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C)KA--10-15 RECEIVED ROM ,,S City Manager Approval Form PUPPOSE /AMOK *SPEER OCT 262011 Consider approving a Grant Application to The Texas Historical Commission for the Downtown Master Item Caption: Planning Project Phase IV. Approval Date: October 28, 2011 Department Name: Planning and Development Services Department Project Manager: Joelle Jordan Assigned Attorney: Contract Management Section Item Summary: This project would be a continuation of a multi-year Preservation Planning Project for the City of Round Rock's Downtown Master Plan Study Area. A grant for Phase IV would hire a consultant to pilot a new process in preparation for the historic designation of new local landmarks and historic districts downtown. The properties being considered for designation in this process are recommended in the Downtown Master Plan Historic Resources Survey Reports, Phases I and II, completed in 2010-2011. The grant -assisted part of Phase IV would include the following elements: staff process for capturing the information necessary to designate properties, development of a template for different packets needed for presentation to the Historic Preservation Commission (HPC), Planning and Zoning Commission (P&Z), and City Council for individual property designations and districts, district analysis reports for two proposed historic districts, preparation of recommendations/justification section for 127 property designations, development of materials for property owner education and presentation at informational meeting concerning proposed designations, and one presentation to the HPC, P&Z, and City Council on this project. This proposal describes Phase IV of a multi-year project. Previous components of this project included: • Downtown Master Plan Historic Resources Survey, Phase 1(2010) Thie firet nhaeo nf a twn-nart co inrou , unrlatori and cvnanrlarl an in ,antnns nf hictnrir rocni irroc that vuae rnnrl, irtarl in 1QQ7 PhaeB No. of Originals Submitted: Two Project Name: Downtown Master Planning Project Phase IV: Designation Process Design and Pilot Cost: Grant request is $7,500. Matched with $5,000 cash and $2,500 in-kind staff hours. Source of Funds: Select Source Fund Source of Funds (if applicable): Select Source Fund Account Number: 5470-100-14000 Finance Director Approval: Cheryl Delaney Department Director Approval: Peter Wysocki, AICP, Planning and Development Services Director Date: 10.21.2011 **Electronic signature by the Director is acceptable. Please only submit ONE approval form per item. ** Date: 10/26/11 CIP Budget El N/A N/A OK OK Purchasing l l N/A El OK Accounting E ii N/A OK ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL REV. 6/20/11 Page 1 of 5 GRANT APPLICATION/PROPOSAL REVIEW FORM 2011 113 Grants Coordinator Laurie Born 671-2876 Submit completed form for all City Manager and City Council approvals. Required to: a) submit a grant application b) accept a grant c) renew a grant d) change the budgeted amount of a grant Department Name: Planning Dept Contact Person: Joelle Jordan Dept Director's Signature: Peter Wysocld 4.0 Improve City's aesthetics, development and Departmental Goal #: redevelopment quality and sustainability Strategic Plan - Priority Goal #: 2.0 Prevent neighborhood deterioration Requested City Council or City Manager Approval Date: Brief project description For Finance Use ONLY FY11-12 FY12.13 Deadline for GAPR Review: 1011012011 Tag #: I Original Documents Received: 1 10/4/2011 Grant Title & CFDA #: 2012 Certified Local Govt. Grant Funding Agency/Department Natl. Parks Service/Tx. Hist Commission Program Name: FY12 Certified Local Govt Program Grant Term Dates: 04/01112 Through 09/30/13 Est Award Amount $7,000 The CORR is a: O R.cer.nt E Sub -Recipient Oct. 21, 2011 Grant Application Deadline: Nov. 4, 2011 Phase IV of Downtown Preservation Planning Project to develop a designation process and pilot for properties and districts recommended for designation in earlier phases of this project. Finance Information Is this a new program? BUDGET SUMMARY If yes, complete a New Program Yes E No Worksheet (see Tab 2) Fiscal Year FY11-12 FY12.13 FY13-14 Total Grant Amount $ 7,000 $ 7,000 Required Match* $ 5,000 $ 5,000 Staff Time $ 1,000 $ 1,000 $ 2,000 Operational Expenses $ - TOTAL Costs $ 6,000 $ 8,000 $ - $ 14,000 Source of Required Matching $ Cognation . Fan a.+ Soo Prose Cannel* TITLE $1 for $1 match required. Proposed $5K with cash and $2K with staff time. Performance Measures: (ist three) 1 Sample property and district designation reports developed. Proposed Grant -Funded FTEs: El NIA COST/YEAR TOTAL: $ • GRANT -FUNDED MULTI-YEAR TOTAL: RECURRING COSTS: Advanced Funds Reimbursable Funds © Yes, this is an in-kind' service agreement 12 If yes, have the departments providing services been contacted? 2 Public outreach and education process, including presentations to HPC, P&Z and Council. 3 Evaluation criteria developed for existing preservation ordinance and historic design guidelines. This is an ILA or MOU with: (names of collaborators) This is a: (choose application type) Competitive Application enk---(1—/ozis REVISED 10262011 2010-2011 0 Program Change Worksheet G n2r,31 Fund Planning Department # Division # Program Historic Preservation 14000 000 Fiscal Year Implemented Priority # Continuation of a project with completely distinct phases. Phase I iincluded conducting a survey and producing a report for the commercial core area in the Downtown Master Plan area, as recommended by the Downtown Master Plan. Phase II completed the survey portion for the rest of the Donwtown Master Plan area as recommended in the Downtown Master Plan. Phase III included the exploration of the "Preserve and Move" option identified as a recommendation in the Phase I report. Part of Phase II (Phase IIb and Phase iii) are curretly being completed and are funded by a FY 2011 CLG Grant. A budget for $5,000 of the required match has been set up in 5470. The $2,000 balance of the matching funds will be an 'in-kind' match funded by allocating a portion of Joelle Jordan's position. Grants applied for change annually depending on Historic Preservation Commission's goals and program needs. We are eligible to apply for this type of grant because we are a Certifed Local Govemment. A consultant will be paid $10,000 to complete this project. See attached for measurements. Identify performance measurements that will show how this new program will provide an improvement or benefit to your department, citizens or other departments. Indicate measurement WITH and WITHOUT the program changes. P= •rm= M= _ =m=nt Huai 2011 E=.2012 Proposed Without ch, n• Proposed With n.