New York State Grants for Building Designs - DOC by shm73263


New York State Grants for Building Designs document sample

More Info
									New York State Office of Parks, Recreation and Historic Preservation

        STATE FISCAL YEAR 2010-2011
            GRANT PROGRAM
                  under the



              Application Deadline: July 12, 2010

                                                             Office of Parks, Recreation
   State of New York                                          and Historic Preservation
   David A. Paterson, Governor
                                                             Carol Ash, Commissioner

   An Equal         An Equal Opportunity/Affirmative Action Agency
   Action Agency
       General Program Information                                                      3-9
           OPRHP Regional Grants Officers                                                  4
           Application Questions and Answers                                             5-7
           Summary of Regulation Changes                                                   8
           Grant Selection Criteria                                                        9

       Instructions                                                                  10-18
           Instructions for Application Forms                                         10-16
           Sample Part C                                                                 15
           Instructions for Additional Information                                    17-18

       Application Forms                                                             19-23

Application forms, resource materials and other useful documents can be found at, under Grants. Application forms are also available from Regional Grants
Officers (RGOs—see list on page 4), and from the Albany Grants Bureau. For general questions
regarding this grant program, please call your RGO.

All potential applicants are encouraged to attend pre-application workshops, which will be held
at several locations around the State to explain the process and answer your questions. For the
workshop schedule, please check the OPRHP website under Grants or call
your RGO.

                           Application Deadline: July 12, 2010.

       This is the Historic Property Preservation and Planning application.
New York State legislation enacted in 2008 made several important changes to the municipal
parks, historic preservation and heritage areas grant programs:
   Federal funds are now allowed as match for all projects.
   Grants may be provided for up to 75 percent of the project cost when the poverty rate is
    greater than or equal to 10 percent in the area in which the project is proposed.
   Project planning is eligible for stand-alone funding in all three program areas. This funding
    is intended for project-specific planning, such as designs and specifications for rehabilitation
    of an historic property or structural assessment of a dock for public fishing, not for
    comprehensive Open Space or Management Plans. Therefore, applications will use the same
    format and be rated by the same criteria as development projects, but will be ranked
    separately in three new grant categories (Park Planning, Historic Property Planning, Heritage
    Areas System Project Planning).

              OPRHP Environmental Protection Fund (EPF) Grants
Available Applications

Funding is available under Title 9 of the Environmental Protection Act of 1993 for the
acquisition, planning, development, and improvement of parks, historic properties, and heritage
areas. Municipalities and not-for-profit organizations with an ownership interest in the property
are eligible to apply.

The Office of Parks, Recreation and Historic Preservation (OPRHP) is soliciting grant
applications for the following grant programs:

      Park Development and Planning Program - for the development of parks and
       recreational facilities to preserve, rehabilitate or restore lands, waters or structures for
       park, recreation or conservation purposes and for structural assessments or planning for
       such projects. Some examples of eligible projects: playgrounds, courts, rinks,
       community gardens, and facilities for swimming, boating, picnicking, hunting, fishing,
       camping or other recreational activities.
      Acquisition Program - for the acquisition of a permanent easement or fee title to lands,
       waters or structures for park, recreation, conservation or historic preservation purposes
       and for projects identified in a local heritage area management plan. Some examples of
       eligible projects: acquisition of open space for conservation, recreation, or to protect the
       setting of a property listed on the State or National Register, long-term lease of land for a
       community garden, purchase of a façade easement.
      Historic Property Preservation and Planning Program - to improve, protect, preserve,
       rehabilitate or restore properties listed on the State or National Registers of Historic
       Places and for structural assessments or planning for such projects. Properties not
       currently listed but approved at the State Review Board meeting on September 14, 2010,
       are eligible to apply for funding. Questions about or proposals for listing on the State or
       National Register should be directed to the National Register Unit at (518) 237-8643.
      Heritage Areas System Development and Planning Program - for projects to preserve,
       rehabilitate or restore lands, waters or structures, identified in the approved management
       plans for Heritage Areas designated under section 33.01 of the Parks, Recreation and
       Historic Preservation Law and for structural assessments or planning for such projects.
       The designated Heritage Areas with approved Management Plans are listed below. For
       exact Heritage Area boundaries, contact the Heritage Area or call (518) 473-7787.
       * Albany            * Harbor Park (NYC) * Sackets Harbor                 * Seneca Falls
       * Buffalo           * Ossining                 * Schenectady             * Syracuse
       * Kingston          * Rochester                * Saratoga Springs        * Whitehall
       * Hudson-Mohawk (Cohoes, Colonie, Green Island, Troy, Waterford Town/Village, Watervliet)
       * Long Island North Shore Heritage Area (Nassau and Suffolk Cos. north of Rte. 25/I-495)
       * Mohawk Valley Heritage Corridor (Oneida, Herkimer, Montgomery, Fulton,
         Schenectady, Schoharie, Saratoga, and Albany Counties, excluding Adirondack Park)
       * Susquehanna (Binghamton, Endicott, and Johnson City)
       * Western Erie Canal Heritage Corridor (Erie, Niagara, Orleans, Monroe and Wayne Cos.)

