State and Other Grants-in-Aid

PURPOSE: This rule establishes eligibility requirements and procedures for the administration of state and other types of grants-in-aid appropriated to the state library for the improvement of library services, including state aid for public libraries. These funds are administered by the state librarian under the direction of the secretary of state. (1) The state librarian will administer and distribute moneys appropriated by the general assembly for state grants-in-aid, including state aid for public libraries, in accordance with the provisions set forth herein and applicable state laws. (2) Each of the following requirements must be met for participation in state grants-in-aid: (A) A public library must be legally established according to the provisions of Chapter 182, RSMo, or other laws of the state related to libraries; (B) A public library must receive from tax funds an amount equal to ten cents per one hundred dollars (10¢:$100) assessed valuation authorized in accordance with the applicable provisions within Chapter 182 or section 137.030, RSMo. A city library which is not supported by a library tax must receive an appropriation from the city of an amount equal to ten cents per one hundred dollars (10¢:$100) assessed valuation. The requisite funds must be assessed and levied, or in the case of a city library not supported by a library tax, otherwise expended, for the fiscal year preceding that in which the grant is made. No grant shall be affected because of a reduction in the rate of levy which is required by the provisions of section 137.073, RSMo, or because of a voluntary reduction in the levy following the enactment of a district sales tax under section 182.802, RSMo, if the proceeds from the sales tax equal or exceed the reduction in revenue from the levy; (C) The rate of tax levy or appropriation for the public library must be maintained at the rate in force on December 31, 1946, or on the date of its establishment; and (D) Additional eligibility requirements and local funding matches appropriate to the project may be established for state grants-in-aid awarded under section 181.021(7), RSMo, and for other grants-in-aid appropriated by the general assembly. Where applicable, and if approved by the secretary of state, such additional eligibility requirements will be defined in the call for applications for each type of grant-in-aid. (3) Per Capita Grants of State Aid for Public Libraries. (A) During each fiscal year, the state librarian will distribute to eligible public libraries on a per capita basis at least fifty percent (50%) of all moneys appropriated by the general assembly as state aid to public libraries, the allocation of which shall be made in accordance with section 181.060.2, RSMo. (B) All eligible public libraries shall file the certification required by section 181.060.3, RSMo, with the state library no later than July 31 of each year. The state library will provide certification forms with instructions to all public libraries annually and upon request. (C) All certification forms will be examined by state library staff for completeness, compliance with eligibility criteria, and adherence to instructions. Requests to the applying library for additional information or verification of information must be responded to within the time frames specified by state library staff. (D) Failure of a public library to timely file the requisite certification forms or to timely respond to requests for or verifications of additional information, upon notice of the state librarian, shall cause the library to forfeit its per capita state aid. (E) After review by state library staff, the certification forms shall be presented to the state librarian who shall then certify to the commissioner of administration the appropriate amount to be paid to each eligible library. (F) Per capita state aid grants will be remitted to all certified libraries. (G) All libraries receiving per capita grants of state aid shall report to the state librarian in connection with the annual survey of services the expenditures made from the per capita grant of state aid. (4) Other Grants of State Aid To Public Libraries Under Section 181.060, RSMo. (A) For each fiscal year, the state librarian, in his or her discretion, shall administer and supervise grants to public libraries of the balance of all moneys appropriated by the general assembly pursuant to, in accordance with, and for the purposes set forth in section 181.060.4, RSMo. (B) State aid grants to newly established library districts may be made in accordance with the certification process in section 181.060.4, RSMo. (5) Audit Requirements. (A) Grantees must comply with the audit requirements set forth in Missouri statutes for local governmental units. The grantee is responsible for ensuring that the state library receives copies of the audit report in a timely fashion. (B) Specific accounting requirements for competitive grants awarded under the administration of the state library are— 1. Grant money must be deposited in an auditable account. When grant funds are deposited in an interest-bearing account, all interest over one hundred dollars ($100) must be applied to the project; 2. Grant work will be monitored in progress. State library staff may visit the project site(s) for review at any time during the grant cycle; 3. The grantee must submit report(s) on the grant project, by the date and using the form(s) provided by the state library. The report shall indicate the work completed, and include a financial status report; 4. Any items or services purchased by the grantee must conform to the competitive bid requirements of section 34.040, RSMo. Proof of bid solicitation on all such items must be submitted with the financial reports; 5. Projects using in-kind contributions as local matches will need to include appropriate proof (for example, records of hours worked) with the financial reports; 6. Requests for extension of the grant period, budget changes, or other modifications to the project shall be made in writing to the state library no later than three (3) weeks prior to the end of the grant period. The state librarian may, at his or her discretion, allow an amendment subject to the appropriation and availability of funds; 7. In the event of default on the grant project by the grantee, the grant will be revoked and all funds must be returned to the state library. The grantee will be notified by letter by the state library and will receive thirty (30) days written notice of noncompliance before the grant is revoked; and 8. The grantee shall prepare a final report on the grant project. Forms will be provided for both segments of the final report, 1) project summary and evaluation and 2) final financial report. (6) Federal and Other Types of Grants to Libraries. Unless otherwise expressly provided for, any appropriations made by the general assembly other than appropriations made under section 181.060, RSMo, with respect to which the state library is designated as the administering agent shall be distributed pursuant to applications or requests for proposals governed to the greatest degree practicable by the procedures set forth in sections (4) through (5) hereinabove with the following exceptions: (A) Funds received from federal sources will follow the federal statutes and regulations of the program involved in addition to applicable state and local statutes and regulations; and (B) Funds received from other private or public sources will follow program guidelines and regulations from the funding source in addition to applicable state and local statutes and regulations. AUTHORITY: sections 181.021, 181.060, 182.802, and 182.812(3), RSMo 2016.* Emergency rule filed Nov. 18, 1996, effective Nov. 28, 1996, expired May 26, 1997. Original rule filed Nov. 18, 1996, effective May 30, 1997. Amended: Filed Oct. 31, 2011, effective April 30, 2012. Amended: Filed Feb. 7, 2019, effective July 30, 2019. *Original authority: 181.021, RSMo 1955, amended 1991, 1995, 2004; 181.060, RSMo 1945, amended 1955, 1959, 1981, 1987, 1991, 2011; 182.802, RSMo 2011; and 182.812(3), RSMo 1983, amended 1995.