposed project is a continuation or a repeat project, regardless of whether or not it was funded previously by ICCG, an evaluation summary and /or description of results MUST also be included as a separate attachment. Reviewers need these materials to provide their Evaluation criterion score. Informal monthly feedback and biannual review of goals from supervisor and Arts Commission, and annual survey of unmet needs throughout art community. For Operating and Special Projects grants, evaluation is based on the number of new applications, how well they are prepared, the ease of the application process, and attendance at grant workshops. Commission members and grant applicants are surveyed annually for suggestions to expand or improve the process. The enhancement of the Art on the River public art program is based on standards of excellence used by regional, state, and national models learned through the Iowa Public Art Forum and the Americans for the Arts Public Art Network. Success will be measured by increased knowledge of the program in our community through an online "Vote for your Favorite" function and public presentations, development of 9 -12 lesson plans, the increase in the number and quality of artist entries, attendance at the opening celebration and other activities around the exhibit, and the quality of printed and online publications and their distribution. Feedback is solicited from jurors, entrants, the Art on the River Committee, and event attendees. G. Service Contract Iowa Department of Cultural Affairs Iowa Community Cultural Grant (ICCG) Contract The individual signing this Service Contract must have the authority to legally obligate the Applicant to conditions of this Contract, grant guidelines, and policies and procedures of the Department of Cultural Affairs. This agreement (the "Contract ") is between the Iowa Department of Cultural Affairs, 600 East Locust, Des Moines, Iowa, 50319 -0290 (the "Department "), and Name and Address of the Applicant (the "Applicant "). "ICCG" means the Iowa Community Cultural Grant program as defined by the Iowa Administrative Code section 221 -6.1- 6.13(303). Applicant Name: Address: City, State ZIP: City of Dubuque 50 West 13th Street Dubuque, IA 52001 Must be same name and address listed in Part A of the application form. WHEREAS, moneys have been appropriated to establish a program of grants that provide funding to cities and nonprofit, tax - exempt community groups located in Iowa for the development of community programs that create jobs for Iowa residents while promoting our state's cultural, ethnic, and historical heritages, and WHEREAS, the Department has been designated by the Iowa General Assembly to administer the Iowa Community Cultural Grant program, and WHEREAS, the Applicant has made application (the "Application ") to the Department for the project or program (the "Project ") described in the Application of cooperative endeavors as hereinafter set forth, the Department and the Applicant hereby agree as follows: SECTION 1. EFFECTIVE DATE OF CONTRACT. a) This Contract becomes effective upon issuance of a grant award letter (the "Grant Award Letter ") by the Department to the Applicant awarding a grant to the Applicant (the "Grant Award ") and upon the Department's director signing this Agreement. b) The Application and Grant Award Letter shall be made a part of this Agreement. c) This Contract becomes null and void if the Funding Notification Letter does not award a grant to the Applicant. SECTION 2. PROJECT DATES AND FINAL REPORT. The Project beginning and ending dates (the "Beginning Date and Ending Date ") and the final report due date will be specified in the Grant Award Letter. SECTION 3. GRANTED AMOUNT AND PAYMENT SCHEDULE. a) The amount of the Grant Award awarded by the Department to the Applicant shall be specified in the Grant Award Letter. b) Under no circumstances shall the total amount paid to the Applicant exceed the Grant Award specified in the Grant Award Letter. c) The Department will pay the Applicant the Grant Award on or about the Beginning Date of the Project. Due to unforeseen circumstances and workload of the Department, the Department will not guarantee that the Grant Award check will arrive on or about this date. SECTION 4. USE OF GRANT AWARD. The Applicant agrees that all ICCG moneys shall be expended solely on the funded project and programs in accordance with Iowa Administrative Code section 221 - -6.1- 6.13(303), and specifically that the Applicant shall: a) Employ only residents of the State of Iowa to perform all work and services in connection with this Contract; b) Maintain the proper workers' compensation and liability insurance covering the Applicant's operations and assume responsibility for tort claims related to the project; c) Utilize not more than five percent of the total ICCG- funded project costs for