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HomeMy WebLinkAbout2025-20226 -ST -21 Indian River County Library STATE AID TO LIBRARIES GRANT AGREEMENT BETWEEN THE STATE OF FLORIDA, DEPARTMENT OF STATE AND 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 Colmtyfor and on behalf of Indian River County Library, hereinafter referred to as the "Grarrtee." The Grantee has subm ited an application and has met all eligibility requirem Brits and has been awarded a State Aid to Libraries Grant (CSFA 45.030) by the Division in the amount specified on the "Fiscal Year 2025-26 State Aid to Libraries Final Grants" document (which is incorporated as part of this Agreement and entitled Attachmer>t B). The Division has the authority to administer this grant in accordance with Section 257, Florida Statutes. By reference, the application and any approved revisions are hereby made a part ofthis ageemiea. 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 finds were appropriated. a) The Grantee shall perform the following 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 mainternarnce of the library. For this gait, the local experditim shall have been made during the period October 1, 2023 - September 30, 2024. In order to be eligible to receive the grant funding the Grantee shall manage or coordinate free library service to the residents of its legal service area for the period October 1, 2023 through June 30, 2026. The Grantee shall• o Have a single administrative head employed fiill time by the library's governing body, o Provide free library service, including loaning materials available for circulation fiee of charge and providing reference and information services flee of charge; o Provide access to materials, information and services for all residents of the area served; and o Have at least one library, branch library or member library 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. b) The Grantee agrees to provide the following Deliverables related to the Scope of Work for payments to be awarded. Payment 1, Deliverabl& Task : Page: 1 State Aid to libraries Gant Agreement (Form DLISiSA02) Chapter 1132.011(2xa), Florida Administrative Code, Fictive ma moa Payment will be a fixed price in the amount of 100% of the grant award for the period October 1, 2023 through June 30, 2026. The Grantee wilL- o Have expended funds to provide fife library service during the period October 1, 2023 - September 30, 2024; c Provide an Expenditure Report and certification of Local Operating Expenditures for the period October 1, 2023 - September 30, 2024 only; c Provide documentation showing that at least one library, branch lbrary or member library is open 40 hours or rnlore each week (exchxiing holidays or emergencies; between Sunday through Saturday, on a schedule detemnired by the library system dmintgthe length of the agreement; o Provide the Certification of Credentials for the Single Administrative Head; and o Provide a Certification of Horns, Free Library Service and Access to Materials. c) Grant finds shall be used for the operation and maintenance ofthe library. The allowable budget categories are: Personnel Services (salaries, wages, and related employee benefits provided for all persons employed by the reporting entity whether on fi& targe, part -tune, temporary, or seasonal basis); Operating Fxperses (expenditures for goods and services which pritnarnly benefit the current period and are not defined as personal services or capital outlays); Non -Fixed Capital Outlay (outlays for the acquisition of or addition to fixed assets); and Other (other operating expenditure categories in the lbrary budget). 2. Length of Agreement This Agreement covers the period of October 1, 2023 to Jure 30, 2026, unless terrrmated in accordance with the provisions of Section 30 of this Agreemerrt. This period begins with the start ofthe Grantee's second preceding fiscal year (October 1, 2023) and concludes with the end ofthe State of Florida's cure -tit fiscal year (June 30, 2026). 3. Expenditure of Grant Funds. Grant finds will be used to reimburse a portion of local finds expended by the Grantee during their second preceding fiscal year (October 1, 2023 — September 30, 2024) for the operation and mairrtenance of a library and shall not exceed the ammut specified in Attachment B. 4. Contract Administration. The parties are legally bond by the requirements of this agreement. Each party's contract rnnanagpr, named below, wrT be responsble for rmnitoring its perforrnance under this Agreement and will be the official contact for each party. Any notice(s) or other comnnications regarding this agreement shall be directed to or delivered to the other partys contract manager by utilizing the information below. Any charge in the contact infomation below should be submitted in writing to the contract manager within 10 days ofthe change. For the Division of Library and Information Services: Tom Pena, Grant Programs Supervisor Florida Department of State RA Gray Burldirng Mani Station # 9D 500 South Bromugh Street Tallahassee, FL 32399-0250 Phone: 850.245.6620 Email Tbomas.Pena@dos.fLWv For the Grantee: Page: 2 State Aid to Libraries Gant Agreement (FormDLIS/SA02) Chapter I&2.011(2xa), Florida Administrative Code, Effective roc -moot Ili2abeth Sterger Indian River County Library 1600 21st Street Vero Beach Florida 32960 Phone: 7724006304 Enid estenger@idiandver.gov 5. Grant Payments. The total grant award shall not exceed the amounrt specified on the "Fiscal Year 2025-26 State Aid to Libraries Final (marts" document (Attachrnent B), which shall be paid by the Division in consideration for the Grantee's mini nun perfonmrice as set forth by the terms and conditions of this Agreemment. Payment will be a fixed price in the anmunt of 100% of the grant award as specified in Attachment B. Payment will be made in accordance with the conpletion of the Deliverables. 