2018-2019 Heritage Preservation Grant Workshop April 11, 2018
2018-2019 Heritage Preservation Grant Workshop Heritage Commission Mission Statement To preserve and promote the City of Plano s heritage thereby supporting and stimulating local business and strengthening the culture, prosperity, and welfare of Plano s citizens and visitors. Heritage Commission Goals 1. Recognize, protect and utilize historic landmarks, icons, and cultures. 2. Increase public awareness and civic pride about Plano s historic past. 3. Enhance commission members knowledge and understanding of heritage preservation. Heritage Preservation Grant Description and Goal The City of Plano offers a heritage preservation grant to local nonprofit organizations that support heritage preservation and heritage tourism in Plano. This grant program, and the amount of funds awarded is available as funds permit. Grants are for approved expenses incurred within the City of Plano Fiscal Year, between October 1 and September 30 of the grant year.
2018-2019 Heritage Preservation Grant Workshop Key Dates April 2 nd Grants open ONLINE with ZoomGrants April 11 th Grant Workshop May 4 th Grant Applications due ONLINE by 11:59 pm June 26 th Applicant Presentations and Commission Deliberation June 27 th Continue Commission Deliberation (If needed) (If needed) Aug (TBD) Recommendations presented to Council Sept.(TBD) Council Approves Budget & Contracts Oct. (first week) Funding Agreement Execution with Issuance of First Grant Check Dec. 31 st Funding Agreement Execution Deadline
2018-2019 Heritage Preservation Grant Workshop Applicant Eligibility Agency is a non-profit, tax-exempt 501(c)(3) organization, in good standing with the State of TX Agency s proposed use of funds for projects or programs are located within City of Plano and will generate tourism within Plano. Agency s proposed projects or programs will benefit the citizens of Plano as well as for those audiences & participants attracted through the agency s broad marketing & promotion practices. Agency s proposed projects/programs consist of historical programming, historic preservation advocacy, or historic preservation/restoration projects, and demonstrate relationship to these areas to promote heritage tourism and education within Plano. Agency has a history of continuous, stable programming for a minimum of twelve (12) months prior to the grant application due date. Agency has an active Board of Directors in compliance with IRS Section 501(c)(3) that meets at least once per quarter and sets the policy of the agency. Agency has programming, administrative practices and board membership which are compliant with the City of Plano s Equal Rights Ordinance. If agency was previously funded, agency successfully fulfilled all prior funding agreement obligations. Agency has the ability to produce valid documentation of all required documents in the Required Documentation Tab
2018-2019 Heritage Preservation Grant Workshop Applicant Review Criteria Heritage Tourism/Public Education 50% Projects or programs that promote heritage tourism within Plano and support Plano s hospitality industry. System to track and quantify visitors from outside of Plano that come to view/participate in the organizations heritage projects or programs. Efforts to reach and attract new audiences through programming, services, and education that promote heritage education. Promotion of Plano as a historic center within the community, throughout the State of Texas, and beyond. Organized plan or methodology for education of the community. Measurable, ongoing efforts to involve individuals of different ethnic heritages. Heritage/Historic Preservation Merit 25% Activities that promote creativity, quality, and excellence in historic preservation/restoration. Innovation and creativity in programming, services, exhibits, capital projects. Activities that further the Heritage Commission s goals and objectives. Administrative & Fiscal Responsibility 25% Evidence of growth, fiscal responsibility and vision (as shown by such things as increasing private sector sponsorships and/or memberships, new sources of funding, on-time submission of quarterly reports to City of Plano for past grants) Ability to deliver programs, projects or services within the grant year. Realistic budget proposal, as evidenced by a funding request proportionate to the service/usage levels. Evidence of financial support from both private and other public sources. Leadership of staff, which can be measured by continual growth and a corresponding growth of audiences, participants and constituents.
2018-2019 Heritage Preservation Grant Workshop Limitations and Restrictions Per Texas Tax Code Chapter 351, specifically section 351.101, the City of Plano will not fund the following: A. Grants to individuals. B. Reduction of deficits from or expenditures related to activities of previous fiscal years, unless specifically approved by the City. C. Activities in which academic credit is given. D. Mortgage interest and depreciation on real property. E. Capital outlays that do not meet the definition of heritage projects. F. Scholarships and fellowships for employees and/or volunteers. G. Social functions, parties, receptions, openings, fundraising benefits, refreshments, or beverages, unless specifically approved by the city. H. Fines, penalties, or costs of litigation. I. Operating expenses (including maintenance expenses and salaries) for first time grant applicants or for returning applicants who did not receive heritage grant funding for operations for the 2009-2010 fiscal year. J. Any increase in operating expenses (including maintenance expenses and salaries) above the 2009-2010 funding level, for those recipients who received grant funds for operating expenses from the 2009-2010 Heritage Grant Program. K. Underwriting or subscriptions, investments, stocks, bonds or any financial obligation. L. Legal fees, out of pocket medical expenses, and moving expenses. M. Funds for approved heritage projects that are not completed within the grant year.
