2015-53 State Aid to Libraries Grant Funding ApplicationRESOLUTION 2015 -53
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 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;
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;
Page 1 of 2
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 IOT" DAY OF SEPTEMBER, 2015.
(Village Seal)
ATTEST:
VILLAGE CLERK
Page 2 of 2
Exhibit "A"
North Palm Beach Public Library
Action Plan FY2016
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.
• Improve interior departmental signage.
• Reconfigure the computer lab to optimize space and create study
rooms, maker space area, etc.
• 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.
• Provide ongoing opportunities for staff to learn about emerging
media and technology at webinars, workshops and conferences.
• 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.
• Conduct yearly staff in- service workshops.
• 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.
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.
• Continue to provide lease collection of popular titles.
• Increase access to all library e- resources through participation in
library networks (SEFLIN).
o Add streaming video service to our growing e- resources in
2016.
• Continue to subscribe to genealogy databases, Heritage Quest, etc.
• Continue to provide interlibrary loan service with twice a week
delivery.
• Weed book collections and audiovisual collections annually to
keep material current and appealing and to accommodate new
acquisitions.
• Review circulation policies as needed to provide best practices.
• 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 July.
• Continue Winter Reading and Holiday Reading programs.
• Continue bi- monthly visits by nearby pre -K and kindergarten
classes.
• Offer weekly homework help program with an emphasis on
reading.
• Develop more after school programs: crafts, movies, game day.
• Create Kids Maker program with Lego products.
• Offer monthly Saturday story time sessions.
• Offer programs at community venues.
• Collaborate with the Literacy Coalition for "Read for the Record
2016.
• Promote library services through a "library card drive" with
kindergarten classes.
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, anime club, etc.
o Purchase additional gaming devices and games.
• Continue adding relevant media to young adult collections, e.g.
Playaways and e- readers.
Activities Serving Adults
• Continue day time book discussion groups.
• Continue a variety of Great Courses lectures.
• Collaborate with Literacy Coalition for "Read Together Palm
Beach County 2016 ".
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 community
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.
• Promote the Thelma Obert Room as a community meeting
place.
• 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.
• Work with IT to train staff on new Village and Library web -site.
• 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.
• Provide public access workstations to include Internet access, word
processing, and local government information.
• Maintain and upgrade as necessary wireless access to the Internet
• Continue to give individual instruction and regularly scheduled
computer classes.
• Investigate need for public PC registration and print management
software.
Goal 5 -- Increase the visibility of the Library in the community.
• Participate in 2015 Heritage Day Parade, Chili Cook Off, and other
village events.
Ensure Parks and Recreation and Village Hall have library event
posters and flyers and post library events on Village Facebook and
TV.
• Continue to use Facebook, Twitter and other social media and /or
other similarly appropriate options to publicize events and new
material and to connect with patrons.
• Develop partnerships with community organizations.
Goal 6 - Ensure efficient governance and financial security of the North
Palm Beach Library.
• Provide governing board with monthly narrative reports of
significant activities, including circulation & other library
statistics.
• Research availability of grants.
• Encourage donations and memorials.
• Work closely with Friends group fundraising events.
• Book Sale
• Author events
• Bake Sale /Artisan Fair
STATE AID TO LIBRARIES GRANT
NOTIFICATION OF GRANT AWARD
Recipient:
North Palm Beach Public Library
303 Anchorage Drive
North Palm Beach, Florida 33408
Betty Sammis, Director
Fiscal Year 2015 -16
Project Start Date: Upon execution of grant agreement
PROJECT
PROJECT #
CSFA* #
AWARD
State Aid to Libraries Grant
16 -ST -62
45.030
$22,161
*Catalog of State Financial Assistance
Grant Payment
The grant payment will be requested upon execution of the grant agreement.
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Amy . Jo on, ire for D e
Divis on o brary d Information Services
Florida Department of State, Division of Library and Information Services
500 South Bronough Street, Tallahassee, Florida 32399 -0250, 850.245.6620
Project Number: 16 -ST -62
North Palm Beach Public Library
Palm Beach County
STATE AID TO LIBRARIES GRANT
AGREEMENT BETWEEN
THE STATE OF FLORIDA, DEPARTMENT OF STATE
AND
North Palm Beach Village Council
for and on behalf of
North Palm Beach Public Library
This Agreement is by and between the State of Florida, Department of State, Division of Library
and Information Services, hereinafter referred to as the "Division," and the North Palm Beach
Village Council for and on behalf of North Palm Beach Public Library, hereinafter referred to as
the "Grantee."
The Grantee has submitted an application and has met all eligibility requirements and has been
awarded a State Aid to Libraries Grant (CSFA 45.030) by the Division in the amount specified
on the "Fiscal Year 2015 -2016 State Aid to Libraries Final Grants" document (which is
incorporated as part of this Agreement and entitled Attachment B). The Division has the
authority to administer this grant in accordance with Section 257, Florida Statutes. By reference,
the application and any approved revisions are hereby made a pant of this agreement.