= See attached. This project is vital to the completion of the recommended actions in the Donwtown Master Plan, which was adopted by City Council in 2010. It also will continues the implementation process recommended in Phases I and II of this project. Total Program CostslSavings Program Change Worksheet General Fund 14000 Planning Division # Program $ 0 $ 0 Total Contractual Services $ Fiscal Year Implemented Priority # Total Materials and Supplies $ 0 $ 0 $ 0 Total Other Expenses $ Total Capital Outlay $ Total Program Costs/Savings Page 2of3 Grant Application/Proposal Review Checklist (GAPR) El Grants Coordinator Laurie Born 41) 671-2876 Department Name: Planning Dept Contact Person: Joelle Jordan Dept. Contact Phone #: 218-5422 151 Grant Coordinator Use Only Last Updated: 10/5/2011 Due to CC/CM: 10/27/2011 In what measurable way does this project improve core services? Meets a preservation program goal and assists in Implementation of preservation recommendations from Downtown Master Plan. This grant requires cost sharing. How does this project align with the Citys strategic priorities? Amount $ 7,000 Source: $5,000 from 5470 and $2,000 in-kind time El This grant requires a public hearing. Hearing required on/before: 4.0 improve Clty s aesthetics, development and redevelopment quality and sustalnabinty 2.0 Prevent Neighborhood Deterioration NOFA online @: www. u u 13 ic 121 Yes lie E] E Is this project necessary to maintain ISO ratings or accreditation? Ei E Was this project included in last year's Operating Budget? E/ 1121 © If the grant is not awarded, will the project or service be provided? If yes, how? Not unless we receive funding from another source, which would most likely be grant - funded. El This grant is part of a larger project with multiple sources of funding. Discuss: This project requires collaboration between multiple Departments. Discuss: This project will require subcontract(s) or consultant(s). Discuss: The Phase I and Phase II a were completed by a qualified preservation consultant from McDoux Preservation, LLC. Phase 11 b and Phase III will also require the hiring of a consultant. If this is something other than a onetime purchase, or one -day project, identify each staff person needed to accomplish the program objectives and the percent of time per month needed for each (include accounting staftl: Title Pay Grade The Department will request funding from the General Fund to continue the program when grant funding ends. Est $/Year This project Is considered a baseline program that must be continued with or without grant funding. Est. $/Year This is a pilot or demonstration program. There may be a need for a follow-up grant or supplemental funding from the General Fund for the follow-up program. Est. $/Year This project requires collaboration between multiple Departments. Discuss: This project will require subcontract(s) or consultant(s). Discuss: The Phase I and Phase II a were completed by a qualified preservation consultant from McDoux Preservation, LLC. Phase 11 b and Phase III will also require the hiring of a consultant. If this is something other than a onetime purchase, or one -day project, identify each staff person needed to accomplish the program objectives and the percent of time per month needed for each (include accounting staftl: Title Pay Grade % # of months Salary Benefits Total Joelle Jordan 13 3 12 2,000.00 0.00 0.00 TOTAL 2,000.00 riThis project will require additional training not funded by the grant Discuss: EJ This project requires special licensing/certifications. Discuss: lc This project requires travel not funded by the grant. Discuss: Identify the source and amount If funded, this grant will require reporting to: Agency Name Milestone Reports Due Financial Reports Due Reporting System Name Texas Historical Comm. Quarterly Quarterly REVISED 10t26/2011 Grant Application/Proposal Review Checklist (GAPR) This project will require new equipment not funded by the grant Discuss: Ei This project will require additional training not funded by the grant. Discuss: This project requires special licensing/certifications. Discuss: ® This project requires travel not funded by the grant. Discuss: Identify the source and amount E This project will incur expenses for maintenance/operation/testing. Discuss: Identify the source and amount This equipment is necessary to maintain ISO rating or accreditation. Discuss: The grant is supplying equipment rather than funding. Discuss: E This equipment will require an extended warranty or service agreement. Discuss: The life -cycle for this equipment is less than 3 years. Discuss: 11:1The funder has an ownership interest in the equipment. Discuss: Does the Department already own this equipment or similar equipment? If so, describe the need for newladditional equipment: Identify the vendor(s) that provided pricing for the equipment 1 Name: 2 Name: 3 Name: Contact: Contact: Contact: Website URL: www. MAW. www. REVISED 10/262011 TEXAS HISTORICAL COMMISSION CERTIFIED LOCAL GOVERNMENT GRANT MANUAL AND APPLICATION * FISCAL YEAR 2012 APPLICATION DEADLINE: FRIDAY, NOVEMBER 4, 2011 4 TEXAS HISTORICAL COMMISSION real places telling real stories NATIONAL PARK SI RVICF 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 1 TEXAS HISTORICAL COMMISSION CERTIFIED LOCAL GOVERNMENT GRANT MANUAL CONTENTS Introduction 3 Administrative Information 3 Who May Apply 4 Eligible Projects 4 Matching Fund Requirement 4 Grant Timeline 5 Application and Preliminary Budget 5 Scoring Criteria 6 Review Process 7 Orientation Meeting 7 Professional Qualifications Standards 7 Section 106 Review 8 Project implementation 8 CLG Grant Application 9 2 INTRODUCTION Certified Local Government (CLG) grants provide funding to participating city and county governments to develop and sustain an effective local preservation program critical to preserving local historic resources. The Texas Historical Commission (THC), the state agency for historic preservation, administers the Texas CLG grant program utilizing federal funding it receives from the U.S. Department of Interior, National Park Service (NPS) Historic Preservation Fund Program. Under this program the NPS requires that at