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HomeMy WebLinkAbout20B - AA - LIBRARY GRANTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 18, 2014 TITLE: APPROPRIATION ADJUSTMENT FOR THE INSTITUTE FOR MUSEUM AND LIBRARY SERVICES NATIONAL LEADESHIP GRANT TO FUND THE MEMORIES OF MIGRATION PROGRAM (STRATEGIC PLAN NO. 2, 2A) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 18' Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of the Council to execute an agreement with the Federal Institute for Museum and Library Services in the amount of $495,550 for the term of October 1, 2014 to September 30, 2017, subject to non - substantive changes approved by the City Manager and City Attorney. 2. Approve an appropriation adjustment recognizing grant revenue in the amount of $495,550 in the IMLS Library Federal Grants Revenue account (no. 15311002 52000) and appropriating funds to the IMLS Library Federal Grants expenditure accounts (no. 15311160 various). DISCUSSION The Santa Ana Public Library was awarded a Federal Institute of Museum and Library Services grant of $495,550 as part of the Institute's National Leadership program, which supports projects that address challenges faced by libraries across the United States and have the potential to create programs and practices that improve library services nationwide. The grant will fund the three -year project, Memories of Migration, which will develop and promulgate techniques for locating, recording and archiving the experiences of immigrant populations. The project will train and utilize immigrant teens and young adults to record oral histories and encourage others in the community to contribute their experiences and artifacts to the project. Once developed, these techniques will be piloted in four areas across the country with significant immigrant populations: Queens, NY, West Hartford, CT, the State of New Mexico, and Santa Ana. The results of these efforts will be made available to the public through the international web presence, Historypin, which specializes in linking historical photos and information to geographic locations. 20B -1 IMLS National Leadership Grant November 18, 2014 Page 2 The program will offer participating libraries meaningful programs and enrichment activities that provide new immigrant communities a voice in the development of library collections and events and create opportunities for civic engagement for both teen historians and their communities. Moreover, the techniques offer participants new access to digital literacy and provide learning in Science, Technology, Engineering & Math (STEM) through digital training in new media and digitization technologies; The bulk of grant funds will pay the salaries of the Teen Historians, the ten peer mentors who will train and guide them, as well as the clerical and operational staff required to support grant activities. All will be recruited from the youth of the community. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #2 Youth, Education, Recreation, Objective #2, Expand youth programming, Strategy a, Focus resources on quality youth engagement, civic awareness, enrichment and educational programs (i.e. youth camping trips) and expand after - school programs during out -of- school hours at the library and community centers. FISCAL IMPACT The appropriation adjustment will recognize grant revenue in the amount of $495,550 in the IMLS Library Federal Grants Revenue account (no. 15311002 52000) and appropriate an equal amount to the IMLS Library Federal Grants expenditure accounts (no. 15311160 various). Gerardo Mouet, Executive Directo Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez, Executive Director Finance and Management Services Agency, 20B -2 September 11, 2014 Fleather Folmar Library Operations Manager City of Santa Ana 26 Civic Center Plaza Santa Ana, CA Grant Award Number: I.,G- 07 -14- 0067 -14 Dear Ms. Folmar: It gives me great pleasure to notify you that the proposal submitted by the City of Santa Ana has been selected to receive a 2014 National Leadership Grant. Congratulations on your award! We received over 140 applications requesting more than $30 million in funding, and have selected 31 proposals, totaling over $7.5 million. The funded projects were identified by reviewers as premier examples that would significantly advance knowledge, generate new practices, support research and the creation of new tools, and have large scale sustainability. The IMLS press release announcing funded projects will be available at: ham: / /www.imis.eov /news / ressvreleases.as. IMLS used a peer review process to evaluate the grant applications. All eligible and complete proposals were sent to an initial group of technical reviewers for preliminary evaluation. The most highly rated proposals advanced to an overview panel. The overview panelists made funding recommendations to the IMLS Director who then made the final funding decisions. Planning grant proposals went through a similar but statistical review process. This PDF file contains useful information you will need to begin managing your award, including: 1. Grant Award Notification 2. Grant Special Terms and Conditions 3. Reporting Schedule 4. Reviewer Comments Qfavailable) The Grant Award Notification and Grant Special Terns and Conditions contain important information about complying with the terms of the award. Please read all of this information carefully. The amount of your award, the dates of the award period and the grant award number we have assigned are provided in the Grant Award Notification. In all correspondence with IMLS about your award, including reports and requests for reimbursement, please reference your grant award number. As specified in the General Terms and Conditions for IMLS Discretionary Awards, available on our webs ite at http /���ww.iinls aov /assets /I /AssetManager /f;TC 0414.udf, you must submit an annual r1- •.a +� INSTITUTE of • M::a MuseumandLibrary SERVICES 4 a p September 11, 2014 Fleather Folmar Library Operations Manager City of Santa Ana 26 Civic Center Plaza Santa Ana, CA Grant Award Number: I.,G- 07 -14- 0067 -14 Dear Ms. Folmar: It gives me great pleasure to notify you that the proposal submitted by the City of Santa Ana has been selected to receive a 2014 National Leadership Grant. Congratulations on your award! We received over 140 applications requesting more than $30 million in funding, and have selected 31 proposals, totaling over $7.5 million. The funded projects were identified by reviewers as premier examples that would significantly advance knowledge, generate new practices, support research and the creation of new tools, and have large scale sustainability. The IMLS press release announcing funded projects will be available at: ham: / /www.imis.eov /news / ressvreleases.as. IMLS used a peer review process to evaluate the grant applications. All eligible and complete proposals were sent to an initial group of technical reviewers for preliminary evaluation. The most highly rated proposals advanced to an overview panel. The overview panelists made funding recommendations to the IMLS Director who then made the final funding decisions. Planning grant proposals went through a similar but statistical review process. This PDF file contains useful information you will need to begin managing your award, including: 1. Grant Award Notification 2. Grant Special Terms and Conditions 3. Reporting Schedule 4. Reviewer Comments Qfavailable) The Grant Award Notification and Grant Special Terns and Conditions contain important information about complying with the terms of the award. Please read all of this information carefully. The amount of your award, the dates of the award period and the grant award number we have assigned are provided in the Grant Award Notification. In all correspondence with IMLS about your award, including reports and requests for reimbursement, please reference your grant award number. As specified in the General Terms and Conditions for IMLS Discretionary Awards, available on our webs ite at http /���ww.iinls aov /assets /I /AssetManager /f;TC 0414.udf, you must submit an annual r1- narrative program report and an annual financial report. All official correspondence must be signed by your Authorizing Official. You will also need to visit the IMLS grant recipients web site for financial and reporting forms, and other guidance you will need to manage your award (http: / /www.imts.gov/ recipients /administration.aspx). Some key documents include: 1. SF 270, Request for Advance or Reimbursement, to be submitted each time you request a payment; 2. SF 425, Federal Financial Report Form, to be submitted annually; and 3. Instructions for Submitting Interim and Final Reports for IMLS Discretionary Awards. You must submit a completed SF 270, Request for Advance or Reimbursement, each time you request a payment. It is a requirement that your institution must acknowledge IMLS support in all materials, websites, and at all events supported by your grant. For helpful tips, downloadable logos, and pre - approved acknowledgment language, please see the Grantee Communication Kit online at 11UR: / /L�_"vV ii_nIST1rov/G(:K. Guidelines for the 2015 National Leadership Grant Program will be available on our website at http: / /www.imis.gov. There are two application deadlines: October 13, 2014, (geared towards identifying projects that address the priorities identified at the IMLS Focus convenings located online: httu: / /www.inrls.aov /news /imIs focus.ast)x), and February 2, 2015. If you have any questions, please reference your IMLS grant number on all correspondence: LG- 07-14- 0067 -14, and contact one of the senior program officers listed below: Sandra Toro (202) 653 -4662 storo4Zimis.aov Tim Carrigan (202) 653 -4639 tcurrikan a imis.-=ov We look forward to following the progress of your grant and sharing information about it with others who will benefit. Sincerely, 40" AA14 Maura Marx Deputy Director Office of Library Services cc: Cheryl Eberly, Project Director e • •.;• +: INSTITUTE of •• °••• MuseumandUbrary °�'•'• SERVICES Official Award Notification for Grants and Cooperative Agreements Date of Award August 22, 2014 Awardee Name and Address National Leadership Grants City of Santa Ana NLG Library Demo 26 Civic Center Plaza M -75 Santa Ana CA 92701 Award Number LG- 07 -14- 0067 -14 Authorizing Official Award Period Heather Folmar 26 Civic Center Plaza From October 01, 2014 Santa Ana, CA To September 30, 2017 Project Director Total Award Amount $ 495,550.00 Cheryl Eberly 26 Civic Center Plaza 08/22/2014 $495,550.00 Original Award Santa Ana, CA 92701 Basic Award Information 1. The Institute of Museum and Library Services (IMLS) provides this grant support pursuant to 20 USC § 9101 at seq. 2. The award is made in support of the purposes set forth in the original application or, if noted in the special terms and conditions of the award, in a revised plan of work that has been approved by IMLS program staff. 3. The administration of this grant and the expenditure of grant funds are subject to the special terms and conditions of this award, which appear on the second page of the award notification, and the General Terms and Conditions for IMLS Discretionary Awards. The latter document incorporates by reference the audit requirements of OMB Circular A -133 and the applicable uniform administrative requirements and cost principles promulgated by the Office of Management and Budget. 4. The first request for payment will indicate the grantee's acceptance of the award, 5. The schedule of due dates for financial and performance reports is attached as the final page of the award notification. IMLS Authorizing Official Name and Title Signature � 4 � r ff4'JVeY_' obert Horton Associate Deputy Director for Library Services Accounting Code: 59140301P0.2014.LP140.75120.41 TIN No.- 956000785 DUNS No. .083153247 CFDA Number: 45.312 59140301 P0.2014.LP140.75120.41 rl- AWARDEE: City of Santa Ana AWARD NUMBER: LG- 07 -14- 0067 -14 GRANT FUNDS: $495,550 COST SHARE: $818,749 IMLS CONTACTS Questions related to changes in project activities, personnel, and budgets or the extension of the grant period should be addressed to either: Dr. Sandra Toro, Senior Program Officer staro@irnls.eov (202) 653 -4662 Tim Carrigan, Senior Program Officer tcarrEanClimis.gov (202) 653 -4639 Questions related to the processing of payments, notices of overdue reports, interest earned on grant funds, or audit requirements should be addressed to Grants Administration at (202) 653 -4737 or grantsadmin@imls.gov. SPECIAL TERMS AND CONDITIONS OF THE AWARD The budget submitted with your proposal is approved. Changes in this budget will be subject to the limitations set forth in the General Terms and Conditions for IMLS Discretionary Awards. The grantee is required to cost share project expenses at no less than the level indicated in the approved budget. The approved budget includes a cost share of $818,749. The grantee is required to secure prior written approval from IMLS to replace or to substantially reduce the level of effort of the Project Director or the Authorizing Official identified on page 1 of this grant award notification, and /or of any personnel named in the List of Key Project Staff and Consultants submitted with the application. All requests for approval of such changes must be submitted as set forth in the General Terms and Conditions for IMLS Discretionary Awards. Official Award Notification, page 2 rI- The award is made in support of the purposes set forth in the original application or, if noted in the special terms and conditions of the award, in a revised plan of work that has been approved by IMLS program staff. The administration of this grant and the expenditure of grant funds are subject to the special terms and conditions of this award, which appear on the second page of the award notification, and the General Terms and Conditions for IMLS Discretionary Awards. The latter document incorporates by reference the audit requirements of OMB Circular A -133 and the applicable uniform administrative requirements and cost principles promulgated by the Office of Management and Budget. The first request for payment will indicate the grantee's acceptance of the award. The schedule of due dates for financial and performance reports is attached as the final page of the award notification SPECIAL TERMS AND CONDITIONS OF THE AWARD The budget submitted with your proposal is approved. Changes in this budget will be subject to the limitations set forth in the General Terms and Conditions for IMLS Discretionary Awards. The grantee is required to cost share project expenses at no less than the level indicated in the approved budget. The approved budget includes a cost share of $818,749. The grantee is required to secure prior written approval from IMLS to replace or to substantially reduce the level of effort of the Project Director or the Authorizing Official identified on page 1 of this grant award notification, and /or of any personnel named in the List of Key Project Staff and Consultants submitted with the application. All requests for approval of such changes must be submitted as set forth in the General Terms and Conditions for IMLS Discretionary Awards. GENERAL TERMS AND CONDITIONSMAY BE OBTAINED AT THE IMLS WEBSITE http://www.imis.gov/assets/l/AssetManager/GTC-0414.pdf 20B -7 •• . INSTITUTE of Institute of Museum and Library Services MuseumandLibrar SERVICES Reporting Schedule i A.% e 2014 National Leadership Grants Award Number LG- 07 -14- 0067 -14 Institution Name Project Director City of Santa Ana Miss Cheryl Eberly Date Due 10/31/2015 Report Type Interim Financial Date Due 10/31/2015 Report Type Interim Narrative Date Due 10/31/2016 Report Type Interim Narrative Date Due 10/31/2016 Report Type Interim Financial Date Due 12/29/2017 Report Type Final Narrative Date Due 12/29/2017 Report Type Final Financial 09/11/20 [4 Printed By: kmitchell Page 22 of 45 411WOO LG -07 -14 -0067 City of Santa Ana LG- Statement of Need IMLS Completed Review Report This proposal focuses on the increasing diversity in four communities and how to connect with those immigrant communities using the library as an anchor. By engaging with the teenagers in immigrant communities to research and record migration stories, Memories of Migration will preserve these important histories and make them available to the larger community. More importantly, the project aims to make immigrants feel more connected to their local community, train them in STEM fields, increase digital literacy, and have libraries serve as community anchors. LG- Impact This project stands to have a significant impact within the four communities taking part-Santa Ana, CA; Queens, NY; West Hartford, CT; and New Mexico. It also is designed to be scalable for other communities that may want to adopt it or parts of it. Its focus on collaboration seems designed to support other communities that might want to implement Memories of Migration. It is less clear that the project can be broadly adapted for other subjects. The applicants may want to consider which parts of this project could be used for a focus besides immigrant communities and their migration histories. It seems that many of the pieces of this project could be used for community engagement based around different topics such as urban development or architectural history. LG- Project Design This is an ambitious project that has many moving parts. I have some concerns about the ability to successfully manage and coordinate a project of this size spread across the county in four different communities. The project management will have to be carefully attended to in order to make sure that the goals are being successfully met and the budget allocations are in line with this proposal. Clearly time and attention went into this very detailed proposal; that same time and attention will be necessary throughout the project to keep its many parts on track. LG- Project Resources: Personnel, Time, Budget The work of the project seems reasonably spread across the four participating communities, and the main people have allotted what seems to be a significant amount of time to handle the work items. The work also seems to be spread across many people, not the responsibility of just a few. Much of the budget is covered through cost share. The participating organizations will need to be mindful that the cost share funds are being appropriately allocated and match with the work being done. Both the amount of money allocated and the number of people involved will need careful oversight. LG- Communications Plan The project has a multi- tiered communications strategy that should help it reach a large audience. It seems ideally suited to take advantage of social media for its communication because it would help target the teenage population they are working with. Tools such as Twitter and Facebook that teenagers are comfortable with would allow them to spread the word about the project and share tips and suggestions. I would suggest that the applicants consider a hashtag that could be used by teenagers in the four communities to communicate with each other about their work and progress. LG-Susta inability I have some concerns about how the individual libraries are going to maintain the digital portion of this project. The proposal notes that the Internet Archive will handle the long -term digital preservation of the material. However, the project will only be hosted on Historypin for a year beyond the grant timeframe; it is unclear what will happen after that time. It is also unclear how new technologies and formats will be integrated into the project over time or how the content might be migrated to different technologies when necessary. The applicants need to give more thought to the maintenance and upkeep of the websites over the long term so the websites do not become abandone�ftu years '• ; + ® °s ••••;: INSTITUTE of tt� 1Y useuma.libriaiy SERVICES e s LG -07 -14 -0067 City of Santa Ana LG- Statement of Need IMLS Completed Review Report This proposal focuses on the increasing diversity in four communities and how to connect with those immigrant communities using the library as an anchor. By engaging with the teenagers in immigrant communities to research and record migration stories, Memories of Migration will preserve these important histories and make them available to the larger community. More importantly, the project aims to make immigrants feel more connected to their local community, train them in STEM fields, increase digital literacy, and have libraries serve as community anchors. LG- Impact This project stands to have a significant impact within the four communities taking part-Santa Ana, CA; Queens, NY; West Hartford, CT; and New Mexico. It also is designed to be scalable for other communities that may want to adopt it or parts of it. Its focus on collaboration seems designed to support other communities that might want to implement Memories of Migration. It is less clear that the project can be broadly adapted for other subjects. The applicants may want to consider which parts of this project could be used for a focus besides immigrant communities and their migration histories. It seems that many of the pieces of this project could be used for community engagement based around different topics such as urban development or architectural history. LG- Project Design This is an ambitious project that has many moving parts. I have some concerns about the ability to successfully manage and coordinate a project of this size spread across the county in four different communities. The project management will have to be carefully attended to in order to make sure that the goals are being successfully met and the budget allocations are in line with this proposal. Clearly time and attention went into this very detailed proposal; that same time and attention will be necessary throughout the project to keep its many parts on track. LG- Project Resources: Personnel, Time, Budget The work of the project seems reasonably spread across the four participating communities, and the main people have allotted what seems to be a significant amount of time to handle the work items. The work also seems to be spread across many people, not the responsibility of just a few. Much of the budget is covered through cost share. The participating organizations will need to be mindful that the cost share funds are being appropriately allocated and match with the work being done. Both the amount of money allocated and the number of people involved will need careful oversight. LG- Communications Plan The project has a multi- tiered communications strategy that should help it reach a large audience. It seems ideally suited to take advantage of social media for its communication because it would help target the teenage population they are working with. Tools such as Twitter and Facebook that teenagers are comfortable with would allow them to spread the word about the project and share tips and suggestions. I would suggest that the applicants consider a hashtag that could be used by teenagers in the four communities to communicate with each other about their work and progress. LG-Susta inability I have some concerns about how the individual libraries are going to maintain the digital portion of this project. The proposal notes that the Internet Archive will handle the long -term digital preservation of the material. However, the project will only be hosted on Historypin for a year beyond the grant timeframe; it is unclear what will happen after that time. It is also unclear how new technologies and formats will be integrated into the project over time or how the content might be migrated to different technologies when necessary. The applicants need to give more thought to the maintenance and upkeep of the websites over the long term so the websites do not become abandone�ftu years IMLS Completed Review Report tY ., 00: INSTITUTE of tt• i�� MuseuimandLibrary • •• SERVICES e� • i t ± Total Score: 4 Additional Comments: This is a very big, very ambitious project that could have great benefits to the involved communities if successful. It will need to be carefully managed, and coordination between the participating communities will need to be strong. If the project management of this proposal is successful in keeping the work packages on schedule and within budget, this project will have a positive, far- reaching impact. 20B -10 IMLS Completed Review Report ' +.4e0= INSTITUTE of Museumanlibrary SERVICES LG -07 -14 -0067 City of Santa Ana LG- Statement of Need The project builds upon an existing model using a known program with Historypin as a collaborator. There is a lot of research, both informal and through Library Services for Immigrants and Civics and Citizenship Toolkit that indicates their target audience and recommendations for moving forward. I like that the innovation is pointed toward online and offline programming, engagement, training, and infrastructure. LG- Impact Pilot programs are evidence that the project will continue to be successful. An advisory group will review the jumpkit, assess other programs, and have a design session. They are going to do extensive interviewing of all involved to evaluate the quantity and quality of success -- count the number of stories, but also interview librarians, immigrant teens and immigrant populations involvement. It is unclear how this will be done and what questions will be asked or if will flow more spontaneously -- the approach. Also, if there is a method by which they will revise in year 2 or 3 based on feedback. However, I think it will have a positive and strong impact. LG- Project Design I think the communication plan is pretty typical and robust. The exception and benefit is the use of REFORMA for greater access to Latinos and Spanish speakers. The advisory panel is also offering additional support into additional avenues like pop culture and music channels. And the communication is incorporated into the work phases in the project design also so I think they bases are covered well. LG- Project Resources: Personnel, Time, Budget Tutors are being paid at a rate of $17 /hour -- good. Eberly and Zepeda are puting a great deal of their time to managing this project which I think is on target given the 4 locations. I like that the budget narrative includes justification that the costs are based on kayak.com and a US Government survey -- which may be low or totally wrong, but good to see uses of national standards for compensation and other costs. The budget looks fairly straight forward to me in that most of the funding goes toward staffing and equipement at the four locations. LG- Commun!cations Plan I think the communication plan is pretty typical and robust. The exception and benefit is the use of REFORMA for greater access to Latinos and Spanish speakers. The advisory panel is also offering additional support into additional avenues like pop culture and music channels. And the communication is incorporated into the work phases in the project design also so I think they bases are covered well. LG- Sustainability The jumpkit is aimed at the public and other libraries who could participate and contribute to Historypin is free which is a great sustainability measure. Thought it's currently scheduled to be hosted one year beyond the grant period, having exhibitions as part of their possible programming to generate income and put back in the project is a great plan. Total Score: 4 Additional Comments: I think this is an ambitious project and one that is warranted for 3 years given the 4 locations. I think the collaborations with HistoryPin and AmeriCorps are smart. This seems to align with IMLS goals for target audience, collaboration, technological infrastructure and innovation, and using existing standards and best practices for intellectual property and digital asset management. 20B -11 IMLS Completed Review Report +`a INSTITUTE of •••:: MuseumandLibrary ° °s •� SERVICES LG -07 -14 -0067 City of Santa Ana LG- Statement of Need The statement of need is only slightly confusing, because it seems these particular organizations already have funding that can be used to serve these populations. What would be nice for the reviewer would be a clearer statement of NEED rather than a statement of "let's keep this thing going." I support this work, but I would wonder what the IMLS sees as its priorities with this kind of grant. Is it for new demonstration projects or for continuing to enhance infrastructure for current successes, or both? What is clear from the Historypin site is that we need more migration stories, and if this enables that, then we should support it. LG- Impact It is clear from the literature and from successes of projects like this that if delivered successfully this demonstration will have great impact. Questions What is a "robotic digitization kit "? LG- Project Design There are models being deployed in the application of this demonstration (e.g., Teen Community Historians Model). What does it mean for a demonstration grant to deploy particular models at particular site when they are not accounted for in the evaluation and assessment explicitly? How do you know these work and these are the ones to chose in the first place? Will the content created at particular sites be shared? If they are entered in the site's particular content management system, how do we guarantee one of your key concerns which is interoperability mentioned in the section above? LG- Project Resources: Personnel, Time, Budget These are small percentages for such an ambitious and complex project, yes? LG -Comm unications Plan Is there any assessment of the Teen Community Historian model in this context? LG- Sustainability Seems fine to me. Seems fine to me. Total Score: 4 Additional Comments: No further comments for this proposal. 