SRTS Award Recipient Training

Linda Patrick, M.S., SRTS Program CoordinatorApril Morrison-Harke, SRTS Contracts Coordinator

June 7, 2012

School City

Durant Tuuri Mott Elementary Flint

Sylvester Elementary & Berrien Springs Middle Berrien Springs

Frankfort Elementary Frankfort

Palmer Elementary Grand Rapids

2012 Non-Infrastructure Awards

Today’s two-part training will:

• Help your SRTS team successfully implement your awarded SRTS non-infrastructure programs in a timely fashion.

• Help your SRTS fiduciary, principal and program coordinator understand the contracting/ reimbursement process.

Part 1

Getting your Program Started

• SPECIFIC, MEASUREABLE, AGREED, REALISTIC,TIME SCHEDULE

• Specific activities are funded by SRTS.• Measurable results are expected and reported

during implementation. • Agreed activities are planned and implemented

in addition to completing post surveys.• Remember to request line item changes if they

are needed to achieve realistic results.• Time your activities to achieve planned results.

‘SMART’ Planning & Program Development

Roles and Responsibilities

Program Coordinator Responsibilities

•Champion and facilitate all SRTS involvement•Implement awarded SRTS activities •Formalize and promote routes•Complete progress reports•Conduct ongoing parent/guardian outreach•Complete end-of-year MSU evaluation assessments•Follow fiduciary’s rules for the purchase of approved items and payment of the program coordinator hours

Principal Responsibilities

•Support the distribution of SRTS information and materials, including end-of-grant parent and student surveys.

•Provide permission to engage students and staff in SRTS activities.

•Help delegate leadership roles and assist with parent involvement when opportunities arise.

•Continue participating as a SRTS team member.

Three Frequent Program Coordination Challenges:

1.Participation levels are lower than projected goals.

2.Difficulty maintaining a consistent core group of volunteers.

3.Working toward long-term program sustainability.

• Late programming• Weak programming• Activities do not focus 100% on non-

motorized travel to and from school• Late and/or incomplete progress report

submission• Losing contact with the fiduciary• Not requesting line item changes • Inaccurate numbers

Frequent Prog. Coord. Errors

http://www.saferoutesmichigan.org/resources

SRTS Website Resources

Pedestrian Education Programs

=Knowledge Skill-Based+

Safer Pedestrians

Knowledge-Based Ped. Ed.

• Reinforces facts, concepts and principals before

introducing skill-based programs.• Are useful during indoor months.

• Create a forum for discussion.

• Share information that can not be safely shared

using a skill-based approach.

• Means preferably no school-wide assemblies.

Skill-Based Ped. Ed.

• Creates teachable, real-world moments using the sidewalk and built environment as the classroom.

• Students to discover the right, and safe answers themselves.

• Often integrates parent and student safety education.• Volunteer-based ped. ed. activities encourage local

Safe Routes to School ownership.

Elem. Ped. Ed. Recommendations

• NHTSA Child Pedestrian Safety Curriculum

• Knowledge and skill-based pedestrian for students in kindergarten through fifth grade.

• Incorporates National Physical Education and Health Standards of Learning, and offers cross-curricular connections to reinforce the pedestrian safety concepts across various educational contexts.

• Includes student curriculum, tests and teacher guide

M.S. Ped. Ed. Recommendations

Bilingual Ped. Ed. Recommendations

Bike Safety Education

Bicycle Safety Curriculum •MI SR2S Handbook

Bicycle Rodeos•An Organizer’s Guide to Bicycle Rodeos•NHTSA Cycling Skills Clinic

Bicycle Parent Education•What Parents Need to Know about Children and Bicycles

Bicycle Encouragement Activities

•Bicycle Safety Activity Kit

Bicycle Trains•DC Safe Routes to School Bike Train Video

• Should motivate and reward students for participation, while promoting safety.

• Mileage clubs

• Walking Wednesdays

• Walking school busses

• Route map development

Encouragement Programs

Encouragement Items

• Invite ongoing participation• Include effective ‘freebies,’ such as:

– Extra credit– “Line leader” privileges – Free time in the gym, art class or lab– Early lunch– Lunch with a guest– Exposure in the local paper

• Use the Michigan SRTS logo, available at: http://saferoutesmichigan.org/resources

Encouragement Items

•

•

Ineligible Encouragement Items

• T-shirts• Gift cards• Adult or student raffle items • Items to reward meeting attendance • Full meals• Crossing guard salaries• Candy, soda, junk food, or unhealthy fast foods

Personal Safety Resources

Personal Safety Resources• Stray animal removal and vaccination programs• Gang violence prevention programs• Safe House Programs• Anti-bullying activities• Graffiti removal or general neighborhood clean-

up or beautification programs• Abandoned building demolition• Security cameras• Community safety patrols• Neighborhood revitalization programs

