Best Practices for Tocker Foundation Grants

BEST PRACTICES FOR LIBRARY GRANTS

Overview

Grants are available to small rural libraries in Texas serving a population of 12,000 or less. Purpose—assist libraries in making services more accessible to individuals who by reason of distance, residence, handicap, age, literacy level or other disadvantage are unable to receive the benefits of public library services.

What is the Role of the TLA Tocker Foundation Committee?

As a permanent committee of the Texas Library Association, the Tocker Foundation Grant Review Committee assists the Foundation Board in the annual review and recommendation of grant awards to small, public libraries serving rural populations. The committee also provides expertise and advice to the Foundation Board on the award criteria and application process.

The committee evaluates the applications according to:

. Project within the scope of the Foundation . Reasonable timeline . Budget . Completeness . Impact on the community

Review of application prior to submission

. Grant applicants are encouraged to contact the Foundation’s Director of Grants Management, Karin Gerstenhaber, to discuss your project and complete a preliminary grant review when ready. Application suggestions:

. Use the format of the application form. Include enough information on the community so the Foundation Board and the committee have a sense of your community.

. The Texas State Library has a great resource in their Library Science Collection. Books are available for borrowing in the areas of Marketing, Technology, Grant-seeking and Leadership/Management. More information is available on their webpage: www.tsl.state.tx.us/ld/lsc/about.html or email them at [email protected].

Further suggestions for specific projects

Automation

. Select the automation software to fit your library needs and budget. Keep in mind that at the conclusion of the grant period, the library assumes all responsibility for payment of the annual fees for licensing and updates.

. Do your homework before applying. Talk to vendors and libraries that are already automated. Visit the exhibits during TLA to get a good overview of a variety of automation products.

. Select an automation vendor and get a cost quote for software, equipment and supplies and a list of system requirements.

Computers

. The foundation will fund a maximum of two computers per library per request.

. Applicants are encouraged to take advantage of applicable state- negotiated contract prices. Check with your vendor to insure you are getting the appropriate discount. Also visit theTexas State Library’s

2 website for more information: https://www.tsl.state.tx.us/ld/funding/statecontracts/index.html

. Vendor quotes should include specifications for the computer such as type of computer, speed, RAM, hard disk drive.

Library Materials

. Determine collection needs—fiction, non-fiction, reference, large print, non-English, audio books, video/DVD, adult, young adult, children’s music, etc.

. Requests should not exceed the amount of materials that can be purchased and processed within one year. As a general rule, application for materials will be considered within the context of the number of staff available to select, acquire, and process materials.

. Take advantage of state-negotiated prices through various book vendors. Visit the Texas State Library’s contracts page at: https://www.tsl.state.tx.us/ld/funding/statecontracts/index.html Click on ‘Print Materials and Multimedia.’ Then click on ‘Category Guide with Discounts.’

. It is not necessary to list each title on the application form.

. Libraries will generally be funded at no more than $5,000.

. Select quality, shelf-ready materials from a reputable, library vendor instead of Barnes & Noble or Amazon.

Furniture and Shelving

Updating the furniture and shelving in your library can make a big impact and create a more inviting, user-friendly environment. For both furniture and shelving, the Foundation Board and the Grant Review Committee will expect a detailed floor plan along with the vendor quote. Your selected vendor should provide one.

. Select quality, durable library furniture from a reputable, library vendor. Although custom made furniture can be beautiful, it is not the best choice for small public libraries.

3 . Select computer workstations that hide the wiring, provide adjustable keyboard trays, and can accommodate people in wheelchairs as per ADA requirements.

. Select computer chairs that are easily adjusted and comfortable.

. Select standard metal library or wood shelving from a reputable vendor who will visit your library to help determine the amount of shelving needed and design the layout. Metal shelving is more flexible and less costly than the considerably more expensive wood shelving.

. Plan for your present and future needs. See IMLS publication, Museums, Libraries and 21 st Century Skills for an excellent source of information on the libraries of today.

. Visit the exhibit hall during TLA’s annual conference to see the selections of different vendors and discuss your project with them.

. Follow ADA requirements when selecting and installing all furniture and shelving.

. Be sure to include shipping and installation costs in the total budget.