2013-43 State Aid to Libraries Grant Funding ApplicationRESOLUTION 2013 -43
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;
AUTHORIZING THE EXECUTION OF A GRANT AGREEMENT;
APPROVING AN ANNUAL PLAN OF SERVICES; PROVIDING FOR
CONFLICTS; 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, provide the required assurances and certifications necessary for the
receipt of such funding, and approve the plan of services required as part of the application
process; 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 Council of 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;
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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;
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 privileges 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
The library shall continue to be operated a minimum of forty (40) hours per week.
Section 4. The Village Council hereby approves the annual plan of services attached hereto
as Exhibit "A" and incorporated herein by reference and authorizes the submission of this
document in support of the Village's State Aid to Libraries Grant Funding application.
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 12th DAY OF SEPTEMBER, 2013.
(Village Seal)
ATTEST:
VILLAGE CLERK
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i
MAYOR
Exhibit "A"
North Palm Beach Public Library
Action Plan FY2 014
Goal 1 — Provide access to library resources and services in an
environment that is convenient, user - friendly, and welcoming to all.
• Maintain current library hours of operation
• Continue to create changing displays of books (and other media)
drawing patrons' attention to interesting, new, or popular items in
library collections. Staff will change displays of new items,
material on popular topics, program related themes, staff or patron
favorites, etc. at least monthly.
• Continue to offer regularly scheduled instruction explaining use of
the online catalog, the Internet and other online resources to locate
and obtain desired information, books and other material.
• Provide ongoing opportunities for staff to learn about emerging
media and technology at webinars, workshops and conferences.
o Encourage staff to participate in Palm Beach County Library
Association and Southeast Florida Library Information
Network to promote networking and to keep abreast of
current trends in library services.
• Provide patrons with more well- informed readers' advisory
service.
o Identify and assemble a collection of print and online
readers' advisory resources for use by staff.
o Train staff to be more effective readers' advisors.
o Continue Readers' Advisory workshops for patrons that
began in June, 2013 to guide patrons to their next great book.
Goal 2 — Continue to develop and maintain a dynamic collection in all
formats which meets the recreational, informational, and educational
needs of the community.
• Continue to order new books and other media sufficiently frequent
to assure new material is consistently available on a timely basis.
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• Consult review journals, e.g. Booklist, Library Journal, etc., and
order predictably popular titles prior to publication in order to have
new titles available upon publication.
• Weed book collections and audiovisual collections annually to
keep material current and appealing and to accommodate new
acquisitions.
• Review collection development criteria for print and other media
reflecting new and emerging formats.
• Maintain listings of new books, videos and audio -books
Activities Serving Children
• Continue Summer Reading, annually June through August
• Investigate feasibility of homework help program with an
emphasis on reading, to begin in August of 2014 with the opening
of the new North Palm Beach Elementary School.
• Develop more after school programs: crafts, movies, game day.
Activities Serving Young Adults:
• Expand, as possible, high interest formats, e.g. graphic novels,
electronic games, etc.
• Continue to offer a variety of programs and events for young
adults: gaming day.
o Purchase additional gaming devices and games.
• Continue adding relevant media to young adult collections, e.g.
Playaways and e- readers.
Activities Serving Older Adults
• Investigate feasibility and need for providing book delivery to
home bound.
• Provide seminars and informational programs specifically geared
to seniors
Goal 3 — Serve the community as a. cultural center and rnmmimity
center.
• Continue posting announcements of community events and town
government notices on library bulletin boards.
• Continue to schedule programs that will engage, stimulate and
inform community members of all ages.
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o Utilize the new Veterans Memorial Park adjacent to the
library.
• Maintain a calendar of programs offered at the library, both online
and in print.
Goal 4 - Maintain and improve library technology to meet the
technological needs of the community.
• Continue to provide links from the Library's website to online
digital resources available
• Publicize new services and resources that utilize new information
technology provided through the North Palm Beach Public
Library, as added.
• Continue to provide the public Internet access to online digital
information and resources.
• Upgrade six (6) public Internet access PCs by September 2014.
• Provide access to emerging information technology.
• Continue to give individual instruction, and by October 2014,
begin regularly scheduled computer instruction
Goal 5 — Increase the visibility of the Library in the community.
