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20162016Heritage Trust Fund Heritage Trust Fund
Grant WorkshopGrant Workshop
HTF Program BackgroundHTF Program Background
Reimbursement grant created in 1990 Over $22 million awarded to date! Funding Source
New funding formula in 2015• Per page fee collected by Register of Deeds• No county will pay more than $30,000 per year• Statute mandates that must be dispersed across Kansas• Half must go to City /County /Historical Society
Eligible PropertiesEligible Properties Listed Properties
National Register of Historic Places Register of Historic Kansas Places Contributing Properties in a NR-Listed District
Properties owned by the State or Federal government are NOT eligible.
Eligible ApplicantsEligible Applicants Applicant must own the property
(very few exceptions) If there is more than one owner then all owners
must consent to the application in writing Examples of owner types:
Private Owners Non-Profits Local/County Governments For-Profit Corporations
Eligible ActivitiesEligible Activities Activities
Rehabilitation• Ex: upgrading mechanical systems, remodeling bathroom
Restoration• Ex: reconstructing missing features (must provide documentation)
Preservation• Ex: maintain/repair historic materials, activities to halt deterioration
Non-Construction Activities • Ex: historic structure reports, maintenance plans, construction plans
Work must conform to the Secretary of the Interior’s Standards for the Treatment of Historic Propertieshttp://www.nps.gov/history/hps/tps/standguide/
Ineligible ActivitiesIneligible Activities Additions Interpretive Displays Equipment Purchases Major Reconstructions Acquisition of Property Relocation of Structures (without SHPO approval) Grant Administration Expenses General Maintenance
Additional ineligible activities are found in the program information
Maximum Award: $90,000Minimum Award: $5,000Grant provides reimbursement of up to
80% of project costsRecipients Provide 20% Match
Must be cash match No donated or indirect matches Cash match must be availablemust be available no later
than November 2, 2015
NumbersNumbers
For-Profit Corporations are 50/50 Match
Project on properties owned by for-profit corporations will only be considered if:
the property’s continued existence is threatened, or
the project is not financially feasible without assistance
This is a reimbursement program
You are expected to maintain cash flow and pay consultants/contractors per your contracts with them.
Documentation of payment is required when you request reimbursement.
Reimbursement requests are processed as quickly as possible.
Reimbursement Requests – “the important part”
To receive a reimbursement:
a distinct portion of the work must be 100% complete
only for work identified in the grant agreement
work must be during the grant period
work must conform to Secretary of the Interior’s Standards.
Photos showing completed work must be submitted.
document with purchase orders, requisitions, bills, or other evidence of liability, as well as copied checks or other evidence of expenditure.
mobilization fees, travel, set-up, material purchase, etc. are not considered line items for reimbursement purposes and should be incorporated into applicable work items.
Retainage
HTF will withhold 10% (retainage) from each reimbursement satisfactory completion of all work.
The amount remaining will be reimbursed upon receipt of the project completion report and supporting documentation.
Example:• Contractor completes west side windows and bills you for $10,000• Your contract with him allows you to withhold 10% retainage until the whole project is complete.• You pay the contactor $9,000 ($10,000 - $1,000)
Reimbursement:Invoice = $10,000Proof of payment = $9,000HTF reimbursement = 80% of $10,000 = $8,000HTF retainage = 10% of $8,000 = $800Reimbursement amount = $7,200
DeadlinesDeadlines Preliminary Drafts (optional)
September 1, 2015
• Postmarked or hand-delivered by 4:30 pm Final Applications
November 2, 2015
• Postmarked or hand-delivered by 4:30 pm Awards Announced
February 2016
• Historic Sites Board of Review Meeting
HTF Application MaterialsHTF Application Materials 2016 Program Information
2016 Application Carefully read both before filling out form! Applications must be submitted on forms provided
• Do not alter the spaces • Only add information where clearly allowed
No folders, binders or separate envelopes www.kshs.org/14617
Application RequirementsApplication RequirementsFour Sets:
One (1) original and three (3) copies/duplicates Includes application, photos, etc.
* Only one copy of certain attachments are needed.
ORIGINAL
HERITAGE TRUST FUND
2016
Grant Application
Place photograph here.
