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Agenda 10/14/2008 Item #16D 1Aaenda Item No. 16D1 October 14, 2008 Page 1 of 19 EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners approve the after the fact submittal of a grant application and accept a grant award from the MetLife Foundation /Smithsonian Institution for the development and implementation of a public program related to Beyond Baseball: The Life of Roberto Clemente in the amount of $2,200.00, authorize staff to sign documents necessary for the administration of the grant and approve the necessary budget amendments. OBJECTIVE: To receive approval of a grant award in order to make it possible for all fourth graders enrolled in Immokalee Public Schools to be able to visit Beyond Baseball: The Life of Roberto Clemente and participate in Florida Sunshine State Standards baseball related activities at North Collier Regional Park's Exhibit Hall. CONSIDERATIONS: On September 17, 2007 the Board of County Commissioners entered into a contract with the Smithsonian Institution Traveling Exhibition Services (SITES) to bring Beyond Baseball: The Life of Roberto Clemente to North Collier Regional Park/Exhibit Hall from November 1 — December 31, 2008. A supplemental community grant program was offered in July 2008. On July 9, 2008, Collier County Parks and Recreation Department submitted a grant application to the Smithsonian Institution Community Grant Program to underwrite fieldtrip costs for Immokalee fourth grade school children to attend the Beyond Baseball Exhibit. The grant submission time frame was only three weeks in length therefore staff was unable to secure BCC approval prior to submitting the proposal. Grants were awarded the third week in August 2008 and Collier County Parks and Recreation was one of eight recipients nationwide. FISCAL IMPACT: Grant revenues in the amount of $2,200 will be recognized and expenditures appropriated for the same amount in the Parks and Rec Grant Fund (119). No matching funds are necessary. GROWTH MANAGEMENT IMPACT: No growth management impact is associated with this project. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and is legally sufficient for Board action. - CMG RECOMMENDATION: That the Board of County Commissioners approves the after the fact submittal of a grant application and accept a grant award from the MetLife Foundation /Smithsonian Institution for the development and implementation of a public program related to Beyond Baseball: The Life of Roberto Clemente in the amount of $2,200 and authorize staff to sign documents necessary for the administration of the grant and approve the necessary budget amendments. -- PREPARED BY: Nancy E. Olson, Park Program Supervisor, Parks and Recreation Page I of I Aaenda Iterri No. 16D1 October 14, 2008 Page 71 cf 19 file:IIC:\Ac,=I endaTest\Expoi-t\114-October%2014,%202008\16.%2000NSENT%20AGEND... 10/8/2008 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: 16DI Item Summary: Recommendation that the Board Of County Commissioners approve a KAetL]fe Foundation /Smithsonian Institution Community Grant agreement for the development and implementation of a public program related to Beyond Baseball: The Life of Roberto Clemente in the amount of y2.200.00 and approve the necessary budget amendments. Meeting Date: 10/1412008 9:00.00 AM. Approved By Maria Ramsey Public Services Administrator Date Public Services Public Services Admin. S123/2008 2:00 PM Approved By Barry wilkarns Director Date Public Services Parks and Recreation 9,2412008 8:46 AM Approved By OME3 coordinator OMB Coordinator Date County r0anager's Office Office of Manapernent Budget 9!24,2908 i0:3? AM Approved By Linda Best Contracts Anent Gate Administratiw., Services Purc:hasina, 9126!2,j-08 E;:14 AM Approved By Wiarlene J. Foord Grants Coordinator Date ,t.dnl.inistralivc Ssrvic.cs Aiming tratiEe Servic4s Adrniiri. 9V261r2r08 2:41 Phri Approved By Steve Carrell P,,uchasinc#Gvnei-ai 5vcs D;r,�.t€„ Date Administrative Services Purchasing 912612008 21:5:5 pfd Approved By Colleen Greene Assistant County Attorney Date t,ounty Attorney County Attorney Officf� 1912&2fl08r 4:11 PM Approved By John A. Yonkosky Director of the Office of Management Date County Manager's Office Office of Management & Budget 9!271200S 11:06 AM Approved By James V. Mudd County Manager Date Board of County County Manager's Office 10/112008 2:36 PM Commissioners file:IIC:\Ac,=I endaTest\Expoi-t\114-October%2014,%202008\16.%2000NSENT%20AGEND... 10/8/2008 Agenda Item No. 16D1 October 14, 2008 Page 3 of 19 Smithsonian Community Grant Program: Connecting Museums with Their Communities Sponsored by the MetLife Foundation Instructions 1. Application must be submitted electronically to sites grants!dsi.edu 2. Application must be in MS Word, using a 12- point font (Times or similar) and one -inch margins on all sides. Pages should be single- spaced and numbered. 3. Please note strict length limitations. 