MVSD Funding Application Narrative_Updated_03-15-2017

INTRODUCTION This document provides instructions for completing the 2017-18 Early Head Start (EHS), Early Head Start-Child Care Partnership (EHS-CCP), Head Start (HS), and Dosage funding applications Delegates must complete the application narrative as a WORD document using Times New Roman, 12 font The delegate’s designated delegate liaison team leader and/or fiscal liaison will answer questions and/or provide technical assistance as needed Delegates were provided the following electronic funding documents:          2017-18 Funding Summary Application template and instructions Fiscal Schedules Attachment (B, C, D, E, F, G and L) Schedule I and K Attachment SF424, SF424A, & SF424 B (must be completed in GABI using HS Enterprise System) Policy Council and Board approval template, and Employee Compensation Cap Sample Organization Chart Training and Technical Assistance Summary and Plan Template School Readiness Plan Template  Checklist SUBMISSION INSTRUCTIONS Completed documents must follow the naming convention described below to ensure proper cataloging Include the following when naming the document:   Delegate Name or Acronym Date of Submission (mm_dd_yy)  Original File Name Examples: MAOF 01_11_17 Funding Application BUSD 01_11_17 Fiscal Schedules PLAZA 01_11_17 Schedule I and K Complete the checklist to verify a complete application is submitted Submit applications electronically, according to the assigned cycle due date, to the following e-mail address: hs_doc_submission@lacoe.edu All applications must be submitted to the attention of the Program Development Assistant, Planning and Resources Development (PRD) Unit Application Due Dates Page of 73 Revised 9/6/2016 Cycle I CII,  Foundation,  Garvey, MAOF, Plaza Cycle II ABC, Mt. View, Pomona, St Anne’s, YPI Jan 19 Jan 26 Cycle III Bassett, El Monte, Norwalk, PACE, Para Los Niños, Santa Monica Feb Applications will not be accepted prior to the delegate’s designated due date Submit original signatures on the Board and Policy Committee approvals, Application for Federal Assistance form (SF424), assurances (SF424B), and employee compensation CAP certification by mail or hand deliver to the LACOE Head StartState Preschool Division Office on the submission due date, by 5:00 p.m to the attention of Program Development Assistant, PRD Unit APPROVALS Policy Committee Approval (Section) The form must be completed and signed by the Policy Committee Chairperson Do not include policy committee minutes with your narrative Submit hard copy document with original signatures on the funding application submission due date Board Approval (Section) The form must be completed and signed by the Board Chairperson Submit hard copy document with original signatures on the funding application submission due date Application for Federal Assistance Form SF424 Complete the SF424 form in the HS Enterprise System Print the form and secure the Board Chairperson signature Submit hard copy document with original signatures on the funding application submission due date Assurances Complete using the HS Enterprise System, GABI provides all necessary SF424B Assurances Print assurances by selecting the “REPORT” option on the GABI toolbar and then select the “424B” option Open the assurances, reformat (if necessary), and print The Board Chairperson must sign the SF424B Submit hard copy document with original signatures on the funding application submission due date     Non-Construction Programs Drug Free Workplace Certification Regarding Environmental Tobacco Smoke Certification Regarding Debarment and Suspension  Certification Regarding Lobbying Page of 73 Revised 9/6/2016 Employee Compensation Cap Certification The certification form must be completed and signed by the Board Chairperson Submit hard copy document with original signatures on the funding application submission due date If any employee’s compensation exceeds the cap, no portion is a reimbursable HS/ cost This is an unallowable cost and DAs must compensate the employee without using HS funds Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Section PROGRAM DESIGN AND APPROACH TO SERVICE DELIVERY The program design and approach to service delivery section of the funding application was designed to include program decisions for both the Traditional Grant (EHS and HS) and the Early Head Start- Child Care Partnership Grant (EHS-CCP) Please ensure that when answering the following questions in this section you address all programs A Goals LACOE and its delegates have been working on accomplishing common goals over the five year funding cycle In the 2015-16 funding application delegates created objectives for each goal This continuation application requires that delegates list any additions, deletions or revisions to programs objectives and describe the progress in meeting each objective identified in the 201516 funding application For the purposes of the questions below please refer to the following definitions Progress: Forward movement toward the achievement of objectives, and outcomes Implement a public awareness and outreach campaign for LACOE’s Head Start and early education programs using proven strategies with the diverse families of Los Angeles County to more effectively meet and maintain enrollment of children and families a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start/State Preschool Agency will actively inform and recruit parents by utilizing recruitment channels such as community newspapers, mail outs, and technology for All Calls announcements on personal and home phone numbers for parents residing within the agency’s boundaries about the available program options for 4-year old preschool students, especially Special Needs students, offered and registration guidelines in order to effectively meet and maintain enrollment efforts as validated by full enrollment and an active waiting list for every Head Start site b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” The