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HomeMy WebLinkAboutAgenda - 04-03-1995 - VIII-G e 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 3. 1995 Agenda Abstract Item# vm-G SUBJECT. 1995 CLG SURVEY& PLANNING GRANT DEPARTMENT: Planning PUBLIC HEARING: Yes X No ATTACHMENTS: INFORMATION CONTACT: 3/17/95 Notification Letter Planning Director X2592 Grant Project Outline Certification of Matching Funds PHONE NUMBERS: Subgrant Agreement Hillsborough 732-8181 Grant Application Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To consider accepting a$5,000 CLG Survey and Planning Grant from the State Historic Preservation Office. BACKGROUND: At its January 17, 1995 meeting, the Board of Commissioners authorized the County Manager to apply for up to $9,525 from the CLG Survey and Planning Grant Program administered by the State Historic Preservation Office. The amount would be used to: (1) complete the inventory of historic sites and structures in the unincorporated portions of Orange County(excluding Chapel Hill Township);and(2)complete the architectural and historical inventory manuscript in a form suitable for publication. The Planner II/Special Projects was notified on March 17, 1995 that the application has been approved.However,the amount of grant funds awarded was less than requested - $5,000. To receive the grant, the County must sign the attached Subgrant Agreement and provide certification of matching funds. This must be accomplished by April 15, 1995. The revised project budget (copy attached) totals $12,385, including $5,000 in grant funds,$7,385 in County matching funds ($4,515 appropriation requested in FY 1995-96 budget), and$2,870 in-kind services. An experienced and reputable architectural historian/writer will be sought to conduct the work. RECOMMENDATION: The Administration recommends that the County Manager be authorized to sign the Subgrant Agreement and provide certification of matching funds. 3 Mr. Donald R. Belk Page Two March 17, 1995 Thank you for participating in the North Carolina historic preservation program. My staff and I look forward to working with you through the successful completion of your Protect. Sincerely, I William S. Price, Jr. State Historic Preservation Officer WSPJr:ro Enclosures cc: Secretary Betty Ray McCain Lloyd Childers Claudia Brown/Catherine Bishir t 4 North Carolina State Historic Preservation Office GRANT PROJECT OUTLINE Date: March 9, 1995 PROJECT NAME & TYPE: Orange County Survey Architectural Manuscript Prepara- tion CONTACT PERSON: Donald Belk, 306F Revere Rd., Hillsborough, NC 27278 STAFF SPECIALIST: Catherine W. Bishir GRANT FY: 1995 FEDERAL SHARE: $5,000 MATCH: $7385. Begin: 5/95 End: 9/96 BUDGET: $ 8,300(Personnel: PI) 2,800(Project coordinator&planner staff)* 630(Travel and per diem) 435 (Photography, film,processing) 220(Office supplies, maps, postage) $12,385 TOTAL(*represents in kind match) PROJECT DESCRIPTION: The project is to complete preparation of a publication manuscript of the recent Orange County survey projects. This is eligible as a CLG project and ties in with an exemplary county preservation planning strategy that involves longterm planning, land use, and public involvement. Portions of this project were completed under a previous grant, but unforeseen problems precluded its successful completion. The current project is to com- plete the undertaking in order to produce a survey publication of high quality suitable to the resources of this outstanding county and in keeping with its exemplary planning program. Tasks will include photography, research, writing, editing, site plans, and floor plans. The local preservation planner will pro*ide substantial assistance in field- work as well as project coordination. 5 STATE HISTORIC PRESERVATION OFFICE CERTIFICATION OF MATCHING SHARE FORM for HISTORIC PRESERVATION FUND GRANTS PROJECT: GRANTEE: CERTIFYING OFFICIAL/TITLE: ADDRESS/PHONE: CERTIFICATION STATEMENT: As the official representative of the GRANTEE listed above, I certify that the required nonfederal funds, consisting of $ in cash, and (if applicable) $ of in-kind services, are available to match the Historic Preservation Fund grant which is reserved for the project noted above. I further certify that this matching share has not been designated for any other purpose. I understand that all costs charged to the grant project will be in payment of budget items approved by the State Historic Preservation Office, and which occur during the project period. An adequate financial management system (and audit procedure when deemed applicable) will be maintained which provides efficient and effective accountability and control of all property, funds and assets Notice to non-governmental grantees: please attach a statement of deposit from a local bank (prepared on bank letterhead) verifying that funds are available. Signed: Date: f 6 , STATE HISTORIC PRESERVATION OFFICE DIVISION OF ARCHIVES AND HISTORY NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES SUBGRANT AGREE1V TM This Subgrant Agreement is entered into this 17th day of March, 1995 by the State Historic Preservation Office (HPO), hereafter known as the HPO, and Orange County Historic Preservation Commission, Subgrantee, for and in consideration of a federal grant in the amount of$5,000 (five thousand dollars), for the purpose of completing the Orange County