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HomeMy WebLinkAboutMeeting_21-32_Authorize Mayor to sign Bozeman Certified Local Government Grant Proposal 2007-2008Commission Memorandum Report compiled on January 24th 2007 REPORT TO: Honorable Mayor & City Commission FROM: Andrew Epple, Planning Director Chris Kukulski, City Manager SUBJECT: Bozeman Certified Local Government Grant Application 2007-2008 MEETING DATE: Monday, January 29th 2007 BACKGROUND: This is a consent item for the Mayor’s signature on the Certified Local Government Grant (CLG) Application for 2007-2008. The grant award will be in the amount of $4,031, unfortunately a 27% reduction from last year’s award due to a budget crisis in the Montana State Historic Preservation Office. In the past the Montana SHPO has been able to grant more than the 10% requirement, but this is not the case for this upcoming grant year. Bozeman’s Certified Local Government Program allows the Historic Preservation Officer and Historic Preservation Advisory Board to continue education programs about Bozeman’s significant history for the community good. Largely, the grant award is used for Bozeman’s Preservation Days celebration, which is a week-long event in May featuring guest speakers, historic tours, historic slideshows, etc. RECOMMENDATION: That the City Commission approves the Mayor to sign the Certified Local Government for 2007-2008. FISCAL EFFECTS: The Department of Planning is not aware of any unresolved issues for the proposed development at this time. ALTERNATIVES: As suggested by the City Commission. CONTACT: Please feel free to email Allyson Bristor at abristor@bozeman.net if you have any questions. APPROVED BY: Andrew Epple, Planning Director Chris Kukulski, City Manager Attachments: CLG Grant Application & Submittal Materials 21 Memorandum To: Historic Preservation Officers From: Rolene Schliesman, CLG Coordinator Melisa Kaiser Synness, Grant Manager Date: 9 January 2007 Re: CLG Grant Application for 2007-2008 2007-2008 Schedule – Dates to Remember! 9 Jan 2007 Announcement of Funds 31 Jan 2007 CLG Proposals Due 9 Feb 2007 SHPO Mails CLG Agreements for Signatures 23 Mar 2007 Both Signed Agreements to SHPO 1 April 2007 12-Month Funding Cycle Begins 30 June 2007 1st Quarter Ends, Progress & Req. Payment Reports due w/n 30 days 30 Sept 2007 2nd Quarter Ends, Progress & Req. Payment Reports due w/n 30 days 31 Dec 2007 3rd Quarter Ends, Progress & Req. Payment Reports due w/n 30 days 31 Mar 2008 Funding Cycle Ends, Final Progress & Req. Payment Reports due w/n 30 days Grant for 2007-2008: We have distressing news. Because of a budgetary deficit at SHPO, we have had to make some tough decisions. To offer the fairest solution, we are reducing each CLG budget equally from last year’s amount of $5,500 to $4,031 for 2007-2008. This lesser amount equals the minimum federally required 10% pass-through to CLGs of SHPO’s federal funding. In the past we have been able to grant more than our 10% requirement but this is no longer the case. There are various reasons for the cut, not the least of which is that the state has not lived up to its match to federal funding for the historic preservation program. Moreover the most recent Montana Historical Society’s financial audit reported that full indirect costs on the National Park Service grant were not being paid to the state’s general fund and more has to be taken out. (See Montana Code Annotated 17-3-111) Finally, while operations costs have increased steadily over recent years, our funding has not. Cuts to the CLG program are only one of the measures that will need to be taken to cover this deficit. We are terribly saddened by the news because the CLG program is one of the most effective outreach programs we have at the Society. You are working on a daily basis to preserve Montana’s heritage, collect its history, and share its wonders with your communities. We promise to keep our eyes open for opportunities to restore and improve CLG funding. Enclosed you will find the annual grant application and budget for certified CLGs. As of today, the Congress and President have not appropriated federal dollars for our funding. We anticipate sub-granting $4,031 for each CLG thus, create your budget using that amount for federal HPF dollars expected. Enclosed you will find the annual grant application that MT SHPO offers for certified CLGs. CLG Program Grant Application Due: 31 January 2007 C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 22 CLG Application Notes and CLG Reminders: 1. Manual is available at http://www.montanahistoricalsociety.org/shpo/clgmanual.asp 2. 