CM-2024-086 - 3/15/2024City of Round Rock
221 East Main Street
Round Rock, Texas
IROUND
78664 ROCK Certified Copy
XAS �1 �p!/
City Manager Item: �- ZvZ4- 0 UP
File Number: "Jq_?rr>?--4(— orc"
Consider authorizing the submittal of an application to the Texas Historical Commission for the FY2024
Certified Local Government Stipend to the National Alliance of Preservation Commission's FORUM
2024 conference.
The grant is a travel stipend covering estimated flight and hotel costs to attend the National Alliance
of Preservation Commissions (NAPC) FORUM conference in West Palm Beach July 31 - August 4.
The grant is from the Texas Historical Commission's Certified Local Government program. One
HPC Commissioner (Tammy Conrad) and one staff member (Kerstin Harding) will be attending. The
grant covers estimated flight and hotel expenses without a matching requirement, but does not cover
conference registration.
The Texas Historical Commission offers the stipend because the FORUM conference has proved
beneficial to local governments' preservation programs. The conference is offered every other year
and is oriented to improving the effectiveness of local historic preservation commissions rather than
preservation as a field of study.
Attest.
A4,1-eA zv, z 02
Date Certified
Cityof Round Rock page 1 Printed on 3/19/2024
Intent to Apply for Grant Funding Attachment B
It"DR0rl TEXAS
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Grant name: FY2024 Certified Local Government Travel Stipend to the National Alliance or Preservation Commission's FORUM 2024 Conference
Grant application deadline:
Funding/project period
12/08/2023
Start Date: 07/31/2024
This grant application is:
End Date: 08/04/2024
CFDA # for grant, if applicable. If not applicable, please note NIA:
New ❑ Grant Continuation
Multi -year grant: ❑ Yes ❑✓ No
purpose of the grant: (provide project summary)
To provide a travel stipend to allow 2 people to attend the National Alliance of Preservation Commission's Forum 2024
in Florida July 31, 2024 through August 4, 2024. The grant will cover airfare and hotel in accordance with the
application budget worksheet. This is the NAPC's annual conference. This conference is focused on the issues facing
local historic preservation boards and commissions. Travel stipends are offered to help Certified Local Governments
fulfill the continuing education requirements outlined in Round Rock's Certification Agreement with Texas Historical
Commission.
What will the funds be used for? (i.e., construction, design, equipment, etc..)
Travel
Who is providing the funds? Texas Historical Commission
(i.e.. name of Federal Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
❑ Federal p State
Estimated grant funding amount: $2,626
Are matching funds required? ❑ Yes ® No
If yes, please complete the following:
Match %
Match $
❑ Other:
Funding basis: [3 Advance E] Reimbursement
Funding source of match:
Will the City be a direct recipient or subrecipient of the grant funds?
Are ongoing operational costs anticipated once the grant funds are depleted?
Direct Recipient ❑ Subrecipient
If Yes, has the Budget Team been notified? ❑ Yes ❑ No
❑ Yes Z] No
Please print, sign, and return this form to Finance @ _Grants Compliance Team
Joelle Jordan, Principal Planner 02/13/2024
Department Contact Name and Title (Please Print) Date Form Completed
Bradley Dushkin f.="'•"�""'- "-
Department Director Signature
Date Signed
(This section to be completed by the Finance Department, Grant$ Team►
a I 13 /a
Rec d By (Grants Team Me b r) Date Received: II
-a- bvpl 6 T )2"0
Approved By (Grants Team Member) Date Apprwved:
City of Round Rock, Texas
iROuNOIROCI TWS
Grant File Checklist
To be Completed by the Department Applying for Grant
Attachment A
Complete the checklist below for new and continuation grants. Once completed, please submit a copy to Finance, along with the Intent
to Apply for Grant Funding Form to Finance for review and filing with the grant records- This should occur prior to submitting the grant
application to the oversight entity.
Cross-reference to Grant
Check
Box
Checklist Item Acquisition, Management
and Compliance Document
P .Award(prior
to Strant being awatd6d4b We C
1.
Complete Intent to Apply for Grant Funding Form and submit to Finance for review and approval
Section 6.1.4 and 6 15
rior to submittal of ant a 1 cation.