In consideration of the mutual covenants and promises contained herein, the parties agree as
follows:
1. Grant Purpose. This grant shall be used exclusively for the "State Aid to Libraries Grant,"
the public purpose for which these funds were appropriated.
a) The Grantee shall perform the following Scope of Work as identified in Section 257.17
Florida Statutes:
Manage or coordinate free library service to the residents of its legal service area. The
Grantee shall:
1. Have a single administrative head employed full time by the library's governing
body;
2. Provide free library service, including loaning 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 open 40 hours or more
each week.
State Aid to Libraries Grant Agreement Page 1 of 17
Chapter 1 B-2,01 1(2)(a), Florida Administrative Code, Effective 4 -2015.
b) The Grantee agrees to provide the following Deliverables related to the Scope of Work
for payment to be awarded.
Payment 1, Deliverable /Task 1:
■ The first payment will be a fixed price in the amount of 100% of the grant award.
The Grantee will have at least one library, branch library or member library open
40 hours or more each week.
2. Length of Agreement. This Agreement shall begin the date the agreement is signed by both
the Grantee's Governing Body and the Division and continue until all grant funds have been
expended, unless terminated in accordance with the provisions of Section 29 of this
Agreement.
3. Expenditure of Grant Funds. The Grantee cannot obligate or expend any grant funds
before the Agreement has been signed by all parties. No costs incurred after termination of
the Agreement shall be allowed unless specifically authorized by the Division.
4. Contract Administration. The parties are legally bound by the requirements of this
agreement. Each party's contract manager, named below, will be responsible for monitoring
its performance under this Agreement and will be the official contact for each party. Any
notice(s) or other communications in regard to this agreement shall be directed to or
delivered to the other party's contract manager by utilizing the information below. Any
change in the contact information below should be submitted in writing to the contract
manager within 10 days of the change.
For the Division of Library and Information Services:
Marian Deeney, Library Program Administrator
Florida Department of State
R.A. Gray Building
Mail Station # 9D
500 South Bronough Street
Tallahassee, Florida 32399
Phone: (850) 245 -6620
Facsimile: (850) 245 -6643
Email: marian.deeney @dos.myflorida.com
For the Grantee:
Betty Sammis, Director
303 Anchorage Drive
North Palm Beach, Florida 33408
Phone: (561) 841 -3383
Facsimile: (561) 848 -2874
Email: bsammis @village - npb.org
State Aid to Libraries Grant Agreement Page 2 of 17
Chapter I B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
5. Grant Payments. All grant payments are requested by submitting a Grant Payment Request
Form. The Grant Payment Request Form is available on the Division's website at
info.florida. gov/ services - for - libraries /grants /cooperative /guidelines - applications- and - forms /.
The total grant award shall not exceed the amount specified on the "Fiscal Year 2015 -2016
State Aid to Libraries Final Grants" document (Attachment B), which shall be paid by the
Division in consideration for the Grantee's minimum performance as set forth by the terms
and conditions of this Agreement. The grant payment schedule is outlined below:
a) The first payment will be a 100% fixed price in the amount of the grant award as
specified in Attachment B. Payment will be made in accordance with the completion of
the Deliverables.
6. Electronic Payments. The Grantee can choose to use electronic funds transfer (EFT) to
receive grant payments. All grantees wishing to receive their award through EFT must
submit a Vendor Direct Deposit Authorization form to the Florida Department of Financial
Services. If EFT has already been set up for your organization, you do not need to submit
another authorization form unless you have changed bank accounts. To download this form
visit myfloridacfo.com/ Division /AA/Fortns /DFS- A1- 26E.pdf. The form also includes tools
and information that allow you to check on payments.
7. Florida Substitute Form W -9. A completed Substitute Form W -9 is required from any
entity that receives a payment from the State of Florida that may be subject to 1099
reporting. The Department of Financial Services (DFS) must have the correct Taxpayer
Identification Number (TIN) and other related information in order to report accurate tax
information to the Internal Revenue Service (IRS). To register or access a Florida Substitute
Form W -9 visit flvendor.myfloridacfo.com /. A copy of the Grantee's Florida Substitute
Form W -9 must be submitted by the Grantee to the Division with the executed
Agreement.
8. Financial Consequences. The Department shall apply the following financial consequences
for failure to perform the minimum level of services required by this Agreement in
accordance with Sections 215.971 and 287.058, Florida Statutes:
Should the library fail to provide free library service to the public or to be open for at least 40
hours per week, it will no longer be eligible to receive State Aid to Libraries grant funding,
and its funding will be reduced to zero.
First payment will be withheld if Deliverables are not satisfactorily completed.
State Aid to Libraries Grant Agreement Page 3 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
9. Credit Line(s) to Acknowledge Grant Funding. The Division requires public
acknowledgement of State Aid to Libraries Grant funding for activities and publications
supported by grant funds. Any announcements, information, press releases, publications,
brochures, videos, web pages, programs, etc. created as part of a State Aid to Libraries Grant
project must include an acknowledgment that State Aid to Libraries Grant funds were used to
create them.
Use the following text:
"This project has been funded under the provisions of the State Aid to Libraries Grant
program, administered by the Florida Department of State's Division of Library and
Information Services."
