Loading...
HomeMy WebLinkAbout02-22-2023 HPC Agenda Packet CITY OF YAKIMA HISTORIC PRESERVATION COMMISSION Date:February 22, 2023 Time: 5:30p.m. Place:City Council Chambers Staff: Joseph Calhoun, Planning Manager I.Call to Order Commission Chair II.Roll Call Staff Liaison III.Approval of Meeting Minutes from 1/25/2023Commission Chair IV.Staff AnnouncementsStaff Liaison V.Audience ParticipationCommission Chair VI.New Business A.2023CLG Grant DiscussionStaff Liaison VII.Other Business Commission Chair VIII.Adjournment Adjourn to next scheduled Historic Preservation Commission meetingMarch22, 2023,at 5:30pmin the Council Chambers. Commission Members Clayton Bussey Joe Mann Dawn King CITY OF YAKIMA HISTORIC PRESERVATION COMMISSION Council Chambers, City Hall Date:January 25, 2023 Time: 5:30p.m. nd St. Place:Council Chambers, City Hall, 129, N. 2 Staff: Joseph Calhoun,Planning Manager/Historic Preservation Liaison I.Call to Order Meeting was called to order at approximately 5:35 P.M. II.Roll Call Commissioners Hall, Bussey,Mann and King were present, with Commissioners Edmondson absent III.Approval of Meeting Minutes from 11/30/2022 Minutes were approved unanimously IV.Staff Announcements-Planning Manager Calhoun announced the following: A.Staff Liaison Due to a turnover in the planning division, Joseph Calhoun will be acting as the staff liaison for the foreseeable future for the Historic Preservation commission. There are currently two open positions in the planning department, and once they have been filled, one candidate shall be trained to take over as liaison, but for now Joseph Calhoun shall hold the liaison position until further notice. B.Contract Documents for the Naches Reconnaissance An adapt grant was successful in 2022, following shall be working on contract documents for the Naches Reconnaissance that should be prepared within the next month or so. C.Applicationfor a new Grant Cycle Due to lack of staffing it shall be determined if an application for a new grant cycle shall be pursued. Due to the challenges, it was asked by planning manager Calhoun if the commission would be interested in assisting with filling out that application, in order to pursue one and complete it in a timely manner. D.Fruit Row Nomination An email was received from Spencer towards the end of December, informing Planning Manager Joseph Calhoun that he was still working on it. Joseph also informed spencer that hewas now the primary contact for the City Staff and has not heard anything back. Any additional information shall be passed along to the commission. V.Audience Participation None VI.New Business A.Selection of Chair Commission Members Clayton Bussey Joe Mann Dawn King The annual process of the first meeting of the year, to change any position of the commission member, was motioned by CommissionerMannand second by commissioner Kingto continue for another year as positions are and was passed unanimously. B.Certificate ofAppropriateness –2401 W Yakima Ave An application was received on December 15, 2022 for a certificate of appropriateness to install solar panels on the roof of an existing single family residencelocated at 2401 W Yakima Ave which is a contributing property within the Barge Chestnut neighborhood district.A complete submittal was presented to the Historic preservation commission, which included how the solar panels would be installed and the layout of where the panels would be installed. The Yakima Municipal Code Chapter 11.62 will be used to appropriately review this application, approval criteria from the secretary of interior standards for rehabilitation are included in chapter 11.62 and shall be followed. A notice was sent out to the applicant, property owner, and the representatives from the Barge Chestnut neighborhood association.If approved the historic preservations findings and conclusions will apply. A motion was moved by commissioner Busseyto approve the certificate of appropriateness as presented and second by Commissioner Mannand was passed unanimously. A clean copy of the documents will be presented to the Chair of the commission for signature. VII.Other Business CommissionerMann asked Planning Manager Joseph Calhoun if there were any avenuesor projects that the historic preservation should work on. Planning Manager Joseph Calhoun mentioned that there weren’t any he could think of, but if there are any areas of focus the commission would like to elaborate they could be worked on in the future. The commission is waiting on North West Vernacular to get back to them regarding updated socially of the nomination of Fruit Row. Commissioner Busseyvolunteered to help get on schedule for this year’s grant. Questions about the trolley were brought up on how to improve the trolley for the community, and planning manager Joseph Calhoun suggested that part of the grant could be used toward the trolleys. Questions about the William O’Douglas trial were brought to the commission’s attention regarding additional information, but there has not been any additional information that Planning Manager Joseph Calhoun is aware of. Joseph elaborated on how there must be a formal application for any proposal to be considered, in order to take appropriate measures and follow guidelines adequately. VIII.Adjournment A motion to adjourn to February 22, 2023 was passed with a unanimous vote.Themeeting was adjourned at approximately 5:57P.M. Commission Members Clayton Bussey Joe Mann Dawn King Washington State Department of Archaeology And Historic Preservation Historic Preservation Fund Grant Manual & Application Instructions Federal Fiscal Year 2024 October 1, 2023 – September 30, 2024 Electronic Applications Due to Dahp April 28, 2023 Beautiful Downtown Concrete, Washington Please direct all applications and questions to: Michelle Thompson Certified Local Government Coordinator Michelle.thompson@dahp.wa.gov (360)890-2617 Table of Contents Introduction .............................................................................................................. 