R-02-04-11-16A1 - 4/11/2002RESOLUTION NO. R- 02- 04- 11 -16A1
WHEREAS, the Texas State Library E. Archives Commission has grant
funds available through the Loan Star Libraries Grant, and
WHEREAS, the City Council wishes to make application for the
available grant funds for improvements to the library system, Now
Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to make the
necessary application for the above - described grant.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
RESOLVED this llth day of April 002.
mt. ulli/
Rog RT A. STLUKA, JR., Mayor
TEST:
A rku
CHRISTINE R. MARTINEZ, City Secreta
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City of Round Rock, Texas
TEXAS STATE LIBRARY & ARCHIVES COMMISSION
LOAN STAR LIBRARIES GRANT
Grant # 442 -02409
I. CONTRACTING PARTIES
Grantor: Texas State Library and Archives Commission (TSLAC)
Grantee: City of Round Rock, Round Rock Public Library System
216 E. Main Avenue
Round Rock, Texas 78664
II. TERM OF GRANT
September 1, 2001 to August 31, 2002
III. GRANTOR CERTIFICATION
The Grantor certifies that (1) the services specified below are necessary and essential for activities
that are properly within the statutory functions and programs of the affected organizations; (2) the
services, supplies or materials contracted for are not required by Section 21 of Article 16 of the
Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the grant is in
compliance with Texas Government Code § 441.0091 et. seq., the Library System Act; Texas
Government Code § 441.006, General Powers and Duties; and, the Uniform Grant Management
Standards (UGMS).
IV. GRANT AMOUNTS
A. The total amount of the grant shall not exceed: $9,383
B. Source of funds: General Revenue
State Fiscal Year 2002
TSLAC's accounting codes: Index Code 34421
Object Code 7611
Fiscal Year 2002 Page 1 of 8
City of Round Rock Loan Star Libraries Grant
C. Budget:
Equipment/Property
Contractual
Total Direct Costs
Indirect Costs
Total
$8,883
$500
$9,383
$9,383
V. WRITTEN PRIOR APPROVALS FOR FISCAL AND PROGRAMMATIC CHANGES
A. The Grantor must give written prior approval for any of the following fiscal changes:
1. Making cumulative transfers among budget cost categories or projects which are expected
to exceed ten (10) percent of the total grant.
2. Transferring any funds into a budget cost category that equals zero ($0).
Written prior approval is to be requested on the Loan Star Libraries Grant Program Revision
Fonn and shall be requested when nearing the 10% limit or the end of the grant term. This
provision does not allow the grant to be exceeded. All prior approvals must be requested by
August 1, 2002. Approvals received after this date will be considered on a case -by -case
basis.
B. The Grantor must give written prior approval for any of the following programmatic changes to
the application (Loan Star Libraries Grants for State Fiscal Year 2002).
1. Changing key persons specified in the grant; however, none of the personnel are considered
key personnel for the purpose of this section.
2. Obtaining the services of a third party to perform activities that are central to the purposes
of the grant.
3. Changing the scope or objectives (regardless of whether there is an associated budget
revision). A change in scope is a substantive difference in the approach or method used to
reach program objectives.
Written prior approval is to be requested on the Loan Star Libraries Grant Program Revision
Form. All prior approvals must be received by August 1, 2002.
Fiscal Year 2002 Page 2 of B
City of Round Rock Loan Star Libraries Grant
C. The Grantor hereby gives prior approval for the items specified under the cost categories outlined
below. Before the Grantee obligates or expends grant funds for additional items in the following
cost categories, the Grantor must give written prior approval. Written prior approval is to be
requested on the Program Revision form. Written prior approval is also required if an item's cost
or features are substantially different from what the grant specifies, or from a previous Program
Revision. All Program Revision forms must be received by Grantor on or before August 1, 2002.
COST CATEGORIES
1. Preaward Costs
None
2. Insurance (if not required by the gru t)
None
3. Rearrangements and Alterations of Facilities
None
4. Equipment/Property
As referenced in Loan Star Libraries Plan of Action
Subject to the obligations and conditions set forth in Uniform Grant Management Standards
(UGMS) Section III, Subpart C.32 (a), title to equipment acquired under a grant will vest upon
acquisition in the Grantee.
Each piece of equipment/property is an article of nonexpendable, tangible personal property
having a useful life of more than one year and an acquisition cost that exceeds the capitalization
amount established by Grantee's goveming entity. Equipment /property includes furniture, library
materials, etc., purchased wholly or in part with grant funds. The prior approval amount is the
capital expenditure, which means the cost of the equipment/property including the cost to put it
in place. Capital expenditure for equipment/property means the net invoice price of the
equipment/property, including the cost of any modifications, attachments, accessories, or
auxiliary apparatus necessary to make it usable for the purpose for which it is acquired.
Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation
may be included in, or excluded from, capital expenditure cost in accordance with the Grantee's
regular accounting practices.
