1. Historic Preservation Fund End of Year Report Review December 2015

2. State, Tribal, & Local Plans and Grants
Grant Management Specialists
Ginger Carter
Jenifer Eggleston (transitioning to new NPS role and leaving STLPG)
Jennifer Wellock
Kathryn Warnes
Seth Tinkham
Madeline Konz
Megan Brown, Acting Division Chief
Paul Lusignan, Acting CLG Program National Coordinator
Joshua Wilks, Audit Coordinator
David Banks, Historic Preservation Planning
John Renaud, Policy Historian

3. Historic Preservation Fund End of Year Report
The purpose of these reports is to verify :
What work occurred
What was accomplished with the money
How the money was spent
Were all of the conditions of the grant met
Time to recognize accomplishments and the relationships of all of the programs
This demonstrates all parties involved are fiscally responsible, and that the funding contributes to important preservation work. In other words, these reports provide justification for continuing appropriations.

4. Grant Agreements - 2 Year Life
SHPO grants run for 2 years and have a start date of October 1 of the fiscal year in which the funds are awarded by Congress (regardless of when the grant agreement is written).
Grants are awarded every year. This means, two grants will be active at any point. One will be in its first year( closing) the other in its second year (active).

5. HPF Grant Reports due December 31, 2015
This review will cover:
Project Activity Database(PADB Reports)
Entering & editing projects
Good & bad examples
10% Pass-Through to CLGs
Unexpended Carryover Funds Table
PADB Carryover Statement
The 425/428 Federal Financial Report Forms
NonFederal Matching Share Report
Cumulative Products Tables
We will start with the PADB. This is where you enter the specifics of your projects. This information feeds into other reports that are part of the EOY Report.

6. The HPF Online Database http://grantsdev.cr.nps.gov/HPF

7. HPF Online Database What is reported where in the 2015 End of Year Report?
Cumulative Products Table:
Project Activity Database:
PADB Reports for 2014
These reports cover the projects funded by the FY 2014 Federal grant award and relay the activities accomplished during the two-year term of the grant beginning October 1, 2013 and ending September 30, 2015.
PADB Reports for 2015
These reports cover the projects funded by the FY 2015 Federal grant award and relay the activities accomplished during the first year of the grant period, beginning October 1, 2014-September 30, Many of these may still be active at this point. You will update these reports at the end of next year to close out the 2015 grant.
Quantitative data of work accomplished in the time-period of Federal FY 2015 (October 1, September 30, 2015). This includes all accomplishments regardless of whether it was funded by 2014 HPF money, 2015 HPF money, or matching share.

8. Project Activity Database (PADB Reports)
Ensure all of the fields are filled in correctly, double check against defaults
Each project/activity has a descriptive title and adequate description.
Each project/activity is eligible/measurable/tangible
All of the closing year (FY14) projects should be completed or canceled.
All 8 Required Program Areas must be covered
(Administration; Planning; Survey & Inventory; Tax Incentives; Development/Covenant/Acquisition; National Register; Local Government Certification; Review and Compliance)
Explain major differences in original projections and actual work completed and money spent. If redistribution of funds occurred this must be explained! Where did the money go?
Don’t forget to submit any necessary Final Project Reports: development projects on NHL properties.
Project Notifications should be submitted at the initiation of the project, not at the End of the Year.
First we will look at the overall PADB elements and then we will discuss things specific to the active year reports.
Visuals: 1. Show database where they enter projects, ask if everyone knows how to login. Are there any first time grant managers?
where they update projects “In-house and subgrant activities are all entered here.”
2. List of All Projects Reports – Hint to grantees they can use this list as a way to check themselves before submitting EOY Report to check on program areas covered , descriptive titles, completion status, and differences in projected and actual spending- Switch to this view at status completion bullet
3. In database show where they can enter the necessary comments.
4. FY 2012 grants must be closed because it is two year money. If the project is onging think of it as being completed in phases and you will enter in a new project under the next year’s grant.

9. Good & Bad Examples of Project Descriptions
Good description of National Register activity
During fiscal year 2014 the State Heritage Council’s National Register program held three Review Board meetings and showed an overall increase in the number of district listings compared with the number of district listings in FY The State had 27 listings in FY 2014—19 individual properties and 8 districts—as compared with 20 listings in FY 2013—18 individual properties and 2 districts. In the second year of the grant cycle fiscal year 2014 the State National Register program held three Review Board meetings and showed an overall increase in the number of district listings compared with the number of district listings in FY State had 27 listings in FY 2014—19 individual properties and 8 districts—as compared with 20 listings in FY 2013—18 individual properties and 2 districts. The 19 individual listings in FY 2014 added 67 contributing features to the National Register—cumulatively more contributing features than were listed in 2013 or In 2014, more districts in State were listed than in any of the last 6 years, with more buildings placed on the National Register in a single year than in any of those years except 2008.
NOT an adequate description
Project Description: Continue adding properties to the National Register.

