The American Rescue Plan Act (ARPA) is a federal program that was approved by Congress in March 2021. The Institute of Museum and Library Services (IMLS) determined the priorities and rules surrounding how these funds may be used and distributed the funds to State Libraries. The grant funds may be used for materials or technology to support digital inclusion efforts to enable libraries to reach residents, especially in support of education, health, and workforce development needs; and/or to respond to the pandemic and implement public health protocols. The State Library has provided a list of allowable expenses for these grant requests.
Who is eligible for these grants?
Iowa public libraries that are Tier 1 or higher, according to the State Library Accreditation program may apply for these grants.
What is the total amount of money that libraries can request from these funds?
Each public library may request up to $5,000. Libraries may partner with other libraries for a larger project, in which case, each library involved in the project may request $5,000. (for example, if 5 libraries decided to partner on a project, the total amount could be up to $25,000).
How did you determine the amount of the grants?
These formula grants were determined by a total amount available for the sub-grant program and the number of libraries expected to apply for the funds.
Is it only available to public libraries?
Yes, this round of sub-grants is only available to Iowa public libraries.
Why are only Tier 1 and above libraries eligible for these grants?
We used the same criteria that we use for allocating Direct State Aid dollars to libraries.
How is the rest of the State’s allocation being spent?
The remainder of the funding allocation is being spent on statewide projects. Further information will be provided on this.
Are matching funds required?
No, we are not requiring libraries to provide matching funds for these grants.
Can a project include matching funds if we’d like to add them?
Yes, if you would like to add funds from your budget to do a project that would cost more, you are welcome to do so, as long as the ARPA funds are spent on allowable expenses.
If we can’t apply for the grant this round, will there be more grant money available later?
It’s possible that there might be a second round of sub-grants available. However, it depends on how many libraries apply for grants in this round. If we don’t use all the funds set aside for sub-grants during this round, we will allow a second round of grants. We have a deadline of September 30, 2022 when all funds must be spent, so a second round may be a shorter time period.
Will everyone who applies receive the grant if it applies and meets the limits?
Yes, an application and agreement will be required, but we anticipate that all applications will be approved if they meet the criteria set by IMLS.
When will I be notified if we’ve been approved for the grant?
We will notify you of approval shortly after receiving your application, as long as no modifications are needed. We will contact and work with you if that is the case. A grant agreement will need to be signed and received by the State Library before you can spend the funds.
What is the timeline for the grant process?
Reimbursement and Allowable Expenses
Why is there a list of allowable expenses? Can we spend the money on something not on this list?
IMLS has strict guidance on how the grant money can be spent, so we put together a list of expenses that are allowable under this grant. You are welcome to contact us to check on allowability if you have another idea.
Why can’t you just give the libraries the money and let us spend it instead of going through the grant application process?
The State Library must follow the rules and guidelines from IMLS and from the Department of Education that dictate the process and procurement, spending and reimbursement of these funds. The rules are in place to ensure competition, compliance and to reduce waste, fraud and abuse.
What is the Grant Agreement and why is it necessary?
After the grant proposal is accepted, a grant agreement will be issued. The library signs this to agree to the spending and reimbursements within the parameters of the grant program. Basically, the library agrees to spend the money on what the library applied for. It contains other elements such as termination, indemnification, state and federal assurances, and a minority impact statement. This agreement is necessary to ensure compliance and eliminate waste, fraud and abuse.
We don’t have the money in our budget to cover a large expense, so how can we pay for expenses now to get reimbursed later?
Check with your city to see if they have funds that can be spent until the library is reimbursed; this can usually be done. You will need to amend your budget at some point by the amount of your grant in both revenue and expenses.
I purchased these items last year in response to the pandemic. Can I be reimbursed for those purchases now?
No, only expenses that are purchased after the Grant Agreement is signed and before January 31, 2022 may be reimbursed for this grant per DE requirements,
Can we spend these funds on a building/construction project?
You may hire a consultant to review your space with these funds, but no construction may be done with ARPA funds.
Can we purchase a subscription to an online resource with these funds?
