R2023-70 State Aid to Library Grant SubmissionRESOLUTION 2023-70
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 AND LONG-RANGE PLAN; 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 certifications necessary for the receipt of such funding; and approve
the annual plan of services long-range plan 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, a copy of which is attached hereto and
incorporated herein. The Village Council further authorizes the Mayor to execute the Certification of
Hours, Free Library Service and Access to Materials.
Section 3. The Village Council hereby approves the annual plan of services attached hereto as
Exhibit "A" and the long-range plan attached hereto as Exhibit `B," which are incorporated herein by
reference, and authorizes the submission of these documents in support of the Village's State Aid to
Libraries Grant Funding Application.
Section 4. All resolutions or parts. of resolutions in conflict with this Resolution are hereby repealed
to the extent of such conflict.
Sectinn 5
This Resolution shall be effective imr-�a=�.
PTED THIS 14TH DAY OF SE
VILLAGE CLERK
24 -ST -62
North Palm Beach Public Library
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 f lorida, Department of State, Division of Library and Information Services, hereinafter referred to
as the `Division," and the North Patin Beach Village Councilfor 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 2023-24 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 nitua1 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:
In accordance with Sections 257.17-257.18, Florida Statutes, the Grantee shall receive a grant amount that is calculated and
based upon local funds expended during the second preceding fiscal year for the operation and maintenance of the library. For this
grant, the local expenditures shall have been made during the period October 1, 2021 - September 30, 2022.
In order to be eligible to receive the grant funding the Grantee shall manage or coordinate free library service to the residents of its
legal service area for the period October 1, 2021 through June 30, 2024. The Grantee shall:-
o Have a single administrative head employed full time by the library's governing body,
o Provide free library service, including loaning materials available for circulation free of charge and providing reference and
information services free of charge;
o Provide access to materials, information and services for all residents of the area served; and
o Have at least one library, branch library or member library open 40 hours or more each week (excluding holidays or
emergencies; between Sunday through Saturday, on a schedule determined by the lbraty system) during the length of the
agreement.
b) The Grantee agrees to provide the following Deliverables related to the Scope of Work for payments to be awarded.
Payment 1, Deliverable/Task :
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State Aid to Libraries Grant Agreement (Forni DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 05-2023
Payment will be a fixed price in the amount of 100% of the grant award for the period October 1, 2021 through June 30, 2024.
The Grantee will:
o Have expended funds to provide free library service during the period October 1, 2021 - September 30, 2022;
o Provide an Expenditure Report and certification of Local Operating Expenditures for the period October 1, 2021 -
September 30, 2022 only;
o Provide documentation showing that at least one library, branch library or member library is open 40 hours or more each
week (excluding holidays or emergencies; between Sunday through Saturday, on a schedule determined by the library
system) during the length of the agreement;
o Provide the Certification of Credentials for the Single Administrative Head; and.
o Provide a Certification of Hours, Free Library Service and. Access to Materials.
c) Grant funds shall be used for the operation and maintenance of the library. The allowable budget categories are: Personnel
Services (salaries, wages, and related employee benefits provided for all persons employed by the reporting entity whether on full-
time,
ulltime, part-time, temporary, or seasonal basis); Operating Expenses (expenditures for goods and services which primarily benefit
the current period and are not defined as personal services or capital outlays); Non -Fixed Capital Outlay (outlays for the
acquisition of or addition to fixed assets); and Other (other operating expenditure categories in the library budget).
2. Length of Agreement. This Agreement covers the period of October 1, 2021 to June 30, 2024, unless terminated in accordance with
the provisions of Section 28 of this Agreement. This period begins with the start of the Grantee's second preceding fiscal year (October
202 1) and concludes with the end of the State of Florida's current fiscal year (June 30, 2024).
3. Expenditure of Grant Funds. Grant fields will be used to reimburse a portion of local funds expended by the Grantee during their
second preceding fiscal year (October 1, 2021— September 30, 2022) for the operation and maintenance of a library and shall not
exceed the amount specified in Attachment B.
