2015/2016 Small Matching Historic Preservation

Online Grant Application

Florida Department of State Ken Detzner, Secretary of State

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Bureau of Historic Preservation Grants Program

Division of Historical ResourcesApril 23, 2014, 10:00 a.m.

To hear the audio portion of the webinar,

please call

1-888-670-3525

Presenters:

D. Stacey Cahan,Historic Preservation Grants

Specialist

Kechia Herring,Historic Preservation

Grants Specialist

Andrew Waber,Historic Sites Specialist

Grant GelhardtHistoric Preservation

Supervisor

Webinar Instructions

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Purpose of the program:

Allocate state historic preservation grant funds appropriated by the Florida Legislature;

Allocate federal historic preservation grant funds apportioned to Florida by the U.S. Department of Interior, National Park Service;

Historic Preservation Grants Program Overview

Department of State

Office of Cultural, Historical and Information Programs (OCHIP)

Division of Historical Resources (DHR)

Bureau of Historic Preservation (BHP)

Historic Preservation Grants Program

The Historic Preservation Grants Program

is governed by:

• Chapter 267.0617, Florida Statutes

• Chapter 1A-39, Florida Administrative Code

The full text of 1A-39 can be found at:

http://www.flheritage.com/grants/1A-39.pdf

Those eligible to apply for grant funding are limited to:

• Public entities:• County or municipality

• School district

• College or university

• Agency of state government

• Non-profit Organizations

Individuals, for-profit organizations, and applications for residences are not eligible

for state historic preservation grant funding.

Small Matching Grants

• Solicited annually in the spring

• Intended to assist:

• Identification, excavation, protection, and rehabilitation of historic and archaeological sites in Florida;

• Provide public information about these important resources; and

• Encourage historic preservation in smaller cities through the Florida Main Street Program

APPLICATIONS FOR THE CURRENT SMALL MATCHING SOLICITATION ARE DUE May 31, 2014.

Recent Legislative Appropriations

Special Category

2013-2015 $1.8 Million

2012-2014 -0-

2011-2013 -0-

2010-2012 -0-

2009-2011 -0-

2007-2009 $3.5 Million

2006-2008 $14.8 Million

2005-2007 $12.5 Million

Small-Matching

2013-2014 $6,023,773

2012-2013 $3,850,000

2011 -2012 $900,000

2010-2011 $650,000

2009-2010 $550,000

2008-2009 $600,000

2007-2008 $2,132,067

2006-2007 $2,000,000

2005-2006 $2,000,000

Small Matching Grants

Project Types Reviewed by Acquisition & Development Panel:

Acquisition

Development

Project Types Reviewed by Protection & Education Panel:

Community Education

Survey and Planning

Historical Marker

National Register Nomination

Main Street

Special Statewide Solicited

Small Matching Grants

Award: Up to $50,000 to be expended within one year.

Match:

◦ Small Matching Grants provide assistance up to $50,000

◦ The grantee is required to provide a matching share equal to the grant

award; a minimum of 25% of this match must be cash

◦ The remaining match may include in-kind services, volunteer labor, donated

materials, and additional cash. Both award and match must be expended

within the one-year grant period

◦ There are some exceptions to the match requirement: REDI projects, CLG

projects, Main Street start-up projects, and Special Solicited projects do not

require match

Rural Economic Development Initiative (REDI)

• Applications for projects in REDI areas do not require match

• REDI designation is available to counties and communities

meeting specific economic distress factors

• List of REDI Counties is reviewed annually and is administered

by the Department of Economic Opportunity

• http://www.floridajobs.org/business-growth-and-partnerships/rural-

and-economic-development-initiative/rural-definition

Small Matching Grant Project Types

Acquisition:

•Purchase

Development:

•Preservation

•Protection

•Restoration

•Rehabilitation

•Stabilization of historical and/or archaeological sites and structures

•Excavation of archaeological sites

•Preparation of measured drawings and records necessary to record historical and archaeological sites and properties

•Site specific preservation plans

Acquisition & Development

•Surveys for the identification and evaluation of groups of historic and archaeological sites

•Preservation Planning

•National Register Nominations

•Funding is generally provided to procure the services of qualified professionals to conduct the work.

