Orientation Meeting January 27, 2014

Kentucky Dept. for Libraries & ArchivesPreventing Summer Reading Loss –

Fueling the Mind Grant Project

Orientation Meeting

January 27, 2014

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.


• 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.


Your program should:Extend and/or expand the duration of the Summer Reading Program (SRP,) depending on the local school calendarExpand the number of age appropriate programsIncrease the amount of circulation during the grant periodIncrease the number of library cardholders, and ultimately to increase the number of children participating in SRP.


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


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 [email protected] or

(502) 564-5625, ext. 4915 or Michael Sullivan at [email protected]

•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.

https://kdla.ky.gov/librarians/funding/Pages/LSTAGrantApplications.aspx

https://kdla.ky.gov/librarians/funding/Pages/FederalGrants.aspx

https://kdla.ky.gov/librarians/funding/Pages/FederalGrants.aspx

mailto:[email protected]



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.


Project InformationThe 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.


• Duration of Summer Reading Program (SRP)


• Number of Programs by Audience1. Number of Programs by Audience

Current Plan for 2014 Number Expanded Plan for 2014 Number Pre-Kindergarten Pre-Kindergarten School Age School Age Teen Teen Multi-Age or Family Program Multi-Age or Family Program Additional information:

Example: We have not been able to provide much in the way of teen programming in the summer and would use some of these funds to hire someone to address that age group by creating five programs a week.


1. Participants in SRP

Number of SRP participants planned for 2014

Number of SRP participants planned for 2014 with grant funds

Please describe in detail how you count the number of participants in your SRP:

Example: We count SRP participants by weekly program attendance. Or…We count SRP participants by the number of children who receive reading logs.


• Circulation Statistics

1. Circulation Example: Circulation for grant period from 2013

Circulation goal for grant period in 2014

June 1-July 14, 2013—1,978 materials June 1- July 14, 2014—4,039 materials Circulation for grant period from 2013

Circulation goal for grant period in 2014


1. Cardholders Example: Library cardholders at time of application

Library cardholders at time of application

40,617 44,678 Library cardholders at time of application

Library cardholders at the end of grant


Name of your site locations, address of your sites, indicate what type of site you will be operating (library, mobile, or outreach), the dates your site will be operating, the days of the week you will be serving, the meal(s) you will be serving, and a brief description of the programming you will be offering at each site.

The following is an example:

Site Name Site Address Library,

Mobile, or Outreach Site?

Dates of Site Operation

Days Served Every Week

Meal(s) Served at this Site

Brief Description of Programming

Springfield Community Center

100 Main Street, Springfield

Outreach 6/1/14-8/1/14

Monday-Thursday

Lunch Read alouds, science experiments, book checkouts

Complete the following table. If you need more space, copy table onto a separate sheet and attach.

Site Name Site Address Library,

Mobile, or Outreach Site?

Dates of Site Operation

Days Served Every Week

Meal(s) Served at this Site

Brief Description of Programming

Additional Information:

Example: We will not serve lunch at the Springfield Community Center on Friday, July 4, because of the holiday. We will alternate programming at the site between paid educational performers and library led stories and crafts.


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?


Number and type of staff employed through the grant who will manage the Preventing Summer Reading Loss—Fueling the Mind project and provide expanded age appropriate programming. If you plan to deploy this program at more than one facility, describe how staff will be assigned.

The following is an example:

Full time Employees Part time Employees Number of hours worked per week 2 75.0 2 40

Complete the following table

#Full Time Employees #Part Time Employees Number of hours worked per week

Additional Information:

Example: We currently have 2 great part time employees who are college students. They work year round for us. With these funds, we’ll be able to make them full time for the entire summer.

• Number and type of staff employed through the grant who will manage the SRSP and provide expanded age appropriate programming.


Project Information Continued:

•Publicity and Promotion

•Community Partnerships

•Date when grant funds are needed

•Other information concerning the grant application


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


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


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 - $4,800Medicare & FICA, 7.65% ($4,800 x 7.65%) - $367


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) - $25.00Table Cloth Rolls (4 rolls of 300 ft @ $15 per roll) - $60.0060 Qt Cooler with wheels ($50 ea x 2) - $100.00Black Sharpie Markers (1 box of 12 @ $7.99 per box) - $7.99Spools of Ribbon (5 rolls @ $0.50) - $2.50Science Kit (1 set with 30 experiments @ $810 ea) - $810.00


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) - $37.50150 b/w activity sheets (8.5 x 11 @ $0.10 per pg) - $15.00100 full color flyers (8.5 x 11 @ $0.50 per pg) - $50.005 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) - $240.663 - 3x4 display newspaper b/w ad (2 x 92.56 ea) - $185.12


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

http://finance.ky.gov/services/statewideacct/Documents/Mileage%20rate%20for%20website%2009%202012.pdf

http://finance.ky.gov/services/statewideacct/Documents/Mileage%20rate%20for%20website%2009%202012.pdf


• 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 - $350.00Journey 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 - $150.00Purchase 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 - $740.00Main principles of programs are tied to Kentucky Core Content. Reptiles are used as models

and examples of biological concepts.


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


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 [email protected] or [email protected]

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




Application Review Process

All complete applications submitted by the deadline will be reviewed by KDLA with the following criteria:

1. All eligibility 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.


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.


Heather Dieffenbach

Children’s and Youth Services Consultant

502-564-8300 ext. 287

[email protected]

Charlene E. Davis

State Library Service Division Director

Field Service Division Acting Director

502-564-8300 ext. 230

[email protected]

Nicole Bryan

Program Manager

502.564.8300, ext 304

502.564.5773, fax

[email protected]




Orientation Meeting January 27, 2014

Documents

Transcript of Orientation Meeting January 27, 2014