FY15 LSTA EZ Edge Technology GrantGRANT AGREEMENT
LSTA 2014 -2015 EZ Edge Technology Grant
This is an agreement by and between New Hanover County Public Library, hereinafter referred to as "the
Library," and the State Library of North Carolina, Department of Cultural Resources, hereinafter referred
to as the "State Library."
The State Library has agreed to fund this grant with federal Library Services and Technology Act (LSTA)
funds in the amount of $4,590 to be disbursed through North Carolina Accounting System accounting
fund 46011495410145. The Catalog of Federal Domestic Assistance (CFDA) number for this grant is
45.310. This agreement is in effect upon signing by all parties, but no earlier than December 1, 2014, and
will terminate on June 30, 2015, unless amended by mutual consent.
Institution and /or Library Name: New Hanover County Public Library
Mailing Address: 1 .
City, State, ZIP: 1 C.. e IC, rf
• _ fW t
Project manager name /title: �'
, I'.t f. k { i 1 w l" 6,J t` t' J
r
Project manager telephone: 1(- -i ci
Project manager email:
61, i ( "t1A Cc`
DUNS Number:
Federal Employer Identification Number: 7
Library fiscal year ending date: June 30
IN CONSIDERATION OF RECEIVING THE ABOVE REFERENCED GRANT FUNDING,
THE LIBRARY HEREBY AGREES TO:
1. Accept and administer an LSTA grant from the State Library in the amount of $4,590 for
costs associated with the project represented in the Library's grant application, grant award
letter, and any amendments thereto.
2. Abide by all Grant Provisions as certified in this document and the grant application; including any
certifications submitted with this grant agreement such as Children's Internet Protection Act (CIPA)
Compliance and Certification Regarding Debarment and Suspension; Lobbying; Federal Debt Status;
Nondiscrimination.
3. Regularly inform the State Library on the progress of project activities as defined in the grant
application.
4. Encumber and expend project funds (grant and matching)
• only upon or after the effective date of this grant agreement and before its termination,
• in accordance with the project budget as submitted with the project application, or as modified in
the grant award letter, or as amended and approved by the State Library; and
• in accordance with all applicable local, state and federal laws and regulations.
2014 -2015 LSTA Grant Agreement page I of 5
5. Expend project finds in a manner that ensures free and open competition.
6. Complete all project expenditures by April 15, 2015 or as amended by mutual consent.
7. On or before April 15, 2015, submit a single request for reimbursement with appropriate
documentation of eligible project expenditures as defined in the grant application.
8. If eligible, the Library and all subgrantees shall: (a) ask the North Carolina Department of Revenue
for a refund of all sales and use taxes paid by them in the performance of this Contract, pursuant to
N.C.G.S. 105 - 164.14; and (b) exclude all refundable sales and use taxes from all reportable
expenditures before the expenses are entered in their reimbursement reports.
Acknowledge the Institute of Museum and Library Services in all related publications and activities
in conjunction with the use of grant funds as follows: "This pub] ication /activity /program/etc. was
supported by grant funds from the Institute of Museum and Library Services under the provisions of
the federal Library Services and Technology Act as administered by the State Library of North
Carolina, a division of the Department of Cultural Resources." Submit a copy of any publications or
materials produced under the grant to the State Library.
10. Provide library services resulting from the grant to all members of the community served, in
compliance with all Federal statutes relating to non - discrimination on the basis of race, color, national
origin, sex, handicap, or age.
11. Request prior written approval from the State Library for any subcontracting or assignment to any
subgrantee or assignee. Neither the Library nor any subgrantee or assignee is relieved of the duties
and responsibilities of this agreement. Subgrantees and assignees agree to abide by the terms of this
agreement and must provide all information necessary for the Library to comply with the terms of this
agreement.
12. Only approved, awarded expenditures are allowable; any funds not expended as defined in the grant
application will be repurposed by the State Library upon termination of this agreement.
13. Submit a final report to the State Library by September 30, 2015, . providing a summary of project
expenditures, a narrative of project activities, evaluative elements, and an assessment of the goals
achieved as defined in the grant application.
14. Certify upon completion of the grant that grant funds were received, used, and expended for the
purposes for which they were granted.
15. Maintain adequate financial records to ensure complete reporting, and retain programmatic, financial,
and audit records relating to the grant for a minimum of three years from the due date of the final
grant report at the end of the Five Year Plan, or until all audit exceptions have been resolved,
whichever is longer. Provide access upon request to the Department of Cultural Resources, Office of
the State Auditor, Institute of Museum and Library Services and the Comptroller General or their
designees, to all records and documents related to the award, including audit work papers in
possession of any auditor of the Library.