least ten percent (10%) of Texas' annual federal allocation be subgranted exclusively to participating Certified Local Governments (CLGs). The program serves as a great resource for participating county and city governments to offset the costs of self-sustaining preservation and planning -related projects. Currently, there are 66 CLGs in Texas. Contingent on resolution of the federal budget, we anticipate approximately $100,000 to $120,000 will be available for this round of grants. ADMINISTRATIVE INFORMATION Administration Grants will be administered in accordance with the National Park Service Historic Preservation Fund Grant Manual, June 2007; Texas Administrative Code Title 13, Part 2, Chapter 15.6, Rules and Procedures for Certified Local Governments-, and this manual. The grant period is October 1, 2011 to September 30, 2013. Project planning, including drafting any applicable RFPs, may begin before your grant request is awarded and a grant agreement signed, however, you cannot begin actual work or be reimbursed for costs incurred prior to submitting a signed grant contract to the THC. Despite the official grant period beginning October 1s`, grants will be awarded in 2012 following funding notification from the National Park Service. Grant Period Application Package The grant application is included in this manual. A CLG may submit more than one grant application; however a separate application package must be submitted for each project request. A complete application submittal package consists of 1 unbound hard copy accompanied by a digital copy submitted on CD or electronically via E-mail of the following documents: • Application Form (with original signatures) • Budget Worksheet • Resumes of all individuals responsible for project oversight (including City or County staff, consultant, contractors, etc.) • Any applicable cost estimates, maps, drawings, photographs, or Determination of Eligibility statement (as required for all survey and National Register nomination grant requests). Contact Greg Smith, National Register Coordinator at 512.463.6013 or via email at greg.smith@thc.state.tx.us. Submittal Deadline A complete grant application package must be received no later than 5 p.m. Friday, November 4, 2011. One electronic copy of the application must be submitted via e-mail and one printed copy must be delivered to: HAND DELIVER OR COURIER SERVICE Texas Historical Commission Community Heritage Development Division ATTN: Matt Synatschk, CLG Coordinator 1304 Colorado Street Austin, Texas 78701 3 U.S. MAIL Texas Historical Commission Community Heritage Development Division ATTN: Matt Synatschk, CLG Coordinator PO Box 12276 Austin, Texas 78711-2276 WHO MAY APPLY Only those city, county governments or Native American Tribes that have been individually "certified" by the National Park Service before September 1, 2011 are eligible to apply for CLG grants. Refer to www.thc.state.tx.us/certifiedlocgov/clgpartic.shtml for a complete list of all CLGs in Texas. The following entities may also be eligible: • An organization such as a non-CLG city or another unit of local government, a commercial firm, a non- profit entity or educational institution that has been delegated as a third -party to administer the grant on behalf of the CLG. The contributed services of the third party to the CLG may be counted toward the matching share requirements of the grant. (must provide a letter of support from the CLG) ELIGIBLE PROJECTS Activities eligible for CLG grant funding must be tied to the statewide comprehensive preservation planning process. A copy of the Texas Historical Commission Statewide Preservation Plan can be found on our web site at: www.thc.state.tx.us/statewideplan/swpdefault.shtml. In an effort to encourage local governments to develop and sustain an effective local preservation program critical to preserving local historic resources, priority for funding shall be given to those projects that directly relate to the following work categories: • Architectural, historical, archeological surveys/inventories and oral histories • Preparation of nominations to the National Register of Historic Places • Preparation of a local preservation plan • Writing or amending preservation ordinance • Development of local design guidelines • Research and development of local preservation incentive program • Travel/training expenses for hosting a regional preservation -related workshop The above list should not dissuade an applicant from applying for assistance towards other eligible projects such as: • Research and development of historic context information • Development of educational publications and activities, slide shows, videos, web sites, etc. • Publication of historic context information • Development of publication of walking/driving tours • Development of architectural drawings and specifications • Preparation of facade studies or condition assessments • Projects may be prepared by consultants or developed with in-house expertise • Rehabilitation or restoration of properties individually listed in the National Register of Historic Places or contributing to a National Register historic district • Travel/training expenses for individual commission members and staff' * Because the THC is required to distribute CLG funds among the maximum number of eligible local jurisdictions, please note that individual travel/training grant requests will only be considered under exceptional or unusual circumstances. MATCHING FUNDS Proposed projects are required to provide a local match for grant monies budgeted on a one-to-one (dollar for dollar) match equal to a 50-50 ratio for the total cost of the project. The local match may be any combination of cash and verifiable in-kind services. Projects may utilize all or partial match of verifiable in-kind services and/or goods as long as the local match equals a 50-50 ratio for the total cost of the project. In order to maximize the limited CLG grant funds, the THC may give preference to applications demonstrating a higher cash match. The THC reserves the right to waive the local match requirements, in full or part, at its sole discretion. The THC also reserves the right to fund grant requests in part or in full based on the review criteria outlined in the application manual, and the amount of federal funding available. Final decisions will also take into consideration the annual 4 performance of each CLG applying for assistance. Only non-federal monies may be used as a match, with the exception of Community Development Block Grants. All projects shall comply with federal requirements for state and local financial responsibility as stipulated in the Texas Administrative Code Title 13, Part 2, Chapter 15.6, Rules and Procedures for Certified Local Governments (See www.thc.state.tx.us/rulesregs/rrstate.shtml). Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in federally -assisted programs on the basis of race, color, national origin, age or handicap. In extending this grant opportunity to your project, THC assumes the responsibility for ensuring that public money will be spent appropriately and with the maximum effectiveness. The THC is held accountable by the NPS for compliance with all applicable federal laws and regulations. GRANT TIMELINE September 1, 2011 November 4, 2011 November 2011 January 2012 February 2012 April 2012 September 30, 2013 October 31, 2013 Applications for the Federal Fiscal 2012 CLG grant period are made available. Deadline for receipt of Applications and supporting materials to THC no later than 5 p.m. Friday, November 4, 2011. Review of applications by an interdisciplinary committee of THC staff. Review of interdisciplinary committee recommendations on all applications made by THC commissioners. THC sends Preliminary Notification to grant recipients that will include grant contract and a request for a revised/amended project proposal and budget (if applicable). Deadline for submittal of signed contracts, final project proposals, budgets, etc. from selected applicants to THC no later than 60 days from the date of Preliminary Notification letter. Project planning, including drafting any applicable RFPs, may begin before your grant request is awarded and a grant agreement signed, however, you cannot begin actual work or be reimbursed for costs incurred prior to submitting a signed grant contract to the THC. Recipients shall also submit quarterly reports indicating the project status to the THC as requested during the grant period. Deadline for the completion of all work eligible for reimbursement. Deadline for the submittal of final reimbursement requests for all eligible work completed no later than September 30, 2013. The final 25 percent of the grant award will be retained until certification of the completed project and receipt of the final report. APPLICATION A signed Application Form and all supporting materials must be submitted to the THC no later than November 4, 2011. CLGs may submit more than one application for separate projects within the same grant period. Those CLGs which have not applied previously for assistance are strongly encouraged to apply. 5 SCORING CRITERIA As increased participation in the CLG program fosters greater demand for grants, not all proposals will receive funding in fiscal year 2012. It is imperative for the THC to assign priorities as part of the review of proposed CLG grant funded projects. Applications will be rated by an interdisciplinary committee of THC staff using the following criteria: (1) PERFORMANCE, ADMINISTRATION AND GEOGRAPHIC DISTRIBUTION (15 points). Each CLG will be reviewed for overall performance in adequately fulfilling its annual responsibilities of the CLG program and to the equitable statewide distribution of funds overall. Higher consideration will be given to CLGs in good standing meeting reporting and training requirements, CLG's that have successfully completed a grant and new CLG's receiving certification within the last two fiscal years. (2) PROJECT SCOPE (Total 70 points). Summarize in the application a detailed description of proposed project clearly and concisely. Indicate the relationship of the proposed project to defined preservation needs or issues in the local community and its relevance to the established local preservation program. Be sure to answer each of the following sections outlined below within the Project Scope narrative: i. PROJECT NEED (15 points): Does the application demonstrate a clear understanding of the identified preservation need? Is the need relevant to the local government's preservation program? How necessary are CLG funds in order to accomplish the proposed project? How does the project benefit the community? Is the stated need verifiable with documented factual information? ii. PROJECT OBJECTIVES (15 points): What activities will be necessary to complete the proposed project? How effective does the proposed project address the identified needs? Are the project objectives quantifiable? Who will be responsible for doing the work and were resumes provided? Is the proposed timeline or schedule reasonable? SIGNIFICANCE AND IMPACT (15 points): Does the project involve a threatened or potentially threatened resource? Will the project result in a National Register nomination or Survey/Inventory? Does the project directly address a deficiency in the local preservation program? Does the project address or benefit an underrepresented group within the community? How well will the project develop historic contexts or educate and inform broad sectors of the public? iv. BUDGET AND COST EFFECTIVENESS (15 points): Is the proposed budget consistent with the planned objectives? Are the costs reasonable and sufficient to successfully accomplish the project? What is the applicant source and commitment of matching funds? Does the application clearly indicate how all of these figures were calculated? Is the proposed project the most cost effective way of addressing those needs? v. PUBLIC INVOLVEMENT AND DELIVERABLES (10 points): How will the public be involved in the proposed project? How will this project enhance the local preservation ethic? (3) CONSISTENT WITH GOALS AND OBJECTIVES OF THE STATEWIDE COMPREHENSIVE PRESERVATION PLANNING PROCESS (Total 15 points). CLG funded projects should meet at least one of the goals outlined in the Texas Historical Commission's Statewide Preservation Plan. It is not necessary for your project to address all the goals listed in the Statewide Preservation Plan. In addition, CLG funded projects must advance local preservation efforts in your community. Applications will be reviewed according to the following eight major goals of the Plan: 6 • SURVEY AND ONLINE INVENTORY: Texans undertake a comprehensive survey to document the state's diverse historic and cultural resources resulting in a publicly accessible online inventory. • EMPHASIZE CULTURAL LANDSCAPES: Preservation practices are enhanced by emphasizing cultural landscapes. • IMPLEMENT POLICIES AND INCENTIVES: Cities, counties and the state implement preservation policies and incentives to effectively manage historic assets. • LEVERAGE ECONOMIC DEVELOPMENT TOOLS FOR PRESERVATION: Communities leverage preservation -based and traditional economic development tools to revitalize historic areas. • LEARN AND EXPERIENCE HISTORY THROUGH PLACE: Texas residents and guests learn and experience the state's diverse history through formal education, recreation, and everyday interactions with historic places. • CONNECT PRESERVATION TO RELATED FIELDS: Preservation is connected and integrated into related fields and activities, building a broader, stronger, and more diverse community. • CULTIVATE POLITICAL COMMITMENT: Political commitment is cultivated for historic preservation. • BUILD CAPACITY OF PRESERVATION COMMUNITY: The existing preservation community develops its capacity to function more effectively and efficiently. APLLICATION REVIEW PROCESS Upon review and approval of applications and their supporting materials, the THC will select proposed projects from the initial applications based on the above criteria, and fund the maximum number of projects based upon HPF funding. A Preliminary Notification letter will include any specific project funding recommendations from the THC, two copies of the grant contract, and a request for a revised or amended project proposal and budget that incorporates the THC's recommendations. Successful selected applicants will continue the process by returning a signed grant contract, revised/amended project proposals, budgets, etc. to the THC no later than 60 days from the date of Preliminary Notification letter. Failure to submit any or all of this documentation by the required deadline may cause the requested grant monies to revert back to the THC. ORIENTATION MEETING All grant recipients (consisting of the local project manager and the grant recipients' fiscal manager) shall schedule and participate in a CLG grant orientation with the THC upon receipt of a Formal Notification letter, if applicable. The purpose of the orientation is to establish project priorities, confirm the budget and timetable for completion and discuss reimbursement procedures. The orientation requirement may be waived at the sole discretion of the THC. PROFESSIONAL QUALIFICATIONS STANDARDS To ensure that appropriate historical, architectural, archeological and cultural properties are identified for public benefit through grant-in-aid assistance, persons supervising grant projects must be professionally qualified in accordance with 36CFR66. Copies are available from the THC. 7 SECTION 106 CLG Grants are funded with federal monies and require a formal Section 106 Review by the Texas Historical Commission. This review will take place following the grant awards. Failure to obtain a review will result in forfeiture of the CLG Grant. The CLG State Coordinator will provide additional guidance once the grants are awarded. Additional information regarding Section 106 Review is available from the Texas Historical Commission and the Advisory Council on Historic Preservation. PROJECT IMPLEMENTATION A) GRANT CONTRACT. The grant contract will specify the scope of work, approximate timetable for completion, and a list of budgetary items. The agreement shall be signed jointly by the State Historic Preservation Officer and the appropriate legal representative of the CLG prior to commencement of project work. The grant may be administered by a designated third -party if the CLG indicates a specific organization in the application. Such a delegated agency may be another unit of the local government, a commercial firm, a non-profit entity, or an educational institution that has the administrative capabilities that comply with applicable federal standards. B) PRESERVATION EASEMENT. The recordation of a Preservation Easement will be required for all construction and certain other projects prior to the commencement of any work. C) PROJECT REVIEW. THC staff periodically reviews projects to monitor progress and provide assistance. Each CLG is required to provide the THC with grant product quarterly reports on each project funded. (See Attachment F). D) REIMBURSEMENT PROCEDURE. Eligible project expenditures incurred on a one-to-one (dollar for dollar) basis up to a 50-50 ratio of the total project cost shall be reimbursed to the CLG. Documentation of eligible expenditures exceeding the grant award should be submitted and may be reimbursed based on the availability of federal funding. Interim reimbursement requests during the grant period are permitted. E) PROJECT COMPLETION AND FINAL REPORT. THC will retain 25 percent of the total grant award until receipt of a detailed final report and certification of the completed project. Draft copies of all expected items generated by the grant project, including printed materials, completed survey forms, photographic materials and final reports, must be submitted to the THC for review and approval. Final products must be submitted to the THC no later than December 31, 2013. Revised 8/11/2011 8 TEXAS HISTORICAL COMMISSION CERTIFIED LOCAL GOVERNMENT SUBGRANT FISCAL YEAR 2012 GRANT APPLICATION FORM Deadline for submission is November 4, 2011 Please fill out this section completely and use only the space provided below. NAME OF PROPOSED PROJECT: Downtown Master Planning Project Phase IV: Designation Process Design and Pilot CERTIFIED LOCAL GOVERNMENT NAME: City of Round Rock, Texas Responsible for CONTACT INFORMATION: PROJECT MANAGEMENT Organization Name Contact Person Address City of Round Rock Joelle Jordan Responsible for FISCAL MANAGEMENT City of Round Rock Vickie Moreno City I State I Zip 301 W. Bagdad, Suite 210 Telephone I Fax Email Round oun Rock 1Tx 178664 512-218-5422 1512-218-3286 ,jjordan@round-rock.tx.us 301 W. Bagdad, Suite 210 Round Rock 512-218-5415 1TX vic@round-rock.tx.us 178664 1512-218-3286 POLITICAL CONTACTS: Contact Person Address Chair of Local Commission (City Board if City or CHC if Coun Jerry Hodges ty) ( Chief Elected Official Mayor if City or County Judge if Coun Alan McGraw ty) City I State I Zip 301 W. Bagdad, Suite 210 221 E. Main Street Telephone I Fax Email Round Rock TX 78664 Round Rock TX 512-417-1724 512-218-3286 jerryhodges14@yahoo.com 512-218-5403 FUNDING REQUEST: Grant Funds Requested: $7500 78664 512-218-7097 