4. Please email any questions to site sgrarrts() si.edu Executive Summary (no more than 2 pagesl 1. Application date 2. Organization's name 3. Contact information (full address, including mailing address if different, telephone, fax, and Web address) 4. Organization's federal tax- exempt number 5. Contact person's name, title, and contact information (telephone, fax, and e -mail) 6. Dollar amount requested for this grant 7. SITES exhibit and booking dates to which the program corresponds 8. Total program budget 9. Total current organizational budget 10. Period this funding request will cover 11. Purpose of this funding request, including target population, number of individuals, and geographic area(s) that will benefit from this proposal 12. SITES exhibits that organization has hosted in the past (if applicable) _Narrative (no more than 5 panes) 1. Describe, in one paragraph, the organization's history, mission, and goals 2. Describe, in one paragraph, current programs and activities, and recent organizational accomplishments 3. Describe purpose of this request, how it relates to the SITES exhibit; please include program dates, locations, and target audience. 4. How does the program fit into the work of the organization? 5. How will this request enable the organization to build its capacity, address current limitations, and/or improve its ability to meet program or organizational goals? How will this request enable the organization to fulfill its mission? 6. How will this request enhance your organization's presentation of the SITES exhibit? 7. What is the issue /need to be addressed and evidence of that need? 8. For a new program: how was the program approach developed? 9. For an ongoing program: what measurable outcomes have been achieved with this type of program in the past? 10. What is the plan for implementation (timetable or narrative)? What, if any, existing community resources (e.g., facilities, people, funding) will be used? 11. What is the promotional plan for the program? Agenda item No. 'i 6M 0--tobe; '14, 2008 r eoe 4 of 19 Smithsonian Community Grant Program Application Executive Summary 1). Application date: July 9, 2008 2). Organization's name: North Collier Regional Park/Exhibit Hall 3). Contact information: North Collier Regional Park/Exhibit Hall 15000 Livingston Road Naples, Florida 34109 Telephone- 239 - 252 -4060 or 252 -4024 Fax — 239 -514 -2703 ,NA,,,-w.colliergoN;.net/parks 4). Organization's federal tax- exempt number: 85- 80126218300 -2 5). Contact person's name, title, and contact information: Nancy E. Olson, Sr. Park Naturalist Telephone -239- 252 -4024 or 252 -4060 FAX- 239 -514 -2703 nancvol son�u,col l ierLov.net 6). Dollar amount requested for this grant: $2,200.00 7). SITES exhibit and booking dates to which the program corresponds: Beyond Baseball: The Life of Roberto Clemente November 1, 2008 — January 3, 2009 8). Total program budget: Beyond Baseball Exhibit- $2,500 Out -going shipping of exhibition -TBD 1890s Vintage Baseball Game team honorarium and hotel rooms - $3,000.00 The Brooklyn Dodger Photographs of Barney Stein, 1937 -1957 Exhibition- $4,800.00 Bonnie Crosby Presents Barney Stein Lecture, Reception, & Book Signing - $500.00 History of Baseball Exhibit, dugout replica construction, & additional props - $8,000.00 TOTAL cost - $18,800 9). Total current organizational budget: NCRP/Exhibit Hall operating expenses is $88,700.00 10). Period this funding request will cover: All baseball related activities and events wouldLake place during the month of November 2008. 11). Purpose of this funding request, including target population, number of individuals, and geographic area(s) that will benefit from this proposal. I am requesting $2,200.00 in order to make it possible to bring the entire 4'� grade elementary school population from Immokalee, Florida to visit the Roberto Clemente Exhibition. Immokalee, Florida, located 45 miles east of Naples, Florida, is a largely agricultural and ranching community. There are five elementary schools in Immokalee and the majority of the students enrolled are non - English speakers living below the Agenda Item No. 16D1 October 14. 2008 Page 0 of ? 9 poverty line. Over 90% of the students are classified as "needy" by the Collier County Independent School District. The children in Immokalee rarely have the opportunity to participate in cultural events outside their community or neighborhood. Cultural events in their community are almost non - existent. Many of these children have never left Immokalee giving them a very limited view of the world around them and the opportunities available. Exhibit Hall staff would like to develop math, writing, and history activities around the Beyond Baseball exhibit that can be used when the children visit the exhibition. These activities would incorporate the Florida Sunshine State Standards for the 4t' grade level. Based on current enrollment figures there are 630 0, graders enrolled. Based on transportation costs I would need 11 buses to transports the children @ $200.00 per trip. 12). SITES exhibits that your organization has hosted in the past (if