3 Program Basics........................................................................................................ 3 Process for Awarding Historic Preservation Fund Grants........................................ 4 Instructions for Completing the HPF Grant Application ............................................ 7 Grant Completion................................................................................................... 10 Grant Completion Checklist ................................................................................... 11 Appendix ................................................................................................................ 13 This grant program has been financed in part with federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior. This program receives federal funds for the identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, age, or handicap in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Chief, Office of Equal Opportunity Programs, United States Department of the Interior, National Park Service, 1849 C Street., NW, MS-2740, Washington, D.C. 20240. - 2 - Introduction The U.S. Department of the Interior specifies that at least ten (10) percent of Washington’s annual Historic Preservation Fund (HPF) Program award be designated as pass-through funding to Certified Local Governments (CLGs) each year. Subject to the final allocation of funding from the NPS, approximately $125,000 will be available for CLGs on a competitive basis in Washington State for Fiscal Year 2024. CLGs wishing to apply for a portion of Washington State’s CLG grant funds will find the procedures for doing so in this grant manual. All project activities must meet the Secretary of the Interior’s Standards and Guidelines for Archaeology and Historic Preservation, Secretary of the Interior’s Standards for Rehabilitation, and DAHP standards and guidelines. Program Basics Who May Apply? Only CLGs that have been certified prior to the grant application deadline may apply for grant funding. How Much Funding is Available? For Fiscal Year (FY) 2024, DAHP anticipates that approximately $125,000 will be available to fund CLG projects. How Much Funding May be Applied for? While there is no minimum grant funding amount that CLGs must apply for, DAHP strongly encourages applicants to apply for the actual amount anticipated to cover the true cost of the project. In other words, the chances of a project receiving or not receiving funding will not depend on the proposed project cost. Please don’t undervalue the anticipated cost of the proposed project. Is Match Funding Required? There is NO match requirement for FY24 grant projects. Program Priorities for Funding: The following program area priorities have been established for FY 2024 HPF grants. 1. Funding requests of $15,000 or more will, in most cases, receive priority consideration*. As a reminder, matching funds are not required. By federal law, DAHP must expend 10% of its annual Historic Preservation Fund (HPF) budget towards CLG grants! Please, don’t underestimate the amount you would like to request. We would rather have you ask for too much than too little. Asking for “a lot of grant funds” does not in any way count against your application score. If it is more than the committee and I think it will cost, we will simply tell you and adjust the offer. *(However, it will not count against you if your CLG requests funding for a survey and you are in a smaller town that is simply not big enough for such a costly project. O put it another way, no one will be “punished” for being in a small community!) 2. Survey of underrepresented resources (recent past, associated with a particular ethnic community, or resources highly symbolic for one group that are not understood by those in vocal majorities) … e.g., resources from the 1970s, Chinese-American resources, resources related to working-class or labor history, and LGBTQ- related resources, etc. What Types of Projects are Funded? CLGs can use Historic Preservation Fund grant monies for a variety of purposes. At a minimum, however, projects must directly relate to the identification, evaluation, or protection off historic and archeological resources. 