HomeMy WebLinkAboutRes2017-052Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-052
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ACCEPTING FUNDS FROM THE ALASKA STATE LIBRARY
FOR THE PUBLIC LIBRARY ASSISTANCE GRANT IN THE AMOUNT
OF $7,000.00 AND APPROPRIATING FUNDS
WHEREAS, in March 2017 the Alaska State Library sought applications for the Public
Library Assistance Grant; and
WHEREAS, the staff of the Seward Community Library & Museum submitted an
application for $7,000.00 with a match of $7,000.00 from the City to purchase books, serial
subscriptions, media and other materials and build the library collection for the benefit of the
community; and
WHEREAS, the matched funds are already built into the 2018-2019 library budget for
the purchase of collection materials; and
WHEREAS, in June 2017, the Alaska State Library awarded the Public Library
Assistance Grant to the Seward Community Library Museum in the amount of $7,000.00 with a
required match of $7,000.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA that:
Section 1. The City Manager is authorized to accept the Public Library Assistance Grant
in the amount of $7,000.00 from the Alaska State Library.
Section 2. Funding in the amount of $7,000.00 is hereby appropriated from Alaska State
Library Public Library Assistance Grant revenue account number 01000-1500-4252-0001-00000
to the library account number 01000-1500-7201-0001-00000.
Section 3. This resolution shall take effect immediately.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 251h day of
September 2017.
THE CITY OF SEWARD, ALASKA
Q0,44) Al��Ie4z�
an Bardarson, Mayor
CITY OF SEWARD, ALASKA
RESOLUTION 2017-052
AYES: Keil, Squires, McClure, Altermatt
NOES: None
ABSENT: Casagranda, Slater
ABSTAIN: None
ATTEST:
G
J anna�in, MMC
C ty Cle
(City Seal)
'aaaai s.88j"
.�-A Of SEW,q
C!� .�''p��Rq�.. ;
—t—
• ti
SEAL •
OF
,�a�►sesaaoea,.r
Alaska Public Library Assistance Grant Agreement FY2018
This agreement made and entered into this third day of July 2017, by and between the Alaska State Library, hereafter
referred to as the Grantor; and the Seward Community Library Museum, referred to as the Grantee.
Whereas, the State of Alaska has appropriated funds for public library assistance; and whereas, the application of the
Grantee for a grant for public library assistance has been approved. NOW THEREFORE, for and in consideration of the
mutual covenants herein contained'
the parties hereto agree as follows:
The Grantor will agree to:
1. Furnish funds in the amount of $7,000.
2, Provide advisory services in furtherance of the grant project.
The Grantee will agree to:
1. Expend local funds of at least $7,000 for project purposes, Funds may be expended only for public library
purposes and must be clearly attributable to public library services and operations,
2. Provide at least the following services free to residents of the, municipality or communityl•
Establish and maintain a collection of books and other materials for loan;
Provide access to Interlibrary loans;
Provide reading or other educational programs for children; anid
Provide reference information.
1 Abide by the conditions set forth in its application and approved by the Grantor, including:
The number and timing of open hours;
The existing and ongoing educational requirements for the library director.
41, Expend at least $3,500 on library materials and online services for each outlet,
S. Have trained paid or volunteer staff on duty in the library during the scheduled open hours.
6. Submit online the Alaska Public Library Report by September 1, 2018,
7, Maintain accurate records for auditing purposes,
8. Return any grant funds unexpended or unencumbered by June 30, 2018, and all funds for which there is no
proper accounting,
9. Repay any portion of grant funds that have not actually been matched by local funds over the course of the
grant period.
10. Receive prior approval from the Grantor for any line Item change that exceeds 10% of the line item, except
that no prior approval Is required for:
• Line item changes of less than $100; or
• Line item changes that add funds to library materiials and online services,
The source of funding for this agreement is as follows:
State Sources PLA-18.770-01 $7,000
By accepting this award or agreement, the grantee may become subject to the audit requirements of State of
Alaska Administrative code 2 AAC 45,010. As a result, the grantee may be required to provide for an audit and to
permit independent auditors to have access to their records and financial statements, The grantee should consult
with an independent auditor for assistance in determining audit requirements for each fiscal year.
The undersigned understands and agrees to the conditions of this agreement, Both signatures are required,
f(iF th a Lbbrary For the Legal E intlit
Signature 5
Title Date Title Date
. . . ........ . ... . .
