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Agenda 09/24/2019 Item #16D 6 (Grant Agreement #20-ST-08 for State Aid to Libraries Grant)
09/24/2019 EXECUTIVE SUMMARY Recommendation to approve the FY2019-2020 State Aid to Libraries Grant and authorize the Chairman to sign the grant agreement #20-ST-08 required for the submission of the grant application to the Florida Department of State, Division of Library and Information Services for funding in the estimated amount of $221,697 and authorize the County Manager or designee to sign all certifications. OBJECTIVE: To obtain State Aid to Libraries Grant funds to support the Collier County Library system. CONSIDERATIONS: Collier County Public Library qualifies for State Aid to Libraries under Chapter 257 of the Florida Statutes. The Florida Department of State, Division of Library and Information Services administers this program. The Board of County Commissioners (Board) has approved submission of the application for State Aid and associated agreements and documents for over three (3) decades. The grant application requires the Board to sign the grant agreement #20 -ST-08 and associated certifications in advance of the award. State Aid for FY20 was authorized by the 2019 Florida State Legislature. State Aid is available to Florida public library systems that qualify as a result of meeting minimum requirements as stipulated in Chapter 257, Fla. Stat. and Chapter 1B-2, Florida Administrative Code. The grant amount is calculated using a formula that considers: (1) the number of library systems in Florida that qualify in a given year, (2) the total amount made available by the State Legislature to improve library services within the State, and (3) the amount of local funds appropriated for the Library adjusted by a factor of up to twenty-five (25) cents on the dollar. Funds are intended to supplement, rather than replace, local effort towards that end. State Aid may not be used for the purchase or construction of a library building or library quarters. It may be used for operating and maintenance purposes, personnel, materials, and equipment. The grant application submission deadline is October 1, 2019. When the final award is made and the executed agreements are received, Budget Amendments will be prepared and presented to the Board. FISCAL IMPACT: The preliminary estimates show that Collier County Public Library should receive $221,697 in State Aid. Upon notification of the grant award, the Board will be asked to accept the grant and approve the Budget Amendment to recognize the revenue and appropriate expenditures. There is no impact to the General Fund with this grant. LEGAL CONSIDERATIONS: This Item is approved for form and legality and requires a majority vote for Board action. -JAB GROWTH MANAGEMENT IMPACT: There is no Growth Management impact due to this request. RECOMMENDATION: To approve the FY2019-2020 State Aid to Libraries Grant and authorize the Chairman to sign the grant agreement #20-ST-08 required for the submission of the grant application to the Florida Department of State, Division of Library and Information Services for funding in the estimated amount of $221,697 and authorize the County Manager or designee to sign all certifications. Prepared By: Hilary Halford, Sr. Grant & Housing Coordinator, Community & Human Services Division 16.D.6 Packet Pg. 1571 09/24/2019 ATTACHMENT(S) 1. pub-lib-admin State Aid applications available (PDF) 2. [LINKED] SALG 20-ST-08 State Aid to Libraries Grant Application.Contract CAO stamped (PDF) 16.D.6 Packet Pg. 1572 09/24/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.D.6 Doc ID: 9980 Item Summary: Recommendation to approve the FY2019-2020 State Aid to Libraries Grant and authorize the Chairman to sign the grant agreement #20-ST-08 required for the submission of the grant application to the Florida Department of State, Division of Library and Information Services for funding in the estimated amount of $221,697 and authorize the County Manager or designee to sign all certifications.. Meeting Date: 09/24/2019 Prepared by: Title: – Community & Human Services Name: Hilary Halford 09/03/2019 8:39 AM Submitted by: Title: Manager - Federal/State Grants Operation – Community & Human Services Name: Kristi Sonntag 09/03/2019 8:39 AM Approved By: Review: Library Tanya Williams Additional Reviewer Completed 09/03/2019 8:52 AM Community & Human Services Cormac Giblin Additional Reviewer Completed 09/03/2019 10:27 AM Community & Human Services Maggie Lopez Additional Reviewer Completed 09/03/2019 3:53 PM Community & Human Services Tami Bailey Additional Reviewer Completed 09/05/2019 7:49 AM Community & Human Services Kristi Sonntag CHS Review Completed 09/05/2019 10:45 AM Public Services Department Kimberley Grant Level 1 Reviewer Completed 09/05/2019 11:50 AM Public Services Department Todd Henry Level 1 Division Reviewer Completed 09/05/2019 1:12 PM Grants Erica Robinson Level 2 Grants Review Completed 09/05/2019 2:39 PM County Attorney's Office Jennifer Belpedio Level 2 Attorney of Record Review Completed 09/06/2019 3:11 PM Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 09/10/2019 10:08 AM Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 09/10/2019 3:39 PM Budget and Management Office Ed Finn Additional Reviewer Completed 09/10/2019 6:09 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/12/2019 11:08 AM County Manager's Office Geoffrey Willig Level 4 County Manager Review Completed 09/16/2019 3:35 PM Board of County Commissioners MaryJo Brock Meeting Pending 09/24/2019 9:00 AM 16.D.6 Packet Pg. 1573 From:Deeney, Marian To:pub-lib-admin@list.dos.myflorida.com Subject:[pub-lib-admin] State Aid applications available Date:Friday, August 2, 2019 10:36:05 AM Attachments:ATT00001.txt Applications for the State Aid to Libraries Grant program are available in the Department of State Grants System. Applications must be submitted online. The deadline for application submission is 11:59 p.m. Eastern on October 1, 2019. Guidelines for completing the State Aid applications are available on the Florida Department of State’s (DOS) Division of Library and Information Services website. Applications have been set up in the DOS Grants System for you. Documents that typically do not change from year to year have been copied into the applications. Please review them carefully to ensure that the documents are correct and still current. To get to your application: Go to dosgrants.com and log in. If you have forgotten your password, click “Forgot Password” (upper right) to reset your password. Once you have logged in, go to the Grants tab, then select “My Organization Applications.” You should then see your State Aid application. Click “Edit” to work on your application. If you have any questions, please contact me using the information below or David Beach at 850.245.6630 or david.beach@dos.myflorida.com. Marian Deeney Library Program Administrator Division of Library and Information Services R.A. Gray Building, 2nd Floor North 500 South Bronough Street Tallahassee, FL 32399-0250 850.245.6620 phone 850.245.6643 fax email: marian.deeney@dos.myflorida.com 16.D.6.a Packet Pg. 1574 Attachment: pub-lib-admin State Aid applications available (9980 : Recommendation to approve submission of the State Aid for Library Grant State Aid to Libraries Grant FY 2019-2020 Application 20 -ST -08 Submitted by: Public Services Department, Library Division Tanya Williams, Division.Director-Library 2385 Orange Blossom Drive Naples, FL 34109 239-593-3511 Tanya.WiIlia ms@colliercountyfLgov Grants Compliance Office Therese Stanly, Grants Compliance 239-252-2959 Therese.Stanley `@colliercountyfl.Eov Collier County Public Library Project Title: State Aid to Libraries Grant Project Number: 20 -ST -08 A. Applicant Information Page 1 of 21 Applicant Information a. Organization Name: Collier County Public Library J b. FEID: 59-6000558 c. Phone number: 239.593.3511 d. Principal Address: 2385 Orange Blossom Drive Naples, 34109-8840 e. Mailing Address: 2385 Orange Blossom Drive Naples, 34109-8840 f. Website: www.colliergov.net/library g. Organization Type: County Government h. Organization Category: Library i. County: Collier j. DUNS number: 076997790 1. Applicant Director First Name Tanya Last Name Williams Phone 239.252.7392 Email Tanya.Williams@colliercountyfl.gov 2. Project Manager * First Name Tanya Last Name °�� Williams Phone 239.252.7392 Email tanya.wiIliams@colliercountyfl.gov 3. Choose Library Type: * *Single county library OMunicipal library ©County participating in a Multicounty library OMulticounty library 4. Is the library in its first two years of operation? }Yes QNo L B. Expenditure Report Page 2of21 The Expenditure Report provides details on library expenditures by funding source. The information assists both local library personnel and Division staff in verifying the accuracy of the funds a library reports as expenditures qualifying for match under Chapter 257, Florida Statutes. The total amount listed in the "Local" column is the amount used to calculate the State Aid grant amounts. @Help Click Save to Update Totals 1. Expenditure Report -October 1, 2017 - September 30, 2018 * Expenditure Report -October 1, 2017 - September 30, 2018 Expenditure Category Local State Federal Other Total 10 Personnel Services $5,417,498 $5,417,498 30 Operating Expenses $2,248,053 $94,509 $2,342,562 60 Capital Outlay (Non -Fixed) $1,291,295 $61,016 $1,352,311 Other $0 Total for the operation & maintenance $8,956,846 $155,525 $0 $0 $9,112,371 of the library 60 Capital Outlay (Fixed, including $0 purchase or construction of a library building or quarters) 2. Notes If your total expenditures have changed by more than 10% from last year, please explain in the Notes field. 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U m'm w J O U A WLn m Ln O 0 J v c a a C ci rLD -iu Ln v a LLL « * O O LL - .*x � a U LLL « 0 ei n C 3 LL NO N N Q d d E E £ £ E E U U U yrnrn rnm kn n n n n cm m m N L C -0 -0 oa v 0- c c O E E Q Q d d v a 0 d � N CL a a 0 0 v v Q Q LL LL l7 U` Z Z 0 2 2 rn E �- E rn 0)N 0) _ m E U o EI: Eu.z O0 z d � U o .1 0 L (p L F lD U c^ U c V R ID@ Ln C °' 3 CL m O LL U LL : �c NO YBCS_BUD_TO_ACTUAL Adopted Budget Amended Budget Collier county, Florida Actual Available %Coneuv Budget to Actual Comparison BCS Dcilldown Report Fiscal Year 2018 570,255199 93.0E 156100 LIBRARY AIX4IN Period 0 to 13 statistical Indicator: 111,241,94 Fund 001 1,125,163500 GENERAL FUND to GENERAL FUND Fund Center 156100..156190 87.0 Bonds Center 504,884.00 Commitment Item 500000..799999 479,308.15 Commitment Item 94.9 Grants 361,095;00 361,830.00 to Funded Program * • 156150 IM BRANCH LIB 278,880.00 to Date 08/23/2019 Time 10:56:44 Client 300 GENERAL FUND Fund Ct:'•:;/ Covin Itev Adopted Budget Amended Budget C..sitment- Actual Available %Coneuv *+L Grand Total-FC/CL 8,173,400.00 '-6,191,177.21 Report 7;620,921.22 570,255199 93.0E 156100 LIBRARY AIX4IN 2,885,952200 2,941,379.00 2,030,137.06 111,241,94 96.2 156110 MAPLES BRANCH 1,125,163500 1,084,963.00 943,783.21 141,179.79 87.0 156140 G GATE BHAHCH LIB 504,884.00 504,884.00 to LIBRARY 479,308.15 25,575.65 94.9 156145 ESTATES (BRANCH LIB 361,095;00 361,830.00 337,231.67 24,598,33 93.2 • 156150 IM BRANCH LIB 278,880.00 279,515.21 240,103.65 39,411.55 85.9 • 156160 MARCO ISL BRANCH L 398,203.00 398,203.00 to 339,522.65 58,680.15 85.3"- • 156170 VANDERBILT BCH LIB : 323,467.00 323,467.00 to 308,361.91 15,105.09 95.3 �! r 156175 LIBRARY READOUARTE 1,324,860°}00 1,324,668.00 1,21,9,997.28 104,870.72 92.1f • 156100 E NAPLES: BRANCH LI f 309,553,00 309,553.00 278,954.18 30,598.82 90.11 • 156186 SOUTH REGIONAL LIB 661,335L00 662,515.00 643,521.26 18,993.74 97.1 YBCS_BUD_TO_ACTUAL Collier County, Forida Date 08/23/2019 Budget to Actual Comparison BCS Drilldoun Report Time 10:57:40 Fiscal Year 2018 client 300 Period 0 m 13 statistical Indicator: Fund 129 LIBRARY GRANTS/PROS to LIBRARY GRANTS/PROJ LIBRARY GRANTS/PROS Fund Center 156100..156190 Funds Center Commitment Item 500000..799999 Commitment Item Grants to Funded Program • to YBCS_BUD_TO_ACTUAL Collier County, Florida Data 06/23/2019 Budget to Actual Comparison BCS Drilldown Report Time 10:54:03 Fiscal Year 2018 Client 300 Period 0 to 13 Statistical Indicator: Fund 301 COUNTY -WIDE CAP PROS to COUNTY -WIDE CAP PROD COUMPY-WIDE CAP PROS Fund Center 156100..156190 Funds Center commitment Item 500000..799999 Commitment Item Grants to Funded Program • to Fund 307 -- No Data YSCS_BUD-TO ACTUAL Collier County, Florida Date 08/23/2019 Budget to Actual Comparison BCS Drilldewn Report Time 10:58:50 Fiscal Year 2018 Client 300 Period 0 to 13 Statistical Indicator: Fund 355 LIBRARY SYS IMPACT to LIBRARY 8Y8 IMPACT LIBRARY SYS IMPACT Fund Center 156100..156190 Funds Center Commitment item 500000..799999 commitment Item Grants to Funded Program * to Y8C5_BUD_TO_ACTUAL Collier County, Florida Date 08/23/2019 Budget to Actual Comparison BCS Drilldown Report Time 11:00:01 Fiscal Year 2018 Client 300 Period 0 to 13 Statistical Indicator: Fund 612 LIBRARY TRUST FUND to LIBRARY TRUST FUND LIBRARY TRUST FUND Fund Center 156100..156190 Funds Center Commitment Item 500000..799999 Commitment Item Granas to Funded Program + to YBCS BUD TO ACTUAL Fiscal Year Period Fund Fund Center Commitment Item Grants Funded Program Collier County, Florida Data 06/23/2019 Budget to Actual Comparison BOB Drilldown Report Time 11:00:52 2010 Client 300 0 to 13 Statistical Indicator: 709 PUBLIC SERVICE GRANT to PUBLIC SERVICE GRANT PUBLIC SERVICE GRANT 156100..156190 Funds Center 500000..799999 Commitment Item to to YBCS BUD TO ACTUAL Collier County, Florida Date 06/23/2019 Budget to Actual Comparison BCS Drilldown Report Time 11:01:95 Fiscal Year 2010 client 300 Period 0 to 13 Statistical Indicator: Fund 710 PUBLIC SERVICE MATCH to PUBLIC SERVICE MATCH PUBLIC SERVICE MATCH Fund Center 156100..156190 Funds Center Commitment Item 500000..799999 Commitment Item Grants to Funded Program • to C. Certification of Local Operating Expenditures Page3 of 