[39 Pa.B. 6619]
[Saturday, November 14, 2009]
[Continued from previous Web Page] Policies
The following policies are in effect to encourage and assist eligible municipal applications, select qualified projects and administer the reporting of the successful projects. All policies will be reviewed prior to a new round's review of the application and must conform to Keystone Recreation, Park and Conservation regulations.
American with Disability Act (ADA)
The only application that will be accepted from a non-accessible library is one for a project that incorporates components that make its facility accessible or provides for a new facility that is accessible.
Applications
Application forms will be reviewed and updated as needed prior to each round.
Application format
Applications will be available online at Commonwealth Libraries' web site, currently located at http://www.portal.state.pa.us/portal/server.pt/community/key stone_recreation%2C_park%2C_and_conservation_fund/8701. Copies will also be available in hard copy by request.
Application submission
Applications must be physically received at the Bureau of Library Development by 5 p.m. of the final due date. Supplemental material, attachments or letters received separately by Commonwealth Libraries, past the due date, will not be accepted. Applications will only be accepted from municipalities that have received a Letter to Proceed.
Bid Specifications
Specifications shall be received by Commonwealth Libraries within 90 days of the fully executed contract. If specifications are not received within 90 days of the fully executed contract, a letter shall be sent to the grantee specifying a date by which they must be received to proceed with the award. The letter shall grant no more than an additional 6 weeks for their submission.
Commonwealth Libraries may consider extenuating circumstances which necessitate receipt of bid specifications past the 90 days from the date of the fully executed contract. Allowable extenuating circumstances are those outside the control of the library and municipality and are at the discretion of Commonwealth Libraries. To request an extension, the municipality must submit a letter to Commonwealth Libraries providing:
a) reason for the delay
b) proposed time frame for Commonwealth Libraries' receipt of the specifications
Change in Scope
At Commonwealth Libraries' discretion, a municipality may request a change in scope for the project. At no time would a request for a change in scope extend the contract period. The change must conform to the intent of the approved project, having been mentioned or inferred in the original application. To request a change in scope, the municipality must send a formal letter of request to Commonwealth Libraries and include:
a) reason for the requested change in scope
b) revised budget, listing both income and expenses for the project
c) how the change in scope will be completed within the current contract period
Contacts
The main contact at both the library and municipality shall maintain an e-mail account to correspond with Commonwealth Libraries.
Contingent Awards
Awards will not be given on a contingency basis except for issues of clarification
Contract extensions
Contract extensions may be granted for unforeseen circumstances not under the control of the municipality. Extensions are for 1 year only; multiple extensions will not be given. In no circumstance will an extension be granted for additional fundraising or for items that were to have been completed at time of original application. To request an extension, the municipality must submit a letter to Commonwealth Libraries at least 3 months prior to end date of the current contract and provide:
a) reason for the delay
b) proposed time frame for completion of the project
Fully Executed Contract Date
For uniformity, the date of the letter accompanying the fully executed contract shall be used as the Fully Executed Contract Date. Commonwealth Libraries, at its discretion, may use the last signature date on the contract.
Ineligible Projects
With consideration of the Keystone application's grant program criteria, and an emphasis on improvement of direct service to library users, renovations and/or expansions of parking lots, storage areas, and staff room or staff work flow modifications will not be considered for Keystone reimbursement. Parking lots will only be considered if need is based on safety or accessibility.
Equipment or furniture will not be reimbursed with Keystone funds. Phased projects will not be considered unless presented as a project by itself. All narratives and attachments would need to address the particular phase for which the application is submitted. Future phases mentioned in the application would not be considered and reviewers would be instructed to consider the application as if no further phase would follow the current one.
Planning Grant Applicants
Applications for planning grants may be made on behalf of one library or, in the case of Systems, a member library or group of member libraries. Applications made by Municipal applicants on behalf of a library system, must list the library system headquarters library as the co-applicant.
The planning grants will only address plans for construction or remodeling within a library or System. Planning grants may also be used to address the enlargement of units within a System.
Project Management
Poor management of past Keystone or LSTA projects will be considered when scoring Keystone applications at the Bureau level. Consistently late Quarterly Reports (three or more Keystone reports past the due date) or tardy Final Reports will be used as the primary criteria.
Record Retention
The Commonwealth of Pennsylvania's policy will be followed in regard to minimum retention of records; however, unsuccessful applications will be held for 2 years (18 months longer than required) to give applicants additional time to request reviewer's comments for consideration of the next round's application.
Successful applications will be held for 5 years at Commonwealth Libraries and, in compliance with current Commonwealth policy, will be sent to Archives for an additional 45 years that questions regarding a municipality's 50 year resolution obligations may be answered.
Bid specifications and drawings will be held at Commonwealth Libraries for 5 years.
Review Teams
All review team members should hold a Masters Degree in Library Science. In addition, the team member should have library building renovation or new library construction experience, be an administrator of a library's facility, be responsible for a library's facility maintenance or be a System Administrator, District Library Consultant, or State Library Advisor.
Review teams will be selected by the Keystone administrator in consideration of experience and geographic distribution. Each team should have at least one outside reviewer that has reviewed within the past two rounds. At least one new review team member should be brought in to each new round to ensure a growing pool of reviewers. To encourage a wide geographic distribution of applications, it is important to train reviewers from geographic areas that may not have submitted many past applications.
Review Team Comments
Upon request, reviewer's comments shall be available to unsuccessful applicants up to two years after receipt of a nonaward letter. See Record Retention previously listed.
Nonapplicants who wish to review the comments must have written permission from the applicant.
Review Team Scoring
Review team members shall excuse themselves from reviewing an application from any library where they are an employee, consultant, board member or where they hold a library card.
Plan for the Administration of the Keystone Program
A library development advisor, within Grants and Contracting in the Division of Library Improvement, administers the Keystone Recreation, Park and Conservation Fund for Public Libraries within the Department of Education's Office of Commonwealth Libraries.
Decisions regarding the frequency of the grant rounds will be made by the Commissioner of Libraries, with input from the Head of Grants and Contracting, the Division Chief, and the Bureau Director. The amount of funds available will determine whether 1 year or two shall intervene between grant rounds.
Prior to each round, the Keystone advisor will prepare the application for online access and hard copy. The advisor is responsible for notifying municipalities and libraries of the availability of Keystone funding. Workshops will be held at three locations throughout the State and a webinar will also be held. Both municipalities and libraries will be notified of the application availability and workshops.
The library development advisor will communicate with potential applicants on a regular basis through the use of e-mailed Frequently Asked Questions and will provide technical assistance to individual libraries as needed.