Should be an overall view of building/property.
(Property Name As Listed in the National or State Register)
Total Project Cost $ ______ Grant Request $ _____________
The Kansas Historical Society does not discriminate on the basis of race,
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
COPY 1
HERITAGE TRUST FUND
2016
Grant Application
Place photograph here.
Should be an overall view of building/property.
(Property Name As Listed in the National or State Register)
Total Project Cost $ ______ Grant Request $ _____________
The Kansas Historical Society does not discriminate on the basis of race,
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
COPY 2
HERITAGE TRUST FUND
2016
Grant Application
Place photograph here.
Should be an overall view of building/property.
(Property Name As Listed in the National or State Register)
Total Project Cost $ ______ Grant Request $ _____________
The Kansas Historical Society does not discriminate on the basis of race,
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
COPY 3
HERITAGE TRUST FUND
2016
Grant Application
Place photograph here.
Should be an overall view of building/property.
(Property Name As Listed in the National or State Register)
Total Project Cost $ ______ Grant Request $ _____________
The Kansas Historical Society does not discriminate on the basis of race,
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
Cover PageCover PageHERITAGE TRUST FUND
2016
Grant Application
_________First National Bank - Seneca___________(Property Name As Listed in the National or State Register)
Total Project Cost $ ___30,000__________ Grant Request $ ___24,000___________
.
Make the first photo on the front page the pretty, overall shot.
Don’t worry about showing the problems until later in the application.
The ApplicationThe ApplicationSection A – D: NOTE: Application Deadline List the legal owner as of November 2nd, 2015
State the historic name of the property! Call us if you don’t know the historic name. Grant or Project Administrator should be the one person who is the main point of contact for the project. Can be same as owner.
Check the most appropriate box.
Check the appropriate box. If you aren’t
sure, give us a call.
Be sure to include the name of the historic
district if applicable.
Give a very brief overview of the project. A couple of sentences at the most. Don’t worry about explaining your need for the grant or how the property came to be in this condition just yet.
Answer all questions within each section.
• Remember that all properties applying are listed in the Register. They are all significant in some way!
• Briefly describe the significance of your property as it relates to events, trends, and/or people in local, state, or national history.
•What makes your property unique?
State statute requires applicants to demonstrate “the potential benefit to the community and the state” as well as “community support for the project”.
• Explain how your project/property benefits or will benefit the community and state.
• Summarize the community’s support of the property or project and demonstrate that support by attaching letters of support.
•Briefly describe how the property came to be in its current condition.
•What are the causes of the current problems? •Has the property been maintained by you or a past property owner?
• Describe the most urgent, current preservation need. Generally this will involve the exterior envelope of a building. Explain how that need ranks against other issues that may be facing the property.
The state statute that created this grant requires the grant committee to consider “whether or not the property is endangered” when they are selecting awards.
• Explain how your property is endangered • development encroaching• erosion• lack of maintenance by a previous owner, • Deterioration• poor construction
Explain how your proposed project will address the endangerment and protect the property.
• Have you utilized other grants, tax credits, personal savings, etc. on previous repairs, maintenance, or major projects on this property?
• What other sources of funding do you have available for this project?
• Are you applying for any other grants, loans, tax credits, etc.?
• If the project is not eligible for other funding sources, explain why.
The 20% match must be available November 2nd. •Do you have it?•If so, in what form do you have it?
• Loan agreement• Cash savings• Another grant
NEW THIS YEAR – Applicants must provide documentation of their match. See Section O.
The state statue that created this program requires the grant committee to take into consideration “the administrative ability of the applicant” when considering grant awards.
•We want to have ONE point of contact on the project if you are funded.
•Tell us who will administer the grant.
• Make sure that person knows they are the administrator and actually wants that job.
•Why are they suitable for this role? – Should be someone who can work with the project team and HTF staff, keep
records, provide monthly progress reports, and someone you expect to remain throughout the entire project.
The grant review committee needs to know:•what you are doing•how you are doing it•when you plan to do it•how much you think it will cost.
Use the sample on page 10 to format your schedule, budget, and scope of work.