Section 6.1.7
2,
1 understand that the department needs to obtain proper approval for grant applications. Grant
❑
applications for funds up to $50,000 require City Manager approval. Over $50,000 requires City
Council approval. (threshold is consistent with the Gly's purchasing guidelines)
1 understand [hat the depaMnent needs to submit a copy of the grant application and supporting
Section 6.1.8
❑
3.
documents to Finance at the time of application subm'ssion for tracking and monitoring grant
compliance requirements
t have read the Grant Acquisition, Management and Compliance process provided by Finance
4.
Past Av-►ard;
after the' rant ie.awarded 66the C t=
S.
If the grant is awarded to the City
O5a
I understand that the department Is responsible for reviewing the grant agreement and
Section 6.1.9
forwarding all information to Finance.
0 5b 1 understand that the department is responsible for following the City procurement policies when
Section 6.1 18 and
i procuring goods or services with grant funds and following the Federal procurement rules when
6.1,19
' rocuri s or services wrath Federal funds-
_
5c. I understand that the department needs to comply with requirements of the gran.
Section 6.1.10
S. For purchases and contracts $25,000 or more (cumulatively in any fiscal year). I understand that
Section 6.1,17
the City shad not enter into contracts or procure goods from vendors or contractors that are
i suspended or debarred.
7. 1 understand that all records related to the grant program must be retained for a minimum of five
Section 6.1 13
years from the and of the grant closeout However, if any equipment was purchased, then the grant
records must be retained for five years from the date of transfer, replacement, sale. or disposal of
the equipment.
O
S.
The department needs to inform Finance when an external review over the grant is scheduled to be
Section 6.1.14
performed, whether on -site or a desk review.
8a. The department needs to communicate any potential audit findings from external reviews and
Section 6.1.14
✓❑
provide any reports issued or correspondence from the reviewing agency to Finance.
f understand that if equipment is purchased with grant proceeds. the department needs to assist
9.
Section 6.1.16
Finance with the City-wide physical inventory of the equipment as requested, at least once every
two years. Required for Federally funded assets
10,
1 will work with Finance to submit reimbursement requests to grantors For certain grants, it maybe
Section 6.1.20 T
appropriate and practical for the Department to submit Inmost instances, the Grants Compliance
Team will handle these request with the department's assistance.
11.
1 understand the department is responsible for fulrNing closeout requirements of the grant, including
Section 6 1 21
coordination with Finance on any final financial information and reporting needed
Please print, sign, and return this form to Finance @ Grants Compliance Team
Joelle Jordan, Principal Planner Planning and Development Services
Department Contact Name and Title (Please Print) Department Name
02/13/2024
Department Contact Signature Date Form Completed
Bradley Dushkin n-- :
Department Director Signature
Date Signed
(This section is to be completed by the filnance 7DOrtment. Grants Team)
:;L.�
Received by (Grants Team Member) Dal Received Approved by (G•anls Team Member) Hate Approved
City of Round Rock, Texas
Debra Doss
From:
Sent:
To:
Subject:
Joelle Jordan, AICP
Principal Planner
Long Range Planning
Planning and Development Service
City of Round Rock, Texa ,
Phone- (512) 218-5422
Email eordan@round rockt�xol&gv
ROUND ROCK TEXAS
Joelle Jordan
Tuesday, February 13, 2024 10:17 AM
Debra Doss
FW: FY2024 CLG Travel Stipends to NAPC FORUM 2024
Please note we have moved to an online submittal platform called the Round Rock Permit Portal and will no longer be
accepting paper submittals. All applications, fees, and supporting documents must be submitted through the portal.
Please take S minutes to complete our survey and give us your positive and critical assessments. Responses are
made public on our website. However, individual names, project names, and contact info will not be posted. How
are we doing ?
From: Kelly Little <Kelly.Little@thc.texas.gov>
Sent: Thursday, February 1, 2024 1:31 PM
To: Joelle Jordan <jjordan@roundrocktexas.gov>
Subject: FY2024 CLG Travel Stipends to NAPC FORUM 2024
TEXAS
HISTORICAL r
CO M M I SS I O N AV
Au �°"1z2
Austen, Texass 78711 2276
512-463-6100
REAL PLACES TELLING REAL STORIES
thc.texas,gov
Joelle Jordan, Historic Preservation Officer
City of Round Rock
301 W. Bagdad Avenue, #210
Round Rock, Texas 78664
Re.- IW2024 Certified I.,ocal Goieraitient Trauel.l'tipend to the NalionalAlliance of Preservation Conmvistion's FOR(_ ,112024
Conference
Dear Ms. Jordan:
The Texas Historical Commission appreciates your interest in and application to the Certified Local Government
(CLG) Grant Program. We are pleased to inform you that two (2) travel stipend requests from the City of
Round Rock, totaling $2,626, were selected for funding by the Commission at their quarterly meeting on
January 31. These travel stipends facilitate CLG representatives' attendance at the National Alliance of Preservation
Commission's (NAPC) FORUM 2024 Conference taking place in West Palm Beach, Florida, from July 31 August
4, 2024. The travel stipends help our Texas CLGs fulfill the continuing education requirements outlined in their
Certification Agreement with THC.
