Administrative Rules Letterhead s3

Summer Library

Program Grant

Interim Report

due by

May 1, 2018

This report must be completed, signed and submitted to the

Missouri State Library by email, fax or mail:

Email to:

Fax to: (573) 751-3612 OR

Mail to:

LSTA Grant Program

Regina Anderson, Grants Officer

Missouri State Library

600 West Main, PO Box 387

Jefferson City, MO 65102-0387

Instructions for Interim Reports, LSTA Grants

The Interim Report consists of the following items. Please use the report forms furnished in this packet and your award packet to complete the following:

1. Application for Payment: Remember to submit the Application for First Payment received in the grant award packet if you have not already done so.

2. Report Certification: Use this form to certify that the information provided in the program narrative, financial report and payment summaries is accurate.

3. Narrative Report: Please answer the questions to document the activities during the grant period.

4. Financial Report: List only LSTA Grant funds. Do not include local funds on the chart. Please use exact figures.

5. Payment Summary: Expenditures should be arranged by budget category. List the items purchased, invoice number, invoice date, name of vendor, LSTA funds spent, local funds spent, and total amount of each invoice. For expenditures related to personnel include the name of staff as Vendor, the number of hours worked and services performed in Description, position status in Invoice Number, time of service in Invoice Date, and wages paid by funding source. Please make as many copies of this form as needed to complete the list. Retain original invoices as documentation for this grant.

6. Procurement Certification: Please use this form to show documentation of purchases for items or contractual services of one type exceeding $3,000 in the aggregate.

QUESTIONS? Call Regina Anderson at (800) 325-0131 or (573) 526-6734 or email

MISSOURI STATE LIBRARY – LIBRARY SERVICES AND TECHNOLOGY ACT

Summer Library Program Grant

REPORT CERTIFICATION PAGE

Grant Project Number:

Grantee Name:

Project Director:

Name of person(s) making this report:

Phone number with area code:

E-mail address:

1. Total grant funds spent as indicated on the Interim Financial Report:

2. Total local funds spent on the project as documented on the payment summaries:

REPORT CERTIFICATION: By my signature, I believe the narrative report is correct, accurately describes what happened during the grant period, and realistically assesses the impact the project had on library use and operation. I further believe the financial report and payment summary are correct, and that all items listed in the payment summary are for the purpose set forth in the award documents.

X
Signature of Authorized Individual Date

Title of Authorized Individual:

MISSOURI STATE LIBRARY – LIBRARY SERVICES AND TECHNOLOGY ACT

Summer Library Program

INTERIM NARRATIVE REPORT

Grant Project Number:

Grantee Name:

Project Director:

Time period covered in this report - Start Date: End Date:

Name of person making this report:

Phone number with area code:

E-mail address:

Total grant funds spent as documented on the payment summary:
Total local funds spent on the project as documented on the payment summary:

Please answer the following questions on a separate sheet of paper. Include the question above each answer. Two to three pages should be sufficient to complete this report.

1. ACTIVITIES: Describe what the library did during this portion of the grant period (implemented, created, accomplished)

2. PROJECT CHANGES and ADDITIONS: Explain any variations from the original grant application that took place throughout the project. For example: What problems, if any, were encountered in implementing the project plan? How were they resolved? Were there any issues with the timeline? Document how the State Library was informed of and approved any major changes in scope.

3. FINANCIAL STATUS: Describe any variations from the approved budget. Will all funds be spent? The Grantee is allowed to transfer a total of $500 without obtaining a formal written amendment. Is there a need to adjust the budget via a formal amendment? Note that an amendment must be completed BEFORE any purchases are made or services rendered.

4. OUTPUTS: What output measures have been identified that provide evidence of service delivery? Outputs are those things you can count (statistics you can provide) that show something happened.

If applicable, record the number of items added to the collection as a part of the project in the chart below.

Total
Number of print materials added to the collection
Number of times print materials circulated
Number of audio/visual materials added to the collection
Number of times audio/visual materials circulated
Number of electronic materials added to the collection
Number of times electronic materials circulated

5. EVALUATION METHODS: Which of the following evaluation methods were used? Check all that apply. If a survey was/will be used, please include a blank copy of the survey with this report. Be sure the survey includes the required funding acknowledgement.

Survey

Review of Statistics

Interview/Focus Group

Observation

Other, please describe

MISSOURI STATE LIBRARY – LIBRARY SERVICES AND TECHNOLOGY ACT

Summer Library Program

INTERIM FINANCIAL REPORT

LSTA Amount Approved— Enter the LSTA amount approved in each category as listed in the budget memo in the grant award packet. Do not change any of these figures. Changes can only be made after an amendment has been fully executed.

LSTA Amount Spent This Period—List amounts expended during this reporting period for each category.

Total LSTA Amount Spent to Date—List total amount of funds spent to date in each category, including the amount in LSTA Amount Spent This Period.

LSTA Unspent Balance—List what is left to spend. (LSTA Amount Approved minus Total LSTA Amount Spent to Date)

Include only LSTA funds in this chart. Please use exact figures. Do not round.

Budget Category / LSTA Amount Approved / LSTA Amount
Spent This Period / LSTA Amount
Spent to Date / LSTA Unspent Balance
Contractual Fees
Library Materials
Personnel, including salaries, wages, and benefits
Services
Supplies
Travel
Indirect Cost Rate
TOTAL

Library Services and Technology Act Grant Program administered by the Missouri State Library,

a Division of the Office of the Secretary of State

Summer Library Program

Payment Summary – Interim Report

Grant Project Number:

Grantee Name:

Please list each item received during this interim portion of the grant period arranged by budget category. Include only approved items as listed in the project budget. Use exact costs. Do NOT round. Be specific as to the number of hours worked, number of miles traveled, books and DVDs purchased, etc. Items of a similar nature may be grouped together. For example, you do not need to provide a line item list of every book purchased, you can just record 22 children’s books to support the theme. Please see the Resource Section for an example. Retain copies of all original invoices, receipts, and timesheets for the institution’s grant file.

