2017-69 State Aid to Libraries GrantRESOLUTION 2017-69
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 the 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;
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
J. 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 21sT DAY OF SEPTEMBER, 2017.
(Village Seal)
ATTEST:
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MAYOR
Exhibit "A"
North Palm Beach Public Library
Action Plan FY2017-2018
On October 1, 2017 the Library will begin its fifth year of a five year, long range plan. The goals
and objectives for FY2017-2018 are listed below.
Goals and Objectives
In the coming year, the Library plans to achieve the following goals and objectives:
Council Goal:
Maintain a high quality of life in the Village
Department Goal:
Implement services that meet the needs of the community
Objectives:
a. Implement Did you know? speaker series to complement adult programming and bring
interesting subjects to life with community experts.
b. Provide additional afterschool events for elementary, middle, and high school students by
reserving Obert Room between the hours of 2 p.m. and 5 p.m., to allow for five days a week
of afterschool activities.
c. Explore options for additional quiet areas and seating space for adults and tutors.
d. Implement one-on-one tech help programs.
e. Explore outreach services to various organizations and communities in the Village.
f. Continue participation of staff and Friends of the Library in community activities such as
Heritage Day Parade, Veterans Day Ceremony, Trolley Rides, Holiday Tree Lighting, etc.
Council Goal:
Continuously improve the way the Village operates
Department Goal:
Continuously improve the way the Library operates
Objectives:
a. Expand partnership with The Conservatory School to include library card sign up, regular
visits, after school programs, and volunteer opportunities for teens.
b. Increase Friends of the Library book sale revenues by creating a Friends of the Library book
store out of the Florida Room.
c. Relocate children's department to first floor and computer lab to second floor to
accommodate increased activity of youth services and future Conservatory School expansion.
d. Relocate Teen Room to current Director's office.
e. Relocate Director's office to current Teen Room.
f. Explore relocating Village Historian office to second floor to raise visibility and usage
among the community, by creating a new office space and using the current Historian office
as an office for two youth services staff members.
g. Identify volunteer opportunities and create job titles and descriptions to match library needs.
h. Explore marketing library card memberships to non -county residents, such as homeschool
groups, to increase revenues and to allow for remote access of library resources, such as
Rosetta Stone.
i. Enhance customer service by adding faxing component to Toshiba staff printer, located at the
main service desk.
j. Evaluate existing library signage and establish consistent theme to help create and sustain
cohesiveness of the library message.
k. Identify suitable location for community information, such as flyers, handouts, pamphlets,
brochures, etc.
1. Continue updating policies and procedures.
2
FLORIDA DEPARTMENT OF STATE
DIVISION OF LIBRARY AND INFORMATION SERVICES
STATE AID TO LIBRARIES GRANT APPLICATION
Certification of Credentials — Single Library Administrative Head
The North Palm Beach Village Council,
governing body for the North Palm Beach Public Library
hereby certifies that the incumbent single library administrative head,
Zakariya M. Sherman ,
(Name of incumbent)
• Has completed a library education program accredited by the American Library
Association;
• Has at least two years full-time paid professional experience, after completing the
library education program, in a public library open to the public for a minimum of
40 hours per week;
• Is employed full time by the library's governing body;
• Is responsible for the overall management or coordination of the library within the
framework established by interlocal or other agreements, plans, policies and
budgets;
• Is responsible for developing a single long-range plan for all library outlets, a
single annual plan of service and a budget; and
• Is responsible for implementing the long-range plan, annual plan of service and
budget as well as preparing reports on behalf of the library.
Signature
ChairaLibrary Gq (erning Body
Darryl C. Aubrey Mayor
Name (Typed)
State Aid to Libraries Grant Certification of Credentials (Form DLIS/SA01)
Chapter 1 B -2.011(2)(a), Florida Administrative Code, Effective 07-2017
/:�_l 1
Date
Page 1 of 1
STATE AID TO LIBRARIES GRANT
NOTIFICATION OF GRANT AWARD
Fiscal Year 2017-18
Recipient: Project Start Date: Upon execution of grant agreement
North Palm Beach Public Library
303 Anchorage Drive
North Palm Beach, Florida 33408
Zakariya Sherman, Library Director
PROJECT PROJECT# CSFA* # AWARD
State Aid to Libraries Grant 18-ST-61 45.030 $21,604
*Catalog of State Financial Assistance
Grant Payment
The grant payment will be requested upon execution of the grant agreement.
