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Home My WebLink About05242021 City Council LAYDOWN - Sub Res 21-061LAYDOWN for 5/24/2021 Substitute Resolution 21-061 Sponsored by: Bower SUBSTITUTE CITY OF SEWARD, ALASKA RESOLUTION 2021-061 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING GRANT FUNDS FROM THE STATE OF ALASKA HISTORIC PRESERVATION FUND (HPF) — AMENDMENT #1 IN THE AMOUNT OF $6,705, 3 IT-14 A REQUIRED MATCH O $ 10, FOR THE FY2020 CERTIFIED LOCAL GOVERNMENT (CLG) GRANT #20005 "SEWARD HISTORICAL TOUR: PUBLIC EDUCATION SIGNAGE" PROJECT ON BEHALF OF THE SEWARD HISTORIC PRESERVATION COMMISSION, AND APPROPRIATING FUNDS WHEREAS, on July 17, 2020, the State of Alaska, Department of Natural Resources, Historic Preservation Office awarded a 40/60 matching Historic Preservation Fund (HPF) Program Grant 920005 Seward Historical Tour: Public Education Signage Project to the City of Seward, a Certified Local Government (CLG) in the amount of $18,765 in federal funds; and WHEREAS, the purpose of this grant project is to install interpretive signs to highlight sites of interest as part of a Historic Seward Walking Tour; and WHEREAS, on September 14, 2020, the City of Seward accepted the HPF-CLG Grant 920005 Seward Historical Tour: Public Education Signage Project on behalf of the Seward Historic Preservation Commission (SHPC) via Resolution 2020-079; and WHEREAS, SHPC began grant work on the project at the October 8, 2021 HP regular meeting and accumulated 847.45 in kind Commissioner volunteer hours by March, far beyond the 300 hours committed for the City's match; and WHEREAS, SHPC researched, labored and worked with property owners to establish a list of properties, develop signs, submit drafts for review, secure volunteer work for a map and finalize signs for production; and WHEREAS, on April 23, 2021, SHPC submitted a request to increase the federal share by $6,705, for a grant total of $24,000 to cover costs of signage design, production, and associated installation materials expected to exceed the original reimbursement to the City; and WHEREAS, the State Historic Preservation Office (SHPO) submitted Amendment 1, Budget Adjustment for approval on April 30, 2021 to increase the federal share by $6,705 to meet project goals and to use in kind volunteer hours to meet the City's 40% Sponsor Share of $4,470; and gird DJIWKW�1-1-01-11-11— Mr. CITY OF SEWARD, ALASKA RESOLUTION 2021-061 WHEREAS, SHPC recommends accepting the Amendment 1, Budget Adjustment for HPF-CLG Grant 920005 Seward Historical Tour: Public Education Signage Project so the community of Seward may experience the full benefit of this project this summer; and WHEREAS, the period of the grant upon full execution ends June 30, 2021 with no option for an extension. 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 Amendment 91, Budget Adjustment and appropriate funds in the amount of $6,705 from state grant revenue account no. 01000-1111-4252-0011 to contracted services account no. 01000-1111-7009-0011 to pay vendors for services rendered to fulfill the HPF-CLG Grant 920005: Seward Historical Tour: Public Education Signage Project. Section -2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 24th day of May, 2021. THE CITY OF SEWARD, ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE STATE Department of Natural Resources 01AL 1SKA Di. i,iirr3 (f Pt� l' and Outdoor t' cl flolC, IY Of9�icc ��1�i-3istrn-�� trod ArchacologY GOVERNOR NhCHAEL ]. ]RUNLEAVY May 17, 2021 Jessica Stallard, CMC Deputy City Cleric City of Seward P.O. Box 167 Seward, AK 99664 jstal lard @ cityofseward. net Re: HPF Grant #20005, Amendment 2 Seward Historical Tour: Public Education Signage Dear Ms. Stallard: 550 west 71 Avenue, Suite 1310 Anchorage, AK 99501-3561 M n 