Purpose
This policy establishes the conditions under which the OWWL Library System may provide financial support to member libraries. All funding is discretionary, dependent on available resources, and aligned with System priorities.
Discretionary Funding
All funding provided under this policy is discretionary. The System determines the availability, amount, and type of support each year using state aid levels, budget capacity, and organizational priorities.
Types of Support
1. Subsidies for Shared Services
The System may provide subsidies to reduce member library costs for shared services such as integrated library system operations, digital content platforms, or other cooperative resources. This support is discretionary and depends on available State Aid, overall budget capacity, and System priorities.
Subsidy levels may change from year to year. The System will determine the scope, amount, and structure of any subsidy during the annual budget process. The System may require documentation or agreements from member libraries to administer these subsidies.
Subsidies do not replace local financial responsibility. Member libraries remain responsible for all costs not covered by the System.
2. Grants
The System may award discretionary grants for projects or needs that support System priorities or demonstrate clear community benefit. Grant opportunities may be initiated by the System or proposed by a member library.
3. Scholarships
Scholarships may be offered at the System’s discretion when funding is available. Scholarships support professional development that advances System priorities or strengthens library capacity.
Eligible expenses may include:
- Conference registration fees
- Lodging not to exceed the duration of the event
- Lodging capped at the rate of the primary conference hotel
- Reasonable travel costs between the library and the conference location
Scholarships supplement the member library’s own budgeted professional development funds. Libraries must have an existing reimbursement policy to receive scholarship support. Member libraries are responsible for all eligible expenses that exceed the scholarship award.
4. Mileage Reimbursement
Mileage reimbursement will be provided when the System formally requests a member library’s attendance at an event, meeting, or activity that directly advances a System-wide initiative.
Routine or voluntary attendance at System events or meetings will not be eligible for reimbursement.
Documentation and Accountability Requirements
Application Requirements
The System will inform member libraries when discretionary funding opportunities are available. Upon notification by the System, libraries must submit the provided application or request form for any type of support, including mileage reimbursement, scholarships, grants, or similar assistance.
The System may request policies, board approvals, or other documentation needed to review any request. Shared service subsidies do not require individual applications, since they are handled through the System’s annual budget process. The System may require agreements or confirmations from participating libraries when needed to implement or account for a subsidized service.
Reimbursement Timing Requirements
In support of the System’s fiscal year budgeting and closeout processes, all reimbursement requests must be submitted within 30 days of the eligible activity, event, or travel date, or by December 1 of the fiscal year in which the support was granted, whichever occurs first. Reimbursement requests submitted after this deadline will not be eligible for payment.
Closeout and Reporting Requirements
Upon completion of any scholarship or grant-funded activity, the member library must submit a closeout report that includes:
- A description of activities completed
- A detailed accounting of all expenditures
- Confirmation that all spending complied with System guidelines
- A summary of outcomes achieved and benefits to the library or the System
- Copies of receipts or other required documentation
No additional funding will be issued to libraries with outstanding or incomplete reports.
Adopted by the OWWL Library System Board of Trustees on January 14, 2026