10. Non - allowable Grant Expenditures. The Grantee agrees to expend all grant funds received
under this agreement solely for the purposes for which they were authorized and appropriated.
Expenditures shall be in compliance with the state guidelines for allowable project costs as
outlined in the Department of Financial Services' Reference Guide for State Expenditures,
which are available online at myfloridaefo.com/aadir /reference ug ide/.
Grant funds may not be used for the purchase or construction of a library building or
library quarters.
11. Travel Expenses. The Subgrantee must pay any travel expenses, from grant or local
matching funds, in accordance to the provisions of Section 112.061, Florida Statutes.
12. Unobligated and Unearned Funds and Allowable Costs. In accordance with Section
215.971, Florida Statutes, the Grantee shall refund to the State of Florida any balance of
unobligated funds which has been advanced or paid to the Grantee. In addition, funds paid in
excess of the amount to which the recipient is entitled urider the terms and conditions of the
agreement must be refunded to the state agency. Further, the recipient may expend funds
only for allowable costs resulting from obligations incurred during the specified agreement
period. Expenditures of state financial assistance must be in compliance with the laws, rules
and regulations applicable to expenditures of State funds, including, but not limited to, the
Reference Guide for State Expenditures.
13. Repayment. All refunds or repayments to be made to the Department under this agreement
are to be made payable to the order of "Department of State" and mailed directly to the
following address: Florida Department of State, Attention: Marian Deeney, Library Program
Administrator, Division of Library and Information Services, 500 South Bronough Street,
Mail Station #91), Tallahassee, FL 32399. In accordance with Section 215.34(2), Florida
Statutes, if a check or other draft is returned to the Department for collection, Recipient shall
pay to the Department a service fee of $15.00 or five percent (5 %) of the face amount of the
returned check or draft, whichever is greater.
State Aid to Libraries Grant Agreement Page 4 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
14. Single Audit Act. Each grantee, other than a grantee that is a State agency, shall submit to an
audit pursuant to Section 215.97, Florida Statutes. See Attachment A for additional information
regarding this requirement. If a Grantee is not required by law to conduct an audit in
accordance with the Florida Single Audit Act because it did not expend at least $500,000 in
state financial assistance, it must submit a Financial Report on its operations pursuant to
Section 257.41(3), Florida Statutes within nine months of the close of its fiscal year.
15. Retention of Accounting Records. Financial records, supporting documents, statistical
records and all other records, including electronic storage media pertinent to the Project, shall
be retained for a period of five (5) fiscal years after the close out of the grant and release of
the audit. If any litigation or audit is initiated or claim made before the expiration of the five -
year period, the records shall be retained for five fiscal years after the litigation, audit or
claim has been resolved.
16. Obligation to Provide State Access to Grant Records. The Grantee must make all grant
records of expenditures, copies of reports, books, and related documentation available to the
Division or a duly authorized representative of the State of Florida for inspection at
reasonable times for the purpose of making audits, examinations, excerpts and transcripts.
17. Obligation to Provide Public Access to Grant Records. The Division reserves the right to
unilaterally cancel this Agreement in the event that the Grantee refuses public access to all
documents or other materials made or received by the Grantee that are subject to the
provisions of Chapter 119, Florida Statutes, known as the Florida Public Records Act. The
Grantee must immediately contact the Division's Contract Manager for assistance if it
receives a public records request related to this Agreement.
18. Investment of Funds Received But Not Paid Out. The Grantee may temporarily invest any
or all grant funds received but not expended in an interest bearing account pursuant to
Section 216.181(16)(b), Florida Statutes. Interest earned on such investments should be
returned to the Division quarterly, except that interest accrued less than $100 within any
quarter may be held until the next quarter when the accrued interest totals more than $100.
All interest accrued and not paid to the Division, regardless of amount, must be submitted
with the Grantee's Final Report at the end of the Grant Period.
19. Noncompliance. Any Grantee that is not following Florida statutes or rules, the terms of the
grant agreement, Florida Department of State policies and guidance, local policies, or other
applicable law or that has not submitted required reports or satisfied other administrative
requirements for other Division of Library and Information Services grants or grants from
any other Office of Cultural, Historical, and Information Programs ( OCHIP) Division will be
in noncompliance status and subject to the OCHIP Grants Compliance Procedure. OCHIP
Divisions include the Division of Cultural Affairs, the Division of Historical Resources, and
the Division of Library and Information Services. Grant compliance issues must be resolved
before a grant award agreement may be executed and before grant payments for any OCHIP
grant may be released.
