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HomeMy WebLinkAbout2024-300FLORIDA DEPARTMENT OF STATE DIVISION OF LIBRARY AND INFORMATION SERVICES STATE AID TO LIBRARIES GRANT APPLICATION Certification of Homs, Free Library Service and Access to Materials The Indian River County , (Name of library governing body) governing body for the Lilian River Coma LAy= , (Name of library) hereby certifies that the Mowing statements are true for the time period October 1, 2022 through June 30, 2025 • Provides free library service, including loaning materials available for circulation free of charge and providing reference and infon ation services free ofcharge. • Provides access to naterials, information and services fc)r all residents of the area ser wd. • Has at least one library, branch library or member library open 40 hours or rmre each week (excluding holidays or emergencies; between Sunday through Saturday, on a schedule deterni ed by the library system). Signature WIW�__ Name (Typed) Attest: Ryan L. Butler, Clerk of Circuit Court and Comptroller By: Vr IJ�I�C Y Dept Clerk ��p�MISS%p�,V, F ;* •1ber 3, 2024 RIVER C��� Certification ofHouns, Free Library Service and Access to Materials (Form DLIS/SA04) PaW 1 of 1 Chapter 1&2.011(2)(a), Florida Adnm>istratim Code, Effective XX-XXXX Page: l 25 -ST -21 Indian River County Library STATE AID TO LIBRARIES GRANT AGREEMENT BETWEEN THE STATE OF FLORIDA, DEPARTMENT OF STATE • O� Indian River County for and on behalf of Indian River County 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 Indian River CountAr and on behalf of Indian River County Library, hereinafter referred to as the 'Grantee." The Grantee has subn tted an application and has met all eligibility requi ernerits and has been awarded a State Aid to Libraries Grant (CSFA 45.030) by the Division in the amount specified on the "Fiscal Year 2024-25 State Aid to Libraries Final Grants" document (which is incorporated as part of this Agreernerlt and entitled Attachmerit B). The Division has the authority to admarister 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 fiords were appropriated. a) The Grantee shall perform the Mowing Scope of Work: In accordance with Sections 257.17-257.18, Florida Statutes, the Grantee shall receive a grant amount that is calculated and based upon local finds expended during the second preceding fiscal year for the operation and nairitenance ofthe library. For this grarrt, the local expenditures shall have been Trade during the period October 1, 2022 - September 30, 2023. In order to be ehgink to receive the g mit ficding the Grantee shall manage or coordinate frfree library service to the residents of its legal service area for the period October 1, 2022 through June 30, 2025. The Grantee shall:- o Have a single adm istrative head employed full tune by the library's governing body, o Provide free library service, including loaning naterials available for circulation free of charge and providing reference and mfor ation services free of charge; o Provide access to materials, information and services for all residents ofthe area served; and a Have at least one library, branch library or member library open 40 hours or mare each week (exclding holidays or emergencies; between Sunday through Saturday, on a schedule detemkred by the library system) during the length of the agreement b) The Grantee agrees to provide the following Deliverables related to the Scope of Work for payments to be awarded. Payment 1, Deliverablo7ask : Page: l State Aid to Libraries Gant Agreement (Form DLIS/SA02) Chapter I B-2.011(2xa), Florida Administrative Code, Effective xx- x;m Payment will be a fixed price in the amount of 100% ofthe grant award for the period October 1, 2022 through June 30, 2025. The Grantee will: o Have expended funds to provide flee library service during the period October 1, 2022 - September 30, 2023; o Provide an Expenditure Report and certification of Local Operating Expenditures for the period October 1, 2022 - September 30, 2023 only; o Provide documentation showing that at least one library, branch library or member library is open 40 hours or more each week (excluding holidays or emergencies; 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 fiends shall be used for the operation and maintenance of the library. The allowable budget categories are: Personnel Services (salaries, wages, and related enployee benefits provided for all persons employed by the reporting entity whether on fill, time, Part -tire, temporary, or seasonal basis); Operating Expenses (expenditures for goods and services which primrily benefit the current period and are not defined as personal services or capital outlays); Nor, -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, 2022 to June 30, 2025, unless terminated in accordance with the provisions of Section 30 ofthis Agreement. This period begin with the start of the Grantee's second preceding fiscal year (October 1, 2022) and concludes with the end of the State of Florida's current fiscal year (June 30, 2025). 