HomeMy WebLinkAboutResolution - 2007-R0235 - Authorize TSLAC Grant Application - Technical Assistance Negotiated Grant - 06_14_2007Resolution No. 2007 RO235
June 14, 2007
Item No. 5.15
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the City Council of the City of Lubbock hereby authorizes and directs the
Mayor of the City of Lubbock to execute a grant application to the Texas State Library &
Archives Commission for a Technical Assistance Negotiated Grant providing technical
support programs for member libraries of the West Texas Library System and related
documents, which grant application is attached hereto and incorporated in this Resolution
as if fully set forth herein.
Passed by the City Council this 14th day of June , 2007.
DAVID A. MiLLER, MAYOR
ATTEST:
, ��Zc's C -c,_ t
Rebecca Garza, City Secretary
APPROVED AS TO CONTENT:
Jan Clausen, Library Director
APPROVED AS TO FORM_ „
,e
Don Vandiver, 'Attorney of ifitiunsel
DDres! LihraryTec K iran t07 Res
May 211, 2007
Resolution No, 2007—RO235
Attachment A — TANG - FY2008
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION (TSLAC)
APPLICATION FOR STATE/FEDERAL ASSISTANCE
APPLICANT INFORMATION:
Library Name: Lubbock Public Library/West Texas Library System
Applicant/Legal Entity: City of Lubbock
(Official name of city, county, nonprofit, or university)
Program Contact Person (Primary Contact)
Name: Jane Clausen
Title: Library Director
Street/PO Box: 1306 9a' Street
City: Lubbock
State: TX
Zip Code: TX
County: Lubbock
Phone: 806-775-2824
Fax: 806-775-2827
E-mail: jclausen@mail.ci.lubbock.tx.us
Additional Contact Person (if applicable)
Name: Nancy Hill
Title/Type of Contact (e.g. fiscal contact, accountant, grants manager): Coordinator, WTLS
Phone: 806-775-2854
Fax: 806-775-2856
E-mail: nhill@mail.ci.lubbocktx.us
U.S. Congr. Dist. No.: 19
State Senate Distr. No.: 28
State House Distr. No.:83
Employer/Federal Identification Number (9 digits):
TYPE OF PROJECT: (check one) ❑ Cooperation ❑ Establishment ❑ Special Projects
❑ TexTreasures ❑ Interlibrary Loans ❑ Systems XX❑ TANG
BEGINNING DATE OF PROJECT/GRANT: September 1, 2007
PROPOSED FUNDING SOURCES:
a. TSLAC grant $ 80,000
d. Local funds $
b. Other federal gov't funds $
e. Program income $
c. Other state gov't funds $
f. Miscellaneous $
TOTAL $
Is the applicant delinquent on any Federal debt? ❑ yes XXO no
To the best of my knowledge and belief, data in the entire application packet is true and correct, the governing
body of the applicant has duly authorized the application and the applicant will comply with the Uniform Grant
Management Standards (UGMS) if the assistance is awarded.
Printed Name: David A. Miller Title: Mayor
oe
Signatu Date Signed June 14, 2007
ATTEST: APPROVED TO FORM:
Q4��� Z01
Re ecca Garza, City Secre „, A r: -..... a
TANG Program Guidelines — Fiscal Year 2008
CHECKLIST FOR TANG APPLICATION FISCAL YEAR 2008
[Project Narrative
CO/Application for State/Federal Assistance (Attachment A)
ZCertification of Review by the System Advisory Council (Attachment B)
Widget Form (Attachment C)
Prior Approval Costs (Attachment D)
T�/Le islative Budget Board (LBB) & Other Performance Targets Report (Attachment E)
Internet Safety (CIPA) Certification (Attachment G)
P
CERTIFICATION OF REVIEW EN' SYSTEM ADVISORY COUNCIL.
The document for the ,West Texas Library __System checked below is attached with this certification.
x Technical Assistance
Negotiated Grant (SFY 2008)
Please sign only one of the following categories of certification.
1. 1 hereby certify that the document designated above has been reviewed and approved by the
system advisory council.
Advisory Council Chairman (signature) Date
2. 1 hereby certify that the system advisory council has reviewed the document designated above.
Because some members do not approve, a letter stating minority opinions disapproving the
document is attached.
Advisory Council Chairman (signature) Date
3. 1 hereby certify that the document designated above has been reviewed and not approved by the
majority of the system advisory council.
Advisory Council Chairman (signature) Date
4. 1 hereby certify that the above designated document was not approved by the majority of the
advisory council as an indication that the majority of the advisory council was not adequately
informed of the document's contents.
