The FRYSC Contract Facts And Highlights Division of

The FRYSC Contract Facts And Highlights Division of Family Resource and Youth Services Centers

The Contract • The Term of the Contract shall be from July 1 st, 2014 through June 30 th, 2015. Division of Family Resource and Youth Services Centers

Disclaimer This presentation is not intended to be a comprehensive guide to the requirements set forth in the Contract. This information is paraphrased and should be viewed as “highlights”. All coordinators and other district personnel with interest in the requirements of this Contract are responsible for reading the entire document. Division of Family Resource and Youth Services Centers

FRYSC Contracts • Personnel Contract with District • Subcontract for Professional Services • Contract between School District and the Cabinet for Health and Family Services Division of Family Resource and Youth Services Centers

FRYSC Contract with CHFS • There are 11 FRYSC Contracts. One per Region. Every school district in your Region has the same Contract with the CHFS. Failure of your Center/School District to submit required information delays the Contract process for the entire Region. Division of Family Resource and Youth Services Centers

The FRYSC Contract • The first pages of the Contract are the names of the School Districts in the region, their Centers, and the Superintendent, along with the allocation amount for the entire district. Division of Family Resource and Youth Services Centers

Sections of the Memorandum of Agreement • • • Table of Contents Section 1 – Administrative Overview Section 2 – Scope of Work Section 3 – Terms and Conditions Section 4 – CHFS Standard Terms & Conditions of Memorandum of Agreements • Exhibits and Attachments Division of Family Resource and Youth Services Centers

Terminology/Definitions • Second Party is the School District • DFRYSC - Division of Family Resource Youth Services Centers • DCBS - Department for Community Based Services (P & Family Support) • CHFS - Cabinet for Health and Family Services (Funder) • IC – Infinite Campus • KTAP – Ky Transitional Assistance Program Division of Family Resource and Youth Services Centers

Administrative Overview Scope of Work (District) • Employ a full-time coordinator responsible for: – the administration of core and optional components either on-site or off-site through referral to existing services or by direct provision if no alternative exists. – the provision of activities and services as deemed necessary by local needs surveys. • Provide local administration of the FRYSC program. . . and a supportive environment and framework for each center to operate and perform in compliance with the requirements listed herein. Division of Family Resource and Youth Services Centers

Description of Services (CHFS) The Cabinet/RPM will provide • • funding training support technical assistance reporting documents updates on policy decisions monitoring of the Contract Division of Family Resource and Youth Services Centers

Method of Payment • Upon receipt of the Funding Request Invoice, 0 quarterly payments are made to the district. • The Cabinet may delay payment if programmatic and fiscal reporting requirements are not met. Division of Family Resource and Youth Services Centers

CONTINUATION PROGRAM PLAN Division of Family Resource and Youth Services Centers

Continuation Program Plan • The approved Continuation Program Plan is incorporated into the Contract “as if attached”. • Full Program Plans (assurances pages, budgets, all action components, and center operations information, etc. ) are due in March of all even-numbered years • Abbreviated Program Plans (budget and Budget Narratives, along with any revised elements of the approved application), are due in odd-numbered years Division of Family Resource and Youth Services Centers

Component Work Plans • Prior to the direct provision of services, center staff shall identify, coordinate, and utilize existing resources. • Each core and optional component must be addressed in a way that is consistent with the current needs assessment. Division of Family Resource and Youth Services Centers

Revisions • The center may request revisions to the approved action component work plans and budget with prior submission and approval by the DFRYSC (RPM) except during the last sixty (60) days of the agreement, April 30 th. Division of Family Resource and Youth Services Centers

COORDINATOR REQUIREMENTS Division of Family Resource and Youth Services Centers

FRYSC Coordinator • Each Center must have a full-time Coordinator. • Full-time is defined as a minimum of 30 hours per week, 240 days per year. • A waiver may be requested by the district for the full-time center coordinator requirement. Approvals are effective for one year. Division of Family Resource and Youth Services Centers