administrative expenses when utilizing a fiscal agent as set forth in the Applicant's original grant application; d) Refrain from using ICCG funds to influence legislation or for any lobbying function; e) Refrain from using ICCG funds for the purchase of equipment, including, but not limited to: photocopiers, video recorders, cameras, computers, word processors, microfilm readers or printers, and any other equipment; f) Refrain from using ICCG funds for out -of -state travel expenses, either from Iowa, or to Iowa. ' SECTION 5. FINAL REPORT. a) The Applicant must complete and return a Final Report and unspent Department funds to the Department on forms provided by the Department by the date specified in the Grant Award Letter. b) The Applicant will be placed on an agency wide funding moratorium if the Final Report and /or unspent Department funds have not been returned to the Department within THIRTY (30) days of the ending date of the Grant Award. c) The Department may initiate legal proceedings for the return of grant funds if the Final Report and /or unspent funds have not been returned to the Department within THIRTY (30) days of the ending date of the Project. SECTION 6. DEPARTMENT POLICIES, GUIDELINES AND RULES. The Applicant shall abide by all Department policies, procedures, guidelines and rules as published on the Department's Web site and in effect at the Beginning Date of this Contract. SECTION 7. SPECIAL CONDITIONS. No special conditions shall apply to this Contract unless specified in the Grant Award Letter. SECTION 8. ACKNOWLEDGEMENT. The Applicant agrees to acknowledge Department support in all signage, program materials, promotion, publicity and advertising activities, and in other printed and electronic forms of communication pertaining to the Project, including any printed lists of contributors, the following credit line: This program is funded in part with a grant from the Iowa Department of Cultural Affairs, Iowa Community Cultural Grant Program. SECTION 10. COMPLIANCE WITH APPLICABLE LAWS. The Applicant agrees: a) That all parties involved in the Project shall abide by all local, state, and federal laws, including, but not limited to Title VI and VII of the Civil Rights Act of 1964, as amended; Fair Labor Standards under Section 5(j) of the National Foundation on the Arts and Humanities Act of 1965; Section 504 of the Rehabilitation Act of 1973, as amended; and the Americans with Disabilities Act of 1990, which bar discrimination against any employee, applicant for employment, or any person participating in a sponsored program on the basis of race, creed, color, national origin, religion, sex, age, or physical or mental disability, and require compensation for employment at no less than minimum wage requirements, and provide safe and sanitary working conditions. b) To provide documentation that Applicant has acted in accordance with the Secretary of the Interior's Standards for Archeology and Historic Preservation, if the project covered by this Contract impacts a property listed on, or having qualities making it eligible for listing on the National Register of Historic Places and /or the project is to obtain and record evidence about past human activity that is of importance to documenting history and prehistory in the United States. SECTION 11. MODIFICATIONS, CANCELLATIONS AND EXTENSION REQUESTS. a) The Department requires all substantial modifications to the Application, Project or the Contact be submitted in writing by the Applicant and approved in advance by the Department. Modifications shall mean a substantial change in the scale and scope of the Project, change of address, change to the Beginning and Ending Dates of the Project, change of the Applicant's contact person, participating artists, etc. b) Written notification is required if the Applicant cancels the Project or if a partially funded Application cannot be completed by the Applicant as described in the Application. The Applicant must return the Grant Award to the Department for all canceled Projects. c) Extensions of the Ending Date may be requested if they occur within the same fiscal year the grant was awarded (July 1 through June 30 of the following year). The Department does not approve extension requests if the Beginning Date and Ending Date overlap fiscal years. SECTION 12. RECORDS MANAGEMENT. The Applicant agrees to maintain for inspection by the Department, or its duly authorized representatives, all books, documents, papers and records maintained to account for funds expended under the terms and conditions of this Contract for a minimum of three (3) years following the Ending Date of the Project. The Applicant agrees to provide, at no charge to the State, access to all books, documents, accounts, events, performances, facilities, or other property belonging to or in use by the Applicant pertaining to the receipt