Mountain View Head Start agency has shifted efforts in enrolling 3-year old students into the centered-based program In addition, the agency provides a new program option for pregnant women and families with young children ages 0-3- year old called Early Head Start All recruitment channels continue for the program year 2017-2018 c Did you complete the activities needed to meet the objective(s)? If you have not, describe the progress in meeting the objective(s) The Mountain View Head Start agency has completed the activities outlined for Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program recruitment The agency has actively recruited potential preschool families through methods including: community newspaper ads, mail outs, All Calls announcing enrollment efforts, placing metal signs on the School District maintenance vehicles for district wide advertisement, attending school events such as Back–to-School nights advertising open enrollment efforts, and home visits with door-to-door flyers On the first day of school, the agency began to replace “No show” enrollment slots The wait list for 2016-2017 stands at 27 four-year olds and 63 three-year olds Establish and develop community partnerships and strengthen existing partnerships targeted to the needs of LACOE’s regionalized communities to maximize resources that build the selfresiliency of families a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start Agency will analyze various sources of data such as: parent surveys, supplemental community assessment data trends and goals and county monitoring reports to renew partnership agreements with new or established partners to expand community resources available to the El Monte community as validated by updated or new Memoranda of Understanding and/or partnership agreements b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” The agency has reviewed partnerships agreements, updated the agreements and released out of business partnership agreements The agency has established partnership agreements for the Early Head Start program c Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective Yes, the agency met this objective by updating the current partnership agreements The agency will continue to establish new partnership agreements for the Early Head Start program as identified in the community resource parent handbook Established partnership agreements have been updated to include services for Early Head Start Build on the standardized use of ChildPlus with clearly defined processes and guidelines to better meet the individual needs of children and families and ensure timely delivery of comprehensive services a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start Agency staff members, especially program leads, will focus on Tier I monitoring reports for all comprehensive services using data entry in a Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program timely manner using Tier I Child Plus reports as validation of child and family services provided to the Head Start families b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” Tier monitoring for Early Head Start have been added for all comprehensive services using data entry Child Plus reports as validated for program services provided to the Head Start families c Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective Yes, the agency has improved in Tier I monitoring efforts The Mountain View Head Start program facilitators gained proficiency in using the Child Plus program by mastering how to pull reports, and identify trends and weak areas of data collection To increase their effectiveness, program facilitators received training and mentoring through refresher courses offered by LACOE The data reports supported Tier I monitoring efforts to improve classroom performance and services to children and families Program facilitators use information derived through Tier I monitoring to create agendas and objectives for staff meetings Build parent and staff knowledge of children’s developmental milestones to ensure the healthy development of the whole child and transitional success into primary education a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start Agency will meet with and inform parents of student achievement levels on the rating record profiles three times per year, including other assessment tools pertaining to Parent, Family and Community Engagement framework and School Readiness goals, in preparation for a solid transition into primary education b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” The Mountain View Early Head Start program will use LACOE brochures to use during the first home visit that outlines the developmental milestones for children their child’s age In addition, parents will be provided training throughout the year on this topic c Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective Yes, the Mountain View Head Start agency has made progress in meeting this objective by informing parents on Desired Results assessment results three times per year The agency provided a Parent-Teacher conference release day for staff members to meet with parents to review assessment tools and school readiness goals The agency provides children and Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program parents with opportunities to prepare for transition to primary education Activities have included: implementing the Second Step curriculum with modules supporting transition to Kindergarten, and using Response to Intervention strategies to support student success in school The agency provided three workshops for parents on transition, and a fatherhood activity with their Head Start Child Implement evidence-based programs that empower parents to advocate in the community for excellence in their children’s development and learning a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start Agency will implement the Center on the Social and Emotional Foundation for Early