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06-26-97 OHPC MINIr OTSEGO HERITAGE PRESERVATION COMMISSION MEETING 26 June 1997 7:00 pm at the Otsego City Hall AGENDA • Approval of May minutes • Blandin Foundation Report - Joanie Nichols • MHS Grant Information Otsego Cemetery - Nat. Register Nomination ® Elk River Parade and Festival • Otsego Fun Day Five Year Plan e Otsego Heritage Day - 5 October 1997 Other business • Ajourn Next Meeting - 24 July 1997 7:00 pm at the Otsego City Hall OI II -IC -45 MI'S City of Otsego - Heritage Preservation Commission Meeting Thursday, June 26, 1997 Chair Joy Swenson called the meeting to order at 7:10 PM. Janet Bridgland, Joanie Nichols, Elaine Norin, Ron Black, Norm Schwanbeck, Frieda Lobeck and Arlene Holan were present. Council Member Virginia Wendel attended. JANET MOVED TO APPROVE THE MINUTES OF THE MAY, 1997 MEETING, SECONDED BY NORM. MOTION CARRIED. Joy reported on the MHS Grant. The grant agreement was signed by Mayor Larry Fournier, Chair Joy Swenson and City Clerk Elaine Beatty and mailed to the Minnesota Historical Society. MHS will provide us with a list of names of people we may want to get bids from. MHS sent Joy information regarding the Otsego Cemetery National Register nomination. Janet will review the packet about the procedure. Joy told the Elk River Parade committee the Otsego Heritage Preservation Commission will enter a float for the parade on Sunday, August 10, 1997. Joy reported the Park and Recreation Commission would like us to have a table at Otsego Fun Day on July 12, 1997. Joy, Norm and Joanie offered to help. Ron offered to help, if possible. Joy appointed a committee to work on our five year plan the city council requested. Janet, Joanie and Joy will serve on the committee. The commission discussed plans and goals for the next five years. Elaine offered the following ideas: 1. organize the heritage room and index the files 2. complete the context study 3. publish cemetery book and maps 4. complete restoration of cemetery, fix tipped stones and broken gate 5. complete more oral history interviews 6. transcribe oral history interview tapes 7. book on Otsego from 1880 to present 8. Heritage Days 9. develop a brief history of Otsego to be presented to elementary school children 10. restore the old town hall 11. articles for Otsego View and continue to update the display case 12. identify old houses Ron reiterated the ideas shown at numbers 5,6,10 and 12 in the above paragraph. He also added the following ideas: 1. identify historic sites 2. develop a plan for and restore the MacDonald/Peavey house 3. some thought should be given to reuse of the land where the old town hall sits. Joy and Ron both would like a brochure to show Otsego's past. Norm inquired about the old town hall. Joy and Joanie explained the decision whether to move it was postponed until after the context study and the Parks and Recreation commission was putting it on hold. Ron didn't want the building to be destroyed. Virginia will mention it at the next council meeting that it is important that the building not be destroyed. v The commission discussed Otsego Heritage Day scheduled for October 5, 1997. Norm stated he was willing to help, but preferred that someone else chair the event. The commission discussed ideas about possible programs, displays, menus, and alternating years. RON MOVED WE DEFER OTSEGO HERITAGE DAY UNTIL 1998. ELAINE SECONDED, MOTION CARRIED. RON MOVED THAT A LETTER GO OUT TO PEOPLE ON OUR MAILING LIST INFORMING THEM THERE WILL NOT BE A HERITAGE DAY THIS YEAR, WE ARE THINKING OF THEM, AND REQUEST THEIR SUGGESTIONS FOR THE NEXT HERITAGE DAY. NORM SECONDED. MOTION CARRIED. Frieda offered to write the letter with help from Joy. Ron moved to adjourn, Janet seconded. The meeting adjourned at 8:50 PM. Respectfully submitted, Joanie Nichols, Secretary MINNESOTA HISTORICAL SOCIETY CERTIFIED LOCAL GOVERNMENT GRANT AGREEMENT ACCOUNT NUMBER FISCAL OBJECT FEDERAL PROJECT DOLLAR AMOUNT YEAR CODE NUMBER 311.0284.332.01 1997 5720 27-97-12026.003 $5,000 HPF grant funds $5,319 applicant match This Agreement is made by and between the Minnesota Historical Society hereinafter called the Society), and the City of Otsego (hereinafter called the City), pursuant to authority granted by the National Historic Preservation Act of 1966, as amended.. WHEREAS, pursuant to the Act, the Society has been allocated funds by the United States Department of the Interior for use by Certified Local Governments for qualifying historic preservation activities; and WHEREAS, the City has applied for and been granted Certified Local Government Status and has made application for Certified Local Government funds to be utilized in carrying out the project described in Attachment A of this Agreement, NOW, THEREFORE, in consideration of and in reliance upon the mutual covenants and agreements contained herein, the parties hereto do covenant and agree, each for themselves and their respective successors and assigns, to carry out the project under the following provisions. I. PROJECT DESCRIPTION