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HomeMy WebLinkAbout25H - LIBRARY SERVICES ENHANCEMENTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT WITH THE CALIFORNIA STATE LIBRARY AND APPROPRIATION ADJUSTMENT FOR LIBRARY SERVICES ENHANCEMENT r= CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 S` Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of the Council to execute the attached agreement with the California State Library in the amount of $69,987 for an 18-month term Library Services and Technology Act grant to provide enhanced technology and literacy training for Santa Ana residents, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve an appropriation adjustment recognizing $69,987 in the LSTA Connect to Your Future Grant revenue account (no.154-O1- 5366)and appropriating same to the Library expenditure account (no. 154-219-various). DISCUSSION The Library Services and Technology Act (LSTA) is a federal grant program managed by the Institute of Museum and Library Services and administered in California by the State Librarian. Grants are intended to expand literacy and technology services to diverse ethnic and socioeconomic groups, underserved urban populations, and those with limited functional literacy. The State Library has awarded a $69,987 LSTA grant to the Santa Ana Public Library in support of its program, Connect to Your Future @ the Santa Ana Public Library. The program will provide members of all age groups opportunities to gain access to cutting edge learning and literacy technology. The technology will be supported by the Library's Circle of Mentoring model, which provides teens an opportunity to develop confidence and self esteem through targeted volunteerism in which they assist limited English proficiency adults, pre-schoolers and grade-schoolers to develop essential language, 25H-1 Agreements and Appropriation Adjustment for LSTA Grant September 8, 2009 Page 2 computing and literacy skills utilizing equipment and software purchased with grant funds. Funds will be used to purchase ESL learning units, bilingual early literacy units, LEAPFROG TAG reading systems, Manga software and flip camcorders for Teen Tech events, and to support parenting workshops and high school workshops introducing career and educational online resources. The Library will use in-kind personnel costs to provide the preferred 50% matching funds. FISCAL IMPACT The appropriation adjustment will recognize $69,987 in grant funding from the California State Library in the LSTA Connect to Your Future Grant revenue account (no. 154-O1-5366), and appropriate same to the Library expenditure account (no. 154-219-various). ;:~=2 Gerardo Mouet, Executive Director _~ Parks, 'Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez, M ~i Executive Director ''~ Finance and Management Services Agency 25H-2 California State Library Budget Office P.O. Box 942837 Sacramento, CA 94237-0001 LSTA GA Page 1 LSTA GRANT AWARD #40-7321 _.._.__.__.... ro~ect~ _i e:_._.~__.- onnect to -our uture:~" _ ~anta AriaPublic Library-~~____T _ System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD Library Services and Technology Act I. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount of $69,987. This block grant will provide library services as set forth in the LSTA Service Project Application as approved and/or as amended by the California State Librarian. TERMS AND CONDITIONS The recipient agency and its named or designated fiscal agent hereby assures the California State Library that: 1. It is mutually understood between the parties that this grant award may have been written before ascertaining the availability of congressional appropriation of funds, for the mutual benefit of both parties in order to avoid program 'and fiscal delays which would occur if the grant award were executed after that determination was made. 2. This grant award is valid and enforceable only if sufficient funds are made available to the State by the United States government for the Fiscal Year 09/10 for the purposes of this program. In addition, this grant award is subject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted by.the Congress which may affect the provisions, terms or funding of this grant award in any manner. 3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this grant award shall be amended to reflect any reduction in funds. 4. The California State Library has the option to amend the grant award to reflect any reduction of funds. 5. Upon the grant award approval by the State Librarian, one (1) completed set of this CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD and RECIPIENT CERTIFICATION will be sent to the subgrantee. Such copy shall be the officially approved agreement for the conduct of the approved project. 6. "subgrantee" means the government or other legal entity to which a subgrant is awarded and which is accountable to the grantee for the use of the funds provided. 7. The subgrantee will make reports to the State Librarian in such form and containing such information as may be required to enable the California State Library to perform its duties. The subgrantee will keep such records and afford such access as the California State Librarian, California State Library may find necessary to assure the correctness and verification of such reports. 25H-3 LSTA GA Page 2 California State Library Budget Office LSTA GRANT AWARD #40-7321 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA (continued) 8. The control of funds and title to property derived therefrom shall be in a subgrantee agency for the uses and purposes provided; a subgrantee agency will administer such property and funds and shall apply funds only for the purposes for which they were granted. 