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. 3. Please attach a list of the historic preservation board members, professional discipline or citizen membership, terms (years beginning and ending) and contact information including email addresses if available. 4. We hope to see many HPOs and commissioners at the CLG training workshop which is likely to be in conjunction with the Montana History Conference, likely in Helena (October 18-20, 2007). 5. Please review your local preservation planning document. Has it been updated, as required, in the past five years? 6. Please continue submitting your meeting minutes with your progress reports. They have been very helpful. No agendas are required. 7. Please look over your preservation bylaws, ordinances, and resolutions to help your commission in legal compliance. If you have any questions regarding this application, please contact us: CLG Financial Inquiries: Melisa Kaiser Synness 406-444-7768 mkaisersynness@mt.gov CLG Program Inquiries: Rolene Schliesman 406-444-7742 rschliesman@mt.gov C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 23 Annual CLG Program Funding We have 15 Montana communities enrolled in the CLG program. 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 $60,460 (10%) to the CLGs. This is a reduction from last year, due to a budget crisis in SHPO. 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. Consider presentations to school groups. Consider hosting a historic wood windows workshop for homeowners in your historic districts. Consider events for Historic Preservation Week. The possibilities are endless! Please provide a copy of this correspondence to your CLG Board or Commission for their review and assistance. We ask in the application form for the minutes of the meeting at which your application is discussed or an alternate way in writing which documents how the Board/Commission provided you with directions. Guidelines for 2006-2007 CLG Grant Eligibility CLG guidelines include the following: 1. CLG program grants must be matched on a 60/40 basis, cash or in-kind. 2. To qualify for the maximum 12-month funding level – $4,031 – CLGs must have a Historic Preservation Officer working at least 80 hours per month, and 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 $4,031 can be used towards salaries or operating costs. Minimum match is $2,687. 4. CLGs without a part-time Preservation Officer are eligible to apply for up to $1,500 for travel, training, and general operational costs. Minimum match is $1,000. 5. CLGs must submit quarterly Progress Reports, including meeting minutes, and Request for payment reports that meet reporting requirements and are delivered on time. 6. Unspent CLG funds revert to SHPO. Reverting funds may jeopardize a CLG’s future funding. For more guidance on administering CLG funds in Montana, please refer to the Montana Certified Local Government Manual, as well as the NPS Historic Preservation Fund Grants Manual. C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 24 Certified Local Government Grant Application 1 April 2007 to 31 March 2008 Application Deadline 31 January 2007 Montana State Historic Preservation Office PO Box 201202 Helena, MT 59620-1202 (406) 444-7715 C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 25 2007-2008 GRANT APPLICATION CERTIFIED LOCAL GOVERNMENT PROGRAM Certified Local Government: City of Bozeman, Montana Address: PO Box 1230, 20 East Olive Street, Bozeman, MT 59771 Contact Person: Allyson C. Bristor, AICP, Historic Preservation Officer Period of Grant Request: 1 April 2007 to 31 March 2008 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 which the local program will grow and develop. Please tie your tasks to your community’s Preservation Plan. If not, please explain. ( X Check if Scope of Work is continued on additional pages.) The City of Bozeman’s Historic Preservation Officer (HPO) is a full-time employee (working 40+ hours per week) and therefore qualifies for the maximum 2007-2008 Certified Local Government (CLG) Grant in the amount of $4, 031. The established work program of the HPO consists of two primary roles: 1) sole City employee of the Bozeman Historic Preservation Office and 2) City employee of the Bozeman Department of Planning & Community Development. The time and energy expended for each role is evenly distributed among the HPO work agenda. The following list of regular work duties are both preservation and planning oriented: • Serve as Administrative