06-F Loan Star Libraries GrantDRAFT
J:WttorneyLisa~esolntions\CiJRRENTLOan 6tar Library GranLwptl
March 5, 2002
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, ACCEPTING THE TEXAS STATE LIBRARY AND
ARCHIVES COMMISSION LOAN STAR LIBRARIES GRANT;
AUTHORIZING THE EXECUTION OF GRANT AGREEMENT NO. 442-
02364; MAHING OTHER FINDINGS AND PROVISIONS RELATED TO
THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, grant funding is available to libraries from the Texas State Library and Archives
Commission to maintain, improve, expand, or enhance the resources of public libraries, including the
undertaking of such projects as minor renovations to improve access to public library resources and
services; and,
WHEREAS, the Texas State Library and Archives Commission has issued its Grant Award
entitled "Loan Star Libraries GranY" for the period beginning September 1, 2001, and ending August
31, 2002, in the total amount of $6,254.00, which requires no matching funds from the City of Paris;
and,
WHEREAS, acceptance of the same requires the execution of Grant Agreement No. 442-
02364 by and between the City ofParis and the Texas State Library and Archives Commission, and
it is deemed to be in the best interests of the citizens of Paris that the City of Paris accept said Grant
Award far the installation of automatic doors at the Paris Public Library to improve access to the
Library by elderly and disabled patrons; and,
WHEREAS, the form of Grant Agreement No. 442-02364, attached hereto as Exhibit A,
should, in all things, be approved, and the City Manager should be authorized to execute the same;
NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That the "Loan Star Libraries GranY" for the period beginning September 1, 2001,
and ending August 31, 2002, in the total amount of $6,254.00, requiring no matching funds from the
City of Paris, be, and the same is hereby, accepted.
Section 3. That the form of Grant Agreement No. 442-02364, attached hereto as Exhibit A,
be, and the same is hereby, approved.
Section 4. That the City Manager be, and he is hereby, authorized and directed to execute,
on behalf of the City of Paris, Grant Agreement No. 442-02364, under the terms and conditions and
in the form shown in Exhibit A, attached hereto.
Section 5. That this resolution shall become effective from and after its date of passage.
PASSED AND ADOPTED this l lth day of March, 2002.
Michael J. Pfiester, Mayor
ATTEST:
Thomas E. Haynes, Assistant City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
TEXAS STATE LIBRARY & ARCHIVES COMMISSION
,
LOAN STAR LIBRARIES GRANT
Grant # 442-02364
1. CONTRACTING YARTIES
Grantor: Texas State Library and Archives Commission (TSLAC)
Grantee: City of Paris, Paris Public Library
326 South Main Street
Paris, Texas 75460
II. TERM OF GRANT
September 1, 2001 to August 31, 2002
III. GRANTOR CERTIFICATION
The Grantor certifies that (1) the services specified below aze 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 oFTexas 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: $6,254
B. Source of funds: General Revenue
State Fiscal Year 2002
TSLAC's accounting codes: Index Code
Object Code
34421
7611
Fiscal Year 2002 1 Page 1 of e
Ci2yofParis Laatt Star Libraries Grant
C. i'. i
BlB'T A
C. Budget:
EquipmenUProperty $6,254
Total Direct Costs $6,254
Indirect Costs
Total $6,254
V. WRITTEN PRIOR APPROVALS FOR FISCAL AND PROGRAD'iMATIC CHANGES
A. The Grantor must give written priar 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 o£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
Form 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 e
City of Paris Loan Star Librazies Grant
C. The Grantor hereby gives prior approval for the items specified under the cost categories outlined
below. Before the Gr.antee 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 grant)
None
3. Rearrangements and Alterations ofFacilities
None
4. EquinmentJProperty
As referenced in Loan Star Libraries Plan ofAction
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 equipmendproperty 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 governing entity. EquipmenUproperty includes fumiture, 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 equipmenUproperty 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 Librazies Grants Plan of Action for SFY 2002) as approved by the
Grantor.
Fiscal Year 2002 Page 3 of 8
City of Paris Loan Star Libraries Grant .
VIL 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.t,r.ushFie office/gts_tracs/Grants/guidelines.htm.
1. Cost Principles for state and Local Govemments 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
Expenciitures 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 retumed 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 aclrnowledgement 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 0£ 8
City of Paris Loan Star Lihraries Grant
i. The Grantee certifies by this contract that it will comply with the Assurances - Non-Construction
Programs (OMB Standard Form 124B), the Certification Regarding Debazment, 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.
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 filrther
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 equipmenUproperty
records with a physical inventory of the equipmendproperty every two years.
The UGMS Subpart C, 3ec. 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 EquipmenUProperty Acquired form by October 31, 2002 for all
equipmenUproperty purchased during that grant year.
N. The State Legislature has charged the Grantar 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:
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 i, 2001 - August 31, 2002
September 6, 2002
Under $5,000
Fiscal Year 2002 Page 5 of 8
City of Paris Loan Star Libraries Grant
If library materials ordered with grant funds are received after the end of the grant year, a final
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 fiinds will not be awarded to a library until all requirements for
alf preceding contracts have been fulfilled
0. The Grantee agrees to submit the Financial Status Report for this contract according to the
following schedule:
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 necessary, a Snal Financial Status Report is due on or before November 15, 2002.
P. The Grantee agrees to maintain all financial and progrunmatic records, supporting documents,
statistical records, and other grantee records according to Section II, 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.
V1II. 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 awazd 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 e
City of Paris Loan 5[ar 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 aze 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 aze 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 norrrtally 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: dlittrellna tsl.state.bc.us
Questions or concems about regulatory or financial issues should be directed to:
Manager of Accounting and Grants Department
Phone: 512-463-6626
E-mail: camack cnr tsl.state tx.us
Fax reports to: Grants Accountant
Phone: 512-463-5472 Fax: 512-463-3560
E-mail: accountina cni.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 Deparhnent
Texas State Library and Archives Commission
PO Box 12516
Austin, TX 78711-2516
Fiscal Year 2002 Page 7 of 8
City of Paris Loan Star Libraries Grant
X. APPLICABLE AND GOVERNING LAW
A. This grant shall be governed 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 oFthis
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
Edward Seidenberg, Assistant State Librarian
Date
GRANTEE
City of Paris, Paris Public Library
Signature (Must be an official empowered
to enter into contracts)
Michael E. Malone
Typewritten or Printed Name
Donna Osborne, Chief Fiscal Officer
Date
Fiscal Year 2002
City ofPaa's Loan Star Libraries Grant
City Manager
Title
March 11, 2002
Date
Page 8 of 8