Action 2.
Library District Meeting
Library
- Meeting Date:
- 02/14/2017
- Title:
- Agreement for E-Rate Services with Yavapai County School Superintendent
- Submitted By:
- Kim Lemons, Board of Supervisors
- Department:
- Library
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
na
TITLE
of PRESENTER:
of PRESENTER:
na
Mandated Function?:
Not Mandated
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Information
Agenda Item Text:
Approve an agreement for E-Rate consulting services between Cochise County Library District and Yavapai County School Superintendent, for a 2 and a half year term in the amount of $6,000, effective January 1, 2017 through June 30, 2019.
Background:
This professional services agreement was not part of the budget process, and has not previously been brought to the Board of Supervisors. The need for a qualified E-Rate consultant became clear while the Library Director position was vacant (May-December 2016), and the new Director began seeking a consultant immediately upon starting work in December.
Department's Next Steps (if approved):
If this request is approved, the Library District will begin working with the consultant to rectify errors in its 2016/17
E-Rate funding application, and begin the process of applying for funding for 2017/18. That application period opens February 28, 2017, so the Library District hopes to move ahead quickly.
The consultant will make it possible for the Library District to apply for an additional category of funding for 2017/18 (Category 2, which covers equipment such as routers, cabling, and wireless access points, used to access the internet), which has not been accessible in past years due to the complexity of the application process.
E-Rate funding application, and begin the process of applying for funding for 2017/18. That application period opens February 28, 2017, so the Library District hopes to move ahead quickly.
The consultant will make it possible for the Library District to apply for an additional category of funding for 2017/18 (Category 2, which covers equipment such as routers, cabling, and wireless access points, used to access the internet), which has not been accessible in past years due to the complexity of the application process.
Impact of NOT Approving/Alternatives:
If the request is not approved, the Library District will continue to devote a great deal of staff time to addressing past E-Rate problems, and applying for 2017/18 funding. The E-Rate program is crucial for the Library District, in that it subsidizes the cost of internet access at the Library District offices and all five library branches, at a rate of 80%. The Library District staff does not have the specialized skills to navigate the process efficiently, or obtain maximum funding without assistance from a consultant.
To BOS Staff: Document Disposition/Follow-Up:
Please send one signed copy to the Cochise County Library District, and one signed original to the Yavapai County School Superintendent (2970 Centerpointe East Drive, Prescott, AZ 86301).
Fiscal Impact
- Fiscal Year:
- 2016-2017
- One-time Fixed Costs? ($$$):
- 1000.00
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Account Code: This would ordinarily fall under 171-8000-9 421.000 (Professional Services), but funds are not available there. If the agreement is approved, we will request a budget amendment to transfer funds from 171-8000-9 422.000 (Communications) for this fiscal year. They cost for 2017/18 and 2018/19 would be included in each year’s budget.
- Fiscal Year:
- 2017-2018
- One-time Fixed Costs? ($$$):
- 2500.00
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Account Code: This would ordinarily fall under 171-8000-9 421.000 (Professional Services), but funds are not available there. If the agreement is approved, we will request a budget amendment to transfer funds from 171-8000-9 422.000 (Communications) for this fiscal year. They cost for 2017/18 and 2018/19 would be included in each year’s budget.
- Fiscal Year:
- 2018-2019
- One-time Fixed Costs? ($$$):
- 2500.00
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Account Code: This would ordinarily fall under 171-8000-9 421.000 (Professional Services), but funds are not available there. If the agreement is approved, we will request a budget amendment to transfer funds from 171-8000-9 422.000 (Communications) for this fiscal year. They cost for 2017/18 and 2018/19 would be included in each year’s budget.