Library Media Services Matching Funds Program

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Library Media Services Matching Funds Program
2007-2008
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Matching Funds
Financial Support

• Library books
• Audiovisual materials (audiobooks,
  videorecordings, etc.)
• Curriculum-related computer software
• Audiovisual equipment circulating from the
  library media center

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Matching Funds
Eligible Schools

• M-DCPS schools that service K-12 students
• Must have library media center
• Must have submitted the 2006-2007 inventory
• Charter schools not eligible
• New schools may participate, but capital funds
  not matched

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Matching Funds
Financial Support

• Program 7000, Function 6200
• 02 Discretionary Account
• EESAC Funds (Program 9583)
• Library Trust (5004)
• Program 8889 (Matched Funds from Library Media
  Services)

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Matching Funds
Program 7000, Function 6200

• Program 7000 Instructional Media School Level
• Function 6200 Instructional Media Service
  (state recognized)
• Part of the principals 02 discretionary
  account.
• From July 1 to the time of the Matching Funds
  application, all purchases for library media
  materials and resources should be charged to this
  program.
• At the time of the Matching Funds application,
  this is money already spent.
• Schools get credit for matching, but is not to
  be considered as part of library budget for
  coming year.

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Matching Funds
Program 7000, Function 6200
Questions?
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Matching Funds
02 Discretionary Account

• Principals general account
• Funds used to run school
• Funds may be committed for library expenditures
  and Matching Funds
• Funds are transferred into Program 9584

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Matching Funds
02 Discretionary Account
Questions?
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Matching Funds
Program 9584

• Program designated for Matching Funds transfers
  and library expenditures
• Funds given by the principal from the 02
  account, but not spent by the time of the
  Matching Funds application, are transferred to
  this program for matching
• Program number changes every year

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Matching Funds
Program 9584
Questions?
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Matching Funds
EESAC Program 9583

• Program designated for Educational Excellence
  School Advisory Council funds
• Expenditures from this program for library media
  materials and resources are eligible for
  Matching Funds
• Funds are not transferred, but remain in Program
  9583
• If funds are not spent prior to submission of
  application, then letter of commitment must be
  provided with Matching Funds application

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Matching Funds
EESAC Program 9583
Questions?
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Matching Funds
Library Trust Program 5004

• Library internal account funded by the
  collection of fines, fundraisers, book fairs,
  PTSA donations, etc.
• Funds from this account must be transferred to
  Program 9584 for matching

Fund 9 (Program 5009) may not be matched.
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Matching Funds
Library Trust Program 5004
Questions?
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Matching Funds
Program 8889 (Matched Funds)

• Program designated for state library media
  funds, distributed to schools through the
  Matching Funds program
• Funds may be spent ONLY on library media
  instructional materials that circulate through
  the library media center
• Books
• Nonprint materials (videorecordings, audiobooks,
  etc.)
• Instructional software

Equipment, furniture, supplies, and school-wide
management software CANNOT be purchased with
these funds.
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Matching Funds
Program 8889 (Matched Funds)
Questions?
Now, lets complete a sample application
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Completing the Application
Please take out your application and get it ready.
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Scenario

• In August, your principal pays 2,000 for
  magazine subscriptions from Program 7000,
  Function 6200.
• In October, at the time of Matching Funds, your
  principal gives you 5,000 for this years
  library media budget.
• In September, EESAC provided 2,000 for a library
  book order.
• You decide to transfer 1,000 from Internal Funds
  for Matching Funds.