of, or monitoring of funds under this program. SECTION 13. DURATION. This Contract must be completed between the dates specified in the Grant Award Letter. SECTION 14. TERMINATION. This Contract is subject to termination by either party with ten (10) days prior written notice. SECTION 15. INDEPENDENT CONTRACTOR. The Applicant agrees to perform the services specified in the Application and this Contract as an independent contractor. SECTION 16. FINDING OF NONCOMPLIANCE. The State may, for cause, find that the Applicant is not in compliance with the requirements of the ICCG program or the terms of this contract pursuant to Iowa Administrative Code section 221 - -6.1 -6.13. At the State's discretion, remedies for noncompliance include suspension or return of funds. SECTION 18. INDEMNIFICATION CLAUSE. The Applicant agrees to hold harmless, indemnify and defend the Department and its officers, directors, panelists, and employees from and against any and all damages, actions, causes of action, losses, injuries, liabilities, royalties, claims or other payments relating in any way to the terms and obligations of this Contract. SECTION 19. ASSIGNMENTS. This Contract may not be assigned or transferred by either party to this agreement without prior written consent of the other party. SECTION 20. INTEGRATION. The Application, Grant Notification Letter and this Contract contains the entire agreement between the parties and any representation that may have been made before the signing of this agreement are non binding, void, and of no effect. Neither party has relied on such prior representations in entering into this Contract. SECTION 21. NON - APPROPRIATION. Notwithstanding any other provisions of this Contract, if funds anticipated for the continued fulfillment of this Contract are at any time not forthcoming or insufficient, either through the failure of the Federal Government, or of the State of Iowa to appropriate funds or discontinue or material alteration of the program under which funds were provided, then the Department shall have the right to terminate this Contract without penalty by giving not less than thirty (30) days written notice documenting the lack of funding. Signatures Applicant: City of Dubuque Must be same name listed in Part A of the application form. Authorizing Official of the Applicant: The individual signing this Service Contract must have the authority to legally obligate the Applicant to conditions of this Contract, grant guidelines, and policies and procedures of the Department of Cultural Affairs. Signature of Authorizing Official and Date (sign in blue ink) Michael C. Van Milligen, City Manager Department of Cultural Affairs: Executive Director Signature and Date H. Substitute W- 9Nendor Update Form In the event that you are awarded a grant, in order for the State of Iowa to pay you the amount that is due to you and to comply with the IRS regulations on reporting these payments, we are requesting the following information. Failure to provide this information will result in withholding of payment. Are You a(n): OR Sole Proprietor [S] ❑ ❑ If the answer to both above was NO, please complete Box B. If you answered YES to either item, please complete the rest of Box A. (Sole Proprietors may enter their FEIN, however, the IRS prefers you use your SSN) OR SSN: FEIN: Phone: Fax: Last Name: First Name: Individual [I] Doing Business As: Address: Address: City: BOX A State: Zip: YES NO ❑ ❑ BOX B Is Your Organization a(n): YES NO Corporation [C] ❑ ❑ Partnership [P] ❑ ❑ Estate [E] ❑ ❑ Government [G] ® ❑ Other [O] ❑ ❑ Please explain if you checked Yes for Other: FEIN: 42- 6004596 Phone: 563 -589 -4110 Fax: 563 - 589 -4149 Firm Name: City of Dubuque Doing Business As: City of Dubuque Address: 50 West 13th Street Address: City: Dubuque State: IA Zip: 52001 Certification Must Be Signed By Vendor /Applicant Certification - Under penalties of perjury, I certify that: (1) The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and (2) I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subjected to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding. Signature: Date: For Office Use Only (Refer to 270.450 for more details) From Dept. Contact Phone #: ❑ Add ❑ Change (Include vender code and changes only) ❑ Delete ❑ Reason I. Minority Impact Statement Pursuant to 2008 Iowa Acts, HF 2393, Iowa Code Section 8.11, all grant applications submitted to the State of Iowa which are due beginning January 1, 2009 shall include a Minority Impact Statement. This is the state's mechanism to require grant applicants to consider the potential impact of the grant project's proposed programs or policies on minority groups. Grant reviewers will not see this form, and your answers here will not be considered in the grant review process. Please choose the statement(s) that pertains to this grant application. Complete all