10. Good & Bad Examples of Project Titles
Descriptive Titles
Subgrants
Project Title: St. Petersburg Indian Mounds Master Plan
Project Title: Medford - Hillside Neighborhood Survey
In-house
Project Title: Reconnaissance Survey
Project Title: Historic Preservation and Sustainability Study
NOT descriptive titles
Project Title: City of Danville
Project Title: King County

11. Planning and HPF Online
November 10, 2014
Add objectives as soon as NPS approves the plan.
Leave as is until the next plan, in years!

12. November 10, 2014
HPF Online
In HPF applications and EOY reports, tag each project with the CURRENT objectives to which the project contributes.

13. Active Year PADB Check points Ongoing projects
Check that the planned pass through for CLGs is at least 10%.
Check that subgrants are appropriately labeled as CLGs.
Data feeds to carryover statement.
For the active year (FY13) many of the projects will be ongoing. We recognize that this is a reality with the delays in the appropriations. All of the requirements we just discussed for the closing year also applies to the active year except the status can and often will be active.
Show All Project List for Active Year.

14. Calculating CLG Pass-Through
The data entered in the PADB reports automatically calculates the required 10% minimum pass-through to CLGs.
It is a good idea to plan on passing through more than the required 10% in case a project or several get canceled.
The grant was $1,031,826 so the minimum pass through should have been $103,182.
103,182-98,817.74= 4, recapture
It is required by law that 10% of the annual HPF grant funds are passed-through to CLGs for subgrants.
If you do have funds to be recaptured notify your grant manager.
Any questions about the PADB for the closing year?

15. The PADB automatically calculates: Unexpended Carryover Funds Table
Project Activity Database Carryover Statement
The planned Federal amount for CLG subgrants must be at least 10% of the Federal award.
Carryover Statement must be signed.
Submit a request for a waiver if the carryover is greater than 25% of the Federal grant award.
The unexpended funds table pulls all subgrants and shows how much has been committed to CLGs and how much is yet to be paid.
The Unexpended Carryover Funds Table feeds into the PADB Carryover Statement.
You will enter in the amount of the Federal grant money that was spent in the first year of the active grant.

16. Carryover Statement shows the costs already paid in the 1st year, what is committed to subgrants, the amount that has not been obligated to any project, all of which totals the grant award. The Carryover Statement verifies section 10d-h of the active year’s 425 form . Walk through how this matches the 425.
75% of the Federal Grant funds should be spent or obligated within the first year.
Carryover Statement must be signed.
If you are looking to carryover more than the 25% over a signed request for a waiver must be submitted. This should not become the normal operating standard.
Pull up the 425 form.
The close out year 425 shows the money expended and any money to be recaptured.
Explain program income and indirect costs.

17. SF 425 The EOY Report requires submitting two SF 425 .
One for the closing year, reporting on the full two- year grant period.
One for the first year of the active grant.

18. Sources of NonFederal Matching Share Report
For the Closing Year only, cumulative for the grant period
40% required match
Typically the Federal money that can be used for match is HUD’s CDBG funding, unless Congress stipulates that a program can be used as Federal match in the enabling legislation.
Identify the specific sources of Federal, nonprofit, commercial or private funds
The total match must equal the match amount stated on the SF 425 for FY1 (2014)
The total amount of the CLG match must equal the CLG pass-through report.
This informs us the sources of the required 40% matching funds and verifies that the minimum required amount was provided. Because the active grant is ongoing, you may not know specifically the final match amounts. Fill in this form with the closing year (in this case FY 2012) match only.

19. • The only source of Federal money that can be used for match is the CBDG.
• If Federal, Nonprofit, Commercial or Private money is used as match identify the specific source in an attachment to the report.
• The total match must equal the match amount stated on the SF 425 for FY1 (2012)
• The total amount of the CLG match must equal the subgrant match amount reported in the PADB for the closing year.

20. SF 428 Series
SF 428s are used to report on the acquisition or disposal of equipment valued at $5,000 or more per unit purchased with Federal or matching funds.
All non-Federal entities must annually submit an inventory of Federally owned property.
The SF 428 Cover Sheet
Optional – reviewed as it demonstrates the suite of SF 428 forms covering property inventory.
SF 428A
Required. Use for the active year grant. For this year (2015 EOY Report) use this for 2015 grant.
SF 428B
Required. Use for closing grant. For this year (2015 EOY Report) use this for 2014 grant.
SF 428C
As needed - when a grantee wants to dispose of federal property while the grant the property was purchased with is still active. This should be filed at the time they want to dispose of property. For 2015 EOY Report only if property purchased with 2014 or2015 money is being disposed during the grant period.