20B -12 IMLS Completed Review Report '•:p ®�. g�INSTITUTEof '• ":s IVmuseumandLibrar 1.0. SERVICES LG -07 -14 -0067 City of Santa Ana NIG- Statement of Need This proposal seeks to increase community engagement across multiple partners and users bases. As such, it is very ambitious in its scope. Integrating some pre- existing infrastructure through partnerships (e.g. HistoryPin) is a great way to take advantage of dynamic technology without recreating the wheel. NLG- Project Design The lack or choice not to utilize controlled vocabulary does limit the potential of this project (E1). User created folksonomies are fine in conjunction with some basic, shared framework. Not having an idea of how metadata will be employed prior to generating content is dangerous. There is no mention of IRB protocols involved in the interviewing of third parties. Some work should be put into that component before proceeding (Part III, 2). The main challenge with this grant is coordinating all the moving parts. Having broken it out the way the authors did, however, points to that awareness on their part. What would make this a stronger proposal is a basic articulation of what would happen if there were any major breakdown with one of the partners. How would that impact the overall goal of the project? Would it? Final point - there should be a shared MOU /IRB type document for all of the oral history participants that is documented as part of the effort. Having a clear rights landscape for participants is essential for future sustainability. There should be more specificity as to the nature of the geographic metadata that is created and will be managed. How will that be handled? It is a vital part of the use value of HistoryPin and as such, should be clearly set out in advance. NLG- Impact As a multi -part process, this proposal will reach a wide audience and help develop some mutually - beneficial relationships of training and user community. NLG - Project Resources: Personnel, Time, Budget As mentioned before, there are many moving parts to this grant. The coordination among them will be key. Mr Voss is very capable and setting up point - person leaders in each of the partners helps distribute and inculcate a solid methodology among them. This project could have far - reaching ramifications - especially if it is well documented. There is also a 100% staff member who is dedicated to the project which is a sign that the complexity is not lost upon the authors. NLG - Communications Plan Engaging the UGC and students in the social media that they are most comfortable with is key. Then having a solid brand that they can link to and reference would make this a solid strategy. NLG - Sustainability Some of the preservation concerns are address through backup strategies but given the amount of materials that are going to be addressed, there needs to be a greater attention placed on preservation. Will the digital files be in a preservation environment where they are audited for fixity, bit rot, etc? One cannot assume that each partner has the same level of expertise in this regard. Simply having multiple backups is a good start but given that unique oral histories will be captured, the loss of any of these is permanent. Total Score: 4 Additional Comments: This is a strong grant with a compelling story to tell. This reviewer is thrilled to see partnerships with external agencies such as HistoryPin and AmeriCorps. The danger, of course, is that this is a highly complex partnership with many individuals and moving parts. It will take a very steady hand at the wheel but if success is achieved, it could have a broad impact on library engagement with diverse communities and how we can help tell their stories. 20B -13 IMLS Completed Review Report •.�ae'j INSTITUTE of »� •• psi MuseumandL'brary •`"• SERVICES LG -07 -14 -0067 City of Santa Ana NLG- Statement of Need This project is very creative. It will create a partnership with an established nonprofit (Historypin) to engage the new immigrant community with technology and civic engagement. During the current policy debate climate, this project will provide a positive opportunity to engage the community in meaningful work but it will also position the library as a leader in civic engagement. I am especially impressed by their plan to include national participants in this project Queens, New Mexico, West Hartford, Kudos! Shows that they've done their homework and that they will leverage this project idea in ways that will benefit local public library based community programming, with strong potential to serve as a national model for other libraries (and community based organizations). This is a demonstration project with a technology, community building twist. NLG - Project Design As stated in the previous section, the project design is very well thought out. I especially like the fact that they have stated very specific goals and included several partnerships with libraries that have well developed immigrant programming in place. The idea of a jump kit (a new version of the tool kit ?) is good. I do have some concerns re: the scope of the project. The coordination and communication challenges across the country may pose some challenges for collecting meaningful data (but that's what demonstration projects are all about, right ?). NLG - Impact The strategy for measuring the impact of the project is based on the production and quality of the products (Jump Kit, use of digital tools, etc). There is also an element for measuring local participation. Any thoughts on measuring the impact on the library operations? Library staff? NLG - Project Resources: Personnel, Time, Budget There are a lot of moving parts to this project. Given the national scope (with multiple areas of local focus) it will be a challenge to coordinate all of the activities and complete the major goals. Santa Ana's operating budget looks small when compared to the amount of IMLS and "cost- share" funding needed to support the project. So, I would need to know more about how the actual project might affect the day to day operations of the Santa Ana Public Library. NLG - Communications Plan Social media outlets will be used throughout the project. Each participant will be expected to exploit communications using local media channels. Major partner - Historypin - will also use its media channels to inform their community about the project. They mention an advisory panel, but there the members are not named. MOst of the communications strategy is about promoting the project - which is fine. I'm not sure how they will actually communicate with the people that they want to recruit or the participants once they are on board. Also, how will the communication strategy be evaluated? Because of the national scope, it would be good to capture what works, didn't work for replication in the future. NLG - Sustainability I look at this project as an "event ". Events typically don't need to be sustained but should be looked at as experiments from which larger lessons can be learned and applied to the goals of the organization. So, in that case, I would want to know more about how the lessons learned will be applied to the operations and programs for each of the participants. Total Score: 5 Additional Comments: Creative, bold and timely! Scope could be a challenge. But, overall a solid demonstration project. 20B -14 IMLS Completed Review Report y,ya y.i . jo. INSTITUTE of p� °. 0* IY Iuseumand�ibraV SERVICES LG -07 -14 -0067 City of Santa Ana LG- Statement of Need This is an innovative and ambitious project with many different parts to it. It's an exciting collaboration among 4 very different and geographically disperse libraries, and with Historypin. I love the emphasis on community engagement, programming, workshops, and reaching out to communities in need. It would great to see how many people they want to reach? What is the capacity of the program as it's designed? LG- Impact Project is response to US changing demographics, the need for libraries to anchor communities, and for active engagement with immigrant youth that leverages digital technology and social media in order to advance digital literacy /STEM training and interest. How many people will be targeted? What are the goals? Creation of new content? How much? This was unclear. It's also not convincing that this is a STEM project. It's a digital literacy project, which has its own important merits, but not STEM. LG- Project Design This is a complicated work plan, with multiple parts and with different institutions /entities taking responsibility. Effective communication and project management will be essential for this to move forward smoothly. I would welcome more discussion about how this communication will be accomplished, and how the project will be overseen and coordinated. Given the complexity of the project, with workshops happening simultaneously across the country, I wonder if a planning /pilot phase approach wouldn't be an effective way to roll out this type of programming. That way, the key findings at each site could be a more effective guide to future planning and development. More discussion is needed to discuss more deeply the advisory meetings. LG- Project Resources: Personnel, Time, Budget The allocation of staff time seems light, given the complexity of the project (project director at 50 %, for example). It is encouraging to see the director of Historypin and his staff so committed to the project. The staff at partner libraries is committed at a relatively minimal level (between 7% and 14 %). The grant budget represents only a small part of the total costs of the project. It's surprising that the project manager salary isn't being applied to the grant. As it's envisioned, only part-time staff are paid from the grant and a number of full time staff only have a small percentage of their time committed to the grant. This is somewhat concerning. Further, the budget narrative itself is nearly 30 pages long. This is a clear indication that the project requires significant management time, both financially and otherwise. It is not clear that the project is adequately staffed. At the same time, a significant amount of money ($80k) is being spent on hiring /training student interns. I would love to see more discussion of this decision in terms of how it supports the core objectives of the project (which it seems like it does do)... LG- Communications Plan "Jump Kits" will serve as a natural vehicle for sharing, and it looks as though the partners are well positioned to promote their programs. Historypin isn't included in the communications plan, and I would expect that be an effective partner in that regard. The communications plan generally could be better developed given the nature of the project, and the ambitions to serve as a model for programming and outreach that other libraries would want to replicate /develop. 20B -15 IMLS Completed Review Report •ej�i INSTITUTE of pp "�e %•� IY useu mandLibrary `•• SERVICES LG- Sustainability This is a relatively effective sustainability plan, with Internet Archive leveraged to host/archive the project permanently. The project, generally, is being designed to be scaleable to many other libraries, relieving any one institution of claiming total responsibility. That said, it would be great to see more discussion of how the institutions will contribute to the project once the grant term ends. Also, the proposal notes that Historypin will host content for one year. What happens after that? Are Historypin and Internet Archive hosting the same content? This is unclear. And presumably, the digital content /collection building will continue to grow. How will that be handled? Who will handle it? Total Score: 3 Additional Comments: Given the complexity of the project, with multiple partners and events and workshops happening simultaneously across the country, I wonder if a planning /pilot phase approach wouldn't be an effective way to roll out this type of programming. That way, the key findings at each site could be a more effective guide to future planning and development. It also strikes me that though the guiding theme of the programming (memory, migration) is particularly apt a project like this, the fundamental goals (using the library as an anchor for changing communities, promoting programming that increases digital literacy and STEM skills, engaging the public in an open and empowering way) are much broader. For some communities, memory, immigration, etc., might be the right points of entry, but for others, it will be something else entirely. I would love to see the project create a model for programming that is flexible enough to address the different needs of different communities, using the same basic (exciting, innovative model). I think this is a terrific project, with huge, important potential. I am concerned about the staffing model and think that needs to be reconsidered before moving forward. 20B -16 INSTITUTE of useumandLi rary SERVICES General Terms and Conditions for • IMLS Discretionary Awards • IMLS Native American Library Services Basic Awards • IMLS Native American Library Services Basic Awards with Education /Assessment Option Organizations that receive IMLS grants or cooperative agreements are subject to these General Terms and Conditions for IMLS Discretionary Awards (General Terms and Conditions). The General Terms and Conditions are based on the administrative requirements of 2 CFR Part 215, (Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non - Profit Organizations); 45 CFR Part 1 180 (IMLS grants regulations); 45 CFR Part 1183 (IMLS administrative requirements for grants and cooperative agreements to State, local, and Indian tribal governments); and 2 CFR Chapter XXXI (IMLS debarment and suspension, and drug -free workplace) Organizations that receive grants that are subject to these General Terms and Conditions must be familiar with these regulations and comply with the relevant requirements and with other laws that may be applicable. April 2014 20B -17 Contents Contents ............. Glossary of Terms 1. What do these General Terms and Conditions apply to? ....................................... ............................... 1 2. What are my responsibilities when accepting a grant? ......................................... ............................... 1 3. What are these Terms and Conditions based on? ................................................. ............................... 1 4. Do I have to be registered in the System for Award Management ( SAM)? ............ ............................... 2 5. Do I have to comply with the Federal Funding Accountability and Transparency Act (FFATA) ? ...... ......2 6. What determines allowable costs for IMLS•funded work? ..................................... ..............................2 7. Are extensions of the grant period allowed? .......................................................... ..............................3 8. Are changes in project scope allowed? ................................................................... ..............................3 9. Are changes in key project personnel allowed? ...................................................... ..............................3 10. How do I make changes to the project budget? ................................................... ..............................3 11. What are the cost - sharing requirements? ............................................................ ..............................4 12. What is the process for receiving payment from IMLS? ........................................ ..............................5 13. What are the reporting requirements? ................................................................ ..............................7 14. What are the requirements for my organization's financial management system ? ............................8 15. Do I need to get an audit of my organization's finances? ..................................... ..............................9 16. What are the rules for retaining records after a grant is finished? ....................... ..............................9 17. What rules govern our procurement procedures? ............................................. ............................... 30 18. What are the rules for equipment and supplies? ............................................... ............................... 10 19. What are the rules for travel costs? .................................................................. ............................... 11 22. Are there additional rules for foreign travel? .................................................... ............................... 11 23. Are there specific requirements for your sharing of results and work products, and what may IMLS share? .................................................................................................................... ............................... 11 24. What are the requirements for data collection and data sharing? .................... ............................... 12 41IMFOO 25. What are the rules for Acknowledgment of IMLS support?.. ............................................................ 13 26. What are the intellectual property and data rules for products that result from IMLS grants?........ 14 27. What happens if a funded project earns income? ............................................. ............................... 14 28. What do we do when research misconduct is alleged or discovered? ............... ............................... 15 29. How does a grant get terminated before its completion? ................................. ............................... 16 30. What are the procedures for requesting a review of termination? ................... ............................... 16 31. How do I proceed if this document contradicts other IMLS materials related to grants ? .................. 17 32. What are the government -wide requirements for implementing federal grants ? ............................ 17 AppendixA ............................................................................................................. ............................... 24 1. Procurement Standards ....................................................................................... ............................... 24 1. Contract Provisions .............................................................................................. ............................... 25 Appendix8 ............................................................................................................. ............................... 27 Useof U.S. -Flag Air Carriers ..................................................................................... ............................... 27 ii 20B -19 Glossary of Terms Authorized RepresentativeiAuthorized Organization Representative /Certified Authorizing Official - An official of the institution with the authority, in accordance with applicable law and requirements, to apply for federal support and /or enter into agreements and /or sign grant- related documents. Cash Contributions - The grantee's cash outlay for budgeted project activities, including the outlay of money contributed to the grantee by third parties. Central Contractor Registration (CCR) - See "System for Award Management." Cost Sharing - The portion of the costs of a project not charged to IMLS funds. This would inctudc cash contributions (as defined above), the value of grantee contributions of property and services (valued in accordance with the applicable cost principles), and the value of third -party in -kind contributions. Data Universal Numbering System (D- U -N -S®) Number - The nine -digit number established and assigned by Dun and Bradstreet, Inc, (D &B) to give business entities a unique designation. A D- U -N -S© Number may be obtained from D &B by telephone or the Internet (currently at litux' redxovAnh.com.` web form), Debarment - An action taken by an agency to exclude an organization from participating in Federal grants and contracts. (IMLS debarment and suspension regulations are found at 2 CFR Part 3185 and 2 CFR Part 180). Equipment - Tangible non - expendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. FFATA - The Federal Funding Accountability and Transparency Act, as amended (currently at www.fsrs.gov). Grant - A legal instrument of financial assistance between IMLS and a recipient to enter into a relationship that enables the recipient to carry out a public purpose. Grant Period - The span of time designated in the grant award notification or an amendment, during which you, as the grantee, have the authority to obligate grant funds and undertake project activities. Grantee - The organization to which a grant is awarded and which is accountable for the use of the finds provided. Indian tribe - "Indian tribe" means any tribe, band, nation, or other organized group or community, including any Alaska native village, regional corporation, or village corporation (as defined in, or established pursuant to, the Alaska Native Claims iii 20B -20 Settlement Act (43 U.S.C. 1601 et. seq.)), which is recognized by the Secretary of the Interior as eligible for the special programs and services provided by the Unites States to Indians because of their status as Indians. In-Kind Contributions - The value of non -cash contributions provided by non - Federal third parties. In -kind contributions may be in the form of real property, equipment, supplies and other expendable property, and the value of goods and services directly benefiting and specifically identifiable to the project. Intangible Property - Property that includes, but is not limited to, trademarks, copyrights, patents and patent applications. Obligation - The amount of orders placed, contracts awarded, goods and services received, and similar transactions during the grant period that will require payment during the same or future period. Program Officer - The IMLS program staff member designated in the cover letter of the official grant award package as the person responsible for the oversight of the grant. Program Income - Gross income earned by a grantee that is directly earned as a result of the grant. It includes but is not limited to income from fees for services performed and from the sale of items created under a grant, usage or rental fees for equipment or property acquired under a grant, and license fees and royalties from patents and copyrights. Project Funds - Both the federal and non - federal funds that are used to cover the cost of budgeted project activities. Simplified Acquisition Threshold - This term replaces "small purchase threshold," and the threshold is currently set at $150,000 [2 CFR 2.101 ]. (See "Contract Provisions" in the Appendix to these General Terms and Conditions.) State - Each of the 50 States of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, the Republic of the Marshall Islands, the Federated States of Micronesia, and the Republic of Palau. Subgrant - An award of financial assistance in the form of money or property, made under a grant by a grantee to an eligible sub- recipient or by a sub - recipient to a lower -tier sub - recipient. The term does not include the procurement of goods and services. Discretionary program grantees of the Office of Museum Services (ONIS) and the Office of Library Services (OLS) do not have the authority to make subgrants (re- grant) with funds they have received from IMLS (45 C.F.R. §1180.55). Supplies - All personal property, excluding equipment and intangible property as defined in this glossary. iv 20B -21 Suspension of an organization - An action taken by an agency that immediately prohibits an organization from participating in Federal grants and contracts for a temporary period, pending completion of an agency investigation and anyjudicial or administrative proceedings. (IMLS debarment and suspension regulations are found at 2 CPR Part 3185 and 2 CFR Part 180). Suspension of a grant - The temporary withdrawal of federal sponsorship. This includes the withdrawal of authority to incur expenditures against grant funds, pending corrective action or a decision to terminate the grant. System for Award Management (SAM) - The federal repository into which an entity must provide information required in order to conduct business as a recipient. This information was previously collected at the Central Contractor Registration (CCR) repository. Additional inforrnatien about registration procedures may be found at the SAM Internet site (currently at https�m,eov). Termination - Cancellation of federal sponsorship of a project, including the withdrawal of authority to incur expenditures against previously awarded grant funds prior to the planned end of the grant period. 20B-22 1. What do these General Terms and Conditions apply to? These General Terms and Conditions apply to grants that IMLS issues to private nonprofit organizations; institutions of higher education; and state, local, and federally recognized Indian tribal governments (unless we designate in the grant award that a different set of IMLS General Terms and Conditions apply). The IMLS Library Grants to States Program has a separate set of award terms and conditions. 2. What are my responsibilities when accepting a grant? In accepting an award, you assume the legal, financial, administrative, and programmatic responsibility for administering the award in accordance with these General Tetras and Conditions and must comply with applicable laws, statutes, regulations, executive orders, OMB Circulars, and the terms of the award. You must also comply with the specific Assurances and Certifications that are part of a grant application. While these General Terms and Conditions highlight those laws and requirements that apply most frequently to recipients of IMLS awards, you are responsible for following all applicable requirements of all other federal taws, executive orders, regulations, and policies governing this program, whether or not they are listed herein, Failure to comply could result in suspension or termination of the award, IMLS recovery of award funds, suspension/debarment of your organization, arid/or other actions. For reference, laws and requirements that relate specifically to IMLS grants include but are not limited to: • [MLS's authorization statute (20 U.S.C. §9101 etseq.) • IMLS's African American grant program statute (20 U.S.C. §801--5) • IMLS regulations (45 CFR Chapter XI and 2 CFR Chapter XXXI) • IMLS appropriations laws You assume responsibility for the conduct of project activities under an IMLS award, for adherence to the award conditions, for submitting financial and performance reports, and for informing IMLS during the course of the award of any significant programmatic, administrative, or financial problems that have arisen, including allegations of research misconduct. Forms, form instruction, and other guidance for successfully managing an IMLS discretionary grant are available on the IMLS website. You must also maintain documentation, which is subject to audit, of all activities and expenditures affecting the award. 3. What are these Terms and Conditions based on? These General Terms and Conditions are based on the administrative requirements of 2 CFR Part 215; 45 CFR Part 1 180; 45 CFR Part 1 183; 2 CFR Chapter XXXI. The above regulations apply to the majority of IMLS discretionary awards. Organizations that receive IMLS grants or 20B -23 cooperative agreements that are subject to these General Terms and Conditions must be familiar with these regulations and any other applicable laws and follow the relevant requirements. 4. Do I have to be registered in the System for Award Management (SAM)? Grant payments cannot be made to organizations that do not hold current System for Award Management (www.SA'vi.�-,ov) registrations. You must maintain your registration in SAM until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, more frequently if required by changes in your information or by other guidance. S. Do I have to comply with the Federal Funding Accountability and Transparency Act (FFATA)? You must comply with the Federal Funding Accountability and Transparency Act (as implemented in 2 CFR Part 170) and report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if the following criteria are true for your organization — • More than 80 percent of annual gross revenues are From the federal government, and tttose revenues are greater than $25M annually; and • Compensation information is not already available through reporting to the Securities and Exchange Commission (SEC). 