R00-129RESOLU'I-~ON RO0-/~ f
A RESOLUT]:ON OF THE CZTY COMM:[SS]:ON OF THE CZTY OF BOYNTON
BEACH, PALM BEACH COUNTY, FLOR]:DA, AUTHORZZ]:NG STAFF TO
EXECUTE THE LZBRARY SERVZCES AND TECHNOLOGY ACT (LSTA) GRANT
AGREEMENT WZTH FLORZDA DEPARTMENT OF STATE, DZV]:SZON OF
LTBRARY AND TNFORMATTON SERV:[CES, FOR THE NETGHBORHOOD
LTBRARY ELECTRON]:C ACCESS AND TRAZNZNG PROJECT; AND PROVZDZNG
AN EFFECTTVE DATE,
WHEREAS, The purpose of the LSTA Grant is to establish computer labs and training for two
groups - youth and senior citizens.
WHEREAS, The project will expand the Library's onsite computer training capability and
neighborhood library access and training sites for Hester Center and Senior Center, in
with the City's Recreation Department.
WHEREAS, The City Commission of the City of Boynton Beach upon recommendation of
deems it to be in the best interest of the citizens of the City of Boynton Beach to authorize and
staff to apply for the LSTA Grant,
NOW, THEREFORE BE t'T RESOLVED BY THE CTTY COMM]'SSTON OF THE CZTY OF
BOYNTON BEACH OF PALM BEACH COUNTY, FLORZDA, THAT:
Section 1: The City Commission of the City of Boynton Beach, Florida hereby authorizes staff
to execute the LSTA Grant Agreement with Florida Department of State, Division of Library and
Information Services.
Section 2: This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS /~ DAY OF September, 2000.
A1-FEST:
I s ~~~~j'~ch not o~ Act
Grant Funds
Commissioner
Florida Department of State
Division of Library and Information Services
LSTA GRANT INFORMATION
GET YOUR PROJECT STARTED
Sign the Grant Agreement. The grant agreement must be signed by your governing
agency and the State Library before you can obligate or spend grant or local matching
funds. You have received two copies of the agreement for each project.
= Get the odginal signature of an authorized official on each copy.
c3 Get odginal signatures of two witnesses to the signature of the authorized official on
each copy. Do not insert a date on the copies. The date will be added at the State
Library.
c3 Return both copies of the agreement to the State and Federal Grants Office~' One
copy of the agreement will be returned to you after it has been dated and signed.
Complete a Project Revision Form. Check the Notification of Grant Award under 'Terms
and Conditions" to see if you are required to make revision.~ to your project proposal. Even
if no requirement is specified, you may still need to make changes. Complete the form if
there:
c] is a change in the funding level;
[3 are cumulative transfers among budget categories that exceed 10% of the g~ant
award;
c] are revisions to the scope, objectives, or activities of the project; or
c] are changes in key personnel.
Send the completed form to the State and Federal Grants Office along with the grant
agreement. The revision must be approved before the grant agreement is executed. The
form is available online at http://dlis.dos.state.fl.us/bld/grants/index.htm
OTHER IMPORTANT INFORMATION
Projects Start on the Date the Grant Agreement is Executed. Projects end
September 30, 2001. All grant and local matching funds must be paid out by this date.
Mid-Year Reporb This report is due by April 1, 2001. Give information on the status of
your project. The form is available online at http'.//dlis.dos.state.fl.uslbldlgrantslindex.htm.
Annual Report. This report is due by November 1, 2001. Give a final report and
evaluation of your project. The form is available online at
http://dlis.dos.state.fl.us/bld/grants/index.htm;
(more information on other side)
Grant Award Notification. Grant award information should be kept in yo. ur official project
files. This information is provided in the letter from the State Librarian and on the
Notification of Grant Award.
Grant Payments. For most projects, grant payments will be sent electronically in four
installments. The final payment should be provided to you by the end of June 2001.
c3 If your governing agency has already completed the 'State of Florida Electronic
Payment Authorization' form and opted to receive payments electronically, then your
LSTA award payments will be electronically transmitted to you. You will receive
notification of electronic payment transmittal from the State Library.
c~ If your governing agency is not yet set up to receive payments electronically from the
state and wishes to do so, please complete and submit the enclosed "State of Flodda
Electronic Payment Authorization' form. Otherwise, your grant checks will be mailed
to you..
Interest Earned on Grant Funds must be returned to the state quarterly. Make checks
payable to the Fiodda Department of State. Mail them to th..e Division of Library and
Information Services, State and Federal Grants Office.
Audits must be performed in accordance with the federal Single Audit Act of 1984 (31
U.S.C. 7501-7 and 45 CFR 1183.26) and submitted to the State and Federal Grant~ Office.
Capacity Building Workshop. To assist in successful implementation of grant projects,
this workshop will allow grant recipients to come together to refine project implementation
and evaluation plans. Workshop registration information will be mailed in September.
When is the workshop?
The workshop will be held from Wednesday, November l*t through Friday,
November 3,~ in Tailahassee at the Flodda State University Center for Professional
Development. Ail grant recipients will participate in sessions from 10am on
November 1=t through 2:30pm on November 2n~. Bom to Read grant recipients will
attend an additional session run from 3pm November 2~ through 3pm November 3~.
Who should attend?
At least one representative from each grant recipient is expected to attend the
workshop. A team of persons is also acceptable. Persons who attend should have
responsibility for implementing and evaluating the projects. Recipients and partners
of Bom to Read grants are expected to attend the additional sessions on Bom to
Read programs.
Question~ ? Need more information? Contact the State and Federal Grant~ Office, State Library of Florida,
500 South Bronough Street, Tallalu~$ee, FL 32399-0250 at (850) 487.2651, SUNCOM 27%2651,
fax (850) 488-2746; or e-mail mdeen~ail, dos.$tate, tl. us.
DEPARTMENT OF STATE
DMSION OF LIBRARY AND INFORMATION SERVICES
State Library of Florida
R. A. Gray Building
Tallahassee, Florida 32399-0250
PROJECT REVISION FY 00
PROJECT NUMBER 00-LSTA-K-01
LIBRARY/ORGANIZATION BOYNTON BEACH CITY LIBRARY
PROJECT NEIGHBORHOOD LIBRARY ACCESS AND TRAINING PROJECT
GRANT AMOUNT REQUESTED $ ._48,244_ AMOUNT RECEIVED $
REASON FOR REQUF.~T (Check applicable item)
Change in funding level.
XX Transfer among budget categories; cumulative totals exceed 10% of grant award.
- - Chahge in equipment to be purchased.
Transfer of funds for training allowances to other expense categories.
Revision to scope or objectives of project.
Change in key personnel.
Contracting out, subgranting or otherwise obtaining services of a third party to perform
central project activities.
II.
EXPENDITURES. Indicate projected expenditures for this grant in the appropriate categories on the
attached page. Amounts should reflect LSTA and local funding. Round all amounts to the nearest dollar.
· Salaries and Benefits. List all positions to be funded by this project, from both federal and local
funding sources.
· Contractual Services. Describe all proposed services to be performed by outside agencies or firms,
from all funding sources.
· F,.qlliglRe~. List all equipment and/or furniture (tangible personal property with a useful life of at
least one year and an acquisition cost of more than $500) to be purchased, from all funding sources.
III.
accomplishments.
SignatuiTe of Library Director
VmGINIA K. FARACE
NARRATIVE. Attach a revised narrative reflecting changes to goals, objectives, activities, and expected
Date
Typed name of Library Director
The following section will be completed by the State and Federal Grants Office:
Revision Approved
Revision Not Approved
Signature/Date
State and Federal Grants Office
LIBRARY NAME _BOYNTON BEACH CITY LIBRARY
BUDGET (Round all araounts to nearest dollar. Add additional lines if needed to include all information in a section.)
SALARIES & BENEFITS (Position Title ) F.T.E.
