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VII.1. Minnesota Historical and Cultural Heritage Grant Agreement; Elverum (CR2016-123)� City of Hopkina November 30, 2016 Council Report 2016-123 MINNESOTA HISTORICAL AND CULTURAL HERITAGE GRANT AGREEMENT Proposed Action Staff recommends adoption of the following motion: Move to apqrove the Minnesota Historical and Cultural Heritaqe Grant Aqreement between the Citv of Hopkins and the Minnesota Historicai Societv. With this motion, it is understood that minor modifications can be made to the agreement that do not affect the overall intent. Overview In 2015, the City of Hopkins purchased the Albert Pike Masonic Lodge for the purposes of preserving the building and providing the opportunity for the Hopkins Historical Society to move into the larger, more visible space on Mainstreet. The first step in making the Lodge building suitable for a public museum is to commission a historic structure report. The report will document existing conditions and serve as the basis for proposing physical changes needed to make the building functional. The City of Hopkins applied for, and received, a$35,000 grant from the Minnesota Historical Society through the Minnesota Historical and Cultural Heritage Grant program to conduct this work. It is to be matched by the Hopkins Historical Society's (HHS) contribution of $5,000. The total project cost is expected not to exceed $40,000. The City will act as the grantee, but will be assisted in the administration of the grant by the building committee members of the HHS. Execution of the grant agreement is a requirement of receiving the funds. Primarv Issues to Consider This is a collaborative project with the Hopkins Historical Society, who would not be an eligible applicant on their own. It is understood that all costs and project management tasks associated with this work will be the responsibility of the HHS and that the City's role is that of grant administrator. Supportinq Documents . Min sot istoric I Cultural Kersten verum Director of Planning & Development Heritage Grant Agreement Financial Impact: $ 0 Budgeted: Y/N _ Source: Related Documents (CIP, ERP, etc.): Notes: MINNESOTA HISTORICAL SOGETY MINNESOTA HISTORICALAND CULTURAL HERITAGE GRANTAGREEMENT Account No. Fiscal Year 02484 2017 Obiect Code MHS Grant No. Amount 5260 1605-19740 $ 35,000 grant $ 5,000 match This agreement is made by and between the Minnesota Historical SOCIETY, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102, hereinafter called the SOCIETY, acting through its Director, and, City of Hopkins, 1010 First Street South, Hopkins, Minnesota, 55343 herein called the GRANTEE. WHEREAS, the Minnesota Legislature, under Minnesota Session Laws 2015, 15tSpecial Session, Chapter 2; Article 4, Section 2, Subdivision 4, approved funding to the SOCIETY for Statewide Historic and Cultural Heritage Grants for the purpose of supporting history programs and projects operated or conducted by or through local, county, regional, or other historical or culturai organizations; or for activities to preserve significant historic and cultural resources such as that which is contemplated by GRANTEE, and WHEREAS, the GRANTEE and its Alberi Pike Masonic Lodge: Historic Strudure Report project meets the eligibility criteria for funding under the grants program; and WHEREAS, the SOCIETYS Executive Council approved a grant recommended for funding by tne Historical Resources Advisory Commiitee on October 27, 2016. NOW THEREFORE, im m�sideration of the award of the grant, the GRANTEE agrees to administer said grant in accordance with the following policies and procedures: PROJECT DESCRIPTION A. The project period for this activity is from November 1, 2016 to November 1, 2017. B. The project will be carried out in accordance with the provisions of the Minnesota Historical and Cultural Heritage Grants Manual and the Secretary of Yhe lnterior's Standards for Archaeology and Historic Preservation. The project will also be carried out in accordance with the GRANTEE'S Minnesota Historical and Cultural Heritage Grants Program Grant Application. Page 1 of the application is included as Attachment A, and the entire application is hereby incorporated by reference. In addition, the following conditions must be met. Submit a draft of the Historic Structure Report at 75% compietion for review, comment, and possible edit. Thirty days are required for review. (Include timing for this review in project schedule; reviews may take up to 30 working days. Incomplete materials, or revisions to already submitted requests, restart the review clock). Upload to Milestone/Condition 2 report in the SOCIETY'S grants portal (https://m n hs.fl uxx. io). C. The official project budget as approved by the SOCIETY supersedes the GRANTEE'S grant application budget and is included as Attachment B and hereby incorporated by reference. D. Only the items set forth in the Approved Project Budget (Attachment B) may be charged against the grant project. E Any project expense not specifically approved in the Approved Project Budget will not be allowed except upon prior written request by the GRANTEE and prior written approval by the SOCIETY. F. Changes in the Approved Project Budget may not exceed twenty (20) percent of any line item. Changes occurring after the project begins that exceed twenty (20) percent of any line item will not be allowed except upon prior written request by the GRANTEE and prior written approval by the SOCIETY. G. The project will follow Preservation Brief 43, rhe Preparation and Use of