Architectural Review Board

Architectural Review Board Agenda Wednesday, August 27, 2025 at 5:00 PM Economic Development Center, Council Meeting Room 803 South Main Street, Culpeper Page 1. CALL TO ORDER 2. CALL OF ROLL 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES 4.1 June 25, 2025 3-4 6-25-2025 ARB minutes.pdf 5. PUBLIC COMMENTS 6. UNFINISHED BUSINESS 7. NEW BUSINESS 7.1 New Member Introduction 8. OTHER BUSINESS 8.1 CLG Grant: An update on the status of the CLG Grant Request 5 - 52 for funding for updates to the Historic District Guidelines and discussion regarding the upcoming Request for Proposal (RFP) Staff Report_CLG Grant Discussion Item_8-27-25.pdf Attachment 1 - FY2025-2026 Award Letter.pdf Attachment 2 - 2025-2026 Grant Agreement.pdf Page 1 of 52  Attachment 3 - CLG Grant Application_2025.pdf Attachment 4 - Sample RFP 1_Historic District Survey, 2012.pdf Attachment 5 - Sample RFP 2_Comprehensive Plan, 2007.pdf 8.2 CRI Kiosks: Update and discussion regarding the wayfinding kioskis/signs to be placed by Culpeper Renaissance, Inc. in 8 municipal parking lots within the Historic District. 9. FOLLOW-UP ITEMS 10. ADJOURNMENT Page 2 of 52  Minutes Town of Culpeper Architectural Review Board Regular Meeting – June 25, 2025 Call to Order Chair Gutowski called the meeting to order at 5:00 p.m. Call of Roll Members Present: Jessica Amos Andrew Gutowski Kimberly Trickett Members Absent: Chris Hamilton B. Travis Brown, Town Council Member Staff Present: Louis Pancotti, Town Planner Kelli Carmichael, Planning and Zoning Assistant Others Present: Eric Fulton, applicant of 107 South East Street Leonard Peter, Jr., 210 East Spencer Street Approval of Agenda Motion: By Ms. Amos, to approve the agenda as presented Seconded: By Ms. Trickett Vote: Approved 3-0, 1 Absent Approval of Minutes Motion: By Ms. Trickett, to approve the minutes as amended Seconded: By Ms. Amos Vote: Approved 3-0, 1 Absent Comments and Correspondence from Citizens, Visitors and Delegations in the Audience None. Unfinished Business COF-5682-2025: Mr. Pancotti presented the changes that were made to the request by Eric Fulton, on behalf of the owner, Masonic Lodge, for approval of the replacement of the garage door at 107 South East Street. The applicant is also proposing the placement of pea gravel. The property is more particularly described as tax parcel 41A2-1-Q1-14, East Fairfax Magisterial District. Board discussion ensued with Ms. Amos noting the lack of documentation provided with the application. The Board requested that Mr. Fulton describe the process that will be taken to replace the door in detail. Mr. Fulton noted that the pea gravel is no longer part of the application, as the Masonic Lodge will be re-paving the entire lot, to include the area where the pea gravel was proposed. Architectural Review Board 1 June 25, 2025 Page 3 of 52  Motion: By Ms. Amos to approve the sliding metal door as proposed provided the glass is non-reflective and non-tinted, the metal is charcoal grey, and the existing wood trim is retained and repaired at the base as needed and painted to match the color of the door. Seconded: By Ms. Trickett Vote: Approved 3-0, 1 Absent New Business COF-5746-2025: Mr. Pancotti presented the request by Kevin L. Ayers, owner, for approval of the replacement of an awning at 200 North Main Street. The property is more particularly described as tax parcel 41A2-1-U-5, East Fairfax Magisterial District. Discussion ensued regarding color choice and potential options that complement the building. Motion: By Ms. Amos to deny the striped awning as proposed due to the fact that the awnings are architectural features of the building and any replacement should be cohesive in color with the rest of the awnings. Seconded: By Ms. Trickett Vote: Approved 3-0, 1 Absent Other Business 210 East Spencer Street: Mr. Pancotti introduced Mr. Peter’s discussion to the Board. Board discussion ensued with Mr. Peters regarding what they would like to see for the accessory dwelling unit as it relates to the primary structure. The Board noted that the structure should be in scale with the surrounding structures. Follow-up Items Mr. Pancotti informed that Board that the CLG Grant applications have been put on hold due to State funding. Mr. Pancotti informed the Board of the CLG Grant training requirement. Adjournment The meeting adjourned at approximately 5:41 p.m. _______________________ ______________________________ Date Chairman Architectural Review Board 2 June 25, 2025 Page 4 of 52 Discussion Item Discussion Item CLG Grant - Historic District Guidelines Overview The Town was awarded $35,000 through the Certified Local Government (CLG) Grant Program administered by DHR. The funds along with the matching share of $17,535, will go towards updating and creating new historic