Bureau of Historic Preservation Online Grants System

2016 Small Matching Grant Application Preview

  1. Small Matching Application Review Overview

    Historic Preservation Small Matching Grant Applications are reviewed annually and ranked in a public meeting by panels appointed by the Secretary of State. All grants are awarded by the Secretary of State, based on the recommendations of the Grant Review Panels. Funding is contingent on appropriations from the Florida Legislature.

  2. Application Limitations:

    Applicants may have no more than one (1) previously awarded grant open at the time of application. Applications from applicants with more than one open Grant shall be declared ineligible and such applications shall be returned to the applicant.

    An applicant from the same organization may not submit more than one grant application under a single application deadline. State, county or city governments, or universities may submit single applications from more than one division or department during any grant cycle provided that those divisions or departments are separate and distinct budgetary units and provided that the applications do not address the same facility, project, or site.

  3. Enter the full name of the applicant organization. Please note that there can only be one applicant organization per application.

  4. 2. Project Category
    • a) Select the project category for which grant funds are requested. If you are unsure of which category to select, please refer to the definition beneath each project category.


      • Acquisition of historic properties or archaeological sites.

      • Development Activities for historic properties including restoration, rehabilitation, preservation, reconstruction, and site-specific planning for these activities. Also includes site-specific archaeological excavations.

      • Provides assistance with both purchase and rehabilitation or restoration of a historic property.

      • Projects aimed at increasing public understanding and awareness of the importance of historic and archaeological resources and their preservation, either in general or in particular for specific sites and properties.

      • Projects which identify and evaluate cultural resources and which contribute to processes and programs to protect those resources.
        Preparation of long-range historic preservation and management plans for historic and archaeological properties.

      • Start-up funding assistance to Florida Main Street communities pursuant to Chapter 1A-38, Florida Administrative Code.

      • Projects which assist with the acquisition of state markers for which texts have been approved by the State Historical Marker Council.

      • Preparation of National Register nomination proposals for individual historic properties or archaeological sites, historic or archaeological districts, or thematic or multiple resource groups.

      • Projects solicited by the Division of Historical Resources within the regular grant cycle announcement. These projects address one or more statewide historic preservation needs and include only those identified by the Division in the Application Solicitation Notice.
    • b) Only governmental entities that are Certified Local Goverments (CLG) are eligible to receive Federal funds for the Community Education, Survey & Planning, and National Register project categories.

      Is your oganization applying for Federal CLG funding for this application? What is a CLG?

  5. 3. Project Title and Location Information

    The title should reflect the name of the property, area, museum, or exhibit, and the goals of the proposed project. The title should be consistent with previous applications/awards. (For example, Smith House Rehabilitation, South Mill Archaeological Excavation, etc.)

    • f) Will this project serve multiple counties?

    • For locations without a street address, provide the USGS 7.5 Minute Quadrangle Name and the Township, Range, and Section coordinates in this section. To determine Township, Range and Section, at least one of the following is needed: property tax appraisal number or latitude/longitude coordinates for the property. For information and assistance, visit www.flheritage.com/preservation/sitefile/ or contact the Florida Master Site File by phone at 850.245.6440 or 800.847.PAST.

