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Design Guidelines Update Grant AgreementMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Design Guidelines Update Grant Agreement DATE: June 5, 2013 Dubuque kital All- America City II 111! 2012 Planning Services Manager Laura Carstens recommends City Council approval for the City Manager to execute the grant agreement to update the City of Dubuque Design Guidelines. I concur with the recommendation and respectfully request Mayor and City Council approval. duat4A., krt., italy, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Laura Carstens, Planning Services Manager Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager SUBJECT: Design Guidelines Update Grant Agreement DATE: May 30, 2013 Dubuque * * * ** All-America City 2012 Introduction This memorandum forwards the enclosed grant agreement to update the City of Dubuque Design Guidelines. City Attorney Barry Lindahl has reviewed the agreement and finds no issues. Background The project includes a comprehensive review, update and consolidation of the Historic District Guidelines and the Downtown Design Guidelines into a single user - friendly document. The update also includes integrating new guidelines which address sustainability and accessibility principles. Discussion The cost to undertake the project is $37,760. The City of Dubuque was awarded $5,000 in Preservation Funds from the National Trust for Historic Preservation (NTHP) to leverage the cost. $15,000 will be funded through FY2013 CIP 240- 2431/102- 2431Historic Preservation Technical Assistance funds, $15,000 will be funded through FY 2013 CIP 102 -2432 Historic /Architectural Surveys and Evaluations funds and the remaining $2,760 will be paid through savings realized from the vacant Planning Technician position. Attached is the resolution which authorized the grant application. Requested Action Please sign and return the grant agreement at your earliest convenience. Enclosures Prepared by David Johnson, Assistant Planner cc: Barry Lindahl, City Attorney Ken TeKippe, Finance Director National Trust for Historic Preservation Save the past. Enrich the future. May 22, 2013 Michael Van Milligen City Manager City of Dubuque 5o W. 13th Street Dubuque, IA 52001 Dear Michael: It is a pleasure to inform you that your application for a National Trust Preservation Fund grant has been approved. We have allocated $5,000 from the Dr. Frank Henry Landes Preservation Fund for Iowa to match local funds to help support City of Dubuque Design Guidelines Update. The National Trust for Historic Preservation is very supportive of your worthwhile preservation activity. It was selected from a large number of qualified applicants competing for a very limited amount of funds. We hope that this letter of support and financial commitment will assist your organization in raising any additional funds needed for this historic preservation activity. Acceptance of this grant is indication of your willingness to conduct your project in conformance with the following special conditions: 1. Required Match. This grant must be matched with other funding on a one -to -one basis. Evidence of the match must be submitted in the final report required in Paragraph 9. 2. National Trust Concurrence with Consultant Selection. We concur with your selection of Winter & Company for this project. If you wish to change consultants, new approval must be sought from the National Trust. 3. Competitive Procurement Process. You agree that all procurement of goods and services shall be conducted in a manner that provides maximum open and free competition. When a procurement exceeds $5o,000, you must seek at least three (3) competitive bids or quotes. (This applies to any procurement greater than $25,000 that is part of this grant - assisted project, whether financed through National Trust funds or through the matching funds that make up the rest of the project's approved budget.) Although it is not always necessary to select the lowest bid, an explanation for the selection must be documented using the attached Competitive Bid Report Form, which should be retained in your files and made available to the National Trust upon request. You should also maintain procedures to ensure that procurement of goods and services, including consultant services, do not present a conflict of interest. 4. Equal Opportunity. You agree not to discriminate against any employee or applicant for employment because of actual or perceived race, color, national origin, creed, age, gender, marital status, sexual orientation, religion, mental and physical disabilities, sex (including pregnancy), personal appearance, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation or veteran status. 1785 Massachusetts Avenue NW Washington, DC 20036 E Info @savingplaces.org P 202.588.6000 F 202. 588.6038 www.PreservationNation.org 5. Retention of Records. You must maintain auditable records of all expenditures under this grant for three (3) years after completion of this grant- assisted project. 6. Planning for Preservation Work. Any documents or plans for preservation work that result from the project must conform to the Secretary of the Interior's Standards for the Treatment of Historic Properties, as appropriate. 7. Publicity and Acknowledgement of Grant Assistance. For your assistance, we enclose a sample press release format for use in publicizing the grant. The National Trust must be listed as a supporter in any printed material and publicity releases. Should material emanating from this preservation activity be published for distribution, appropriate acknowledgement of the Trust's participation should be given using the following statement: "This project has been funded in part by a grant from the Dr Frank Henry Landes Preservation Fund for Iowa of the National Trust for Historic Preservation." In accepting this grant, the grantee agrees to provide the National Trust for Historic Preservation in the United States with a non - exclusive, royalty -free license to use, and to allow others to use, any reports or other materials funded by the grant. 8. Project End Date. The time limit for completing your grant- assisted project will be one year, commencing from the date of your grant disbursement from the National Trust. Should any problems arise, a written request for an extension of the project must be submitted to our office for consideration within ten (ro) days of the project end date. 9 Final Report. Within 3o days of the project end date, you agree to submit a final report and financial accounting on the use of the grant, as well as any materials or reports emanating from the grant to the National Trust. The final report must be submitted online in the same system used to submit the grant application. See the "Find Funding" section of our website (www.PreservationNation.org) for the link to that system. 10. The Requirement of Return of Funds. The National Trust shall require that you return the grant funds, plus accumulated interest, in the event that you: (i) fail to complete the project as described in your application; (2) fail to complete the project within one year of the disbursement date; (3) fail to obtain written approval from the National Trust prior to making a material change to the project; (4) fail to match the grant funds on a dollar -for- dollar cash basis; or, (5) fail to submit the final report within 30 days of the project end date. We would like to complete disbursement of funds to your organization as soon as possible. If we do not hear from you by June 22, 2013 the funds obligated for the project will be returned to our regional fund reserve for the National Trust Preservation Funds program. Please sign and return the original of this letter to my office as soon as possible as your acceptance of this agreement. By doing this you acknowledge that these grant funds will be used expressly for the purposes described in your grant application and are subject to the conditions contained in this letter of agreement. Please contact our office for any additional assistance. We are pleased to assist in your preservation project and trust that this grant will prove valuable to your effort. CONCUR Sincerely, l� (. Va/(w Nicky Vann Director, Administration, Grants, and Awards TITLE Prepared by: Laura Carstens. City Planner Address: City Hall 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4210 Return to: Kevin Firnstahl. City Clerk Address: City Hall. 50 W. 13th St Dubuque, IA 52001 Telephone: 569 -4121 RESOLUTION NO. 292 -12 RESOLUTION AUTHORIZING GRANT APPLICATION FOR NTHP FUNDS TO UPDATE CONSOLIDATE DESIGN GUIDELINE MANUALS Whereas, the National Trust for Historic Preservation (NTHP) has Preservation Funds available to encourage preservation at the local level by providing seed money for preservation projects; and Whereas, the City of Dubuque has an adopted design guidelines in for both local historic districts and the Downtown Design Guidelines Area; and Whereas, the Historic Preservation Commission has determined a need to consolidate existing-design guidelines manuals and update the manuals to incorporate sustainability and modern accessibility principles. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. The Planning Services Manager is hereby authorized to submit the NTHP Preservation Funds grant for $5,000 to update and consolidate design guideline manuals. Section 2. The City Council hereby provides its written assurance that the completed project will be adequately maintained for its intended use in accordance with state requirements. Passed, approved and adopted this 5th day of November 2012. Roy D./=uol, Mayor Attest: K: in'S. Firnstah , C Mark f lusersldjohnsonlhpcldeslgn guidelines update\resolullon.doc