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Home My WebLink About10082009 Historic Preservation PacketSeward Historic Preservation ~. *~ .~ ~.a % ~,a .~~ ~ctobe~ 8, 2009 Regular Meetin g City Council Chambers Beginning at 6:00 pm Seward Historic Preservation Commission Special Meeting October 8, 2009 1. Call to Order City Council Chambers Jolund Luther Chair Term Expires OS/11 Tom Swann Vice-Chair Term Expires OS/1 D John French Commissioner Term Expires OS/11 Linda Lasota Commissioner Term Expires 05/09 Monica Hinders Commissioner Term Expires S/I1 David Hamner Commissioner Term Expires S/11 Vacant Commissioner Term Expires OS/10 Phillip Oates City Manager Patricia Linville Library Director Ryan Reynolds Library/Museum Staff 2. Opening Ceremony 6:00 p. m. A. Pledge of Allegiance 3. Roll Call 4. Special Reports A. Other Reports, Announcements & Presentations 1. Friends of the Jesse Lee Home Update-Swann 2. Website Updates -Luther 3. Photos for CLG Grant 2008 -Lasota 4. Historic Site Inventory -All 5. Section 106 Essentials Training Report -Luther 5. Citizens' Comments on Agenda Items Not Scheduled for Public Hearing and Other Items Not Included on the Agenda. [Those who have signed in will be given the first opportunity to speak. Time is limited to 2 minutes per speaker and 30 minutes total time for this agenda item] 6. Approval of Agenda and Consent Agenda. [Approval of ConsentAgenda passes all routine items indicated by asterisk (*). Consent Agenda items are not considered separately unless a Commissioner so requests. In the event of such a request, the item is returned to the Regular Agenda.] Historic Preservation Commission Regular Meeting Agenda October 8, 2009 7. Public Hearings [Limit comments to S minutes. Those who have signed in will be given the first opportunity to speak) -None 8. Unfinished Business (none) 9. New Business * A. Approve FY ' 10 HP Website Cemetery Grant Application ..................Page 3 10. Informational Items and Reports (No action required) A. Letter from City Manager concerning dinner with Former U.S. Senator Ted Stevens .. , Pr,~e !~ 11. Commission Comments 12. Citizens' Comments [Limit to 5 minutes per individual -Each individual has one opportunity to speak] 13. Commissions and Administration Response to Citizens' Comments 14. Adjournment Historic Preservation Commission Regular Meeting Agenda October 8, 2009 LETTER OF APPLICATION State Historic Preservation Officer Alaska Division of Parks and Outdoor Recreation 550 West 7~" Avenue, Suite 1310 Anchorage, Alaska 99501-3565 This is an application for a Certified Local Government (CLG) historic preservation fund grant: Certified Local Government Name: City of Seward, Alaska Federal Tax Identification Number: 926000086 Project Title: Providing Public Access to the Seward Cemetery Information Location: City of Seward, Alaska Type of CLG Grant Project" ( )Survey ( )Inventory ( )National Register nomination ( )Historic preservation planning (X) Public preservation education ( ) Predevelopment ( )Development ( )Acquisition Project budget required: (Use figures from budget form, page 7) a. Estimated total project cost: $8,881.00 b. Federal share: (60%) $5,328.60 c. Applicant's share: (40%) $3,552.40 Source of applicant's share: (Use figures from budget form, page 7) a. Cash: $0.00 b. In-kind goods and services: $3,500.00 c. Donated goods and services: $0.00 Grants Manual - Appendix B Page 1 (Rev. 09/06) Project manager: Mailing address: Telephone: E-mail address: Preservation commission chair: Mailing address: Telephone: E-mail address: Application prepared by: Mailing address: Telephone: E-mail address: Phillip E. Oates, City Manager Signature Authorized Local Government Official Notary Seal Date Subscribed and sworn before me this day of , 2009. Notary for the State of Alaska My commission expires OHA USE ONLY Date Received: Patty Linville, Library Director R awn Reynolds, Library Assistant P.O. Box 167 Seward, Alaska 99664 907-224-4082 plinville(a~cityofseward.net rreynoldsnu,cityofseward.net Jolund Luther P.O. Box 167 Seward, Alaska 99664 907-224-5596 jol_und(a~,gmail.com Historic Preservation Commission P.O. Box 167 Seward, Alaska 99664 907-224-4082 plinville(a~cityofseward.net Grants Manual - Appendix B Page 2 (Rev. 09/06) STATEMENT OF WILLINGNESS TO COMPLY WITH REQUIREMENTS OF FEDERAL GRANT PROGRAM 1. I understand that this is an application for federal matching assistance for up to 60% (less 10% surcharge) of the total project cost, which is the subject of this application. 