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Home My WebLink AboutGrant Request - DC Historical SocietyEconomic Development Fund Discretionary Grant Program Organization: Deschutes County Historical Society (DCHS) Organization Description: The Deschutes County Historical Society gathers, preserves and makes available museum, library and other historical material relating to the history of Central Oregon. DCHS also operates the Des Chutes Historical Museum. Project Name: Computer Network Upgrades Project Description: The funds will be used for Phase 2 of a project to upgrade DCHS' computer network. This phase includes the replacement of two computer workstations and the purchase of necessary software updates and licenses to have a fully integrated and compliant network system and additional storage for two other machines. Stage 1 was funded through a grant from the Oregon Heritage Commission, which enabled the Museum to purchase a 2 TeraByte storage unit for existing and near-term digital storage of its collections and replaced two computer workstations. Project Period: June 1St — June 30th Amount of Request: $2,614.95 Previous Grants: • May 2001— $500 (DeWolf $500) • October 2001 — $300 In Remembrance of Barry Slaughter (Luke $100; Daly $100; DeWolf $100) • August 2005 - $10,000 Third Floor Restoration (Daly $10,000) • July 2006 — $10,000 Two -Year Stability Campaign (Daly $10,000) • April 2007— $5,061 Dark Room (Daly $3,061; Baney $1,500; Luke $500) • July 2007 — $10,000 (Daly $5,000; Luke $2,500; Baney $2,500) • April 2008 - $200 Evening of Nostalia (Daly $100; Melton $100) Des Chutes Historical Museum May 2, 2008 Susan Ross Deschutes County Administration 1300 NW Wall Street, Suite 200 Bend, Oregon 97701-1960 Deschutes County Historical Society Dear Ms. Ross and Commissioner Mike Daly: Enclosed please find the completed Deschutes County Economic Development Fund Discretionary Grant Program Application for the Deschutes County Historical Society. Our project grant application is for DCHS Computer Network Upgrades, which enables the Society to complete much needed infrastructure repairs and better serve the community in historic preservation needs. If you have any questions about the information in the grant, please do not hesitate to contact me at 389.1813. Sincerely, 6t,i, t dart - Kelly Cannon -Miller Executive Director E y-- 2008 BOARD OF COMMISSIONERS ADMINISTRATION 129 NW Idaho Avenue • Bend, Oregon 97701 • 541-389-1813 • Fax 541-317-9345 REC'n MAY 0 5 2008 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Dennis R. Luke Date: 5/1/2008 Project Name: Project Beginning Date: Amount of Request: Commissioner Michael M. Daly All Three Commissioners x Deschutes County Historical Society Computer Network Upgrades 6/1/2008 2614.95 Applicant/Organization: Address: Project End Date: Date Funds Needed: Tax ID #: City & Zip: Telephone: Email: Deschutes County Historical Society 129 NW Idaho Ave Contact Name(s): Fax: Kelly Cannon -Miller 541-371-9345 Alternate Phone: 541-848-9333 6/30/2008 6/1/2008 51-0186079 Bend, Oregon 541-389-1813 kellvnn deschuteshistorv.ore On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: By: Date: Declined: By: Date: Describe the applicant organization, including its purpose, leadership structure, and activities. The Deschutes County Historical Society (DCHS), incorporated as a 501(c)(3) in 1975, was founded "to gather, preserve and make available museum, library and other historical material relating to the history of Central Oregon; to stimulate an interest in, and knowledge of, the locality's past." As the population of Deschutes County expands at record setting pace, the shape and character of Deschutes County changes with it and DCHS provides a vital link between the past and present, serving as the steward for historic photograph, archival and object collections for the entire region. DCHS operates the Des Chutes Historical Museum located in historic Reid School, which is leased from Deschutes County. Built in 1914, Reid School was the first permanent school building in Bend and has been in continuous use since its construction. Listed on the National Register of Historic Places, the building is the southern cornerstone for the proposed designated Heritage Square in downtown Bend. DCHS is governed by a 17 member Board of Directors and has a part-time staff of four: a director, conservator, registrar and administrative assistant. A dedicated core of volunteers aid in the daily operations of the museum, from manning the reception desk to collections care. DCHS operates on a budget