FY16 LSTA EZ EDGE TECH GRANT AWARDGRANT AGREEMENT
LSTA 2014-2015 EL Edge Technology Grant, Round 2
'I'llis is an agreement by and between New Hanover County Public Library, hereinafter relerred to as 1he
Library," and the State Library ot'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 ILSTA)
fund,, in the amount of'$4.663.00 to be disbursed through North Carolina Accounting System accounting
fund 46011495410145. The Catalou cif ederal Domestic Assistance (CFDA) number for this grant is
45.310. This agreement is in effect upon signing by all parties, but no earlier- than July 1, 2015, and will
terminate on August 31, 2015, unless amended by inutual consent.
ITIStitU0011 and/or Library Nairie: New Hanover Comity Public Library
Mailing Address:
City, State, ZIP:
11'ro.ject inanager iianie/title:
Project inanago- telephone: C�
Project nianager erriail:
CC"—' LLUM
j
DUINS Number- ,A
Federal Employer Identification Number: 41 — (k
000 31-
Library Fiscal year ending date: .hone 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 an -count of $4,663.00 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 Debartnent and Suspension; Lobbying-. Federal Debt Status.
Nondiscrimination.
1 Re-ularly 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 terrnination;
• 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 regulation,_;.
2014-2015 LSTA Grant Agreeinent page I of 5
5, Expend prQject funds iou manner that ensures firmu and open oon-ipchduo.
6. Complete all prQject cxDendimznes by August 3L201Soram amended by mutual consent.
7. Oil orbefore August 31°20l5, submit a single request for reimbursement with appropriate
documentation ofeligible prc�jcuexpenditures as defined in the grant application.
S. If eligible, the Library and all sah�rao1eeom6mUl: (a) ask the Nord Carolina Deponn�motofRuvcnue
foru refund of all sales and use taxes paid hyHhcrn in the per6mxumcco[duim Contract,
pursuant to
NI.G.8. ]05-164.14; and (b) exclude all refundable sales and use taxes 8nrn all reportable
expenditures before the expenses are entered in their reimbursement reports.
9. Acknowledge the Institute of Museum and Library Services in all related publications and activities
incon�jnncdon with the use of-rant fbudsomtoU*vvs:^,Thiapohhcmioo/activitN{proL3rmni/cu.wax
supported hy grant funds from the Institute u[Moscum and Library Services under the provisions w[
the federal [3bruryScnvioes an(] Tuobno}oa y/\o/ as administered Sxu/c Library o[North
Carolina, m division of the Department of Cultural Rcs*urccs.^ Submit m copy mf any publications or
nuatchu\y produced under the grant tothe State Library.
10. Provide library services nesultiu�����no�all����*ncm�����io
compliance with all Federal statutes rclu6og\o non-discrimination un the basis of race, color, national
origin, sex, handicap, orage.
11. Request prior \v6mcn approval from the State Librmry6rmuyxu6uon�a4inoorumigommu,oaoy
mo6��u»c�vrm�i�'�c. �N'�d�m-<hcLjbraryr"ronyoub�run�ccmrauai�nmo�am]iovc�o�tbcdu�eo
and responsibilities uf this agreement. Suhgcuoteos and uuoiynoeu agree t*abide bv the zcnnam[tbio
ugrcmnoco1 and must provide all information necessary for the Library (o comply with the tc0000f16ia
a�rumuueuz.
12. Only approved, awarded expenditures are allowable, any funds not expended as defined in the gTant
application will be repurposed by the State Library upon termination of tills agreement.
13. Submit ufimal report 10 the State bv September 30,2015, providing u summary ofprqject
expenditures, u narrative ofpr�mccuuivkics,evaluative cKcocutm. and an assessment of the goals
�6�v�au�fiu��the gmmapplication.
14. Certify upon completion of the grant that grant funds were received, used, and expended for the
purposes for which they were granted.
1i Maintain adequate financial records tu ensure complete reporting, and retain progrnonmmho,6mumoia|,
and audit records relating uo the grant for uodabmumoof three years from the due date vf the fimal
grant report ax the end oI the Five Year Plan, mr until all audit exceptions have been resolved,
whichever islonger. 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 io
possession of any auditor o[ 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 arnended
l996 and 2003. and Circular '4-l�� "Audits of States, Local Governments, and Non-Profit
Orgauisg ions" ms supplied hy the Executive Office ofthe President, Office of Management and
Dud��,��usbjngJuu,DC.
20l4-20\5X-s�TA Grant Agzuncm page 2of5
17. Comply with the requirements of North Carolina General Statute 1430-6-23: -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 Librarv's fiscal vear(s) in which orant funds are received,
18. The State Auditor and the using aoencv's internal auditors shall have access to persons and records as
a result of all contracts or gn-anis entered into by State agencies or political subdivisions in accordance
Z7
with General Statute 147-�)4.7 and Session Law -)010-194, Section 21 (i.e., the State Auditors and
internal auditors inay audit the records of the contractor during and after the term of the contract to
verify accounts and data affecting fees or performance).
erl affecting
19, File with the Slate Library a copy of the Library's policy addressing conflicts of interest that may
arise involvin- the lJbrarv's nianagernent employees and members of its board of directors.