6. What determines allowable costs for IMLS- funded work? Allowable costs and cost allocation methods for work performed under an IMLS grant must be determined in accordance with the applicable federal cost principles and the terms and conditions of the grant award. 'The following circulars set forth the federal cost principles that apply to the various types of IMLS grantees: 2 CFR Part 220 - Cost Principles for Educational Institutions (formerly OMB Circular A- 2l ); 2 CFR Part 230 - Cost Principles for Non -Profit Organizations (formerly OMB Circular A -122); 2 CFR Part 225 - Cost Principles for State, Local, and Indian Tribal Governments (formerly OMB Circular A -87). Copies of the cost principles may be obtained from www.omb.go%. 20B -24 7, Are extensions of the grant period allowed? If you determine toward the end of a grant period that additional time is required to complete the original scope of the project with the funds already made available, an Authorized Representative /Authorized Organization Representative /Certifled Authorizing Official of your institution may submit a request to the appropriate hMLS program officer to extend the grant for Lip to a year. Extension requests must be made at least 30 calendar days prior to the original grant ending date and explain in detail the reason for the request. Extensions are not automatic and some IMLS programs do not allow extensions. We will inform you in writing as to whether an extension request has been granted. We do not typically extend a grant more than once. S. Are changes in project scope allowed? Any project that is carried out under a grant must be consistent with the scope of the approved proposal. The scope of a project encompasses the purpose for which the grant is undertaken, the subject matter, the treatment of the subject matter, the historical time frame of the project, the volume of material that will be studied /treated, and the products that are expected to result from grant activities. No changes maybe made in the scope of a project without written approval from IMLS. All requests for a change in the scope of a grant must be signed by an Authorized Representative /Authorized Organization Representative /Certified Authorizing Official and submitted to the appropriate IMLS program officer. 9. Are changes In key project personnel allowed? The replacement of the project director or the co- director or other personnel specifically identified in the grant award notification, or a substantial reduction in the level of their effort (e.g., their unanticipated absence for more than three months, or a 25 percent reduction in the time devoted to the project), requires prior written approval from IMLS. When it is specifically required as a condition of a grant, written approval will also be needed for the replacement or the substantial reduction in the level of effort of other personnel whose work we deem critical to the project's successful completion. All requests for approval of changes in key project personnel must be signed by an Authorized Representative /Authorized Organization Representative /Certified Authorizing Official and include evidence of the qualifications for replacement personnel. 10. How do I make changes to the project budget? The project budget is the schedule of anticipated project expenditures that is approved by IMLS for carrying out the purposes of the grant. When you or a non - Federal third party supports a 20B -25 portion of the project costs, the project budget includes that portion as well as the IMLS share of project expenses. You must obtain prior written approval from the IMLS program officer whenever a budget change is necessary because of: a. a change in the scope or objectives of the project (see Article 8); b. the transfer to a third party (by contracting, or other means) of any work under a grant; I c. the addition o f costs that are specifically disallowed by the terms and conditions of the grant award or for which the applicable cost principles require prior approval, e.g., the purchase of equipment, participant support costs, foreign travel; d. the transfer of funds among direct costs categories, or, if applicable, among separately budgeted programs, projects, functions or activities, when the federal share of project costs exceeds $100,000 and the cumulative amount transferred exceeds l0 percent of the total current approved project budget (IMLS funds plus cost share); or e. the transfer of funds from stipends or training allowances to other budget categories. All requests for budget revisions must be dated and signed by an Authorized Representative /Authorized Organization Representative /Certified Authorizing Official and submitted to the IMLS program officer. Within 30 calendar days of receiving the request for budget revision, we will review the request and notify you whether or not it has been approved. If the budget revision is still under consideration at the end of 30 calendar days, we will inform you in writing of the date by which you may expect a decision. 11. What are the cost - sharing requirements? You are required to share in project expenses at the level indicated in the approved project budget. You must also maintain auditable records of all project costs whether they are charged to grant funds or supported by cost - sharing contributions-. Any proposed change in level of cost share must be submitted to IiIMLS for approval. All cash and in -kind contributions to a project that you or a non- federal third party provide are acceptable as your cost share when such contributions are • verifiable from your records; • not included as contributions for any other federally assisted program; • necessary and reasonable For the proper and efficient accomplishment of project objectives; • types of charges considered allowable under the applicable cost principles; • used to support activities that are included in the approved project work plan; and • incurred during the grant period, t1VtLS approval is not required for third -party transfers that were described in the approved project plan, or For the purchase of supplies, materials, or,encral support services. 20B -26 Contributions, such as property, space, or services that you provide for a project must be valued in accordance with the applicable federal cost principles. When your cost sharing includes non - federal third -party in -kind contributions, the basis for determining the value of volunteer services and donated property or space must be documented and must conform to the applicable federal cost principles. Unless otherwise approved by IMLS, the following items are not eligible as cost share: • other federal funds, including IMLS funds. This includes federal funds that have been sub.-ranted or disbursed to you from another grantor; • resources that have been used as cost share for another IMLS award or other federal program; • contributions or gifts transferred to your organization that are restricted and cannot be used to support the project; • gifts (testamentary or otherwise) that are not available to your organization during the project period. 12. What is the process for receiving payment from IMLS? Grant payments cannot be made to organizations that do not hold current System for Award Managment registrations (SAM.gov). You must maintain the currency of your information in SAM from the time of application until submission of the final financial report required under an award or receipt of the final payment, whichever is later. Generally, you must renew SAM registration annually. You will request payments with form SF270, Request for Advance or Reimbursement, which you can find on the IMLS website at http: /iwww.imis.gov/ recipients /administration.aspx and e- mail it in PDF format to IMLS Grants Administration at grantsadmin t, mis.gov. If you do not have the capability to email PDF documents, forms may be mailed to Institute of Museum and Library Services Attn. Grants Administration 1800 M Street, NW / 9"' Floor Washington, DC 20036 -5802 If your SF270 form is incomplete or inaccurate, your payment will be delayed. The SF270 must be signed by an Authorized Representative /Authorized Organization Representative /Certified Authorizing Official of your institution. You may submit a payment request whenever grant funds are needed. Cmailed payment requests are normally processed within ten business days. Mailed payment requests will take longer. 20B-27 To avoid possible delays in processing a payment request, You should explain unusually high payment requests when they are submitted to IMLS. Advance Payment Unless otherwise stated in the special terms and conditions of the grant award notification (or subsequent action), you are authorized to be paid on an advance basis through electronic funds transfer, provided that the following conditions exist: L Funds for the project period have been obligated in the form of a signed grant award notification; 2. You maintain or demonstrate the willingness to maintain written procedures that will minimize the tirrre elapsing between the transfer of funds to you from the U.S. Treasury and your disbursement of such funds; 3. Your financial management system meets the standards for fund control and accountability prescribed in 2 CFR Part 215 (formerly OMB Circular A -110) or 45 CFR § 1183.20; and 4. Your SAM.gov registration is current and active. Requests for advance payment must be limited to your inanediate cash needs. Advance payments must be fully disbursed (example: checks written, signed, and issued to the payees) within 30 days of the date you receive the advance funds from the U.S. Treasury. Advance payment requests for must be submitted no earlier than 15 business days prior to the beginning of the period for which the funds are requested, Frequency of Requests You may submit a payment request whenever grant funds are needed. Requests for advance payment must be submitted no earlier than 15 business days prior to the beginning of the period for which the funds are requested. Grantees that email payment requests to IMLS can normally expect payment via electronic transfer within ten business days. Mailed payment requests will take longer to process. Limitations on Advance Pates Requests for advance payment must be limited to immediate cash needs. Federal funds advanced to the recipient must be fully disbursed (example: checks written, signed, and issued to the payees) within 30- days of the date you receive the advance funds from IMLS. To avoid possible delays in processing a payment request, you should explain unusualty high payment requests when they are submitted to IMLS. Reporting on Advance Payments You are required to report on the status of funds received from hMLS within 30 days of receiving an advance, using either Section I t or Section 12 of the SF270 form. This form must be submitted for reporting, even if no additional funds are being requested. The next request for payment will not be approved until the outstanding advance has been fully liquidated by the recipient. rl- You must maintain advances of tedera[ Funds in interest - bearing barlL accounts unless you receive less than $ 120,000 per year in advanced grant funds or the most reasonably available interest- bearing account would not cam more than $ [00 (State, Local and Indian Tribal Governments) or $250 (Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations) per year on the federal cash balance, or would entail bank services charges in excess of the interest earned. (You are encouraged to use women -owned and minority -owned banks - banks that are owned at least 50 percent by women or minority group members). Interest in excess of $250 annually that is earned on advanced payments must be remitted annually to IMLS. You must mail a check identified as interest earned on advances of IMLS funds to: Institute of Museum and Library Services Attn, Grants Administration 1800 M Street, NW, 9`h Floor Washington, DC 20036 -5802 13. What are the reporting requirements? You are responsible for submitting interim and final performance and financial reports. A final performance report and a final financial report must be submitted to IMLS Grants Administration within 90 calendar days after the completion date of the grant period. The grant award notification includes a schedule of interim and final report due dates. If a grant is extended, h'v[LS will email a revised reporting schedule. Interim and final report forms and instructions are available on the IMLS website: lugx fwww.imis. nog -rrec ipientsiadminisnation.shtm. Failure to submit reports on a timely basis may result in delayed payments and the suspension of action on pending applications from the grantee organization. Interim and final reports (reports of 20MB or less) should be emailed in PDF format to mLsrenortine %d imis.gos.'rho grant number must be referenced in the `Subject' of the email. If you do not have the capability to email PDF documents, the reports may be mailed to: Institute of Museum and Library Services Attn. Grants Administration 1800 M Street, NW / 9 "' Floor Washington, DC 20036 -5802 Reports that exceed 20MB must be mailed. When a signed report is emailed to IMLS, you are required to retain the original report in accordance with the standards set forth in Article 16 (Record Retention) of these General Terms and Conditions. 20B -29 14. What are the requirements for my organization's financial management system? Your organization's Financial management system must meet the applicable federal requirements (for example, 45 CFR § 1180.53 and 45 CFR §1183.20), consistent with the following standards. Accounting System You must have an accounting system that provides accurate, current, and complete disclosure of all financial transactions related to each federally sponsored project. Accounting records must contain information pertaining to federal awards, authorizations, obligations, unobligated balances, assets, outlays, income, and interest. These records must be maintained on a current basis and balanced at least quarterly. Cash contributions to the project from third parties must be accounted for in the general ledger with other grant funds. Third party in -kind (non -cash) contributions are not required to be recorded in the general ledger, but must be under accounting control, possibly through the use of a memorandum ledger. Source Documentation Accounting records must be supported by such source documentation as canceled checks, bank statements, invoices, paid bills, donor letters, time and attendance records, activity reports, travel reports, and contractual and consultant agreements. All supporting documentation should be clearly identified with the grant and general ledger accounts that are to be charged or credited. The documentation required for salary charges to grants is prescribed by the cost principles applicable to your organization, for example: 2 CFR, Part 220 (Cost Principles for Educational Institutions) 2 CFR, Part 230 (Cost Principles for Non -Profit Organizations), • 2 CFR, Part 225 (Cost Principles for State, Local, and Indian Tribal Governments) Personnel activity reports must account on an after - the -fact basis for one hundred percent of the employee's actual time, separately indicating the time spent on the 1MLS grant, other grants or projects, vacation or sick leave, and administrative time if applicable. The reports must be signed by the employee, approved by the appropriate official, and coincide with a pay period. These time records should be used to record the distribution of salary costs to the appropriate accounts no less frequently than quarterly. Fortnal agreements with independent contractors, such as consultants, must include a description of the services to be performed, the period of performance, the fee and method of payment, an itemization of travel and other costs which are chargeable to the agreement, and the signatures of both the contractor and an appropriate official of the your organization. If third party in -kind (non -cash) contributions are used on a project, the valuation of these contributions must be supported with adequate documentation. 20B -30 Internal Control Effective control and accountability must be maintained for all cash, real and personal property, and other assets. You must adequately safeguard all such property and provide assurance that it is used solely for authorized purposes. You must also have systems in place that ensure compliance with the terms and conditions of each grant award, Budget Control Records of expenditures must be maintained for each grant project by the cost categories of the approved budget (including indirect costs that are charged to the project), and actual expenditures are to be compared with budgeted amounts no less frecuently than quarterly. IMLS approval is required for certain budget revisions (see Article 10). Allowable Costs The applicable OMB cost principles, these General Terms and Conditions, and any special conditions of the grant award shall govern the determination of the reasonableness, allowability, and allocability of project costs. Cash Management You must also have written procedures to minimize the timc elapsing between the receipt and the disbursement of grant funds to avoid having excessive federal funds on hand, Requests for advance payment must follow the guidelines set forth in Article 12 of this document. Grant funds may only be obligated during the grant period, and they must be distributed no later than 90 days after the end of the grant period. 15. Do I need to get an audit of my organization's finances? You must obtain an audit, as required by the Single Audit Act Amendments of 1996 (31 U.S.C. § §750 t- 7507), and comply with the requirements of OMB Circular A433, "Audits of States, Local Governments, and Non -Profit Organizations," if you expend in the aggregate of $500,000 or more in federal funds on financial assistance awards or cost - reimbursement contracts in any Fiscal year ending after December 31, 2003. (Copies of A -133 may be obtained from R'ww Amb. Qov ) 16. What are the rules for retaining records after a grant is finished? You must meet the applicable federal requirements for record retention (for example, see 2 CFR §215.53 and 45 CFR § 1183.42), as consistent with the following standards: You must retain financial records, supporting documentation, statistical records, and all other records pertinent to the grant for three years from the date of submission of the final Federal Financial Status Report Form (SF425 form). Other requirements may apply for program income and indirect cost rate proposals, etc. 20B -31 If any litigation, claim, or audit is started before the end of the three year periocl, you must retain the records until all litigation, claims, or audit findings involving the records have been resolved and final action taken. IMLS, the Comptroller General of the United States, and any of their duly authorized representatives, have the right of access to any pertinent books, documents, papers, and records to make audits, examinations, excerpts, transcripts, and copies. Further, any contract you negotiate in excess of the simplified acquisition threshold for the purposes of carrying out the grant project must include a provision to the effect that you as the grantee, IMLS, the Comptroller General, or any of their duly authorized representatives shall have access for similar purposes to any books, documents, papers, and records that are directly pertinent to the project for the purpose of making audits, examinations, excerpts, and transcriptions (for example, 2 CFR §215.48(d) or 45 CFR § 1183.36(i)(l0)). 17. What rules govern our procurement procedures? You are responsible for complying with the applicable procurement standards, for example set forth in 2 CFR Part 215 (for institutions of higher education, hospitals, and other non - profit organizations) and 45 CFR Part 1183 (for state, local, and Indian tribal governments). You must have standards to ensure that materials and services acquired under federal awards are obtained in an effective manner and in compliance with the provisions of applicable federal statutes, regulations, and executive orders. Written procedures should include, among other things, determining economical approaches; providing for competition; dealing with conflict of interest; efforts to use small businesses, minority -owned firms, and women's business enterprises; and maintaining records sufficient to detail the procurement process. (See Appendix A for further guidance on procurement.) 18. What are the rules for equipment and supplies? The purchase of equipment not included in the approved project budget is allowable only if it is specifically approved by IMLS and there is documentation to support that the purchase is necessary and reasonable to carry out project activities. Equipment records must be maintained that include the description of the equipment; the serial number or other identification number; the source of the equipment; the title holder; the acquisition date; the cost of the equipment; the location, use, and condition of the equipment; and any ultimate disposition data including the date of disposal and the sale price of the equipment. A physical inventory of the equipment must be taken and the results reconciled with the equipment records at least once every two years while the grant is active. to 20B -32 Fitte to equipment purchased or fabricated with IMLS funds belongs to your organization with the understanding that the equipment will be used for the approved project. We reserve the right to request the transfer of title to the federal government or to a third party when the current per - unit fair market value of the equipment is $5,000 or more and the equipment is no longer needed to carry out the purposes of the project or other projects funded by government agencies. Title to supplies and other expendable property belongs to you upon acquisition. If there are unused supplies exceeding $5,000 in total aggregate value upon termination or completion of the project and the supplies are not needed for any other federally sponsored project or program, you may keep the supplies for use on non - Federal sponsored activities or sell them, but must, in either case, compensate the Federal Goverrmient for its share. 19. What are the rules for travel costs? Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by those cn grant - related official business. Such costs may be charged on an actual basis, on a per diem or mileage basis in lieu of actual costs, or on a combination of the two. The chosen method must be consistent with those normally allowed by your organization, as stated in your written travel policy. Travelers must use the lowest commercial discount or customary standard (coach) airfare unless such accommodations are not reasonably available to accomplish the purpose of travel. 22. Are there additional rules for foreign travel? For the purposes of these Terns and Conditions, foreign travel includes any travel outside Canada, Mexico, the United States, and any United States territories and possessions. All air transportation of persons or property that is paid in whole or in part with IMLS funds must be performed in accordance with applicable law, including but not limited to the Fly America Act (49 U.S.C. §40118). Each separate foreign trip must be itemized in the budget approved by INILS. Foreign travel that is not included in the approved project budget must be specifically approved in writing by the appropriate IMLS program officer. (See Appendix B for additional information on rules for foreign travel.) 23. Are there specific requirements for your sharing of results and work products, and what may IMLS share? Wide dissemination of the results of IMLS- funded projects advances the body of knowledge and professional practice in museum, library, and information services. For this reason, IMLS encourages creators of works resulting froth IMLS funding to share their work whenever 20B -33 possible through forums such as institutional or disciplinary repositories, open- access journals, or other media. All work products resulting from IMLS funding should be distributed for free or at cost unless IMLS has given you written approval for another arrangement. IMLS expects you to ensure that final peer - reviewed manuscripts resulting from research conducted under an award are made available in a manner that permits the public to access, read, download, and analyze the work without charge. Unless otherwise specified in the award documents, IMLS requires that at the end of your project, you provide IMLS at least one copy of any printed or physical distributable products and one copy of any electronic projects produced with INILS funds. Printed or physical products include items such as learning resources, promotional materials, publications like journal articles or book manuscripts, research instruments, and reports from consultants or external evaluators. Electronic products include materials such as research datasets or software tools produced during the project. Generally, at least a beta version of any software developed on an IMLS - funded project must be provided to IMLS as aproduct of the grant. You should consult with IMLS regarding software development projects, IMLS may share grant applications, grant products, and performance and other reports with grantees, potential grantees, and the general public to further the mission of the agency and the development of museum and library services. These materials may be disseminated in a variety of ways and formats, including online. 24. What are the requirements for data collection and data sharing? Data Collection Data collection activities performed under an IMLS grant are your responsibility, and IMLS support of the project does not constitute approval of the survey design, questionnaire content, or data collection procedures. You shall not represent to respondents that such data are being collected for, or in association with, INILS or any other government agency without the specific written approval of the data collection plan or device by INILS. However, this requirement is not intended to preclude mention of IMLS support of the project in response to an inquiry or acknowledgment of such support in any publication of this data; acknowledgement of IMLS support is still required. Data Sharing Research data sharing is an essential component of research and expedites the translation of research results into new knowledge and practices, If you collect and analyze data as part of an IMLS frmded project, IMLS expects you to deposit data resulting from IMLS - funded research in a broadly accessible repository that allows the public to use the data without charge no later than the date upon which you submit your final 12 20B-34 report to IMLS. You should deposit the data in a machine- readable, non - proprietary digital Format to maximize search, retrieval, and analysis. Your project budget may include the costs of prepaying the data for public release and for malting the data publicly available, as long as these activities are undertaken and the costs are incurred during the grant award period. In your final report to IMLS, you will be required to identify where your data has been deposited and can be accessed by the public. IMLS recognizes that data sharing may be complicated or limited in some cases by institutional policies; local Institutional Review Board (IRB) rules; and local, state, and federal laws and regulations, including those protecting confidentiality and personal privacy. The rights and privacy of people who participate in IMLS- supported research must be protected at all times. Thus, data intended for broader use should be Free of anything that could lead to disclosure of the identity of individual participants. For data files containing personally identifiable information (Pll), it is your responsibility to employ a standard and systematic statistical disclosure limitation methodology to limit the risk of PIT disclosure. Additional guidance on statistical disclosure limitation methodology is available at http: = "www imts gyom research, research cuidanc, as7,)x. You should identify and explain the reasons for any limitations in your data management plan. For the purposes of this section, "data" is defined consistent with OMB circular A -I t0. 