Okaloosa County BOCC — October 15, 2013 — reading text

OTHER 10 Personnel 2,112,844 2,112,844 Services 30 Operating 945,384 945,384 Expenses 60 Capital 133,286 133,286 Outlay (Non-Fixed) Other Total for the 3,191,514 3,191,514 operation & maintenance of the library 60 Capital Outlay(Fixed, including purchase or construction of a library building or quarters) Notes No State funds were expended in FY 2011-2012. Packet Pg. 465 Okaloosa County Public Library Cooperative 3 State Aid to Libraries Grant Certification Okaloosa Certification of Local Exp.pdf Notes Signed certification of FY12 local expenditures Designation of Single Library Administrative Unit [ ] No changes from previous year [ • ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Designation of a Governing Body [ ] No changes from previous year [ • ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Packet Pg. 466 Okaloosa County Public Library Cooperative 4 State Aid to Libraries Grant Interlocal Agreements or Contracts to Establish the Library [ ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload Establishemnt of Library System Notes No changes from previous year. Verification of Governing Body Authority [ ] No changes from previous year [ • ] Included as a part of another section upload Notes Included in Designation of Interlocal Agreements or Contracts to Establish the Library component Position Description of Single Administrative Head [ ] No changes from previous year Directors Position Description Notes Packet Pg. 467 Okaloosa County Public Library Cooperative 5 State Aid to Libraries Grant No changes from previous year. Certification of Credentials of Single Administrative Head [ ] No changes from previous year Certification of Credentials Notes Vicky E. Stever No changes from previous year Schedule of Library Hours [ ] No changes from previous year OCPLC Member Library Hours Notes This document is page 13 of the OCPLC strategic plan approved by its board on August 28, 2013. Long-Range Plan [ ] No changes from previous year [ ] Included as a part of another section upload Long Range Plan 2014-2016 Notes Packet Pg. 468 Okaloosa County Public Library Cooperative 6 State Aid to Libraries Grant Interlocal Agreements for Library Services [ • ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload Notes Verification of Reciprocal Borrowing [ • ] Not applicable [ ] No changes from previous year [ ] Included as a part of another section upload Notes Verification of Joint Planning [ • ] Not applicable [ ] Included as a part of another section upload Notes Packet Pg. 469 Okaloosa County Public Library Cooperative 7 State Aid to Libraries Grant Financial Audit Okaloosa County CAFR Notes The Okaloosa County Public Library Cooperative did not receive a State Aid grant for FY 2011-2012. Grant Agreement Annual Plan of Service [ ] Included as a part of another section upload Notes Budget [ ] Included as a part of a previous section upload Packet Pg. 470 Okaloosa County Public Library Cooperative 8 State Aid to Libraries Grant Notes Summary Financial Report Form Part A Local funds expended centrally on the maintenance and operation of a library during FY 2012-2013. Exclude funds from federal or state governments and funds used for construction of a library building or quarters. Total $ Part B Anticipated amount of local funds that will be expended centrally on the maintenance and operation of a library during FY 2013-2014. Exclude funds from federal or state governments and funds used for construction of a library building or quarters. The figure provided will be used to calculate State Aid estimates. Total $ Part C Use of State Aid to Libraries Grant Funds During FY 2012 - 2013 Fiscal Year of Grant Funds Expended: - Balance of grant funds remaining from this fiscal year’s grant that are rolling into the next year. $ EXPANDITURE CATEGORIES Personnel $ What the funds were used for Specific Service Improvement Library Materials $ Packet Pg. 471 Okaloosa County Public Library Cooperative 9 State Aid to Libraries Grant What the funds were used for Specific Service Improvement Equipment and Furniture $ What the funds were used for Specific Service Improvement Automation and Technology $ What the funds were used for Specific Service Improvement Other $ What the funds were used for Specific Service Improvement TOTAL EXPENDITURES $ Annual Statistical Report Form [ ] Report submitted online Notes Packet Pg. 472 Packet Pg. 473 Packet Pg. 474  Florida Department of State, Division of Library and Information Services STATE AID TO LIBRARIES GRANT AGREEMENT The Applicant (GRANTEE) Okaloosa County Public Library Cooperative Governing Board Governing body for Okaloosa County Public Library Cooperative hereby makes application and certifies eligibility for receipt of grants authorized under Section 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. The Division, as administrator of state funds provided under Section 257, Florida Statutes, has approved an application for State Aid to Libraries Grant funds submitted by the GRANTEE. By reference, the application is hereby made a part of this agreement. Grant Purpose. This grant shall be based upon the following scope of work during Fiscal Year 2013-2014: The single library administrative unit, as an eligible political subdivision under 257.17 Florida Statutes, is responsible for managing or coordinating free library service to the residents of its legal service area. The library shall: 1. Have a single administrative head employed full time by the library’s governing body; 2. Provide free library service, including loaning library materials available for circulationfree of charge, and providing reference and information services free of charge; 3. Provide access to materials, information and services for all residents of the area served; and 4. Have at least one library, branch library or member library operated by the library’s governing body open 40 hours or more each week. The parties agree as follows: I. The GRANTEE agrees to: a. Provide the following as grant deliverables: 1. For payment number one: i. The amount of local funds expended during the second preceding local fiscal year for the operation and maintenance of the library and certification that the expenditures were for the operation and maintenance of the library. 2. For payment number two: i. A copy of the annual auditthat was done in accordance with the requirements of Section 215.97, Florida Statutes, Chapter 10.550, Rules of the Auditor General, and generally accepted accounting principles. b. Expend all grant funds awarded and perform all acts in connection with this agreement in full compliance with the terms and conditions of Chapter 257, Florida Statutes, and guidelines for the State Aid to Libraries Grant Program. Page 1of 7 State Aid to Libraries Grant Agreement Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx Packet Pg. 475  c. Expend all grant funds received under this agreement solely for the purposes for which they were authorized and appropriated. d. Provide the DIVISION with statistical, narrative, financial and other evaluative reports as requested. e. Retain and make available to the DIVISION, upon request, all financial and programmatic records, supporting documents, statistical records, and other records for the project. f. Retain all records for a period of five years from the date of submission of the final project report. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the five year period, the records shall be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular five-year period, whichever is later. g. Establish and maintain a proper accounting system in accordance with generally accepted accounting procedures. To use and maintain adequate fiscal authority, control, and accounting procedures that will ensure proper disbursement of, and accounting for, project funds. h. Perform all acts in connection with this agreement in strict conformity with all applicable laws and regulations of the State of Florida. i. Not use any grant funds for lobbying the legislature, the judicial branch, or any state agency. j. Hereby certify that it is cognizant of the prohibition of conflicts of interest described in Sections 112.311 through 112.326, Florida Statutes, and affirms that it will not enter into or maintain a business or other relationship with any employee of the Department of State that would violate those provisions. The GRANTEE further agrees to seek authorization from the General Counsel for the Department of State prior to entering into any business or other relationship with a Department of State employee to avoid a potential violation of those statutes. k. Not discriminate against any employee employed in the performance of this agreement, or against any applicant for employment because of race, color, religion, gender, national origin, age, handicap, or marital status. The GRANTEE shall insert a similar provision in all subcontracts for services by this agreement. l. In the event that the grantee expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year of such GRANTEE, the grantee must have a State single or project-specific audit for such fiscal year in accordance with Section