We can spend up to $40,000 in this initial planning grant. A break down of where the money is expected to be spent:
Contract with Survey Company: $14,200
Project Coordinator: $14,400
Travel for above position (gas & hotel): $1,743
Mail ling: $84
Travel for participants (those attending initial planning meetings): $1,074 (this number will increase as data comes in from each "point person")
Training (Free to Participants) $3,000
In - Kind from the Mountain Training Network: $4,500
In - Kind from "point people" and free meeting locations: $8,270.36 (this number will also increase as data comes in from each "point person".
Total Costs: $34,501
Total In - Kind: $12,770.36
(As of 9/05/08)
Friday, September 5, 2008
Sept. Planning Meeting/DRAFT job description
Present: Teresa Sherwood, Wyoming Territorial Prison, Judy Knight and Joney Wilmont, Laramie Plains Museum, Deb Person, UW Law Library, Maria Emmons and Mandy Langfald, Wyoming State Museum, Sarah Gadd, UW Art Museum, Terri Schindel, Museum Training Network.
Teresa gave an overview on the history of the statewide planning grant for Wyoming and outlined where we are to date. There are cooperating “point persons” identified in 20 of Wyoming’s 23 counties. Crook, Lincoln and Platte still need contacts (either from a library, museum, or archive). Joney and Sarah offered to contact people in those counties.
Partnerships statements have been received from 5 of 20 “point persons”. Partnership Statements need to be complete by Sept. 25th in time to take to the next CWAM board meeting. CWAM will be meeting in Casper the 26th and 27th to review the grant.
If you haven’t already, please get Teresa the list of museums, libraries, and archives in your county, names of contacts, address, and your hourly salary if you would like to donate your time in-kind.
During the meeting Teresa components of the narrative statement for the application. Suggestions were 1) to stress how isolated Wyoming is, and how we differ from coastal states that reviewers may be more familiar with, 2) explain the low number of conservators in the state and lack of full-time professionals in this field to utilize as trainers or mentors, 3) to emphasize that we are building capacity for CWAM to provide services and mentoring once this project is over with (sustainability).
Teresa reviewed the time line. It was suggested that: 1) all persons within CWAM (all WY board members) be identified by name in the proposal. TERESA WILL REQUEST RESUMES OF THESE MEMBERS. 2) That an “up front” person with CWAM or someone familiar with Wyoming’s museums or libraries be identified and hired part time to administer the grant (project director). We will be notified by IMLS Feb. 1 if we receive the money but the project cannot start until March 1. Because our time line is tight, the group suggested CWAM hiring someone to work in Feb. and then starting March 1, pay the part time employee out of the grant budget.
Below is a DRAFT job description for the project coordinator:
CWAM EMPLOYEE:
Title: PROJECT COORDINATOR for Wyoming’s Connecting to Collection Grant
Salary: $20 an hour @ 30 hours a week for 24 weeks with possible extension
Start Date: Mid Feb. by the 1st of March – Aug. 31
Responsibilities:
Work with Grant Administrator and CWAM board members to complete Wyoming’s Connecting to Collection’s grant. Coordinate surveys with the University of Wyoming’s Survey & Analysis Center. Work with a “point person” in each of Wyoming’s 23 counties to set up and facilitate a meeting in their community about the project. Meetings require travel and overnight stays. There is a travel budget of $1,743 for gas and hotel. (Paid with grant funds). Meetings will take place starting the last week of April and into May 2009.
While at these meetings, disseminate information about CWAM and the grant to Wyoming’s libraries, museums and archives. Field questions about the grant and survey. Take notes of the participants’ concerns and track them in a database.
May – July, create a network of trained professionals willing to be a part of MAST (Museum Assistance & Services Team). This will be a grassroots effort to bring together Wyoming’s most talented museum, archives, and library employees. Mentors should be willing to give of their time through email and phone. Through the MAST program, CWAM will reimburse them up to $150 for on-site consultations.
In August, create mailings about the survey results and post results on CWAM’s website. Using MAST, assist CWAM and the Museum Training Network in planning workshops based on the survey results. Confirm workshop dates and curriculum with trainers involved in MAST and MTN.