Applications will be reviewed by teams of peers within the library community who hold an MLS and have facilities experience.
The following goals are based on the results of all components of the needs assessment and seek to address the issues discovered in information gathering, particularly the need to improve communication, simplify the complexity of the grant application process, and to improve the skills of the project participants in facilities planning and in the grant application process.
The administration goals fall under two main categories: encouraging a strong pool of applicants and funding high-quality and needed projects. The timeframe for completion of the activities is over the next 3 years, although many of the proposed activities have been started and are ongoing.
Administration Goals
Goal 1: Encouraging a strong pool of applications
Objective: Simplify the grant application.
Proposed activities: 2009 and ongoing
A. Include in the application URLs linking to the agency web site, and/or contact information for the granting agency.
B. Continue to include a checklist of required documentation in the application packet.
C. Include a copy of the Keystone Fund reviewer sheets in the application packet.
Objective: Give all libraries the assistance they need to prepare grant applications and administer funded projects.
Proposed activities: 2009 and ongoing
A. Continue providing potential applicants with a list of previous successful grant applications, including contact information, on the Keystone web site.
B. Make attendance at training mandatory for grant applicants.
C. Consider creating an indexed version of the FAQs available online and create a listserv or blog.
Goal 2: Funding high-quality and needed projects
Objective: Communication will be improved between applicants, systems, districts, and the OCL.
Proposed Activities: 2009 and ongoing
A. Require applicants to submit a letter of intent.
B. Review letters of intent and discuss them with the applicant and appropriate library administrator.
C. Notify the applicant in writing if potential problems are evident.
D. Continue to have applicants submit copies of all correspondence to OCL staff as well as the District Consultant.
E. Encourage District Consultants and System Administrators to have an increased role in the Keystone application and administrative process.
1. Ensure that all potential Keystone projects include the district and system level in initial planning by stating involvement in the Letter of Intent.
2. Suggest that System Administrators develop a tool for reviewing Keystone applications.
3. Encourage libraries to get in touch with the appropriate library administrator as the first point of contact.
G. Encourage OCL staff to make training in facilities planning part of its continuing education program.
Objective: All Keystone grant applications will demonstrate sound planning.
Proposed Activities: 2010 and ongoing:
A. Continue to emphasize to potential applicants the importance of comprehensive preplanning.
B. Continue to encourage applicants to retain the services of a building consultant before securing an architect.
C. Provide consistency in mandatory library building program statements.
1. Develop an outline of required elements in building program statements, incorporating a standard 20-year library space-planning guide.
2. Continue to encourage applicants to thoroughly check references and past performance before engaging a building consultant.
3. Continue to encourage applicants to conduct interviews with potential library building consultants.
D. Encourage the OCL to offer Continuing Education that includes training in planning for municipal officials, library directors, and trustees.
E. Encourage the OCL staff, as well as district and system staff, to attend above trainings.
F. Introduce an additional category of grants for planning, in which the applicant would be the system and the project would be to review the needs of each of the libraries in the system, meeting the State requirement for system-wide facilities planning.
Evaluation
To assure that the goals are being met and to revisit the activities proposed in support of the goals, the OCL will establish an evaluation team comprising the Facilities Advisor, the Grants and Contracting Manager, and a representative of the Governor's Advisory Council, to review the plan and the progress.
The review should take place at the completion of each grant cycle.
The resulting report should be submitted to the State Librarian, the Director of Library Development, and the Governor's Advisory Council.
M. CLARE ZALES,
Deputy Secretary of Education and
Commissioner for LibrariesCommonwealth of Pennsylvania
Edward G. Rendell, GovernorDepartment of Education
Gerald Zahorchak, SecretaryOffice of Commonwealth Libraries
M. Clare Zales, Deputy Secretary for Commonwealth
LibrariesBureau of Library Development
Jim Hollinger, DirectorThe Department does not discriminate in its educational programs, activities, or employment practices, based on race, color, national origin, sex, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. This policy is in accordance with State law, including the Pennsylvania Human Relations Act, and with Federal law, including Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans With Disabilities Act of 1990.
Persons with questions about this publication, or for additional copies, contact Diana Megdad, Office of Commonwealth Libraries, Bureau of Library Development, 333 Market Street, Harrisburg, PA 17126-1745, Voice Telephone: (717) 787-3124, Text Telephone TTY: (717) 783-8445, or fax (717) 787-2117.
The following persons have been designated to handle inquiries regarding the Department's nondiscrimination policies:
For Inquiries Concerning Nondiscrimination in Employment: Department of Education, Equal Employment Opportunity Representative, Bureau of Human Resources, 333 Market Street, 11th Floor, Harrisburg, PA 17126-0333, Voice Telephone: (717) 787-4417, Text Telephone: (717) 783-8445, fax: (717) 783-9348.
For Inquiries Concerning Nondiscrimination in All Other Department of Education Programs and Activities: Department of Education, School Services Unit Director, 333 Market Street, 5th Floor, Harrisburg, PA 17126-0333, Voice Telephone: (717) 783-3750, Text Telephone: (717) 783-8445, fax: (717) 783-6802.
The Department of Education's Office of Commonwealth Libraries, is accepting applications for grants to improve the physical facilities of public libraries. Eligible applicants may apply for the funds to construct new library buildings, renovate or rehabilitate existing facilities and make buildings accessible for persons with disabilities.
Letter of Intent and Application Submission Deadlines
A Letter of Intent, with required documentation, must be received by 5 p.m., January 30, 2009.
Applicants who subsequently receive an Invitation to Proceed from the Office of Commonwealth must then submit an original and four copies of the complete grant application, with all attachments and enclosures, to the OCL by 5 p.m., June 30, 2009.
Late applications will be returned without being reviewed.
Application Mailing Address
Allow sufficient time for applications to clear Commonwealth mail security.
First Class Mail: Department of Education, Office of Commonwealth Libraries, Bureau of Library Development, 333 Market Street, Harrisburg, PA 17126-1745, Attention: Diana Megdad, Keystone Library Facilities Advisor.
Express Mail: Federal Express, UPS or other private delivery service, Department of Education, Office of Commonwealth Libraries, Bureau of Library Development, 333 Market Street, Harrisburg, PA 17126-1745, Attention: Diana Megdad, Keystone Library Facilities Advisor.
Source of Grant Funds
State grants for library facilities are available from the Keystone Recreation, Park and Conservation Fund, and are administered by the OCL.
