2015/2016 Small Matching Historic Preservation Online Grant Application Bureau of Historic Preservation

2015/2016 Small Matching
Historic Preservation
Online Grant Application
Bureau of Historic Preservation
Grants Program
Division of Historical Resources
April 23, 2014, 10:00 a.m.
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Florida Department of State
Ken Detzner, Secretary of State
Grant Gelhardt
Historic Preservation
D. Stacey Cahan,
Historic Preservation Grants
Kechia Herring,
Historic Preservation
Grants Specialist
Andrew Waber,
Historic Sites Specialist
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Historic Preservation Grants Program
Purpose of the program:
Allocate state historic preservation grant funds appropriated
by the Florida Legislature;
Allocate federal historic preservation grant funds
apportioned to Florida by the U.S. Department of Interior,
National Park Service;
Department of State
Office of Cultural, Historical and Information Programs
Division of Historical Resources (DHR)
Bureau of Historic Preservation (BHP)
Historic Preservation Grants Program
The Historic Preservation Grants Program
is governed by:
• Chapter 267.0617, Florida Statutes
• Chapter 1A-39, Florida Administrative Code
The full text of 1A-39 can be found at:
Those eligible to apply for grant
funding are limited to:
• Public entities:
County or municipality
School district
College or university
Agency of state government
• Non-profit Organizations
Individuals, for-profit organizations, and applications for residences are not eligible
for state historic preservation grant funding.
Small Matching Grants
• Solicited annually in the spring
• Intended to assist:
• Identification, excavation, protection, and rehabilitation of historic
and archaeological sites in Florida;
• Provide public information about these important resources; and
• Encourage historic preservation in smaller cities through the
Florida Main Street Program
May 31, 2014.
Recent Legislative Appropriations
Special Category
$1.8 Million
-0-0-0-0$3.5 Million
$14.8 Million
$12.5 Million
2011 -2012
Small Matching Grants
Project Types Reviewed by Acquisition & Development Panel:
 Acquisition
 Development
Project Types Reviewed by Protection & Education Panel:
 Community Education
 Survey and Planning
 Historical Marker
 National Register Nomination
 Main Street
 Special Statewide Solicited
Small Matching Grants
 Award: Up to $50,000 to be expended within one year.
 Match:
◦ Small Matching Grants provide assistance up to $50,000
◦ The grantee is required to provide a matching share equal to the grant
award; a minimum of 25% of this match must be cash
◦ The remaining match may include in-kind services, volunteer labor, donated
materials, and additional cash. Both award and match must be expended
within the one-year grant period
◦ There are some exceptions to the match requirement: REDI projects, CLG
projects, Main Street start-up projects, and Special Solicited projects do not
require match
Rural Economic Development Initiative
Applications for projects in REDI areas do not require match
REDI designation is available to counties and communities
meeting specific economic distress factors
List of REDI Counties is reviewed annually and is administered
by the Department of Economic Opportunity
Small Matching Grant Project Types
Acquisition & Development
• Purchase
•Stabilization of historical and/or archaeological sites and structures
•Excavation of archaeological sites
• Preparation of measured drawings and records necessary to record historical and
archaeological sites and properties
•Site specific preservation plans
Survey and Planning
•Surveys for the identification and evaluation of groups of historic and
archaeological sites
•Preservation Planning
•National Register Nominations
•Funding is generally provided to procure the services of qualified professionals
to conduct the work.
Community Education
Historic preservation education activities and publications:
•Printed educational materials for public distribution (e.g. maps, posters, booklets)
•Electronic media (e.g. smartphone apps, audio/visual productions, websites)
•Other educational products (e.g. workshops, educational outreach programs,
seminars, and lesson plans)
Main Street
Description: A preservation-based
revitalization program for
traditional commercial centers, i.e.
Grant: One-time start-up grant for
new Main Streets to help pay for a
Main Street Manager, office rental
and supplies.
Award: Up to $10,000 to be
expended within one year.
No match required.
Historical Marker
Award: 50% of the cost of a Florida Historical Marker
Match: Grantee pays 50%.
