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

1. SR2S Award Recipient Training Rosie Stern, M.A., SR2S Training Coordinator April Morrison-Harke, SR2S Contracts Coordinator September 26, 2011

2. Congratulations MI AR Schools!

3. 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

4. Part 1 Fiduciary Contract, Reporting Reimbursement and Invoicing Guidelines

5. 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

6. “Sub-recipient A-133 Audit Certification Request” Form • Sub-recipients of $500,000 or more comply with audit requirements • Need possible updated during contract period • Must be submitted before contract can be executed

7. Request to Add or Update Vendor in CTRAK Form • Need all pages completed before contract can be executed • Vendor is the fiduciary. The name that appears on the subcontract agreement • Vendor Type: Schools are a non-profit vendor (NPRF) • Federal ID # is required • All contact information is required

8. Request to Add or Update Vendor in CTRAK Form • “Consultant Data and Signature Sheet” • Individual/Firm: Name of fiduciary on subcontract • Certification affidavit: Enter the fiduciary name • Print or type name, same as signature below: Name authorized person to sign contracts • Notary seal is required • Name of Corporation: Fiduciary name and address

9. Request to Add or Update Vendor in CTRAK Form • ““Persons Authorized to Execute Contracts” • This page required of school districts, and non-profits • Authorized to sign on behalf of the (enter the fiduciary) • Print name of authorized person to sign contracts • Authorized signature and date

10. Request to Add or Update Vendor in CTRAK Form • “Certificate of Secretary” • Enter the name of the fiduciary and who is a non-profit organization • Resolve that the following individuals are authorized to sign (list individuals) • 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

11. Step 1: Submit Progress Report

12. Fiduciary Step 2: Review Invoice Document

13. Fiduciary Step 3: Complete Personnel Expense Detail

14. Fiduciary Step 4: Complete Non-Personnel Expense Detail

15. Fiduciary Step 5: Attach Receipts Receipt if other items are purchased Invoice Receipt if items are not specified

16. Fiduciary Step 6: Complete Meeting Summary Form

17. Fiduciary Step 7: Complete Invoice Document

18. 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)

19. 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

20. Part 2 SR2S Program Coordination

21. 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

22. 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

23. Program Coordinator Do’s • 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

24. Program Coordinator Don’ts • 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’tforget about student pedestrian education • Don’t give up!

25. Part 3 5 Frequent Questions

26. Question 1 • 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  

27. Question 2 •  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 

28. Question 3 • 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

29. Question 4 • 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

30. 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

31. Part 4 Resources

32. Ped. and Bicycle Safety Resources Knowledge + Skill-Based = Safer Pedestrians http://saferoutesmichigan.org/resources

33. Map Development Resources http://saferoutesmichigan.org/resources

34. 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 http://saferoutesmichigan.org/resources

35. 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: robert@pednet.org

36. 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/

37. SRTS Contacts Fiduciary and Contract Coordinator April Morrison-Harke amorrison-harke@michiganfitness.org 517.908.3832 Progress Report and Program Coordinator Linda Patrick lpatrick@michiganfitness.org 517.908.3830

38. Next Steps • 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 • lpatrick@michiganfitness.org • 517.908.3830

39. Other SRTS Program Contacts

40. Questions? Thank you, we look forward to working with you!