  1. 4. Project Budget

    Important: In listing the items to be paid with both grant funds and matching funds, please remember:
    1. The following categories of expenditures are non-allowable for reimbursement of grant funds or as contributions to required match:
      • Capital improvements to non-historic properties.
      • Capital improvements to historic properties not consistent with applicable preservation standards as promulgated by the National Park Service, United States Department of the Interior, and the Division of Historical Resources for the types of projects indicated. The National Park Service Standards are available at http://www.nps.gov/history/local-law/arch_stnds_0.htm.
      • Vehicular circulation (drives) and parking; sidewalks, landscape features, planting, irrigation systems and site lighting (Exceptions: provision of code-required handicapped parking pad and walkway; sidewalk required to link code-required handicapped parking pad to the accessible entry, planting required to halt erosion, and limited site lighting required for security.)
      • Expenditures for furniture and equipment, unless specifically authorized during the application review process.
      • Food, beverages, plaques, awards, or gifts.
      • Grantee operational support (i.e., organization salaries, travel, supplies). Note: project-specific travel costs may be allowed if requested and approved during the application review process. To be eligible for grant assistance or as a contribution to the required match, travel costs must be required for completion of project work and must be included in the Project Budget.
      • Indirect costs including overhead, non-grant related administrative costs and general operating costs. Administrative expenditures that are directly attributable to clerical oversight of the grant-assisted Project and to meeting the reporting and associated requirements of the Historic Preservation Grant Award Agreement are eligible grant expenditures or match contributions. In aggregate, such expenditures, whether grant expenditures or match contributions, shall not exceed 10% of the grant award amount.
      • Insurance costs (Exception: costs for builder's risk, workers compensation and contractor's liability insurance).
    2. All grant and match expenditures must be incurred during the grant period, except as allowed in 1A-39.009(3), Florida Administrative Code. Unless approved by the Division in writing in accordance with 1A-39.009(3), costs incurred prior to the grant period will not be eligible for payment with grant funds or eligible to be credited as part of the grantee's matching share. No costs incurred after the grant period has expired will be eligible for payment with grant funds or eligible to be credited as part of the grantee's matching share.
    3. Eligible Development activities involving a building or portion of a building used as a place of worship are limited to exterior activities and only those interior activities that are essential to the preservation of basic structural integrity (Examples include: foundation repairs, repairs to columns, load bearing wall framing, roof framing, masonry repairs, and window and exterior door repairs.) Non-allowable costs include capital improvements to the interior and accessibility improvements for places of worship.
    4. In general, if an item or activity is not considered an allowable grant-funded expense, it will not be allowed as part of the applicant's match.
    5. Should you have questions regarding the eligibility for a specific activity for grant funding or contribution to match, please contact the Division's grants staff at 1-800.847.7278 or by email at bhpgrants@dos.myflorida.com.

    • a) Project Budget

      Note: Total must be the same as the corresponding amounts indicated in Questions 6a and 6b.

      Description Grant Funds Match Value Match Type Sub-Total Entity to Provide Service Delete
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      Totals, if any, are calculated in the review section.
    • b) Budget Work Clarification

      Where the relationship between specific Work Items in the Project Budget and the objectives of the project may not be obvious, please provide clarification regarding the necessity for or contribution of those Work Items to the successful completion of the project.

      Work Item Clarification Delete
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  2. 5. Match Summary

    Matching funds may include: cash funds, the value of in-kind services or volunteer labor directly involved in project work, and the value of donated materials. 25% of the match must be cash.

    Organizations applying for Federal Certified Local Government (CLG) funding, Main Street Start Up grants or Statewide Special Projects and projects located within REDI Communities are not required to provide a match.

    In-kind services may include salary and benefits but not overhead costs or volunteer profit. In-kind service or volunteer labor must be valued at the prevailing minimum wage unless it is documented that the donor is performing services or labor in which he or she is regularly employed at a higher wage. Donated material must be valued at the actual cost.

    Public funds must be identified by source: e.g. appropriated funds, Community Development Block Grant funds, etc. Major private donations, such as foundation grants, should be clearly identified.

    Non-allowable match contributions include:
    • Expenditures made prior to grant award agreement start date, except as allowed in 1A-39.009(3), Florida Administrative Code.
    • Anticipated proceeds from fundraising activities.
    • Grant funding from other sources applied for but not yet awarded.
    • Cash pledges without donor signature (Anonymous pledges are not acceptable match contributions).
    • Other grant funds from the Department of State.