Historical Markers must be approved by the Florida Historical Marker Council prior to
submission of the grant application. The Marker Program contact is Michael Zimny
([email protected])
As of May 1, 2014, the cost of a marker will start at $2,230.
Certified Local Government (CLG)
Special Applications
• Awards are comprised of Federal funds through the National Park Service
• Projects are limited to:
Survey & Planning
Community Education
Nominations to the National Register of Historic Places
Historical Markers
Acquisition & Development projects are not eligible as CLG Special Applications
• NO MATCH required for CLG applications
• Applicants must be certified by the National Park Service Prior to submitting a
grant application
• More information on the CLG program is available at
• The CLG Program contact is Michael Zimny ([email protected])
Special Statewide Solicited Projects
• Do not require match
• One Project is being solicited for the 2015/2016
grant cycle:
• One award up to $50,000 to survey and update the
inventory of historic structures within the St. Augustine
National Register of Historic Places District
• Details for this project are in the Formal Solicitation
available at
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Small Matching Grant Online
Grants Website:
Direct Link to Application:
• Provide us with an estimated budget; Section 4
• Identify whether the items will be paid for by the
grant, paid by the grant applicant, provided in-kind
by the grant applicant, donated by a third party, or
volunteer labor.
• Identify the major components of the project: if
multiple components will be carried out by the
same entity, they can often be consolidated
• Most project budgets will not exceed 10 items
• Complicated projects may have up to 15.
Payment Schedule
• Identify the preferred method of payment; Section 7
• Reimbursement Payment
• project grant expenditures are reimbursed as deliverables are met
• Advanced Payment
• Four payments of 25%, 25%, 25%, and 15% with a 10% retainage
to be paid upon project completion.
• These require a grant funds-dedicated interest-bearing checking
Project Description
• Describe the project; Section 9
Provide a clear description of the project
Outline the major steps in the project
Describe what the end product will be
For projects involving individual historic properties or
archaeological sites, also briefly describe its historic
• Pointers:
• Shorter descriptions are often better than lengthy ones
• One page is usually a good size
• Typing up the narrative in a word processing program
then cut and paste into the application
Project Description, continued - Scope of Work
If awarded, Department staff will use your project description
narrative (Question 9) and your Major Elements and Responsible
Entities (Question 10) to generate the Approved Scope of Work
for your Grant Award Agreement (Grant Contract)
Identify the major components of the project: if multiple
components will be carried out by the same entity, they can
often be consolidated
• Most project budgets will not have more than 10 items
• Complicated projects sometimes have as many as 15
• Remember that if something is in your budget, it should
be in your Project Description (Scope of Work) and vice
Project Description, continued - Scope of Work
Development Project:
• Hire architect and engineer
• Stabilize foundation
• Reroof building
• Restore front windows
• Retrofit bathroom
• Install HVAC
• Paint exterior
Community Education Project
• Research contents for audio
• Develop audio tour script
• Record audio tour
• Create app for self-guided
version of audio tour
These examples are for our two most common types of applications. If you have
questions regarding your specific project, please call or email BHPGrants.
Project Timeline - Deliverables
If awarded, Department staff will use your Tentative
Project Timeline (Question 11) to generate the
grant’s Timeline and the Deliverables
• Identify the major elements that need to be
completed as the project progresses:
• For an average project, there are usually no
more than 10
• For a complex project, no more than 15
Project Timeline Components - Examples
Development Project:
Community Education Project
• Request for Proposal
• Begin research for walking tour
• Hire Historic Architect
• Produce draft booklet
• 50% Construction Documents
• Produce draft signage
• 100% Construction Documents
• Print booklets
• Restoration work commence
• Produce and install signage
• Restoration work completed
• Open historic walking tour trail
to public
• Final inspection and closeout
These examples are for our two most common types of applications. If you have
questions regarding your specific project, please call or email BHPGrants.
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Application Checklist:
Application Checklist
Your electronic application must be submitted no later than 11:59 P.M., May 31, 2014.
