HomeMy WebLinkAboutRES2024-014 Travel Exhibition Grant Sponsored
OF SEWARD,ALASKA by: Sorensen
RESOLUTION 2024-014
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,ACCEPTING THE PROGRAM STIPEND IN THE AMOUNT OF
$3000.00 FROM THE AMERICAN LIBRARY ASSOCIATION (ALA) AND
THE UNITED STATES HOLOCAUST MEMORIAL MUSEUM (USHMM)
TO HOST THE AMERICANS AND HOLOCAUST TRAVELING
EXHIBITION AND APPROPRIATING FUNDS
WHEREAS, Seward Community Library & Museum was invited to apply to host the
traveling exhibition by the American Library Association(ALA); and
WHEREAS,Seward Community Library&Museum has been chosen one(1)of fifty(50)
libraries selected through a competitive application and grant process and is honored to host this
national traveling exhibit; and
WHEREAS, Seward Community Library & Museum has collaborated during the
application and grant process with the Qutekcak Tribe and Seward High School to provide four
(4) public program events related to this exhibition as requirements of the host site; and
WHEREAS, an in person 2-day orientation workshop is required of the project director,
held at the United Sates Holocaust Memorial Museum in Washington, DC on May 15-16, 2024;
and
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA,that:
Section 1. The City Council hereby authorizes Sue Drover, Deputy Director Library &
Museum to proceed with the grant acceptance process and be designated Project Director for the
Traveling Exhibition and further authorizes the attendance of the 2-day orientation workshop on
May 15 & 16, 2024 in Washington, DC as outlined in the local project administration guidelines
Section 2. The City Council will accept and appropriate grant funds from ALA and
USHMM not to exceed $3,000, designate as programming allowance and follow expenditure
guidelines
Section 3.This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 26th
day of February 2024.
THE CITY OF SEWARD,ALASKA
aLik-Walit_re
Sue McClure, Mayor
CITY OF SEWARD,ALASKA
RESOLUTION 2024-014
Page 2 of 2
AYES: Osenga, Finch, Barnwell, Crites, Calhoon,Wells, McClure
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
y.77;
Kris Peck
City Clerk
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City Council Agenda Statement
Meeting Date: February 26, 2024
To: City Council
Through: Kat Sorensen, City Manager
From: Sue Drover, Library & Museum Deputy Director
Subject: Resolution 2024-014: Accepting The Program Stipend In The Amount Of
$3000.00 From The American Library Association (ALA) And The United
States Holocaust Memorial Museum (USHMM) To Host The Americans And
Holocaust Traveling Exhibition And Appropriating Funds
Background and justification:
Seward Community Library & Museum was invited to apply to host the Americans and Holocaust traveling
exhibition. The Seward Library & Museum has been chosen, one (1) of fifty (50) libraries to be selected
through a competitive application and grant process. It is an honor to host this national traveling exhibit.
Part of the application and grant process was to collaborate and host four (4) public programs events related
to this exhibit as a requirement for the host site. Collaboration was done with Qutekcak Tribe and Seward
High School prior to the submission.
There is an in-person 2-day orientation workshop for the project director. To be held at United States
Holocaust Memorial Museum in Washington Dc on May 15-16, 2024.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan: 2.2.5 Education-Support the efforts of all educational organizations and
government agencies, including the Seward Community Library and Museum to
provide educational opportunities that incorporate community resources into
education programs
Strategic Plan: Encourage Cultural Activities, Expand Library Services, and Develop Additional
Recreational Facilities
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 3,000.00
This legislation ():
Creates revenue in the amount of: $ 3,000.00
Creates expenditure in amount of: $
Creates a savings in the amount of: $
Has no fiscal impact
Funds are ():
Budgeted Line item(s):
Not budgeted 01000-1500-4253: Library – Misc Grants
Not applicable
Fund Balance Information
Affected Fund ():
General SMIC Electric Wastewater
Boat Harbor Parking Water Healthcare
Motor Pool Other
Note: amounts are unaudited
Available Fund Balance $
Finance Director Signature: James Schaefermeyer (acting)
Attorney Review
Yes Attorney Signature:
Not applicable Comments:
Administration Recommendation
Adopt Resolution
Other:
Follow Up C.' f PUBLIC PROFILE
AATH2
Process: Americans and the Holocaust Traveling Exhibition (2023)
Contact Info Request Documents 0
Applicant:
Sue Sue Drover
sdrover@cityofseward.net
907-224-4010
PO Box 167
Seward, AK 99664 United States Contact Email History
Organization:
Seward Public Library & Museum
907-224-4010
PO Box 167
Seward, AK 99664 United States
If your organization information does not appear correct, please contact the funder. Thank you.
