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Language: en

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good morning everyone welcome
back great to see a lot of the tables

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filled out with people and you don't
have to do it now but if you're sitting

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in the exact same place as yesterday I
would challenge you to make some new

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friends and switch yourselves around you
can do it

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now you can do it at the
break I just think there's so many

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people here to meet wow restrict
yourselves I want to uh remind everyone

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that we still have an appreciation wall
that you can add Post-its to at the end

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of the day we will visit that I have
taken the parking lot question oh I

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missed one um maybe one of my helper
program officers Dennis or Madison could

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grab the last of the parking lot yellow
stickies and bring it on up here we're

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going to cover those in a moment
uh we will have a longer break this

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morning from 10: to 10:30 that's for
checkout because we know that takes some

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time sometimes if you have a a bag um
most of the bags have found their way to

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the back of the room but if you're
sitting with yours for some reason feel

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free to take a load off and put it in
the

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back uh we are going to start by
revisiting some of the parking lot

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questions that have come in and I don't
think our colleague Emily is in the room

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we were told our o colleagues are going
to do some other activities this morning

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but the first question that came in was
um additional examples of physical

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infrastructure and I'm I'm just going to
look around the room I want to see is

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this in relation to Emily's
presentation yes okay um I am not the

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greatest translator of their work but my
understanding is you know they would be

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looking at physical building
they would also be looking at um things

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that we cannot fund currently like fi
laying of fiber the in Cindy landram is

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nodding I feel like I'm in good good
grace is here um so like the trenching

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and the digging to get the fiber into
the ground that kind of stuff um I do

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not know if there's more but we can
certainly get some better answers and um

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get back to you on
that there's another question that came

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in about um are there templates for the
new certification requirements which I

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believe are in relation to yesterday's
uh uniform guidance

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presentations if this is in relation to
the new language that you saw on the

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slide yesterday um I don't know that
we're going to have templates for that

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but the language is there and certainly
as you all are resources to each other

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and develop templates that you're using
we have seen

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Myriad examples of people asking the
list serve if they could send their

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templates and people saying sure here's
mine so we would encourage that kind of

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resource sharing as you get your
materials up to

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date uh does the change in the uniform
guidance oh this one we clarified

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yesterday but we'll say it for the good
of the room um so the change for the

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uniform guidance for subrecipients to
certify does that apply to applying for

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funds through a letter of intent um we
clarified this kind of in a conversation

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yesterday this would not be necessarily
needed because there's an additional

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process that these subrecipients go
through when applying for funds like

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actually applying for funds the letter
of intent is sort of a pre um cursor to

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that and so we said no you don't have to
get this certification statement then

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just go with the application of funds
the application

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or the application for the award the
application for the funds that they want

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to receive from you and the reports that
they submit to you those would be the

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three times to get that

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certification all right next question um
I was going to maybe toss this to

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Madison or Dennis if they have a
microphone nearby but I don't know if

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you are in microphone distance what is
the best way to get feedback on the spr

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specifically how well we're filling them
out

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out did

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you emails

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um and we
always

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suggestion

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a you don't feel you're filling it out
the best of your abili

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similarly if you're Wan Fe before final
submission you know wanted to a project

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dra and ask us to look

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at thank you all right
great the here's another question about

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the RS um and I'm not sure I can answer
it but we can park it for the November

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open forum for the new whistleblower
regs is that specifically related to

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federal funds or if our agency already
has a

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statement um or training is that enough
and does it apply to the whole slaa or

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just the office dealing with
lsta so again I might have our legal

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folks back us up on
this I do think um a training might not

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be enough because it sounds like there
needs to be a a certific something in

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writing a statement in
writing and does it apply to the whole

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slaa or just the office dealing with
lsta um we can get some clarification on

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that um it is about your larger internal
controls as a state but some of you are

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units within very large uh organizations
so maybe we don't need to have you have

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everybody sign those statements we'll
find out great

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question okay now we've got oh man
they're like multiplying there's another

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little new question up there so uh we
can get it but thank you I would love to

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see 1our sessions online dedicated to
both match and M Moe and then there's an

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agreed on here in another handwriting so
we hear you and today you're going to

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get a early one of those and it will be
online and it will be recorded and if

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it's not enough we can do
more okay summer reading incentives and

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giveaways child reading if motivators
are

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essential and incentives are motivators
then incentives are essential and

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allowable wow great job Sherlock
um you know I will say this and we can

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ask our legal team a little bit more
about incentives in the November Forum

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there was some new OMB language about
prizes you can you can read it in the

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30-page handout that they put together
they do have to be supportable like you

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have to prove that they are necessary
and reasonable for the purpose of

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fulfilling the award so read it and see
if it passes muster for you and then we

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can ask our legal folks about it how
about that

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okay next year's question could we have
next year's conference in Puerto

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[Applause]
Rico it is on the East Coast it is it is

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also in the Hurricane High season of
when we are now having our conference so

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we will take that under

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advisement yes Puerto Rico very popular
yeah

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okay can the room be a tad less cold
today um here's what we've learned about

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the the heating system in this historic
beautiful old building it's all or none

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people it's like it's either on and
you're cold or it's going to be off and

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you're going to be a little warm so
they're going to try to um do a little

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bit of on and off and on and off
throughout the day but if as you feel

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yourself getting too cold or too hot um
you know Matt berety is willing to hear

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your plights and will try to make
adjustments as needed he is he is the

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the man of all um abilities including
keeping our temperature the way we want

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it okay last question the people deserve
to know is this hotel

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haunted is this hotel haunted
ooh so I actually have a little fun fact

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today um so the Hilton walk C Center
originally known as the hotel Schroeder

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opened in 1928 and it's rumored to be
haunted by its founder Walter Schroeder

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guest report Eerie feelings
malfunctioning and malfunctioning

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electronics and objects moving on their
own despite officials denial stories of

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shers sko sightings

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persist um thank you Tech team that was
amazing

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I I want to point out I want to call out
Catherine from North Carolina who's had

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an

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experience fix it he left and then the
channel started

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[Music]
Al

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night wow I think we have our answer
thanks

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Catherine okay great um engagement with
the parking lot and if you have other

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questions that arise throughout today's
presentations you can still put them

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there and we'll we'll take them back and
um get you answers but now it's time to

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reveal the Prize winners of the bingo
card we had four

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entrance and I am going to oh five oh
well bring it up now is the time

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okay do we have do we have any
others okay I'm gonna call this number

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five
because it's okay it's okay um okay so

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in sorry to bring you back up here Wendy
in fifth in fifth time order place Wendy

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[Music]
copin you get a cheese cuz we had a few

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more of

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them for more stress stress um more
stress more cheese okay in fourth time

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order place Jessica
AO get your cheese

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[Applause]
in third time order place Laurel

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[Applause]

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sen and second time order place Danny
kapple North Carol North

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[Applause]
Dakota and in first place

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fastest bingo in the land Christy weer
[Applause]

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woohoo we had so much fun with the Bingo
good job another

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cheese oh yeah do we have a speech is
that what's happening here

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okay uh we have a few questions from
Bingo that I was just going to start off

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the day were very close to our uh time
to bring Cindy Lander up but I thought I

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take three of the Bingo questions and if
they apply to you you just stand up we

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could see like who actually can answer
these questions so who has actually

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traveled to every state please stand
up wow Ray Walling from

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Kansas that's

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cool uh who would travel to Mars if
given the opportunity oh we got a a

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table of Mars of martians over here okay
good

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job and who lives within walking
distance from their

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work
[Music]

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wow yes we got more takers on that one
that is very cool all right so travel

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theme um just to start the day all right
well we will do more of these kinds of

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things at the end of the day but right
now I'm so honored to have our acting

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Imes director address us she was coming
to us virtually last year on a screen uh

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which she did great at but said it was
not her favorite experience so we're

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going to try to make it better this year
by having her look you in the

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eyes um this is her first grant Estates
conference in person we've not been able

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to do this before uh since March of this
year she has been our acting agency

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director and we at the office of Library
services from which she was promoted are

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so proud we could not be prouder to have
our leader in the leader seat for the

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whole agency and she is crushing it uh
these are roller coaster times for our

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profession and our political just
America so Cindy is navigating all of it

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with an evenness and um just a Grace
that is unmatched by anyone we could

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imagine taking her seat so she's here to
help connect the dots with the grants to

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States work and some of the larger
agency work she's going to talk to us

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for about 45 minutes and there's time in
there for questions so please be

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00:15:47.959 --> 00:15:51.920
thinking of things your burning
questions everything you wanted to know

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about imls she's here to give you the
the most uh diplomatic answers to so

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here here she is Cindy
[Applause]

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Landrum hello everyone and thank you
Terry uh I may be crushing it but I just

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need to let everyone know that thanks to
Terry and Anthony Smith they are holding

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down the port and Library services and
you know it makes my life a lot easier

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and we just have a wonderful team and so
I am happy to be here live and not on

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Memorex this time um and I'd like to
welcome you today too uh and once again

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welcome you to the mighty Midwest
because yes yet again I am a less

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Midwest Roots Run Deep I am not from
Wisconsin however I am from the neighbor

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State of
Illinois uh and I do have a Wisconsin

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Story how ever that involves a 20s
something year old Cindy a personal ad

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the Milwaukee Bucks and a pathology
resident who thought a good first date

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might involve showing me his tissue
samples but that is for the Afterparty

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conversation so as Terry said last year
I joined you all virtually for the

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future session and I shared with her
that it was quite disconcerting and kind

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of surreal watching you all watch me it
was like the Talking Heads video I was

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the head um so I'm really glad to be
here with you in real life and hello to

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our virtual colleagues and I just want
to plus a thousand all of the

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appreciations and gratitudes that have
been shared by carry and the grants the

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States team um and I also want to give
the grants the States team and the O

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team a round of

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applause yet again they have designed
another engaging and impactful

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Conference so kudos to them this is the
conference to be at and I know we all

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have a lot of conferences the LA's are
just they just go wild but this is the

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one to be at um and I just want to say
that on day two I am encouraged that our

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new colleagues in this work uh were not
scared off and they have voluntarily

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stayed after learning all the things
they needed to learn and hearing all

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those acronyms spr PLS you you get it um
and then I am super grateful for our

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tried and true State colleagues who are
yet hanging on with us uh with for many

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years and through our various iterations
of this foundational work and I call it

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foundational because the work that you
all do that you sustain and

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00:19:16.400 --> 00:19:24.640
nurture uh in your States is really core
to the agency um grants to States is

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universally beloved across the aisles of
Congress in in the White House and in

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the field and I like to think of it as
the pillar of our agency and of course

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you may know or heard that you know
there are a lot of places a lot of

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00:19:41.360 --> 00:19:47.200
colleagues out there that want to
imitate what you all do you know from

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our colleagues on the museum side and
some of our peer agencies but as the

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saying goes often imitated but can't be
duplicated and that is because because

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the State library administrative
agencies are really a key lever in the

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funding mechanism that advances the work
of our field and you do it in such a way

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that uniquely meets the needs of your
communities and I would say that as

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someone who's been involved in my career
in a lot of collective impact work this

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is probably one of the truest and best
examples

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of collective impact that I have been
involved in and that impact is felt

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Across the Nation and of course across
the agency so um you have heard from our

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colleagues in O about the agency
learning plan and the infrastructure

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study and the ways that imls is using
and trying to make uh impactful research

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investments in some critical areas that
can help and and inform how we make

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additional investments in Grant making
and policy and so this morning I'd like

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to share with you some of our
agency-wide initiatives and business

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that you probably have heard about I
know when Crosby was here he's proud he

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shared a lot about some of these
initiatives and in this transition I'm

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sure people may be wondering like okay
so what happens with those when the

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director changes and so I kind of wanted
to give you some updates about some of

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those things and sort of tie them into
the work that you were doing and kind of

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maybe talk to you about how you see them
tying in if you see them tying in maybe

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they don't tie in maybe there's some
challenges that we should be aware of uh

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when you think of some of this work so
um after sitting through all of the

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yesterday's Wisconsin theme sessions I
went back to my home room this actually

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had a title then I went back and I was
like okay maybe I need to get the

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program and come up with a theme and so
I started with have you curd cuz you

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know I love a good cheese Curt it's my
favorite Wisconsin delicacy and then I

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thought about looking a cheese head but
then I am originally from Chicago and I

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would be this owned by my Bears loving F
family uh and then of course we saw a

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lot out of the fs love the fs we all had
the fs Crush when I was a kid but you

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know there is another important piece of
Television that was uh that was rooted

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in Milwaukee that we have not talked
about the whole time and so you know I

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played with L and surely you want to
know um but in the end in the end I knew

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that I was no match for Emily and her
sweet baby uh and so I decided we're

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just going to go with uh the road to

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2026 keep it simple uh so I wanted to
really talk about the road to 2026 many

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of you know that 2026 is a seminal year
it marks the

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250th uh birth of our nation uh also
known as the

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semiquincentennial and since we've been
talking about the semiquincentennial I

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will say that in 24 I finally can spell
it without having to look it up I'm

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still working on the saying it about
five times fast that we we haven't

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gotten there but it also marks the 30th
anniversary of the establishment of

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imls and so between now and then a lot
has been going on and happening and that

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will inform 2026 and beyond for our
agency also for you so let's we're going

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to do a little going back Back to the
Future and we're kind of start with the

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semiquincentennial and weave through
some of our initiatives and what I will

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call momentary indefinite uh that you
probably heard about maybe you're

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thinking about them and for which I have
some really good updates and some for

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which I will be honest I probably don't
have good clear answers but we should

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all be thinking about them so I'm going
to start with some of our agency-wide

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initiatives that you probably heard
about you quite a bit one of those being

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the I am Lessa semiquincentennial work
or what they call out in the world

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America 250 what we have called at I am
aess I Am aess 250 so for those who are

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not aware little
context um back in 2016 a bipartisan

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committee was formed to start to think
about how the nation was celebrate its

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250th
birthday and probably sometime around

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2019 2020 there was this I'll call it a
call to action if you will to for all

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federal agencies to really think about
how they might recognize the nation's

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250th
birthday um so under Crosby's Direction

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because you know Crosby was a historian
uh many of you heard him talk about the

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semi Quin Centennial and its importance
uh was really inspiring and and

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directing the agency to think about how
we might begin to

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support the field support uh our
internal work in terms of how we wanted

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to acknowledge the
250th uh birthday of the nation with all

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of its celebration and
complexity so uh we gathered and he came

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up with with some input from some of us
uh I am less 250 all people all stories

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all
places and the idea of this is to

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support a more full telling of the
nation's history and ensuring that we

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are not only celebrating and
acknowledging the things that we know

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about but recognizing that in local
communities there are important stories

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and narratives that are either Untold
need to be uncovered or maybe have

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remained unseen so uh and that that
really shapes our full American story

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but that it also is a way to Spur Civic
engagement in community civil debate but

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also celebration of the nation's
birthday so if you have and if you

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didn't know we really have changed our
name we are no longer just Imes We Are

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The awardwinning Institute of Museum and
Library Services

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now because in uh the last two years we
have partnered with PBS books and one of

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the initiatives that grows out of this
semiquincentennial work is the web

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series uh visions of America all people
all stories all places in which we

