HomeMy WebLinkAboutApprove Grant Application to Montana History Foundation for City Archives Project_7Commission Memorandum
REPORT TO: Honorable Mayor & City Commission
FROM: Courtney Kramer, Historic Preservation Officer Wendy Thomas, Director of Community Development
SUBJECT: Approve the City Manager’s signature on a grant application to the Montana
History Foundation.
MEETING DATE: March 3, 2014
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve the Mayor’s signature on a grant application to the Montana History Foundation. SUGGESTED MOTION: I move to approve the City Manager’s signature on a grant application to the
Montana History Foundation.
BACKGROUND: This is a consent item for the Mayor’s signature on a grant application to the Montana History Foundation.
The grant would partially fund the services of a professional archivist to evaluate, index and recommend
best management practices of the City of Bozeman’s historic archival materials. The City has two types of archives. The City’s legislative records, including minutes, resolutions,
ordinances, etc., enacted by the City Commission, are generally well organized and publicly available
through Laserfische.
The City’s operational archives include billing records, fire inspection reports, arrest records from the 19th
century, engineering record drawings, photographs, etc. The operational archives are usually organized
and managed by the department which generated the records. While archives are organized, they are not
indexed or available publicly. Departments are also unsure how useful information in the archives is to ongoing City operations. Some of the archival materials could provide valuable information to historians. The City lacks the professional expertise to conserve delicate archival materials.
The Montana History Foundation is a statewide nonprofit committed to the preservation of Montana’s
past. On February 3, 2014 the Montana History Foundation announced the availability of $75,000 in funding for organizations and individuals who want to preserve historical assets of importance to Montana’s history, including collection and archival preservation.
UNRESOLVED ISSUES: None at this time.
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Commission Memorandum
ALTERNATIVES: N/A.
FISCAL EFFECTS: The Montana History Foundation provides grant funding of between $500 and
$5,000 for 2014, with the requirement of a $1:$3 match. The City of Bozeman is requesting $5,000 in grant funding. The City Clerk’s Office and City Manager’s Office will provide a $1,250 cash match and the Department of Community Development will provide $1,000 in Staff time for grant management.
Attachments: Montana History Foundation grant application, MHF grant application cover letter, letters of support Report compiled on: February 21, 2014
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To: The Montana History Foundation
Montana History Foundation
1750 North Washington Street
Helena, Montana 59601
From: The City of Bozeman
Attn: Courtney Kramer
PO Box 1230
Bozeman, MT 59771
RE: Preserve Montana Fund Grant application
Date: March 3, 2014
Dear Montana History Foundation,
Please find a 2014 Preserve Montana Fund Grant application enclosed.
In addition to the grant application form, please note that the City of Bozeman meets the requirements for funding consideration as follows:
• The collection to be archived is of primary historic significance.
• The collections are associated with significant historical people and events.
• The City of Bozeman has shown a long-running commitment to historic preservation, as
demonstrated through the establishment of a historic preservation program in 1987.
• Letters of support from members of the community are enclosed with this grant application.
• The City has committed staff time to writing the grant application, management of a
grant contract and assistance with the project. The project is anticipated to be the starting
point to a larger archival initiative by the City.
• The City of Bozeman is committed to the equitable treatment of all persons.
• The project directly benefits local residents by indexing public records.
• The project would ensure that repairs to archival materials are repaired in a historically accurate way.
Please contact with me with any questions regarding the grant application.
Sincerely,
Courtney Kramer, Historic Preservation Officer
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Police arrest records, under a Police captain’s desk.
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City Engineering Map
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DEADLINE FOR POSTMARK OF APPLICATION IS MARCH 12, 2014.
Please complete this form in its entirety and add attachments as you feel are appropriate.
Refer to the Preserve Montana Fund Grant Guidelines for criteria and requirements of grant application. This document is available online at www.mthistory.org.
Organization Name:
Mailing Address:
(Street Address or PO Box, City, State, and Zip Code)
Telephone: Fax:
Website:
Executive Director Name:
Executive Director Title:
Email Address:
Telephone: Cell:
Contact Person:
(If different)
Contact Title:
Email Address:
Telephone: Cell:
Total # of Staff Year Established
501(c)(3)? Yes If organization is not a (501)(c)(3) or government unit, fill out
No fiscal sponsor information on page 3.
