CM-2023-129 - 6/9/2023ROUND ROCK
3 E KAS
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider authorizing the 2023 Interlibrary Loan Reimbursement Program
Participation Agreement for Grant Funding provided by the Institute of Museum
and Library Services. Reimbursement applies to lends made August 1, 2022 and
July 31, 2023.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 6/9/2023
Dept Director: Michelle Cervantes
Cost:
Indexes:
Attachments: CMAF ILL Lending Reimbursement, ILL Lending Form that needs signature, 2023
ILL Grant compliance form, Guidelines and TC's III Lending Reim
Department: Library
Text of Legislative File CM-2023-129
This program helps support Texas libraries with partial reimbursement for direct, out-of-pocket cost
associated with participating in statewide resources sharing such as staff time, postage cost, courier
subscriptions, and shipping material cost.
City of Round Rock Page 1 of 1
Grant Program
ELL Lending Re mbursernent 2023
Application Numbeir
903627
Name
Round R,ac-k Pubtrc Library System
200 L liberty Round Rock TX 78664 5245
Library Director
Mrrhef'e Cervantes
Contact
Geeta Halley
Email
gha leyPa o%,,ndrockterras.gav
Phone Number
Legal Entity
City of Round Rock
221 E Main St Round Rock Tx 78664
Employer Identification Number
7460174851
Federal Unique Entity ID
L6TJ FVAE4DM5
Assistance Listing:
45.310 Grants to States
Federal Award Number
LS-252486-OLS-22
the library and legal entity agree to the Texas Slate Library and Archives Commissions: LL lending Reimbursement 2023 guidelines
❑ and LS1A lerms & Conditions and understand funds will bed spersed after the end of SFY 2023. Name, Trtle, and Signature of an
individual authorized to enter into contact on behalf of your library's legal entity (County Judge, Mayor, City Manager library Board
president, Provost. etc)
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Intent to Apply for Grant Funding Attachment B
tiOUMDItal: TEXAS
Grant name: 2023 ILL Lending Reimbursement Program
Grant application deadline: Q7/14/2023 This grant application is: ❑✓ New [3 Grant Continuation
Funding/project period: Start Date: 08/01/2022 End Date: 07/31/2023 Multi -year grant [] Yes ❑ No
CFDA # for grant, if applicable. If not applicable, please note NIA: 45310
Purpose of the grant: (provide project summary)
The Inter -Library Loan Lending Reimbursement Program helps support Texas libraries with partial
reimbursements for direct, out-of-pocket costs associated with participating in statewide resource
sharing such as staff time, postage costs, courier fees, and shipping material costs. The
(reimbursement applies to lends made between August 1, 2022 and July 31, 2023.
What will the funds be used for? (i.e.. construction, design, equipment, etc..)
This is a partial reimbursement for direct, out-of-pocket costs associated with participating in
statewide resource sharing such as staff time, postage costs, courier fees, and shipping material
costs.
Who is providing the funds? Funds are provided by the Institute of Museum and Library Services
(i.e., name or Federal Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
0 Federal ❑ State
Estimated grant funding amount: $1 O1 407 C�
Are matching funds required? ❑ Yes ® No
If yes, please complete the following:
Match %
Match $
❑ Other:
Funding basis: ❑ Advance Q Reimbursement
Funding source of match:
Will the City be a direct recipient or subrecipient of the grant funds?
Are ongoing operational costs anticipated once the grant funds are depleted?
