Loading...
HomeMy WebLinkAboutRes2020-089CITY OF SEWARD, ALASKA Sponsored by: Regis RESOLUTION 2020-089 A RESOLUTION OYTHE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING GRANT FUNDS FROM THE ALASKA STATE LIBRARY FOR THE PUBLIC LIBRARY ASSISTANCE GRANT IN THE AMOUNT OF $7,000, AND APPROPRIATING FUNDS WHEREAS, in January 2020 the Alaska State Library sought applications for the FY 2021 Public Library Assistance Grant; and WHEREAS, the staff of the Seward Community Library & Museum submitted an application for $7,000 with a match of $7,000 from the City to purchase materials and build the library collection for the benefit of the community in March 2020; and WHEREAS, the purpose of these funds is to purchase books, periodical subscriptions, media, digital ebooks and audiobooks, and other material to build both the library and digital library collections; and WHEREAS, the matched funds me already built into the library budget for the purchase ' of collection materials; and WHEREAS, in April 2020, the Alaska State Library presented the Seward Community Library Museum with an agreement for the Public Library Assistance Grant in the amount of $7,000 with a City match of $7,000; and WHEREAS, library staff and city administration signed the grant agreement with the Alaska State Library in June 2020; and WHEREAS, a total of $7,000 is to be appropriated and expended by June 30, 2021. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council hereby authorizes the Acting City Manager to accept the Public Library Assistance Grant in the amount of $7,000 from the Alaska State Library. Section 2. Funding is hereby appropriated as follows: $7,000 from Alaska State Library Public Library Assistance Grant revenue account no. 01000-15004252-0001 to library material account nos. 01000-1500-720X-0001. The City match of $7,000 is already included and appropriated in the 2020/2021 budget. ' Section 3. This resolution shall take effect immediately upon adoption. CITY OF SEWARD, ALASKA RESOLUTION 2020-089 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9" day of November, 2020. AYES: DeMoss, Baclaan, McClure, Casagn NOES: None ABSENT: None ABSTAIN: None ATTEST: Brenda J. Ballou, MMC City Clerk R c +. - s c r+ y C/ e r K (City Seal) .•••..•,... OFSe �XPo�e `•; SEAL �r •. 1 • •�'�TF OF �Ar.a� 1 THE STATE: "ALASKA GOVERNOR MIKE DUNLEAVY April 13, 2020 Department of Education & Early Development DMSION OF LIBRARY, ARCHIVES & MUSEUMS P.O. Box 110571 Juneau, Alaska 99811-0571 Main: 907.465.4837 Fox: 907.465.2151 The Public Library Assistance (PLA) grant for FY21 for Seward Community Library & Museum will be $7,000. We are delighted that your library is eligible to receive this annual operating grant so that you can provide the best possible service to your library patrons. In order to receive your grant money, please return the attached grant agreement as soon as you can. Two different people (the librarian and the appropriate legal authority) must sign the grant agreement, since it is a legal document committing your library to certain obligations in return for receiving the public library assistance grant. Once we have your agreement, we will be able to electronically deposit your grant award (or mail a paper check in specific instances) after July 1. Librarians and officials should carefully note and follow the regulations governing the administration of this grant. To remain eligible for future grants, I have highlighted some off the most important grant requirements: • Meet the four statutory requirements: o Maintain a Collection for Lending o Provide Reference o Provide Interlibrary Loan o Offer Children's Programming • Submit the online Alaska Public Library Report for this fiscal year grant by September 1, 2021. • Spend at least $3,500 on library materials and online services. • Be open 48 weeks and the appropriate number of hours for your population and type of library (weeks closed because of Covid or natural disasters will be waived). Attend at least 6 hours of continuing education (CE) during the current two year cycle (7/1/2019 - 6/30/2021). Please note that in addition to the above requirements, Non-profit and school/public libraries have additional requirements. Non-profit organizations must have at least quarterly (4) public board meetings and submit minutes to the State Library. School libraries must execute and keep in force a binding legal agreement between the school district and the public library governing body. The governing body of the public library may be the municipal assembly, an advisory board appointed by the municipal assembly, or the board of directors of a nonprofit corporation. The State Library audits the records of selected libraries at the end of the grant year and reclaims any grant funds not properly accounted for. Also, any portion of this grant money not spent or encumbered by