D Application D Follow Up
(D Due by 02/09/202411:59 PM CST.
a) Fields with an asterisk (*) are required.
0 FOLLOWUP PACKET 0 QUESTION LIST
v Americans and the Holocaust: Grant Acceptance Form 2024
Rmerleans and the Holocaust - grant acceptance Perm 2024
This is an agreement ("Agreement') between a library host site ("Host") of the Americans and the
Holocaust traveling exhibition ('Traveling Exhibition') and the American Library Association ('ALA").
This online form must be submitted by Friday, February 9, 2024, to confirm your library's participation
in the Americans and the Holocaust project and to receive the $3,000 programming stipend.
Host agrees to serve as a host for the national tour of the Traveling Exhibition. The United States
Holocaust Memorial Museum (USHMM) and the ALA Public Programs Office developed and
produced the Traveling Exhibition. The ALA Public Programs Office, in partnership with the USHMM,
Is touring the Traveling Exhibition to selected sites. The USHMM is a third -party beneficiary of this
agreement.
Failure to comply with any of the conditions described below may result in Host being removed from
the tour and may affect Host's opportunities to take part in other exhibition tours and programs
offered through ALA.
Questions may be directed to oublicpY4giams _ aia.org
General
• All elements of Host's activities and obligations performed as part of the Traveling
Exhibition must be submitted for ALA and USHMM approval. Final approval shall be at
the sole discretion of ALA and USHMM. Should Host wish to develop educational or
other printed materials, the materials must be approved in advance by USHMM and ALA.
• Host agrees that ALA and USHMM approval process is intended to protect the integrity
of the Traveling Exhibition.
• All changes to this Agreement and to the Traveling Exhibition must be granted in writing
by both the USHMM and the ALA
Display
Host agrees to display the full Traveling Exhibition, as provided, during the entirety of the
dates provided in the forthcoming itinerary prepared by ALA.
Host must display the Traveling Exhibition in its entirety, and the display in full needs to
be viewable and accessible to the public during open hours. No alterations, additions, or
deletions can be made to the Traveling Exhibition. The Traveling Exhibition cannot be
combined with the presentation of any venue or third party -supplied content or materials
without prior written approval from ALA and USHMM. Libraries may create a separate
display on relevant Exhibition themes utilizing their own or local collections, subject to
ALA and USHMM written approval.
Host will make reasonable efforts to give disabled people the same access to
information, programs, and resources enjoyed by those who are not disabled, per the
Americans with Disabilities Act (ADA). While each host site will have varying capabilities
for providing access, recommended actions include allowing space for wheelchairs in
program spaces, preparing large -print versions of program handouts, providing sign
language translation services, or providing audio versions of text used in programming.
Programming requirements
• Host agrees to present a minimum of four public programs, events, or activities related to
the themes explored in the exhibition. These may include programs with scholars,
community or civic organizations, film screenings, guided tours, teacher workshops, and
other public events. All events must be free.
• Host agrees to host at least one program designed for and marketed to high school or
university students as part of their minimum of four public programs.
• Host agrees to provide the ALA Public Programs Office with titles, presenters, and times
of all exhibition public programs, via the Pre -Exhibit Form, at least 8 weeks before the
Traveling Exhibition opens at the site.
• Host agrees that all programming will be respectful to Holocaust survivors and honor the
victims of the Holocaust. USHMM staff is available to advise on possible programming
and reserves the right to request changes to planned programs.
