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					                     National Childcare Investment Programme (NCIP) 2006-2010

                  -PROJECT PROPOSAL FRAMEWORK - APPLICANT GUIDELINES
                        COMMUNITY CHILDCARE SUBVENTION SCHEME

INTRODUCTION

   This guide gives some explanations & guidelines to help you complete your Project Proposal
    Framework.
   Some additional terms from the Project Proposal Framework are defined or explained in the
    Glossary of Terms.
   For further guidance you should contact your City/County Childcare Committee (CCC).
   Once fully completed, you should forward the Project Proposal Framework to your CCC.

       CCSS 2008-2010 CRITERIA
       This is the qualitative assessment of your service for application to the CCSS 2008-2010
       The main criteria under which community based proposals will be reviewed are as follows:
           Group Structure & Capacity – establishment of an appropriate legal structure and
               the management skills & capacity to run a sustainable childcare service in
               compliance with conditions of funding and reporting requirements
              Local Need – the proposed service should match the gaps in childcare provision
               supported by the CCC Strategic Mapping
              Quality of the Proposed Service – the proposed plans to ensure a quality service
               will be provided at all times


       NCIP Minimum Requirements
       Operating Hours
       There is a general requirement under the NCIP to be open for at least:
                                      3.5 hours continuously per day
                                                  5 days per week
                                                 46 weeks per year
       Please enclose the following documents with your Project Proposal Framework
              A copy of the most recent annual report or equivalent
              A copy of the most recent audited accounts/financial statement, balance sheet
              A copy of Memorandum & Articles or Constitution and Certificate of Incorporation
              A statement of your recruitment policy & procedures
              Job descriptions for all staff positions of the childcare facility
              A copy of your Childcare policy & procedures
              A copy of your fee payment policy
              A copy of the most recent Health Service Executive Inspection/Advisory Report or
               notification receipt
              Letter of support from RAPID AIT Coordinator or DEIS School
              Any supplementary pages

               PLEASE NOTE: APPLICATIONS WILL NOT BE CONSIDERED IF THE ABOVE
                                       INFORMATION IS NOT PROVIDED
    Completed Project Proposal Framework, together with supporting documentation to be forwarded to:
                                    Fingal County Childcare Committee
                                        ABCO KOVEX BUILDING
                                           Swords Business Park
                                                  Swords
                                                Co. Dublin
                                   Tel/FAX: 01 – 8077660 / 01 8077669
                                    Email:info@fingalcountychildcare.ie
                                       www.fingalcountychildcare.ie


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                     National Childcare Investment Programme (NCIP) 2006-2010

Guidelines for Completion of the Project Proposal Framework
After an initial page mainly requesting your contact details (PAGE 3), the Project Proposal Framework is
divided into three parts:
   Section 1        Group Structure & Capacity
   Section 2        Information About The Local Need For Your Project Proposal
   Section 3        Details of the Quality of the Service

   GENERAL INFORMATION & CONTACT DETAILS

   Apart from basic contact details this section also requests information as to whether your proposed
   facility will be based in an area of designated disadvantage including the following:

   CLÁR: The CLÁR programme (Ceantair Laga Árd-Riachtanais) is a targeted investment programme
   in rural areas. CLÁR was launched in October 2001 on foot of commitments in the Programme for
   Prosperity and Fairness.

   RAPID (Revitalising Areas by Planning Investment and Development): The RAPID Programme
   is a Government initiative, which targets 46 of the most disadvantaged areas in the country. The
   Programme aims to ensure that priority attention is given to the 46 designated areas by focusing
   State resources available under the National Development Plan.

   DEIS – Delivering Equality of Opportunity in Schools: This programme of supports focuses on
   addressing the educational needs of children and young people from disadvantaged communities,
   from pre-school through second-level education (3 to18 years).

