Dolly Parton’s Imagination Library: Division of Library Development: NYS Library

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Overview

Dolly Parton’s Imagination Library is a community-based program mailing free, high-quality, age-appropriate books to registered children from birth until their 5th birthday, no matter their income. Local Program Partners enroll children within their selected community and pay, on average, $2.20 per child/per month towards wholesale book and mailing costs.

To encourage participation in Dolly Parton’s Imagination Library program, the New York State Legislature has appropriated $500,000 to be awarded through a competitive grant program. Funds will be available to libraries, library systems, non-profits, school districts, charter schools, non-public schools, and BOCES in New York State. Individual grants will be limited to a maximum of $49,000 to pay up to 50% of a Local Program Partner’s costs from the Imagination Library.

All applicants must have a Memorandum of Agreement with Dollywood for participation as a Local Program Partner in Dolly Parton’s Imagination Library by the application deadline.

Application

The grant application is now open. All applications must be submitted by 01/17/2025 at 5:00 PM.

Online Grant Application

Prequalification Requirement:

New York State has implemented a prequalification requirement for not-for-profit entities applying for grants. Proposals received from not-for-profit applicants that have not registered and are not prequalified in the Statewide Financial System (SFS) on the proposal due date cannot be evaluated. Such proposals will be disqualified from further consideration. Even if you have prequalified in the past, please be sure you have completed the necessary steps to maintain a Prequalified Status.

Questions and Answer Summary

We are interested in applying for the Dolly Parton Imagination Library Participation Grant; however I am getting stopped at the login page. Can you give me more information on the login?

You will need to register for a Survey Monkey Apply login if you do not already have one. There is a green “register” button to right of the “login” button.

Our Foundation is applying for the DPIL grant. I thought I saw that we should file an intent to apply, but I cannot find where I read that. Can you please advise?

The Notice of Intent is encouraged but not required; it is discussed on page 2 of the Announcement of Funding Opportunity.

Notices of Intent were due: 12/6/2024

What is the total amount of funding for the Dolly Parton grant?

The total amount of funding for the Dolly Parton’s Imagination Library Grants is $500,000. Each grant awarded is limited to a minimum of $2,500 and maximum of $49,000.

What is the grant money for this program funding? Can I apply as a school library to receive money to buy books for my library? Or is it to pay me to sign people up for Imagination Library?

This funding is to help support organizations who are affiliates of the Dolly Parton Imagination Library. Generally, affiliates pay on average $2.20 per month per child in their service area who is enrolled in the program. This funding is intended to help offset some of those costs for the affiliates.

I am the principal of a Public School. Am I eligible for grant and what are the key items needed in order to secure the grant? I currently do not have an afterschool system. If I were to get a CBO, will they be able to apply on behalf of the school for the grant?

This program is for the Dolly Parton’s Imagination Library Participation Grants. The Dolly Parton’s Imagination Library Participation Grant Program was created to encourage libraries, library systems, school districts, BOCES and other non-profits to participate in Dolly Parton’s Imagination Library as Program Partners.

The Imagination Library is a community-based program providing one high-quality, age-appropriate book per month to children from birth until their 5th birthday, free of charge regardless of their family’s income level. Local Program Partners enroll children within their selected coverage area and pay, on average, $2.20 per child/per month towards wholesale book and mailing costs.

Per the guidelines:

Eligible applicants include:

Libraries
Library systems
School districts, charter schools, non-public schools
BOCES
Non-profits

All applicants must have an executed Memorandum of Agreement (MOA) with the Dollywood Foundation to participate as a Local Program Partner for Dolly Parton’s Imagination Library by the grant application deadline.

We serve as fiscal agent for our local DPIL as well other local affiliates within the County. Would you recommend that each affiliate apply for the funds, or can we apply on behalf of everyone under our EIN, SED, and Vendor ID?

There should be one application submitted per each Memorandum of Agreement with Dollywood. It is possible for one person to submit multiple separate applications.

If an organization has two separate MOUs with the Imagination Library is it possible for them to submit two applications—one for each iteration of the Imagination Library? The two MOUs serve families in two separate geographic areas, so there wouldn’t be any overlap of services.

