2011-34 State Aid to Libraries Grant Funding RESOLUTION 2011-34
• A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, APPROVING THE SUBMISSION OF AN
APPLICATION FOR STATE AID TO LIBRARIES GRANT FUNDING,
PROVIDING THE REQUIRED ASSURANCES AND CERTIFICATIONS,
AND AUTHORIZING THE EXECUTION OF A GRANT AGREEMENT; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Chapter 257, Florida Statutes, authorizes municipalities to file applications for State
Aid to Libraries Grant Funding; and
WHEREAS, the Village Council wishes to authorize the filing of an application for State Aid to
Libraries Grant Funding and to provide the required assurances and certifications necessary for
the receipt such funding; and
WHEREAS, the Village Council determines that the adoption of this Resolution benefits the
public health, safety and welfare.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE
OF NORTH PALM BEACH, FLORIDA, as follows:
Section 1. The foregoing recitals are ratified and incorporated herein.
Section 2. The Village Council authorizes members of Village Administration and the
appropriate Village Officials to take all steps necessary to apply for and receive State Aid to
Libraries Grant Funding, including filing of all required application forms, preparing the required
supporting documentation, and executing the State Aid to Libraries Grant Agreement.
Section 3. In support of the Village's application for a State Aid to Libraries Grant Funding,
the Village Council hereby makes the following assurances and certifications:
A. The Village of North Palm Beach is an eligible political subdivision;
B. The Village of North Palm Beach is the single library administrative unit;
C. The Village of North Palm Beach is the designated governing body to provide
library services;
D. The Library Director shall be the single administrative head employed by the
Village with the authority to manage and coordinate the operations of the library
and has an approved job description;
E. The Library Director possesses an American Library Association accredited
professional degree, and has at least two (2) years of full-time paid professional
• experience (after completion of the library education program) in a public library
that is open to the public for a minimum of forty(40) hours per week;
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F. All funds shall be centrally expended by the single administrative head and shall
be part of the library's budget;
• G. The library' shall extend borrowing privile es without charge to residents of all
library service areas within Palm Beach County that receive State Aid to Libraries
Grant Funding;
H. The library shall provide free library services;
I. The library shall participate with all libraries in Palm Beach County that receive
State Aid to Libraries Grant Funding in joint planning for the coordination of
providing library services to residents; and
J. The library shall continue to be operated a minimum of forty(40) hours per week.
Section 4. The Village Council hereby approves a one (1) year long-range plan and an
annual plan of services attached hereto as Exhibit "A" and Exhibit `B" and incorporated herein
by reference.
Section 5. All resolutions or parts of resolutions in conflict herewith are hereby repealed to
the extent of such conflict.
Section 6. This Resolution shall be effective immediately upon adoption.
PASSED AND ADOPTED THIS 25th DAY OF AUGUST, 2011.
(Village Seal) I
Y
41f e
ATTEST:
41fix
VILLAGE C ERK
•
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EXHIBIT "A"
NORTH PALM BEACH PUBLIC LIBRARY
Library Strategic Plan
FY2008 - FY2012
• Mission FY 2012: Our mission remains the same.
• We are:
• service to the village
• community gathering place
• stewards of public funds
• active partners with other community organizations
• active partners with other village departments
• dedicated to providing exceptional service
• flexible organization
• We value:
• equal access
• free exchange of information and ideas
• personal connection with the people we serve
• Goals
• facility
• convenient
■ location, location, location
• well- organized
• materials can be found easily— FY2011 —The DVD
shelving was increased to allow us to double the holdings.
Audio Books were relocated to new convenient section.
• welcoming appearance
• interior bright, open
• less furniture, more openness
• fresh paint, major carpet cleaning FY2011 -new carpet
installed
• FY2011 Public restrooms renovated. FY2012 -Staff break
room and rest roorn will be renovated.