applicable). Exhibit Hall was one of 200 institutions to receive the poster exhibition "From Sea to Shining Sea." We used that exhibition in conjunction with our summer camp program developing several children's activities to complement the exhibit. Narrative (no more than 5 pages) 1). Describe, in one paragraph, the organization's history, mission, and goals. North Collier Regional Park's/Exhibit Hall opened to the public on June 21, 2006. North Collier Regional Park is one of 42 recreation facilities managed by the Collier County Parks and Recreation Department. Exhibit Hall serves as visitor, education, and cultural center for North Collier Regional Park. The mission statement for Exhibit Hall is to provide a variety of educational programs and cultural experiences for people of all ages and abilities. Exhibit Hall's goals are to build a customer base that looks to Exhibit Hall for their passive recreation needs, natural history education and exhibits, and unique special events and activities; continue to build on existing partnerships with area colleges, universities, and other cultural institutions; and develop a symbiotic relationship with the Children's Museum of Naples, slated to open at NCRP in 2010, through shared major exhibitions and complimentary programs. 2). Describe, in one paragraph, current programs and activities, and recent organizational accomplishments. Current programs include the Children's Collector's Corner a forum that allows children to exhibit their collections for one month; the Naturalist's Trading Post where children trade their natural finds with a description for other natural objects in the post; naturespace, a small fair -trade gift shop is in operation; three successful natural history summer camp programs; various natural history exhibits featuring Florida flora and faunal; and a hands -on station with talking microscopes, puzzles, and antique reproduction toys; a puppet theatre for young children; and a reference library. 3). Describe the purpose of this request, how it relates to the SITES exhibit; please include program dates, locations, and target audience. The purpose of this request is to underwrite transportation costs for the 0' grade school children in Immokalee, Florida to be able to attend the Beyond Baseball Exhibit and other baseball related events at Exhibit Hall. In addition to this exhibit, we will be featuring two other exhibits: The Photographs of Barney Stein, Brooklyn Dodger Team Photographer 1937 -1957 and The History of Baseball, an in -house production with replica equipment on display with Florida's long connection to baseball. Agenda Item No. 16D1 October 14, 2003 Page 5 of 19 Many of the children from Immokalee are immigrants from Latin American countries and are non - English speakers and since the Roberto Clemente Exhibit is bi- lingual and he is a national hero to many Latin Americans, this would be a wonderful opportunity for these children. Most of the cultural events in our area neglect the diversity of our community and this exhibit would highlight it. If we were awarded the grant, the Immokalee fourth grade teachers would schedule a fieldtrip date and time through Exhibit Hall during the time frame for the Roberto Clemente Exhibit November 1, 2008 — January 1, 2009. The History of Baseball Exhibit will open November 1, 2008 and the Brooklyn Dodger Photographs opens November 13`h. All fieldtrips would take place at North Collier Regional Park/Exhibit Hall in Naples, Florida. 4). How does the program fit into the work of the organization? Collier County Parks and Recreation's mission is to provide programs that benefit the well -being of the people, community, and environment of Collier County. Exhibit Hall's mission statement is to provide a variety of educational programs and cultural experiences for people of all ages and abilities. This program would make it possible for children to visit the exhibition who without transportation funding would be unable to do SO. 5). How will this request enable the organization to build its capacity, address current limitations, and/or improve its ability to meet program or organizational goals? How will this request enable the organization to fulfill its mission? In addition to providing the children from Immokalee with a unique baseball experience, educators from Immokalee will be able to see the many other educational and cultural programs we have available for them on and off -site. Current budget constraints on the state level will limit the number of fieldtrip opportunities for children enrolled in the Collier County school system. Only those schools with a wealthier parent/teacher organization will be able to underwrite fieldtrips and enrichment activities for their schools and students. The 4,` graders from Immokalee will benefit from this program by being able to participate in for many what will be a once in a lifetime experience and through this experience broaden their horizons. Our mission to provide programs that will benefit the well -being of all people and provide a variety of educational programs and cultural experiences of people of all ages and abilities. 