08-329Council F51e # �''3 �
Green Sheet # 3050836
MINNESO A
1 Whereas, Council File No. 07-731, adopted on August 15, 2007 and approved on August 20, 2007,
2 approved an amendment to the 2007 budget by appropriating $700.00 in excess funds to be received from
3 a Certified Local Govemment Grant from the Minnesota Historical Society far the purpose of paying
4 expense incurred by three members of the Heritage Preservation Commission while attending the National
5 Trust for Historic Preservarion National Conference which was held in the Twin Cities on October 2-6,
6 2007; and
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8 Whereas, accepting the said grant from the Historical Society required the City to accept a term agreeing
9 to hold hannless the Historical Society and the United States Department of the Interior from "any and all
10 claims or causes of action arising from the performance of this project by the City:" and
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12 Whereas, Council File No. 07-731 did not state the said indemnification requirement for approval; now,
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THEREFORE, BE IT RESOLVED, that the Council of the City of Saint Paul hereby the proper city
officials to enter into an agreement to accept the said grant from the Historical Society for the purposes
stated including the granYs condition to hold harmless the Society and the Department from any and all
claims or cause of action arising from the performance of this project by the City; and,
BE TT FINALLY RESOLVED, that this Council File shall amend Council File 07-731 to the extent
provided above and shall be read as to be fully incorporated therein.
Bosh�om
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Yeas Nays Absent Requested by Department of:
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By:
Approved l�y Mayor for Submission tqCouncil
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RESOLUTION
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DeparfinenU�celw�mcit: Date fn'rtiated:
S , -D�t.ofsaf�&�� 07-MAR-08 Green Sheet NO: 3050836
Contact Person & Phone:
Amy Spong
266-7079
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Assign
Number
For
Routing
Order
0 e t of Safe & Ins ections
1 e t of Safe & Ins tions De arMent Accountant ��
2 ' AHOrue Ci Attorue f
3 inancial Services Director
4 a or's OtSce Ma or if over $50 000
5 umanRi ts umanRi ts ifoverS
6 inancial Semces ontract & Anal sis Se
7 Ori 'natin De artm¢nt
DOC. Type: OTHER AGREEMENT/CONTf
E-DocumentRequired: N
Document ConWct:
Contact Phone:
Total # of Signature Pages _(Clip All Locations for Signature)
Amend CF 07-731 authorzing ciTy officials to appropriate excess funds based upon grant from state historical society for expenses
incurred by HPC Commissioners attending the Historic Prerservation National Conference October 2-6, 2007.
Plannifg Commission
GIB Committee
Civil Seroice Commission
1. Has this person/firm ever worked under a contract for this department?
Yes No
2. Has this person/firm ever been a city employee?
Yes No
3. Does this personffitm possess a skill not normally possessed by any
current ciry employee?
Yes No
Explain all yes answers on separate sheet and attach to graen sheet
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
Accepting grant required City to hoLd harmless the grant source (sta[e histnrical society and US department of the interior) from any
and all claims aad actions arising out CIry's participation in the conference.
AdvanWges If Approved:
City approval of indemnification complies with terms of grant.
Disadvantages If Approved:
None. Event has already taken place.
DisadvanWges If NotApproved:
City has not complied with terms of gant and gant money will have to be returned leaving City to cover expenses from other funding
sources.
Trensaction:
Funditfg SourGe:
Financiaf information:
(ExpJain)
Activity Number:
March 7, 2008 1123 APA
CostlRevenue Budgeted:
Page 1
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MINNESOTA HISTORICAL SOCIETY
CERTIFIED I.00At GOVERNMENT GRANT AGREENfENT
ACCOLTNT FISCAL OB7ECT FEDERAL PROJECT DOLLAR AMOUNT
NUMBER YEAR CODE NUMBER
0284 2007 5720 27-07-21627A13 $700 EiPF grant funds
Tlus Agreemenf is made by and between the Minnesota Historical Society hereinafCer called the
Society), and the City of St. Paul (hereinafter called the City), pursuant to authority granted by the
NaCional Historic Preservation Act of 1966, as amended.
