OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICE 2011 CSP Grant Training Implementation

1. OFFICE OF INDEPENDENT EDUCATION & PARENTAL CHOICE2011 CSP Grant TrainingImplementation

2. DOE Grant Specialists Charlene Burke (850) 245-0897 charlene.burke@fldoe.org Laura Pond (850) 245-5138 laura.pond@fldoe.org Heather Harrell (850) 245-0859 Heather.harrell@fldoe.org Helen Giraitis – Grant Director (850) 245-9639 Helen.giraitis@fldoe.org

3. Timelines • This is a multi-year project with a maximum program performance period of 36 months and is comprised of 3 budget periods: • Planning and Program Development (max 18 months) • Implementation I (max 12 months) • Implementation II (max 12 months) • The three budget periods combined may not exceed 36 months and the budget periods may not overlap.

4. Project Award NotificationDOE 200 Items purchased with these funds must be made within the specified budget period

5. FAQs My district disburses the funds via reimbursement. Isn’t there another way to receive my grant funds? Can I use this as a back up/emergency fund? Do I have to use the whole Project Period as specified in the Award Letter? Why should I complete the planning phase before the end of the project period? What paperwork do I need to send to my Grant Specialist before the end of each project period? Can there be a break between phases of the Grant?

6. Fund Disbursement • Each charter school is required to utilize its sponsor as a fiscal agent. • Distribution of funds varies from one district to another. Contact your sponsor/district for further details. • Grant recipients will be required to submit receipts and inventory reports to the sponsor for reimbursement.

7. Project Period Dates Spend your Funds Quickly! • Approved expenses are the only things allowable. As per your budget, you have already allocated these funds. • You should not be using the entire project period. • Possible bonus to ending early (Not Guaranteed)

8. Henry Flagler Charter High School Timeline Planning – 12 months Implementation I – 8 months Remaining time – 10 months Implementation II – 6 months

9. George Washington Elementary Charter School Timeline Planning - 18 months Implementation I – 12 months Implementation II – 6 months

10. Project Period Paperwork All of this must be done BEFORE your Project Period end date! • Itemized expense report • Rough draft of budget reviewed by your Grant Specialist • Documentation of objectives that have been completed • Signed DOE 150 and 101s, original signature forms arrive at Grants Management.

11. 2 Original Signatures DOE Form 150

12. Timeline Breaks Example: Project period for the Planning phase: 5/1/09- 4/30/10 Implementation paperwork arrives: 6/25/10 This is a break in your grant timeline!!! Avoid this situation! Answer: Implementation Paperwork should arrive 3/1/10 - No less then a month before the project period end date.

13. Itemized Expense Report Track items as you spend!

14. Budget NarrativeDOE 101 • When completing the DOE 101s Budget • Narrative form or the DOE 151 Budget Amendment form, be specific in Column (3) by including: • Category • Use (grades, room, etc.) • Description • Quantity • Price Per Unit

15. Allowable Expenditures Project funds must be used for activities that directly supportthe accomplishment of the project purpose, priorities, and expected outcomes. All expenditures must be consistent with applicable state and federal laws, regulations, and guidance.

16. Use of Funds Deal or No Deal (Allowable or Not Allowable)

17. Budget Amendments • For budget amendments, grant project recipients shall submit a Project Amendment Request Signature form (DOE 150) describing the reason for the budget revisions. • This must be accompanied by a Budget Amendment Narrative form (DOE 151). List only the budget items that are being amended. • Green Book, Section B: http://www.fldoe.org/comptroller/gbook.asp

18. DOE 151 http://www.floridaschoolchoice.org/information/charter_schools/charter_general_Info_and_forms.asp

19. Submit Implementation Budgets Florida Department of Education Office of Grants Management Florida Department of Education 325 W. Gaines Street, Room 332 Tallahassee, Florida 32399-0400 All original DOE Forms (150, 101s and 151) should be submitted to the Office of Grants Management. Make sure you review the budget with your Grant Specialist BEFORE you submit it .

20. Documenting Expenses • It is required to have supporting documentation • for all your expenses. • This includes: • Payroll records • Written contracts • Invoices • Receipts (Tax Exempt) • Travel vouchers/requisitions (Use DOE travel forms)

21. Expenditures - Travel • Travel expenses paid for with grant funds must be documented on the appropriate travel forms: • Authorization • Reimbursement • Receipts: • Hotel • Transportation (Airfare, Auto Rental/Gas • or Mileage if personal car used) • Meals – State Rate $36/day * • Pro Rate if any meals are included in registration.

