First 5 LA GranteeContractor Webinar The Webinar starts

First 5 LA Grantee/Contractor Webinar The Webinar starts at 10: 00 a. m. Handouts can be found at: http: //www. first 5 la. org/webinar (they were updated yesterday morning)

Thank you for joining us • Submit any questions you may have via the chat feature • First 5 Staff will address your questions during the presentation or may follow up afterwards if your question is specific to your program. • Please refer to your handouts provided 2

Agenda • Compliance Overview • Program Reporting • First 5 LA Website • NEW Fiscal Policies 3

Compliance

Contracts • Board Approval • Revisions to Grant Agreement • Compliance Guidelines • Insurance • Memorandum of Understanding • Q&A 5

Board Approval As a public agency, First 5 LA is seeking to provide greater transparency by requesting Commission approval of all contracts and grant agreements totaling $25, 000 or more prior to execution. 6

Board Approval First 5 LA staff will place items for consent for Board review and approval. Please work with your Program Officer well in advance in order for your agency’s request to be processed in a timely manner. 7

Items that need final Board Approval • New Contracts • New Grants • Renewals • Amendments 8

Types of Amendments • Amendments: changes in the budget amount or contract period § No Cost Extensions (amendments that extend the end date) § Additional Funding (amendments that add funding) § Reduction of Funding (amendments that reduce funding) 9

Exceptions: • Formal Budget Modifications and Informal Budget Modifications do not go on the Consent Calendar if there is no change in the budget amount. • Scope of Work Modification The information above is subject to change at any time. Please contact your program officer for more information 10

Grant Agreement and Contract Revisions Grant Agreements and Contracts have been revised. Please review carefully and contact your Program Officer if you have any questions. 11

Compliance Guidelines First 5 LA’s Compliance Guidelines will be incorporated as an Exhibit to your agreement. This document outlines criteria for which a grantee or contractor may be deemed noncompliant. Sanctions may include withholding of payment, termination of the contract, debarment, and recovery of funds. Please review this document carefully and notify your Program Officer if you have any questions or concerns. 12

Certificates of Insurance Certificate Holder to reference Commission as: Los Angeles County Children and Families First – Proposition 10 Commission, its officers, agents, consultants and employees Or abbreviated as: LA Cty Prop 10 Commn. 13

Certificates of Insurance For grantees participating in Medi-Cal Administrative Activities, include the following endorsement under Commercial General Liability: County of Los Angeles, its Special Districts, its officials, officers, and employees 14

Insurance: Coverages/Endorsements §Commercial General Liability §Crime Additional Insured Endorsement Loss Payee Endorsement §Property Insurance §Workers Compensation Loss Payee Endorsement §Professional Liability §Self Insurance §Auto Liability Loss Payee Endorsement 15

Certificate of Insurance • Must be maintained throughout the agreement period • Must have correct endorsements • Must have correct limits 16

Memorandum of Understanding MOU’s are required for all collaborative partners, subcontractors, and/or contracted services listed on Budget under the Contracted Services and Evaluation Sections 17

Memorandum of Understanding • MOU must be signed by authorized signatories from both parties • Submit copies of MOUs to your Program Officer within 30 days of MOU execution. 18

Contracts Department Contacts Jennifer Eckhart Senior Contracts Compliance Officer (213) 482 -7528 jeckhart@first 5 la. org Monica Benitez-Andrade Contracts Compliance Officer (213) 482 -7836 mbenitez@first 5 la. org Rommel Hilario Contracts Compliance Officer (213) 482 -7830 rhilario@first 5 la. org Martha Dominguez Contracts Compliance Officer (213) 482 -7511 mdominguez@first 5 la. org 19

Q&A 20

Program Reporting • New system of grantee and contractor reporting • Timeline: implemented by mid-year FY 12 -13. – June 22: overview of data required for reporting – October/November: orientation with grantees and contractors on how to access and complete new report • Web-page fill-in 21

First 5 LA’s website • What’s New and Different o Research and Evaluation o Dashboard o Commission Meeting Documents o Press Room (First 5 LA logos) • Style Guide for Grantees 22