Grant Reviews
Per revised Department of State policies, the Division will be performing desk audits or reviews
of active grants with the Division. Each year, 20% of the active grants in the State Aid to
Libraries grant program will be selected for this review. If this grant is selected for review, you
will be notified of the review and of any additional information that may be needed as a part of
the review.
A y L. J nso
Dir ctor Date
Florida Department of State, Division of Library and Information Services
500 South Bronough Street, Tallahassee, Florida 32399-0250, 850.245.6620
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 2017-18 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 part 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.
b. The Grantee agrees to provide the following Deliverables related to the Scope of Work for
payments to be awarded.
Payment 1, Deliverable/Task 1:
■ Payment will be a fixed price in the amount of 100% of the grant award. The Grantee will:
o Adopt or approve current year library budget;
o Have at least one library, branch library or member library open 40 hours or more
each week (excluding holidays) during the grantee's fiscal year; and
o Adopt or approve the Annual Plan of Service for the grantee's fiscal year.
State Aid to Libraries Grant Agreement (FormDLIS/SA02) Page 1 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
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 28 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 32399-0250
Phone: 850.245.6620
Facsimile: 850.245.6643
Email: marian.deeney@dos.myflorida.com
For the Grantee:
Zakariya Sherman, Project Manager
303 Anchorage Drive North Palm Beach, Florida 33408
Phone: 561.841.3373
Facsimile: 561.848.2874
Email: zsherman@village-npb.org
5. Grant Payments. The total grant award shall not exceed the amount specified on the "Fiscal Year
2017-18 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. Payment will be a fixed price in the amount of 100% of the grant
award as specified in Attachment B. Payment will be made in accordance with the completion of the
Deliverables.
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 (incorporated by reference) 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/Forms/DFS-Al-26E.pdf. The form also includes tools and
information that allow you to check on payments.
State Aid to Libraries (sant Agreement (FormDL1S/SA02) Page 2 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
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 subj ect 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.
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.
Payment will be withheld if Deliverables are not satisfactorily completed.
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,
which is 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 (incorporated by
reference), which are available online at myfloridacfo.com/aadir/reference_guide.
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 under 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 Guidefor State Expenditures.
State Aid to Libraries Grant Agreement (FormDLIS/SA02) Page 3 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
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, 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.
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 $750,000 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. 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 (Fonn DLIS/SA02) Page 4 of 15
Chapter IB -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
19. 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
0 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).
20. 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.
21. Lobbying. The Subgrantee will not use any grant funds for lobbying the state legislature, the state
judicial branch or any state agency.
22. 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.
23. 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.
State Aid to Libraries Grant Agreement (FonnDLdS/SA02) Page 5 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
24. 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.
25. 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 18, Noncompliance.
26. 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, pregnancy or marital status. The Grantee shall insert a similar
provision in all of its subcontracts for services under this Agreement.
27. 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.
State Aid to Libraries Gant Agreement (Form DLIS/SA02) Page 6 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
28. 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.
29. 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.
30. 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.
31. 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.
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.
State Aid to Libraries Grant Agreement (FormDLIS/SA02) Page 7 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
32. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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.
38. Entire Agreement. The entire Agreement of the parties consists of the following documents:
a) This Agreement
b) Florida Single Audit Act Requirements (Attachment A)
c) Fiscal Year 2017-18 State Aid to Libraries Final Grants (Attachment B)
State Aid to Libraries Count Agreement (FormDLIS/SA02) Page 8 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
The Grantee hereby certifies that they have read this entire Agreement and will comply with all of
its requirements.