A. The Project Time Period, Work Summary, Photograph Guidelines (where applicable), Consultations and Progress Reports, Final Products, Project Director's Report, Project Budget, and Reimbursement Schedule are described in the Project Description, Attachment A, which is attached hereto and made a part hereof. B. The City agrees the project will be carried out as described in the Project Description, unless modified pursuant to the provisions of Section V of this contract. C. The Society will reimburse the City for the budget costs identified as Historic Preservation Fund (HPF) federal dollars in the Project Description, following submittal of materials as described in Section III of this Agreement. Final products which do not conform to the terms and conditions of this Agreement or which do not meet the applicable Secretary of the Interior's Standards will not be reimbursed. II. ASSURANCES A. The City assures that all work carried out on this project will conform to the Secretary of the Interior's Standards for Archaeology and Historic Preservation (as City of Otsego CLG Agreement Federal Grant No.: 27-97-12026.003 published in the Federal Register of September 29, 1983) and that the project personnel meet the Secretary of the Interior's Professional Qualifications Standards (as published in the Federal Register of September 29, 1983) as stipulated in the Project Description. B. The City assures that this project will be administered and conducted in accordance with the following: 1. OMB Circular A-87 "Cost Principles Applicable to Grants and Contracts with State and Local Government" and OMB Circular A-102 (revised) "Uniform Requirements for Assistance to State and Local Governments." 2. Department of the Interior regulations 43 CFR Part 12, Subpart C - "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments." a. In addition to the requirements of these regulations the City will allow a minimum of two weeks between the date bid solicitations are published and the date bidders must respond; and allow eighteen calendar days between the date invitations are mailed to potential bidders and the date bidders must respond. 3. Public Law 101-517, Title V, Section 511, states: When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all grantees receiving Federal funds, including but not limited to State and local governments, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be furnished by nongovernmental sources. 4. The "Single Audit Act of 1984." 5, National Register Programs Guideline NPS -49. C. The City acknowledges that this project is being supported, in part, with funds from the United States Department of the Interior. As a condition of receiving such funds, the City agrees that the City shall be considered an "applicant" for federal funds, as that term is used in the "United States Department of the Interior Civil Rights Assurance." As a condition of this Agreement, the City shall complete and execute the attached Civil Rights Assurance, the terms of which are hereby incorporated as terms of this Agreement (see page 7). The City also agrees as follows: page 2 City of Otsego CLG Agreement Federal Grant No.: 27-97-12026.003 In the hiring of common or skilled labor for the performance of any work hereunder, no contractor, material supplier or vendor shall, by reason of race, creed or color, discriminate against any person or persons who are citizens of the United States, or resident aliens, who are qualified and available to perform the work to which the employment relates. No contractor, material supplier or vendor shall, in any manner, discriminate against, or intimidate, or prevent the employment of any person or persons identified in the preceding paragraph, or on being hired, prevent, or conspire to prevent, the person or persons from the performance of work under any contract on account of race, creed or color. The violation of this section is a misdemeanor pursuant to Minnesota Statutes. This Agreement may be canceled or terminated by the Society, and all money due, or to become due hereunder may be forfeited for a second or any subsequent violation of the terms of this section. D. The City will indemnify and save and hold the Society and the Department of the Interior harmless from any and all claims or causes of action arising from the performance of this project by the City. E. The City agrees to make repayment of grant funds to the Society if terms and conditions of this Agreement are not followed or costs claimed are subsequently disallowed. F. The City, in accordance with provisions of 18 USC 1913 regarding lobbying, assures that no part of grant budget will be used directly or indirectly or to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other device intended or designed to influence in any manner a member of Congress, to favor or oppose, by vote or otherwise, any legislation or appropriation by Congress, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation. This shall not prevent communicating to members of Congress on the request of any member or to Congress, through