Agenda 09/27/2016 Item #16D 9 16.D.9
09/27/2016
EXECUTIVE SUMMARY
Recommendation to approve the FY2016-2017 State Aid to Libraries Grant Agreement,
Technology Plan, and Current Year Action Plan, authorizing the Collier County Public Library to
apply for State Aid to Libraries in the estimated amount of$222,978.
OBJECTIVE: To receive State Aid to Libraries Grant funds in the estimated amount of$222,978.
CONSIDERATIONS: Collier County Public Library qualifies for State Aid to Libraries under Chapter
257 of the Florida Statutes. The Florida Department of State, Division of Library and Information
Services administers this program. The Grant Agreement, Technology Plan and the current year Action
Plans are required elements in order to receive State funding. The Board has approved submission of the
application for State Aid and associated contracts and documents for over three decades. State Aid for
FY17 was authorized by the 2016 Florida State Legislature. The agreement serves as an application for
the grant as well as acceptance of the grant.
State Aid is available to Florida public library systems that qualify as a result of meeting minimum
requirements as stipulated in Chapter 257, Fla. Stat. and Chapter 1B-2, Florida Administrative Code. The
grant amount is calculated using a formula that considers: (1) the amount of local funds appropriated for
the Library adjusted by a factor based upon the amount of revenue one mill levy in the jurisdiction would
generate, (2)the number of library systems in Florida that qualify in a given year, and(3)the total amount
made available by the State Legislature to improve library services within the State. Funds are intended to
supplement, rather than replace, local effort towards that end.
State Aid may not be used to fund capital construction. It may be used for operating purposes, personnel,
materials and equipment.
FISCAL IMPACT: Preliminary estimates show that Collier County Public Library should receive about
$222,978 in State Aid. Upon notification of the grant award, the Board will be asked to accept the grant
and approve the budget amendment to recognize the revenue and appropriate the expenditures. There is
no impact to the General Fund with this grant.
LEGAL CONSIDERATIONS: The County Attorney has reviewed this item and approved it as to form
and legality. Majority support of the Board is required for approval. JAK
GROWTH MANAGEMENT IMPACT: None.
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
Chairman to sign the FY2016-2017 State Aid to Libraries Grant Agreement, Technology Plan, and
Current Year Action Plan, authorizing the Collier County Public Library to apply for State Aid to
Libraries in the amount of$222,978.
Prepared By: Tanya Williams, Interim Library Director
ATTACHMENT(S)
1. CCPL Tech Long Range Plan FY17 (PDF)
2. 2016-2017 State Aid Grant Agreement (PDF)
3. CCPL Annual Plan FY17 (PDF)
I Packet Pg.987
16.D.9
09/27/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.9
Item Summary: Recommendation to approve the FY2016-2017 State Aid to Libraries Grant
Agreement, Technology Plan, and Current Year Action Plan, authorizing the Collier County Public
Library to apply for State Aid to Libraries in the estimated amount of$222,978.
Meeting Date: 09/27/2016
Prepared by:
Title: Administrative Assistant—Library
Name: Karen Tibbetts
08/30/2016 11:32 AM
Submitted by:
Title: Assistant Division Director -Library—Library
Name: Tanya Williams
08/30/2016 11:32 AM
Approved By:
Review:
Public Services Department Hailey Margarita Alonso Level 1 Division Reviewer Completed 08/31/2016 3:22 PM
Library Tanya Williams Level 1 Add Division Reviewer Completed 08/31/2016 3:23 PM
Public Services Department Amanda O.Townsend Level 1 Add Division Reviewer Completed 09/05/2016 10:35 AM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 09/05/2016 11:50 AM
Grants Erica Robinson Level 2 Grants Review Completed 09/06/2016 9:42 AM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorney's Office Review Completed 09/06/2016 1:31 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/06/2016 3:14 PM
Grants Therese Stanley Level 3 OMB 1st Reviewer 1-4 Completed 09/07/2016 12:12 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/18/2016 9:39 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/27/2016 9:00 AM
I Packet Pq.988
16.D.9.a
Collier County Public Library
TECHNOLOGY LONG RANGE PLAN
Updated for FY 2017
I. Introduction
In order to maintain a competitive position in the area of information services and to provide a
high standard of public service, Collier County Public Library must offer a wide range of
electronic services, as well as traditional print and audiovisual services. This Technology Plan is
intended to supplement the Library's Long Range Plan, September 2011, as well as provide
guidance in planning for electronic information services, appropriate hardware, software, and
telecommunications infrastructure to deliver these services.
0
w
II. Library Vision Statement
C,
9-
The Collier County Public Library recognizes the growing importance of technology in the v,
provision of information services to our customers. With technological innovations, the Library
can more readily provide access to a select collection of print and non-print materials, and
services for the informational, educational, recreational and cultural needs of the residents of
Collier County. Customers will be able to access, exchange, and analyze information readily
from electronic sources, which accommodate different learning styles. The Library also u_
recognizes that not all users are comfortable with technology, and seeks to provide appropriate
services to all users. r
b.
Ill. Library Mission Statement a
ti
To provide and promote Library information and sustain services that enlighten the minds
and enrich the lives of community residents and visitors of all ages. ,.
IV. Information Technology Assessment
A. Current Inventory of Equipment and Services a
1. Current Computer Inventory ce
a. Staff Computers— 99
b. Public Use Computers— 154 0
c. Library Children's Computers— 16 c
d. LSTA Grant 'Collier Connects' laptops 9 0
e. RFID Self Check-out Kiosks 7
f. iPad Tablets 46 v
U
2. Telecommunications Services and Internet Access (Current)
a. Host—500 Mbps Ethernet Host
b. Headquarters— 100 Mbps Internet Access
c. Vanderbilt Beach, Naples Regional, Golden Gate, Immokalee, East Naples,
Estates Branch, Marco Island, Everglades.City—20 Mbps Ethernet at each
location.
d. South Regional — Fiber
e. Headquarters to County Administration— Fiber
Packet Pa.989
16.D.9.a
3. Network Equipment
a. Servers
-- (2) IBM X3650 – Catalog and Circulation Server
-- (1) HP Proliant DL-320 G6-DNS Servers
b. Routers
c
i. Cisco 2821 –Internet router a)
ii. Cisco 3825–WAN router: Branches connect here
iii. Cisco 2811 –Each Branch has this router
c. Switches (HQ)
i. Cisco Catalyst 3500, 24 port 0
ii. (2) Netgear GSM7248, 48 port
iii. (2) Netgear FSM726T, 24 port
iv. Netgear GS716T, 16 port (for Services outside firewall-Servers)
0
d. Firewall:
i. Cisco 5510 ASA 0
4. Internal connections `n
ti
i. Cat 5, 5e or 6 wiring used throughout all libraries N
In FY17, the Library continues conversion to the County's Information Technology Department
for network infrastructure, management and support of the telecommunication services,
hardware, non-library specific software, and other technology related services.