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 coninurmications regarding this agreement shall be directed to or delivered to the other partys contract manager by
utmli2ing 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:
Tom Pena, Grant Programs Supervisor
Florida Department of State
RA. Gray Building
Mail Station # 9D
500 South Bronough Street
Tallahassee, FL 32399-0250
Phone: 850.245.6620
EmaiL- thonras.pena@dos.myflorida.com
For the Grantee:
Julie Morrell
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State Aid to Libraries Grant Agreement (Fom1DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 05-2023
North Palm Beach Public Library
303 Anchorage Drive North Palm Beach Florida 33408
Phone: 561.841.3373
Email: inx)rrell@vi7lage-npb.org
5. Grant Payments. The total grant award shallnot exceed the amount specified on the `Fiscal Year 2023-24 State Aid to Libraries Final
Grants" document (Attachment B), which shall be paid by the Division in consideration for the Grantee's minitr nperfommnce 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.
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 (form number DFS -AI -26E, rev 3/2022),
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.con-idocs-sf/accounting and -auditing hbruies/vendors/vendor-relations/dfs-al-26e- direct- deposit vendors.pdf?
sfvrsn---e$728cf 16. 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 before or with the executed Agreement.
8. Financial Consequences. The Department shall apply the following financial consequences for failure to perform the rriinirr m level of
services required by this Agreement in accordance with Sections 215.971 and 287.058, Florida Statutes:
The Department shall require the return of the award in a prorated amount based upon the percentage of time that the library failed to
perform the miriin= level of services. The prorated reduction will be in the same percentage as the percentage of time that the library was
not providing rninin= level of services.
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 armouncements, infornntion, press releases, publications, brochures, videos,
webpages, prograrris, 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. 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 conipliance with the state guidelines for allowable project costs as outlined in
the Department of Financial Services' Reference Guide for State Expenditures (as of October 2022), incorporated by reference, which
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State Aid to .Libraries Grant Agreement (Form DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Athninistrative Coder, Effective 05-2023
are available online at DZ oridacfo.coni/docs-sFaccounting; and -auditing libraries/state-aggncies/reference-guide-for-state-
exMenditures.pdPsfvrsrr—b4cc3337 2.
Grant fiords may not be used for the purchase or construction of a library building or library quarters.
11. Travel Expenses. The Grantee must pay any travel expenses, from grant or local matching Rinds, 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 fiords 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 teras and conditions of the agreement mast 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 rrust be in compliance with the laws, rules and regulations applicable to expenditures of
State fiords as outlined in the Department of Financial Service's Reference Guide for State Expenditures (as of October 2022)
"floridacfo.corridocs-sf/accountingand-auditinghbraries/state-agencies/reference-guide- for- state- Menditures..pdf?
sfvrsrr—b4cc3337 2, incorporated by reference.
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: Thomas Pena., 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 218.39, Florida Statutes within nine months of the close of its fiscal year. Audits
must be submitted on the DOS Grants System at dosgrants.coin
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 closeout 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 claimbas been resolved.
16. Obligation to Provide State Access to Grant Records. The Grantee rriust make all grant records of expenditures, copies of reports,
books, andd related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at
reasonable times for the purpose ofmaking 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 merit i n mediately 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 terns of the grant agreement, Florida Department of
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State Aid to Libraries Grant Agreen-ent (Form DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Achninistraffi e Code, Effective 05-2023
State (DOS) 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 DOS Division will be in
noncompliance status and subject to the DOS Grants Compliance Procedure. DOS Divisions include the Division of Arts and Culture, the
Division of Elections, the Division of Historical Resources and the Division of Library and Information Services. Grant compliance issues
mast be resolved before a grant award agreement may be executed and before grant payments for any DOS grant may be released.