    • a) Cash
      Type of Contribution (Include brief description) Amount/Value Delete
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      Totals, if any, are calculated in the review section.
    • b) In-Kind Services and Labor
      Type of Contribution (Include brief description) Amount/Value Delete
      1 [Add Row]
      Totals, if any, are calculated in the review section.
    • c) Volunteer Services and Labor
      Type of Contribution (Include brief description) Amount/Value Delete
      1 [Add Row]
      Totals, if any, are calculated in the review section.
    • d) Donated Materials
      Type of Contribution (Include brief description) Amount/Value Delete
      1 [Add Row]
      Totals, if any, are calculated in the review section.
  3. 6. Amount Requested and Match

    Enter the amount of grant funds being requested and the amount of match, the maximum award amount is $50,000.

    Match must be equal to or exceed the amount of grant funds being requested, except for eligible REDI counties and communities, who may request a waiver of match requirements (see 8 below). Organizations applying for Federal Certified Local Government funding, Main Street start up grants or Statewide Special Projects are not required to provide a match.

    Please note that match contributions must be composed of at least 25% cash, and all match must be properly documented. The applicant shall be required to document the availability of funding sufficient to complete the project if completion requires more than twice the amount of requested grant funding.

  4. 7. Payment Schedule

    Select the schedule by which grant funds will be disbursed should the project be funded. If you have questions, please contact the grant staff for more information.

  5. 8. Rural Economic Development Initiative (REDI) Waiver of Match Requirements

    Applicants located in counties or communities that have been designated as rural community in accordance with Section 288.0056 and 288.06561, Florida Statutes, may request a waiver of matching requirements. (Waivers are not available for Historical Marker Projects.)

    Are you requesting a waiver? Am I In a REDI Community?

  1. In the space provided below, briefly describe the project for which funding is requested. Indicate how your organization intends to use the funds requested and the required match, describing each of the major work items involved and what the end product will be. For projects involving individual historic properties or archaeological sites, also briefly describe the historic significance of the property or properties for which grant funding is being requested. (5,000 Character Limit)

    Character Count = 0/5000 (save page to update)

  2. 10. Major Elements and Responsible Entities

    Describe the major elements of the project and indicate the type of entity (e.g., consultant, in-house personnel, volunteers, general contractor) responsible for each element.

    Major Project Elements Entity Type Responsible Delete
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  3. 11. Tentative Project Timeline

    Please specify the start and end month and year below; indicate all major elements of the project for which funding assistance is requested, the anticipated time required to complete each element, and the planned sequence of these activities. Grants, if awarded, will begin July 1, 2015 and expire June 30, 2016.
    Projects should be completed within 12 months.

    Project Activity Starting Date Ending Date Delete
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  4. 12. Acquisition or Donation of Historic Properties or Archaeological Sites ONLY

    For Acquisition projects, enter the full purchase price of the historic property and the appraised value of the property. For donated properties to be used as match, enter the appraised value of the property.

    The maximum grant share for a Historic Property Acquisition project shall not exceed 50% of the value of the property as determined by a complete summary appraisal prepared by a Florida State Certified General Real Estate Appraiser. If the appraisal exceeds $500,000, a second appraisal must be obtained. In such case, the grant award shall not exceed 50% of the average of the two appraisals.

    For acquisition of archaeological sites, the land to be purchased must be demonstrated by professional archaeological survey to contain the archaeological site that is the subject of the acquisition.

    Only the purchase of the historic property or archaeological site is eligible for grant funding. All closing costs are the responsibility of the applicant organization.

    For the purpose of match, property donation must occur during the grant period. The allowable value of donated property as a contribution to match shall be limited to the value of the historic structure(s) and that area of the land occupied by the footprint of the structure(s). For archaeological sites, the allowable value of donated property as a contribution to match shall be confined to the limits of the archaeological site as determined by professional archaeological survey. This value must be based on a complete summary appraisal prepared by a Florida State Certified General Real Estate Appraiser. The value of additional donated acreage shall not be allowable as contribution to match. Legal fees and other costs associated with the donation are not eligible contributions.

    • b) Prorated Value for Match Contribution ONLY

      The value of purchased property will be accepted as a cash match contribution, with the following conditions:

      1. The purchased property must be the historic property or archaeological site that is the subject of the project for which grant funds are requested.
      2. Purchase of the property must take place during the grant period.
      3. Only the value of the historic building and its footprint or the portion of the property occupied by the archaeological site is eligible for contribution to the required match. The value must be based on a complete summary appraisal prepared by a Florida State Certified General Real Estate Appraiser.
      4. Legal fees and other costs associated with the purchase are not eligible match contributions.

      The value of property purchased via mortgage will be accepted as a cash match contribution with the following conditions:

      1. The purchased property must be the historic property or archaeological site that is the subject of the project for which grant funds are requested.
      2. Purchase of the property and mortgage payments must take place during the grant period.
      3. Only the value of the down payment and any mortgage payments (minus any escrowed insurance and ad valorem payments) is eligible for contribution to the required match.
      4. Legal fees and other costs associated with the purchase are not eligible match contributions.

      The value of donated property will be accepted as an in-kind match contribution, with the following conditions:

      1. The donated property must be the historic property or archaeological site that is the subject of the project for which grant funds are requested.
      2. Donation of the property must take place during the grant period.
      3. Only the value of the historic building and its footprint or the portion of the property occupied by the archaeological site is eligible for contribution to the required match. This value must be based on a complete summary appraisal prepared by a Florida State Certified General Real Estate Appraiser.
      4. Legal fees and other costs associated with the donation are not eligible match contributions.

      Use the following formula to determine the value of cash or in-kind match contribution for donated property:

      1. Area of Land in Acres X 43,560 = Area of Land in SQ FT
      2. Appraised Value of Land ÷ Area of Land in SQ FT = Value of Land per SQ FT
      3. Value of Land per SQ FT X Area of Building's First Floor (or Archaeological Site) in SQ FT = Value of Footprint
      4. Value of Footprint + Appraised Value of Building = Value of Footprint
  5. 13. Survey and Planning Projects ONLY
    • a) For Surveys, indicate the types of historical resources to be surveyed. (1,000 character limit)

      Character Count = 0/1000 (save page to update)

    • Provide the title and publication date of any previous surveys in the survey project area:

      Report/Survey Title/Author of Principal Investigator Date Delete
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    • b) Provide an estimate of the number of Florida Master Site Forms that will be produced by the survey for newly recorded sites and updates of previously recorded sites:

    • (Note: Surveys that record or update site file forms for more than 10 historic properties or archaeological sites must produce paper Florida Master Site Forms and also submit the site file data using the electronic forms provided by the Florida Master Site File.)

  6. 14. National Register Nomination Projects ONLY

    For National Register nominations, indicate the number of anticipated individual nominations and/or district nominations:

    • c) Will a Multiple Property Cover nomination be produced?

  7. 15. Community Education Projects ONLY

    Please provide the information requested for Community Education projects.

    • Character Count = 0/1000 (save page to update)

    • d) If the printed/media materials are proposed for distribution, will there be a per item charge?

    • e) For Education Materials, is the local school system actively involved in your project?

    • Character Count = 0/1500 (save page to update)

  1. 16. Completed Project Activities

    Briefly describe any Project work and/or related activities that have been completed at the time of the application submittal. Such activities may include architectural studies or plans, preservation planning activities, or archaeological research. If completed, printed architectural schematics or construction documents, preliminary survey mapping and research documents, and preliminary or final publication layout designs must be mailed with your application supporting materials. See the Application Checklist at the end of the application for more information about documentation requirements.

    (Please note the value/amount expended for each and the dates of completion):

    Activity Description Date Completed Cost/Value Delete
    1 [Add Row]
    Totals, if any, are calculated in the review section.
  2. 17. Property Ownership

    Enter name of the Property Owner and choose the appropriate owner type. If applicant is not the owner of the property, the applicant must secure owner concurrence if the proposed project is site-specific.

