Transcript Heritage Trust Fund Grant Workshop HTF Program Background Reimbursement grant created in 1990  Over $22 million awarded to date!  Funding Source   New funding.

2016
Heritage Trust Fund
Grant Workshop
HTF 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 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 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 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 Properties
http://www.nps.gov/history/hps/tps/standguide/
Ineligible Activities





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
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
Numbers
 Maximum
Award: $90,000
 Minimum Award: $5,000
 Grant provides reimbursement of up to
80% of project costs
 Recipients Provide 20% Match
 Must be cash match
 No donated or indirect matches
 Cash match must be available no later
than November 2, 2015

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 = $10,000
Proof of payment = $9,000
HTF reimbursement = 80% of $10,000 = $8,000
HTF retainage = 10% of $8,000 = $800
Reimbursement amount = $7,200
Deadlines
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 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 Requirements
Four Sets:
 One (1) original and three (3) copies/duplicates
 Includes application, photos, etc.
ORIGINAL
HERITAGE TRUST FUND
2016
Grant Application
COPY 2
COPY 1
HERITAGE TRUST FUND
2016
Grant Application
HERITAGE TRUST FUND
2016
Grant Application
COPY 3
HERITAGE TRUST FUND
2016
Grant Application
Place photograph here.
Place photograph here.
Place photograph here.
Should be an overall view of building/property.
Should be an overall view of building/property.
(Property Name As Listed in the National or State Register)
(Property Name As Listed in the National or State Register)
Total Project Cost $ ______
Grant Request $ _____________
Total Project Cost $ ______
Grant Request $ _____________
The Kansas Historical Society does not discriminate on the basis of race,
The Kansas Historical Society does not discriminate on the basis of race,
creed, color, national origin, religion, sex, age, or disability in admission to,
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
access to, or operations of its programs, services or activities.
Should be an overall view of building/property.
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 $ _____________
(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,
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.
* Only one copy of certain attachments are needed.
creed, color, national origin, religion, sex, age, or disability in admission to,
access to, or operations of its programs, services or activities.
Cover Page
HERITAGE 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 Application
Section 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.
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.
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.
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.
• 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.
•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.
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.*
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).
4) Add the consultant fees
5) Total the project expenses.
6) Figure grant request – typically
80% of the project total.
Cannot exceed $90,000.
 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*
Photographs
To 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.
Photographs
Number and point
Photographs
Use aerials if
helpful.
Photographs
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!
Photographs

Photo Tips – What NOT to do!
• Fuzzy photos
• Partial facades
Photos need to have some
description and reference
point.
Watch your fingers!
Photo 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).
Application
Don’t Forget!!
The Assurances
need to be:
Read and
Signed!
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 Manager
Heritage Trust Fund Grant Program
Kansas State Historical Society
Historic Preservation Office
6425 SW 6th Avenue
Topeka, KS 66615-1099
785-272-8681 ext. 215
Fax 785-272-8682
[email protected]/
or www.kshs.org