Learning (CSEFEL) parent program by providing a series of six parent education classes during the day hours to empower parents to advocate for their children’s developmental learning as validated by sign in sheets In addition, the Agency will offer other parent activities outlined in the School Readiness Plan b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” The Mountain View Head Start program will offer a spring Center on the Social and Emotional Foundation for Early Learning (CSEFEL) parent series to be held at a local elementary school for preschool parents that did not have an opportunity to attend CSEFEL training in the fall c Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective Yes, the Mountain View Head Start program has made a good progress in providing parents with evidence-based empowerment programs through CSEFEL parent meetings, facilitator workshops for staff members to become local CSEFEL trainers, and having completed three years of successful CSEFEL parent education classes About 30 or more parents are selected determined by teacher and Multidisciplinary Team referrals to participate in the six intensive parent education workshops in the fall Each teacher can nominate two families in greatest need and parents’ interest to attend In 2016-2017, the agency will host an additional spring CSEFEL parent workshop at a local elementary school in the north side of the city As a result, more parents are able to attend CSEFEL parent workshops in the fall and in the early spring In addition parents attend workshops throughout the school year that promote parent advocacy These workshops include a series of transitions workshops offered in the spring Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Implement strategic steps to support consistent implementation of organizational processes to strengthen our infrastructure, maximize system oversight and maintain healthy delegate agencies a Following is the objective(s) Mt View SD adopted for the 2015-16 program year: The Mountain View Head Start Agency will continue to request training and technical assistance from the LACOE Grantee office in all program service areas to strengthen new staff members’ knowledge of program requirements, and the Agency will continue to offer ongoing training in all program service areas for staff members on a weekly and monthly basis including internal data and monitoring activities as validated by data entry, Tier I monitoring reports, agendas, and sign-in sheets b List any revisions made to the objective since last year’s application If no revisions have been made, then state “no revisions” No revisions c Did you meet this objective? If you didn’t meet the objective, please describe the progress in meeting the objective Yes, the Mountain View Head Start agency has increased opportunities for LACOE Grantee staff to provide trainings for the agency on various subjects throughout the 20162017 program year including Early Head Start program overview LACOE has provided training in the following areas: Safe Environments, Facilities training for District Maintenance employees, Center on the Social and Emotional Foundation for Early Learning (CSEFEL) Training for Team Members, ERSEA, Social Services, and Early Head Start LACOE Training and Technical Support Request forms and evaluations are used to validate participation in these training opportunities Program facilitators will continue to use monitoring reports and dashboard information to drive the focus on program goals Goals A.1 Based on the information from LACOE’s community assessment, the goals for the last two years for the five year funding period are being revised to better align with the changes in the communities, regulations, and overall program direction LACOE adopted three goals, identified below Delegates will develop SMART objectives to align with LACOE’s goals These objectives must be specific, explain what is to be done; measurable, how will you know what was to be completed or met the expectations; attainable, synonymous to achievable make sure the objective is something that can be accomplished in the one or two year period left in the five year grant; relevant, does the objective align with the goals Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program and what we should be done with HS and EHS programs; time-oriented, simply state when the objective be completed Goal Implement LACOE’s school readiness framework that includes four central elements of service delivery (teaching practices, curriculum, screening and assessment, and parent involvement) to ensure the healthy development of the whole child and transitional success into primary education a Write the SMART objective the delegate adopted for the 2017-18 program year below: The Mountain View School Head Start Delegate Agency will prepare students for a solid transition into the Head Start center-based program and/or Kindergarten program by providing quality professional development training throughout the year for staff members; by staff using adopted materials to meet student goals and objectives; by staff members using screening tools and collecting assessment data three times per year; by using Partners for a Healthy Baby training for infants and toddlers, and by having parents participate in training focusing on Early Childhood Education to improve their quality of life, as validated by consultant contracts for staff training; staff sign in sheets; administrator observations of curriculum materials used in the classrooms; screening tools used by staff members; data assessment entry three times per year; and parent workshop agendas and sign-in sheets Goal Implement evidence-based programs that empower parents to advocate in the community for excellence in their children’s development and learning a Write the SMART objective the delegate adopted for the 2017-18 program year below: The Mountain View Head Start Delegate Agency will prepare and empower parents to become advocates