HRDP Grant for Digitizing City DirectoriesMasterpiece on the Mississippi
Dubuque
All- America City
II 111!
2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: HRDP Grant - Digitization of Dubuque City Directories from 1856 -1991
DATE: April 26, 2013
Planning Services Manager Laura Carstens is requesting City Council approval of a
resolution authorizing the Mayor to sign the HRDP grant application for the Digitization
of Dubuque City Directories from 1856 -1991.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
duat4A., krt., italy,
Michael C. Van Milligen
MCVM:sv
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
Dubuque
All America Cily
2012
TO: Michael C. Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager 'yC
SUBJECT: HRDP Grant — Digitization of Dubuque City Directories from 1856 -1991
DATE: April 25, 2013
Introduction
This memo transmits a City of Dubuque grant application to the State Historic
Preservation Office for Historic Resource Development Program (HRDP) grant funds for
the Digitization of Dubuque City Directories from 1856 -1991.
Discussion
This project supports the digital preservation and aims to improve accessibility of the
City of Dubuque Directories from 1856 -1991. These directories will be converted to a
searchable, digital format that will be made accessible to the public at the Carnegie
Stout Public Library, Center for Dubuque History at Loras College, the Dubuque County
Historical Society, and via the Internet on the City of Dubuque's Historic Preservation
and Carnegie Stout Public Library web pages. 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.
Budget Impact
The estimated project cost is $4,470. The City's Historic Preservation Commission
received a $1,500 grant from the Old House Enthusiasts (OHE) for digital preservation
of historic City Directories. This OHE grant is be used to leverage the project balance of
$2,970 in HRDP funds. There is no budget impact to the City other than Planning
Services staff time to administer the grants and the project.
Requested Action
I request that the City Council approve the enclosed resolution authorizing the Mayor to
sign the HRDP grant application for the Digitization of Dubuque City Directories from
1856 -1991.
Enclosures
F:IUSERS1Wwernimo \HRDP Grant 20131Staff Memo HRDP Grant App.tloc
Prepared by: Laura Carstens, City Planner Address: City Hall, 50 W. 13th St Telephone: 589 -4210
Return to: Kevin Firnstahl, City Clerk Address: City Hall, 50 W. 13 "" St Telephone: 589 -4121
RESOLUTION NO. 130 -13
RESOLUTION AUTHORIZING HISTORICAL RESOURCE DEVELOPMENT PROGRAM
(HRDP) APPLICATION TO THE STATE HISTORICAL SOCIETY OF IOWA FOR
DIGITIZATION OF DUBUQUE CITY DIRECTORIES.
Whereas, the State Historical Society of Iowa has determined that digitization of city
directories are eligible for Historical Resource Development Program (HRDP) funds; and
Whereas, the digitization of the Dubuque City Directories is a public benefit to the
community for those who would like to trace their ancestry and research the history of their
property.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. That the Mayor is authorized to sign and submit the application to the
State Historical Society of Iowa for HRDP Funds for the Digitization of the Dubuque City
Directories.
Section 2. That the City of Dubuque agrees to abide by all local, state and federal
requirements applicable to the proposed budget.
Passed, approved and adopted this 6th day May, 2013.
Attest:
Kevin . irnstahl, City Cle
F: \USERS \Wwernimo \HRDPGrant 2013 \Resolution
/
Roy D= uol, Mayor
D�
IowaGrants
Page 1 of 12
Application
55560 - Historical Resource Development Program (HRDP) - FY2014 -
Documentary Collections
60468 - Digitization of City of Dubuque Directories into Searchable (OCR) PDFs available on CD and
Website.
Historical Resource Development Program (HRDP)
Status: Editing
Applicant Information
Submitted Date:
Project Officer
AnA User Id WALLY. WERNIMONT @IOWAID
First Name* Wally Charles Wernimont
First Name Middle Name Last Name
Title: Assistant Planner
Email:* wwernimo @cityofdubuque.org
Address:* Planning Services Department
City Hall - 50 W. 13th Street
City* Dubuque Iowa 52001
City State /Province Postal Code /Zip
Phone:* 563 - 589 -4210
Phone Ext.