Design Review Staff for all proposed exterior alterations/rehabilitations at properties located within the Bozeman Neighborhood Conservation Overlay District, an overlay zoning district recognized by the Bozeman Unified Development Ordinance (UDO), which encompasses the City’s nine National Register Historic Districts; (Certificate of Appropriateness [COA] is issued upon Staff review and approval; approximately 266 total projects reviewed in 2006, a slight decrease from 2005, which had approximately 300 projects); • Serve as Administrative Design Review Staff for all exterior signage proposals for properties within the Bozeman Neighborhood Conservation Overlay District; • Serve as Administrative Design Review Staff for all proposed interior alterations/rehabilitations for publicly accessible properties recognized by the National Register of Historic Places; • Present COA and/or other project proposals, which ask for a deviation(s) from the UDO, to the Bozeman City Commission for final decision; • Present COA and/or other project proposals to the Bozeman Design Review Committee (DRC) and Design Review Board (DRB) for recommendations on final approval; • Consult and inform Bozeman property owners on the Secretary of Interior’s Standards for Rehabilition guidelines for exterior and interior alterations to historic properties; • Perform “on-call” hours for the Bozeman Department of Planning; • Implement zoning and subdivision provisions through the Bozeman UDO; • Update and revise the Montana Historical & Architectural Inventory files, when alterations occur, for the properties within the Bozeman Neighborhood Conservation Overlay District; • Regularly attend monthly meetings of the Bozeman Historic Preservation Advisory Board (BHPAB) and serves as the sole City staff liaison; • Regularly attend monthly meetings and is a member of the Community Transportation Enhancement Program (CTEP) Steering Committee; • Regularly attend monthly meetings of the Story Mansion Task Force (SMTF) and serves as one City staff liaison; C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 26 • Monitor the Save America’s Treasures grant for the T.B Story Mansion and submit project updates to the National Park Service; • Compose grant proposals and requests for historic preservation and/or planning project funding (including the CLG program); • Advises Montana State University (MSU) students through a variety of historic preservation and/or planning internships and/or independent study projects; • Conduct historic walking tours throughout Bozeman Historic Districts. Products/Projects for the upcoming 2007-2008 CLG grant cycle: • Continue to update information and text on the newly redesigned and reformatted BHPAB website www.preservebozeman.org to establish an interactive neighborhood preservation portal that will contain a community question & answer section, a preservation news/legislation section, a National Register property database, etc., as a part of the Bozeman Preservation Office’s preservation advocacy and education mission; BHPAB subcommittee created to make progress toward complete website; • Correlate with Montana State University representatives as they move forward with the idea to adaptively reuse the Story Mansion as the University’s Humanities Institute; • Continue to develop educational presentations and workshops for Bozeman property owners, contractors and real estate professionals (to explain the COA process required for properties within the Bozeman Neighborhood Conservation Overlay District, the Secretary of Interior’s Standards for Rehabilitation, Tax incentives available for income producing properties, etc.); included in this initiative is to send out a postcard mailing to all property owners located within the Neighborhood Conservation Overlay District to inform them about the COA design review process and to warn them that penalty fines will apply for work begun without COA approval and/or building permit issuance (for work begun without COA approval and/or building permit); • Work with the Bozeman Chamber of Commerce and the Gallatin County Historical Society to create NEW walking tours (goal is to create a three total tours: Main Street, Southside Neighborhood, Northside Neighborhood); the Chamber is paying the majority of the project, including printing costs, while the HPO and Gallatin County are supplying the historic text and pictures; first brochure completed in 2006 for the Main Street Historic District; • Celebration of Bozeman Preservation Days May 7th – 13th 2007 (in