907 269.8694 In accordance with guidance received from the National Park Service, our federal funding agency, this office shall modify methodologies used for calculating Historic Preservation Fund grants. The new methodology will affect the indirect charge assessed by the State of Alaska. The good news is that this change may result in slightly larger reimbursements for sub -grantees than originally budgeted. Thus, this amendment increases the reimbursable part of the HPF grant from $22,120 to $24,000, an increase of $1,880. Please see the attached amendment which displays dollar adjustments to the above -referenced grant. No further action is required on this amendment. All other aspects of the original HPF grant agreement remain unchanged. The Office of History and Archaeology does not require your signature on this amendment. If you have any questions, please feel free to contact Maria Lewis at maria.lewis@alaska.gov or 907-269-8717. Sincerely, dith �Bittner State Historic Preservation Officer Enc: Amendment 2 Cc: Vaiarie Kingsland vkingsland@cityofseward.net Naneth Ambrosiani nmbrosiani@cityofseward.net 41 State of Alaska Department of Natural Resources �� Division of Parks and Outdoor Recreation Office of History and Archaeology AMENDMENT 2 This amendment to the memorandum of agreement is between the State of Alaska, Department of Natural Resources Office of History & Archaeology, hereafter, the State, and the Grantee: City of Seward Grantee Contact: Naneth Ambrosiani Grant #: HPF 20005 Telephone: 907-224.4063 Grant Name: Seward Historical Tour: Public Education Signage Date: May 17, 2021 Amendment Number: 2 The Memorandum of Agreement between the State and the Grantee for the above -referenced project is amended to move funds from personal services to contractual services: Amendment #1 modifies methods used for calculating Historic Preservation Fund grants which affect the indirect charges assessed by the State of Alaska. This change increases the reimbursable part of the HPF grant from $22,120 to $24,000, an increase of $1,880_ Cost Categories Original Change Amd 2 Contractual 27,971 3,134 31,105 Personal Services 5,000 0 5,000 Supplies & Matorials 2395 0 2,395 Travel 1,500 0 1,500 Subtotal 36,866 3,134 40,000 Project Costs for Grant Calculation Purposes 36,866 3,134 40,000 40% Sponsor Share of Project 14,746 1,254 16,000 60% Fed. Share of Project Costs 22,120 1,880 24,000 8.5% State Indirect on Fed 60% Share 1,880 (1,880) 0 Total Federal Share 24,000 0 24,000 Potential Reimbursement to the City of Seward 22,120 1,880 24,000 All other provisions of the original Agreement for this grant project remain the same. SIGNATURE BLOCK: State of Alaska: Office of History & Archaeology I Signatur Date: Lt or Ty a Name and Title: Judith Bittner, State Historic Preservation Officer Brenda Ballou From: Valarie Kingsland Sent: Friday, May 21, 2021 12:28 PM To: Stephen Sowell; Brenda Ballou; Sam Hickok Cc: Janette Bower Subject: FW: Seward Signs: Amendment 1, Budget Adjustment for HPF # 20005 Attachments: amd2_budgetHPF#20005.pdf, Xerox. Scan_05212021115618.pdf Hi Stephen, Brenda and Sam, The attached will be a laydown as an updated amendment for Res 2021-61 for the HPF-CLG Grant #20005 for the Seward Historical Tour: Public Education Signage project. Note that SHPO has increased the grant to the full amount allowable of $40,000 ($24,000 Federal share reimbursable to the City) and removed all 8.5% indirect costs from the grant in support of this project. The full $16,000 City share will be covered by HP Commissioner volunteer hours, which as of March is valued at $23,889.62 and counting. Here's an updated Cost Categories list from the Agenda Statement (pfd page 77 of the epacket) for Amendment 2. Cost Categories Original Amend. 