21 Certification of Local Operating Expenditures We hereby certify that the following total funds from local sources were expended centrally during the fiscal year beginning October 1, 2017, and ending September 30, 2018, for the operation and maintenance of a library under the provisions outlined in Chapter 257.14 - 257.25, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. We further certify that the amount listed below does not include funds received from the federal government; funds received from state government; or funds used for purchase or construction of a library building or library quarters. Such funds are not eligible to be used as local match for State Aid applications under Chapter 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. Total local funds expended centrally by the library for the operation and maintenance of a library between October 1, 2017, and September 30, 2018 is $8,956,846 Help Download the Certification, obtain signatures and upload the signed form to this page. There should be a total local funds expended amount on the form. If not, complete the Expenditures Report first, before downloading and signing the Certification. The Certification Form should be signed by the Library's Single Administrative Head and the Library's Finance Manager. Download Certification Form 1. Certification Form Upload * File Name SALG 20 -ST -08 C Certification Of Local Operating Expenditures. pdf 2. Notes 3. Notes File Uploaded On Size 134 8/23/2019 [KB] 11:59:58 AM View (opens in new window) View file 0 FLORIDA DEPARTMENT OF STATE DIVISION OF LIBRARY AND INFORMATION SERVICES FY 2020 STATE AID TO LIBRARIES GRANT APPLICATION CERTIFICATION OF LOCAL OPERATING EXPENDITURES The Collier Comity Board ofCounty Commissioners govemu g body for Collier County Public Library We hereby certily that the following total funds fromlocal sources were expended centrally during the fiscal year beginning October 1, 2017 and ending September 30, 2018 for the operation and maintenance ofa library under the provisions outlined it, Chapter 257.14 - 257.25, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program We Rather certiry that the amount listed below does not include funds received from the federal government; funds received Rom state goveimrent; or fiords used for purchase or construction ofa library building or library quarters. Such finds are not eligible to be used as local match for State Aid applications under Chapter 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program Total local fonds expended centrally by the library for the operation and maintenance of a library betneen October 1, 2017 and September 30, 2018: $8,956,846 SIGNATURES Division Director -Corporate Library (D vision Director Finance & Management Services Tanya R. Williams Typed Name Mark Isackson TypedName 23 August 2019 Date Date Approved as to form and legality C Assistant County } t(orncy\t� 6 0?) D. Designation of Single Library Administrative Unit Page 4 of 21 Provide documents verifying designation of the single library administrative unit. The single library administrative unit means an eligible political subdivision under Section 257.17, Florida Statutes, that is designated by a county or municipality to be responsible for managing or coordinating free library service to its residents. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Designation of Single Library Administrative Unit * If information to meet this requirement is contained in another document use the "Notes" field to indicate where the information is located. ® No changes from previous year Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation File Designation of Single Library Administrative Unit_1957.pdf 3. Notes Title 1957 Resolution Creating the Collier County Public Library Description Size Type View (opens in new window) 161 View file [KB] COUNTY OF COLLIER 1 I, WILLIAM J. REAGAN, Clerk of Courts in and for the Twentieth Judicial Circuit, Collier County, Florida, do hereby certify that the foregoing is a true and correct copy of: A RESOLUTION PERTAINING TO THE COUNTY FREE PUBLIC LIBRARY as it appears in Minute Book $4, Page 417 under date of September 17, 1957. WITNESS my hand and the official seal of the Board of County Commissioners of Collier County, Plorida, this Rth day of October, 1994. WILLIAM J. REAGAN Clerk of Courts and Clerk Ex officio to Board of County Commissioners By yJ' VirgaMagri, epu erc I •: map* ha received. The Board of County Commissioner. was furnlad a copy of each of Lha" public notice.. Feud on our Mnorladga of in ees minor passage*,- from .Nomination of aerial photographs and available papa. and In the absence of protests it was considered that the fills would not o ... tltuts an unr... Pueblo obstruction to the public rights of navigation and It was on that basis that the permits wore issued. Certain local Interests, partloul"Iy the President of the Marco Develop. went Corporation, have lodged vigorous protect. with respect to the placemen of chase fills and have stated that they did not receive the public outdoes which we Ssauads They claim that the fill# materially obstruct fishing coats which bad habitually used these posse In asking transit from the town of Karoo through Tarpon lay Into Jolm.em Bay. They seree that fishing boats can ad11 Mich Johnson Bay but Met the p0.eege to the west to the Big Karo Pena channel I. very tnconvenient, costly and delaying, In vier of the fact that the permits were lammed in good faitho baud an applications made In •-and faith. our position In requiring the applicant to remora one of the fill. and repl.de it by a bridge to not strong. As your body fa the govemlnc fatly of the was and Interested In the general welfare of the Polito I feel that It 1a appropriate that I secure frne you a atat..ent of your feel inns in the matter. You are aonversent with the boailnp that hes taken place inthe was and your opinion as to the validity of the position taken by the protestant. will to ......toted. Aa the road 1. apparently to be a public road it may be that the County .111 ..holder ftmdlf in • position to take part with the esmlttee 1n any remedial action found n ..... ary. Your oowmonto Cn into p ... lbillty are .leo eoll.lted. I mm sure that you will understand my position In -Utematter and q roam for uddreaelm this inquiry to you. Your doep.ratton will no appr.ctated, aln.wely yours, - S/ Paul D. Tro .ler 2 Intl@ Colonel, Corp. Of-.1ne.ra 1. Mgs.. Permit No. 975 District inglnoor 2. MRS., Permit No. 1005 After dme Constdwatien of the letter upon motion of lbnml Saioner Janes seemed" by Co.nisstoner Moore and mnn rete duly owrIod. the County .nvinear v0. instructed to Maas an Investigation and asks . report or his finding$* Upon motion of Commissioner do"lett* "coned by Coe.iselener Watklns and upon vete duly, carried, the following resolution was adopt"& - RESOLUIIOMt COUNTY FREE PUpLIC LIBBARf :1R1W.Chapter 150* F1oPI49 Statutes, laps, provides tnet the h,.N_ of Society Commissioners of the*; several oomtles of the State ma esttbileh, operate and maintain library* n a free publlo or fres library ervine for that County. and WHEREAS, the Board of County COaeplseloere of Colller County. Plorids has set up In the 1957-58 ludget $UsMo for such *rvtoep continent upon 110.000# tram the Federal Oavernaent for the establishment. aparatiom and maintenance of • Mr public library# NOW, THEREFORE, BE IT RESOLVED I the Board of County CaummLsleness of Collier County,Florlda. the' his Coeur DO ARD DOES BOBBY tentatively esorove the ost.bllshuent of a tree. public library for ---» fm^Oa1Mer•CoutttyllT r.7E-7T 7MTRZR ARSOLYED that the JIwk 1a hnnq Instructed to Several" for bo smeceselvs weeks In the Collier County Nese. Rawles. Florida, that final action to establish a'county rose Public library, ehrrat. and maintain eve, will be taken at the regular meeting of the Bmmd of County Cammtsaimars, of Collier County.tlorlda. in the County Board Meme at the Courthouse 1. everglad.S. do TnOS"Y'r Oatebar 1. 1957. The ChalroSn read a letter from the Atlantic Coast Later Railroad Company gated Septniber 16. 1957 statingthat the Atlantic Coast Lens RSllremd Company Intends be maks applleatlon to the Florida Railroad and Public Utilities Commission for permission to &hand" chelr stationbuilding at Capeland( Florida* The letter we. ordered filed. The Chairman road • letter from the Atlantic Coast Line Railroad goepany &toting that they had received written opposition to the oPwulug of railroad crossing 99.7 fest L?" E. Designation of a Governing Body Page5of21 Provide documents verifying designation of a governing body to administer free library service to residents of an eligible political subdivision. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Designation of a Governing Body'" 0 No changes from previous year Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation File Ordinance 93- 86—Advisory Boards.pdf 3. Notes Title Collier County Ordinance 93-86, Library Advisory Board & Duties of Library Director Description Size Type View (opens in new window) 303 View file [KB] ORDINANCE 93-86 AN ORDINANCE AMENDING COLLIER COUNTY N A25P6� ORDINANCE NO. 88-71 AND THEREBY PROVIDING ci r5 28� FOR APPOINTMENT AND COMPOSITION, TERMS OF m OFFICE; REMOVAL FROM OFFICE AND FAILURE TO ' ATTEND MEETINGS, PROVIDING FOR OFFICERS, 6�J� QUORUM, AND RULES OF PROCEDURE; 49 -+ REIMBURSEMENT OF EXPENSES; SETTING FORTH THE -n Q��6%A w FUNCTIONS,, POWERS AND DUTIES OF THE LIBRARY i. A ADVISORY BOARD; DUTIES OF THE LIBRARY n �9�' DIRECTOR OR.DESIGNEE; REVIEW PROCESS; �Yrlttot6a PROVIDING FOR CONFLICT AND SEVERABILITY; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Board of County Commissioners of Collier. J. 0 G , County, Florida, established the Collier County Public Library and in September, 1957, the Governor of Florida appointed five (5) individuals to serve as the first Library Advisory Board; and WHEREAS, Chapter 71-1:4,.Laws of Florida, provides that members of the Collier county Library Advisory Board are to be appointed by the Board of County Commissioners; and WHEREAS, in January, 1973, the Board of County Commissioners made its first appointments to the Library Advisory Board; and WHEREAS, Collier County Ordinance No. 86-41 established standards for creation and review of County Boards including the Library Advisory Board; and WHEREAS, Collier County Ordinance No. 88-71 confirmed the creation of the Library Advisory Board and established terms and conditions of membership on the Library Advisory Board; and WHEREAS, Collier County Ordinance No. 92-44 amended Collier County Ordinance No. 86-41; and WHEREAS, it is appropriate that Collier County Ordinance No. 88-71 be amended in certain respects to be consistent with County Ordinance No. 86-41, as amended. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COUNTY .SECTION TWO. APPOINTMENT AND COMPOSITION a) The Library Advisory Board (herein "Board") shall consist of five (5) members whleh who shall represent the five (5) County Commission Districts. b) Members of the Library Advise" Board shall be appointed by and serve at the pleasure of the Board of County Commissioners. Said members shall be permanent residents and electors of Collier County. c) Appointment of members to serve on the Library Advisery Board shall be by resolution of the Board of County Commissioners, which resolution shall set forth the date of appointment and the term of office. initial -pr_,.,}___}_ to Librarythe Advisory Beard shall be made from these members presen I serving en the Library Advisory Beard upen the e €eetive date e€ this erdinanee ;f L_r any _r }}_r_ is membership _f the Library AdvisoryBear-dr tThe Board of County Commissioners shall request and accept applications from the general public to eempiete the initial a' « n}a -}„ ef members serve as members of to the Libravy Adv4sery Board. SECTION THREE. TERMS OF OFFICE The initial terms of office of the Board shall be as follows: a we (2) members will serve until Beeember -31, 1990. b) Thr__ (a) members will serve until: f1_.._mbe 3 9 1988` Thereafter—, a1 Each appointment or reappointment shall be for a term of four (4) years. A person shall not be considered to have served a full term of office unless that person has served at least two (2) years. All terms of office -- shatl -expire on the- 31st day of December. the remainder of the unexpired term of office. cl Notwithstanding the above an individual may be reappointed to the Board after a hiatus of at least two years. SECTION FOUR. REMOVAL FROM OFFICE; FAILURE TO ATTEND MEETINGS a} Members of the Board serve at the pleasure of the Board of County Commissioners and Aany member of.the Library Advisory Board may be removed from office by a majority vote of the Board of County Commissioners. Members shall attend all meetings of the Board and committees to which they may be appointed Anv-Board member who is absent for more than one-half of the Board's meetings in a given fiscal Year shall be deemed to have tendered his or her resignation from the Board. should any Board member be absent from two (2) consecutive Board meetings without a satisfactory excuse acceptable to the -Board chairman the Board chairman shall state=such fact at the next regularly scheduled Board meeting and shall thereafter notify, in writing the Administrative Assistant to the County Commission of the Board member's failure to attend without satisfactory excuse A member of the Board shall be deemed absent from a meeting when he or she is not present during at least 75% of the meeting No Board member shall serve at any meeting after his or her position has been declared vacant by the Commission. b) ro member f the Library xdy s Be re rails to __ any _______�__ __ ____ ___ _ _ _� ____ _ _ova . u...uru +u+a.a r _ attend two (2) eenseeutive Library Advisory Beard meetings .itheut ati..faeter. emeuse, er if ...b-r absent fr-more r LLan one -half <C thei i br..r -"Adviserry Board's a given year, the Library brary Advi sery Beard shall l deel are the s b) The presence of three (3) or more members shall constitute a quorum of the Library Advisory Board necessary to take action and transact business. In addition, an affirmative vote of three (3) or more members shall be necessary in order to take official action, regardless of whether three (3) or more members of the ary Board are present at a meeting. C) The Library Advisory Board shall, by majority vote of the entire membership, adopt rules of procedure for the transaction of business and shall keep a record of meetings, resolutions, findings and determinations. SECTION SIX. REIMBURSEMENT OF EXPENSES Members of the Library Adviserry Board shall serve without compensation, but shall be entitled to receive reimbursement for expenses reasonably incurred in the performance of,their duties upon prior approval of the Board of County Commissioners. SECTION SEVEN. FUNCTIONS, POWERS AND DUTIES OF THE LIBRARY ADVISORY BOARD .The functions, powers and duties of the Board shall be as follows: 1 Act on behalf of the Board of County Commissioners to establish policies of the Library Department including, but not limited to, policies relating to materials acquisition and circulation, collection development, and eligibility of individuals for library services.