state aid to libraries grant program overview july 2012 marian deeney grants office manager

State Aid to Libraries GrantProgram Overview

July 2012

Marian DeeneyGrants Office Manager

*6 to mute ― #6 to unmute

State Aid to Libraries GrantProgram Overview

July 2012

Marian DeeneyGrants Office Manager

Marian DeeneyDivision of Library and

Information ServicesOffice of Community

DevelopmentGrants Office Manager850.245.6620marian.deeney@dos.myflorida.co

m

5

Session ObjectivesSession ObjectivesKnow 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 GrantsTypes of State Aid GrantsOperatingEqualizationMulticounty

7

Operating GrantsOperating GrantsFor 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: Equalization Grants: EligibilityEligibilityOnly for eligible countiesCounty’s adjusted taxable property

value must rank in the lowest 34 counties in the state

ANDCounty’s millage rate must be greater

than or equal to the statewide average ORCounty’s per capita income must be less than or equal to the statewide average

9

Equalization Grants: Equalization Grants: AmountAmountBased 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: Equalization Grants: AmountAmount

11

Statewide Adjusted Average = 1%

County

Expendit

ure

s

County

Expendit

ure

s Jefferson = 0.9470Levy = 0.3795

Gadsden = 1.0307Union = 1.4733

Equalization Grants: Equalization Grants: LimitsLimitsLimited to 10% of total State Aid

funding

Prorated if total State Aid funding is below $31.99 million

12

Equalization Grants: Equalization Grants: Phase Out PeriodPhase Out Period

When a county no longer qualifies:1st year – same grant amount as

previous year

2nd year – ⅔ amount as in year one

3rd year – ⅓ amount as in year one

4th year – no Equalization funding

13

Multicounty GrantsMulticounty Grants

Number of

Counties

Amount of Base Grant

Amount of Matching GrantBased on Local Dollars

Expended

2 $50,000 5¢

3 $250,000 10¢

4 $250,000 15¢

5 $250,000 20¢

6 $250,000 25¢

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, 2012

15

FY 2012-2013

Flamingo County Big Pink Public Library

16

Flamingo County Big Pink Public Library

Flamingo County Board of County Commissioners

$7,489,015

17

Flamingo County Big Pink Public Library

Not Applicable

Bookkeeper Bob

Bookkeeper Bob

Director Dan

Director Dan

9/14/12 9/16/12

18

Flamingo County Big Pink Public Library

19

$117,762

$140,837

$318,600

$-0-

$-0-

$5,131,768

$2,258,471

$98,776

$7,489,015

$-0-

$-0-

$-0-

$2,500

$-0-

$2,500

$-0- $-0- $-0-$35,337 $35,337

$266,370

$-0-

$-0-

$-0-

$266,370

$5,131,768

$2,702,603

$242,113

$8,076,484

$-0-

Expenditure of FundsExpenditure of Funds

To qualify as matching funds, local funds must be expended:◦Through library’s budget.◦Centrally.◦By the single administrative head.

20

Expenditure or Appropriation Report Form Expenditure or Appropriation Report Form DLIS/SA01DLIS/SA01

Common Issues / QuestionsCommon Issues / QuestionsLocal expenditures on page one

don’t match page three.Math errorsAutomatic rounding problems“Other” expenditure categoryLocal expenditures increased or

decreased by more than 10% over the previous year.

21

Flamingo County Big Pink Public Library

22

Single Administrative Single Administrative HeadHeadResponsible 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 Eligibility of Single Administrative HeadSingle 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 library’s governing body.

24

Flamingo County Big Pink Public Library

Flamingo County Board of County Commissioners

Director Dan

Commissioner Connie

Commissioner Connie

9/14/12

25

Flamingo County Big Pink Public Library

26

Schedule of Library HoursSchedule of Library HoursThe 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 PlanLong-Range PlanOutlines the library’s operation

and development over a three to five-year period.

Must be adopted or approved by the library’s governing body.

If the plan is expiring, allow time for both development and approval of new plan.

28

Flamingo County Big Pink Public Library

29

Verification of Reciprocal Verification of Reciprocal Borrowing and Joint Borrowing and Joint PlanningPlanningOnly 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 AuditFinancial AuditComprehensive annual financial

reportIncludes state and federal single

auditsPrepared by independent

auditors

31

Flamingo County Board of County Commissioners

Flamingo County Big Pink Public Library

32

Executive Annie

Executive Annie

9/14/2012

Clerk Clarice

Clerk Clarice

9/14/2012

33

State Aid to Libraries State Aid to Libraries ApplicationApplicationPostmark deadline: October 1,

2012Submit only those documents that

have changed in the past year or that have not been filed.

34

Flamingo County Big Pink Public Library

35

Annual Plan of ServiceAnnual Plan of Service

36

BudgetBudgetAdopted or approved by the

library’s governing bodyAdditional requirements for

public library cooperatives

37

Flamingo County Big Pink Public Library

Flamingo County

38

39

Director Dan

Director Dan

11/6/12

Part C:Use of State Aid to Libraries Grant Funds During FY 2012-2013

2011-2012

$212,814

$35,500

$325,814

$77,500

40

41

State Aid to Libraries State Aid to Libraries ApplicationApplicationPostmark deadline: December

1, 2012

42

State Aid TimelineState Aid TimelineSept Oct Nov Dec Jan Fe

bMar

Apr

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 ReviewVerification 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

Lib

rary

Gra

nts

Offi

ce

Use of State Aid Grant Use of State Aid Grant FundsFundsFunds must be expended as

follows:◦Centrally◦For the operation and maintenance of

the libraryFunds can not be expended for

the purchase or construction of a library building or library headquarters.

44

Contact InformationContact Information

Marian DeeneyGrants Office Manager850.245.6620marian.deeney@dos.myflorida.com

Stephanie IrvinStatistics consultant850.245.6608stephanie.irvin@dos.myflorida.com

45 *6 to mute ― #6 to un-mute

Training Opportunities Provided by Training Opportunities Provided by the the Division of Library and Information Division of Library and Information ServicesServices

E-Government in Public Libraries: Helping Patrons File for Unemployment Under the New Florida Law September 7

Public Library Annual Statistical Report TBA Division Update October 18

◦ http://info.florida.gov/workshops

Florida Electronic Library Training Ongoing◦ www.flelibrary.org/training

WebJunction Florida Online Library Skills Training◦ http://fl.webjunction.org

Watch fl-lib or contact Stephanie Race at stephanie.race@dos.myflorida.com for details.

Rick Scott, GovernorKen Detzner, Secretary of State

Florida Department of StateDivision 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 State’s Division of Library and Information Services.