COITIII-Ii SSi OTIS, or other -overinni, body. The policy shall address situations ]it which any of these
individuals nray directly or Indirectly benefit. except as the Library's erriplovees or members of its
board. commissions, or other governing body, froni 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 irnpropriety. (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- 479.1 I and 14-234.
20. File \N ith the State Library the Library's sworn written statement completed by the l.ibrary's board of
directors or other governing body slating that, pursuant to N.C.G.S. 143)(2-6-23(c), the Library does
not have any overdue tax debts, as defined by N.C.G.S, 105-243. L at the federal, State, or local
level. The policy shall be filed before the State Library nray disburse the grant funds, unless the
Library is covered by the provisions of (1S, 160A-479,1 I and 14-234.
THE STATE LIBRARY AGREES TO-
L Award LSTA -rant funds to the Library in the amount and under the terms and conditions stated
L -
above, subject to the availability of funds.
1 Pay LSTA grant funds upon receipt of reimbursement requests for approved, awarded expenditures
submitted by the Library. Pay by September 30, 2015, all approved requests received on or before
August 31, 2015,
3. Assisi the Library as appropriate and necessary with the implementation of this project. Provide
monitoring and oversight through a combination of periodic emarls, 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 Stale Library. Such atnendinent(s)
shall state any and/or all change(s) to be made. This agreement may be terminated by mutual consent
xkith 60 dad s' 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 July 31, 2015
may be withdrawn.
[Please sign in blue ink.]
x
Signature, Library Director
(Printed Name)
x
Signature, LocbI`GaYem=
(Printed Name / Title) A
Signature, Cal Shepard, State Librarian
ative
Date
Date 7
C-A w'ili
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 to comply
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 to the
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 as 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 Compliance
Grantees must expend grant funds in accordance with all
applicable local, state, and federal laws and regulations.
4. Budget Revisions and_ Pro rammatic Cha,n_qes
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 is 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 at the end of 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 to the extent possible. Libraries
eligible to purchase 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 at https:,Ilwww.sam..gov .
8. Equipment 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 IMLS/LSTA in all related
publications and activities in conjunction with the use of grant
funds. Grantees should publicize grant-supported activities in
available and appropriate media. The following
acknowledgement statement must be used when meeting these
requirements "This publication/activity/program 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."
Copies of any publications or materials produced under the grant
must be submitted to the State Library. IMLS logos are available at
http:llwww.imis.gov/recipients/imls acknowledgement.aspx
10. Lobbying
Grantees are prohibited by federal law from using grant funds to
pay costs associated with lobbying Congress or the public for
purposes of influencing elections, legislation, or the award of any
federal funds. Grantees receiving an award of over $100,000 must
file a certification regarding lobbying.
11. Non-discrimination
All library services provided as a result of federal grant funds must
be available without discrimination to all members of the community
served. Participation may not be denied on the basis of race, color,
national origin, handicap, age, or sex.
Relevant legislation includes but is not limited to the following:
Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. §
2000 et seq.); Section 504 of the Rehabilitation Act of 1973, as
amended (29 U.S.C. §§701 et seq.); Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. §§1681-83, and
1685-86); the Age Discrimination in Employment Act of 1975, as
amended (42 U.S.C. §§6101 et seq.).
12. Trafficking in Persons
Grantees must comply with 22 U.S.C. § 7104(g) which prohibits
engaging in trafficking in persons, procuring a commercial sex act,
or using forced labor.
13. Audit and Financial Reporting Requirements
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:
administration, oversight and reporting requirements," and the
corresponding rules of North Carolina Administrative Code,
Title 09, Chapter 03M, "Uniform Administration of State
Grants,"
LEGAL REFERENCES:
• 2 CFR 220 - Cost Principles for Educational Institutions
(formerly OMB Circular A-21)
• 2 CFR 225 - Cost Principles for State, Local, and Indian Tribal
Governments (formerly OMB Circular A-87)
• 2 CFR 230 - Cost Principles for Non-Profit Organizations
(formerly OMB Circular A -122)
0 45 CFR 1110 - Nondiscrimination in Federally Assisted
Programs
• 45 CFR 1170 - Nondiscrimination on the Basis of Handicap in
Federally Assisted Programs and Activities
• 45 CFR 1183 - Uniform Administrative Requirements for
Grants and Cooperative Agreements to State and Local
Governments
• 45 CFR 1185 - Governmentwide Debarment and Suspension
(Nonprocurement) and Governmentwide Requirements for
Drug-Free Workplace (Grants)
• OMB Circular A -102 — Grants and Cooperative Agreements
with State and Local Governments
• OMB Circular A -110 — Uniform Administrative Requirements
for Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Non-Profit Organizations
2014-2015 LSTA Grant Agreement page 5 of 5