Good morning everybody
my name is Rich Sloma. Welcome to today's New York State Archives
presentation of Local Government Records Management Improvement Fund Shared
Services Grant Information Session today's presenter is David Lowry. David
is New York State Archives manager of Local Government Advisory Services and
I'm going to go ahead and turn the presentation over to David as I
mentioned the session is being recorded and will be available for future viewing
if you have questions during this presentation please type them in the
chat box to the right side of your screen and we will answer them at the
end of the presentation. Okay, so I will go ahead and turn it over to Dave. Okay
thank you Rich and good morning everybody on this cold morning I know
many of us in New York State are getting ready for our first snowstorm of the
winter. Yes, before Thanksgiving, not very good news but hey this is the one great
thing about the webinars, right? You can just stay in your in your office in your
home nice and warm and learn how to apply for a shared services grant from
the New York State Archives! So, let's get started. Today's agenda this is what we
we hope to do in the next 45 minutes to an hour first is define shared services
grants in this way everybody's got a nice overview we all have a good
understanding of exactly what a shared services grant is. And then look at what
the advantages are for applying for a shared services grant say instead of
just applying for an individual grant and you will see there are many
advantages and benefits to going these shared services route we're going to
just provide you some examples of projects that you know very successful
projects too that we've had in New York State
past number of years and finally show you how to write a winning application.
Now having said that, it's probably still very important to consider going to one
of our full grants workshops we do talk about shared services and in those
workshops and what we also have to keep in mind too that you still have to
follow a lot of the the basic rules of writing one of these grants and those
workshops can give you a really good idea of how to do that
there they're generally about three hours long and they give you a lot more
detail that you can get in an hours webinar. Okay so let's just quick take a
look at some of the important dates here the 6th of January 2019 you must have
a have registered in the e grant system for those of you who have never applied
for one of our grants before you must apply through this electronic system
called the e grant system and we wanted to do that you need a username and
password and you need to make sure that you have one of those and we cannot
issue them after January the 6th 2019. Okay so this next one here honestly it's
probably going to change and I'm going to tell you why. So right now it's
scheduled for the 14th of January 2019 that would be the application deadline
when you actually have to submit your application.
However, we were hoping to get approval to essentially publish our grants
guidelines on our website and open up the e grant system on November the 1st
as we can all see by looking at our calendars we're two weeks behind now
on that date so we have not gotten approval yet we hope to get it fairly
shortly but the thing is that there's a good chance now that this
date may be push back. And we will let people know when and if that does happen
the rest of these dates though will likely stay the same. Scheduled
notification of awards we usually like to get those out before July 1st. I can
tell you last year in the year before we had notification out by late May early
June so doing good and that department then the earliest you can actually start
your your grant project you can see he will be July the 1st 2019 and then you
have to have everything wrapped up all your money spent all your work done by
June the 30th 2020. And then you can see here that we give you exactly one month
to do your final reports and get them in so they will be due July 31st of 2020. Okay,
so now looking at those dates and keeping in mind that the deadlines might
change I would say it's probably probable at this point that we will push
it back a while let's take a look at exactly what a shared services grant is
so as you can see obviously it's at least two or more local governments
cooperating on a grants project together ok and it's usually because these local
governments have a similar problem and are looking for a similar solution and
so they decide to work together on solving this so that's part of it
however an important part of it is you do need to look for a permanent
arrangement theoretically what you're doing is these governments are not just
coming together to work on this particular grant project and you know
then they're both going to you know running and go their own ways they're
going to they're going to form a permanent partnership there and like I
said it's the of a shared records management problem
you should have a similar problem as those local governments that your
cooperating with on the shared services grant like I said this will contrast
with the State Archives individual grants we call them which is just of
course one local government working by itself to solve a particular records
management problem. So there is your basic overview, your basic definition of
what exactly a shared services grant is.
