HomeMy WebLinkAboutRes2018-012Sponsored 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.
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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
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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)