Historic Preservation Fund Grants Please mute your phone. Questions and comments can be typed in the CHAT section at the upper, right corner of your meeting window.

HPF funds must be matched 60/40 by SHPO or Subgrantees. The Historic Preservation Fund (HPF) is a grant program administered by the National Park Service (NPS). HPF monies are passed down to the SHPOs to finance activities that will contribute to planning for the preservation of our built environment and archeological resources. HPF funds must be matched 60/40 by SHPO or Subgrantees. The SHPO further subgrants HPF monies to local governments, preservation organizations, universities, and other non-profits to help them finance preservation activities and education at the local level. Federal regulations require the SHPO to pass through 10% of their annual allocation to Certified Local Governments (CLGs). We won’t know what the next federal allocation is until later this spring so the 10% isn’t set yet. We typically have enough extra money to also pass through funds to several non-CLGs as well. CLGs should write applications with the intention of providing a full 40% match, but waivers can be granted for (CLGs only) if match is a bit short.

CLGs are those local governments that have demonstrated to the National Park Service (NPS) a commitment to preservation by passing local preservation ordinances, designated local landmarks, appointing a preservation commission, and meeting other requirements of the program. Current CLGs in Kansas: Abilene Arkansas City Dodge City Doniphan County Douglas County Garden City Haysville Hutchinson Independence Kansas City Lawrence Leavenworth Manhattan Newton/North Newton Olathe Salina Topeka Wichita Currently 18 in Kansas

Other than CLGs, who is eligible to apply for HPF grants? Cities Counties Historical Societies Preservation Advocacy groups Universities Non-profits Local governments, universities, non-profit groups

What activities can HPF fund? HPF grants must result in a completed, tangible product and/or measurable result. All activities must pertain to the preservation programs outlined in the National Historic Preservation Act of 1966, as amended. Must be carried out in accordance with the Secretary of the Interior’s Standards for Archeology and Historic Preservation and National Register Program Guidelines. For local governments, projects must generally be for activities within the physical boundaries of the city or county and funds must be reimbursed to the applicant or a third-party designee. What activities can HPF fund? Consult the Products Manual – follow along – look through. Third-party designees are usually local non-profits who do all the administration of the grant, provide the match, and receive the reimbursement. Must be explained within the application and documentation from the 3rd party agreeing to the arrangement should be included.

See the Products Manual for more details on the most common grant-funded activities. Survey of cultural resources National Register nominations Conferences Training seminars Educational programs for students Brochures / websites / apps to promote resources Archeological survey Preservation of archeological sites Design review guidelines Preservation planning Disaster Plans Keep in mind that these are not the only things HPF can fund, but they are the most common. If you have a specific project that you are wondering about – please ask. I may have to look it up, but…. Does anyone have questions about specific projects?

Some things to keep in mind about…. Surveys Produces an inventory of historic resources in your community that can be useful for overall planning, disaster plans, and other purposes HPF funds are typically used to hire a consultant to conduct the survey and write up the required project report Usually the first step in the process to designating a historic district Should be done in coordination with public education about the Register- listing process if a district is the desired goal Online inventory database is mandatory for submission of all new survey forms - www.kshs.org/khri Contact the SHPO early if you are considering a survey to find out full requirements for online entry Some things to keep in mind about…. The completed survey forms – submitted online – and the project report are the “products”.

Some things to keep in mind about…. National Register nominations Receive a determination on the eligibility of the property or district from the SHPO before application is made for HPF funding. Must have proof of owner consent attached to the HPF application It is customary for communities to survey an area one year and then nominate a district the next. Funding is not guaranteed! When completing your HPF grant application, be sure to consider the time it will take the consultant to prepare the nomination and the SHPO staff to review it. A final nomination is typically the product for purposes of the grant. This means ready to present to the Historic Sites Board of Review. Some things to keep in mind about…. Need approved PSIQ or recommendation for district (per survey) from SHPO before apply for HPF funds to do nomination Proof of consent should be a letter from the owner(s) in case of indiv. Property or can be a sign-up sheet for districts as long as it is clear what they are signing up for!