In addition, the following paper documents must be submitted to the Bureau of Historic
Preservation and must be postmarked by May 31, 2014*:
One (1) printed application
All required attachments
All signed signature pages
Please carefully review this checklist and provide all applicable information.
Indicate which labeled attachments have been included in the application and label the
attachments appropriately.
All attachments should be printed on 8 1/2” x 11” paper, except as indicated for the
architectural project schematics or construction documents in Attachment D.
Remember to sign and date the bottom of the last page of the checklist!
Plan your submissions accordingly.
Attachment A:
Documentation of Confirmed Match
•Must be submitted with the hard copy of the application
•Must include affirmation of all pledges, bank statements,
commitments of cash, in-kind services, volunteer labor, donated
materials, contributors, etc.
•Documentation must correspond with the match portion of the
project budget
Attachment A, cont.:
Documentation of Confirmed Match
Must contain documentation of all match listed in questions 4 and 5
•Documentation must include:
•Cash Match:
•Cash-on-hand or pledges must be dedicated to the project as documented by resolution
or documented board action.
•Provide a bank statement or letter from the grantee's financial institution.
•At least 25% of your application’s total match contribution must be cash
•Volunteer Labor, In-Kind Services, or Donated Materials:
•Detailed statement from the individual or entity making the donation.
•The statement must include:
•Justification of the value
•An explanation of how it will be used to fulfill the objectives of the project
•For services or labor, the numbers of work hours being pledged times the hourly
wage must be included
•Signature & date
Match that is not adequately documented will be disallowed, reducing applicant’s match as well as
the amount of the grant award possible. Applications with inadequate match will be determined
Attachment B:
Letters of Support, Endorsement, or Resolutions
Letters of Support
•Should be addressed to: Mr. Robert F. Bendus, Director
•Individual, personalized letters are preferred to convey genuine support
•Form letters are discouraged
•Although there is no limit to the number of letters that can be received, 10 to 20
letters are sufficient
•Note: Only the first 10 letters will be scanned and attached to the electronic
•Any letters of support received after the application deadline can be included into
the application package
Coversheet for this attachment
Provide a coversheet that including the following information for each letter of
support, endorsement or resolution included in your application:
•Name of author
•Type of communication (letter, petition, resolution, etc.)
•Organization represented (if applicable)
Attachment C: Representative Photographs
•Applications must include digital images and corresponding prints showing existing
conditions, general views of the site, any visible archaeological features, and/or artifacts
recovered from previous work, as applicable.
•Photographs are important to convey the historic integrity and physical condition of the
•For Acquisition and Development Projects, minimum requirements include current
photographs of all exterior elevations, principal interior spaces, and significant architectural
features. If available, please also provide historic photographs of the property.
•Can be submitted on CD-R or CD-RW
•Size/Resolution: 1600 x 1200 pixels at 300 dpi or larger (approx. 2 megapixels)
•Format should be JPEG (low or medium compression) or TIFF (uncompressed) files
•Important: Designate one of the digital images as the principal view that best conveys
the purpose of the project. This image will be shown in the public Grant Review Panel
•Print all submitted digital images on 8 ½ x 11 paper (no more than 2 to a page)
•Label all prints with the property name, location, and the date of the image
•Quality must be sufficient to clearly depict architectural details
Attachment D:
Architectural Project Schematics, and Construction
•Acquisition and Development projects only
•If completed, submit one (1) set
•Documents must be at least 11” x 17” (maximum: 24” x 36”) and
all text must be clearly readable
Attachment E:
Florida Master Site File Form
•A new form is required for all site-specific projects
• If the resource(s) has/have been previously recorded in the Florida
Master Site File, review the existing form(s) and submit a new form
which includes any updates to reflect current conditions
• If the resource(s) has/have not been recorded in the Florida Master Site
File, a new form must be submitted
• Send two copies of the required form(s), along with required maps and
photographs, with your application
• For assistance contact the Florida Master Site File at 850.245.6440, or visit:
• Please let Site File Staff know you are working on a grant application
• Please allow two (2) weeks to process your request
Attachment F:
Appraisal and Purchase Documents
Acquisition Projects (only)
•Must include:
• Complete summary appraisal(s) prepared by a Florida State Certified General
Real Estate Appraiser. Two appraisals are required if the value of the first
appraisal exceeds $500,000.
