Presentation on theme: "State Historic Preservation Office Program Historic Preservation Fund FY2012 Close Out and FY2013 End of Year Report Review December 2013."— Presentation transcript:
State Historic Preservation Office Program Historic Preservation Fund FY2012 Close Out and FY2013 End of Year Report Review December 2013
Report Tips and Tricks This presentation is meant to provide quick tips, tricks and reminders to those familiar with the close-out and End-of-Year HPF Reports. Those new to the programs should work closely with your staff in completing the forms.
State, Tribal, & Local Plans and Grants Staff Hampton Tucker, Chief, State, Tribal, and Local Plans & Grants Division (HI) Grants Management Specialists Ginger Carter (AZ, DC, ID, NC, NV, OR, UT) Jenifer Eggleston (IN, ME, MI, MS, NJ, PA, OH, VA, WV) Jennifer Wellock (CA, DE, NY) Kathryn Warnes (CT, FL, KY, MD, MA, NH, RI, VT, WA) Megan Brown, Certified Local Government Program National Coordinator (CO, IL, IA, KS, MN, MO, MT, NE, NM, ND, OK, SD, TX, WI, WY) Tawana Jackson, Audit Coordinator (AR, AL, AK, GA, LA, PR, SC, TN, VI) Planning Tanya Gossett, Program Manager Historic Preservation Planning Program (All states)
Historic Preservation Fund End of Year Report The purpose of these reports is to verify : – What was accomplished. – That each State met all required program areas. – What was accomplished with the money. – That all of the conditions of the grant were met. It is also a time to recognize accomplishments and the relationships of all of the programs. This demonstrates all parties involved are fiscally responsible, and that the funding contributes to important preservation work. In other words, these reports provide justification for continuing appropriations.
Grant Agreements-2 Year Life SHPO Grants are awarded every year and run for 2 years. This means, two grants will be active at any point. One will be in its first year (active) the other in its second year (closing). The start date of each grant is October 1 of the fiscal year in for which the Congress appropriates the funds (regardless of when the grant agreement is written).
HPF Grant Reports Due December 31, 2013 – Project Activity Database(PADB Reports) Entering & editing projects Good & bad examples – 10% Pass-Through to CLGs – Unexpended Carryover Funds Table – PADB Carryover Statement – The SF 425 Federal Financial Report Forms, remember 2 total, 1 for each grant. – NonFederal Matching Share Report – Cumulative Products Tables -Success Stories -Special Conditions of the Grant Agreement
The HPF Online Database
Project Activity Database (PADB Reports) Ensure all of the fields are filled in correctly, double check against defaults. Each project/activity has a descriptive title and adequate description. Each project/activity is eligible/measurable/tangible. All of the closing year (FY12) projects, both in-house and subgrants, should be marked completed or canceled. All CLG subgrants must have the CLG box checked. All project affecting NHLs must have the NHL box checked. All 8 Program Areas must be covered (Administration; Planning; Survey & Inventory; Tax Incentives; Development/Covenant/Acquisition; National Register; Local Government Certification; Review and Compliance) *The Local Govt Certification program area covers certification, decertification and evaluation. Giving money for a CLG project is not Local Government Certification project. Use comment box to explain major differences in original projections and actual work completed/money expended. If redistribution of funds occurred this must be explained. Pay close attention to your Planning Objectives, make sure the numbers AND titles/description align to your current state plan. Be familiar with your state plan objectives and how your project fulfills them.
PADB - Project Descriptions BAD Project Description Project Description: Continue adding properties to the National Register. Good Project Description - National Register activity During fiscal year 2012 the State Heritage Councils National Register program held three Review Board meetings and showed an overall increase in the number of district listings compared with the number of district listings in FY The State had 27 listings in FY individual properties and 8 districtsas compared with 20 listings in FY individual properties and 2 districts. In the second year of the grant cycle fiscal year 2013 the State National Register program held three Review Board meetings and showed an overall increase in the number of district listings compared with the number of district listings in FY State had 27 listings in FY individual properties and 8 districtsas compared with 20 listings in FY individual properties and 2 districts. The 19 individual listings in FY 2012 added 67 contributing features to the National Registercumulatively more contributing features than were listed in 2011 or In 2012, more districts in State were listed than in any of the last 6 years, with more buildings placed on the National Register in a single year than in any of those years except 2008.
PADB - Project Titles Good Descriptive Titles Subgrants: Project Title:St. Petersburg Indian Mounds Master Plan Project Title:Medford - Hillside Neighborhood Survey In House: Project Title:Historic Preservation and Sustainability Study Project Title:Disaster Planning for Cultural Resources BAD Descriptive Titles Project Title: City of Danville Project Title:King County
Project Notifications Project Notifications should be submitted at the initiation of the project not at the end of the year (but submit them with the Annual Report if you havent to date.). Submit all necessary Final Project Reports – on all projects expending more than $25,000 in Federal funds and projects affecting on NHL properties. Note states on full review must submit Project Notifications and Final Project Reports on ALL subgrant projects expending Federal funds.
Active Year PADB Check that subgrants are appropriately labeled as CLGs. Dont forget Project Notifications/Project Close- Out Reports.
The data entered in the PADB reports is pulled into the CLG Pass-Thru Report and verifies that the required 10% minimum is passed through. It is a good idea to plan on passing through more than the required 10% in case a project or several get cancelled or budgets are reduced, etc. *Check CLG box in PADB CLG Pass-Through
The Unexpended Carryover Funds Table and the Project Activity Database Carryover Statement are created from the PADB. The planned Federal amount for CLG subgrants must be at least 10% of the Federal award. Note in the Carryover Statement you must enter the cost incurred in the first fiscal year number. Carryover Statement must be signed and ed to NPS. Submit a request for a waiver if the carryover is greater than 25% of the Federal grant award. Carryover Reports
Excerpt SF 425 Section 10d-k
Matching Share Report Closing year grant only, cumulative for the grant period (2 years); e.g., the match contributed to the FY 2012 grant during both FY 2012 and FY Minimum of 40% of match required. The source of Federal money that can be used for match is the Community Development Block Grants (CBDG). If multiple educational, nonprofit, commercial or private funds are used as match, on a separate page, list the organizations and the amounts given. The total match must equal the match amount stated on the SF 425 for FY 2012 grant. The total amount of the CLG match must equal the CLG pass-through report for the FY 2012 grant.
Cumulative Products Tables If there is a great difference between planned and actual numbers, an explanation should be provided. Ensure that the data in the Cumulative Products Table matches that reported in the PADBs. We fill in the actuals for CLG, tax, & National Register except the CLGs evaluated and Federal Nominations commented on. Note you must evaluate your CLGs at least once every four years. For States with a large number of CLGs, evaluating 25% annually makes sense. States only have to report on products completed with HPF funds and match. If there is a lot of productivity in specific areas consider reporting on these achievements in the success stories!
Additional Components of the End of Year Report At least 3 Success Stories - Help us share the benefits of this program and get people excited about supporting preservation! Send NPS 3 copies of certain products produced under this grant (contact state reviewer for specifics). Submit the audit within 9 month of the fiscal year end. Make sure State Historic Preservation Plan objectives are current. Make sure your State has met all Special Conditions of your grant agreement (generally listed as conditions #20 and up).
Thank you for your time and attention and especially your dedication to Preservation! Any questions?