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Home My WebLink About19 - BA-024 - Library Services to SeniorsAgenda Item No. 19 December 11, 2001 COMMUNITY SERVICES DEPARTMENT Arts 8 Cultural - Library - Recreation - Seniors To: Mayor and Members of City Council From: LaDonna Kienitz, Community Services Director /City Librarian Re: Request for Budget Amendment totaling $56,470 The Library has been awarded a federal Library Services and Technology Act (LSTA) grant for Library Services to Seniors for the 12 month period ending September 30, 2002. The total award is for $62,745 of which $56,470 will be funded in FY 2001/2002. The remaining $6,275 will be funded in 2002/2003 upon completion of final reports. The first payment in the amount of $28,235 has been received; the second payment of $28,235 will arrive on or about January 30, 2002. The grant funding will be used to improve services to the growing senior population in our community. The Library will partner with the Oasis Senior Center in the planning and implementation of the new Library services targeted at seniors. Please direct staff to deposit the attached check for $28,235 into revenue account 4010.4835. Amount Source $28,235 California State Library Library Services and Technology Act Award #40.5404, FY 2001/02 Please approve a budget amendment and appropriate funds as follows: Amount To $21,000 4010 -7020 3,000 4010 -8010 20,000 4010 -8080 12,470 4010 -8260 $56,470 Thank you. Cc: Homer Bludau, City Manager Attachment: Award Letter @ check FEI VX{t WL CALIFORNIA STATE LIBRARY 6120 4CONTRACTED FISCAL SERVICES 10165371 SACRAMENTO CA 958'14 -0001 7NEWPORT BEACH PUBLIC LIBRARY 1.000 AVOCADO AVE. NEWPORT BEACH CA 92660 -7916 Anna.Peac�► 37(0 -5.255 PAYMENT INQUIRIES; fA% ID NO.OR SSAN .00 10/03/01 ,t* 28235.00 CALIFORNIA STATE LIBRARY LSTA, AWARD 440^5404 FEDERAL FUNDS PCA 92980, STATE FY 2001/02 FEDERAL WP 00, DIRECT QUESTIONS TO STATE LIBRARY BUDGET OFFICE (916) 445 -9865 11 DF J DE VE FEI VX{t WL CALIFORNIA STATE LIBRARY 6120 4CONTRACTED FISCAL SERVICES 10165371 SACRAMENTO CA 958'14 -0001 7NEWPORT BEACH PUBLIC LIBRARY 1.000 AVOCADO AVE. NEWPORT BEACH CA 92660 -7916 Anna.Peac�► 37(0 -5.255 PAYMENT INQUIRIES; fA% ID NO.OR SSAN .00 10/03/01 ,t* 28235.00 CALIFORNIA STATE LIBRARY LSTA, AWARD 440^5404 FEDERAL FUNDS PCA 92980, STATE FY 2001/02 FEDERAL WP 00, DIRECT QUESTIONS TO STATE LIBRARY BUDGET OFFICE (916) 445 -9865 11 1 CALIFORNIA STATE LIBRARY Library Services and Technology Act FINANCIAL CLAIM 1ST PAYMENT FY: 01/02 WP: 00 VENDOR CODE: M676 SCHEDULE NO: Claim of. Newport Beach Public Library Address: 1000 Avocado Avenue, Newport Beach, CA 92660 For: Newport Beach Public Library (Name of System or Agency) Project Title: Library Services to Seniors Date: 10/3/01 Amount Claimed: $28,235 Grant Award I.D. Number: 40 -5404 For Period From: upon execution to September 30, 2002 Type of Payment: PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 09/20/01 CERTIFICATION I hereby certify under penalty of pequry: that I am the duly authorized officer of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the contract; and that payment has not previously been received for the amount claimed herein. State of California State Library Budget Office by by (Signature of t e authorized officer of the Fiscal Agency) / (Title) date MAIL ONE ORIGINAL SIGNATURE TO: California State Library Budget Office - LSTA P.O. Box 942837 Sacramento, CA 94237 -0001 NOU -20 -2001 10:40 NB PUBLIC September 20, 2001 CALIFORNIA STATE LIBRARY POUNDED %as0 LaDonna Kienitz, Community Services Director /City Librarian Newport Beach Public Library 1000 Avocado Avenue Newport Beach, CA 92660 -7915 Subject: LSTA 1%044, FY 2001 /02, WP00, Grant Award # 40 -5404 Title: Library Services to Seniors Dear Ms. Kienitz: P. 02 OBIG &TO: COPT I am pleased to approve your grant application for the above named project for a total of $62,745 in federal Library Services and Technology Act (LSTA) funds, effective immediately for the period ending September 30, 2002. The State Library primary consultant assigned to this project will. be Carla Lehn, telephone (916) 653 -7743, e-mail Llehn@library.ca.gov. Please work with this consultant in implementing your project. My staff is ready to assist you in making your project a success. Your project will improve services to the growing senior population in your community. I'm pleased that you have partnered with the OASIS Senior Center in the planning and implementation.of the new library services targeted at seniors. Because of your shared goal of providing vital services to seniors in your community, your partnership will make the most effective use of your resources in serving the senior community. Because of the nature of the activity, your project has been identified as an excellent candidate for the application of Outcomes Measurement techniques as part of a new approach to project evaluation: The federal agency which oversees LSTA, the institute for Museum and Library Services, is incouraging maximum use of Outcomes Measurement (OM) in those LSTA projects in which it is appropriate: We have identified a very select group of projects in which it is appropriate. We have identified a very select group of projects in the doming grant year; including yours, to be considered for participation