Item C1 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 17. 2014 Division: Deputy County Administrator
Bulk Item: Yes X No ® Department: Library Services
Staff Contact/Phone#:Norma Kula x7349
AGENDA ITEM WORDING: Approval of the filing of a grant application and agreement for State
Aid to Libraries from the Florida Department of State, Division of Library and Information Services,
and execution of same with the proper County authorities.
ITEM BACKGROUND: This is an annual application process to receive State Financial Aid for the
Library system
PREVIOUS RELEVANT BOCC ACTION: Board approved prior application at the September 17,
2013, meeting
CONTRACT/AGREEMENT CHANGES: There are no new requirements added to the agreement
beyond what libraries are already required to submit as part of the grant application.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: N/A—INDIRECT COST: N/A -BUDGETED: Yes X No,........................
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: N/A SOURCE OF FUNDS: State Grant
REVENUE PRODUCING: Yes X?flo— AMOUNT PER Year S 102,000.00
APPROVED BY: County Atty7 OWBIPulajsing V1 Risk Managemen6 V )
DOCUMENTATION: Included X Not Required---
DISPOSITION: AGENDA ITEM#
Revised 7109
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: FL Dept. of State, DLIS Contract#_ I
Effective Date: October 1, 2014
- ---------------------------
Expiration Date: ..�Sep..tember 30, 2015
Contract Purpose/Description:
Annual funding providing State financial aid to the Monroe County LibM System
Contract Manager: _,Norma Kula 7349 Library /#23
(Name) (Ext.) (Department/Stop 4)
for BOCC meeting on Oct. 17, 2014 Agenda Deadline: Sept. 30, 2014
CONTRACT COSTS
Total Dollar Value of Contract: $ 102,000.00 Current Year Portion: $ 102,000.00
................................................................................Budgeted? YesZ No M Account Codes �lq
Grant: $ 102,000.00
-----------------
County Match: $ -00-
ADDITIONAL COSTS
Estimated Ongoing Costs: $-00-/yr For: -- --------
-----------------------------------____
-
(Not included in dollar value above) (ei.maintenance,utilities,janitorial, salaries,etc.)
CONTRACT REVIEW
Changes w Date Out
..........
;IDJ 'e I Needed evil er
Division Director 1 Yeses Na
Yes[-] No[3� ................
Risk Management
mow,
O.M.B./Purchasing Yes[] No
County Attorney Q�jm YesM N9921
Comments:
01013 Form Revised 2/27,101 MCP#2
Florida Department of State,Division of Library and Information Services
STATE AID TO LIBRARIES GRANT AGREEMENT
The Applicant(GRANTEE) Monroe County Board of County Commissioners
(Name of library governing body)
Governing body for Monroe County Public Library System
(Name of library)
hereby makes application and certifies eligibility for receipt of grants authorized under Section 257,
Florida Statutes, and guidelines for the State Aid to Libraries Grant Program.
The Division,as administrator of state funds provided under Section 257,Florida Statutes, has
approved an application for State Aid to Libraries Grant funds submitted by the GRANTEE. By
reference,the application is hereby made a part of this agreement.
Grant Purpose. This grant shall be based upon the following scope of work:
The single library administrative unit, as an eligible political subdivision under 257.17,Florida
Statutes, is responsible for managing or coordinating free library service to the residents of its
legal service area. The library shall:
1. Have a single administrative head employed full time by the library's governing body;
2. Provide free library service, including loaning library materials available for circulation free
of charge,and providing reference and information services free of charge;
3. Provide access to materials, information and services for all residents of the area served;and
4. Have at least one library, branch library or member library operated by the library's
governing body,open 40 hours or more each week.
The parties agree as follows:
I. The GRANTEE agrees to:
a. For payment number one:
i. Have at least one library,branch library or member library, open 40 hours or more
each week.
b. For payment number two:
i. Have at least one library, branch library or member library,open 40 hours or more
each week.
