State Aid to Libraries Grant Program Overview July 2012

2. State Aid to Libraries GrantProgram OverviewJuly 2012 Marian Deeney Grants Office Manager

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4. State Aid to Libraries GrantProgram OverviewJuly 2012 Marian Deeney Grants Office Manager

5. Marian Deeney Division of Library and Information Services Office of Community Development Grants Office Manager 850.245.6620 marian.deeney@dos.myflorida.com

6. 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.

7. Types of State Aid Grants • Operating • Equalization • Multicounty

8. 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

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

10. 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

11. Equalization Grants: Amount County Expenditures Gadsden = 1.0307 Union = 1.4733 Statewide Adjusted Average = 1% County Expenditures Jefferson = 0.9470 Levy = 0.3795

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

13. Equalization Grants: Phase 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

14. Multicounty Grants At least one county in system must be eligible for Equalization grant.

15. FY 2012-2013 Application Deadline: October 1, 2012 Reports and Other Documents Deadline: December 1, 2012

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

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

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

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

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

21. Expenditure or Appropriation Report Form DLIS/SA01Common Issues / Questions • Local expenditures on page one don’t match page three. • Math errors • Automatic rounding problems • “Other” expenditure category • Local expenditures increased or decreased by more than 10% over the previous year.

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

23. 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

24. 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 library’s governing body.

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

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

27. 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.

28. Long-Range Plan • Outlines 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.

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

30. 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.

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

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

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

34. 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.

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

36. Annual Plan of Service

37. Budget • Adopted or approved by the library’s governing body • Additional requirements for public library cooperatives

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

39. Summary Financial Report Form DLIS/SA04 Part C: Use of State Aid to Libraries Grant Funds During FY 2012-2013 2011-2012 $77,500 $212,814 $35,500 $325,814 Director Dan 11/6/12 Director Dan

40. Annual Statistical Report Form for Public Libraries

41. Annual Statistical Report Form for Public Libraries

42. State Aid to Libraries Application • Postmark deadline: December 1, 2012

43. State Aid Timeline Library Grants Office

44. 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.

45. Contact Information • Marian Deeney Grants Office Manager 850.245.6620 marian.deeney@dos.myflorida.com • Stephanie Irvin Statistics consultant 850.245.6608 stephanie.irvin@dos.myflorida.com *6 to mute ― #6 to un-mute

46. 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 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.

47. 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 State’s Division of Library and Information Services.