Gates Grant 2008

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 conference (in-person OR online)
      Deadline - 
           In-person: October 20-22, 2008 at the Jersey City Hyatt
           Online: by March 15, 2009
2. You complete the ALA/FSU Survey of Public Library Funding and Technology Access
      Deadline - 
          Phase one: Sept. 2-Nov. 2, 2008
          Phase two: Sept. 2-Nov. 2, 2009
          Post-implementation: Sept. 2-Nov. 2, 2010
3. You provide documentation to verify that your required match is pledged OR raised.
      Deadline:
           Phase one: by March 15, 2009
           Phase two: by March 15, 2010

Refer to the Timeline at this blog for the complete schedule of requirements and funds disbursement.

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)

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

How to verify that your match is raised or pledged:

Use the Match Verification Form to verify that your match is secured.  The form will capture all the information required by the Gates Foundation and will ensure quickest processing of your disbursement.

> Click here for Match Verification Form <

Send match verification documents by fax or email as a PDF attachment to:

Beth Scheinfeld, PALINET
Fax: 215.382.0638
scheinfeld@palinet.org

Be sure to contact me with any questions.

Beth
800-233-3401 x 1220
scheinfeld@palinet.org

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 ($2,600 per workstation) 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 philosophy 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 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. Instead libraries will update their TechAtlas inventories to verify installation of the new computers.
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

Hello All: 

Because the Gates Foundation intends this grant to be its last hardware grant to public libraries, the Foundation has made the advocacy conference exercise a mandatory part of the grant program.  The Foundation-supported, Public Library Association Turning the Page advocacy conference will help you to become an effective advocate for your library, create and tell your library story, deliver strong presentations, use research to develop a compelling case for community support, share tips on building and sustaining partnerships… and much more!

Here’s what you need to know…

• Look for your Save the Date postcards and emails mid August to the PLA Turning the Page advocacy conference, scheduled for October 20-22, 2008 at the Jersey City Hyatt http://jerseycity.hyatt.com/hyatt/hotels/index.jsp.
• At least one library staff member must complete the advocacy conference to satisfy the grant requirement.
• For the in-person Turning the Page event, library systems can send up to three people. If a library system chooses to send three attendees, at least one attendee must be an external supporter and not a library staff member. This person could be a library trustee, a Friend of the library, or a community leader, such as a council member. The participants chosen to attend must be actively involved in developing a funding plan as well as making the funding “ask.” The goal of sending three representatives, including a library supporter, to a Turning the Page event is to create an advocacy team within your library system.

Hotel Information

• Turning the Page will be held at the The Hyatt Regency Jersey City, located at 2 Exchange Place, Jersey City, New Jersey 07302. The hotel’s main phone number is 201-469-1234. For more information about amenities, visit the hotel’s Web site.
• Please do not call the hotel regarding your reservation. Your registration confirmation for the Turning the Page event includes hotel accommodations and automatically generates a room reservation for you. Unless you have made other arrangements with PLA directly, you will have your own room at the hotel for the nights of Monday, October 20 and Tuesday, October 21. You may check in to your hotel room beginning at 4pm on Monday, October 20.
• PLA will cover the cost of your room and tax. However, when you check into the hotel, you will be asked to provide a credit card for your incidentals.
• Parking at the hotel is complementary.
• Hotel check-out is at noon on Wednesday, October 22. However, Turning the Page will end at 3:30. You will be able to leave your bags with the bellman while the conference is still in session.

 Event Schedule Information

• Attendees must visit the Turning the Page registration desk on Monday, October 20 between 4:30-8pm to sign in with the conference. You will need to check into your hotel separately. Participants will receive name badges and conference materials when they sign in at the Turning the Page registration desk.
• The opening reception is Monday, October 20 at 6:00 p.m. It is not required that you attend the reception, but we hope to see you there. It is an excellent opportunity to meet and network with your peers.
• The program will begin with breakfast on Tuesday, October 21 at 7:30 a.m. The first speaker will begin at 8:45 a.m. in the Ballroom.The registration desk will reopen at 7:30 a.m. for those who were unable to attend the reception.
• The conference will end by 3:30 p.m. on Wednesday, October 22.

Additional Information

• Only registered grantees may attend Turning the Page events, including all meals, sessions, and speakers.
• Dress for Turning the Page is business casual.
• As part of the grant, you will be reimbursed for your travel expenses. Reimbursable expenses include:
  • Mileage at the IRS approved rate of $0.585/mile (we do not reimburse for fuel purchases)
  • Tolls
  • Meals purchased during travel
• You will have the opportunity to hand in your expense report at the event or mail it to PLA following Turning the Page. Please include original receipts as well as proof of mileage, such as printed directions with total miles given. All meals will be provided during the event, and the PLA cannot reimburse for meals consumed in lieu of those provided at the conference. It is against PLA policy to reimburse for alcohol.

To register and for more information about Turning the Page, go to www.sustaininglibraries.org and login with code 55279. 

Click here for a copy of the Turning the Page invitation

Please contact me with any questions or concerns.

Click the link for the July 15, 2008 press release from the Gates Foundation to announce the Opportunity Online hardware grant program to NJ libraries.

Click for press release

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

Now that the Gates grant has been officially announced, libraries can:

1. Freely discuss the grant with your board, library staff, the community and the media to generate interest and start raising your 25% match for phase one of the grant program
2. Purchase computers if you need and have the funds in-house to do so. NOTE: Keep in mind the funds disbursement schedule for each phase listed in the timeline below.

PHASE ONE (July 2008-November 2009)

• Libraries raise 25% phase one match (July 2008-March 2009)
• Libraries complete the online ALA/FSU Internet & Public Funding Survey (the 40 minute survey is distributed by the ALA in early Sept. 2008 and must be completed by Nov. 2, 2008).
• Libraries complete the Foundation-supported PLA Turning the Page advocacy conference (Oct. 20-22, 2008 at the Jersey City Hyatt).
• Libraries that did not attend the in-person advocacy conference must complete the online program (by March 30, 2009).
• Libraries verify that phase one match funds are secured (by March 30, 2009).
• Phase one grant funds are disbursed to libraries meeting all the requirements.
• Libraries install new computers and run TechAtlas to verify (by Sept. 30, 2009).

PHASE TWO (July 2009-November 2010)

• Libraries raise 50% phase two match (July 2009-March 2010)
• Libraries complete the online ALA/FSU Internet & Public Funding Survey (Sept. 2-Nov. 2, 2009).
• Libraries verify that phase two match funds are secured (by March 30, 2010).
• Libraries install new computers and run TechAtlas to verify (by Sept. 30, 2010).
• Libraries complete the online ALA/FSU Internet & Public Funding Survey (Sept. 2-Nov. 2, 2010).
• Phase two grant funds are disbursed to libraries meeting all the requirements (Nov. 2009-Mar. 2010).

Please let me know if you have questions.

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