State Aid to Libraries Grant Agreement Page I of 7
Chapter I B-2.011(2)(a),Florida Administrative Code, Effective xx-xx-xxxx
c. Expend all grant funds awarded and perform all acts in connection with this agreement in full
compliance with the terms and conditions of Chapter 257,Florida Statutes, and guidelines
for the State Aid to Libraries Grant Program.
d. Expend all grant funds received under this agreement solely for the purposes for which they
were authorized and appropriated.
e. Provide the DIVISION with statistical, narrative, financial and other evaluative reports as
requested.
f. Retain and make available to the DIVISION,upon request, all financial and programmatic
records, supporting documents, statistical records, and other records for the project.
g. Retain all records for a period of five years from the date of submission of the final project
report. If any litigation,claim,negotiation,audit,or other action involving the records has
been started before the expiration of the five year period,the records shall be retained until
completion of the action and resolution of all issues which arise from it,or until the end of
the regular five-year period, whichever is later.
h. Establish and maintain a proper accounting system in accordance with generally accepted
accounting procedures. To use and maintain adequate fiscal authority, control, and
accounting procedures that will ensure proper disbursement of, and accounting for,project
funds.
i. Perform all acts in connection with this agreement in strict conformity with all applicable
laws and regulations of the State of Florida.
j. Not use any grant funds for lobbying the legislature, the judicial branch, or any state
agency.
k. Hereby certify 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.
1. Not discriminate against any employee employed in the performance of this agreement, or
against any applicant for employment because of race, color, religion, gender, national
origin, age,handicap, or marital status. The GRANTEE shall insert a similar provision in
all subcontracts for services by this agreement.
State Aid to Libraries Grant Agreement Page 2 of 7
Chapter I B-2.011(2)(a),Florida Administrative Code, Effective xx-xx-xxxx
in. In the event that the grantee expends a total amount of state financial assistance equal to or
in excess of$500,000 in any fiscal year of such GRANTEE,the grantee must have a State
single or project-specific audit for such fiscal year in accordance with Section 215.97,
Florida Statutes; applicable rules of the Department of Financial Services; and Chapters
10.550 (local governmental entities)or 10.650:(nonprofit and for-profit organizations),
Rules of the Auditor General. In determining the state financial assistance expended in its
fiscal year,the GRANTEE 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.
In connection with the audit requirements addressed in part in,paragraph 1,the GRANTEE
shall ensure that the audit complies with the requirements of Section 215.97(8),Florida
Statutes. This includes submission of a financial reporting package as defined by Section
215.97(2)(e), Florida Statutes, and Chapters 10.550 (local governmental entities) or
10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
If the GRANTEE expends less than $500,000 in state financial assistance in its fiscal year,
an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes,
is not required. In the event that the GRANTEE expends less than$500,000 in state
financial assistance in its fiscal year and elects to have an audit conducted in accordance
with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid
from the nonstate entity's resources(i.e., the cost of such an audit must be paid from the
grantee's resources obtained from other than State entities).
Information related to the requirements of Section 215.97, Florida Statutes, (the Florida
Single Audit Act) and related documents may be found at
Copies of financial reporting packages required by this agreement shall be submitted by or
on behalf of the GRANTEE directly to each of the following:
1. The Department of State at the following addresses:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough Street
Tallahassee, Florida 32399-0:250
2. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
I I I West Madison Street
Tallahassee, Florida 32399-1450
n. Identify an individual or position with the authority to make minor modifications to the
application, if necessary, prior to execution of the agreement.
State Aid to Libraries Grant Agreement Page 3 of 7
Chapter I B-12.0 I 1(2)(a),Florida Administrative Code,Effective xx-xx-xxxx
II. The DIVISION agrees:
a. To provide a grant in accordance with the terms of this agreement in consideration of the
GRANTEE's performance hereinunder, and contingent upon funding by the Legislature.
The State of Florida's performance and obligation to pay under this agreement is contingent
upon an annual appropriation by the Legislature. In the event that the state funds on which
this agreement is dependent are withdrawn,this agreement is terminated and the state has no
further liability to the GRANTEE beyond that already incurred by the termination date. In
the event of a state revenue shortfall,the total grant may be reduced accordingly.
b. To notify the grantee of the grant award after review and approval of required documents.
The grant amount shall be calculated in accordance with Chapter 257, Florida Statutes, and
guidelines for the State Aid to Libraries Grant Program.
c. To distribute grant funds in two payments. The first payment will be requested by the
DIVISION from the Chief Financial Officer upon execution of the agreement. The
remaining payment will be made by June 30.
d. That any balance of unobligated cash that has been paid to the grantee may be retained for
direct program costs in a subsequent period.
