HomeMy WebLinkAbout9/16/2015 - STAFF REPORTS - 2.I. QpLM SA
� Z
c
'F004 CITY COUNCIL STAFF REPORT
DATE: September 16, 2015 CONSENT CALENDAR
SUBJECT: ACCEPT A FY/2016 ACCESSING THE PAST GRANT FROM FEDERAL
LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) FUNDS IN THE
AMOUNT OF $54,000.00 AND AUTHORIZE THE DIGITIZATION OF
"THE DESERT SUN" NEWSPAPER MICROFILM.
FROM: David H. Ready, City Manager
BY: LIBRARY
SUMMARY
The City Council will consider acceptance of a grant in the amount of $54,000.00 in
Library Services and Technology Act (LSTA) funds from the California State Library for
the Palm Springs Public Library and approve the issuance of a purchase order to
University of California-Regents for digitization of "The Desert Sun" newspaper
microfilm.
RECOMMENDATION:
1) Accept the FY/2016 Accessing the Past Grant from the California State Library in
the amount of $54,000.00.
2) Approve the issuance of a purchase order to University of California-Regents in
the amount of $40,000.00 for digitization of "The Desert Sun" newspaper
microfilm.
3) Authorize the City Manager to execute all necessary documents, including the
purchase order.
STAFF ANALYSIS:
The Library established Accessing the Past Digital History Collaborative project in 2013
to encourage local organizations with historically-significant archives to come together
to scan and digitize our collections and make them available online, free of charge on
our website, www.accessingthepast.org. Since its inception in 2013, Accessing the
Past has partnered with 11 organizations: California Digital Newspaper Collection,
Cathedral City Library, City of Palm Springs Planning Department, Desert Sun,
Historical Society of Cathedral City, Historical Society of Palm Desert, Palm Springs Air
ITEM NO. S
City Council Staff Report
September 16, 2015-- Page 2
Accept$54,000.00 Library Accessing the Past Grant Funding FY/16
Museum, Palm Springs Genealogical Society, Palm Springs Celebrity Golf Classic,
Palm Springs Historical Society, and Palm Springs Lions Club.
The Library received grant funding of $60,000.00 from the California State Library in
2013. Additionally, the Library received $60,000.00 of grant funding from the California
State Library, $2,500.00 from the Webb Foundation, and $50,000.00 from the Library
Board of Trustees in 2014. The majority of the total grant funds, $80,000.00, have been
used in partnership with California Digital Newspaper Collection at University of
California-Riverside to digitize the first 44 years of Desert Sun newspapers, 1934-1978.
The Library Board of Trustees and Webb Foundation gifts in 2014 were used to
purchase a high-quality preservation-level scanner. The Library Board of Trustees has
agreed to fund the 2015-16 recurring costs for website and content management
system, expected to cost $14,050.00.
The Palm Springs Public Library has been able to achieve the goal for the "The Desert
Sun" archive of 1934-1978 is now currently available online in a keyword searchable
format, making the history of Palm Springs readily accessible to anyone around the
world.
This Fiscal Year, the Library submitted a FY/2016 Accessing the Past grant application
to the California State Library to continue this regional Local History Collaborative and
continue the process of digitizing "The Desert Sun" microfilm archive, 1979-1988. The
cost to digitize "The Desert Sun" for 1979-1988, roughly 100,000 pages, is $40,000.00.
An additional goal for this Fiscal Year, is to digitize some of the Library's other local
history archival materials, such as Limelight News, Palm Springs Villager Magazine,
Palm Springs Life Magazine, Palm Springs High School Yearbooks, Palm Springs
Personages Social Registry, and historic Palm Springs Phone Books as well as the
archives of other organizations. Many of these items are in an extremely fragile state
and digitization would both preserve the items as well as make them keyword
searchable in an online format. The Accessing the Past project team is also interested
in adding new collaborative partners and teaching organizations and individuals digital
preservation standards.
