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R-97-10-09-10C - 10/9/1997WHEREAS, the Telecommunications Infrastructure Fund Board has grant funds available to public libraries through the Internet Connectivity Grants for Public Libraries, and WHEREAS, the City Council wishes to make application for the available grant funds to establish external library Internet access, 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, and the Act. RESOLVED this 9th day of October, 1997. ATTEST: wr .ocs\REsw.,n:\rss7iuosc.wvnisc LAND, City Secretary RESOLUTION NO. R- 97- 10- 09 -1OC CHARLES Cl7 Mayor City of Round Rock, Texas Name of Library Round Rock Public Library Contact Person Dale L. Ricklefs Title Library Director Mailing Address: 216 E. Main Round Rock, TX 78664 "State Payee ID number: 74- 6017485 State Representative: Krusee If Charlie Culpepper, Mayor (Printed Name) FORM 1 LIBRARY COVER PAGE Telephone Number. Fax Number: E -mail: County: State Senator: TIF Application: FORM 1 512 - 218 -7010 512- 218 -7061 dale@round-rocklx.us Williamson Ooden Applicant must check one of the following. This organization: has an annual circulation of less *bait 100.000 and is applying for ErggramA X bas an annual circulation orators than 100.000 and is applying for Program B has an annual circulation of less than 100.000 and meets all of the established criteria detaied on page 2 of this RFP and is applying for Emma" has an 1 circulation of more than 100.000 and does not have an automated public access ibrary catalog and is applying for Program A LIBRARY DATA' Has this library received • TSL Internet Assistance Grant? No What is your current level of Internet connectivity? (circle one) a) none b) dial -ap c) direct Do you currently provide Internet access to the public? Yes Current Total Staff �E Current Annual Budget: Current Annual Circulation: 325.385 If you are a Program B applicant, do you have any branches that are applying for TIF funds 11this application? No /a Authorized Official October 9, 1997 Date " This number is derived from your Federal ID number and is required by the State Comptroller's Office to issue warrants. An example of this number is 74. 6000854. Your State Payee ID number should look similar m this. '"TIF reserves the right to disqualify any applicant that is not eligible for Programs A or B. FORM 2 CERTIFIED ASSURANCES TIF Application: FORM 2 The applicant hereby assures and certifies that the project will comply with the regulation, policies, guidelines, and requirements including OMB Circulars No. A -122, A -110, A -102, and A -87, as they relate to the application, acceptance and use of funds for this project. Also the applicant assures and certifies to the grant that: It possesses legal authority to apply for the grant; that a resolution, motion or similar action has been duly adopted or passed as an official act of the applicant's governing body, authorizing the filing of the application including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required. 1. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, as they apply to hospital and educational institutional employees or State and local governments. 2. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family business, or other ties. 3. Fund accounting, auditing, monitoring, and such evaluation procedures as may be necessary to keep such record as TIFB the Comptroller General shall prescribe, shall be provided to assure fiscal control, proper management, and efficient disbursement of funds received under the grant. 4. It shall maintain such data and information and submit such reports, in such form, at such times, and containing such information as TIFB may require. 5. The programs contained in its application meet all requirements, that all the information is correct, that there has been appropriate coordination with affected agencies, and that the applicant will comply with all provisions of the grant and all other applicable federal and state laws, regulation, and guidelines. 6. It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protections Agency's (EPA) list of Violating Facilities and that it will notify the Grantor Agency of the receipt of any communication form the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration for listing by the EPA. 7. It will comply with the flood insurance purchase requirements of § 102 (a) of the Flood Disaster Protection Act of 1973, Public Law 93 -234, 87 State. 975, approved December 31, 1976. Section 102 (a) requires, on and after March 2. 1975, the purchase of flood insurance in communities where such insurance is available as a condition for the receipt of any Federal financial assistance for construction or acquisition purpose for use in any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. 2 Certified Assurances Continued TIF Application: FORM 2 8. It will comply with the Uniform Grant and Contract Management Standards (UGCMS) developed under the directive of the Uniform Grant and Contract Management Act, Chapter 183, Texas Government Code. 9. It will comply with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d (prohibiting discrimination on the basis of race, color, or national origin), Section 504 of the Rehabilitation Act of 1964, 42 U.S.C., 794 (prohibiting discrimination on the basis of handicap), The Age Discrimination Act of 1975, 42, U.S.C. 6101, et seq., and the Department of Justice Nondiscrimination Regulations, 28 CFR, Part 42, Subparts C, D, and G. 10. It will in the event a federal or state court or federal or state administrative agency makes a finding of discrimination after a due process hearing, on the ground of race, color, religion, national origin, sex, age, or handicap against the project, forward a copy of the finding to Telecommunication Infrastructure Fund Board. 