Humanities Iowa Grant - Handan Photo ExhibitTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Humanities Iowa Grant for Sister City Exhibit
DATE: May 14, 2014
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
City Clerk Kevin Firnstahl recommends City Council approval of the submission of a
Humanities Iowa mini grant application in the amount of $3,000 for the Handan, China,
Sister City photo display. The total project cost is calculated at $9,200.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
IA/1144 ,,,,„
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Kevin Firnstahl, City Clerk
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Kevin Firnstahl, City Clerk
DATE: May 13, 2014
SUBJECT: Humanities Iowa Grant for Sister City Exhibit
Dubuque
All -America City
1
111 r
2007 • 2012 • 2013
PURPOSE
The purpose of this memo is to request approval of the Humanities Iowa mini grant
application for the Handan, China, Sister City photo display.
DISCUSSION
The cities of Dubuque and Handan, Hebei Province, China, have been sister cities
since 1995. In recognition of the State of Iowa's 30 -year sister state relationship with
Hebei, the City of Handan in 2013 presented a set of 102 professional photographs as a
gift to Dubuque. These photographs, most of which are in full color, range in size from
16 X 24 inches to 24 X 36 inches. They depict daily life in Handan and the surrounding
villages, scenes of school and family activities, festivals and factories, and the historical
sites and scenic vistas for which Handan is famous.
The Sister City Relationships Advisory Commission proposes to mount and exhibit
these photographs in partnership with public libraries, colleges, and galleries that can
provide space to exhibit 20-50 photographs, and host a public discussion of the
photographs and Iowa's relationship with China.The Carnegie -Stout Public Library in
Dubuque will assist in arranging venues and speakers, as will the Dubuque -area
colleges and universities. Printed explanatory information will accompany the photo
exhibit and The Sister City Commission will coordinate the project.
The total project cost is calculated at $9,200. The Humanities Iowa grant maximum
award is $3,000 with the remaining amount calculated as in-kind supplies and salaries.
ACTION TO BE TAKEN
The requested is for the City Council to approve the submission of the grant application
to Humanities Iowa and authorize the City Manager signature.
e
m m MINI GRANT APPLICATION
s Humanities Iowa
trIbld ' ,
100 Main Library Rm 4039
Iowa City, Iowa 52242-1420
o n n e , (319) 335-4153 [voice] • (319) 335-4154 [fax]
info@humanitiesiowa.org [e-mail] • www.humanitiesiowa.org [website]
The goal of this flexible program is to provide small matching grants, up to $3,000, for public programs in the
humanities. Applications are accepted and reviewed on a rolling basis but your application must reach us at
least four weeks before your project activities are scheduled to begin.
There are four parts to a complete application:
• The Cover Sheet (see attached) provides information for our records on the project. It consists of your
project's title, contact information for yourself and the sponsoring institution that will act as fiscal agent to
receive the funds and maintain records on the grant, a short summary of the project, and the amount
you are requesting.
Regarding the DUNS number, this nine -digit number is assigned by Dun & Bradstreet, as part of the
Data Universal Numbering System, to all organizations that may become federal grantees or
contractors. An organization does not need a DUNS number to apply for a Humanities Iowa grant, but if
you are awarded a grant, you will need to obtain one. This process is free and relatively simple, and our
staff will be happy to help you with it.
• The Budget Form (see attached) and Budget Narrative, where your grant request expenses will be
itemized into categories and show how grant funds will be matched by cash or in-kind contributions. The
budget narrative is a separate sheet that gives details explaining more precisely how you propose to
spend both grant and matching funds. The total cost share for the project (combination of cash
contribution and in-kind contribution) must at least equal the amount you are requesting from
Humanities Iowa. In other words, the grant may cover no more than half the total cost of a project.
Cash Contribution includes cash provided by third parties as well as all contributions made by the
applicant organization to the project. Anything the applicant organization contributes, including salary for
people working on the project, purchase of supplies, space to carry out project activities, and services
related to the project, should be included. If it is difficult to determine exact costs, the applicant should
indicate in the budget narrative that costs are estimated.
In-kind Contribution is the dollar value of services, goods and space contributed to the project by third
parties only. For example, if a consultant or speaker waives his or her normal fee, it may be reflected as
an in-kind contribution, provided that the contribution is adequately documented. In-kind contributions
must be itemized in the budget along with cash contributions to arrive at the project's total cost.
• The Project Narrative — This is where you tell us what you are planning to do. Simply write a letter
explaining the project, what will happen, who will do what, who the audience and participants will be, and
why you need the funding. The letter does not need to be lengthy (1-3 pages), but it should contain
enough detail to explain the project and its components, including who the humanities scholar will be
and your plans for publicity.
