Historic Preservation Special Category Application Webinar

Historic Preservation Special Category Application Webinar

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Department of State Office of Cultural, Historical and Information Programs (OCHIP) Division of Historical Resources (DHR) Bureau of Historic Preservation (BHP) Historic Preservation Grants Program

The Historic Preservation Grants Program is governed by Chapter 267.0617, Florida Statutes Chapter 1A 39, Florida Administrative Code The full text of 1A 39 can be found at: https://flheritage.com/grants

Eligible Applicants Public entities: County or municipality School district College or university Agency of state government Non Profit Organizations Note: The project site has to be open to the general public Not Eligible: For profit organizations, individuals, and applications for residences are not eligible for state historic preservation grant funding.

Special Category Grants Description: Assist in large restoration projects of historic structures, major archaeological excavations, and major museum exhibit projects involving the development and presentation of information on the history of Florida. Award: $50,000 to $350,000 Match: The match requirement is $50,000 OR 50% of the amount requested whichever is higher. REDI applicants must supply a match of 10% of the amount requested. A minimum of 25% of the match must be cash on hand.

SPECIAL CATEGORY GRANTS Solicitation for Applications: September 1 Deadline: October 31 Application Review: The Florida Historical Commission reviews and ranks the applications at a public meeting. The list of ranked applications is subject to approval by the Secretary of State, with the approved list sent on to the Florida Legislature. If the list receives a Legislative appropriation, funding would be available July 1, 2015.

Example of Special Category Project Major Archaeological Excavation

Alpine Groves Farmhouse St. John s County Example of Special Category Project Major Architectural Rehabilitation

Example of Special Category Project Major Museum Exhibit Before St. Augustine Cultural Center After

Example of Special Category Project Major Acquisition Project Block Sterns Archaeological Site Acquisition

Online Application www.flheritage.com/grants

Budget Provide us with an estimated budget (Section 4) Identify whether the items will be paid for by the grant, paid by the applicant, provided in kind by the applicant, donated by a third party, or volunteer labor. Grantee staff time must be allocated as grant expenditures or in kind match by the applicant Identify the major components of the project: if multiple components will be carried out by the same entity, they can often be consolidated Most project budgets will not exceed 10 items

Payment Schedule Method of Payment (Section 7) Reimbursement Payment project grant expenditures are reimbursed as deliverables are met Advanced Payment Four payments: one advanced payment of 25% (upon signing of contract) and 3 reimbursement payments, to be paid upon completion of deliverables.

Project Description Describe the project (Section 9) Provide a clear description of the project Outline the major steps in the project Describe what the end product will be For projects involving individual historic properties or archaeological sites, use Section 20 to describe its historical significance Pointers: Shorter descriptions are often better than lengthy ones One page is usually a good size (500 words) Type the narrative in a word processing program, then cut and paste into the application

Scope of Work (Section 10) Scope of Work Identify the major Project Elements: if multiple components will be carried out by the same entity, they can often be consolidated Most projects will not have more than 10 elements Remember that if something is in your Scope of Work (Section 10), it should be in your Budget (Section 4) and your Project Description (Section 9).

Scope of Work Example Development Project PROJECT ELEMENT Hire architect and engineer Stabilize foundation Reroof building Restore front windows Retrofit bathroom Install HVAC Paint exterior ENTITY RESPONSIBLE Grantee Organization Contractor Contractor Contractor Contractor Contractor Grantee Organization & Volunteers If you have questions regarding your specific project, please call or email BHPGrants.

Project Timeline Tentative Project Timeline (Section 11) Identify the major elements that need to be completed as the project progresses: For an average project, there are usually no more than 10 elements. In general, the items you list on your timeline should align with your Project Description (Section 9), Budget (Section 4), and Scope (Section 10).

Project Timeline Components Example Development Project PROJECT ELEMENT STARTING DATE ENDING DATE Request for Proposal July 2015 August 2015 Hire Historic Architect 50% Construction Documents 100% Construction Documents Restoration work commence Restoration work completed Final Inspection and closeout report August 2015 October 2015 October 2015 January 2016 January 2016 April 2016 April 2016 May 2017 May 2017 May 2017 June 2017 June 2017 If you have questions regarding your specific project, please call or email BHPGrants.