_Project Manager .05 $ ~0~ $ 2,355
_Library Syster~ Supervisor .05 __0__ 2,200
_Network Sp~ialist .05 ~0~ 2,750
_Training Coordinator .05 __0__ 2,08 i ~
_Publicity Team .07 ~0~ 5,000
_Secretary .10 __0__ 3,245
RecreatiOn Specialist __0__ 3,988
~OTAL SALARIES .................................................................................. $ 0 + $ 21.619
CONTRACTUAL SERVICES (List each vendor and briefly de~rib~ their mrvices)
_Onsite cable drops $ ~1280
_Onsite electrical drop __1680
Software 5895
Cotrmaunications Circuits 79~
Fumimm 6390
TOTAL CONTRACTUAL SERVICES .................................................. $ 23.189
LIBRARY MATERIALS (Include type and numbexs of materials to be purchased)
$ 0
TOTAL LIBRARY MATERIALS ........................................................... $ O
$ 0
0
36~5
0
+ $ 36~,5
$ 0
SUPPLIES (Include a brief description of supplies needed)
$ 0
$ 0
TOTAL SUPPLIES ................................................................................... $ Q , +
TRAVEL (List traveler's name or position and how travel relates to achieving the project objectives)
__Capacity Building Workshop in Tallahass~ $ ~738__ '$
= $ 21,619
_26.834
= s 9
= s O ~
TOTAL TRAVEL ..................................................................................... $ 738
EQUIPMENT (Include equipment and furniture with a useful life of at least one year and
a unit c~st of $500 or mom)
_Computers $ __16,920
_Printers 1,497
_Routers/switches & hubs $ 5,900
TOTAL EQUIPMENT .............................................................................. $ ~&317
OTHER (Specify)
$ 0
+ $
$
$
S
+ S
9
3,384
0
0
3.384
0
738
= $ 27.701
TOTAL OTHER. ....................................................................................... $ 0
TOTAL ........ S 4&244
+ S
+ $
9
= $ O
Budget Narrative.
=ersonnel.
Pro!ect Manager (.05FTE). The project manager will oversee all aspects of the project grant.
Responsibilities will include ensudng that budget, timeline and target date requirements are met,
selecting contractors, establishing and maintaining and advisory committee, preparing and submitting
project reports, conducting pedodic project evaluations and supervising project staff. Rate calculated at
$22.64p/h x 104hrs = $2355. (Library)
Library. Systems Suoervisor (.05FTE). Directly supervises hardware and software setup, configuration,
implementation and testing. Has experience with all technical aspects of the project. Also assists in the
training of library and Recreation staff. Rate calculated at $21.15p/h x 104hrs = $2200. (Library)
Netwq)rk S0ecialist (.05FTE). Provides general technical support for project hardware and software. Rate
calculated at $26.44p/h x 104hrs = $2750. (City Information Technology Systems)
Trairlirlg Coordinator (.05FTE~. Responsible for developing, coordinating, implementing, monitoring and
evaluating project staff and customer training program. Rate calculated at $14.97p/h x 139hrs = $2081.
(Library)
Recreation Soecialists ~.10FTE). Responsible for recreation site preparation, program monitoring and
assisting in customer training. Rate calculated at $14.97p/h x 104hrs = $3988. (Recreation)
E~tb.J~. Responsible for the marketing and promotion of the project. Consists of Library,
=,ecreation and City public relations staff. Estimated cost $5,000.
Secretary: The secretary is responsible for maintaining files, preparing all documents required of the
project and provide general office support. Rate calculated at $15.60p/h x 208hrs = $3245. (Library)
O.~erating Ex.Denses.
Onsite cabling - 8 terminated network cables at $160 each - $1280.
Electrical outlets - 8 additional dedicated electrical outlets needed at $210 each = $1680.
Software - include Microsoft Office Suite at $202.50 per license and Fortress security software at
$327.50 for 18 licenses =$9540.
Communications circuits - 3 128kbps circuits connecting the student to the lntemet and the library.
Three (3) circuit installations at $1484 each and a monthly charge of $97 per month for each circuit =
$7944.
Furniture - 18 workstations at $295 each and 18 chairs at $60 each = $6390.
Travel - Capacity Building workshop in Tallahassee at $738.
Equipment.
18 -Computers, Intel Pentium III 500/100 Mhz, Intel 810e chipset, 64Mb 100Mhz
SDRAM/512Mb,10Gb HD, 32x CD_ROM drive, Intel 3Dgraphics 4Mb, network card, 5/slots/5 bays,
17" monitor, 3.5' 1.44 Diskette ddve, 104 key enhanced keyboard, mouse, Microsoft Windows 98 at
$1128 per unit = $20,304.
3 - Laserjet at 499 per unit -' $1497.
2 - Router/Switches & 2 -/hubs @ $1475 ea. = $5900 -
'PROJECT NUMBER O0-LSTA-K-O1
Florida Department Of State, Division of Library And Information Services
LIBRARY SERVICES AND TECHNOLOGY ACT
GRANT AGREEMENT
AGREEMENT executed and entered into
BETWEEN the State of Florida, Depann~nt of State, Division of Library and Information Services, herematter
referred to as the DIVISION, and the
SUBGRANTEE:
City of Boynton Beach for and on behalf of Boynton Beach City Library
the PROJECT:
Neighborhood Library Electromc Access and Training Project
the'GRANT A~OUNT: Forty-eight thousand two hundred forty-four dollars ($48,244)
released in four equal advance payments as determined by the Division after com~dtation with the SUBGRANTEE.
The funds shall be expended on or before September 30, 2001
Unless there is a change of address, any notice required by this agreement shall be dehvet~d to the DMSION, 500
South Bronough Six, et, Tallahaasee, Florida 32399-0250, for the State, and to Boynton Beach City Library, 208 S.
Seacrest Blvd., Boynton Beach, FL, 3343S, for the SUBGRAICI'EE. In th~ event ora change of address it is the
obligation of the moving party to notify the other party in writing of the change of address.
The DMSION, as administrator of federal funds authorized under Section 257.12, Florida Statutes, is desirous of
providing a grant. Federal funds are provided through the Library Services and Technology Act of 1996 under
Florida's long range plan app£oved by the Institute of Museum and Library Services. The SUBGRANTEE agrees to
meet all state requirements and requirements of the L~rary Services and Technology Act, hereinafter referred to as
LSTA.
The pa~ies agree as follows:
I. The
SUBGRANTE~ agrees to:
Administer all filnds granted to it bY the DIVISION to can~ out the project as described in the project
proposal and revisions submitted to and approved by the DMSION. The project proposal and
revisions are incorporated by reference.
b. Provide the DIVISION with statistical, narrative, financial and other evaluative repons as requested.
c. Retain and wslrn available to the DMSION, upon request, all financial and prograa~.-~.afic records,
supporting ~ statistical records, and other records for th~ project. '
d. Retain all records for a p~riod of S y~at~ from the date of submission of the final project report. If any
litigation, claim, n~gotiation, audit or other action involving the records has been started before the
eXPiration of tho $ y~r p~iod, the records shall be retained until completion of the action and
resolution of all issu~ which arise fi'om it, or until th~ end of the regular S year period, whichever is
later.
e. Pay out all projeci funds on or before the project ending date.
f. Use and maintain adequate fiscal authority, control, and accounting procedures that will assure proper
dis~t o/~ and accounting for federal project funds.
g. Perform all acts in connection with this agreement in strict conformity with all applicable State and
Federal hws and regulations.
h. Not diacr~mi,~-~ against any employ~ employed in tbe p~t'ormance ofthis agreement, or against any
applican~ for employment because of race, color, religion, gender, national origin, age, handicap or
marital status. The SUBGRANTEB shall insert a similar provision in ail subcontracts for services by
this agreement.
Page 1 of 4
jo
Expend all grant funds received under this Agreement solely for the purposes of the project. These
funds will not be used for lobby/ng the legislature, thc juaiclal brauck, or any state agency. Repay to
the DIVISION any and all funds not thus expended.
Have an audit of 6,~sncial operations performed in accordance with the Single Audit Act of 1954 (31
U.$.C. 7501-7) and 45 CFR 1183.26.
1. In the event thc SUBGRAN'~B expends $300,000 or more in Federal awards in its fiscal year, the
recipient must have a single or program-specific audit conducted in accordance with the provisions
of OMB Circular A-133, a.s revised. The Notification of C-rant Award indicates the Federal.funds
awarded through the Department of 5tare by this agreement. In determining the Federal awards
expended in its fiscal year, the recipient shall consider all sources of Federal awards, including
Federal funds received from the Depamnent of 5tare. The demmination of amounts of Federal
awards expended should be in accordance with the guidelines established by O1~ Circular A-133,
as revised. An audit of the recipient conducted by the Auditor General in accordance with the
provisions OMB Circular A-133, as revised will meet the requkenznts of this part.
2. In connection with the audit requflmnents addressed in paragraph j.l., the recipient shall f~lfill the
requirements rehtive to auditee respons~ilities as provided in Subpart C of OMB Ckcular A-133,
3. If the recipient expends less than $300,000 in Federal awanis in ils fiscal year, an audit conducted
in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event
that the recipient expends less th~n $300,000 in Federal awards in its fiscal year and elects to have
an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost
of the audit nnm be paid from non-Federal funds (i.e., th~ cost of such an audit must be paid from
recipient funds obtained from other ~- Federal entities).