June 30, 2021 should be returned to the State Library. You may request a brief extension to spend unused FY21 collection grant funds. Please return your signed agreements to Janet Madsen (janet. madsen@alaska.gov). THIS IS A NEW ADDRESS! Questions should be directed to Patience Frederiksen (907-465-2911, patience. fred eri ksen@alaska.gov) or Janet Madsen (907-465-8187, janet.madsen@alaska.gov). THESE ARE NEW CONTACTS! Sincerely, Tracy Swaim - Retiring April 30, 2020 Alaska State Library, Grants & Data Coordinator Alaska Public Library Assistance Grant Agreement FY2021 This agreement made and entered into on Monday, April 13, 2020, by and between the Alaska State Library, hereafter referred to as the Grantor; and the Seward Community Library & Museum, hereafter 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 (dispersed after July 1), 2. Provide advisory services in furtherance of the grant project. 3. Acknowledge the Grantees eligibility for additional grants and services. The Grantee will agree to: 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 programming for children; and • Provide reference information. Abide by the conditions set forth in its application, guidelines, and approved by the Grantor, including: • The number and timing of open hours; • The existing and ongoing educational requirements for the library director. • Expend at least $3,500 on library materials and online services for each outlet. • Have trained paid or volunteer staff on duty in the library during the scheduled open hours. Maintain accurate financial records for auditing purposes. • Return any grant funds unexpended or unencumbered by June 30, 2021, and all funds for which there is no proper accounting. • 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. • Expend local funds of at least $7,000 for project purposes. Repay any portion of grant funds that have not actually been matched by local funds over the course of the grant period. Local fund match can include volunteer service as described in the Guidelines. • Expended funds must be clearly attributable to public library (not school) services and operations. Uphold specific governance requirements • Non -profits will maintain "Good Standing" with the State and submit minutes of required quarterly public board meetings. • School/public libraries will have an agreement between the school district and the public library governing body. Submit reports, certifications, and contact information such as: • The online Alaska Public Library Report (APLR) by September 1, 2021. • The follow-up signed certification for the APLR • Any changes in director or library contact information within 30 days. Funding for this grant is dependent on the following source: State Sources PLA21•Sewar $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 Li ry Signature 610?1q/20210 Title tate For the Legal Entity Si lure Title Date RETURN BY SEPTEMBER 1, 2020 MAIL TO: Library Grants Administrator, Alaska State Library, P.O. Box 110571, Juneau, AK 99801, SCAN TO janet.madsen@alaska.gov, or FAX to 907-465-2151 ALASKA PUBLIC LIBRARY ASSISTANCE GRANT APPLICATION FY 2021 Use this form to apply for the Alaska Public Library Assistance Grant. Applications are available in January and must be submitted by April 1. Instructions are found in the Handy Guide found at Alaska State Library Grants Web Page. A. Library Library Name: Seward Community Library & Museum Mailing Address: PO Box 2389, Seward, AK 99664 Fax Number (if available): 907-224-3521 Library Type(s) (please check all that apply) ❑■ Public ❑ School ❑ Special ❑ Academic ❑■ Museum ❑■ Archive B. Contact Information Director Name: Valarie Kingsland Phone: 907-224-4008 E-mail: vkingsland@cityofseward.net C. Schedule Financial or Second Contact Name: Naneth Ambrosiani Phone: 907-224-4063 E-mail: nambrosiani@cityofseward.net When will the library be open each day? Monday: Winter: 11 am-6pm, Summer: 10am-6pm Tuesday: Winter: 11 am-8prn, Summer: 10am-8pm Wednesday: Winter: 11am-8pm, Summer: 10am-8pm Thursday: Winter: 11 am-8pm, Summer: 1Oam-8pm Friday: Winter: 11 am-6pm, Summer: 10am-6pm Saturday: Winter: 11 am-6pm, Summer: 1 Dam-6pm Sunday: Library closed Total Hours Per Week: Winter = 48 Summer = 54 Weeks Open Per Year: 52 If open fewer than 52 weeks, the weeks will your library be closed: nla 14 - 1 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 the year. You may only claim up to the total number of hours that the library is open for the entire year. Total Hours Per Week multiplied by Weeks Open Per Year multiplied by $22 equals the maximum volunteer value that you can enter in 3. Volunteer Value. Financial Summary Category Subcategory Local Funds Grant Funds Total Bud et A. Personnel 1. Wages 2. Benefits 3. Volunteer Value B. Collection 1. Books (print) 7,000 7,000 14,000 2. Subscriptions (print) 3. A/V 4. Digital Materials/Online Services 5. Initial $500 Spent on ISP 6. Games, Toys, Software, Tools, Equipment, and other items for patron use C. Other 1. Building Operations 2. Furniture, Equipment, Computers & E-Readers 3. Travel 4. Supplies 5. Services (not ISP) 6. ISP Fees Paid Beyond the $500 listed on Line b-5 7. All Other Unreported Expenditures D. Total Totals 7,000 7,000 14,000 Note: If Local Funds for Match column totals $7,000 or more, you should request $7,000 in Grant Funds Requested column. E. Basic Services 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. 