Current through Register Vol. XLI, No. 35, August 30, 2024
Section 100-1-5 - County Records Management and Preservation Grants Program5.1. Based on record needs identified by the survey data, the Board will identify priorities for records management and preservation of original historical public records and/or historical information contained on these records, and establish a competitive grants program for county projects addressing these priorities. Eligible program areas include, but are not limited to:a. Implementation of an approved records schedule;b. Processing and indexing projects;c. Storage of records; and d. Reformatting of records.5.2. Grant applications will be put in priority order as established by the Board. Priority will be given to applications utilizing nationally recognized standards for records management principles, procedures, and technologies, and archival quality preservation practices, processes and technologies as issued by the Association of Records Managers and Administrators (ARMA), National Association of Government Archivist and Records Administrators (NAGARA), International City/County Management Association (ICMA), and others.5.3. Each funding period will be for one year to run concurrent with state fiscal year.5.4. All county offices, having participated in the initial surveys, will be eligible to apply for funds but will not automatically receive funds. Grants will be evaluated and rated in accordance with program priorities established and published by the Board (section 5.2). The Board will consider grant applications and ratings and approve, amend or reject for full or partial funding.5.5. Availability of the project application form and selection criteria will be announced by the Board in September of each calendar year, sent to the Clerk of the County Commission, to the West Virginia Association of Counties and its member associations, and made accessible on the Archives and History web page or upon request to the Director of Archives and History, 1900 Kanawha Boulevard, East, Charleston, WV 25305-0300. Hard copies of the completed application (one original and two copies) must be postmarked no later than the 1st day of November of each calendar year and sent to the Board care of the above address for Archives and History.5.6. The Board will notify successful applicants on or before the first day of March of the calendar year following the November submission.5.7. Successful applicants must: 5.7.a. enter into a binding contract to expend all grant funds awarded in accordance with state purchasing laws and rules;5.7.b. meet standard financial management systems and general accounting standards for audit of government entities and organizations;5.7.c. agree to participate in pre-grant meetings and on-site visits; and5.7.d. provide a report, by way of example, detailing project accomplishments, successes and failures, products, etc., and financial reports within ninety (90) days of the completion of the project or 30 September of the next fiscal year, whichever is earlier, to the Board care of the Director of Archives and History, 1900 Kanawha Boulevard, East, Charleston, WV 25305-0300.5.8. The Board will notify unsuccessful applicants in writing within fifteen (15) days of the Board=s meeting to review, evaluate, and award grants on the applications submitted. 5.8.a. Any grant applicant failing to receive an award may appeal this action by submitting a written request for reconsideration, addressed to the Director at Archives and History, 1900 Kanawha Boulevard, East, Charleston, WV 25305-0300, stating specific reasons as to why the Board=s original decision should be overturned, within fifteen (15) days of receipt of notification of the denial of the grant request.5.8.b. Within thirty (30) days of the request for reconsideration, the Board will issue its final administrative determination on the grant request. The Director will notify the appellant of the Board=s decision in writing.