6. Electronic Payments. The Grantee can choose to use electronic finds transfer (EFI) to receive gran payments. All grantees wishung to receive their award through EFT mist submit a Vendor Direct Deposit Autborization Form (form rannber 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 need to submit another authorization form unless you have changed bark accourts. To download this form visit mvHoridack) conidocs-sfaccourdi--and-auditi L-hbraries/w dors/vendor-miatiors/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 fromany entity that receives a payment fromthe State of Florida that may be subject to 1099 reporting. The Department of Financial Services (DFS) must have the correct Taxpayer Identifimtion Number (TIN) and other related informion 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.m}�floridacfo.com A copy of the Grantee's Florida Substitute Form W 9 mist be subnitted by the Grantee to the Division with the executed Agreement. 8. Fbmancial Consequences. The Department shall apply the following financial consequences for fiu3ne to perform the nmulunun 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 amount based upon the percentage of tune that the library fii7ed to perform the miuiman level of services. The prorated reduction will be lo the same percentage as the percentage of tune that the library was not providing minimum level of services. 9. Credit Lim(s) to Acknowledge Grant Funding. The Division requires public acknowledgement of State Aid to Libraries Grant finding for activities and publications supported by grant finds. Any announcements, inforrmtion, press releases, publications, brochures, videos, webpages, programs, etc., created as part of a 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: "Ihs project has been fiarded under the provisions of the State Aid to Libraries Grant program which is administered by the Florida Deparhnent of State's Division of Library and Information Services." 10. Grant Expenditures. The Grantee agrees to expend all grant finds received under this agreement solely for the purposes for which they ,were authorized and appropriated. Expenditures shall be in compliance with the state guidelines for allowable project costs as outlined in time Department of Financial Services' Reference Guide for State Expenditures (as of October 2022), incorporated by reference, which Page: 3 State Aid to Libraries Grant Agreement (FOrmDLIS/SA02) Chapter 1&2.011(2)(a), Florida Administrative Code, Effective xx xxvc are available online at nAridacfo.corri'docs-sfaccou rating -and -auditing libraries/state-agencies/reference-guide- for- state- Mendihures.pdflsfvrsn=b4cc3337 2. Grant fiords may not be used for the purchase or construction of a library buulding or library quarters. 11. Travel Expe nses. The Grantee must pay any travel expenses, from grant or local matching funds, 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 Grantee shall refiud to the State of Florida arry balance of unob*ted finds which has been advanced or paid to the Grantee. hi addition), fiods paid in excess of the am ourit to which the recipient is entitled under the terns and conditions of the agreement must be refunded to the state agency. Further, the recipient may expend finds only for allowable costs resulting from obligations incurred during the specified agreement period. Expenditures of state financial assistance must be in compliance with the laws, rules and regulations applicable to expenditures of State fiords as ourtlined in the Department of Financial Service's Reference Guide for State Fxpendit res (as of October 2022) rn ridacfo.com'docs-sfaccounrtingand-auditing)ibraries/state-agerucies/reference-guide-for-state-Mendit res.pdfl sfvrsrF=b4cc3337 2, incorporated by reference. 13. Repayment. All refwmds or repayments to be made to the Department uuuder 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, Mail Station #91), Tallahassee, Florida 32399. In accordance with Section 215.34(21 Florida Statutes, if a check or other draft is returned to the Department for collection, Recipient shall pay to the Department 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 requirement. If a Grantee is not 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 fnuaricial assistance, it must submit a Financial Report on its operations pursuant to Section 218.39, Florida Statutes within rime months of the close of its fiscal year. Audits must be submitted on the DOS Grants System at dosg =.coin 15. Retention of GrantRecorrs. Financial records, supporting docu rnents, 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 of the grant and release of the audit. If any litigation or audit is initiated or claim made before the expiration of the 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 ofexpenditres, copies ofreports, books, and related documentation available to the Division or a duly authorized representative of the State of Florida for inspection at reasonable thus for the purpose of n mkn g audits, examinations, excerpts and transcripts. 17. Obligation to Provide Public Access to Grant Records. The Division reserves the right to milaterally cancel this Agreement in the event that the Grantee refuses public access to all documents 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 Agreement. 18. Noncompliance. Any Grantee that is not following Florida statutes or nrles, the terms of the grant agreernennt, Florida Department of Page: 4 State Aid to libraries Grant Agreement (FortnDLIS/SA02) Chapter IB-2.011(2xa), Florida Administrative Code, Effective we wwc State (DOS) policies and guidance, local policies, or other applicable law or that has not submtted required reports or satisfied other administrative requirements for other Division of Library and huforn cation 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 L.nbrary and Innformation Services. Grant compliance issues mist be resolved before a grant award agreement may be executed and before grant payments for any DOS grant may be released. 19. Accounting Requirements. The Grantee must maintain an accounting systemthat provides a complete record of the use of all grant finds as follows: a) The accounting systemmust be able to specific* identify and provide audit trails that trace the receipt, maartenarnce and experditm ofstate finds. b) Accounting records must adequately identify the sources and application of finds for all grant activities and must classify and identify grant f rods by using the same budget categories that were approved in the grait application If the Grantee's accounting system accumulates data in a different format than the one in the gait application, subsidiary records must docurnert 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 Estirrated Project Budget. d) The name ofthe accourt(s) mist include the grant award minter. e) The Grantee's accounting records must have effective control over and accountability for all finds, property and other assets. f) Accounting records must be supported by source documentation and be in sufficient detail to allow for a proper pre -audit and post -audit (such as inrvoices, bills and canceled checks). 20. Availability of State Ftimds. The State of Florida's perfomance 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 terminated and the Division shall have no further liability to the Grantee beyond those amounts already expended prior to the tem nation date. Such temunation will not affect the responsibility of the Grantee under this Agreement as to those finds previously distributed. In the event of a state revenue shortfall, the total Bart may be reduced accordingly. 21. Lobbying. The Grantee will not use arry grant finds for lobbying the state legislature, the state judicial branch or any state agency. 22. Independent Contractor Status of Grantee. The Grantee, ifnot a state agency, agrees that its officers, agents and employees, in performance of this Agreernerit, shall act in the capacity of independent contractors and not as officers, agents or employees of the state. The Grantee is not entitled to accrue any benefits of state en ployment, including retirenwt benefits and any other rots or privileges connected with en ployment by the State of Florida. 23. Grantee's Subcontractors.The Grantee shall be responsible for all work performed and all expenses incurred in connection with this Agreement. The Grantee may subcontract, as necessary, to perform the services and to provide comrndities required by this Agreement. The Division shall not be liable to any subcontractor(s) for any expenses or liabilities ineumed under the Grantee's subcortract(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 is subcontractors will be deemed to be independent contractors and will not be considered or permitted to be agents, servarts, joint venturers or partners of the Division Page: 5 State Aid to Libraries Gant Agreement (FormDUS/SA02) Chapter 113-2.011(2)(a), Florida Administrative Code, Effective xx xxxx 24. liability. The Division will not assume any liability for the acts, omissions to act or negligence ofthe Grantee, its agents, servants or employees; nor nay the Grantee exclude liability for its own acts, orrissions to act or negligence to the Division a) The Grantee shall be responsible for claims of any nature, including but not i nited to injury, death and property damage arising out of activities related to this Agreement by the Grantee, its agents, servants, ermTbyees and subcontractors. The Grantee shall indemmfy and hold the