district guidelines. The award does need to be accepted by Town Council and will be presented at the August 26th Public Works, Public Safety, Planning & Community Development Committee. In anticipation of acceptance, Staff is looking for guidance from the Board on the first steps of the project. Since some of the work will be carried out by consultants, a Request for Proposal (RFP) will need to be drafted. The Board should consider what key items to include in the RFP to ensure the completed project will met our goals. Attachments 1. Award Letter dated August 14, 2025 2. Non-executed Grant Agreement 3. Abbreviated Grant Application 4. Sample RFP 1: Historic District Survey, 2012 5. Sample RFP 2: Comprehensive Plan, 2007 1 Page 5 of 52  COMMONWEALTH of VIRGINIA Department of Historic Resources Stefanie K. Taillon 2801 Kensington Avenue, Richmond, Virginia 23221 Julie V. Langan Secretary of Natural and Director Historic Resources Tel: (804) 367-2323 Fax: (804) 367-2391 www.dhr.virginia.gov Thursday, August 14, 2025 Mr. Louis Pancotti Planner Town of Culpeper 400 South Main Street, Suite 301 Culpeper, Virginia 22701-3146 RE: 2025-2026 CLG Grant Agreements Dear Mr. Pancotti: I am pleased to enclose the agreement for your 2025-2026 CLG Grant for $$35,000 for completion of an update to the town’s design review guidelines. Congratulations and we look forward to working with you on this project. Please sign the agreement and upload the document into Webgrants. Aubrey Von Lindern, Northern Regional Preservation Office, Department of Historic Resources, P.O. Box 519 in the next fifteen days. If you have any questions, you are welcome to contact Aubrey at (540) 868-7029. Sincerely, Julie V. Langan Director Virginia Department of Historic Resources Western Region Office Northern Region Office Eastern Region Office 962 Kime Lane 5357 Main Street 2801 Kensington Avenue Salem, VA 24153 PO Box 519 Richmond, VA 23221 Tel: (540) 387-5443 Stephens City, VA 22655 Tel: (804) 367-2323 Fax: (540) 387-5446 Tel: (540) 868-7029 Fax: (804) 367-2391 Fax: (540) 868-7033 Page 6 of 52  CERTIFIED LOCAL GOVERNMENT SUBGRANT AGREEMENT 2025-2026 PROJECT TITLE: Town of Culpeper Historic District Guidelines Update PROJECT DESCRIPTION: The purpose of this project is to develop and implement historic district design guidelines for the Town of Culpeper. These guidelines will replace the existing historic district handbook. The new guidelines will be more be graphics based to be more accessible for citizens and property owners in the district. SUBGRANT IDENTIFICATION NUMBER: AF01201-10004 FEDERAL FUNDING AGENCY: U.S. Department of Interior, National Park Service (NPS) GRANT: State Historic Preservation Fund (HPF) Grant to Virginia 2025 CFDA: 15.904, HISTORIC PRESERVATION FUND GRANTS-IN-AID NPS FEDERAL AWARD IDENTIFICATION NUMBER: P25AF01201 FEDERAL AWARD AUTHORIZATION DATE TO DEPT OF HISTORIC RESOURCES (DHR): 7/28/2025 OTHER IDENTIFYING NUMBER ASSIGNED BY DHR, THE PASS-THROUGH ENTITY: 0000127237 SUBGRANTEE NAME AND UEI: Town of Culpeper, XNN9UWPHYJA4 RESEARCH & DEVELOPMENT: NO AMOUNT OF FEDERAL FUNDS OBLIGATED BY THIS ACTION: $35,000 TOTAL AMOUNT OF FEDERAL FUNDS OBLIGATED: $35,000 TOTAL AMOUNT OF AWARD INCLUDING MATCHING SHARE: $52,535 GRANT AMOUNT: $35,000 MATCHING SHARE: $17,535 GRANT SHARE: 67% MATCH SHARE: 33% TOTAL PROJECT COST: $ 52,535 GRANT/MATCH RATIO: 67%/33% SUBGRANT PERIOD: July 15, 2025* through August 31, 2026 * Actual Start Date is the Date of full execution of agreement This agreement entered into the 13 day of August, 2025, by the Commonwealth of Virginia, Department of Historic Resources (DHR), and TOWN OF CULPEPER the Certified Local Government (CLG), WITNESS that DHR and the CLG, in consideration of the mutual covenants, promises, and agreements herein contained , agree that the grant awarded by DHR to the CLG shall be described below: Page 7 of 52 The Subgrant Agreement Incorporates the Following Documents plus Restatements and/or Clarifications of certain General and Special Provisions: (1) This signed form; (2) DHR Request for Applications – 2025-2026 CLG Subgrant Program, dated February 01, 2025; (3) Grant Application from TOWN OF CULPEPER dated 4/30/25 detailing CLG Project Description, signed Assurances, and approved Final Budget attached herein: (4) Certified Local Government Grant Manual including the OMB Circulars and Federal Regulations referenced therein. Full text of Code of Federal Regulations can be found here: 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Please refer to the Chapter 9 of the National Park Service’s Historic Preservation Fund (HPF) Grants Manual for specific guidance related to the HPF. (5) Risk Assessment - In accordance with 2 CFR 200.331 (b), DHR must evaluate each sub-recipient’s risk of non-compliance with Federal