mayormcgraw@round-rock.tx.us Matching Funds: $7500 Total Project Cost: $15000 PROPOSED PROJECT TYPE (check one that applies): ❑ Archeological Project ❑ Preservation Planning Project ❑ National Register Nomination(s) ❑ Survey/Inventory Project ❑ Historic Preservation Plan or Element/Chapter of Comprehensive Plan ❑ Construction/Development Project* *Property must be listed or deemed eligible for listing in the National Register of Historic Places ❑ Preservation Travel/Training** ** Priority given to CLGs hosting regional preservation -related workshop ❑ Research & Development O Education & Outreach ❑ Design Guidelines 9 CERTIFIED LOCAL GOVERNMENT SUBGRANT FY 2012 Grant Application Narrative Template NAME OF PROPOSED PROJECT: DOWNTOWN MASTER PLANNING PROJECT PHASE W: DESIGNATION PROCESS DESIGN AND PILOT CERTIFIED LOCAL GOVERNMENT NAME: CITY OF ROUND ROCK, TEXAS In 3 pages or less, clearly and concisely provide a brief typewritten description of the proposed project as it relates to items 1 through 3 below using the following section headings, and provide the content requested for each section in the brief but thorough narrative. Please provide attachments separately. 1. PROJECT SUMMARY (15 POINTS TOTAL). Summarize in a paragraph the overall purpose of the proposed project. A more detailed description will be completed under Project Scope. Be sure to indicate how long the CLG has been in the program; if the CLG is current in its annual program requirements; and if the CLG has received a previous grant within the past two (2) years. The proposed project is a continuation of a multi-year Preservation Planning Project for the City of Round Rock's Downtown Master Plan Study Area. The next phase, identified in this proposal, is "Phase IV". Phases I and Ila included an updated historic resources survey for the 653 parcels in the plan area. Phase lib & Phase III are funded by a FY 2011 CLG Grant, which includes the adoption of the Phase II report and researching options for properties that are threatened by redevelopment. A grant for Phase IV would allow the City to hire a consultant to pilot a new process in preparation for the potential designation of properties and establishment of historic districts in the downtown area, as recommended in earlier phases. The City has not initiated any new local designations since the mid-1990s. The grant -assisted part of Phase IV would include the following elements: staff direction for capturing the information necessary to designate properties, development of a template for different packets needed for presentation to the Historic Preservation Commission (HPC), Planning and Zoning Commission (P&Z), and City Council for individual property designations and districts, sample district analysis reports for two proposed districts, preparation of a sample recommendations/justification section for property designations, development of materials for property owner education and presentation at informational meeting concerning proposed designations, assessment of preservation ordinance language to determine future updates, development of an evaluation process for existing historic design guidelines as they would pertain to districts, and presentations to the HPC, P&Z, and City Council on this project. The City of Round Rock has been a Certified Local Government since 1989 and is current in its annual program requirements. The CLG received a FY 2011 grant for portions of this project (as mentioned above). 2. PROJECT SCOPE (70 POINTS TOTAL). Be sure to answer the questions for each section below within the narrative: • PROJECT NEED (15 points): Does the application demonstrate a clear understanding of the identified preservation need? Is the need relevant to the local govemment's preservation program? How necessary are CLG funds in order to accomplish the proposed project? How does the project benefit the community? Is the stated need verifiable with documented factual information? For the past few years, the City has been working on a survey of 653 properties within its Downtown Master Plan Area, prior to the start of a significant redevelopment effort. Phase IV, as described in this proposal, is a major step in this downtown master planning project because it develops and pilots an updated designation process for local landmarks. This phase of the project will also help to identify additional changes needed in the City's preservation ordinance, which is in need of some updating. Without a local preservation organization or historical society as a partner, the City has only a small line item budget for this work, which must be used as a funding match. • PROJECT OBJECTIVES (15 Points): What activities will be necessary to complete the proposed project? How effective does the proposed project address the identified needs? Are the project objectives quantifiable? 10 Who will be responsible for doing the work and were resumes provided? Is the proposed timeline or schedule reasonable? The consultant on this project will work with City staff and the Historic Preservation Commission to develop a process to designate individual local landmarks and historic districts. The planning activity includes four major elements. First, it will create a process for designating our first residential and institutional Historic Districts. This activity has been requested by members of the neighborhood association within our proposed residential historic district. This will be a high-profile project, and its success will have a long -reaching effect on our future ability to designate historic landmarks in Round Rock. The City's preservation ordinance does not require property owner approval to designate landmarks or districts, but property owners need to understand the responsibilities that come with designation by educating them and gaining their buy -in. Second, it will create new tools and templates for the designation process, which are not currently in place. Third, it will identify changes needed in our preservation ordinance, so that it can be amended in a subsequent project. Finally, it will determine whether our existing design guidelines for historic properties in the City will be sufficient for the new Historic Districts, or if additional guidelines need to be created specifically for each very different — commercial, residential, and institutional — District. • SIGNIFICANCE AND IMPACT (15 Points): Does the project involve a threatened or potentially threatened