- Armor proposed policy that directly affects members of the public must be reviewed and approved for legal sufficiency by the County Attorney's Office. b) Act. -solely in an advisory capacity. to the Board -of _. programs that will benefit the Collier County Library System. budget reeemmendatiefts for the y wd-y _ Board ffiaY - GPt -Amend as appropriate the "Guidelines and By=laws" to that govern the operation of the Library Advisery Board, subject to final approval by the Board of County Commissioners. SECTION EIGHT. DUTIES OF THE COUNTY LIBRARY DIRECTOR OR DESIGNEE The duties;.of the County Library Director .or lrie-8designee shall be: a) Administer the activities of the Library Adviserry Board in accordance with established policies of the Board of County Commissioners and the guidelines. and by=laws, and policies adopted by the Llbraty Advisery Board. b) Prepare the annual budget in accordance with the Board's budgetary advice as specified in Section Seven, Paragraph d b, above. c) Provide periodic written reports to the Lary misery Board and the Public Services Administrator on the activities of the.Collier County Library System and its finances in accordance with established guidelines, by-laws and policies of the Board of County Commissioners or and the 131brary Advisory Board. d) Attend all Board meetings. SECTION NINE. REVIEW PROCESS The Library Adviserry Board shall be reviewed once every four (4) years eemmeneing with the year 1988, in accordance with the procedures outlined in Ordinance No. 86-41. as amended. �} erre t _l _ separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion. SECTION THREE. EFFECTIVE DATE This ordinance shall become effective upon receipt of notice from the Secretary of State that this ordinance has been filed with the Secretary of State. PASSED AND DULY ADOPTED by the Board of County Commissioners of Collier County, Florida, this day of 1993. ATT9ST,`Ct,, DSOTc�k1T E1�fB{tOCK, Clerk BOARD. OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA 4.p, leg o' -form and ency: . Assistant County Attorney tap&d/6352 By: r/ BURT L. SAUNDERS, Chairman This ordinance filed with the Secretary of State's Offi 1&6day of,2:2 r1 and acknowledgement of at fifin received th' day of Lr sy F. Verification of Governing Body Authority Page6of21 Provide documents that verify that the governing body of the library has the authority to set policy, adopt plans, adopt budgets, employ the single administrative head, and enter into contracts on behalf of the library. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. OHelp 1. Verification of Governing Body Authority * 0 Included as a part of another section upload Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes Included in Section E. Designation of a Governing Body G. Interlocal Agreements or Contracts to Establish the Library Page 7 of 21 This section is for any interlocal agreements or contracts that are in place to establish the library Include all interlocal agreements or contracts among participating local governments, if two or more participating local governments join to establish a consolidated library or public library cooperative, and other agreements with nongovernmental entities that form the basis for the provision of free library service and outlining the decision making power given to the library's governing body and the power retained by the participating local government. Interlocal agreements for services or reciprocal borrowing, not for the establishment of the library system, should be submitted in the section "Interlocal Agreements for Library Service". Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. OHelp 1. Interlocal Agreements or Contracts to Establish the Library * f,/ Not applicable Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes H. Position Description of Single Administrative Head Page 8 of 21 Provide a current position description of the library's single administrative head that has been adopted or approved by the library's governing body. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Position Description of Single Administrative Head * 2. Add Documentation File Title Description Size Type View (opens in new window) SALG 20 -ST -08 H Position Description Division Director -Library 336 View file Single Admin Head—Division Director Classification [KB] Library.pdf Specifications 3. Notes Division Director - co ,eir cOu"ey Library COLLIER COUNTY Revision Date: Oct 1, 2818 Bargaining Unit: General/Non-Union SALARY RANGE $45.85 - $68.91 Hourly $3,668.27 - $5,512.69 Biweekly $95,375.00 - $143,330.00 Annually PURPOSE OF CLASSIFICATION: Class Code: 15601 The purpose of this classification is to plan, organize, implement, and facilitate a high quality library service for the citizens of Collier County. Employee in this classification administers the divisional budget; trains and supervises staff and volunteers; develops long- and short-range goals; and represents the Library to all public groups. ESSENTIAL FUNCTIONS: Develops long- and short-range goals for the Library; develops action plans to reach goals; ensures that all goals are met. Develops and implements training programs that maximize the staff's abilities; develops and implements special training programs for senior staff members. Supervises, directs, and evaluates assigned staff and volunteers, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; recruits and hires qualified applicants. Develops and presents the Library budget; monitors the budget to ensure financial integrity; monitors the spending programs; interacts directly with the Finance and Legal Divisions; provides guarantees to the State and County that all budget expenditures are legal and approved. Accepts responsibility for the total Library Program. Interacts with Library Advisory Board, members of the Friends of the Library organization, and citizen groups. Represents the Library in all related actions before the Board of County Commissioners; represents the Library to all public groups. Writes and presents informational speeches; develops special programs that interact with the local school system and other City and County agencies. Develops and facilities surveys and other measurements that identify community needs and user satisfaction. Oversees the upkeep and maintenance of library buildings; directly supervises the design, funding, and construction of new library buildings. Ensures that the book collection meets all needs. Investigates and selects new technology. Attends professional workshops and County meetings; meets with the Department Head. Operates a computer, printer, telephone, copier, facsimile machine, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software. _r, 4 i ADDITIONAL FUNCTIONS Deals with problem patrons. Checks to see if maintenance work on buildings has been done. Performs other related duties as required. In the event of a declared state of emergency, employees in this classification may be called to work during days or hours other than those for which they are regularly scheduled. PERFORMANCE APTITUDES Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy. Human Interaction: Requires the ability to function in a divisional director capacity for a major organizational unit requiring significant internal and external interaction. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion; may include ability to calculate surface areas, volumes, weights, and measures. Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs. ADA COMPLIANCE Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions. MINIMUM QUALIFICATIONS: Master's degree in Library Science from a University accredited by the ALA; six years of experience in library operations, budgeting, and employee supervision; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Fingerprinting required. SUPPLEMENTAL INFORMATION: BCC130 Exempt I. Certification of Credentials of Single Administrative Head Page 9of21 The form certifies that the library's single library administrative head is employed by the single administrative unit; has completed a library education program accredited by the American Library Association; and has at least two years of full-time paid professional experience, after completing the library education program, in a public library that is open to the public for a minimum of 40 hours per week. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word format. The description line should clearly describe the attachment. Help If the person certified as the Single Administrative Head has changed from the previous year, you will need to complete, sign, and upload a new form to this page. Download Certification Form 1. Certification of Credentials of Single Administrative Head * 0 No changes from previous year 2. Add Documentation File Certification of Credentials _TWi I liams. pdf 3. Notes Title Description Size Type View (opens in new window) 2139 View file [KB] M FLORIDA DEPARTMENT OF STATE DIVISION OF LIBRARY AND INFORMATION SERVICES STATE AID TO LIBRARIES GRANT APPLICATION Certification of Credentials - Single Library Administrative Head The Collier County Board of County Commissioners governing body for the Collier County Public Library hereby certifies that the incumbent single library administrative head, (Name • Has completed a library education program accredited by the American Library Association; and • Has at least two years full-time paid professional experience, after completing the library education program, in a public library that is open to the public for a minimum of 40 hours per week. BOARD OF COUNTY COMMISSIONERS, COLLI R COUNTY FLORIDA By: ' Donna Fiala, Chairman ATTEST DWIGHT E. BROCK, Clerk. By }` t De ty ClorIman"li Attest as to ��ial v signatufe only. Approved as to form and legality: r— Jennifer A. Belpedio Assistant County Attorne State Aid to Libraries Grant Certification of Credentials, Form #DLIS/SA03 Chapter 1 B -2.011(2)(a), Florida Administrative Code, Effective 4-10-2012 O90 C ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE 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 w appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the exce tion of the Chairman's signature, draw a line through routing lines # 1 throw #2, complete the checklist, and forward to the Coon Attorney Office, Route to Addressee(s) (List in routing order) Office Initials Date 1. a ro riate.(Initial) Applicable)— 2. 1/10/17 Agenda Item Number 16 -D -I 3. -County Attorney, Office County Attorney Office JAB 1/18/17 4. 'BCC Office Board of County Commissioners Number of Original One 5. Minutes and Records Clerk of Court's Office r Documents Attached J-:tl 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 addressee.¢ abovemay need to cnntact_etaff for additinnal or missing information. Name of Primary Staff Tanya Williams, Library Director Phone Number 593-3511 Contact / Department a ro riate.(Initial) Applicable)— Agenda Date Item was 1/10/17 Agenda Item Number 16 -D -I Approved by the BCC,' Does the document need to be sent to another agency for additiontil si s? If yes, JAB Type of Document Certification of Credentials Number of Original One Attached 'Original document has been signed/initialed for legal sufficiency. (All documents to be Documents Attached PO number or account n/a number if document is by the Office of the County Attorney. to be recorded All handwritten strike -through and revisions have been initialed by the County Attorney's JAB INSTRUCTIONS & CHECKLIST I: Forms/ County Forms/ HCC Fortes/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05; Revised 11/30/12 sT . P Initial the Yes column or mark "N/A" in the Not Applicable column, whichever is Yes N/A (Not a ro riate.(Initial) Applicable)— 1. Does the document require the chairman's original signatu STAMP OK JAB 2. Does the document need to be sent to another agency for additiontil si s? If yes, JAB provide the Contact Information (Name; Agency; Address; Phone) on an attached sheet. 3. 'Original document has been signed/initialed for legal sufficiency. (All documents to be JAB 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 JAB 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 JAB 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 JAB signature and initials are required, 7. In most cases (some contracts are an exception), the original document and this routing slip JAB 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 1/10/17 and all changes made during the JAB 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 by the BCC, all changes directed by the BCC have been made, and the document is ready for the C, Chairman's signature. d I: Forms/ County Forms/ HCC Fortes/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05; Revised 11/30/12 sT . P MEMORANDUM Date: January 19, 2017 To: Tanya Williams, Collier County Public Library From: Teresa Cannon, Deputy Clerk Minutes & Records Department Re: Certification of Credentials Attached for your records is a copy of the document as referenced above, (Item #16D1) adopted by the Board of County Commissioners on Tuesday, January 10, 2017. The original has been kept by the Minutes & Records Department as part of the Board's Official Records. If you have any questions, please contact me at 252-7240. Thank you. Attachment J. Schedule of Library Hours Page 10 of 21 This section is to verify that at least one library, branch or member library is open to the public at least 40 hours per week. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Schedule of Library Hours * 2. Add Documentation File SALG 20 -ST -08 J Library Hours.docx 3. Notes Title Description Size Type View (opens in new window) Library 63 Hours [KB] Updated to include additional evening and Saturday hours. View file Collier County Public Library Locations & Hours All phone numbers are area code 239. East Naples 8787 Tamiami Trail East Naples, FL 34113 Phone: 775-5592 Monday: 9 a.m. - 6 p.m. Tuesday: 9 a.m. -6 p.m Wednesday: 9 a.m. - 6 p.m. Thursday: 9 a.m. -6 p.m. Friday: 9:00 a.m. — 5 p.m. Saturday: 9 a.m. - 5 p.m. Estates 1266 Golden Gate Blvd., W. Naples, FL 34120 Phone: 455-8088 Monday: 10 a.m. - 7 p.m. Tuesday: 10 a.m. - 7 p.m. Wednesday: 10 a.m. - 7 p.m. Thursday: 10 a.m. - 7 p.m. Friday: 9:00 a.m. -5 p.m. Saturday: 9 a.m. - 5 p.m. Everglades City 102 Copeland Ave., N. Everglades City, FL 34139 Phone: 695-2511 Monday -Friday: 9 a.m.- NOON,1 -4:30 p.m. Golden Gate 2432 Lucerne Road Naples, FL 34116 Phone: 252-4542 Monday: 10 a.m. - 7 p.m. Tuesday: 10 a.m. - 7 p.m. Wednesday: 10 a.m. - 7 p.m. Thursday: 10 a.m. - 7 p.m. Friday: 9 a.m. - 5 p.m. Saturday: 9 a.m. - 5 p.m. Closed Sunday Headquarters 2385 Orange Blossom Drive Naples, FL 34109 Circulation: 593-0334 Reference: 593-0177 Children's: 593-0870 Administration: 593-3511 Monday: 9 a.m. - 8 p.m. Tuesday: 9 a.m. - 8 p.m. Wednesday: 9 a.m. - 8 p.m. Thursday: 9 a.m. - 8 p.m. Friday: 9 a.m. - 5 p.m. Saturday: 9 a.m. - 5 p.m. Immokalee 417 N. First St. Immokalee, FL 34142 Phone: 657-2882 Monday: 9 a.m. - 6 p.m. Tuesday: 9 a.m. - 6 p.m. Wednesday: 9 a.m. -6 p.m. Thursday:- 9 a.m. — 6 p.m. Friday: 9 a.m. — 5 p.m. Marco Island 210 S. Heathwood Drive Marco Island, FL 34145 Phone: 394-3272 Monday: 10 a.m. - 7 p.m. Tuesday: 10 a.m. - 7 p.m. Wednesday: 10 a.m. - 7 p.m. Thursday: 10 a.m. -7 p.m. Friday: 9 a.m. - 5 p.m. Naples Regional 650 Central Ave. Naples, FL 34102 Phone: 252-5154 Monday: 9 a.m. - 8 p.m. Tuesday: 9 a.m. - 8 p.m. Wednesday: 9 a.m. - 8 p.m. Thursday: 9 a.m. - 8 p.m. Friday: 9 a.m. - 5 p.m. South Regional 8065 Lely Cultural Pkwy Naples, FL 34113 Phone: 252-7542 Monday: 9 a.m. -8 p.m. Tuesday: 9 a.m. - 8 p.m. Wednesday: 9 a.m. - 8 p.m. Thursday: 9 a.m. - 8 p.m. Friday: 9 a.m. - 5 p.m. Saturday: 9 a.m. - 5 p.m. Vanderbilt Beach 788 Vanderbilt Beach Rd. Naples, FL 34108 Phone: 597-8444 Monday: 10 a.m. - 7 p.m. Tuesday: 10 a.m. - 7 p.m. Wednesday: 10 a.m. - 7 p.m. Thursday: 10 a.m. - 7 p.m. Friday: 9:00 a.m. — 5 p.m. Saturday: 9 a.m. - 5 p.m. —\ Aa;7 K. Long -Range Plan Page 11 of 21 A long-range plan outlines the library's operation and development over a three- to five-year period. The plan must be adopted or approved by the library's governing body. The Long -Range Plan on file must include the upcoming fiscal year. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Long -Range Plan * 0 No changes from previous year Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Dates covered by the plan: * 2018-2022 3. Add Documentation File Title Description Size BCC Executive Summary_2018-2022 Strategic Plan_FY18 2612 Annual Plan of Service.pdf [KB] 4. Notes Document contains the following: 1. BCC Executive Summary for 9126117, Item 16.D.28 2. Approved FY 2018-2022 Strategic Plan 3. Approved FY 2018 Annual Plan of Service Type View (opens in new window) View file 09/26/2017 EXECUTIVE SUMMARY Recommendation to approve the FY2017-2018 State Aid to Libraries Grant Agreement, 2018-2022 Strategic Plan, and 2017-2018 Annual Plan of Service, authorizing the Collier County Public Library to apply for State Aid to Libraries in the estimated amount of $221,236. To receive State Aid to Libraries Grant funds in the estimated amount of $221,236. CONSIDERATIONS: Collier County Public Library qualifies for State Aid to Libraries under Chapter 257 of the Florida Statutes. The Florida Department of State, Division of Library and Information Services administer this program. The Grant Agreement, 2018-2022 Strategic plan, and the 2017-2018 Annual Plan of Service are required elements in order to receive State funding. The Board has approved submission of the application for State Aid and associated contracts and documents for over three decades. State Aid for FYI was authorized by the 2017 Florida State Legislature. The agreement serves as an application for the grant as well as acceptance of the grant. State Aid is available to Florida public library systems that qualify as a result of meeting minimum requirements as stipulated in Chapter 257, Fla. Stat. and Chapter 1B-2, Florida Administrative Code. The grant amount is calculated using a formula that considers: (1) the amount of local funds appropriated for the Library adjusted by a factor based on the amount of revenue one mill levy in the jurisdiction would generate, (2) the number of library systems in Florida that qualify in a given year, and (3) the total amount made available by the State Legislature to improve library services within the State. Funds are intended to supplement, rather than replace, local effort towards that end. State Aid may not be used to fund capital construction. It may be used for operating purposes, personnel, materials, and equipment. FISCAL IMPACT: Preliminary estimates show that Collier County Public Library should receive about $221,236 in State Aid. Upon notification of the grant award, the Board will be asked to accept the grant and approve the budget amendment to recognize the revenue and appropriate the expenditures. There is no impact to the General Fund with this grant. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality, and requires majority vote for approval. -JAK GROWTH MANAGEMENT IMPACT: None. RECOMMENDATION: To approve and authorize the Chairman to sign the FY2017-2018 State Aid to Libraries Grant Agreement, Technology Plan, and Current Year Action Plan, authorizing the Collier County Public Library to apply for State Aid to Libraries in the amount of $221,236. Prepared By: Tanya Williams, Library Director, Library Division ATTACHMENT(S) 1.2017-2018 State Aid Grant Agreement_CAO (PDF) 2. CCPL_Strategic Plan 2018-2022(v2) (DOCX) 3. FY18_CCPL Annual Plan of Service (DOC) 09/26/2017 COLLIER COUNTY Board of County Commissioners Item Number: 16.13.28 Doe ID: 3703 Item Summary: Recommendation to approve the FY2017-2018 State Aid to Libraries Grant Agreement, 2018-2022 Strategic Plan, and 2017-2018 Annual Plan of Service, authorizing the Collier County Public Library to apply for State Aid to Libraries in the estimated amount of $221,236. Meeting Date: 09/26/2017 Prepared by: Title: Administrative Assistant — Library Name: IZaren Tibbetts 08/29/2017 11:29 AM Submitted by: Title: Assistant Division Director - Library — Library Name: Tanya Williams 08/29/2017 11:29 AM Approved By: Review: Library Operations & Veteran Services Public Services Department Public Services Department Grants County Attorney's Office Office of Management and Budget Grants County Manager's Office Hoard of County Commissioners Tanya Williams Additional Reviewer Sean Callahan Additional Reviewer Todd Henry Level 1 Division Reviewer Steve Carnell Level 2 Division Administrator Review Kimberly Linger Level Grants Review Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Valerie Fleming Level 3 OMB Gatekeeper Review Therese Stanley Addltional Reviewer Nick Casalanguida Level County Manager Review MaryJo Brock Meeting Pending Completed 08/29/2017 11:41 AM Completed 08/31/2017 12:13 PM Completed 09105/20178:59 AM Completed 09/16/2017 10:36 AM Completed 09/18/201711:46 AM Completed 09/18/2017 12:49 PM Completed 09/18/2017 2:32 PM Completed 09/19/201710:47 AM Completed 09/19/2017 1:30 PM 09/2612017 9:00 AM Collier County Public Library 2018 - 2022 Strategic Plan Collier County Public Library Division Overview The Division provides library collections, services, and technology to residents and visitors within three regional libraries and seven branch libraries. During the 2015-2016 fiscal year, the Collier County Public Library: ® Circulated 2,349,418 materials ® Served 1,421,640 people who visited our libraries ® Provided 2,430 programs to 75,253 attendees ® Provided public internet access to 155,635 people ® Logged 126,018 wireless internet sessions The 2015-2016 fiscal year saw the first increase in circulation since the recession. Purpose of this Strategic Plan Libraries are on the cusp of a great transformation. Changes in how people access and use information, interact with one another and changes in the resources, tools and capabilities needed to operate effectively in today's society require new approaches to library services and resources. The library must evolve in ways that keep pace with this type of change, and the diversity of library users ensuring all residents and visitors of Collier County have equal access to the continuously evolving world of ideas. Planning Process The planning process rose out of the 2015 Board of County Commissioners Library Workshop, The Library would embark on a community -wide assessment and use the results to help guide the long term goals of the Library. The goal of the assessment was to gain as much insight from the resident population, full-time and part-time, on the current library system. This included its existing strengths, its weaknesses, and to understand how the library could better the population. Stantec, Inc. was hired to conduct the community assessment and the initial kick-off started with library staff in September 2016. After town hall meetings, focus groups, table top discussions and one-on-one interviews with library patrons, a formal online survey was developed. When the formal survey closed in March 2017, a total of 1,885 surveys were completed with over 3,500 written comments. Approved by the BCC on 09/26/2017 Page 119 Key themes emerged to guide the development of the 2018-2022 Collier County Public Library Strategic Plan. Current and futures needs were recognized in these ten key recommendations from the survey: 1. Staffing – direct correlation of staffing levels with circulation, visitation, and user satisfaction. Focus on building professional staff with a dedicated branch manager, youth service librarian, increasing teen/young adult and public services librarians. Add marketing and technology professionals. 2. Open Hours & Days—core level service and library should be open daily. Each library should be open one day per weekend with larger locations open Saturday & Sunday. (Evening hours, staffing levels, and evening programming are necessary to balance user services) 3. Computers & Internet—many computer work areas and labs are retrofitted into existing spaces. Dedicated private or enhanced semi -private labs at each library, enhanced WiFi, and wireless services should be a goal. 4. Technology—library should be at the forefront of everything tech. S. Hub Libraries—specific areas of concentration, expertise and programming. 6. Marketing—overall public relations, social media, community outreach, and internal communication 7. Quiet Space 8. Children to Young Adult—growth and expansion in materials, resources, programs, and staff dedicated to these age groups. 9. Collections—meet per capita of 1.87 10. Programming Balance—absence of programming for tweens, teens, and young adult. Majority of unique programs are geared toward an adult audience and of a leisure or social basis. Most of the programs offered are unavailable to half the users. A shift in programming to better balance adult programs with child, tween, teen, young adult, and family audiences is needed. Increased focus on partnerships and collaboration. Input from the community and library staff guided the development of the major components of the strategic plan. The Library Advisory Board approved the Collier County Public Library 2018-2022 Strategic Plan during their regular meeting on August 23, 2017. Conclusion The Collier County Public Library 2018-2022 Strategic Plan is a guide that prioritizes the work of Library Administration and staff. It was developed with careful consideration of the feedback received and the data studied. The plan is shaped with the understanding that change is inevitable, and that our library services will adapt as warranted. At the same time, the Collier County Public Library will maintain Collier County's Core Values, measure all we do against our mission, and remain focused on serving our community. Approved by the HCC on 09/26/2017 Page 219 Vision, Mission and Values Vision: Through high quality public libraries residents and visitors will reach their potential and communities will thrive. Mission: To provide educational environments, facilitate community engagement and cultivate life-long learning. Values: Honesty & Integrity We are responsible, truthful stewards of public resources and trust. Service We champion free and open access to ideas, information and content. Public and virtual spaces are available when needed by residents and visitors. Accountability We provide library resources and services in accordance with the American Library Association Code of Ethics. Quality We strive for continuous improvement in our online and print collections, resources, services, programs, and facilities. Consistency We provide reliable and consistent service to internal and external patrons both online and in house. Respect We honor diversity, individual perspectives, and the right to privacy and confidentiality. Knowledge We strive for excellence by continuing the professional development of library staff enhancing their ability to provide exceptional customer service, plan for the future, and stay abreast of leading technologies. Stewardship We carefully manage the services and resources entrusted to us through cost controls and best value practices to provide the greatest returns on investment of staff and resources. Collaboration We seek out partnerships inside and outside the agency allocating collective resources and services to further the Library's mission. Self -Initiating, Self -Correcting We are proactive and quickly adapt resources and services to patron needs maintaining the library's relevancy. Approved by the BCC on 09/26/2017 Hage 319 Strategic Focus Areas Engage Collier County Public Libraries are open, accessible, and thriving spaces linking people to a world of resources and services that enrich their lives. 