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Backup Documents 09/27/2016 Item #16D 9 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TOik 9 THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNA Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than Monday preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s)(List in routing order) Office Initials Date 1. 2. 3. County Attorney Office County Attorney Office JAK 9/23/16 4. County Manager Office County Manager Office ; b� BCC Office Board of County Commissioners \1 /g j VZ--4, 5. Minutes and Records Clerk of Court's Office PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above,may need to contact staff for additional or missing information. Name of Primary Staff Tanya Williams,Interim Director Library Phone Number 252-5391 Contact/Department Agenda Date Item was `Z. / Agenda Item Number Item Approved by the BCC Z�`lP VVV ID# Type of Document State Aid Grant Agreement;Tech Long Number of Original Three Attached Range Plan;FY17 Annual Plan Documents Attached PO number or account n/a number if document is to be recorded INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signa e STAMP OK JAK 2. Does the document need to be sent to another agency for ad. e'. es? If yes, JAK See note provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. below 3. Original document has been signed/initialed for legal sufficiency. (All documents to be JAK signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. 4. All handwritten strike-through and revisions have been initialed by the County Attorney's JAK Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the JAK document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's JAK signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip JAK should be provided to the County Attorney Office at the time the item is input into SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 8. The document was approved by the BCC on 9/13/16 and all changes made during the JAK meeting have been incorporated in the attached document. The County Attorney's Office has reviewed the changes,if applicable. 9. Initials of attorney verifying that the attached document is the version approved b e BCC,all changes directed by the BCC have been made,and the document is read for the Chairman's signature. PLEASE CONTACT TANYAWILLIAMS WHEN READY. LIBRARYT.' : ► I T TO STATE I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12 16D9 MEMORANDUM Date: September 29, 2016 To: Tanya Williams, Interim Library Director Facilities Management From: Ann Jennejohn, Deputy Clerk Minutes & Records Department Re: FY2016-2017 State Aid to Libraries Grant Agreement, Technology Plan, and Current Year Action Plan Attached for further processing are original copies of the documents referenced above (Item #16D9), approved by the Board of County Commissioners on September 27, 2016. After acquiring necessarysignatures bythe State, please return a copyof 9 g g the fully executed Agreement to this office, for the Board's Official Record. If you have any questions, please contact me at 252-8406. Thank you. 1 6 0 9 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 Collier County Public Library This Agreement is by and between the State of Florida, Department of State,Division of Library and Information Services, hereinafter referred to as the"Division," and the Collier County Board of County Commissioners for and on behalf of Collier County 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 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 follows: 1. Grant Purpose. This grant shall be used exclusively for the"State Aid to Libraries Grant," the public purpose for which these funds were appropriated. a) The Grantee shall perform the following Scope of Work as identified in Section 257.17, Florida Statutes: Manage or coordinate free library service to the residents of its legal service area. The Grantee shall: 1. Have a single administrative head employed full time by the library's governing body; 2. Provide free library service, including loaning materials available for circulation free of charge and providing reference and information services free of charge; 3. Provide access to materials,information and services for all residents of the area served; and 4. Have at least one library, branch library or member library open 40 hours or more each week. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page I of 9 Chapter 1 B-2.01 I(2Xa),Florida Administrative Code,Effective 7-2016. ova 16 09 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 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. 3. Expenditure of Grant Funds. The Grantee cannot obligate or expend any grant funds before the Agreement has been signed by all parties. No costs incurred after termination of the Agreement shall be allowed unless specifically authorized by the Division. 4. Contract Administration.The parties are legally bound by the requirements of this agreement. Each party's contract manager, named below,will be responsible for monitoring its performance under this Agreement and will be the official contact for each party. Any notice(s)or other communications in regard to this agreement shall be directed to or delivered to the other party's contract manager by utilizing the information below. Any change in the contact information below should be submitted in writing to the contract manager within 10 days of the change. For the Division of Library and Information Services: Marian Deeney, Library Program Administrator Florida Department of State R.A. Gray Building Mail Station# 9D 500 South Bronough Street Tallahassee, Florida 32399 Phone: 850.245.6620 Facsimile: 850.245.6643 Email: marian.deeney@dos.myflorida.com For the Grantee: Tanya Williams, Interim Director/Assistant Director 2385 Orange Blossom Drive 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 9 110 Chapter 1 B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1 bag 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 accordance with the completion of the Deliverables. 6. Electronic Payments. The Grantee can choose to use electronic funds transfer(EFT)to receive grant payments. All grantees wishing to receive their award through EFT must submit a Vendor Direct Deposit Authorization form to the Florida Department of Financial Services. If EFT has already been set up for your organization, you do not need to submit another authorization form unless you have changed bank accounts. To download this form visit mylloridacfoc oni Division/AA/Formsj1)f:'` 1-261 .pdf. The form also includes tools and information that allow you to check on payments. 7. Florida Substitute Form W-9.A completed Substitute Form W-9 is required from any entity that receives a payment from the State of Florida that may be subject to 1099 reporting. The Department of Financial Services(DFS)must have the correct Taxpayer Identification Number(TIN)and other related information in order to report accurate tax information to the Internal Revenue Service(IRS). To register or access a Florida Substitute Form W-9 visit flvendor.myfloridacfo.com/. A copy of the Grantee's Florida Substitute Form W-9 must be submitted by the Grantee to the Division with the executed Agreement. 8. Financial Consequences. The Department shall apply the following financial consequences for failure to perform the minimum level of services required by this Agreement in accordance with Sections 215.971 and 287.058,Florida Statutes: Should the library fail to provide free library service to the public or to be open for at least 40 hours per week,it will no longer be eligible to receive State Aid to Libraries grant funding, and its funding will be reduced to zero. Payment will be withheld if Deliverables are not satisfactorily completed. 9. Credit Line(s) to Acknowledge Grant Funding.The Division requires public acknowledgement of State Aid to Libraries Grant funding for activities and publications supported by grant funds. Any announcements,information, press releases, publications, brochures, videos,web pages,programs,etc. created as part of a State Aid to Libraries Grant project must include an acknowledgment that State Aid to Libraries Grant funds were used to create them. Use the following text: State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 3 of 9 Chapter 1 B-2.011(2Xa),Florida Administrative Code, Effective 7-2016. 