of approximately $150,000, mainly supporting staff and collections care. The Museum serves as both museum and library for the community, seeing approximately 10,000 visitors during the course of the year and 1500 school age children per year. The library is used daily by researchers from the county, the state and beyond, for a variety of research projects. In addition, DCHS hosts several annual events, regular learning classes and lectures, and has a dedicated membership of approximately 700. In Fall 2006, the board approved the following mission and vision statements to guide its development for the future: Mission The mission of the Deschutes County Historical Society is to preserve, promote and celebrate our local history. Vision for the Des Chutes Historical Museum To develop a vibrant museum and community center dedicated to education, research, and appreciation for our unique history, a living legacy that grows with each new generation. It is the goal of the Deschutes County Historical Society and the Des Chutes Historical Museum to make the cultural history of our region accessible to everyone, through exhibits, library holdings, outreach and the internet. Describe the proposed project or activity. The Deschutes County Historical Society continues to work in cultural preservation of the County's heritage with increasing digital and computer technology needs. The collections database system for the Society has increased in size and scope of the number and type of materials that are being stored digitally and eventually will be available to the public on line. Currently, the Society's computer network is plagued by aging hardware and potential crashes, as well as a series of software programs that have been cobbled together through donated software and computer workstations. While saving money for the Society initially, it has resulted in a system that can not always speak the same software language within intself and its weaknesses in old hardware risk network crashes that could result in loss of data. The Society requests funds in the amount of $2,614.95 to complete much needed upgrades to its network system. The project is Stage 2 of a larger project to upgrade DCHS' computer network. Stage 1 was funded through a grant from the Oregon Heritage Commission, which enabled the Museum to purchase a much needed 2 TerraByte storage unit to create enough storage space for existing and near term digital storage of collections like the Brooks Scanlon Archive. Additionally, the OHC grant replaced two aging computer workstations on the verge of collapse. Stage 2 of this project, with funding from the County, would enable the Society to replace two remaining aged workstations identified for replacement, as well as purchase necessary software updates and licenses to have a fully integrated and compliant network system. Stage 2 also provides for additional memory installation for two essential machines that are still in good condition. Completion of Stage 2 would bring the network system up to date with standardized software and a secure and stable network system. Provide a timeline for completing the proposed project or activity. Stage 2 of the Computer Network Upgrade requires only a month. The timeline is for authorization of computer and software purchases to begin on June 1, 2008 and have the computers and software installed by June 30, 2008. Local company Weston Technology is aiding the Society with installation, maintenance, and management to assure no loss of data. Explain how the proposed project or activity will impact the community's economic health. The Des Chutes Historical Museum is an active partner in the cultural tourism of Central Oregon. Our resources attract visitors from around the state and country to visit the Museum and use the library holdings. As an example, a graduate student from New York state recently spent seven months living in Bend and researching at our institution working on his doctoral dissertation. In coming months, the Society will host the Oregon Council for the Humanities and the Oregon Historical Society. The Society is an active contributor to the economic health of the cultural tourist industry. Additionally, the Society has retained and hired a local small business for technology support with this project. Identify the specific communities or groups that will benefit. All of Deschutes County benefits from the preservation work of the Society. Specifically, researchers, teachers, and local schools benefit from the increased accessibility of Museum collections for exhibits, research and programming. Itemize anticipated expenditures*. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. The attached bid from Weston Technology details the expenditures in full. WESTQIN TECI-,NDLGGY ";3OLUTiON 5 Customer Weston Technology Solutions (WTS0001) 139 E 51st Ave Ste 200 Anchorage, Alaska 99503-7205 (P) 907-248-4470 Customer PO: None Special Instructions: None 1 2 3 Crucial Memory 512MB kit Registrar PC Crucial Memory 1GB Dave-as74k9fmef Office Professional Plus 2007 Purchased via TechSoup 4 Adobe C3 Design Premium Photoshop, Indesign, Illustrator, Acrobat, Dreamweaver, etc. via TechSoup Adobe Photoshop Elements 6.0 From TechSoup 6 My Passport Essential WDME3200 Hard drive - 320 GB - external - Hi -Speed USB - midnight black 7 NETGEAR ProSafe FS105 10/100 Desktop Switch Switch - 5 ports - EN, Fast EN - 1OBase-T, 100Base-TX 8 NETGEAR WGR614 54 Mbps Wireless Router Wireless router - EN, Fast EN, 802.11b, 802.11g 9 Labor - Setup secure wireless and public wireless 10 Labor - Install memory 11 Vostro Desktop with Monitor Weston Technology Solutions 126 NW Greenwood Bend, Oregon 97701 United States http://www.weston-tech.com Terms: Net 15 Days Bill To Weston Technology Solutions Payable, Accounts 126 NW Greenwood Bend, Oregon 97701 (P) 541-383-2340 5 ( Date t`»Apr 22, 2008 10:25 AM PDT Doc # 2119 - rev 1 of 1 Description :Deschutes Historical Museum �,. SalesRep Agent, Sales (P) (541) 383-2340 (F) n, (541) 383-2350 Customer Contact McFarlane, Brock r < (P) 541-383-2340 ext. 102 (F) 541-383-2350 bmcfarlane@weston-tech.com Ship To Weston Technology Solutions Dept, Shipping 126 NW Greenwood Bend, Oregon 97701 (P) 541-383-2340 Ship Via: UPS Ground Carrier Account #: None .4.LUZINSIA 0.J CT402795 2 No $14.99 $29.98 CT6464Z40B 1 No $27.99 $27.99 LS -41093 6 No $16.00 $96.00 ADOBE 1 No $160.00 $160.00 ELEMENTS 6 No $15.00 $90.00 WDME3200TN 2 No $179.99 $359.98 FS105NA 2 No $30.00 $60.00 WGR614NA 1 No $51.00 $51.00 ONSITE 1 No $125.00 $125.00 ONSITE 1 No $125.00 $125.00 VOSTRO 2 No $745.00 $1,490.00 Subtotal: $2,614.95 These prices do NOT include applicable taxes insurance, shipping, delivery, setup fees, or any cables or cabling services or material. All prices ere subject to change without notice. Supply subject to availability. Address any reply to: Dear Applicant: Y.U. Box :1224, Seattle, WA ytilll 1b *0.4t.t. u•Q .. A • WI" Pah al . 4.40tl•: • • • IJV U R UII®IJUU h¶® a ®lam] Qfl u CONTACT: Mercedes Sison TFT,FPHONE: (206) /142-4747 FP/BO:EHI:VS° Dn niTng DQ®@Vo1 Internal' Revenue Service Date: DEC 27 1976 i 'L- re 178,Code 428 SEA:ED:77-268 Deschutes County Historical Society 2 N.W. Greenwood Bend, OR 97701 51-C:I8'4cofc Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. We have further determined you are not a private foundation within the meaning of section 509(a) of the Code. because you are an organization described in section 170(b)(1)(A)(vi) and 509(a)(1). You are not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as provided in the Federal Insurance Contributions Act. You are not liable for the taxes imposed under the Federal Unemployment Tax Act (FUTA). Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, you are not automatically exempt from other Federal excise taxes. If you have any questions about excise, employment, or other Federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to 'you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. If your purposes, character, or method of operation is changed, please let us know so we can consider the effect of the change on your exempt status. Also, you should inform us of all changes in your name or address. (Over) Form L-178 (Rev. 8-73) If your gross receipts each year are normally more than $5,000, you are required to file Form 990, Return of Organization Exempt From Income Tax, by the 15th day of the fifth month after the end. of your annual accounting period. The law imposes a penalty of $10 a day, up to a maximum of $5,000, for failure to file a return on time. You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T. In this letter we are not determining whether any of your present or proposed activities are unrelated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. Please keep this determination letter in your permanent records. Sincerely yours, Michael Sassi District Director This determination is issued with the understanding that you will provide the Internal Revenue Service with a copy of the Amendments to your Articles of Incorporation which bears the stamp of the proper State authority as soon as it is available. Form L-178 (Rev. 3-731