• staff
• well - trained
• continuing ed opportunities FY2011 staff took advantage of
numerous webinars
• formal education (degree program)
• approachable
• smiling demeanor
• "first" contact
• conscientious
• helpful
• anticipate patron needs
o marketing
• what we need to publicize
• programs
• topical
• some seasonal, some year round
• some day time, some evening
• services
• outreach
• online access
• online reference
• collections
• what we have
• how to use what we have
• how we need to publicize FY2011 -began using Facebook as a tool
for publicizing Library events
• news media
• public service spots
• paid aids
• photo ops
• print
• brochures FY2011-issued monthly newsletter
• bookmarks
• signs, banners, etc.
o technology
• current
• equipment to meet user needs FY2012- Placing a scanner
in the computer lab for patron use. Replace 4 -5 outdated
computers. Establish a computer replacement policy.
• emerging
• willingness to take risks FY2012- provide ebook and
downloadable audio books services
• training
• staff
• scheduled staff development
• patrons
• scheduled computer classes FY2011 The Village
IT department taught a series of computer classes
• Services
o Public Services
■ collections
• Adult
• demand
■ meet changing needs value to the
community
• currency
■ 50% of collection is 5 years or newer
■ continuous weeding
• Young Adult
• demand
• meet changing needs FY2011-opened a
Young Adult Dept.
• value to the community
• currency
■ 50% of collection is 5 years or newer
■ continuous weeding
• Children's Services
• demand
■ meet changing needs
• value to the community
• currency
■ 50% of collection is 5 years or newer
• continuous weeding
• Reference
• currency
■ 50% of collection is 5 years or newer
• continuous weeding
• demand
■ meet changing needs
• value to the community
■ Programs
• regular series FY2011 — Special interest programs .
Scrabble, lunch time movies, special topic sessions.
Weekly chess classes for kids. Independent Film Series.
• cooperative efforts with Friends, etc.
• Technical Services
• cataloging
• maintenance
• weeding processing FY2012- Evaluate, weed and update juvenile
and adult non fiction collection.
• Circulation Services
• patron maintenance
• SIRSI FY2011-Cleaned up problems resulting from the migration.
• FY2012 —Due to the success of the Food for Fines program, a third
annual drive is planned.
EXHIBIT `B"
•
Goals for FY 2012 (Plan of Service)
• Circulation
o increase number of cardholders
o increase overall circulation statistics
• Programs
o joint projects with Friends of the Library
• author's luncheon
• booksale
o Mystery Night
o Encourage local businesses to offer free informational programs
o Create a teen volunteer program to assist the children's summer reading
program
o Create a teen advisory board to assist with teen programming
o Food for Fines in December
• Services
o Enhance self services with new library automation
o Improve communication by utilizing in-house and on-line suggestion box
o Enhance computer lab facilities and training classes
• Collection Management
• continuous weeding - all formats
• aging analysis
• use analysis
o acquisitions
• ebooks
• downloadable audio books
o periodicals
• increase number of titles
• full utilization of EBSCO donation program
• special projects
o Investigate the feasibility of a automated self check-out system
o Make use of social networking sites
•
Florida Department of State, Division of Library and Information Services
STATE AID TO LIBRARIES GRANT AGREEMENT
The Applicant (Grantee) Village Council for the Village of North Palm Beach
(Name of library governing body)
Governing body for North Palm Beach Public Library
(Name of library)
hereby makes application and certifies eligibility for receipt of grants authorized under
Chapter 257, Florida Statutes,and guidelines for the State Aid to Libraries Grant Program.
I. The Grantee agrees to:
a. Expend all grant funds awarded and perform all acts in connection with this
agreement in full compliance with the terms and conditions of Chapter 257, Florida
Statutes, and guidelines for the State Aid to Libraries Grant Program. Funds will
not be used for lobbying the Legislature, the judicial branch, or any state agency.
b. Provide the Division of Library and Information Services (DIVISION) with statistical,
narrative, financial, and other reports as requested.
c. Not discriminate against any employee employed in the performance of this
agreement, or against any applicant for employment because of race, color,
religion, gender, national origin, age, handicap, or marital status. The Grantee
shall insert a similar provision in all subcontracts for services by this agreement.
d. Retain all records for a period of 5 years from the date of submission of the final
project report. If any litigation, claim, negotiation, audit, or other action involving
the records has been started before the expiration of the 5 year period, the records
shall be retained until completion of the action and resolution of all issues which
arise from it, or until the end of the regular 5 year period, whichever is later.
e. In the event that the Grantee expends a total amount of state financial assistance
equal to or in excess of$500,000 in any fiscal year of such grantee, the Grantee
must have a State single or project-specific audit for such fiscal year in accordance
with Section 215.97, Florida Statutes; applicable rules of the Department of
Financial Services; and Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General. In
determining the state financial assistance expended in its fiscal year, the Grantee
shall consider all sources of state financial assistance, including state financial
assistance received from the Department of State, other state agencies, and other
nonstate entities. State financial assistance does not include federal direct or
pass-through awards and resources received by a nonstate entity for federal
program matching requirements.
