OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICEOrientation 2011 CSP Grant Training Q&A WebEx instructions Tera Teders Welcome 2011-2014 SUB-GRANTEES org Helen Giraitis – Grant Director (850) 245-9639 Helen.DOE Grant Specialists Charlene Burke (850) 245-0897 [email protected] Laura Pond (850) 245-5138 laura.org [email protected] Heather Harrell (850) 245-0859 [email protected]@fldoe. and are available to assist charter schools in the following ways: • Provide technical assistance with grant forms and paperwork • Track grant timelines and provide notices and reminders • Act as a liaison between the charter school. and the sponsor . review and approve grant budgets. the Department of Education.Role of Grant Specialists Grant Specialists maintain files for each grant recipient. April 2011 http://www2.Principal is Primary Contact G-1.html . and applications. the charter school must exercise special care to ensure that the charter school directly administers or supervises the administration of the Federal grant and is independent of the for-profit CMO or EMO. Charter Schools Program Title V.702 and 76. and approved applications. Grantees must directly administer or supervise the administration of the project.ed. Part B of the ESEA Nonregulatory Guidance. and accounting for. and must use Federal funds in accordance with those statutes. 34 CFR 75. Federal funds. regulations. regulations. As discussed in B-13. in cases where a charter school has contracted with a for-profit CMO or EMO to manage the day-to-day operations of the charter school.700-75. What are the administrative and fiscal responsibilities of a charter school grantee under the CSP? Charter schools receiving CSP grants must comply with applicable statutes.701. and must use fiscal control and fund accounting procedures that ensure proper disbursement of.gov/programs/charter/nonregulatory-guidance. CSP Grant to New Charter Schools Principal Grant Involvement • • • • • • • • • • • Principal contact info: All Implementation Grants Has copy of CSP Grant Application Aware of objectives. completion Has copy of all board-approved policies Documents all principal & staff training Attends CS Conference annually Participates in CSP budget revisions Has copy of all purchase documentation Maintains CSP grant-related inventory Site Visit preparation and participation Input on Budget . timeline. and the budget periods may not overlap.Timelines This is a multi-year project with a maximum program performance period of 36 months and is comprised of 3 budget periods: • Planning and Program Development (max 18 months) • Implementation 1 (max 12 months) • Implementation 2 (max 12 months) The three budget periods combined may not exceed 36 months. Read the 2011 RFP & Your Schools Application . 000 + Phase 3 12 months Implementation 2 $75.000 Phase 2 12 months Implementation 1 $225. .000 + +Funding may be adjusted depending on enrollment.Three Phases of the Grant Phase 1 12-18 months Planning $25.000 or $275. Planning Phase Planning Phase 12-18 months School Opening 2011 or 2012 List of Board Members Signed Charter School Contract GEPA (General Education Provisions Act) Budget. Work with your Grant Specialist Attachment K (If Applicable) CSP Grant Checklist . Project Award Notification DOE 200 Items purchased with these funds must be made within the specified budget period . How do I get my Money? Work with your Grant Specialist to revise your budgets (DOE 101s) Award Letter (DOE 200) will be sent to Principal. Contact your fiscal sponsor (district. state university/college or community college) for the grant funds as soon as you receive your Award Letter. District and ESP/Management Company via email. . (School District.Fiscal Sponsor Each charter school is required to utilize its sponsor as a fiscal agent. advance). quarterly. State University/College. end of project performance period reports to the sponsor. inventory reports. Community College) . Disbursement of funds vary by sponsor/district (reimbursement-only. Grant recipients are required to submit receipts. project amendments. Spend the Money!!! Spend ALL of the Funds awarded. . Documentation of objectives that have been completed (Labeled and sent to your Grant Specialist) Attachment J.Project Period Paperwork All of this must be done BEFORE your Planning Project Period end date! 1. 2. Signed DOE 150 and 101s. 4. Itemized expense report. Rough draft of budget reviewed by your Grant Specialist. original signature forms arrive at Grants Management. CSP Grant Checklist . 3. Program Review Governance Training for Board Potential Board Member Conflict of Interest (Lease/Rent. First Serve) Application/No Articulation (incoming) Signed Lease Agreement Signed Charter School Contract CSP Grant Checklist All Schools . School Employee. Personal/Business Interest) GEPA (General Education Provisions Act) Dissemination (Student Recruitment) Lottery (No First Come. Governing Board will adopt conflict of interest policies D. Governing Board will complete required governance training. Governing Board will adopt policies to ensure school meets federal definition of a charter school . C.Goals and Objectives 1. within 90 days of appointment & Prior to Imp.cfm) B.charterresource. Founding and Governance A. School will have formal governing board prepared to fulfill its duties (www. I.org/resource_search. Note: Governing board members must receive refresher training at least once every three years in order to retain a position on the charter school board.Training Requirements 1. Governance Training Documentation must be provided before Implementation 1 funds are awarded for new and currently operating schools. **If you have multiple schools with the same governing board.0784. F.A.C. we will only pay for the training expense once or evenly split between all schools served by that board. Rule 6A-6. . award.Procurement Federal Procurement Policies: 34 CFR 74. any member of his or her immediate family.40-74. has a financial or other interest in the firm selected for the award. officer.” EDGAR §74. • COI exists when an “employee. and administration process if a conflict of interest exists.42 .48 Conflict of Interest • May not participate in the selection. or an organization which employs the parties indicated herein. his or her partner. 