Competitive Grants
Keystone Fund grants will be awarded on a competitive basis by the OCL, which will be guided by its needs assessment, funding priorities and grant award criteria. Consideration will be given to distribute funds in a manner that is geographically equitable across this Commonwealth and with weight given to funding projects in communities with more relative economic need. If funds are limited in relation to public library needs, the OCL may place a ceiling on the amount of grant funds available for one project. Prospective applicants should note that during previous highly competitive application procedures, no grant larger than $500,000 was awarded. Libraries that have benefited from previous Keystone Library Facilities Grants will be given less consideration.
How to Apply for Funds
This package includes information about eligibility and other requirements, an application form and instructions for submitting a Letter of Intent and compiling an application. Read the entire package before preparing a Letter of Intent and follow these steps:
• Review eligibility and other requirements in the following sections.
• Refer also to the program regulations in the Appendix.
• Read directions for preparing a Letter of Intent under Application Procedures heading and have appropriate officials endorse the Letter. All those submitting a Letter of Intent will be notified by the OCL as to whether or not their application may proceed. An application should not be submitted unless an Invitation to proceed has been received from the OCL.
• Read the directions for preparing a Keystone Fund application form. Incomplete applications will not be reviewed.
• Review and have appropriate officials sign the State assurances.
• Applicants should be familiar with the normal restrictions and conditions of State-funded construction projects.
• Do not put your completed application in ring binders or in special packaging of any kind. Submit the application in the order listed in the Application Checklist.
Eligible Applicants
Keystone Fund grant applications will be accepted from municipalities, defined by the Keystone Recreation, Park and Conservation Act as: ''Any county, city, borough, incorporated town, township, home rule municipality or any official agency created by the fore-going units of government under the laws of this Commonwealth. . . .'' The O CL will accept applications from Councils of Governments (COG) and authorities. However, an application from a COG or an authority must be approved by the participating local governing bodies of the COG or authority.
Libraries, which are organized as authorities, must have one of the participating local governing bodies of the authority act as the sponsoring municipality and applicant.
Sponsoring Municipality
To be eligible to submit an application, a municipality must sponsor a public library. This means the municipality, alone or in cooperation with other municipalities, must make appropriations out of current revenue or out of moneys raised by the levy of special taxes to establish and/or maintain a public library. The municipality may directly provide the service by including the public library within the municipal government structure or may delegate responsibility for public library service to a board of directors or to a nonprofit corporation.
A sponsoring municipality may apply for a grant only for a State-aided public library or State-aided public library system or for a facility to house a new public library that will become State-aided. A sponsoring municipality applying for a grant to establish a new library must provide assurance that it will support the library at a level adequate for effective operation and State aid eligibility. Although annual operating budgets vary with the size of the library, a guideline for the minimum budget needed for effective operation is not less than $150,000 per year.
Sponsoring School District
Some public libraries in this Commonwealth are supported by school districts. The Keystone Recreation, Park and Conservation Act does not permit school districts to apply directly for grants. When a State-aided public library is sponsored by a school district, a municipality that is located (in whole or in part) in that school district may apply for a grant on behalf of that school district for that public library. The application should be signed by governing bodies of both the school district and the municipality.
Shared Facilities
In the case of shared facilities, Keystone Fund grants and related matching funds may only pay for the portion of the building to be used as a State-aided public library or State-aided public library system facility. The application should be very clear as to the percent of the building that will be used by the library.
Applications
Applications requesting Keystone Fund grants will be accepted from sponsoring municipalities.
Joint grant applications are required. The sponsoring municipality and the board of the State-aided public library or State-aided public library system must submit an application developed cooperatively by both entities and signed by their governing bodies. Joint applications that include system member libraries must be signed and approved by the system board and by the local library board. In 22 Pa. Code Education, places responsibility on the system board to review and approve plans for construction, remodeling or enlargement of units in the system to confirm that the units fulfill the needs of the area served. Refer to § 141.24(g)(1) (relating to library systems).
Matching Requirements
Keystone Fund grants must be matched dollar for dollar. Matching funds may include cash and in-kind contributions, Federal funds and other State funds. Documentation of the matching funds should be clearly identified in the application. Any special conditions attached to these funds must be explained. Carefully read the program regulations in the Appendix for additional information concerning matching funds.
Sponsoring municipalities whose local economies better enable local support of the project may be required to contribute a larger local share of project costs. If the demand for grants greatly exceeds available funds, all projects may need more than the minimum required matching funds. Given the great need for improved public library facilities, and the limited grant funds available, it is expected many grants will pay for less than 50% of project costs.
Library Building Consultant
In the case of construction of new facilities, additions and major alterations of existing facilities, the applicant must employ an external, independent library building consultant to work with the applicant, the library board and the architect throughout the design and construction of the project. Although some projects, including minor changes to make a library accessible to people with disabilities, may not require the services of a building consultant, the OCL reserves the right to require a building consultant, where appropriate, for any funded project.
The building consultant must be a professional librarian with a degree from a library school program accredited by the American Library Association and must be approved by the OCL. This librarian should have experience with library construction projects.
Mini-Grants and Major Projects
Keystone Fund Grants are awarded under two programs:
Mini-grant Program
Funds will be made available for mini-grants of $75,000 or less for smaller projects. It is expected that most projects for nonroutine maintenance will be funded as mini-grants.
Major Projects for Construction/Renovation
The remainder and larger portion of funds will be made available for major construction projects, including new facilities, major additions, major renovation and rehabilitation of library facilities. Keystone Fund Grants may not be used solely for purchasing new furniture and equipment, including equipment needed for library automation, although such costs may be part of an overall construction/renovation project.
Funding Priorities—Mini-Grant Program
• Projects to make public library facilities accessible to persons with disabilities. At least 70% of the construction costs of the project must be related to ADA accessibility compliance in order to qualify for a grant in this priority.
• Nonroutine maintenance of public library facilities, particularly where the lack of maintenance is impeding service to the general public, creating a public hazard or causing a hazard to the library collection.
• Building addition or remodeling/renovation of existing buildings to demonstrably improve library service to the general public. Total project costs are not to exceed $200,000. A Library Building Consultant report is required for this priority.
Funding Priorities—Major Projects
• Major construction needed to make public library facilities accessible to persons with disabilities. At least 70% of the construction costs of the project must be related to ADA accessibility compliance in order to qualify for a grant in this priority.
• New building construction, additions or remodeling/renovations of existing buildings to demonstrably improve library service to the general public.
• Nonroutine maintenance of public library facilities, particularly where lack of maintenance is impeding service to the general public, creating a public hazard or causing a hazard to the library collection. These projects would include mechanical systems with replacement costs over $100,000.
Grant Program Criteria
The following criteria will be used to judge grant applications.