As this is the final year of grant funding available from California State Library for
Accessing the Past, the Library will be looking for donations and additional grants for
future years' recurring costs and to continue digitizing "The Desert Sun" issues 1989-
1999.
The grant application process was a very competitive process as numerous library
jurisdictions submitted projects for consideration. Grant funds ($54,000.00) in-kind staff
hours and in-kind materials ($17,005.00) and gift funds from Library Board of Trustees
($14,050.00) bring this year's project total to $85,055.00.
City Council Staff Report
September 16, 2015-- Page 3
Accept$54,000.00 Library Accessing the Past Grant Funding FY/16
FISCAL IMPACT:
The grant requires the City of Palm Springs in-kind matching costs of $17,005.00, the
matching costs are met with existing staff hours approved in the Fiscal Year 2015-16
Library budget.
Jeannie Kays mes Thompson
Director of Library Services Chief of Staff
David H. Ready
City Manager
Attachments:
1. California State Library Grant Award Letter
C3
W L RA RY
August 4, 2015
Jeannie Kays, Library Director
Palm Springs Public Library
300 S. Sunrise Way
Palm Springs, CA 923262-7699
Dear Ms Kays:
We are pleased to approve the grant application for the Palm Springs Public Library: Accessing the Past
project for a total of $54.000 in federal Library Services and Technology Act (LSTA) funds.
Thank you for your patience as we introduce new forms that will fit new federal requirements.
Your grant monitor will be assisting you throughout the year to assure a successful project. The State of
California is implementing a new Financial Information System which may cause delays in grant
payments. Please contact your grant monitor if you have questions.
Best wishes for a successful project.
Respectfully yours,
I
Greg Lyeas
California State Librarian
Enclosures
cc: Colette Moody
Lena Pham
1-14
THE BASICS — YOUR LSTA GRANT AWARD
The following provides all of the basic information about your grant and managing your grant.
Award #. 40-8566
— --------
File C C-02
IMLS#: LS 00-15-0005-15
Work Phase WP14
Library Palm Springs Public Library
Project Title Palm Springs Public Library. Accessing the Past
Award Amount: $54,000
2015/2016 LSTA APPROVED BUDGET
Salaries/Wages/Benefits $5 000
E uq ipment ($5,000 or more per unit) 50 ......
Library Materials SO
Consultant Fees , SO
Travel S1,500
Supplies/Other S2.000
Contracted Services $45.500
Project Total S_54,000
Indirect Cost $0
Grant Total $54,000
Start Date. July 1, 2015
-- End Date June 30, 2016
This project will be officially closed as of the end date listed above and no new expenditures may be
generated, nor may any additional funded project activities occur. Unexpended or unencumbered funds '
must be returned within 30 days of the end date. However, if funds were encumbered prior to the end
date, this project is allowed 45 days to liquidate those encumbrances. Any funds not liquidated are to
be returned with the liquidation report within 60 days of the end date.
REPORTING
Financial and program narrative reports are required. All required reporting materials will be located on
the California State Library's website at �.t,€, •'a. ,r +tv =.govrGrants)Is managehtrni. The farms,
along with instructions will be on the website under the heading "Competitive Grants 2015-2016," The
Grant Guide for this project will list specific reporting due dates. 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. 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.
PAYMENTS
Please note this clarification regarding payments. If your full grant amount is $20,000 or more, 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.
CONTACT
We want your project to be successful. Please work with this grant monitor in implementing your project.
Grant Monitor Lena Pham
Phone Number: (916) 651-0376
Email Address Iena.pham@Iibrary.ca.gov _
J
California State Library LSTA GA PAGE 1
Fiscal Office LSTA GRANT AWARD # 40-8566
P.O. 942837
Sacramento, CA 94237-0001
Project Title: Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
CONSOLIDATED APPLICATION
NOTIFICATION OF GRANT AWARD
1. The recipient designated above hereby certifies to the California State Library, for a grant of
funds in the amount $54,000 . This block grant will provide library services as set forth in the LSTA
Service Project Application as approved and/or as amended by the California State Librarian.
