W. Va. Code R. § 173-2-9

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 173-2-9 - Reporting

9.1. Project progress reports must be submitted in accordance with the procedures and schedule specified in the grant agreement and will include the following information unless otherwise specified in the grant agreement:

9.1.1. A comparison of planned and actual accomplishments according to the project timetable or list of project objectives;

9.1.2. An explanation of any delays or failures to meet the project timetable or list of project objectives;

9.1.3. A financial report comparing total project expenditures and grant expenditures for the specified period, with the estimated project budget, including, when appropriate, analysis and explanation of cost overruns of high unit costs

9.2. Any change from the original construction contract must be made by a formal "Change Order" accompanied by a letter of authorization from the president of the library board. If the change or addition requires additional funds over and above the approved budget, the library board must certify that the additional funds are available.

9.3. Record-Keeping Requirements

9.3.1. The grantee must maintain records that document compliance with the terms and conditions of the grant agreement. At a minimum, the grantee's records must fully disclose:

9.3.1.1. The amount and disposition of the Library Commission grant funds;

9.3.1.2. All project expenditures and procurement actions;

9.3.1.3. The total cost of the project;

9.3.1.4. Copies of all reports and disbursement requests submitted to the Library Commission.

9.4. Beginning January 2019 and annually thereafter, the Library Commission will prepare a status report for the Legislature on public library facilities and needs and recommend projects for funding. The report will also include the status of all projects funded through the Library Facilities Improvement Fund.

W. Va. Code R. § 173-2-9