1. The extent to which the project meets one or more of the priorities for the grant program.
2. The extent of the impact of the project on improving direct service to library users, including users with disabilities.
3. The extent to which the applicant demonstrates how the project will help reduce a public hazard or preserve the library collection in the case of projects for non-recurring maintenance.
4. The extent of documentation verifying possession of local matching funds. (see Program Regulations 22 Pa. Code §§ 142.6—142.9, for an explanation of acceptable matching funds)
5. The extent of documentation verifying that the combination of local matching funds and grant funds will be sufficient to complete the proposed project within a reasonable time frame, normally 12 months or less, with good cause shown for projects expected to take longer.
6. The extent to which the applicant can document that the project cannot become a reality without the Keystone Fund grant.
7. The extent that the application demonstrates adequate planning for the project, including an indication that the library board, system board (if a system member library), library director, district consultant librarian and, if appropriate, an architect and library building consultant have been involved.
8. The extent to which the supporting municipality will commit to operational support of the public library when the project is complete and will ensure ongoing routine and preventive maintenance of the facility.
9. The extent to which the total cost is reasonable in relation to the anticipated results.
10. Whether the library has received a Keystone Grant within the last 5 years.
11. Whether past Keystone projects have shown good library/municipal communication and timely reports.
12. The extent of economic distress in the local community.
13. The extent to which funding this application contributes to an equitable geographic distribution of limited grant funds.
Additional Criteria for Major Construction Grants
14. The extent to which the applicant demonstrates need for the project based on the library's goals and an analysis of the community's needs for and use of the library.
15. The extent to which the design and the building plan reflect good library practices, facilitate public service and include the capability of using advanced information technology.
Poor management of either Keystone or LSTA past grant projects will affect scoring, with a maximum deduction of 15 points. Poor management of Keystone projects will also affect scoring on LSTA applications.
Additional Grant Award Guidelines
Because of the large number of applications received each grant round, requesting four or five times what is available, priority will be given to applications for libraries which have not received a Keystone Grant in the last 5 years.
The OCL will consider and may rely upon the municipality or county comprehensive plans and zoning ordinances when reviewing grant applications.
This Commonwealth is not obligated to pay for any materials or services purchased as part of a grant project until there is a fully executed contract between the OCL and the grantee. Between the time the grant applicant receives written approval of a grant award and the date the grant contract is fully executed, any grant expenditures incurred are made at the grantee's risk.
For most grant projects the OCL must approve bid specifications and final drawings. The Department will notify grantees of this requirement in their grant award letter. Bid specifications and final drawings must be submitted to, and approved by, the OCL prior to advertising and bidding of the project.
Subject to weather conditions, work must begin within 90 days of receiving a fully executed contract, with project completion within 12 to 16 months. Bid specifications must be submitted within those 90 days of receiving a fully executed contract.
The OCL recommends that applicants for major construction/renovation projects inform Diana Megdad, Keystone Library Facilities Advisor, of their intent to apply. Contact should be made by telephone or e-mail at least 1 month before application submittal. See the beginning of this document for contact information.
Application Procedures
Letter of Intent
The first step in the application process is a Letter of Intent, which is required for all applicants. The Letter must be received by the OCL by January 30, 2009, at 5 p.m. The Letter of Intent should be submitted on the Letter of Intent form found in this application package.
The Letter of Intent form must supply:
• name of the municipal applicant
• name of library facility to benefit from the grant
• one sentence summary of proposed project
• estimated amount of Keystone funds to be requested
• estimated cost of total project
• estimated time to complete project
• name and title of municipal or library workshop attendee, with date attended
• contact information with signatures for the municipality, library and system board official. The municipal contact should be an official authorized to enter into contracts. Signature by the System Board official implies System Board approval of the project
• name of the District Consultant with the date the District Consultant was notified of the project
All those submitting a Letter of Intent will be notified by the OCL as to whether or not their application may proceed. The Letter of Intent is nonbinding, and the municipality is under no obligation to complete an application.
Commonwealth Libraries will issue ''Invitations to Proceed'' based on eligibility of the project and proper completion of the Letter of Intent. Not all municipalities submitting a Letter of Intent will receive an Invitation to complete a full application. Receipt of an ''Invitation to Proceed'' does not imply that the project will be funded. An application should not be submitted unless the municipality has received the ''Invitation to Proceed.'' Incomplete applications will not be reviewed.
Submission
An original and four copies of the application, each complete with appropriate supporting documents, including transmittal letters, must be submitted by the deadline of 5 p.m., June 30, 2009. Only those documents received with the application will be considered. An application should not be submitted unless an ''Invitation to Proceed'' has been received from the OCL.
Consultation Requirements
Keystone Fund applications must be developed in consultation with the district library center consultant librarian. A copy of the application should be sent to the District Library Consultant at least 2 weeks before submission to Commonwealth Libraries. Applications that involve system member libraries must also be developed with the involvement of the system administrator and must be signed by the System Board.
Letters of Transmittal
A letter of transmittal from the district library consultant librarian stating involvement in the planning of the project and preparing of the application must be included with the application.
Applicant libraries that are system members must include a letter of transmittal from the system administrator or System Board of Trustees stating involvement in the planning of the project and how the project fulfills the needs of the area served.
A letter of transmittal from the district library center administrator may also accompany the application. This letter should comment on the importance of the project for the district and its relationship to the district's long-range plan.
Review of Applications
Applications will be reviewed and ranked by outside readers and OCL staff. Reviewers will judge applications according to the criteria outlined previously.
Recommendations based on the comments of outside readers, the OCL staff and the availability of funds will be presented to the Deputy Secretary for Libraries to finalize grant award decisions.
Post Award Procedures
Grant Contract
Applications, as approved, become part of a written contract between the OCL and the grantee. The contract will include terms and conditions of the grant, the project budget and the standard terms and conditions of the Commonwealth.
Funds granted must be expended solely for the stated purpose outlined in the application and in accordance with the terms of the project contract. Funds not expended shall be repaid to the OCL.
Financial Requirements
Interest earned on the investment of grant dollars may be used only for the purposes for which the funds are granted and must be expended within 60 days following the termination date of the grant contract. It is unlikely the grantee will earn much interest on grant dollars because all payments are made on a reimbursement basis.
Grantees are required to keep separate bookkeeping records for each funded program. A separate audit trail must be established for each grant received.
Audits
In the case of State funds, the Department reserves the right to audit the provision of services and the expenditure of funds. The grantee will provide the auditor selected by the Department with full and complete access to all records related to, and all persons and employees involved in, the performance of the contract.