TERMS AND CONDITIONS
The recipient agency and its named or designated fiscal agent hereby assures the California State
Library that:
1. It is mutually understood between the parties that this grant award may have been
written before ascertaining the availability of congressional appropriation of funds, for the mutual
benefit of both parties in order to avoid program and fiscal delays which would occur if the grant
award were executed after that determination was made.
2. This grant award is valid and enforceable only if sufficient funds are made available to
the State by the United States government for the Fiscal Year 2015116 for the purposes of this
program. In addition, this grant award is subject to any additional restrictions, limitations, or
conditions enacted by the Congress or any statute enacted by the Congress which may affect
the provisions, terms or funding of this grant award in any manner.
3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the
program, this grant award shall be amended to reflect any reduction in funds.
4. The California State Library has the option to amend the grant award to reflect any
reduction of funds.
5. Upon the grant award approval by the State Librarian, one (1) completed set of this
CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD will be sent to the
subgrantee. Such copy shall be the officially approved agreement for the conduct of the approved
project.
6. "Subgrantee" means the government or other legal entity to which a subgrant is awarded
and which is accountable to the grantee for the use of the funds provided.
7. The subgrantee will make reports to the State Librarian in such form and containing such
information as may be required to enable the California State Library to perform its duties. The
subgrantee will keep such records and afford such access as the California State Librarian,
California State Library may find necessary to assure the correctness and verification of such
reports.
Cg
California State Library LSTA GA PAGE 2
Fiscal Office LSTA GRANT AWARD # 40-8566
P.O. 942837
Sacramento, CA 94237-0001
Project Title: Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
CONSOLIDATED APPLICATION
NOTIFICATION OF GRANT AWARD, LSTA (continued)
8. The control of funds and title to property derived there from shall be in a subgrantee agency
for the uses and purposes provided; a subgrantee agency will administer such property and funds
and shall apply funds only for the purposes for which they were granted.
9. The expenditure under this program will not be used to supplant subgrantee effort.
10, This agreement is entered into under provisions of the Library Services and Technology Act,
Public Law 104-208 on September 30, '1996; and Congressional Record — House, H11644-H11728
on September 28, 1996. H12266-H12267 on October 3. 1996; and 2 CFR 200, Uniform
Administrative Requirements. Cost Principles.. and Audit Requirements for Federal Awards,
December 25, 2013. Congress enacted the Museum and Library Services Act of 2010 (Pub. L.
111-340, codified at 20 U.S.C. § 9101 et seq.), which also incorporates Library Services and
Technology Act (LSTA),
11. Performance of the provisions of this agreement is subject to the conditions and availability
of funds as awarded by the State Librarian under said Act.
12, The terms of this agreement shall be from upon execution until the end of the grant period,
but shall be subject to termination by either party by giving written notice to the other party at least
thirty (30) days prior to the effective date of termination.
In the event this agreement is so terminated, the subgrantee shall deliver to the State Librarian
copies of all reports andior materials prepared up to the date of termination, and the State Librarian
shall determine, and pay the subgrantee for the necessary and appropriate expenditures and
obligations to the date of termination which have not been covered by prior installments heretofore
paid to the subgrantee. If funding has been advanced to the subgrantee, any unobligated
balances, as determined by the State Librarian, shall be returned to the State Library within 60
days of the notice of termination.
13, The State Librarian is empowered to review. audit, and inspect the project for compliance
with this agreement.
LIMITATION OF EXPENDITURE
Expenditure for all projects must conform to the approved budget, as amended, and with
applicable Federal and State laws and regulations.