16. Ensure that grant funds are audited in compliance with state and federal audit requirements for local
governments and public authorities, institutions of higher education, and non -profit organizations,
and, as applicable, according to the standards of the federal Single Audit Act of 1984 as amended
1996 and 2003, and Circular A -133 "Audits of States, Local Governments, and Non -Profit
Organizations" as supplied by the Executive Office of the President, Office of Management and
Budget, Washington, DC.
2014 -2015 LSTA Grant Agreement page 2 of 5
17. Comply with the requirements of North Carolina General Statute 143C -6 -23: "State grant funds:
administration; oversight and reporting requirements" and the corresponding rules of North Carolina
Administrative Code, Title 9, Subchapter 03M, "Uniform Administration of State Grants," including
submission of required financial reports within six months (or nine months for $500,000 threshold) of
the end of the Library's fiscal year(s) in which grant funds are received.
18. The State Auditor and the using agency's internal auditors shall have access to persons and records as
a result of all contracts or grants entered into by State agencies or political subdivisions in accordance
with General Statute 147 -64.7 and Session Law 2010 -194, Section 21 (i.e., the State Auditors and
internal auditors may audit the records of the contractor during and after the term of the contract to
verify accounts and data affecting fees or performance).
19. File with the State Library a copy of the Library's policy addressing conflicts of interest that may
arise involving the Library's management employees and members of its board of directors,
commissions, or other governing body. The policy shall address situations in which any of these
individuals may directly or indirectly benefit, except as the Library's employees or members of its
board, commissions, or other governing body, from the Library's disbursing of grant funds and local
matching funds and shall include actions to be taken by the Library or the individual, or both, to avoid
conflicts of interest and the appearance of impropriety. (N.C.G.S. 143C- 6- 23(b)). The policy shall be
filed before the State Library may disburse the grant funds, unless the Library is covered by the
provisions of N.C.G.S. 160A- 479.11 and 14 -234.
20. File with the State Library the Library's sworn written statement completed by the Library's board of
directors or other governing body stating that, pursuant to N.C.G.S. 143C- 6- 23(c), the Library does
not have any overdue tax debts, as defined by N.C.G.S. 105- 243.1, at the federal, State, or local
level. The policy shall be filed before the State Library may disburse the grant funds, unless the
Library is covered by the provisions of G.S. 160A- 479.11 and 14 -234.
THE STATE LIBRARY AGREES TO:
1. Award LSTA grant funds to the Library in the amount and under the terms and conditions stated
above, subject to the availability of funds.
2. Pay LSTA grant funds upon receipt of reimbursement requests for approved, awarded expenditures
submitted by the Library. Pay by June 30, 2015, all approved requests received on or before April 15,
2015.
3. Assist the Library as appropriate and necessary with the implementation of this project. Provide
monitoring and oversight through a combination of periodic emails, calls, visits, and review of
reimbursement requests and reports.
4. Report on this project to the federal funding agency, the Institute of Museum and Library Services,
and the North Carolina Office of State Budget and Management in accordance with all applicable
federal and state requirements.
THIS AGREEMENT may be amended, if necessary, upon the mutual acceptance of a written
amendment to this agreement signed and dated by the Library and the State Library. Such amendment(s)
shall state any and/or all change(s) to be made. This agreement may be terminated by mutual consent
with 60 days' prior written notice or as otherwise provided by law.
2014 -2015 LSTA Grant Agreement page 3 of 5
Returning signed agreements signifies accepting the grant award; awards not accepted by January
15, 2015 may be withdrawn.
[Please sign in blue ink.]
.0
x Date Jl -�60 `
Signature, Li r re' '
(Printed Name)
Signature, Kcal Gov
(Printed Name / Title
Institutional Representative
Signature, Cal Shepard, State Librarian
Date —
Date
Return two complete sets of this agreement with original signatures in blue ink to:
LSTA Grant Agreements; Library Development Section, State Library of North Carolina;
4640 Mail Service Center; Raleigh, NC 27699 -4640.
2014 -2015 LSTA Grant Agreement page 4 of 5
GRANT PROVISIONS
The following state and federal provisions apply to the LSTA
grant program, Libraries awarded grants must agree 1ocomply
with these provisions.
1. Grant Agreement and Timing of Expenditures
Official notification of the grant award must be received from the
State Library and a grant agreement (formal agreement between
the grantee and the State Library) signed by both the
representatives of the library and the State Librarian before any
funds may be encumbered or expended for the project,
2. Allowable and Unallowable Costs
Grantees must carry out the grant project according 1othe
approved grant proposal, and all federal funds must be
expended solely for the purpose for which a grant was awarded.
The following costs are unallowable and may not be
proposed om grant project costs: bad debts, contingencies,
contributions and donations, entertainment, fines and penalties,
under recovery of costs under grant agreements (excess costs
from one grant agreement are not chargeable to another grant
agreement).