25. What are the rules for Acknowledgment of IMLS Support? All materials publicizing or resulting from grant activities must contain an acknowledgement of IMLS support, unless you are advised otherwise. This includes items such as invitations, brochures, and signage; audio /video programming for radio, television, or web broadcast; and electronic items such as websites and e -mail announcements. (See htt '�t'wtiv un', �ov�r inienr -in is tck,,iovti led,rement aspx for specific guidance). The type of recognition varies according to the type of activity. Please use the Following guidelines for acknowledgement: • Written materials must inctude a credit line indicating IMLS as a source of support.; • Graphic items such as posters or brochures should include the IMLS logo (available at htto: 'www.imts =ov reciments'togos.aspv:), displayed in accordance with the Logo Standards Guide; • Electronic items should link to the IMLS Web site, hur: AvNw .imis.zov; • Audio /video broadcasts must include a tagline indicating IMLS as a source of support. Video broadcasts should display the IMLS logo. In materials that contain or present substantive project content, such as an exhibition, catalogue, video documentary, or online exhibition, the acknowledgement must also include the following statement: "The views, findings, conclusions or recommendations expressed in this (publication) (program) (exhibition) (website) do not necessarily represent those of the Institute of MnSeurn and Library Services." 13 20B -35 26. What are the intellectual property and data rules for products that result from IMLS grants? a. You may copyright any work that is subject to copyright and was developed, or for which ownership was purchased, tinder the grant. IMLS reserves a royalty -free, worldwide, nonexclusive, and irrevocable right to reproduce, publish or otherwise use the work for Federal purposes and to authorize others to do so (see also, Intangible Property, 2 CFR Part 215.36, and 45 CFR Part 1183.34 Copyrights). You shall also ensure that all publication and distribution agreements include provisions giving the government a royalty -free, worldwide, nonexclusive and irrevocable right to reproduce, publish or otherwise use the work for Federal purposes, and for IMLS to authorize others to do so, and requiring the acknowledgment of IMLS support. b. IMLS reserves a royalty -free, worldwide, nonexclusive, and irrevocable right to: (l) obtain, reproduce, publish or otherwise use the data first produced under the grant; and (2) authorize others to receive, reproduce, publish, or otherwise use such data for Fecleral purposes. c. If you are awarded funds for experimental, developmental, or research work, you are subject to the regulations governing patents and inventions, including government -wide regulations issued by the Department of Commerce at 37 CFR Part 401, "Rights to Inventions made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements." cL In response to a Freedom of Information Act (FOIA) request for research data relating to published research findings produced under a grant that were used by the Federal Government in developing an agency action that has the force and effect of law, IMLS shall request, and you shall provide, within a reasonable time, the research data so that they can be made available to the public through the procedures established under the FOIA (5 U.S.C. §552). 27. What happens if a funded project earns income? The federal share of program income is determined by the percentage of total project costs supported by IMLS. Income Earned During the Grant Period You will retain the federal share of program income earned during the grant period and, unless the grant award notification specifies how such income will be used, must use it in one or more of the following ways: It may be added to the existing project funds and used to further eligible project objectives. It may be used to meet the grantee's cost - sharing requirement. It may be deducted from the total allowable costs to determine the net allowable project costs that may be charged to the IMLS grant. 14 20B -36 You must be in contact with your IMLS program officer to discuss which of the three ways are appropriate for your grant. A report of program income must be submitted with the final Federal Financial Report Form (SF425) whenever program income is earned during the grant period or when the special conditions of the grant award specifically require such a report. The report must indicate the total amount of program income that was carried and how it was used. Costs related to the generation of income may be deducted from gross amount earned to determine the amount of program income that is subject to the requirements of this article, as long as t:acy are not charged to the grant or included in the grantee's cost sharing. Income Earned After the Grant Period The grantee has no obligation to the federal government regarding program income earned after the end of the grant period, unless otherwise stated in the grant award notification. 28. What do we do when research misconduct Is alleged or discovered? Research misconduct is defined as the fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results. You bear primary responsibility for prevention and detection of research misconduct and for the inquiry, investigation, and adjudication of research misconduct alleged to have occurred in association with your institution. If an allegation of research misconduct is first made to your institution, you must notify IMLS if the allegation meets the definition of research misconduct given above, and if your institution's inquiry into the allegation determines there is sufficient evidence to proceed to an investigation. At any time during an inquiry or investigation, the grantee will immediately notify IMLS if • federal resources or interests are threatened, • public health or safety is at risk, • research activities should be suspended, • there is a reasonable indication of possible violations of civil or criminal taw, • federal action is required to protect the interests of those involved in the investigation, • the grantee believes the inquiry or investigation may be made public prematurely so that appropriate steps can be taken to safeguard evidence and protect the rights of those involved, or • the research community or public should be informed. We will make a finding of misconduct or take action on such a finding only after careful inquiry and investigation by your institution, by another federal agency, or by IMLS. In the event of a finding of research misconduct, we will determine what administrative actions are appropriate. 15 20B -37 29. How does a grant get terminated before its completion? Grants may be terminated in whole or in part a) by hMLS, if you materially fail to comply with the terms and conditions of an award; b) by IMLS with your consent, in which case the two parties must agree upon the termination conditions, including the effective date and, in the case of partial termination, the portion of the project to be terminated; or c) by you, upon sending to IMLS written notification of the reasons for such termination, the effective date, and, in the case of partial termination, the portion of the project to be terminated. However, if we determine that the reduced or modified portion of the grant will not accomplish the purposes for which the grant was made, we may terminate the grant in its entirety either unilaterally or with your consent. When we determine that you have failed to comply with the terms and conditions of the grant award, we may suspend or terminate the grant for cause. Normally, this action will be taken only after you have been notified of the deficiency and given sufficient time to correct it. This does not preclude immediate suspension or termination when such action is required to protect the interests of the government. In the event that a grant is suspended and corrective action is not taken within 90 calendar clays of the effective date, we may issue a notice of termination. No costs that are incurred during the suspension period or after the effective date of termination will be allowable except those specifically authorized by the suspension or termination notice or those that, in the opinion of tiMLS, could not have been reasonably avoided. Within 30 calendar days of the termination date, you must provide to IMLS a summary of progress achieved under the grant, an itemized accounting of charges incurred against grant fiords and cost sharing prior to the effective date of the suspension or termination, and a separate accounting and justification for any costs that may have been incurred after this date. Should you fail to furnish this material, we may place your organization on the list of ineligible grantees. The total of IMLS payments under a terminated award cannot exceed the obligated award amount. 30. What are the procedures for requesting a review of termination? If you receive a notice of termination, you may request IMLS review of the decision. The request must be postmarked no later that. 30 calendar days after the date of the termination notice and should be addressed to; EVILS Director Institute of Museum and Library Services 1800 M Street, NW, 9't.' Floor Washington, D.C. 20036 -5802 16 rI- The request for review must contain a £tdl statement of your position and the pertinent facts and reasons that support such a position. The Director will promptly acknowledge the request for review and appoint a review committee of at least three staff members. Pending the resolution of the review, the notice of termination will remain in effect. None of the review committee members may be from the IMMLS program or administrative staff that recommended termination or were responsible for monitoring the programmatic or administrative aspects of the grant. The committee will have full access to all relevant IMLS background materials. The committee may also request the submission of additional information from your organization or IMLS staff. At its discretion, the cotrnnittee may meet with representatives of both groups to discuss the pertinent issues. All review activities will be fully documented by the committee. Based on its review, the committee will present its written recommendation to the Director, who will make the final decision and make it known to the parties involved. 31. How do I proceed if this document contradicts other IMLS materials related to grants? Should there be any inconsistency between these General Terns and Conditions, the special terms of the grant or cooperative agreement award, and any IMLS Program Guidelines, brochures, or other IMLS materials cited or included by reference in the award, contact the IMLS Program Office or Grants Administration Office for guidance. 32. What are the government-wide requirements for implementing federal grants? You are responsible for complying with all laws related to Federal awards, including but not limited to those in the Assurances and Certifications you agreed to when applying for an IMLS award, the ItvILS- specific statutes and regulations referenced in Article 2 of these General Terms and Conditions, and the following U.S. government -wide requirements: (a) Nondiscrimination The grantee must comply with the following nondiscrimination statutes and their implementing regulations and must also comply with the requirements of any other nondiscrimination laws which may apply: (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 (note: as clarified by Executive Order 13166, the applicant must hake reasonable steps to ensure that limited English proficient (LEP) persons have meaningful access to the applicant's programs (see IMLS guidance at 68 Federal Register 17679, April 10, 2003)); (b) Section 504 of the Rehabilitation Act of 1973, as amended (29 US.C. §701 etseq. including §794), which prohibits discrimination on the basis of disability (note: IMLS 1.7 20B -39 applies the regulations in 45 CFR Part 1 170 in determining compliance with section 504 as it applies to recipients of Federal assistance); (e) 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. (b) Debarment and Suspension Grantees are prohibited from doing business with any organization or person (as a recipient, subrecipient, contractor, or key employee) if they have been debarred or suspended by any Federal department or agency, The OMB Guidelines to Agencies on Governrnentuvide Debarment anti Suspension (Nonprocurement) contained in 2 CFR Part 180 and the corresponding IMLS regulations contained in 2 CFR Part 3185 apply to IMLS grants. The grantee, as a primary tier participant, is required to comply with 2 CFR. Part 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a condition of participation in the award. The grantee is also required to communicate the requirement to comply with 2 CFR Part 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) to persons at the next lower tier with whom the grantee enters into covered transactions. (c) Drug -Free Workplace The grantee must provide a drug -free workplace by complying with the requirements in 2 CFR Part 3186 (Requirements for Drug -Free Workplace (Financial Assistance)). In particular, the grantee must comply with drug -free workplace requirements in subpart B (or subpart C, if the recipient is an individual) of 2 CFR Part 3186. 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 -tree workplace statement; establishing a drug -free awareness program for the grantee's employees; taking actions concerning employees who are convicted of violating drug statu *.es in the workplace; and identifying (either at the time of application or upon award, or in documents the grantee keeps on file in its offices) all known workplaces under the grantee's Federal awards. (d) Trafficking in Persons The grantee must comply with Federal law pertaining to trafficking in persons. Under 22 U.S.0 §7104(g), any grant, contract, or cooperative agreement entered into by Federal agency and a private entity shall include a condition that authorizes the Federal agency (IMLS) to terminate the grant, contract, or cooperative agreement if the grantee, subgrantee, contractor, or subcontractor engages in trafficking in persons, procures a commercial sex act, or uses forced labor. 2 CFR Part 175 requires IMLS to include the following award term, which is made a part of these General Terms and Conditions: a. Provisions applicable to a recipient that is a private entity. t8 rI- -1 1. You as the recipient, your employees, subreeipients under this award, and subrecipients' employees may not-- i. Engage in severe forms of trafficking in persons during the period of time that the award is in effect; ii. Procure a commercial sex act during the period of time that the award is in effect; or iii. Use forced labor in the performance of the award or subawards under the award. 2. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if you or a subrecipient that is a private entity — i. Is determined to have violated a prohibition in paragraph a.I of this award tern; or ii. Has an employee who is determined by the agency official authorized to terminate the award to have violated a prohibition in paragraph a, I of this award term through conduct that is either— A. Associated with performance under this award; of B. Imputed to you or the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, "OMB Guidelines to Agencies on Govemmentwide Debarment and Suspension (Nonprocurement)," as implemented by our agency at 2 CFR Chapter XXXI, part 3185. b. Provision applicable to a recipient other than a private entity. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if a subrecipient that is a private entity - 1. Is determined to have violated an applicable prohibition in paragraph a.I of this award term; or 2. Has an employee who is determined by the agency official authorized to terminate the award to have violated an applicable prohibition in paragraph a.I of this award term through conduct that is either - i. Associated with performance under this award; or ii. Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, "OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement)," as implemented by our agency at 2 CFR part 3185. e. Provisions applicable to any recipient 19 20B -41 1. You must inform us irnmcdiatcly of any information you receive from any source alleging a violation of a prohibition in paragraph a, t of this award term. 2. Our right to terminate unilaterally that is described in paragraph a.2 or b of this section.: i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. §7104(g)), and ii. Is in addition to all other remedies for noncompliance that are available to us under this award. 1 You must include the requirements of paragraph a. l of this award term in any subaward you make to a private entity. d. Definitions. For purposes of this award term: 1. "Employee" means either: i. An individual employed by you or a subrecipient who is engaged in the performance of the project or program under this award; or ii. Another person engaged in the performance of the project or program under this award and not compensated by you including, but not limited to, a volunteer or individual whose services are contributed by a third party as an in -kind contribution toward cost sharing or matching requirements. 2. "Forced labor" means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. 3. "Private entity ": i. Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CPR 175.25. ii. Includes: A. A nonprofit organization, including any nonprofit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR 175.25(6). B. A for - profit organization. 4. `Severe forms of trafficking in persons," "convnercial sex act." and "coercion' have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. §7102). (e) Federal Debt Status 20 20B-42 The grantee should not be delinquent in the repayment of any Federal debt. (t) Lobbying The grantee may not conduct political lobbying within the Federally- supported project, In addition, the grantee may not use Federal funds for lobbying specifically to obtain awards, extensions, amendments, or other Federal actions. (31 U.S.C. § 1352) Certain other lobbying restrictions, such as the following, may also apply: Lobbying Activities (Applies to Applicants Requesting Funds in Excess of $100,000) (31 U.S.C. §1352). The I'oliowing provisions, which were part of the grant application, remain in effact ror the award: (a) No Federal appropriated Cunds may be paid, by or on behalf of the grantee, to any person for intlueneing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or crnployee of Congress, or an employee of a i,[cmher of Congress in connection with the awarding of any Federal contract, the making of anv Federal grant, the making of any Federal loan, the entering into of arty cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Fedcial contract, grant, loan, or cooperative agreement. (b) If any funds other than Federal appropriated hinds have been paid or will be paid to any person (other than a regularly employed officer or employee of the applicant, as provided in 3l U,S.C. § 1352) for intlucrrcimg or attempting to influence an officer or enrptoyee oC anv a;cney, a Mcniber of Congress, an officer or employee oC Congress, or ml employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the grantee shall complete and submit Standard Form LLL, "Disclosure of Lobbvin( Activities." in accordance with its instructions. (e) The t ramce sita ll require that the 1an,uavge of the certilicatiott be included in the award documeas for all subawards at all tiers (including Subcontracts. subgrants, and contracts under giants, loans, and eooperauce agreements) and that all subreerpients shall cerrtity and disclose accordingly. In addition, no IMLS grant funds shall be used to pay the salary or expenses of any grant or contract recipient, or agent acting for such recipient, relating to any activity designed to influence legislation or appropriations pending before the Congress or any State legislature. (P.L. I 1 t -117, Division D, Title V General Provisions, sec. 503(b)). (g) Requirements for Certain Projects The grantee must comply with the following requirements if applicable to the project. The grantee should also be aware that additional Federal laws, not listed below, might apply to a particular project and that the grantee is responsible for compliance, as applicable, Subgrants in IMLS Discretionary Programs Discretionary program grantees of the Office of Museum Services (OMS), the Office of Library Set-vices (OLS) and the Office of Policy, Research and Evaluation (OPRE) do not have the authority to make a subgrant (re- grant) with funds they have received From IMLS unless expressly authorized by IMLS (45 C.F.I. § 1180.55). The OLS State 21 20B-43 Library Program grantees arc subject to different requirements and may make sub.-rants under certain circumstances (45 C.F.R. § 1183.37). Native American Human Remains and Associated Funerary Objects The grantee must comply is ith the procisions of the i4atn e American Graces Protection and 12epatriation Act of 1990 (25 U.S.C. §3001 ct,icrq /. ), WlIieh applies ro any organization that controls of possesses 'Native American human remains and associated luncraiv objects, and which receives f deral funding, even For a purpose unrelated to the Act. historic Properties The graantcc must assist the aseardin.- agency (14ILS) in ensuring compliance ti%ith Section t06 of the National Historic Preservation Act of 1966, as amended ( t 6 U.S.C. § -470t), Executive Orcler (E.O.) 1 1593, and the Arohacotogical and Historic Preservation Act of 1974 (16 U.S.C. §469 et seq. ). Environmental Protections The project mrlmt comply with cmironnacatal standards, including te oloing: w (a) InStitUtiOn of env[fonmenLal quality control measwes tuider tile National Environmental Policy Act of 1969, as amended (42 U.S.C. 3§ 4331 etseq.) and E.O. 11514, b) notification orviolatinL facilities pursuant to E.O. 11 %38; (c) protection of wetlands pursuant to E.O. 11990, as amended by E.O. 13608; (d) evaluation of Blood hazards in Ldoodplains in accordance with E.O. 1 1933, as amended: (e) assurance of pmject consistency with the approved state management progranl ctevcloped under the Coastal Zone %lanagemenL Act cF 1972, as amended (16 U.S.C. § 1451 et seq j) (f) conformity of lcdcral actions to State (Clean Air) frnpiementation Plans under section t 76(c) of the Clean .fir Act of 1955, as amended (42 C.S.C. §7401 et seq.); (g) protection of underground sources ofdrinkino neater under the Stile Drinking yX ater Act of 1974, as amended (42 U.S.C. §300f et seq.h (h) protection orendartgercd species under the Endangered Species Act of 1973, as arnended(10 U.S.C_ §1531- 1543); i) the Wild and Sccnie Rivers Act of 1968, as amcnckd (16 U.S.C. §1271 ct seq, ), related to protecting components or potential components of the national wild and scenic rivers system: and (j) the Grantee; must comply with tlae flood insurance requirements of the Flood Disaster Protection Act of 197;, as amended (42 U.S.C. §4001 et seq. ), w °hich requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if ttte total cost of insurable Construction and acquisition is 510,000 or tnore. Research on Hunan Subjects 22 Tire t;rantoc nulst prt)wct t 11 rights and i,4QfiQre of am human subjccts imoleed in rL,search, d:,etopment, and i Iatcd a tivitieS that are supported by an LNILS ttrdat aFv aril. The grantee Ituist ensure that theproject complies I%idt.ki CFR Part 46 re«ardtn, the protection of hit tuun. Stll))eCLS iMoic"d in resoatch, det Q opn'ienL, and rQIated aCli%Itics Suppoitedby dIc I:MLS award ol'assistance. Research on Animal Subjects The ,vuntee must ensure that the project comp Iics awith the Laboratory Animal 66etfare A-t oI' t906, as amtendcd (7 U.S.C. 52131 etsec /.) pertaining to the care, hendling, and treartment of warm- blooded animals held for research, teaching, or other activities Supported bp' the EMLS award oFassistanee. 23 20B -45 Appendix A 1. Procurement Standards The grantee is responsible for complying with the procurement standards set forth in 2 CFR Pant 215 (for institutions of higher education, hospitals, and other non, - profit organizations) and 45 CFR Part 1 187 (for State, local, and Indian tribal governments) and, to the extent consistent with such regulations, the standards set forth below. The standards contained in this section do not relieve the grantee of the contractual responsibilities arising under its contracts. The grantee is the responsible authority, without recourse to IMLS, regarding the settlement and satisfaction of all contractual and administrative issues arising out of procurements entered into in support of a grant or other agreement. This includes disputes, claims, protests of award, source evaluation or other matters of a contractual matter. Matters concerning the violation of a statute are to be referred to such Federal, State, or local authority as may have proper jurisdiction. When procuring property or services under a grant, the grantee's procurement policies must adhere to the applicable regulations and the standards set forth below. Subrecipients of grant funds are subject to the same policies and procedures as the grantee. a. The grantee must maintain a system for contract administration that ensures that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Grantees shall evaluate contractor performance and document, as appropriate, whether or not contractors have met the terns, conditions, and specifications of the contract. b. A wtitten standard of conduct for awarding and administrating contracts shall be maintained by the grantee. No employee, officer, or agent of the grantee shall participate in the selection, award, or administration of a contract supported by Federal funds if a real or apparent conflict of interest would be involved. Such a conflict would arise when any of the following has s financial or other interest in the firm selected for a contract: the employee, officer, or agent; any member of his or her immediate family; his or her partner; or an organization which employs or is about to employ any of the preceding parties. The officers, employees, and agents of the grantee shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to subagreements. However, the grantee may set standards governing when the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct shall provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the grantee. c. All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. The grantee should be alert to organizational conflicts of interest or noncompetitive practices among contractors that may restrict or eliminate competition. 24 rl- d. All grantees shall establish written procurement procedures that meet the requirements set Forth in applicable statutes, regulations, and related laws, and in this Appendix, 2. Contract Provisions The following section also contains the types of provisions that must be included in IMLS- funded grantee procurement contracts when applicable and consistent with applicable law, Please note that the Contract Provisions below are given for general guidance; the grantee should follow the specific regulations and provisions that correspond to the grantee's organizational identity (e.g. 2 CPR Part 2 t5 for institutions of higher education, hospitals, and nonprofit organizations or 45 CFR Part 1 183 for State, local, and Indian tribal governments) and other law, as applicable. a. Grantee contracts must provide for: (1) Administrative, contractual, or legal remedies in instances where contractors violate or breach contract terns, and such remedial actions as may be appropriate. (2) Termination by the grantee, including the manner by which it will be effected and the basis for settlement. (3) Access by the grantee, IMLS, the Comptroller General of the United States, or any other duly authorized representatives to any books, documents, papers, and records of the contractor which are directly pertinent to that specific contract for the purpose of malting audit, examination, excerpts, and transcriptions. b. Contracts shall contain the following provisions as applicable: (1) Equal Employment Opportunity (2) Copeland "Anti- Kickback" Act (3) Contract Work Hours and Safety Standards Act (4) Clean Air Act (5)Rights to Inventions and Materials Generated Under a Contract or Agreement (Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Government and the recipient in any resulting invention in accordance with 37 CFR Part 401 and any implementing regulations issued by the awarding agency.) (6) Federal Water Pollution Control Act (33 U.S.C. § 1251 et seq ), as amended (7) Byrd Anti- Lobbying Amendment(31 U.S.C. §1352) (8) Debarment and Suspension (E.O. 12549 and 12689) No contracts shall be made to parties listed on the Lists of Parties Excluded From Federal Procurement or Nonprocurement Programs (EPLS) in accordance with Executive Orders 12549 and 12689. These lists contain the names of contractors debarred, suspended, or proposed for debarment by agencies, and contractors declared ineligible under other statutory or regulatory authority other than Executive Order 12549. 25 20B-47 Under certain circumstances, grantees are required to obtain a certification regarding debarment and suspension from subrecipients and from parties with whom they contract for goods or set-vices. 