B. An Assessment of the Telecommunications Services, Hardware, Software, and other Q
Services: O.
All libraries currently have adequate internal data wiring and electrical service for existing
computers. Should the Library be able to add public-use computers, additional data and
electrical outlets would be needed. As new facilities are built, CAT 6, or current standard for
wiring is specified in construction documents. Connections to buildings are fiber. Public-use Wi-
Fi is available through the Library's network. As computers are added to a facility, automation
staff evaluates the level of service and recommends increases as needed.
a)
All areas of the library are using technology to a major extent. All cataloging, circulation,
reference, interlibrary loan and administrative functions make extensive use of technology. Staff
has emphasized providing services via the Library's web page—for both the staff and the public. o
Patrons can use the web page to check on materials on loan; to renew materials; to reserve 3
materials; and to view program schedules, hours, locations, and make comments. Additionally, c
patrons may ask reference questions, suggest purchases and request interlibrary loan materials F-
via the web page. The Library also sends out an occasional electronic newsletter to those who ii
indicate they would like to receive it. 0
All library locations provide public Internet access and access to commercial databases, via
filtered workstations. Separate computers are provided for patron access to the library catalog,
to ensure they are available when needed. The Library continues its three year phased
conversion and implementation of self check-out stations and RFID.
The Library offers wireless Internet access at all libraries, including the Everglades City Branch.
Commercial-grade Meraki wireless units connect to the Library's broadband connection,
I Packet Pa.990
1 6.D.9.a
providing an excellent wireless experience for users within the library and those outside the
libraries, after hours.
The Library has a computer lab at the Estates Branch Library, with equipment originally
provided by Gates Grants. These computers have been updated with local funding. The full
MicrosoftTM' Office Suite of programs and educational games are available for use in the lab, as
well as Internet access and hands-on classes in computer usage.
Library computer labs are also available at the Immokalee and the Golden Gate branches,
though public-use computers are available at all of Collier libraries.
C. Professional Development:
All staff members receive training in using the Library's equipment and resources. All new hires (15
2
go through an orientation that includes a technology assessment, though a hiring freeze has J
limited the number of new employees. Training is partially planned based on this assessment. o
Staff members receive specific training in using technology in their primary job assignments
from their supervisors or the supervisor's designee.
Formal continuing education training is required and encouraged for all levels of employees. in
The Library assumes all expenses incurred to provide job related training to all employees.
Training is available through: N
w
• Collier County Information Technology Department
♦ Southwest Florida Library Network LL
• Staff taught workshops °'
• Reference Department Classes
• State Library and WebJunction on-line classes
CCPL is also considering purchase of on-line training from commercial vendors. Training would
be available both to library staff and to the public.
ti
Generally, most library staff members are capable of using technology to the extent required by
their jobs. As in any organization, some are more comfortable with technology than others.
Sometimes the public expects staff to 'know everything there is to know' about computers and a
the Internet. Unfortunately, staff does get frustrated when the public has this expectation. Staff
provides as many classes in the use of technology as possible, taking into consideration that all
have other responsibilities.
0
-J
D. Current Budget
The Library is governed by Collier County, with the majority of operating funds coming from a
local property taxes. In addition, the Library generally qualifies annually for State Aid to
Libraries. Construction and library books are paid for with Impact Fees that are imposed on new
residential construction to help pay for 'infrastructure'. The Library also receives generous
donations from the local community and the Friends of the Library. Prior year E-rate funds along
with State Aid will be used to purchase additional computers and peripheral equipment and to
pay increased costs of expanded bandwidth capacity. Funds will also be used for the purchase
of self check-out stations, RFID conversion, and connecting to the County's fiber network.
The Library budget continues to 'hold steady', despite recent marginal increases in local
property values. County Administration is very conservative in using the slowly increasing
I Parkat Pn QQI
16.D.9.a
revenue. The County and Library have caught up with purchases that have been postponed and
delayed over several years. These include maintenance and replacement of infrastructure, as
well as staffing and hours. The Library redirected more funds to replace aging and failing
computers during FY 16.
Technology Related Budget for FY17
October 1, 2016-September 30,2017
Software&Equipment Maintenance Data/Phone Lines Staff Training
$189,700 $638,300 $131,900 $4,000
County has assumed financial responsibility for 50%of Staff Training. Q
w
c
E. Needs Assessment
cD
With the ILS system and stable network links in place, the Library will focus on five areas for
improvement in FY17:
1. Standardization of PC's and software. The County IT Division continues its evaluation
of needs of staff and the public. °
2. Stability. Staff and public PC's are vulnerable to a growing array of threats from the
Internet and other malicious sources. As part of the Library's network migration to the Y
County's IT Department, stability and security of all systems will be a priority.
3. Staff Training. The best computers and software are still only tools for people to use. ti
Classes on common technology, such as MS Office and Windows, will enable our staff
to feel more comfortable, be more productive, and offer more help to patrons. Staff are
taking advantage of more on-line training, thus reducing travel costs and time. N
4. Ease of Maintenance. In conjunction with the three above tasks, we will strive to make >-
the Library's PC's easier to upgrade and service. When possible, automatic tools will
deliver needed updates, eliminating the need for individual attention. o
5. RFID and Self Check-out. Phased roll-out of RFID enabled self check-out and security a
gates will be completed.
ti
Staff recognizes the need to remain current and use the new technologies to facilitate work and
improve public service. Keeping up with the new technologies and patron expectations is
difficult.
u_
We believe equipment, funding, and training are all in place to ensure a successful year that
includes the implementation of new library projects.
a)
co
V. Technology Goals and Objectives and Timeline for Implementation
A. To provide the most appropriate electronic information delivery system for
patrons.
I
1. FY17 ii
•
• Consider and implement new components of the library automation c.)
system, as funds and staff time are available. c
• Continue to evaluate commercial databases offered to the public, adding
and deleting products as appropriate.
• Evaluate usage statistics of current database subscriptions.
• Survey public on their technology needs that are appropriately handled by
the public library.
• Provide public training on use of commercial databases.
.Z1
I Packet Pg.992 I
16.D.9.a
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide public training in use of Library website and the websites of other
County departments.
• Implement any public service features made available by automation
system
• Provide staff and public training on use of RFID and self check-out.
• Publicize and expand downloadable audio books.
2. FY18
• Implement any parts of ILS, if not completed. (13
• Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions.
• Survey public on their needs.
• Continue and expand staff and public training. G
♦ Provide public training on use of automation system.
♦ Provide public training on use of commercial databases.
• Provide public training in use of Library website.
• Provide public training on use of automation system, RFID and self check- U'
out.
• Make any policy changes noted in surveys.
3. FY19
• Provide public training on use of commercial databases. d
• Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions.
• Survey public on their needs.
• Provide public training in use of Library website. o
• Evaluate and implement any new technologies, if appropriate.
B. To evaluate and purchase new and changing technology to meet public demand.
1. FY17 _�
• Implement better security and maintenance systems on PCs. CDa
• Explore and implement new options as we install components of the
automation system.
• Complete implementation of self-checks and RFID.
• Purchase additional tablets for Library programming use. J
• Migrate to data line options made available through the County network. c
2. FY18
n.
♦ Continue to maximize automation system.
• Continue to publicize e-book products.
• Evaluate circulation of laptops and e-book readers.
• Establish rotating mobile laptop lab and tablet lab.
3. FY19
• Review any technology innovations or trends.
• Ensure all libraries have adequate numbers of self-checks.
Packet Pg. 993
16.D.9.a
C. To connect to relevant information sources outside the library.
1. FY17 �.
• Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions. d
• Survey public on their needs.
• Participate with any State Library selection process.
• Investigate construction of an `Ebranch'.
2. FY18
• Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions. o
• Survey public on their needs.
• Work with any State Library or Library consortium projects, such as Virtual
Reference.
• Refine `Ebranch'. cn
ti
3. FY19
• Evaluate commercial databases offered to the public.
• Evaluate usage statistics of current database subscriptions. }
• Survey public on their needs. �-
D. To train staff and educate the public in all forms of electronic information literacy. 2
1. FY17
N.
• Provide public training on use of commercial databases, including classes
taught by vendors and volunteers.
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide training to students on BrainFuse.
ra
• Provide public training in use of Library website. a
• Provide hands-on classes at Estates Lab, Golden Gate Lab, and
Immokalee Lab. rs
• Keep separate statistics on technology training for staff and the public.
• Provide public training on e-government options. o
2. FY18
• Provide public training on use of commercial databases, including classes
taught by vendors and volunteers. a.
• Continue to provide special training programs for other County 0
departments and school students in use of commercial databases.
• Provide public training in use of Library website.
• Provide hands-on classes at Estates Lab, Golden Gate Lab, and
Immokalee Lab.
• Add any training classes for new database subscriptions.
• Evaluate training statistics and use to develop new programs.
• Expand training through the use of mobile laptop and tablet labs.
Dft..L�i• o... Oil
16.D.9.a
3. FY19
• Provide public training on use of commercial databases.
• Continue to provide special training programs for other County
departments and school students in use of commercial databases.
• Provide public training in use of Library website.
• Provide hands-on classes at Estates Lab, Golden Gate Lab, Immokalee
Lab and mobile lab sites.
• Add any new, relevant training classes for both the public and staff.
VI. Budget Planning
Budget requests of Collier County are reviewed on an annual basis. These requests have
generally reflected a 2-3% annual increase. Currently, however, the Library anticipates receiving
less local support for equipment replacement, and possibly for electronic resources. There are
no current plans to cancel any other database subscriptions. County staff estimates we will still
have a relatively lean FY 2017, with some hope of increases in subsequent years.
Projected Technology Related Budget for FY17, FY18,FY19
Software&
Fiscal Year Equipment Maintenance Data/Phone Lines Staff Training c
FY17 $189,700 $638,300 $131,900 $4,000
FY18 $208,670 $702,130 $145,090 $4,400
FY19 $229,537 $772,343 $159,599 $4,840 CNA
Software & Equipment: The Library will assume a 20% equipment replacement ratio annually.
Phase 3 of the RFID and self check-out stations is budgeted for FY 17. '-
Maintenance: The Library's contribution to County IT Maintenance budget has increased as a a
direct result of the Library's migration to the agency network.
rn
Data/Phone Lines: FY 2017 will see the library's completion of the conversion to County IT
system. Data/Phone Line costs will increase slightly.
u.
Staff Training: The Library continues to have one-third fewer staff to train post recessionary
years. Vendor and in-house training for RFID and self check-out will continue into FY 2017. a�
fx
VII. Evaluation
0
-J
A community needs assessment will be conducted FY 2017. The seven month survey period
will include town hall meetings, online surveys, one-on-one interviews and staff surveys to
identify key initiatives for implementation.
a
The Library will also continue regular evaluation avenues based on current quantitative statistics
methods, including the number of users of particular services; the number of training sessions
and participants; and any new equipment or software purchases. Costs, as always, are tracked
through the normal County budgetary process, and are reviewed monthly to ensure the budget
is maintained. Information transfer rates are also tracked via systems software, with staff
reviewing data monthly.
Staff continues to evaluate response time for the III circulation module, response time for the
public using the wired Internet, and availability and response time for the wireless network.
Packet Pg. 995
I6.D.9.a
Qualitative information shall be gathered through class evaluation forms and current on-line and
in-person comment activities. Class surveys are conducted for every program the Library
presents. The Library also records technology outcomes data through both formal and informal
methods. User surveys are initiated annually. The automation and other software track usage
on a daily basis. Reports are evaluated to ensure the Library is purchasing materials that users
want and that staff can assist patrons in using the materials provided. Staff is becoming more
adept at gathering and evaluating usage.
cn
Automation and administration staff reviews on a monthly basis both quantitative and qualitative
information. Class surveys are reviewed as new classes are scheduled. Decisions are made on
the basis of this information—though changes requiring significant costs may have to wait for
the next budget cycle.
L
.13
VIII. Staff Responsibility for Activities, Anticipated Staff Needs, and Redefining
Staff Responsibilities 2
Library automation staff members were absorbed by the County's IT Division in FY 16. The IT
migration project consists of multiple members: co
• The Applications Analyst is lead project manager and responsible for the ti
coordination of all elements of the migration including installing software, mapping
the network, consolidating servers, identifying needed equipment and supplies.
• The Library Acquisitions Librarian is acting liaison and works with the project team as
the subject matter expert for the Library's ILS. >-
• The IT Service Desk is responsible for trouble shooting PCs and network issues.
>
2 L
Professional Library staff have assumed the responsibility of the quantitative monitoring. a
Reports are provided to Library Administration on a monthly basis.
ti
An Applications Analyst was hired in FY 2016 to oversee the library application-specific
software/hardware and to work in conjunction with the County's IT Division.
ti
All make recommendations for equipment upgrades, test specific software and hardware, and
evaluate new products. a
a
Library Reference and Branch librarians evaluate new software and hardware, making cn
purchasing recommendations to Library administration. These staff members provide the core
of public and staff training on the use of the Library's web page, the commercial databases, and an
the Internet. Their recommendations have led to eliminating some databases, substituting one c
product for another, and the purchase of electronic message boards.
d
Technical Services librarians and paraprofessionals also provided evaluations of new software h-
prior to installation. They tested and evaluated the new IT configuration for staff computers. a.
U
Due to the continuing complexity of technology, the Library chose in FY 2015 to redefine the
Library Automation specialist position and migrate the Library's network and infrastructure
oversight to the County's IT Division with full implementation being realized in FY 2017.
IX. Technology Policies
Library Staff, the Library Advisory Board and Library Administration review all policies annually.
When technology and public needs change, our public use policies are reviewed and revised as
needed.
Packet Pg. 996
16.D.9.a
Library Administration reviews the Goals as the budget process begins in February. Anticipated
funds available and anticipated expenses for purchase and maintenance are compared to see if
any goals need to be revised.
X. Conclusion
The use of technology has dramatically changed the way Collier County Public Library does a)
business, as it has for all libraries. Our users are more sophisticated in their ability to use
technology, yet we need to still remember that not everyone has reached high comfort zone with
technology. We need to provide appropriate services to all of our users, whether it is with
technology or not. Technology is one of the ways to provide these services, but is not the end in
itself. The provision of information services to meet the needs of our customers is our primary
mission.
BOARD OF COUNTY COMMISSIONERS,
COLLIER COUNTY, FLORIDA a
as
cn
By: N
Donna Fiala, Chairman
N
LL
ATTEST:
a
DWIGHT E. BROCK, Clerk Q
ti
C,
By:
Deputy Clerk
a
a,
ns
a)
Approve• as a • _•ality: 3
..611111111
MUNN
Cou 3 A •rney
a>
E
C-)
ca
I 6.D.9.b
STATE AID TO LIBRARIES GRANT
AGREEMENT BETWEEN
THE STATE OF FLORIDA,DEPARTMENT OF STATE
AND
Collier County Board of County Commissioners
for and on behalf of Q
Collier County Public Library e"
0
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 Collier County Board
of County Commissioners for and on behalf of Collier County Public Library,hereinafter
referred to as the "Grantee." .2
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 2016-2017 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 o
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; Q
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 c
each week.
•
a
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 1 of 9
Chapter 1B-2.0I1(2)(a),Florida Administrative Code,Effective 7-2016. l0YD)
I Packet Pg.998
16.D.9.b
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 have at least one library,branch library or member library open 40 Q
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 28 of this
Agreement. 2
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. ti
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 r
its performance under this Agreement and will be the official contact for each party. Any u.
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.
a)
For the Division of Library and Information Services:
Marian Deeney, Library Program Administrator
Florida Department of State
R.A. Gray Building L
Mail Station# 9D
500 South Bronough Street
Tallahassee,Florida 32399 0
Phone: 850.245.6620 -a
Facsimile: 850.245.6643
Email: marian.deeney@dos.myflorida.com
ti
For the Grantee:
Tanya Williams, Interim Director/Assistant Director o
2385 Orange Blossom Drive N
Naples,Florida 34109-8840
Phone: (239) 593-3511
Facsimile: (239)254-8167
Email: TanyaWilliams@colliergov.net
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 2 of 9 B1�
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
I Packet Pg. 999
16.D.9.b
5. Grant Payments.The total grant award shall not exceed the amount specified on the"Fiscal
Year 2016-2017 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 a
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 S
visit myfloridacfo.com/Division/AA/Forms/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 N
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 LL
Form W-9 visit flvendor.myfloridacfo.com/. A copy of the Grantee's Florida Substitute o
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:
a)
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, a
and its funding will be reduced to zero. m
0
Payment will be withheld if Deliverables are not satisfactorily completed. :°
9. Credit Line(s)to Acknowledge Grant Funding.The Division requires public 1°
acknowledgement of State Aid to Libraries Grant funding for activities and publications ti
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.
a)
E
Use the following text:
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 3 of 9
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
Packet Pg. 1000
16.D.9.b
"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 E
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 a
outlined in the Department of Financial Services' Reference Guide for State Expenditures,
which are available online at mvfloridacfo.com/aadir/reference guide/.
Grant funds may not be used for the purchase or construction of a library building or
library quarters.
0
11. Travel Expenses. The Subgrantee must pay any travel expenses, from grant or local a
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 ti
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 u_
only for allowable costs resulting from obligations incurred during the specified agreement
period. Expenditures of state fmancial 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, Division of
Library and Information Services, 500 South Bronough Street, Mail Station#9D, L
Tallahassee, FL 32399. In accordance with Section 215.34(2),Florida Statutes, if a check or Q
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, c�
whichever is greater.
co
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 ti
regarding this requirement. If a Grantee is not required by law to conduct an audit in N
accordance with the Florida Single Audit Act because it did not expend at least$500,000 in t0
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.
a)
E
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)fiscalyears 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-
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 9
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 044)
I Packet Pa. 1001
16.D.9.b
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. Q
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
cn
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 o
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.
0
ai
19.Accounting Requirements. The Grantee must maintain an accounting system that provides
a complete record of the use of all grant funds as follows:
E
0
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 0
grant activities and must classify and identify grant funds by using the same budget -0
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
ui
records must document and reconcile the amounts shown in the Grantee's accounting
records to those amounts reported to the Division; N
c) An interest-bearing checking account or accounts in a state or federally chartered (.1
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; Q
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 5 of 9
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
I Packet Pq. 1002
I6.D.9.b
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).
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 ca
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 Q
reduced accordingly.
ca
21. Lobbying. The Subgrantee will not use any grant funds for lobbying the state legislature,the ti
state judicial branch or any state agency. N
CD
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 LL
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 c�
venturers or partners of the Division.
24. Liability. The Division will not assume any liability for the acts, omissions to act or ca
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 N
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.