3 2024 WA State CLG Grant Manual DAHP staff is available to assist CLGs in identifying their specific needs and in developing successful project proposals to address those needs. CLGs are strongly encouraged to consult with DAHP staff before they submit this or any application. DAHP strongly encourages applicants to discuss their project with CLG Coordinator Michelle Thompson prior to submitting a grant application to ensure the project is eligible for potential grant funding and to preliminarily discuss any questions or concerns regarding the proposed scope. Applicants may also submit preliminary applications to Michelle Thompson for feedback in advance of the final submittal. Eligible projects include but are not limited to the categories listed below. For a complete list of Allowable and Unallowable Costs, please see the (HPF) Manual, Chapter 13. You may also find potential grant project ideas here: https://dahp.wa.gov/local-preservation/certified-local-government-program/clg-grants/clg-grant-products Survey and Designation Historic Context Studies Historic Resource Surveys (Reconnaissance or Intensive) National Register of Historic Places Nominations National Register District Nominations Local Register Nominations Local Register District Nominations Archaeological Studies Preservation Planning Community-wide and neighborhood preservation plans Revitalization plans, reuse studies Economic and other planning studies related to preservation Historic Structure Reports Demolition Ordinances Design Guidelines Conservation Overlay Districts Ordinance Updates Educational Activities and Materials Historic Walking Tours Workshops, seminars, lesson plans, and other heritage tourism activities Publications (e.g., update your website, GIS databases, lesson plans) Hands-on activities such as window repair or masonry workshops NAPC CAMP Trainings Conference Attendance: i.e., NAPC, Revitalize WA Process for Awarding Historic Preservation Fund Grants 1) Historic Preservation Fund (HPF) grants are competitively awarded. The grant application process is initiated by the distribution of the application information to Certified Local Governments (CLGs) across the state. Each CLG in good standing is afforded the opportunity to apply for the HPF grant funds. Grant applications are reviewed by DAHP staff and then by an independent committee, the Grants Advisory Committee (GAC). The GAC is made up of at least one member of the Washington State Advisory Council on Historic Preservation as well as professionals in historic preservation or a closely related field. HPF applicants may present their projects at a meeting of the GAC. The committee then evaluates the applications and develops a list of projects recommended for funding. The SHPO makes the final selections after reviewing both staff and GAC recommendations. Notice of awards will be sent to applicants at the conclusion of the review period. 4 2024 WA State CLG Grant Manual 2) Standards Applicable to Subgrantees. It is essential that applicants be responsible and capable of successfully administering sometimes complex grant and contractual agreements. To qualify a subgrantee as responsible, the SHPO must be assured that a subgrantee will have access to appropriate technical and financial management assistance in order to meet and maintain, for the period of the grant award, the following standards as they relate to the scope of a particular project: 1. Have adequate financial resources for performance, the necessary experience, organization, technical qualifications, and facilities; or a firm commitment, arrangement, or ability to obtain such (including proposed sub agreements); 2. Be able to comply with the proposed or required completion schedule for the project; 3.Have a satisfactory record of integrity, judgment, and performance, especially with prior performance on grants and contracts; Have an adequate accounting system and auditing procedures to provide effective accountability and 4. control of property, funds, and assets sufficient to meet project needs and audit requirements. 5. Furnish results of previous audits upon request. 6. Abide by federal procurement standards in compliance with those described in the Appendix; 7.Maintaina property management system for the acquisition, maintenance, safeguarding, and disposition of property; 8.Conform with the debarment requirements; 9.Conform with the civil rights, equal employment opportunity, and labor law requirements of federal grants; and; 10. Be otherwise qualified and eligible to receive a grant award under applicable laws and regulations. 3) Criteria for Evaluation. All projects will be evaluated in accordance with the criteria indicated below and effectiveness with which they are addressed. 1. Project Description (30 Points) Are the goals and objectives of the local government’s preservation program included in the application? Does the project description accurately describe the methodology that will be employed to achieve the desired objectives? Is the impact of the project described clearly? Will the outcomes and/or products provide tangible results? Can this project serve as a model for other communities in the state? Does the application adequately explain the role of any consultants that will be hired? Are their roles/responsibilities appropriate for the task? 2. Statement of Need (20 Points) 5 2024 WA State CLG Grant Manual Does the application accurately describe the problem the proposed project will solve or the need it will meet in relation to the goals and objectives of the local government’s preservation program? Are there any threats to cultural resources that the project responds to? Is there evidence of responsiveness to broader community needs or issues? Is there evidence that opportunities will be missed if funding is not available? Does the applicant demonstrate a clear understanding of preservation needs? 