Gates Grant 2007

Hello All -

Below is a general schedule of remaining grant activities and some new information about the timing of the installation of the computers. As always, be sure to contact me with any questions.

NEW INFORMATION FROM THE GATES FOUNDATION: Libraries may choose to purchase and install all of their new computers in phase one, if desired and if the funds are available. Keep in mind that phase two funds disbursement begins May 2009, pending libraries’ completion of the 2008 ALA/FSU Survey and verification of phase two matching funds.

*Aug 15 2008 - Latest date for libraries to document their phase one match and to complete Advocacy Symposium.

*By Sept 30 2008 - New computers must be installed.

*Sep to Nov 2008 - Libraries complete the 2008 ALA/FSU Internet & Public Funding Survey.

*By Dec 31, 2008 - Libraries run TechAtlas to verify installation of computers.

*May 2009 - PALINET starts phase two funds disbursement after libraries document matching funds are raised OR pledged.

*By Aug 15 2009 - Latest date for libraries to document their phase two match.

*By Sept 30 2009 - Libraries purchase and install computers.

*Sep to Nov 2009 - Libraries complete the 2009 ALA/FSU Internet & Public Funding Survey.

*By Dec 31 2009 - Libraries run TechAtlas to verify installation of remaining computers.

*Dec 31 2009 - Opportunity Online hardware grant program ends.

Beth Scheinfeld
800-233-3401 x1220
scheinfeld@palinet.org

Greetings,  

The Turning the Page online advocacy symposium is now available online! If your library was unable to attend a Turning the Page event in Annapolis or Hershey, participation in the online version of the training will fulfill the Gates grant requirement.

The Turning the Page online training program is available to your library staff, trustees, and Friends of the Library at no cost, and we encourage you to make your staff aware of this opportunity. Each person interested in participating in the training can use the same instructions provided below to access the program. However, in order to fulfill the Opportunity Online hardware grant requirements, at least one library staff person must complete the training either online or in-person.

To ensure an optimal experience using Turning the Page online, your computer should meet the following specifications:

• Pop-up blocker disabled
• Audio enabled
• Browsers: Mozilla Firefox 2.0 or higher; Internet Explorer 6.0 or higher (PC); Safari 2.0 or higher (Mac)
• All browsers should be Flash-, javascript-, and cookie-enabled
• Flash player 8.0 or higher
• Screen resolution set to 1024×768 (or higher)
• High-speed Internet connection (recommended 150K or higher)

To access Turning the Page online:

1. Click on www.sustaininglibraries.org, or copy and paste it into your Internet browser’s window. Click on the logo on the right for Turning the Page online.
2. Enter your registration code (49861-Maryland libraries; 91754-Pennsylvania libraries).  Once you have entered your code, click the button to the right titled “Proceed to Register/Re-enter.”
3. The first time you access the Web site, click the large, green button titled “First Time Visitors Please Register Here.”
4. Complete the registration form. All fields on the form are required for registration. The email address and password you enter into this form will become your login to access the online training.
5. Click the “Submit” button at the bottom of the page.
6. Once you have submitted your information, you will be redirected to the main login page. Input your email and password, and click “Submit.”
7. You will receive an email confirming your registration and verifying your email address and password.
8. Each time you return to Turning the Page online, you can login with your email address and the password you created.

We suggest that you take the site tutorial first to familiarize yourself with the format of the training. Click the “Tour This Site!” button to begin the tutorial. Make sure you have audio enabled on your computer. Once you have finished the tutorial, you can move on to the online courses. Please note: you must turn off any pop-up blockers before launching the courses. The required course work should take approximately four hours in total, but you can take as much time as you need to finish the courses. You can log off at any point and return later to continue. Your work will be saved.

If you have any difficulty with Turning the Page online, please contact the PLA at sls@ala.org or 1(800) 545-2433, extension 5039.

Of course, you can always also contact me with your questions or comments regarding the online advocacy program.

Beth Scheinfeld
800-233-3401 x1220
scheinfeld@palinet.org

PALINET will disburse phase one grant funds to qualified Opportunity Online grantees after the following requirements are met:

1. At least one library staff has completed the Advocacy Symposium (in-person OR online);
2. You provide appropriate documentation to PALINET to verify that your required phase one match is pledged OR raised.

NOTE: The deadline for completing the above requirements is August 15, 2008 to retain your eligibility for phase one grant funds.

Acceptable sources of this match include:

• New monies derived from successful local and/or state advocacy efforts allocated to the technology line item in library budgets (exclusive of federal LSTA monies passed via the state to a local library system)
• Existing library technology budget funds generated from previous, successful advocacy efforts at the local and/or state level
• Nongovernmental donations or grants (e.g. private donors, community foundation grants, local business sponsors, etc)
• Monies derived from fundraising efforts (e.g. book sales, library fundraisers, etc)

Reminder: A library cannot use the Bill & Melinda Gates Foundation grant dollars to replace existing funds (supplant) previously committed to a library technology budget.

