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Home My WebLink About19- City Grant #2019-01 - Certified Local Government Historic Preservation Grant BOZ E MAN MT 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):2019-01 CFDA#(applies to Federal grants) Grant Total:$5,500 Grant Match:$3,666.67 Department: Community Development Grant Project Manager: Phillipe Gonzalez Phase of Process: ❑Notice of Intent Application Award/Contract Date Document Signed: For all grants under$20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents to City Clerk Doe'gyt®t equire approval on Commission meet-in-g agenda INI U 'JD-t6 (vr-vwl114- [---—C:'ZO M-�P- E For all grants over$20,000 in Department Finance Office City Manager Original Signed value. Director Grant Documents to City Clerk *Department Director initials 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 Big Sky. Big Land.Big History. Montana Society Memorandum To: Historic Preservation Officers From: Kate Hampton, CLG Coordinator Craig Mrock, Grants Contracts Coordinator Date: January 8, 2019 Re: CLG Grant Application for 2019-2020 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. 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 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 January 8, 2019 Announcement of Funds February 20, 2019 CLG Grant Applications Due to SHPO Upon Receipt SHPO Mails CLG Agreements for Signatures March 22, 2019 Both Signed Agreements to SHPO April 1, 2019 12-Month Funding Cycle Begins September 30, 2019 Mid-Point of Funding Cycle October 31, 2019 Six-Month Progress Report& Request for Reimbursement due March 31, 2020 Funding Cycle Ends April 30, 2020 Final Progress Report and Request for Reimbursement due Grant for 2019-2020: As of this writing, the US Congress has not appropriated this federal fiscal year's budget. However, we anticipate offering annual grants for the same amounts as the previous funding cycle. That means if you received$5500 last year,you may apply for$5500 again this year. Those who received $1500 last year can apply for$1500 this year. 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 20, 2019 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$0.58 per mile.The lodging reimbursement rate is$94.00 per night plus taxes (may vary by location, check with SHPO for rates). 3. Volunteer time reimbursement rate is$22.42(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$81,781.00 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 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 2019-2020 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 Craig. 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: Craig Mrock Kate Hampton 406-444-7768 406-444-7742 cmrock@mt.gov khampton@mt.gov 3 Certified Local Government Grant Application April 1, 2019 to March 31, 2020 Application Deadline February 20, 2019 Montana State Historic Preservation Office PO Box 201202 Helena, MT 59620-1202 (406) 444-7715 4 2019-2020 GRANT APPLICATION CERTIFIED LOCAL GOVERNMENT PROGRAM Certified Local Government: City of Bozeman Address:_20 E. Olive St., Bozeman, MT 59711-1230 Contact Person: Phillipe Gonzalez Tax ID: 81-6001238 Period of Grant Request: April 1, 2019 to March 31, 2020 Scope of Work: The National Park Service asks we grant funds to CI-Gs 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 HPO continues to review Certificate of Appropriateness applications for development and modifications throughout the existing historic districts and Neighborhood Conservation Overlay District.Seeing explosive growth throughout the city Community Development is inundated with development applications putting pressure on the city's historic resources. The Historic Preservation Advisory Board is currently fully staffed and has taken a more leadership role regarding the Neighborhood Conservation Overlay District Review project as well as the Downtown Improvement Plan project.The board is also working on the annual Bozeman Historic Preservation Advisory Awards, which were revamped last year. The awards ceremony is scheduled for May 22, 2019. The City is also working on a Request for Proposal to secure a contractor to begin architecture inventory work hopefully to begin in early summer.Architecture inventory work is planned to be an annual project that will continue. Funds were scheduled for fy19 and will be requested again for the next fiscal year. 5 BUDGET 4-1-2019 to Cash Amount Cash Source In-kind In-kind Source Total 3-31-2020 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 Voluntary $3,766.56 Commission $22.42 Advisory Board Number of hours X 7 Members * rate X number of 12 Meetings members X number of meetings I.Volunteers Hours X * rate X number of volunteers. 6 J.Travel Mileage 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 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 $22.42 per hour. 7 SOURCES OF REVENUE/FUNDING AMOUNT Itemized Cash Match Source City of Bozeman HPO Salary& Benefits $47,128.80 Itemized In-Kind Match Source Historic Preservation Advisory Board $3,766.56 Federal HPF Grant Request from SHPO Federal HPF Grant Request from SHPO $5,500 Federal TOTAL REVENUE 8 Certified Local Government Historic Prese a ion Commission Chairperson or President J 7 Signature Date Name (typed) Address Telephone * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Certified Local Government Chief Elected Offi ial- Signatur Date Name (typed) Title Address P6 J?:�* 19- . Q✓1T <-M,--IPA Telephone (The local government administrator may sign in addition to the Chief Elected Official.) * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Certified Local Government Historic Preservation Officer Signature Date Name (typed) 76 ilpc. Go Ax j e , Address Ok(V L— S-4. Telephone * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 9 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. 10