statutes, regulations, and the terms and conditions of the sub-grant for purposes of determining the appropriate level of sub-recipient monitoring. Specific sub-grant conditions, if applicable, will also be determined and incorporated into this agreement at either original execution or by modification. To assist with the risk assessment process the sub-recipient must report to DHR via the DHR Sub-grant Application Financial Certifications and Questionnaire Form; and such submission is hereby part of this CLG sub-grant agreement. (6) Indirect Costs, whether applied directly or by indirect cost rate, will not be allowable charges against the award unless specifically included as a line item(s) in the approved budget incorporated into this subgrant agreement. A proposed Indirect Cost Rate (IDCR) must meet the requirements of 2CFR Part 200 including its Appendixes as applicable. If the subgrantee has never had a Federally-Approved, Negotiated Indirect Cost Rate Agreement it may request approval to charge a 10% de minimis rate as defined in 2 CFR 200.414 (f). If chosen, this methodology once elected must be used consistently for all Federal awards until the subgrantee chooses to negotiate for an approved federally recognized indirect cost rate with the Federal Government. A Federally Negotiated IDCR Agreement or De Minimis IDCR Certification must be submitted to DHR if a rate is applied to this subgrant; otherwise, indirect costs applied by a IDCR will be disallowed. If the subgrantee so chooses, it may voluntarily waive federal indirect cost recovery to allow a greater share of the HPF CLG Subaward funds to be used for direct program costs. (7) Retention and Access Requirements for Records – All subgrantee financial and programmatic records, supporting documents, and other grant-related records must be retained for a period of three years from the date of submission of the final expenditure report. Subgrantee will give NPS, the Inspector General, the Comptroller General of the United States, DHR, or any of their authorized representatives, access to and the right to examine any documents, papers, or other records of the subgrantee which are pertinent to the Federal award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency Page 8 of 52  directives. Retention and Access requirements are in accordance with 2 CFR 200.334 - 200.337 and the Historic Preservation Fund Grants Manual. (8) Audit Requirements – Subgrantees that expend $750,000 or more during a year in Federal awards shall have a single or program-specific audit conducted for that year in accordance with the Single Audit Act Amendments of 1996 (31 U.S.C. 7501-7507) and 2 CFR Part 200, Subpart F – Audit Requirements for Federal Awards. Subgrantees that expend less than $750,000 for a fiscal year in Federal awards are exempt from Federal audit requirements for that year, but records must be available for review or audit by appropriate officials of NPS, DHR and the General Accounting Office. If applicable, the audit must be completed and then both the data collection form and reporting package (described in 2CFR Part 200.512 paragraphs (b) and (c) respectively) must be submitted to the Federal Audit Clearinghouse (FAC) within the earlier of the thirty calendars days after receipt of the auditor’s report or nine months after the end of the audit period. See 2CFR 200.36 for FAC details. Subgrantees must certify whether they are subject to the Single Audit requirement by completing the DHR Sub-grant Application Financial Certifications and Questionnaire Form; and such submission will be become part of the CLG sub-grant agreement. (See also Risk Assessment above.) (9) Any Negotiated modifications thereto, all of which are referenced below: a. Any publications produced with grant funds must include the language concerning NPS financial assistance and nondiscrimination as shown below: This publication has been financed in part with Federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the view or policies of the U.S. Department of the Interior. This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, disability or age in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office of Equal Opportunity, National Park Service, 1849 C Street, NW, Washington, D.C. 20240. (10) Quarterly Progress Reports are a requirement of the subgrant as they aid DHR in the monitoring of project progress or delays. Quarterly Progress Reports, using Attachment S as a guide, must be submitted on or before:  10/15/2025 for Reporting Period 07/15/2025 thru 09/30/2025 Page 9 of 52   01/15/2026 for Reporting Period 10/01/2025 thru 12/31/2025  04/15/2026 for Reporting Period 01/01/2026 thru 03/31/2026  07/15/2026 for Reporting Period 04/01/2026 thru 06/30/2026  FINAL REPORT to be submitted with Final Product and Final Reimbursement Request on or before August 30, 2026, grant end date.  