III. The GRANTEE and the DIVISION mutually agree that:
a. This instrument embodies the whole agreement of the Parties. There are no provisions,
terms, conditions,or obligations other than those contained herein;and this agreement shall
supersede all previous communications, representation, or agreements either verbal or
written,between the parties. No amendment shall be effective unless reduced in writing
and signed by the parties.
b. The agreement is executed and entered into in the State of Florida,and shall be construed,
performed,and enforced in all respects in accordance with the laws and rules of the State of
Florida. Each party shall perform its obligations hereunder in accordance with the terms
and conditions of this agreement. If any matter arising out of this Agreement becomes the
subject of litigation, venue shall be in Leon County.
c. If any term or provision of the agreement is found to be illegal and unenforceable,the
remainder of the agreement shall remain in full force and effect and such term or provision
shall be deemed stricken.
d. No delay or omission to exercise any right,power, or remedy accruing to either party upon
breach or default 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.
State Aid to Libraries Grant Agreement Page 4 of 7
Chapter I B-2.011(2)(a),Florida Administrative Code,Effective xx-xx-xxxx
e. This agreement shall be terminated by the DIVISION because of failure of the GRANTEE to
fulfill its obligations under the agreement in a timely and satisfactory manner unless the
GRANTEE demonstrates good cause as to why it cannot fulfill its obligations. Satisfaction
of obligations by GRANTEE shall be determined by the DIVISION,based on the terms and
conditions imposed on the GRANTEE in paragraphs I and III of this agreement and
guidelines for the State Aid to Libraries Grant Program. The DIVISION shall provide
GRANTEE a written notice of default letter. GRANTEE shall have 15 calendar days to
cure the default. If the default is not cured by GRANTEE within the stated period,the
DIVISION shall terminate this agreement, unless the GRANTEE demonstrates good cause
as to why it cannot cure the default within the prescribed time period. For purposes of this
agreement, "good cause" is defined as circumstances beyond the GRANTEE's control.
Notice shall be sufficient if it is delivered to the party personally or mailed to its specified
address. In the event of termination of this agreement,the GRANTEE will be compensated
for any work satisfactorily completed prior to notification of termination, if equitable.
f. The DIVISION shall unilaterally cancel this agreement in the event that the GRANTEE
refuses to allow public access to all documents or other materials made or received in regard
to this agreement that are subject to the provisions of Chapter 119,Florida Statutes.
GRANTEE agrees to immediately contact the DIVISION for assistance in the event that it
receives a public records request related to this agreement or the grant the it awards.
g. The DIVISION shall not be liable to pay attorney fees,interest, late charges and service fees,
or cost of collection related to the grant.
h. The DIVISION shall not assume any liability for the acts,omissions to act or negligence of
the GRANTEE,its agents,servants,or employees;nor shall the GRANTEE exclude liability
for its own acts,omissions to act,or negligence to the DIVISION. In addition, the
GRANTEE hereby agrees to be responsible for any injury or property damage resulting from
any activities conducted by the GRANTEE.
i. The GRANTEE,other than a GRANTEE which is the State or agency or subdivision of the
State,agrees to indemnify and hold the DIVISION harmless from and against any and all
claims or demands for damages of any nature, including but not limited to personal injury,
death,or damage to property, arising out of any activities performed under this agreement
and shall investigate all claims•••,at its own expense.,
j, The GRANTEE shall be responsible for all work performed and all expenses incurred in
connection with the project. The GRANTEE may subcontract as necessary to perform the
services set forth in this agreement,including entering into subcontracts with vendors for
services and commodities,provided that such subcontract has been approved by the
DIVISION, such approval not to be unreasonably withheld, and provided that it is
understood by the GRANTEE,that the DIVISION shall not be liable to the subcontractor for
any expenses or liabilities incurred under the subcontract and that the GRANTEE shall be
solely liable to the subcontractor for all expenses and liabilities incurred under the
subcontract.
k. Neither the State nor any agency or subdivision of the State waives any defense of sovereign
immunity,or increases the limits of its liability,upon entering into a contractual relationship.
State Aid to Libraries Grant Agreement Page of?
Chapter 1 Bw'-).O I 1(2)(a),,Florida A dMinistralive Code, Effective,xx-xx-xxxx
1. The GRANTEE, its officers,agents,and employees, in performance of this agreement, shall
act in the capacity of an independent contractor and not as an officer,employee or agent of
the DIVISION. Under this agreement, GRANTEE is not entitled to accrue any benefits of
state employment,including retirement benefits,and any other rights or privileges connected
with employment in the State Career Service. GRANTEE agrees to take such steps as may
be necessary to ensure that each subcontractor of the GRANTEE will be deemed to be an
independent contractor and will not be considered or permitted to be an agent, servant,joint
venturer,or partner of the DIVISION.