Program Area Historical Resource Development
of Interest* Program (HRDP)
Fax: 563 - 589 -4210
Cover Sheet - General Information
Organization Information
Organization City of Dubuque
Name:*
Organization City Government
Type:*
Tax ID: 42- 6004596
DUNS: 09- 310 -5302
Organization
www.cityofdubuque.org
Website:
Address: 50 West 13th Street
Dubuque Iowa
City State /Province
Phone: 563 - 589 -4210
Fax: 563 - 589 -4221
52001
Postal Code /Zip
Ext.
Authorized Official
Name*
Title*
Organization*
Address*
City /State /Zip*
Telephone Number*
E -Mail*
Fiscal Officer /Agent
Name*
Title
Laura Carstens
Planning Services Manager
City of Dubuque
50 W. 13th Street
Dubuque
City
563 - 589 -4210
Icarsten@cityofdubuque.org
Ken TeKippe
Finance Director
Iowa 52001
State Zip
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Organization' City of Dubuque
Address* 50 W. 13th Street
CitylStatelZip* Dubuque
City
Telephone Number* 563- 589 -4389
E -Mail* ktekippe @cityofdubuque.org
County(les) Participating,
Involved, or Affected by
this Proposal*
Congressional District(s)
Involved or Affected by this
Proposal*
Iowa Senate District(s)
Involved or Affected by this
Proposal*
Iowa House District(s)
Involved or Affected by this
Proposal'
Dubuque County
1st - Rep. Bruce Braley (D)
Congressional Map
14
District Map
27
District Map
Project Qualification Section
Iowa
State
52001
Zip
This is an application for
the HRDP - Documentary
Collections category.*
Applicant Section
Yes
If yes, please continue. If no, see instructions above.
Name of Applicant* City of Dubuque
Enter legal name of applicant
Type of Applicant* Nonprofit corporation; unit of government, or American Indian tribe
Provide a brief description of the applicant For organizations, include a brief description of mission, primary discipline area, and geographic
area served.
Applicant Profile* Dubuque is a community well known for its natural beauty and, in particular, the
historic architecture that makes up much of the downtown and surrounding
neighborhoods. As Iowa's oldest city, Dubuque has a strong historic preservation
ethic with 5 local historic districts, 9 conservation districts, and 10 City Landmarks.
The City is also fortunate to have 11 NRHP Districts and 45 individually listed
properties.
500 characters or less
Please provide accurate contact information for the person who should be contacted with questions about the grant application and project.
This does not have to be the person authorized to sign the contract
Contact Person Name'
Address 1*
Address 2
CitylStatelZip*
E -Mail Address*
Telephone*
Wally
First Name
City Hall - 50 W. 13th Street
Wernimont
Last Name
Dubuque IA 52001 -4805
City State Zip Code plus four
wwernimo@cityofdubuque.org
563- 589 -4210
daytime
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Project Section
Project Title* Digitization of City of Dubuque Directories into Searchable (OCR) PDFs available
on CD and Website.
Summarize the project for which you are requesting funds. If the project is awarded a grant, this will be used for reports and press releases.
Project Summary*
Ownership Section
This project supports the digital preservation and aims to improve accessibility of
the City of Dubuque Directories from 1856 -1991. These directories will be converted
to searchable (OCR) PDFS that will be made accessible to the public.
300 characters or less
Does the applicant own the
historical resource ?* Yes
If the applicant does not own the historical resource, the following information is required.
Name of Owner
Address 1
Address 2
City /State /Zip
E -Mail Address
Telephone
First Name Last Name
IA
City State Zip Code plus four
daytime
Public Access Section
Does the public have
access to the historical Yes
resource ?*
If yes, how is the historical resource made accessible to the public?
What are your hours of
operation?
The city directories will be made available via the Internet 24 hours a day /365 days
a year (168 hours a week/12 months per year). In addition, they will be available at
the Carnegie Stout Public Library, Center for Dubuque History at Loras College and
the Dubuque County Historical Society.
