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HomeMy WebLinkAbout03 GOV 1998 GRANT APP 05-18-98DATE: MAY 18, 1998 NO. 3 5-18-98 I n t e r- C o rn TO' FROM' SUBJECT: WILLIAM A. HUSTON, CITY MANAGER COMMUNITY DEVELOPMENT DEPARTMENT CERTIFIED LOCAL GOVERNMENT 1998 GRANT APPLICATION 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 $100,000 in grant funds will be made available to the more than 40 CLGs throughout Californira City staffi with input from the Cultural Resources Advisory Committee, recommends that the City request funding this year to update the City's Historical Resources Survey. It is estimated that a professional consultant could conduct the survey update at a cost of approximately $20,000. Because this cost exceeds the maximum CLG grant amount of $15,000, staff recommends that the survey update be phased over two grant years with two separate grant requests of $10,000 each. The required matching share for the 1998 $10,000 grant request is approximately $6,667. The City's actual matching share, inCluding excess match, is estimated to be $8,833.90 in in-kind services. RECOMMENDATION That the City Council: . Adopt Resolution No. 98-47 authorizing staff to file an application with the State Office of Historic Preservation for a Certified Local Government grant. The grant will be used to update the City's Historical Resources Survey; o 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. FISCAL IMPACT The submittal of the grant application at this'time does not result in a direct fiscal impact to the City. If awarded the grant, 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 City Council Report CLG 1998 Grant Application May 18, 1998 Page 2 matching fund share for the first phase of the survey update is estimated to be $8,833.90 in in-kind services, including paid staff time, office space and unpaid time contributed by Cultural Resource 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 1998 federal fiscal year, approximately $100,000 in funds will be 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 have 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 or 1997. 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" matching funds indicating significant community support for the proposed project. Matching fimds 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 1998 application proposes 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 1998 program objectives, which include projects that will establish a preservation plan or an historic preservation plan element as part of the community'.s general plan, will be awarded extra points during the project screening and rating. Communities that have adopted preservation pl.ans will be given extra points for updating ordinances in line with the local preservation plans and for implementing specific program activities or goals consistent with the preservation plans. Because the City of Tustin does not have a preservation plan, the City will not be eligible to receive bonus points in the scoring of the application. City Council Report CLG 1998 Grant Application May 18, 1998 Page 3 Because there are now more than forty (40) CLGs statewide, the CLG grant process has become very competitive. Of the 25 CLGs that applied for grants last year, eleven CLGs shared $125,000 and received grants ranging fi.om $6,000 to $15,000. In 1997 five CLGs (Highland, Monterey, Sacramento, Vallejo and West Hollywood) received a combined total of $56,910 in grant funds for preservation plans. 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, training and education, 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 eight years old, 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 proposal that staff, with' input from the Cultural Resources Advisory Committee, recommends be submitted for the 1998 CLG grant. GRANT PROPOSAL It is anticipated that an update to the City's Historical Resources Survey would be completed as a two-phase project over two grant years. Each phase would require several steps over a ten to twelve month period. The first phase would involve the selection of the consultant, archival research and field survey work conducted by the consultant with assistance from staff and volunteers, and the completion of Primary Record (DPR 523 A ) forms for each historic property. The second phase would include photographs of all significant and contributing historic structures, and the actual preparation of a completely new historical resources survey and historical resources survey report. The Survey Report will include documentation of the survey's objective.s, areas surveyed, research design, methods, and results. 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 approval staff would begin 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 would screen the proposals received and would select a consultant City' Council Report CLG 1998 Grant Application May 18, 1998 Page 4 to' assist in the preparation of the historical resources survey update. As part of the preparation process, input from the Cultural Resources Committee, the 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 eight years, additional buildings have reached 50 years of age and become eligible for the survey. In addition, buildings of 40 to 50 years in age also may be included in a local survey. Changes to individual historic buildings also would be noted in a 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 program. A summary of the project budget for a 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. Staff recommends a grant request of $10,000 to cover the anticipated consultant's fees. Scott Reekstin Associate Planner SR:CCREPORTSkclg98ccr. doc ~Ellzabeth ~. Bi{~saCl~ - '"'- - Community Development Director Attachments: Attachment A- Survey Update Budget Summary Resolution No. 98-47 Attachment A Survey Update Budget Summary Category_ Rate Used to Cash Cash In-Kind Calculate Cost from Grant Match Services Personnel (includes 27% benefits): CD Director 10 hrs ~ $58.92/hr - - $ 589.20 Asst CD Director 30 hrs ~ $55.21/hr - - 1,656.30 Associate Planner 80 hrs ~ $33.63/hr - - 2,690.40 Clerical 10 hrs ~ $23.48/hr - - 234.80 2 Commissioners 20 hrs ~ $40.00/hr - - 1600.00 3 Commissioners 20 hrs ~ $ 5.00/hr - - 300.00 Volunteers 20 hrs ~ $ 5.00/hr - - 100.00 Consultant Services (max. amount) $10,000.00 - 7,170.70 Office Space Rental 198 s.f. ~ $.70/s.f. $138.60/mo. x 12 mos. 1,663.20 Total $10,000.00 - $8,833.90 TOTAL COST OF SURVEY UPDATE - PHASE ONE Less Amount of Matching Share *(Approx. 47%) Federal Grant Funds Requested $18,833.90 $8,833.90 $10,000.00 Required matching share is 40%. Excess match is primarily due to allowed credit for in-kind use of existing City office space. 12 2O 2! 22 24 25 26 27 28 29 RESOLUTION NO. 9~-47 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING AN APPLICATION BY THE CITY OF TUSTIN TO THE STATE OFFICE OF HISTORIC PRESERVATION FOR A CERTIFIED LOCAL GOVERAIMENT 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 preservation 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, said adopted procedures established by the State Department of Parks and Recreation require the applicant to certify by resolution the approval of applications and the availability of local matching funds prior to submission of said applications to the State; NOW, THEREFORE, BE IT RESOLVED, that. the citY Council of the City of Tustin: Approves the filing of an application for the National Historic Preservation Grants-in-Aid assistance for phase one of an update to the City's Historical Resources Survey; o 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 attached application; and, o Agrees that all 'required local matching funds will be provided for the project. l0 17 20 22 23 24 25 26 27 28 29 Resolution No. 98-47 Page 2 PASSED AND ADOPTED at a regular meeting of the Tustin City Council, held on the 18th day of May, 1998. Thomas R. Saltarelli Mayor Pamela Stoker City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF TUSTIN ) SS CERTIFICATION FOR RESOLUTION NO. 98-47 PAMELA STOKER, City Clerk 'and ex-officio Clerk of the City Council of the City of Tustin, California, does hereby certify that the whole number of the members of the City Council of the City of Tustin is 5; that the above and foregoing Resolution No. 98-47 was duly and regularly introduced, passed, and adopted at a regular meeting of the Tustin City Council, held on the 18th day of May, 1998. COIINCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBERABSENT: PAMELA STOKER City Clerk