Public Library Construction Grant Program Webcast Series
Part 3: Closing A Project
My name is Lynne Webb and I am a NYS Library Development Specialist and program manager for the Public Library Construction program. This webcast will provide the information you need to close a construction project and receive your final award payment.
FYI, Kimberly Anderson is the LD contact person for closing construction projects. If you have questions on any of the information covered in this webcast please contact Kimberly.
Let’s review the grant Activity Period
Grant Activity Period
For applications submitted in 2014, the grant activity period runs from July 1, 2014 to June 30, 2017. Grant projects must start within 180 days of approval.
There is a three-year allowance for project completion under the Construction Grant Program. The 1st year of the grant cycle involves:
- Project Application Submission
- Review by Library System
- Review by State Library
- Review by DASNY
If a project is not completed by the end of the second year, June 30, 2016, the library or library system must file a progress report with the State Library for an extension to be granted for the third year. There is no allowance for further extensions beyond the three years. If a project is not completed by June 30, 2017, the State Library must request the return of any unexpended state money awarded for the project.
Grant Funds can be used to pay for expenses incurred from July 1, 2014 – June 30, 2017
Applicants can use match funds to pay expenses incurred starting January 1, 2014.
In order to close a public library construction project and receive the final payment of 10% there are certain tasks you need to complete. A Final project checklist is provided in the online application to help applicants with these tasks.
Click on the “Final Budget Expenses” link in the online checklist. Add final expenses here. Keep in mind that these expenses should agree with your approved project budget and budget narrative. Click on “Add” and type in your project’s expenses for each of the three categories that apply: Purchased Services, Supplies & Material, and Equipment. As you complete each section click “save” before moving on to the next section.
Most Projects have all their expenses in Code 40 Purchased Services.
Include match funds spent.
Budget Final Expenses will be reviewed by Library Development.
Kimberly Anderson will contact applicants when the Final Expenses are approved or with any questions.
The FS-10-F form is prepopulated with the information you have entered as your final budget expenses, except for match funds, which do not appear on the FS-10-F. After Kimberly Anderson has contacted applicants informing them that final expenses have been approved applicants will print out 3 copies and sign them in blue ink. Then mail the forms to
Division of Library Development
Cultural Education Center, room 10B41
Albany, NY 12230
Attn: Kimberly Anderson
If an applicant thinks a project needs a budget amendment contact Kimberly Anderson to discuss. If a budget amendment is needed the applicant will need to fill out an FS-10-A form which is available on the online application. Budget Amendments only occur when large amounts of grant funds must be moved from one code to another.
Photographs of an applicants completed project activities are required to be submitted in order to receive the final 10% of their award amount. The pictures are submitted through the online application and electronically attached via the link from the application checklist. Please ensure that photos submitted accurately represent the project.
If the project requires that a local “Certificate of Occupancy” be obtained at the completion of the project, a copy of the certificate must be scanned and attached as part of the Final Project Completion activities. Note: the library cannot receive final payment until all of the required Final Project Completion activities are complete.
Examples of when a “Certificate of Occupancy” is typically required include: New Building Construction; Construction or renovation that significantly changes the current or intended use of library space. For example, a space that is currently used for offices or storage and is converted to public use space would possibly require a certificate of occupancy. Be sure to consult and follow local government laws as they apply to certificates of occupancy to ensure compliance.