Local project administration
Host agrees to appoint one staff member as the Project Director (local coordinator) of the
Traveling Exhibition. The Project Director is responsible for: attending the two-day
orientation workshop on May 15 and 16, 2024; overseeing programming and marketing
of the exhibition; and ensuring that the exhibition is set up, displayed, and taken down
according to the provided instructions (as described
at https:/Awm,ala.org&golslprogramminglUSHolgcaustMuse 1mtsitesuQR9rtnot0bQoWLgg
istics)•
Host agrees to charge no fees for viewing the exhibition or attending related programs.
Fundraising programs to benefit the library are allowed, as long as the four required
programs are free and open to the public, subject to provisions herein regarding
approvals and use of USHMM's name and subject to ALA and USHMM approval. No
other outside organizations or institutions may use the Traveling Exhibition for
fundraising purposes at the exhibition host venue. There may be an opportunity for
USHMM to partner with host libraries on fundraising events on a case -by -case basis.
Public access may not be denied to anyone on the basis of race, color, creed, national
origin, disability, sex, gender, age, sexual identity, or any other basis prohibited by
federal law.
The Traveling Exhibition shall be used for educational purposes only and shall not be
used to endorse or promote, or to imply endorsement or promotion of, a particular
organization, religion, or cause. No commercial or political use may be made of the
Traveling Exhibition or any ALA or USHMM content or materials. The ALA, USHMM and
"Americans and the Holocaust" logos and names shall not be used in conjunction or
connection with any political event or for any other purpose not specified in this contract
without prior written approval from ALA and USHMM.
Security and handling
- Host will display the exhibition according to the instructions provided by ALA (as
described
at Mips:/Ayyw ala or /tno �rQgrrmm(ng(U; HolocaustMuseum/sitesuggortotebook/Loo
L21lSOT)•
Host agrees that the Project Director will supervise the unpacking and setting up, and the
taking down and repacking of the exhibition, following the instructions given to the Host
by ALA.
Host agrees to display the exhibition in an appropriate and safe environment. An
appropriate environment means that the exhibition is not displayed outdoors, in a tent
area, or in a temporary building, but in an open area or gallery inside a permanent
building. The exhibition should be monitored by staff every 30 minutes during peak
periods of use, and every 60 minutes during off-peak times. Host should examine the
exhibition at the end of each day to determine that all components are in working order
and undamaged. Host will report any damage or other important information about the
exhibition to ALA as soon as possible after it is observed.
Intellectual property right's
Host recognizes that portions of the exhibition and accompanying marketing materials
and publicity images may use trademarks, logos, artwork, photographs, rendering,
props, and other property (together, the "Intellectual Property") belonging to or licensed
to ALA and USHMM and other institutions or individuals who contributed to the
exhibition. All rights in and to the Intellectual Property are hereby expressly reserved to
the ALA and USHMM. Host site shall not modify, delete, obliterate, or otherwise alter the
use or appearance of any such item or of the exhibition narrative or design. In the event
of the violation of Intellectual Property Rights, ALA reserves the right to terminate Host's
use of the exhibition.
Publicity and sponsorship
Host agrees to promote the traveling exhibition and exhibition -related programs to the
widest possible public audience.
To maintain brand standards across the Traveling Exhibition, Host agrees to utilize only
the Americans and the Holocaust graphic materials provided to Host (available
online: a al .or Lt I 1pMgrammonn U'SHolocaustMuseum/sitesupgo Qtgboo
). These provided materials were designed by USHMM and ALA and may be
customized with Host's logo and additional information as the design templates allow.
Any additional graphic needs must be submitted to ALA and USHMM for review through
the established Publicity Request Form at least six weeks before Host's host period
begins. If approved, additional graphics must be designed by an ALA- and USHMM-
approved graphic designer and are subject to ALA and USHMM review and revision.
Host agrees to follow the guidelines provided in the exhibition press kit for use of the ALA
and USHMM names, and to use the official exhibition credit language in press releases
and other printed publicity to ensure that all parties are properly credited in all publicity
and communications relating to the exhibition.