C7
w IH VY rnVCd
Fiscal Office LSTA GRANT AWARD # 40-8566
P.0. 942837
Sacramento, CA 94237-0001
Project Title; Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
CONSOLIDATED APPLICATION
NOTIFICATION OF GRANT AWARD, LSTA (continued)
During the grant period, the subgrantee may find that the awarded budget may need to be modified. Budget
changes, requests for additional funds, or requests for reductions in the grant funding award must be discussed
with the assigned State Library Grant Monitor and a Grant Award Modification (LSTA Form 4) may be required
to be submitted according to the instructions. Approval is by the State Librarian_ Adjustments should be
reported on the next financial report. Any adjustments in approved budgets must be documented and
documentation retained in project accounts. The total amount paid by the California State Library to the
subgrantee under this agreement shall not exceed S54.000 and shall be expended/encumbered in the
designated grant period_
REPORTS AND CLAIMS
It is the responsibility of the recipient of these instructions to see that the proper individual to supply the required
reports and claims receives the instructions and makes the required reports and claims to the California State
Library.
I. The subgrantee shall be responsible for the submission of two Narrative Reports, unless otherwise
noted in the Grant Guide for the project located on the CSL's website, on the progress and activities
of the project to the State Library within 30 days following the end of the designated quarter.
Il. The subgrantee shall submit quarterly Financial Reports to the State Library, unless otherwise noted
in the Grant Guide for the project located on the CSL's website. These reports are to reflect the
expenditures made by the subgrantee under the agreement. The financial reports are to be
submitted within 30 days following the end of the designated quarter.
II. To obtain payment hereunder the subgrantee shall submit authorized claims provided by the State
Library for that purpose, on each of the following mentioned dates for payment, and the California
State Library agrees to reimburse the Library as soon thereafter as State fiscal procedures will
permit.
III. The final 10% of the grant award (if applicable) is payable only if the grant recipient fulfills all project
reporting requirements and returns all unspent funds by the time specified in the Grant Guide.
Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under
the award, which may result in federal audit exceptions against the State and the loss of LSTA funds.
The State Librarian may extend the final deadline for good cause. Request for extension beyond the
final deadline of the grant period must be received at least 30 days prior to that deadline.
Payment will be provided to cover the expenditures incurred by the subgrantee for the project in the following
manner:
$24,300 upon execution of the agreement and submission of claim by fiscal agent
$24.300 on or about October 30, 2015
S5,400 on the submission of all reporting and return of funds
If the amount of payment made by the California State Library shall exceed the actual expenses during the
term of this agreement, as reflected in the financial reports to be filed by the subgrantee, the subgrantee
shall refund to the California State Library the amount of such excess payment.
C8
LJ I A YHIiC 4
LSTA GRANT AWARD # 40-8566
Project Title_ Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
CERTIFICATIONS REGARDING: NONDISCRIMINATION; DEBARMENT AND
SUSPENSION; AND OTHER ASSURANCES
The authorized representative certifies that the Subgrantee or its Fiscal Agent will comply
with the following:
Nondiscrimination
(a) Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000 et seq.), which
prohibits discrimination on the basis of race, color.. or national origin;
(b) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq.), which
prohibits discrimination on the basis of disability (note: IMLS applies the regulations in 45 C.F.R
part
1170 in determining compliance with § 504 as it applies to recipients of Federal assistance);
(c) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. § 1681-83, 1685-86),
which prohibits discrimination on the basis of sex in education programs; and
(d) The Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et seq.),
which prohibits discrimination on the basis of age.
Debarment and Suspension
(a) Are presently excluded or disqualified:
(b) Have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. part
180.800(a) or had a civil judgment rendered against it or them for one of those offenses within
that time period; fraud.. antitrust, embezzlement, forgery, bribery, tax evasion, making false
statements, receiving stolen property, or similar offenses so serious as to affect the integrity of
the grantee or its fiscal agent.
(c) Are presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State, or local) with commission of any of the offenses listed in 2 C.F.R. part
180.800(a) and enumerated above.
(d) Have had one or more public transactions (Federal, State, or local) terminated within the
preceding three years for cause or default.