The DMSION agrees to:
a. Provide a grant in accordance with the tenm of this agreement in the amount and frequency as stated
above in consideration of the SUBGRANTEEs performance bere/mmaer, and contingent hpon
funding by the I~titute of Mnseum and Lflnax7 Services. The State of FIorida's performance and
obligation to pay under this agreement is contingent upon an *rmual appropriation by the Legislature.
In the event that the state or federal funds on which ~ agreement is dependent are withdrawn, this
agreement is terminated and the state has no further liability to the SUBGRANTEE beyond that
already incmred by the termination date. In the event of a state revenue shortfall, the total grant may
be reduced accordingly.
b. Provide professional advice and assistance to the SIYBCiRANTEE as needed, in implementing and
evalu~%o the project.
c. Review the project during the grant period to assure that adequate progress is being made toward
achieving the project objectives.
The SUBGRANTEE and the DIVISION mutually agree that:
a. This ins~ embodies the whole agreement of the parties. There are no provisions, terms,
conditions, or obligations other than those contained herein; and this agreement shall supersede all
previous co--cations, representations, or agreements, either verbal or written, between the parties.
No amendment shall be effective unless reduced in writing and signed by the parties.
b. The agreement is executed and entered into in the State of Florida, and shall be construed, performed,
and enforced in all respects in accordance with the hws and rules of the State of Florida. Bach party
shall perform its obligations hereunder in accordance with the terms and conditions of this agreement.
c. If any term or provision of the agreement is found to be ille~l and unenforceable, the remainder of the
agreement shall remain in full force and effect and such term or provision shall be deemed slricken
d. No delay or omission to exercise any right, power or remedy accruing to either party upon breach or
default by eith~ party under this Agreement shall impair any such right, power or remedy of either
par~, nor shall such delay or omission be construed as a waiver of any such breach or default, or any
similar breach or default.
e. This a~-ement shall be terminated by the DMSION because of failure of the SUBGRAHI'EE to fulfill
its obli~tions under the agreement in a timely and satisfactory manner unless the SUBGRANTEE
demonswates good cause as to why it c~not ~,~6~! its obligations. Satisfaction of obligations by the
SUBGRANTEE shall be determined by thc DIVISION b~.sed on the terms and conditions imposed on the
SUBGRANTEE in this agreemen~ and compliance with the program ~fidelines. The DMSION shall
Page 2 of 4
provide SUBGRANTEE a wr/tten notice of default letter. SUBGRANTEB shall have 15 calendar day~
to cure the default, ffthe default is not cured by the SUBGRANTEE within the stated period, the
DIVISION shall terminate this agreement, unless the SUBGRANTEE demonstrates good cause as to why
it cannot cure the default within the prescl'l'bed ~ period. For purposes of this agreement, "good cause"
is defined as circumstances beyond the SUBG~E's control. In the event of termination of this
agreement, the SUBGRANTEE will be compensated for any work satisfactorily completed prior to the
notification of termination
f. The Division shall un/laterally cancel this agreement/f the SUBGRANTEE refuses to allow public
access to all documents or other materials subject to the provisions of chapter 119, Florida Statutes.
g. Surplus funds must be temporar/ly invested and the interest earned on such investments shall be
returned to the State quarterly.
h, Bilh for services or expenses sh~il be maintained in detail sufficient for proper preaudit and postaud/t.
i. Any wavel expenses must be maintained accord/ag to the provisions of Section 112.06 l, Florida
Statutes.
j. The DMSION shall not be liable to pay attorney fees, interest, late charges and senhce fees, or cost
of collection rehted to the grant.
The DIVISION shall not assume any liability for the acts, omi-~sious to act or negligence of the
SUBGRANTEE, its agents, servants or employees; nor shall the SUB(3RANTEE exclude liability for
its own acts, omissions to act or uegligence to the DMSION. In addition, the SUBGRANTEE
hereby agrees to be responsible for any injury or property damage resulting from any activities
conducted by the SUBi3RANTEE.
1. The SUBGRANTEF, other than a SUBGRANTEE which is. the State or agency or subdivision of the
State, agrees to inderrmify and hold the DIVISION harmless flora and against any and all clahns or
demands for damages of any nature, including but not limited to personal injury, death, or damage to
property, arising out of any activities performed under this agre~mmt and shall Investigate all claims
at its own expense.
The SUBGRAHTEE shall be responsible for all work performed and all expenses incurred in
connection with the Project. The SUBGRANTEE may subconWact as necessary to perform the
senrices set forth in this agreement, including entering into subcontracts with vendors for services and
co~dities, PROVIDED THAT such subconwact has been approved by the DIVISION prior to its
execution, and PROVIDED THAT it is understood by the SUBGRAN'rEE that the DMSION shall
not be liable to th~ Subcontractor for any expenses or liabilities incurred under the subconWact and
that the SUBGRANTEE shall be solely liable to the Subcontractor for all expenses and liabilities
n. Neither the State nor any agency or subdivision of the State waives any defense of sovereign
im,~dimity, or ~ the limits of its liability, upou entering into a contractual relation-~hlp.
o. The SUB(3RANTEE, its officers, agents, and employees, in performance of thi_, agreement, shall act
in the capacity of an ~ contractor and not as an officer, employee or agent of the
DMSION. Under this a~-ment, SUBGRAHTEE is not entitled to accrue any benefits of state
employm~t, iucl~dln~ regrement ben, tits and any other rights or privileges connected With
employmmt in tl~ St~ Cal~r Service. SUBGRANTEE agre~ to take such steps as may be
n~ces,m3, to ~ tim e~:h subconuacmr of the SUBGRANTEE will be deemed to be an
in~ co~ md will not be considemt or ~mfitted to be an agent, servant, joint venturer,
or parm~ of th~ DIVISION.
p. Tbe SUBGRANTEE shall not ~sign, sub~ or o~ transfer its rights, duties, or obligations
under this agreem~t without prior written consent of tbe Depammnt, which consent shall not be
unreasonably withheld. The agreement transferee must demonstrate c°mplisnce With the requirements
oftbe program lftbe ~t approves a tramfer of the SUBGRANTEE's obligations, the
SUBGRANTEE remains responsible for all work performed and all expenses inoured in connection
With tbe agreermmt. In th~ ~vent th~ L~gishture transfm th~ rights, duties, and obligations of the
Dep~ to anoth~ government entity pursuant to section 20.06, F/o~a Statutes, or. otherwise, the
fights, duties, and obligations und~ this agreement shall also be Uunsfen~ to the successor
government entity as if it were an
q. This agreement shall bind th~ suor~s.sors, assigns and legal representative~ of th~ SUBGRANTEE and
of any legal entity that su~ to the obligation of the DMSION.
r. When publications, films or s'mfilar mat~riah ate developer, dir~tly or inalr~tly, from a program,
project, or activity supported with grant funds, any copyright resulting therefrom shall be held by the
Page 3 of 4
Vo
Department of State. The author may arrange for copyright of such materials oilly after approval from
the DMSION. Any copyright arranged for by the author shall include acknowledgment of grant
assistance. As a condition of grant assistance, the SUBGRANTEE agrees to, and awards to the
Department and to its officers, agents, and employees acting within the scope of their official duties,
and if applicable, the Federal Government, a royalty-flee, nonexclusive, and irrevocable license
throughout the world for official purposes, to publish, Izanslate, reproduce, and use all subject data or
copyrightable material based on such data covered by the copyright.
No costs incurred before the date of this Agreement shall be eligible as project expenditures. No costs
incurred after the completion date or other termination of the Agreement shall be eligible as project
expenditures unless specifically authorized by the DMSION.
The term of ~ agreement will commence on the date of execution of the agreement. If the
SUBGRANTEE award period is extended beyond the original Agreement period, the final report will
cover the entire grant period of project activities and is due within thirty days after the end of the extended
grant period.
Any modifications or attachments to this Agreement are enumerated below.
THE SUBGRAN'rEE
THE DMSION
Signature of Authorized Official
Bart'aR Willdns, Director
Division of Library and Information Services
Deparunent of State, State of Florida
Typed Name and Title of Authorized Official
Witness
Wimess
Wimess
Wimess
7/13/00
Page 4 of 4
PRO/ECl' NUMBER 00-LSTA-K-01
Florida Department Of State, Division of Library And Information Services
LIBRARY SERVICES AND TECHNOLOGY ACT
GRANT AGREEMENT
AGREEMENT executed and entered into
BETWEEN the State of Florida, Deparm~ent of Sta~e, Division of Library and Information Services, hereinafter
referred to as the DMSION, and the
SUBG~E:
City of Boynton Beach for and on behalf of Boynton Beach City Library
the PRO/ECT:
the GRANT AMO~:
Neighborhood Library Electronic Access and Training Project
Forty-eight tho,,,--~ two hundred forty-four dollars ($48,244)
released in four equal advance payments as de~ermlned by the Division after consuliation with the SUBGRANTEE.
