Certified Local Government (CLG) Grant Agreement for HPC Scholarships Copyrighted
January 16, 2018
City of Dubuque Consent Items # 9.
ITEM TITLE: Certified Local Government (CLG) GrantAgreementfor
Historic Preservation Commission Scholarships
SUMMARY: City Manager recommending adoption of a resolution
approving the CLG grant agreement and authorizing the
Mayor to sign on behalf of the City to receive the
scholarships that enable at least four Historic Preservation
Commission members to attend the 2018 National Alliance
of Preservation Commissions Biennial Forum.
RESOLUTION Authorizing CLG Grant Agreement with
State Historic Preservation Office for Scholarships for
Historic Preservation Commissioners to attend National
Preservation Conference
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s)
ATTACHMENTS:
Description Type
CLG Grant for HPC Scholarships-NNM Memo City Manager Memo
Staff Memo Staff Memo
State Notification letter Supporting Documentation
CLG GrantAgreement Supporting Documentation
Resolution Resolutions
THE CITY OF Dubuque
�
AIFA�erlwGh
UB E '�� III►
Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: CLG Grant — HPC Scholarships to Attend National Conference
DATE: January 9, 2018
The City of Dubuque has been awarded a $3,000 Certified Local Government grant for
scholarships to enable at least four Historic Preservation Commission members to
attend the 2018 National Alliance of Preservation Commissions biennial FORUM to be
held in Des Moines on July 18-22, 2018.
Planning Services Manager Laura Carstens recommends City Council adoption of a
resolution approving the CLG grant agreement and authorizing the Mayor sign on behalf
of the City to receive the scholarships.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�� �� ���
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Laura Carstens, Planning Services Manager
THE CITY OF Dubuque
^"'..- ui.�
DuB E ;i���A,
Masterpiece on the Mississippi Zoo��Za12
2013 2017
TO: Michael C. Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager `<���
SUBJECT: CLG Grant - HPC Scholarships to Attend National Conference
DATE: December 18, 2017
INTRODUCTION
The City of Dubuque has been awarded a Certified Local Government (CLG) grant for
scholarships to enable at least four Historic Preservation Commission (HPC) members
to attend the 2018 National Alliance of Preservation Commissions (NAPC) biennial
FORUM to be held in Des Moines, lowa on July 18 - 22, 2018. State correspondence,
the CLG grant agreement, and a resolution are enclosed.
DISCUSSION
As a Certified Local Government, the City of Dubuque has agreed to provide for annual
education and training for Historic Preservation Commissioners. FORUM 2018 includes
dozens of educational sessions and discussion panels, mobile workshops and tours,
and five days of non-stop networking for commission staff and volunteers representing
local, state and national organizations and government agencies. This conference is a
tremendous opportunity for Commission members to learn about trends and best
practices in preservation in other communities, and then to bring that knowledge back to
Dubuque to enhance, strengthen and promote our local historic preservation program.
BUDGETIMPACT
The $3,000 in CLG grant funds will cover the estimated cost of$750 each for four HPC
members to attend two full days of this conference. The required 1:1 match is available
in City's FY18 budget for City Planning/Historic Preservation Activity for Travel-
Conferences 10062700 62310 which has a balance of$4,411.50 available. This Iine
item provides for the Planning Services Manager and two staff to attend FORUM 2018.
RECOMMENDATION
I recommend that City Council adopt the resolution approving the CLG grant agreement
and authorizing the Mayor to sign on behalf of the City to receive the scholarships for
HPC members to attend the 2018 NAPC FORUM in Des Moines.
Enclosures
cc: Jenny Larson, Budget Director
1
Prepared by: Laura Carstens. Citv Planner Address: City Hall. 50 W. 13th St, Dubuque, IA 52001 Telephone: 589-4210
Return to: Kevin Firnstahl. Citv Clerk Address: City Hall. 50 W. 13th St. Dubuque, IA 52001 Telephone: 589-4121
RESOLUTION NO. 7-18
RESOLUTION AUTHORIZING CLG GRANT AGREEMENT WITH STATE HISTORIC
PRESERVATION OFFICE FOR SCHOLARSHIPS FOR HISTORIC PRESERVATION
COMMISSIONERS TO ATTEND NATIONAL PRESERVATION CONFERENCE
Whereas, the State Historic Preservation Office has awarded Certified Local
Government (CLG) grant funds to the City of Dubuque for scholarships for Historic
Preservation Commissioners to attend the 2018 national preservation conference in Des
Moines; and
Whereas, as a Certified Local Government the City of Dubuque has agreed to provide
for annual education and training for Historic Preservation Commissioners.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. The Mayor hereby is authorized to sign the FY 2018 CLG Grant Agreement
with the State Historic Preservation Office in the amount of $3,000 for scholarships for
Historic Preservation Commissioners to attend the 2018 National Alliance of Preservation
Commissions biennial FORUM to be held in Des Moines, Iowa on July 18 - 22, 2018.
