OVERVIEW, ELIGIBILITY, FUNDING, SUBMISSION AND CONTACT INFORMATION

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1 OVERVIEW, ELIGIBILITY, FUNDING, SUBMISSION AND CONTACT INFORMATION Background: The Massachusetts Department of Early Education and Care (EEC) provides early education and care services for children in Massachusetts through a mixed delivery system which includes child care centers, out-of-school time programs, family child care homes, public preschool programs, private school preschool and kindergarten, and Head Start programs. EEC is responsible for licensing early education and care and out-of-school time programs throughout Massachusetts and for providing child care financial assistance to low-income families with children from birth to 13 years of age. In addition, EEC provides support for information and referral services, inclusive programming for children with special needs, parenting and family support, and professional development opportunities for educators in the early education and out of school time fields. These efforts affect thousands of early education and out-of-school time providers, who serve more than 275,000 children each day. In its broadest role, EEC also serves as a source of information to more than one million families in Massachusetts. In its efforts to provide high quality parenting and family supports to residents of the Commonwealth, EEC has embraced the nationally recognized Parent-Child Home Program (PCHP) model as an effective and innovative literacy and parenting program for families with young children in the Commonwealth. Purpose: The purpose of the Parent Child Home Program (PCHP) and the Joint Family Support Programming (JFSP) grants are to: fund PCHP services for eligible families with children who are 18 to 30 months old until their pre-kindergarten year; and complement, not replace or supplant, other family support, family literacy, home visiting, parent education, and early literacy programs in the community. PCHP is a home-based parenting, early literacy, and school readiness program designed to help strengthen verbal interaction and educational play between parents and their young children. PCHP supports and strengthens parents skills in enhancing their children s cognitive development and school readiness. Program sites serve families challenged by poverty, low levels of education, language barriers, homelessness, and other obstacles to academic success. The JFSP grant provides additional funding for the coordination of family outreach, education, and support initiatives through the Massachusetts Family Network.* *The Massachusetts Family Network (MFN) is a family education and support program for families with children prenatal through age three. MFN programs, under the guidance of a local parent and provider coalition, provide several components: home visits, developmental screening, adult education, family education, parent support groups, playgroups, and family literacy activities. 1

2 Goals and Priorities: The goals and priorities of the PCHP and/or the JFSP Grants focus on a homebased parenting, early literacy, and school readiness program designed to help strengthen verbal interaction and educational play between parents and their young children. PCHP supports and strengthens parents skills in enhancing their children s cognitive development and school readiness. Program sites serve families challenged by poverty, low levels of education, language barriers, homelessness, and other obstacles to academic success. Grantees are expected to: 1. Provide parenting, early literacy, and school readiness supports to families with children from 18 to 30 months old through the traditional PCHP model or the PCHP model for working with families experiencing homelessness (See Appendix A for a description of each model); 2. Provide a coordinated approach to family outreach, education, and support in communities with high concentrations of at risk families, including, but not limited to, families who are low income, whose first language is not English, who are homeless, and/or who are living in isolation; 3. Provide families with access to parenting information and support and identify and link at-risk families to appropriate services; and 4. Establish and maintain linkages with existing EEC funded local planning and other early education and care initiatives. Expected Outcomes Each recipient of funds under the PCHP and JFSP grants shall aim to demonstrate the following expected outcomes: Children experiencing literacy, language and print rich environments at home and in their family child care program (if applicable) (All PCHPs and JFSPs must follow the prescribed program model(s) as described in Appendix A.); Involving families in literacy rich activities and retention for the full two years of the PCHP strategy; Outreach mechanisms engaging hard to reach families including but not limited to those for whom English is a second language, families experiencing homelessness, families living in isolation and families experiencing multiple risk factors; Families participating in meaningful leadership opportunities in their communities, schools and programs, e.g. recruiting and training qualified parent participants as home visitors; and Providing all PCHP/JFSP families transition support out of their program into other community options. e.g. preschool, Head Start, prior to making a transition to a new program; Data will be collected locally and aggregated state-wide to measure the need for and effectiveness of local early education and care strategies and programming. 2