PLEASE MAKE A PHOTOCOPY OF THE SIGNED AGREEMENT FOR YOUR RECORDS
RETURN BY SEPTEMBER 1, 2017 TO: Library Grants Administrator, Alaska State Library,
P.O. Box 110571, Juneau, Ali 99801 OR $CAN TO patienccfreder,iksen@alaska.gov
. . ... ......
FY2018 ALASKA PUBLIC LIBRARY ASSISTANCE GRANT APPLICA'rm
DUEa April 1, 2017
1 ibrary Narie�� Seward ("cmu-yiunitv I hbrary & Museum
..... .......... ..
2 Street, City, ZlP: —..-----'.-'239 61'r' Ave, Seward, AK 99664
3, Flead Librw iam Vailarie Kingsland 4 Phone Noa 907-224-4008
1-11-1-1-111, . ..... . .....
.5. f ax Na: 907-224-3521, 0 L-rnaii: vkingsIand@cityofseward,net
7, Mailing address if award is done as paper check, .. _P0 Box 2389, Seward, AK 9966,4
8. Sctredude of Flours Library WiH Be, Open (Note any Seasonal library schedule changes you expect this year):
-- ---- --------- ----
Total Hours Weeks Open
Sun Moll Tues Wed T h u rs Fri Sat Per Week Per, Year
.. . ........ .
11 Winter. = 48
10 To To To To To To Summer = 54 52
6 8
9. If the library will be open fewer than 52 weeks, which weeks will your- library be closed? N/A
10. NUmber of branch ldbraries arid/or bookmobiles: .. N/A_ —r- Please fill oijI the encio.wd Branch Library or
Bookmobile Application Addendum Page and attach to the grant application. CUrferItlY applies just to
Anchorage, Barrow, Fairbanks, Juneau, Kotzebue, and Naknek.
. . ...... . .. -
M Budget Summary- Local Funds Public Library fotaM Project
for Match Assistance Grant Budget
Funds Requested
a, Personnel
1, Salaries and Wages (Actual funds)
— - ------- - - ...... . .. .... . ....... . ....... . -
2. Benefits
- - - --- ------ ....... _..
3, 1' arr Value Rate for Volunteer Labor 12 below) Not Applicable
b. Collection (Library Ma aterials)
1 Books in Print Format $7,00000 $14,000,010
2. Subscriptions in Print Format
T" 'A-u-diovisua-1's"-----
- ... ....... . . ............
4. Electronic (digital) Materials and Online Services
�No computers or e-readers)
5, initial $500, Spent an Internet Service Provider
(ISP) Fees (Expends-, up to $500 and no computers)
6, Microforms, Computer Software for Patron Use,
---, Games and Toys, (No computers or e-readers)
C. Other Expenditures
1. Budding Operations
2. Furniture, Equipment, Computers E-Readers
3. Travel
4. Supplies
5. Services (Do NOT indude internet servr"ce provider
fees on, this line)
6. internet Servdce ProOder Fees Paid B�eyond $500 1 otal
(List initial $500 of iSP fees on Line b1r.5 above)
AH Other Unreported Expenditures
. .
dI otal . . ..........
-- ---- 7,000M $7,000.00 $14,000,00
Note: If Local Funds for Match column totals $7,000 or more,
you should request $7,000 in Grant Furnds Requested column,
FY2018 Alaska Public Library Assistance Grant Apiphcation
Page 2
12 Fair Mae Rate for Volunteer Laiborr If YOUr 0brary is claiming vo I Unteer labor aria part of the loc a P match,
please note the nurnber of volunteer 11C)UrS YOU expect to accrue cluring FY20'18 and the hourly rate clairned,
YOU May Wfly Ciallirli Up tr) ffie total number of hOWS that the library is ir.apen for the entire year. (for the hourly
rate, see Personnel on page 6 in the endosed packetJ
'I otal Volunteer Hourly
Ho u r s : Onres Rate: '$
Fair Value Rate for
Volunteer Labor
11 Every public library t1hat receives the Alaska public library assistance grant is required by law to pro vile
four baMic library services, Please answer the following questions for each of these four required se rVic]
even if you do not plan to use grantfundsfor that service,
a Provide a collection of books and other materrals for loari - How vvik this your hbrary col1lections be
increased or improved? What activities will you undertake to achieve your objectives? Will staff
receive training in this service area? How will you evaluate lrnproverrients to your library collections?
Please be specific.
All funds will be used to purchase Ilbrary books and other materiai for the library coHectic.-jri, as described
under section B of the budget sunirrary. Books arid rnedia wiH be ardeied based on revievvs, as wel!l as
patron requests, and to replace darnaged or Iost niateriall and/or Upidate older material and subject areas
Patron requests and suggestions will be collected and corresponding orders recorded to, ascertain whether
purchases based o�n reqUests and iecornmeridations were successfifl: or not.