Provide hours of operation each week and months per year that the resource is open to the public
Is the historical resource
available to view by
appointment when there Yes
are not regular hours for
public access?
Is the historical resource
visible from a public Not Applicable
street?
If no, please answer the following questions:
How do you plan to make
the historical resource
accessible to the public to
meet our guidelines?
Is there a reason that the
historical resource cannot
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IowaGrants Page 4 of 12
be made accessible to the
public?
If yes, please explain:
Great Places Section
Please visit the Great Places website for more information about the program.
Is the project located hi a
community designated as No
an Iowa Great Place? *
If yes, is the project described in the Place's proposal /Memorandum of Understanding with the State of Iowa?
Contract
Please download the attached Contract and complete and sign two copies. Please mail both copies to the State of Iowa Historical
Society when you submit your application.
Please check yes if you've Yes
downloaded your contract*
Project Description
Specifically identify the historical resource and state its significance.*
City Directories are a significant historic resource when researching a historic property or finding information
about past citizens /business of the City of Dubuque. It is a "must use" document when preparing Iowa Site
Inventory Forms, National Register Nominations, Family /Business Histories, etc. or just trying to find where great
grandma and grandpa lived or who lived in your house.
Genealogy About. Com best summarizes the significance of city directories:
For anyone researching ancestors in a city or larger community, standard genealogical resources often fall
short. Newspapers generally mention only the influential, interesting or most newsworthy residents. Land
records offer little help when researching renters. Census records don't tell the stories of individuals who moved
multiple times between census years.
City directories, however, offer an invaluable historical and genealogical resource. City directories offer anyone
conducting family history research in a city or large town a nearly annual census of city residents, as well as a
window into the community in which they lived. Genealogists all know the value of placing an ancestor in a
particular time and place, but city directories can also be used to follow an individual's occupation, place of
employment, and place of residence, as well as potentially identify life events such as marriages and deaths.
Looking beyond the names of your ancestors, city directories also provide invaluable insight into your ancestor's
community, often including sections on neighborhood churches, cemeteries, and hospitals, plus organizations,
clubs, associations, and societies.
Information Often Found in City Directories
• Name and occupation of head of household (often men and female widows; later single employed
females)
• Name of spouse (often in parentheses following name of husband; mid to late 19th century)
• Sometimes the names of children, often only those employed outside the home
• Street name and house number of residence
• Occupation
• Work address (if employed outside the home)
City Directories are a very significant and vital resource that can't be overlooked.
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3500 characters or less
Provide an overview of the activities you will complete.*
The project will involve hiring Advantage Companies to digitized reels of microfilm from 1856 -1991. Advantage
will then Optical Character Recognized (OCR) and index each image. They will then provide the City of
Dubuque with searchable Adobe Acrobat (PDF) documents and provided them on an external hard drive. In
addition to the hard drive, Advantage Companies will host a website where the city directories can be access 24
hours a day /365 days a year. The City of Dubuque will then provide electronic copies of the searchable pdfs to
the Carnegie Stout Public Library, Center for Dubuque History at Loras College and the Dubuque County
Historical Society. The Dubuque Historic Preservation Commission will provide links to the documents on their
website at www. cityofdubuque .org /historicpreservation and the Carnegie Stout Public Library will provide links to
the document on their website at http: / /www.dubuque.lib.ia.us /.
3000 characters or less
How will the proposed actions assist the historical resource ?*
The proposed actions will assist the historical resource by the following:
Help Preserve Original City Directories
Presently, the original bound city directories are available to public at the Carnegie Stout Public Library. The
directories are located in the reference section and may be access at any time when the Library is open.
Because Dubuque is Iowa's oldest city and a point of origin for many families coming into America, they
directories are used quite often (daily). Because of this the directories have been subject to years of wear and
tear. Some of the documents have been written in and in some cases pages have been damaged or removed.
This project could save wear and tear on this resource and help preserve these documents that are over 100
years old.