9. The expenditure under this program will not be used to supplant subgrantee effort. 10. This aggreement is entered into under provisions of the Library Services and Technology Act, Public Law 104-208 on September 30, 1996; and Congressional Record -House, H11644-H11728 on September 28, 1996, H12266-H12267 on October 3, 1996; and 45 CFR 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, October 1, 1994. 11. Performance of the provisions of this agreement is subject to the conditions and availability of funds as awarded by the State Librarian under said Act. 12. The terms of this agreement shall be from upon execution to and including June 30, 2010. But shall be subject to termination by either party by giving written notice to the other party at least thirty (30) days prior to the effective date of termination. In the event this agreement is so terminated, the subgrantee shall deliver to the State Librarian copies of all reports and/or materials prepared up to the date of termination, and the State Librarian shall determine, and pay the subgrantee for the necessary and appropriate expenditures and obligations to the date of termination which have not been covered by prior installments heretofore paid to the subgrantee. If funding has been advanced to the subgrantee, any unobligated balances, as determined by the State Librarian, shall be returned to the State Library within 60 days of the notice of termination. 13. The State Librarian is empowered to review, audit, and inspect the project for compliance with this agreement. LIMITATION OF EXPENDITURE Expenditure for all projects must conform to the approved budget, as amended, and with applicable Federal and State laws and regulations. 25H-4 LSTA GA Page 3 California State Library Budget Office LSTA GRANT AWARD #40-7321 P.O. Box 942837 Sacramento, CA 94237-0001 ...__ _. ____.Project_Title:._~..___~Connect-to Your Future!-@-Santa Ana-Publ---------~----~-~-T___w~_____________.,. __ _.____.._._ System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA, continued Any of the sums listed as approved and/or amended appearing under the categories in the approved budget may be adjusted by the authorized project personnel of the subgrantee to increase any allotment not more than 10% with the understanding that there will be corresponding decreases in the other allotments so that the total amount paid by the California State Library to the subgrantee under this agreement shall not exceed $69,987 and shall be expended/encumbered in the period ending June 30, 2010. REPORTS AND CLAIMS It is the responsibility of the recipient of these instructions to see that the proper individual to supply the required reports and claims receives the instructions and makes the required reports and claims to the California State Library. I. The subgrantee shall be responsible for~the submission of quarterly Narrative Reports, unless otherwise noted in the State Librarian's award letter, on the progress and activities of the project, in triplicate, to the California State Library within 30 days following the end of each quarter. II. The subgrantee shall submit quarterly Financial Reports, in triplicate to the California State Library. These reports are to reflect the expenditures made by the subgrantee under the agreement. The financial reports are to be submitted within 30 days following the end of the quarter. III. To obtain payment hereunder the subgrantee shall submit authorized claims provided by the California State Library for that purpose, on each of the following mentioned dates for payment, and the California.State Library agrees to reimburse the Library as soon thereafter as State fiscal procedures will permit. IV. The final 10% of the grant award is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent grant funds by the time time specified in the award. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the award, which may result in federal audit exceptions against the state and the loss of LSTA funds. The Stafie Librarian may extend the final deadline for good cause. Request for extension beyond the final deadline of June 30 must be received at least 30 days prior to that deadline at the State Librarian`s office. Payment will be provided to cover the expenditures incurred by the subgrantee for the project in the following manner: $31,494 upon execution of the agreement and submission of claim by fiscal agent $31,494 on or about October 30, 2009 $6,999 on the submission of all reporting and return of funds If the amount of payment made by the California State Library shall exceed the actual expenses during the term of this agreement, as reflected in the financial reports to be filed by the subgrantee, the subgrantee shall refund to the California State Library the amount of such excess payment. 25H~5 LSTA GA Page 4 California State Library Budget Office LSTA GRANT AWARD #40-7321 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System/Agency: Santa Ana Public Library NONDISCRIMINATION CLAUSE ~-DDENDUM 1. During the performance of this grant award, the recipient, subgrantee and ifs contractors shall not deny the grant award's benefits to any person on the basis of religion, color, ethnic group identification, sex, age, physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age (over 40) or sex. subgrantee shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. 2. subgrantee shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, Section 1290 et. seq.), the regulations promulgated thereunder (Cal. Admin. Code, Tit. 2, Sections 7285.0 et. seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, Sections 11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. 3. subgrantee or recipient shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. 4. Recipient, subgrantee and its contractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 5. subgrantee shall include the nondiscrimination and compliance provisions of this clause in all contracts to perform work under the grant award. 25H-6 LSTA GA Page 5 California State Library Budget Office LSTA GRANT AWARD #40-7321 P.O. Box 942837 , Sacramento, CA 94237-0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System/Agency: Santa Ana Public Library CERTIFICATION REGARDING LOBBYING FOR GRANTS AND COOPERATIVE AGREEMENTS This certification is a prerequisite for making or entering into a grant or cooperative agreement over $100,000. Upon the acceptance of the grant award the subgrantee as required by Section 1352, Title 31 of the U.S. Code certifies to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the subgrantee, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the subgrantee shall complete and submit Standard Form - LLL, 'Disclosure Form to Report Lobbying,' in accordance with its instructions. 3. The subgrantee shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. 25H-7 ATTENTION ATTACHED PLEASE FIND THE CLAIM FOR PAYMENT AND THE LSTA GA CERTIFICATION. THESE MUST BE COMPLETED, SIGNED (WITH ORIGINAL SIGNATURES), AND RETURNED TO: CALIFORNIA STATE LIBRARY BU®GET OFFICE ®LSTA P.O. BOX 942837 SACRAMENTO, CA 94237-0001 THESE MUST BE DONE AS SOON AS POSSIBLE TO AVOID DELAY IN RECEIPT OF FUNDS. YOU SHOULD RETAIN COPIES OF THE CLAIM AND CERTIFICATION FOR YOUR FILES. THESE ARE THE ONLY DOCUMENTS THAT NEED TO BE RETURNED AT THIS TIME. THANK YOU. Attachments 25H-8 CALIFORNIA STATE LIBRARY Library Services and Technology Act FINANCIAL CLAIM 1ST PAYMENT FY: 09/10 WP: 08 _. _. VENDOR COD .:~M7 _.....~..__.__..__~__.~.~.~.~_...__._...__...__..~____.~ ~..__._~._____.....~.~._s..._..____._._._____..~ _.._.__~__... _~___. _.__ -- SCHEDULE NO: Date: ~~ ~ Claim of: Santa Ana Public Library Address: P?G C~a/~ C~~~ ~L ~ ~/~~. ~ ~~70/ For: Santa Ana Public Library (Name of System or Agency) Project Title: Connect to Your Future! @ Santa Ana Public Library Amount Claimed: $31,494 Grant Award I.D. Number: 40-7321 For Period Frorn: upon execution to end of grant period Type of Payment: PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 07/01/09 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized officer of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the contract; and that payment has not previously been received for the amount claimed herein. by (Signature of the authorized officer of the Fiscal Agency) Gr~i ~Y~LU<tG.Si i~t~- (Title) State of California State Library Budget Office by date MAIL ONE ORIGINAL SIGNATURE TO: California State Libranl Budget Office - LSTA P.O.13ox 942837 Sacramer-to, CA 94237-0001 25H-9 LSTA Control # F-23 LSTA GRANT A1nlARD DOCUMENTATION Budget Citation Chapter 1 Item 6120-211-0890 LSTA Award #: 40-732.1 Approval Date: 07/01/09 Project Title: Connect to Your Future! @ Santa Ana Public Library Subgrantee: Santa Ana Public Library Funding Start Date: *'~ upon execution ** Approved Funds: $69,987 Term: upon execution -end ofi grant period Payments: $31,494 upon execution of agreement Schedule No. $31,494 on or about October 30, 2009 Schedule No. $6,999 on completion of all reporting Schedule No. requirements and return of abatements Appropriation Encumbered (designate where applicable) For: FY 09/10 WP 08 Federal Fund Trust PCA #: 92980 Code: 702 Vendor Code: M719 Catalog number from Federal Catalog of Domestic Assistance#45.310 IMLS#: LS-00-09-0005-09 Matching: State: 34% Federal: 66% EUDGET CATEGORY APPROVED BUDGET REVISED REVISED SALAR{ES & BENEFITS MATERIALS EQUIPMENT OPERATING EXPENSES INDIRECT COSTS TOTAL $45,491 $24,496 $69,987 25H-10 LSTA GA Certification California State Library LSTA GRANT AWARD #40-7321 Budget Office P.O. Box 942837 Sacramento, CA 94237-0001 Project~Title: TYConnect to Your Future! @ Santa Ana Public Library System/Agency: Santa Ana Public Library PLEASE COMPLETE AND RETURN THIS PAGE CERTIFICATION I. 1 affirm that the.subgrantee named below is the legally designated fiscal agent for this program and is authorized to receive and expend funds for the conduct of this program. II. I affirm that all information provided to the California State Library for review.in association with this award is correct and complete to the best of my knowledge; that as the authorized representative of the subgrantee, I have the legal authority to commit my organization to the conditions of this award. III. I affirm that any or all other subgrantees participating in the program have agreed to the terms of the application/grant award, and have entered into an agreement(s) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the attached, as approved and/or as amended in the application. . SIGNED Authorized representative Type or print name and title, of authorized representative Legal name of local subgrantee - ~ ~. ;~ ,. Project name as listed on the application Street address of named subgrantee County Zip Code Coordinator/Direcfor of program if different DATE City ~, Telephone of authorized rep. Telephone WHO SHOULD RECEIVE NOTIFICATION OF APPROVAL OR DENIAL Of LSTA AWARD: WHO 5'HOULD RECEIVE INSTRUCTIONS FOR PREPARING REQUIRED REPORTS: (Provide name, address and telephone number. Use back if needed.} 25H-11