The fimds shall be expended on or before Sepl~nber 30, 200i
Unless there is a change of address, any notice required by this agreemen~ shall be delivered to the DMSION, 500
South Bronough Street, T~,~h~.see, Florida 32399-02~0, for the S~ate, and to Boynton Beach City Library, 208 S.
Seacre~ Blvd., Boynmn Beach, FL, 33435, for the SUBORANTBE. In the evem of a chan~e of address it is the
obligation of the moving party to notify the other party in writing of the change of address.
The DMSION, as ;amh~i.~trator of federal funds aultmrized under Section 257.12, Florida Statute. v, is des'U'Ous of
providing a grant Federal funds are provided through the Library Services and Technology Act of 1996 under
Florida's long range plan approved by the Institute of Mnseum and L~rary Services. The SUBGRANTEE agrees to
meet all sia~e requirements and requirements of the L~rary Services and Technology Act, hereinafter referred to as
The parties agree as follows:
The SUBGRANTEE agrees to:
a. Aaminls~-r all funds gran~ m it by the DIVISION to carry ouI the projec~ as descn~oed in the project
proposal and r,~ision~ submitted to and approved by th~ DIVISION. The project proposal and
revisions are incorporated by tefei~nce.
b. Provide the DIVISION with statistical, narrative, fi~uclal and other evaluative reports as requested.
c. Retain and make available to the DMSION, upon reque~ all i~,,-,,elal and programmatic records,
suppon~ document, smisfi~ records, and other records for the project.
d. Retain all records for a period of $ yeats from the date of submission of the final project report, ffany
litigation, claim, negotiation, audit or other action involving the records has been started before the
expiration of the S' year period, the records shall be retained until completion of the action and
resolution of all issues which ~ from it, or until the end of the regular S year period, whichever is
later.
e. Pay out all project funds on or before the project ending date.
f. Use and maintain adequate fiscal authority, control, and accounting procedures that will assure proper
disbursement of~ ~,~a accountin~ for federal project funds.
g. Perform all acts in connection with this agreement in strict conformity with all applicable State and
Federal laws and regulations.
h. Not discriminate against any employee employed in the performance of*hr, agreement, or agaln-qt any
applicant for employment because of race, color, religion, gender, national origin, age, handicap or
marital status. The SUBGRANTEE shell insert a similar provision in all subcontracts for services by
this agreemenc
Page 1 of 4
jo
Bxpend all gram funds received under this Agreement solely for the purposes of the project. These
funds will not be used for lobbying the lcghlat~re, the judicial tnanch, or any slate agency. Repay to
the DIVISION any and all funds not thus expended.
Have an audit of financial operations performed in accordance with the Single Audit Act of 1984 (31
II.S.C. 7501-7) and 45 CFR 1183.26.
1. In the event the SUBGRANTEB expends $300,000 or more in Federal awards in its fiscal year, the
recipient must have a single or pro/ram-specific audit conducted in accordance with the provisions
of OMB CLrcular A, 133, as revised. The Notification of~t Award indicates the Federal.funds
awarded through the DeparcmenI of State by this agreement. In determi,~i,~g the Federal awards
expended in its fiscal year, the recipien~ shall consider all sources of Federal awards, including
Federal funds received from the Department of State. The de~crmi,~,tion of amounts of Federal
awards cxpended should be in accordance with the guidelines established by OMB Circular
as revised. An audit or,he recipient conducted by the Auditor General in accordance with the
provisions OMB Circ~,!,? A-133, as revised will meet the requirements of thi.s pa~
2. In connection with the audit requirements addressed in paragraphj.l., the recipient shall, f~lt~tl the
requirements relative to auditee responsibilities as provided in Subpar~ C of OMB Circular
as revised.
3. If the recipien~ expends less than S300,000 in Federal awards in its fiscal year, an audit conducted
in accord,,~ee with the provisions of OlVIB Circular A-133, as revised, is not required. In the event
that the recipien~ expends less than S300,000 in Federal awards in its fiscal year and elects to have
an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost
of the audit must be paid from non-Federal funds (i.e., the. cost of such an audit must be paid from
recipient fimds ob~aiued from other than Federal entities).
The DIVISION a~rees to:
a. Provide a giant in accordance with the terms of this a~reement in the amount and frequency as stated
above in consideration of the SUBGRAKIEE's performance hereinunder, and contingent {ipon
funding by the Institute of Museum and L~rary Setwices. The State of Florida's performance and
obligation to pay under this agreement is contingent upon an annual appropriation by the LegiSlature.
In the even~ that the state or federal funds on which this agreement is dependent are withdrawn, this
agreement is termhmted and the state has no further liability to the SUBGRANTEE beyond that
already incurred by the termination date. In the evenI of a state revenue shortfall, the total grant may
be reduced accordin/ly.
b. Provide professional advice and assistance to the SUBGRANTEB as needed, in irr~. lementing and
evaiu~ring ~ l~oject.
c. Review the pmjec~ dung the gra~ p~od to assu~e d~t adeq~te pregress is being made toward
achievi,~g ~ project objectives.
The SUBGRANTBE and the DIVISION nnnually agree than
a. This insuume~ embodies the whole a/reemen~ of the panics. There are no provisions, terms,
conditions, or obligations other than those contained herein; and this agreement shall supersede all
previous co..,-;~mlcations, representations, or agreements, either verbal or written, between the panics.
No amendment shall be effective unless reduced in writing and signed by the parties.
b. The agr~-~*nt is ex~'uted ami entered into in the State of Florkla, and shall be construed, performed,
and enforced in all ~ in accordance with the law~ and rules ofth~ State of Florida. Each party
shall perform its obligations hereunder in accor,~¢e with the terms and conditions of this agreement.
c. If any term or provision of th~ agreem~t is found to be illegal and unenforceable, the remainder of the
agreement shall rema/n in full force and effect and such t~rm or prov/sion shall be deemed stricken.
d. No delay or omission to exercise any fi~ht, power or remedy accruing to either party upon breach or
default by either party under ~ Agr~rnent shall im~a/r any such fight, power or remedy of either
party;, nor shall such delay or oral, ion be construed as a waiver of any such breach or default, or any
similar breach or default.
e. This agreem~t shall be termi~t~ by the DMSION because of faiIure of tbe SUBGRANTEE to fulffil
its obligations under the agreem~t in a timely and satisfactory manner unle~ tl~ SUBGRANTEE
demonswates good cau~ as to why it cannot ~d61! its obligations. Satisfaction of obligations by the
SUBGRANTEE shall be determined by the DMSION based on the terms and conditions imposed on the
SUBGRANTEE in th~ agreement and compliance w/th th~ program gu/delines. The DMSION sl~l
Page 2 of 4
provide SUBGRANTEE a written notice of default letter. SUBGRANTEE shall trove 15 calendar days
to cute the default If the default is not cured by the SUBGRANTEE witlfin the stated per/od, the
DIVISION shall terminate this agreement, unless the SUBGRANTEE demonstrates good cause as to why
it cannot cure the default within the prescnt~l time period. For purposes of this agreement, "good cause"
is defined as circuses beyond the SUBGRAKFEE's conu, oL In the event oft~,tt~nation of this
agreement, the SUBGRANTEE will be compensated for any work sati.shctorily completed prior to the
notification of t~,-,;nation.
f. The Division shah ~nilnterally cancel this agreement if the SUBGRANTEE refuses to allow public
access to all documents or other materials subject to the provisions of chapter 119, Florida Statutes.
g. Surplus funds nmst be temporarily invested and the interest earned on such investments shall be
returned to the State quarterly.
h. Bills for services or expenses shall be maintained in detail sufficient for proper preaudit and postaudit.
i. Any travel expenses must be maintained according to the provisions of Section 112.061, Florida
Statutes.
j. The DMSION shall not be liable to pay attorney fees, interest, late charges and service fees, or cost
of collection rehted to the grant.
la The DIVISION shall not assume any liab/1/ty for the acts, omissions to act or negligence of the
SUBGRANTEE, its agents, servants or employees; nor shall the SUB(3RANTEE exclude liability for
its own acts, omi-~sions to act or negligence to the DIVISION. In add/fion, the SUBGRANTEE
hereby agrees to be respons~le for any injury or property damage resulting from any activities
conducted by the 5UBGRANTEE.