the proper official channels, requests for legislation or appropriations which they deem necessary for the efficient conduct of the public business. G. The City agrees any publications, studies, reports, presentations, films, audio visual materials, exhibits, or other material prepared with grant assistance will contain an acknowledgment of HPF grant funds and nondiscrimination policy as follows: "The activity that is the subject of this (type of publication) has been financed (in part/entirely) with Federal funds from the National Park Service, U. S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. page 3 City of Otsego CLG Agreement Federal Grant No.: 27-97-12026.003 "This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, the U. S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, or disability in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office for Equal Opportunity, U. S. Department of the Interior, National Park Service, P.O. 37127, Washington, D.C. 20013-7127." H. The City assures that transferred federal monies will not be applied as part of the matching (applicant) share, and that monies used as match on other federal grants will not be used as matching (applicant) share on this project. I. The City agrees not to contract with any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, Debarment and Suspension. Current lists of such parties are on file in the Society's Grants Office and are available for review by the City. As a condition of this Agreement, the City shall complete and execute the attached Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Lower Tier Covered Transactions (see page 8). (See instructions on page 9.) III. REIMBURSEMENT PROCEDURES A. Payments under this Agreement will be made on a reimbursable basis according to the schedule included in the Project Description (see Attachment A). All supporting fiscal documentation must be submitted prior to reimbursement. B. A Request for Reimbursement must include the following: 1. Request for Reimbursement Form (see Attachment B). 2. Supporting fiscal documentation for all project costs during the period covered by the request, including both federally funded items and applicant match items. (See Attachment C for Information on Allowable Costs.) 3. If project work begins prior to September 30, and the City wishes to claim these costs, a Request for Reimbursement must be submitted at the end of the federal fiscal year. Applicant match must be equal to, or may exceed, the federal funds requested as of September 30 (also see Reimbursement Schedule of Attachment A). 4. Final Product(s) and the Project Director's Report are to be submitted with the Final Request for Reimbursement Form (see Attachment A). page 4 City of Otsego CLG Agreement Federal Grant No.: 27-97-12026.003 C. The Request for Reimbursement Forms should be submitted to Mandy Skypala, Minnesota Historical Society, Grants Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102-1906. D. When both the financial documentation and the product documentation has been found to be acceptable by the Society, funds will be requested from the Department of the Interior and will be forwarded to the City when the funds have been received by the Society. IV. AUDIT The City must submit a copy of all audited financial statements completed pursuant to OMB Circular A-128 for all fiscal years which include the project period. These must be submitted to Greg Oldenkamp, Minnesota Historical Society, Finance Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102-1906, within 120 days of their completion. V. AMENDMENTS AND CANCELLATION A. Amendments 1. Any significant variations from the approved work summary, products, budget, and performance/reporting milestones described in Attachment A which are experienced or anticipated during the course of the project and any significant problems, delays, or adverse conditions which materially affect planned performance should be submitted in writing to Mandy Skypala, Minnesota Historical Society, Grants Office, 345 Kellogg Boulevard West, Saint Paul, Minnesota, 55102-1906. The Society will respond in writing, either approving or not approving the changes, and may amend the contract if deemed necessary. The City is aware that some changes may require approval by the National Park Service and agrees to submit any necessary changes as early as possible during the project period. Variations which are not known until the conclusion of the project may be submitted with the final Request for Reimbursement; however, the City understands that costs may be disallowed if changes are not approved. 