WI�REAS, pursuant to the Act, the Society has been allocated funds by the United States
Department of the Interioz for use by Cerkified Local Govemments for qualifying historic
preservation activities; and
VJIIEREA5, the City has applied for and been granted Certified Local Government Status and has
made application for Certified Local Govemment funds to be utilized in carryiug out the project
described below,
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 successars and assigns, to carry out the project under the following provisions.
L PROJECT DESCRIPTION
A. Three member(s) of the city's heritage preservation commission will attend the National
Trust Couference in the Twin Cities October 3-6, 2007.
B. The project period is October 2 to October 6, 2007.
C. The Society will reimburse the City for the costs identified in budget outlined below,
following submitfal of materials as described in Section III of this Agreement.
D. The budget is as follows:
ITEM f Cost/rate ger f Number of � Grant f Match
Time (HPC I $10/hr x 32 lu
$960
Total � � $700 � $960
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II. ASSiTRANCES
A. The City assures that this project will be aduiinistered and conducted in accordance
with the following:
OMB Circulaz A-87 "Cost Principles Applicable to C'rrants and Contracts with
Stafe and L,oca1 Govemment" and OMB Circular A-102 (revised) "Uni_form
Requirements for Assistance to State and Local Govemments."
2. Department of the Interior regulations 43 CFR Part 12, Subpart C-"Unifoxm
Administrative Requirements for Grants and Cooperative Agreements to State
and Local Governments."
The "Single Audit Act of 1984."
4. Historic Preservation Fund (HPF) Grants Manual (previously known as National
Register Programs Guideline I3PS-49).
B. The City aclmowledges that this project is being supported, in part, with funds from
the United States Deparhnent of the Interior. As a condition of receiving such funds,
the City assures compliance with Titie VI of the Civil Rights Act of 1964, Section
504 of the Rehabilitation Act of 1473, and the Age Discrunination Act of 1975.
The violation of this section is a misdemeanor pursuant to Minnesota Statutes.
This Agzeement may be canceled or terminated by the Society, and a11 money due, or
to become due hereunder may be forfeited for a second or any subsequent violation
of the tezms of tkus section.
C. The CiTy will indemnify and save and hold the Society and the Department of the
Interior hartnless from any and all claims or causes of action arising from the
performance of this project by the City.
D. The City agrees to make repayment of grant funds to the Socieiy if terms and
conditions of this Agreement aze not followed or costs clauned aze subsequently
disallowed.
E. The City, in accordance with provisions of 18 USC 1913 regazding lobbying, assures
that no part of grant budget wili be used directly or indirectly or to pay for any
personal service, advertisement, telegrazn, 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 legislafion or appropriation
by Congress, whether before or after the introduction of any bill or resolution
proposing such legislation or appropriation. This sha11 not prevent communicating to
members of Congress on the request of any member or to Congress, through the
proper official chanvels, requests for legislafion or appropriafions which they deem
necessary for the efficient conduct of the public business.
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The City assures that transfesed federal monies will not be applied as part of the
mafching (applicant) share, and that monies used as match on other federal grants
will not be used as matching (applicant) share on this project.
III. REIl�4BURSEMENT PROCEDtTRES
A. Payments under this Agreement will be made to the City on a reimbursable basis.
All supporting fiscal documentation must be submitted prior to reimbursement.
B. Reimbursement requests must be submitted before October 31, 2007.
C. A Request for Reimbursement must include the following:
1 Request for Reimbursement Form (see Attachment A) indicating the total
requested for all attendees.
2. Travel Expense Form (see Attachment B) for each individual attending the
conference. This form must be supplemented with receipts and invoices for all
non-meai and mileage expenses. Undocumented expenses will not be reimbursed.
D. The Request for Reimbursement Forms should be submitted to Mandy Skypala,
Nlinnesota Historical Society, Crrants Office, 345 Kellogg Boulevazd West, Saint
Paul, Minnesota 55102-1906.
