LGRMIF Grant Application and Reference Materials, 2008-2009
Introduction
The complete version of this publication is available online. It is also avalailable as PDF document, or as an printable html document. The grant forms are available as PDF documents or Word 2000 templates.
Mail an original and eight (8) copies of the completed application to: New York State Archives, Grants Administration and Program Support Unit, 9A81 Cultural Education Center, Albany, NY 12230.
Introduction
The New York State Archives' Grant Application and Reference Materials 2008-2009 is designed for local officials who wish to apply for a Local Government Records Management Improvement Fund (LGRMIF) grant. The LGRMIF is a dedicated fund established to improve records management and archival administration in New York's local governments. It is comprised of the fees collected by county clerks and the New York City Register for the recording of selected documents, including deeds and mortgages, and for the assignment by county clerks of index numbers for certain court cases.
The primary purpose of the grants program is to help local governments establish records management programs or develop new program components. Local governments must assume primary responsibility for ongoing support of their programs. The amount of grant funding available each year depends on the number of documents recorded and index numbers sold each year.
Between 500 and 700 local governments apply each year on average and competition is typically quite rigorous. Consequently, applicants should closely adhere to the priorities, criteria, and category requirements outlined in this booklet and provide explicit and complete information on their proposed projects, particularly on how funds will be used to develop or enhance programs.
The State Archives offers grant application information sessions throughout the state each fall and provides technical advice to local governments through its Regional Advisory Officers (RAOs).
Application Deadline
Grant applications must be postmarked by February 1, 2008. Grant-funded projects may begin July 1, 2008 and must be completed by June 30, 2009.
Eligibility Requirements
To be eligible to apply for an LGRMIF grant, most local governments in New York State are required to have the following in place by the application deadline:
- Records Management Officer (RMO) appointed
- Appropriate State Archives records retention and disposition schedule adopted
The only exceptions to this are the City of New York and its five county clerks and five district attorneys, community school districts in New York City, housing authorities, and the Utica Transit Authority, all of which are not required to have RMOs or to adopt State Archives records retention and disposition schedules.
The State Education Department’s (SED) Grants Finance Unit will not release grant funds to a local government that has failed to file the required final fiscal or narrative reports for any SED grant (which includes LGRMIF grants).
Public Benefit Corporations
Public benefit corporations with local or regional jurisdiction are independent units of local government and are therefore eligible to apply for LGRMIF grants.
Community Colleges
A community college sponsored by a single county may apply for grant funding only through its county’s RMO and with the approval of the county’s chief authorizing official.
Fire Districts, Volunteer Fire Companies, Emergency Rescue Services, and Ambulance Services
Fire districts are eligible to apply for LGRMIF grants because they are local governments. However, not-for-profit volunteer fire companies, ambulance services, and emergency rescue services are not local governments under the Local Government Records Law, and are therefore not eligible to apply for LGRMIF grants.
For questions on eligibility, contact the Grants Administration Unit at (518) 474-6926.
Types of Grants
Applicants (other than county clerks and the New York City Register) may submit only one application or participate in only one cooperative project as follows:
- Individual Projects involve a single local government. The applicant may request up to $75,000.
- Cooperative Projects involve two or more local governments working together on one activity, with one government acting as the lead. Applicants for cooperative projects request up to $125,000. The application must explain how the lead applicant will manage the project and how each of the participants will benefit.
- Complex Projects involve one local government and must address an exceptionally large quantity of records or a complicated records management problem. Local governments must request at least $75,001 but no more than $125,000 for complex grants.
County Clerks and the New York City Register
- County clerks and the New York City Register are eligible for competitive grants as indicated above. In addition, county clerks and the New York City Register may apply for one additional grant of up to $75,000 under the County Land Records Initiative, a subcategory of Active Records. A total of $1.5 million will be awarded for this initiative during the 2008–2009 grant year. County clerks and the New York City Register are eligible to apply for one individual, cooperative, or complex grant and one County Land Records Initiative grant.
Grant Categories
Inventory and Planning
Active Records
Inactive Records
Microfilming
Historical Records
Educational Uses of Local Government Records
Summary of Major Changes
Due to reduced funding availability, local governments may submit only one project application or participate in only one cooperative project. Counties and the New York City Register may apply for one County Land Records Initiative grant and one other grant in this cycle.
Applications for Cooperative projects will receive 10 bonus points instead of 5.
Grant Forms
All required grant forms are available as PDF files or as Word 2003 templates.
Assistance
LGRMIF Grant Application Information Sessions will be held across the state in the fall. The deadline for LGRMIF grant applications is the first working day in the month of February.
*To register online to attend a grant information session, search our training schedule for “LGRMIF” or browse by Local Government Workshops or by region.
Regional Advisory Officers (RAOs)—State Archives staff members in offices throughout the State provide technical advice to local governments and can provide information on developing a grant project and submitting an application.
Print copies
You may request a print copy of the LGRMIF competitive grants materials if you are unable to print the pdf. Contact:
New York State Archives
Grants Administration and Program Support
9A81 Cultural Education Center
Albany, NY 12230
Email: archgrants@mail.nysed.gov
Phone: (518) 474-6926