for their children and others in the community by using the evidenced-based programs: Becoming a Mom/Comenzando Bien, Creative Currilcum for Early Head Start parents, and “Center on the Social and Emotional Foundation for Early Learning” (CSEFEL) for centered-based parents to increase their knowledge of healthy child development and learning, as validated by home visit lessons, parent CSEFEL meetings, agendas, and sign-in sheets Goal Develop and implement new 5-Year Strategic Plan that informs LACOE and its delegates in the consistent implementation of organizational processes to strengthen LACOE’s infrastructure, Page of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program maximize system oversight, and maintain healthy delegates ultimately leading to quality outcomes for children and families a Write the SMART objective the delegate adopted for the 2017-18 program year below: Delegate agencies not have to answer this question B Service Delivery In this section, reference the LACOE community assessment and delegate specific data to answer the questions below Delegate specific data may include:  Child outcome data  CLASS data  Self-Assessment findings  Parent survey findings  Results of LACOE monitoring findings  PIR results (e.g., complete physicals, screenings within 45 days, number of families served)  Findings from regulatory agencies (e.g CCLD, CACFP)  Results of special conditions placed on delegate contract  Other data as relevant Needs of Children and Families Based on the review of the data, provide an update on the estimated number of children needing full day and full year care? Include: a) the communities and hours of care most needed by families; and b) how the delegate will identify resources for families needing care for 10 more hours per day The Mountain View Head Start Community Assessment process includes a community survey each year Based on survey results for parents in 2016-2017, father’s employment status includes: 48.96% are employed full time, 9.74% are employed part time, 6.73% are seasonally employed, 13.69% are unemployed, and 20.88% have an unknown employment status Employment status for mothers include: 26.9% are employed full time, 13.92% are have parttime employment, 3.25 % are seasonally employed, 43.39% are unemployed, and 12.53% have unknown employment status Based on parental employment status, parents still request a fullday program As a result, many parents with 4-year old children turn to Transitional Kindergarten to secure a full-day program; this is one full-day resource to choose The agency’s current part-day and full-day program options are still appropriate for the children and families served in the El Monte community Although, more families are working to sustain their quality of life, so the agency will convert 40 part-day part-year enrollment slots into full-day part-year enrollment slots for needy families, this is a second full-day resource option to choose The fullday slots will be located in the north side of the School District at the Baker Head Start campus Page 10 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program EHS Equipment Purchases (GABI Section (d)) Describe the proposed equipment purchases and explain why it is needed to support program services Add lines as necessary For EHS-CCP, describe how Federal funds will be used to enhance the base partner program (e.g CCTR) GABI Line, Description of Equipment; Location; Funding Source; Procurement Method; Sole Source Justification (if applicable) # of Units Extended Cost (Unit Cost x Quantity) Unit cost Shipping and Handling Costs Sales Tax Total Cost Total The above equipment is necessary for the Early Head Start program used for socializations for young children ages 0-3 year old for Baker Head Start site Two piece of playground equipment will be installed for younger students at Baker Describe the proposed equipment leases and explain why the equipment is needed to support program services GABI Line, Description, Funding Source Capital Lease Lease Term (from/to) None None None Total Equipment Lease Budget Location or Activity None Procurement Method None Reason for Lease None Budget Lease Amount 0 D1 – Office Equipment Subtotal: D2 – Class/Outdoor Equip. Subtotal: D3 – Vehicle Purchase Subtotal: D4 – Other Equipment Subtotal: All Equipment Total: (b) EHS Potential Equipment Purchases not included in GABI Describe proposed additional equipment purchases and explain why it is needed to support program services These may be funded with program savings and/or available one-time supplemental funds Page 59 of 73 Revised 9/6/2016 Delegate Name: GABI Line, Description of Equipment; Location; Funding Source; Procurement Method; Sole Source Justification (if applicable) EHS Play equipment # of Units 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Extended Cost (Unit Cost x Quantity) Unit cost $75,000 Sales Tax Shipping and Handling Costs D1 – Office Equipment Subtotal: D2 – Class/Outdoor Equip Subtotal: D3 – Vehicle Purchase Subtotal: D4 – Other Equipment Subtotal: All Equipment Total: Total Cost $75,000 0 0 $75,000 EHS Supplies (GABI Section (e)) Include costs of consumable supplies and tangible personal property (e.g., physical items) having a life expectancy of less than one year and a cost of less than $5,000. This must include tax, shipping and installation  costs.   