Site Significance Site Significance (Section 20) For projects involving individual historic properties or archaeological sites, describe the significance of the site Discuss whether the site may be eligible to be nominated to the National Register of Historic Places

Completing the Application Once you have finished filling out your online application and are satisfied with your responses, be sure to save the application, then hit the button marked Submit Please Note: Submitting the application online does not complete the application process! After you submit, you will see instructions on screen which will walk you through the rest of the process. You will need to: 1. Print the application, 2. Print the application checklist and signature forms (available after clicking submit ), 3. Complete the required attachments and signature forms for your application type, and 4. Mail completed hard copy materials to: Historic Preservation Grants-in-Aid Program Bureau of Historic Preservation R.A. Gray Building, 4 th Floor 500 Bronough Street Tallahassee, Florida 32399-0250 :

Application Checklist: Attachments

Attachment A: Documentation of Confirmed Match Must be submitted with the hard copy of the application Must include affirmation of all pledges, bank statements, commitments of cash, in kind services, volunteer labor, donated materials, contributors, etc. Documentation must correspond with the match portion of the project budget

Attachment A, cont.: Documentation of Confirmed Match Must contain documentation of all match listed in questions 4 and 5 Documentation must include: Cash Match: Cash on hand or pledges must be dedicated to the project as documented by resolution or documented board action. Provide a bank statement or letter from the grantee's financial institution. At least 25% of your application s total match contribution must be cash Volunteer Labor, In Kind Services, or Donated Materials: Detailed statement from the individual or entity making the donation. The statement must include: Justification of the value An explanation of how it will be used to fulfill the objectives of the project For services or labor, the numbers of work hours being pledged times the hourly wage must be included Signature & date Match that is not adequately documented will be disallowed, reducing applicant s match as well as the amount of the grant award possible. Applications with inadequate match will be determined ineligible.

Attachment B: Letters of Support, Endorsement, or Resolutions Letters of Support Should be addressed to: Mr. Robert F. Bendus, Director Individual, personalized letters are preferred to convey genuine support Form letters are discouraged Although there is no limit to the number of letters that can be submitted, 10 letters are sufficient Note: Only the first 10 letters will be scanned and attached to the electronic application for review by the Florida Historical Commission Any letters of support received after the application deadline will be available at the public hearing Coversheet for this attachment Provide a coversheet that includes the following information for each letter of support, endorsement or resolution included in your application: Name of author Type of communication (letter, petition, resolution, etc.) Organization represented (if applicable) Date

Attachment C: Representative Photographs All applications must include digital images and corresponding prints showing existing conditions, general views of the site, any visible archaeological features, and/or artifacts recovered from previous work, as applicable. Even non development projects should have some representative photographs. Photographs are important to convey the historic integrity and physical condition of the property. For Development Projects, minimum requirements include current photographs of all exterior elevations, principal interior spaces, and significant architectural features. If available, please also provide historic photographs of the property. Digital Submitted on CD or Flashdrive Size/Resolution: 1600 x 1200 pixels at 300 dpi or larger (approx. 2 megapixels) Format should be JPEG or TIFF files Important: Designate one of the digital images as the principal view that best conveys the purpose of the project. This image will be shown in the public Florida Historical Commission meeting. Prints Print all submitted digital images on 8 ½ x 11 paper (no more than 2 to a page) Label all prints with the property name, location, and the date of the image Quality must be sufficient to clearly depict architectural details

Attachment D: Architectural Project Schematics and Construction Documents For Acquisition, Development, or Museum Exhibit projects only If completed, submit one (1) set Documents must be at least 11 x 17 (maximum: 24 x 36 ) and all text must be clearly readable Digital copies of these documents are not acceptable. Submit hard copies only.

Attachment E: Florida Master Site File Form A new form is required for all site specific projects If the resource(s) has/have been previously recorded in the Florida Master Site File, review the existing form(s) and submit a new form which includes any updates to reflect current conditions If the resource(s) has/have not been recorded in the Florida Master Site File, a new form must be submitted Send two copies of the required form(s), along with required maps and photographs, with your application For assistance contact the Florida Master Site File at 850.245.6440, or visit: www.flheritage.com/preservation/sitefile/index.cfm Please let Site File Staff know you are working on a grant application Please allow two (2) weeks to process your request

Attachment F: Appraisal and Purchase Documents Acquisition Projects (only) Must include: Complete appraisal(s) prepared by a Florida State Certified General Real Estate Appraiser. Two appraisals are required if the value of the first appraisal exceeds $500,000. A title search An executed option or purchase agreement Property survey A copy of a professional archaeological survey if the property is being proposed for purchase as a significant archaeological site (if applicable) Note all included for Attachment F: APPRAISAL(S) PURCHASE AGREEMENT TITLE/OWNER SEARCH CERTIFIED LAND SURVEY ARCHAEOLOGICAL SURVEY REPORT (if applicable)