Consideration for materials will also be given to our (ontxibUtiOn to the Joirt Library Catai0ig consortiunn,
coi I e Ct I o n
Staff wili pamcipate in online tr,J iing to increase knowIledge of collection development arid rranageol(-211tr
b. Provide access to Interlibrary loan (it L� services - How wM 11, L Service be increased or irylpfrovedi? Wr-jat
attivities will you undertake to achieve your objecfives? Will staff receive tralning In ths service area?
Do you plan to use the 8001# U. and Reference Backup Service in Anchorage to provide R.I. s to your
patrons?' (See box below,) How w0l you evaluate in')provernents to ILL services? Please be SpeCifiCr
SCtM will continue to provide interlibrary loan service to our regular Patrons for material not readily
available througti the Joint Library Catalog
When we joined the flint Library Catalog in Aprfl of 2016, we anticlpated as ¢educoon in k L use and serOces.
it turns out that the holds systern, in, the Joint Library Catalog for niateriali vViIII not allow for specific requests
for paperback copdes, the foriwt restricted by t1w Spring Creek Correctional Center's policies, Once we
expand borrowing services to the inmates at SC(.',C, we will reSUnle use of the U system.
Staff wM participate in online training to irnprove working knowledge of ILL services.
Did you know that the State Library gives the Anchorage Public Library a grant every year t
prL vide you with interlibrary loan and reference backup services for your patrons? If you ne
help with ILL, call the helpful ladies at 1-800-261-28�38! (Please do NOT give this, number to yo
patrons, Only library staff or library volunteers may user this number.)
FY2018 Alaska Public Library Assis,ta:nice Grant Application
c, Provide reference services — How will reference services be increased or improved? What activities wilG
you undertake to achieve your objectives:? Will staff receive training in this service area? Do you plan
to use the 800# lLL and Reference Backup Service in Anchorage to provide reference answers to your
patrons? (See box below.) How will you evaluate improvements to reference services? Please be
specific.
Reference questions and services will be observed to determine existing reference practices and to evaluate
the effectiveness of existing services in order to plan for improvements. Staff will receive reference, service
training to facilitate improvements.
We will review the Reference Backup Service description and implement a plan to make use of the toll -free
number,
........... .... . .........
Don't forget that you can call the Anchorage Public Library for help with the reference questions
you get from your patrons. The State Library gives Anchorage a grant every year so you can call
the helpful ladies at 1-800-261-28381 (Please do NOT give this number to your patrons. Only
library staff or library volunteers may use this number.)
d. Provide reading and/or educational programs for children — How will children's programs be
increased or improved? What activities will you undertake to achieve your objectives? Will staff
receive training in this service area? How will you evaluate improvements to children's
programming? For combined school public libraries, what programs are you planning for pre-school
children? Please be specific.
SCLIVI will continue to support literacy and educational programs for children through story times, play
programs, special events, and the summer reading program, as well as the development of spaces
dedicated to youth to create an atmosphere of exploration, discovery, learning and play.
We will increase our efforts to inform our patrons and the public about our programs for children and the
digital resources for children available through the Alaska State Library and other reliable resources.
Staff will participate in online training opportunities to improve skills and develop ideas for programs and
events.
Note. This grant application is a legal document committing your library to a specific course of
action. This application MUST have two signatures from two different people.
For the Library:
Valarie Kingsland
Print or Type Name
. . . ..... ZI
Signature
Director 3/29/17 IK , - "1 2 -) -
Title Date Title Date
Questions? Contact Patience Frederiksen at 465-2911 or patience.frederiksen@aiaska.gov
Scan complete application by April 1, 2017 or mail application (be sure to keep a copy for your files)
with postmark date of April 1, 2017 ta; Grants Administrator, Alaska State Library, 395 Whittier
Street, Juneau, AK 99801
How to Apply For and Manage the
FY2018 Alaska Public Library Assistance Grant:
A Handy Guide for Your Desk
Patience Prede6ksen
Grants Adrnlnistrator
January 23, 2017
Id
Continuing Education Requirement Cycle
I
11,
Online Version of Grant Application,
2
1111.
Eligibility and Operating Requirements for Public Libraries
2-3
lv
Additional Eligibility & Operating Requirements for Combined School Public Libraries
3
V.
Annual and Weekly Open Hours
3-4
I.
Staffing, Educational, and Training Requirements
4
V11.
Management Requirements
4
gill.