3. Expenditure of Giant Funds. Granit funds will be used to reimburse a portion of local fimds expended by the Grantee during their second preceding fiscal year (October 1, 2022 — September 30, 2023) for the operation and mai ternance ofa library and shall not exceed the arrant specked in Attachment B. 4. Contract Adrrinistration. The parties are legally bound by the requirements emen is ofthis agreement. Each partys contract manager, named below, will be responsible for monitoring its perfomrance under this Agreement and will be the official contact for each party. Arry notice(s) or other corrin uications regarding this agreerrnent shall be directed to or delivered to the other partys contract manager by u tilimrg the mfornetion below. Any charm in the contact infomnattion below should be surbmitted in writing to the contract manager within 10 days of the change. For the Division of library and Information Services: Tom Pena, Grant Programs Supervisor Florida Deparnnerit of State R.A. Gray Building Marl Station # 9D 500 South Brorough Street Tallahassee, FL 32399-0250 Phone: 850.245.6620 Firar7: Thomas.Pena@dos.8.gov For the Grantee: Page: 2 State Aid to Libraries Grant Agreement (FormDLIS/SA02) Chapter IB•2.011(2xa), Florida Administrative Code, Effective xx xxxx Elizabeth Stenger Indian River County Library 1600 21st Street Vero Beach Florida 32960 Phone: 7724006304 Fina17: estenger@axUvaiver.gov 5. Grant Payments. The total grant award shall not exceed the armunt specified on the 'fiscal Year 2024-25 State Aid to Libraries Final Grams ' document (Attachment B), which shall be paid by the Division in consideration for the Grantee's mnmurnn performance as set forth by the terns and conditions of this Agreement Payment win be a fixed price in the amrourt 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 finds transfer (EE"I) to receive grant payments. All grantees wishing to receive their award through EFT mist submit a Vendor Direct Deposit Authorization Form (form number DFS -AI -26E, rev 3/2022), incorporated by reference, to the Florida Department of Financial Services. If EFT has already been set up for your organization, you do not meed to submit another authorization form unless you have changed bank accounts. To download this form visit mvfloridacfo con'docs-sFaccounting-and-auditirrglbraries/w dors/vendor-relatiorn/dfs-al-26e-direct-deposit-vendors pdP? sfvrsrr-=eff728cf 16. The form 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.myfloridacfo.com A copy of the Grantee's Florida Substitute Form W-9 must be submitted by the Grantee to the Division before or Wth the executed Agreement. 8. Financial Consequences. The Department shall apply the following financial consequences for firhue to perform the minimum mm level of services required by this Agreement in accordance with Sections 215.971 and 287.058, Florida Statutes: The Department shall require the return of the award in a prorated amourit based upon the percentage of time that the library fined to perform the mit mnn level of services. The prorated reduction will be in the same percentage as the percentage of time that the library was not providing mini urn level of services. 9. Credit Lim(s) to Acknoviledge Grant Funding. The Division requires public acknowledgement of State Aid to Libraries Grant finding for activities and publications supported by grant funds. Any announcements, information, press releases, publications, brochures, videos, webpages, programs, etc., created as part ofa State Aid to Libraries Grant project must include an acknowledgment that State Aid to Libraries Grant finds were used to create them Use the following text: "Ibis project has been finded 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. Grant Expenditures. The Grantee agrees to expend all gran t funds received under this agreement solely for the purposes for which they were authortwd and appropriated Expenditures shall be in compliance with the state guidelines for allowable project costs as outlined m Page: 3 State Aid to Libraries Grant Agreement (Form DLIS/SA02) Chapter 1 B-2.011(2xa), Florida Administrative Code, Effective xx xxxx the Deparniert of Financial Services' Reference Guide for State Expenditures (as of October 2022), incorporated by reference, which are available online at EMridacfo.comn'docs-sfaccountingand-audbig-libraries/state-a,gencies/rekrence-pride-far-state- Mendhres.pdPsfvrsrr=b4cc3337_2. Grant fiords 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 finds, 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 Grartee shall refind to the State of Florida any balance of umbligated fiends which has been advanced or paid to the Grantee. In addition, finds paid in excess of the amount to which the recipient is ertitled under the terms and conditions ofthe agreement most be refinded to the state agency. Further, the recipient may expend finds only for allowable costs resulting from obligpbons incurred during the specified agreement period. Expenditures of state financial assistance mist be in compliance with the laws, rules and regulations applicable to expenditures of State fiords as outlined in the Department of Financial Service's Reference Guide for State Expenditures (as of October 2022) n 8oridacfo.conidocs-sfaccomting-and-auditing libraries/state-awncies/reference-guide- for- state-expenditires.pdf sfn-sr>=b4cc3337_2, incorporated by reference. 