CM-2025-309 - 12/12/2025 City of Round Rock
221 East Main Street
Round Rock,Texas
ROUND ROCK 78664
TEXAS Signature Copy
City Manager Item: CM-2025-309
File Number: CM-2025-309
Consider authorizing the submittal of an application to the Texas Historical Commission
for the FY2026 Certified Local Government Stipend to the National Alliance of
Preservation Commission's FORUM 2026 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 Minneapolis July 22-26,
2026.The grant is from the Texas Historical Commission's Certified Local Government
program. One HPC Commissioner(Shagufta Ellam) and one staff member(Kerstin Harding)
plan to attend.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.
City Manager � Date i211 /1 (.5
City of Round Rock Page 1 Printed on 12/11/25
ROUND ROIXTEXAS Attachment A
Grant File Checklist
To be Completed by the Department Applying for Grant
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.
Check i Cross-reference to Grant
Box l Checklist Item Acquisition,Management
i and Corn' lance Document
Pre-Award to°yralit lishit awardedlo theCit k -° ,
El1. Complete Intent to Apply for Grant Funding Form and submit to Finance for review and approval Section 6.1.4 and 6.1.5
prior to submittal of grant application. _
O 2. I understand that the department needs to obtain proper approval for grant applications. Grant Section 6.1.7
applications for funds up to$50,000 require City Manager approval. Over$50,000 requires City
Council approval.(threshold is consistent with the City's purchasing guidelines)
O 3. I understand that the department needs to submit a copy of the grant application and supporting Section 6.1.8
documents to Finance at the time of application submission for tracking and monitoring grant
compliance requirements.
• 4. I have read the Grant Acquisition,Management and Compliance process provided by Finance.
PiiiiCkvardisftel the t ls"`afferrdtadiet;he Cihlt _.W
6. If the grant is awarded to the City:
6a I understand that the department is responsible for reviewing the grant agreement and Section 6.1.9
forwarding all information to Finance
El 5b. I understand that the department is responsible for following the City procurement policies when Section 6 1.18 and
procuring goods or services with grant funds and following the Federal procurement rules when 6.1.19
procuring goods or services with Federal funds.
6c. I understand that the department needs to comply with requirements of the grant. Section 6.1.10
D 6. For purchases and contracts$25,000 or more(cumulatively in any fiscal year), I understand that Section 6.1.17
the City shall not enter into contracts or procure goods from vendors or contractors that are
suspended or debarred.
O 7. I understand that all records related to the grant program must be retained for a minimum of five Section 6.1 13
years from the end of the grant doseout. 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.
El 8. 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.
El 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.
'• 9. I understand that if equipment is purchased with grant proceeds,the department needs to assist 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 may be Section 6.1.20
appropriate and practical for the Department to submit. In most instances,the Grants Compliance
Team will handle these request with the department's assistance.
• 11. I understand the department is responsible for fulfilling 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
Kerstin Harding, Planner Planning and Development Services
Department Contact Name and Title(Please Print) Department Name
li Y .�v.., 1 a ft,, _ _. 12/02/2025
Department Co tact Signature /' Date Form Completed
� 2 /2 'L/.;c
Director Si nature D Signed
partmentg ate S g ed
(This section is to be completed by the Finance Department Grants Team)
a C 6.-A...... l al 41as (Y La a PI (i tIS
Recei by(Grants Team M ) Date eceived Appro by(Grants Team Mem r) Date Approved
City of Round Rock, Texas
Intent to Apply for Grant Funding Attachment B
ROUND ROCK TEXAS
r«wm
Grant name: FY2026 Certified Local Government travel stipend for the National Alliance of Preservation Commission's FORUM26 conference
Grant application deadline: 01/09/2026 This grant application is: ❑✓ New ❑ Grant Continuation
Funding/project period: Start Date: 07/22/2026 End Date: 07/26/2026 Multi-year grant: fJ Yes ❑ No
CFDA#for grant, if applicable. If not applicable, please note N/A: N/A
Purpose of the grant: (provide project summary)
To provide a travel stipend to allow 2 people to attend the FORUM 2026 conference in Minneapolis July 22 through 26,
2026. The National Alliance of Preservation Commissions hosts this conference every 2 years. The grant will cover airfare
and hotel in accordance with the application budget worksheet. 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 and lodging for conference
Who is providing the funds? Texas Historical Commission (pass-thru)
(i.e.,name of Federal Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
0 Federal ❑State ❑Other:
Estimated grant funding amount: $2,184 Funding basis 0 Advance 0 Reimbursement
Are matching funds required? ❑ Yes m No
If yes, please complete the following: Funding source of match:
N/A
Match %
Match $
Will the City be a direct recipient or subrecipient of the grant funds? ❑✓ Direct Recipient ❑ Subrecipient
Are ongoing operational costs anticipated once the grant funds are depleted? ❑ Yes n No
If Yes, has the Budget Team been notified? ❑Yes ❑ No
Please print,sign, and return this form to Finance @_Grants Compliance Team
Kerstin Harding, Planner 12/02/2025
Department Contact Name and Title (Please Print) Date Form Completed
Department Director Signature Date Signed
(This section to be completed by the Finance Department,Grants Team)
lNj j a f y j a5
Recei ed By(Grants Tea m Date Received
Appr` d By(Grants Team Memt r) Date Approved
City of Round Rock, Texas