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.