2 Change Contractual 17,825 31,105 13,280 Personal Services 5,000 5,000 Supplies & Materials 4,500 2,395 (2,105) Travel 1,500 11500 Subtotal 28,825 40,000 11,175 Project Costs for Grant Calculation Purposes 40% Sponsor Share of Project 11,530 16,000 4,470 (City Cost, vol. hours) 60% Fed. Share of Project Costs 17,295 24,000 6,705 (Cash to City) 8.5% State Indirect on Fed Share 1,470 0 0 (City Cost, cash) Total Federal Share 18,765 24,000 5,235 (Fed Cost) Subtotal 28,825 40,000 11,175 Potential Reimbursement to City 17,295 24,000 6,705 I've included a scan of edits I recommend to the resolution in the packet. I'm not sure if this requires a new resolution and agenda statement or not. Let me know how you want to proceed. Respectfully, Valarie CC Janette Bower, City Manager Valarie Kingsland, Director Seward Community Library & Museum PO Box 2389 Seward, AK 99664 907.224.4008 "Connecting Our Community, Sharing Our Stories" I From: Lewis, Maria A (DNR) <maria.lewis@alaska.gov> Sent: Friday, May 21, 2021 11:19 AM To: Valarie Kingsland <vkingsland@cityofseward.net>; Jessica Stallard <jstallard@cityofseward.net> Cc: Naneth Ambrosiani <nambrosiani@cityofseward.net>; Cheryl Seese <cherylseese@gmail.com>; Tanguy Libbrecht <tylibbrecht@gmail.com> Subject: RE: Seward Signs: Amendment 1, Budget Adjustment for HPF # 20005 External Email: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Good Morning Valarie and Jessica, Attached is Amendment #2 that removes the 8.5% indirect cost of the Seward Signs grant and increases the reimbursable amount to $24,000. A hard copy is also being mailed to the City of Seward. Best, Maria Maria Lewis Architectural Historian Alaska State Historic Preservation Office Office of History & Archaeology 550 West 7th Avenue, Suite 1310 Anchorage, AK 99501-3561 Direct: 907-269-8717 maria.lewis@aiaska.gov Teleworking - Email is the best method of communication. From: Valarie Kingsland <vkingsland@cityofseward.net> Sent: Saturday, May 8, 20218:51 PM To: Lewis, Maria A (DNR) <maria.lewis@alaska.gou>; Jessica Stallard <istallard@citvofseward.net> Cc: Naneth Ambrosiani <nambrosiani@citvofseward.net>; Cheryl Seese <cherylseese@emaiLcom>; Tanguy Libbrecht <tylibbrecht@gmail.com> Subject: RE: Seward Signs: Amendment 1, Budget Adjustment for HPF # 20005 Hello, While working on the Agenda Statement and Resolution for this Amendment, I think I found a typo in the Project Costs for Grant Calculation Purposes. Please confirm if the amount of Potential Reimbursement to the City of Seward is $22,100 or $22,120. The latter is listed next to the "60% Fed. Share of Project Costs" under Amd 1. Many thanks! Valarie Valarie Kingsland, Director Seward Community Library & Museum PO Box 2389 Seward, AK 99664 907.224.4008 "Connecting Our Community, Sharing Our Stories" From: Lewis, Maria A (DNR) <maria.lewis@alaska.Bov> Sent: Friday, April 30, 2021 3:18 PM To: Jessica Stallard <istaIlard @cityofseward.net> Cc: Naneth Ambrosiani <nambrosiani@citvofseward.net>; Valarie Kingsland<vkingsland@cityofs_eward._net>; Cheryl Seese <cherylseese@gmail.com>; Tanguy Libbrecht <tylibbrecht@gmail.com>; Lewis, Maria A (DNR) <maria.lewis@alaska.goy> Subject: Seward Signs: Amendment 1, Budget Adjustment for HPF # 20005 External Email: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Ms. Stallard, Attached is an amendment to the Seward Historical Tour: Public Education Signage HPF grant as requested. An original hard copy of the grant amendment will go out in the mail. Best Regards, Maria Maria Lewis Architectural Historian Alaska State Historic Preservation Office Office of History & Archaeology 550 West 7t" Avenue, Suite 1310 Anchorage, AK 99501-3561 Direct: 907-269-8717 maria.lewis@alaska.gov Teleworking - Email is the best method of communication.