Post on 11-Jan-2016
description
Charter School Planning Grants
Guidance Regarding Implementation
Prepared for PSA Webinar
June 8th, 2011
INTENDED OUTCOMES
Understand the application process for receiving Implementation funds.
Recognize and determine allowable expenditures in the Implementation phase.
Articulate the reporting expectations for expended funds.
CSP Planning and Implementation Grants
Purposes- To strengthen the pool of candidates applying for charters and to support those (non-profits) applicants who succeed in obtaining a charter contract as they launch the school they planned.
Non competitive- Implementation funds are generally awarded on a non-competitive basis
Ramping up- Provides support for the operations of a new charter school for purposes of equipping and supplying the school, developing needed materials and systems; and acquiring curriculum materials, texts, classroom equipment, and supplies.
What funds are available? Implementation funds shall be awarded for no
more than two years and shall equal at least $200,000 for each year.
Can provide funding for up to 24 months. Year one- $200,000 Year two- $200,000 An additional $50,000 is available per year for a high
school that gives plan, explore, Act tests/and provides results to MDE.
Funds Are Drawn on a Reimbursement Basis
Make sure you know when funds can be encumbered!!
Implementation- General You Have a Charter/District Code You have completed requirements of
stage 2 planning and completed the FER. Large Amounts of “Stuff” May Have More Developed Rel. with ESP
Must maintain independent documentationArms length and severable agreement Contract- Should be specific to products and
services and can effect allowable expenditures.
Implementation- Procurement
MISchool
Account.Manual
pp.246
Revised School CodeMCL 380.1274
EDGAR34 CFR part 80.36
“..subgrantees will use their own procurement procedures which reflect applicable State and local laws and regulations…” Boards should function free from an appearance of conflict of interest.
“schools must have competitive bidding procedures for purchases of supplies, materials, equipment which exceeds a bid threshold.”
Chart of Accounts- Function and Object Codes. (Available at MDE website)
Statutory Guidelines
Implementation- Procurement Expectations
Procurement is considered a core-compliance requirement. Develop and maintain a written procedure for
procurement transactions. (Internal Controls) Include specific deliverables in all contractsWritten code of conduct for individuals for
procurement transactions. Free from Conflict of Interest or the appearance of
a conflict of interest.
Implementation- Procurement Expectations (continued)
Ensure that procurement procedures provide for full and open competition
Bidding is necessary for goods over the state minimum.
REMCAny person who develops specifications, is
excluded from competing for contract awards.
Implementation Application- The Narrative
Builds Upon the original competitive application. Update the status of tasks and deliverables Propose new activities, tasks, and
deliverables for implementation.The narrative provides additional details that
are not included in the MP and BudgetCan provide context for allowable Expenses
Implementation-Management Plan and Budget
Identify tasks and deliverables that you intend to undertake and fund with grant dollars for the up to 12 month project period. (year one).
This becomes a comprehensive work plan Each task is identified by a number and
function code. (available at MDE website/audits)
i.e.- 111-1 Instructional supplies 111-2 Textbooks 331-1 Parent Input, 331-2 Career Fair
Common Function/Object Codes
Function Codes (Row)
111,112,113-leveled curriculum and assessment Work
231 Board, legal, PD 233 Grant .Management 232- Office Equip. Supplies 252- Accounting, Fiscal 284 Student Info. Systems 331 Community Relations
Object Code (Column)
Salaries 1000 Benefits 2000 Purchases Services 3000 Supplies and Materials 5000 Other Expenses 7000,8000
There are many additional
sub-divisions
Implementation Management Plan/Budget (cont.)
A synchronized budget is developed and posted in the MEGS application.
X’s are placed under the completion month-adapted to start date.
Proposals and modifications must be approved by the MDE prior to obligating funds.
Process for encumbering Implementation funds
Dev. Team Gets Notification Letter of charter
Notification To Mde
Contract Developed/Reviewed
Eligibility Letter/DistrictCode Sent toPSA Board
Letter From SPI Assigning District Code
MEGS IS OPENEDSG Submits CompletedImp. ApplicationMDE Review/Approval
ImplementationFunds Can BeEncumbered-LATEROF ELIGIBILITY LETTEROR SUBSTANTIALLY COMPLETED APPLICATION
1
2
3
45
6
7
Implementation Funds Requested
SPIEligibility Letter Received
Principles for Determining Allowable Activities
General Qualifying Questions Is it a one time expense (generally yes)Reoccurring (generally no)Must be reasonable, necessary, and allocable
to meet objectives of the grant.Must be included in the grant management
Plan and corresponding budget.20 U.S.C. 7221c(f)(3); 2 CFR 23
Basic Allowable Activities (Cont.)
A. Acquiring necessary equipment and educational material and supplies (not on-going)-How closely is it related to students/teachers and non-supplantingTechnology- (computers, printers,
projectors,etc.) Software to support the classroom and educational
Hook-up and installation cost.
Basic Allowable Activities (Cont.)
Textbooks and library booksDesks, tables, chairs, shelving, or other
equipment to support educational program. Not central office equipment
Educational supplies and materials Not general use office/cleaning supplies and
equipment.
Basic Allowable Activities (Cont.)
B. Acquiring and refining curriculum materials.Staff training- must be specific to curriculum,
instruction, assessment goals in narrative/management plan for purpose of building capacity.
Purchase of products and goods.
Basic Allowable Activities (Cont.)
C. Informing the community about the school. Can include
radio, print and electronic media development costs.
Costs of advertising-Awareness not promotion Website development and management Placards/Banners for grand openings, parent
partnerships, staff recruitment.
Basic Allowable Activities (Cont.)
D. Other INITIAL operational costs that cannot be met from state or local sources.Generally might include:
Health, code, safety inspections and certifications. Portable equipment for food service and custodial. Grant management fees- must be specific to tasks Engaging and training staff Development and production of handbooks Development and production of Board Policies and
Guidelines.
Basic Allowable Activities (Cont.)
Developing Human Resource Policies/ Protocols Purchase of evaluation software Training regarding new software Fees for consultants specifically related to
management plan tasks Technical assistance for PSA board of directors Office Implementation Costs- Accounting and
student data management systems Office equipment
Basic Allowable Activities (Cont.)
Generally would not include: Services or goods not included in Management plan and
budget. Tasks that do not directly impact students and teachers Administration (counselor/social work) specific purchases. Signage Security equipment- no alarms, surveillance No routine operational expenses, no internet, cable,
telephone, or utilities. Carpet, paint, lighting
Generally Would Not Include Cont.
Leases or constructionStudent enrollment processMonthly service feesAuditsReoccurring costs/Expendables Processing Staff- security checks, basic
human resources.20 U.S.C. 7221c(f)(3); 2 CFR 230
Reporting Requirements Mid-Year Progress Report – Checklist
Copies of PO’s to evidence internal controls. Invoices and cancelled checks for supplies
materials and services charged to grant. Documentation of all days and hours charged by
consultant/vendors/employees. Contracts –Deliverables and timesheets
Must be clear the Board is approving, purchasing and receiving goods and services.
Conclusion
Questions Evaluation Feedback