6). How will this request enhance your organization's presentation of the SITES exhibit? What could be better than having over 600 children fill our gallery, have a picnic lunch, and play baseball in our park! The photo opportunities for the local media are too numerous to mention and will put the exhibition and these children on the front pages of our local newspapers. 7). What is the issue /need to be addressed and evidence of that need? The issue is limited district funding for school fieldtrips to new venues for cultural and educational programming. Fieldtrips monies are available for established trips i.e. Swamp Walk at Big Cypress Preserve for all e graders. Fieldtrip monies for additional or special venues are limited due to current budget constraints... Schools located in more affluent areas of Collier County can raise fieldtrip funds through their parent/teacher organizations. Immokalee is not an affluent area. Evidence can be found by visiting the District School Board of Collier County, Collier County Economic Development Council, and the U.S. Census Bureau. Agenda Item No. 16D1 October 14, 2008 Page 7 of 19 8). For a new program: how was the program approach developed? I instituted a similar program while I served as the Curator of Education for the Collier County Museum. Through a partnership with Sprint, we launched the Museum Express" a program that underwrote school fieldtrips to the Collier County Museum for those schools expressing financial need. 9). For an ongoing program: what measurable outcomes have been achieved with this type of program in the past? North Collier Regional Park/Exhibit Hall does not have a program like this in place. The grant funding would be a temporary program used only to bring children to the Roberto Clemente Exhibit and other activities taking place here in November & December 2008. 10). What is the plan for implementation (timetable or narrative)? What, if any, existing community resources (e.g. facilities, people, funding) will be used? Once the grant is awarded, the 4t' grade team leaders from the five Immokalee elementary schools would be notified by email that funding was available for a fieldtrip to NCRP/Exhibit for the Beyond Baseball exhibition. Fieldtrips would be scheduled through the Sr. Park Naturalist at NCRP/Exhibit Hall. Pre- and post -visit activities and information would be sent to the schools prior to their visit. 11). What is the promotional plan for the program? Collier County Parks and Recreation employs a Public Information Officer who would be responsible for promoting this program and scheduling press photo opportunities when the children arrive. 12). How will the program be evaluated? What measurable outcomes will be achieved during this grant period? Educators will receive an evaluation form (to be developed) that will be completed and turned in to the Exhibit Hall. Students will be given pre- and post- test questions to measure the effectiveness of the exhibit and the educational experience. 13). If applicable, please include short biographies of key staff, volunteers, speakers, honored guests, etc., essential to the success of this request. Collier County Parks and Recreation North Collier Rezional Park/Exhibit Hall Staff Profile Nancy Elizabeth Olson Sr. Park Naturalist/Park Prouam Supervisor Nancy Olson is the Sr. Park Naturalist and the Park Program Supervisor for the Exhibit Hall, North Collier Regional Park in Naples, Florida. Ms. Olson is responsible for management of the Exhibit Hall, a natural history and cultural resource center. She is also responsible for the development of natural history and cultural education programs for Collier County park sites, development of outreach programs for the general public, professionals, and school children, grant writing, management plan development and stewardship reporting, and organizing park special events. Olson received a Bachelor of Arts degree in Anthropology from the University of Texas, Austin, Texas in 1980. She has over 30 years experience in the field of museum management and education. Olson has served as a museum director and museum curator of education. In addition ,,genda item No. 16D1 October 14, 2008 Page 8 of 19 12. How will the program be evaluated? What measurable outcomes will be achieved during this grant period? 