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Home My WebLink About02-10-20 City Commission Packet Materials - C8. Ratify Grant Application Submittal with MT HPO for 20-21 CLGPCommission Memorandum REPORT TO: Honorable Mayor & City Commission FROM: Phillipe Gonzalez, Historic Preservation Specialist Martin Matsen, Director of Community Development SUBJECT: Approve the Mayor’s signature on Bozeman’s Certified Local Government Grant Application for 2020-2021. MEETING DATE: February 10, 2020 AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve the Mayor’s signature on Bozeman’s Certified Local Government Grant Application for 2020-2021. BACKGROUND: This is a consent item for the Mayor’s signature on the Bozeman Certified Local Government Grant Application for 2020-2021. The grant award is $5,500 and requires a 60/40 match. The $5,500 grant match funds a portion of the Historic Preservation Specialist position, as well as providing financial resources to preservation outreach, education programming and surveys of historic properties. As an agreement of the contract, historic preservation planning staff submits a report every six months to the SHPO, detailing activities the Historic Preservation Board has sponsored and the funds used for those activities. 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 $3,666.67. The city match is provided through the funding of the Historic Preservation Specialist position and requires no additional funding. Attachments: CLG Grant Application 50 Big Sky. Big Land. Big History. Montana Historical Society Memorandum To: From: Date: Re: Historic Preservation Officers Kate Hampton, CLG Coordinator Craig Mrock, Grants Contracts Coordinator December 19, 2019 CLG Grant Application for 2020-2021 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. 2020-2021 Schedule - Dates to Remember December 19, 2019 February 14, 2020 Upon Receipt and Approval March 20, 2020 April 1, 2020 September 30, 2020 October 30, 2020 March 31, 2021 April 30, 2021 Grant for 2020-2021: Announcement of Funds CLG Grant Applications Due to SHPO SHPO Mails CLG Agreements for Signatures Both Signed Agreements to SHPO 12-Month Funding Cycle Begins Mid-Point of Funding Cycle Six-Month Progress Report & Request for Reimbursement due Funding Cycle Ends Final Progress Report and Request for Reimbursement due 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: Friday,February 14,2020 1 51 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, 2020 and March 1,2021. 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 professional capacity; then they can record their regular professional services 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 52 Guidelines for 2020-2021 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/Communitypres.aspx, as well as the NPS Historic Preservation Fund Grants Manual, http://www.nDs.gov/preservation-grants/HPF Manual.pdf. Components of 2020-2021 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 orCraig. 4. Copy of Tax ID/Employer Identification Number, if new. If you have any questions regarding this application, please contact us: CLG Financial Inquiries: Craig Mrock 406-444-7768 craig.mrock@mt.gov CLG Program Inquiries: Kate Hampton 406-444-7742 khampton@mt.gov 3 53 Certified Local Government Grant Application April 1, 2020 to March 31,2021 Application Deadline February 14,2020 Montana State Historic Preservation Office PO Box 201202 Helena, MT 59620-1202 (406) 444-7715 4 54 2020-2021 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, 2020 to March 31, 2021 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 commynitv's PreseryatiorLPlan. If not, please explain. (D Check if Scope of Work is continued on additional pages.) The City of Bozeman HPO continues to review Certificate of Appropriateness applications for new development and facade modifications throughout the Neighborhood Conservation Overlay District and Historic Districts. The Community Development office continues to have a high volume of development applications. A dedicated Historic Preservation Officer within Community