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partner with our friends at PBS
books and this series the first season

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if you watch it it's on YouTube you will
see Crosby traveling the country

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visiting places and working with
Scholars and talking to Scholars about

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stories that maybe you kind of know
about maybe you heard about them maybe

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you didn't know for example we all know
about Ellis Island

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we know that is the the welcoming of
people to America to our immigrant

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communities but what many people do not
realize is that there are Ellis islands

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all over the country you know there's
the Ellis Island of the South the

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Freedom Tower in Florida there's Angel
Island and so Crosby went to Miami and

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the Freedom Tower is on the campus of
the Miami day college and he met with

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the president and he talked with
immigrant families and people who have

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significant history in that community
that is related to Freedom Tower and he

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went to a variety of different places uh
talked to a lot of different people it

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was very exciting and then um the
Michigan broadcasting Association said

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Kudos you all did a great job and they
sent us a fancy shiny award so um to

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which we were very very excited and I we
still haven't changed the business cards

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but the award looks really great um but
one of the things that I will say that

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we I'm very proud of is that uh our
decision to begin to think about this

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work not as a destination so many
agencies are thinking about what they're

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going to do in 2026 or what they're
going to do on July 4th uh one the

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things we've sort of built a body of
work and Frameworks and that really

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think about uh preparing us and seeding
this work along the way and it really

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has deepened our connection with uh the
larger America 250 effort so um we are

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ex official on the
commission and as you may or may not

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know know the chair of the commission is
the past us Treasurer Rosie R and we've

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been able to have some conversations
with her to make sure that when they are

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thinking about America 250 that they are
thinking about libraries and museums

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they have lots of really interesting
ideas and I often sit there and go yeah

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but we already do that uh we we we we've
been doing that for years hey chair Ros

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I think you need to go talk talk to our
library friends um we also know have

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learned that for many of you all in the
states that this whole 250 thing is uh

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Bowl of Cherries and some of the
cherries are super delicious and some

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are like at the bottom because some
State libraries are part of their a250

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commissions and some are not and so we
re recognize that that is an opportunity

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to amplify and Elevate the libraries
State libraries in particular but

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libraries in general as a critical part
of the America 250 effort in communities

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and in the
nation now while I say all that and it's

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raiseed the profile what has not
happened yet is dedicated funding

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00:31:24.320 --> 00:31:29.240
opportunity right so you know I think
Matt talked about about unfunded

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00:31:29.240 --> 00:31:34.679
mandates our least favorite thing in the
whole wide world is an unfunded mandate

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00:31:34.679 --> 00:31:41.120
however what we have been able to do is
fund a few pilot projects to sort of get

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the motors going um we definitely have
elevated the

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semiquincentennial and our discretionary
funding notice a funding opportunities

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and we are starting to see some
proposals that Center the semi Quin

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Centennial and are intended to uh
amplify and elevate it and sometimes we

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00:32:04.639 --> 00:32:10.120
just see good proposals that people may
not realize that they match up with the

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semiquincentennial and so we're able to
um sort of elevate those and say this is

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this is we're telling a new story or
here's a story that needs to be told and

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so we're going to elevate that in the
250 I will say Congress has taken note

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um in the last budget um proposal coming
out of the house they were very happy

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they just oh 250 keep doing that keep
doing that yes we' love to keep doing

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that we also love for you to make sure
that there's money for us to keep doing

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that um because there also was not that
in there keep doing that and so um but

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it does it does in elevating the profile
of the agency allows us to have those

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critical convers ation to say we' love
to keep doing that and we'd love to keep

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supporting our museums and libraries to
do that but we also can't do that if you

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uh want to uh not fund that or not fund
uh fund Us in any way so or cut funding

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so it it's kind of a nice thing in that
way but I'm really curious uh from all

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of you because I don't want this to just
be me blasting you with stuff uh to to

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find out if any of
you in your states are working on

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anything at the state level around 250
if it's a conversation if it's not in

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00:33:39.480 --> 00:33:44.960
the conversation if it's maybe a little
bit more challenging to think about

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00:33:44.960 --> 00:33:49.360
working on things like the 250 and the
semi Quin Centennial so I'd be loved to

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hear what you all are up to around the
semiquincentennial

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excuse me morning South Dakota is going
to be State CH start January

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00:34:50.919 --> 00:34:58.639
awesome do is trying
to within psylvia that

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really Elevate stories that are
not and

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also

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stories hi
um my understanding is that New Jersey

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had a state constitution that was kind
of used as a model for the national

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Constitution at least that's what we

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claim and we developed a program that's
not funded yet but we have um proposals

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00:35:50.240 --> 00:35:55.680
out and we're going to work with State
archives in the State library and

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00:35:55.680 --> 00:36:00.079
there's no one
that we know of right now who ever

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00:36:00.079 --> 00:36:04.200
remembers State archives and State
Library working together so we're really

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00:36:04.200 --> 00:36:06.960
excited about

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it so North Carolina um the State
library is with the Department of

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Natural cultural resources which is
heading the americ in our state and so

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um they've already done some programing
around it and are past and future re

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revolutionary North Carol
and that been the historical events in

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the r reevolution in North Carolina and
also when are we us us

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capitalized which is an exploration the
ideas of Freedom responsibility

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challenges and changes into
democracy

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also first
rounds

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opportunity second

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I was able
tot DC about people sharing their

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stories and I've been able to do some
work

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with Department

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and I was able to partner with someone
from ariv a couple of weeks ago we've

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been asked to use the
Centennial events as kind of model and

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looking back
it's

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very focused on history and I tried to
really advocate for

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um just kind of getting persp Al talking
about what is life like now at 250

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rather than looking backwards only so
yeah that's been kind of

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a an interesting Journey but I'm hoping
that it's going to end up

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somewhere

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isw
thanks so in Vermont we have a Statewide

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Commission with a budget small budget
but yeah you like a budget the our our

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commissioner the chief uh of the
Department of libraries is a participant

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in that and right now we're at the um
curating a book list phase and and we're

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making the books available through the
department and um speaking of the

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challenge of finding New Perspectives so
um the commission gave us a book list

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that was very Antiquated and we are
right now trying to freshen up that list

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and try to find different perspectives
on the

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theme I think we have time for one

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more when I
liary super

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popular liary

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00:39:25.200 --> 00:39:29.359
citizenship you done

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00:39:31.440 --> 00:39:36.400
thank you all for sharing see I told
them I told the 250 Co talked to the

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state libraries they are doing things
that you should know about so thank you

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00:39:41.440 --> 00:39:47.319
for sharing all of that and um I will be
looking forward to seeing how it

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00:39:47.319 --> 00:39:51.440
manifests I will say that it made my
heart all tingly when I heard a lot

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00:39:51.440 --> 00:39:57.800
about the archives and uh State Library
collaborations that is so awesome

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00:39:57.800 --> 00:40:02.920
and to my colleague from New Jersey who
said that's what they say that we're the

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model this leads us right into my our
other uh big initiative which is

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00:40:08.280 --> 00:40:12.000
information literacy so you know you
just tell them prove they you know if

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they don't believe you tell them prove
it you know go find some

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00:40:15.680 --> 00:40:23.480
resources um so as you may or may not
know the other sort of big uh ask from

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00:40:23.480 --> 00:40:29.079
Congress to
imls was to to work on information

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literacy and I believe that that ask
comes from all the great work that you

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all do in your libraries and have done
we as a as a collective profession have

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done to really address uh information
literacy not just now where we believe

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that it is a challenge but I will am
going to age myself but I can remember

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00:40:53.280 --> 00:40:58.200
when the internet was being rolled out
to the publ

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00:40:58.200 --> 00:41:05.920
and of being made accessible to everyone
and some of us were teaching information

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00:41:05.920 --> 00:41:14.200
literacy classes and we were
using excuse my French crap as an

401
00:41:14.200 --> 00:41:22.599
acronym to help people understand how to
engage with and think critically about

402
00:41:22.599 --> 00:41:29.480
the information that they were engaging
with on the internet interestingly

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00:41:29.480 --> 00:41:34.920
enough that was a very long time ago and
guess what we are still trying to figure

404
00:41:34.920 --> 00:41:42.359
out how to help people do that except
now there is so much more information

405
00:41:42.359 --> 00:41:49.480
that people are confronted with when
they are using the internet and we all

406
00:41:49.480 --> 00:41:55.680
know as professionals that it is a
challenge when you just have so much and

407
00:41:55.680 --> 00:42:02.920
trying to make sense of it all so this
is also a concern uh from Congress and

408
00:42:02.920 --> 00:42:08.119
they task
imls with figuring out how we might

409
00:42:08.119 --> 00:42:13.280
address this they did give us some real
clear guidelines about some things they

410
00:42:13.280 --> 00:42:18.400
would like to see so one of the things
they would like to see bare minimum was

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some type of website or other resource
portal that people can access to support

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00:42:25.640 --> 00:42:34.000
information literacy the other thing was
a task force and so to that end imls

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00:42:34.000 --> 00:42:40.760
gathered its Federal colleagues about 15
agencies that have made an investment in

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00:42:40.760 --> 00:42:50.240
information literacy so CDC and ni and
uh Federal Reserve and FDIC and all

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00:42:50.240 --> 00:42:55.000
these organ uh federal agencies who are
working in this space in their very sort

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00:42:55.000 --> 00:43:03.000
of discreet areas um as you can imagine
information literacy is a huge pie to

417
00:43:03.000 --> 00:43:09.359
bake and it has a lot of different
flavors and so initially we really

418
00:43:09.359 --> 00:43:14.200
looked at where could we be most
effective and there were kind of like a

419
00:43:14.200 --> 00:43:20.440
couple of areas one was financial
literacy the other was health literacy

420
00:43:20.440 --> 00:43:26.160
and then digital literacy which is
necessary for all the literacies today

421
00:43:26.160 --> 00:43:30.599
um so
gather those folks together but then

422
00:43:30.599 --> 00:43:37.839
also talk to our colleagues in the field
who are actually on the ground doing the

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00:43:37.839 --> 00:43:43.079
work every day who are incorporating
information literacy strategies and the

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00:43:43.079 --> 00:43:49.000
programs they design because we know
that information literacy is very much a

425
00:43:49.000 --> 00:43:53.440
local issue it looks different it has to
look different the challenges are

426
00:43:53.440 --> 00:43:58.760
different uh depending on your community
it could be Health it could be Finance

427
00:43:58.760 --> 00:44:03.800
it could be digital literacy in general
it could be a lot of literacies and so

428
00:44:03.800 --> 00:44:12.119
we couldn't be super prescriptive with
whatever we came up with um so last week

429
00:44:12.119 --> 00:44:20.599
we launched the information literacy.
goov uh it is a website that has access

430
00:44:20.599 --> 00:44:27.119
to a number of these resources from
federal agencies as well as some

431
00:44:27.119 --> 00:44:32.920
Community oriented organizations that
are doing this work there is a wonderful

432
00:44:32.920 --> 00:44:39.520
or two two webinars uh that will guide
you through the site tell you what's on

433
00:44:39.520 --> 00:44:43.839
the site tell you how to access this
information we

434
00:44:43.839 --> 00:44:49.880
also um invested in several pilot
projects across the museum and Library

435
00:44:49.880 --> 00:44:55.920
field to support information literacy
efforts I do see again our colleagues

436
00:44:55.920 --> 00:45:03.480
from New Jersey uh have a project
related to some legislation that

437
00:45:03.480 --> 00:45:09.559
codifies information Literacy for them
and so they are working with the State

438
00:45:09.559 --> 00:45:16.200
Library the department of Ed as well as
public libraries to sort of fill in the

439
00:45:16.200 --> 00:45:21.040
information literacy ecosystem and I
believe they're going to be doing some

440
00:45:21.040 --> 00:45:26.079
convening producing some products that
all of us can use and I know that there

441
00:45:26.079 --> 00:45:33.960
are some state who may already have this
legislation or who are hearing the buzz

442
00:45:33.960 --> 00:45:40.559
around their states that there's a
desire to codify information literacy uh

443
00:45:40.559 --> 00:45:46.559
in the legislation so what we hope will
emerge from that particular project are

444
00:45:46.559 --> 00:45:53.160
some nice toolkits we love a good
toolkit um and other resources that can

445
00:45:53.160 --> 00:45:58.559
help you sort of navigate like okay
we've got legislation now what how do we

446
00:45:58.559 --> 00:46:03.520
make it real how do we work with all of
the people that are part of this

447
00:46:03.520 --> 00:46:09.040
ecosystem so that we can have a more
information literate Community more

448
00:46:09.040 --> 00:46:16.079
information literate
population um so I would Advance ask you

449
00:46:16.079 --> 00:46:21.200
to go check out the
website uh look at what's there but I'm

450
00:46:21.200 --> 00:46:27.319
also really curious about like what is
sort of how is information literacy uh

451
00:46:27.319 --> 00:46:33.760
showing up for all of you in your states
is it something that you all are seeing

452
00:46:33.760 --> 00:46:38.640
show up at the state level and are
public libraries engaging in information

453
00:46:38.640 --> 00:46:43.119
literacy work is it sort of like you
know we're not really talking about it

454
00:46:43.119 --> 00:46:48.559
in my state or it's a you know it's a
challenging topic to talk about because

455
00:46:48.559 --> 00:46:54.680
you know it can be seen in certain ways
depend you know is dictating how people

456
00:46:54.680 --> 00:46:59.440
engage with information so I'm just
curious about uh is there any

457
00:46:59.440 --> 00:47:05.440
information literacy work happening in
your state or what there is there some

458
00:47:05.440 --> 00:47:10.240
that you would like to make happen um so
yeah what's the information literacy

459
00:47:10.240 --> 00:47:14.640
landscape look like on the ground for
you

460
00:47:14.640 --> 00:47:20.000
all hi good morning um in Hawaii we just
got funding through the state

461
00:47:20.000 --> 00:47:23.760
legislature to start a digital literacy
program that is administered by the

462
00:47:23.760 --> 00:47:29.400
state librarian um so in the last couple
of months we you know put out an RFP and

463
00:47:29.400 --> 00:47:35.800
we're engaged with um an organization
called munai in Hawaii to teach digital

464
00:47:35.800 --> 00:47:40.720
literacy classes um super basic we're
back we're down to like this is how you

465
00:47:40.720 --> 00:47:44.720
turn it on and I've been at a lot of
these classes and it's full of a lot of

466
00:47:44.720 --> 00:47:49.520
the kapuna uh the elderly um but also
those for it it's like related to

467
00:47:49.520 --> 00:47:53.720
Workforce Development so you have other
people too who have historically worked

468
00:47:53.720 --> 00:47:57.400
in the trades or things like that and
have really never touched a computer

469
00:47:57.400 --> 00:48:01.400
like everybody knows how to navigate
their phone but how do you stay safe

470
00:48:01.400 --> 00:48:05.480
excuse me how do you stay safe online
navigating your email website and

471
00:48:05.480 --> 00:48:09.240
everything like that so it's really um
and I attend some of these classes and

472
00:48:09.240 --> 00:48:14.319
it's really been awesome to see that
there's a huge need for that still so

