Library Services and Technology Act (LSTA) Program in New York State

FY2009 Statewide Summer Reading Program Minigrants
Information and Filing Requirements

The information in this document is also available in .PDF format


Form Filing Requirements

Grant Application Form

Word and .pdf

Three signed copies are due to Mary Linda Todd by 5pm on March 13, New York State Library, Library Development, Room 10B41, CEC, Albany, 12230.  An electronic version  should also be sent to mtodd@mail.nysed.gov  Please note that this is a multi-page application because of inclusion of all Assurances that LSTA grant recipients must sign.  In particular, applicants need to be aware of the following in regard to the new (# 5) Assurance:

 Applicants must limit the use of funds for supplies and materials to items that are directly related to the purpose of the SRMG (e.g., bookmarks, reading records, and certificates).  If LSTA funds are used to purchase supplies which might be considered of a promotional nature, the application must justify such purchases on the grounds of educational or informational benefit. 

Federal Office of Management & Budget Circulars A-21, A-87, and A-122 do not allow costs of promotional items as allowable costs for LSTA grants.  That is why it is necessary to justify the supplies on educational or informational benefit grounds.  Applicants should avoid the general term “incentives,” which OMB classifies as promotional.  “Prizes” are also not allowable. 

All grant guidelines that apply to New York State Library LSTA grant programs  apply to the LSTA Summer Reading Min-Grant program.  Questions concerning allowable expenses should be directed to Mary Linda Todd, New York State Library LSTA Coordinator at 518-486-4858 or by email at: mtodd@mail.nysed.gov

Budget Form FS-20

Word and .pdf

Three copies, with original signatures, due to Mary Linda Todd by March 13. 

  • LSTA project applicants should not use budget codes: 90 Calculation of Indirect Cost and 30 Minor Remodeling
  • Enter whole dollar amounts only in category totals and the grand total.
  • Budget figures should show only the Federal grant funds requested, not other funds being used for the project.
  • All software, regardless of unit price, should be budgeted in Supplies and Materials (45). Equipment items with a unit cost of less than $5,000 should be budgeted in Supplies and Materials (45). Note: ALL equipment, hardware and software items with a unit cost of $5,000 or more require a 35 percent match.
  • If you list a contracted service (40) of $5,000 or over, you must provide a draft copy of the contract and then supply a copy of the contract or written agreement when it is signed. This must not be signed before you are notified in writing that the project is approved.
  • Travel expenses for the project year listed in code 46 should be estimated as closely as possible. Be sure to complete the “Calculation of Cost” column by giving the factors involved in computing the cost of the travel, such costs as mileage, meal allowances, length of trip, and distance of travel. Although this estimate is done far in advance we ask that you be as accurate as possible. Out-of-state travel should be listed as part of the overall estimate with as much specificity as possible.
  • Sign and date in Chief Administrator’s Certification box on bottom, left-hand side of page.

Please note that budget summary page should face out as the last page.

Advertising, Public Relations, and Promotional Materials

.pdf

 

Authentication Form

Word and .pdf

Include project title and other information as requested. This form may be filed after March 13, 2009 if your board meeting schedule does not permit signing before the application deadline. However, the authentication form must be on file before an award can be made.  If not included, indicate in a cover letter when the authentication form will be submitted.

Certifications Regarding Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Lobbying; Federal Debt Status; and Nondiscrimination

Word and .pdf

This page must be signed and filed with each application. One copy must have an original signature. Include library or system name, date and director’s name and signature.

CIPA Certification

For libraries: Word and .pdf
For consortia: Word and .pdf

A signed certification is required for each application regardless of the type of proposed expenditures.

Final Report

Word and .pdf
 A final narrative report must be submitted to Mary Linda Todd no later than October 15, 2009.

FS-10-F

Word and .pdf

Three copies of the FS-10-F Final Expenditure Report, with original signatures, must be submitted to Mary Linda Todd no later than October 15, 2009.

We ask your cooperation in completing these forms correctly so that we may avoid unnecessary delays in approving projects. If you have questions about any of the above, please contact Lorraine Deitz (518) 474-1565 or by email at ldeitz@mail.nysed.gov

Return to: LSTA home page | Statewide Summer Reading Program home page | Library Development home page
Last Updated: June 3, 2009