• The Agreement and Certifications Form (see attached). This certifies that you are eligible to receive
funding from National Endowment for the Humanities and Humanities Iowa. Have the organization's
authorized representative sign the form and attach it to your completed application.
Applicants are encouraged to consult with grants staff by email or telephone. For additional information on
this or other funding opportunities, go to our web site at www.humanitiesiowa.org.
Tim Johnson
Grants / Administration
Email: tim-johnson@uiowa.edu
Phone: (319) 335-4149
HUMANITIES IOWA MINI GRANT APPLICATION COVER SHEET
Application submission date:
Applicant organization:
Address:
City State ZIP:
Phone:
4/20/2014
City of Dubuque (Sister City Relationships Advisory Commission)
50 West 13th St.
Dubuque, IA 52001
563-589-4121
Applicant organization's authorizing official (executive director, board president, etc.)
Name: Michael C. Van Milligen Title: City Manager
Address (if different from above):
City State ZIP:
Phone: 563-589-4121 Email: ctymgr@cityofdubuque.org
You will need to provide a DUNS number for your organization if you are awarded a grant.
However, a DUNS number is not necessary for your application to be considered.
Project director name: Kevin Firnstahl, City Clerk
Address (if different from above):
City State ZIP:
Phone: 563-589-4121 Email: kfirnsta@cityofdubuque.org
Project title: A Picture is Worth a Thousand Words - Photos of Ancient & Modern Handan, China
Project Summary (brief paragraph describing the project):
The cities of Dubuque and Handan, Hebei Province, China, have been sister cities since 1995. In recognition of the State of Iowa's 30 -year
sister state relationship with Hebei, the City of Handan in 2013 presented a set of 102 professional photographs as a gift to Dubuque.
These photographs, most of which are in full color, range in size from 16 X 24 inches to 24 X 36 inches. They depict daily life in Handan
and the surrounding villages, scenes of school and family activities, festivals and factories, and the historical sites and scenic vistas for
which Handan is famous. We propose to mount and exhibit these photographs first in East Iowa, and later, if funding can be obtained,
throughout the entire state. Venues will be public libraries, colleges, and galleries that can provide space to exhibit 20-50 photographs, and
host a public discussion of the photographs and Iowa's relationship with China.The Carnegie -Stout Public Library in Dubuque will assist in
arranging venues and speakers, as will the Dubuque -area colleges and universities. The Sister City Commission will coordinate the
project.
DUNS number: 093105302
*** PLEASE ATTACH PROJECT NARRATIVE ***
Date you plan to begin making expenditures for project activities:
Date you plan to finish making expenditures for project activities:
Anticipated audience (the total number of people expected to participate in all activities):
List U.S. Congressional District(s) where project activities will occur:
9/1/2014
12/1/2014
2000
1&2
Dates, times, locations of public programs for which you seek funds (use separate sheet if necessary):
Date
9/2014-12/2014
Time
Varies per exhibit
site. Please see
Project Narrative
City/County
Various Eastern Iowa Counties.
Please See Project Narrative
Location/Facility
Will vary by county/city.
Please See Project Narrative
Operating budget of applicant organization (total annual expenditures):
Project budget
Total grant funds requested from Humanities Iowa:
Total cash and in-kind cost share (see Budget Form):
Total project cost (grant funds + cost share):
5,000
Signature of applicant organization's authorizing official: Date:
3,000
6,200
9,200
HUMANITIES IOWA MINI -GRANT BUDGET FORM
Income you will use to match grant funds
Cash Contribution (equals column B below)
Will admission or registration fee will be charged? Yes❑ No®
Fee per person $00
1. If yes, estimated total of admission or registration fees $ 00
2. Cash contributions from other sources—Private, Corporate or Government
List donor's name and whether contribution is projected (P) or confirmed (C).
Attach separate sheet if necessary.
3. Cash from applicant's own funds (everything paid for by organization's operating budget) $ 300
$ 1450
$ 4450
Total Cash (from 1, 2 and 3 above—equals total of column B below)
In -Kind Contributions from third parties (equals total of column C below)
TOTAL MATCH – Cash and In-kind (must be greater than or equal to total grant request) $ 6200
Expenses
Funds From HI II Project Cost-Sharin
*****Attach detailed budget narrative***
A. GRANT REQUEST
B. Applicant contributions and
cash from 3rd parties
C. In-kind contributions
from 3rd parties
1. Salaries & Fringe (please
list in budget narrative)
NIA
a. 1,000
b. 450
2. Honoraria (please list in
budget narrative)
00
3. Supplies & Equipment
1700
4. Telephone
5. Postage
6. Travel Costs
$.40/mile, $85 meals & lodging
per day
400
00
a. 400
b. 400
7. Printing/Duplicating
600
8. Promotion/Publicity
300
9. Facilities
00
00
2000
10. Other (please list in budget
narrative)
300
1650
TOTALS
3000
1750
4450
*****Attach detailed budget narrative***
HUMANITIES IOWA
AGREEMENT AND CERTIFICATIONS
Sign and attach to application
Certifications: The applicant organization certifies that it will comply with all federal, state and local
statutes forbidding the exclusion of participants in the project on the basis of race, color, national origin,
disability, gender, sexual orientation or age. Furthermore, the applicant organization certifies that
disabled persons will not be subjected to discrimination in the form of architectural, transportation and
communication barriers.