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. Grant funds will be used to purchase library books and material for the library collection, as described under section B of the budget summary. Books, periodicals and media will be ordered based on reviews, patron requests, replacements for damaged or lost material and to update outdated material and subject areas. Patron requests and suggestions are documented and ordered if available, affordable and/or locally relevant. We also use Interlibrary Loan for hard to find or specific subject matter material. Note that the holds system in the Alaska Library Catalog (ALC) fulfills most patron requests, but incoming holds are also reviewed for consideration for our local collection. Staff will participate in online and in-house training to increase knowledge of collection development and management. We also make use of Collection HQ reports through the ALC. 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. LM will continue to provide interlibrary loan service to our regular patrons and to the inmates Spring Creek Correctional Center when material is not readily available in our collection or )ugh holds in the Alaska Library Catalog Consortium. Note that we are not able to place holds in the ALC for the Spring Creek Correctional Center due to the restriction to paperback only items, but have special permission from the ALC to request their items via ILL. Our cataloging and ILL databases are combined, but costly. We continue to explore cost saving measures for both services with the intent to continue to provide ILL services to our patrons and community. Staff will participate in online training to improve working knowledge of ILL services. 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 implement a plan to make use of the Reference Backup Services. Staff will participate in online training to improve working knowledge of reference services. 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. ;LM will continue to provide and support literacy and educational programs for children through )ry times, play programs, special events, and an all age summer reading challenge program. We II continue to develop our spaces dedicated to youth to create an atmosphere of engagement, ploration, discovery, creativity, learning and play. We will continue to improve community igagement though both traditional and nontraditional library programming, incorporating STEAM :o our activities. e will continue to improve and increase our efforts to inform our patrons and the public about how access information in our collection, programs for children and families, and the digital resources children available through the Alaska State Library and other reliable resources. will participate in online training opportunities to improve skills and develop ideas for programs events. 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 1-800-261-2838! (Please do NOT give this number to your patrons Only library staff or library volunteers may use this number.) F. What's the process? Once you have completed this application please obtain the necessary signatures and return to the Alaska State Library by April 1. We do not need the original document. Scans or copies are definitely OK! Scan/email (preferred) application to tracv.swaim@alaska.gov M Mail application to Grants Administrator, Alaska State Library, PO Box 110571, Juneau, AK 99811 M FAX application to 907-465-2151 If your library meets the requirements for the PLAG, you will receive an email with your official award paperwork. As soon as the award paperwork is signed and returned to the Alaska State Library, your award funding will be processed. G. Additional Material If you have branches, please fill out the Branch Library or Bookmobile Addendum and attach to the grant application. If you are a New Library, please fill out the New Library Addendum attach to the grant application. These forms are available at Alaska State Library Grants Web Page. H. Signatures 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: Date: 3/10/2020 Print or Type Name: Title: Director Signature: Valarie Kingsland For the Legal Entity: Date: 34Y2_° 20 Print or Type Name: Scott Meszaros Title: City Manager Signature: Due by April 1 ! Questions? Contact Tracy Swaim by email or phone, 907-465-1018