Help Preserve the Microfilm
The Carnegie Stout Public Library has a comprehensive group of city directories. However, not all of the city
directories are in bound format, some of the directories are only located on microfilm. Overtime, the microfilm
degrades and receives wear and tear by frequent use. A majority of the people accessing the city directories
bypass the use of microfilm in favor of the bound directories for ease of use. The microfilm directories that are
being used are primarily those directories of which there are no hard copies. This project will help preserve the
microfilm of city directories especially those of which there are no hard copies available.
More Accessible to the Public
The digitization of the city directories will make them more accessible to the public. Currently, the directories are
only available during the hours the Carnegie Stout Public Library is open or by appointment at the Center for
Dubuque History at Loras College. The project will allow the documents to accessible via the Internet making
them available 24 hours a day /365 days a year.
Ease of Use
The city directories will be in a searchable (OCR) pdf format. This will allow researchers the ability to use the
"find" function of the pdf to rapidly search an entire directory in a matter of seconds. Most directories had a
section that listed properties by street address and also a section that list names of individuals. If you only had
an address it was easy to find who lived there, however, prior to 1900 the city directories only listed individuals
and did not have a section listed by street address. In order to find who lived at a certain address, you would
have to literally look through every name to find the address. The searchable function of the document will allow
a person to research over a hundred years of a property in a few minutes that normally would have taken hours.
3000 characters or less
How will the project have an impact on the local community?*
The project will impact the community by:
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• Helping preserve their history by digitizing the city directories.
• Providing the documents in a easy to use format.
• Allow City of Dubuque Planning Department (Staff to the Historic Preservation Commission), Carnegie
Stout Public Libary Staff, Center for Dubuque History Staff, Dubuque County Historical Society Staff to
better serve the citizens with their inquires about properties and family histories.
• Reducing the cost of preparation of National Register Nominations, Iowa Site Inventory Forms,
Family /Business Histories, etc. by significantly reducing the amount of time to research the city
directories.
3000 characters or less
Scope of Work
Project Element Provide a brief description of action Timeline for this action step
steps for this project element.
HRDP Grant contract is signed and
Project Begins returned to the City of Dubuque. July 1, 2013
Contractor Contract
Contractor Work
Product Distribution
Final Reimbursement
Digitization Projects
The City of Dubuque signs contract
with Advantage Companies to
convert city directories to a
searchable (OCR) PDF format and July 2 - July 5, 2013
host a website.
Advantage Companies converts the
city directories /microfilm to
searchable (OCR) PDFs and
provides them to the City of
Dubuque on an external hard drive
and hosts a website.
The City of Dubuque distributes
copies of the searchable (OCR)
PDFs to the Carnegie Stout Public
Library, Center for Dubuque History,
Dubuque County Historical Society.
The City of Dubuque provides links
to the searchable (OCR) PDFs on
the Historic Preservation webpage.
The Carnegie Stout Public
Library provides links to the
searchable (OCR) PDFs on their
webpage.
City of Dubuque submits final
request for reimbursement along
with report and copy of final products
to SHPO.
July 5, 2012 - December 5, 2013
December 6 - December 13, 2013
December 2013
Does your project Yes
involve digitization or If your project does not involve digitization or scanning, please skip this section.
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scanning ?`
What standards are
being followed for
digitization?
How will the digital
masters be protected
and preserved?
How have you
provided for long-
term enduring access
to the digital files and
metadata?
Consultants
The microfilm will be scanned at 300 dpi bi- tonal. Images will be cropped and indexed by
location, directory title, date and page number. These will be TIFF files. OCR technology
will be applied. Images are converted into PDF files for viewing."
The files will be stored on the City of Dubuque Server. In addition, the Carnegie Stout
Public Library, Center of Dubuque History and Dubuque County Historical Society will
have electronic files that will be stored in their archives /servers.
The files will be hosted on a website that will be available 24 hours a day/ 365 days a
year. The Planning Services Department will retain the original external hard drive and
place documents on the City of Dubuque Server. In addition to the City, the Carnegie
Stout Public Library, Center for Dubuque History and Dubuque County Historical Society
will have the files saved in their archives.