19. Accounting Requirements. The Grantee mast maintain an accounting system that provides a complete record of the use of all grant
funds as follows:
a) The accounting system mast be able to specifically identify and provide audit trails that trace the receipt, maintenance and
expenditure of state funds;
b) Accounting records mast adequately identify the sources and application of funds for all grant activities and mast 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 mast 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) mast include the grant award number;
e) The Grantee's accounting records mast have effective control over and accountability for all fimds, property and other assets; and
f) Accounting records mast 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 tenminated 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
fimds previously distributed. In the event of a state revenue shortfall, the total grant may be reduced accordingly.
21. Lobbying. The Grantee 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
perforivance 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
corrected with employment by the State of Florida.
23. Grantee's Subcontractors.The Grantee shall be responsible for all work perfom-ed and all expenses incurred in connection with this
Agreement. The Grantee may subcontract, as necessary, to performthe 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.
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State Aid to Libraries Grant Agreement (FormDL.IS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 05-2023
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 lirrited 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 shallinvestigate all such clairns 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 irrututity 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 connmdities, 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
sinnlar 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 rnanages grant fluids; fails to prepare, preserve or surrender records
required by this Agreement; or otherwise violates this Agreement.
28. Termination of Agreement. The Division will terminate or end this Agreement if the Grantee Earls 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 tenrmnate 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 shall be compensated for any
work completed in accordance with this Agreement prior to the notification of temiination 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 fiords 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.
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State Aid to Libraries Grant Agreement (FormDLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 05-2023
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 maxinum. 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 nest use the applicable procurement method
described below:
1. 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 maybe 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.
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 aft 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 (8 USC 1324(a) (as of April. 2019)), incorporated by reference. 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 1990a( da. ov, (as of January 2020)), incorporated by reference).
37. Governing Law. This Agreement shall be construed, performed and enforced in all respects in accordance with the laws and rules of
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State Aid to Libraries Grant Agreement (Fotni DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida. Adwinistratfi e Code, Effective 05-2023
Florida. Venue or location for any legal action arising under this Agreement wiff be in Leon County, Florida.
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State Aid to Libraries Grant Agreement (FOrmDLIS/SA02)
Chapter IB -2.011(2)(a), Florida Adminishative Coda, Effective 05-2023
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 2023-24 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.
Grantee:
I' m
r
Typed name and title
- 9 1 ��:i �'? 013
Date
a
Cleil or Chief Financial Officer
9 I i`f )'2'-0zR>
Date
State Aid to Libraries Grant Agreement (FormDLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Aclnvnistrative Cocle, Effective 05-2023
Department of State
Amy L. Johnson, Director
Division of Library and Information Services
Department of State, State of Florida
Date
Witness
Date
Page: 9
ATTACHMENT A
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, Subpart F - Audit Requirements, and section 215.97, Florida
Statutes (F. S.), as revised (see Audits below), monitoring procedures may include, but not be united to, on -she visits by Department of State
staf, limited scope audits as defined by 2 CFR 2 §200.425, 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 Departrnent of State
determines that a linited 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 (CFO) or Auditor General
Audits
Part I: Federally Funded
This part is applicable ifthe recipient is a state or local govemment or a nonprofit organization as defined in 2 CFR §200.90, §200.64, and
§200.70.
1. A recipient that expends $750,000 or more in federal awards in its fiscal year mist have a single or program -specific audit conducted in
accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements. Exhibit 1 to this agreement lists the federal resources
awarded through the Department of State by this agreement. In determining the federal awards expended in its fiscal year, the recipient shall
consider all sources of federal awards, including federal resources received from the Department of State. The determination of amounts of
federal awards expended should be in accordance with the guidelines established by 2 CFR 200.502-503. An audit of the recipient
conducted by the Auditor General in accordance with the provisions of 2 CFR 200.514, will meet the requirement of this Part.
2. For the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the requirements relative to auditee responsibilities as
provided in 2 CFR 200.508-512.