16 09 "This project has been funded under the provisions of the State Aid to Libraries Grant program, administered by the Florida Department of State's Division of Library and Information Services." 10. Non-allowable Grant Expenditures.The Grantee agrees to expend all grant funds received under this agreement solely for the purposes for which they were authorized and appropriated. Expenditures shall be in compliance with the state guidelines for allowable project costs as outlined in the Department of Financial Services' Reference Guide for State Expenditures, which are available online at in iloridacio.conI:aadir reference . Grant funds may not be used for the purchase or construction of a library building or library quarters. 11. Travel Expenses. The Subgrantee must pay any travel expenses, from grant or local matching funds,in accordance to the provisions of Section 112.061,Florida Statutes. 12. Unobligated and Unearned Funds and Allowable Costs. In accordance with Section 215.971, Florida Statutes, the Grantee shall refund to the State of Florida any balance of unobligated funds which has been advanced or paid to the Grantee. In addition, funds paid in excess of the amount to which the recipient is entitled under the terms and conditions of the agreement must be refunded to the state agency. Further,the recipient may expend funds only for allowable costs resulting from obligations incurred during the specified agreement period. Expenditures of state financial assistance must be in compliance with the laws,rules and regulations applicable to expenditures of State funds, including, but not limited to, the Reference 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, 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$500,000 in state financial assistance, it must submit a Financial Report on its operations pursuant to Section 257.41(3), Florida Statutes within nine months of the close of its fiscal year. 15. Retention of Accounting Records.Financial records, supporting documents, statistical records and all other records, including electronic storage media pertinent to the Project, shall be retained for a period of five(5)fiscal years after the close out of the grant and release of the audit. If any litigation or audit is initiated or claim made before the expiration of the five- State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 9 Chapter 1 B-2.011(2Xa),Florida Administrative Code, Effective 7-2016. 1609 year period, the records shall be retained for five fiscal years after the litigation,audit or claim has been resolved. 16.Obligation to Provide State Access to Grant Records. The Grantee must make all grant records of expenditures, copies of reports,books,and related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at reasonable times for the purpose of making audits, examinations, excerpts and transcripts. 17.Obligation to Provide Public Access to Grant Records.The Division reserves the right to unilaterally cancel this Agreement in the event that the Grantee refuses public access to all documents or other materials made or received by the Grantee that are subject to the provisions of Chapter 119,Florida Statutes, known as the Florida Public Records Act. The Grantee must immediately contact the Division's Contract Manager for assistance if it receives a public records request related to this Agreement. 18. Noncompliance.Any Grantee that is not following Florida statutes or rules,the terms of the grant agreement,Florida Department of State policies and guidance, local policies,or other applicable law or that has not submitted required reports or satisfied other administrative requirements for other Division of Library and Information Services grants or grants from any other Office of Cultural, Historical,and Information Programs(OCHIP)Division will be in noncompliance status and subject to the OCHIP Grants Compliance Procedure. OCHIP Divisions include the Division of Cultural Affairs,the Division of Historical Resources,and the Division of Library and Information Services. Grant compliance issues must be resolved before a grant award agreement may be executed and before grant payments for any OCHIP grant may be released. 19. Accounting Requirements. The Grantee must maintain an accounting system that provides a complete record of the use of all grant funds as follows: a) The accounting system must be able to specifically identify and provide audit trails that trace the receipt,maintenance and expenditure of state funds; b) Accounting records must adequately identify the sources and application of funds for all grant activities and must classify and identify grant funds by using the same budget categories that were approved in the grant application. If Grantee's accounting system accumulates data in a different format than the one in the grant application,subsidiary records must document and reconcile the amounts shown in the Grantee's accounting records to those amounts reported to the Division; c) An interest-bearing checking account or accounts in a state or federally chartered institution may be used for revenues and expenses described in the Scope of Work and detailed in the Estimated Project Budget; d) The name of the account(s)must include the grant award number; State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 5 of 9 Chapter 1 B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. • 1 6139 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 the Grantee beyond those amounts already expended prior to the termination date. Such termination will not affect the responsibility of the Grantee under this Agreement as to those funds previously distributed. In the event of a state revenue shortfall,the total grant may be reduced accordingly. 21. Lobbying.The Subgrantee will not use any grant funds for lobbying the state legislature,the state judicial branch or any state agency. 22. Independent Contractor Status of Grantee.The Grantee, if not a state agency, agrees that its officers, agents and employees, in performance of this Agreement, shall act in the capacity of independent contractors and not as officers, agents or employees of the state. The Grantee is not entitled to accrue any benefits of state employment, including retirement benefits and any other rights or privileges connected with employment by the State of Florida. 23. Grantee's Subcontractors. The Grantee shall be responsible for all work performed and all expenses incurred in connection with this Agreement. The Grantee may subcontract,as necessary,to perform the services and to provide commodities required by this Agreement. The Division shall not be liable to any subcontractor(s)for any expenses or liabilities incurred under the Grantee's subcontract(s), and the Grantee shall be solely liable to its subcontractor(s)for all expenses and liabilities incurred under its subcontract(s). The Grantee must take the necessary steps to ensure that each of its subcontractors will be deemed to be independent contractors and will not be considered or permitted to be agents, servants,joint venturers or partners of the Division. 24. Liability.The Division will not assume any liability for the acts,omissions to act or negligence of the Grantee, its agents, servants or employees; nor may the Grantee exclude liability for its own acts, omissions to act or negligence to the Division. a) The Grantee shall be responsible for claims of any nature, including but not limited to injury,death and property damage arising out of activities related to this Agreement by the Grantee, its agents, servants,employees and subcontractors. The Grantee shall indemnify and hold the Division harmless from any and all claims of any nature and shall investigate all such claims at its own expense. If the Grantee is governed by Section 768.28,Florida Statutes,it shall only be obligated in accordance with this Section. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 6 of 9 Chapter 1 B-2.01 1(2Xa),Florida Administrative Code,Effective 7-2016. 021 16139 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 4-9 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 or marital status. The Grantee shall insert a similar provision in all of its subcontracts for services under this Agreement. 