We will be sending the travel stipend grant contract to you in the coming weeks to obtain the CLG's appropriate
electronic signature(s). )'lease note that travel stipends can only be paid to the CLG itself each attendee must pay
their expenses up front and request reimbursement from the CLG, before the CLG can subsequently request
reimbursement from the THC. You may wish to review the original travel stipend application for information on
eligible and ineligible expenses. Conference registration is not an eligible expense; it will be the responsibility of the
CLG or the individual attendee to register for the conference.
Thank you for your participation in the CLG program and for actively pursuing continuing preservation education
at this national conference. We look fonvard to seeing you at FORUM 2024. Should you have any questions or if
we can be of further assistance, please contact me at 512-463-7812 or
Sincerely,
Kelly Little
State Coordinator, Certified Local Government Pro am
GREG ABBOTT, GOVERNOR I JOHN L. NAU, III. CHAIR I EDWARD LENGEL, EXECUTIVE DIRECTOR
TEXAS
HISTORICAL
COMMISSION*
REAL PLACES TELLING RLAL STOAMS
Kelly little
Certified Local Government Coordinator
Community Heritage Development Division
P.O. Box 12276, Austin, Texas 78711-2276
Phone: +1 512 463 7812
Fax: + 1 512 463 6095
thc.texas.gov
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2
CERTIFIED LOCAL GOVERNMENT
GRANT APPLICATION
NAPC FORUM 2024 TRAVEL STIPEND
APPLICATION DEADLINE:
FRIDAY, DECEMBER 8, 2023
TEXAS
HISTORICAL
COMMISSIONJO
REAL PLACES TELLING REAL STORIES 1p
This grant manual has been financed in part with Federal funds from the National Park Service, U.S.
Department of the Interior and administered by the Texas Historical Commission. However, the contents and
opinions do not necessarily reflect the views or policies of the Department of the Interior.
This program receives federal financial assistance for identification and protection of historic properties. Under
Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, and the Age
Discrimination Act of 1975, as amended, the Department of the Interior prohibits discrimination on the basis of
race, color, national origin, or disability or age in its federally assisted programs. if you believe you have been
discriminated against in any program, activity, or facility as described above or you desire further information,
please write to:
Office for Equal Opportunity
National Park Service
1849 C Street, N.W.
Washington, D.C. 20240
INTRODUCTION
Based on funding availability, the Texas Historical Commission (THC) intends to offer travel stipends for
individuals from Certified Local Governments (CLGs) in Texas to attend FORUM 2024 in West Palm Beach,
Florida, from July 31 August 4, 2024. FORUM is the National Alliance of Preservation Commissions' (NAPC)
biennial training program for local preservation boards and commissions. Educational sessions cover a variety
of topics related to design review, cultural resource management, legal issues, preservation planning, etc.
FORUM is the only national conference specifically for preservation commission members and staff. FORUM's
unique combination of educational breakout sessions and working roundtables offers an opportunity for
commissioners, staff, and other experts from across the country to share information and best practices from
preservation's front lines. More information is available at hus://gApeommissions.org/forum/.
These travel stipends are available to CLGs in order to help them meet the educational requirements outlined in
their CLG Certification Agreement with THC. Only CLGs that are current on all CLG Program requirements
will be eligible to receive funding. This includes the submission of preservation commission meeting minutes
and the completion of any outstanding Annual Reports.
ELIGIBLE ATTENDEES
Eligible attendees include all individuals who play an active role in a CLG's historic preservation program. This
includes, but may not be limited to, members of the historical commission, planning board/commission members,
elected officials, city or county staff (historic preservation officers, city managers, code officials, planners, etc.),
and consultants currently under contract with a CLG for historic preservation, planning, or code related services.