22. Travel Expenditures • Travel Authorization and ReimbursementForms also available on the Comptroller’s Web site at: http://www.fldoe.org/comptroller/forms.asp • Travel Information Sheet – available on the Charter Schools Web page. http://www.floridaschoolchoice.org/information/charter_schools/files/Travel_Information_Sheet.pdf

23. Financial Best Practices • Develop strong financial policies related to: • Budget approval and amendment procedures • Separation of duties • Cash controls • Capital asset management • Payroll and personnel administration • Market Analysis (per EDGAR 3 estimates) Guidance for Developing and Monitoring Charter School Financial Practices – available on the Charter Schools Web page.

24. Transitioning Between Phases • Planning to Implementation 1: • Signed DOE 150 Project Amendment Request (Original Signatures) • Signed DOE 101s Budget Narrative Form • Signed Copy of Charter Contract • Signed Copy of Lease Agreement for Facility • Proof of Governance Training • Itemized Expense Report

25. Approval Conditions • Planning to Implementation 1 Approval Conditions • Board Certified Governance Training • Conflict of Interest • Procurement Policy • Random Lottery Policy • Admissions – No Articulation Agreements • Objectives for Phase 1

26. Transitioning Between Phases • Implementation 1 to Implementation 2 • Watch your Project Period End Date! • 12 months Implementation 2 • Rough Draft Budget to Grant Specialist • Documentation for Objectives that have a deadline of “End of Phase 2”. • Itemized Expense Report for Imp 1 funds. • Signed DOE 150 Project Amendment Request • Signed DOE 151 Budget Amendment Form

27. Project Award NotificationDOE 200 Items purchased with these funds must be made within the specified budget period

28. Objectives Attachment J of your original grant application

29. Attachment JReporting Tips When reporting on progress towards grant objectives, be sure to label each document with the specific objective that it supports or verifies.

30. How to Report Documentation must be submitted to your Grant Specialist: Office of Independent Education and Parental Choice Florida Department of Education 325 W. Gaines Street, Room 522 Tallahassee, Florida 32399-0400

31. GeneralReporting Tips • To expedite the transition between phases and • avoid time consuming errors: • Make sure you are using the appropriate forms (Charter School Use Only) • E-mail or fax DOE Forms to your Grant Specialist • for review prior to submitting them to the Sponsor. • Make sure to give yourself plenty of time well BEFOREyour project end date. http://www.floridaschoolchoice.org/information/charter_schools/charter_general_Info_and_forms.asp

32. Inventory Management • Item Categories • Capital Outlay - All 600 object codes • Materials and Supplies - All 500 object codes

33. Inventory Management • Use of Equipment • All items purchased must be used for the school • (K-12) receiving the grant – even after CSP funding • expires. • Disposition of Equipment • When original equipment acquired under the CSP • grant is no longer needed, the disposition of • equipment will be made as specified in the DOE Green Book (Section F).

34. Inventory Management • Item Documentation • Serial # or other ID, description of item, funding source and percentage, acquisition date, cost, • room location, condition, and disposition date • Inventory • Conducted annually • Update item condition, inventory date, room location, and disposition date • Must research any unusual findings

35. Labels Property of: School District of Palm Beach County Henry Flagler Charter HS Purchased with Federal CSP Grant Funds Item # 3067 • All items purchased with grant funds must have an individual label attached which includes: • District • Purchased with Federal CSP Grant Funds • Individual Item Number(Corresponding to the inventory list)

36. A comprehensive board agenda and accurate minutes are essential! Resource: Board Minutes for Non-Profits http://non-profit-governance.suite101.com/article.cfm/how_to_take_meeting_minutes Board Minutes

37. Board Minutes • Best Practices minutes include… • Organization Name • Time & Location • Board Member Attendance: Present/Absent/Quorum • Identify any people making presentations/comments • Proceedings • Meeting called to order • Minutes from prior meeting – Amended & Approved • Reports/Special Presentations • Any Action Taken • Announcements (Next Meeting, Assignments)

38. Board Minutes • Reports/Presentations • Report from Director/Principal • Report from Parent Organization • Update on School Performance • Discussion of Budget • Recognition of Student Achievement • If the board oversees two or more schools, these reports should address each school individually.

39. Notify DOE • School Name Change – Contact District, who will contact DOE (Education Information and Accountability Services). • New or Change of Principal – Contact your Grant Specialist ASAP. • Physical Address of School – Grant Specialist

40. Charter School Web Site www.floridaschoolchoice.org/Information/Charter_Schools/

41. CSP News Are you receiving it? Contacts: Principal is primary contact, Management Company, Board members.

42. All Schools – Future Webinars Implementation Boot Camp June 20 - 24, 2011 ESP and Management Company July 7, 2011 School Monitoring Visits September 20 & 21, 2011 Budget Amendments & Detailed Documents TBA Florida Charter School Conference Training November 14-16, 2011 http://www.charterschoolconference.com/ Required Future Training

43. Q & A Questions?