The Public Telecommunications Facilities Program: A Webinar for Grant Applicants

1. The Public Telecommunications Facilities Program:A Webinar for Grant Applicants Fiscal Year 2011 www.ntia.doc.gov/ptfp

2. Today We Will Cover • About PTFP • Application Strategy • Application Content • Application Logistics • Navigating the PTFP Website • Application Evaluation • Contact Information • Questions from You

3. What is the Public Telecommunications Facilities Program? PTFP is the Federal grant program that provides funds for planning and construction of public telecommunications facilities and distance learning projects. PTFP funds the acquisition and replacement of broadcast and telecommunications equipment.

4. PTFP Purpose • To provide equipment so that stations can produce professional quality public service programming to serve as many Americans as possible • Applications that focus on professional quality public broadcasting service may score higher than applications that focus on training volunteers and students

5. PTFP funds equipment that supports the broadcast chain: from microphones and cameras, through master control and production rooms, to satellite dishes, transmission systems and test equipment.

6. FY 10 PTFP Grants • Applications: $39.9 m 228 apps • Total awards: $20.5 m 125 grants • TV awards $11.8 m 51 grants • (DTV awards $ 4.1 m 16 grants) • Radio awards $ 8.1 m 73 grants • Distance learning $ .1 m 1 grant

7. 2010 Summary • $10 million, 50% of funds, will replace urgently needed equipment at 72 stations. • $5.1 million, 25% of funds, will provide first public radio service to over 500,000 people and additional public radio and television service to 1.7 million people. • The remaining 25% of funds include $4.1 million in awards to assist in the digital conversion of 16 public television and three public radio stations.

8. A grant to Taping for the Blind, Inc. Houston, TX will provide receivers for the visually-impaired to listen to the reading service on a digital sub-channel of KUHT-DT. • A planning grant to NPR will explore potential digital services for public radio and television stations.

9. Previous Grant Awards • The 2010 awards, and previous years beginning in 1994, are listed on the PTFP website: www.ntia.doc.gov/ptfpClick on “Awarded Projects” on left-hand menu . If you see a recent award similar to your project, you may request a copy of the application through the Freedom of Information Act, FOIA. E-mail eFOIA@ntia.doc.gov or call 202-482-1816. It may take 3 weeks to process.

10. Eligible Organizations • A public or noncommercial educational broadcast station; or • A noncommercial telecommunications entity; or • A system of public telecommunications entities; or • A state, local, or Indian tribal government, or agency thereof; or

11. Eligibility continued • A nonprofit foundation, corporation, institution, or association organized primarily for educational or cultural purposes. • An applicant whose proposal requires an authorization from the FCC must be eligible to receive such authorization. • Refer to the PTFP Rules for full details.

12. How Much Will PTFP Fund? • All PTFP grants are matching grants. • For construction of new signals in an unserved area, PTFP presumes a 75% Federal share. • Other construction projects are presumed to be funded at a 50% Federal share. • Planning projects are presumed to be funded at 75% Federal share. • PTFP can fund any project up to 75%, if the applicant presents a strong case and the reviewers agree.

13. Matching Funds • Matchingfunds cannot come from Federal sources or CPB. • The match is your portion of the total project cost. • Donated equipment can be used,if evaluated by an independent engineer and accepted by PTFP. The donation must occur AFTER the closing date. • Professional services can be donated.

14. PTFP Is NOT a Reimbursement Program • PTFP funds can only be obligated AFTER the project period begins, typically October 1. • For the 2011 grant round, the project period will begin October 1, 2011. • Any funds obligated BEFORE the project period will be considered local matching funds.

15. New in 2011 • PTFP will notaccept applications for the same equipment that is being requested in applications to the Corporation for Public Broadcasting or Federal agencies such as or the USDA Rural Utilities Services program. • Digital priorities ROA, ROB and ROC have been deleted.

16. New in 2011 continued • PTFP will not accept applications for the following equipment: • Mobile TV transmission equipment; • CAP, CALM, or Video Description Equipment; and • The replacement of analog TV translators with analog equipment.

17. PTFP On-Line Forms vs. Grants.gov • PTFP on-line forms, printed and submitted to PTFP, compete better. • Grants.gov applications lack the organization and presentation of printed applications. • Applications submitted through Grants.gov cannot be modified after negotiations. • If awarded, Grants.gov applications will have to be re-submitted on PTFP forms.

18. Application Form • Go to www.ntia.doc.gov/ptfp • Click on “Application Process” on the left-hand menu, and then “Access Your Application.” • Click on “Register as a New User” • You choose your own user id and password. Remember them!

19. Priorities • Select a priority for your project from the examples provided in the instructions. • PTFP will review and may change the priority you selected. • Choose 1A or 1B only if there is a significant audience for a first signal.

20. What Qualifies as Another Station? • If there is another public station signal within your protected contour, including LPFMs, you should indicate it on PTFP -2, question 34. • Failing to mention the station(s) may be evaluated negatively by the reviewers. • PTFP funds projects where there are multiple public stations in the community.

21. The Equipment List • Review the list of PTFP Eligible and Ineligible Equipment. • Equipment list buttons appear on the on-line forms AFTER the PTFP-2 form is completed.

22. Finalize Your Application • A Not for Official Usewatermark appears on printed drafts of your application. • After you click on “Finalize” and “Lock Application” the watermark will disappear. • Contact PTFP immediately if you need to make revisions after you finalize and lock your application.

