FY 2013-2014 r ; ,,r �& � AMY NEAVILIN, CPA
CLERK OF CIRCUIT COURT & COMPTROLLER
MONROE ROOM FLORIDA
z_.
DATE: September 24, 2013
TO: Norma Kula, Director of
Libraries
FROM: Villa Fernandez, D.C.
At the September 17, 2013, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Item C4 Filing of a grant application and agreement for State Aid
to Libraries from the Florida Department of State, Department of Library and Information Services, and
execution of same with the proper County authorities.
Enclosed are four(4) duplicate originals executed on behalf of Monroe County,for your handling.
Please be sure to return two fully executed duplicate originals as soon as possible. Should you have any
questions,please feel free to contact me.
cc: County Attorney (w/o documents)
Finance
File
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fax.305-295-3663
3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fox:305-289-6025
88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax 305-852-7146
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
Governing body for Monroe County Public Library System
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 during Fiscal Year
2013-2014:
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 circulationfree
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. Provide the following as grant deliverables:
1. For payment number one:
i. The amount of local funds expended during the second preceding local fiscal year
for the operation and maintenance of the library and certification that the
expenditures were for the operation and maintenance of the library.
2. For payment number two:
i. A copy of the annual auditthat was done in accordance with the requirements of
Section 215.97,Florida Statutes, Chapter 10.550, Rules of the Auditor General,
and generally accepted accounting principles.
b. 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.
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c. Expend all grant funds received under this agreement solely for the purposes for which
they were authorized and appropriated.
d. Provide the DIVISION with statistical, narrative, financial and other evaluative reports as
requested.
e. Retain and make available to the DIVISION, upon request,all financial and
programmatic records, supporting documents, statistical records, and other records for the
project.
I 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.
g. 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.
h. Perform all acts in connection with this agreement in strict conformity with all applicable
laws and regulations of the State of Florida.
i. Not use any grant funds for lobbying the legislature,the judicial branch,or any state
agency.
j. 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.
k. 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.
1. 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.
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State Aid to Libraries Grant Agreement
Chapter 1 B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
In connection with the audit requirements addressed in part 1,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 athttns://anps.fldfs.com/fsaa.
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 32399-0250
2. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
c. Identify an individual or position with the authority to make minor modifications to the
application, if necessary, prior to execution of the agreement.
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.
State Aid to Libraries Grant Agreement Page 3 of 7
Chapter I B-2.011(2)(a),Florida Administrative Code, Effective xx-xx-xxxx
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.
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.
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State Aid to Libraries Grant Agreement
Chapter 1 B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
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.
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.
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Chapter 1 B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
m. The GRANTEE shall not assign, sublicense,nor otherwise transfer its rights, duties, 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.
n. 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 terminated 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 shallapply the following financial consequences for failure to perform the
duties/tasks requiredin 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
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.
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Chapter 1 B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
IV. The term of this agreement will commence on the date of execution of the grant agreement.
THE APPLICANT/GRANTEE THE DIVISION
S • i. al
Ch. r of Governing Body or i Florida Department of State
Chief Executive Officer Division of Library and Information Services
George R. Neugent
Typed Name Typed Name
September 17 2013
r b ate Date
A 1
I
_ __. rr. oiChief Financial Officer • Division Witness
Vitia Fernandez, Deputy Clerk
Typed Name and Title of Official Division Witness
September 24, 2013
Date
MON Ov O AS A
NT GOUN A OR EY
A 3
to
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State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
FLORIDA DEPARTMENT OF STATE
DIVISION OF LIBRARY AND INFORMATION SERVICES
FY 2013-2014 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, 2011 and
ending September 30, 2012 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, 2011 and September 30,
2012.
$2,769,803
SIGNATURES: liyt e
Library Finance Manager Single Library Administrative Head
Valerie Moore Norma Kula
Typed Name Typed Name
<71aolI-2) ei4/ 13
Date Date
Expenditure Report
Expenditure Report- October 1, 2011 - September 30, 2012
EXPENDITURE FUNDING OR REVENUE SOURCES
CATEGORY TOTAL
LOCAL STATE FEDERAL OTHER
10 Personnel 2,243,667 2,243,667
Services
30 Operating 342,426 12,160 13,599 368,185
Expenses
60 Capital 183,710 33,278 6,884 223,872
Outlay
(Non-Fixed)
Other
Total for the 2,769,803 45,438 20,483 2,835,724
operation &
maintenance
of the library
60 Capital
Outlay(Fixed,
including
purchase or
construction
of a library
building or
quarters)
Notes