26 rI- Use of U.S. -Flag Air Carriers All air travel funded by IMLS must be on U.S. -flag air carriers or under a code - sharing arrangement with a U.S. -flag air carrier, unless otherwise permitted by law. The fact that comparable service provided by a foreign -flag carrier is less expensive, more convenient, or can be paid for with excess foreign currency is not sufficient justification for using a foreign flag carrier that does not have a code- sharing arrangement with a U.S. flag air carrier. The following general rules apply unless their application would result in the first or last leg of travel from or to the U.S. being performed by a foreign -flag air carrier: (a) a U.S. -flag air carrier shall be used to destination or, in the absence of direct or through service, to the farthest interchange point on a usually traveled route. (b) if a U.S. -flag air carrier does not serve an origin or interchange point, a foreign -flag air carrier shall be used only to the nearest interchange point on a usually traveled route to connect with a U.S, flag air carrier. (c) a U.S. -flag air carrier involuntarily reroutes the traveler via a foreign -flag air carrier, the foreign -flag air carrier may be used notwithstanding the availability of alternative U.S. -flag our carrier service. Use of Foreign -Flag Air Carriers I. Travel To and From the U.S. Use of a foreign -flag air carrier is permissible if (a) the airport abroad is the traveler's origin or destination airport, and use of U.S. -flag air carrier service would extend the time in a travel status by at least 24 hours more than travel by a foreign -flag air carrier; or (b) the airport abroad is an interchange point, and use of U.S. -flag air carrier service would increase the number of aircraft changes the traveler must make outside of the U.S. by 2 or more, would require the traveler to wait four hours or more to make connections at that point, or would extend the time in a travel status by at least six hours more than travel by a Foreign -flag air carrier, 2. Travel Between points Outside the U.S. Use of a foreign -flag air carrier is permissible if: (a) travel by a foreign -flag air carrier would eliminate two or more aircraft changes en route; (b) travel by a U.S. -flag air carrier would require a connecting time of four hours or more at an overseas interchange point; or (c) the travel is not part of the trip to or from the U.S., and use of a U.S. -flag air carrier would extend the time in a travel status by at least six hours more than travel by a foreign -flag air carrier. 3. Short Distance Travel 27 rI- -• For all shad distance travel, regardless of origin and destination, use of a Foreign -flag air carrier is permissible it the elapsed travel time on a scheduled flight From origin to destination airport by a Foreign -flag air carrier is three hours or less and service by a U,S. -flag air carrier would double the travel time. 78 20B -50 ATTEST: MARIA D. EIUIZAR Clerk of the CO veil APPROVED AS TO FORM: KYl NE?LI ESLN Dep y city Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager APPROVED AS TO CONTENT: GL1UAU)0 MOUET Executive Director -- Parks, Recreation & Community Services 20B -51 Institute of Museum and Library Services Grant: Memories of Migration Project Grant #LG -07- 0067 -14 EXHIBIT A: MILS Budget Form and Budget Justification EXHIBIT B: Schedule of Completion EXHIBIT C: IMLS Program Information Sheet, Digital Content Supplementary Information Form, Organizational Profile and Abstract EXHIBIT D: Partner Commitment Letters 20B -52 00 00 J (3) (3) (0 0 o O O 7 O O O N G3 �. m o � 3 N O C O Q K Q m a 3 d r3r O) 0) n U1 (n 3 ? 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Q N D p c Q s z W d O 0 � = - o O p d W N o D N W n � �2 N J d 3 .o 91 C O W w T G � w N co T C a N °o N CL < v tNi� o o m tNn o R ' (D d n � R n 0 n � 0 v, 0 N M N H H S N a a m v m d i G7 .3r d = .o K C T w cn C W N io W A U a< W O W U N R d R R n (� N () N O O N M Vf N r+ A N wo N S d a H d V a O J O N Ir— d c� !D d d w N T .-r r4 C T T N J W � A � Q cn o o cn d C < O V (D n w d 0 n u+ n w 0 0 S m W ro W z GI �o 0 m 0 0 m i I it G1 � `C y d 7 i it I 3 eT J CL 1 � I T 3 T o U omio O color UICO�OiO I O V U Q V a O J OHO OiO _ I �N i O � I _ � � w �A •.cOD N N I Wi�0I0 a i O I G1 � i I 'm 0 O> OJ UIWVU O O WAIN O WA V a OIO1O VW U 0 S N O M M m A S` D z G o m m ? m O. fU •°- A 3 M Gc N D D o B x s C o o O d d^< A C) 0 3 c 0 " to r o g �G I a Q N D c Q s z W d O 0 � = - o v o D d 3 .o C O W U T G 3 w N co a � °o N CL < v — o N m R ' n � n 0 0 v, N M H S a m d i .3r I = .o C w cn W o io CL Q � R d R n (� N N O n N M Vf N A N wo N S d a d V O J O N Ir— c� d d w T r4 C T J W � A c Q < o m d < O d O V (D n w d 0 n u+ 0 S m W ro W GI �o 0 0 0 e� � `C y 7 I J CL 1 � I 3 T o U omio color it I O a _ I �N i O � _ � � w �A •.cOD N N I Wi�0I0 a i O I � F411 -110191 f M C O m M (/1 C v 0 pi Al G n � h � 3 m O 3 N .P N .P N D _ v v 6 O r cr m M C v m \/ m A S` D z o m m ? m •°- A N Gc R D D o B x s o o O d d^< A C) c 0 " r o g �G a Q N D s z W O 0 � = - o v o D d O W U T G w N co °o N CL < w o N m d n 0 N M H a i I = .o w cn W o io CL < R n N N n Vf A N wo N S d V O J O Ir— d r4 T J W � A c m o m d < V O V (D d n u+ 0 W W GI �o 0 0 0 � y 1 � 3 T o U omio color a �N O � _ W � w �A •.cOD N N iU Wi�0I0 I � O> OJ UIWVU O O WAIN O WA V y OIO1O VW Al G n � h � 3 m O 3 N .P N .P N D _ v v 6 O r cr m M C v m \/ d v 0 M n s a 0 0 d o r(D a � o a N Ifs c a a n O a n O 0 N N N N � N � (n i iY o. C T O O d Q N (D 0 00 00 �* 0) 0 S O O 00 00 Aw N N O O d p P CL m - m 05 05 O N O O M O 0) z 0 S O CA CA m 00 '.. 0 0 0c) 0c) o, d 'u o 0 O .ter z d rD z CD CD A Aw m cn m T C 'c^^ c 1 'c^^ C/ 1 7 O O a co cn O O CO o z w- d d CD CO CO �W N T C rn W o- N N o co co d d v 0 M n s a r(D a A d 0 N � N o. C d Q N (D 0 a d W W C 0 0 0 S O 0 m o, 0 O .ter z m 'm d N N T C rn W rn W a m a 0 0 N z 'm 'm � � C w w am w o z DI I I � m 0 (P cy, C w m W m a 0 I m o d (D a in � i i� in CD w id 0 O lD 0 0 d N a m a 0 0 � - r D a Z 0 � O 0 c v s c m n D• � m _ fD � � n c c O" 3 n m - a � 0 c o m -D m n p_ c m � m - D°'o D � n o- c - •* n o 0 o rt z z 3 m m rD 0 0 (D w m rD 0 X o � o - o m 0 o v o rD 0 CL M I! O m m CL T M M C eni 0 m 0 c .�r C CL m n .�i v M O m m O 3 v ao s M rD 0 7 T 0 m O m n FO 3 r N m 00 3 N 0 3 T N Ln U c o- 0' r d z W c ^v YI m mml m t EXHIBIT A MEMORIES OF MIGRATION BUDGET JUSTIFICATION 1A.) SALARIES AND WAGES (Permanent Positions)- TOTAL YEAR 1 Title Responsibilities Staff $ Grant Funds $ Cost Sharing and % of Full Time Person Equivalent I. Library Operations Responsible for supervising library operations in relation Heather Folmar 5 %(100hrs) of $101,834 (annual salary) = 5 092 Manager to this grant. ii(a). Principal Responsible for general Cheryl A. 50% (1000hrs) of Librarian —Young oversight and direction of Eberly $82,140 (annual salary) Adult Services program. = 8 41,070.00 ii(b). Principal Responsible for oversight Lynn Nguyen 20% 400hrs) of $82,140 Librarian— and management all (annual salary) =� Technology Services technology based services for the program 16_,428 ii(c). Principal Coordinating program Patty Lopez 5 % (100hrs) of $82,140 Librarian -adult components that have cross- (annual salary)= 4,107 services over into adult services ii. Principal Librarian $61,605 Total iii(a). Senior Supervising program Milly Lugo 10% (200hrs) of $74,400 Librarian- Adult components that focus on (annual salary) = 7 440 Services veterans memories of migrations iii(b). Librarian -. Supervision of Summer Beatriz 10% (200 hrs) of $62,712 Young Adult Interns and Coordinate Preciado (annual salary)= 6,271 Services program components that has cross -over with Seeds to Trees Digital Media Tech Academy program HIM. Librarian - Supervision of video David Lopez 10%(200 hrs) of $62,712 Technology /CTV3 production digital media components and lead (annual salary)= $ 6,271 production writing instructor iii. Senior $19,982 Librarian /librarian Total Mal. Assistant Assistant project director in Manuel 80 % ( 1600hrs) of Librarian - Archivist oversight of all archival, historical processes and Escamilla $51,552 (annual salary)= $41,242 community outreach 20B -57 iv(b). Youth Services Technician iv. Assistant Librarian /Youth Services Technician Will oversee all budget /financial items. Work in coordination with city's finance department. Coordinate all travel arrangements EXHIBIT A Zulma Zepeda 30 % (600hrs) of $54,132 (annual salary) _ $16,24 $57,482 TOTALSME STAFF I I I Sharing $144,1611 n -Kind Cost 18.) SALARIES AND WAGES- (Temp /Part -time Positions) Title Project Activitv Staff Person Grant Funds cost Sharing v(a).Senior Tutor -Santa Ana Mentor and recruit Teen Community Historians, Kevin Cabrera 100 %(970 hrs)x $17.00 (Hourly History Room (Temp) archive project materials Rate) = $16,490 and assist with community engagement coordination v(b).Senior Tutor- (Temp) Assist with curriculum development Desiree Noriega 40 %(400hrs)x $17.00 (Hourly components Rate) _ $6,800 v_(c).Senior Tutor (Temp) Assist with Project Outreach, marketing and Lyzbeth Beltran 30 %(300hrs)x $17.00 (Hourly Communications Spanish Rate)= $5,100 Language Translation mentor v(d) Senior Tutor- (Tempi Assist with Programming Martha Rodas 15 %(150hrs)x outreach and $17.00 (Hourly Communications/ Rate) _ $2550 Chicano Studies Mentor v(el Senior Tutor (Temp) Assist with Graphic Joseph Castro 10% (10Ohrs) x Design elements of $17.00 (Hourly program Rate) _ $1700 v. Senior Tutor Totals 32 640 Grant. Funds vi. Volunteer Mentor STEM Program TBD 159; (150hrs)x $17.00 = $2550 In -Kind cost share vii.(a). Library Clerk 1 (Temp)- Assist with clerical activities, Teen Community Historian Jackie Edrada 300%(970hrs)x $16.00(Hourly Rate)= $15,520 Young Adult Services /Adult Services volunteer services coordination and historical components at 3library program sites r1- EXHIBI I' A vii.(b) Library Clerk 2 (Temp)- Assist with Digitization Erik Sanchez 40% (400 hrs) x 30% (300 hrs) x Young Adult Services program components, as To Be Hired $19.00 (Hourly $19 (Hourly Teen Community Historian well as program Rate) =$7600 Rate) =$5700 components utilizing YEAR I KKsALAMEm A IN � w fit'TAhll. P G:jra t Fund ....._ Gado 2 scanning robot. Kind Kind Cost Sharing . _... Assist with clerical activities and Spanish translation vii C. Library Clerk (Temp)- Assist in coordinating Vietnamese community engagement, and Viet Vu 30% (300 hrs)x $16.00 (Hourly Rate) = $4800 Technology /Adult Services (Templ materials translation for Vietnamese language vii.(d) Library Clerk (Temp)— Assist with special memory gathering events Luis Fernandez 10% (100 hrs)x $16.00 (Hourly Adult Services Rate) _ $1600 viii.(e). Library Clerk (Temp)- Assisting with coordination of library Hieu Le 30 %(300hrs) x $16.00 = Technology Services technology $4800 components related to project 1v. Library Clerk (Terri p) 2% 920 Grant $12,100 In- Totals Funds Kind Cost Sharing Title Proiect Activitv Staff Person Grant Funds Cost Sharing vii).Student Interns (Temp)- Peer mentorship of Teen Community Historians (refer to supporting doc R2 for detailed job description) To Be Hired 30 Interns x 200 hrs x $10.00 = $20,000 Teen Community Historian Interns YEAR I KKsALAMEm A IN � w fit'TAhll. P G:jra t Fund ....._ $158,811 In- Kind Kind Cost Sharing . _... 20B -59 EXHIBI'I' A MEMORIES OF MIGRATION BUDGET JUSTIFICATION 1A.) SALARIES AND WAGES (Permanent Positions)- TOTAL YEAR 2 Title Responsibilities Staff S Grant Funds Cost Sharing and of Full Time Person Equivalent i. Library Operations Responsible for supervising library operations in relation Heather Folmar 5 %(100hrs) of $101,834 (annual salary) = $5,M Manager to this grant. ii(a) Pancipal Responsible for general Cheryl A. 50% (1000hrs) of Librarian —Young oversight and direction of Eberly $82,140 (annual salary) Adult Services program. = 41070.00 ii(b). Principal Responsible for oversight Lynn Nguyen 20 %400hrs) of $82,140 Librarian— and management all (annual salary) =£ Technology Services technology based services for the program 16,428 ii(cl. Pnnci al Coordinating program Patty Lopez 5 % (100hrs) of $82,140 Librarian -adult components that have cross- (annual salary)= 4,107 services over into adult services ii. Principal Librarian $61,605 Total iii(a). Senior Supervising program Milly Lugo 10% (200hrs) of $74,400 Librarian- Adult components that focus on (annual salary) = $2,4Q0 Services veterans memories of migrations iii(b). Librarian- Supervision of Summer Beatriz 10% (200 hrs) of $62,712 Young Adult Interns and Coordinate Preciado (annual salary)= 5 6,271 Services program components that has cross -over with Seeds to Trees Digital Media Tech Academy program iii(c). Librarian - Supervision of video David Lopez 10% (200 hrs) of $62,712 Technology /CTV3 production digital media components and lead (annual salary)= 6,271 production writing instructor iii. Senior $19,982 Librarian&brarian Total iv(a). Assistant Assistant project director in Manuel 80 % ( 1600hrs) of Librarian - Archivist oversight of all archival , historical processes and Escamilla $51,552 (annual salary)= $41,24 2 community outreach r1:.1 EXHIBIT A iv(b). Youth Services Will oversee all Zulma Zepeda Technician budget /financial items. Work in coordination with city's finance department. Coordinate all travel arrangements Iv. Assistant Librarian /Youth Services Technician 30 % (600hrs) of $54,132 (annual salary)= 16 240 $57 FULL-TIME STAFF $144,161 TOTALS 16.) SALARIES AND WAGES- (Temp /Part -time Positions) Title Project Activity Staff Person Grant Funds $ Cost Sharing v(a).Senior Tutor -Santa Ana Mentor and recruit Teen Community Historians, Kevin Cabrera 10091. (970 hrs)x $17.00 (Hourly History Room (Temp) archive project materials Rate) = $16,490 and assist with community engagement coordination v(bl.Senior Tutor- (Temp) Assist with curriculum development Desiree Noriega 40 %(400hrs)x $17.00 (Hourly components Rate) _ $6,800 v_(c).Senior Tutor- (Temp) Assist with Project Lyzbeth Beltran 30 %(300hrs)x Outreach, marketing and $17.00 (Hourly Communications Rate)= $5,100 Spanish Language Translation mentor V(d) Senior Tutor- (Temp) Assist with Programming outreach and Martha Rodas 15% (150 hrs) x $17.00 (Hourly Communications/ Rate) _ $2550 Chicano Studies Mentor (el Senior Tutor (Temp) Assist with Graphic Joseph Castro 30 %(100hrs) x Design elements of $17.00 (Hourly program I Rate) _ $1700 v, Senior Tutor Totals $23,290 Grant $93SO In -Kind Funds Cost Share vi. Volunteer Mentor STFM Program TP,D 15% (150 hrs) x $17.00 = $2550 In -Kind cost share vii.(al. Library Clerk 1 (Temp)- Assist with clerical activities, Teen Community Historian Jackie Edrada 100% (970hrs)x $16.00(Hourly Rate)= $15,520 Young Adult Services /Adult Services volunteer services coordination and historical components at 3 library program sites 20B -61 EXHIBIT A vii.(b) Library Clerk 2 (Temp)- Assist with Digitization Erik Sanchez 40 %(400 hrs) x 30% (300 hrs) x Young Adult Services program components, as To Be Hired $19.00 (Hourly $19 (Hourly Community Historian Interns well as program YEAR 2-SALARIES AND Af °i$S °ttAt, Rate) =$7600 Rate) =$5700 $71,210 Grant Funds components utilizing Kind Cost sharing Gado 2 scanning robot. Assist with clerical activities and Spanish translation vii ©. Library Clerk (Temp)- Assist in coordinating Vietnamese community engagement, and Viet Vu 30 %(300 hrs)x $16.00 (Hourly Rate) = $4800 Technology /Adult Services (Tempi materials translation for Vietnamese language vii.(d) Library Clerk (Temp) — Assist with special memory gathering Luis Fernandez 30 %(100 hrs)x $16.00 (Hourly Adult Services events Rate) _ $1600 viii.(e). Library Clerk (Tempi- Assisting with coordination of library Hieu Le 30%(300hrs) x $16.00 = Technology Services technology $4800 components related to project viii. Library Clerk Temp) S27,920 Grant $12,100 In -Kind Cost Sharing Totals funds Title Proiect Activitv Staff Person Grant Funds Cost Sharing vvNI.Student Interns lTemp) -Teen Peer mentors hip of Teen Community Historians (refer to supporting doc N2 for detailed job description) To Be Hired 10 Interns 200 hrs x $10.00 = $20,000 Community Historian Interns YEAR 2-SALARIES AND Af °i$S °ttAt, $71,210 Grant Funds $168,1611n- Kind Cost sharing 20B -62 EXHIBIT A MEMORIES OF MIGRATION BUDGET JUSTIFICATION 1A.) SALARIES AND WAGES (Permanent Title Project Activity Staff Person Positions)- TOTAL YEAR 3 Cost Title Responsibilities Staff S Grant Funds $ Cost Sharing and % of Full Time 100% (970 hrs)x $17.00 (Hourly Person archive project materials Rate) = $16,490 Equivalent i. Library Operations Responsible for supervising library operations in relation Heather Folmar 5 %(100hrs) of $101,834 (annual Manager to this grant. salary) = 5 092 ii(a).. Principal Responsible for general Cheryl A. 25% (1000hrs) of Librarian —Young oversight and direction of Eberly $82,140 (annual Adult Services program. salary) = 20 535.00 n(b). Principal Responsible for oversight Lynn Nguyen 5% (100hrs) of Librarian— and management all $82,140 (annual Technology Services technology based services for salary) = 4,107 the program N. Princioal $24,642 In -Kind Librarian Total Cost Share iv(al. Assistant Assistant project director in MA . 50 % ( 1000 hrs) of Librarian - Archivist oversight of all archival, Assistant $51,552 (annual historical processes and Librarian - salary)= $25,776 community outreach Archivist ivlbl. Youth Services Will oversee all budget /financial items. Y(b). Youth Services 30 % (600h rs) of $54,132 (annual Technician Work in coordination with Technician salary) = $16,240 city's finance department. Coordinate all travel arrangements iv. Assistant $42,016 In -Kind Librarian /Youth Cost Share Services Technician Totals FULL -TIME STAFF $71,750 TOTALS 1B.) SALARIES AND WAGES- (Temp /Part -time Positions) Title Project Activity Staff Person Grant Funds Cost Sharing v(a).Senior Tutor -Santa Ana Mentor and recruit Teen Community Historians, Kevin Cabrera 100% (970 hrs)x $17.00 (Hourly History Room (Temp) archive project materials Rate) = $16,490 and assist with 20B -63 EXHIBIT A 411MIUA community engagement coordination. Assist with Project Outreach, marketing and Communications Spanish Language Translation mentor v(b).Senior Tutor- (Temp) Assist with tracking and consolidation of project Desiree Noriega 40% (400hrs) x $17.00 (Hourly evaluation responses Rate) = $6,800 and assisting in project final evaluations of curriculum components Senior Tutor Totals 23 290 vii.(a). Library Clerk 1 (Temp)- Assist with clerical activities, Teen Jackie Edrada 100% (970hrs)x $16.00(HOurly Young Adult Services /Adult Services Community Historian Rate) = $15,520 evaluation coordination and evaluation of historical components at 3library program sites vii.(b) Library Clerk 2 (Temp)- Assist with evaluation of Erik Sanchez 20% (200 hrs) x 30%(300 Young Adult Services Digitization program $19.00 (Hourly hrs) x $19 components, as well as Rate) =$3800 (Hourly program components utilizing Gado 2 scanning Rate) =$5700 robot. Assist with clerical activities and Spanish translation. Assist with disseminating STEM related project findings iv. Library Clerk $19,320 $5700 (Temp) Totals YEAR 1 -SAL ro er�� 77 4501n- Kind Cost .E .. ..S_..N _ VAGES TOTAL. . .... .. .... .. ....... __....-- .r -..__ Sharing 411MIUA EXHIBI'I' A 2A. BUDGET JUSTIFICATION- FRINGE BENEFITS YEAR 1 Full- Time /Permanent Staff — Cost Share = $ 144,161 X37.90% _ $54,637 In -Kind Cost -share Part —Time/ Temporary Staff -Grant Funds = $80,560 X 8.16% = 6 574 Grant Funds Part -Tim/ Temporary Staff— Cost Share = 14 650 X 8.16% _ $1195 In -Kind Cost -Share 12,04 " /" 14.81% '1.50% 0.77°% 15,89% - 7.'11% 0.00% 37.90% Labor Distribution Reg Pars Medi Work Health 2.7 @ 55 Cash Cost Comp Total Cost Cost Comp Cost Deduc Back Total Part —Time/ Temporary Staff -Grant Funds = $80,560 X 8.16% = 6 574 Grant Funds Part -Tim/ Temporary Staff— Cost Share = 14 650 X 8.16% _ $1195 In -Kind Cost -Share 2B BUDGET JUSTIFICATION- FRINGE BENEFITS YEAR 2 Full- Time /Permanent Staff— Cost Share = $ 144,161 X37.90% _ $54,637 In -Kind Cost -share 3.75% 1.45% 2.96% 8.16% Labor Social 0,00% 3790% Labor Distribution Distribution Security Medi Work Health 2.7 @ 55 Cost Cost Comp Total 2B BUDGET JUSTIFICATION- FRINGE BENEFITS YEAR 2 Full- Time /Permanent Staff— Cost Share = $ 144,161 X37.90% _ $54,637 In -Kind Cost -share 20B -65 12.04% '14.81% 1.50"/, 0.7'7% '15,89% - 7'11% 0,00% 3790% Labor Distribution Reg Pers Medi Work Health 2.7 @ 55 Cash Cost Cost Comp Cost Deduc Back Total 20B -65 EXHIBIT A Part —Time/ Temporary Staff -Grant Funds= $71,210 Grant Funds X 8.16% _ $5,811 Part -Tim/ Temporary Staff— Cost Share = $24,000 X 8.16% = $1,258 2C. BUDGET JUSTIFICATION: FRINGE BENEFITS YEAR 3 Full- Time /Permanent Staff— Cost Share = $ 71.750 X37.90% _ $27,193 3.75% 1.45% 2.96% 816% Labor Social 0.00% 37.90% Labor Distribution Distribution Security Medi Work Health 2.7 @ 55 Cost Cost Comp Total 2C. BUDGET JUSTIFICATION: FRINGE BENEFITS YEAR 3 Full- Time /Permanent Staff— Cost Share = $ 71.750 X37.90% _ $27,193 Part —Time/ Temporary Staff -Grant Funds =. 42 610 X 8.16 %_ $3476.976 Part -Tim/ Temporary Staff— Cost Share= 5 700 X8.16%=$465 12.04% 14.81% 1.50% 0.77% 15.89% -7.11% 0.00% 37.90% Labor Distribution Reg Pers Medi Work Health 2.7 @ 55 Cash Cost Comp Total Cost Cost Comp Cost Deduc Back Total Part —Time/ Temporary Staff -Grant Funds =. 42 610 X 8.16 %_ $3476.976 Part -Tim/ Temporary Staff— Cost Share= 5 700 X8.16%=$465 411MIN 3.75% 1_45% 2.96% 8.16 /0 Labor Social Distribution Security Medi Work Cost Cost Comp Total 411MIN EXHIBIT A 3. CONSULTANT FEES: Advisory Panel 1.) Advisory Member 1 (Rachel Steinhardt): $1500 Grant Funds • Year 1: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour= $500 grant funds) • Year 2: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) • Year 3: Consulting Stipend for Project Dissemination (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) ii.) Advisory Member 2 (Deyden Tethong): $1500 Grant Funds • Year 1: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour= $500 grant funds) • Year 2: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) • Year 3: Consulting Stipend for Project Dissemination (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) iii) Advisory Member 3 (TED): $1500 Grant Funds Year 1: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour= $500 grant funds) Year 2: Consulting Stipend for Project Development (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) Year 3: Consulting Stipend for Project Dissemination (1.5 day meeting) (10 hours X $50.00 per hour = $500 grant funds) 4. Travel: 4A. Travel- Various Locations /Santa Ana: All Member Meetings (8 members): ($12,128 Grant Funds) • 3 library partner members : traveling to Santa Ana at $808 per trip/ per member for two night stay, including an estimated $400 for airfare, 2 days of per diem at $71 /day, and 2 nights @ $133 per night for hotel. These figures are based on 2014 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayak.com Year 1: $2424 Year 2: $2424 • 3 advisory panel members : traveling to Santa Ana at $808 per trip/ per member for two night stay, including an estimated $400 for airfare, 2 days of per diem at $71 /day, and 2 nights @ $133 per night for hotel $133 for hotel. These figures are based on 2014 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayak.com 20B -67 EXHIBIT A Yearl:$2424 Year2:$2424 • WAWWD Lead consultant Jon Voss and Project Gado Partner Thomas Smith: traveling to Santa Ana at $608 pert rip/ per member for two night stay, including an estimated $200 for airfare, 2 days of per diem at $71 /day, and 2 nights @ $133 per night for hotel. These figures are based on 2013 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayal<.com Yearl:$1216 Year2:$1216 Totals Year 1= $6064 Grant Funds Totals Year 2= $6064 Grant Funds Grand Total: $12,128 Grant Funds 4B. Travel — WAWWD Lead Consultant Jon Voss (In addition to partner meetings): ($1500 Grant Funds) • We Are What We Do Travel is based on Jon Voss traveling to Santa Ana at $500 per trip for one night stay, including an estimated $200 for airfare, 2 days of per diem at $71 /day, and $133 for hotel. These figures are based on 2013 US Government Survey Administration published per diem rates for 2013 and flight estimates on Kayal<.com. Year 1 -$500 Grant Funds, Year 2- $500 Grant Funds, Year 3- $500 Grant Funds. 4C. Travel- Advisory Panel (In addition to partner meetings) :($2424 Grant Funds) • Traveling to Santa Ana at $808 per trip/ per member for two night stay, including an estimated $400 for airfare, 2 days of per diem at $71 /day, and 2 nights @ $133 per night for hotel $133 for hotel. These figures are based on 2014 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayak.com. Year 3: $2424 4D Travel — Santa Ana/ Los Angeles or Orange County: Museum Fieldtrips for Teen Community Historian Interns and Volunteer Fieldtrips:($3,600 Grant Funds/ $3000 Cost - Sharing) Santa Ana/ The Museum of Tolerance (Los Angeles) (Year 1 & Year 2): Fieldtrip for Teen Community Historian volunteers (20), and interns (10). 5 staff members will supervise fieldtrip. Chartered Bus = (Year 1- $600) & (Year 2 - $600). Food and Refreshments = $1000 Cost Sharing (Year 1 - $500) & (Year 2 - $500) Santa Ana/ Richard Nixon Presidential Library (Yorba Linda) (Year 1 & Year 2): Fieldtrip for Teen Community Historian volunteers (20), and interns (10). 5 staff members will supervise fieldtrip. Chartered Bus = (Year 1- $600) & (Year 2 - $600). Food and Refreshments = $1000 Cost Sharing (Year 1- $500) & (Year 2 - $500) Santa Ana/ The Huntington Library and Archives (San Marino) (Year 1 & Year 2): Fieldtrip for Teen Community Historian volunteers (20), and interns (10). 5 staff members will supervise fieldtrip. Chartered Bus = (Year 1- $600) & (Year 2 - $600). Food and Refreshments = $1000 Cost Sharing (Year 1- $500) & (Year 2 - $500) r1- • EXHIBIT A Totals for Year 1 : $1800 Grant Funds/ $1500 Cost Share, Totals for Year 1: $1800 Grant Funds/ $1500 Cost Share 4E Travel — Dissemination and Training Conferences: ($10,750 Grant Funds / $1000 In -Kind) Various Locations/ Orange County, Ca, REFORMA Regional Mini - Conference -- ($1,674 Grant Funds / $1000 In -Kind —Year 3): o 2 project lead members (WAWWD, and Project Gado) ($1,000)- traveling to Santa Ana at $500 per trip for one night stay, including an estimated $200 for airfare, 2 days of per diem at $71 /day, and $133 for hotel. These figures are based on 2013 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayak.com o 1 project Partner (New Mexico) ($674)- traveling to Santa Ana at $675 per trip/ per member for two night stay, including an estimated $400 for airfare, 2 days of per diem at $71 /day, and $133 for hotel. These figures are based on 2014 US Government Survey Administration published per diem rates for 2014 and flight estimates on Kayak.com o 10 Teen Community Historians Interns, 10 Teen Community Historian Volunteers, 10 SAPL Project Members ($1000 in- kind) — Traveling to Conference via Bus ($600) and food ($400) • ALA Midwinter 2017 (Atlanta) ($6076 —Year 3): 7 members (3 library partner members, 2 SAPL Project Lead Members, WAWWD Lead, and Project Gado Lead ) traveling to Atlanta at $868 per trip/ per member for 2 night stay, including an estimated $400 for airfare, 3 days of per diem at $56 /day, and $150 for hotel. These figures are based on 2014 US Government Survey Administration published per diem rates and flight estimates on Kayak.com. Final wrap -up partnership meeting will occur at this conference. • Conference (TBD) ($ 3000 -Year 3): is based on 3 project lead members (SAPL and WAWWD) traveling to 1 conferences (TBD) at $1000 per member for two night stay, including an estimated $300 for airfare, 3 days of per diem at $71 /day, and $200 for hotel. Total cost for travel = $1000 x 3 members = $3,000 Grant Funds 5. Supplies and Materials —Cost Share r1- • Cost-Share Equipment Lust to be pUdR "chiased for VlernolHes of Wgra'tion Project (Equipment purchased lor pf'rrducing digital rnedia, tralmng V /Vdeo r for pro' ect, and rnernoiy gathev ing activikies) r1- • BXIiIBIT A HARDWARE ITEM QTY ITEM DESCRIPTION EA TOTAL 1 6 MacBook Pro, 17 -inch, Quad -core Intel Core i7 $2,943 $17,658 2 10 Headphones $55 $550 3 5 SHURE SM58 Microphones $150 $750 4 1 Propellerhead Vs 5.0 REASON /RECORD w /multiple installs $1,250 $1,250 5 10 1 Cables /connectors for computer stations n/a $600 6 1 Large capacity external hard drive n/a $300 7 1 Whisperroom Standard Sound Booth $8,000 $8,000 8 6 Apple Pad 2 MC770LL /A Tablet (32GB, Wifi 2nd Generation) $600 $3,600 2 1 Mac Pro 8- core(desktop) $3,499 $3,499 5 2 Sony HXR -NX5U NXCAM Professional Camcorder $3,995 $7,990 6 2 Sony NP -F970 L- Series Info - Lithium Battery Pack(6600mAh) $99 $198 7 4 San Disk - 32GB Extreme Pro SDHC UHS -I Memory $133 $532 16 1 Lowel DV Creator 55 Light Kit $1,448 $1,448 17 1 Sony BRC -300 3 CCD Mega Pixel P - T - Z Robotic Color Vid Cam $3,900 $3,900 18 1 Sony RC815 -Visca Cam Control Cable 8 -Pin DIN Male to Male 100 ft $96 $96 19 1 Sony RM -BR300 Joystick Remote Control Panel for Sony BRC -300 $1,420 $1,420 20 1 Vaddio 535 - 2000 -208 Model 300 Thin Profile Wall Mount Bracket $110 $110 SWb- Total $51,901 SOFTWARE 21 6 Final Cut Pro X $299 $1,794 22 1 Final Cut Studio $999 $999 23 6 Adobe Photoshop Elements $99 $594 24 1 Adobe Creative Suite $1,800 $1,800 25 6 Adobe CS5.5 Design Standard $1,216 $7,296 Sub - Total $12,483 20B -70 EXHIBIT A 6. Services: 6a.) Services -We are What We Do (WAWWD) (Please refer to Supportingdoc #1 for Scope of Work and deliverables from WAWWS) : $ 120,671 Grant Funds requested/ $109,070 In -Kind Cost Share We Are What We Do (WAWWD) is a non - profit organization started in the east of London in 2003, and consists of a UK registered Community Interest Company (05241856), a Charitable Foundation (1134546), and a California not - for - profit corporation with IRS 501(c)3 tax exemption status. Historypin is a project of WAWWD and was originally created as a tool to facilitate strengthening of communities through local history, and particularly intergenerational and cross - cultural dialogue. Staff from We Are What We Do will be supporting Memories of Migration from the standpoint of: • community engagement • project management • digital development • user interface and graphic design • evaluation methodology and reporting During the first year of the Memories of Migration program, We Are What We Do will contribute substantial cost sharing from design, web development, and technical architecture. This support comes from other funded projects that are supporting these staff roles which will feed in heavily to the design and evaluation methodologies of Memories of Migration. The funded projects that will be running at the same time include: • Europeana Creative, a three -year European Commission funded project going through 2015 which Historypin is exploring metadata ingestion tools as well as user interface design around multiple languages and others. • Sourdough & Rye, a two -year community engagement project focusing on the Jewish community in San Francisco which will overlap for several months with Memories of Migration and will lend expertise into developing community - specific content - gathering sessions. • Europeana V3, a one -year European Commission funded project starting in the fall of 2014 which provides funding to pilot an experimental metadata synchronization tool from Historypin back out to partner organizations. • Europeana Sounds, a two -year European Commission funded project that just started, in which Historypin will further explore new user interface and interaction with different kinds of community content and the exchange of metadata with partner institutions • Ambrosia, a three -year European Commission funded project in which Historypin plays a major role in exploring deep engagement of communities in location- specific cultural heritage, specifically the rich culture of food and drink throughout Europe and how people relate to history through it. Staff costs have been calculated with benefits at a set percentage depending on where the team member is based. Team members based in the US (Senior Project Manager and Project Officer) have benefits calculated at 25 %, and all European -based staff are calculated at 11 %. 