There should be one application submitted per each Memorandum of Agreement with Dollywood. It is possible for one person to submit multiple separate applications.

We have MOAs with the DPIL for 6 school districts. Do you have to do 6 applications, or can we combine it on one?

There should be one application submitted per each Memorandum of Agreement with Dollywood. It is possible for one person to submit multiple separate applications.

My Club is an affiliate of the Dollywood Foundation operating the Imagination Library in NY. We are not a recognized charitable organization although we are non-profit. We do have a charitable Foundation. The Foundation members are the same as the members of the main organization. Can our Club apply for grant funds even though it is not a 501c3 charity? If it cannot, can the Foundation be the applicant for these funds

If the Club is the Local Affiliate and the Foundation is their 501(c)3 partner, the Foundation would need to be the entity applying for and receiving the funds, but in the application, they would list the Club as the Local Affiliate and upload the Memorandum of Agreement between the Dolly Parton Imagination Library and the Club.

We would encourage the Foundation to begin the New York State Prequalification process for non-profit entities as soon as possible, if they haven’t gone through that process previously.

Our district wants to apply for the Dolly Parton’s Imagination Library program. How do we obtain a copy of the MOA needed with Dolly Parton's Imagination Library?

The Memorandum of Agreement is a document issued by the Dollywood Foundation to organizations running a local Dolly Parton’s Imagination Library program. If you are not yet a local program partner for the Imagination Library, please visit the Imagination Library website for more information on the book gifting program and the process to become a Local Program Partner.

How do you obtain an agreement with Dolly Parton Library System?

For the mandatory MOA to apply for the program, is this something that is on file strictly within our district policies or is this something we would need to file with the Imagination Library?

Could you offer any guidance on how we would go about obtaining an MOA with DPIL for the application requirement?

I was wondering if you had a template available for an MOA for participation in the Dolly Parton Imagination Library program/grant?

Would you have an example of an MOA that our district could use as a reference for our application for the Dolly Parton Imagination Library?

Is there a sample MOA or items that must be included in the MOA?

Who do I contact for the MOU with Dollywood prior to submitting the grant?

The Imagination Library website has information on becoming a Local Program Partner. You can also reach out to the Regional Director for the Imagination Library program at lwirt@imaginationlibrary.com.

What is the contact information to submit the request for the MOA with Dolly Parton Imagination Library

Would a school district be required to secure an executed MOU with Dolly before they can apply for funding?

Yes, any organization applying must have an established Memorandum of Agreement (MOA) to participate in Dolly Parton’s Imagination Library. This MOA must be in place by the grant application deadline to be eligible.

I would like to know if a school district must already be a ‘Local Program Partner’ with the Dolly Parton Imagination Library to be eligible to apply for this grant.

I was curious as to how to best answer the "what date was your ordering system turned on" question, as I'm working with a school district that is planning to launch a new DPIL program.

You can estimate a date your ordering system will be turned on.

With the matching requirements of the grant, wouldn't this be considered gifting of public funds?

The match requirement is established by the language in the budget appropriation for the program.

We are not in the SEDREF directory and do not have a SED (BEDS) code. Is all we need to do to be compliant for this NYS DPIL grant is fill out the Section 5 one page data capture form? Or do we need to go further and apply for a code through the agency itself? If so, is there a link to apply for a SED code for a non-school district, non-profit agency?

Complete the data capture form and upload to the application. A SED code will be assigned once your organization is added to the SEDREF database.

I am trying to apply for prequalification on the SFS platform. When I apply for the prequalification application, the message reads "The organization type on your supplier profile does not require a prequalification application. The organization type defined on your supplier profile does not require a pre qualification application". Can I submit for application for Dolly Parton's Imagination Library grant?

Some organization types that are eligible to apply for this grant are not required to complete New York State prequalification requirements. Eligible organizations that are not required to prequalify are still eligible to submit a grant application.

Will I need to estimate community participation numbers to fill out a grant? Or could I estimate and then return any unused funds?