in testing these concepts. I request that you think about this and work with LDS staff to add this element to your project This will mean that additional consultant assistance and training will be available to you in developing and applying OM techniques and, if needed, additional funding for the project will be famished to you. Your CSL assigned consultant ocher designee will be contacting your project director in the very near future to discuss this idea, and if you agree to take part, to give you.guidance on how to get started. library - Courts Buildias P.0. Box 942837 S3 n nto. CA 94237 -0001 NOU -20 -2001 10:40 NB PUBLIC LIBRARY LaDonna Kienitz -2- Funds allowed are as follows: Cateez n s Salaries and benefits Z/-O / o g2-4 o Library materials r Operating expenses Equipment (items over $5,000) Program Award September 20, 2001 2001 /02 LSTA Anoroved Budget $34,146 10^ um—, 12,895 0 57,041 indirect cost (up to 10%) 5.�4 Total $ -5-e - On September 30, 2002, this project will be officially closed and no new expenditures may be generated nor funded project activities occur. All unexpended and unencumbered funds must be returned by November 15, 2002. This project is allowed 60 days to liquidate encumbrances which were incurred prior to September 30. After the 60 -day period, all encumbered funds which have not been liquidated must be returned to the State Library. Reporting on financial and program activities is required quarterly, on the forms enclosed, within 30 days of each quarter. A final narrative report is required and is due within 30 days after the close of the project, by October 30, 2002. The final liquidation report, if required, is due and must be submitted by December 15. Thus, all reporting regarding this project must have been received at the State Library by December 15, 2002. Please note this clarification regarding payments. Ten percent (10 %) of the grant award is withheld until the end of the project period. .It is payable only if the' grant recipient fulfills all project reporting requirements and expends all funds, or returns all unspent grant funds, by the time specified in the grant program. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the grant program, which may result in federal audit exceptions against the state and the loss of LSTA funds. All required reporting materials are attached to this letter. This letter and the enclosed list of LSTA procedural requirements amend the Consolidated Application/Grant Award Certification document and must remain a part of all your existing copies. Best wishes for a successful project year. Yours sincerely, Dr. Ke Starr State Librarian of California Enclosures cc: Jay Cunningham Colette Moody Darlene Gaetano Liz Gibson Carla Lebn IV-20-2001 10:32 NB PUBLIC LIBRARY P.02 LSTA Control # LSTA GRANT AWARD DOCUMENTATION Budget Citation Chapter 106, Item 6120 - 211 -0890 LSTA Award #: 40 -5404 Project Title: Library Services to Seniors Subgrantee: Newport Beach Public Library Funding Start Date: ** upon execution ** F -044 Approval Date: 09/20/01 Approved Funds: $62,745 Term: upon execution - 9/30/02 .Payments: $28,235 upon execution of agreement Schedule No. $28,235 on or about January 30, 2002 Schedule No. $6,275 on completion of all reporting Schedule No. requirements and return. of abatements Appropriation Encumbered (designate where applicable) For: FY 01102 WP 00 Federal Fund Trust PCA #: 92980 Code: 702 Vendor Code: M676 Catalog number from Federal Catalog of Domestic Assistance#45.310 Matching: State: 34% Federal: 66 %. APPROVED BUDGET CATEGORY BUDGET REVISED REVISED SALARIES & BENEFITS $34,146 MATERIALS $10,000 OPERATING EXPENSES $12,895 EQUIPMENT INDIRECT COSTS. $5,704 TOTAL 1$62,745 City of Newport Beach BUDGET AMENDMENT 2001 -02 -: ; —�C T ON BUDGETARY FUND BALANCE: X Increase Revenue Estimates X Increase Expenditure Appropriations 4010 Transfer Budget Appropriations SOURCE: Number 7020 from existing budget appropriations X I from additional estimated revenues 4010 from unappropriated fund balance EXPLANATION: NO. BA- 024 AMOUNT: $ss,47a.00 Increase in Budgetary Fund Balance AND Decrease in Budgetary Fund Balance PX No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations due to receipt of a federal Library Services and Technology Act (LSTA) grant for library services to seniors. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account 4010 4835 EXPENDITURE APPROPRIATIONS (3603) Description Description Library Services Construction Act Signed: Signed: City Manager Director Amount Debit Credit $56,470.00 $21,000.00 $3,000.00 $20,000.00 $12,470.00 --�?— C)/ Date Dat Signed: City Council Approval: City Clerk Date Description Division Number 4010 Community Services - Support Services Account Number 7020 Salaries - Perm Part Time Division Number 4010 Community Services - Support Services Account Number 8010 Advertising & Public Relations Division Number 4010 Community Services - Support Services Account Number 8080 Services - Professinal & Technical Division Number '4010 Community Services - Support Services Account Number 8260 Library Materials Division Number Account Number Signed: Signed: City Manager Director Amount Debit Credit $56,470.00 $21,000.00 $3,000.00 $20,000.00 $12,470.00 --�?— C)/ Date Dat Signed: City Council Approval: City Clerk Date