Advisory Council Chairman (signature) Date
The responsibility of the advisory council for reviewing and approving the system plan and budget, annual
and long-range plans of service, budget changes requiring contract modifications, and system bylaws is
identified in Rule §1.119 of the Rules for Administering the Library Systems Act. In the case of Regional
Library Systems, the signature of the Board Chair is required, and the responsibilities of the Board are
that of the advisory council.
PROGRAM NARRATIVE:
Technical Assistance
1. Summary
A technical advisor will be accessible to area libraries by phone, by mail and for on -site
visits for questions concerning equipment problems, repair and routine maintenance of all the
computer equipment in area libraries. In addition to the technological assistance, the
technical advisor will provide training on the maintenance of area libraries' equipment, the
operating systems of the libraries' equipment, designing Plinkit web sites and managing the
computer networks established in most of the area libraries.
2. Needs
All thirty-four WTLS Member libraries and their branches are connected to the Internet.
100% of our Member libraries have automated circulation and online public access catalogs.
Twenty-five of the thirty-four WTLS Member libraries (74%) have populations of less than
10,000. Twenty-nine librarians (85%) are non-degreed librarians with little or no technology
training. Twenty-eight (82%) do not have a website that provides the public with necessary
information. Turnover in staff also adds to the needs equation. Locally these communities
and their libraries have to depend on technological assistance that is either poorly trained or
non-existent. Besides training, examples of services needed are: setting up hardware,
updating software, working with ISP's, recommendations and price negotiations for
replacing aging hardware, and correctly setting up networks. The libraries in this area will
always need the knowledge and the expertise to handle changing technology.
3. Services
WTLS will continue the employment of a full-time Technical Advisor for this project. The
advisor will provide one-on-one training, hardware repair, software maintenance, network
assistance, telecommunications mediation, vendor negotiation, grant writing and any
technical assistance a library might need.
Plans include working with Plinkit for library web pages, providing off -site system backup,
downloading software to keep abreast of new versions, for example, virus protection, and
working toward establishing access to area libraries' catalogs online. Plans also include
assisting libraries with the process of selecting a new automation system for those libraries
that use Spectrum. For those libraries that are ready to migrate, TANG and WTLS will assist
with that process, also.
4. Objectives
a. While technology has greatly expanded services for these libraries, it has brought
significant pressures on library staff. It is difficult for the staff in small Iibraries to
keep up with the technology and the daily problems that arise from technical
applications, maintenance of equipment, etc. The time and money for the extensive
training needed is impossible to secure. Technical knowledge and expertise are
needed, but these are almost non-existent in small, rural West Texas communities.
Provision of this service from the Technical Advisor in the system office will advance
the implementation of technology improvements and the technical knowledge of staff
for all of these libraries.
b. Objectives:
1. Perform TechAtlas analysis of computing infrastructure of 12 libraries by
August 2008.
2. Set up and assist in the design and maintenance of 12 libraries' web pages
using Plinkit.
3. Set up ZOPE server by November 30, 2007 and host 12 Plinkit websites by
end of the fiscal year.
5. Results achieved
In previous years WTLS and TANG staff have assisted libraries in writing grants for
funding of computer automation. As a result all WTLS Member libraries were
automated 4 years ago. The focus of questions from libraries has changed from how
to do the basics, such as how to check out a book, to what else can the system do for
me, such as reports, statistics, notices, etc.
Troubleshooting training has been presented and librarians are better able to perform
basic problem solving. This continues to be a need because of the turnover in staff
among the libraries. Informal training is ongoing with every visit to a library on an
individual basis.
The Technical Advisor continues to help libraries plan for technical needs and keeps
equipment and software updated.
Software to prevent changes to computer configuration has been installed and appears
to be working very well. We get very few questions on this issue.
The Technical Advisor has provided special assistance in small communities, such as
helping libraries move equipment, re -install equipment during a renovation project,
planning for the replacement of broken equipment, etc. Dawson County's network
has been re -designed and has been disconnected from the school. OIton Area Library
was vandalized and much of the computer equipment was destroyed. The Technical
Advisor installed new hardware, re -configured the network and installed software.
The server maintained by the Technical Advisor hosts 38% of the current Member
library web pages and backs up the OPAC for 53% of the libraries that need an off -
site backup.
6. Evaluation
The Technical Advisor will log daily the number of library staff assisted by phone, or by
email or by site visit. When formal training classes are conducted, the Technical Advisor
will record the number of staff attending the training, use the CE Standard Evaluation Form
and Workshop Reporting Form, record the number of instructional materials distributed, and
informally survey intermediate workshop results. The count will be conducted according to
the definitions provided by the guidelines in the Attachment labeled "Measure Definitions".