And here are some of your big advantages of the shared services grant. One pops
out right away here you can see you are eligible to apply for up to a hundred
and fifty thousand dollars now if you'd apply for an individual grant that
number is only seventy-five thousand dollars okay that's all you can apply
for but here you can see it's actually double the amount of money okay so you
are more likely to be funded because the State Archives has made shared services
grants a priority for funding we set aside a fairly large chunk of money this
year it's one point eight five million dollars for shared services grants we
generally get between like twenty-two twenty-three to about thirty
applications depending upon the year so you can see if you have about 25
applications they've got a big pool of money there so you are more likely to
get funding chances are we aren't going to aren't going to run out of money
the other great thing the great advantage is theoretically you've now
come up with a permanent solution to your problem all we've seen over the
years is oftentimes you may have a local government they put together a nice
grant application they have a successful project everything turned out the way
they the way they wanted but then over the next five to ten years
all that progress they made kind of falls apart where the Shared Services
grants where you have you know these these multiple governments coming
together what that does is it forms a nice network of support and that should
help you maintain the benefits of that of that project permanently okay and
then of course there are all these economies of scales, okay. You know we
all know when you say when you buy in bulk things are actually cheaper, kind of
works the same way here would be shared services grams for more partners you
have the more actually you can you can stretch those dollars so you reach that
nice economy of scale there and you can you can actually do more with less. And
here's a nice little chart this shows from the year shared services grant
started in in 2012 through 2017. We've not had time yet to to update this chart
from last year but this is what we call the participant funding rate so if you
participate in a shared services grants what you can see are here in in the red
or you do an individual grant which is here in in the blue but you can see here
what's happened over the years is you are simply more likely to to get funding
okay so you can see here just if we looked at 2015 you can see if you did an
individual grant that yeah it looks like at about a 55% chance of
being funded and if you were in a shared services grant you had probably about an
82% chance of being funded that looks like 2017 here, that
was not a good year, you can see here for individual grants, they were only funded
a little over 20% of those grants. Whereas would be shared services
grants you can see here I was a solid 85%. So you could see the
way these numbers work, okay. You're just much more likely
to get funding if you are part of a shared services grant than if you do an
individual grant. So let's take a look at some basic models okay. People aren't
always 100% sure how these models work in a share services grant but
there are basically two basic models that you can can follow one is the what
we call the service provider model so an example of that would be a BOCES provides
scanning and digital retrieval services for a group of school districts okay
so perhaps as part of their component school districts that make up that BOCES
there are five school districts they want to go in together so the BOCES
basically is going to be the service provider and then the schools are going
to pay the BOCES for that service and then there's these shared
responsibilities models we can call it so an example is a group of towns and
villages share an inactive records storage facilities but basically they're
sharing that equally okay so they're all basically putting in the same amount of
money the same amount of work and getting the same benefit out of out of
that there's no real lead on it there's no real service provider they're just
all sharing it equally together so those are basically the two models you'd want
to look at if you're looking at setting up some sort of a shared services
arrangement I think really over the years what we see is probably this one
here the service provider model is a bit more common we've had plenty of the
shared responsibilities but I would say the service provider model is the more
common one that you will see
so let's take a look at what shared services grants do they may include many
or few governments so if you're only looking to participate with one of a
government perhaps it's a town and a village was in the town that's fine just
having two applicants okay we have seen applications so I think our highest was
somewhere up in the 20s like 25-26 local governments came together on an
application but really the number is is pretty much limitless okay we don't we
don't set any and you tap on that anything like that so it could be just
two local governments or it could be 25 local governments whatever arrangement
actually works best for the partners and whichever one makes most sense to
solving that particular problem okay so you can request a modest or substantial
funding now like I said you can apply for up to a hundred and fifty thousand
dollars and funding but if you only need $18,000 that's fine
maybe you have a nice simple straightforward little project again it
might be with a town in the village they want to maybe remodel a small room for
record stories that they're going to share together and it's only going to
cost $18,000 hey you know that's still a nice little project it makes sense and
it's a good thing for the State Archives to fund it could include multiple types
of local government so one misconception that arises right away we shared
services grants is somebody may think oh well you know we're a school district so
we can only work with other school districts or we're a county so we can
only work with other counties and we've already seen in a number of applications
you can see a whole mix of different types of local government so it could be
perhaps two towns, three villages, two school districts and maybe a fire
district and they all come together and they
work on a particular shared services project and we form this permanent
relationship so it does not have to be the exact same type of local government
that you are so if a town wants to work with our fire district perhaps they have
something like you know a parking district a Soil and Water Conservation
District that they want to work with that's fine and again we've we've gotten
applications along those lines and the nice thing too is it can be in any grant
category okay we have several grant categories including you know inactive
records document conversion and access things like that whichever grant
category you want to choose you can choose for your project again there are
no limitations on that and here are just some some sample projects you can think
of you could do something like implement a web-based enterprise content
management system sometimes called an electronic content management system so
that could be something like a county manages and maintains the system ok so
they're the ones are going to get it set up they're going to manage it and then
what happens is the towns within that county will then pay the county in
annual fee to use that system and that would be for you know your basic
maintenance fees things like that that the county has and to offset that the
town's maybe each one pays, you know, I don't know 1,800, 1,200
dollars a year to maintain the system. Okay and so you could use the grant
funds to do things like pay for the hardware the software training things
like that and then convert a number of the town records into digital images.