13. Repayment. All refiuds or repayments to be made to the Department under this agreement are to be made payable to the order of "Department of State" and marled directly to the following address: Florida Department of State, Attention: Thomas Perla, Division of Library and Information Services, 500 South Bronough Street, Marl Station #913, 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 Deeparhnent 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 requ i en ert If a Grantee is int 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 rim months ofthe close of its fiscal )car. Audits must be submitted on the DOS Grants System at dosgrarits.com 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 closeout ofthe grant and release ofthe audit. If any litigation or audit is initiated or claim made before the expiation ofthe 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 ofexpendiures, copies ofreports, books, and related docurnerttation available to the Division or a duly authorised representative of the State of Florida for inspection at reasonable times for the purpose ofmaking audits, examinations, nations, excerpts and transcripts. 17. Obligation to Provide Public Access to Grant Records. The Division reserves the right to milaterally camel this Agreement in the event that the Grantee refines public access to all docranents 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 Agteen ent. Page: 4 State Aid to Libraries Grant Agreement (Form DLIS/SA02) Chapter 1B-2.011(2xa), Florida Administrative Code, Effective xx- xwa 18. Noncompliance. Any Grantee that is not following Florida Statutes or miles, the terms ofthe grant agreement, Florida Depadment of State (DOS) 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 Infomiation Services grants or grants from any other DOS Division will be in noncompliance status and subject to the DOS Grants Compliance Procedure. DOS Divisions include the Division of Arts and Culture, the Division of Elections, the Division of Historical Resources and the Division of Library and hmformation Services. Grant compliance issues mst be resolved before a grant award agreement may be executed and before grant payments for any DOS grant may be released. 19. Accounft Requirements. The Grantee must maintain an accounting systemthat provides a complete record ofthe use of all grant firids as follows: a) The accounting system mist be able to specifically identdy and provide audit trails that trace the receipt, maintenance and expenditure of state fiii ds; b) Accounting records must adequately idenntdy the sources and application of finds for all grant activities and mist classify and identify grant funds by using the same budget categories that were approved in the grant application If Grantee's accouriing system accrmirlates data in a different format than the one in the grant application, subsidiary records mist 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 Fstirnated Project Budget; d) The name oftbe accourt(s) must include the grant award number; e) The Grantee's accounting records must have effective control over and accountability for all finds, property and other assets; and Accounting records mist 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 finds upon which this Agreement is dependent are withdrawn, this Agreement will be automatically terni nated and the Division shall have no finther liability to the Grantee beyond those armurnts already expended prior to the termination date. Such termination will not affect the responsibility ofthe Grantee under this Agreement as to those furls previously distributed. In the event of a state revenue shortfiull, the total gait may be reduced accordingly. 21. Lobbying. The Grantee will not use any grant finds 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 Agneemment, shall act in the capacity of independent contractors and not as officers, agents or enployees of the state. The Grantee is not entitled to accrue any benefits of state enployrent, including retiremert benefits and any other rights or privileges connected with employment by the State of Florida. 23. Grantee's Subcontracton.The Grantee shall be responsible for allwork performed and all expenses incurred in connection with this Agreement The Grantee may subcontract, as necessary, to perform the services and to provide comruodities required by this Agreemert. The Division shall not be liable to any subcontractor(s) for any expenses or liabilities incurred under the Grantee's suubcortract(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 Page: 5 State Aid to Libraries Gant Agreement (Form DLIS/SA02) Chapter I &2.011(2xa), Florida Administrative Code, Effective xx- Hca permitted to be agents, servants, joint venturers or partners of the Division 24. liability. The Division will not assurne any liability for the acts, omissions to act or negligence ofthe 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 ofany nature, including but not ki*ed to it uy, death and property damage arising out ofactivities 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 aid 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 lir is 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 ofcollection 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, including entenirmg 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 oder the subcontract and that the Grantee shall be solely liable to the subcontractor for all expenses and liabilities inured oder the subcontract. 