HomeMy WebLinkAbout15- City Grant #2015-003 CLG Grant Application for Evaluation of City Neighborhood Conservation DistrictMemorandum
To: Historic Preservation Officers
From: Kate Hampton, CLG Coordinator
Robb Mc Cracken, Preservation Grants Administrator
Date: January 6, 2015
Re: CLG Grant Application for 2014-2015
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. A six-month interim progress report and a final report format will be forwarded to you with your contract.
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 ($5,500.00) can be submitted with the six-month progress report,
as long as sufficient activity, cash and in-kind match has been documented.
2015-2016 Schedule — Dates to Remember
January 6, 2015
Announcement of Funds
February 23, 2015
CLG Grant Applications Due to SHPO
Upon Receipt
SHPO Mails CLG Agreements for Signatures
March 20, 2015
Both Signed Agreements to SH PO
April 1, 2015
12 -Month Funding Cycle Begins
September 30, 2015
Mid -Point of Funding Cycle
October 30, 2015
Six -Month Progress Report & Request for Reimbursement due
March 31, 2016
Funding Cycle Ends
April 29, 2016
Final Progress Report and Request for Reimbursement due
Grant for 2015-2016:
As of this writing, the US Congress has not appropriated this federal fiscal year's budget. We anticipate offering
annual grants for $5,500.00 for CLGs with half-time staff and $1,500.00 for CLGs with less than half-time staff.
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: Monday, February23, 2014
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, 2015 and March 1, 2016.
2. The state mileage rate is $0.56 per mile. The lodging reimbursement rate is $83.00 per night plus taxes (may
vary by location, check with Robb for rates).
3. Volunteer time reimbursement rate is $18.79 (unless a person is volunteering their time in an official
capacity; then they can record their regular pay rate 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 CI -Gs. This coming year, we anticipate
allocating $84,000.00 to the CI -Gs. 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.
Guidelines for 2015-2016 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 2015-2016 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 Robb.
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:
Robb McCracken Kate Hampton
406-444-7768 406-444-7742
RMcCracken@mt.gov khampton@mt.gov
Certified Local Government
Grant Application
April 1, 2015 to March 31, 2016
Application Deadline
February 23, 2015
Montana State Historic Preservation Office
PO Box 201202
Helena, MT 59620-1202
(406)444-7715
2015-2016 GRANT APPLICATION
CERTIFIED LOCAL GOVERNMENT PROGRAM
Certified Local Government: City of Bozeman
Address: PO Box 1230, Bozeman, MT 59771
Contact Person: Courtney Kramer, Historic Preservation Officer ckramer@bozemon.net
Tax ID: 81-6001238
Period of Grant Request: April 1, 2015 to March 31, 2016
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.
(X Check if Scope of Work is continued on additional pages.)
The City of Bozeman anticipates a continued cycle of evaluation of Bozeman's historic preservation program during
the 2015-2016 grant timeframe. At the direction of the City Commission, the planned update to the Bozeman
Community Plan, which includes Chapter 5, "Historic Preservation, " has been postponed until 2016. This was done to
give many of the City Departments sufficient time to complete major studies of the effectiveness and outcomes of the
City's transportation, public works and land use planning.
The evaluation initiative includes a study of the City's Neighborhood Conservation Overlay District (NCOD). This zoning
overlay originally, established in 1991 and found in Bozeman Municipal Code (BMC) Article 38.16, triggers a
Certificates of Appropriateness (COA) for all structures located within the district regardless of the property's
designation as historically significant on the National Register of Historic Places (NRNP). The Department of
Community Development, primarily the Historic Preservation Officer, has handled an average of 150 COA applications
a year. The resource commitment for managing COAs has prevented the Historic Preservation Officer (HPO) from
advancing other elements of the preservation program by completing new surveys of cultural resources, running an
effective public education and outreach program and other goals setfor the program.
The City of Bozeman secured $30,000 in grant funding from the Community Development Block Grant (CDBG)
program to partially fund an evaluation of the NCOD's effectiveness on historic preservation, affordability, and infill.
The City utilized a Request for Proposals (RFP) process to hire a qualified consultant to evaluate the NCOD and expects
to be under contract on the project by April 2016. The evaluation will include a high level of community engagement
and should be complete by the fall of 2016. The City will then move forward with related revisions to the Community
Plan, historic preservation ordinance and related documents. The Bozeman Historic Preservation Advisory Board
(BHPAB) has been identified as a stakeholder in the process, along with the Downtown Bozeman Partnership,
property owners in the NCOD and members of the design community who frequently engage in the COA process. The
total project budget is $65,000, with the City providing $35,000 in funding.
The City of Bozeman collected reconnaissance -level survey information about potentially eligible properties in the
NCOD in the fall of 2014. The survey work is the first step since the 1984 Montana Historical and Architectural
Inventory, which disregarded many of the mid -20`h century resources as non -historic due to age. The City of Bozeman
will finish reconnaissance work in the summer of 2015 and use the information to develop a Scope of Work and RFP to
survey mid-century resources during the winter of 2015-2016. Depending on the outcome of this work, completion of
the formal survey work may be included on the Fiscal year 2016-2017 City of Bozeman budget. HPO Kramer is the
project manager and City liaison to the consultant for this evaluation.
The City of Bozeman will continue to refine public policy and legislation outlining the process and criteria for
demolition of historic structures in the 2015-2015 grant timeline. Per direction from the City Commission, and with the
encouragement of the BHPAB and Northeast Neighborhood Association, the City is working on policy which will
prevent demolition by neglect. The Department of Community Development and the City's Legal Department plan to
bring the initiative back to the City Commission in a public meeting in the spring of 2015. HPO Kramer is heavily
involved in this process.