473
00:48:14.319 --> 00:48:16.520
thank

474
00:48:22.200 --> 00:48:28.599
you thank you for sharing oh I've got
Cindy Georgia is working on digital

475
00:48:28.599 --> 00:48:32.640
connectivity and digital
literacy receiving funding from the

476
00:48:32.640 --> 00:48:40.559
governor's office for connectivity
devices Wii as well asaly on nice thank

477
00:48:40.559 --> 00:48:48.079
you thanks for sharing and of like again
please use those resources connect with

478
00:48:48.079 --> 00:48:53.440
information literacy. goov there's a lot
there that can support any work that you

479
00:48:53.440 --> 00:48:57.839
are doing but also that you can share in
your community with libraries that you

480
00:48:57.839 --> 00:49:03.240
know that might be doing that work a
final big thing I want to share is you

481
00:49:03.240 --> 00:49:08.839
probably heard of this maybe you haven't
heard about it uh but there's this thing

482
00:49:08.839 --> 00:49:14.920
called the president's committee on the
Arts and Humanities also known as

483
00:49:14.920 --> 00:49:21.079
PCA and um if you're not familiar with
it it is a long established Committee of

484
00:49:21.079 --> 00:49:26.920
the president and it brings together a
lot of luminaries I'll call them

485
00:49:26.920 --> 00:49:33.359
luminaries AKA
celebrities um and to advise the and

486
00:49:33.359 --> 00:49:39.000
academics so not not not all celebrities
but sometimes celebrity academics too um

487
00:49:39.000 --> 00:49:44.040
but they are the intention is for them
to advise the president and the cultural

488
00:49:44.040 --> 00:49:49.040
agencies of which in this context I am a
less as one along with our friends at

489
00:49:49.040 --> 00:49:56.280
Nea and neh um to advise us on matters
of uh and activities in the United

490
00:49:56.280 --> 00:50:02.319
States related to culture and the art uh
so in previous iterations that's how I'm

491
00:50:02.319 --> 00:50:10.599
going to frame this uh the committee was
under the opes of the Nea and neh well

492
00:50:10.599 --> 00:50:16.720
there was a brief Hiatus back in
2017 and President Biden reconstituted

493
00:50:16.720 --> 00:50:21.359
the committee and it was reconstituted
under

494
00:50:21.359 --> 00:50:28.079
imls and some people may be wondering
why would arts and Humanities Committee

495
00:50:28.079 --> 00:50:33.119
of the president be reconstituted under
the Institute of Museum and Library

496
00:50:33.119 --> 00:50:39.520
services and I would say that museums
and libraries are what harness and

497
00:50:39.520 --> 00:50:46.440
catalyze arts and humanities in
community we make them accessible to the

498
00:50:46.440 --> 00:50:53.240
people so it makes all the sense in the
world that we would be the ones driving

499
00:50:53.240 --> 00:50:58.200
uh the ship so to speak in collaboration
with our colleages colleages but since

500
00:50:58.200 --> 00:51:05.400
that reconstitution of the committee uh
pcah has met a number of times some of

501
00:51:05.400 --> 00:51:10.920
us have gotten to see Lady Gaga like I
have a picture in the back of her head

502
00:51:10.920 --> 00:51:19.240
um she had her hair was real cute uh I
got to see Stephanie um but uh and a few

503
00:51:19.240 --> 00:51:25.240
other really cool people have great
interest in the work of the humanities

504
00:51:25.240 --> 00:51:30.280
but also libraries so in case you didn't
know but you probably should know a real

505
00:51:30.280 --> 00:51:38.040
big Library Champion is our friend Jen
Garner uh woo yes uh and she is a big

506
00:51:38.040 --> 00:51:44.440
champion of libraries and as are many
people on the president's committee and

507
00:51:44.440 --> 00:51:50.920
so uh but they have taken up some really
interesting work uh over the last year

508
00:51:50.920 --> 00:51:55.640
that will emerge and you will hear about
it and two things in particular are of

509
00:51:55.640 --> 00:52:01.720
interest to us but one of the things
they're looking at is AI and its impact

510
00:52:01.720 --> 00:52:07.440
on the Arts and Humanities so in fact
next week they will be

511
00:52:07.440 --> 00:52:12.240
holding uh a meeting convening of really
important people and they're going to

512
00:52:12.240 --> 00:52:17.079
let me sit in and listen so I'm really
excited about that about AI in the Arts

513
00:52:17.079 --> 00:52:21.359
and
Humanities um arts in the public

514
00:52:21.359 --> 00:52:26.520
infrastructure and the things that are
most important to imls and live

515
00:52:26.520 --> 00:52:31.920
libraries and museums are Disaster
Response so you know what are what are

516
00:52:31.920 --> 00:52:36.720
we doing when we have a Disaster
Response and recovery and the role uh in

517
00:52:36.720 --> 00:52:40.760
its impact on Arts and Humanities and of
course specifically museums and

518
00:52:40.760 --> 00:52:46.400
libraries from us from our perspective
repatriation so very interesting we put

519
00:52:46.400 --> 00:52:52.960
that in the context of 250 you know
archives museums even libraries have

520
00:52:52.960 --> 00:52:59.319
artifacts that actually we do not know
the province of or we do and maybe we

521
00:52:59.319 --> 00:53:05.119
need to there's some negotiation to uh
get them back to those to whom they

522
00:53:05.119 --> 00:53:11.200
belong and then the one that's my
favorite uh is libraries and creative

523
00:53:11.200 --> 00:53:16.680
placemaking we know libraries are really
essential to placemaking in community

524
00:53:16.680 --> 00:53:21.920
but Ro what role can they play the
variety of different roles in driving

525
00:53:21.920 --> 00:53:26.240
plac making and partnership with
particularly with entities that they

526
00:53:26.240 --> 00:53:31.280
might not ordinarily partner with for
example I'm thinking about

527
00:53:31.280 --> 00:53:38.520
archaeologist and and uh Anthropologist
and people of that type uh AR you know

528
00:53:38.520 --> 00:53:44.640
Architects and things and those
individuals so um the result of all this

529
00:53:44.640 --> 00:53:51.319
work will be some convenings pilot
projects other activities and some

530
00:53:51.319 --> 00:53:55.799
products again I'm going to use our
favorite word guess what it is toolkits

531
00:53:55.799 --> 00:54:03.040
um that we can all use as we're thinking
about some of these things in our own

532
00:54:03.040 --> 00:54:09.119
Community um I don't have a ton of time
left but I did want to feel some

533
00:54:09.119 --> 00:54:12.520
questions because I feel like there's
probably a lot of

534
00:54:12.520 --> 00:54:17.520
questions uh related to IM am Le so I'm
going to answer one right off the bat

535
00:54:17.520 --> 00:54:22.119
that I know is is swirling and all of
our heads because it's really swirling

536
00:54:22.119 --> 00:54:24.880
in mind and when are you going to get a
new

537
00:54:24.880 --> 00:54:28.880
director and the answer

538
00:54:29.119 --> 00:54:36.240
is uh we have yet to hear much on that
front you know it's like everything else

539
00:54:36.240 --> 00:54:40.720
there's whizzing and buzzing and then
sometimes nothing and I don't know

540
00:54:40.720 --> 00:54:46.599
they're just the White House is a little
busy right now with some things and so

541
00:54:46.599 --> 00:54:52.440
uh at this moment you all are stuck with
me for just a wee bit

542
00:54:52.440 --> 00:54:57.760
[Applause]
longer I have no how idea how much

543
00:54:57.760 --> 00:55:02.640
longer that is I'm thankful that you all
clap because you could have

544
00:55:02.640 --> 00:55:08.240
gone um so I have no definitive
information to offer and but as soon as

545
00:55:08.240 --> 00:55:12.799
we know something and we think and
there's a name floating around that we

546
00:55:12.799 --> 00:55:18.000
can announce we will be happy to let you
know and just because this comes up all

547
00:55:18.000 --> 00:55:22.599
the time if you're not familiar with how
all that process works the President

548
00:55:22.599 --> 00:55:27.960
appoints the director the legislation
says that we have to switch back and

549
00:55:27.960 --> 00:55:33.119
forth so we were lucky to have Crosby
for four years he's from our world and

550
00:55:33.119 --> 00:55:39.680
now it is the Museum's turn so no they
will not they cannot appoint me uh so

551
00:55:39.680 --> 00:55:45.200
the museum will turn to have their
director and so that is sort of the pool

552
00:55:45.200 --> 00:55:49.720
of people that the White House and the
president will be looking at when they

553
00:55:49.720 --> 00:55:55.760
decide to fill this role um but I'm
happy to take a whole bunch of other

554
00:55:55.760 --> 00:55:58.880
questions
if you have

555
00:55:58.880 --> 00:56:03.760
them and I'll do my best to answer what
I

556
00:56:06.640 --> 00:56:12.440
can well I'll close out with this and
just say a few things uh the other

557
00:56:12.440 --> 00:56:19.039
things people might be wondering about
budget um another I'm not sure I you

558
00:56:19.039 --> 00:56:23.599
know I think we anticipate given an
election year will be on a CR I just

559
00:56:23.599 --> 00:56:28.280
want to say thank you for your patience
over the last few years because things

560
00:56:28.280 --> 00:56:34.079
haven't always gone the way we would
like them to um and so your patience

561
00:56:34.079 --> 00:56:40.960
with us sort of having to get money to
you in fits and spurts is not optimal

562
00:56:40.960 --> 00:56:45.400
for us and we know it's not optimal for
you but we are grateful that you are

563
00:56:45.400 --> 00:56:52.680
patient when we are in the sort of uh
sort of in between times the other big

564
00:56:52.680 --> 00:56:58.799
piece of things that'll be happening are
reauthor ation you heard Matt talk about

565
00:56:58.799 --> 00:57:03.359
infrastructure and I know someone asked
what happens after the infrastructure

566
00:57:03.359 --> 00:57:07.640
study well a lot of things could happen
and you know

567
00:57:07.640 --> 00:57:13.480
maybe just being doing some expectations
setting here Congress could in a few

568
00:57:13.480 --> 00:57:18.440
years because you know it is Congress
they could say yes we see this as an

569
00:57:18.440 --> 00:57:23.640
issue we might want to fund this but
right now even if they came tomorrow and

570
00:57:23.640 --> 00:57:30.200
said yes we want to fund Library
construction or whatever we have to be

571
00:57:30.200 --> 00:57:35.280
authorized to do it so over the next
year we'll be working on our

572
00:57:35.280 --> 00:57:42.160
reauthorization which gives us the um
parameters in which we can work and what

573
00:57:42.160 --> 00:57:48.599
we can do and that is a process that
happens internally but also externally

574
00:57:48.599 --> 00:57:54.640
with the field and so you know that is
sort of forthcoming but that is a

575
00:57:54.640 --> 00:58:00.599
2025 inp ever and so we will look
forward to moving forward on that and

576
00:58:00.599 --> 00:58:04.960
hearing from the field through the
associations about the things that you

577
00:58:04.960 --> 00:58:10.000
think are important I think you talked
about a few of them today so uh that is

578
00:58:10.000 --> 00:58:15.520
what is on our
Horizon and if if that is no one has any

579
00:58:15.520 --> 00:58:21.680
questions I think I have for the good of
the order closed out what I need to say

580
00:58:21.680 --> 00:58:27.200
and uh hopefully it wasn't too cheesy
all right

581
00:58:27.200 --> 00:58:32.400
how a classic Wisconsin supper club
offers a wide variety of culinary

582
00:58:32.400 --> 00:58:37.000
culinary Delights do not forget the
pickled

583
00:58:37.000 --> 00:58:44.480
radishes at least Ben will get all these
jokes thank you for being so close to

584
00:58:44.640 --> 00:58:49.200
me we're going to start with the admin

585
00:58:51.079 --> 00:58:55.799
costs we talked about indirect costs and
administrative costs yesterday and we're

586
00:58:55.799 --> 00:59:00.200
going to revisit them today one of the
basic financial principles that comes

587
00:59:00.200 --> 00:59:05.480
out of the lsda legislation is the 4%
administrative cap these administrative

588
00:59:05.480 --> 00:59:10.640
C costs are associated with the sla's
overall management oversight

589
00:59:10.640 --> 00:59:16.440
administration of plans programs and
activities funded under the imls lsda

590
00:59:16.440 --> 00:59:22.440
program they must still be necessary
reasonable allocable and allowable

591
00:59:22.440 --> 00:59:29.200
costs slas are allowed to use up to 4%
of their federal funds from the grants

592
00:59:29.200 --> 00:59:32.960
to States program to cover
administrative costs but you're not

593
00:59:32.960 --> 00:59:37.319
required to do
so you can cover these costs with State

594
00:59:37.319 --> 00:59:42.960
funds if you choose to do so per the
statute some types of admin costs could

595
00:59:42.960 --> 00:59:46.720
be any of the
following Personnel costs within the

596
00:59:46.720 --> 00:59:51.680
lsta program typically it's the lsta
coordinator position or the state

597
00:59:51.680 --> 00:59:56.359
librarian or the
Consultants or the associate state

598
00:59:56.359 --> 01:00:01.880
librarian pro-rated staff time for
personnel not working full-time to LSA

599
01:00:01.880 --> 01:00:05.760
management and
administration travel expenses to carry

600
01:00:05.760 --> 01:00:10.000
out the management oversight
administrative activities of the lsda

601
01:00:10.000 --> 01:00:15.160
program thank you for coming financial
management costs including audit costs

602
01:00:15.160 --> 01:00:21.720
for the lsta program all indirect or
facilities related costs such as rent

603
01:00:21.720 --> 01:00:26.960
maintenance utilities and security
incurred at the state level

604
01:00:26.960 --> 01:00:31.559
State advisory Council on libraries
other advisory councils or committee

605
01:00:31.559 --> 01:00:37.480
expenses Grant selection and award
activities and Reporting we have an

606
01:00:37.480 --> 01:00:41.119
administrative cost memo in the grants
to States manual which I know all of you

607
01:00:41.119 --> 01:00:45.319
have memorized that goes into Fuller

608
01:00:47.880 --> 01:00:52.880
detail so as far as the 4%
administrative costs and the spr are

609
01:00:52.880 --> 01:00:56.480
concerned the state library-wide
expenses for admin administering the

610
01:00:56.480 --> 01:01:02.119
lsta programs should be reported in the
administrative project other operational

611
01:01:02.119 --> 01:01:07.520
expenses in the project budget should
only be used for indirect costs

612
01:01:07.520 --> 01:01:11.160
incurred do not report the same costs in
both

613
01:01:11.160 --> 01:01:18.440
places indirect costs from nons laas do
not count against your 4% c

614
01:01:18.440 --> 01:01:23.880
cap state level specific questions
should be directed to your program

615
01:01:23.880 --> 01:01:30.359
officers and remember ad isn't a
catchall for all types of costs the

616
01:01:30.359 --> 01:01:36.400
costs still need to be allowable no
advocacy construction food booze bourbon

617
01:01:36.400 --> 01:01:40.240
taste testing those kinds of

618
01:01:43.880 --> 01:01:48.599
things these are some procedural tips
when working within the

619
01:01:48.599 --> 01:01:56.000
spr we know having to con Stave cons
consistently may seem as stinky as ludic