25. Strict Compliance with Laws. The Grantee shall perform all acts required by this Agreement in strict conformity with all applicable laws and regulations of the local, state and federal law. For consequences ofnoncompliance, see Section 18, Noncompliance. 26. Prohibition of Expenditures to a library Association. Expenditure ofproject finds (grant finds and local match finds) must not be used for an activity related to a library association This prohibition does not apply to expenditure ofproject fiends related to a library cooperative that receives state moneys under sections 257.40-257.42, Florida Statutes. The Grantee shall perform all acts required by this Agreement in strict conformity with all applicable local, state and federal laws and regulations. The Grantee shall during the term of this Agreement be in strict conformity with all applicable local, state and federal laws and regulations. 27. Total Compensation Paid to Non -Profit Personnel. Per Section 216.1366, Florida Statutes, all non-profit organizations as defined in Section 215.97(2)(m), Florida Statutes, shall complete and return to the division within 30 days of the execution of this grant agreement the 'Total Compensation Paid to Non -Profit Persornel Using State Funds" report, incorporated by reference, which shall satisfy the requirement to provide documentation that indicates the amnut of state finds: a) Allocated to be used doing the fun term of the agreement for remuneration to any member ofthe board of directors or an officer of the contractor. b) Allocated oder each payment by the public agency to be used for remueration of airy member ofthe board of directors or an officer ofthe contractor. The docrnnertation must indicate the amounts and recipients ofthe remuneration Non -Profit organization grantees shall complete a Total Compensation Paid to Non -Profit report for each required filer for the invoice period covered by the Payment Request. Page: 6 State Aid to Libraries Grant Agreement (Form DLIS/SA02) Chapter 1 &2.01 l(2)(a), Florida Administrative Code, Effective roc xxxx The grantee shall also post their reports on their website, and the public agency shall post all reports to FACTS. 28. No Discrimination. The Grantee may not disscri ninate against arry employee employed under this Agreernlent or against any applicant for erripbynient because of race, color, religion, gender, national orig4 age, handicap, pregnancy or mnarital status. The Grantee shall insert a sirnilar provision in all of its subcontracts for services under this Agreement. 29. Breach of Agreement. The Division will demand the return of grant finds already received, will withhold subsequent payments and/or will ternuuate this agreement if the Grantee improperly expends and manages grant finds; fats to prepare, preserve or surrender records required by this Agreement; or otherwise violates this Agreement. 30. Termination of Agreement The Division will terminate or end this Agreement if the Grantee fails to fir1811 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 ofreceipt to cure its violation Ifthe violation is not cured within the stated period, the Division will terrnmuate this Agreement. The notice of violation letter shall be delivered to the Grantee's Contract Manager, personally, or marled to his/her specified address by a method that provides proof of receipt In the event that the Division terrninates this Agreement, the Grantee shall be compensated for arry work corrpleted in accordance with this Agreement prior to the notification of ternnuation if the Division deens this reasonable oder the circumstances. Grant finds 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 temination of this Agreement The Division does not waive any of its rights to additional damages if grant finds are returned under this Section 31. Preservation of Remedies. No delay or omission to exercise any right, power or remedy accruing to either party upon breach or violation by either party under this Ageerrlent shall impair any such right, power or remedy of either party, nor shall such delay or ornission be construed as a waiver of arty such breach or default or any simnlar breach or default 32. Non -Assignment of Agreement The Grantee may not assign, sublicense or otherwise transfer its rights, duties or obligations under this Ageemenit without the prior written consent of the Division, which shall not unreasonably be withheld. The agreement transferee must dermnstrate compliance with the requ irenrents ofthe project. Ifthe Division approves a transfer ofthe Grantee's obligations, the Graritee shall remain liable for all work perfom>ed and all expenses incurred in connection with this Agreern it. In the event the Legislature transfers the rights, duties and obligations ofthe Division to another goverrnrental entity, pursuant to Section 20.06, Florida Statutes or otherwise, the rights, duties and obligations under this Agreernent shall be transferred to the succeeding governmental agency as if it was the original party to this Agreement. 