VI. STATEMENT OF SERVICES TO BE PERFORMED
The Grantee will comply during the period of this contract and provide services outlined within the
grant application (Loan Star Libraries Grants Plan of Action for SFY 2002) as approved by the
Grantor.
Fiscal Year 2002 Page 3 of 8
City of Round Rock Loan Star Libraries Grant
VII. TERMS AND CONDITIONS
A. The Grantee will comply with the Loan Star Libraries Administrative Rules for SFY 2002. Note
that per 2.165(c) of the Rules, assurances relating to non - resident fees or TexShare Library Card
Program are in effect for entire term of grant contract.
B. The Grantee acknowledges that the intent of the grant is to provide funds to maintain, improve,
and enhance local library services, and to provide Texans who are not residents of a particular
local community access to and services from the many participating public libraries.
C. The Grantee will comply with the Rules for Administering the Library Systems Act. Note that
Grantee must continue to meet system membership requirements to be eligible for future grants,
per Texas Government Code 441.138(c).
D. The Grantee will comply with the following three parts of the Governor's Office of Budget and
Planning Uniform Grant Management Standards (UGMS), revised January 2001, located at
http: //www.governor.state. tx.us /the_ofce/gts_tracs /Grants /guidelines.htm.
1. Cost Principles for state and Local Govenunents and Other Affected Entities
(adapted from OMB Circular A -87)
2. State Uniform Administrative Requirement for Grants and Cooperative Agreements
(adapted from OMB Circular A -102)
3. State of Texas Single Audit Circular
E. The Grantee will send the Grantor a copy of any management letters issued by the auditor with
the reporting package (or written notification, as applicable). The audit's Schedule of
Expenditures of Federal and State Awards will list the amount of awards expended for each
award year separately.
F. The Grantee may not obligate grant funds after August 31, 2002. By October 31, 2002, all
obligations must be liquidated. Any interest accrued above $100 must be returned to Grantor,
per requirements in UGMS. All unexpended funds must be returned to the Grantor.
G. The Grantee will add any program income to the funds committed to the grant, using such
program income for the purposes and under the conditions of the grant. The source and amount
of the program income must be explained in box 12 of the Financial Status Report.
H. All publicity relating to the grant award must include acknowledgement of the Texas State
Library and Archives Commission whenever possible and practical. Publicity includes but is not
limited to press releases, media events, public events, displays in the library, announcements on
the library's website, and materials distributed through the grant project.
Fiscal Year 2002 Page 4 of 8
City of Round Rock Loan Star Libraries Grant
Reporting Period
Due Date
Grant Award
September 1, 2001 - May 31, 2002
June 6, 2002
Over $5,000
June 1, 2002 - August 31, 2002
September 6, 2002
Over $5,000
September 1, 2001 — August 31, 2002
September 6, 2002
Under $5,000
The Grantee certifies by this contract that it will comply with the Assurances — Non - Construction
Programs (OMB Standard Form 124B), the Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions, and the Certification
Regarding Lobbying as submitted to the Grantor. Additional assurances are listed in UGMS,
Subpart B.14.
J. The Grantee affirms that it has not given, offered to give, nor intends to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount,
trip, favor or service to a public servant in connection with this contract. The Grantee further
affirms that its employees or agents shall neither solicit nor accept gratuities, favors or anything
of monetary value from contractors, potential contractors or parties to subagreements.
K. The Grantee agrees to provide the Grantor with one (1) set of any public relations materials
produced under this grant.
L. The Grantee agrees to maintain records on all equipment/property with an acquisition cost that
exceed goveming entity's capitalization level. The Grantee will reconcile the equipment/property
records with a physical inventory of the equipment/property every two years.
The UGMS Subpart C, Sec. 32, (d) (3) requires certain items of equipment (stereo systems, still
and video cameras, facsimile machines, VCRs and VCR/TV combinations, and cellular and
portable telephones) to be maintained on inventory if their cost is above $500, or if they could be
easily lost or stolen.
Subject to the obligations and conditions set forth in the UGMS Section III, Subpart C, Sec. 32
(a), title to equipment acquired under a grant will vest upon acquisition in the Grantee.
When property is vested in the Grantee, the Grantee will dispose of equipment/property in
accordance with the UGMS Subpart C, Sec. 32, (e).
M. The Grantee agrees to submit the Equipment/Property Acquired form by October 31, 2002 for all
equipment/property purchased during that grant year.
N. The State Legislature has charged the Grantor with submitting performance measurement reports
that specify the level of services provided by its programs and services. The Grantee agrees to
submit reports that are timely, accurate, auditable, and consistent with definitions.
The Grantee agrees to submit the Loan Star Libraries Reporting Form for Loan Star Libraries
Grants according to the following schedule and grant award:
Fiscal Year 2002
City of Round Rock Loan Star Libraries Grant
Page 5 of 8
Reporting Period
Due Date .