State Aid to Libraries Grant Agreement Page 5 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
20. Accounting Requirements. The Grantee must maintain an accounting system that provides
a complete record of the use of all grant funds as follows:
a) The accounting system must be able to specifically identify and provide audit trails that
trace the receipt, maintenance and expenditure of state funds;
b) Accounting records must adequately identify the sources and application of funds for all
grant activities and must classify and identify grant funds by using the same budget
categories that were approved in the grant application. If Grantee's accounting system
accumulates data in a different format than the one in the grant application, subsidiary
records must document and reconcile the amounts shown in the Grantee's accounting
records to those amounts reported to the Division;
c) An interest - bearing checking account or accounts in a state or federally chartered
institution may be used for revenues and expenses described in the Scope of Work and
detailed in the Estimated Project Budget;
d) The name of the account(s) must include the grant award number;
e) The Grantee's accounting records must have effective control over and accountability for
all funds, property and other assets; and
f) Accounting records must be supported by source documentation and be in sufficient
detail to allow for a proper pre -audit and post -audit (such as invoices, bills and canceled
checks).
21. Availability of State Funds. The State of Florida's performance and obligation to pay under
this Agreement are contingent upon an annual appropriation by the Florida Legislature. In the
event that the state funds upon which this Agreement is dependent are withdrawn, this
Agreement will be automatically terminated and the Division shall have no further liability to
the Grantee beyond those amounts already expended prior to the termination date. Such
termination will not affect the responsibility of the Grantee under this Agreement as to those
funds previously distributed. In the event of a state revenue shortfall, the total grant may be
reduced accordingly.
22. Lobbying. The Subgrantee will not use any grant funds for lobbying the state legislature, the
state judicial branch or any state agency.
23. Independent Contractor Status of Grantee. The Grantee, if not a state agency, agrees that
its officers, agents and employees, in performance of this Agreement, shall act in the capacity
of independent contractors and not as officers, agents or employees of the state. The Grantee
is not entitled to accrue any benefits of state employment, including retirement benefits and
any other rights or privileges connected with employment by the State of Florida.
State Aid to Libraries Grant Agreement Page 6 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
24. Grantee's Subcontractors. The Grantee shall be responsible for all work performed and all
expenses incurred in connection with this Agreement. The Grantee may subcontract, as
necessary, to perform the services and to provide commodities required by this Agreement.
The Division shall not be liable to any subcontractor(s) for any expenses or liabilities
incurred under the Grantee's subcontract(s), and the Grantee shall be solely liable to its
subcontractor(s) for all expenses and liabilities incurred under its subcontract(s). The Grantee
must take the necessary steps to ensure that each of its subcontractors will be deemed to be
independent contractors and will not be considered or permitted to be agents, servants, joint
venturers or partners of the Division.
25. Liability. The Division will not assume any liability for the acts, omissions to act or
negligence of the Grantee, its agents, servants or employees; nor may the Grantee exclude
liability for its own acts, omissions to act or negligence to the Division.
a) The Grantee shall be responsible for claims of any nature, including but not limited to
injury, death and property damage arising out of activities related to this Agreement by
the Grantee, its agents, servants, employees and subcontractors. The Grantee shall
indemnify and hold the Division harmless from any and all claims of any nature and shall
investigate all such claims at its own expense. If the Grantee is governed by Section
768.28, Florida Statutes, it shall only be obligated in accordance with this Section.
b) Neither the state nor any agency or subdivision of the state waives any defense of
sovereign immunity or increases the limits of its liability by entering into this Agreement.
c) The Division shall not be liable for attorney fees, interest, late charges or service fees, or
cost of collection related to this Agreement.
d) 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 in writing
by the Department prior to its execution and provided that it is understood by the Grantee
that the Department 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.
26. Strict Compliance with Laws. The Grantee shall perform all acts required by this
Agreement in strict conformity with all applicable laws and regulations of the local, state and
federal law. For consequences of noncompliance, see Section 19, Noncompliance.
27. No Discrimination. The Grantee may not discriminate against any employee employed
under 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 of its subcontracts for services under this Agreement.
State Aid to Libraries Grant Agreement Page 7 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
28. Breach of Agreement. The Division will demand the return of grant funds already received,
will withhold subsequent payments and /or will terminate this agreement if the Grantee
improperly expends and manages grant funds; fails to prepare, preserve or surrender records
required by this Agreement; or otherwise violates this Agreement.
29. Termination of Agreement. The Division will terminate or end this Agreement if the
Grantee fails to fulfill its obligations herein. In such event, the Division will provide the
Grantee a notice of its violation by letter and shall give the Grantee fifteen (15) calendar days
from the date of receipt to cure its violation. If the violation is not cured within the stated
period, the Division will terminate this Agreement. The notice of violation letter shall be
delivered to the Grantee's Contract Manager, personally, or mailed to his /her specified
address by a method that provides proof of receipt. In the event that the Division terminates
this Agreement, the Grantee will be compensated for any work completed in accordance with
this Agreement prior to the notification of termination if the Division deems this reasonable
under the circumstances. Grant funds previously advanced and not expended on work
completed in accordance with this Agreement shall be returned to the Division, with interest,
within thirty (30) days after termination of this Agreement. The Division does not waive any
of its rights to additional damages if grant funds are returned under this Section.
30. Preservation of Remedies. No delay or omission to exercise any right, power or remedy
accruing to either party upon breach or violation 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.
