State Aid to Libraries Grant Program Overview July 2012 Marian Deeney Grants Office Manager

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State Aid to Libraries Grant Program Overview July 2012 Marian Deeney Grants Office Manager

Marian Deeney Division of Library and Information Services Office of Community Development Grants Office Manager

Session Objectives Know the types of State Aid Grants available to public libraries. Understand the criteria for grant funding calculations. Know how to fill out the State Aid Grant application. 6

Types of State Aid Grants Operating Equalization Multicounty 7

Operating Grants For any qualifying county or municipality Funded after Equalization and Multicounty Match up to 25 cents of each local dollar expended Prorated if sufficient funding not available 8

Equalization Grants: Eligibility Only for eligible counties Countys adjusted taxable property value must rank in the lowest 34 counties in the state AND Countys millage rate must be greater than or equal to the statewide average OR Countys per capita income must be less than or equal to the statewide average 9

Equalization Grants: Amount Based on adjusted local dollars 50 cents per dollar, if a county spends more than the statewide adjusted average 25 cents per dollar, if a county spends less than the statewide adjusted average 10

Equalization Grants: Amount 11 Statewide Adjusted Average = 1% County Expenditures Jefferson = Levy = Gadsden = Union =

Equalization Grants: Limits Limited to 10% of total State Aid funding Prorated if total State Aid funding is below $31.99 million 12

Equalization Grants: Phase Out Period When a county no longer qualifies: 1 st year – same grant amount as previous year 2 nd year – amount as in year one 3 rd year – amount as in year one 4 th year – no Equalization funding 13

Multicounty Grants Number of Counties Amount of Base Grant Amount of Matching Grant Based on Local Dollars Expended 2$50,0005¢5¢ 3$250,00010¢ 4$250,00015¢ 5$250,00020¢ 6$250,00025¢ At least one county in system must be eligible for Equalization grant. 14

Application Deadline: October 1, 2012 Reports and Other Documents Deadline: December 1, FY

Required Documents Checklist Form DLIS/SA05 Flamingo County Big Pink Public Library 16

State Aid Application Form DLIS/SA01 Flamingo County Big Pink Public Library Flamingo County Board of County Commissioners $7,489,015 17

State Aid Application Form DLIS/SA01 Flamingo County Big Pink Public Library Not Applicable Bookkeeper Bob Director Dan 9/14/12 9/16/12 18

Expenditure or Appropriation Report Form DLIS/SA01 Flamingo County Big Pink Public Library 19 $117,762 $140,837 $318,600 $-0- $5,131,768 $2,258,471 $98,776 $7,489,015 $-0- $2,500 $-0- $2,500 $-0- $35,337 $266,370 $-0- $266,370 $5,131,768 $2,702,603 $242,113 $8,076,484 $-0-

Expenditure of Funds To qualify as matching funds, local funds must be expended: Through librarys budget. Centrally. By the single administrative head. 20

Expenditure or Appropriation Report Form DLIS/SA01 Common Issues / Questions Local expenditures on page one dont match page three. Math errors Automatic rounding problems Other expenditure category Local expenditures increased or decreased by more than 10% over the previous year. 21

Required Documents Checklist Form DLIS/SA05 Flamingo County Big Pink Public Library 22

Single Administrative Head Responsible for the overall management or coordination of the library, including: Develops single long-range plan Develops single annual plan of service Develops budget Implements long-range plan, annual plan of service and budget Prepares reports 23

Eligibility of Single Administrative Head The single administrative head: Must have completed a library education program accredited by American Library Association. Must have at least two years full-time paid professional experience after degree completion. Must be employed full time by the librarys governing body. 24

Certification of Credentials Form DLIS/SA03 Flamingo County Big Pink Public Library Flamingo County Board of County Commissioners Director Dan Commissioner Connie 9/14/12 25

Required Documents Checklist Form DLIS/SA05 Flamingo County Big Pink Public Library 26

Schedule of Library Hours The schedule should document that at least one library outlet or member library is open to the public 40 hours or more each week. 27

Long-Range Plan Outlines the librarys operation and development over a three to five-year period. Must be adopted or approved by the librarys governing body. If the plan is expiring, allow time for both development and approval of new plan. 28

Required Documents Checklist Form DLIS/SA05 Flamingo County Big Pink Public Library 29

Verification of Reciprocal Borrowing and Joint Planning Only applicable in a county where there are both county and independent municipal libraries receiving Operating Grants. All libraries in the county receiving Operating Grants must provide reciprocal borrowing to all county residents and must engage in joint planning for the provision of library services. 30

Financial Audit Comprehensive annual financial report Includes state and federal single audits Prepared by independent auditors 31

State Aid to Libraries Grant Agreement Flamingo County Board of County Commissioners Flamingo County Big Pink Public Library 32

State Aid to Libraries Grant Agreement Executive Annie 9/14/2012 Clerk Clarice 9/14/

State Aid to Libraries Application Postmark deadline: October 1, 2012 Submit only those documents that have changed in the past year or that have not been filed. 34

Required Documents Checklist Form DLIS/SA05 Flamingo County Big Pink Public Library 35

Annual Plan of Service 36

Budget Adopted or approved by the librarys governing body Additional requirements for public library cooperatives 37

Summary Financial Report Form DLIS/SA04 Flamingo County Big Pink Public Library Flamingo County 38

Summary Financial Report Form DLIS/SA04 39 Director Dan 11/6/12 Part C: Use of State Aid to Libraries Grant Funds During FY $212,814 $35,500 $325,814 $77,500

40 Annual Statistical Report Form for Public Libraries

41 Annual Statistical Report Form for Public Libraries

State Aid to Libraries Application Postmark deadline: December 1,

State Aid Timeline SeptOctNovDecJanFebMarApr Complete documents Obtain necessary signatures and/or approvals Application Deadline (10/1) Complete documents Obtain necessary signatures and/or approvals Additional Document Deadline (12/1) Correction period, if applicable (30 days) Document Review Verification of Expenditures Calculation of Grant Amounts Certification of Grant amounts to CFO (12/1) Review of additional documents begins Correction letters sent, if applicable Grants awarded First grant payment requested Second grant payment requested 43 Library Grants Office

Use of State Aid Grant Funds Funds must be expended as follows: Centrally For the operation and maintenance of the library Funds can not be expended for the purchase or construction of a library building or library headquarters. 44

Contact Information Marian Deeney Grants Office Manager Stephanie Irvin Statistics consultant *6 to mute #6 to un-mute

Training Opportunities Provided by the Division of Library and Information Services E-Government in Public Libraries: Helping Patrons File for Unemployment Under the New Florida LawSeptember 7 Public Library Annual Statistical ReportTBA Division UpdateOctober 18 Florida Electronic Library TrainingOngoing WebJunction Florida Online Library Skills Training Watch fl-lib or contact Stephanie Race at for details.

Rick Scott, Governor Ken Detzner, Secretary of State Florida Department of State Division of Library and Information Services This publication has been funded under the provisions of the Library Services and Technology Act, from the Institute of Museum and Library Services, administered by the Florida Department of States Division of Library and Information Services.