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. It is the policy for libraries to receive only one space planning grant. Contact Lily Lau with extenuating circumstances for possible exceptions to this policy. The grants are administered by Lily Lau, East Central Library Services, Cedar Rapids, (319) 365-0521; llau@ecls.lib.ia.us.

Grant Timeline

Applications are currently being accepted. Contact East Central Library Services (ECLS) for more information (319) 365-0521. The funding follows the state fiscal year, 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 services. (Services must be paid to library consultants, not directly to architects, engineers, etc.)

• Space needs assessment of current facility. In order to make best use of the space in the library, planning should be done to determine the area needed for shelving, audiovisual and computer equipment, etc.
• Library building process overview. This includes staff and board training on the process of planning for a new library facility.
• Evaluation of library sites. Things to consider when choosing a site for a new library.

• Building program review. The consultant will assist the library in writing and/or reviewing the library's building program statement.

• Hiring an architect.

• 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.

• Funding consultation. 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:

• To pay for architect or engineer services

• For equipment, installation, or implementation

• For fundraising

• For a summary of project activities or outcomes

• To evaluate 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 if you have pulled it up in Acrobat Reader. Fill in the application, save and print the completed application. You can save the form and complete it later in Adobe Acrobat.  You can also print the pdf file and type in the information. You may also request a printed copy of the application from ECLS.
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:
   East Central Library Services
   222 3rd St., SE, Suite 402
   Cedar Rapids, IA 52401.
5. The consultant may begin work ONLY after the library has been notified of an award and a contract has been signed by ECLS and the library.
6. The consultant will invoice the library after work is completed. The library will pay the consultant's fees.
7. Submit invoices and proof of payment to ECLS for reimbursement for work completed and paid for.
8. Complete the final report and mail to ECLS.
   

Funding Process

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

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 ECLS, or online.   All sub-grantees must submit a final report at the conclusion of their grant. Request the final report form from ECLS or complete the form on the Web site.

Return the completed final report to:
East Central Library Services
222 3rd St. SE, Suite 402
Cedar Rapids IA 52401