PLEASE NOTE: Item #4 of the CLG Grant Progress Report must be completed to assist with DHR’s Results Reporting to the National Park Service at Grant End. Completion is required for Final Federal Reimbursement. See #13 Reimbursement Requests of this agreement. (11) Project Schedule and Availability of Funds – For projects funded in this grant cycle, all work must be performed and costs incurred between September 15, 2025 and August 30, 2026. Per HPF Federal Regulations applicable to DHR, under the overall HPF grant or CLG projects undertaken within the grant, funds not expended for costs incurred prior to September 30, 2023 “expire” and are no longer allowable to draw down from the federal award. Not completing projects timely may adversely impact the dollar amount of DHR’s future HPF federal awards, which, in turn, may adversely impact future evaluations of the subgrantee’s risk of noncomplying with Federal statutes, regulations and the terms and conditions of subsequent CLG subgrants. Per Federal Regulations, DHR may impose additional conditions and remedies on subgrantees that are regarded a risk or noncompliant; see 2CFR 200.338 and 2CFR 200.207 Specific Conditions on a Subaward. Subgrantees shall inform DHR’s CLG Coordinator of any significant problems, delays, or adverse conditions, actual or anticipated as soon as they become known if they might materially affect the final products or cause the project to fall behind schedule. The subgrantee should report the situation in the following progress report. Any proposed changes to the project’s scope of work must be submitted to DHR in writing and must be approved in advance by DHR to be considered valid. In accordance with the HPF Manual’s ‘Use or Lose Policy’, DHR reserves the right to de-obligate project funds and reallocate them to another CLG to ensure their expenditure prior to HPF grant end. (12) Termination – This agreement may be terminated with applicable termination provisions found in 2 CFR 200.339 - 342. (13) Reimbursement Requests may be submitted quarterly along with Quarterly Progress Reports. See sample Invoice Form and Quarterly Report attached. An Excel version of the Invoice Form will be made available upon execution of this agreement. The CLG must incur project costs prior to requesting reimbursement from DHR; see CLG Grant Manual Reimbursement Guidelines for supporting documentation requirements. The CLG Grant Manual’s General Grant guidance specify a 30% minimum match requirement. Match funds incorporated into the CLG Subgrant Agreement should be spent concurrently with Federal Funds; meaning each time the grantee requests reimbursement from DHR the financial documentation submitted reflects both the Page 10 of 52  federal and matching shares. The federal share of the CLG’s budgeted grant/match ratio will be applied to the total actual documented project expenditures submitted that quarter to calculate the federal funds dispersed to the CLG. Quarterly reimbursement requests are encouraged and accepted; but note until the Final Product(s) and Final Progress Report are received and approved by DHR, no final grant reimbursement will be issued. (14) Final Product Submissions are deliverables/publications that include, but are not limited to grant projects reports; books, pamphlets, and magazines; event documentation including programs and photos, websites, exhibits, interpretive signs, etc. NPS deliverables submission guidelines require an index for DHR’s Product Submission. Please provide the following in a Word Document or email for each electronic deliverable submitted:  Title of Product  Filename (Name to suit your needs; file will be renamed per NPS requirement prior to submission)  Product Creator (Give full names and their roles in creating the product)  Date Completed  Extent (pages, length, etc; use when applicable)  Document Description Sample Index for a Document -Title: Intensive Survey of East Walters Street, Lafayette, Colorado -Filename: SHPO _16_WI_CityofLafayette_IntensiveSurveyofEastWaltersStreet.pdf -Creator: Clyde Banks(historian), William Laurence(historian), Laurence/Banks Architectonics(organizations). - Date Completed: July 18, 2017 - Extent: 96 pages - Description: Report on an intensive architectural survey of 31 properties along East Walters Street is divided into four sections: an introductory historic context; a chapter on methodology; a summary of the survey’s findings; and an appendix of detailed information for each property found eligible for designation. The survey found that 65 were eligible for local designation, 14 eligible for state designation, and 12 eligible for national designation. Page 11 of 52 (15) Rights in Data – Acknowledge that that NPS retains intellectual