2018-2019 Heritage Preservation Grant Workshop Program Updates for 2018-19 Application Review Process A. On the Interview Day indicated on the attached grant calendar, the Heritage Commission will interview each applicant. The interview will consist of a fifteen (15) minute applicant presentation and a ten (10) minute followed by a question-and-answer period. At the request of the applicant, the Heritage Commission Chair may grant additional presentation time. Returning grant recipients must include in their presentations a summary of ongoing grant projects and grant projects completed from the past 18 months. New grant applicants will be expected to include in their presentations the objectives of their organization and a brief summary of past projects and preservation efforts. Also, representatives of applicant organizations should be prepared to answer any and all questions based upon its application. The interview is MANDATORY and representatives of applicant organizations must be present.
2018-2019 Heritage Preservation Grant Workshop Program Updates for 2018-19 Budget Worksheet Glossary of Terms Advertising/Promotion/Marketing - Includes all costs related to design, production, and placement of advertising and promotional materials with a purpose of advancing the overall organization. Does not include related costs for materials produced specifically for the promotion of an individual program or project educational program or a construction project. These related costs should be included in the budget of the requested educational program or construction project listed as an individual heritage project. Heritage Projects - Educational programs and construction projects that are intended to promote tourism and support the hospitality industry. Advertising/promotion/marketing of the overall organization is also an eligible heritage project expense. Expense Summary Spreadsheet
2018-2019 Heritage Preservation Grant Workshop Program Updates for 2018-19 Expense Summary Spreadsheet Option to request Marketing of the overall Organization as a Heritage Project Marketing expenses for a requested individual Heritage Project should be part of that project itself and should not be included as part of the overall Organizations Marketing
Heritage Preservation Grant Program 2018-2019 Application Procedure through ZoomGrants
2018-2019 HERITAGE PRESERVATION GRANT CALENDAR Key Dates April 2 nd April 11 th May 4 th June 26 th June 27 th ZoomGrants website goes live Grant Workshop at 3:00 p.m. in Building Inspections Training Room Grant Applications Due by 11:59 p.m. Regular Meeting in Building Inspections Training Room Interview Day 1 - Presentations and Recommendations Special Meeting (if needed) in Building Inspections Training Room Interview Day 2 - Presentations and Recommendations
Where to find the application? Type www.historicplano.org in your web browser. Click the Heritage Grant Program icon or text link. Link Icon
Where to find the application? Click the gray Apply via ZoomGrants button to open ZoomGrants. Button
ZoomGrants Sign-In The applicant will need to create an account prior to applying. Fill in an email, password, first name, and last name, and a new account will be created. 1) Create an account
ZoomGrants Sign-In Once an account is created, the applicant will see the 2018-2019 Heritage Preservation Grant application. Click apply. 2) Apply
ZoomGrants Tabs Overview - Description & Goals
ZoomGrants Tabs Overview - Application Review Criteria
ZoomGrants Tabs Overview - Limitations & Restrictions
ZoomGrants Tabs Overview Important Documents Hide This hides the information from the screen. You can see it again by clicking on the tab.
ZoomGrants Application Overview Each organization may submit a funding request for up to three projects/programs per application. Organizations wishing to request funds for additional projects/programs should submit another application.
ZoomGrants Tabs Overview Summary Tab Project Name = Name of the Project/Program Amount Requested = Total Amount Requested for all Projects/Programs Applicant and Organization Information will be copied over from Application to Application. EIN Number will generate an automatic notice from the IRS certifying federal tax-exempt status under section 501(c)(3)
ZoomGrants Application Summary Tab: Collaborators or Additional Contacts Edit Capabilities Email Communication Collaborators can edit application data. Cannot submit or delete application. Additional Contacts Individuals are copied on all emails sent to the application owner.
ZoomGrants Applicant Eligibility Tab All criteria must be met.
ZoomGrants Project/Program Description Questions Tab Question 1: How many projects/programs are you applying for? Choose up to three. Seven fill-in the blank answers (per project/program) pertaining to the specific project description. All questions must be answered. Provide at least two bids for constructed-related heritage projects over $3,000. Bids are uploaded at the end of the application.