620
01:01:56.000 --> 01:02:01.400
dis at first but we hope that over time
it will become a natural habit of

621
01:02:01.400 --> 01:02:03.920
working in the

622
01:02:07.880 --> 01:02:13.119
spr and this is how an administrative
project Financial should look or could

623
01:02:13.119 --> 01:02:19.119
look in the FSR within the spr be sure
to make to save after making any of

624
01:02:19.119 --> 01:02:23.359
those changes because we all know what
happens when you don't say frequently

625
01:02:23.359 --> 01:02:26.520
stinky ludifisk

626
01:02:30.839 --> 01:02:35.640
and within the FSR admin costs are
included as part of the federal share of

627
01:02:35.640 --> 01:02:41.200
net outlays or the total amount of lsta
funds spent by the State library or

628
01:02:41.200 --> 01:02:46.440
slaa this is a way to cross check final
numbers within the spr prior to final

629
01:02:46.440 --> 01:02:50.079
submission to
imls and now I'm going to pass it over

630
01:02:50.079 --> 01:02:53.240
to Dennis

631
01:02:55.960 --> 01:03:00.920
what I get to talk
about I'm going to talk about match ande

632
01:03:00.920 --> 01:03:07.240
um hooray
yay uh and I believe we oh

633
01:03:08.160 --> 01:03:14.520
Applause um and we do have some time
we've baked in some time for um

634
01:03:14.520 --> 01:03:19.559
questions and any need for clarification
so we welcome those this can be quite

635
01:03:19.559 --> 01:03:23.359
thorny um some of them might be great
general questions for everybody and some

636
01:03:23.359 --> 01:03:27.880
of them might be State specific but just
keep that in mind as you we're going

637
01:03:27.880 --> 01:03:34.440
through some of these um match ande
Concepts so let's start with match first

638
01:03:34.440 --> 01:03:39.960
um match is also called depending on
kind of the realm that you're in it's

639
01:03:39.960 --> 01:03:45.760
also called cost sharing or non-federal
uh share and it's the portion of the

640
01:03:45.760 --> 01:03:50.799
project costs that are not paid by
federal funds um and they support the

641
01:03:50.799 --> 01:03:56.000
lsta priorities that are in your 5year
plan um from and like it's as

642
01:03:56.000 --> 01:04:02.960
non-federal state or local sources um
and in in the match realm the

643
01:04:02.960 --> 01:04:10.880
requirement is 34% of your total program
costs so um unlike Moe where there is

644
01:04:10.880 --> 01:04:16.720
more of a kind of ongoing average that's
contingent on what you report year after

645
01:04:16.720 --> 01:04:24.440
year the match requirement is like a
flat 34% off of the award um so if I say

646
01:04:24.440 --> 01:04:29.880
all that because if you happen to report
above and beyond 34% match in one year

647
01:04:29.880 --> 01:04:34.319
it doesn't affect what's required in the
subsequent year it's still 34% of what

648
01:04:34.319 --> 01:04:38.799
you've been given but if for if there
any reason you cannot meet your match we

649
01:04:38.799 --> 01:04:43.880
do ask that you notify us immediately
we'll talk a little bit later about the

650
01:04:43.880 --> 01:04:49.119
implications of missing match compared
to missing Moe but um this missing match

651
01:04:49.119 --> 01:04:53.359
is a more time sensitive than missing

652
01:04:53.720 --> 01:05:00.319
Moe yeah so more about and again we love
a good you know us code reference uh

653
01:05:00.319 --> 01:05:06.039
related to where this is coming from but
again just to reinforce that this is not

654
01:05:06.039 --> 01:05:11.119
being kind of dreamed up by us within
the agency and was something that we're

655
01:05:11.119 --> 01:05:16.599
carrying out it's a federal requirement
um and so maintenance of effort as I

656
01:05:16.599 --> 01:05:23.799
kind of hinted at compared to match is
the spirit of it is more to ensure that

657
01:05:23.799 --> 01:05:29.039
there is a maintenance of certain level
of State expenditures for library

658
01:05:29.039 --> 01:05:35.799
programs and unlike match where it talks
about other sources um of support this

659
01:05:35.799 --> 01:05:41.039
is specifically State support um local
funds or other things do not count

660
01:05:41.039 --> 01:05:46.200
toward Moe um and again the requirement
and the purpose of it is to ensure that

661
01:05:46.200 --> 01:05:52.880
federal funds enhance rather than
replace State funds the goal is to help

662
01:05:52.880 --> 01:05:58.400
do as much as we can to in Ensure that
there is a solid foundation of State

663
01:05:58.400 --> 01:06:03.520
support um running the and supporting
the State library and the federal funds

664
01:06:03.520 --> 01:06:10.960
again enhance help with um developing
projects and things like that and um in

665
01:06:10.960 --> 01:06:16.119
the
event that you do not uh meet Moe we're

666
01:06:16.119 --> 01:06:21.359
required to reduce the allocation that
would have been paid to your state if

667
01:06:21.359 --> 01:06:27.400
you fail to maintain a proper M level if
you were to miss by a certain percentage

668
01:06:27.400 --> 01:06:33.760
um if a waiver is not approved then that
same percentage would be uh taken from

669
01:06:33.760 --> 01:06:39.319
your subsequent allotment so in this
case uh the 2023 Moe that you'll be

670
01:06:39.319 --> 01:06:44.119
reporting would affect your 2026

671
01:06:44.640 --> 01:06:52.760
award so you know we I understand that
this can be a difficult uh concept and

672
01:06:52.760 --> 01:06:56.319
we don't want to bog you down with all
the details

673
01:06:56.319 --> 01:06:59.839
much like this photo of a classic
Wisconsin cranberry

674
01:06:59.839 --> 01:07:04.559
bog uh your program officer is always
available to help you weighed through

675
01:07:04.559 --> 01:07:12.160
your specific Moe questions but all that
to say this is a critical uh exerpt from

676
01:07:12.160 --> 01:07:20.119
thee requirement uh and it emphasizes
All State dollars expended by the State

677
01:07:20.119 --> 01:07:25.839
library administrative Agency for
library programs that are consistent

678
01:07:25.839 --> 01:07:33.119
with lsta purposes so I read all of
those words very carefully and slowly

679
01:07:33.119 --> 01:07:38.839
because they all
matter uh the all matters the expended

680
01:07:38.839 --> 01:07:45.880
by the SLA matters um the consistent
with lsta purposes matters and so um and

681
01:07:45.880 --> 01:07:51.000
then this exclusions are also very
important Capital expenditures uh

682
01:07:51.000 --> 01:07:57.400
special one-time project costs and
similar windfalls so so it is Broad but

683
01:07:57.400 --> 01:08:02.480
there's also a lot of terms to kind of
hold on to if you have inherited a sort

684
01:08:02.480 --> 01:08:08.480
of a legacy Moe calculation we just
encourage you to kind of assess what

685
01:08:08.480 --> 01:08:12.079
you've always done and say okay are we
are we excluding what we should be

686
01:08:12.079 --> 01:08:16.599
excluding are we including what we
should be

687
01:08:16.759 --> 01:08:23.199
including oh yes so these are those
purposes we discussed um and they are

688
01:08:23.199 --> 01:08:26.359
I'm going to read every single one of
them very carefully now I'm just kidding

689
01:08:26.359 --> 01:08:31.239
uh there's a lot and the purpose of
these subsequent slides is really as a

690
01:08:31.239 --> 01:08:37.799
point of reference for you um to go back
toward but the the big idea here is that

691
01:08:37.799 --> 01:08:44.400
the LSA purposes um can be broader and
more encompassing than perhaps the

692
01:08:44.400 --> 01:08:51.440
priorities that you have identified in
your Five-Year Plan um so that's when

693
01:08:51.440 --> 01:08:56.040
you're thinking about what state funds
could be considered fore they may they

694
01:08:56.040 --> 01:09:01.640
may meet lsta purposes in a broader
level and the they may not specifically

695
01:09:01.640 --> 01:09:06.239
support one of your projects related to
your Five-Year Plan but that's okay

696
01:09:06.239 --> 01:09:10.000
becausee is a little bit more of a
broader State support as long as it

697
01:09:10.000 --> 01:09:16.640
meets one of these many lsta purposes so
that was 1 through five this is 6 seven

698
01:09:16.640 --> 01:09:20.600
and
8 and then 9 through 12 there's 12 of

699
01:09:20.600 --> 01:09:26.000
them um and so again if you're if you're
taking some time to care carefully

700
01:09:26.000 --> 01:09:30.520
assess what's going on with youre it's
good to kind of reference these to think

701
01:09:30.520 --> 01:09:35.480
about the sort of ecosystem of the state
support that's coming through your State

702
01:09:35.480 --> 01:09:40.239
library and think oh is this is this
technically meeting LST purposes and

703
01:09:40.239 --> 01:09:45.520
assessing that for your
Moe so here we are again with

704
01:09:45.520 --> 01:09:51.520
diagrams again not wanting to bog you
down of course but um there is this is

705
01:09:51.520 --> 01:09:57.120
helpful because another interesting
Quirk if you will aboute is that it's

706
01:09:57.120 --> 01:10:03.239
one of the few um areas of financial
reporting where there is actually

707
01:10:03.239 --> 01:10:09.400
potential overlap and so this tries to
encapsulate what what we're talking

708
01:10:09.400 --> 01:10:14.040
about here so you look at the lsta
purposes that's the big category at the

709
01:10:14.040 --> 01:10:18.600
top and then branching off of that
almost like a subset of the lsta

710
01:10:18.600 --> 01:10:23.880
purposes is the ones that you said you
were going to focus on through your

711
01:10:23.880 --> 01:10:30.400
5-year plan so I I don't think that any
of your fiveyear plans are covering all

712
01:10:30.400 --> 01:10:37.440
12 of the LSA purposes perhaps they are
um but often it's more honed in on a few

713
01:10:37.440 --> 01:10:41.840
and so that's why it's like a piece of
it and then underneath that 5year plan

714
01:10:41.840 --> 01:10:47.960
as you all those of you who have um
intimate experience with the spr know

715
01:10:47.960 --> 01:10:53.239
that in order to report a project you
have to align it to one of your goals

716
01:10:53.239 --> 01:10:57.800
which then aligns with the lsta prior
ities and so under those projects is

717
01:10:57.800 --> 01:11:02.600
where you report match financials which
you've seen in the column of lsta or

718
01:11:02.600 --> 01:11:08.840
whether it's state or whether it's other
and that is where the state um match can

719
01:11:08.840 --> 01:11:14.159
fall into there and then at the same
time so there's maybe some State funds

720
01:11:14.159 --> 01:11:20.400
that are supporting a project um or
projects in the spr those same state

721
01:11:20.400 --> 01:11:25.640
funds can also be counted towards youre
so it's one of those rare situations

722
01:11:25.640 --> 01:11:28.880
where you're reporting it here and
you're also reporting the same number

723
01:11:28.880 --> 01:11:35.880
potentially over in thee um field um and
but they're also as you can hopefully

724
01:11:35.880 --> 01:11:41.840
see demonstrated here the state match
portion of your projects that you report

725
01:11:41.840 --> 01:11:47.880
could only be maybe a a smaller uh
fraction of a larger State funding that

726
01:11:47.880 --> 01:11:55.600
you're capturing in youre so it's it's
complex certainly um I'm not I'm not

727
01:11:55.600 --> 01:11:58.639
under any delusions that there'll be
more questions about how that works but

728
01:11:58.639 --> 01:12:03.000
that's sort of an attempt to give you a
general layout of of how it

729
01:12:03.000 --> 01:12:07.880
works and um this is a little bit easier
visualization uh is the way it's

730
01:12:07.880 --> 01:12:15.400
calculated so um as you can see here if
you wanted to on your own test kind of

731
01:12:15.400 --> 01:12:21.040
your awareness of youre requirement uh
you could take go into the spr or even

732
01:12:21.040 --> 01:12:26.880
your own internal records and look at
what you reported for 20 20 2021 and

733
01:12:26.880 --> 01:12:31.880
2022 add them together divide it by
three and that average is your

734
01:12:31.880 --> 01:12:38.840
subsequent Moe requirement um a little
bit of an spr hack to do that without

735
01:12:38.840 --> 01:12:45.600
doing any math is in you have access to
the your 2023 um spr right now you could

736
01:12:45.600 --> 01:12:50.600
go into your financial status report and
hit save and that minimum will show up

737
01:12:50.600 --> 01:12:56.199
because we have it in our the back end
of our system also

738
01:12:56.199 --> 01:13:02.639
all right so we're going to take a brief
um lecture breather and get into a

739
01:13:02.639 --> 01:13:08.199
scenario um and I'm going to introduce
we set the scene set the stage for our

740
01:13:08.199 --> 01:13:13.679
scenario our maintenance of effort Story
begins with a conversation among lsta

741
01:13:13.679 --> 01:13:18.320
coordinators from three states east
aago new

742
01:13:18.320 --> 01:13:23.480
swissa and old
gorgona these three coordinators have

743
01:13:23.480 --> 01:13:28.120
been SLA BFFs for for a while now and we
join them in the middle of a virtual

744
01:13:28.120 --> 01:13:34.679
hangout as they prepare for their spr
report hey besties how's your spr

745
01:13:34.679 --> 01:13:39.040
reporting
going sorry I rushed you it's fine it's

746
01:13:39.040 --> 01:13:43.800
okay Betsy not too not too bad the
projects are just about finished but I'm

747
01:13:43.800 --> 01:13:47.560
still working through the financials I
totally get that there's always

748
01:13:47.560 --> 01:13:53.199
something I need to triple and quad
duple check especially thate figure for

749
01:13:53.199 --> 01:13:57.400
sure that reminds me to check out the
financial status report in the spr to

750
01:13:57.400 --> 01:14:01.239
see what the minimum requirement is so I
can make sure I work my financials to

751
01:14:01.239 --> 01:14:04.760
match that number to the
penny what do you

752
01:14:04.760 --> 01:14:10.080
mean uh you know you don't want to
report too much over the minimum or else

753
01:14:10.080 --> 01:14:13.600
you might have a hard time meeting the
requirement if that three-year average

754
01:14:13.600 --> 01:14:16.920
gets too
high

755
01:14:16.920 --> 01:14:22.520
sure you I mean I certainly understand
your logic behind wanting to create a

756
01:14:22.520 --> 01:14:27.120
kind of safety net but I don't think
that line of thinking is in keeping with

757
01:14:27.120 --> 01:14:30.520
thee
requirements I have to agree with old

758
01:14:30.520 --> 01:14:35.480
gorg over here at a recent site visit
our program officer mentioned the same

759
01:14:35.480 --> 01:14:40.560
thing talking about all means all so we
needed to revisit oure calculation to

760
01:14:40.560 --> 01:14:45.000
include entire categories of State funds
that count toward Moe rather than

761
01:14:45.000 --> 01:14:48.679
choosing portions and percentages that
got us as close to the minimum as

762
01:14:48.679 --> 01:14:56.239
possible oh my gosh wow I am so shocked
right now okay thanks I'm so glad this

763
01:14:56.239 --> 01:14:59.120
came up I'm gonna reach out to my
program

764
01:14:59.120 --> 01:15:04.000
officer and discuss this with her hey
that's what we're here for and your