Survey and Planning

Historic preservation education activities and publications:

•Printed educational materials for public distribution (e.g. maps, posters, booklets)

•Electronic media (e.g. smartphone apps, audio/visual productions, websites)

•Other educational products (e.g. workshops, educational outreach programs, seminars, and lesson plans)

Community Education

Description: A preservation-based revitalization program for traditional commercial centers, i.e. downtowns

Grant: One-time start-up grant for new Main Streets to help pay for a Main Street Manager, office rental and supplies.

Award: Up to $10,000 to be expended within one year.

No match required.

Main Street

http://www.flheritage.com/preservation/mainstreet/

Award: 50% of the cost of a Florida Historical Marker

Match: Grantee pays 50%.

Historical Markers must be approved by the Florida Historical Marker Council prior to submission of the grant application. The Marker Program contact is Michael Zimny (Michael.Zimny@DOS.MyFlorida.com)

As of May 1, 2014, the cost of a marker will start at $2,230.

Historical Marker

http://www.flheritage.com/preservation/markers/

• Awards are comprised of Federal funds through the National Park Service

• Projects are limited to:

• Survey & Planning

• Community Education

• Nominations to the National Register of Historic Places

• Historical Markers

• Acquisition & Development projects are not eligible as CLG Special Applications

• NO MATCH required for CLG applications

• Applicants must be certified by the National Park Service Prior to submitting a grant application

• More information on the CLG program is available at http://www.flheritage.com/preservation/clg/

• The CLG Program contact is Michael Zimny (Michael.Zimny@DOS.MyFlorida.com)

Certified Local Government (CLG)Special Applications

Special Statewide Solicited Projects

• Do not require match

• One Project is being solicited for the 2015/2016 grant cycle:

• One award up to $50,000 to survey and update the inventory of historic structures within the St. Augustine National Register of Historic Places District

• Details for this project are in the Formal Solicitation available at http://www.flheritage.com/grants/preservation/grants/docs/2016/2016_SM_Application_Solicitation.pdf

Questions?

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Small Matching Grant Online Application

Grants Website:www.flheritage.com/grants

Direct Link to Application:

www.flheritage.com/grants/preservation/grants/

Budget• Provide us with an estimated budget; Section 4

• Identify whether the items will be paid for by the grant, paid by the grant applicant, provided in-kind by the grant applicant, donated by a third party, or volunteer labor.

• Identify the major components of the project: if multiple components will be carried out by the same entity, they can often be consolidated• Most project budgets will not exceed 10 items

• Complicated projects may have up to 15.

Payment Schedule

• Identify the preferred method of payment; Section 7

• Reimbursement Payment • project grant expenditures are reimbursed as deliverables are met

• Advanced Payment • Four payments of 25%, 25%, 25%, and 15% with a 10% retainage

to be paid upon project completion.

• These require a grant funds-dedicated interest-bearing checking account.

Project Description

• Describe the project; Section 9• Provide a clear description of the project

• Outline the major steps in the project

• Describe what the end product will be

• For projects involving individual historic properties or archaeological sites, also briefly describe its historic significance

• Pointers:• Shorter descriptions are often better than lengthy ones

• One page is usually a good size

• Typing up the narrative in a word processing program then cut and paste into the application

Project Description, continued - Scope of Work

If awarded, Department staff will use your project description narrative (Question 9) and your Major Elements and Responsible Entities (Question 10) to generate the Approved Scope of Work for your Grant Award Agreement (Grant Contract)

Identify the major components of the project: if multiple components will be carried out by the same entity, they can often be consolidated

• Most project budgets will not have more than 10 items

• Complicated projects sometimes have as many as 15

• Remember that if something is in your budget, it should be in your Project Description (Scope of Work) and vice versa!

Project Description, continued - Scope of WorkExamples

Development Project:

• Hire architect and engineer

• Stabilize foundation

• Reroof building

• Restore front windows

• Retrofit bathroom

• Install HVAC

• Paint exterior

Community Education Project

• Research contents for audio tour

• Develop audio tour script

• Record audio tour

• Create app for self-guided version of audio tour

These examples are for our two most common types of applications. If you have questions regarding your specific project, please call or email BHPGrants.

Project Timeline - DeliverablesIf awarded, Department staff will use your Tentative Project Timeline (Question 11) to generate the grant’s Timeline and the Deliverables

• Identify the major elements that need to be completed as the project progresses:

• For an average project, there are usually no more than 10

• For a complex project, no more than 15

Project Timeline Components - Examples

Development Project:

• Request for Proposal

• Hire Historic Architect

• 50% Construction Documents

• 100% Construction Documents

• Restoration work commence

• Restoration work completed

• Final inspection and closeout report

Community Education Project

• Begin research for walking tour

• Produce draft booklet

• Produce draft signage

• Print booklets

• Produce and install signage

• Open historic walking tour trail to public

These examples are for our two most common types of applications. If you have questions regarding your specific project, please call or email BHPGrants.

