HomeMy WebLinkAboutRes2018-073Sponsored by: Hickok
CITY OF SEWARD, ALASKA
RESOLUTION 2018-073
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ACCEPTING FUNDS FROM THE ALASKA STATE LIBRARY
FOR THE PUBLIC LIBRARY ASSISTANCE GRANT IN THE AMOUNT
OF $7,000.00 AND APPROPRIATING FUNDS
WHEREAS, in January, 2018 the Alaska State Library sought applications for the FY
2019 Public Library Assistance Grant; and
WHEREAS, the staff of the Seward Community Library & Museum submitted an
application for $7000.00 with a match of $7000.00 from the City to purchase materials and build
the library collection for the benefit of the community in April 2018; and
WHEREAS, the purpose of these funds is to purchase books, serial subscriptions, media
and other material to build the library collection; and
WHEREAS, the matched funds are already built into the library budget for the purchase
of collection materials; and
WHEREAS, in July, 2018 the Alaska State Library awarded the Public Library
Assistance Grant to the Seward Community Library Museum in the amount of $7,000.00 with a
City match of $7,000.00; and
WHEREAS, library staff and city administration signed the grant agreement with the
Alaska State Library in August 2017; and
WHEREAS, a total of $7,000.00 is to be appropriated and expended by June 30, 2019.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA that:
Section 1. The City Council hereby authorizes the city manager to accept the Public
Library Assistance Grant in the amount of $7,000.00 from the Alaska State Library.
Section 2. Funding in the amount of $7,000.00 is hereby appropriated from Alaska State
Library Public Library Assistance Grant revenue account no. 01000-1500-4252-0001 to the
library account number 01000-1500-7201-0001.
Section 3. This resolution shall take effect immediately.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
10t' day of September, 2018.
CITY OF SEWARD, ALASKA
RESOLUTION 2018-073
THE CITY OF SEWARD, ALASKA
David Squires, Ma r
AYES: Horn, Keil, Casagranda, McClure, Towsley, Seese, Squires
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
Brenda J. Ballou, MMC
City Clerk
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Agenda Statement
Meeting Date: September 10, 2018
To: City Council
Through: Assistant City Manager, Brennan Hickok
From: Library Museum Director, Valarie Kingsland
Agenda Item: A Resolution of the City Council of the City of Seward, Alaska, Accepting
Funds from the Alaska State Library for the Public Library Assistance Grant
in the Amount of $7,000.00 and Appropriating Funds.
BACKGROUND & JUSTIFICATION:
In January 2018, the Alaska State Library sought applications for the Public Library Assistance
(PLA) Grant. Seward Community Library & Museum (SCLM) staff filed a grant application in
April 2017 which was reviewed and accepted in July 2018 for the amount of $7,000.00 with a
matching commitment from the City for $7,000.00, for a total of $14,000.00. A grant agreement
was signed by library staff and city administration in August 2017.
The purpose of these funds is to purchase books, serial subscriptions, media and other material to
build the library collection.
The City match of $7,000.00 was already established in the library budget and is to be expended
by June 30, 2019, along with the granted funds. Grant reports are due by September 1, 2019.
INTENT:
Council approval to appropriate $7000.00 in grant funds to purchase collection materials using the
Public Assistance Grant Agreement FY2019 from the Alaska State Library.
W
FISCAL NOTE:
The City match for $7,000.00 is budgeted for the 2018-2019 Library Museum budget for library
materials to facilitate this grant.
Approved by Finance Department: X-4,.-t�
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
City Council approve Resolution 2018- 073, A Resolution of the City Council of the City of
Seward, Alaska, Accepting Funds from the Alaska State Library for the Public Library
Assistance Grant in the Amount of $7000.00 and Appropriating Funds.
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FY2019 ALASKA PUBLIC LIBRARY ASSISTANCE GRANT APPLICATION
DUE: April 2, 2018
Seward Community Library & Museum
I. Library Name:
2. Street, City, ZIP: _PO Box 2389, Seward, AK 99664
3. Head Librarian: Valarie Kinesland 4. Phone No: q07 274 4noR
5. Fax No: 907.224.3521 6. E-mail
vkingsland@cityofseward.net
7. Mailing address if award is done as paper check:
8. Schedule of Hours Library Will Be Onen INote anv ;Pasnnal lihrary ,�rhPH[da rhanaac vnii axnart thi, vaarl-
Total Hours
Weeks Open
Sun
Mon
Tues
Wed
Thurs
Fri
Sat
Per Week
Per Year
11
11
11
11
11
11
Winter = 48
To
To
To
To
To
To
To
Summer = 54
52
6
8
8
8
6
6
9. if the library will be open fewer than 52 weeks, which weeks will your library be closed?