31. Non - Assignment of Agreement. The Grantee may not assign, sublicense or otherwise
transfer its rights, duties or obligations under this Agreement without the prior written
consent of the Division, which shall not unreasonably be withheld. The agreement transferee
must demonstrate compliance with the requirements of the project. If the Division approves a
transfer of the Grantee's obligations, the Grantee shall remain liable for all work performed
and all expenses incurred in connection with this Agreement. In the event the Legislature
transfers the rights, duties and obligations of the Division to another governmental entity,
pursuant to Section 20.06, Florida Statutes or otherwise, the rights, duties and obligations
under this Agreement shall be transferred to the succeeding governmental agency as if it was
the original party to this Agreement.
32. Required Procurement Procedures for Obtaining Goods and Services. The Grantee shall
provide maximum open competition when procuring goods and services related to the grant -
assisted project in accordance with Section 287.057, Florida Statutes.
a) Procurement of Goods and Services Not Exceeding $35,000. The Grantee must use the
applicable procurement method described below:
Purchases Up to $2,500: Procurement of goods and services where individual
purchases do not exceed $2,500 do not require competition and may be conducted at
the Grantee's discretion.
State Aid to Libraries Grant Agreement Page 8 of 17
Chapter I B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
2. Purchases or Contract Amounts Between $2,500 and $35,000: Goods and services
costing between $2,500 and $35,000 require informal competition and may be
procured by purchase order, acceptance of vendor proposals or other appropriate
procurement document.
b) Procurement of Goods and Services Exceeding $35,000. Goods and services costing over
$35,000 may be procured by either Formal Invitation to Bid, Request for Proposals or
Invitation to Negotiate and may be procured by purchase order, acceptance of vendor
proposals or other appropriate procurement document.
33. Conflicts of Interest. The Grantee hereby certifies 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.
34. Binding of Successors. This Agreement shall bind the successors, assigns and legal
representatives of the Grantee and of any legal entity that succeeds to the obligations of the
Division of Library and Information Services.
35. Employment of Unauthorized Aliens. The employment of unauthorized aliens by the
Grantee is considered a violation of Section 274A (a) of the Immigration and Nationality
Act. If the Grantee knowingly employs unauthorized aliens, such violation shall be cause for
unilateral cancellation of this Agreement.
36. Severability. If any term or provision of the Agreement is found to be illegal and
unenforceable, the remainder will remain in full force and effect, and such term or provision
shall be deemed stricken.
37. Americans with Disabilities Act. All programs and facilities related to this Agreement must
meet the standards of Sections 553.501 - 553.513, Florida Statutes and the Americans with
Disabilities Act of 1990.
38. Governing Law. This Agreement shall be construed, performed and enforced in all respects
in accordance with the laws and rules of Florida. Venue or location for any legal action
arising under this Agreement will be in Leon County, Florida.
State Aid to Libraries Grant Agreement Page 9 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
39. Entire Agreement. The entire Agreement of the parties consists of the following documents:
a) This Agreement
b) Federal and State of Florida Single Audit Act Requirements (Attachment A), including
Exhibit 1.
c) Fiscal Year 2015 -2016 State Aid to Libraries Final Grants (Attachment B)
The Grantee hereby certifies that they have read this entire Agreement and will comply
with all of its requirements.
Date of Agreement:
�-C&qak
Gran ee:
By: �k '� )
Chair of Governing Body or
Chief Executive Officer
Robert Gebbia, Mayor
Typed name and title
&Z14�K' Z2�Z-
Clerk or Chief Financial Officer
Melissa Teal, Village _Clerk
Typed name and title
September 10, 2015
Date
IS
Department of State:
LE
A
D
Department of State, State of Florida
Typed name and title
W itnes
State Aid to Libraries Grant Agreement Page 10 of 17
Chapter I B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
ATTACHMENT A
FEDERAL AND STATE OF FLORIDA SINGLE AUDIT ACT REQUIREMENTS
AUDIT REQUIREMENTS
The administration of resources awarded by the Department of State to the Grantee may be subject to
audits and /or monitoring by the Department of State as described in this Addendum to the Grant
Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 2 Subpart F — Audit Requirements
and Section 215.97, Florida Statutes, monitoring procedures may include, but not be limited to, on -site
visits by Department of State staff, limited scope audits as defined by 2 CFR 2 §200.328 and /or other
procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any
monitoring procedures /processes deemed appropriate by the Department of State. In the event the
Department of State determines that a limited scope audit of the recipient is appropriate, the recipient
agrees to comply with any additional instructions provided by the Department of State staff to the
recipient regarding such audit. The recipient further agrees to comply and cooperate with any
inspections, reviews, investigations or audits deemed necessary by the Chief Financial Officer or
Auditor General.
AUDITS
PART L• FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non - profit organization that has
received federal funds awarded through the Department of State. Exhibit 1 to this attachment indicates
whether federal resources have been awarded through the Department of State by this agreement.
2 CFR 2 §200.501 Audit Requirements:
(a) Audit required. A non - federal entity that expends $750,000 or more during the non - federal entity's
fiscal year in federal awards must have a single or program - specific audit conducted for that year in
accordance with the provisions of this part.