Historic Structure Reports (HSR). a. The HSR must be complete and comprehensive addressing all aspects of the property including site, interior, and exterior features. b. The HSR must provide an evaluation of significance, discuss the historic preservation objectives, and select one treatment (preservation, rehabilitation, restoration, or reconstruction). H. Changes in the Project Completion Date will not be allowed except upon prior written request by the GRANTEE and prior written approval by the SOQETY. No grant funds may be used to pay indirect costs, commonly referred to as overhead. II. ASSURANCES A. The GRANTEE understands that this agreement is funded by a grant financed by the State of Minnesota. B. The GRANTEE agrees that this project will be administered and conducted in accordance with the following: 1. Minn. Stat. 16B.98 for Grants Management. 2. Secretary of the Interior's Standards forArchaeology and Historic Preservation. C. The Grantee agrees that work will be carried out by project personnel who meet the Secretary of the Interior's Professional Qualifications Standards (as published in the Federal Register of September 29, 1983). D. The GRANTEE shall hold the SOCIETY and the State of Minnesota harmless from any loss, damage, or expense including reasonable attorneys' fees and other costs of defense, arising as the result of any claim, action, complaint, proceeding, or litigation of any kind whatsoever, directly or indirectly brought about as a result of the funded project. The GRANTEE agrees that in hiring of common or skilled labor for the performance of any work on the grant project that no contractor, material supplier or vendor shall, by reason of race, creed, color, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age, 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. The GRANTEE agrees 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, color, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age. f. 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. The GRANTEE assures that no part of the project budget will be used directly or indirectly 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 the Minnesota Legislature, to favor or oppose, by vote or otherwise, any legislation or appropriation by the Legislature, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation. This shall not prevent communicating to members of the Minnesota Legislature on the request of any member or to the Legislature, through the proper official channels, requests for legislation or appropriations which they deem necessary for the efficient conduct of the pubiic business. Both parties agree that if intellectual property is created in project, the parties will discuss the allocation of ownership and use rights. Copyright to copyrightable materials, including computer software, resulting from this project shall vest in the GRANTEE with a non-transferable royalty-free license to the SOCIETY for its non-commercial use. The GRANTEE shall grant the SOCIETY an option to license any such material�s) it wishes to develop for commercial purposes on terms and conditions, including a royalty, as the parties hereto agree in a subsequent writing. J. Except for (a) the above limitation, (b) the GRANTEE's right to control publication of its own research results, (c) patented and patent-pending property and (d) the GRANTEE's confidential information, the SOCIETY will have the free, irrevocable, non- exclusive unlimited right to use any research results collected in project by both the GRANTEE and the SOCIETY for any purpose worldwide. K. The GRANTEE agrees that any publicity releases, informational brochures, public reports, publications, and public information relating to approved projects must acknowledge funding assistance from the State of Minnesota from the Arts and Cultural Heritage Fund. Any written materials shall include the following: "This project has been financed in part with funds provided by the State of Minnesota from the Arts and Cultural Heritage Fund through the Minnesota Historical Society." III. PROCEDURES FOR CONTRACTING SERVICES AND MATERIALS Any services and/or materials that are expected to cost $20,000 or more must undergo a formal notice and bidding process. Evidence of the process along with copies of the bids received must be included in the GRANTEE's financial records for the project. B. Any services and/or materials that are expected to cost between $10,000 and $19,999 must be scoped out in writing and offered to a minimum of three (3) bidders. The GRANTEE must maintain financial records that verify the cost was competitively based on at least three written quotes submitted in response to written specifications. C. Any services and/or materials that are expected to cost between $5,000 and $9,999 must be competitively based on a minimum of three (3) verbal quotes. The GRANTEE must maintain financial records that verify the cost was competitively based on at least three verbal quotes. IV. PAYMENTSCHEDULE A. Once the Grant Agreement has been fully executed, the GRANTEE will receive a check from the SOCIETY for ninety percent (90%) of the grant award. B. Retainage. A total of ten percent (10%) of the grant funds will be released as the final payment after work is complete and fiscal documentation and the project completion report, have been reviewed and accepted by the SOCIETY. FINANCIAL DOCUMENTATION AND FINAL REPORTING A. The GRANTEE will submit a completed final report including documentation for project expenditures and proje�t products on or before December 1, 