Educational Activities HPF grants may also be used for other educational activities including conferences, seminars, publications, brochures, websites, videos, mobile apps, and even curriculum for local schools. CLGs - Make plans to attend a regional or national conference! Host a conference or training session! Think outside the box, but contact the SHPO before you apply to make sure your idea is eligible for HPF funds. Preservation interns have been funded in the past. Recent years the committee that reviews these grants has resisted funding them.

Priorities Each year the SHPO posts a list of priority projects. Projects that address one or more priorities receive additional consideration in the evaluation process. Urgent Priority Surveys of residential neighborhoods, especially those developed post-WWII and mid-20th century. Surveys of modern movement architectural styles constructed between 1950 and 1970.

Priorities Medium Priority Updating information in older National Register and National Historic Landmark nominations Updating information in older existing surveys Surveys and National Register nominations of historic parks, designed landscapes, and rural sites Survey of historic heritage parks and building collections (aka “building zoos”) Survey and context statements for resources related to mining in southeast Kansas Projects to increase knowledge and awareness of historic resources associated with minority populations in Kansas Planning for historic districts and historic resources including planning for response to disasters Creation of maintenance plans for properties listed in the National Register of Historic Places Creation of historic preservation educational curriculum for K-12 students Educational workshops and seminars focusing on preservation-related topics Any project addressing goals and objectives found in the soon-to-be-posted 2017-2022 Kansas Preservation Plan is encouraged. Contact SHPO for that list.   A priority for Certified Local Governments (CLGs) specifically is the planning and implementation of regional or local workshops and seminars that promote the use of traditional craftsmanship to preserve and repair historic properties. CLGs are encouraged to apply for grant funding to send members of their planning and preservation commissions to historic preservation training and conferences in-state as well as other regional and national preservation conferences and preservation training opportunities.

Evaluation of HPF grant applications A committee of the Kansas Historic Sites Board of Review evaluates all final applications. This is the same governor- appointed board that evaluates properties proposed for nomination to the National Register The board members will need to feel confident that the project will meet the needs of preservation planning in Kansas, that the applicant has proposed a feasible plan to achieve those goals, that the applicant’s organization has the personnel needed to implement the project, and that the project is likely to have a positive long-term impact on preservation, either on a state-wide or local level. The board also will evaluate the budget to be certain it is both reasonable and sufficient for the work proposed. We, therefore, encourage you to be very clear in your answers to ensure that the board will be fully aware of the nature of the proposed project. A public hearing will be held prior to the review committee making final recommendations to the overall Board. Applicants will be given a brief opportunity to speak about their application and answer questions presented by the review committee. This is not a time to clarify a poorly written application, but an opportunity to champion your proposal. Presentation time will be limited.

Be sure to answer all the questions in each category! There are only a few forms included in the application packet that need to be filled out. The majority of the application will be submitted on additional pages as needed. Be sure to answer all the questions in each category! Please keep in mind that the application will be the model upon which your project will be funded and will serve as the basis for your contract with us should your grant be awarded. Be as accurate as possible in the description of your project and budget. Instructions for the HPF grant application If awarded, you will have to sign a contract with us laying out all the requirements of the HPF program including competitive bidding for hiring consultants or other services, reimbursement of expenses upon completion of stated products, and monthly progress reports.

Cover Page Name of applicant One point of contact! DUNS Project end date cannot be later than September 2019 DUNS = Dun & Bradstreet number Federal funding expires September 30, 2019. Ideally the project products need to be submitted in July or August 2019 so any final edits can be done before September. Completion reports should be submitted by the end of October 2019. Do budget before filling in the project costs. Project total Remember Federal share is 60% of total

A. PROJECT RATIONALE AND OBJECTIVES Write a narrative describing why the project is needed and what you expect to accomplish if the project if funded. Answer all questions! Would partial funding allow you accomplish part of your objectives? If so, itemize your budget in a way that makes it clear.