Division harmless from any and all claims of any nature and shall investigate al such claims at its own expense. Ifthe 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 iumnnuiy or increases the limits of its liability by entedig into this Agreement. c) The Division shall not be liable for attorney fees, interest, late charges or service fees, or cost of collection 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 AgreemeM including entering 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 under the subcontract and that the Grantee shall be solely liable to the subcontractor for all expenses and liabilities incurred under 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 ofthe local, state and federal law. For consequences ofnonncom }ince, see Section 18, Noncompliance. 26. Prohibition of Expenditures to a library Association Expenditure ofproject finds (grant fiords and local match funds) rust not be used for an activity related to a library association This probrbition does not apply to expenditure ofproject hands 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(2xnm), 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 Personnel Using State Funds"report, incorporated by reference, which shall satisfy the requirement to provide documentation that indicates the amount of state funds: a) Allocated to be used during the fun term of the agreement for remuneration to arry member of the board of directors or an officer of the contractor. b) Allocated under each payment by the public agency to be used for remuneration of any member ofthe board of directors or an officer ofthe contractor. The documentation must indicate the amounts and recipients ofthe remuneration Non -Profit organisation grantees shall complete a Total Corrpensabon Paid to Non -Profit report for each required filer for the invoice period covered by the Payment Request. The grantee shall also post their reports on their website, and the public agency shall make the reports available to the public on the Internet. Page: 6 State Aid to Libraries Gant Agreement (FormDL[S/SA02) Chapter lEF2.011(2xa), Florida Administrative Code, Effective x?,,x)m 28. No Discrimination. The Grantee may not discriminate against any employee employed under this Agreement or against any applicant for employment because of race, color, religion, gender, national origin, age, handicap, pregnancy or marital status. The Grantee shall insert a similar provision in all of its subcontracts for services under this Agreement. 29. Breach of Agreement. 'Ihe Division shall demand the return of grant finds already received, shall withhold subsequent payments and/or shall terminate this agreement if the Grantee improperly expends and manages grant finds; fails 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 fulfill 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 of receipt to cure its violation If the violation is not cured within the stated period, the Division shall tenni nate this Agreement The notice of violation letter shall be delivered to the Grantee's Contract Manager, personally, or mailed to hisiher specified address by a method that provides proof of receipt. In the event that the Division terminates this Agreement, the Grantee shall be compensated for any work completed in accordance with this Agreement prior to the notification of termination if the Division deems this reasonable under the circumstances. Grunt funds 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 feuds 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 Agreement shall impair any such right, power or remedy of either party, nor shall such delay or omission be constmed as a waiver of any such breach or default or any similar breach or defaulL 32. Non -Assignment of Agreement. The Grantee may not assign, sublicense or otherwise transfer its rights, duties or obligations under this Agreement without the prior written consent of the Division, which shall not unreasonably be withheld. The agreement transferee must demonstrate compliance with the requirements of the project. If the Division approves a transfer of the Grantee's obligations, the Grantee shall remain liable for all work performed and all expenses incurred in connection with this Agreemert. In the event the Legislature transfers the rights, duties and obligations of the Division to another gmernmental entity, pursuant to Section 20.06, Florida Statutes or otherwise, the rights, duties and obligations under this Agreement shall be transferred to the succeeding g mernmental agency as if it was the original party to this Agreement. 33. Required Procurement Procedures for Obtaining Goods and Services. The Gairtee shallprovide maxanunopen 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 Grantee 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 competition and may be procured by purchase order, acceptance of vendor proposals or other appropriate procurement docunnent. b) Procuenient of Goods and Services Exceeding $35,000. Goods and services costing over $35,000 must follow all Ibi al procurement processes as outlined in Section 287.057, Florida Statutes. Pagp: 7 State Aid to Libraries Gant Agreement (FortnDLIS/SA02) Chapter IB -2.011(2)(a), Florida Administrative Code, Effective )a xoc 34. Conflicts of hiterest. The Grantee hereby certifies that it is cog izint ofthe 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 ofthe Department of State that woukl violate those provisions. The Grantee fiuther 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. 