State Aid to Libraries Grant Agreement page 1 of 5
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-1-2010
In connection with the audit requirements addressed in part e., paragraph 1, the
Grantee shall ensure that the audit complies with the requirements of Section
215.97(8), Florida Statutes. This includes submission of a financial reporting
package as defined by Section 215.97(2)(e), Florida Statutes, and Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General.
If the Grantee expends less than $500,000 in state financial assistance in its
fiscal year, an audit conducted in accordance with the provisions of Section
215.97, Florida Statutes, is not required. In the event that the grantee expends
less than $500,000 in state financial assistance in its fiscal year and elects to have
an audit conducted in accordance with the provisions of Section 215.97, Florida
Statutes, the cost of the audit must be paid from the nonstate entity's resources
(i.e., the cost of such an audit must be paid from the grantee's resources
obtained from other than State entities).
Information related to the requirements of Section 21.5.97, Florida Statutes, (the
Florida Single Audit Act) and related documents may be found at
https://apps.fldfs.com/fsaa/.
Copies of financial reporting packages required by this agreement shall be
submitted by or on behalf of the Grantee directly to each of the following:
A. The Department of State at the following addresses:
Office of Inspector General
Florida Department of State
R.A. Gray Building, Room 114A
500 South Bronough Street
Tallahassee, FL 32399-0250
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
f. Identify an individual or position with the authority to make minor modifications to
the application, if necessary, prior to execution of the agreement.
II. The DIVISION agrees to:
a. Provide a grant in accordance with the terms of this agreement in consideration of
the Grantee's performance hereinunder, and contingent upon an annual
appropriation by the Legislature. In the event that the state funds on which this
agreement is dependent are withdrawn, this agreement is terminated and the
DIVISION has no further liability to the Grantee beyond that already incurred by
State Aid to Libraries Grant Agreement page 2 of 5
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-1-2010
the termination date. In the event of a state revenue shortfall, grants shall be
reduced in accordance with Section 257.195, Florida Statutes.
b. Notify the grantee of the grant award after review and approval of required
documents. The grant amount shall be calculated in accordance with Chapter
257, Florida Statutes and guidelines for the State Aid to Libraries Grant Program.
c. Distribute grant funds in two payments. The first payment will be requested by the
DIVISION from the Chief Financial Officer upon execution of the agreement. The
remaining payment will be made by June 30.
III. The Grantee and the DIVISION mutually agree that:
a. This instrument embodies the whole agreement of the parties. There are no
provisions, terms, conditions, or obligations other than those contained herein; and
this agreement shall supersede all previous communications, representation, or
agreements either verbal or written, between the parties. No amendment shall be
effective unless reduced in writing and signed by the parties.
b. The agreement is executed and entered into in the State of Florida, and shall be
construed, performed, and enforced in all respects in accordance with the laws
and rules of the State of Florida. Each party shall perform its obligations
hereunder in accordance with the terms and conditions of this agreement.
c. If any term or provision of the agreement is found to be illegal and unenforceable,
the remainder of the agreement shall remain in full force and effect and such term
or provision shall be deemed stricken. If any matter arising out of this Contract
becomes the subject of litigation, venue shall be in Leon County.
d. No delay or omission to exercise any right, power, or remedy accruing to either
party upon breach or default by either party under this Agreement shall impair any
such right, power, or remedy of either party; nor shall such delay or omission be
construed as a waiver of any such breach or default, or any similar breach or
default.
e. The DIVISION shall unilaterally cancel this agreement if the Grantee refuses to
allow public access to all documents or other materials subject to the provisions of
Chapter 119, Florida Statutes.
f. Unless authorized by law and agreed to in writing by the DIVISION, the DIVISION
shall not be liable to pay attorney fees, interest, or cost of collection.
