HomeMy WebLinkAboutC2. Govt Grant Historic Pres1
REPORT TO: Honorable Mayor and City Commission
FROM: Chris Saunders, Planning and Policy Manager Wendy Thomas, Director of Community Development
SUBJECT: Approve the Mayor’s signature on Bozeman’s Certified Local Government Grant
Application for 2016-2017. Grant 2016-003.
MEETING DATE: February 8, 2016
AGENDA ITEM TYPE: Consent
RECOMMENDATION: That the City Commission authorize the Mayor’s signature on the grant application.
BACKGROUND: This is a consent item for the Mayor’s signature on the Bozeman Certified Local
Government Grant Application for 201-2017. The grant award is $5,500 and requires a $1-to-$1 match.
The City of Bozeman counts the Historic Preservation Officer’s salary as a match.
The $5,500 funds a portion of the Historic Preservation Officer’s salary, as well as providing financial resources to preservation outreach and education events like seminars, walking tours 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 determined at this time.
ALTERNATIVES: 1) Authorize the grant request.
2) Do not authorize the request.
FISCAL EFFECTS: The Department of Community Development, which administers Bozeman’s
Historic Preservation program, is not aware of any unresolved issues related to the proposed grant
application. Not pursuing the grant will reduce funding for historic preservation by $5,500.
Attachments: Grant application
Grant tracking form
Report compiled on January 28, 2016
Commission Memorandum
9
Memorandum
To: Historic Preservation Officers
From: Kate Hampton, CLG Coordinator
Brad Hansen, Preservation Grants Administrator
Date: January 4, 2016
Re: CLG Grant Application for 2016-2017
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.
2016-2017 Schedule – Dates to Remember
January 4, 2016 Announcement of Funds
February 22, 2016 CLG Grant Applications Due to SHPO
Upon Receipt SHPO Mails CLG Agreements for Signatures
March 22, 2016 Both Signed Agreements to SHPO
April 1, 2016 12-Month Funding Cycle Begins
September 30, 2016 Mid-Point of Funding Cycle
October 31, 2016 Six-Month Progress Report & Request for Reimbursement due
March 31, 2017 Funding Cycle Ends
April 28, 2017 Final Progress Report and Request for Reimbursement due
Grant for 2016-2017:
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, February 22, 2016
10
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, 2016 and March 1, 2017.
2. The state mileage rate is $0.54 per mile. The lodging reimbursement rate is $89.00 per night plus taxes (may
vary by location, check with Brad for rates).
3. Volunteer time reimbursement rate is $19.17 (unless a person is volunteering their time in an official
capacity; then they can record their regular pay rate, up to $90/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 $80,000.00 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.
11
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/Communitypres.aspx , as well as the NPS Historic Preservation Fund Grants
Manual, http://www.nps.gov/preservation-grants/HPF_Manual.pdf.
Components of 2016-2017 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 Brad.
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:
Brad Hansen Kate Hampton
406-444-7768 406-444-7742
khampton@mt.gov
12
Certified Local Government
Grant Application
April 1, 2016 to March 31, 2017
Application Deadline
February 22, 2016
Montana State Historic Preservation Office
PO Box 201202
Helena, MT 59620-1202
(406) 444-7715
13
2016-2017 GRANT APPLICATION
CERTIFIED LOCAL GOVERNMENT PROGRAM
Certified Local Government: City of Bozeman
Address: PO Box 1230, Bozeman MT 59771
Contact Person: Chris Saunders, Policy and Planning Manager, csaunders@bozeman.net, 406-582-2260
Tax ID: 81-6001238
Period of Grant Request: April 1, 2016 to March 31, 2017
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 community’s Preservation Plan.
If not, please explain.
(❒ 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 grant cycle timeframe. The City completed a review of its primary historic preservation
regulatory tool in 2015. The evaluation is available online at
http://www.bozeman.net/Smarty/files/5d/5d0ac1a0-78e7-4f62-af6f-2a4b039cafdd.pdf. The evaluation
studied 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 (NRHP). 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 set for the program.