• An ownership and encumbrance search
• An executed option or purchase agreement
• Property survey
• A copy of a professional archaeological survey if the property is being proposed
for purchase as a significant archaeological site (if applicable)
 Note all included for Attachment F:
Attachment G:
Verification of Approval of the Florida Historical Marker
•Obtain from the Coordinator of the Historical Marker Program,
Michael Zimny
•Email : [email protected]
•Direct line: 850.245.6365
•Additional information on the Division of Historical Resources
Marker Program can be accessed at:
Attachment H:
Archaeological Supporting Documents
Archaeological Surveys (only)
• Previous archaeological site reports and surveys (if
• Curriculum vitae for Principal Investigator and key
personnel (if available)
Attachment I:
Documentation of Non-Profit Status
Required for Non-Profit Organizations (only)
•All in-state corporate entities must provide documentation of
their current registration as a Florida non-profit corporation
with the Division of Corporations, Florida Department of State:
•Out-of-state corporate entities must include documentation
from the Internal Revenue Services confirming that they are
exempt from federal income tax under section 501(c)(3) of the
Internal Revenue Code.
Attachment J:
Documentation of Threat
•Provide meeting minutes, newspaper articles,
photographs, and public notices showing immediate
threats to the property as described in Question 18
•Threats include demolition; development; natural
forces such as beach erosion, flooding, termite
infestation; and exposure to the elements causing
Attachment K:
Optional Supporting Materials
•Examples of previous work
•Organization brochures, articles, web pages
•Maximum of 10 Pages
•No larger than 11” x 17”
•Scans will be included with other application materials for the review panel
•Only partial scanning of multiple page documents will be provided to the
review panel
•Send ONLY the best you have!
Application Checklist:
Signature Forms
Signature Pages
•Be sure to use 2015/2016 forms
•Submit by deadline with other application materials
•Only original signatures acceptable
Application Certification Form – All applicants
Civil Rights Assurance – All applicants
Project Archaeological Impact - A&D only
Owner Concurrence - Site-specific projects only
Agreement to Execute Preservation Agreement
- A&D projects only
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The Application Review Process
Application Review Process
Online Application Submitted - Paper copy and
attachments delivered or postmarked by deadline
Staff Review for completeness, eligibility, and sufficiency
At the public meeting, staff provides application summary,
funding recommendation and clarification
Grant Panel reviews and ranks applications
Step 1: Submit Online Application
•Online Application and paper copy with attachments submitted by deadline:
•Online application submitted by 11:59 p.m., May 31, 2014
•Paper submittal hand delivered by 5:00 p.m., May 30, 2014 or postmarked by 11:59
p.m., May 31, 2014
Step 2.A: Staff Review for Completeness and Eligibility
•Original Signatures
•Required Digital and Printed Photograph(s)
•Attachments A through K – as applicable
•Complete Contact Information
Step 2.B: Staff Review for Sufficiency
•Description of Project
•Major Elements and Entities
•Match Confirmation
•Letters of Support (not required but helpful)
•Previous Grant Experience
•Overall Administrative Ability
Step 3: Panel Review
The Application Review and Ranking Meeting will be held August 2014.
The panels will be held in Tallahassee, but can be attended via webinar.
Panelists begin their application reviews prior to the meeting.
For each project, they complete a Preliminary Evaluation Sheet and mark the projects low (1 point),
medium (2 points), or high (3 points) for each of the 10 criteria.
During the panel proceedings, panelists have the opportunity modify their preliminary evaluations.
After finalizing their scores, the panelists’ scores are averaged and applications receiving an average
preliminary score of 1.50 or less will be eliminated from further consideration.
Applications with an average score greater than 1.50 will remain eligible.
