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Home My WebLink About08/18/2026 07.E. Resolution authorizing Award_HCP_Capitol Theatre Facade r 'V ii _�ii •• i i t, gin.;—* _1a _- '^ BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.E. For Meeting of: August 18, 2026 ITEM TITLE: Resolution authorizing acceptance of a Heritage Theater Grant Award for the Capitol Theatre Facade Improvements Project CT2875 SUBMITTED BY: *Bill Preston, Community Development Director SUMMARY EXPLANATION: On February 24, 2026 the Washington Trust for Historic Preservation selected Yakima to receive a Historic Theater Grant for improvements to the Capitol Theatre Facade, project CT2875. The Facade improvements include window repairs including shutters and lighting, repair poster cases, and external facade lighting. This is a small project included in the larger overall Capitol Theatre improvement project to take advantage of the grant opportunity. The estimated cost of the project is $118,000 funded with a $73,000 Heritage Theater Grant and the remaining from the Capitol Theatre from capital campaign donations or other grants. This work will be completed in fall and winter of 2026 ahead of the larger project in 2027. ITEM BUDGETED: No STRATEGIC PRIORITY 24-25: A Thriving Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution Award HCP.final.docx Historic-Theatre-Grant-Program-Checklist_2023-25.pdf 34 RESOLUTION NO. R-2026- A RESOLUTION authorizing acceptance and execution of a grant with the Washington Trust for Historical Preservation for the Capitol Theatre Facade Project CT2875. WHEREAS, the City of Yakima (CITY) is desiring to make significant capital improvements to the Capitol Theatre including seating, lighting, façade and other improvements; and WHEREAS, the City has been awarded a $73,000 grant for the Capitol Theatre Façade project; and WHEREAS, the total cost of the project is estimated at$118,000 with the remaining funds from donations and/or other grants; and WHEREAS, the Capitol Theatre Façade project is a smaller project that is part of the larger capital improvements; and WHEREAS, the City Council finds that it is in the best interests of the City of Yakima and its residents to accept and execute the grant agreement with the Washington Trust for Historical Preservation for the Capitol Theatre Façade Project CT2875, and authorize the City Manager to take all necessary steps to execute the grant agreement, necessary contracts, and administer the funds received from the grant; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: Section 1. The City Manager is hereby authorized to accept the Washington Trust for Historic Preservation grant, not to exceed Seventy Three Thousand dollars ($73,000) as described in the Award Letter, and directed to take all necessary steps to secure the funding for the Capitol Theatre Façade Project CT2875. Section 2. The appropriate administrative officials of the City are hereby authorized to receive monies and to expend the same as authorized by the WASHINGTON TRUST FOR HISTORIC PRESERVATON award. Section 3. The City Manager, or her designee, shall have responsibility for the administration of said funds and expenditure of said funds received pursuant to the WASHINGTON TRUST FOR HISTORIC PRESERVATON award and the budget submitted therewith for the grant. Section 4. The City Council hereby authorizes the City Manager to execute any and all contracts necessary and not to exceed the budgeted amounts outlined in the award, and enter into any other necessary agreements or documents to accomplish the Capitol Theatre Façade Project CT2875 funded through the WASHINGTON TRUST FOR HISTORIC PRESERVATON award. Section 5. Severability. If any section, subsection, paragraph, sentence or clause of this resolution is declared invalid or unconstitutional for any reason, such decision shall not affect the validity or constitutionality of the remaining portions of the resolution. ADOPTED BY THE CITY COUNCIL this 18th day of August, 2026. 35 Matt Brown, Mayor ATTEST: Rosalinda Ibarra, CMC, City Clerk 36 Historic Theater Grant Program — Recipient Checklist Congratulations on receiving a Historic Theater Grant!We look forward to working with you on your upcoming project.This checklist details grant program requirements and expectations throughout the life of your project. Before Project Commences ❑ Execute Grant Contract. Sent via Adobe Sign,this contract between you and the Department of Archaeology & Historic Preservation will outline the scope and budget of the project. Please sign this document as soon as possible to secure your grant funding. Work cannot begin until contracts are finalized. ❑ Receive Grant Administrator's Approval of Methods&Materials.To ensure planned work is eligible for grant reimbursement, all final bids, material specifications, and project design must be submitted to the Grant Administrator for review and approval prior to beginning work or paying for materials and services. All work must adhere to the Secretary of Interior's Standards for Historic Preservation, which