(b) Single audit. A non - federal entity that expends $750,000 or more during the non - federal entity's
fiscal year in federal awards must have a single audit conducted in accordance with 2 CFR 2 §200.514
Scope of audit, except when it elects to have a program - specific audit conducted in accordance with
paragraph (c) of this section.
State Aid to Libraries Grant Agreement Page l 1 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
(c) Program - specific audit election. When an auditee expends federal awards under only one federal
program (excluding R &D) and the federal program's statutes, regulations, or the terms and conditions of
the federal award do not require a financial statement audit of the auditee, the auditee may elect to have
a program - specific audit conducted in accordance with 2 CFR 2 §200.507 Program- specific audits. A
program- specific audit may not be elected for R &D unless all of the federal awards expended were
received from the same federal agency, or the same federal agency and the same pass - through entity,
and that federal agency, or pass - through entity in the case of a subrecipient, approves in advance a
program - specific audit.
(d) Exemption when federal awards expended are less than $750, 000. A non - federal entity that expends
less than $750,000 during the non - federal entity's fiscal year in federal awards is exempt from federal
audit requirements for that year, except as noted in 2 CFR 2 §200.503 Relation to other audit
requirements, but records must be available for review or audit by appropriate officials of the federal
agency, pass - through entity, and Government Accountability Office (GAO).
(e) Federally Funded Research and Development Centers ( FFRDQ. Management of an auditee that
owns or operates a FFRDC may elect to treat the FFRDC as a separate entity for purposes of this part.
(f) Subrecipients and contractors. An auditee may simultaneously be a recipient, a subrecipient, and a
contractor. Federal awards expended as a recipient or a subrecipient are subject to audit under this part.
The payments received for goods or services provided as a contractor are not federal awards. Section
§200.330 Subrecipient and contractor determinations should be considered in determining whether
payments constitute a federal award or a payment for goods or services provided as a contractor.
(g) Compliance responsibility for contractors. In most cases, the auditee's compliance responsibility for
contractors is only to ensure that the procurement, receipt, and payment for goods and services comply
with federal statutes, regulations, and the terms and conditions of federal awards. Federal award
compliance requirements normally do not pass through to contractors. However, the auditee is
responsible for ensuring compliance for procurement transactions which are structured such that the
contractor is responsible for program compliance or the contractor's records must be reviewed to
determine program compliance. Also, when these procurement transactions relate to a major program,
the scope of the audit must include determining whether these transactions are in compliance with
federal statutes, regulations, and the terms and conditions of federal awards.
(h) For-profit subrecipient. Since this part does not apply to for - profit subrecipients, the pass - through
entity is responsible for establishing requirements, as necessary, to ensure compliance by for - profit
subrecipients. The agreement with the for - profit subrecipient should describe applicable compliance
requirements and the for - profit subrecipient's compliance responsibility. Methods to ensure compliance
for federal awards made to for - profit subrecipients may include pre -award audits, monitoring during the
agreement, and post -award audits. See also §200.331 Requirements for pass - through entities.
The Internet address listed below will assist recipients in locating documents referenced in the text of
this agreement and with the interpretation of compliance issues.
U.S. Government Printing Office
www.eefr.gov
State Aid to Libraries Grant Agreement Page 12 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
PART II: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(1), Florida
Statutes and has received state funds awarded by the Department of State. Exhibit 1 to this attachment
indicates whether state resources have been awarded by the Department of State by this agreement.
Section 215.97, Florida Statutes Single Audit Requirements
In the event that the recipient expends a total amount of state financial assistance equal to or in
excess of $500,000 in any fiscal year of such recipient, the recipient 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 Executive Office of the Governor and the Chief Financial Officer; and
Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations),
Rules of the Auditor General. Exhibit 1 to this attachment indicates state financial assistance
awarded through the Department of State by this agreement. In determining the state financial
assistance expended in its fiscal year, the recipient 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.
2. In connection with the audit requirements addressed in Part II, paragraph 1 of this attachment, the
recipient shall ensure that the audit complies with the requirements of Section 215.97(7), Florida
Statutes. This includes submission of a financial reporting package as defined by Section
215.97(2)(d), Florida Statutes and Chapter 10.550 (local governmental entities) or 10.650 (nonprofit
and for - profit organizations), Rules of the Auditor General.
3. If the recipient 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 recipient 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 recipient's resources obtained from other than State entities).
The Internet addresses listed below will assist recipients in locating documents referenced in the text of
this agreement and with the interpretation of compliance issues.