publication manuscript. The project must be completed no later than September 30, 1996. SUBGRANTEE STANDARDS: The Subgrantee agrees to: have a satisfactory record of performance; comply with the required completion schedule for the project; conform with debarment requirements; and be otherwise qualified and eligible to receive a grant award under applicable laws and regulations. AGREEMENT: The Subgrantee agrees to match the grant with funds or services from nonfederal sources within the grant period, to use grant and matching funds or services for the purpose specified above, and to furnish such reports and documentation, financial or otherwise, as may be specified by the HPO. Project activities shall be performed according to the Secretary of the Interior's Standards for Archaeology and Historic Preservation, under the guidelines and professional supervision of the HPO. APPENDIX FOR SUBGRANT AGREEMENTS: The Subgrantee agrees to the stipulations contained in the attached "Appendix for Subgrant Agreements". The Appendix shall be attached to all contracts involving project activities. PAYMENT OF GRANT FUNDS: The HPO agrees to reimburse the Subgrantee up to 60% of all expenditures for the project as described. Upon request the HPO may advance the Subgrantee up to 25% of the HPO's share of the project cost. After satisfactory documentation of this advance, including at least 40% matching share, additional advances may be requested. Final payment of grant funds will be paid only after satisfactory project completion. GRANTEE STATE HISTORIC PRESERVATION OFFICE Signature and Title Deputy State Historic Preservation Officer Date Date 7 STATE HISTORIC PRESERVATION OFFICE NORTH CAROLINA DIVISION OF ARCHIVES AND HISTORY AFFIRMATION OF RECEIPT TITLE VI, SECTION 504 NONDISCRIMINATION INFORMATION II The signature below affirms receipt of a green and white poster bearing the slogan "Equal Opportunity is for Everyone" repeated in a number of different languages. Beneath the slogans is the following statement: This program receives Federal funds from the National Park Service. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in departmental Federally Assisted Programs on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against. in any program, activity, or facility operated by a recipient of Federal assistance should write to: Director, Equal Opportunity Program U.S. Department of the Interior National Park Service P.O. Box 37127 Washington, D.C. 20013-7127 In receiving a federal historic preservation grant administered by -the Historic Preservation Office, the organization named below agrees to abide by these nondiscrimination requirements. The poster received will be placed in a visible location where it will remain throughout the grant period. Name Vate Organization Represented Project Name 7 STATE HISTORIC PRESERVATION OFFICE NORTH CAROLINA DIVISION OF ARCHIVES AND HISTORY AFFIRMATION OF RECEIPT TITLE VI, SECTION 504 NONDISCRIMINATION INFORMATION The signature below affirms receipt of a green and white poster bearing the slogan "Equal Opportunity is for Everyone" repeated in a number of different languages. Beneath the slogans is the following statement: This program receives Federal funds from the National Park Service. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in departmental Federally Assisted Programs on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against. in any program, activity, or facility operated by a recipient of Federal assistance should write to: Director, Equal Opportunity Program U.S. Department of the Interior National Park Service P.O. Box 37127 Washington, D.C. 20013-7127 In receiving a federal historic preservation grant administered by .the Historic Preservation Office, the organization named below agrees to abide by these nondiscrimination requirements. The poster received will be placed in a visible location where it will remain throughout the grant period. Name Date Organization Represented Project Name U.S. Department of the interior 8 TO BE COMPLETED Certification Regarding BY GRANTEE Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension,43 CFR Part 12, Section 12.510,Participants' responsibilities. The regulations were published as Part VII of the May 25, 1988 Federal Register(pages 19160-19211). Copies of the regulations are included in the proposal package: For further assistance in obtaining a copy of the regulations,contact the U.S. Department of the Interior, Acquisition and Assistance Division,Office of Acquisition and Property Management, 18th and C Streets,N.W.,Washington,D.C.20240. (BEFORE COMPLETING CERTIFICATION,READ INSTRUCTIONS ON REVERSE) (1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred,suspended,proposed for debarment, declared ineligible,or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining,attempting to obtain,or performing a public(Federal,State or local)transaction or contract under a public transaction;violation of Federal or State antitrust statutes or commission of embezzlement,theft,forgery,bribery,falsification or destruction of records,making false statements,or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity(Federal,State or local)with commission of any of the offenses enumerated in paragraph(1)(b)of this certification;and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions(Federal,State or local)terminated for cause or default. (2) Where the prospective primary participant is unable to certify to any of the statements in this certification,such prospective participant shall attach an explanation to this proposal. (Signature) Date Name and Title of Authorized Representative Name of Project 01.1953 (9/88) I ' Instruction: Artification 9 1. By signing and submitting this prop- te prospective primary participant is providing the certification set out belL 2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However,failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such a person from participation in this transaction. 