SR2S Award Recipient Training Rosie Stern, M.A., SR2S Training Coordinator

SR2S Award Recipient Training

Rosie Stern, M.A., SR2S Training CoordinatorApril Morrison-Harke, SR2S Contracts Coordinator

September 26, 2011

School City

Priest Academy Detroit

Universal Academy Detroit

Oakland International Academy Detroit

Pinewood Elementary Kentwood

Glenwood Elementary Kentwood

Hillside Learning and Behavioral Center Allegan

Lakeview Negaunee

Bothwell Middle School Marquette

Roscommon Elementary School Roscommon

Roscommon Middle School Roscommon

Mattawan Early Elementary School Mattawan

Mattawan Later Elementary School Mattawan

Congratulations MI AR Schools!

Today’s training will:

• Help your SR2S fiduciary and program coordinator understand the contract and reimbursement process

• Help your SR2S team implement SR2S programs that align with your awarded funds

• Learn about resources that will help your SR2S team implement it’s non-infrastructure award

Part 1

Fiduciary Contract, Reporting Reimbursementand

Invoicing Guidelines

Fiduciary

•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

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

3.Notary seal is required

4.Name of Corporation: Fiduciary name and address


““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


“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


Step 1: Submit Progress Report

Fiduciary Step 2: Review Invoice Document

Fiduciary Step 3: Complete Personnel Expense Detail

Fiduciary Step 4: Complete Non-Personnel Expense Detail

Fiduciary Step 5: Attach Receipts

Invoice

Receipt if items are not specified

Receipt if other items are purchased

Fiduciary Step 6: Complete Meeting Summary Form

Fiduciary Step 7: 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 (Contract ends 6/30/12)

• 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

Part 2

SR2S Program Coordination

Program Goal: Build support for Safer Routes to School!

• To increase in the number of students participating in, and adult volunteers assisting with SR2S program activities, as measured by progress reports, surveys and sign-in sheets

• To fully implement all non-infrastructure awarded programs and activities in a timely fashion

• To develop sustainable and innovative SR2S programs

Responsibilities of the Program Coordinator

•Champion and facilitate SR2S involvement•Implement awarded SR2S activities•Volunteer recruitment and management•Student recruitment and management•Pedestrian safety trainings•Conduct background checks•Conduct contests and other encouragement activities•Route development•Parent/guardian outreach for student participants

• Do check with fiduciary to ensure a signed contract exists• Do complete and submit quarterly progress reports to your

fiduciary• Do work with MFF as needed to solve problems if they

arise• Do work with the principal to complete end-of-year MSU

evaluation assessments • Do work with your principal to schedule and conduct SRTS

activities well-in-advance• Do follow fiduciary’s rules for the purchase of approved

items and payment of the program coordinator hours

Program Coordinator Do’s

• Don’t lose contact with your fiduciary (know the name and contact info for your fiduciary)

• Don’t forget to request money from fiduciary 1-2 months in advance of your program activities

• Don’t forget to turn in participation logs, progress reports and receipts to your fiduciary on a quarterly basis(In order to receive financial reimbursement, you must report your progress)

• Don’t fudge numbers• Don’t wait to begin programming• Don’t forget about student pedestrian education• Don’t give up!

Program Coordinator Don’ts

Part 3

5 Frequent Questions

What if participation levels are lower than our projected goals ?

•Call MFF to discuss barriers and brainstorm•It’s possible to shift line items for different encouragement activities•Evaluate viability of routes and make adjustment, if needed

Question 1

What if we are having difficulty maintaining a consistent core group of volunteers?

•Are you having frequent communication?•Increase recognition strategies•Anticipate that 20% of volunteers do 80% of the work•Think outside the box to connect with local universities or other community groups

Question 2

What steps should be taken if an accident occurs?

•Meet with the school principal to discuss an emergency plan in advance•Determine if student route participants have medical conditions•Carry a small first aid kit•Always keep a cell phone on hand•Call 911 first and the school second•SRTS and liability

Question 3

What if problems arise?

•Involve the school principal/school support system in identifying strategies to address potential behavioral concerns among student/adult participants

•Never air concerns between adults in front of children

•Address ‘what-if’s’ in volunteer training session to anticipate community needs/expectations

Question 4

Question 5

How do we sustain take our program to the next level (Routes/bikes/sponsorships/skateboards etc.?)

•Meet with school transportation director frequently to discuss progress, goals and next steps

•Contact MFF for suggestions

•Partnerships

Part 4

Resources

Ped. and Bicycle Safety Resources

=Knowledge Skill-Based+

Safer Pedestrians

http://saferoutesmichigan.org/resources

Map Development Resources


Encouragement Freebies

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

• Reward ongoing participation

• Use the Michigan SR2S logo


Walking School Bus Resources

SR2S: http://saferoutesmichigan.org/wsb

Columbia PedNet: Confessions of a Walking School Bus Mom (5 min.): http://video.google.com/videoplay?docid=-2310536266249138899

Columbia PedNet: The Walking School Bus Program Questions and Answers: [email protected]

Personal Safety Resources

• Community safety patrols

• Neighborhood revitalization programs

Bullying resources: • The Natl. School Safety Cntr: www.schoolsafety.us• The Stop Bullying Now! Campaign• www.stopbullyingnow.hrsa.gov/adults/

SRTS Contacts

Progress Report and Program CoordinatorLinda Patrick

[email protected]

Fiduciary and Contract CoordinatorApril Morrison-Harke

[email protected]

• Contact Linda Patrick with the name and contact information of your Program Coordinator.

• Linda will then schedule a meeting with the Program Coordinator to discuss details and timelines

• [email protected]• 517.908.3830

Next Steps

Other SRTS Program Contacts

Questions?

Thank you, we look forward to working with you!

Documents

SR2S Award Recipient Training Rosie Stern, M.A., SR2S Training Coordinator