Facilities Grant Quarterly Report FY24

Quarterly Reports are due by the last day of each quarter:

December 31
March 31
June 30
September 30

Grant Period: August 1, 2023 - August 15, 2026

The Facilities Improvement Grant offers public libraries awards to construct and improve library buildings to meet a critical community need and jointly and directly enable work, education, and health monitoring.

This quarterly report gives grantees the opportunity to share their progress in spending funds and carrying out grant activities. The report must be completed in one sitting and cannot be saved for completion at a later time. We suggest drafting responses in a separate document prior to completing the online form. The form should be signed and submitted with an electronic signature on or before the quarterly date listed above.

If you have questions about the program or reporting requirements, please contact either of the following staff members at the Idaho Commission for Libraries:

Talela Florko, Development Services Program Supervisor, at talela.florko@libraries.idaho.gov or (208) 639-4164
Jamie Thill, Grants/Contracts Officer, at jamie.thill@libraries.idaho.gov or (208) 639-4153

Definitions

Project: For the purpose of the quarterly report, the term “project” refers to the entire project or set of subprojects funded by the Facilities grant. For grantees who have multi-part projects, the project is not considered “complete” until all aspects of the project are complete.

Costs Incurred: For the context of the quarterly report, all reference to “costs incurred” are those costs that will be or have been charged to the Facilities grant. A cost has been incurred when the library has received a good or service for which it must pay. A cost is incurred at the time the service is rendered or the good has been delivered into the library’s possession, even if the library has not yet been billed for the good/service, and/or has not yet paid for the good/service.

Construction: For the purpose of the quarterly report, “construction” is defined as work performed on or changes made to the physical facility. This would include activities like breaking ground, demolition, installation of systems such as plumbing or HVAC, installation of any permanent fixtures, etc. Construction includes any permanent changes to a building, including installation of affixed items like building systems, built-in work-stations, lighting fixtures, etc. Construction does not include any non-permanent or non-affixed items like furniture or computers. For multi-phase or multi-part projects, construction for the entire project commences as soon as any portion of the project begins construction. If you have any questions about whether an activity constitutes “construction” feel free to reach out to the ICfL.

Operations: For the purpose of the quarterly report “operations” is defined as the services, programs, or activities that the library carries out as part of its mission to serve the community. In relation to the grant-funded project, the project is operational only after all phases and portions of the project are complete and all phases or portions of the project are ready to perform the functions or services they were designed to support.

Grant Award Number:*

Library Name:*

Library Branch (if applicable):

Preparer's Name:*

Preparer's Title:*

Preparer's E-mail Address. This person will receive a copy of the grant report upon submission.:*

Preparer's Phone Number:*

Authorizing Official/Library Director's Name (if different):

Authorizing Official's E-mail Address (if different). This person will receive a copy of the grant report upon submission.:

Quarterly Report for the Quarter Ending:*

The narrative section of the report asks you to provide a brief summary of the project elements completed at this point in the grant period. If you have questions about the programmatic requirements of the grant please contact us.

Please keep the program goals in mind when carrying out grant activities. Facilities Improvement Grant Goals:

A. Build the institutional capacity of libraries to best serve their communities by updating, renovating, or constructing new facilities for public use.

B. Strengthen the role of libraries and library staff as community educators and community connectors by improving access to work, education, and health monitoring spaces and services.

C. Address demonstrated critical needs within Idaho communities by improving access to work, education, and health monitoring.

1. Project Update. Provide a general update about your grant-funded project. What, if any activities related to this project did you carry out since your last report? Did you encounter any set-backs, road-blocks, or opportunities related to the project? This information may be incorporated into a public-facing document. (100 words minimum - 500 words maximum)*

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2. Construction Status. Choose the best fit from the list below regarding the construction status of your project. If you are not sure about your project’s construction status, please reach out to the ICfL.

Not Started – Construction for this project has not commenced. Choose this option even if you have started incurring costs for non-construction activities, such as planning, architects, permits, etc.Less than 50% Complete - Construction for this project has commenced and is less than 50% complete (based on your best estimate and understanding of the project scope and timeline).More than 50% Complete - Construction for this project has commenced and is more than 50% complete (based on your best estimate and understanding of the project scope and timeline).Project Complete – Construction for this project is finished. Choose this option if construction is complete, even if you still have remaining non-construction activities to do for your project, such as moving or installing new furniture.