3 Applicant Eligibility: Funding: Lead agencies that were awarded PCHP grants or JFSP grants for FY 09 are eligible to apply through this Renewal RFR for FY 2010 funding. Please refer to Appendices B and C for Lead Agency Grant Eligibility amounts and the minimum number of children that must be served. Please note that EEC encourages applicants to jointly submit applications, in an effort to consolidate functions and reduce administrative costs. Please note: The lead agency and all subcontracted providers must comply with all applicable statutes, regulations, policies, and procedures, inclusive of any changes made as a result of enacted legislation, duly promulgated regulations, or policies implemented by the Board and/or Department of Early Education and Care. This is an application for the renewal of PCHP and JFSP grant funding only. Therefore, eligible Lead Agencies may only apply for the funding allocated for the Parent-Child Home Program and the Joint Family Support Program. Continuation funding for all EEC grant programs is subject to legislative allotment appropriation and authorization, as well as EEC Board approval. Fund Use: Please note: The approval of renewal applications and requests for funds is contingent upon completion of all required FY 2009 data reports. Funding used to support the desired outcomes described in this grant application* may include the following: Salaries and fringe benefits; Contracted consultants, group leaders, and trainers; Supplies and materials to implement direct service activities; Non instructional supplies and materials; Printing and reproduction; Equipment; Travel, mileage, family transportation; Operating costs (i.e. support staff, telephone, computer and internet access, EEC approved indirect rates, postage, copying, office supplies, etc.) Fees and technical assistance from the PCHP National Center (where applicable) Rental of space for program implementation and coordination; and Administrative costs as outlined below. *For JFSP renewal grants, funds may be used to pay for MFN and PCHP activities and services established through the original (FY 2007) JFSP RFR. Subcontracting Services may be provided directly by the lead agency and/or through subcontracts (subject to EEC approval) with other providers. A lead agency or subcontracted provider subject to EEC licensure shall only be awarded funds if it is in substantial compliance with applicable EEC regulations. 3

4 Fiscal Administration and Oversight Please note the limit on fiscal administrative costs. The sum of the following expenditures cannot exceed 8% of the grant award: 1. Salary of the supervisor of the grant coordinator; 2. Salaries of fiscal staff (including but not limited to: bookkeeper, contract monitors); 3. Rental of space, telephone/utility, maintenance and repair, an internal audit costs associated with the administration of the program; and 4. Costs of administrative caps on subcontracts. Administrative costs of any subcontract shall not exceed 8% of the subcontract award. Please use guidelines equivalent to those provided above to determine the administrative costs of a subcontract (e.g., replace the salary of the grant supervisor with the salary of the subcontractor s supervisor). Please note: EEC has reserved the right to include the above categories in its calculation of an approved administrative cap. Federal indirect rates may not be applied to this grant. Required Services: Objective 1. Promote family education, engagement and literacy. Desired activities to meet this objective: Support family literacy and school readiness through the Parent Child Home program model (All Parent Child Home and Joint Family Support Programs submitting this renewal application must follow the prescribed program model as described in Appendix A); Provide family education and support services that build on and enhance family strengths, support parental resilience and encourage social connections; In collaboration with CCR&Rs, provide outreach and engage family, friend and neighbor care-givers.(also known as informal or kith and kin care); and Through direct services and/or referrals, provide families with: o family literacy and school readiness activities; o family and community events; o o parent leadership opportunities; and information about early education and care opportunities and other community resources that support parents in their role as their child s first teacher. 4

5 Objective 2. Increase knowledge of and accessibility to high-quality early education and care programs and services for families with children prenatal through school-age. Desired activities to meet this objective: Conduct universal outreach through a variety of methods and languages, ensuring that all populations of children and families, especially those at-risk are engaged and are provided with opportunities to receive information and other supports; and Provide targeted outreach to underserved and/or high risk families. Objective 3. Participate in collaboration and community planning between local early education and care partners and other community stake holders or partners. Desired activities to meet this objective: Participate in community based early childhood governing council of stakeholders, including parents. Participate in community-wide needs assessment. Partner in the development of a community plan for supporting the needs of children and families. Participate in collaborative community-wide activities for families with children from prenatal through school-age. e.g. literacy fairs Collaborate across EEC funded agencies, including but not limited to public schools, Head Start programs and CCR&Rs, in order to build on and foster efficiencies within the local array of services available to children and families, and Promote the inclusion of in kind contributions as well as public and private resources to service. Grant Term: Subject to appropriation, this is a grant for the period of 7/1/2009 6/30/2010 (provided applicants continue to meet all grant requirements, including reporting requirements and appropriate use requirements). Please note: PCHP programs may run for a nine month period (September-May). Initial payments will not be received from EEC until the state budget is finalized. Contact: Gail E. DeRiggi Director of Family Engagement and Support Gail.deriggi@massmail.state.ma.us 5