Possibilities Inctude a combination of refreshing the data, mig
g it to a new environment, and repllcallon.
Consultant Expenses
Contractors
HRDP Grant Request Cash Match
$0.00 $0.00
In -Kind Match State Match
Total Total
$o.00 $o.00 $o.00
Contractor Expenses
$4,470.00
Personnel
HRDP Grant Request Cash Match
$2,970.00 $1,500.00
$2,970.00 $1,500.00
In -Kind Match State Total Match
Total
$0.00 $2,970.00 $1,500.00
$0.00 $2,970.00 $1,500.00
Personnel Expenses
Materials /Supplies
HRDP Grant Request Cash Match
$o.00 $o.00
In -Kind Match State Match
Total Total
$o.00 $0.00 $o.00
Materials /Supplies
Expenses
Equipment
HRDP Grant Request Cash Match
$0.00 $0.00
In -Kind Match State Match
Total Total
$0.00 $0.00 $o.00
Equipment Expenses
Other
HRDP Grant Request Cash Match
$o.00 $0.00
In -Kind Match State Match
Total Total
$0.00 $o.00 $o.00
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IowaGrants
Other Expenses
Totals
HROP Grant Request Cash Match
In -Kind Match State Match
Total Total
$0.00 $0.00 $0.00 $0.00 $0.00
State Grant Total $2,970.00
Cash Match Total $1,500.00
In -Kind Match Total $0.00
Total Project Cost $4,470.00
Budget Explanation
Budget Explanation*
The contractor's expenses are based on a quote received from Advantage Companies to digitized the city
directories.
48 reels at $90 /reel = $4,320
OCR and Index each image = Included
Image delivery on external hard drive 1 @ 150.00 = 150.00
Image delivery on website hosted by Advantage = Included
Total Project Cost = $4470
3000 characters or less
Photographs
Page 8 of 12
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IowaGrants
Gy'> 5tral
", M. 11k1 YVK
pii.FRCP_' _ 1
1!itttttltC'3 +511tkt'ti'.
t
This a photograph of the 1918 Dubuque City Directory. It shows the condition (wear and tear)of the city
directories.
Page 9 of 12
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IowaGrants
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This is a example of several pages located out of multiple city directories. This page is from the 1927 City
Directory.
Other Attachments
File Name Description
Advantage
Quote.pdf
(287 KB)
W -9 TIN.pdf
(175 KB)
File
Size
This is the quote the City of Dubuque received from Advantage Companies (Preservation) to convert the city
directories to searchable (OCR) PDFS. Advantage Preservation focuses exclusively on historical document
preservation. Documents including historical newspaper collections, genealogy books and church records are carefully 287
microfilmed for 500 -year preservation and/ or digitally reproduced for easy access to content that was previously KB
inaccessible or at risk. They work closely with publishers and libraries to protect and extend the lifespan of historical
documents. They are local company located in Cedar Rapids, Iowa.
This is a copy of the W -9 TIN Form.
175
KB
Page 10 of 12
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Minority Impact Statement
Question # 1
1. The proposed
grant programs or
policies could have a
disproportionate or No
unique POSITIVE
IMPACT on minority
persons. *
If YES, describe the
positive impact
expected from this
project
Indicate the group(s)
positively impacted.
Question # 2
2. The proposed
grant project
programs or policies
could have a
disproportionate or
unique NEGATIVE
IMPACT on minority
persons.*
If YES, describe the
negative impact
expected from this
project.
If YES, present the
rationale for the
existence of the
proposed program or
policy.
If YES, provide
evidence of
consultation with
representatives of the
minority groups
impacted.
Indicate the group(s)
negatively impacted.
Question # 3
3. The proposed
grant project
programs or policies
are NOT EXPECTED
TO HAVE A
DISPROPORTIONATE
OR UNIQUE IMPACT
on minority persons.
If YES, present the
rationale for
determining no
impact.