Coordinator Vacancies • Regional Program Managers must be notified of coordinator vacancies. • In the event of a vacancy, the position must be filled within 60 days. • If the vacancy is longer than 60 days, a written explanation must be submitted to the DFRYSC Director. • *Advisory Council has a direct and shared role in hiring a new coordinator Division of Family Resource and Youth Services Centers

Coordinator Duties • Coordinators must spend 100% of their time paid with FRYSC funds in job duties directly related to the operation of the center and center programs. • School Districts shall not assign Coordinators duties unrelated to the implementation and/or operation of the center. Division of Family Resource and Youth Services Centers

Coordinator Duties Coordinators shall • collaborate with the local Department of Community Based Services staff as appropriate • distribute informational materials to students and families • adhere to all guidelines established within the approved program plan and this Contract • maintain confidentiality of all persons seeking services, except where written authorization or a legal mandate to share information exists. Division of Family Resource and Youth Services Centers

Coordinator Training Center Coordinators must attend: – – – New Coordinator Orientation (NCO) Mentoring Site Visits for new Coordinators An annual statewide training conference Regional Meetings as scheduled; and Other training events as identified by the DFRYSC – *Training requirements for others (Support staff, district contacts, principals) Division of Family Resource and Youth Services Centers

Supervision of FRYSC Staff • All center staff must work directly under the supervision of the center coordinator and spend 100% of their time paid by FRYSC funds on FRYSC related duties and activities. • No center coordinator may spend any of his/her time in the supervision of other center coordinators or staff not directly related to center programs. • Coordinates hiring center staff Division of Family Resource and Youth Services Centers

ADVISORY COUNCIL Division of Family Resource and Youth Services Centers

Advisory Council Composition Each Center must have an Advisory Council whose membership is comprised of: active voting • at least 1/3 parents (not employees of the district in any capacity) • Not more than 1/3 school staff • Community representatives • at least 2 students (for YSC and FRYSC) Division of Family Resource and Youth Services Centers

Advisory Council Requirements • Must meet at least every other month yearround • Maintains program and fiscal review of center operations • Must review needs assessment, components, budget and fiscal reports (@ each meeting), and evaluation of activities, (i. e. Implementation & Results (I&R) • Any change to the Advisory Council composition requires notification to the DFRYSC (RPM) within 2 weeks Division of Family Resource and Youth Services Centers

Center Site • Must be located in or near schools served • Changes to center space must have prior approval by the Division of FRYSC (RPM) • Must have computer hardware/software that meets or exceeds minimum specifications of KDE to include: online internet/email; in-out telephone line; desktop access to IC and MUNIS. The second party is responsible for hardware and software upgrades. Division of Family Resource and Youth Services Centers

FRYSC RECORDS Division of Family Resource and Youth Services Centers

Parental Consent Each center must develop and maintain procedures pertaining to – parental/guardian consent for children receiving services, except where state or federal law supersedes this requirement – consent for the sharing of confidential information with other service providers. Division of Family Resource and Youth Services Centers

FRYSC Records • The Center shall be the Custodian of the FRYSC Records and Family and Individual FRYSC Records. • All records are to be maintained on site. Division of Family Resource and Youth Services Centers

Individual and Family Records • Information contained in student and family records cannot be shared without the written consent of the student’s legal guardian. • Exceptions include DFRYSC monitoring, federal/state laws and regulations that mandate a report (i. e. , duty to warn, duty to report child or adult abuse or neglect) and responding to court orders. Division of Family Resource and Youth Services Centers

AUTHORITATIVE STRUCTURE OF THE CONTRACT Division of Family Resource and Youth Services Centers

General Responsibilities • Ensure that all services are performed in accordance with : – The Contract (including attachments and amendments), – Information releases or official issuances of the Cabinet, – State or Federal statutes or Regulations, – FRYSC School Administrators’ Guidebook. Division of Family Resource and Youth Services Centers

BUDGET REQUIREMENTS Division of Family Resource and Youth Services Centers

Budget Requirements • Comply with the center budget and narrative in the approved program plan. • Funds may not be moved from center to center unless specifically approved by the director of DFRYSC and then for only one year unless re-approved (Pilot Project). Funds may only be utilized for schools listed in the contract. • The allocation requested for each FRYSC must be substantiated by the Dec. 1 st district free meal data. Division of Family Resource and Youth Services Centers