Financial Requirements
4-S
IX,
Instructions for the Public Library Assistance Grant Application
68
X.
Deadline and Mailing for Public Library Assistance Grant Application
8
X1.
Grant Timeline for Public Library Assistance Grants
8
xlln
Management and Expenditure of Public Library Assistance Grant Funds
9
XUL
Requesting Budget Changes in Grants
9
XIV,
Submission of Final Report
9
Xv'.
Questions about Your Public Library Assistance Grant
This Guide describes the regulations governing the Public Library Assistance Grant program and provides
instructions on how to fill out the application for ard manage the grant. Pay speciiail attention to the
r'ninimum requirements for grant eligibility for pubhc libraries and for combined school public libraries,
You are responsible for knowing anid abiding by these requirernerits.
If your, library cannot meet the requirements of the prograrn, DO NOT APPLY for the grant. Libraries that
apply for and receive a grant, but do not abide by the requirements, will be hable for the return of the
grant funds, even if the funds have already been spent, Copies of library law AS 14.56.300 — 14,56,340
and regulations 4 AAC 57,0150 - 57.9,90 can be requested from the State Library and are also at. federal
ondStote Grant Funding fn rmation at� fit
fo -totem y/
Every public library director must attend at least On(.rWntilr)Uing education event,during FY2018 or
FY2019 (July 1, 2017 through June 30, 2019), This requirement applies to directors frorn both pLiblic and
cornbined school public libraries. Approved programs M11 provide at ieast 6 hours of ac,tuaf instruction,
The State Library offers an annual continuing educotion grorit to re irnburse up to 51,250 for, continuing;
education costs for the library director or staff in every public library outlet (central libraries AND branch
libraries.) For information about CE grants, see~ htt
Applicants for CE grants shOUld ask the State Library for pre-approvaG for training or, conferences that
the applicant is planning to attend to rneet this requirement. The State Library has pre -approved
attendance at the Alaska Library Association, the Pacific Northwest Library Association, and the
Arnerlcari Library Association conferences,
11
szm�
This grant packet is accessible at the Pubijc library Assisance GraTlts, header at:
eGnt—htm ' I � You shouci be able to apes the pubhc library
issistance gran't apphcatJon on your cornputer, save it as as Word document, type entries directly onto
the form, print, the filled -out grant apphc-atior'�, sof,,ln and rnaH or fax it to the State Libra ry. Scanned
copies of signed grant applications sent w; e mail attachments are also acceptable
Any public I'library outlet, including a branch library, is cli&le to apply for @ Public Library Assistance
Grant, provided it meets the following criteria:
1. Wy legally constituted public hbrarles established and operated by as municipahty under AS 29.35
or a public. library nonprofit, corporation estabhsl-ied for the purpose of providing general library
services are eligUe.
a. Libraries app@ylng for the first tlrne must supply copies, of their enabling docuff1cmta6on,
lb. Libraries applying for the first time Must have been in operation and in compliance vvlth
grant requirements for as full fiscal year before becorning Ogibi4e for, the public library
assiistance grant,
c. Libraries applyk'ig for the first time must subrnit as New Liibrary Ad:dendLIM Page with
the grant application.
2. Services must be provided free and without disc6mination to all residents in the hbrwy's legal
service area.
S. Paid or volunteer staff rnUst be on duty in the library during the required open hours.
4, By Alosku StalrUte, the library must:
a. purchase, maintain and provide for the circulation of a collection of library books and rnaterials,-
b . prov,lide interlibrary loan service;
c, provide reference services; and
d. provide children's programs,
5, 1 he library must SUbrnit th�ree reports to the State Library each yearthe public library gtaril firial
report, an annual report of its operations and services, and the library technology report.
6Provided the State Library has adequate funds, the total arnOUnt of the grant can be up to $7,001D.,
Each grant dollair must be matched with local funds, Ubraries may claim as, loical funds the fair value
of up to one I-IOUT Of volunteer labor for every open hour. (See Personnel on page 6 below.)
7. The minirriurn number of hours a Hbrary and its branches is based on population, (See Section V
below.)
8 The library director rrwt meet rninirnurn educational arid training requirennents, (See Section VI
below,)
9. DL]rir')g each fiscal year, the library rnLJSt expend at least $3,500 on library materials for cach library
receiving a grant. (See Collection - (Library Materials text On page 2 below,)
10, Nonprofit boards that operate libraries rrMst, hold public rneeflngs, at least quar�.eriy, arid rnust
submit minutes of these meetings to the State Library. WILItes may be subrntted via e-rnaii
IL If resndents in a con-innunity r)rEti current I y bf.'eurig SUved by m a il,a-book services through their reg'i a, na I
library, these services wifl be phased out if the local library receives a Pi,A)kc Lbrary Assistance
Grant.