Questions?

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Application Checklist: Attachments

Application Checklist

Your electronic application must be submitted no later than 11:59 P.M., May 31, 2014. In addition, the following paper documents must be submitted to the Bureau of Historic Preservation and must be postmarked by May 31, 2014*:

One (1) printed applicationAll required attachmentsAll signed signature pages

Please carefully review this checklist and provide all applicable information.

Indicate which labeled attachments have been included in the application and label the attachments appropriately.

All attachments should be printed on 8 1/2” x 11” paper, except as indicated for the architectural project schematics or construction documents in Attachment D.

Remember to sign and date the bottom of the last page of the checklist!

*REMEMBER THAT MAY 31, 2014, IS A SATURDAY!Plan your submissions accordingly.

Attachment A:

Documentation of Confirmed Match

•Must be submitted with the hard copy of the application

•Must include affirmation of all pledges, bank statements, commitments of cash, in-kind services, volunteer labor, donated materials, contributors, etc.

•Documentation must correspond with the match portion of the project budget

Must contain documentation of all match listed in questions 4 and 5•Documentation must include:

•Cash Match:•Cash-on-hand or pledges must be dedicated to the project as documented by resolution or documented board action. •Provide a bank statement or letter from the grantee's financial institution.•At least 25% of your application’s total match contribution must be cash

•Volunteer Labor, In-Kind Services, or Donated Materials:•Detailed statement from the individual or entity making the donation. •The statement must include:

•Justification of the value •An explanation of how it will be used to fulfill the objectives of the project•For services or labor, the numbers of work hours being pledged times the hourly wage must be included•Signature & date

Match that is not adequately documented will be disallowed, reducing applicant’s match as well as the amount of the grant award possible. Applications with inadequate match will be determined ineligible

Attachment A, cont.:Documentation of Confirmed Match

Letters of Support•Should be addressed to: Mr. Robert F. Bendus, Director•Individual, personalized letters are preferred to convey genuine support•Form letters are discouraged•Although there is no limit to the number of letters that can be received, 10 to 20 letters are sufficient

•Note: Only the first 10 letters will be scanned and attached to the electronic application

•Any letters of support received after the application deadline can be included into the application package

Coversheet for this attachmentProvide a coversheet that including the following information for each letter of support, endorsement or resolution included in your application:•Name of author•Type of communication (letter, petition, resolution, etc.)•Organization represented (if applicable)•Date

Attachment B:Letters of Support, Endorsement, or Resolutions

•Applications must include digital images and corresponding prints showing existing conditions, general views of the site, any visible archaeological features, and/or artifacts recovered from previous work, as applicable.

•Photographs are important to convey the historic integrity and physical condition of the property.

•For Acquisition and Development Projects, minimum requirements include current photographs of all exterior elevations, principal interior spaces, and significant architectural features. If available, please also provide historic photographs of the property.•Digital

•Can be submitted on CD-R or CD-RW•Size/Resolution: 1600 x 1200 pixels at 300 dpi or larger (approx. 2 megapixels)•Format should be JPEG (low or medium compression) or TIFF (uncompressed) files•Important: Designate one of the digital images as the principal view that best conveys the purpose of the project. This image will be shown in the public Grant Review Panel meeting.

•Prints•Print all submitted digital images on 8 ½ x 11 paper (no more than 2 to a page)•Label all prints with the property name, location, and the date of the image•Quality must be sufficient to clearly depict architectural details

Attachment C: Representative Photographs

•Acquisition and Development projects only

•If completed, submit one (1) set

•Documents must be at least 11” x 17” (maximum: 24” x 36”) and all text must be clearly readable

Attachment D:Architectural Project Schematics, and Construction Documents

•A new form is required for all site-specific projects• If the resource(s) has/have been previously recorded in the Florida

Master Site File, review the existing form(s) and submit a new form which includes any updates to reflect current conditions• If the resource(s) has/have not been recorded in the Florida Master Site

File, a new form must be submitted

•Send two copies of the required form(s), along with required maps and photographs, with your application