765
01:15:04.000 --> 01:15:08.600
program officer too of
course and now that we're talking about

766
01:15:08.600 --> 01:15:12.360
this I'm realizing that it might be time
to reconnect with our finance office to

767
01:15:12.360 --> 01:15:17.280
take a closer look at what we've always
done there are some new folks over there

768
01:15:17.280 --> 01:15:22.679
and the figures they give me always seem
logical and sound but I'm not 100%

769
01:15:22.679 --> 01:15:27.120
confident that their approach is
consistent that is so smart bestie and

770
01:15:27.120 --> 01:15:30.520
sounds like a great way to be on the
same page with your finan F Finance

771
01:15:30.520 --> 01:15:36.600
folks it might be helpful to share some
of imls guidance documents related toe

772
01:15:36.600 --> 01:15:41.320
like the waiver guidance in the manual
that everybody here knows about to help

773
01:15:41.320 --> 01:15:46.480
give you and finance staff a Common
Language to speak well speaking a

774
01:15:46.480 --> 01:15:50.800
waivers looks like yours truly is going
to be heading down that road this

775
01:15:50.800 --> 01:15:56.400
year I
know yeah remember the lake V flood last

776
01:15:56.400 --> 01:16:00.360
spring it caused widespread destruction
throughout the southeast portion of the

777
01:16:00.360 --> 01:16:04.480
state and we're still recovering from
the financial losses the only good news

778
01:16:04.480 --> 01:16:07.760
is that it seems like a pretty cut and
dry waiver so I'm thinking I don't need

779
01:16:07.760 --> 01:16:10.960
to worry about putting a draft waiver
together and meeting that earlier

780
01:16:10.960 --> 01:16:16.040
deadline to
imls well I certainly don't want to tell

781
01:16:16.040 --> 01:16:20.840
you what to do but I've heard that
submitting a draft it was very helpful

782
01:16:20.840 --> 01:16:26.000
to States looking for an OE waiver I
agree it doesn't guarantee you'll get a

783
01:16:26.000 --> 01:16:31.000
waiver or anything but having an extra
set of eyes to look over your draft can

784
01:16:31.000 --> 01:16:34.520
really help especially because there's
always going to be a certain context

785
01:16:34.520 --> 01:16:38.440
specific to your state that you may not
realize you need to articulate to a

786
01:16:38.440 --> 01:16:45.280
larger audience wow you both are right
as usual lots for me to consider I

787
01:16:45.280 --> 01:16:49.360
should probably review the Moe waiver
timeline and plan accordingly I'm so

788
01:16:49.360 --> 01:16:56.020
glad we had this time to chat same me
too thanks besties and

789
01:16:56.020 --> 01:16:59.760
[Applause]
the lake the lake F reference really

790
01:16:59.760 --> 01:17:02.679
didn't get much a

791
01:17:05.400 --> 01:17:14.239
laugh we're going to continue to talk
aboute um and talk about uhe waivers and

792
01:17:14.239 --> 01:17:19.520
recalculations so apparently brandy Old
Fashions are really big in Wisconson and

793
01:17:19.520 --> 01:17:23.199
just like you can get a brandy Old
Fashion with either Seven up or club

794
01:17:23.199 --> 01:17:30.080
soda you can approach Moe in one of two
ways depending on your situation so I'm

795
01:17:30.080 --> 01:17:35.120
going to walk through the waiver process
as well as with calculations now the

796
01:17:35.120 --> 01:17:41.159
waiver is when uh is considered if you
do not meet thee requirement at the end

797
01:17:41.159 --> 01:17:47.440
of the fiscal year in your spr report
and you want to request a waiver to

798
01:17:47.440 --> 01:17:52.239
avoid the penalty this only happens at
the beginning of that calendar year

799
01:17:52.239 --> 01:17:56.360
after you submit that spr report
a

800
01:17:56.360 --> 01:18:01.199
recalculation on the other hand is
initiated by you and it can happen any

801
01:18:01.199 --> 01:18:05.800
time and this occurs when you need to
reassess what you're calculating in

802
01:18:05.800 --> 01:18:12.480
youre figures uh and and want to get a
new calculation on the books uh as we've

803
01:18:12.480 --> 01:18:19.080
all mentioned the statute says all means
all withe so you want to be making sure

804
01:18:19.080 --> 01:18:24.560
you are counting all of those stable
cost categories

805
01:18:25.520 --> 01:18:31.000
so uh I'm going to cover the
recalculation first so once you look at

806
01:18:31.000 --> 01:18:34.920
your figures and you decide that it's
best for you to recalculate you will

807
01:18:34.920 --> 01:18:40.080
send a message in egms that has a cover
letter that explains the reason for your

808
01:18:40.080 --> 01:18:45.080
recalculation and your updated cost
categories you'll also submit an

809
01:18:45.080 --> 01:18:49.760
attachment that shows your your
categories that you list and the figures

810
01:18:49.760 --> 01:18:55.080
that cover the current year as well as
the three prior years so it's going to

811
01:18:55.080 --> 01:18:59.840
be covering four years total we do have
an example of what a spreadsheet could

812
01:18:59.840 --> 01:19:04.600
look like it's in uh the grant EST
States manual we have it linked here and

813
01:19:04.600 --> 01:19:10.199
you want to make sure you check on thee
expenditures tab

814
01:19:11.120 --> 01:19:16.760
there uh now once once you submit that
message to us we'll take some time to

815
01:19:16.760 --> 01:19:21.040
review it make sure it looks accurate
and if we approve it we will send you a

816
01:19:21.040 --> 01:19:28.280
formal confirmation letter after that we
are going to go into the spr and reopen

817
01:19:28.280 --> 01:19:33.560
those spr reports in the corresponding
year so the present year um in the past

818
01:19:33.560 --> 01:19:38.400
three years um and you may be still
working on the present year um but yeah

819
01:19:38.400 --> 01:19:43.480
we'll open up the past three years uh
you will go in update the spr numbers

820
01:19:43.480 --> 01:19:48.760
for the fore recertify and then we

821
01:19:49.120 --> 01:19:52.180
[Music]

822
01:19:53.120 --> 01:19:58.239
reapprovals ago based on this
recalculation you missed Moe we're not

823
01:19:58.239 --> 01:20:02.560
going to make you return funds from
three years ago this is just resetting

824
01:20:02.560 --> 01:20:07.440
that calculation with the new cost
categories going

825
01:20:09.159 --> 01:20:14.159
forward so now we're going to talk about
the waiver uh which is definitely more

826
01:20:14.159 --> 01:20:20.520
complicated and please know that we are
wedded to the statute aboute W waivers

827
01:20:20.520 --> 01:20:25.159
and we have to follow them uh in recent
years we have been working with our

828
01:20:25.159 --> 01:20:30.360
legal team to help distill it and
simplify the waiver process and it's

829
01:20:30.360 --> 01:20:35.880
it's our desire to communicate what is
weighted most in that waiver process and

830
01:20:35.880 --> 01:20:41.199
make sure that is a transparent uh
process for everyone now the big thing

831
01:20:41.199 --> 01:20:46.280
is we must determine if a waiver would
be Equitable based on exceptional and

832
01:20:46.280 --> 01:20:49.760
uncontrollable
circumstances this could be an

833
01:20:49.760 --> 01:20:53.600
unforeseen decline in Financial
Resources it could also be a natural

834
01:20:53.600 --> 01:20:57.239
disaster that you experience experience
but we have to look to make sure that

835
01:20:57.239 --> 01:21:03.639
these types of instances are affecting
thosee figures

836
01:21:05.600 --> 01:21:11.440
directly so uh
if uh if the financial situation in your

837
01:21:11.440 --> 01:21:17.880
state has gone sour
Crut you may be able to demonstrate that

838
01:21:17.880 --> 01:21:22.960
you're eligible for Ane waiver uh most
of our waivers that we see coming in are

839
01:21:22.960 --> 01:21:28.120
around financial hardship and these need
to be circumstances that are

840
01:21:28.120 --> 01:21:31.760
unforeseeable and
uncontrollable

841
01:21:31.760 --> 01:21:36.480
unforeseen
um one one example that we see often is

842
01:21:36.480 --> 01:21:45.360
that many states count salaries in their
Moe now if if your salaries are lower

843
01:21:45.360 --> 01:21:49.719
because you've had a lot of retirements
and resignations that year and you're

844
01:21:49.719 --> 01:21:55.239
just having a really slow hiring process
that's not generally seen as a just

845
01:21:55.239 --> 01:22:00.960
justifiable uh reason for a waiver
however if let's say there is a natural

846
01:22:00.960 --> 01:22:05.800
disaster or something has happened um in
the state and it's caused you to

847
01:22:05.800 --> 01:22:11.600
reallocate salaries to another set of
funds that is needed for the state that

848
01:22:11.600 --> 01:22:15.400
may pass muster for a

849
01:22:16.199 --> 01:22:20.000
waiver
so

850
01:22:20.000 --> 01:22:25.280
assuming that the state and we're
talking about the state as a whole um um

851
01:22:25.280 --> 01:22:29.440
is able to make adequate showing of
financial hardship we have to determine

852
01:22:29.440 --> 01:22:34.920
if it would be Equitable to Grant a
waiver um so first we examine the state

853
01:22:34.920 --> 01:22:40.520
as a whole actual
appropriation uh for for the year in

854
01:22:40.520 --> 01:22:45.719
question and we look at the
proportionate amount of overall revenues

855
01:22:45.719 --> 01:22:50.920
in the state in that same year so we're
looking at appropriation versus Revenue

856
01:22:50.920 --> 01:22:56.960
in the state as a whole
then we examine your

857
01:22:56.960 --> 01:23:02.560
individual sla's actual appropriation
for that same

858
01:23:02.560 --> 01:23:08.520
year we look at those two
numbers and compare

859
01:23:08.520 --> 01:23:16.600
them and we want what we want to see
here is that the cut at the SLA level is

860
01:23:16.600 --> 01:23:24.560
proportionately the same at the state
level if your SLA is being affected more

861
01:23:24.560 --> 01:23:33.719
more than the General State
numbers uh that we would not find that

862
01:23:37.360 --> 01:23:42.840
Equitable and what if a natural disaster
hits your state like and sometimes it

863
01:23:42.840 --> 01:23:50.040
happens faster than chees curds thrown
into a vat of Hot Oil Well Done a true

864
01:23:50.040 --> 01:23:55.239
Act of God
um what we want to see with natural

865
01:23:55.239 --> 01:24:00.719
disasters is that the fiscal year
proximity uh is affected by this natural

866
01:24:00.719 --> 01:24:05.520
disaster we we want to see what is
called a causal connection that there

867
01:24:05.520 --> 01:24:11.159
that This Disaster has directly
affected the costs in

868
01:24:11.159 --> 01:24:16.239
youre so and as a
result your state is in financial

869
01:24:16.239 --> 01:24:21.880
decline so you really need to draw a
direct line to from the disaster to the

870
01:24:21.880 --> 01:24:25.360
decline in funding

871
01:24:27.560 --> 01:24:32.560
so what is important to understand is
that the uncontrollable aspect ofe is

872
01:24:32.560 --> 01:24:40.440
around the entire state so not just not
just within your laa but uh all these

873
01:24:40.440 --> 01:24:45.280
swiss cheese
portions and that it and that it points

874
01:24:45.280 --> 01:24:53.320
back to was this within the state's
control or uh did this happen as a as a

875
01:24:53.320 --> 01:24:57.119
direct result of something that no one
could

876
01:24:59.840 --> 01:25:04.480
control so not meeting match versus not
meeting emoe and Dennis touched on this

877
01:25:04.480 --> 01:25:11.760
a little bit so not meeting your match
affects that current award and there is

878
01:25:11.760 --> 01:25:15.400
no way you can wave not meeting your
match

879
01:25:15.400 --> 01:25:19.440
requirement basically uh if you find
that you're not going to meet your match

880
01:25:19.440 --> 01:25:22.560
requirement you have to notify imls as
soon as

881
01:25:22.560 --> 01:25:26.719
possible and what's going to happen is
that you will have to return federal

882
01:25:26.719 --> 01:25:32.520
funds at the same percentage at which
you do not meet your match so if you

883
01:25:32.520 --> 01:25:38.920
miss your match by 10% then you will
have to give back 10% of that Federal

884
01:25:38.920 --> 01:25:47.080
award for maintenance of effort it
affects your future award so if you miss

885
01:25:47.080 --> 01:25:53.679
miss youre do not uh do not get a waiver
then the following Grant year the next

886
01:25:53.679 --> 01:25:59.199
award that you receive will be uh
lessened will be diminished taken away

887
01:25:59.199 --> 01:26:04.560
diminished yes um at the same percentage
at which you missed Moe so again if you

888
01:26:04.560 --> 01:26:13.520
missed youre by 10% your uh future award
will be 10%

889
01:26:15.560 --> 01:26:21.080
less yes I'm going to pass it back to
you fantastic

890
01:26:27.440 --> 01:26:31.040
okay that was a lot everybody take a few
deep breaths roll your shoulders that's

891
01:26:31.040 --> 01:26:34.719
a
lote match it always throws me a

892
01:26:34.719 --> 01:26:40.080
bit okay we're going to talk
about financial management procedures

893
01:26:40.080 --> 01:26:43.280
yeah let's get

894
01:26:44.040 --> 01:26:48.040
going so first we're going to discuss
requesting

895
01:26:48.040 --> 01:26:52.440
payments this is what it should look
like when you've requested a payment via

896
01:26:52.440 --> 01:26:57.880
egms if you're confused
used great

897
01:26:57.880 --> 01:27:02.520
um please reach out to your program
officer I'm really happy that none of

898
01:27:02.520 --> 01:27:05.600
you were like what the

899
01:27:08.239 --> 01:27:13.920
heck these are some suggestions when
considering payments get to know your

900
01:27:13.920 --> 01:27:19.719
finance office utilize egms features to
stay abast of finance office activities

901
01:27:19.719 --> 01:27:24.760
requests submitted at the end of the
quarter may take longer to process so

902
01:27:24.760 --> 01:27:33.040
don't be a br brat um when it comes to
connecting with your finance office was

903
01:27:33.040 --> 01:27:38.199
a bit of a reach but I like it it's a
great

904
01:27:40.040 --> 01:27:45.880
slide we touched on this yesterday um
how to get paid fast you're going to

905
01:27:45.880 --> 01:27:51.679
submit no more than one payment request
per week per award going

906
01:27:51.679 --> 01:27:55.840
forward um you can request payment as a
as Advance or as in reimbursement but

907
01:27:55.840 --> 01:28:00.960
not both for the same time period and
please avoid overlapping payment periods

908
01:28:00.960 --> 01:28:05.239
know your Awards and date don't request
funds for a date that occurs after the

909
01:28:05.239 --> 01:28:11.199
end of your Awards period of performance
please

910
01:28:15.360 --> 01:28:21.119
red returning
funds in some situations it's necessary

911
01:28:21.119 --> 01:28:27.360
to for an slaa to return funds to imls
example situations from our guidance

912
01:28:27.360 --> 01:28:34.880
include when the slaa or imls made an
error in the draw down return the funds