Grant Award
September 1, 2001 - May 31, 2002
June 6, 2002
Over $5,000
June 1, 2002 - August 31, 2002
September 6, 2002
Over $5,000
September 1, 2001— August 31, 2002
September 6, 2002
Under $5,000
If library materials ordered with grant funds are received after the end of the grant year, a fmal
Loan Star Libraries Report may also be required covering receipt of those materials. This final
report will be due on or before November 15, 2002.
Note: Per Rule 2.165 (e), future funds will not be awarded to a library until all requirements for
all preceding contracts have been fulfilled.
O. The Grantee agrees to submit the Financial Status Report for this contract according to the
following schedule:
If necessary, a final Financial Status Report is due on or before November 15, 2002.
P. The Grantee agrees to maintain all financial and programmatic records, supporting documents,
statistical records, and other grantee records according to Section 11, Subpart C.42, of UGMS. In
general, Grantees must maintain records for a minimum of three years from the date the Grantee
submits to Grantor the last single audit or audit report for the grant period.
VIII. ENFORCEMENT
A. Remedies for noncompliance. If a grantee or subgrantee materially fails to comply with any term
of an award, whether stated in a federal or state statute or regulation, an assurance, in a state plan
or application, a notice of award, or elsewhere, the awarding agency may take one or more of the
following actions, or impose other sanctions, as appropriate in the circumstances:
(1) Temporarily withhold cash payments pending correction of the deficiency by the grantee or
subgrantee or more severe,enforcement action by the awarding agency,
(2) Disallow (that is, deny both use of funds and matching credit for) all or part of the cost of the
activity or action not in compliance,
(3) Wholly or partly suspend or terminate the current award for the grantee's or subgrantee's
program,
(4) Withhold further awards for the program, or
(5) Take other remedies that may be legally available.
B. Hearings, appeals. In taking an enforcement action, the awarding agency will provide the grantee
or subgrantee an opportunity for such hearing, appeal, or other administrative proceeding to which
the grantee or subgrantee is entitled under any statute or regulation applicable to the action
involved.
Fiscal Year 2002 Page 6 of 8
City of Round Rock Loan Star Libraries Grant
C. Effects of suspension and termination. Costs of grantee or subgrantee resulting from obligations
incurred by the grantee or subgrantee during a suspension or after termination of an award are not
allowable unless the awarding agency expressly authorizes them in the notice of suspension or
termination or subsequently. Other grantee or subgrantee costs during suspension or after
termination which are necessary and not reasonably avoidable are allowable if:
(1) The costs result from obligations which were properly incurred by the grantee or subgrantee
before the effective date of suspension or termination, are not in anticipation of it, and, in the
case of a termination, are noncancelable, and,
(2) The costs would be allowable if the award were not suspended or expired normally at the end
of the funding period in which the termination takes effect.
D. Relationship to Debarment and Suspension. The enforcement remedies identified in this section,
including suspension and termination, do not preclude grantee or subgrantee from being subject to
"Debarment and Suspension" under E.O. 12549 (see Section .35) and state law.
IX. CONTACTS AT TSLAC
Questions or concerns about programmatic issues and Program Revision Requests should be directed
to this grant's Project Manager:
Deborah Littrell Phone: 512- 463 -5456 Fax: 512- 463 -8800
Director, Library Development Division E -mail: dlittrell@tsl.state tx us
Questions or concerns about regulatory or financial issues should be directed to:
Fax reports to:
Manager of Accounting and Grants Department
Phone: 512 - 463 -6626
E -mail: camack @tsl.state.tx.us
Grants Accountant
Phone: 512- 463 -5472 Fax: 512- 463 -3560
E -mail: accounting @tsl.state.tx.us
Payments to the Grantor, such as those for interest earned each quarter on advanced funds, should be
mailed with an explanation of the purpose of the payment and the grant number to:
Accounting and Grants Department
Texas State Library and Archives Commission
PO Box 12516
Austin, TX 78711-2516
Fiscal Year 2002 Page 7 of 8
City of Round Rock Loan Star Libraries Grant
X. APPLICABLE AND GOVERNING LAW
A. This grant shall be govemed by the laws of the State of Texas. All duties of either party shall be
legally performable in Texas. The applicable law for any legal disputes arising out of this
contract shall be the law of (and all actions hereunder shall be brought in) the State of Texas, and
the forum and venue for such disputes shall be Travis County, District Court.
B. This grant is subject to availability of funds.
XI. SIGNATURES
GRANTOR
Texas State Library and Archives Commission
Donna Osborne, Chief Fiscal Officer Title
Date
GRANTEE
City of Round Rock, Round Rock Public Library
II/
Edward Seidenberg, Assistant State Librarian Si `(Must be an official empowered
to ter into contracts)
t ' 2 i A • X51 i89) .72
Date Typewritten or Printed Name
mAyoia
t�pElt
11
Date
Fiscal Year 2002 Page 8 of 8
City of Round Rock Loan Star Libraries Grant
The undersigned 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 undersigned,
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 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 undersigned shall complete and
submit Standard Form -LLL, Disclosure Form to Report Lobbying,' in accordance with its
instructions.