                               Regional Grants Officers (RGOs)
                                                       Albany Grants Bureau
For general questions regarding this grant             NYS Office of Parks, Recreation and
program, please call your Regional Grants                  Historic Preservation
Officer (RGO).                                         Grants Management Bureau
                                                       Empire State Plaza, Agency One
                                                       Albany, NY 12238
                                                       (518) 474-0427
                                                       For applications within the Catskill and Adirondack Parks
Allegany Region                                        Central Region
Lynn LeFeber                                           Jean Egenhofer
Allegany State Park                                    Clark Reservation
ASP Rte 1, Salamanca, NY 14779                         Jamesville, NY 13078-9516
(716) 354-9101, FAX (716) 354-2255                     (315) 492-1756, FAX (315) 492-3277
COUNTIES: Allegany, Cattaraugus and Chautauqua         COUNTIES: Broome, Chenango, Cortland, Delaware,
                                                       Herkimer, Madison, Oneida, Onondaga, Oswego, and
Finger Lakes Region                                    Genesee Region
Laurie Moore                                           Karen Ferguson
2221 Taughannock Park Road                             Letchworth State Park
Trumansburg, NY 14886                                  Castile, NY 14427-1124
(607) 387-7041, FAX (607) 387-3390                     (585) 493-3613, FAX (585) 493-5272
COUNTIES: Cayuga, Chemung, Ontario, Seneca,            COUNTIES: Genesee, Livingston Monroe, Orleans, and
Schuyler, Steuben, Tioga, Tompkins, Wayne and Yates    Wyoming
Long Island Region                                     Niagara Region
Traci Christian                                        Noelle Kardos
Belmont Lake State Park                                Niagara Reservation State Park
PO Box 247                                             PO Box 1132
Babylon, NY 11702                                      Niagara Falls, NY 14303-0132
(631) 321-3543, FAX (631) 321-3721                     (716) 278-1761, FAX (716) 278-1744
COUNTIES: Nassau and Suffolk                           COUNTIES: Erie and Niagara
New York City Region                                   Palisades and Taconic Regions
Merrill Hesch                                          Ron Rader and Erin O’Neil
NYS OPRHP                                              NYS OPRHP
Adam Clayton Powell, Jr. State Office Building         Taconic Regional Office
163 West 125th Street, 17th Floor                      9 Old Post Road
New York, NY 10027                                     Staatsburg, NY 12580
(212) 866-2599, FAX (212) 866-3186                     (845) 889-3865 or 3866, FAX (845) 889-8321
COUNTIES: Bronx, Kings, New York, Queens and           COUNTIES: Orange, Rockland, Sullivan, Ulster
Richmond                                                      Columbia, Dutchess, Putnam, Westchester
Saratoga/Capital District Region                       Thousand Islands Region
Cathy Jepson                                           Gayle Underhill-Plumb
Saratoga Spa State Park                                Keewaydin State Park
19 Roosevelt Drive                                     Alexandria Bay, NY 13607
Saratoga Springs, NY 12866-6214                        (315) 482-2593, FAX (315) 482-9413
(518) 584-2000, FAX (518) 584-5694
                                                       COUNTIES: Clinton, Franklin, Hamilton, Jefferson,
COUNTIES: Albany, Essex, Fulton, Greene,               Lewis, and St. Lawrence
Montgomery, Rensselaer, Saratoga, Schenectady,
Schoharie, Warren and Washington

Municipalities, State agencies, public benefit corporations, public authorities and not-for-profit
corporations with an ownership interest in the property may apply. Such an interest may be
outright ownership (fee simple) or a lesser interest, such as development rights, an easement, or a
long-term lease of duration equal to the period of OPRHP’s oversight of the project. All parties
with an ownership interest in the property, including lien holders, will be required to sign the
project agreement. All lien holders must subordinate their interests to those of the State. Not-
for-profit corporations are subject to New York State's Not-For-Profit Corporation Law. In order
to apply under this program, a not-for-profit corporation must have a certificate of incorporation
from the Department of State or Board of Regents, a charities registration number from the
Office of the Attorney General, and proof of tax-exempt status under the IRS code. Copies of
these documents must be submitted with the application.
Each application will be reviewed for eligibility and, if determined eligible, will be rated
according to the Grant Selection Criteria (see page 9). Within each region, applications are
ranked according to project category, competing only against others in their region and category.
Commissioner Ash has identified the following priorities for historic preservation funding:
      Projects that promote coordination and the pooling of capital and operating resources
       among multiple sponsors (including government agencies, not-for-profit organizations,
       for-profit entities, and/or private individuals) to deliver park, heritage and historic
       preservation benefits to the general public.
      Projects that promote sustainability by incorporating the principles of energy
       conservation, smart growth and natural and historic resource protection.
      Projects that will complete multi-phased or long-term projects.
      Projects that contribute to downtown revitalization.
There are four application packages available, depending on the type of project proposed. It is
suggested that you consider the eligibility and rating criteria for all four programs before
deciding which application to use. To view all the applications and rating criteria, go to, Grants.
Three full sets of the application (Parts A-E) must be postmarked by or received in the
appropriate regional office (alternatively, in the case of Catskill and Adirondack Park projects, in
the Albany Grants Bureau) no later than close of business on July 12, 2010. Incomplete or
illegible applications will not be considered for funding.

