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Historic Documents Preservation Grant Program - Targeted Grants

Grants to Connecticut Municipalities to Improve
the Management of Government Records

Agency Type:

State

Funding Source:

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Connecticut State Library

Deadline Date:

09/30/20 Postmarked

Description:

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Grants to Connecticut municipalities to improve the management 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, 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.

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/2020/02/Guidelines-HDPP-FY21.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:

Grant projects and expenditures must be completed within the contract period. The contract period begins July 1, 2020, or the date the municipality receives its copy of the fully executed contract, whichever is later, and ends June 30, 2021.

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 per year. 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. Note that a municipality may apply for a grant for the upcoming fiscal year before completing its grant for the current fiscal year, provided that it continues to meet its current obligations by the appropriate deadlines.

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/2020/02/Guidelines-HDPP-FY21.pdf#page=14

Pre-Application Information:

Applications must be postmarked by July 31, 2020 for consideration under Cycle 1 or by September 30, 2020 for consideration under Cycle 2.

Municipalities are strongly encouraged to apply under Cycle 1 as this allows for a longer time period in which to complete the grant. A municipality may apply for a grant for the upcoming fiscal year before completing its grant for the current fiscal year.

Timetable:
- February 1, 2020: Grant application materials are made available to town officials.
- July 31, 2020: Postmark Deadline for submitting a Targeted Grant Application for a Cycle 1 grant.
- July 31, 2020: Cycle 1 award notifications mailed to town officials by this date. After receiving award notification, the municipality must promptly return the signed Grant Contract.
- September 30, 2020: Postmark Deadline for submitting a Targeted Grant Application for a Cycle 2 grant.
- December 31, 2020: Cycle 2 award notifications mailed to town officials by this date. After receiving notification, the municipality must promptly return the signed Grant Contract.
- April 30, 2021: Postmark Deadline for submitting an Amendment Request Form to request a change to the vendor, work plan, or budget line items, or a deadline extension. The municipality must submit the request by this date and obtain approval and an amended contract before proceeding.
- June 30, 2021: Completion Deadline. Grant projects must be completed and grant funds must be expended by this date.
- September 1, 2021: Receipt Deadline for the Project Evaluation/Expenditure Report.

NOTE: After submitting the application, to confirm receipt by the grants office, mark your calendar for 2 weeks after your mailing date as a reminder to check that you have received an email confirmation. These emails are sent out weekly as batch confirmations. Using services such as certified mail 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.

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.

Contact Information:

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

Direct questions and mail grant materials to:
Kathy Makover, Field Archivist
Connecticut State Library
231 Capitol Avenue
Hartford, CT 06106

(860) 566-1100 ext. 303
kathy.makover@ct.gov

URL for Full Text (RFP):

Geographic Focus:

USA: Connecticut

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