33. Required Procurement Procedures for Obtaining Goods and Services. The Grantee shall provide maxnnnnopen 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 Granntee must use the applicable procurement method described below: 1. Purchases Up to $2,500: Procurement ofgoods and services where individual purchases do not exceed $2,500 do not require competition and may be conducted at the Grantee's discretion 2. Purchases or Contract Amounts Between $2,500 and $35,000: Goods and services costing between $2,500 and $35,000 require informal connpettion and may be procured by purchase order, acceptance of vendor proposals or other appropriate procurement docurnerit b) Procurement ofGoods and Services Exceeding $35,000. Goods and services costing over $35,000 may be procured by either Page: 7 State Aid to Libraries Gant Agreement (Form DLIS/SA02) Chapter 1&2.011(2xa), Florida Administrative Code, Effective)a xm 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. 34. Conflicts of Interest. The Grantee hereby certifies that it is cognizant of the prohibition of con&-ts of interest described in Sections 112.311 through 112.326, Florida Statutes and affirms that it wain not enter into or nuaintai n a business or other relationship with any employee ofthe Depamnent of State that would violate those provisions. The Grantee firther agrees to seek authorization from the General Counsel for the Department of State prior to entering into arty business or other relationship with a Department of State Employee to avoid a potential violation of those statutes. 35. Binding of Successors. This Agreement shall bind the successors, assigns and legal representatives of the Grantee and ofan y legal entity that succeeds to the obligations of the Division of Library and Information Services. 36. Employment of Unauthorized Aliens. The employment of>mauthoriaed aliens by the Grantee is considered a violation of Section 274A (a) ofthe Iny igation and Nationality Act (8 USC 1324(a) (as of April 2019)), incorporated by reference. If the Grantee knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. 37. Severability. If any term or provision ofthe 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 38. Americans with Disabilities Act. All program 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,py (as ofianrary 2020)), incorporated by reference). 39. Governing Law. This Agreement shall be constnred, performed and enforced in all respects in accordance with the laws and Hiles of Florida. Venue or location for any legal action arising under this Agreement will be in Leon Comity, Florida. 40. Entire Agreement. The entire Agreement ofthe panties consists of the following documents: a) This Agreement b) Florida Si* Audit Act Requirements (Attachment A) c) Fiscal Year 2024-25 State Aid to Libraries Final Grants (Attachment B) Page: 8 State Aid to Libraries Gant Agreement (Forth DLIS/SA02) Chapter 1 B-2.011(2xa), Florida Administrative Code, Effective xx- xx vc The Grantee hereby certifies that they have read this entire Agreement and �4ill conq)[N -*.ith all of its requirements. Grantee: Typed name and title Department of State •�h�h1lSSlp�� N" y L. Johnson, Director Division of Library and Information Services Department of State, State of Florida DB� 3, 2024 Date Date ire.. YY�-Y Clerk or Chief Financial Officer Witness Dgwnbw 3. 2024 Date State Aid to Libraries Cunt Agreement (Fonn DLIS/SA02) Chapter IB -2.011(2)(a), Florida Administrative Code, Effective xvvm Date APPROVED AS TO FORM AND LEGAL SUFFICIENCY BY FNIF W. SHULER OUNTY ATTORNEY Page: 9 ATTACHMENT A FLORIDA SINGLE AUDIT ACT REQUIREMENTS The admrc»stration of resources awarded by the Departnent of State to the Grantee may be subject to audits and/or monitoring by the Department of State as described in this Addendurn to the Grant Award Agreement. In addition to reviews of auditss conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements, ements, and section 215.97, Florida Statutes (F.S.), as revised (see Audits below), monitoring procedures may include, bort not be limited to, on-site visits by Department of State stag kited 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 detemrines that a limited scope audit ofthe recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the Department of State staffto the recipient regni ing such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the ChiefFinancial 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 organiTztion as defined in 2 CFR §200.90, §200.64, and §200.70. 1. A recipient that emends $750,000 or more in federal awards in its fiscal year must have a single or progranrspecific audit conducted in accordance with the provisions of2 CFR 200, Subpart F - Audit Requirements. Exhbit 1 to this agreement lists the federal resources awarded through the Department of State by this agreement. In detentnmmg 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. Tire determination of ammurts 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 fiM the requirements relative to auditee responsibilities as provided in 2 CFR 200.508-512. 