Certification
I hereby certify that
the information on
this form is complete
and accurate, to the
best of my
No
Yes
The project is to digitize the City of Dubuque Directories. There is not a direct economic
or social benefits anticipated for minority persons. The project will benefit all persons
regardles of race, ethnic, etc. backgrounds.
Yes
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knowledge.*
Name of Person
Submitting
Certification. *
Title of Person
Submitting
Certification*
Wally Wernimont
Assistant Planner
W9 TIN Certification
Name (as shown on
your income tax City of Dubuque
return)
Business name, if
different from above
Check appropriate box:
Individual /Sole
proprietor
Corporation
Partnership
Limited liability
company
Other Yes
Exempt payee
Address (number,
street, and apt. or
suite no.)
City
List account number
(s) here (optional)
Requester's name
and address
(optional)
Enter the tax classification (e= disregarded entity, C= corporation, P= partnership)
City Hall - 50 W. 13th Street
Dubuque
Iowa
State
52001
Zip
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ADVANTAGE
C O M P A N I E S a a'aa,yiaga
April 25, 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 (if no copyright issues)
Choose from the following services : &,formats:
Digitizing: Dubuque City Directory microfilm (Written
authorization from SHSI required)
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
1923
1925 —1927
1929 —1934
1937 —1939
1941 -1942
1945 —1948
1952 —1954
1955
1957
1958
1959
1960
1961
Quantity ; Unit -Price Extended, Price
48 reels
$90.00
Page 1 of 2
To accept this bid, please sign below and fax or email back to Ali McLaughlin.
Roy D. Buol, Mayor
Print
May 6, 2013
Date
Advantage Companies
Ali McLaughlin - Account Manager
1035 33rd Ave. SW
Cedar Rapids, IA 52404
Phone: 319 - 363 -5266 x 150
Fax: 319-362-1563
ali.mclaughlin @advantage - companies.com
Page 2 of 2
1962
1963
1964
1966 —1967
1968 —1969
1970 -1971
1972 —1973
1974 —1975
1976 —1977
1978 —1979
1980 —1981
1983
1984
1985
1986
1987
1988
1989
1990
1991
OCR and Index each image
Included
Image delivery on existing external hard drive
Image delivery on website hosted by Advantage
1
1
$150.00
$150.00
Included
Subtotal
$4,470.00
Shipping /Handling
$0.00
Estimate
$4,470.00
To accept this bid, please sign below and fax or email back to Ali McLaughlin.
Roy D. Buol, Mayor
Print
May 6, 2013
Date
Advantage Companies
Ali McLaughlin - Account Manager
1035 33rd Ave. SW
Cedar Rapids, IA 52404
Phone: 319 - 363 -5266 x 150
Fax: 319-362-1563
ali.mclaughlin @advantage - companies.com
Page 2 of 2
HISTORICAL RESOURCE DEVELOPMENT PROGRAM
STATE HISTORICAL SOCIETY OF IOWA
GRANT PROJECT
FUNDED THROUGH THE RESOURCE ENHANCEMENT AND PROTECTION PROGRAM ACT
Contract Number:
Agency:
Grant Recipient:
Grant Amount:
Effective Dates:
[Number to be assigned by State].
STATE HISTORICAL SOCIETY OF IOWA
City of Dubuque
$ $2s7o.00
JULY 1, 2013 - NOVEMBER 30, 2015
IDENTIFICATION OF PARTIES (Article 1.0)
• This contract is entered into by and between the State Historical Society of Iowa
(hereafter referred to as "State" or "SHSI ") and CityofDubuque (hereafter referred
to as "Grantee ").
• The SHSI Public Trust administrator or designee is the State official designated to
execute any changes in the terms or conditions specified in this contract.
• The Grant Director is designated to execute any changes in the terms or
conditions specified in this contract, on behalf of the Grantee.
• "HRDP" means Historical Resource Development Program as defined in Iowa Code Chapter
303.16, and Iowa Administrative Code [223] Chapter 49.