1. Stimulate imagination through reading, viewing and listening. 2. Provide comfortable, safe and welcoming spaces for people of all ages,'cultures and backgrounds to connect with others and to engage in individual pursuits. 3. Customize hours, spaces, services and collections to meet community needs. 4. Build public awareness and engagement through strategic marketing. Empower Collier County Public Libraries contribute to the vitality and resiliency of our communities. 1. Provide connection to the online world. 2. Emphasize 2151 century Iiteracies including information, finance, and health in library programs. 3. Leverage partnerships to provide accessibility to new technology. Educate Collier County Public Libraries advance the educational priorities of our communities. 1. Support early learning to promote school readiness. 2. Provide resources and information needed for the academic success of students in public, private, home schools, trade schools, and higher education. 3. Support personal growth and lifelong learning through high quality collections and programs. 4. Help people develop information fluency skills to successfully search for, locate, evaluate, and effectively use information to meet their needs. Approved by the BCC on 09/26/2017 Page 419 Goals and Objectives ENGAGE Collier County Public Libraries are open, accessible, and thriving spaces linking people to a world of resources and services that enrich their lives. Goal 1: Stimulate imagination through reading, viewing and listening. Objective 1. Increase the overall visibility of the collection system -wide with an emphasis on promotion through creative and intelligent displays. Objective 2. Use available data analytics and collection analysis tools to assess the relevance of library collections, programs and services to ensure appropriate annual allocation of funds. Objective 3. Develop the image of CCPL as a source of high quality, free programs, services, and resources for the community. Objective 4. Increase county, state and community partnerships to expand the library's image as a gateway to learning and knowledge. Goal 2: Provide comfortable, safe and welcoming spaces for people of all ages, cultures and backgrounds to connect with others and to engage in individual pursuits. Objective 1. Solicit patron and staff feedback to assess patron satisfaction and the quality of the patron experience. Objective 2. Provide library services and programs that reflect the cultural diversity of the community. Objective 3. Develop a comprehensive staff training and professional development program including regular communication with staff regarding information about library and County initiatives, activities and events. Objective 4. Use available data analytics to identify library facilities for the development of quiet areas, reading rooms, makerspaces, and "hubs". Goal 3: Customize hours, spaces, services and collections to meet community needs. Objective 1. Apply data analytics, branch by branch, to ensure more relevant collections, programs, services, hours, and space utilization. Objective 2. Evaluate the condition of the collection and develop a comprehensive collection development and management program. Objective 3. Develop and implement new metrics by educating staff in measuring outcomes increasing the library's ability to match community need to library service. Goal 4: Build public awareness and engagement through strategic marketing. Objective 1. Develop and implement comprehensive marketing plans to raise public awareness of the resources and services improving library positioning in the community. Approved by the GCC on 09/26/2017 Page 619 Objective 2. Develop and support community relations efforts through key partnerships and strategically pursuing opportunities to promote the library at community events. Objective 3. Utilize a variety of traditional marketing mediums and social media platforms to target specific audiences and reach the broadest possible audiences. EMPOWER Collier County Public Libraries contribute to the vitality and resiliency of our communities. Goal 1: Provide connection to the online world. Objective 1. Provide public use computers, printers, and scanners. Objective 2. Provide high-speed and WIN access to the Internet with no unnecessary restrictions or fees. Objective 3. Implement self -pay features of the self check-out machines. Goal 2: Emphasize 21' century literacies including information, finance, and health in library programs. Objective 1. Provide library services, materials and programs to increase the digital literacy of the community. Objective 2. Develop programs and services to foster innovation and creativity to support science, technology, engineering, arts and math (S.T.E.A.M.) skills. Objective 3. Use available data analytics to determine appropriate resources needed at each branch to help develop 21st century literacy skills. Goal 3: Leverage partnerships to provide accessibility to new technology. Objective 1: Expand the library experience to include makerspaces, learning commons, and non-traditional materials. Objective 2: Use available data analytics to identify library facilities for the development of "hub" technology libraries. Approved by the BCC on 09/26/2017 Page 619 EDUCATE Collier County Public Libraries advance the educational priorities of our communities. Goal 1: Support early learning to promote school readiness. Objective 1. Provide parents and caregivers with quality story times, training and materials which encourage them to talk, sing, write, and play with their children. Objective 2. Make accessible training for staff that reinforces the library's early learning strategies. Objective 3. Provide easy access to early literacy materials, websites, information and programs for parents and caregivers. Objective 4. Continue to investigate and invest in technology, resources, and tools that support early learning strategies. Objective S. Expand the library's outreach to childcare facilities serving at -risk and underserved populations. Goal 2: Provide resources and information needed for the academic success of students in public, private, home schools, trade schools, and higher education. Objective 1. Regularly attend community school events to promote library services and gain insight into community needs. Objective 2. Provide and promote online homework assistance. Objective 3. Work with public and private school media specialists and classroom teachers to foster a love of reading through book talks, class visits to the library, and creative programming. Goal 3: Support personal growth and lifelong learning through high quality collections and programs. Objective 1. Collaborate with public, private, and nonprofit partners to promote reading for pleasure, expand self-directed learning opportunities and provide a variety of cultural experiences for all ages. Objective 2. Develop and manage library print and online collections to reflect patron demand. Goal 4: Instruct people on developing information fluency skills to successfully search for, locate, evaluate, and effectively use information to meet their needs. Objective 1. Develop and offer classes on how to navigate the Internet and electronic library resources, and to recognize authoritative sources. Objective 2. Create online tutorials to help users navigate library technology, online databases, and othere-resources. Approved by the BCC on 09/26/2017 Page 719 2018-2022 Five Year Performance Measures ENGAGE Collier County Public Libraries are open, accessible, and thriving spaces linking people to a world of resources and services that enrich their lives. • Master of Library Science degreed librarians at 9 out of 10 libraries. • Minimum of six days of library service at 9 out of 10 libraries with appropriate balance of librarians and para -librarians to maintain high quality service. • Technology "hubs" and quiet spaces at all libraries. • State of the art Integrated Library System (ILS) for circulation and collection management. • Print and a -book collections balanced to reflect patron demand. • Cultural and educational learning balanced across all libraries and offerings balanced to serve children through adults. EMPOWER Collier County Public Libraries contribute to the vitality and resiliency of our communities. o Fully developed partnerships and identified funding sources to ensure the library's status of free access to cutting edge technology and AUIR Level of Serve Standard (LOSS)for library materials. • Identified libraries for re -purposing to meet the ever changing and growing demands of the communities served. • Expanded partnership with Senior Resource Center to include technology outreach and programming. • Ensure continued patron access to current technology, and free and open access to ideas, information and content. • Initiate a study to develop a 20 year master plan identifying areas for possible library growth. EDUCATE Collier County Public Libraries advance the educational priorities of our communities. • Fully developed partnership with Collier County Public Schools. • Partnerships with private schools, home schools, trade schools, and institutions of higher education. • Partnerships with daycare facilities serving at -risk and underserved populations. • Expanded partnership, to include outreach, with the Naples and Immokalee Jail Centers. Approved by the BCC on 09/26/2017 Page 819 A Call to Action The best strategic plans are dynamic, flexible tools for continuous improvement. With the Library's mission as the primary foundation, its vision as the ideal, and the County's Core Values as guides to decision making, the Collier County Public Library system will commit to a process that ensures accountability, versatility, and rational decision-making. Seeking out the needs and wants of Collier's residents and visitors through a community assessment was the first step. From there it is the Library's responsibility to develop an appropriate strategy to address current needs and plan for the future, The Library Advisory Board (LAB) and Public Services Department will have the primary responsibility to monitor the plan's goals and objectives and assess overall progress. Library staff will have the responsibility of overseeing implementation and consulting, and working with groups directly involved or affected by decisions. Through the course of implementation, new issues, challenges, and ideas will emerge. In a cyclical process Library staff and the LAB will measure progress, budget resources to maximize outcomes, and identify potential new areas that require action. In this way, both the strategic plan and annual plan of service will be constantly reviewed, evaluated, and updated. Approved by the BCC on 09/26/2097 Page 919 El 0 v° W s g am c lu 3 w u c G m m y M U c ° U C o f �' u E 0 d v3 W m 'p v tj c d a m m o m-0 o .3 m E s W ;; p r v 5 a°i y L! 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M M ac O a m > m Y_ a m O u Y U Y m N LY N ° Q M M GJ •" Y m � c U u w {� H U O a N m 3 m o m Y 0 c L d 0 E= `rju m U 0 m m O 0 O p_ CL E M= Y Y O C = E o ao s Y r OCL m a a Y E c m ai o m a'i m a N ai m o .` m � o U d O O. U O '> a M 0 0 O 2 N— N c m 0 a Y 00 q a O a ll. c U .a w a) m c 3 40 c m E m ° 0. m 0.°��4- N m ac c m E v o c `t m E '= a, toi u E v m E 0. 3 am 5 12 to w o m E .-i o E E m -a ami Ou N O. m N .0 m a al m co 00 � O O O O a+ EO O O ei N U N N u N 0 $ � E m m oc - - m m Ln Q EE L O Y_ a Y oo_ N ° u w {� H U m Q c m O 0 L CL m 2 G CL = OCL m m Z m ai LU 4 U d �y c N a - N U N d m — m a m c m Y Y 40. -O u y_ O L CL in m U r_ O m u E 3 _ v a _ _ v a m c m r- o a a m o dv N v m aj m 0 c 4— T x c= E a O 0 -O m o .