27. Breach of Agreement.The Division will demand the return of grant funds already received, will withhold subsequent payments and/or will terminate this agreement if the Grantee improperly expends and manages grant funds; fails to prepare,preserve or surrender records required by this Agreement; or otherwise violates this Agreement. 28. Termination of Agreement. The Division will terminate or end this Agreement if the Grantee fails to fulfill its obligations herein. In such event,the Division will provide the Grantee a notice of its violation by letter and shall give the Grantee fifteen (15)calendar days from the date of receipt to cure its violation. If the violation is not cured within the stated period,the Division will terminate this Agreement. The notice of violation letter shall be delivered to the Grantee's Contract Manager, personally,or mailed to his/her specified address by a method that provides proof of receipt. In the event that the Division terminates this Agreement,the Grantee will be compensated for any work completed in accordance with this Agreement prior to the notification of termination if the Division deems this reasonable under the circumstances. Grant funds previously advanced and not expended on work completed in accordance with this Agreement shall be returned to the Division,with interest, within thirty(30)days after termination of this Agreement. The Division does not waive any of its rights to additional damages if grant funds are returned under this Section. 29. Preservation of Remedies.No delay or omission to exercise any right,power or remedy accruing to either party upon breach or violation by either party under this Agreement shall State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 7 of 9 Chapter 1 B-2.01 1(2Xa),Florida Administrative Code,Effective 7-2016. • 1 639 impair any such right,power or remedy of either party; nor shall such delay or omission be construed as a waiver of any such breach or default or any similar breach or default. 30. Non-Assignment of Agreement. The Grantee may not assign, sublicense or otherwise transfer its rights, duties or obligations under this Agreement without the prior written consent of the Division,which shall not unreasonably be withheld. The agreement transferee must demonstrate compliance with the requirements of the project. If the Division approves a transfer of the Grantee's obligations,the Grantee shall remain liable for all work performed and all expenses incurred in connection with this Agreement. In the event the Legislature transfers the rights,duties and obligations of the Division to another governmental entity, pursuant to Section 20.06,Florida Statutes or otherwise,the rights, duties and obligations under this Agreement shall be transferred to the succeeding governmental agency as if it was the original party to this Agreement. 31. Required Procurement Procedures for Obtaining Goods and Services. The Grantee shall provide maximum open competition when procuring goods and services related to the grant- assisted project in accordance with Section 287.057,Florida Statutes. a) Procurement of Goods and Services Not Exceeding$35,000. The Grantee must use the applicable procurement method described below: 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 may be procured by either Formal Invitation to Bid, Request for Proposals or Invitation to Negotiate and may be procured by purchase order, acceptance of vendor proposals or other appropriate procurement document. 32. Conflicts of Interest.The Grantee hereby certifies that it is cognizant of the prohibition of conflicts of interest described in Sections 112.311 through 112.326,Florida Statutes and affirms that it will not enter into or maintain a business or other relationship with any employee of the Department of State that would violate those provisions. The Grantee further agrees to seek authorization from the General Counsel for the Department of State prior to entering into any business or other relationship with a Department of State Employee to avoid a potential violation of those statutes. 33.Binding of Successors.This Agreement shall bind the successors, assigns and legal representatives of the Grantee and of any legal entity that succeeds to the obligations of the Division of Library and Information Services. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 8 of 9 Chapter 1 B-2.011(2Xa),Florida Administrative Code, Effective 7-2016. • 1609 34. Employment of Unauthorized Aliens.The employment of unauthorized aliens by the Grantee is considered a violation of Section 274A(a) of the Immigration and Nationality Act. If the Grantee knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. 35. Severability. If any term or provision of the Agreement is found to be illegal and unenforceable,the remainder will remain in full force and effect,and such term or provision shall be deemed stricken. 36. Americans with Disabilities Act.All programs and facilities related to this Agreement must meet the standards of Sections 553.501-553.513, Florida Statutes and the Americans with Disabilities Act of 1990. 37. Governing Law. This Agreement shall be construed, performed and enforced in all respects in accordance with the laws and rules of Florida. Venue or location for any legal action arising under this Agreement will be in Leon County, Florida. 38. Entire Agreement. The entire Agreement of the parties consists of the following documents: a) This Agreement h) Florida Single Audit Act Requirements(Attachment A) c) Fiscal Year 2016-2017 State Aid to Libraries Final Grants(Attachment B) The Grantee hereby certifies that they have read this entire Agreement and will comply with all of its requirements. Date of Agreement: (To he dated by the Department of State) THE APPLICANT/GRANTEE: Department of State: BOARD OF COUNTY COMMISSIONERS, COLLIER UNTY FLO IDA By: By: Donna Flab,Chairman ATTEST DWIGHT E. BROCK,Clerk Typed name and title By: AA,_,A 1.4.t.d I•C • Witness Attest ,g7i,,, --- ...es wrt Appr�..�'0�I�il�'�d legality: 1L J�t j .vsJ duh " i State Aid to Lib . 'e 1 Grant Agree ent(F�DLIS/SA02) Page 9 of 9 Chapter 1 B-2.01 (2 \),Florida Administrative Code, Effective 7-2016. *NO' i6U9 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 Agreement. MONITORING 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 cooperate with any monitoring procedures/processes deemed appropriate by the Department of State." In the event the Department of State determines that a limited scope audit of the Recipient is appropriate,the Recipient agrees to comply with any additional instructions provided by the Department of State staff to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with any inspections, reviews, investigations,or audits deemed necessary by the Chief Financial Officer(CFO) or Auditor General. AUDITS PART I: FEDERALLY FUNDED This part is applicable if the Recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised. 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 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 5 Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 1 6 0 9 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 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. 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. 3. If the Recipient expends less than$500,000 in state financial assistance in its fiscal year(for 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 audit conducted in accordance with the provisions of Section 215.97, Florida Statutes,the cost of the audit must be paid from the nonstate entity's resources(i.e.,the cost of such an audit must be paid from the Recipient's resources obtained from other than State entities). The Internet web addresses listed below will assist recipients in locating documents referenced in the text of this agreement and the interpretation of compliance issues. State of Florida Department Financial Services(Chief Financial Officer) State of Florida Legislature(Statutes, Legislation relating to the Florida Single Audit Act) State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 2 of 5 Chapter 1 B-2.011(2Xa),Florida Administrative Code, Effective 7-2016. 1 609 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 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: Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville, IN 47132 C. Other Federal agencies and pass-through entities in accordance with Sections .320(e)and(f), OMB Circular A-133,as revised. 