3. Legal and Regulatory Comp.li.ance
Grantees must expend grant funds in accordance with all
applicable local, state, and federal laws and regulations,
4. Budget Revisions and Programmatic Changes
Grantees must not deviate from the approved budget and plan
for carrying out the grant project as contained in the approved
grant application unless prior approval io obtained from the State
Library.
5. Records Retention
Grantees must maintain adequate records to ensure complete
reporting, and retain programmatic and financial records relating
to the grant for a minimum of three years from the due date of
the final grant report /t the end o4 the Five Year Plan, or until all
audit exceptions have been resolved, whichever is longer.
6. Free and Open Competition
Purchases made from grant funds must be carried out to ensure
free and open competition no the extent possible. Libraries
eligible topurchase under state contract may use this option for
grant purchases.
7, Debarment & Suspension
Transactions for the purposes of this grant will not knowingly be
made with parties who have been debarred or suspended from
receiving Federal financial assistance under Federal programs
and activities (Debarment and Suspension Certification). See
Excluded Parties List System mg
8. Eguipment..Purchases and Inventory
Equipment with a per unit price above $5,000 requires advance
written approval from the State Library. If fair market value at the
time of surplus or disposal exceeds $5,000, disposal must be
cleared with the State Library.
9. Publicizing & Acknowledging Funds
Grantees are required to credit 0MLS/LSTAin all related
publications and activities |n conjunction with the use /fgrant
funds. Grantees should publicize grant-supported activities in
available and appropriate media. The following
acknowledgement statement must be used when meeting these
requirements: "This pub|ioation/ootivity/progrom was supported
by grant funds from the Institute nf Museum and Library Somiooa
under the provisions of the federal Library Services and
Technology Act as administered by the State Library of North
Carolina, a division of the Department of Cultural Reaourcea.'
Copies of any publications or materials produced under the grant
must be submitted 1othe State Library. |ML8 logos are available at
10. lobbying
Grantees are prohibited by federal law from using grant funds to
pay costs associated with lobbying Congress or the public for
purposes nf influencing elections, legislation, or the award of any
federal funds. Grantees receiving an award of over $100.8n0must
file acertification regarding lobbying.
11. Non-discrimination
All library services provided aoa result of federal grant funds must
be available without discrimination 0u all members of the community
oemed Participation may not ba denied on the basis of race, color,
national origin, handicap, age, orsex.
Relevant legislation includes but ia not limited to the following:
Title V|of the Civil Rights Act of1Q64'as amended (42U.8.C� §
20O0e/aeq.); Section SO4of the Rehabilitation Act nf1973.ee
amended (28U.&C� §O701 atoeqj� Title |Xuf the Education
Amendments of1972. as amended (2UU.S.C� 5§1681-83. and
1085-86)" the Age Discrimination m Employment Act of1975.an
amended(42U.S.0. §b6101 e/neq.).
12. Trafficking in Persons
Grantees must comply with 22U.S.C. §7104(g) which prohibits
engaging intrafficking in persons, procuring a commercial sex act,
or using forced labor.
13 Audit and Financial Reporting Reguirements
LSTA grants must be audited in compliance with federal and state
audit requirements for local governments and public authorities,
institutions of higher education, and non-profit organizations. The
following source documents outline the standards and
requirements:
°
United States Office of Management and Budget: (OMB)
Circular A-133 Audits of States, Local Governments, and
Non-Profit Organizations.
°
North Carolina General Statute 143C-6-23 "State grant funds:
agminiatretiom� oversight and reporting requirenmnta.~ and the
corresponding rules ofNorth Carolina Administrative Code,
Title O8. Chapter O3M. "Uniform Administration ufState
Grants."
LEGAL REFERENCES:
° 2CFR22O- Cost Principles for Educational Institutions
(formerly OMB Circular A,21)
° 2 CFR225 Cost Principles for State, Local, and Indian Tribal
Governments (formerly OMB Circular A-87)
° 2CFR280 Cost Principles for Non-Profit Organizations
(formerly OMB Circular A,122)
° 45CFR1110- Nondiscrimination in Federally Assisted
Programs
° 45CFR1178- Nondiscrimination on the Basis of Handicap in
Federally Assisted Programs and Activities
~ 45CFR1183 Uniform Administrative Requirements for
Grants and Cooperative Agreements to State and Local
Governments
° 45CFR1185 GovemmentWde Debarment and Suspension
(NonproounamemU and 6mwemmentwide Requirements for
Drug-Free Workplace (Gnsnts)
° OMB Circular A-1O2— Grants and Cooperative Agreements
with State and Local Governments
= OMB Circular A-11O— Uniform Administrative Requirements
for Grants and Agreements with Institutions nfHigher
EducuUon. Hospitals, and Other Non-Profit Organizations
2014-2015 LSTA Grant Agreement page 5of5
North Carolina Department of Cultural Resources
State Library of North Carolina
Library Development Section
Pat McCrory, Governor Cal Shepard, State L.,ibrarian
Susan W. K1uttZ, Secretary
November 18, 2014
James Rider
New Hanover County Public Library
201 Chestnut Street
Wilnimgton, North Carolina 28401
Dear Mr. Rider:
The State Library is pleased to award New Hanover County Public Library's application for a 2014 -2015 LSTA EZ Edge
Technology Grant in the amount of $4,590, with no required match.