Development department has allowed Historic Preservation to remain a priority within Bozeman. (5.3 Community Plan: 5.3 Goal 1) The Historic Preservation Advisory Board has experienced some turnover and is currently looking to fill one vacant position. With the conclusion of the NCOD Review project and the leadership role that HPAB took a series of recommendations were made in order to strengthen the program. Currently, staff is evaluating how to strengthen the HPAB role in reviewing development review applications. (5.3 Community Plan: 5.3 Goal 4) The City of Bozeman is continuing to survey properties for historic eligibility. This long term project will continue into 2020-21 and will result in the re-survey and new survey of 120 properties throughout the NCOD. The City of Bozeman is committed to utilizing the necessary resources to ensure up-to-date survey forms are available in areas with high redevelopment pressure. (5.4 Community Plan) 5 55 BUDGET 4-1-2020to 3-31-2021 Budget Cash Amount Cash Source In-kind Amount In-kind Source Total A. Salaries, Wages, Benefits $47,128.80 $41,628.80-CI $5,500-F $47,128.80 B. Office Rental C. Equipment D. Supplies & Materials Itemize major categories E. Postage F. Telephone &Internet G. Photocopies H. Preservation Commission Number of hours X * rate X number of members X number of meetings I. Volunteers Hours X * rate X number of volunteers. 2 Hours $22.42 7 Members 12 Meetings Voluntary Advisory Board $3,766.56 6 56 J. Travel Mileage Number of miles X $0.58. 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 $94.00 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 57 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 58 Certified Local Government Historic Preservation Commission Chairperson or President Signature Date /• /7- '?m0 Name (typed) ^ ^V<i ^Ly ^UJU^ Address Telephone sK*************************************************^********* ****** Certified Local Government Chief Elected Official Signature Date Name (typed) Title Address Telephone (The local government administrator may sign in addition to the Chief Elected Official.) !|:*s|S****!|i*s|:*S|c*s|=**S|t*******i|:*****s|t*******S|e*!|:*i|ii|c***^********!|!**!|i ****** Certified Local Government Historic Preservation Officer Signature-7/uM^^,^ Date 1-17- S^ o?, Name (typed) Tk1^)P^ C9o^al<T Address Q?Q ^- OV«/<- Telephone ^OCe'^^^L(0 *i(!*!|Ci|C**i|:l|ti|:***i|<*)|:***********i|ii|(S|c*i|:***i|:******!|<*i|:**i|t!|t*********** ****** 9 59 BOZEMAN HISTORIC PRESERVATION ADVISORY BOARD (BHPAB) Board / Committee First Name Last Name Address City State Zip Phone Email Expires Appointed Ethics OB Handboo k Verificati on BHPAB | Historic District Representative Jeanne Wilkinson 415 S. 3rd Ave Bozeman MT 59715 406‐580‐7484 jmwilkinson4@msn.com June 30, 2019 7/10/2017 BHPAB | Professional Designation Chelsea Holling 5530 Stucky Road Bozeman MT 59718 406‐465‐3281 chelseaholling@ctagroup.com June 30, 2018 1/8/2018 BHPAB | Architect Jennifer Dunn 2953 N. 27th Ave, #16 Bozeman MT 59718 605‐645‐3107 jennifer.a.dunn@gmail.com June 30, 2019 1/8/2018 BHPAB | At‐Large |Chair Kevin Brustuen Bozeman MT 59715 406‐600‐6420 michael.wallner@montana.edu June 30, 2020 10/18/2019 BHPAB | Professional Designation Eric Karshner 52 Blaze Peak Court Bozeman MT 59718 435‐640‐6135 ekarshner@hotmail.com June 30, 2018 7/10/2017 BHPAB | At‐Large Crystal Alegria 191 Arcadia Lane Bozeman MT 59715 406‐579‐5991 crystal.alegria@gmail.com June 30, 2019 7/10/2017 BHPAB | At‐Large Samantha Fox Bozeman MT 59715 406‐599‐8485 Vjreads@icloud.com June 30, 2020 1/30/2019 Staff Liaison Phillipe Gonzalez pgonzalez@bozeman.net Commission Liaison candrus@bozeman.net Applications Agenda Date Category Notes Term: 2 years Resignations Date Rebekah Schields 5/26/2017 Merri Ketterer 5/22/2017 Vicki York Michael Wallner 7/1/2019 BHPAB | Architect Patricia Jacobs 3152 Catkin Lane, Unit A Bozeman MT 59718 317‐418‐6933 pat@archtrio.com June 30, 2017 8/18/2014, 09/14/15 BHPAB | Professional Designation Cassidy Cook 108 Lamplight Dr. Bozeman MT 59715 406‐559‐4690 cassidycook@lclark.edu June 30, 2018 9/26/2016 60