Historic Dis Guidelines Grant AMEMORANDUM
December 11, 2001
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
Preservation Services Grant Agreement for Historic District Design
Guidelines Manual
The National Trust for Historic Preservation has awarded the City a $2,500 grant from
their Preservation Services Fund to match local funds to print copies of a design
guidelines manual for the City's five historic districts. Planning Services Manager Laura
Carstens recommends approval of the Preservation Services grant agreement.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
CITY OF DUBUQUE, IOWA
MEMORANDUM
December 11, 2001
TO:
Michael C. Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager
SUBJECT: Preservation Services Grant Agreement for Historic District Design
Guidelines Manual
This memo transmits a Preservation Services grant agreement for the Historic Distdct
Design Guidelines Manual. The National Trust for Historic Preservation has awarded the
City a $2,500 grant from their Preservation Services Fund to match local funds to print
copies of a design guidelines manual for the City's five histodc districts.
The City already has received two Certified Local Govemment grants from the State
Historic Preservation Office for development of the Historic District Design Guidelines
Manual and a design review training program. Development of the manual is underway,
with a steering committee of key City staff and community stakeholders working with the
project consultant.
The local match for the two state grants and the Preservation Services grant is provided
through a new Histodc District Public Improvement Program approved by the City Council
in March 2001 for FY02. The manual and the training program are to be completed by
June 2002.
I recommend that the City Council authorize the Planning Services Manager to sign the
Preservation Services grant agreement for the Historic District Design Guidelines Manual,
on behalf of the City of Dubuque.
Attachment
Icarstens/MVM/psgrant. mem.doc
MIDWEST OFFICE
NATIONAL TRUST
for HISTORIC PRESERVATION
November 29, 2001
Ms. Laura Carstens
Planning Services Manager
City of Dubuque
50 W. 13~ Street
Dubuque, IA 52001
Dear Ms. Carstens:
It is a pleasure to inform you that the City of Dubuque's application for a Preservation
Services Fund grant has been approved. We have allocated $2,500 to match local funds for
the development of a design review guidelines manual for the rehabilitation of historic
propexties and design review training for the City's Preservation Commission, City staff,
owners of historic properties, design professional and contractors.
This grant was made possible by a gift from the Charles Evans Hughes Memorial Preservation
Fund.
Acceptance of this grant is indication of your willingness to conduct your project as outlined
and budgeted in your grant application. If we have not awarded the full amount requested in
your grant application, it is our expectation that the full project will still be completed. Any
changes to the budget or scope need approval from the Midwest Office prior to proceeding.
Additionally acceptance of this grant is indication of your willingness to conduct your project
in conformance with the following special conditions:
1. National Trust Concurrence with Consultant Selection. The National Trust must
approve your selection of a consultan[ If you have chosen a consultant for services, we request
that you forward background material for our review. (Selection process must conform to the
conditions listed in Item 4 below.) If you have not yet made a decision, we will be happy to
assist you in locating consultants for your consideration.
2. Competitive Procurement Process. You agree that all procurements of goods and
services shall be conducted in a manner that provides maximum open and free competition.
When a procurement exceeds $5,000, you must seek at least three (3) competitive bids or
Protecting the Irreplaceable
55 WEST JACKSON BOULEVARD - SUITE $50 · CHICAGO, IL 60604-
quotes. (This applies to any procurement greater than $5,000 that is part of this gram-assisted
project, whether fimnced through PSF 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 procurements of goods and
services, including consultant services, do not present a conflict of interest.
3. Prohibition of Lobbying. You agree that no part of the compensation authorized by this
agreement or the matching share will be used, directly or indirectly, to pay for any personal
service, advertisement, telegram, telephone, letter, printed or written communication, or any
other device intended or designed to influence in any manner a member of Congress, to favor
or oppose, by vote or otherwise, any legislation or appropriation by Congress.
4. ' Equal Opportunity. You agree not to discriminate against any employee or applicant for
employmem because of race, color, religion, sex, age or national origin. Further, you agree
to take affirmative action to assure that applicants are employed and that employees are treated
during their employment without regard to their race, color, religion, sex, age, or national
origin. The obligations of this paragraph also extend to disabled veterans, Vietnam-era
veterans and handicapped persons.
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 Iaterior's Standards for
Rehabilitation or Standards for Preservation Projects, as appropriate.
7. Publicity and Acknowledgment 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 acknowledgment of the
Trust's participation should be given using the following statement:
"This project has been funded in part by a grant from the National Trust for Historic
Preservation's Charles Evang Hughes Preservation Services Fund.'
8. Project End Date. The time limit for completing your grant-assisted project will be one
year, commencing from the date of the grant disbursement letter that will accompany your
gram payment from the National Trust. Should any problems arise, please contact this office
to discuss an extension of time.
9. Final Report. Within thirty (30) days of the project end date, you must submit a final
report and financial accounting on the use of the grant to the National Trust.
Grant funds that are not matched or are used for any purpose not authorized or for
unauthorized changes in the project scope must be re'unbursed to the National Trust.
Please sign and return the original of this letter to my office by December 31, 2001 as your
acceptance of this agreement. (The enclosed copy is for your records.) 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.
We are pleased to assist in your preservation project and trust that this grant will prove
valuable to your effort.
Sincerely,
Michael J. Matts
Director of Programs
CONCUR
TITLE
DATE
~nclosures
David Cordes, NTHP Advisor
Curt Heidt, NTHP Advisor
Lowell Stoike, Deputy SHPO
Bruce Yaruall, PSF Coordinator