� m c v v a om u E a 0 t' `° as a c H ai O m CL 7 p m 0 S N> CL O x Q U N Ym C fl o > 0 Y O as 4 o > a U a) O C m 0 m i m m M v O 0 m v m > m 0=,o 0.aa 2 (n V N 10 N v C t0 0 CL CL III. m w U.N N N Ob N L tw :E G m W 3 L Y C 'O L u Y N N a) O N bio U m _ C m m E m a O Ca m o �o a a C r C m m G m N O E a) mm L -p a U G L O _ viL m y N NNp Q a O J m u m v a) m E o cm) M Y G N T N N cmi N C a T aq Q LLa _ a c m S N N Ca C N m bio°) c 0 W O Y L p >, m ar bD C N G o Y v m w C O m v L Y 7 M H N a` U C a) G O N 'p a") m C C •O 7 •- E E m £ N L L O a) p C o v m 10 II m o O E N w a W j U w o m 4 GN N Q c o O - p L bLOc "a O 4- C U m N a tw_ a = m 40 _ -0 G M m L U p j + bA c 0) O v O C � Qi Y al Y L N L C Y E�, N O L m O v E V L C L O N 1n O T o n u O N 7 L U m Q Y m Q d) '3 0 0* L al CL w :E m a>) N CL "a a) N N O i C p O CL C y ate) a) U m v cu C � Y m Vx W C • • s m e 0 d R a 2 ov L Y O ' L L m M W > O L (a O 7 m +_ M a al O al N _C U N C 0 t4 a O o0 L - O m N 2 u 72 } W O 0 N N Y C m L +L C a .3 o Z J Y c oaj M L JO YO C 3 E o m p U `m m m > Q a) L c a) m p p o L a u > aaii o bD IS O u £ SN N N mmdi a) = ` a' N F•" L 7 ON O m = a y U O m>I Y 'C v a) N a m _ _ d m j C O UI a O 0 m T Y a N U 'E N u G u m o m O ` vi a) a; a ibO 3 N G >ro a) Y OV a) y v G 0 3 pm> i2 o N03 m m v Y ci a) L Y L > o � � O � i Q p d E 0 p 0 V_ L N a c m IW O ° ° o (n V N 10 N v C t0 0 CL CL III. m w U.N N N Ob N L tw :E G m W 3 L Y C 'O L u Y N N a) O N bio U m _ C m m E m a O Ca m o �o a a C r C m m G m N O E a) mm L -p a U G L O _ viL m y N NNp Q a O J m u m v a) m E o cm) M Y G N T N N cmi N C a T aq Q LLa _ a c m S N N Ca C N m bio°) c 0 W O Y L p >, m ar bD C N G o Y v m w C O m v L Y 7 M H N a` U C a) G O N 'p a") m C C •O 7 •- E E m £ N L L O a) p C o v m 10 II m o O E N w a W j U w o m 4 GN N Q c o O - p L bLOc "a O 4- C U m N a tw_ a = m 40 _ -0 G M m L U p j + bA c 0) O v O C � Qi Y al Y L N L C Y E�, N O L m O v E V L C L O N 1n O T o n u O N 7 L U m Q Y m Q d) '3 0 0* L al CL w :E m a>) N CL "a a) N N O i C p O CL C y ate) a) U m v cu C � Y m Vx W C • • s m e 0 d R a 2 • O • m y 0a r m m v E c o •> ao ai bD P ,rN+ C m O y m — N O 0)m Y E m a ow=a �-a ip 0. ra o a m M'3 m c p, no N c v Sf L C aJ v° Q 0 chi p C a o EE vN E$ m C .L O c m -0 CL 0 = N a 3 c o O m c m aJ y, oc 1m m m m v 'y W O Y V m N C •N j, Q' a7 vi E -p OV E T n 10 N = >> L N Y _ Q L — m O > E 3 m y c O Q c E Y O L aj S Q a! a1 C •m C S c- C m L ++E N > c c 3° m °� $ y c o E mn o' o m U m y m u— i N 'NO N y Q m cu aEi o c +o' "' u O m -mC Y 'L O N al N Q '�"' Y Q a. L 'O N o 0 0 O C O C m a v m m c o0= ECL L% , CUY c c m t 7 a1 N a) 'c C G Qc O •V m u_ O m tw L m c L a 3 L v a o m a N m m o N E s c to c am) m 'O c0 m i £ Q +O+ N — U °p a'on m g v m m m a a _vQj 0gi m m +s L o U ? c O E> o m tIOo G' Y P TL m O Q` C �"' N -a 0 a a N— m m o �o v N m m 'mZc> a m cr O m 0_0> Uo s¢o.i CL U0 m Oj U m m Y J N c J= m a) > N m al Y m ? H ~ t C ryOJ U 0 T H m S c aJ N L O m — m m my a c �� v v am N +�+ a m ` c N a/ O U O' Q H a'c, m m yS+ O tla u ¢ L. Interlocal Agreements for Library Services Page 12 of 21 If applicable, provide any interlocal agreements among libraries that outline service to residents in a county or municipality that receives Operating Grants. Interlocal agreements for the establishment of the library system should be submitted in the section 'Interlocal Agreements of Contracts to Establish the Library". Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. OHelp 1. Interlocal Agreements for Library Services * 0 Not applicable Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes M. Verification of Reciprocal Borrowing Page 13 of 21 This requirement only applies to a county and the independent municipal libraries within the same county that are applying for State Aid. If the library is in a county where there are no independent municipal libraries in the same county, click "Not applicable". Provide documents or library lending policies verifying that the library is providing reciprocal borrowing to residents of all political subdivisions within the county that receive Operating Grants. Borrowing privileges must apply to all materials in a fixed physical format that are eligible to be borrowed by residents of the political subdivision applying for the Operating Grant. Interlibrary loan does not meet this requirement. Documents to meet this requirement are rolled over from the previous year. The documents listed below are the documents on file to meet this requirement. You can change the documents from the previous year by editing or deleting the documents below, or check "No changes from previous year" if there are no changes needed. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. Help 1. Verification of Reciprocal Borrowing * ® Not applicable Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes N. Verification of Joint Planning Page 14 of 21 This requirement only applies to a county and the independent municipal libraries within the same county that are applying for State Aid. If the library is in a county where there are no independent municipal libraries in the same county, click "Not applicable". Provide documents verifying that the library has engaged in joint planning for the coordination of library services within the county that receives Operating Grants. The document must list all libraries participating in joint planning and outline areas of cooperation and activities to be implemented among the county and the independent municipal libraries in the same county. Documents to meet this requirement are submitted each year. OHelp 1. Verification of Joint Planning * 0 Not applicable Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes O. Grant Agreement Page 15 of 21 The grant agreement is the applicant's official contract with the Department of State. Download one grant agreement, obtain signatures on the left side of the agreement for the Chair of the Governing Body or Chief Executive Officer and the Clerk or Chief Financial Officer. Do not use electronically generated signatures and do not add any signatures on the right side of the signature page. Upload the entire signed grant agreement to this page. After the agreement is executed by the Division, a signed agreement will be returned to the library. The attachments should be in PDF or Word format. @Help „:t, Download the Blank Grant Agreement 1. Attachment * File SALG 20 -ST -08 O State Aid To Libraries Grant Agreement.pdf Title 20 -ST -08 State Aid to Libraries Grant Agreement Description Size Type View (opens in new window) 230 View file [KB] 20 -ST -08 Collier County Public Library 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 Commissionelsfor 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 2019-20 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: hi accordance with Sections 257.17-257.18, Florida Statutes, the Grantee shall receive a grant amount that is calculated and based upon local funds expended during the second preceding fiscal year for the operation and maintenance of the library. For this grant, the local expenditures shall have been made during the period October 1, 2017 - September 30, 2018. In order to be eligible to receive the grant funding, the Grantee shall manage or coordinate free library service to the residents of its legal service area for the period October 1, 2017 through June 30, 2020. The Grantee shall: o Have a single administrative head employed full time by the library's governing body; o Provide free library service, including loaning materials available for circulation free of charge and providing reference and information services free of charge; o Provide access to materials, information and services for all residents of the area served; and " Have at least one library, branch library or member library open 40 hours or more each week (excluding holidays; between Sunday through Saturday, on a schedule determined by the library system) during the length of the agreement. State Aid to Libraries C3ant Agreehrent (Form DL[S/SA02) Chapter t&2.011(2)(a), Florida Adnrinistrative Code, Effective 06-2019 Page: l I 1Z b) The Grantee agrees to provide the following Deliverables related to the Scope of Work for payments to be awarded. Payirent 1, Deliverable/Task 1 Papal nt will be an advance in the aimunt of 100% ofthe pant award for the period October 1, 2017 through Jim 30, 2020. laic Grantee will: o Have expended funds to provide free library service during the period October 1, 2017 - September 30, 2018; o Provide an Expenditure Report and certification of Local Operating Expenditures for the period October 1, 2017 - September 30, 2018 only; • Provide documentation showing that at least one library, branch library or member library is open 40 hours or more each week (excluding holidays; between Sunday through Saturday, on a schedule determined by the library system) during the length of the agreement; o Provide the Certification of Credentials for the Single Administrative Head; and o Provide a Certification of Hours, Free Library Service and Access to Materials. c) Grant funds shall be used for the operation and maintenance of the library. The allowable budget categories are: Personnel Services (salaries, wages, and related employee benefits provided for all persons employed by the reporting entity whether on full-time, part-time, temporary, or seasonal basis); Operating Expenses (expenditures for goods and services which primarily benefit the current period and are not defined as personal services or capital outlays); Non -Fixed Capital Outlay (outlays for the acquisition of or addition to fixed assets); and Other (other operating expenditure categories in the library budget). 2. Length of Agreement.This Agreement covers the period of October 1, 2017 to June 30, 2020, unless terminated in accordance with the provisions of Section 28 of this Agreement. This period begins with the start of the Grantee's second preceding fiscal year (October 1, 2017) and concludes with the end of the State of Florida's current fiscal year (June 30, 2020). 3. Expenditure of Grant Funds. Grant funds will be used to reimburse a portion of local funds expended by the Grantee during their second preceding fiscal year (October 1, 2017 — September 30, 2018) for the operation and maintenance of a library and shall not exceed the amount specified in Attachment B. No costs incurred after the second preceding fiscal year shall be allowed unless specifically authorized by the Division. 4. Contract Administration. The parties are legally bound by the requirements of this agreement. Each parry'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 Page: 2 State Aid to libraries (rant Agreement (FonllDAS/SA02) Gtapter I&2.011(2)(a), Florida Adirtinistrative Code, Effective 062019 Florida Department of State R.A. Gray Building 500 South Bronough Sheet Tallahassee, FL 32399-0250 Phone: 850.245.6620 Email: marian.deeney@dos.myflorida.com For the Grantee: Tanya Williams Collier County Public Library 2385 Orange Blossom Drive Naples Florida 34109-8840 Phone: 239.252.7392 Email: tanya.williams@colliercountyfl.gov 5. Grant Payments. The total grant award shall not exceed the amount specified on the "Fiscal Year 2019-20 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 ternrs and conditions of this Agreement. Payment will be an advance 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 (folmmnnber DFS -AI -26K rev 6/2014), incorporated byreference, 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-A1-26E,Vdf. The forth 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.myfloridaefo corncom . A copy of the Grantee's Florida Substitute Form W-9 must be submitted by the Grantee to the Division before or with the executed Agreement. 8. Financial Consequences. The Department shall apply the following financial consequences for failure to perform the minimum level of services required by this Agreement in accordance with Sections 215.971 and 287.058, Florida Statutes: The Department shall require die return of the award in a prorated amount based upon the percentage of time that the library failed to perform the minimum level of services. The prorated reduction will be in the same percentage as the percentage of time that the library was not providing minimum level of services. 9. Credit Une(s) to Acknowledge Grant Funding. The Division requires public acknowledgement of State Aid Page: 3 State Aid to Libraries Csant Agreetnent (FonnD1JS/SA02) Chapter IS2.011(2)(a), Florida Adn inistrative Code, Effective 06-2019 to Libraries Grant funding for activities and publications supported by grant funds. Any announcements, information, press releases, publications, brochures, videos, web pages, programs, etc. created as part of a State Aid to Libraries Grant project must include an acknowledgment that State Aid to Libraries Grant funds were used to create them. Use the following text: "This project has been funded under the provisions of the State Aid to Libraries Grant program, administered by the Florida Department of State's Division of Library and Information Services." 10. Non -allowable Grant Expenditures. The Grantee agrees to expend all grant funds received under this agreement solely for the purposes for which they were authorized and appropriated. Expenditures shall be in compliance with the state guidelines for allowable project costs as outlined in the Department of Financial Services' Reference Guide for State Expenditures (dated Febinary, 2011), incotpotated byreference, which are available online at rr(fwidacfo confDivision/AA/Manuals/AiditingReference Guide For State Expenditures Grant funds may not be used for the purchase or construction of a library building or library quarters. 11. Travel Expenses. The Grantee must pay any travel expenses, from grant or local matching 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 as outlined in the Department of Financial Service's Reference Guide for State Expenditures (dated February, 2011) (nZ ondacfo cotrYDivispaAA/Mmruals/Auditurg/Refer-ence_Guide For State _Expendihses ), incorporated by reference. 13. Repayment. All refunds or repayments to be made to the Department under this agreement are to be made payable to the order of "Department of State" and mailed directly to the following address: Florida Department of State, Attention: Marian Deeney, Division of Library and Information Services, 500 South Bronough Street, Mail Station #91), Tallahassee, FL 32399. In accordance with Section 215.34(2), Florida Statutes, if a check or other draft is returned to the Department for collection, Recipient shall pay to the Department a service fee of $15.00 or five percent (5%) of the face amount of the returned check or draft, whichever is greater. 14. Single Audit Act. Each grantee, other than a grantee that is a State agency, shall submit to an audit pursuant to Section 215.97, Florida Statutes. See Attachment A for additional information regarding this requirement. If a Grantee is not required by law to conduct an audit in accordance with the Florida Single Audit Act because it did not expend at least $750,000 in state financial assistance, it must submit a Financial Report on its operations pursuant to Section 218.39, Florida Statutes within nine months of the close of its fiscal year. Page: 4 State Aid to Izbraties (dant Agreement (Forn1DUS/SA02) Chapter 1B -2.011(2)(a), Florida Adnmhistrative Code, Effective 06*2019 15. Retention of Accounting Records. Financial records, supporting documents, statistical records and all other records, including electronic storage media pertinent to the Project, shall be retained for a period of five (5) fiscal years after the close out of the grant and release of the audit. If any litigation or audit is initiated or claim made before the expiration of the five-year period, the records shall be retained for five fiscal years after the litigation, audit or claim has been resolved. 