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Home My WebLink AboutResolution - 4588 - Grant Contracts - Texas State Library - ULAC, 2 LSS, ILLS - 08_25_1994Resolution No. 4588 Item #17 August 25, 1994 RESOLUTION WHEREAS, the City of Lubbock annually contracts with the Texas State Library for various grants in support of its role as a Major Resource Center in the West Texas Library System; and WHEREAS, such grants serve to improve and expand the program of the Lubbock City -County Library; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock the following named grant contracts and associated documents with the Texas State Library: (a) Urban Library Aid Contract (Contract No. 529.13); (b) Contract for Library System Services (Contract No. 522.9); (c) Contract for Library System Services (Contract No. 523.9); (d) Contract for Interlibrary Loan Services (Contract No. 525.7); Said contracts, attached hereto, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Coun ' Cq'stitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this th ATTEST: Betty M. Johnson, ity Secretary APPROVED AS TO CONTENT: %0A &OU npp4lQ Lib ary Director APPROVED AS TO FORM\ Assistant City Attorney DGV:dp\G:kcd m\Ubgram.res Aup at 16, 1994 Resolution No. 4588 Item #17 August 25, 1994 Contract #529.13 URBAN LIBRARY AID CONTRACT LIBRARY SERVICES AND CONSTRUCTION ACT TITLE I This Contract and Agreement is entered into by and between the Texas State Library and Archives Commission and the Local Governmental Unit pursuant to the authority granted and in compliance with the provisions of Government Code, Chapter 441, Libraries and Archives, § 441.006, General Powers and Duties, and Public Law 101-254, the Library Services and Construction Act. I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Lubbock, Lubbock City -County Library II. STATEMENT OF SERVICES TO BE PERFORMED: A. The Performing Agency agrees to provide certain public library services as stipulated in its grant application, free of charge to persons living outside of the area whose residents support the Performing Agency through payment of local taxes. The Performing Agency agrees to foster and encourage the sharing of library resources to non-residents to the maximum extent possible. The Receiving Agency agrees to reimburse the Performing Agency for services rendered under the terms and conditions of this contract. Provision of services by the Performing Agency and reimbursement by the Receiving Agency shall be made in accordance with the Performing Agency's grant application entitled "SFY 1995 MURL Grant Program." B. The Performing Agency may charge expenditures against this contract only if they conform to the grant application and budget, as approved by the Receiving Agency, and are for reimbursement of expenses incurred or obligated during the grant period. Grant funds may not be encumbered after August 31, 1995. By October 31, 1995, a final Financial Status Report will be submitted to the Receiving Agency and all unexpended funds will be returned or a final request for any funds due will be submitted. C. The Performing Agency agrees to audit all funds received under this contract. Such audit shall be conducted in accordance with Office of Management and Budget Circular A-128, Audits of State and Local Governments. The audit will be provided to the Receiving Agency no later than 360 days following the close of the city/county fiscal year. An audit report must be provided for each fiscal year in which funds from this grant are expended. For purposes of identification this grant must be designated in the audit report as Contract #529.13. Page 2 of 6 D. Program income must be added to grant funds received under this contract and reported in the quarterly Financial Status Report. E. The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. F. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials, bibliographies, and other such short pieces should give the following acknowledgment: Published with funds granted by the Texas State Library under the Library Services and Construction Act, Public Law l 0l -254. G. The Performing Agency is free to copyright any books, publications or other materials developed as a result of this grant; however, the Receiving Agency reserves a royalty - free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes. H. The Performing Agency certifies by this contract that it is in full compliance with the assurances set forth in the Major Urban Resource Libraries grant application submitted to the Receiving Agency which requested federal and/or state assistance. I. The Performing Agency agrees to retain all financial and programmatic records, supporting documents, statistical records, and any other records pertinent to this grant for a period of seven (7) years. Such records shall be made accessible to the Secretary of Education, the Comptroller General of the United States, the State of Texas, or any of their duly authorized representatives, for the purpose of audits or examinations and to make excerpts or transcripts of any books, documents, papers, and other records of the Performing Agency. The Performing Agency agrees to maintain inventory records of nonexpendable personal property purchased with grant funds having a unit acquisition cost of $300 or more. The Performing Agency will submit a listing of all property purchased with grant funds which cost $300 or more to the Receiving Agency on the Form TSL 51-12, "Property Inventory Record," by October 31, 1995. The Performing Agency agrees to conduct inventories of such property every two years as set forth in the Uniform Grant and Contract Management Standards for State Agencies. The Performing Agency Page 3 of 6 further agrees that the Receiving Agency has the right to transfer all nonexpendable personal property, which includes equipment and library materials, acquired with funds from this grant and having a unit acquisition cost of $1,000 or more. K. The Performing Agency agrees to secure the specific written approval of the Receiving Agency before obligating or expending grant funds for costs requiring grantor agency approval. The Receiving Agency authorizes the Performing Agency to expend grant funds for the following prior approval costs. Professional Services Auditor $40 L. The Performing Agency agrees to provide the Receiving Agency with two (2) sets of all promotional materials produced under this contract. M. The Performing Agency agrees to submit two (2) MURL Project Evaluation Reports according to the following schedule: ReportingPeriod eriod Due Date September 1, 1994 - February 28, 1995 March 24, 1995 March 1, 1995 - August 31, 1995 September 25, 1995 N. The Performing Agency agrees to submit the four (4) MURL Uniform Statistical Reports and Explanation of Variance Reports to the Receiving Agency according to the following schedule: ReportingPeriod Due Date September 1, 1994 - November 30, 1994 December 7, 1994 December 1, 1994 - February 28, 1995 March 7, 1995 March 1, 1995 - May 31, 1995 June 7, 1995 June 1, 1995 - August 31, 1995 September 7, 1995 Page 4 of 6 O. The Performing Agency agrees to submit the Financial Status Report for each project funded under this contract according to the following schedule: Reporting Period Due Date September 1, 1994 - November 30, 1994 December 30, 1994 December 1, 1994 - February 28, 1995 March 24, 1995 March 1, 1995 - May 31, 1995 June 23, 1995 June 1, 1995 - August 31, 1995 September 25, 1995 A final Financial Status Report will be submitted by October 31, 1995. P. The Performing Agency agrees to comply with the terms and conditions of this contract and acknowledges that failure to comply can result in grant suspension. Suspension shall be effective fifteen (15) days after receiving written notification from the Receiving Agency. During the suspension, the Performing Agency shall be reimbursed for those costs which cannot be reasonably avoided provided they are allowable under the grant agreement. Q. The Performing Agency 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 Performing Agency further 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. R. The Contracting Parties may terminate this contract by giving written notice at least thirty (30) days prior to the effective dates of such termination. Termination procedures shall adhere to the provisions of the Uniform Grant and Contract Management Standards for State Agencies. S. The Performing Agency shall administer this grant in accordance with the Uniform Grant and Contract Management Standards for State Agencies which shall be considered a part of this contract. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation items or accounts of the Receiving Agency from which like expenditures would normally be paid, based upon a Request for Advance or Reimbursement submitted by the Performing Agency on Form SF 270. The request will be only for the amount of funds required to meet disbursement needs for a one -month period, but should not be less than $250 per request. Page 5 of 6 IV. TERM OF CONTRACT: This Contract is to begin September 1, 1994 and shall terminate August 31, 1995. V. BASES FOR CALCULATING REIMBURSABLE COST: Category Amount Equipment $ 0 Supplies 15,732 Contractual 40 Other 0 Total Direct Charges $ 15,772 Indirect Charges 1,424 TOTAL CONTRACT AMOUNT $ 17,196 Funds may be transferred among the above cost categories without amending this contract as long as the transfers do not require a scope change. This provision only applies to the above cost categories where dollars are budgeted. The transfer of funds process does not allow the total amount of the contract to be exceeded. VI. CONTRACT AMOUNT: The total amount of this contract shall not exceed: $17,196 Seventeen Thousand One Hundred Ninety -Sig Dollars. Source of Funds in this Contract: LSCA Title I, FFY 1994 Carryover CFDA # 84-034 VII. APPLICABLE AND GOVERNING LAW: A. This Contract 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 of this 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 Contract is subject to availability of funds. Page 6 of 6 The undersigned Receiving Agency does hereby certify that (1) the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the arrangements and payments contracted for are in compliance with the provisions for Programs of the Department of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act, P.L. 101-254 and the State Library Plan for operation under the Library Services and Construction Act. RECEIVING AGENCY Texas State Library William D. Gooch Typewritten Name Above Director and Librarian Title Date Type or print name of local fiscal officer responsible for account into which these funds are to be paid. Jeff Rippel Name of Fiscal Officer Library Director Title (Must be an official of the Performing Agency) 1306 9th Street, Lubbock, TX 79401 ADDRESS (806) 767-2822 TELEPHONE NUMBER PERFORMING AGENCY City of Lubbock Lubbock City -Count,, Lary By: Signature (Must be an official to enter into contracts) Davi R. Laftst v tten or Pri August 25,1994 Date Type or print name of individual designated as the person entrusted with the safekeeping of the property acquired with grant funds. (If applicable) Jeff Rippel Name of Property Manager Library Director Position of Property Manager 1306 9th Street. Lubbock, T ADDRESS (806) 767-2822 TELEPHONE NUMBER 9401 Resolution No. 4588 Item #17 August 25, 1994 ,; M , Contract #522.9 It CONTRACT FOR LIBRARY SYSTEMS SERVICES This Contract and Agreement is entered into by and between the Texas State Library and Archives Commission and the Local Governmental Unit pursuant to the authority granted and in compliance with the provisions of V.T.C.A., Government Code § 441.121 et. seq., the Library Systems Act; V.T.C.A., Government Code § 441.006, General Powers and Duties; and Public Law 101-254, the Library Services and Construction Act. I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Lubbock, Lubbock City -County Library II. STATEMENT OF SERVICES TO BE PERFORMED: A. The Receiving Agency agrees to make a grant of monies to be used for the purpose of providing services to the Major Resource System as approved in the System's Annual Program of Services for 1995. The Performing Agency agrees that any activities conducted as part of this contract shall conform to the System's Annual Program of Services for 1995. System activities shall support and encourage the active and successful participation by libraries in services offered by the system and the Receiving Agency. B. The Performing Agency agrees to adhere to all regulations cited in the Rules for Administering the Library Systems Act and the Uniform Grant and Contract Management Standards for State Agencies. C. The Performing Agency may charge expenditures against this grant only if they conform to the annual program of services and budget, as approved by the Receiving Agency. Grant funds may not be encumbered after August 31, 1995. By October 31, 1995, a final Financial Status Report will be submitted to the Receiving Agency and all unexpended funds will be returned or a final request for funds due will be submitted. All provisions of the Uniform Grants and Contract Management Standards for State Agencies except as noted in Rule 1.97 (1) of the Rules for Administering the Library Systems Act (13 TAC Chapter 1) will apply to this contract after the end of the fiscal year in which they were granted, including prior approval of certain expenditures, scope changes, and budget amendments. If the Performing Agency ceases to be the contracting agent for the Major Resource System, all unexpended grant, program income, and interest funds must be transferred to the new contracting agent. D. The Performing Agency agrees to audit all funds received under this contract. Such audit shall be conducted in accordance with Office of Management and Budget Circular A-128, Audits of State and Local Governments. The audit will be provided to the Receiving Agency no later than 360 days following the close of the city fiscal year. 7 Page 2 of 7 An audit report must be provided for each fiscal year in which funds from this grant are expended. For purposes of identification this grant must be designated in the audit report as Contract #522.9. E. Program income must be added to grant funds received under this contract and reported in the quarterly Financial Status Report. F. The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. G. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials, bibliographies, and other such short pieces should give the following acknowledgment: Published with funds granted by the Texas State Library under the Texas Library Systems Act V.T.C.A., Government Code § 441.121 et. seq. and the Library Services and Construction Act, P.L. 101-254. H. The Performing Agency is free to copyright any books, publications or other materials developed as a result of this grant; however, the Receiving Agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes. I. The Performing Agency certifies by this contract that it is in full compliance with the assurances set forth in the Annual Plan for System Service grant application submitted to the Receiving Agency which requested federal and/or state assistance. J. The Performing Agency agrees to retain all financial, performance, and compliance reports pertinent to this grant for a period of seven (7) years. Such records shall be made accessible to the Secretary of Education, the Comptroller General of the United States, the State of Texas, or any of their duly authorized representatives, for the purpose of audits or examinations and to make excerpts or transcripts of any books, documents, papers, and other records of the Performing Agency. Page 3 of 7 K. The Performing Agency agrees to maintain inventory records of nonexpendable personal property purchased with grant funds having a unit acquisition cost of $300 or more. The Performing Agency will submit a listing of all property purchased with grant funds which cost $300 or more to the Receiving Agency on the Form TSL 51-12, "Property Inventory Record," by October 31, 1995. The Performing Agency agrees to conduct a physical inventory of such property every two years as set forth in the Uniform Grant and Contract Management Standards for State Agencies. the Performing Agency further agrees that title to equipment and library materials purchased under this contract and having a unit acquisition cost of $300 or more shall be vested in the Texas State Library. Title to library materials and equipment with a unit cost of less than $300 purchased under this contract shall be vested in the library for which the equipment and library materials were purchased as provided for in the Rules for Administering the Library Systems Act. L. The Performing Agency agrees to secure the specific written approval of the Receiving Agency before obligating or expending grant funds for costs requiring grantor agency approval. The Receiving Agency authorizes the Performing Agency to expend grant funds for the following prior approval costs. Automatic Data Processing Costs IBM Compatible 486 Microcomputer w/ Fax Board $ 2,500 Data Processing Fees 4,500 CD-ROM Union Database 25,000 Building and Related Costs None Equipment None Insurance and Indemnification None Professional Services Audit 2,000 Photocopy Machine Lease 3,600 Workshop Presenters 1,750 M. The Performing Agency agrees to provide the Receiving Agency with two (2) sets of all promotional materials produced under this contract. N C P G Page 4 of 7 The Performing Agency agrees to submit the Uniform Statistical Reporting Form for Systems and the Local/Systems Objectives Report to the Receiving Agency at the end of each month. The Performing Agency agrees to submit the Key Performance Target Report to the Receiving Agency according to the following schedule: Reporting Period Due Date September 1, 1994 - November 30, 1994 December 7, 1994 December 1, 1994- February 28, 1995 March 7, 1995 March 1, 1995 - May 31, 1995 June 7, 1995 June 1, 1995 - August 31, 1995 September 7, 1995 The Performing Agency agrees to submit the Financial Status Report for each project funded under this contract according to the following schedule: Reoortin¢ Period Due Date September 1, 1994 - November 30, 1994 December 30, 1994 December 1, 1994- February 28, 1995 March 24, 1995 March 1, 1995 - May 31, 1995 June 23, 1995 June 1, 1995 - August 31, 1995 September 25, 1995 A final Financial Status Report will be submitted by October 31, 1995. The Performing Agency agrees to submit the Regional Public Library Systems Project Evaluation Report according to the following schedule: ReportingPeriod eriod Due Date September 1, 1994 - February 28, 1995 March 24, 1995 March 1, 1995 -August 31, 1995 September 25, 1995 R. The Performing Agency will submit the Disadvantaged Services Report and the Workshop Reporting Forms for the period of September 1, 1994 to August 31, 1995, due September 25, 1995. S. The Performing Agency agrees to notify the Receiving Agency in writing within seven (7) days of the employment or resignation of professional staff paid in whole or in part with grant funds. T. The Performing Agency agrees to comply with the terms and conditions of this contract and acknowledges that failure to comply can result in grant suspension. Failure to submit required reports for a prior year grant can result in suspension of this grant. Suspension shall be effective fifteen (15) days after receiving written notification from the Receiving Agency. During the suspension, the Performing Agency shall be reimbursed for those costs which cannot be reasonably avoided provided they are allowable under the grant agreement. Page 5 of 7 U. The Performing Agency 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 Performing Agency further 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. V. The Contracting Parties may terminate this contract by giving written notice at least thirty (30) days prior to the effective dates of such termination. Termination procedures shall adhere to the provisions of the Uniform Grant and Contract Management Standards for State Agencies. W. The Performing Agency shall administer this grant in accordance with the Rules for Administering the Library Systems Act, the Common Rule, and the Uniform Grant and Contract Management Standards for State Agencies, which shall be considered a part of this contract, except for the particular exceptions noted in Paragraph C. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation items or accounts of the Receiving Agency from which like expenditures would normally be paid. The Receiving Agency shall disburse the funds payable under this contract upon the return of this amendment signed by the Performing Agency. IV. TERM OF CONTRACT: This Contract is to begin September 1, 1994 and shall terminate August 31, 1995 contingent upon the approval and release of appropriations for State Fiscal Year 1995 by the official governing bodies of the State of Texas to the Receiving Agency. V. APPLICABLE AND GOVERNING LAW: A. This Contract 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 of this 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 Contract is subject to availability of funds. VI. CONTRACT AMOUNT: The total amount of this contract shall not exceed: $307,828 Three Hundred Seven Thousand Eight Hundred Twenty -Eight Dollars Source of Funds in this Contract: SFY 1995 General Revenue VII. BASES FOR CALCULATING REIMBURSABLE COSTS EXPENSE Audio Collection Continuing CATEGORY Administration Visual Automation Development Consulting Education Publicity TOTAL Personnel 57,686 20,162 1,529 5,293 15,521 6,203 2,299 108,693 Fringe Benefits 17,818 7,163 429 1,804 4,467 1,753 762 34,196 Travel 3,500 0 0 0 2,200 400 0 6,100 Equipment 0 0 2,500 0 0 0 0 2,500 Supplies 4,500 14,250 2,331 21,658 2,200 175 2,100 47,214 Contractual 10,100 0 25,000 41,180 0 1,750 0 78,030 Other 5,400 200 0 0 0 0 0 5,600 TOTAL DIRECT CHARGES 99,004 41,775 31,789 69,935 24,388 10,281 5,161 282,333 Indirect Charges 9.03% of Direct Charges 8,940 3,772 2,871 6,316 2,202 928 466 25,495 TOTAL 107,944 45,547 34,660 76,251 26,590 11,209 5,627 307,828 Funds may be transferred among the above projects and expense categories without amending this contract as long as the cumulative transfers do not exceed ten (10) percent of the total budget. This provision only applies to the above expense categories where dollars are budgeted and does not allow the contract to be exceeded. cnw cn am 0 WTLS (State Contract #522.9) September 1, 1994 Page 7 of 7 The undersigned Receiving Agency does hereby certify that (1) the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the arrangements and payments contracted for are in compliance with the provisions for Programs of the Department of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act, P.L. 101-254 and the State Library Plan for operation under the Library Services and Construction Act. RECEIVING AGENCY Texas State Library By: I-, - s A ..A - William D. Gooch Typewritten Name Above Director and Librarian Title �St — -Zoe , i -F ! y Date Type or print name of local fiscal officer responsible for account into which these funds are to be paid. Jeff Rippel Name of Fiscal Officer Library Director Title (Must be an official of the Performing Agency) 1306 9th Street, Lubbock, TX ADDRESS (806) 767-2822 TELEPHONE NUMBER PERF G AGENCY �a City o�Lu bock By:'A--- - -- —I � f Signature (Must be an official to enter into contracts) David R. Langston Typewritten or Printed Name Above Mayor Title August 25, 1994 Date Type or print name of individual designated as the person entrusted with the safekeeping of the property acquired with grant funds. Jeff Rippel Name of Property Manager Library Director Position of Property Manager 79401 1306 9th Street, Lubbock, TX 79401 ADDRESS (806) 767-2822 TELEPHONE NUMBER Resolution No. 4588 Item #17 August 25, 1994 )' Contract #523.9 .., CONTRACT FOR LIBRARY SYSTEMS SERVICES This Contract and Agreement is entered into by and between the Texas State Library and Archives Commission and the Local Governmental Unit pursuant to the authority granted and in compliance with the provisions of V.T.C.A., Government Code § 441.121 et. seq., the Library Systems Act; V.T.C.A., Government Code § 441.006, General Powers and Duties; and Public Law 101-254, the Library Services and Construction Act. I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Lubbock, Lubbock City -County Library H. STATEMENT OF SERVICES TO BE PERFORMED: A. The Receiving Agency agrees to make a grant of monies to be used for the purpose of providing services to the Major Resource System as approved in the System's Annual Program of Services for 1995. The Performing Agency agrees that any activities conducted as part of this contract shall conform to the System's Annual Program of Services for 1995. System activities shall support and encourage the active and successful participation by libraries in services offered by the system and the Receiving Agency. B. The Performing Agency agrees to adhere to all regulations cited in the Rules for Administering the Library Systems Act, the Uniform Grant and Contract Management Standards for State Agencies. C. The Performing Agency may charge expenditures against this grant only if they conform to the system annual program of services and budget, as approved by the Receiving Agency, and are for reimbursement of expenses incurred or obligated during the grant period. Grant funds may not be encumbered after August 31, 1995. By October 31, 1995, a final Financial Status Report will be submitted to the Receiving Agency and all unexpended funds will be returned or a final request for funds due will be submitted. D. The Performing Agency agrees to audit all funds received under this contract. Such audit shall be conducted in accordance with Office of Management and Budget Circular A-128, Audits of State and Local Governments. The audit will be provided to the Receiving Agency no later than 360 days following the close of the city fiscal year. An audit report must be provided for each fiscal year in which funds from this grant are expended. For purposes of identification this grant must be designated in the audit report as Contract #523.9. E. Program income must be added to grant funds received under this contract and reported in the quarterly Financial Status Report. F. The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. Page 2 of 6 G. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials, bibliographies, and other such short pieces should give the following acknowledgment: Published with funds granted by the Texas State Library under the Texas Library Systems Act V.T.C.A., Government Code § 441.121 et. seq. and the Library Services and Construction Act, P.L. 101-254. H. The Performing Agency is free to copyright any books, publications or other materials developed as a result of this grant; however, the Receiving Agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes. The Performing Agency certifies by this contract that it is in full compliance with the assurances set forth in the Annual Plan for System Service grant application submitted to the Receiving Agency which requested federal and/or state assistance. The Performing Agency agrees to retain all financial, performance, and compliance reports pertinent to this grant for a period of seven (7) years. Such records shall be made accessible to the Secretary of Education, the Comptroller General of the United States, the State of Texas, or any of their duly authorized representatives, for the purpose of audits or examinations and to make excerpts or transcripts of any books, documents, papers, and other records of the Performing Agency. K. The Performing Agency agrees to maintain inventory records of nonexpendable personal property purchased with grant funds having a unit acquisition cost of $300 or more. The Performing Agency will submit a listing of all property purchased with grant funds which cost $300 or more to the Receiving Agency on the Form TSL 51-12, "Property Inventory Record," by October 31, 1995 The Performing Agency agrees to conduct a physical inventory of such property every two years as set forth in the Uniform Grant and Contract Management Standards for State Agencies. The Performing Agency further agrees that title to equipment and library materials purchased under this contract and having a unit acquisition cost of $300 or more, shall be vested in the Texas State Library. Title to library materials and equipment, with a unit cost of less than $300 purchased under this contract, shall be vested in the library for which the equipment and library materials were purchased as provided for in the Rules for Administering the Library Systems Act. Page 3 of 6 L. The Performing Agency agrees to secure the specific written approval of the Receiving Agency before obligating or expending grant funds for costs requiring grantor agency approval. The Receiving Agency authorizes the Performing Agency to expend grant funds for the following prior approval costs. Automatic Data Processing Costs None Building and Related Costs None Equipment None Insurance and Indemnification None Professional Services Tutor Trainers $1,000 M. The Performing Agency agrees to provide the Receiving Agency with two (2) sets of all promotional materials produced under this contract. N. The Performing Agency agrees to submit the Uniform Statistical Reporting Form for Systems and the Local/Systems Objectives Report to the Receiving Agency at the end of each month. O. The Performing Agency agrees to submit the Key Performance Target Report to the Receiving Agency according to the following schedule: Reporting Period Due Date September 1, 1994 - November 30, 1994 December 7, 1994 December 1, 1994- February 28, 1995 March 7, 1995 March 1, 1995 - May 31, 1995 June 7, 1995 June 1, 1995 - August 31, 1995 September 7, 1995 P. The Performing Agency agrees to submit the Financial Status Report for each project funded under this contract according to the following schedule: Reporting Period Due Date September 1, 1994 - November 30, 1994 December 30, 1994 December 1, 1994- February 28, 1995 March 24, 1995 March 1, 1995 - May 31, 1995 June 23, 1995 June 1, 1995 - August 31, 1995 September 25, 1995 A final Financial Status Report will be submitted by October 31, 1995. Page 4 of 6 The Performing Agency agrees to submit the Regional Public Library Systems Project Evaluation Report according to the following schedule: Reporting Period Due Date September 1, 1994 - February 28, 1995 March 24, 1995 March 1, 1995 -August 31, 1995 September 25, 1995 R. The Performing Agency will submit the Disadvantaged Services Report and the Workshop Reporting Forms for the period of September 1, 1994 to August 31, 1995, due September 25, 1995. S. The Performing Agency agrees to notify the Receiving Agency in writing within seven (7) days of the employment or resignation of professional staff paid in whole or in part with grant funds. T. The Performing Agency agrees to comply with the terms and conditions of this contract and acknowledges that failure to comply can result in grant suspension. Failure to submit required reports for a prior year grant can result in suspension of this grant. Suspension shall be effective fifteen (15) days after receiving written notification from the Receiving Agency. During the suspension, the Performing Agency shall be reimbursed for those costs which cannot be reasonably avoided provided they are allowable under the grant agreement. U. The Performing Agency 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 Performing Agency further 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. V. The Contracting Parties may terminate this contract by giving written notice at least thirty (30) days prior to the effective dates of such termination. Termination procedures shall adhere to the provisions of the Uniform Grant and Contract Management Standards for State Agencies. W. The Performing Agency shall administer this grant in accordance with the Rules for Administering the Library Systems Act and the Uniform Grant and Contract Management Standards for State Agencies which shall be considered a part of this contract. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation items or accounts of the Receiving Agency from which like expenditures would normally be paid, based upon a "Request for Advance or Reimbursement" submitted by the Performing Agency on SF 270. The request will be only for the amount of funds required to meet disbursement needs for a one -month period, but should not be less than $250 per request. IV. TERM OF CONTRACT: This Contract is to begin September 1, 1994 and shall terminate August 31, 1995. V. CONTRACT AMOUNT: The total amount of this Contract shall not exceed: $120,601 One Hundred Twenty Thousand Six Hundred One Dollars Source of Funds in this Contract: LSCA, Title I 1994 Carryover CFDA # 84-034 Page 5 of 6 VI. BASES FOR CALCULATING REIMBURSABLE COSTS + EXPENSE CATEGORY Collection Development Limited English Speaking Literacy TOTAL Personnel 0 267 539 806 Fringe Benefits 0 105 155 260 Travel 0 0 0 0 Equipment 0 0 0 0 Supplies 94,247 3,100 11,200 108,547 Contractual 0 500 500 1,000 Other 0 0 0 0 TOTAL DIRECT CHARGES 94,247 3,972 12,394 110,613 Indirect Charges 9.03% of Direct Charges 8,510 359 1,119 9,988 TOTAL 102,757 4,331 13,513 120,601 Funds may be transferred among the above projects and expense categories without amending this contract as long as the cumulative transfers do not exceed ten (10) percent of the total budget. This provision only applies to the above expense categories where dollars are budgeted and does not allow the contract to be exceeded. WTLS (Federal Contract #523.9) September 1, 1994 n 4 VII. APPLICABLE AND GOVERNING LAW: Page 6 of 6 A. This Contract 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 of this 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 Contract is subject to availability of funds. The undersigned Receiving Agency does hereby certify that (1) the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the arrangements and payments contracted for are in compliance with the provisions for Programs of the Department of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act, P.L. 101-254 and the State Library Plan for operation under the Library Services and Construction Act. RECEIVING AGENCY Texas State Library William D. Gooch Typewritten Name Above Director and Librarian Title j2 ��- 't. / 9 f Date 47 Type or print name of local fiscal officer responsible for account into which these funds are to be paid. Jeff Rippel Name of Fiscal Officer Library Director Title (Must be an official of the Performing Agency) 1306 9th Street, ADDRESS (806) 767-2822 TELEPHONE NUMBER Lu . 5Vature (Must Ke an official to enter into contracts) David R. Langston Typewritten or Printed Name Above -Mayor Title August 25, 1994 Date Type or print name of individual designated as the person entrusted with the safekeeping of the property acquired with grant funds. Jeff Rippel Name of Property Manager Library Director Position of Property Manager Lubbock, TX 79401 1306.9th Street, Lubbock, TX 79401 ADDRESS (806) 767n2822 TELEPHONE NUMBER Resolution No. 4588 Item #17 August 25, 1994 Contract #525.7 CONTRACT FOR INTERLIBRARY LOAN SERVICES This Contract and Agreement is entered into by and between the State agencies shown below as Contracting Parties, pursuant to the authority granted and in compliance with the provisions of the Libraries and Archives, V.T.C.A., Government Code § 441.006, The Interagency Cooperation Act, V.T.C.A. Government Code § 771.001, and the Library Services and Construction Act, Public Law 101-254. I. CONTRACTING PARTIES: The Receiving Agency: Texas State Library and Archives Commission The Performing Agency: City of Lubbock, Lubbock City -County Library II. STATEMENT OF SERVICES TO BE PERFORMED: A. The Receiving Agency will reimburse the Performing Agency for expenses incurred in processing and filling interlibrary loan requests for library materials and information from public, academic, and special libraries and for processing interlibrary loan requests originating with the Performing Agency. The Receiving Agency will also reimburse the Performing Agency for providing OCLC system use support to Texas Group selective user libraries in the Performing Agency's service area. B. The Performing Agency will provide free interlibrary loan service according to the operating procedures set by the Receiving Agency. C. The Performing Agency will add the following staff whose work assignments are exclusively to provide interlibrary loan services: .25 Librarian II (Group 307) 1 Senior Clerk Typist (Group 404) .75 Clerk Typist (Group 402) D. The Performing Agency will provide office equipment, OCLC terminal(s), printer(s), and telephone line(s) directly into the interlibrary loan office, telephone extension to local library telephones, and permit the terminal(s) to be connected without charge to an OCLC modem with line extenders or extended distance cables. E. The Performing Agency agrees to provide rapid and convenient access to its catalog of holdings and its circulation system for use without charge by the project staff. Page 2 of 7 F. The Performing Agency's budget allocations under this contract are predicated upon the following performance objectives: Fill 4,200 interlibrary loan requests from the Performing Agency's resources. 2. Process 17,700 interlibrary loan transactions. Maintain an average response time of 24 hours for interlibrary loan requests. 4. Maintain an average turnaround time of 10.0 days for requests from the region filled by the Performing Agency. Maintain an average turnaround time of 20.0 days for requests referred to and filled by other libraries. G. The Performing Agency may charge expenditures against this grant only if they conform to the approved budget categories specified in Paragraph V. of this agreement and are for reimbursement of expenses incurred or obligated during the grant period. Grant funds may not be encumbered after August 31, 1995. By October 31, 1995 a final Financial Status Report will be submitted to the Receiving Agency and all unexpended funds will be returned or a final request for any funds due will be submitted. H. The Performing Agency agrees to audit all funds received under this contract. Such audit shall be conducted in accordance with Office of Management and Budget Circular A-128, Audits of State and Local Governments. The audit will be provided to the Receiving Agency no later than 360 days following the close of the city fiscal year. An audit report must be provided for each fiscal year in which funds from this grant are expended. For purposes of identification this grant must be designated in the audit report as Contract #525.7. I. Program income, including any credits or rebates which are awarded as a result of the activity of this contract, must be added to grant funds received under this contract and reported in the quarterly Financial Status Report. I The Performing Agency may not use monies received under this grant to replace local funds during the period of the grant. Page 3 of 7 K. Any publication or presentation resulting from or primarily related to the work conducted under this contract shall contain the following disclaimer: The activity which is the subject of this report was supported in whole or in part by the U.S. Department of Education. However, the opinions expressed herein do not necessarily reflect the position or policy of the U.S. Department of Education and no official endorsement by the U.S. Department of Education should be inferred. Promotional materials, bibliographies, and other such short pieces should give the following acknowledgment: Published with funds granted by the Texas State Library under the Library Services and Construction Act, Public Law 101-254. L. The Performing Agency is free to copyright any books, publications or other materials developed as a result of this grant; however, the Receiving Agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use and to authorize others to use, the work for government purposes. M. The Performing Agency certifies by this contract that it is in full compliance with the assurances set forth in the Interlibrary Loan grant application submitted to the Receiving Agency which requested federaUstate assistance. N. The Performing Agency agrees to retain all financial and programmatic records, supporting documents, statistical records, and any other records pertinent to this grant for a period of seven (7) years. Such records shall be made accessible to the Secretary of Education, the Comptroller General of the United States, the State of Texas, or any of their duly authorized representatives, for the purpose of audits or examinations and to make excerpts or transcripts of any books, documents, papers, and other records of the Performing Agency. O. The Performing Agency agrees to maintain inventory records of nonexpendable personal property purchased with grant funds having a unit acquisition cost of $300 or more. The Performing Agency will submit a listing of all property purchased with grant funds which cost $300 or more to the Receiving Agency on the Form TSL 51-12, "Property Inventory Record," by October 31, 1995. The Performing Agency agrees to conduct inventories of such property every two years as set forth in the Common Rule for Uniform Adminis- trative Requirements for Grants and Cooperative Agreements to State and Local Governments. The Performing Agency further agrees that the Receiving Agency has the right to transfer all nonexpendable personal property, which includes equipment and library materials, acquired with funds from this grant and having a unit acquisition cost of $1,000 or more. Page 4 of 7 P. The Performing Agency agrees to secure the specific written approval of the Receiving Agency before obligating or expending grant funds for costs requiring grantor agency approval. The Receiving Agency authorizes the Performing Agency to expend grant funds for the following prior approval costs. Automatic Data Processing Costs OCLC/AMIGOS Network Service Fees $ 2,280 OCLC/AMIGOS Interlibrary Loan Subsystem - Use Charges 5,000 Building and Related Costs None Equipment None Insurance and Indemnification None Professional Services None Q. The Performing Agency agrees to provide the Receiving Agency with two sets of all promotional materials produced under this contract. R. The Performing Agency agrees to participate fully in any special study, survey, or other research and testing, which is designed to evaluate or improve interlibrary loan policies, procedures or management, when requested by the Receiving Agency. S. The Performing Agency will create a record of each interlibrary loan request (transaction sheet) and make this record available to the Receiving Agency upon demand. The Performing Agency will also submit Monthly Activity Reports and will submit turnaround time data records at least once a month. T. The Performing Agency agrees to submit five (5) Financial Status Reports to the Receiving Agency. Page 5 of 7 U. The Performing Agency will submit the reports required in Section T according to the following schedule: ReportingPeriod eriod Due Date September 1, 1994 - November 30, 1994 December 30, 1994 December 1, 1994 - February 28, 1995 March 24, 1995 March 1, 1995 - May 31, 1995 June 23, 1995 June 1, 1995 - August 31, 1995 September 25, 1995 A final Financial Status Report will be submitted by October 31, 1995. V. The Performing Agency agrees to comply with the terms and conditions of this contract and acknowledges that failure to comply can result in grant suspension. Failure to submit required reports for a prior year grant can result in suspension of this grant. Suspension shall be effective fifteen (15) days after receiving written notification from the Receiving Agency. During the suspension, the Performing Agency shall be reimbursed for those costs which cannot be reasonably avoided provided they are allowable under the grant agreement. W. The contracting parties may terminate this contract by giving written notice at least thirty (30) days prior to the effective dates of such termination. Termination procedures shall adhere to the provisions of the Common Rule for Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. X. The Performing Agency 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 Performing Agency further 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. Y. The Performing Agency shall administer this grant in accordance with the Common Rule for Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments which shall be considered a part of this contract. III. PAYMENT FOR SERVICES: The Receiving Agency shall pay for services received from federal appropriation items or accounts of the Receiving Agency from which like expenditures would normally be paid, based upon a "Request for Advance or Reimbursement" submitted by the Performing Agency on Form SF 270. The request will be only for the amount of funds required to meet disbursement needs for a one -month period, but should not be less than $250 per request. IV. TERM OF CONTRACT: This contract is to begin September 1, 1994 and shall terminate August 31, 1995. Page 6 of 7 V. APPLICABLE AND GOVERNING LAW: A. This Contract 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 of this 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 Contract is subject to availability of funds. VI. BASES FOR CALCULATING REIMBURSABLE COSTS: Cate,goU Amount Personnel $ 30,477 Fringe Benefits 7,803 Travel 400 Supplies 700 Contractual 7,494 Other 8,500 Total Direct Charges $ 55,374 Indirect Charges 5,000 (9.03% of direct costs) TOTAL CONTRACT AMOUNT $ 60,374 Funds may be transferred among the above cost categories without amending this contract as long as the cumulative transfers do not exceed ten (10) percent of the total budget. This provision only applies to the above cost categories where there are dollars budgeted and does not allow the total amount of the contract to be exceeded. VII. CONTRACT AMOUNT: Page 7 of 7 The total amount of this contract shall not exceed: $60,374 Sixty Thousand Three Hundred Seventy -Four Dollars Source of Funds in this Contract: Title III, LSCA FY 1994 Carryover. CFDA # 84.035 The undersigned Receiving Agency does hereby certify that (1) the services specified above are necessary and essential for activities that are properly within the statutory functions and programs of the affected agencies of state and