Yes, as long as access to the resource ends by June 30, 2022, or the library paid for the remaining time on the subscription. These types of subscription services are usually paid for up front so reimbursement could be applied for once the subscription is fully paid. Submit the final report to the State Library by July 31, 2022.
Do we have to purchase items before being reimbursed?
Yes, you must provide us with a receipt, bill of sale with a zero balance, a paid invoice, or credit card receipt showing a zero balance in order to get your reimbursement.
What documentation will I need to provide in order to get reimbursed?
You will need an invoice showing paid, a receipt, a bill of sale with a zero balance, a copy or copies of checks used to pay the invoice. If you make purchases online, and pay with a credit card, save the order confirmation, any invoices, or bills, credit card statements, and copies of checks used to pay it, or payment confirmation for online purchases. Just save everything that shows you ordered it, received it (like packing slips), were charged for it, and paid it. Submit all this proof when you request reimbursement. Make sure the dates on these documents are between the signed dates on the Grant Agreement and January 31, 2022.
Can the library's Friends Group, or the library's Foundation make the purchase for the library?
No, the Grant Agreements are made with the Library. For auditing purposes, The State of Iowa will issue reimbursement payments only to the city or the library as a city entity that signed the Agreement. The request for reimbursement must show that the library (or city) ordered, received and paid for it. The library must submit proof of payment (like a copy of a city check or library account check.)Talk to the city to find out how to spend money outside the library's budget. The city may have to amend the budget to allow for this, but city budget amendments are common.
Can we collaborate with other libraries to get more funding?
Yes, a group of libraries can partner on a project and each library involved could get up to $5,000.
Can we purchase un-upholstered furniture that can be wiped off?
As a rule, no furniture can be purchased with federal funds, unless the furniture is part of a larger project that couldn’t be completed without it. For example, if your project is to make a computer lab, you would be able to purchase desks and chairs for it.
Can I pay for or hire an employee with these funds?
You may hire a consultant for a space assessment or a technology assessment, but you may not hire staff to help with normal library duties.
Is it possible to do a contract for service with this grant?
Yes, you can contract for service for the upcoming fiscal year or a shorter amount of time. The contract would need to end by June 30, 2022, and the final report would need to be submitted to the State Library by July 31, 2022. This is longer than the grant period for this grant program, but is still within the federal ARPA timeline. Your Grant Agreement would have the specifications and applicable dates outlined. You would need to keep any invoices for payment and submit those for reimbursement no later than July 30, 2022.
Can these funds be used to bring fiber to the library?
You could use these funds to purchase the fiber, and pay for the technician to connect it, but not to dig the trench to get it to the library. No construction is allowed, and installation of the fiber (digging the trench) is considered construction work.
Can we purchase and install Story Walk posts with these funds?
You can purchase the Story Walk posts and books for inserting, however grant funds cannot be used to install the posts in the ground, as that is considered construction, which isn't allowed.
Final Report
What type of report is needed at the end of the project?
A report template will be provided to you. The State Library is looking for outcomes and impacts of these projects, how your project affected your community in response to the pandemic.
What do you mean by impacts (in evaluation)?
The impact of a project is how your community or library, (preferable community for these grants) was changed as a result of the grant project.
Misc/Other
Does CIPA impact any of these purchases?
Yes, the Children’s Internet Protection Act (CIPA), a federal law, does require that any item that connects to the internet must have a technology protection measure connected to it. The protection measures must block or filter Internet access to pictures that are: (a) obscene; (b) child pornography; or (c) harmful to minors (for computers that are accessed by minors).
The list of expenses that may be purchased has an asterisk (*) next to expenses that would be affected by CIPA.
How does this grant fund work with the Emergency Connectivity Funds?
This grant is separate from the Emergency Connectivity Funds (ECF) that may be available later this year. The ARPA funds come to the State Library from IMLS, and the ECF funds come from the FCC. There may be entirely different requirements for those funds.
Is this grant opportunity tied to EDGE or another prerequisite?
No, we are not requiring any previous use of EDGE in order to apply for these funds.