For EHS­CCP, describe how Federal funds  will be used to enhance the base partner program (e.g. CCTR) Description of Item E1 - Office Supplies Amount Total Office Supplies  =$6,000 Office Supplies Various Supplies General Office=$6,000 E2 - Child and Family Service Supplies Education Warehouse Start Up Orders Startup Cost per teacher full-day @ $60 = $120 Sub Total= $120 $10,905 Warehouse Start­up  orders = $120 Entire Year Warehouse full-day @ $150 = $300 warehouse orders per teacher Sub Total= $300 Buy Out is to purchase items outside of the School District Warehouse Catalog full-day @ $250 = $500 Sub Total= $500 Page 60 of 73 Warehouse Entire  Year orders = $300 Buy Out = $500 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Early Head Start Classrooms Technology Head Start Scanners: mobile scanners @ $550= $1,650 Sub Total= $1,650 Technology  Replacements:  $1,650 Curriculum Replace Consumable Supplies Becoming a Mom/Comenzando Bien material as supplemental Partners for Healthy Babies = $361 Sub Total = $361 Curriculum  Replacement Supplies = $361 Play furniture for Socialization classrooms Play furniture replacement $2,500 Play Furniture  Supplies = $2,500 Home games, toys books Home games, books = $3,374 Games, toys, books =  $3,374 Dental Supplies Sub Total = $400 Disabilities Supplies Sub Total = $400 Medical Supplies Sub Total = $400 Mental Supplies Sub Total = $400 Family Community Engagement Supplies Sub Total = $500 Dental Supplies                          2 EHS Teachers @ $200 = $400 Disabilities Supplies      2  EHS Teachers @ $200 = $400 Medical Supplies                          2 EHS Teachers @ $200 = $400 Mental Health                         2 EHS Teachers @ $200 = $400 Family Community Engagement Supplies                         For CSEFEL Trainings $500 E2 Subtotal: E3 - Food Service Supplies  Food Service Supplies EHS Teachers @ $1,500 E4 - Other Supplies o Transportation Supplies = $0 Maintenance Supplies                         Custodial Supply for Socialization = $0 Other Transportation Supplies Sub Total = $0 Other Supplies Sub Total = $7,996                       Transition Supply & Park Rental = $500                         TB Clinic = $200                         Staff Appreciation Meeting = $400                         EHS Office Furniture= $6,896 E4 Subtotal: Page 61 of 73 Total $500 Maintenance Supplies Sub Total = $0 o o $10,905 $7,996 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program EHS Contractual (GABI Section (f)) Provide the following details for each of the requested contracts Include the costs of contracts associated with only incorporated individuals or organizations in this section.  Do not include unincorporated consultants, e.g., sole proprietors, in this section.   These consultants must be budgeted in the “Other” section (GABI Section (h)).   Add lines as necessary. For service area providers (e.g. health, mental health) specify the service area, hourly rate and number of hours required.  For EHS­CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR) Nature – Relevance of Services Contractor Copy Machine Great Western Termite and Pest Control Main Office E1799 26.00 monthly socialization   building FSC  26.00 monthly 12 months=$312   Procurement Method; Sole Source Justification GABI Line Number; GABI Description Bid Through District Process The Mt View School District has a district wide contract Bid Through District Process The Mt View School District has a district wide contract Amount $5,000 $312 $5,312 Sub Total EHS Renovations or Construction (GABI Section (g)) Complete the following table describing in detail the renovation(s) and/or construction activities supported by this budget.  All renovations included in this section must be major renovations and a facilities checklist must be included with this application. Incidental alterations/renovations are to be included in section H7. Add lines as necessary. For EHS­CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR) Description and Location of Project None Completion Timeline; Davis-Bacon Compliance none GABI Line Number; GABI Description; Amount none EHS Other Direct Costs (GABI Section (h)) Include costs for those items not budgeted on any other budget line and describe them in detail here   Describe   the   project   or   activity   that   substantiates   the   accompanying   budget   line   item amount.   Agencies must at a minimum include items identified through the Health and Safety Page 62 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Screener   reviews   that   can   be   addressed   through   this   grant   (H6   or   H7)   For   Incidental Alterations/Renovations   over   $25,000   a   facilities   checklist   must   be   included   with   this application. For consultant contracts describe how services will be provided (e.g. intern, sub­ contractor). While facilities leases belong on line H2, equipment leases belong in GABI Section D. For EHS­CCP, describe how Federal funds will be used to enhance the base partner program (e.g. CCTR) in each of the justification line items GABI Line Item Description H1 Depreciation/Use Allowance H2 Rent H3 H4 Mortgage Utilities, Telephone Building & Child Liability Insurance Building Maintenance/ Repair and Other Occupancy Incidental Alterations/Renovations Local Travel H5 H6 H7 Amount $0 $0 $0 $500 $50 Justification Provide justification in item below Provide justification in item below N/A Utility Usage = $500 $6,847 Maintenance/Repairs $0 N/A $1,400 Early Head Start Mileage = $ 700 per EHS Teacher x $700=$1,400 H8  Sub. Total = $ 1,400 H9 Nutrition Services H10 Child Services Consultants H11 Volunteers Substitutes (if not paid benefits) H12 H13 H14 H15 H16 H17 Parent Activities/Services Accounting and Legal Services Publications/Advertising/ Printing Training or Staff Development Other $828 $61,223 $0 $0 $4,695 $0 $7,000 $2,000 $1,000 Provide justification in item below Provide justification in item below N/A Provide justification in item below Provide justification in item below Provide justification in item below N/A Provide justification in item below Provide justification in item below Depreciation/Use Allowance: Explain any depreciation or use allowance budgeted Page 63 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program None Facility Rent or Lease Contracts: Complete the following table, providing information for all Equipment and Facility Rent/Lease Contracts.  