Online registration is required. Go to, under Grants to complete the
registration process. Print your confirmation (Part A of the application) and attach to your
application. If there are changes between the time of registration and submitting the application,
please make handwritten corrections on the confirmation pages submitted with the application.
There is no statutory limit on the number of grants one property or one applicant may receive.
This year, the Commissioner has established a cap of $400,000.
Yes. Assistance toward the cost of projects shall not exceed 50% of the approved project cost.
Applicants whose projects are located in zip codes with poverty rates of 10% or more can apply
for up to 75% of the cost of the project, per the new regulations. To view state poverty data, go
to, Grants, Forms & Resources. After the grant award is made, the funding
amount will not be adjusted upward.
The applicant's share (also referred to as matching share or, simply, match) includes all funds
(including State and federal funds), other than the grant amount, related to the project and fully
documented. The applicant's share may include cash and/or the value of force account labor, real
property, professional services, labor, equipment, supplies and materials.
Successful applicants are expected to raise their full share within one year of the grant award.
Professional services and materials purchased or donated (and warehoused, not installed) up to
three years prior to the application deadline may be applied toward the matching share, as may
acquisition costs retroactive up to one year prior to the application deadline.
Yes. Our agency is committed to programs of Affirmative Action. Your RGO will assist you in
undertaking Affirmative Action initiatives as you plan your project. Article 15A of the
Executive Law pertains to Minority and Women-owned Business Enterprises (MWBE)/Equal
Employment Opportunity (EEO). Grant recipients will be required to solicit MWBEs before the
project and to document their efforts to involve MWBEs during the project.
Yes. Before any action to award grants, the requirements of the State Environmental Quality
Review Act (SEQR) must be met. Specific requirements for SEQR, including the designation of
lead agency and classification of actions, can be found on pages 17-18.

For projects that involve properties listed on or eligible for the State and/or National Register, all
work undertaken as part of a grant-assisted project must conform to the Secretary of the
Interior's Standards for the Treatment of Historic Properties.
These are reimbursement grants. Once the project agreement is formally approved and
conditions met, grant recipients must document project expenditures in order to receive
reimbursement [i.e., document 100% of costs to receive 50% reimbursement or 75%
reimbursement for selected high-poverty grants]. Grant recipients must plan their financial
arrangements accordingly. An advance of up to 25% of the grant amount may be available.
Project costs will be eligible for reimbursement only if grant work meets State standards and the
expenditures are made in compliance with State requirements. Work completed prior to award is
not generally eligible for reimbursement or for match (retroactivity exceptions are noted above).
Successful applicants are advised NOT to begin work until a project agreement (including a
budget, scope of work and performance timeline) has been formalized between OPRHP and the
grant recipient and OPRHP has issued all necessary approvals. Conditions of award will include
environmental and historic preservation review, OPRHP approval of plans and specifications and
bidding documents, competitive bidding, solicitation of MWBEs, etc. Proceeding without
advance OPRHP approval could jeopardize grant reimbursement.
All projects must be completed within five years from date of award. OPRHP will monitor the
progress of project work and will recapture awarded funds if significant progress is not made.
Yes. All successful applicants will be required to enter into formal project agreements. Other
legal documents that will ensure the long term protection of the property and restrict changes in
the use of the property may also be required. Any work involving an historic resource will
require that a preservation covenant be conveyed to OPRHP. Any not-for-profit corporation
undertaking a park development project will be required to convey a public access covenant to
OPRHP. Any not-for-profit acquiring land for recreation or conservation purposes must grant
the State a permanent conservation easement to the property.
All projects will need to comply with the Uniform Fire Prevention and Building Code, the
Americans with Disabilities Act, the State Labor Law, Workers' Compensation Law and State
Historic Preservation Law. Please contact your RGO for information on how these and other
applicable statutes may impact your project.
Program regulations have been amended in accordance with statutory changes enacted in 2008.
See the summary below and regulations at, Grants, Forms & Resources.

Summary of amendments to 9 NYCRR Parts 439-443 enacted by consensus rulemaking:
The new rule:
 Clarifies the authority and purpose of Title 9 of the Environmental Protection Act and
   clarifies that heritage area projects are also eligible for State assistance (Section 439.1);
 In accordance with the recent statutory changes, updates the definitions of ―heritage area
   project,‖ ―historic preservation project‖ and‖ park project‖ to include costs of planning and
   structural assessment; clarifies the definition of ―municipality;‖ and updates the definition of
   the ―Secretary of the Interior’s Standards for the Treatment of Historic Properties‖ by
   reference to 36 CFR Part 68. It also amends the definition of ―cost‖ to include federal
   assistance in the approved project cost (Section 439.2);
 Clarifies that a State agency project must be recommended by the State agency’s chief
   executive (Section 440.1);
 Requires the copy of the not-for-profit corporation’s certificate from either the Department of
   State or Board of Regents and the IRS determination letter be included in the grant
   application, and requires verification of not-for-profit status for the project agreement
   (Section 440.2);
 Clarifies that the State may not guarantee a project or public benefit agreement for a project
   on State land (Section 440.3);
 Increases the State assistance up to 75% of approved cost for a project in an area with a 10%
   or more poverty rate (Section 440.4);
 Allows the fair market value of real property for the project sponsor’s match to include only
   property acquired or converted within 1 year prior to the application deadline date (Section
 Clarifies that an application may be obtained from OPRHP’s website at or from OPRHP’s Grants Management office in Albany or
   from OPRHP’s 11 regional offices (Section 440.7);
 Clarifies that an application for a park, historic preservation or heritage area project located
   in the Catskill and Adirondack Parks should be submitted to OPRHP’s Grants Management
   office in Albany. (Section 440.7);
 Clarifies that the project agreement will require a municipality’s contracting to comply with
   General Municipal Law Sections 103 (competitive bidding) and 104-b (procurement policies
   and procedures), and will require that a not-for-profit corporation’s procurement policies
   services ensure prudent and economical use of public money (Section 440.10);
 Clarifies that an ―urban cultural park‖ is now called a ―heritage area‖ (see, PRHPL §31.01[2]
   and ECL §54-0901[3]) (Sections 439.2[f], 440.11 and 443.1);
 Clarifies that eligible park, historic preservation and heritage area projects may include costs
   for planning and structural assessments and the value of acquisitions made within one year
   prior to the application deadline (Sections 441.1, 442.1 and 443.1);
 Clarifies that for park projects any required alienation legislation must be part of the
   application; clarifies the rating criteria for determining public benefit in a public-private
   partnership; and clarifies that the project agreement will also require commissioner approval
   and alienation legislation for any proposed subsequent lease, exchange or donation of the
   park property (Sections 441.2 and 441.4); and
 Repeals an outdated section pertaining to reporting requirements, a task force and public
   input that are not required by the controlling statute and repeals a SEQRA requirement that is
   redundant (Section 439.4).