40-74.48 • Must perform cost or price analysis by obtaining and documenting at least 3 written bids/quotes for the appropriate purchases • Must ensure vendor selected or service purchased is most reasonable and not solely based on price • Must justify and document any sole-source.Procurement Federal Procurement Policies: 34 CFR 74. . All expenditures must be consistent with applicable state and federal laws.Allowable Expenditures . priorities. and expected outcomes.Allowable Expenditures Project funds must be used for activities that directly support the accomplishment of the project purpose. Handout . regulations. and guidance. Prohibited Expenditures • Project funds may not be used to supplant existing programs and/or funding and may not be used to benefit Pre-K programs. • Federal regulations do not allow recipients to spend funds for expenditures which were encumbered prior to the effective date of the project award. . (Pre-K ESE is allowable.) • Federal regulations expressly prohibit the acquisition of facilities and construction. Planning Allowable Expenses • • • • • Marketing/Recruiting Community Outreach Technology/Principal computer Teacher professional development Legal. Auditing and Consultants developing your educational program.2011 CSP Allowable Expenses List . Accounting. • Travel to Charter School Conference $25.000 – Planning funds Handout . 000) DOE Forms: http://www. etc. room. grades K-5 (one classroom per grade level). be specific in Column (3) by including: • • • • • Category Use (grades.org/information/charter_schools/charter_general_Info _and_forms.asp .floridaschoolchoice.) Description Quantity Price Per Unit (3) ACCOUNT TITLE AND NARRATIVE Equipment: These items will be used for classroom instruction.Budget Narrative DOE 101s When completing the DOE 101s for budget narratives. Document Cameras (6 @ $300) Smart boards (6 @ $2. org/fefp/redtoc.asp .Coding Expenses (Function & Object Codes) http://www.fldoe. Gaines Street.Submit Budgets Florida Department of Education Office of Grants Management Florida Department of Education 325 W. 101s and 151) should be submitted to the Office of Grants Management. Room 332 Tallahassee. . Make sure you review the budget with your Grant Specialist BEFORE you submit it . Florida 32399-0400 Fax (850) 245-0875 All DOE Forms (150. Commingling Commingling of grant funds is prohibited: • Only the school that receives the grant award may benefit from the award. Funds may not be used to purchase goods or services for another school at the same location or under the same management as the recipient school. • Grant recipients must be able to track all expenditures back to the funding source. • Co-located schools must be especially careful to avoid this situation. . Co-located Schools Separate each school’s: • Leadership • Admissions • Marketing • Grant Funded Items/Labeling • Receipts • Signage • Physical space These factors are reviewed during the school monitoring visit. . Charter School Challenges Lease vs. reasonable notice. Instructional Staff Relationship with Sponsor (Communication & Timelines) Parent & Community Outreach: Effective Communication & Meaningful Participation Sunshine Law: • All board meetings open. & minutes recorded • Any time 2 or more members of the same board discuss business that may lead to foreseeable action • Public/community opportunity for orderly discussion . Enrollment (Fixed Cost versus Variable Revenue) Board Size (Small Boards<5. Large Boards>10) Administrative vs. 000 Square Feet: Over Capacity . 2009 73 Students • 20.Lease Example Forecast: 250 Students Enrollment: Nov. 400 Remaining after Lease .425 Estimated FEFP $5500/Student x 73 Students = $401.500 or $48.Lease Example • • • Additional Sales Tax Annual cost $353. Monthly $29.100. Parent & Community Outreach Beyond “Bakesales” Staff. videoteleconference) . Saturdays. Parents. and community attendance (evenings. Examples include: • Special board committees • Development and review of school improvement plan • Participation in the selection/interview process of school leadership (selected representatives) • Meetings held at times to maximize staff. parent. and Community have opportunities to actively participate in the design and implementation of the charter school. myflsunshine.Sunshine Law http://www.com/ . floridaschoolchoice.org/Information/Charter_Schools/ .Charter School Web Site www. . Management Company. Physical Address of School. Board members.CSP News Are you receiving it? Contacts: Principal is primary contact. charterschoolconference. 2011 School Monitoring Visits September 20 & 21.24. 2011 http://www. 2011 Budget Amendments & Detailed Documents TBA Florida Charter School Conference Training November 14-16.com/ .Required Future Training All Schools – Future Webinars • • • • • Implementation Boot Camp June 20 . 2011 ESP and Management Company July 7. VIII. Q & A Questions? .