Title
Dept/ Agency: Offices of Municipal Council/City Clerk
Action: ( X ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Application/Acceptance of Grant Funds
Purpose: Public Access to Archives and Records Management Center
Entity Name: Office of the City Clerk - Archives and Records Management
Entity Address: 295 Halsey Street, Newark, New Jersey 07102
Grant Amount: $7,500.00
Funding Source: New Jersey Historical Commission, Department of State
Total Project Cost: $11,278.00
City Contribution: $ 3,778.00 - In-Kind Services and 2015 City Budget, Office of the City Clerk
Other Funding Source/Amount: N/A
Contract Period: January 1, 2015 to September 30, 2015
Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( x ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
N/A
body
WHEREAS, the City of Newark, Office of the City Clerk operates and maintains an Archive and Records Management System; and
WHEREAS, the Archives contain a rich collection of photographs and other documents and materials of historic value; and
WHEREAS, promoting and providing the public with access to those records, photographs and items of historic value is a public policy of the Office of the City Clerk; and
WHEREAS, the New Jersey Historical Commission provides grant support for projects which promote the appreciation of the history of New Jersey; and
WHEREAS, the City of Newark, has been working toward making the collection more accessible, including developing a specific outreach program to students to develop awareness in the community , along with the development of a brochure relating to the collection; and sought funding for the program from the New Jersey Historical Commission; and
WHEREAS, the Office of the City Clerk, has applied for and seeks authorization to accept grant funding in the amount of $7,500.00 and execute the necessary grant agreement and any amendments that may become necessary.
NOW, THEREFORE, BE IT RESOLVED, BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. The Mayor and/or the City Clerk is hereby authorized to accept funds from the State of New Jersey, Department of State, New Jersey Historical Commission, in the amount of $7,500.00 in partial funding of a public outreach program, for the period January 1, 2015 to September 30, 2015.
2. The Municipal Council hereby ratifies the authorization of the application for the grant from the date of the application submission to the date of the adoption of this authorizing resolution.
3. The grant award of $7,500.00 from the New Historical Commission, Department of State is hereby accepted (a copy of the award letter is attached hereto and made a part hereof).
4. The Mayor and/or his designee, the City Clerk, are hereby authorized to enter into and execute any necessary grant documents with the New Jersey Historical Commission, Department of State, to receive and expend the grant award in the amount of $7,500.00. (A copy of the form grant agreement is attached hereto and made a part hereof).
5. No municipal funds other than those that are included in the budget of the Office of the City Clerk are required for receipt or acceptance of the grant award. In-kind services in the amount of $ 3,778.00 is required for the acceptance of the grant and is satisfied through postage, telephone, material supplies and operating support provided by the City Clerk’s Office.
6. Upon execution of any grant agreement, the City Clerk shall file a fully-executed copy of the application, award notification and grant agreement in the Office of the City Clerk.
STATEMENT
This resolution ratifies and authorizes the application for and acceptance of a $7,500.00 grant award from the New Jersey Historical Commission, Department of State, for a public outreach program regarding the collection maintained in the City of Newark Archives.