                             GRANT SELECTION CRITERIA
The Historic Property Preservation and Planning applications will be rated according to the
following criteria. A successful proposal is not expected to meet all of these criteria.
   Relative Financial Status (up to 15 points) – based on poverty (by zip code, 0-10) and
    population density (by Minor Civil Division, 0-5) of the area impacted by the project
   Program Impact (up to 50 points) – Project will contribute to preservation of a significant
    historic property:
             Subject property’s level of significance (0-15)
             Severity and/or immediacy of threat to the property (e.g., from negligence,
                development pressure, inappropriate treatment) (0-25)
             Community Impact (0-10)
   Planning (up to 10 points) – Project demonstrates community support and is consistent with
    documented plans for the state, region, and community.
   Project Emphasis (up to 15 points) – Project addresses the Commissioner’s priorities:
            Projects that promote coordination and the pooling of capital and operating
              resources among multiple sponsors (including government agencies, not-for-profit
              organizations, for-profit entities, and/or private individuals) to deliver park,
              heritage and historic preservation benefits to the general public.
            Projects that promote sustainability by incorporating the principles of energy
              conservation, smart growth and natural and historic resource protection.
            Projects that will complete multi-phased or long-term projects.
            Projects that contribute to downtown revitalization.
   Reasonableness of cost (up to 35 points) – Project planning, administrative structures and
    budget demonstrate fiscal prudence and readiness to proceed.
                                   MAXIMUM POINTS 125
Additional Considerations:
   Regional Assessment (10 points for each region) – Project meets regional needs, by
    comparison with other Historic Preservation applications received within a region.
   Statewide Assessment (10 points) – Project addresses needs of the statewide historic
    preservation efforts, with special consideration to
     the geographic distribution of other fundable projects in any given application cycle
     the extent to which the project will maximize the use and accessibility of a facility
     special engineering, environmental and historic preservation concerns or benefits
     the past performance, if any, of the project sponsor on previous projects, including its
        compliance with Equal Employment Opportunity and Minority and Women-Owned
        Business Enterprise programs
   Hudson River Valley Greenway Compact Community (5% bonus)

                             APPLICATION INSTRUCTIONS
A complete application will include the following (THREE copies):

PART A. – GENERAL PROJECT INFORMATION (copy of online confirmation)
PART B. – PROJECT NARRATIVE (no more than 1500 words or 5 pages)
FORMAT: Please submit THREE complete copies of the application packet. Each page of the
application should be labeled in the upper right corner with project name, location, application
part, and page number. Do not include bulky bindings, dividers, etc.
Required attachments are noted in italics. To the extent possible, all attachments should be no
larger than 8½" x 11" format, cross-referenced to the specific part in the application, and labeled
using the following convention: the first attachment referenced in Part A will be marked
Attachment A1, the second A2, etc. Citations in the application form should be annotated
accordingly. [For example: ―The Plan for City Parks (Attachment B4) suggests …‖]
registration at; submit copy of printed confirmation)
Applicant: Provide the full official name of the applicant organization. Not-for-profit
corporations must include their Federal Employer ID and New York State Charities Registration
numbers and attach a copy of the Department of State or Board of Regents certificate of
incorporation and a copy of the letter from the IRS confirming tax-exempt status.
Project: Description should be a brief phrase to indicate the type of work being done. Location
should indicate the historic property where work will be performed. Use the full, official name
of the property as it is listed on the State or National Register (the popular name may be shown
in parentheses). If the property is also designated under a local preservation ordinance, complete
Local Historic Designation with the name under which it is designated and attach evidence of
local designation. Minor Civil Division should indicate the City, incorporated Village, or (if the
location is not in a city or incorporated village) Town of the location, as opposed to its postal
Total Project Cost/Grant Request: Provide the total project cost (including matching share) and
the grant amount being requested, as detailed in Part C.
Legislative Districts: List the NYS Senate, NYS Assembly, and Congressional District of the
project location.
Authorized Official: This is the person who should receive official notification about decisions
regarding this application.
Contact: This is the person who should be contacted during regular business hours for additional
information or questions about this application and project.

                                               - 10 -
FORMAT: The Project Narrative may be up to 5 pages (1500 words), each page labeled in the
upper right hand corner with Project Name, Location, Part and Page number.
Use the boldface headings shown below to structure the narrative.
Required attachments are noted in italics; additional attachments may be included, as appropriate
to illustrate the narrative. Attachments referenced in the narrative should be numbered in the
order cited and labeled accordingly. [Example: ―The Homeplace property was acquired by the
Home Historical Society in 1975 (see deed, attachment B-4), then leased to the Hometown
School District (see lease, B-5) for thirty years.‖]
Provide a brief [no more than 150 words] summary of the project, including who you are, the
name of the property and its historic significance, what work you are proposing, and the resulting
public benefit upon completion of the project.
Describe the property, site or facility that is the subject of the grant proposal. Identify the
property ownership and any restrictions affecting the property. Provide ownership
documentation and documentation of any liens or restrictions (e.g., title policy Schedule B).
Describe the type of project and work proposed for grant funding. If the grant proposal is part of
a larger project, describe the complete project and identify the portion proposed for current grant
funding. If grant proposal is for a planning project other than the preparation of contract
documents (plans and specifications), identify in detail the components of the final product.
Submit a draft table of contents or equivalent document.
Describe the property’s significance and any designations it has received.
Summarize overall existing conditions. Be specific as to the seriousness and immediacy of any
threats from negligence, development pressure or inappropriate treatment. Provide clear color
images (photographs or digital image; photocopies are not acceptable substitutes), both
overviews and details, showing the property and illustrating existing conditions and areas to be
impacted by proposed work. Photos should be labeled and keyed to a site plan, floor plan
and/or elevations and provide directional orientation (e.g., “Smith House, Jonesville, NY -
deteriorated slate roofing and cornice, south elevation 3/10/09”).
Describe the proposed scope of work and how the project will ensure the long-term protection of
this State/National Register listed property. Specifically note any proposed ground-disturbing
activities and measures to protect archeological resources.
Explain past, current and future uses of the property, including how the property will be operated
and maintained in future. Identify any resources, such as dedicated endowments or sources of
income, that will be used to maintain and preserve the property in future.

