(a) Application form.

1. (1) Each grant application must include a completed Arkansas Natural and Cultural Resources Council grant application form.
2. (2) Grant applications may include more than one (1) like project.

(b) Approval by agency’s chief officer and board.

1. (1) Each state agency applicant must certify that:

   1. (A) The grant proposal has been previously submitted to and approved by its respective institution's chief (department director, president, chancellor, etc.) and its board, commission, or council; and
   2. (B) It has complied with its own agency review process, including public comment, if applicable.
2. (2) The name and telephone number of the applicant's fiscal officer who will be handling the finances of the grant project are also required.

(c) Acquisition project requirements.

1. (1) Agencies applying for acquisition funds must:

   1. (A) Submit or have on file with the Arkansas Natural and Cultural Resources Council the procedures required for acquisition by their respective board, commission, or council; and
   2. (B) Verify that such procedures have been met.
2. (2) A copy of the appraisal for the acquisition of the property and/or item must be submitted to Secretary of the Arkansas Natural and Cultural Resources Council as soon as it is received after grant awards are made.
3. (3) If the applicant already has an appraisal, it should be submitted with the application.

(d) Application obligations.

1. (1) Parties to a grant agreement specifically recognize that grant assistance from the Arkansas Natural and Cultural Resources Council creates an obligation to maintain the property described in the project agreement consistent with the Arkansas Natural and Cultural Resources Grants and Trust Fund and other Arkansas Natural and Cultural Resources Council requirements.
2. (2) The applicant agrees that the project is being acquired, developed, renovated, managed, or maintained with Arkansas Natural and Cultural Resources Council grant funds (or that such funds are integral to the project) and thus, without the written approval of the Arkansas Natural and Cultural Resources Council, it shall not be converted to a use that would compromise the integrity of the original grant project.
3. (3) The applicant also agrees that the owner of the property being assisted by Arkansas Natural and Cultural Resources Council funds will notify the Arkansas Natural and Cultural Resources Council within ninety (90) days of a transfer of title.
4. (4) By the acceptance of an Arkansas Natural and Cultural Resources Council grant, the grantee will give the Arkansas Natural and Cultural Resources Council or its designee the right to inspect the property at all reasonable times to ascertain the grantee's compliance with the grant agreement.

(e) Returned funds.

1. (1)

   1. (A) If, for some reason, a grant project is terminated or if actual costs are less than anticipated or if the grant contract date has expired, all remaining unobligated funds will be returned to the Arkansas Natural and Cultural Resources Council.
   2. (B) All such funds shall be reclaimed by the Arkansas Natural and Cultural Resources Council at the beginning of the new fiscal year or at the ending of a grant that is terminated mid-year.
2. (2) The Arkansas Natural and Cultural Resources Council may determine if the returned funds will be added to the Arkansas Natural and Cultural Resources Council's separate trust fund, to the amount set aside that year for emergency grants, or returned to the Arkansas Natural and Cultural Resources Council's grants fund for awarding the following regular grant cycle.

(f) Grant extensions.

1. (1)

   1. (A) If a grant project is delayed due to conditions beyond the applicant's control, the applicant may request in writing an extension of the project period.
   2. (B) The Arkansas Natural and Cultural Resources Council will provide a form for applicants needing grant extensions.
   3. (C) Arkansas Natural and Cultural Resources Council staff will request notice of extension needs in the spring of each year prior to the May funding meeting.
   4. (D) No more than one (1) extension shall be approved per grant.

2. (2)

   1. (A) The Arkansas Natural and Cultural Resources Council shall grant the officers of the Arkansas Natural and Cultural Resources Council (as a group) the authority to grant extensions for projects having unavoidable delays.
   2. (B) Any such extension:

(i) Must have the approval of a majority, two (2) of the three (3) Arkansas Natural and Cultural Resources Council officers; and

1. (ii) Shall be reviewed by the full Arkansas Natural and Cultural Resources Council at the next regular meeting.

(g) Application procedures by category.