3. The undersigned 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.
This certification is a material representation of fact upon which reliance was placed by the Texas
State Library when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
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• • nization Name Project
� 40 ,
CERTIFICATION REGARDING LOBBYING
for
CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
(Required for grants exceeding $100.000)
Name an
Pweer ,q .Srni JE rn yn/P_
Title of Au orized Representative
Signature Date
34 CFR 0.110 TSL 9304
1. Has the legal authority to apply for Federal assistance
and the institutional, managerial and financial capability
(including funds sufficient to pay the non- Federal share
of project cost) to ensure proper planning. management
and completion of the Project described in this
application.
Previous Edition Usable
ASSURANCES - NON- CONSTRUCTION PROGRAMS
OMB Approval No. 0348-0040
Public reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing
Instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348 - 0040). Washington. DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET.
SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
NOTE: Certain of these assurances may not be applicable to your project or program. If you have questions. please contact the
awarding agency. Further. certain Federal awarding agencies may require applicants to certify to additional assurances. If such
is the case. you will be notified.
As the duly authorized representative of the applicant, I certify that the applicant
2. Will give the awarding agency. the Comptroller General
of the United. States and, If appropriate, the Stale,
through any authorized representative, access to and
the right to examine all records, books, papers, or
documents related to the award; and will establish a
proper accounting system in accordance with generally
accepted accounting standards or agency directives.
3. Will establish safeguards to prohibit employees from
using their positions for a purpose that constitutes or
presents the appearance of personal or organizational
conflict of interest, or personal gain.
4. Will initiate and complete the work within the applicable
time frame after receipt of approval of the awarding
agency.
5. Will comply with the Intergovernmental Personnel Act of
1970 (42 U.S.C. §§4728 .4763) relating to prescribed
standards for merit systems for programs funded under
one of the 19 statutes or regulations specified in
Appendix A of OPM's Standards for a Merit System of
Personnel Administration (5 C.F.R. 900. Subpart F).
6. Will comply with all Federal statutes relating to
nondiscrimination. These include but are not limited to:
(a) Title VI of the Civii Rights Act of -1964 (P.L. 88 -352)
which prohibits discrimination on the basis of race, color
or national origin; (b) Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. § §1681-
1683, and 1685 - 1686), which prohibits discrimination on
the basis of sex; (c) Section 504 of the Rehabilitation
Act of 1973, as amended (29 U.S.C. §794), which
prohibits discrimination on the basis of handicaps; (d)
• the Age Discrimination Act of 1975, as amended (42
U.S.C. § §6101 - 6107), which prohibits discrimination
on the basis of age; (e) the Drug Abuse Office and
Treatment Act of 1972 (P.L. 92 -255), as amended,
relating to nondiscrimination on the basis of drug
abuse; (f) the Comprehensive Alcohol Abuse and
Alcoholism Prevention, Treatment and Rehabilitation
Act of 1970 (P.L. 91 -616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or
alcoholism; (g) § §523 and 527 of the Public Health
Service Act of 1912 (42 U.S.C. § §290 dd -3 and 290 ee
3), as amended, relating to confidentiality of alcohol
and drug abuse patient records; (h) Title VIII of the
Civil Rights Act of 1968 (42 U.S.C. §§3601 et seq.). as
amended, relating to nondiscrimination in the sale,
rental or financing of housing; (t) any other
nondiscrimination provisions in the specific statute(s)
under which application for Federal assistance is being
made; and, (j) the requirements of any other
nondiscrimination statute(s) which may apply to the
application.
7. Will comply, or has already complied, with the
requirements of Titles II and III of the Uniform
Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (P.L. 91 -646) which provide for
fair and equitable treatment of persons displaced or
whose property is acquired as a result of Federal or
federally- assisted programs. These requirements apply
to all interests in real property acquired for project
purposes regardless of Federal participation in
purchases.
8. Will comply, as applicable, with provisions of the
Hatch Act (5 U.S.C. § §1501 -1508 and 7324 -7328)
which limit the political activities of employees whose
principal employment activities are funded in whole or
in part with Federal funds.
Standard Form 424B (Rev. 7.97)
Authorized for Local Reproduction Prescribed by OMB Circular A.102
11.
9. Will comply, as applicable, with the provisions of the Davis -
Bacon Act (40 U.S.C. § §276a to 276a -7), the Copeland Act
(40 U.S.C. §276cand 18 U.S.C. §874), and the Contract
Work Hours and Safety Standards Act (40 U.S.C. §§327-
333). regarding labor standards for federally- assisted
construction subagreements.
10. Will comply, if applicable, with flood Insurance purchase
requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93 -234) which requires
recipients In a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of
insurable construction and acquisition is $10,000 or more.