                                               - 11 -
Explain the impact of the project in the community. Consider any significant economic stimulus,
community renewal, local revenue generation, visual appeal, or any other impact.
Describe local planning efforts specific to this project and how any public and community
support for the project was accomplished through community participation and/or public
outreach. Provide written documentation (e.g., public outreach plan, press releases/
announcements, evidence of public participation, public meetings, events, fundraising campaign
plans , etc.). Provide copies of official project endorsements, partnerships and letters of support.
Explain how the project relates to/is consistent with the New York State Historic Preservation
Plan, as well as other relevant statewide or federal preservation-related policies and programs
(e.g., Heritage Areas System Management Plan, Preserve America, etc.). Provide highlighted
copies of relevant sections of planning/program documents.
Explain how the project relates to municipal or community planning initiatives (Comprehensive
Plan, LWRP, neighborhood plan, etc.) and historic preservation efforts in your community.
Provide highlighted copies of relevant sections of planning/program documents.
Note if the property is located within a Certified Local Government (CLG) and/or if the property
is designated under a local preservation ordinance. Provide documentation of the local
preservation designation (e.g., municipal list of designated properties, copy of the preservation
designation, etc.) if applicable.
Describe the public benefit that will result from completion of the project. Show why the State
should participate in the cost of the project. Include how the project meets the Commissioner's
funding priorities for 2010.
Describe who, what, when and how the project will be accomplished, addressing all work items
and expenditures listed in Part C: Project Schedule.
Describe the administrative structures in place to administer the requested grant. Identify
individuals who will be responsible for specific tasks such as contract and grants administration,
fiscal accounting, and project management; include relationship to the applicant, relevant
experience and background of all parties. List and describe projects of similar scale and/or scope
currently underway or previously completed. For acquisition proposals, list and describe other
properties successfully purchased and maintained.
Describe project status: steps already completed, next steps, and any obstacles to proceeding.
Specifically note previous or current measures to research and document the historic property,
evaluate its existing conditions, develop strategies for addressing identified threats, and/or
prepare construction documents. Include past or projected dates of these project-preparation
activities and identify the person(s) responsible for undertaking such tasks; include relevant
experience and background of all parties. Provide complete copies of such documents, or a link
if posted online. If permits are required, identify the permitting agency and the status of the
permit applications, with relevant dates. If the project includes acquisition, attach evidence of

                                               - 12 -
the seller’s intent to sell. Explain the strategy and resources for going forward after the project is
complete; that is, for implementing grant-funded plans, developing and using grant-funded
acquisitions, and maintaining grant-funded improvements.
Summarize consultant selection process and schedule, and note whether completed, underway or
proposed. If underway, provide draft or copy of Request for Proposal or other materials
proposed for use in soliciting services. If consultant selection has been completed, also provide
individual/firm resume, scope of services and documentation of the procurement process.
Explain the basis, date, and/or source for estimated costs and timetables included in Part C. For
Planning budgets involving just the preparation of plans and specs, provide at least two
professional estimates for construction costs or submitted construction bids to justify the
proposed consultant costs. For other planning projects (condition studies, etc) submit
justification for consultant costs. The timeline should identify interim tasks and/or products that
will be generated in addition to the date/time necessary to complete the project. Identify the
person(s) responsible for compiling the budget; include relevant experience and background of
all parties. Budget should be accurate and thorough with no extraneous or ineligible expenses.
Describe the source, type, amount and status of all matching funds, and summarize in Part D:
Applicant Share. (For definitions, see instructions to Part D.) Describe any restrictions, such as
endowments or grants that can only be used for specific purposes. Describe the overall
fundraising strategy for the project, including how much match is on hand at this time, how
much is committed, and how the balance will be obtained.
If the proposed project is located in a Hudson River Valley Greenway Compact Community, so
note. To find out if yours is a Greenway Compact Community, consult the map posted at or contact the Greenway at (518) 473-3835 or
Provide a detailed scope for the project, broken down into general construction specification
categories. For each scope element, provide the completion timeframe (calculated in months
from the start of the project) and the estimated costs associated with that component. Include
only costs that are directly related to and necessary for the project as described in the narrative.
Extraneous expenses, such as ―contingencies‖ will not be accepted. Sources and/or basis for cost
and time estimates should be in the project narrative or in annotations to this project schedule. If
work will take place at more than one site, please provide separate budgets for each site.
Eligible categories and their components are:
Design Fees and other Professional Fees are allowed for the preparation of construction
documents and to satisfy other pre-construction requirements. Pre-development costs must be
incurred during the project term or in the three years prior to the application deadline.
Consultant contracts in excess of $25,000 must be awarded on a competitive basis. If you use a
consultant selected on a non-competitive basis, the cost of that contract will not be eligible for