Host agrees to the following provisions regarding photography or filming of the exhibition:
1) Photography of the exhibition by Host, ALA, media, and the public is permitted for
personal use and publicity but not for commercial purposes; 2) Filming of the exhibition
may be done by the media and Host for publicity purposes, but any other filming must be
approved in advance in writing by USHMM, 3) Filming of the exhibition by the public for
personal use is permitted.
Local sponsorship (i.e , financial or in -kind support from local funders in support of the
exhibition or related programming) may be permitted on a limited basis. Generally, local
support may be used to fund specific programs/events, but additional exhibition sponsors
are not permitted to ensure the proper crediting of the ALA and USHMM. Local
sponsorship plans and related publicity materials must be approved in advance by ALA
and USHMM. NOTE: Please contact ALA and USHMM to discuss potential local
sponsorship before approaching local funders.
Damages and insurance
Host agrees to indemnify and to hold harmless ALA and USHMM against all damages,
claims, suits, or other legal proceedings arising from or attributed to negligent or
improper operation or display of the exhibition by Host, or violation of third party rights
resulting from any unauthorized creation, use, display, or modification of the exhibition or
advertising or publicity materials relating to the exhibition.
Host agrees to maintain responsibility for the condition of the exhibition. Host may be
held responsible for damage to or loss of the exhibition when it is under their control.
Neither ALA nor USHMM is responsible for personal injury or property damage arising
from the installation, use, or defective nature of the traveling display.
Host agrees to add an insurance rider in the value of $75,000 on their insurance policy
for the time the exhibition is at Host site or arrange to have the exhibition insured under
Host site's comprehensive insurance for $75,000, and to provide a certificate of
insurance or letter from an authorized insurance agent to the ALA Public Programs Office
at least 8 weeks prior to the exhibition opening. Host should insure the exhibition for 10
days prior to and 10 days following the exhibition display dates.
Reporting
• Host agrees to complete the following online reports throughout the project period:
o Pre -Exhibit Form, where programming details and insurance certificate are
provided by Host (due at least 8 weeks prior to the exhibition opening at Host
site)
o Condition Report Form, where Host reports on condition of exhibition copy when
it is received (due within 48 hours of unpacking the exhibition); and
o Final Report, where Host provides information on program and exhibition
attendance as well as outcomes, marketing efforts, and other details on the
exhibition hosting experience (due within 3 weeks of the exhibition closing date)
ALA agrees to provide access to the necessary online forms and to send periodic
reporting deadline reminders.
Shipping
• ALA will make reasonable efforts to assure prompt delivery of the exhibition. However,
ALA cannot be responsible for damages, financial or otherwise, incurred by Host as a
result of delay in delivery or failure to deliver the exhibition due to circumstances beyond
its control.
• ALA reserves the right to cancel the exhibition tour at any time.
v Project and Institution Information
Project Name*
In the text box below, enter the project name: AATH2
AATH2
Institution Name*
SEWARD COMMUNITY LIBRARY & MUSEUM
Institution City*
SEWARD
Institution State*
AK v
Institution Website*
https://www.cityofseward.us/departments/library-museum
./ Project Director
Project Director Contact Information
Project Director Name*
SUE DROVER
Project Director Pronouns
Project Director Title*
DEPUTY DIRECTOR
Project Director Email Address*
sdrover@cityofseward.net
Project Director Phone Plumber*
19072244010�
Project Blrectvr Cenfirmatlon*
By checking this box, I confirm that the above -named project director will be responsible for all
required reporting, fulfillment of programmatic terms, required professional development, and
coordination of all elements of the project.
p Yes
� Exhibit Shipping Information
Display Institution Name*
SEWARD COMMUNITY LIBRARY & MUSEUM
total Delivery Address this 1*
Note that the exhibit cannot be delivered to a PO box.