20B -71 -- IOTA I $64,38 1 4 6. Services: 6a.) Services -We are What We Do (WAWWD) (Please refer to Supportingdoc #1 for Scope of Work and deliverables from WAWWS) : $ 120,671 Grant Funds requested/ $109,070 In -Kind Cost Share We Are What We Do (WAWWD) is a non - profit organization started in the east of London in 2003, and consists of a UK registered Community Interest Company (05241856), a Charitable Foundation (1134546), and a California not - for - profit corporation with IRS 501(c)3 tax exemption status. Historypin is a project of WAWWD and was originally created as a tool to facilitate strengthening of communities through local history, and particularly intergenerational and cross - cultural dialogue. Staff from We Are What We Do will be supporting Memories of Migration from the standpoint of: • community engagement • project management • digital development • user interface and graphic design • evaluation methodology and reporting During the first year of the Memories of Migration program, We Are What We Do will contribute substantial cost sharing from design, web development, and technical architecture. This support comes from other funded projects that are supporting these staff roles which will feed in heavily to the design and evaluation methodologies of Memories of Migration. The funded projects that will be running at the same time include: • Europeana Creative, a three -year European Commission funded project going through 2015 which Historypin is exploring metadata ingestion tools as well as user interface design around multiple languages and others. • Sourdough & Rye, a two -year community engagement project focusing on the Jewish community in San Francisco which will overlap for several months with Memories of Migration and will lend expertise into developing community - specific content - gathering sessions. • Europeana V3, a one -year European Commission funded project starting in the fall of 2014 which provides funding to pilot an experimental metadata synchronization tool from Historypin back out to partner organizations. • Europeana Sounds, a two -year European Commission funded project that just started, in which Historypin will further explore new user interface and interaction with different kinds of community content and the exchange of metadata with partner institutions • Ambrosia, a three -year European Commission funded project in which Historypin plays a major role in exploring deep engagement of communities in location- specific cultural heritage, specifically the rich culture of food and drink throughout Europe and how people relate to history through it. Staff costs have been calculated with benefits at a set percentage depending on where the team member is based. Team members based in the US (Senior Project Manager and Project Officer) have benefits calculated at 25 %, and all European -based staff are calculated at 11 %. 20B -71 EXHIBIT A Services:WE ARE WHAT WE DO YEAR 1 Salaries/ Wages & Benefits) Cost Sharing and % of Full Time Project Title Activity Grant Funds Equivalent 15% of $85,000 (annual salary) _ Sr. Project Mgr, Jon Voss. 12,750 Project + management 3,188 (25 %) Fringe and Benefits coordination. _ MAO ---- -- 20.5% of $66,663 29.5 %of$66,663 User (annual salary) = (annual salary)= interface $13,666 19,666 design for + + digital projects 1,503 (11 %) Fringe 2,163 (11 %) Fringe and graphic Benefits Benefits Sr. Designer, Kate Ferrier design for print = _ packages. 15169 21 829 10.5% of $59,921 49.5% of $59,921 (annual salary) = (annual salary)= $6,292 $29,661 $692 (11 %) Fringe $3,263 (11 %) Fringe Benefits Benefits Developer 1, TBD. Digital project = _ creation. $6,984 $32,924 10.5% of $59,921 4M% of $59,921 (annual salary) = (annual salary)= $6,292 $29,661 $692 (11 %) Fringe $3,263 (11 %) Fringe Digital Benefits Benefits Developer 2, TBD. project = _ creation. a984 32 924 15,5 %of$52,000 4.5% of $52,000 Coordinating (annual salary) = (annual salary)= development $8,060 $2,340 team with + + needs and $887 (11 %) Fringe $258 (11 %) Fringe Digital Director, Konstantin requirements Benefits Benefits Dankov. of clients and = _ design team 11947 2 598 Oversight of 10% of $95,000 development (annual salary) _ $9,500 resources, Chief Technology Officer, im orUex ort P P $1045 (11 %) Fringe Alex Stanhope. s and data Benefits = workflow. $10,545 Input on community engagement 10% of $34,000 materials and (annual salary) _ Project Officer, tbd. design. $3,400 20B -72 EXHIBIT A Services:WE ARE WHAT WE DO (YEAR 2 Salaries/ Wages & Benefits) $ Cost sharing and %of Full Time $850 (25 %) Fringe Project Equivalent Benefits '.... Activity Grant Funds 4 250 15% of $85,000 10% of $66,663 (annual salary)= Working with (annual salary) _ 12,750 Santa Ana $6,666 + Public Library $733 (11%) Fringe Project 3,188 (25%) Fringe on creation of Benefits management and Evaluation Director, evaluation = coordination. Kathleen Collett. framework. 7 399 Total Year 1 Salaries & Benefits IL 421 $105,070 (annual salary)= UK based staff interface design $6,666 to travel to US for digital + for project projects and Travel coordination $2,000 Benefits $61,421 Grant $107,070 In -Kind Funds Cost Sharing TOTAL COSTS YEAR 1 acka es. Services:WE ARE WHAT WE DO (YEAR 2 Salaries/ Wages & Benefits) $ Cost sharing and %of Full Time Project Equivalent Title Activity Grant Funds 15% of $85,000 (annual salary)= Sr. Project Mgr, Jon Voss. 12,750 '......... + Project 3,188 (25%) Fringe management and Benefits coordination. _ 15 938 10% of $66,663 User (annual salary)= interface design $6,666 for digital + projects and $733 (11 %) Fringe graphic design Benefits Sr. Designer, Kate Ferrier for print = acka es. 7 399 15% of $59,921 (annual salary) _ $8,988 $989 (11 %) Fringe Benefits Developer 1, TBD. Digital project = I creation. $9,97 _ _ Input on 10 %of$34,000 community (annual salary)= engagement $3,400 materials and + Project Officer, tbd. design. $850 (25 %) Frin e 20B -73 EXHIBIT A Services:WE ARE WHAT WE DO (YEAR 3 Salaries/ Wages & Benefits) Benefits $ Cost Sharing and = A250 Project 10% of $66,663 Title Activity Working with (annual salary) 3% of $85,000 Santa Ana $6,666 (annual salary) _ Public Library $733 (11 %) Fringe $2,550 on creation of Benefits Evaluation Director, evaluation - Project Kathleen Collett. framework. $7.399 management and Total Year 1 coordination. Salaries & Benefits 44 963 3 188 UK based staff to 5% of $66,663 travelto US for User (annual salary)= project interface design Travel coordination $2,000 + $44,963 Grarrt $2,000 In -Kind Funds TOTAL COSTS YEAR 2 Cost Share Services:WE ARE WHAT WE DO (YEAR 3 Salaries/ Wages & Benefits) $ Cost Sharing and % of Full Time Project Eguivalent Title Activity Grant Funds 3% of $85,000 (annual salary) _ Sr. Project Mgr, Jon Voss. $2,550 Project 638 (25%) Fringe management and Benefits coordination. — 3 188 5% of $66,663 User (annual salary)= interface design $3,333 for digital + projects and $367 (11 %) Fringe graphic design Benefits Sr- Designer, Kate Ferrier for print = packages. 3 700 10% of $66,663 Working with (annual salary) = Santa Ana $6,666 Public Library $733 (11 %) Fringe on creation of Benefits Evaluation Director, evaluation - Kathleen Collett. framework. 7 395 Total Year 2 Salaries & Benefits 14 287 $14,287 Grant Funds TOTAL COSTS YEAR 2 6b.) Services: New Mexico Highlands University (NMHU) (Fiscal Agent) with New Mexico 20B -74 EXHIBIT A Department of Cultural Affairs (DCA) = $39,992 Grant Funds $41,091 In Kind Cost Share In -Kind cost - sharing . (Work Package q 4: Model Program Iteration 1. All project services will take place in Year 1) A.)Salaries & Wages = $25,680 Grant Funds / $41,091.00 In -Kind Cost Sharing Expenses: i.)AmeriCorps Interns: $10,628.00 Grant Funds (2 interns @ $5,314 and 450 hours each) The NMHU Department of Media Arts & Technology and the New Mexico Department of Cultural Affairs have partnered on an AmeriCorps Cultural Technology internship program since 2010. Two interns from this program will be recruited and trained. Between February 1— August 30, 2015 they will provide approximately 900 hours of service recruiting and training librarians and Teen Historians, providing onsite program support and documentation for "memory gathering' activities at public and tribal libraries, and populating the interactive online map with content. IMLS grant funds will be matched almost 1:1 by funds from AmeriCorps, which is not reflected in the budget because these are federal funds and thus not eligible to count towards the match. AmeriCorps interns will also receive a Segal Education Award that will be in the neighborhood of $2,822 in addition to their stipends. In addition to providing services to libraries, AmeriCorps interns will serve as role models for and mentors to Teen Historians about AmeriCorps values of national and community service and about the value of education. ii.)Parachute Factory: $6,052.00 Grant Funds ($45,000 x 10 %= $4,500 +$1,552 fringe @ 34.5 %) Mariano Ulibarri, Director of Parachute Factory, a university- community makerspace in Las Vegas, NM, will devote 10% of his time to providing project coordination and supervising and training AmeriCorps interns and Teen Historians. Ulibarri will also work closely with David Hurley from the NMSL on recruitment and liaison with participating libraries. iii.)Teen Community Historians: $9,000.00 Grant Funds (9 interns x $1,000 stipends) Nine community Teen Historians will be recruited and trained to assist in "memory gathering" activities at public and tribal libraries. They will each commit a minimum of 125 hours to the project and receive stipends of $1,000. We will work with our network of partners that provide youth programs to insure that immigrant youth are included in the cohort of Teen Historians. These organizations include Youth Media Project in Santa Fe and Girl Scouts in Albuquerque. iv.) NMHU Professor Miriam Langer : $7,626 In -Kind Cost -Share ($56,670 x 10 %= $5,670+ $1,956 fringe @ 34.5 %) Ms. Langer co- directs the NMHU Media Arts partnership with the New Mexico Dept. of Cultural Affairs known as the Center for Cultural Technology, including the AmeriCorps Cultural Technology Program and Parachute Factory, a university- community makerspace. Her expertise includes the prototyping of cultural technology projects. She will devote 10% of her time to Memories of Migration and hold primary responsibility for financial oversight and reporting. v.) New Mexico Dept. of Cultural Affairs Director for Media Projects Miriam Roberts : $7,493 In- Kind Cost Share ($53,527 x 10 %= $5,352 + $2,141 fringe @ 40 %) Ms. Roberts co- directs the DCA partnership with the NMHU Dept. of Media Arts & Technology 20B -75 EXHIBIT A known as the Center for Cultural Technology. Her expertise includes rural outreach, internships, mentorship, and the development of organizational partnerships. She will devote 10% of her time to Memories of Migration and hold primary responsibility for day -to -day project management to insure that all partners are working together and that Memories of Migration stays on schedule and on budget. She will also work to use IMLS funding to leverage local support. vi.) New Mexico State Library Chief of the Library Development Bureau David Hurley: $4542 In- Kind Cost Share ($64,896 x 5% = $3,244 + $1,298 fringe @ 40 %) Mr. Hurley is responsible for providing services to public, tribal, and academic libraries throughout NM, including federally funded programs for digital literacy and youth services. He also manages an ongoing NMSL partnership with Parachute Factory to provide recruitment, technical assistance and onsite program support to public and tribal libraries on the New Mexico Makerstate Initiative, with the goal of creating a network of maker communities throughout the state centered in libraries. Mr. Hurley will devote 5% of his time to Memories of Migration and coordinate with Parachute Factory on library recruitment and coordination with other NMSL programs. vii.) New Mexico Dept. of Cultural Affairs Web Manager Douglas Patinka: $3,945 In -Kind Cost Share ($58,614 x 5 %= $2,818 +$1,127 fringe @ 40 %) Mr. Patinka is responsible for the online presence of all DCA divisions and is director of the New Mexico Cultural Atlas, a new initiative that will provide online access to New Mexico's cultural resources via a group of interactive maps. Mr. Patinka will devote 5% of his time to Memories of Migration and provide technical assistance on the interactive map component and the integration of Memories of Migration with the New Mexico Culture Atlas. viii.) NMHU Media Arts Professor TBD: $17,485 In Kind Cost Share ($52,000 x 25 %= $13,000+ $4,485 fringe @ 34.5 %) In fall semester 2014 the Dept. of Media Arts & Technology will offer an exhibition design class, which represents 25% of the teaching load of the faculty member. The purpose of the Memories of Migration exhibition is to provide cultural and historical context for "memory gathering" events at participating libraries. The class will cover the fundamentals of traveling exhibition design and production, community engagement, online interactive maps, and issues of migration and immigration, as students create a traveling exhibit on the theme of Memories of Migration that will travel to participating libraries in conjunction with their presentations of "memory gathering" activities. vix.) Student volunteers : $9,600 In -Kind Cost Share (8 x 80 hours x $15 value of volunteer time) From August — December 2014, an NMHU Exhibit Design class of a minimum of 8 students (TBD) will devote 80 hours each of class time and outside time to conducting research, designing, and creating a traveling exhibit Memories of Migration. The time is valued at $15 /hour, which is the government- approved rate used by museums to measure the contribution of volunteers. The exhibit will integrate with other programs based on themes of migration and immigration happening in New Mexico in 2015, including: (1) The exhibition and outreach project Imagining Home at the Museum of International Folk Art Gallery of Conscience; (2) Expressions of Complex Identities: Sephardic Jews, Conversos, and Crypto -Jews, 1391 -2015, [working title], scheduled to 20B -76 EXHIBIT t1 open at the New Mexico History Museum in Santa Fe in May 2015, about the dispersion of Jews from the Iberian Peninsula following the Expulsion, including to NM; (3) the National Dialogues on Immigration, sponsored by the International Coalition of Sites of Conscience; (3) the Big Read, featuring Luis Alberto Urrea's novel about the U.S. - Mexican border, Into the Beautiful North, sponsored by the New Mexico Humanities Council (pending funding); and (4) Commemorations of the 150`b anniversary of "The Long Walk ", a series of forced marches starting in 1864, when 9,500 Navajo and 500 Mescalero Apache were forced by the U.S. Army to walk 400 miles from their homelands to incarceration at Fort Sumner and many thousands died. The exhibit will premiere in the gallery space at the non - profit organization Las Vegas Citizens Committee for Historic Preservation in December. Students will prototype a "memory gathering' community event in conjunction with the opening of the exhibition. In January the exhibit will travel to the gallery of the New Mexico Humanities Council (NMHC) in downtown Albuquerque, where it will remain on view until June. We will seek additional funding for the production of the exhibit from NMHC and the Santa Fe Community Foundation. x.) Library in -kind : $1,750.00 ( library staff from 5 libraries x $350) In -Kind Cost Share Our budget is based on participation of 5 rural and tribal libraries, and the estimate of $350 each of in -kind staff contributions of library staff. The estimate was established using an average of figures provided by NMHC for in -kind contributions from libraries that participate in programs that they sponsor. We anticipate that interest in Memories of Migration will be very high among rural libraries, community -based museums, and State Historic Sites throughout NM and that the project will continue beyond summer 2015 with other sources of funding, so this is a conservative estimate 2.) In -State Travel = $3,951.00 Grant Funds Since recruitment will be part of our project, mileage estimates are based on averages of similar statewide outreach projects. Mileage reimbursement, per diem, and lodging are based on university- approved rates. Breakdown of in -state travel: mileage 15 trips @ 120 miles RT x .32 $576.00 mileage 15 trips @ 250 miles RT x .32 $1,200.00 per diem $30 /day $900.00 lodging $1,275.00 3.) Equipment = $5,398.00 Grant Funds Equipment will be used to digitize "memories ". The recorder will be used to capture audio (e.g., songs and stories). The 3D scanner will be used to capture artifacts (e.g., objects from library, archive, museum, and personal collections). The document scannerwill be used to capture documents (e.g., letters, and photographs). The camera and lenses will be used to capture video and still photographs of participants. Breakdown of equipment budget Zoom HE Handy Recorder Systems Sense 3D scanner 20B -77 $400.00 $400.00 EXHIBIT A Epson Workforce DS 50000 Document scanner $1,152.00 Canon EOS DSLR camera $1,200.00 Canon EF 50mm lens $340.00 Canon EF 28mm lens $450.00 Lenovo ThinkPad $1,456.00 4.) Materials and Supplies = $2,000.00 Materials and supplies will include such things as paper and ink needed to make posters and otherwise promote "memory gathering' activities at local public and tribal libraries. The amount is based on an allocation of $400 per venue x 5 venues. 5.) Administration = $2,962.32 The NMHU Grants Office will administration funds for 8% of $37,029 Subtotal = $2962.32 6c.) Services: Queens Library, New York = $25,000 Grant Funds/ $30,527 In -Kind cost - sharing .(Work Package # 5: Model Program Iteration 2. All project services will take place in Year 2) rl- EXHIBIT A 1.Queens Library: Salaries/ Wages and Benefits Full -Time (FT) and Part -time/ Temp (PT) Title Project Activity Staff Person Grant Cost Funds Sharing Digital Content & Strategy Lead coordinator at Queens Library, plans Natalie Milbrodt 7% (140 hrs) X $28.04 Coordinator training for Fellows, (Hourly secures needed resources, Rate)= represents Queens Library $3,925 at meetings organized by + Santa Ana $3,975 fringe benefits $7,900 Community Outreach & Initial outreach to Xi (Cathy) Chen 5 %(80 hrs) x Programs. New Americans program partners $35.61 (Hourly Program Rate) = $2,849 $2,138 fringe benefits $4,987 Metadata Librarian Oversight of metadata Dacia Metes 6% (105 hrs) production, quality x $30.09 control /training of Fellows (Hourly Rate) = $3,160 $1,627 fringe benefits = $4787 Imaging Technician (FT) Fellows training on Grace DeSagun 4 %(70 hrs) digitization equipment kit x $19.37 to be used at events, (Hourly digitization of oversize and Rate)= delicate materials that $1,357 Fellows can't digitize on- + site during events $1,735 Benefits 3092 Total Reservist (funded through Translates written materials into Chinese, David Lau 10 %(96 hrs) x $15.00 foundation grant). New Americans Program provides event (Hourly information (via phone) Rate) = $1,440 for Mandarin and + Cantonese speakers $115 fringe benefits = $1,555 20B -79 EXHIBIT A Graphic designer. Creative Creates flyers, posters and postcards as well as Laura Sgambati 5% (80 hrs) x $38.26 Services Dept, website event listings for (Hourly events Rate)= $3,061 $1,910 fringe benefits = $4971 Creative Services Manager Oversees production of all promotional materials Vincent Sgaglione 1 %(35 hrs) x $49.74 (Hourly Rate) =$1741 $1090 fringe benefits = $2,831 Social Media Manager Promotes events through Christine 1 %(35 hrs) x Queens Library's social McMonagle $34.51 media channels, advises (Hourly Fellows on promotional Rate) =$1208 activities + $569 fringe benefits = $1,777 Communications and Editorial Writes English language promotional and editorial Jeremy Walsh 1 %(35 hrs) x $29.05 Assistant content for blog, (Hourly publications Rate) = $1,017 $702 fringe benefits = $1,719 ML Emerging Professional Event Coordination, To Be Hired 100%2 Fellows (PT /Temp) facilitation, digital archives Interns x processing (840 hrs combined) x $23.00 = $19,320.00 $1.,544 Fringe Benefit $20,864 Totals 41::R EXHIBIT A TOTALS For Salaries & Benefits Salaries/ Wages Full -Time (FT) and Part -time/ Temp (PT) Title. 23 956 $30,527 Cost - Sharing Grant Funds 2.)Queens Library: Materials and Supplies = $1,044.00 Grant Funds Materials and supplies will include such things as paper and ink needed to make promotional materials, posters and otherwise promote "memory gathering' activities. 6d.) Services: West Hartford Public Library, Connecticut = 21 860_Grant Funds $21,870 In -Kind cost - sharing. (Work Package # 5: Model Program Iteration 2. All project services will take place in Year 2) 1.West Hartford Public Library: Salaries/ Wages Full -Time (FT) and Part -time/ Temp (PT) Title. Project Activity Staff Person Grant Funds 5 Cost Sharing Project Intern(s) - Archive project materials -Edit and upload video To Be Hired 100% 1 -2 Interns (Temp) - Create culminating video for (500 hrs) x $16.00 graduation ceremony (clips from (Hourly Rate) interviews, pictures of field trips, =$8000 Grant etc.) Funds - prepare gallery exhibit - Assist the project lead in running the program Summer - Create flyers and publicity in To Be Hired 100% 4-6 Interns Program Interns the target language - identify interviewees (300 hrs) x $10.00 (Hourly Rate) _ (Temp) - Mentor teen community $3,000 Grant historians Funds - Assist with interviews (i.e. videotaping) - Attend field trips - Transcribe -Plan multicultural programs Supervising - Oversee grant activities Kati Karp 100% (300 hrs) x Librarian - Handle administrative $40= $12,000 responsibilities as required by the grant - Select and direct paid and volunteer staff - Organize workshops, field trips, multicultural programs, graduation ceremony - Recruit teen community PTO EXHIBIT A 2.)West Hartford Public Library: Equipment = $5,975 Grant Funds Equipment to be purchased for "memory gathering' activities: • pocket cameras= $750 (5 cameras @ $150 each) • audio recorders = $300 (3 palm -size audio recorders @ $100 each) • Tablet computers with external microphones = $4125 (5 @ $ 825 each) 0 Video Editing Software = $800 (8 licenses such as Corel Video Studio X6 @ $100 each) 3.)West Hartford Public Library: Special events, Fieldtrips and Workshops = $4525 Grant Funds Multicultural programs (5 Events) _ $1500 411MON historians - Identify and collaborate with community stakeholders -Teach teen community historians how to use technology (cameras, recorders, editing software, etc.) Graphic Artist - Create flyers, posters, shirt Dayna 100% (40 hrs) x design and promotional Helming $22 =$880 bookmarks PR Staff - Advertise the Migration Ben Woodard 100% (70 hrs) Memories program on the West x $28 = Hartford Libraries listserv, on $1960 social media, in the library, and in the local media - Train staff and students in advanced video production and design IT Staff - Install and provide assistance Andrew 100% (10 hrs) x with video editing software Bosworth $43= $430 Local History - Coordinate integration of Martha 100% (50 hrs) x Librarian Memories of Migration into the Church $43 = $2,150 West Hartford HistoryPin project -Serve as a resource and liaison to local history stakeholders Local History - Archive project materials To Be Hired 100% (250 hrs) x Intern (Temp) - Create metadata for the project $16 = $4,000 - Assist Lead History Librarian in the integration of data into the HistoryPin TOTALS For $11 000 $21,420 Cost Salaries & Grant Funds Sharin¢ Benefits 2.)West Hartford Public Library: Equipment = $5,975 Grant Funds Equipment to be purchased for "memory gathering' activities: • pocket cameras= $750 (5 cameras @ $150 each) • audio recorders = $300 (3 palm -size audio recorders @ $100 each) • Tablet computers with external microphones = $4125 (5 @ $ 825 each) 0 Video Editing Software = $800 (8 licenses such as Corel Video Studio X6 @ $100 each) 3.)West Hartford Public Library: Special events, Fieldtrips and Workshops = $4525 Grant Funds Multicultural programs (5 Events) _ $1500 411MON EXHIBIT A Auditorium fees /custodial services $300 per event, performance fees for musicians, dancers, refreshments, art supplies (teens will be given a say in what kinds of activities would best represent their culture ex. Chinese New Year dumplings, batik, henna tattoo) Celebrate! West Hartford (annual town event- booth rental, supplies) _ $425 $350 for booth rental; $75 for signs, activity supplies • Teacher - presented workshops (3 Workshops) =$1200 $400 per workshop stipend for CT- certified teacher to develop and present workshop for students. (Three separate workshops on storytelling, oral history, and curation) + Museum field trips (Summer program) (3 Fieldtrips) _ $750 Museum program fees and transportation for 12 -15 students @ $450 for CT Historical Society. $175 fee only for Noah Webster House Museum, $125 fee only for West Hartford Historical Society Walking Tour • Graduation ceremony For Summer Teen Community Historians =$650 $300 for light refreshments and $350 for gallery exhibit (signage, photos of and biographies of interviewees mounted, bound copies of transcripts, etc.) 4.) West Hartford Public Library: Materials and Supplies = $360 Grant Funds/ $450 Cost Share T -Shirts = $360 Grant Funds (20 @ $18 each) created by West Hartford business Fresh Ink. Shirts will be worn at special events like field trips, interviews, multicultural programs, Celebrate West Hartford Day and graduation ceremony. • Printing = $450 Cost Sharing (posters, flyers, promotional bookmarks) 6e.) Services: REFORMA OC = $3,000 Grant Funds/ $3,300 In -Kind cost-sharing. Year 3 — Conference centered around Latino Historical resources and strategies with focus on introducing library professions to the concept and practice of 4D history. 