913
01:28:34.880 --> 01:28:40.639
immediately to
imls or when the slaa or any of its

914
01:28:40.639 --> 01:28:46.800
subrecipients does not obligate Grant
funds it has drawn down as an advance

915
01:28:46.800 --> 01:28:51.440
within 30 days of the draw down return
the funds immediately to

916
01:28:51.440 --> 01:28:56.040
imls you can see the two primary methods
for returning funds up on the screen we

917
01:28:56.040 --> 01:29:00.239
get a lot of questions about how to
exactly how to return the funds in terms

918
01:29:00.239 --> 01:29:06.040
of procedures they are up on the
screen SLA funds should be reconciled on

919
01:29:06.040 --> 01:29:09.760
a monthly basis and should adhere
established internal

920
01:29:09.760 --> 01:29:15.320
controls however this sit situation may
arise after an audit or when a

921
01:29:15.320 --> 01:29:21.280
subrecipient returns funds to the SLA
months or even years after an awards

922
01:29:21.280 --> 01:29:27.000
liquidation deadline when the SL AA must
return funds from a prior award year

923
01:29:27.000 --> 01:29:31.000
well past the liquidation deadline
return the funds immediately to imls

924
01:29:31.000 --> 01:29:36.679
there's a theme here for your grants to
States program we typically expect full

925
01:29:36.679 --> 01:29:42.560
liquidation since imls cannot reallocate
unused funds they go back to

926
01:29:42.560 --> 01:29:46.960
treasury they don't go to Dennis or

927
01:29:49.960 --> 01:29:56.320
Madison advances versus reimbursements
all previously requested advances

928
01:29:56.320 --> 01:30:00.360
advaned funds must be fully expended
before submitting your next request

929
01:30:00.360 --> 01:30:03.960
advances must be spent within 30 days of
making the payment request we can't

930
01:30:03.960 --> 01:30:10.280
stress this enough notify us via egms
reach message when funds are

931
01:30:10.280 --> 01:30:14.320
spent and at this point and
reimbursements may be um a more

932
01:30:14.320 --> 01:30:18.080
appropriate approach than advances but
please reach out to your program officer

933
01:30:18.080 --> 01:30:22.119
to discuss the situation if you have
questions and at this point I'm going to

934
01:30:22.119 --> 01:30:25.719
pass it back to Madison

935
01:30:32.320 --> 01:30:36.840
now I want to touch on indirect costs
and modified total direct costs for

936
01:30:36.840 --> 01:30:43.920
those of you who Grant sub
Awards Sub sub your subrecipients are

937
01:30:43.920 --> 01:30:50.639
entitled to the DI Minimus indirect cost
rate which is more than that SLA rate of

938
01:30:50.639 --> 01:30:56.520
4% currently the DI Minimus rate is 10%
um it is it is going up with the new

939
01:30:56.520 --> 01:31:02.639
regulations in October um but you are
required to honor a subrecipients

940
01:31:02.639 --> 01:31:10.239
rate if if they're claiming a federally
negotiated rate uh you should uh require

941
01:31:10.239 --> 01:31:17.280
them to provide the documentation for
that and subian don't have to take the

942
01:31:17.280 --> 01:31:22.840
full rate they if the rate is 20% or if
they're using the diminus rate of 10%

943
01:31:22.840 --> 01:31:27.800
they can actually take less than they
can take 5% if if they prefer uh now

944
01:31:27.800 --> 01:31:32.520
what is key is that if using the
dominous rate

945
01:31:32.520 --> 01:31:38.600
uh you have to be aware of the modified
total direct costs and it is outlined in

946
01:31:38.600 --> 01:31:45.760
2 CFR and this essentially means that um
there are things that you have to take

947
01:31:45.760 --> 01:31:51.320
out of the budget when
determining the the amount that goes

948
01:31:51.320 --> 01:31:57.320
towards indirect costs so so I'll go
ahead and and read the citation it means

949
01:31:57.320 --> 01:32:03.119
uh mtdc covers direct salaries and wages
fringe benefits materials and supplies

950
01:32:03.119 --> 01:32:07.440
Services travel subs and subcontracts of
the first

951
01:32:07.440 --> 01:32:17.719
25,000 um it excludes equipment Capital
expenditures OPI um charges for patient

952
01:32:17.719 --> 01:32:22.960
care rental costs tuition remission
scholarships and fellowships and

953
01:32:22.960 --> 01:32:27.000
participant support costs and the
portion of each sub award and

954
01:32:27.000 --> 01:32:32.520
subcontract in excess of
25,000 um so when you are when you are

955
01:32:32.520 --> 01:32:37.360
determining the indirect cost amount for
these subrecipient budgets you want to

956
01:32:37.360 --> 01:32:42.280
make sure that those exceptions are
removed from the budget before

957
01:32:42.280 --> 01:32:47.639
determining the
rate uh a best practice as I mentioned

958
01:32:47.639 --> 01:32:54.000
is uh requesting that negotiated rate
paper work if they are using a

959
01:32:54.000 --> 01:32:57.400
negotiated rate that's higher than the

960
01:33:00.080 --> 01:33:07.679
10% so here are some budget examples of
um providing enough information in the

961
01:33:07.679 --> 01:33:12.719
budget for salaries and wages in the spr
when filling out information Please

962
01:33:12.719 --> 01:33:18.480
provide the position titles and the FTE
equivalents especially when you're

963
01:33:18.480 --> 01:33:23.080
accounting for more than one staff
person in this budget category now these

964
01:33:23.080 --> 01:33:27.600
two screen shots here provide great
examples of budget descriptions uh the

965
01:33:27.600 --> 01:33:33.000
First shows the differentiation between
lsta and state funds and the one below

966
01:33:33.000 --> 01:33:38.199
it shows how a single staff member
salary is allocated across multiple

967
01:33:38.199 --> 01:33:44.520
projects now remember that for staff uh
we do not need names we just want

968
01:33:44.520 --> 01:33:47.000
position

969
01:33:48.239 --> 01:33:55.000
titles for other operational expenses um
these are only for for those indirect

970
01:33:55.000 --> 01:34:00.800
costs and should only be used for a
subrecipient indirect costs if you the

971
01:34:00.800 --> 01:34:05.080
SLA has an indirect costs you those
should be represented in the

972
01:34:05.080 --> 01:34:11.320
administrative project not this project
not the direct project now here are um

973
01:34:11.320 --> 01:34:15.199
some examples that we have on the screen
the two descriptions at the top were

974
01:34:15.199 --> 01:34:20.560
returned because the charges described
are not what one would consider uh

975
01:34:20.560 --> 01:34:25.320
indirect costs we could see how these
types of charges could be misperceived

976
01:34:25.320 --> 01:34:30.480
as other charges because they don't seem
to directly fit into any of the other

977
01:34:30.480 --> 01:34:36.960
budget boxes um but for the purpose of
the spr however this category is solely

978
01:34:36.960 --> 01:34:41.840
reserved for IND costs both of these
instances at the top uh it would be best

979
01:34:41.840 --> 01:34:49.480
to put those costs in the services
box now the example at the bottom is uh

980
01:34:49.480 --> 01:34:54.880
how it should be used to capture the
indirect cost of sub recipients um this

981
01:34:54.880 --> 01:34:58.080
specific indirect cost rate percentage
that was charged to the sub recipient

982
01:34:58.080 --> 01:35:04.520
Grant is key and encourag we'd like you
to include the rate in the Box um and if

983
01:35:04.520 --> 01:35:08.040
your project if you're if you're
bundling and you're combining multiple

984
01:35:08.040 --> 01:35:14.679
subg grants uh with several C recipients
uh you can uh itemize that box so you

985
01:35:14.679 --> 01:35:20.800
can list each of the sub recipients and
include their rate

986
01:35:26.690 --> 01:35:34.119
[Laughter]
it's just one area but uh it's something

987
01:35:34.119 --> 01:35:36.480
I don't know you can tell I've been
doing this for a really long time

988
01:35:36.480 --> 01:35:42.679
because when I read something this nice
it's just it makes my

989
01:35:42.679 --> 01:35:47.480
day and so I just wanted to uh part and
also speaking a little bit to

990
01:35:47.480 --> 01:35:52.880
yesterday's um data presentation about
how over time that the projects have

991
01:35:52.880 --> 01:35:57.679
become like more efficiently reported um
and that has a lot to do with what all

992
01:35:57.679 --> 01:36:03.840
of you have done to Aggregate and
consolidate um uh several subg grants

993
01:36:03.840 --> 01:36:08.040
into one place so from a budget
perspective and all of our wonderful

994
01:36:08.040 --> 01:36:13.360
Finance people here and the ones
watching we love you thank you um you

995
01:36:13.360 --> 01:36:21.080
know for just a helpful sort of um
snapshot of what it could look like to

996
01:36:21.080 --> 01:36:27.480
summarize uh several subgrant
um in a concise way and so this is kind

997
01:36:27.480 --> 01:36:31.840
of an example of that where there were
several subrecipients they were all kind

998
01:36:31.840 --> 01:36:36.280
of in a similar category as you can see
and they give you sort of a top level

999
01:36:36.280 --> 01:36:43.119
description of um of what was purchased
and then the details can be found in

1000
01:36:43.119 --> 01:36:47.080
another place in this example there was
like a spreadsheet that they were using

1001
01:36:47.080 --> 01:36:51.159
internally to track all of these and
they just attached it as additional

1002
01:36:51.159 --> 01:36:55.760
material so you didn't have to reinvent
the wheel if I can find those details

1003
01:36:55.760 --> 01:37:01.679
and look at them elsewhere then I have
everything I need in this report so um

1004
01:37:01.679 --> 01:37:05.040
and that's what we want to encourage
that like most of you probably are

1005
01:37:05.040 --> 01:37:10.719
having these sort of Standalone um
methods for tracking these details and

1006
01:37:10.719 --> 01:37:15.960
so as long as we have like a top level
summary here um and as you can see it

1007
01:37:15.960 --> 01:37:19.679
tells you what all of the require
recipients were required to provide a

1008
01:37:19.679 --> 01:37:23.800
match so we see all of that listed here
and it points to the number everything

1009
01:37:23.800 --> 01:37:27.960
matches it's just wonderful I went into
that spreadsheet and I looked at all the

1010
01:37:27.960 --> 01:37:32.800
details and I could review that the
equipment was all solid and reasonable

1011
01:37:32.800 --> 01:37:38.280
and all of that so yeah this is just uh
one of many possible examples for how

1012
01:37:38.280 --> 01:37:44.679
you can not only aggregate the outcomes
data but also aggregating the

1013
01:37:44.679 --> 01:37:50.679
financials that's all I think that is
the end of our formal pres the end of

1014
01:37:50.679 --> 01:37:54.880
our formal presentation if you all have
any questions Moe

1015
01:37:54.880 --> 01:38:03.960
budget and we do have time to get
weed Terry's got some

1016
01:38:11.880 --> 01:38:19.239
yeah I don't think we necessarily need
them to be aggregated a lot of states do

1017
01:38:19.239 --> 01:38:26.080
have a single match only project um and
if you feel that gives you adequate

1018
01:38:26.080 --> 01:38:31.119
space to describe what is going on in
those match projects I think that's fine

1019
01:38:31.119 --> 01:38:36.679
for us if you feel the need to use more
than one project for

1020
01:38:36.679 --> 01:38:42.920
match that's fine I would say just just
like any other project that you would

1021
01:38:42.920 --> 01:38:48.639
aggregate or combine as long as they all
meet the same goal and intent um that

1022
01:38:48.639 --> 01:38:54.480
should be feasible or manageable exactly
MH

1023
01:38:54.480 --> 01:39:00.920
um if we need to recalculate
oure but it's a very let's say it's just

1024
01:39:00.920 --> 01:39:06.239
something very small that's not going to
affect our ability to meet Moe do we

1025
01:39:06.239 --> 01:39:10.320
still need to go through the
recalculation process the formal

1026
01:39:10.320 --> 01:39:16.960
recalculation process or can we just do
that and and use that um you know the

1027
01:39:16.960 --> 01:39:20.760
added you know the thing that we added
in can we just use that kind of going

1028
01:39:20.760 --> 01:39:28.040
forward
well um well one one example that I can

1029
01:39:28.040 --> 01:39:33.080
think of from one state is that it
wasn't necessarily A recal they just

1030
01:39:33.080 --> 01:39:39.360
they had a they had a cost that was in
past years a I guess like a one-time

1031
01:39:39.360 --> 01:39:43.560
cost where they it wasn't guaranteed
every year and then something happened

1032
01:39:43.560 --> 01:39:48.159
with the legislature and it was a it
became a guaranteed cost and it became

1033
01:39:48.159 --> 01:39:51.280
one of those stable cost categories so
they didn't they didn't do a

1034
01:39:51.280 --> 01:39:56.199
recalculation they just from then moving
forward They just added that cost as a

1035
01:39:56.199 --> 01:40:02.760
new stable cost um that may not
necessarily be your examp your case

1036
01:40:02.760 --> 01:40:08.920
specifically I don't know if Terry has
anything to add

1037
01:40:25.400 --> 01:40:28.400
above

1038
01:41:00.639 --> 01:41:05.440
so I really noticed a couple of years
ago you all were um asking us to provide

1039
01:41:05.440 --> 01:41:11.520
more information in that Supply section
and looking at your most recent example

1040
01:41:11.520 --> 01:41:16.360
of a supplies question I usually just
put them in a list but would you prefer

1041
01:41:16.360 --> 01:41:20.159
complete
sentences we do not need complete

1042
01:41:20.159 --> 01:41:25.679
sentences okay UN list it's just fine we
also don't want bullet

1043
01:41:25.679 --> 01:41:31.920
points the system doesn't want bullet
points um I have a question about admin

1044
01:41:31.920 --> 01:41:35.520
costs when you were talking about the
different salaries that could be in

1045
01:41:35.520 --> 01:41:39.440
there could someone that was like an
admin assistant that is supporting the

1046
01:41:39.440 --> 01:41:43.520
lsta program and that work be in there
or it should it just be something where

1047
01:41:43.520 --> 01:41:49.679
it's more coordinator or um chief
officer I mean if they're contributing

1048
01:41:49.679 --> 01:41:55.239
to the work of the lsta program they can
be included in there

1049
01:42:05.800 --> 01:42:08.960
we've got another question

1050
01:42:13.480 --> 01:42:19.199
man for the other operational expenses
category in the spr how difficult would

1051
01:42:19.199 --> 01:42:24.480
it be to rename that category like
subrecipient

1052
01:42:24.480 --> 01:42:30.560
indirect is that a change that could
happen that's a great question I that's

1053
01:42:30.560 --> 01:42:35.080
like a note to take back to the ranch I
think a note has been made about that

1054
01:42:35.080 --> 01:42:39.920
already and I think it's it's part of
our you know reiteration of the like the

1055
01:42:39.920 --> 01:42:45.480
future of the spr yeah because you're
right it is it is not straightforward it

1056
01:42:45.480 --> 01:42:49.400
it may also be something that it
wouldn't be replacement it would be in

1057
01:42:49.400 --> 01:42:53.960
addition to like it would it could be an
additional cat