local governments; (2) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the Constitution of Texas to be supplied under contract given to the lowest bidder; and (3) the arrangements and payments contracted for are in compliance with the provisions for Programs of the Department of Education, the Rules and Regulations and the General Provisions of the Library Services and Construction Act, P.L. 101-254 and the State Library Plan for operation under the Library Services and Construction Act. RECEIVING AGENCY Texas State Library, By: -5:;— William D. Gooch Typewritten Name Above Director and Librarian Title Date Type or print name of local fiscal officer responsible for account into which these funds are to be paid. Jeff Rippel Name of Fiscal Officer Library Director Title (Must be an official of the Performing Agency) 1306 9th Street, Lubbock, TX 79401 • owL_ W k806) 767-2822 TELEPHONE NUMBER David R. Langston Typewritten or Printed Name Above Mayor Title August 25, 1994 Date Type or print name of individual designated as the person entrusted with the safekeeping of the property acquired with grant funds. (If applicable) Jeff Rippel Name of Property Manager Library Director Position of Property Manager 1306 9th Street, Lubbock, TX 79401 ADDRESS (806) 767-2822 TELEPHONE NUMBER BUDGET FOR ILL CENTER SERVICES LUBBOCK CITY -COUNTY LIBRARY ' Staff:2.0 FTE Transactions: 17,700 Category Amount SALARIES 30,477 FRINGES 7,803 OCLC FEES 2,280 OCLC USE 5,000 TELEPHONE RENTAL 0 TELEPHONE USE 4,000 POSTAGE 4,500 PHOTOCOPYING 0 PRINTING 0 SUPPLIES 700 TRAVEL 400 EQUIPMENT 0 EQUIP SERVICE 214 COURIER 0 OTHER 0 DIRECT COSTS $55,374 INDIRECT COSTS $5,000 (9.03% of direct costs) TOTAL CONTRACT $60,374 FY 1995 Fills/Collection: 4,200 INTERLIBRARY LOAN CONTRACT PROGRAM GUIDELINES SFY 1996 Library Development Division Texas State Library Texas State Library Lorenzo de Zavala State Arcbives and Libra►y Building 1201 Brazos William D. Gooch Director and Librarian MEMORANDUM TO: Interlibrary Loan Center Directors System Coordinators Interlibrary Loan Librarians FROM: Rebecca Linton Resource Sharing Network Consultant Library Development Division DATE: November 23, 1994 SUBJECT: Guidelines for FY 1996 Interlibrary Loan Contracts As required by state grant management regulations, public libraries must submit a grant application in order to receive an interlibrary loan contract. Because of changes in federal procedures, we are required to submit the FY 1996 LSCA Annual Program to Washington next June, instead of September. Therefore, your completed application should be received by JanuarX 31, 1995. This will allow time to review and process the applications. Other than the earlier application deadline, there are no significant changes in these guidelines from last year. If you need any assistance in completing the application, please call me at 512-463-5406. Thank you for your continued participation in this valuable program. 1'.O 13n,.r 12927 :tuslint. li�xuc 78711-392 (512),+6.3-5460 I•AX(iI114(i_i-54.i6 GUIDELINES FOR SFY 1996 INTERLIBRARY LOAN CONTRACTS The following standard forms must be submitted as parts of your interlibrary loan grant: Application for State/Federal Assistance, (Appendix A) In effect, this is the authorization for application from the city administration. Instructions for completing this form are on the back of the form. 2. Assurances, (Appendix B) Each city must certify compliance in its application with the Assurances - - Non -Construction and State Supplemental Assurances. These assurances are mandated by both state and federal governments. The certification is accomplished when the Application for Assistance form is signed. Debarment Certification, (Appendix C) This certification is required by the federal government. The back of the form provides direc- tions for completion. 4. Personnel Cost Estimates, (Appendix D) Provide complete details for each interlibrary loan employee. Show their current job title, their pay group and step in the city classification system, and whether they are a full-time or part-time employee. Salary and fringe benefit information should include the best known estimate of anticipated salary, merit or longevity increases. Please check with the appropriate city office to obtain their best estimate of the cost of living pay increase which is anticipated for local fiscal year 1996. Use this percentage in computing the expected salary. Please submit written documentation from the city office generating the estimate if the cost of living increase exceeds 3 percent. If you are requesting any job reclassifications, you should show the current and requested job titles. In a separate narrative, you should fully explain the reclassification request, showing how it will improve the project objectives. Personnel (1) For each position funded by the grant, include a current job description which includes job duties and educational requirements or experience equivalents. (2) Please include your city's official pay schedule showing the steps and amount of salary for library positions. (3) Please include a written statement that describes your library's policies regarding both "step" increases and merit raises. 7. Program Narrative. This application requires a narrative description of the program of service. In your narrative you should discuss and possibly revise your service goals. Describe any problems you are encountering and how you plan to solve them. If you propose new services or different approaches, explain and justify them fully. If you plan to perform specific activities, such as conducting consultation visits or workshops, you should identify them. If you wish to propose a reduction and reorganization of your staffing levels, include it in this section. The scope of the interlibrary loan program is limited to taking and filling requests, in accordance with the TexNet Center Policy Manual, and performing necessary administrative tasks. Your program narrative should indicate that ELL contract staff are not performing any activities that are part of the program of service of the system grant or the local library (e.g., the MRC). Such activities, will be considered outside of the scope of this interlibrary loan contract, and include those paid for by the system grant or your local library to which ILL staff regularly devotes time during their normal working hours. Examples of such prohibited activities are: choosing and ordering materials for a system's "fast -fill" project; serving on system or local library committees not related to ILL; working at a public service desk; packaging and mailing system materials; answering system telephone calls; preparing detailed acquisition recommendation lists; working on library association functions; planning social activities; providing instruction in the use of the library; conducting library tours; compiling bibliographies of holdings; and training non -ELL staff on OCLC. Activities such as writing a short newsletter column or attending some system meetings are considered as interlibrary loan activities since their purpose is to communicate with the client group. Those activities which are administrative in nature (e.g., attending staff orientation meetings, preparing statistical reports, taking vacation or personal leave, and filling out personnel forms) are considered within the scope of the contract since they are the general activities which must be undertaken by employees in most cities. In addition, activities which are designed to communicate problems, trends and issues to system or local library staff (e.g., passing along topics or titles to collection development staff for purchase; notifying technical services of problems encountered with OCLC records; briefing system consultants on your impressions of a particular library) are considered within the scope of the contract as long as the ELL staff are not expected to provide detailed or complex assistance. In summary, it is important to recognize that your narrative description will be used as your statement of the "scope" of this grant. Only if the State Library approves your scope, will you be authorized to perform the specified activities. Any other activities will be outside the scope of the project and must receive our official approval before they are undertaken. You may wish to review the section of the grant procedures manual dealing with scope changes (page 31). CHECKLIST FOR INTERLIBRARY LOAN APPLICATION The following items must be included in your Interlibrary Loan Application packet: ❑ Application for State/Federal Assistance (Appendix A) ❑ Assurances - Non -construction Programs (Appendix B) ❑ Debarment Certification (Appendix C) ❑ Personnel Cost Estimates (Appendix D) ❑ Job Descriptions ❑ Salary Schedule ❑ Salary Increase Policy ❑ Expenditures During First Four Months (Appendix E) ❑ Estimates of Funds Needed for Fixed Expenses (Appendix F) ❑ Program Narrative Due Date: January 31, 1995 TEXAS STATE LIBRARY Appendix A Library Development Division APPLICATION FOR STATEMEDERAL ASSISTANCE State Fiscal Year 1996 September 1, 1995 through August 31, 1996 1 Type of Project: (check one) 4 Applicant Name City Of Lubbock Organizational Unit Lubbock City -County Library — System _XXInterlibrary Loan Street/P.O. Box 1306 9th Street Disadvantaged Services Establishment City Lubbock State TX MURLS Project Partners County Lubbock Zip Code 79401 Interlibrary Cooperation (Title III) Contact Person Jeffrey"A. Ri ppel Description of Project: 5 Address 1306 9th Street To provide Interlibrary Loan and refferral services to public, academic, and special libraries in the region assigned. Lubbock, TX 79401 Phone Number (806) 767-2822 State Vendor Identification Number L2 Proposed Funding: LL 17560005906000 a. Federal S b. Applicant S Congressional District Number 19 L3 Name of Congressman c. State S Larry Combest d. Local $ Name(s) of State Representative(s) Delwin Jones RnhPrt Duncan e. Other $ f. Program Income S g. TOTAL S Names(s) of State Senator(s) John Montford 7 State Library Action Date Received Is the applicant presently debarred, suspended, proposed for debarment, or otherwise ineligible Complete to receive federal funds? Incomplete Yes No X X Contacted Is the applicant delinquent on any federal debt? Response: Yes No X X T the best of in owledgc be ata in this application are true and correct, the document has been duly authorized by th governing body the a plican nd the applica!n mply with the attached assurances if the assistance is awarded. Typed Nai an I . d R . L Mayor Signature Dale Signed Appendix B OMB Approval No. 0348-0040 ASSURANCES -- NON -CONSTRUCTION PROGRAMS Note: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified. As the duly authorized representative of the applicant I certify that the applicant: 1. Has the legal authority to apply for Federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non -Federal share of project costs) to ensure proper planning, management and completion of the project described in this application. Will give the awarding agency. the Comptroller General of the United States, and if appropriate. the State, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§ 47284763) relating to prescribed standards for merit systems for programs funded under one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F). 6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin, (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681- 1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to non-discrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and 0) the requirements of any other nondiscrimination statute(s) which may apply to the application. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of Federal or federally assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of Federal participation in purchases. 8. Will comply with the provisions of the Hatch Act (5 U.S.C. §§ 1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. §§ 276a to 276a-7), the Copeland Act (40 U.S.C. § 276c and 18 U.S.C. S§ 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333). regarding labor standards for federally assisted construction subagreements. { Standard Form 424B (4-88) Presaibed by OMB Circular AA02 Authorized for Local Reproduction Appendix C Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This Certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, Section 85.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Re ig ster (pages 19160-19211). Copies of the regulations may be obtained by contacting the person to which this proposal is submitted. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded from participant in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Jeffrey A. Rippel Name and Title of Authorized Representative Signature Date Appendix D GRANT APPLICATION To Texas State Library For Interlibrary Loan STATE FISCAL YEAR 1996 PERSONNEL COST ESTIMATE Percent of JOB TITLE I i brari an TT Full Time: ?5 % Pay Group and Step (as of 1/1/95) 307-1st niiart i 1 e Pay Group and Step (as of 9/l/95) 307-1st quartile Amount Per No. of Pay Period Periods Total Base Salary (9/l/94) $ 2_97.6X _ 6 _ $ ti fi 7.60 Increases: Step $ X = $ Merit $ 15.20 X = $ 60.80 Longevity $ X = $ Cost of Living ( %) $ X = $ Other (Specify) $ X = $ TOTALS %,Z58-40 Percent of JOB TITLE Senior C1 Prk TVp�ull Time: 1 a[ Pay Group and Step (as of I/1/95) 4t14-1 ct quartile Pay Group and Step (as of 9/I/95) 404-1st quartile Amount Per No. of Pay Period Periods Total Base Salary (9/1/94) $ 50_ _ 6Q X 26 _ Sla 145.60 Increases: Step $ X = $ Merit $ 29,0 X 11 = $ 22n.00 Longevity $ X = $ Cost of Living ( %) $ X = $ Other (Specify) $ X = $ TOTALS $13,365. LIBRARY NAME:Lubbotk City -County Librar Fringe Benefits Social Security OASDHI (7.65%) Insurance: Life Health Workers Comp. Unemployment ( %) Retirement ( %) 11.48 TOTAL " $ 517 01 $ 5.00 $ 641.00 $ 0.00 $ 0.00 - 77F or, Fringe Benefits Social Security OASDHI (7.65%) Insurance: Life Health Workers Comp. Unemployment ( ) %) Retirement 11 .48 TOTAL $ 1,022.46 $ 17.00 $ 2,565.00 $ 0.00 $ 0.00 91 1.534.17 $ 5,138.83 INSTRUCTIONS: Complete a separate section for each interlibrary loan position. When requesting job reclassifications, calculate the costs for both the current and the requested job titles; show these on the same page. Round figures to the nearest wholc dollar. Appendix D GRANT APPLICATION To Texas State Library For Interlibrary Loan STATE FISCAL YEAR 1996 PERSONNEL COST ESTIMATE LIBRARY NAME: Lubbock City -County Library Percent of JOB TITLE Clerk Typist Full Time: 75 % Fringe Benefits Pay Group and Step (as of I/l/95) 402-Part-time Pay Group and Step (as of 9/1/95) 402-Part-time Social Security OASDHI (7.65%) $ 705.29 Amount Per No. of Pay Period Periods Total Base Salary (9/1/94) $ 354.60}C 26 = $ 9, 219.60 Insurance: $ Increases: Life $ 0.00 Step $ X = $ Merit $ X = $ Health $ 0.00 Longevity $ X = $ Workers Comp. $ 0.00 Cost of Living ( %) $ X = $ Unemployment ( %) $ 0.00 Other (Specify) $ X = $ Retirement ( %) $ n no TOTALS $9-219.60 TOTAL $ 705.29 Percent of JOB TITLE Full Time: % Fringe Benefits Pay Group and Step (as of 1/1/95) Social Security Pay Group and Step (as of 9/1/95) OASDHI (7.65%) $ Amount Per No. of Pay Period Periods Total Base Salary (9/l/94) $ X = $ Insurance: $ Increases: Life $ Step $ X = $ Merit $ X = $ Health $ Longevity $ X = $ Workers Comp. $ Cost of Living ( %) $ X = $ Unemployment ( %) $ Other (Specify) $ X = $ Retirement ( %) $ TOTALS $ TOTAL $ INSTRUCTIONS: Complete a separate section for each interlibran' loan position. When requesting job reclassifications, calculate the costs for both the current and the requested job titles; show these on the same page. Round figures to the nearest whole dollar. Appendix E GRANT APPLICATION To Texas State Library For Interlibrary Loan STATE FISCAL YEAR 1996 LIBRARY NAME: L ubhock City -County Library EXPENDITURES DURING THE FIRST FOUR MONTHS OF SFY 1995 (September 1, 1994 to December 31, 1994 ) ACTUAL ESTIMATE EXPENSE CATEGORY EXPENDITURES PERIOD COVERED (check one) PHOTOCOPYING $ 0.00 09/94 - 19/94 ❑ POSTAGE 1,772.60 09/94 - 1?