the information requested for the chosen statement(s). ® The proposed grant project programs or policies could have a disproportionate or unique positive impact on minority persons. Describe the positive impact expected from this project (limit 50 words) The City seeks to improve access to cultural events to minority and ethnic groups, lower socio- economic groups or underserved populations such as nursing home residents. The City hopes to develop the ability or ethnic or minority arts organizations to apply for City grant funding. Indicate which group is impacted: ® Women ® Latinos ® Persons with a Disabilitiy Asians ® Blacks n Pacific Islanders Present the rationale for the existence of the proposed program or policy. (limit 50 words) n American Indians n Alaskan Native Americans n Other ❑ The proposed grant project programs or policies could have a disproportionate or unique negative impact on minority persons Describe the negative impact expected from this project (limit 50 words) Provide evidence of consultation of representatives of the minority groups impacted. (limit 50 words) Indicate which group is impacted: ❑ Women n Latinos ❑ Persons with a Disabilitiy n Asians Blacks Pacific Islanders n American Indians n Alaskan Native Americans ▪ Other ❑ The proposed grant project programs or policies are not expected to have a disproportionate or unique impact on minority persons. Present the rationale for determining no impact. (limit 50 words) I hereby certify that the information on this form is complete and accurate, to the best of my knowledge: Name: Title: City Manager Definitions "Minority Persons ", as defined in Iowa Code Section 8.11, mean individuals who are women, persons with a disability, Blacks, Latinos, Asians or Pacific Islanders, American Indians, and Alaskan Native Americans. "Disability", as defined in Iowa Code Section 15.102, subsection 5, paragraph "b ", subparagraph (1): b. As used in this subsection: (1) "Disability" means, with respect to an individual, a physical or mental impairment that substantially limits one or more of the major life activities of the individual, a record of physical or mental impairment that substantially limits one or more of the major life activities of the individual, or being regarded as an individual with a physical or mental impairment that substantially limits one or more of the major life activities of the individual. "Disability" does not include any of the following: (a) Homosexuality or bisexuality. (b) Transvestism, transsexualism, pedophilia, exhibitionism, voyeurism, gender identity disorders not resulting from physical impairments or other sexual behavior disorders. (c) Compulsive gambling, kleptomania, or pyromania. (d) Psychoactive substance abuse disorders resulting from current illegal use of drugs. "State Agency ", as defined in Iowa Code Section 8.11, means a department, board, bureau, commission, or other agency or authority of the State of Iowa. Please collate your application in the following order (all items listed below are required unless otherwise noted): One (1) Completed original ICCG application form, including: Parts A -F Part G: Signed Service Contract (sign in blue ink) Part H: Completed and Signed Substitute W -9 Part I: Minority Impact Statement Support letters from collaborating partners and /or beneficiaries (minimum 3, maximum 5) Evaluation form and /or evaluation criteria and process Evaluation summary or evaluation results (Required only for repeated (whether previously funded or not) or continuation projects) Documentation of applicant's Iowa non - profit status (Iowa Secretary of State). See below if applying with a fiscal agent Three (3) copies, each collated separately, including: Parts A -F Support letters from collaborating partners and /or beneficiaries (minimum 3, maximum 5) Evaluation form and /or evaluation criteria and process Evaluation summary or evaluation results (Required only for repeated (whether previously funded or not) or continuation projects) Additional Requirements for applicants using a Fiscal Agent: Documentation of fiscal agent's 501(c)(3) federal tax - exempt status (IRS) Documentation of fiscal agent's Iowa non - profit status (Iowa Secretary of State) Copy of an agreement signed by both the fiscal agent and the applicant organization detailing the responsibilities of each party Do NOT include any other support materials. The panel will NOT review any additional support materials. They will be discarded and not returned to applicants. Incomplete applications are ineligible and will not be reviewed. The original printed, signed, dated, collated application, including listed support materials only, must be in our office by 4:30 p.m., May 1 This is NOT a postmark deadline. PLEASE NOTE: If the deadline falls on a state holiday or on a Saturday or Sunday, the deadline will be the next business day.