I. The SUBGRANTEE, other than a SUBGRANTEE which is.the State or agency or subdivision of the
State, agrees to inde-mify and hold the DM$ION harmless from and against any and all claims or
demauda for damages of any nature, including but not limited to personal injury, death, or damage to
property, arising out of any activities performed under this agreement and shall investigate all claims
at its own expense.
tn. The SUBGRAKYEE si~ll be responst~ole for all work performed and an expenses incurred in
connection with the Project. The SUBGRANTEE may subcontract as necessary to perform the
services set forth in tiffs agreement, including entering into subcontracts with vendors for services and
commodities, PROVIDED THAT such subeonwact has been approved by the DMSION prior to its
execution, and PROVIDED THAT it is understood by the SUBGRANTEE that the DIVISION shall
not be liable to the Subconixactor for any expenses or liabilities incurred under the subcontract and
that the SUBGRANTEE shall be solely liable to the Subconlractor for all expenses and liabilities
n. Neither the State nor any agency or subdi~on of the State waives any defense of sovereign
immunity, or increases the limits of its liability, upon entering into a contractual relationship.
o. The SUBGRANTEF, its ofce~ agents, and employees, in performance of this agreement, shall act
in the capacity of an ~ conlxactor and not as an officer, employee or agent of the
DIVISION. Under figs a~reement, SUBGRANTEE is not entitled to accrue any benefits of state
employme~ incl,,,ti,~g r~irmmm~ benefits and any other rights or pr/v/leges connected with
employm~ in the Stare Carm~ Service. SUBGRANTEE agrees to take such steps as may be
necessary to ensu~ tim each mbconwactor of the gUBGRANTEE will be deemed to be an
independ~ conwac~ and will not he consid=~ or perm/tted to be an aimS, servant, joint veutu~er,
or parmer of the DIVISION.
p. The SUBGRAlqTI/E stroll not assign, mblicense or otherwis~ u-ansfer its rights, duties, or obligations
under this agr~uem without prior written con,ut of the Dep~ wh/ch consmu ~ not be
unreasonably withheld. The agreement wansferee must demonstrate compliance with the requhements
of the program If the Depammm approves a wansfer of the SUBGRANTEE's obligations, the
SUBGRANTEE remains respous~le for all work performed and all expenses incurred in connection
with th~ agreemmu. In the event tim Le~lav.~ wansfe~ the rights, dut/es, and obligations of the
Dep-.h,,ent to another govemmem entity pursuant to section 20.06, F/or/da Statutes, or otherw/se, the
rights, duties, and obligations under this ag~-~nent shall also be wansferred to the successor
government entity as if it wer~ an original party to the agreenl~i.
q. This agreement shall bind the successors, assigns stat legal representatives of the SUBGRANTEE and
of any legal entity that succeeds to the obligation of the DMSION.
r. When publications, firms or s/m/lar materials are developed, ~y or ind/recfly, from a program,
project, or activity supported with gtaut funds, any copyright resultin~ therefrom shall be held by the
Page 3 of 4
rvo
Vo
So
D~artment of State. The author may awa~e for copyright of such materials onll~ after approval ~om
the DMSION. Any copyright arranged for by the author shall include aclmowledgment of grant
assistance. As a condition of grant assistance, the SUBGRANTEE agrees to, and awards to the
Department and to its officer~, agents, and employees acting w{thln the s~ope of their official duties,
and if applicable, the Federal Oovernnvmt, a royalW-ffee, nonexclusive, and irrevocable license
throughout the world for official purposes, to publish, Ixamslate, reproduce, and u~e all subject data or
copyrightable material based on such data covered by the copyright.
No costs incurred before the date of this Ag~eem~t shall be eli~'ole as project expenditures. No costs
incurred after the completion date or other terminstion of the A~reement shall be eligible as project
expenditures unless specifically authorized by the DIVISION.
The term of this a~reement will coi .... ence on the date of execution of the a~reement~ If the
SUBGRANTEE award period is extended beyond the original Ag~*ment period, the final report will
cover the entire grant period of project activities and is due within ~ty daly~ aft~ the end of the extended
grant period.
Any modifications or attachments to this Agreement are enumerated below.
THE SUBGRANTEE
THE DIVISION
Signature of Authorized Official
Barratt Willsn~, Director
Division of L~rary and Information Services
Department of State, State of Florida
Typed Name and Title of Authorized Official
Wimess
Witness
Wimess
Witness
7/13/00
PaEe 4 of 4
Sample Letter for transmittal from bank personnel to Office of
Comptroller. State of Florida - Completed Letter Must Be
Attached to Electronic Payment Authorization Form
~vlUST BE ON BANK'S LETTERHEADI
(date)
EFI' Section
Office of Comptroller
Room 414 Flemher Building
I01 East Gaine~ Street
Tallalmssee, Florida 32399-0350
To Whom It May Concern:
I have verified that the account and transit-routing numbers provided on the attached State of Florida
Electronic Pa.~waent Authorization form ar~ correct. I have f~rther verified that the person whose -~ignamxe
is on the authorization form is authorized to sign on the account provided. If you l~ave any questions.
please call me ar (Telephone No,)
Sincercly,
(Signature of bank o.07cer)
(~t~)
Boynton Beach City Library
Neighborhood Library Access and Training Project
Introduction.
The Boynton Beach City Library's mission is to select, organize, preserve and make available, freely
and easily, to all residents of the community, pdnted and other materials, within the limitations of
space and budget, which will aid them in the pursuit of education, information, research, recreation
and in the creative use of leisure time; and further to provide skilled guidance in the use of the
library and its materials and electronic resources. In support of this mission, the library operates two
facilities with open access, a community focus, responsive operating hours, and broad and relevant
range of materials and services in a variety of formats. The library is a department of government of
the City of Boynton Beach, under the direction of the City CommisSioners. The library operates a
central library, and a renovated histodc schoolhouse, soon to house the library's archive collection.
With an annual operating budget of $1,416,000, the library serves an estimated 55,00 people and
85,000 in the adjacent communities. With the new facility, the library's informational/educational
service program is being expanded and enhanced. The library is also a member of COALA ( a
cooperative of municipal libraries), The Library Cooperative of the Palm Beaches and SEFLIN.
Need.
The City of Boynton is a growing urban community 15.2 square miles in area and encompassing a
culturally and economically diverse population. It is a community of significant demographic
complexity. The City has historically been pdmadly a retirement' community. Currently 30.3% of the
population is over 65 years of age. Since the 1990 Census, the overall population has grown 20.6%.
With that growth, there have been some accompanying changes in the makeup of the community.
The mean per capita income is $16,668, but 15.8% of the population is unemployed or below the
poverty level. In addition, 25.7% of the employed people work in service industries. There is a
significant younger population (18.2%) that is under 18 years of age. Single, female householders
make up 22.6% of the total households in the city. There is also a significant immigrant segment of
the population (22.2%) that speaks a language other than English.
The library has been the principal information provider for at least 40 years. For a significant amount
of the time, the library has provided traditional library service products to a reading older group of
customers. In recent years, particularly with the introduction of the library's intemet and word
processing computers, the library's customers and types of requested services has changed to a
growing number of younger customers (school aged) who need Intemet and personal computing
services. Accompanying the slowdown in circulation activity (1% in 1998) has been the dramatic dse
in technology-based services. The adult and youth demand for onsite Intemet access has jumped
79% over the last two (2) years, while word processing has gone up 183% and the use of CD-ROM
products is up 25%. Demand has outstripped the library's currently available staffing and physical
resources. As in the past, the community expects the library to provide for its information and
educational needs. Then the library was expected to have the latest reference books and
typewriters. Today, the customer expectation is that the library provide the latest electronic tools and
resources and the know-how to facilitate use and access. Library customers expect
Boynton Beach City Library
Neighborhood Library Access and Training Project
the latest in Intemet and word processing computers and the usage level continues to increase.
Currently, the library is averaging 340 word processing and 1130 Intemet customer sessions per
month, using the library's limited resources. It is not uncommon to have individuals wait for an hour
for a computer session.
From the beginning, it has been evident that there was a computer literacy issue. According to
Public Services staff, it is not uncommon for many of the computer users to require some level of
staff intervention. The figures indicate that the staff answers 68 adult and 42 juvenile computer
related questions per day. These questions range from the simple to the moderately complex. The
senior citizens are the least comfortable and experienced. It is estimated that 54% of the computer
users over 65 years of age have little or no computer experience. Only 25% of the senior customers
have Intemet experience. This group tends to be apprehensive of computers and computer related
activities. The younger users have a considerable exposure to at least the Intemet, but little or no
experience with word processing. They are more comfortable with the computer-based
technologies, particularly the Intemet, but lack research techniques, training or experience to search
the Internet or library electronic card catalog effectively. The group between 18 and 33 years of age
has the most experience and the greater comfort level when using library computers. Initially library
staff had been unable to determine the exact number of customers who had difficulty with electronic
searching. However, it was clear that significant staff time is devoted to this issue on a daily basis.