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 paid from non-federal resources (ie., the cost of such an audit must be paid from recipient resources obtained from other than federal entities). Part II: State Funded Page: 10 State Aid to Libraries Gant Agreement (FormDLIS/SA02) Chapter 1 &2.011(2xa), Florida Administrative Code, Effective xx- xxv. This part is applicable if the recipient is a nonstate entity as defined by section 215.97(2) F.S. 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 Juane 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 FA. C, State Financial Assistance; and Chapters 10.550 (tical governmental entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. EX n3IT 1 to this agreement indicates state financial assistance awarded through the Department of State by this agreement. In detemiting 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 misstate entry 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 ofa financial reporting package as defined by Section 215.97(2) F.S., and Chapters 10.550 (local gDverrnrnertal 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 evert 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 (ie., the cost of such an audit mst be paid from the recipient's resources obtained from other than State entities). The Internet web addresses listed below will assist recipients in locating docu nerts referenced in the text of this agreement and the interpretation of compliance issues. State ofFlorida Departmerit Financial Services (Chief Financial Officer) btto•J/www. m}�tloridacfo.com' State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act) bWJ/www.Iegstate.1us/ Part III: Report Submission 1. Copies of reporting packages for audits conducted it 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 Depar anent of State via the DOS Grants System at bMs///dosgants.com 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 forns for subn4 ing the single audit reporting package. Updates to the location ofthe FAC and data entry system maybe found at the OMB website. 2. Copies of financial reporting packages required by PART H of this agreement shall be submitted by or on behalf of the recipient directly to each of the following A. The Deparhiient of State via the DOS Grants System at bUs0dosgmuts.com Page: 11 State Aid to Libraries Crant Agreement (FormDLIS/SA02) Chapter IB•2.011(2xa), Florida Administrative Code, Effective 1ocxm B. The Auditor General's Office at the following address: Auditor General Local Governmlent Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 3. Any reports, management letter, or other infonnnation required to be submitted to the Departirmit 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 govemmennW entities) and 10.650 (nonprofit and for-profit organizations), Rules ofthe Auditor General, as applicable. 4. Recipients, when submitting financial reporting packages to the Depart hent of State for audits done in accordance with 2 CFR 200, Subpart F - Audit Requirements or Chapters 10.550 (local governtren tal entities) and 10.650 (nonprofit and for-profit orgarrimtions), Rules of the Auditor General, should indicate the date that the reportimgpackage was delivered to the recipient in correspondence accompanying the reporting package. Part IV: Record Retention 1. The recipient shall retain sufficient records derronstrati ng its compliance with the ten's 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 Departmenrt of State, or its designee, the CFO, or Auditor General upon request for a period of at least three years from the date the audit report is issued, unless extended in w itinng by the Department of State. Page: 12 State Aid to Libraries Cant Agreement (Form DLIS/SA02) Chapter 1&2.011(2xa), Florida Administrative Code, Effective roc moot 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 hUsl/apps.fldfs.com/fsaa/. State Aid to Libraries Gant Agreement (FormDLIS/SA02) Chapter I B-2.011(2xa), Florida Administrative Code, Effective 1oc xm Page: 13 ATTACHMENT B Fiscal Year 2024-25 State Aid to Libraries Final Grants Page: 14 State Aid to Libraries Grant Agreement (FormDLIS/SA02) Chapter 1&2.01l(2xa), Florida Administrative Code, Effective xac xm Florida Administrative Code 1B-2.011 Iibraty Gant Prograrm. (1) This rule provides procedures for library grant programs administered by the Division of Library and Information Services (Division). Each prograrnshall be governed by guidelines which contain information on eligibility requirements, application review procedures, evaluation and funding criteria, grant administration procedures, if applicable, and application fours. All grant awards shall be subject to final approval by the Secretary of State. (2) Applicants for grants shall meet the eligibility and application requirements asset forth in the following guidelines for each grant program (a) State Aid to libraries dant Guidelines, httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-rowot, effective pt-xxv, which contain guidelines and instructions; Certification of Credentials - Single library Administrative Head (FormDLIS/SA01), effective m-xmq Giant Agreement (FormDLIS/SA02), effective pFpw, Annual Statistical