ZoomGrants Project/Program Budget Tab This worksheet should reflect all project proposals for this application. Totals for Table show after using the Refresh Button
ZoomGrants Required Documentation Tab 18 required documents and 1 optional document. Application cannot be submitted until all Required documents are uploaded. If the item is not applicable to your application, there is a template that can be downloaded/uploaded to complete the item. These items will be required for each project application. Helpful Hint: Save all documents in the same folder on your computer to expedite the uploading process.
ZoomGrants Required Documentation Tab 1. Click Upload 2. File Upload Window will appear. Choose file to upload and add a file name. 3. Click upload now.
ZoomGrants Required Documentation Tab File Upload Confirmation. Test File Close Window when Complete
ZoomGrants Required Documentation Tab If needed, multiple attachments can be added to the same item. Templates can be downloaded and edited. Once they are completed, the document can be saved on your computer and uploaded to meet the item requirement.
Submitting the Application Click submit now Enter initials and click submit now again
Submitting the Application Any missing items will be outlined here.
Application Confirmation My Account Home Notification: Application Submitted! Also emailed to applicant. Date/Time of Application Submittal Print/Preview
My Account Home My Account Home Application has moved from Incomplete to Submitted
Begin a 4th Project/Program Application Step 1 Log in (if you are not currently logged-in) and select the Currently Open tab. Click on Heritage Preservation Grant application. Step 2 - Click Open Programs
Begin a 2 nd Project/Program Application Step 3 - Click Apply Again Step 4 Confirm Apply Again
FAQ ZoomGrants FAQ (link) How do I access an application that I have already started or submitted? Once you ve started an application, you can log in at https://zoomgrants.com/login. Once you get logged in, you ll land in the Incomplete tab of your Account Home page. Click an orange application title to open one of your incomplete applications. Click on the other tabs - Submitted, Approved, etc. - to access other applications. If the applicant changes the application that has already been submitted, the submit now button will no longer be available. This is because the application will automatically update the submitted version and there is no need to submit again. Changes can be made to the application up until the application deadline.
General Application Information Direct application link: https://zoomgrants.com/gprop.asp?donorid=2213&limited=943 You may use any recent version of an Internet browser, but ZoomGrants recommends using Google Chrome to complete this application. Google Chrome may be downloaded for free here: https://www.google.com/chrome/browser/ Application content questions should be directed to the City of Plano at 972-941-7151. Application input- technical questions should be directed to ZoomGrants at Questions@ZoomGrants.com. Each application may represent a funding request for up to three projects/programs. Organizations wishing to request funds for additional projects/programs must submitted another application.
General Application Information Text is automatically saved as you work through the application. Text box are character limited. SHIFT F5 can be used to Refresh the page. Each agency will be required to make a presentation to the Heritage Commission. Please see Grant Calendar for presentation dates.
Due May 4th by 11:59pm electronic submittal!
Staff Contacts Michael Bell mbell@plano.gov Bhavesh Mittal bhaveshm@plano.gov 972-941-7151
2018-2019 Heritage Preservation Grant Requirements Application Review Process (A) The interview is mandatory and representatives of the applicant organizations must be present. Returning grant recipients must present a summary of ongoing and recently completed grant projects. New grant applicants shall present the objectives of their organization and a brief summary of past projects and preservation efforts. (B) The Heritage Commission will present its recommendations for grants funding to the Plano City Council for final review and approval. (C) The funding agreement must be signed and returned along with all exhibits and attachments to the Heritage Preservation Officer (HPO) by December 31 of the grant application year.
2018-2019 Heritage Preservation Grant Requirements Evaluation Priorities Meet the Heritage Commission Mission Statement Meet the Heritage Commission Goals Collaborative Fundraising Funding Decision Announcement Announcement of the funding decisions will be made no later than September 30 of the grant year. Funding Availability Funds will be made available after the applicant has accepted, signed and returned the funding agreement to the City of Plano.
2018-2019 Heritage Preservation Grant Presentation Interview Day June 26 th, 6:00pm Building Inspections Training Room Agency Presentations & Commission Q&A and Deliberations June 27 th, 6:00pm Building Inspections Training Room (If Needed) - Continue with Commission Q&A and Deliberations Remember Limit comments to no more than 15 minutes and highlight on additional information that is not included in your grant application. Please don t review your application as the Commission members have read the submitted materials. Be prepared for Q&A immediately following your presentation and during Commission deliberations.