Furniture/Equipment
At the end of the contract period, an inventory of furniture and equipment purchased with grant funds must be filed with the OCL. Equipment purchased with a Keystone Fund Grant must be used for library purposes only and must be housed in the library.
Project Sign/News Releases
During the project period, the grantee must display at the project site a sign identifying the project and stating:
''This project is supported in part through a grant from the Office of Commonwealth Libraries, Pennsylvania Department of Education, with funds provided from the Keystone Recreation, Park and Conservation Fund.''All news releases about the project shall contain a similar phrase acknowledging the assistance of the OCL, the Department and the source of the funds.
Role of the District Consultant Librarian
During the project period, the District Consultant Librarian must be forwarded copies of all correspondence and quarterly and final reports. The District Consultant Librarian will be the first point of contact for the OCL concerning questions related to the execution of a Keystone Grant.
Application Instructions
Read the following instructions before completing an application form. It is acceptable to reproduce these forms using word processing, but be careful to include all information requested by the form. Note that application forms must be submitted with all requested attachments and must be accompanied by signed copies of State assurances.
Grant application cover sheet—choose a mini or major grant cover sheet.
Priority—check the priority under which the proposed project is submitted. If the project includes both physical accessibility and nonroutine maintenance, submit it under nonroutine maintenance.
Municipal applicant is the supporting municipality of the library whose facility is to be improved. Please refer to the Keystone Recreation, Park and Conservation Fund Act, Section 3, 32 P. S. § 2013, for a definition of municipality and the program regulation, 22 Pa. Code § 142.4, for information regarding eligibility. Municipal applicants may submit Keystone applications on behalf of supporting school districts for public libraries that are funded through their school districts.
Joint municipal-library applications are required. A joint application requires that both the library and municipal applicant information be completed.
The contact person should be the individual in the municipal office and in the library who is most knowledgeable about the application and available for questions and discussions about the grant. Put an asterisk (*) next to the name of the primary contact person.
Contact addresses and e-mail—the municipal address listed will be used for payment unless another municipal address is also provided. An e-mail contact should be provided for both municipality and library. Project reminders will be sent to these e-mail addresses.
Any change in address or e-mail for Keystone recipients should be sent to Diana Megdad, Office of Commonwealth Libraries, Bureau of Library Development, 333 Market Street, Harrisburg, PA 17126-1745, Voice Telephone: (717) 787-3124, Text Telephone: (717) 787-3124, fax: (717) 787-2117 or e-mail: dmegdad@state.pa.us.
Library facility to benefit from the grant—in the case of library systems, the library facility may be different from headquarters. Similarly, in the case of a library with branches, the grant may be intended for a branch rather than the central library. If the facility to benefit is the same as the library applicant already listed, the word ''same'' may be written on the line.
Legislative information—provide the State Senatorial District Number and the State Senator's name, and the State Representative District Number and the State Representative's name for the district where the benefiting library is located.
Project cost—grant requested should be the total amount requested from the OCL. Matching funds may include in-kind contributions and some expenses made prior to the grant. See the program regulations for information about allowable matching funds. Keystone Fund grants require dollar for dollar matching funds. Total project costs should be the sum of the grant requested plus the matching funds.
Project summary—a short description rather than a lengthy justification is requested for this space. If you are reproducing the application form using word processing, be sure the project summary is on the front page. Be brief.
Project description—this section is a more detailed narrative explaining the need for the project and its expected impact on service delivery. Need for the projectshould be stated in terms of library users wherever possible. The writer should explain how the project meets the priority and should describe planning that has taken place with the library board and staff, architect and other appropriate personnel. The use of quantifiable statistics to justify need or set targets for expected service impact will strengthen the narrative. Because this section addresses how the project will strengthen library service, the librarian or library system administrator should prepare the description. Create a timeline specifying the expected number of months required to complete the project. This timeline should consecutively list expected activities for each phase of the project. Describe whether the project could be completed without a Keystone Grant.
Building consultant's program statement—this section is optional for some mini-grant applications; however, the OCL reserves the right to require a library building consultant for mini-grants when it determines the situation is appropriate. This section is not optional for major construction/renovation projects under either priority. There may be isolated instances when it is not necessary to retain a building consultant. Call the OCL and get permission to delete this section of the application before assuming a library building consultant is not required. In certain cases, it may be possible for the consultant to be paid in part by the grant. Approval from the OCL is needed in those situations.
Budget—although the proposed budget is understood to be an estimate, make budget projections carefully. Project costs and budgets are considered when project applications are judged. In the submitted budget, list the cash and in-kind donations that will be used as matching funds and any nonmatching funds that will to be used toward the project. List separately each large category of expense. Before completing this section, applicants are encouraged to review the criteria related to matching requirements and project cost.
Local economic conditions—the writer should explain how any economic indicators including personal income, unemployment, loss of major industry, loss of tax base, population decline or other factors are creating distress in the local economy.
Attachments—all attachments requested must be included with each copy of the application. Without these attachments, the application will be considered incomplete. Documents sent separately at a later time will not be considered.
Photos—photos may be enclosed in the grant package. Include captions and clear explanations. The application package should include good quality prints with the original; duplicates of lesser quality are acceptable for the additional four copies.
Letters of support—letters of community support may be added at the close of the application package.
Assurances
All grant applications must be accompanied by assurances. Keystone Fund municipal applicants must have an authorized certifying official from both the municipality and the library sign the State assurances. Applications from system member libraries must have a signature from a System Board Official designated to sign State forms.
LETTER OF INTENT
to apply for
Keystone Recreation, Park and Conservation Fund
Grant Program for Public Library FacilitiesThis Letter of Intent is due at Commonwealth Libraries on January 30, 2009.
This Letter of Intent has been completed to inform Commonwealth Libraries that the municipality of ______ plans to apply for a Keystone Name of Municipality
grant in the amount of __________
Estimated Dollar
Amount of Request
for the benefit of_________________
Name of Public LibraryThe estimated cost of the total project: ______ Estimated new square footage: ______
The proposed project summary: __________
__________Estimated time needed for project: ______ months
It is understood that a municipal or library representative, who will be completing the application, must have attended a Keystone workshop or webinar during this current round in order to proceed with an application. *
Name of attendee: ______ Title: ______ Date Attended: ______
It is understood that a subsequent receipt of an 'Invitation to Proceed with Application' from Commonwealth Libraries, does not guarantee that the project will be funded.