The application does not ask for a specific number of participants. Per the RFP, “Budgets should be reasonable and based on 50% of the expected cost charged by DPIL for participation over a 12-month period.” (pg 4 Budget (FS-10). The grant doesn’t address the spending of funds, but rather requires that the grantee show that the grant funds have been placed on deposit with the Dollywood Foundation as a credit balance towards DPIL invoices within 30 days of receipt. If, an awardee stops participating in DPIL prior to all grant funds being exhausted, NYSED has the right to recoup unspent funds. (See Reporting and Monitoring pg. 4-5)

On page 6 of the RFP, under “Entities Responsibility,” is my organization’s Board of Directors considered an appropriate governing body?

A non-profit should refer to their by-laws for the governing body. Typically, a non-profit would be governed by a Board of Directors.

On Page 6, under Entities’ Responsibility, it states “Projects must operate under the jurisdiction of the local board of education, or other appropriate governing body,” Please clarify what this means for us as a not-for-profit, which does not operate under any other governing body.

A non-profit should refer to their by-laws for the governing body. Typically, a non-profit would be governed by a Board of Directors.

On the FS-10 form, I assume that we will complete one set for each of the 3 programs we administer and plan to apply for. How would you like us to differentiate for each program?

Yes, you will need to do one set of FS-10s for each application/program. You can include the grant application title or application number on the front page of the FS-10 so we are able to differentiate.

We just became operational and will be sending out our first books in January. Does this make us an “existing DPIL program partner”? Since you have to have an MOA in place by the date of the grant application, we were a little confused by the questions in section 3 that say “For existing DPIL program partners…” Wouldn’t every applicant be an existing program partner?

Existing programs are those who will be operational (ordering system turned on) at least one year as of 01/10/25. Those in operation less than one year will be considered new programs. See page 15 of RFP.

When are we required to deposit the matching funds with the Dollywood Foundation? Are we required to deposit the entire amount for the year in order to release the grant funds, or can we do it monthly? (This question is in relation to the Matching Funds & Deposit Account section of the Certification and Acknowledgement in section 5.)

Per the Grant Payment Schedule on page 4 of the RFP, for applicants awarded grants, full matching funds will need to be deposited prior to grant payment:

Grant Payment Schedule

Grant funds are paid in one installment. Release of the total award is authorized with the approval of a submitted FS-25, acceptable documentation that the required matching funds are on deposit with DPIL and, if applicable, the executed grant contract.

On page 3, under Program Description, it states “for established Program Partners to be able to increase their enrolled members in existing coverage areas and/or expand into new areas.” Please clarify if this means that existing programs who have significant enrollment currently are only eligible to apply for funding for any new enrollees and that expenses related to currently enrolled children may not receive grant funding.

There is no specific requirement that the funding be used only for new enrollees. It is a goal of the grant program that existing local program partners will use grant funds to expand their coverage area or increase enrollment in existing areas.

We are wondering if we can apply for the grant asking for less than $2,500?

The minimum grant that can be applied for is $2,500.

The grant guidelines say that the minimum grant amount is $2,500. If we get a grant of $2,500 and we match that amount for a total of $5,000, we would need to serve 160 children ($5,000÷12÷$2.60=160 children). What happens if we are not able to meet the goal of 160 children and are not able to spend the minimum grant amount by the end of the year?

The grant doesn’t address the spending of funds, but rather requires that the grantee show that the grant funds have been placed on deposit with the Dollywood Foundation as a credit balance towards DPIL invoices within 30 days of receipt. If, an awardee stops participating in DPIL prior to all grant funds being exhausted, NYSED has the right to recoup unspent funds. (See Reporting and Monitoring pg. 4-5)

If we are awarded up to half of the cost for each child ($1.30) from the NYS grant, can we look to fund the other $1.30 from a local business partner?

The RFP does not have a requirement as to how applicants procure the matching funds. Applicants must attest that the matching funds have been secured.

Per page 5 of the RFP:

Attestation of Matching Funds

Applicants must attest that the organization has a matching amount equivalent to the funds being applied for available to be deposited with the Dollywood Foundation for DPIL. Applicant acknowledges and agrees to deposit matching funds into a deposit account with the Dollywood Foundation. NYSED will need to receive proof of deposit before issuing grant payment.