2. In submitting this application, I understand that if awarded the funds it is my responsibility to comply with all program requirements outlined in the "Historic Preservation Fund Program, Grants for Historic Preservation in Alaska" manual, pertinent State and Federal regulations, and the State/Local agreement. 3. In submitting this application, I understand that project records are subject to audit after project completion, and that if such an audit questions expenditures for which I have been partially reimbursed I will return an amount equal to 60% (less 10% surcharge) of the questioned expenditures. 4. I understand that no grant or promise of a grant exists until the State Historic Preservation Officer signs the State/Local Agreement even if the Alaska Historical Commission recommends or allocates funds for my project, and that any funds expended before the grant period or before obtaining the SHPO's signature may not be reimbursed without specific approval. The SHPO will not sign until all required materials and documents are in hand. Phillip E. Oates, City Manager Authorized Local Government Official Grants Manual - Appendix B Page 3 (Rev. 09/06) INFORMATION 1. PROJECT DESCRIPTION: In fiscal year 2003 the Seward Historic Preservation Commission (SHPC) applied and received a Historic Preservation Certified Local Government 60/40 matching grant to develop a Historic Preservation Website. This website was successfully linked to the City of Seward website and offers an illustrated detailed history of nine National Historic Register sites located in Seward. The SHPC placed emphasis on the 2009-2010 priorities list under the categories of Public Outreach, to work on updating the Seward Cemetery information and gravesite information and to provide this valuable information to the public through the Historic Preservation Website. With this objective in mind, the proposed project is to gather the scattered documentation of who is buried, biographical information, grave location, the gravesite information and to include gravestone photographs, which will provide enhanced access to genealogical and historical information. To ultimately provide this information to the public the Seward Cemetery information shall be placed on the SHPC website. For this information to be digitally retrievable many of the records which are in paper format only, need to be transcribed and/or optically character recognized (OCR), the time available for the SHPC is limited so this needs to be provided by a contractor. For this information to be posted to the website by the Seward City IT Systems Manager, it needs to be readily available in a website format, of which the SHPC does not have the professional expertise to provide. Therefore, once the information and photos are gathered awebsite/database designer will be required to put the package together. As a result, the SHPC will take photographs and gather information through in-kind services and provide this information to a contracted website/database designer. The website/database designer will configure the information into a format according to the needs of the Seward City IT Systems Manager to be placed on the Historic Preservation Website. 2. PRESERVATION OBJECTIVES The primary objective of this project is Public Preservation Education and to bring the Seward Cemetery graves, biographical information and gravestone images to wider public access. By updating the information and including the additional photos of those gravesites, it will provide the public a greater appreciation of Seward's history, genealogical information and biographical information on local people and allow easier access to the information. Encouraging community understanding and appreciation of Seward History is a goal of the Seward Historic Preservation Plan. Encouraging the recognition and preservation of historic sites and artifacts is defined goal of the City of Seward's Comprehensive Plan. Grants Manual -Appendix B Page 4 (Rev. 09/06) 3. PROJECT LOCATION The geographic area encompassed by this project will be the ten cemeteries and numerous memorials currently located in and around Seward. This covers the approximate area of Lowell Point in Resurrection Bay to Mile 7.5 of the Seward "Scenic" Highway. 