/9 ❑ PRINTING 0.00 09/94 - 1?/9n ❑ SUPPLIES 254;94 09/94 - 12/94 ❑ ❑ TRAVEL 84.15 09/94 - 12/91 ❑ ❑ LOST BOOKS 0.00 09/94 - 12/94 ❑ ❑ COURIER SERVICES 0.00 09/94 - 12 / 9 n ® ❑ TELEPHONE (show actual expenses as reflected in monthly bills) 1994 INSTRUMENT USE CHARGES RENTAL January $ $ 308.25 February 385.25 March 2 3 c; . 9 7 April 178.73 May 362.78 June 488.13 July 361.61 August 523.91 September 32 2.3 8 October 302.39 November 160.34 December 339.15 TOTAL $ $ 4064 9n Additional Information: Use this space to explain any of the above expenditures, if necessary. PROJECTED TOTAL EXPENDITURES n_nn rn%rl_n0 0.00 700.00 400.00 50.00 0.00 INSTRUCTIONS: Indicate the period that expenditures cover and whether the figures represent actual expenditures or estimated expenditures for that period. For example, you may show an actual photocopying expenditure of $120 for the period September 1 to December 31 and an estimated printing expenditure of $300 for the period September I to August 31. Appendix F GRANT APPLICATION To Texas State Library For Interlibrary Loan LIBRARY Lubbock City -County Library STATE FISCAL YEAR 1996 NAME: ESTIMATES OF FUNDS NEEDED FOR FIXED EXPENSES EXPENSE CATEGORY ESTIMATE Equipment Service Contracts (Specify Equipment to be serviced) $ 214.00 Membership Fees (Specify) $ 0.00 Travel $ 0.00 ILL Meeting (Austin) I and 1/2 days $ 300.00 $ 0.00 Consulting trips (No. of visits 20 ) $ 100.00 Other (please specify) $ 0.00 Capital Purchases $ 0.00 a. $ 0.00 b. $ 0.00 C. $ 0.00 Other Expenses $ 0.00 a. $ 0.00 b. $ 0.00 C. $ 0.00 Indirect Charges: Please complete either A or B: ❑ A. This city does have an indirect cost allocation plan on file with our cognizant federal agency. The most recent indirect cost rate is: 9.03% Of Direct Cost (show percent and basis) ❑ B. This city \\ill use the indirect Cost Computation Table as developed by the Governor's Office. iI 1 PROGRAM NARRATIVE LUBBOCK AREA REFERRAL CENTER TEXAS STATE LIBRARY COMMUNICATIONS NETWORK The City of Lubbock proposes to continue to administer a branch of the Texas State Library Communications Network at the Lubbock City -County Library, 1306 9th Street, Lubbock, Texas, for a period coinciding with State Fiscal Year 1996 (September 1, 1995 - August 31, 1996). The Texas State Library will enter into a contract with the City of Lubbock, whereby the City of Lubbock will be reimbursed for all direct and indirect costs incurred in the project. In return the City of Lubbock, through the agency of the Lubbock City -County Library, will provide interlibrary loan service for public, academic and special libraries in a 29- county area of West Texas. The Texas State Library will determine appropriate policies, procedures, and protocols necessary for efficient administration of a statewide interlibrary loan network, and these will be adhered to by the Lubbock Referral Center. The Texas State Library will determine reasonable performance goals for the Lubbock Referral Center to be included in its contract with the City of Lubbock. The job descriptions for ILL personnel shall correspond to those procedures as described in the TSLCN Operations Manual, under the section titled "work -flow." The scope of ELL staff is limited to taking and filling requests. The ILL contract staff does not perform duties outside the scope of the ILL contract, and works within the limits as defined in TSL Guidelines for FY 1996 Interlibrary Loan Contracts, p. 3. Examples of duties they do perform are: A. Librarian II 1. Perform administrative duties, such as preparing written correspondence with area libraries. 2. Research and fill subject and periodical requests. 3. Consult with area libraries concerning ILL matters. 4. Prepare articles for the WTLS newsletter, "In the Wind." 5. Perform other duties designed to improve ILL performance. 6. Train clerical staff. 7. Train area library personnel in use of service. B. Senior Clerk Typist 1. Verify and refer requests on the OCLC workstation. 2. Prepares statistical reports for the State Library and in-house. 3. Coordinate notification of shipment with original request and update. 4. Confer with ILL Librarian on problem requests. 5. Assist in maintaining ILL circulation records. 6. Search catalog and shelves for requested materials when work load dictates. C. Clerk Typist 1. Search catalogs and shelves for requested materials. 2. Reserve materials. 3. Prepare all ELL materials for mailing. 4. Maintain ILL request files. 5. Monitor status of requests and prepare overdue notices and correspondence concerning lost materials. The ILL Librarian will make approximately four consulting trips to visit with 20 area libraries on ILL matters. Attention will be paid not only to those public libraries which are not members of the West Texas Library System, but also to the academic and special libraries within the service area. The ILL Librarian will provide telephone support as needed to all libraries served by the ELL Center. Geographic Location: Area served by Member libraries within the 29 counties of the West Texas Library System. ANNUAL REPORT FOR LOCAL FISCAL YEAR 1994 This form is due at the Texas State Library three months after your 1994 fiscal year ends. All data applies to your library's 1994 fiscal year. The local fiscal year covered by this report began 09-01-93 and ended 08-31-94 Library Name West Texas I ibrary Sjtctam County _Lubbock (As you wish it to appear in the directory) Mailing Address 1306 9th Street Lubbock 79401 _ street or p.o. box city zip code +4 Street Address ( SAME) _ (if different) street or p.o. box city zip code +4 Phone (806) 767-2858 area code number extension Telefax (806) 767-2856 area code number Head Librarian Nancy Hill first name last name Person completing form (SAMF) Coordinator (if different) first name last name position Board Chair Mi 1 dred Deo first name last name Mailing Address 1711 E. 29th Street Lubbock 79404 _ street city zip code +4 Friends President N/A first name last name Mailing street city zip code +4 Outlets and Users Number of branch libraries N/A Number of bookmobiles in u Number of other public service outlets (collections in nursing homes and jails, stations, etc.) Has the main library building(s) or any branch library been renovated, expanded, or new construction completed within the period covered by this report? Yes No Page 1 Categories of Expenditures Salaries and Wages Library Staff Plant Operation, Security and Maintenance Staff Employee Benefits Library Staff Plant Operation, Security and Maintenance Staff Subtotal Wages and Benefits (Add 1 a thr( Collection Print Materials (exclude serial subscriptions and microfotms) Serial Subscriptions (include all physical formats) Mlcroforms (except serial subscriptions) Audiovisual Materials Other Materials Subtotal Collection (Add 4 through 8) Miscellaneous Furniture and Equipment Other Operating Expenses Subtotal Miscellaneous (Add 10 + 1 Total Direct Operating Expenditures (Add 3 + 9 + Indirect Costs (Optional - attach documentation if Total Operating Expenditures (Add 13 +14) Capital Outlay (Do not include expenditures repor Page 2 Local Financial Effort N/A Of the amount shown in Library Collection Expenditures (Item 9), how much was expended from local funds only? Of the amount shown in Total Operating Expenditures (Item 15), how much was expended from • Local funds only (include government sources)? • Local government sources off? 17 18 19 Note: See Instructions (page 6) for deflititions of 'local funds" and 'local government sources " Library Income By Source "Operating Income" is money received by the library for the current and recurrent costs of operation, including grants for special projects. "Capital Income" is money intended for major capital expenditures, construction, renovation, endowment fund deposits, or other extraordinary items. (Exclude interlibrary loan and system operation grants from both of these categories). City or Cities County or Counties School Districts Foundation & Corporate Grants Federal Library Services & Construction Act Funds Other Federal Funds State Funds (do not include system grants) Other Local Sources (interest, fines, donations from individuals) TOTAL INCOME OPERATING INCOME CAPITAL INCOME 20a 20b 21a 21b 22a 22b 23a 23b 24a 115,467 24b 25a 25b 26a 319,209 26b 27a 27b 28a 434,676 28b If the library received funds from a city or county other than the one in which the library is located, list the appropriate cities or counties separately and indicate the total of the funds received from each city or county. Cities or Counties Funding the Library Amount Received MIA $ Page 3 LIBRARY COLLECTION Books and Serials (exclude microforms) Uncataloged Paperbacks Government Documents (if in separate collection and exclude microforms) Microforms (include government documents) Audio Materials Films Video Materials Machine -Readable Materials Other Library Materials TOTALS Number of subscriptions currently received (periodicals and newspapers in any format) LOCAL LIBRARY SERVICES Titles 29 82 30 31 32 33 34 1,246 35 2,223 36 37 38 3,551 Number of library circulation transactions Number of reference transactions received by your library Number of persons attending programs/presentations provided by the library Number of materials used in the library Number of library visits How long is your standard check-out period for books? Does the library have a long range plan? Yes ADULT EDUCATION N/A 39 Volumes, Items or Physical Units 193 1,321 2,323 3,837 40 12,509 41 42 43 44 45 days No Did your library offer any of the following adult education services? (Check all that apply.) ABE - Adult Basic Education classes GED - General Education Development classes ESL - English as a Second Language classes Literacy tutoring or small groups ESL - English as a Second Language tutoring or small groups Family Literacy Workplace Literacy Page 4 Does your library charge a non-resident fee or deposit to persons living outside the library's service area? Yes If yes, Outside what areas (city, county, school district, etc.) does the fee apply? No How many fee -paying non-resident borrowers are registered? What is the annual cost of a non-resident card? $ (If there is other than a flat annual charge, please attach a fee schedule.) What was the total revenue from non-resident fees last year? $ Does this revenue go to the library the city, county, or school district other (Where? 1 Does your library circulate materials to persons living outside the library's tax -supporting service area without a fee or deposit? Yes No If yes, To what areas or groups do you provide free service? How many non-resident borrowers are registered without charge? How many materials were circulated to non-resident borrowers without charge? LIBRARY HOURS Total number of hours during the year that the library was open. 59 2,080 per year The purpose of this question is to find out how many overlapping hours of library service were available to your patrons last year. This total should be reduced for any hours that any of the facilities were closed to the public (e.g., holidays, weather emergencies, staff development days, construction, repairs, etc.). Report every hour that any facility is open to the public during all of last year. Count main library, branches, and bookmobiles in the following way. If, for all 52 weeks, the main library was open 50 hours a week and the two branches were open 42 hours a week (regardless of whether or not all are open at the same or different times), the total should be reported as 6,968 hours (50 + 42 + 42 =134 X 52 weeks = 6,968. Page 6 CHILDREN'S SERVICES N/A Number of circulations of juvenile materials (children's materials in all formats, excluding young adult materials) 46 Number of persons (juvenile and adult) attending children's programs provided by the library 47 LIBRARY STAFFING AND SALARIES Number of Full -Time Equivalents* Persons Holding Title of Librarian • with master's degree from program accredited by ALA 48 1.75 • other persons holding title of librarian 49 All other paid staff 50 3 Total library paid staff 51 4.75 • Divide hours scheduled per week by 40 hours. How many hours last year did volunteers (including community service, Green Thumb, etc.) work in your library? 52 What was the Head Librarian's annual rate of salary? 53 $ 35,006 How may hours per week is the Head Librarian currently employed in library duties? 54 4n hours per week RESOURCE SHARING N/A Number of Requests Interlibrary loan requests (exclude informational requests) filled by other libraries for your library users Through a State sponsored Interlibrary Loan Office 55 Requests filled by any other method 56 Interlibrary loan requests provided to other libraries 57 Does your library participate in any reciprocal borrowing agreement? (Reciprocal borrowing is an agreement between libraries that allows patrons from each library to borrow materials from the other without payment of a nonresident use fee.) Yes No If your library participates in a reciprocal borrowing arrangement, please list the libraries with which you have an agreement. Number of reciprocal loans provided to patrons of other libraries 58 Page 5 SCHEDULE OF HOURS OF THE MAIN LIBRARY OR LIBRARY SYSTEM HEADQUARTERS (If the library closes for the lunch hour, be sure to reflect this in the schedule.) REGULAR SCHEDULE Sunday CLOSED Monday _ 8:00 - 5:00 Tuesday 8:00 - 5:00 Wednesday _ 8:o0 - soon Thursday S:nn - 5:00 Friday 8: nn - Sion Saturday ri nSED WEEKLY TOTAL ADMINISTRATIVE USE ONLY DO NOT WRITE HERE SUMMER SCHEDULE Sunday Monday Tuesday Wednesday Thursday Friday Saturday WEEKLY TOTAL ADMINISTRATIVE USE ONLY DO NOT WRITE HERE LIBRARY USE CHARGES AND FEES N/A Rule 1.72 of the Rules for Administering the Library Systems Act requires a public library to "provide library services without charge or deposit to all persons residing in the library's tax supporting political subdivision." § 1.72 Public Library Service (b) The following charges are permitted at the discretion of the library's governing authority: reserving library materials; use of meeting rooms; replacement of lost borrower cards; fines for overdue, lost, or damaged materials in accordance with local library policies; postage; in-depth reference services on a contractual basis; photocopying; telefacsimile services; library parking; service to non-residents; sale of publications; rental and deposits on equipment; and charges for the use of materials and machine-readable databases not owned by the library, major resource center, or regional library system for which the vendor or supplier has charged a borrowing fee. Please describe charges assessed to residents for any library services NOT listed in Rule 1.72 above. Also, please identify the fee structure. Use an additional page if necessary. Does your library charge deposits or use fees to any of the groups below that reside within the library's service area? (Check any applicable groups): New Residents Temporary Residents College Students Military If the answer is yes to any of the four choices, please submit a copy of the policy authorizing this charge if the policy is not already on file with the State Library. Page 7 BRANCH AND/OR BOOKMOBILE INFORMATION N/A (Attach a separate sheet if more space is necessary. A library may submit its own published listing of branch hours and locations, if such a list is available. Population estimates listed below should be provided on published list.) Branch Bookmobile Library Name Mailing Address - street or p.o. box city zip code +4 Street Address (if different) street or p-o. box city zip code +4 number extension Telefax area code number Name of Librarian first name last name As part of a national program to collect data about public libraries, the U.S. Department of Education would like your best estimate of the size of the population served by each branch library and bookmobile. This is an estimate of the service population of this branch or bookmobile. (Check one) a. Less than 1,000 f. 25,000 - 49,000 b. 1,000 - 2,499 9. 