Performance Based Contracts Thank you for your participation today Organization Project Name East Los Angeles College FCC Higher Education Academy LA Care Healthy Kids LAUP ECE Workforce Consortium LACOE ECE Career Development Policy Project 211 LA County Information, Resource, Referral Department Public Health Substance Abuse Treatment Services for High Risk Parents LAC-USC Violence Intervention Altamed Antelope Valley Community Clinica Romero St John’s Well Child & Family Center Northeast Valley Health Corporation Oral Health Capital Improvement Your Program Officer will contact you regarding fiscal reporting updates 23

Invoicing & Budget Modifications

Financial Overview • Invoice Reporting • Informal Budget Modification/Budget Changes • Formal Budget Modification Process 25

Invoice Template (Refer to handout) First 5 LA 750 North Alameda Street, Suite 300 Los Angeles, CA 90012 (213) 482 -5902 Initiative: Grant Agreement Number: Grant Agreement Period: Report Period: Agency Name: Program Name: Address: Contact Name & Phone #: Cost Categories Actual Actual Actual YTD Actual Approved Budget Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Total Budget Balance Matching Funds (1) Personnel Cost - - (2) Contracted Services - - (3) Equipment - - (4) Printing/Copying - - (5) Space - - (6) Telephone - - (7) Postage - - (8) Supplies - - (9) Employee Mileage & Travel - - (10) Training Expenses - - (11) Evaluation - (12) Capital Cost/Renovation - - (13) Other Expenses - - (14) Indirect Costs * - - - - - - Total Agency Expenses - Total First 5 LA Payments (over) under Expenses - - - - * Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits. I CERTIFY THAT THIS CLAIM IS IN ALL RESPECTS TRUE, CORRECT, SUPPORTABLE BY AVAILABLE DOCUMENTATION, AND IN COMPLIANCE WITH ALL TERMS/CONDITIONS, LAW AND REGULATIONS GOVERNING ITS PAYMENT. Signature of Authorized Representative Print Name & Title Submit Invoice to: Date 26 First 5 LA Attn: Finance Dept. 750 N. Alameda St. , Suite 300 Los Angeles, CA 90012 Phone: (213) 482 -5902

Invoice Reporting Contact Name & Phone Number Please provide the name and phone number of the individual who is familiar with the expenses reported on the invoice form 27

Invoice Reporting • Must be based on actual expenses • Must be according to the approved budget cost categories 28

Invoice Reporting • Once an invoice has been paid, Grantee/Contractor CANNOT make adjustments to prior month’s expenses. • Prior months’ adjustments can be made only on the current month being invoiced with justification 29

Invoice Reporting • Justification of adjustments in current invoice should be in a memo on agency’s letterhead. • Justification of previous months’ adjustments should be listed one by one if applicable (do not change amounts in previous months paid). • If budget changes have been made, please make sure to revise the “Approved Budget Total” column on the invoice form 30

Invoice Reporting First 5 LA can place a HOLD on invoices, if grantee is not in compliance with invoicing procedures. • • • Missing reports Proof of insurance Error in calculations Unallowable percentages No MOUS Negative Balances 31

Invoice Reporting • Invoices are to be submitted on a monthly basis. Due the 20 th business day of each month for the previous month • Must be signed by the agency authorized representative listed on the Signature Authorization Form • Payments are processed within 20 workings days of the receipt of the grantee’s invoice, if invoice is properly completed 32

Personnel Cost Allocation (refer to handout) 33

Invoice Reporting All invoices must be mailed to: First 5 LA c/o Finance Dept. 750 N Alameda St. , Suite 300 Los Angeles, CA 90012 Invoice forms can be downloaded from our website: www. first 5 la. org/Grantee-Documents 34

Informal Budget Modification Process Grantee must submit the following: • Informal budget modification justification should be on agency’s letterhead and signed by the authorized signatory • Informal budget modification Summary signed by authorized signatory • Revised Statement/Scope of Work if activities are impacted 35

Informal Budget Modification Summary (refer to handout) Agreement # Informal Budget Modification Summary Agency: Project Name: Cost Category 1 Personnel 2 Contracted Svcs (Excluding Evaluation) 3 Equipment 4 Printing/Copying 5 Space 6 Telephone 7 Postage 8 Supplies 9 Employee Mileage and Travel 10 Training Expenses 11 Evaluation 12 Capital Cost/Renovation 13 Other Expenses (Excluding Evaluation) 14 *Indirect Costs Agreement Period: $0 Total Modified Amount Matching Funds $0 Date Agency Authorized Signature Most Current "Approved" Amendment Amount First 5 LA Funds TOTAL: - - - - - - - - - - - - - - - - - - - Fiscal Contact Person Date Phone # *Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits. Additional supporting documents may be requested 36 $0