2017. (Work on the project must be concluded by November 1, 2017). B. The final report must be completed electronically in the Minnesota Historical Society's Grants Portal (https://mnhs.fluxx.io). a. The financial documentation for project costs to be uploaded with the final report shall include acceptable types of documentation such as: (1) copies of invoices/receipts, (2) copies of project personnel timesheets (if applicable), (3) copies of in-kind and/or donated services timesheets (if applicable), and (4) copies of donated materials forms. b. The final products to be uploaded with the final report is an electronic copy of the Historic Structure Report. VI. AUDIT A. The GRANTEE must maintain records and accounts consistent with generally accepted accounting principles, and to provide for such fiscal control as is necessary to assure the proper disbursing of and accounting for grant funds. The GRANTEE must maintain records and accounts for this project on file for a minimum of six (6) years after approval of the Final Report. B. The GRANTEE agrees to maintain records to document any matching funds claimed as part of the project. The GRANTEE further agrees to secure reasonable written proof of the value of Staff or Volunteer Labor, and for ponated Materials contributed to the project. G The GRANTEE agrees that accounts and supporting documents relating to project expenditures will be adequate to permit an accurate and expeditious audit. An audit may be made at any time by the SOCIETY, its designated representatives, or any applicable agency of the State of Minnesota. VII. AMENDMENTS AND CANCELLATION A. Amendments Any significant variations from proposed work, costs, and/or time frames described in this agreement 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 Grants Office, Minnesota Historical SOCIETY, 345 Kellogg Boulevard West, Saint Paul, Minnesota 55102. The SOQETY will respond in writing, either approving or not approving the changes, and may amend the agreement if deemed necessary. Variations which are not known until the conclusion of the project may be submitted with the Financial Documentation; however, the GRANTEE understands that costs may be disallowed if changes are not approved. Any amendments to this agreement shall be in writing, and shall be executed by the same parties who executed the original agreement or their successors in office. B. Cancellation The SOQETY may withhold, cancel, or revoke in whole or in part the grant amount if it determines that the GRANTEE has materially breached any term or condition of this agreement. GRANTEES will be given a 30-day notice. In lieu of cancellation, GRANTEES may be given proposed remedies to ensure successful completion of the project. In addition, both parties may mutually agree to cancel the agreement if they determine that the project will not produce beneficial results commensurate with further expenditure of funds or because of circumstances beyond the control of either party. In the event of cancellation, the SOCIETY may withhold proceeds ofthe Grant; demand that the GRANTEE return any already disbursed proceeds to the Finance Commissioner; and seek any additional legal or equitable remedy(ies). Finally, the GRANTEE hereby acknowledges that the proceeds of the Grant are being financed in part with funds provided by the State of Minnesota and administered through the SOCIETY, and that, per 2013 Minnesota Laws, Chapter 137, Article 4, Section 2, Subdivision 5, tlie funding will be canceled to the extent a court determines that the appropriation, or portion thereof, unconstitutionally substitutes for a traditional source of funding. I have read the above agreement and agree to abide by all of its provisions. Upon execution, this Agreement controls all activities during the project period. IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed on the date(s) indi�ated below intending to be bound thereby. Minnesota Historical5ociety 345 Kellogg Boulevard West Saint Paul, Minnesota 55102 Amy H. Spong Director, Heritage Preservation Mary GreemToussaint Contract Manager (date) City of Hopkins 1010 First Street South Hopkins, Minnesota 55343 signature (authorized official) (print name) (date) (print title) (date) MINNESOTA l HISTORICAL 1 SOCIETY MINNESOTA HISTORICAL AND CULTURAL HERITAGE PROGRAM City of Hopkins R-MHCG-1605-19740 �$35,000 � MN Historical and Cultural Albert Pike Masonic Lodge: Historic Structure Report Status APPLICANT INFORMATION Program Organization: Project Director: Authorized Officer: Additional Project Staff: Pending External Review City of Hopkins Rick Brausen Kersten Etverum Applicant County: Hennepin Applicant Organization Type: LocaVRegional Govemment Governance/Board Members: Mayor Molly Cummings City Council: Jason Gadd, Aaron Kuznia, Katy Campbell, Kristi Halvorson City Manager: Mike Mornson Assistant City Manager. Ari Lenz Director of Economic Development 8 Planning: Kersten Elverum Is this a sponsored project? Select Yes or No.. No . Click arrow to view previous grants awarded � Click on arrow to view the contact information we have on fite t�TT � C-ti Vyl F_ V�T- �} CURRENT ORGANIZATION CONTACT INFORMATION ON FILE — - - _ __--- — _ _ _ _ _ _, Organization Name: iCity of Hopkins _ _ __ _.. __ _ __----- _ _ _. ___ Street Address: 1010 First Street South City of Hopkins BUDGET LINE ITEMS ATTACHMENT B Budget Item Requested Awarded Match: Cash Match: In-Kind Total Match � �I IAssessment & Documentation Historic Background & � Documentation � Development of Work Recommendations I PrintingandMileage --II, Tota I: