HomeMy WebLinkAboutResolution - 2012-R0353 - Amendment To Agreement - Texas State Library And Archives Commission - 09_27_2012Resolution No. 2012—RO353
September 27, 2012
Item No. 5.1.2.
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, Amendment No. 2 to a Library System
Operation Grant Agreement by and between the City of Lubbock and Texas State Library
and Archives Commission, and all related documents. Said Amendment and related
documents are attached hereto and incorporated in this resolution as if fully set forth
herein and shall be included in the minutes of the City Council.
Passed by the City Council on September 27, 2012
ATTI'ST:
1{0 . k4�—
Rebec a Garza, City Secretak
APPROVED AS TO CONTENT:
J?ti /Clausen, Library Director
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
vw:ccdocs/RES.Amend 2-Library System Operation Grant Agrmt
August 22, 2012
Resolution No. 2012-RO353
August 15, 2012
Jane Clausen, Director
Texas Lubbock City -County Library
1306 Ninth Street
and Archives Lubbock, Texas 79401-2708
COmmission Dear Ms. Clausen:
Attached is a contract amendment for grant 470-12004 for the Library Systems Grant
Lorenzo de Zavala program. This amendment will provide you with extra time and funding needed to
State Archives and complete the paperwork and closing activities for your system grant.
Library Building Because the grant now crosses two federal fiscal years, your procedures for managing
the fiscal aspects of the grant have become a bit more complex. Here's a brief
P.O. Box 12927 explanation of how to manage fiscal interactions:
Austin, Texas 1 asked for you to provide a breakout of expenditures by fiscal year for planning
78711-2927 purposes. I realize this breakout was an estimate. While your new total grant
amount is firm, you are not bound to the fiscal year break out that you provided.
1201 Brazos Street We do, however, need to keep your expenditures from each of the two federal
Austin, Texas fiscal years separate. So, this amendment requires that you do separate RFFs
78701 for FFY11 (anything spent before Oct 1) and FFY12 (anything spent on or after
Oct 1) In practical terms, this means that you will probably do FFY11 RFFs in
August, September, and October (to cover your July, August, and September
expenditures); and that you will probably do FFY12 RFFs in November and
www.tsl.state.tx.us December (if necessary)
Please return three copies of the contract with original signatures, at your earliest
convenience to:
Grants Accountant
Commission Chairman Accounting and Grants Department
Michael C. Waters Texas State Library and Archives Commission
P.O. Box 12516
Austin, Texas 78711-2516
Members
Sharon T. Carr Sincerely,
Martha Dory Freeman
F. Lynwood Givens
Larry G. Holt �C J
Wm. Scott McAfee Beverley Shirley
Sandra J. Pickett Texas State Library and Archives Commission
bshirlev@tsl.state.tx.us (512) 463-4533
Director and Librarian
Peggy D. Rudd
Assistant State Librarian
Edward Seidenberg
Preserving yesterday,
informing today,
inspiring tomorrow.
Resolution No. 2012—RO353
Grant #470-12004
TSLAC's Coding: Index 24702
TEXAS STATE LIBRARY & ARCHIVES COMMISSION
LIBRARY SYSTEM OPERATION GRANT
Amendment Two
The grant contract entered into by and between the Texas State Library and Archives Commission (TSLAC) and the City of Lubbock on
September 1, 2011, and as amended July 26, 2012 (Amendment One), is hereby amended for the period ending December 31, 2012.
Except as set forth herein, all of the terms and conditions of the original Contract and Amendment One shall remain in full force and
effect. In the event of conflicting provisions or additive provisions causing conflict between the terms of the original Contract,
Amendment One, and this Amendment Two, the terms of Amendment Two shall control.
I. CONTRACTING PARTIES:
Grantor: Texas State Library and Archives Commission (Commission)
Grantee: City of Lubbock, West Texas Library System
II. TERM OF GRANT
The term of the grant is hereby extended and shall be effective from September 1, 2011 to December 31, 2012.
IV. GRANT AMOUNTS AND DISBURSEMENT REQUIREMENTS:
A. The original and amended grant amount is hereby increased by $15,238. The total amended grant amount shall not exceed
$167,829.
