W. Va. Code R. § 82-8-4

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 82-8-4 - Grant Program

4.1. Only political subdivisions and their records custodians may qualify for funds under this program. No grant award will exceed fifty percent of the total cost of the project.

4.2. In general, grants will be awarded to address preservation of original historical public records and/or the historical information contained on these records. Eligible program areas include, but are not limited to:

(1). Survey and condition of records;

(2). Storage of records; and

(3). Reformatting of records.

Grant applications will be prioritized in this order initially. Priority will be given to applications utilizing recognized archival quality preservation practices, processes and technologies.

4.3. Funds available for records preservation matching grants are contingent upon legislative appropriation, less necessary expenses to administer the program.

4.4. Each grant period is for one year to run concurrent with state fiscal year.

4.5. All political subdivisions are eligible to apply for funds but will not automatically receive funds. Grants will be awarded on a competitive basis, evaluated by Archives and History staff and rated in accordance with program priorities established by section 4.2 above. The Commission will consider the grant applications and staff recommendations and ratings and approve, amend or reject for funding.

4.6. Availability of project application form and selection criteria will be announced in February of each year and accessible on the Archives and History web page or upon request to the Director of Archives and History, 1900 Kanawha Boulevard East, Charleston, WV 25305-0030. Hard copies of the completed application (one original and two copies) must be postmarked no later than the 31^st day of March of each year.

4.7. Successful grant recipients will be notified on or before the first day of July of each year.

4.8. Successful applicants will be required to:

4.8.a. enter into a binding contract to expend all grant funds awarded in accordance with state purchasing laws and rules;

4.8.b. meet standard financial management systems and general accounting standards for audit of government entities and organizations;

4.8.c. be agreeable to participate in pre-grant meetings and on-site visits; and

4.8.d. provide report, by way of example, detailing project accomplishments, successes and failures, products, and etc., and financial reports within ninety (90) days of the completion of the project or 30 September, whichever is the earlier to the Director of Archives and History, 1900 Kanawha Boulevard East, Charleston, WV 25305-0300.

4.9. Unsuccessful applicants will be notified in writing within fifteen (15) days of the Commission's decision on the application.

4.9.a. Any grant applicant failing to receive an award may appeal this action by submitting a written request for reconsideration with specific reasons as to why the Commission's original decision should be overturned.

4.9.b. The request for reconsideration must be made to the Commission addressed to the Director at Archives and History, 1900 Kanawha Blvd., E., Charleston, WV 25305 within fifteen (15) days of receipt of notification of the denial of the grant request.

4.9.c. Within thirty (30) days of the request for reconsideration the Commission will issue its final administrative determination on the grant request. The director will notify the appellant of the Commission's decision in writing.

W. Va. Code R. § 82-8-4