1.50 or less = Low
1.51 to 2.50 = Medium
2.59 to 3.0 = High
Panelists’ Evaluation Webform
Criteria relating to project site/area:
1. Historic Significance
2. Endangerment
3. Appropriateness of project proposal
Criteria relative to applicant:
1. Administrative capabilities
2. Adequate financial resources
3. Availability of professional and
technical resources
Criteria related to public benefit:
1. Compatibility with statewide historic
preservation priorities
2. Educational potential
3. Economic benefit
4. Public use or benefit
Average Score: Calculated automatically. Used
to determine preliminary ranking. Applications
with a “Low” average score will be removed
from further consideration.
Statewide Preservation
 One of the criteria on which applications are evaluated and ranked.
 Equitable geographic and demographic distribution of available grant
 Applications for the stability of threatened properties will be given
special consideration.
 Include Specific Statewide Historic Preservation Priorities
Specific Statewide Historic Preservation Priorities
Survey Priorities
•Surveys of broad areas where no previous surveys have been undertaken
•Surveys located in areas subject to intensive development pressure
•Surveys to identify, evaluate and document historic properties and archaeological sites associated
with Florida's minority heritage
•Surveys designed to complete comprehensive coverage of areas in which partial surveys have been
•Surveys that address historic themes not covered or under-represented in previous surveys
Registration (National Register) Priorities
•Registration of historical resources identified by previous survey activity
•Registration of properties of national significance
•Registration of properties of statewide or local significance
Planning Priorities
•Development of plans for informing the public as to the economic and other benefits of preserving
historical resources
•Development of protection tools, such as local ordinances
•Implementation of automated information systems to facilitate the recording of site data or
information on other historic preservation subjects
Specific Statewide Historic Preservation Priorities (cont.)
Community Education Priorities
•General publications about preservation
•Historic preservation education programs for school children
•Projects having to do with minority historic preservation
•Self-guided tours of historic areas
Acquisition and Development Priorities
•Assistance for stabilization or other appropriate preservation treatments for properties, which are
in danger of being lost due to physical deterioration or planned development
•Assistance in the development of plans for the restoration or rehabilitation of properties,
particularly those that will be placed in public use
•Assistance in the restoration and rehabilitation of properties for which appropriate preservation
planning is complete or well underway, particularly those which will be placed in public use
•Assistance for restoration or rehabilitation projects which will yield technical innovations which will
have application in other projects
•Assistance for restoration or rehabilitation projects that will demonstrate the environmental value
of historic preservation. Such projects must adhere to recognized sustainability standards and must
comply with the Secretary of the Interior’s Standards for the Treatment of Historic Properties
Final Ranking
•After the preliminary scoring, each panelist will rank each project
numerically (with 1 being the highest rank) within each project
•The ranking of each project will be read into the record, and then
tabulated on computer.
•The average score of all rankings determines the final ranking for
each project type.
Funding Process
Fiscal Year 2015/2016 Small Matching Grant Application Timeline
April 1- May 31, 2014
Applications are open online and
accepted up to the deadline of
May 31, 2014
June - July 2014
DHR Staff reviews applications for
completeness and sufficiency
August, 2014
Grant Panels review and rank
projects; recommend them to the
Secretary of State
October 2014
August – October 2014
The Secretary of State approves
the recommended projects
The Secretary of State submits
the total recommended award
amount to the Legislature as part
of the budget request for the
coming fiscal year
June 2015
May – June 2015
The Governor either approves or
vetoes line items and then signs
the budget
Grant Staff is notified of the
appropriation and allocates grant
awards in priority order. Award
letters are sent to new Grantees.
Grant Award Agreements follow.
April – May 2015
The Legislature negotiates a final
budget and submits it to the
Governor for signature
If funded, grant monies become
available July 1, 2015
Awarded grants
end June 30, 2016
For additional information
Contact us at: 1.800.847.7278 or 850.245.6333
For general grant questions:
Grant Gelhardt (Historic Preservation Grant Supervisor)
[email protected]
Stacey Cahan (Historic Preservation Grant Specialist)
[email protected]
Kechia Herring (Historic Preservation Grant Specialist)
[email protected]
For technical questions about Development Projects
"brick and mortar" projects:
Richard Hilburn, R.A. (Architect)
[email protected]
Ken Cureton
[email protected]