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 6 of 9
Chapter 1 B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 0:547
I Packet Pa. 1003
I6.D.9.b
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-1-9 18,Noncompliance. N
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 or marital status. The Grantee shall insert a o
similar provision in all of its subcontracts for services under this Agreement. Q.
a
27.Breach of Agreement.The Division will demand the return of grant funds already received, ti
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. w
E
a)
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 c�
period,the Division will terminate this Agreement. The notice of violation letter shall be Q
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
co
this Agreement,the Grantee will be compensated for any work completed in accordance with r-
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 c
of its rights to additional damages if grant funds are returned under this Section. a)
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
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 7 of 9
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
Packet Pa_ Irma
I6.D.9.b
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 Legislatureca
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 ra
under this Agreement shall be transferred to the succeeding governmental agency as if it was
the original party to this Agreement. o
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- n
assisted project in accordance with Section 287.057,Florida Statutes. ti
a) Procurement of Goods and Services Not Exceeding$35,000. The Grantee must use the
applicable procurement method described below:
>-
u_
1. Purchases Up to $2,500: Procurement of goods and services where individual c
purchases do not exceed $2,500 do not require competition and may be conducted at `
the Grantee's discretion.
ti
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.
d
L
b) Procurement of Goods and Services Exceeding$35,000. Goods and services costing over Q
$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 c�
proposals or other appropriate procurement document.
32.Conflicts of Interest. The Grantee hereby certifies that it is cognizant of the prohibition of
cn
conflicts of interest described in Sections 112.311 through 112.326,Florida Statutes and ti
affirms that it will not enter into or maintain a business or other relationship with any o
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 N
entering into any business or other relationship with a Department of State Employee to c
avoid a potential violation of those statutes.
33. Binding of Successors. This Agreement shall bind the successors, assigns and legalra
representatives of the Grantee and of any legal entity that succeeds to the obligations of the
Division of Library and Information Services.
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 8 of 9
Chapter 1 B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 0`�7
I Packet Pg. 1005 I
I 6.D.9.b
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.
E
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.
0
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. in
ti
38.Entire Agreement. The entire Agreement of the parties consists of the following documents:
a) This Agreement N
b) Florida Single Audit Act Requirements (Attachment A) uu_
c) Fiscal Year 2016-2017 State Aid to Libraries Final Grants (Attachment B) o
0_
The Grantee hereby certifies that they have read this entire Agreement and will comply
with all of its requirements.
o,
Date of Agreement:
(To be dated by the Department of State)
E
THE APPLICANT/GRANTEE: Department of State: d
BOARD OF COUNTY COMMISSIONERS,
COLLIER COUNTY FLORIDA
By: 0
By:
Donna Fiala,Chairman °'
ca
ATTEST Cf)
DWIGHT E.BROCK,Clerk Typed name and title
N
By:
Dep ty �r C Witness =
' Q
Approved as I d legality:
, e."4.1 ' _ I 0!
State Ain to Lib ie Grant Agreetfient(Fo DLIS/SA02) Page 9 of 9
Chapter 1B-2.01 (2) ),Florida Administrative Code,Effective 7-2016.
Packof Pm lf1AR
16.D.9.b
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 a
audits and/or monitoring by the Department of State as described in this Addendum to the Grant
Agreement.
MONITORING
T.
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97,
F.S., as revised(see"AUDITS"below),monitoring procedures may include,but not be limited to, on-
site visits by Department of State staff, limited scope audits as defined by OMB Circular A-133, as
revised, and/or other procedures. By entering into this agreement,the Recipient agrees to comply and o
cooperate with any monitoring procedures/processes deemed appropriate by the Department of State." -0
In the event the Department of State determines that a limited scope audit of the Recipient is cp
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 ti
cooperate with any inspections,reviews,investigations,or audits deemed necessary by the Chief
Financial Officer(CFO) or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED o
This part is applicable if the Recipient is a State or local government or a non-profit organization as °
defined in OMB Circular A-133,as revised.
ti
1. In the event that the Recipient expends$300,000 ($500,000 for fiscal years ending after
December 31, 2003) or more in Federal awards in its fiscal year,the Recipient must have a
single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-133, as revised. EXHIBIT 1 to this agreement indicates 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 OMB Circular A-
133, as revised. An audit of the Recipient conducted by the Auditor General in accordance with
the provisions OMB Circular A-133, as revised,will meet the requirements of this part.
2. In connection with the audit requirements addressed in Part I,paragraph 1,the Recipient shall conn
fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB
Circular A-133, as revised.
3. If the Recipient expends less than$300,000 ($500,000 for fiscal years ending after December
31, 2003) in Federal awards in its fiscal year, an audit conducted in accordance with the
provisions of OMB Circular A-133, as revised, is not required. In the event that the Recipient
expends less than$300,000 ($500,000 for fiscal years ending after December 31, 2003) in
Federal awards in its fiscal year and elects to have an audit conducted in accordance with the
provisions of OMB Circular A-133,as revised,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).
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 1 of 5110
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
Packet Pg.1007
I6.D.9.b
PART II: STATE FUNDED
This part is applicable if the Recipient is a nonstate entity as defined by Section 215.97(2), Florida
Statutes.
1. In the event that the Recipient expends a total amount of state financial assistance equal to or in a
excess of$500,000 in any fiscal year of such Recipient(for fiscal years ending September 30,
2004 or thereafter),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 Department of
Financial Services; 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. ro
U)
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(8),Florida Statutes. This
includes submission of a financial reporting package as defined by Section 215.97(2), Florida
Statutes, and Chapters 10.550 (local governmental entities) or 10.650(nonprofit and for-profit
organizations), Rules of the Auditor General. a
2
3. If the Recipient expends less than$500,000 in state financial assistance in its fiscal year (for a
fiscal years ending September 30,2004 or thereafter),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 a)
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). a)
a)
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)
www.fldfs.com/
w
State of Florida Legislature(Statutes, Legislation relating to the Florida Single Audit Act)
www.leg.state.fl.us/ o
L
f0
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 2 of 5
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 0.()
Packet Pa_ 10(12
16.D.9.b
•
PART III: REPORT SUBMISSION
1. 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:
Department of State
Office of Inspector General
R.A. Gray Building, Room 114A t°
500 S. 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:
0
Federal Audit Clearinghouse
Bureau of the Census N
1201 East 10th Street
Jeffersonville,IN 47132 0
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e)and(f),
OMB Circular A-133, as revised.
