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Home My WebLink About05-13-19 City Commission Packet Materials - C3. Grant Agreement with MHF for Photo Negative Scanning ProjectCommission Memorandum REPORT TO: Honorable Mayor & City Commission FROM: Phillipe Gonzalez, Historic Preservation Specialist Martin Matsen, Director of Community Development SUBJECT: Approve the City Manager’s signature on the Montana History Foundation Grant Contract. MEETING DATE: May 13, 2019 AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve the City Manager’s signature on the Montana History Foundation Grant Contract. BACKGROUND: This is a consent item for the City Manager’s signature on the Montana History Foundation Grant Contract. The grant award is $2,400 and requires a 75/25 match. The $2,400 grant match was awarded to the City of Bozeman by the Montana History Foundation to complete the Historic Photo Negative Scanning Project. This project aims to scan all of the available 35mm negatives that resulted from the 1983/84 architectural survey. These images will be scanned an uploaded onto the existing Historic Architectural Inventory GIS map. As an agreement of the contract, historic preservation planning staff submits a progress report by December 1, 2019 and a final report by June 30, 2020. UNRESOLVED ISSUES: None at this time. ALTERNATIVES: N/A. FISCAL EFFECTS: The grant is a matching grant and would require the City of Bozeman to provide $600.00. The city match is provided through available general Community Development funding. Attachments: Digital Copy of Montana History Foundation Grant Contract 23 FollowUp Packet Question List If your organization information does not appear correct, please contact the funder. Thank you. Fields with an asterisk (*) are required. Grant Agreement Please note that if your project is overseen by a fiscal sponsor, the fiscal sponsor must electronically sign this grant agreement. To invite your fiscal sponsor to sign this agreement, click the blue "Collaborate" button in the upper right-hand corner of your screen. Follow Up Historic Photo Negative Scanning Project Process: 2019 Montana History Foundation Application Public Profile Collaborate Contact Info Request Applicant: Mr. Phillipe Gonzalez pgonzalez@bozeman.net 406-582-2940 20 East Olive St. Bozeman, MT 59771 Contact Email History Organization: City of Bozeman 406-582-2940 20 East Olive St. Bozeman, MT 59771 Gallatin Application Follow Up Page 1 of 5Follow Up -Grant Lifecycle Manager 4/29/2019https://www.grantinterface.com/Request/Submission/FollowUp?request=3938251&submis... 24 Project Name Historic Photo Negative Scanning Project MHF Grant Amount Requested Amount Granted If the amount granted and the amount requested are not the same, a new budget and budget narrative must be submitted for the amount granted. Grant Period: 5/1/2019 - 6/30/2020 Progress Report Due: 12/1/2019 Photos Due: 2/1/2020 Final Report Due: 6/30/2020 This agreement is entered into on 4/3/2019 by and between the Montana History Foundation and the Grantee listed above. By signing this agreement, you agree to the following: PURPOSE* Grantee will use the funds solely for the purpose outlined in the grant application. Grant funds will not be used for overhead, indirect or administrative costs. I agree PAYMENT* •For grants over $1,500, MHF will advance 80% of the grant amount to Grantee upon return of this signed agreement. The remaining 20% of the grant amount will be released to Grantee only after the interim progress report, photograph report, and a detailed report of expenditures have been received. •For grants $1,500 and less, MHF will advance 100% of the grant amount to Grantee upon return of this signed agreement. 1,800 1,800 Page 3 of 5Follow Up -Grant Lifecycle Manager 4/29/2019https://www.grantinterface.com/Request/Submission/FollowUp?request=3938251&submis... 26 •Any funds not expended at the project’s completion will be promptly returned to MHF. •For grants that were awarded less than the amount requested in the application, a new online project budget and budget narrative is required to be submitted before funds will be released. I agree ACKNOWLEDGMENT* •Grantee will clearly designate the Montana History Foundation as the sponsor of the project in any publication supported by the project (print or electronic), publicity related to the project, publication of the results of the project, or tangible result of project activity, such as productions, displays, signage or exhibits. •To the extent practicable, publicity and publications should include the Montana History Foundation logo, available here. •A copy of any PR relating to the project funded with this grant will be uploaded with Grantee's final report. •Invitations to celebrations and events relating to grant projects is appreciated by MHF staff who attend the events whenever possible. I agree PHOTO RELEASE* •Grantee understands and agrees that any photographs submitted will become the property of the Montana History Foundation and may be used for but not limited to annual reports, newsletters, Facebook posts, MHF website, and press releases. •Grantee hereby irrevocably authorizes the Montana History Foundation to copy, exhibit, publish, or distribute any submitted photos. In addition, Grantee waives the right to inspect or approve the finished product, including written or electronic copy. •Grantee waives any right to royalties or other compensation arising or related to the use of photographs. I agree REPORTS* •Grantee will submit an online progress report by December 1, 2019. If the project is complete before the progress report is due, please contact us to discuss reporting requirements. •Grantee will submit online project photographs for MHF’s use in publicity including but not limited to annual reports, newsletters, Facebook, MHF’s website, or press releases by February 1, 2020. Please review the Grantee Photo Guide. •Grantee will submit an online final report by June 30, 2020. The final report will include a scan of receipts for expenses paid with MHF and required matching funds. Any remaining grant fund balance will be released after the final report is submitted. Page 4 of 5Follow Up -Grant Lifecycle Manager 4/29/2019https://www.grantinterface.com/Request/Submission/FollowUp?request=3938251&submis... 27 Save Follow Up Submit Follow Up •Optional: Grantee may submit online a request for the grant balance with a report of expenditures. Project photographs must also be submitted before the grant fund balance will be released. I agree Failure to provide these reports in a timely manner will preclude the Grantee from applying for MHF grants in the future. Financial records must be kept for inspection and/or audit for a period of five years following the submission of the final report. MHF or its authorized representatives may, at its discretion, inspect at any reasonable time records related to this grant or visit the project itself. If you have any questions about the grant, or if any concerns or problems arise relating to your project, contact the MHF Grants Manager, Carissa Beckwith, carissa@mthistory.org, (406) 449- 3770. On behalf of the grantee, I accept this grant and agree that the Grantee will abide by the provisions of my grant application and this agreement. By typing in your Name, Title, and Date in the spaces below, you confirm that you are authorized to make legal contracts for the Grantee and that you agree to enter into this agreement by electronic means. Full Name* Title* Date* Due on 05/15/2019 12:00 AM MDT. Page 5 of 5Follow Up -Grant Lifecycle Manager 4/29/2019https://www.grantinterface.com/Request/Submission/FollowUp?request=3938251&submis... 28