3.Project Objectives (20 Points) Does the project description accurately describe clear and measurable objectives? Are the objectives quantifiable? Is the project part of an overall community, governmental or organizational plan? Does the application specifically address the State’s Preservation Plan and identify the goal(s) the project relates to? Does the project involve the application or development of new preservation methods, tools or technologies that have potential for broad applications beyond the specific project? Will new partnerships be formed, or new audiences reached as a result of the project? What are the bigger picture goals for this project if applicable? Is there a next step or does the project fit into a next step as part of a previous CLG project? For example, if you are proposing a survey project, do you intend to use the results and recommendations of the survey to apply for future CLG grant money to nominate individual properties to your local register or the National register? Perhaps you are considering the feasibility of a potential district ow will use survey results for city-wide preservation planning purposes. 4.Schedule for Project Completion (15 Points) Is the “Schedule for Project Completion” adequately filled out? Do the activities included directly relate to the stated objectives and project description? Are there key steps missing from the schedule? Is the schedule well thought out? Are all dates included on the schedule within the grant period of October 1, 2023, to September 30, 2024? Does the Schedule include appropriate draft or check-in dates? Does the Schedule include the final product submittal of September 1, 2024? Does the project seem likely to be completed in a timely fashion and succeed in its goals? 5.Budget and Cost Effectiveness (10 Points) Has the proposed project budget sheet been submitted clearly and accurately? Are contractor fees/staff salaries reasonable and appropriate? Is the budget consistent with the planned objectives? Are the costs reasonable compared with the products? 6.Overall Quality of Application (5 Points) Is the application free of spelling and punctuation errors? Are all required materials included? Is the application clear and concise? Is it detailed enough to make an appropriate evaluation of the proposed project? 4)Grant Period. The grant period is twelve months, from October 1, 2023, to September 30, 2024. For FY24, the grant product due date will be September 1, 2024, and all reimbursement requests must be in by September 30, 2024. 6 2024 WA State CLG Grant Manual The Contracting Process Once the Grants Advisory Committee has made its recommendation to the State Historic Preservation Officer, it is the SHPO’s responsibility to select the grant projects that will be funded for the following grant cycle. The decision will be finalized by July 2023 and notifications are made to award recipients shortly following the decision. This begins the contracting process. The next step at DAHP is for the Certified Local Government Coordinator to develop a Scope of Work and budget based on the grant application for the subgrantee’s approval. Once the Scope of Work and budget have been agreed upon, the contract is developed. When the contract is completed, one digital copy will be sent to the subgrantee for signature. Once signed, the copy may be returned to DAHP via Adobe Sign to DAHP’s Grants Manager, Marivic Quintanilla, marivic.quintanilla@dahp.wa.gov The Grants Manager will then secure the SHPO’s signature on the contracts and send the subgrantee a final completed copy (digital copy) via Adobe Sign. Note that contracts for grant projects including production of a publication (E.g. plans, brochures, curriculum, videos, websites etc.) will require text acknowledging Federal funding and a non-discrimination clause. The required text will be provided in the contract Scope of Work. It is our goal to have all contracts complete by September 2023 for projects beginning on October 1, 2023. Instructions for Completing the HPF Grant Application General Instructions DAHP creates your Scope of Work should you receive an Before completing the Certified Local Government Grant award. application, please read the application instructions with care. The sections introduced by Roman numerals in the Grant Amount Requested (this field will auto-fill when the application instructions (below) correspond to the sections budget sheet is completed) introduced by Roman numerals in the Certified Local This is the total amount of federal money being requested Government Grant application. Please provide all information from the Department of Archaeology and Historic on the application form. Preservation. Match Amount NO MATCH REQUIRED for FY2024 Submit an electronic version of your application via (this field will auto-fill when the budget sheet is completed) email by 5:00 pm Friday, April 28, 2023. Email to Match may be cash, in-kind contributions or a combination of michelle.thompson@dahp.wa.gov the two. Total all matching funds