The applicant organization certifies that accounts and supporting documentation are within generally
accepted accounting principles and will be adequate to permit an accurate and expeditious audit.
The applicant organization certifies that it is not delinquent in the repayment of any federal debt, and
that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any federal department or agency. Where the
applicant organization is unable to certify to any of the statements in the certification, an explanation will
be attached to this Agreement and Certifications form.
AGREEMENT: It is understood that funds granted as a result of this request are to be used for the
purposes set forth in the enclosed application. The undersigned agrees that the conduct of this project
will be in compliance with the grant provisions and relevant policies of the National Endowment for the
Humanities and Humanities Iowa.
Applicant Organization: City of Dubuque, Iowa (Sister City Relationships Advisory Commission)
Project Title: A Picture is Worth a Thousand Words - Photos of Ancient & Modern Handan, China
Signature of Authorized Representative of Applicant Organization Date
%Y
Notice: All information disclosed in this application, except for the budget explanation, will be available
for scrutiny by any member of the public.
HANDAN PHOTO EXHIBIT
A Picture is Worth a Thousand Words
PROJECT NARRATIVE
In 1983, as the People's Republic of China was opening to the West, Iowa Governor Robert Ray and his
successor, Governor Terry Branstad, extended Iowa's hand of friendship to China and her people. Iowa
was the first foreign entity to become a sister state with Hebei Province, a fact which has never been
forgotten in China. The Iowa -Hebei link led to Dubuque becoming a sister city with Handan, one of
Hebei's ancient cultural centers. Dubuque's successful experience with Handan led, in turn, to other
sister city partnerships in Russia and Austria, as well as to participation in the International City/County
Management Association's International Professional Fellows program. As a result Dubuque has hosted
dignitaries from Austria, Russian, Canada, China, Australia, New Zealand and Timor-Leste.
One of the first official groups to visit Iowa from Hebei was led by a young official named Xi Jinping. The
hospitality he received in 1985 made a deep impression on Mr. Xi, who returned to Iowa in 2012 to visit
his old friends just months before his elevation to the presidency of China. His visit was widely reported
by the Chinese media, and his personal relationship with our state brought added attention to Iowa's
celebration of our 30 years of friendship in 2013. The mayor of Handan visited Dubuque during Iowa's
30th anniversary celebrations and presented our city with a set of 102 professional photographs
depicting all facets of daily life in Handan. The Sister City Relationships Advisory Commission proposed
that Dubuque should share this cultural treasure with as wide an audience as possible.
Because the Commission's budget is limited to expenses associated with hosting visiting delegations and
other sister city exchanges, we know that we would need to secure additional funding in order to
accomplish this project. In the late 1990s, Humanities Iowa assisted Iowa Sister States with a similar
photographic exhibit which opened in Dubuque and then toured 13 Iowa cities across the state.
Humanities Iowa provided the funding for mounting and transporting the photographs, and for
preparing and printing brochures for distribution to the public. Iowa Sister States provided speakers,
and the Iowa Arts Council and other arts associations helped arrange venues. The success of that earlier
project has led us to submit this application for a $3000 Mini -grant to help fund an Eastern Iowa tour of
the Handan photographs. We hope that Humanities Iowa will join with Dubuque to bring this new
project to life. In 2006, sustainability became the number one priority for the city of Dubuque. Our
sustainability program rests upon three defining pillars, one of which is Social/Cultural Vibrancy. The
proposed traveling Handan Photo Exhibit is aligned with our mission to create socially and culturally
vibrant communities while also supporting the 30+ years of relationship Iowa has built with China.
The Project Director will be Kevin Firnstahl, Dubuque City Clerk and Secretary of the Dubuque Sister City
Relationships Advisory Commission. The Project Administrator will be Richard Landis, Chair of the
Dubuque Sister City Relationships Advisory Commission and member of the Iowa Sister States Hebei
Committee.
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We propose to exhibit in the following Eastern Iowa counties, arranged in four geographical groupings:
Group 1 - Allamakee, Winneshieck, Clayton, & Fayette;
Group 2 - Dubuque, Delaware, Buchanan, Jackson, Jones, & Linn;
Group 3 - Clinton, Cedar (the Herbert Hoover Library), Johnson, Scott, & Muscatine;
Group 4 - Louisa, Washington, Des Moines, Henry, & Lee.