Standards for performance for the Technical Advisor are to respond immediately during
office hours and within 24 hours if out of the office. The problem should be resolved either
by phone or by a library visit within and average of 72 hours of the original call. One of the
primary priorities is to visit each library on a regular basis in order to continually monitor
training needs and problems. Visits will be as often as needed. A consulting log will be kept
of the number of librarians and staff assisted either by phone, by mail or during on -site visits.
These contacts will be reported quarterly on the Uniform Statistical Report Form.
Access to technological assistance should decrease the downtime for computers in area
libraries. With "hands-on" training to individual libraries on maintenance of equipment and
software, the librarians will become knowledgeable and eventually handle daily, small
problems by themselves. Equipment will be repaired and maintained in a much more
expeditious manner.
Number of Library Staff Assisted -- 800
Number of Library Staff Trained -- I50
Number of Instructional Materials Provided -- 75
These targets were set based on past experience, particularly the numbers reported in FY
2005, FY 2006, and projections for FY 2007.
7. Budget Justification: Describe what costs will be incurred to implement this project, and
the need for these costs.
Costs for this project are primarily personnel and fringe benefits. No major purchases will be
made in FY 2008. However, copies of software used by Member libraries may be purchased
in order to provide training. Funds for supplies will be used to maintain extra cables, extra
disk drives, modems, sound cards, photocopies, handouts, etc. In addition, travel costs for
one (1) trip to Austin for a TANG consultant meeting is included in the grant. If that
meeting is held by teleconference, the funds allocated in travel will be used to visit 15 area
libraries. The West Texas Library System grant will cover those costs that cannot be
allocated to the TANG grant enabling the Technical Advisor to expand his duties to support
automation in the libraries and to visit all libraries whenever needed.
Indirect costs are the same as currently charged to both the System and ILL grants — 9.03%
of direct costs
Program Budget - Attachment C - TANG - Fiscal Year 2008
Applicant: LPUWTLS
Note: Amounts must be rounded to the nearest dollar before totaling.
Categories Amo�ar�t
.Budget
Personnel
$51,669
Fringe Benefits
$17,950
Travel
$2,755
Equipment/Property
$0
Supplies
$1,000
Contractual
$0
Other
$0
Total Direct Charges
$73.374
Indirect Charges
$6,626
[TOTAL (Total Direct Charges ¢ lruirect Charges) 1
$80,000
Applicant's Capitalization Level:
Indirect Rate Calculation-
5000
Rate: Enter percentage (%)
9.03%
Base: Enter budget categories used to calculate indirect
costs - EXAMPLE: Personnel and Fringe)
Direct
Costs
Costs Requiring Prior Approval - Attachment ❑ - TANG - Fiscal Year 2008
Applicant's Legal Name: City of Lubbock
(Official name of city, county, nonprofit, or univmity)
Library/Organizational Unit: Lubbock Public Library/West Texas Library System
Budi!etcd Cost
INSURANCE if not required by the girant
N/A
REARRANGEMENTS & ALTERATIONS OF FACILITIES if incurred specifically for the grant project)—,
N/A
OTHER:
N/A
OTHER:
N/A
OTHER:
N/A
OTHER:
N/A
OTHER
N/A
OTHER:
N/A
OTHER:
N/A
OTHER:
N/A
OTHER:
N/A
OTHER:
NIA
Each piece of equipment/prop" is an article of nonexpendable, tangible personal properly having a useful life of more than one year and an acquisition cost that exceeds the
capitalization limits established by Grantee's goveming entity, Grantee must famish a statement to Grantor certifying the governing entity's capitalization level with the Prior
Approval Request Form. Equipment/property includes furniture, library materials, etc., purchased wholly or in part with grant funds. The prior approval amount is the capital
expenditure, which means the cost of the equipment/prop" including the cost to put it in place. Capital expenditure for equipment/property means the net invoice price of the
equipment/property, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired.
Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure cost in accordance with
the Grantee's regular accounting practices.
Item descriptions should be detailed since additional cost documentation should not be submiued.