Budget Requirements • Records must provide a clear audit trail authenticating all expenditures, including wages and other compensation. • Such records shall include timesheets or other documents that reflect 100% of time worked during each pay period. Division of Family Resource and Youth Services Centers

Restrictions FRYSC funds may not be used for – Staff salaries for duties or job responsibilities unrelated to the operation of the center – Capital construction/renovation projects – Lease or purchase of vehicles – “Rent to Own” acquisition – Direct or indirect district supervisory or administrative salaries and fees Division of Family Resource and Youth Services Centers

Restrictions (continued) FRYSC funds may not be used for – Grant Writing Fees – Supplanting funds, services, activities, positions or programs that the district is mandated to provide – Services to schools not funded under the approved program plan Division of Family Resource and Youth Services Centers

Program Income • Money generated from activities funded by this contract are to be coded by the BOE for usage by the center which generated the funds. • This funding may include but is not limited to the sale of tangible property, tuition and related fees, registration fees; and, patent or copyright royalties. Division of Family Resource and Youth Services Centers

Criteria for Certain Expenditures Advisory Council by-laws must contain detailed narratives containing criteria and monetary limits (set by the Advisory Council) for FRYSC allocation expenditures relating to the following: – – Individual awards, recognition, incentives Food expenditures Basic Needs and Emergency Assistance Trips/travel for individuals other than center staff (does not apply to DFRYSC trainings for school staff and Advisory Council members). Division of Family Resource and Youth Services Centers

Budget Revisions/Amendments • Changes to the FRYSC Operating Budget in the approved program plan must have prior approval by the FRYSC Regional Program Manager. • Revisions may be submitted only on the form specified by the Cabinet. Division of Family Resource and Youth Services Centers

MUNIS Reports • MUNIS reports reflecting center expenditures must be sent twice a year to the Division of FRYSC (from district Finance Dept. ) January: Mid-year report (July 1 – December 31); July: End of year report (July 1 – June 30) Division of Family Resource and Youth Services Centers

PURCHASES Division of Family Resource and Youth Services Centers

Purchases • Prior approval from the Division of FRYSC is not required for purchases or leases of equipment with a single unit value of $499 or less. • Purchases or leases of equipment, with a single unit value of $500 or more require prior DFRYSC approval. Division of Family Resource and Youth Services Centers

Purchases and Subcontracts • Prior DFRYSC approval is required for any capital purchase or subcontract of $1000 or more. • A capital purchase is defined as a nonexpendable property having a useful life of more than one (1) year and a single unit invoice cost of $1000. Division of Family Resource and Youth Services Centers

Subcontracts • The district shall monitor all subcontracts for programmatic and fiscal compliance with the terms and conditions of this Contract. • The district must ensure that subcontractors understand agree that all books, documents and records pertaining to this contract or the subcontract must be made available for the purposes of monitoring, auditing and examination. Division of Family Resource and Youth Services Centers

Inventory • Each center shall maintain current on-site record of equipment purchased with program funds. • All property is subject to inventory. • Districts are responsible for insuring and replacing equipment lost in case of fire, flood, theft, or obsolescence. • If a center closes, the equipment purchased shall revert to the district unless other centers exist in the district. Then remaining centers would receive the property. Division of Family Resource and Youth Services Centers

OTHER GUIDELINES Division of Family Resource and Youth Services Centers

Funding Guidelines • Any unexpended funds shall be applied toward next fiscal year’s program allocation amount and shall be retained by the District, if applicable. • The Cabinet retains the right to withhold payment if the district does not comply with the Cabinet’s programmatic and fiscal reporting requirements. Division of Family Resource and Youth Services Centers

Termination of Contract • Either party may terminate this agreement for convenience with 30 days written notice. • Either party may terminate this agreement immediately for cause upon written notice served to the other party. Division of Family Resource and Youth Services Centers

Contact your Regional Program Manager for clarification or questions pertaining to the Contract. http: //chfs. ky. gov/dfrcvs/frysc/ Division of Family Resource and Youth Services Centers