50,000 - 99,999 C. 2,500 - 4,999 h. 100,000 - 249,000 d. 5,000 - 9,999 i. 250,000 - 499,999 e. 10,000 - 24,999 j- 500,000 or more REGULAR SCHEDULE SUMMER SCHEDULE Sunday Monday Tuesday Wednesday Thursday Friday Saturday WEEKLY TOTAL ADMINISTRATIVE USE ONLY DO NOT WRITE HERE Sunday — Monday — Tuesday — Wednesday — Thursday — Friday — Saturday _ WEEKLY TOT. ADMINISTRATIVE USE ONLY DO NOT WRITE HERE Page 8 SYSTEM MEMBERSHIP APPLICATION FORM Authorization to Apply for New or Continuing System Membership LIBRARY NAME: West Texas Library System CITY Lubbock This Authorization for application should be completed only for the following reasons: • Your library is applying for new membership in the Texas Library System • Your library wishes to continue its membership in the Texas Library System for the upcoming state fiscal year (SFY1996). All signatures are necessary. Current members of the Texas Library System MUST obtain all necessary signatures if they wish to continue their System membership during SFY1996. Signatures of city secretaries, county clerks, and so forth are not valid substitutions for the signatures of mayors, city managers, or county judges. IF you are unable to obtain all necessary signatures before this form is due at the State Library, THEN send the State Library all other pages except this Authorization and indicate approximately when the Authorization for Application will be forthcoming. After obtaining the required signatures, mail this page to the Texas State Library at your earliest convenience. By signing this form, the applying library is certifying that the information presented in its Annual Report for Local Fiscal Year 1994 is complete and accurate. FIGNATURE of Mayor, CitANqnager, or County Judge, or School Supe ' tendent (Circle applicable one) SIGNATURE of Hod Librarian R -4�a SIGNATURE of Library Board Chair THORIZATION David R. LanQston Typewritten or printed name Nanry Hill Typewritten or printed name Mildred Deo Typewritten or printed name Page 9 DEADLINE FOR SUBMISSION OF THIS REPORT This report is due ninety (90) days following the close of your local fiscal year. One completed form should be returned to the Library Development Division, Texas State Library, Box 12927, Austin, Texas 78711. Second completed form should be sent to the System Coordinator in your area. • Third completed form is for your library's files. QUESTIONS If you have any questions about this survey, please write or call your System Coordinator or contact Bell Clarke at the following address: Ms. Bell Clarke Library Development Division Texas State Library Box 12927 Austin, Texas 78711 (512) 463-5466 Page 10 SYSTEM PLAN OF SERVICE GUIDELINES SFY 1996 Library Development Division Texas State Library October 1994 TABLE OF CONTENTS Page Application for State/Federal Assistance.....................................................................1 Budget Information Form...........................................................................................2 System Personnel Form..............................................................................................3 OrganizationalChart...................................................................................................4 JobDescriptions.........................................................................................................5 SupplyItems.............................................................................................................10 Contractual Services.................................................................................................11 Collection Development Allocation Formula.............................................................12 Collection Development Allocations.........................................................................13 Program Narratives Administration..............................................................................................14 Audiovisual..................................................................................................15 Automation..................................................................................................16 Collection Development...............................................................................17 Consulting....................................................................................................18 Continuing Education...................................................................................19 Limited English Speaking Services................................................................20 Literacy........................................................................................................21 Publicity.......................................................................................................22 Uniform Statistical Report for Regional Systems - 1995...........................................23 Local System Objectives Report ...............................................................................26 Documentation of Participation by System Advisory Council,...................................28 Member Librarieans, and Lay Representatives TEXAS STATE LIBRARY Library Development Division APPLICATION FOR STATE/FEDERAL ASSISTANCE State Fiscal Year 1996 September 1, 1995 through August 31, 1996 Applicant Name City Of Lubbock Organizational Unit Lubbock City -County Library Street/P.O. Box 1306 9th Street City Lubbock State TX County Lubbock Zip Code 79401 Contact Person Jeffrey A. Rippel Address 1306 9th Street Lubbock, TX 79401 Phone Number (806) 767-2822 State Vendor Identification Number 1750005906000 Congressional District Number Name of Congressman Larry Combest Name(s) of State Representative(s) Delwin Jones / Robert Duncan Names(s) of State Senator(s) John Montford Type of Project: (check one) Appendix H XX System Interlibrary Loan Disadvantaged Services Establishment iVfURLS Project Partners Interlibrary Cooperation (Title III) Description of Project: L To develop, improve, and promote library services in 29 counties in West Texas through cooperative activities such as collection development, consulting, continuing education, and audiovisual services. Proposed Funding: a. Federal b. Applicant c. State d. Local e. Other f. Program Income g. TOTAL S C S 428,525 S S S 5 428-525 _ Is the applicant presently debarred, suspended, proposed for debarment, or otherwise ineligible to receive federal funds? Yes No X X Is the applicant delinquent on any federal debt? Yes No X X T the best of knowle f, data in this application are true and correct, the document has been duly authorized by t e governing of t e appli t and t pp t twill comply with the attached assurances if the assistance is awarded. Typed e ndT le D vid R. angston, Mayor Signatu Date Signed - 1 - BUDGET PROJECTIONS -1996 March 21, 1995 FILE NAME: BUDPRJ96 AD AV CD CE CS LE LI PB AT TS TOTAL NOTES: PERSONNEL 57072 21527 4753 6613 17395 285 773 836 6929 0 116183 FRINGES 17743 7373 1655 1868 5056 106 210 298 1918 0 36227 TRAVEL 3500 0 0 400 2000 0 0 0 0 0 5900 EQUIPMENT 0 0 0 0 0 0 0 0 0 0 0 UB.MAT. 0 11000 110049 0 1000 1000 4400 0 0 0 127449 Books 0 1000 110049 0 1000 1000 4400 0 0 0 117449 Films 0 0 0 0 0 0 0 0 0 0 0 Videocass. 0 10000 0 0 0 0 0 0 0 0 10000 SUPPLIES 4500 6750 0 175 700 2100 5100 2100 1500 0 22925 Off. Sup. 3000 1500 0 100 500 2000 5000 2000 1500 0 15600 Postage 1500 5250 0 75 200 100 100 100 0 0 7325 CTRACTUAL 10100 0 41500 1750 0 200 200 0 25000 0 78750 Rent Equip 3600 0 0 0 0 0 0 0 0 0 3600 Maint. 0 0 0 0 0 0 0 0 0 0 0 Prof. Serv. 2000 0 0 1750 0 200 200 0 25000 0 29150 Lease Books 0 0 41500 0 0 0 0 0 0 0 41500 Books 0 0 0 0 0 0 0 0 0 0 0 Catalogs 0 0 0 0 0 0 0 0 0 0 0 Data Processing 4500 0 0 0 0 0 0 0 0 0 4500 Amigos 0 0 0 0 0 0 0 0 0 0 0 OTHER 5400 200 0 0 0 0 0 0 0 0 5600 Phone 5000 0 0 0 0 0 0 0 0 0 5000 Oth. Maint. 400 200 0 0 0 0 0 0 0 0 600 Budget Difference TOTALS 98315 46850 157957 10806 26151 3691 10683 3234 35347 0 393034 393034 0 INDIRECT 8878 4231 14264 976 2361 333 965 292 3191 0 35491 35491 0 CONTRACT 107193 51081 172221 11782 28512 4024 11648 3526 38538 0 428525 428525 0 % CONTRACT 25.01% 11.92% 40.19% 2.75% 6.65% 0.94% 2.72% 0.82% 8.99% 0.00% % CD BOOKS 35.37% v Appendix G SYSTEM PERSONNEL FORM Please identify on this form all current and anticipated staff positions for the system in FY 1996 (September 1, 1995 to August 31, 1996). Together with this form, please submit (1) a current job description for each person (including the educational requirements or experience equivalents) and (2) an organization chart showing the relationship of all system personnel to the Major Resource Center and to other system staff. System personnel include those individuals whose salaries are paid in whole or part from the system grant. A staff person who is assigned part-time to the system would be included in this definition. Include in "Annual Base Salary" any estimated cost of living and or merit pay increases for each position. For each employee whose salary is paid in whole or part from system funds, please report the annual base salary and the "fringe benefits" for a full year beginning September 1, 1995 through August 31, 1996. Include any known cost of living or merit increases when computing the annual base salary and fringe benefits. If your library provides a fringe benefit which is not listed below, please identify the benefit on the line below and include the annual amount of the benefit in the "Other" column. In column 10, total all the fringe benefits paid to each employee. In column 11, identify the percentage of fringe benefits paid to the employee from the system grant. Once you have listed all personnel, please total columns 3-10. Identify "Other" fringe benefits Stabilty Pay Librarian III Nancy W. Hill 38,646 4,437 17 2,564 2,918 0 550 10,486 100% Coordinator Librarian H Ruth Kinnersley 28,630 2,465 10 1,926 1,642 0 150 6,193 75% Assistant Coordinator Bookkeeper Arlene Johnson 25,093 2,880 17 2,564 1,920 0 900 8,282 100% Bookkeeper Sr. Clerk Typist Elizabeth Oropeza 16,723 1,920 17 2,564 1,256 0 200 5,958 100% Secretary Int. Clerk Typist I Dora Flores ( 14,248 1 1,636 1 17 12,564 1 1,090 10 10 15,307 1 100% Film Clerk (Director of Public Services I `(Librarian 111) 40h Services Librarian 40h Services Librarian 40h Services Librarian 40h Services Librarian 40h Services Librarian 24h ran's Services Librarian 40h Clerk Typist 40h ss Secretary 40h of Extension Branch Manager Librarian II 40h Librarian 140h Library Asst. 40h Clerk Typist 40h Inter. Clerk 40h Library Aide III 20h Library Aide 120h Library Aide 120h LibraryAide 120h LUBBOCK CITY -COUNTY LIBRARY Organizational Chart March, 1995 Projected Branch of Technical 140h r Clerk Typist 40h Typist 40h Typist 40h Clerk 40h Typist 40h h Manager Library Aide III 20h ian II 40h Library Aide 120h Library Aide 120h y Asst 40h Library Aide 120h y Asst. 40h Library Aide 120h Asst. 40h Library Aide 120h Library Aide 120h Typist 40h Library Aide 120h Twist 40h Library Aide 120h y Aide 120h System Clark Typist 40h Clark Typist 40h LIBRARIAN III GENERAL RESPONSIBILITIES Under direction, administers a major division of library operation including all aspects of program management, such as planning, supervising, evaluating, reporting, fiscal control, and public relations associated with the specific area of responsibility. EXAMPLES OF WORK 1. Trains and supervises subordinate personnel in the West Texas Library System and Interlibrary Loan Services. 2. Plans, organizes, prepares budget, monitors and evaluates annual programs of services and long- range plans. 3. Conducts and analyzes studies to assess area library needs in order to prioritize services and to make decisions on policies. 4. Collects, prepares and submits statistical and narrative evaluative reports of system effectiveness. 5. Consults with area librarians, library boards and governmental officials on all aspects of library service and management. MINIMUM QUALIFICATIONS Master of Library Science degree from ALA accredited institution and three to six years of responsible professional librarianship experience. Considerable knowledge of the requisite aspect of librarianship. Knowledge of basic management and personnel administration principles and practices; knowledge of basic research and statistical analysis methods; ability to write and speak clearly and concisely; ability to develop and maintain effective relationships with the public and organization. DESIRED QUALIFICATIONS One or more years of supervisory experience in a library setting; knowledge of public relations principles and methods; experience in public speaking/program presentation; active involvement in professional organizations. - 5 - LIBRARIAN If GENERAL RESPONSIBILITIES Under direction, performs professional library work, involving the supervisory and administrative duties required for the efficient operation of System programs; performs related work as required. EXAMPLES OF WORK 1. Supervises the work of subordinate personnel. 2. Interviews and recommends prospective employees; takes disciplinary actions when necessary. 3. Prepares Library collection budget. 4. Responsible for the selection and purchase of materials for the library collection. 5. Works in the various departments as needed to insure effective library operation. 6. Prepares reports and maintains records. 7. Consults with area public libraries in administrative and library services matters. 8. Plans and conducts workshops for area librarians. MINIMUM QUALIFICATIONS Any combination of education and experience equivalent to graduation from college with a Master's Degree in Library Science and one to two years of professional library experience. Ability to supervise others; knowledge of library organization, procedures, and policies; knowledge of the various technical aspects of library work; ability to establish and maintain effective public relations. DESIRED QUALIFICATIONS Three to four years of professional library experience; one to two years related experience involving responsible supervisory experience. Completion of college workshops on Librarianship. - 6 - BOOKKEEPER GENERAL RESPONSIBILITIES Under immediate supervision, performs routine bookkeeping tasks; performs related duties as directed. EXAMPLES OF WORK 1. Keeps records of receipts and expenses involving different funds. 2. Balances books and prepares preliminary reports of findings. 3. Reconciles bank statements for various funds. 4. Maintains records of all City owned equipment and buildings. 