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Home My WebLink AboutRes2018-012Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-012 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, TO ACCEPT FUNDS FROM A FY2018 HISTORIC PRESERVATION FUND TRAVEL AND TRAINING GRANT FROM THE OFFICE OF HISTORY & ARCHAEOLOGY IN THE AMOUNT OF $2,701 WITH A REQUIRED MATCH OF $2,495 FROM THE CITY, AND APPROPRIATING FUNDS WHEREAS, the State of Alaska Office of History and Archaeology sought applications for a Historic Preservation Fund: Certified Local Government Travel and Training 60-40 Matching Grant from Certified Local Governments of the State of Alaska on January, 11, 2018; and WHEREAS, the City of Seward is a Certified Local Government (CLG) with a Seward Historic Preservation Commission; and WHEREAS, the purpose of this grant is to allow up to two people representing the Seward Historic Preservation Commission to attend the National Alliance of Preservation Commissions: Forum 2018 held on July 18-22, 2018 in Des Moines, Iowa; and WHEREAS, the full cost for two Seward Historic Preservation Commissioners. to attend the conference is estimated at $5,176 with the State's share of $2,701 and a required City match of $2,475; and WHEREAS, the City of Seward will reimburse the Seward Historic Preservation Commissioners attending the conference according to the terms of the grant agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to accept a Historic Preservation Fund Travel and Training from the State of Alaska as attached hereto in substantial form. Section 2. Funding in the amount of $2,701 is hereby accepted from state grant revenue account number 01000-1500-4252-0011 and appropriated to education and training account number 01000-1500-7302-0011. Section 3. Funding in the amount of $2,476 is hereby accepted from the General Fund reserve account number 01000-0000-3400 to education and training account number 01000- 1500-73029-0011. Section 4. This resolution shall take effect immediately. CITY OF SEWARD, ALASKA RESOLUTION 2018-012 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12t' day of February. AYES: Casagranda, Keil, McClure, NOES: None ABSENT: Slater ABSTAIN: None ATTEST: &V�nk Brenda J. Ballo , MMC City Clerk (City Seal) R. ♦ ,.••�y��••.,�®ram ••• GV � Ate.,• ®T c • � ...per • q: � • � r ........10OF Pk- CJ� THE CITY OF SEWARD, ALASKA David Squires, MayAr Towsley, Horn, Squires 1 Meeting Date: To: Through: From: Agenda Itern: February 12, 2018 City Council Jim Hunt, City Manager -41 Valarie Kingsland, Library & Museum Director and the Seward Historic Preservation Liaison Accepting Historic Preservation Fund: Certified Local Governments (CLG) grant and matching funds XBRUE=1101ta, The State of Alaska Office of History and Archaeology (OHA) solicited applications on January 11, 2018 for a Historic Preservation Fund: Certified Local Government Travel and Training 60-40 Matching Grant from Certified Local Governments (CLG) of the State of Alaska. The purpose of this matching travel/training grant assistance is to allow Certified Local Government (CLG) historic preservation staff and board members to attend the National Alliance of Preservation Commissions: Forum 2018 held on July 18-22, 2018 in Des Moines, Iowa. The Seward Historic Preservation Commission selected Vice Chair Kurtz and Commissioner Krug to apply to attend the conference, and Commissioner Woelkers to serve as an alternate, at a regular Seward Historic Preservation Commission regular meeting on January 17, 2017 and reviewed the application at a special meeting on January 24, 2018. The total project cost to send two commissioners to the conference is estimated at $5,176, which includes an 8,5% indirect cost charge by the State of Alaska in the arnount of $40�5. The State of Alaska's 60% match is $3,106 minus the 8.5% indirect cost of $405 for a total estimated reimbursement grant of $2,701 for travel and training expenses to send two Commissioners to the conference, The City of Seward's 40% match is estimated at $2,070 plus the 8.5% indirect cost of $,405 for a total estimated cost to the City of $2,47'5 for travel and training expenses to send two Commissioners to the conference. Council approval to match, receive and appropriate a total amount of $5,176 for two Seward Historic Preservation Commissioner to attend the National Alliance of Preservation Commissions: Forum 2018 held on July 18-22, 2018 in Des Moines, Iowa. �_...... ...... n ........... CONSISTENCY CHECKLIST: Yes No N/A .. _ _........� �..............._. _�.._.µ_ ... � ... .....-m_....