2. If any part of the budgeted federal grant funds will not be used, the City must notify the Society at least sixty (60) days before the project's ending date. Failure of the City to notify the Society may result in the loss of federal funds to the state, and may have an adverse effect on future applications for CLG funds by the City. B. Cancellation. The Society reserves the right of termination for cause on a thirty (30) day notice should it be determined that the City has failed to materially comply with the terms and conditions of this Agreement. This Agreement may also be terminated when both parties agree that the project will not produce beneficial results commensurate with further expenditure of funds or because of circumstances beyond page 5 City of Otsego CLG Agreement Federal Grant No.: 27-97-12026.003 the control of the Society and/or the City. In the event of termination, the City may be reimbursed for eligible expenses incurred prior to termination or by a negotiated settlement. Once this Agreement is signed, it controls all activities during the project time period. IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed on the date(s) indicated below intending to be bound thereby. Minnesota Historical Society 345 Kellogg Boulevard West Saint Paul, Minnesota 55102 Nina M. Archabal, Director Minnesota Historical Society and State Historic Preservation Officer (date) Britta L. Bloomberg (date) Deputy State Historic Preservation Officer Deane Roe (date) MHS Contract Officer page 6 City of Otsego 8899 Nashua Avenue NE Elk River, MN 55330 Cyam' �� �7�� signature a hor' ed official) (date) a- J�a (print name (signature -City Clerk or City Ma ger) (date) 4. e 11 (print name) t T -y tg re- HPC Chairperson) (date) (print name) U.S. DEPARTMENT OF THE INTERIOR CIVIL RIGHTS ASSURANCE As the authorized representative of the applicant, I certify that the applicant agrees that, as a condition to receiving any Federal financial assistance from the Department of the Interior, it will comply with all Federal laws relating to nondiscrimination. These laws include but are not limited to: (a) Title VI of Civil Rights Act of 1964 (42 U.S.C: 2000d-1), which prohibits discrimination on the basis of race, color, or national origin; (b) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which .prohibits discrimination on the basis of handicap; (c) the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et seq. ),which prohibits discrimination on the basis of age; and applicable regulatory requirements to the end that no person in the United States shall, on the grounds of race, color, national origin, handicap or age, be excluded from paxticipatiorr'in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the applicant. THE APPLICANT HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. THIS ASSURANCE shall apply to all aspects of the applicant's operations including those parts that have not received or benefitted from Federal financial assistance.. If any real property or structure thereon is provided or improved with the aid of Federal financial assistance extended to the Applicant by the Department, this assurance shall obligate the Applicant, or in the case of any transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is so provided, this assurance shall obligate the Applicant for the period during.which it retains ownership or possession of the property. In all other cases, this assurance shall obligate the Applicant for the period during which the Federal financial assistance is extended to it by the Department. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants, loans, contracts, property, discounts or other Federal financial assistance extended after the date hereof to the Applicant by the Department, including installment payments after such date on account of applicants for Federal financial assistance which were approved before such date. The Applicant recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations and agreements made in this assurance, and that the United States shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the Applicant, its successors, transferees, assignees, and subrecipients and the person whose signature appears below who is authorized to sign this assurance on behalf of the Applicant. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL ( TITLE "�- APPLICANT /OR4 A ZDATE SUBMITTED ATION } APPLICANT /ORqANIZATION MAILING ADDRESS BUREAU OR OFFICE EXTENDING ASSISTANCE page 7 DI.1350 (REV -SAI) U.S. Department of the Interior Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 43 CFR Part 12, Section 12.510, Participants' blis1988 Federal responsibilities. The regulations Copies of the regulations ed as Part VIE nthe uded in the pro o�— Re ter (pages 19160 P pac age. For further assistance in obtaining a copy of the regulations, ce of Acquisition and Department of the Interior, Acquisition and Assistance Division, D.C. 20240. Property Management, 18th and C Streets, N.W., Washin8to (BEFORE COMPLETING CERTIFICA'T'ION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant id, su'spended� roposed for debssion of this arment, that neither it nor its principals is presently declared ineligible, or voluntarily excluded from participation in 's transaction by any Federal department or agency. to (2) Where the prospective lower r participant articipant shall an explanation to y of the statements is this certification, such prospective this proposal. Name and Title of Authorized Representative Signature --- r .1 P/ o f -e--6-0 Date page 8 01.195S (4"88) Instructions for Certification si in and submitting this proposal, the prospective lower tier participant is 1' By providing the certification set out below. ntation on which 2. The certification in this clause is smaterial a to alas resented into. Lf t s lf fact ater determined reliance was Placed when this that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies sacttavaiiable to the on originated meaylpuorsueaailabee department or agency with which this remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide ediate _the prospective lower. titten notice to.e re person to which this proposal is submittedif at an Y participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. " " The terms "covered transaction, "debarred," "suspended, ineligible, lower tier 4. "'primary covered transaction," covered transaction, �� "participant, person, "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage bson oowhi h this propof rules s al ns ng Executive Order 12549. You may con of those regulations. submitted for assistance in obtaining a C°Pb submitting this proposal that, should 5. The prospective lower tier participant agreesY the proposed covered transaction be with it shall not is debarred, suspend d, declared any lower tier covered transaction Rnth pe ineligible, or voluntarily excluded from participation this covered unless authorized by the department or agency h htransaction originated. ant further agrees by submitting this proposal that g. The prospective lower tier participant Debarment, Suspension, it will include this clause titled Exclusion-Lower Tier C° n erect Transaction," without Ineligibility and Voluntary red transactions and in all solicitations for ower modification, in all lower tier cove tier covered transactions. 7, A participant in a covered transaction ssaac on that it s not debarred, suspended, ve participant in a lower tier covered trap it ineligible, or voluntarily excluded from the cove d�cide t ahe moethoodland frequency by the certification is erroneous. A participant may bili of its principals. Each participant may, but is not which it determines the eligibility required to, check the Nonproc luremeent be coist Tel.#) ed � require establishment of a 8. Nothing contained in the faregn $ system of records in order to render in good faith �e amens n trequigd exe dsthat rti Y and information of a participant clause. The normknoally possessed by a prudent person in the ordinary course of business which is normally dealings. 5 of these instructions, if a 9. Except for transaction$ authorized under paragraph� into a lower tier covered participant in a covered transaction knowingly lower or voluntarily transaction with a person who is suspended, debarred, ineligible, excluded from participation in this transaction, in addition to other remhich edies available to the Federal Government• the department o including ith w suspension and/or transaction originated may pursue available remedies, debarment. page 9 LG Agreement Attachment A : City of Otsego C PROJECT DESCRIPTION City (CLG): Federal Grant No: Grant Time Period: City of Otsego 27-97-12026.003 July 1, 1997 to June 30, 1998 Federal Grant No: 27-97-12026.003 Work Summary: The project will consist of the development of a historic context study to identify significant themes in the City's history which will be used as a basis for preservation planning. The final report will include five to ten historic contexts. The project will be accomplished under the supervision of personnel meeting he Secretary of he Interior's Professional Qualifications Standards. Consultations and Progress Reports: 1. The CITY will inform the SOCIETY'S Grants Office of the name and qualifications of the historian, architectural historian, or historical architect with whom it has contracted within fifteen U da s of the contract's execution. The CITY will at the same time provide a copy of the contract and a complete report on the procurement process demonstrating compliance with Federal competitive procurement requirements. (See II. ASSURANCES, item B, CLG Agreement, and Part VI of 1996 CLG Grants Manual.) 2. The CITY will submit a brief Monthly Progress Report (See 1996 CLG Grants Manual - Attachment F.) to the SOCIETY'S Grants Office by the 15' of each month for the duration of the project period. Product submittals will accompany the monthly reports as specified below. 3. October,meeting the 'ts Office to conf`ith SHPO stfregarding the scope and veall managem management of the project. 4. By February, 1997, the CITY will submit a preliminary list of contexts to the SOCIETY'S Grants Office to be reviewed by SHPO staff. 5. By April, 1998, the CITY will submit a draft of the context report to the SOCIETY'S Grants Office for SHPO staff review. 