Using the computer keyboard and search strategies a recurring problem for many of our customers.
More recently, staff have been recording customer computer questions.
In an effort to assist library computer users, staff designed a modest, basic computer training
program in April of 1999. Initially, the library offered four (4) computer classes a week for basic
lnternet and word processing. Two (2) were for adults and two (2) for our young customers. Staff
conducted classes. By the fall of the year, the majodty of the demand for classes came from older
adults. Currently, the library conducts four (4) adult classes per week and one (1) for the younger
user. Staff set up a temporary computer lab in the quiet study area of the library, as it was the only
available usable space. Eight (8) computers were put into service for the program. To date, using
limited resources the library has provided limited computer training to approximately 1,920 library
customers. Volunteers conduct 40% of the classes each month. The weekly classes include the
basis of the Intemet, word processing and computer basics and the seamhing the library electronic
catalog. Classes have been booked solid since September 1999. The demand is such that
registration is now done a month in advance, on first come first serve basis. According to library
staff, 15-20 customer per week are unable to register due to the program popularity.
The Boynton Beach City Library has an on-going need for the ability to train library, other staff and
volunteers in the use of new and changing information delivery tools, such as the Intemet, Web site,
search engines and electronic reference services. This need has been demonstrated by the
increasing utilization of library's electronic tools and materials by students and other library
customers. In addition there is the demand by library customers for more information and training on
computer library research. For some time, computer training has been available for all city
employees through Information
Boynton Beach City Library
Neighborhood Library Access and Training Project
Technology Systems Department. The program has been limited to programs in the Microsoft
Business Package. Additional training for librarians has also been available through the Southeast
Florida Intemet Network SEFLIN). Library staff and volunteer training are important components in
the training program. Currently, the library has assigned .5 FTE staff to conducting of the training
classes. In addition, there are three (3) volunteer retirees who assist as trainers.
The purpose of the Neighborhood Library Access and Training Project is to empower the customer
with the basic skills and tools to access the electronic information distribution environment that
fosters the free flow of information irrespective of the cultural, economic, educational or political
roots of the customer. The City of Boynton Beach has an overall population of 55,000 individuals.
The population consists of 70.9% White, 20.1% African-American, 6.8% Hispanic, and 2.1% Asian
or Native American. There are 7,870 families with a median size of 2.34 persons. Children under 18
years of age makeup 6.7% of the population and 11.5% are between the ages of 10 and 19 years of
age. Economically, 6.2% of the population earns below the poverty level income, 9.6% is
unemployed, 45.7% depend on income from social security and 4.4% from public assistance. The
median income is $16,668. 22.6% of the families have single, female householders. And, 22.2% of
the population speak a language other than English at home. The locations of the training sites are
located in neighborhoods that demographically reflect the principal under served target groups of
the project.
Inputs.
This project takes advantage of the library's experience with conducting programs using a
combination of volunteers and library staff. As the staffing resources are limited, there will be
considerable reliance a core of computer competent volunteers to assist as trainers. A proven track
record exists with the library's Adopt-A-Shelf, the youth volunteer and basic computer training
programs. The library also has a set of physical, technological and personnel assets in place, which
will provide a basic foundation for training the onsite customer.. This currently includes thirty-six (36)
public Internet access, word processing and electronic card catalog computers. In addition, the
library's working relationship with other city agencies, particularly the Recreation and Information
Technology Systems departments are significant assets. The project enables the expansion and
formalizing of the library's onsite customer/staff training program and provides the basis for
extending service out into the community. By extending the training program, the Recreation
Department benefits directly by the establishment of electronic sites at its community, senior, teen
and other facilities. With the establishment of community training sites, the customer is offered a
direct empowerment opportunity to access the library's information resources from a number of
community sites. The project will offer an effectively accessible, equitable and cost efficient
approach to library electronic services. It directly meets the needs of the working m.other, the young
student and the retired senior by increasing access and training sites. Sites were selected on the
basis of their close proximity to under-served neighborhoods or a facility providing services to a
specific target group, such as senior citizens. Based upon the library's experience, we know that at
least 60 to 80 customers per month are not able to participate in the current program. In addition,
Public Service staff has indicated that 10%-15% of the customers using the public computers
requires some level of staff intervention or assistance. By inference, we know that there is a
significant broad-based demand that is currently left without service. This preliminary data provides
a sufficient indicator that the market demand exists to motivate the forming of various types of future
partnerships.
Boynton Beach City Library
Neighborhood Library Access and Training Project
An employee computer training program has been available for ali city employees through the
Information Technology Systems Department. The library has work with local social service
agencies, neighborhood associations, social agencies, condominium associations and local
governmental entities in the past. This project will empower the youth and the senior citizens of the
community by providing training in the use of the Intemet and the library's electronic resources
through the establishment of neighborhood electronic access and training sites. In addition, the
project will establish the foundation for future remote expansion of library services much as the
bookmobile and books by mail did in years past. The first step is the completion of the proposed
project. This places the library in a more responsive position by placing the training and tools for
library access out in the city's neighborhoods and directly in the hands of the retired, working or
student customer. The crafting of additional partnerships with local businesses, the recruiting of
support by community organizations, use of available local governmental physical resources and
the training more volunteers will insure that this program continues. The Boynton Beach City Library
will be partnering with the city's Information Technology Systems Department for technical
assistance and basic computer training. With the cooperation of the Recreation Department space
will be available for training and library electronic access programming targeting the neighborhood
young adults and senior citizens. The Recreation Department's assets include the Hester Center,
Wilson Center and the City's Senior center and the Teen Center. The project addresses initially the
issue of establishing an adequate onsite training lab and setting up small training lab environments
at the Senior Center and the Hester Community Center.
In addition to the two remote project sites, the Boynton Beach City Recreation Department has two
(2) 'Recreation Specialists - one at each site - available to work with the Project Team and support
the project. For the project, selected Recreation staff will attend a sedes of training sessions on
the use of the library's Unicom database, accessing and using the library's web page, and electronic
searching techniques and strategies. The project Library Systems Coordinator and Training
Coordinator will plan and conduct the training sessions. Training materials, tip sheets, handouts and
brochures used successfully in the past, will be available for distribution.
The publicity activities for the will be managed by the library's and Recreation Marketing Teams,
and will be coordinated by the City's Public Information office. Their experience and expertise with
marketing and publicity and the long established relation with the pdnt, radio and television media
will facilitate the execution of an effective campaign and the heightening of the community's
awareness of the project. Traditionally, the promotion of the libraries service programs has included
a wide range of communications tools, including library, city, neighborhood and other newsletters,
brochures, newspaper articles, radio spots and television coverage. In addition,' the library will
include outreach to schools, retirement communities, day care centers and bUsinesses, community
bulletin boards and the Intemet.
A cross-departmental team will be providing support for this project. The team will c~nsist of
supervisors for the Hester Community and the Senior centers the current lead library staff for the
training program and the library's network administrator. All relevant staff will attend training
sessions on the library's computer catalog program, Unicom, and classroom management.
With the establishment of the initial electronic training lab sites, future funding will be incorporated
into the library's FY2002 budget. To maintain a cost effective program, a recruitment and training
program for volunteer instructors, under the management of library staff, will be refined and
formalized. Recreation staff will participate as program team members.
Boynton Beach City Library
Neighborhood Library Access and Training Project
Project Ob_iectives
By July 2001, 1950 customers from the target group (youth and senior citizens) will have been
trained and be able to access the Intemet and the library's electronic resources.
· By August 2001, 975 customers will have registered for library cards as a result of the project.
By August 2001, 22% of the customers trained and new library card holders will be represented
by the project target group.
By September 2001, the library's traffic count and circulation will have increased 1.5% as a
result of this project.
Action Plan
Project Team. 'i'Ve project will include an overall project coordinator, technical support personnel, a
training coordinator, publicity team, and a recreation specialist.
Project Manager. Supervises overall project, including project staff. This individual is
experienced in the techniques and principles of PC installation, setup, con. figuration and
networking. Has experience with web-based applications, hardware and software networking.