Both the municipality, public library and District Consultant Librarian are aware of the intention of submitting an application and, if the library is part of a System, the Library System Board has approved the project:
Municipality Contact Library Contact Name: Name: Address: Address: E-mail address: E-mail address: _________________ _________________ Signature Date Signature Date System Board Official Date of Historical Review request: ______ Name: Address: E-mail address: Name of District Consultant: _________________ _________________ Signature Date Date Consultant was notified: ______ * If an outside grant writer is responsible for the application, the grant writer as well as a municipal or library representative, who will be responsible for implementing the project, must have also attended.
Please include name and title of additional attendees, and date of attendance, on the back of this page.
Public Library Facilities Mini-GRANT Application
For Requests up to $75,000
Keystone Recreation, Park and Conservation Fund—2009
COVER SHEETCOMMONWEALTH LIBRARIES USE
ONLY—DATE RECEIVEDProject Application Priority (check only one)
[ ] Project to make public library facility accessible to persons with disabilities. At least 70% of the construction costs of the project must be accessibility related to qualify for this priority.
[ ] Non-routine maintenance of public library facility, particularly where the Lack of maintenance is impeding service to the general public, creating a public hazard or causing hazard to the library collection.
[ ] Building addition or remodeling/renovations of existing building to demonstrably improve library service to the general public. Total project costs not to exceed $200,000.
MUNICIPAL APPLICANT LIBRARY APPLICANT Name Name Address* Address* City Zip + 4 City Zip + 4 Contact Person: Contact Person: Title: Title: Telephone: Telephone: FAX: FAX: E-mail: E-mail: Federal Identification Number: Federal Identification Number: State Vendor ID#:
District Center: (each municipality has a vendor ID) Library Applicant Service Area Population: Library Facility to benefit from the grant Project Cost Name: Grant Requested: $
Matching Funds: $
Current Address: Total Project Cost: $ ______ Square footage at start: Proposed New Location: Square footage at completion: (complete even if project does not include expansion) Library's PA. Senatorial District Number: Senator's Name: Building Consultant's Name: Library's PA. Representative District Number: Name of Architect: Representative's Name: Project Summary (Using only the space provided below, summarize the grant request.)
* This address will be used for payment unless another address is also provided.
__________
Public Library Facilities Major Construction Application
For Requests up to $500,000
Keystone Recreation, Park and Conservation Fund—2009
COVER SHEETCOMMONWEALTH LIBRARIES USE
ONLY—DATE RECEIVEDProject Application Priority (check only one)
[ ] Major construction needed to make public library facility physically accessible to persons with disabilities. At least 70% of the construction costs of the project must be accessibility related to qualify for a grant in this priority.
[ ] New building construction, additions or remodeling/renovations of existing building to demonstrably improve library service to the general public.
[ ] Non-routine maintenance of public library facilities, particularly where lack of maintenance is impeding service to the general public, creating a public hazard or causing a hazard to the library collection.
MUNICIPAL APPLICANT LIBRARY APPLICANT Name Name Address* Address* City Zip + 4 City Zip + 4 Contact Person: Contact Person: Title: Title: Telephone: Telephone: FAX: FAX: E-mail: E-mail: Federal Identification Number: Federal Identification Number: State Vendor ID#: District Center: (each municipality has a vendor ID) Library Applicant Service Area Population: Library Facility to benefit from the grant Project Cost Name: Grant Requested: $
Matching Funds: $
Current Address: Total Project Cost: $ ______ Square footage at start: Proposed New Location: Square footage at completion: (complete even if project does not include expansion) Library's PA. Senatorial District Number: Senator's Name: Building Consultant's Name: Library's PA. Representative District Number: Name of Architect: Representative's Name: Project Summary (Using only the space provided below, summarize the grant request.)
* This address will be used for payment unless another address is also provided.
Project Description
Explain the need for the construction, renovation or rehabilitation project. Describe why a particular site or project was chosen and what alternatives were considered. Describe the expected impact of the project on service delivery. Specify the number of months required to complete the project. Provide the square footage before and after the project, unless it is not affected. If the library is in a shared facility, give the percentage used by the library. Additional pages may be necessary, but this section should not exceed three pages.
Building Consultant's Program Statement
__________
Date of Program Statement __________
A statement covering objectives, activities and physical requirements for the facility to be constructed, renovated or rehabilitated will be prepared by a library building consultant. Additional pages may be inserted as necessary.
__________
Budget
A. ESTIMATED EXPENDITURES
Clearly identify the total estimated cost of the entire project, including both grant and local funds.
CATEGORIES $ AMOUNT
Architect's Fee
Building Consultant's Fee
Site or Building Acquisition
General Construction (provide breakdown of costs)
Other
TOTAL $
B. REVENUE
List all sources of revenue. A line of credit is required for funds not on hand. Projects with total costs of $200,000 or more may not submit a line of credit in excess of 50% of the total project contribution. Provide documentation in Attachment B.
SOURCE OF FUNDS $ AMOUNT
Requested Keystone Grant
Cash on hand
TOTAL $ * The total for Revenue must equal the total for Estimated Expenditures for the entire project listed under the Budget and should include any in-kind donations that may be used. Please see Matching Requirements.
__________
Additional Budget Information
The Budget portion of this application was prepared by:
Name __________
Title __________
Has this library received a prior Keystone Grant? Yes _____ No _____
If yes, Keystone Grant Award Year _____ Amount of Grant _____
Purpose __________
Was the project successful? If not, explain. __________
Were funds returned? Yes _____ No _____
Library's Annual Operating Income __________
Did this library qualify for Equalization Aid with the FY 2006-07 State Aid to Public Libraries disbursement? Yes _____ No _____
Does the sponsoring municipality provide an appropriation from its budget for support of the library? Yes _____ No _____
Library's Annual Operating Expenditure __________
Number of FTEs __________
Upon completion of this project, will the number of FTEs need to increase to assure adequate patron service at the library? Yes _____ No _____
Upon completion of this project, will the operating costs of the library increase? Yes _____ No _____
If the answer to either or both questions is yes, explain how this increase will be funded.
__________
Local Economic Conditions
(Explain any economic conditions that are creating financial distress in the local community. This section should not exceed two pages.)
Attachments (Attach the following documents, labeled as indicated.)
Attachment A. Design Plan
Provide a preliminary or schematic design plan for the project including front, rear and side elevations and floor plans for the area to be constructed, renovated or rehabilitated. Site plans should include property lines, adjacent streets, parking areas and sidewalks. Clearly delineate between existing and new construction for renovation/rehabilitation projects. An architect, registered to practice in Pennsylvania, should provide these drawings using standard architectural scales, preferably 1/4" = 1` or 1:48. When appropriate, a licensed professional engineer registered to practice in Pennsylvania, may prepare designs for some mechanical systems. For some non-routine maintenance mini-grant projects, a list of specifications prepared by an engineer may be substituted for drawings.