and enter that amount in the space provided. Remember that HPF grants cannot be I. Applicant matched with other federal monies. Name of Local Government This is the name of the qualified municipality applying for the Total Project Cost (this field will auto-fill when the budget HPF grant. sheet is completed) This is the sum total of the project including federal money Grant Contact requested and matching funds. This should be the individual most knowledgeable about the application and who will be available for questions and IV. Project Description (please see the “criteria for discussions about the grant. evaluation” in this manual.) This is the most important section of the grant application. It II. Grant Category is the section to which grant reviewers pay the most Check the grant category that best describes the type of work attention. It is the applicant’s only opportunity to convince for which you are requesting funds. You may check more than DAHP staff reviewers of the merit of the proposed project. one category. While the applicant does have an opportunity to present the project to the Grants Advisory Committee in person, the III. Project Summary project description section of the application will inevitably Concisely summarize the project for which you are requesting be instrumental in the GAC member’s opinion for grant funds. This is essentially an abstract and will be used when 7 2024 WA State CLG Grant Manual selection. Using the two pages provided, address each of the able to proceed? If so, what aspect of the proposal will following points clearly and concisely. not be accomplished? Introduction Project Objectives Briefly describe the goals and objectives of the localDescribe clear, measurable objectives that are attainable government’s existing historic preservation program.within the funding period. Describe their impact and expected tangible results. Are there any innovative Specific Project Discussion aspects of the project? Are there any opportunities that might be missed if the project is not funded? Clearly describe the activities to be conducted to achieve the desired objectives. State the reason for selection of V.Project Schedule activities. Present a reasonable scope of activities that Use Section V to provide an accurate and detailed schedule of can be conducted within the time frame and resources of activities and documentation of when specific work products the program. Will the product be able to serve as a will be submitted to DAHP. Applicant should allow time for model for other communities? Are future phases review of draft work products by DAHP staff (generally 14 anticipated? If you are subcontracting for consultant days). Consider the probability that DAHP will have services, explain the consultant’s role and how they will substantive comments that may require revision by the be selected. There must be an open competitive process consultant. Schedule must include time for draft review of all for hiring consultants for projects over $30,000. reports, documents, publications, HPI forms etc. The FY24 grants will also have a product due date of September 1, For survey projects, identify the methodology by 2024, which must be included on the schedule sheet. All identifying the type of survey (architectural, reimbursement requests must be received by DAHP no later archaeological), the level of documentation to be than September 30, 2024. Grant recipients should feel free to produced (intensive or reconnaissance) and the submit draft products to DAHP throughout the grant period. estimated number of historic properties to be surveyed. VI.Project Budget For Register nominations, state the type of nomination NO MATCH REQUIRED FOR FY2024 (NR or Local, individual, district, thematic, multiple While DAHP recognizes that proposed budgets are estimates, resource), estimated number of nominations to be these projections should be as accurate as possible since prepared and estimated number of contributing project costs and budgets are carefully reviewed during the properties to be contained in the nominations. For evaluation process and are the basis of the final budget multiple resource nominations (MPD), at least one developed for the contract. National Register nomination must accompany the context statement. Provide a detailed proposed budget by the following categories: “Salaries/Volunteer Time” which may include the Supporting materials, such as maps and photographs, are salaries of local government employees, indirect costs, and encouraged and may be provided as separate volunteer services; “Goods & Contract Services” which attachments. includes contract services such as consultant fees, contractor fees, and materials such as copies, photography, printing For educational projects, clearly describe the product costs, construction materials, computer equipment, software, and anticipated benefits to the public. etc. List all work products that will be submitted to DAHP. Fees budgeted for consultants/contractors should be reasonable and appropriate yet competitive in order to attain Note: All publications (plans, brochures, videos, etc.) a good product. Appropriate fees or rates should be vetted produced as a result of HPF grant activities must include as part of the application process. Federal disclaimer