                                                - 13 -
grant reimbursement. In general, pre-development costs should not exceed fifteen percent of the
construction costs.
Archeology includes field work, report writing, curation of artifacts and interpretation. For
projects involving ground disturbance, if you cannot document prior ground disturbance in the
location where work will take place, it is very likely that an archeological survey will be required
prior to any work on the project. Your budget should take into account the need for an
archeological survey. Contact your regional grants officer (RGO) to determine the need and
anticipated costs for archeology.
Using the categories Exterior and Interior Public Spaces, indicate—in priority order—the
existing conditions (keyed to photos) and proposed work (see example provided below). Include
only work items related to this grant application.
Provide a breakdown for each parcel showing the type of interest acquired (fee simple, lease,
easement, etc.) and method of acquisition (purchase, donation or transfer from another use),
number of acres and estimated fair market value of the parcel(s) as determined by a qualified
appraiser. A written estimate of value (windshield appraisal/market valuation) for each parcel
must be included. Include the value of any land that will be acquired through donation to the
project or converted from other purposes. Acquisition costs must be incurred during the project
term or up to one year prior to the application deadline. If a grant is awarded, the value of each
parcel must be established by a full, self-contained appraisal, the standards for which can be
found at, (under Grants, click on Forms & Resources). For any parcel
valued at $300,000 or more, two full, self-contained appraisal reports are required.
Also include cost of appraisals, surveys, title search, and legal fees under this category as
associated acquisition costs.
Construction Supervision costs are those associated with the coordination, supervision and
scheduling of work and may be provided by a qualified member of the applicant's staff, the
design professional who prepared the construction documents, or a clerk of the works.
Grant Administration costs include expenses associated with administering the grant after it is
awarded, such as preparing the project agreement, affirmative action, MWBE, and payment
request documentation. The cost of preparing this application is NOT eligible. In general, these
costs should not exceed ten percent of the grant amount.
Procurement Costs include costs for assuring competitive pricing, such as costs for distributing
Requests for Proposals and for public advertising for bids, including the cost of advertising in
specialty publications, such as minority newspapers and appropriate construction publications.
Audit: Upon completion of the project, an independent audit performed by a Certified Public
Accountant is required for all projects. Prior to final reimbursement, the audit must be submitted
to and approved by OPRHP.
Project Sign: All grant-funded projects must have a project sign noting the funding assistance.
Signs are available for purchase through the State for approximately $120.

                                                - 14 -
                                                                                     Sample Park, Sample Town
                                                                                                Project Name and Location
                                                                                                   Part C Page ___2_____
                                           PROJECT SCHEDULE
                                        Scope, Budget and Timeframe
Component                                                                    *Completion                         Cost
Design fees                                                                  Month 0-9                        $30,000
Archeology                                                                   Month 0-2                         $5,000
                                                                             Subtotal:                        $35,000
Existing Conditions                             Proposed Work                                       Completion    Cost
Slate Roof : Loose, cracked a/o missing         Reattach loose slates, replace missing a/o          Months    $160,000
slates in some areas, active leaks in valleys   cracked pieces with slate to match existing,        12-19
and at chimneys, gutters and downspouts         install new copper flashings at all valleys and
detached, damaged from ice, or missing          other roof penetrations, install new half-round
altogether. [See photos 1-10])                  copper gutters and downspouts to match
Foundation: west foundation wall shifted        jack west wall and temporarily support to allow     Months        45,000
out of alignment, with sill plate unsupported dismantling of deteriorated foundation and re-        12-19
for 10 linear feet. [See photos 11-15]          building with salvaged stone and new stone to
                                                match; treat sill for moisture and mildew
                                                damage; re-point entire west foundation wall.
Masonry repairs: loose mortar a/o open          rake out joints and re-point with mortar to match   Months        45,000
joints on walls, chimneys and porch piers;      existing; use consolidants/epoxies to repair        12-19
deteriorated stone window sills and lintels;    damaged stone features; and remove spray paint
and graffiti on rear elevation. [See photos 16- graphics with masonry cleaners.
Carpentry repairs: deteriorated a/o missing repair sash, doors and trim by treating for             Months        35,000
primary window sash, exterior doors and         mold/mildew, splicing in new wood to match,         19 -24
associated trim. [See photos 26-40]             a/o replacing in kind where too deteriorated for
                                                repair; and replacing missing features with new
                                                to match in design, material and dimensions.
Painting: Existing conditions: no or peeling prep all wood features by hand-scraping and            Months        25,000
paint on all exterior wood trim and doors, as sanding, treat with 1 coat primer, and finish with    25-29
well as primary sash. [See photos 41-50]        2 coats paint.
                                                                             Subtotal:                       $310,000
(Include the value of any property that will be donated or transferred from another use)
Circle/highlight one: donated purchased converted from other purpose
Former church rectory (valued at $185,000)               donated February 2010          $185,000
Associated Costs: appraisals, survey, legal fees                                         $15,000
                                                                Subtotal:               $200,000
Grant Administration                                            Month 1-30               $18,000
Site Supervision                                                Month 1-30               $20,000
CPA Audit Report                                                Month 30                  $5,000
Project Sign                                                    Month 1                     $120
                                                                Subtotal:                $43,120
                                                                Total Project Cost: $588,120
                                                                Grant Request:          $290,000
* calculated in months from start of project
                                               - 15 -
Applicant share may derive from a variety of sources, including State and Federal grants,
municipal support, applicant operating budgets, and private sector donations, among others.
For FUNDS COMMITTED OR IN-HAND, identify each funding source by amount, name, type, date
available (if on hand, so state; if pledged, give date receivable), and any restrictions on use (such
as, endowment for specific building).
For FUNDS REQUESTED FROM OTHER SOURCES (but not yet committed), identify each funding
source by amount, name, type, date available, status of request, and dates funds are expected, and
any restrictions on use (such as, a grant for design services only).
Principal types of applicant share are:
 Cash: includes grants other than this grant request.
 Force Account (Payroll of applicant): Itemize according to job title or job assignment (on
    project). At the time of the reimbursement request, grant recipients will be required to
    document time worked, tasks, pay ratio and payment (including components and percentage
    of fringe benefit rate).
 Professional Services: the value of services provided by professional and technical
    personnel and consultants. Three-year retroactivity applies.
 Supplies and Materials: the value of items warehoused (not yet installed) with current
    market prices at the time they are obtained. Three-year retroactivity applies.
 Volunteer Labor: Skilled and professional labor can be computed at the job rate. Unskilled
    labor and work performed by professionals or skilled laborers in an area outside of their area
    of expertise must be computed at the minimum wage. (For example, a lawyer donating legal
    services may compute the value based on the standard billing rate, but the same lawyer
    donating time painting walls may calculate the value only at the minimum wage).
 Equipment Usage: Compute the value according to its fair market rental value in project
 Real Property: The value of all property acquired, donated or converted from other
    purposes should be included in the project schedule. One year retroactivity applies to all
    three categories:
     Owned by the applicant and converted from other purposes. Value of such property
        may be included under the EPF budget, provided it has not been previously designated as
        parkland or otherwise used for purposes related to this project.
     Donated - must be after July 12, 2009
     Acquired - must be after July 12, 2009.