None
10. Number of branch libraries and/or bookmobiles: _N/A_ Please fill out the enclosed Branch Library or
Bookmobile Application Addendum Page and attach to the grant application. Currently applies just to
Anchorage, Barrow, Fairbanks, Juneau, Kotzebue, and Naknek.
11.
a.
701
d.
Budget Summary:
Personnel
1. Salaries and Wages (Actual funds)
Local Funds
for Match
Public Library
Assistance Grant
Funds Requested
Total Project
Budget
2. Benefits
3. Fair Value Rate for Volunteer Labor (#12 below)
Not Applicable
Collection (Library Materials)
I. Books in Print Format
$7,000.00
$7,000.00
$14,000.00
2. Subscriptions in Print Format
3. Audiovisuals
4. Electronic (Digital) Materials and Online Services
(No computers or e-readers)
S. Initial $500 Spent on Internet Service Provider
(ISP) Fees (Expends. up to .$500 and no computers)
6. Microforms, Computer Software for Patron Use,
Games and Toys (No computers or e-reoders)
Other Expenditures
1. Building Operations
2. Furniture, Equipment, Computers & E-Readers
3. Travel
4. Supplies
5. Services (Do NOT include internet service provider
fees on this line)
6. Internet Service Provider Fees Paid Beyond $500 Total
(List initial $500 of ISP fees on Line b-5 above)
7. All Other Unreported Expenditures
Total
$7,000.00
$7,000.00
$14,000.00
Note: If Local Funds for Match column totals $7,000 or more,
you should request $7,000 in Erant Funds Requested column.
FY2019 Alaska Public Library Assistance Grant Application
Page 2
12. Fair Value Rate for Volunteer Labor: If your library is claiming volunteer labor as part of the local match,
please note the number of volunteer hours you expect to accrue during FY2019 and the hourly rate claimed.
You may only claim up to the total number of hours that the library is open for the entire year. (For the hourly
rote, see Personnel on page 6 in the enclosed packet.)
Total Volunteer Hourly Fair Value Rate for
Hours: N/A— times Rate: $ = Volunteer Labor $_
13. Every public library that receives the Alaska public library assistance grant is required by law to provide
four basic library services. Please answer the following questions for each of these four required services,
even if you do not plan to use grant funds for that service.
a. Provide a collection of books and other materials for loan — How will this your library collections be
increased or improved? What activities will you undertake to achieve your objectives? Will staff
receive training in this service area? How will you evaluate improvements to your library collections?
Please be specific.
All funds will be used to purchase library books and other materials for the library collection, as described
under section B of the budget summary. Books and media will be ordered based on reviews, as well as
patron requests, and to replace damaged or lost material and/or update older material and subject areas.
Patron requests and suggestions will be collected and corresponding orders recorded to ascertain
whether purchases based on requests and recommendations were successful or not. Note that the holds
system in the Alaska Library Catalog now fulfills many of the material requests, so our requests have gone
down a great deal since migrating in 2016.
Consideration for materials will also be given to frequent requests and our contribution to the Joint
Library Catalog consortium collection.
Staff will participate in online training to increase knowledge of collection development and
management.
b. Provide access to interlibrary loan (ILL) services -- How will ILL service be increased or improved? What
activities will you undertake to achieve your objectives? Will staff receive training in this service area?
Do you plan to use the 800# ILL and Reference Backup Service in Anchorage to provide ILLS to your
patrons? (See box below.) How will you evaluate improvements to ILL services? Please be specific.
SCLM will continue to provide interlibrary loan service to our regular patrons for material not readily
available through holds in the Alaska Library Catalog Consortium.
As anticipated, ILL requests by our regular patrons have dropped since joining the Alaska Library Catalog
in 2016. Unfortunately, the holds system in the Joint Library Catalog does not allow to specify paperback
copies, the format restricted by the Spring Creek Correctional Center's policies. We will be resuming ILL
services to the inmates at SCCC in Spring 2018, and will be using ILL to request paperbacks from within
the Alaska Library Catalog and from libraries both in and outside of Alaska.
Staff will participate in online training to improve working knowledge of ILL services.
Did you know that the State Library gives the Anchorage Public Library a grant every year to
provide you with interlibrary loan and reference backup services for your patrons? if you need
help with ILL, call the helpful staff at 1-800-261-28381 (Please do NOT give this number to your
patrons. Only library staff or library volunteers may use this number.)
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FY2019 Alaska Public Library Assistance Grant Application
Page 3
c. Provide reference services — How will reference services be increased or improved? What activities will
you undertake to achieve your objectives? Will staff receive training in this service area? Do you plan
to use the 800# ILL and Reference Backup Service in Anchorage to provide reference answers to your
patrons? (See box below.) How will you evaluate improvements to reference services? Please be
specific.
