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HomeMy WebLinkAbout20A - AA - LIBRARY SRVS ENHANCEMENTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 7, 2011 TITLE: AGREEMENT WITH THE CALIFORNIA STATE LIBRARY AND APPROPRIATION ADJUSTMENT FOR LIBRARY SERVICES ENHANCEMENT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1St Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of the Council to execute an agreement with the California State Library in the amount of $49,000 to provide digital media skills training for Santa Ana youth. 2. Approve an appropriation adjustment recognizing $49,000 in the LSTA Grant Awards revenue account (no. 15411002 52001) and appropriating same to expenditure account (no. 15411193 various). DISCUSSION The Library Services and Technology Act 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 service to diverse ethnic and socioeconomic groups and underserved urban populations. The State Library has awarded a $49,000 LSTA grant to the Santa Ana Public Library in support of its program, "For Your Information Santa Ana/Para su Informacion Santa Ana". The program will recruit Santa Ana teens that will be mentored and trained in digital media skills by teens recently graduated from similar training. These teens will work with the Library's teen interest clubs to create bilingual videos to be broadcast to the community. They will also produce bilingual videos and web pages informing the public on a variety of topics centered around themes of green living, science, technology, citizenship, arts, literature, history, current events, education and community engagement. Videos will be broadcast to Santa Ana residents as part of local CTV3 programming and web pages will be hosted on the library's "Seeds to Trees Academy" website www.seedstotreesacademy.com. 20A-1 California State Library Grant November 7, 2011 Page 2 During the project, the young team members will receive instruction on aspects of digital technology such as video production, film editing, sound editing, and broadcasting. By the end of the 48 week duration of this project, all of the Youth Media Ambassador volunteers will have had the necessary training and experience to continue to create videos and web pages on topical programs for the community, and the capability to instruct and mentor new youth members. Funds will be used to purchase video production and editing software and hardware, and to support personnel training costs. The Library will use in-kind personnel costs to provide the preferred 50% matching funds. FISCAL IMPACT The appropriation adjustment will recognize $49,000 in grant funding from the California State Library in the LSTA Grant Awards revenue account (no. 15411002 52001), and appropriate same to expenditure account (no. 15411193 various). .W Gera do Mouet, Exec tive Director Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez, I Executive Director Finance and Management Services Agency 20A-2 THE BASICS - YOUR LSTA GRANT AWARD The following provides all of the basic information about your grant and managing your grant. Award #: 40-7979 _ E IMLS #: LS-00-11-0005-11 Librar : _ Santa Ana Public Library Project Title: Award Amount: "For Your Information Santa Ana/ Para su informacion Santa Ana" Youth Media Ambassadors Digital Media Production Project $49,000 2011/12 LSTA APPROVED BUDGET Salaries and Benefits 49,000 Libra Materials 0 Equipment (Items over $5,000) 0 Operating Expenses 0 Project Total Indirect Cost (UP TO 10%) 49,000 0 Grant' otal _ $49,000 J ^^ Start Date: October 1, 2011 End Date: _ August 31, 2012 This project will be officially closed as of the end date listed above and no new expenditures may be generated, nor may any additional funded project activities occur. Unexpended or unencumbered funds must be returned within 30 days of the end date. However, if funds were encumbered prior to the end date, this project is allowed 45 days to liquidate those encumbrances. Any funds not liquidated are to be returned with the liquidation report within 60 days of the end date. REPOR'T'ING Financial and program narrative reports are required. All required reporting materials will be located on the California State Library's website at http://www.librarv,ca.gov/gants/Ista/manage.html. The forms, along with instructions, will be on the website under the heading "Pitch An Idea Grants 2011/12." The Grant Guide for this project will list specific reporting due dates. This letter and the enclosed list of LSTA procedural requirements amend the Consolidated Application/Grant Award Certification document and must remain a part of all your existing copies. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the grant program, which may result in federal audit exceptions against the state and the loss of LSTA funds. PAYMENTS Please note this clarification regarding payments. If your full grant amount is $20,000 or more, ten percent (10%) of the grant award is withheld until the end of the project period. It is payable only if the grant recipient fulfills all project reporting requirements and expends all funds, or returns all unspent grant funds, by the time specified in the grant program. CONTACT We want your project to be successful. The following staff person will be your contact for this project. Please work with this consultant in implementing your project. Grant Monitor: Carla Lehn - Phone Number: Email Address: (916 653-7743 clehn@library.ca.gov Doc. #15626 i1e#CP-2S: ` T10 20A-3 California State Library Fiscal Office P.O. 942837 Sacramento, CA 94237-0001 LSTA GA PAGE 1 LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD 1. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount $49,000 . 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 2011/12 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. 20A-4 California State Library Fiscal Office P,0.942837 Sacramento, CA 94237-0001 LSTA GA PAGE 2 LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA (continued) 8. The control of funds and title to property derived there from 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 tine purposes for which they were granted. 9. The expenditure under this program will not be used to supplant subgrantee effort. 10. This agreement 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. 20A-5 California State Library Fiscal Office P.O. 942837 Sacramento, CA 94237-0001 LSTA GA PAGE 3 LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project 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 $49,000 and shall be expended/encumbered in the designated grant period. 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. 1. The subgrantee shall be responsible for the submission of two Narrative Reports, unless otherwise noted in the State Librarian's award letter, on the progress and activities of the project, in triplicate, to the State Library within 30 days following the end of the designated quarter. II. The subgrantee shall submit quarterly Financial Reports, in triplicate, to the State Library, unless otherwise noted in the State Librarian's award letter. 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 designated quarter. II. To obtain payment hereunder the subgrantee shall submit authorized claims provided by the 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. III. The final 10% of the grant award is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent funds by the 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 State Librarian may extend the final deadline for good cause. Request for extension beyond the final deadline of the grant period 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: $44,100 upon execution of the agreement and submission of claim by fiscal agent $4,900 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. 20A-6 California State Library Fiscal Office P.O. 942837 Sacramento, CA 94237-0001 LSTA GA PAGE 4 LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project System/Agency: Santa Ana Public Library NONDISCRIMINATION CLAUSE ADDENDUM 1. During the performance of this grant award, the recipient, subgrantee and its 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, Title 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 of 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. 20A-7 California State Library Fiscal Office P.O. 942837 Sacramento, CA 94237-0001 LSTA GA PAGE 5 LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project 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 ender grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. 20A-8 LSTA GRANT AWARD DOCUMENTATION Budget Citation Chapter 33, Item 6120-211-0890 LSTA Award #: 40-7979 Approval Date: 10/1/2011 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project Subgrantee: Santa Ana Public Library Funding Start Date: **upon execution** Term: upon execution - end of grant period Approved Funds: $49,000 Payments: $44,100 upon execution of agreement Schedule No. $4,900 on completion and return of abatements Schedule No. Appropriation Encumbered (designate where applicable) Federal Fund Trust PGA: 92980 For: FY 11/12 WP 10 Code: 702 Vendor Code: M719 Catalog Number From Catalog of Federal Domestic Assistance (CFDA) #: 45.310 IMLS #: LS-00-11-0005-11 DUNS #: ------------------------------------------------------------------------------------------------------------------------ APPROVED BUDGET CATEGORY BUDGET REVISED REVISED SALARIES $49,000 MATERIALS EQUIPMENT OPERATING EXPENSES INDIRECT COSTS TOTAL $49,000 20A-9 ATTENTION ATTACHED IS THE CLAIM FOR PAYMENT AND THE LSTA GA CERTIFICATION. THESE TWO FORMS MUST BE COMPLETED, SIGNED (WITH ORIGINAL SIGNATURES), AND RETURNED TO: CALIFORNIA STATE LIBRARY FISCAL OFFICE - LSTA P.O. BOX 942837 SACRAMENTO, CA 94237-0009 THESE FORMS MUST BE SUBMITTED AS SOON AS POSSIBLE TO AVOID DELAY IN RECEIVING 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 20A-10 FY: 11/12 WP: 10 VENDOR CODE: M719 SCHEDULE NO: CALIFORNIA STATE LIBRARY Library Services and Technology Act FINANCIAL CLAIM 1ST PAYMENT DATE Claim of: Santa Ana Public Library COPY WIi.71i1 Address ( C ?' .t ?, ?Gt ? Y' 'P1ClZt ; BSc Lia. ?1.C G 7C' 1 For: Santa Ana Public Library (Name of System or Agency) Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project Amount Claimed: $44,100 Grant Award Number: 40-7979 For Period From: upon execution to end of grant period Type of Payment PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 10/1/2011 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized representative of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the agreement; and that payment has not previously been received for the amount claimed herein. by (Signature oft authorized representative) State of California State Library Fiscal Office by (State Library representative) date ' i V't- 1> tr cF ? ? (Title) c ek- yh rylLkvhit !2*+YV'i03 -------------------------------------------------------------- MAIL ONE ORIGINAL SIGNATURE TO: California State Library Fiscal Office - LSTA P.O. Box 942837 Sacramento, CA 94237-0001 20A-11 California State Library Fiscal Office P-0.942837 Sacramento, CA 94237-0001 LSTA GA CERTIFICATION LSTA GRANT AWARD # 40-7979 Project Title: "For Your Info Santa Ana/Para su info Santa Ana" Youth Media Ambassadors Digital Media Production Project System/Agency: Santa Ana Public Library PLEASE COMPLETE AND RETURN THIS PAGE coup Vu CERTIFICATION I affirm that the subgrantee named below is the legally designated representative for this program and is authorized to receive and expend funds for the conduct of this program. 11. 1 certify 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 certify 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 DATE el) I ?- -"r ?Cu?i F ©1aOvor, '?cx V--?Px ac \04 ct"IJ Type or print name and title of authorized representative 5o-v aAy,\, ?tL1oCtc t? ? N Legal name of local subgrantee >%tat Project name as on the application Street address of named subgrantee city 0`S!t c CA Zr?Code Tel ht q) I DL- -i - 5ocke Zip Code of authorized rep. ?` ? \rYtC?,?' Coordinator/Director of program, if different Type or print name and title of author ed representative WHO SHOULD RECEIVE INSTRUCTIONS FOR PREPARING REQUIRED R 1:-1t4-) L?+1-?? ?N Telephone RTS: 20A-12 1 . v, v C wl t t?rtt clt e: OR OR STATE IBRARY PRESERVING 0011. HE RITAG E, SI[APING OUR FUTURE October 3, 2011 Heather Folmar, Library Operations Manager Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701-4010 Dear Ms. Folmar: We are pleased to approve the grant application for the "For Your Information Santa Ana/ Para su information Santa Ana" Youth Media Ambassadors Digital Media Production Project for a total of $49,000 in federal Library Services and Technology Act (LSTA) funds. Thank you for your dedication and hard work within a very tight timeline. Best wishes for a successful project. In order to support you, an archived version of a webinar on "Managing your LSTA Grant" presented by the State Library is available to view at httn:HinfoMple.or2/training/webcasts/webcast data/497/index html. The Library Development Services Staff is ready to assist you in making your project a success. Please be aware state processing of grant payments can require 6-3 weeks before you receive your check. Kindest Regards, Stacey xC. Aldrich State Librarian of California Enclosures cc: Colette Moody Carla Lehn Cheryl A. Eberly Gerardo Mouet 1_ibrary - Courts Bi ldinv. P, O. Spa 941_.ti'- Saeiamcnto, (:A 94:37-000 1 20A-13 LSTA Award #40-7979 "For Your Information Santa Ana/Para su information Santa Ana" Youth Media Ambassadors Digital Media Production Project ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: LAURA SHEEDY Assistant City Attorney 4K I" CITY OF SANTA ANA PAUL M. WALTERS City Manager APPROVED AS TO CONTENT: GERARDO MOUET Executive Director - Parks, Recreation & Community Services Agency 20A-14