rn. The GRANTEE shall not assign, sublicense, nor otherwise transfer its rights,dudes, or
obligations under this agreement without the prior written consent of the DIVISION, whose
consent shall not unreasonably be withheld. The agreement transferee must demonstrate
compliance with the requirements of the program. If the DIVISION approves a transfer of
the GRANTEE's obligations,the GRANTEE remains responsible for all work performed
and all expenses incurred in connection with the Agreement. In the event the Legislature
transfers the rights,duties, or obligations of the Department to another governmental entity
pursuant to Section 20.,06,Florida Statutes,or otherwise,the rights,duties,and obligations
under this agreement shall also be transferred to the successor government entity as if it were
an original party to the agreement.
m This agreement shall bind the successors, assigns, and legal representatives of the
GRANTEE and of any legal entity that succeeds to the obligation of the DIVISION.
o. The State of Florida's performance and obligation to pay under this agreement is contingent
upon an annual appropriation by the legislature. In the event that the state funds on which
this agreement is dependent are withdrawn,this agreement is tenninated and the DIVISION
has no further liability to the GRANTEE beyond that already incurred by the termination
date. In the event of a state revenue shortfall,the total grant shall be reduced in accordance
with Section 257.21,Florida Statutes.
p. If the GRANTEE is in noncompliance with any term(s)of this grant agreement or any other
grant agreement with the Division of Library and Information Services, the Division of
Historical Resources or the Division of Cultural Affairs,the Division may withhold grant
payments until the GRANTEE comes into compliance. Violation of a grant program
requirement, including but not limited to failure to submit grant reports and other grant
documents; submission of incomplete grant reports or other grant documents;or violation of
other grant agreement requirements; shall constitute a basis for the Division to place the
GRANTEE in noncompliance status with the Department of State.
q. The Division shall apply the following financial consequences for failure to perform the
duties/tasks required in the scope of work. Should the library fail to provide free library
service to the public or be open fewer than 40 hours per week, it will no longer be eligible to
receive State Aid Libraries grant funding, and its funding will be reduced to$0.
r. Unless there is a change of address, any notice required by this agreement shall be delivered
to the Division of Library and Information Services,500 South Bronough Street,
Tallahassee, Florida 32399-0250, for the State and, for the GRANTEE,to its single library
State Aid to Libraries Grant Agreement Page 6 of 7
Chapter I B-o'-)-O I 1(2)(a),Florida Administrative Code,Effective xx-xx-xxxx
administrative unit. In the event of a change of address, it is the obligation of the moving
party to notify the other party in writing of the change of address.
M The term of this agreement will commence on the date of execution of the grant agreement
THE APPLICANT/GRANTEE THE DIVISION
.......................... ..................
Chair of Governing Body or Florida Department of State
Chief Executive Officer Division of Library and Information Services
—-—-------------................................. ........................................ .................
Typed Name Typed Name
Date
...........—- ---- ...........................
Clerk or Chief Financial Officer Division Witness—-
.....................................................................................
Typed Name and Title of Official Division Witness
---—---........................................................................................
M
c) DID A,15
po FA E'Y
IJ
State Aid to Libraries Grant Agreement Page 7 of 7
Chapter I B-2.011(2)(a),Florida Administrative Code, Effective xx-xx-xxxx
FLORIDA DEPARTMENT OF STATE
DIVISION OF LIBRARY AND INFORMATION SERVICES
FY 2014-2015 STATE AID TO LIBRARIES GRANT APPLICATION
CERTIFICATION OF LOCAL OPERATING EXPENDITURES
The Monroe County Board of County Commissioners
governing body for Monroe County Public Library System
We hereby certify that the following total funds from local sources were
expended centrally during the fiscal year beginning October 1, 2012 and
ending September 30, 2013 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, 2012 and September 30,
2013.
$2,911,337
SIGNATURES:
I
Library Finance Manager Single Library Adarinistrative Head
Valerie Moore Norma Kula
Typed Name Typed Name
2:Z-1 i
Date k Dat4 I
Expenditure Report
Expenditure Report- October 1, 2012-September 30, 2013
G OR
ENUE
E CATEGORY Y F L FUNpL STATE FE.CIE..RAL .�.�.F.TH.E.R........... TOTAL
_ LOCAL 0
10 Personnel 2,365,867 2,365,867
Services
30 Operating 370,872 33,756 404,628
Expenses
60 ,.� Capital ' 174,59$ _ 41,1$3 21517$1�
Outlay
(Non-Fixed)
Other
Total for the 2,911,337 74,939 2,986,2?6
operation &
maintenance
ry
of the libra....
60 Capital
Outlay(Fixed,
including
purchase or
construction
of a library
building or
quarters)
Notes