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Home My WebLink About18- City Grant #2018-05 - Certified Local Government, Montana State Historic Preservation Grant 6y k City of Bozeman Grant Routing Cover Sheet This form is used in conjunction with Administrative Order 2014-01, adopting the Grant Application and Reception Policy. When a Department Director signs grant documents under this provision, they are certifying that they understand and will carry out the provisions of the grant and its impact on city operations and finances. All the required boxes must be initialed by the appropriate departments. Use a separate routing sheet for each phase of the grant process. Utilize assigned grant number for each phase for tracking purposes. Grant Document Title: Certified Local Government Grant#(issued by City Clerk) —05 CFDA#(applies to Federal grants) I S 0(O ( Grant Total:$5,500 Grant Match:$5,500 Department: Community Development,Planning Grant Project Manager: p Philli a Gonzalez Phase of Process: Notice of Intent ®Application Award/Contract Date Document Signed:2-14-18 �l For all grants under$20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents to City Clerk Does not require approval on Commission meeting agenda COMPLETED For all grants over$20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents *Department Director initials to City Clerk verify notification to City Commission and City Manager within 30 days of grant application. REQUIRES City Commission Approval DATE of COMMISSION MEETING: Presented by: Consent ❑ Action Revised 10/27/2014 Staff Instructions for Use and Expectation of Review Department Director - Fully understands the grant and its impact on city operations and finances and intends to carry out the grant provisions if awarded - Written notification to City Commission and City Manager if grant is over$20,000 - Coordinates with legal staff or applicable departments for all sub-recipient or related contractual documents associated with the grant Finance Office - Receives copies of grant documents and/or accounts for potential impact on city finances City Manager - Authorizing signature City Clerk - Issues grant routing number - Retains copy of original signed documents - Tracks grant documents by number Revised 10/27/2014 Certified Local Government Grant Application April 1, 2018 to March 31, 2019 Application Deadline February 21, 2018 Montana State Historic Preservation Office PO Box 201202 Helena, MT 59620-1202 (406) 444-7715 4 Guidelines for 2018-2019 CLG Grant Eligibility CLG guidelines include the following: 1. CLG program grants must be matched on at least a 60/40 basis, cash and/or in-kind. 2. To qualify for the maximum 12-month funding level—$5,500.00—CLGs must have a Historic Preservation Officer working at least 80 hours per month.The local historic preservation program must have an established address, telephone number, and message retrieval system. (Hours may not be carried forward or back into another month.) 3. Maximum grant amount of$5,500.00 can be used towards salaries, operating costs, and/or special projects. Check with SHPO to ensure your proposed project qualifies for funding under the grant. Minimum match is $3,666.67, and match above minimum is always greatly appreciated. 4. CLGs must submit a Six-Month Progress Report and a Final Report, including meeting minutes, and Requests for Reimbursement that meet reporting requirements and are delivered on-time. 5. Unspent CLG funds revert to SHPO. Reverting funds may jeopardize the CLG's future funding. For more guidance on administering CLG funds in Montana, please refer to the Montana Certified Local Government Manual, https://mhs.mt.gov/Shpo/CommunitVpres.aspx, as well as the NPS Historic Preservation Fund Grants Manual, http://www.nps.gov/preservation-grants/HPF Manual.pdf. Components of 2018-2019 Complete Grant Application 1. Completed CLG Application form, including: a. Contact information b. Scope of work c. Detailed budget table d. Sources of revenue/funding e. Signed CLG and Commission form 2. List of current CLG Commission members(including contact information, i.e. email) 3. An electronic version of the Preservation Plan. Either a link to where the plan is available on the web or via email to Kate or Brad. 4. Copy of Tax ID/Employer Identification Number, if new. If you have any questions regarding this application, please contact us: CLG Financial Inquiries: CLG Program Inquiries: Brad Hansen Kate Hampton 406-444-7768 406-444-7742 bhansen@mt.gov khampton@mt.gov 3 Please attach the meeting minutes (or an alternate way in writing) at which your application was discussed and approved by the Preservation Board/Commission. Please attach a list of the historic preservation board members' names citizen membership,terms(year ending),their professional discipline or status as a citizen member on the board, and contact information. 