23. SF 424B and CD-511 • After you click “Finalize” “Lock,” the on-line application will direct you to the 2 remaining forms that need to be submitted with your application. Both forms require a signature: • SF 424B; Assurances – Non-construction Programs and • CD-511; Certification Regarding Lobbying

24. Program Narrative • Use the 5 pages wisely. Develop a theme. • Headline each section as given in the guidelines: • Applicant Qualifications • Project Objectives • Urgency • Technical Qualifications • Financial Qualifications • Involvement of Women and Minorities

25. Applicant Qualifications • Previous PTFP grantees should provide the most recent year an award was made and the project outcome. • New grantees must provide specific additional information and place it in Exhibit G. • The guidelines provide detailed instructions. Much of the material may be placed in the Exhibits.

26. Project Objectives • Begin by telling the story of your project in a couple of sentences. • Show that the project is ready to begin October 1. • PTFP instructions outline the information that should be included for each type of project. • Remember, you are writing for current station managers, not a foundation.

27. Project Objectives - 2 • Discuss how the equipment being requested will improve service to the community. • Provide details on the programming that production equipment will produce, particularly for regional or national distribution.

28. Project Objectives - 3 • Applications are not evaluated on the type of programming the station will broadcast. • Applications showing how their station’s programming is different from an existing service in the same community, and how their service is needed in the community, may score higher.

29. Urgency • Make the case for urgency. • What difference will this project make for your audience? • What will happen if it is not funded this year? • The case for urgency should be focused on the benefits to the audience, not only for the staff.

30. Technical Qualifications • Provide an overview of the technical aspects of the project. • The reviewers are station managers, not engineers. • Save the detailed technical discussion for Exhibit B.

31. Women and Minorities • The explanation of the role of women and minorities in your organization can exceed the 5 page limit. These points can make or break an application. • PTFP is seeking to know the involvement of women and minorities in decision-making at the station, in both management and programming.

32. Exhibits • Include relevant exhibits to detail items discussed in the narrative. • Include a list of exhibits. • Padding the application with irrelevant documents will not improve its score. • Include FCC applications and permits

33. Inventory, Exhibit A • List any equipment that is being replaced. Include the acquisition date. • List ONLY equipment that is relevant to the replacement equipment requested in the application. • DO NOT list the entire station inventory. • Station activation projects will not have an inventory. Check “Not Applicable.”

34. Equipment Justification, Exhibit B • Generally, 1 or 2 pages in length plus any supporting documents. • Justify the need to replace equipment or activate new facilities that are the subject of the application. • This exhibit is not a narrative version of the equipment list. Explain your evaluation of alternative technologies and why you chose the equipment on the list.

35. Exhibit B - 2 • Provide letters and e-mails from manufacturers stating non-support for equipment, if applicable. • Provide information about lack of critical repair parts, if applicable.

36. Exhibit B - 3 • Discuss the installation of a new facility that will provide broadcast and telecommunications services. • Document problems with any equipment that needs to be replaced. Include maintenance logs and photos.

37. 5 Year Equipment Plan • The 5 Year Equipment Plan is required by PTFP’s statute. • The plan must begin with the current year and specify the type of planned equipment and the estimated cost. • Indicate on your plan if you do not plan to acquire equipment in a given year.

38. The Equipment Plan Is Not • A mission statement; or • A projection of operational expenses; or • A strategic plan.

39. Support Letters • For new station activation projects include A dozen or so from opinion leaders in the community, such as the chamber of commerce, the school district, the local arts organization, or other organizations. • Do not use a “fill in the blank” format.

40. Support Letters continued • Required for distribution partnership projects such as reading services delivered by a broadcast station. • Required for organizations affiliated with another entity that holds the broadcast license, such as tribal governments and school districts.

41. Final Steps • Have one person review the ENTIRE application for content, clarity, and consistency. • Allow time to assemble the application as requested, for ease of reviewers. • Make a complete copy of your application for yourself.

42. The Folders • You may request a six-panel folder from PTFP, or purchase one such as Smead #783639, model 14075; ACCO #ACC-15036; or Oxford ESS-920025RCP2. • Place one copy in the six-panel folder—NOT the Original. • Clearly mark “Original” on the folder with the original signatures on the application.

43. Assembling the Application • Print on only one side of the page • Use tabs to divide the sections • Do Not use 3-ring spiral binders • Do use folders and binder clips • Complete instructions are provided under “Application Process” at “Preparing an Application”

44. The Deadline • PTFP’s deadline is firm. Applications must be received by PTFP by 5:00 pm, Eastern time, March 17, 2011. • Postmarks are not sufficient. • If you choose a commercial carrier, be sure to get a receipt with a delivery date guarantee.

45. Deadline continued • Applications submitted through Grants.gov must be time-stamped by 5:00 pm, Eastern time, March 17, 2011. • Grants.gov sometimes gets overloaded. Plan to submit it a day early to be sure it is submitted on time.

46. Application Evaluation • The best applications, not the neediest applicants, are funded. • All 1A and 1B applications may not be funded.

47. Evaluation - 2 • Each application is scored by 3 reviewers, senior station personnel not from your state. • Reviewers assign a point score to each application. • In addition, the national television and radio review panels--representatives from PBS, APTS, NFCB, CPB, and NPR--provide comments.

48. Evaluation - 3 • PTFP engineering staff review the list, line item by line item, and may modify it prior to award. • Modifications will be negotiated with the applicants before an award is made. • PTFP grants are awarded based on points, arrayed across all Priorities, including Broadcast Other and Special Applications. • Negotiations generally take place in July. • Awards are announced in September.

49. Pitfalls • Misplaced emphasis in application. Too much space used on accomplishments, programming, volunteers, governance, etc. • Lack of documentation showing match. • Lack of documentation on equipment need. • Insufficient explanation of request for 75% Federal share for construction applications. • Women and minorities not addressed.

50. Double Check • The PTFP instructions carefully to make sure you have included everything required. • That the original forms are signed as required, preferably in blue ink. • That every copy is complete. Applications are sent to reviewers just as they come in. • That the delivery label is correct. • Presentation counts!