FY16 LIBRARY LSTA PLANNING GRANTGRANT AGREENIENT
LSTA 2015-2016 I Planning Grant
This is an agreement by and between Neiv Hanover County Public Library, hereinafter referred to as
"the Librarv. and the State Library of North Carolina. Department Of Cultural Resources, hereinafter
referred to as the "State Library."
Institution and/or Library, Naine: New Hanover County Public Library
Mailing address:
City, State, Zll':
Project manager name/title: C07-11CAA __k
Protect manager telephone:
Project manager email:
DUNS number:
Federal Employer Identification Nffl_nber: _, _
A
- i ... ... .. . . ... ..
Indirect cost rate for this award:
Library fiscal year ending date: June 30
Federal Award Identification Information required by 2 CFR 200.3 )31
Federal Award ID number: LS- 00- 15- 0034 -15
Federal Award Date: March 20, 2015
Grant Award period Start and f-'rid Date: July 1, 2015-June 30, 2016
Amount of Federal Funds Obligated by this Action; $425625
Federal Award Project Description as required by FFATA: LSTA State Grants
Contact information for awarding official: Raye Oldham, Federal Programs Consultant, State Library of'
North Carolina, 4640 Mail Service Center, Raleigh, NC, 27699-4640, 919-807-742'),
raye.oldharn((vncdcr.g
ov.
CFDA Nance "Number: I " SfL A State Grants ,"45.310
This award is not R&D.
The State Library has agreed to fund this grant with federal Library Services and Technology Act (LSTA)
funds to be disbursed through North Carolina Accounting System accounting fund 46011495410145,
IN CONSIDERATION OF RECEIVING THE ABOVE REFERENCED GRANT FUNDINC,
THE LIBRARY HEREBY AGREES 'r ro.
1. Accept and administer an LSTA grain from the State Library in the amount of'$42,625 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 aRreernent such as Children's Internet Protection Act (CIPA)
Compliance and Certification Regarding Debarment and Suspension-, Lobbying; Federal Debt Status;
Nondiscrimination.
2015-2016 LSTA Grant Agreernent page I of 5
3. Regularly inforin the State Library on the progress of prQject activities as defined in the grant
application.
4. Encumber and expend project funds (grant and matching)
Z7
• only upon or after the effective date of this grant agreement and before its len-i'lination;
• in accordance with the project budget as submitted with the project application, or as modified in
the grant award letter, or as an-iended and approved by the State Library; and
• in accordance with all applicable local, state and federal laws and regulations.
5. Expend project funds in a manner that ensures free and open competition.
6, Subri-iii grain reimbursement requests with appropriate documentation of eligible project expenditures
(grant and matching) as defined In the grant application, at least quarterly, on or before October 15,
January 15, and April 15.
7. On or before April 15, 2016, request a minimum of see enty-f ive percent (75%4) of the award amount
and provide documentation for seventy-five percent (75'%) of the required match; provide a list of
remaining activities with an estimate of grant and matchinc, expenditures as defined in the
L- -- -1
grant application.
S. Complete all project expenditures (grant and matching) by June 30, 2016, or by the tern-unation date
of this agreement as amended by mutual consent.
9. On or before July 15, 2016, submit a final request for reimbursement.
10. If eligible, the Library and all sub,,rantees shall: (a) ask the North Carolina Department ol'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,
I I. Request prior written approval from the State Library for any equipment with a per unit price above
55,000. List this equipment on the State Library Annual Equipment'Fracking Survey, provided each
January, for the remainder of its useful life. If fair market value at the time of surplus or disposal
exceeds $5,000, disposal must be cleared with the State Library.
11 Acknowledge the Institute of Museum and Library Services in all related publications and activities
in conjunction A,-Ith the use of grant Funds as follows: "This publicatioii/activity/pi-ograiii/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.
13. 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.
14. Request prior written approval from the State Library for any subcontracting or assiumment to any
subgrantee or assignee. Neither the Library nor any subgrantee or assig
,nee 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 terins of this
agreement.
15. Only approved, awarded expenditures are allowable; any funds not expended as defined in the grant
application will be repurposed by the State Library upon tennination of this agreement.
2015-2016 LSTA Grant Agreement page 2 oJ'5
16. Submit a final report \o the State Library 6y August 15.2O16, providing u description ofprQjout
expenditures, a narrative of prqject activities, evaluative elements, and other elements required by (he
funder.
17. Certify upon completion of the grant that grant funds were received, used, and expended for the
Purposes for which they were g
|S. Maintain adequate financial records mu ensure complete reporting, and retain programmatic, financial,
and audit records relating cothe grant for u minimum of three years from the due date of the final
grant report mtthe end of the Five Year Plan, oc until all audit exceptions have been resolved,
whichever ixlonger. Provide access upon request /o the Department u[ Cultural Resources, Q@Occof
the StmvcAudiior, Institute ofMuseum and Library Services and the Comptroller General or their
designees, to all records and documents related |w the mwm/d. including audit work papers in
puxyeuuiou ofauy auditor wfthe Library.