16. Obligation to Provide State Access to Grant Records. The Grantee must make all grant records of expenditures, copies of reports, books, and related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at reasonable times for the purpose of making audits, examinations, excerpts and transcripts. 17. Obligation to Provide Public Access to Grant Records. The Division reserves the right to unilaterally cancel this Agreement in the event that the Grantee refuses public access to all documents or other materials made or received by the Grantee that are subject to the provisions of Chapter 119, Florida Statutes, known as the Florida Public Records Act. The Grantee must immediately contact the Division's Contract Manager for assistance if it receives a public records request related to this Agreement. 18. Noncompliance. Any Grantee that is not following Florida statutes or rules, the terms of the grant agreement, Florida Department of State policies and guidance, local policies, or other applicable law or that has not submitted required reports or satisfied other administrative requirements for other Division of Library and Information Services grants or grants from any other Office of Cultural, Historical, and Information Programs (OCHIP) Division will be in noncompliance status and subject to the OCHIP Grants Compliance Procedure. OCHIP Divisions include the Division of Cultural Affairs, the Division of Historical Resources, and the Division of Library and Information Services. Grant compliance issues must be resolved before a grant award agreement may be executed and before grant payments for any OCHIP grant may be released. 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 fiords by using the same budget categories that were approved in the grant application. If Grantee's accounting system accumulates data in a different format than the one in the grant application, subsidiary records must document and reconcile the amounts shown in the Grantee's accounting records to those amounts reported to the Division; c) An interest-bearing checking account or accounts in a state or federally chartered institution may be used for revenues and expenses described in the Scope of Work and detailed in the Estimated Project Budget; d) The name of the account(s) must include the grant award number; e) The Grantee's accounting records must have effective control over and accountability for all funds, property and other assets; and Page: 5 State Aid to Libraries Grant Agreetmnt (Form DAS/SA02) Chapter 1&2,011(2)(a), Florida Adnunistrative Code, Effective 062019 I) 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. 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, Page: 6 State Aid to libraries (dant Agreement (FonnDI]S/SA02) Chapter 1B -2.011(2)(a), Florida Adndnistrative Code, Effective 06-2019 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 wider 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 perforin 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 Sectionl8, Noncompliance. 26. No Discrimination. The Grantee may not discriminate against any employee employed under this Agreement or against any applicant for employment because of race, color, religion, gender, national origin, age, handicap, pregnancy or marital status. The Grantee shall insert a similar provision in all of its subcontracts for services under this Agreement. 27. Breach of Agreement. The Division will demand the return of grant funds already received, will withhold subsequent payments and/or will terminate this agreement if the Grantee improperly expends and manages grant funds; fails to prepare, preserve or surrender records required by this Agreement; or otherwise violates this Agreement. 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 nn 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 ornission to exercise any right, power or remedy accruing to either party upon breach or violation by either party under this Agreement shall impair any such right, power or remedy of either party; nor shall such delay or omission be construed as a waiver of any such breach or default or any similar breach or default. 30. Non -Assignment of Agreement. The Grantee may not assign, sublicense or otherwise transfer its rights, duties or obligations under this Agreement without the prior written consent of the Division, which shall not unreasonably be withheld. The agreement transferee must demonstrate compliance with the requirements of the project. If the Division approves a transfer of the Grantee's obligations, the Grantee shall remain liable for all work performed and all expenses inured 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. Page: 7 State Aid to libraries Gant Agreement (Fon]IDLIS/SA02) Chapter IB -2.011(2)(a), Florida Administrative Code, Effective 06-2019 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: a) 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. b) 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. 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 (ada,gov (as of April 2019)), incorporated by reference). 37. Governing Law. This Agreement shall be construed, performed and enforced in all respects in accordance with the laws and rules of Florida. Venue or location for any legal action arising under this Agreement will be in Leon County, Florida. Page: 8 State Aid to ilbearies Crant Agreeimnt (FomiDISS/SA02) Chapter 1&2.011(2)(a), Florida Administrative Code, Effective 002019 < l 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 2019-20 State Aid to Libraries Final Grants (Attachment B) The Grantee hereby certifies that they have read this entire Agreement and will comply with all of its requirements. Grantee: Department of State Board of County Commissioners, Collier County Florida By: WILLIAM McDANIEL, Jr., Chairman ATTEST: Crystal K. Kinzel, Clerk By: Deputy Clerk Typed name and title Date Approved as to form and legality Typed name and title State Aid to Iabraries (Sant Agreement (Form DLIS/SA02) Cltapter 113-2.011(2)(a), Florida Administrative Code, Effective 062019 M Amy Johnson, Director Division of Library and Information Services Department of State, State of Florida Typed name and title Date Witness Date Approved as to form and legality \ istant County Altt ncy 0 `V5 Page: 9 ATTACHMENT A FLORIDA SINGLE AUDIT ACT REQUIREMENTS The administration of resources awarded by the Department of State to the Grantee may be subject to audits and/or monitoring by the Department of State as described in this Addendum to the Grant Award Agreement. Monitoring In addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements, and section 215.97, Florida Statutes (FS,), 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 2 CFR 2 §200.425, or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Department of State. In the event the 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 nonprofit organization as defined in 2 CFR §200.90, §200.64, and §200.70. 1. A recipient that expends $750,000 or more in federal awards in its fiscal year must have a single or program - specific audit conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements. Exlubit 1 to this agreement lists the federal resources awarded through the Department of State by this agreement. hr determining the federal awards expended in its fiscal year, the recipient shall consider all sources of federal awards, including federal resources received from the Department of State. The determination of amounts of federal awards expended should be in accordance with the guidelines established by 2 CFR 200.502-503. An audit of the recipient conducted by the Auditor General in accordance with the provisions of 2 CFR 200.514, will meet the requirement of this Part. - 2. For the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the requirements relative to auditee responsibilities as provided in 2 CFR 200.508-512. 3. A recipient that expends less than $750,000 in federal awards in its fiscal year is not required to have an audit conducted in accordance with the provisions of 2 CFR 200, subpart F - Audit Requirements. If the recipient expends less than $750,000 in federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of 2 CFR 200, subpart F - Audit Requirements, the cost of the audit must be Page: 10 State Aid to Libraries Chant Agreeirent (FonnDLIS/SA02) Chapter IB -2.011(2)(a), Florida Adnnnistrative Code, Effective 06-2019 paid from non-federal resources (i.e. the cost of such an audit must be paid from recipient resources obtained fiom other than federal entities). Part IL• State Funded This part is applicable if the recipient is a nonstate entity as defined by section 215.97(2) F.S. 1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of $750,000 in any fiscal year of such recipient (for fiscal years ending June 30, 2017 and thereafter), the recipient must have a state single or project -specific audit for such fiscal year in accordance with Section 215.97, F.S. ; Rule Chapter 69I-5 F.A.C., State Financial Assistance; and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT 1 to this agreement indicates state financial assistance awarded through the 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. For 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), F.S. This includes submission of a financial reporting package as defined by Section 215.97(2) F.S. , and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General 3. If the recipient expends less than $750,000 in state financial assistance in its fiscal year (for fiscal years ending June 30, 2017 and thereafter), an audit conducted in accordance with the provisions of Section 215.97, F.S., is not required. In the event that the recipient expends less than $750,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, F.S., the cost of the audit 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) httn://w,�vw.myfloridaefo. conn/ State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act) hU7//www.leg.state.fl.us/ Part III: Report Submission 1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements, and required by PART I of this agreement shall be submitted, when required by 2 CFR 200.512, by or on behalf of the recipient directly to each of the following: A. The Department of State at each of the following addresses: Office of Inspector General Page: l I State Aid to libraries ('sant Agreement (FoniiDLtS/SA02) Chapter 111-2.011(2)(a), Florida Adtninlstrative Code, Effective 06-2019 Florida Department of State R. A. Gray Building, Room 114A 500 South Bronough St. Tallahassee, FL 32399-0250 B. The Federal Audit Clearinghouse (FAC) as provided in 2 CFR 200.6 and section 200.512 The FAC's website prides a data entry system and required forms for submitting the single audit reporting package. Updates to the location of the FAC and data entry system may be found at the OMB website. 2. Copies of financial reporting packages required by PART II of this agreement shall be submitted by or on behalf of the recipient directly to each of the following: A. The Department of State at each of the following addresses: Office of Inspector General Florida Department of State R. A. Gray Building, Room 114A 500 South Bronough St. Tallahassee, FL 32399-0250 B. The Auditor General's Office at the following address: Auditor General Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 3. Any reports, management letter, or other information required to be submitted to the Department of State pursuant to this agreement shall be submitted timely in accordance with 2 CFR 200.512, section 215.97 F.S. and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. 4. Recipients, when submitting financial reporting packages to the Department of State for audits done in accordance with 2 CFR 200, Subpart F - Audit Requirements or Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered to the recipient in correspondence accompanying the reporting package. Part IV: Record Retention 1. The recipient shall retain sufficient records demonstrating its compliance with the terms of the award(s) and this agreement for a period of five years from the date the audit report is issued, and shall allow the Department of State, or its designee, the CFO, or Auditor General access to such records upon request. The recipient shall ensure that audit working papers are made available to the Department of State, or its designee, the CFO, or Auditor General upon request for a period of at least three years fiom the date the audit report is issued, unless extended in writing by the Department of State. Page: 12 State Aid to Libraries Cirant Agreement (FOm1DLIS/SA02) C,ltapter iB-2.011(2)(a), Florida Adnrinistretive Code, Effective 06-2019 f wrs� EXHIBIT — FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: Not applicable. COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: Not applicable. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: MATCHING RESOURCES FOR FEDERAL PROGRAMS: Not applicable. SUBJECT TO SECTION 215.97, FLORIDA STATUTES: Florida Department of State, State Aid to Libraries; CSFA Number. 