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HomeMy WebLinkAbout05 GOV 2000 GRANT 10-02-00AGENDA RE? 3RT NO. 05 10-02-00 MEETING DATE: OCTOBER 2, 2000 TO: FROM: SUBJECT: WILLIAM HUSTON, CITY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT , CERTIFIED LOCAL GOVERNMENT 2000 GRANT SUMMARY: As a Certified Local Government (CLG), the City of Tustin is eligible to compete for grant funds administered through the State Office of Historic Preservation. This year, approximately $150,000 in grant funds has been made available to the 45 CLGs throughout California. In April of this year, the Cultural Resources Advisory Committee recommended that the City request funding again this year to update the City's Historical Resources Survey completed in 1990. The application was submitted in May and on September 5, 2000, the City received notification that the first phase of the project was selected for $10,000 in funding. The estimated cost to hire a professional consultant to conduct the survey update in two phases is $20,000. The City's matching share for phase one is estimated to be $9,507.70 in in-kind services. Staff recommends that the City Council authorize the Community Development Director to execute all documents within the scope of the'grant project and agree that local matching in-kind services be provided by the City. RECOMMENDATION That the City Council: le Adopt Resolution No. 00-67 authorizing staff to enter into an agreement with the State Office of Historic Preservation for a Certified Local Government grant. The grant Will be used for consultant services to update the City's Historical Resources Survey; . Authorize the Community Development Director or designee as the agent for the City to coordinate, process and execute all documents within the scope of the grant project; and, . Agree that all required local matching funds or in-kind services be provided by the City for the proposal. City Council Report CLG 2000 Grant October 2, 2000 Page 2 FISCAL IMPACT The City must demonstrate the use of matching funds during the administration of the project at a minimum rate of 40 percent of the total project.cost. The City's matching fund share for the first phase of the survey update is estimated to be $9,507.70 in in-kind services, including paid staff time, office space and unpaid time contributed by Cultural Resources Advisory Committee members and volunteers. BACKGROUND/DISCUSSION Each year federal National Park Service funds are made available in the form of grants to local agencies for the purpose of fostering historic preservation within their communities. A certain percentage of these monies is earmarked for communities recognized for their preservation efforts as Certified Local Governments (CLGs). For the 2000 federal fiscal year, approximately $150,000 in funds has been made available to qualified CLGs in California. Tustin has been recognized as a CLG since July 31, 1991, and is eligible to compete for this year's grant. Previous grants funded the Old Town educational video in 1992, a seismic rehabilitation project in 1994, and workshop and conference attendance by staff and members of the Cultural Resources Advisory Committee in 1995. The City of Tustin did not receive CLG grant funds in 1996, 1997 and 1998, and did not apply for the grant funds in 1999. The State Office of Historic Preservation (SOHP) administers the program for the National Park Service. The State requires applicants to provide a minimum 40 percent "fair share" match indicating significant community support for the proposed project. Matching funds can take the form of cash contributions or in-kind services (e.g. staff, personnel time, overhead, office space, telephone, supplies and other administrative costs). The City's 2000 application proposed the use of in-kind services to satisfy the "match" requirement. The "match" will include the City's cost of existing staff paid from the General Fund,.the cost of existing office space, and the unpaid time donated by Cultural Resources Committee members and other volunteers. No reimbursement of Committee member time is proposed. The SOHP recognizes that the time and expertise of unpaid professional volunteers has value and allows volunteer time to be accounted for in our matching contribution. No expenditure of additional general funds is necessary. Projects that address SOHP's 2000 program objectives, which include projects that address ethnic and cultural diversity in the community, were awarded extra points during the project screening and-rating. Furthermore, OHP gave priority to propOsals that City Council Report CLG 2000 Grant October 2, 2000 Page 3 demonstrated a progression of activities consistent with' their preservation plans. Communities that have not adopted preservation plans or preservation elements were encouraged to consider developing such a plan. Certified Local.Governments may requeSt grant funds for a number of other activities including the preparation or revision of historic and cultural resource surveys, nominations to the National Register of Historic Places, innovative training programs, and other projects. Projects ineligible for funding include construction or property acquisition proposals, actual restoration work, and interpretive displays. Although the development of a preservation plan is a priority for the State, there is no direct benefit at this time for the City of Tustin to develop such a plan. In addition, the development of the plan would require significant staff resources. An update of the City's historical resources survey is a higher priority for the City because the existing survey is ten years in age, and the update would complement the City's Mills Act program by potentially identifying more properties that could be eligible for the program. The following summarizes the historical resources survey update project that has been selected for funding with a 2000 CLG Grant. GRANT PROPOSAL The update to the City's Historical Resources Survey is proposed to be completed in two phases over two grant years. Each phase would