2. 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 be submitted to the Department of State for the reasons pursuant to Section .320(e)(2), OMB Circular A-133, as revised,the Recipient shall submit the required written notification pursuant to Section .320(e)(2) and a copy of the Recipient's audited schedule of expenditures of Federal awards directly to each of the following: Department of State Office of Inspector General R.A. Gray Building, Room 114A 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: A. The Department of State at each of the following addresses: Department of State 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 1 B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1 609 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 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 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 this agreement for a period of 5 years from the date the audit report is issued,and shall allow the Department of State,or its designee, CFO, or Auditor General access to such records upon request. The Recipient shall ensure that audit working papers are made available to the Department of State,or its designee, CFO, or Auditor General upon request for a period of 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 ofState, Division of Library and Information Services, Bureau of Archives and Records Management. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 5 Chapter 1 B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1 6 09 EXHIBIT I FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: Not Applicable. COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: Not Applicable. MATCHING RESOURCES FOR FEDERAL PROGRAMS: Not Applicable. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: SUBJECT TO SECTION 215.97,FLORIDA STATUTES: Florida Department of State, State Aid to Library Grants, CSFA Number 45.030 Award Amount: Listed on Attachment B, Fiscal Year 2016-2017 State Aid to Libraries Final Grants COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: As contained in the Compliance Supplement to CSFA Number 45.030. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 5 of 5 Chapter I B-2.01 I(2Xa),Florida Administrative Code,Effective 7-2016. 1 609 ATTACHMENT B [Fiscal Year 2016-2017 State Aid to Libraries Final Grants] State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 1 of 3 • Chapter 1 B-2.011(2Xa),Florida Administrative Code.Effective 7-2016. 1 6 0 9 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. II. Library Vision Statement The Collier County Public Library recognizes the growing importance of technology in the 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 recognizes that not all users are comfortable with technology, and seeks to provide appropriate services to all users. III. Library Mission Statement 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 1. Current Computer Inventory a. Staff Computers— 99 b. Public Use Computers— 154 c. Library Children's Computers— 16 d. LSTA Grant 'Collier Connects' laptops 9 e. RFID Self Check-out Kiosks 7 f. iPad Tablets 46 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 0 1 609 3. Network Equipment a. Servers -- (2) IBM X3650– Catalog and Circulation Server -- (1) HP Proliant DL-320 G6–DNS Servers b. Routers i. Cisco 2821 –Internet router 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 ii. (2) Netgear GSM7248, 48 port iii. (2) Netgear FSM726T, 24 port iv. Netgear GS716T, 16 port(for Services outside firewall-Servers) d. Firewall: i. Cisco 5510 ASA 4. Internal connections i. Cat 5, 5e or 6 wiring used throughout all libraries 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 Services: 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. 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. Patrons can use the web page to check on materials on loan; to renew materials; to reserve materials; and to view program schedules, hours, locations, and make comments. Additionally, patrons may ask reference questions, suggest purchases and request interlibrary loan materials via the web page. The Library also sends out an occasional electronic newsletter to those who indicate they would like to receive it. 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, 0 1 6 0 9 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 go through an orientation that includes a technology assessment, though a hiring freeze has limited the number of new employees. Training is partially planned based on this assessment. 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. The Library assumes all expenses incurred to provide job related training to all employees. Training is available through: • Collier County Information Technology Department • Southwest Florida Library Network • 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. 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 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. D. Current Budget The Library is governed by Collier County, with the majority of operating funds coming from 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 0 1 609 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. E. Needs Assessment 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 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. 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. 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. 5. RFID and Self Check-out. Phased roll-out of RFID enabled self check-out and security gates will be completed. 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. We believe equipment, funding, and training are all in place to ensure a successful year that includes the implementation of new library projects. V. Technology Goals and Objectives and Timeline for Implementation A. To provide the most appropriate electronic information delivery system for patrons. 1. FY17 • • Consider and implement new components of the library automation system, as funds and staff time are available. • 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. 1 6 0 9 • 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. • 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. • 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- out. • Make any policy changes noted in surveys. 3. FY19 • Provide public training on use of commercial databases. • 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. • 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. • 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. • Migrate to data line options made available through the County network. 2. FY18 • 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. 1 609 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. • 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. • Survey public on their needs. • Work with any State Library or Library consortium projects, such as Virtual Reference. • Refine 'Ebranch'. 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. 1. FY17 • 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. • Provide public training in use of Library website. • Provide hands-on classes at Estates Lab, Golden Gate Lab, and Immokalee Lab. • Keep separate statistics on technology training for staff and the public. • Provide public training on e-govemment options. 2. FY18 • 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 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. 1 6 0 9 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. s Provide hands-on classes at Estates Lab, Golden Gate Lab, lmmokalee 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 DatelPhone Lines Staff Training 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 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 direct result of the Library's migration to the agency network. 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. 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. VII. Evaluation 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. 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 Ill circulation module, response time for the public using the wired Internet, and availability and response time for the wireless network. 1 609 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. 