B. The Source of Funds is amended as follows:
Federal Funds, CFDA # 45.310
Institute of Museum and Library Services State Library Program (IMLS)
Federal Fiscal Year 2011 (FFY2011)
Federal Fiscal Year 2012 (FFY2012)
C. Request for Funds procedures are hereby amended as follows. After September 1, 2012, a Grantee must submit a Request for
Funds Form (RFF) exactly one time per month for each FFY until the final RFF form is submitted. Grantee must submit a
FFY2011 RFF that will only include expenditures made before October 1, 2012 (FFY 2011). Expenditures made on or after
October 1, 2012 (FFY2012) must be submitted on a separate FFY2012 RFF. In no case shall Grantor accept RFF forms that
include expenditures for FFY2011 and expenditures for FFY2012.
D. The dates for final request for advance and final request for reimbursement are hereby amended as follows. Final request for
advance for FFY2011 funds must be received by Grantor on or before August 14, 2012. Final request for advance for FFY2012
funds must be received by Grantor on or before November 14, 2012. Grantor must receive final request for reimbursement for
FFY2011 funds on or before October 31, 2012. Grantor must receive final request for reimbursement for FFY2012 funds on or
before February 14, 2013.
E. The dates for obligating or encumbering grant funds and for liquidating or paying grant funds are hereby amended as follows.
FFY2011 obligations and encumbrances must be liquidated or paid no later than November 14, 2012. The Grantee may not
obligate or encumber FFY2012grant funds after December 31, 2012. All FFY2012 obligations and encumbrances must be
liquidated or paid no later than February 15, 2013.
F. The procedures for returning unexpended grant funds are hereby amended as follows. All unexpended grant funds from
FFY2011 must be returned to the Grantor by November 30, 2012. All unexpended grant funds from FFY2012 must be returned
to Grantor with the Final Financial Status Report (FSR) per requirements in the Federal Grants Management Handbook.
G. The original and amended Budget is hereby amended as follows:
Budget Category Original, as Amended (1) Amendment 2
Personnel $93,952 $103,534
Fringe Benefits $27,580 $30,166
Travel
$7,393
$9,043
Equipment
$0
$0
Supplies
$319
$319
Contractual
$4,363
$4,363
Other
$6,346
$6,458
Total
$139,953
$153,883
Indirect Costs
$12,638
$13,946
Total
$152,591
$167,829
VII. REPORTING REQUIREMENTS
Part B of the Reporting Requirements is hereby amended as follows.
B. The Grantee agrees to submit electronically the TSLAC Financial Status Report Form, located on the TSLAC GMS, for the
grant funded under this Contract no later than the due dates listed in the following schedule. The last FSR submitted (Due Date
February 15, 2013) should be a Final FSR once all grant funds have been expended and all program requirements are
accomplished. Grantee should mark the last required FSR as "Final' and not submit any subsequent FSR forms.
Reporting Period
Due Date
September 1, 2011 - November 30, 2011
December 31, 2011
December 1, 2011 - February 29, 2012
March 31, 2012
March 1, 2012 - May 31, 2012
June 30, 2012
June 1, 2012 - August 31, 2012
September 30, 2012
September 1— December 31, 2012
February 15, 2013
Note: Grantee must contact the Grants Accountant listed in Section X of this contract to request approval to submit a
revised FSR.
In addition, the Grantee hereby agrees to submit the Closeout Checklist report form no later than December 31, 2012.
THE UNDERSIGNED CONTRACTING PARTIES do 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 Commission and (2) the proposed arrangements serve the
interest of efficient and economical administration of State Government. The Commission further certifies that it has the authority to
contract for the above services by authority granted in Texas Government Code, Chapter 441.
The undersigned parties bind themselves to the faithful performance of this Contract as amended. It is mutually understood that this
Contract Amendment Number Two shall not become effective until signed by both parties below.
Texas State Libraryhives o ssion
Edward Seidenberg, Assistant State Libr jDate.
Donna Osborne, Chief Fiscal Officer Date
8/ 14/2012
Deborah Littrell, Director Library Development Date
and Networking
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Beverley Shirley, Pro am Administratef Date
APPROVED AS TO CONTENT:
JaoClausen, Library Director
GRANTEE
City of Lubboc t Tex i System
01
Autho ' e jnatZe
len C. Robertson, Mayor
rtue
9-27-12
ATTEST:
Reb cca Garza, City Secr a
APP V AS O FORM:
Chad weaver, Assistant City Attorney
Date