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Grants to Connecticut Municipalities to Improve the Management
and Facilitate Emergency Recovery of Government Records

Historic Documents Preservation Grant Program - Targeted Grants

Agency Type:

State

Funding Source:

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Connecticut State Library

Deadline Date:

09/30/22 Postmarked

Description:

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Grants to Connecticut municipalities to improve the management and facilitate emergency recovery of local government records. Funding is intended to support a range of project categories, including inventory and planning, organization and indexing, program development, storage and facilities, records recovery, and preservation and conservation.

Targeted Grants support records projects in one or more departments. Every municipality in good standing that submits a properly completed application for an eligible project by the appropriate deadline is eligible to receive a Targeted Grant from the fund.

Disaster Recovery Grants are intended to help defray records recovery costs not covered by insurance in the event of a natural or man-made disaster affecting essential, permanent, or archival records in any municipal department. Additional information on Disaster Recovery Grants is available on request from the Office of the Public Records Administrator.

The following areas of need will receive priority funding:

  • Assessment of current practices in the areas of preservation, records management, disaster preparedness, environmental control, or facilities design, with recommendations for improvements.
  • Improved organization and access to municipal records through improved physical order or indexing, updated records management software, or other information technology.
  • Improved records management and/or historic preservation practices within municipal departments.
  • Improved records storage, maintenance and security through the purchase of appropriate equipment.
  • Preservation of historic documents (original, non-published public records) through methods such as microfilming, reformatting, or conservation.
Details on the Grant Categories and Projects can be found at https://ctstatelibrary.org/wp-content/uploads/2022/03/GrantGuidelines-HDPP-FY23.pdf#page=8

GrantWatch ID#:

GrantWatch ID#: 180063

Estimated Size of Grant:

For this grant year, the following maximum amounts will be distributed:
- Small Municipality: Population less than 20,000: $5,500
- Medium Municipality: Population between 20,000 and 69,999: $7,500
- Large Municipality: Population of 70,000 or over: $10,500

Term of Contract:

The contract period begins after the municipality receives its copy of the fully executed contract and the start of the contract period, July 1, 2022, whichever is later, and ends June 30, 2023.

Additional Eligibility Criteria:

Eligibility Requirements:

Every municipality in good standing that submits a properly completed application for an eligible project by the appropriate deadline is eligible to receive a Targeted Grant from the fund.

A municipality is eligible to apply for one Targeted Grant each year and may choose either Cycle 1 or Cycle 2. A municipality that applies for a Disaster Recovery Grant remains eligible to apply for a Targeted Grant in the same year.

A municipality is in good standing provided that:
- The municipality has submitted the required Monthly Document Recording Reports (GP-005 rev) with the appropriate payments to the State Library.
- The municipality has met all requirements for any past grant it has received from the program. Please Note: It is common and allowable for a municipality to apply for a grant for the upcoming fiscal year before completing its grant for the current fiscal year. For example, a town may still be in the process of completing its current year grant project by June 30th while applying by April 30th for the upcoming grant year. The upcoming grant will not begin until the following fiscal year and therefore there is no overlap between the grant projects.

Any municipality that is more than two consecutive months behind in its monthly filings or has outstanding obligations for any past grant is ineligible to apply for a grant until all requirements have been met. In addition, the State Library will not release grant funds to a municipality that fails to submit the required monthly filings after a grant has been awarded.

Ineligible expenses: https://ctstatelibrary.org/wp-content/uploads/2022/03/GrantGuidelines-HDPP-FY23.pdf#page=15

Pre-Application Information:

Timetable:
- February 1, 2022: Grant application materials are made available to town officials.
- April 30, 2022: Postmark Deadline for submitting a Cycle 1 Application
- July 31, 2022: Cycle 1 award notifications mailed to town officials by this date. After receiving award notification, the municipality must promptly return the signed Grant Contract for execution at the State Library.
- September 30, 2022: Postmark Deadline for submitting a Cycle 2 Application.
- December 31, 2022: Cycle 2 award notifications mailed to town officials by this date. After receiving notification, the municipality must promptly return the signed Grant Contract for execution at the State Library.
- April 30, 2023: Postmark Deadline for submitting an Amendment Request Form. The municipality must obtain approval and an amended contract before proceeding.
- June 30, 2023: Completion Deadline. Grant projects must be completed and funds expended by this date.
- September 1, 2023: Receipt Deadline for the Project Evaluation/Expenditure Report.

Note: When a Postmark Deadline falls on a Sunday or State Holiday, the deadline is the next following business day. When a Receipt Deadline falls on a Saturday, Sunday or State Holiday, mail the form in time to be received at the State Library by the prior business day.

Note: When submitting the application, mark your calendar for 2 weeks after your mailing date as a reminder to check that you have received an email confirming receipt of your application. Follow up with the grants staff if you do not. These emails are sent out weekly as batch confirmations. Using a service such as certified mail is not required and does not confirm receipt at the grants office because mail is routed further after reaching the central mailroom.

Payment to the municipality should be processed within 45 days of approval of the contract. If the check is not received within 45 days, contact the grants staff.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Mail grant forms to:
LeAnn Burbank, Public Records Administrator
Connecticut State Library
231 Capitol Avenue
Hartford, CT 06106

For questions or assistance: Please contact LeAnn Burbank at (860) 757-6540 or LeAnn.Burbank@ct.gov.

URL for Full Text (RFP):

Geographic Focus:

USA: Connecticut

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