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Old House Enthusiasts Grant ApplicationMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Application for Old House Enthusiasts Grant DATE: March 8, 2013 Dubuque kital All- America City II h/ 2012 Planning Services Manager Laura Carstens recommends City Council approval for the Historic Preservation Commission to apply for a $1,500 grant from the Old House Enthusiasts for digitizing historic City Directories. There is no match required. I concur with the recommendation and respectfully request Mayor and City Council approval. duat4A., krt., italy, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Laura Carstens, Planning Services Manager Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager `i2/1C-- SUBJECT: Application for Old House Enthusiasts Grant DATE: March 7, 2013 Dubuq All America 2012 Introduction This memo transmits the Historic Preservation Commission's application for an Old House Enthusiasts Grant for digitizing historic City Directories. Discussion The Old House Enthusiasts grant program has a total of $4,500 available in funds, and grant requests should be less than $2,000 per application. No match is required. The Commission is proposing to scan a portion of the Carnegie -Stout Public Library's inventory of historic City Directories, with submittal of a $1,500 grant application. The historic volumes, currently housed in the Library's restricted reference section, would be scanned into an electronic format that would provide easy public access to the information. The City Directories are a vital research tool in historic and architectural surveys of Dubuque. Digitizing these resources will help preserve the Library's collection, while simultaneously making them available to a wider audience in a digital format. The HPC's application and the bid for digitzing the collection are enclosed. There is no budget impact to the City for this project. Requested Action The requested action is for the City Council to concur with the HPC's application for a $1,500 Old House Enthusiasts Grant. The applications were due March 6, 2013. If the City Council does not concur, the application will be withdrawn. Enclosures cc: Susan Henricks, Library Director F: \USERS \LCARSTEMWP\GRANTS \OHE gran\ \Memo MVM HPC ORE grant app.doc 1 DUBUQUE 0/771211( ENTHUSIASTS do Chris Happ Olson, Grant Committee Chair 1090 Grove Terrace Dubuque IA 52001 DbqOHE.grants@gmail.com Please submit 1 copy to the above address postmarked by March 6 and/or email the entire package by 5:00 pm to the above address. (If by email, please attach only these types of files: .doc or .docx, .xls or .xlsx, jpg, pdf. Please be sure to test your documents first before sending.) Organization: City of Dubuque Historic Preservation Commission (HPC) Contact: David Klavitter, HPC Chairperson; David Johnson, Assistant Planner /HPC Support Address: 50 West 13th Street, Dubuque, IA 52001 Phone: 563.589.4210 Email: klavitter!,gmail.com; Djohnson@cityofdubuoue.org Website: http: / /www.cityofdubuque.org Project Name' DUBUQUE CITY DIRECTORY MICROFILM DIGITIZATION PROJECT Requested Amount: $1,500 Has your organization applied for an Old House Enthusiasts grant before? ❑ Yes X No Has your organization received an Old House Enthusiasts grant previously? ❑ Yes X No Last grant project and the year granted: 501(3)c? ❑ Yes XX No If yes, Tax ID #: Using a fiscal agent? ® Yes ❑ No If yes, Tax ID #: 42- 6004596 Name of fiscal agent: City of Dubuque, Iowa Type of Project (check one): ❑ Historic Preservation Is the building/site listed on the National Register? ❑ Yes Is the building /site listed as a National Historic Landmark? ❑ Yes ® Education ❑ No ❑ No 2013 Grant Application 2 2. Project Summary: (see reference in grant report form) City directories are a vital resource for any individual or organization interested in the long term ownership /occupancy of a property. For a number of reasons, however, use of these vital research tools can be labor intensive and potentially harmful to the collection. Both microfilm and books deteriorate with age and use. This project could save wear and tear on both of these resources. Also the directories changed their format c1900, from street directories to name only. This can impair the researcher of an individual property and considerably slow down the work. For an individual who is paying an hourly fee to a researcher for a National Register nomination, the additional hours could be cost prohibitive. Recent workshops by David Johnson and Wally Wernimont of the City Planning Services Department have provided instruction on the use of these directories for research into historic properties. The digitization of the directories will not only provide an additional format as scanned images, but will allow for more efficient searches with OCR — Optical Character Recognition. This software feature allows the user to search for a specific group of letters, numbers or both — such as a family name or street address. The software provides a highlighted listing of the search for each entry within any of the scanned directories. The digitized directories would be available for viewing on the websites of Carnegie- Stout Library and the City of Dubuque's Historic Preservation's webpage. 