1. (1) Annual grants (projects to be implemented during July of the year of the funding meeting and completed by the end of the fiscal year).

   1. (A) One-time extensions for annual grants will require no new funding for the extended time period.

   2. (B)

      1. (i)

(b) (b) However, only one (1) copy is to be submitted by the initial deadline of March 1.

1. (ii) Photographs of the potential project site are requested as part of the application package.

   1. (iii) Applicants will be encouraged to contact the Division of Arkansas Heritage staff for assistance in preparing an application prior to its submittal to lessen the chance for errors.

      1. (iv) After the Division of Arkansas Heritage staff reviews the grant application for completeness and accuracy, the applicant will be notified to submit the remaining fourteen (14) copies of the application by a specific date.

   2. (C)

      1. (i) After the Division of Arkansas Heritage receives all applications they will be forwarded to the Arkansas Natural and Cultural Resources Council members no later than April 1.
      2. (ii) Failure of an applicant to submit the corrected fifteen (15) copies of a grant application by the established deadline may result in the application being disqualified.

   3. (D)

      1. (i) At the annual funding meeting in May, the applicant may make a presentation to the Arkansas Natural and Cultural Resources Council to explain the grant proposal.
      2. (ii) The presentation will be limited to five (5) minutes per application.

   4. (E)

      1. (i) The Arkansas Natural and Cultural Resources Council will determine the projects to be awarded at the annual funding meeting.
      2. (ii) If a proposal is approved, all forms needed to implement the grant will be prepared for the grant to begin by July 1.

2. (2) Emergency grants (grants to be approved by the Arkansas Natural and Cultural Resources Council for emergency needs that arise during the fiscal year).

   1. (A)

      1. (i) Emergency grants are not for the purpose of circumventing the regular grant review procedures.
      2. (ii) Emergency grants are not awarded to any project that could normally be sent through the regular grant review and approval process.

   2. (B) Applications are not eligible if they:

      1. (i) Follow immediately after the regular grant deadline and reflect no apparent emergency; or
      2. (ii) Could normally be reviewed at the regular deadline for annual grants.
   3. (C) There is no limit to the number of emergency grants that may be awarded, as long as the total amount for emergency grants determined by the Arkansas Natural and Cultural Resources Council for that year is not exceeded.
   4. (D) Applicants should submit five (5) copies of the Arkansas Natural and Cultural Resources Council grant application to the secretary.
   5. (E) A copy of the grant application will be sent to each Arkansas Natural and Cultural Resources Council officer.

   6. (F)

      1. (i) The Arkansas Natural and Cultural Resources Council officers will review the grant for approval.
      2. (ii) The officers will use the same review criteria of the Arkansas Natural and Cultural Resources Council and will consider the significance and critical nature of each project as it applies to the Arkansas Natural and Cultural Resources Council's purposes.
   7. (G) The officers, by an affirmative vote of two (2) members, may approve the grant.
   8. (H) Proper documentation according to state procedures will be implemented by the secretary to begin the grant immediately.
   9. (I) All legal, financial, and reporting requirements are the same for emergency grants as for other grants.

(h) Annual meeting.

1. (1)

   1. (A) An annual funding meeting shall be held prior to May 15.
   2. (B) At that meeting, a report of the funds collected, donations, returned funds, and all other funds available for granting for the next grant period (July 1 – June 30) will be provided to the Arkansas Natural and Cultural Resources Council members.

2. (2) Actions at the annual meeting will include, but not be limited to, the following:

   1. (A) The Arkansas Natural and Cultural Resources Council will determine the percentage of funding to be placed in the Natural and Cultural Resources Council Historic Preservation Trust Fund (as opposed to the Arkansas Natural and Cultural Resources Grants and Trust Fund) for the year;
   2. (B) A division of funding for new annual and emergency grants may be determined;
   3. (C) Final reports from grant projects completed in the previous year will be reviewed and filed;
   4. (D) Changes to bylaws or procedures may be considered;
   5. (E) Election of officers will be held; and
   6. (F) Meeting dates will be established for the next year.