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In August, your principal pays 2,000 for
magazine subscriptions from Program 7000,
Function 6200. In October, at the time of
Matching Funds, your principal gives you 5,000
for this years library media budget.In
September, EESAC provided 2,000 for a library
book order.You decide to transfer 1,000 from
Internal Funds for Matching Funds.
Scenario
What would be the total amount that you submit
for matching?
2,000 5,000 2,000 1,000 10,000
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REQUISITIONS FOR LIBRARY MEDIA MATERIALS -
PROGRAM 7000 EXPENDITURES (Page 3 of 6)
The following requisitions for library media
materials have been submitted to the Purchasing
Department between July 1, 2007, and date of this
application, from Program 7000, Function 6200.
Hard copies of requisitions should be kept at the
school site. If requested, school site will need
to supply hard copy documentation for purchase
requisitions listed below.
Scenario In August, your principal pays 2,000
for magazine subscriptions from Program 7000.
Complete the form below.
Magazine Subscriptions
H01236591
8/5/07
2,000
Where does this go on the Summary form?
2,000
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LIBRARY MEDIA MATCHING FUNDS APPLICATION SUMMARY
FORM (Page 2 of 6)
Scenario In August, your principal pays 2,000
for magazine subscriptions from Program 7000.
2,000
Go to Page 4 of the application.
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TRANSFER OF DISCRETIONARY FUNDS FOR LIBRARY MEDIA
MATERIALS TO LOCAL PROGRAM 9584 (Page 4 of 6)
Scenario At the time of Matching Funds, your
principal gives you 5,000 for this years
library media budget. Complete the form below.
11-15-07
MEMORANDUM Date TO Dr.
Sylvia J. Diaz, Administrative Director
Division of Instructional Technology,
Instructional Materials, and Library Media
Services FROM School Work
Location Regional Center
Telephone SUBJECT TRANSFER OF DISCRETIONARY
FUNDS FOR LIBRARY MEDIA MATERIALS TO LOCAL
PROGRAM 9694 The transfer of funds authorized
below includes amounts allocated for the purchase
of library books, print and electronic reference
materials, audiovisual materials, and library
media supplies. The amount transferred should
NOT include expenditures already made and listed
on the Program 7000 or Program 9583 Memorandums.
Florence Nightingale Elementary 5555
VI
305-123-4567
Where does this go on the Summary form?
5,000

• This amount should be listed on page 2, line 2,
  of this application.
• The principal assumes responsibility for having
  funds obligated as described in the Matching
  Funds Memorandum.
• __________________________________
• Principals Signature

Ms. Jessica Taylor
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LIBRARY MEDIA MATCHING FUNDS APPLICATION SUMMARY
FORM (Page 2 of 6)
Scenario At the time of Matching Funds, your
principal gives you 5,000 for this years
library media budget.
2,000
5,000
Go to Page 5 of the application.
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Educational Excellence School Advisory Council
Expenditures For Library Media Materials Program
9583 (Page 5 of 6)
The following requisitions from Educational
Excellence School Advisory Council funds for
library media materials have been submitted to
the Purchasing Department between July 1, 2007,
and date of this application, from Program 9583.
Scenario In September, you purchase 2,000 in
library materials using EESAC funds. Complete
the form below.
Where does this go on the Summary form?
2,000
If the EESAC committee pledged money in support
of the library media center, but the funds have
not been spent as of the date of this
application, the school may submit to Library
Media Services a letter of intent, signed by the
EESAC chairperson and addressed to the school
principal. The letter must indicate the amount of
the commitment and must be submitted with this
application.
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LIBRARY MEDIA MATCHING FUNDS APPLICATION SUMMARY
FORM (Page 2 of 6)
Scenario In September, you purchase 2,000 in
library materials using EESAC funds.
2,000
5,000
Go to Page 6 of the application.
2,000
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TRANSFER OF INTERNAL FUNDS CHECK FOR LIBRARY
MEDIA MATCHING FUNDS PROGRAM PROGRAM 9584 (Page
6 of 6)
Scenario You decide to transfer 1,000 from
Internal Funds for Matching Funds.
11-15-07
MEMORANDUM Date TO Ms. Silvia
Rojas, Treasurer Office of Treasury
Management 9999 SBAB, Room 615 FROM ,
Principal School SUBJECT DEPOSIT
OF INTERNAL FUNDS CHECK FOR LIBRARY MEDIA
MATCHING FUNDS PROGRAM - 9584 Please deposit
the attached internal funds check in the
amount of in the following
structure
Ms. Jessica Taylor
Florence Nightingale Elementary
Where does this go on the Summary form?
4127
1,000
5555
DO NOT SEND ORIGINAL CHECK TO LIBRARY MEDIA
SERVICES SEND A COPY!
Note to schools The check must be made payable
to The School Board of Miami-Dade County, Florida
and sent to the Office of Treasury Management
along with the original copy of this memorandum.
Copies of the check and this memorandum must be
submitted with the completed application to
Library Media Services. If submitting application
via e-mail, you will need to fax the copy of the
check or scan it and send it as an attachment.
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LIBRARY MEDIA MATCHING FUNDS APPLICATION SUMMARY
FORM (Page 2 of 6)
Scenario You decide to transfer 1,000 from
Internal Funds for Matching Funds.
This is how the Application Summary Form looks
when complete.
2,000
5,000
2,000
1,000
This is the amount that will be matched by
Library Media Services.
10,000
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APPLICATION COVER SHEET (Page 1 of 6)
Florence Nightingale Elementary
5555
305-123-4567
John Smith
?
Ms. Jessica Taylor
VI
?
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Matching Funds
Completing the Application
Questions?
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Matching Funds
Application Deadline November 16, 2007
Matching Funds Due
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Matching Funds
Steps in the Matching Funds Process
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Matching Funds
Organizing Your Orders
Matching Funds 2005
Matching Funds 2006
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Matching Funds
Organizing Your Orders While You Wait for Funds
Once you submit your Matching Funds application,
you should begin to

