NCKLS Extended Service Grant Committee Recommendations

Recommendations for 2014 and 2015

Approved by the NCKLS Executive Board, December 6, 2013

In 2014, all NCKLS libraries in taxing counties are eligible to receive additional grant funds. Regional library systems exist by state statute “to provide adequate library services to all citizens in the state of Kansas by the joint use of planning and financing to improve existing services.” Extended Service Grants (ESG) are one way of improving service. ESG funds are distributed to legally established public libraries in taxing counties to encourage resource sharing, to provide greater access to a variety of library resources, and to eliminate taxing boundaries to service. Legally established public libraries in taxing counties are also eligible for Technology Grants, Service Improvement Grants, and Interlibrary Loan Grants.


This fall, an ESG committee was formed to review the current distribution of ESG funds and make recommendations to the NCKLS Executive Board for review and approval, as authorized by the System Board in August. The ESG committee included representation from all taxing counties and all sizes of libraries. The group met twice this fall to review state standards, examine current grant funding and distribution, and devise the following recommendations. The recommendations were approved by the Executive Board in December. We appreciate the work of: Charlotte Shawver, Pat Bloomfield, Audrey Broxterman, Michael Lang, Janet Marler, Shelly Wirtz, Alice Jones, Lavonne Owen, and Susan Davis.


A brief history of NCKLS ESG distribution follows:


  •  ESG funds have been in existence for many years under a classification system developed in the 1960’s.
  • Several NCKLS libraries have exceeded the current classifications and need to be re-evaluated.
  • A standards committee reviewed ESG distribution options in 2007 and recommended NCKLS follow distribution based on some application of state standards. The 2008 Executive Summary for the System Plan indicated this would be done, but it did not occur, and a specific approach was not developed.
  • The 2014 budget provides funding and the opportunity to evaluate and update the allocation of ESG funds and related grants to encourage service improvement.


After review and discussion, the ESG committee concluded that:

  • NCKLS libraries depend on the current level of ESG funds for collections and allocate their annual budgets accordingly. No library would lose the current base funding.
  • State standards are useful tools to encourage library development and improve service in communities. Funding should encourage growth and development.


In 2014 NCKLS will distribute ESG funds based on library classification by service population as defined in the 2012 Standards for Kansas in 2014.  The certified population from the Kansas Department of the Budget will be used to determine the population.


Previous ESG distributions were based on four levels of classification.

  1. Neighborhood – 17 libraries at $1,250
  2. Community – 7 libraries at $3,000
  3. Core – 9 libraries at $5,500
  4. System Resource Center – 1 library at $5,500


NCKLS libraries will fall under five categories based on the 2012 Standards for Kansas Public Libraries for service population. Under these categories all libraries maintain or gain ESG funds. The base amount for distribution in 2014 caps out at the Service Center II level.


  1. Gateway – 11 libraries at $1,250
  2. Linking – 9 libraries at $3,000
  3. Service Center I – 8 libraries at $5,500
  4. Service Center II – 5 libraries at $7,000
  5. Major Service Center 1 – 1 library at $7,000


Grants to libraries in taxing counties will include 1) ESG, 2) Technology Grants, and 3) Service Improvement grants. In addition to the ESG, each library has the opportunity to apply for up to $2,000 in additional funding. The Executive Board will award Technology Grants and Service Improvement Grants at its bi-monthly meetings. New forms will be available on the NCKLS web site by mid-January 2014.


  1. 1.       Extended Service Grants continue to have a base amount and funds will be allocated based on the 2012 state standards service population and the library service levels.


ESG funds are available in January of each year. Funds are largely used to help meet standards for collections and materials. Collections include print and non-print materials.  ESG funds may also be used for personnel to help meet standards for hours of service. Special requests for use of ESG funds may be made by written request.


  1. 2.       Criteria for Technology Grants and Service Improvement Grants will be based on a successful application that requires the library to use funds to meet state standards.

Legally established public libraries in taxing counties are encouraged to apply annually for Technology Grants to meet the state standards for automation and technology. Funds may be used to update software and hardware to support access, automation to improve access to online resources and state-wide collections, cabling, wiring, and expansion of Internet services. Technology Grants may also be used for start-up platforms and licensing for eBook collections. Applications are required, and libraries are required to have a technology plan. System staff is available to help librarians develop a technology plan. 2014 distribution will not require a technology plan, but a plan must be submitted by April 30th of 2014 to be eligible in 2015.


Projects may include costs of equipment, software, licenses, subscriptions, etc.  NCKLS will pay 75% of the cost of projects up to a cap of $1000.  Libraries are responsible for any remaining costs.


  1. 3.       Service Improvement Grants

Legally established public libraries in taxing counties are encouraged to apply for a Service Improvements Grant in 2014. Libraries may use these to meet the state standards for marketing, community outreach, and services or facility improvements.


These grants are for one-time projects, designed to kick-start the library’s ability to meet standards in hours of service, develop a written plan for service, provide programming, purchase AV equipment or furnishings, improve facilities, or any other community activity/service that make the library a welcoming community center.  Each library is required to submit an application for the grant.  NCKLS will pay 75% of the costs, up to a cap of $1,000.


To receive any grant, all public libraries in the NCKLS area, including taxing and non-taxing counties, must meet the following requirements.


The library must be a legally established public library that operates under appropriate statutory regulations including:

    1. The treasurer of the board is bonded as required by K.S.A 12-1226.
    2. The board consists of the appropriate number of board members as specified in K.S.A. 12-2222 with terms according to the specifications in K.S.A. 12-2222.
    3. The library agrees to meet Kansas Administrative Regulation 54.1.8, to provide library service to any citizen of the territory comprising the system in the same manner that service is open to a local resident.
    4. The library will comply with the terms of the Kansas Open Records Act and the Kansas Open Meetings Act.
    5. The library will adhere to Kansas law, bylaws, board governance, open meetings, and insurance requirements.


If you have any questions about grants and distribution of grant funds for 2014 please call us. NCKLS staff looks forward to working with you in the coming year and we are always available to assist you in planning and budgeting to make the most of your resources.


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