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HomeMy WebLinkAboutCALIFORNIA STATE LIBRARY (4)-2011®10 City of Santa ! i a'" 1 Clerk of the Council AGREEMENT TERMINATION FORM i COTC Office Use Only 2020 FEB _ __.. Please complete this form when the attached agreement and all CITY OF I SANTA amendments (if any) are no longer in effect. CLERK F COUNCIL Q QUNCiL Return form to the Clerk of the Council Office (M-30). Call 647 M if you have any questions. i The agreement with No. `,(� —/ r' was completed on�� I and final payment has been made. (List all amendments. Use space below if needed.) Department: Phone/Ext.: 5as""F Signature: S,� Q-�� kkA/CUO Date: c`f16Q� Revised 04-12-10 A-2011-091 C>\ c? Lj CC u? ! _ c. Y U i?j ?'J LSTA GA Page 1 California State Library Fiscal Office LSTA GRANT AWARD #40-7803 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preser System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD Library Services and Technology Act 1. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount of $5,000. This block grant will provide library services as set forth in the LSTA Service Project Application as approved and/or as amended by the California State Librarian. TERMS AND CONDITIONS The recipient agency and its named or designated fiscal agent hereby assures the California State Library that: 1. It is mutually understood between the parties that this grant award may have been written before ascertaining the availability of congressional appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays which would occur if the grant award were executed after that determination was made. 2. This grant award is valid and enforceable only if sufficient funds are made available to the State by the United States government for the Fiscal Year 10/11 for the purposes of this program. In addition, this grant award is subject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted by the Congress which may affect the provisions, terms or funding of this grant award in any manner. 3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this grant award shall be amended to reflect any reduction in funds. 4. The California State Library has the option to amend the grant award to reflect any reduction of funds. 5. Upon the grant award approval by the State Librarian, one (1) completed set of this CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD and RECIPIENT CERTIFICATION will be sent to the subgrantee. Such copy shall be the officially approved agreement for the conduct of the approved project. 6. "Subgrantee" means the government or other legal entity to which a subgrant is awarded and which is accountable to the grantee for the use of the funds provided. 7. The subgrantee will make reports to the State Librarian in such form and containing such information as may be required to enable the California State Library to perform its duties. The subgrantee will keep such records and afford such access as the California State Librarian, California State Library may find necessary to assure the correctness and verification of such reports. LSTA GA Page 2 California State Library Fiscal Office LSTA GRANT AWARD #40-7803 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preser System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA (continued) 8. The control of funds and title to property derived therefrom shall be in a subgrantee agency for the uses and purposes provided; a subgrantee agency will administer such property and funds and shall apply funds only for the purposes for which they were granted. 9. The expenditure under this program will not be used to supplant subgrantee effort. 10. This aggreement is entered into under provisions of the Library Services and Technology Act, Public Law 104-208 on September 30, 1996; and Congressional Record - House, H 11644-H 11728 on September 28, 1996, H 12266-H 12267 on October 3, 1996; and 45 CFR 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, October 1, 1994. 11. Performance of the provisions of this agreement is subject to the conditions and availability of funds as awarded by the State Librarian under said Act. 12. The terms of this agreement shall be from upon execution through the end of grant period. But shall be subject to termination by either party by giving written notice to the other party at least thirty (30) days prior to the effective date of termination. In the event this agreement is so terminated, the subgrantee shall deliver to the State Librarian copies of all reports and/or materials prepared up to the date of termination, and the State Librarian shall determine, and pay the subgrantee for the necessary and appropriate expenditures and obligations to the date of termination which have not been covered by prior installments heretofore paid to the subgrantee. If funding has been advanced to the subgrantee, any unobligated balances, as determined by the State Librarian, shall be returned to the State Library within 60 days of the notice of termination. 13. The State Librarian is empowered to review, audit, and inspect the project for compliance with this agreement. LIMITATION OF EXPENDITURE Expenditure for all projects must conform to the approved budget, as amended, and with applicable Federal and State laws and regulations. LSTA GA Page 3 California State Library Budget Office LSTA GRANT AWARD #40-7803 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preserving ... System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA, continued Any of the sums listed as approved and/or amended appearing under the categories in the approved budget may be adjusted by the authorized project personnel of the subgrantee to increase any allotment not more than 10% with the understanding that there will be corresponding decreases in the other allotments so that the total amount paid by the California State Library to the subgrantee under this agreement shall not exceed $5,000 and shall be expended/encumbered in the designated grant period. REPORTS AND CLAIMS It is the responsibility of the recipient of these instructions to see that the proper individual to supply the required reports and claims receives the instructions and makes the required reports and claims to the California State Library. 