Orientation Meeting January 27, 2014

1. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Grant Project Orientation Meeting January 27, 2014

2. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • The Kentucky Department for Libraries and Archives (KDLA) invites qualifying countywide public libraries to submit applications for summer 2014 Preventing Summer Reading Loss – Fueling the Mind Project grant funds. Funded activities must occur between May and September 2014.

3. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • KDLA is offering grants to expand Summer Reading Programs in conjunction with the Summer Food Service Program (SFSP.) These grant funds can be used to hire staff to manage the library’s participation in the Summer Food Service Program, to support delivery of food and literacy programs to SFSP Sites outside of the library.

4. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Your program should: • Extend and/or expand the duration of the Summer Reading Program (SRP,) depending on the local school calendar • Expand the number of age appropriate programs • Increase the amount of circulation during the grant period • Increase the number of library cardholders, and ultimately to increase the number of children participating in SRP.

5. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind ELIGIBILITY REQUIREMENTS • Public libraries which meet the following requirements are eligible to submit an application. • Have a legally established public library • Have a library director who is properly certified by the Kentucky Board for Certification of Librarians • Provide free countywide library Service, without discrimination

6. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind What should you do next? • Review the application. http://kdla.ky.gov/librarians/funding/Pages/FederalGrants.aspx • Secure an SFSP sponsor (school district, Community Action, etc.). If you have difficulty securing a sponsor, contact Cathy Gallagher at Cathy.Gallagher@education.ky.gov or (502) 564-5625, ext. 4915 or Michael Sullivan at michael.sullivan@education.ky.gov • Contact the sponsor/s in your community to learn how they will manage the program. That conversation should help inform your project. • There will be an MOA for the library and sponsor to sign.

7. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind What else should you do next? • Review reports from 2012 and 2013 programs. • Form partnerships with agencies and organizations that might provide programming, volunteers, funding, materials, support, etc. • Complete the application.

8. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Project Information The application is a Word document. You can complete it in Word and save the document to your computer or network share at your library. The text boxes which provide you with an opportunity to give us additional information are expandable. However, you need to be aware that they will encroach on text below if you expand it enough. Just make sure to move the text of the document further down the page if you need to expand the text box beyond it. Information requested includes— • Summary of need: Describe the community need that the project will address. Include your county’s Free and Reduced Lunch percentage and other relevant statistics, community input, professional research data, and connections to your library’s mission or plan. • Contact your local Family Resource and Youth Services Center for assistance locating and targeting areas with high FRPL percentages.

9. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Duration of Summer Reading Program (SRP)

10. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Number of Programs by Audience

11. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind

12. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Circulation Statistics

13. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind

14. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind

15. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Project Information Continued: • How many meals you will serve • How many children do you anticipate participating in the SFSP? • Plans for serving adults • Which meals do you plan on offering from the SFSP?

16. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Number and type of staff employed through the grant who will manage the SRSP and provide expanded age appropriate programming.

17. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Project Information Continued: • Publicity and Promotion • Community Partnerships • Date when grant funds are needed • Other information concerning the grant application

18. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Project Budget Grant funds may only be used for allowable project expenses. These include, but are not limited to: • Personnel working directly on the project • Supplies • Printing • Publicity / promotion • Mileage Reimbursement • Special outside educational programmers

19. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Project Budget Continued Grant funds may not be used for unallowable project expenses. These include, but are not limited to: • Personnel not working directly on the project • Contingencies • Donations • Food—Not even for crafts • Incentives / gifts / prizes • Entertainment

20. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Personnel--Salaries / fringe benefits of new or existing staff – Detailed information should be included as an addendum to the budget sheet. Include cost of staff to be charged to the project. This includes full or part time staff whose salaries and fringe benefits will be paid by the library. Time records will be required. Fringe benefits should be included and may differ from library to library. Specifically cite what is included. Example: 3 part-time staff @ $10 per hour x 20 hours per week x 8 weeks - $4,800 Medicare & FICA, 7.65% ($4,800 x 7.65%) - $367

21. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Supplies – Detailed information should be included as an addendum to the budget sheet. Be specific on items and numbers to be purchased. This can include supplies associated with the SFSP such as paper plates, plastic utensils, paper towels, gloves, etc,. as well as supplies associated with conducting programs. Example: 25 packs of Sea Creatures for Beach Week ($1 per pack) - $25.00 Table Cloth Rolls (4 rolls of 300 ft @ $15 per roll) - $60.00 60 Qt Cooler with wheels ($50 ea x 2) - $100.00 Black Sharpie Markers (1 box of 12 @ $7.99 per box) - $7.99 Spools of Ribbon (5 rolls @ $0.50) - $2.50 Science Kit (1 set with 30 experiments @ $810 ea) - $810.00

22. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Printing – Detailed information should be included as an addendum to the budget sheet. Include reproduction of project materials and list specific items. Example: 50 full color posters (11 x 17 @ $0.75 per pg) - $37.50 150 b/w activity sheets (8.5 x 11 @ $0.10 per pg) - $15.00 100 full color flyers (8.5 x 11 @ $0.50 per pg) - $50.00 5 banners ($100) - $500 • Publicity / promotion – Detailed information should be included as an addendum to the budget sheet. Include only those costs associated with advertising or promoting the project. Grant funds may not be used to promote an individual library or library service in general. IMLS and KDLA should be acknowledged in all promotional materials. Example: 2 - 3x4 display newspaper color ad (2 x $120.33 ea) - $240.66 3 - 3x4 display newspaper b/w ad (2 x 92.56 ea) - $185.12

23. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Mileage Reimbursement – Detailed information should be included as an addendum to the budget sheet. Include only those costs associated with the pickup of the food from the sponsor and the selection and purchase of supplies in support of the Summer Food Service Program and Summer Reading programs. This reimbursement is restricted to the current state rate which is found at http://finance.ky.gov/services/statewideacct/Documents/Mileage%20rate%20for%20website%2009%202012.pdf It is currently $ .45 but changes quarterly. Example: Library Branch to Sponsor School round trip (6 miles total, 1 person, 4 x per week) – 24 miles x 8 week FTM program = 192 miles x $0.45 – $86.40 Main Library to Sponsor School round trip (11 miles total, 1 person, 2 x per week) – 22 miles x 8 week FTM program = 176 miles x $0.45 - $79.20 Site 1 to Sponsor School round trip (18 miles total, 1 person, 1 x per week) – 18 miles x 8 week FTM program = 144 miles x $0.45 – $64.80 Shopping for supplies and materials (10 miles per week) – 10 miles x 8 week FTM program = 80 miles x $0.45 – $36.00 • Can not use mileage for passing out flyers or posting publicity

24. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind • Other – Detailed information should be included as an addendum to the budget sheet. This may include such items as payment to a special outside educational programmer. These requests will be reviewed on a case by case basis for funding. Example: Mr Bond the Science Guy - $350.00 Journey to the Center of the Earth – kids will learn about the Earth as a magnet, make a volcano erupt, crush rocks and journey to the Earth’s core. Motion Picture License - $150.00 Purchase an umbrella movie license to show movies related to summer reading program themes on a large screen to children and families. We will promote books related to the theme before each movie. Kentucky Reptile Zoo - $740.00 Main principles of programs are tied to Kentucky Core Content. Reptiles are used as models and examples of biological concepts.

25. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Certifications • A – Certification of Application • This document must be signed by the Library Director and the Grant Project Director. • B – Title VI Assurance of Compliance and Status • This document must be filled out and signed by the Library Director or Library Board President • C – Debarment, Suspension, Ineligibility & Voluntary Exclusion • This document must be signed by the Library Board President • D – Children’s Internet Safety • This document must be signed by the Library Director or Library Board President

26. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind The deadline for submission of Summer 2014 Preventing Summer Reading – Fueling the Mind grant applications is Friday, March 14, 2014. Only complete applications received by the deadline will be considered. Scanned Applications MUST be received by Friday, March 14, 2014, 11:59 pm. Send to Heather.Dieffenbach@ky.gov or Nicole.Bryan@ky.gov Original Documents MUST arrive at KDLA by Friday, March 21, 2014. Send to Nicole Bryan Ky. Department for Libraries and Archives P.O. Box 537 300 Coffee Tree Rd. Frankfort, KY 40602

27. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Application Review Process All complete applications submitted by the deadline will be reviewed by KDLA with the following criteria: 1. Alleligibility requirements necessary to submit an application have been met. 2. The application was submitted according to KDLA requirements and guidelines, and contains appropriate signatures on all certifications. 3. The submitted project proposal shows sound project planning.

28. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Grant Award and Agreement between KDLA and the Approved Applicant • KDLA will notify all applicants of the action taken on their applications. • Grant award recipients may be required to attend a live online project information meeting/s. If attendance is required, the recipient will be notified by email of the date, time of the live online meeting/s. • KDLA will prepare and execute agreements with the grant recipients. The agreements will include all requirements regarding acceptance and use of grant funds, obligations of the grantor and grantee, grant payment schedules, quarterly status and financial expenditure reports, records retention, and audits. The approved application will become part of the agreement between KDLA and the recipient.

29. Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss – Fueling the Mind Heather Dieffenbach Children’s and Youth Services Consultant 502-564-8300 ext. 287 Heather.Dieffenbach@ky.gov Charlene E. Davis State Library Service Division Director Field Service Division Acting Director 502-564-8300 ext. 230 Charlene.Davis@ky.gov Nicole Bryan Program Manager 502.564.8300, ext 304 502.564.5773, fax Nicole.Bryan@ky.gov