Date of Agreement:
Grantee: qAmy
t of State:
By:CltairofGovernu�gBo orohns irec o
ChiefExecutive Officer Division o Lib ary and Information Services
Department State, State of Florida
Typed name and title Witness
Darryl C. Aubrey, Mayor
Clerk or ChiefFinancial Officer
Typed name and title
Melissa Teal, Village Clerk
Date
State Aid to Libraries t3nnt Agreement(FormDI IS/SA02) Page 9 of 15
Chapter 1B•2.011(2xa),Florida Administrative Code,Effective 07-2017.
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 Award
Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 200.501 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 §200.425, 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 I: FEDERALLY FUNDED:
This part is applicable if the recipient is a State or local government or a non-profit organization as
defined in 2 CFR 200.90, 200.64 & 200.70 as revised.
1. In the event that the recipient expends $750,000 for fiscal years ending after December 31, 2014 or
more during the non -Federal entity's fiscal year in Federal awards in its fiscal year, the recipient
must have a single or program -specific audit conducted in accordance with the provisions of 2CFR
200.501. Exhibit 1 to this agreement indicates Federal resources awarded through the Department of
State. The determination of amounts of Federal awards expended should be in accordance with the
guidelines established by 2 CFR 200.502. An audit of the recipient conducted by the Auditor
General in accordance with the provisions of 2 CFR 200.514, as revised, will meet the requirement
of this part.
2. In connection with the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill
the requirements relative to auditee responsibilities as provided in 2 CFR 200.508.
3. If the recipient expends less than $750,000 for fiscal years ending after December 31, 2014 in
Federal awards in its fiscal year, an audit conducted in accordance with the provisions of 2 CFR
200.501 is not required. In the event that the recipient expends less than $750,000 for fiscal years
ending after December 31, 2014 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of 2 CFR 200.501, the cost of the audit must be paid
from non -Federal resources (i.e., the cost of such an audit must be paid from recipient resources
obtained from other than Federal entities). (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 §200.503 Relation to other audit requirements, but records must be available for
State Aid to Libraries Grant Agreement (FonnDL1S/SA02) Page 10 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
review or audit by appropriate officials of the Federal agency, pass-through entity, and Government
Accountability Office (GAO).
The Internet web addresses listed below will assist recipients in locating documents referenced in the
text of this agreement and the interpretation of compliance issues.
U.S. Government Printing Office www.ecfr.gov
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
In the event that the recipient expends a total amount of state financial assistance equal to or in
excess of $750,000 in any fiscal year of such recipient (for fiscal years ending after June 30, 2016),
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 agreement 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, 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 Chapters 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 $750,000 in state financial assistance in its fiscal year (for fiscal
years ending after June 30, 2016), 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 $750,000
in state financial assistance in its fiscal year ending after June 30, 2016 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 web addresses listed below will assist recipients in locating documents referenced in the
text of this agreement and the interpretation of compliance issues.
State of Florida Department Financial Services (Chief Financial Officer)
http://www.fldfs.com/
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
bM2://www.leg.state.fl.us/
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Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
PART III: REPORT SUBNIISSION
Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as
revised, and required by PART I of this agreement shall be submitted, when required by Section
.320 (d), OMB Circular A-133, as revised, by or on behalf of the recipient directly to each of the
following:
A. The Department of State at each of the following addresses:
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 designated in OMB Circular A-133, as revised (the number
of copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should
be submitted to the Federal Audit Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (f),
OMB Circular A-133, as revised.
2. Copies of financial reporting packages required by PART II of this agreement shall be submitted by
or on behalf of the recipient directly to each of the following:
A. The Department of State at each of the following addresses:
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
3. Any reports, management letter, or other information required to be submitted to the Department of
State pursuant to this agreement shall be submitted timely in accordance with OMB Circular A-133,
Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-
profit organizations), Rules of the Auditor General, as applicable.
4. Recipients, when submitting financial reporting packages to the Department of State for audits done
State Aid to Librarics Grant Agreement (FonnDIJS/SA02) Page 12 of 15
Chapter 111-2.011(2)(a), Florida Administrative Code, Effective 07-2017.
in accordance with OMB Circular A-133 or Chapters 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, CFO, 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, CFO, or Auditor General upon request for a period of at least three years from the
date the audit report is issued, unless extended in writing by the Department of State.