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. VIII. Staff Responsibility for Activities, Anticipated Staff Needs, and Redefining Staff Responsibilities Library automation staff members were absorbed by the County's IT Division in FY 16. The IT migration project consists of multiple members: • The Applications Analyst is lead project manager and responsible for the 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. Professional Library staff have assumed the responsibility of the quantitative monitoring. Reports are provided to Library Administration on a monthly basis. 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. All make recommendations for equipment upgrades, test specific software and hardware, and evaluate new products. Library Reference and Branch librarians evaluate new software and hardware, making 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 the Internet. Their recommendations have led to eliminating some databases, substituting one product for another, and the purchase of electronic message boards. Technical Services librarians and paraprofessionals also provided evaluations of new software prior to installation. They tested and evaluated the new IT configuration for staff computers. 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. 1609 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 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 By: akfruf2 144-. Donna Fiala, Chairman ATTEST: DWIGHT E. BROCK, Clerk By: atttist--rOC _ Deputy Cle Attest as to Chairman S signature only.. Approve• as f•j al• lality: -1111 tiir_■ Cour A •rney 6 , i, 9 1 ;:- ,„ iff*:,1: .. ,r,410. FLORIDA DEPARTMENT Of STATE RICK SCOTT KEN DETZNER Governor Secretary of State March 31,2017 Tanya Williams, Library Director Collier County Public Library 2385 Orange Blossom Drive Naples, Florida 34109-8840 Subject: State Aid to Libraries Grant Program, 17-ST-08 Dear Ms. ams: I&Iv a..-....- Division �-fDivision of Library and Information Services staff have reviewed the Fiscal Year 2016-17 State Aid to Libraries grant application submitted by your library. I am pleased to inform you that your library has met all of the requirements of Rule 1B-2.011,Florida Administrative Code. Grant funds will be paid in one payment,which was requested upon execution of the grant agreement. A copy of the executed grant agreement and a Notification of Grant Award are enclosed. Also enclosed is a list of the grants that libraries will receive during FY2016-17. If you need additional information or clarification,please contact Marian Deeney, State Aid to Libraries Grant Program administrator,at 850.245.6620 or marian.deeney@dos.myflorida.com. Si cerely. i • y L. .ifo son. D'r•' or Di ;sion f Library .nd Information Services ALJ/md Enclosures Division of Library and Information Services "` .I R.A. Gray Building• 500 South Bronough Street •Tallahassee, Florida 32399 850.245.6600 • 850.245.6735 (Fax) • info.florida.gov STATE AID TO LIBRARIES GRANT 16 I3 9 NOTIFICATION OF GRANT AWARD Fiscal Year 2016-17 Recipient: Project Start Date: Upon execution of grant agreement Collier County Public Library 2385 Orange Blossom Drive Naples, Florida 34109-8840 Tanya Williams, Library Director PROJECT PROJECT# CSFA*# AWARD State Aid to Libraries Grant 17-ST-08 45.030 $221,236 *Catalog of State Financial Assistance Grant Payment The grant payment will be requested upon execution of the grant agreement. Ili lue-10wiabri A y Johnson, Direc •r D to Division of Likiranienti Information Services Florida Department of State, Division of Library and Information Services 500 South Bronough Street, Tallahassee, Florida 32399-0250, 850.245.6620 Project Number: 17-ST-08 Collier County Public Library Collier County 1 6 0 9 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 Collier County Public Library This Agreement is by and between the State of Florida,Department of State,Division of Library and Information Services,hereinafter referred to as the"Division," and the Collier County Board of County Commissioners for and on behalf of Collier County 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 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 follows: 1. Grant Purpose.This grant shall be used exclusively for the"State Aid to Libraries Grant," the public purpose for which these funds were appropriated. a) The Grantee shall perform the following Scope of Work as identified in Section 257.17, Florida Statutes: Manage or coordinate free library service to the residents of its legal service area.The Grantee shall: 1. Have a single administrative head employed full time by the library's governing body; 2. Provide free library service,including loaning materials available for circulation free of charge and providing reference and information services free of charge; 3. Provide access to materials,information and services for all residents of the area served;and 4. Have at least one library,branch library or member library open 40 hours or more each week. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 1 of 9 Chapter I B-2.01 I(2Xa),Florida Administrative Code,Effective 7-2016. 41) 16L19 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 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 3. Expenditure of Grant Funds.The Grantee cannot obligate or expend any grant funds before the Agreement has been signed by all parties.No costs incurred after termination of the Agreement shall be allowed unless specifically authorized by the Division. 4. Contract Administration.The parties are legally bound by the requirements of this agreement Each party's contract manager,named below,will be responsible for monitoring its performance under this Agreement and will be the official contact for each party.Any notice(s)or other communications in ret to this agreement shall be directed to or delivered to the other party's contract manager by utilizing the information below.Any change in the contact information below should be submitted in writing to the contract manager within 10 days of the change. For the Division of Library and Information Services: Marian Deeney,Library Program Administrator Florida Department of State RA.Gray Building Mail Station#9D 500 South Bronough Street Tallahassee,Florida 32399 Phone: 850.245.6620 Facsimile: 850.245.6643 Email:marian.deeney@dos.myflorida.com For the Grantee: Tanya Williams,Interim Director/Assistant Director 2385 Orange Blossom Drive 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 9 111) Chapter 1B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1 6 9 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 accordance with the completion of the Deliverables. 6. Electronic Payments.The Grantee can choose to use electronic funds transfer(EFT)to receive grant payments.All grantees wishing to receive their award through EFT must submit a Vendor Direct Deposit Authorization form to the Florida Department of Financial Services.If EFT has already been set up for your organization,you do not need to submit another authorization form unless you have changed bank accounts.To download this form visit myfloridacfo.com/Division/AA/Forms/DFS-Al-26E.pdf. The form also includes tools and information that allow you to check on payments. 7. Florida Substitute Form W-9.A completed Substitute Form W-9 is required from any entity that receives a payment from the State of Florida that may be subject to 1099 reporting.The Department of Financial Services(DFS)must have the correct Taxpayer Identification Number(TIN)and other related information in order to report accurate tax information to the Internal Revenue Service(IRS).To register or access a Florida Substitute Form W-9 visit flvendor.myfloridacfo.com/.A copy of the Grantee's Florida Substitute Form W-9 must be submitted by the Grantee to the Division with the executed Agreement. 8. Financial Consequences.The Department shall apply the following financial consequences for failure to perform the minimum level of services required by this Agreement in accordance with Sections 215.971 and 287.058,Florida Statutes: Should the library fail to provide free library service to the public or to be open for at least 40 hours per week,it will no longer be eligible to receive State Aid to Libraries +t funding, and its funding will be reduced to zero. Payment will be withheld if Deliverables are not satisfactorily completed. 