Bozeman's historic preservation program will continue to engage the community in public education about historic
preservation through the 2015-16 grant cycle. HPO Kramer writes a monthly article for Bozeman Magazine and hosts
a bi-monthly radio show about local history and historic places. HPO Kramer also participates in monthly meetings of
the Gallatin Heritage Consortium (GHC). The GHC formed in the summer of 2014 with a representative from each of
the heritage/ public history/ museum organizations in the Gallatin Valley area. The monthly meetings are an
opportunity to share news about upcoming events and initiatives, public education programming and continuing
education opportunities. HPO Kramer acts as the secretary for the organization and manages a shared calendar of
heritage events at: htto;Z/ ww.bozeman.net/Departments/Community-Development/Historic-Preservation/Calendar
HPO Kromer's efforts of public education include updating the City's historic preservation website, continuing to
develop the digital walking tours and supporting the 2015 Montana History Conference, which will be in Bozeman
September 24-26. Other duties will include:
The HPO will handle other Preservation Program duties, including:
- Continued management and grant reporting for a $150,000 Save America's Treasures grant
- Seeking funding for cultural resource survey work
- Bi -annual CLG grant contract reporting
- Reviewing the City of Bozeman's various preservation -related Municipal Codes, ordinances, resolutions and
contracts in an effort to make sure all documents clearly define the program's objectives and obligations.
- Working with the Bozeman Historic Preservation Advisory Board to accomplish their goals (see below).
- Assisting the City's Legal Department with the ongoing prevention of Demolition by Neglect initiative to foster
effective maintenance of historic buildings.
The Bozeman Historic Preservation Advisory Board adopted their 2015-2016 work plan at an annual planning retreat
on January 24, 2015. The BHPAB's work plan is included as an attachment to this document. Short term goals include
execution of the Preservation Awards in May, improvement of governance documents (bylaws and possibly the
preservation ordinance), modifying the meeting schedule to improve effectiveness and participation in the 2015
Montana History Conference. Long term goals include growing the board's membership and role, engaging in the City
processes and exploring new funding sources for BHPAB initiatives.
BUDGET
4-1-2015 to
Cash Amount
Cash Source
In-kind
In-kind Source
Total
3-31-2016 Budget
Amount
A. Salaries, Wages,
$35,500.00
CI -$31,000
$35,500.00
Benefits
F- $4,500
B. Office Rental
$0
C. Equipment
$0
D. Supplies &
$0
Materials
Itemize major
categories
E. Postage
$0
F. Telephone
$0
& Internet
G. Photocopies
$0
H. Preservation
2 hours *
Board
$3,758
Commission
$18.79 rate *
volunteers
Number of hours X
10 members
* rate X number of
10 meetings
members X number of
meetings
I. Volunteers
Hours X * rate X
number of volunteers.
J. Travel Mileage
$0
Number of miles X
$0.56. Include funds
for HPO and/or
Commissioners to
attend CLG annual
training
K. Travel Meals
$0
# of Meals X rate:
Breakfast - $5.00
Lunch - $6.00
Dinner -$12.00
L. Lodging
$0
$83.00 plus tax
X number of nights
M. Project (s)
Expenses — fully
itemized
Evaluation of NCOD
$65,000
Cl- $35,000
$65,000
CDBG-
Reconnaissance
$5,000
$30,000
$5,000
Survey work
CI -$5,000
Preservation Awards
$800
$800
Preservation Board
$100
F-$800
$100
training
F-$100
Other preservation
$100
$100
outreach and events
F-$100
N. Other Expenses —
fully itemized.
M. Total Expenses
$110,258.00
SOURCE KEY:
F -Federal
CI -City
CO -County
NP- Private/Non-Profit
* Federally approved minimum rate for volunteers is $18.79 per hour.
SOURCES OF REVENUE/FUNDING
Itemized Cash Match Source
City of Bozeman HPO Salary and Benefits
CDBG evaluation of NCOD
City of Bozeman evaluation of NCOD
City of Bozeman Reconnaissance Survey work
Itemized In -Kind Match Source
Preservation Board Members volunteer time
Federal HPF Grant Request from SHPO
SHPO CLG grant
AMOUNT
$31,000
$30,000
$35,000
$5,000
$1,879
$5,500
TOTAL REVENUE .$106,500
Certified Local Government
Name (typed): Lora Dalton
Address: 201 South 6th Avenue, Bozeman, MT 59715
Telephone: 405-585-3499
Certified Local Government
Signature
Name (typed):J4FfeyKrauss
Title: Mayor
Address: PO Box 1230, Bozeman, MT 59771
Telephone: 406-582-2260
Date
Date Z Z 20 lS
(The local government administrator may sign in addition to the Chief Elected Official.)
Certified Local Government
Signature:
Name (typed): Courtney
Address: PO Box 1230, Bozeman, MT 59771
Telephone: 406-582-2289
Date / 1 5j 15�
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.
BOZEMANMT
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: 2015-16 CLG grant
CFDA # (applies to Federal grants) N/A
Department: Dept. Community Development
Phase of Process: El Notice of Intent
Date Document Signed: 9-15
Grant If (issued by City Clerk): 20 1 55-003
Grant Total: $5,500 Grant Match: $5,500 min.
Grant Project Manager:Courtney Kramer
FVI Application Award/Contract
For all grants under $20.000 in
Department
Finance Office
City Manager
Original Signed
value.
Director
Grant Documents
to City Clerk
Does not require approval on
- -
Commission meeting agenda
Commission and City Manager
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: 2109/2015
Presented by, C. Kramer
ZConsent 0 Action
Revised 10/27/2014