11 Big Sky. Big Land.Big H sto y. Mo ta a Memorandum To: Historic Preservation Officers From: Kate Hampton, CLG Coordinator Brad Hansen, Grants Contracts Coordinator Date: December 15, 2017 Re: CLG Grant Application for 2018-2019 For this grant cycle, we will continue the semi-annual and final reporting/reimbursement cycle to help reduce some of the reporting requirements and to provide a better system for summarizing CLG activities for the National Park Service.A six-month interim progress report and a final report format will be forwarded to you with your contract. Please note the corresponding schedule below. Note: Quarterly requests for reimbursement, not to exceed half of the total grant, can continue to be submitted, as long there is sufficient cash and in-kind match for the amount requested (40%of the total federal share). Please remember to provide sufficient documentation to determine the allowability of the charges reimbursed, including pay stubs, invoices,donated services forms with original signatures,and other supporting documents. Requests to reimburse the full amount of funding ($5,500.00)can be submitted with the six-month progress report, as long as sufficient activity, cash, and in-kind match has been documented. 2018-2019 Schedule—Dates to Remember December 15, 2017 Announcement of Funds February 21, 2018 CLG Grant Applications Due to SHPO Upon Receipt SHPO Mails CLG Agreements for Signatures March 21, 2018 Both Signed Agreements to SHPO April 1, 2018 12-Month Funding Cycle Begins September 30, 2018 Mid-Point of Funding Cycle October 31, 2018 Six-Month Progress Report& Request for Reimbursement due March 31, 2019 Funding Cycle Ends April 30, 2019 Final Progress Report and Request for Reimbursement due Grant for 2018-2019: As of this writing,the US Congress has not appropriated this federal fiscal year's budget. However, we anticipate offering annual grants for$5,500.00 for CLGs with half-time staff and $1,500.00 for CLGs with less than half-time staff. However, until the US Congress has finalized the appropriation,the CLG grants are subject to increase or decrease. Enclosed you will find the annual grant application that MT SHPO offers for certified CLGs. CLG Program Grant Application Due: Wednesday, February 21,2018 1 CLG Application Notes and CLG Reminders: 1. Remember annual CLG training is required.At least one person from each CLG's preservation program must attend a SHPO-approved training between April 1, 2018 and March 1, 2019. 2. The state mileage rate is$0.535 per mile.The lodging reimbursement rate is$93.00 per night plus taxes (may vary by location, check with Brad for rates). 3. Volunteer time reimbursement rate is$19.92(unless a person is volunteering their time in an official capacity;then they can record their regular pay rate, up to$89.17/hr., in place of the volunteer rate). 4. Please attach a list of the historic preservation board members,their professional discipline or citizen membership,term (year ending) and contact information (include email addresses if available). Please notify us of any changes that have occurred. If you have new board members, please send us their current resume for our record. 5. Please continue submitting your meeting minutes with your progress reports.They have been very helpful with our reporting requirements.Agendas are helpful but not necessary. 6. In the Scope of Work, please tie your tasks to your local government's and/or historic preservation commission's Preservation Plan. If not, please explain why. 7. Contact Kate to see if we need a copy of your current Preservation Plan.These can be sent electronically. 8. Consider looking to other state and federal grants to supplement your program. Remember,the SHPO CLG grant cannot be used as federal match,or vice versa. Annual CLG Program Funding We anticipate 16 Montana communities enrolling in the CLG program this grant cycle. Each year,we are required by the National Park Service to pass-through at least 10%of our annual funding to CLGs.This coming year,we anticipate allocating$80,000.00 to the CLGs. Investment in the CLG program is not only a wise use of our funds but crucial to preservation efforts in our state, and we will continue to look for opportunities to increase CLG funding. We stress public outreach in the CLG program. Please continue your outreach programs and develop new ones to involve all ages in your community. Consider hosting a community roundtable to announce progress,events, and awards for your local historical and cultural groups, local government officials, and the public. Please provide a copy of this correspondence to your CLG Board or Commission for their review and assistance. The application form requires a copy of your meeting minutes that confirm your application was discussed and approved by the Board/Commission. Please verify the current Tax-ID for your organization,or the organization through which you receive your payments. 