                                                - 16 -
Each of the THREE copies of the application must include the following attachments:
Provide a clear and legible copy of the recorded deed to the property, showing Liber and Page
number or electronic filing number of recording. In addition, if the applicant has less than fee
simple ownership in the property, a clear and legible copy of the documentation showing such
interest in the property (i.e., lease, management agreement, etc.) must be provided. If there are
any restrictions on the use or ownership of the property, provide documentation of such liens or
restrictions (i.e. Title Policy Schedule B).
Submit a 1:24,000 scale USGS or DOT planimetric map with the subject property circled. An
8½‖ x 11‖ section, copy, or printout is acceptable, so long as it shows at least 1:24,000 scale and
is clearly marked as to scale and source, including Quad Name and/or Code. Go to the NYS GIS
Clearinghouse for downloadable, printable maps.
Provide images (photographs or digital print-outs; photocopies are not acceptable substitutes)
showing the overall project area and documenting existing conditions. Include photos of any
structures more than 50 years old within, or immediately adjacent to, the project area. Provide
views to these features from the project site, as well as views of the project site from them. Key
all images to a schematic site plan (see below).
Provide a plan and/or elevations that depicts the project site and its immediate surroundings and
identifies both existing conditions and proposed project elements as described in the project
Provide complete copies of documents in support of the project narrative, or a link if posted
Provide highlighted excerpts in support of the project narrative.
NOT-FOR-PROFIT CORPORATIONS: Complete the Environmental Review Form available
at, Grants, Forms & Resources. Also include with your application clear
drawings, maps, or plans of existing and proposed natural and man-made conditions on the site
and the areas immediately adjacent to the site.
MUNICIPALITIES: The municipality will be SEQR lead agency if OPRHP is the only other
involved agency, or will be responsible for initiating lead agency designation procedures if there
are other involved agencies (e.g., the Department of Environmental Conservation (DEC) via a
required permit). The lead agency is required to classify projects under SEQR as follows:
If your project is Type II, it is not subject to SEQR. If this is the case, provide a statement as to
the classification of your project and the reason. If any permits are required, list them in your

                                                - 17 -
If your project is subject to SEQR, consult SEQR regulations to determine if it is classified
Unlisted or Type I. If it is Unlisted, submit a completed short Environmental Assessment Form
(EAF) (Parts I-III). If the project is classified Type I, submit a completed long EAF and either a
negative declaration or a Final Environmental Impact Statement (FEIS) and SEQR Findings.
If the project's impacts have been previously reviewed under SEQR, supporting documentation
must be submitted (e.g., FEIS and SEQR Findings Statement).
Depending on the project scope, some grant projects will require permits from agencies such as
the NYS Department of Environmental Conservation (DEC) or the US Army Corps of Engineers
(COE). To determine if any permits are needed, especially if your project is located in or
adjacent to a water body (e.g., stream, river, lake, wetland, canal), consult the Governor's Office
of Regulatory Reform (GORR) Permit Assistance Hotline (1-800-342-3464) or www.nys- or contact the permitting agencies directly.
A resolution in the appropriate form provided below must be passed at an official meeting of the
governing body of the applicant and a copy attached to this application. The resolution must be
typed on the applicant's stationery and should hold the official seal. The name of the applicant
must be stated as it is recorded in the incorporation documents. Use the appropriate phrase in
brackets, depending on whether the applicant is a not-for-profit corporation or municipality.
    I, (name), [the duly elected and qualified secretary OR the duly qualified and acting
    Clerk] of the [(Organization Name) of (place), New York, corporation subject to the Not-
    for-Profit Corporation Law of New York State and qualified for tax exempt status under
    the federal internal revenue code OR (Municipality), New York], do hereby certify that
    the following resolution was adopted at a [regular OR special] meeting of the (governing
    body) held on (date) , and is [incorporated in the original minutes of said meeting OR on
    file and of record], and that said resolution has not been altered, amended or revoked and
    is in full force and effect.
    That (name), as (title) of [(organization name) OR (municipality)], is hereby authorized
    and directed to file an application for funds from the New York State Office of Parks,
    Recreation and Historic Preservation in accordance with the provisions of Title 9 of the
    Environmental Protection Act of 1993, in an amount not to exceed $(grant request), and
    upon approval of said request to enter into and execute a project agreement with the State
    for such financial assistance to this [(organization name) OR (municipality)] for (grant
    project description) and, if appropriate, a conservation easement/preservation covenant to
    the deed of the assisted property.
    [(Signature of Secretary)      OR              (Signature of Clerk)]
    [Seal of Organization                          Seal of Municipality]
Any project that is approved for funding and is located on land under the jurisdiction of the
Canal Corporation must receive all necessary approvals of the Canal Corporation prior to the
final execution of a project agreement. .
                                              - 18 -
                                                                    Application # (AGENCY USE ONLY)