property rights to the deliverables produced as a result of this grant funding. The subgrantee must grant the United States of America a royalty-free, non-exclusive, and irrevocable license to publish, reproduce, use, and dispose of in any manner and for any purpose without limitation, and to authorize or ratify publication, reproduction or use by others, of all copyrightable material first produced or composed under this Agreement by the subgrantee, its employees or any individual or concern specifically employed or assigned to originate and prepare such material. (16) Conflict of Interest - Subgrantee must disclose any conflict of interest with the Virginia Department of Historic Resources (DHR) inclusive of but not limited to: membership on the Virginia Board of Historic Resources or Virginia State Review Board. DHR is responsible for notifying the Federal Awarding Agency in writing of any actual or potential conflicts of interest that may arise during the life of this award. Conflicts of interest include any relationship or matter which might place the DHR, its employees, or Subgrantees in a position of conflict, real or apparent, between their responsibilities under the agreement and any other outside interests. Please Note: Conflicts of interest may also include but are not limited to direct or indirect financial interests; close personal relationships; positions of trust in outside organizations; consideration of future employment arrangements with a different organization; or decision–making affecting the award that would cause a reasonable person with knowledge of the relevant facts to question the impartiality of DHR and/or DHR’s employees and Subgrantee. See Chapter 3 Section C-Conflict of Interest of the NPS HPF Grants Manual. Additionally, certain state officers and employees of the Commonwealth of Virginia, including DHR, are required to participate in an annual Office of Attorney General Training on the Conflict-of-Interest Act and are available to consult on this topic. (17) Criminal Penalties – Whoever knowingly and willfully misapplies, steals, or obtains by fraud; or endeavors to embezzle any funds, assets, or properties which are the subject of a subgrant, contract or other form of assistance pursuant to this award; or whoever receives, conceals or retains such funds, assets, or property with intent to covert such funds, assets, or property to his/her use or gain, knowing that such funds, assets or property have been embezzled, willfully misapplied, stolen, or obtained by fraud, shall be subject to prosecution. (18) Fraud, Waste, and Abuse – The subgrantee or contractor must report any credible evidence that a principal, employee, agent, contractor, subgrantee, or other person has submitted a false claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. Report potential fraud, waste, abuse, or misconduct to: Page 12 of 52  Office of Inspector General US. Department of the Interior ATTN: Intake Management Unit 381 Elden Street, Suite 3000 Herndon, VA 20170 Phone: (800) 424-5081 Fax: (703) 487-5402 (ATTN: Hotline Operations) IN WITNESS WHEREOF, the parties have caused this Grant Agreement to be duly executed, intending to be bound thereby. CERTIFIED LOCAL GOVERNMENT COMMONWEALTH OF VIRGINIA DEPT. OF HISTORIC RESOURCES. SIGNATURE:_____________________________ SIGNATURE:__________________________ NAME: NAME: Julie V. Langan TITLE: TITLE: Director DATE:___________________________________ DATE:___8/14/2025_____________________ Page 13 of 52 3021 - Town of Culpeper Historic District Guidelines Update Application Details Funding Opportunity: 2552-Certified Local Government Grant (CLG) - FY25-26 - Copy Funding Opportunity Due Date: May 2, 2025 4:00 PM Program Area: Certified Local Government Grant (CLG) Status: Editing Stage: Final Application Initial Submit Date: Initially Submitted By: Last Submit Date: Last Submitted By: Contact Information Primary Contact Information Name*: Louis Middle Name Pancotti First Name Last Name Title: Planner Email*: lpancotti@culpeperva.gov Address*: 400 South Main Street, Suite 301 Culpeper Virginia 22701 City State Postal Code/Zip Phone*: 540-829-8261 Ext. Phone ###-###-#### Organization Information Organization Name*: Town of Culpeper Local government encompasses all political subdivisions of the Commonwealth as defined in Virginia Code § 8.01-385 Organization Type*: Local Government Is the applicant organization a certified Yes local government (CLG)?: CLG List: Culpeper (Town) Employer Identification Number (EIN): Unique Entity Identifier (UEI): SAM.gov Organization Website: Physical/Mailing Address*: 400 South Main Street, Suite 301 Page 14 1 ofof5 52  Culpeper Virginia 22701- City State Postal Code/Zip Is the billing address the same?