Division of Family Resource and Youth Services Centers FRYSC Contract Important Facts And...

Division of Family Resource and Youth Services Centers

FRYSCContract

Important FactsAnd Highlights


Disclaimer This PowerPoint presentation is not

to be viewed as a comprehensive guide to the requirements set forth in the Contract. Requirements are paraphrased and are merely to be viewed as “highlights”. All district personnel with interest in the requirements of this Contract should read the full document.


Scope of Work(School District)

• Employ a full-time coordinator who will be 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 additional services as deemed necessary by local needs surveys.

• Provide local administration of the FRYSC program within the parameters established in the approved plan and the Contract


Scope of Work(School District)

• Assure that middle or high schools served by FRYSCs participate in the Youth Risk Behavior Survey (YRBS)if selected for inclusion by the Centers for Disease Control and Prevention


Description of Services(Cabinet for Health and Family

Services)

The Cabinet/RPM will provide • funding • training • support • technical assistance• reporting documents• updates on policy decisions• monitoring of the Contract• assurance of the right to a Cabinet hearing

in the case of a grievance


Method of Payment• Upon receipt of the Funding

Request Form for each center, quarterly payments are made to the district.

• The Cabinet may delay payment if programmatic and fiscal reporting requirements are not met.


COORDINATOR REQUIREMENTS


Coordinator Role

• Responsible for the provision of core and optional components through referral to existing services or by direct provision if no alternative exists.


Full-Time Coordinator

• There must be one full-time Coordinator for each center.

• Full-time is defined as a minimum of 30 hours per week, 240 days per year.

• A waiver (effective for 1 year) may be requested by the district for the full-time center coordinator requirement.


Vacancies

• Regional Program Managers must be notified of center 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 Cabinet.


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.


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.


Coordinator Training

Center Coordinators must attend:

– New Coordinator Orientation– An annual training conference– Regional Meetings as scheduled– Other required training events as

identified by the DFRYSC


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.


Center Site

• Must be located in or near schools served

• Changes to the center space must have prior approval by the Division of FRYSC

• Must have computer hardware and software that meets KDE standards and include desktop internet,e-mail access and STI/Infinite Campus.

• Centers shall be listed in the district technology plan for hardware upgrades


Center Site (cont.)

• The SBDM Council/Principal will follow the space guidelines outlined in the FRYSC School Administrators’ Guidebook.


ADVISORY COUNCIL


Advisory Council Composition

Each center must have an Advisory Council whose voting membership is comprised of

• at least 1/3 parents (not employees of the district in any capacity)

• no more than 1/3 school staff• community representatives (not employees of

the district in any capacity)

• at least 2 students (for YSC and FRYSC)


Advisory Council Requirements

• Must meet at least every other month year-round

• Maintains program and fiscal oversight of center operations

• Must review needs assessment, components, budget and fiscal reports (each meeting), and evaluation activities, i.e.Implementation & Results (I&R)

• Any change to the Advisory Council composition requires prior notification to the DFRYSC


CONTINUATION PROGRAM PLAN

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Continuation Program Plan

• The approved Continuation Program Plan is incorporated into the Contract “as if attached”.

• Full Program Plans (including assurances pages, budgets, all action components, and center operations information, etc.) due in February of all even-numbered years

• Budget and Budget Narratives, along with any revised elements of the approved application, due in odd-numbered years


Components

• 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.


Components

• The center may revise action component elements included in the approved plan with prior submission and approval by the DFRYSC except during the last sixty (60) days of the agreement, i.e. April 30th.


Financial Assistance

• If the center has an optional component that utilizes FRYSC funds for basic needs or emergency assistance, the advisory council must adopt a written narrative that explains in detail the criteria for providing assistance (including the annual limit per family).

• Direct financial assistance is not permitted.


FRYSC RECORDS


Parental ConsentEach 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.


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.


AUTHORITATIVE STRUCTURE OF THE

Contract


Authoritative Structure

• The Contract, attachments and amendments (may have more restrictive requirements than state laws and regulations)

• Information releases and any official issuance of the Cabinet

• Federal Laws and Regulations• State Laws and Regulations• FRYSC School Administrators’ Guidebook


Authoritative Structure

• The Cabinet, Second Party, and Auditors shall follow this authoritative structure.


BUDGET REQUIREMENTS


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 district free lunch data.


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.


Program Income• Revenue generated from activities funded by this

contract are to be considered program income. If one center serves multiple schools, all funds generated are to be considered center funds

• Program income may include (but is not limited to) the sale of tangible property, usage or rental fees, child care fees, tuition, fundraisers, registration fees, and patent of copyright royalties.

• Such income shall be used to reduce current allowable costs billable to the contract or shall be returned to the Cabinet.

• All cost reductions shall be credited to the same MUNIS codes from which those projects are budgeted.


RestrictionsFRYSC funds may not be used for

– Capital construction/renovation projects– Lease or purchase of vehicles– “Rent to Own” acquisition– Direct or indirect district supervisory or

administrative salaries and fees– Grant writing fees– Contributions to the Kentucky Teachers

Retirement System


Restrictions (continued)

FRYSC funds may not be used for– staff salaries unrelated to FRYSC duties and

job responsibilities pertaining to the implementation and operation of the center

– supplanting funds, services, activities, positions or programs that the district is mandated to provide.

– services to schools not funded under the approved program plan


Criteria for Certain Expenditures

Center by-laws must contain detailed narratives and criteria (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).


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.


Budget Revisions/Amendments

• Minor object code category changes up to 10% or $100, whichever is greater, cumulative throughout the fiscal year, may be made without prior approval of the Division of FRYSC.

• Budget realignments of 10% or $100 or more require prior approval from the Division of FRYSC.

• All budget amendments must be submitted at least sixty (60) calendar days, i.e. April 30th prior to the end of the fiscal year.


MUNIS Reports

• Semi-annual MUNIS reports reflecting center expenditures must be sent to the Division of FRYSC (January and July).

• Must be signed by the Superintendent or designee and include the Certification Statement.


PURCHASES


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.


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 non-expendable property having a useful life of more than one (1) year and a single unit invoice cost of $1000.


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 and 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.


Inventory• Each center shall maintain current on-site

record of equipment purchased with program funds.

• Districts are responsible for insuring and replacing equipment lost in the event of fire, flood, theft, or obsolescence.

• If a center closes for any reason, the equipment purchased reverts to the district unless there are other centers within the district, in which case the remaining centers would receive the property.


OTHER GUIDELINES


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.


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 FRYSC

Cabinet for Health and Family Services

275 East Main Street, 3C-G

Frankfort, KY 40621

(502) 564-4986

http://chfs.ky.gov/dfrcvs/frysc/

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Division of Family Resource and Youth Services Centers FRYSC Contract Important Facts And...

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