NOTE: Provide the following information via online registration at,
under Grants. Print out completed registration form and include with the application. If
changes or corrections are required, please make handwritten corrections on the
confirmation pages submitted with the application.
                          SFY 2010-2011
              OPRHP Environmental Protection Fund (EPF)
Name:                                              Federal ID #
Mailing Address:                                   Charities Registration #

State:               Zip Code:
Location:                                          County:
Local Historic Designation:                        Legislative Districts:
Site Address:                                      NYS Assembly
Zip Code:                                          NYS Senate
Minor Civil Division:                              U.S. Congress:
Total project cost: $                              Grant request: $
AUTHORIZED OFFICIAL                                CONTACT
Name:                                              Name:
Title:                                             Title:
Business Address:                                  Firm:
State:              Zip Code:                      State:         Zip Code:
Telephone #:                                       Telephone #
FAX #:                                             FAX #:
E-Mail Address:                                    E-mail:

                                          - 19 -
                                                                               Project Name and Location

                                                                                  Part B Page _________
                                 PROJECT NARRATIVE
Include at least the following headings. Add pages as needed (5 page limit for the narrative.)

PROJECT SUMMARY (150 word limit)

                                              - 20 -
                                                                                         Project Name and Location

                                                                                            Part C Page _________
                                    PROJECT SCHEDULE
                                 Scope, Budget and Timeframe
Component                                                              *Completion              Cost

Design/Professional Fees

ACQUISITION (Include the value of any property that will be donated or transferred from another use)
Description (by parcel)                Acres                            *Completion             Cost
Circle one: donated purchased converted from other purpose

Associated Costs


CPA Audit Report

Project Sign
Existing Condition              Proposed Work                          *Completion              Cost


Interior Public Spaces


                                                                       Total Project Cost:

                                                                       Grant Request:

* calculated in months from start of project

                                                   - 21 -
                                                                               Project Name and Location

                                                                                 Part E Page _________
                        APPLICANT SHARE AND SOURCES
Identify all funding for this project. For each funding source (refer to page 16), include
information on the type (i.e. cash on hand, other grants awarded, force account, donations, real
property, etc.), the amount, name, and date available or requested. Include all funds or support
in-hand, committed or anticipated for this project. Restrictions that apply to any funds used as
match must be documented at this time. Repeat format below as necessary to describe ALL
funding sources.


Dollar Amount:
Name of Funder:
Type of Funds (circle/highlight one): cash, grant, force account, donations, real property, other
        If a Donation (circle/highlight one): supplies/materials, volunteer labor, real property
Date Available:


Dollar Amount:
Name of Funder:
Type of Funds (circle/highlight one): cash, grant, force account, donations, real property, other
        If a Donation (circle/highlight one): supplies/materials, volunteer labor, real property
Date Available:

                                              - 22 -
                                                                                 Project Name and Location

                                                                                    Part E Page _________
                                  APPLICATION CHECKLIST
A complete application includes THREE full sets of Parts A-E and required attachments.
      Parts A-E of the application, including this checklist
      Ownership Documentation (pages 11, 17)
      Photos showing the project area (pages 11, 17)
      1:24,000 scale topographic or planimetric map with the subject property circled (page 17)
      Schematic Site Plan (pages 11, 17)
      Documentation of any liens or restrictions on the property (pages 11, 17)
      Endorsements and letters of support (page 12)
      Highlighted excerpts from local, state and federal planning documents (page 12, 17)
      Evidence of local historic preservation or landmark designation (pages 10, 11, 12)
      Documentation of pre-construction planning, procurement of services, consultant
      qualifications, etc. (pages 12-14, 18)
      Ground disturbance documentation (pages 11, 14)
      Written estimate of fair market value, for any property that will be acquired or used as
      match (page 14)
      SEQR compliance documentation (pages 17-18)
      Permits (pages 12-13, 18)
      Signed Authorizing Resolution (page 18)
      Canal Corporation approval (page 18)
 For stand alone planning projects, submit the following additional attachments:
     Documentation of components of final product (page 11)
      Justification of budget estimate (page 13)
 Only not-for-profit Applicants must submit the following attachments:
     Certificate of incorporation from Department of State or Board of Regents (page 10)
      IRS Determination letter listing Federal ID number (page 10)
 To the extent possible, all attachments should be no larger than 8 1/2" x 11" format, labeled with
      property name and location and cross-referenced to the specific part in the application.
Did you attend an OPRHP sponsored Workshop?                    No             Yes
If yes, date                       location                     attendee(s)
  Applications must be postmarked or received in the appropriate regional office no later
                           than close of business July 12, 2010.
               Incomplete or illegible applications will NOT be considered for funding.

                                                - 23 -

To top