Qualifications: Graduate student or independent consultant with experience in museums, archives, or libraries with a degree (or working towards a degree) in conservation, preservation, history, public history, archives or related field. Must be organized, able to work with a team but be self-motivated, have good verbal communication skills as well as the ability to produce clearly written reports.
Willingness and ability to travel is a must. CWAM will reimburse employee for travel and hotel expenses from the $1,743.
This position does not offer benefits but employee is entitled to attend one annual meeting free of charge and all of the training sessions he/she arranges in Aug. that will take place between Sept. 09 and Jan. 2010.
Teresa gave an overview on the history of the statewide planning grant for Wyoming and outlined where we are to date. There are cooperating “point persons” identified in 20 of Wyoming’s 23 counties. Crook, Lincoln and Platte still need contacts (either from a library, museum, or archive). Joney and Sarah offered to contact people in those counties.
Partnerships statements have been received from 5 of 20 “point persons”. Partnership Statements need to be complete by Sept. 25th in time to take to the next CWAM board meeting. CWAM will be meeting in Casper the 26th and 27th to review the grant.
If you haven’t already, please get Teresa the list of museums, libraries, and archives in your county, names of contacts, address, and your hourly salary if you would like to donate your time in-kind.
During the meeting Teresa components of the narrative statement for the application. Suggestions were 1) to stress how isolated Wyoming is, and how we differ from coastal states that reviewers may be more familiar with, 2) explain the low number of conservators in the state and lack of full-time professionals in this field to utilize as trainers or mentors, 3) to emphasize that we are building capacity for CWAM to provide services and mentoring once this project is over with (sustainability).
Teresa reviewed the time line. It was suggested that: 1) all persons within CWAM (all WY board members) be identified by name in the proposal. TERESA WILL REQUEST RESUMES OF THESE MEMBERS. 2) That an “up front” person with CWAM or someone familiar with Wyoming’s museums or libraries be identified and hired part time to administer the grant (project director). We will be notified by IMLS Feb. 1 if we receive the money but the project cannot start until March 1. Because our time line is tight, the group suggested CWAM hiring someone to work in Feb. and then starting March 1, pay the part time employee out of the grant budget.
Below is a DRAFT job description for the project coordinator:
CWAM EMPLOYEE:
Title: PROJECT COORDINATOR for Wyoming’s Connecting to Collection Grant
Salary: $20 an hour @ 30 hours a week for 24 weeks with possible extension
Start Date: Mid Feb. by the 1st of March – Aug. 31
Responsibilities:
Work with Grant Administrator and CWAM board members to complete Wyoming’s Connecting to Collection’s grant. Coordinate surveys with the University of Wyoming’s Survey & Analysis Center. Work with a “point person” in each of Wyoming’s 23 counties to set up and facilitate a meeting in their community about the project. Meetings require travel and overnight stays. There is a travel budget of $1,743 for gas and hotel. (Paid with grant funds). Meetings will take place starting the last week of April and into May 2009.
While at these meetings, disseminate information about CWAM and the grant to Wyoming’s libraries, museums and archives. Field questions about the grant and survey. Take notes of the participants’ concerns and track them in a database.
May – July, create a network of trained professionals willing to be a part of MAST (Museum Assistance & Services Team). This will be a grassroots effort to bring together Wyoming’s most talented museum, archives, and library employees. Mentors should be willing to give of their time through email and phone. Through the MAST program, CWAM will reimburse them up to $150 for on-site consultations.
In August, create mailings about the survey results and post results on CWAM’s website. Using MAST, assist CWAM and the Museum Training Network in planning workshops based on the survey results. Confirm workshop dates and curriculum with trainers involved in MAST and MTN.
Qualifications: Graduate student or independent consultant with experience in museums, archives, or libraries with a degree (or working towards a degree) in conservation, preservation, history, public history, archives or related field. Must be organized, able to work with a team but be self-motivated, have good verbal communication skills as well as the ability to produce clearly written reports.
Willingness and ability to travel is a must. CWAM will reimburse employee for travel and hotel expenses from the $1,743.