State Aid to Libraries Grant Agreement (FormDLIS/SA02) Page 13 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
EXHIBIT - 1
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.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS
AGREEMENT CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Not Applicable.
SUBJECT TO SECTION 215.97, Florida Statutes:
Florida Department of State, State Aid to Libraries; CSFA Number 45.030. Award Amount: See
Attachment B.
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES
AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
The compliance requirements of this state project may be found in Part Four (State Project Compliance
Requirements) of the State Projects Compliance Supplement located at https://apps.fldfs.com/fsaa/.
State Aid to Libraries Grant Agreement (FormDLIS/SA02) Page 14 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
ATTACHMENT B
[Fiscal Year 2017-18 State Aid to Libraries Final Grants to be attached by the Division upon execution
of the agreement]
State Aid to Libraries Grant Agreement (Fonn DLIS/SA02) Page 15 of 15
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 07-2017.
Attachment B
Fiscal Year 2017-18 State Aid to Libraries
Final Grants
This table shows the final State Aid to Libraries grant amounts that each eligible
library will receive in 2017-18. For 2017-18, the available funding for State Aid grants
is $23,098,834,which is 16.5 percent of what would be required for full funding. At
this level, Operating Grants pay 2.86 cents on the dollar of expenditure by a
participating library during the second preceding year. Operating Grants total
$14,808,430; Equalization Grants total $5,478,118; and Multicounty Grants total
$2,812,286.
OPERATING EQUALIZATION
COUNTY/MUNICIPALITY GRANT GRANT TOTAL GRANT
ALACHUA COUNTY $434,276 $434,276
BAKER COUNTY $3,844 $47,737 $51,581
BAY COUNTY $61,308 $61,308
BRADFORD COUNTY $13,210 $327,491 $340,701
BREVARD COUNTY $471,535 $471,535
BROWARD COUNTY $1,601,982 $1,601,982
CALHOUN COUNTY $9,244 $231,448 $240,692
CHARLOTTE COUNTY $128,443 $128,443
CITRUS COUNTY $89,688 $89,688
CLAY COUNTY $70,107 $70,107
COLLIER COUNTY $237,496 $237,496
COLUMBIA COUNTY $31,145 $591,220 $622,365
DESOTO COUNTY $7,633 $93,537 $101,170
DIXIE COUNTY $6,678 $166,919 $173,597
DUVAL COUNTY $906,033 $906,033
ESCAMBIA COUNTY $127,415 $127,415
FLAGLER COUNTY $29,394 $29,394
FRANKLIN COUNTY $6,397 $77,887 $84,284
GADSDEN COUNTY $16,377 $401,607 $417,984
GILCHRIST COUNTY $3,158 $39,376 $42,534
GLADES COUNTY $1,959 $24,453 $26,412
GULF COUNTY $4,280 $52,470 $56,750
HAMILTON COUNTY $10,602 $263,758 $274,360
HARDEE COUNTY $2,923 $35,728 $38,651
HENDRY COUNTY $13,679 $166,219 $179,898
HERNANDO COUNTY $66,885 $591,220 $658,105
HIGHLANDS COUNTY $18,909 $215,806 $234,715
HILLSBOROUGH COUNTY $1,037,289 $1,037,289
HOLMES COUNTY $2,940 $36,795 $39,735
INDIAN RIVER COUNTY $100,798 $100,798
JACKSON COUNTY $10,375 $126,891 $137,266