45.030 Award Amount: See Attachment B. COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS: The compliance requirements of this state project may be found in Part Four (State Project Compliance Requirements) of the State Projects Compliance Supplement located at hm2s:HUps.tldfs.com/f.saa/. Page: 13 State Aid to Libraries Chant Agreement (Pori DUS/SA02) Chapter 111-2.011(2)(a), Florida Adnnnistrative Code, Effective 062019 ATTACHMENT B Fiscal Year 2019-20 State Aid to Libraries Final Grants Page: 14 State Aid to [abrades Grant Agreement (FonuDUS/SA02) Qrapter 1&2.011(2)(a), Florida Adrunistrative Code, Effective 062019 Division of Library and Information Services Comparison of FY2018-19 Final Grants with FY2019-20 Estimated Grants 8/6/2019 Page 1 of 3 r•.s 2018-19 Grants 2019-20 Estimated Grants OPERATING EQUALIZATION TOTAL GRANT: GRANT GRANT OPERATING AND EQUALIZATION OPERATING GRANT EQUALIZATION GRANT TOTAL GRANT: OPERATING AND EQUALIZATION ' Difference ALACHUA 363,587 0 363,587 419,464 0 419,464 ''i 55,877 BAKER 4,296 57,099 61,395 3,836 51,977 55,813 ' (5,582) BAY 53,361 0 53,361 60,079 0 60,079 = 6,718 BRADFORD 11,444 303,588 315,032 11,980 323,942 335,922 f' 20,890 BREVARD 380,163 0 380,163 454,090 0 454,090 r 73,927 BROWARD 1,398,383 0 1,398,383 1,505,471 0 1,505,471 107,088 CALHOUN 7,973 213,687 221,660 9,245 252,560 261,805'' 40,145 CHARLOTTE 105,378 0 105,378 121,131 0 121,131 15,753 CITRUS 69,705 0 69,705 72,862 0 72,862 ' 3,157 CLAY 59,2321 0 59,232 83,562 01 83,562 ` 24,330 COLLIER 195,181 0 195,181 221,697 0 221,697 26,516 COLUMBIA 21,529 521,247 542,776 21,038 551,120 572,158 29,382 DESOTO 4,838 63,402 68,240 5,271 70,425 75,696 7,456 DIXIE 5,260 140,680 145,940 3,630 49,482 53,112 "'; (92,828) DUVAL 760,288 0 760,288 818,734 0 818,734 + 58,446 ESCAMBIA 115,188 0 115,188 139,686 0 139,686`1 24,498 FLAGLER 26,1071 0 26,107 27,8401 0 27,840 1,733 FRANKLIN 4,718 61,403 66,121 5,271 69,942 75,213 9,092 GADSDEN 16,720 439,259 455,979 14,269 382,127 396,396 (59,583) GILCHRIST 3,110 41,471 44,581 3,377 45,913 49,290 i 4,709 GLADES 1,657 22,130 23,787 2,477 33,710 36,187 12,400 GULF 3,491 45,691 49,182 3,610 48,164 51,774 2,592 HAMILTON 8,882 236,599 245,481 9,553 259,424 268,977' 23,496 HARDEE 3,0781 40,308 43,386 4,477 59,761 64,238 ' 20,852 HENDRY 10,806 140,702 151,508 11,398 151,284 162,682 ''I 11,174 HERNANDO 51,174 521,247 572,421 58,413 552,801 611,214: 38,793 HIGHLANDS 14,638 179,669 194,307 15,369 192,291 207,660 ` 13,353 HILLSBOROUGH 969,521 0 969,521 1,019,782 0 1,019,782 50,261 HOLMES 2,977 39,858 42,835 3,362 45,881 49,243 6,408 INDIAN RIVER 86,869 0 86,869 91,514 0 91,514 4,645 JACKSON 8,5531 111,999 120,552 9,299 124,129 133,428 "' 12,876 JEFFERSON 5,646 150,753 156,399 5,458 148,570 154,028'il (2,371) LAFAYETTE 1,259 16,917 18,176 3,229 88,454 91,683 ` 73,507 LAKE 171,395 0 171,395 181,194 0 181,194 9,799 LEE 594,853 0 594,853 650,986 0 650,986 56,133 LEON 150,760 0 150,760 158,8331 0 158,833 8,073 LEVY 7,757 101,314 109,071 7,403 98,559 105,962 (3,109) LIBERTY 1,8541 49,861 51,715 1,919 52,608 54,527 2,812 MADISON 8,217 219,046 227,263 8,927 242,570 251,497'` 24,234 MANATEE 170,550 0 170,550 186,336 0 186,336 15,786 MARION 122,756 0 122,756 134,723 01 134,723 '= 11,967 MARTIN 95,408 0 95,408 109,414 01 109,414 14,006 Page 1 of 3 r•.s Division of Library and Information Services Comparison of FY2018-19 Final Grants with FY2019-20 Estimated Grants 8/6/2019 Page 2ofd (a, 2018-19 Grants 2019.20 Estimated Grants OPERATING GRANT EQUALIZATION GRANT TOTAL GRANT: OPERATING AND EQUALIZATION OPERATING GRANT EQUALIZATION GRANT TOTAL GRANT: OPERATING AND EQUALIZATION Difference MIAMI-DADE 1,363,324 0 1,363,324 1,572,231 0 1,572,231 208,907 MONROE 74,262 0 74,262 84,061 0 84,061 9,799 NASSAU 30,811 0 30,811 32,813 0 32,813 2,002 OKALOOSA 85,284 0 85,284 91,883 0 91,883 6,599 OKEECHOBEE 6,853 89,471 96,324 7,659 101,924 109,683 13,259 ORANGE 830,417 0 830,417 953,803 0 953,803 123,386 OSCEOLA 162,424 0 162,424 176,522 0 176,522 "' 14,098 PALM BEACH 1,002,522 0 1,002,522 1,057,153 0 1,057,153''++' 54,631 PASCO 148,477 0 148,477 170,379 0 170,379 ', 21,902 PINELLAS 709,8581 0 709,858 747,810 01 747,810 37,952 POLK 249,327 0 249,327 302,342 0 302,342 i'I 53,015 PUTNAM 12,050 152,905 164,955 10,360 134,016 144,376'ri' (20,579) SAINT JOHNS 134,619 0 134,619 150,483 0 150,483 ' 15,864 SAINT LUCIE 100,926 0 100,926 118,339 0 118,339 17,413 SANTA ROSA 45,251 0 45,251 48,913 0 48,913 ' 3,662 SARASOTA 258,743 01 258,743 272,453 0 2722453 ' 13,710 SEMINOLE 148,756 0 148,756 156,709 0 156,709 7,953 SUMTER 56,961 0 56,961 66,711 0 66,711: 9,750 SUWANNEE 282247 521,247 549,494 29,912 552,802 582,714 R 33,220 TAYLOR 5,608 73,802 79,410 5,274 70,758 76,032 ` (3,378) UNION 3,252 ' 87,427 90,679 3,265 89,479 92,744' 2,065 VOLUSIA 376,6941 0 376,694 404,345 01 404,345 27,651 WAKULLA 6,896 90,981 97,877 7,080 95,2231 102,303 ` 4,426 WALTON 18,784 0 18,784 20,173 0 20,173 i` 1;389 WASHINGTON 6,478 172,043 1782521 8,244 223,189 231,433-' 522912 ALTAMONTE SPRINGS 10,053 10,053:11,093 11,093 ! 1,040 APALACHICOLA 2,141 2,141 2,627 2,627' 486 BOYNTON BEACH 60,001 60,001 61,576 61,576 1,575 DELRAY BEACH 54,726 54,726 57,652 57,652 22926 FORT MYERS BEACH 31,454 31,454 29,556 29,556'' (1,898) HIALEAH 32,615 32,615 39,309 39,309 + 6,694 LAKE PARK 7,192 7,192 6,852 62852 `' (340) LAKE WORTH 122320 12,320 11,788 11,788 (532) LANTANA 3,741 3,741 4,662 4,662 921 MAITLAND 17,625 17,625 18,408 18,408 ,r 783 NEW PORT RICHEY 1 22,272 22,272 21,362 21,362: (910) NORTH MIAMI 1 22,620 22,620 26,111 26,111 "1 3,491 Page 2ofd (a, Division of Library and Information Services Comparison of FY2018-19 Final Grants with FY2019-20 Estimated Grants 8/6/2019 Page 3 of 3 2018-19 Grants 2019-20 Estimated Grants OPERATING GRANT EQUALIZATION GRANT TOTAL GRANT: OPERATING OPERATING GRANT AND EQUALIZATION EQUALIZATION GRANT TOTAL GRANT: OPERATING AND EQUALIZATION ;' Difference NORTH MIAMI BEACH 20,814 20,814 23,046 23,046 2,232 NORTH PALM BEACH 17,859 17,859 20,0561 20,056 1 2,197 OAKLAND PARK 14,456 14,456 14,495 14,495 39 PALM SPRINGS 17,200 17,200 16,988 16,988 'r (212) RIVIERA BEACH 17,836 17,836 23,765 23,765 5;929 SANIBEL 41,281 41,281 47,595 47,595 6,314 WEST PALM BEACH 108,948 108,948 110,851 110,851 1,903 WILTON MANORS 17,040 17,040 17,946 17,946 906 WINTER PARK 66,114 66,114 64,584 64,584 (1,530) Subtotal 12,563,694 4,905,806 17,469,500 13,809,446 5,163,085 18,972,531 1,503,031 Multicounty HEARTLAND 450,000 450,000 0 NEW RIVER 330,831 327,087 (3,744) NORTHWEST REGIONAL 350,000 350,000 0 PAL PUBLIC LIBRARY COOPERATIVE 350,000 350,000 0 PANHANDLE PUBLIC LIBRARY COOPERATIVE 333,009 338,502 5,493 SUWANNEE RIVER REGIONAL 350,000 350,000 0 THREE RIVERS REGIONAL 347,274 343,998 (3,276) WILDERNESS COAST 323,458 321,955 Subtotal 2,834,572 2,831,542 (3,030) Total 20,304,0721 21,804,072 1,500,000 The Fiscal Year (FY) 2019-20 estimates were based on estimated local expenditures for FY 2017-18 provided in the December 2018 State Aid application. Grant amounts and eligibility for Equalization Grants will change after the certified expenditures are received in October 2019. Page 3 of 3 P. Certification of Hours, Free Library Service and Access to Material Page 16 of 21 Certification of Hours, Free Library Service and Access to Materials This certification, provides certification from the applicant that the library: • Provides free library service, including loaning materials available for circulation free of charge and providing reference and information services free of charge; • Provides access to materials, information and services for all residents of the area served; and • Has at least one library, branch library or member library open 40 hours or more each week (excluding holidays; between Sunday through Saturday, on a schedule determined by the library system) Download the Certification, obtain signatures and upload the signed form to this page. The form should be signed by the Chair of the Library's Governing Body Download Certification Form 1. Certification of Hours, Free Library Service and Access to Materials Form Upload* File Name File Uploaded On View (opens in new Size window) SALG 20 -ST -08 P Certification of 134 8/23/2019 10:31:07 View file Hours.pdf [KB] AM FLORIDA DEPARTMENT OF STATE DIVISION OF LIBRARYAND INFORMATION SERVICES STATE AID TO LIBRARIES GRANT APPLICATION Certification of Hours, Flee Library Service and Access to Materials 'Ihc Colder County Board of County Corrn tissioners, governing body for the Collier County Public Library hereby certifies that the following statements are true for the time period October 1, 2017 through June 30, 2020: • Provides fiec lbrary service, including loaning rraterials available for circulation flee of cluarge and providing reference and infonrefion services free of cbarge; • Provides access to rrateiials, infom ation and services for all residents ofthe area served; and • Has at least one library, branch library or member library open 40 hours or more each week (excluding holidays; between Sunday through Saturday, on a schedule determined by the library system). Signature WILLIAM MCDANIEL, Jr., BCC Chairman Date ATTEST: Crystal K. Kinzel, Clerk Deputy Clerk Page: I Approved as to form and legality name Approved as to form and legality Ass's lain County0I [ley \ cy \�1 Q. Annual Plan of Service (Due 12/1) Page 17 of 21 This component of the application is due by December 1. Following the October 1 deadline, your application will be returned to add the remaining components as needed due December 1. The Annual Plan of Service should include the goals, objectives, and activities that will be supported for the application year. The Annual Plan of Service must be approved or adopted by the library's governing body. Upload the Annual Plan of Service and evidence of adoption or approval to this application. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. OHelp 1. Annual Plan of Service * Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation File Title Description Size Type View (opens in new window) SALG 20 -ST -08 Q 2019-2020 Annual 2019-2020 Annual 121 View file Plan of Service.doc Plan of Service [KB] 3. Notes Go w C7 l7 z w ri 0 O bq 6 i C X _v c v > m c v i 1p L al cLo tLa O Y L 'O O m m c p- O m v v c 'o v— OU yL,, L m v f m m m 'C w N w" a m m 'o a c p o t cL 3 a n am v v Y m E cv E ° 00 m b° o s —aNE N O v 3c� N L O .Q =v3 a E O 0 o 0 ° a) vw o wCm0 E . CL > •mpVo E L30,4 p ai < 0 L a O. O Uv CLo U) . o v unmcmNo HE O N "° N e.= 7ON +Vp+ Y -a M o M a) 0 o N O O N N N N N co O cc c \ \ \ \ \ 00 O r O Y a) \ 0 \ 0 \ 0 \ 0 \ 0 E 0 N N -1 N N N N N M M a) C O L U N �- m v co Y O a) c E a) L 3 Y E 3 0 _6 Qj N _ a, rlORi L C o v'Ji .E 'o u 3 o E p� o a T o O L m E 3 a v Y N 0. 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V U> Q c V .L OOD L c U .� y0 C = LL a) Q Q O @ ,N c OA N to m CC v) s N LO s tko o u O O E ) c v N m T a Qi N d Y L o L' m m N O' N N cmm 4 Y N G Y J N m a L L O C m _ m a7 mamn Q> U ocn 0 C O Y m E O m C C O w N v a1 m -0 O O al r N L 0 U 7 Y amt Cp > N C N O .N w YO 3 w a o uL c c i O a c m L o o D }_>r O y w L m .L > c Q _O O i L V a7 aJ N C L L V w N L N Q O N u +m+ E N v .Q O o V aw y 0 m L 3 V1 C� C U C m E L 0 N a m LL N N O N 00 li Q N W U a c m W O O c L U aJ y a°10 a al by c U a o cu N a, N N U N U � m 'E nu a, C E W O o M N U bn t o Y Y Q O 0 � L rLb m u � E v � L a, b 3 L c O a) c 3 L p L c be c a a t O mto N Y v c v Ua L bD :3 c p N m p W 'C O °1 a, ajL 3 E aj a c v -0 i N U N` N u 4_ = 4 L NL O EO O a y N c O C o m J 0 .0 C, a Ln i a i N t Q > N ` v V) m O 0 .0 o > > a a N > N a a w T K C m Q LL Q W r. 07 a) C E E O U 3 0 O 0 0 Q C O U 3 a v L aJ u c m > a m v s .l U 3 CL Y c 3 0 0 W U I-� L N N >. 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J a m a, a a a v U E v w c m > O c0 b0 N +L+ cya o a @ U y T .c c CL Q m a t vN -o m` m ' " j j T O a m N Q N m Q Q U N a, 0 L 1] t .2- -O u a, L o L y J N> c u L L 0- X X a) L Q d d W mw m N a 4 a c 7 N 'N •++ U N Q m V • • • 0 u N a, O U mL O bo U I-� L W d U A U 3 �v ca ./i R. Budget (Due 12/1) Page 18 of 21 This component of the application is due by December 1. Following the October 1 deadline, your application will be returned to add the remaining components as needed due December 1. Add the budget document(s) as applicable for the year starting on October 1. The budget must be adopted or approved by the library's governing body. If the budget document is a very large document, attach only the pages showing the library's budget. The attachments should be in PDF, Word, or Excel format. The description line should clearly describe the attachment. @Help 1. Budget * Information to meet this requirement is contained in another document. Use the "Notes" field to indicate where the information is located. 2. Add Documentation 3. Notes S. Summary Financial Report Form (Due 12/1) Page 19 of 21 This component of the application is due by December 1. Following the October 1 deadline, your application will be returned to add the remaining components as needed due December 1. Part A * Part B * 3. Part C T. Annual Statistical Report Form (Due 12/1) Page 20 of 21 This component of the application is due by December 1. Following the October 1 deadline, your application will be returned to add the remaining components as needed due December 1. 1. Annual Statistical Report Form * This report solicits data on library activity during the previous fiscal year. The data is used for federal, state, and local reporting and comparison purposes. Libraries must submit the form electronically on a separate reporting site. All libraries are given a library identification number and password to access the reporting site. When the report has been submitted electronically, click "Report submitted online" Help . Link to online reporting site 2. Notes U. Review and Submit Page 21 of 21 1. Review and Submit ®1 hereby certify that I am authorized to submit this application on behalf of Collier County Public Library and that all information indicated is true and accurate. I acknowledge that my electronic signature below shall have the same legal effect as my written signature. I am aware that making a false statement or representation to the Department of State constitutes a third degree felony as provided for in s. 817.155, F.S., punishable as provided for by ss. 775.082, 775.083, and 775.084. Signature (Enter first and last name) r`_