14. Ensure that grant funds are audited in coinplionuc vvi[6 state and federal audit requ rcraenuu for local
governments and public authorities, institutions oflil'oher education, and non-profit organizations,
and, u, applicable, according tm the standards *fthe federal Single Audit Act ufl904aoamended
|946 and 20O3. and Circular A'|33'f\udizsuf States, Local Governments. and Non-Profit
Organizations" au supplied bytile Executive Office of the President, O1ficcofMonagenomntand
Budget, Washington, DC.
20. Comply the requirements u[North Carolina General Statute 143C-6-23: --State grant funds
wJmimjsmn/iom; oversight and rcpnilino requirements" am6 the c°rmespondivonu|cs of N*m6 Carolina
Administrative Code, Td|e9.8u6chupor8]M. "Uniform Administration mf8mmGroou.''including
submission ofrequired financial reports within six month,, (or nine months for $500,000 threshold) of
the end o[the Library's fiscal year(s) in `rbiub grant fonds are received.
2 1. The State A Uditor and the using allency's internal auditors shal I have access to persons and records as
arcoult of all ceoUnciu 01' grants entered into by State agencies urpolitical suhdb6mionm in accordance
with General Statute l47-64.7 and Session Law 20lO-lV4, Section 2A (i.o_ the State Auditors and
internal auditors may audit the records of the contractor during and after the term of the contract no
verify accounts and data affecting fees orperformance).
22. File with the State Library ucopy of the Library's policy addressing conflicts of interest that may
arise involving the Library's mmnugmmcnuenp|oyccyuudmcmbcrao�itsbomrdofdirucum`
commissions, or other governing body. The policy shall address situations in which any of these
individuals may directly or indirectly hcoofir,except uothe Library's employees or members ofits
board, commissions. or other g overningbody. from the Library's disbursing ofgromt funds and |ucuy
matching funds and shall include actions to be taken by the Library or the individual, or both, to avoid
conflicts "[ interest and the appearance of impropriety. (N.C.G.8. l43C-6-23{b)), The policy shall bc
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.
2l File with the StateGbrary the Librarr^s sworn written statement completed by the Ubrary'oboard of
directors or other governing body stating that, pursuant koN.[G.8. 143C-6-23(c), the Library does
not have any overdue tax debts, mm defined hy N.C.G.8. ]05'24S.|.xc the federal, State, orlocal
level. The policy shall be filed before the State Library may disburse the grant funds, unless the
Library iu covered by the provisions nfC.S. |60/\-47V.)l and 14-234.
2015-2016L8TA Gmu Agi-eemien| page ]of 5
THE STATE 11JBRARY AGREES TO:
\. Award LSTA grant funds mthe Library iothe amount and under the \onio and conditions stated
above, yub�imctn` the availability *ffunds.
2 Poy [STA grant funds mpuo receipt *fo6muhmroeincotrequests formpprovod, mvvmndcd mzpemd6rorce
subiniU1cJ quarterly by the Libmry. flay bI June 30.2O|6. all approved requests received ommrbefore
April l5,2Ol6�, and by August 3l,20l6, all approved requests received by July i5,2U\6.
3. /\aais/ the Library u* appropriate and necessary rvi,hdbw implcmeom(i*m of this jmcL Provide
monitoring and mrersi�hvbon�b a cormbientiom*[pe6edic�naUu. calls, visits, and review of
m:inibonnemouu requests and reports.
4� Report om this project toNc{edmrml funding agency, the Institute ofMmmcuou and iihruryServices,
and the Nm1b Carolina Office *fS|n\c Budget and Management in uuuur6uuuc with all applicable
federal and state requirements.
THIS AGREEMENT iuin effect upon signing 6yoJ| parties. b may bc amended, i[ necessary, upon the
mutual acceptance *[o written amendment :* this ogroeniant signed and dated by the Library and the
State Library. Such amueodmcmi(m) ebuU state any and/or all c6um�c(o) t*bcmadm. This u��
rncou muy
be terminated by mu1uw| consent rvi:k 68 days- prior written notice or as otherwise provided by \mn/,
Rumozng signed m�cmcnzoz���oiGcsuco�p6��A'c grant owurd awards not accepted 6ySeptember
30, 2015 may be withdrawn.
[Pleam xign in blue ink]
Signature, Library Director
Printed Naine
Signature, Locall)HI(—Wennnent or ln,�&uiional Representative
Printed Name
Signature, , Ca] Shepard, State
Date
Date
Title
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
2015-2016LSTA Grant Agreement 1)uQr4oJ5
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 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 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 httM://www.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 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://www.imls.govlrecipients/imis 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 _La_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 1430 -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)
• 45 CFR 1110 - Nondiscrimination in Federally Assisted
Programs
• 45 CFR 1170 - Nondiscrimination an the Basis of Handicap in
Federally Assisted Programs and Activities
0 45 CFR 1183 - Uniform Administrative Requirements for
Grants and Cooperative Agreements to State and Local
Governments
0 45 CFR 1185 - Governmentwide Debarment and Suspension
(Non procurement) 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
2015-2016 LSTA. Grant Agreement
page 5 of 5