• Review consideration file
• Determine your purchasing priorities
• Contact vendors, if necessary,
• to request book lists
• Prepare requisitions
• Prepare title lists to submit to
  vendors with orders

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Matching Funds
Organizing Your Orders
Questions?
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Matching Funds
Preparing Your Budget
How much do I have to spend?
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Matching Funds Budget Worksheet
2,000
Remember this has been spent. You get credit for
Matching Funds, but will not factor in your
2007-2008 budget.
5,000
These funds were transferred from your
principals O2 Account into 9584. They will be
part of your 2007-2008 budget.
2,000
These funds were spent out of your EESAC account.
You get credit for Matching Funds, but will not
factor in your budget.
What can I purchase with Program 8889?
These funds were transferred into 9584. They will
be part of your 2007-2008 budget.
1,000
This total does not include funds from Programs
7000 and 9583. However, if you have not spent the
funds from Program 9583 and have a letter of
commitment from the EESAC committee, then you
will add the funds from Program 9583 to this
total.
6,000
4,000
Matched allocation provided by Library Media
Services. This amount is based on your total
contribution of 10,000. For this example, we are
using .40/dollar. The actual match may differ.
This is your 2007-2008 budget for library media
materials. If you have not spent your EESAC
funds, then you can add that amount to this
figure to calculate your total budget.
10,000
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Matching Funds
Preparing Your Budget
Questions?
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Matching Funds
Spending Program 8889 Funds

• Funds may be spent ONLY on library media
  instructional materials that circulate through
  the library media center
• Books
• Nonprint materials (videorecordings, audiobooks,
  etc.)
• Instructional software
• Funds are to spent on items that contain
  intellectual property and are available to
  students
• Equipment, furniture, supplies, and school-wide
  management software CAN NOT be purchased with
  these funds.

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Purchasing Instructions
Matching Funds
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Matching Funds
The Matching Funds awards memorandum will include
the following

• Matching Funds allocation for your school
• Funding structures for Programs 9584 and 8889
• Purchasing instructions detailing eligible items
  for purchase
• Approval chains for MSAF requisitions
• Approved cataloging and processing vendor list
• Sample requisition comments sheet
• Deadline for spending funding allocations

Purchasing Instructions will be posted on the
Library Media Services web site
http//library.dadeschools.net/prof_tools.htm.
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Matching Funds
Available on the LMS web site at
http//library.dadeschools.net/tools.htm
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Questions?
Matching Funds
FAQs can be found at http//library.dadeschools.ne
t/prof_tools.htmCall Library Media Services at
305-995-2283