*: Yes Phone*: 540-829-8261 Ext. ###-###-#### Project Summary and Description Applicant Information and Project Summary Name of the Certified Local Government*: Town of Culpeper Street Address*: 400 South Main Street, Suite 301 Chief local elected official or administrative Chris Hively officer*: Office Address*: 400 South Main Street, Suite 101 Telephone #*: 540-829-8250 Email*: CHively@culpeperva.gov FEI/FIN #*: 54-6001234 UEI #*: XNN9UWPHYJA4 (Click HERE to determine UEI #) Local Project Coordinator*: Louis Pancotti Office Address*: 400 South Main Street, Suite 301 Culpeper Virginia 22701-3146 State Zip Congressional District*: 7th (Click HERE to determine Congressional District) Email*: lpancotti@culpeperva.gov Title*: Planner Project Name*: Town of Culpeper Historic District Guidelines Update Amount Requested*: $35,000.00 Matching Share Offered*: $17,535.00 Total Project Cost*: $52,535.00 Project Description Proposed Project Type*: Design Guidelines Please choose one. Please Describe the Project in Detail, identifying the project and its purpose. Explain how project will be carried out. Describe all work products that will be produced. NOTE: If the CLG is delegating this project to a third-party organization which will act on the CLG?s behalf as subgrantee and receive funds directly from the VADHR, this must be stated here. Narrative Statement of Project Description and Design*: The purpose of this project is to develop and implement Historic District Design Guidelines for the Town of Culpeper to replace the existing Historic District Handbook. The total cost of the project is expected to be $52,535. The Town is asking for $35,000 in funds from the Certified Local Government Grant Program. The matching share of $17,535 will be provided by a combination of cash, $15,000, and in-kind staff time, $2,535. The Handbook was last updated in 2018 and is already outdated and lacking in many areas. The new Guidelines will be more graphics based than the existing, almost solely text based Handbook to provide accessibility for citizens and property owners in the district. The document will mostly be a digital document, easily available to interested parties on the Town website. As part of the RFP for consultants, a desire for translation of the document into Spanish will be included and implemented if the service is within budget. Please see attached Project Description for detailed Page 15 2 ofof5 52 explanation of the project need and process. Attachment TOC_CLG Grant Project Description_4-30-25.pdf (if needed): Project Schedule Date Work Item 08/2025 Project kick-off/Draft RFP 10/2025 Select Consultant 01/2025 Complete ARB work sessions, review of current guidelines, district tour, and public outreach 04/2026 Complete 1st Draft 06/2026 Final Review and Recommendation by ARB 05/2026 ARB and public review of draft 07/2026 Presentation to Town Council for Adoption Financial Certifications and Questionnaire Financial Certifications and Questionnaire Financial Certifications and Questionnaire*: TOC_Financial Certifications Questionaire_4-30-25.pdf Personnel and Prior Experience Personnel Has there been any new hires or turnover in the top leadership of your organization in the past twelve months? New Hires*: No (Executive Director, Program Manager, Chief Financial Officer, or equivalent) Does your organization employ one or more employees with previous program and/or finance and administrative Federal Grant Management Experience? Previous Federal Experience*: Yes Please list position(s) and years of experience: Director of Finance - More than 5 years experience Assistant Finance Director - More than 5 years experience Director of Planning - 15 years experience Planner - 2 years experience Does your organization have adequate financial resources for performance of the award plus the necessary experience, organization, technical qualification, and facilities? Or a firm commitment, arrangement, or ability to obtain such? Adequate Financial Resources*: Yes Briefly explain (or reference application budget) if the applicant plans to hire or contract program, financial, and/or facility & administrative resources to meet the objectives of the award Please Explain*: Consultants meeting the Professional Qualifications Standards will be retained to develop the new Historic District Guidelines. We estimate this cost to be $50,000. The proposed FY26 includes the matching funds of $15,000. We also estimate a cost of $2,535 in Town staff time which will be add to the cash match as in-kind services. The total project cost is expected to be $52,535. Does your organization have prior experience with the same or similar subawards and/or has it received Federal awards directly from a Federal Agency? Similar Prior Experience*: Yes Page 16 3 ofof5 52 If Yes, please include an attachment listing Federal grants received directly