•For assistance contact the Florida Master Site File at 850.245.6440, or visit: www.flheritage.com/preservation/sitefile/index.cfm

•Please let Site File Staff know you are working on a grant application•Please allow two (2) weeks to process your request

Attachment E:Florida Master Site File Form

Acquisition Projects (only)

•Must include:•Complete summary appraisal(s) prepared by a Florida State Certified General

Real Estate Appraiser. Two appraisals are required if the value of the first appraisal exceeds $500,000.•An ownership and encumbrance search•An executed option or purchase agreement•Property survey•A copy of a professional archaeological survey if the property is being proposed

for purchase as a significant archaeological site (if applicable)

Note all included for Attachment F:APPRAISAL(S)PURCHASE AGREEMENTTITLE/OWNER SEARCHCERTIFIED LAND SURVEYARCHAEOLOGICAL SURVEY REPORT (if applicable)

Attachment F:Appraisal and Purchase Documents

•Obtain from the Coordinator of the Historical Marker Program, Michael Zimny

•Email : Michael.Zimny@DOS.MyFlorida.com•Direct line: 850.245.6365

•Additional information on the Division of Historical Resources Marker Program can be accessed at: www.flheritage.com/preservation/markers/index.cfm

Attachment G:Verification of Approval of the Florida Historical Marker Council

Attachment H:Archaeological Supporting Documents

Archaeological Surveys (only)

• Previous archaeological site reports and surveys (if available)

• Curriculum vitae for Principal Investigator and key personnel (if available)

Required for Non-Profit Organizations (only)

•All in-state corporate entities must provide documentation of their current registration as a Florida non-profit corporation with the Division of Corporations, Florida Department of State: www.sunbiz.org

•Out-of-state corporate entities must include documentation from the Internal Revenue Services confirming that they are exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code.

Attachment I:Documentation of Non-Profit Status

•Provide meeting minutes, newspaper articles, photographs, and public notices showing immediate threats to the property as described in Question 18

•Threats include demolition; development; natural forces such as beach erosion, flooding, termite infestation; and exposure to the elements causing deterioration

Attachment J: Documentation of Threat

Attachment K:Optional Supporting Materials

•Examples of previous work

•Organization brochures, articles, web pages

•Maximum of 10 Pages

•No larger than 11” x 17”

•Scans will be included with other application materials for the review panel

•Only partial scanning of multiple page documents will be provided to the review panel

•Send ONLY the best you have!

Application Checklist: Signature Forms

•Be sure to use 2015/2016 forms•Submit by deadline with other application materials•Only original signatures acceptable

Application Certification Form – All applicants

Civil Rights Assurance – All applicants

Project Archaeological Impact - A&D only

Owner Concurrence - Site-specific projects only

Agreement to Execute Preservation Agreement- A&D projects only

Signature Pages

Questions?

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The Application Review Process

Application Review Process Overview• Online Application Submitted - Paper copy and

attachments delivered or postmarked by deadline

• Staff Review for completeness, eligibility, and sufficiency

• At the public meeting, staff provides application summary, funding recommendation and clarification

• Grant Panel reviews and ranks applications

Step 2.A: Staff Review for Completeness and Eligibility•Original Signatures•Required Digital and Printed Photograph(s) •Attachments A through K – as applicable•Complete Contact Information

Step 2.B: Staff Review for Sufficiency•Description of Project •Major Elements and Entities •Budget•Match Confirmation •Letters of Support (not required but helpful)•Previous Grant Experience •Overall Administrative Ability

Step 1: Submit Online Application•Online Application and paper copy with attachments submitted by deadline:•Online application submitted by 11:59 p.m., May 31, 2014•Paper submittal hand delivered by 5:00 p.m., May 30, 2014 or postmarked by 11:59 p.m., May 31, 2014

The Application Review and Ranking Meeting will be held August 2014.

The panels will be held in Tallahassee, but can be attended via webinar.

Panelists begin their application reviews prior to the meeting.

For each project, they complete a Preliminary Evaluation Sheet and mark the projects low (1 point), medium (2 points), or high (3 points) for each of the 10 criteria.

During the panel proceedings, panelists have the opportunity modify their preliminary evaluations.

After finalizing their scores, the panelists’ scores are averaged and applications receiving an average preliminary score of 1.50 or less will be eliminated from further consideration.

Applications with an average score greater than 1.50 will remain eligible.