Acceptable proof of acquired matching funds includes the following:

• A letter on letterhead, signed by the appropriate official or agency overseeing the library budget
• Council or library board resolution committing funds
• Letter of commitment from a nongovernmental resource such as:
  • Foundations
  • Corporations
  • Friends groups
  • Private donors

All match verification documents should include the following information:

• Amount of funding commitment
• Source of commitment (e.g. private/corporate donors, fundraising events, etc.) including name, affiliation, and contact information for the committing organization and/or person
• Signature(s) of the person(s) committing the funds
• Date of commitment and when funds will be disbursed, or if funds are currently your budget
• Library for which the funding commitment is intended
• A statement that ensures the committed dollars will not supplant local funds already dedicated for the library or computer workstations

NOTE: Receipts for purchases are not required. Simply provide appropriate documentation as described above.

Send phase one match verification documents via fax or as a PDF attachment to an email, no later than August 15, 2008 to:

Beth Scheinfeld, PALINET
Fax: 215.382.0638

The following explains the philosophy behind the value of the computers and offers guidelines for acceptable purchases with grant funds.

Why did the Gates Foundation set the value of the computer so high?
The value of the computer workstation set by the Gates Foundation ($3,850 for 1 workstation; $2,600 for 2 or more workstations) represents an approximation of the full cost of making a computer available to the public over a four-year period—a standard accepted timeframe for the lifetime of a public access computer in a library. While you may be able to purchase a computer for less money, the basic purchase cost of a computer does not include the ongoing maintenance costs that libraries will need to shoulder to keep their computers running effectively. The Opportunity Online hardware grants program is intended to help libraries adjust to supporting the total cost of owning and supporting public computers on an ongoing basis.

What are acceptable purchases with grant funds?
Keeping in mind the philosphy of the grant described above, use the following guidelines when considering purchases with grant funds.

Grant funds should first be used for the following Basic Costs:

• Hardware - desktop OR laptop computers of the make or model of your choice
• Routers, switches, hubs and other costs related to adding the new computers to your current network
• Software
• Technical support over the life of the computer, including staff salary
• Staff training so that staff can help patrons use the computers
• Printer and toner used to support the computer.
• After the Basic Costs are covered, libraries are encouraged to reserve any remaining grant funds for other costs related to maintaining and operating the computer during its 3-4 year life.

The following Supplemental Costs may be considered, after all the Basic Costs are covered:

• Peripherals, such as additional printers, scanners, educational software, and subscriptions to online resources.
• The driving principle to consider when using grant funds for a Supplemental Cost is: Does this peripheral directly support the provision of useful public access computing in my community?

NOTES:

1) Receipts or invoices for purchases are not required.
2) Furniture is NOT an acceptable purchase with grant funds.
3) Outside cabling work to enhance connectivity is NOT an acceptable expenditure of grant funds.

Contact me to discuss your specific circumstances that are not covered by this description.

Beth Scheinfeld, PALINET
800-233-3401 x1220
scheinfeld@palinet.org

Couldn’t make it to the in-person Advocacy Symposium? The PLA’s online Advocacy exercise goes live in early May. The PLA says the online option will be a “fun, exciting, and surprisingly interactive way to meet the grant requirement on your own schedule.”  The program will have a designated path through the modules, similar to the in-person conference. The self-paced program will take about 7.5 hours to complete. Users can save their progress and complete the lesson at several sittings. In-person conference attendees may take additional modules online that they did not have an opportunity to attend during the in-person conference or review modules as needed. There is no fee or limit to the number of interested people from your library (staff, trustees, etc.) that can take the online lesson. Registration and more details about the online lesson will be available in early May. The online Advocacy exercise must be completed by July 15, 2008 to retain your eligibility for phase one grant funds.

Beth Scheinfeld
800-233-3401 x1220
scheinfeld@palinet.org
PALINET: http://www.palinet.org/

The Advocacy Symposia are scheduled for:

Maryland grantees:  April 2-3 in Annapolis
Pennsylvania grantees:  April 29-30 in Hershey

The Gates grant requires that at least one library staff from a library/multi-branch system completes the advocacy exercise, either in-person OR online. Up to three people can attend the Hershey event; if three people attend the third person must be from outside the library (e.g. Friend of the library, trustee, community supporter).

If you haven’t registered yet, please do so ASAP. Even if your invitation didn’t manage to reach you, to register go to http://www.sustaininglibraries.org and login with code 91754 (PA); 49861 (MD). Registration includes your hotel room at the event site. Hotel information and the conference agenda are available at the registration website.

VERY IMPORTANT: You must receive an automatic confirmation message after submitting your registration to be considered registered. Check the following if you do not get the confirmation message:

*Fill in every box even if the answer is 0 (zero) or N/A.
*Use whole numbers in the funding percentages.

Expenses:

• All participant travel, meal and lodging expenses will be covered by the PLA through the Gates Foundation.
• Mileage will be reimbursed at $0.505 per mile.
• Lodging, meals and all learning materials will be provided during the conference.
• Participants must save any receipts for expenses incurred. An expense report spreadsheet will available at the event and all expense reports will be processed within 30 days.

Please contact me with any questions.

Beth Scheinfeld, PALINET
800-233-3401 x1220
scheinfeld@palinet.org
PALINET: http://www.palinet.org/