6 Timeline and Submission Date: Applications must be received by Monday, June 26, 2009 at EEC s Central office by 4:30 p.m. Required Forms to be Submitted: Please only send in the following forms in the order below (do not attach appendices): 1. Part I: A. Budget Detail and Narrative; B. In Kind Contributions and Fundraising (excel doc) 2. Part II: Subcontractor Budget Detail and Narrative (excel doc) 3. Part III: Program Consolidation Question 4. Part IV: FY 2010 Program Contact Information 5. Part V: FY2009 PCHP Statistical Information/FY2010 Projected PCHP Statistical Information (if applicable) 6. Annual Parent-Child Home Program Replication Record and KEEP (Key Elements for Establishing Program) documents found in the PCHP Technical Materials Manual. The Annual Record can be generated from the PCHP Management Information System (if applicable) Please note: A Standard Contract Form and any applicable contract forms will be sent to you following programmatic approval of your grant. You do not need to submit this with your application but it is a required submission before any payments will be processed. Submission Instructions: Applicants must mail one complete* original (sign in blue ink) and one complete copy including all required forms to be submitted to: J. Kevin Roach Massachusetts Department of Early Education and Care 51 Sleeper Street 4 th floor Boston, MA ATTN: Parent Child Home Program or ATTN: Joint Family Support Programming *A complete response shall include Part I through Part IV, plus Part V and the annual PCHP record and KEEP documents articulated in #6 above, if applicable. Please do not include any of the appendices in your mailing. The appendices contain additional program information and requirements for your reference. Please make sure to put the ATTN: line on the envelope as we have several grant applications due to us at the same time. Please note that applicants must additionally Parts I and II (if applicable) to eecfs@massmail.state.ma.us. Please include the Lead Agency and name of grant program in the Subject Line of your . 6

7 Additional Information for the Applicant: Appendix A: Parent Child Home Program Guidelines Appendix B: PCHP Lead Agencies, Communities, Grant Eligibility Amounts and Minimum Number of Children Served Appendix C: JFSP Lead Agencies, Communities and Grant Eligibility Amounts Appendix D: PCHP Budget Instructions and Guidelines Appendix E: JFSP Budget Instructions and Guidelines Appendix F: Grant Payment Terms, Grant Expenditures, Termination, Recoupment of Funds, and Relevant Laws Reporting: In order to recognize accomplishments, identify challenges and inform future funding decisions, all FY10 EEC grant recipients are required to submit quarterly reports. These reports will provide EEC with information regarding the successes and challenges in meeting grant goals and objectives. A template for reporting this information will be forthcoming. Receipt of the end-of-year report will be required for approval of final grant payments. These narrative reports are in addition to the existing reporting requirements below. 7

8 PART III: Program Consolidation Question All PCHP and JFSP Grantees choosing not to file a consolidated renewal application must explain in this renewal RFR the factors that led to the decision not to apply through a consolidated application. Please include a description of how you will work towards aligning your program with other local grant programs in the future to develop a more consolidated local approach to supporting the goals described in the Coordinated Family and Community Engagement Grant. (See the Coordinated Family and Community Engagement Grant This information may be used by EEC to determine directions for a possible competitive bid of grant funds for

9 PART IV: FY 2010 Program Contact Information 1. SUMMER CONTACT - Must be available to the Department from June 10, 2009 through September 1, Name: Name of Lead Agency: Mailing Address: Phone: Fax: * 2. JFSP/PCHP COORDINATOR Name: Name of Lead Agency: Mailing Address: Phone: Fax: * 3. LEAD AGENCY CONTACT Name: Name of Lead Agency: Mailing Address: Phone: Fax: * 9

10 4. FISCAL CONTACT Name: Name of Lead Agency: Mailing Address: Phone: Fax: * 10