resource? Will the project resu It in a National Register nomination or Survey/Inventory? Does the project directly address a deficiency in the local preservation program? Does the project address or benefit an underrepresented group within the community? How well will the project develop historic contexts or educate and inform broad sectors of the public? This project involves many properties that are in an area targeted for extensive redevelopment. Phase IV will result in a process that could lead to the local designation of up to 127 properties, either as new local landmarks or properties within an historic district. This would more than double the existing number of local landmarks in Round Rock. The process will also be used to establish two local historic districts, which could be considered for listing on the National Register at a later date. Local designation will preserve the significant properties in this area and help the City make better decisions about where and how to redevelop. Establishment of this process will also create a template for future designations. In addition, this project directly addresses deficiencies in our preservation program, including the lack of a process for designating an historic district, which has never done before. (The one existing local district in Round Rock was designated "automatically" when all existing National Register or RTHL properties as local landmarks in 2002). ■ BUDGET AND COST EFFECTIVENESS (15 Points): Is the proposed budget consistent with the planned objectives? Are the costs reasonable and sufficient to successfully accomplish the project? What is the applicant source and commitment of matching funds? Does the application clearly indicate how all of these figures were calculated? Is the proposed project the most cost effective way of addressing those needs? Having worked with a preservation consultant for the past four years to get to this point, we are confident that this budget is reasonable and sufficient. We have divided the work for this project to make the best use of the consultant's time, while effectively utilizing in-kind staff time. The City's budget includes $5,000 earmarked as a match for grant funding, should this grant be approved. Since this proposal is for a new phase of an existing project, the City anticipates contracting with McDoux Preservation, LLC for Phase IV. • PUBLIC INVOLVEMENT AND DELIVERABLES (10 Points): How will the public be involved in the proposed project? How will this project enhance the local preservation ethic? Formal public involvement will include an informational meeting for property owners who may be affected by this project and presentations at public Historic Preservation Commission, Planning and Zoning Commission and City Council meetings (which are also broadcast on the City's local cable channel). Communication with the Historic Preservation Commission members and Council members has already commenced concerning the need to extensively involve the public in this process. Education will be necessary to show the public that historic preservation is a collaborative, not adversarial, process; that the Historic Preservation Commission are not unreasonable or hard to work with, although they are charged with enforcing the City's preservation ordinance; and that our citizens want to see their neighborhoods preserved. 11 3. STATEWIDE COMPREHENSIVE PRESERVATION PLANNING PROCESS (15 Points Total): CLG funded projects should meet at least one of the goals outlined in the Texas Historical Commission's Statewide Preservation Plan. Please select the Statewide Preservation Plan Goals addressed by your project and explain how they are addressed. It is not necessary for your project to address all the goals listed in the Statewide Preservation Plan. ® SURVEY AND ONLINE INVENTORY: Texans undertake a comprehensive survey to document the state's diverse historic and cultural resources resulting in a publicly accessible online inventory. ❑ EMPHASIZE CULTURAL LANDSCAPES: Preservation practices are enhanced by emphasizing cultural landscapes. ® IMPLEMENT POLICIES AND INCENTIVES: Cities, counties and the state implement preservation policies and incentives to effectively manage historic assets. ❑ LEVERAGE ECONOMIC DEVELOPMENT TOOLS FOR PRESERVATION: Communities leverage preservation -based and traditional economic development tools to revitalize historic areas. ❑ LEARN AND EXPERIENCE HISTORY THROUGH PLACE: Texas residents and guests leam and experience the state's diverse history through formal education, recreation, and everyday interactions with historic places. ❑ CONNECT PRESERVATION TO RELATED FIELDS: Preservation is connected and integrated into related fields and activities, building a broader, stronger, and more diverse community. ® CULTIVATE POLITICAL COMMITMENT: Political commitment is cultivated for historic preservation. ® BUILD CAPACITY OF PRESERVATION COMMUNITY: The existing preservation community develops its capacity to function more effectively and efficiently. Please summarize how your project addresses the goals selected above: This project implements the recommendations resulting from an Historic Resources Survey completed for Round Rock's downtown and makes it available on the City's website. Phase IV of the project will be a significant step in the implementation of the City's Downtown Master Plan (the historic resource survey reports from earlier phases were adopted as an addendum to the Downtown Master Plan). Properties designated as local landmarks as a result of this project will be eligible for the City's historic property tax exemption as an incentive to reinvest in property maintenance. The City's Historic Preservation Commission would like to demonstrate that preservation can be a collaborative, positive program that benefits the City overall, removing some concerns that are based on hearsay about or experience with historic preservation in other places. Phase IV will create a specific process which will cultivate political commitment to the preservation of historic resources once properties are designated. Finally, we will be working closely with property owners and a neighborhood association who have already shown an interest in historic preservation, to help them become more active since we do not have a local preservation organization or historical society. Having a vibrant downtown with many historically designated properties allows people