• Participate in 2014 Health and Wellness Fair
• Participate in 2014 Heritage Day Parade
• Ensure Parks and Recreation has library event posters and flyers
• Continue to use Facebook, Twitter and other social media and /or
other similarly appropriate options to publicize events and new
material and connect with patrons.
Goal 6 - Ensure efficient governance and financial security of the North
Palm Beach Library.
• Research availability of grants.
• Encourage donations and memorials
• Work closely with Friends group fundraising events
• Book Sale
• Author event
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STATE AID TO LIBRARIES GRANT
NOTIFICATION OF GRANT AWARD
Recipient:
North Palm Beach Public Library
303 Anchorage Drive
North Palm Beach, FL 33408
Betty Sammis, Director
Fiscal Year 2013 -14
Project Start Date: Upon execution of grant agreement
PROJECT
PROJECT #
CSFA*
AWARD
State Aid to Libraries Grant
14 -ST -63
45.030
$19,109
Grant Payments
Grant awards will be paid in two payments. The first payment, requested upon execution of the
grant agreement, will be for three - fourths of the grant award. The second payment will be for
one -fourth of the grant award.
*Catalog of State Financial Assistance Number
Judito A. Ring, Direcfor " /
Division of Library and Information Services
Date
Florida Department of State, Division of Library and Information Services
500 South Bronough Street, Tallahassee, Florida 32399 -0250, 850.245.6620
Project Number: 14 -ST -63
North Palm Beach Public Library
Palm Beach County
Florida Department of State, Division of Library and Information Services
STATE AID TO LIBRARIES GRANT AGREEMENT
The Applicant, the Village Council for the Village of North Palm Beach as the governing body for
North Palm Beach Public Library (GRANTEE), hereby makes application and certifies eligibility
for receipt of grants authorized under Section 257, Florida Statutes, and guidelines for the State
Aid to Libraries Grant Program.
The Division, as administrator of state funds provided under Section 257, Florida Statutes, has
approved an application for State Aid to Libraries Grant funds submitted by the GRANTEE. By
reference, the application is hereby made a part of this agreement.
Grant Purpose. This grant shall be based upon the following scope of work during Fiscal Year
2013 -2014:
The single library administrative unit, as an eligible political subdivision under 257.17
Florida Statutes, is responsible for managing or coordinating free library service to the
residents of its legal service area. The library shall:
1. Have a single administrative head employed full time by the library's governing body;
2. Provide free library service, including loaning library materials available for circulation free
of charge, and providing reference and information services free of charge;
3. Provide access to materials, information and services for all residents of the area served; and
4. Have at least one library, branch library or member library operated by the library's
governing body open 40 hours or more each week.
I lie parties agree as follows:
1. The GRANTEE agrees to:
a. Provide the following as grant deliverables:
1. For payment number one:
i. The amount of local fiinds expended during the second preceding local fiscal year
for the operation and maintenance of the library and certification that the
expenditures were for the operation and maintenance of the library.
2. For payment number two:
i. A copy of the annual audit that was done in accordance with the requirements of
Section 215.97, Florida Statutes, Chapter 10.550, Rules of the Audilor General,
and generally accepted accounting principles.
b. 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.
c. Expend all grant funds received under this agreement solely for the purposes for which
they were authorized and appropriated.
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d. Provide the DIVISION with statistical, narrative, financial and other evaluative reports as
requested.
e. Retain and make available to the DIVISION, upon request, all financial and
programmatic records, supporting documents, statistical records, and other records for the
proj ect.
f. Retain all records for a period of five 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 five 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 five -year period, whichever is later.
g. Establish and maintain a proper accounting system in accordance with generally accepted
accounting procedures. To use and maintain adequate fiscal authority, control, and
accounting procedures that will ensure proper disbursement of, and accounting for,
project funds.
h. Perform all acts in connection with this agreement in strict conformity with all applicable
laws and regulations of the State of Florida.
i. Not use any grant funds for lobbying the legislature, the judicial branch, or any state agency.
j. Hereby certify that it is cognizant of the prohibition of conflicts of interest described in
Sections 112.311 through 112.326, Florida Statutes, and affirms that it will not enter into
or maintain a business or other relationship with any employee of the Department of State
that would violate those provisions. The GRANTEE further agrees to seek authorization
from the General Counsel for the Department of State prior to entering into any business
or other relationship with a Department of State employee to avoid a potential violation
of those statutes.
k. 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.