Walking School Bus Resources

• saferoutesmichigan.org/wsb

• Five-minute video: Confessions of a Walking School Bus Mom: http://video.google.com/videoplay?docid=-2310536266249138899

The Final Step: Submitting a Progress Report

Part 2

Fiduciary Contract, Reporting Reimbursementand

Invoicing Guidelines

Fiduciary Responsibilities

•Pays for staff and program expenses

•Works with program coordinator to discuss spending procedures and payment schedules

•Ensures award money is spent in accordance with the contract

•Submits reports, invoices, and receipts to MFF for reimbursement in a timely manner

1.Sub-recipients of $500,000 or more comply with audit requirements

2.Need possible updated during contract period

3.Must be submitted before contract can be executed

“Sub-recipient A-133 Audit Certification Request” Form

1.Need all pages completed before contract can be executed

2.Vendor is the fiduciary. The name that appears on the subcontract agreement

3.Vendor Type: Schools are a non-profit vendor (NPRF)

4.Federal ID # is required

5.All contact information is required

Request to Add or Update Vendor in CTRAK Form

“Consultant Data and Signature Sheet”

1.Individual/Firm: Name of fiduciary on subcontract

2.Certification affidavit: Enter the fiduciary name

3.Print or type name, same as signature below: Name authorized person to sign contracts

4.Notary seal is required

5.Name of Corporation: Fiduciary name and address

Request to Add or Update Vendor in CTRAK Form

““Persons Authorized to Execute Contracts”

1.This page required of school districts, and non-profits

2.Authorized to sign on behalf of the (enter the fiduciary)

3. Print name of authorized person to sign contracts

4. Authorized signature and date

Request to Add or Update Vendor in CTRAK Form

“Certificate of Secretary” 1.Enter the name of the fiduciary and who is a non-profit organization

2.Resolve that the following individuals are authorized to sign (list individuals)

3.A resolution is not necessary if the board policy pertaining to who is authorized to sign contracts for the school district is attached

4. Signature of secretary and date

Request to Add or Update Vendor in CTRAK Form

Fiduciary Step 1: Review Invoice Document

Fiduciary Step 2: Complete Personnel Expense Detail

Fiduciary Step 3: Complete Non-Personnel Expense Detail

Fiduciary Step 4: Attach Receipts

Invoice

Receipt if items are not specified

Receipt if other items are purchased

Fiduciary Step 5: Complete Meeting Summary Form

Fiduciary Step 6: Complete Invoice Document

Fiduciary Do’s

• Do expedite your contract.• Do reimburse staff and submit invoices in a timely

manner (quarterly at a minimum).• Do ask MFF for changes between budget line items.• Do access saferoutesmichigan.org, resources, award

recipient materials, for reporting documents.• Do save original receipts and documentation. • Do expect reimbursement to take 90 days from MFF’s

receipt of a complete Reporting/Invoicing Packet.• Do ensure MSU surveys are submitted for final

reimbursement (surveys are needed for final payout).

Fiduciary Don’ts

• Don’t spend award money until a signed contract is in place.

• Don’t wait until the end of the year to spend or request reimbursements from MFF.

• Don’t request changes to the budget for items not included in the award summary.

• Don’t have the principal or program coordinator sign your contract or request line item changes.

• Don’t hold off on contacting MFF.• Don’t submit incomplete or incorrect documentation.

Payments will not be until complete documentation is submitted.

SRTS Contacts

Progress Report and Program CoordinatorLinda Patrick

lpatrick@michiganfitness.org517.908.3830

Fiduciary and Contract CoordinatorApril Morrison-Harke

amorrison-harke@michiganfitness.org517.908.3832

Michigan technical assistanceNeed Help With? Contact

Information from MDOTSRTS State Infrastructure Program Leadership

Bryan Armstrong, SRTS MDOT Program Managerarmstrongb@michigan.gov 517.335.2636 

SRTS ContractsSouthwest and University Region Schools

April Morrison-Harke, SRTS Contract Coordinatoramorrison-harke@michiganfitness.org 517.908.3832

Completing SRTS SurveysWebsite AssistanceBay and Grand Region Schools

Alex Nikoloff, SRTS Operations Coordinator anikoloff@michiganfitness.org 517.908.3826

SRTS for Students with DisabilitiesWalking School Bus informationWalk to School DayMetro and North Region Schools

Linda Patrick, SRTS Program Coordinatorlpatrick@michiganfitness.org 517.908.3830 

SRTS State Non-Infrastructure Program Leadership 

Meg Thomas, SRTS MFF Program Directormthomas@michiganfitness.org 517.908.3824 

Make Trax CurriculumSRTS TrainingsWalking School Bus InformationSuperior Region Schools

Rosie Mesterhazy, SRTS Training Coordinatorrmesterhazy@michiganfitness.org 517.908.3828

Questions?

Thank you - we look forward to working with you!