    • b) Type of Ownership


      • Corporate entity which is registered pursuant to Chapter 617, F.S., as a Florida non-profit corporation with the Division of Corporations, Florida Department of State (www.sunbiz.org). Grantees other than government entities must maintain active non-profit status with the Division of Corporations during the grant period. Exception: To qualify as a "non-profit organization," organizations from outside of Florida must have been determined by the U.S. Department of the Treasury, Internal Revenue Service, to be exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code.

      • (Properties owned by private individuals or for-profit entities are not eligible for grant funding with the exception of acquisition projects and site-specific archaeological projects being undertaken by an eligible applicant organization. For acquisition projects in which the current owner is a private individual or a for-profit entity, the owner must provide a signed commitment to donate or sell the property to the applicant. Donation or sale must occur during the grant period.)
  3. 18. Threats to the Property
    • Provide a brief explanation of immediate threats to the historic property, site, or area such as proposed demolition, extensive structural damage, on-going site disturbance for archaeological sites, planned re-zoning, etc. Documentation of such threats should be included in Attachment J. Examples of documentation to be included are newspaper articles or public notices discussing proposed demolition of the historic site or proposed development directly impacting the site.

      Character Count = 0/1500 (save page to update)

  4. 19. Property or Site Significance (For All Acquisition, Development or Site-Specific
    Archaeological Projects)
    • Note: The applicant is responsible for ensuring that all information in the current FMSF form is complete and accurate. As part of this application, the applicant is required to complete and submit a new form; staff may determine an application to be incomplete if the form(s) submitted is(are) a copy of one(those) that is(are) already in the Site File. If a FMSF form for the property does not currently exist, the applicant is responsible for completing and filing a form and providing the required map and photograph(s). For information and assistance contact the FMSF staff at Florida Master Site File / Phone: 850.245.6440 or 800.847.7278.
      See Attachment E for documentation requirements.

    • Character Count = 0/300 (save page to update)

    • Character Count = 0/300 (save page to update)

    • Character Count = 0/1500 (save page to update)

  5. 20. Historical Designation

    Indicate the type of historical designation currently held by the historic property or site. For properties or sites that have been listed in the National Register or are contributing properties or sites within a National Register District, please provide the date that the property, site or district was listed. Should you have questions regarding the National Register status of a property or site, please contact the Division's National Register Staff at 1.800.847.7278 or 850.245.6300.

    • Historical Designation

      Indicate each type of Historical Designation currently held by the project historic property or site:

    • Please indicate the name of the resource as it is listed in the National Register.

    • If you checked Individual National Register, please list the date the property was registered. (mm/dd/yyyy)

    • If you checked National Register District - Contributing Resources, please specify the name of the District.

    • Date of District Listing (mm/dd/yyyy)

    • If you checked Individual Local Desigation, please specify the Date of Designation (mm/dd/yyyy)

    • If you checked Locally Designated District - Contributing Resources, please specify the name of the District

    • Date of District Designation (mm/dd/yyyy)

  1. 21 Local Protection
    • Indicate the level(s) of local protection currently afforded the project historic property or site.

  2. 22. Annual Visitation
    • What is the estimated or anticipated Annual Visitation for the project website (if applicable)? If the project includes a smartphone application, what is the estimated number of annual downloads?