SIGNATURE: / ! /.4�' _ DATES_ IY—� /
Costs Requiring Prior Approval - Attachment D - TANG - Fiscal Year 2008
EXAMPLE OF ASSIGNMENT OF COSTS TO EXPENSE CATEGORIES
This is a basic list of frequently found local expense codes which have been assigned to the budget/expense categories. While not a definitive list, it may help you
Personnel
Salaries - Full and Part-time
Overtime Pay
Longevity Pay
Frinee Benellts
Workmen's Compensation
Retirement
Insurance - Life and Health
FICA (Social Security & Medicare)
Unemployment
Accrued Vacation/Sick Leave Pay
(if documented as a component in the municipality's package and subject to audit verification)
Contractual
Equipment Rental
Equipment Maintenance and Repair
Audit
OCLC Membership Fees and Charges
Contracts for Professional Services (For example: workshop speakers, graphics design, advertising agencies)
Delivery (courier) Services Contract
Building Rental
Internet Service
Travel
Mileage
Public Transportation
Per Diem Expenses or Actual Expenses for Meals and Lodging
Supplies (Consumables)
Office Supplies
Books
Audio -Visual Materials
Periodicals
Computer Software
Other Operatine Expenses
Insurance
Postage
Telephone
Printing
Photocopying Charges
(not rental)
Membership Fees
Registration Fees
(conferences, training)
Freight/Delivery Charges
Reproduction Services
Contracted Temporary Help
Training Allowance
Internet Service
Eouioment/Property '
Office Furniture
Office Equipment
Computer Hardware
Computer Software
* Each piece of equipment/property is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost that exceeds the
capitalization limits established by Grantee's governing entity. Grantee must furnish a statement to Grantor certifying the governing entity's capitalization level with the Prior Approval
Request Form. Equipment/property includes furniture, library materials, etc., purchased wholly or in part with grant funds. The prior approval amount is the capital expenditure, which
means the cost of the equipment/property including the cost to put it in place. Capital expenditure for equipmentiproperty means the net invoice price of the equipment/property,
including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as
taxes, duty, protective in transit insurance, freight, and installation may be included in, or excluded from, capital expenditure cost in accordance with the Grantee's regular accounting
practices.
LBB and Other Performance Measures - Attachment E - TANG - Fiscal Year 2008
Please enter information in the cells shaded green.
Performance Measures
End of
Year
Target
Qtr
1
Qtr
2
Qtr
3
Qtr
4
Year to
Date
Total
% of
Target
Attained
Number of Library Staff Assisted*
800
0
0
0
o
q.
Number of Libra Staff Trained*
150
0
0
0
0
, ''#
`'►
Number of Instructional Materials Provided**
75
0
0
0
0{
*Number of Library Staff Assisted and Number of Library Staff Trained include professional staff, technical staff, volunteers,
and community persons who help provide technical services to the library.
**Number of Instructional Materials Provided includes materials provided, purchased, and given to library staff. These can
include manuals, instructional sheets, diagrams, lists of helpful hints, etc. as long as they are of a substantive nature. Locations
Definitions of services:
Onsite assistance — onsite visits that assist the library with any problems relating to software, hardware, networking, or other
technology -related problems.
Remote assistance — assistance provided by telephone, e-mail, or through a network/web connection that assists the library
with any problems relating to software, hardware, networking, or other technology -related problems.
Training — any time spent delivering training on various aspects of technology, whether through formal classes or informal
consultation.
Planning and budgeting — any training or consulting provided that focuses on future plans and budgets for the library's
technology needs.
Page 1 of 1
(Attachment G)
INTERNET SAFETY CERTIFICATION FOR APPLICANT
FOR SYSTEM OPERATION, TANG, OR INTERLIBRARY LOAN GRANT
FEDERAL PROGRAM YEAR 2007 FUNDS
(AWARDED IN TEXAS STATE FISCAL YEAR 2008)
As the duly authorized representative of the applicant, I hereby certify that (check only one of
the following boxes)
A. o The applicant public library has complied with the requirements of Section 9134(f)(1) of
the Library Services and Technology Act.
B. ❑ The applicant public library seeks a waiver of the certification required in A., above,
because State or local procurement rules or regulations or competitive bidding requirements
prevent the applicant library from certifying compliance with Section 9134(f)(1) of the Library
Services and Technology Act. The applicant public library certifies that the library will comply
with the requirements of Section 9134(f)(1) before the start of Program Year 2006 [funds used
in Texas State Fiscal Year 20071.
C. ❑ The requirements of Section 9134(f) of the Library Services and Technology Act do not
apply to the applicant library because no funds made available under the LSTA program will be
used to purchase computers used to access the Internet or to pay for direct costs associated
with accessing the Internet for a public library or public elementary school or secondary school
library that does not receive discounted E-Rate services under the Communications Act of
1934, as amended.
D. ❑ The applicant is not a public library.
I further certify that one of the following is true: either no LSTA funds from the grant award will
be used by the applicant to purchase computers used to access the Internet or to pay for direct
costs associated with accessing the Internet for a public library or public elementary school or
secondary school library served by the applicant; or, if any part of the LSTA grant funds are
used for such purposes, applicant will obtain the appropriate certifications from libraries
receiving such purchases or payments.
SWature of Authorized Representative
Printed Name of Authorized Representative
Uo y'A D i(L0C**—
Title of Ai t rized Representative
Date
1..rt boc*- 4b 'cjbr -c)Zty s
Name of Applicant LibrarylProg am