6. The SOCIETY may request other written progress reports and on-site reviews of project progress, as necessary. Final Products: Products should conform to the standards and guidelines specified in the most current edition of the MN's SHPO'S Guidelines for SHPO Architecture/History Projects. Products will consist of three bound, one unbound, and one computer disk copy of the report. Attachment A : City of Otsego CLG Agreement Federal Grant No: 27-97-12026.003 Project Director's Report: The report will include a brief description of the administration of the project. Two copies of this report will be submitted to the SOCIETY'S Grants Office with the Final Products and the Request for Reimbursement Form (see Part III of the Grant Agreement). Project Budget: Reimbursement Schedule: The CITY will be reimbursed, in total amount not to exceed $5,000, for the actual amounts expended under the federal (HPF) portion of the budget. The CITY must submit a Request for Reimbursement Form along with SOCIETY'S Grantse fiscal docOfficelater than July 15, 1998. Allnal roducts, and project work must Diect rector's Report to thebe completed no later than June 30, 1998. GRANT RECIPIENT MATCH 'I U I In -Kind 3UDGET ITEMS Cash Other _ $5,000 $2,500 $7,500 .,ontract onsu tart ?50 hours @ $30/hr. ?roject Director $711 $711 10 hours @ $25/hr. Project Support (assist with research, review report, etc. $1,363 $1,363 80 hours @ $17.04/hr. Administration and accounting $375 30 hours @ $12.50/hr. $375 Mileage 1000 miles @ .27/mile $270 $270 Supplies and photocopying $100 $100 > > ' $10' 319 Reimbursement Schedule: The CITY will be reimbursed, in total amount not to exceed $5,000, for the actual amounts expended under the federal (HPF) portion of the budget. The CITY must submit a Request for Reimbursement Form along with SOCIETY'S Grantse fiscal docOfficelater than July 15, 1998. Allnal roducts, and project work must Diect rector's Report to thebe completed no later than June 30, 1998. Minnesota Historical Society Grants Office CLG Request for Reimbursement Form Project: City: Address: Proj.ect Expenditure Classification: (use budget items from Attachment ,A of Grant Agreement) Total Expenditures: Line (A) must not exceed Line (B). Federal Grant No.: MHS Contract No.: Federal Grant Amount: Total Expeditures: (A) Federal (B) Attachment B Applicant Supporting documentation for all costs claimed in this request must be attached. Each supporting document should be labeled with the appropriate Project Expediture Classification. The following project products are submitted with this Request for Reimbursement: I certify that this Request for Reimbursement represents actual project expenditures carried out within the period of the project. I further certify that the city will maintain itemized financial records for project expeditures for a period of not less than three (3) years on this project. Date: Signature: Print name and title: Telephone: Attachment C SUPPLEMENTAL INFORMATION ON ALLOWABLE COSTS All costs for this project must be in conformance with OMB Circular A-87 and A-102 (revised) and the National Register. Programs Guidelines NPS -49. The following points provide supplementary guidance and emphasis for areas where questions or problems may arise. 1. The project budget is divided into those costs to be reimbursed by Historic Preservation Funds (HPF federal dollars) and those costs which are covered by the City (applicant match). All costs --both the HPF federal dollars and the applicant match --must be adequately documented in a Request for Reimbursement,Form. The applicant match portion must total, at a minimum, an amount equal to the federal portion. 2. All costs must be in payment of an obligation incurred during the grant time period. 3. All costs must represent expenditures which are necessary to the accomplishment of approved grant objectives. 4. Transferred federal monies cannot be applied as matching applicant share; monies used as match on other federal grants may not be used as matching share on this project. 5. Specific cost categories: A. Personnel (1) Project Specific Personnel are hired as regular employees specifically for the grant project. Eligible costs may include salary expenses as well as other project related expenses incurred for the benefit of the project specific personnel. These costs may be charged to the federal portion and/or to the applicant portion of the project budget. Costs included in a Request for Reimbursement Form must be supported with copies of time sheets showing the employee's name, dates and hours worked, dollar amount, description of work performed, employee's signature, and the signature of the employee's supervisor. Either City time sheets with the above information or MHS time sheets (see Attachment D) are acceptable. (2) In -Kind Services (force account personnel) are regular employees of the City who spend all or part of their time on the grant project. Eligible Supplemental Information on Allowable Costs - page 2 costs include the actual salary of the employee including fringe benefits. (The employee must be working in the same skill for which he/she is normally paid, otherwise, only minimum wage can be used.) These costs may be charged to the federal portion and/or to the applicant portion of the project budget. Costs included in a Request for Reimbursement Form must be supported with copies of time sheets containing information described under 5.A.