13. If applicable, please include short biographies of key staff, volunteers, speakers, honored guests, etc., essential to the success of this request Finances (no more than three pales) 1. Current annual operating budget with breakouts for SITES exhibition costs 2. Program budget for which organization is requesting funds Agenda Item No. 11 1 October 14, 2008 Page 9 of , g 1. Executive Summary: North Collier Regional Park/Exhibit Hall Business Plan Introduction: The long term goal of Collier County Parks and Recreation North Collier Regional Park's Exhibit Hall is to provide a variety of educational programs and cultural experiences for people of all ages and abilities. In addition, the beautiful nature of the facility and its unique setting within the 100 -acre restored wetland habitat of NCRP makes it an ideal site for corporate meetings and social gatherings. We plan to continue to create an environment of innovative educational programming and cultural experiences while providing a first -class meeting and social facility. Exhibit Hall: Exhibit Hall opened to the public on June 21, 2006 and has been in operation for two years. Exhibit Hall is the North Collier Regional Park visitor, education and cultural center, and a full service meeting and banquet facility. Our Current Services: 1 Formal and Informal Natural History Educational Programs and Services a). Home School Natural History Classes for Children b). Lecture Series: adults c). Park Ranger "To Go" on and off -site programs for children and adults. d). Continuing Education Programs with Hodges University: adults e). Non - circulating reference library: children and adults 0. Naturalists Trading Post: children g). Children's Collector's Corner: children h). In -house developed natural history and cultural exhibits: families i). Hands -on science and history activities for children: children j). Adult Marine Science Day Camp 2). Public Service Proarams,_Workshops and Symposia a). Hurricane Conference b). Advisory Board Meetings c). Polling Place d). Flu Clinic e). Rookery Bay Community Workshop -Gulf of Mexico Alliance f). Nurse Training Symposia g). Energy and Water Conservation Symposia h). Adoption Option i). Medical Reserve Corps Training j). CCPS Academic Competition k). Green Building Conference 1). Trade Expo m). Jr. Leader Training Agenda Item No. 16D i October 14, 2008 Page 10 of 19 n). Housing Vendor Show o). Conservation Collier Public Meeting p). Gulf Coast Sea Turtle Conference q). College Financial Aide Workshops r). Commissioners Town Hall Meetings s). Management Retreat t). Property Association Meetings u). Government Incident Training v). Children's Bereavement Training w). Youth Meeting Against Tobacco X). CPR Training y). Ethical Fishing Clinic for Families 3. Special Events a). Child Safety Fair b). Fam Fest c). Grub and Grog d). Get -in- the -Act Theatre for Kids e). History of Magic Show f). Baby B0000000: pre -K Halloween Event g). Music Concerts for Adults h). United Way Walk for the Way i). Seminole Tribe Diabetes Awareness Walk j). LaterDays Concerts k). Cultural Diversity Festival with Hodges University 1). Collier County Library End of Summer Reading Festival 4. Summer Camp Programs a). Jr. Ranger Camp b). Jr. Naturalist Camp c). Camp Mahkah d). Camp Menagerie e). Musical Theatre Camp f). Summer Broadway Musical Camp 5. Customer Service a). Program and camp registrations: county wide b). League registrations: NCRP c). Beach Sticker Processing and Data Input: NCRP, City of Naples, Government Center, Marco Library, and Caxambas d). Telephone e). Facility rental contracts and registration including room set up, clean up and tear down. f). Issuance of Sun n Fun Lagoon Seasonal Pool Pass 2 Agenda Item Colo. 16D1 October 14, '1008 Page 11 of 19 g). Maintain BBchP Canoe Trip bookings and logs h). Maintain NCRP Wetland Walk on Wheels bookings and logs i). Prepare Beach Wedding Contracts and associated insurance requirements, and permits j). Boat Launch Sticker Processing and Data Input 6. Misc. a). Fair Trade Gift Shop 7. Facility Rental Use: the chart below shows facility use and rental from July 12, 2006 through June 12, 2008. Exhibit Hall Room # of Free Rentals # of Exercise Classes # Paid Rentals Room A 16 1 32 ($8,765.00) Room A3 21 11 45 ($3,427.50) Room A6 62 13 31 ($4,232.50) Room B 64 532 21 ($5,097.50) TOTAL 163 557 1.29 $21,522.00) The Market. Exhibit Hall is one of three Collier County Parks and Recreation Centers located in the northern section of Collier County. Exhibit Hall's mission statement and goals do not conflict with those of the two other North Collier County centers and currently do not draw customers away from those centers. Through an informal survey at Exhibit Hall park customers remain loyal to their centers for their recreation needs including after - school care, summer camps, holiday camps, and league play. The primary reason customers recreate at other centers is to attend special events. Exhibit Hall does not have a "regular" customer base or appears to be a destination for NCRP users. The majority of Exhibit Hall customers learn about its services by accident or after visiting the administration building. The Exhibit Hall has four primary customers. The majority of the hall's visitors include individuals needing beach stickers and boat launch permits; want to register their children for a summer camp program or athletic activity at NCRP; obtain a seasonal pool pass; need information on CCPRD activities and programs. Secondary users are those individuals with Fitness Memberships who come to the Exhibit Hall for one of three fitness programs held in the hall. The third customer base are users attending a scheduled meeting and the fourth are those individuals attending an Exhibit Hall organized special event, summer camp session, or education program. Agenda Item No. 16D1 October 14, 2008 Page 12 of 19 Financial Considerations. CCPRD's goal is for programs to pay for programs and close the gap between expenses and revenue. NCRP Exhibit Hall's annual operating budget: • FY 2007: $131,700.00 • FY 2008: $88,700.00 • FY 2009 will be $83,000.00. NCRP Exhibit Hall's annual revenue: • FY 2007: $47,642.00 • FY 2008: projected $35,000.00 • FY 2009:$105,000.00 (see chart below). FY 2009 Recreation Camps: Jr. Ranger Camp; Theatre Camp: Adult Marine $25,000.00 Science Cam Special Events: 1890s Baseball Game Ticket Sales & Refreshment Sales; $5,000.00 traveling exhibit admissions Gift Shop Sales: includes sale of Barney Stein Photographs $9,000.00 Facility Rental: (does not include soft money) $6,000.00 Instructional Services: Environmental education; Spanish instruction; $60,000.00 dance and theatre instruction (does not include soft money for Park Ranger "To Go" in the public schools and at park sites The Market. Our major customer segments are school aged children, their parents, CCISD, and local government agencies. Through an informal survey of Exhibit Hall visitors, park users would Iike to see more programming for pre -K children, retirees, and senior citizens. Program suggestions include more formal and informal education and the arts. In 2008, Exhibit Hall is partnering with Hodges University to provide several continuing education programs for retirees and senior citizens at NCRP/Exhibit Hall and other park beach sites. A Bone Builders Chapter is moving to NCRP/Exhibit Hall in November 2008. Exhibit Hall will continue its successful naturetales program and Baby B000000 Halloween Event for the pre -k audience. New instructional programs for pre -k for 2008/09 include 0 Sep 19 2008 3:23PM HP LRSER.3ET FAX Smithsonian Institution Traveling Exhibition Service September 2, 2448 Ms. Nancy E, Olsoa Sr. Park Naturalist North Collier Regional ParklExhibit gull. 1 5000 Lh ingstcin Road Naples, Florida 34109 Dear Ms. OlsoN Agenda Item No.oC301 October 14, 2008 Page 13 of 19 CongratulatiorW The Smitimnian Community Grant Program, sponsored by MetLife Foundation, is pleased to award you $2,200 to develop and implement public programming related to Beyond Baseball: The Life of Roberto Clemente. All applications were carefully reviewed and evaluated by an outside, independent panel. SITES r;ceived 12 applications requesting nearly $55,040. VA-0e all of the proposals had merit, the review process was highly competitive and eight grants have been awarded. As a grantee you mill be responsible for carrying out the program submitted in your application; cre;ditirzg the Smitbsonian Community Grant Program and WtLife for the green; and submitting a close -out report to STIES within one month of the sponsored event. Please read the enclosed farms carefully as they, detail hrnv to receive your grant n eywy andfulfzdl your obligations. For all questions related to this program please contact Jennifer O'Keefe, development specialist at (202) 633 -3133 or ckeefe' si.edt3, She can assist you with the processing of your award and other requirements. SITES is pleased to be able to ofltesr our exhibitors this opportunity and sic especially proud of this eleventh round of a- ar-ds. Again, congratulations! ti��cerel�`, ,Anna R. Cohn Director SITES Deliverie8 4701 :EnfantPl=Fast .SW suite 7109 Washington DC 20024 Mall MRC 441 PO Box 37012 Washington DC 20013- i, 12 20 -833,3 16& Telephone 201633.5347 Faz Sep 13 2008 3:23PM HP LASERJET FRX Agenda Item Nop"LEJ1 October 14, 2003 Page 14 of 19 Stets I: Cettiat Your Award ■ There are several forms which you must complete in order for the Smithsonian to process your grant award. If you have any questions about this process please contact Jennifer O'Keefe at (202) 633-31133 or o eef '�7asi.edu ■ Please complete these steps (see attached forms for detailed instructions): ❑ Complete the attached Vendor Meinteenanoe and W9 formss and fax theme. to 3annif= O'Kccfc at (202) 633 -5345. Upon receipt, your payment wiU be generated. o If you wish, sign tap for P.A.1.D. --an electronic remittance natif cation s5 stem. StM 2: Usi np,) our w. srd it Grant funds meat to used within 6 months df their award. if there is chazmge in ?maim, please contact Jennifer O'Keefe immediately to loep SITES informed of your progress. Inability to complete the proposed project may limit your eligibility for future awards. ■ All materials produced in conjunction with the awarded progmu must bear the Smithsonant? Logo, I4'MetLife Foundation logo and include the following credit line: "The Smithsonian Community Grant program, funded by Meifi{e Founda ion, is a proud sponsor of these pubiic programs. " R Your awarded program wilt pro %date you mith many excellent opportunities for media coverage and promotional activities. Please stay in touch with your