Will comply with environmental standards which may be
prescribed pursuant to the following: (a) institution of
environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L. 91 -190) and
Executive Order (EO) 11514; (b) notification of violating
facilities pursuant to EO 11738; (c) protection of wetlands
pursuant to EO 11990; (d) evaluatlon of flood hazards in
floodplains in accordance with EO 11988; (e) assurance of
project consistency with the approved State management
program developed under the Coastal Zone Management
Act of 1972 (16 U.S.C. § §1451 et seq.); (1) conformity of
Federal actions to State (Clean NO Implementation Plans
under Section 176(c) of the Clean Air Act of 1955, as
amended (42 U.S.C. § §7401 et seq.); (g) protection of
underground sources of drinking water under the Safe
Drinking Water Act of 1974, as amended (P.L. 93 -523);
and, (h) protection of endangered species under the
Endangered Species Act of 1973, as amended (P.L. 93-
205).
S 'ATURE O AUTH• - IZE CERTIFYING OFFICIAL
APPL
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buznd dr4,11Cy i1
12. Will comply with the Wild and Scenic Rivers Act of
1968 (16 U.S.C. §§1271 et seq.) related to protecting
components or potential components of the national
wild and scenic rivers system.
13. Will assist the awarding agency in assuring compliance
with Section 106 of the National Historic Preservation
Act of 1966. as amended (16 U.S.C. §470), EO 11593
(identification and protection of historic properties), and
the Archaeological and Historic Preservation Act of
1974 (16 U.S.C. §§469a -1 et seq.).
14. Will comply with P.L. 93-348 regarding the protection of
human subjects involved in research, development, and
related activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of
1966 (P.L. 89 -544, as amended, 7 U.S.C. § §2131 et
seq.) pertaining to the care, handling, and treatment of
warm blooded animals held for research, teaching, or
other activities supported by this award of assistance.
16. Wf8 comply with the Lead -Based Paint Poisoning
Prevention Act (42 U.S.C. §§4801 et seq.) which
prohibits the use of lead -based paint In construction or
rehabilitation of residence structures.
17. Will cause to be performed the required financial and
compliance audits in accordance with the Single Audit
Act Amendments of 1996 and OMB Circular No. A -133,
"Audits of States, Local Govemments, and Non -Profit
Organizations."
18. Wltl comply with all applicable requirements of all other
Federal laws, executive orders, regulations, and policies
governing this program.
TITLE
mI yok,
DATE SUBMITTED
Standard Form 4240 (Rev. 7 -97) Back
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION
LOWER TIER COVERED TRANSACTIONS
This certification is required by the regulations implementing Executive Order 12549, Debarment and
Suspension, 34 CFR Part 85, Section 85.510, Participant's responsibilities. The regulations were published as
Part VII of the May 26, 1988 Federal Register (pages 19160 - 12911). Copies of the regulations may be obtained
by contacting the person to which this proposal is submitted.
(1)
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
c
Appli ant
49.41
£ce& r d. 3T ue 1 IMK/e.
me and Title ofAut • ed Certifying Official
Signature Date
Instructions for Certification
By signing and submitting this proposal, the prospective tower tier participant is providing the certification set out
below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that the prospective lower tier participant knowingly
rendered an erroneous certification, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available remedies, including suspension
and/or debarment. -
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal
is submitted, if at any time, the prospective lower tier participant learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," - "ineligible," "lower tier covered transaction,"
"participant" "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used
in this clause, have the meanings set out in the Definitions and coverage sections of rules implementing Executive
Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy
of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who
is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction,
unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause title
"Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion —Lower Tier Covered
Transaction," without modification, in all lower tier covered transactions and m all solicitations for lower tier
covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier
covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered
transaction, unless it knows that the certification is erroneous. A participant may decide the method and
frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,
check the Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to
render in good faith the certification required by this clause. The knowledge and information of a participant is
not required to exceed that which is normally possessed by a prudent person in the ordinary course of business
dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction
knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or
voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal
Government, the department or -agency with which this -transaetien originated may - pursue available remedies,
including suspension and/or debarment.
and Archives
Commission
PO Box 12927
Austin, Texas
78711 -2927
Lorenzo de Zavala
State Archives and
Library Building
1201 Brazos St. Please return both copies of the contract and each of the above forms (as
Austin TX 78701 applicable) signed by an authorized representative of your governing
authority with original signatures as soon as possible to:
www.tsl.state.tx.us
Commission Chairman
Carolyn Palmer
Members
Chris A. Brisack
Kenneth R. Carr
Sandy Melton
Sandra Pickett
Elizabeth Sanders
Director and Librarian
Peggy D. Rudd
Assistant State Librarian
Edward Seidenberg
Making
information
work
for all
Texans
To: Public Library Directors
From: Deborah Littrell, Director, Library Development Division
Re: Loan Star Libraries Contract
Date: February 11, 2002
Enclosed are two copies of your Loan Star Libraries grant contract from
the Texas State Library and Archives Commission along with the
following required forms:
1. Certification Regarding Lobbying (applicable for grants
exceeding $100,000)
2. Certification regarding Debarment, Suspension, Ineligibility,
and Voluntary Exclusion
3. Standard Form 424B, Assurances — Non - Construction
Programs
Grants Accountant, Texas State Library and Archives
Commission, P.O. Box 12516, Austin, TX 78711 -2516
We will then sign the contracts and return one copy to you. If any
information (except budget figures) on the contract is incorrect please
write -in the correct information, and have your governing authority initial
all corrections. If you have questions about your contract, please contact
me before proceeding. (full contact information is at the end of this
document) Grant funds will be disbursed as soon as possible after receipt
of the signed contract.