9. Credit Line(s)to Acknowledge Grant Funding.The Division requires public acknowledgement of State Aid to Libraries Grant funding for activities and publications supported by grant funds.Any announcements,information,press releases,publications, brochures,videos,web pages,programs,etc.created as part of a State Aid to Libraries Grant project must include an acknowledgment that State Aid to Libraries Grant funds were used to create them. Use the following text: State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 3 of 9 Chapter 1B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. ISO u 9 "This project has been funded under the provisions of the State Aid to Libraries Grant program,administered by the Florida Department of State's Division of Library and Information Services." 10.Non-allowable Grant Expenditures.The Grantee agrees to expend all grant funds received under this agreement solely for the purposes for which they were authorized and appropriated. Expenditures shall be in compliance with the state guidelines for allowable project costs as outlined in the Department of Financial Services' Reference Guide for State Expenditures, which are available online at myfloridacfo.com/aadir/reference guide/. Grant funds may not be used for the purchase or construction of a library building or library quarters. 11.Travel Expenses.The Subgrantee must pay any travel expenses,from grant or local matching funds,in accordance to the provisions of Section 112.061,Florida Statutes. 12.Unobligated and Unearned Funds and Allowable Costs.In accordance with Section 215.971,Florida Statutes,the Grantee shall refund to the State of Florida any balance of unobligated funds which has been advanced or paid to the Grantee. In addition,funds paid in excess of the amount to which the recipient is entitled under the terms and conditions of the :ieement must be refunded to the state agency. Further,the recipient may expend funds only for allowable costs resulting from obligations incurred during the specified . --ment period.Expenditures of state financial assistance must be in compliance with the laws,rules and regulations applicable to expenditures of State funds,including,but not limited to,the Reference Guide for State Expenditures. 13.Repayment.All refunds or repayments to be made to the Department under this agreement are to be made payable to the order of"Department of State"and mailed directly to the following address:Florida Department of State,Attention:Marian Deeney,Division of Library and Information Services, 500 South Bronough Street,Mail Station#9D, 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. Singh Audit Act.Each grantee,other than a steethatisaState agency,shall submit to an audit pursuant to Section 215.97,Florida Statutes. See Attachment A for additional information regarding this requirement If a Grantee is not required by law to conduct an audit in accordance with the Florida Single Audit Act because it did not expend at least$500,000 in state financial assistance,it must submit a Financial Report on its operations pursuant to Section 257.41(3),Florida Statutes within nine months of the close of its fiscal year. 15.Retention of Accounting Records.Financial records,supporting documents,statistical records and all other records,including electronic storage media pertinent to the Project,shall be retained for a period of five(5)fiscal years after the close out of the grant and release of the audit.If any litigation or audit is initiated or claim made before the expiration of the five- State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 9 Chapter 1B-2.01 1(2)(a),Florida Administrative Code,Effective 7-2016. 1609• year period,the records shall be retained for five fiscal years after the litigation,audit or claim has been resolved. 16.Obligation to Provide State Access to Grant Records.The Grantee must make all grant records of expenditures,copies of reports,books,and related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at reasonable times for the purpose of making audits,examinations,excerpts and transcripts. 17.Obligation to Provide Public Access to Grant Records.The Division reserves the right to unilaterally cancel this Agreement in the event that the Grantee refuses public access to all documents or other materials made or received by the Grantee that are subject to the provisions of Chapter 119,Florida Statutes,known as the Florida Public Records Act.The Grantee must immediately contact the Division's Contract Manager for assistance if it receives a public records request related to this Agreement. 18.Noncompliance.Any Grantee that is not following Florida statutes or rules,the terms of the grant agreement,Florida Department of State policies and guidance,local policies,or other applicable law or that has not submitted required reports or satisfied other administrative requirements for other Division of Library and Information Services grants or grants from any other Office of Cultural,Historical,and Information Programs(OCHIP)Division will be in noncompliance status and subject to the OCHIP Grants Compliance Procedure. ()CHIP Divisions include the Division of Cultural Affairs,the Division of Historical Resources,and the Division of Library and Information Services.Grant compliance issues must be resolved before a ; t award agreement may be executed and before 14 : 1 payments for any OCHIP grant may be released. 19.Accounting Requirements.The Grantee must maintain an accounting system that provides a complete record of the use of all grant funds as follows: a) The accounting system must be able to specifically identify and provide audit trails that trace the receipt,maintenance and expenditure of state funds; b) Accounting records must adequately identify the sources and application of funds for all t activities and must classify and identify grant funds by using the same budget categories that were approved in the grant application.If Grantee's accounting system accumulates data in a different format than the one in the grant application,subsidiary records must document and reconcile the amounts shown in the Grantee's accounting records to those amounts reported to the Division; c) An interest-bearing checking account or accounts in a state or federally chartered institution may be used for revenues and expenses described in the Scope of Work and detailed in the Estimated Project Budget; d) The name of the account(s)must include the grant award number, State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 5 of 9 Chapter 1B-2.01 1(2)(a),Florida Administrative Code,Effective 7-2016. 1609 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 the Grantee beyond those amounts already expended prior to the termination dstP. 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 Subgrantee will not use any grant funds for lobbying the state legislature,the state judicial branch or any state agency. 22.Independent Contractor Status of Grantee.The Grantee,if not a state agency,agrees that its officers,agents and employees,in performance of this Agreement,shall act in the capacity of independent contractors and not as officers,agents or employees of the state.The Grantee is not entitled to accrue any benefits of state employment,including retirement benefits and any other rights or privileges connected with employment by the State of Florida. 23.Grantee's Subcontractors.The Grantee shall be responsible for all work performed and all expenses incurred in connection with this Agreement The Grantee may subcontract,as necessary,to perform the services and to provide commodities required by this Agreement. The Division shall not be liable to any subcontractor(s)for any expenses or liabilities incurred under the Grantee's subcontract(s),and the Grantee shall be solely liable to its subcontractor(s)for all expenses and liabilities incurred under its subcontract(s).The Grantee must take the necessary steps to ensure that each of its subcontractors will be deemed to be independent contractors and will not be considered or permitted to be agents,servants,joint venturers or partners of the Division. 24.Liability.The Division will not assume any liability for the acts,omissions to act or negligence of the Grantee,its agents,servants or employees;nor may the Grantee exclude liability for its own acts,omissions to act or negligence to the Division. a) The Grantee shall be responsible for claims of any nature,including but not limited to injury,death and property damage arising out of activities related to this Agreement by the Grantee,its agents,servants,employees and subcontractors.The Grantee shall indemnify and hold the Division harmless from any and all claims of any nature and shall investigate all such claims at its own expense.If the Grantee is governed by Section 768.28,Florida Statutes,it shall only be obligated in accordance with this Section. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 6 of 9 Chapter 18-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1609 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-19 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 or marital status.The Grantee shall insert a similar provision in all of its subcontracts for services under this Agreement. 27.Breach of Agreement.The Division will demand the return of grant funds already received, will withhold subsequent payments and/or will terminate this agreement if the Grantee improperly expends and manages grant funds;fails to prepare,preserve or surrender records required by this Agreement;or otherwise violates this Agreement. 28.Termination of Agreement.The Division will terminate or end this Agreement if the Grantee fails to fulfill its obligations herein.In such event,the Division will provide the Grantee a notice of its violation by letter and shall give the Grantee fifteen(15)calendar days from the date of receipt to cure its violation.If the violation is not cured within the stated period,the Division will terminate this Agreement.The notice of violation letter shall be delivered to the Grantee's Contract Manager,personally,or mailed to his/her specified address by a method that provides proof of receipt.In the event that the Division terminates this Agreement,the Grantee will be compensated for any work completed in accordance with this Agreement prior to the notification of termination if the Division deems this reasonable under the circumstances.Grant funds previously advanced and not expended on work completed in accordance with this Agreement shall be returned to the Division,with interest, within thirty(30)days after termination of this Agreement.The Division does not waive any of its rights to additional damages if grant funds are returned under this Section. 29.Preservation of Remedies.No delay or omission to exercise any right,power or remedy accruing to either party upon breach or violation by either party under this Agreement shall State Aid to Libraries Grant Agreement(Form DLLSISA02) Page 7 of 9 Chapter 113-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1609 impair any such right,power or remedy of either party;nor shall such delay or omission be construed as a waiver of any such breach or default or any similar breach or default. 30.Non-Assignment of Agreement.The Grantee may not assign,sublicense or otherwise transfer its rights,duties or obligations under this Agreement without the prior written consent of the Division,which shall not unreasonably be withheld.The agreement transferee must demonstrate compliance with the requirements of the project.If the Division approves a transfer of the Grantee's obligations,the Grantee shall remain liable for all work performed and all expenses incurred in connection with this Agreement.In the event the Legislature transfers the rights,duties and obligations of the Division to another governmental entity, pursuant to Section 20.06,Florida Statutes or otherwise,the rights,duties and obligations under this Agreement shall be transferred to the succeeding governmental agency as if it was the original party to this Agreement. 31.Required Procurement Procedures for Obtaining Goods and Services.The Grantee shall provide maximum open competition when procuring goods and services related to the t : t- assisted project in accordance with Section 287.057,Florida Statutes. a) Procurement of Goods and Services Not Exceeding$35,000.The Grantee must use the applicable procurement method described below: 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 may be procured by either Formal Invitation to Bid,Request for Proposals or Invitation to Negotiate and may be procured by purchase order,acceptance of vendor proposals or other appropriate procurement document. 32.Conflicts of Interest.The Grantee hereby certifies that it is cognizant of the prohibition of conflicts of interest described in Sections 112.311 through 112.326,Florida Statutes and affirms that it will not enter into or maintain a business or other relationship with any employee of the Department of State that would violate those provisions.The Grantee further agrees to seek authorization from the General Counsel for the Department of State prior to entering into any business or other relationship with a Department of State Employee to avoid a potential violation of those statutes. 33.Binding of Successors.This Agreement shall bind the successors,assigns and legal representatives of the Grantee and of any legal entity that succeeds to the 'ow of the Division of Library and Information Services. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 8 of 9 Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 1 6 0 9 34.Employment of Unauthorized Aliens.The employment of unauthorized aliens by the Grantee is considered a violation of Section 274A(a)of the Immigration and Nationality Act.If the Grantee knowingly employs unauthorized aliens,such violation shall be cause for unilateral cancellation of this Agreement. 35.Severability.If any term or provision of the Agreement is found to be illegal and unenforceable,the remainder will remain in full force and effect,and such germ or provision shall be deemed stricken. 36.Americans with Disabilities Act.All programs and facilities related to this Agreement must meet the standards of Sections 553.501-553.513,Florida Statutes and the Americans with Disabilities Act of 1990. 37.Governing Law.This Agreement shall be construed,performed and enforced in all respects in accordance with the laws and rules of Florida.Venue or location for any legal action arising under this Agreement will be in Leon County,Florida. 38.Entire Agreement.The entire Agreement of the parties consists of the following documents: a) This Agreement b) Florida Single Audit Act Requirements(Attachment A) c) Fiscal Year 2016-2017 State Aid to Libraries Final Grants(Attachment B) The Grantee hereby certifies that they have read this entire Agreement and will comply with all of its requirements. Date of Agreement: I'-' i 9®17 (lo be dated by the Department ornate) THE APPLICANT/GRANTEE: Department of State: BOARD OF COUNTY COMMISSIONERS, COLLIER go UNIT FLO. 1 t A ! • r •,/� , t By. r �. By: Donna Fiala,Chairman my.1,6h1 on, erector ATTEST ivis'•' of Library and Information Services Derailment of State, State of Florida DWIGHT E.BROCK,Clerk Typed name and title to,, 91. 2,, e �t 7/ 1 ... . y^ru's- By: V.. .. .B►i.. . i 'I C • wi� Appy d ollt�li��,1i4' ` 111 Jaye' ` 1-i4.1 145,+ Y Stale Aid-to Lib 'e`Grant Agreediem(Fmel'm DLISISA02) Page 9 of 9 Chapter 1 B-2.01 (2 i ).Florida Administrative Code,Effective 7-2016. 12 1 6 0 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 Agreement. MONITORING 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 cooperate with any monitoring procedures/processes deemed appropriate by the Department of State." In the event the Department of State determines that a limited scope audit of the Recipient is appropriate,the Recipient agrees to comply with any additional instructions provided by the Department of State staff to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with any inspections,reviews,investigations,or audits deemed necessary by the Chief Financial Officer(CFO)or Auditor General. AUDITS PART I: FEDERALLY FUNDED This part is applicable if the Recipient is a State or local government or a non-profit organization as defined in 0 : Circular A-133,as revised. 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 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 5 Chapter 113-2.011(2)(a),Florida Administrative Code,Effective 7-2016. '� "' LU 6 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 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. 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. 