B. PROJECT DESCRIPTION AND PRODUCTS There are 5 sections. Be sure to address all parts unless it doesn’t pertain to your project. Note N/A if it doesn’t pertain. Be concise, but don’t forget that this is your chance to explain your proposal to the committee. They will base their evaluation primarily upon this application. Example of question that doesn’t pertain - acres in project boundaries when proposal is for a video demonstrating window repair techniques. Would pertain to a survey project, nomination, or even walking tour brochure! Photo CD / thumb drive is recommended – be creative showing images that illustrate the need for your project or the areas that will be impacted by the project. These are only viewed by staff, but are used to illustrate the project during the public meeting and for later reference during the grant period. Keep in mind that the schedule you layout will be the basis for the schedule incorporated into your contract if funded.

C. APPLICANT ORGANIZATION AND PERSONNEL Seven sections with multiple questions under each. This portion of the application asks you to describe the applicant organization and submit supporting documentation to show that your organization and the personnel working there can effectively carry out the proposed project. If personnel within your organization will not be carrying out the actual activity, but rather hiring a consultant, explain how the hiring process will be conducted. Be sure to accurately answer questions 5 & 6 dealing with previous grants from the SHPO and other funding sources. Contact me if you are unsure whether your organization has received grants from us in the past.

D. PUBLIC EDUCATION AND IMPACT Only one section, but multiple questions. How will this project inform or educate the public? What audiences will it target? If materials are proposed, what will be their content and of what value will they be to your audience? Include a description of any activities, promotional plans, or contacts, which will be undertaken to disseminate project results. Public meetings, articles, mailings, flyers, door-to-door visits, etc. Higher rankings will be achieved by those applicants who plan to actively inform or educate the public during the course of the grant project. This includes project products intended for use by professionals or government officials.

E. PROJECT BUDGET Two parts: Fill out the budget sheet included in the application packet Write a budget narrative Keep in mind that this budget will be the basis for the project budget laid out in your project agreement/contract with us should you be awarded a grant. This is where you outline all the project expenses and designate which will be reimbursed with HPF (federal) funds and which will be counted as match for purposes of the grant. This involves math and so tends to be tricky for most people – don’t stress too much, but don’t overlook its importance!

Column 2 - Indirect Expenses = maximum 10% of staff salaries Column 1 - Show matching funds that will be provided by applicant and/or volunteers a) Cash match = expenses actually paid by the applicant or match provided such as employee salaries b) In-kind Match = volunteer hours, materials or services donated to the project Employee salaries should be listed under Cash Match since the applicant is actually paying for that. “in-kind” match would be volunteer services or donated items Column 2 - Indirect Expenses = maximum 10% of staff salaries

Column 3 – Federal Share These are the expenses you are requesting to be reimbursed with federal HPF monies Note that this is a reimbursement grant – products must be completed and expenses paid out before reimbursements can be issued. Some projects may have multiple “products” such as a survey and walking tour brochure so that we can reimburse upon completion of the survey for those expenses and then upon completion of the brochure for those expenses. 10% retainage is held out from each reimbursement until the final project completion report is approved. Reimbursements generally will not be given for anything less than $5,000.

Budget and Budget Narrative categories Reference the application for a full description of each category and contact me with specific questions. Main thing to remember is to include all expenses that you can think of and place them into a category even if you are not sure it is correct. Make sure that you consider how you will document each expense receipts for expenses paid with cash time sheets and payroll slips showing staff salaries time sheets for volunteers and documentation of professional value Note that you will have to document and back-up all expenses and all items you count as match Volunteers are to be counted at prevailing minimum wage unless they are doing the same job they do professionally and can document both that the work was the same and what they usually get paid for such work (I.e. photographer, bookkeeper, … working pro bono) Lawyer doing legal consulting = usual attorney fee / attorney stuffing envelopes = minimum wage! Something in between? See independentsector.org. Keep “time sheets” for all staff and volunteers. Food and beverages cannot be reimbursed with federal funds nor can they be used for match.

Checklist is included to help you format your application.

Read and sign the assurances on pages 13-16. Be sure to submit signed assurance forms with your application or the application will be considered incomplete.

Preliminary review is your only opportunity to have SHPO staff look over your application and offer comment. Email submission is fine. We will return the application to you marked up. 1 copy for draft / 4 copies for the final. Always recommend with any grant that you give the grant to someone not familiar with your project and see if they understand it. Read the instructions and ask if you are unsure!