is reviewed by program staff and/or DAHP. During Project Work Projects cannot begin until contracts are finalized and must begin within one year of the contract's execution.The State cannot reimburse any expenditures on the project made before the grant contract is in place. ❑ Display Award Sign.You will be sent a grant award sign acknowledging DAHP as the source of the grant funding.You are responsible for producing the sign by taking the provided design file to a print or sign shop. The sign should be at least 16" x 24" in a hanging vinyl banner, corrugated plastic board, or a comparable (preferable recyclable) material. Expenses for the sign may count as match towards your grant project. ❑ Track Cash Expenses. When submitting for a reimbursement,you must have all expenses recorded in the provided Expenses Spreadsheet. We highly encourage you to record your project-related expenses as you go to ensure a quick and smooth reimbursement process later. o Expenses Spreadsheet:preservewa.org/sample-dahp-reporting_expense-report_2024/ ❑ Track In-Kind Match for Materials, Labor, and Equipment. Use the In-kind Donation Forms to record and show proof of donated/in-kind labor, equipment, and materials. Complete these forms as work progresses and submit completed forms with your quarterly reports. o Donated Labor Form:preservewa.org/sample-dahp-contract_donated-labor updated/ o Donated Equipment Form:preservewa.org/sample-dahp-contract_donated-equipment_updated/ o Donated Materials Form: preservewa.org/sample-dahp-contract_donated-materials_updated/ ❑ Submit Quarterly Progress Reports.You are required to submit quarterly progress reports the 15th of every January, April,July, and October throughout the duration of your project, providing the following: o Description of work progress, delays, or scope changes o Progress photos Note:All attachments o Documentation of project expenses and donations to project must be .jpeg, .png, .pdf, o Progress Report Form:preservewa.org/dahp-grant-progress- or.doc report/ If no work is completed in a given quarter, complete a report to let us know the reason why and indicate when the project will resume. 37 After Project Concludes All projects must be completed within the budget biennium, meaning the deadline for all grant projects is June 30, 2025. Requests for project extensions can be made in April 2025. ❑ File Preservation Easement. If your grant project is on private property, you are required to enter into a property easement to ensure the building is not adversely impacted by future action.The term of the easement will be 5-15 years, depending on the amount of the grant award. This document will be provided by the grant administrator and must be filed with your County Clerk or related office. Expenses for filing the easement may count as match towards your grant project. ❑ Submit Project Completion Form &Reimbursement Request. All grants are made on a reimbursement basis only;you must do the work first, pay all bills/invoices associated with that work, and then submit proofs of payment to the state for reimbursement. o Completion Report Form:preservewa.org/dahp-grant-completion-report, o Required materials. Please prepare to submit the following: 1. Cash expenses tracking sheet (see Page 1 for download link) 2. Proof of expenses, such as final bids, invoices, and material specification sheets 3. Proof of payment, such as cancelled checks, bank/card charge or deposit slips 4. Completed Donated Labor, Material, and Equipment Forms (see Page 1 for download links) Note: Depending on ther 5. Photos of completed project complexity, reimbursements 6. Photo of the posted Grant Award Sign can take 4-6 weeks to process 7. Scanned copy of the Preservation Easement file (if applicable) o Direct deposit. To receive reimbursement via direct deposit, you must be a vendor in the State's system. If you not, you must submit a Statewide Payee Registration form to become one. ■ Statewide Payee Registration Form:ofm.wa.gov/statewide-vendorpayee-services o Multiple reimbursements. Up to three reimbursements over the course of a project are allowed. If you do decide you will need to submit multiple reimbursements, please let grant administrators know as soon as possible so a payment schedule can be planned. ❑ Sign State Form A-19.This payment voucher form will be sent by the Grant Administrator after you submit your first reimbursement request. Completion of this document is required to initiate reimbursement. ❑ Celebrate with your local press and state legislature. It's time to celebrate! Share your final project with your local press and your state representatives (funding from the State helps make this program possible). o Letter to state representatives:preservewa.org/celebrate-with-your-state-representatives/ o Press release for local press: preservewa.org/dahp-press-release-templates/ Explore the DAHP Current Grantee Portal at preservewa.org/dahp-grants-current-grantee-portal/.You can contact the Washington Trust Grant Administrator at grants@preservewa.org or 206-462-2999. 38