language. Required language will be provided by DAHP in the scope of work. The following categories are located on the Project Budget sheet in the grant application: Project Statement and Needs Assessment Based on the goals and objectives of the local Salaries/Volunteer Time government’s preservation program, specifically describe Salaries: List by title or position the employee who will be what problem the proposed project will solve or what contributing time to the project. Note the rate of pay per need it will meet. Does the project respond to broader community needs or issues? Are there any threats to cultural resources that the project responds to? If full funding of the project is not possible, will the project be 8 2024 WA State CLG Grant Manual hour, number of hours and total dollar amount. Time must rate of 0.655 cents per mile. Indicate the total number of be documented by time sheets, payroll records or other miles, cost per mile and total estimated cost for travel. DAHP approved method. General supervision not directly related to the project is not allowable as time contributed to Other: Any other costs necessary to the project. Any items the project. under this category must be described. No project funds can be used to pay the salary, travel or other expenses of any Volunteer time should be valued at $28.54/hour unless a grantee, personnel or agent acting on behalf of the grantee to higher rate is documented and is approved in writing by engage in any activity designed to influence legislation or DAHP. All volunteer services must be substantiated by time appropriations pending before the United States Congress or sheets that are assigned by both the volunteer and his/her the Washington State Legislature. supervisor. Such records must show the actual hours worked, Hard and Soft Match the rate of pay, and the specific duties performed. The records should also indicate the basis for determining the No match of any kind is required for FY2024; however, rate of the volunteer’s contribution and such documentation applicants are encouraged to provide some hard or soft must be available for audit. A written justification of match as a way to illustrate commitment to the project. Hard volunteer rates must accompany the grant application. If a match is a cash contribution from the local government. Hard volunteer is a professional and is performing professional match can be in the form of staff salaries or any other duties for the project, then their normal rate of pay will be expenditure that requires the payment for services by the accepted. local government. Cash equals new dollars brought to the project. Hard matches are encouraged and are considered Indirect %: Indirect costs may not be included unless the favorably in the review process. Identify the amount of cash applicant has a federally approved rate. Written supporting used to match the grant and the source (e.g., Community documentation must be included with the application. For Development Block Grant). Note: federal grant funds are not FY24, only use this category if you plan to use federal funds to allowable as match with the exception of Community pay part of the indirect rate. Otherwise, leave it blank. Development Block Grants funds (HPF Grants Manual 1997, Chapter 14, L 2 b). Soft match consists of all donated goods and services used in the course of the grant completion. Goods & Services The values of donated services, equipment and material are Consultant and Contract Services: The applicant should list allowable costs when these expenses are identified in project by function (e.g., archaeologist, historic architect, records as not having been donated by the federal architectural historian, preservation specialist, etc.) any government, not having been purchased with federal funds contractors who will be associated with the project. Show and not having been included as donations comprising all or the estimated total amount of money you plan to budget for part of the share under any other federally assisted project. each consultant. Note: No person employed as a consultant, or by a firm providing consultant services, shall receive more Values assigned to donated material may not exceed current than a reasonable rate of compensation for personal services market values at the time the donation is assigned to the paid with HPF funds, or when such services are contributed as project. Similarly, the value of loaned equipment and nonfederal share. This rate shall not exceed the maximum donated office space may not exceed fair market rental value. daily rate of compensation in the Federal Civil Service equal Grant recipients must maintain documentation of their to 120 percent of a GS-15, step 10 salary. Please ask reasoning for determining current market values. Grantees consultants to submit their budget proposals and invoices to must also maintain records to support their reimbursement you as a lump sum. Please also submit reimbursement claims as to the actual use of donated equipment (e.g., requests to DAHP as a lump sum. number of hours, miles or other measurement factor and records showing the age of the equipment and the source of Materials/Supplies/Equipment: List major items or acquisition). categories (e.g., office supplies, film, maps, etc.) and