Small Matching Historic Preservation Online Grant Application

1. Small Matching Historic Preservation Online Grant Application Bureau of Historic Preservation Grants Program Division of Historical Resources October 19, 2011 Please press *6 to mute your phone. Florida Department of State Kurt S. Browning, Secretary of State

2. Webex Control Panels If you do not see the Chat window, click the buttons on the top right of your screen… Use the Chat Panel to ask questions. *6 = mute #6 = unmute

3. Webinar Presenters Crista Hosmer Jennifer Patnode Sharyn Heiland

4. 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: https://flheritage.com/grants

6. Historic Preservation Small Matching Grants Description: Assist in identification and rehabilitation of historic and archeological sites in Florida, and to provide public information and encourage preservation in smaller cities through the Florida Main Street program. Project Types: Community Education Survey & Planning Historical Marker National Register Nomination Acquisition DevelopmentMain Street Statewide Special Projects Award: Up to $50,000 to be expended within one year. Match: Must equal the grant request up to $50,000. May include cash or donated services and materials. Must be expended within the one-year grant period, and the match must be at least 25% cash. Current Solicitation for Applications: September 1, 2011 Deadline: November 15, 2011

7. 2013 SPECIAL STATEWIDE PROJECT • Viva Florida 500 Initiative • A Viva Florida 500 Traveling Exhibit • $50,000 maximum non-matching grant • Of sturdy construction easily shipped to three or four venues throughout Florida for approximately six weeks each from January to June 2013. • Venues should be in small or underserved communities. • Grantee selects and schedules venues • For information on topics central to Viva Florida 500, please visit • www.vivaflorida.organdwww.fla500.com.

8. 2013 Small Matching Grant Online Application

9. Grants Website: www.flheritage.com/grants Direct Link to Application: www.flheritage.com/grants/preservation/grants/

10. Application Checklist: Attachments

11. Historic Preservation Small Matching Grants Application Checklist After you submit your electronic application by 11:59 P.M. on Nov. 15, you’ll then need to mail in your paper documents. Oneprinted application and all required attachments and signed signature pages must be submitted to the Bureau of Historic Preservation and be postmarked by November 15, 2011. 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 the architectural project schematics or construction documents in Attachment D. Remember to sign and date the bottom of the last page of the checklist.

12. 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 and in-kind services, volunteer labor, and donated materials from donors, contributors and governmental support. Documentation must correspond with the match portion of the project budget.

13. Attachment A, cont.: Documentation of Confirmed Match • Must contain documentation of all match listed in questions 14 and 15. • Documentation must include: • • Cash Match: Cash-on-hand or pledges must be dedicated to the project as documented by resolution or documented board action. In addition, availability must be documented by 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: Signed, dated, and detailed statement from the individual or entity making the donation of all services, labor, or materials to be provided. The statement must include: • (a) Justification of the value assigned to the services, labor, or materials; • (b) An explanation of how those services, labor or materials will be used to fulfill the objectives of the project; and • (c) For services or labor, the numbers of work hours being pledged times the hourly wage must be included. • 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 ineligible. • These documentation requirements are included in the Application Checklist.

14. 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 • May be received independent from the application up to the date of the meeting • Please provide a coversheet for this attachment that includes 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), and • Date.

15. Attachment C: Representative Photographs • Include digital images AND corresponding prints showing existing conditions, general views of the site, any visible archaeological features, artifacts recovered from previous work, as applicable. • Photographs are important to convey the historic integrity and physical condition of the property. 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. • Digital: • Submit on Compact Disc (CD-R or CD-RW) • Size/Resolution: 1600 x 1200 pixels at 300 ppi or larger (approx. 2 megapixels) • JPEG (low or medium compression) or TIFF (uncompressed) files are acceptable. • Important: The applicant must designate one of the digital images as the principal view of the subject property or the image that best conveys the purpose of the project. This image will be shown in the public Grant Review Panel meeting during the discussion of your application. • Prints: • Print all submitted digital images on 8 ½ x 11 paper (single sided, 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 (ornamentation, window types, masonry patterns and materials, and distinctive roof materials)

16. Attachment D: Architectural Project Schematics, • and Construction Documents • Intended for Acquisition and Development projects only • If completed, submit one set. • Documents must be at least 11” x 17” (maximum: 24” x 36”) and all text must be clearly readable.