L The school board of the schoO district and the governing body of the pubfic kbrary mUSt (>nter into a
written agreement that dearly delineates the firrancial respansibilities, mauntenance and cars.':' of the
physical facOity, personnel, 4)tellectual freedom, use of equilpmcr?,nt, hours of service, and any other
rellatc',,d issues,
2. A copy of the agreernent r"nust be subpr1itted prior to the State Liibrarry mlcas4ig any grant money to
the combined school pubhc library, The State,, LJbrary n'-aay recor-nnsend changcet in the agreenient,
1 The library must provide space for fibrary rnaterWs for patrons of all ages and allocate its space and
funds for estabHshirIg a C(r)lI(Xtion of library materials for children, young adults arid acluits in
appropriate proportions.
4. The, comt bined school public library may not expend Pubhc Library Assistance Grant funds or locai
matching funds for school or CUrriiculurn related rriateruals,
5. The library must be readily accessible to Iibrary patrons other than students enrolled in the schoo�
by placirig the library fn a separate faOity, in a room that has an, Outside entrance, or by providing
access and clear signage at the schoof entrance
6, The, library must maintain a regular schedule of hours that meet, the rninimurn requirements detailed
in the instructions, At least 1.0 of the open hours must be outside regular schoobouts, (A library open
3 5 p,rn. on Monday through Friday only, does not meet these requirerntrmts,)
3=
L Each separately administered library facility must be open regularly scheduled hours a rninirnurn of
48 weeks per year based on the following:�
Population served
Hlours
cmder750
10
750-- 1,500
15
1,SOO 3,000
2S
3,000 10,000
40
over 10,0100
50
2. A branch outiet of a public library system, which is easily accessible by road to its rnain
library„ must be open regularly scheclLiled hours for a rnininlUrn of 48 weck� a year based on
the VIoMng:
Population served Hours
under 1., 000 15
1,000 4,999 20
5,000 and over 25
13
3, hash outiet must be opera at least three days; r..)er wecA
,4. E.ach pubkc library Ouflet must be open at, least 5 hm,vrs dUring evening and vvf..rekerlcl hours.
Err a cornbined schoal public library, at icast 10 of its oplen bows must be outside ref,,,uia� school
hours.
V1. Staffing, Educational, and Training Requirements
I. I he library mius,t provide vairied paid or volunteer staff on duty at each fa6Hy during aH open
hours,
2'. Each hbrary mutt have a designated library director who completes at least one confinuing
education program approved by the state librarian every two years, tJbrary directors, mi..ist cornplete
one con6nuing education prograrn either during FY2018 or F-Y2019 (RdY J, 2017 June 3,0, 2019) for
the library to remain eligible for the giant.
3. Approved continuing education programs wdl provide at least. 6 hours of actual instruction, Library
directors should ask the State Library for pre -approval for trainng or conferences that the director is
pianning to attend to rneet this, requirement, Ihe State Library has pre -approved attendance at the
annUal conferences held by the Alaska Library Asso6ation, the Pacific Northwest Library Association,
and the American Library Association.
4. in order to heip pubkc libraries meet the continWng education requirernent, the Alaska State I. ibraty
offers two annuaq Continuing Education Grants to public kbrary directors and/or th6r staff, Fo0
r'n o r o information see. _yak i�
S. if the library is in as municipality Mth a population of 3,000 to 5,999, the 6,ectar must have a
bachelor's degree and library management expenence or training (Directors with continuous
service prior to July 1999 are exempt from this requirernent.)
6r if the library is in a rnuni6pahty with a population of 6,000 or more, the ffirector MUSt have to
maister's degree in hbrary or information science, (Directors With Corj6nUOLAS service prior to July
1999 arre exempt frorn this reqUirentent.)
The library must adopt and maintain policies, vvhich indudet�
a, a statement of mission, goa4s, and objectives; and
b. a written collection deve@opnient poNcy, providing for the seieclJon, e.valuation, and
weeding of materials, and reconsideration of materials,
2. "1rhe library rMISt p,rovade written copies of these documents to the State Ubrary upon re quest
Fill. FinaincW Requirements
Money payable as as Public Library Assistance Grant and funds identified as matching
funds may be used by the, public 8ibrajry only for expcnsc:s related to the op(,nation of the
public library. The State Library must approve the proposed expenditure of tirj("
rnoney
payable under the grant,
The irnOLArit of the grant: (up, to $7,,000) must be equaHy rnatched by iacal funds, Fie iocad
funding match shaHi consist of:
as local money (funds from Vocal government. or hou.31 rron profits or foundation funds);
* the, fair value rate of volluinteer labor used to operate the pubkc library UP to the total Mimber
Of h0LJrS the lbrary is open, Le 48 Weeks tlnies 10 houT-5 per- week for 480 hoursw or.