STATEMENT OF PURPOSE (Article 2.0)
• The purpose of the Historical Resource Development Program is to provide grants to
preserve, conserve, interpret, educate the public about and enhance the historical
resources of the state.
• SHSI has been designated by the Iowa General Assembly to administer REAP /HRDP, and the
grantee has been approved for funding.
CONTRACTUAL REQUIREMENTS (Article 3.0)
• REAP /HRDP monies are to be expended according to Iowa Administrative Code [223]
Chapter 49 and FY2014 grant guidelines (version published January 2013).
• The Grantee must:
• Give preference to Iowans and Iowa products and services in carrying out this
grant.
• Refrain from using REAP /HRDP funds to influence legislation or for any lobbying
function.
• Follow all local, state, and federal laws 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. These laws include, but are not limited to, Title VI and VII of the
Civil Rights Act of 1964, as amended, and the Rehabilitation Act of 1973, as
amended.
• Comply with applicable Americans with Disabilities Act (ADA) provisions. ADA is
a civil rights law that prohibits discrimination on the basis of physical or
mental impairment (the definition of disability). The project must comply with
ADA, unless (1) the property is a religious entity, a private club or private
residence and not used as a place of public accommodation; (2) the property is
an owner- occupied bed- and - breakfast with five or fewer rooms; or (3) the repair
work is something like reroofing, masonry repointing, painting or wallpapering,
or changes to mechanical and electrical systems that do not affect the usability
of the property. If you can make minor adjustments in your project that would
eliminate barriers in a way that meets the Secretary of the Interior's Standards
and Guidelines for Archeology and Historic Preservation, you should do so. If
your proposed work is an alteration that affects the "primary function area" of
your property, ADA accessibility standards also apply to the path from
accessible parking to and through an entrance. Building owners are not required
to spend more than 20% of the total cost of altering the primary function area
to make the path of travel to that area accessible. (There are also alternative
requirements for those historic properties that cannot be made accessible
without threatening or destroying their significance. Contact the State
Historical Society if you believe this is your situation.)
• Consult with the State Historical Society if your project involves any
disturbance of the ground including, but not limited to, moving in any large
equipment or uprooting plants. After you have consulted with the State
Historical Society and the Society has given written permission for you to
proceed, make sure that any excavation work at your project is carefully
observed by you or your contractors. If, during construction, the project work
uncovers an item or items which might be of archaeological, historical, or
architectural interest - -or if important new archaeological, historical, or
architectural data come to light in the project area, you must stop work
immediately and notify the State Historical Society. Make reasonable efforts to
avoid or minimize harm to the materials until the significance of the discovery
can be determined by a professionally- qualified archaeologist. Contact the
State Historical Society with any questions and for instructions.
• Include the following statement in any printed lists of contributors, and in any
promotions, publicity, or advertising:
"This project is supported in part by the State Historical
Society of Iowa, Historical Resource Development Program."
• Post signs provided by the State in a conspicuous place at the
project area where grant funds are used. The sign must remain in
place for no less than 36 months after the contract has been
completed.
• Write your state legislators within thirty (30) days of receiving your signed
contract to tell them about the project. Copies of the letters must be sent to
Grants Manager, State Historical Society of Iowa, 600 East Locust Street, Des
Moines, Iowa 50319 -0290.
FINANCIAL RECORDS
• Retain all financial records, reporting documents, and all other records
pertinent to the HRDP program for a period of three calendar years beyond the
end of the grant contract.
• Provide, at no charge, and make accessible to the State and to the State
Auditor's office, all books, documents, account information, facilities, or
other property belonging to or in use by the Grantee concerning the receipt of
funds under this program.
COPYRIGHT
• Choose to copyright any books, publications, films, or other material developed
because of grant activities, unless otherwise specified in the award notice or
scope of work. The State reserves the right to borrow or use, without payment
of a royalty fee, any materials developed through grant projects.
PROFESSIONAL STANDARDS
• Comply with all applicable federal and state laws, regulations, guidelines, and
technical standards, including nationally accepted documentary collection and
museum standards and the most current edition of the Secretary of the Interior's
Standards and Guidelines for Archeology and Historic Preservation.
