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HomeMy WebLinkAbout20A - AA - LIBRARY SERVICE ENHANCEMENT REQUEST FOR 7 COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: APRIL 1, 2013 TITLE: APPROVED AGREEMENT WITH THE CALIFORNIA ? As Recommended STATE LIBRARY AND APPROPRIATION ? As Amended ADJUSTMENT FOR LIBRARY SERVICES El Ordinance on Reading El Ordinance on 2 2 n "d Reading ENHANCEMENT ? Implementing Resolution ? Set Public Hearing For ' CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION 1. Authorize the City Manager and Clerk of the Council to execute an agreement with the California State Library in the amount of $59,100 for a Library Services and Technology Act grant for the program Santa Ana Civic Archive: Connecting Future Leaders to their Community's Past. 2. Approve an appropriation adjustment recognizing $59,100 from the California State Library in the revenue account (no. 15411002 52001) and appropriating same to expenditure account (no. 15411193 various). DISCUSSION The Library Services and Technology Act is a federal grant program managed by the Institute of Museum and Library Services and administered in California by the State Librarian. Grants are intended to expand service to diverse ethnic and socioeconomic groups, underserved urban populations, and those with limited functional literacy. The State Library has awarded a $59,100 LSTA grant to the Santa Ana Public Library for the program Santa Ana Civic Archive: Connecting Future Leaders with their Community's Past. The program is designed to expose Santa Ana youth to the importance of leadership in the history and future development of the community. It will provide a series of training and mentoring sessions in partnership with the Voice of OC (VOC) news agency. These will train 14 youth interns to assist in documenting, editing, and digitally archiving oral histories of community leaders that will be used to develop bi-weekly reports spotlighting these leaders for the VOC website. The grant will pay the Santa Ana youth selected for the intern positions and provide 20A-1 Library Services and Technology Grant Santa Ana Civic Archive: Connecting Future Leaders to their Community's Past April 1, 2013 Page 2 them with opportunities for career exploration and higher education options. The project will also create a historical digitization lab in the library's 'TeenSpace' area that will consist of 5 desktop computers, 2 scanners, and one Project GADO scanner. Additionally 2 laptops will be outfitted specifically for mobile use to digitize materials collected during the 28 oral history interviews of community leaders. FISCAL IMPACT The appropriation adjustment will recognize $59,100 in grant funding from the California State Library in revenue account (no. 15411002 52001), and appropriate same to expenditure account (no. 15411193 various). APPROVED AS TO FUNDS AND ACCOUNT: Gerardo Mouet, Francisco Gutierrez, Executive Director Executive Director Parks, Recreation and Community Finance and Management Services Agency Services Agency 20A-2 California State Library LSTA GA PAGE 1 Fiscal Office LSTA GRANT AWARD # 40-8195 P.O. 942837 Sacramento, CA 94237-0001 Project Title: The Santa Ana Civic Archive: Connecting Future Leaders to their Community's Civic Past System/Agency: Santa Ana Public Library (GZry Or- JA ;;w A,-j,4) CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD 1. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount $59,100 . 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 2012/13 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. 20A-3 California State Library LSTA GA PAGE 2 Fiscal Office LSTA GRANT AWARD # 40-8195 P.O. 942837 Sacramento, CA 94237-0001 Project Title: The Santa Ana Civic Archive: Connecting Future Leaders to their Community's Civic Past System/Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA (continued) 8. The control of funds and title to property derived there from 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 agreement is entered into under provisions of the Library Services and Technology Act, Public Law 104-208 on September 30, 1996; and Congressional Record - House, H11644- H11728 on September 28, 1996, H12266-H12267 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 until the end of the 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. 20A-4 California State Library LSTA GA PAGE 3 Fiscal Office LSTA GRANT AWARD # 40-8195 P.O. 942837 Sacramento, CA 94237-0001 Project Title: The Santa Ana Civic Archive: Connecting Future Leaders to their Community's Civic Past Systemi'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 $59,100 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. II. The subgrantee shall submit quarterly Financial Reports, in triplicate, to the State Library, unless otherwise noted in the State Librarian's award letter. 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 designated quarter. II. 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. III. The final 10% of the grant award is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent 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: $53,190 upon execution of the agreement and submission of claim by fiscal agent $5,910 on the submission of all reporting and return of funds 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. 20A-5 California State Library LSTA GA PAGE 4 Fiscal Office LSTA GRANT AWARD # 40-8195 P.O. 942837 Sacramento, CA 94237-0001 Project Title: The Santa Ana Civic Archive: Connecting Future Leaders to their Community's Civic Past 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, Title 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 of 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. 20A-6 California State Library LSTA GA PAGE 5 Fiscal Office LSTA GRANT AWARD # 40-8195 P.O. 942837 Sacramento, CA 94237-0001 Project Title: The Santa Ana Civic Archive: Connecting Future Leaders to their Community's Civic Past 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. 20A-7 Signature Page for Library Services & Technology Grant Agreement Santa Ana Civic Archive: Connecting Future Leaders to Community Civic Past ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Kevin O'Rourke Clerk of the Council Interim City Manager APPROVED AS TO FORM: RECOMMENDED FOR APPROVAL: SONIA R. CARVALHO City Attorney By: LISA STORCK GERARDO MOUET Assistant City Attorney Executive Director Parks, Recreation & Community Services Agency 20A-8