(1) above. (3) Donated Services (volunteer personnel) contribute time to the grant project. if a volunteer is performing tasks within his/her normal trade or profession, the value of the contributionis based rates on the volunteer's normal rate of pay or listed below. (The Society will furnish rates for other ares upon request.) Benefits are not eligible. If the volunteer is performing tasks outside of his/her profession, only minimum wage rate can be used. These contributions may be utilized only for the applicant portion of the budget. Costs included in a Request for Reimbursement Form must be supported by time sheets with information described under 5.A.(1). above. Rates for Volunteer Personnel Appraiser $14.37 per hour Archaeologist $14.82 per hour Architect $15.62 per hour Attorney $24.62 per hour Bookkeeper/accountant $ 8.60 per hour Graphic Arts Specialist $14.00 per hour Historian $17.06 per hour Librarian $20.26 per hour Management Specialist $14.21 per hour Planner $15.75 per hour Photographer $ 9.40 per hour Researcher $12.93 per hour Secretary $ 9.38 per hour Word Processing Operator $ 8.69 per hour Writer/editor $17.04 per hour MINIMUM FEDERAL WAGE RATE $ 4.25 per hour B. Contractual Services are services necessary for the completion of the project which are contracted by the City. The City must follow the requirements of OMB Circular A-102 (revised) regarding procurement Supplemental Information on Allowable Costs - page 3 standards in arranging for such services. Eligible costs may include the rates actually paid to the contractor. These costs may be charged to the federal portion and/or to the applicant portion of the project budget. Costs included in a Request for Reimbursement Form must be supported by copies of invoices and copies of cancelled checks. C. Supplies and Materials (1) Donated supplies and materials are those taken out of City stock or donated by third parties. The cost of these supplies and/or materials may be charged only to the applicant portion of the budget. Costs included in a Request for Reimbursement Form must be supported by a Value of Donated Supplies and Materials Form (see Attachment E) which must include a description of the materials and/or supplies, date of dona- tion, fair market value, basis for the valuation (i.e., invoice price, price in retail.outlet, etc.), and signature of verifying official. (2) purchased supplies and _materials are those bought specifically for the project. The City must follow the requirements of OMB Circular A-102 (revised) in the purchase of supplies and materials. The cost of these supplies and/or materials may be charged to the federal portion and/or to the applicant portion of the budget. Costs included in a Request for Reimbursement Form must be supported by copies of invoices and copies of cancelled checks. D. Indirect Costs may be charged to the project only if the City has a current rate that has been approved by the City's cognizant federal agency and is currently in effect. These costs may be charged only to the applicant portion of the budget. Those costs must be included on page four of the City's grant application. E. Mileage costs may be charged to the project for necessary costs incurred excludinc[ costs of mileage from place of residence of project personnel to the project site. Mileage paid for by the City may be charged to the federal portion and/or to the applicant portion of the budget; donated mileage may be charged only to the applicant portion. Costs included in a Request for Reimbursement must be supported with the following information: project personnel name, date of travel, purpose of travel, beginning and ending mileage and rate claimed. Maximum rate is $.27 per mile. Retain For Audit Minnesota Historical Society Value of In-kind and/or Donated Services Time Sheet ------------- City and Project Name Federal Grant Number Name of Person Contributing Services Hourly Rate - Based on Attachment D Type of Work Performed (research, planning, secretarial, etc.) Volunteer personnel donating his/her time to a project may be credited with an agreed rate (see Attachment C of Grant Agreement) unless he/she is professionally skilled in the work he/she is performing on the project. When this is the case, the wage rate the individual is normally paid for performing his/her service may be credited to the project. If a higher rate than the published volunteer rate is used, additional documentation and verification is required. Please consult with the Grants offinP before claiming the higher rate. Signature of Person Donating Time Date Supervisor Verifying Accuracy Date detain For Audit Minnesota Historical Society ' Attachment E Value of Donated Supplies and Materials City and Project Name Federal Grant Number Name and Address of Donor Verifying Official's Signature Date Donation Date Fair Value Basis of Value Description of Supplies and Material Donated Total Value of Donation Verifying Official's Signature Date