Trafficking in Persons
• engages in trafficking in persons, procures a commercial sex act, or uses forced labor
• procures a commercial sex act during the period of time that the award is in effect
• uses forced labor in the performance of the grant
Federal Debt Status
certifies to the best of his or her knowledge and belief that the subgrantee is not delinquent in the
repayment of any Federal debt
� Q
Lb I A PAGE 5
LSTA GRANT AWARD # 40-8566
Project Title. Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
CERTIFICATIONS REGARDING: NONDISCRIMINATION; DEBARMENT AND
SUSPENSION; AND OTHER ASSURANCES (continued)
Certification Regarding Lobbying Activities (Applies to Applicants Requesting Funds in
Excess of$100,000) (31 U.S.C. § 1352)
(a) No Library Services and Technology Act funds have been paid or will be paid, by or on behalf of
the undersigned. to any person for influencing or attempting to influence an officer or employee
of any Federal agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of a Federal contract, the
making of a Federal grant, the making of a Federal loan, the entering into of a cooperative
agreement, or the extension, continuation, renewal, amendment, or modification of a Federal
contract, grant. loan, or cooperative agreement.
(b) No Library Services and Technology Act funds have been paid or will be paid, by or on behalf of
the undersigned. to any person for influencing or attempting to influence an officer or employee
of any State agency. Member of the Legislature, an officer or employee of the Legislature, or an
employee of a Member of the Legislature in connection with legislative action through oral or
written communication with State legislative officials, or solicitation of others to influence or
attempt to influence legislative action.
(c) No Library Services and Technology Act or other federal funds have been paid or will be paid, by
or on behalf of the undersigned, to any person for influencing or attempting to influence
any officer or employee of any county, district, or city agency, in connection with legislative
action through oral or written communication with officials, or solicitation of others to influence or
attempt to influence legislative action. LSTA funds will not be used for costs to:
• draft legislation or resolutions
• travel to meetings of governmental bodies urge passage of legislation or resolutions
• survey voters regarding passage and drafting of legislation or resolutions
• pay governmental fees (use fees, ballot filing fees, permits, etc.)
Drug-Free Workplace
(a) Continue to provide a drug-free workplace by complying with the requirements in 2 C.F.R. part
3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In particular, the recipient
must comply with drug- free workplace requirements in subpart B of 2 C.F.R. part 3186, which
adopts the Government-wide implementation (2 C.F.R. part 182) of sections 5152-5158 of the
Drug-Free Workplace Act of 1988 (P. L. 100-690, Title V, Subtitle D; 41 U.S.C. §§ 701-707).
(b) This includes, but is not limited to: making a good faith effort, on a continuing basis, to maintain a
drug-free workplace; publishing a drug-free workplace statement; establishing a drug-free
awareness program for the employees: taking actions concerning employees who are convicted
of violating drug statutes in the workplace.
I0
LJ 1 A YAUt U
LSTA GRANT AWARD # 40-8566
Project Title: Palm Springs Public Library: Accessing the Past
System/Agency: Palm Springs Public Library
The authorized representative also certifies that the Subgrantee or its Fiscal Agent will
comply with the following:
• will comply with all requirements by the Federal-sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements
• will insure that the facilities under its ownership, lease or supervision which shall be utilized in
the accomplishment of the project are not listed on the Environmental Protection Agency's
(EPA) list of violating facilities and that it will notify the Federal
• will comply with all requirements by the Federal-sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements.
• will insure that the facilities under its ownership, lease or supervision which shall be
utilized in the accomplishment of the project are not listed on the Environmental Protection
Agency's (EPA) list of violating facilities and that it will notify the Federal grantor agency of
the receipt of any corrnmunication from the Director of the EPA Office of Federal Activities
indicating that a facility to be used in the project is under consideration for listing by the
EPA.