4. WORK PLAN The SHPC plans to photograph gravesites located in the Seward Cemeteries, as well as, give a brief biographical and genealogical on each person buried, and update current grave information. The paper forms of information will be converted to digital format through a combination of transcription and Optical Character Recognition. The SHPC Project Team and the Seward City IT Systems Manager will formulate the scope of work to develop the database and the appropriate web pages to display the information. This database and web pages will be developed by the website/database designer who will provide this to the Seward City IT Systems Manager to be placed on the SHPC Website. The SHPC will research and update the information on the gravesites located in the ten Seward Cemeteries and numerous memorials. In addition, the SHPC team will photograph many gravesites to be included in the database. 5. TIME LINE (lrtnhPr 7(1(19 Submit the grant. June 2010 Accept the grant. June-December 2010 SHPC Project Team will research, gather information and take photographs of the Seward Cemeteries and gravestones. October 2010 Award the contract and provide scope of work to the Transcription and Digital Conversion Contractor. November 2010-January 2011 Transcription and Digital Conversion Contractor converts paper information sources to digital information and provides it to the Website/Database Designer. January. 2011 Award the contract and provide the scope of work to the Website/Database Designer. Grants Manual - Appendix B Page 5 (Rev. 09/06) January - February 1 Cemetery information is given to the Website/Database Designer. August 2011 Website/Database Designer provides the final project to the Seward City IT Systems Manager for placement in the SHPC website. August -September 2011 Submit final report to the State and Office of History and Archeology. 6. PROJECT PERSONNEL Library Staff: The staff will assist and support coordination of the project. Seward Historic Preservation Commission (SHPC)-(In-Kind) The SHPC will form a project team which will assist in all phases of the project. Photos and documentation will be gathered and compiled by Commission Members. Transcription and Digital Conversion Contractor This work will convert various disparate information sources in paper format to digital format by a combination of transcription and computer Optical Character Recognition. Website/Database Desi The Website/Database Designer will develop the database and website for the Seward Cemetery Inscriptions. The Designer will develop the web pages to display the database information. Seward City IT Systems Manager The City of Seward IT Systems Manager will hire the Website/Database Designer and put the final product on the SHPC's Website. 7. BUDGET Website/Database Development (Contractual Services) Transcription and Digital OCR (Contractual Services) Cost Source $1,400.00 (Cash) $1,500.00 (Cash) Grants Manual - Appendix B Page 6 (Rev. 09/06) Laptop/Scanner and OCR Software $1,500.00 (Cash) Travel Per Diem $400.00 (Cash) Total $4,800.00 (Cash) Personal Services/ In-kind Research 60 hours @ $25 Photographing 50 hours @ $25 $1,500.00 (In-kind) $1,250.00 (In-kind) Photo Preparation 30 hours @ $25 $750.00 (In-kind) Total $3,500.00 (In-kind) Total Direct Costs 7% State Surcharge Total Project Costs Applicant's Total Share Federal Share Less 7% State Surcharge Total Participant Receipt $8,300.00 + 581.00 $8,881.00 -3,552.40 $5,328.60 -581.00 $4,747.60 Grants Manual - Appendix B Page 7 (Rev. 09/06) PROJECT BUDGET Enter the proposed budget for your project: BUDGET CATEGORY SOURCE OF FUNDS Federal Share Applicant's Share Total Personal Services 0.00 3,500.00 3,500.00 Travel/Per Diem 400.00 0.00 400.00 Contractual Services 2,900.00 0.00 2,900.00 Supplies 1,500.00 0.00 1,500.00 1. TOTAL DIRECT COSTS ............................................................................................... 8 300.00 2. 7% STATE SURCHARGE ............................................................................................. + 581.00 3. TOTAL PROJECT COSTS ............................................................................................ =X8,881.00 4. .APPLICANT'S TOTAL SHARE = 40% of amount on line 3 ................................ - 3 552.40 5. FEDERAL SHARE = 60% of amount on line 3 ..................................................... - 5 328.60 6. LESS 7% STATE SURCHARGE =same as amount on line 2 .............................. - 581.00 7. TOTAL PARTICIPANT RECEIPT -amount grantee is reimbursed ................ = 4 747.60 Proposed Source of Funds: Clearly identify cash, in-kind goods and services, and donated goods and services that constitute the applicant's matching share. Donations cannot exceed 40% of the total project costs. Other federal funding sources are ineligible as matching share for this grant program. Grantees will be reimbursed for cash expenditures up to 60% of total project costs, less the state surcharge (the amount shown on line 7). APPLICANT: must tota140% of the total project costs. CASH $0.00 IN-KIND GOODS AND SERVICES + $3,552.40 DONATED GOODS AND SERVICES + $0.00 8. APPLICANT'S 9. TOTAL TOTAL SHARE _ $3,552.40 FEDERAL SHARE $5,328.60 Grants Manual - Appendix B Page 8 (Rev. 09/06) 8. FINAL PRODUCTS The final product will consist of a database of the Seward Cemetery and Memorial burials, genealogical, biographical information and gravestone photographs and web pages displaying this information. 9. ADDITIONAL INFORMATION A. Historic Preservation Commission Resolution 2009- ,selecting "Providing Public Access to the Seward Cemetery Information" as the grant project for the FY' 10 State of Alaska, Department of Natural Resources, Historic Preservation Fund Grant, and recommending City Council authorize the City Manager to submit the FY' 10 grant application to the Office of History and Archaeology, Alaska Division of Parks and Outdoor Recreation. Approved 10/_/2009. Enclosure Number 1) B. Resolution 2009- ,authorizing the City Manager to submit the "Providing Public Access to the Seward Cemetery Information" as the grant project for the FY' 10 State of Alaska, Department of Natural Resources, Historic Preservation Fund Grant to the Office of History and Archaeology, Alaska Division of Parks and Outdoor Recreation. Approved 10/ /2009. Enclosure Number 2 (To be sent pending approval on 10/ 12/2009) C. Historic Preservation 2009-2010 Priority List. Enclosure Number 3 D. City of Seward Historic Preservation Plan, page 44. Enclosure Number 4 E. City of Seward, 2020 Comprehensive Plan, pages 29 & 30. Enclosure Number 5 Grants Manual - Appendix B Page 9 (Rev. 09/06) Page 1 of 1 Ryan Reynolds From: Christy Terry Sent: Tuesday, October 06, 2009 2:06 PM To: Patricia Linville Cc: Ryan Reynolds Subject: Historic Prez Patty- Phillip would like to coordinate a dinner with Sen. Stevens, Historic Prez and friends of the Jesse Lee Home for October 16th. Do you know if His Prez has any money in their budget (5140). Phillip asked me to start the coordination since you will be gone(?) on that day. If you can find out if they have any money, we can start the process to schedule. I need to get back to Phillip on this. Christy Terry Community Development Director City of Seward PO Box 167 Seward, Alaska 99664 907-224-4020 fax 907-224-4085 Z. ~ ~ i s ~~ e~- I ~ 1~ ~ ~ ~h~ ~ ~ ~ ~.~I', - ~, ~ ~~l~Cs ~of t~ re~~"iv~ can, haw rnu~~ ~v~ ~ ~ un ~~ ~ ~ --~. .~ ~~ ~ 10/7/2009 October 2009 October 2009 S M T W T F S 1 2 3 4 5 6 7 8 910 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 November 2009 S M T W T F S 1 2 3 4 5 6 7 8 91011121314 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Monday Tuesday Wednesday _ _ _ _ _ _ -- _ t -._.-. _ _ _ __ _ _ Thursday Friday ~ _. _. _ October 1~ 7:OOpm City Council 6:30pm Council Bud et 6:30 m Council Bud et I 6:30 m Council Bud et 6:30pm Council Budget g ' p 9 P 9 ~ Meeting ~ Work Session Work Session Work Session Work Session 19 Alaska Day-Offices Closed _ 26' 7:OOpm City Council Meeting j ~- iva~ iii r~iu icy 1 10~7~2009 1:48 PM rive iudy i uesaay Wednesday Thursday Friday November 2 3! 4' S~ 'I 12:OOpm PACA6 Meeting 7:30pm P &Z Meeting 20~ 231! _. 7:OOpm City Council Meeting -- 3 4 25 _ 26 2 Thanksgiving-Offices Closed Thanksgiving-Offices Closed 6:30pm Historic Preservation Meeting Nance Kicney 1 10/7/2009 1:48 PM