FRYSC Contract

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					                       FRYSC
                      Contract

Important Facts
 And Highlights

 Division of Family Resource and
      Youth Services Centers
           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.
           Division of Family Resource and
                Youth Services Centers
                 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
                    Division of Family Resource and
                         Youth Services Centers
           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




              Division of Family Resource and
                   Youth Services Centers
        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
                   Division of Family Resource and
                        Youth Services Centers
      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.



             Division of Family Resource and
                  Youth Services Centers
COORDINATOR REQUIREMENTS




       Division of Family Resource and
            Youth Services Centers
         Coordinator Role
• Responsible for the provision of core
  and optional components through
  referral to existing services or by
  direct provision if no alternative exists.




              Division of Family Resource and
                   Youth Services Centers
     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.

              Division of Family Resource and
                   Youth Services Centers
              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.

              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
  –   An annual training conference
  –   Regional Meetings as scheduled
  –   Other required training events as
      identified by the DFRYSC


                 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.

               Division of Family Resource and
                    Youth Services Centers
              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

               Division of Family Resource and
                    Youth Services Centers
       Center Site (cont.)
• The SBDM Council/Principal will follow
  the space guidelines outlined in the
  FRYSC School Administrators’
  Guidebook.




             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 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)


                    Division of Family Resource and
                         Youth Services Centers
 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
                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 (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
               Division of Family Resource and
                    Youth Services Centers
             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.
              Division of Family Resource and
                   Youth Services Centers
            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.


              Division of Family Resource and
                   Youth Services Centers
        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.



                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
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
    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

              Division of Family Resource and
                   Youth Services Centers
     Authoritative Structure
• The Cabinet, Second Party, and
  Auditors shall follow this authoritative
  structure.




              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 district
  free lunch 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
            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.        Division of Family Resource and
                     Youth Services Centers
               Restrictions
FRYSC 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


                 Division of Family Resource and
                      Youth Services Centers
          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



                 Division of Family Resource and
                      Youth Services Centers
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).


                  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
 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.
                Division of Family Resource and
                     Youth Services Centers
          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.

             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 non-
  expendable 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 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.
                Division of Family Resource and
                     Youth Services Centers
                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.
                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
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/

   Division of Family Resource and
        Youth Services Centers