Please note: The budget figures from your Plan of Action are in the budget
category we could best determine met the purpose of your Plan. We have
enclosed an informational sheet, Example of Assignment of Costs To
Expense Categories, to show how these decisions were made. If you
believe budget changes need to be made, please do not change the
contract. Budget changes require completion of the Program Revision
Form (see below).
Many Plans did not contain sufficient details about proposed programs.
We want to remind you that there are expenses that are unallowable. Per
Rule §2.163, Eligible Expenses, (4) Other expenditures not allowed by the
Uniform Grant and Contract Management Act (Government Code Chapter
783). You may view the grant standards online at:
http : / /www.governor.state.tx.us/the office/gts tracs /auidelines/[JGMS012001.doc. Some
common unallowable expenses are food and prizes or incentives. Remember, all grants are
subject to audit, and grantees must keep records on grant expenditures. If you have any questions
about allowable expenses, please contact me.
Additional forms in this packet include:
1. Program Revision Form — use this form if you need to make budget changes in the
Plan of Action budget you submitted. See also the contract terms Section V. This
form may be submitted electronically as needed. The form will be online at
( http:/ /www.tsl.state.tx.us/ld/fimding/ (select "Loan Star Libraries ") within a few
weeks.
2. Financial Status Report — this is a copy of the financial report you need to submit to
account for your Loan Star Libraries funds. Please see the submission schedule in the
contract, Section VII.O. If you have questions about the form please contact:
Manager of Grants and Accounting Department, telephone 512- 463 -6626, email
cmack @tsl.state.tx.us.
3. Loan Star Libraries Performance Report Tip Sheet — this contains information about
the performance report you need to submit to show how the funds were spent and the
impact they had on your community. Submission of this report will be electronic at
http:// www.tsl.state.tx.us/ld/funding/ (select "Loan Star Libraries ") and the electronic
form will be available by mid -May. Please see the submission schedule in the
contract, Section VII.N. This statistical and narrative information is very important to
us. We suggest you consider now what measures you can report, and set up a method
for collecting the information. If you have any questions, please contact me.
4. Equipment /Property Acquired — this form is used to report equipment or property
acquired with grant funds during the grant period (see contract Section VII.M. for
details).
Please let me know if you have any questions relating to this grant or the grant process. I wish
you success in implementing your Loan Star Libraries grant, and look forward to working with
you this year and in future years to make the program a benefit to all Texans.
Contact information for Deborah Littrell:
Telephone 512- 463 -5456
Fax 512- 463 -8800
Email deborah.littrell @tsl.state.tx.us
EXAMPLE OF ASSIGNMENT OF COSTS TO EXPENSE CATEGORIES
This is a basic list of frequently found local expense codes which have been assigned to the
budget/expense categories. While not a definitive list, it may help you categorize your expenses. If your
accounting system categorizes any of these costs differently, then make the necessary changes on your
Budget so that your Budget reflects the costs as follows:
Personnel Other Operating Expenses
Salaries - Full and Part -time Insurance
Overtime Pay Postage
Longevity Pay Telephone
Printing
Fringe Benefits Photocopying Charges
Workmen's Compensation (not rental)
Retirement Membership Fees
Insurance - Life and Health Registration Fees
FICA (Social Security & Medicare) (conferences, training)
Unemployment Freight/Delivery Charges
Accrued Vacation/Sick Leave Pay Reproduction Services
(if documented as a component in the Contracted Temporary Help
municipality's package and subject to Training Allowance
audit verification) Internet Service
Supplies (Consumablesl Travel
Office Supplies Mileage
Books • Public Transportation
Audio - Visual Materials Per Diem Expenses or
Periodicals Actual Expenses for Meals
Computer Software and Lodging
Contractual Equipment/Property *
Equipment Rental Office Furniture
Equipment Maintenance and Repair Office Equipment
Audit Computer Hardware
OCLC Membership Fees and Charges Computer Software
Contracts for Professional Services
For example: workshop speakers,
graphics design, advertising agencies
Delivery (courier) Services Contract
Building Rental
Internet Service
' Each piece of equipment/property is an article of nonexpendable, tangible personal property having a useful life of more than one
year and an acquisition cost that exceeds the capitalization limits established by Grantee's goveming entity. Equipment/property
includes furniture, library materials, etc., purchased wholly or in pall with grant funds Me prior approval amount is the capital
expenditure, which means the cost of the equipment/property including the cost to put it in place. Capital expenditure for
equipment/property means the net invoice price of the equipment/property, including the cost of any modifications, attachments,
accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such
as taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure
cost in accordance with the Grantee's regular accounting practices.