Okay, so there's just a sample project for
that one another sample project you could look at is implementing what we
call record center software. Okay, so that's basically software you
use to track your boxes of records that you have in record storage and it's
oftentimes called record center software so in a project like this you can see
you have a group of small towns okay one town will volunteer to actually host the
system you know on their servers as my server each town then pays a small
maintenance fee okay to to basically keep the system going and the nice thing
about this is they would not even have to use a shared facility each town could
actually have their own storage area what they're doing is they're just
sharing that record center software to manage the boxes within their own
facility okay so you can see here this would be kind of part shared services
but part individual as well since each is just going to manage their own
facility but now they can all use the same software to manage their boxes and
here are some real life examples. Now, this is a good one here, the
Town of Hamburg which is in western New York you know out near the Buffalo area,
they actually came up with a shared services arrangement even before the
State Archives had shared services grants, so this is something, an idea that
kind of came with up on their own. So it was the town and I believe a couple of other
towns and the village and I believe they also included one of their local school
districts and this and what they did is they they set up a shared record center
the town of Hamburg is essentially the lead on this they kind of manage it and
then the other participants will request their records through the town
of Hamburg. Nassau BOCES they were one of the first to apply for our shared services
grants. They did a really nice job in setting up a content management
system and then what happened is a number of the of their component school
districts went in with them on this grant. Again it's a situation where
where the school districts are paying the BOCES a fee to use this content
management system to manage their electronic records. Similar to
that is the digital towpath cooperative. Again, what the digital towpath is,
is they set up, actually developed on their own. This was something they
essentially did in-house. They didn't buy off-the-shelf software they developed it
in in-house, a content management system and then a number of local governments
in New York State cooperated with them on that. And again same thing they're
paying the digital towpath a fee to actually use and maintain that system.
Okay now let's start talking a little bit more about kind of the
administrative aspects of applying for a shared services grant okay one thing
you're going to need is to have a lead applicant okay as a lead applicant is
actually going to be the one who essentially applies for this grant so
you could see here what they're going to do is first of all they're going to
assemble the application okay so they're going to get all the information from
from all the participant and they're going to assemble the application I'm
going to put together the grant narrative the budget things like that
and then they are actually going to apply for the grant so when the grant
comes in it's essentially going to be under their name okay so this would be
just to give you an example on perhaps fee that the Town of Islip on Long
Island is going to apply for a shared services grant and they're going to go
in with a couple of the towns and villages but when the grant comes in
it's going to be under the name the Town of Islip okay
how about works then essentially going to have to administer the fun so they're
going to administer the whole grant on they're going to make sure that say you
know the vendors get paid or if if you're hiring employees something like
that they'll make sure that the employees are put on payroll and they
get paid any supplies materials things like that are being purchased they do
the ordering and then they make sure the vendor gets paid and then when the grant
is all wrapped up they're the ones that have to do to submit the final report
now again those local governments cooperating with them are going to help
out you know they're going to help collect information submit information
things like that then it's just a lead applicant we kind of have to put it all
together and then actually submit the report to the State Archives this is
just an example of a shared services agreement form this is one of the things
participant and the shared services grant is required to do now
unfortunately can see here this is not exactly the best image I have here was
the best I could do is that I took it out of our grant system but you can see
it this is a form that's actually within the e grant system and essentially what
you do is you just go into the e grant system you print it out but then since
we don't have electronic signatures for our grants unfortunately you then it
doesn't have to be filled out you can see you with a pen and then solving the
old-fashioned way with a handwritten ink signature then what you do is you scan
it and upload it into the system and submit it so for instance if you had
doing a shared service grant there are seven local governments involved you
need to have seven okay of these shared services agreement forms submitted with
the grant okay so basically what the shared services agreement form is saying
is right yes we want to be part of the screen
we're going to participate and we are going to do what we're supposed to do
okay so some further requirements here for shared services grants so here it is
some some of the basic things you need to do and again this is on top of what
you normally need to do for any other local government records management
improvement grant okay so these aren't the only things you need to do but these
