N.J. Admin. Code § 15:3-7.7

Current through Register Vol. 56, No. 21, November 4, 2024

Section 15:3-7.7 - Procedures

(a) Annual announcement of grant submission dates shall be published in the New Jersey Register and posted on the DARM website www.njarchives.org .

(b) The following four basic steps shall constitute the PARIS grant application procedure:

1. The applicant's project manager shall attend at least one mandatory training session on PARIS grant applications presented by DARM. This training session will review the grant application forms and guidelines that are available on DARM's website. Times and locations for these training sessions shall be posted on the DARM website.

2. The applicant shall submit an application on forms provided by DARM. The application forms shall be available at the address below and posted on the DARM website. A separate original signed written application and seven copies of the complete application shall be submitted to: PARIS Grants Administrator

Division of Archives and Records Management

P.O. Box 307

Trenton, NJ 08625-0307

Fax: (609) 530-6121

Email: mailto:paris.grants@sos.state.nj.us

Delivery: 2300 Stuyvesant Avenue, Ewing

Township, Trenton, NJ 08618-3226

3. A notice of receipt for each application shall be sent by DARM to each applicant.

4. Completed applications shall include:

i. The amount of grant and completion date;

ii. The project period;

iii. The project scope;

iv. Special requirements;

v. A projected completion date;

vi. Personnel and budget, including an organizational chart and resumes;

vii. Governing body authorizations;

viii. Annual or most recent fiscal action plan; and

ix. Authorized signature.

(1) The governing body of a county shall designate by resolution the signatory for the grant application. The signatory on the application shall be a full-time management-level executive or officer of the county with authority and subject matter knowledge to oversee the fulfillment of the grant terms.

(2) Pursuant to the provisions of 40A:9-133(e)(6), the Municipal Clerk shall serve as signatory for any application for a PARIS grant for a municipality. A Municipal Clerk may delegate his or her responsibilities as signatory to a designee, provided such designee is approved by the State Records Committee, upon written application to the head of the PARIS grant program in the Division of Archives and Records Management and review and approval by the State Records Committee. Such delegation shall be to a municipal employee having the authority to oversee grant projects at an enterprise-wide level.

(c) Each application shall contain sufficient information to ensure that the State Records Committee is able to conduct an adequate and thorough review. Applications not technically complete at the time of review, established by the State Records, shall not be eligible. The Division of Archives and Records Management staff shall review all applications before submission to review process for the State Records Committee to determine that proposed projects conform to State rules pursuant to this chapter and that all relevant records have been certified or shall be certified during the course of the grant project.

(d) Applications not funded in a given grant cycle may be revised and submitted in a subsequent grant cycle.

(e) Application materials for projects not funded shall be retained by the State Records Committee for three years following announcement of grant awards. Applicants may request return of a copy of their application materials within this three-year period. After three years, the State Records Committee may dispose of all application materials for non-funded projects, in accordance with the Destruction of Public Records Act ( P.L. 1953, c.410, 47:3-17) .

(f) The designated signatory on the application shall serve as project manager responsible for implementation and reporting for a grant.

N.J. Admin. Code § 15:3-7.7

Amended by R.2006 d.210, effective 6/5/2006.
See: 37 N.J.R. 3030(a), 38 N.J.R. 2509(b).
In b(2), substituted "seven" for "either four", deleted "or an electronic version" and "on a compact disc shall be submitted for each project. Applications"; in (e), substituted "three years" for the first occurrence of "one year" and "three-year" for the second occurrence of "one year" and "dispose of" for "discard" and inserted "in accordance with the Destruction of Public Records Act (P.L. 1953, c.410, N.J.S.A. 47:3-17)".
Amended by R.2006 d.446, effective 12/18/2006.
See: 38 N.J.R. 3495(a), 38 N.J.R. 5403(a).
In (b)4ix(1), inserted designation for (b)4ix(2) preceding the last sentence; in (b)4ix(2), inserted the last two sentences; and in (c), substituted "an" for "and" and inserted the last sentence.