Coordinates with vendors and other city agencies. Also experienced in public library functions
and resources, including automated systems. Responsible for this project and the
implementation of the grant, including gathering project data and reporting. All project team
members are responsible to this individual. (Library)
Library Systems Supervisor. Directly supervises hardware and software setup, configuration,
implementation and testing. This individual is experienced in the techniques and principles of
PC installation, setup, configuration and networking. Has experience with web-based
applications, hardware and software networking. Also experienced in public library functions
and resources, including automated systems. (Library)
Network Specialist. This individual is experienced in the techniques and principles of PC
installation, setup, configuration and networking. Responsible for supporting the project
hardware and software installation, configuration and testing. (City ITS Department)
Training Coordinator. This individual is experienced in the development and delivery of training
programs on library resources and services. Set training goals, objectives and expected
outcomes. Develops and coordinates related volunteer trainer program, training plans,
curriculum and scheduling. (Ubrary)
Publicity team. This group is experienced in the writing of press releases, working with the
media and the various marketing tools. Responsible for the planning and execution of outreach
and publicity events in coordination with the City's Public Information Office. (Library,
Recreation and City's Public Affairs office).
Recreation Specialist. This individual is an employee of the Recreation Department, and is
experienced in the planning and providing of.recreation programs. Also experienced in the use
of computer and other equipment. (Recreation)
Boynton Beach City Library
Neighborhood Library Access and Training Project
Secretary. This individual will collect and maintain files for all records, documents and related
project document. Responsibilities will also include handling correspondence, typing reports
and other related support activities.
Activities.
October 2000
· Project team has initial planning meeting.
· Attendance at Capacity for Building Workshop in Tallahassee.
Project manager orders computers, furniture, licenses, and other project related materials.
Project manager arranges for 128kbps circuit from BellSouth for Intemet connection.
· Training coordinator prepares initial computer training plan, including determining number of
classes, number of volunteer trainers, sets curriculum and materials to be used, determines
class structure, prepares preliminary class schedules. Training package includes instruction in
the basic use of Windows, browsers, library's web sites, Intemet searching and library
bibliographic and other electronic databases. .
· Publicity Team prepares project marketing plan.
· Recreation Specialist executes space plans formalized for each recreational lab site.
November 2000
· Project Team meets to review project progress and make necessary project adjustments.
Training coordinator finalizes computer training plan, including the training goals, objectives and
expected outcomes, curriCulum, class structure and materials to be used, class schedules to be
implemented and training requirement for trainers.
· Training Coordinator begins recruitment of volunteer trainers. The target is recruitment of 10-12
computer and Intemet competent volunteers to assist as trainers.
· Publicity Team finalizes project publicity and marketing plan, including types of communications
tools to be used and compiling of media contact list.
· Site electrical and cabling requirements completed. This is estimated at a total of twelve (12)
additional electrical installations and 18 network cable runs.
December 2000
· Project Team meets to review and evaluate project progress and make necessary adjustments.
· Training coordinator begins interviewing volunteer trainers.
· Recreational Specialist completes preparations for electronic sites including furniture and
equipment, electrical requirements and the installation of the Intemet connection.
Boynton Beach City Library
Neighborhood Library Access and Training Project
Library Systems Supervisor and technical staff will install computers, communications hardware
and all software in all training lab sites. A total of 18 desktop computers and 3 pdnters are
included in the package.
· The installed system will be tested and fine-tuned.
The Library Systems Supervisor and Training Coordinator will prepare for the training of
Recreation staff. Training will include: the use of Unicom (the libraries bibliographic database)
and other available databases; the library's home page, use of the Internet and search engines;
and the process for registering for a library card and reserve materials.
January 2001
· Project Team meets to review evaluate project progress and make necessary adjustments.
Training coordinator prepares initial computer training plan, including determining number of
classes, number of volunteer trainers, sets curriculum and materials to be used, determines
class structure, prepares preliminaryclass schedules. The target is to begin with a total of 20-30
training sessions per month, using 10 volunteer trainers, and 8 Recreation and library staff. The
training target is for 650-780 customers per month.
· Training coordinator review and evaluates progress on volunteer recruitment.
· Library Systems Supervisor and Training coordinator begin staff training sessions. The target is
to complete four (4) sessions for eight (8) staff.
· Publicity Team prepares project publicity campaign, including press releases, brochures,
interviews, and other publicity tools.
February2001
Project Team meets to review project progress and make necessary adjustments.
· Project manager initiates necessary adjustments.
· Training coordinator begins training sessions for volunteer trainers. The project will need to train
8-10 individuals to conduct 20-25 classes per month.
· Training coordinator reviews and evaluates progress on volunteer recruitment.
Library Systems Supervisor and Training Coordinator begin training sessions for Recreation
Department and other staff.
March 2001
· Project Team meets to review and evaluate project progress.
· Training coordinator prepares final computer training plan for project, including bdefing
volunteer trainers, determining number of classes, number of volunteer trainers, setting
Boynton Beach City Library
Neighborhood Library Access and Training Project
curriculum and materials to be used, determines class structure, prepares preliminary class
schedules.
· Training Coordinator reviews and evaluates progress on volunteer trainer recruitment.
Publicity Team launches project publicity campaign, including the distribution of brochures and
information sheets to city departmental and community sites, releasing prepared statements to
the media, posting information on the library's and City's web page, include articles in
departmental and community newsletters and schedule public relations events. These will
include library card sign-ups, outreach to the community schools and retirement communities
about the library and its service offerings.
· Library Systems Supervisor reviews and evaluates progress on staff training.
April 2001
· Project'Teammeets to review and evaluates project progress.
Library Systems SuperviSor and the Training Coordinator ~11 conduct the first in a series of
training programs for the public will be launched at each of the neighborhood training sites. The
training sessions will include general training on the use of the Intemet, how to search the
library's electronic resources and general information about the operation of the library's service
program.
· Publicity Team prepares project marketing plan.
Customers will use the training sessions to enhance their ability to search the Intemet, locate
information in the library catalog and search available databases and the library's home page.
The target is to have 25% of the trained customers use the Intemet or library electronic services
from the remote site or the library.
· Sign-up and evaluation surveys will be placed next to each computer to generate statistics on
the use of the training program.
Project Team will evaluate customer statistics, number of card registrations and outreach
audiences will be completed. Particular attention will be paid to the comments obtained from the
customer surveys.
· Project Manager will institute changes or refinements to the operation of program will be made
based upon statistical data and customer input.
· Project Manager prepares and submits the Mid-Year Project Report to the State Library.
May 2001
· Project Team meets to review and evaluate project progress and discuss operational issues.
Boynton Beach City Library
Neighborhood Library Access and Training Project
· Public Relations team will launch publicity events, including press releases, customer and staff
interviews by the media, library card sign-ups, outreach to the community schools and
retirement communities about the library and its service offerings. The target is distribute project
· information to 12,168 individuals, 10 community or neighborhood associations, 20 local
businesses, civic groups or other community groups, 3 schools and 5 news media outlets.
· Training sessions will continue.
· Library Systems Supervisor and Training Coordinator review and evaluate customer training
sessions.
· Publicity Team review and evaluates publicity and marketing campaign results.
· Training coordinator will oversee continued operation of training sessions. Will continue to
recruit and train volunteers, prepare expanded training schedule if necessary.
· Training Coordinator and the Recreation Specialists will survey and interview customers
concerning their experiences and level of satisfaction and computer comfort.
· Publicity Team prepares project marketing plan.
· Training Coordinator will complete any follow-up training required for recreation staff or
volunteer trainers.
June 2001
· Project Team meets to review and evaluate project progress and Project Manager makes
necessary final changes, including review of compiled survey data.
· Training coordinator continues to monitor review and evaluate public training program
components.
Publicity Team reviews and evaluates publicity campaign activities, checking media for
informational exposure, and statistical and anecdotal data for public response to training activity
and library use.
Publicity Team initiates publicity and marketing events, including conducting a customer survey
at each site, using the electronic survey computer, press releases, human intere[st stories,
posting information on the library's web site and information, including class schedules and
registration forms to community newsletters, neighborhood organizations and local businesses.
July 2001
Project Team meets to review project progress and begins to collect statistical and anecdotal
information from the class registrations and sign-in logs, site staff reports, survey results and
class evaluations by customers.
· 'Training coordinator continues to monitor training class operations, including program lesson
plans, trainer reports, customer evaluations and volunteer recruitment and training.
· Publicity Team continues marketing and publicity activities.
Boynton Beach City Library
Neighborhood Library Access and Training Project
· Training programs for the public and selected staff continue.
August 2001
· Project Team meets to review and evaluates project progress and continues to collect project
operational data.
· Library Systems Supervisor reviews and evaluates staff follow up training.
· Training coordinator begins preparations for second year computer training program, including
determining number of classes, number of volunteer trainers, adjusting curriculum and
materials to be used, reviewing class structure, prepares class schedules and other program
administrative details.
· Publicity Team does follow up public relations events for August and September, including
direct mailings and outreach to community organizations, homeowners and neighborhood
associations and business and civic organizations.
