[lstac] paying library staff as a contractor

Wed Jun 21 15:28:00 PDT 2023

Training and guidance is not the same thing as hands-on working the project. I read this as she will be dong the work for Library B on her own time.

Details on what the job expectations and duties are will solve that issue. Is she a trainer, consultant, or contractor?

We fund digitization projects as well. While we don’t provide training and guidance, our peer reviewers leave plenty of advice for the applicants in their comments. I can say that even if we did offer training, there is nothing like having someone on staff who knows what they are doing. We’d prefer them to hire a contractor with the experience than to bumble around even with training. Timing is a factor as well. Do they have the time to learn AND finish the project?

Something to think about.

From: lstac <lstac-bounces at omls.oregon.gov> On Behalf Of Heilig, Jean via lstac
Sent: Wednesday, June 21, 2023 5:14 PM
To: Imamura, Claire <claire.imamura at sos.wa.gov>; lstac at omls.oregon.gov
Subject: Re: [lstac] paying library staff as a contractor

Hi Claire,
I think the one thing that stood out for me is:

  *   Library A Director has relevant knowledge and experience to bring to the Library B project as a longtime recipient, but the WSL program manager also provides training and guidance for free.

I’m going to channel Michele Ferrel for this one!  Is the expense reasonable and necessary for the implementation of the project?  I would have to say no as training and guidance are already being provided to the subrecipient at no cost. The Library A Director may be experienced but is she offering something other than the training and guidance already being provided?  I would be hesitant to approve such a request without a detailed statement of work from the contractor and Library B.

Take care,
Jean

Jean Marie Heilig
,
MLIS, MBA
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Colorado State Library
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From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Imamura, Claire via lstac
Sent: Wednesday, June 21, 2023 2:59 PM
To: lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>
Subject: [lstac] paying library staff as a contractor

Hi all,
We have a head-scratcher situation and I’d love some perspectives. WSL offers digital heritage grants for libraries to do digitization projects. Library A has received these grants multiple times and has successfully completed several projects. This year they are submitting a proposal with no issues. Library B is applying for the first time, and in their letter of interest said that they plan to hire the Library A Director as a contractor to work on the project.

We are preparing to tell Library B and the Library A Director that they should describe in their application how they can make it clear that Library A Director is not using previous or current Library A grant or local funds for gain as a personal contractor. She can’t use work time, vehicles, equipment, printer paper, etc. of Library A to work on the Library B project. Is that sufficient, or are there other aspects that we haven’t considered?

Here are some additional points.

  *   If Library B had not told us who their contractor is or if we didn’t recognize her as the Library A Director, this would not have raised any red flags.
  *   Library A Director is not replacing local funds with grant funds. The contract hours would be in addition to her regular full-time hours at Library A.
  *   Library A Director has relevant knowledge and experience to bring to the Library B project as a longtime recipient, but the WSL program manager also provides training and guidance for free.
  *   Library A Director is not planning to work on the proposed Library A project but is a full-time employee and the contracting authority of Library A.

Thanks for considering this, and I’d appreciate any thoughts.
Claire

Claire Imamura (she/her), Grants & Contracts Coordinator
Office of the Secretary of State | Washington State Library
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PO BOX 42460 Olympia, WA 98504
Call/Text: 360-819-0582 Email: claire.imamura at sos.wa.gov<mailto:claire.imamura at sos.wa.gov>
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