cost per category. List use or purchase of equipment. Include rental For questions about how to complete the project budget, costs if applicable. Any article with a unit cost of $5,000 or please contact Michelle Thompson at 360- 890-2617. more requires prior written approval from DAHP. Attach a letter from DAHP approving purchase of equipment, if VI.Checklist applicable. A checklist for submission is part of the application. Please u se it to make sure that the application is complete. Travel: The mileage rate charged to the project should be the applicant’s usual rate but may not exceed the current state 9 2024 WA State CLG Grant Manual Grant Completion Grant Project Timeline The grant period begins on October 1, 2023. Final grant projects are due September 1, 2024. DAHP requires two check-in dates for FY24 grant projects – April 28, and July 14, 2024. If you are unable to meet the required check in dates you MUST make prior arrangements with Michelle Thompson. If a “draft” is not applicable, then a simple project update is sufficient to illustrate progress. DAHP is afforded a 14-day review period to comment on your draft/project update. You are encouraged to check in with DAHP often during the grant cycle for guidance concerning your project. As stated above, the final grant product is due on September 1, 2024. After product submission on September 1, grantees will have the next 30 days to gather and submit reimbursement materials to DAHP. Submittal of your request for reimbursement on the State’s A-19 Invoice Voucher Form (see below) with all necessary documentation optimally should be submitted to DAHP as soon as possible after project completion. Note that reimbursement requests must be submitted to DAHP no later than September 30, 2024. Requests received after this date will not be reimbursed. Again, earlier submittals are allowable and encouraged. This allows for the Grants Manager to review the items submitted and contact the subgrantee for any additional information or paperwork required for reimbursement. Documentation Required for Reimbursement The project budget as stated in the contract will be the guiding document when DAHP is processing submittals for reimbursement. It is extremely important that all reported expenses relate directly back to that budget. If you anticipate a change within a budgeted category of more than 15%, a contract amendment must be submitted. Below is a list of items that must be submitted. A. A-19 Invoice Voucher Form. Your invoice to DAHP should be submitted on the state A-19 form. There is a copy of the A-19 form attached to your contract, or feel free to download an electronic version from our website under the Certified Local Government section at https://dahp.wa.gov/local- preservation/certified-local-government-program/certified-local-government-grants. The A-19 form must include an original signature from someone in your agency authorized to make billings. The A-19 form must be dated no later than September 30, 2024, but early submittal is strongly recommended to avoid delays in receiving your reimbursement. Please ask consultants to submit their invoices to you as a lump sum. Please also submit reimbursement requests to DAHP as a lump sum. Please submit A-19 forms to michelle.thompson@dahp.wa.gov. B. Timesheets. If you and/or other local government staff charged time to the project in direct fulfillment of the project, you must provide copies of all of the timesheets documenting time you charged to the grant. The timesheets must be signed by you and whoever reviews and signs your timesheets (supervisor, personnel officer, etc.). The timesheets must clearly identify the month, date, and the hours spent on the project for which time is charged. You must also identify the hourly pay rate (including benefits) of each employee charging time to the grant so that expenditures can be verified. Be sure to take into account changes in pay rate that may have occurred during the term of the contract. Finally, be sure that the work performed is within the contract period of October 1, 2023, to September 30, 2024. Any expenditures of time beyond those dates cannot be reimbursed. D. Other Expenditures, if applicable Please provide copies of invoice vouchers and/or receipts for other expenditures related to the project (i.e. paper, printing etc.).These expenditures must be identified in your project budget to be allowable for reimbursement. Again, the expenditures must be within the contract period in order to be reimbursed. 