Report Form for Public libraries (FormDLIS/SA03), httpJ/www.fbuies.org/Gateway/reference.asp?No=Ref-r00004 )cc -=K Certification of Hours, Free library Service and Access to Materials (FotmDLIS/SA04), httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-xwcr, effective xx pwC (b) Public library Construction Grants Guidelines, http://www.flruies.oig/Gateway/reference.asp?No=Ref-moos effective xx wc% which contains guidelines and instructions; and Public Library Construction Gant Agreement (FormDLIS/PLCOI), httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-porn effective roc IOWL (c) library Cooperative Grant Guidelines, httpY/www.firules.org/Gateway/refeTence.asp?No=Ref-xwN effective roc pool, which contains guidelines and instructions; Annual Statistical Report Form for Multitype Library Cooperatives (Forth DLIS/LCO01), effective xx pwC, Gant Agreement (FormDLIS/LCQ02), httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-moot, effective xx-xxw and the Florida Library Information Network Manual httpJ/www.fbruL-s.org/Cateway/ieference.asp?No=Ref-mooN effective xx pox (d) The Library Services and Technology Act Grant Guidelines, httpY/www.flrules.org/Ciateway/refeience.asp?No=Ref-xwcn, effective xx poa, which contains guidelines and instructions, Library Services and Technology Act Grant Agreement (FormDLIS/LSTA01) http• /www.flnAes.org/Gateway/reference.asp? No=Ref-woa, effective xx pwS MLS Certification (FormDUS/ISTA02), httpJ/www.flrules.org/Gate-Asy/reference.asp?No=Ref-xwcK, effective pt-wa, and Certification Regarding Trafficking in Persons (FormDUS/1-STA03). (e) The Community Libraries in Caring Program Application, httpV/www.flruies.org/Gateway/reference.asp?No=Ref-moocK, effective 04-10-12; which contains instructions and application (Form DLIS/CLICOI), effective 04-10-12; Annual Report (Foran DUS/CLICO2), effective 04-10-12; and Gant Agreement (Form DLIS/CLIC03), httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-xwK effective 04-10-12. (3) Guidelines and fours in this rule are incorporated by reference and may be obtained fiomthe Director of the Division, Florida Department of State, Division of library and Information Services, R.A. Cray Building, 500 South Bronough Street, Tallahassee, Florida 32399-0250. (4) The Division of Library and hnfommation Services will waive the financial matching requirements on grants for rural communities that have been designated in accordance with Sections 288.0656 and 288.06561, F.S. Eligible communities applying for library Services and Technology Act grants and Library Construction grants must request waiver of matching requirements at the time of grant application. Rulemaking Authority 257.14, 257.191, 257.192, 257.24, 257.41(2) FS. Law Implemented 257.12, 257.15, 257.16, 257.17, 257.171, 257.172, 257.18, 257.191, 257.192, 257.195, 257.21, 257.22, 257.23, 25724, 257.25, 257.40, 257.41, 257.42 FS. History -New 1-25-93, Amended 7-17-96,4-1-98,2-14-99,4A-00, 12-18-00, 11-20-01, 3-20-02,1-9-03, 12- 28-03,11-16-04, 2-21.06, 2-21-07,1-24-08, 4-1-10,4-21-10, 4-10-12,12-25-13, 7-8-14,4-7-15, 7-12-16, 7-6-17, 4-30-18, 11-19-18, 7-1-19, 3-17-20, 2-27-22, 5-4-23, x x pc Page: 15 State Aid to Libraries Gant Agreement (Form DLIS/SA02) Chapter I B -2.011(2)(a), Florida Administrative Code, Effective xx pwt Indian River County Library System Annual Plan of Service FY 2024/2025 The Annual Plan of Service outlines the Indian River County Library System's primary activities and initiatives for the upcoming fiscal year. The plan supports the goals, objectives, and action plan from the Library System's Long -Range Plan and is supported by the Library System's budget as described. The major emphasis during Fiscal Year 2024/25 (October 1, 2024 to September 30, 2025) will be: • Maintain quality library services to all county residents. • Maintain comprehensive collections, both print and digital. • Maintain public computers and internet access. • Maintain technology training programs for the public. • Maintain cultural, educational, informational, and recreational programming for all ages. • Maintain welcoming spaces for residents to meet, interact, read, and study. • Begin offering access to the Dolly Parton Imagination Library program with the aim to impact early childhood literacy rates in our community. • Provide adults with a valuable pathway to career advancement and postsecondary education through Career Online High School, helping to bridge educational gaps within the community. • Partner with the American Heart Association to provide access to blood pressure monitoring resources and high-quality educational materials for our patrons. • Expand our experience -based nontraditional borrowing program by adding additional passes for local attractions. • Maintain service to the South County area using a state-of-the-art Vending Library located at the Intergenerational Center. • Continue Archive Center digitization projects to preserve local and Florida history. • Explore opportunities to increase outreach services within the community. This plan reflects our commitment to meeting the evolving needs of the Indian River County community and ensuring the Library System remains a vital resource for all.