11 PART V FY 2009 PCHP STATISTICAL INFORMATION FY 2010 PROJECTED PCHP STATISTICAL INFORMATION Please provide the following statistical information for FY 2009(July 1, 2008 to June 30, 2009) and projected statistical information for FY 2009 (July 1, 2009 to June 30, 2010). Report only the information for the PCHP state-funded portion of the program unless otherwise instructed. 1. How many children participated in the state-funded portion of the PCHP at any point since July 1, 2008? 2a. How many of the children reported in Question 1 were enrolled in Program I? (See Appendix C.) 2b. How many of the children reported in Question 1 were enrolled in Program II? (See Appendix C.) 3. How many Program I and II children were enrolled for less than a full program year (less than 17 weeks)*? 4. How many families participated in state-funded portion of the PCHP at any point since July 1, 2008? (This number should be equal to or just less than Question 1.) 5. How many additional families were served in PCHP this year with funds other than the state grant program? 6. How many families are planning to continue into the next program year? 7. How many families with age-eligible children are on the program s PCHP waitlist? 8. How many teen parents participated in PCHP? 9. How many families experiencing homelessness participated in PCHP? 10. How many family child care providers participated in PCHP? (Approved Sites Only) 11. How many family, friend and neighbor (informal) caregivers participated in PCHP? 12. How many PCHP children were also enrolled in an early education and care program (i.e., Head Start, family child care, and center-based or public preschool program)? 13. How many of the children reported in Question 11 received EEC financial assistance? 14. Of the total number of children who participated in PCHP, please list the number served by community in your program area. FY 2009 Projected FY 2010 *Twenty-three weeks is considered a full program year. The number of children who participated in less than 17 weeks of the program is collected for statistical purposes only. 11

12 APPPENDIX A: Parent Child Home Program Guidelines The Massachusetts Department of Early Education and Care (EEC) will awards grants to sites to implement the Parent-Child Home Program (PCHP). The 25 lead agencies that received PCHP grants in FY 2009 are eligible to apply for FY 2010 PCHP grant funds. The 11 lead agencies that received JFSP grants in FY 2009 are eligible to apply for FY 2010 grant funds. Please refer to Appendices B and C for PCHP and JFSP Lead Agencies and Grant Eligibility Amounts for more information. MODEL: PCHP is a home-based parenting, early literacy, and school readiness program designed to help strengthen verbal interaction and educational play between parents and their young children. Home Visitors must visit each family twice a week for two school calendar years, starting when a child is between 18 months and 30 months and ending when the child enters the pre-kindergarten year. Depending on kindergarten entry dates and the age of a child at the start of the school year, starting ages may vary slightly. (Note: For replication, the PCHP National Center requires the twice a week model. For this grant, EEC requires that state funds be used to support the twice-a-week model. Only programs serving families experiencing homelessness may offer such families one hourly visit per week until they find permanent housing.) Home Visitors must be trained paraprofessionals or volunteers and are often parent graduates of the program. In half-hour sessions with the parent and the child, the Home Visitor models reading and activities to promote verbal interaction using carefully chosen toys and books. Other aspects of the program include the following: The books and toys must be given to the families for their follow-up use. These are called VISM (Verbal Interaction Stimulus Materials/Toys). Each program must select and purchase VISM for the first year children (Program I) and second year children (Program II). This program is targeted to families whose income or educational levels may put children at an educational disadvantage. Selection of appropriate families for PCHP is required. There is no direct teaching; instead, Home Visitors model behavior and interaction to show that learning can be fun. The visits are not structured lessons. Home Visitors leave VISM guide sheets for the parents to use during the rest of the week. Home visits are scheduled at the parents convenience. Parents who are working, in school, or in job training programs can participate. A full year program must run at least 23 weeks. SERVICE DELIVERY COSTS: Service delivery expectations (see Appendices B and C) are listed in numbers of children. The cost for an established PCHP site to serve a family experiencing homelessness is higher than the expense of delivering the standard program due to the additional travel and coordination responsibilities needed to serve very at-risk and transient families. If a family moves out of a shelter into permanent housing (within a reasonable distance), these funds allow the PCHP to continue to serve that family through the transition. 12