3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary participant knowingly rendered an erroneous certification,in addition to other remedies available to the Federal Government,the department or agency may terminate this transaction for cause of default. 4. The prospective primary participant shall provide immediate written notice to the department or agency to whom this proposal is submitted if at any time the prospective primary participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 5. The terms"covered transaction,""debarred,""suspended,""ineligible,"'lower tier covered transaction," "participant,""person,""primary covered transaction," "principal,""proposal," and"voluntarily excluded," as used in this clause,have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations. 6. The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into,it shall not knowingly enter into any lower tier covered transaction with a person who is debarred,suspended,declared ineligible,or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction. 7. The prospective primary participant further agrees by submitting this proposal, that it will include the clause titled"Certificatioh Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," provided by the department or agency entering into this covered transaction,without modification,in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred,suspended, ineligible,or voluntarily excluded from the covered transaction,unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may,but is not required to,check the Nouprocurement List(Tel. ). 9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to reader in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 10. Except for transactions authorized under paragraph 6 of these instructions,if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended,debarred, ineligible,or voluntarily excluded from participation in this transaction,in addition to other remedies available to the Federal Government,the department or agency may terminate this transaction for cause or default. 10 1995 CLG SURVEY AND PLANNING GRANT APPLICATION State Historic Preservation Office North Carolina Division of Archives and History I. PROJECT INFORMATION (Please type or print with black ink) Project Title: Orange County Historic Architectural Survey/Inventory Manuscript Project Type: Archaeological Survey: Architectural Survey: X National Register Nominations: Other (specify):Preparation of Inventory Manuscript Local Matching Funds: (non-federal) Attach separate list of necessary Donor: Orange County Source: General Fund Date Available: Available now but also on 7/1/95 Kind (cash/other): Cash Amount: $7385 ($4515 cash: $2870 in-kind) II. APPLICANT INFORMATION Contact Person: Donald R. Belk Title: Planner II/Special Proiects Address: 306F Revere Road, Hillsborough. N.C. 27278 Telephone(s): 919/732-8181 Extension 2594 FAX:_919/644-3002 Applicant Organization or Agency: Orange County Certified Local Government (date application/certification): 4/13/93 Local Project Coordinator: _Same as Contact Person (see above) Address: Telephone: -John Link. County r 1/17/95 SIGNATURE AND TITLE: Officer of Spo ring r tion DATE M. ABSTRACT OF PROPOSED PR CT: On a separate sheet of paper, please describe in one well developed paragraph exactly what will be accomplished with the grant and matching funds, including in-kind. Applications for architectural surveys should include an estimate of the number of acres and properties to be surveyed. Historic Preservation Office staff are available for assistance in developing the project description, including an estimated budget. This abstract may also include one or two other paragraphs describing methods to be employed or information on how the proposed project fits into an overall plan of preservation activities for your community.For example,if this is Phase II of a four-phased action plan, what was Phase I and when was it completed, and how will Phases III and IV build on Phases I and R? PLEASE LIMIT THE INTRODUCTION 11 Survey and Planning Grant Funds are being requested to complete Phase II and Phase III of Orange County's historic preservation program. The purpose of the proposed project is two-fold. (1) Completion of the inventory of historic sites and structures in the unincorporated sections of Orange County, excluding the Chapel Hill township; and (2) Completion of the Orange County Architectural and Historical Inventory Manuscript in a form suitable for publication. The County intends to employ an experienced and reputable architectural historian/writer to conduct this work. BACKGROUND Orange County has previously utilized Survey and Planning Grant Funds to undertake inventories of historical and archaeological