2. In the event that a copy of the reporting package for an audit required by PART I of this
agreement and conducted in accordance with OMB Circular A-133,as revised, is not required to c
be submitted to the Department of State for the reasons pursuant to Section .320 (e)(2), OMB E
Circular A-133, as revised,the Recipient shall submit the required written notification pursuant L
to Section.320 (e)(2)and a copy of the Recipient's audited schedule of expenditures of Federal a
awards directly to each of the following:
Department of State c�
Office of Inspector General
R.A. Gray Building,Room 114A a;
500 S. Bronough St.
Tallahassee, FL 32399-0250
3. 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: N
A. The Department of State at each of the following addresses:
Department of State
ca
Office of Inspector General
R.A. Gray Building,Room 114A
500 S. Bronough St.
Tallahassee,FL 32399-0250
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 3 of 5
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
I Packet Pa. 1009
16.D.9.b
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 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
co
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.
5. Recipients, when submitting financial reporting packages to the Department of State for audits
done 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 a
the date that the reporting package was delivered to the Recipient in correspondence
co
accompanying the reporting package.
ti
PART IV: RECORD RETENTION N
cb
1. The Recipient shall retain sufficient records demonstrating its compliance with the terms of this }
agreement for a period of 5 years from the date the audit report is issued, and shall allow the u_
Department of State,or its designee,CFO, or Auditor General access to such records upon o
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 3
years from the date the audit report is issued,unless extended in writing by the Department of
State.NOTE:Records need to be retained for at least five years to comply with record retention
requirements related to original vouchers prescribed by the Department of State, Division of
Library and Information Services, Bureau of Archives and Records Management. E'
E
d
r
CC
/L^
V
C)
CC
U),,r^
N
O
N
w
C)
E
L
U
tC
w
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 5
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. rJ
Packet Pg. 1010
I6.D.9.b
EXHIBIT 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Not Applicable.
d
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED a
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
CLI
Not Applicable.
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Not Applicable.
a
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
ti
SUBJECT TO SECTION 215.97,FLORIDA STATUTES:
Florida Department of State, State Aid to Library Grants, CSFA Number 45.030 r
Award Amount: Listed on Attachment B, Fiscal Year 2016-2017 State Aid to Libraries Final Grants o
L
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.
d
15)r.:
Q1
Id
r.+
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 5 of 5
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. O`b7
I Packet Pa. 1011
16.D.9.b
ATTACHMENT B
[Fiscal Year 2016-2017 State Aid to Libraries Final Grants]
0
E
co
a,
L
a)
Q
w
,L^
V
L
J
0
w
Q
a)
Y
4-
,,W^
VI
N
Co
O
N
a)
O
L
Q.
Q
Q
ti
O
Q1
9
Y
a>
E
a,
a>
L
Q
_
/L
V
0
Q
a)
Y
9-
Y
ti
O
co
O
a)
E
L
V
4-
Y
Q
State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 1 of 3 0
Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016.
Packet Pg. 1012 I
1 6.D.9.c
CD r a � Ov� po 0 0 CJO � •Do Acn
co Q. p. a 0 Do m c� 0 �0 C i1. Q. �� C ca 3 cL)
• "C� o 0 n Aa
v000 � 0 � c0o Ia: � � ° 3 m0m � b o3 -. —
c� ... 3 c o < c cD
o '. �'. �' 0 o 0 p' < c d 0 'FDP P.~ ° oRo < C E 3 o to
88 ""
` FA Q. teCX • X
8' 8' (IQ My 0.1 cil ' Cr ,y' S °
0
CD CDv) ° y5 p o o m o coo
Q- O om�
al v, y,
c:L
cD C n > m o .1 `�
.-r (D C)VI fD 11)tn d
m
d0 d fp Q- C,
N . s N . + m 3
o r a = 4 X a. o Q
° �, oco C.3
o 01)
�' r* ?'. �.
p N ¢+, b a .`r: "� n O n' C7
O n "' y„ _ n Z,
CD0 co .d �_* .ter O I
Cr ¢. .,, cD 2 pj C. oeD S Q
O o < ov+ In
O o O s•
n rt (D A —
t"=!1 A d .0 Z �-'
Z < a C N
�% OO M A '� L], co oti
Sis rt, M 0 co r'
A 3
("sD w 3 ", C = 0 3 <CD r N
N 13
(1, T
p m b rn o b u, rD D o
. :n o "s "4 r, Z 1� >N,•
,ufDi cQQD G '� Cr., d o LIa
0 fD n O Orl e DJ
01 >
m
o <
M al
°- C1 ti
M. = m
1
-n
a -< ti
m
N N cra0
0 -
0y Li.
4. c
o a,� 0 j C � O � 0 0� C E.
OCD FD Po 0 � 8 o o d V o, to V CD c
CZ �. a a �. o A eD o �c CD e o or; c
o Qo.. g CD o p) o o UQ m 0 O o a Q
G. Cr 0 a m p v, p �. 0' C� O J
0�
.`.. Q N Po a
O 0 C)
~ CDo. rr
v) rn C
d
n E
O
U
N N `-. 3 +_
Q
t!t O "'i7 O ,-+ 4 �n p, 4
..r o f 8 \ CD 8 UOQ N
(; oCD r rn0 � oo .4 yoap '� A C
OOrt � F En p p' ,, N 0'
r, v, p' 'el
3
O o
I Packet Pg. 1013
16.D.9.c
e ,-d 0 ors n (n '0 n tri ('r^ O D' m n co
(1) a (D Q 3 Uy g C �... G 0": eD v 3 w
op Q: S rD ID n v 0 vc.yi 2-1 a =• C r 3 (DD DQ CC)
0 cx) QQ o ri c _ g O = p P m a O =
q• 0- Cm tD ca co -i a) w
5 m 3 a) c) ° a) cu
cn c CD = O 3 E
o a co y Q. m
3 N Di 'a cn m
v a =Q Q
c.
co Iv EF cD• 5
en
CQ � � o •c cQca
g � (Ti C . . d ft, ,
MI CD a �7 n 5d� vo _ � )ra 0 Gto
‘7,'aQ
ro vs
. cn. zit, o * 3 o
E� cO rr' D) •a
aQ o noE - D = --I Ca Q
0s0 " : 0,-,. (.4. ...e, aQeet o mmo3 C 0 3 sn
—
co
—
5 CIO CA 3
� 0- v -0 c ccA d`C . 3 O u)_' F m m .tom-. o, V, M• •c 3 c
an
eCD y. S y eD cDD mi Q- 3 co
p -4, m 5' n , c) r in •G o
�. ri - g. 10 M CM N
n co.1 m ot
p, o O' cD a � O Iii,
"� 3 oQ c o ,o,h g. B - o
0 O0 et p 3 p- a A� m m Q
O
O' O c 3 -0 F
c �* 3 .r.,
? O O K
3 n
O N :-• CD
O O n co
< V3
c�D O 0 y 0 cD 4.