These counties contain a mix of large and small communities, and are home to a number of colleges and
universities, public libraries, museums, and galleries. These facilities are the cornerstones for educating
citizens on the value of cultural exchanges and the richness of diversity. They are have the greatest
experience in dealing with the care that comes from having an exhibit. The Dubuque Carnegie -Stout
Library will assist us in working with the libraries, and Dubuque's colleges and universities will help us
liaison with their sister institutions. After this initial round of exhibits is concluded, and depending on
the availability of funding, we hope to repeat the exhibits in central and western Iowa. The photographs
will then be placed on permanent display in Dubuque, where they will be made available to area schools
and civic organizations.
The 102 Handan photographs will be grouped into four sets of approximately 25 prints apiece, with one
set for each of the four geographical areas outlined above. Similar to the exhibit exchange in the 90's,
partner communities and institutions will be asked to host an exhibit for 2-3 weeks, and to arrange a
public presentation with a speaker provided by our commission. The host communities will hang and
take down the exhibits, and transport the photographs to their next venue. The exhibition schedule and
speakers' roster will be finalized during this school year so that exhibitions can start in the late summer
of 2014 and be completed by Thanksgiving. This will hopefully ensure that attendance will not be
adversely affected by winter weather. Upon completion of the touring portion of the exhibit, our intent
to find a permanent place for this exhibit in Dubuque to continue to raise awareness of Iowa's, and
Dubuque's, long history with China. Dubuque has many gallery venues and public access space in which
to accommodate some of all of these images.
Our guiding principle for mounting the photographs will be convenience for the host organizations and
ease -of -understanding for visitors of all ages and backgrounds. Each photograph will be professionally
mounted on quarter -inch foam board. The mountings will include the English and Chinese titles of each
photo and the photographers' credits. In addition, selected photographs will have detailed explanatory
materials incorporated into the mountings. The photographs will be numbered by subject matter so
that they can be displayed systematically. The organizing committee will also provide brochures for the
public and press releases for local media, and we will invite the Chinese print and TV media bureaus in
Chicago and Washington to cover the exhibitions.
We believe that this series of exhibits will afford Iowans a rare opportunity to appreciate the scenic
beauty and 4000 -year history of Handan, while gaining insight into the day-to-day lives of people in one
of China's rapidly -developing cities.
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HANDAN PHOTO EXHIBIT
A Picture is Worth a Thousand Words
DETAILED BUDGET NARRATIVE
FUNDS FROM HI:
A. Grant Request
Line 2: Honoraria. We expect to provide speakers at no cost through Iowa Sister States' Hebei
Committee, private colleges, and public universities.
Line 3: Supplies & Equipment: Supplies will consist of foam board frames for 82 photographs. The
photographers' credits will be included as part of each frame; in addition, approximately twenty-five
selected frames will contain historical, architectural, or cultural information to help viewers better
appreciate and understand the photographs. Equipment will be the responsibility of each venue.
Line 6: Travel Costs: All venues are in eastern Iowa, so overnight lodging for speakers will not be
necessary. Mileage reimburse for speakers is based on an estimate of the roundtrip distance to each
county seat from the nearest state or private university.
Line 7: Printing/Duplicating: One hundred brochures will be provided to each of the twenty venues, for a
total of 2000 pieces. These may be reproduced by host venues as needed.
Line 8: Promotion/Publicity: Posters will be provided to the exhibiting cities for distribution to local
libraries, schools, colleges, and similar locations.
PROJECT COST-SHARING
B. Applicant contributions and cash from third parties
Line 1 (a): Project logistical coordinator will be Sister City Commission Chairperson Richard Landis. Salary
contribution @ 2 hours per venue: $1,000.
(b): Project Director/Administrator will be Kevin Firnstahl, Dubuque City Clerk. Salary contribution:
10 hrs. @$45/hr.: $450.
Line 10: The Dubuque Sister City Commission spent $300 to mount 20 photographs for display during
the Mayor of Handan's October visit to Dubuque.
C. In-kind contributions from 3rd parties
Line 6: Item (a): We will expect each host venue to provide a meal for their speaker at an estimated cost
of $20 per venue, for a total of $400.
Item (b): Each host venue will transport their exhibit to the next site. The total mileage for
transportation between the 20 exhibit venues is estimated at $400.
Line 9: Facilities: The exhibition is expected to remain at each of the 20 venues in eastern Iowa for
approximately two weeks. We conservatively estimate the value of their exhibition space, staff time for
set-up and take-down, and related expenses, at $100 per site, which totals $2000 for 20 sites.
Line 10: The City of Handan spent an estimated $1,650 to acquire the photographs.
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