1 o9fe 11 0 (Q tobeir Grant 3.0 012 Funds In -Kind Totals 3.1 Venue 1 $300 $300 Speaker /Author Expenses (Authors fees, Transportation, 4 3.2 Lod in., etc.) (5500 ea.) $2,000 $2,000 Printing (Promotion flyers, 3.3 Handout matenalsetc.) $ 200 $200 3.4 Lunch /Beverages $ 800 $800 20B -83 PXHI &I I` A Personnel: Planning 10 hrs x $50 4.0 Committee 6 =500 $3,000 Subtotals YEAR 3 $ 3,000 $ 3,300 $6,300 6f.) Services: Project GADO = $2500 Grant Funds • Gado 2 Digitization Robots = $1500 Grant Funds 3 Gado 2 Robot Kits ($500 per kit) will be sent to each site for use by interns and volunteers for digitization "memory gathering' projects. The Gado 2 will be used as an educational tool for youth to get hands -on experience with innovative archival technologies. • Gado 2 STEM Tie -In Workshops = $1,000 Grant Funds ($500 Year 1 /$500 Year 2) 2 workshops will be developed to teach partners how to create STEM tie -in programs from the actual assembly and troubleshooting of the Gado 2. Workshop planning and implementation will take approximately 20 hours @ $50hr = $1,000 8.)Other Costs A. Conference Fees REFORMA National- San Diego March 2015 = $550 Grant Funds • 3 Regular Members REFORMA National @ $150 = $450 • 1 Student (Teen Community Historian) Members REFORMA National @ $100 $100 B. Conference Fees ALA Mid - Winter -7 members for ALA Midwinter @ $250 = $1750 Grant Funds C. Conference Fees : Conference TBD - 4 Members @ $250 = $1,000 Grant Funds D. Admission Fees: The Museum of Tolerance (Los Angeles) (Year 1 & Year 2): Admission fees, $15.00 per person for 20 Teen Community Historian (TCH) volunteers & 10 TCH interns and 5 library staff. Total $525 grant funds (Year 1) + $525 grant funds(Year 2) = $1050 grant funds http : / /www.museumoftoIerance.com /site/ c. tmL6KfNVLtH /b14865931 /k.0069 /Visit.htm F. Admission Fees: Richard Nixon Presidential Library (Yorba Linda) (Year 1 & Year 2): Admission fees, $11.95 per person for 20 TCH volunteers, 10 TCH interns and 5 library staff. Total $418.25 grant funds (Year 1) + $418.25 grant funds(Year 2) = $836.50 grant funds , ,Littp: Admission Fees: The Huntington Library and Archives (San Marino) (Year 1 & Year 2): Admission fees, $11 per person (group rate) for 20 TCH volunteers, 10 TCH interns and 5 library staff. Total $385 grant funds (Year 1) + $385 grant funds(Year 2) = $770 grant funds , http: // www. l7 untirrgton. org/ WebAssets /Temolate5 /content.asr)x ?id =302 10. Indirect Costs: The rate of 15% was used to calculate Indirect Cost using the following indirect costs base: r1- •- EXHIBIT A • Year 1 =15% of Total Grant Funded Part -Time Salary wt Benefits ($87,134) = 13,070Grant Funds • Year 2 = 15% of Total Grant Funded Part -Time Salary wt Benefits ($77,021) = 11,553 Grant Funds • Year 3 = 15% of Total Grant Funded Part -Time Salary wt Benefits ($46,087) = 6,913 Grant Funds 411MOOR N x w \ \ F-L-,._U CY \ \\ \\ \E\ o \ \ \ \ \\ \ \ \\\ F-L-,._U CY \ \\ \\ \E\ } §;Zj F-L-,._U \ ! 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Applicant Information a. Legal Name (5a from SF424S): Santa Ana Public Library b. Applicant D- U -N -S® Number (5f from SF424S): 1 0 1 8 1 3 1 1 5 3 2 a 7 c. Does your organization have a current SAM.GOV registration? E) Yes Q No If yes, what is the expiration date of your registration? 01/21/2015 d. Organizational Unit (if different from Legal Name): e. Organizational Unit Address Street 1 Street 2 26 Civic Center Plaza City Santa Ana County Orange State California Zip +4 /Postal Code f. Organizational Unit Type (Check One): C) Academic Library 0 Aquarium 0 Arboretum /Botanical Garden O Art Museum 0 Children's/Youth Museum ® Community College 0 Four -year College 0 General Museum* Graduate School of Library and 0 Information Science 0 Historic House /Site Historically Black College or ® University (HBCU) 0 History Museum If other please specify: Q Library Association 0 Library Consortium 0 Museum Library Museum Services 0 Organization /Association Native American Tribe /Native Hawaiian Organization 0 Natural History/Anthropology Museum 0 Nature Center Q Planetarium Q Public Library Research Library/Archives School Library or School District ® applying on behalf of a School Library or Libraries OScience /Technology Museum 0 Special Library OSpecialized Museum ** 0 State Library O State Museum Agency 0 State Museum Library 0 zoo Q Institution of higher education other than listed above 0 Other * A museum with collections representing two or more disciplines equally (e.g., art and history) **A museum with collections limited to one narrowly defined discipline (e.g., textiles, maritime, ethnic group) 1 I OMB Number 3137 -0071, Expiration date: 9/30/2015. r1- •• IMLS PROGRAM INFORMATION SHEET 2. Organizational Financial Information a. Please complete the following table for the applicant Organizational Unit for the three most recently completed fiscal years Fiscal Year Annual Operating Budget Total Revenue* Total Expenses *" Surplus or Deficit 2013 $2,901,140 $2,901,140 $2,901,140 2012 $2,614,648 $2,614,648 $2,614,648 2011 $2,495,969 $2,495,969 $2,495,969 For nonprofit tax filers, Total Revenue can be found on Line 12 of the IRS Form 990 ** For nonprofit tax filers, Total Expenses can be found on Line 18 of the IRS Form 990 b. If you had a budget surplus or deficit greater than 10% of your annual operating budget for two or more of the three i ibcei vearb usreu aoove. uieaee exuidui uro wwn isiancns ui uua aui uiw ui ueiiui ui uie uun ueiuw. N/A c. Were there any material weaknesses identified in your prior year's audit report? Q Yes (E) No Q Not applicable A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. If yes, please explain. d. Has your organization had an A -133 audit in the past three years? Yes 0 No 2 1 OMB Number 3137 -0071, Expiration date: 9/30/2015. r1- •1 IMLS PROGRAM INFORMATION SHEET 3. Grant Program Information a. Laura Bush 215` Century Librarian Program Select one funding category: 0 Project Grant 0 Collaborative Planning Grant C) National Forum Planning Grant Select one project category: 0 Masters -level Programs 0 Doctoral -level Programs 0 Early Career Development 0 Continuing Education C Programs to Build Institutional Capacity 0 Research b. National Leadership Grants for Libraries Select one funding category. ED Project Grant 0 Collaborative Planning Grant 0 National Forum Planning Grant Select one project category: 0 Advancing Digital Resources Demonstration 0 Research d. Sparks! Ignition Grants Select one: 0 Museum 0 Library e. Museums for America Select one project category: 0 Learning Experiences 0 Community Anchors 0 Collections Stewardship Select one: IMLS funds requested total $25,000 or less with no 0 applicant cost share. IMLS funds requested total more than $25,000 with applicant cost share. f. National Leadership Grants for Museums Select one project category: 0 Learning Experiences 0 Community Anchors Collections Stewardship g. 0 Museum Grants for African American History and Culture c. Native American /Native Hawaiian Library Services h. Native American /Native Hawaiian Select one funding category: Museum Services 0 Basic Grant Only 0 Basic Grant with Education /Assessment Option 0 Enhancement Grant C) Native Hawaiian Library Services 4. Please check this box if your project addresses STEM goals 5. Funding Request Information a. IMLS funds requested: $495,550 b. Cost share amount: $818,749 6. Project Subject Area Please select the subject area(s) addressed by the proposed project 0 21s Century Skills Q Digital Literacy ❑ Afterschool /Out -of- School ❑ Disaster Preparedness ❑ Accessibility ❑ Early Learning ❑ Broadband ❑ Economic /Community Development 0 Civic Engagement ❑ Education Support 0 Community Engagement ❑ Environment and Energy 0 Collections Care /Preservation ❑ Global Awareness 0 Cultural Heritage /Sustainability ❑ Health and Wellness If other, please specify: 3 101 Number 3137 -0071, Expiration date: 9/30/2015. 20B -91 0 Information Infrastructure /Systems /Workflows Z Learning Tools and Interactives 0 Lifelong Learning ❑� Intergenerational 0 STEM (Science, Technology, Engineering, Math) ❑✓ Workforce Development/Job Assistance ❑ Other IMLS PROGRAM INFORMATION SHEET 7. Population Served Please select the population(s) served by the proposed project: ❑ General Population ❑✓ Museum and /or Library Professionals ❑ Early Childhood /Preschool (0 -5 years) (] Native Americans /Native Hawaiians /Alaskans Native ❑ Middle Childhood /Primary School (6 -12 years) ❑ People with Mental or Physical Challenges /Disabilities ✓❑ Adolescents /High School (13 -19 years) ❑✓ People who are Low Income /Economically Disadvantaged ✓❑ Adults ❑✓ Rural Populations ✓❑ Aging, Elderly, Senior Citizens (65+ years) ❑ Scholars /Researchers ❑ Ethnic or Racial Minority Populations other than ❑ Unemployed Native Americans /Native Hawaiians 0 Urban Populations ❑✓ Families /Intergene rational ❑ Other ❑✓ Immigrants /Refugees ❑ Military Families If other, please specify: 8. Museum Profile (Museum Applicants Only) a. Is the institution either a unit of state or local government or a private not - for - profit organization that has tax - exempt status under the Internal Revenue Code and that is organized on a Q Yes 0 No permanent basis for essentially educational or aesthetic purposes? b. Does the institution own or use tangible objects, whether animate or inanimate? 0 Yes 0 No c. Does the institution care for tangible objects, whether animate or inanimate? 0 Yes Q No d. Are these objects exhibited by the institution to the general public on a regular basis through 0 Yes 0 No facilities the institution owns or operates? e. Is the institution open and exhibiting tangible objects to the general public at least 120 days a Yes Q No year through facilities the institution owns or operates? f. Institution's attendance for the 12 -month period prior to the application On -site: Off -site: g. Year the institution was first open and exhibiting to the public: h. Total number of days the institution was open to the public for the 12 -month period prior to application: 77 i. Does the institution employ at least one professional staff member, or the full -time equivalent, whether paid or unpaid, who is primarily engaged in the acquisition, care, or exhibition to the 0 Yes C) No public of tangible objects owned or used by the institution? j. Number of full -time paid institution staff: FFM k. Number of full -time unpaid institution staff: I. Number of part-time paid institution staff: m. Number of part-time unpaid institution staff: 4 1 OMB Number 3137 -0071, Expiration date: 9/30/2015. 20B -92 IMLS PROGRAM INFORMATION SHEET 9. Project Elements (Museums for America and National Leadership Grants for Museums Applicants Only) Your response to this question will help us match your application to reviewers with appropriate experience. Begin by choosing the project category that you selected in Question 3 (Grant Program Information). LEARNING EXPERIENCES If you are applying in the Learning Experiences Project Category, select the primary element that is core to your proposed project from the list below. Check only one. 0 Adult Programs /Lifelong Learning 0 K -12 Programs — Out of School 0 Early Learning Q Professional Development/Training 0 Exhibitions C) Public Programs 0 Family Programs 0 Social Media 0 Gallery Technology Q Software Applications 0 Interpretation 0 Website Development 0 K -12 Programs with Schools 0 Other If other, please specify: COMMUNITY ANCHORS If you are applying in the Community Anchors Project Category, select the primary element that is core to your proposed project from the list below. Check only one. Q Audience Development Q Professional Training Q Audience Evaluation Q Social Media Q Civic Engagement/Community Outreach 0 Technology Systems, Upgrades and Planning C Community Needs Assessment 0 Visitor Experience C Education and Public Programs Q Other 0 Digital Media Tools 0 Organizational Development /Capacity Building If other, please specify: COLLECTIONS STEWARDSHIP If you are applying in the Collections Stewardship Project Category, select the primary element that is core to your proposed project from the list below. Check only one. 0 Collections Management — Cataloguing, Inventorying, 0 Conservation — Treatment Registration Information Management — Database Management, Computerization of Collection Records 0 Collections Planning /Policy Development o Conservation — Environmental Improvement /Rehousing 0 Conservation — Survey If other, please specify: Types of Material 0 Research 0 Other For conservation projects only. Please identify the material type(s) that will be primarily affected by your project ❑ Animals, living ❑ Photographic Materials ❑ Animals, preserved ❑ Plants, living ❑ Architecture ❑ Plants, preserved ❑ Books and Paper ❑ Sculpture ❑ Electronic Media ❑ Textiles ❑ Objects ❑ Wooden Artifacts ❑ Paintings 5 1 OMB Number 3137 -0071, Expiration date: 9/30/2015. 20B -93 DIGITAL CONTENT SUPPLEMENTARY INFORMATION FORM Instructions: This form is required as part of grant applications to the Institute of Museum and Library Services that include activities that create certain types of digital content, such as online collections or databases, metadata, new software tools or electronic systems, or digital research datasets. Your responses to the questions on this form are used by IMLS staff and by expert peer reviewers to better understand technical aspects of your proposed work. Please consult the relevant program guidelines for further instructions on when this form should be included as part of your application. If you need more space for your response, you may append additional pages as part of the single PDF that you upload with your grant proposal through Grants.gov. Please indicate which of the following digital products you will create or collect during your project. (Check all that apply): If your project will create or collect ... Then you should complete ... Born - digital, existing digital, or to -be- digitized content Part I _ New software tools or electronic systems such as databases Part 11 A digital research dataset Part III PART I. Projects Creating Digital Content A. Selection Methodology A.t Describe how you will select non - digital materials for digitization. As a community memory project, Memories of Migration is focused on "User Generated Content" (UGC), in addition to select collection holding at partner institutions. The content that is selected for the project will be related to participants stories of human migration. The project will prioritize the collection of audio and visual material from immigrant communities in Santa Ana CA, Queens NY, West Hartford CT, and the rural parts of the State of New Mexico. Materials needing to be scanned will use a Project GADO scanning robot to assist with the digitization of photo collections. Individual decisions for selecting materials will be made at the discretion of the site supervisor. A.2 Describe how you will select born - digital or existing digital content for your project collection. larly, only content related to human migration in some way will be contributed. The four library sites will work community partners to identify material in local collections that cover the topic of migration in the United States. tional born digital materials will be created by partner sites during their programs including photographs and o recordings collected by participants. 3. IMLS Digital Content Supplementary Information Form I+1- •- B. Converting Non - Digital Materials to Digital Format 8.1 List the types and formats of materials to be digitized and the quantity of each type. Isting photographs, diaries, and other written materials will be scanned according to the needs and discoveries of ch location. Each library site is expected to collect and digitize 500 -800 images for a total of between 2,000 -3,20C B.2 List the equipment and software that you will use to digitize each of these formats or the name of the digitization services provider who will perform the work. of the four library sites will include 1- GADO 2 digitization robot with a Epson Perfection V750 Pro or Epson VS scanner for high resolution TIFF scans of at least 600 DPI. The Epson Scan version 3.9.2OUS will run through an source Project GADO scanning wizard that will use an IPVEO — Ziggi HD webcam to take picture of the back of scanned image. Material will be edited using Picasa software for alignment, cropping, and batch description. assembly, installation, and trouble shooting of the Project GADO robot will encourage the scanning of robust -rials during the initial implementation period. Once the machine is fully operational, more sensitive photographic trial may be scanned as well. B.3 List the digital file formats (e.g., TIFF, JPEG, MPEG) that you will produce during the digitization work and the anticipated quality standards for each file format (e.g., resolution, bit - depth, color /grayscale, pixel dimensions, sampling rate). workflow process for the creation of digital photographs will include both TIFF and JPEG file formats for servation and access purposes. The TIFF files will be used for long term preservation needs at a DPI of 600 with 24- color and zero Color /BW compression. The JPEG files will be used to upload the images onto Historypin. These files also be hi- resolution files of at least 600 DPI with a 24 bit -color standard. are saving our audio files according to the recommendations of the ARSC standards found here: content gathered during the project will be saved at a 961<Hz sample rate with 24 bits per channel as an B.4 If different digital versions of content will be created during the digitization process (e.g., preservation master, access copy, thumbnail) list the type, format, and number of each version. Memories of Migration will work with each of the site partners to identify the best process by which at least 3 versio of User Generated Content can be created and saved. The process is to include at least "Preservation Copy 1," "Preservation Copy 2" (in a separate location), and an "Access Copy' (compressed file format). The project will work with the participating partners to create and implement a step by step guide to be used in the final iteration of the "jumpkit" with the intent of permanent retention by each participating institution and the Internet Archive. Photographic preservation copies will be in the form of TIFF files while access copies will be converted to JPEGs. Audio content will be saved as WAV file for preservation copies and as a To- Be- Determined file type for access copies. 2 IMLS Digital Content Supplementary Information Form 20B -95 C. Repurposing Existing Digital Content or Creating New Digital Content CA List the types and formats of born - digital or existing digital content that you will create or repurpose and the quantity of each. Born digital material will come in the form of1PEGs from photographs, WAV files from interviews. We expect to at least audio 100 interviews during the process along with a total of 800 born digital images during the project. C.2 If you will be creating new born - digital content or converting existing digital content to new formats, list the equipment and software that you will use to create each of these formats or the name of the services provider who will perform the work. Equipment used to create new born digital material includes Zoom H6 Handy Recorders, Systems Sense 3D scanners, Epson Workforce DS 50000 Document scanners, and Canon DSLR cameras. The software being used will include Epson Scan software, Sense software, and Picasa for minor edits. . C.3 If you will be converting existing digital content to new formats, list the new digital file formats and relevant information on the anticipated quality standards (e.g., sampling rate, pixel dimensions). do not anticipate converting large amounts of digital materials into another format. Most of the User Generated tent will either be born digital or converted from an analog source. C.4 If different versions of digital content will be created during the conversion or re- purposing process (e.g., 'eservavon master, access copy, murrona), Ilsi Ine type, rormat, ana numuer or eacn different version. Memories of Migration will work with each of the site partners to identify the best process by which at least 3 versic of User Generated Content can be created and saved. The process is to include at least "Preservation Copy 1," "Preservation Copy 2" (in a separate location), and an "Access Copy" (compressed file format). The project will work with the participating partners to create and implement a step by step guide to be used in the final iteration of the "jumpkit" with the intent of permanent retention by each participating institution and the Internet Archive. Photographic preservation copies will be converted to TIFF files while access copies will be left as JPEGs. Audio content will be saved as WAV file for preservation copies and as a To -Be- Determined file type for access copies. 3 IMLS Digital Content Supplementary Information Form r1- • D. Digital Workflow and Asset Maintenance /Preservation DA Describe your quality control plan. !mories of Migration will use a set of minimal requirement guidelines for all incoming material. Site supervisors will responsible for checking material submitted by their institution. The Project director and technical advisors will ign staff to oversee the final inclusion of material for access and preservation. e Project Directors and partnership sites will work with the technical advisors to create and implement a quality gtrol process for inclusion in the jumpkits. Historypins' Project Supervisor will work with their developers and Chief chnology Officer to help develop a process to simplify the intake of new material for future users. D.2 Describe your plan for preserving and maintaining digital assets during and after the grant period (e.g., storage systems, data standards, technical documentation, migration planning, commitment of organizational funding for these purposes). e preservation and maintenance of our digital assets falls into 2 distinct phases. The First Active Phase includes the ie frame in which the grant is active while the Second Post Phase is the period after the grant has been completed. ring the Active Phase of the project staff will store digital assets according to pre - established workflow patterns at ch library location. The Santa Ana Public Library maintains its digital material on an internal server maintained by y IT staff. There is a backed up mirror copy that can be used in case of an emergency. Additional copies of the digital ;ets are saved on external hard drives located in the Santa Ana History Room (SAHR) Archive. Digital Materials are red as preservation copies of TIFF, WAV, and MTS files. Migration of materials occurs every 5 years in conjunction th the creation of a city wide 5 year strategic survey and is part of general work duties of the SAHR archive. No ditional funding is necessary. Similar processes are in effect at the 3 other locations and will remain part of the E. Metadata EA Describe how you will produce metadata (e.g., technical, descriptive, administrative, preservation). Specify which standards you will use for the metadata structure (e.g., MARC, Dublin Core, Encoded Archival Description, PBCore, PREMIS) and metadata content (e.g., thesauri). UGC, simple metadata will be created during the ingestion process, using simple fields that can be mapped to lin Core, or the Europeana Data Model. ;t staff will look to ways to adapt the recommendations of The Smithsonian's Embedded Metadata Working into the eventual jumpkit workflow process. Their guidelines will serve as a starting point for the discussion of lata requirements that will be utilized during the project. More information can be found here: / www.digitizationguidelines.gov / guidelines /GuldelinesEmbeddedMetadata.pdf UGC will not utilize a controlled vocabulary but will rather emphasize the use of user created folksonomies to 4 IMLS Digital Content Supplementary Information Form 20B -97 E.2 Describe how you will use metadata to enhance the management, discovery, and use of your digital content. Metadata will be indexed and will be searchable through the project interface, and will optimized with microformats to enable Search Engine Optimization and contextualization. E.3 Explain your strategy for preserving and maintaining metadata created and /or collected during your project, during and after the grant period. All metadata will be hosted on the Historypin website indefinitely. The metadata created by each of the four local partners will be stored as part of their collections and it will also be permanently stored at the Internet Archive. Metadata on Historypin is regularly indexed and will continue to be after the grant period. EA Explain what metadata- sharing and /or other strategies you will use to facilitate widespread discovery and use of the digital content created or repurposed during your project (e.g., an Advanced Programming Interface or other support to allow batch queries and retrieval of metadata). I metadata on Historypin is available as open data, with a CCO license. As noted above, it will be optimized with icroformats for Search Engine Optimization. We are scheduled to have an API available for metadata access in 2015. 5 1 IMLS Digital Content Supplementary Information Form r1- •• F. Copyright and Intellectual Property Rights F.1 Explain the current copyright or intellectual property status of the content you intend to digitize, create, or repurpose. Describe the quantity or percentage of materials that are in the public domain and /or have restrictions that will require you to obtain permissions. If you have already obtained permission to use and provide public access to materials under copyright or other restrictions, provide the quantity of such materials, and the documentation you possess granting such permissions. Content that is contributed to the Memories of Migration program will be licensed with open licenses, either CC BY -SA, CC BY, or CCO depending on user selection. We estimate that 85% of content will fall into this category. Previously digitized content can be contributed to the project from partner institutions which may be repurposed for this project can be added with more restrictive licenses depending on how other institutions have made them available. We estimate these items at 5 -10 %. Finally, previously digitized photos in the public domain may also be contributed, and we estimate the number of items at 5 -10% F.2 If you will need to obtain permissions during your project, describe the process you will use to request and obtain them. When individuals upload content to the Memories of Migration project site on Historypin, they'll be required to choose a license, but will only have the option of CC BY -5A, CC BY, CCO and Public Domain with a short description. If photos are being scanned at a pinning event, they will sign a waiver that assigns the appropriate license of their choosing, but nothing more restrictive than CC BY -SA. Their assets will remain their property unless they are deeded to the participating library or organization, in which case they will follow the protocol of the particular library with forms such as a deed of gift. F.3 Are there any materials you will be digitizing, creating, or repurposing that may raise privacy concerns? If so, what is your plan for addressing them? will be very clear that all content contributed to this project is for public use. We have posted an industry idard take -down policy for any content that violates privacy or copyright. 6 1 IMLS Digital Content Supplementary Information Form rI- T F.4 If your project will include online users or others outside your organization contributing metadata, social media comments, or other content to your digital resources, describe your plan to obtain releases or permissions from these content contributors. What rights and permissions will you require such contributors to transfer to your organization? s described above, the vast majority of the content will be UGC, and the content owners can choose their license on ie content contributed to the project, though there will be a limited choice of options (CC BY -SA, CC BY, CCO, or ublic Domain). The assets themselves will in most cases not be granted to partner institutions. G. Access And Use GA Describe how you will make the digital content available to the public. Include details such as the delivery strategy (e.g., openly available online, available to specified audiences) and underlying hardware /software platforms and infrastructure (e.g., specific digital repository software or leased services, accessibility via standard web browsers, requirements for special software tools in order to use the content). Digital content from Memories of Migration will be made freely available to the public as a project site on Historypin.com, a non - profit project of We Are What We Do. The site is accessible with all standard Internet browsers and for mobile users using Android and Apple mobile devices. IMLS Digital Content Supplementary Information Form 20B -100 G.2 We expect applicants to make federally funded work products widely available and usable through strategies such as publishing in openly accessible journals, depositing works in openly accessible repositories, and using non - restrictive licenses such as the "CC Zero — No Rights Reserved" that dedicate digital content to the public domain. What ownership rights will your organization assert over the new digital content, and what conditions will you impose on access and use? Explain any terms of access and conditions of use, why they are justifiable, and how you will notify potential users of the digital resources. Content that is contributed to the Memories of Migration program will be licensed with open licenses, either CC BY -SA, CC BY, or CCO depending on user selection. G.3 Provide URL(s) for any examples of previous digital collections or content your organization has created. http://www.historypin.com/ http: / /www. h i storypi n. com /channels /view /10504#! ma p /index / #! /geo :33.739341,- 117.871681/zoom:14/ Part 11. Projects Creating Software Tools and Electronic Systems A. General Information A.1 Describe the software tool or electronic system you intend to create, including a summary of the major functions it will perform and the intended primary audience(s) the system or tool will serve. 