6 O 'TJ ,,..OQ O d El O To
.� 0 cu 13
CCD � �• _ � ... m 3 3 c
CSD cm ..... z Th n '�'� Cy 3 0 V
0 m
U
9" o 0 ', cm
3 a
i-+ cn '.Y' 3 y 'a C
O� M t-1
O G>
d d O E
3 D) CD .c
a U
3 a (D ::-.t
'-Coo cos Do 0 � y c`�D' �• CD C
�1 �+ .GA 8 4q a cm N C% O coo G1. C 3 a,
r rte. 7 0 O n'q
g.
0 /1 0
9- ,�/ N = 3
sa' rt 3
m
3
el-
I Packet Pg. 1014
16.D.9.c
<. i
W ' so co �hO c `I trip Del N 5 N '0a '-c, CD
�• �, �� 5. a, cD `a O v+ O Ap, O `a-
uti . ° .° ° = c '* cD to c�.
g a. : ° CD 0... a.. v: .`� co b 3 = o a 0 a°,
° •
co fp DI O v' 0 n' coOcp CCD Q• -0 d 17 m ° C �'I co
itC N
Q' CD O
cu
'FLcp cm u2
1-,., c &
iF �" C �' d49 C
St' 4.CD y C' d
of 7 E
fl- a)
a)
N "-r W N a) - 3 �-
0.. p O 0 uo Oro F. w feD as
fDD C o ~
0.,.0 ° 0 CM CM 'err c�CD Vs c 3 n' a ° co
C7
CD .. CD ca
CSD co CSD d 0) f;D r! CM VO
p r� o"ft Cp CaV 0 01 CD..• ma 0 SU 0 JE.. �, a "tet ,.,
p O
CM pc)
Po "O CCDD t1 v� A, '8
0 fp
f]
¢,4. p CD 3 "� bQ N.
Q fD ,t
Al (� . 3 n N
Ov.
n s . CD p f�,
°yp+ CCD c A V
Un Q. . CT' bwi b •
G.
a
Ootra °cy, D) '7 �+ 2"" g O a O (' O a
G. et>o a p9 Q
d �c s , �' ti
0
° v po a
cm
co
3"
ti m
n
VIW . c �'a
°
To
"t r' " ccDD ° "' ° O °.tro° c
" m tm, CD i '4';
..g cm .
DJ
CFD P�' ° O0 '°''' C� p .a "-t 0 ..• 5.
p. fp `C J` CD a c N ¢: O o
Ca.
a- o °Q c
o _
A' �1 E
O• .c
-4, 0
N W N ,-+ G) "-+ w
p� ut +,
p c cQ 0 ( ��• E oo p ' 0 n CD CD �j n v d a
G1. ' ' fpD '(.4 a.Vp4 �,'3 • `" ►"�• Ot. • �• vim, = CD
uu� cDg �, �; p• ara �,, et
(7q
Cl. c6 0 C k< m .-,, m a �. CD
CD n. 3 co o n
CD -a �C
a rt
CS
t�O
IPacket Pg. 1015
16.D.9.c
m 'ill �� p' O O CD f"d O p7 0 n o)
. co CD � cr c Roma f 3 O A)
`2 p p io r co cD C 'O 5▪ D
'b
p C .O N aCp N co x < n 0
p� f1 p s OQ u,
f1 O o �-r, O J O� 3 CD C)
fp Z. cD 4. O 0 CY O C
pw `.. a.'CS UQ 0 C v N
¢,ponzp
` O. y " ▪ o ft D
... cD
C7 • IN
C
o) -4 d
._, co
w N .-
a O O E
• VI O. d
CA 6
A C O w r.
D) -a
~"3a O rt s Q
cco O O 'c3 Q C
co Or Fr;
vpi Q. ' a, ro g' O m
cD CD = .� 3 rD , .n
..S" G�. g" N n el) CD vii J
3 n hcs • O
o co•ii7 c 3 -0
C •AD H c Q
pi. ra Com) .-: �• a) CD 2.
nco �7•Da ►°*) C cu C?i U)
R. E N eD a. 'a O
1.1. NA_ d O N
cl
04`O 3., 'T. 0 co
A ''O co A. IV G CD N
cn 't� r CSD O D7 LL
''h ` . ° ¢ Vt 4)
Cv C_
0 C•
o s
ti
0
co
0.
C•
r-+ w N I--+ CD
4741 U.
H 7-
(13
o 0 p '-'• 0 A Oti. v' mz 0. O w A 0 O d
;v. C D N et, "O" �". W c. c C
o1w aa m
.r
o CCD 7 n• � 5C/ ° o w 0
O C
3 E
,-. w N .- '.4 .0
U
CD
� 5 � t" ' 33 A `� � v» o ¢ ttv �
0.
GffA ^ vo A. CD �' �. ° ^' cl) ' 0. i , - o. Z? . o r -400 `-' E4A • laoOv' OvCP p.'71 ti . 3 8 C
O cel
F)' Al CD "moi O COD '' v� e• ° e, eeDD
a O .
0 O CD '
IDI
Packet Pa. 1016
16.D.9.c
ca a.ocs y n b O
co 02
a CD n b5.1n 0CO0 cD" ' 0. cD C a. acO ,
irt, • `•.PC" � .r fCD O ACA ►' vCy
G . . CD CD
O O O n Dn e) x "'t A�
C. a 0 b ° d C• d m ter: Q'
c a,°� ac• c a co a. a `�
�' y CD 02 121 CD .r a 0
° E
m E
O '
a,
y a,
-h ° a, O CD .3 c4.0 y `
O .4 a
'T, = O -' 'C 5 '� O (OD - c
-• o d a, fD A4 Nco
CD co C. CD CCD •� N. Ue
cD �D a. no FS ?... n
N °( UQ '0 O a
UQ r, o0 c Pr Crco o a
o
v o o o' Q
CD ✓' A a, v, (DD CC) °'
. 1 •-• , at:, R
w
)
n h A a, A� ti
►� � T
cm
�• 'O! a, -• C -. N
0 O
06 GI o OA ca
NEEDI. p„ _� b r cn O Q+ :O O
F g O OrCO G
• a CD
c5'4 " m : O= A0 0
OO ._.
O
o. cl
o CD N = a. A a
Pc. .-.