Library
Address
City
Grant Contract Number
Revision Number (number sequentially)
Original Budget Category -
Amount to be moved $
To which budget category
Please explain why you are making this change, what 'specifically you will purchase with the funds, and how this
fits into your Plan of Action.
Signature
Library Director
Date
LOAN STAR 1LBRARES
Program Revision Form FY2002
FINANCIAL STATUS REPORT
(Short Form)
(Follow instructions on the back)
1. Federal Agency and Organizational Element
to which Report is Submitted
3. Recipient Organization (Name and complete address, Including ZIP code)
4. Employer Identification Number
8. Furding/Grant Period (See instructions)
From: (Month, Day. Year) ITo: (Month. Day, Year)
10. Transactions:
a. Total outlays
. b.- - Recipient share - of outlays
c. Federal share of outlays
d. Total unliquldated obligations
e. Redolent share of unliquidated obligations
1. Federal share of unliquidated obligations
g. Total Federal share(Sum of lines c and f)
h. Total Federal funds authorized for this funding period
1. Unobligated balance of Federal furdr(Line 11 minus are g)
11. Indirect
Expense
b. Rate
2. Federal Grant or Otter Identifying Number Assigned
By Federal Agency
5. Recipient Account Number or Identifying Number
c. Base
9. Period Covered by this Report
From (Month, Day, Year) To: (Month, Day. Year)
Previously
Reported
6. Anal Report
❑ Yes ❑No
11
This
OMB Approval
No.
0318.0038
Page of
'Pages
7. Basis
❑ Cash ❑ Accrual
III
Cumulative
a. Type of Rate(Place 7C inappropriate bon)
❑ Provisional ❑ Predetermined
d. Total Amount
❑ Final
e. Federal Share
12. Remarks: Attach any explanations deemed necessary orInfom atian required by Federal sponsoring agency In compliance with governing
legislation.
13. Certification: I certify to the best of my knowledge and belief that this report is correct and complete and that a8 outlays and
unliquldated obligations are for the purposes set forth In the award documents.
Typed or Printed Name and Title
Signature of Authorized Certifying Official
Telephone (Area code. number and extension)
Data Report Submitted
NSN 7540-01. 218.4387
269 -202 Standard Form 269A (Rev. 7-97)
Prescribed by OMB Circulars A-102 and A -11(
Public reporting burden for this collection of information is estimated to average80 minutes per response, including time for reviewing instru ons, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of idpmation. Send comments regarding the
burden estimate or any other aspect of this colection of information, including suggestions for reducing this burden. to the Office of Management and Budget
Paperwork Reduction Project (0348-0038). Washington. DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET.
SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Please type or print legibly. The following general instructions explain how to use the form itself. You may need additional information to
complete certain items correctly, or to decide whether a specific item is applicable to this award. Usually, such information will be found in
the Federal agency's grant regulations or in the terms and conditions of the award. You may also contact the Federal agency directly.
Item Entry
1,
2 and 3. Sett- explanatory.
4. Enter the Employer Identification Number (EIN)
assigned by the U.S. Internal Revenue Service.
6. Space reserved for an account number or other
identifying number assigned by the recipient.
6. Check yes only it this is the last report for the
period shown in item 8.
7. Sell- explanatory.
8. Unless you have received other instructions from
the awarding agency, enter the beginning and
ending dates of the current funding period. If this is
a multi -year program, the Federal agency might
require cumulative reporting through consecutive
funding periods. In that case, enter the beginning
and ending dates of the grant period, and in the rest
of these instructions, substitute the term 'grant
period" for 'funding period.'
9. Self- explanatory.
10. The purpose of columns I, 11, and III is to show the
effect of this reporting period's transactions on
cumulative financial status. The amounts entered in
column I will normally be the same as those in
column 111 01 the previous report in the same
funding period. If this is the first or only report of the
funding period, leave columns I and II blank. If you
need to adjust amounts entered on previous reports,
footnote the column 1 entry on this report and attach
an explanation.
1 Oa. Enter total program- outlays less - any - rebates,
refunds, or other credits. For reports prepared on a
cash basis, outlays are the sum of actual cash
disbursements tor direct costs for goods and
services. the amount of Indirect expense charged,
the value of in -kind contributions applied, and the
amount of cash advances and payments made to
subrecipients. For reports prepared on an accrual
basis, outlays are the sum of actual cash
disbursements for direct charges for goods and
services, the amount of indirect expense Incurred,
'U. S. Government Printing Mow 1993.342 197191299
FINANCIAL STATUS REPORT
(Short Form)
Item Entry
1Ob.
10c.
the value of in-ldnd contributions applied, and the net
Increase or decrease In the amounts owed by the recipient
for goods and other property received, for services
performed by employees, contractors, subgrantees and
other payees, and other amounts becoming owed under
programs for which no current services or performances are
required, such as annuities, insurance claims, and other
benefd payments.