are just the requirements for shared services grants that you have to do on
top of the other basic requirements okay so just keep that in mind
so one thing you have to do is demonstrate a need for the project okay
we definitely have this records management problem and we have come up
with what we feel is the best solution and this is the solution so yes we
really need this project because it's causing you know a number of problems
for us and you just list them 1 2 3 4 5 these are the problems that it's causing
and then look at what the financial and administrative advantages are and in a
few minutes what I'm going to do is going to show you like a real life
example of how you can actually do this and clearly show what the financial and
administrative benefits are of working together and then demonstrate okay what
are the mutual benefits how is each participant in this grant again let's
just say there are seven people how are each of those seven going to benefit
from this grant then you just have to give what we call basic baseline
information about each of the participants obviously the name of the
local governments how big is that local government what is their you know what
is their population number of employees things like that that basic stuff and
then you have to show full participation okay and support all the participants
one way you do that again is with that shared services form I had
showed you but basically in the narrative - you want to explain and show
that everybody is supporting this application and fully participating in
it okay so some further requirements here um and these are the big ones and
you can see here that we have we have bolded these right so they're kind of
highlighted here so it needs to result in a permanent positive programmatic
change okay be sustainable okay so that means whatever the outcomes of that
grant were they need to be sustainable okay and they need to be sustainable you
can see here long terms you want to show all participants are committed to
supporting project results long term okay you're not just going to to walk
away okay when everything is done and go your separate ways now for those of you
who are are familiar with a program a number of years back ways to have what
we're called cooperative grants which was similar to shared services grants
but the requirements of that is you came together you cooperated on a particular
project and then when the project was complete both sides essentially went
their own way the difference with shared services is at the end
you're not going to to go your own way you're going to stay together so the
analogy I always give is you know a cooperative grant was like dating right
you might date somebody for for a while and then you can easily just go your
separate ways if you want to shared services that's a marriage okay you're
coming together and you're kind of making this legal long-term commitment
to each other and you're kind of promising the State Archives that you're
not going to get divorced anytime soon yes we're going to stay together here to
solve this problem.
So we talked about sustainability right you need to prove that the you know the
outcomes of your grant okay what you did what you actually accomplished is
sustainable long term it's not all going to fall apart after a few years and here
are some ways to show that sustainability that the partners are
going to stick together what is called an ima or an inter municipal agreement
so essentially that's a contract between the two parties or among several parties
that are participating on something as straightforward as just board
resolutions okay from each governing board of each local government
essentially spelling out and resolving that yes we are going to be part of this
long-term arrangement and we are going to stick with this I'm developing
written policies and procedures so for instance if you're going to come
together with a couple of other local governments and you're going to
establish an inactive records room where you're going to store all your inactive
records together if you develop written policies and
procedures for the management of that room and the management of your inactive
records okay that can prove sustainability okay a fee structure this
is always a nice and bul straightforward one and I was talking about this earlier
right so you have a group of local governments that comes together
um one local government is to lead so for example say maybe in this case it's
a county okay and then there are a number of towns and villages in that
county are coming together and they're sharing a content management system and
each one of them is going to pay a set fee each year to the county so the
county can maintain that system long term and then of course there's
dedicated staffing so that could be okay we have dedicated staff who are over
going to see this content management system the partners are going to hire a
records clerk who is going to manage that in act
records room that we created with grants funds so we're now proving that we can
maintain this long-term and we are going to continue to work together on into the
future so now let's start talking about how you can you know write a winning
shared services application. So this is going to be a sample from a funded
application. Earlier I had mentioned that the Nassau BOCES, which is located
down on Long Island obviously in Nassau County, they were one of the
first to apply for the shared services grant and what they did is they
implemented an enterprise content management for their components school
districts. So now let's see exactly what they did in this application. So first of
all we were talking about how you have to prove a need for the project okay so
the needs of that project what they did is they focused on student records and
personnel files so these are basically the two record series that they focused
