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.
Friday, September 5, 2008
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!
Wednesday, July 9, 2008
Notes from the Last Meeting
IMLS CONNECTING TO COLLECTIONS MEETING
June 17, 2008
The CWAM planning group for the IMLS Connecting to Collections grant application met on Tuesday, June 17, at Hynds Lodge. Present were: Teresa Sherwood, Wyoming Territorial Prison State Historic Site, and chair for this group; Cristina Bird, Old West Museum, Michelle Bahe, Fort Caspar Museum; Deb Person, University of Wyoming Law Library; Jennifer Alexander, Wyoming State Museum; Judy Knight, Laramie Plains Museum; Tina Hill, Wyoming Frontier Prison; and Cecily Goldie, Nici Self Museum.
After introductions, Teresa reviewed the project. She said that the Institute of Museum and Library Sciences (IMLS) undertook a Heritage Health Index (survey) in 2004 to determine the state of collections in American museums. The results indicated widespread neglect in collection care. As a result, the IMLS developed grants for each state to help plan and implement care of collections. The grants will be $40,000 for planning and $500,000 for implementation.
Planning Grant, $40,000:
The Colorado Wyoming Association of Museums (CWAM) has decided to apply for the grants both in Wyoming and in Colorado, and will hope to include all museums, libraries, institutions with collections in both states (although there will be 2 separate applications). CWAM will write the grant, hire a part time employee to organize, and find a point person from each county in the state. Both the University of Wyoming’s survey company and a private survey company have been contacted, and one will prepare a survey for this project; the part time employee will be the liaison between the survey company and CWAM. The grant will be prepared after referring to an application submitted and denied last September as well as successful applications from other states. When the survey is completed, institutions with similar needs will be linked.
Implementation Grant, $500,000:
After the Planning Grant is received, the Implementation Grant will provide training sessions in several categories, and each museum will select which it needs. The process will probably take 2 to 3 years. Teresa will find out whether the grant is for training only or may be used for other activities. IMLS is interested in assuring that each cultural institution has safe conditions, emergency plans, responsible collections persons, and public awareness resulting in public and private support.
General discussion followed.
Museum Assessments: Judy mentioned that Heritage Preservation does museum assessments on site, which would be helpful. She will give Teresa the information about this. She also said that Terri Schindel is now incorporated as Wyoming Museum Training Network, with Judy, Patty Kessler, and Sarah Gadd as officers; it could serve as a funnel-through entity. The Wyoming Cultural Trust Fund might be a source to help with emergency planning.
Participants: The Buffalo Bill Historic Center is considering hiring a conservator, who would be a useful participant to include. Successful grant recipients included in their groups a broad spectrum of participants, such as philanthropic and state entities, and this is why CWAM is spearheading this application. Having a blog site helps make the project inclusive as well. The blog is www.wyimls.blogspot.com. Teresa will also send all the narrative when it is completed.
Point Persons: Cristina asked what the duties of the “point person” would include. She felt there should be standards. Teresa said: The point person for each county needs to compile the following data: name and cost of a meeting facility in your area, cost of advertising for meeting (the meetings will only be held if the grant is funded. Invites can be through email at no cost), reimbursement for GAS and travel costs for those in your area who will have to drive to the meeting location, etc. Essentially, I want to know how much you think it will cost to get all the museums, archives, libraries, etc. in your community to one central location for planning, education on the HHI results and training to take the survey once we get the grant. I'll need these figures for the budget.I'll also need an idea of your hourly salary, whether or not you will be donating your time in-kind or wish to be reimbursed. Also, for ease of the survey, I'll need a list of all the institutions in your county that have collections. I'll need their name, address, phone, primary contact (ideally the individual who cares for the collections) and a secondary contact, i.e. the director.
ALL cultural institutions open to the public that hold or have collections (2 or 3D alike) should be considered part of this project.
Collections: Teresa asked Tina whether IMLS had defined what constitutes a collection, but Tina said this had not been specifically addressed. She suggested that being open to the public might be a requirement; the collection of the Episcopal Church was discussed.
Survey: Since not all museums received a Heritage Health Index survey in 2004, Teresa wants to be sure to include everyone in the planning. This involves finding all museums, alerting them to the coming CWAM survey, and having point people help them prepare for and complete the surveys. After the planning grant is received, we will reorganize. She passed around a list for point person name suggestions, and Judy mentioned asking UW Extension for help with suggestions as well. It is desirable to involve the Sate Museum and the libraries. Teresa will contact Lesley Boughton. Jennifer will talk with Renee Bouvee about possible SHPO/WCTF participation.
Deadlines: Since the grant application is due in October, the point people for each county should be in place by the end of June, and information from each county completed by July 14. Also Teresa needs the list of those involved so she can prepare a real budget estimate. Records of in kind hours spent should be kept by participants.