Organization Information
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Organization Mission Statement:
Organization Vision Statement:
Brief Description of Organization:
Population Served (include information you feel is applicable, i.e., age, ethnicity, race, location, etc.):
Has your organization ever received a grant from MHF? If so, what year and amount?
Yes Year
No Amount
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If you are applying for a grant and your organization does not have 501(c)(3) status (IRS designation) or is not an exempt government unit, you must have a fiscal sponsor.
Fiscal Sponsor (FS) Name:
FS Contact Person:
FS Contact Person Title:
FS Mailing Address:
(Street Address or PO Box, City, State, and Zip Code)
Contact Email Address:
Telephone: Fax:
Attach a copy of IRS 501(c)(3) designation letter. Make sure you are not submitting an expired
“advanced ruling” letter. Do not substitute paperwork from the State of Montana or copies of by-laws, articles of incorporation, etc. Public agencies do not need any documentation.
Attach a roster of applicant’s board members with background (i.e. list their profession or special skills).
Attach a roster of fiscal sponsor’s board members if applicable.
Attach a board resolution indicating that the sponsoring organization is willing to accept full
responsibility for the use of the grant and the subsequent reporting.
Attach operating budget for the most recently completed fiscal year. If applicant is not a 501(c)(3) organization or government unit, attach operating budget of the fiscal sponsor.
Fiscal Sponsor Information
Attachments Required
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Balance Sheet
For the most recently completed fiscal year
Fiscal Year Date Range:
Balance Sheet Date as of:
ASSETS
Current Assets
Cash
Accounts Receivable
Total Current Assets
Fixed and Other Assets
Buildings and Equipment
Other Assets
Total Fixed and Other Assets
TOTAL ASSETS
LIABILITIES AND EQUITY
Liabilities
Current Liabilities
Long Term Liabilities
Total Liabilities
Equity
Retained Earnings
Net Income
Total Equity
TOTAL LIABILITIES AND EQUITY
Financial Information
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If applicant is not a 501(c)(3) organization or government unit, provide financial
information of the fiscal sponsor.
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Profit & Loss
For the most recently completed fiscal year
P&L for Fiscal Year:
Ordinary Income/Expense
Income
Total Income
Gross Profit
Expense
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Noncash Income/Expense
Miscellaneous Income
Total Other Income
Other Expense
Miscellaneous Expense
Total Other Expense
Net Other Income
NET INCOME
Dollar values automatically default to zero and will change when the organization’s value is entered.
For expense items enter a – (minus sign) in front of the amount.
Enter the organization’s income and expense items. Leave blank any lines in this form that are unneeded and enter 0
(zero) for the amount. If more lines are required, try summarizing categories (such as: rent and utilities, project
materials and project-related professional services, office supplies and postage, etc.).
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Limit answers to the space allotted on the form.
Type of project (check all that apply):
Collections and artifacts
Buildings and structures
Oral histories
One-room schoolhouse
Other
Briefly describe your project:
Proposal Information
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Briefly describe how your project benefits the community in both tangible and intangible
ways:
How many people will benefit from this project?
Provide additional attachments as necessary, including photographs, reports, and other applicable information.
Photographs (you are encouraged to attach photographs)
Engineering reports (and other applicable reports)
Letters of support Other informational documents
Optional Attachments
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INCOME
MHF Grant Amount Requested
Grant Match
Other Grants Awarded
Donations
Cash on Hand
In-Kind Labor (Volunteers)
In-Kind Materials/Supplies
Total Income
EXPENSES
Total Expenses
NET PROJECT
The Grant Match amount must be at least 25% of the Total Income amount.
If an item does not apply to your organization enter 0 (zero).
Proposal Budget
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DEADLINE FOR POSTMARK OF APPLICATION IS MARCH 12, 2014.
Please complete this form in its entirety and add attachments as you feel are appropriate.
Completed applications should be delivered/postmarked/emailed to MHF by
Wednesday, March 12, 2014.
Applications that are late, not properly completed or incomplete will be denied
without further review. Please read the directions carefully, and call if you have
questions.
Mail completed application to:
Montana History Foundation
1750 North Washington Street
Helena, Montana 59601
Applications can also be emailed to: gena@mthistory.org
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