LSTA Policies and Procedures Manual

Monthly

1. Track spending against budget
2. Monitor funded projects
3. Prepare sign-in sheets and evaluation forms for DLD continuing education workshops
4. After each workshop, add evaluation data to the "CE detailed evals" spreadsheet for that year

July

1. Ask Brian Saczawa for MOE amounts for period Oct-June, and notify State Librarian if MOE is low.
2. Update grant forms on Libguide: grant timeline and midpoint report. Check dates on other forms.

New grantees

1. Receive contract paperwork from grantees in the mail
2. Email project director and library director with quick notification of receipt
3. Check all paperwork for accuracy and completeness
4. Contact project director and library director if changes are needed and wait for revised paperwork
5. Forward paperwork to State Librarian for his signature
6. Receive signed paperwork from State Librarian
7. Email copy of contract signature page to project director
8. Submit purchase requisition form to Dawn (cc Lynette) to be sent to Frank Calvi and request initial payment from DAS
9. Notify project director of payment request
10. Email reminders to project directors: acknowledgements, attendance, final report questions

Previous grantees

1. Remind project directors that reports are due September 30 - questions?

August

1. Assess progress on Five Year Plan goals and projects.

New grantees

1. Notify project directors when grant funds are issued

September

1. Assess progress on Five Year Plan goals and projects.
2. Prepare for October ACLPD meeting – approval of grant categories for next fiscal year
3. Follow up with any grantees who received extensions – expend all funds by Sept 30, reports due Dec 29
4. Federal FY ends September 30 – all LSTA grant funds from previous year must be expended

Previous grantees

1. In early September, remind project directors that reports are due September 30 - questions?
2. Receive final evaluation, expenditure report, attachments
3. Email project director and library director with quick notification of receipt
4. Check all paperwork for accuracy and completeness - receipts, totals, all funds expended or encumbered by June 30
5. Email project director with questions, feedback

October

1. Update grant forms on Libguide: expenditure reports and final report. Check dates on other forms.
2. Attend ACLPD meeting to propose grant categories
3. Site visits
4. Ask Brian Saczawa for MOE amounts for period Oct-Sept, and notify Ken if MOE is low.
5. Begin work on State Program Report Summary and Financial Status Report

November

1. Launch new application phase
2. Site visits
3. Continue work on State Program Report Summary and Financial Status Report

December

1. In early December, remind project directors about midpoint evaluation and expenditure report due January 30 - questions?
2. Meet with State Librarian about SPR
3. Grant information sessions for applicants
4. Site visits
5. By December 29, submit State Program Report Summary and Financial Status Report to IMLS
6. Interim Financial Report due December 30

January

1. Ask Brian Saczawa for MOE amounts for period Oct-Dec, and notify Ken if MOE is low.
2. In early January, remind project directors about midpoint evaluation and expenditure report due January 30 - questions?
3. Receive midpoint evaluation, expenditure report, attachments
4. Email project director and library director with quick notification of receipt
5. Check all paperwork for accuracy and completeness - receipts, totals
6. Request second payment from DAS
7. Notify project director of payment request
8. Submit Records Disposition Authorization for records that have surpassed their retention period.
9. Grant information sessions for applicants
10. Site visits

February

1. Grant information sessions for applicants
2. Notify project directors when grant funds are issued
3. Site visits

March

1. Grant information sessions for applicants
2. Applications due end of March
3. Notify applicants to start resolution process; samples online
4. Site visits
5. Update brochures for Ken Wiggin to bring to each congressional office on ALA’s National Library Legislative Day in DC (early May)

April

1. Ask Brian Saczawa for MOE amounts for period Oct-March, and notify Ken if MOE is low.
2. In early January, remind project directors about midpoint evaluation and expenditure report due January 15 - questions?
3. Application review panels
4. Submit award recommendations to State Library Board (2018 meeting on May 21)
5. Update forms, award documentation
6. Site visits

May

1. In early May, ask project directors if any will need an extension or budget revision - request due May 30
2. Attend State Library Board meeting, if requested
3. Notify applicants of award or not, based on State Library Board vote
4. Publicize awards:
   1. Conntech (DLD Director)
   2. Letters to US Senators and Representatives (DLD Director)
   3. Press release (CSL outreach librarian)
   4. LSTA web page (LSTA Coordinator)
   5. Social media (LSTA Coordinator)
5. Email contracts and instructions to project director and library director
6. Forward requests for extensions or budget revisions to DLD Director for approval

June

1. In early June, remind project directors that project period ends June 30 and reports are due September 30
2. Forward LSTA grant contract to State Librarian each year to have it reviewed by the state Attorney General to catch any changes resulting from new legislation. This contract is no longer being treated as a template contract by the AG since the grants are under $25,000.
3. State FY ends June 30

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