�m. .... Comprehensive Plan (3.9.1.2): Encourage the recognition, rehabilitation and preservation of, prehistoric and historic sites, transportation routes, trails, buildings, and artifacts. Support the 1. Seward Historic Preservation Commission's (SHPC) efforts to raise X public awareness regarding the inventory of local historic properties; those properties listed on local, state and national registers; and benefats ofplacing properties on these registers. Strategic Plan (pg13): "Encourage the Recognition Rehabilitation and Preservation of Historic Sites and Buildings. " and "Support the 2' Historic Preservation Commission's efforts to raise public awareness X regar ang local historic property W....... _ �._ ........_... 3. Other (list): X FISCAL NOTE: The City will receive $2,701 in grant cash and will utilize its own matching funds in the amount of $2,475. The matching funds are not included in the budget and will come from the General Fund reserves. Approved by Finance Department: _ATTORNEY REVIEW: Yes No x Not Applicable RECOMMENDATION: City Council approve Resolution 2018-012 , accepting grant funds in the amount of $2,701 from a FY2018 Historic Preservation Fund travel and training grant and provide matching funds. State of Alaska Department of Natural Resources Division of Parks and Outdoor Recreation Office of History and Archaeology Historic Preservation Fund: Certified Local Government Travel and Training 60-40 Matching Grant Application National Alliance of Preservation Commissions: Forum 2018 July 18-22, 2018 — Des Moines, Iowa CLG sponsor: City of Seward, Alaska Seward Historic Preservation Commission_ CLG contact: _ Valarie Kingsland Address: Phone: 907-224-4008 E-mail: vkingland&cityQfseward.net Enter name, title and contact information of person(s) representing your CLG's Historic Preservation staff or commission who are applying for a grant to attend this training. Each CLG may request up to 2 people to attend. If awarded a grant, the CLG must obtain from each traveler a narrative report and financial documents supporting costs claimed upon completion of the training, and submit a compilation of such to the Office of History & Archaeology for reimbursement. Staff or Commission Member: Wolfgang Kurtz Mailing Address: _12358 Round Table Drive Seward, AK 99664 Phone & Email: _907-491-5793 wkurtzster@gmail.com Staff or Commission Member: _Cliff Krug Mailing Address: _P. O. Box 2032 Seward, AK 99664 Phone & Email: _907-382-0040 cjnkl994@hotmail.com Applications for HPF 60-40 matching grants are due no later than Wednesday, Feb 28, 2018. For questions, contact the grants administrator at i ean.ayers(i4alaska. og_v or 907-269-8694. Deliver, postmark, fax or e-mail your application to: State of Alaska: DNR Division of Parks and Outdoor Recreation E-mail: 'ean.a ers alaska. ov 550 West 7t' Avenue, Suite 1380 Fax: 907-269-8907 Anchorage, AK 99501 Attn: Grants Administrator, Jean Ayers Travel & Training Grant: Willingness to Comply with Requirements I understand that this is an application for federal matching assistance for up to 60% of the total project cost from the Historic Preservation Fund (HPF). Should this proposal be awarded, I understand that the state may include an indirect cost which could vary throughout the course of the grant period, but will not exceed the amount stated in the executed grant agreement. 2. If awarded an HPF grant, I understand that it is my responsibility to comply with all pertinent State and Federal regulations, the State -Local Grant Agreement, and requirements outlined in the Historic Preservation Fund. Certified Local Government Grants Manual. 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 state indirect costs and not to exceed 10% thereafter) of the questioned expenditures. 4. I understand that no grant or promise of a grant exists until the State Historic Preservation Office (SHPO) signs the State -Local Grant Agreement, even if the Alaska Historical Commission has recommended funding the proposal. Further, I understand that any funds expended before full execution of the grant agreement (signature by both parties) will not be reimbursed without specific approval from the SHPO. S. I understand that the CLG or each traveler is responsible for making travel arrangements and will pay all costs initially. Upon completing travel and training, the CLG shall submit one request for reimbursement with documentation of relevant costs (receipts, timesheets, etc.) identified within the budget proposal, and a narrative report from the traveler(s). Signature: Authorized Local Government Official Date Print or Type Name and Title National Alliance o f Preservation Commissions — Fortim 2018 July 18-22, 2018 — Des Moines, Iowa Conference Hotel: Embassy Suites, Des Moines Downtown 101 East Locust Street Des Moines, Iowa 50309 Telephone: 515-244-1700 htt Hembass suites1hihonxoml hotelsjowa/embass -suites-b-hilton-des-moines-downtown-DSMDNES/index.htm] A block of hotel rooms for the Forum is listed at $159 night + 12% tax. Use Code "APC" to access this rate. The hotel also has a complimentary airport shuttle. Eligible Costs and Reimbursements CLGs or individuals shall make their