2018-2019 Heritage Preservation Grant Requirements 2018-2019 Heritage Preservation Grant Application If a Grant is Awarded. Executive Board will be required to review suggestions for internal controls Certificate of Insurance with the City of Plano named as an additional insured will be required A fiduciary bond to compensate the City if funds are misused by the organization will be required Requested spreadsheets will not be required to be notarized as part of the final grant agreement attachment
2018-2019 Heritage Preservation Grant Requirements Funding Agreement Signing Meeting All grant recipient organizations are required to attend a funding agreement signing and training meeting facilitated by the Heritage Preservation Officer (HPO) during first week of October 2017. The first grant check for 50% of the approved grant fund will be issued at this meeting once the agreement is fully executed This meeting must occur before December 31 st of the application year, if not the organization forfeits funding. Cancellation Failure to meet the terms of the program may result in cancellation of the Funding Agreement.
2018-2019 Heritage Preservation Grant Quarterly Reporting Required Information: I. Summary Narrative A detailed narrative is mandatory with each quarterly report. The narrative should describe and provide supplemental details regarding the ongoing status of the HPG funded heritage projects. Accomplishments for the quarter, as well as the specific level of project completion, should be briefly detailed. In each quarterly report narrative, the organization should draft a statement about the organization s efforts to achieve its measurable goal(s). Outcomes and progress should be indicated each quarter. These narratives will be reviewed by the HPO and the Heritage Commission. Please be advised, narratives may be taken into consideration during future HPG grant award recommendations.
2018-2019 Heritage Preservation Grant Quarterly Reporting II. QR Project Budget Spreadsheet The original project budget and amount to be received from HPG fund columns will be pre-entered based on the original grant application and approved grant funding. Selected columns with total and percentage calculations are also pre-entered and locked. At each quarter, the grant recipients need to complete the actual expenses to date columns for each line item and, if needed, update the actual project budget columns. III. Check, Cash, or Credit Card Payments Spreadsheet This spreadsheet is formatted for reporting dispatched bank checks, credit card payments, and any cash transactions related to HPG funds and shall document details of all individual expenses made towards each line item in the reporting quarter. An alternate or incomplete spreadsheet will not be accepted.
2018-2019 Heritage Preservation Grant Quarterly Reporting IV. Invoices for Heritage Projects Submit invoices for all HPG funds expended towards completion of approved heritage projects only, including quotes/estimates and final payment of conformation/receipt with a copy of the issued check (three-way match requirement). Generally Accepted Accounting Principles (GAAP) require that heritage projects related expenditures be properly supported. When assembling documents for payment of goods and services, the three way match rule should be followed. This includes an invoice, a purchase order, and either a packing slip or a receiving report all dated within the current fiscal year. If the three way match information is not available the following should be provided: Accounting ledger/budget report/cancelled check Invoice marked paid and signed by the receiving individual and that all items are received A copy of the credit card statement reflecting the purchase and the cancelled check paying the balance If an order is made via the internet and payment is made by credit card, provide a copy of the internet receipt and the confirmation email.
2018-2019 Heritage Preservation Grant Quarterly Reporting V. Other Supporting Documentations, if necessary: Board Members Meeting Minutes Encumbrance Request Reallocation Request Future Event Invitations Visitation Log
2018-2019 Heritage Preservation Grant Quarterly Reporting Deliverables All heritage projects funded by HPG shall be documented for progress and attached as part of the narrative. Documentation may include, but is not limited to, photographs, drawings, research/study reports, etc. Organize each project related documents in a systematic order. For example, arrange all the invoices and/or email confirmations together before scanning and/or saving them as one digital file for upload. Documents/Report uploads are preferred in PDF format for printing convenience. Certification of Compliance with Grant Conditions All completed online quarterly reports will include notarized signatures from: two members of the recipient's executive board; or one member of the recipient s executive board and the executive director. Reports submitted without the notarized signatures will be considered incomplete and rejected.
2018-2019 Heritage Preservation Grant Quarterly Reporting Deadlines & Staff Evaluation Each Grant recipient shall schedule a quarterly report review meeting with the HPO and the CPD manager within a week of the due date. The HPO and CPD manager will provide quarterly evaluations to assist both the organization and city staff in tracking the organization s performance throughout the grant year. Reports are due online by 11:59 pm on the final day of the month following the end of the quarter. Timely Submittals Audit Timely submittals of quarterly reports are important. Consistent late submittals will be taken into consideration during the future Grant funding recommendations. The City of Plano s Internal Audit staff reserves the right to audit any HPG recipient for compliance with the city s program standards. Organization selections are left to the discretion of Internal Audit staff.
2018-2019 Heritage Preservation Grant Workshop 2018-19 Grant Funding Forecast Approx. $800,000
2018-2019 Heritage Preservation Grant Workshop QUESTIONS? Ask Now! Ask Later! Bhavesh Mittal, Heritage Preservation Officer 972-941-7151 or bhaveshm@plano.gov