JEFFERSON COUNTY $5,871 $146,454 $152,325
State Aid to Libraries Grant Agreement(Form DLIS/SA02)
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 7-2017. Page 1 of 3
OPERATING EQUALIZATION
COUNTY/MUNICIPALITY GRANT GRANT TOTAL GRANT
LAFAYETTE COUNTY $1,561 $19,602 $21,163
LAKE COUNTY $211,947 $211,947
LEE COUNTY $731,046 $731,046
LEON COUNTY $175,330 $175,330
LEVY COUNTY $11,032 $134,496 $145,528
LIBERTY COUNTY $2,251 $56,596 $58,847
MADISON COUNTY $10,040 $250,064 $260,104
MANATEE COUNTY $197,258 $197,258
MARION COUNTY $150,038 $150,038
MARTIN COUNTY $113,024 $113,024
MIAMI-DADE COUNTY $1,564,381 $1,564,381
MONROE COUNTY $82,034 $82,034
NASSAU COUNTY $37,894 $37,894
OKALOOSA COUNTY $101,311 $101,311
OKEECHOBEE COUNTY $8,135 $99,115 $107,250
ORANGE COUNTY $982,333 $982,333
OSCEOLA COUNTY $200,428 $200,428
PALM BEACH COUNTY $1,225,015 $1,225,015
PASCO COUNTY $170,084 $170,084
PINELLAS COUNTY $894,429 $894,429
POLK COUNTY $298,859 $298,859
PUTNAM COUNTY $17,025 $200,775 $217,800
SAINT JOHNS COUNTY $156,162 $156,162
SAINT LUCIE COUNTY $111,732 $111,732
SANTA ROSA COUNTY $56,334 $56,334
SARASOTA COUNTY $309,728 $309,728
SEMINOLE COUNTY $164,471 $164,471
SUMTER COUNTY $67,562 $67,562
SUWANNEE COUNTY $30,843 $591,220 $622,063
TAYLOR COUNTY $6,522 $80,108 $86,630
UNION COUNTY $3,571 $89,750 $93,321
VOLUSIA COUNTY $455,014 $455,014
WAKULLA COUNTY $6,935 $85,564 $92,499
WALTON COUNTY $21,644 $21,644
WASHINGTON COUNTY $9,424 $233,812 $243,236
ALTAMONTE SPRINGS $12,852 $12,852
BOYNTON BEACH $73,526 $73,526
DELRAY BEACH $60,270 $60,270
FORT MYERS BEACH $33,779 $33,779
HIALEAH $44,913 $44,913
LAKE PARK $7,098 $7,098
LAKE WORTH $12,980 $12,980
LANTANA $4,299 $4,299
,MAITLAND $18,415 $18,415
NEW PORT RICHEY $27,549 $27,549
NORTH MIAMI $26,541 $26,541
NORTH MIAMI BEACH $21,136 $21,136
NORTH PALM BEACH $21,604 $21,604
State Aid to Libraries Grant Agreement(Form DLIS/SA02)
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 7-2017. Page 2 of 3
OPERATING EQUALIZATION
COUNTY/MUNICIPALITY GRANT GRANT TOTAL GRANT
OAKLAND PARK $16,740 $16,740
PALM SPRINGS $20,811 $20,811
RIVIERA BEACH $19,792 $19,792
SANIBEL $50,908 $50,908
WEST PALM BEACH $115,315 $115,315
WILTON MANORS $20,674 $20,674
WINTER PARK $81,958 $81,958
Total $14,808,430 $5,478,118 $20,286,548
Multicounty Grants
HEARTLAND LIBRARY COOPERATIVE $450,000
NEW RIVER PUBLIC LIBRARY COOPERATIVE $322,152
NORTHWEST REGIONAL LIBRARY SYSTEM $350,000
PAL PUBLIC LIBRARY COOPERATIVE $350,000
PANHANDLE PUBLIC LIBRARY COOPERATIVE SYSTEM $328,921
SUWANNEE RIVER REGIONAL LIBRARY SYSTEM $350,000
THREE RIVERS REGIONAL LIBRARY SYSTEM $344,034
WILDERNESS COAST PUBLIC LIBRARIES $317,179
Total $2,812,286
Grand Total $23,098,834
Both state and federal funds were appropriated for the fiscal year reflected in this
document.
State Aid to Libraries Grant Agreement(Form DLIS/SA02)
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective 7-2017. Page 3 of 3.