Budget Modification Justification (refer to handout) • Can be used for both Formal and Informal modifications 37

Informal Budget Modification Rule 1: 10% Changes to budget cost categories of more than $5, 000 You may move up to 10% from any budget cost category to an existing cost category or multiple cost categories. 38

Informal Budget Modification Rule 2: $5, 000 or less Changes for cost category budget of $5000 or less You may move up to the total amount from any budget cost category to an existing budget cost category or multiple cost categories. 39

Informal Budget Modification Rule 1: 10% Example: Budget Cost Category 1. Personnel 2. Contracted Services 3. Supplies Amount $250, 000 $75, 000 $3, 000 Change New Amount -$25, 000 $225, 000 +$15, 000 $90, 000 + $10, 000 $13, 000 Amount $4, 000 $1, 500 $ 100 Change New Amount -$4, 000 $0 +$3, 000 $4, 500 +$1, 000 $1, 100 Rule 2: $5, 000 or less: Budget Cost Category 1. Supplies 2. Telephone 3. Postage 40

Informal Budget Modification • Only two (2) Informal Budget Modifications/Budget Changes will be accepted per contract period. • If Grantee/Contractor exceeds two (2) informal budget modifications, a Formal Budget Modification will be required. • Informal budget modifications are accepted at any time during the contract period. 41

Formal Budget Modification Process Grantee must submit the following: • • • Budget Modification Form Budget Modification Justification Memo Revised Statement/Scope of Work (if modification impacts program activities) 42

Formal Budget Modification Rule If the original cost category is greater than $5000 and the change is greater is than 10% of the cost category, grantee/contractor must obtain prior written approval before incurring any expenses requested in the modification. 43

Formal Budget Modification (refer to handout) Agreement # Page : 1 of 10 Formal Budget Modification Summary Project Name: AM Personnel Contracted Svcs (Excluding Evaluation) Equipment Printing/Copying S Agreement Period: E L P Most Current "Approved" Amendment Amount First 5 LA Funds Cost Category 2 3 4 Agency: 1 Matching Total Modified Amount Funds 0 0 0 0 0 0 0 5 Space 6 Telephone 7 Postage 8 Supplies Employee Mileage and Travel 0 0 0 0 10 Training Expenses 0 0 11 Evaluation 0 0 12 Capital Cost/Renovatoin 0 0 13 Other Expenses (Excluding Evaluation) 0 0 14 *Indirect Costs 0 0 $0 $0 9 TOTAL: Fiscal Contact Person Phone # Date First 5 LA Authorized Staff Only Agency Authorized Signature Date *Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits. Additional supporting documents may be requested 44 Program Officer Finance

Formal Budget Modification (refer to handout) E L P M A S 45

Formal Budget Modification Process • Formal Budget Modification draft due by the 1 st of the month – to be effective the 1 st of the following month, if approved. • First 5 LA will NOT process final budget modifications via e-mail/fax. • Formal Budget Modifications will not be processed during the first two months and the last quarter of the contract year. 46

Formal Budget Modification Process Formal Budget Modifications ARE NOT retroactive 47

Formal Budget Modification Process Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month after submission, if approved. Example: Your agency plans to hire a Case Manager position with savings from the Equipment line item and the Formal Budget Modification is submitted to First 5 LA November 1 st. The Formal Budget Modification will be effective, if approved, December 1 st. Therefore, the Case Manager position should be budgeted for only 7 months (December – June). 48

Information Sheets • Invoices • Formal Budget Modifications • Informal Budget Modifications 49

Q&A 50

Finance Department Contacts Kristina Dixon SRI Staff Accountant (213) 482 -7549 kdixon@first 5 la. org Camille Donnell MAA Staff Accountant (213) 482 -7513 cdonnell@first 5 la. org Tamika Austin Staff Accountant II (213) 482 -7532 taustin@first 5 la. org Faustino Genio Staff Accountant II (213) 482 -9399 fgenio@first 5 la. org 51