Budget Category / Description of item or service / Quantity / Invoice Number / Invoice Date / Vendor / LSTA Funds / Local Funds / Total
TOTAL

Missouri State Library LSTA Grants

Procurement Requirements

PLEASE NOTE: If the institution has policies established regarding bidding for purchases, follow those policies in administering the grant funds. “Grantees and subgrantees will use their own procurement procedures which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal law and the standards identified in [section 1183.36].”

The Library Services and Technology Act (LSTA) is governed by the federal regulations in 45 CFR Ch. XI, Part 1183. Check the section on Procurement Requirements, found at Part 1183.36. All federal grants are required to be in compliance to Office of Management and Budget (OMB) cost principles listed in the appropriate Code of Federal Regulations: 2 CFR Part 220, 2 CFR Part 225, and 2 CFR Part 230. “If small purchase procedures are used, price or rate quotations shall be obtained from an adequate number of qualified sources.” (45 CFR Ch. XI, 1183.36.4.d)

The attached Procurement Certification form is to be used to document bid processes of expenditures for identical goods or services over $3,000. (Example – 10 identical laptop computers @ $790 each = $7,900). If equipment is purchased through the State Contract, additional bids from other sources are not required. Simply state on the Procurement Certification form that the contract was awarded on the basis of State Contract.

For purchases of equipment over $3,000 in aggregate—Report the price and rate quotations obtained through:

1. Informal Method - Requests for proposals from an “adequate number of qualified sources,” which may be three or more sources, however, if only one proposal is acquired in a non-competitive proposal, the library must show that there is only one source, or competitive or sealed bids have failed to produce a list of interested vendors.

OR

2. Formal Method - Public advertising for sealed bids and a fixed-price contract awarded to “The responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price.”

Publicly listed price quotations may be gathered from such sources as Internet web pages or catalog advertisements; these may be counted as price & rate quotations. Keep all printouts and/or photocopies of quotations on file at the library; send us only the Procurement Certification form.

Library Services and Technology Act Grant Program, administered by the
Missouri State Library, a Division of the Office of the Secretary of State

PROCUREMENT CERTIFICATION

Library: Grant Number:

(Type or Print Library Name) (Type or Print Grant Number from Agreement)

Project Title:

(Type or Print Project Title)

1. Sealed Bids were received: ______yes ______no

If yes, these are the results:

a. Bidder name: ______Amount:

b. Bidder name: ______Amount:

c. Bidder name: ______Amount:

d. Bidder name: ______Amount:

e. Bidder name: ______Amount:

The Contract was awarded to:

on the basis of: ____ low bid, or

(state reasons)

2. By direct queries via telephone, email, letter, or fax: ______yes ______no

If yes, these are the results:

a. Bidder name: ______Amount:

b. Bidder name: ______Amount:

c. Bidder name: ______Amount:

d. Bidder name: ______Amount:

e. Bidder name: ______Amount:

The Contract was awarded to:

on the basis of: ____ low bid, or

(state reasons)

3. The vendor and the product chosen were a sole source: ______yes ______no

This fact was ascertained by the following steps. (Describe how the conclusion was reached. If necessary, attach another sheet.)

I hereby certify by my signature that the above statements are true and factual to the best of my knowledge:

Library Director’s Signature Date

Resources

Example answers to questions:

1. ACTIVITIES: Describe what the library did during this portion of the grant period (implemented, created, accomplished.) In broad terms, discuss how these activities contributed to meeting the needs of the target audience.

In February, a temporary project staff person was hired to coordinate the program and build community partnerships. Additional hours were also given to part-time staff to help plan programs for three separate age groups: Preschool - Kindergarten, Grades 1-5, and Grades 6-12.

In March, project staff completed the planning of Build a Better World weekly summer story time sessions with complementary crafts and activities for Preschool-Kindergarten children; weekly programs with complementary STEM-related activities for elementary-aged children; and weekly programs with complementary Invent-It activities for tweens and teens. In planning these programs, the library identified, ordered, and received the needed craft, activity and program supplies.

Contracts were finalized for special presentations by Science Fun and storyteller Barney Jones. Library staff also identified, ordered, received and processed books for our circulating collection to support the summer reading program.

In April, we worked with the local Head Start, area day cares, and the YMCA Summer Camp to confirm dates for off-site programs and in-library events. We had a special training day on April 20, 2018 for partner staff to learn about the importance of preventing the summer learning slide, the details of this summer’s program, fun activities they can do to enhance Build a Better World learning, and how to track and record group reading and activities to help their participants successfully complete the summer reading challenge.

Teens were recruited from the local high school to help at summer reading program sessions for children in Preschool through Grade 5. A team-building and training session was held for this group on April 27, 2018. Tracking sheets were created as the volunteer time will count for the Missouri A+ Program’s tutoring/mentoring requirement.

Also in April, the project coordinator developed flyers and brochures highlighting this year’s Build a Better World summer reading program. These promotional items were printed and are ready for distribution to local schools, day cares, businesses and the WIC clinic in the upcoming two weeks. Additionally, she worked with local media outlets on a series of paid advertisements and press releases to run throughout the summer.

One of the local day cares we planned to partner with, Little Ducklings, closed. We replaced this day care with a new one in our community, Rainbow Children. This is not considered a major change in scope as the day cares serve(d) the same age group, so the State Library was not notified.

The contractual cost of the special presentations was $45 less than originally budgeted. Supplies costs are more than anticipated, so the $45 was moved to that category. This is below the amendment threshold.