13 The cost for an established site to bring PCHP (time, salary, and materials) to a family child care provider is higher than the expense of delivering the standard program. The Family Child Care Provider model reaches children already in an EEC setting and provides a unique professional development opportunity for the providers. This cost does not include outreach to families served by the family child care provider. All sites implementing the family child care providers model must go through the one-day training being provided by the national center. The training is being offered to existing sites at no cost as a preconference session at the national conference. The training will also be offered in MA and going forward will be offered regularly either in conjunction with national center training institutes and the national conference. The fixed costs of a PCHP include a Coordinator s salary, administrative costs, rent/utilities if necessary, and office supplies (not VISMs). The more variable program costs are based on the total number of children enrolled in the program and/or anticipated participation. The number of children dictates the number of Home Visitors, their hours, as well as the cost of materials and supplies for the VISMs. Pay for PCHP Home Visitors varies, depending upon experience and educational background. Many programs also work with volunteer Home Visitors. On average, VISM should cost approximately $250 per family per year. A number of programs are subcontracted out by the lead agency. Please be sure that the narrative information and budget for both agencies are clearly defined and detailed in your response. TRAINING: The National Center for Parent-Child Home Program provides three-day Coordinator training. This is required training for new sites. The one-time cost for this training and technical assistance is $8,000. Any new Coordinator or Co-Coordinator at an existing site must attend the three-day Coordinator training in order for the site to remain certified; the one-time cost for this training for Massachusetts sites is $3750. The annual $300 fee to the PCHP National Center for membership and technical assistance is an acceptable use of grant funds. Newly hired Home Visitors typically receive 12 to 16 hours of training, plus weekly twohour group supervision meetings with the Coordinator. Half of the supervision time is focused on preparing Home Visitors for the next week s upcoming visit, while the other half covers various issues that have come up during home visits. Programs often schedule in-service training to help with various topics. This is an allowable expense. There is a two-day conference for Coordinators and Home Visitors every year sponsored by the PCHP National Center. It is usually held in Long Island, New York in May or June. Travel costs vary, but the registration fee is approximately $240 for the conference (subject to change based on cost annually). Conference fees are an acceptable use of funds and New York travel costs should be cost-shared with the lead agency. EEC coordinates statewide meetings for PCHP sites as needed. The program must send a representative to these meetings. In-state travel for the Coordinator is an acceptable use of grant funds. After two full years of operation, a program is required to go through a certification process with the PCHP National Center in order to be considered an authentic replication. There is no cost associated with this process. 13

14 ADMINISTRATION/SUPERVISION: The Coordinator is usually a teacher, early childhood coordinator, or social worker. PCHP recommends that each Coordinator be responsible for a maximum of families. If existing sites expand beyond this number of families, they must hire a co-coordinator or assistant coordinator, who must be trained by national center. PCHP requires Coordinators to have a college degree, although exemptions to this requirement can be granted on a case-bycase basis. Home Visitors can be paid paraprofessionals or volunteers. There are no specific educational requirements for Home Visitors other than being able to read and write well enough to complete home session reports and evaluations of families progress. Programs are encouraged to use former PCHP parent-participants as Home Visitors. Many Home Visitors are bilingual. DATA COLLECTION AND EVALUATION: The PCHP National Center requires programs to collect demographic data and data on key program elements, and also provides two measures that assess children and parent-child interaction. Demographic information includes the following: income and eligibility for entitlement programs; marital status; siblings; and parent education level. This information has traditionally been provided in the Annual PCHP Record and is now collected through the web-based Management Information System (MIS). Many programs use a preschool or toddler assessment tool as a baseline for evaluation. PCHP sites are encouraged to use video as an evaluation and assessment activity as well. (Videotaping home visits is a part of the replication certification process.) EEC requires the participation of all PCHP grant recipients in required assessment and evaluation activities. EEC works with the PCHP National Center on the web-based MIS to coordinate the use and analysis of collected information. All sites must have a computer and access to the Internet in order to participate in this project. EXPENDITURE OF FUNDS AND RECOUPMENT OF FUNDING: All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Renewal Application, in addition to applicable EEC policies, regulations, and/or state or federal laws, including but not limited to, 815 CMR 2.00 et. seq. EEC reserves the right to recoup any and all monies which are not spent in accordance with such terms, requirements, policies, regulations, and/or laws. EEC further reserves the right to discontinue grant funding to any recipient who violates any of the grant terms and/or conditions which are incorporated into this Renewal Application. CAPITAL PURCHASES AND EQUIPMENT Capital purchases must be recorded according to your agency s inventory management policy regarding the accounting rules and internal control plan for such purchases (e.g., booking the purchase, assigning a useful life and value for the asset, depreciating the asset over time, physically tagging the item, etc.) 14