3. A recipient that expends less than $750,000 in federal awards in its fiscal year is not required to have an audit conducted in accordance
with the provisions of 2 CFR 200, subpart F - Audit Requirements. If the recipient expends less than $750,000 in federal awards in its
fiscal year and elects to have an audit conducted in accordance with the provisions of 2 CFR 200, subpart F - Audit Requirements, the
cost of the audit must be paid from non federal resources (i e., the cost of such an audit n -List be paid from recipient resources obtained
from other than federal entities).
Part II: State Funded
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State Aid to Libraries Grant Agreement (FomiDLIS/SA02)
Chapter IB -2.011(2)(a), Florida Administrative Coda, Effective 05-2023
This part is applicable ifthe recipient is a nonstate entity as defined by section 215.97(2) ES
1. In the event that the recipient expends a total arrount of state financial assistance equal to or in excess of $750,000 in any fiscal year of such
recipient (for fiscal years ending June 30, 2017 and thereafter), the recipient nest have a state single or project specific audit for such fiscal
year in accordance with Section 215.97, FS.; Rule Chapter 69I-5 F.A. C., State Financial Assistance; and Chapters 10.550 (local
govern riental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General EXHIBIT 1 to this agreement
indicates state financial assistance awarded through the Departimnt 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. For the audit requirements addressed in Part H, paragraph 1, the recipient shall ensure that the audit complies with the requirements of
Section 215.97(8), E. S. This includes submission of a financial reporting package as defined by Section 215.97(2) F. S., and Chapters
10.550 (local govenumntal entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General
3. If the recipient expends less than $750,000 instate financial assistance in its fiscal year (for fiscal years ending June 30, 2017 and
thereafter), an audit conducted in accordance with the provisions of Section 215.97, F. S., is not required. In the event that the recipient
expends less than $750,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the
provisions of Section 215.97, F. S., the cost of the audit crust be paid from the nonstate entity's resources (ie., the cost of such an audit
niust 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 f lorida Department Financial Services (Chief Financial Officer)
httpl/www.myfloridacfo.corri
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
http• /www.leg.state.fi.us/
Part III: Report Submission
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements, and required by
PART I of this agreement shall be submitted, when required by 2 CFR 200.512, by or on behalf of the recipient directly to each of the
following.
A. The Department of State via the DOS Grants System at httpsY//dosgants.com
B. The Federal Audit Clearinghouse (FAC) as provided in 2 CFR 200.6 and section 200.512
The FAC's website prides a data entry system and required fomns for submitting the single audit reporting package. Updates to the
location of the FAC and data entry system may be found at the OMB website.
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 via. the DOS Grants System at httpsJ//dosgrants.com
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State Aid to Libraries Grant Agreement (Form DLIS/SA02)
Chapter 1B -2.011(2)(a), Floridu. Administrative Code, Effective 05-2023
B. The Auditor General's Office at the following address:
Auditor General
Local Govennnent Audits/342
Claude Pepper Building, Room 401
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 2 CFR 200.512, section 215.97 F. S. and Chapters 10.550 (local governmental entities) and
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 in accordance with 2 CFR 200,
Subpart F - Audit Requirements or Chapters 10.550 (local governmental entities) and 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
1. The recipient shall retain sufficient records demonstrating its compliance with the terms of the award(s) and 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, the 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, the 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.
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State Aid to Libraries Grant Agreement (FormDLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Code, Effective 05-2023
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 bus:Happs.fldfs.com/fsaa/.
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State Aid to Libraries Grant Agreement (Form DLIS/SA02)
Chapter 1B -2.011(2)(a), Florida Administrative Cocle, EfTective 05-2023
ATTACHMENT B
Fiscal Year 2023-24 State Aid to Libraries Final Grants
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State Aid to Libraries Grant Agreement (Fom1DLIS/SA02)
Chapter 1B -2.011(2)(a), Floricla Administrative Cocle, Effective 05-2023