This position does not offer benefits but employee is entitled to attend one annual meeting free of charge and all of the training sessions he/she arranges in Aug. that will take place between Sept. 09 and Jan. 2010.
DUNS number
If you are completing a Partnership Statement for the grant and need to register for a DUNS number, please go to: http://fedgov.dnb.com/webform/pages/reqDuns_phone.jsp
Make sure you have the information handy that is listed, i.e. name of organization, phone number, etc.
If they ask about a CFDA number, it is: 45.312 (that refers to the grant we are applying for). You will be registering as a Federal government grantee, option #4.
Calling is much faster than filling out the application online. Please note that you have to be registered as a non-profit to get a DUNS number.
Make sure you have the information handy that is listed, i.e. name of organization, phone number, etc.
If they ask about a CFDA number, it is: 45.312 (that refers to the grant we are applying for). You will be registering as a Federal government grantee, option #4.
Calling is much faster than filling out the application online. Please note that you have to be registered as a non-profit to get a DUNS number.
Thursday, August 28, 2008
Survey
The good news is I talked with the UW Survey Co. and they are excited about the project. That bad news is it looks like the cost will be more than half our budget ($40,000). I’m looking into ways to cut corners through partnerships (the UW Art Museums has offered its help) and will be making an appointment with another company in Cheyenne for a second bid. I will post the outcome in the coming weeks as we finalize the budget.
See the post below about the timeline for more of what the survey will include.
See the post below about the timeline for more of what the survey will include.
Partnership Statement
CWAM is asking for all the "point persons" in each of the 23 counties and organizations that would like to support his project to fill out an official Partnership Statement, required by IMLS.
PS can be found at: http://www.imls.gov/applicants/grantsgov/forms/Partner.doc
Under number 9, CWAM is asking "point persons", as a representative of your institution to facilitate a meeting with the museums, libraries and cultural institutions in your county around May 2009. We also ask that you assist CWAM with gathering data about collections in Wyoming by promoting awareness about the adapted Heritage Health Index survey (that CWAM will write and the grant will pay for). Also, to share contact information between CWAM and the cultural non-profits in your community (which you've already done but I've included in the "key roles" statement).
Under that section, feel free to use the following wording:
"Facilitate meetings with the museums, libraries and cultural institutions in my county. Assist CWAM with gathering data about collections in Wyoming by promoting awareness about the adapted Heritage Health Index survey. Share contact information between CWAM and the cultural non-profits in my community. Help CWAM with the survey by reviewing questions and develop training topics by suggesting material and resources.
If you are not a "point person" and would like to show your support, consider filling out the PS and creating your own "key roles". How do you feel your organization or institution can assist CWAM with this project? The more support the better!
I.e. Would you be willing to review the survey before it goes out? Tweak questions so they are more specific to Wyoming? Can you help arrange training by identifying expertse in the field? Would you review training material? Help recruit mentor's for CWAM's MAST (Museum Assistance & Services Team).
Can you send an email to your clients or others in your department reminding them to complete the survey? Or encourage them to attend a meeting to hear about CWAM's long term goals for the project. What about including a description of this project in your newsletter?
Do you have staff members with conservation or exceptional collections experience? Would they be willing to talk with the museums and libraries who through the survey show a need for professional assistance? The more involvement the better!
Please send electronic copies of the PS to me at: tsherw@state.wy.us and a hard copy with signature to 975 Snowy Range Road, Laramie, WY 82070.
Thanks everyone for your support!
PS can be found at: http://www.imls.gov/applicants/grantsgov/forms/Partner.doc
Under number 9, CWAM is asking "point persons", as a representative of your institution to facilitate a meeting with the museums, libraries and cultural institutions in your county around May 2009. We also ask that you assist CWAM with gathering data about collections in Wyoming by promoting awareness about the adapted Heritage Health Index survey (that CWAM will write and the grant will pay for). Also, to share contact information between CWAM and the cultural non-profits in your community (which you've already done but I've included in the "key roles" statement).
Under that section, feel free to use the following wording:
"Facilitate meetings with the museums, libraries and cultural institutions in my county. Assist CWAM with gathering data about collections in Wyoming by promoting awareness about the adapted Heritage Health Index survey. Share contact information between CWAM and the cultural non-profits in my community. Help CWAM with the survey by reviewing questions and develop training topics by suggesting material and resources.