1058
01:42:53.960 --> 01:43:01.159
that's true too I'm yeah I can see your
face Wendy coplin

1059
01:43:02.480 --> 01:43:06.960
yeah Terry not get into that

1060
01:43:09.440 --> 01:43:12.679
yeah oh

1061
01:43:18.080 --> 01:43:22.080
man acat

1062
01:43:29.760 --> 01:43:37.920
great question that is different um just
because um as you may have seen from all

1063
01:43:37.920 --> 01:43:43.599
of the the charts and projections and
numbers and all of that incredibly like

1064
01:43:43.599 --> 01:43:50.119
well harvested data if if the activity
numbers aren't in those places than when

1065
01:43:50.119 --> 01:43:56.679
they run an export and like are trying
to kind of match up Apples to Apples um

1066
01:43:56.679 --> 01:44:00.800
it would be much more difficult for them
to look through and download everybody's

1067
01:44:00.800 --> 01:44:05.840
like additional material attachments of
that of those numbers and so in that

1068
01:44:05.840 --> 01:44:11.800
case for the purposes of their um of
their data analysis it's kind of

1069
01:44:11.800 --> 01:44:16.560
critical it stays there similar to this
um we still have the financials in the

1070
01:44:16.560 --> 01:44:21.639
right in those fields for us to pull and
to be able to Total it's just those

1071
01:44:21.639 --> 01:44:26.000
specific details that would be suitable
for like an additional material

1072
01:44:26.000 --> 01:44:30.880
spreadsheet we can assume at the
activity level if you know at the if

1073
01:44:30.880 --> 01:44:34.960
they were listing this as like the at
the purchase as a purchase not that a

1074
01:44:34.960 --> 01:44:40.280
purchase is an activity but
acquisitional they outlined in those

1075
01:44:40.280 --> 01:44:44.440
boxes how
many pieces of software how many pieces

1076
01:44:44.440 --> 01:44:47.400
of Hardware that they purchased and
that's why we need those numbers in

1077
01:44:47.400 --> 01:44:52.520
those boxes specifically to add to
Dennis's Point yeah I I would say and

1078
01:44:52.520 --> 01:44:56.520
also
um maybe a a version of that that they

1079
01:44:56.520 --> 01:45:01.719
might be getting at is let's say in this
example they purchased 1100 pieces of

1080
01:45:01.719 --> 01:45:05.960
equipment um and in the activity
narrative they might say like for more

1081
01:45:05.960 --> 01:45:10.520
details look at the additional material
spreadsheet to know like how many Dell

1082
01:45:10.520 --> 01:45:15.840
servers or whatever was purchased um
that level of granularity would be good

1083
01:45:15.840 --> 01:45:20.040
in a supporting spread sheet

1084
01:45:25.760 --> 01:45:29.840
all right any other
thoughts thanks very much thanks

1085
01:45:29.840 --> 01:45:34.430
everybody yeah hey we're getting towards
lunch there is one

1086
01:45:34.430 --> 01:45:38.320
[Music]
more short boot camp segment we're going

1087
01:45:38.320 --> 01:45:44.880
to try to squeeze in this one Madison is
g to fly solo on and she um if you don't

1088
01:45:44.880 --> 01:45:50.480
know her background had started at
IMs um in our discretionary Grant making

1089
01:45:50.480 --> 01:45:55.520
office and then migrated to our finance
office and was doing um grants

1090
01:45:55.520 --> 01:45:59.679
management things sort of across the
different programs and then came to gr

1091
01:45:59.679 --> 01:46:05.119
to state so she's got a lot of great um
knooow that she's sort of packed into

1092
01:46:05.119 --> 01:46:11.719
some of this and uh we're excited to
share it with you so thanks

1093
01:46:12.520 --> 01:46:17.360
Madison thank you uh we're going to be
doing a quick presentation on Grant

1094
01:46:17.360 --> 01:46:24.320
monitoring best practices and monitoring
your your federal fund funding is a real

1095
01:46:24.320 --> 01:46:29.599
critical component because it allows you
to uh meet the compliance requirements

1096
01:46:29.599 --> 01:46:33.920
that are listed in the federal
regulations and it also allows you to

1097
01:46:33.920 --> 01:46:40.760
meet your project goals um it also helps
us to uh when we when we see what kind

1098
01:46:40.760 --> 01:46:46.119
of monitoring you're doing uh provide
additional technical assistance and

1099
01:46:46.119 --> 01:46:51.159
ensure that Ade adequate controls are in
place to improve

1100
01:46:51.159 --> 01:46:57.159
accountability so uh
basically internal controls are

1101
01:46:57.159 --> 01:47:03.960
procedures and policies that help ensure
funds are used properly and 2 CFR 200

1102
01:47:03.960 --> 01:47:09.199
outlines that grantees must establish
and maintain internal

1103
01:47:09.199 --> 01:47:15.040
controls uh this includes compliance
with statutes regulations and those

1104
01:47:15.040 --> 01:47:19.880
terms and conditions as well as
following procur procurement rules and

1105
01:47:19.880 --> 01:47:26.080
acquisition regulations so uh the next
few slides will be essentially tips for

1106
01:47:26.080 --> 01:47:30.280
uh having internal
controls so good

1107
01:47:30.280 --> 01:47:35.520
indicators uh that you have some good
internal controls are timely liquidation

1108
01:47:35.520 --> 01:47:42.320
of drawdowns timely submission of
reports that you take care and Safeguard

1109
01:47:42.320 --> 01:47:46.960
assets purchased with federal
funds um that you understand the

1110
01:47:46.960 --> 01:47:52.280
required certifications and assurances
and corresponding policies so all those

1111
01:47:52.280 --> 01:47:55.920
things that we we mentioned yesterday
that your authorized official or state

1112
01:47:55.920 --> 01:48:01.000
librarian has to sign with every award
um it's good to understand what they're

1113
01:48:01.000 --> 01:48:07.440
signing
um and uh um know who those signatories

1114
01:48:07.440 --> 01:48:11.159
are know the chain of command and you
want to make sure that there are

1115
01:48:11.159 --> 01:48:17.040
multiple levels of approval for
transparency within your organization uh

1116
01:48:17.040 --> 01:48:23.199
checks and balances within your group
are good

1117
01:48:24.280 --> 01:48:30.880
so when it comes to procurement for
States 2 CFR uh uh outlines that you as

1118
01:48:30.880 --> 01:48:37.880
the state must follow your State's
procurement rules um there are other

1119
01:48:37.880 --> 01:48:42.560
regulations around
procurement in the in to CFR that's

1120
01:48:42.560 --> 01:48:49.239
worth pointing out um those are
Contracting with small and minority

1121
01:48:49.239 --> 01:48:53.520
businesses women's businesses veteran
owned businesses

1122
01:48:53.520 --> 01:49:00.119
uh you should take priority for those
um highlighting domestic preferences for

1123
01:49:00.119 --> 01:49:04.400
procurement and I'm going to talk a
little bit more about that and then also

1124
01:49:04.400 --> 01:49:10.239
uh using or procuring recovered
materials so biobased products recycled

1125
01:49:10.239 --> 01:49:18.199
materials um environmentally conscious
materials um should be prioritized as

1126
01:49:18.199 --> 01:49:24.199
well so for that domestic preference we
get a lot of question questions around

1127
01:49:24.199 --> 01:49:30.440
this as it requires uh both States and
any subrecipients you have to the quote

1128
01:49:30.440 --> 01:49:35.800
unquote greatest extent practical to
purchase things that are made in the

1129
01:49:35.800 --> 01:49:41.360
United States now there is no dollar
threshold for this uh there is no

1130
01:49:41.360 --> 01:49:48.400
exceptions on on the awarde or if
contract type Etc it applies to everyone

1131
01:49:48.400 --> 01:49:53.599
so what does this mean practically for
you uh if there is a a conference

1132
01:49:53.599 --> 01:49:57.080
opportunity or continuing education
opportunity that may be taking place in

1133
01:49:57.080 --> 01:50:02.280
a different
country uh it doesn't mean that it is

1134
01:50:02.280 --> 01:50:07.599
completely unallowable but we want you
to look critically at that opportunity

1135
01:50:07.599 --> 01:50:12.719
and think could is this the best and
only opportunity to do this type of

1136
01:50:12.719 --> 01:50:17.760
education or is there something within
the United States that could fulfill

1137
01:50:17.760 --> 01:50:20.440
this
requirement uh and you want to make sure

1138
01:50:20.440 --> 01:50:25.920
you document your reasoning for that so
if you really believe that um and find

1139
01:50:25.920 --> 01:50:33.040
that that overseas conference is the
best and only point of education for

1140
01:50:33.040 --> 01:50:38.119
that topic it could be reasonable and
allowable another example that we see a

1141
01:50:38.119 --> 01:50:45.679
lot are uh resource materials and books
uh your libraries may want to fund

1142
01:50:45.679 --> 01:50:50.040
collections in in different languages
and some of those books may not be

1143
01:50:50.040 --> 01:50:56.840
easily uh received from from United
States vendors uh so you know if you

1144
01:50:56.840 --> 01:51:03.320
want to get books in Chinese it may be
easier to purchase books from an Asian

1145
01:51:03.320 --> 01:51:09.360
um uh site or procurement uh area and
that is Justified as something that's

1146
01:51:09.360 --> 01:51:13.960
reasonable and
necessary um there's also Soul Source

1147
01:51:13.960 --> 01:51:19.079
consideration so if you're using El
severe um it's you really have no other

1148
01:51:19.079 --> 01:51:22.079
option

1149
01:51:23.520 --> 01:51:27.960
the next we mentioned we mentioned this
yesterday uh a little cryptically but

1150
01:51:27.960 --> 01:51:34.280
tcfr is uh explicitly prohibiting
recipients and subrecipients from uh

1151
01:51:34.280 --> 01:51:40.480
purchasing telecommunications and video
specifications equipment from countries

1152
01:51:40.480 --> 01:51:46.560
that are quote unquote doing I guess
they are considered the enemy or a

1153
01:51:46.560 --> 01:51:51.639
covered foreign country um so we don't
want any doing business with the Enemy

1154
01:51:51.639 --> 01:51:55.760
affectionately
um they they they spell out the

1155
01:51:55.760 --> 01:52:02.239
company's by name and and uh highlight
that uh you cannot work with these

1156
01:52:02.239 --> 01:52:06.360
companies or their Affiliates um and
while I'm not going to read out those

1157
01:52:06.360 --> 01:52:13.639
companies explicitly here on the slide
you can check out check out the FAQ um

1158
01:52:22.679 --> 01:52:27.840
checking sam.gov and there could be
indicators in sam.gov that you will not

1159
01:52:27.840 --> 01:52:31.280
want to purchase from those

1160
01:52:32.760 --> 01:52:37.480
organizations so I mentioned at the
beginning of safeguarding materials that

1161
01:52:37.480 --> 01:52:42.840
you purchase with federal funds and this
this comes under the equipment uh um

1162
01:52:42.840 --> 01:52:48.719
regulation in 2 CFR um and so these are
just some basic outlines for those

1163
01:52:48.719 --> 01:52:55.159
equipment purchases these are things
currently that are f ,000 or more um in

1164
01:52:55.159 --> 01:52:59.320
the future that's being changed to
$110,000 um but essentially any

1165
01:52:59.320 --> 01:53:03.520
equipment has to be preapproved by imls
before you purchase it so you'll want to

1166
01:53:03.520 --> 01:53:08.920
send us a message in egms um requesting
uh what you're going to be purchasing

1167
01:53:08.920 --> 01:53:11.639
how much it's going to cost and how it's
going to contribute to your fiveyear

1168
01:53:11.639 --> 01:53:18.159
plan um using that equipment it must be
used for the authorized purposes of the

1169
01:53:18.159 --> 01:53:23.440
project that you're funding at least for
the entire period of performance

1170
01:53:23.440 --> 01:53:28.000
um or until the property is no longer
needed after the period of performance

1171
01:53:28.000 --> 01:53:32.000
so we encourage you to keep using these
these pieces of equipment after the

1172
01:53:32.000 --> 01:53:41.719
grant is over um please note that uh
regulations around equipment differ uh

1173
01:53:41.719 --> 01:53:45.480
between states and other non-federal
entities and I'm going to touch on that

1174
01:53:45.480 --> 01:53:48.079
in a few

1175
01:53:49.079 --> 01:53:56.239
minutes but the regs do require keep
inventory of equipment a physical

1176
01:53:56.239 --> 01:54:02.040
inventory must be kept and and
reconciled with records at least once

1177
01:54:02.040 --> 01:54:06.840
every two years so it's good to keep a
record of the equipment that you are

1178
01:54:06.840 --> 01:54:12.360
approving and issuing with imls
funds you must have a control system in

1179
01:54:12.360 --> 01:54:17.320
place uh to pre prevent property loss
damage or theft and if any of those

1180
01:54:17.320 --> 01:54:22.440
things do occur they need to be
investigated uh you must have procedures

1181
01:54:22.440 --> 01:54:25.560
place for regular maintenance so you
have that really trusty bookmobile that

1182
01:54:25.560 --> 01:54:30.920
you bought for that rural County that's
really helpful uh they do need to have

1183
01:54:30.920 --> 01:54:37.400
um uh procedures in place to making sure
it's maintained in good condition um if

1184
01:54:37.400 --> 01:54:42.679
you if it comes down to after the
performance period um the equipment is

1185
01:54:42.679 --> 01:54:49.440
not useful anymore or they want to sell
the property um proper procedures must

1186
01:54:49.440 --> 01:54:56.000
be followed for that and dis disposition
is fully outlined

1187
01:54:56.000 --> 01:55:01.280
um when it comes time to dispose a piece
of equipment you want to first get an

1188
01:55:01.280 --> 01:55:05.639
idea of its fair market value its
current fair market value so if it's

1189
01:55:05.639 --> 01:55:10.800
it's if it's $5,000 or less so it's no
longer considered equipment

1190
01:55:10.800 --> 01:55:15.800
um you or the suby can dispose of it
however you like without any

1191
01:55:15.800 --> 01:55:22.520
consideration to imls it is if it is
still valued as equipment so over $5,000

1192
01:55:22.520 --> 01:55:29.199
um you must request disposition approval
to imls now uh we're not trying to make

1193
01:55:29.199 --> 01:55:33.880
this super hard for you guys uh but it
is a federal requirement so what we ask

1194
01:55:33.880 --> 01:55:38.880
of you is to present to us the plan of
how you're going to dispose of this

1195
01:55:38.880 --> 01:55:43.199
piece of equipment um so you could
transfer it to another entity that could

1196
01:55:43.199 --> 01:55:47.920
use it for its similar for similar
purpose um could like for example of

1197
01:55:47.920 --> 01:55:53.079
that book mobile could another Library
uh in the area use it um

1198
01:55:53.079 --> 01:55:59.760
or if you choose to sell it uh you need
to tell us how you plan to use that

1199
01:55:59.760 --> 01:56:05.320
those funds uh that you receive in the
sale um we generally encourage that

1200
01:56:05.320 --> 01:56:10.719
those funds go to a similar purpose so
again the

1201
01:56:10.719 --> 01:56:15.400
bookmobile you can use those funds to
purchase a new one or to help with