E. When the financial documentation has been found to be acceptabte by the Society,
funds will be requested from the Department of the Interior and will be forwazded to
the City when the funds have been received by the Society.
1V. AUDIT
The City must submit a copy of all audited financial statements completed pursuant to OMB
Circulaz A-128 for all fiscal years which include the project period. These must be submitted to
Monica Zazembski, Minnesota Historical Society, Finance Office, 345 Kellogg Boulevard West,
Saint Paut, Minnesota 55102-1906, within 120 days of their completion.
V. CANCELLATION
A. Cancellafion. The Society reserves the right of termination for cause on a thirty (30)
day notice should it be determuied that the City has failed to materially comply with
the terms and conditions of this Agreement This Agreement may also be ternunated
when both parties a�ee that the project will not produce beneficial results
commensurate with fiirther expenditure of funds or because of c'ucumstances beyond
the control of the Society and/or the City. In the event of termination, the City may
be reimbursed for eligible expenses incuxred prior to termination or by a negotiated
settlement.
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Once this Agreement is signed, it controls all activities during the project time period.
IN WI1I�TES5 WE�REOF, 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 VJest
Saint Paul, Miimesota 55102
Nina M. Archabal, Director
Minnesota Historical Society and
State Historic Preservation Officer
City of St. Paul
8 B. 4`� Street, Suite 200
St. Paul, MN 55101
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(date) signature (authonzed official) (date}
Britta L. Bloombezg (date}
Deputy State Historic Preservation O�cer
Kathryn Ludwig
NIHS Contracting Officer
(date)
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(print name and – title) �
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(signa e- pro' � •ector)� (date)
Rmy -f�• �onq
(print name)
�L,l. I,✓u.,,� 3-t c- � r
City Attorney's Office (approved as to form)
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Director ofFi cial Se �ces 3�I)( a�
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Attachment A
Minn.esota Historicai 5ociety
Grants Office
Request for Reimbursement for Federal HPF Grants
Federal Crrant Number:
City:
MHS Contract Number:
Federal Grant Amount:
TOTAL AMOUNT REQUE5TED:
(Attach individual Travel Expense Forms with
supporting documentation for each person)
Supporting documentation for all costs claimed in this request must be attached. Each supporting document
should be labeled with the appropriate Project Expenditure Classification.
I certify that this request for Reisnbursement represents actual project expenditures carried out within the
period of the project.
Date: Signature:
Print name
and title:
Telephone:
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AtEachment C
Minnesota Historical Soeiety
Value of Donated Services for HPC Members Time Sheet
for Nafional Trnst Conference
Twin Cities October 2-6, 2007
City
Name of Person Coniributing Services
Note: A form must be completed foz each
person attending the conference
Hourly Rate: $10/hr.
Based on:
Federal Grant Number
Attend National Trust Conference
Type of Work Performed
$10 flat rate fot all HPC members established bv MNSHPO
Date
10/2i
Time of Work
� End
Total
Value
irs x F
0
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i oisio�
10/6107
TOTALS:
Signature of Person Donating Time
Date
5upervisor Verifying Accuracy Date
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Attachment C
City
Twin Cifies October 2-6, 2007
Name of Person Cotttributing Services
Note: A form must be completed for each
person attending the conference
Hourly Rate: $ ilu.
Based on:
Actual rate of �a,�* See note
Federal Grant Number
Attend National Trust Conference
Type of Work Performed
* Note: Please attach documentation supporting claimed rate. Ttus can be a payroll ledger which
identifies the zates of pay or a"wage letter" from the controller or financial officer which states
fhe names and rate of pay. The letter must be signed by an authorized city official.
Time of Work
Date
10/2/07
10/3/07
10/4/07
10/6/07
TOTALS:
Signature of Person Donating Time
Supervisor Verifying Accuracy
Minnesota Historical Society
Value of Donated Services for Citv Staff Time Sheet
for National Trust Conference
Start
Total
Value
E�
Date
Date