Attachment B. Documentation of Local Matching Funds
• Provide documented evidence—photocopies of bank statements, or confirmation of funds from financial institutions, that the local share is in hand. The application must show sufficient funds to match the grant, dollar for dollar. The applicant must also demonstrate the local match plus the grant is sufficient to complete the project. In some cases, this will indicate the local match exceeds the amount of the grant. Estimated capital campaign income and pledges of financial support will not be considered as part of the documentation.
• Projects with total costs of $200,000 or more may not submit a line of credit in excess of 50% of the total project contribution. The total project contribution equals the cost of the project minus any anticipated Keystone funding.
• A copy of the library's latest year-end treasurer's report must also be included.
Attachment C. Anticipated Yearly Budget
Provide a copy of
• the library's latest yearly budget (income and expenses) as well as
• an anticipated yearly budget tor the library to show how income and expenses will be impacted by the project in the year following completion of the project.
Any rent or mortgages paid by the library must be clearly identified.
Some examples of future line items that may be impacted are: personnel, utilities, insurance and routine maintenance fees and expenses. Include any mortgage or line of credit payments. New sources of income should also be listed. Remember that investment income will be impacted if investment funds are used for the project. A short narrative may accompany this attachment if needed for clarification.
Please note that libraries receiving $50,000 or more in State funds are required to perform an audit. For more information, please see the Pennsylvania Code Title 22 Section 131.32(2). Capital expenditure projects and non-capital projects are treated differently in respect to local financial effort. Please see Pennsylvania Code Title 22 Section 131.51 and Section 131.60.
Attachment D. Deed or Deed/Lease
If the Library Owns the Property
• Attach a copy of a deed or other document to show the library owns the land upon which the building is to be constructed and/or owns the building that is to be renovated or rehabilitated.
If the Municipality Owns the Property
• Attach a copy of a deed or other document to show the municipality owns the land upon which the building is to be constructed and/or owns the building that is to be renovated or rehabilitated.
• Attach a copy of the municipal resolution or ordinance ensuring the undisturbed use of the facility as a public library for 50 years or the useful life of the project to be funded by the grant, whichever is shorter.
If a Library Authority Owns the Property
• Attach a copy of a deed or other document to show the authority owns the land upon which the building is to be constructed and/or owns the building that is to be renovated or rehabilitated.
• Attach a copy of a resolution or ordinance signed by all governing bodies of the authority ensuring the undisturbed use of the facility as a public library for 50 years or the useful life of the project to be funded by the grant, whichever is shorter.
If the Library or Municipality has Other Interest in the Property
These arrangements will be looked at on a case by case basis. Please contact the Keystone advisor at Commonwealth Libraries to ensure that the necessary paperwork is submitted for your particular situation.
In the case of a lease agreement, provide:
• a copy of the lessor's deed.
• documentation that is sufficient to show that the library shall have interest in the site, including right of access, that is sufficient to ensure the undisturbed use and possession of the facility as a public library for 50 years or the useful life of the project to be funded by the grant, whichever is shorter. Such an agreement with the lessor should be made with the library or with the sponsoring municipality.
• if such a lease agreement (#2) is made with the sponsoring municipality and not the library, attach a copy of a municipal resolution or ordinance ensuring the undisturbed use of the facility as a public library for 50 years or the useful life of the project to be funded by the grant, whichever is shorter.
Attachment E. Project Estimates
New construction projects and renovation projects, with initial estimated project totals of over $400,000 should provide a written estimate from a professional estimator. This estimator should not be the project architect or design team.
New construction projects and renovation projects, with project totals under $400,000, should include a written estimate for each major item or each of the construction trades that will be involved with the project. These estimates may come from contractors experienced in those trades. If many trades are involved, a written estimate with construction breakdown may be provided by one contractor with familiarity in those trades.
All estimates should be on the letterhead of the estimator and should provide the date of the estimate with a statement that the estimate takes into consideration that the project may not begin until 2010 and that prevailing wage will apply if the total project is $25,000 or more.
Attachment F. Zoning Approval
Provide a copy of zoning approval and certification that states that:
• the proposed construction or renovation complies with local zoning ordinances.
• the proposed project is in compliance with Act 2000 - 68, a land use amendment to the Pennsylvania Municipalities Planning Code. (This statement may be in the approval or in an additional document attached to the approval).
Attachment G. Environmental Impact
Attach a statement of environmental impact. This is required even if there will be no impact. The statement should be on agency letterhead with the name and signature of the person making the statement. A registered engineer's assessment is necessary for all new construction projects.
Attachment H. Historical Commission Review
Submit a copy of a letter from the Pennsylvania Historical and Museum Commission indicating the project has been reviewed consistent with the Environmental Rights amendment, Article 1, Section 27 of the Pennsylvania Constitution, and the Pennsylvania History Code, 37 Pa. Cons. Stat. Section 507 et seq. [1988]. Contact the Bureau for Historic Preservation, 400 North Street, Commonwealth Keystone Building 2nd Floor, Harrisburg, PA 17120-0093. Phone (717) 783-8946. Please allow sufficient time for the Bureau to respond to your request for this approval. The Commission may request additional information, pictures, etc. before granting approval.
Attachment I. Flood Hazard
Provide a narrative evaluation of flood hazard potential to the site. This evaluation may come from the U.S. Army Corps of Engineers. Include a copy of the FIA Flood Hazard Boundary Map prepared by the Department of Housing and Urban Development, Federal Insurance Administration, indicating the location of the library site on the map.
Attachment J. Letter to Proceed
Include a copy of the Letter to Proceed that was received from Commonwealth Libraries.
STATE ASSURANCES
As the duly authorized representative of the applicant, I certify that the applicant:
1. Has the legal authority to apply for a Keystone Recreation, Park and Conservation Fund library grant, and the institutional, managerial and financial capability (including funds sufficient to pay the non-state share of project costs) to ensure planning, management and completion of the project described in this application.
2. Has duly adopted or passed by its governing body as an official act, resolution, motion or similar action authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the persons identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required.
3. Will give the Commonwealth of Pennsylvania, through any authorized representative, access to and the right to examine all records, books, papers or documents related to the assistance, and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives.
4. Will not dispose of, modify the use of, or change the terms of the real property title, or other interest in the site and facilities without permission and instructions from the Pennsylvania Department of Education, Commonwealth Libraries.