1. The subgrantee shall be responsible for the submission of two Narrative Reports, unless otherwise noted in the State Librarian's award letter, on the progress and activities of the project, in triplicate, to the State Library within 30 days following the end of the designated quarter. Il. The subgrantee shall submit quarterly Financial Reports, in triplicate to the State Library. These reports are to reflect the expenditures made by the subgrantee under the agreement. The financial reports are to be submitted within 30 days following the end of the quarter. III. To obtain payment hereunder the subgrantee shall submit authorized claims provided by the State Library for that purpose, on each of the following mentioned dates for payment, and the California State Library agrees to reimburse the Library as soon thereafter as State fiscal procedures will permit. IV. The final 10% of the grant award is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent grant funds by the time specified in the award. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the award, which may result in federal audit exceptions against the state and the loss of LSTA funds. The State Librarian may extend the final deadline for good cause. Request for extension beyond the final deadline of the grant period must be received at least 30 days prior to that deadline at the State Librarian's office. Payment will be provided to cover the expenditures incurred by the subgrantee for the project in the following manner: $5,000 upon execution of the agreement and submission of claim by fiscal agent If the amount of payment made by the California State Library shall exceed the actual expenses during the term of this agreement, as reflected in the financial reports to be filed by the subgrantee, the subgrantee shall refund to the California State Library the amount of such excess payment. LSTA GA Page 4 California State Library Fiscal Office LSTA GRANT AWARD #40-7803 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preser System/Agency: Santa Ana Public Library NONDISCRIMINATION CLAUSE ADDENDUM 1. During the performance of this grant award, the recipient, subgrantee and its contractors shall not deny the grant award's benefits to any person on the basis of religion, color, ethnic group identification, sex, age, physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age (over 40) or sex. Subgrantee shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. 2. Subgrantee shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, Section 1290 et. seq.), the regulations promulgated thereunder (Cal. Admin. Code, Tit. 2, Sections 7285.0 et. seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, Sections 11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. 3. Subgrantee or recipient shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. 4. Recipient, subgrantee and its contractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 5. Subgrantee shall include the nondiscrimination and compliance provisions of this clause in all contracts to perform work under the grant award. California State Library LSTA GA Page 5 Fiscal Office LSTA GRANT AWARD #40-7803 P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preser System/Agency: Santa Ana Public Library CERTIFICATION REGARDING LOBBYING FOR GRANTS AND COOPERATIVE AGREEMENTS This certification is a prerequisite for making or entering into a grant or cooperative agreement over $100,000. Upon the acceptance of the grant award the subgrantee as required by Section 1352, Title 31 of the U.S. Code certifies to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the subgrantee, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the subgrantee shall complete and submit Standard Form - LLL, 'Disclosure Form to Report Lobbying,' in accordance with its instructions. 3. The subgrantee shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. LSTA Control # E-22 LSTA GRANT AWARD DOCUMENTATION Budget Chapter 712. Item 6120-211-0890 LSTA Award #: 40-7803 Approval Date: 03/04/11 Project Title: Our Lives are Our History: Documenting, Collecting, & Preser Subgrantee: Santa Ana Public Library Funding Start Date: ** upon execution ** Approved Funds: $5,000 Term: upon execution - end of grant period Payments: $5,000 upon execution of agreement Schedule No. LUMP-SUM PAYMENT Appropriation Encumbered (designate where applicable) For: FY 10/11 WP 09 Fund Federal Trust PCA #: 92980 Code: 702 Vendor Code: M719 Catalog number from Federal Catalog of Domestic Assistance #: 45.310 IMLS #: LS-00-10-0005-10 APPROVED BUDGET CATEGORY BUDGET SALARIES & BENEFITS $2,820 MATERIALS $1,764 EQUIPMENT OPERATING EXPENSES $416 INDIRECT COSTS REVISED REVISED TOTAL $5,000 ATTENTION ATTACHED PLEASE FIND THE CLAIM FOR PAYMENT AND THE LSTA GA CERTIFICATION. THESE MUST BE COMPLETED, SIGNED (WITH ORIGINAL SIGNATURES), AND RETURNED TO: CALIFORNIA STATE LIBRARY FISCAL OFFICE - LSTA P.O. BOX 942837 SACRAMENTO, CA 94237-0001 THESE MUST BE DONE AS SOON AS POSSIBLE TO AVOID DELAY IN RECEIPT OF FUNDS. YOU SHOULD RETAIN COPIES OF THE CLAIM AND CERTIFICATION FOR YOUR FILES. THESE ARE THE ONLY DOCUMENTS THAT NEED TO BE RETURNED AT THIS TIME. THANK YOU. Attachments CALIFORNIA STATE LIBRARY Library Services and Technology Act FINANCIAL CLAIM FY: 10/11 WP: 09 VENDOR CODE: M719 SCHEDULE NO: Claim of: Santa Ana Public Library Date: Address: ?1• For: Santa Ana Public Library (Name of System or Agency) Project Title: Our Lives are Our History: Documenting, Collecting, & Preser Amount Claimed: $5,000 Contractor Grant Award I.D. Number: 40-7803 For Period From: upon execution to end of grant period Type of Payment: PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 03/04/11 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized officer of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the contract; and that payment has not previously been received for the amount claimed herein. by State of California State Library Fiscal Office by (Signature of the authorized officer of the Fiscall Agency) (Title) e-, 3 k .n I i n r- C-. MAIL ONE ORIGINAL SIGNATURE TO: California State Library Fiscal Office - LSTA P.O. Box 942837 Sacramento, CA 94237-0001 date LSTA GA Certification California State Library LSTA GRANT AWARD #40-7803 Fiscal Office P.O. Box 942837 Sacramento, CA 94237-0001 Project Title: Our Lives are Our History: Documenting, Collecting, & Preserving ... System/Agency: Santa Ana Public Library PLEASE COMPLETE AND RETURN THIS PAGE CERTIFICATION 1. 