3. Anticipated Project Dates. Please provide projected or anticipated project dates in the table below. These dates are your best estimation of when construction will begin, end, and when the space will be operational. If you have any questions about completing this section or which dates to enter for your project, please contact the ICfL. Please duplicate dates you have already provided to the ICfL, if they are still accurate. DATE ENTRIES IN EACH ROW ARE REQUIRED. *

	Enter Date (mm/dd/yyyy)
Anticipated Construction Start Date. Enter the date you expect construction to begin. If construction is already underway or finished, enter the original date you expected construction to begin, even if the actual start date was different.
Anticipated Construction Completion Date. Enter the date you expect construction to be finished. For multi-phase or multi-part projects, construction for the entire project is not finished until all portions of the project are complete. If construction is already finished, enter the original date you expected construction to finish, even if the actual finish date was different.
Anticipated Initiation of Operations. Enter the date you anticipate that the funded project will be fully operational, i.e. the end result is achieved and the new or upgraded facility can be used by staff and patrons for its intended purpose for all phases or portions of the project. This may or may not be the same date as the construction completion date, depending on the size, scope, and unique circumstances of each project. If the affected portion of the facility has already commenced operations, provide the original anticipated date, even if the actual date differs.

4. Actual Project Dates. Please provide actual dates in the table below if you have started construction, completed construction, and/or started operations. If you have any questions about completing this section or which dates to enter for your project, please contact the ICfL. AT LEAST ONE ENTRY IS REQUIRED, IF YOUR PROJECT HAS NOT YET STARTED ENTER N/A. *

	Enter Date (mm/dd/yyyy)
Actual Construction Start Date (only required if construction has started). Enter the actual date that construction began. For multi-phase or multi-part projects, construction for the entire project commences as soon as any portion of the project begins.
Actual Construction Completion Date (only required if construction is already complete). Enter the actual date that construction was finished. For multi-phase or multi-part projects, construction for the entire project is not finished until all portions of the project are complete.
Actual Start Date of Operations (only required if operations have already started). List the actual date on which operations were initiated for the completed project.

5. Operational Status. If construction is already complete, have operations been initiated for the completed project? Is the completed project available for use by staff and patrons?*

Yes - Construction is complete and operations have been initiated.No - Construction is complete, but operations have not been initiated yet.Not Applicable - Construction is not finished for this project.

5a. Operational Status Description. If you have completed construction but have NOT YET INITIATED OPERATIONS, please briefly describe any high-level remaining steps that must take place prior to initiating operations, e.g. passing an inspection, moving books, ordering furniture, hiring staff, etc. (200 words maximum)*

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6. Completed Construction Questions. Additional questions will apear below if you indicated that construction for your project is complete in Question 2 . If construction has not started yet, or is still ongoing, skip to Question 7.

6a. Type of Project Completed. If construction is complete, please select your project type.

Upgrade or Expansion of Existing FacilityNew Building

6b. Total Square Footage of Completed Project. If construction is complete, list the total square footage of space that was upgraded, renovated, expanded or built using grant funds.

6c. Renovated/Expanded Project Amenities. If construction is complete, indicate the number each amenity included in your finished project. We recommend contacting the ICfL to help you complete this table once your project is finished.*

	Pre-project Number	Number ADDED	Number RENOVATED	Notes/Comments (Provide any clarifying information)
Classroom (dedicated specifically for classes and learning)
Computer Labs (a space with permanent dedicated computer stations. Does not need to be enclosed)
Multi-purpose/flex space (spaces that serve multiple functions, such as a room that is both a meeting room and a programming space)
Telehealth/Private Space (any private space that can be reserved for individual use and has technology for virtual meetings. Does not need to be used ONLY for telehealth)
Other features (include the number of other features being renovated or expanded that don't fit under one of the categories above). Please only specify features that are being impacted by this grant. Specify what type of features are being counted in the Notes column.