The group thanked Teresa for her leadership in the project.
Submitted by Cecily Goldie
June 17, 2008
The CWAM planning group for the IMLS Connecting to Collections grant application met on Tuesday, June 17, at Hynds Lodge. Present were: Teresa Sherwood, Wyoming Territorial Prison State Historic Site, and chair for this group; Cristina Bird, Old West Museum, Michelle Bahe, Fort Caspar Museum; Deb Person, University of Wyoming Law Library; Jennifer Alexander, Wyoming State Museum; Judy Knight, Laramie Plains Museum; Tina Hill, Wyoming Frontier Prison; and Cecily Goldie, Nici Self Museum.
After introductions, Teresa reviewed the project. She said that the Institute of Museum and Library Sciences (IMLS) undertook a Heritage Health Index (survey) in 2004 to determine the state of collections in American museums. The results indicated widespread neglect in collection care. As a result, the IMLS developed grants for each state to help plan and implement care of collections. The grants will be $40,000 for planning and $500,000 for implementation.
Planning Grant, $40,000:
The Colorado Wyoming Association of Museums (CWAM) has decided to apply for the grants both in Wyoming and in Colorado, and will hope to include all museums, libraries, institutions with collections in both states (although there will be 2 separate applications). CWAM will write the grant, hire a part time employee to organize, and find a point person from each county in the state. Both the University of Wyoming’s survey company and a private survey company have been contacted, and one will prepare a survey for this project; the part time employee will be the liaison between the survey company and CWAM. The grant will be prepared after referring to an application submitted and denied last September as well as successful applications from other states. When the survey is completed, institutions with similar needs will be linked.
Implementation Grant, $500,000:
After the Planning Grant is received, the Implementation Grant will provide training sessions in several categories, and each museum will select which it needs. The process will probably take 2 to 3 years. Teresa will find out whether the grant is for training only or may be used for other activities. IMLS is interested in assuring that each cultural institution has safe conditions, emergency plans, responsible collections persons, and public awareness resulting in public and private support.
General discussion followed.
Museum Assessments: Judy mentioned that Heritage Preservation does museum assessments on site, which would be helpful. She will give Teresa the information about this. She also said that Terri Schindel is now incorporated as Wyoming Museum Training Network, with Judy, Patty Kessler, and Sarah Gadd as officers; it could serve as a funnel-through entity. The Wyoming Cultural Trust Fund might be a source to help with emergency planning.
Participants: The Buffalo Bill Historic Center is considering hiring a conservator, who would be a useful participant to include. Successful grant recipients included in their groups a broad spectrum of participants, such as philanthropic and state entities, and this is why CWAM is spearheading this application. Having a blog site helps make the project inclusive as well. The blog is www.wyimls.blogspot.com. Teresa will also send all the narrative when it is completed.
Point Persons: Cristina asked what the duties of the “point person” would include. She felt there should be standards. Teresa said: The point person for each county needs to compile the following data: name and cost of a meeting facility in your area, cost of advertising for meeting (the meetings will only be held if the grant is funded. Invites can be through email at no cost), reimbursement for GAS and travel costs for those in your area who will have to drive to the meeting location, etc. Essentially, I want to know how much you think it will cost to get all the museums, archives, libraries, etc. in your community to one central location for planning, education on the HHI results and training to take the survey once we get the grant. I'll need these figures for the budget.I'll also need an idea of your hourly salary, whether or not you will be donating your time in-kind or wish to be reimbursed. Also, for ease of the survey, I'll need a list of all the institutions in your county that have collections. I'll need their name, address, phone, primary contact (ideally the individual who cares for the collections) and a secondary contact, i.e. the director.
ALL cultural institutions open to the public that hold or have collections (2 or 3D alike) should be considered part of this project.
Collections: Teresa asked Tina whether IMLS had defined what constitutes a collection, but Tina said this had not been specifically addressed. She suggested that being open to the public might be a requirement; the collection of the Episcopal Church was discussed.
Survey: Since not all museums received a Heritage Health Index survey in 2004, Teresa wants to be sure to include everyone in the planning. This involves finding all museums, alerting them to the coming CWAM survey, and having point people help them prepare for and complete the surveys. After the planning grant is received, we will reorganize. She passed around a list for point person name suggestions, and Judy mentioned asking UW Extension for help with suggestions as well. It is desirable to involve the Sate Museum and the libraries. Teresa will contact Lesley Boughton. Jennifer will talk with Renee Bouvee about possible SHPO/WCTF participation.
Deadlines: Since the grant application is due in October, the point people for each county should be in place by the end of June, and information from each county completed by July 14. Also Teresa needs the list of those involved so she can prepare a real budget estimate. Records of in kind hours spent should be kept by participants.
The group thanked Teresa for her leadership in the project.
Submitted by Cecily Goldie
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