· Publicity Team begins preparations for second year program marketing and publicity plan,
includes reviewing the impact of current project marketing ~.nd publicity plan.
September 2001
· Project Team meets to review and evaluates project and compile data.
· Project Manager reviews data and financial information, will evaluate all statistical and narrative
information generated by the project.
· Project Manager will prepare the annual project report summarizing all project activity, output
measures and progress in accomplishing the expected project outcomes.
· Program Training Coordinator will finalize training program plan for second program year,
including recruitment and training of volunteers and staff, curriculum, lesson plans, training
environment, target customer group, class and other training program administrative details.
· Program Team (was the Project Team) finalizes overall program plan, including management
and Operational activities, ,time table and target dates, measurements, program evaluation
criteria.
· Publicity Team finalize marketing and publicity plan for program second year.
Evaluation.
The evaluation methodology is to be based on a project evaluation and reporting plan developed
prior to the implementation of the project. The Project Team, including the Project Manager, will
review the project data and evaluate its impact on the customer and library usage. There are four
(4) expected principal customer related outcomes resulting from the Neighborhood Library Access
and Training project.
By July 2001, 1950 customers from the target group (youth and senior citizens) will have been
trained and be able to access the Intemet and the library's electronic resources.
l0
Boynton Beach City Library
Neighborhood Library Access and Training Project
· By August 2001, 975 customers will have registered for library cards as a result of the project.
· By August 2001, 22% of the customers trained and new library card-holders will be represented
by the project target group.
· By September 2001, the library's traffic count and circulation will have increased 1.5% as a
result of this project.
The project will consistently monitored throughout its duration. StatiStics on the training sessions
and use of the library's electronic and onsite resources will be collected from the beginning of the
project. The following measurement tools will be used.
P~lrticioant Count. The impact of the project will be measured in terms of its impact of the
project on the end use customer. Each site will be maintaining customer count records (logs,
signup sheets, registrations, program evaluation forms etc.) from the very beginning of the post
project period.
· General Traffic Count. It is expected that this project will not only enhance public access to the
informational resources and strengthen the libraries' exposure within the respective
neighborhoods throughout the community, and it will also i~pact directly the overall traffic and
usage experience of the library itself. Daily traffic counts will be taken and recorded to measure
impact.
· Monthly compilations will be included with other statistical data for review, evaluation and
reporting.
Circulation Count. It is expected that this project will impact the overall traffic experience for the
library. Comparisons of circulation statistical data will be made, using the monthly circulation
reports.
· LJ~. This project will impact the overall of registered library borrowers. Comparisons
of circulation statistical data will be made, using the monthly patron statistical reports.
~. The library and the training sites will conduct a manual and electronic customer
surveys at the beginning, during and at the end of the project The electronic surveys will be
designed utilizing a computerized polling station and individual interviews. Anecdotal
information will be included. The results will be reviewed and evaluated to facilitate measuring
the level of project achievement.
PrQ!ect Team Reviews. The Project Team will meet monthly to review, discuss and evaluate
the current status of the project based upon the available data. The monthly Project Team
Reviews and the training progress reports will be used in the final evaluation process.
it
Boynton Beach City Library
Neighborhood Library Access and Training Project
Evaluation Time Table.
ate Activity Person Output
ovember 2000 Evaluate project progress includes review Project Team, ProgreSs Report,
project documents, action plan and target including Project
dates Manager
December 2000 Evaluate project progress includes review Project Team. Progress Report.
of project documents, action plan and including Project
target dates Manager
December 2000 Evaluate hardware and software setup and Library Systems System Operational Readiness Re~
installation review hardware and software test Supervisor
reports
January 2001 Evaluate project progress includes review of Project Team, Progress Report
project documents, action plan and target dates including Project
Manager
January 2001 Evaluate progress on volunteer recruitment Training Coordinator Status report on volunteer recruitme
level
February 2001 Evaluate project progress, includes review Project Team, Progress Report.
applications and interview documents review of including Project
Project documents, action plan and tar;let dates Manager
February 2001 Evaluate progress on volunteer recruitment Training Coordinator Status report on volunteer recruitme~
Evaluate progress on volunteer recruitment, Level
review applications and interview documents
March 2001 Evaluate project progress, includes review of Project Team. Progress Report
project documents, action plan and target dates including Project
Manager
~*arch 2001 Evaluate progress on volunteer recruitment, Training Coordinator Status report volunteer recruitment
review applications and interview documents achievement level
arch 2001 Evaluate progress on staff training review training Ubrary Systems Status report on level of achievemer
logs. attendance sheets and session reports Supervisor & Training staff training,
Coordinator
March 2001 Evaluate project progress includes review of Project Team, including Progress Report,
project documents, action plan and target dates roject
Manager
March 2001 Evaluate progress, on volunteer recruitment, Training Coordinator Evaluate progress on volunteer trait
review training logs, attendance sheets, lesson
Plan documents
March 2001 Evaluate progress on staff training, review Library Systems Evaluate progress on staff training
attendance sheets, lesson plan documents. Supervisor &
Training Coordinator
trainee prc~lress documante
Apdl 2001 Mid-year project evaluation Project Team, including Mid-Year project report to State IJb~
Project Manager
Apdl 2001 valuate volunteer training and recruitment, review Training Coordinator Mid-year achievement level report
pplications and intervfew documents training volunteer recruitment and training
view training logs, attendance 'sheets and session achievement level
ports
Boynton Beach City Library
Neighborhood Library Access and Training Project
Evaluation Time Table.
Date Activity
Person Output
Apdl 2001 Evaluate staff training review training logs, Library Systems Mid-year achievement level 0~"~
attendance sheets and session reports. Supervisor & Training level of achievement for st, a.. uainin!
Coordinator
Apdl 2001 Evaluate publicity and marketing campaign, Publicity Team Mid-year achievement level report f¢
including review of distribution records, media and publicity and marketing campaign
newspaper articles published or aired, log sheets
on public response, results of surveys.
May 2001 Evaluate project progress Project Team, including Progress Report, includes review
Project Manager of project documents, action plan an,
target dates, statistical reports
May 2001 valuate customer training sessions, review Library Systems Training report
ttendance sheets, computer activity logs, computer Supervisor & Training
ignup sheets Coordinator
May 2001 valuate publicity and marketing campaign, I ublicity Team Publicity campaign report
cluding review of distribution records, media and '
ewspaper articles published or aired, log sheets on
ublic response, results of surveys
May 2001 valuate project progress Project Team. including Progress Report, includes review o
Project Manager project documents, action plan and
target dates, statistical reports
May 2001 Evaluate customer training sessions, review Library Systems
attendance sheets, computer activity logs, SupervisOr & Training Training report
computer signup sheets Coordinator
June 2001 Evaluate project progress Project Team, including Progress Report, includes r~
Project Manager project documents, action p t
target dates, statistical repo
June 2001 Evaluate customer training sessions, review ibrary Systems Supervisor Training report
attendance sheets, computer activity logs. Training Coordinator
computer signup sheets
June 2001 Evaluate publicity and marketing campaign, ublicity Team Publicity campaign report
including review of distribution records, media and
newspaper articles published or aired, log sheets
on public response, results of surveys
August 2001 Evaluate project progress Project Team, including Progress Report, includes review ol
Project Manager project documents, action plan and
target dates, statistical reports
August 2001 Evaluate customer training sessions, review Library Systems Training report
attendance sheets, computer activity logs, Supervisor & Training
computer signuP sheets Coordinator
August 2001 Evaluate staff follow up training review training Library Systems End of year achievement level repo!
logs, affendance sheets and session reports Supervisor & Training on level of achievement for staff tn,
Coordinator level
Annual project evaluation, review ail logs. sign-in Project Team, including Annual project report to State Librer
S~ptember 2001 and attendance sheets, surveys, publicity and Project Manager
training reports, library card registration, traffic.
circulation and electronic activity records. Report
prepared by project manager
13
Boynton Beach City Library
Neighborhood Library Access and Training Project
Evaluation Time Table.
- -re Activity Person Output
,tember 2001 Evaluate volunteer training and recruitment, Training Coordinator End of year achievement level report
review applications and interview documents volunteer recruitment and training le~
training review training logs, attendance sheets achievement level
and session reports
September 2001 Evaluate staff training review training logs, Library Systems End of year achievement level repot
attendance sheets and session reports Supervisor & Training on volunteer recruitment and trainin
Coordinator level achievement level for trainir~
September 2001 Evaluate publicity and marketing campaign, Publicity Team End of year achievement
Including review of distribution records, media level report for publicity and marketir
and newspaper articles published or aired, log campaign
sheets on public response, results of surveys
14