SECRETARY OF STATE

The ((Washington state archives)) local records grant program, administered ((by)) in the office of the secretary of state by the Washington state archives, provides financial assistance to local governments ((officials)) to support records management and preservation efforts, ((particularly for records of permanent retention. This grants-in-aid program is a significant effort in the overall mission of the program to enhance the quality of archival preservation and public access to records of enduring value. This)) to improve records retention compliance, and to provide technology information systems that improve public records disclosure.

Local records grant program funds are provided for one-time investments and are not an ongoing source of revenue for operation or management costs. A grantee may not supplant local funding with local records grant program funding. The local records grant program is governed by this chapter and by RCW 36.22.175 and chapter 40.14 RCW.

(1) The following activities((,)) including, but not limited to, are eligible for support through the local records grant((s)) program administered pursuant to this chapter:

(a) ((Planning;

(b))) Records management;

(((c))) (b) Preservation;

(((d))) (c) Conservation;

(((e))) (d) Professional consultants;

(((f) Essential)) (e) Technology hardware and/or equipment;

(i) Temporary personnel.)) (f) Software to manage public records and requests;

(2) The following activities, including but not limited to, are ineligible for support through the local records grant((s)) program administered pursuant to this chapter:

(a) Projects already completed;

(b) Expenses incurred prior to the grant period;

(c) Existing/permanent staff positions;

(d) Equipment nonessential to the project;

(e) Capital improvements to buildings;

(f) Payments to lobbyists;

(((h))) (g) Hospitality expenses; and

(((i))) (h) Prizes/awards((;

(o) Purchase of manuscripts/records)).

Local government ((entities, including)) agencies, include every county, city, town, municipal corporation, quasi-municipal corporation, special purpose district((s)), or any office, department, division, bureau, board, commission, or agency thereof, are eligible to apply for local records grant((s)) program grants under this chapter.

Preference will be given to smaller local government agencies based upon applicant agency's need and to information technology demonstration projects designed to improve public records retention, records management, and public disclosure. Entities other than local governments, such as individuals, state agencies, federal agencies, and private organizations are ineligible((, but local public records housed by state agencies may be included in a grant application that is submitted and administered by the local official who has statutory authority over the records)).

(1) Washington state archives staff will review ((grant)) applications for completeness, conformity to application requirements, soundness of budget, ((and)) relevancy to the objectives of the ((Washington state archives)) local records grant program((. (Staff may also consider, in addition to the factors specified above the)), and potential for widespread citizen use, research value and value for ongoing governmental operations of the proposed project including improvements to existing operations.(())) The proposal may be returned to the applicant institution for further development or clarification, prior to application deadline.

(2) ((A summary)) An analysis will be prepared by the Washington state archives for each complete application and forwarded to the archives oversight committee established by RCW 40.14.027. The committee will review the applications ((at its annual)) in an open public meeting and make funding recommendations to the secretary of state.

(3) The office of the secretary of state will notify the applicant in writing as to whether the proposal has been funded or rejected.

In order to be complete, an application must include:

(1) Identification of the local government entity ((and));

(2) Project personnel;

(((2) A)) (3) Description of the ((activity proposed for funding including:

(c) Detailed)) project (goals, objectives, and final results);

(4) An analysis of the project plan((, discussion of techniques and a timetable;

(7) A funding description((, including)) that includes:

(a) A budget layout and explanation;

(b) ((Budget explanation;

(a))) The need for outside funding; and

(8) Evaluation of results (((how will the success or failure be measured);

(a) Brief biography and description of the grant-related duties for grant project personnel, consultants, volunteers, etc.((, and descriptions of their grant-funded duties

(c) Required forms));

(((d))) (b) Identification of necessary services, equipment, supplies, etc.; and

(((e))) (c) Other relevant information.

(1) ((The grant period begins on the date of the award issued by the Office of the Secretary of State. Grant projects must be completed in the awarded biennium.

(2) The grant payment and reporting schedule will be approved and published by the oversight committee for each grant cycle. All unused grant funds and interest in possession of the grantee must be returned to the Washington state archives local records grant program within sixty days of completion.)) Local records grant program grants will be awarded annually on the state fiscal year cycle (July – June) and must be completed in the awarded biennium, or fiscal year if awarded for the second half of the biennium.

(7) Grantees must adhere to local and state bid requirements and submit documentation with the final grant report.)) Specific requirements for the Washington state archives local records grant program are:

(1) The Washington state archives oversight committee will not consider a proposal where a committee member ((or a member of the secretary of state's staff derives compensation from the proposed)) derives compensation from the proposed local records grant program grant.

(2) A ((board)) committee member shall abstain from reviewing or voting on proposals if she/he is directly or indirectly connected with a proposed project through employment at the same ((institution, (directly or) indirectly supervises the project, or serves as an unpaid consultant to the project)) government agency.