Attachment G: Exhibit Supporting Documents For Museum Exhibit Projects only Curriculum Vitae for key personnel, if known Letters of confirmation for artifacts to be loaned Letters of commitment if exhibit is to travel

Attachment H: Archaeological Supporting Documents Archaeological Surveys (only) Previous archaeological site reports and surveys (if available) Curriculum vitae for Principal Investigator and key personnel (if available)

Attachment I: Documentation of Non Profit Status Required for Non Profit Organizations (only) All in state corporate entities must provide documentation of their current registration as a Florida non profit corporation with the Division of Corporations, Florida Department of State: www.sunbiz.org Out of state corporate entities must include documentation from the Internal Revenue Services confirming that they are exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code.

Attachment J: Optional Supporting Materials Examples of previous work Organization brochures, articles, web pages Documentation of threat Maximum of 10 Pages No larger than 11 x 17 Send ONLY the best you have!

Application Checklist: Signature Forms

Signature Pages Be sure to use 2015/2016 forms Submit by deadline with other application materials Only original signatures acceptable Application Certification Form All applicants Civil Rights Assurance All applicants Project Archaeological Impact A&D only Owner Concurrence Site specific projects only Agreement to Execute a Restrictive Covenant or Preservation Agreement A&D projects only

Application Review Process

Review for Completeness and Eligibility Staff reviews the submitted material: Online Application submitted by the deadline Printed Application submitted by the deadline or dates stamped prior to grant deadline Attachments A through J provided Signature Forms provided and signed Required Photograph(s) provided and legible Complete Contact Information Applicant Eligibility Sufficient Match

Review for Sufficiency Staff Review for Sufficiency and Special Attention is paid to: Project Description Major Elements and Entities Budget Match Confirmation Previous Grant Experience Overall Administrative Ability

Review and Ranking Review and Ranking by Florida Historical Commission (FHC), December 2014 in public meeting Each FHC member completes an evaluation sheet for each application before the meeting. They will finalize their evaluations after discussing each application individually during the meeting. Each FHC member then publically ranks each project in two rounds. In the first round, projects are ranked Excellent(5), Very Good(4), Good(3), Fair(2), and Poor(1). Those scoring less than 2 are dismissed. In the second round, the remaining applications are ranked numerically (with 1 being the highest rank).

FHC Evaluation Criteria (10 total) A. Criteria relating to project site/area: *Historic Significance *Endangerment *Appropriateness of project proposal B. Criteria relative to applicant: *Administrative capabilities *Adequate financial resources *Availability of professional and technical resources C. Criteria related to public benefit: *Compatibility with statewide historic preservation priorities *Educational potential *Economic benefit *Public use or benefit

Funding Process

FISCAL YEAR 2016 SPECIAL CATEGORY GRANT APPLICATION TIMELINE NOVEMBER DECEMBER 2014 DHR Staff reviews applications for completeness and sufficiency DECEMBER 15 16, 2014 FHC reviews and ranks projects; recommends them to the Secretary of State DECEMBER 2014 JANUARY 2015 The Secretary of State approves the recommended projects list JANUARY 2015 The Secretary of State submits the total recommended award amount to the Legislature as part of the budget request for the coming fiscal year APRIL MAY 2015 The Legislature negotiates a final budget and submits it to the Governor for signature MAY JUNE 2015 The Governor either approves or vetoes line items and then signs the budget JUNE 2015 Grant Staff is notified of the appropriation and determines from the appropriation how many of the highest ranked projects can be funded JUNE 2015 Award Letters are sent to new Grantees. Grant Award Agreements follow. If funded, grant monies become available JULY 1, 2015

For Additional Information Contact us at: 1.800.847.7278 or 850.245.6333 Grant Gelhardt, Historic Preservation Supervisor Grant.Gelhardt@Dos.MyFlorida.com Robyn Bertram, Historic Preservation Grants Specialist Robyn.Bertram@Dos.MyFlorida.com Stacey Cahan, Historic Preservation Grants Specialist Stacey.Cahan@Dos.MyFlorida.com Kechia Herring, Historic Preservation Grants Specialist Kechia.Herring@Dos.MyFlorida.com Florence McCullough, Historic Preservation Grants Specialist Florence.McCullough@Dos.MyFlorida.com Kenneth Cureton, Senior Architect Kenneth.Cureton@Dos.MyFlorida.com Richard Hilburn, Senior Architect Richard.Hilburn@Dos.MyFlorida.com