State Public

1
State Public Library Construction Grants Flow
charts describe responsibilities in the
application and award process and in carrying a
project forward to completion. Prepared
by Mary Louise Jensen Building Consultant
2
START
Notice of Intent sent to Building Consultant
Mary Louise Jensen by June 1.
Building Consultant contacts you, goes over any
questions, and visits site.
A
3
A
Applications are due by 4 p.m. on August 31st in
Building Consultants office.
Building Consultant determines whether the
application is complete.
B
4
B
Is the application complete?
no
yes
A receipt is sent to the applicant indicating
that everything has been received.
A receipt is sent to the applicant indicat- ing
any deficiencies or requests for clarification.
Building Consult- ant, along with other
Connecticut State Library (CSL) staff,
determines whether the application is acceptable.
Did applicant send the necessary materials
within 15 days after receipt?
yes
no
Applicant is no longer a valid grant candidate.
C
STOP
5
C
Is the application acceptable?
no
yes
Applicant meets with Building Consultant to
discuss problems.
Building Consultant ranks applicants within their
category by the point system, as stated in
the guidelines.
Are the problems resolved?
yes
no
Grant is not included in recommendations to the
State Library Board.
D
STOP
6
D

• Building Consultant sends the
• following to the Director of the Division of
  Library Development (DLD)
• recommendations
• list of ranked applicants, and
• an abstract of each project

Director of DLD sends his/her recommendations to
the State Librarian
State Librarian sends his/her recommendations to
the State Library Board
7
E
State Library Board approves grants (usually in
November meeting)
Grant applicants are notified in writing.
F
8
F
Did the applicant receive a grant?
no
yes
CT Historical Com- mission may contact applicant
with questions.
Applicant may submit a written request for a
hearing to the State Library Board within
10 days of receipt of denial.
Questions must be resolved before the grantee can
sign the contract with the State.
H
G
9
I
Did the applicant request a hearing?
no
yes
Copies of the application material are sent back
to the applicant upon request.
A hearing with the State Library Board is held
within 15 days.
no
Does the State Library Board change its grant
decision?
Applicant may apply for a grant next year,
provided that the project is not initiated.
yes
G
STOP
10
G
CSLs Grants and Contracts Manager prepares
material for State Bond Commission meeting in
January.
Did the State Bond Commis- sion approve the grant?
no
yes
Grants Contracts Manager informs applicant that
grant was not approved.
Grants Contracts Manager informs applicant that
grant was approved.
J
11
I
J
Copies of the application materials are sent back
to the applicant upon request.
Grants Contracts Manager informs applicant that
grant was approved.
Grantee gets local funding.
Applicant may apply for a grant next year,
provided that the project is not initiated.
K
STOP
12
K
Grantee gets local funding.
CSLs Building Consultant and Grants Manager
meets with grantee to go over paperwork.
Grantee sends Notice of Applicant Funding and
State Public Library Constru- ction Grant
Contract to the CSLs Grants Manager within 18
months of funding approval.
Grants and Contracts Manager sends a signed copy
of the State Public Library Construction
Contract to the grantee.
Grantee sends final plans and specifications to
the Building Consultant for approval prior to
going out to bid for a building contractor.
13
L
Are the floor plans acceptable?
no
yes
Building Consultant contacts grantee and
discusses problems.
M
yes
Are the problems resolved?
no
Grant is revoked
STOP
14
M
Grantee goes out to bid and sends the following
to the Building Consultant (1) a copy of the
invitation to bid from a local
newspaper, (2) tabulation of bidders, (4) acceptan
ce letter to the contractor, (3) a copy of the
contract (AIA Document A201).
N
15
Grantee requests payment from the Grants
Contract Manager when 50 of the total project is
done grantee receives 50 of the grant.
Grantee requests payment from the Grants Contract
Manager when 75of the total pro-ject is done
grantee receives 40 of the grant.
Grantee completes the project before receiving
the final 10 of the grant. When requesting the
final payment, the grantee must submit a final
expenditure report, invoices, and application for
payment forms (2).
Grantee sends in a single audit for the years
that they 100,000 or more of state funds.