Self- explanatory.
Sell- explanatory.
10d. Enter the total amount of unliquidated obligations,
including unfquldated obligations to subgrantees and
contractors.
Unliquidated obligations on a cash basis are obligations
incurred, but not yet paid. On an accrual basis, they are
obligations incurred, but for which an outlay has not yet
been recorded.
Do not include any amounts on line 10d that have been
induded on lines 1Oa, b, or c.
On the final report, line 10d must be zero.
10e. 1, g, h, h and I. Self - explanatory.
11 a. Sell - explanatory.
11 b. Enter the indirect cost rate in effect during the reporting
period.
11c. Enter the amount of the base against which the rate was
applied.
11d. Enter the total amount of indirect casts charged during the
report period.
11 e. Enter the Federal share of the amount in 11d.
Note: 11 more than one rate was in effect during the period shown
in hem 8, attach a schedule showing the bases against
which the different rates were applied, the respective rates,
the calendar periods they were in effect, amounts of indirect
expense charged to the project, and the Federal share of
indirect expense charged to the project to date.
SF -269A (Rev. 7.97) Beck
LOAN STAR ILBRAR1E5
Statistics
Narrative
Performance Report Tips FYO2
The report will be in two sections, statistical and narrative. Please fill out each as completely as
possible. Your information will help us report to the Legislature on the success of the program.
You will report on one or more of the following statistical measures, depending on your Plan of
Action:
1. Persons Served: If your library provides programming or related services with Loan Star
Libraries funds please report the number of persons served. This will also apply if you
purchase equipment for use by patrons. Please give the total number of persons served and
describe how you recorded this figure. For example, if you use Loan Star Libraries funds for
summer reading program storytellers, record the number of people who attended the
storytelling sessions. If you purchased a computer for patron use record the number of
persons who used the computer. For equipment use it may be difficult to record numbers
each day. You may use a sampling technique such as choosing a typical week, recording the
number who use the piece of equipment that week, and then extrapolate for the entire grant
time period.
2. Materials Provided: If your library purchases materials with Loan Star Libraries funds please
record the number of items purchased. Use the same definition of item as is used for the
public library annual report.
3. Hours open: If your library uses Loan Star Libraries funds to provide more hours of
operation please record the additional hours your library was open (expressed as
number /week and then totaled for the period of the grant).
Note
Some libraries will not be able to record statistics in any of the above categories. For example,
those that purchased furniture or did minor renovations generally cannot make a calculation of
persons served. These libraries should, however, make a full narrative report.
If you have any questions about your Plan and statistics please contact Deborah Littrell, 512-
463- 5456, email - deborah :littrell@tsl.state:tx.us to discuss this issue.
Use this section to describe in detail how you carried out your Plan of Action. If you purchased
materials we do not need to see a list of titles. However, describe the numbers and types of
materials purchased and how those materials fulfilled your goals for your Plan. Please include
information on how you promoted your Plan, and any anecdotes or stories that help illustrate the
impact these funds had on your community.
Grantee:
TSJC(6wed
EQUIPMENT /PROPERTY ACQUIRED
Grant/Contract Number:
(as assigned by TSLAC)
Equipment/Property is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $1.000 or more. If the
Grantee's capitalization level established for financial statement purposes is lower than $1,000, the lower amount should be used. Equipment/Property includes fumiture,
library materials, etc. purchased wholly or In part with grant funds.
Capital expenditure means the cost of the equipment/property including the cost to put it in place (the net invoice price of the equipment/property, Including the cost of any
modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which It is acquired).
Complete this form after the grant ends and submit by 10/31 to: Grants Accountant, Texas State Library and Archives Commission, P.O. Box 12516, Austin. TX 78711
Equipnent/Property Description
Serial # or
Other Unique ID #
Capital
Expenditure
I Prior Approval
Date Acquired Amount/Unit
TOTAL:
Every two years the grantee must reconcile their property records with a physical inventory of the equipment/property purchased wl h grant funds.
Print Name: Signature: Title: Date:
DATE: April 3, 2002
SUBJECT: City Council Meeting — April 11, 2002
ITEM: *16.A.1. Consider a resolution authorizing the Mayor to execute all necessary
documents related to the grant received from the Texas State Library
and Archives Commission for Library related equipment.
Resource: Dale Ricklefs, Library Director
History: First year grant funded by the State Legislature in 2001. The Library should also
receive a grant during FY 2002 -2003.
Funding:
Cost: $9,383
Source of funds: State grant
Outside Resources: N/A
Impact: The Library will use the funds to begin pilot collections to attract hard to reach
youth and the Hispanic population, purchase displays for circulating paperbacks,
and add software licenses to expedite book purchasing and cataloging. There will
be a $2,500 in ongoing costs related to the software license in the second half of
2002.
Benefit: The funds will introduce the Library to a population that does not often use the
Library and will also accelerate the cataloging of audiovideo material.
Public Comment: N/A
Sponsor: N/A