35. Binding of Successors. This Agreement shall bind the successors, assign and legal representatives of the Grantee and of any legal entity that succeeds to the obligations of the Division of Library and Inforxmation Services. 36. Employment of Unauthorized Aliens. The ennployment ofunauthori and aliens by the Grantee is considered a violation of Section 274A (a) ofthe Irynigration and Nationality Act (8 USC 1324(a) (as of January 2023)), incorporated by reference. If the Gantee knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. 37. Severability. If any term or provision ofthe Agreerm ett is found to be illegal and une&rceable, the remainder will remain in f M force and effect, and such term or provision shall be deemed stricken 38. Americans with Disabilities Act. All programs 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 1990a(, da.Lu (as ofJanuary2024)), incorporated by reference). 39. Governing Law. This Agreement shall be construed, performed and enforced in all respects in accordance with the laws and rules of Florida. Venue or location for any legal action arising under this Agreement will be in Leon County, Florida. 40. Entire Agreement. The entire Agreement ofthe parties consists ofthe fallowing documents: a) This Agreement b) Florida Sh* Audit Act Requirements (Attachment A) c) Fiscal Year 2025-26 State Aid to Libraries Final Grants (Attachment B) Page: 8 State Aid to Libraries Grant Agreement (FormDLIS/SA02) Chapter 1B-2.01 l(2xa), Florida Administrative Code, Effective aoc x;m The Grantee hereby certifies that they have read this entire Agreement and will comply with all of its requirements. Grantee: Department of State By:1164x1--?41=By: Chau of Governing Body or Chief Executive Officer Amy L. Johnson, Director Division of Library and Information Services Department of State, State of Florida John A. Titkanich, Jr., Countv Administrator Typed name and title -September -30,2a23-- Date 3Q, a? Date Date Clerk or Chief Financial Officer Witness Date APPROVED AS TO FORM AND LEGAL SUFFICIENCY BY JJN IFE W. SHULR NT ATTORNEY State Aid to Libraries Grant Agreement (FormDLIS/SA02) Chapter 1B-2.011(2xa), Florida Administrative Code, Effective xac xxv. Date PaW:9 ATTACHMENT A FLORIDA SINGLE AUDIT ACT REQUIREMENTS AUDIT REQUIREMENTS The administration of resources awarded by the Department of State to the Grantee may be subject to audits and/or monitoring by the Department of State as described in this Addendum to the Grant Award Agreement. Monitoring In. addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requ»remerits, and section 215.97, Florida Statutes (F S.), as revised (see Audits below), monitoring procedures may include, but of be lined to, on-site visits by Departmerit of State staff; knnited scope audits as defined by 2 CFR 2 §200.425, or other procedures. By entering into this agreerrerrt, the recipient agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Department of State. In the event the Depattrrnent of State detenmims that a liniked scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the Department of State staffto the recipient regarding such audit. The recipient firther agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Chief Financial Officer (CFO) or Auditor General Audits Part I: Federally Funded This part is applicable if the recipient is a state or local govemment or a nonprofit organization as defined in 2 CFR §200.90, §200.64, and §200.70. A recipient that expends $750,000 or more in federal awards in is fiscal year must have a single or prograrnrspecific audit conducted in accordance with the provisions of2 CFR 200, Subpart F - Audit RegWremerlts. Exhibit 1 to this agreement lists the federal resources awarded through the Department of State by this agreement. In deternirmng the federal awards expended in its fiscal year, the recipient shall consider all sources of federal awards, including federal resoruces received from the Department of State. The detmnination of armunts of federal awards expended should be in accordance with the guidelines established by 2 CFR 200.502-503. An audit ofthe 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 requireinerts addressed in Part I, paragraph 1, the recipient shall fiM the requirtnen s relative to auditee responsibilities as provided in 2 CFR 200.508-512. 3. 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 mist be paid from rnor-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 Grant Agreement (FOm]DUS/SA02) Chapter IB-2.011(2xa), Florida Administrative Code, Effective)x x= Ibis part is applicable if the recipient is a nonstate entity as defiled by section 215.97(2) F.S. 1. 