g. The DIVISION shall not assume any liability for the acts, omissions to act or
negligence of the Grantee, its agents, servants, or employees; nor shall the
Grantee exclude liability for its own acts, omissions to act, or negligence to the
DIVISION. In addition, the Grantee hereby agrees to be responsible for any injury
or property damage resulting from any activities conducted by the Grantee.
h. The Grantee, other than a Grantee which is the State or agency or subdivision of
the State, agrees to indemnify and hold the DIVISION harmless from and against
any and all claims or demands for damages of any nature, including but not limited
to personal injury, death, or damage to property, arising out of any activities
State Aid to Libraries Grant Agreement page 3 of 5
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-1-2010
performed under this agreement and shall investigate all claims at its own
expense.
i. Neither the State nor any agency or subdivision of the State waives any defense of
sovereign immunity, or increases the limits of its liability, upon entering into a
contractual relationship.
j. The Grantee, its officers, agents, and employees, in performance of this
agreement, shall act in the capacity of an independent contractor and not as an
officer, employee,or agent of the DIVISION. Under this agreement, Grantee is not
entitled to accrue any benefits of state employment, including retirement benefits
and any other rights or privileges connected with employment in the State Career
Service. Grantee agrees to take such steps as may be necessary to ensure that
each subcontractor of the Grantee will be deemed to be an independent contractor
and will not be considered or permitted to be an agent, servant, joint venturer, or
partner of the DIVISION.
k. The Grantee shall not assign, sublicense, nor otherwise transfer its rights, duties,
or obligations under this agreement without the prior written consent of the
DIVISION, whose consent shall not unreasonably be withheld. The agreement
transferee must demonstrate compliance with the requirements of the program. If
the DIVISION approves a transfer of the Grantee's obligations, the Grantee
remains responsible for all work performed and all expenses incurred in
connection with the Agreement. In the event the Legislature transfers the rights,
duties, or obligations of the Department to another governmental entity pursuant to
Section 20.60, Florida Statutes, or otherwise, the rights, duties, and obligations
under this agreement shall also be transferred to the successor government entity
as if it were an original party to the agreement.
I. This agreement shall bind the successors, assigns,and legal representatives of
the Grantee and of any legal entity that succeeds to the obligation of the
DIVISION.
m. This agreement shall be terminated by the DIVISION because of failure of the
Grantee to fulfill its obligations under the agreement in a timely and satisfactory
manner unless the Grantee demonstrates good cause as to why it cannot fulfill its
obligations. Satisfaction of obligations by Grantee shall be determined by the
DIVISION, based on the terms and conditions imposed on the Grantee in
paragraphs I and III of this agreement and guidelines for the State Aid to Libraries
Grant Program. The DIVISION shall provide Grantee a written notice of default
letter. Grantee shall have 15 calendar days to cure the default. If the default is not
cured by Grantee within the stated period, the DIVISION shall terminate this
agreement, unless the Grantee demonstrates good cause as to why it cannot cure
the default within the prescribed time period. For purposes of this agreement,
"good cause" is defined as circumstances beyond the Grantee's control. Notice
shall be sufficient if it is delivered to the party personally or mailed to its specified
address. In the event of termination of this agreement, the Grantee will be
compensated for any work satisfactorily completed prior to notification of
termination.
State Aid to Libraries Grant Agreement page 4 of 5
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-1-2010
n. Unless there is a change of address, any notice required by this agreement shall
be delivered to the Division of Library and Information Services, 500 South
Bronough Street, Tallahassee, Florida 32399-0250, for the State and, for the
Grantee, to its single library administrative unit. In the event of a change of
address, it is the obligation of the moving party to notify the other party in writing of
the change of address.
IV. The term of this agreement will commence on the date of execution of the grant
agreement.
h
THE APPLICANT/GRANTEE THE DIVISION
a
' D
e a
Chair'of Gove ng Body or Florida Department of State
Chief Execuf Officer Division of Library and Information Services
Darryl C. Aubrey, Mayor
Typed Name Typed Name
ate///
Date
Date
Clerk or Chief Financial Officer Division Witness
Melissa Teal, Village Clerk
Typed Name and Title of Official Division Witness
r/-257//
Date
State Aid to Libraries Grant Agreement page 5 of 5
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 4-1-2010