21. SF 428-A Annual Inventory Form
Submit with the End of Year Report for open grant.
Must be completed at EOY even if nothing was purchased.
Only property purchased with the grant you are reporting on.
Include serial number
1. SF-428-A (Annual Report): The SF-428-A (Annual Report) is submitted at the end of the year while the grant is active. That means, for this year, that will be the FY2014 HPF grant.
2. SF-428-B (Final Report): The SF-428-B (Final Report) will be submitted when the grant closes out. That means, for this year, it's the FY2013 HPF grant.
3. SF-428-C (Disposition Request): The SF-428-C is submitted when a grantee wants to dispose of federal property while the grant the property was purchased with is still active. This should be filed at the time they want to dispose of property. So, for instance, if a grantee is disposing of property purchased with an active grant such as from FY2014 or Sandy grant funds they need to report on those items as they are disposed. But if a grantee is disposing of property purchased with funds from a closed grant they do not send us anything related to inventory, disposition, or otherwise. Some things, I believe are exceptions, such as if the value is significant such as vehicles and such. I'll look more into that.
4. SF-428-S (Supplemental Form and Instructions): This is not required but can be used to help the grantee fill out the forms or to provide detailed individual item information.

22. SF 428-B Submit with the End of Year Report for closing grant.
Include the inventory of what was property with the closing grant.
Must be completed at EOY even if nothing was purchased.
1. SF-428-A (Annual Report): The SF-428-A (Annual Report) is submitted at the end of the year while the grant is active. That means, for this year, that will be the FY2014 HPF grant.
2. SF-428-B (Final Report): The SF-428-B (Final Report) will be submitted when the grant closes out. That means, for this year, it's the FY2013 HPF grant.
3. SF-428-C (Disposition Request): The SF-428-C is submitted when a grantee wants to dispose of federal property while the grant the property was purchased with is still active. This should be filed at the time they want to dispose of property. So, for instance, if a grantee is disposing of property purchased with an active grant such as from FY2014 or Sandy grant funds they need to report on those items as they are disposed. But if a grantee is disposing of property purchased with funds from a closed grant they do not send us anything related to inventory, disposition, or otherwise. Some things, I believe are exceptions, such as if the value is significant such as vehicles and such. I'll look more into that.
4. SF-428-S (Supplemental Form and Instructions): This is not required but can be used to help the grantee fill out the forms or to provide detailed individual item information.

23. SF 428-C Submit when disposing of property purchased with grant.
SF 428-C is only used when equipment is being disposed of that retains value.
For items purchased in prior years please check with grant manager to discuss depreciation and what value remains. For example a car purchased in 2010, may still need to be reported on when it is being disposed of because it is of high value. Value under $5000 does not need to be reported.
1. SF-428-A (Annual Report): The SF-428-A (Annual Report) is submitted at the end of the year while the grant is active. That means, for this year, that will be the FY2015 HPF grant.
2. SF-428-B (Final Report): The SF-428-B (Final Report) will be submitted when the grant closes out. That means, for this year, it's the FY2014 HPF grant.
3. SF-428-C (Disposition Request): The SF-428-C is submitted when a grantee wants to dispose of federal property while the grant the property was purchased with is still active. This should be filed at the time they want to dispose of property. So, for instance, if a grantee is disposing of property purchased with an active grant such as from FY2014 or Sandy grant funds they need to report on those items as they are disposed. But if a grantee is disposing of property purchased with funds from a closed grant they do not send us anything related to inventory, disposition, or otherwise. Some things, I believe are exceptions, such as if the value is significant such as vehicles and such. I'll look more into that.
4. SF-428-S (Supplemental Form and Instructions): This is not required but can be used to help the grantee fill out the forms or to provide detailed individual item information.

24. Cumulative Products Tables
Compare the estimates and actuals. If there is a great difference an explanation should be provided.
Look for the relationships between the data of the cumulative products table and the PADB reports.
We fill in the actuals for CLG, tax, & National Register.
If there is a lot of productivity in specific areas consider reporting on these achievements in the success stories!
The comparison between estimates and actuals. If there is a great difference an explanation should be provided.
Look for the relationships between the data of the cumulative products table and the

25. FSRS/ USAspending.gov
All sub-grants awarded for $25,000 or more must be entered into the FFATA Subaward Reporting System (FSRS) at within one month of award.
This is mandated by the Federal Funding Accountability and Transparency Act (FFATA)
The subgrants entered are linked to your grant and searchable on usaspending.gov

26. Additional Components of the End of Year Report
3 Success Stories - Help us share the benefits of this program and get people excited about supporting preservation! – Successes should be tied to HPF.
2 copies of the actual products produced under this grant!
Certification that a Single Audit has been submitted to the Federal Audit Clearinghouse
State Historic Preservation Plans should be current!
Review all Special Conditions of your grant agreement
What about digital products? Why 3 copies and where do they go?

27. 50th Anniversary of National Historic Preservation Act!
Share preservation stories under #50for50!
For more information including a calendar of locations featured by week:
Our partners behind Preservation have a series of logos available at

28. Thank you for your time and attention and especially your dedication to Preservation!
Any questions?