State of Florida Department Financial Services (Chief Financial Officer)
fldfs_cnm
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
State Aid to Libraries Grant Agreement Page 13 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
PART III: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 2 §200.512 and
required by Part I of this attachment shall be submitted, when required by 2 CFR 2 §200.512, by
or on behalf of the recipient, directly to each of the following:
A. The Department of State at the following address:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
Tallahassee, FL 32399 -0250
B. The Federal Audit Clearinghouse, electronically, at harvester. census.gov /sac/ as designated
in 2 CFR 2 §200.512
C. Other federal agencies and pass - through entities, in accordance with 2 CFR 2 §200.513.
2. In the event that a copy of the reporting package for an audit required by Part I of this attachment
and conducted in accordance with 2 CFR 2 §200.501 Audit Requirements is not required to be
submitted to the Department of State for the reasons pursuant to 2 CFR 2 §200.501, the recipient
shall submit the required written notification pursuant to 2 CFR 2 §200.501 (d) and a copy of the
recipient's audited schedule of expenditures of federal awards directly to the following:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
Tallahassee, FL 32399 -0250
A non - federal entity that expends less than $750,000 during the non - federal entity's fiscal year in
federal awards is exempt from federal audit requirements for that year, except as noted in 2 CFR
2 §200.503 Relation to other audit requirements, but records must be available for review or
audit by appropriate officials of the federal agency, pass - through entity and Government
Accountability Office (GAO).
State Aid to Libraries Grant Agreement Page 14 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
3. Copies of financial reporting packages required by Part II of this attachment shall be submitted,
by or on behalf of the recipient, directly to each of the following:
A. The Department of State at the following address:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
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
4. Any reports, management letters or other information required to be submitted to the Department
of State pursuant to this agreement shall be submitted timely in accordance with 2 CFR 2
Subpart F, Audit Requirements; Section 215.97, Florida Statutes; and Chapter 10.550 (local
governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor
General, as applicable.
Recipients, when submitting financial reporting packages to the Department of State for audits
done in accordance with 2 CFR 2 Subpart F or Chapter 10.550 (local governmental entities) or
10.650 (nonprofit and for - profit organizations), Rules of the Auditor General should indicate the
date that the reporting package was delivered to the recipient in correspondence accompanying
the reporting package.
PART IV: RECORD RETENTION
The recipient shall retain sufficient records demonstrating its compliance with the terms of this
agreement for a period of five years from the date the audit report is issued and shall allow the
Department of State or its designee, Chief Financial Officer or Auditor General access to such
records upon request. The recipient shall ensure that audit working papers are made available to
the Department of State or its designee, Chief Financial Officer or Auditor General upon request
for a period of five fiscal years from the date the audit report is issued, unless extended in writing
by the Department of State.
State Aid to Libraries Grant Agreement Page 15 of 17
Chapter I B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
EXHIBIT I
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Not Applicable.
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Not Applicable.
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Not Applicable.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
Florida Department of State, State Aid to Library Grants, CSFA Number 45.030
Award Amount: Listed on Attachment B, Fiscal Year 2015 -2016 State Aid to Libraries Final Grants
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
As contained in the Compliance Supplement to CSFA Number 45.030.
State Aid to Libraries Grant Agreement Page 16 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
ATTACHMENT B
Fiscal Year 2015 -2016 State Aid to Libraries Final Grants
State Aid to Libraries Grant Agreement Page 17 of 17
Chapter 1 B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015.
Attachment B
Fiscal Year 2015 -16 State Aid to Libraries
Final Grants