3. Project Objectives: (see reference in grant report form) • Preserve in a digital format the earliest years of the Dubuque City Directory • Reach a wider audience of researchers • Create more ease and efficiency of researching of properties • Create greater access to the digital directories with availability at multiple locations — Carnegie -Stout Public Library, the Center for Dubuque History at Loras College and Dubuque County Historical Society 4. How will this project benefit the public? The primary benefits of this project are access and preservation. Digitization will preserve these vital documents for future generations and the scanned format and OCR software will allow for greater and more efficient access to the information. 5. Describe your target audience: • Historians • Genealogists • Old house and historic property researchers /owners • Educators • Department of Planning and Zoning, City of Dubuque 2013 Grant Application 6. Project Timeline: The timeline for this project is reliant on its finding and could be completed in an expedient manner. The estimated time of the project would be 4 to 6 months. 7. Project Budget: (please attach bids or further detail, and see reference in grant report form) 3 The attached bid from The Advantage Companies includes digitization of all of the microfilm reels in the possession of Carnegie -Stout Public Library for the directory years from 1856 through 1922. The website is included in the price; this information is intended for inclusion on the Carnegie Stout Public Library's and the City of Dubuque's Historic Preservation's websites. We are seeking funding for approximately one quarter of the total cost of scanning the oldest and most endangered city directories. At the time of this application, we are speaking with Carnegie - Stout Public Library, Dubuque County Historical Society and the Center for Dubuque History at Loras College for the possible collaboration on this project and sharing of the remaining cost of scanning the entire collection. 8. How will the Old House Enthusiasts be acknowledged? (see reference in grant report form) The front page of each of the scanned directories will acknowledge the financial support of the Old House Enthusiasts. I certify that the information contained in this application, including all attachments and support materials, is true and correct to the best of my knowledge and that all legal, financial, and reporting requirements, such as matching funds and final reports will be met for this grant if received by this organization from the Old House Enthusiasts. Signature: Title: Planning Services Manager Name (printed): Laura Carstens Date: March 4, 2013 I have emailed DbgOHE.grants!,gmail.com to let OHE know of my interest or intention of making a request. This will allow OHE to contact me with any relevant application form or process updates. F: \USERS \LCARSTEN\WP \GRANTS \OHE grant\2013 OHE Grant App DHPC revised.doc 2013 Grant Application 4 Dubuque Old House Enthusiasts Grant Report Grant reports are due within 45 days of the project completion. Projects must be completed within 18 months of the grant award. Please keep this report to 1 page, plus attachments. 1) Project Summary Please describe the outcome of the project and if the completed project varied at all from that which was described in the Questions 2 -3 (Project summary & objectives). Please include 1 -3 photographs of the finished project, product, or related materials. 2) Project Financials Please include documentation of grant expenditures and any matching funds. This can include the final project budget and income, as well as justification of in -kind match. 3) Project Acknowledgement Please explain, based on your submitted grant application, how you met the objectives in Question 8 of the grant application. Please submit any relevant information (press release, photo or copy of acknowledgement.) Organization Name: Signature: Contact Name: Email: Contact Phone: Year grant awarded: Submit completed report to: DbqOHE.grants@gmail.com or DbqOHE do Chris Happ Olson 1090 Grove Terrace Dubuque, IA 52001 THE ADVANTAGE C O M P A N I E S cceens osae N4c*c stogy March 4, 2013 City of Dubuque, Planning and Zoning Department Wally Wernimont 50 West 13th Street Dubuque, IA 52001 563 -589 -4210 wwernimo@cityofdubuque.org Project Name: Dubuque City Directory microfilm digitization Project Summary: Digitize Dubuque City Directory microfilm, OCR /index and deliver images on hard drive and website (optional /if no copyright issues) Choose from theifollowing ser`yices & formats: � ,Quantity ,- ?,Unit Price = Extended Price: Digitizing: Dubuque City Directory microfilm 1856 —1861 1863 —1871 1873 —1877 1878 —1885 1886 —1891 1892 —1895 1896 —1899 1898 —1901 1899 —1901 1902 —1903 1904 —1906 1908 —1909 1911 -1913 1915 —1917 1918 -1922 (Written authorization from 51151 required) 15 reels $90.00 $1,350.00 OCR and Index each image Included Image delivery on external hard drive Image delivery on website hosted by Advantage (optional) 1 1 $150.00 $150.00 Included $1,500.00 $0.00 $1,500.00 To accept this bid, please sign below and fax or email back to Ali McLaughlin. 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