2 2018-2019 GRANT APPLICATION CERTIFIED LOCAL GOVERNMENT PROGRAM Certified Local Government: City of Bozeman Address: 20 East Olive St., Bozeman, M.T. 59711-1230 Contact Person: Phillipe Gonzalez Tax ID: Period of Grant Request: April 1, 2018 to March 31, 2019 Scope of Work:The National Park Service asks we grant funds to CLGs for kinds and levels of work that reflect increasing sophistication, skills, and roles by the Preservation Officers, in other words, tasks that reflect improvement in community thinking. For this section, please itemize regular work duties(not including special projects)—products or projects starting or completing, meetings to be attended, etc., and more specifically,ways in how the federal grant funds will help the local program to grow and develop. Please tie your tasks to your community's Preservation Plan. If not, please explain. (O Check if Scope of Work is continued on additional pages.) The City of Bozeman has moved forward with several preservation related projects related to the Preservation Program. Recently an RFP was released searching for consultants to review the Neighborhood Conservation Overlay, update preservation guidelines and strengthen preservation program as a whole. This work is scheduled to begin in fy19. The City has continued to develop its GIS portal on the Preservation site. The portal is up and has begun hosting historic inventory cards. This is part of a larger project to make historic inventory cards available to the public, property owners and researchers. The Bozeman Preservation Advisory Board is currently fully staffed and is assisting with revamping a dormant preservation awards program. This is scheduled to take place during Preservation Week in May. The Historic Preservation Officer is currently partnered with a MSU Graduate class titled, "Historic Preservation: Theory& Practice" for the spring 2018 semester. The class will assist staff in developing research into a mid-century neighborhood called Lindley Park. This data will assist in future planning as these properties near the 50 year mark. The City is also currently working on a proposal for a new inventory to occur in fy19.This inventory will likely be a limited inventory focusing on critical properties within the city.Though will likely be the beginning of a large phased multi-year inventory project. 5 BUDGET 4-1-2018 to Cash Amount Cash Source In-kind In-kind Source Total 3-31-2019 Budget Amount A.Salaries,Wages, 47,128.80 $41,628.80-CI $47,128.80 Benefits $5,500- F B. Office Rental C. Equipment D.Supplies& Materials Itemize major categories E. Postage F.Telephone &Internet G. Photocopies H. Preservation 2 Hours Volunteer $3,346.56 Commission $19.92 Advisory Board Number of hours X 7 Members * rate X number of 12 Meetings members X number of meetings 1.Volunteers Hours X* rate X number of volunteers. 7 J.Travel Mileage $50.82 $50.82-CI 95 Miles $50.82 Number of miles X $0.535. Include funds for HPO and/or Commissioners to attend CLG annual training K.Travel Meals #of Meals X rate: Breakfast-$5.00 Lunch-$6.00 Dinner-$12.00 L. Lodging $93.00 plus tax X number of nights M. Project(s) Expenses—fully itemized Design Guidelines $20,000 Cl-$20,000-Cl $20,000 Update Architecture Survey $75,000 CI-$75,000-CI $75,000 N. Other Expenses— fully itemized. M.Total Expenses SOURCE KEY: F-Federal CI-City CO-County NP- Private/Non-Profit * Federally approved minimum rate for volunteers is $19.92 per hour. 8 SOURCES OF REVENUE/FUNDING AMOUNT Itemized Cash Match Source City of Bozeman HPO Salary& Benefits $47,128.80 Cash Certificate of Appropriateness Fund City of Bozeman General Fun Itemized In-Kind Match Source Preservation Commission $3,346.56 In-Kind Federal HPF Grant Request from SHPO CLG Grant $5,500 Federal TOTAL REVENUE 9 Certified Local Government Historic Preservation Commission Chairperson or President 2 Signature Lj Date Name (typed) m11U7uP,l yv W�1 net Address 3fy3 �� •'�(�/ S�. �'GZP�r�, tiIT �9 (� Telephone * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Certified Local Government Chief Elected Officia�r Signature Date Name (typed) r-I IML'n Nm A Title "AX ,i}� �o Address DO 1_�o ean"Vx Telephone (The local government administrator may sign in addition to the Chief Elected Official.) * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Certified Local Government Historic Preservation Officer Signature Date Name (typed) Address p2U e- C)\\Vt r1- �Uzzc,.,a.� /'ham Sq 71 Telephone -��a-7-27 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 10