   Further information about previously approved grants is also requested

SECTION 1 - GROUP STRUCTURE & CAPACITY                                        (PAGE 4 of Proposal Form)

      To be eligible for CCSS 2008-2010 funding, all groups must be legally constituted or operate
       under another legally constituted body. Evidence must be submitted to show that the applicant
       group has developed or is developing an appropriate legal entity, such as a limited company,
       to ensure that the committee is legally covered in order to enter contractual agreements and
       employ staff effectively.

      This section gives the group the opportunity to outline their aims and objectives. It may be the
       case that the aims of the group making the application for funding are not solely childcare. As
       such this section also gives the opportunity for groups to describe wider aims of the applicant
       organisation.

      In addition, the applicant group should describe the plans for managing & operating the service
       and ensuring that a quality service will be provided, including details of contact that already
       made with the HSE & other relevant organisations.

      This section also requests information regarding the lease details of the service.

   Management structure
    How will staff report to the management committee/manager of the service?
    Who will be involved in management decisions and how will decisions be made?
    How will the group ensure that there is accountability for all decisions and actions in the
      business?
    What supports will be put in place for staff?
    What written HR policies & procedures are in place (e.g. recruitment, leave, disciplinary,
      grievance etc)? – a copy of HR policies & procedures should be forwarded with application

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                    National Childcare Investment Programme (NCIP) 2006-2010

     How will the committee access support on HR/Employment issues?

  Management Capacity
  Detail the relevant experience / expertise your management committee has in running a childcare
  service.
   How many years has the management committee been in operation?
   Describe the make-up of the management committee and how it is representative of the whole
      community
   Describe the type and range of childcare expertise on the committee
   If applicable, describe experience to date of managing a childcare service and /or other
      community projects
   Taking into account the range of skills that will be required by the Management Committee to run
      the service and implement funding, list any other skills deficit identified and describe how the
      Committee propose to meet this need.
   Identify any additional supports locally that the committee have access to

  Financial Controls & Compliance
  Detail the financial controls and systems in place for the childcare service & experience in managing
  other funding
      What bookkeeping system is in place to account for the income & expenditure of the service?
      What systems are in place to manage payment of fees and staff wages?
      Has an accountant been appointed?
      How will the management committee monitor the finances of the service?
      How will the committee access support in managing the finances of the service?
   Outline previous experience in accounting for grant funding (EOCP / NCIP capital or other) prior
      to this application?
   What records will you keep as a minimum in relation to the grant funding?

  Financial Sustainability
   The proposed service must be operated on a sound financial footing. It is important that the
      proposal has been properly planned particularly in terms of realistic financial projections.
   How have you explored ways of generating income for the service?
   How have you researched or received advice on the costs of running a childcare service?
   How have you completed projections on what will be required to meet the running costs of the
      service?
   It may be useful to consult with other childcare services regarding the breakdown of these costs
      & what should be included.
   If your group has access to additional funds through other contributions for the childcare service
      please give details of these.

SECTION 2 - LOCAL NEED                                                      (PAGE 6 of Proposal Form)

  Applicant groups must demonstrate the following:
      That there is a need for this type of service in this location
      That the service will match the gaps in childcare provision as identified by the CCC
      That Duplication & Displacement will not exist

  Location and Type of service i.e. Profile of the local area & community
   Briefly describe the area where the service will/is be located
   Describe the type of service offered and how it meets the needs of the local community
   Outline any new developments planned locally and at what stage these developments are at e.g.
     Local Authority housing, business developments etc
   How does this proposal fit in with the Local Area Plan or Area Action Plan?
   What are the current and future population trends for the catchment area?
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                  National Childcare Investment Programme (NCIP) 2006-2010

   How have you assessed the current and future childcare needs of the locality? I.e. have you
    carried out market research or a needs analysis for the proposed project? – What are the results
    / conclusion of this research? Detail research completed into the childcare needs of marginalised
    groups residing in the area, for example lone parents, children with special needs, ethnic
    minorities etc.?
   How has the committee linked or consulted with other organisations in the area including the
    local authority, other development or community groups etc
   Why is there a need for this particular type and size of service in the area?