6d. New Buildings. If construction is complete, indicate the number each amenity included in your finished project. We recommend contacting the ICfL to help you complete this table once your project is finished. *

	Number in New Building	Notes/Comments (Provide any clarifying information)
Classroom (dedicated specifically for classes and learning)
Computer Labs (a space with permanent dedicated computer stations. Does not need to be enclosed)
Multi-purpose/flex space (spaces that serve multiple functions, such as a room that is both a meeting room and a programming space)
Telehealth/Private Space (any private space that can be reserved for individual use and has technology for virtual meetings. Does not need to be used ONLY for telehealth)
Other features (include the number of other major features in the new building that don't fit under one of the categories above). Only list major features that have a significant impact on programs and services or which are in response to a critical community need. For example, outdoor programming areas, sensory rooms, etc. Specify what type of features are being counted in the Notes column.

7. Do you have any other questions, concerns, or relevant updates about your grant or project that you’d like to discuss with ICfL staff? If so, please provide a high-level overview and we will contact you to set up a meeting or phone call. (200 words maximum)*

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8. Final Report. Are you ready to complete a final report for this project? If yes, the ICfL will be in touch to start the process. Final reports are due 90 days after projects are complete, operations have been initiated for all phases or portions of the project, and all funds are spent.

Yes - My project is complete, operations have been initiated, and all funds have been expended. I am ready to receive information to complete the final report.No - My project is still underway and there are still funds remaining.

9. Photos. Please upload pictures or PDF images of your project such as construction, before/after, groundbreaking, etc. We may use these images in public-facing documents or in reports to our grant funder, the U.S. Department of the Treasury. This report element is optional.

Browse Files

The financial section of the report requests the original grant amount, actual expenditures to date, and unspent balance. Unused grant funds must be spent by the end of the grant period or returned to the ICfL. If you have questions about eligible or ineligible expenses, documentation requirements, or need to obtain your original budget please contact us.

1. Grant Award Amount:*

Enter the dollar amount of your grant award.

2. Expenditures. Please enter your total grant expenditures to date.: *

	Current Expenditures	Description
Personnel Salaries/Wages/Benefits (of library employees)
Professional and Technical Consultant Fees (contracted professionals and consultants, 1099 contractors who are not employees on the organization's payroll)
Construction Costs (repair, rehabilitation, construction, and improvement of existing facilities)
Acquisition of Real Property (purchasing or acquiring land or buildings)
Supplies/Materials (items with a per unit cost of less than $5,000 including furniture, etc.)
Equipment (items with a per unit cost of $5000+, HVAC units, etc.)
Other Services (permitting, planning, architectural design, engineering design, and work related to environmental, historical, and cultural reviews)

3. Total Current Expenditures (automatically calculated):

4. Unspent Balance of Grant (automatically calculated). Grant award amount minus total expenditures.

5. Do you anticipate any obstacles to spending the remaining grant balance before the end of the grant period?*

6. Have you secured any new or additional funds for this project since your last report?*

YesNo

6a. Additional Funding Sources. If you have you secured any new or additional funds for this project since your last report, please list the sources and amounts in the table below. If the funding is from a federal source please fill in the federal program name and assistance listing number. We need to collect federal program information even if you secured the funds from a pass-through entity such as city or state agency.

	Name of Organization or Agency Providing Funding. If funds came from an individual, enter Private Donor.	Amount of Funding ($00.00)	Is the Funding from a Federal Source?	If Federal - Program Name	If Federal - Assistance Listing Number (xx.xxx)
Funding Source 1
Funding Source 2
Funding Source 3
Funding Source 4

6b. Additional Funding Sources Description. If necessary, please provide additional information about the funding sources listed in the table above.

By typing your name in the box below, you are electronically signing this report and certifying that the information provided herein is true, accurate, and complete to the best of your knowledge. After signing, click the "Submit" button. A copy of this report will automatically be emailed to you and the library authorizing official.

Electronic Signature (type your name in the box below):*

If you have any questions about this program or report please contact Development Services Program Supervisor, Talela Florko at talela.florko@libraries.idaho.gov, (208) 639-4164 or Grants/Contracts Officer, jamie.thill@libraries.idaho.gov, (208) 639-4153.

Facilities Improvement Grant

I. Contact Information

II. Narrative Report

III. Financial Report

IV. Signature and Submission