10 2024 WA State CLG Grant Manual E. Proof of Payment. For staff time, consultant fees, and other expenditures, please provide documentation that payment was indeed made. This typically includes documentation from your accounting office such as computer printouts or warrants. F. Procurement Documentation. This is only required if the total project cost is more than $30,000. Please include proof of a competitive process for procuring consulting, construction and contract services. This can be fulfilled through completion of your contract or by providing copies of advertisements and other documents associated with the procurement process. For consultants performing historic preservation activities such as surveys or National Register nominations, please submit a copy of their resume, vitae, or other description that documents that they meet the Secretary of the Interior’s Professional Qualification Standards of 1983. The consultant should have been approved as meeting the Secretary’s Professional Standards before the project began. G. Volunteer Services, if applicable. To document volunteer services that are used as project match, please see attachment in your contract. The Report of Services form needs to be completed for each volunteer with original signatures from both the volunteer (must sign both 5a and 5b) and the person supervising the volunteer’s work. The wage rate for the volunteer activities must also be identified and justified. For example, if an archaeologist who sits on the local historic preservation commission volunteers his time as an archaeologist for the grant project and his typical hourly wage is $50, then the hourly wage shown as a volunteer should be $50/hour. However, if that archaeologist is volunteering to stuff envelopes for a mailing, the hourly wage should reflect what one could reasonably expect to make stuffing envelopes. The form should also identify the month, date, and number of hours worked. Again, this is used to document and verify the value of volunteer services and contributed match. H. Mileage, if applicable. Please submit mileage logs to document miles driven in support of the project. Allowable mileage reimbursement rate is 58.5 cents/mile. Only mileage driven during the contract period is reimbursable. I. Publications, if applicable. Activities that include production of a publication (i.e. preservation plan, curriculum, brochures, videos, etc.) must include text that acknowledges Federal assistance and a non- discrimination clause. Language will be found in the contract. Failure to include the required text will jeopardize your reimbursement for grant related expenditures. Publications must be provided digitally as PDF documents. II. Reimbursement of Funds. Reimbursement will be distributed via paper check unless otherwise specified. Remember to use the project budget from your contract as a guide to the documentation you will need at reimbursement time. Make sure that everything is signed and dated and ALWAYS within the contract period. Use the checklist that follows as a guide to your completion report. If there are questions, don’t hesitate to contact Michelle Thompson at 360-890-2617. Grant Completion Checklist A-19 form Is it filled out correctly and completed with an original signature? Timesheets 11 2024 WA State CLG Grant Manual Have they been signed by you or other government staff working on the project and whoever reviews timesheets in your jurisdiction? Do they clearly identify the day, month, and hours spent on the grant project? Have you identified the hourly rate (including benefits) at which the work is being charged? Was the work completed during the contract period (October 1, 2023, to September 30, 2024)? Consultant Services Have you enclosed the invoice voucher from the consultant? Does the invoice voucher clearly indicate the time period in which the work was performed? Has the invoice been signed by the consultant? Was the work performed during the contract period? Other Expenditures Were these expenditures identified in your original project budget? Were these expenditures within the contract period? Have you included copies of all receipts/invoices? Are they clearly identified? Proof of Payment Have you included documentation that shows payment was indeed made for each of the above categories? Procurement Documentation Have you included documentation that shows you used a competitive process to hire a consultant for projects more than $30,000? Did you include a copy of the professional consultant’s resume, vitae or other description that shows they meet professional qualification standards for historic preservation? Volunteer Services Has each volunteer completed a “Report of Services” (attachment in contract) form? Are there original signatures on the “Report of Services” form from both the volunteer and the volunteer’s supervisor? Is the wage rate identified and justified? Is the month, day and hours worked identified on the form? Was the work performed during the contract period? Mileage Have you submitted mileage logs showing the miles driven were in support of the project? Was the mileage driven during the contract period? DAHP can reimburse only up to the allowable federally approved rate (58.5 cents). Other 12 2024 WA State CLG Grant Manual Appendix These online documents are provided for reference and will apply in full if a contract is executed. The Secretary of the Interior’s “Historic Preservation Fund Grants Manual” – latest revision, June 2007. (link to PDF, document not included due to length) 2 CFR 200 Subpart F 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (link to website, document not included due to length) Code of Federal Requirements - 36CFR61 Procedures For State, Tribal, And Local Government Historic Preservation Programs (link to website) Chapter 39.26 RCW Washington State Competitive Procurement Methods(purchases over $30,000, link to website, document not included due to length) Direct Buy Purchases Policy (Purchases less than $30,000) (link to PDF, document included) 13 2024 WA State CLG Grant Manual