Do New York State School Districts need to complete the prequalification processes before they apply for this grant opportunity?

No. New York State School Districts are not subject to the prequalification requirement.

We have a Vendor ID# and it is listed on the application. Do we need to also fill out a Vendor responsibility form and send it in?

State law requires that the award of state contracts be made to responsible vendors. NYSED recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. To enroll in and use the New York State VendRep System, see the VendRep System Instructions or go directly to the VendRep System online. This should be completed before the grant is awarded.

We have a Vendor ID# and it is listed on the application. Do we need to send in a Payee Form and Substitute W9 with the FS-10 form?

All applicants must send in a Payee Form. The Substitute W9 form only needs to be sent if your organization does not have a vendor ID.

In the application, there is a place where we are required to upload a document showing proof of deposit with Dollywood. Is there something specific we need to include there?

Proof of deposit is not needed with the application, only once an applicant is awarded a grant. Attestation of Matching Funds does need to be uploaded to the application.

Per the RFP:

Attestation of Matching Funds

Deposit Account with Dollywood Foundation for DPIL Costs

If awarded, all grant funds paid and matching funds must be deposited with the Dollywood Foundation as a credit balance for monthly DPIL invoices to be paid from.

Why do I need to fill out a 2022 American Community Survey listing the total Below Poverty level when I pay for all children. This should be for all children. We are a small library with very little funding but we are supporting this for children of all economic circumstances.

The Below Poverty Level percentage is only a scoring factor for the competitive grant program. Grant funds awarded can be used to pay DPIL costs for any of an awardee’s enrolled children.

I just want to verify that I am ONLY entering the amounted requested in the Purchased Services tab – nothing else. $49,000 is 29% of our program cost; should I enter “29% of program cost” in the calculation of cost cell? (Rather than 50% of DPIL Costs)

Correct, just enter the amount requested. You do not need to change the calculation of cost cell.

Do the following forms only get sent in, after being awarded the grant, and where are they sent: FS-25 form; the grant contract form; Proof of Workers Compensation coverage; Proof of Disability and Paid Family Leave coverage.

Instructions as to where and how to send the FS-25 Form, the grant contract form and proof of insurance coverage will be provided after grant winners have been selected.

The 3 copies of completed FS-10s, required for the application, should be printed, signed in blue ink, and mailed to:

Holly Peacock
Division of Library Development
10B41 Cultural Education Center
222 Madison Avenue
Albany, NY 12230

Our organization is a 501(c)3 certified through the NYS Dept of State. We are staffed by volunteers and there are no paid employees. All fiscal obligations to the Dolly Parton Imagination Library are handled by our treasurer. The management of the registration of children and management of the monthly enrollment for book disbursement is provided by staff. The organization do(es) not hire, supervise or pay these employees. Do we just state that in response to questions 7, 8, and 9 on page 7 of the manual?

For prequalification questions, you can refer to the resources at Resources for Grant Applicants | Grants Management or contact the SFS help desk at helpdesk@sfs.ny.gov.

Question 10 on page 8 refers to a requirement of an electronic accounting system. We have an annual budget of less than $20,000 and use tax software to submit our information to CPA tax accountant company. Is that adequate?

For prequalification questions, you can refer to the resources at Resources for Grant Applicants | Grants Management or contact the SFS help desk at helpdesk@sfs.ny.gov.

I am not sure how to complete Section 3: Children Served for the DPIL Grant proposal.

Please see Application Questions and Narrative section on page 12 of the RFP.

NYS Grants for Participation in Dolly Parton’s Imagination Library

Library Funding Home

Federal Aid Programs

Library Laws and Regulations

Overview

Application

Online Grant Application

Prequalification Requirement:

Questions and Answer Summary

We are interested in applying for the Dolly Parton Imagination Library Participation Grant; however I am getting stopped at the login page. Can you give me more information on the login?

Our Foundation is applying for the DPIL grant. I thought I saw that we should file an intent to apply, but I cannot find where I read that. Can you please advise?

What is the total amount of funding for the Dolly Parton grant?