or by pass-through over the past five years or add in the 'List of Federal Grants section below. Attachment: List of Federal Grants (if applicable) Federal Agency CDFA Federal Program Grant/Sub-Grant Period Award Federal Highway Administration 20.939 SS4A 05/18/2023 - 09/30/2024 $200,000.00 National Park Service 15.904 Certified Local Government Subgrant 07/18/2023 - 08/31/2024 $8,594.00 $208,594.00 Risk Assessment If the applicant receives Federal awards directly from a Federal awarding agency, please provide the extent and results of the Federal awarding agency Risk Assessment; i.e. Level of Risk and additional grant Terms and Conditions, if any, related to the Level of Risk. Risk Assessment: Federal awarding agency Risk Assessments were not provided for the above referenced grants. Budget Expenses Non-Federal Share Activity Federal Share (Match) Total Contract Services $35,000.00 $15,000.00 $50,000.00 Staff Time $0.00 $2,535.00 $2,535.00 $35,000.00 $17,535.00 $52,535.00 Budget Summary Amount of Grant Request: $35,000.00 Non-Federal Matching Share: $17,535.00 Total Project Cost: $52,535.00 Sources Source Type Donor Source Amount Calculation Cash Town of Culpeper Local General Fund $15,000.00 In-Kind Services Town of Culpeper Salary $2,535.00 $17,535.00 Certification I certify that the matching share identified above is available, is a necessary and reasonable contribution to achieving the scope of work proposed and documentation of the expenses will be provided to support the reimbursement request. I certify*: Yes Name*: Andrew Hopewell First Name Last Name Director of Planning & Community Development 04/30/2025 Title Date Attachments Description File Name Type Size Upload Date Page 17 4 ofof5 52 Grant Administrator Resume TOC_Hopewell Resume_4-30-25.pdf pdf 85 KB 04/30/2025 03:38 PM Project Manager Resume TOC_Pancotti Resume_4-30-25.pdf pdf 76 KB 04/30/2025 03:37 PM Assurances Assurances Assurances*: Assurances_Equal_Opportunity Statement_Form_Signed.pdf Page 18 5 ofof5 52  TOWN OF CULPEPER HISTORIC DISTRICT GUIDELINES UPDATE Project Description The purpose of this project is to develop and implement Historic District Design Guidelines for the Town of Culpeper to replace the existing Historic District Handbook. The total cost of the project is expected to be $52,535.48. The Town is asking for $35,000 in funds from the Certified Local Government Grant Program. The matching share of $17,535 will be provided by a combination of cash, $15,000, and in-kind staff time, $2,535. The Town of Culpeper Historic District was established in 1982 based on a recommendation from the Historic and Cultural Conservation Board (the original iteration of a Town preservation body) and comprises approximately 50 acres in downtown Culpeper. In 1987, the approximately 37-acre Town of Culpeper National Register Historic District was established largely within the limits of the existing local District. That same year, the Town of Culpeper was accepted as a Certified Local Government by the National Park Service (NPS) and Virginia Department of Historic Resources (DHR). The present-day preservation authority, the Architectural Review Board, is responsible for hearing and making determinations on requests for Certificates of Finding of Architectural Compatibility through application of Culpeper Town Code, the Culpeper Historic District Handbook, and the Secretary of the Interior’s Standards for Rehabilitation. The Board is also tasked with conducting studies and reviews of existing structures in the District and making recommendations for updates to policy and expansion of the district. All of these decisions should be instructed by guidelines that are current, location specific, easy to use and understand, accessible, and strongly based on the Secretary of the Interior’s Standards. The Handbook was last updated in 2018 and is already outdated and lacking in many areas. The new Guidelines will be more graphics based than the existing, almost solely text based Handbook to provide accessibility for citizens and property owners in the district. The document will mostly be a digital document, easily available to interested parties on the Town website. As part of the RFP for consultants, a desire for translation of the document into Spanish will be included and implemented if the service is within budget. Project Design Project Need and Benefit. The main goals of the project will be to fully update the Historic District Handbook with guidelines that meet the Secretary’s standards, that are tied to specific resources and styles found in the Culpeper Historic District, and that are understandable to the public and enforceable by the Architectural Review Board. The current Historic District Handbook contains several deficiencies. The Handbook is intended to serve as the