    • Character Count = 0/200 (save page to update)

  3. Provide a brief explanation of the Direct Economic Impact this project will have on the surrounding community. Include any information regarding number of jobs it will provide, if known. (1,500 character limit)

    Character Count = 0/1500 (save page to update)

  4. What are your organization's plans for maintaining the property, exhibit, website, and/or smartphone application; what is source of the funding? (500 character limit)

    Character Count = 0/500 (save page to update)

  5. Briefly describe any direct benefit the project will have on minority groups and/or the disabled. Include any alterations to the site that will make the site more accessible to the public. If project includes media content, describe accesssibility methods to be used (e.g. voice over, closed captioning, etc.) (1,500 character limit)

    Character Count = 0/1500 (save page to update)

  6. Provide a brief description of the educational benefits of this project. Explain how the project will enhance public awareness of historic preservation, Florida history, or heritage to the local community and the state at large. (1,500 character limit)

    Character Count = 0/1500 (save page to update)

  7. Please describe project-related activities that will increase project visibility, further the objective of improving public awareness of the project's significance and promote the importance of preserving the property (if applicable) and other historic properties in your community. Examples of such activities are: a series of press releases describing the preservation project and its progress, and interactive electronic media a brochure explaining the history of the property and how it is being rehabilitated to serve a contemporary community need. (1,500 character limit)

    Character Count = 0/1500 (save page to update)

  1. 28. Organization Information
  2. 29. Designated Project Contact

    The Project Contact is the applicant organization's primary contact for the application review process. In addition to being available to answer questions from Division of Historical Resources staff regarding the proposed project and application, the Project Contact is usually the individual who will be administering the project, if it is funded. Please provide the designated Project Contact's name, address, daytime phone number, FAX number and e-mail address in space provided.
    Note: If the Project Contact changes after the application is submitted, it is the responsibility of the applicant organization to provide timely notification of such change to the Division.

    • Email is the Department of State's primary source of contact. It is the responsibility of the applicant to keep this information current at all times.

  1. 30. Project Area Population and Representation

    Indicate the population of the community and county where the project is located as determined by most recent edition of "Florida Estimates of Population," available at your public library and linked in a) and b) below.

    • Please provide the information requested regarding state legislative and congressional representation for the project location. Use the link provided for assistance in finding your legislative information. Be careful to provide accurate and current information.

    • c) State House of Representatives District Number and Name of Representative for Project Location. (Find Information regarding Representatives)

    • d) State Senate District Number and State Senator for the Project Location (Find Information regarding Senators)

    • e) Congressional District Number of U.S. Congressional Representative for the Project Location (Find Information regarding Congressional Representative)

  2. 30 Applicant Grant Experience and History

    Please provide the following information regarding the applicant's previous grant assistance from the Department of State (DOS), other granting entities, and current administrative support in a-c below.

    • a) Has the applicant received previous grant assistance from the Department of State (DOS) within the past five years, or does the applicant have any open grants with DOS? Please use the DOS Grant History Online Search Tool and the Division’s Grant Recipients Online Search Tool to find this information. If yes, please specify the year of the grant award, grant number, grant project name, the DOS Division that awarded the grant, the grant award amount, and its current status.

    • If yes, specify the year of the grant period, the project name, the Division that awarded the grant, the amount of the award and current status.
      Year Grant No. Grant Project Name Granting Entity Grant Amount Open/Closed Delete
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      Totals, if any, are calculated in the review section.
    • b) Has the applicant received previous grant assistance from entities other than the Department of State within the past five years?

    • If yes, please specify the year of the grant award, grant number, grant project name, the granting entity, the grant award amount, and its current status.
      Year Grant No. Grant Project Name Granting Entity Grant Amount Open/Closed Delete
      1 [Add Row]
      Totals, if any, are calculated in the review section.
    • c) Please list those persons who will be directly involved with the administration of the grant should this application be successful. This should include the Project Contact listed and all other individuals who will have a role in the execution of the grant project. Please list below the individuals' names, roles or titles within the applicant organization (if applicable), percentage of work time dedicated to grant administration, and anticipated duties.

      Name Role or Title % of Time Duties Email Address Phone Delete
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    • Were any of the individuals listed in c above involved with the administration of previous grants listed in questions a) or b)?

    • Character Count = 0/1000 (save page to update)