Okaloosa County BOCC — April 15, 2014 — Fully Executed State Aid Library Grant #14-ST-47 — reading text

Project Number: 14-ST-47 0. Okaloosa County Public Library 0 Cooperative Okaloosa County Florida Department of State, Division of Library and Information Services l I 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 ofthe 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  0 0 i 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 I 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 l f. project. 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 II retained until completion of the action and resolution of all issues which arise from it, or J until the end of the regular five-year period, whichever is later. lf g. Establish and maintain a proper accounting system in accordance with generally accepted accounting procedures. To use and maintain adequate fiscal authority, control, and .I. r accounting procedures that will ensure proper disbursement of, and accounting for, t ~ project funds. h. Perfonn all acts in connection with this agreement in strict confonnity with all applicable laws and regulations of the State of Florida. 1. 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 affinns 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 perfonnance 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. I. 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 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules ofthe Auditor Genera/. In detennining the state financial assistance expended in its fiscal year, the GRANTEE 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 ' I r include federal direct or pass-through awards and resources received by a nonstate entity ' I I for federal program matching requirements. I State Aid to libraries Grant Agreement Page 2of 7 I Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx I  0 0 In connection with the audit requirements addressed in part k, paragraph I, the GRANTEE shall ensure that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2)(e), Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules ofthe Auditor General. If the GRANTEE expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the GRANTEE expends less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the nonstate entity's resources (i.e., the cost of such an audit must be paid from the grantee's resources obtained from other than State entities). Information related to the requirements of Section 215.97, Florida Statutes, (the Florida Single Audit Act) and related documents may be found athttps://apps.fldts.com/tsaa. Copies of financial reporting packages required by this agreement shall be submitted by or on behalf of the GRANTEE directly to each of the following: I. The Department of State at the following addresses: Office of Inspector General Florida Department of State R. A. Gray Building, Room 114A 500 South Bronough Street Tallahassee, Florida 32399-0250 2. The Auditor General's Office at the following address: Auditor General's Office Room 401, Pepper Building Ill West Madison Street Tallahassee, Florida 32399-1450 m. Identify an individual or position with the authority to make minor modifications to the application, if necessary, prior to execution of the agreement. II. The DIVISION agrees: a. To provide a grant in accordance with the terms of this agreement in consideration ofthe GRANTEE's performance hereinunder, and contingent upon funding by the Legislature. The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Legislature. In the event that the state funds on which this agreement is dependent are withdrawn, this agreement is terminated and the state has no further liability to the GRANTEE beyond that already incurred by the termination date. In the event of a state revenue shortfall, the total grant may be reduced accordingly. Page 3of7 State Aid to Libraries Grant Agreement Chapter 1B-2.o11(2)(a), Florida Administrative Code, Effective xx-xx-xxxx