Fy2015 Instructions For The Expenditure Of State Aid Grants printable pdf download

THE LIBRARY OF VIRGINIA

FY2015 INSTRUCTIONS FOR THE EXPENDITURE OF STATE AID GRANTS

GENERAL INFORMATION

1.1 Application. State Aid grant applications must be received at Library Development and

Networking Division no later than June 1 of each year (Code of Virginia, 42.1 – 50).

1.2 Budget. First quarter payments of state aid will be released upon the approval of the

state aid program by The Library Board. No further payments will be released until a budget for

the expenditure of state aid funds has been submitted and approved by The Library of Virginia.

The budget form will be sent on or before July 1 and must be submitted to The Library of Virginia

no later than August 1 of each year. Approval by The Library of Virginia can be expected by

August 15. Any deviation from the proposed budget of more than 10% per budget category must

be submitted no later than June 1 for approval by The Library of Virginia.

1.3 Eligible Costs. State aid funds may be used for:

a. Books and Materials. The definition of books and materials is provided in the Code of

Virginia, Title 42.1 – 74.1. “Books and other library materials shall include any book,

plate, picture, photograph, engraving, painting, drawing, map, newspaper, magazine,

pamphlet, broadside, manuscript, document, letter, public record, microform, sound

recording, audio-visual materials in any format, magnetic or other tapes, electronic data

processing records, artifacts, or other documentary, written, or printed material, regard-

less of physical form or characteristics . . .” Any materials purchased with state aid must

be freely available to patrons.

b. Staff Expenditures. No more than 25% of the total grant may be used for salaries and

benefits of professional full-time, MLS librarians. Additionally, staff development fees for

professional librarians related to conference registration, speakers, and travel for training

are eligible costs. These fees must be included in the state aid budget. To receive

Fellowships, applications and approvals must comply with established Policies and

Procedures Governing Virginia State Aid Fellowships. Application forms are available on

the Extranet or upon request.

c. Equipment. Funds may be used to purchase and lease equipment which is defined as

“any machine or furniture used to make the books or other library materials (as defined in

section 1.3 a above) accessible or available to the library’s clientele.” Equipment must be

moveable (i. e., not built in as part of the building) and can include telephones with

related charges, and bookmobiles/vans/vehicles that deliver materials and services to the

public.

d. Supplies. Eligible items include supplies that directly relate to making services

accessible or available to the library’s clientele. These include binding and printing.

Housekeeping supplies are not eligible items.

e. Contractual Services. Eligible contracts must be directly related to making services

accessible or available to the library’s clientele. Ineligible expenses include basic

operating expenses such as service contracts on a facility, rent, studies of library

operations or services, and custodial service.

f. Ineligible expenses. Includes postage, membership fees, insurance, utilities, and

flooring.

Fy2015 Instructions For The Expenditure Of State Aid Grants