(n9 N J 0 o
° O
r*, C9
T
T
O ' CD
O (l. C'Y 0 •- .CD dUQ O. O < n /)
p d CD z tIQ Do 'Vr+
, 0 CD c r UQyr is
O OC, O'+ C) r► A C
CD NO Un c„* Q) O aO c) pri i0 , . o\ 0Q, o a o” no' 0N "TJ'c ',,7"' CD ga , 0
oi- p
c
a,
E
Lk) N i-, t
C.,
CD
-• 00 Q
C N K M O+
°., A ?� �• al. o
n ci3
CD ,...•
a. o (/) 0"
• `< O °
UQ
^
`�� I D—Le+ D.. 4!117 I
16.D.9.c
o C� C v Z " � 0 � c� cn o- to � o lP 0 cn
r.
. cnoo
A• Nrt 0 ... ID C p
Q. O O U�q p 10 O =
iD Cl. C et
PC. ti cD +n Ari• a H N
co CD CD A
OE.
-, C cu a)
ln '7' Q E
d
W N —, N :— c N d
cat m r-� C
'' (1R . O �-e 3 Q <D o co 0 suC
A. C. .A'.. O• �► o 0 O C. ° 0 a Q vs
coo • v) cr cn a. bcp 1 0 ° m v o0 L
r., • o 0 o tv •< o co
° d � a y CD o CD cn a. C w a_
fD J
A v, N ccoo O ,.fl , one
• 0
CDS � � �� N
n ¢ a e TO
o 0 in
0- o eD G C
00 CM 0
CD d Fj A 4 CAD• A 0 ° fD
CD Mr
, FCD
Mo
� D tiq a wvl � g A - C� ata " A SI. o � >
ea r* o
cm o `< r) CD ° o a
0 I S Q
0D ti
V] N O
'r 0 C)
C T
0. N.
T-
W N I.•-` N —. C LL
cr LL
. r O A �y �'
� � n00 � O � o c r asE.
.� a4 aro era — °
r
Ao- s•
4CcN ( o., .-ti J og o QbQ a (IQ D ....
-y( O J— Cc o N 0
6' 0A 'r C In 0
c�D a. R' cg. o.
0
0C ;C O
v =
d
W N ,--, N .._, 3
a1 L
Va :ii
2a0
C iy fD c. O" L-1h 5. -, R o rA A .•• O'-- �. p
eD ,..t �+ fD
CD OR _. A p, O+ ,- cfl O aCD 0' g L1. O d' ��RRRR cD 4 3
CD 0 �• 5
dP.' V' C ° n CD A O0, O' y0 n 0 CDD t)l'
CCD
G0 A :"1 -s... � ' IO 1. ''' n)A ,-. 0, 00-• (Da, 0 p , � ° Ca t
o*5oCD CL
� . a • . p ea: m r�+, 4 . • O ..'
aro oR
CD I o CDo .
c)
CAO
I D�r4n+ D... 4AdQ
16.D.9.c
o -+
CD rn w g, CD O to .0 fD C o �. 5' .4. c7
o •
-h 0 a U4 w c, 0 '0 d o0, V'' 0 0 h w C
V' pay Ham.. .g ° 0 " •
O ^3 O' O N' .• As r. O m O Q. O v?
2. v' cD R. CD k3 ,L°.. x b C ��
?� < rv0' p tiQ 7 0 O o. gg Q.
a 5. CD
via ' a
Na
•A w N
5 CD C
nn •-t- "o w cr a C N to d "2 g
r
Uifa
N Qn o• ` rte►' �S vim'• O .3 n 0"! •vim' (�D d
cpD al y ' `"tD C' p N col, r. ° w
o O 't3 t<
' n
co
Cil
' CD 0
C cov . CrJ DCDCD
= n ` NO " OO
o O
O n = .-. O O 0 t
3 n' Aw C Cli CDD c8D
C
CD ` ,� ( n p
gy a.•
a
~' Q
n CD 0
crl c--
5
SO o
a,
r
o N i— w N L
,,,,, p J ." '� cu -. C
03
• N 00. C (�D C °) 0 N a' 0 03 O 0 h- 5 O P2O 5 Ps y 0 tl
c
F) g ,. J
trq (t) p- o ci
0
C
_ d
W N .-, N ...• w N ' - .a
' v
c, ,•-• --•' c '-d -0 5• F--3'0 Cr! 'r7 .-. = (D '•j ,•-• c' A cD `ti b 5 O `3 5" 4 d Zca'
0 al ,•:::+ e .,.... 0 , 0 , c, - — --: c, _ cD - ,—; .--• - ,Izt •-• 0
0 CA
' rcaC D 0 o CPaCDC �'5N p a.. rn y . 3 cD 0 '''' Q- DC
' 0 0
O •+• ,--. ''� N t"'h 0 0 va' CDD• O e. cn ,-h cn cD ti cD O' t� 0
w - 2.. o ' CD r:L. Z. 0 O O.
-.o net cD o w qUQw „l
O O u
F.,. n ... A co ,.
... "' r
cn O o o „1....-• (7.
szo cl, t4 to..CD
cr
CA® I Packet Pa. 1019
16.D.9.c
CO * 5 00 E. 0. s C9 cr
�..•oocmL...
—I r n Q,• C o .-r
G z m r 70 c, ¢: il ' E q.
.a —I 4 0 7m0 0 o ata ,� o
o -n 'cl .o . N
C) X 1 C 0 o •▪ �c co `c
F. Q of zC aa..o n a o
x• 0
C)
117
C) r 0)
0 u) o.
F. m Q =
3 °'
G 3 `'' N m
c D Nd
O 0 0 Q
z
m `C ' o o 0
CO 2• o b
CO o E.
o Fr.fp ..• o
w n .-41 _I
• O' o o O
n C'
•
cis C) CD C
CZ
W N yr co
ti
CD EA 0 N-
cn
cncAc �-•• 0
CCD 0 Cil
CD Cr
• c'p o
� N
g �-
LL
C1. L1. a)
P) O
N a. Q.
C) •0 o a
O -a a. �. <
= 1
3
I,-
0,
i� o
a
''1=_ W w N 0-, r•-•
CD• lino
`C 1 O c
iv IN)
= o o :Z To
o c
c�
dJ
CD Cl-
4: 0
cn U
U
Y
C
(1c)
E
L...) N '-'
ns
CF. 5_ a (D g. cn"-"? Q
Po
N g e3 0 CD CD
- ca. , 3' N'bQ
0� � z• -
.y w `.3 UQ p,
AD C/D
ICAO I Packet Pq.1020 1_