• If your project includes work on real property that is listed on or eligible for
the National Register of Historic Places, you must include the following clause
in all construction contracts and project specifications:
"A11 work on this project will be done in accordance with the recommended
practices as stated in the most current edition of The Secretary of the
Interior's Standards for Rehabilitation and Guidelines for Rehabilitating
Historic Buildings."
SCOPE OF WORK AND BUDGET
• Follow the Scope of Work and Budget as presented in the Grant Application and as
approved by the State Historical Society of Iowa.
DAMAGES
• Hold the State harmless from damages in any action arising from the performance
of work described in this contract.
PHOTOGRAPHS
• Provide photographs of the project work. Photographs must be taken at the
beginning of the project, at various stages during work, and at the project's
conclusion to document the nature of the work. Good quality, original,
photographs should be mounted or printed on 84" x 11" paper. If digital
photographs are submitted, please include a CD or DVD containing the images, as
well as the printed copies. Along with the final report and request for
reimbursement, the Grantee must provide at least five (5) color photographs of
the project from its beginning to its end.
FINDING OF NON - COMPLIANCE (Article 4.0)
• The State may, for cause, find that the Grantee is not in compliance with the
requirements of the HRDP program or the terms of this contract pursuant to Iowa Code
303.16, Iowa Administrative Code [223] Chapter 49, and published grant guidelines. At
the State's discretion, remedies for non - compliance include suspension or return of
HRDP grant funds.
CANCELLATION DUE TO NON - APPROPRIATION (Article 5.0)
• If funds anticipated for the continued fulfillment of this contract are at any time
cancelled or insufficient either through the failure of the State of Iowa to
appropriate funds, or through discontinuance or material alteration of the program for
which funds were provided, the State shall have the right to cancel this contract
without penalty by giving written notice of not less than thirty (30) days documenting
the lack of funding, discontinuance or program alteration. In the event of
termination of this contract due to non - appropriation, discontinuance, or program
alteration, the exclusive, sole, and complete remedy of the Grantee shall be payment
for services rendered prior to the termination.
PAYMENT (Article 6.0)
• The State will issue a payment for fifty percent (50 %) of the grant at the time of
award.
• At the conclusion of the project, the grantee must submit documentation of all project
work and all expenditures to the State. Upon approval of all project work and all
documentation, the State will provide final payment of grant funds. The grantee's
request for reimbursement must be submitted with documentation proving project
completion, documentation of expenditure of grant funds, and documentation of cash and
in -kind match, as outlined in the contract budget.
® The final report provided by the Grantee must include photographs of work completed
and an explanation of how the work meets the standards established in the museum,
historic preservation, or documentary collections category. The final report must be
submitted on -line at www.iowagrants.gov, and must include all information and
documentation as outlined on the form.
CHANGES IN OWNERSHIP (Article 7.0)
® If a change of ownership of real property occurs within 24 months after the completion
of the grant, the entire amount of the grant shall be returned to the State.
® If a change of ownership occurs within 25 to 60 months after the completion of the
grant, fifty (50) percent of the grant shall be returned to the State.
® If the Grantee is a government unit or a non - profit organization, the sale of property
is exempt from payback provisions when the sale places the property on tax rolls..
® In the event of death of an individual owner, this provision shall not apply.
TIME OF PERFORMANCE (Article 7.0)
® All claims for HRDP funds shall be received by November 30, 2015.
SIGNATURES
• Grant Applicants must sign and date two copies of this document as part of the
REAP /HRDP FY2014 grant application process. This document becomes a legally- binding
contract upon signature by the State Historical Society of Iowa's authorized
representative.
For the Grantee:
Signaturof Grant Applicant's Legally Authorized Representative
Mayor Roy D. Buol
Typed Name and Title of Above Representative
05/06/2013
Date Signed by Grantee
For the State:
Sarabeth Anderson, Administrator,
State Historical Society of Iowa
Date Signed by State