5. Prepares amortization schedules of equipment and buildings. 6. Prepares the payroll distribution on all City departments to be posted to the budget each pay period. MINIMUM QUALIFICATIONS Completion of high school with coursework in accounting and bookkeeping; two to three years of experience as a bookkeeper; ability to make arithmetical calculations with speed and accuracy. DESIRED QUALIFICATIONS One to two years of college coursework in accounting and bookkeeping; two to three years of experience as a bookkeeper; working knowledge of fund accounting including appropriation and budget procedures. - 7 - SENIOR CLERK TYPIST GENERAL RESPONSIBILITIES Under general supervision, performs a wide variety of more difficult clerical tasks; performs related duties as directed. EXAMPLES OF WORK 1. Composes and types routine letters. 2. Arranges and types statistical tables, memos, and reports. 3. Acts as a receptionist for major departments and divisions. 4. Answers phone, makes appointments, responds to routine inquiries; explains policies and procedures. 5. Sets up and maintains difficult filing systems. 6. Maintains records and office inventories. 7. Operates a variety of office machines. MINIMUM REQUIREMENTS Knowledge of office methods; familiarity with clerical and financial recordkeeping procedures; knowledge of standard office machines. Ability to establish and maintain effective public relations; ability to type at a rate of fifty words per minute; ability to transcribe material from dictaphone system. DESIRED QUALIFICATIONS Any combination of education and experience equivalent to graduation from high school; one to three years of progressively responsible clerical experience; understanding charts, tables and other basic statistical information. INTERMEDIATE CLERK TYPIST GENERAL RESPONSIBILITIES Under immediate supervision, performs numerous clerical duties of average difficulty, from a variety of sources; performs related duties as required. EXAMPLES OF WORK 1. Types letters and other related material from rough drafts, marginal notes, and verbal instructions. 2. Checks applications, forms, records, reports, and other job related material for completeness, accuracy, and conformity with established policies and procedures. 3. Posts information from standardized media to various types of control records and makes routine follow-up to secure additional information. 4. Maintains files where discretion is involved, assembles information from various sources for records and reports. 5. Interviews applicants to determine need and eligibility for service and to establish charges where standards are clear and precise, notifies employees and public of routine actions and answers inquiries about routine policies and procedures. 6. Orders supplies and maintains inventories and mailing lists. MINIMUM QUALIFICATIONS Knowledge of office practices and procedures; ability to operate standard office equipment and to perform clerical work requiring speed and accuracy; ability to type forty-five words per minute from clear copy. Ability to effectively meet the public. DESIRED QUALIFICATIONS Graduation from high school and experience ranging from six to eighteen months in a clerical and typing capacity. - 9 - Supply Items to be Purchased with Grant Funds in SFY 1996 TOTAL BY PROGRAM ITEMS AMOUNT PROGRAM Administration Office Supplies 3,000 Postage 1,500 4,500 Audiovisual Services Office Supplies 1,500 Postage 5,250 Library Materials 11,000 17,750 Automation Office Supplies 1,500 1,500 Collection Development Library materials 110,049 110,049 Continuing Education Office Supplies 100 Postage 75 175 Consulting Office Supplies 500 Postage 200 Library materials 1,000 1,700 Limited English Office Supplies 2,000 Speaking Services Postage 100 Library Materials 1,000 3,100 Literacy Library materials 4,400 Disposable workbooks 5,000 Postage 100 9,500 Publicity Printed materials 2,000 Postage 100 2,100 TOTAL 150,374 FILE NAME: SUPPLY96 Contractual Services to be Purchased with Grant Funds in SFY 1996 TOTAL BY PROGRAM ITEMS AMOUNT PROGRAM Administration Photocopy machine lease 3,600 Data Processing Fees 4,500 Audit 2,000 10,100 Automation CD-ROM Union Database 25,000 25,000 Collection Development Lease Books 41,500 41,500 Continuing Education Workshop presenters 1,750 1,750 Limited English Tutor trainers 200 Speaking 200 Literacy Tutor trainers 200 200 TOTALS 78,750 FILE NAME: CONT96 COLLECTION DEVELOPMENT ALLOCATION FORMULA Funds will be allocated according to a formula in which 30% of available funds is divided equally among Member Libraries and the remaining 70% is divided according to the percentage of population served by each individual Member Library. - 12 - FY 1996 COLLECTION DEVELOPMENT ALLOCATIONS LOCATION LIBRARY NAME AMOUNT' ABN - Abernathy Abernathy Public 1,846 AND - Andrews Andrews County 3,533 BGS - Big Spring Howard County 6,281 BRW - Brownfield Kendrick Memorial 3,353 CRN - Crane Crane County 2,048 CRS - Crosbyton Crosby County 2,451 DNV - Denver City Yoakum County 2,037 FLD - Floydada Floyd County 2,631 GTH - Guthrie King County Public 1,390 HLC - Hale Center Hale Center Public 1,730 IDL - Idalou Idalou City 1,751 KRM - Kermit Winkler County 2,653 LBB - Lubbock Lubbock City -County 33,513 LMS - Lamesa Dawson County 3,533 LTT - Littlefield Lamb County 3,310 LVL - Levelland Hockley County Memorial 5,040 MCC - McCamey Upton County 1,592 MDL - Midland Midland County Public 17,621 MLS - Muleshoe Muleshoe Area Public 2,037 MNH - Monahans Ward County 3,342 MRT - Morton Cochran County 2,006 MTD - Matador Motley County 1,571 ODS - Odessa Ector County 19,509 PLS - Plains Yoakum County 1,984 PLV - Plainview Unger Memorial 5,496 PST - Post Post Public 2,122 RNK - Rankin Rankin Public 1,762 SLT - Slaton Slaton City 2,387 SMN - Seminole Gaines County 3,491 SPE - Springlake-Earth Springlake-Earth Community 1,666 SPR - Spur Dickens County/Spur 1,730 STN - Stanton Martin County/Stanton 2,090 THK - Tahoka City -County 2,366 WLF - Wolfforth Woifforth City Library 1,677 151,549 Summary By Library Size MRC 33,513 Area Libraries 48,907 Community Libraries 69,129 TOTALS 151,549 - 13 - PROGRAM NARRATIVE: ADMINISTRATION 1. Objectives and Need for This Assistance: The objective of the Administration Program is to perform those operations of the West Texas Library System which fulfill the administrative responsibilities outlined in the "Rules and Regulations for Administering the Library Systems Act." In order to fulfill those responsibilities, WTLS staff will be responsible for all aspects of program management and other administrative duties such as budget preparation, fiscal management, personnel management, purchase management, and contract management. 2. Results or Benefits Expected: In fulfilling the above objectives, WTLS will be in compliance with the "Rules and Regulations for Administering the Library Systems Act." In addition, adequate administration of WTLS resources will be assured. 3. Ar)Droach: System staff will administer the System program and funds. The specific personnel resource distribution will be as follows: PERSONNEL System Coordinator Assistant Coordinator Senior Clerk Typist Bookkeeper PERSONSIYEAR .50 p/y .15 ply .50 ply 1.00 D/y 2.15 p/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. All responsibility involved with WTLS program management, including planning, budgeting, bookkeeping, personnel management, evaluation, and reporting will be undertaken by the System staff in consultation with the Major Resource Center Director. Three geographic meetings will be conducted to gather input from the Advisory Council, Member librarians, and lay representatives. In addition, various program committees will provide specific assistance with individual programs. System staff will attend business and professional meetings, and travel for the Advisory Council will include council meetings and a West Texas Advisory Council Conference to be held in Amarillo. General office supplies and other charges which cannot be separated by programs, such as telephone and photocopy costs are budgeted in this program. WTLS personnel will be entering requisitions on the City of Lubbock's central data processing system, enabling personnel to monitor the status of accounts in all phases of the transactions. WTLS will be charged a fee of $4,500 for service on equipment, software upgrades for System - owned microcomputers, and assistance with operating problems. See "Local/Systems Objectives Report-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geographic Location: Areas served by System libraries within the 29 counties of the West Texas Library System. - 14 - PROGRAM NARRATIVE: AUDIOVISUAL SERVICES 1. Objectives and Need for This Assistance: Objective of the Audiovisual Services Program is to supply, on a shared basis, video and audiocassettes to meet the audiovisual programming and circulation needs of Member libraries. The need for such a program is created by the limited resources of WTLS libraries and the inability of many WTLS libraries to provide such service with local funds. 2. Results or Benefits Expected: The quality and range of library services to citizens residing in the WTLS area will be enhanced through the provision of audiovisual services to WTLS Member libraries. 3. Approach: System staff will be assigned to provide audiovisual services to WTLS Member libraries. The specific personnel resource distribution will be as follows: PERSONNEL System Coordinator Assistant Coordinator Senior Clerk Typist Intermediate Clerk Typist PERSONS/YEAR .10 p/y .10 p/y .05 p/y .98 D/v 1.2 3 ply Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. Specific approaches to fulfilling the objective listed will be as follows: Packets of videocassettes will rotate among Member libraries and their branches on a monthly and/or bimonthly basis. In addition, a spot booking collection of both films and videocassettes will be available through the System office. No 16mm films will be purchased and replacements will be severely monitored. A video budget of $10,000 will purchase a collection of approximately 372 videocassette tapes. The scope of the videocassette collection will be educational and instructional in nature and will primarily include those which are available for public showing. A new edition of the videocassette catalog will be published. Audiocassettes packets will rotate among Member Libraries only on a bimonthly basis. Due to a scope change in the Audiovisual program in FY 1995, audiocassettes were purchased earlier than expected and performance targets will be exceeded. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geographic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. - 15 - PROGRAM NARRATIVE: AUTOMATION 1. Objectives and Need for This Assistance: The objective of the Automation Program is to provide a union catalog of the holdings of member libraries. The need for such a program is created by the inability of individual libraries to develop, administrate, or fund such a program. Access to the information of the holdings of other libraries in the system expands the individual library's ability to meet their patrons' information needs. 2. Results or Benefits Expected: The program will increase public access to materials and information and assure more effective utilization of library services and materials. Approach: System staff will be assigned to the Automation program. The specific personnel resource distribution will be as follows: PERSONNEL System Coordinator Assistant Coordinator PERSONS/YEAR .12 p/y .08 Ply .20 P/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. Specific approaches to fulfilling the objective listed will be as follows: Vendor responses to an RFP for the Union Database will be studied by System staff and the Planning Committee. All bibliographic records converted by the Fall of FY 1996 will be gathered and sent to the vendor for merging. A Union Database should be available by the Spring of FY 1996 for use be area libraries. Staff will study the results of the first production to see how successfully the records are merged and will note what changes might need to occur. The System will also investigate options for access to a periodical and/or newspaper abstracting service and document delivery to determine if there is an option that would be appropriate for System use. The approach to this program is different from that presented in the FY 1996-97 Biennial Budget because staff and area librarians had unrealistically high expectations of the amount of time it would take them to complete their retrospective conversion. Because of the delay in the project, performance targets will fall short of projections. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geographic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. - 16 - PROGRAM NARRATIVE: COLLECTION DEVELOPMENT 1. Objectives and Need for This Assistance: The objective of the Collection Development Program is to supplement the book budgets of WTLS Member libraries. The need for this program is created for WTLS libraries by limited resources which prevent the purchase of adequate amounts of materials to meet the requirements of library users. 2. Results or Benefits Expected: In fulfilling the above objective, WTLS will be increasing the ability of Member libraries to meet user needs. 3. roach: System staff will be assigned to provide support for the Collection Development program. The specific personnel resource distribution will be as follows: PERSONNEL Assistant Coordinator Senior Clerk Typist PERSONS/YEAR .02 p/y .25 o/y .27 p/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. In order to fulfill the objective listed above, System Member librarians will be provided with a fund against which books and periodicals can be charged. Funds will be allocated according to a formula which divides 30% of the available funds equally among Member libraries and the remaining 70% on a per capita basis. The purchase of adult nonfiction books, current and popular titles, paperback books, juvenile materials, videos, books -on -tape, reference sets, large -print materials, professional library periodicals, the leasing of popular titles, CD-ROM products, and the purchase or production of promotional materials will be available as options for expenditure of collection development funds. Only 10% of a library's Collection Development allotment can be used for promotional materials. Book and periodical orders and lease plans totaling $151,549 will be purchased with System funds. System Member librarians will be responsible for selecting library materials in accordance with the WTLS Collection Development Policy. All invoices will be forwarded to the System office for payment. See the WTLS Collection Development Formula on page 12 and individual library allocations on page . See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geocraohic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. - 17 - PROGRAM NARRATIVE: CONSULTING 1. Objectives and Need for This Assistance: The objective of the Consulting Program is to provide on -site, mail, and telephone technical assistance and information to all public libraries, staff, branches, lay boards, and governing bodies in every area of library administration and service. Consulting assistance will also be provided to citizens and/or governing officials in counties without public library service who might wish to initiate those services. 