3. If the Recipient expends less than$500,000 in state financial assistance in its fiscal year(for 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 audit conducted in accordance with the provisions of Section 215.97,Florida Statutes,the cost of the audit must be paid from the nonstate entity's resources(i.e.,the cost of such an audit must be paid from the Recipient's resources obtained from other than State entities). The Internet web addresses listed below will assist recipients in locating documents referenced in the text of this agreement and the interpretation of compliance issues. State of Florida Department Financial Services(Chief Financial Officer) www.fldfs.com/ State of Florida Legislature(Statutes,Legislation relating to the Florida Single Audit Act) www.leg.state.thus/ State Aid to Libraries Grant Agreement(Form DLIS/SA02) P.:e 2 of 5 Chapter 1B-2.011(2)(a),Florida Administrative Code,Effective 7-2016. 16119 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 500 S. Bronough St. Tallahngsre,FL 32399-0250 B. The Federal Audit Clearinghouse designated in OMB Circular A-133,as revised(the number of copies required by Sections.320(d)(1)and(2),OMB Circular A-133,as revised,should be submitted to the Federal Audit Clearinghouse),at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville,IN 47132 C. Other Federal agencies and pass-through entities in accordance with Sections.320(e)and(f), OMB Circular A-133,as revised. 2. In the event that a copy of the reporting package for an audit required by PART I of this agreement and conducted in accor cc with OMB Circular A-133,as revised,is not required to be submitted to the Department of State for the reasons pursuant to Section.320(eX2),OMB Circular A-133,as revised,the Recipient shall submit the required written notification pursuant to Section.320(e)(2)and a copy of the Recipient's audited schedule of expenditures of Federal awards directly to each of the following: Department of State Office of Inspector General RA.Gray Building,Room 114A 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: A. The Department of State at each of the following addresses: Department of State 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 113-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1609 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 : eement shall be submitted timely in accordance with OMB Circular A-133,Florida Statutes,and Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit organizations),Rules of the Auditor General,as applicable. 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 the date that the reporting package was delivered to the Recipient in correspondence accompanying the reporting pack::e. PART IV: RECORD RETENTION 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 Department of State,or its designee,CFO,or Auditor General access to such records upon request. The Recipient shall ensure that audit working papers are made available to the Dep. went 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 ofArchives and Records Management. State Aid to Libraries Grant Agreement(Form DLIS/SA02) Page 4 of 5 Cbapter 113-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 1111/419 16 Li 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. MATCHING RESOURCES FOR FEDERAL PROGRAMS: Not Applicable. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: SUBJECT TO SECTION 215.97,FLORIDA STATUTES: Florida Department of State,State Aid to Library Grants,CSFA Number 45.030 Award Amount:Listed on Attachment B,Fiscal Year 2016-2017 State Aid to Libraries Final Grants COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: As contained in the Compliance Supplement to CSFA Number 45.030. State Aid to Libraries Grant Agreement(Form DLISNA02) Page 5 of 5 Chapter 1B-2.011(2Xa),Florida Administrative Code,Effective 7-2016. 16 Li Attachment B 9 Fiscal Year 2016-17 State Aid to Libraries Final Grants This table shows the final State Aid to Libraries grant amounts that each eligible library will receive in 2016-17. For 2016-17, the available funding for State Aid grants is $22,298,834,which is 16.5 percent of what would be required for full funding. At this level, Operating Grants pay 2.85 cents on the dollar of expenditure by a participating library during the second preceding year. Operating Grants total 14,242,306; Equalization Grants total $5,253,741, and Multicounty Grants total $2,802,787. COUNTY/MUNICIPALITY OPERATING EQUALIZATION TOTAL GRANT GRANT GRANT ALACHUA COUNTY $457,456 $457,456 BAKER COUNTY $4,008 $48,110 $52,118 BAY COUNTY $61,415 $61,415 BRADFORD COUNTY $13,982. $334,822 $348,804 BREVARD COUNTY $424,236 $424,236 BROWARD COUNTY $1,590,945 $1,590,945 CALHOUN COUNTY $8,334 $201,703 $210,037 CHARLOTTE COUNTY $129,446 $129,446 CITRUS COUNTY $76,224 $76,224 CLAY COUNTY $58,347 $58,347 COLLIER COUNTY $221,236 $221,236 COLUMBIA COUNTY $26,998 $568,740 $595,738 DESOTO COUNTY $5,167 $61,104 $66,271 I DIXIE COUNTY $3,601 $43.491 $47,092 -DUVAL COUNTY $874,255- $874,255 ESCAMBIA COUNTY $145,431- $145,431 FLAGLER COUNTY $29,667 $29,667 FRANKLIN COUNTY $5,826, $68,482 $74,308 GADSDEN COUNTY $14,116 $334,354 $348,470 GILCHRIST COUNTY $2,823 $34,007 $36,830 GLADES COUNTY $1,480 $17,856 $19,336 GULF COUNTY $4,398 $52,108 $56,506 HAMILTON COUNTY $10,567 $253,832 $264,399 HARDEE COUNTY $3,900 $45,961 $49,861 HENDRY COUNTY $13,887 $162,898 $176,785 HERNANDO COUNTY $64,684^ $568,740 $633,424 HIGHLANDS COUNTY $15,613 $171,435 $187,048 HILLSBOROUGH COUNTY $1,050,850 $1,050,850 HOLMES COUNTY $3,077 $37,205 $40,282 INDIAN RIVER COUNTY $97,005 $97,005 JACKSON COUNTY $10,273 $121,351 $131,624 JEFFERSON COUNTY $6,664 $160,618 $167,282 State Aid to Libraries Grant Agreement(Form DLIS/SA02) Chapter 1B-2.011(2)(a),Florida Administrative Code, Effective 7-2016. Page 1 of 3 1609 COUNTY/MUNICIPALITY OPERATING EQUALIZATION GRANT TOTAL GRANT GRANT LAFAYETTE COUNTY $3,623 $87,983 $91,606 LAKE COUNTY $201,152 $201,152 LEE COUNTY $737,925 $737,925 LEON COUNTY $172,272 $172,272 LEVY COUNTY $10,313 $121,335 $131,648: LIBERTY COUNTY $2?276 $55,310 $57,586 MADISON COUNTY $12,517 $301,255 $313,772 MANATEE COUNTY $186,115. $186,115 MARION COUNTY $154,658 $154,658 MARTIN COUNTY $113,571 $113,571 MIAMI-DADE COUNTY $1,376,982 $1,376,982 MONROE COUNTY $81,529 $81,529 NASSAU COUNTY $35,986 $35,986 OKALOOSA COUNTY $96,762 $96,762. - - OKEECHOBEE COUNTY $7,505 $88,314- $95,819 ORANGE COUNTY $970,528 $970,528 OSCEOLA COUNTY $172,317 $172,317 PALM BEACH COUNTY $1,163,494 $1,163,494 PASCO COUNTY $161,248 $161,248 PINELLAS COUNTY $808,793 $808,793 POLK COUNTY ' $294,716 $294,716 PUTNAM COUNTY $17,047 $193,475 $210,522 SAINT JOHNS COUNTY $154,223 $154,223 SAINT LUCIE COUNTY $97,099 $97,099 SANTA ROSA COUNTY $52,386 $52,386 - SARASOTA COUNTY $297,590 $297,590 - SEMINOLE COUNTY $159,943 $159,943 ,... SUMTER COUNTY $66,354 $114,721 $181,075 SUWANNEE COUNTY .:' $36,480 $568,740 $605,220 I TAYLOR COUNTY $6,307 $74,737 $81,044 UNION COUNTY $3,459 $84,022 $87,481 VOLUSIA COUNTY $431,0971 $431,097 WAKULLA COUNTY $6,266 $74,680 $80,946 WALTON COUNTY $22,164 $22,164 WASHINGTON COUNTY $8,447 $202,352 $210,799 State Aid to Libraries Grant Agreement(Form DUS/SA02) Chapter 113-2.011(2)(a), Florida Administrative Code, Effective 7-2016. Page 2 of 3 16 0 COUNTY/MUNICIPALITYOPERATING EQUALIZATION TOTAL GRANT GRANT GRANT ALTAMONTE SPRINGS $11,933 $11,933 BOYNTON BEACH $71,088 $71,088 DELRAY BEACH $69,445 $69,445 FORT MYERS BEACH $29,586 $29,586 HIALEAH $43,000 $43,000 LAKE PARK $6,341 $6,341 LAKE WORTH $13,011 $13,011 LANTANA $4,281 $4/281 MAITLAND $17,566 $17,566, NEW PORT RICHEY $31,179 $31,179 NORTH MIAMI $25,280 $25,280 NORTH MIAMI BEACH $18,842 $18,842 NORTH PALM BEACH $21,137 $21,137 OAKLAND PARK $17,170 $17,170 PALM SPRINGS $20,962° $20,962 RIVIERA BEACH $23,043 $23,043 SANIBEL $48,700 $48,700 WEST PALM BEACH $115,432 $115,432 WILTON MANORS $19,693 $19,693 WINTER PARK $75,562 75,562 Total $14,242,306' $5,253,741 $19,496,047 Multicounty Grants HEARTLAND LIBRARY COOPERATIVE $450,000 NEW RIVER PUBLIC LIBRARY COOPERATIVE $325,149 NORTHWEST REGIONAL LIBRARY SYSTEM $350,000 PAL PUBLIC LIBRARY COOPERATIVE $350,000 PANHANDLE PUBLIC LIBRARY COOPERATIVE SYSTEM $325,974 SUWANNEE RIVER REGIONAL LIBRARY SYSTEM $350,000 THREE RIVERS REGIONAL LIBRARY SYSTEM $335,952 WILDERNESS COAST PUBLIC LIBRARIES $315,712 Total $2,802,787 Grand Total $22,298,834 -In FY 2016-17, Temple Terrace is receiving funding as a part of the Hillsborough County Library Cooperative. 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