If you are not a "point person" and would like to show your support, consider filling out the PS and creating your own "key roles". How do you feel your organization or institution can assist CWAM with this project? The more support the better!
I.e. Would you be willing to review the survey before it goes out? Tweak questions so they are more specific to Wyoming? Can you help arrange training by identifying expertse in the field? Would you review training material? Help recruit mentor's for CWAM's MAST (Museum Assistance & Services Team).
Can you send an email to your clients or others in your department reminding them to complete the survey? Or encourage them to attend a meeting to hear about CWAM's long term goals for the project. What about including a description of this project in your newsletter?
Do you have staff members with conservation or exceptional collections experience? Would they be willing to talk with the museums and libraries who through the survey show a need for professional assistance? The more involvement the better!
Please send electronic copies of the PS to me at: tsherw@state.wy.us and a hard copy with signature to 975 Snowy Range Road, Laramie, WY 82070.
Thanks everyone for your support!
Tuesday, August 26, 2008
Project Time Line
A tentative project timeline for the IMLS project:
March 1 2009 – CWAM hires part time employee to help administer the grant
CWAM uses HHI survey to create a survey specific to Wyoming
April 1 - CWAM provides survey company with questions
Survey company formats and prints the survey for mailing
CWAM employee works with the “point person” in each county to set a meeting date and location.
May 1 - CWAM holds meetings in Wyoming’s 23 counties to prepare participants for the survey. During the meetings, we will also discuss how the data will be used and long-term goals of the project.
Potential session on the project at CWAM’s annual meeting in Estes Park
mid May - Survey mailed to all of Wyoming’s non-profit museums, libraries & cultural institutions with collections.
June 1 - Survey company conducts phone follow-ups to make sure everyone received a survey.
July 1 - Surveys due, co. starts analyzing the data
Aug. 1 - Data report delivered to CWAM
Based on the data and report received, CWAM will pen another IMLS grant application, this time for ½ a million to implement training and care based on the needs of the museums and libraries. If we are successful, the BIG money should be in place by March 2010!!!
March 1 2009 – CWAM hires part time employee to help administer the grant
CWAM uses HHI survey to create a survey specific to Wyoming
April 1 - CWAM provides survey company with questions
Survey company formats and prints the survey for mailing
CWAM employee works with the “point person” in each county to set a meeting date and location.
May 1 - CWAM holds meetings in Wyoming’s 23 counties to prepare participants for the survey. During the meetings, we will also discuss how the data will be used and long-term goals of the project.
Potential session on the project at CWAM’s annual meeting in Estes Park
mid May - Survey mailed to all of Wyoming’s non-profit museums, libraries & cultural institutions with collections.
June 1 - Survey company conducts phone follow-ups to make sure everyone received a survey.
July 1 - Surveys due, co. starts analyzing the data
Aug. 1 - Data report delivered to CWAM
Based on the data and report received, CWAM will pen another IMLS grant application, this time for ½ a million to implement training and care based on the needs of the museums and libraries. If we are successful, the BIG money should be in place by March 2010!!!
Tuesday, August 19, 2008
Making Progress!
I’ve now heard from 17 of the 23 counties and have information from them in regards to all the museums and libraries with collections. We promised this would be an inclusive progress and want to have information from all of you for the application. CWAM wants everyone to benefit from this process!If you have friends in the following counties you think might be interested in helping out by gathering information and hosting a one time meeting this summer, please send them my way: tsherw@state.wy.us
I’m still looking for Crook Co., Lincoln Co., Platte and Washakie.
Later in the month I’ll be meeting with two different survey companies to get bids for our project. The survey will take place summer 2009 and gather information from the museums and libraries concerning the Heritage Health Index as defined by IMLS.
Sept. 26th and 27th CWAM will be meeting in Casper. We’ll have some time to discuss this grant and work on a job description for the person who will be hired to help administer it.
If you’ll be in the area and want to be part of the discussion, contact me and I’ll send you a copy of the agenda.
Thanks for all those who’ve stepped up and helped with this amazing project!
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