The extent to which the project will cater for socially disadvantaged families / cater for
children with specific requirements
 Will the service be located in a designated area of disadvantage i.e. an area covered by the
    RAPID or CLAR Programmes? If so, a letter from the relevant RAPID AIT Coordinator will be
    required to validate this for the Project Proposal Framework.
 Will the service be supporting pre school services for schools designated as disadvantaged
    under DEIS / or the Pre-School Traveller Initiative (DES)? If so, a letter from the relevant school
    will be required to validate this for the Project Proposal framework.
 How will the service be targeted towards disadvantaged or minority communities in the locality?
 Are there any new housing developments in the area and are these social/affordable or private
    housing?
 Outline how the service will facilitate the inclusion of children with special requirements
 Detail the focus on equality and diversity within the service
 Bearing in mind the changing demographics in Ireland, how will the service ensure equality of
    access for all children?

How does the service complement existing childcare provision in your area?
 Describe the other services operating in the catchment area
 Describe the consultation undertaken with other childcare services in the area
 What evidence is there that the proposed service will complement rather than displace other
   services e.g. existing services have waiting lists?
 Describe the level of demand for places, across the age ranges, unmet by existing services
 How will your service address the gaps identified in the provision of childcare in the locality?

The extent to which the project will increase the number of affordable childcare places in
your community
 How many additional places will you be providing?
 How are issues of affordability of fees for individual families considered?
 Describe your committee’s tiered fees policy & socially inclusive admissions policy or describe
   how such policies will be developed

SECTION 3 - QUALITY OF THE SERVICE                                    (PAGE 7 of Proposal Form)
The applicant group should describe the plans for managing & operating the service and ensuring
that a quality service will be provided, including details of contact that they have already made with
the HSE & other relevant organisations.

The main areas reviewed as part of this section are:
    Notification to the HSE
    Quality development & maintenance
    Staff Qualifications & Development

Notification to the Health Service Executive
 Please use this section to detail contact with & notification to the HSE Pre School Inspection
   Team
 A copy of Pre School Inspection / Advisory Reports must be submitted with this application
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                     National Childcare Investment Programme (NCIP) 2006-2010



   Quality Development & Improvement
   Curriculum / Programme
    Outline the type(s) of curriculum / programme of care that is envisaged for the service
    Describe the steps that will be taken to ensure ongoing commitment to quality childcare
      provision (including process of ongoing review of quality)
    Detail links/supports your group is receiving in relation to ensuring quality childcare provision for
      example from NVCO’s/CCC’s
    Describe how the service will ensure a child centered approach
    Outline the service’s consultation with children, parents & other stakeholders regarding the
      ongoing development of the service

   Policies & Procedures
    Describe how written Policies & Procedures are developed and implemented? How often are
       policies reviewed?
    Existing service – a copy of the operation policies & procedures should be included with the
       Project Proposal Framework.
    New services – a DRAFT copy of the operation policies & procedures should be included with
       the Project Proposal Framework

   Staff Qualifications & Development
    Describe the qualifications of the current / proposed staff, including the minimum qualification
       required for various posts
    What provisions have been made for ongoing training & professional development of staff?
    What training has staff/management undertaken? (E.g. Child Protection, Health & Safety,
       Governance etc.)

APPENDIX 1         CURRENT & FUTURE SERVICE PROVISION                              (PAGE 9 pf Proposal Form)

                                NCIP Minimum Requirements:
              3.5 hours continuously per day; 5 days per week; 46 weeks per year

The table in the Project Proposal Framework relates to the levels of service your group (a) is currently
providing and (b) proposes to provide with the assistance of funding. There is also space following this
section to further describe or give additional information on the range of services currently being
provided or that your group will offer.
There are 2 columns:
    The ‘currently provided’ column is information relating to what you currently provide in your
        existing service (if you are a new service and do not have any current level of provision, then
        leave this column blank),
    The ‘target’ column is what you propose to provide, if funded.