on in this grant application so what they told us is um many resources we use
for updating and accessing the records okay there's a need for the project
records are often misfiled okay well that's not good so that's a problem that
needs to be solved right and it's a problem that all the component school
districts are having requests for records cannot be satisfied efficiently
again it was taking too much time too many resources to facilities request
records take up already limited storage space so a lot of the schools did not
have the storage space they really needed to properly store these records
records will often damaged or lost okay again you can see there um an obvious
problem and paper records were stored in a poor environment
on an environment that was not conducive to the storage of paper so that could
have been perhaps the area was was too damp too hot perhaps it wasn't well lit
perhaps it was kind of kind of dirty and dusty things like that that's really not
good environments to be storing those records so then they looked at the
financial and administrative advantages and here's what they really did I such a
great job of explaining to the New York State Archives grant reviewers what the
real financial advantages were to this so what they did is they said hey you
know we figured out the cost area if each school district did this separately
on their own as an individual project the project costs would come out to be
seventy eight thousand dollars per district however if we come together and
do it as shared services partners that number drops substantially you can see
here $7,500 versus $78,000
that's kind of eye popping you know when you when you think about it
that's a substantial savings a substantial reduction in costs. And so
now let's take a look at the annual maintenance cost okay again per district
if they had implemented this system each on their own on the maintenance cost you
could see here very high $20,500 and again reduced
by more than 50% it drops down again to $8,500 so
again looking at both implementation and maintenance cost it's like wow there's
quite a difference there and they're really saving a lot of money
okay then they gave us some you know nice numbers to you know basically show
this in more detail so what they did is that they showed us how many retrievals
per district okay per day you can see here 15, 15, 10, the average
number of minutes it took them to retrieve it you can see is somewhere in
doing too bad five minutes that's not too bad
the hours per day the rate per hour that they have to to pay people to do this.
Remember this is Nassau County, kind of an expensive place, some folks upstate
upstate are probably looking at it, saying, "Oh $30, that's a lot!" The
cost per day than the cost per month and the cost per year and then the total
cost you can see there for all the partners $66,000 okay
but now again let's go back quickly look at those maintenance costs here so
$20,000 for the maintenance cost for this system and
$66,000s to essentially retrieve it you know the
old-fashioned way with paper so again you're seeing a nice big difference in
those numbers okay so the mutual benefit here that they outlined one of course
for the cost savings like I said the excellent job in showing that they
talked about how retrieval would be much better instead of taking 15 minutes
once they had the system up you're probably talking not even in minister
you're probably talking in seconds now for retrieval time adherence to the IDI
one records retention schedule good for disaster management right okay they have
all the records scan they have them you know backed up things like that now very
good for disaster management a less paper of course to be stored once they
scan these records they can they can dispose of them and then they're not
going to have to you know keep looking for more
more storage area and then of course avoiding health risks because like I
said they was storing some of these records in places that were you know
perhaps moldy dirty humid things like that places that really weren't good to
have people going into so again they really demonstrated the mutual benefits
of to all the participants and showing full participation and support of
participants a letter of intent from each participant now the letter of
intent this is important to keep in mind is different than that shared services
form um I told you basically this is a letter that they have to write out that
each participant has to write out saying I'm talking about their intent that
they're interested in cooperating talking about the advantages to their
particular school district in this case and their intent to continue the program
into the future now that form again I showed you before that's basically just
saying hey yeah we're going to participate in this grant project the
letter of intent though is telling you basically they're also committed to
continuing the program into the future okay so then proving sustainability and
for this one for this BOCES application was pretty straightforward they talked
about that BOCES fee structure so there was an existing relationship with the
districts okay and so that fee payment mechanism was read in existence easy to
do and then each one would pay that annual maintenance fee arm in other
words for this arrangement so again that sustainability in this case was pretty
easy to prove as long as everybody pays their annual maintenance fee the BOCES
of course can maintain this system
okay coming down the homestretch here so the summary here for shared services
grants they are a top priority for the archives and keep that in mind the big
one here for those of you looking to apply is you are more likely to get
funded now as you see you know going through this webinar today there is more
work involved okay so you're more likely to get funding but you have to remember
it's a little bit of a heavier lift than just doing an individual grant you're