require several steps over a ten to twelve month period. The first phase will involve the selection of the consultant, archival research and field survey work conducted by the consultant with assistance from staff and volunteers, the completion of Primary Record (DPR 523 A') forms with Iocational and desCriptive information only, and photographs for each historic property. In addition, two documents will be prepared. One will.be a survey report with documentation of the survey's objectives, areas surveyed, research design, methods, and results. A draft historic context outline will also be prepared and will assess historic themes. The second phase would probably include statements of significance and evaluative assessments and the actual preparation of a completely new historical resources survey. During both phases, the City shall require that the appropriate recordation forms and methodologies, approved by the State, are used to record and document survey update information. Following grant execution staff will begin the preparation of a request for proposals (RFP). After distributing the RFP to professional consultants with experience in the preparation of historical surveys and/or updates, city staff will screen the proposals received and will select a consultant to assist in the preparation of the historical resources survey update. As part of the preparation process, input from the Cultural Resources Committee, the City Council Report CLG 2000 Grant October 2, 2000. Page 4 Tustin Area Historical Society, Tustin historians and long time residents, and the general public would be encouraged. Generally, the survey update would provide important information that identifies where historic properties are located, their level of significance to the community, and whether there are more resources that are worthy of further recognition at the state or federal level. The updated data also would improve the public's awareness of the community's historic resources. The City of Tustin Historical Resources Survey, completed in 1990, evaluates 271 pre- 1940 buildings. With a few exceptions, all of the structures represented in the survey were at least 50 years in age in 1990. During the past ten years, additional buildings have reached 50 years of age and become eligible for the survey. In addition, buildings of 45 to 50 years in age also may be included in the local survey. Changes to individual historic buildings also will be noted in the survey update. These changes include changes of use (e.g. residential to commercial) and location (moved structures), room additions, alterations, building maintenance, and updated information (building history, National Register standing). Furthermore, the implementation of a Mills Act program in Tustin also makes a survey update important because an historic property must be listed with an A, B or C rating on the survey to be eligible to participate in the City of Tustin's program. A summary of the project budget for the survey update is provided as Attachment A. Based on estimates obtained from a consultant and other cities, it is estimated that the total consultant fees for the preparation of the survey update described above would be approximately $20,000. One-half of these fees, or $10,000, would be incurred during the first phase of the project. The grant of $10,000 will cover the anticipated consultant's fees. Scott Reekstin Acting Senior Planner SR\Histofic\CLG Grant 2000 City Council Report.doc Community Development Director Attachments: Attachment A- Historical Resources Survey Update Budget Summary Resolution No. 00-67 ATTACHMENT A HISTORICAL RESOURCES SURVEY UPDATE BUDGET SUMMARY Category Rate Used to Cash 'Other In-Kind Calculate Cost from Grant Cash Services Personnel (includes 27% benefits): CD Director 10 hrs @ $64.45/hr - - $ '634.50 Asst CD Director 30 hrs @ $57.71/hr - - 1,731.30 Acting Sen. Planner 80 hrs @ $40.49/hr - - 3,239.20 Clerical 10 hrs @ $23.95/hr - - 239.50 2 Commissioners 20 hrs @ $40.00/hr - - 1,600.00 3 Commissioners 20 hrs @ $ 5.00/hr - - 300.00 Volunteers 20 hrs @ $ 5.00/hr - - 100.00 7,844.50 Consultant Services (max, amount) $10,000.00 Office Space Rental 198 s.f. @ $.70/s.f. $138.60/mo. x 12 mos. $1,663.20 TOTAL $10,000.00 - $9,507.70 TOTAL COST OF SURVEY UPDATE- PHASE ONE $19,507.78 Less Amount of Matching Share (Approx. 49%) $9,507.70 Federal Grant Funds Requested $1.0,000.00 Required matching share is 40%. Excess match is primarily due to allowed credit for in-kind use of existing City office space. l0 ]4 17 24 25 , RESOLUTION NO. 00-67 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF TUSTIN AND THE STATE OFFICE OF HISTORIC PRESERVATION FOR A CERTIFIED LOCAL GOVERNMENT GRANT The City Council of the City of Tustin does hereby resolve as follows: WHEREAS, the Congress under Public Law 89-665 has authorized the establishment of a National Historic Preservation. Grants-in-Aid Program providing matching funds to the State of California and 'its eligible subdivisions for historic preservatio.n context, survey, registration, and training; and WHEREAS, the State Department of Parks and Recreation is responsible for the administration of the program within the State, setting up necessary rules and procedures governing application under the program; and WHEREAS, the City of Tustin must provide local matching funds of at least 40% of the project budget; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Tustin' , Authorizes staff to enter into an agreement for the National. Historic Preservation Grants-in;Aid assistance for phaSe one of an update to the City's Historical Resources Survey; . Appoints the Community Development Director or designee as the agent to coordinate, process, and execute all contracts, agreements, amendments, and ancillary documents within the scope of the grant project; and, . Agrees that all required local matching funds will be provided for the project. PASSED AND ADOPTED at a regular meeting of the Tustin City Council, held on the 2nd day of October, 2000. Jeffery M. Thomas Mayor Pamela Stoker City Clerk