The following definitions will help you complete the table:
The number of places available and the number of children attending is broken down into three
categories:
   Sessional - A place should be counted as sessional if it is available for up to and including 3.5
   hours continuously.
   Part-time - A place should be counted as part-time if it is available for more than 3.5 hours and up
   to (and including) 5 hours continuously.
   Full day - A place should be counted as full-day care/full-time if it is (a) available continuously for
   more than 5 hours per day, and (b) is in a facility that is notified to the HSE as providing full day
   care. Full day places should not include school-age childcare places (even if they are offered on a
   full day basis outside of school term).

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                       National Childcare Investment Programme (NCIP) 2006-2010

 Number of Childcare places available per day
 This is the maximum number of places that could be provided on a single day (irrespective of whether
 the facility actually has this number attending at present). The maximum capacity must take into
 account the space and ratio requirements as specified by the Childcare (Preschool Services)
 Regulations 2006, and any related conditions laid down in the Planning Permission (if granted) for the
 facility.

 Operating hours per day
 This is the range of hours that your facility is open to children per day. Please note the times of each
 individual session, under the relevant category heading.

 Number of days per week
 The number of days open per week is the number of days a facility is open within a 7-day period,
 please complete in both current (if applicable) and target columns.

 Number of weeks per year
 The number of weeks open per year is the number of weeks a facility is open within a 52-week period,
 please complete in both current (if applicable) and target columns.

 Age Range
 The age range of children for which the facility can cater, given in years and months (if applicable) e.g.
 2 years – 5 years or 3 months – 12 years.

 Number of Paid Childcare Staff
 This is the total number of staff, working directly with children, paid by any source (including fees).
 Broken down by:
 Full-time staff – a staff member that works over 20 hours per week.
 Part-time staff – a staff member that works up to (and including) 20 hours per week.
 NB: excludes voluntary workers.

 APPENDIX 2                                                             (PAGE 11 of Proposal Form)

                         INITIAL PROJECTED INCOME & EXPENDITURE GUIDELINE
Income
This is a broad estimation of the income generated by the service in fees or through grants to the service for
salaries and running costs. Do not detail capital related income here.

Fees
Estimate the fee income for the service for the first two years of operation.
It may be necessary to take into account the following:
     Gradual growth of the service i.e. full capacity may not be achieved in year 1
     Increase in fees due to inflationary pressures in year 2
     Bad debts
     This should also reflect the projected impact of a tiered fee structure on fee income

Community Childcare Subvention Scheme
Projected amount of funding under CCSS.

Other Income
If any other grants have been already approved or those not yet approved for the service for salaries or running
costs only please detail these here.

Fundraising
If there is a shortfall in running costs it may be necessary for the committee to fundraise to meet the costs of the
service each year. Please indicate a target amount for fundraising for year 1& 2 if necessary.




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                       National Childcare Investment Programme (NCIP) 2006-2010

Expenditure – running costs
Please note: Expenditure should relate to running costs only. No capital expenditure should be detailed here.
In general, inflationary pressures should be taken into account when projecting expenditure for year 2

Salaries & related costs
Please detail the estimated total salary costs for all staff of the service including PAYE/PRSI, pension
contributions (if applicable) & increments.

Rent & rates
If the service is leasing premises, please detail the annual rent as per the lease agreement (if applicable) & any
local authority rates that the service will be required to pay.

Insurance
Please detail the annual costs of insuring the building & contents as well as public liability as appropriate

Consumables
Please detail the estimated costs of consumables including food, cleaning products, programme costs, art & craft
materials, stationery & petty cash etc.

General Overheads
Including ESB, Gas, phone bills etc.

Training Costs
Costs associated with ongoing training & development of staff & board

Other Costs
Any other miscellaneous expenditure including, relief staff, advertising, audit fees, bank charges etc



Cost Per Full Time Equivalent Place (FTE’s)
(i) Please enter the maximum number of places available per day in the full time, part time & sessional categories.
(ii) Divide by 1/2/3 as appropriate to calculate the number of full time equivalent places (D).
(iii) Divide total expenditure (B) by (D) to calculate the cost of each full time equivalent place.