one of the main basis for decisions made by the ARB. With outdated practices and unclear guidance, the current handbook poses a threat to preservation efforts. Below are areas of emphasis that the new Guidelines will be created to enhance. - Clarity: The existing Handbook does not provide clarity and specificity in the guidance it provides. It contains primarily a list of broad statements that are generally repeated for each material or project type. Examples and written criteria for the evaluation of features is absent. More information could be added to assist the Board in deciding, for example, if a feature is in need of replacing or if repair of the feature can be achieved. These could also include information regarding the evaluation of an economic hardship claim and a list desired materials that need to be provided for different project types with the application for a Certificate of Finding. Coherent standards, when appropriately applied would make decisions more sound and defensible. Page 19 of 52  - New Development: The Town of Culpeper’s population has grown by a rapid 22.5% between 2010 and 2020. As more of the limited greenfield sites on the perimeter of Town are developed, we expect the center of Town, which includes the Historic District, to experience more development. This is concerning because the current Handbook’s reference to new development is limited to three short paragraphs that are vague and provide very little guidance for evaluation. This is also frustrating for developers and property owners as they are unsure what the Board would like to see without any written direction. This can threaten the compatibility of the district if there are no clear standards and expectations that the Board can apply when review new development. - Visual Examples: the current Handbook is largely text based with few imagines. Most of the pictures that are in the Handbook do not contain labels or captions explaining the context of the image. The new Guidelines should contain pictures for most if not all projects and include good and bad examples that evaluate the pro and cons of each. - Period of Interest: the current Handbook defines the period of interest for the District as the early 1800s to the 1930s. As buildings on the periphery of the District age, their architecture and history become increasingly important. Several excellent examples of mid-century modern architecture are present on the edge of the district. These structures could someday be included in the district. - New Technologies: The new guidelines should include best practices for new technologies such as solar panels. This is lacking in the current Handbook. - Signage Guidelines: Although Town code only gives the ARB authority to regulate the color of signs, the ARB has expressed interest in the inclusion of sign guidelines to help property and business owners select signage styles that would enhance the district. The result of the project will be design guidelines that greatly enhance the preservation of the District by incorporating the above areas of emphasis and by providing overall updates based on current best practices. With clear guidance the ARB can make sound decisions when reviewing applications that have long term impacts. Modern, easy to use guidelines will also help citizens, property owners, and business owners learn preservation techniques and provide them with enough information to plan projects in compliance with best practices. This should help further the ARB’s goal of increasing the level of citizen understanding of the Historic District. The process of creating the guidelines will also increase awareness by encouraging public support. The two main targeted groups for this project are the Architectural Review Board and the property/business owners in the Historic District. The ARB will use the guidelines as the basis for making decisions. Property owners will be able to use the guidelines to learn and to help prepare future plans for their properties. Clear, easy to comprehend guidelines will vastly improve understanding and compliance within the district. The project is supported by the ARB who originally asked for new guidelines. A resolution of support for this application was adopted by the ARB on April 23, 2025 (attached). The Town Council supports the project in the form of including the matching funds in the proposed FY26 budget. The project will feature involvement from the ARB and citizens as determined by the consultants and best practices. Methodology & Timeline. The new Guidelines will be developed by consultants. An RFP will be posted and a consultant will be selected who meets Secretary of the Interior's Standards. The project is scheduled to begin in August 2025 and end July 2026. 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