Section 2. The Planning Services Manager hereby authorized to serve as project
manager in accordance with state requirements.
Attest:
Passed, approved and adopted this 16th day of January 2018.
a-
�,, rev- �
K iin Sr Flrnstahl, City Clerk
David T. Resnick, Nay• r Pro Tem
F:\Users\LCARSTEN\WP\GRANTS\CLG grant application\FY18 CLG Grant Agreement Resolution.doc
Contract No. 2018-03
STATE HISTORICAL SOCIETY OF IOWA
GRANT-IN-AID AGREEMENT FOR:
Dubuque, Iowa
Certified Local Government Grant Project
This agreement is made and entered into by and between Dubuque, hereinafter referred to as the
RECIPIENT, and the STATE HISTORICAL SOCIETY OF IOWA, hereinafter referred to as the STATE;
WITNESSETH THAT:
WHEREAS, the STATE, is interested in broadening the role of local governments in historic preservation
through the Certified Local Government program; and
WHEREAS, the STATE, in accordance with the National Historic Preservation Amendments of 1980, is
providing 10% of its annual federal Historic Preservation Fund appropriation to Certified Local
Governments; and
WHEREAS, the RECIPIENT has demonstrated its interest in historic preservation by becoming a Certified
Local Government, and desires to complete preservation training at the FORUM 2018 in Des Moines.
NOW THEREFORE, it is agreed by and between the parties hereto as follows:
1. That the RECIPIENT is qualified to complete the attached Scope of Work (Exhibit A);
2. That the RECIPIENT will be responsible for overseeing all aspects of fiscal management;
3. That the RECIPIENT provide a permanent copy of financial records suitable for State and Federal
audit as directed under the Single Audit Act of 1984, P.L. 98-502, if required;
4. That the STATE provide for only project costs eligible under provisions stipulated by the National
Park Service, U.S. Department of the Interior for grants -in-aid. Project work which does not meet
Secretary of the Interior's Standards will not be reimbursed for under this contract;
5. That the STATE monitor the project and provide input as called for in the attached Scope of
Work (Exhibit A);
6. That the Recipient and the STATE mutually agree that if, during the duration of the contract, it is
deemed necessary by either party to make alterations to or amendments to this Agreement, such
changes shall be incorporated into this contract upon mutual agreement and shall be in effect as of the
date of the amendment unless otherwise specified within the amendment;
7. Termination
a. Termination for Cause - The STATE or the RECIPIENT may terminate this Contract in whole or in part,
at any time before the date of completion, whenever it is determined that the other party has failed to
comply with the conditions of the Contract. The STATE or RECIPIENT shall promptly notify the other
party in writing of the determination and the reasons for the termination, together with the effective
date. The RECIPIENT shall not incur new obligations for the terminated portion after the effective date,
and shall cancel as many outstanding obligations as possible. The STATE shall allow full credit to the
RECIPIENT for no -cancelable obligations up to the amount of, if said obligations are properly incurred by
the RECIPIENT prior to termination. The STATE shall terminate the contract if it determines that the
RECIPIENT is not following cost eligibility as outlined in the Secretary of the Interior Standards, 36 CFR;
OMB Circular A-87; and OMB Circular A-102.
1
b. Termination for Convenience - The STATE and the RECIPIENT may terminate this Contract in whole or
in part, when both parties agree that the continuation of the project would not produce beneficial
results commensurate with the future expenditure of funds. The two parties shall agree upon the
termination conditions, including the effect date and, in the case of partial termination, the portion to
be terminated. The RECIPIENT shall not incur new obligations for the terminated portion after the
effective date, and shall cancel as many outstanding obligations as possible. The STATE shall allow full
credit to the RECIPIENT for non -cancelable obligations up to the amount of award, if said obligations are
properly incurred by the RECIPIENT prior to termination.