5. Has a formal, legal relationship with the public library that the project will benefit, either by that public library being a department or unit of local government or through a contract describing mutual obligations and responsibilities.
6. Will comply with the requirements of the Pennsylvania Department of Education, Commonwealth Libraries with regard to the drafting, review and approval of construction plans and specifications.
7. Will provide and maintain competent and adequate engineering supervision at the construction site to ensure that the completed work conforms with the approved plans and specifications and will furnish progress reports and such other information as may be required by the assistance awarding agency or state.
8. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. Will begin work within 90 days of contract approval and complete work within 12 to 16 months.
9. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
10. Assures sufficient funds will be available for effective operation and maintenance of the state-aided public library or state-aided public library system.
11. Assures the public library will provide basic library service free of charge without discrimination to all residents of the library's service area.
12. Will comply with the Pennsylvania Flood Plain Management Act 166 (32 P. S. §§ 679.101—679.601) and the regulations issued pursuant thereto (Title 12, Chapter 113).
13. Will comply with the Steel Products Procurement Act of March 3, 1978, (P. L. 6, No. 3, § 1, 73 P. S. § 1881 et, seq.).
14. Will comply with the Trade Practices Act (71 P. S. § 773.101 et seq.).
15. Will comply with the Public Works Contractor's Bond Law of 1967 (8 P. S. § 191 et seq.) if the amount of the contract exceeds $5,000.
16. Will comply with the Commonwealth Procurement Code (62 Pa.C.S. § 101 et seq.).
17. Will comply with the latest Pennsylvania Prevailing Wage Act requirements if the cost of the total project is in excess of $25,000.
18. Will include provisions to ensure compliance with the Steel Products Procurement Act (73 P. S. § 1881 et seq.), the Trade Practices Act (71 P. S. § 773.101 et seq.), the Public Works Contractor's Bond Law of 1967 (8 P. S. § 191 et seq.), the Commonwealth Procurement Code (62 P. S. § 101 et seq.), the Pennsylvania Prevailing Wage Act (43P. S. § 165-1 et seq.), the Minority and Women Business Enterprise (Executive Order 1996-8), and the Agricultural Land Preservation Policy (Executive Order 2003-2) in all contracts and subcontracts for construction, reconstruction, alteration, repair, improvement or maintenance of the public library building.
19. Will meet the minimum LEED standards for any new construction and ensure that all new lighting projects install high-efficiency lighting systems with advanced lighting controls and all new Heating Ventilation Cooling and Air Conditioning systems incorporate a programmable thermostat. (LEED is an abbreviation for ''Leadership in Energy & Environmental Design'' LEED is a third-party certification program and the nationally accepted benchmark for the design, construction and operation of high performance green buildings. (New construction projects do not need to be LEED certified but they must meet LEED's minimum standards).
Authorized Signature Page For the Municipality:
__________
Signature of Authorized Title
Certifying Municipal Official__________
Typed or Printed Name__________
Official Name of Municipality Date SignedFor the Library:
__________
Signature of Certifying Title
Library Board Official__________
Typed or Printed Name__________
Official Name of the Library Date SignedFor the Library System:
__________
Signature of System Title
Board Official__________
Typed or Printed Name__________
Official Name of Library System Date Signed__________
Keystone Application Checklist
_________________ __________
Name of Municipality Name of LibraryCover Page
[ ] Major Project Grant
[ ] Mini Project Grant
State Assurances
[ ] Signatures
[ ] Dates
Letters
[ ] Letter of Transmittal from District Library Center
[ ] Letter of Transmittal from District Consultant
[ ] Letter from System Administrator (if system member)
[ ] Letter from Library Director
Narratives
[ ] Project Description
[ ] Library Building Consultant's Program Statement (assume required unless notified otherwise)
[ ] Budget with Breakdown of Income and Specific Costs for Project
[ ] Local Economic Conditions
[ ] Timeline
Attachments A through J must be submitted by ALL applicants, regardless of project size
Attachment A. To be Completed by Architect or Engineer
[ ] Building Design/Layout or List of Specifications
Attachment B.
[ ] Documentation of Local Matching Funds
[ ] Library's Most Recent Year-end Treasurer's Report (for Library Facility or Branch that will Benefit)
Attachment C.
Anticipated Yearly Budget
[ ] Library's latest Yearly Budget
[ ] Anticipated Yearly Budget for year after project is completed
Attachment D.
Documentation of Title or Interest
If Municipality Holds Title:
[ ] Copy of Deed Attached AND
[ ] Copy of Municipal Resolution Ensuring Undisturbed Use of the Facility as a Public Library for 50 Years or the Useful Life of the Project
If Library Holds the Title:
[ ] Copy of Deed Attached
If Library has Other Interest in the Property:
(Neither Library nor Municipality Own the Property)
[ ] Copy of Deed to Property AND
[ ] Copy of Library's 50 Year Lease to the Property
If Municipality has Other Interest in the Property:
(Neither Municipality nor Library Own the Property)
[ ] Copy of Deed to Property AND
[ ] Copy of Municipality's 50 Year Lease to the Property AND
[ ] Copy of Municipal Resolution Ensuring Undisturbed Use of the Facility as a Public Library for 50 Years or the Useful Life of the Project
[ ] Is This a Shared Facility? _____
If Yes, please state Percentage of Facility to be Used by Library: ______
Attachment E. (Dated and on Letterhead with Statement that Consideration Given to Starting Date and that Prevailing Wage May Apply if Total Project is Over $25,000).
[ ] Project Estimates
Attachment F. To be Completed by Municipality where Project Facility is Located
[ ] Zoning Approval/Certification that Proposed Project Complies with Local Zoning Ordinances
[ ] Statement that Proposed Project is in Compliance with Act 2000-68
Attachment G. Statement must be on Letterhead of the Agency Making the Statement
[ ] Environmental Impact Assessment (if New Construction, this must be from a Registered Engineer)
Attachment H.
Historical Commission Review and Approval
[ ] PHMC Approval is Attached
Attachment I. Obtained from Army Corp of Engineers or Municipality where
Project Facility is Located
[ ] Flood Hazard Evaluation Narrative
[ ] Flood Hazard Boundary Map
Attachment J.
[ ] Letter to Proceed is Attached
[ ] Additional Letters of Support for the Project
[ ] Copy of this Completed Checklist
Submissions
[ ] An Original and Four Copies to Office of Commonwealth Libraries (address page 3)
(Date Sent: ______)[ ] A Copy Sent to District Library Consultant (Date Sent: ______)
[Pa.B. Doc. No. 09-2141. Filed for public inspection November 13, 2009, 9:00 a.m.]
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