* other grant funds that can be used for operating expenses, inducfing the lnstitk)U? of Mijsei,,mi
and Library Services' Native Arnerican Basic tibrary Services Grant (For inforniatlon about thf`se
grants, see: ht tl Z
a, No other types of in -kind contributions may be counted toward the local match.
1 he library ShOUld not apply for r'nore money than it Is certain it car match with local funds. if
the library does not actually spend the arnount of matching funds cornrrOled in the apphcation,
the State Library WjIl reclarni as portion of the grant moneys at the crid of th(,, grant year.
b. in the event the State Library does not have sufficient funds to proOde each ehg�b1e
outlet the full grant amount, it niay pro rate the sLate grant award. When grants arse pro
rated, the pUbhc library may not reduce the amount that it conirriattecl to the match.
3. D'Ljrinp each fiscall year, a public library receMnp .,a Public Labrary Assistance Grant must
expend at least $3,5001 frorri any cornbination of grant Or local aiatchlng funds for library rnaterGals
for each of its public library Outlets CompUters, are not hbrary materials and do not rneet this
reqUrernerit,
4. if the proposed expenditure under a Public Library Assistance Grant includes ihe payment
of utilities and cornmunications for a public library lin as shared fav,Aity (such as a corn or tied
school public library), the money, payable Linder 'the grant may only be used for the
proportion. of the costs attributable to LJS(? as a public h1brary.
5If you choose to receive a paper check, please be careful when you separate the check fjron`j the rest
of the form. Some libraries have rlpped the routing number off while separating the check along the
perforations. B@riks will not process the grant check if the rOUflng number is missing.
6, If YOU choose to receive a paper check for, your Public Library Assistance Grant, please be sure to
deposit the check within three months of receipt. Failure to do so, rneans that the library grant check
becomes stale and cannot be cashed. At that point, the only way to aiccess the grant frin&, is to
apply through the Alaska Department of Revenue's Unclaimed Property w,e°b page.
7, Each grant award nlUst be mafntainecl in an a,cCOLAint that rnakes it possible to track
expenditures of the grant funds..
& The library must maintain an accurate accounting of the library's budget and expenditurc, oI`
all funds. Records of all grant expenditures must satM-y audit requirements
9, Funds may Ibee expenclecl o0y for those Purposes set out in the grant apptication. The State
Library rriust approve budget chainges prior to expenditure. See Section X111 below,
Requesting Budget Changes in Grants.
10. Funds must be spent or, enCUmbered during the period firoar July I through Juno 30, "They
cannot be carried over into the next year's budget Or Put into the city's general fund. Any
nnon(.-.ry that has not been spent or enCUmbeted by that date MLJSt be returned to the State
Ubrwy. Funds for personneI and travel may riot be encurnberp(A but mUsl be spent by June
30. Other linen lterns encumbered sirJOUld be spent by September I and not carried
indefinit0y,
IX. Instructions for the Pubfic Library Assistance Grant Apphtation
The first part i:)f the Application is self- expianatory, bUt the foilowirq-,.^, iterns rnay need further
expla nal ion.
� Fl_ijS -�ail , ;, t
#7. Check Mailing Address is the address where the Stale Ubrary should rr the. f, I a n
check. if the check should be rnaded to the Ilibi ary address, ieave line 7 biank Many librarueS
receive the grant through electronic; deposit..
#81 Hours and' eeks Open: For each day the Hbrrai-V is list which hours 'it is open, j,e. Mon
10 to 2. Include the total nUrr)ber of hOUrs perr week the Hbrary is open Mso, inckldc' the
number of weeks per year the library wid be open.
#9Weeks Closed: Check the calendar for July I., 20171hfOL.Agh June 30, 2018 and indicate thosc.,
dates (other than holidays) 'that the library wiH be cio� sed.
#10. Number of Outlets: (Only Anchorage, Barrow, Fairbanks, Juneau, Kotzebue, and Naknek
need to comiplete this section.) On the separate Branch Library or Bookmobile Application
Addendurn Page, include hour's and weeks open for each outlet.
#1L BUDGET SUMMARY: This section nee& to bo completed very catefuHy since it determines
the size of the grant.