Note, however, that the travel stipends can only be paid to the CLGs. Attendees must pay for their expenses
up front and request reimbursement from their CLG, before the CLG can then request reimbursement from the
THC. Please ensure that any individuals intending to use the travel stipend are eligible to receive reimbursement
from the city or county.
TRAVEL STIPEND AMOUNTS
The stipend amount is not expected to exceed $1,200 per individual. CLGs may request additional funds; such
requests will be considered on a case -by -case basis and will be awarded based upon need and availability.
ELIGIBLE EXPENSES AND ANTICIPATED COSTS
Travel stipends can be used to cover costs for airfare to and from West Palm Beach, ground transportation (taxis,
shuttles, etc.) to and from the airport and hotel, and hotel lodging (including hotel taxes). Hotel lodging should
follow General Services Administration (GSA) lodging rates for the area — the FY24 GSA rate for lodging in
West Palm Beach is $16 1.00 per night.
FORUM 2024 conference registration is not an eligible expense and it will be the responsibility of the CLG or
individual to pay for registration. Car rental for local transportation is not an eligible expense. Other ineligible
expenses include food, beverages, parking, and incidentals.
All travel stipends will be reimbursed, meaning that the CLG or individual must cover all expenses up front and
then submit a reimbursement request to THC that includes receipts/verification for eligible expenses.
Reimbursement requests will be processed following the conference. Reimbursements will be paid to the CLG.
Individuals who register but do not check -in at the conference will not qualify for reimbursement.
GREG ABBOTT, GOVERNOR I JOHN L NAU, III, CHAIR I MARK WOLFE, EXECUTIVE DIRECTOR
2
REGISTRATION DEADLINE
Applicants should be advised that there will be a THC-imposed registration deadline approximately two months
before the conference start date. The THC reserves the right to withdraw the travel stipend offer from a recipient
who does not register for the conference on or before that deadline and award the money to an applicant on the
waiting list. All accepted applicants will be made aware of the registration deadline.
MATCH REQUIREMENTS
There are no match requirements beyond the participant's registration; however, recipients will be responsible
for covering all costs that are over and above the stipend amount and/or ineligible for reimbursement with personal
or city/county funds. Recipients should report only eligible expenses on the reimbursement form.
If a specific travel cost is being covered by some other method (such as a scholarship or grant from another
source), it cannot also be reimbursed via this stipend. However, portions of travel not being requested for THC
reimbursement (e.g., local car rental, additional hotel nights, meals) may be covered by other sources.
APPLICATION AND SELECTION PROCESS
All applications must be submitted through the Historic Preservation Officer (HPO) or CLG
Representative. Interested attendees shall work with their HPO or CLG Representative to apply. Each CLG shall
submit one application with a list of potential attendees. if interested in attending themselves, HPOs and CLG
Representatives should list themselves on the application (Question 2). The application must be signed by the
HPO or CLG Representative. Applications should be emailed to clgzthc.texas.gov with the subject line "CLG
Grant Application" on or before December 8, 2023.
The applications will be reviewed and evaluated by THC staff. There is no limit to the number of individuals that
may apply from a CLG; however, in selecting recipients, THC will endeavor to award travel stipends to
individuals from as many CLGs as possible. The THC may not be able to fund everyone from the applying CLG.
In that case, the THC will fund individuals in the order presented on the application. Preference will be given to
CLGs that have not received a travel stipend in the last two years.
If demand exceeds the available funds, THC wilt consider need, geographic distribution, and the relative benefit
to each CLG community in selecting applicants. Community benefit will be evaluated using the response to
Question 3 on the application form. Need will be evaluated using Question 4.
If the total requests THC receives by the grant application deadline do not utilize all available funds, THC may
elect to either a) increase the dollar amount awarded to individual recipients above the maximum amount or b)
extend the application deadline. Incomplete applications will not be reviewed.
REIMBURSEMENT PROCESS
Following the conclusion of FORUM, recipients will submit completed reimbursement requests to the THC, who
will issue payment. Receipts will be required. If a CLG is sending multiple attendees, the CLG may submit a
single reimbursement request for all individuals from their city/county. Reimbursement forms will be provided
to stipend recipients as part of the grant contract packet.
QUESTIONS?