1 affirm that the subgrantee named below is the legally designated fiscal agent for this program and is authorized to receive and expend funds for the conduct of this program. II. 1 affirm that all information provided to the California State Library for review in association with this award is correct and complete to the best of my knowledge; that as the authorized representative of the subgrantee, I have the legal authority to commit my organization to the conditions of this award. III. I affirm that any or all other subgrantees participating in the program have agreed to the terms of the application/grant award, and have entered into an agreement(s) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the attached, as approved and/or as a ended in the application. SIGNED DATE Authorized repres ntative Type or print name and title, of authorized representative Legal name of local subgrantee Project name as listed on the application ?C ?' ??' iC,? ? ?•ti.??^l ?'1C?:?.?? `??, tip. ??1?.? Street address of named subgrantee city --_ 5) `I C- ?t3C- County Zip Code Telephone of authorized rep. Coordinator/Director of program if different Telephone aU' t P WHO SHOULD RECEIVE NOTIFICATION OF APPROVAL OR DENIAL Of LSTA A 1-I n WHO SHOULD RECEIVE INSTRUCTIONS FOR PREPARING REQUIRED REPORTS: (Provide name, address and telephone number. Use back if needed.) LSTA Award #40-7803 Our Lives are Our History ATTEST: MARIA D.1 UIZAR Clerk of the Council APPROVED AS TO FORM: Laura Sheedy i Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager APPROVED AS TO CONTENT: 01 GERARDO MOUET Executive Director -Parks, ecreation & Community Services Cleat' id, STAT I B RARY PRESERVING OUR HERITAGE, SHAPING OUR FUTURE March 4, 2011 Heather Folmar, Library Operations Manager Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701-4010 Dear Ms. Folmar: We are pleased to approve the grant application for the Our Lives are Our History: Documenting, Collecting, and Preserving Santa Ana's History project for a total of $5,000 in federal Library Services and Technology Act (LSTA) funds. In order to support you, an archived version of a webinar on "Managing your LSTA Grant" presented by the State Library is available to view at http://www.infopepple.org/training/webcasts/webcast data/497/index.html. The Library Development Services Staff is ready to assist you in making your project a success. Please be aware state processing of grant payments can require 6-8 weeks before you receive your check. Best wishes for a successful project. Kindest Regards, Stacey A. Aldrich State Librarian of California Enclosures cc: Colette Moody Stacey A. Aldrich Manuel Escamilla Gerardo Mouet l.ibr:u.c (ollrt; Building P,0 Boy 99?537 Sacramm?to_ CA 941 131-000I THE BASICS - YOUR LSTA GRANT AWARD The following provides all of the basic information about your grant and managing your grant. Award #: 40-7803 IMLS #: LS-00-10-0005-10 Libra : Santa Ana Public Libra Project Title: Our Lives are Our Histo : Documenting, Collecting, and Preserving Santa Ana's History Award Amount: $5,000 2010/11 LSTA APPROVED BUDGET Salaries and Benefits 2,820 Materials 1,764 Equipment (Items over $5,000) 0 Operating Expenses 416 Project Total 5,000 Indirect Cost (UP TO 10%) 0 Grant Total $5,000 Start Date: March 4, 2011 End Date: August 31. 2011 On August 31, 2011, this project will be officially closed and no new expenditures may be generated, nor may any additional funded project activities occur. This project is allowed 45 days to liquidate encumbrances that were incurred prior to August 31 and all unexpended and encumbered funds must be returned by October 14, 2011. REPORTING Reporting on financial and program activities is required as follows: Financial: quarterly within 30 days of each quarter. The final liquidation report, if required, is due and must be submitted by October 14, 2011. Program: a final narrative report is due within 30 days after the close of the project, by September 30, 2011. All required reporting materials will be located on the California State Library's website at http://www.libraiy.ca.gov/grants/Ista/mana eg html. The forms, along with instructions, are on the website under the heading "Eureka! Leadership Grant 2010/11." This letter and the enclosed list of LSTA procedural requirements amend the Consolidated Application/Grant Award Certification document and must remain a part of all your existing copies. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the grant program, which may result in federal audit exceptions against the state and the loss of LSTA funds. PAYMENTS Please note this clarification regarding payments. If your full grant amount is $20,000 or more, ten percent (10%) of the grant award is withheld until the end of the project period. It is payable only if the grant recipient fulfills all project reporting requirements and expends all funds, or returns all unspent grant funds, by the time specified in the grant program. CONTACT We want your project to be successful. The following staff person will be your contact for your project. Please work with this consultant in implementing your project. Grant Monitor: Stacey A. Aldrich Phone Number: 916) 654-0188 Email Address: saldr-ich@library.ca.gov Doc.#15334 File#E-22/WP09