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 June 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 (local govelnlrnerdal entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. EX U31T 1 to this agreement indicates state financial assistance awarded through the Department of State by this agreement In detenrmfilg the state financial assistance expended in its fiscal year, the recipient shall consider all sources of state financial assistance, inchhdnhg 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. 2. For the audit requ kements 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 of a financial reporting package as defined by Section 215.97(2) F.S., and Chapters 10.550 (local governm antal entities) and 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General 3. If the recipient expends less than $750,000 instate financial assistance in its fiscal year (for fiscal years ending June 30, 2017 and thereafter), an audit conducted it accordance with the provisions of Section 215.97, F.S., is not required. In the event 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 must be paid from the recipient's resources obtained from other than State entities). The Internet web addresses listed below will assist recipients in locating documents referenced in the text of this agreement and the interpretation of compliance issues. State ofFlorida Department Financial Services (Chief Financial Officer) lbh•J/www.Mkridacfo.corW State of Florida Legislature (Statutes, Legisiation relating to the Florida Single Audit Act) http J/www. lee, state , Us/ Part III: Report Submission 1. Copies of reporting packages for audits conducted in 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 im t of State via the DOS Grants Systemat !MpsJ//dos,gr=.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 fonns for submitting the single audit reporting package. Updates to the location of the FAC and data entry system may be found at the OMB website. 2. Copies of financial reporting packages required by PART 11 of this agreement shall be submitted by or on behalf of the recipient directly to each of the following A. The Department of State via the DOS Grants System atbWs:///dos .coin Page: 11 State Aid to Libraries Gant Agreement (FormDLIS/SA02) Chapter 1B-2.011(2xa), Florida Administrative Code, Effective xy,= B. The Auditor General's Office at the following address: Auditor General Local Governrnent Audits/342 Claude Pepper Build* Room 401 111 West Madison Street Tallahassee, Florida 32399-1450 3. Any reports, management letter, or other infomnation required to be submitted to the Departivent 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 govemmental entities) and 10.650 (nonprofit and for-profit orginimfions), Rules oftbe Auditor General, as applicable. 4. Recipieri s, when submitting financial reporting packages to the Department of State for audits done in accordance with 2 CFR 200, Subpart F - Audit Requirements or Chapters 10.550 (local govennrrerrtal entities) and 10.650 (nonprofit and for-profit orgirizations), Rules ofthe Auditor General, should indicate the date that the reporting package was delivered to the recipient in correspondence accompanying the reporting package. Part IV: Record Retention 1. The recipient shall retain sufficient records demonstrating its compliance with the terrrs 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 Department 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 emended in writing by the Department of State. Page: 12 State Aid to Libraries Grant Agreement (FormDLIS/SA02) Chapter 152.011(2xa), Florida Administrative Code, Effective roc mm EXHIBIT -1 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 httpsl/anos.fldfs.com/fsaa/. PaW: 13 State Aid to Libraries Giant Agreement (Form DLIS/SA02) Chapter IB-2.011(2xa), Florida Administrative Code, Effective xx xxxx ATTACHMENT B Fiscal Year 2024-25 State Aid to Libraries Final Grants PagD:14 State Aid to Libraries Gant Agreement (FormDLIS/SA02) Chapter 1&2.011(2)(a), Florida Administrative Code, Effective xx- xm Florida Administrative Code 1B-2.011 UW ry Grant Programs. (1) This rule provides procedures for library grant programs administered by the Division of Library and Information Services (Division). Each program shall 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 as set forth in the following guidelines for each grant program (a) State Aid to Libraries Giant Guidelines, httpJ/www.frules.org/Gateway/reference.asp?No=Ref-xwot, effective rac xx)N which contain guidelines and instructions; Certification of Credentials — Single Library Administrative Head (FornDLIS/SAOI), effective xx-vw; Giant Agreement (FormDLIS/SA02), effective xx xxw, Annual Statistical Report FormforPublic Libraries (FormDLISISA03), httpJ/www.fiules.org/Gateway/reference.asp?No=Ref-xwco xx x*K Certification of Hours, Free Library Service and Access to Materials (FormDUS/SA04), httpJ/www.ffiules.org/Gateway/reference.asp?No=Ref-xwN effective xx--XXM (b) Public library Construction Giants Guidelines, httpJ/www.flruies.org/Ciateway/reference.asp?No=Ref-xwoc effective xx mc,, which contains guidelines and instructions; and Public Library Construction Grant Agreement (Forn1DLIS/PLCDI), httpJ/www.flrules.org/Gateway/reference.asp?No=Ref-xxxxx, effective xx xxxx (c) Library Cooperative Granit Guidelines, httpV/www.ilrules.org/Gateway/reference.asp?No=Ref-xwN effective xx mm; which contains guidelines and instructions; Annual Statistical Report FormforMuhitype Library Cooperatives (FonnDLIS/L.CGOI), effective xx-xxxx; (rant Agreement (FormDLIS/LCGD2), httpJ/www.flrules.org/Cateway/reference.asp?No=Ref-mxc,, effective )a -=K and the Florida Library Information Network Manual httpV/www.flrutes.org/Gateway/reference.asp?No=Ref-xmN effective xx xxxx (d) The Library Services and Technology Act (rant Guidelines, httpJ/www.fhules.org/Gateway/reference.asp?No=Ref-xwcK, effective xx-xxxx, which contains guidelines and instructions, library Services and Technology Act Grant Agreement (Form DLIS/LSTA01) httpJ/www.flrules.oig/Gateway/reference.asp? No=Ref-xmK effective xx xxxx, MLS Certification (FormDUS/ISTA02), httpJ/www.f Y/www.flmies.org/Gateway/referenceasp?No=Ref-ww� effective xx voN and Certification Regarding Trafficking in Persons (FormDIIS/LSTA03). (e) The Comninity Libraries in Caring Program Application, httpJ/www.flruies.org/Gateway/referenceasp?No=Ref-mow; effective 04-10-12; which contains instructions and application (Form DLIS/C7.IC01), effective 0410-12; Annual Report (Form DLIS/C 11CO2), effective 04-10-12; and Grant Agreement (Form DLIS/CIIC03), httpJ/www.fhules.org/Gateway/reference.asp?No=Ref-moN effective 0410-12. (3) Guidelines and fours in this rule are incorporated by reference and may be obtained fromthe Director of the Division, Florida Department of State, Division of Library and hnfommation Services, R.A. Gray Building, 500 South Bronough Street, Tallahassee, Florida 32399-0250. (4) The Division of Library and Inforrmtion 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 cormmmities applying for library Services and Technology Act grants and Library Construction grants mist 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 7-17-96,4-1-98,2-14-99,44-00,12-18-00,11-20-01, 3-20-02,1-9-03, 12- 28 -03,11 -16 -04,2 -21-06,2-21-07,1-24-M 2- 28-03,11-16-04,2-21-06,2-21-07,1-24-08, 41-10, 421-10, 410-12,12-25-13, 7-8-14, 47-15, 7-12-16, 7-6-17, 430-18, 11-19-18, 7-1-19, 3-17-20, 2-27-22, 5-4-23,12-22-24. Page: 15 State Aid to Libraries (rant Agreement (FormDLIS/SA02) Chapter IB-2.011(2xa), Florida Administrative Code, Effective xx xxxx FLORIDA DEPARTMENT OF STATE DIVISION OF LIBRARY AND INFORMATION SERVICES STATE AID TO LIBRARIES GRANT APPLICATION Certification of Howl, Free Library Service and Access to Materials ilk In(han River County , (Name of library governing body) governing body for the Indian River Couu4 UWa y (Name of library) hereby cert&es that the following statements are true for the time period October 1, 2023 through June 30, 2026 • Provides free library service, including loaning materials available for emulation free of charge and providing reference and information services free ofcharge. • Provides access to materials, information and services for all residents of the area served. • Has at least one library, branch library or member library open 40 hours or more each week (exch iding holidays or emergencies; between Sunday through Saturday, on a schedule detemri wd by the library system). Signature ;��� 0 ht Mls3j •, i' Joseph E. Fle,cher Name (Typed) Attest Ryan L. Butler, Clerk of Circuit Court and Comptroller Deputy Clerk September 23, 2025 Date Cert&ation ofHours, Free Library Service and Access to Materials (FormDLIS/SA04) Page I of 1 Chapter IB -2.011(2)(a), Florida Administrative Code, Effective 09-2025 Page: l LIBRARY SYSTEM ANNUAL PLAN OF SERVICE FY2025/2(126 IRC ry Indian River County Library System Annual Plan of Service FY 2025/2026 The Annual Plan of Service outlines the Indian River County Library System's primary activities and initiatives for the upcoming fiscal year. The plan aligns with the goals, objectives, and action steps of the Library System's Long -Range Plan and is supported by the approved budget. The major emphasis during Fiscal Year 2025/2026 (October 1, 2025 to September 30, 2026) will be: • Focus on customer service excellence. • Ensure quality library services and materials are available to all county residents. • Evaluate and enhance both traditional and digital collections to reflect local interests and address gaps. • Offer technology training and maintain access to public computers and internet. • Provide 24/7 access to digital materials and research databases. • Develop and implement a variety of creative and educational classes, workshops, and events for all ages and abilities. • Maintain welcoming spaces for residents to meet, interact, read, and study. • Continue Archive Center digitization projects to preserve local and Florida history. • Strengthen outreach services within the community. • Continue participation in the Dolly Parton Imagination Library to promote early childhood literacy. • Offer adults access to Career Online High School as a pathwayto career advancement and further education. • Provide ongoing professional development to library staff to strengthen skills and service delivery.