Chapter 7. Program And Budget Revisions 

Even the best of plans change, and grant action plans and budgets are no exception. Your Project Consultant has had a lot of experience with problems that have arisen that not even the most experienced Project Director could have foreseen. No doubt there are even more lurking out there this year.

Everyone who has been involved in this project wants it to succeed, especially your Project Consultant, and that may require some changes in the original plan. The key here is discuss problems with your Project Consultant BEFORE you make any decisions or obligations. It is not a reflection on you or your library when the storyteller you had lined up for the major part of your program for a very small amount of money suddenly relocates to another state, and you cannot find a replacement for less than twice the cost. It happens more often than you would think.

Written approval is needed from your Project Consultant for programmatic or budget changes (Agreement: #2). This means that major changes in your project from those stated in the original proposal, or those agreed to at the start of your project, must be submitted in writing and approved. Programmatic changes could include such things as being able to sponsor only four workshops instead of six due to illness of staff or physical plant problems. Or it could mean purchasing a different type of equipment than planned because something new is now available that will do the job better for less money (maybe for more money).

Budget revisions also happen for a number of reasons. Although the total amount of the grant cannot change, changes within budget categories can and often do occur. Written approval is required, however, if the amount of money you request to move to another category is greater than 10% of the allotment for that category, or $200, whichever is larger, or if you are requesting money be moved into a category which was not originally funded. This means that within the Library Materials category, for example, you do not have to request approval to buy more audio cassettes than planned if you are buying fewer videocassettes. However, if you have budgeted $4,000 for materials and decide to spend only $3,400 on materials and to buy a VCR instead, you are making a change in the materials budget greater than 10%, or $400, and must submit a request in writing to do so. A budget revision means submitting not only a completely re done budget page (all columns completed, not just LSTA) but also an accompanying note or letter detailing the rationale for the change(s). Then wait for approval from the Project Consultant before committing any funds. The operative words here are PRIOR APPROVAL.

A blank budget page is contained in the right hand pocket of this folder for your use. Photocopy as needed. For Mini-Grants, programs vary as to what activities funds may be spent on -- as a result, budgets may have individual line items shaded where no expenditures will be allowed.