own travel and lodging arrangements. Travelers are expected to use prudent and reasonable judgment in the expenditure of funds against a travel grant. Unnecessary or inflated expenditures will not be approved or reimbursed. The following items may be claimed as eligible costs with adequate documentation. Registration Fee: $100 — $275, depending on several factors. See below. Attendee Early Bird: April 1 Regular: June 1 Member $200 $250 Non -Member $240 $275 Student $100 $150 Single Da $100 $100 Per Diem: Lodging and meal costs while attending the conference are eligible. Lodging — Embassy Suites offers FORUM attendees a rate of $159/night + 12% tax. ($178.08) Meals --- Federal grant reimbursement is $59 per day for Des Moines, Iowa. Travel: The cost of airline tickets may be claimed. Efforts must be made to secure the least expensive fares. Airport parking, taxi fare, and shuttle bus service may also be claimed. The cost of a rental car is not an eligible expense unless this cost is demonstrably less than the total of necessary taxi fare and/or shuttle bus service while at the conference. Personal Services: The Certified Local Government's historic preservation staff and commission members may document travel time to and from the conference and time spent at the conference as eligible for match or reimbursement. The rate used to value this time shall be consistent with that for conducting similar activities of the local government. Other: Please specify any other anticipated costs in the proposed budget. A decision will be made regarding other costs on a case -by -case basis prior to signing the grant agreement. Reimbursement requests must include supporting documentation for all costs. The CLG must compile narrative reports and expense information from each traveler (i.e., time sheets and/or pay stubs), hotel, airfare and other receipts, and submit all to the Office of History & Archaeology under one request for reimbursement. No costs will be reimbursed without legible and valid supporting documentation. Proposed Budget: CLG Travel Grant Application Cost Categories Description Total Personal Services No personal services.for commissioners; SHPC has chosen an alternate commission if needed + Travel WKlfrtz RT $691; CKrug RT $600 1,291 + Lodging WKurtz 5 nights CKrug 6nights Embassy Suites try, $178/ni ht + 11 %tax x 2 pe2ple 2,173 + Meals: 7 days @ $59/day — $413 X 2 people 826 + Other (i.e., registration fee) Registoration X 2 people non member Early bird rate = $240 480 Equals All Direct Costs 4,770 x 8.5 % State Indirect Costs 405 Total Project Costs {TPC} -Sponsor's Share: 40% of TPC J 5,176 2,070 3,106 Federal Share: 60% of TPC Minus State Indirect Costs -405 Potential Reimbursement to CLG 2,700 Source of Sponsor's Share Cash Expenditures + In -kind + Donations Sponsor's Share 40% of TPC 2,070 Instructions: Double click inside the worksheet to activate formulas and complete budget. If formulas do not work, follow the instructions below and refer to Example Budget. 1. Describe anticipated expenses in appropriate Cost Categories and calculate "All Direct Costs." 2. Add State Indirect Costs to obtain "Total Project Costs" or TPC. 3. Multiply "Total Project Costs" by .40 and .60 to determine sponsor and federal shares. 4. Subtract the State Indirect Costs from Federal Share to obtain "Potential Reimbursement to CLG." 5. Show amounts which comprise the " Source of Sponsor's Share." (40% of TPC) Proposed Budget: CLG Travel Grant Application Cost Categories Description Total Personal Services HP Staff 5 days a) $185/day — $925 and HP hoard member: 5 days @ $210/day = $1,050 1,975 + Travel RT: Ane-Des Moines on Delta Airlines = $550 x 2 people = 1,100 - Lod a \ Embassy Suites: 6 nights @ $178/night �* $1,068 x 2 people 2,136 + Meals: 7 days @ $59/day = $413 x 2 people = 826 + Other (ie., registration fee) NAPC Member: Early Bird Registration ($200) + Early Bird Non -Member ($240) 440 Equals All Direct Costs 6,477 x 8.5 % State Indirect Costs 551 Total Project Costs (TPC) 7,028 Sponsor's Share: 40% of TPC 2,811 Federal Share: 60% of TPC 4,217 -551 3,666 Minus State Indirect Costs Potential Reimbursement to CLG Source of Sponsor's Share Cash Expenditures + In kind 2,811 + Donations 6. = Sponsor's Share (40% of TPC} 2,811 Instructions: Double click inside the worksheet to activate fonnulas and complete budget. If formulas do not work, follow the instructions below and refer to Example Budget. 1. Describe anticipated expenses in appropriate Cost Categories and calculate "All Direct Costs." 2. Add State Indirect Costs to obtain "Total Project Costs" or TPC. 3. Multiply "Total Project Costs" by .40 and .60 to determine sponsor and federal shares. 4. Subtract the State Indirect Costs from Federal Share to obtain "Potential Reimbursement to CLG" 5. Show amounts which comprise the " Source of Sponsor's Share." (40% of TPC)