Contact Kelly Little, Certified Local Government Coordinator (512-463-7812 or kelly.little(ti�thc.texas.gov), or
Ericca Espindola, Local Government Specialist (512-463-9063 or ericca.espindolaCa;thc.texas. ov), with any
questions about the travel stipend program.
GREG ABBOTT, GOVERNOR I JOHN L NAU, III, CHAIR I MARK WOLFE, EXECUTIVE DIRECTOR
3
NAPC FORUM 2024 TRAVEL STIPEND GRANT APPLICATION
Deadline: December 8, 2023
This application is for travel stipends supporting participation of individuals active in Texas Certified Local
Governments' historic preservation programs at FORUM 2024, July 31—August 4, 2024, in West Palm Beach,
Florida. Submit the completed application by email to clg _thc.texas.aov with the subject line "CLG Grant
Application" on or before December 8, 2023.
1. Contact Information
City of Round Rock
Name of Certified Local Government
Joelle Jordan
Name of HPO or CLG Representative (application must be submitted by HPO or CLG Representative)
301 W. Bagdad Ave. #210
Mailing Address
Round Rock TX 78664
City State Zip
2. Attendee Information
THC may not be able to fund every individual requested from each CLG. Funding priority will be given in
the order of ranking below. HPOs and CLG Representatives who would like a stipend to attend should
include themselves on the list. The THC understands that specific individuals may change between now
and July 2024, therefore, we ask for titles in lieu of individuals' names. See example below.
EXAMPLE: Attendee #1 Historic Landmark Commission Chair; Attendee #2 Planning Director;
Attendee #3 Historic Preservation Officer; Attendee #4 Preservation Commissioner
Attendee #1 Historic Preservation Commission Chair
Attendee 92 Planner (historic preservation staff)
Attendee #3
Attendee #4
3. Benefits of Attending FORUM
What are the CLG's goals to enhance the local preservation program? How will attending FORUM 2024
help the CLG accomplish those goals?
Round Rock's HPC and preservation staff have found ourselves involved in increasingly highly visible
civic projects, and we need to stay abreast of best preservation practices. Both city and private
redevelopment pressure have increased as the city has revitalized its downtown, and this has presented
both challenges and opportunities for our preservation program. Additionally, one of our H PC's 2024
goals is to investigate creating a new historic district in an area where significant transportation, park,
and trail projects are planned or under construction.
4. Travel Stipend Amount
GREG ABBOTT, GOVERNOR I JOHN L. NAU, III, CHAIR I MARK WOLFE, EXECUTIVE DIRECTOR
4
What is the total travel stipend amount that the CLG requests? Note that stipend amounts are not
anticipated to exceed $1,200 per individual. Please also include a budget worksheet detailing the amount
requested; a sample budget worksheet is provided. State in the budget worksheet the minimum stipend
amount required in order to attend FORUM to help us evaluate need.
Total stipend amount requested: $2,626 for two attendees
Minimum stipend required to allow attendance at FORUM 2024: $1313 per attendee
Attendance is unlikely without grant assistance for out of state travel.
j� The CLG understands that registration costs are not a qualified reimbursable expense and that, if
selected, the CLG or individual will be responsible for registration fees associated with FORUM 2024.
® Please check if the CLG does not require but is interested in receiving additional funds over and above
the amount indicated. Should they become available, additional funds may only be used to reimburse
qualified expenditures -
ACKNOWLEDGEMENTS By checking below, the applicant acknowledges that:
signed and completed application will be emailed to clg@thc.texas.c�ov by December 8, 2023.
budget is attached to the signed and completed application.
Late applications, faxed applications, and handwritten applications will not be accepted.
Incomplete applications will not be reviewed.
The THC will only reimburse the CLG, not the individual, for qualified expenditures, and the THC is not
responsible for the CLG's reimbursement to the attendee.
Registration cost is not an eligible, reimbursable expense.
Portions of travel paid for by other funding sources (such as other grants or scholarships) cannot also be
reimbursed via this travel stipend.
he information provided on this apjpltcation is accurate to the best of your knowledr.
HPO/CLG REPRESENTATIVE CERTIFICATION: Signature Required.
SIGNATURE: TITLE: PRINCIPAL PLANNER DATE: 12/6/2023
GREG ABBOTT, GOVERNOR I JOHN L. NAU, III, CHAIR I MARK WOLFE, EXECUTIVE DIRECTOR
5