11. It will comply with Subtitle A, Title II of the Americans With Disabilities Act (ADA), 42 U.S.C. 12131- 12134, and Department of Justice implementing regulation, 28 CFR Part 35, whereas state and local governments may not refuse to allow a person with disability to participate in a service, program, or activity simply because the person a disability. 12. It will comply with the provisions of the Hatch Act which limit the political activity of employees. 13. It will provide an Equal Opportunity Program if required to maintain one, where the application is for $500 or more. 14. It will comply with Texas Civil Statutes, Article § 573, by insuring that no office, employee, or member of the applicant's governing body or the applicant's contractor shall vote or confirm the employment of any person related within the second degree by affinity or third degree by consanguinity to any member of the governing body or to any other officer or employee authorized to employ or supervise such person unless otherwise expressly provided by law. 15. Will insure that all information collected, assembled or maintained by the applicant relative to the project shall be available to the public during normal business hours in compliance with the Texas Civil Statutes, § 552, unless otherwise expressly provided. 16. It will comply with the Texas Civil Statutes, § 551, which requires every regular, special or called meetings of government bodies to be open the public, except as otherwise provided by law or specifically permitted in the Texas Constitution. In addition, upon receipt of TIF funds, the grantee commits to: • Providing public service locations for Internet access in the library • Developing and implementing Internet Access Policies • Submitting Internet Access Policies to TIF with the first progress report • Providing furniture for project equipment out of local funds 3 • Submiting 2 progress reports to TIF (see the TIF Grantee Handbook for details); participating in TIF project evaluation • Assuming ongoing telecomunications, hardware and software costs when TIF project completed • Meeting the Standards for Public Library Internet Connections established by the Texas State Library and Archives Commission • Attending required Grantee Kickoff and Internet training during the grant period as determined by TIF and TSL It is understood that expenditures will be made and program requirements will be met with respect to the standards, policies and procedures determined by the TIFB. Fiscal records, invoices and similar verifications of all expenditures will be kept available by the fiscal agent for three (3) years after payment. I certi that ?Qv nd Rock (insert name of library) agrees to abide by the above. ubli brarzi Authorized Official CRes allAR6Printed Name) Certified Assurances Continued TIF Application: FORM 2 C 7, I ! Date 4 FORM 3 Narrative TIF APPLICATION: FORM 3 The primary purpose of this application is to provide contemporary and secure web -based access to the City of Round Rock Public Library's database and other information services as allowed by licensing agreements. The city will assume all other fiscal responsibility, including ongoing telecommunication costs and intemet connectivity devices such as routers, hubs, and switches. As we assume that the reviewer of the application is not familiar with the Round Rock Public Library, we describe below our current level of intemet access. Following this history is a more detailed discussion of the use of the proposed funding. WHERE WE'VE BEEN The Round Rock Public Library has been providing dial -up access to the general public for over 18 months. A local service provider, TabNet, donates one line to the library for public access. In addition to the one public station, we have one computer in reference wired for Internet access for assisted searching. Also, the library has a fixed IP address through TabNet that we use to access information services provided by the State Library. Internet access has been a regular budgeted item since its inception. Staff has had intemet access for over 2 years. Six staff members—all professional, administrative, and supervisory staff —use city- funded Internet accounts. We have intemet policies in place and offer training to the public twice a month. In addition to Internet access we have been providing remote dial -up access to our Ameritech/Dynix library database for over 6 years. Dynix is a character based system that provides the library's catalog, patron database, and cataloging modules. This is not a web -based product. Information about the remote dial up service and other Library services is located at http:// www. ci.round- rock.tx.us/library.html. The library's Wm NT LAN uses Cat 5 ( 100+ MHz capable) cabling. The NT functions as a network and staff file server, provides intemal telnet service to our Ameritech/Dynix system (an IBM Unix -AIX system), and allows access to an NT based CD -ROM server. We have two computers for independent CD -ROM access (some CD -ROM products will not work on the CD- ROM server). We also offer two computers for general word processing use. The total number of PCs currently available for public use is 5 (1 intemet, 2 CD -ROM, 2 word processing). WHERE WE'RE GOING BEFORE THIS GRANT BEGINS By December 1 we expect to be connected to the city's WAN through fiber optic cabling. SaberData provides consulting services to the city, including the library, in order to provide smooth installation. Southwestern Bell will install the fiber optic service. Once completed, the library will send data through the fiber to the city, which in turn will transmit data through T -1 lines to our Internet service provider, TabNet. After the installation of the WAN, the library will add one more intemet station, providing two intemet-only stations to the public. The City of Round Rock is funding this phase of the project. PURPOSE OF THIS GRANT APPLICATION The final service we can provide to the general public and libraries with which we do interlibrary loan is Internet web access to our library's database and other information resources as licenses allow. Access to the library's database is a requirement stated in the last paragraph of page ii of the application packet. Over the past few months we have received several requests from the public for web access. Libraries that borrow from us must dial long distance to either talk to us or to go into the database directly to place a hold. As the Round Rock Public Library lends almost as much material as it borrows, this service would enhance interlibrary loan effectiveness. The major stumbling block in providing web access has been security, and until December 1, 1997, the dependence on dial -up lines. Secondarily, the software available through Ameritech/Dynix until recently had not met our needs. Finally, we are building upon our Win NT network as much as possible, with the goal to phase out the AIX -based system. With Ameritech's announcement of Unipac, which allows secure Win NT based intemet web access, we are ready to move forward with this form of remote service. The costs in the budget reflect software upgrades and licenses needed to allow remote web access through the intend, an NT server and a physical firewall to secure the AIX system that houses the database, and additional intemet stations for the public. Ameritech provided cost figures for software, maintenance, licenses, and installation. The costs of the server, firewall, and computer stations are our estimates based on our experience in ordering such equipment. The library, as part of its regular budget process, is absorbing all other telecommunication costs. The city has demonstrated its fiscal support for intenet access through the years, and will continue to do so. We would be ready to offer this service by June 1998, but understand that we cannot begin the procurement process until March 1998. We will offer this service to the public by September 1998. In February 1999, the Round Rock Public Library will expand into its full 46,000 square feet building. In addition to its new building, it would be wonderful to offer to our citizens —and citizens elsewhere—contemporary intend web access to the library's holdings and additional information services as licenses allow. Category Description of requested item or service' Total I. Telecommunications costs None, provided by city $ 2. Internet Connectivity Hardware Firewall hardware 13,000 <All other pieces already in place or will be in place by Dec. 1, 1997> 3. Multifunction PC Server NT Server 6,500 4. Workstation(s) 3 Internet workstations @ $2000 ea. 6,000 5. Network Printer (s) Already own 6. Cable and Cable Hardware Already own 7. Installation costs <We already have / will have routers, hubs, switches, etc. installed by Dec. 1> 8. Software 9. Training 10. Travel (S500 limit -- transportation only) Dynix sw, xnet license, Z39.50 server 14,000 Dynix software installation <If training in Austin, little cost> 3,750 �r Total Direct Expenses 43,300 Applicant Round Rock Public Library If applying for branches, please complete the following: Number of Branches applying for TIF Fonds: Name(s) of Branches applying for TIF Fonds: not applicable budget for this project and agree to abide by all financial guidelines. ig utl rizfd Signature ofA Official Charlie Culpepper, Mayor Typed Name and Title FORM 4B Budget October 9, 1997 Date TIF Application: FORM 4B 'This forth may be reproduecd. Additional lines may be added as needed Libraries with branches should submit a single budget for each branch. In other words, if a main library applies with two branches, the application will consist of three budgets (one budget for each entity). The budget for the main library should be submitted fast and be followed by each additional budget for branches. The budget for each branch should indicate the name of the applying branch in the applicant 'r List the items or services you attend to acquire using TIF funds. 7 DATE: October 9, 1997 SUBJECT: Council Meeting, October 9, 1997 ITEM: 10.C. Consider a resolution authorizing the Mayor to submit a grant application to the Telecommunications Infrastructure fund for an external Library Internet access. STAFF RESOURCE PERSON: Dale Ricklefs STAFF RECOMMENDATION: In 1995 the state legislature instituted the Telecommunications Infrastructure Fund to provide funding to public libraries, schools, and the health care industry for implementation or enhancement of internet access through direct access lines such as T- 1. The Fund Board is offering non - competitive grants to public libraries that meet certain criteria. The Round Rock Public Library meets the criteria for "Program B." This program requires a circulation greater than 100,000 and limited internet access. The primary purpose of our application is to provide remote secured internet access to the library's database, and other information sources as allowed by our licenses. Major items purchased include an NT -based web interface, an NT server and firewall, and 3 additional PCs for public internet searching within the library. At the current time remote users dial into the library from home. If awarded, the grant will allow Iinks from the library's web page to the library's database. It will also allow interlibrary loan among libraries through the internet. The amount of the request is $43,300.