to leam and experience the history of the city center through living downtown, owning property, operating a business or visiting the area. 12 ACKNOWLEDGEMENTS - By checking below the applicant acknowledges: ® One electronic copy of this request must be submitted via email to the Texas Historical Commission no later than 5 p.m. on November 4, 2011 in order to be considered. ® One signed copy of this request must be submitted (hand delivered, US Mail, UPS, FedEx, etc) to the Texas Historical Commission no later than 5 p.m. on November 4, 2011 in order to be considered. ® Consideration for funding is based on the demonstrated need, a compelling explanation of how the expanded project scope of work will benefit the CLG, and the applicant's ability to match the funds being requested. ® Commencement of grant-funded work may not begin prior to receipt of a completed grant agreement by the THC and participation in a grant orientation meeting. ® The chief elected official of the CLG is aware of this application and supports the proposed project. (This information will be verified by the THC.) ❑ For requests involving construction projects, the property owner will be required to file a preservation easement for the property that will run with the land for a specific period of time based upon the amount of the final grant award. ® The applicant hereby acknowledges that the information provided on this application is accurate to the best of their knowledge. APPLICANT'S CERTIFICATION: Application must be signed by legal CLG representative. SIGNATURE: LC /L C o,r\,/ TITLE:a C Aprti-Cn7/tict,t. DATE:O h) L..cr. o26 iaDl/ 13 CERTIFIED LOCAL GOVERNMENT SUBGRANT FY 2012 Grant Budget Worksheet NAME OF PROPOSED PROJECT: DOWNTOWN MASTER PLANNING PROJECT PHASE IV: DESIGNATION PROCESS DESIGN AND PILOT CERTIFIED LOCAL GOVERNMENT NAME: CITY OF ROUND ROCK, TEXAS Please complete the attached budget form and provide any supplemental information necessary to confirm or support the issues described above. Proposed projects can use a local cash match for grant monies budgeted on a one-to-one (dollar for dollar) match equal to a 50-50 ratio for the total cost of the project. Proposed projects utilizing all or partial match of verifiable in-kind services and/or goods may also qualify as long as the local match equals a 50-50 ratio for the total cost of the project. The Texas 14 BUDGET ITEM GRANT FUNDS LOCAL CASH LOCAL IN-KIND TOTAL COSTS Consultant Fees - Preservation Consultant Project Leader Planning Technician - web, graphics, reseach and report compilation, HPC meeting support Office Manager - Expense Reporting Historic Preservation Commission Meetings Administrative Fees - Printing, Copying & Public Notices TOTALS $7,500 $7,500 $2,500 $2,500 $5,000 $1,200 $1,000 $200 $100 $2,500 $10,000 $1,200 $1,000 $200 $100 $2,500 $15,000 Please complete the attached budget form and provide any supplemental information necessary to confirm or support the issues described above. Proposed projects can use a local cash match for grant monies budgeted on a one-to-one (dollar for dollar) match equal to a 50-50 ratio for the total cost of the project. Proposed projects utilizing all or partial match of verifiable in-kind services and/or goods may also qualify as long as the local match equals a 50-50 ratio for the total cost of the project. The Texas 14 Historical Commission (THC) reserves the right to fund grant requests in part or in full based on the review criteria outlined in the application manual, and the amount of federal funding available. Final decisions will also take into consideration the annual performance of each CLG applying for assistance. Only non-federal monies may be used as a matchwith the exception of Community Development Block Grants (CDBG). 15 CERTIFIED LOCAL GOVERNMENT SUBGRANT FY 2012 Grant Application EXPECTED PRODUCTS OF AN EDUCATIONAL PROJECT FUNDED WITH A CLG GRANT RECOGNITION must be provided in all publications. Photographs and drawings should be credited to the artist or lender. The local government's involvement must be adequately acknowledged. Recognition, as detailed below, must be afforded the CLG program, the Texas Historical Commission, and the National Park Service of the U.S. Department of the Interior. Language acknowledging nondiscrimination practices, as detailed below, must be included. Publications addressing several potential audiences must adequately reflect the community's preservation program. This project was funded in part through a Certified Local Government grant from the National Park Service, U.S. Department of the Interior, as administered by the Texas Historical Commission. The contents and opinions, however, do not necessarily reflect the views and policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of Interior. This program receives Federal funds from the National Park Service. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in departmental Federally assisted ProgramsAny on the basis of race, color, national origin, age or handicap. person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance should write to: Director, Equal Opportunity Program, U.S. Department of the Interior, National Park Service, P.O. Box 37127, Washington, D.C. 20013-7127. 1 A• TEXAS HISTORICAL COMMISSION real places telling real stories 16 DEADLINE FOR RECEIPT OF APPLICATIONS IS November 4, 2011, 5 p.m. PRINTED APPLICATIONS MUST BE RECEIVED AT Certified Local Government Program Texas Historical Commission P.O. Box 12276 Austin, Texas 78711-2276 (Physical Address: 1304 Colorado, Austin, Texas 78701) ELECTRONIC APPLICATIONS MUST BE RECEIVED AT Matt Synatschk, State Coordinator Matt.Synatschk@thc.state.tx.us Kimberly Klein, CLG Administrative Assistant Kimberly.Kleinethc.state.tx.us • One electronic copy of this request must be submitted via email to the Texas Historical Commission no later than 5 p.m. on November 4, 2011 in order to be considered. • One signed copy of this request must be submitted (hand delivered, US Mail, UPS, FedEx, etc) to the Texas Historical Commission no later than 5 p.m. on November 4, 2011 in order to be considered. • Late applications will not be accepted • Faxed applications will not be accepted • Handwritten applications will not be accepted Taus Historical Commission P.O. Box 12276 Austin, TX 78711-2276 512.463.6100 fax 512.475.4872 thc@thc.state.tx.us 4 TEXAS HISTORICAL COMMISSION real placer telling real *series www.tLc.sate.Ct.us