17. Attachment E: Florida Master Site File Form • Required for all site-specific projects • Submit updated forms if the site has been previously recorded in the Florida Master Site File, review the existing form and update it to reflect current conditions. • New forms are required for sites that have not been recorded in the Florida Master Site File. • Send one copy of the newly completed or updated form, along with required maps and photographs with your application. • Submit a copy of the updated form to the Florida Master Site File. • For assistance contact the Florida Master Site File at 850.245.6440, or visit: www.flheritage.com/preservation/sitefile/index.cfm

18. Attachment F: Appraisal and Purchase Documents • Required for projects involving Acquisition only-grant funds or match. • 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, and • A copy of a professional archaeological survey if the property is being proposed for purchase as a significant archaeological site (if applicable). • Check all included for Attachment F: •  APPRAISAL(S) •  PURCHASE AGREEMENT •  TITLE/OWNER SEARCH •  CERTIFIED LAND SURVEY •  ARCHAEOLOGICAL SURVEY REPORT

19. Attachment G: Verification of Approval of the Florida Historical Marker Council • Obtain from the Coordinator of the Historical Marker Program, Michael Zimny • Direct line: 850.245.6365 • Email: michael.zimny@dos.myflorida.com • Additional information on the Division of Historical Resources Marker Program can be accessed at: www.flheritage.com/preservation/markers/index.cfm

20. Attachment H: Archaeological Supporting Documents(for Archaeological Excavations only) • If available, previous archaeological site reports and surveys • Curriculum vitae for Principal Investigator and key personnel, if known

21. 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. www.sunbiz.org • 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) of the Internal Revenue Code.

22. Attachment J: • Documentation of Threat • Provide meeting minutes, newspaper articles, photographs, public notices showing immediate threats to the property as described in Question 17. • Threats include demolition; development; natural forces such as beach erosion, flooding, termite infestation; exposure to the elements causing deterioration.

23. 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!

24. Application Checklist: Signature Forms

25. Signature Pages • Submit by deadline with other application materials. • Only original signatures acceptable.

26. Signature Pages Be sure to use 2013 forms. • 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

27. Application Review Three Steps

28. Step 1. Staff Review for Completeness and Eligibility • Online Application and paper copy with attachments submitted by deadline with • Original Signatures • Required Digital and Printed Photograph(s) • Attachments A through K – as applicable • Complete Contact Information • Step 2. Staff Review for Sufficiency • Description of Project • Major Elements and Entities • Budget • Match Confirmation • Letters of Support (not required but VERY important) • Previous Grant Experience • Overall Administrative Ability

29. Step 3. Panel Review Application Review and Ranking Meeting: January 18-19, 2012, Tallahassee Panelists begin their application reviews prior to the meeting. They each complete a Preliminary Evaluation Sheet for each project 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 may change their preliminary evaluations. All panelists’ scores will be averaged into one score. Applications receiving an average preliminary score greater than 1.50 will remain eligible. Applications with an average preliminary score of 1.50 or less will be eliminated from further consideration. 1.50 or less = Low 1.51 to 2.50 = Medium 2.59 to 3.0 = High

30. Panelist Preliminary Evaluation Sheet A. Criteria relating to project site/area: Historic Significance Endangerment Appropriateness of project proposal B. Criteria relative to applicant: Administrative capabilities Adequate financial resources Availability of professional and technical resources C. Criteria related to public benefit: Compatibility with statewide historic preservation priorities Educational potential Economic benefit Public use or benefit Panelist Notes

31. Ranking the Projects • After the preliminary scoring, each panelist will rank each project numerically (with 1 being the highest rank) within each project type. • 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.

32. Panelist Final Evaluation Sheet A. Criteria relating to project site/area: Historic Significance Endangerment Appropriateness of project proposal B. Criteria relative to applicant: Administrative capabilities Adequate financial resources Availability of professional and technical resources C. Criteria related to public benefit: Compatibility with statewide historic preservation priorities Educational potential Economic benefit Public use or benefit Comments for Applicant Rank

33. General Statewide Preservation Priorities • Equitable geographic distribution of available grant funds : panelists must be sure they fund projects in all regions of the state. • Applications for the stability of threatened properties will be given special consideration.

34. 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 made. • 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 historic preservation elements (or historic preservation components of coastal management, future land use or housing elements) of Local Government Comprehensive Plans. • 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. • 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 imminent 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.

35. Funding Process and Timeline

36. The Secretary of State approves the recommended projects and submits the total recommended award amount to the Legislature as part of the budget request for the coming fiscal year. Grant Panels review and rank projects; recommend them to the Secretary of State The Legislature negotiates a final budget and submits it to the Governor for signature. January 3. Award Letters are sent to new Grantees 2. The Governor either approves or vetoes line items and then signs the budget. Grant Staff is notified of the appropriation and determines from the appropriation how many of the highest ranked projects can be funded. 4. June 5. Grant funds become available July 1

37. For additional information Contact us at: 1.800.847.7278 or 850.245.6333 For general grant application questions: Sharyn Heiland (Grants Supervisor) sharyn.heiland@dos.myflorida.com Crista Hosmer (Grants Specialist) crista.hosmer@dos.myflorida.com Jennifer Patnode (Grants Specialist) jennifer.patnode@dos.myflorida.com For technical questions about Acquisition and Development "bricks and mortar" projects: Phillip Wisley, R.A. (Architect Supervisor, North Florida) phillip.wisley@dos.myflorida.com Eva Osborne, R.A. (Architect, South Florida) eva.osborne@dos.myflorida.com

38. Questions?