c. Termination due to Non -Appropriation - Notwithstanding any other provisions of this Contract, if
funds anticipated for the continued fulfillment of the Contract are at any time not forthcoming or
insufficient, either through the failure of the Federal Government or of the State of Iowa to appropriate
funds or discontinuance or material alteration of the program under which funds were provided, then
the STATE shall have the right to terminate this Contract without penalty by giving not less than thirty
(30) days written notice documenting the lack of funding, discontinuance or program alteration. Unless
otherwise agreed to by the parties, the Contract shall become null and void on the last day of the fiscal
year for which appropriations were received, except that if an appropriation to cover the costs of this
Contract becomes available within sixty (60) days subsequent to termination under this clause, the
STATE agrees to re-enter a Contract with the terminated RECIPIENT under the same provisions, terms
and conditions as the original award. In the event of termination of this Contract due to non -
appropriation, the exclusive, sole and complete remedy of the RECIPIENT shall be payment for service
completed prior to termination.
8. That the STATE agrees to pay the project eligible costs under the terms of this Agreement;
9. That the RECIPIENT and the STATE mutually agree to abide by the general and specific
conditions attached hereto in Exhibit A;
10. That the RECIPIENT and the STATE mutually agree that all work performed under this contract
will be completed by August 31, 2018;
11. That the RECIPIENT and the STATE mutually agree that the cost of this contract shall be
$3,000.00. All eligible costs necessary to carry out the project shall be initially advanced by the
RECIPIENT and then the STATE shall reimburse the RECIPIENT for $3,000.00, upon receipt of products as
specified in the Scope of Work. The agreement will end on August 31, 2018. The final bill must be
submitted with the final report by August 31, 2018.
12. Expenditures are to be according to the Budget submitted as part of the grant application.
Adjustments between budget categories are permissible following written mutual consent between the
RECIPIENT and the STATE;
13. The RECIPIENT will faithfully comply with all applicable Federal and State laws, regulations and
guidelines, including the Secretary of the Interior's Standards and Guidelines for Archaeology and
Historic Preservation as published in the Federal Register on September 29, 1983;
14. The RECIPIENT shall hold the STATE and federal government harmless from damages in any
action arising from the performance of work described herein.
IN WITNESS WHEREOF, the parties hereto have executed this contract on the day and year last specified
below.
2
RECIPIENT
David T. Resnick,
Date
STATE
Steve King, Deputy State Historic Preservation Officer, State of Iowa
Date
3
EXHIBITA
SCOPE OF WORK
The Dubuque CLG will send four or more historic preservation commission members to FORUM 2018
which will be held July 18-22, 2018 in Des Moines, Iowa. Attendees will each commit to attending at
least two full days at the conference. Following the conference, the attendees will send in a single one-
page report summarizing commission and staff experience. The conference attendees are strongly
encouraged to share their learning experience with the rest of the historic preservation commission.
Following the conference the recipient twill submit a request for reimbursement. The request for
reimbursement will document the allowable expenses and required in-kind and/or cash match.
The report and request for reimbursement must be submitted no later than August 31, 2018 to Paula
Mohr, State Historical Society of Iowa, New Historical Building, 600 East Locust, Des Moines, Iowa
50319-0290, (515) 281-6826; paula.mohr@iowa.gov.
The RECIPIENT may designate a substitute provided that person is currently on the historic preservation
commission or is a city staff member who works with the historic preservation commission. It is the
responsibility of the RECIPIENT to notify Paula Mohr, CLG Coordinator of this substitution in writing and
in advance and to notify the conference organizers of the change.
4
BUDGET
Expense Detail Grant Request ($) Cash Match ($) In -Kind Match ($) Total ($)
HPC Registrations 800 0 0 800
($200/person x 4
Commissioners
based on 2016
FORUM)
Staff Registrations 0 600 0 600
($200/person x 3
Staff based on 2016
FORUM)
HPC Hotel 1200 0 0 1200
accommodations
($150/night x 2 nights
x 4 Commissioners)
Staff Hotel 0 1350 0 1350
accommodations
($150/night x 3 nights
x 3 Staff)
HPC Per Diem 472 0 0, 472
($59/day x 2 days x 4
Commissioners)
Staff Per Diem 0 531 0 531
($59/day x 3 days x 3
Staff)
HPC Parking 70 0 0 70
($8.75/day x 2
vehicles x 4 days)
Staff Parking 0 70 0 70
($8.75/day x 2
vehicles x 4 days)
HPC Mileage: round 458 0 0 458
trip and in -town (420
miles x $0.535/mile x
2 vehicles)
Staff Mileage: round 0 458 0 458
trip and in -town (420
miles x $0.535/mile x
2 vehicles)
TOTALS 3000 3009 0 6009
5