PO Box 167
total Delivery Address tine 2
K316th Ave
Local Delivery City*
[SEWARD
Local Delivery State*
AK �
Local Delivery Zip Code*
(xxxxx-xxxx)
F9664
Local Delivery Contact First Name*
Sue
Local Delivery Contact Last Name*
Drover
Local Delivery Contact Phone Number*
(xxx-xxx-xxxx)
19072244010
toes[ Delivery Contact Phone Email address*
sdrover@a cityofseward.net
Local Delivery Hours*
Please include closings for holidays. _
gam - 6pm Tues-Sat
Access*
Is there semi-truck/trailer access to the building in which the exhibition will be displayed (including
parking on a street near the building)?
Yes �
Loading Dock*
Does the library have a loading dock with semi-truck/trailer access?
Delivery Notes
Please include any other important information we should know about shipping to your library.
Fo
ur loading dock is located in an alley. The semi-truck/trailer will be able to offload from the front
f the building or the alley but will need to use a ramp.
340 characters left of 500
Exhibit Shipping Cenflrmatlan*
By checking this box, I acknowledge that delivery of the exhibit may occur during a 10-day
period leading up to the start of Host's exhibition host period. ALA and the shipping company will
make reasonable efforts to communicate a precise delivery time to Host.
Q Yes
v Payment of Grant Funds
Payee Information
Please confirm the payee Information for your library's $3,000 programming allowance. The
allowance will be made payable to the Payee Name and mailed to the Address as listed below.
Payment may be made to the Host, or to the Host library's Friends' group or Foundation, If you prefer.
Allowance will be issued in January of the year you will begin hosting (e.g. for a host period that
starts in October 2025, payment will be issued in January 2025), except for two instances:
• Cohorts 1 and 2 start hosting in 2024. Payments will be issued in March 2024.
• Cohorts that begin in January/February of each year can select to be issued payment in
the year prior (e.g. for a host period that starts January 2026, you may request payment
in January 2025 instead of January 2026).
Payment Type*
The programming allowance can be issued as either an ACH payment or paper check. Please
select your preferred payment method.
If you select ACH, please be sure the information on the ACH authorization form match EXACTLY
with the payee information.
Please select preferred payment method:
�} ACH/Direct Deposit (Preferred)
Q Check (Note that selecting payment by check may result in slower payment of funds)
payee Mamelmalte payable to*
�SEWARD COMMUNITY LIBRARY & MUSEUM
Care of/Attention to*
SUE DROVER
FAallhrg Aaaress thie 1 (1)*
PO Box 167
Mallhig Addiess tine 2 (1)
L
City (1)*
SEWARD
L
Zip Code (1)*
(xxxxx-xxxx)
199664
Cttuflnnatldn of Gnnb Standhig*
I attest that the library is neither presently debarred, suspended, proposed for debarment, declared
ineligible, nor voluntarily excluded from participation in this transaction by any federal department or
agency -
NOTE: You can check the payee's status with regard to debarment at the website of the System for
Award Management (SAM•gW.
p Yes.
\-, Confirmation of Acceptance
t:nnfirrnatlnn of Acceptance*
Each party agrees that this Agreement and any other documents to be delivered in connection
herewith may be electronically signed, and that any electronic signatures appearing on this
Agreement or such other documents are the same as handwritten signatures for the purposes of
validity, enforceability, and admissibility.
By completing and submitting the information below, I agree to the terms stated above and
accept the Americans and the Holocaust traveling exhibition guidelines and requirements on
behalf of the library.
Q Yes.
Certifying Official Flist Name*
Sue y
Certifying Official Last Name*
Drover
Uertlfying Official I We*
Deputy Director
Certifying Official Institution*
Seward Community Libraryb Museum
Ceitlfybig Official Small Address*
FEDTsdrover@cityofseward.net
Certifying Official Phone Number*
�9072244010
Certification Date (today's date)*
02/02/2o2a
v Review and Submit
Please review your Grant Acceptance Form and payee information to ensure a complete and
accurate submission. Once you have completed your review, click 'Submit" in the bottom right comer
of your screen.
Questions? Contact us at oubh r_oarams alamg.
Q Due by 02/09/202411:59 PM CST.
SAVE FOLLOW UP SUBMIT FOLLOW UP