probably going to need a bit more time you're going to have to collect more
information you're going to have to do a bit more writing things like that you
know more things you really have to do here to get your funding but it will
provide a cost-effective permanent solution to your records management
problems if you can get that funding you keep this arrangement going into the
future hopefully you've solved your problem
once and for all okay and you're not going to have to go
back and constantly revisit it these are some helpful hints and reminders again
if you need to set up an e-grants account do it now and if you're not sure
you can contact the New York State Archives Grants Unit at the email
"ARCHGRANTS" (that's all one word) "A-R-C-H" then the word "GRANTS" @ "N-Y-S-E-D" (for New
York State Education Department) dot GOV [ARCHGRANTS@NYSED.GOV] and just ask them, hey you know I'm from the
town of of XYZ we don't know whether we have an e-grants account yet can you
tell me whether we do. It could be that you may be unaware of the fact that you
you do have an account in that case all you have to do is like a password reset
for you and then you'd be all set to go you have to remember if you do decide to
participate in the one of these shared services grants you cannot apply for
another location on your own you can either be
part of a shared services arrangement or you can do an individual grant you can't
do both and obviously especially shared services you should start now okay start
researching your grant maybe you don't have to start writing it but start
taking the steps towards doing that now that could be something as simple as
start contacting other people you'd like to cooperate with and see if they're
interested you should keep in contact with all participants of course
throughout the entire grant writing process and you should keep in contact
with your REO or other State Archives staff members for those of you who may
not know what an RA all is that is your regional advisory officer for the New
York State Archives we have five regions across New York State if you're if
you're not sure you can go to a website find out what county you're your region
is in and then contact that particular person for help okay so just to let you
know you will be receiving a request via email to fill out a quick online survey
through SurveyMonkey you'll be getting that from our our friend Rich Sloma who
is hosting our webinar today and what we'll do is give you an email with a
link the link will take you to the online survey and we do ask you to to
fill these out because we do we do actually look at them when we update our
workshops and webinars to see what you're thinking and perhaps possible
ways to to improve them okay so yep we're just about 45 minutes we should
like to leave a good 15 minutes for questions so we're right about on time
so if you do have questions you can submit them now although I'm sure some
of you probably submitted them already which is fine. So Rich, any questions yet?
Yes Dave, we sure have some questions. I see we've got one here from Arthur who
asks if a county government was to partner with a local municipality in
performing records back records scanning and the municipalities behalf this would
be considered a service provider model project correct correct okay Jody asks
the New York State Archives provides some ways of previously funded projects
anywhere it may be helpful to see successful projects for potential
applicants ah good question and we can do that the best way to do this is to
contact your regional advisory officer explain you know that your first of all
interested in doing is shared services grant but also you know talk to them
about exactly what the focus is it is going to be digital imaging and active
records disaster management whatever you're doing and
and that RAO can try to find you a good sample grant to share with you okay Joe
asks we already sent in ad rent letter of intent by email
do we need to split that up and do individual letters we are a Fire
District and Fire Company okay so yeah you needed to send since there's a fire
company they needed to send in that letter of intent that they're going to
apply for grant but only to fire those those on you know private fire companies
and volunteer ambulance companies have to do that local governments do not have
to do that okay Joanna asks is it best to focus on a specific and limited
project it's tempting to add on one or two minor projects will this reduce our
chances of getting funding well here's the thing the one overall the one major
thing you want to look at is your grant should have a good focus now that
doesn't mean that sometimes you can't include elements a of different grant
categories if it makes sense and they're they're closely related however if you
do start shooting off into too many different directions trying to do too
many things yeah at that point honestly you would start to reduce your chances
of getting funding so you really should try to keep that application as focused
as you can now keeping in mind that you can apply for another grant say the next
year so if you're going to focus this year say on sharing an inactive record
storage facility and you also wanted to do some imaging together that's great
but you might want to break them up into two separate grant applications Mary
asks with shared services grants how does it work if with hiring personnel
for the project and the lead applicant managing it
I didn't hear a part of that Reggie can you get up sure I guess the question is
how does it work if we're hiring a person for the project and as well as
the lead applicant managing it initially maybe maybe a Mary could clarify that
yeah I think we need a little bit of clarification on that one okay let's see
the next question from Beth will there be a list of participants and
districts so that we can try to form an alliance with a local district / BOCES