15 APPENDIX D - BUDGET INSTRUCTIONS AND GUIDELINES Your budget is in the form of an Excel spread sheet that is based on the specific line items in the state budget. Its purpose is to provide budgetary information, using a line item expenditure format. All amounts on budget lines must be rounded to whole dollars. Grant recipients must do the following: Maintain separate and auditable records for each project; Maintain time and attendance records to support payrolls; Maintain time distribution records for salaries and wages of employees that are chargeable to more than one grant program; and Administer funds in compliance with relevant federal, state and local laws, regulations and/or policies, including but not limited to 815 CMR 2.00 et. seq." General Instructions There are three tabs to the Excel Spreadsheet: A.JFSP-PCHP Grant B. Expenditure Parameters C. In Kind Each budget contains the following: Expenditure Category: Delineates the specific expenditure categories that reflect allowable expenditures that can be used to support the program goals and priorities. Proposed FY 2010 Expenditure: Report the proposed funding you intend to allocate to specific expenditure categories. This column will auto-sum all of the figures entered to provide a subtotal amount and total grant award amount at the bottom of the spreadsheet. This amount should not exceed the given allocation for your grant in this renewal. Expenditure Description: Provide a detailed explanation of how the funding proposed in the Proposed FY 2010 Expenditure column will be used. Please do not reiterate the definitions that are included in the Expenditure Parameters tab. Specific Instructions 1. Please enter the communities served in your lead agency s formal catchment area 2. Please indicate the amount of funding you propose to allocate to the Expenditure Categories included on this section, including the number of staff that expenditure will be funding and the number of FTEs that reflects. Your total grant amount should not exceed the exceed the given allocation for your grant participating in this renewal, as listed in Appendices B and C of the grant renewal application. 3. Number of Staff: Please indicate how many staff are funded under the line item. Complete this for lines 1 through 4 on your budget. 4. FTE: Please indicate the full time equivalency of the individuals reported under Number of Staff. For instance, if the line item funds two (2) staff that each work half time, their FTE is 1.0 (100%). 5. Expenditure Description: please provide a detailed explanation of how the funding proposed in the Proposed FY 2010 Expenditure column will be used. Please do not reiterate the definitions that are included in the Expenditure Parameters tab. 15

16 6. The Expenditure Parameters tab delineates the allowable expenditures on your grant budgets. Always refer to the Expenditure Parameters tab and the renewal application to ensure that the proposed expenditures adhere to the appropriate fund use parameters within each line item on the budget. 7. In Kind tab: In this section you should provide information regarding any In Kind contributions, fund raising, other grants, and leveraged funding. You should insert rows where necessary. The total will calculate automatically for you at the bottom. 8. Please expand the rows on the excel spreadsheet so that all of your expenditure detail shows. If we cannot read the entire description the approval of your grant could be delayed. If your grant approval is delayed, your first payment will be delayed. PCHP-JFSP Grant Lines numbered 1 through 13 reflect costs to the Lead Agency associated with coordination and implementation of the Grant. Lines numbered 14 and 15 should reflect costs associated with subcontracted services. Line 14: Program Coordination and Support Attributed to Subcontracts: Indicate the total expenditures attributed to subcontractors for the purpose of grant coordination and/or implementation, (in accordance with requirements stated in FY 2010 PCHP-JFSP Grant Renewal Application "Fund Use" section). For each subcontractor who conducts grant coordination and support, please complete Part III: Subcontractor Budget Detail and Narrative. Line 15: Subcontracts for Individual Consultants/Contractors: Indicate the total expenditures for individual consultants/contractors for the delivery of services other than grant coordination and/or implementation. Include in the Expenditure Description column the service, the rate and hours that will be subcontracted for if this is known. Please note: subcontracts with independent contractors for the provision of program coordination, are prohibited in this line and must be reflected in line 14. You do not need to fill out a subcontractor budget for funds listed on line 15. In Kind Tab on Excel Budget Spreadsheet: Please list any In Kind contributions given under each category as listed under Lead Agency as well as Other Partners. You should list the amount collected in FY09 as well as the anticipated amount in FY10. This information will not affect your grant allocations amounts and is for informational purposes only. In kind contributions are services and materials provided for no charge. They may be provided by the lead agency or other agency partners, including parent volunteers. Some examples include, but are not limited to, program space, bookkeeping services, telephone services, printing supplies, utilities, playgroup facilitation, cleaning services, developmental screenings, and parenting workshops. Fund raising includes donations of money, grants and other funds that the lead agency was able to access based on the strength of its program and partnerships or value to the community. Please refer to Appendix B of the renewal application for subcontracting requirements. 16