Determine how much in I ' o ' cal to " in ' ds the wfl library l spend per Outlet during the
year, Put this amount in column "Local FUnds for Match" and show how it will
be spent. if you are able, to provide $7,000 or rnore in "Local Funds for Match,"
YOU are eiigiblie to request the entire $7,000 Public Library Assistance Grant.
In column two "Grant Funds Requested," the figures should total $7,000 or Lhe
arnount corni-nitted from local funds.
3. In C.OlUrrin three " Fotal Project Budget," add the first tWO COiLAMins.
Salaries and wages - full and part tirne staff (except buiicl4ig and grounds
irriaintenance employees).
Fair Value Rate For Volunteer Labor - if the library is staf'fed by VOlUnteers, the
libirary rnay clairn the fair value of up to one hour of volunteer labor Iper hour the library
is open dUriing the fiscaN year. Fhe value of volunleer iabor is based on independent
Sector's national figures and may not exceed the foHow[ng:
Population served Fair value rate
Under750 $22 00 per. hour
75C 1,500 $22.00 per hour.
Din #12 of your appiication, please note the nUrnber- of voluritcneu hours, the hOUrly
irate cVaimed, and the fair Value rate for v6UrItCer Libor in the space b0ow the
Budget Summary.
.3. Benefits - rredical, dentaN, insurance, workman's corripensation, sc)cW security
and retirement programs paid by the ernpioyer; usually MrnpUted as a
percentage of s-alary.
(",011ECTION (LIBRARY MATERIALS)
I„ Books cost of books in any fore-roat, shipping, and preprocessing fees,
2. Subscriptions, subscriptions to rnagazrnes and newspaper 5, and other
pubhcalions an standinp , order.
3 Audiovisual - audio CDs, films, slicles, pre recorded aUdio arid vudecA,apes, DVDs, phono-
recordings, pictures, rnaps, charts, media k[ts, etc.
4. Online services and Internet Service Provider Fees (Up to $500 Toni) - of the $3,500
that the library must spend or) library materials, jjP to 0 total of $500 in loco; funds
andlor stote groat funds rnoy be includedfor online services and Infutocl Ser vice
Provider (ISP)fees. YOU can include here the lease or purchase of databases for YOUr
PatrOrIS to USE!, 00.E license fees, hcense fees for access to orihne database content,
such as 1-ex0s, Gale, or Wilson, or per search chargcs for online database searches, such
as Dialog, if you p4in to spend more than $500 wn this category, record funds beyond the
$500 level on fine c - 5, Other Expenditures.
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WXJEMEM��y�
1. Building Operations - utilities/heat: electricity, water, heat (oil, coal, stearn, etc.);
snow reirnoval, janitorial contracts or salaries, cieaning supplies, insurance on the
library. Include in this category the cost of cabie w w4ing for computers or
electronic access if the cost of the cable is separate frorn the installation charf2,es,
2 Furniture,, Equipment, and Computers - computers, printers, routers, rnioderns, hard
drives, scanners, fax mac[flnes, photocopiers, shelving,, desks, chairs, filing cabinets,
etc., except when part of new construction or a major, remodeling; iterns with a
Ve span of several years, including the leasing of those items.
3Travel - transportation and per diern (or aictual costs) to atterld conferences,
rneetings and contiriLfing edLACation/ training experiences relevant to job
responsibilities; includes reirribursement for travel related expenses of
consultants, prograrn presenters, etc,
4, Supplies - consumable items Such as office supplies, processing and maihng
supphes, mending and repair supplies, blank audio and videctapes, and
computer diskettes.
5, Online services and Internet Service Provider Fees (Expenditures Beyond $500
Total) - you can include here the I'lease or purchase of databases for your patrons
to use, 0CtC license fees, license fees for access to on4ie database coritent, such as
Lexis, Galen, or Wdson, or per search charges for oH5ne database searches, such as
Dialog. Record the first $500 spent on these items on hne b - 4, Collection (Library
Materials) and record here any expenditures beyond $500,
ME&TERM
Cornmunicatlons postage, t6ephonu,, and prnting costs, such as,
expenditures for inforrnational brochures, advc,oiSETnents and flyers, but rioL
the cost of paper for photocopyng which b0ol'IgS Under Supphes,
Instailation and rnainterrance, Cfrarges for cornrrIlMlicalions, equiprnent and netwcn,ks.
Contracted Computer Services - cUstor)) picgrarnrnRng, softwarc, leases, other
contractual arrangements, equipirnent repar, rr�aintenance agreements
7 All Other Unreported Expenditures - any other (axpenses, not included above, such as
book binding servIces and maintenance contracts on typewriters, copiers, etc.