SITES FR contact so that she can provide you with the support and information you need to make your showing and sp=ial pmgrarnming a ,peat success. • You will receive an email shortly with the Smithsonian and NfetLife Foundation logos, as well as, an electronic version of a sample press release for you to announce your grant. G Please remember tbst you — or crime of v,*ur colleagues — are under cant- actual obligation to previde SITES with the reports amd materials Usted below. Prior to the exhibition opening and the awarded event: Drafts of all printed rnateneds for the exhibition, including (brat not limited to) press releases, flyers, poster copy, invitations, scripts of public service atmonmcernents, advert sing mpy, bane rs, posters. em. SITS must chc-.k all references to the cx.h bitiorm and to SIT—=S, ttkc Snwthsoruan, and NletLife Foundation in order to ensure acc=r7 y. We axle that you allow a thr----dzy period for this revicw. Ellease sund these materials to your public relations contact. Within one month of the awarded event: A completed close-out survey must be sent to Jennifer O'Keefe at the Smithsonian lostitution'Tra.veling exhibition Service, P.O. Box 37012 MRO 941, Washington, DC 20013- 7012, ibis survey asks for attendance estimates, copies of all press coy at least 5 �tiies of your institution's final printed materials, such as announcements and invitations, visual documentation (photographs or slides) of your event. You shay complete he survey on -tine at bL. g:/ iwww .sites.si.eduif-and3rsiziclose out EQprt3,htm Please send hardeopies of printed materiels to the above address. Sep 19 2000 3:24PM HP LRSERJET FnX Dear Sir/Madam: Agenda Item No.F46&1 October 14, 2008 Page 15 of 19 On April 26, 1996, the Pratident signed into law historic legislation, Tb,,-.-) Debt Collection lmorovernent Act. This law mandates the use of electronic funds transier (EFT) for Federal Payments by January 2, 1 "9. This farw covers all payments including vendor payments for goods and services and travel expwma reimbursement. All Smithsonian vendors must be enrolled for EFT or certify in writing that they be excluded from EFT based on one of the prov"isions titled In the wallyer letter enclosed In this package. -'",The following actions You have been ideatal i jr *candor: f"- Smithsonian A ab contt with you. must be taken boma"'I" "Is"Wilift onib -ft-, for g" 40 saw ittomoiny secti -E fX6, on the 31-3881 • Compil Z • 7akis the SI-3881-E form to your financial ins-flTution or EFT depository; • Discuss with your financial institution when and what information you require in your addaridum (invoice Information) record; and • Return the completed forms to the S.I Unit contact Parson. In order to expedite the purchasing PtOCie3S, oieese re!turn the completed forms to your Smithsonian contact as soon as possible- Sl Contact Name: Jonnifor Q'Kegfe 79isphane Number: L2_Q2L§Z_3_-3_1_n Fax Nimber: (202) 633-045 vve trust that you will find EFT a prompt, and reliable meahod for receiving paymenre. If yo4.j rt3vEi any questions regarding this process, please calf the Vendor Maintpnance HelpCiesit. in the Office of the Comptroller Bt (2021 2715-0355, SM"SON" WSTITUTION VENDOR AND EFT ENROLLMENT FORMS INSTRUCTIONS: This pscksge contains the SI-3881-A,"SmIthsonian instlttAlori'Vendor Enraliment Form (with Instructions for completion) for collectiian of the vendor data required in the Si UP financial system, the S:- 3881 - E for EFT enrollmartm; and the SI-3881 -W, VTaivsr tatter. Form St 3881 -A Form 5" 1138 B I -E Smithsonian Institution Vendor Enrollment (with inwuctiansJ Enrollment in Electronic Funds Transfer Form Sl 3883-W Electronic Funds Transfer Waiver Letter Sep 19 2008 3:24PM HP LRSERJET FRX Agenda Item Noplff)l October 14, 200a Pane 16 of 19 130Y From Addr� Sams —7 chy cargma Name. F:Ay PAYMENT Mt-THOD7 EPT Vie WWO, MML WMPMe S1 3W' , -E. M Chonk -oh% vwtocr rr,.ist c"Pieft t1w btK* 13eduT, Renth'7o S tat_& 1 7-fp Phone Et J- Pmgmr. Parutpant wSmithsonian Institution Vendor Enrollment (Ty" or Rrh, dearly %twn wm ple _ this Form Vendor Actk Cre1e4 i HM X Change Existing Vendar X V6ndorType me oy Su pier. Stipend Recipient X Emplo� Other Govemment Agen, Vando r Name Ir-so msar, v A Swmineas Ma Maq Address 51 LW C:=w" 11 LIEFT C L Z10 L '- E-Mall FAK, Buy From Addrws 130Y From Addr� Sams —7 chy cargma Name. F:Ay PAYMENT Mt-THOD7 EPT Vie WWO, MML WMPMe S1 3W' , -E. M Chonk -oh% vwtocr rr,.ist c"Pieft t1w btK* 13eduT, Renth'7o S tat_& 1 7-fp Phone Et J- Pmgmr. Parutpant us I ness T ype I rnsU1 e #tcYr F'rol EawalionEv lnrumlr.in FAX wnpmfit 0rparrz.