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HomeMy WebLinkAbout10 2001 GRANT 10-15-01AGENDA REPORT MEETING DATE' OCTOBER 15, 2001 TO' WILLIAM HUSTON, CITY MANAGER FROM' COMMUNITY DEVELOPMENT DEPARTMENT SUBJECT: CERTIFIED LOCAL GOVERNMENT 2001 GRANT 670-25 NO. 10 10-1~5'01 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. In September of 2000, the City received a $~0,000 ~rant to conduct the first phaso of an updato to tho City's Historical Rosources Survoy completed in '1990. This approximately $~75,000 in grant funds was mado availablo to 45 GLGs throughout California. On April 26, 200~, staff submitted an application requestin~ grant funds to · conduct the second phase of tho updato. On Au§ust 3, 200~, the City received notification that the second phase of the project was selected for $10,000 in funding. Iha estimated cost to him a profossional consultant to conduct tho socond phaSo of tho survoy update is $10,000. Tho City's matching share for phase two is estimatod to b~ $8,7~2.98 in in-kind services. Staff rocommends that the City Council authorize tho Community Dovolopmont Director to oxecute all documonts within tho scope of the grant project and agree that local matching in-kind services be provided by tho City. RECOMMENDATION That the City Council' , Adopt Resolution No. 01-98 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 conduct the second phase of an update to 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. 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 sharo for the second phaso of the survoy update is ostimatod to be $8,7'12.98 in in-kind City Council Report CLG 2001 Grant October 15, 2001 Page 2 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 2001 federal fiscal year, approximately $175,000 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, workshop and conference attendance by staff and members of the Cultural Resources Advisory Committee in 1995, and the first phase of the update to the City's Historical Resources Survey in 2000. 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 tho form. of cash contributions or in-kind sorvices (o.~. staff, porsonnel timo, ovorhoad, offico spaco, tolephone, supplies, and other administrative costs). The City's 2001 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 2001 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 demonstrate a progression of activities consistent with their preservation plans. Communities that have not adopted preservation plans or preservation elements are encouraged to consider developing such a plan. City Council Report CLG 2001 Grant October 15, 2001 Page 3 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. The second phase of the update of the City's historical rosources survey is a higher priority .for the City because the existing survey is eleven years in age, and the second phase would complete the update project and ~mplement the City's Mills Act program by potentially identifying more. properties that could be eligible for the program. The following summarizes the second phase of the historical resources survey update project that has been funded with a 2001 CLG Grant. GRANT PROPOSAL The complete update to the City's Historical Resources Survey will be completed in two phases over two grant years. Each phase roquiros several steps over a ten to twelve month period. The first phase included'the selection of a 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 were prepared in phase one. One was a survey report with documentation of the survey's Objectives, areas surveyed, rosearch design, methods, and rosults. A draft historic context outline was also prepared and assesses historic themes. The second phase will include statements of significance and evaluative assessments. During .both phases, the City has and will continue to require that the appropriate recordation forms and methodologies, approved by the State, aro used to rocord and document survey update information. Following grant execution for phase two, staff will begin the preparation of a request for proposals (RFP). After distributing the RFP to profossional 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 phase two of the historical resources survey update. As part of the preparation process, input from the Cultural Resources Committee, the Tustin Aroa Historical Society, Tustin historians and long-time residents, and the public will be encouraged. The first phase of the survey update provides important information that identifies where historic properties are located, and the second phase will identify their level of significance City Council Report CLG 2001 Grant October 15, 2001 -Page 4 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, evaluated 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 eleven years, additional buildings have reached 50 years of age and are eligible for the survey. In addition, buildings of 45 to 50 years in age also may be included in the 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 second phase of the survey update described above would be approximately $10,000. The requested grant of $10,000 would cover the anticipated consultant's fees. Scott Reekstin Senior Planner Elizabeth A. Binsack Community Development Director Attachments: Attachment A- Historical Resources Survey Update Budget Summary Resolution No. 01-98 ccreports\CLG Grant 2001 City Coundl Report.doc 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 Senior Planner Clerical 2 Commissioners 3 Commissioners Volunteers 10 hrs @ $66.98/hr 90 hrs @ $43.59/hr 20 hrs @ $22.86/hr 20 hrs @ $40.00/hr 20 hrs @ $ 5.00/hr 20 hrs @ $ 5.00/hr - $ 669.80 - 3,922.78 - 457.20 - 1,600.00 - 300.00 - 100.00 7,049.78 Consultant Services (max. amount) SI0,000.00 Office Space Rental 198 s.f. @ $.70/s.f. $138.60/mo. x 12 mos. $1,663.20 TOTAL $10,000.00 - $8,712.98 TOTAL COST OF SURVEY UPDATE- PHASE ONE $18,712.98 Less Amount of Matching Share (Approx. 47%) $8,712.98 Federal Grant Fu.nds Requested $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. l0 14 15 20 2! 22 24 25 27 28 29 RESOLUTION NO. 01-98 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 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, the City of Tustin must provide local matching funds of at least 40 percent of the project budget; Tustin: NOW,. THEREFORE, BE IT RESOLVED, that the City 'Council of the City of ! Authorizes staff to enter into an agreement for the National Historic Preservation Grants-in-Aid assistance for phase two 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 15th day of October, 2001. Tracy Wills Worley Mayor Pamela Stoker City Clerk Resolution No. 01-98 Page 2 STATE OF CALIFORNIA ) COUNTYOF ORANGE ) CITY OF TUSTIN ) SS l0 14 CERTIFICATION FOR RESOLUTION NO. 01-98 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. 01-98 was duly and regularly'introduced, passed, and adopted at a regular meeting of the Tustin City Council, held on the 15th day of October, 2001. COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: l? PAMELA STOKER City Clerk 20 2! 2,2 ?-3 24 25 2.7 28