17 Fiscal Administration and Oversight In the section labeled Grant Administration and Oversight please indicate in the Proposed FY 2010 Expenditure column, the amount your lead agency will expend on approved administrative costs. Approved administrative costs are delineated in the Expenditure Parameter tab of the excel spreadsheet and in the FY 2010 renewal grant application. You must indicate administrative costs of the Lead Agency and administrative costs of any subcontracts separately in lines 16 and 17of the budget. The sum of the following expenditures cannot exceed 8% of the total CPC grant award: 1. Salary of the supervisor of the grant coordinator; 2. Salaries of fiscal staff (including, but not limited to, bookkeeper, contract monitors); 3. Rental of space, telephone/utility, maintenance and repair, and internal audit costs associated with the administration of the CPC program. 4. Administrative costs taken by the lead agency combined with any subcontractor administrator costs. Please note: 1. Federal indirect rates or those assigned by other entities may not be charged to this grant. 2. Recipients who wish to make adjustments to the application budget after it is approved by EEC must request the change in advance. Any proposed line item expenditure increase or decrease of more than 10%, or significant change in programmatic activities, requires prior approval by EEC. The formal Budget Adjustment request must be submitted at least 30 days prior to the proposed change and obtained by EEC no later than April 30, The Budget/Program Adjustment forms will be available at: You will receive notification as to when these forms are available. 17

18 APPENDIX E GRANT PAYMENT TERMS, GRANT EXPENDITURES,TERMINATION, RECOUPMENT OF FUNDS, AND RELEVANT LAW Amendments to required services or deliverables which do not affect funding changes: If during the project, either EEC or a Grantee would like to request a change in the required services, deliverables, or timeline, EEC or the Grantee may propose such changes to the other. The parties must mutually agree to such change(s) in writing. A written memorandum may be used to memorialize such changes; a formal grant amendment will not be required. Programmatic Budget Adjustments (formerly called grant amendments): If during the project, a Grantee would like to request a change from the original approved budget, thus changing deliverables, or timeline, the Grantee may propose such changes to EEC who may agree to implement such changes. This is done by filing a Programmatic Budget Adjustment (formerly called a grant amendment). A Programmatic budget adjustment is required 30 days in advance of proposed changes and in any case where the original budget line is changed by more than 10%. EEC reserves the right to approve or deny any proposed changes. When the Programmatic Budget Adjustment forms are available, you will receive electronic notification regarding where they are posted on the EEC website. Grantees are encouraged to use Electronic Funds Transfers (EFT). EFT allows for payments to be made from the Commonwealth to grantees electronically and is the preferred method of payment for all payees doing business with the Commonwealth. Use of EFT significantly reduces payment delays through a reduction in processing and mailing time. Registering a grantee for EFT payments requires completion of an Electronic Funds Transfer form by the Grantee and submission to EEC as part of contract execution. First quarter grant payments will be released to you automatically. To initiate subsequent grant payments, grantees must submit a Request for Funds Form for the appropriate fiscal year. Throughout the grant term, grantees must seek EEC s approval for any budget changes by filing EEC Amendment Forms. Within sixty (60) days of the termination of a grant, a grantee must submit an FR1 Final Financial Report and repay the Commonwealth for any unexpended funds. These forms are available at EEC s website, Forms must be sent to the following address: Massachusetts Department of Early Education and Care 51 Sleeper Street, 4 th Floor Boston, MA Attn: Accounting Unit All grant recipients must use the grant monies in accordance with the terms and requirements set forth in this Request for Responses, the Commonwealth Terms and Conditions, in addition to applicable EEC policies, regulations and/or state or federal laws. EEC reserves the right to recoup any and all monies which are not spent in accordance with such terms, conditions, policies, regulations, and/or laws. EEC further reserves the right to terminate grant funding to any recipient who violates any of the grant terms, requirements, and/or conditions which are incorporated into this Request for Responses. EEC has the right to suspend, amend, and/or terminate the grant funding in the event of a Budget reduction initiated under M.G.L. c. 29, sec. 9C. The selected Grantee must comply with all applicable provisions of the Massachusetts General Laws, State Finance Law, 815 Code of Massachusetts Regulations 2.00 et seq. (regarding grants), and the Office of the State Comptroller s policies and procedures regarding grants. 18

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