8 IMLS Digital Content Supplementary Information Form 20B -101 A.2 List other existing digital tools that wholly or partially perform the same functions, and explain how the tool or system you will create is different. B. Technical Information B.1 List the programming languages, platforms, software, or other applications you will use to create your new digital content. B.2 Describe how the intended software or system will extend or interoperate with other existing software applications or systems. B.3 Describe any underlying additional software or system dependencies necessary to run the new software or system you will create. 9 1 IMLS Digital Content Supplementary Information Form 20B -102 BA Describe the processes you will use for development documentation and for maintaining and updating technical documentation for users of the software or system. B.5 Provide URL(s) for examples of any previous software tools or systems your organization has created. C. Access and Use CA We expect applicants seeking federal funds for software or system development to develop and release at least a beta version of these products as open- source software. What ownership rights will your organization assert over the new software or system, and what conditions will you impose on the access and use of this product? Explain any terms of access and conditions of use, why these terms or conditions are justifiable, and how you will notify potential users of the software or system. C.2 Describe how you will make the software or system available to the public and /or its intended users. 10 I MILS Digital Content Supplementary Information Form 20B -103 Part III. Projects Creating Digital Research Data (Data Management Planning) We expect exemplary management and sharing of research data. The purpose of this part of the form is to help us understand your research practices and plans for management of data that will be generated through your project. Please address each question that applies to your proposed project. 1. Summarize the intended purpose of the research, the type of data to be collected or generated, the approximate dates when the data will be generated or collected, and the anticipated volume of data. 2. Does the proposed research activity generating the dataset(s) require approval by any internal or institutional review panel? If so, has the proposed research activity already been approved? If not, what is your plan for securing approval? 3. Will you collect any confidential or private information about individuals (e.g., names, contact information, health status) or proprietary information about organizations? If so, detail the specific steps you will take to protect such information while you prepare the research data files for public release. 11 IMLS Digital Content Supplementary Information Form 20B -104 4. If you will collect additional documentation such as consent agreements or signed certifications along with the data, describe plans for preserving the documentation and ensuring that its relationship to the collected data is maintained. 5. How will you manage intellectual property interests related to the dataset(s)? Who will claim ownership of the intellectual property rights related to the dataset(s)? How will those claims of ownership be communicated to others? 6. Which technologies, instruments, or tools will you use to collect or generate the data? Provide details about hardware or software; electronic formats for data capture or storage; standards or local practices for data content and encoding; controlled vocabularies or other mechanisms for data normalization and consistency; and any other relevant technical requirements or dependencies for understanding, retrieving, displaying, or processing the dataset(s). If the data will be encrypted at any point in its active or inactive life, explain the reasons for choosing to encrypt the data and how the decryption key will be stored, protected, and made available if necessary. 12 1 IMLS Digital Content Supplementary Information Form 20B -105 7. What metadata will you capture or create along with the dataset(s)? What standards or schema will you use to express the metadata? Where will the metadata be stored, and in what format(s)? How will you permanently associate and manage the metadata with the dataset(s) it describes? 8. During the research project, where will the data and metadata be stored and on what type of media? Who will have access to the data and /or copies of the data during the project? How many backup copies will you maintain during the project, and how frequently will you refresh the backup copies? Who will be responsible for data backup? Where will you store the backup copies of the data and metadata during the project? 9. Once the research project is completed, what is the long -term plan for archiving, managing, and making the metadata and dataset(s) available? What steps will you take to prepare the data for sharing (e.g., labeling missing data, standardizing measures statistical disclosure limitation methods)? 3,3 IMLS Digital Content Supplementary Information Form 20B -106 10. Identify where you will be depositing research dataset(s) and metadata into: a) an institutional repository: Name URL: b) a subject specific research community digital repository: Name I URL: c) or some other publicly accessible repository: Name I URL: Does this repository enforce any access restrictions? OYes (If yes, describe.) or o No If so, how will they be mitigated to allow the public free access to these data? Detail the experience this repository has in managing research datasets and metadata with similar attributes? What preservation and backup procedures does this repository use? 11. When and how frequently will you review this data management plan? How will the implementation be monitored? 3,4 IMLS Digital Content Supplementary Information Form 20B -107 EXIBIT C Organizationa8 Profile In 1891 the City of Santa Ana established its public library. The system expanded over the years to include a 1903 Carnegie library and 3 branch locations. In 1961 the Carnegie library was replaced with by a larger central library at 26 Civic Center Plaza. This location has served as the central library ever since. The library informally adopted its mission statement in the mid - nineties: to respond to our community's informational, educational, and personal interest needs using books, materials, technology, and professional expertise. Most recently, the Santa Ana Public Library became a division of the Parks and Recreation Department and began to bring library programming services into recreation centers around the city. The City of Santa Ana has a population of 329,915, residing in an area of 27.2 square miles in the center of Orange County, California. Despite being the county seat and the home of Orange County's State, Federal and County government venues, its population is largely composed of immigrants and children of immigrants. Most are from Spanish speaking countries (78.2 %), or from Asia (8.7 %), and 60 percent of their children enrolled in Santa Ana schools are English learners. It is also among the youngest large cities in the nation, with a median age of 29.1. Our programming is divided into four functional areas: Youth, Young Adult, and Adult Services, and Technology and Support. Technology and Support, in addition to its traditional library functions, is responsible for management of and creating content for the City TV Channel 3. Young Adult Services provides an average of 45 specialized programs on a weekly basis during the school -year and an average of 100 programs during the summer months, all aimed at the overall development of Middle School, High School, and Transition Age/ College students. Young Adult Services also maintains the Santa Ana History Room, which collects and makes available to the public materials on Santa Ana history. It has pursued this goal since its founding in 1975. In 2001, an evaluation of the collection revealed a lack of materials on the growing Latino and Asian populations of the City. Since that time, the SAHR has pursued such information aggressively. In 2011, the SAHR began to cultivate the interest in and knowledge of history in young adults, creating the Teen Community Historians, who became the first Santa Ana teens in a decade to participate in the National History Day competition, and have since been instrumental in collecting oral histories for innovative CalHum and LSTA grants. The library received and successfully completed a 3 -year, $636,000 Laura Bush 21" Century Librarian Grant. Additionally, it has received for three successive years a WIA grant providing $160,00 each year for training and employing at -risk teens in digital media. These reflect one of the library's ongoing concerns: the process of bringing to our community the benefits of the technological revolution. This process began in earnest in 2001, when the History Room received an IMLS Digitization Grant that enabled staff to digitize, index, and make available online some 2000 historical photos from its extensive collection. This process has continued with the assistance of the Teen Community Historians, who have been digitizing photos from the History Room's most important collections, including nearly 2000 from the archive of a pioneering Latino family, and several hundred from the collection of the Santa Ana Zoo. 20B -108 EXHIBIT C Abstract: Memories of Migration In diverse communities with rapidly changing demographics, libraries are at a cultural nexus, and also one of the core providers of free services: safe afterschool space, Internet access, movie rentals, English lessons, pathways to citizenship, and native language literature lending. Memories of Migration compliments and celebrates the vital role that libraries play in the lives of immigrant families and invites community members to share their cultural heritage and play an active part in contributing to their own story of history and our ongoing national story of migration. Lead by the Santa Ana Public Library and Webby -award winning non - profit Historypin project, Memories of Migration is a three -year, library -based community memory program that builds community connections and cultural heritage collections around the shared stories of human migration in America. The program will serve public libraries with meaningful programs and enrichment activities that meet the following goals: • provide new immigrant communities a participatory voice in library collections and events (supporting IMLS Strategic Goal 1, "preparing people to be full participants in their local communities and our global society ") increase digital literacy and provide learning in Science, Technology, Engineering & Math (STEM) to new immigrant teens and young adults through digital training in new media and digitization technologies (supporting IMLS Strategic Goal #3, "promoting the use of technology to facilitate discovery of knowledge and cultural heritage ") • make libraries an anchor of intergenerational and intercultural dialogue on both a local and national level. (supporting IMLS Strategic Goal #2, "promoting libraries as strong community anchors that enhance civic engagement and cultural opportunities ") Studies show that collaborative cultural programs like this one are creating stronger communities and reducing implicit prejudice, while teens and young adults are getting technical training and local historical archives are enriching and diversifying their holdings. Memories of Migration takes a set of four existing early pilots to scale with partners including Queens Library in New York, West Hartford Public Library in Connecticut, a statewide initiative with the New Mexico Department of Cultural Affairs and New Mexico Highland University in local and tribal libraries in New Mexico, in addition to the Santa Ana Public Library in California. Memories of Migration will deliverthree primary tools through the course of the program: • A publicly accessible and free to use digital platform with specially branded Memories of Migration project on Historypin. The website will highlight compelling stories, enable curation, and invite community contributions from institutional partners and the public alike. • A "Jumpkit" that will be delivered to the four Model Program partners and will include training guidelines, curriculum for Teen Community Historians, event templates, data workflow suggestions, and parts /instruction /curriculum for a robotic digitization kit by Project Gado. • A complete Memories of Migration Getting Started Guide that will be available digitally for free and will be widely disseminated to libraries, allowing hundreds of libraries and community organizations to run their own local program 20B -109 EXHIBIT D January 30, 2014 Cheryl Eberly Principal Librarian Young Adult/ Volunteer Services Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Eberly, 71 St John Street London EC11A 4Nf Tel: +44 (0) 20 7148 7666 U5: 415935 -4701 www, wearewh atw edo. org I'm writing to express our support for the Memories of Migration project, proposed by Santa Ana Public Library, which we will provide technical development and design support for. We Are What We Do (WAWWD) is a non - profit organization started in the east of London in 2003, and consists of a UK registered Community Interest Company (05241856), a Charitable Foundation (1134546), and a California not - for - profit corporation with IRS 501(c)3 tax exemption status. The Historypin project started in 2009 and we have 5 full time employees dedicated to the project, in addition to support from our digital development team and creative team. We understand that We Are What We Do /Historypin will create the technical framework and digital engagement strategy to support Memories of Migration, working closely with the Santa Ana team and regional projects. There will be a specially designed Memories of Migration website that will utilize the Historypin framework. Metadata for all User Generated Content (UGC) will be available with an open license (specifically CCO, CC 8Y, or CC 8Y -SA), and the content itself will also be openly licensed (CCO, CC 8Y, or CC BY-SA), The collection of UGC will be managed through the Historypin platform. Critical to the success of the project is a comprehensive workflow for content collection from collection sessions. Content and metadata will result in content appearing on Historypin, highlighted in the Memories of Migrations project, and entered into the appropriate local library content management system. Additionally, all content related to the project will be contributed to the Internet Archive for long -term preservation. Website hosting and redundancy will be assumed by Historypin for the duration of the project. WAWWD Director of Evaluation Kathleen Collett will work closely with the Santa Ana Public team to implement the evaluation plan designed to collect and aggregate information from all of the participating Model Program partners. Specifically, we will support the program through the following Description of Work, milestones, and program deliverables: Description of Work The work defined in this work package is defined in the following tasks: Task 1.1. Propose a framework for copyright and legal agreements for all partners and contributors. Task 1.2. Create a dual digital preservation workflow that will accommodate archiving and cataloging by local institutions as well as for the project as a whole on Internet Archive. Page 1 of 3 We Are What We Do / Memories of Migration 20B -110 EXIBIT D Task 1.3, Create Memories of Migration Project on Historypin, including custom design and some translation elements. Task 1.4. Provide 2 iterations of website and Jumpkit design Task 7.1. Recruitment of Advisory Panel Task 7.2. Creation and integration of evaluation framework, tracking and consolidating evaluation responses from Model Program Work Packages Task 7.4. Evaluation report with two installments, the first following the first iteration of the summer programs, and the final report. Milestones and Deliverables D1.1 Digital Preservation Workflow Plan Month4 M1.1 Final Memories of Migration site design 8 M1.2 Soft launch of Memories of Migration project 10 site D1.2 Public launch of Memories of Migration 12 project D1.3 Mechanism to provide archival content to 14 local partners and Internet Archive M7.3 Present draft evaluation framework, including 5 measurement and reporting guidelines, for approval by all partners D7.1 Evaluation report from first iteration 18 programs D7.2 Final evaluation report 34 The following will serve as the key staff members responsible for the delivery and execution of the program: Jon Voss, Historypin Strategic Partnership Director. Project management and coordination. • Kate Ferrier, Senior Designer. User interface design for digital projects and graphic design for print packages. • Kathleen Collett, Research and Evaluation Director. Working with Santa Ana Public Library on creation of evaluation framework and evaluation analysis and reporting. • Developer 1, TBD. Digital project creation. Developer 2, TED, Digital project creation. • Konstantin Dankov, Digital Director. Coordinating development team with needs and requirements of clients and design team. • Alex Stanhope, Chief Technology Officer. Oversight of development resources, data import /exports and data workflow. • Project Officer, tbd. Input on community engagement materials and design. Should the Santa Ana Public Library receive the National Leadership Grant for Libraries as proposed, We Are What We Do will receive $120,671 for the delivery of the above Description Page 2 of 3 We Are What We Do! Memories of Migration 20B -111 EXIBIT D of Work, and will comply with the terms of the grant and all applicable federal laws, regulations, and requirements. We will also be contributing $109,070in cost share to the Memories of Migration program. Our cost sharing portion of the program will be incurred during the grant period, will not include any federal funds, and are detailed in the Budget Justification section of the grant proposal. We will participate in at least two meetings with all of the partners, either in person with one representative from the We Are What We Do, or via conference call. These meetings are tentatively scheduled for February and October 2015. All expenses for travel to project organizing meetings will be paid directly or reimbursed by the Santa Ana Public Library as part of the grant. We look forward to the opportunity to work with the amazing team assembled for Memories of Migration. Sincerely, / /7 Jon Voss Historypin Strategic Partnerships Director Page 3 of 3 We Are What We Do / Memories of Migration 20B -112 SUSANA MARTINEZ GOVERNOR ADMINISTRATIVE SCRVIC:ES ARCHAEOLOGY rARM & RANCI -I ITMIT'AGE MUSEUM HISTCONC PKESEltVMON MUSELIM OF INDIAN ARTS &. CULTURE /LABORAT(..)RY oi: ANTI IROPOL.OGY MUSEIIM19 Or INTE101ATIONAL FOLK ART MUSEUM RE.sou RcE'S NATIONAL HISPANIC CULTURAL CENTER NEW MEXICO ARTS NEW MEMCO 11 ISTONC SI'rFs NFW MEXK- -O H[ST'OIt'Y M(ACUM/ PALACE OF THEi GavFF(MoRs N8W MEXICO MUSEUM Of ARF NEW FAF'.XICQ' MUSi:UNt OF NATURAL. HISTORY &. SCIENCE NEW MEMCO MUSEUM OI SPACE HISTORY NFw MEXII;rl STATE l.(f11LAIlY EXIBI I' D Ay °� . DEPARTMENT OF CULTURAL AFFAIRS STATE OF NEW MEXICO VERONICA N. GONZALES CABINET SECRETARY MICHAEL S. DELELLO DEPUTY CABINET SECRETARY January 31, 2014 Ms. Cheryl Eberly Principal Librarian Young Adult/ Volunteer Services Santa Ana Public Library 26 Civic Center Plaza Santa Ana, California 42701 Dear Ms. Eberly, The New Mexico Department of Cultural Affairs (DCA) is excited to partner with the Santa Ana Public Library on the Memories of Migration program being considered for an IMLS National Leadership Grant for Libraries. Created in 1978 by the New Mexico Legislature, DCA represents New Mexico's dedication to preserving and celebrating the cultural integrity and diversity of our state. The department oversees a broad range of New Mexico's arts and cultural heritage agencies. These include 15 divisions representing a variety of programs and services. DCA will support New Mexico Highlands University in the Model Program for rural outreach, with a focus on coordinating participation with a wide variety of cultural heritage institutions statewide. The contributions and cost share of salaries plus fringe benefits for DCA staff members are as follows: DCA participation will be led by Ms. Miriam Roberts, Director for Media Projects ($7,493). She will be supported by Mr. David Hurley, the Bureau Chief of the Library Development Bureau under the New Mexico State Library (NMSL), a division of DCA, who will coordinate the statewide recruitment of libraries in alignment with NMSL's ongoing commitment to providing dynamic and innovative services that support and foster the growth of 10 Ciet 1, I 1 y tlA(AAN NU MOM AI. BLM. .SUIIF. 200 SANTA2019 1 -A ls, 827 W&I fAX 82'7 -4355 WWW NEWmEXICOCUOUR[. URG EXIBIT D libraries throughout the state ($4,542). Mr. Douglas Patinka, DCA Web Manager, will provide technical support for the interactive map component of the project and integrate Memories of Migration with DCA's New Mexico Cultural Atlas Initiative ($3,945). DCA is the repository of extensive collections related to New Mexico's long history of migration and immigration. In addition, the Bosque Redondo Historic Site commemorates a tragic event in history of the American West when, in 1864, the U.S. Army began to forcibly remove Navajo and Mescalero Apache people from their traditional homelands and march them hundreds of miles to the lonely outpost of Fort Sumner. The Navajo call this journey the Long Walk ( http _ / /www.nmmonu_men(s,org /bosque redondo). Many programs and exhibits under the DCA umbrella during the grant period are likely to be involved with Memories of Migration. The Museum of International Folk Art's Gallery of Conscience will be presenting Imagining Nome, an exhibition project focused on migration and immigration (February 2014 - January 2016), and the New Mexico History Museum is scheduled to open a major exhibition, Expressions of Complex Identities: Sephardic Jews, Conversos, and CryptoJews,1391 -2025, in May 2015. Both museums, as well as the National Hispanic Cultural Center, will be participating in the National Dialogues on immigration (http: /Jwwwdlaloguesoni rnmigrptio P.org/pffogra m-m, pdels). Memories of Migration complements and ties together a number of other contemporaneous statewide programs such as the Big Read in 2014 -2015 sponsored by the New Mexico Humanities Council. If funded, the program will feature the novel by Luis Alberto Urrea, Into the Beautiful North, a story about people and places along the U.S. - Mexico border that invites readers to think of the border not only as a place of conflict, but also as place of meaningful dialogue and love between cultures. All funding and cost share of DCA staff for Memories of Migration will be administered through New Mexico Highland University and are included in their budget. DCA will comply with the terms of the grant and all applicable federal laws, regulations, and requirements. We look forward to jreing part of the team working on the Memories of Migration program. rf,'r Secretary 20B -114 EXIBIT D NEW MEXICO HIGHLANDS UNIVERSITY Cheryl Eberly Principal Librarian Young Adult/ Volunteer Services Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701 January 28, 2014 Dear Ms. Eberly: The faculty members, students, staff members, and administrators at New Mexico Highlands University are excited to collaborate with the Santa Ana Public Library on the Memories of Migration program, which is being considered for an IMLS National Leadership Grant for Libraries. We understand that New Mexico Highlands University will serve as one of four Model Programs. In our case, Memories of Migration In New Mexico will prototype a model for rural education and outreach to diverse communities through collaboration with a statewide network of public and tribal libraries. Interns from the AmeriCorps Cultural Technology program, working with Teen Community Historians and local librarians, will conduct "memory gathering" activities where interactive maps of migration routes will be populated with digitized images drawn from the collections of libraries, archives, museums and personal collections (e.g., diaries, memoirs, letters, oral histories, official documents, news articles, photographs, and artifacts). Funding will be used to pay stipends to interns and Teen Historians; purchase equipment for memory gathering activities and documentation (e.g., laptop, scanner, and camera); in -state travel (mileage and per diem for recruitment, training, and memory gathering programs); and materials and supplies (allocations to participating libraries to promote and conduct programs). In addition to the community memory workshops throughout New Mexico, the Department of Cultural Affairs and New Mexico Highlands University will facilitate numerous event tie -ins with the institutions across the state. These will include possible co- events with the Museum of International Folk Art, the New Mexico History Museum, the National Hispanic Cultural Center, New Mexico Humanities Council; New Mexico State Library, Las Vegas Citizens' Committee for Historic Preservation and City of Las Vegas Museum. An Exhibition Design class from the university will create a traveling exhibition to enhance community memory workshops and tie -in events. Specifically, we will support the program through the following Description of Work, milestones, and program deliverables: Description of Work Task 4.1. Collaborative design rapid prototyping with Exhibition Design Class, 20B -115 EXIBIT D Task 4.2. Recruitment and training of two AmeriCorps Cultural Technology interns. Task 4.3. Integration of Memories of Migration jumpkit into rural education and training program designed for network of public and tribal libraries. Task 4.4. Recruitment and training of Teen Community Historians, Task 4.5. Conduct events and programs throughout summer and fall. Milestones and Deliverables D4.1 Traveling exhibit prototypes presented to Historypin design team. (month 3) M4.1. Two AmeriCorps Cultural Technology interns hired. (month 4) M4.2. Summer and fall event and program strategy finalized. (month 6) M4.3. First events begin. (month 7) D4.4. Report of key findings from events, Including recommendations for other libraries; recommend improvements to content collection, cataloging, digital platform, etc.; provide summary of planning, strategy and methodology of events and programs; and provide brief summary of all events. (month 13) Miriam Langer, Professor of Media Arts at New Mexico Highlands University, will serve as the key staff member responsible for the delivery and execution of the program. Should the Santa Ana Public Library receive the National Leadership Grant for Libraries as proposed, New Mexico Highlands University will receive $39,991 for the delivery of the above Description of Work, and will comply with the terms of the grant and all applicable federal laws, regulations, and requirements. Together with our partners, we will also be contributing $52,441 in cost share to the Memories of Migration program. Our cost sharing portion of the program will be incurred during the grant period, will not include any federal funds, and are detailed in the Budget justification section of the grant proposal. We will participate In at least two meetings with all of the partners, either in person with one representative from the New Mexico Highlands University, or via conference call. These meetings are tentatively scheduled for February and October 2015. All expenses for travel to project organizing meetings will be paid directly or reimbursed by the Santa Ana Public Library as part of the grant. We look forward to working with you and your team on the Memories of Migration Program. Sincerely, Linda La Grange, PhD Associate Vice President for Academic Affairs 20B -116