❑ Direct Recipient 0 Subrecipient
If Yes, has the Budget Team been notified? ❑ Yes ❑ No
❑ Yes ❑✓ No
Please print, sign, and return this form to finance @ _Grants Compliance Team
Geeta Halley, Assistant Director 05/31/2023
partment Qont9A Name and T tie (Please Print) Date Form Completed
Department Director Signature Date Signed
(This section to be completed by the Finance Department, Orants Team)
Debra• Dogs, 610112 3
Received.! (Grants Teem ber) Dale Recekved-
��„ w -i -Tr1 06/01 /2023
Approved By (Grants Team Member) Date Approved
City of Round Rock, Texas
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�ROUND K T FXAS
Grant File Checklist
To be Completed by the Department Applying for Grant
Attachment A
Complete the checklist below for new and continuation grants. Once completed. please submit a copy to Finance, along with the Intent
to Apply for Grant Funding Form to Finance for review and filing with the grant records. This should occur prior to submitting the grant
application to the oversight entity.
Cheek
Cross-reference to Grant
Box
Checklist Item
Acquisition, Management
and Compliance Document
Pro -Am
and(prior
to grant being awarded to the CfW
1.
Complete Intent to Apply for Grant Funding Forth and submit to Finance for rev ew and approval
Section 6.1.4 and 6.1.5
prior to submittal of grant application,
2.
1 understand that the department needs to obtain proper approval for grant applications. Grant
Section 6.1.7
applications for funds up to $50,000 require City Manager approval. Over $50,000 requires City
Council a2proval. threshold is consistent with the Ci s purchasing guide!ines
r-1
3.
t understand that the department needs to submit a copy of the grant application and supporting
Section 6.1.8
L�J
documents to Finance at the time of application submission for tracking and monitoring grant
compliance requirements.
4.
1 have read the Grant Acquisition, Management and Compliance process provided by Finance.
Post,Award
afti9r the grant Its awarded to the CWA
5.
It the grant is awarded to the City:
,�--
58. 1 understand that the department is responsible for reviewing the grant agreement and
Section 6.1.9
forwarding all information to Finance.
t-Z^
LJ
5b. I understand that the department is responsible for following the City procurement policies when
Section 6.1.18 and
procuring goods or services with grant funds and following the Federal procurement rules when
6.1.19
ocu ds or services with Federal funds.
ie. 1 understand that the department needs to comply with requirements of the grant.
Section 6.1.10
8.
For purchases and contracts $25,000 or more (cumulatively in any fiscal year), I understand that
Section 6.1.17
the City shall not enter into contracts or procure goods from vendors or contractors that are
sus ended or debarred.
7.
1 understand that all records related to the grant program must be retained for a minimum of five
Section 6.1.13
year: from the and of the grant closeout. However. If any equipment was purchased, then the grant
records must be retained for five years from the date of transfer, replacement, sale, or disposal of
the equipment.
S.
The department needs to Inform Finance when an external review over the grant is scheduled to be
Section 6.1.14
performed, whether on -site or a desk review.
$a. The department needs to communicate any potential audit findings from external reviews and
Section 6.1 14
provide any reports issued or correspondence from the reviewing agency to Finance.
9.
1 understand that if equipment is purchased with grant proceeds, the department needs to assist
Section 6.1,16
Finance with the City-wide physical Inventory of the equipment as requested, at least once every
two years. Required for Federally funded assets.
10.
1 will work wlth Finance to submit reimbursement requests to grantors. For certain grants, it may be
Section 6.1.20
appropriate and practical for the Department to submit. Inmost instances, the Grants Compliance
Team will handle these request with the department's assistance.
11.
I understand the department is responsible for fulfilling closeout requirements of the grant, Including
Section 6.1.21
coordination with Finance on any final financial Information and reporting needed.
Please print, sign, and return this form to Finance Q ,Grants Compliance Team
Geeta Halley, Assistant Director
Department Contact Name and Title (Please Print)
Department Untact Signature
Department Director Signature
Library
Department Name
05/31 /2023
ate Fom, Completed
Dale Signed
(This section is to be completed by the Fina»ce Department. Grants Team)
Dell -a Doyy 6/01/23 � J�l s��0610112023
y n �-
Received by {Grants Team Member) Dale Received Approved by (Grants Team Member) Date Approved
City of Round Rock, Texas