•Keep in mind that if your project is awarded a grant, we will use this schedule and draft budget as a basis for a Project Agreement
(agreement between the SHPO and the grantee).
• Reimbursements from the grant award will be given based on the 100% completion of each line item.
•Carefully consider how you divide up your project. You may need more than the 20% match.
• This is the only part of the application where you can use additional pages if needed.
• Items need to be distinct portions of physical work that can be completed and then submitted for reimbursement.
Example project schedule and budget: Explain what needs to be done.
Provide an estimated cost and estimated date.
Line items cannot be written for “set up”, “demolition”, or “mobilization”.
Line items have to represent a distinct portion of the physical work on the building and that work will have to be 100% complete before reimbursement is made. For example: if your project includes window rehabilitation, it is recommended that you divide line items by number of windows rather than by phases of the window work.
Recommended:
Six windows on the north $10,000.00
Six windows on the south $10,000.00
NOT Recommended:
Remove 12 windows $5,000.00
Repair 12 windows off site $11,000.00
Reinstall 12 windows $4,000.00
Using the services of an architect or engineer?– Include a budget line only if you want HTF to reimburse for that– Define what you expect them to do for you– Provide an estimated cost for their services– Provide estimated dates of their services
*Make an investment in hiring a good consultant to help guide you.*
4) Add the consultant fees
5) Total the project expenses.
6) Figure grant request – typically 80% of the project total. Cannot exceed $90,000.
1) Record the total estimated construction costs.
2) Record the estimated project completion date.
3) The contingency is 20% of construction costs (not including consultant costs).
All attachments are mandatory.
You may NOT send missing attachments after the grant deadline date!
Letters of Support - Keep the number of letters to a minimum. The committee is unlikely to read every one.
Preservation Plan - Recommend that you summarize the large plan into a one to two-page outline and include that with each copy.
Photo Requirements Label, Date, & Describe Photos
• Please describe features shown in relation to construction activity listed/described in Section N
Digital Photos are Acceptable (printed out)
• Be aware of the printed quality of your photos Recommend Attaching / Securing Photos to Application
• This can be done by printing photos on photo paper or adhering photos to a sheet of paper
• Attach after last page of the printed application• Only print those photos that really show the areas described in the
project; additional photos may be added to the required photo CD
* Photos Consistently Make or Break an Application*
PhotographsTo complete your application- please include photos that document the description in Section N Close-ups of
damage and deterioration.
Draw arrows and circle items as needed
to point out needed work items.
Be sure to label each photo and the work items shown.
PhotographsPhotographs
Number and point
PhotographsPhotographs
Use aerials if helpful.
PhotographsPhotographs
Label to the side and draw arrows.
Provide additional explanation.
Provide more information, but don’t make the images so small the reviewers can’t see.
Photographs
Photographs
Take notice of the weather and trees!
WARNING!
Photographs Photo Tips – What NOT to do!
• Fuzzy photos
• Partial facades
Photos need to have some description and reference point.
Watch your fingers!
Photo CDPhoto CD
Section O – Mandatory Attachments CD or Thumb Drive with minimum of 10 images
• First photo should be an overall view
• Remaining images
– Can be same as hard copies in application
– Can include historic photos
• Label CD or Thumb Drive
• Include a short description of each photo on an MS Word document OR label the digital images clearly so we can tell what we are looking at.
• Burn /save images as separate JPEG files
(not PDF, Word, or PowerPoint files).
ApplicationApplication
Don’t Forget!!
The Assurances need to be:
Read and Signed!
Further Thoughts…Further Thoughts… Complete your application in a manner
that convinces the reviewers that your property & the proposed work is important and should be funded.
Have others read & edit your application.
We are happy to provide technical advice regardless of whether your property receives a grant.
Be sure to take advantage of the
Preliminary Review.
Draft applications must be submitted to us by September 1, 2015.
For additional information contact:
HTF Grants ManagerHeritage Trust Fund Grant Program
Kansas State Historical SocietyHistoric Preservation Office
6425 SW 6th AvenueTopeka, KS 66615-1099785-272-8681 ext. 215
Fax 785-272-8682
or www.kshs.org