Reference questions and services will be observed to determine existing reference practices and to
evaluate the effectiveness of existing services in order to plan for improvements. Staff will receive
reference service training to facilitate improvements.
We will review and plan to implement a plan to make use of the Reference Backup Services.
Staff will participate in online training to improve working knowledge of reference services.
Don't forget that you can call the Anchorage Public Library for help with the reference questions
you get from your patrons. The State Library gives Anchorage a grant every year so you can call
the helpful staff at 1-800-261-28381 (Please do NOT give this number to your patrons. Only library
staff or library volunteers may use this number.)
d. Provide reading and/or educational programs for children — How will children's programs be
increased or improved? What activities will you undertake to achieve your objectives? Will staff
receive training in this service area? How will you evaluate improvements to children's
programming? For combined school public libraries, what programs are you planning for pre-school
children? Please be specific.
SCLM will continue to support literacy and educational programs for children through story times, play
programs, special events, and the summer reading program, as well as the development of spaces
dedicated to youth to create an atmosphere of exploration, discovery, learning and play.
We will increase our efforts to inform our patrons and the public about our programs for children and the
digital resources for children available through the Alaska State Library and other reliable resources.
Staff will participate in online training opportunities to improve skills and develop ideas for programs and
events.
Note: This grant application is a legal document committing your library to a specific course of action.
This application MUST have two signatures from two different people.
For the Library:
Valarie Kingsland
Print
,or�Type
, Name
Signature
Director 4/11/2018
Title date
For the Legal Entity:
Questions? Contact Tracy Swaim at trocy.swoim@alasko.gov or 907-465-1018
Stan/email complete application by April 2, 2018 or mail application
(be sure to keep a copy for your files) with postmark date of April 2, 2018 to:
Grants Administrator, Alaska State tibrddt +, PO Box 110571, Juneau, AK 99811-0571
Alaska Public library Assistance Grant Agreement FY2019
This agreement made and entered into this second day of July 2018, by and between the Alaska State Library,
hereafter referred to as the Grantor; and the Seward Community Library Museum, referred to as the Grantee.
Whereas, the State of Alaska has appropriated funds for public library assistance; and whereas, the application of the
Grantee for a grant for public library assistance has been approved. NOW THEREFORE, for and in consideration of the
mutual covenants herein contained the parties hereto agree as follows:
The Grantor will agree to:
1. Furnish funds in the amount of $7,000.
2. Provide advisory services in furtherance of the grant project.
The Grantee will agree to:
1. Expend local funds of at least $7,000 for project purposes. Funds may be expended only for public library
purposes and must be clearly attributable to public library services and operations.
2. Provide at least the following services free to residents of the municipality or community:
• Establish and maintain a collection of books and other materials for loan;
Provide access to interlibrary loans;
Provide reading or other educational programs for children; and
• Provide reference information.
3. Abide by the conditions set forth in its application and approved by the Grantor, including:
• The number and timing of open hours;
• The existing and ongoing educational requirements for the library director.
4. Expend at least $3,500 on library materials and online services for each outlet.
5. Have trained paid or volunteer staff on duty in the library during the scheduled open hours.
6. Submit online the Alaska Public Library Report by September 1, 2019.
7. Maintain accurate records for auditing purposes,
8. Return any grant funds unexpended or unencumbered by June 30, 2019, and all funds for which there is no
proper accounting.
9. Repay any portion of grant funds that have not actually been matched by local funds over the course of the
grant period.
10. Receive prior approval from the Grantor for any line item change that exceeds 10% of the line item, except
that no prior approval is required for:
• Line item changes of less than $100; or
• Line item changes that add funds to library materials and online services.
The source of funding for this agreement is as follows:
State Sources
PLA-19-770-01
$7,000
By accepting this award or agreement, the grantee may become subject to the audit requirements of State of
Alaska Administrative code 2 AAC 45.010. As a result, the grantee may be required to provide for an audit and to
permit independent auditors to have access to their records and financial statements. The grantee should consult
with an independent auditor for assistance in determining audit requirements for each fiscal year.
The undersigned understands and agrees to the conditions of this agreement. Both signatures are required.
For the Libr4cy
Signature
Title ru&g/( a�� .
Ti
For ga tity
Sig re
KIA� �oo3��pj
Title Date
PLEASE MAKE A PHOTOCOPY OF THE SIGNED AGREEMENT FOR YOUR RECORDS
RETURN BY SEPTEMBER 1, 2018 MAIL TO: Library Grants Administrator, Alaska State Library,
P.O. Box 110571, Juneau, AK 99801, SCAN TO tracy.swaim@alaska.gov, or FAX to 907-465-2151
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