correlation with the National Trust month’s 2007 theme); • Celebration of Excellence of Historic Preservation Awards in May 2007 (counter with Preservation Days); • Continue to educate the public on the Design Guidelines for Bozeman’s Neighborhood Conservation Overlay District, and implement them as part of the required COA design review process; • Continue to Correlate with Montana State University’s Facilities Department to create a university-level preservation advisory board; as of now the BHPAB has a MSU subcommittee that is working toward this cause; • Work with Renewable Technologies Inc. (RTI) on the initial scoping study of the future update to the Montana Historical & Architectural Inventory files for properties within the Bozeman Neighborhood Conservation Overlay District ; COA fines increased which will help to fund the actual update process; • Correlate with Tracy Oulman, City Neighborhood Coordinator, in developing preservation advocacy activities for established Bozeman neighborhood associations. The BHPAB is fully recognized by the Bozeman Municipal Code (Chapter 2.80) and operates as one of several city appointed advisory boards. Bozeman is highly successful in establishing a vibrant and effective partnership between local preservation activities and the local government planning process. The future growth and develop of the Bozeman Historic Preservation Office will be closely interrelated to the growth of Bozeman as a whole. As the number of proposed alterations to Bozeman’s historic built environment drastically increase, it will be even more necessary for the HPO to educate the public on the appropriate methods and procedures for historic rehabilitation and to avoid demolitions of significant structures for pure economic gains. . C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 27 BUDGET 4-1-2007 to 3-31-2008 Budget Cash Amount Cash Source In-kind Amount In-kind Source Total A. Salaries & Wages (including Benenfits) $36,186 $4,031 CI F $40,217 B. Office Rental $150/month CI $1,800 C. Equipment $32/month CI $384 D. Supplies & Materials General $600 CI $600 E. Postage $750 CI $750 F. Telephone & Long Distance G. Photocopy H. Film Processing I. Preservation Commission Advisory Board (Hours x rate x number of volunteers) 24 x $17.55 x 10 NP $4,212 J. Volunteers Hours X * rate X number of volunteers. K. Travel Mileage In-state Out-state (Travel expenses combined) $750 $800 CI CI $1,550 L. Travel Meals C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 28 (Travel expenses combined) M. Lodging (state rate) $ 55.00 plus tax X number of nights N. Other Expenses Subscriptions Contracts Advertising Dues/ Certifications $100 $1,100 $1,100 $100 CI CI CI CI $2,400 M. Total Expenses $41,486 $4,031 CI F $2,184 $4,212 CI NP $51,913 SOURCE KEY: F-Federal CI-City CO-County NP- Private/Non-Profit * Federally approved minimum rate for volunteers is $17.55 per hour. C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 29 SOURCES OF REVENUE AMOUNT Itemized Cash Match Source City of Bozeman, Montana $41,486 Itemized In-Kind Match Source City of Bozeman, Montana $2,184 Bozeman Historic Preservation Advisory Board $4,212 Federal HPF Grant Request from SHPO National Park Service/SHPO $4,031 TOTAL REVENUE $51,913 Certified Local Government C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 30 Historic Preservation Commission Chairperson or President Signature Date January 29th 2007 Name (typed) Michael Neeley Address 1213 South 4th Avenue, Bozeman, MT 59715 Telephone 406-994-7195 (work) Email mneeley@montana.edu ************************************************************************ Certified Local Government (The local government administrator may sign in addition to the Chief Elected Official.) Signature Date January 29th 2007 Name (typed) Jeff Krauss Title Mayor Address PO Box 1230, Bozeman, MT 59771 Telephone 406-582-2321 Email jkrauss@bozeman.net Certified Local Government Historic Preservation Officer Signature Date January 29th 2007 Name (typed) Allyson C. Bristor Address PO Box 1230, Bozeman, MT 59771 Telephone 406-582-2260 Email abristor@bozeman.net Please attach the minutes of the meeting at which your application is discussed or an alternate way in writing by which the Board/Commission provides you with directions. Please attach a list of the historic preservation board members’ names, professional discipline or citizen membership, terms (years beginning and ending), and contact information. C:\DOCUME~1\BFONTE~1\LOCALS~1\Temp\Bozeman CLG Grant Proposal Application.doc 31