The attached Grant Agreement needs to be completed, signed, and returned to the State Library for signagures before your project
begins. Please print two complete copies, sign in blue ink, and mail to the State Library using one of the addresses below.
When the Grant Agreement has been received by the State Library, it will be presented to the State Librarian for signature. After
the Grant Agreement has been signed by all parties, you will be notified promptly and expenditures may begin.
This grant is made possible by funding from the federal Institute of Museum and Library Services (IMLS) under the provisions of
the Library Services and Technology Act (LSTA) as administered by the State Library of North Carolina, a division of the
Department of Cultural Resources. You are required to credit IMLS and the State Library/Departrnent of Cultural Resources in all
related publications and activities in conjunction with the use of the grant funds.
<http: / /www.imis.�4ov /recipients /imis acknowledyement.aspx >.
The Catalog of Federal Domestic Assistance (CFDA) number for this grant is 45.310.
To assure prompt receipt of your documents by the State Library, libraries often use a commercial service for delivery to the
Jones Street address. Packages sent via US Postal Service to the Mail Service Center address (even Express Mail) frequently
encounter delivery delays; the US Postal Service will not deliver to the Jones Street address.
Commercial Service Address
(e.g. FedEx, UPS, or physical deliver
US Postal Service Address
LSTA Grant Agreements
LSTA Grant Agreements
Library Development Section, Suite 310
Library Development Section
State Library of North Carolina
State Library of North Carolina
Archives & State Library Building
4640 Mail Service Center
109 E. Jones Street
Raleigh, NC 27699 -4640
Raleigh, NC 27601
Attn: Vicki Wheeler
Please let me know if you have any questions.
Sincerely,
Raye Oldham, Federal Programs Consultant
raye.oldham2( ncdcr.gov
919- 807 -7423
MAILING ADDRESS LOCATION
4640 Mail Service Center Telephone 919- 807 -7400 109 East Jones Street
Raleigh, NC 27699 -4640 Fax 919- 733 -8748 Raleigh, NC
AGENDA: December 22, 2014
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
AN ORDINANCE AMENDING THE FISCAL YEAR 2015 BUDGET
BY BUDGET AMENDMENT 15 - 031
BE IT ORDAINED by the Board of County Commissioners of New Hanover County, North Carolina, that
the following Budget Amendment 15 -031 be made to the annual budget ordinance for the fiscal year ending
June 30, 2015. `
Section 1: Details of Budget Amendment
Strategic Focus Area: Superior Public Health, Safety and Education
Strategic Objective(s): Support programs to improve educational performance
Provide health / wellness education, programs, and services
Fund: General.
Department: Library
Expenditure:
Decrease
Increase
Library
S4,590
Total
$0
$4,590
Revenue:
Decrease
Increase
Federal Grant
$4,590
Total,
$0
$4,590
Section 2: Explanation
The Library has been awarded a Library Services and Technology Act (LSTA) grant from the NC Department
of Cultural Resources. The grant will be used to create a media lab in the Main Library where patrons can
participate in video conferencing or interview for jobs via skype and produce their own videos, web pages and
fthns. This grant does not require a County match.
Section 3: Documentation of Adoption
This ordinance shall be effective upon its adoption.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of New Hanover
County, North Carolina, that the Ordinance for Budget Amendment 15 -031, amending the annual budget
ordinance for the fiscal year ending June 30, 2015, is adopted.
Adopted, this 22nd day of December, 2014.
(SEAL)
Chairman
ATTEST:
Teresa P. Elmore; Interim Clerk to the Board
Board of Commissioners - December 22, 2014
ITEM: 5 -1 - 1
Grant Document Routing
Type(s) of document(s) attached:
2 original — Library — LSTA Grant award documents
Explanation of document(s):
Attached are two original grant award documents for an award to the Library in the amount of
$4,590 from the NC Department of Cultural Resources. The BA to accept the grant was adopted
by the Board on 12/22/14. Please let me know if you have any questions. Thank you, Teresa
PICKED UP BY:
Print Name & Date Signature