• will comply with the flood insurance purchase requirements of Section 102(a) requires, on
or after March 2, 1975, the purchase of flood insurance in communities where such
insurance is available as a condition for the receipt of any Federal financial assistance for
construction or acquisition purposes for use in any area that has been identified by the
Secretary of the Department of Housing and Urban Development as an area having
special flood hazards. The phrase "Federal financial assistance" includes any form of
loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or
grant, or any other form of direct or indirect Federal assistance.
will assist the Federal grantor agency in its compliance with Section 106 of the National
Historic Preservation Act of 1966 as amended (16 U.S.C. 470), Executive Order 11593,
and the Archeological and Historic Preservation Act of 1966 (16 U.S.C. 469a-1 et seq.) by
(a) consulting with the State Historic Preservation Officer on the conduct of investigations,
as necessary to identify properties listed in or eligible for inclusion in the National Register
of Historic Places that are subject to adverse effects (see 36 CFR Part 800.8) by the
activity, and notifying the Federal grantor agency of the existence of any such properties,.
and by (b) complying with all requirements established by the Federal grantor agency to
avoid or mitigate adverse effects upon such properties.
? 1
LSTA GRANT AWARD DOCUMENTATION
Budget Citation Chapter 10, Item 6120-211-0890
LSTA Award #: 40-8566 Approval Date: 7/112015
Project Title: Palm Springs Public Library: Accessing the Past
Subgrantee: Palm Springs Public Library
Funding Start Date: "upon execution" Term: upon execution — end of grant period
Approved Funds: $54,000
Payments: $24,300 upon execution of agreement Schedule No.
$24,300 on or about October 30, 2015 Schedule No.
$5,400 on completion and return of abatements Schedule No,
Appropriation Encumbered (designate where applicable) For: FY 15116
WP 14
Reporting Structure: 61202000 COA: 5432000 Vendor Code: M686
Program #: 5312 DUNS #: 170609317
The LSTA program is a federal grant from the Institute of Museum and Library Services (IMLS)
Catalog Number From Catalog of Federal Domestic Assistance (CFDA) #: 45.310
IMLS FAIN: LS-00-15-0005-15 IMLS Federal Award Date: 01/28/15
IMLS Total Amount of the Federal Award and Obligated by this action: $15,052,678
-----------------------------------------------------------------------_------------------------------------------------------------
APPROVED
BUDGET CATEGORY BUDGET REVISED REVISED
-----------------------------------------------------------__-----------------------------------------------------------------------
SALARIES $5.000
EQUIPMENT
LIBRARY MATERIALS
CONSULTANT FEES
TRAVEL S 1,500
SUPPLIES/OTHER S2,000
CONTRACTED SERVICES S45,500
INDIRECT COSTS
----------------------------------------------------..-------------------------------------------___-------------------------------
TOTAL $54,000
12
�OF p P L M S'D4
c
V N
a
c .*
Cq<lFOAN�P CITY COUNCIL STAFF REPORT
DATE: September 16, 2015 CONSENT CALENDAR
SUBJECT: ACCEPT A FY/2016 ACCESSING THE PAST GRANT FROM FEDERAL
LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) FUNDS IN THE
AMOUNT OF $54,000.00 AND AUTHORIZE THE DIGITIZATION OF
"THE DESERT SUN" NEWSPAPER MICROFILM.
FROM: David H. Ready, City Manager
BY: LIBRARY
SUMMARY
It is recommended that City Council authorize the City Manager to accept $54,000.00 in
Library Services and Technology Act (LSTA) funds from the California State Library for
the Palm Springs Public Library and establish purchase order to University of California-
Regents for digitization of `The Desert Sun" newspaper microfilm.
RECOMMENDATION:
1) Accept the FY/2016 Accessing the Past Grant from the California State Library in
the amount of$54,000.00.
2) Authorize purchase order to University of California-Regents in the amount of
$40,000.00 for digitization of"The Desert Sun' newspaper microfilm.
3) Authorize the City Manager to execute all necessary documents, including the
purchase order.