no you essentially have to go and essentially find your own partners okay
so Wayne asks if a town plans to assume the Registrar function of a village and
incorporate the villages existing records into the town's record center
would this be considered a shared provider project or a shared services
project and he says here we have three people put I'm sorry yep let me go back
to that if a town plans to assume the Registrar function of a village and
incorporate the villages existing records into the town's record center
would this be considered a shared provider project or a shared services
project well would be a shared services project and it sounds like you'd be
following that model that shared provider model um
but having said that you you may and in this situation that's being described it
matters if if they're only going to to take over that one function from the
village are they going to take that record they'd have to describe how this
is going to be a long-term partnership if they're taking over just the
registrar function from the village and the villages of doing it anymore they
can have to explain how there is an ongoing relationship
once the project is over okay looks like
clarification I think here from Marion that last question up for the other
entity needing the personnel is it on the lead applicants payroll as you said
the lead applicant pays um yes it is so but but any person who is hired
essentially should be working for all and doing work for all the for all the
participants um so it wouldn't be a case where say you know there are three
participants and you're going to hire three different people and they're going
to be you know all focus just on on one local government generally that really
wouldn't be considered shared services okay and um another question here from
Greg also about having examples of city county or city town village shared
services grants. Oh yeah I think we think we do have those and again best thing to
do is contact the RAO, chat with them about it
and then you know they'll see if they can find you a good sample grant for
that and I also wanted to mention I did paste into the chat box the link to the
grants unit a grant email as well and also a link to our website page where
the regional advisory officers contact information is as well as the counties
so that's on there so Virginia asks will this webinar be available for viewing at
a later date yes I've mentioned and posted pasted in here everybody who's
registered for this webinar today will receive the link within the next two
hours so to the recording and then in a couple days we will transfer we'll also
have in addition to that we'll have the recording available on our YouTube page
and if anybody's interested any of for last couple years anyways all of our
webinars have been recorded and the they are accessible through our YouTube pages
by going to youtube and you could just type in New York State Archives and
you'll see all of our all of our webinar recordings there so also they
have a couple more questions coming through let's see here could a village
partner with their own fire company for a shared services grant um if if they
are actually part of the village that there were Department of the village no
but if there are a separate entity so either a private company which are now
allowed to apply for grants or essentially a fire district then yeah
they they definitely can apply together and I think we've actually had a few
graphs like that over the past couple of years Jennifer asks if we are preparing
a grant using the service provider model do we need to show the benefit to the
service provider as well does it have to address a problem with a service
provider oh yeah if it's a if it's a shared services um it should show that
okay um Kathleen asks if you have two towns participating and a deputy of one
town will work say extra hours on the project would they have to be paid
separately by the lead town from the grant yes because you know basically
there's going to be one pool of money that's administered by the lead
applicant okay and I don't see any other questions be typed anybody
and again as David mentioned we will be sending you all a survey and the survey
email will include the link to the recording which is a WebEx recording and
just going to mention it folks know that if you did have if you had more than one
person at your location participating in this webinar please type in a number of
participants in that chat box so not too concerned about if it's just one person
if you're watching but you say there's a group of two three four or more of you
so we just let us know that way it will help us with our with our statistics as
to what the viewership was and other than that I want to see another question
here from Jill do you have any recommendations for records retention or
management software some of them are very expensive and more than we probably
need yeah well three off the top of my head nothing's coming together it might
be best to you know chat with your with your RA Oh about that I mean generally
you know we we avoid giving recommendations on you know products and
services you know consultants things like things like that but if you're
looking for just some information of what may be more affordable products
that's something we could probably help you want to show your questions
yes no other questions Dave okay thanks very much for participating in the New
York State Archives webinar yeah great thank you folks
I said you know if you're you know you will start getting serious about that
shared services grant get in contact with your regional advisory officer as
soon as you can and start talking to them about your your potential project
and if you do go through good luck you know I wish you luck
hope you get funding. Thanks everybody.
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