2. Results or Benefits Expected: In fulfilling the above objective, the quality of library services to persons served by WTLS-area libraries will be enhanced through the increased competence of library staffs, lay boards and governing bodies. 3. Approach: System staff will be assigned to provide consulting services. The specific personnel resource distribution will be as follows: PERSONNEL System Coordinator Assistant Coordinator Senior Clerk Typist PERSONS/YEAR .20 p/y .25 p/Y .15 p/y .60 p/y Additional support will be provided by Lubbock City County Library administrative staff and by support services staff in the City of Lubbock. Regular planned visits will be made to Member libraries to facilitate communication and to build cooperation, as well as to undertake specific consulting tasks. In addition, the professional staff will be available, on request, to provide on -site consulting services and information by mail or by phone to all area libraries. Consulting services will also be available to counties without library service. A bimonthly newsletter will be published to keep area librarians informed of System activities and to provide them with current professional news. See "Uniform Statistical Report Form for Regional Systems-1996 and "LocaU Systems Objectives Report" (pages 23-27 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geosaraphic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. - 18 - PROGRAM NARRATIVE: CONTINUING EDUCATION 1. Obiectives and Need for This Assistance: The objective of the Continuing Education Program is to provide opportunities for continuing education to the staffs of 34 System area libraries by planning and conducting workshops on all aspects of library administration. 2. Results or Benefits Expected: In fulfilling the above objective, the quality of library services to persons served by WTLS area libraries will be enhanced through the certified competence of library staff. 3. Approach: System staff will be assigned to provide continuing education services. The specific personnel resource distribution will be as follows: PERSONNEL System Coordinator Assistant Coordinator PERSONSNEAR .06 p/y .15 p/v .21 p/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. The System staff will plan, promote and conduct twelve (12) workshops for librarians, staff, and lay persons. The topics will be chosen from the following as recommended by the CE Committee: 1. Cataloging 2. Weeding 3. Serving Special Populations 4. Management/Supervision 5. Automation Training 6. Friend's Organizations 7. Children's Services 8. Lay Representative Orientation 9. Communication In addition, an orientation for Lay Representatives will be held at the Fall System meeting and a work session on one of the above appropriate topics will be conducted for librarians at each System meeting. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geooranhic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. PROGRAM NARRATIVE: LIMITED ENGLISH-SPEAKING SERVICES 1. Obiectives and Need for This Assistance: The objective of the Limited English Speaking Services Program is to allow WTLS participating libraries the opportunity to offer Spanish language and bilingual paperback books to library users and to provide materials and tutor training for English as a Second Language. The need for this program is created by the fact that while persons of Hispanic origin constitute approximately 25% of the population of WTLS, many of the libraries have lacked the means to serve that population on any proportionate basis. In addition, there has been increased demand for English literacy. 2. Results or Benefits Expected: By providing bilingual and ESL training materials, the librarians will increase the ability of the library to reach the limited English speaking population in their communities and will assist these persons in becoming more aware of how the library can benefit them. ESL students will feel more comfortable using the library's resources and the literacy training will improve their reading abilities. 3. Approach: System staff will be assigned to this project. The specific personnel resource distribution will be as follows: PERSONNEL Intermediate Cleric Typist PERSONSIYEAR .02 p/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. Specific approaches to fulfilling the objective listed above will be as follows: Spanish language and bilingual books will continue to be purchased for libraries participating in the rotating circuit to increase the number of materials available for loan and to replace those which have been lost or damaged. Each packet will rotate among the circuit participants every two months. Approximately 60 books will be purchased with $1,000 budgeted in FY 1996 for this purpose. English as a Second Language tutor training sessions will be provided upon request, as well as the necessary support leaming materials. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geo4rwhic Location: Specific library locations are: Andrews County Library, Crosby County Library, Crosbyton, Crane County Library, Ector County Library/Odessa, Lorenzo Branch/Crosby County, Gaines County Library/ Seagraves Branch, Hockley County Library, Howard County Library, Kendrick Memorial Library, King County Library/Guthrie, Muleshoe Area Public Library, Slaton City Library, Unger Memorial Library, Midkiff Branch/Upton County, Ward County Library/Monahans, Wolfforth Public Library/Wolfforth, Yoakum County Library/Denver City and Yoakum County Library/Plains. (Estimate of population served - 280,272) See Literacy narrative for additional specific geographic locations. - 20 - PROGRAM NARRATIVE: LITERACY 1. Objectives and Need for This Assistance: The objective of the Literacy Program is to cooperate with agencies which are working to combat illiteracy in the WTLS area, by offering library space and support materials for training and publicity to advertise this instruction. The need for this program is created by the fad that one out of every five Texans is functionally illiterate; that is, cannot read, comprehend, write, and compute at a level which enables an individual to meet the requirements of adult living. 2. Results or Benefits Expected: Literacy agencies and other support groups will be able to help non-readers by utilizing library locations for training, by distributing disposable workbooks, and by supplying library collections designed specifically to meet the needs of new readers. Librarians in participating libraries will be able to serve the needs of this special group without draining limited local budgets. 3. Approach: System staff will be assigned to this project. The specific personnel resource distribution will be as follows: PERSONNEL Assistant Coordinator PERSONS/YEAR .02 p/y Additional support will be provided by Lubbock City -County Library administrative staff, by support services staff in the City of Lubbock, and by volunteer services from related and accredited agencies. In those WTLS Member libraries which offer literacy services, the most widely -used method in teaching the functionally illiterate is still one-on-one tutoring; however, many library literacy programs are beginning to offer other types of training. Libraries participating in the program continue to have a need for all kinds of trained tutors and a need for persons able to conduct training sessions for tutors. The demand for tutor - trainer workshops has decreased because most of the area libraries have local trainers in their communities, but WTLS will continue to offer tutor -trainer workshops as needed and one training -the -tutor - trainer workshop will be conducted if needed. WTLS will provide consulting services to both new and existing programs either with WTLS staff or with literacy coordinators from other Member Libraries. WTLS will reimburse the literacy coordinators for their expenses. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geoaraphic Location: Specific locations of library literacy programs are: Andrews County,Library, Crane County Library, Dawson County Library, Ector County Library, Floyd County Library, Gaines County Library, Hockley County Library, Howard County Library, Kendrick Memorial Library, Lamb County Library, Lubbock City -County Library, Midland County Library, Motley County Library, Unger Memorial Library, Upton County Library/McCamey, Upton County Library/Rankin, Ward County Library, Winkler County Library/Kermit, Yoakum County Library/Denver City, and Yoakum County Library/Plains. - 21 - PROGRAM NARRATIVE: PUBLICITY 1. Obeectives and Need for This Assistance: The objective of the Publicity Program is to produce or purchase materials publicizing local library services and System services for distribution to the Member libraries of WTLS. The need for this program is created by the limited resources of WTLS libraries and the inability of many WTLS libraries to purchase or produce publicity materials with local funds. 2. Results or Benefits Expected: The level of public awareness of local library and System services will be increased as a result of this program. 3. Approach: System staff will be assigned to manage the Publicity program. The specific personnel resource distribution will be as follows: PERSONNEL Senior Clerk Typist PERSONS/YEAR .05 p/y Additional support will be provided by Lubbock City -County Library administrative staff and by support services staff in the City of Lubbock. In order to fulfill the objective listed above, promotional materials, such as bookmarks, posters, radio and television spot announcement, etc., will be produced or purchased and distributed to Member libraries for use in promoting library services to the public. To help obtain promotional materials for local publicity, a portion of the CD allocation (no more than 10%) may be used by Member libraries for this purpose. Additional materials describing and promoting System services will also be produced and distributed. See "Uniform Statistical Report Form for Regional Systems-1996" (pages 23-25 of this application) for specific performance measures used to ascertain the fulfillment of the objectives of this project. 4. Geoara0ic Location: Areas served by System Member libraries within the 29 counties of the West Texas Library System. - 22 - UNIFORM STATISTICAL REPORT FOR REGIONAL SYSTEMS -1996 Name of Reporting System: West Texas Library System Reporting Month: Yearly Target As of 8/31/96 Materials Acquisition Information 1. Number of Books Received 2. Number of 16mm Films Received 3. Number of Periodical Subscriptions Purchased 4. Number of Videocassettes Received 5. Number of 16mm Films Leased 6. Number of Books Leased 7. Number of Volumes of Microforms Received 8. Other Materials Received Total 1-8 Media Services 9. Number of Film Showings 10. Number of Persons Attending Film Showings 11. Number of Videocassette Showings 12. Number of Persons Attending Videocassette Showings 13. Number of Persons Attending System - Sponsored Programs 8,980 0 70 372 0 2,780 0 881 13,083 4,833 145,000 17,544 100,000 This Months Performance Cumulative Performance Year -to -Date -23- Circulation Services 14. Number of Books Circulated to the Public 15. Number of Other Materials Circulated to the Public (Audiocassette and video circuits) 16. Number of Materials Circulated Through Reciprocal Borrowing Programs Interlibrary Loan Services 17. Number of Reference Referrals Answered 18. Number of Lateral ILL Requests Filled Technical Assistance 19. Number of Workshops Held 20. Number of Persons Attending Workshops 21. Number of Student Hours at Workshop 22. Number of Consultant Hours 23. Number of Library Staff Assisted 24. Number of Pieces of Publicity Distributed Literacy or ESL Project 25. Number of Persons Attending Literacy or ESL Sessions 26. Number of Student Hours in Literacy or ESL Sessions Yearly Target As of 8/31/96 1,700 2,907 5,000 0 240 12 240 912 900 1,150 10,000 20,000 40,000 This Month's Cumulative Performance Performance Year -to -Date - 24 - Automation Project 27. Number of Bibliographic Records in the Database, 9/1/95 28. Number of Bibliographic Records Created 29. Number of Bibliographic Records Deleted 30. Number of Patron Records in the Database, 9/1/95 31. Number of Patron Records Created 32. Number of Patron Records Deleted 33. Number of Materials Circulated (Automated) 34. Number of Lateral Interlibrary Loans (Automated) 35. Number of Reciprocal Borrowing Transactions (Automated) Technological Support 36. Number of Pieces of Equipment Purchased 37. Number of Libraries or Branches Assisted Networked Resources Project 38. Number of Online Sessions Yearly Target This Month's Cumulative As of 8/31/96 Performance Performance Year -to -Date 545,701 93,255 932 0 0 0 0 0 0 0 0 PC Send completed form for each month to: Texas State Library Library Development Division Box 12927 Austin, TX 78711 - 25 - LOCAL/SYSTEMS OBJECTIVES REPORT System: West Texas Library System Month: Project Title: Administration State Fiscal Year: 1995 Please include your locally determined objectives on this form. There is no need to duplicate objectives which are included on the Uniform Statistical Report. The objectives listed on this form should be realistic, attainable, and quantified and should (1) clearly identify the proposed services; (2) state the number of service units to be provided; (3) state the time frame; (4) clearly define the target population; and (5) define the performance or workload measures for each stated objective. At the close of each month, you should report progress made that month toward meeting your quantitative objectives in the section entitled, "Performance Report - Month." Also enter the cumulative total for the year in the section entitled, "Performance Report - Year to the Date." Please note that there must be objectives for each project for which there are no measures on the Uniform Statistical Reports. Targets may not be revised during the fiscal year; variance above or below the target should be explained in the evaluation reports. PERFORMANCE REPORT Statement of Objectives Month Year to Date 1. Six WTLS standing committee meetings will be held in FY 1996. 2. Three geographic meetings will be held in FY 1996. 3. 4. 5. 6. 7. 8. 9. 10. - 26 - LOCAL/SYSTEMS OBJECTIVES REPORT System: West Texas Library System Month: Project Title: Consulting State Fiscal Year: 1995 Please include your locally determined objectives on this form. There is no need to duplicate objectives which are included on the Uniform Statistical Report. The objectives listed on this form should be realistic, attainable, and quantified and should (1) clearly identify the proposed services; (2) state the number of service units to be provided; (3) state the time frame; (4) clearly define the target population; and (5) define the performance or workload measures for each stated objective. At the close of each month, you should report progress made that month toward meeting your quantitative objectives in the section entitled, "Performance Report - Month." Also enter the cumulative total for the year in the section entitled, "Performance Report - Year to the Date." Please note that there must be objectives for each project for which there are no measures on the Uniform Statistical Reports. Targets may not be revised during the fiscal year; variance above or below the target should be explained in the evaluation reports. PERFORMANCE REPORT Statement of Objectives Month Year to Date 1. 30 requested on -site consulting visits will be made in FY 1996. 2. Six issues of the WTLS newsletter In the Wind will be pub- lished and distributed to 1,650 subscribers. 3. 4. 5. 6. 7. 8. 9. 10. - 27 -