Dec. 13, 2015
Grants Committee Meeting
Gary Pohl (5:30)
Barb O’Donnell (6:00)
Deirdre contacted the state grants office and got the State Appropriation extended until Dec. 31, 2016. We just need to submit an explanation of why it hasn’t been expended yet, and what the timeline for utilization will be. Can submit in writing; email is sufficient.
Monique – wants to focus on operating funds/payroll options as opposed to construction only grants. The biggest gap in the business plan is covering compensation. In addition, she will look for ways, such as Vista Volunteers, to fill in needed staffing.
What’s the best way to research grants?
Multiple websites, Foundations, individual training programs and grants web pages
Reviewed DLA grant expenditure history. Not very much has been spent.
Deirdre has been advised against getting a construction loan and paying it back with the state funds. It could be seen as questionable money management. Instead we were able to get the deadline extended. The money from prior reimbursements should be reserved for construction.
Gary spoke more with the structural engineers. Some provisions will be necessary for building the water tank prior to the rest of construction, namely water-proofing around the tank to keep water out. There will need bracing to constrain the sidewalls.
Caitlin Frye, State grant administrator, agreed to extend the appropriation through December. Once we submit the paperwork. We can give the board official notice Tuesday.
Need to report expenditures to the board.
Would be good to go to the borough and provide a report on the expenditures. It would be best to do that soon. Contact is Shellie Severa. Deirdre will request an extension from them as well. They will also likely want information on the delay and plans to expend the funds. Explain that we are now going for a phased approach in order to use what we have while we work on raising the rest of the funds.
Grantsmanship Center, tgci.com
Membership costs are fairly high: 1-year $495, 2-years $695 3-years $795
They also have training available. They assist with reviewing grants.
There are other less expensive forums and services. Seems best to wait until our business is all straightened out and we are ready to actually apply for grants. It’s a lot to spend if we don’t get use from it.
State sent a new handbook update for the appropriation management. Not much different than it was before. Gives information on grant administration, project management and documentation. There are two changes: now we must provide a financial progress report along with project report. The handbook lists additional documents that they want to have submitted.
Potential new grants
Toms of Maine, $20,000 – Sitka recently received it. One award per state per year.
Pick.Click.Give. funds have been going to the capital campaign for the past two years. The use is part of the description on the website. Would we want it to go to the endowment? Bring that up to the board.
Glaydis Brooks Foundation – Past recipients have been primarily East Coast
Kresgie Foundation – very specific funding, not sure we match
Placid Foundation – not much information
Laura Bush Foundation funds libraries
National Home Library
Bill and Melinda Gates Foundation
Ideas: Kinross Gold, Usibelli, Pogo
Contact North Pole library about their recent expansion. Did they get any grant funding? Through whom?
BP is currently being worked on. Was a recommendation from Beigich’s office.
Smaller amounts, less than $100,000
Paul Allen Foundation – fund in multiple areas including community, libraries
Carla had been working on this one, researching requirements
Berry Foundation – were having business changes last time Carla researched them
Contact Jim Moody – he’s shown interest in the new place, historic Ester connection
Consider Department of Energy because our passive haus design is pretty cutting-edge.
We are going to have a hard sell. It is hard to ask for $40,000 for example when there is so much more we need to raise. We will need to have a funding plan, some way of showing our plan for getting the rest.
Murdoch has put us through initial screening, but want us to have 40% to apply
Rasmusen prefers to fund at the end- for completing projects
Set up a chart with the various agencies, foundations and what is required from each to apply. Will help provide the framework for a funding strategy.
Do some specific funding drives, like for the masonry heater
Online options: indigogo, gofundme, kickstarter
Had a successful indigogo campaign for the stained glass replacement. Still have some money for hiring a laborer to do the install
Deirdre will work on a spreadsheet for tracking the grant information
Gary will send some examples
Once we have an invoice they can advance the payment as necessary
If the board approves the idea of doing the first phase, then there will be some work to prepare the design, bid package, etc.
Check the requirements for RFP, bids, we can get a few bids without going for public announcements
We should review and update our procurement policies and procedures – Monique
Base it on the state guidance
We should address the board with the following:
- Time extension for State Grant
- Signing authority for Deirdre should be part of the checking account
- Tank first phased construction – Gary will present