Step 3: Panel Review

1.50 or less = Low

1.51 to 2.50 = Medium

2.59 to 3.0 = High

Panelists’ Evaluation Webform

Constructive Remarks

A. Criteria relating to project site/area:1. Historic Significance2. Endangerment3. Appropriateness of project proposal

B. Criteria relative to applicant:1. Administrative capabilities2. Adequate financial resources3. Availability of professional and

technical resources

C. Criteria related to public benefit:1. Compatibility with statewide historic

preservation priorities2. Educational potential3. Economic benefit4. Public use or benefit

Average Score: Calculated automatically. Used to determine preliminary ranking. Applications with a “Low” average score will be removed from further consideration.

Statewide Preservation Priorities

One of the criteria on which applications are evaluated and ranked.

Equitable geographic and demographic distribution of available grant funds.

Applications for the stability of threatened properties will be given special consideration.

Include Specific Statewide Historic Preservation Priorities

Survey Priorities•Surveys of broad areas where no previous surveys have been undertaken•Surveys located in areas subject to intensive development pressure•Surveys to identify, evaluate and document historic properties and archaeological sites associated

with Florida's minority heritage•Surveys designed to complete comprehensive coverage of areas in which partial surveys have been

made•Surveys that address historic themes not covered or under-represented in previous surveys

Registration (National Register) Priorities•Registration of historical resources identified by previous survey activity•Registration of properties of national significance•Registration of properties of statewide or local significance

Planning Priorities•Development of plans for informing the public as to the economic and other benefits of preserving

historical resources•Development of protection tools, such as local ordinances•Implementation of automated information systems to facilitate the recording of site data or

information on other historic preservation subjects

Specific Statewide Historic Preservation Priorities

Community Education Priorities•General publications about preservation•Historic preservation education programs for school children•Projects having to do with minority historic preservation•Self-guided tours of historic areas

Acquisition and Development Priorities•Assistance for stabilization or other appropriate preservation treatments for properties, which are

in danger of being lost due to physical deterioration or planned development•Assistance in the development of plans for the restoration or rehabilitation of properties,

particularly those that will be placed in public use•Assistance in the restoration and rehabilitation of properties for which appropriate preservation

planning is complete or well underway, particularly those which will be placed in public use•Assistance for restoration or rehabilitation projects which will yield technical innovations which will

have application in other projects•Assistance for restoration or rehabilitation projects that will demonstrate the environmental value

of historic preservation. Such projects must adhere to recognized sustainability standards and must comply with the Secretary of the Interior’s Standards for the Treatment of Historic Properties

Specific Statewide Historic Preservation Priorities (cont.)

•After the preliminary scoring, each panelist will rank each projectnumerically (with 1 being the highest rank) within each projecttype.

•The ranking of each project will be read into the record, and thentabulated on computer.

•The average score of all rankings determines the final ranking foreach project type.

Final Ranking

Funding Process Timeline

April 1- May 31, 2014

Applications are open online and accepted up to the deadline of

May 31, 2014

June - July 2014

DHR Staff reviews applications for completeness and sufficiency

August, 2014

Grant Panels review and rank projects; recommend them to the

Secretary of State

August – October 2014

The Secretary of State approves the recommended projects

October 2014

The Secretary of State submits the total recommended award

amount to the Legislature as part of the budget request for the

coming fiscal year

April – May 2015

The Legislature negotiates a final budget and submits it to the

Governor for signature

May – June 2015

The Governor either approves or vetoes line items and then signs

the budget

June 2015

Grant Staff is notified of the appropriation and allocates grant awards in priority order. Award

letters are sent to new Grantees. Grant Award Agreements follow.

If funded, grant monies become available July 1, 2015

Awarded grantsend June 30, 2016

Fiscal Year 2015/2016 Small Matching Grant Application Timeline

For additional information

Contact us at: 1.800.847.7278 or 850.245.6333

For general grant questions:

Grant Gelhardt (Historic Preservation Grant Supervisor) grant.gelhardt@dos.myflorida.com

Stacey Cahan (Historic Preservation Grant Specialist) stacey.cahan@dos.myflorida.com

Kechia Herring (Historic Preservation Grant Specialist) kechia.herring@dos.myflorida.com

For technical questions about Development Projects

"brick and mortar" projects:Richard Hilburn, R.A. (Architect) richard.hilburn@dos.myflorida.com

Ken Cureton kenneth.cureton@dos.myflorida.com