Space Planning Grant Information

The State Library allocates Library Services and Technology Act (LSTA) funds to provide Iowa libraries with space planning consultation. These grants allow librarians to get professional advice from impartial consultants who provide guidance and recommendations to library staff, city officials and the community about use of existing space and/or preparing for a building project. The space planning grants have been funded by the State Library since fiscal year 1994. Grants of up to $3,000 will be awarded as funds are available. A library may only receive one space planning grant.

Grant Timeline

Applications are currently being accepted. Contact Marie Harms, State Library for more information 800-248-4483. The funding follows the state fiscal year, (july 1 - June 30) but projects may run the length of the calendar year, extending over two state fiscal periods. Projects should be completed within a 12-month period.

Eligible Uses

LSTA grants may be requested for the following consultation services. (Grant money must be used to pay library space planning consultants only, and not architects, engineers, etc.)

Space needs assessment of current facility.

Consultant will help make the best use of the space in the library, and determine the area needed for the library's programs and services

Library building process overview.

Consultant will provide training to the staff and board on the process of planning for a new library facility.

Evaluation of library sites.

Consultant will provide advice and alternatives to consider when choosing a site for a new library.

Building Program Review

Consultant will assist the library in writing and/or reviewing the library's building program statement.

Consultation on hiring an architect.

Consultant will provide advice and help library prepare a requirements statement

ADA compliance - evaluation and planning.

The consultant will advise on the requirements of the Americans with Disabilities Act (ADA) for libraries.

Architectural drawing review.

The consultant will review the building plans and make suggestions based on professional expertise and local community needs.

Consultation on funding.

Information about sources of funding and suggestions for fund-raising will be presented.

Ineligible Uses

LSTA funds for library building consultation may not be used for the following services:

• Architect or engineer services

• Equipment, installation, or implementation of the plan

• Fundraising

• Written summary of project activities or outcomes

• Written evaluation of the impact of the project on customer service

Application Process

1. Complete the Application using the Adobe Acrobat Reader. It is an interactive file that you can complete within Acrobat Reader. Fill in the application, save and print the completed application. Or, alternatively, print the pdf file and type in the information. You may also request a printed copy of the application from the State Library.
2. Contact a library building consultant. Please note that only qualified building consultants with prior library building experience will be eligible to receive grant monies.
3. Negotiate fees with the consultant prior to submitting the grant application.
4. Complete the application and submit it to:
   State Library of Iowa
   Attn: Marie Harms
   1112 E Grand Ave
   Des Moines, IA 50319
5. The consultant may begin work ONLY after the library has been notified of an award and a contract has been signed by the State Library and the library.
6. The consultant will invoice the library after work is completed. The library will pay the consultant's fees.
7. Submit the consultant's invoices and proof of payment (a copy of the check that paid the consultant) to the State Library for reimbursement.
8. Complete the final report and mail to:
   State Library of Iowa
   Attn: Marie Harms
   1112 E Grand Ave
   Des Moines, IA 50319.

Funding Process

Funding is reimbursable; invoices are paid by the library directly to the consultant and then submitted for reimbursement to the State Library. Libraries must have a signed contract with the State Library before actual work may begin. Reimbursement cannot be guaranteed if the consultant's work begins before the State Library makes the award and the contract is signed.

Invoices should be submitted within 60 days of receipt and must include supporting documentation. The invoice must list the consultant's services (what they did), hours and amount paid. Proof of payment can be made with a copy of the issued check or list the check number and date paid. It is important that invoices are submitted in the correct funding cycle and as soon after the billing as possible. Please complete projects within the 12-month period. Send invoices and documentation to the State Library.

Reporting Process

An important part of the project is determining whether it was successful and resulted in better service for library customers. A final report including an evaluation of the project is required upon completion. The report must include:

• a summary of project activities

• the outcome of the project

• the impact of the project on customer service

Recommended methods for project evaluation are available from the State Library, or online.   All sub-grantees must submit a final report at the conclusion of their grant. Request the final report form from the State Library or complete the form on the Web site.

Return the completed final report to:
State Library of Iowa
Attn: Marie Harms
1112 E Grand Ave
Des Moines, IA 50319