Programmatic Agreements for HUD-Funded Projects

In consultation with the Department of Housing and Urban Development (HUD), the Ohio Department of Development (ODOD) and the State Historic Preservation Office (SHPO) has prepared newly amended Programmatic Agreements for communities administering HUD-funded programs. All communities that receive funding from ODOD are expected to extend their agreements. Use this webpage to update and extend the term of your expiring agreement.

Any communities with existing agreements for HUD-funded programs in good standing have until February 1, 2020, to extend their agreements or make other arrangements for consultation with SHPO.

For all participating communities, these agreements will continue to apply to any HUD-funded programs for which the agency has delegated environmental compliance responsibility to grantees under 24 CFR Part 58.

For those communities with existing agreements that have not met their obligations to provide regular annual reports, SHPO is offering the opportunity to submit those reports now and request consideration for an amended agreement. These communities will be required to demonstrate their ability to administer local reviews by the terms of their agreements before any extension is granted.

*Communities who do not currently have any Programmatic Agreement in place should contact SHPO staff for assistance in adopting an agreement. Do not use this amendment process.

If you have questions regarding which amendment is appropriate for your community, please contact

Rachel Krause (entitlement communities)

JoLayne Morneau (non-entitlement communities)

614.298.2000

Programmatic Agreements

NOTICE: PAs are being updated - Check back for further details

Amendment/Extension of Basic Programmatic Agreement for Coordination for Non-Entitlement Communities

Used by communities as an exempt activities agreement. Requires that all projects not exempt under the terms of the agreement be submitted to the SHPO for review. Any community staff member can implement its terms.

Amendment/Extension of Basic Programmatic Agreement for Coordination for Entitlement Communities

Amendment/Extension of Comprehensive Programmatic Agreement for Entitlement Communities

Community must retain staff or a consultant meeting the Professional Qualification Standards (36 CFR Part 61) in history, architecture, architectural history, or historic architecture to conduct project reviews in order to use this agreement. The benefit of a comprehensive PA is that it allows reviews of most projects (except those resulting in adverse effects) to be completed at the local level.

Using a recent version of Adobe Reader, you can customize the documents below to fit your agreement specifications.

Seek Consultation - Make contact with local historic preservation groups or historical societies that you wish to consult about this Amendment and let them know that you’re seeking to extend your agreement using this sample cover letter.
Download the appropriate Amendment for your community using Adobe Reader.
Customize the Amendment - Using the fillable fields to enter the necessary information. Certain parts of the amendment need to reflect your communities information. Using Adobe Reader, complete the necessary fields as follows.
- Community's Name: Enter your community's name in the first field at the top of Page 1, under the word "between". Your community's name will automatically populate into all necessary clauses and on the top of each page of the agreement.
- Optional "Whereas" Clause: This clause is used to show that you have consulted with a local historical society or preservation group(s). If you do not have a local group who you can consult, this “Whereas” clause can be omitted.
- Signatories: At the end of the Amendment, you will need to insert the name and the title of the official who is signing the document on behalf of your community
- Consulting Parties: At the end of the Amendment, there is an optional signature block where you may insert the name of the local consulting party who is signing the agreement and the name of the group they are representing.
- Save and Print: Save your customized document, print a copy, and have the authorized community official sign the Amendment.
Request Signatures of Concurring Parties - Send the document to the local/county historical society/preservation organization that signed the existing Programmatic Agreement as a concurring party and request their signature using this sample cover letter
Offer to Sign - The head of any organization that has expressed an interest in being a consulting party for your local projects an opportunity to concur with the Amendment should be provided the opportunity to sign the amendment. Be sure to provide this organization with not only a copy of the Amendment but also the original Programmatic Agreement for reference.
Submit the Amendment - Send the Amendment that has been signed by the community and any applicable historical societies/preservation organizations to SHPO using this sample cover letter. SHPO will sign the document, retain a copy for our files, and return the original to the community. You may begin to implement the terms of the amended Programmatic Agreement upon receipt of the executed Amendment from SHPO.
Provide Copy of Executed Amendment - Retain the original Amendment for use by community staff and submit a copy of the executed Amendment to the ACHP using this sample cover letter.

Resources

Template for Annual Report

Sample Cover Letter 1

Sample cover letter to use when notifying local/county historical societies/preservation organizations that signed the existing Programmatic Agreement as Concurring Parties of your community's intention to amend the Programmatic Agreement.

Sample Cover Letter 2

Sample cover letter to use when notifying local/county historical societies/preservation organizations that have expressed an interest in being a consulting party since the Programmatic Agreement was implemented an opportunity to concur with the amendment by signing it.

Sample Cover Letter 3

Sample cover letter to use when submitting the amendment to the Programmatic Agreement signed by an authorized community official to SHPO for our signature.

Sample Cover Letter 4

Sample cover letter to use when submitting a copy of the executed amendment to the Programmatic Agreement to the ACHP.