                                                GLOSSARY OF TERMS

Advisory visit: The HSE Preschool Services Officer (PSO) advises on design plans for a new or
expanded childcare service. It is advisable to have an advisory visit to obtain advice or comments in
advance of planning application to ensure compliance with the Preschool Regulations.

Area Implementation Team (AIT): An Area Implementation Team (AIT) was established in each of 45
areas of designated disadvantage to develop a plan for their area. The AIT brings local State Agency
personnel (Health Board, Local Authority, VEC, Dept of Social & Family Affairs, FÁS, etc) the local
Partnership Company, residents of the local community and, where they exist, Local Drugs Task Forces,
together to prepare a plan identifying the needs of each area.

Area of designated disadvantage: As defined in the Haas Index of Relative Deprivation, each DED is
scored in terms of relative disadvantage: those with a negative score are either marginally below
average / disadvantaged / very disadvantaged / extremely disadvantaged.

Capacity of the applicant: This is a broad-ranging look at capability as a childcare provider and in
terms of project management, the ability to get a service up and running.

County/City Development Boards (CDBs)
These structures have been established in each of the 29 county councils, and in each of the 5 major
cities to bring about an integrated approach to the delivery of both State and local development services
at local level.

CLÁR: The CLÁR programme (Ceantair Laga Árd-Riachtanais) is a targeted investment programme in
rural areas. CLÁR was launched in October 2001 on foot of commitments in the Programme for
Prosperity and Fairness.

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                      National Childcare Investment Programme (NCIP) 2006-2010

DEIS – Delivering Equality of Opportunity in Schools: This programme of supports focuses on
addressing the educational needs of children and young people from disadvantaged communities, from
pre-school through second-level education (3 to18 years).

Equal Opportunities Childcare Programme (EOCP): A Childcare funding programme introduced by
the Irish Government and part-financed by the European Union Structural Funds under the National
Development Plan 2000-2006. It forms part of the Social Inclusion Sub-Programme of the Regional
Operational Programme for the Border, Midland and Western (BMW) Region and for the Southern &
Eastern (S&E) Region.

Financial controls: These include book keeping practices and mechanisms for accounting for funding
and all income and expenditure of the service to ensure transparency and accountability for audit
purposes.

Legal Status: This is the type of legal entity under which business is conducted. For a self-employed
provider this can be one of the following: Sole Trader; Partnership; Private limited Company. If funding is
approved this is the legal entity that will enter into contract with Pobal to draw down money, and who will
be responsible for all aspects of the grant e.g. reporting requirements etc.

Local need: Demand for childcare places within a catchment area, taking into account existing services
in the area, waiting lists, new housing /population growth, and potential growth in demand etc.

National Childcare Investment Programme (NCIP): A new 5-year exchequer funded investment
programme to finance quality early childhood care and education services 2006-2010.

Phase 4 Project Development Plan: Following approval of an indicative budget, CCC & Pobal work
together with applicants on outstanding matters to get to contract and post contract support.

Projected income: This refers to the income (as projected) for the 12-month period following receipt of
the grant. (NB For community-based providers this information is required for the first 3 years following
receipt of the grant).

Proposal stage: This refers to applications that are being developed from Expressions of Interest
(Phase 1) to full proposals (Phase 3), prior to submission to OMC for final approval. Once approved,
projects are in the Phase 4 Development stage.

RAPID (Revitalising Areas by Planning Investment and Development): The RAPID Programme is a
Government initiative, which targets 46 of the most disadvantaged areas in the country. The Programme
aims to ensure that priority attention is given to the 46 designated areas by focusing State resources
available under the National Development Plan.

Tiered Fees Policy
A fee structure that takes into account the varied backgrounds of parents accessing the service and in
line with the service that is provided.

SIM: Social Inclusion Measures (SIM) Working Groups help to coordinate programmes dealing with
social inclusion activities at county level. Reporting to the County Development Boards, they assist
CDBs to focus and reflect social inclusion principles and practice.




                             Funded by the Irish Government
                      under the National Development Plan 2007-2013




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