Program Guidelines

III. Eligibility

ELIGIBLE APPLICANTS

To be eligible to apply, your organization must be established in California as one of the following: 

• Nonprofit organizations classified as a tax-exempt 501(c)(3) 

• Accredited institutions of higher education (public or nonprofit) 

• Local governments in California and their agencies 

• Native American Tribal governments recognized by the state of California 

Additionally, organizations must possess a collection of documents, books, publications, artifacts, recordings, digital materials, and/or other sources relevant to the history and culture of California. The materials should be accessible at least to their communities of origin, preferably to the broader public. We recognize that in certain contexts, physical or cultural considerations may not allow for full, open use of sources.

Cities, counties, or other organizations seeking funding for multiple departments or sub-units must submit a separate application for each such entity.

ELIGIBLE ACTIVITIES & COSTS

Support may be requested for any of the following activities and expenses, individually or combined. In general, requests should be directly related to needs and objectives identified by a Ready or Not preservation consultant or other recent preservation consultation that addresses emergency preparedness.

Assistance in the development of disaster plan

Organizations that have received a recommendation to develop a disaster preparedness plan are strongly urged to include this item in their request. Myriad Consultants can provide this service and will typically employ the planning tool “dPlan” (see Resources section). Applicants may propose a different, preferred consultant; as noted in the How to Apply section, you will be asked to identify that person(s) and document their qualifications.

Disaster recovery & spill kits

Groundwork Grants staff have arranged with a vendor to provide kits containing materials typically needed promptly in various emergencies, particularly in water damage cases. Materials include towels, mops, caution tape, water-deflecting sheets, ploy bags, recovery boxes, and more.

Preservation supplies

These may include archival quality containers, protective enclosures, folders, and other materials that may help safeguard physical collections and/or mitigate their deterioration. (See the Resources section for further information on reputable vendors.)

Environmental monitoring and alert equipment

Emergency readiness assessments often point to the importance of effective environmental monitoring in addressing disaster preparedness and other aspects of preservation management. Organizations that have received recommendations to install or upgrade monitoring systems are urged to include this in their applications. As an option, Groundwork Grants staff have arranged with a vendor to provide cost-effective solutions including equipment installation and ongoing technical and educational support. See the Resources section for further information.

Staff training opportunities

Support may be requested for on-site staff development opportunities or attendance by staff at workshops, webinars, courses, or other offerings pertaining to emergency readiness and/or recovery, either online or in person. Applicants will be asked to provide available details on such plans or opportunities.

Consultation with local facilities specialists (e.g. engineers, plumbers, electricians, security technicians, or others)

In cases where recent assessments point to the need to address significant building maintenance concerns, further expertise from facilities specialists may be needed to establish work plans and cost estimates. Groundwork Grants may be used to support expenses for such consultations. Applicants will be asked to describe the nature of the issue(s) to be addressed and to identify the consultant(s) to be involved.

Supplies, equipment, or hardware for minor, immediate building maintenance, repairs, storage, or security needs

Disaster preparedness assessments often point to immediate, relatively small-scale repairs, adjustments, and equipment replacements that do not require further estimates from a facilities specialist (e.g. window replacement, shelving unit relocation, storage cabinets, door locks, security cameras, etc.). Groundwork Grants may be used to support such modifications, including contracting for labor assistance.

INELIGIBLE ACTIVITIES AND COSTS

The following expenses may not be included in project activities or application budgets:

• Grant writing or fundraising

• Facility expansion

• Entertainment, meals, or alcoholic beverages

• Donations, honoraria, or stipends

• Prizes or incentives

• Lobbying or otherwise attempting to influence legislation

• Federal or state taxes

• Indirect costs (I.e. institutional “overhead”)

• Any expenditure not a part of the approved grant budget

ADDITIONAL REQUIREMENTS

• Projects completed under this grant must be completed according to the California Building Standards Code, and applicable federal, state, and local laws, regulations, ordinances, policies, and guides.

• Grant recipients will be required to abide by state of California regulations regarding non-discrimination and, where applicable, provisions of the Fair Employment and Housing Act. Recipients will also be expected to abide by requirements pertaining to drug-free workplace policies and the Americans with Disabilities Act. These stipulations will be further explained and incorporated in the recipient’s grant award letter.