sites in its unincorporated areas. These inventories have been undertaken in year-by- year phases. Phase I, initiated in 1991, consisted of an inventory of unincorporated portions of Chapel Hill Township. Kelly A. Lally and M. Ruth Little were the principal investigators. The survey compiled files on 160 properties, and the project was completed in June, 1992. Phase II, funded by a $17,000 survey and planning grant, began in 1992. The purpose of the Phase II project was to complete the inventory of unincorporated portions of the remaining six townships. The Phase II fieldwork, conducted by Todd Peck and Jody Carter, was completed in 1993. The research resulted in a total survey of 507 structures. Subsequent fieldwork by Planning Department staff in Fall 1994 revealed a number of sites not surveyed during the Phase II work. It is estimated that an additional 75 structures remain to be surveyed to complete Phase II. Phase III was the archaeological survey of the unincorporated portions of Orange County. This work was funded by a survey and planning grant of$15,000. In September 1994, An Archaeological Survey of Portions of Orange County, North Carolina was completed by Randy Daniel of the Research Laboratories of Anthropology, University of North Carolina-Chapel Hill. Phase III grant funds also included monies for the preparation of the architectural inventory manuscript by Todd Peck and Jody Carter. While the manuscript preparation was begun in Spring, 1993, it was not completed, and the contract was terminated by mutual agreement between Orange County, the Division of Archives and History, and the consultants. 12 Phase N of Orange County's historic preservation program is the preparation of the Historic Preservation Element of the Comprehensive Plan. This project, which will begin in January, 1995, is being funded by a 1994 survey and planning grant of$10,315. The Jaeger Company of Gainesville, Georgia,will prepare the preservation plan. PROPOSAL Part One of the proposed project will be the completion of Phase II Survey fieldwork. In addition,existing inventory files will be reviewed and evaluated to determine if additional historical research is needed, and file narratives will be edited as needed. The estimated cost of Part One is$3,540,including grant funds,and cash and in-kind match. Part Two of the proposed project will be preparation of the Orange County Architectural and Historical Inventory Manuscript. Completion of the manuscript will involve developing an overview essay, incorporating additional research as needed,and assimilating the findings of Phase I(Chapel Hill Township inventory)and Phase II (inventory of remaining townships). Phase III (archaeological survey) findings will be summarized in the final draft, but archaeological site locations will not be disclosed. The consultant will also be charged with selecting and photographing the properties to be represented in the manuscript publication. The estimated cost of Part Two is $10,615, including grant funds, and cash and in-kind match. ORIGINAL PROJECT BUDGET 13 1995 CLG SURVEY AND PLANNING GRANT APPLICATION FORM Page Two IV. BUDGET: AN ESTIMATE OF PROJECT COSTS* (1) (2) Line Items Grant Funds Cash Match In-Kind Match Total Principal Consultant/ $ 6,000 4$ ,000 $_ $ 10,000 Investigator Secretary 870 870 Project Coordinator 870 870 Other Personnel (specify) 1.080 1.080 Staff Planner Office Space Telephone Travel and Per Diem 2,340 miles @ 19.28jmile 390 265 655 _days @ L__/day Film and Developing 240 160 400 Office Supplies/Maps 50 50 Advertising Costs Camera (purchase/rental) Printing and Copying 90 60 150 Other (specify) 50 30 8_ Postage TOTAL $ 6,770 4,515 $ 2,870 $ 14,155___ *Budget Notes: (1) Cash funds must be available for payment of salaries, travel, film and developing. Be sure that grant funds are matched with sufficient non-federal cash match to meet this requirement. (2) In-kind contributions could include office space, telephone costs,photocopying,supplies,indirect costs and project coordination,provided they are essential to the project and properly documented.Matching funds must constitute 40% of actual costs. Send by January 31, 1895 (With Equal Opportunity Statement) to: Lloyd Childers, State Historic Preservation Office N.C. Division of Archives and History 109 E.Jones Street, Raleigh, N.C. 27601-2807 t REVISED PROJECT BUDGET 14 1995 CLG SURVEY AND PLANNING GRANT APPLICATION FORM r IV. BUDGET: AN ESTIMATE OF PROJECT COSTS* Line Items Grant Funds Cash Match' In-Kind Match2 Total Principal Consultant/ 4,250 4,050 $_ 8,300 Investigator Secretary Project Coordinator 2.800 2.800 Other Personnel (specify) Office Space Telephone Travel and Per Diem 2,250 miles @ JQ.28Jmile 630 630 —days @ L_Jday Film and Developing 435 435 Office Supplies/Maps 70 70 Advertising Costs Camera (purchase/rental) Printing and Copying 120 120 Other (specify) 30 30 Postage TOTALS 5 000 4,515 $ 2,870 $ 12,385 *Budget Notes: 'Cash funds must be available for payment of salaries,travel,film and developing. Be sure that grant funds are matched with sufficient non-federal cash match to meet this requirement. 2In-land contributions could include office space,telephone costs,photocopying,supplies,indirect costs and project coordination, provided they are essential to the project and properly documented. Matching funds must constitute 40% of actual costs.