Add lines as necessary Site Name; Landlord/Lesser; None Term Start Date None Term End Date None Monthly Rent Annual Payment None None Parent Activities: Describe each activity and the associated budget H13 Parent Services Cost of $4,695 Parent Involvement EHS classrooms @ $45.00- $90 Sub Total = $90 Supplies plaques $700 Awards/Certificates $1,000 Sub Total = $1,700 Parent Involvement Food $1,000 Supplies $500 Sub Total = $1,500 Parent Materials for Transition Sub Total= $1,405 Total Costs = $4,695 Justification: Head Start parents volunteer in the socialization classrooms, and as a result inkind hours are accumulated and tracked Parent are recognized for their participation in the program if they earn more than 200 volunteer hours The Male Involvement program is also recognized Unincorporated Consultant Contracts: Describe sole proprietors/consultants that are budgeted in H9, H10, H12, H14, and H16 Identify the line item where the budgeted amount has been included For all consultants in H10, include: a) service area b) hourly rate c) number of hours budgeted Page 64 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program H9 Nutrition Services Cost of $432 20 EHS student snacks $.90 cents at $18.00 for twice per month = $36.00 for 12 months = $432 20 adults snacks @ $.90 = $18.00 @ 22 socializations = $396 Sub Total = $828 H10 Child Services Consultant Cost $61,223  Nutritionist  Consultant  Name of the organization/contractor: Maryanne Patino RD The nutrition consultant will work a standard 8-hour day for 39 days at an average rate of $498.46 per day for an annual fee of $19,623 Nature of service: To provide Nutritional Assessment counseling, information, and education to train staff and Head Start parents and act as a nutritional resource To update policies and procedures as needed To maintain nutritional data according to Head Start Performance Standard 1304.52 (d) (3) Procurement Method to be used: Procurement method used - competitive bids MVSD uses a procurement procedure when contracting for services on a year-to-year basis Three quotes are requested (by calling other sources) and the least amount is granted the contract This is called a Competitive Bid This contract is from 01/01/17 to 06/30/18 ^^^^^^^^^^^^^^^^^^  Incidental Health Services   Various referrals (if needed) The Agency is required to maintain funds for a medical  consultant if needed for special medical cases.   Contract = $1,250 ^^^^^^^^^^^ Dental Consultant Various referrals Contract = $1,250 Type of service to be obtained: Dental care Name of the organization/contractor: Dental Consultants (to be determined by the list of Dental Providers) to include: Elder Heras, DDS, Eastern L A Dental Gary Yang, DDS, Atlas Dental Care Miles Madison DDS, Kim Family Dentistry Frank H Kim DDS, Santo Nino Family Dental Tesse T Sy DDS, Select Dental Practice Raffi Guedikian DDS, Universal Family Dental Care Kim Chi T Do DDS, Bright Smile Dental Care, Children’s Dental Building Stirling T Kurumada DDs, Children’s Central Funzone, Happy Dental Land, Peck Family Dentistry Henry Nguyen DDS and Diane Nguyen DDS, Universal Family Dental Practice Emily Q Letra DDS, may Valley Dental May Thet Naing DDS, Oscar Trigoso DDS Page 65 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Nature of service: To provide dental screenings and dental treatment as diagnosed by the dentist Procurement Method to be used: Procurement method used - competitive bids MVSD uses a procurement procedure when contracting for services on a year-to-year basis Three quotes are requested (by calling other sources) and the least amount is granted the contract This is called a Competitive Bid This contract is from 01/01/17 to 06/30/18 ^^^^^^^^^^^^^^^^^^^^ Registered Nurse Early Head Start Consultant I 230 hours @ $75.00 = $17,250 Contracts = $17,250 Type of service to be obtained: Registered Nurse Consultant Name of the organization/contractor: other RNs TBD The Nurse consultant will work on mandated health regulations at an average rate of $75.00 per hour not to exceed 230 hours for an annual fee of $17,250 Nature of service: To review health files of every Head Start student within 90 days of entry into the program; staff training on medication administration; develop individualized Health Care plans and 504 plans as needed; and provide staff training and recommended health procedures; and follow Head Start Performance Standards 1304.22 Procurement Method to be used: Procurement method used - competitive bids MVSD uses a procurement procedure when contracting for services on a year-to-year basis Three quotes are requested (by calling other sources) and the least amount is granted the contract This is called a Competitive Bid This contract is from 01/01/17 to 06/30/18  EDUTRAIN  EARLY HEAD START CONSULTANT      Contracts = $21,850 Type of service to be obtained: Early Head Start Consultant Name of the organization/contractor: EDUTRAIN The EDUTRAIN consultants will provide training and technical assistance services on the Early Head Start program Total $21,850 Nature of service: To provide assistance in the following: write procedures assoicated with Early Head Start program, provide ongoing training and support for home visitors staff members, support meeting with Teacher II facilitators and Early Childhood Education Cooridnator, assist with developing Grantee reports, develop and update the ERSEA plan Procurement Method to be used: Procurement method used – Sole Source Vendor EDUTRAIN as the start up consultant used to lauch the Early Head Start program Page 66 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program This contract is from 7/01/17 to 06/30/18 H12 Substitutes = $0 H14 Accounting and Legal Services = $0 H16 Staff Development = $2,000 of which $2,000 is for teacher training supplies Other Expense included in Other Category (H17 above): Any “other expense” budgeted in the “Other Category” must be explained in this section.  Include costs for those items not   budgeted   on   any   other   budget   line   and   describe   them   in   detail   here     Provide   a narrative that describes the project or activity that supports the budget line item amount.  