#12. Fair Value Rate for Volunteer Labor: ff your ibrary is slain-flng volunteer labor as part of thc,
local match, please note the number of volunteer hOUrs and the hourly rate clairned. The
library may claim the fair value of up to one hour of volunteer labor for every hour the
library is open. if the %rary is open 10, hours per week for 48 weeks, of the year, you rnay
only claim 480 hours of v6unteer labor See page 6 of these instructions to determine the
fair value rate for voluniteer labor in a town of your size For auditing purposes the library
must be able to provide appropriate documentation for the VCiUnteier hours ckalrnecl. (e.g.
rnontWy schedules, tir-necards, etc.)
If you have ques,tionis, about the grant application, please contact Pathence Frederikson at 4652911.
I he deadline for alaphcations, is April 1, 2017, Scanned copies of srgned grant aplahcations are
acceptable and should be e-mailed to L ri k �a-��a pov before or on April' 1.. - _�s ' -
Applications which are mailed must be, postmarked by AprH 1. to this address:
Grants Administrator
Alaska State Library
395 Whittier'street
Juneau, AK 99801,
7f1. Grant Timeline for Public Library Assistance Grants
The following; timeline binds 0 grants aclrninstered by the State Library. In an effort to get grant awards
to libraries as soon after July I as possnbl,e, the State Library wilil use the foliowing grant cycleu
January 2017: State Library distributes grant applications for FY201&
April 3, 2017: Deadhne for llbra6es to postiI applicatoons to the State Uhrary. This date Is
also the deadhne for subirnrssian of mission, F,,,oals, and objectives staternents
and collection development policies, lif not already Skibrrl4tted to the State
Libirary.
June 2017: State Library verifies, eligibility of public Hbraries and sends out gront
ogreemerits and budget reosions to hbrarlies. Libra a6es, sign and retUrrl theiT
grant agrcernent and budget revasion to State Library.
July 1, 2017 June 30, 2018: Girant period,
Jully 201.7 After the State Library receives the srgnc;d grant agreernertt and budget revision
from the library, we wHI issue a paper check or do an electronic deposit of the
entire Public Library Assistance Grant.
Septernber 1, 201 7; D('IZ.WhnC f(Jr SUbmission of iibrary's signed FY2018 grant agreement,
July 201& Slate Library serids OLA the Alasko Public I ibrory Report passwords for FY2017.
September 1., 201& All three cornplietc�,d reports for FY2018 are dUe back to the State L'brary.
1, Each grant award must be maintained in an account that makes it possibic to track
expenclutures of the grant funds,
2 Records of ail grant expenditures Must satisfy audit rec juirements.
3 Funds r-ray be expended only for those purposes set out in the grant application.
4. Funds must be spent or encurnbered during the period from Ju� y 1 throut,;hi June 301.
They cannot be carried over into the, next year's budget Dr Put into the city's general
fund. Any money that has riot been spent or encumbered by that date must be returned
to the State Library, Funds for personnel and travel may not be encumbered, but must
be spent by June 3or
When a library applies for a grant, a budget must be subrnitteA detaihng how the grant money will be
spent. The State Library awards, grants based on the expectation that the money wiH be spent as
proposed in the budget
if a librairy wishes to change any fine item by more than 10%, it must receive prior approval from the
State Library, (A change of less, than 5100 in a Me ��teni, or any change which adds funds, to library
materials does not rroquire prior approval even if it is more than a 10% charge.) Thy, budget revision
form us avaHabie or) at: ht )j:/ tnsjibyoq
'the Alaska Administrative Code requires a i1brary to file a Gront Final Report with the State Litnary for
each grant that it receives. Libraries receVrig Public Library Assistance Grants must a&so file an AnntrJOI
Report, and Technology Report, Therse three reports are due by the first business day of September
foflowing, compRetion of the grant period of as library fails to fille these reports or to properly aCCOLMt for
the use of grant funds, the State Library may reclaim the entire grant award,
Libraries that have not submitted these reports will riot be Oigibie I ' o apply for future grants until as
requirements for past grants are met. The State Library wiH send libraries all three report fotrns at the
begnning of July. Reports for FY2018 grants are due by September 1, 2018
Nease keep th'cs �nstructionai rner-norandur'n in your grarit file, I his niernorandum proOdes basic
information on how to manage the grant fr Unds you receive
if you need additional information, 1pgvase craH Patience Froderikson at 46S-2911 or contact her by e-
mail: piitiev)ce.frederIksenL),..la)s
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