The report recommended several procedural and regulatory changes to place additional emphasis on
protection of truly historic resources. The implementation of the report will require evaluation of existing
National Register districts for necessary improvements in documentation of periods of significance and
updating of description of character of the district. An increased effort to establish new historic districts is a
second recommendation of the report.
The City of Bozeman will continue to refine public policy and legislation outlining the process and criteria for
demolition of historic structures in the 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. A draft ordinance is at 90% completion and is expected to go to the City
14
Commission during this grant cycle. The ordinance will provide much improved clarity and additional
protection for truly historic structures and neighborhoods.
Bozeman’s historic preservation program will continue to engage the community in public education about
historic preservation through the grant cycle. The development of additional community organizations, such
as the Extreme History Project, provides opportunities for partnerships for public outreach. Effective
partnerships allow the HPO to focus on other elements of historic preservation such as formation of new NR
districts.
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 who typically meets monthly. HPO
meets with the Board to provide technical advice, coordinates agendas with the City Clerk and
President of the Board, and acting as the interface between the advisory board and professional
staff.
The proposed scope of work and associated budget is subject to final approval by the City Commission
through the budgetary process.
15
BUDGET
4-1-2016 to
3-31-2017 Budget
Cash Amount Cash Source In-kind
Amount
In-kind Source Total
A. Salaries, Wages,
Benefits
$34,500 CI-$29,000
F-$5,500
$34,500
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
2 hours *
$19.17 rate *
7 members *
10 meetings
Board
volunteers
$2,684
I. Volunteers
Hours X * rate X
number of volunteers.
16
J. Travel Mileage
Number of miles X
$0.54. 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
$89.00 plus tax
X number of nights
M. Project (s)
Expenses – fully
itemized
National Register
Districts evaluation
and update, creation
update of design
guidelines
Preservation Awards
Contracted
Preservation Outreach
Preservation Outreach
$35,000
$800
$3,600
$400
CI-$35,000
CI-$800
CI-$3,600
CI-$400
$35,000
$800
$3,600
$400
N. Other Expenses –
fully itemized.
Travel and training
$600
CI-$600
$600
M. Total Expenses
17
SOURCE KEY:
F-Federal
CI-City
CO-County
NP- Private/Non-Profit
* Federally approved minimum rate for volunteers is $19.17 per hour.
18
SOURCES OF REVENUE/FUNDING AMOUNT
Itemized Cash Match Source
City of Bozeman HPO Salary and Benefits $34,520
Certificate of Appropriateness fund $35,000
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
Itemized In-Kind Match Source
Preservation Board Members volunteer time $2,684
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
________________________________________________ ______________
Federal HPF Grant Request from SHPO
SHPO CLG grant $5,500
TOTAL REVENUE $77,704
19
Certified Local Government
Historic Preservation Commission Chairperson or President
Signature ________________________________________ Date _________________________
Name (typed) ___________________________________________________________________
Address _______________________________________________________________________
Telephone _____________________________________________________________________
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
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.)
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
Certified Local Government
Historic Preservation Officer
Signature _________________________________________ Date ________________________
Name (typed) ___________________________________________________________________
Address _______________________________________________________________________
Telephone _____________________________________________________________________
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
Please attach the meeting minutes (or an alternate way in writing) at which your application was discussed and
approved by the Preservation Board/Commission.
20
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.
21
Proposed Preservation Program budget
Fiscal Year 17 (July 2016-June 2017)
By: Chris Saunders
1/29/2015
Revenue Source Amount
SHPO CLG grant 5,500.00$
City of Bozeman (HPO's wages and benefits)34,520.00$
COA fund for NCOD evaluation implementation 35,000.00$
Total Revenue:75,020.00$
Program expenses
HPO wages and benefits (city cost)(34,520.00)$
HPO travel and training (600.00)$
NR district evaluation and update/creation districts and
design guidelines (35,000.00)$
Preservation awards (800.00)$
Preservation Board training and planning (100.00)$
Contracted Services - preservation outreach (3,600.00)$
Other preservation outreach and events (400.00)$
Total Expenses:(75,020.00)$
HPO position and program is in transition and is
presently being updated in preparation for recruiting.
HPO position is presently vacant.
22