H16 Staff Development = $2,000 of which $2,000 is for teacher training supplies H17 Other = $1,000 The Agency will use these funds for finger printing new employees with live scan and health  requirements.  In addition, the Agency will use these funds for licensing fees for the standards  cost for the facilities = $1000 Permanent maintenance/custodial increase: Describe any non­personnel costs (indicate line   items)   that   continue   to   be   funded   with   the   permanent   increase   for maintenance/custodial needs.   Non/applicable EHS Non-Federal Share (GABI – Non-Federal Share Column) Describe all non­federal share matching sources (refer to LACOE NFS Manual). Include the number of volunteer hours, the volunteer wage rate and fringe benefit rate.  Non­federal share reported by other agencies may not be used, but DAs may use one­half of the LACOE partnered CSPP Funds since LACOE will only be using one half of these funds as non­federal share The Mountain View Head Start/State Preschool Delegate Agency monitors in-kind contributions monthly and throughout the year Projections and previous trends are reviewed Staff members are reminded of allowable contributions and a monthly award certificate in honor of the greatest number of classroom volunteer hours is presented at Policy Committee meetings Training and Technical Assistance funds are granted as Federal Resources Volunteers:  Parent Volunteers: Page 67 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program The Agency calculates hours of parent volunteers at 4,673.20 hours at an average rate of $17.37 for a total of $81,173 The Agency calculates their fringe benefits at an average rate of 28.386% for a total of $23,042 Total volunteer cost donated for the school year 2017-2018 is $104,215 Other In-kind Contributions: None Total Non­Federal Resources at 25% In­kind $104,215 10 EHS Cash and Other Resources Complete   the   table   below   for   cash   and   other   resources     This   includes   cash,   other   federal funding, state funding, and local government funding.  Cash received as non­federal share is not counted as match until it is spent Source of Funding Amount Variable or Fixed Variable Used as NonFederal Share Estimated or Actual Estimated USDA/CACFP/NSLP (Federal Portion) CACFP (State Portion) LACOE CSPP Agency CSPP LACOE General Child Care (CCTR) Agency General Child Care (CCTR) Los Angeles Universal Preschool First Five LA Estimated Variable Yes 0 Estimated Actual Estimated Variable Variable Variable Yes Yes Estimated Variable Actual Variable Yes Actual Variable Yes 11 EHS Program Income LACOE requires prior approval for the use of program income. Identify all potential sources of HS/EHS   program   income   and   explain   how   it   will   be   used   in   the   program     See   federal regulations 45 CFR 75.307. Please note: Inclusion does not constitute prior written approval; the DA must still request prior written approval from the grantee and OHS before earning and use of program income.  The Mountain View Head Start/State Preschool program is not anticipating any program income for FY 2017-2018 Page 68 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program 12 EHS Financial Management System Describe the organization’s financial management system and internal control environment to maintain effective control and accountability for grant funds, property and other assets.  Mountain View School District maintains a financial management system and internal controls that ensures proper apportionment and record keeping of expenditures that are followed Please see the flowchart file attached 13 EHS Cost Allocation Plan All agencies must submit a current board­approved cost allocation plan with this application.  What programs does your program collaborate with in order to provide support or supplemental services to eligible HS children and families? The 2017-2018 Early Head Start budget is $416,860 The anticipated funding is sufficient to implement planned program activities, personnel costs, and facilities maintenance There is no other program the Agency co-locates with in order to provide supplemental services other than the Local School District b Explain how each of the other programs receive their funding, the timing of that funding to the delegate, and the effect on the purchase of goods and services to your HS program and the collaborative program Monthly Mountain View Head Start costs are covered through the monthly cash advance requested from LACOE The cash advance amount is the estimated expenditures for the following month for the Head Start program After Mountain View School District submits the cost report for the month, LACOE’s Grant Management Project office will reimburse (transfer in) or deduct (transfer out) the difference between the cash advance and the total cost report for the Head Start and Early Head Start programs for that month c Describe the internal controls the DA has in place to avoid the use of unallowable inter-fund loan activities related to cost allocation The District has established an internal control system that will help ensure that proper apportionment and recording of expenditures procedures are followed Please see the AP flowchart file attached d Provide an explanation of how the delegate ensures that the use of HS/EHS/EHSCCP funds to cover the total costs of the collaborative effort are documented and that any pro-rata share of the costs to the partner programs is reimbursed to the HS/EHS/EHS-CCP program in a timely manner Include in your description how the reimbursement is monitored to ensure appropriate charges to all programs is Page 69 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program documented and the timing of the reimbursement from the alternative funding source to the HS/EHS/EHS-CCP program Mountain View School District is currently allocated 20 EHS slots and 456 HS slots Employees who serve all 476 students (20 EHS & 456 HS students) will be paid 4.20% from EHS and 95.80% from HS funding The Secretary I position is funded 40% through Early Head Start and 60% through CSPP and CCTR programs The salaries and benefits of multi-funded employees are paid through different funding souces and monitored monthly by the Budget Analyst (Head Start Accountant) Any incorrect charges will be transferred out to the correct fundings on a regular basis e Provide a detailed explanation for how the pro-rata costs for HS/EHS/EHS-CCP and your partnered programs are calculated Also, include an example of the prorata charges Cost allocation calculation – Cost allocation between EHS and HS is allocated based on the number of students in each program Currently, personnel funding percentages for Early Head Start/Head Start employees is 4.20% EHS and 95.80% HS Example of the pro-rated charges; Personnel Social Service Facilitator Fringe Benefits Early Head Start 4.20% $2,112 $933 $3,045 Head Start 95.80% $48,170 $21,287 $69,457 Total Costs 100% $50,282 $22,220 $72,502 14 EHS Plans for Future Budget Needs Long term fiscal planning is an essential part of developing an annual budget The process of multi-year fiscal planning is a proactive approach to ensure that sufficient funds are strategically allocated to replace resources on an ongoing basis c Discuss the delegate’s plan to meet potential COLA/merit increases in the 2017-18 program year assuming no additional funding will be available from the OHS for the program year The Cost of Living increase is negotiated between the Mountain View School District and the Mountain View Teachers’ Association and the California School Employee Association bargaining units If Cost of Living funds are not available for the 2017-2018 (COLA) program year, then the agency will consider reducing funds from the basic budget such as reducing additional duty hours, fieldtrip expenses, repair funds and limit the supply expenses to the minimum to cover the increases in personnel costs d Provide a detailed description and/or update of any renovation/replacement projects to be completed in the next four years 2016-2017 through 2018-2019) program years) in Schedule L For each of the delegate’s sites, describe the planned renovations and property/equipment Page 70 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program replacements in order of priority (highest to least) so that those with the highest priority are proposed for action first Also, identify the expected source of funds that will finance the planned improvement projects and property/equipment replacements, with the expectation that HS supplemental funding will not be available e Section III F.1 APPROVALS Policy Committee Approval Delegate: Mountain View School District Items Approved: Head Start Basic Application and Schedule I and K Head Start Early Head Start Application Training and Technical Assistance Grant School Readiness Plan 2017-2018 Date Approved: January 26, 2017 January 26, 2017 December 8,2017 January 26, 2017 The signatures below certify that the item(s) listed above were approved by the Policy Committee For each item listed a quorum was established, a motion to approve was made, the motion was second and a majority of the committee voted to approve the motion This action is described in the committee minutes of the meeting date indicated Delegate Coordinator/Director (signature) January 26, 2017 (date) (signature) January 26, 2017 (date) Policy Committee Chairperson Page 71 of 73 Revised 9/6/2016 Delegate Name: F.2 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Board Approval Delegate: Mountain View School District Items Approved: Head Start Basic Application and Schedule I and K Head Start Early Head Start Application Training and Technical Assistance Grant School Readiness Plan 2017-2018 Date Approved: January 19, 2017 January 19, 2017 January 19, 2017 January 19, 2017 The signatures below certify that the item(s) listed above were properly approved by the delegate’s governing board Delegate Coordinator/Director (signature) January 19, 2017 (date) (signature) January 19, 2017 (date) Board President/Chairperson Page 72 of 73 Revised 9/6/2016 Delegate Name: 2017­18 Year 4 Funding Application Mountain View School District Head  Start Program Certification of Employee Compensation Cap LOS ANGELES COUNTY OFFICE OF EDUCATION Head Start-State Preschool Division Name of Delegate: Mountain View School District Head Start Agency Contact Person: Alma Gonzales, Head Start Director Telephone Number: (626) 652-4250 Certification: Mountain View School District School Board President I, Adam Carranza, certify that no federal funds are being used for the compensation (Print Name of Board Member) (wages and certain benefits) of employees whose total compensation exceeds the cap established by the Head Start Act and defined in the program instruction released by the Administration of Children and Families, ACF-PI-HS-08-03 dated May 12, 2008 This certification includes any and all employees, whether full-time or part-time, working in the Head Start and/or Early Head Start program as well as any delegate employee that receives any portion of their total compensation from the Head Start and/or Early Head Start program, whether charged to direct or indirect costs January 19, 2017 Date Signature of Board Chairperson Page 73 of 73 Revised 9/6/2016 ... accomplishing common goals over the five year funding cycle In the 2015-16 funding application delegates created objectives for each goal This continuation application requires that delegates list... 2017­18 Year 4? ?Funding? ?Application Mountain View School District Head  Start Program BUDGET AND BUDGET JUSTIFICATION NARRATIVE A budget and budget justification narrative of the funding application. .. the funding application submission due date Board Approval (Section) The form must be completed and signed by the Board Chairperson Submit hard copy document with original signatures on the funding