This table shows the final State Aid to Libraries grant that each eligible library will
receive in 2015 -16. For 2015 -16, the available funding for State Aid grants is
$22,298,834, which is 17.02 percent of what would be required for full funding. At
this level, Operating Grants pay 3.04 cents on the dollar of expenditure by a
articipating library during the second preceding year. Operating Grants total
14,807,416; Equalization Grants total $4,616,375; and Multicounty Grants total
$2,875,043.
COUNTY /MUNICIPALITY
OPERATING
GRANT
EQUALIZATION
GRANT
TOTAL GRANT
ALACHUA COUNTY
$477,719
$477,719
BAKER COUNTY
$4,377
$49,174
$53,551
BAY COUNTY
$61,631
$61,631
BRADFORD COUNTY
$15,042
$337,173
$352,215
BREVARD COUNTY
$459,543
$459,543
BROWARD COUNTY
$1,720,083
$1,720,083
CALHOUN COUNTY
$8,525
$193,266
$201,791
CHARLOTTE COUNTY
$123,701
$123,701
CITRUS COUNTY
$76,884
$76,884
CLAY COUNTY
$60,821
$609821
COLLIER COUNTY
$219,838
$219,838
COLUMBIA COUNTY
$169025
$1739626
$189,651
DESOTO COUNTY
$4,953
$54,760
$59,713
DIXIE COUNTY
$4,611
$52,120
$569731
DUVAL COUNTY
$1,0221446
$1,022,446
ESCAMBIA COUNTY
$1359216
$135,216
FLAGLER COUNTY
$29,475
$29,475
FRANKLIN COUNTY
$6,592
$72,549
$799141
GADSDEN COUNTY
$16,655
$369,086
$3859741
GILCHRIST COUNTY
$39451
$38,920
$42,371
GLADES COUNTY
$19363
$15,393
$169756
GULF COUNTY
$4,355
$489175
$52,530
HAMILTON COUNTY
$12,034
$270,304
$282,338
HARDEE COUNTY
$59020
$55,396
$609416
HENDRY COUNTY
$149964
$163,861
$178,825
HERNANDO COUNTY
$39,915
$377,874
$4179789
HIGHLANDS COUNTY
$17,997
$183,098
$201,095
HILLSBOROUGH COUNTY
$1,1461191
$1,1469191
HOLMES COUNTY
$3,486
$39,467
$429953
INDIAN RIVER COUNTY
$989135
$98,135
JACKSON COUNTY
$109431
$1159269
$125,700
JEFFERSON COUNTY
$6,700
$1519160
$157,860
LAFAYETTE COUNTY
$49016
$91,339
$95,355
State Aid to Libraries Grant Agreement
Chapter 1B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015 Page 17 of 17
COUNTY /MUNICIPALITY
OPERATING
GRANT
EQUALIZATION
GRANT
TOTAL GRANT
LAKE COUNTY
$210,957
$210,957
LEE COUNTY
$701,200
$701,200
LEON COUNTY
$183,912
$183,912
LEVY COUNTY
$9,154
$100,696
$109,850
LIBERTY COUNTY
$2,459
$55,965
$58,424
MADISON COUNTY
$11,603
$261,368
$272,971
MANATEE COUNTY
$194,655
$194,655
MARION COUNTY
$161,776
$161,776
MARTIN COUNTY
$103,676
$103,676
MIAMI -DADE COUNTY
$1,351,255
$1,351,255
MONROE COUNTY
$82,495
$82,495
NASSAU COUNTY
$35,524
$35,524
OKALOOSA COUNTY
$99,649
$99,649
OKEECHOBEE COUNTY
$10,367
$114,231
$124,598
ORANGE COUNTY
$951,494
$951,494
OSCEOLA COUNTY
$196,318
$196,318
PALM BEACH COUNTY
$1,227,733
$1,227,733
PASCO COUNTY
$167,940
$167,940
PINELLAS COUNTY
$857,247
$857,247
POLK COUNTY
$310,491
$310,491
PUTNAM COUNTY
$20,125
$211,835
$231,960
SAINT JOHNS COUNTY
$149,711
$149,711
SAINT LUCIE COUNTY
$103,147
$103,147
SANTA ROSA COUNTY
$51,860
$51,860
SARASOTA COUNTY
$305,567
$305,567
SEMINOLE COUNTY
$164,707
$164,707
SUMTER COUNTY
$64,000
$229,441
$293,441
SUWANNEE COUNTY
$31,032
$481,987
$513,019
TAYLOR COUNTY
$6,192
$68,729
$74,921
UNION COUNTY
$4,148
$94,363
$98,511
VOLUSIA COUNTY
$455,385
$455,385
WAKULLA COUNTY
$6,433
$71,753
$78,186
WALTON COUNTY
$21,411
$21,411
WASHINGTON COUNTY
$6,600
$73,997
$80,597
State Aid to Libraries Grant Agreement
Chapter 1B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015
COUNTY /MUNICIPALITY
OPERATING
GRANT
EQUALIZATION
GRANT
TOTAL GRANT
ALTAMONTE SPRINGS
$12,110
$12,110
BOYNTON BEACH
$72,484
$72,484
DELRAY BEACH
$68,528
$68,528
FORT MYERS BEACH
$34,181
$349181
HIALEAH
$38,215
$38,215
LAKE PARK
$7,103
$7,103
LAKE WORTH
$14,185
$14,185
LANTANA
$5,205
$5,205
MAITLAND
$18,290
$18,290
NEW PORT RICHEY
$28,110
$28,110
NORTH MIAMI
$27,865
$27,865
NORTH MIAMI BEACH
$239182
$23,182
NORTH PALM BEACH
$22,161
$22,161
OAKLAND PARK
$17,387
$17,387
PALM SPRINGS
$21,593
$21,593
RIVIERA BEACH
$219379
$21,379
SANIBEL
$45,638
$45,638
TEMPLE TERRACE
$21,266
$21,266
WEST PALM BEACH
$1229508
$122,508
WILTON MANORS
$17,253
$17,253
WINTER PARK
$76,355
$76,355
Total
$14,807,416
$41616,375
$19,423,791
Multicounty Grants
HEARTLAND LIBRARY COOPERATIVE
$450,000
NEW RIVER PUBLIC LIBRARY COOPERATIVE
$327,356
NORTHWEST REGIONAL LIBRARY SYSTEM
$350,000
PAL PUBLIC LIBRARY COOPERATIVE 1
$3509000
PANHANDLE PUBLIC LIBRARY COOPERATIVE
SYSTEM
$392,990
SUWANNEE RIVER REGIONAL LIBRARY SYSTEM
$350,000
THREE RIVERS REGIONAL LIBRARY SYSTEM
$339,953
WILDERNESS COAST PUBLIC LIBRARIES
$314,744
Total
$2,875,043
Grand Total
$22,298,834
-In FY 2015 -16, Plant City is receiving funding as a part of the Hillsborough County Library
Cooperative.
- Indian Rocks Beach is not eligible for funding in FY 2015 -16.
State Aid to Libraries Grant Agreement
Chapter 1B- 2.011(2)(a), Florida Administrative Code, Effective 4 -2015