STAFF ANALYSIS:
The Library established Accessing the Past Digital History Collaborative project in 2013
to encourage local organizations with historically-significant archives to come together
to scan and digitize our collections and make them available online, free of charge on
our website, www.accessingthepast.org. Since its inception in 2013, Accessing the
Past has partnered with 11 organizations: California Digital Newspaper Collection,
Cathedral City Library, City of Palm Springs Planning Department, Desert Sun,
Historical Society of Cathedral City, Historical Society of Palm Desert, Palm Springs Air
Museum, Palm Springs Genealogical Society, Palm Springs Celebrity Golf Classic,
Palm Springs Historical Society, and Palm Springs Lions Club. The Library received
NtdAiM)VL1r1l
City Council Staff Report
September 16, 2015-- Page 2
Accept$54,000.00 Library Accessing the Past Grant Funding FY/16
grant funding of $60,000.00 from the California State Library in 2013. The Library
received $60,000.00 of grant funding from the California State Library, $2,500.00 from
the Webb Foundation, and $50,000.00 from the Library Board of Trustees in 2014. The
majority of the total grant funds, $80,000.00, have been used in partnership with
California Digital Newspaper Collection at University of California-Riverside to digitize
the first 44 years of Desert Sun newspapers, 1934-1978. The Library Board of Trustees
and Webb Foundation gifts in 2014 were used to purchase a high-quality preservation-
level scanner. The Library Board of Trustees has agreed to fund the 2015-16 recurring
costs for website and content management system, expected to cost $14,050.00.
This Fiscal Year, the Library submitted a FY/2016 Accessing the Past grant application
to the California State Library to continue this regional Local History Collaborative and
continue the process of digitizing "The Desert Sun" microfilm archive, 1979-1988. "The
Desert Sun" archive of 1934-1978 is currently available online in a keyword searchable
format, making the history of Palm Springs readily accessible to anyone around the
world. The cost to digitize "The Desert Sun" for 1979-1988, roughly 100,000 pages, is
$40,000.00. It is our goal this year to digitize some of the Library's other local history
archival materials, such as Limelight News, Palm Springs Villager Magazine, Palm
Springs Life Magazine, Palm Springs High School Yearbooks, Palm Springs
Personages Social Registry, and historic Palm Springs Phone Books as well as the
archives of other organizations. Many of these items are in an extremely fragile state
and digitization would both preserve the items as well as make them keyword
searchable in an online format. The Accessing the Past project team is also interested
in adding new collaborative partners and teaching organizations and individuals digital
preservation standards.
As this is the final year of grant funding available from California State Library for
Accessing the Past, the Library will be looking for donations and additional grants for
future years' recurring costs and to continue digitizing "The Desert Sun" issues 1989-
1999.
The grant application process was a very competitive process as numerous library
jurisdictions submitted projects for consideration. Grant funds ($54,000.00,) in-kind staff
hours and in-kind materials ($17,005.00,) and gift funds from Library Board of Trustees
($14,050.00) bring this year's project total to $85,055.00.
City Council Staff Report
September 16, 2015-- Page 3
Accept$54,000.00 Library Accessing the Past Grant Funding FY/16
FISCAL IMPACT:
No fiscal impact. The City of Palm Springs in-kind matching costs of $17,005.00 will be
covered with existing staff hours and existing approved operating budget dollars.
Jeannie Kays James Thompson
Director of Library Services Chief of Staff
David H. Ready
City Manager
Attachments:
1. California State Library Grant Award Letter
City Council Staff Report
September 16, 2015-- Page 3
Accept$54,000.00 Library Accessing the Past Grant Funding FY/16
FISCAL IMPACT:
No fiscal impact. The City of Palm Springs in-kind matching costs of $17,005.00 will be
covered with existing staff hours and existing approved operating budget dollars.
,,,, La�
Jeannie Kays James Thompson
Director of Library Services Chief of Staff
David H. Ready
City Manager
Attachments:
1. California State Library Grant Award Letter