1. 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.
In connection with the audit requirements addressed in part k, 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.
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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 non -state 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 215.97, Florida Statutes, (the Florida
Single Audit Act) and related documents may be found athttps:Hgpps.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:
1. 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, Florida 32399 -0250
2. 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
m. 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:
a. To provide a grant in accordance with the terms of this agreement in consideration of the
GRANTEE's performance hereinunder, and contingent upon funding by the Legislature.
The State of Florida's performance and obligation to pay under this agreement is 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 state has
no further liability to the GRANTEE beyond that already incurred by the termination date.
In the event of a state revenue shortfall, the total grant may be reduced accordingly.
b. To 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. To 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.
d. That any balance of unobligated cash that has been paid to the grantee may be retained for
direct program costs in a subsequent period.
State Aid to Libraries Grant Agreement Page 3 of 7
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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. If any matter arising out of this Agreement becomes the
subject of litigation, venue shall be in Leon County.
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.
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. 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, if equitable.
State Aid to Libraries Grant Agreement Page 4 of 7
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective xx -xx -xxxx
f. The DIVISION shall unilaterally cancel this agreement in the event that the GRANTEE
refuses to allow public access to all documents or other materials made or received in
regard to this agreement that are subject to the provisions of Chapter 119, Florida Statutes.
GRANTEE agrees to immediately contact the DIVISION for assistance in the event that it
receives a public records request related to this agreement or the grant the it awards.
g. The DIVISION shall not be liable to pay attorney fees, interest, late charges and service
fees, or cost of collection related to the grant.
h. 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.
i. 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 performed under this agreement
and shall investigate all claims at its own expense.
The GRANTEE shall be responsible for all work performed and all expenses incurred in
connection with the project. The GRANTEE may subcontract as necessary to perform the
services set forth in this agreement, including entering into subcontracts with vendors for
services and commodities, provided that such subcontract has been approved by the
DIVISION, such approval not to be unreasonably withheld, and provided that it is
understood by the GRANTEE that the DIVISION shall not be liable to the subcontractor
for any expenses or liabilities incurred under the subcontract and that the GRANTEE shall
be solely liable to the subcontractor for all expenses and liabilities incurred under the
subcontract.
k. 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.
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.
State Aid to Libraries Grant Agreement Page 5 of 7
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective xx -xx -xxxx
m. 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 20.06, 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.
n. 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.
o. The State of Florida's performance and obligation to pay under this agreement is 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 the
termination date. In the event of a state revenue shortfall, the total grant shall be reduced in
accordance with Section 257.2 1, Florida Statutes.
p. If the GRANTEE is in noncompliance with any term(s) of this grant agreement or any
other grant agreement with the Division of Library and Information Services, the Division
of Historical Resources or the Division of Cultural Affairs, the Division may withhold
grant payments until the GRANTEE comes into compliance. Violation of a grant program
requirement, including but not limited to failure to submit grant reports and other grant
documents; submission of incomplete grant reports or other grant documents; or violation
of other grant agreement requirements; shall constitute a basis for the Division to place the
GRANTEE in noncompliance status with the Department of State.
q. The Division shallapply the following financial consequences for failure to perform the
duties / tasks requiredin the scope of work. Should the library fail to provide free library
service to the public or be open fewer than 40 hours per week, it will no longer be eligible
to receive State Aid Libraries grant funding, and its funding will be reduced to $0.
r. 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.
State Aid to Libraries Grant Agreement Page 6 of 7
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective xx -xx -xxxx
IV. The term of this agreement will commence on the date of execution of the grant agreement.
THE APPLICANT /GRANTEE
z � & /""' " ?'" 4 � -� � -Z/
Chair of Governing Bo y or
Chief Executive Officer
William L. Manuel, Mayor
Typed Name
Date
S
Clerk or Chief Fin cia O ices
Sarnia Janjua, Director of Finance
Typed Name and Title of Official
q���zDp 3
Date
THE DIVISION
Judith . Ring, Director
Division of Library and Information Services
Department of State, State of Florida
Typed Name
Date
Division ritness
Division Witness
State Aid to Libraries Grant Agreement Page 7 of 7
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective xx -xx -xxxx