-t1cn cr�dt C�:_ta H105 zone Firm (-Sso m�,M S,4.nal! amorlmia Ir-so msar, v A smrm Nm INSTITUTION USE ONLY 51 LW C:=w" 11 LIEFT C :. ml, argn El-otne Ar" --im Uib*,), 4,Vcman r0•ned BLziwnl, tAanut8-"-e.r nf C400diL i ,4ntp: HUS, za fs v Hic,65fica-ify 2A-w r#-. F.4M11&'f341qT"&P 'd ausirre.T.,!n rvV cfq s 2mv or their q0tp fx7n m1nortty Owned Business S1o.rJ1 c Types vne.rf, r Vt NF A' Mr-S AX and Withhoidina Irffwmation 0?9 Fer�plen Y. U; 11 T_r icj va cr)qj 1. RkMD 1 2. Rcrlbe. , +. Prizins and Amm-Js I_­ - ­­. -, r -. S1-3W',-A (I V02' , Wit1holifirt Tax R=TiL cr�dt C�:_ta REQUIPED V 14 W-1 c r, a I U r a v A smrm Nm INSTITUTION USE ONLY 51 LW C:=w" 11 LIEFT C I_­ - ­­. -, r -. S1-3W',-A (I V02' , Sep 19 2008 3: 24PK HIP LRSERJET FAX Agenda Item No.p,w October 14, 2008 Page 17 of 19 INSTRUCTIONS FOR COM PLt -17I G St+Jl"SONIAN INSTITUTION VENDOR ENROLLMENT (St- 3881 -A) r 1. Vefr ,Actt�rrs . y - ~ Ctvaok sQPrRixrarillr 1tf1�► triei+W ar +«ar+r w charlikv, x951 - Cmeft t!flWIF?d l;l41 rtg �V nar �=. 2. Voodor Type-, • For all comm 31, axrlac�P9o��. 0 For both ftrse4n° a tr»rtlPers9 t+bGic Sitsti. amt "Sdperlt! • For ail crtttpt ertYi' ��: �'EttlPip "s ends For gover�" s�1t ' r ria bualt�esas wt;� tl» �irrtrthsa�rslarn. seta -t pwncPsc' 1r 'Il�ttee+ el, vendiora i od It real, airrte a ttsesn M - I E r �+,,�.�� tI rrsbat the ` i`�+� Wed k>yr'-t `I :.to 1$ne�6O t V0r7C1€7t`4 P Fn foreigners) 5, biter that nine digst �. -i4w conlptet6 • Business Addteurr->j Boy, et G.1 City, state. and ZIP coda Contact Name arod Phorio Number • Emali and FAX Number 7. Enter complete Buy From Address (Loc Mon where, order Is being shipped from' : • Buy From Address (street. P.D. Box, eta,) • City, Staie, and ZIP cocas • Contact Name and Phone Number • EmaK and FAX Number S. Payment Martnod: * Setsct 'EFT' and obttigt#te xis requU-4d frm 'Sl -:;9EM E. ( , has b tho pwt Ted payment method Ear- vary Heats being made by the Srtrithawdran institution.) • If the vendor is sesldrlp' s rht�-* disburear nont. ttrtt ve+ndot mimt c orrw um Foam 5c- :x$81 -W, Waiver Lester- If the Waiver Letter is eacx'%gi ' *nd appr v#d, the Vatnd v+ '!Ohculd untoo -t -Ct"cc " and corplete the RSWT TO ADDRESS Providing the 1000W Iry Ptti!mabon: > . Remit to A ziclrmas (att+destt P.4. t3w etc. f 2. City, Stme, and ZFP coda 3. Contact Name and Phone Number 4. Emetil and PAY, it the Flerrrit T,:) Awry Ia'C�e ei+cr d rya i +::aim i3. ;wD ate, U to IJQM P_ V �crrt�ie Sca>i.rw%" T s+ts. t? 1r€ 'o. wJjeLck all aFap)ceble Minority Owned Srcasna s S �,a lc T*o*%. Itote; I +, y a 3 err abtskriilng, that i rrtorrrusdor, over the phGrje, ask Ane v andorr to identity the type of business aartegoriew and 'x- bet'hr r or not *.nay are a minarmy-.-w ned brain . Note that HAjb Zorie� acid Smeml) tJiaadvrarttagari ar.eslrnmes mija-t prDvids ra copy of the-ar oe- lificats► to the St un . 11. Enter Tax and VMhhoiding 9nformw$on • 1099 Raclpient - Circle Y or N • 1042 ttee"ent - Circle Y or N • 1089 Cods • (Circle One) 1. Rents 2. Royalties 3. Prizes and awards 4. NaeRh Care 5. Non - employee Compensation 51. 3881 -A (11(02 Sep 19 20CS 3: 25PM MP's PSERJE T FF7X Agenda Item No. ;6%1 October 14, '1D 8 Page 18 of 19 INSTRUCTIONS FOR COMPLETING SMITHSONIAN INSTITUTION VENDOR ENFtOU-MENT (S1- 3881•A) a.. 12. Federal Taxes will be vvfthhefd for Vendors without T1NIMNS doing bkmrwts ir, the U.S. Heass enter the folio-wing Wvrmation. • Federal W"h.oldknpTax_Aate ■ Exemption Code ""' z . 'M, • Country Code ' lit s 13. Enter Vendor Authorized Wp rsr Hems and Ftwne Numbof. 14. Enter ttte Vendor .AutNxirsd Signer Inds.,: 15. The vendor must Sign in the block deeignated ' Vendar Sign ma. SWIFT1450HIAN INSTrT 3 1{7MUSE ONLY: 11. 51 Unit will provide the 31 Urft Cortaat Shona, VE" 10 and Pfion* hW "%lbsr. 17, i hs '+ ondor Short Nano wig be eocntsirted: `sY RC. I 5. s S1 tA4 mgV oravida any frtztruciionra pLrtment to this -pertmulor vendor. S1 -3881-A (11102) Sep 19 2008 3: 36PM HP LASERJET FAX Agenda Item NoP'i6J1 October 14, 2005 Page 19 of 10 SMITHSONIAN INSTITUTION Office of the Comptroller + 750 9 "' Street NW - Suite 5100, MRC 911 Ir Washington D.C. 20560 (20Z) 275 -0355 {2021 312 -2836 Smithsonian institution Office of the Comptroller 750 9" Street NW Suite 5100, MRC 911 Washington D.C. 20560 Dear Sir /Madam; I understand that the Smithsonian Institution has decided to pay all of its vendors using Electronic Funds Transfers (EFT). I hereby request you to exempt me from they application of Smithsonian Institution Policy and Department of the Treasury policy 31 CFT 208, requiring all F©deral Payments after January 1, 1999 be made by electronic fund transfer (EFT), and authorize payment by check. I understand the Debit Collection Act of 1996 makes allowances for waivers if I will face a hardship by receiving my payment electronically. A waiver is available to a recipient without an account at any financial institution or one who certifies that they have physical disabilities or confronts geographic harriers preventing them form receiving} their payments stectronicaily. This waiver is being requested becauas: LlI do not have an account at any Financial Institution nor do I have a Financial Agent, and obtaining one will pass a hardship. I am physically disabled or confront geographic bwrisrs 1 am a one -time vendor and will not provide further services to the Smithsonian lJ 1 am a foreign vendor Sincerely, Vendor Dame Vendor Signature TINS SSN# Appravedi'Not Approved SI. 38$1 -W It 11021