1202
01:56:15.400 --> 01:56:20.360
Outreach Services just an example

1203
01:56:22.400 --> 01:56:26.880
so
uh H when it comes to equipment and

1204
01:56:26.880 --> 01:56:33.360
subrecipients you as passrs it is best
to require that your

1205
01:56:33.360 --> 01:56:39.760
subrecipient keep their own records of
their of their equipment and if you ever

1206
01:56:39.760 --> 01:56:45.560
conduct site visits um it's good to ask
to see those physical assets that were

1207
01:56:45.560 --> 01:56:51.440
purchased um check them out make sure
you record that you've seen them um and

1208
01:56:51.440 --> 01:56:56.079
this includes both current and past
Federal

1209
01:56:56.360 --> 01:57:01.400
Awards other requirements for passrs So
This is folks who are doing Sub Sub sub

1210
01:57:01.400 --> 01:57:07.480
awwards um there are things both
pre-award and during the award that you

1211
01:57:07.480 --> 01:57:14.079
are required to do um to ensure adequate
monitoring so when you're when you're

1212
01:57:14.079 --> 01:57:17.880
putting out your sub award opportunities
you want to make sure you provide clear

1213
01:57:17.880 --> 01:57:21.760
requirements in accordance with the laws
and make sure that your potential sub

1214
01:57:21.760 --> 01:57:28.239
award are aware of these um when you get
receive applicants for these sub Awards

1215
01:57:28.239 --> 01:57:32.320
you need to conduct a a potential risk
assessment for

1216
01:57:32.320 --> 01:57:37.239
non-compliance things you could do for
this um do you know have you had

1217
01:57:37.239 --> 01:57:41.760
previous experience with this
organization have they had a good track

1218
01:57:41.760 --> 01:57:45.960
record with with their funding do they
typically complete their projects are

1219
01:57:45.960 --> 01:57:51.239
they successful with their projects have
they ever had any audits they uh if you

1220
01:57:51.239 --> 01:57:55.000
ask them they should close that to you
and you can find more details on the

1221
01:57:55.000 --> 01:58:00.320
audit have they had new uh systems in
place that have completely changed

1222
01:58:00.320 --> 01:58:05.040
recently or maybe they have a completely
new set of personnel than in your past

1223
01:58:05.040 --> 01:58:10.079
experiences with them um so these are
things to consider when you're doing

1224
01:58:10.079 --> 01:58:15.079
that risk
assessment as as we mentioned um several

1225
01:58:15.079 --> 01:58:21.440
times subrecipients must have a sam.gov
registration UEI that UI number it

1226
01:58:21.440 --> 01:58:28.639
doesn't have to be the full registration
that you as a a federal awarde have

1227
01:58:28.639 --> 01:58:36.000
received but they do have to have that
UEI um also you must honor that indirect

1228
01:58:36.000 --> 01:58:41.400
cost rate so at least the diminus rate
or if they have a negotiated rate you

1229
01:58:41.400 --> 01:58:47.000
have to honor that but you can require
documentation for the

1230
01:58:50.440 --> 01:58:57.440
rate so during the
award uh if you give out sub awards that

1231
01:58:57.440 --> 01:59:02.480
are greater than or equal to
$30,000 you have to report that in the

1232
01:59:02.480 --> 01:59:06.960
federal funding accountability and
transparency act sub award Reporting

1233
01:59:06.960 --> 01:59:15.639
System also known as fsrs or fur
fers uh you really only need to you only

1234
01:59:15.639 --> 01:59:21.599
need to report these Awards around the
time of the award uh within 30 days or

1235
01:59:21.599 --> 01:59:26.520
within by the end of the next month that
you issue the award you do not need to

1236
01:59:26.520 --> 01:59:33.199
report anything after the award is over
um just at that time of the

1237
01:59:33.199 --> 01:59:38.480
award um it's good to provide training
on the requirements of these Grant funds

1238
01:59:38.480 --> 01:59:42.639
and keep in touch with your sub awardees
check in with them have a good collegial

1239
01:59:42.639 --> 01:59:46.119
relationship have the same relationship
that you have with

1240
01:59:46.119 --> 01:59:50.880
us um and they'll they'll feel
comfortable coming to you with questions

1241
01:59:50.880 --> 01:59:56.040
and concerns
um again keep records of your sub Awards

1242
01:59:56.040 --> 01:59:59.400
and require your subes to keep records
as

1243
01:59:59.400 --> 02:00:05.960
well and require financial and
performance reports and review them for

1244
02:00:05.960 --> 02:00:14.000
Success now uh if you find you do a risk
assessment and you have a little bit of

1245
02:00:14.000 --> 02:00:18.440
concern with awarding an entity some
funding but you don't want to outright

1246
02:00:18.440 --> 02:00:23.280
deny them you can require additional
methods ofone monitoring on your sub

1247
02:00:23.280 --> 02:00:29.440
rewards uh this could include in-person
site visits it could include extra

1248
02:00:29.440 --> 02:00:36.840
reporting uh you could
uh um allow reviewing of receipts if you

1249
02:00:36.840 --> 02:00:43.639
have the capacity to do that um you also
were required to take action for any

1250
02:00:43.639 --> 02:00:48.599
non-compliance that you find now what
does that mean taking action um you

1251
02:00:48.599 --> 02:00:54.360
could temporarily withhold cash payments
until the correction is made you could

1252
02:00:54.360 --> 02:00:59.560
disallow certain costs or certain parts
of a project you could suspend or

1253
02:00:59.560 --> 02:01:03.960
terminate the project if it gets to that
point and if you find there's some

1254
02:01:03.960 --> 02:01:07.760
serious fraud waste and abuse happening
on this project you could initiate

1255
02:01:07.760 --> 02:01:11.360
suspension and debarment proceedings
which is one of those things that show

1256
02:01:11.360 --> 02:01:15.800
up when you check someone's sam.gov

1257
02:01:15.880 --> 02:01:21.760
number all right so those are some
methods of monitoring do you have any

1258
02:01:21.760 --> 02:01:26.400
question questions both Statewide and
sub

1259
02:01:35.079 --> 02:01:40.159
boards I have a question about

1260
02:01:52.199 --> 02:01:56.679
frankly um do you think we need to cond

1261
02:01:59.599 --> 02:02:04.760
risk
if know is that yeah if you know them

1262
02:02:04.760 --> 02:02:10.920
and let's say uh it's good to document
any concerns you have with specific

1263
02:02:10.920 --> 02:02:17.199
entities um so if uh it's good to keep
you know complete and uh thorough

1264
02:02:17.199 --> 02:02:21.159
documentation of the grant project so
maybe at the application process you can

1265
02:02:21.159 --> 02:02:26.679
make some note of maybe past concerns um
that doesn't mean you can't not award

1266
02:02:26.679 --> 02:02:29.280
them

1267
02:02:40.840 --> 02:02:44.400
obviously I guess I'm not fully
understanding you just have like a oh is

1268
02:02:44.400 --> 02:02:50.719
this your
formula okay yeah

1269
02:02:52.239 --> 02:02:55.880
I think that's fine I think I think
what's helpful is what is going to be

1270
02:02:55.880 --> 02:03:00.679
helpful documentation for you and your
staff and someone you know let's say you

1271
02:03:00.679 --> 02:03:05.520
win the lottery and you're like peace
out and someone has to take over the

1272
02:03:05.520 --> 02:03:09.480
grants like what kind of information do
you want them to

1273
02:03:15.880 --> 02:03:23.119
see suggestion taking
action the end

1274
02:03:30.280 --> 02:03:36.119
sure yeah the F's providing training to
his

1275
02:03:36.960 --> 02:03:44.559
peers and this is uh to be clear this is
in um 2 CFR 2000.

1276
02:03:44.559 --> 02:03:50.000
339 for remedies for non-compliance and
they list specifically temporarily

1277
02:03:50.000 --> 02:03:56.960
withholding cash payments pending
correction disallow part of the cost or

1278
02:03:56.960 --> 02:04:03.440
an activity wholly or partly suspend or
terminate the award initiate suspension

1279
02:04:03.440 --> 02:04:08.119
or dearment
proceedings and withhold further awards

1280
02:04:08.119 --> 02:04:12.040
for the projector program

1281
02:04:48.800 --> 02:04:51.800
exactly

1282
02:04:53.040 --> 02:04:57.360
yes
mhm yeah that's

1283
02:04:57.360 --> 02:05:04.639
great so following up on the equipment
disposal is that the equip disal is that

1284
02:05:04.639 --> 02:05:10.639
uh forever so as long as that equipment
exists they have to ask for there's no

1285
02:05:10.639 --> 02:05:15.119
depreciation or anything goes yeah if I
mean if it depre that's determining the

1286
02:05:15.119 --> 02:05:19.920
fair market value so if it has
depreciated in value um and you find

1287
02:05:19.920 --> 02:05:25.119
that the current value is under 5 ,000
you don't have to ask us okay but you do

1288
02:05:25.119 --> 02:05:30.840
have to do that current market value
estimation and then inform you that it

1289
02:05:30.840 --> 02:05:35.079
has if it's over $5,000 we need to be
informed if it's under we don't need to

1290
02:05:35.079 --> 02:05:40.040
hear anything okay and then if if they
were to transfer that equipment to

1291
02:05:40.040 --> 02:05:45.679
another I don't know another library
with your permission then the reporting

1292
02:05:45.679 --> 02:05:51.360
responsibility also transfers to them
well if it if it's outside yes that's

1293
02:05:51.360 --> 02:05:58.480
true okay yeah
um no I'm suuck guessing

1294
02:06:01.040 --> 02:06:06.679
that right I don't I think if you were
to sell the equipment or donate the

1295
02:06:06.679 --> 02:06:10.400
equipment to another
Library I don't think we would need to

1296
02:06:10.400 --> 02:06:14.480
keep in touch with them about what they
do with

1297
02:06:14.480 --> 02:06:21.119
it yeah okay we just need to clear it
the the record that that you as the

1298
02:06:21.119 --> 02:06:25.000
primary
purchaser we would just need to close

1299
02:06:25.000 --> 02:06:30.760
that Loop okay and then one really quick
uh question the fsrs is that where we do

1300
02:06:30.760 --> 02:06:36.040
the ffata is that the same yes that's it
okay also known as

1301
02:06:42.719 --> 02:06:49.000
ffata
great we have a few

1302
02:06:50.520 --> 02:06:56.000
minutes thanks everybody oh we have one
more one more gotcha yeah um so

1303
02:06:56.000 --> 02:07:01.800
typically for the DI Minimus rate uh it
can be claimed if the organization or

1304
02:07:01.800 --> 02:07:07.159
agency has not had a negotiated rate in
the past I'm assuming that's the case

1305
02:07:07.159 --> 02:07:12.000
here so if for example they had a
negotiated rate that was below the de

1306
02:07:12.000 --> 02:07:18.000
Minimus rate they're basically stuck
with that um uh it's not the case that

1307
02:07:18.000 --> 02:07:22.239
they can claim the DI Minimus rate
because it's higher even if they had a

1308
02:07:22.239 --> 02:07:26.639
negotiator rate like you know imls is
not going to allow that have have you

1309
02:07:26.639 --> 02:07:31.360
seen instances of a negotiated rate
that's below the been lower yes yes oh

1310
02:07:31.360 --> 02:07:38.000
wow okay
um that's unfortunate for them

1311
02:07:39.000 --> 02:07:45.559
um because what's interesting about that
is that if someone has a negotiated rate

1312
02:07:45.559 --> 02:07:49.559
and it expires they can go back to using
the Dom

1313
02:07:49.559 --> 02:07:56.400
Minimus so I feel like you could use a
demmin I've just never heard of that

1314
02:07:58.320 --> 02:08:02.679
instance yeah yeah I guess if your
active rate is lower you have to use

1315
02:08:02.679 --> 02:08:05.960
your active rate

1316
02:08:07.719 --> 02:08:14.679
yeah one more question
mhm in the 2021 changes they talked

1317
02:08:14.679 --> 02:08:19.840
about a clearing house for the indirect
cost rates oh have you heard anything

1318
02:08:19.840 --> 02:08:23.119
about that

1319
02:08:26.119 --> 02:08:31.840
I think that's because the
2021 language was like if you never had

1320
02:08:31.840 --> 02:08:36.639
an
indirect negoti con and now they loen

1321
02:08:36.639 --> 02:08:38.880
that

1322
02:08:39.199 --> 02:08:45.119
language indirect
Neti

1323
02:08:46.360 --> 02:08:51.880
notal
didn't do have

1324
02:08:51.880 --> 02:08:55.800
not and sub should be able

1325
02:09:16.599 --> 02:09:21.360
to they can MH

1326
02:09:26.159 --> 02:09:31.840
I mean in any general award except for
lsta funds you have to use 4% yeah yeah

1327
02:09:31.840 --> 02:09:35.520
yeah I
mean yeah yeah yeah yeah yeah if you

1328
02:09:35.520 --> 02:09:39.760
were to apply for a discretionary Grant
with imls and you wanted to use less

1329
02:09:39.760 --> 02:09:45.760
than your negotiated rate you could only
CLA you can claim only part of it

1330
02:09:47.960 --> 02:09:56.400
MH but one thing to make sure you're
is that if you in for a competitive ILS

1331
02:09:56.400 --> 02:10:04.320
our discretionary team you don't have to
use you can use to minim if you don't

1332
02:10:04.320 --> 02:10:10.040
have negotiated rate and if you do have
negotiated

1333
02:10:10.199 --> 02:10:17.119
certain and to follow off on that some
people choose to use less than their

1334
02:10:17.119 --> 02:10:22.159
negotiated rate because they feel like
it makes them more competitive but their

1335
02:10:22.159 --> 02:10:29.760
agency who is controlling that has to
grant them the waiver to um essentially

1336
02:10:29.760 --> 02:10:32.960
uh like defer it or something like that
where or not defer it where they're

1337
02:10:32.960 --> 02:10:37.239
actually saying it's being
waved and

1338
02:10:37.239 --> 02:10:41.599
and now this is turning into a
discretionary thing if you no no no no

1339
02:10:41.599 --> 02:10:44.400
no that's good if if you if you're
interested in applying for a

1340
02:10:44.400 --> 02:10:50.760
discretionary Grant um we can't and you
know a lot of a lot of universities

1341
02:10:50.760 --> 02:10:56.960
apply for grants and University indirect
cost rates are notoriously very high um

1342
02:10:56.960 --> 02:11:01.480
we can't we can't say that a lower rate
is more competitive when we're doing

1343
02:11:01.480 --> 02:11:06.800
review like we can't we can't be like o
55% of that Grant's going to go to admin

1344
02:11:06.800 --> 02:11:12.360
um that's that can't be considered when
we're reviewing the grant grant

1345
02:11:19.520 --> 02:11:23.559
projects great well thanks everybody
happy to answer any more questionss if

1346
02:11:23.559 --> 02:11:36.699
you think of
[Applause]

1347
02:11:40.679 --> 02:11:46.320
them well I think that was the perfect
amount of cheese and thank you Cindy so

1348
02:11:46.320 --> 02:11:52.679
much for your time with us we
collectively appreciate you