What is the grant money for this program funding? Can I apply as a school library to receive money to buy books for my library? Or is it to pay me to sign people up for Imagination Library?

I am the principal of a Public School. Am I eligible for grant and what are the key items needed in order to secure the grant? I currently do not have an afterschool system. If I were to get a CBO, will they be able to apply on behalf of the school for the grant?

We serve as fiscal agent for our local DPIL as well other local affiliates within the County. Would you recommend that each affiliate apply for the funds, or can we apply on behalf of everyone under our EIN, SED, and Vendor ID?

If an organization has two separate MOUs with the Imagination Library is it possible for them to submit two applications—one for each iteration of the Imagination Library? The two MOUs serve families in two separate geographic areas, so there wouldn’t be any overlap of services.

We have MOAs with the DPIL for 6 school districts. Do you have to do 6 applications, or can we combine it on one?

Our district wants to apply for the Dolly Parton’s Imagination Library program. How do we obtain a copy of the MOA needed with Dolly Parton's Imagination Library?

How do you obtain an agreement with Dolly Parton Library System?

For the mandatory MOA to apply for the program, is this something that is on file strictly within our district policies or is this something we would need to file with the Imagination Library?

Could you offer any guidance on how we would go about obtaining an MOA with DPIL for the application requirement?

I was wondering if you had a template available for an MOA for participation in the Dolly Parton Imagination Library program/grant?

Would you have an example of an MOA that our district could use as a reference for our application for the Dolly Parton Imagination Library?

Is there a sample MOA or items that must be included in the MOA?

Who do I contact for the MOU with Dollywood prior to submitting the grant?

What is the contact information to submit the request for the MOA with Dolly Parton Imagination Library

Would a school district be required to secure an executed MOU with Dolly before they can apply for funding?

I would like to know if a school district must already be a ‘Local Program Partner’ with the Dolly Parton Imagination Library to be eligible to apply for this grant.

I was curious as to how to best answer the "what date was your ordering system turned on" question, as I'm working with a school district that is planning to launch a new DPIL program.

With the matching requirements of the grant, wouldn't this be considered gifting of public funds?

Will I need to estimate community participation numbers to fill out a grant? Or could I estimate and then return any unused funds?

On page 6 of the RFP, under “Entities Responsibility,” is my organization’s Board of Directors considered an appropriate governing body?

On Page 6, under Entities’ Responsibility, it states “Projects must operate under the jurisdiction of the local board of education, or other appropriate governing body,” Please clarify what this means for us as a not-for-profit, which does not operate under any other governing body.

On the FS-10 form, I assume that we will complete one set for each of the 3 programs we administer and plan to apply for. How would you like us to differentiate for each program?

We are wondering if we can apply for the grant asking for less than $2,500?

If we are awarded up to half of the cost for each child ($1.30) from the NYS grant, can we look to fund the other $1.30 from a local business partner?

Do New York State School Districts need to complete the prequalification processes before they apply for this grant opportunity?

We have a Vendor ID# and it is listed on the application. Do we need to also fill out a Vendor responsibility form and send it in?

We have a Vendor ID# and it is listed on the application. Do we need to send in a Payee Form and Substitute W9 with the FS-10 form?

In the application, there is a place where we are required to upload a document showing proof of deposit with Dollywood. Is there something specific we need to include there?

Why do I need to fill out a 2022 American Community Survey listing the total Below Poverty level when I pay for all children. This should be for all children. We are a small library with very little funding but we are supporting this for children of all economic circumstances.

I just want to verify that I am ONLY entering the amounted requested in the Purchased Services tab – nothing else. $49,000 is 29% of our program cost; should I enter “29% of program cost” in the calculation of cost cell? (Rather than 50% of DPIL Costs)

Do the following forms only get sent in, after being awarded the grant, and where are they sent: FS-25 form; the grant contract form; Proof of Workers Compensation coverage; Proof of Disability and Paid Family Leave coverage.

Question 10 on page 8 refers to a requirement of an electronic accounting system. We have an annual budget of less than $20,000 and use tax software to submit our information to CPA tax accountant company. Is that adequate?

I am not sure how to complete Section 3: Children Served for the DPIL Grant proposal.